Gulf South Property Management LLC

Should Your HOA be on Social Media?

tara@gspmla.com (Tara Smith) — Fri, 25 Jun 2021 13:40:55 GMT

The Pros and Cons of HOA Sites on Social Media

One thing is for sure: Love it or Hate It - Social Media is here to stay.

Below is a review of the Pros and Cons of utilizing social media as a communication t ool f or your HOA.

Let's start with the Pro's:

It's Fast

In an instant your association can push out important updates and reminders. Almost everyone has at least one form of social media so it's a great way to keep in touch with neighbors, especially in an emergency.

Enhanced Communication

One of th e biggest complaints, and the root cause behind most homeowner dissatisfaction, is a lack of full and complete information. Social media allows a board to share up the minute information on association business. This increased transparency can alleviate a lot of misunderstandings that result from either misinformation or a lack of information.

Quick Reminders

Lack of participation is a hurdle most associations face. With social media reminders, increased participation can be expected.

Ease of Access

Homeowners can more easily receive association information and important governing documents.

It's Free

Many associations jump on the social media bandwagon to avoid the costs and delays associated with snail mail. It can be a great cost savings for the association, in some instances.

Increased Homeowner Satisfaction

With more information and having their voices and suggestions heard in real time, homeowner engagement will inevitably increase.

Bragging Rights

The board of the HOA works hard. Social media allows the board to share their accomplishments in real time. Homeowners love to see where and how their money is being spent. Periodic posts on association projects can help increase transparency with your residents.

Now, the Con's:

Keyboard Warriors

It's no secret that some people will say things on social media that they likely would not in person. Comments and communications can (and do) often take a negative turn with sharp criticisms flying. If left open someone will inevitably use the opportunity to disparage the volunteer board members, lodge personal attacks at neighbors or complain about things in an unproductive manner.

Decreased Property Value

Many associations say things like "we only allow homeowners to post" or "no-one can see what we have on our private page" and nothing can be further from the truth. This approach forgets the inevitable screen shot which can and will be texted, posted and reposted elsewhere. It happens. A lot.

When new homeowners consider an association for their next home, they do their research. If potential homeowners come across vicious exchanges between neighbors or insults and criticism flying at the board of directors, many will elect to pass on the drama for a more serene and tranquil place to call home. This can result in a decrease in property values and difficulty selling homes in your association.

It's Not a Substitute

Some associations fall into the trap of assuming everyone has social media and often times, that is not the case. The law in many states as well as the governing documents for most associations still require old fashioned, snail mail announcements. For associations that attempt to save on costs by using social media platforms for announcements, they may be inadvertently opening themselves up to legal liability.

Response Time

Homeowners may revert to using social media platforms to bear all grievances and expect responses at all hours of the night. This may be difficult, if not impossible, for board members to keep up with. In addition, it can be a timely and disheveled way of addressing concerns, as most HOAs have a streamlined process (forms, checklists etc.) for association requests.

One Voice

Depending on how the account is set up there can be a conflicting voice coming from the association. It's important for the association to speak with one voice on all issues, especially important or controversial decisions. Social media can sometimes provide too much ambiguity on important HOA business.

Is Social Media Right for your Association?

At Gulf South Property Management we recommend our clients consider utilizing social media in a responsible and informative way while being mindful of the potential pitfalls that may follow.

Here are a few tips we recommend for getting it right for your association:

Speak with one voice. Have one person responsible for postings and responses.
Consider streamlining the posts. Have residents submit questions and comments so that they can be posted respectfully and with full and complete answers. This helps avoid the negative misinformation from spiraling out of control.
Be consistent. Post regularly and be clear on what association business will and will not be shared. If you're going to post board meeting minutes, do it routinely and completely. If it's just for social updates, be clear that it is not a substitute for important association business.
Consider carefully who can post and share pictures. Delegating an administrator to review all pictures and posts can ensure no offensive material mistakenly shows up on your association site.
Set guidelines. Invite ALL members and be consistent in removing neighbors who move or are no longer members of the association. Set clear and unambiguous guidelines for what will and WILL NOT be tolerated. Respect everyone's voice but be sure that personal attacks, vulgarity and name calling are off limits. Set clear consequences for harmful or offensive postings and follow up to ensure those issues are addressed quickly and consistently.
Capitalize on the convenience. Use this as a great way to share friendly reminders, meeting reminders and important information during emergencies (hurricanes etc.)
Be mindful of the tone. Always speak with respect and understand that you're speaking on behalf of the association. Be mindful of your audience and the implications the tone of your association's site may have on current and future homeowners.

Used correctly, social media can be a great way to inform and engage with your neighbors.

For more information on how your association can utilize social media to increase transparency in your association, give us a call today (985) 200-0660.

Is GSPM a Good Fit For Our Association?

tara@gspmla.com (Tara Smith) — Tue, 15 Jun 2021 00:14:24 GMT

Finding the RIGHT Property Management Company for your Association

This is one of the most exciting times the real estate market has seen in years. Houses are going under contract within days of hitting the market, sometimes receiving multiple offers or ending up in a bidding war.

Now, more than ever, it's important that your Homeowners Association is in tip top shape so homeowners can take full advantage of this exciting real estate market. Having the right partner for your HOA is key to ensuring your Association looks great when prospective homeowners consider your neighborhood for their next home. I invite you to learn more about our services and technology, and how our team is here to support your Association. Even if you decide we're not the best fit, we're happy to share some information and trends as you consider property management options.

I'd also be happy to tell you why we stand out from the competition:

Technology - At GSPM we utilize the most up to date, secure, cloud based software available. Our industry leading software allows homeowners and board members to access important association information at their convenience. No more waiting for a neighborhood roster, checks to deposit or ACC form.

A+ rating with the Better Business Bureau - We strive to exceed our client's expctations and seek vendors who share our commitment to exceptional customer service.

24/7, local presence - We are a truly local company conveniently located off I-12 in Madisonville. Our office is position such that we can quickly serve clients on the Northshore, Southshore, Baton Rouge and the surrounding areas with ease.

Increased homeowner satisfaction - with our commitment to transparency homeowners are increasingly more satisfied with the Association when they know and understand how money is being spent and how projects are prioritized.

Simply put, we are always adding new ways to exceed your expectations and enchance your homeowners experience. Our prices are competitive and our service is unparalleled. Give us a call today to see if GSPM is the right fit for your association.

Is the GEICO HOA ad reality?

tara@gspmla.com (Tara Smith) — Sat, 10 Oct 2020 15:59:59 GMT

HOA Board Member or Fearless Rebel Union Leader?

By now most of us have seen GEICO's attempt a HOA humor. In a recent ad campaign homeowners are seen raving over their new neighborhood but sarcastically state "the HOA is very involved." If you haven't seen it, click here for your laugh of the day.

At the outset, let's acknowledge it for what it is - humor. It's GEICO's spin on extreme HOA board members in an effort to get homeowners to purchase insurance through their company. Here we are blogging about it, so their advertising probably worked.

So why did the Community Associations Institute (CAI) issue a statement against it inviting GEICO to make another ad reflecting more of the reality of board participation? The answer is simple. The ad does not reflect the reality of the more than 2.5 million volunteers who serve the communities in which they live.

According to the 2018 Homeowner Satisfaction Survey , independently conducted by Zogby Analytics for the Foundation for Community Association Research, residents in associations are overwhelmingly in support of their community association experience, manager and elected board members.

HOA board members are VOLUNTEERS who offer their time and talent to help maintain and improve the associations in which they live. The actions of board members are designed to keep the association in the same or better condition then when your home was purchased.

However, some homeowners do not see it that way. The internet is replete with HOA memes and members complaining about violation notices or liens for not paying their dues timely.

So, do "Cynthias" really exist? Sure they do. But they are the exception, and not the norm. At the core of most HOA criticism are members who routinely violate HOA rules, forcing enforcement actions to be taken. Interestingly, when people purchase homes in restricted communities, they are agreeing to abide by the rules in place for their respective subdivisions. It is not until they are the subject of an enforcement action that the rules become problematic.

One solution to this problem is for homeowners to know and understand the rules that apply to their association BEFORE they purchase in a restricted neighborhood. For example, if you have a 40' motorhome and want to keep it in your driveway, you should check with your real estate agent to ensure this won't be a problem before you start viewing homes to purchase. If your significant other can't wait to paint the front door red, check with your real estate agent to ensure painting your new front door is allowable.

A good real estate agent will get to know their clients and identify these issues before suggesting homes to view. At the end of the day, the rules run with the land. As a homeowner, you are agreeing to abide by the rules in place when you purchase a home in a restricted community.

Read here for our tips on what to do if you receive a violation notice from you HOA. If you are still confused about who is making the rules, or how to propose changing them, be sure you understand the difference between board membership and property management.

At the end of the day we can all agree on one thing - homeowners purchase in their association because they like the way it looks. In the United States today there are more than 351,000 homeowners associations because homeowners want to know that their largest investment is protected. Be sure you understand the rules of the association before you agree to purchase a home in a restricted community. Chances are you will appreciate most, if not, all of them. If the rules do not comport with your lifestyle, it is better to know that before making an offer.

We hope you enjoyed our take on GEICO's HOA humor. For more information on effective property management, call Gulf South Property Management at (985) 200-0660. Our goal is effective, affordable property management. We promise to keep the "Cynthias" in check while fairly and effectively enforcing the rules of your community.

Can the HOA regulate flags on your property?

duncan.shea@appfolio.com (Appfolio Websites) — Thu, 10 Sep 2020 05:53:42 GMT

What can you do if your neighbor displays a flag in support of the Atlanta Falcons?

Flags are often seen in neighborhoods flying in support of a favorite sports team, as a holiday decoration or in support of our great nation. So what's the problem, you may ask?

What happens when a holiday flag is left up all year? Or if the size of the flag obstructs common areas or creates a potential hazard? What happens when one neighbor is a staunch Republican flying a flag in support of President Trump and another neighbor finds that flag offensive? If you think that's a tough question to answer, just imagine what you would do if you're from New Orleans and a neighbor flew a flag in support of the Atlanta Falcons!?! It can happen!

In today's heated political climate HOAs are faced with the challenge of how to best maintain a sense of community within their association while respecting a homeowners right to enjoy their property. At first blush, it may appear that flags are within the discretion of the Board of Directors to be regulated. In some instances, this may be true; But, the issue is not that simple.

This article will explore a few of the laws that should be considered by an HOA when attempting to regulate flags within their association.

STATE AND FEDERAL LAWS MAY APPLY

In 2005 Congress passed the Freedom to Display the American Flag Act which prohibits real estate management companies, including HOAs, from enacting rules prohibiting the display of the American flag by its members. While homeowners enjoy the right to display an American flag, HOAs do have the ability to regulate the manner in which it may be displayed as long as the regulations are narrowly tailored in favor of a substantial community interest. For example, unstable flagpoles or large flags that create a hazard by blocking sight lines may be restricted in favor of the safety of all residents.

In addition, federal Fair Housing laws prohibit an HOA from restricting flags for reasons based on national origin, sexual orientation or other protected classes. An example of this would be a homeowner flying a rainbow flag in support of LGBTQ issues and being asked to remove it. Such a request may violate Fair Housing protections if the request is based on a person's sexual orientation.

State laws often provide additional protections for military and state flags.

The American flag is a powerful symbol that means a lot to most Americans. HOAs should always be respectful of the patriotic values of their homeowners but, at the same time, avoid the appearance of impropriety by strictly enforcing rules and regulations fairly throughout the association.

In addition to the US Flag Code, here are a few best practices for flying the American flag:

The flag should never touch the ground or anything beneath it;
There should be no insignia, markings or other attachments to the flag;
It should be displayed from sunrise to sunset. If a homeowner wants to fly the flag at night it should be properly illuminated;
On Memorial Day the flag should be flown at half mast until noon and then promptly raised to the top of the flagstaff until sunset; and
The flag should not be displayed in inclement weather unless it is made of weather resistant material.

TRUMP V. BIDEN

Now to the really juicy stuff.

What does an HOA do when a homeowner is flying a flag in support of a presidential candidate and it is found to be offensive to another? Does the HOA have the right to restrict a homeowner from flying a flag endorsing a political candidate? What is the Board of Directors to do when faced with a request to have a homeowner remove a flag endorsing a candidate? Equally as important, what are a homeowners rights when a Board is one political affiliation and the homeowner is another and the request appears targeted?

It is important to remember that Freedom of Speech is not lost in the association's right to regulate issues in favor of the community as a whole. When wrangling with this issue, HOAs should consider whether this is an issue worth delving into on behalf of the association because, like religious views, political views produce strong emotions on both sides and litigation over disputes can be costly.

Another approach to consider would be permitting political signage but regulating the time, place and manner in which it's displayed.

Examples of reasonable regulations include:

Signage allowed 45 days prior to an election
Signage must be removed within three (3) days of an election
Signage cannot contain profanity
Signage must be limited in number
Signage should not exceed the size of permissible real estate signage

SAINTS V. FALCONS

Saints flags should be allowed and Falcons flags should be prohibited.

FLEXIBILITY = COMPLIANCE

Whether it's a fall pumpkin, a baby announcement or a flag congratulating a recent graduate, HOAs can achieve the goal of preserving the aesthetics of the association by ensuring the rules enacted are clear, narrowly tailored to accomplish an association wide goal and fairly enforced. It is equally as important to be flexible and adapt to current conditions to maintain a harmonious association.

An example of strict rule enforcement backfiring surfaced during the COVID-19 pandemic when school aged children were quarantined causing many of them to miss prom, graduation and other milestone events. Many f amilies reacted to the unfortunate situation by erecting signage congratulating their graduating Seniors on their accomplishments. Some schools even went so far as to place signs in the yards of their graduates.

A local HOA sent violation letters to these homeowners requesting the signs be removed because they were not permitted.

Was the HOA correct? Technically, yes. The association's Covenants and Restrictions prohibited signage other than "For Sale" or "For Lease" signage within a certain size.

Was sending out violation letters in the midst of a global pandemic the right move? Probably not. The Board was met with a flood of hostile responses and a social media circus ensued.

In the above example, flexibility would have been a preferable approach. Sending a letter congratulating the graduates but politely asking all signage be removed by a certain date could have accomplished the goal of sign removal and likely yielded a great deal of voluntary compliance.

The success or failure of these disputes will likely land on social media and will be a reflection of your community. To position your association for success in the event of a disagreement, it is important to not appear overly restrictive or power hungry. In the inevitable event of non-compliance it's important to carefully consider the violation and seek legal guidance when appropriate. Like any violation, offering solutions is always preferable.

Supporting HOAs during COVID-19

tara@gspmla.com (Tara Smith) — Tue, 12 May 2020 16:18:00 GMT

HOA Management During COVID 19 Pandemic

In Southeast Louisiana, we are no stranger to emergency situations. While COVID 19 is like nothing we have experienced in recent history, our commitment to our clients is unwavering.

We will support the operations of your community through this challenging time.

At GSPM, our highest priority is the safety of our employees and the communities we serve. We are working to ensure compliance with Governor Edwards Stay at Home Order while providing the highest level of property management services to the associations we serve.

Below are some updates to how we are working during this unprecedented time, as well as technical solutions available for your Board's consideration.

Remote Work Options

GSPM is a leader in property management technology. We have worked hard to ensure that, no matter the emergency, our operations remain up and running. Our top of the line property management software is cloud based so there is no interruption in access to association information.

We have offered all GSPM team members the ability to work remotely during this time. Our team has remote access to all facets of our operations such that business operations continue seamlessly during this time. This technology has undoubtedly helped us do our part to stop the spread of the Coronavirus.

Technology

HOA Payments - As always, homeowners are able to make payments online through their homeowner portal. Payments made by check are free. Credit card transactions carry the standard processing fee which will be added to the payment. We also accept payments through US Mail. While we love to meet our homeowners, we hope folks will appreciate the desire to limit office traffic during this time.

Vendor invoicing and communications - All vendor invoices are scanned upon receipt. Our team will be reviewing and approving invoices online for payment. There should be no interruption in standard billing. For exceptional expenses, our software allows us to request and track board member approval electronically. Vendor communications are traditionally done through e-mail and telephone calls. In the event that an in-person meeting is needed, our team is available to meet outside to discuss projects, while practicing social distancing.

Financial reporting - There will be no interruption in our monthly reporting. As noted above, our top of the line software ensures there will be no interruption in the financial management of the associations we serve.

Telephone communications - Our team has the ability to retrieve voicemails electronically. We are working hard to ensure a 24 hour turn around on all calls but appreciate your patience as we adjust to the inevitable challenges of remote work.

Governing documents - Homeowners can open and downloaded all pertinent HOA information including governing documents, Architectural Review Requests, Covenants and Restrictions and By Laws.

Community visits/drive-throughs - In accordance with Governor Edwards Stay at Home Order we ceased on site visits through May 15th. While it is generally safe for our team to complete community visits and drive-throughs in their vehicle, doing so places additional people on the streets, at gas stations, needing to eat out and increased the possibility of collisions/breakdowns etc. We choose to avoid the potential risk of placing an addition burden on our amazing healthcare and police forces during this unprecedented time in our history. As an alternative and to ensure consistent community preservation, we are accepting email notification of violations and sending notices, as appropriate. On site visits will resume, as per the Governor's Order, on Friday, May 15th.

Welcome packets - One of the ways we set ourselves apart from the competition is by delivering welcome packets to new neighbors, at no charge to the associations we serve. We will resume delivery of welcome packets beginning on May 15th. Be on the lookout for your cookies!

Architectural review requests - As always, these requests can be made electronically, through homeowner portals, by mail or email. In the event documents need to be delivered to the office, please deposit them in our mailbox at the front of the building. Please call upon arrival so a team member knows to accept the materials.

Limited office access - We've moved! As luck would have it, in the midst of this pandemic we were in process of purchasing our permanent home located at 381 Hwy 21, Suite 204, Madisonville, LA 70447. Located just off I-12 at the Target exit our office is now located in the heart of Madisonville, at the Arbor Walk Professional Complex. While we can't wait to host an open house and welcome you to our new office space, at this time, we are limiting access to our office to ensure the safety of our employees. Our team members are flexibly working between home and the office during traditional business hours. We do this to help prevent the spread of the COVID-19 virus. In person appointments are available but we ask that they be scheduled in advance so proper precautions can be in place. We appreciate your patience as we limit the exposure for our team during the time they need to be in the office.

Board Members

The GSPM team is available to you during normal business hours and, as needed, for weekend and emergency situations. Please feel free to submit maintenance requests from the convenience of your portal, shoot us an email or simply give us a call. In person meetings can be scheduled to ensure everyone's safety.

Board meetings - We understand that board meetings will need to continue to ensure association business is handled in a timely manner. We strongly encourage board meetings to continue via Zoom or another online meeting platform. We have participated in many meetings this way and truly enjoy the interaction. While it takes a little getting used to, this has proven to be an effective means of continuing association business. Going forward we hope many will realize the benefit of remote meeting options as a means of obtaining quorum. ( We recognize that some statutes and community governing documents require meetings to be held in person. If Boards are concerned about such legal requirements, it is suggested that the Board consult with your Association’s attorney. )

Below are some solutions that GSPM has in place for board consideration:

Teleconference meetings - GSPM will provide Boards the ability to conduct association meetings of up to 250 participants online, instead of in-person meetings, through GoToMeeting. GoToMeeting is a service that GSPM uses for computer and smart device meetings, and team has access to use this online service. A meeting using GoToMeeting can be as simple as a teleconference or as hi-tech as participants sharing their screen with the attendees. This service is offered to our communities at no charge to the community.

Appfolio - Appfolio, GSPM's software and administrative system is a secure, cloud-based application that is designed to work on laptops and mobile devices. It provides the flexibility for our employees and the boards we support to work from anywhere. Many of our Board members take advantage of the remote access capabilities of Appfolio, in addition to our standard, monthly reporting.

Online board member voting/approvals - Our technology allows us to track board member voting via remote means.

Contact us - Should homeowners have questions, we encourage them to contact Gulf South Property Management through our website , our Customer Service department at (985) 200-0660 or by email at info@gspmla.com.

Gulf South Property Management is honored to serve your community. We are committed to helping the communities we manage to function as normally as possible during trying times.

Stay safe and rest assured, Gulf South Property Management is here for your community.

Fostering a Sense of Community in your HOA

Sat, 27 Jul 2019 14:54:00 GMT

Keeping neighbors neighborly; That’s what we at Gulf South Property Management do!

You don’t have to look far to see examples of Homeowner Associations (HOAs) being stereotyped as controlling, power-hungry organizations that bring about no discernible benefit. While some memes and blogs may go a little too far, in some instances there can be an underlying element of truth to that message.

We believe that a well-organized Association with the right intentions can turn any community around, no matter the history.

While keeping up appearances are all well and good, getting along with your neighbors is also equally important. After all, you wouldn’t want to end up featured on an episode of Fear Thy Neighbor would you?

Below we share a list of ways to foster a sense of community in your neighborhood.

1. Capitalize on common concerns

As an HOA board member, your most effective tool for managing compliance issues is the fact that everyone in your association bought in that neighborhood because they liked how it looked. Capitalizing on that common thread is a great way to address compliance issues and work toward the goal of fostering a sense of community in your neighborhood.

Common areas are the heart of the association. Whether your neighborhood has common parks, pavilions and pools or simply a common entrance, the HOA should take an active role in ensuring the upkeep of designated common areas. These common areas help bring residents together and encourages them to mingle and interact with one another. It’s a great way to demonstrate to neighbors that the Board of Directors takes preservation of property values seriously and is working for the greater good of the association.

2. Listen to understand, not to respond

The most common HOA complaints come from neighbors who have no idea what the Board of Directors does to preserve their community. After all “where are all the dues going?”

One way to combat this question is full transparency. Open meetings once year are great but often times schedules conflict and people can’t attend. If your association is struggling with neighbor satisfaction consider alternative ways to keep neighbors informed. Examples of ways to do thins include quarterly “update” meetings, newsletters and email blasts.

Rather than keeping meetings in-house and behind closed doors, your HOA should encourage all residents to participate. For maximum participation, residents should be provided with an easy-to-use channel to provide their feedback. By doing so, this passes on a clear message that the voice of each and every single homeowner is valued by the committee.

The best property management companies have technology in place to receive and respond to homeowner concerns immediately. At Gulf South Property Management all of our clients have access to an online platform to raise maintenance issues at any time day or night.

One opportunity we see for most associations is organizing fun events for the entire community. Most associations struggle with this because, as a non profit organization striving to keep dues down, the HOA simply doesn’t have the funds available to host multiple parties a year.

No worries! There are a lot of options keeping costs down while hosting neighborhood events. Pot luck events are a great way to bring folks together. Most neighbors will jump at the chance to showcase their best dish for their neighbors! Does a neighbor have a jump house? An inflatable large screen tv? Bingo, Bunco and a cake walk are all great ways to bring neighbors together while being a good steward of association resources.

HOAs can help new neighbors feel welcomed by sending over a welcoming committee. This can be an informal affair, consisting of a few volunteers who will introduce themselves and provide a helping hand if needed.

Such a simple gesture will go a long way to create goodwill amongst neighbors.

At Gulf South Property Management one of the Lagniappe services we provide to our clients is free welcome packets to all new neighbors. A member of the GSPM team will greet new neighbors with a dozen fresh baked cookies and a packet of relevant neighborhood information. This friendly gesture is one way we get to know the neighbors we serve. Providing new neighbors a complete packet of neighborhood information ( Covenants and Restrictions, By Laws, Architectural Request Forms and Board Member Directory) is a great way to proactively inform them of association rules thereby lessening the chance of a violation.

And the best part? We do this at no charge to our Association clients!

Periodic newsletters are a great way for the Board of Directors to share neighborhood updates throughout the year. If you have a tech savvy neighbor, ask them to volunteer to draft the newsletter. Another way to control costs is to circulate it electronically and post it in common areas, thereby cutting down on printing and postage expenses.

To conclude, fostering a sense of community in your association is not as difficult as it may seem. The simple steps outlined above are a great way to start a new chapter for a struggling association and increase homeowner satisfaction for those who are already in good shape. If your association is struggling or in new of new ideas on how to foster a sense of community, give us a call and see how Gulf South Property Management can add value to your association.

How to handle a violation notice from your HOA

Sun, 31 Mar 2019 18:21:00 GMT

We often hear that the “HOA Nazis” are out to get them. With nothing better to do with their time, they spend hours upon hours looking for infractions and sending out senseless violation notices. Who are these people and who do they think they are?!?

Of course, nothing could be further from the truth.

It’s easy to get frustrated when you think your homeowners association is telling you what you can and cannot do with your home … and they are.

Homeowners associations are charged with making sure everyone follows the rules. Property management companies are essential in helping to uniformly enforce the Covenants and Restriction and Rules that govern a community.

Remember, you purchased there for a reason – you liked how the neighborhood looked. It is the job of the HOA and the property management company to keep the association looking as good today as they day you moved in.

Here are four things to do if you receive a Violation Notice from your HOA

Assume positive intent.

Homeowners Associations employ property management companies to assist with uniformly enforcing the neighborhood’s governing documents. One way they do this is by weekly site visits. During these visits your property management company is looking for potential violations of the association’s governing documents. If you receive a notice that you are in violation of a particular rule, assume positive intent. Property Management companies are not paid on commission and they have no stake in the amount of violations that go out weekly. Rather, they are attempting to uniformly enforce the rules of the association so that property values are preserved.

Note, property management companies do not make the rules of the association; they enforce them. The Covenants and Restrictions of your community were likely made by the developer of your subdivision and the rules are made by the Board of Directors for the association.

Review the Notice carefully.

A properly written notice should provide you a clear explanation of the violation, the authority from which the violation notice was drawn and what is needed to bring your property into compliance. So what does that mean? If the notice says that you have a boat or trailer in your yard and that is not allowed, the notice should direct you to the chapter and verse in your Covenants and Restrictions where boat and trailer storage is discussed.

The notice will also set forth deadlines to bring your property into compliance. Failure to do so, or simply ignoring the notice, can and will likely result in fines or further escalation of the matter.

Give us a call.

After you have reviewed the notice and the governing documents for your subdivision if you still do not understand the reason you received a violation, or what is needed to be in compliance, give us a call. We will be glad to explain why the infraction was issued and what you need to do to rectify it.

We are people too! If you know you need some additional time to come into compliance, give us a call and explain the situation. Most property management companies are reasonable and will work with you, within reason , to avoid further escalation of a matter.

Request a copy of governing documents.

At Gulf South Property Management our client’s governing documents are available on our secure homeowner portal. The local courthouse also has a complete and up to date copy of all association governing documents.

Remember, these rules run with the land so you are automatically agreeing to abide by the rules when you purchase a home in a planned community, even if you do not agree with them.

Homeowners should keep a copy of all governing documents and refer to them before beginning a project on your home. The governing documents will set forth what can and cannot be done absent HOA approval. A good property management company also provides the ACC request forms and a quick checklist to ensure your request is properly submitted.

Unapproved projects are remediated at the expense of the homeowner so be sure to ask permission and not forgiveness!

Establishing Enforceable Rules for the Association

Tue, 12 Feb 2019 18:53:00 GMT

When you decide to purchase a home in a neighborhood that is subject to Covenants and Restrictions certain responsibilities follow – abiding by governing documents of the association, paying assessments timely and following the rules and regulations of the association.

To maintain the aesthetics of the subdivision the board must establish and maintain an enforceable set of rules that are clear, fair and enforced against all homeowners. After all, those rules are likely the reason the neighborhood was attractive to you in the first place.

Here are a few tips for establishing Rules and Regulations that are clear, fair and, most importantly, enforceable.

Step One:

Begin with a statement outlining the authority of the Board of Directors to establish the Rules and Regulations. This statement should be a short and concise recitation of authority from the governing documents of the association.

Step Two:

Develop a statement to define the purpose of the resolution. Be clear and identify the problem to be addressed.

Step Three:

Establish the Rule or Regulation. Be clear and concise. Define terms used to avoid ambiguity and confusion. How is a short term rental defined? How are guests defined? Will there be any exceptions considered?

Step Four:

Set forth who may register a complaint or violation and set forth the manner for doing so.

Step Five:

Establish the criteria for enforcement. Outline the notification method that will be used when violations occur and provide a timeline for remedial measures to be taken.

Step Six:

Outline fines or assessments that may be levied if remediation does not occur in the required time frame. Will the Board cut the grass if the homeowner refuses? Will there be assessments above and beyond the expense to the association for enforcement? Will legal fees be included if court intervention becomes necessary for enforcement?

Best Practices

“Sing like no-one is listening, dance like no-one is watching but email as if it will be read aloud in a deposition.”

Conclusion

Sometimes establishing Rules and Regulations must happen quickly to address an emergent issue; Other times there is no immediate threat to the association, and there is time for homeowner input. Time permitting the Board of Directors should circulate a draft of the proposed Rules and Regulations and welcome homeowner comment and feedback.

At the end of the day, having clear and consistent Rules and Regulations, as well as a policy for resolving infractions, will ensure that your association maintains a positive image with its residents.

Maintaining Board Membership

Wed, 30 Jan 2019 16:31:00 GMT

It is inevitable that associations will go through board member resignations from time to time. Resignations can result from a change in jobs, scheduling conflicts, a family health emergency or a move. They can also result from frustrated or overwhelmed members. Maintaining consistency through board transitions is paramount. One way to do that is to have the right property management company in place to work though the transition phase.

Below are a few tips to help minimize the avoidable resignations.

Here are a few tips to assist your HOA in reducing board resignations.

Hosting an annual orientation for boards helps members understand the scope of their role and provides them with future guidance for their position. After attending an orientation, people will know exactly what to expect and understand they have resources available to them if needed. At Gulf South Property Management we offer free board member training seminars twice per year, at no cost to our clients. Our training seminars are hosted by a licensed Louisiana attorney and real estate agent. It’s a great opportunity to learn about best practices, conflict resolution and the most recent legal updates in this space. Our free service helps to educate and maintain board membership such that our association clients can function at their best capacity.

“Many Hands Make Light Work.”

Board members should not should the entire weight of running the association. One way to ensure people are not buying out is to establish and maintain committees for various aspects of association management. Seeking volunteer homeowners and involving them in community projects and committees is a great way to divide up association responsibilities while engaging homeowners. Serving on a committee allows homeowners to participate in the community at a lower level of commitment and it grooms them to become future board candidates.

It is important to clearly communicate board functions and duties for all homeowners to see. This will assist any “recruits” in easily becoming familiar with their potential roles. It will also assist them in understanding that the roles performed by directors will differ from their roles as homeowners. In most instances, the list of duties will be shorter than most recruits imagine.

The Board of Directors is dependent on volunteers who are ready and willing to give freely of their time to ensure the association runs smoothly. When recruiting new board members, seek to identify potential candidates who will strengthen the board where there may be areas of opportunity. Flexibility and professionalism are a must for all position.

Stability on the board offers the opportunity for better planning and greater overall success.

Effective Newsletters

Tue, 29 Jan 2019 21:23:00 GMT

Here’s a great article in Forbes Magazine entitled Why Newsletters Suck and How To Do Successful Email Marketing .

To avoid this pitfall here are five ways to make sure your association’s newsletter is enjoyed and appreciated.

1. Have a Compelling Opening

The only effective newsletters are those that are read before they hit the vertical filing cabinet. To be effective you have to find way to make your audience read it.

Compelling openings are a great way to grab the readers attention have them seek more information. The openings should not be a numerical list of forthcoming projects. Jazzy it up a bit!! Start with a joke, a meme or a one liner to lend a little humor to what would otherwise be a mundane recitation of association business.

2. Include Pictures

The most effective way to appease neighbors is to show them where their dues are being spent. One way to do that is to include pictures of projects in the newsletter. Some improvement projects are more easily photographed than others. If you have a nice before and after photo of the front entrance landscaping or a signage improvement project – throw those photographs in the newsletter. Using photographs is a great way for neighbors to quickly see the progress being made.

3. Get to it!

The fact of the matter is that people are going to glance at the newsletter, skim it for content and hopefully digest a decent amount of information. To ensure maximum return on this investment get to the point! Being clear and concise will engage readers and give them the information they need to stay abreast of association business.

4. Consistency

The key to updating neighbors on association business is to be consistent with publications. The best way to do that is to have a committee designated to assist with content and scheduling. Engage interest neighbors in developing relevant content and maintaining a schedule for updates.

5. Make it flashy and affordable

Newsletters are an added expense for the association so committee members should give some thought to how to best disseminate the end product. Ideally, color copies to all neighbors would be nice; However, that can get expensive. Consider publishing the color version of the newsletter on your website and through email while disseminating it in black and white. Another option is to post it on the association’s website and social media pages – that’s a great way to save the added expense of postage and printing while still accomplishing the goal of consistently communicating with weights.

If your association is in need of help with newsletters or just ready for a change, Gulf South Property Management is ready to help. Give us a call today at (985) 200-0660 to see how we can add value to your community.

Well Funded Reserve Accounts

Sat, 08 Dec 2018 15:43:00 GMT

TheBoard of Directors has responsibility for managing the association’s finances and creating budgets that allow a community to preserve property values. A major part of this fiduciary responsibility is the board’s responsibility to budget for future repairs or unanticipated expenses. To accomplish this goal, an up-to-date reserve fund is critical to the financial management of a community.

Here are four great reasons to make sure your reserves are properly funded:

1. Fiscal responsibility.

Creating and maintaining an adequate reserve fund is part of a board’s fiduciary duty, but a well-funded reserve demonstrates good stewardship of the association’s money. A well funded reserve account gives homeowners peace of mind that the board is acting in their best interest and that their biggest and most valuable asset will be protected. In addition, it is an asset that will attract future buyers to your community and current homeowners will not live in fear of an unanticipated special assessment.

2. It keeps you prepared.

When an association has a well-funded reserve, it can pay for unexpected expenses, like damage from hurricanes, and other natural disasters. If an association experiences an unexpected event and doesn’t have sufficient funds set aside, they may have to issue a special assessment – which homeowners could see as a sign of financial mismanagement. Special assessments are something that can deter potential buyers and should be used sparingly and only in emergent situations.

3. It attracts buyers.

The appearance of a community translates directly into its property value. A well-funded reserve allows an association to pay for unexpected expenses and community asset replacements – thus improving resale values, keeping current homeowners happy and attracting new buyers.

4. Instills confidence

Neighbors appreciate full transparency and comfort knowing that their largest investment is protected. At Gulf South Property Management we practice full transparency in all that we do and we suggest that Board members do the same. When neighbors see and understand where their money is being spent they are much more amenable at annual meetings and, most importantly, supportive of board decisions.

If your association needs help getting your finances in order, give us a call today.

How to Make the Most of Annual Meetings

Sun, 26 Aug 2018 21:16:00 GMT

Annual meetings serve two functions, one of which is often overlooked.

Obviously the annual meeting is the place where the business of the association is conducted. Votes are taken and the Board of Directors is elected.

The more overlooked opportunity is the second function of the meeting.

In addition to conducting regular business, the annual meeting is an opportunity for the Board of Directors to show off their hard work by educating neighbors on the progress the Association has made over the past year, any challenges they faced and their vision for the upcoming year.

Here are a few helpful hints to make the most of your Association’s annual meeting.

1. Announce, Announce, Announce. And then, announce again!

You can’t have an effective meeting if no one attends. Making several announcements in various forms is imperative to making the most of your association’s annual meeting. The association’s governing documents will detail how and when the annual meeting notice goes out. It’s important to follow those guidelines (because they are legally binding) but those parameters were likely written years ago.

Use this opportunity to take your announcement into present time by utilizing technology. Most associations have Facebook pages, websites and utilize various apps for communication. In addition to the snail mail announcement, make sure to highlight the upcoming meeting on various social media platforms.

Signs posted in prominent places throughout the neighborhood are also a great way to make sure the meeting stays on everyones mind and doesn’t get lost in a pile of mail on the counter.

2. Incentivize attendance

Offering incentives for attendance is a great way to boost participation. After all, who doesn't like to win something? There are a number of ways this can be done depending on your budget. If attendance is truly abysmal perhaps including a small portion of your budget for incentives would be an option.

Door prizes are another great option. Everyone loves to win something, especially something they can use. Gift cards to local establishments like restaurants and/or nurseries are a great option. Another option would be to offer $100 off annual dues.

Let your imagination guide you as to what works for your neighbors. Perhaps a neighbor who crafts would be willing to donate a door hanger? Would your lawn care company donate a month of free lawn maintenance to one homeowner? Consider having one of your committees solicit donations from local establishments to minimize the bottom line cost to the association.

Another great option is making the meeting as convenient as possible. If your neighborhood is full of families with small children consider an outing at a park with a pavilion where business can be conducted and children can play. Is your association full of seniors looking to make friends? Make it a pot luck meeting with cards, board games or bingo to follow.

There are tons of ways to incentivize attendance. What works for one association will not necessarily work for another but there are lots of ways to get folks excited about attending.

3. Include Proxies

Even with the best of incentives and announcements some neighbors will have unavoidable conflicts. Proxies should go out with all notices so that neighbors who have an unavoidable conflict can ensure their voices are heard. Be sure to make clear that proxies can be turned in to your property management company, a Board member or a neighbor.

Sending reminders for proxies to be turned in is a great way to make a run at reaching quorum – something all associations struggle with.

4. Be Available

Utilize these meetings as a way to get to know your neighbors.

Require board members and property management associates to arrive early. Make use of that time by chatting with neighbors as they arrive. Serve coffee or a light snack and set aside the first few minutes to mingle. This is a great opportunity to get to know your neighbors and to let them get familiar with who is running the association. Difficult discussions are made easier when people know each other.

Another great suggestion – use name tags, especially in larger associations. This helps neighbors direct their concerns and compliments to the correct people.

5. Plan and Maintain Order

Running an orderly meeting is imperative. No one wants their time wasted so it’s important to have your agenda set and be sure to cover all topics relevant to the subdivision. Often times the Association’s governing documents set out minimums to be covered during the meeting. Utilize you property management company to ensure that all hot topics are addressed.

Be sure to build in time for Q&A at the end and at times where you know discussion will be needed. This is key to maintaining order and respecting the time of everyone in attendance.

6. Transparency

If we had to pick a topic as most important, transparency would win every time, hands down.

Often times we hear (or observe on social media platforms) horror stories of fighting and discourse in associations. That always perplexes us because, in the context of HOA business – there’s nothing to fight about.

While a neighbor may not like or understand the Board’s decision on a particular topic, the bottom line is, as long as they have not exceeded their given authority, the Board’s decision carries.

Transparency in the “how” “why” and “what was done to arrive at a particular decision” are key to avoiding unnecessary conflict in an association. You will never be able to solve for every homeowner who may be hell bent on being disagreeable but practicing full transparency will satisfy 99% of your membership.

The details…

Regarding general HOA information (i.e. balances, budget sheets, reserves etc.) be sure that all information is presented clearly. Keep in mind that the majority of homeowners will not be familiar with the inner workings of your association. Board members deal with these things on a monthly or more frequent basis so they can unintentionally move too quickly through these very important documents.

It’s important to realize this will be the one time a year that most neighbors see these projections and balance sheets. Give them time to digest, understand and ask questions about them to avoid the appearance of impropriety. This is also a great way to educate neighbors on where their money is going.

Finally…

Use this time to educate homeowners on what the Board does and how they keep your association running smoothly. Explaining decisions, and the thought process that went into making those decisions, is a great way to address the concerns of neighbors who may have concerns over certain actions of the Board. It’s also a great way to highlight the successes of the association and your vision for the upcoming year.

At the end of the day HOAs are non-profit entities. That means there is only so much money to go around. Similar to individual households – while you may want to re-landscape the front yard or install a new saltwater pool – sometimes you have to save for those improvements while keeping the lights on or addressing other unforeseen expenses. Use this analogy to explain to neighbors why some imperative improvements (drainage issues, electricity) were prioritized over more visual improvements such as new landscape, lighting or signage.

7. Brainstorm

While there is usually a lot of ground to be covered in a relatively short amount of time during an annual meeting, we encourage our clients to make use of the brainpower in the room and brainstorm, brainstorm, brainstorm! Whether there’s an unexpected expense to be addressed, a problem with local governing entities that impacts the association or simply figuring out how to prioritize the improvements for the upcoming year your neighbors are a great source of often untapped resources.

Often times board members leave saying things like, “I had no idea Sally worked for the Parish, maybe she can help with our drainage concerns!” "Who knew Joe was willing to manage our website for free?!?" "I'm so relieved the new family down the street wants to plan the social events!" You’ll be surprised at how many people have ideas and avenues that can be pursued to better your association.

8. Be Thankful

Use this time to highlight and thank those neighbors who have volunteered their time serving on the Board of Directors or on a committee. Offering a small token of appreciation or simply acknowledging those who have given their free time to serve is great way to keep people offering up their valuable time.

At the end of the day annual meetings are an often overlooked opportunity to spread the news of all the association has accomplished and your vision for the upcoming year. These meetings are important to the association and homeowners alike – after all, you’re all rowing in the same direction – preserving your biggest investment, your home.

If your association struggles with hosting effective annual meetings, give us a call today. Annual meetings are our favorite time of the year. We at Gulf South Property Management would love to help your association make the most of your annual meeting.

Board Member Burnout??

Wed, 25 Jul 2018 00:08:00 GMT

Is your HOA suffering from board member burnout?

While it’s a compliment to be selected to serve as a board member for your homeowners association, it’s also a big responsibility. From meetings to budgeting, the role of a board member is extremely robust. When a handful of people are the designated decision makers for an entire community, folks can easily tire of fulfilling the never-ending duties of board membership.

Read on for a few tips on how to avoid burning out before you’re ready.

1. Cut the cord!!

Often times associations have engaged the assistance of a property management company; Yet board members refuse to relinquish control of various tasks. While it may be a bit scary at first, once you have a good rhythm going with your property management company – let go!!

After all, you’re paying them for their services so you should be using your management company to the fullest extent of your contract. A good property management company will practice full transparency and will timely report on all issues, including finances. Having the right property management company in place will make the decision to turn over all issues an easy one! Read here for detail on how a full management package can free up valuable board member time.

2. A wise man once said "many hands make light work"

One of the most common reasons board members burn out is because they carry the weight of the entire association on their shoulders. Board membership can sometimes be a thankless, unpaid position. When times get rough and neighbors begin to complain, it is easy to be inclined to quit. But, not so fast!

Rather than folding your cards, setting up committees to address hot topics is a great way to get help. Committees are a great way to share association responsibilities and garner support for decisions made on behalf of the association.

Inviting naysayers or your association’s biggest complainers to join or lead a committee is a great way to turn a negative into a positive. Associations form committees for all sorts of things. Here are few of the most common committees we see:

3. Get informed

Board membership can easily become overwhelming when you volunteer for a position but have no real clue what is expected of you. One way to avoid burning out too fast is to be informed on your new position. If your association utilizes a property management company they are great starting place to answer your questions.

At Gulf South Property Management we offer a free board member training seminar twice a year. This seminar is free to all association clients and is a great way to convince tentative neighbors to jump in and join the board. Hosted by a licensed Louisiana real estate agent and attorney, our free seminar provides the most up to date information available on HOA roles and responsibilities, HOA law, emergent HOA issues and best practices to help our clients be successful at their positions.

Gulf South Property Management makes board membership easy and enjoyable. We handle the heavy lifting which allows board members the freedom to focus on larger, strategic decisions for the association.

Give us a call today to see how we can help your association’s board members remain engaged and avoid burn out.

Helping Homeowners Follow the Rules in Your HOA

Sun, 01 Jul 2018 00:30:00 GMT

Hurricane Preparadeness

Fri, 25 May 2018 02:14:00 GMT

Preparation is key to surviving hurricane season which runs from June 1 – November 30th. Below are a few ways to to ensure your family is protected.

Before The Storm

Know Where To Go

Decide on a safe/familiar place where your family can go for protection or to reunite. Make sure the location is accessible for family members with disabilities and animal friendly if you have service animals or pets. Be prepared to evacuate if ordered and know the route(s) available for the direction you want to travel.

Keep the contact information for your local emergency management agency handy for updates on the status of matters before, during and after a storm. Click here for links to community resources in our area, as well as state and federal resources.

Supply Kits

If you plan to weather a storm preparation is the key to being as comfortable as possible until the inclement weather passes. You should prepare under the assumption that there will be no electricity for a week or more. Here are a few helpful items that may come in useful:

Develop a Communication Plan

Work with family members to proactively develop a communication plan. There are a ton of free messaging apps such as Zello, Slack, GoToMeeting and WhatsApp. No matter which way your family decides to communicate, make sure everyone is on the same page.

At Gulf South Property Management we are here for you before, during and after the storm. Give us a call today to see how we can assist your neighborhood in the event of a hurricane. Having the right property management team in place during hurricane season is imperative for a speedy recovery.

Board Member Stress Getting You Down?

Wed, 29 Nov 2017 04:49:00 GMT

Being an HOA board member can come with a lot of stress. In addition to managing personal obligations, HOA board members volunteer their time to preserve and maintain the aesthetics of their neighborhood, often with little to no thanks.

It's no surprise that stress can build when balancing family obligations, work commitments and free time during a pandemic! Add to that association related tasks such as dues collections, routine inspections, maintenance and repair requests, calls from neighbors, vendor issues and you will find a situation where board members politely (or not so politely) decline to serve your association.

If you are an HOA board member, and feel you may be falling victim to the stress that comes with being on a board, keep reading to find out how to recognize and handle this issue.

Not only will these tips help you succeed in assisting your association, they will help you manage your role in a manner that allows you to maintain a balanced and healthy life.

How to Handle the Stress of Being a Board Member

People handle stress in many different ways. From walks, to deep breathing, exercise and yoga, it's important to find what works for you personally.

Here are some of the top ways to relieve the stress that can sometimes build up as a board member.

1. Make a To-do List…and Stick To It

There are a lot of things you need to do when it comes to managing your association, especially if you are self managing (may the force be with you!). Collecting dues, scheduling annual meetings, enforcing Covenants and Restrictions, lining up vendors, getting bids for improvement projects, processing architectural requests and transmitting those decisions - just to name a few.

Even if you have an incredible memory, you are bound to forget something at one point or another. In fact, trying to remember everything you need to handle can become a stressor in itself.

One of the best solutions for this type of stress is to keep a to-do list.

With a to-do list, you can easily write down the things you need to take care of, prioritize them accordingly, and mark them off as you complete them, so you know that everything has been taken care of. Creating a quick reference guide to your association's governing documents is a great way to ensure the rules are enforced uniformly.

2. Handle Repairs Immediately

Board members are responsible for the overall aesthetics of the subdivision. This responsibility comes with an obligation to address maintenance issues quickly.

Ignoring a maintenance issues will anger homeowners and make them question the efficacy of the board. After all, homeowners pay dues to support the association and expect all maintenance and repairs to be handled promptly by board members or the property management company, if you have one.

In addition, failing to address maintenance issues promptly can end up costing the association more money in the long run. That alone can become the source of a great amount of stress especially when questioned by other neighbors.

3. Have an Emergency Fund

In line with efficiently handling all maintenance and repair requests is the idea that the association should have a sizable reserve account on hand for emergencies.

Money can be the source of stress in all areas of life. It is no different in the management of homeowners associations.

If you have ever encountered a major repair in your home - one that you did not have the money to repair right away - think about how that made you feel.

Stressed, right?

Avoid the stress of having to explain to neighbors why repairs and improvements cannot be done by building up and maintaining a reserve fund. Board members are responsible for effectively managing the association’s funds which includes having enough reserves in the bank to cover an emergency.

Establishing a reserve fund and being completely transparent about money will assist you in garnering the support of homeowners and will avoid the necessity of special assessments when emergent issues arise.

4. Become Educated About Board Membership

Often times people shy away from board membership because they do not know what it entails or they fear personal liability if something goes wrong.

Educate yourself and all members of your board on their respective roles and responsibilities.

At Gulf South Property Management we host a free training seminar for new and seasoned board members who want to constantly improve their associations. This seminar is free to all GSPM clients and is hosted by a licensed real estate agent and attorney. During the session we review the most recent HOA laws, emergent issues, dispute resolution and share best practices to improve your associations. It's a great way to get your questions answered and hear what other local associations are facing as well. It's also a great way for neighbors who are considering serving on the board to get a deeper understanding of what their time commitment will look like and have their questions answered.

Educating yourself on how to save time and money for your association can make you feel more confident as a board member, and less stressed when a problem pops up.

5. Employ the Right Property Management Company

The Difference Between HOA and Property Management Responsibilities

Fri, 26 May 2017 13:22:00 GMT

Who's in charge here?

Homeowners Associations benefit greatly when they bring in the right property management company. Professional property managers relieve stress by handling the day to day operations of the Association; Thereby freeing up valuable time for board members to focus on high level strategic improvements and overall preservation of the community.

Together, the association’s board of directors, its homeowners and the property management company all play an integral role in the prosperity of the community. To ensure expectations are met, it is important to understand the roles and responsibilities of everyone involved.

Property Management Company Responsibilities:

The best property management companies understand that associations have different needs. With this in mind it is important to find a property management company that can tailor their services to the needs of your community, capitalizing on what resources you may already have and filling in the gaps where needed.

Below are a few basic services provided by most property management companies:

Often times homeowners confuse the roles of their board of directors and their management company, especially when it comes to rule enforcement. Simply put, the property management company is the enforcing arm of the association. The management company’s job is to execute and enforce the standing rules of the association and the decisions of the board of directors.

Despite what most homeowners think, property management companies do not have the authority to make assessments or rules for the association, nor does it have authority to decide on the penalty for non compliance. Those decisions are made in accordance with the association’s governing documents and, in most instances, by the board of directors.

Our goal at Gulf South Property Management is to partner with your board of directors to optimize property values and ensure a harmonious living environment for all neighbors.

Board of Directors Responsibilities:

The governing documents of the Association (By Laws, Covenants & Restrictions, Architectural Committee forms) dictate how the board of directors is formed and what committees should be in place to keep the association running smoothly. While this differs somewhat from association to association there are some common responsibilities found on most boards.

Below is a list of common board responsibilities:

The board oversees the performance of the property management company closely and is responsible for providing guidance on how and when issues should be elevated. Together, the board of directors and the property management team keep the association running smoothly with an eye toward maintaining the original integrity of the community and adding value when and where possible.

And last, but not least….

Homeowner Responsibilities:

Unlike tenants in residential real estate, homeowners have a much larger stake in the management of their association, and for good reason! Preservation of their largest asset is important to everyone.

Below are a few ways homeowners can assist in the management and preservation of their community:

Keep pets leashed and pick up after your furry friends
Follow all Covenants and Restrictions
Keep trash bagged and in cans - make an effort to pick up and put out cans promptly
Become an active member of the association
Offer potential solutions and assistance on pressing issues
Ask questions, seek to understand and assume positive intent on board decisions
Report crime to the proper authorities (speeding, vandalism, theft etc.)

When homeowners, board members and the property management company understand and execute on their respective roles the association will undoubtedly come out ahead.

For questions on this article or to discuss how Gulf South Property Management can add value to your homeowners association, please contact us using the form below or feel free to stop by our office.