COVID 19 and evolving how HOA communities govern

Everyone is facing incredibly trying situations during these unprecedented times. Homeowner Associations are no exception, as they face the mandates of enforcing dues collection or community covenants and restrictions. 

Recently, a homeowner association was in hot water by the local Houston media for seemingly going after the family for a violation enforcement on a items that was being requested by the family to have needed more time for the family to handle.  During this news report, the Houston chapter of CAI has been quoted as saying "practice compassionate leniency when possible. Our fellow Texans are facing unprecedented pressure to provide for their families." Jesus Azanza of the Houston Community Association Institute was quoted as stating to the news regarding a article about a collections notice. "It's important for boards to review their collections policy from a compassionate place. If home maintenance cost is an issue for a particular homeowner, they should ask for an extension, some management companies will grant a 60-day extension without Board approval, anything above they consult with their Board,"

This means that boards should consider the impact in several areas including:

• Collections of HOA assessments
• Enforcement of Maintenance Requirements

  At Ashoka Lion, our association managers are strongly advocating to our HOA boards to build fair and consistent guidelines to help all members of the community. It is a difficult path that homeowner associations navigate trying to ensure collection to perform basic community functions while being empathetic to the needs of homeowners. 

However, the pandemic is not simply a time to evaluate compliance for collections or repairs, but it is a time to evaluate how we can fundamentally improve our operations as HOAs and a association management company.   For our teams here at Ashoka Lion, we  are evaluating several areas:

• Homeowner Communication (moving away from mailed delivery)
• Board Meeting
• Annual Meetings
• Online Payment Options

HOA Communications Moving to Electronic and Text Messaging

During the pandemic, we have seen a surge of mail due to more items and being shipped by firms such as Amazon, and as such, people have seen delays in mail delivery. In addition, we have also seen people be more cautious on handling of mail. To better address these concerns, our platform is built with email and text communication efforts for communities. If a portion of the community participates, we can still improve chances for homeowner become aware of critical issues.  In fact, our association management teams strive to encourage homeowners to provide this information so we can improve communication by email and text. 

In addition, annual meetings and board meetings being conducted virtually has provided a unique opportunity.  Our data indicates that homeowners are participating at a higher rate than in prior in person meetings, as they can log in and listen from the convenience of their homes. By using electronic communication and online platforms to conduct meetings online (compliant to meeting requirements in the State of Texas), our association teams are providing a more convenient platform for the community to hash out important issues. Our company is working to further this goal by working with communities to insure that this is a "new normal" practice for the communities going forward. 

As our association management teams work with new and older HOA communities, we will offer traditional pay by check options, but we offer our associations online payment options using a valid checking account or credit card.  We find that many communities are excited to offer their owners these kinds of forward, progressive options to increase service and reduce collection risk. 

When an association is evaluating how to handle the pandemic and the challenges that it poses, do you have an Association management team in place that is looking for ways to innovate and thrive in the "new normal"? 

For more information about our services, please feel free to contact us for a proposal.