5 Responsibilities HOA Boards Should Delegate to a Williamsburg Community Association Management Company

5 Responsibilities HOA Boards Should Delegate to a Williamsburg Community Association Management Company - Banner

We work with a number of HOA boards in the greater Williamsburg area, and we know that time and resources are limited for busy board members who are almost always volunteering their time to improve their communities. 

Our experience in HOA management has allowed us to identify five specific responsibilities that an HOA can delegate to a Williamsburg community association management company. You’ll find that the outcomes are more efficient and cost-effective. 

1. HOA Communication

Communication should be one of the values your HOA embraces. It needs to be responsive, transparent, and consistent. Figuring out a better communication plan is one of the main reasons most HOA boards decide they need professional management. You have dozens of competing priorities, and your time is limited. A property management company can help by working with your board leadership as well as the entire association and the homeowners in your community. 

Delegate your management partners to liaise with the board, the association, and the homeowners within your community. You can expect your property manager to handle your owners and their tenants. We’ll also coordinate with vendors and external stakeholders. Management companies are good at systems and processes, and communication is often a specialty. Things will feel more open and less unruly. 

2. Enforcing Rules and Regulations 

You’re tasked with enforcing the rules and regulations within your community, and that can be uncomfortable when you’re sending fines and violation notices to neighbors and friends. This is one of the best responsibilities to designate to your property management company. Not only does it provide a buffer between you and your homeowners, it also helps you avoid liability. If your association is enforcing the rules with one homeowner but not another, you’re welcoming a lot of legal risk into your HOA.  The board must enforce the rules uniformly in your homeowner association otherwise the entire organization will be vulnerable to lawsuits and legal claims. 

Your community has to trust that the HOA is going to hold everyone accountable to the same standards and requirements. If your board allows rules and regulations to be broken without consequences or enforcement, you will lose your ability to maintain the trust of your homeowners. The entire community will feel like the HOA doesn’t care about the rules they’re supposed to uphold. This will strip away any authority or legitimacy of the association. Leave it to your management partners.

3. HOA Accounting  

Effective homeowner association management includes accounting and financial services that are detailed, accurate, and transparent. Keeping reliable books is one of the most essential functions of any HOA, and you can easily hand off this responsibility to your property management partner. You need a qualified and experienced team of professionals who can collect and account for dues, manage violations, and keep the community running according to the goals and priorities of the association. 

Work with property managers who are willing to solicit bids from vendors and contractors for work that needs to be done and make sound recommendations on how to put together an operating budget and a reserve fund. 

4. Hiring HOA Maintenance Vendors and Contractors

Property managers in Williamsburg and the surrounding area have established relationships with local vendors and contractors. The board doesn’t need to waste its time asking for proposals from landscapers, roofers, pool cleaners, and other service providers. Hand this off to your property management team. They’ll know what to look for and how to measure cost against value and services. 

5. More Efficient Meeting Management 

Board meetings

Board meetings can be a hassle, especially when you have limited time and agenda items. Instead of trying to organize all of this yourself, delegate meeting management to your property managers. When you’re working with experienced HOA managers, you’ll find your meetings are more organized and productive. Let your management company schedule the meetings, get the word out to homeowners, and follow up on action items and agenda issues.

These are the five best things you can hand over to your HOA property management company right now. For more advice and ideas, please contact us at Berkeley Realty Property Management.

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