Your Guide to the Key HOA Board Responsibilities

Your Guide to the Key HOA Board Responsibilities

When you move into an HOA property, the first thing that comes to mind is the HOA fees. It's what we associate with community residences, and most people focus on how much they will pay and whether it fits their budget.

But there's another side to this. HOA fees are there for a reason, and they play an essential part in maintaining a pristine and much-loved Grand Rapids, Michigan, community.

Here is an overview of some of the primary responsibilities of the HOA board.

HOA Rules

Every HOA has rules for the community to follow. These rules encompass many things, like property presentation rules and on-time payment of HOA fees.

The board is responsible for setting these rules and ensuring that everyone in the community follows them.

That means some admins work to track residents' obligations, such as fee payments, plus inspections to ensure properties are kept as expected.

Financial Management

When boards collect fees from residents, they need to allocate those funds to running the HOA. So, there are several responsibilities regarding financial management and budgeting.

The HOA will prioritize spending and track costs, looking for ways for residents to get more for their money. They'll also need to keep a contingency fund aside for emergencies.

A HOA board is accountable to the rest of the community. Therefore, they must provide an annual income and expense report for transparency.

Property Maintenance

A HOA community will have shared areas like roads, landscapes, and parks that need maintenance. The HOA will oversee this. They track what needs doing and schedule work with the relevant contractors.

HOAs occasionally have emergency issues to handle, like repairing communal areas after an extreme weather event. They also maintain communal buildings such as gyms and community centers.


Excellent communication is at the heart of any thriving community. An HOA board oversees this, ensuring every resident has the same information.

Depending on the circumstances, they'll use a combination of emails, newsletters, meetings, and one-to-ones. Effective communication reduces questions and worries and allows residents to feel involved.

Conflict Management

Sometimes, things go wrong in an HOA community. You may have neighbors who argue over a boundary fence, or you may face an unhappy community because something isn't working as it should, like security cameras.

HOA boards are there to represent all parties and help resolve conflicts. They might schedule a meeting or listen to people one-on-one to hear their concerns.

Community Planning

People love living in a HOA community because it offers a luxury environment with amenities and beautiful surroundings. But that needs to evolve to keep up with the times.

HOA boards take charge of overseeing future developments.

They will listen to residents, gather ideas, and plan future upgrades. They'll also help generate ideas about features that can support the community, like introducing state-of-the-art security.

HOA Board Responsibilities: Preserving Your Community

Great housing communities are worth preserving. So it's essential to have an HOA board that can take a proactive approach to the responsibilities we've set out in this guide.

PMI West Michigan is part of an international brand with a reputation for excellence in property management. We also provide management support to housing associations in Grand Rapids, Michigan. You can discover more by visiting our services page.