Category - HOA Website

As an HOA board member or a property manager, it is inevitable that you will have to deal with conflict at some point.  One homeowner might approach you with a complaint that their neighbor keeps playing loud music.  You know that is against the HOA rules but you may not have laws clearly defining the way to deal with such issues.  Here are a few tactics you can apply to handle conflicts among homeowners.

 

When a complaint is brought to your attention, you might be tempted to take action immediately.  For instance, the other person could be fined but that only leads to the start of grudges and resentment.  Instead, call the other person and have both of the individuals give their side of the story.

Listening is the key to efficient conflict resolution so be sure each party is given enough time to speak.  Focus on the facts and the events rather than the personalities when resolving the issue and don’t make it personal as that only leads to one party getting defensive.

 

In every HOA, there are certain areas that are more prone to disputes than others.  Perhaps the people are in disagreement about the right to use the clubhouse or to manage the homeowner association website.  Once you identify the conflict areas, come up with a plan to handle any potential issue.  If residents would like to use the clubhouse for personal events, you should have them go through an application procedure.

More often than not, people get into a dispute due to a lack of rules or they simply fail to get informed about the rules.  For that reason, consider reviewing your HOA laws and start a motion to create laws for conflict areas that the current laws haven’t addressed.  Aside from that, use the homeowner association website so all homeowners know the latest laws and stress how important it is to obey them!

In order for the homeowners association to make progress, it’s imperative that board members act in the best interest of the community rather than their personal interests.  For this reason, the homeowners association must always be careful who they elect to the HOA board as one member could cause major issues.  In fact, selfish goals and manipulation by some of the board members is the reason why various associations are struggling with loans, unfinished projects, and other problems.  Here’s one situation to help you identify a selfish board member.

 

There may be a potential member who runs for the board that is pushing for the renovation of common areas in the HOA such as the clubhouse.  They might even go as far as to publish a post on the community website to show everyone the importance of renovating the clubhouse, citing it will improve the overall value of the property.

What they haven’t said is that next year is their anniversary and they know renting a decent place would cost them a lot.  For this reason, they intend to get on the HOA board and push for the renovation of the clubhouse so it can serve as the venue for their anniversary.

Once they become a member, the financial situation is assessed and it’s noted the clubhouse renovation could be postponed for a couple of years.  Still, there’s a majority vote that the property should be upgraded right away.  When a member is being selfish, they may be persistent about a certain matter where other members show little or no interest.

 

One sign of selfishness is when a board member comes up with proposals without explaining them or they fail to answer questions on the community website about it.  The danger in that is sooner or later, such a member could land the entire community in debt as they make decisions in their best interest, not in the best interest of the homeowners association.

In some homeowners associations, there are board members that misunderstand the purpose of the reserve fund.  Often, these members see it as a means to deal with every financial difficulty that hits the homeowners association.  Aside from that, others view it as a tool that unnecessarily burdens members.

Potential members that are running to be on the board might use the homeowners association website to promise reduced HOA fees once they win.  Even though they may have good intentions, their plan will most likely take a toll on the HOA’s well-being in the long run.

 

Typically, the reserve fund is meant for advancing projects in the community which includes building roads, setting up or replacing structures like gates, and dealing with disasters.  This fund is sourced from HOA fees and when contributions go down, the fund also diminishes over time.

In the event a natural disaster strikes or the HOA needs to complete a major project, the association might fall into a crisis since there would be no money set aside for that purpose.  In that situation, the board is forced to take drastic measures like get a loan or impose a high special assessment that is unfair to residents.

 

One of the primary duties of board members is to make sure the association has adequate money in the reserves.  Of course, reduced HOA fees are a good idea initially, but how it impacts the reserve fund should always be considered.  In most cases, the reduction will do more harm than good in the long run as members may eventually have to shoulder the costs that would have been handled by the reserve funds.

If someone is running for a position on the board with the platform that they will lower HOA fees, use the homeowners association website to prove that’s not a good proposal.  Likewise, stress the point that dealing with issues in advance is better than carrying a heavy burden all at once.

Like most other organizations, an HOA relies on vendors for accomplishing various projects throughout the year.  Some situations may arise where a vendor is needed quickly but finding reliable vendors can be quite difficult.  Occasionally, low-quality products may be delivered or the delivery might take unreasonably long.  The following tips will ensure you locate and keep dependable vendors for the homeowners association.

 

As you may have already guessed, there are numerous vendors out there but the problem is that many of them only care about what they earn and not the project.  For instance, if you’re looking for a company to design your neighborhood website, you might meet with several vendors.  Often, most of them will give you a quote within a few minutes without considering what type of design works best for you.

When a vendor takes the time to discuss your goals and marketing strategy before taking any payment, that’s an indication they genuinely care.  Obviously, this is an area you should heavily consider prior to making a decision as it can impact the HOA to a great extent.

 

The next tip to think about when choosing a vendor involves factoring in their level of experience.  Can the vendor show you proof of their past work?  Suppliers with a properly-composed portfolio are usually more likely to deliver great results so be thorough with your search.

 

Some members join the board and start pushing for new vendors.  Typically, this leads to the HOA losing the vendor which is very unfortunate when they offer great services or products.  If you find a good vendor, treat them professionally so they feel valued and always pay them on time.  Also, make a post on the neighborhood website about the importance of respecting vendors and commending their amazing work to ensure members know how they should be treated!

In some states like California, HOA boards are forbidden to act on business items outside the board meeting.  If your HOA doesn't hold board meetings regularly, there’s a greater chance that some important issues will go unresolved and they could ultimately damage the HOA.  In case your association isn’t already holding board meetings systematically, it’d be a good time to start doing so.

 

If you have an HOA website, there’s a good chance that homeowners use it as a platform to voice their thoughts on certain matters and to report issues.  By holding regular meetings, the board ensures that homeowners won’t have to wait for several months to have their problems solved.  As a result, all matters are handled in a timely manner and homeowners complain less.

 

When homeowners don’t know when the next board meeting will be, they might not be very interested in participating in productive discussions on the HOA website.  As opposed to when they know the specific date of the next meeting, they’re more likely to publish blog posts and ask or answer questions.  In most associations, homeowners tend to be more engaged when meetings are held according to a schedule.

 

Regular, scheduled meetings are an effective means of ensuring the HOA stays focused on long-term and short-term plans.  The board can issue updates about the progress of certain projects and depending on what the homeowners are saying on the HOA website, they are able to gauge their efficiency in handling those tasks.

If your HOA is having trouble determining the frequency with which to hold board meetings, check what the governing documents specify.  In the event the documents haven’t addressed this topic, talk to an HOA manager while working with an attorney to have the topics included in the governing documents.  Basically, the bigger the HOA, the more often board meetings should be held.

Did you know the money that the HOA spends on maintenance is generated from the pockets of homeowners in the form of HOA fees?  One way of reducing these fees would be to take steps targeted at easing the maintenance obligation of the HOA.  In that regard, adopting a more green approach to your daily routine can be tremendously helpful while enabling you to participate in conserving the environment.

 

How does your homeowners association communicate with homeowners?  If you’re still using paper, propose that the HOA starts using the homeowner association website to reduce litter.  Also, try obtaining the local and global news on the internet as opposed to buying the newspaper.  When a majority of members adopt these approaches, the waste disposal service charges will decrease and so will the HOA fees.

 

If you keep common areas such as the swimming pool and playground free from debris, that will help cut the costs that management spends on cleaning them.  Additionally, there might be flowers and other plants or structures in common areas and these should also be protected.  The costs for replacing them are carried by homeowners so always encourage kids and neighbors to respect the common areas.

 

Some homeowners build illegal structures or paint their houses in a manner that violates the HOA rules and they end up paying a large fine.  To avoid falling victim to this, go through the rules and ask for help from the board or other homeowners where you need clarification.

Obviously, reducing the maintenance expenses is not a task that you can efficiently accomplish on your own.  Thus, consider using the homeowner association website to get other homeowners interested in doing their part.  Show them the benefits of minimizing paper waste, recycling their garbage, and respecting plants in common areas so more homeowners join in.

Before a homeowner puts up a new building or sets up a major structure like a fence on their property, they’re typically required to follow the HOA’s architectural review process.  But there are some homeowners who fail to comply with that even when the rules might be posted on the community website.  Here are a few tips for dealing with such members should you encounter them in your association.

 

Perhaps the homeowner misunderstood the rules or just wasn’t aware of their limitations.  The best way of reaching out to them is through writing so communication remains confidential.  Send them an official letter informing them that they need to follow the correct protocols before going any further with their project.  Be sure to include a description of the violation, the solution, and the possible repercussions that could come if they continue the violation.

 

In the event a homeowner ignores the first letter and pursues the project anyway, it’s time to take severe steps as outlined in the HOA’s laws.  Following the established laws and procedures, send the violator a fine letter so they know how the issue should be settled.

Normally, the homeowner has a right to a hearing with the board.  If they book one, ensure it is granted as they get the opportunity to try and prove why they think they’re being unlawfully fined.  Depending on the facts and outcome of the hearing, the fines may or may not be imposed so the board should always be ready for what comes next.

 

In some cases, the homeowner loses the hearing but still doesn’t pay the fine.  When this happens, it’s time for the last step which is filing a lawsuit.  To prevent the mayhem that comes along with that, use the community website to create more awareness.  The architectural guidelines should be crystal clear, as well as the construction and landscaping regulations of the HOA so all homeowners know how the process works.

Are your HOA laws stopping you from displaying the American flag on your property the way you want?  While it’s good of all homeowners to observe the association laws, you have a right to know the federal laws as well as the state laws regarding the matter.  Before starting a discussion about flag restrictions on the homeowners association website, make sure you understand what your rights are as outlined in the governing documents.

 

Some homeowners display the flag in a manner that isn’t appealing or tasteful.  It can be irritating for neighbors to have to listen to the rope thump against the flagpole all night.  Also, drilling many holes for displaying the flag might cause damage when not done properly.  Aside from that, there’s other people that may display the flag incorrectly and this could lead to restrictions from the HOA.

 

The Freedom to Display the American Flag Act of 2005 holds that condos and homeowners associations shouldn't stop people from displaying the national flag on their property.  Nonetheless, the same law permits associations to reasonably restrict display based on manner, place, and time if doing so will protect vital interests of the HOA.

If the restrictions are not protecting any vital interests, then the HOA is probably violating your federal right.  But before you confront the board or start a revolt on the homeowners association website, check what the state law says about the issue.  Some states have laws that govern association rules on flag display while others leave the matter to federal law.

In many HOA’s, there are no outright bans on flag display; however, there might be restrictions on the location, size, position, and type.  Go through the governing documents of the association and see what the restrictions are on flag display.  Not only does this keep you aware of the latest but if you feel the restrictions are violating your rights, you can take the matter to the board!

For many people, fall is an escape from the hot summer sun and the cooler months ahead offer more pleasant days.  But how many people take the time to think about potential drainage problems?  As an HOA board, you need to have a good strategy in place to protect the community so utilize the neighborhood website to create awareness about this issue.  Here are some vital areas to focus on regarding drainage failure.

 

Every year, make it a habit to have a roofing expert check the drainage capacity of the roof and gutters.  The water should drain properly and you might want to have a reliable place where water gets channeled into during heavy rains.  There might be leaves and debris on the roof and in the gutters; ensure these are cleaned so water can flow off the roof and through the gutters.

 

Normally, these are found in the walls and they’re typically created for fireplaces, light fixtures, windows, and more.  Water pipes and other plumbing lines also make their way into your home through openings.  Although it’s necessary, these openings offer moisture a great opportunity of getting into your home so make sure all openings are properly sealed.

 

Doors and windows are some of the best entry points for moisture, particularly when the weep holes are too small or debris is trapped in the tracks of the sliding frames.  Be sure to vacuum the windows and the sliding door tracks but if the windows and doors show signs of wear, consider replacing them to prevent moisture from getting in.  After all, repair costs caused by water damage could be much higher than the replacement costs.

An experienced HOA board recognizes the harm that bad drainage can do to homes in the community.  As a result, they invest in researching drainage techniques and reliable drainage experts.  For homeowners to manage their drainage system better, advise them by posting to the neighborhood website about it each year.

An HOA board is normally run by volunteers who are homeowners in the association.  In most cases, these volunteers are not experts in financial or management matters.  As such, one or more board members might take advantage of their position to embezzle funds or manipulate matters that are of personal interest to them.  Use the following advice as a guide if you suspect fraudulent activity is taking place in the homeowners association.

 

The most common form of fraud committed by dishonest board members is embezzlement.  Typically, they take funds that belong to the association or acquire HOA property using deceptive tactics.  To help them steal from the association without getting caught, they may lie about financial matters or exaggerate the figures when recording transactions.  Others usually make up fake records of transactions or delete existing entries for their benefit.

Rigging the elections is another way fraud is committed in HOA’s.  Some board members might band together to rig the election results so that a person who was unlikely to win will gain a particular seat.  Then, they use this position to embezzle funds or utilize it in some way to benefit from the HOA.

 

If you suspect that a board member is taking part in deceitful activities, gather as much evidence as you can such as audio recordings and incriminating documents.  Also, ask for financial statements, tax returns, budgets, audits, vendor approvals, and other documents that would confirm any wrongdoing.  Once you have adequate evidence, use the HOA website to call a special meeting and discuss your claims before the homeowners.

In case no corrective measures are taken, contact an attorney to talk about what action you should take against the board.  To prevent board members from committing fraud, consider hiring a professional to handle sensitive matters like auditing and recording financial statements.  Through the HOA website, ensure all homeowners are educated on financial matters as it benefits them and the association.