COVID-19 and its resulting country-wide restrictions have brought about a constantly evolving struggle between economic interest and public safety. Officials at the city, county, state, and federal levels are all facing a unique challenge in posing COVID-19 restrictions, and these safety guidelines have changed many times over the past year as case numbers have fluctuated. As an HOA board, it can be difficult to determine which amenities are safe to reopen for your Tacoma community association and which should stay closed. When to reopen and how to reopen are big questions that everyone across the country is challenged with, and there’s no one-size-fits-all answer. If you’re a community association looking for a guide to reopening your HOA amenities during COVID-19, follow these tips to maximize safety as best as you can during this difficult time.

Follow Local & Federal Guidelines

The most important thing to take into consideration when reopening amenities is the local guidelines and laws surrounding COVID-19 restrictions. These restrictions vary by state, or even county, so do thorough research into the current laws governing your neighborhood. Some counties may allow the reopening of certain amenities but not others, or they may require that all amenities implement certain safety protocols in order to reopen. Determine what the local rules are for your community association, and ensure that you follow them to avoid any health risks and resulting consequences for your HOA.

Speak to an Attorney

Even if you’ve done independent research into local guidelines, it’s still best to consult with an attorney regarding any reopenings you’re considering. They’ll likely have a better understanding of the current laws and any potential consequences of breaking them, so they can best advise you on which amenities are safe to reopen and what adjustments will need to be made in order to open these amenities safely for residents to use.

Allow for Social Distancing

If your HOA amenities are deemed safe to reopen, you’ll need to ensure that proper social distancing measures are possible in the given space. If the amenities are outdoors, this likely won’t change much, but indoor amenities such as gyms or lounges may need to be limited to just a few people at a time. Consult with your attorney and management association firm to decide what occupancy level is safe and appropriate, and post adequate signage detailing the new rules. Even if all businesses and amenities are allowed to reopen under your current local guidelines, you still need to allow for proper social distancing in order to keep residents safe, healthy, and comfortable.

Adopt a Frequent Cleaning Schedule

Homeowners may be hesitant to visit reopened amenities due to the health and safety concerns surrounding shared spaces. Put residents at ease by adopting a more frequent cleaning schedule, especially for shared indoor areas such as the management office or athletic facility. Sanitize high-traffic areas hourly, if possible, thoroughly cleaning doorknobs, phones, elevator buttons, and other areas that are touched regularly. Providing hand sanitizer, gloves, masks, or soap in common areas can also help keep your community safer and make them feel more at ease. 

COVID-19 restrictions are constantly evolving and vary by state or county, so make sure that you’re staying up-to-date on Tacoma’s regulations and abiding by all laws and guidelines. You may feel pressure to reopen amenities after long closures, but resident health and safety should always be at the forefront of any decision making. If you want to ensure that you’re taking the best and safest route when reopening your community’s amenities, speak to your HOA management firm. HOA community management companies such as The Management Trust have the network and industry expertise to help you navigate the difficulties of community association management, so you can always have peace of mind that your Tacoma HOA is well taken care of. To find out more about our services, give The Management Trust a call today at (253) 472-0825. One of our expert employee-owners would be happy to assist you in any way they can.

Welcoming a new board member to your HOA board can be an exciting but daunting process from both perspectives. With so much to learn, it can be difficult to know where to start and how to make it a pleasant experience for the new member. If you have a new HOA board member in your community, here are a few ways to optimize the onboarding process and welcome them with open arms.

1. Allow time to get acquainted

The first thing you should do when welcoming a new member to your HOA board is set aside time to get to know them. No one likes entering a room where they’re the odd man out. Go out of your way to create a warm and welcome environment where the new member can get to know the entire board on a personal level. Especially in larger communities, not all residents may know one another, so this is a good time for introductions and casual conversations.

2. Create & share an orientation packet

It’s inevitable that every new board member will need hands-on training, but you can make the onboarding process more efficient by creating a welcome packet that can be shared with new board members. This packet can include past meeting minutes, community association management reports, and governing documents. Giving this board member a clear view of your recent activity will allow them to get up to speed in a way that will minimize disruptions for you and maximize the chances of understanding for your new board member.

3. Set up a Q&A session

The new board member will likely have plenty of questions about the role, so set up a Q&A session that allocates time for them to ask those questions. You can set up a Q&A with the new board member and the entire board, or schedule a time for the new member to speak with the board member they’re replacing. This will allow them to ask questions, pick up tips, and learn more about the transition process. In turn, this will give your board the opportunity to ask any questions of the new member, such as what interests they have within the community, what their time commitments are, or anything else that you feel will help you decide what roles and responsibilities they would best suit.

4. Get them involved on day one

Although you want to give your new member time to get settled and learn the ropes, you don’t want to leave them twiddling their thumbs. New board members are often excited to dig in once they’re elected, so assigning them new projects and committees from the get-go will help sustain their momentum and encourage them in the role. Plus, many people learn by doing, so getting a practical introduction through real community projects will help the new board member learn the ropes and adjust to the pace more quickly than days or weeks of merely watching and listening.

5. Introduce them to your community association management company

Just as you introduced your new board member to the other community members, you should also introduce them to your community association management firm. They can likely help your new board member become acquainted with the demands of the job as well as the day-to-day operations they undertake. They can become familiar with ongoing maintenance projects, trusted vendors, and more. Onboarding can be a tedious process, but utilizing your HOA management company in orienting the new addition will save valuable time and help your board member become more familiar with the community operations more quickly.

If you need an HOA management company that can help you with the day-to-day operations in your community association, The Management Trust is the nation’s premier choice. We can help onboard new board members by acquainting them with ongoing projects and the most trusted vendors in their community. We can also help reduce your board’s workload by taking on daily duties so that you can focus on the big decisions that matter most. If you want a trusted partner for your community association management, there’s no better choice than The Management Trust. Give us a call today or fill out our online form to learn more about our comprehensive community association management services.

For homeowners associations in Tacoma, Washington, selecting the right HOA management firm can be a tricky process. The options can seem endless and the experience overwhelming. However, HOAs can avoid this trouble by being inquisitive and informed. The process of selecting the HOA management firm that best fits your community begins with asking the right questions. Our team at The Management Trust is here to ease this process! When considering HOA management companies and the services they offer, here are some questions we recommend you ask.

What services does your HOA management company provide? 

One of the first pieces of information that you need to learn when considering a certain HOA management company is what services they provide. Learning this is pertinent to determining whether the HOA management firm is the right fit for your community. Each homeowners association has unique needs that require a management company that philosophically aligns with the community. This is one of the many reasons why The Management Trust is a full-service community management company that accommodates every neighborhood’s needs. Our management services include financial statement organization, fund management, record keeping services, escrow services, collection services, vendor billings management, budget preparation, and much more.

Who are the people that comprise your HOA management firm?

When considering an HOA management firm, you want a team that you can trust to get the job done. A successful management company is one that acknowledges that each community is different and requires specialized solutions. Being the only 100% employee-owned HOA management firm in the nation, we have first-hand experience with the diverse and unique needs that span each HOA, given that many of us live in the communities we serve. This gives us a personal perspective and a more accessible tailored approach for each homeowners association and their individual community needs.

What experience do you have serving HOAs? 

Communities want an HOA management company that is experienced and ready to address any situation that arises. HOA management firms like The Management Trust with an extensive history of successfully overseeing communities are the ideal option. Our personalized approach over the past 30 years, combined with the trust and satisfaction of over 1,500 community associations across Arizona, California, Colorado, Nevada, Oregon, and Washington, we know what it takes to provide your HOA community with the assistance it needs to thrive!

How responsive is your HOA management company?

HOA management firms often are tasked with overseeing several communities. That’s why it is important for HOAs to find a management firm that is attentive to your needs and can fulfill them in a timely manner. Your HOA should be involved with a management company that is readily available to provide any services required. The employee-owners of The Management Trust understand this and understand that our role is to help add joy to the homeownership experience in every way we can and ease the process where possible. That is why we created a bundle of services collectively called Trust 360° to handle homeowners’ non-common area maintenance needs. Whether a new or longtime owner, Trust360 can handle the nagging “to-do” list of maintenance and repair items needed by a homeowner. Anything from hanging art, cleaning gutters, to repairing appliances, our employee-owners are ready and able to facilitate virtually any service an owner or resident may need.

Homeowners associations in Tacoma, Washington are looking for a management firm they can rely on which makes The Management Trust the ideal choice. The Management Trust is the only 100% employee-owned company in the community association management industry. Due to our background, our team is able to recognize the uniqueness of each HOA which is why we provide personalized solutions for your community developed through attentive listening and learning. If your homeowners association is looking for a trusted reliable management company, contact us online by filling out an informational form or through one of our many offices.

We will likely have an update mid-November as we begin to bring people back to the office.

We want to thank you and our valued customers for your on-going partnership with The Management Trust. Community association management is more than just common-area maintenance and upkeep. It is about serving the needs of people and building relationships through exceptional customer experiences.

The Management Trust continues to monitor developments relating to coronavirus.  We are doing everything in our power to balance concerns for the personal health of our employee-owners while continuing to serve the needs of our clients at the highest level. Our Teams’ commitment to providing outstanding professional management for you and your community has never wavered.

While we are and will remain dedicated to the communities where we live and work, please understand that many of our offices remain closed to walk-in traffic from the general public. We have taken this step to practice social distancing and ensure limited exposure to you and your homeowner members. We are also continuing to restrict: walk-in traffic from our service providers and Trusted Partners, reduce the size and frequency of in-person meetings to small groups or hold them telephonically, limit travel, and ensure employees have increased access to remote work options.

If you have any questions or concerns, you may continue to reach your local office by telephone or by email. While this current crisis may temporarily limit in-person encounters, we are here to support you and your community as we navigate through these extraordinary times. As always, it is our pleasure to be of service.

Having in place several maintenance plans is a necessary practice for any homeowners association in Tacoma, Washington looking for sustainable long term success. Maintenance and repair are crucial components for any community seeking to promote a productive and safe environment for its residents. As a leading HOA management company across over 1,500 neighborhoods nationwide, we at The Management Trust know there are numerous approaches to maintenance that homeowners associations should be aware of when considering their options. Here are five maintenance plans that your HOA should have. 

Preventive Maintenance Plan

Preventive maintenance plans are a commonly used strategy by homeowners associations. These plans are proactive in nature and involve HOAs regularly managing and maintaining the various common areas of its community even prior to them even requiring any repairs. This is done to ensure that untimely repairs of common areas and components do not occur. An example of this type of plan in action is HOAs regularly scheduling pool maintenance. HOA management companies like the The Management Trust can help communities formulate preventive maintenance plans that are both proactive and productive. 

Predictive Maintenance Plan

Like preventive plans, predictive maintenance is a proactive approach that requires forward-thinking. It relies on forecasting and anticipating possible areas of concern and maintaining them prior to them needing required repairs. This is done by regular inspections of components and observing if any of them exhibit problematic signs that may hint towards future malfunction. If any issues are detected then the HOA would then address the problem through maintenance. 

Emergency Maintenance Plan

The theme of effective maintenance plans is preparation and readiness. Emergency maintenance plans are unique as they consist of actions taken after a disastrous event such as a roof collapse. With emergency maintenance plans, HOAs account for steps that need to be taken in the aftermath of an event that requires repairing. The Management Trust is a proactive HOA management firm that will collaborate with communities to create an effective plan to readily address any emergencies that may arise. 

Seasonal Maintenance Plans

Seasonal maintenance is a preventative strategy that involves planning scheduled maintenance that differs based on the needs of a season. In certain communities, snow removal services may be required during winter while warmer seasons may need different maintenance. Seasonal maintenance plans account for the various issues that may arise with the changing of seasons.

Deferred Maintenance Plan

Deferred maintenance plans should only be considered by HOAs when there are restraints to financial spending. These plans involve prioritizing maintenance needs and deferring less important tasks for later repair. Components and areas that are vital to the safety of residents should not be deferred. HOA management firms like The Management Trust account for the unique needs and circumstances of each community and are able to formulate the right plan for them.

A functioning and thriving community is one that is well-prepared with several HOA maintenance plans established. Not only are these plans financially beneficial, they are also essential for a fruitful environment for residents. If you’re looking for a reliable and forward-thinking HOA management company that will help you planout scheduled maintenance, then The Management Trust is the right partner for you. For further consultation about our services contact us online by filling out an informational form or through one of our many offices.