Wednesday June 11, 2025
What is an HOA?
A homeowners association (HOA) is a resident-led organization that helps oversee the operations, upkeep, and shared responsibilities of a community. Most HOAs are governed by an elected board of volunteer homeowners who make decisions on behalf of the community. Managing an HOA starts with understanding the board members' roles and responsibilities.
Many boards choose to partner with a professional property management company like FirstService Residential to support day-to-day operations and long-term goals. That can include guidance on budgeting, vendor oversight, resident communication, compliance, staffing, and more.This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
Key responsibilities of board members managing an HOA
The responsibilities of an HOA board can vary by community, but often include:- Enforcing governing documents and community rules
- Approving the annual operating budget
- Overseeing reserve funding and long-term planning
- Hiring vendors and service providers
- Managing architectural review processes
- Communicating with residents
- Responding to rule violations and conducting hearings when needed
- Adopting new policies or updates to stay compliant with changing laws and regulations
- Reviewing financial statements and reports
- Supporting safety and risk mitigation efforts
- Planning or approving community programs and events
Tips for managing an HOA
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Plan and manage your HOA’s finances responsibly.
Start by developing a detailed, balanced annual budget that reflects your community’s true operating needs. Review historical spending, account for upcoming projects, and contribute regularly to reserves. Track expenses throughout the year, and provide residents with clear, timely financial reports. If your board needs support with financial management, turn to a trusted advisor who understands the financial realities of managing an HOA.
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Get homeowners involved.
You can engage homeowners and residents through the power of committees. The more committees you create, the more opportunities for residents to pitch in. Set them up if you don’t already have committees that focus on architecture, security, social events, and landscaping.
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Know and follow your governing documents.
Your association’s bylaws, CC&Rs, and rules and regulations should form the foundation for every decision the board makes. Read them closely and refer back to them regularly, especially when handling disputes, reviewing violations, or making financial decisions. If something is unclear, don’t guess. Consult with legal counsel or your property management company to help minimize risks when managing an HOA.
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Have a vision and mission.
Vision and mission statements aren’t just for Fortune 500 companies. They can help your HOA maintain clear principles in the face of any challenge. Often, these documents serve as a guiding light when storm clouds gather.
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Have board and committee members who work together as teams.
Differing opinions are what make organizations powerful. But even when board or committee members disagree, they should remember that they’re all on the same team, working together to do what’s best for the HOA community. When everyone focuses on achieving the community’s shared goal, disagreements can usually be resolved.
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Run it like a business.
Your association is a corporation, and it should be treated as one. If you’re on the board or a committee, prepare for a meeting like you would for a business engagement. A good property manager will provide you with all the information you need to make an informed decision on a topic, so you should always review it before decision time.
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Collaborate with a property manager.
Board members can bring valuable insights, but they’re not expected to be experts in every field. That’s where the right partners make a difference. A professional management company can provide guidance, trusted resources, and day-to-day support, so your board can stay focused on strategy and big-picture goals. From goal setting to reserve projections to choosing the new landscaping vendor for the upcoming year, treat your property manager like the partner they are.
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Communicate clearly and consistently with residents.
Don’t leave your homeowners guessing; you’ll find that the more they know, the more they’ll want to be involved — and that’s good for everybody. Keep the lines of communication open for upcoming projects, scheduled events, board or committee meetings, and annual meetings. Of course, you’ll need to keep them apprised of important happenings like water shut-offs, bulk trash days, and street cleaning and repair. But you can do more — look to the more significant aspects of community life (like the beginning of the school year) and remind them how these seasonal changes can and will affect life in your HOA community. Knowing you care enough to communicate will go a long way toward encouraging greater resident engagement and goodwill.
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Embrace technology that makes the board’s work easier.
The right technology can simplify nearly every part of board service. From managing work orders and payments to sharing meeting minutes and community updates, digital tools make it easier to stay organized and responsive. Choose a platform that’s secure, intuitive, and designed to support both residents and board members.
If your community is professionally managed by FirstService Residential, you already have access to a powerful resource built for board members: FirstService Residential Connect™. This platform can help you review financials, monitor violations, approve architectural requests, track work orders, and more. You can even send updates or check in with your manager and fellow board members right from your phone. This makes it easier to stay informed and lead confidently, whether you're at home or on the go.
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Say thanks.
Showing gratitude works wonders. Thank your residents for following HOA guidelines and trying to keep your neighborhood a great place to live. Show your appreciation often, and you’ll be repaid in the form of a friendly, healthy HOA community.