Category Archives: HOA Board

How To Build Better Communication with Tenants

March 9, 2022communication, HOA Board, unit ownerssperling

Regular communication is an absolute must between property management companies and their tenants. Need the parking lot clear of cars for winter plowing? You’ll need to communicate that with your renters. Renters, have a question or concern about a repair that needs to be completed? They’ll need to have communication access with the landlord or property management company.

Whether it’s a big or small issue, renters and landlords alike need a reliable method to get communicate with each other. This is especially true in the case of a time sensitive or emergency issue.

Here are a few ideas on how to open the lines of communication and keep them open.

Provide Multiple Communication Avenues

Not everyone communicates in similar manners. Some are comfortable with leaving a voice message or email to communicate an issue, while others feel more accustomed to using software to put in a request for repairs.

Depending upon the urgency of the issues, different communication avenues may need to be used. For instance, if a tenant has a burst pipe and needs immediate attention, there should be an emergency number that can be used in those instances where someone will respond right away.

Similarly, if there is an event, such as annual tree trimming that requires informing all residents of the sudden appearance of tree cranes and trucks, a simple email blast may be appropriate for communication.

During winter, when walkways, driveways, and parking lots will need to be cleared of unit owner’s cars so that the plows may do their work a text message can alert renters when they should move their vehicles.

As you can see, three different scenarios of varying urgency require different avenues of communication. We suggest that you open up several lines of communication including the use of software apps to schedule repairs or voice a concern, an emergency number for instant response, an email connection, and texts for timely response. Additionally, many communities have a community board where announcements can be placed to ensure that everyone gets the messages.

Give Fast Feedback

No one likes to wait for days on end to get a response. Whether you are the property manager or a renter, try to respond to emails, texts, and calls in a timely manner. This is especially important if scheduling repairs or other timely events.

Fast feedback doesn’t imply that you will need to rush to respond, but rather respond when you have accurate information to help speed along communication.

Be Professional

In this day and age where keyboard warriors feel entitled to respond with anger or frustration, be sure to keep your communications professional. That means be honest and open with what the issues may be without losing patience. Remember that you get more bees with honey than vinegar!

Good communication starts from the moment the lease has been signed. Introduce yourself and be friendly and open about your concerns. Contact us with your leasing and rental concerns.

Ringing In The New Year With Tenant Reminders

December 5, 2021association living, governing documents, HOA Board, property managementsperling

The turning of the calendar to a new month and new year is symbolic of a fresh start, a clean slate, if you will. Take advantage of this new beginning as a time to refresh and remind your tenants or community members of the services your team offers as well as a gentle reminder of community guidelines.

Software Updates

Many property management providers and landlords offer online payments and software to make putting in repair requests or comments easy to manage.

If your community is starting to utilize a new software program or wants to encourage more tenants to use your current one, the new year is a great time to remind them of the advantages of such software.

For instance, paying rent or HOA dues can be infinitely easier and timely if it is scheduled on a software application. Many of them even have mobile apps to make things even easier to pay or make a request on-the-go.

Changes in Lease or Laws

The new year is an excellent time to send out a community or building-wide newsletter informing the people who live in your community any changes to Massachusetts state laws regarding leasing, tenancy-at will or payment requirements.

An easy to access document can be read and referred to throughout the year as changes are made to any state laws or local leasing agreements.

This is also a good time to let your tenants or community members know if there will be any increases in fees or leasing agreements. Allowing residents a chance to budget well in advance is a smart way to prepare them for any increases.

Maintenance Schedules or Landscaping Timelines

As the winter settles in, the turning of the calendar is an appropriate time to remind the residents in your community of any major maintenance that is scheduled.

For instance, if this summer is the time you plan on installing a new roof or making upgrades to the amenities, you will want to give your tenants a heads up so they can plan accordingly.

Giving a landscape timeline is also a good idea for kicking off the new year. If you have a new landscaping company or plan to start spring clean ups at a certain time, you can inform your community at this time.

Reminders of Rights

Tenants have certain rights (as well as responsibilities) that fall on their shoulders. Provide resources on a regular basis that allows your community members to read about their rights and understand them fully. The Mass.gov site has a full library of tenant rights articles that could be helpful.

As responsible property managers or landlords, what are you doing to help provide resources and information this New Years to your tenants and community members?

Holiday Decor Rules in Your HOA

December 1, 2021association living, good neighbor, HOA Board, noise ordinancessperling

The months of November and December are filled with holidays and religious events that are joyously observed by multiple religions around the globe. In fact, celebrations including Diwali, Thanksgiving, Hanukkah, Advent, Christmas, and New Years, make for a very busy couple of months.

With this being the case, now is a good time as ever to review with your community members or tenants your expectations for holiday decor, especially if decorating rules are a part of your association rules.

Let’s take a closer look at how cheery seasonal decorations can be balanced with our world’s beautiful diversity to accommodate all the religions and traditions. Here are some decorating tips that will benefit most HOA residents, tenants, and board members.

Assess Your Timing

We know that a lot of people love to start celebrating the holidays right after the Halloween candy has been handed out. Be sure to consult with your community or association rules to determine when decorations are allowed and when they are due to be taken down.

Most communities have a specific timeline to follow according to the CC&Rs. A common rule is to put them up no earlier than a month before the holiday and take them down no later than two weeks afterward. Some communities, however, have rules about putting decorations up after Thanksgiving and taking them down by the first week of January.

The best scenario is to check with your association or property management team about what the timeline is for your area.

Avoid Excessive Lights & Noise

Communities are meant to be enjoyed by all who reside there. So be mindful of any excessive blinking lights or decorations that make noise, sing songs, or are too flashy.

Many homeowners associations only allow a certain length of light strands, such as up to 200 feet. There may also be restrictions on when lights or music may be playing. For example, all lighted displays may need to be turned off by 9pm. It’s a good idea to put these on a timer to help you maintain the adherence to the community decor rules.

Avoid Negative & Offensive Decor

In this world where politics and religion can be sensitive subjects, it’s always a good idea to err on the side of caution and place positive and uplifting decorations on your property. Avoid any decor that may offend your neighbors or cause issues during the holiday season.

Violations that impact HOA rules may mean your decorations will need to be adjusted or removed altogether.

Consider Safety Protocols

When placing your holiday decorations be sure to check all wires and equipment for safety purposes. Your HOA or property maintenance team may need to take a quick look to be sure there are no fire safety issues with excessive plugs or frayed wires.

What are the holiday decor rules in your community? Drop us a note this holiday season and let us know how your celebrations are going!

Benefits of Association Software in 2021

July 14, 2021association living, cyber security, governing documents, HOA Board, property managementsperling

Running an association can be difficult and time consuming work. Responsibilities run the gamut from collecting association payments online to handling vendors for landscaping, electrical work, and plumbing issues. In addition to these tasks, constant communication with the HOA board and association members is necessary to make a property run well. Association software is one way to help streamline these tasks and make them more manageable.

What is HOA Software?

Software helps most of us stay organized and on top of what’s going on in our home and work lives. For instance, many of us use a calendar program to stay up-to-date on family and work dates. We use accounting software to pay our bills automatically. We may even use a timekeeper app to keep us on schedule.

HOA software is similar to these personal software programs in that they can help HOA boards or property managers handle a specific aspect of HOA’s operations such as operations, payments, scheduling, and CC&R (Covenants, Conditions, & Restrictions) enforcement.

Many times HOA software comes in a convenient bundle to manage all of these components of association life, but sometimes specialty platforms and programs should be used to help keep things organized.

What Are the Benefits of HOA Software?

When it comes to managing an association, software can mean the difference between a well-maintained property and community amenities and one that needs some work. Here are the top benefits for enlisting the help of HOA software in your community.

Security

HOA’s store and transmit quite a bit of personal and sensitive information including the payment methods, names, addresses, and phone numbers of all the people living in the community. Software that is backed by current security measures can keep that information from being hacked or falling into the wrong hands, ones with malicious intent.

Streamline Data

Running a property or community means lots of maintaining information from the people who live there as well as from the vendors who help maintain the property. Requests for repairs, reports of CC&R violations, and payments can be done automatically with software at your fingertips.

Improved Communications

Depending upon the software you choose, everyone in your community will most likely have some level of access to communications whether it is a weekly newsletter or announcements of changes/repairs that are upcoming in the association. Both internal and external communications can improve by using software to help spread pertinent information to the right groups of people.

For a substantial list of the best software being used by communities across the country and right here in Massachusetts, check out this list of programs or platforms you may want to try out to manage your community.

Do I Need Approval to Renovate My Condo Unit?

January 13, 2021decor rules, HOA Board, property managementsperling

Have you been bitten by the DIY bug or perhaps have been watching too much HGTV this winter? If so, you may have started dreaming about making some changes to your condo unit. Maybe you are thinking big and considering a structural change, or maybe you just want to change out the color in the bathroom. Either way, you probably are facing the question that comes up when you don’t own the building…Do I need to get approval from the HOA (homeowners association) before I renovate my unit?

The answer is complex and often includes the words “it depends.” Mostly, however, the answer is that you should get approval from your homeowners association before you start making major changes to your unit. Here is a quick breakdown depending (that magic word) on your HOA and their bylaws.

Where to Start

Most HOAs have tight control over establishing rules that unit owners must follow, especially when it comes to remodeling. The first thing you will want to do is determine for yourself what changes you would like to make on your unit.

From there consult with the governing documents for your community. You can find these guidelines laid out in the Covenants, Conditions, and Restrictions (CC&Rs).

Do these documents give any insight on what can and can not be done in a unit? Are there stipulations about what scope of work can take place and what contractors will or will not be allowed to work within the building? The bylaws and governing documents should be your first resource before you set your plans in motion.

Beyond the governing documents, talk to your neighbors and find out if they have had any work done on their unit, how it went and what kind of hoops they needed to jump through before work could get underway.

Don’t Get Ahead of Yourself

Many condo owners feel like the interior of their home is fair game for renovations and they start their projects without approval from the HOA board. Unfortunately, this means that if you don’t follow your HOA’s condo rules, the board may subject you to fees or court time- neither of which are fun to deal with. So to avoid these repercussions proactively stay informed and in accord with the CC&Rs. No one wants to deal with the cost of a renovation and then face fines from their HOA due to that project.

Consider why these rules exist. If you begin knocking down walls or changing the structure of the building you could potentially harm the integrity of the unit or the units above or below. Always seek approval before you make any structural changes.

Have you made changes to your condo unit in the past? How did it go? Drop us a line in the comments or check out our Facebook page.

Keeping Your Condo Grounds Safe During the Winter

December 2, 2020association living, HOA Board, safety issuessperling

As New Englanders and hardy Bostonians, we are used to inclement weather. It doesn’t matter if it’s snow, sleet, rain, or even some hail. We can handle it. Nor’easters don’t faze us. Hurricanes don’t panic us. And wind storms may knock us down, but we get right back up again.

As property management specialists, we focus on the things we can control, like keeping our property grounds and buildings safe during the winter months. Here are a few of the steps we may take at your property.

Walkways & Driveways

Winter precipitation can be a nuisance or it can be downright dangerous. Snow or ice on a walkway can cause slips and falls or unsafe driving conditions. One of the more important services a property management group will provide during the winter months is the constant clearing and maintaining of slip-free walkways and driveways.

Snow can come in measurements of inches or feet, but either way, a good property management company will stay on top of the situation and keep the areas clean of whatever precipitation comes our way.

Roof Protection

The roof of any condo association or rental property needs to be cared for throughout the year. During the winter months, however, there are several things to be cognizant of when it comes to the safety and health of a roof. For example, snow and ice can accumulate making for a dangerous situation on any roof. If insulation is not working properly ice dams can cause leaking and damage to a roof line. And trees with roof overhang can become a problem, especially if branches break off and land on the shingles.

Gutter Problems

Fall is generally the time of year that gutters need to be cleaned of falling leaves and yard debris. If this chore is not properly completed, there can be problems with clogged gutters and flooding/leaking concerns throughout the winter. A good property management company will keep those gutters clear of debris so that any type of precipitation can flow away from the roof and building structure, thus saving the foundation and siding from any damage.

Piping Protections

Freezing pipes can be an issue in many colder areas in the winter months. Property management companies can easily protect pipes through insulation and proper ventilation in crawl spaces and utility areas. In addition to protecting piping, property management companies should also be sure of clear exhaust areas and ventilation to avoid a buildup of hazardous fumes like carbon monoxide.

Tell us how your property management company keeps your grounds safe during the winter months. Drop us a line in the comments or on our Facebook page.

How To Fill a Vacancy Fast

October 21, 2020HOA Board, property management, selling tipssperling

Are you a landlord or property owner and feel the pressure every time a renter gives their notice that they are moving on to another location? This is pretty normal and understandable especially if you have been lucky enough to have tenants that pay on time and are respectful to the property.

Once a renter has given notice there are a few ways that you can work to fill the vacancy quickly. This will result in no gap in payments and allow you to continue the rental agreement with a new person or family.

Act Immediately

If all goes as planned, landlords or property owners should have about 30 days notice when a renter announces a departure. This doesn’t always happen but when it does this time can be used to prep the unit. Take that thirty days and start marketing immediately. Start placing ads in local media outlets as well as online sites for renting.

Use this time to assess if the unit needs repairs, repainting, or any new flooring/appliances. The 30 days notice will give you ample time to make these repairs. The better the unit looks, the more likely you will get a good price and find renters quickly.

Market Appropriately

Once you have assessed the repair needs of the unit, you should begin marketing the property. Use free online sites, such as Craigslist and Zillow. Use signage in the window or on the lawn of the property so people in the vicinity can be first to know that the unit is available.

Other options for marketing include: using a real estate agent, word of mouth, property management companies, and a traditional newspaper ad. These can be placed weeks prior to the vacancy and allow you to fill the unit even before the previous owners leave.

Leverage Technology

Use technology such as digital photography, virtual tours, or 360 degree images of the space to help you rent the unit. Consider shooting a video tour of the interior of your property, as well as the outside of your apartment complex and all common areas.

Technology such as social media can also help you get the word out about the vacancy. Sharing of posts can quickly spread and make for light work of renting the unit.

Create Incentives

If you have multiple units, some property owners give incentives for other renters to attract good renters by bringing in someone they know and can vouch for. Obviously, background checks and credit checks should always still be run for each applicant, but this can help attract good renters.

How do you fill vacancies fast? Drop us a line in the comments or check out our Facebook page.

Remodeling your Unit- What You Need to Consider

October 7, 2020governing documents, HOA Boardsperling

If you own a condo, you know that there are some definite perks to condo life. Your weekends are free from mowing the lawn and taking care of the landscaping, you have access to some pretty sweet amenities, and you probably have some amazing neighbors.

Even with all the positive features associated with condo living, some owners still want to change things up within the walls of their unit. Taking down a wall, adding an architectural feature, or maybe just sprucing things up might be on your list of things to do. Before you even pick up a hammer, however, you may want to check with your Homeowner’s Association first about what you may need to do or permissions that may need to be granted before you may remodel it.

Condo Rules

Homeowner associations (HOAs) are responsible for managing condo communities. They take care of all of the common areas, the grounds, and the amenity areas. Most HOAs are responsible for any repairs needed on the outside of the unit building but are not for the interior of units. These HOAs have tight control over establishing rules that unit owners must follow, especially when it comes to remodeling.

Since your unit is probably attached to other condo units or apartments, you may need to check with your HOA about what rules apply to making changes. Not only structural issues will need to be addressed but also the noise and inconvenience that may be put upon your neighbors.

Before beginning any renovations, it is critical to examine your HOA’s condo renovation rules to see what is permissible. You can find these guidelines laid out in the Covenants, Conditions, and Restrictions (CC&Rs).

Scope of Work

Making changes to your condo could range anywhere from switching out your fixtures or hardware, to taking down walls. While the latter is not something that you would usually need permission from the association, you will need to seek approval from the board for larger renovations within your unit.

The reasoning for this is that they need to affirm that the changes will not put the structure of the building at risk or cause a nuisance to neighbors. In general, if you are taking down a wall or changing the footprint or flow of your unit, you should confirm with the homeowners association that the removal of your interior walls won’t result in damage of the condo or the integrity of the building.

The Bottom Line

Have fun planning your renovation, but be sure to check with and gain the needed HOA approval before you begin any project within your unit. You may find the bylaws a good place to start when trying to determine which improvements need approval and which can be done independently.

Staying Safe in Common Areas

September 3, 2020good neighbor, HOA Board, safety issuessperling

Some of the more appealing aspects of living in a rental unit or condo association are the amenity areas including: walking paths, the pool, tennis courts, a fitness room, or entertaining areas. Many associations pride themselves on the well-maintained and impeccably cleaned common areas that are provided to the people living within the community.

These common areas provide hours of entertainment, exercise, and places to socialize with neighbors and friends. These locations are often areas where community members can share news, celebrate, and enjoy time together.

Unfortunately, just like in any city or suburb, community members should practice good safety protocols. Let’s review a few so you and the people within your community can stay safe this season.

Swimming Safety

Swimming is such great exercise and can provide hours of entertainment for family members of all ages. Remember to follow safety guidelines that are clearly displayed in pool and hot tub areas. Avoid swimming alone and keep gates and doors locked so children can not accidentally wander into the pool area.

Walking Paths

Just like it is not wise to swim alone in case of emergency, walking alone, no matter how safe the walking paths are, is never advised. Try to always walk with a friend and wear clothing that is easily seen, especially if you are walking at night.

Property management specialists should attempt to make the paths clear of debris and as well lit as is possible. Trips and falls can be avoided with walkway lighting and well-maintained paved paths.

Fitness Rooms

Getting in a good workout after work is a great perk of living within a community. The amenity of a fitness room is a much sought after perk.

To stay safe in this area, we suggest going with a friend and wiping down all equipment after you have used it. Be sure to follow the guidelines of equipment use so you do not get injured and keep access to the facility closed to non-community members.

Entertaining Areas

Many rental units and community associations provide outdoor entertaining areas with grilling access and fire pit use. Remember to always follow the rules to using the open flame in your entertaining area and be sure that the embers are completely out before leaving after your use.

Clean up after you have used the area and alert the management if there are hazards like a grill in need of repair, gas tank that needs to be filled, or glass from broken bottles.

As community members remember that we are all aiming for the same thing, a clean and safe environment in which to live. For more articles on safety and common areas, check out our website or articles on our Facebook page.

What Renters Need to Know About Insurance

August 5, 2020association living, HOA Board, master insurance, unit insurancesperling

There are more renters today than at any other time over the past 50 years. According to United States Census data reported by Pew Research, the numbers show the increases in both rental units and homes for rent have increased greatly. Young people in their 20s and 30s are still generally the largest group that are renting, but numbers show that seniors are also beginning to see the benefits of renting.

Why Rent?

Renters are increasing in number for several reasons. The struggle to qualify for a bank loan for a mortgage has gotten more difficult, especially recently with the unemployment numbers skyrocketing. Renting may be one of the only options for young people who are saving money to make a down payment. Other renters point to amenities, the neighborhood, lease terms, and unit sizes as reasons they continue to rent.

Rent and Insurance

Aside from enjoying amenities, better neighborhoods, and convenient lease terms, many renters enjoy that much of the responsibility of maintaining the dwelling falls to the landlord, including insurance for the structure itself.

The landlord’s insurance, however, does not extend to a renter’s personal belongings such as appliances they brought to the dwelling, clothing, electronic devices, furnishings, and personal keepsakes. A fire, flood, storm, smoke damage, or break in could damage an apartment or rental house. While the landlord would be responsible for the structural repairs and renovations, the individual renter would need to replace or repair their own property within the unit. This could be extremely costly especially after a catastrophe.

Since the landlord or property management company is not responsible for the renter’s possessions, many people who rent choose to purchase renters’ insurance.

What is Covered in Renter’s Insurance?

Standard renter’s insurance covers not only the possessions in the renter’s unit, but also covers a renter’s liability in the event that a visitor is injured on the premises. That means that not only are your furnishings and expensive electronics covered, but if a friend trips and falls in your unit, your renter’s insurance can cover the medical bills.

By adding renter’s insurance to your already existing car or personal insurance policy, you will then be protected at home whether something occurs that falls to the responsibility of the landlord or if it is something you will be financially responsible for.

For more articles on insurance, check out our website or articles on our Facebook page.