If you’ve been attending our January chapter meetings, you’ve seen an excellent presentation from Shaun Zavadsky of FirstService Residential about what I would call “the real role” of property management. Property management is one of the most misunderstood roles in the HOA industry, largely driven by the fact it hasn’t been around all that long, combined with the constant churn of new board members coming online every year who have limited exposure to the service itself.

Serving on a Homeowner Association (HOA) board is no small feat. Each of us as board leaders is tasked with maintaining the community’s quality of life and financial well-being, all while balancing diverse resident needs and adhering to governing documents. This is where a property management company can become an invaluable ally. These companies, through their association managers, can play a crucial role in ensuring that HOAs operate efficiently and effectively.

It is understood that property management is not needed in every HOA. Some boards manage just fine without one, and are equally successful, as self-managed associations. But given Shaun’s excellent presentation, we wanted to take a closer look at the largely misunderstood that role property management companies play in supporting many HOA boards in Minnesota.

Advisor vs. Order Taker

One of the most significant contributions a property management company makes is to act as an advisor rather than an order taker. They bring expertise in HOA management, helping boards make informed decisions. By offering professional insights rather than simply executing directives, property managers empower boards to address complex issues with confidence. This advisory role ensures that boards can look at the bigger picture while focusing on strategic goals to benefit the community.

Enforcing Rules and Governing Documents

HOA boards often face challenges in enforcing their rules and governing documents. Property management companies serve as neutral enforcers in these situations. They help ensure that HOA guidelines are applied consistently and fairly, protecting property values and maintaining harmony within the community. Having an experienced team handle enforcement not only removes bias, but also provides legal and professional oversight for any sensitive issues that arise.

Assistance with Operational and Financial Matters

From budgeting to vendor management, the day-to-day operations of an HOA often require expertise in finance and operations. Property management companies provide boards with professional assistance in maintaining financial health, such as creating accurate budgets, planning reserve funds, and managing and tracking expenses. They also help manage the association’s operational needs, like arranging for maintenance, seeking and vetting vendors and contractors, and ensuring timely repairs.

Serving as a Liaison to Residents

One of the often-overlooked roles of a property management company is serving as a bridge between the HOA board and residents. By acting as the primary point of contact, the property management company addresses resident concerns, answers questions, and manages any complaints. This allows board members to focus on governance rather than spending time on routine inquiries. Additionally, having an experienced liaison ensures messages between residents and the board are clear and constructive.

Implementing Board Decisions

Once an HOA board makes a decision, execution is key. Property management companies help boards implement those decisions efficiently and according to the agreed-upon guidelines. Whether it’s initiating new maintenance projects or rolling out updated community guidelines, these companies ensure all tasks are carried out effectively and on time.

A Key to HOA Success
For some HOA boards in Minnesota, partnering with a property management company isn’t just about having extra hands on deck—it’s about tapping into a reservoir of knowledge, efficiency, and reliability. Whether it’s maintaining financial stability, enforcing community rules, or acting as a point of contact for residents, these companies can bring expertise and professionalism to every aspect of HOA management.