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From managing finances and enforcing rules to planning events and holding meetings, HOA board members juggle a wide range of responsibilities. Residents trust their elected board to protect the association’s interests, meet fiduciary obligations, and ensure the community remains a great place to live.
As the year enters its second half, now is the perfect time for HOA boards to pause, assess, and make adjustments. A mid-year review helps prevent surprises, supports compliance, and sets your community up for a strong finish—and an even stronger start to 2025.
Below are 10 critical items every HOA board should review before the end of the year to keep operations running smoothly and residents informed.
1. Legislative and Regulatory Updates
HOAs continue to be a growing focus for local and state governments. New laws or regulatory changes may impact everything from governance and transparency to budgets and reserve requirements.
Review any recent or upcoming legislation that could affect your community and take steps to ensure compliance. When in doubt, consult your community association manager or HOA attorney to avoid costly missteps.
2. Insurance Policies and Coverage
HOA insurance protects the association and its members from liability, property damage, and unexpected losses—and it’s often legally required.
Before policies renew, review:
- Policy expiration dates
- Coverage limits
- Terms and exclusions
- Deductibles
- Premium costs
Ensuring your coverage aligns with current community needs can help minimize risk and avoid gaps in protection.
3. HOA Technology and Software
Technology plays a critical role in modern HOA management. If your association already uses HOA software, conduct a review to confirm it’s delivering real value. If not, now may be the time to upgrade.
Dedicated HOA management platforms like TownSq help simplify board operations with tools for:
- Online assessments and payments
- Community-wide communication
- Digital voting and surveys
- Secure document storage
- Amenity reservations
- Event calendars
The right technology reduces manual work, improves transparency, and keeps residents engaged.
4. HOA Rules, Bylaws, and Governing Documents
Community needs evolve—and your governing documents should reflect that. Review HOA rules, regulations, and bylaws to ensure they are:
- Clear and up to date
- Enforceable
- Aligned with current community priorities
If updates are needed, communicate changes clearly and make documents easily accessible to residents to avoid confusion or disputes.
5. HOA Committees and Volunteer Support
Committees are an effective way to share the board’s workload and increase homeowner involvement. Identify areas where additional oversight or support is needed and recruit volunteers accordingly.
Common HOA committees include:
- Social or events committees
- Welcome committees
- Architectural review committees
- Landscaping committees
- Neighborhood watch committees
- Budget or finance committees
Strong committees help boards stay focused on strategic decisions while fostering community engagement.
6. Vendor Contracts and Service Providers
Most HOAs rely on third-party vendors for landscaping, maintenance, security, and more. Take time to review existing contracts and evaluate vendor performance.
Consider:
- Are service levels meeting expectations?
- Are pricing and terms still competitive?
- Are there opportunities for discounts, renewals, or referrals?
If a vendor no longer aligns with your community’s needs, exploring alternative options may lead to better service or cost savings.
7. Emergency Preparedness and Safety Plans
Prepared communities are safer communities. Review emergency action plans for inclement weather, natural disasters, and other emergencies to ensure they are current and actionable.
Safety plans should clearly outline:
- Emergency contacts
- Communication procedures
- Evacuation or shelter guidance
- Roles and responsibilities
Regular reviews help protect residents and reduce confusion during high-stress situations.
8. Community Calendars and Events
Engaged residents are happier residents. Planning events and meetings in advance helps boost attendance and strengthen community connections.
Update your HOA calendar with:
- Annual meetings and board meetings
- Community events and social gatherings
- Maintenance schedules
- Inspections or renovations
- Building closures or parking restrictions
- Staff out-of-office dates
Sharing this information digitally ensures residents always know what’s happening in the community.
9. HOA Finances and Budget Health
Financial stability is one of the board’s most important responsibilities. Review the association’s budget, expenses, and reserve accounts to ensure funds are being managed responsibly.
Mid-year is a good time to:
- Evaluate budget performance
- Review reserve studies
- Consult with your CPA
- Plan for upcoming capital expenses
Clear financial oversight builds trust and helps prevent future shortfalls.
10. Communication Channels and Resident Engagement
Strong communication is the foundation of a successful HOA. Assess whether your current communication methods are effective, consistent, and accessible.
Confirm that:
- Resident contact information is up to date
- Emergency communication processes are clear
- Residents know where to find documents, updates, and support
Centralized communication platforms reduce confusion and help boards stay connected with homeowners.
Get Your HOA Ready for 2025 with TownSq
HOA board members must stay organized, informed, and efficient to lead their communities effectively. TownSq is an all-in-one HOA management platform designed for board members, residents, and management companies—making community leadership simpler and more connected.
With powerful tools for communication, engagement, finances, and document management, TownSq helps communities collaborate with confidence and transparency.
Ready to see how TownSq can support your HOA? Schedule a free demo today and discover how easy community management can be.
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