What Makes a Great Relationship Between an HOA Board and Manager
Community managers can be an essential part of homeowner’s association (HOA) management. They can take significant pressure off the HOA Board, and their experience ensures your community has the best tools and resources. Yet, fostering a good relationship between the HOA Board and the manager is paramount.
When the two groups work as partners, the community will run smoothly and experience long-term stability. On the other hand, a relationship without trust or respect can lead to frustration and even unnecessary conflict.
In the rest of this article, we will explore the key elements that define a great working relationship between the Board and manager. We will also explain these roles in more detail and provide best practices to drive community success.
Understanding Roles and Responsibilities
One of the greatest sources of conflict between an HOA Board and its manager is confusion about roles. Before hiring your community manager, make sure you have a clear understanding of who is responsible for what.
Here is a breakdown of the most common differences between the HOA Board and the community manager.
HOA Board
The HOA Board is responsible for the following.
- Setting policies and enforcing governing documents.
- Making long-term strategic and financial decisions.
- Acting in the best interest of the association.
- Representing homeowners.
Manager
The manager is responsible for the following.
- Implementing Board decisions.
- Managing daily operations.
- Coordinating vendors and maintenance.
- Providing professional guidance and industry expertise.
- Ensuring compliance with governing documents and application laws.
The Value of a Strong HOA Board-Manager Partnership
A strong Board and manager relationship can be a huge boon to a community. There will be better communication, maintenance, and consistent enforcement of rules and regulations. Additionally, the community manager’s financial expertise will help ensure planning improves and long-term goals become achievable.
In general, a good manager and a solid relationship with them is worth its weight in gold. But strong relationships will not be built overnight. It requires commitment, clarity, and cooperation from both parties.
Best Practices
Use the best practices below to ensure an excellent relationship between your HOA Board and your community manager, with the benefits felt throughout your community.
- Open, consistent communication.
Most importantly, there must be open and consistent lines of communication between the Board and the manager. Good communication is the foundation of any relationship, and the one between the Board and the manager is no different.
Best communication practices to use include the following.
- Regularly schedules Board meetings.
- Timely responses to emails and phone calls.
- Clear reporting timelines.
- Transparent sharing of information.
Look for a manager who will proactively communicate potential issues before they escalate. Your Board members should focus on providing timely feedback and direction.
- Mutual trust and professional respect.
Trust is built overtime. Do not expect it to happen on the first day your manager starts. However, mutual professional respect and effective communication will help foster trust quickly between the Board and the manager.
A great relationship recognizes that:
- Managers are industry professionals with operational insight and expertise.
- Boards are elected volunteers acting in the best interests of their community.
Respecting each other’s roles and trusting each party to do their job well will create a productive and stable HOA community.
- Shared goals for the community.
The best Board-manager relationships begin with shared objectives. When choosing a manager for your community, ensure you hire someone who shares your goals for the community.
These goals may include the following.
- Preserving property values.
- Enhancing curb appeal.
- Improving homeowner communication.
- Maintaining financial health.
- Ensuring compliance and risk management.
Communicate your needs and priorities with your manager. Once you are on the same page, day-to-day decisions become easier, and long-term planning becomes more effective.
- Clear expectations and performance standards.
Set expectations with the community manager early to help prevent misunderstandings and resentment. Some of the expectations may cover the following.
- Scope of services.
- Response times.
- Reporting frequency.
- Budget oversight.
- Vendor management standards.
Often, these expectations will be officially outlined in your management agreement. But consider having a conversation with your manager about them directly and implementing regular check-ins. These allow both sides to assess the relationship and make adjustments as needed.
- Transparency.
Transparency from both the Board and the manager will strengthen confidence in the partnership and build trust. Transparency is also important to foster throughout your HOA, as it will increase homeowner confidence and instill a culture of openness and accountability.
What does transparency look like in this relationship? Boards should have access to all financial reports, vendor contracts, and operational updates. Managers, on the other hand, should always receive clear guidance and timelines from the Board.
- Accountability.
Accountability works both ways in the Board-manager relationships. Managers are accountable for delivering the agreed-upon services and meeting the timelines set by the Board. Boards are accountable for making informed, timely decisions that prioritize the HOA’s long-term health.
When the Board and the community manager fulfill their roles, the HOA will be an efficient and secure place to live.
Collaboration during challenges.
Every HOA will face challenges. Many things you will not be able to predict. That is why a strong relationship between the Board and manager is so critical. By following the best practices above, your Board and community manager can work together to resolve any issues.
Don’t leave such a crucial relationship up to chance—Partner with Omega Property Management. Our managers are highly educated and certified. We work closely with your Board to navigate the challenges an HOA may face. Additionally, our team has the experience and resources needed to ensure your community thrives.
Contact Omega Property Management today for a true partner in your HOA’s success.
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