How can you tell? Here are two major red flags that signify it might be time to consider a new management partner.

1. Less-than-stellar communication.
   If your management partner is not returning your phone calls or is failing to provide updates and reports promptly, this is a sure sign things aren’t going well. Other significant signs include failing to address concerns in a satisfactory manner and a lack of rapport with residents. All of these factors work together to undermine resident confidence and reduce the quality of life in your community.

2. Financial concerns.
   Are you receiving timely and accurate financial reports? Are proceeds paid consistently? Have your HOA/COA fees remained stable? If you answer “no” to any of these questions, it might be time to look elsewhere for support. Poor financial oversight can quickly lower property values because it indicates poor decision-making and managing of assets. [TS1] It can also cause increased expenses which can diminish community morale.

Of course, other factors might point you to consider changing partners. Your overall satisfaction, whether you feel expressed concerns are being addressed, and the quality of relationship among the HOA/COA board, homeowners, and management company all can play a part in choosing to look elsewhere.

If you have seen red flags or have other concerns with your current management partner, take a look at Towne Properties. Towne relies on tried-and-true policies and standards to provide stability. We have decades of experience managing operations and building positive relations with communities.

When you partner with Towne, you can expect:

· Vetting, hiring, and managing staff and vendors with security and quality of service in mind.

· A fully staffed HR team that has experience screening qualified candidates, including conducting background checks, along with the day-to-day work of managing benefits and recordkeeping.

· A skilled accounting team that will maintain meticulous records and reporting; together with our association managers, they provide coaching and guidance to board members so they understand the data to achieve or maintain financial stability.

· Onsite staff trained to deliver concierge-level service.

· 24-hour emergency maintenance service and backup to keep our communities safe, secure, and up and running.

Our services are not cut-and-paste. We tailor what we do to your needs. Ready to learn more? Contact us for a consultation.

The post How Do I Know It’s Time to Change My HOA/COA Management Company? appeared first on Towne in the News.

Living in an HOA/COA community comes with many advantages, but volunteers serving on boards often find determining, managing, and enforcing their responsibilities to be challenging. Working with a professional HOA/COA management company can provide significant benefits and lessen the load of volunteer boards.

Once hired a partner, a management company works with the elected HOA board to carry out the board’s decisions in day-to-day operations.

The five most significant contributions of a professional management company:

1. Offers depth of experience 
   Professional management companies are just that: professional. A hired firm brings deep experience and knows how to handle every aspect of the job, from maintenance services to day-to-day operations. What’s more, such a firm can bring resources, strategies, and tools that the local self-managed board might not have. Most significantly, a professional management partner ensures proper financial reporting, accuracy, and fiduciary responsibility.
    
2. Ensures consistent, unbiased support
   A professional management firm is valuable as a consistent and impartial resource. It can handle communication with homeowners, local officials, and vendors and ensure such communication is timely, accurate, and professional. It will be more available to handle requests and inquiries within a consistent time frame. Their outside perspective can also go a long way in managing expectations, handling complaints, and smoothing ruffled feathers.
    
3. Enhances property value  
   Professional managers can help keep property values steady by keeping required tasks and maintenance up to date. They can also help ensure visual harmony and aesthetic appeal by managing the property and grounds. A firm’s established relationships with local vendors can often bring a higher level of service at a lower cost.
    
4. Provides continuity and succession planning
   Many HOA/COAs benefit from extremely dedicated volunteers. However, volunteer boards can turn over, while a management company remains the same. The right management company can assist boards in planning for leadership transitions and step in to ensure stability when inevitable vacancies occur. Plus, professional service providers can train and coach new (and existing) volunteers to ensure consistency and continuity.
    
5. Reduces and mitigates risk
   The ins and outs of property management can be complex. A professional manager can ensure rules and regulations are followed within the community, and that they comply with local laws. Often, management companies can assist the board with legal advice and/or step in to serve as a buffer among neighbors/ residents in the event of a dispute.

    

   If these benefits sound appealing to your community, look no further than Towne Properties for your management needs. Towne relies on tried-and-true policies and standards to provide stability. We have decades of experience managing operations and building positive relations with communities.

     When you partner with Towne, you can expect:
      · Vetting, hiring, and management of staff and vendors with security and quality of service in mind.
      · A fully staffed HR team that has experience screening qualified candidates, including conducting background checks, along with the day-   to-day work of managing benefits and recordkeeping.
      · A skilled accounting team that will maintain meticulous records and reporting; together with our association managers, they provide coaching and guidance to board members so they understand the data to achieve or maintain financial stability.
      · Onsite staff trained to deliver concierge-level service.
     · 24-hour emergency maintenance service and backup to keep our communities safe, secure, and up and running.

Our services are not cut-and-paste. We tailor what we do to your needs. Ready to learn more? Contact us for a consultation.

The post Hiring Professional Management for Your HOA/COA appeared first on Towne in the News.

In this article, we outline each group in detail – who they are and what they’re responsible for. 

1. The Homeowner’s Association (HOA) Board
   The Homeowner’s Association Board is composed of volunteers elected by homeowners to represent the interests of the community.

   They are responsible for:

· Providing oversight to the homeowner’s association.

· Creating policies and rules to govern the community.

· Overseeing architectural review requests.

· Hiring and managing firms to conduct business.

· Ensuring periodic independent financial reviews.

· Making decisions for the community as needed.
 

2. The Management Partner
   The management partner is an outside vendor, hired and managed by the Homeowner’s Association Board, to carry out day-to-day operations. It’s important to note that the management partner is not a decision-making body, but rather “boots on the ground” to carry out the decisions of the community’s HOA.

    

   “The management partner's role is always to be a facilitator,” said Timothy J. Snowden, CMCA®, AMS®, ARM®, PCAM®, Vice President of Towne’s Carolina Regional Office. “We always give the board and homeowners the best information we can, focusing on the facts, and we always follow procedure. We should never offer an opinion other than the responsibilities of each party.”

They are responsible for:

· Performing contractual duties to implement the vision of the HOA Board.

· Managing billing and payment collections.

· Ensuring enforcement of community rules.

· Maintaining clear and timely communication with community residents and the HOA Board.

· Overseeing maintenance of community facilities and grounds.

· Managing and reconciling bank accounts and ledgers and preparing/distributing timely and accurate financial reports to the HOA Board and homeowners.

“Management's key role during disputes between a homeowner and the board is to be an impartial moderator. They ensure that everyone follows both the association's policies and procedures and the business judgment rule*[JB1] , so that the board can perform its fiduciary duties,” Tim added.

3. The Homeowner
   The homeowner is a property owner within a managed community.

    

   They are responsible for:

· Learning the community rules, policies, and regulations.

· Following community rules, policies, and regulations.

· Staying informed of current events and community topics.

· Paying dues, fines, and other payments as required.

• Replying to necessary communication promptly.

If this structure sounds beneficial for your community, we invite you to consider Towne Properties for your management needs. Towne relies on tried-and-true policies and standards to provide stability. We have decades of experience managing operations and building positive relationships with communities.

When you partner with Towne, you can expect:

· Vetting, hiring, and management of staff and vendors with security and quality of service in mind.

· A fully staffed HR team that has experience screening qualified candidates, including conducting background checks, along with the day-to-day work of managing benefits and recordkeeping.

· A skilled accounting team that will maintain meticulous records and reporting; together with our association managers, they provide coaching and guidance to board members so they understand the data to achieve or maintain financial stability.

· Onsite staff trained to deliver concierge-level service.

· 24-hour emergency maintenance service and backup to keep our communities safe, secure, and up and running.

Our services are not cut-and-paste. We tailor what we do to your needs. Ready to learn more? Contact us for a consultation.

*The business judgment rule is a legal standard that says a director of a corporation must make decisions in good faith, with the care that a reasonably wise person would use, and that can reasonably be considered in the best interests of the corporation. If the director follows this rule, you cannot sue them for violating their duty of care for the corporation.

The post The Role of the Homeowner’s Association Board, the Management Partner, and the Homeowner appeared first on Towne in the News.

It takes a more thoughtful mindset to deliver on these expectations. Offering personalized service and tailored attention requires a management team that has expertise in providing experiential amenities. Condo owner association (COA) boards will not hit the mark with inadequate or underdeveloped staff.

Delivering on Resident Expectations

To be sure, high-end finishes, stunning views, and desirable locations will still sell units. But residents are also looking for amenities and experiences that cater to how they live, work, and socialize. Fitness centers are a plus. But meaningful programming — such as spin classes, wellness classes, and even virtual reality studios — are differentiators. Courtyards, rooftop terraces, and other places to gather are a plus. But exclusive events — such as a wine tasting with a celebrated local chef — are a step above.

Luxury high-rise residents also expect convenience. At a minimum, COAs need to offer a self-service portal for community information and service requests. Beyond that, residents desire concierge service. Think along the lines of booking reservations, managing grocery deliveries, or arranging for pet care.

Residents also want an infrastructure backbone that supports their needs. Technology is fully embedded in how we work, access entertainment, and even interact with our appliances. It’s not unreasonable for residents to expect their technology and community assets will work without disruption 24/7. When they don’t, COA board members will hear about it.

Association Management with a Concierge Mindset

COA boards simply can’t deliver on expectations at this level with a part-time association manager or a staff that is not trained in concierge-style service. That’s like trying to run a Michelin-Star establishment with a quick-service restaurant approach. There’s nothing wrong with quick-service restaurants. However, the expectations of the clientele are significantly different.

Providing personalized service is not just a matter of calling up a driver or expediting a service request. High-end residential tower management teams need to be:

· Problem-solvers who can respond quickly and efficiently when technology is not working or infrastructure goes awry

· Creative thinkers who can offer unique, personalized, experiential activities and programming that resonates with residents

• Detail-oriented staff who know residents by name, remember birthdays, and pay attention to habits and hobbies and act accordingly

It requires active listening and using resident feedback to develop and organize activities and amenities that respond to client needs. Smart staffers will also know how to anticipate needs that residents haven’t even voiced yet and bring them to the COA board for consideration. For example, ensuring parking garages are equipped with electric vehicle charging stations, suggesting the addition of golf simulators or pickleball courts, or converting shared community space into a business center or coworking space.

Towne Knows Luxury High Rises

Towne can help COA board members deliver on expectations and foster resident satisfaction with professional association management. We don’t overpromise and underdeliver by “phoning it in.” Our staff is onsite, working as a partner to your board and serving the go-to resource for your residents.

We take on the risk of hiring, managing, and training staff so you don’t need to. Our fully staffed human resources team has extensive experience with screening for qualified candidates. In addition, we handle the day-to-day details like managing benefits and scheduling coverage when a staff member is ill or on vacation.

Just as important, we bring deep relevant experience to the table. Our teams are staffed with long-tenured professionals who have a passion for delighting residents with personalized service. By listening to COA members, monitoring emerging trends, and leaning on our established network, they will help your board deliver not just exclusive amenities, but also exclusive experiences. And with our unparalleled focus on training and professional development, we ensure our staff members stay current with industry changes.

Ready to work with partners and coaches who are dedicated to you? Contact us today to discuss how we will tailor our services to your needs.

The post How Personalized COA Management Can Increase Satisfaction in Luxury High Rises appeared first on Towne in the News.

It’s also a consequential role that presents its share of challenges. HOA boards are responsible for enforcing their governing documents, protecting property values, and maintaining common property. They are charged with financial stewardship and with executing service agreements and contracts for the HOA. In addition, the priorities and actions of a board directly contribute to a community’s well-being and appeal. As a result, board members must sometimes make difficult decisions or be subject to complaints from neighbors and friends.

Understanding the role and responsibilities of a board member is crucial to serving in your new role with confidence. Here are six top-level responsibilities that will get you off to a good start:

1. Know the rules and regulations that govern your community. This is one of the most critical responsibilities for a board member — both to keep the peace and to protect you and the board from liability. Every decision the board makes and action it takes must follow the rules and regulations established by your community. These include the community covenants and restrictions (CC&R) and your governing documents. Don’t overlook the federal, state, and local laws that may also apply.
    
2. Understand your role’s responsibilities. The president, vice president, secretary, treasurer, and at-large members all have specific functions and tasks spelled out in the board’s governing documents. As a board member, you should be informed about what your role entails so that you can fulfill your duties as assigned. Likewise, board members need to respect the boundaries of each role to maintain positive community relations, orderly vendor relations, board harmony, and overall organization.
    
3. Understand your responsibilities versus that of your association manager. Association managers can make life much easier for board members, but they can’t do everything. For example, many new boards assume their management company is responsible for raising HOA fees or conducting special assessments. In fact, the board makes those decisions. Recognizing where their role ends and yours begins will help you avoid surprises.
    
4. Respect the line between board member and community member. When you are elected to a board, you may be called on to make decisions that are good for the community but unpopular with individual homeowners. As you weigh the issues, you need to be ready to set your personal interests aside. This is true both for decisions that affect your property and that may affect your relationship with neighbors and friends.
    
5. Follow due process for disputes. Homeowner disputes can trip up even seasoned board members. Unless the disagreement is related to a governing document violation, board members should refrain from getting involved. When disputes must be settled by the board, it is imperative to follow the due process outlined in your CC&R. It’s natural to want to intercede, especially if friends are involved. But what you do for one, you must do for all. Following your due process guidelines will limit your liability and help ensure exceptions don’t creep into the rules.
    
6. Speak with one voice. You aren’t required to agree with your fellow board members on every item that comes up for discussion or vote. However, once a vote is taken, it’s essential that all board members accept the outcome. Supporting board decisions — or at least, not publicly detracting from these decisions — is key to promoting community unity.

Rely on a Trusted Partner to Provide Guidance

Figuring out the ropes can be overwhelming, but it doesn’t need to be. Working with a professional and highly skilled association manager can make all the difference between proceeding with confidence and learning on the fly.

Effective association managers will provide coaching and guidance, help you navigate the sometimes-murky waters of homeowner relations, and facilitate meetings. They will help manage risk by ensuring the board complies with all governing documents. In addition, expert association managers will assist with everything from managing vendors to handling collections and enforcement.

At Towne Properties, our association managers undergo rigorous training to provide expert guidance and assistance to the boards they serve. Trusted by more than 800 associations, we are creative, client-first problem-solvers with an extensive track record of success.

Learn more about how our customized, full-service management solutions can improve your operations, so you can achieve your priorities.

The post Six Responsibilities Every HOA Board Member Needs to Master appeared first on Towne in the News.

That fall, I took a class at the Harvard MIT Joint Center for Urban Studies led by Professor Lewis Mumford, an outstanding civic and architectural critic. Professor Mumford talked about what good planning and good architecture could do to enhance peoples' lives. He was mesmerizing. After a while, he invited me back to his office to talk further. Inspired by him, I sold my junker. I decided that somehow or other, I would buy more houses on Mt. Adams and lead the renaissance of that hilltop village.

Upon graduating, I worked for a local developer for a year. During that time, I bought several houses in Mt. Adams. On June 1, 1961, I left my job to start Towne Properties. Shortly after that, partners Lambert Agin and Marvin Rosenberg joined the Towne Properties family.

With Procter's marketing strategy of filling an unmet need and the inspiration of Professor Mumford we turned five houses on St. Gregory Street into sixteen cutting-edge apartments for the young professional whose only other options were no better than dorm units. The result was the St. Gregory Row, which became our company's logo.

Following our Mt. Adams success, we took our approach to the suburbs. There through the mid-'70s, we created several award-winning apartment communities. After that we diversified, creating suburban apartments and downtown apartments, downtown and suburban offices, shopping centers, condos, single-family houses, mixed-use projects, land development, and recreational properties, and in 1975 began managing properties for others. As we diversified, we stayed true to our mission of creating "Great Places to Live, Work, Shop and Play," always focused on the need to continue marketing our properties from the initial lease-up through our long-term holding. As our associates and portfolios grew, we also prided ourselves on becoming a "Great Place to Learn and Give Back."

Today Towne Properties owns and manages a portfolio of more than 12,000 apartments, 130,000 commercial and home-owners associations, and over 600,000 sq. ft. of office space and two recreation properties. As we near our 60th anniversary, we are committed to doing more of the same. When asked what the best project we ever did was, we say "the next one."

The post Towne History: As told by Neil Bortz, Founder and Chairman appeared first on Towne in the News.

This prestigious award is presented annually to a business leader who personalities the leadership, business success, and civic involvement that was characterized by the late Carl H. Lindner in our community. As we continue to celebrate the life and accomplishments of Mr. Lindner, we are pleased to present the 2022 Award for Entrepreneurial and Civic Spirit to Mr. Bortz. 

READ FULL ARTICLE ON CINCINNATI.COM
LEARN MORE ABOUT DELOITTE CINCINNATI 100
 

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Here are five keys to successfully managing neighbor-to-neighbor conflict in an HOA. 

1. Be transparent with homeowners. One of the most common sources of friction between association boards and homeowners is a lack of communication. Naturally, the board has the right to make some decisions on behalf of the association without consulting homeowners. How and when you convey those decisions is key to gaining buy-in and trust. Think of regular communication and transparency as tools to maintain community harmony. By implementing and using up-to-date tools — such as a community website, a regular community newsletter, and a homeowner portal — board members can build community confidence in their decision-making process. Having that confidence will be especially beneficial when serious neighbor-to-neighbor disputes arise. 

2. Educate homeowners about the board’s responsibility – and theirs.  Keeping the peace starts by ensuring HOA members are familiar with everyone’s responsibilities. Homeowners have a duty to respect their neighbors by following the HOA’s rules and regulations. They need to understand the board has a fiduciary responsibility to enforce the rules and regulations set forth by the community covenants and restrictions. And they need to recognize the board can’t – and shouldn’t – step into the middle of every dispute. Providing regular, gentle reminders about rules, regulations, and responsibilities through your association’s communication channels is an easy, proactive strategy for setting and reinforcing expectations. 

3. Know when to get involved. Meddling in neighbor-to-neighbor disputes is one of the worst things a board member can do. To the greatest extent possible, complaints should be resolved between neighbors. However, the board may need to get involved if the dispute violates community covenants and restrictions, Department of Housing and Urban Development regulations, or the Fair Housing Act regulations. Being knowledgeable about your HOA’s rules and regulations will help you determine with greater certainty when neighbors should sort things out on their own and when you need to launch an investigation. 

4. Be fair. In theory, this is a no-brainer. But because you are both a member of the board and of the community, it can be difficult to enforce in practice. To keep the peace — and mitigate any legal risk down the road —board members should not take sides or show favoritism when conducting an investigation or doling out violations. What you do for one, you must do for all. Keep in mind that any exceptions could be perceived as a precedent for future incidents. 

5. Hire a qualified association manager. Association boards hire association managers to make their lives easier. Among their many duties, an association manager will handle homeowner complaints, violations, and other tasks so board members can live in peace alongside their fellow community members. 

Managers should not be referees in neighbor-to-neighbor issues, but they should be knowledgeable about the community’s rules and recognize when it’s time to step in. Experienced association managers can also help the Board navigate the best path forward when these situations occur, whether it is enforcement of the governing documents or consulting with a third party such as an attorney. 

Just as important, an accomplished association manager can serve as a guide to the board. Regular discussions between the board and the association manager about the processes and procedures outlined in the declarations, by-laws, and rules and regulations of the community will ensure board members are equipped to navigate challenging conversations in both formal and informal settings. Likewise, association managers can help association boards step up their communications strategies to improve transparency, foster trust, and mitigate disagreements over the long term. 

The Best Strategy to Manage Your Community 

At Towne Properties, we provide expert teams that serve as guides, mentors, and partners to volunteer board members. We rely on tried-and-true policies and standards to provide stability, build trust between boards and homeowners, and help communities to thrive. 

The post Board Education: How to effectively handle HOA neighbor disputes appeared first on Towne in the News.

Candidates who look good on paper don’t always have what it takes to deliver. Industry certifications, insurance, experience, and other baseline requirements are essential qualities every candidate should possess. However, they don’t necessarily indicate if the candidate has the capacity, skillset, and leadership qualities to keep your community on track. 

In fact, poor matches are often the result of not digging deep enough. To improve your chances of hiring the best association manager, here are five mistakes to avoid during the screening and interviewing process. 

Mistake #1 – Underestimating the importance of people skills 

One of the association manager’s most important duties is to serve as the primary point of contact for community members. They must serve as problem solvers and arbitrators, juggling everything from financial questions and maintenance requests to complaints about neighbors. For that reason, it’s not enough for an association manager to be detail-oriented; they must also possess exceptional communication, customer service, and conflict resolution skills. 

Questions to ask include: 

· What is your strategy for handling upset or angry community members? 

· How many direct management representatives will be available for the community? 

· What technology/software platforms do you use to communicate with community members? 

· How do you track and communicate owner concerns that need to be escalated to the board for discussion? 

Mistake #2 – Undervaluing years of experience 

It’s true that years of experience do not necessarily translate into effective leadership skills. But experience still matters. Experienced managers are better able to anticipate the needs of community and board members. They are more equipped to manage issues with a steady hand. They are more likely to have built relationships of trust with local vendors. And they can more effectively serve as a guide and tactician for board members. 

Questions to ask include: 

· How many years has your company been providing association management services in our area? 

· What is the average tenure of your managers? 

· How many years of experience do you require for your managers? 

· What kind of support do you provide to your managers? 

· What certifications do your managers hold? 

Mistake #3 – Working with a company that does not invest in its people 

Why should you question the staff development programs of prospective association management companies? Because their staff will be interacting with your community members. Comprehensive training programs ensure association managers are current on everything from laws and regulations to industry best practices. Moreover, companies that invest in staff development are also invested in staff retention — leading to less turnover and greater stability in your association management office. 

Questions to ask include: 

· How is your staff training program structured? 

· How do you support staff in attaining certifications and advancement opportunities? 

· What is your staff retention strategy? 

Mistake #4 – Not aligning services with needs 

There are the fundamental services you would expect from any association manager, such as property maintenance and collections and enforcement. But what about the higher-level needs of your community? How will your association manager facilitate board meetings? How do they intend to communicate with community members? What are their accounting system capabilities? These are not always universal service offerings and need to be clearly defined as you interview candidates. 

Questions to ask: 

· How would you describe your ability to coach board members in their day-to-day duties? 

· Can you provide samples of what we can expect to receive for monthly financials? 

· How do you track routine services to make sure they are completed and on time? 

· What is the manager’s role in soliciting and reviewing proposals for services and repairs? 

Mistake #5 – Failing to adequately vet responsiveness policies 

How quickly will your association manager respond to emails, voicemails, and text messages? Within 24 hours? Or maybe 48 hours? Or simply when they get to it? Response times can be a source of contention, which is why board members should always vet a candidate’s policies for responding to community members. This should include defining how your property manager will handle requests and concerns when they are unavailable. After all, he or she will need to take time off. Who will be there to keep operations moving in their absence? 

Questions to ask: 

· What is your policy for responding to emails and phone messages? 

· How do you handle after-hours and weekend emergencies? 

· How will you ensure community needs are addressed during time off? 

How to hire the right association manager for your community 

For more than 60 years, Towne Properties has helped communities thrive. Highly trained and qualified, our association managers and support teams serve as guides, mentors, and partners to volunteer board members. We understand what it takes to develop and maintain positive relationships with owners, and we excel at helping associations achieve their goals. 

Discover why our customized, full-service association management solutions are trusted by more than 800 associations throughout Ohio, Kentucky, and North Carolina.

The post 5 Mistakes to Avoid When Hiring an Association Manager appeared first on Towne in the News.

After the rush of the election is over, new board members need to set their sights on fulfilling their responsibilities. But what are the duties of an association board member? What does your sphere of influence entail? How can you most efficiently prioritize the association’s needs? How do you balance your time with the daily requests of the homeowners you represent? 

These are not uncommon questions for newly elected board members. The good news is, you don’t need to have all of the answers. The key to success is hiring an experienced association manager to provide guidance and support. 

An association manager can be your most important ally in ensuring the board’s obligations — and the community’s expectations — are met. By leaning on an association manager for day-to-day business, you will have more time to focus on big-picture items. 

So what should board members expect from their manager? Here are eight services a professional manager will provide to help ensure you have a successful board: 

1. Board coaching and guidance. If you’re feeling lost about what comes next after the election, you’re not alone. Questions about roles, responsibilities, and governance can trip up even seasoned board members. An effective association manager will coach the board of directors on their duties and assist with strategizing for future needs. 

2. Homeowner relations. Skillful association managers understand how to navigate the ebb and flow of community relations. Yes, this includes fielding questions and concerns from residents. But it also involves other duties, such as maintaining all homeowner files. By serving as a single point of contact for homeowners, association managers are well-positioned to ensure homeowners are treated equally and fairly under the community’s governing documents. 

3. Association communications. Keeping residents informed is vital to keeping satisfied residents. Because communications are so closely aligned with homeowner relations, this is another service that is best entrusted to an association manager. Your association manager should, at a minimum, provide routine updates to the members and regularly update your association website with relevant information. 

4. Meeting organization and management. Well-trained association managers will double as facilitators. They should play an active role in preparing for and conducting meetings, including creating agendas, putting together board packets, documenting action items, and ensuring proceedings stay on track. 

5. Maintenance and repairs. Not sure what it takes to hire a roofing company, fix a pool, or repair concrete curbs? You don’t need to; your association manager should execute all approved exterior maintenance and repairs. Effective association managers will build and maintain a pool of trusted and vetted vendors that can deliver high-quality service for the best deal possible. Some maintenance needs, like a burst pipe or backed-up sewers, can’t wait. Your association manager should also handle these emergencies by providing a 24-hour answering and emergency system. 

6. Financial and accounting services and recordkeeping. Managing community finances and accounting require dedicated time and attention. Association managers should do the heavy lifting for the board by providing full accounting services, from supervising banking and reserve accounts to handling accounts payable and receivables. In addition, they should take inventory, keep ongoing records, and review and maintain documents with the board, committees, and legal counsel. 

7. Risk management. Like any organization, associations need to ensure proper risk management controls are in place and followed. Board members can lean on their association managers to ensure vendors are properly insured, arrange for the right HOA insurance, and review and file insurance claims. The association manager should also ensure the association is compliant with laws and statutes and advise when board discussions or actions are at risk of deviating from the association’s and board’s governing documents. 

8. Collections and enforcement. This is one of the most sensitive topics of community management. It is also another area that board members can and should turn over to their association managers. From conducting property inspections to tracking delinquency to initiating collection efforts, association managers are trained to handle these matters with persistence and tact. 
 
Finding the Right Association Manager for Your Community 

The list above encompasses duties that all association managers should be able to fulfill. However, not all association management firms are equal. Experience, capabilities, and cultural fit are essential to building trust with residents. 

At Towne Properties, our association managers go above and beyond the call of duty to ensure the communities we serve are at their best. Trusted by more than 800 associations, we are creative, client-first problem-solvers with an extensive track record of success. 

Learn more about how our customized, full-service management solutions can improve your operations so you can achieve your priorities. 

Association Manager Duties at-a-Glance 

The following list is a high-level summary of the duties and services an association manager should provide: 

• Manage the community’s day-to-day business, including responding to members’ questions and concerns 

• Coach the board of directors on their duties and assist with strategizing for future needs 

• Oversee association communications, including website management and routine updates 

• Provide a 24-hour answering and emergency system 

• Provide homeowners with the community’s rules and regulations 

• Provide governance 

• Review and maintain documents with the board, committees, and legal counsel 

• Organize, manage, and document meetings 

• Take inventory; keep ongoing records 

• Establish banking and reserve accounts 

• Provide full accounting services for the HOA 

• Manage collections of delinquent accounts 

• Conduct regular property inspections 

• Vet and manage vendors 

• Obtain bids 

• Execute approved exterior maintenance and repair 

• Supervise all employees and contractors 

• Reserve recommendations to the board/coordinate planning with engineering study 

• Arrange for proper insurance coverage 

• Review and file insurance claims 

• Maintain all homeowner files 

The post 8 Ways an Association Manager Makes Life Easier for Community Board Members appeared first on Towne in the News.