Maintenance is one of the most essential functions of any homeowners association (HOA). It helps preserve property values, ensures safety, and maintains the quality of life for residents. But before hiring an HOA maintenance company, it's critical for board members to understand which responsibilities fall under the association’s purview.
The governing documents—especially the Covenants, Conditions & Restrictions (CC&Rs)—lay out maintenance obligations in detail. Typically, the HOA is responsible for common areas such as clubhouses, sidewalks, shared landscaping, pools, and building exteriors (in condos). Regular inspections are vital, and having an HOA maintenance checklist on hand helps board members ensure nothing is overlooked.
CC&Rs often define maintenance duties with terms like:
Homeowners are generally responsible for the upkeep of their private lots or units and any exclusive-use areas unless otherwise specified. However, state laws may further define these responsibilities. In California, for instance, statutes clearly identify "separate interests" and the scope of HOA duties. Board members should consult legal counsel or their management company to clarify any ambiguities in their own jurisdiction.
Even when homeowners are responsible for specific areas, negligence can shift liability. For example, if the HOA is in charge of maintaining roofs and fails to address a known leak, they may be liable for damage to the interior unit caused by their neglect. This is why liability insurance and property insurance are crucial for HOAs. Homeowners should also be encouraged to carry adequate insurance to protect against potential disputes and damage.
One of the best tools an HOA board can create is a maintenance responsibility chart (or matrix). This document clearly outlines which party—association or homeowner—is responsible for each area or element in the community. This avoids confusion, helps prevent disputes, and supports transparency.
To develop this chart:
Most regular maintenance tasks are already accounted for in the association’s annual budget and covered by homeowners’ monthly dues. However, unexpected repairs may necessitate special assessments. Boards should ensure that reserve funds are adequately funded and align with projected long-term maintenance needs.
If an HOA fails in its maintenance duties, homeowners have several options:
Maintaining common areas is not just a duty—it’s a legal obligation. Neglect can lead to safety hazards, lawsuits, and declining property values.
When it comes to carrying out these tasks, boards must decide whether to hire in-house maintenance personnel or outsource to a professional maintenance company.
Cost Efficiency
Hiring in-house staff may appear cost-effective, but it often requires investment in wages, benefits, tools, and training. A professional company offers predictable pricing and may be more cost-effective long-term, especially for large or complex communities.
Work Quality and Expertise
Maintenance companies typically have trained, certified staff with a broader skill set and access to up-to-date tools and technology. While in-house staff can be trained, the time and cost involved may outweigh the benefits.
Responsiveness
In-house staff offer faster response times during emergencies. However, many maintenance companies offer emergency services as part of their agreements. Boards should clarify turnaround expectations during contract negotiations.
HR and Compliance
Outsourcing reduces the HOA’s risk exposure to employment-related liabilities such as wage disputes, benefits administration, and performance management. This is especially valuable for associations with no prior HR experience.
When your HOA decides to hire a maintenance company, follow these steps to ensure you select the right partner:
1. Take Your Time
Avoid rushing the process. It’s better to temporarily rely on interim services than to commit to the wrong company. Choosing poorly could cost more in the long run due to subpar work, miscommunication, or delays.
2. Create a Clear Scope of Work
Before hiring, define what you expect the company to handle. This includes routine services like landscaping, seasonal tasks like snow removal, and emergency repair procedures. Be clear about how issues are reported and escalated.
3. Evaluate Qualifications
Ask candidates to outline their licensing, certifications, and insurance coverage. Request references and look for companies that have experience working with HOAs of a similar size and structure.
4. Use Skill Rating Checklists
Develop a checklist of desired skills (e.g., plumbing, electrical, landscaping) and have candidates rate their expertise. Interviewers should use the same form to assess skill levels and note gaps or strengths during the hiring process.
5. Involve the Supervisor or Manager
Always include the person who will supervise the maintenance staff in the interview and vetting process. Compatibility between the manager and the crew is critical for long-term success.
Reliable maintenance is a cornerstone of effective community management. It protects property values, enhances curb appeal, and keeps residents safe and satisfied. Whether your HOA hires in-house or outsources to a professional company, the key is to be informed, deliberate, and transparent in your process.
If your association is ready to streamline maintenance operations and boost efficiency, partnering with an experienced property management company can help. Gordon James Realty provides full-service management solutions, including vendor oversight and maintenance coordination tailored to your community’s unique needs. Learn more about our HOA management services here or contact our team to get started today.
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