Preparing the HOA to Partner with a Property Manager

The HOA board is tasked with a wide variety of responsibilities, and these can be time consuming and demanding. Remember – board positions are voluntary and oftentimes members have full-time jobs too. In order to effectively run the HOA, many skill sets are necessary, and the board may not be properly equipped to handle every issue. To make things run more smoothly, efficiently, and effectively, it is not uncommon for an HOA to hire a property management company.

This is no small undertaking. The HOA should do its due diligence and carefully research and evaluate several companies to determine which is the best fit for their community and its needs. Once a company has been selected, there are several ways the HOA can prepare to create a solid working relationship with the property manager.

• Have all documents and records ready

Before a property manager can really dig in and begin supporting the HOA, they will need to understand the specific rules and regulations is it governed by, what policies and procedures have been put in place, what the budget looks like, and what challenges the HOA is facing. Provide updated copies of financials, CC&Rs, bylaws, rules and regulations, and any other pertinent documents. This can also be a great time for board members to also refresh their knowledge and understanding of these documents.

• Get to know one another

Transitioning from being self-managed to being directed by a property manager can take some getting used to. Set up a time where the board can meet the property manager and everyone can introduce themselves and start to build a positive relationship. It can be a good idea to sit down and talk about the vision and goals for the HOA, each person’s role, and ideas for the future.

Also introduce the property manager to the HOA members. Let them know that the board has hired someone to assist with running the HOA and educate them about the property manager’s role and responsibilities. This was most likely discussed at previous board meetings prior to hiring a property management company, but it’s a good idea to keep everyone up-to-date because not everyone is able to attend every meeting.

• Keep open communication

Be open to new ideas, policies, and procedures. Remember that the property manager is there to support the HOA and help things to run more effectively. Don’t be afraid to ask questions or share ideas. You want to create a positive relationship where both parties are working together in the best interest of homeowners. The board is on the forefront of what occurs, so notify the property manager of any issues or concerns that arise.

Running the HOA can be a more enjoyable experience when you have the support and expertise of a professional property manager. If your HOA could use some guidance and assistance, contact Kuester today to learn more about our wide range of services and how we can help.