Administrative management
The board of an HOA maintains records and corresponds with and on behalf of all owners of an apartment right in the HOA.
On this page
Many tasks of an HOA arise from a legal obligation. Other tasks arise from the deed of division (articles of association) of the HOA and/or decisions of the Meeting. Use the overview below to read more directly about a specific topic:
Tasks from legal obligations
According to the law, the board must, on behalf of the HOA, carry out the following tasks among others:
- Maintaining proper member records for the HOA members;
- Collecting and administering member contributions and conducting correspondence about this;
- Collectively insuring and keeping sufficiently insured the real estate owned by the association;
- Preparing a financial final settlement for the notary upon transfer of an apartment right;
- When a new member acquires an apartment right, this member is registered and receives a welcome letter, the latest minutes of the owners’ meeting, the household regulations, the approved budget, the advance contribution, and other relevant documents from the last owners’ meeting;
- Preparing the owners’ meeting at least once a year and ensuring the notice of meeting, agenda and meeting documents, attendance list, and minutes of that HOA meeting;
- Executing decisions of the HOAs owners’ meeting.
Tasks from the deed of division (articles of association)/household regulations
The board must, on behalf of the HOA, carry out the following tasks from the HOAs articles of association among others:
- Explaining the HOA rules, the deed of division, the applicable articles of association, the law, and the household regulations to the HOA members;
- Complying with the provisions of the deed of division with its articles of association, the household regulations, and the decisions of the HOAs owners’ meeting;
- Being the first point of contact and secretariat of the HOA for correspondence and the HOA archive;
- Conducting correspondence with individual members regarding HOA matters;
- Handling insurance matters regarding the common areas of the HOA;
- Providing advice to individual members on HOA matters;
- Monitoring payment arrears and, if necessary, arranging payment plans and/or engaging third parties to conduct legal collection procedures on behalf of the HOA.
Tasks from owners’ meeting decisions
From the Meeting’s decisions, the following tasks among others must be carried out by the board on behalf of the HOA:
- Recording in writing agreements with, or decisions made by, the owners’ meeting about matters between individual owners and the HOA;
- Preparing, arranging, and sending newsletters, publications, or information to HOA members electronically or otherwise.
Support a board by a professional HOA manager
Given the complexity of the above tasks for administrative management, an HOA often decides to appoint a professional HOA manager in addition to the board. A professional HOA manager relieves the board of carrying out administrative tasks. A professional HOA manager is engaged with knowledgeable execution. Periodically, the professional HOA manager reports to the board so that the board is fully informed of the HOAs operations but does not have to deal with daily affairs.
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