Realty Times - Homeowner Association Manager Indicators

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November 13, 2009

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Homeowner Association Manager Indicators

by Richard Thompson

HOA managers partner with the Board. The Board has the ultimate authority to enact policy, file lawsuits, sign contracts, enforce rules and collections, hire and fire the manager. But usually, these tasks are assigned to the manager for execution. Good teamwork and communication will make this partnership work best.

Professional HOA managers perform many functions based on contract and routine. Like most professions, some are better at it than others. The scope of work is daunting and challenging. The job can be like juggling bobcats and chainsaws. The HOA manager’s day is packed with nonstop activity which can run the gamut of topics and intensity. From the routine to the extraordinary, it’s all in a day’s work. And this activity doesn’t end at 5 pm. There are the night meetings and after hour emergencies. It’s a 24/7 job.

HOA managers are a special breed. But there are character traits and ways of doing business that make some HOA managers much more effective than others. The following key indicators touch on significant aspects that make or break the effective HOA manager (or HOA management company). Check the appropriate boxes as they apply to your manager:

1. Communicates openly and honestly with the Board?	YES NO
2. Responds to information and maintenance requests promptly?	YES NO
3. Reasonably accessible by phone and email?	YES NO
4. Prepared for Board and Owner meetings?	YES NO
5. Vigorously pursues delinquent homeowner fees?	YES NO
6. Produces complete, readable and timely financial reports?	YES NO
7. Obtains at least three qualified proposals for large renovation projects?	YES NO
8. Regularly attends HOA continuing education programs?	YES NO
9. Knowledgeable about construction and maintenance management?	YES NO
10. Spends HOA funds prudently without sacrificing quality and workmanship?	YES NO
11. Uses only licensed, bonded and insured service providers?	YES NO
12. Consistently acts with the HOA’s best interests in mind?	YES NO
13. Good understanding of HOA governing documents?	YES NO
14. Has a proactive management style?	YES NO
15. Has conflicts of interest with vendors or maintenance providers?	YES NO
16. Profits from service providers services?	YES NO
17. Is the HOA receiving the benefits of volume purchasing?	YES NO
18. A specialist in HOA management?	YES NO

Totals: ____YES ____NO

(Just to make sure you were paying attention, two of the questions had NO answers.) Total the YES and NO checks and compare your score:

1. YES=16 NO=2 -- You have a great HOA Manager. Hang on to him/her like grim death.

2. YES=12 NO=6 -- Manager needs improvement. Sit down and discuss the weak points and get agreement to change or make a change of management.

3. YES=6 NO=12 -- Probably beyond help. Make change as soon as possible.

Good HOA Manager and Board relations are clearly more complicated than a Key Indicator Checklist but the topics raised in the checklist can often make or break that relationship. Heed the warnings before it’s too late.

For more on this topic, see www.Regenesis.net

Published: May 7, 2003

Use of this article without permission is a violation of federal copyright laws.

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Richard Thompson owns Regenesis, a management consulting company that specializes in condominium and homeowner associations. He is a nationally recognized expert on HOA management issues.

Regenesis publishes The Regenesis Report, a monthly newsletter for HOA boards, developers and managers. To subscribe, go to Regenesis.net. He can be contacted by email at .

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