Homeowners’ Association Services

Community Association Finances

1. Community Association Finances

Accounting and Taxation
Annual Budgets and Disclosures
Collections, Leins and Foreclosures
Earthquake, Hazard and Liabilities
Escrow and Refinancing
Homeowner’s and HOA Insurance
Legal Representation and Guidance
Online Payment Processing
Workers’ Compensation

Condominium Association

2. Condominium Association

Common Interest Developments

3. Common Interest Developments

Common Area Maintenance and Repair
Disability and Handicapped Access
Energy Efficiency and Solar Power
Gate, Fence and Pavement Repair Services
Gutter, Trenchless and Sewage Systems
Surveillance and Monitoring Systems

HOA Management Program

4. HOA Management Program

Rules and Regulations Enforcement

Homeowners Association Services

5. Homeowners’ Association Services

Planned Unit Development

6. Planned Unit Development

Carpentry and Construction
Carpet Cleaning
Drywall and Stucco Repair
Electrical and Lighting
Graffiti Removal
Heating, Air Conditioning and HVAC
Interior and Exterior Painting
Mold and Asbestos Removal
Plumbing Replacement and Repairs
Remodeling and Renovations
Roofing Construction
Soundproofing and Insulation
Water Heater Repair
Waterproofing and Weatherproofing
Window and Door Repair

HOA Management Program

7. Property Management

Appraisers and Home Inspectors
Building Code Compliance and Enforcement
Direct Response to Homeowners’ Requests
Fire Alarm and Sprinkler Systems
Health and Safety Regulations
Parking Assignment and Enforcement
Recycling and Trash Removal
Security and Patrol Services
Termite, Rodent, Bird and Pest Control


8. Townhouse Maintenance

Gardening, Lawns and Landscaping
Elevator Maintenance
Pool and Spa Maintenance and Repair
Water Damage Repair and Remediation

Townhome Services

9. Townhome Services

• Appraisers and Home Inspectors
Building Code Compliance and Enforcement
Direct Response to Homeowners’ Requests
Fire Alarm and Sprinkler Systems
Health and Safety Regulations
Parking Assignment and Enforcement
Recycling and Trash Removal
Security and Patrol Services
Termite, Rodent, Bird and Pest Control

Financial Services are acts performed or offered to be performed for compensation for a community association including, but not limited to, preparing internal unaudited financial statements, internal accounting and bookkeeping functions, billing of assessments, and related services.

Management Services are acts performed or offered to be performed in an advisory capacity for a community association. These include, but are not limited to, the following:

  1. Administering or supervising the financial or common area assets of a community association or common interest development, at the direction of the community association’s governing board.
  2. Implementing resolutions and directives of the Board of Directors
  3. Implementing provisions of the governing documents
  4. Administering a community association’s contracts, including insurance contracts

An individual who is a member of a business entity who acts as a principal on behalf of a company that provides the services of a common interest development manager is considered a common interest development manager.

California law provides that to be called a “certified” common interest development manager, the individual must meet certain educational and testing requirements. A common interest development management firms cannot be a certified common interest development manager. Listing oneself as “certified” or using any other term that implies or suggests certification without having met the legal requirements for certification is an unfair business practice. It is also an unfair business practice to state or advertise that a person is certified, registered, or licensed by a governmental agency to perform the functions of a certified common interest development manager if he or she is not. Additionally, to state or advertise a registration number, unless required by law, is also an unfair business practice.

Clarifying Manager’s Role – Homeowners associations should employ only highly qualified professional community managers. An HOA manager has two primary responsibilities: to carry out policies set by the board and to manage the association’s daily operations.

Some residents expect the manager to perform certain tasks that just are not part of the job.  When the manager does not meet those expectations, residents naturally are unhappy.  Since Boards want residents to be happy, we are offering a few clarifications to help you understand what a manager usually does.

  • The manager is trained to deal with conflict, but he or she will not get involved in quarrels you might be having with your neighbor. However, if association rules are being violated, the manager is the right person to call.
  • While the manager works closely with the board, he or she is an advisor—not a member of the board. Also, the manager is not your advocate with or conduit to the board. If you have a concern, send a letter or email directly to the board.
  • Although the manager works for the board, he or she is available to residents. That does not mean the manager will drop everything to take your call. If you must see the manager, call and arrange a meeting.  If a matter is so urgent that you need an immediate response, call the association emergency number or 911.
  • The manager is always happy to answer questions, but he or she is not the information officer. For routine inquiries, like the date of the next meeting, please read the newsletter or check the association website.
  • The manager is responsible for monitoring contractors’ performance, but not supervising them. Contractors are responsible for supervising their own personnel. If you have a problem with a contractor, notify the manager, who will forward your concerns to the board.  The board will decide how to proceed under the terms of the contract.
  • The manager inspects the community regularly, but even an experienced manager will not catch everything. Your help is essential. If you know about a potential maintenance issue, report it to the manager.
  • The manager does not set policies. If you disagree with a policy or rule, you will get better results sending a letter or email to the board than arguing with the manager.
  • The manager has a broad range of expertise, but he or she is not a consultant to the residents. Neither is he or she an engineer, architect, attorney or accountant. The manager may offer opinions, but do not expect technical advice in areas where he or she is not qualified.
  • Although the manager is a great resource to the association, he or she is not available 24 hours a day—except for emergencies. Getting locked out of your home may be an emergency to you, but it is not an association emergency. An association emergency is defined as a threat to life or property.

Verification of Member’s Reasonable Accommodation Request

From time to time, a condominium association member may ask to do something to accommodate his or her disability – what is known as a “reasonable accommodation.” For instance, an HOA member might claim to need a better parking space due to a physical handicap that makes walking long distances painful. Federal fair housing laws and well as the Americans with Disabilities Act require you to grant reasonable accommodations to the disabled. However, sometimes condo members who are not disabled try to take advantage of the law to get something they are not entitled to – a better parking space or an exception to your homeowners association rules.

The best method to find out whether a request is legitimate is to get verification from the condo member’s health care provider or other qualified professions, such a therapist or social worker. The law lets you do this when reasonable, but you must be careful how you go about it.

Notify Members that Manager’s Corporate Affiliate has Won Contract

These days, it is not uncommon for condominium association managers to create ancillary companies in field related to their work as managers. For example, a management company might set up a landscaping company, and though the company names differ, the owner of both companies is the same. It is not unusual for these ancillary companies to bid for proposed projects at the HOA managers’ communities.

Although not necessary, notifying condominium members when the manager’s ancillary company wins a contract is a good idea. Being candid with members has many beneficial long-term effects, just as failing to do so can have negative effects. How you notify your members is up to you. Publishing an article in the community newsletter is one good way; another is to send a letter to the entire homeowners association community.

The letter should tell owners that the HOA has awarded a contract for work to a corporate affiliate of the condominium association manager’s company. The letter should explain the following: who got the contract; the winning bidder is a corporate affiliate of the homeowners association’s management company; and the bidding process. It should also emphasize that no favoritism was shown and that the decision to award the contract to the corporate affiliate of the management company was based solely on the best interest of the condominium property.

Board Review of Overlooked Rules

If a predecessor board allowed HOA members to violate important property rules, those members might still believe that it is okay to continue to ignore those rules. A new board that fines or otherwise punishes condo members for engaging in behavior they have been led to believe was acceptable would be unfair. Also, if the rules were revived too abruptly, homeowners association members might refuse to comply. However, if the new board sent members a notice warning them that the board will be resuming enforcement of previously overlooked rules, the board will stand on firmer ground with its members and with the courts if disputes end up there.

Before trying to revive an overlooked rule, it is advisable to ask an attorney whether state and local laws permit it. Some laws do prohibit the enforcement of overlooked rules in certain situations.

The notice to owners should inform the HOA members that the board will be enforcing previously overlooked rules. The notice should stress the importance of community association rules and tell members that the current board will enforce rules that have been overlooked in the past. It should also tell members that rules will not be enforced retroactively and that the board will give members a grace period in certain circumstances.

Rules for Records Review and Reproduction by Members

HOA members can have many reasons for wanting to inspect their homeowners association’s books and records. Many of these inspection requests are legitimate and take relatively little office time, but some requests – whether driven by legitimate motives or by a desire to harass the board or manager – can be very cumbersome and time-consuming.

Unless you place reasonable restrictions on the time, place, and manner of inspection, a seemingly straightforward process can turn into a complicated and endless search of your HOA’s books and records, playing havoc with your day-to-day operations. To keep control over the operations of the condominium property, the board should adopt procedures for records and inspection that association members must follow.

Conflict of Interest Waiver

Someone who is both a homeowners association manager and a real estate agent or broker may want to offer real estate services to HOA members who want to sell their units. But there may be times when fulfilling one’s duty to one party violates one’s duty to the other party. In other words, acting in the condominium property’s best interest can run counter to acting in the ‘member-seller’s best interest (and vice versa) – thus creating a conflict of interest. When acting for one party to the detriment of the other, the party that got hurt could sue for violating one’s fiduciary duty to it.

State law might require someone who is both a manager and a real estate agent or broker to disclose the potential conflict of interest to the condominium association and to the member-seller. In addition, the Community Associations Institute’s Professional Manager Code of Ethics requires managers to disclose to their homeowners associations any possible conflicts.

Some states bar potential conflict-of-interest waivers. If your state permits potential conflict-of-interest waivers, get the waiver in writing.

A written potential conflict-of-interest waiver provides proof that the individual properly disclosed the potential conflict to the parties. With written proof, a party will not be able to claim that a manager hid his relationship with the other party. However, the waiver will not stop the condominium property association or member-seller from suing if a conflict of interest occurs and the manager does not try to remove himself from the conflict.

Examples of Things we Frequently Assist HOA’s With:

• How to deal with elevator breakdowns

• Informing members about renovations

• How to make your unit more energy efficient

• Basic information about bedbugs.

• HOA members’ maintenance tips to prevent leaks

• Writing Codes of Conduct for HOA Board Members

• Homeowners Insurance + Gap Coverage

• Verification of HOA Member’s Emotional Support Animal Request

• Response to Member’s Emotional Support Animal Request

• Community Bulletin Boards

• Common Area Management

• Option to pay assessment over time

• Announcing special assessments to members

• Member’s Access to Ballots and Other Election Records