HOA Website and Condo Website Blog

Creating an HOA website should be part of every HOA or Condo Association's online marketing strategy. Every board member knows that it takes money, time, and commitment to keep the association's property looking its best for the benefit of all residents. A community website provides an affordable solution to these challenges. Here are five ways a website can enhance your neighborhood:

 

 

This is perhaps the most helpful way an HOA website can help your homeowners association collaborate online. As part of its payment system, the website allows residents to pay their monthly dues or fees with credit cards or electronic check payments in addition to offering an automated billing service for monthly association fees.

Many banks offer free credit card processing for non-profits, but even if your association is charged a small fee each time the online payment service is used, it's still cheaper than writing and mailing paper checks. If you opt to receive electronic check payments instead of credit cards, be sure to have enough funds in your account because sometimes when online payment fails, your bank may return your check for insufficient funds.

 

Online account balances created by an HOA website also allow association members to see exactly what their accounts hold at any given time and review past transactions. In addition, the system will send email reminders when an online balance falls below a certain amount so that owners can add more money before the account becomes overdrawn.

 

 

The homeowners association website allows residents to access important documents and distribute them easily without having to scan and email them one by one. If an owner has, for example, a copy of the architectural review guidelines they need to share with their neighbor or a list of recommended contractors who can help with a renovation project, the owner can upload the files to the website and share them easily with other homeowners.

 

Like online account balances, this solution helps association members avoid costly mistakes like having important documents lost in email spam filters or sent to an outdated email address. The system notifies residents when documents need attention, so they don't fall through the cracks.

 

 

In addition to uploading documents, many community association websites allow owners and board members to communicate with each other about important topics using an online forum. Like a message board or social networking site, the system lets homeowners ask questions, give feedback, and offer suggestions on anything from landscaping projects to improving security.

Online forums make it easy to communicate with a large number of homeowners at once using a service that's already a part of the HOA website. Association members can also share information about local businesses and services they have found helpful, which helps enhance your neighborhood's web presence and visibility online.

In addition to offering online forums, many homeowners association websites have a resident directory that makes it easy for homeowners to find people living in the neighborhood. The system typically includes an interactive map with each owner's home on it, so people know exactly where their neighbors are located before they come over to introduce themselves.

This is another great way for property owners to network offline and build better relationships in the community. It also helps residents connect with others who might be interested in joining their homeowner's association or similar community groups.

Instead of emailing photos back and forth to friends and neighbors, many communities use a photo gallery on their website to upload images that everyone can view and comment on. This is another great way for homeowners to share information about the things they're most passionate about in their neighborhood, whether it's a new landscaping project or photos from a community event.

Online photo galleries are also useful if you need to print large format wall posters or postcards of your community for special occasions like holidays or open houses. You'll need a large printer and a reliable printing company to handle the job, so check out this article on outsourcing print jobs.

The ease of access and convenience offered by online HOA websites make them extremely helpful for homeowners' association members. If you haven't considered using one for your neighborhood already, now might be the time to consider an upgrade to your old system or an entirely new site that offers all of these features.

Homeowner associations have become quite commonplace today as one report estimates over 70 million Americans currently reside in a community with a homeowners association. Even though homeowners are drawn to these communities with the security and order they promise, board members should consider whether or not residents are happy.  Most homeowner associations struggle to thrive without first developing a strong rapport with the residents they are supposed to represent.

 

Often, the homeowner association website is a positive place that attracts optimistic opinions from people who reflect the views of the public on homeowner associations. If your objective is to meet or even exceed the national average where public opinion on associations is concerned, you should know that most people are happy with their association.

 

Not only are they convinced that their homeowner association's governing board serves the best interests of the community but a significant majority claim that their homeowners association managers are supportive of their residents.  As a result, aggressive steps must be taken to counter the negativity in a community if you want to surpass the national average, some of which is expressed on the homeowner association website.

 

From time to time, homeowner associations are poorly perceived by homeowners as they have been known to spend more time managing the assets of the community and less time nurturing healthy relationships with residents.  These two undertakings are not mutually exclusive though.  An association can maintain their assets without neglecting members of the community by encouraging homeowners to suggest ideas for them to use in the future.

Many residents who hold a poor view of their homeowners association usually feel that way because they were abandoned.  Homeowner association boards that make a concerted effort to include residents in their decision making typically see a vast improvement in the opinions that homeowners hold toward their homeowner association.

The condo board is expected to manage the condo's assets and it works with specialists to identify certain maintenance requirements before setting aside funds to tackle them.  But, what is the condo board supposed to do when it encounters a big repair that far exceeds the funds that were set aside?  In some situations, the board doesn’t have to issue a special assessment, especially when there are other options to consider.

 

The condo board doesn’t have to always rely on their own members to solve every problem.  They can consult with a condo reserve specialist who has a better understanding of the condo's predicament and offer them sound advice on the issue.  Aside from performing an evaluation of the situation and encouraging the board to add the repair to the reserve study as a one-time occurrence, the reserve specialist might propose adjustments to the condo's maintenance strategies. It is important to be transparent with the residents regarding this information by posting the details on the condo website.

 

When a reserve specialist isn’t available, the community website could be used to identify talented individuals that can offer assistance and advice on the matter.  The HOA board is free to search for experts from outside the community.  Not just lawyers but also insurance agents and accountants, as well as contractors that may offer cost-effective solutions.

 

If the repair in question demands immediate attention, the board shouldn’t hesitate to borrow funds from the reserves.  The condo website usually frowns upon this option as it isn’t ideal which is why most associations only take this route as a last resort.  A condo board that borrows from the reserves must ensure that its actions are reflected in the reserve study and they need to pay back that amount.

All communities would like to believe they have prepared adequately for the future.  However, when the unexpected happens and the condo is suddenly facing a big repair, they need to remember that there are multiple options at their disposal.

Some elections are complicated events and associations can’t afford to make them worse by taking actions that might invite a legal dispute.  Unfortunately, this is exactly what can happen if you organize and conduct an election without first drafting the relevant election rules.  These rules must comply with any of the pre-existing documents, as well as the laws that govern associations in your area.

 

A quick search of the homeowners association website will usually reveal that the governing documents have clauses that specify the regulations to which the association must adhere to when it organizes elections.  The presence of such clauses in the governing documents may encourage board members to presume that their homeowners association association doesn’t require distinct election rules.  However, the absence of clear election rules empowers members to not only challenge the result of an election but to also take legal action.

 

Election rules are supposed to cover a variety of fields, including the nomination procedures, the statutes governing recalls, and secret balloting protocols.  The notion that a board member or even the director personally drafts these documents isn’t necessarily far-fetched.

Nonetheless, a majority of elected homeowners association members lack the expertise and experience required to produce regulations that can satisfy the needs of a homeowners association without contradicting state law.  For this reason, homeowners association board members are encouraged to hire a qualified professional that can guide them through this process.

Some homeowners associations make the mistake of presuming that their communities are too small for election rules to play a significant role.  Others are too quick to dismiss the necessity of elections.  Regardless of a board members opinion, they must ensure that the most recent version of the election rules is available on the homeowners association website.  In doing so, it protects the homeowners association from challenges and lawsuits in the future!

An election year may complicate matters for the HOA board since it has to contend with the opposing ideologies that run rampant in the community.  In order to retain their authority among residents and to play the role of an impartial mediator during this contentious period, board members must maintain a neutral stance.  Often, they do that by overcoming all obstacles regarding the HOA in a manner that doesn’t empower one side or diminish the other.  The goal is to strike a fair balance which is usually difficult, but it can be done.

 

The easiest way for the board to remain neutral during a campaign season is to show their support for both sides.  A task that can be accomplished by not only highlighting the strengths and weaknesses of each political camp on the HOA website but also inviting local candidates to make their case to the community.
This is particularly effective in elections during which measures that could affect the future of the community have taken center stage.  The HOA board should consider inviting the local leaders and representatives to either defend or oppose these measures to residents.

 

Some HOAs have a difficult time with keeping politics out of their communities but most HOA residents will resist any attempt to silence their voices.  For this reason, an HOA board needs to consider spending their resources on defining the rules and regulations that will govern political speech in the community.  The HOA website should list the boundaries within which political views can be expressed to ensure that the constitutional freedoms of residents are protected.

 

An HOA board is discouraged from enacting rules that contradict the established laws of the country as those attempts could attract a variety of consequences.  During matters such as these, boards are encouraged to consult with an experienced attorney that will guide their actions, even where political yard signs are concerned. Regardless of what the HOA board does, it should notify residents of any changes in the protocols governing their actions during a campaign season.

A property owners association board is tasked with overseeing the development and maintenance of a community which requires a budget for the association to map its future. Whether the budget is tens of thousands, hundreds of thousands, or more, every homeowners association needs one to create a secure and enjoyable space for residents to live.  If your POA website has posted the association’s new budget, take the time to review it and ensure it contains all the necessary elements.

 

Every property owners association incurs expenses regularly from the services it offers homeowners on a weekly, monthly, or seasonal basis.  Each year, the new POA budget must identify all the services an association will provide to homeowners and the contractors who deliver them before determining and highlighting the cost.  These are categorized as operating expenses.

 

The POA board is expected to not only plan for future maintenance, replacement, and repairs but to also create a reserve fund that holds the money used to finance those projects. Reserve funds are important as they enable the property owners association to avoid lawsuits by making sure the community assets remain in the best possible condition. A POA budget requires a reserve fund that was prepared after a specialist carried out a reserve study.  In that, projects should be identified that must be executed in the next few years and decades, as well as their associated costs.

 

Aside from dealing with the operating expenses and reserve fund, the association will usually list the sources on the POA website that they use to generate the money needed to complete the work.  Most POA boards rely on the fees collected from homeowners to finance their budgets; though, many communities aren’t opposed to the organization having fundraising events to bolster the property owners association's revenue.

POA boards are encouraged to consult with experts such as attorneys and property managers to ensure their budget expectations are realistic. These are just a few elements that the POA board should include when creating a budget.

Homeowners all over the country think that automated systems are the answer to their security problems.  Often, they believe the security systems that are promoted on a homeowner association website can keep intruders at bay, but that isn’t necessarily true.

While security systems are effective, every new resident is encouraged to deepen their ties with neighbors since there might be times when criminal or suspicious activity goes undetected.  However, it takes time to build lasting relationships with neighbors if you expect them to watch your home.

 

Few other activities can built trust quite like a homeowner association gathering.  Some people avoid them because they sound like an inconvenience.  But, community cookouts and other gatherings are the perfect time to socialize with your neighbors.  These events help erase suspicion so residents gain a closer familiarity with one another.  It is this same familiarity that leads neighbors to watching one another’s homes and raise an alarm once they suspect criminal behavior.

 

Before you establish a security net around your home using your neighbors, you must first gain a clear understanding of the routines and habits in the homeowner association.  Every homeowner association website encourages new residents to participate in activities of the community, such as attending homeowner association meetings and using the park and pool.  By learning these routines and habits, it becomes much easier to identify suspicious activity.

 

If you don’t rely on the trust and goodwill between you and your neighbors to ensure your home is protected, suggest to the association that they create a neighborhood watch.  Some homeowners never trust such entities because they consist of individuals that have little to no law enforcement training.  Nonetheless, the best homeowner associations normally coordinate with local police to confirm that neighborhood watch has all the information and resources it needs to keep the community safe!

An HOA board maintains the assets of an association, setting funds aside to carry out repairs where and when they are necessary.  It also puts in place rules and regulations that will protect residents in the event of an accident.

However, some HOA boards are not as diligent as their community website claims.  This is why individual members have to remain alert, responding to any signs of trouble they encounter and holding the board accountable so the association is properly maintained.

 

The objective of carrying out proper maintenance is to either prevent the wear that assets eventually suffer or to identify repairs that must be done to prevent them from being a safety concern.  When the HOA board fails to maintain the assets, an infrastructure breaks down and accidents may start to happen.  It isn’t just a simple matter of retaining the aesthetic value of the community as injuries can make the HOA vulnerable to lawsuits.

 

The easiest way to determine whether or not an HOA has been properly maintained is to find out if the board has recently performed a reserve study. Chances are this is posted on the HOA website. Reserve studies are used to analyze the state of the community, identifying assets that require future maintenance, and estimating the costs the association will incur to do those repairs. The presence of a reserve study shows that the HOA board has adequately prepared for the maintenance needs of a community.

 

In many places, reserve studies are a legal requirement and negligent HOAs tend to ignore this law even though it exposes the community to costly ramifications. Often, you can determine if the board is aware of their legal responsibilities by looking at the HOA website.  In the end, an association that has chosen to neglect their legal obligations can’t be trusted with the maintenance demands of the community.

Homeowners associations that never implement a maintenance plan have been known to worsen over time. These communities are characterized by looking messy with unkempt yards, dilapidated structures, and roads that need to be repaved. Such homeowners associations are frustrating to homeowners as they tend to turn away potential buyers. Although, the presence of this type of wear and tear can work in your favor since it will likely convince your homeowners association to prepare and follow a maintenance plan.

 

Almost every homeowners association website emphasizes the role a homeowners association plays in maintenance. Yet, many aren’t exactly sure what that means.  The association will repair damaged structures, perform basic landscaping upkeep on common areas, and combat insect infestations.  Homeowners association management must also collaborate with board members to not only administer ongoing maintenance but to plan for future maintenance tasks and projects.

 

Many communities collapse due to their associations taking a reactive approach to maintenance. A maintenance plan should prepare for the future by analyzing all the areas of a homeowners association that might require maintenance in the weeks, months, and years to come. Then, outline the necessary steps that the association needs to take to prepare accordingly.

 

Reserve studies are frequently mentioned on the homeowners association website as they are a key component of the maintenance plan. A reserve study is a budgeting tool that helps a homeowners association set aside funds for the community to use so future expenses are met.  Board members can’t prepare a credible maintenance plan without crafting and annually reviewing the reserve study.

Some communities fail to meet their maintenance goals since the board has refused to trust in the reserve study. As a result, this presents more of an opportunity for maintenance issues to become a problem.  Maintenance plans are vital because they extend the life of a homeowners association's assets.  Without a proper plan, the financial and aesthetic value of the community will likely decline.

A reserve fund is supposed to prepare the HOA for replacement and repair costs that will come along in the future.  Reserve funds are crucial because they ensure that a community’s assets remain operational regardless of the deterioration that might occur over the years.  The rules pertaining to how these funds get used are quite strict as they are meant to cater to specific issues and needs.

But, sometimes a problem arises that the reserve fund did not account for or isn’t listed in the reserve study.  What happens then if no answer can be found on the HOA website? Can the HOA board take funds from the reserves to meet this unexpected expense?

 

Some people fail to understand why such situations occur since reserve funds are crafted by experts.  They should account for every repair and any replacement cost the HOA might encounter.  Residents presume that unexpected repair and replacement costs only happen in cases where the reserve specialist made a miscalculation.
However, this isn’t the case as not everything can be accounted for when analyzing an HOA.  It’s almost impossible to identify all the potential failures.  The good news is that reserve funds are flexible since they are prepared in a way to react to unforeseen circumstances.

 

When board members encounter an emergency, they are likely to feel more encouraged to seek expert assistance.  Once the board has received guidance from a specialist, they can proceed by adding the new component to the reserve study.  After that, the board can use the reserves to finance the new component but only if the reserves are well funded and can meet the needs of the project.

Many HOAs have strict rules governing the use of reserve funds and a majority of them can be reviewed from the HOA website.  Other communities are more flexible when it comes to the way they handle matters in this area.  Regardless of the situation, most homeowners wouldn’t object if the board used their power to resolve key components not included in the reserve fund!