Introduction
If you volunteer on your HOA, condo, or co-op board, it’s important to know which responsibilities belong to the board, which are handled by your property manager, and when you need your association attorney. Knowing these roles will help your community run smoothly and avoid confusion.
This guide breaks down who does what in simple language, highlights questions to ask, red flags to watch for, and offers a handy checklist you can use to clarify responsibilities.
The Board: Your Volunteer Leaders
You, as a board member, are responsible for making decisions on behalf of the association members. Since you’re volunteers, it’s best to focus on big-picture issues and policy decisions, not daily operations.
What the Board Does
- Sets community rules and policies
- Approves budgets and oversees finances
- Makes decisions about repairs, improvements, and contracts
- Communicates with residents and handles community concerns
- Hires and supervises the property manager and attorney
Questions to Ask Your Board
- Are we making decisions based on facts and good information?
- Do we have clear financial reports and budgets to review?
- Are we regularly reviewing contracts and performance of vendors?
- How do we communicate important updates to our homeowners?
Red Flags for Boards
- Micromanaging day-to-day tasks like vendor scheduling or maintenance details
- Overlooking budget reviews or financial oversight
- Not having clear meeting minutes or written policies
- Avoiding difficult decisions or conflicts
The Property Manager: Your Day-to-Day Expert
Your property manager is a professional advisor and the person who handles the daily operations of your community. Their job is to carry out the board’s decisions efficiently and keep things running.
What the Manager Does
- Executes the board’s policies and directives
- Coordinates maintenance, landscaping, and repairs
- Handles vendor contracts and supervises service providers
- Collects assessments (dues) and tracks financial records
- Responds to homeowner questions and complaints
- Prepares regular reports for the board
Questions to Ask Your Manager
- How do you keep track of and report on community expenses?
- What is your process for selecting and managing vendors?
- How do you handle homeowner complaints and communication?
- Can you share examples of how you helped similar communities?
Red Flags for Managers
- Lack of clear, regular financial and operational reports
- Poor communication or delays in responding to homeowners or the board
- Vendors who are unprofessional or poorly managed
- Not providing references or documentation of experience
The Association Attorney: Legal Guidance and Support
Your attorney helps the board protect the association’s legal interests. They should be called on for legal advice, contract review, and helping resolve disputes, not for everyday management.
What the Attorney Does
- Reviews and advises on association documents and contracts
- Guides the board on legal obligations and compliance
- Helps enforce rules and resolve disputes when needed
- Supports collections and enforcement actions through legal channels
- Represents the association in legal matters
Questions to Ask Your Attorney
- What legal issues should the board be aware of right now?
- How do you approach reviewing contracts and policies?
- How do you keep the board informed without overwhelming them?
- When should we seek your advice proactively?
Red Flags for Attorneys
- Giving legal advice in areas outside their expertise
- Charging for routine questions without clear communication of fees
- Not returning calls or emails promptly
- Offering solutions that conflict with association documents or board decisions
Working Together: Clear Roles Make a Strong Team
Sometimes board members, managers, and attorneys can overlap or misunderstand their roles. To avoid confusion, it helps to discuss and document who handles what.
Here is a quick checklist you can use during board meetings or transitions:
| Task | Who’s Responsible? | Notes |
|---|---|---|
| Setting community rules | Board | Make decisions as volunteers |
| Approving budgets | Board | Review and approve annually |
| Day-to-day operations | Manager | Executes board policies |
| Vendor hiring and oversight | Manager | Runs RFPs and manages contracts |
| Legal advice and contract review | Attorney | Consult for legal guidance |
| Enforcement of rules and collection | Manager & Attorney | Manager handles routine; attorney for legal steps |
| Communication with homeowners | Board & Manager | Manager handles daily; board handles policies |
How to Find and Compare Managers and Attorneys
Finding the right property manager or attorney is key to a healthy community.
- Use our compare management firms tool to search and evaluate professional managers.
- You can also request proposals from multiple firms to compare services and pricing.
- Learn about the criteria we use to select and rank firms on how we rank firms.
Final Tips
- Always confirm legal and compliance issues with your association attorney.
- Keep communication respectful and clear among all parties.
- Focus the board effort on policy and oversight, letting the manager handle operations.
- Review contracts and services regularly to keep your community in good shape.
By understanding these different roles and working together, your volunteer board can lead your community successfully in 2026 and beyond.