Category: Articles

Whether you are a homeowner living in an HOA, a recently elected Board member, or an aspiring Community Manager, it is important to understand the differences between the multiple governing documents by which an HOA operates. If you are a homeowner, for example, becoming familiar with your community’s rules, knowing what is and isn’t permitted concerning your home, and knowing where and how to find this information will prevent you from having to deal with the consequences of non-compliance, which in most cases, can include fines and other types of penalties.

Typically, all associations have governing documents, including Bylaws, CC&Rs (Covenants, Conditions, and Restrictions), and Rules and Regulations. These documents outline the rules, policies, and contractual terms that Board members and homeowners must follow within the homeowners association.

All new owners moving into a property within an HOA will be given access to these documents for their review. As soon as they close escrow, they agree to abide by the rules and policies contained in the documents mentioned above.

In most cases, these documents are initially drafted by the community’s developer and enforced and modified as necessary by the Board of Directors.

In a nutshell, here are the main differences between your HOA’s governing documents:

Bylaws

The Bylaws of an HOA contain all the information and rules specifically related to the association’s operations and management. In most cases, they outline the Board of Directors’ governing structure, lay out the procedures for matters such as Board elections and membership meetings, and outline the board’s rights and responsibilities.

More detailed examples of what you can find in your HOA Bylaws are:

• Membership Requirements
• Board Requirements
• Meeting Notices
• Board Meeting Frequency
• Quorum Requirements
• Voting Requirements and Frequency
• Term Limits for Board Members

CC&Rs

Generally, the CC&Rs are the most extensive governing document of an HOA. They contain homeowners’ rights and responsibilities and outline the architectural guidelines of the properties within the association. The primary purpose of CC&Rs is to regulate homeowners’ architectural modifications based on community-approved standards. This regulation aligns with the HOA’s core mission: to protect, preserve, and enhance home values within the community.

For example, your community’s CC&Rs might require that all homes be painted tan for aesthetic reasons. If your neighbor decides to paint their house red, the HOA might fine them until they comply. Fines and other penalties for non-compliance will vary from association to association. Nonetheless, all should be clearly outlined in the CC&Rs.

It is important to note that if any conflict exists between a provision stated in the CC&Rs and a “rule” generated by the Board, the one outlined in the CC&Rs will always precede, and the latter will become invalid.

Common HOA CC&Rs can include: 

• HOA Dues and Assessment Obligations
• Association and Homeowner Maintenance Obligations
• Architectural and Design Standards
• Vehicle Restrictions
• Pet Restrictions
• Rule Enforcement Procedures and Penalties
• Short-Term Rental Restrictions

Rules & Regulations

Many associations adopt additional rules to help enforce or clarify the guidelines outlined in the CC&Rs; these are known as Rules & Regulations. They’re commonly referred to as a catch-all for items not specifically addressed in the other governing documents of the association. Typically, these rules will be more detailed than the CC&Rs and are more likely to be modified over time based on the community’s current needs. For example, pool hours, gym hours, visitors’ parking hours, pet policies, and others. All of these are things that could change based on seasonality, membership demographics, the community’s current state, and current events, e.g., Covid, etc.

The Board of Directors can modify the Rules and Regulations by vote. However, community members should always be informed of any changes or additions to the Rules and Regulations or any other governing document.

Understanding the differences between an association’s governing documents is crucial for harmonious living in an HOA. Familiarize yourself with your community’s governing documents, including Bylaws, CC&Rs, and Rules & Regulations.

Residents choose communities that offer the lifestyle and amenities they desire. However, residents’ desires change over time, and so do their desired amenities. To keep up with these changing desires, communities may need to perform capital improvements. This article will discuss examples of capital improvements and how HOAs can pay for them.

For this discussion, a capital improvement is defined as a significant upgrade to an asset or the creation of a new asset with substantial expenditure. The Internal Revenue Department defines capital improvements differently, using specified standards. Although definitions may vary by state or industry, the Community Association industry generally accepts this one.

Examples of Capital Improvements

Over the past decade or so, pickleball has become very popular.  This has led to some communities building pickleball courts for their residents. The addition of pickleball courts would be a capital improvement. Other examples of additional sporting amenities would be tennis courts, bocce ball, and basketball courts, to name a few.

A community may have a modest play area that it wants to improve with a larger play structure. Based on its size and cost, consider the new structure a capital improvement. A community might lack a pool, but residents may want to add one as a desirable amenity. Adding a pool would be considered a capital improvement. Other examples include installing a surveillance system or constructing a clubhouse. Capital improvements vary based on community size and residents’ preferences for beneficial additions.

Examples of Capital Improvements: 

• Sporting amenities (tennis courts, bocce ball, basketball courts, etc.)
• Play areas and structures.
• Community pool
• Surveillance system
• Clubhouse or similar building

How do HOAs pay for Capital Improvements?

After inquiries from homeowners and considerable discussion by Board and Committee members, the Board of Directors may come to the decision that a capital improvement is in the best interest of the community. Inevitably, the next question to ask is: How do we pay for capital improvement?

Review Community Documents

The first step in funding major community projects is to review governing documents for restrictions on capital improvement funding. Some residents may suggest using reserve funds, but those are meant for long-term maintenance and replacement of existing assets. Reserve studies typically plan to replace assets at the end of their useful life, not for substantial improvements. They usually account for replacing assets with similar versions at comparable value. Therefore, if the asset is to be substantially improved, it may be considered a capital improvement. The community governing documents may also include restrictions preventing the use of reserve funds for these community improvements.

Loan or Special Assessment

Other funding options may include establishing a capital improvement fund, the Association taking out a loan or establishing a special assessment to fund the project.

Suppose a community’s governing documents allow for the collection of special closing fees. The Board of Directors may establish a closing fee to fund capital improvements. While this funding option may have the least impact on the community’s immediate finances, it also takes longer for the community to accumulate the desired funds as this relies on home closings; therefore, this may not provide a funding timeline that meets the desires of the community.

A more immediate funding option would be for the community to take out a capital improvement loan to fund the project. If allowed by the governing documents, the community needs to put together a comprehensive project plan to present with the loan application for the lending institution’s review. This may involve hiring a project manager, architect, or other professionals to assist in preparing these documents.

If the options above are not viable, the Board of Directors may choose to consider a special assessment to fund the project. A special assessment may provide more immediate funding for the project than collecting closing fees, and it avoids the challenges of getting funding from a lending institution; however, special assessments have their own challenges. Foremost, many homeowners do not like special assessments and may not be in a financial position to pay for them. In addition to the individual homeowner impact of a special assessment, the Association’s governing documents may have strict requirements for approval of special assessments. 

While the funding of improvements accounts may be a challenge, the project is completion result may add considerable value to the community and its residents through the quality of life, accessibility, exercise options, or increased overall monetary value of the community and its homes. Therefore, with open discussion, resident involvement, and thorough research, a capital improvement may benefit your community and your residents.

We are often asked, “When should we start preparing for our HOA to transition from a developer-controlled board to a homeowner-controlled board?” Our answer is always the same, “starting on day one from when the developer first hires a professional management company.”

Setting up a community for a successful transition begins with ensuring the community will be financially stable once the Developer is no longer involved. The AAM Developer Services department begins work with our developers months, if not years, before construction commences. This process starts with preparing the initial budget to determine the reserve requirements and set the assessment rate. At the request of the Developer, AAM will also conduct a thorough review of the governing documents to ensure they align with state and federal laws. Thus, we anticipate any concerns that may arise for a community down the road. Setting an appropriate assessment rate and having the proper documentation in place sets the foundation for the association. However, remaining vigilant by taking additional steps beginning on the first day of management will contribute to a successful transition.

HOA Transition Best Practices

Below is an outline of best practices to follow leading up to an HOA transition from Developer to homeowner control.

COMMON AREAS

After installing the common areas, the Developer should document their condition before transitioning maintenance to the association. An inspection must confirm that everything is installed according to plan and the common areas are in good condition. Once the association accepts maintenance, regular inspections should monitor the common areas and address any concerns promptly. Auditing the community for maintenance issues a year before the transition is a good practice. This allows time for any maintenance concerns to be addressed while the Developer still controls the board. Failure to properly maintain the common elements throughout development can lead to problems during transition.

The Developer should confirm that ownership of common area parcels has been conveyed to the association. Some counties offer special tax valuations for common area parcels, so ensure all parcels are submitted for this valuation. Failure to do so may result in substantial future tax bills for the association. This process is simple for smaller communities but may require an HOA attorney for more complex communities. Developers should consider having an HOA attorney audit these communities before the transition to ensure proper deed and valuation.

FINANCIALS

The developer board should constantly evaluate the financial condition of the community to ensure that the association is financially stable, has a balanced budget, and has an appropriately funded operating account and reserve account. By the time of transition to homeowner control, the association should be self-sufficient. If there are deficiencies being funded by the Developer leading up to the transition, that is an indication that the assessment is set too low. By monitoring the financials through development, the developer board can ensure that appropriate assessment increases are taken to provide sufficient income at the time of transition to cover anticipated expenses.

Every community should have a reserve study in place that lays out a plan for the repairs and replacements of common areas. It is prudent to thoroughly review the reserve study to make sure that all common area improvements that should be funded are included. Studies should be updated at least every three years, unless the CC&Rs require more frequent updates, to make certain that the association’s reserve account is sufficiently funded at the time of transition. Failing to fund reserves adequately is a common area of contention with homeowner boards following the transition. 

Good Faith

There is no legal requirement to complete a reserve study or ensure the association is adequately funded. However, the Non-profit Corporation Act requires directors to act in good faith and with the care of an ordinarily prudent person. Directors must also act in a manner they reasonably believe is in the best interest of the corporation.

Common law, established through the Restatement Property (Servitudes), is court-made law based on previous court opinions. Sub-Section 6.20 outlines the Developer’s Duty to the community during the period of control. The Developer must establish a sound financial basis and maintain accurate records for the association. They must also account for the association’s financial affairs and disclose all material facts affecting its financial condition. These duties remain until the Developer relinquishes control of the association to its members.

DOCUMENT & ORGANIZATION

As the transition approaches, it’s prudent to ensure the association is well-organized. Association records should include all pertinent documents, such as CC&Rs, recorded amendments, plat maps, and common area tract deeds. Include signed Bylaws, filed Articles of Incorporation, and any working documents adopted by the developer board. Files should contain current contracts, insurance policies, financial records, development plans, and meeting minutes. Confirm that the association is in good standing with the Secretary of State or Corporation Commission.

TRAINING 

Four months to one year prior to transition, depending on the size and complexity of the community, a Transition Committee consisting of homeowners should be organized. This Committee will go through a series of training sessions regarding the association’s inner workings and the board members’ responsibilities. This is a good time for the management company to educate and build relationships with homeowners who will hopefully go on to run for the Board of Directors. Additional training for board members following the transition will further contribute to a successful transfer of control.

Our ultimate goal with any transition is for the homeowners to take control of the association and move forward with a good relationship with the Developer. Homeowner concerns with the Developer may arise within a few months following the transition. However, sometimes situations arise years later. As such, the management company must diligently follow up on any concerns and initiate discussions with the Developer to resolve issues amicably. Following best practices and having the right team from day one ensures a smooth, successful management transition.

Community associations are unique entities, and the Boards that lead community associations fill unique roles. In our experience, the most successful board members have strong integrity, reasonable judgment, a willingness to serve, and commitment to the best interests of the community. Couple this with a Community Manager who has an approachable attitude, excellent communication skills, unwavering integrity, and takes a genuine interest in the community, and you have a formula for success! But what else does it take to lead a successful community association?

Below, we have provided successful tips for both Board Members and Community Managers:

5 Habits for Board Members

 
1. Look at the Long Term Financial View

Take the time to look at the Association’s overall financial position in a 5, 10, 20, and 30-year span. Understand the assets of the Association. Obtain a Reserve Study and update it every 2-3 years. The assets of an Association typically age and require maintenance and/or replacement. Don’t skip routine maintenance to save a few dollars. Don’t be fearful of raising assessments if needed. 

2. Make Educated Decisions

Education should be a high priority. Part of learning how to be a good Board member will come from trial and error; but, reduce the errors and the time it takes to get up to speed by attending Board training (often offered by your management company, Association attorneys, and certain municipalities), read the governing documents, rely on the guidance of experts and ask questions.

3. Be Reasonable

Although Boards have a big responsibility, they don’t need to be overzealous or inflexible to fulfill it. Avoid snap decisions, act rather than react, and deal with real problems, not nuisance situations.

4. Be Transparent

Transparency in an association is a good thing and goes a long way toward giving members the feeling that the Board is doing the right thing. It can be tempting to keep certain decisions under wraps, especially if there is friction among Board members or if the Board believes their decision may be unpopular with the members. However, secrecy leads to distrust once the secret is unveiled. While there are times when confidentiality is necessary, most often, the HOA Board’s business is public information, and it is required to be easily accessible to homeowners.

5. Communicate, Communicate, Communicate

Effective communication helps to establish “unity” in the community. Use your available tools to get the information to your members and create a process in which members can communicate with you! In this era of interactive technology, use your website, eblasts, text messaging, social media platforms, and Association or management apps. Additional tools may include bulletin Board postings, A-frame signs, door-to-door flyers, information sent out via US mail, and face-to-face Board meetings.

5 Habits for Community Managers

(The following is part of AAMs core fundamentals) 

 1. Be Proactive

Plan your work. Solve problems before they happen by anticipating future needs or opportunities and addressing them in advance. Looking ahead allows us to better capitalize on opportunities and to prevent issues instead of fixing them.

2. Share Information

Learn to ask yourself, “Who else needs to know this?” When in doubt, share more rather than less. No team ever failed because they shared too much information.

3. Be a Fanatic About Response Time

People expect us to respond to their questions and concerns quickly, whether in person, on the phone, or by e-mail. This includes simply acknowledging that we got the question and we’re “on it,” as well as continuously updating those involved on the status of outstanding issues. Rapid response is one of the easiest and best ways to stand out from the crowd.

4. Pay Attention to the Details

Whether it’s getting the contract terms right, getting the correct address, or doing the proper research, details matter. Double-check your work for accuracy and precision. Accuracy is a reflection of excellence.

5. Take Ownership

Take personal responsibility for making this happen – somehow. Respond to every situation by looking for how we can do it rather than explaining why it can’t be done. Be resourceful and show initiative. Don’t make excuses. Take the extra step to solve the problem.  See issues through to their completion.

In addition, having an engaged community is of equal importance for a successful Community Association. Below are ways to encourage Community involvement.

Encouraging Community Involvement

Running an effective homeowners association takes the work of many. While Boards can hold meetings and make decisions, what really makes an Association a “community” is the involvement of its members. But how do we encourage participation? 

• Provide opportunities for members to interact through social events.
• Encourage volunteers to share their positive experiences with other members.
• Recognize and thank your volunteers often.
• Form committees.
• Host Town Hall Meetings.
• Hold regular Board meetings.
• Communicate, communicate, communicate. 

A successful community association is a collaborative effort. It’s a committed group of community volunteers (Board Members) leading the charge and making sound decisions for the community, partnered with a management company that can move decisions forward, both with the same shared vision of success.

As Boards of Directors prepare their annual budgets, important tips should be followed to ensure accuracy and comprehensiveness. A well-crafted budget goes beyond mere numbers; it forms the financial backbone that supports the entire association. This budget guides decision-making throughout the year, ensuring that resources are efficiently and effectively allocated to meet community needs. Furthermore, a robust budget helps maintain financial stability, allowing both short-term and long-term goals to be confidently achieved.

Reviewing the Timeline

One of the first critical steps in this process is reviewing the timeline for budget completion and Board approval. This step is not only essential for organizational purposes but also for compliance with the HOA’s Governing Documents. These documents often outline specific distribution requirements, making adherence to timelines vital. Timelines are more than just formalities; they ensure the budget is prepared, reviewed, and communicated in a timely manner. This practice fosters transparency and trust within the community, both of which are crucial for smooth operations.

Adhere to Governing Documents

For example, some HOAs’ CC&Rs require the budget to be mailed or delivered to homeowners 30 days before its effective date. Meeting these deadlines is essential to prevent last-minute rushes and ensures all stakeholders are informed and prepared for the upcoming year. A well-prepared budget provides a clear financial plan that reflects the association’s priorities and strategic goals. It also helps anticipate potential challenges, allowing the Board to address them proactively.

In addition to meeting deadlines, it’s important to regularly review and adjust the budget as necessary throughout the year. This flexibility allows the association to respond to unforeseen circumstances while maintaining financial health. By carefully considering these factors, Boards of Directors can create a budget that not only meets the current needs of the community but also lays the groundwork for future success.

While keeping these critical deadlines in mind, consider the following items to help make the HOA budget preparation process successful:

 Download our latest guide on HOA Budgets HERE

What should I expect when I sell my home, which is located in an HOA? Understanding transfer fees is a crucial part of this process.

Each association is different, and its governing documents drive the transfer fees collected at the close of escrow. 

Examples of fees that could be charged at the closing are: 

Working Capital/Initial Capital Contribution/Community Enhancement Fee

• This part of the transfer fee is paid to the association and will be deposited into the association’s operating account for use at the board of directors’s discretion.  Oftentimes, if a reserve fund fee is not called for in the governing documents, the board will have the working capital fee designated to fund the reserves. The amount collected would be called out in the CC&Rs or in a resolution adopted by the board. This fee is typically paid for by the buyer at closing.

Reserve Fund Fee

• This is a fee paid to the association for the purpose of funding the reserve account to allow the association to properly maintain and replace capital improvements as dictated by the CC&Rs for the association. The fee will be deposited in the reserve account for future use. The Board of Directors typically contracts with a third-party vendor to identify the assets of the association and provide funding strategies so that the association can maintain the assets. This fee is typically paid by the buyer.

Transfer Fees

• This is a fee that is paid to the association as well, and the board of directors oftentimes has the authority, as provided in the governing documents, to determine how the fee will be used. It may be dedicated as a reserve contribution to fund the operating account or, in some states, to offset the cost of setting up the new owner in the association records. This fee is typically paid by the buyer.

Resale Disclosure Fee/Statement of Account Fee/Certificate of Assessment

• This fee is typically paid to the managing agent. The amount is dictated by the management contract that the board has negotiated with the managing agent. State statutes often dictate these amounts. The seller typically pays the fee.

An important item to note is that the fees listed above are not considered an advance payment of assessments nor are they refundable upon any future sales of the property.

As noted above with reference to who pays the transfer fees, this is not always the case as the fees can often times be negotiated between the buyer and seller in the purchase contract. It does not matter to the association who pays the fees as long as they are collected at closing and paid to the association.

Moving to Mobile First

Today, we live in a mobile-first world when it comes to technology. We do our banking and shopping on mobile apps, and we even manage our home appliances and thermostats through mobile apps. Unfortunately, the same is not currently true in the HOA Management industry. AAM is looking to address this oversight with the rollout of the HOA Toolkit. 

No Wi-Fi, No Problem

Our initial rollout of the HOA Toolkit focused on allowing our managers to perform community inspections on an offline mobile app. The offline mode has been a critical feature for us since several communities are in areas without cellular coverage. In the past, this could mean long wait times when uploading pictures or, worse yet, timeouts. Even in areas with excellent coverage, the ability to cache the violation information on the device and upload it at the end of the inspection has made for quicker and more accurate inspections. 

Secure, Fast & User-Friendly 

The transition from a mobile-friendly webpage to a mobile app has also paid significant dividends. This shift has allowed us to create a more intuitive interface and enable features on the device that would not have been possible in a traditional web format.

The results have been better than we could have hoped. Even the most technology-resistant users have fully and gladly embraced the new tools. We believe the feedback we have received from our Managers has been so universally positive because we are providing them with a tool in a format they are used to and prefer using, combined with the fact that it helps them perform their work more effectively by cutting the typical inspection time in half.

Resident Information a Few Taps Away

This success encouraged us to deploy a module for Resident Information. We realized that Managers are often away from their computers, maybe because they are in the field doing inspections, meeting with vendors, or meeting with their Boards. This means that many issues that could quickly and easily be addressed have to wait until our Managers are back at their desks where they have access to their computers. Providing a tool to our Managers where they can quickly and easily access all the residents’ information from their phones, anywhere and anytime, allows issues to be addressed more rapidly and allows Managers to have one less thing on their to-do lists. This is especially true for our Afterhours Team, who may take a call at any time and need the ability to access information quickly as they try to solve an emergency in real time.

Expect More

Seeing how impactful these tools have been for our staff has caused us to shift our thinking from “What can we deliver via a mobile app?” to “What can’t we deliver via a mobile app.”  We have already added work orders, architectural processing, and vendor management to our roadmap for what we want to add to our toolset. We hope that the HOA Toolkit will add new modules over the next few years, transforming into a primary device for how most of our staff will do their jobs.  

AAM HOA Toolkit 

  To learn more about HOA Toolkit, visit Hestia Software.

Hurricane season officially season begins June 1^st and runs through November 30^th. Unlike a tornado that comes upon a community rather quickly, a hurricane can build for weeks at a time, with the forecast changing from day to day. But like a tornado, if you don’t prepare properly, the damages could be felt for years to come with a direct landfall.

Why does an HOA need to have a Hurricane Preparedness Plan?

It is part of an HOA’s duty to protect the well-being of their community and act in the best interest of their residents. Although having a Hurricane Preparedness Plan will certainly not save your community from being hit by a hurricane, it will assist your association and residents to be prepared when the time comes. Ultimately, having a plan will help minimize health, safety, and monetary risks for the entire community.

Roles the HOA plays in preparedness:

Creating a Hurricane Preparedness Plan

It is essential that associations, especially those located in states regularly threatened by hurricanes, tornadoes, and other natural disasters, review their emergency preparedness plans periodically and always keep their residents informed and prepared for when these situations occur. An emergency preparedness plan should already be in place for your HOA, but it is essential to revise it and update it as necessary. We recommend discussing updates to your emergency preparedness plan during your HOA annual meetings. If your association does not have one yet, which may sometimes be the case, it should be your top priority to develop one. If you need assistance creating one, reach out to your management company or contact AAM today to assist you.

Conducting Regular Inspections and Maintenance

As part of your HOA’s responsibility to protect the community, your association or management company should conduct regular inspections of your community’s shared facilities, including roofs, windows, landscaping, mechanical equipment, etc. These inspections will allow you to identify potential safety hazards in advance and evaluate the need to change the community’s buildings or infrastructure before the storm hits. In addition, it is recommended that, for insurance reasons, you videotape or take pictures of community assets and common areas while everything is working properly. Ideally, these should be time and date-stamped.

Keeping Everyone Informed

Keeping residents and staff informed during these situations of uncertainty is of vital importance. Residents expect answers, and your HOA should be ready to provide them before, during, and after an emergency occurs. Before the hurricane season approaches, share a digital copy of your Hurricane Preparedness Plan with your residents and staff. Additionally, use emails, flyers, and notices on your community website to share important information about the hurricane season, how to be prepared, how the association will handle certain situations, and what to do during and after a hurricane. For example, residents might be required to secure trash cans and furniture in their backyards to avoid significant property damage. Your HOA should make sure that all residents are aware of this policy, as well as the penalties imposed for noncompliance. Also, be prepared to share local governmental updates, such as voluntary or mandatory evacuation notices.

Post-Storm Cleaning and Repairing

Once the storms have passed, your HOA’s responsibility is to conduct a damage assessment tour throughout the community’s common areas and reach out to the corresponding vendors to start the cleaning and repairing processes.

What is included in an HOA Hurricane Preparedness Plan?

A Hurricane Preparedness Plan will serve as a guide for your HOA, specifying protocols and procedures. The following are items that you should include in your HOA’s Hurricane Preparedness Plan:

Hurricane Supply Kits

Provide your residents a list of essential items or supplies they will need to have handy before and whenever a storm is approaching. Important things include cash, personal documents, non-perishable food, water, clothing, medications, personal hygiene items, a fully charged cell phone, etc.

Roles and Responsibilities

Specify the roles and responsibilities of the HOA before, during, and after the emergency occurs. For instance, what will the association communicate to residents, and what mediums will be used? Text messages, emails, community website? Similarly, specify what is expected from the residents to preserve their safety and the community’s safety.

Standard Protocols

Share a list of standard procedures for different situations. For example, what to do if water or electricity are shut off, flooding occurs, or if the government issues an evacuation notice. Evaluate all the potential situations residents might be exposed to and determine the safest plan of action for them. Remember that not everyone has experienced hurricanes before, so what might seem like an obvious solution for some might not be for others.

Site Plan

Include a site plan or map pointing out critical areas in the community and access to water valves, lift stations, generators, etc. In some cases, local officials will instruct communities in the most threatened areas to turn off electricity, gas, and water before evacuating.

Evacuation Plan

Establish a detailed evacuation plan and include a map highlighting emergency exits, evacuation paths, nearby shelters, gas stations, and drugstores.

Instructions for Re-entry

If an official evacuation notice has been issued, advise residents to be patient and not to re-enter unless state/county officials have allowed doing so. Your residents must stay updated with the latest news from the most reliable sources, and your HOA could help by providing a list of the most dependable sources of information.

Emergency Contact Information

Provide a list of all-important contacts, including your HOA Board members, Community Manager, insurance providers, relevant vendors, and other emergency services. It’s essential that your HOA also has access to all residents’ contact information and home addresses.

How can AAM help prepare your community?           

AAM has plenty of experience preparing a community in the event of a storm. With community partners from Florida through the Carolinas, 80% of the communities we serve are on the coast and could be impacted by every gulf or Atlantic storm. From those experiences, we can build a plan for each community that covers Pre, Mid, and Post Storm.

Working with local authorities and the Board of Directors, our preparation and execution of the personalized plan for the community not only mitigate damage but, in some cases, saves lives. In addition, we can work with the Board and their CERT (Community Emergency Response Teams) on planning, preparation, drills, and execution to preserve the common properties and ensure that all owners heed the warnings and prepare for their safety.

Our ability to work with our Preferred Vendors on the staging protocols ensures our team can have the workforce available when others may be stretched for help. This also enables our team of management professionals to focus on residents’ immediate needs and concerns to prepare for recovery once the storm has passed.

Does your current management company have a plan for you? If not, give us a call and let AAM build a plan for your community.

As Board members, you understand the important role that technology plays in effectively managing your Association. Ensuring that Board members and homeowners have access to the best technology available should be a top priority of your HOA management company. Technology services offered should provide helpful tools, adapt to the individual needs of a community, and encompass these functional traits: Secure, Productive, Automated, Efficient, and Transparent.

As a member of your Community Association and an elected HOA representative, you have a pulse on what the community wants and needs, especially concerning technological advances and service offerings. Websites, cloud-based portals, and mobile applications are a few examples of innovative tools AAM provides to their communities; what technology is currently available to you?

WEBSITES influence how homeowners perceive a community

Let’s face it. We live in a world where people use Google before making any purchases, including where they choose to live. Due to this growing trend, the first impression of your community must be a glowing and memorable one. If your community’s HOA website doesn’t reflect the experience a prospective homeowner expects from the community, they may dismiss it entirely. AAM recognizes the importance of appearance and how it ties to the perceived value of a community. That is why we heavily invest in the technology we provide to our community associations, and our number one suggestion to our HOAs is to utilize a Premium Website.

What is an AAM Premium Website? Premium websites provide a secure resident portal where homeowners can view community documents, post classifieds, view their account and violation information, pay their bills, and communicate with other homeowners. In addition, HOA Boards and Community Managers can quickly contact residents through email and text blasts to keep the community informed and engaged.

Top 3 Benefits of a Premium Website

1. TOTALLY RESPONSIVE: Easily viewed on mobile devices.

2. FREE EMAIL BLASTS: Effective communication to members.

3. CUSTOMIZABLE: A unique reflection of your community.

Having a professional, polished HOA website that is easy to navigate, includes stunning images of the community, and provides quality information shows the HOA’s commitment to the overall homeowner experience. Does your Association pass the Google test?

MOBILE APPS change how homeowners interact with their HOA

Mobile application platforms make finding information, taking action, and communicating easy and convenient, and it is why apps are becoming a vital resource for businesses. An HOA mobile app serves as a direct channel between an HOA and the homeowners; this allows for faster communication and increased engagement. For example, an app that provides in-app notifications can influence proactive action to be taken by the user and eliminate frustration with time-sensitive events.

Our HOA mobile app AAM All Access was created with one goal in mind, adding value to the HOA living experience. Members of an association want their HOA to have as little interference in their everyday lives as possible. The interactions with the HOA are expected to be quick, easy and ultimately yield the desired result. And we believe that AAM All Access delivers the ultimate package in customer satisfaction.

Top Benefits of Using an App

1. Accessibility: Information readily available.

2. One touch access to contact information: Minimizing the time homeowners have to spend tracking down the correct person.

3. Time-saving solutions: Access to find answers, submit forms, and contact appropriate departments quickly.

4. In-App Notifications: Posted payments, arch request status, compliance issues, and community announcements.

CLOUD-BASE WEB PORTALS have changed how HOAs are managed.

Solution based technology is one of the most important aspects a community management company should provide to their clients. The ability to listen to the needs of homeowners associations and adapt the process to those needs is what has set AAM apart from other companies for decades.

AAM’s cloud-based client HOA portal, BoardVue™, was created by our internal development team as a solution to what was once a common question of Board Members: how does AAM track work orders? And although we had an intricate internal process in place, we built what we had into a client-facing version to allow for complete transparency and easy tracking.

What BoardVue™ Delivers

1. 100% Transparency: Board members know everything that is happening inside their community.

2. Frictionless Management: Providing timely and accurate information, in addition to clear communication.

3. Instant Reporting: Thirteen of the most commonly used Board reports are now available 24-7.

If your community association isn’t currently experiencing the benefits of a web portal or innovative mobile app or taking advantage of a modern website, we would love the opportunity to bring your community up-to-date in this ever-changing digital age. Contact AAM today to discuss your technology goals. 

WHen selecting a vendor for your HOA, how do you know where to start, who to trust, and how to find companies that will provide the best quality workmanship for your Association?

Below are ten helpful tips that will guide you in the right direction when selecting a new HOA vendor:

1. Research what other clients are saying.

Once you have a list of potential vendors you have identified, go online and look at what their clients are saying about them. Google and Yelp reviews are always a good place to start. Consider the following when looking at reviews: Did the vendor get the work done? Did they meet project deadlines? Were they communicative during the process? Are there any common issues in customer complaints? How does the company address these concerns? Etc. As you go through reviews, keep an open mind and try to be objective.

2. Make sure vendors have the proper documentation in place.

Depending on the type of vendor that you are dealing with, proper documentation might mean insurance (such as liability, auto, workers’ compensation), licenses, certifications, or any other type of credential documents. Also, make sure to check that the coverage is current and will continue to be during work.

3. Ask for customer references.

Ask vendors for references to inquire about their performance, preferably other community associations. In the case of landscape businesses, which is generally the largest contract in most homeowners associations, visit some of the communities where they provide their landscape maintenance services.

4. Check for complaints.

When applicable, check for complaints with the Registrar of Contractors (ROC) or the Better Business Bureau (BBB).

5. Solicit at least three competitive bids.

After comparing multiple vendor options, make it a best practice to solicit at least three competitive bids, if possible.

6. Give each vendor you ask to bid an RFP or scope of work.

Having a defined outline of the work that needs to be performed and the expectations the Board has regarding materials, deadlines, and pricing will allow each vendor to provide you with a more detailed proposal.

7. Schedule meetings with each potential vendor.

Meet with each vendor to review the proposal, clarify unanswered questions, and ensure that the services proposed are what you are expecting.

8. Make objective comparisons before choosing the winning bid.

Create a vendor evaluation matrix to guide your final decision. Choose the vendor that best aligns with your community’s needs and requirements. Keep in mind that the lowest bid is not always the best bid.

9. Get a formal contract reviewed and signed by both parties.

Ensure there is a standard 30-day termination clause with or without cause, should the work performed not meet contract requirements or circumstances change. In addition, we recommend having an attorney review the contract for very technical projects to make sure that your Association’s best interests are being represented.

10. Consider hiring an HOA management company such as AAM to alleviate the stress of the vendor selection process. 

With more than 31 years in the industry, AAM has plenty of experience when it comes to helping Boards select the right vendors for their communities. Our Community Managers will assist you in preparing bid specifications and the subsequent solicitation of competitive bids. Additionally, once the Board awards a contract, AAM will monitor vendor performance and keep the Board aware of any updates or issues that arise.

If you are a Board member looking for a management company, contact AAM today toll-free at 833-745-6446 or submit an RFP through our website.