The Homeowners Association vs the Property Management Company

Again, I don’t know when my neighborhood acquired a property management company because I have not sought the answer. All I know is we used to have an HOA board with a president that lived in the community. And that president moved and shit seemed to hit the fan. So, I have finally asked Chatgpt for assistance.

In summary, my main belief was validated:

The HOA uses the property management company as cover. Periodt.

Here are the deets:

What is the purpose of a property management company in an HOA?

Great question — a lot of HOA confusion comes from not knowing what the management company is supposed to do vs. what the board is responsible for.

Think of it like this:

The HOA Board makes the decisions. The property management company carries them out.

They are the HOA’s hired operations team.

Here’s what that usually means in practice.

🧾 1. Administrative & Day-to-Day Operations

They run the HOA’s daily business so volunteers on the board don’t have to.

  • Answer homeowner emails and calls
  • Send violation notices and correspondence
  • Keep records, files, and homeowner rosters
  • Prepare and mail meeting notices
  • Handle architectural requests (ACC forms)
  • Process resale certificates and lender docs
  • Maintain HOA website/portal

If you email “the HOA,” you’re usually emailing the management company.

💰 2. Financial Management

They handle the money, but do not control the money — the board does.

  • Collect dues
  • Track delinquencies
  • Send late notices
  • Pay vendors and bills (with board approval)
  • Prepare monthly financial reports
  • Help draft the annual budget
  • Coordinate reserve studies
  • Work with the HOA’s CPA for taxes/audits

They are the HOA’s bookkeeper and accountant.

🛠️ 3. Vendor & Maintenance Coordination

They don’t do the work — they manage the people who do.

  • Get bids for landscaping, roofing, pool service, etc.
  • Schedule repairs
  • Oversee contractors
  • Check that work was completed
  • Handle emergencies (burst pipe, storm damage)
  • Recommend vendors to the board

They are the HOA’s project manager.

📜 4. Enforcement of HOA Rules

This is where most friction happens.

They enforce the rules on behalf of the board.

  • Inspect the property for violations
  • Send violation letters and fines
  • Track compliance
  • Handle hearing requests
  • Document everything for legal protection

They don’t decide the rules. They apply the rules the board approved.

🧠 5. Guidance to the Board (Very Important)

A good management company acts as an HOA expert.

They advise the board on:

  • State HOA laws
  • Proper procedures
  • What they can/can’t do legally
  • Best practices
  • How to avoid lawsuits
  • How to run meetings correctly

They are part administrator, part consultant.

⚖️ What They Do NOT Do

This is critical.

They do not:

  • Make HOA policy
  • Change rules
  • Decide fines
  • Spend money without board approval
  • Override the board
  • Act on personal complaints unless the board directs them

If something feels “unfair,” it’s almost always a board decision, not the management company.

Why HOAs Hire Them

Because running an HOA is basically running a small city:

  • Legal risk
  • Money management
  • Contractors
  • Angry residents
  • Paperwork
  • Compliance with state law

Volunteer board members usually don’t have time or expertise to do this well.

So, there you have it, folks. The property management company, for example, Unique Property Services, Inc., handles business while the HOA board members drink coffee and make decisions about your money.

I can see why a property manager would go rogue…I mean, who gon check him, boo?