Top 5 Holiday Decor Tips to Prevent Hazards in Your HOA Community Spaces

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As the holiday season approaches, many HOAs are getting into the festive spirit by adorning their community spaces with beautiful decorations. From twinkling lights to Christmas trees, these decorations bring joy, warmth, and holiday cheer to the community. However, holiday decor can pose potential hazards if not properly installed and maintained, so it’s important to keep safety in mind. Here are five simple tips for preventing hazards in your HOA community spaces this holiday season.

Inspect All Wiring

One of the most common decorative elements used during the holidays is lights. Whether they are hung on trees, wrapped around poles, or draped around buildings, lights add a magical touch to any community space. However, before plugging in those lights, it’s important to inspect them thoroughly. 

Check for any visible damage such as frayed wires or broken bulbs. If there is any damage, do not use the lights; promptly replace them with new ones. It’s also important, when decorating outdoor spaces, to use lights that are specifically designed for exterior use. Indoor lights are not equipped to withstand the elements and can cause fire or electrical hazards if used outdoors. Additionally, be sure to use extension cords and outlets that are rated for outdoor use to avoid overloading and potential fire hazards.

Water Christmas Trees Regularly

Christmas trees are an iconic symbol of the holiday season and are often used in community spaces for decoration. However, these trees can also pose a safety hazard if not properly maintained. 

Dry trees are highly flammable and can quickly escalate into a dangerous fire. Be sure to water the tree regularly to keep it hydrated and prevent it from drying out. It’s also important to keep the tree away from any heat sources such as fireplaces, heaters, or radiators. Consider using artificial trees, which are less flammable and do not require watering.

Keep Exits Clear

In the midst of all the decorations and festivities, it’s important not to forget about the safety of your community members. Ensure that all exits and fire escapes are kept clear at all times. 

Do not block exits with decorations, furniture, or any other objects. In the event of an emergency, these exits need to be easily accessible for a quick and safe evacuation. It’s also important to keep pathways and walkways clear of decorations to prevent tripping hazards and allow easy movement for community members.

Use Outdoor-Rated Decorations

When decorating community outdoor spaces such as courtyards, gardens, or exterior amenities, it’s essential to use decorations that are specifically designed for outdoor use. Outdoor-rated decorations are made to withstand the elements, such as wind, rain, and snow. They are also less likely to deteriorate compared to indoor decorations. 

Using indoor decorations outdoors can not only damage the decorations but also pose serious safety risks. For example, using indoor lights outdoors can cause electrical hazards and increase the risk of fires. It’s crucial to always use outdoor-rated decorations in outdoor spaces to keep your community safe.

Safely Secure Decorations

Community spaces often have high foot traffic during the holiday season, making it important to secure decorations to avoid any potential tripping hazards. Whether it’s wrapping lights around columns or hanging banners and ornaments, make sure they are installed securely. 

Be careful not to hang decorations overhead where they can obstruct walkways or pose a hazard to taller community members. It’s also crucial to avoid using nails, tacks, or staples to hang decorations, as they can damage surfaces and create sharp edges that can cause injuries. Consider using zip ties, clips, or Command hooks to secure decorations most effectively.

Incorporating festive decorations in community spaces brings joy and a sense of togetherness to the holidays. However, it’s important to prioritize safety and avoid potential hazards that can dampen the holiday spirit. If you’re an HOA board in need of assistance with holiday community management, a professional community association management company like The Management Trust can help you through the holiday season and beyond. To learn more about our full range of community management services, contact us today and request a custom proposal for your HOA. We look forward to working with you!

How To Maximize the Impact of Your HOA’s Annual Meeting

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The annual HOA meeting is one of the most important in any community association. Usually held at the start of the new fiscal year, annual meetings are led by the board president and announce new developments such as the budget, board members, and major projects for the upcoming year. It is a time for homeowners to come together, discuss important matters, and vote on issues that will affect their community. However, organizing and conducting an effective annual meeting can be a daunting task for HOA board members. To ensure a successful and impactful annual meeting, here are a few key strategies to consider.

Encourage Written Proxies

One of the biggest challenges faced by HOAs during their annual meeting is obtaining a quorum. A quorum is the minimum number of members required to attend the meeting in order to conduct business. Without the minimum number — which is outlined in each association’s bylaws — decisions cannot be made, and important matters may be postponed. This can lead to delays in projects and key decisions, which can ultimately affect the quality of the community and the satisfaction of residents.

To ensure that your annual meeting has a high attendance and a quorum is reached, be proactive about attendance. Send out notices well in advance that remind everyone to attend in person. If people can’t attend, encourage them to submit a written proxy. A proxy is a written authorization that allows another homeowner to vote on their behalf in the annual meeting. By proactively encouraging proxies, you can increase the chances of reaching a quorum and ensure that all homeowners have a voice in important decisions.

Stay on Task

As with any meeting, it’s important to stay on task and stick to the agenda. Annual meetings can often be lengthy, and it’s easy for discussions to go off-topic or become heated. To maximize the impact of your community association’s annual meeting, it’s crucial to keep the meeting focused and on schedule as much as possible.

One way to keep the meeting on track is to have a designated timekeeper or moderator. This person can ensure that each agenda item is discussed within the allotted time frame and can redirect the discussion if it gets off-topic. It also helps to have a structured agenda ready ahead of time to help outline the most important topics. By staying on task, you can ensure that all important matters are discussed and decisions can be made in a timely manner.

Maintain Clear Communication

Clear communication is the key to the success of any HOA, and this is especially true for annual meetings. Homeowners should be well-informed about the meeting date, time, location, and agenda beforehand. This can be achieved through multiple channels such as email, social media, and the HOA’s website.

During the meeting, it’s crucial to provide updates on ongoing projects, explain financial reports, and address any concerns and questions from homeowners. Make sure to do this using simple-to-understand layman’s terms, and avoid HOA management jargon when possible to promote transparency and ensure wider understanding.

Highlight Successes

Annual meetings can elicit a lot of discussion about what needs to be improved within an HOA, but it’s also a great opportunity to celebrate the successes of the community as a whole. This can include highlighting completed projects, recognizing outstanding homeowners or board members, and sharing positive updates about the community association.

By highlighting successes, you can create a sense of pride and unity within the community. It also shows homeowners that their contributions and participation in the community association are making a positive impact. This can encourage more involvement and support from homeowners in future projects.

Make Homeowners Feel Heard

It’s important for homeowners to feel that their opinions and concerns are heard and considered in the annual meeting. This can be achieved by providing a designated time for open discussion or allowing homeowners to submit questions or concerns beforehand.

When discussing important matters, make sure to give homeowners the opportunity to voice their opinions and ask questions. This can help alleviate any tensions and promote a sense of community involvement. By making homeowners feel heard, you can build trust and collaboration within your HOA.

HOA board meetings can sometimes be a full-time job in and of themselves. Handling the many other aspects of successful community management can be overwhelming and even impossible if your board is small, inexperienced, or otherwise just busy. Professional HOA management is beloved by community association board members across the country because it lightens the load on board members and allows you to focus more of your time and energy on your community’s overall well-being — including the obligatory meetings. If your community association could benefit from a professional HOA management company, contact The Management Trust today. We’ve been one of the nation’s leading HOA management firms for more than 30 years, and we’d love to help your community thrive as well.

Ensure Community Safety With These 5 HOA Surveillance Tips

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Resident safety and well-being are the top priorities of any HOA and community association management firm. Homeowners want to feel secure inside their own community, and there are steps that HOAs can take to ensure that the neighborhood stays as safe as possible. Here are five simple surveillance measures that HOAs & HOA management companies can implement to keep their community safer. 

1. Conduct Annual Site Reviews

One of the most important safety tips for community associations is to conduct annual site reviews. These assessments should involve a thorough review of the community’s properties, including common areas, facilities, and amenities. As part of the site review, the HOA management team should look for potential vulnerabilities, such as outdated or malfunctioning surveillance systems, broken locks, and poorly lit areas, and report them to a security professional for further inspection.

It’s also important to consider residents’ input when conducting these assessments. They are the most likely to notice any potential risks, and their feedback can provide valuable insight into areas that may need improvement. With the information gathered from these assessments, you and your HOA management firm can formulate an effective plan tailored to the specific needs of your community.

2. Stay Up-To-Date on Liability Laws

Your board members should stay current on liability laws to ensure that they are not held liable for any breaches or incidents that occur within the community. One of the most crucial laws to remain familiar with is premises liability law, which holds property owners responsible for accidents and injuries that occur on their premises.

To avoid any potential legal repercussions, establish and implement rules and regulations regarding surveillance measures. This includes properly maintaining surveillance systems, enforcing safety protocols in common areas, and keeping records of any incidents or repairs. Your HOA management company can help consult on current local laws as well as help you establish a plan for your community.

3. Implement Surveillance Cameras

Installing surveillance cameras in strategic areas around your community is another simple yet crucial safety tip. These cameras act as a deterrent for potential criminals and provide valuable evidence in case of any incidents. They also serve as a useful tool for monitoring common areas and enforcing community rules.

When installing surveillance cameras, consider high-risk areas such as entrances and exits, parking lots, community pools, and playgrounds. It’s also crucial that you ensure all cameras are regularly maintained and functioning correctly at all times.

4. Secure Common Areas

One of the HOA’s primary responsibilities is to maintain and secure common areas within the community. This includes having adequate lighting in common areas and ensuring that amenities, such as gyms and pools, are safe and properly maintained.

To keep these areas secure, consider restricted access to amenities, such as the use of key cards or codes. It’s also a good idea to implement regular site reviews and maintenance schedules for these areas to prevent any potential safety hazards and report any potential issues to a surveillance professional right away.

5. Have a Service Contract for Surveillance Systems

Having a service contract in place for surveillance systems is another essential safety tip. These contracts typically cover regular maintenance, upgrades, and repairs for surveillance systems, ensuring they remain in proper working condition. Having a service contract also allows your HOA management company to address any surveillance system issues promptly, reducing the risk of potential breaches.

When selecting a service contract, consider the specifics of your community’s needs, such as the size of the community, amenities, and common areas. Research and compare different providers to find the best fit for your budget and requirements. Most HOA management companies should be able to provide you with a list of recommended vendors that are pre-vetted and reputable, to make the selection process easier for your board.

If you’re looking to implement additional safety measures for your neighborhood, The Management Trust’s HOA management solutions can help you. Turn to our Trusted Partners program to find a pre-vetted surveillance service that will go the extra mile, or speak to our team about recommendations for common and effective HOA safety measures. As the HOA community management experts, we have a wealth of knowledge that your board can utilize to optimize your community’s safety and surveillance plan. Contact us online to find out more and get started.

How Effective Neighborhood Community Management Strengthens Community Bonds

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As human beings, we have an innate desire to belong and be a part of a community. This is why building a strong sense of community within a neighborhood or HOA is crucial for creating a happy and healthy living environment. At the heart of effective community building for HOAs is strong neighborhood community management.

Community management is the practice of overseeing and coordinating the operations, maintenance, and administration of a community. This can range from managing amenities to organizing community events and overseeing rules and regulations. If you want to strengthen community bonds within your HOA, here is how effective community association management can help.

Enhances Communication Channels

Clear and effective communication is the cornerstone of any successful community. Without it, misunderstandings and conflicts can arise, leading to a breakdown in community bonds. This is why effective communication channels are essential for any HOA management company.

A good HOA management firm should implement various strategies to enhance communication within its managed communities, including regular newsletters, community forums, and online portals. By facilitating open and transparent communication, HOA management companies ensure that residents feel heard and valued, which strengthens their sense of community. 

Prioritizes Transparency

Transparency is crucial in community management, as it promotes trust and understanding between residents and management. When there is clarity in decision-making processes and finances, it creates a more harmonious living environment.

Your neighborhood community management company should ensure that all decisions and policies are communicated to residents in a timely and transparent manner. This includes regular financial reports, open board meetings, and clear communication of rules and regulations. By prioritizing transparency, HOA management companies foster a sense of trust and accountability within the community, which strengthens the bonds between residents and management as well as the bonds between residents amongst themselves.

Listens To and Implements Resident Feedback

In any HOA, the satisfaction of its residents is paramount. When residents feel their voices are heard and their opinions are valued, they are more likely to be invested in their community and form stronger bonds with their neighbors. This is why listening to and implementing resident feedback is crucial for effective neighborhood community management.

Your HOA management firm should implement various channels for residents to voice their opinions and provide feedback, including community surveys and town hall meetings. This feedback should be taken into consideration when making decisions and implementing changes within the community. This not only strengthens the relationship between residents and management but also ensures that the community’s needs and desires are being met.

Leverages Community Amenities

Another way community management can strengthen community bonds is by optimizing community amenities. By ensuring that all community amenities, such as parks, swimming pools, and community centers, are well-maintained and utilized to the fullest, HOA management companies can create a sense of pride and satisfaction within the neighborhood.

A good HOA management firm will understand the importance of well-maintained amenities in creating a strong sense of community. Your community manager should go above and beyond to ensure that all amenities are properly cared for and accessible to all residents. This not only increases the quality of life for residents but also creates opportunities for neighbors to connect and build bonds.

By working with an effective community association management company like The Management Trust, you can work toward creating a tight-knit and cohesive neighborhood with greater resident satisfaction. The Management Trust offers a comprehensive range of community management services, including HOA financial management, and a team of experts who can assist you in every aspect of community association management. With over 1,500 communities successfully served, we are one of the nation’s leading neighborhood community management providers. To learn more about how The Management Trust can enable your community’s success for decades to come, contact us today.

Everything You Should Know Before Buying a Home in an HOA

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If you’re looking to purchase a new home, you may very well find yourself falling in love with a home in an HOA. Properties that are part of a community association often have high curb appeal and luxurious amenities, making them desirable for homeowners. 

However, HOAs can raise a lot of questions for prospective buyers, such as how much the fees are, what amenities they’ll receive, and the general benefits of an HOA. If a home in an HOA has caught your eye, here are some things you should know before signing on the dotted line.

Ask To See Governing Documents

Governing documents are the rules and regulations that govern the operation of an HOA. These documents are crucial to understanding the expectations and restrictions of living in the community. Before purchasing a home in an HOA, ask the real estate agent or seller to provide you with a copy of the governing documents. These documents typically include the Declaration of Covenants, Conditions, and Restrictions (CC&Rs), bylaws, and Articles of Incorporation. 

The CC&Rs outline the basic regulations that govern the neighborhood and common areas. This document includes information on things like architectural guidelines, pet policies, and parking restrictions. The bylaws dictate how the HOA is run and include information on the roles and responsibilities of board members, elections, and meetings. The rules and regulations provide more specific guidelines for living in the community, such as noise and trash policies.

Know Your Monthly Fees

One of the main reasons people hesitate to buy a home in an HOA is the monthly fees. It’s essential to research these fees thoroughly to understand what they cover and if they are within your budget. HOA fees usually cover expenses associated with maintaining the common areas, amenities, and reserves for future repairs or improvements. 

In addition to the fees, make sure to ask if there are any other assessments or special fees that may be charged in the future. These costs may include one-time special assessments for large repairs or improvements or regular assessments for ongoing projects. It’s also crucial to understand how the HOA handles increases in fees. Do they have a set timeline for increases, or can they raise fees at any time? Knowing this information can help you plan and budget for the future.

Investigate the HOA’s Finances

When buying a home in an HOA, you are essentially becoming a part-owner of the community’s assets. Therefore, it’s essential to investigate the HOA’s financial health. Ask for a copy of the HOA’s reserve study to get an idea of their current savings and expected future expenses. 

Reviewing these financials will give you an understanding of how the HOA is managing its funds and if they have any financial red flags. Look for things like excessive spending, a lack of reserves, or outstanding debts. It’s also essential to check if there is a professional HOA management company overseeing the community’s financials. This can provide reassurance that the funds are being handled appropriately.

Research the Community

Living in an HOA means living in a community with shared spaces, amenities, and regulations. It’s crucial to get to know the community and its members before buying a home. Attend an HOA meeting or reach out to the board members to ask questions and get a feel for the community’s atmosphere. 

You can also ask the real estate agent to provide you with a list of community events and activities to get a better understanding of the neighborhood’s culture. If possible, take a walk through the community to observe the common areas and how the residents maintain their homes. This will give you an idea of the community’s overall aesthetic and how you may fit in.

Understand Their Community Management

The management of an HOA is crucial to its operation, so it’s essential to understand who manages the community and how it operates. Ask questions about the HOA’s management structure and if they have a professional community association management company overseeing their operations. 

A professional HOA management company like The Management Trust can help handle day-to-day tasks, ensure the community is running smoothly, and provide financial and administrative support to the HOA board. Professional community management services can also help maintain property values and ensure the community is a desirable place to live.

If you want a community management partner that will impress potential residents and boost your HOA’s success, look no further than The Management Trust. We’ve been an industry leader for over 30 years, with more than 1,500 communities served nationwide. To learn more about our full range of community management services for HOAs, contact The Management Trust online today.

5 Tips for Creating Fair and Festive HOA Rules for Holiday Decorations

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As the holiday season approaches, homeowners in HOA communities are eagerly getting ready to decorate their homes with festive lights and seasonal decor. While these decorations add a warm and welcoming touch to the neighborhood, it’s important for HOA boards to work with their HOA management company to create fair rules for holiday decorations, ensuring the safety and harmony of the community.

HOA rules for holiday decorations can be a sensitive topic, often causing tension and disputes among homeowners. However, with the right approach, HOA boards can create fair and reasonable rules that are appreciated by all. To get you started on the right path, here are five tips for creating fair and festive rules for HOA holiday decorations.

1. Create a Clear Timeline

The holiday season is short, and some homeowners want to make the most of it by putting up their decorations early or leaving them up late. However, this can lead to a cluttered and chaotic look in the neighborhood, causing displeasure among homeowners. 

To avoid this, HOA boards should create a clear timeline for when holiday decorations can be put up and taken down. Consider starting the timeline from the day after Thanksgiving and ending on a specific date in January. This gives homeowners ample time to decorate their homes while keeping the neighborhood looking festive and cheerful for a sufficient period. Communicating this timeline with homeowners well in advance will set expectations and prevent any disputes.

2. Avoid Roof-Anchored Displays

Eye-catching roof displays like inflatable Santas and animatronic reindeer are incredibly popular during the holiday season, but they can be a significant safety hazard. Not only do they pose a risk to the homeowners putting up the decorations, but they also put other residents and their properties in danger if the displays were to fall. 

To avoid any potential accidents, it’s best to prohibit any roof-anchored displays. Instead, encourage homeowners to opt for ground-level decorations or those that can be easily attached to the sides of the house. This will not only keep residents safe but also reduce the risk of property damage in the neighborhood.

3. Restrict Excessive Light & Noise

Holiday decorations, especially those involving lights and music, can be a source of disturbance for some homeowners. Bright and flashing lights, as well as loud holiday music, can be disruptive to those living near the decorated homes. Furthermore, excessive light and noise can also cause a strain on energy consumption, increasing utility bills for everyone in the community. 

To ensure a fair and peaceful holiday season for all homeowners, HOA boards should restrict the use of excessive lights and loud music in holiday decorations. Consider setting a time limit for when the lights must be turned off, such as 10 PM, and specify the types of music that can be played — if you permit any musical decor at all. This will help in maintaining a peaceful environment in the neighborhood.

4. Provide Fire Safety Guidelines

Holiday decorations with lights and electrical components can pose a fire hazard if not handled carefully. It is the HOA board’s responsibility to ensure the safety of the community by providing fire safety guidelines for holiday decorations. Consider partnering with your local fire department to educate homeowners on fire safety and the proper use of electrical components. 

Some guidelines to use include:

  • Using only outdoor-rated lights for exterior decorations 
  • Checking all extension cords for wear and tear before use 
  • Not overloading electrical outlets with too many decorations 
  • Keeping decorations at least 10 feet away from any heat source 
  • Not leaving decorations on overnight or when not at home 

By providing these guidelines, HOA boards can help homeowners decorate their homes safely and prevent any fire hazards in the community.

5. Encourage Light Timers

Holiday decorations can significantly add to energy consumption, leading to higher utility bills for homeowners. To avoid this, HOA boards should encourage homeowners to use light timers. Light timers can help homeowners save energy and reduce their utility bills by automatically turning off the lights at a predetermined time. 

Encourage homeowners to invest in quality light timers and set them to turn off the decorations at a reasonable time, such as 10 PM or earlier. This will not only save energy but also help in limiting excessive light and noise in the neighborhood. If you have daily curfews for decorations with lights or noise, light timers can also help homeowners comply without hassle.

No HOA wants to ruin Christmas cheer, but maintaining the aesthetic integrity of the neighborhood through this time of year means that restrictions will likely be placed on holiday decor. If you’re an HOA board member seeking guidance on seasonal rules and regulations, a professional HOA management company like The Management Trust can help you through the holiday season and beyond. To learn more about our full range of community management services, contact us today and request a custom proposal for your HOA. We look forward to working with you!

Frequently Asked Questions About HOA Common Areas

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One of the biggest advantages of having a home within a community association is the common areas and shared amenities. Walking trails, sports fields, swimming pools, playgrounds, parks, and barbecue pits are just some of the many amenities popular in HOA neighborhoods. If you live in a homeowners association, part of your HOA dues go toward the operation and upkeep of these facilities, and you have access to them as a community member. 

While common areas and amenities can be a major draw of living in an HOA, there can also often be confusion around what exactly qualifies as a common area as well as who has access to them, when they can be accessed, and whose responsibility it is to maintain specific areas. Here are just a few of the most frequently asked questions we receive about HOA common areas.

What Is Considered a Common Area?

Common areas refer to any portion of a community that is shared and enjoyed by all residents. These can vary depending on the community, but they typically include amenities such as parks, playgrounds, swimming pools, tennis courts, and clubhouses.

Common areas don’t exclusively refer to amenities, however. They can also include sidewalks, streets, parking lots, shared building hallways, and elevators. The areas that definitively aren’t considered common areas are properties owned by individual residents.

What Are the Common Area Rules?

Just like any other aspect of HOA living, common areas have rules and regulations in place to maintain their appearance, functionality, and safety. The specific rules will vary depending on the community, but they can all be found in your community association’s CC&Rs.

The most common rules for common areas include rules around hours of operation, smoking, guest policies, noise levels, and safety. There may also be general guidelines around the respectful use of common areas. Residents are expected to use common areas in a responsible and respectful manner, ensuring they are not damaged or defaced and remain safe and pleasant to use for all other residents.

Who Owns the Common Areas?

Common areas are owned by the HOA and, therefore, are equally owned by all homeowners within the community association. The dues that each homeowner pays go toward the maintenance and operation of common areas, so each homeowner has a stake in their community’s common areas.

Since homeowners equally own all common areas, they can vote on how the amenities and shared areas are used and cared for. If an individual homeowner has an issue regarding a common area, they should bring it up to their HOA board. The board can act on behalf of the community as a whole to rectify the situation or put it to a vote.

Who Is Responsible for Common Area Maintenance?

Although all homeowners equally own the common areas, maintenance and care of these areas is typically the responsibility of the HOA board. The board is responsible for creating a community maintenance calendar, completing routine inspections, scheduling upkeep and maintenance, hiring vendors to perform all upkeep, and ensuring enough reserve funds are set aside for the work.

An HOA board may take on all of these tasks themselves, or they may outsource to a professional HOA management company. Depending on the size of your community association, maintaining all common areas year-round can be a tall order, so having a partner that you can trust to handle it all is often a worthwhile investment for community associations.

Communities that utilize HOA management companies will often be better equipped to handle any common area issues and improve residents’ quality of life. For more information about community association management services, contact The Management Trust today. We serve more than 1,500 communities nationwide and have been an industry leader for more than 30 years.

How To Choose the Best Vendors for Your Community’s Needs

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As a community association, choosing the right vendors is a crucial aspect of maintaining the overall well-being of your community. Whether it’s landscaping, amenity maintenance, or anything in between, making the right vendor selection can make all the difference in the long run.

If you choose the wrong vendor, you could be left with poor workmanship, sky-high bills, or even a legal headache. If you’re in need of reliable and quality vendors that you can rely on for all of your HOA’s maintenance and repair needs, make sure that you follow these steps and consult your HOA management company.

Check Your Governing Documents

Before you start the selection process, it’s important to review your community’s governing documents. These documents outline the rules and regulations that your board must follow when hiring new vendors for your community.

Your governing documents will generally outline the board’s responsibilities as well as the authority it has to find, select, and pay for a vendor. Every community’s guidelines for this are different, so it’s important to carefully review your governing documents to ensure that you’re always in compliance with your HOA’s regulations.

Determine Your Budget

Once you have a good understanding of the rules and regulations set by your community, it’s time to determine your budget. Board members have a fiduciary duty to their residents, so you need to ensure that you’re doing your due diligence and achieving the best price for your community’s financial well-being.

Knowing how much you can allocate for various services will help narrow down your options for vendors. Make sure to consider the long-term costs as well, as some vendors may offer a lower initial price, but the quality of their work may require more maintenance and, therefore, expenses in the future.

Get Quotes From Multiple Vendors

Once you’ve identified the services your community needs and have a budget in mind, you’ll need to collect quotes from potential vendors to assess their prices. It’s important to get quotes from multiple vendors — ideally three or more — to compare their prices, services, and reputation.

Keep in mind that the cheapest option may not always be the best. Look for vendors who offer a fair price for quality work and good customer service. Having a reliable vendor that can be a trusted partner in the long term is often of more value than a dirt-cheap option that doesn’t offer the quality of work promised.

Check Their References

Before finalizing your decision, make sure to check the references of the vendors you’re considering. Ask for a list of satisfied clients and reach out to them to get a better idea of the vendor’s work ethic, quality of work, and overall commitment to satisfaction. This will also give you a chance to see if the vendor has experience working with an HOA and if they have a good reputation within the industry.

It’s also a good idea to check third-party reviews from unbiased online review sites like Google and Yelp. References provided by the vendor will almost always be positive, so checking their general online reputation can give you a better picture of their overall customer satisfaction rating.

Verify Credentials, Licenses, and Insurance

Once you’ve chosen your preferred vendor, it’s crucial to verify the credentials, licenses, and insurance of any vendor you’re considering. This is especially important when working with vendors who provide services that require specialized training or qualifications.

Make sure that your vendor is appropriately insured for their services, as this will protect you from any liability in case of an accident or damage. It’s always better to be safe than sorry, so don’t hesitate to ask for proof of these important documents. Any reputable service provider will be happy to share them.

Ask Your HOA Management Company

If you want to streamline the process of hiring vendors for your community association, ask your HOA management company for their trusted partners. The Management Trust’s Trusted Partners program was created with this in mind, offering a reliable source for high-quality vendors that are assured to get the job done well. 

Our better vetting process only accepts vendors who deliver high-quality services, in a cooperative manner, and for a fair price. We provide a $2,500 client satisfaction guarantee for work performed by our enrolled vendors, and we have full contractor liability insurance coverage. Bringing together great vendors and HOAs that need their services is essential in fulfilling our mission to provide the best community management services in the country.

With more than 30 years in the industry and over 1,500 communities successfully managed, we have the expertise to guide you in all aspects of community association management, including vendor sourcing. To find out more about our comprehensive community management services or our Trusted Partners program, contact The Management Trust today. We look forward to working with you!

Where and How Can You Find Your HOA’s Governing Documents?

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Governing documents are a critical part of any community association. Often referred to as the community’s Covenant Conditions and Restrictions (CC&Rs), your governing documents set out all of the rules and guidelines for each resident of the community, including board members. 

As an HOA homeowner, it’s important to know and understand your association’s governing documents. Whether you’re a new homeowner or have been part of your community for years, you should know exactly where and how to locate your community association’s governing documents should you need them. If you’re not sure where to start, here are five sources where you can access these crucial community documents.

Your Association’s Website

One of the quickest and easiest ways to source your HOA’s governing documents is through your association’s website. Most HOAs have a designated “documents” or “resources” section on their website where homeowners can download important documents such as bylaws, CC&Rs, and articles of incorporation.

If you’re unsure of where to find these documents on your association’s website, reach out to your HOA board or HOA management company for assistance. They will be able to direct you to the appropriate section or provide you with access to the documents.

Your HOA Board

As a member of the HOA, your board is there to serve and assist you. If you’re unable to find the documents on your community website, or if your community doesn’t have a website, reach out to a board member for assistance. They should be able to provide you with copies of the documents or direct you to where you can securely access them.

It’s also a good idea to attend your community’s annual or quarterly meetings if you have any questions about the governing documents. These meetings are an excellent opportunity to voice any concerns or clarify any confusion regarding the rules and regulations outlined in these documents.

Public Records

Another way to access your HOA’s governing documents is through public records. Since your community’s governing documents must be filed with at least one government department, most of these documents will be public records. These records are typically located at your local county clerk’s office or recorder’s office.

If you live in a state where these records are public, you can purchase them for a small fee at your local office. However, they generally must be purchased in person, so retrieving documents from public records can be time-consuming and annoying. Make sure to have the correct name and address of your HOA to avoid any delays.

Your Real Estate Agent

Governing documents must be given to all new homeowners before closing. As such, your realtor or title company will likely have a copy of the documents. If they failed to send you the documents before closing or if you’ve lost your copy since then, don’t hesitate to reach out and request a digital version.

Additionally, if you’re in the process of selling your home in an HOA, you may need to provide copies of the governing documents to potential buyers. Your real estate agent or title company can assist you with obtaining these documents for your records and for future buyers.

Your HOA Management Company

Your HOA management company is an excellent resource for any assistance you may need during your time living in an HOA. In most cases, your HOA management firm can provide you with electronic copies of your governing documents or direct you to a website where you can access them.

If you need to locate your community’s governing documents but are unsure where to find them, let The Management Trust guide you. We’re one of the country’s premier HOA management firms, providing more than 1,500 communities nationwide with 24/7 community management services. To learn more about how The Management Trust can help your neighborhood thrive, contact us today. We look forward to working with you!

Stay on Top of Your HOA Management’s Reserve Fund With These Helpful Tips

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As an HOA board member, you carry the responsibility of managing the community funds and making sure that common areas and amenities are well-maintained. However, with so many community management tasks on your plate, it can be easy to let reserve funds sit on the back burner.

A reserve fund is a crucial part of any HOA’s financial planning and is used to cover major repairs, replacements, and unexpected expenses. Therefore, it’s important to regularly manage and maintain your reserve fund in case any unexpected costs arise. To ensure that you’re staying on top of your community association’s reserve fund, here are some helpful tips to follow throughout the year.

Undergo a Regular Analysis

One of the best practices for managing your reserve fund is to undergo a regular financial analysis as part of your reserve study. This involves reviewing your HOA’s financial statements, identifying any potential shortfalls in the reserve fund, and coming up with strategies to bridge the gaps. This should be done at least once a year, typically during the budget planning process, to ensure that the reserves are properly funded.

A financial analysis should also include a review of all recurring expenses, such as insurance, maintenance, and utilities. This will help identify any areas where costs can be reduced, freeing up more funds in the reserve. It’s also important to monitor any major repairs or other projects that may be coming up in the future and adjust the reserve contributions accordingly.

Clearly Identify Reserve Contributions

As many as 70 percent of all HOAs in the United States have underfunded reserves, typically due to a lack of transparency. To ensure proper management of the reserve fund, it’s crucial that you clearly identify reserve contributions on your HOA’s financial statements. This allows for transparent communication with homeowners, helps them understand the importance of the reserve fund, and reassures them that you’re fulfilling this aspect of your fiduciary duty.

Clearly stating reserve fund contributions will also give your HOA board a better understanding of how much money is available to cover future expenses. Combining operating funds and reserve funds as one line item in your financials can cause confusion and may even lead to mismanagement of funds. By clearly identifying reserve contributions in the financial statements, it will be easier to track the growth and usage of the reserve fund.

Keep Reserve Cash in a Separate Bank Account

Another best practice for managing reserve funds is to keep the reserve cash in a separate bank account. This is not only for budgeting purposes but also for security and accountability reasons. By keeping the reserve funds in a separate account, you eliminate the risk of confusion with operating funds.

Another benefit of keeping reserve funds in a separate bank account is that you can keep them in a secure savings account rather than a checking account. Whereas operating funds typically need to be kept in a checking account for easy, continuous access, reserve funds can be tucked away in a savings account to collect interest until the funds are needed.

Check on Your Reserve Fund’s Earned Interest

Since your reserve fund isn’t expected to be spent immediately, you can keep that cash in a high-yield savings account to allow it to grow and cover future expenses. If you have your reserve fund in a savings account where it’s accruing interest, make sure to regularly check on the account’s interest rate and growth.

Periodically, it’s advised that you inquire with your banking partner about any new, higher reserve interest-bearing programs. As interest rates fluctuate and the market changes, new offers may become available that allow you to optimize your community’s cash savings and help it grow even more rapidly.

With over 30 years in the industry and over 1,500 successfully managed communities, The Management Trust has the expertise to guide you in all aspects of community association management, including HOA financial management. To learn more about our comprehensive community management services, including assistance with HOA reserve fund management, contact us today. We look forward to working with you!