HOA Management Archives - Page 3 of 3 - HOA Management Software

Q: Why should self-managed communities use software for HOA management?

An HOA management software can help self-managed communities with accounting, tracking maintenance issues, and managing violations. HOA software can also grow with your community and is accessible from anywhere.

Q: Why should HOA management companies use HOA software?

An HOA management software allows for faster setup, lets your company stay competitive, comes with full management features, allows you to manage multiple communities simultaneously, and helps with client retention.

Self-Managed HOAs And HOA Management Companies: Why Use Software For HOA Management

admin on May 3, 2021

Many are hesitant to use software for HOA management. But, the reality is that both self-managed communities and HOA management companies can benefit from the use of such software.

Why Should Self-Managed Communities Use Software for HOA Management?

A self-managed homeowners association relies solely on its HOA board to run the community. But, board members are only volunteers. More often than not, they lack the proper knowledge or skill needed to perform their various duties. On top of that, they usually lack enough time to devote to the association, especially with personal responsibilities in the balance as well.

If these problems sound all too familiar to you, then perhaps it is time to invest in HOA management software. Here are just a few ways such software can help with community management.

1. Easier Accounting

Accounting is often the most difficult aspect of HOA management since it requires more than just a passing familiarity with the subject matter. And there are a lot of tasks involved here. Managing an entire association’s finances means having to keep accurate books, tracking invoices, and staying on budget. It also means having to prepare monthly financial statements.

If you have no experience with these things, a software for HOA management can help. Most of these programs come equipped with full accounting systems that let you track your operating expenses, create special assessments, and adjust your budget. You can also keep separate accounts for your operating fund and your reserve fund.

Beyond that, many programs allow residents to pay their dues online. Besides being convenient for homeowners, this is also convenient for the board since the payments go directly to the HOA’s account. This also makes it easier to see which owners have paid and which ones are delinquent.

2. Track Maintenance Issues

It is the homeowners association’s job to maintain the common areas of a community. When you have a particularly large community, though, maintenance issues can quickly multiply.

With the help of HOA software, you can easily stay on top of maintenance issues. You can create service requests and oversee them every step of the way until work orders are fulfilled.

Maintenance modules also let you communicate with vendors directly via email so you can request a quotation or issue a work order. If a vendor’s insurance has reached its expiry, the system will also alert you. You can also schedule preventive maintenance so issues don’t snowball. Beyond that, many programs come with data analytics that help identify trends.

3. Manage Violations

An HOA management software can also help you track architectural requests and manage covenant violations. It comes with a built-in notification system that will alert you when it is time to inspect an owner’s property. You can also access the history of inspections and easily send violation letters once needed.

4. Grows With Your Community

Although expanding your community is good, it also means added work for your HOA board. The beauty of a software for HOA management, though, is that it can accommodate growing communities. You can simply add new members to the system and set them up with their own online accounts. The work largely remains the same, too, because the system is scalable and mostly automated.

5. Accessible from Anywhere

Thanks to technology, managing your homeowners association has never been easier. You can access the program from virtually anywhere with a connection, even using portable devices such as smartphones or tablets. This is perfect for board members who are always on the go and can’t find the time to stop by at the office.

Why Should HOA Management Companies Use HOA Software?

Self-managed homeowners associations are not the only ones that can benefit from HOA software. Companies that specialize in HOA management or provide it as a service can also make use of such programs. Here are just a few ways such software can help your HOA management company.

1. Faster Setup

When you sign a new community as a client, an HOA management software allows you to seamlessly set up their profiles. You can easily copy key information with the help of a user-friendly interface and straightforward menus.

2. Stay Competitive

Staying relevant and profitable is crucial in a highly competitive market. Because everything you need is already within the software, your company can look forward to time saved. This will allow your staff to become more efficient and give you time to focus on improving your profit margins.

3. Full Community Management Features

An HOA management software comes with all of the features you could possibly need to successfully manage communities. This includes communication tools, resident management, accounting, covenant enforcement tools, and request tracking. With fully integrated HOA software, you can run communities more efficiently and effectively.

4. Manage Multiple Communities

It is nearly impossible to keep up with the demands of multiple communities at once when using manual processes.

There is so much time and resources wasted on flipping through physical documents, making copies for safekeeping, and storing mountains of paperwork in a very limited space. Add to that your obligation to maintain financial records for every community and you have got yourself a circus of probable errors.

With an HOA management software, though, all these problems just go away. You can manage multiple communities simultaneously and waste no time doing so. Search for documents easily in just a few seconds and copy key information with the press of a single button. Expandable storage also means you can store as much data as you want.

5. Client Retention

With the help of software for HOA management, you can look forward to reduced administrative work thanks to automated processes. Because staff members spend less time on such tasks, they can concentrate on keeping clients happy. This all goes toward client retention and possible referrals, thereby having a positive effect on your bottom line.

The Best Option in the Market

When it comes down to it, software for HOA management is simply essential. It is clear that both self-managed communities and HOA management companies have something to gain from it. But, finding the right one is not always easy.

If you need a fully integrated HOA management software, look no further than Condo Manager. Give us a call today at (800) 626-1267 or contact us online for a free demo of our product.

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Know Your Rights: Legal Rights For Condo Owners

admin on December 18, 2017

Many condo owners feel like they are not in control. They must follow condo association rules to the letter or else, face steep fines and fees. While compliance is certainly a prerequisite for living in a residential community, that doesn’t mean that you have to endure injustices or incompetence from your association. Always keep in mind these legal rights for condo owners.

What Are the Legal Rights for Condo Owners?

When owners purchase a unit in a condo association, they agree to take on certain duties and responsibilities, such as paying association dues and complying with the governing documents. In exchange, they receive condominium ownership rights, which gives owners the authority to use their unit in a manner that affords them a high quality of life.

Here’s a brief recap of the different documents that govern a condo association:

Condo Bylaws vs Rules and Regulations vs Declarations

Condo bylaws outline the procedures for how the association is to be run, particularly by the board of directors. This governing document includes the number of board members, duties and responsibilities of the board, length of board member service terms, frequency of board meetings, and board election and quorum requirements.
Declaration of covenants, conditions, and restrictions (CC&Rs) establish the “ground rules” for the condo association. This governing document also establishes the obligations of condo owners to the association and vice versa.
Condo association rules and regulations refer to the “do’s and don’ts” in your community. The board of directors creates rules and regulations that are in line with the condo association’s CC&Rs. While CC&Rs are recorded with the county recorder’s office, the rules and regulations are not. Thus, rules and regulations have more flexibility and can be amended according to established procedures.

Condo Laws

Federal, state, and local laws will always prevail over a condo association’s governing documents. If there is a stipulation that goes against condo laws, they then become unenforceable HOA rules. Condo laws vary by state so it’s important to check your local laws when determining legal rights for condo owners.

7 Legal Rights for Condo Owners

Buying a condo affords you certain rights such as exclusive ownership of your unit, the authority to rent or lease the unit, and the freedom to use shared facilities without fees. To have a pleasant condo living experience, keep in mind these legal rights for condo owners.

1. The Right to Access Condo Documents

Condo owners can, at any time or for any purpose, request to see the association’s governing documents, as well as financial reports, annual budgets, board meeting minutes, vendor contracts, reserve account statements, and insurance policies.

The only exception would be for documents with confidential information such as delinquencies. Condo owners also have the right to inspect these documents and make personal copies. Following a written request, the board must provide the documents to the condo owner.

2. The Right to Equality and Non-Discrimination

It is against the law for condo associations to discriminate against their owners based on race or ethnicity, nationality, religion, sex, sexual orientation, marital status, familial status, and disability.

Condo associations must abide by federal laws such as the Fair Housing Act (FHA) and the Americans with Disabilities Act (ADA), as well as state and local laws.

Condo owners with disabilities also have a right to reasonable accommodations such as ramps and handrails so that they can have full access to their unit and the condo’s facilities. Similarly, service animals and emotional support animals are allowed as reasonable accommodations even if the condo has a “no pet” policy.

3. The Right to Notice and Meetings

Condo owners have a right to receive adequate notice of upcoming board meetings. Notices must be placed on common areas, including the entrance and elevators, or announced through text, email, social media, or the association website.

Condo owners also have the right to requisition an association meeting and request items to be put on the board meeting agenda. While condo owners are free to attend board meetings (except for closed sessions), they are not allowed to comment — unless the board president has opened the floor for discussion.

4. The Right to Run and Vote During Elections

Condo owners have the right to run for board positions and vote during the annual board elections. You can vote in person or by proxy, as long as there is authentic authorization. The election process should proceed as outlined in the association’s bylaws. This includes adequate notice prior to the board elections, the date of the elections, quorum requirements, and candidate requirements.

5. The Right to Protest

Condo owners have a right to expect that their board will perform their fiduciary duties to the association. If not, you have the right to remove board members who abuse their authority or are unable to fulfill their duties. Condo owners also have the right to protest rules and regulations that are unfair, discriminatory, or onerous.

6. The Right to Disciplinary Hearings and Arbitration

As a condo owner, you have the right to a disciplinary hearing before a violation fine or punishment is imposed. Condo owners can appeal the violation or explain their situation during the disciplinary hearing. Meanwhile, if a condo owner is in conflict with the board or another owner, he or she also has the right to arbitration or mediation to resolve the dispute.

7. File Legal Action Against the Association

Condo owners have the right to take legal action against the association or other condo owners. They can file for damages or injunctive relief on board members or owners who fail to comply with the governing documents and condo laws.

Legal Rights for Condo Owners: Fighting For Your Rights

Going against your association can be scary, especially since the board has the power to impose fines and other punishments. However, it’s important to fight for your legal rights as a condo owner. If you see that something is not right, speak your mind. In turn, though, condo owners must also fulfill their duties to the association. When both condo owners and board members work together, the entire condo community can live peacefully and harmoniously.

If you want more transparency for your condo association management, feel free to contact the Condo Manager team today! Call us at (800) 626-1267, email us at sales@condomanagerusa.com, or contact us online to learn more about our HOA software solutions.

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