By Aliza Beth 
A condo owners’ association, or COA, is led by a Board of Directors elected by homeowners. An association management team is able to assist the Board by providing management services. Here is more information about the roles and responsibilities of a condo association management team:
Community Governance
A condo association has the responsibility of upholding the community governing documents. These documents are created when the community is incorporated. The Articles of Incorporation go over the legal creation of the association, and the Bylaws review the workings of the association, including election processes for Board positions. The Declaration defines the difference between homeowners’ and the association’s maintenance responsibilities. A Rules and Regulations document is community-specific and includes guidelines for parking and noise complaints.
The Board governs the condo association by overseeing day-to-day operations and developing policies for the benefit of the members. They enforce the rules of the community and fairly address violations without showing signs of favoritism. Non-compliance issues include a homeowner not paying their assessments or violating quiet hours. The Board is responsible for notifying homeowners, allowing homeowners the chance to become compliant, and charging a fine if the issue is unresolved. An association management company can assist in this process by performing site visits to see if condo owners are compliant and sending letters about violations as needed.
Homeowner Communication
Condo association management includes the responsibility of maintaining open communication with board members. This includes informing homeowners about assessments, meeting dates, policy updates, projects, and other aspects that impact the community. A newsletter can provide community updates, and offering online portals allows condo owners to contact the association about their questions or concerns. Online portals offer a space for owners to submit alteration requests or other documents. Texts or in-app notifications also help homeowners stay informed.
Providing a meeting agenda can help encourage homeowner attendance and participation. Meetings offer a space for community members to voice their opinions about community issues and offer feedback. Condo owners vote on:
A quorum, or a specific number of voters, is required to vote for board members. The Board president initiates agendas, begins and ends meetings, and calls for votes. Association management companies are able to take notes during meetings to track community feedback. They can also provide electronic voting services to help the Board fulfill quorum requirements.
Common Area Maintenance
Common elements in a community refer to areas accessible to most or all homeowners. This involves playgrounds, green spaces, pools, and shared buildings. The Board oversees the maintenance of these spaces. This can include landscaping, regular cleaning, and roof repair. The Board president acts as the spokesperson when meeting with vendors, and some condo associations require the president’s signature on vendor checks. Some management teams partner with maintenance teams, providing their clients with janitorial and repair services, project oversight, and inspections. This keeps the shared community areas clean and aesthetically pleasing.
Community Budgets
The Board collects fees, or assessments, from homeowners for the benefit of the community. These assessments fund insurance, repairs to common elements, community projects, and vendors. The Board has the fiduciary responsibility to create a budget for the next year to manage these resources responsibly and determine appropriate assessments. This includes forecasting possible expenses, such as repairs or projects. Forming a reserve fund allows the Board to have funds in place to address unexpected repairs or long-term projects, enabling a quick response to emergencies. A management team is able to form a custom budget for the Board.
Association management includes financial transparency with condo owners. The Board is responsible for keeping records of all financial transactions, including cash flow. Financial statements and expenses are shared with the community.
Learn More About Condo Association Management
Having clear information about what the Board is responsible for allows members to take the necessary actions to complete administrative and financial tasks. This also makes it easier to create long-term plans to fulfill the needs of the community. An association management team is able to provide full-time, on-demand, or financial services to assist the Board with keeping records, collecting assessments, and planning meetings. To learn more about condo association management, find a company that offers administrative oversight today.