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What does an HOA Management Company Do?

Homeowners

Homeowners typically pay dues to be part of a homeowner’s association with the idea that common areas and developments will be dealt with by those dues. Areas such as community clubhouses and playgrounds, infrastructure, and more are generally considered community property and also fall within the responsibility of the HOA board.

HOA Board Members

In most cases, HOA board members are members of their community that could make it hard for them to ask neighbors to make changes to comply with rules.

HOA Management Company

The HOA management staff relieves board members of having to face neighbors about offenses, but there are a multitude of services that go far beyond interacting with homeowners on behalf of the board.

Providing affordable profitability is why we exist.

We Understand the Challenge

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We're Addressing the Challenge

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How to Benefit from 4in10

1.

Complete Onboarding

Subscribe to 4in10 to get full access to our platform, which was created to help you become more profitable.Pricing is $2,000 per year, or $250 per month; Unless you need massive amounts of storage space, which most small businesses don’t need.

2.

Complete Onboarding

Subscribe to 4in10 to get full access to our platform, which was created to help you become more profitable.Pricing is $2,000 per year, or $250 per month; Unless you need massive amounts of storage space, which most small businesses don’t need.

3.

Complete Onboarding

Subscribe to 4in10 to get full access to our platform, which was created to help you become more profitable.Pricing is $2,000 per year, or $250 per month; Unless you need massive amounts of storage space, which most small businesses don’t need.

4.

Complete Onboarding

Subscribe to 4in10 to get full access to our platform, which was created to help you become more profitable.Pricing is $2,000 per year, or $250 per month; Unless you need massive amounts of storage space, which most small businesses don’t need.

Help us Help You!

As your Community Management company, we make board members’ lives easier and make sure the community is properly maintained.

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Frequently Asked Questions

An HOA management firm handles the day-to-day operations of a community association. It carries out the board’s decisions by organizing meetings, sending notices and agendas, taking minutes, and advising directors. It also manages accounting tasks – collecting dues/assessments, paying bills, preparing financial statements – and oversees vendors and maintenance of common area. In short, management companies exist to make life easier for volunteer board members by executing routine duties (like supervising landscaping and pool services, tracking service requests, preparing budgets, etc.) under the board’s direction.

The HOA board of directors always has the final decision-making authority. Managers or management companies act only as agents of the board: they implement the board’s policies and give advice, but they do not vote or set policy themselves. For example, an HOA manager may send violation or maintenance notices per the board’s direction, but approving or denying those actions is the board’s choice.

In Florida, an HOA’s powers come from its governing documents and state law. The association’s Declaration of Covenants, Conditions & Restrictions (CC&Rs), Bylaws and Articles of Incorporation define rules and member obligations, and Florida law (e.g. Chapter 720, the Homeowners’ Association Act and Chapter 718, for Condos) supplements those documents. By purchasing in the community, owners agree to abide by the recorded declaration and rules. Thus the HOA can only act under the authority granted by its recorded covenants and Florida statutes.

Florida HOAs are non‐profit corporations governed by Florida Statutes. Specifically, Chapter 720 (the Florida Homeowners’ Association Act) sets forth most HOA powers and obligations, and the general Nonprofit Corporation Act (Ch. 617) and other statutes (like fair debt collection laws) also apply. In addition, the community’s own declaration, bylaws and articles – recorded legal documents – form the contract between the HOA and its members. If a conflict exists, Florida law controls, so statutes trump any outdated or conflicting document provisions.

Newly elected or appointed directors in Florida have fiduciary duties and education requirements. By law, each new board member must be “certified” within 90 days of taking office. This can be done either by signing a statement that they have read and will uphold the governing documents and faithfully discharge their duties, or by completing a state-approved director certification course. Managers often assist by reminding new directors of this requirement, but it is ultimately the director’s responsibility to comply.

Florida law provides mechanisms for removing directors. For example, any director more than 90 days delinquent in dues is automatically deemed to have abandoned their seat. Certain criminal misconduct (like embezzlement or refusing to allow records inspection) automatically triggers removal. Homeowners can also recall a director by petition: Chapter 720 includes procedures for members to vote directors out at any time by majority vote, without cause.

Florida law requires HOAs to keep “official records” and meeting minutes. Official records include the declaration, bylaws, articles of incorporation, current rules, member roster, copies of contracts, financial and accounting records, etc. Board meeting minutes (noting each director’s votes) must also be kept. Upon a member’s written request, the HOA must make all official records available for inspection or copying within 10 business days (The statute even imposes a $50/day fine if the association fails to comply.) This transparency requirement means owners can review budgets, contracts, financials and other records to ensure accountability.

Yes. Florida law requires that HOA board meetings be open and noticed to all members. Generally, any gathering of a quorum of the board to conduct business must be open to owners (except for confidential topics like pending litigation or personnel issues). Associations must conspicuously post notice of all meetings at least 48 hours beforehand (or, if posting is not possible, mail each member notice at least 7 days in advance) Special meetings concerning things like special assessments or rule changes require 14 days’ notice by mail or electronic transmission (plus posting). Homeowners have the right to speak on agenda items; reasonable rules (e.g. sign-up sheets, 3-minute limit) can be adopted but cannot bar member comments altogether. Notably, Florida law expressly prohibits board members from making decisions by email or secret proxy – all votes must occur in properly noticed meetings. How can I receive notices and information from the HOA? Apart from meeting notices as above, HOAs typically inform members through mailed or emailed newsletters, a community website or homeowner portal, and bulletin boards. Florida law even allows electronic notices (email, texting apps or websites) if owners opt in. Critically, after adopting the annual budget, the board must distribute a copy of the budget to all members (or notify them how to obtain it). Likewise, once financial reports (audit, review or compiled report) are completed after the fiscal year, the board must provide those to members within 21 days of completion (and no later than 120 days after year-end). In practice, many associations post documents online or distribute them by email to ensure everyone is informed.

Owners have a statutory right to inspect official records of the association. Upon written request, the HOA must make its books, contracts, meeting minutes, membership list and other official documents available within 10 business days. Members do not need to give a reason for their request, and the association may only charge for actual copying costs (or no fee if the member uses a personal device to copy). Importantly, only legitimately “official” records are covered; purely personal emails of directors (not on association accounts) may not be official records. But any email regarding association business sent or received by the manager or on an association account generally is inspectable.

The board (often with management’s help) must prepare an annual budget outlining expected expenses and the amount of assessments to be charged to homeowners. Florida law requires the association to provide each member with a copy of the final budget or a notice that the budget is available. Before adopting the budget, the board must hold a duly noticed meeting: at minimum, the notice of a budget meeting must be posted 48 hours in advance or mailed 7 days in advance. After the board adopts the budget, it must then distribute the approved budget or a summary to all owners (for example by mail, email, or on the member portal).

Assessments (dues) are legally enforceable debts of the homeowner. Florida law and the governing documents give the association the power to charge late fees and interest on delinquent accounts. If an owner remains delinquent, the HOA can record a lien on the property and ultimately foreclose to collect the unpaid amount varnumlaw.com varnumlaw.com . Management typically sends reminder notices and coordinates collection, but the decision to foreclose is made by the board (usually with legal counsel). A management company can also help apply Florida’s lien procedures in accordance with Chapter 720.

Yes. Florida Statutes set thresholds for required financial reporting. An HOA with annual revenues of $500,000 or more must prepare audited financial statements each year; between $300,000 and $500,000 must prepare reviewed financial statements; between $150,000 and $300,000 must prepare compiled financial statements; and under $150,000 can provide a simple cash receipts-and-expenditures report beckerlawyers.com . These reports must be completed within 90 days after the fiscal year ends (or as set by the bylaws), and provided to members within 21 days of completion (no later than 120 days from year-end) beckerlawyers.com beckerlawyers.com . Notably, an association may vote by majority to waive down to a lower level of report, but owners generally have a right to the highest level required by law unless they agree otherwise.

Yes. Florida law mandates that associations establish a reserve account for capital expenditures and deferred maintenance (e.g. roof replacement, painting, irrigation systems, etc.) steadily.com hopb.co . The budget must identify what funds (if any) are set aside as reserves steadily.com hopb.co . Many associations hire a reserve study to estimate future needs and ensure the reserve is adequately funded. If the reserve funding falls below 75% of the recommended level, Florida law grants certain rights to owners (notifying them if the association adopts a waiver). Management companies assist by including reserves in the budget and tracking the reserve account.

Florida Statutes require that any contract for goods or services exceeding 10% of the annual budget must be competitively bid, unless it falls under specific exemptions (e.g. insurance, legal, management contracts) hopb.co . In practice, this means the board and manager should solicit at least three bids for any large expenditure (new landscaping contract, major repair, etc.) to ensure the HOA gets the best price. Management firms typically have procedures for handling bids and may recommend vendors, but must follow these bidding rules.

The HOA (through its management) is responsible for upkeep of all common areas and shared facilities. This includes amenities like parks, roads, landscaping, pools, clubhouses, streetlights, and any structural components that serve multiple homes (such as community roofs, shared driveways or underground utilities) steadily.com . Management companies arrange for regular inspections and contract crews (landscapers, painters, plumbers, etc.) to maintain these areas. Homeowners are responsible for maintenance inside their own property (lawns, private roofs, interior plumbing, etc.) unless the community’s rules specify otherwise.

Homeowners should report any needed repairs (e.g. streetlight out, sidewalk crack, common-area plumbing leak) to the management company using the established procedure. Many communities use an online portal or service request form, or homeowners can call/email the management office. The management company will then schedule the repair with an appropriate vendor and follow up until the work is done. For emergencies (flooding, electrical hazards), most managers also have an emergency after-hours contact.

Most HOAs have an Architectural Review process for exterior modifications (painting, building a fence, etc.). Florida law requires the HOA’s Architectural Review Board (ARB) to act on complete applications within a reasonable time – typically 30 to 60 days ferrerlawgroup.com . New Florida legislation (2024) mandates that if an ARB denies a request, it must cite the specific governing document provision that supports the denial ferrerlawgroup.com . In practice, homeowners should submit a full application to the ARB and the HOA must provide written approval or denial (with reasons) within the statutory timeframe. If the ARB does not respond in time, the request may be deemed approved under Florida law (so it’s important that the HOA follow its 30-day review rule) ferrerlawgroup.com .

Enforcement typically begins with a notice or warning letter to the homeowner. If a violation persists, the board may impose fines or suspend privileges (like pool or clubhouse use). Under Florida law, any fine or suspension generally requires an impartial hearing before the penalty becomes due varnumlaw.com . In other words, before collecting a fine, the HOA must give the owner an opportunity to present their case to a neutral committee. Often a standard fine schedule (e.g. $25/day for a particular violation) is set in the rules, and managers handle the process of notifying owners and arranging hearings.

Florida law permits fines of $1,000 or more (totalled) to be converted into a lien on the owner’s property varnumlaw.com . Smaller fines are typically collected through standard procedures (payment plans or small claims court). Management companies track fine accounts and can help the board document and, if necessary, escalate serious delinquencies to liens in compliance with the governing statutes.

Owners have the right to the hearing process noted above. If you disagree with a fine or belief you are in compliance, you can request the mandated hearing (the board must notify you of your right to a hearing when fining you). If disputes remain after the hearing, Florida statutes require that homeowners use arbitration or mediation (for things like elections and recalls) as a next step before filing a lawsuit www2.myfloridalicense.com www2.myfloridalicense.com . An HOA manager can explain the association’s enforcement policies, but a lawyer is often needed for legal challenges.

Yes, HOAs can enforce rules on renting and pets if these are in the covenants. (Recent Florida laws restrict the HOA’s ability to change existing rental allowances beyond certain limits, so any rental caps must be in place already.) Similarly, HOAs commonly have pet restrictions (number, size, breeds) in their rules. The board enforces these by written notices and, if needed, fines. Any enforcement must still respect the hearing procedure for fines, and rules must comply with state laws (for example, breed-specific bans can be legally tricky). Management companies typically handle the paperwork (violation notices, fence approvals for pets, etc.) while the board makes the policy decisions.
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