Condo & Home Owner Association BEST PRACTICES
Training for Board Volunteers and Owners
Benefits of an On-Site Association Administrator (1:10)
  • Attention to detail - I focus and work at only up to 3 properties, (instead of trying to juggle, say, 10 to 25 properties.)
  • Do you want to volunteer 700 hours per year? I've volunteered 300 to 700 hours per year at my own Association in communicating with residents, meeting planning, on-site inspections and vendor oversight.
  • Peace of mind - If you hire me, I save you time, lessen the need for finding competent volunteers, and through careful planning, often save you money.

Patrick Hohman

Contact Patrick to schedule a no-cost meeting at your Association, followed by a pricing proposal for services.

Benefits of having an experienced, on-site administrator

What Patrick can do for you:

> Attention to Detail

  • More time to focus on details since the administrator is at just a few properties.

> Improved Customer Service

  • More time devoted to fewer properties can mean improved customer service for owners and residents.

> Cost-effective use of limited funds

  • Careful planning and follow through take time.
  • Many consumers are wise enough to have learned that you get what you pay for.

> Weekly office hours, on-site at the property

  • Meeting key contractors before, during or after larger jobs helps to ensure quality.
  • "Just walking around" the property each week, a manager gets to talk with residents and see problems first hand.

> Building Goodwill with owners and residents

  • Ongoing communication is the key to better understanding, often leading to consensus and harmony.
  • You cannot please all the people all the time, but you can be diplomatic, respectful, transparent and keep everyone informed.
On-Site Administrator Services

A new, hybrid level of service, that offers greater attention to detail with weekly part-time office hours, on-site at the property.

For a quick, video interview review of the pros and cons of current Association management arrangements, please see the videos at Management Basics

On-Site Administrator Services

The volunteer Board of Directors
has a complex job in operating the Association

An experienced, on-site administrator (part-time or full-time) is an essential tool
to help the Board stay organized, communicate with owners and be cost-effective.

Partial List of Key On-Site Administrator Services

Often, each Association chooses a different set of services
to meet their particular needs

Weekly, part-time office hours, on-site at the property to:

  • Answer owner questions
  • "Just walking around" the property each week, an administrator gets to talk with residents and see problems first hand.
  • Meet key contractors before, during or after larger jobs to help ensure quality.
  • For larger, more technical projects, hourly services from an outside third party consulting engineering vendor are useful, to ensure quality of construction and renovation projects.

Preparation and follow up for monthly board meetings

  • Outline recommended agenda for monthly board meeting.
  • Gather vendor bids for work projects to be considered at the monthly board meeting.
  • Follow-up activity after monthly board meetings.

Ongoing communications with owners and residents

  • An informed, well-organized person to answer owner questions as they occur.
  • Letters, newsletters, e-mail messages and updates to Association web site.
  • Digital pictures in newsletters often help explain maintenance issues.

Budget planning

  • Develop annual budget, with board.
  • Review monthly financial statements, with board.

Rule enforcement

  • Requires careful diplomacy, with initial approaches of promoting cooperation.
  • Further enforcement strategies are approved first by the board of Directors.
Five key elements for better-managed Association living

1. Communication Systems

  • Someone to answer owner questions as they occur
  • Regular letters, newsletters or e-mails to inform owners of issues
  • Maintaining "curb appeal" to lift owner spirits and build goodwill

2. Monthly Board Meetings

  • Meetings carefully planned in advance, with key questions brought to the board, where brainstorming and "wisdom of the group" can help generate a range of ideas for solutions.

3. Preventive Maintenance Check Lists

  • Detailed seasonal, monthly and/or weekly check lists
  • Promotes "proactive" rather than "reactive" day-to-day management
  • Helps prolong life of building components
  • Helps reduce the frequency of expensive, unanticipated emergency repairs

4. Annual Budget and monthly financial and accounting services

5. Reserve Study

  • Engineer & Accountant created, professional projection of anticipated major repair and replacement costs for each year of the next 20 to 30 years.