Annual HOA Budget
Setting an annual budget is a crucial part of the Homeowners Association. The members on the board are in charge reviewing costs, gathering data and projecting expenses for the coming year. Communities, businesses, individuals, families, and organizations of all kinds must have a budget in place in order to navigate both everyday expenses and unexpected costs, while maintaining a certain life or business style. Preparing the budget is by no means an easy task. A well-defined, well-written budget is a powerful financial tool allowing funds to be saved and/or allocated for specific costs and projects; budgeting is a way to estimate expenses and allow for those funds to be available when needed. Here are some helpful tips when setting your HOA Budget: 1.PREPARE A BUSINESS PLAN What do the board and residents want to accomplish, as a whole? Adding Amenities (e.g. playground or security gate) can be costly, or a luxury. Residents may instead want a budget that enhances the current property at this time. 2.DEVELOP PROCESSES & ASSIGN TASKS The goal and objective of the association have to be reviewed, numbers must crunched, resident input should be sought and budget reviews meetings need to be scheduled. All of this takes time and effort. Put an organized process in place. 3.REVIEW FINANCIAL HISTORY Examine budgets and financial statements, from at least the past several years to help determine a starting point. Compare this year’s actual expenditure to date against the original budget, so adjustments can be made as well as in next year’s budget. 4.PROJECT UTILITY COSTS Do you provide water and/or heater to your residents and the common areas? Utility rates are soaring in many cities nationwide. Find out what the trends are in your community. Some increases, should always be built in for utility costs regardless. 5.REVIEW VENDOR CONTRACTS Do Landscaper or maintenance company contracts call for a price increase in the coming year? Are any contracts expiring? Review all contracts and seeks bids. 6.DO A MAINTENANCE REVIEW Inspect the entire property. Are the playground or the pool repairs pressing? Any driveways or lots need repairing? Hallways due to be repainted? Preventive maintenance can prevent costlier problems. 7.EVALUATE INSURANCE POLICIES Like your personal policies, your community’s policies should be reviewed yearly. Are limits and types of coverage sufficient? Do your reserves cover any deductibles that might be needed? Would a lower-premium, higher-deductible plan make sense? 8.INCLUDE LEGAL AND COLLECTION COSTS Few associations can translate 100 percent of their fees due into actual revenue. Referring to previous legal or collection actions might provide valuable insights into expectations for your future costs. 9.CREATE A WORKSHEET When you determine known expenses, start inserting the numbers into a spreadsheet and compare them with expected revenue. At least you’ll know how much above or below your projected operating costs you are. 10.PRIORITIZE PROJECTS Something will need upkeep or change every year. Make sure needs – especially those that expose the association to liability (e.g. stairwell, repairs) – are budgeted for before wants (e.g. beautification projects). 11.EXPECT THE UNEXPECTED Set aside funding for some “emergencies” that cannot be identified in advance. One year, mosquito abatement might be necessary; another year, vandalism might present a problem, or a storm might destroy landscaping. Being prepared is a good plan. 12.PLAN OUT RESERVES Over a long enough period, projects such as replacing a building’s roofs are as inevitable as they are expensive. Experts suggest a good reserve study should tell you how to fund your expenses. 13.BE TRANSPARENT It’s not possible to keep every resident happy, but keeping the budgeting process open and transparent at least gives residents a chance to have their opinions heard. 14.DISTRIBUTE THE BUDGET Distribute the processed budget to the homeowners for their review and comment. Then, once the association board has approved the new budget, get it into the hands of all homeowners. 15.FOLLOW THE BUDGET Except for emergencies that have not been budgeted for, follow your plan. The budgeting tool keeps the community operations on track.
2020 – New Year’s Resolutions for HOA Boards
As 2020 approaches, it’s tradition for many to begin thinking about New Year’s resolutions. Beyond one’s personal resolutions, this is a perfect time to commit to making changes and improving the operations of HOA Boards. Here are some tips that can help HOA Boards build stronger communities: 1 . Re-read Your Community’s Governing Documents Refresh yourself on the procedures for holding annual meetings and Board elections, the types of architectural changes that are allowed, and the procedure for getting changes approved by the Board or the architectural control committee. Also, it can be a good idea to consider whether the rules governing the use of common areas need updating. 2. Check Your Contracts Review current contracts and look for ways to do things better —more efficiently, with less cost, etc. You may also wish to rethink the length of your contracts. For example, you may not desire to have a long-term contract with new vendors, but a longer contract with an existing vendor may be beneficial. A few adjustments can make a difference for associations experiencing financial difficulties. 3. Examine Board Communications If Board members fail to share information with all of the Directors, it can create a lack of understanding that may lead to poor decision-making. This can also create hard feelings that interfere with productive Board member relationships and teamwork. Resolve to create an excellent communication process between Board members to foster an environment in which strong decisions can be made for the betterment of the entire community. 4. Review Reserve Funds Do you, or will you, have enough reserve funds on hand when it’s time to replace the roofing, repave the parking areas, or refurbish the clubhouse? Are you setting aside enough of the monthly assessment income to fund these long-term needs? If the answer to these questions is no, then your board should consider hiring a reserve specialist to analyze your common elements and help you develop a long-term reserve funding plan so that large special assessments on homeowners will not be necessary when something needs to be replaced or repaired. 5. Plan Some Fun Find a convenient time around each major holiday or season and plan an event or activity to bring the community together. For example, a pool party and cookout could make for a wonderful summer gathering. More social events get owners mingling with one another, which encourages camaraderie and decreases the amount of owner complaints and infighting. 6. Stay Informed For residents, the benefits of getting to know the HOA Board are outstanding. For the HOA Board, committing to continually educating themselves and improving their knowledge about HOA management and their community helps everyone! 7. Seek out Professional Advice It can sometimes be challenging for Board members to stay on top of everything that is needed when running an association. Reserve specialists, accountants, HOA property managers, insurance brokers and public adjusters, engineers, architects, attorneys, and pool and landscaping contractors can all help you make better-informed decisions on the best use of your community’s assets and relieve you of the anxiety of dealing with concerns that the board is not equipped to address. Many association boards face a variety of challenges in providing leadership and direction. As with any successful organization, a clear mission statement, the establishment of goals and priorities, and a clear understanding of both the short- and long-term financial challenges ahead will put your Board in a better position to succeed. Follow these tips to have a successful HOA Board in 2020!
Top 3 Tips For Running Successful HOA Board Meetings
When preparing HOA board meetings, it can be hard enough getting everyone together at routine times. One of the best ways to ensure success is by focusing on organization and preparation beforehand. Here are some of the top three tips for planning for an efficient open meeting in your Homeowners’ Association. 1.Have an Agenda Make sure the agenda centers on the most crucial business at hand. It’s best to start with items that are easily accomplished, then move on to more complex or controversial issues, think simple to complex. Having this schedule will help you cover more ground initially instead of taking up extra time on any potentially heated issues that burn up time and leave the majority of agenda items left on the agenda. 2.Choose a Form of Parliamentary Procedure Boards generally have the ability to choose any form of parliamentary procedure to conduct their meetings. Even though boards are required to follow parliamentary procedures most boards will apply a relaxed version of these procedures and will still meet their duty in conducting their meeting quotas. Not only is a board required to run a meeting with some form of parliamentary procedure in California, but utilizing parliamentary procedure, like Roberts Rules of Order, assists boards in conducting professionally executed board meetings with official sounding “motions” made by directors, which require a “second” vote before all the directors vote either for or against the issue.. 3.Meeting Conduct The method(s) for running a successful meeting are just as important as the planning. A suggested schedule for each agenda item would include: The board President presenting the agenda item, then asking his or her questions before asking the board members for their input. Any responses should be directed towards the board President. The President then asks members for questions or statements; depending on the state your Homeowners’ Association is located in, participation from homeowners may be required or just simply requested. To make the discourse most effective, request homeowners to speak from a podium facing the board. After each member’s input, the President may then ask if board members need to add anything. Then, the President will make a request for motion if action needs to be made. If not, the next agenda item will be addressed. With a well-planned protocol, Homeowners’ Association board meetings can run much more effectively. Having a clear agenda and schedule can ensure each member of the meeting has a chance for input. For more ideas, you can contact your HOA management.
Tips for Community Security and Ensuring Safety of Residents
The safety and well being of community members is highly important to your HOA. Associations should take every measure possible to adhere to all procedures and policies that keep communities safe. Every association wants to make sure that the best quality services are being provided to the residents to ensure maximum protection for them. The safety and security of the homeowners’ community is in the hands of the HOA or the management company. If your HOA is being managed by a management company there are procedures in place for the prevention of unplanned accidents on the property as well as procedures on how to respond to accidents, fires, adverse weather conditions and other unforeseen situations that may arise. Here are some tips to follow to ensure the safety of the community: Develop a safety and security policy.In it, create a process for an annual review of current and new security systems. Determine what types of security measures you’ll include and the budget you’ll dedicate to maintaining them. Create a safety committee.This group should be responsible for regularly walking the property to identity possible security issues—lights that need replacing, hedges that need trimming, doors or gates that don’t close properly and so on. Establish relationships with local law enforcement.Invite police officers who patrol your area to come speak at board meetings. Identify a community liaison within the police department as your main point of contact for security issues, and check in occasionally. You don’t want your first contact with law enforcement to be the result of an incident. Meet your neighbors.Developing a sense of community helps everyone. Neighbors on friendly terms are more likely to watch out for one another, report suspicious activity and be more aware of what’s going on in their community. Plan community events where neighbors can get to know one another. Remind homeowners about security.Publish a monthly safety tip in your homeowners association publication. Display crime statistics of your community in a common area. Talk about policies meant to keep your community safe, such as not providing door codes to others, keeping gates shut and not allowing strangers through security measures. When it comes to the safety and security of your residents, don’t take any chances. As a property manager or community association leader, you must do everything you can to ensure that your residents are, and feel, safe in their homes. Assess your needs and develop your safety plan to match your area and the residents in it. Safe residents are happy residents and happy residents make for a great community, so get serious about safety.
SUMMER ENERGY SAVING TIPS FOR YOUR HOME
This summer may be one of our warmest ones yet. Blasting the air conditioning, opening all your windows, and plugging in fans at full blast may provide some temporary comfort but may end up hurting your wallet with high energy bills while at the same time being harmful to the environment. Here are a few tips on how to stay cool without overheating your wallet . . . 1 OPTIMIZE YOUR THERMOSTAT SETTING According to the Department of Energy, setting your thermostat at 78 degrees in the summer can save you up to 10% in energy costs each year. If 78 degrees is too warm for you, you can adjust it a bit lower to be comfortable. Just remember that for every degree you raise your thermostat above 72 degrees, you save up to 3% of your cooling expenses. Consider getting a programable thermostat, so you can program a warmer setting when you’re not home and automatically start cooling your home right before you get back. If you’re into technology, try a wireless remote thermostat that can be paired with your smartphone, tablet or desktop computer to control your air conditioner from wherever you are. 2. CLOSE THE BLINDS & CHECK YOUR SEALS Kicking up the AC isn’t the only way to keep your home cooler in the hot summer months. Take a quick walk around the house and close all the blinds and curtains. This will keep your rooms from heating up too much and being difficult to cool with your air conditioner or fan. Another tip to keep warm air outside is to add weather stripping. 3. KEEP YOUR VENTS CLEAR Your air conditioner can’t work efficiently if your vents are blocked by rugs or furniture. Check all of your vents to make sure they’re open, free of dust and directing air toward the center of the room. 4. FAN YOURSELF Buying stand box or ceiling fans is a small investment that can reduce your energy costs. Using fans to help cool your home means you can raise the thermostat setting by 4 degrees without reducing your comfort level. Just remember to turn off the fans when you’re not in the room. They aren’t intended to cool the space — just the people in the space, via the wind chill effect. 5. RELAX AND UNPLUG Keep your electronics from sucking up all your summer energy by unplugging your chargers, TV, computer and other small electronics when you’re not using them. It’s an easy way to save up to $100 a year, according to the Department of Energy. 6. LEARN TO LOVE YOUR MICROWAVE AND GRILL It’s hot enough outside and firing up your oven inside won’t make your air conditioner’s job any easier. Outdoor grilling and microwave cooking are two ways to prepare food without generating extra heat. When only baking will do, consider making smaller portions you can pop in a toaster oven.
Tips for Dealing With Your Homeowners’ Association
Over the past 50 years the growth of the HOA has been substantial. The Homeowners Associations serve an essential role in many communities. They are designed to maintain the covenants of a neighborhood, preserving its integrity and value. The HOA may cause headaches for homeowners in certain situations. Knowing how to deal with your homeowner’s association can help you avoid possible problems and get the most out of the organization. Use these tips below for dealing with a homeowner’s association to make your condominium or home ownership experience more enjoyable and less stressful. 1.Know Rules and Bylaws Like other corporations, the HOA is governed by a board of directors who are elected by the members and a set of rules called bylaws. The bylaws govern how the HOA operates and contain the information needed to run the HOA as a business. For example, the bylaws cover matters such as: How often the HOA holds meetings How the meetings are conducted The duties of the various offices of the board of directors How many people are on the board Membership voting rights If you’re thinking about buying a home in an HOA community—or you already live in one—you should take the time to familiarize yourself with both the CC&Rs and the bylaws so that you’re aware of any neighborhood restrictions and you fully understand how the community operates. 2.Expect the Best from Your HOA As HOAs become increasingly common, they face controversy regarding their commitment to protecting homeowners. All HOAs behave differently. It is important, nonetheless, to ensure your HOA is acting for you. After all, you’re paying for it. Check if your neighborhood facilities are in good shape, up to code and attractive to potential home buyers. Your HOA is doing a good job if your neighborhood is suiting your needs and wants, and the board treats you and your neighbors fair and reasonably. But consider this: If your HOA suddenly increases fees and fines, it might be because it’s poorly managed its revenues. 3.Communicate with Other Members One of the biggest advantages of living in a neighborhood with a homeowner’s association is the bonds you can form with your neighbors. You might never talk to some of them, but they are paying the same monthly dues and working to stick to the same regulations, so you have a lot in common, and this might come in handy. 4.Stay Involved Those who have no interest in joining a board should stay involved nonetheless. The best way to know what is going on within the community is to attend board meetings and to hold members accountable. As with any community, the best way to ensure that one’s agenda is put forth is to be active within that community. Getting involved in your HOA is a great way to influence the policies and regulations of your community. 5.Get Approval Before you Make Changes Even a simple front door replacement can violate the rules of a homeowner’s association. A typical HOA requires approval to make changes to exterior walls, the structure of the building, or aesthetic alterations to the exterior. Windows and entryway doors, by their very nature, fall into this category. While you may be fed up with a small, drafty casement window that you wish were a bay window, you will need to submit your project to the HOA before proceeding with an update. 6.Run for a Position on the Board If you are on the board of your HOA you have the ability to; -Protect Your Property -Correct Problems -Meet More of your Expectations -Gain Better Understanding of the Laws -Have Fun Experiences -Learn Life Lessons -Help Build a Resume -Learn Leadership Skills 7.Pay Your Dues on Time It seems like a big price to pay, but if you fall behind on your association dues, the HOA can foreclose your home. After foreclosing on your home, your association can auction it off and evict you. The best way to avoid this type of situation is to pay what you owe and pay on time. 8.If You’re Fined, Accept It and Pay You have three options for dealing with a fine. First, you can pay it. The situation will be over and done with. Your second option is to try asking for a variance, which is an exception to the deed or covenant by which your HOA functions. Sometimes, especially if the HOA doesn’t want a legal battle, the variance will be granted. In many cases, the HOA will hold a hearing to which other homeowners are invited, to discuss whether or not to grant or deny the variance. Your final option is taking legal action, but this should be your last resort. It is possible to win a lawsuit, and sometimes the HOA will have to pay your legal fees. However, homeowners have taken associations to court over a few hundred dollars to come back, owing the HOA the original fines or dues plus thousands of dollars in lawyers’ fees. The worst thing to do is simply refuse to pay the fines without telling your HOA why you’re not. You could risk foreclosure, and considering the hard-playing reputation HOAs have, it’s better not to tempt fate. 9.An Unresponsive Board If your HOA is unresponsive to written communication, the first thing you want to do is take every action to contact the directors by phone. If you get no answer, find out if they are holding a meeting and attend it. If they still don’t address your concern, you might need to seek legal advice. If Rates Increase, Pay Them What do you do if the HOA keeps increasing your dues at alarming rates? First of all, pay them. There are too many risks involved, including foreclosure. Second, review your deeds and bylaws to see what your legal rights are. If you can initiate intelligent dialogue with the HOA board, do so. Unfortunately, HOAs have reputations for being set in their bylaws
Recording an HOA Board Meeting in Minutes
If you’ve never been to an HOA meeting this article will be an easy guide to writing an HOA meeting in minutes. This may seem like a time-consuming task, but it is a requirement for all California HOA meetings to be recorded in minutes and can be helpful in the long run. Writing a meeting in minutes gives HOA members a reference to cite during any confusion, disagreements, or just for recollection. Who is responsible for writing the minutes? The HOA board should have a secretary who is responsible for writing and tracking minutes. The secretary can assign an assistant secretary if the secretary cannot make it to the meeting. If the assistant secretary is taking over for a meeting, it should be noted in the meeting minutes and the minutes should be reviewed by the security before posting to the HOA. In some cases, the HOA can have an HOA Management company keep track of the minutes. What should be included in minutes? A great reference for what should be included in the minutes, and in what order, is Robert’s Rules of Order Newley Revised. Items that should always be included are: The date and time of the meeting. A list of attendees. Keep note of board members, guest speakers, lawyers and attorneys, and any other essential personal. It is also important to note members who were not in attendance. Approval or disapproval of previous meeting minutes. Evaluation of current HOA finances. Any motions that were presented. This should include who it was presented by and who seconded the motion. According the Robert’s Rules this should also be the start of the seconded paragraph. Any voting that occurred. Make sure to include who voted yay or nay, and the final outcome of the vote. Any actions that were taken. Any unfinished business from the previous meeting and any new business discussed. Any other important actions and activities such as the treasury report and committee report. The date and time of the next meeting and the time the meeting was adjourned. According Robert’s Rules this will be the final paragraph. What should not be included in minutes? There are some things that should be avoided when writing minutes. Opinions, emotions, and debates should not be included. Also, any chit-chat and side commentary should not be included. The general advice given in Robert’s Rules is that the minutes should serve as a record only of the final form of the key actions. What to do next? Minutes should be posted no later than 30 days after the meeting. One should take the time to review, clean-up, and edit the minutes as needed. Using a recording device to record the meeting for reviewing the minutes can be helpful. Remember, minutes should serve as a reflection of key actions from the meeting. It is best to keep it short and to the point. For more information, assistance with HOA meetings, or anything else HOA related, reach out to Atlantic and Pacific Management. By Kyle Williams | April 14th, 2020 | Over the Moon Sales and Advertising
5 Benefits of Living in an HOA Community
When you are considering buying a condominium, a townhouse, a property in a planned residential development, in a gated community, or in a subdivision, chances are high that you will have to join the homeowner’s association. Subsequently, you will be obligated to pay HOA fees, which will be used for maintenance and upkeep of the amenities, common areas such as the clubhouse, and the building itself. The regulations, rules and guidelines set by the HOA are designed in such way to protect and increase the value of property. Though some may find the HOA rules a bit pedantic, living in an HOA community has tremendous benefits. 1.Maintenance and Up Keep The HOA ensures top-notch maintenance of all the common areas and amenities and ensures your property stays well-kept with a fresh, inviting look. HOA’s are so thorough with their maintenance and up keep, making sure their residents have a healthy and prosperous living environment at all times. 2. Amenities There are perks and benefits to be a member of a HOA or condo community, many of which are not in the wheelhouse for private homeowners. Some communities have features such as fitness centers, a clubhouse, courts, marinas, swimming pools, and golf courses and much more that are included with membership and can be a way to attract new homeowners to your community. 3. Dispute Settlement There may come a time when we will be in disagreement with our neighbors or other members of the community. Thankfully, The HOA acts as a mediator in these situations. The HOA will handle all disputes with care and equality within the framework of the HOA rules and ensure an amicable resolution to any disagreements between the residents of the neighborhood. 4. Helps Build and Maintain A Community In an HOA, there is a sense of responsibility with membership and collective management, which makes for a strong sense of community. There also is the matter of these associations inherently bringing people together. Many people who live in community associations or condos take part in neighborhood activities and events such as holiday parties, social clubs, and athletic and fitness events. 5. Maintain Your Property Values Purchasing a home is probably one of the biggest investments that you will ever make in your life, and maintaining its value is probably very important to you. Generally, homes that are in neighborhoods with homeowners’ associations are better able to maintain their property values. If you decide to sell later, you can help ensure that you get as much as possible for your home. As you can see, there are many benefits of living in a homeowner’s association. By Living in HOA you will have many advantages and have peace of mind knowing that your community is protected and safe. Buying a property and living in a HOA is one of the most valuable and most beneficial investments you can make in life!
Review your 2019 Property Management Budget
The end of Q1 2020 is coming quick. Looking back, how did your 2019 budget do, and how can you improve this year? Have you reviewed your 2019 results and implemented new strategies for 2020? If not, its not to late. Here are a few key areas to look at and make some changes. Did you hit your year-end forecast? If you didn’t, re-evaluating your year-end forecast is where you should be starting 2020. An accurate forecast will determine where your budget begins and plays a crucial role in determining expenses. If you missed your 2019 year-end forecast, determine where you can get rid of any expenses that were not required going into 2020. Lastly, make sure you are paying attention to current performance and trends to determine if your 2020 forecast is accurate. Inspect and Compare Details If you did hit your forecast, great job! Now let’s dive into the details to see where improvements can be made this year. Looking back at your 2019 budget, you should analyze more than just year-end variances. Breaking down each month can help determine areas that may get overlooked in summaries. Finding small details to adjust can add up and create big differences. Key things to look for are timing and preparation issues, budgeted values that have seasonal impact and are averaged, or line items that are budgeted just because they have always been done that way. Making small adjustments like these can add up to big impacts when creating your future budget. Take Away Reviewing your budget can be a time consuming and less than exciting process, but plays a crucial role in growing your future. Atlantic & Pacific management has been serving San Diego’s single and multi-family communities, including condos and townhomes, for over three decades. We’d love to help support your community and 2020 budget. You can contact us today for a FREE ANALYSIS and learn more about the ways in which we can support your HOA. Plus, you can GET ONE MONTH FREE when you book your new 12-month HOA management contract with us by March 31st, 2020.
How To Determine Maintenance Responsibilities in HOAs
The Homeowners’ Association (HOA) and the owners each have different obligations with regard to maintaining, repairing, and replacing different parts of the community. If either the HOA or an individual owner does not properly meet those obligations, it can cause problems for the owner, and often for other members of the HOA as well. It is important to understand who is responsible for which elements of the community, and what rights you have if the HOA is not taking care of its responsibilities. In most developments, depending on the CC&Rs, maintenance responsibilities are generally allocated as follows: Owner Entirely Responsible. In planned developments where the homes are single family residences, owners are responsible for maintaining all aspects of their house and lot unless the CC&Rs provide otherwise. Shared Responsibilities. In some documents, maintenance of the roofs and painting of the exteriors is assigned to the homeowners association. All other aspects of repairs and maintenance are assigned to the owner. This is especially true when the homes are constructed in “pods” or “clusters” with shared walls. Enforcement: The owner is responsible for maintenance as well. When owners fail to maintain their property, the Association can enforce maintenance standards as provided for in the governing documents. This may start with a phone call by Management or your typical violation letter. OTHER MAITENING RELATED HOA DUTIES: Duty to Inspect Common Areas. Associations must visually inspect the common areas every three years and prepare a reserve study listing all major components, the remaining useful life of those components and the cost to repair or replace them. Duty to Investigate Complaints. Whenever the HOA board is informed of common area problems, such as cracked sidewalks, roof leaks, plumbing backups, etc., it must investigate these issues. Board members do not need to personally inspect them, they can rely on managing agents, plumbers, etc. to investigate and report back to the Board. If an owner reports a water damage or flood inside his/her unit, the Board must determine if the leak is originating from (i) the owner’s own plumbing, which is the owner’s responsibility to repair, or (ii) the common area, which is the Association’s responsibility to repair. Duty to Repair. Regardless of fault, damaged common areas must be repaired and replaced. Associations are formed to provide maintenance to benefit the look and appearance of the community and improve property values. Different types of associations have different types of maintenance responsibilities, but all associations and their boards should carefully review the maintenance obligations outlined in the governing documents. In doing so, the association, along with the owners, can ensure that they are performing the maintenance duties required leading to fewer questions as to who is responsible for what. Our team at Atlantic & Pacific offers a full spectrum of Home Owners Association Management and Customer Support that insure your Association fulfills its most important function to represent community members and communicate to them efficiently and effectively. Contact us today to receive a custom proposal!