Free and fair elections are at the heart of any democracy, and homeowners associations are no different. HOAs revolve around a board of elected officials, so periodic elections will be necessary to ensure that leadership is gained fairly and every resident has the opportunity to have their voice heard. If your Tacoma, Washington, homeowners association is holding an election for new board members soon, you’ll need to make sure that you do everything by the book to have a successful outcome. While specific rules and regulations vary from state to state, several general rules apply to every HOA election. Follow these tips and guidelines closely to ensure that your next election goes smoothly and is deemed valid.

Be Prepared

HOA elections are a serious matter, so thorough planning is needed to make sure that everything is executed smoothly and legally. Study your community’s governing documents as it likely contains the ground rules for a legitimate election. If clear rules are lacking, be sure to define them and make them known to residents before the day of the election. Give notice of the election to every resident of your community association in accordance with local guidelines. Each state will have its own laws mandating when and how homeowners need to be notified, so consult with your HOA management company to ensure you’re following your state’s guidelines.

Establish Who Can Run & Who Can Vote

It’s highly unlikely that all of the board seats will be up for election at once, so make it clear which seats are up for election and who is eligible for nomination. Not every member of your HOA may be eligible to run based on your community association’s bylaws, but everyone who is eligible should be allowed to run. Nominations may be handled by a specific committee and/or based on popular vote, so check your governing documents to verify which nomination process is true for your HOA. Just as with candidates, not everyone may be eligible to vote based on state laws and community bylaws. Most often, homeowners with outstanding debts or liens may be ineligible for voting. Verify these with your HOA management company, and notify anyone who may not be eligible to vote in your next election.

Reach a Quorum & Prepare Proxies

A quorum is the minimum number of voters required for an election to be deemed valid. Generally, 10% of eligible voters is considered a quorum, but double-check your community’s governing documents. If less than 10% of community members vote, the election cannot go forward. Your HOA can reach a quorum using proxies. If homeowners cannot make it in person but still wish to vote, they can choose a proxy to vote in their place. To allow residents time to choose a proxy, they should be sent out well in advance of election day. Online elections can also be utilized to help increase the number of residents who can vote on election day.

Count Votes Carefully

When it comes to the voting process, everything must be done following local laws and community bylaws. Voting should be private and anonymous, and votes should be counted several times to ensure accuracy. Taking extra time to make sure everything is done carefully and by the book will help you to avoid any claims of vote mishandling or other violations. Creating a paper trail of everything you do will further help avoid this.

Celebrate Successes

Annual elections are often a good time to celebrate successes within the community. Communicate good news such as winning candidates and changes in bylaws to the community owners so everyone is up-to-date and can celebrate the HOA’s successes together.

Transparent and fair elections are crucial for preserving residents’ trust in their HOA board. If you want to ensure that your Tacoma HOA is following all proper guidelines and protocols, contact your representative at The Management Trust for assistance. HOA community management can take the stress off of your HOA board members and handle all election-related matters. From avoiding legal trouble to guaranteeing resident satisfaction, the benefits of professional community association management services are numerous. To find out more about our full range of community management services, including HOA financial management, call The Management Trust at (253) 472-0825 or fill out our online contact form today.

If you want to build a deck, install a fence, or otherwise redesign part of your home’s exterior, you’ll need approval from your Aurora community association. It’s an aspect of HOA homeownership that many find inconvenient, but it’s necessary to preserve property values throughout the neighborhood. When it comes to approving construction projects like these, the HOA’s Architectural Control Committee, or ACC, is the party that has the final say in whether you can move ahead with your renovations. What exactly is an ACC? In this blog, we’ll break it down.

What Is an Architectural Control Committee?

The Architectural Control Committee is a group of volunteers appointed by the HOA board to oversee and approve external modifications that owners want to make to their homes. The ACC reviews all proposed modifications and ensures that they fall in line with the community association’s architectural guidelines as set out in the association’s governing documents. 

What Does an Architectural Control Committee Do?

Homeowners seeking to change their home’s exterior will need to fill out an application detailing the modifications they plan to make. They’ll usually need to provide detailed construction plans and a list of materials prior to any work beginning. The ACC then has a set amount of time, as outlined in the community’s bylaws, to review the plans and provide a decision. They’ll assess whether the plans are in total compliance with the HOA’s guidelines for things such as material requirements, height restrictions, and setback guidelines. If they don’t approve the project, it can be amended so that it meets the HOA guidelines before being re-submitted for new approval.

What if I Don’t Get ACC Approval?

Impatience can get the better of homeowners, even if the ACC is limited to a certain turnaround time. However, you should never start a project without the ACC’s approval. If you start the project without approval and any aspect of your construction does not meet the community association’s guidelines, you could be forced to not only stop work but also reverse any work that has been done. In addition to this costly effort, you can also be fined for violating community guidelines. To avoid these serious and expensive consequences, it’s always best to wait for ACC approval before moving forward with any changes to your property.

If you want to streamline the architectural review process and generally make life easier for your residents and board members, consider an HOA community management firm such as The Management Trust. Our HOA management solutions cover every aspect of community association living to ensure that your community is a happier place to live. For more information about community association management services for the Aurora, Colorado, area, give The Management Trust a call today at (303) 750-0994 or fill out our online contact form. We serve more than 1,500 communities nationwide and have been an industry leader for more than 30 years.

Successfully running a Tacoma HOA takes a village. From the HOA board to the management firm and from the local vendors to the residents themselves, there are a lot of people supporting the success of a Tacoma community. If you’re in need of reliable and quality vendors that you can rely on for maintenance, landscaping, and more, make sure that you follow these steps and consult your HOA management company.

Determine your budget

Smart money management is the responsibility of every HOA board, and that includes setting appropriate budgets for vendor fees. Make sure that you allocate an appropriate amount of funds to take care of the task that needs doing, and find a vendor that quotes you for a price within that set budget. Check your bylaws, consult with all board members, and make sure all financials are signed off before going any further.

Employee vs. independent contractors

Next, you’ll need to decide whether you want to hire an association employee or an independent contractor. This will likely depend on the type of vendor you’re searching for and the nature of the work that needs to get done. Both options have their advantages and disadvantages, both functionally and financially, so work with the rest of the HOA board to make the best decision for your particular community.

Collect quotes and references

You need to exercise due diligence when deciding on which vendor to hire to get the job done. There should be an interview process before selecting your vendor, during which time you should collect ample project quotes and references. Verifying the quality of their work through third-party reviews, word of mouth, and testimonials will help you make sure that you’re guaranteeing a job well done. Verify their licenses, insurance, and credentials as well to make sure that the HOA isn’t liable if any accidents occur on the job.

Get it in writing

Once you’ve selected your vendor, draw up a written contract and ensure it’s signed by both parties. The contract should outline the duties that the vendor is expected to perform, the timeline in which they’re expected to perform them, and the payment they’ll receive as compensation. If needed, have your lawyer or HOA management firm review the documents before you sign them in order to ensure that they protect the interests of your community association.

Ask your HOA management firm

If you want to streamline the process of hiring vendors for your community association, ask your HOA management firm for their trusted companies. The Management Trust’s Trusted Partners program was created with this scenario 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, for a fair price into our program. 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 create the best community associations 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 HOA management services or our Trusted Partners program, give The Management Trust a call today at (253) 472-0825 or fill out our online contact form.

New seasons bring new spaces; refreshing your home with the changing of seasons is one of the biggest perks of being a homeowner. However, if you live within a homeowners association, you need to be aware certain renovations need approval before making any changes. Each HOA has its own unique set of rules and regulations that also vary if you live in a detached home or a town-home or condominium so let’s break it down.

If you own a detached home and plan on making an exterior renovation such as painting the outside of your home or getting a new roof you should seek HOA approval. Then, if you live in a condo or townhome you should ask your HOA about any structural changes such as adding or removing a wall, replacing flooring, or anything that can affect the plumbing and electricity. 

Summer is approaching fast, so timing is crucial, and going through the hassle of getting things approved and processed may not be something you want to go through. So here are some repairs you can make before the summer days without needing HOA approval!

 

• Install peel and stick kitchen backsplash

 

Peel and stick backsplash is the perfect way to change up your kitchen without a huge renovation. It comes in many forms: gel, vinyl, metal, glass, and stone and the only tools you will need are a utility knife, ruler, and level. There are a variety of patterns that you can find that will suit your dream kitchen!

 

• Repainting interior with 2021 color of the year

 

The interior color of your home can completely transform the environment. Deep dark colored walls reflect fall and winter, whereas light and bright colors reflect spring and summer. Whether your home is painted dark or light, consider one of the 2021 colors of the year to refresh your home for this summer! Research the colors based on the most popular paint brands! For example, Benjamin Moore Aegean Teal is the best color for your home this summer.

 

• Garden in the fenced backyard

 

Revitalize your home by creating a garden within your backyard. Whether it be an herb garden or flower garden, it will not only bring natural color into your home but also attract life such as butterflies and birds. Starting a garden is as simple as grabbing basic tools, finding the right soil, and choosing the right greenery for you!

Get your home ready for the bright and sunny months of summer, without waiting for your HOA’s approval! We hope these tips will inspire some quick and easy renovations for your home.

If you’re looking to purchase a new home in the Aurora, Colorado, area, you may 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 steady property values, making them desirable for homeowners. There’s also the additional appeal of amenities, exterior maintenance, and enhanced security, among other things. If you’re hunting for a new home within an HOA, look for these key signs that the community association you’re choosing is a good one.

1. Well Maintained Common Areas

One of the biggest advantages of having a home within a community association is the common areas and shared amenities. When touring the community, pay attention to how well maintained the common areas are. Facilities that are clean and properly maintained are generally indicative of an HOA that’s on the ball and will place members’ happiness at the forefront. The last thing you want is to move into an HOA where proper cleanliness and amenity management are neglected.

2. Open Communication

Communication is a crucial aspect of any well-run HOA. You want to ensure that your input and opinions are being valued and truly taken into consideration where you live, so open communication in both directions is required. Speak to other residents within the community association and find out how well the HOA board communicates with its residents. Check the website for meeting notes, community updates, and other signs of a well-run community. Your HOA may also have an HOA management firm in place that will ensure that you have a point of contact to communicate with at all times.

3. Community Newsletter

Another sign of a well-functioning HOA is a community newsletter. While not crucial for every community, it’s an effective way to communicate important news and events to residents. A community association that has a weekly or monthly newsletter is the one that is doing its part of open communication and keeps residents up-to-date on all the latest, most important happenings within the neighborhood.

4. Clear Rules

Before choosing your new home, make sure that the rules and regulations for the community association are clearly outlined. Confusion in the rules can be a detriment to your time living in the neighborhood, as it can negatively impact you, your neighbors, and the HOA board. You don’t want any surprise fines from rules you weren’t aware of or sneaky neighbors trying to report on one another using loopholes. To ensure that you have full transparency and peace of mind once you move in, make sure that the HOA you’re considering has very clear rules in place.

5. An Effective HOA Management Firm

Many modern community associations utilize an HOA management company to help run their operations. Having an HOA management firm allows your HOA board to focus on the big picture and pass new rules and regulations unencumbered while simultaneously ensuring that daily tasks are executed in a more timely manner. Having a community association management firm ensures that everything runs more smoothly and fairly, so it’s a common sign of a good HOA when house hunting.

HOAs that utilize a community association management firm will often be better equipped to handle any homeowner issues and can make your time at home more enjoyable and hassle-free. For more information about community association management services for the Aurora area, give The Management Trust a call today at (303) 750-0994 or fill out our online contact form. We serve more than 1,500 communities nationwide and have been an industry leader for more than 30 years.