Posted on September 20, 2018 8:00 AM by HOA Sites
Categories: HOA Website
Like most other organizations, an HOA relies on vendors for accomplishing various projects throughout the year.  Some situations may arise where a vendor is needed quickly but finding reliable vendors can be quite difficult.  Occasionally, low-quality products may be delivered or the delivery might take unreasonably long.  The following tips will ensure you locate and keep dependable vendors for the homeowners association.
Choose Vendors Who Care

As you may have already guessed, there are numerous vendors out there but the problem is that many of them only care about what they earn and not the project.  For instance, if you’re looking for a company to design your neighborhood website, you might meet with several vendors.  Often, most of them will give you a quote within a few minutes without considering what type of design works best for you.

When a vendor takes the time to discuss your goals and marketing strategy before taking any payment, that’s an indication they genuinely care.  Obviously, this is an area you should heavily consider prior to making a decision as it can impact the HOA to a great extent.
Their Level Of Experience

The next tip to think about when choosing a vendor involves factoring in their level of experience.  Can the vendor show you proof of their past work?  Suppliers with a properly-composed portfolio are usually more likely to deliver great results so be thorough with your search.
Maintain Professionalism With Vendors

Some members join the board and start pushing for new vendors.  Typically, this leads to the HOA losing the vendor which is very unfortunate when they offer great services or products.  If you find a good vendor, treat them professionally so they feel valued and always pay them on time.  Also, make a post on the neighborhood website about the importance of respecting vendors and commending their amazing work to ensure members know how they should be treated!
Posted on September 10, 2018 8:00 AM by HOA Sites
Categories: HOA Website
In some states like California, HOA boards are forbidden to act on business items outside the board meeting.  If your HOA doesn't hold board meetings regularly, there’s a greater chance that some important issues will go unresolved and they could ultimately damage the HOA.  In case your association isn’t already holding board meetings systematically, it’d be a good time to start doing so.
Problems Get Addressed On Time

If you have an HOA website, there’s a good chance that homeowners use it as a platform to voice their thoughts on certain matters and to report issues.  By holding regular meetings, the board ensures that homeowners won’t have to wait for several months to have their problems solved.  As a result, all matters are handled in a timely manner and homeowners complain less.
Increased Engagement Online

When homeowners don’t know when the next board meeting will be, they might not be very interested in participating in productive discussions on the HOA website.  As opposed to when they know the specific date of the next meeting, they’re more likely to publish blog posts and ask or answer questions.  In most associations, homeowners tend to be more engaged when meetings are held according to a schedule.
Enhanced Focus

Regular, scheduled meetings are an effective means of ensuring the HOA stays focused on long-term and short-term plans.  The board can issue updates about the progress of certain projects and depending on what the homeowners are saying on the HOA website, they are able to gauge their efficiency in handling those tasks.

If your HOA is having trouble determining the frequency with which to hold board meetings, check what the governing documents specify.  In the event the documents haven’t addressed this topic, talk to an HOA manager while working with an attorney to have the topics included in the governing documents.  Basically, the bigger the HOA, the more often board meetings should be held.
Posted on August 30, 2018 8:00 AM by HOA Sites
Categories: HOA Website
Did you know the money that the HOA spends on maintenance is generated from the pockets of homeowners in the form of HOA fees?  One way of reducing these fees would be to take steps targeted at easing the maintenance obligation of the HOA.  In that regard, adopting a more green approach to your daily routine can be tremendously helpful while enabling you to participate in conserving the environment.
Go Digital Or Recycle

How does your homeowners association communicate with homeowners?  If you’re still using paper, propose that the HOA starts using the homeowner association website to reduce litter.  Also, try obtaining the local and global news on the internet as opposed to buying the newspaper.  When a majority of members adopt these approaches, the waste disposal service charges will decrease and so will the HOA fees.
Maintain The Common Areas

If you keep common areas such as the swimming pool and playground free from debris, that will help cut the costs that management spends on cleaning them.  Additionally, there might be flowers and other plants or structures in common areas and these should also be protected.  The costs for replacing them are carried by homeowners so always encourage kids and neighbors to respect the common areas.
Study The Rules

Some homeowners build illegal structures or paint their houses in a manner that violates the HOA rules and they end up paying a large fine.  To avoid falling victim to this, go through the rules and ask for help from the board or other homeowners where you need clarification.

Obviously, reducing the maintenance expenses is not a task that you can efficiently accomplish on your own.  Thus, consider using the homeowner association website to get other homeowners interested in doing their part.  Show them the benefits of minimizing paper waste, recycling their garbage, and respecting plants in common areas so more homeowners join in.
Posted on August 20, 2018 8:00 AM by HOA Sites
Categories: HOA Website
Before a homeowner puts up a new building or sets up a major structure like a fence on their property, they’re typically required to follow the HOA’s architectural review process.  But there are some homeowners who fail to comply with that even when the rules might be posted on the community website.  Here are a few tips for dealing with such members should you encounter them in your association.
Discuss It With The Offender

Perhaps the homeowner misunderstood the rules or just wasn’t aware of their limitations.  The best way of reaching out to them is through writing so communication remains confidential.  Send them an official letter informing them that they need to follow the correct protocols before going any further with their project.  Be sure to include a description of the violation, the solution, and the possible repercussions that could come if they continue the violation.
Impose A Fine

In the event a homeowner ignores the first letter and pursues the project anyway, it’s time to take severe steps as outlined in the HOA’s laws.  Following the established laws and procedures, send the violator a fine letter so they know how the issue should be settled.

Normally, the homeowner has a right to a hearing with the board.  If they book one, ensure it is granted as they get the opportunity to try and prove why they think they’re being unlawfully fined.  Depending on the facts and outcome of the hearing, the fines may or may not be imposed so the board should always be ready for what comes next.

In some cases, the homeowner loses the hearing but still doesn’t pay the fine.  When this happens, it’s time for the last step which is filing a lawsuit.  To prevent the mayhem that comes along with that, use the community website to create more awareness.  The architectural guidelines should be crystal clear, as well as the construction and landscaping regulations of the HOA so all homeowners know how the process works.
Posted on August 10, 2018 8:00 AM by HOA Sites
Categories: HOA Website
Are your HOA laws stopping you from displaying the American flag on your property the way you want?  While it’s good of all homeowners to observe the association laws, you have a right to know the federal laws as well as the state laws regarding the matter.  Before starting a discussion about flag restrictions on the homeowners association website, make sure you understand what your rights are as outlined in the governing documents.
Why Associations Have Flag Restrictions

Some homeowners display the flag in a manner that isn’t appealing or tasteful.  It can be irritating for neighbors to have to listen to the rope thump against the flagpole all night.  Also, drilling many holes for displaying the flag might cause damage when not done properly.  Aside from that, there’s other people that may display the flag incorrectly and this could lead to restrictions from the HOA.
What The State Says About Flag Display

The Freedom to Display the American Flag Act of 2005 holds that condos and homeowners associations shouldn't stop people from displaying the national flag on their property.  Nonetheless, the same law permits associations to reasonably restrict display based on manner, place, and time if doing so will protect vital interests of the HOA.

If the restrictions are not protecting any vital interests, then the HOA is probably violating your federal right.  But before you confront the board or start a revolt on the homeowners association website, check what the state law says about the issue.  Some states have laws that govern association rules on flag display while others leave the matter to federal law.

In many HOA’s, there are no outright bans on flag display; however, there might be restrictions on the location, size, position, and type.  Go through the governing documents of the association and see what the restrictions are on flag display.  Not only does this keep you aware of the latest but if you feel the restrictions are violating your rights, you can take the matter to the board!
Posted on July 31, 2018 8:00 AM by HOA Sites
Categories: HOA Website
For many people, fall is an escape from the hot summer sun and the cooler months ahead offer more pleasant days.  But how many people take the time to think about potential drainage problems?  As an HOA board, you need to have a good strategy in place to protect the community so utilize the neighborhood website to create awareness about this issue.  Here are some vital areas to focus on regarding drainage failure.
Inspect The Roof

Every year, make it a habit to have a roofing expert check the drainage capacity of the roof and gutters.  The water should drain properly and you might want to have a reliable place where water gets channeled into during heavy rains.  There might be leaves and debris on the roof and in the gutters; ensure these are cleaned so water can flow off the roof and through the gutters.

Normally, these are found in the walls and they’re typically created for fireplaces, light fixtures, windows, and more.  Water pipes and other plumbing lines also make their way into your home through openings.  Although it’s necessary, these openings offer moisture a great opportunity of getting into your home so make sure all openings are properly sealed.
Doors & Windows

Doors and windows are some of the best entry points for moisture, particularly when the weep holes are too small or debris is trapped in the tracks of the sliding frames.  Be sure to vacuum the windows and the sliding door tracks but if the windows and doors show signs of wear, consider replacing them to prevent moisture from getting in.  After all, repair costs caused by water damage could be much higher than the replacement costs.

An experienced HOA board recognizes the harm that bad drainage can do to homes in the community.  As a result, they invest in researching drainage techniques and reliable drainage experts.  For homeowners to manage their drainage system better, advise them by posting to the neighborhood website about it each year.
Posted on July 23, 2018 8:00 AM by HOA Sites
Categories: HOA Website
An HOA board is normally run by volunteers who are homeowners in the association.  In most cases, these volunteers are not experts in financial or management matters.  As such, one or more board members might take advantage of their position to embezzle funds or manipulate matters that are of personal interest to them.  Use the following advice as a guide if you suspect fraudulent activity is taking place in the homeowners association.
Fraudulent Activities

The most common form of fraud committed by dishonest board members is embezzlement.  Typically, they take funds that belong to the association or acquire HOA property using deceptive tactics.  To help them steal from the association without getting caught, they may lie about financial matters or exaggerate the figures when recording transactions.  Others usually make up fake records of transactions or delete existing entries for their benefit.

Rigging the elections is another way fraud is committed in HOA’s.  Some board members might band together to rig the election results so that a person who was unlikely to win will gain a particular seat.  Then, they use this position to embezzle funds or utilize it in some way to benefit from the HOA.
Dealing With Fraud

If you suspect that a board member is taking part in deceitful activities, gather as much evidence as you can such as audio recordings and incriminating documents.  Also, ask for financial statements, tax returns, budgets, audits, vendor approvals, and other documents that would confirm any wrongdoing.  Once you have adequate evidence, use the HOA website to call a special meeting and discuss your claims before the homeowners.

In case no corrective measures are taken, contact an attorney to talk about what action you should take against the board.  To prevent board members from committing fraud, consider hiring a professional to handle sensitive matters like auditing and recording financial statements.  Through the HOA website, ensure all homeowners are educated on financial matters as it benefits them and the association.
Posted on July 9, 2018 8:00 AM by HOA Sites
Categories: HOA Website
Have you ever been at an HOA board meeting and what seemed like a minor issue ended up taking most of the meeting because members failed to reach an agreement?  That was probably due to a lack of standard procedures for conducting business during meetings.

Standard procedures can be extremely helpful when starting motions and getting the board to vote on an issue in question.  With firm procedures in place, members are less likely to waste time going back and forth on matters.  When comments are kept to a minimum, meetings go smoother and usually become more productive.
Starting A Motion

As a board member who follows the rules, you need to wait until other members have finished talking about an issue before presenting your own motion.  Then, start the motion by addressing the board with, “I move that our community”, then go on and state your motion.

As soon as you have mentioned the motion, another member should second your motion in order for all members to begin discussing it.  If no one else seconds the motion, it won’t be considered.  On the other hand, if another member seconds the motion, the board should officially discuss the matter before members and later call for a vote.
Maintain Accurate Minutes

Minutes are the official record of the proceedings at an HOA meeting and associations are required to maintain these records.  When you start a motion, the secretary should be granted adequate time to write the specifics of the motion.  These minutes can then be placed on the homeowner association website where all members may review them.

When meetings are carried out according to standard procedures, there will undoubtedly be increased effectiveness and more members might voice their opinions.  Furthermore, the minutes become clearer and nearly all members will understand them when they’re placed on the homeowner association website!
Posted on June 29, 2018 8:00 AM by HOA Sites
Categories: HOA Website
Collecting for reserves routinely is a typical part of what HOA’s do as it reduces the possibility of homeowners having to shoulder an unforeseen financial burden.  For instance, when a major common asset like a swimming pool needs repaired, homeowners don’t need to cover the expensive costs unexpectedly if the HOA collects for the reserves monthly.  All homeowners associations should make it a priority to collect for the reserves regularly so homeowners never face a financial dilemma.
Major Projects Are Covered

Common assets such as roads and the main gate deteriorate over time and they eventually need to be repaired or replaced.  Collecting funds monthly spreads the costs of a project over a long duration; homeowners make small contributions on a regular basis rather than paying all at once.

Imagine the board forcing members to make massive contributions to finance an urgent project because the HOA failed to routinely collect funds.  There might be belligerent posts on the community website or even a lawsuit against the board as members feel there was a mismanagement of funds.
Minimize Borrowing & Special Assessments

Loans and special assessments are two more reasons why you tend to see so much uproar during an annual meeting and on the community website.  No homeowner is pleased to hear about a special assessment of any amount.  Regularly collecting funds for reserves not only minimizes the need for getting a loan but it also reduces a special assessment.
Improved Resale Value

In some states, HOA’s are required to disclose the status of the reserves and this can have a substantial effect on the value of HOA properties.  More importantly, real estate agents usually take the reserve funds into consideration when estimating what a home is worth.  Collecting for the reserves throughout the year is a professional, fiduciary, and often legal requirement so every association should make it a priority.
Posted on June 20, 2018 8:00 AM by HOA Sites
Categories: HOA Website
After going through the lengthy and expensive process of getting a new HOA board, some members start a discussion on the homeowners association website.  Quickly, various members dispute the election and threaten to bring a civil action if the board is not removed and the election results voided.  Often, their reason for doing this solely revolves around the homeowners association not having election rules.  Ensure this never happens to your HOA and use the following as a guide.
The Issue With No Election Rules

Even after following the CC&R’s and other governing documents, election results can indeed be voided if the HOA’s rules regarding elections aren’t in line with the Civil Code.  This issue particularly affects votes involving the removal or selection of directors, special assessments, changes in the bylaws, and more.  The situation can be especially chaotic if the new board’s actions are nullified.
Is It Possible For The Board To Draft The Rules?

The election rules are typically drafted by lawyers, but perhaps you feel that your HOA won’t be able to afford one.  The problem is the draft must comply with government legislation on this matter, failure to do so means it will be regarded as invalid.  The qualifications of directors, secret balloting, and the procedures of nomination are some of the issues that should be covered in the document.
The Solution

No matter how small or new the HOA may be, never hold elections without having election rules in place that are aligned with the law.  Otherwise, one member might rebel and use the homeowners association website to get others to help them call for the board to be removed.

When drafting the election rules, always contact an attorney beforehand and ask for help on the matter.  If funds are limited, try to come up with a way to pay for legal services because the cost might end up being too high should you hold elections without the proper election rules in place.
9761 Crosspoint Blvd
 Suite 400
 Indianapolis, IN 46256
Phone: 317.608.6533