How to Handle Vaccinations in Your Association: Encouraging Residents and Staff to Get Vaccinated for the Safety of the Community

Discussing whether to receive the recently developed COVID-19 vaccination has become the newest version of “The Talk” – the one that no one wants to have but should. No matter the size of your community, whether your residents are spread out across several buildings on the association’s property or live communally in one large building, safety is the number one concern among associations.

The recent rollout of the COVID-19 vaccine has left many feeling hopeful that life as we knew it could potentially return to some sense of normalcy. Having conversations around vaccines such as this can be tricky, as residents and team members come from different upbringings, backgrounds, cultures, or religions and most likely have their views and opinions on receiving vaccines. Your residents and team members are adults and can easily make health-related decisions for themselves; however, presenting them with data and safety reasoning can help provide some assistance for those who may be on the fence about receiving the latest COVID-19 vaccine. If you’re struggling with how to have this conversation or how to help promote your staff and residents on getting vaccinated, read these tips below to gain some insight into a rather tricky dialogue.

Present the Facts

First and foremost, present the data to your team members and residents, especially those who are hesitant due to the novelty of the COVID-19 vaccine, those who simply believe they don’t need it, or those who are unsure for a multitude of reasons. Make sure that with any data you provide, you can back it up with reputable sources. Yale Medicine cites that the Pfizer-BioNTech vaccine was up to 95% effective in preventing COVID-19 in individuals without prior infection. Researchers at Yale report that the vaccine was “equally effective across a variety of different types of people and variables, including age, gender, race, ethnicity, and body mass index or presence of other medical conditions” (Katella, Yale Medicine, 2021). Moderna’s vaccine also boasts 94.1% effectiveness at preventing symptomatic infection in people with no evidence of previous COVID-19 disease. The vaccine “appeared to have high efficacy in clinical trials among people of diverse age, sex, race, and ethnicity categories and among people with underlying medical conditions” (Katella, Yale Medicine, 2021). Once you have presented the facts to your residents and team members, it is then up to them to receive the vaccine.

Make it Fun

This option might sound odd at first but listen: most individuals are competitive by nature. Making it into a competition with a visual representation of how far your association has gone can send people into a natural drive to want to compete and win. For example, display a poster that can help residents and team members visualize the progress of the entire association, perhaps one for 1st dose vaccines and another for 2nd dose vaccine progress. A study completed at Virginia Tech reported increased motivation to achieve a goal, even if it was in an abstract context, by providing a visual progress report (a bar filling up the further an individual went in the test). “Unpacking a goal into subgoals can make the tasks more manageable and may increase effort and performance. Our research results suggest that we process visual representations in a manner similar to distance, influencing perceptions of proximity and effort as we pursue certain tasks or make decisions about investing time and effort for a particular outcome” (Cheema, Virginia Tech, 2011). While the study was not done in the era of the coronavirus, the results still hold to the sheer power of influence that visual progress can have on people.

Provide Them with an Incentive

Not to be confused with bribing your residents or team members (which should never be done), providing them with encouragement and a positive reward or incentive upon reaching the goal of having, (for example, 80% of the resident population vaccinated), can give individuals something to look forward to for putting forth the time and effort to get the vaccine. Incentives could include a special resident event once the goal is reached.

Provide Key Messages About Vaccine Effectiveness and Safety

Along with providing the facts for your residents and team members, providing consistent and clear messages about COVID-19 vaccine safety (direct from the CDC’s website) can help increase vaccine confidence among those in your association, such as:

COVID-19 vaccines are being held to the same safety standards as all other vaccines.

The federal government has been working since the pandemic began to make one or more COVID-19 vaccines available as soon as possible while ensuring they are safe and effective through the FDA EUA authority.

COVID-19 vaccines were tested in extensive studies that included tens of thousands of people to make sure they meet safety standards and protect people of different ages, races, and ethnicities.

The study results showed that the vaccines provided protection from COVID-19.

Several expert and independent groups evaluate the safety of vaccines being given to people in the United States.
- Before authorization, the FDA carefully reviews all the effectiveness and safety data from clinical trials. The Advisory Committee on Immunization Practices (ACIP), an independent body of medical and public health experts, reviews all data before recommending use.
- After authorization, FDA and CDC will continue to monitor the safety of vaccines through existing and enhanced systems.

Take note of the number of residents who have already been vaccinated against COVID-19. Presenting this information, along with providing positive incentives and encouragement, to your residents and team members who are on the fence about getting vaccinated can help them make the best decision while taking into account their safety and immunity, along with the safety and health of others around them. There will be residents or team members who cannot be persuaded or encouraged to receive the vaccine for various reasons – as a team member at a property or Board member; you cannot legally force them to be vaccinated.

Along the same lines, you cannot legally force a resident or guest to wear a mask. However, in some instances you may be able to issue a fine for not wearing a mask in common areas – we suggest consulting with your legal counsel for the best course of action if this is of interest. Most guests and residents will happily comply with a mask mandate in common areas of your association, such as the lobby, hallways, or amenity areas (if you have opened them).

Encouraging residents and team members to get vaccinated is tough and can be a difficult or uncomfortable topic of discussion, but it doesn’t have to be. Talk to your management company for guidance if you are unsure of how to navigate the subject; companies like Worth Ross Management can help provide your Board with unbiased counsel on handling difficult conversations such as health and safety for all team members and residents.

Spring Discussions: Reporting and Submitting Requests for Work in Communities

With the warm weather here to stay and some Covid restrictions disappearing, HOAs‘ and property management teams will find their hands full. Seasonal projects and the use of common areas will see plenty of activity as pent-up demand for visiting neighbors, friends and enjoying community functions will all come to a head. Over the last year, residents likely haven’t been using common areas as frequently as in prior years, and specific maintenance issues may have gone unseen. As long as the HOA, property managers, and residents work together and utilize a process for submitting and managing repairs and maintenance requests, everyone benefits.

Keeping up with community maintenance

Running an active community takes proactive planning and execution. There need to be regularly scheduled inspections and walkthroughs to ensure proper maintenance. Nothing will frustrate residents like an HOA that is not proactively maintaining the property and the common areas. Any form of negligence can pose safety concerns, affect home values, and keep potential new residents from selecting your community. Having a clear understanding of what constitutes the HOA’s responsibilities versus the resident’s responsibilities for both maintenance and repairs will likely be laid out in the Covenants, Conditions, and Restrictions (CC&Rs). For instance, the homeowner could be responsible for maintaining the door on an individual residence, but repairs would go through the HOA.

One of the best ways to keep on top of potential issues is preventative maintenance and using the eyes and ears of residents. When a resident notices what may be considered a seemingly small thing like a leak or a crack, it’s best to have a predetermined way for it to be reported to a property manager or HOA before it can turn into something more serious. The HOA can set up detailed guidelines for what type of issues to report and the process for requesting work or service. For instance, if a neighbor notices a cracked window or a flickering light bulb, communicating this to the HOA or property manager would help to keep the community in good order.

Additionally, a request for community improvement should also be available. Residents care about the community they live in and often want to help it thrive, even more so because the dues and assessments they pay directly impact the care of the community. When there is a viable suggestion on enhancing the enjoyment of a shared area or ways to update an otherwise bare or outdated landscaping installment, residents should feel comfortable and confident in the process of doing so. The rules and regulations found in the CC&R’s can guide the review of requests. The method and response for the request type will each have their process.

Putting a process in place for submitting inquiries

Make sure residents feel comfortable reaching out to the HOA and property management team. Have residents approach it in a similar way to what airport security says about unattended luggage – “if you see something, say something.” There’s no harm in alerting the property managers about something, and in many cases will help stave off future complications that could arise. Ensure residents know not to try and fix problems on their own that fall outside of their property responsibilities. The potential liability involved and the possibility of exacerbating the issue are not worth the risk.

The HOA should request the following information for inquiries:

A description of what the issue is and its severity.

The location, time, and day.

Any applicable pictures or, if possible, a video.

Contact information for the person submitting the request.

Be available to answer your phone or email after submitting the request.

When the HOA and property manager receives the inquiry from a resident, it should take the following steps:

Confirm the request was received and the process for handling it.

Update the resident upon completion.

Get feedback.

Make sure to have a list of locally vetted contractors and maintenance staff best suited for various tasks. There should be a high level of confidence that these vendors will take care of things fast and effectively. The list should always be up to date. Upon completion of any project, review everything with the vendor and sign off of its completion. Over time trust with vendors will be established and the community will recognize the quality of work.

If, however, damage should occur to a common area at the fault of a resident or a guest of a resident, the HOA will still be required to complete the repair in a timely fashion. The HOA may then charge the homeowner a reimbursement assessment to cover the cost of those repairs. Make residents aware, so they treat all areas of the community with respect.

Keep the lines of communication open.

As in most matters, meeting expectations and providing transparency helps everyone involved. It’s a good idea to track and keep the resident who submitted the inquiry informed on the progress and completion. Depending on the severity of the inquiry, it may take a couple of days or a few weeks to be addressed. Also, offer multiple ways for residents to reach out, such as phone, email, and online form or portal, and stopping in during established office hours. Responding to non-emergency inquiries should happen within 24 to 48 hours, while emergency situations should be responded to as promptly as possible.

Communication between the HOA and residents always helps to build trust. Once work is complete, ask for feedback from the resident who initially brought the matter to the HOA or community manager. Let residents know their opinion is valuable and that the input, whether positive or negative, will be considered. It also helps to protect the HOA from a finicky resident who (regardless of quality) can find fault in work done and raise an issue at a board meeting. If a resident does want to be more involved, suggest joining a committee that oversees repairs and maintenance.

Having a management company mediate requests from residents to the community’s board ensures a smooth and professional process from start to finish. With the board’s help, the community managers can expedite projects and maximize residents’ satisfaction. With high expectations for this spring and summer, it’s the perfect time for everyone to rediscover what the community has to offer and the value it provides.

How to Deal with Disruptive Neighbors in a High-Rise Community

No one likes noisy neighbors. It should come as no surprise that one of the most common complaints a General Manager receives involves noise-related discrepancies. Living in a high-rise means having neighbors above, below, and to each side of you; learning how to cohabitate with neighbors and sometimes make compromises can alleviate the stress and annoyances that come with it.

Ask your General Manager about rules in your community: How late can you play loud music in your building? What if the neighbor’s dog won’t stop barking in a nearby unit? What are the parameters around noises from upstairs neighbors? Before you file a noise complaint, take a moment to step back and think. You’re likely fed up and ready to take action, but there are other ways to correct the issue before escalating it.

When you live in a high-rise, condominium, townhome community, or multi-family complex, your building management team can help you resolve the noise issues. Companies like Worth Ross Management Company are in charge of hiring the best onsite team members that have dealt with situations pertaining to noise complaints countless times before. You can trust your building’s management company and onsite management team to have your back and be ready to support you.

Keep a record of the noise.

As a first step before you even attempt to reach out, keep a log of the date and time of each occurrence and what you hear specifically. If you can, record the noise with videotape as well, so you have evidence of the noise level and event. Keep this record going throughout the process of trying to resolve the issue, as you’ll need it if you eventually have to resort to filing a formal complaint with your General Manager. Along with the dates and times of each noise occurrence, we recommend that you keep a record of any communication between you and your neighbor for proof of attempted reconciliation. If your neighbor is rude or dismissive, make sure you note their attitude towards your requests.

Keep an open line of communication between you and your neighbors.

Sometimes, a noisy neighbor may not be fully aware of how disruptive they are. Knock on your neighbor’s door (mask on, of course!), introduce yourself, and let them know you live below them, to their left/right, or above them. Establish a line of communication such as trading phone numbers. Occasionally, an introduction (and pointing out where you live relative to their unit) may drop a hint that they are stomping too much or playing music too loud (if they play music often). Be kind and cordial with your neighbor! You don’t want to create any unnecessary issues. Living in a high-rise comes with the assumption you and your neighbors have bought your respective units and would appreciate enjoying your home peacefully.

Leave a letter.

If you aren’t comfortable with face-to-face conversation or are worried about a confrontation with your noisy neighbor, the simplest solution to communicate your frustrations is through a letter. Address your concerns politely without being passive-aggressive or accusatory. Let them know you are working from home (if that is the case), and the extra noise has made it difficult to focus or conduct meetings. Outlining the problem in a kind manner can help neighbors understand what you are bothered by without confrontation and give them a chance to fix the issue at the source. Give them some time to resolve the problem; if it continues with no change, you can consider other options.

Compromise.

Good-standing relationships often come with compromises. If you have spoken to your neighbor (or left a letter) and there doesn’t appear to be a change, try proposing a compromise. If the noise involves playing music through a stereo or a physical instrument, ask if it’s possible for them to only play during certain hours of the day or not past a specific time. If the issue involves a noisy dog or child, try to think of a compromise that would keep the child or dog occupied. Asking for a compromise will yield better results than outright telling your neighbor to do something, which may result in retaliation.

File an official noise complaint.

If you have spoken to your neighbor or attempted to reach out with a polite letter and the noise has not gone down, you have every right to file a formal noise complaint with your General Manager. Before filing, check to see if your documents have a clause regarding noise control. If they do, be sure to point this out to your General Manager. Let them know the situation, present them with the noise record and any notes regarding interactions between you and the noisy neighbor. Without proof, your General Manager may not be able to do much.

Once the formal complaint is filed, do not act on anything and await instructions from your General Manager. If the noise continues, continue to log it and any further interactions with your neighbor. They will most likely receive a warning by the General Manager, then issued a fine if they continue to violate the terms of the documents regarding noise levels and quiet hours. Allow the building management team to handle any communication, but you can follow up with the General Manager as needed if the issue continues. If the infractions continue, your building’s General Manager may escalate the matter to legal counsel. Selecting the right management company, such as Worth Ross Management, will help diffuse issues timely and professionally. The team members at Worth Ross Management are committed to ensuring the safety and comfort of each resident in their communities. While a noise complaint may seem minor to you, our team takes it seriously and will find a solution that works for everyone.

It is safe to say everyone has encountered noisy neighbors at some point in their life, no matter if you live in a high-rise condominium building, an apartment complex, a townhome community, or a single-family home neighborhood. How you choose to deal with these noisy neighbors will likely have long-term effects, whether you decide to address the situation with kindness and manners or go straight to filing a noise complaint without attempting to speak with your neighbor first. Everyone deserves to enjoy some peace and quiet where they live. Knowing what steps to take to resolve a noise issue amicably can mean the difference between a peaceful solution or an angry neighbor who may act out against you. Follow the steps outlined above if you encounter a disruptive neighbor, and you will most likely find a solution that helps all parties involved without any issues.

10 HOA Policies Every Board Should Have

How homeowners associations create, enforce, and review HOA policies provides clarity and helps manage resident expectations. When a community is founded, governing documents are created in CC&Rs, bylaws, and other rules. These provide the formal structure for the HOA board by outlining the responsibilities for all parties. The CC&Rs are restrictive and permanent documents that define homeowner’s rights, association responsibility, and the role of the board. The bylaws guide how the HOA will operate. Incorporated with this are policies the HOA board puts into place for managing and enforcing the restrictions found in the CC&Rs.

The policies a homeowners association implements tell a lot about how the community governs. As long as the procedures in place do not amend or shift the original governing documents, the HOA can use policies to manage various community functions. Of course, it’s a balancing act of financial considerations, keeping rules in check, and keeping residents happy. Let’s review some standard policies HOAs should have.

Communication Policy

HOA’s need to communicate with residents regularly, mostly in digital form. This requires knowledge of the guidelines for sending, sharing, and receiving electronic communications, whether in email, text or on a social media platform. There are federal and state laws around personal data and data sharing safety, which the board should be aware of. Also, board members should abstain from doing any official business via text or email, especially to avoid or shorten meetings.

As more residents utilize social media or other community-based apps, there should be clear expectations of acceptable behavior. A simple misunderstanding can flare up into something quite ugly and severe if not monitored. With social media, the communication should only flow one way: from the association to residents. Draft a policy surrounding what information can be shared, with whom it can be shared, and for what reason. Include appropriate disclaimers to limit potential liability.

Enforcement of Regulations

Every HOA can expect the need to enforce the CC&Rs and bylaws with clear-cut enforcement policies. No matter how fair or clearly defined a rule is, someone will break it at some point. It’s up to the homeowners association to combat rule-breaking and firmly, but relatively, deal with offenders. HOAs need to make their enforcement policies crystal clear to avoid confusion or any “grey” areas that residents may use to argue to deter future offenses.

Ensure all residents know what will be considered a violation, what fines can (or will be) used, and the due process a resident should expect. HOAs don’t like levying fines, nor do residents like receiving them (at all). Giving a warning for the first violation usually keeps tempers at bay. Be ready to impose a fine if the violation occurs a second time. Depending on the action required or the violation in question, the board may need to refer to the bylaws.

Pet Policies

Coming up with a pet policy to appease every resident is unlikely to happen. Some people don’t like pets, while some can’t live without them. Establishing policies can be tricky, especially when pets can in different shapes, sizes, and species! The first step is to define what pets are allowed and where. Other determining factors, more specifically around dogs, are the weight and type of breed. Furthermore, detail any potential violations for noise, refuse collection, or bringing the pet to a restricted common area.

One point to remember is that residents with a service animal are excluded from some guidelines. Regardless of the community approach to pets, service animals and emotional support animals cannot be denied to a resident with the required documentation. The HOA should understand the circumstances around the form of pet ownership and have a process to accommodate different needs.

Resolving Disputes

The HOA board sometimes needs to take on the role of mediator. Sometimes complaints will be minor, some major, and some not an infraction at all. The HOA’s job is to review the facts, consult the CC&Rs and bylaws, and adopt a policy of fleshing out the issue to find a resolution. This is one of the more delicate roles board members have, and the kind of policy to review on a semi-annual basis as different types of issues come up.

Collections

A community cannot meet its responsibilities without the budget to operate. Having a policy in place for collecting monthly dues as well as assessments is imperative. While collecting monthly fees tends to be more straightforward, special assessments can be more challenging. When having to impose an assessment, have a policy in place to minimize potential friction with residents. Outline clearly what the assessment is for, when and how it will be collected, and consequences resulting from nonpayment. Depending on your state, there may already be laws defining some requirements. Speak with an attorney for more information and to eliminate potential liability. Legal action resulting from non payment of assessments can and does happen, so be prepared. The right property management company can be a big help in these areas.

Retaining Documents

Most homeowners associations review and process a considerable number of documents each year. Although most can be stored electronically, all papers should have a retention date. Figure out the level of importance for various documents, the timeframe in which they are needed or required, and how to expunge them. Do not fill a storage room full of documents from 1982 somewhere on the property. Recognize what’s needed and for how long, and ditch the rest.

Renting

When we can rent just about anything right from our phone, the topic of rentals is more topical than ever. HOAs need to formulate a policy for short-term, long-term, or a ban on rentals. This is another delicate subject that HOAs need to approach. Homeowners have many reasons why renting their home could make sense, but neighbors may or may not want a community’s transient environment. Even with supporting documents and background checks, there’s no guarantee on the character of the person moving in. Assuming rentals are allowed in the community, the HOA should have a policy for owners to adhere to and equally important for renters to follow. The onus is on the owner to communicate HOA policies to the renter and ensure the renter abides by the community CC&Rs and bylaws. Ultimately the homeowner is responsible for maintaining the property and keeping with all community policies in place. Any necessary action taken will be against the landlord.

Conflict of Interest Policy

On occasion, a board member could find him or herself facing a conflict of interest. Any board member that has ties to a vendor and could somehow benefit from a particular transaction should excuse themselves from the board discussions and voting. Board members are still residents and need to follow all the guidelines and policies, arguably more so as they set an example in the community.

Committees

Committees play a vital role in a community. They have varying responsibilities depending on their formation but do great work in promoting and assisting the HOA. Forming these committees requires agreed-upon procedures for the roles and responsibilities the committee will have, how they operate, and accountability.

Residents will want to make updates or changes to their homes. One special committee is the Architectural Review Committee, which reviews residents’ applications with desired changes and shows how they will comply with the CC&Rs in place. Any exterior changes must conform to the community’s standards at large, so having a policy in place ensures this. The committee should require things like a visual representation of the proposed changes in the form of sketches and plans, specific details of colors and materials, a timeline for implementing the changes, and how to notify adjoining neighbors of the work. Some of these can be pretty minor, while some could be noticeable enough to be denied.

Social Gatherings

One of the great benefits of living in a community is socializing with neighbors. Although an HOA will encourage social gatherings among residents, there need to be some policies that ensure safety and minimize liability. It’s common for homeowners to request approval for a party if they will be serving alcohol and to require any event staff to be licensed and insured, mainly for the use of common areas. Also, ensure your policy contains details about the kind of event requiring the homeowner to obtain event insurance would be wise.

It seems like there are layers of formalities and hoops that HOA members must be privy to. It’s tough to sugarcoat the realities of everything involved in being a great board member. Your property management team is an excellent resource and can help formulate policies to help the HOA govern effectively. Keeping these policies accessible to homeowners, being fair with enforcement, and actively reviewing them will go a long way to advancing the community’s goals and residents’ well-being.

Hiring the Right Vendor for Your HOA Community

With Winter slowly fading in our rearview mirrors and warmer weather approaching quickly, making changes to daily habits can significantly impact your community’s overall health as well as your residents’ happiness and wellbeing. Keeping up with maintenance, landscaping, and other ventures in your community is a year-round task. Sometimes it can be challenging to choose vendors for these tasks, and if you aren’t careful, you could spend unnecessary amounts of your allotted budget that could have been put to good use elsewhere.

Take a look at these tips to help you navigate the vendor world and choose the best option for your community, especially with spring cleaning and upkeep just around the corner.

Review the Governing Documents of Your HOA Carefully

Understand what your rights are; certain HOA agreements have stipulations about which vendors you are allowed to hire for your community. By understanding these rules and regulations, you can make a better, more educated decision about which vendors you can hire. Contact your HOA management company if you are unsure of how to go through this. Companies such as Worth Ross Management Company have pre-existing relationships with certain vendors and know who is the best for which jobs and can even work out deals with them to get you the best prices possible.

Have a Concrete Budget in Place

When you have rotating expenses each year for tasks such as maintenance and landscaping, among other things, you should already have an idea of how much you should spend on each project. Be careful not to exceed this budget; you may need extra funds later on in the year if an emergency occurs, such as needing to replace or repair anything throughout the community. If you are unsure of how to set a budget up or if your association Board is finding it difficult to balance the task of financials, it may be time to enlist an HOA management company such as Worth Ross Management Company. WRMC helps associations all across Texas and the Denver metroplex find and manage a healthy budget. They’ll lend their unmatched accounting department to your community, help you find cost-saving opportunities, and help streamline expenses, such as vendors. And with their tenured relationships, you can guarantee they will get you the best price. You can read more about budgeting during a pandemic here.

Interview Many Different Vendors, and Get Quotes in Writing

When searching for the perfect vendor for the job, it can be a beginner’s mistake to sign a contract with the first vendor you interview. Speak with multiple companies and ask what their pricing looks like, how they operate, and ask for a quote in writing to reference later. Just like with any big purchase, your association needs to shop around before settling on one company to hire. If they do a good job and you enjoyed working with them, make a note of this so you can hire them in the future.

Verify the Vendor’s References

While you are interviewing each vendor, make sure you ask for references. Some companies can put fake positive reviews on their website to lure in business from associations. The last thing you want is to hire a company that ends up doing shoddy work, leaving you to spend even more money from your already-strict budget on hiring another vendor to fix what the first one did. Call at least two former clients to get an idea of the vendor’s work ethic and overall satisfaction from the business or another association. If any vendors fail to provide you with this information, you should consider it a red flag. Any company with excellent references should be more than happy to send them your way and most likely end up doing a better job to enhance your community’s quality of life.

Make Sure You Have a Contract in Place

Contracts make doing business a thousand times easier. There are no discrepancies or “he said, she said” banter – contracts make sure everything is documented, so the terms of business are followed as they were discussed. Ensure you write out pricing, work scope (precisely what is to be completed by the vendor), any time frame, and insurance needs. If you are searching for a vendor on your own, you’ll need this contract, no exceptions. It would help if you also had an attorney look over the contract before the work begins. If you have an HOA management company such as WRMC, they will take away the headache of the vendor contracts and will save you time and money since they may already have contracts written up with certain vendors. Lastly, pay attention to the professional appearance of the contract. Examine its overall aesthetic. Does it look well put-together, like someone took their time with creating it? Or are there spelling errors with no clean formatting? Contracts with written sections also often indicate a warning sign that the contract isn’t trustworthy.

Ask About Discounts and Bulk Pricing

You should never hesitate to ask for a discount on services – the worst thing the vendor can tell you is “no.” Getting discounts on bulk pricing can save you a lot of money, especially if your community is large and has multiple landscape areas that need tending. Receiving discounts now often translates into reduced fees for your residents, resulting in a higher level of confidence that the association uses its budget as allocated and is trustworthy.

Selecting vendors is not always an easy, cut-and-dry process. It takes time, dedication, effort, and sometimes money that an HOA Board does not have. Streamlining this process will only help your association, its team members, and its residents in the long run. If your Board is still having trouble finding a reputable vendor for any project your community might be taking on, it’s time to elicit the help of an HOA management company like Worth Ross Management Company. With their team of experts who genuinely care about the communities they serve, they can take the hassle away from association administrative tasks such as finding an outstanding vendor and maintaining that relationship for years to come.

Springtime is Here: Tackling Common Issues within Condominium Communities

The work of a homeowners association and property management team is an ongoing and ever-changing process. Enhancing the community for the benefit of its residents is really a journey, not a destination. The changing seasons bring with it an opportunity for beautification, outdoor activities, and community gatherings. But to fully enjoy, experience, and appreciate all a community offers requires a lot of hard work and preparation. It takes all hands on deck and an excellent team to deliver. So without further ado, here are some ways to ensure your community is in tip-top shape for the start of spring and into summer.

Start inspecting

You’ve probably been bundled up inside for the last few months. During that time, all sorts of little issues can creep up in and around the community. Cold weather and unpredictable storms can take a toll on the property. Chances are you’ve already taken note of a few things that have suffered from winter exposure, but a thorough walk-through of the community needs to be done to identify potential issues. One or multiple board members could take part with the property manager to survey the property – the more eyes, the better.

Things that can be seen with the naked eye include cracks in sidewalks or parking areas, chipping or peeling paint, loose roofing, clogged or sagging gutters, and surfaces that will need heavy-duty cleaning. Also, plan to check outdoor lighting and furniture, security cameras, gates, fencing, decks, and other equipment. Remember, materials such as wood tend to be more susceptible to water damage. Also, review exterior vents to make sure they are not blocked. Take notes of anything that needs to be addressed and add it to a master checklist.

Now is also an excellent time to tackle any outstanding things delayed during the winter months; tasks like testing smoke and carbon monoxide alarms, checking for small animals that found warmth during the winter months, and other required inspections.

Time to clean!

This one might seem obvious considering the adage of “spring cleaning,” but that doesn’t mean you can roll your eyes and forget about it. Winter is the harshest of the four seasons and the least predictable. One day it might be 50 degrees and sunny, the next 20 degrees and snow. A power washer will get some heavy use during this time, primarily if you used salt and other treatments in your community this winter. A good power washing is one of those few tasks that provide real-time results and one that makes a huge difference. Typical trouble areas to address are sidewalks and walkways, around the pool, wooden decks, and recreational surfaces like a tennis court. Depending on the siding material, some buildings may also need this service. This deep cleaning can also help to illuminate any cracks or chips that may need resealing. You should also review other common areas like the clubhouse, bathrooms, patios, and less-prominent external areas for cleaning.

Get the pool ready

Residents always look forward to the pool opening. Once a stretch of a few warms days happens, people will start to wonder when the pool cover is coming off. Then, as soon as the cover comes off, the chatter and anticipation become palpable. Even though it won’t be ready to swim in, there’s plenty to do in preparation for opening day. Pools require springtime maintenance and necessary safety measures. The pool will need to be cleaned and serviced, the chemical levels checked, pumps tested, filters changed, the drains cleared of any debris. All the accessories like ladders, lifeguard stands, umbrellas, furniture, and other equipment also need to be checked. If you need a new lifeguard, now is a good time to start searching to fill the position. Take stock of all the pool equipment and pool toys. Check the stability of any outdoor furniture around the pool area and clean it. Look for any cracks in and around the pool area, too, before they worsen.

Landscaping

Maybe the most noticeable aspect of a community is the outdoor maintenance and landscaping—the attention to detail matters to residents when it comes to how well the grounds are kept. Nothing speaks volumes of the quality a community offers, quite like the landscaping. Bringing in an experienced landscaping company is essential. There’s much work to do once the winter frost lifts; clearing branches and leaves, trimming trees, pruning shrubs, removing dead trees, unclogging drains, replanting where needed, and fertilizing. This activity also offers an opportunity to modernize and redesign flower beds or incorporate new plants into the scenery. Check that the sprinklers are functioning correctly, too, so that these fresh flowers get all the water they need. Asking for residents’ recommendations about native plants and flowers is one way to increase resident involvement. Like magic, homeowners will take note and begin doing their own sprucing up once the work starts.

Start event planning

People have been cooped up too long! With the warmer weather moving in and vaccines being administered at a fast pace, now is the time to begin planning events for the community to enjoy. Outdoor events will still be preferable, so use the weather to your advantage. A block party, a cookout, a community garden, and asking for volunteers to help with spring plantings are great ways to bring residents together. Spring tends to be a popular time for new move-ins, too, so having a full event calendar is a great way to introduce new residents and show them they made the right choice in choosing your community.

Roofs, gutters, siding, oh my

Roofs and gutters require some special attention. Bringing a professional in to examine all the buildings in the community will help cover all your bases. Water is the enemy of structural integrity, so proper drainage and containment are essential. Keep a close eye out for leaks, cracked siding or roof shingles, loose caulking around windows, and any gaps in the trim or flashing around chimneys. Small issues can turn into big problems very quickly, so be thorough.

Mechanical systems

Mechanical systems are the lifeblood of a community. They keep everything flowing and moving in the right direction. But these systems require routine maintenance to make sure they are operating at peak efficiency. It’s likely you serviced these systems before winter, and now with the weather changing, they will require another round of check-ups. HVAC systems keep things cool when the temperature rises but coils can build-up dirt and debris, just like most things we’ve been reviewing. Filters too collect dust and other impurities in the air, so they need swapping out at the appropriate time. Also, visit the boiler room to check that all switches, gauges, and lines are in good order and functioning correctly.

Play areas

The places residents and families spend the most time will always require adequate maintenance and care. Just like the pool area, any play areas need to be examined and cleaned before use. Double-check any playground equipment for rusted or loose bolts and power wash where required. Also, make sure there are no protruding nails or screws, and that wooden equipment has not rotted. Laying down some additional mulch to soften the area or adding another soft surface (if the budget allows) for kids may also be a good idea.

Reconnect

Let’s face it; this winter felt more isolating than most. Cold weather coupled with Covid is not something anyone wants to repeat. Start getting residents excited about the future and let them know their HOA is thinking about them. Put some extra thought into a newsletter and let everyone know about upcoming events, neighborhood activities, recent association news, and any exciting changes. Provide a rundown of the things we’ve gone over here, like when the pool is opening, new equipment installations or additional work, and what that schedule looks like.

Spring is an exciting time of the year in communities. Once those first few rays of sunshine appear, people can’t wait to get outside. Take the time to properly plan, inspect, and maintain everything in the community that the residents love about it. The right property management team can help organize and orchestrate everything so that once the warmer days are here to stay, everything is ready to be enjoyed without worry.

Worth Ross Management Company (WRMC) is Proud to be named one of Dallas Fort Worth’s Best and Brightest Companies to Work For®

March, 2021 — Every year, companies throughout the greater Dallas Fort Worth region compete to be named one of “Dallas Fort Worth’s Best and Brightest Companies to Work For ®.” According to the National Association for Business Resources, only companies that distinguish themselves as having the most innovative and thoughtful human resources approach can be bestowed this honor.

An independent research firm evaluates each company’s entry, based on various categories.

Jennifer Kluge, President and CEO, Best and Brightest Programs shares, “Throughout the year of 2020, the Best and Brightest Companies to Work For® demonstrated leadership and forward thinking as they pivoted their business and workforce through COVID-19. Our Best and Brightest winning companies have also been a voice for important actions regarding race relations and employee wellbeing.”

WRMC is proud to be included amongst the companies being honored and have spent the better part of the last 12 months improving and revamping processes to incorporate the demands created in the Property Management industry by COVID-19. Despite the added demands of COVID-19, Worth Ross has continued to grow and expand in both the areas they serve and in employment opportunities.

Founder, Worth Ross states, “We are really proud to be honored along with the other winning companies. Focusing on our employees and leadership has been critical to our success. We know that our team is what makes us remain at the top in our industry. I sincerely believe that being a good employer has to be among a company’s foremost goals – so this award is always special, and to do it in the communities in which we live and work, is even more notable.”

To find out more about employment opportunities at Worth Ross or to discuss their property management services please contact Vice President of Operations, Matt Kopchak at matthew@worthross.com.

For media inquiries, please contact info@worthross.com.

About WRMC

WRMC offers tailored and specialized services to meet the individual property management needs of each of our partnering communities. Our proven history of expertise in condominium, high-rise, and master-planned communities, combined with our team of highly trained professionals, allows us greater flexibility in developing specialized services.

We are one of the select few in Texas and Colorado that actively holds the Accredited Association Management Company (AAMC) designation granted by the Community Association Institute (CAI). Our accreditation proves our commitment to providing the highest level of service that community associations deserve. By maintaining this designation, we ensure that our team has the required experience, education, and integrity to guide and advise our managed communities expertly.

To view the live press release, click here.

Qualities to Look for in an Association Management Company

Whether your association is currently working with a professional management company or you’re a Board member searching for a company to work with for the first time, it can be tricky to know which one is the best for your association. Several association management companies claim to be the best in the business, but only a few fit into the criteria that makes a management company truly great.

As a Board member, you try to keep your association’s best interests in mind. You look for companies who put you and your residents first and make your association’s success a priority – but sometimes companies can fall short of what they claim they offer. Here are some key points to keep in mind when searching for a new management company, so you can find the best possible option for your association.

Leadership

The right management company provides your association with the guidance and help it needs to be successful. You’ll come to find that a great company will have a diverse leadership team that consists of highly knowledgeable upper management, but also has many experts behind the scenes who focus on their specified area of expertise. A great management company won’t have just a few people who “do it all”; they know the importance of having numerous team members at hand who specialize in different areas such as Human Resources, Accounting, Property Operations, Insurance, Training, Marketing, and so much more. Having a wide array of experts to guide you through a multitude of situations will benefit your association in the short-term and more importantly, in the long-term.

Financial Stewardship

When searching for a great management company, financial management is typically one of the most important items on the list of priorities for a Board member. You’ll want to look for a team with certified accountants that follow industry protocols to keep your association’s financial health in good standing – companies like Worth Ross Management Co., Inc. AAMC (WRMC) have a large accounting department comprised of CPAs and MSAs that are dedicated to your association. They will provide you with accurate, timely, and important financial information on a monthly basis to help your Board make the best decisions at each meeting. Partnering with a company like WRMC will give you a personalized experience and can help you identify cost saving opportunities and achieve streamlined expenses.

Vendor Relations

A great management company will have long-tenured relationships with high-quality vendors – they will be able to negotiate discounts on purchases for your association and can possibly receive lower rates on more regular services such as maintenance, saving your association money in the long run without sacrificing service that is above expectations. The relationships between the management company and the vendor usually translate to how your relationship will go – noticing the length of the relationship to how vendors interact with the management company are good indicators of how your association will be treated.

Communication

This aspect is one of the – if not the most – important quality to look for when interviewing a professional management company. Ineffective communication is often one of the most common complaints about management companies; look for a company that not only hears your pain points and successes, but truly listens to them. Look for companies that give you the ability to communicate with them no matter the hour – companies like WRMC have an association portal where Board members and residents can reach out to the management team for help and will receive a response within 24 hours to ensure your community members receive the answers they seek, all within a timely manner. The ability to listen to your associations wants and needs is key, and so is transparency. Your management company should be providing you with honesty about projects, finances, staffing, and everything associated with managing a community. Your association benefits when your Board can trust that your management company is giving you honest and trustworthy answers.

Commitment to Training

The property management industry is constantly changing and evolving. Having a property management company that cares about keeping their team members up to date on the latest rules, information, and processes speaks volumes about their commitment to serving your association as best they can. Continued education and training are services that companies like WRMC place a high importance on for their team members, offering multiple monthly internal trainings as well as monthly virtual seminars for Board members. A commitment to training is a commitment to your association’s success.

Accountability

A great management company knows one achievement does not mean it is time to quit. They know that in order to provide the best service possible, they must be open-minded, collaborative, and frequently searching for new ways to expand their skillset, knowledge, and customer service. While interviewing association management companies, ask if they plan on gathering feedback from Board members on a regular basis on how they are performing and if they plan on making any changes to improve where needed. The company’s team members should constantly be holding themselves accountable and looking for ways to make themselves better than they were the day before in order to provide the best service to your community. Take a look at their retention rate. At WRMC, they are proud to boast an unmatched client retention rate of 98% and an employee retention rate of 95% – the communities they partner with and the team members they hire choose to stay with WRMC year after year due to WRMC’s ability to hold themselves accountable in every aspect and do better than the year before.

Think about these qualities when searching for your next (or first) property management company. Every association has different wants and needs. Finding a company that will personalize its services to cater to your community can be daunting, but it doesn’t have to be. Next time you search, think about giving Worth Ross Management Company a call. WRMC offers the personalized services your association needs and touts all of the qualities you should be looking for in an association management company.

For more information or to discuss your association’s next success opportunity, visit www.worthross.com or give us a call at 214-522-1943.

Pros and Cons of Self-Managing Your Association, and Why Making the Switch to Professional Management Can Help Your Community Flourish

Each homeowner’s association is different – some have more unique needs than others. This often depends on the property size, team member count, resident count, property age, location, and of course, the type of property (luxury high rise, standard mid-rise, low rise, or single-family). Although self-managing your association might sound appealing, hiring a professional management company can assist you with finances, day-to-day operations, personnel management, and vendor management. This decision can make a big difference in your management team’s efficacy and your residents’ living experience. There are pros and cons to each and figuring out which one is right for you can positively impact your community in the long run.

Pros:

Self-managed associations have tighter control of their association assets since they do not rely on a third party to manage their finances. Typically, a Treasurer within the Board of Directors for that association becomes the bookkeeper and is tasked with keeping records of income and expenses and managing the association’s reserve funds. This responsibility, however, can bring a greater risk of misuse and requires an excessive amount of time from a resident volunteer. Allowing a professional management company to manage assets as an unbiased third party can result in a happier and healthier community, especially since they have your best interests in mind and their own. When your association is successful, they are, too.

A greater sense of community is often a selling point of homes within self-managed associations. Since some associations require that residents maintain certain common areas or take out the trash, many residents report feeling more connected to their neighbors since they work with them more often. With a professional management company, such as Worth Ross Management (WRMC), you’ll have direct access to a lifestyle coordinator to carry the burden of planning and organizing events.

Cons:

Problems with the law can arise, and often, self-managed communities are not even aware they are breaking the law. Being fully aware of laws revolving around homeowner’s associations is both time and effort-consuming, which board members do not have to spare. A professional management company will keep you aware of legislative changes and ensure you’re in compliance.

Not having a second set of eyes on finances can result in certain things being overlooked and end up causing more hardship on self-managed communities. Having a professional management company supervise your finances, develop budgets, and manage expenses can better protect the association. Having the Board Treasurer solely manage the books leaves room for error and can get your association into trouble if you aren’t careful.

Self-managed associations are often more expensive for residents since you do not have a professional management company’s buying power or resources. Hiring personnel, managing benefits, ensuring vendor compliance, and monthly bookkeeping costs are just some of the expenses incurred directly by the association, included as part of the management agreement with a professional company. Like Worth Ross Management Company, property management companies often offer individualized services to meet your association’s exact needs.

Increased deferred maintenance and poor service standards around the community can bring values down and drive assessments up. Board members often have full-time jobs in addition to their Board duties. As a result, property inspections and contract reviews are often overlooked leading to increased deferred maintenance and sub-par performance by third-party vendors. A professional management company employs a team of experts responsible for assessing risk, routine inspections to capture preventative and ongoing maintenance within the community and will regularly measure third-party vendors’ performance to ensure your assets are protected.

In the case of one formerly self-managed association, the growing pains experienced were enough to call in the professionals at Worth Ross Management Company. Initially, one of the associations we are now proud to partner with in Colorado had a long history of being self-managed. They relied on their Board to make the best decisions for the property regarding finances, maintenance, and assets but had contracted a third-party management company for accounting services – it had been this way since the community was remodeled in 1970. The towers first housed a historic hotel, and in 1970, the three 20-story high rises became home to nearly 200 urban residences.

While much of the towers’ infrastructure was replaced upon its revival to residential homes in 1970, they began to show their age after 50 years of use. The buildings’ exterior showed signs of deterioration, contained tripping hazards, safety concerns, and was in desperate need of repair and revitalization. Internal inspection showed inadequate piping, generators, and multiple fire code violations.

In November 2020, the association decided to partner with Worth Ross Management Company for a 90-day consultative period to evaluate operations from top to bottom and perform a thorough review of building mechanicals and finances. Worth Ross Management Company provided multiple resources to support the Board and on-site team during the 90-day period and showcased the importance of a professional management company. We provided them with a detailed report outlining hundreds of action items, along with corresponding photos, sorted by urgency. This reporting provided the Board with the necessary guidance in addressing the most critical items while planning for the future.

Halfway through the consultive period, however, the Board decided to move forward with Worth Ross Management Company and hire them as their full-service third-party management company. This decision allowed WRMC the opportunity to completely refresh the community and restore it to its former glory. Since then, the WRMC team has been working through the extensive report and improving the community daily.

In this association’s case, switching from being a self-managed association to allowing a professional management company to come in has proved to be a successful and smart move. Having the guidance and assistance from Worth Ross Management Company will give the community the chance to reach its highest potential. Since it needed so many improvements, WRMC could tailor its services to the association and put the best efforts where it truly needs it the most.

According to CAI Community Manager magazine, about 25% of the U.S. population – about 73.9 million people – live in a property with a homeowner’s association. More and more people are making the switch to live in a professionally managed community. More associations are opting for professional management due to its proven benefits and high satisfaction rate among both residents and Boards. Professional management companies such as WRMC can help streamline processes and assist with violation enforcement, vendor coordination, and perform several inspections throughout the year to ensure each association remains compliant with the state’s rules and regulations. Allowing a professional management company to assist with your association also gives Board members more time to focus on more important issues regarding the community, resulting in quicker turnaround times for maintenance and community appearance. Lastly, the people working for companies like WRMC are highly skilled experts in their field, ensuring the best possible outcome for your association and its residents.

If your association is looking to make the switch to a professional management company, contact Worth Ross Management Company today to see how they can help you, too.

common-mistakes-your-hoa-can-avoid-in-2021

When a new year begins, it’s an opportunity to pause and reflect on ways to better our communities and professional lives. The process is not always easy or pleasant, but the changes that come from it can mean a world of difference for a homeowner’s association and the community it supports. An HOA has a responsibility to its members and residents to assess where change is needed, understand what those changes are, and implement them.

A homeowners association and the supplemental team that surrounds it, such as property managers, have the power to impact and enrich people’s lives. Doing an internal audit can help stave off common mistakes. Here are some areas and processes that should ensure a smooth 2021.

Not Following the Three C’s: Contact, Connect, and Communicate

Communication tops the list of things an HOA needs to prepare for annually. Outlining clear communications guidelines during meetings, out of meetings, and for day-to-day issues and concerns residents have is a must. Ensure and follow the bylaws and host meetings when required; if a quorum of board members is playing a round of golf and discussing association business, that does not count as the meeting.

When communication expectations are met, people will be surprisingly accommodating and understanding. There need to be multiple ways for residents to contact and connect; phone, email, text, even social media. Returning and thoughtfully answering phone calls and emails within a defined period will alleviate issues before escalating. By acknowledging that a request or complaint has been received and addressed can make a world of difference and minimize complications.

Resident feedback is also vitally important to running a thriving community. In addition to open meetings, including a suggestion box and sending out surveys using an online tool increase feedback. An online survey lets you capture information, making it easier to group multi-choice or one-word responses into a visual format, leading to action.

Falling behind on routine maintenance early in the year

A home is a very personal thing. The same pride of ownership felt for one’s own home extends throughout the community and we all know how easy it is to fall behind. Property maintenance is one of the core things the HOA manages and the most apparent to residents. Maintaining high standards throughout the community by keeping common and recreation areas clean, dutifully landscaping, pest control, and taking care of amenities is a big part of the job. One of the selling points for residents is the value they place in this service. A low-maintenance lifestyle is vital to community residents, and often their expectations are high.These large scale, high amenity communities require knowledgeable support. That’s one reason why utilizing a trusted property management company is essential.

List and stay on top of necessary upgrades for 2021 and do not “nickel and dime” major capital expenditures. Trying to kick the can down the road to artificially keep costs low will ultimately catch up and put the board in an uncomfortable place. A special assessment (when needed) might be unpopular, but that is part of the job, and people understand it when it’s explained correctly.

Download our planner/outline and make sure you plan for maintenance, meetings, and more.

Not following your own rules and guidelines

Nothing will frustrate residents faster than seeing a board member bending the rules. If you’re on the board and your best friend begs you for a cat, but no pets are allowed, do not give the “okay.” Your board must have the ability to discuss tough subjects like playing favorites when it comes to residents. Follow the governing documents or have a “voted on and openly communicated” reason for an exception. An HOA is a formal process run by a professional group; operate within the declaration, covenants, conditions, and restrictions (CC&R’s) and bylaws to minimize potential liabilities and out of respect for ALL residents.

When issues do arise, emotions can run high. Always find a resolution that adheres to board policy. When in doubt, the right property management company can provide the professionals or expertise to review the proper procedures and guidelines. There needs to be a few degrees of separation between a board member and residents. This can be tricky, and the lines can sometimes get blurred. But when issues or accusations arise, especially when the legality of something comes into question, follow the formal process and proceed with caution.

Fines without proper warning

Have you ever parked your car illegally, knowing that you just had to “run in and out” but ended up getting a ticket? Well, that’s the feeling many residents will have when they are fined for something, especially if it’s a first offense. The truth is that not everyone does familiarize themselves with the rules. People usually do things meaning well but may not think things all the way through. If a resident is new to the community, be lenient the first go around. But also make sure that the bylaws are easily accessible and spelled out clearly for residents so that confrontations arising from fines can be reduced or ideally eliminated for the most part.

Working with the wrong property management company

There’s an excellent reason why HOA’s rely so heavily on a property management team: it’s their full-time job to ensure the community runs the way residents expect and the board wants. Not bringing in a professional team will end up burdening the HOA board regardless of the community size. Board members will have varying degrees of experience when it comes to community management. Attempting to self-manage a community usually ends poorly. A trusted team is there to move the “big rocks” for the HOA, handle emergencies, enhance the community’s quality for residents, protect and prepare residents, and maintain high standards.

Not keeping tabs on vendors

It’s common knowledge that the cheapest option is usually not the best option. Find trusted vendors that continually deliver quality. Review contracts as needed to ensure they are keeping up with everything agreed upon and are charging the approved rates for service. Rely on your property management partner to help in this area.

Avoid conflicts of interest and lack of communication when selecting vendors for the community too. It’s a headache waiting to happen if you don’t, and if something does go wrong, the finger-pointing is in the direction of the person connected to that vendor. Be sure the vendor directives are spelled out and the expectations are being met, or find the right company to handle this process.

Trying to keep costs low to appease residents

The on-time collection of fees is an absolute necessity for the HOA. Late payments can negatively affect the cash flow on which the community depends. When a problem or dispute comes up, know your action plan and the protocols. There needs to be prompt follow through on whatever the consequences are for nonpayment and what other potential actions may occur. Do not let residents call your bluff and back down.

Boards have a fiduciary responsibility to be upfront about financials. Unforeseen costs can and will happen. What was the hand sanitizer budget one year ago before Covid? Probably not too much. It may be a good idea to do a financial audit to ensure everything is “accounted for” and that no claims of fraud or mishandling of funds can be declared. Audits and financials are one of the critical reasons communities and associations look to Worth Ross for services.

Giving in too quickly to resident demands

A good rule of thumb is to be firm but fair. If all parties are doing their part – residents, property managers, and HOA – there will be mutual respect. Inevitably there will be disagreements (some stronger than others), refuted payments, violations, etc. Do not let the “squeaky wheel” get oiled. It’s also good to ask, “if I let this resident do this, where will it end?” Is it something that can be granted for an individual, or will other residents expect or demand the same? Use the rules and bylaws to back up any disagreements and temper aggression.

There will be people always jockeying for preferential treatment in some way or another. But that’s a slippery slope and not one you want to go down. When changes do need to be made, see if there is a way to usher them in slowly, with communication, and the least amount of disruption to the community. And make sure any new policies are for the benefit of the overwhelming majority of residents, not just a few squeaky wheels.

Not keeping administrative duties in check.

Budgeting, assessments, taxes, insurance, oh my! Take a moment and think about what is required to manage our own homes; now extrapolate that out by, well, a lot. It’s a big plate that keeps getting more helpings added. Set up systems that remind you of important dates for filing or submitting documents at the state and local levels. A community calendar that provides details about when to file annual reports, taxes, and other documents should alert the HOA board well in advance.

Insurance remains one of the most critical aspects of planning and preparing in a community too. If your crystal ball is broken, don’t worry, everyone else’s is too. That’s why insurance is essential to protect a community adequately. There’s a host of unforeseen events that can strike at any moment (if 2020 has taught us anything, it’s that). There’s a fair amount of liability that must be accounted for, and rates can vary wildly, so shop around and do your due diligence.

As a voluntary board member, it’s okay to be busy with other things and not have all the answers. It can be a challenge for the homeowners association to balance their personal lives’ responsibilities with that of being a board member. Everyone has demands on their time and a finite capacity. That’s why an HOA can only be as good as the team that surrounds it. Working with an experienced property management team can provide guidance and stewardship HOA’s need when faced with difficult choices.

There’s a lot to consider being a board member, and the learning curve can be steep. Try consulting with your property management team, past board members, and current sitting members to find out where mistakes most often occur. Learn from the past and trust in the experience of those around you. Staying active and engaged in the community, openly communicating with residents, and making sure the board processes are formal, and rules-driven will ultimately make 2021 a (mostly) mistake-free year.