HOA Management Company vs. Board: What’s the Difference—and How AMG Supports Your Community

Understanding the roles that drive effective HOA leadership in the Carolinas

Meta Summary (for search engines): Learn the difference between HOA boards and professional management companies. Discover how Association Management Group (AMG) supports homeowner associations across North and South Carolina with reliable, board-directed community management services.

At Association Management Group (AMG), one of the most common questions we hear is: Who’s really in charge—the HOA board or the management company?

This is a common source of confusion in many neighborhoods. While both the board and management company play vital roles, their responsibilities are very different. Understanding the distinction helps homeowners, board members, and residents work together more effectively—and reduces unnecessary friction.

Let’s explore how HOA boards and professional management firms like AMG collaborate—and how we help boards lead their communities with confidence.

The HOA Board: Elected Decision-Makers for Your Community

According to the Community Associations Institute (CAI), an HOA’s Board of Directors is the elected governing body of the association. These individuals—often volunteers—are responsible for making high-level decisions on behalf of the community. Board duties typically include:

• Approving and managing the annual budget

• Creating or updating rules and policies based on the governing documents

• Selecting and overseeing service vendors

• Enforcing the HOA’s covenants and bylaws

• Communicating with homeowners and addressing community needs

Ultimately, the board holds decision-making power and legal responsibility for the association. Management companies, by contrast, do not have authority to make decisions for the board or act independently.

The HOA Management Company: Operational and Administrative Support

This is where AMG comes in. As a professional HOA management company serving North and South Carolina since 1985, AMG partners with boards to handle the day-to-day administrative, financial, and operational functions—always at the direction of the board.

Here’s how AMG supports your HOA board:

• Preparing draft budgets and financial reports for board review

• Coordinating maintenance and vendor services selected by the board

• Assisting with financial recordkeeping and expense tracking

• Helping facilitate communication with homeowners and vendors

• Guiding board meeting preparation and compliance reminders

• Coordinating the implementation of board-approved actions

We serve as an operational extension of the board—not a replacement for it. All authority remains with your elected leaders. AMG’s role is to streamline the process, increase transparency, and support better decision-making.

Common Misconceptions—Clarified

Many homeowners confuse the role of the management company with that of the board. Let’s clear up a few frequent misunderstandings:

• Myth: The management company makes the rules.

  • Reality: The board creates or amends community rules. AMG helps distribute and communicate them.

• Myth: AMG can waive my dues or fines.

  • Reality: Only the board has the authority to grant exceptions. AMG supports the enforcement process based on board-approved policies.

• Myth: AMG chooses which vendors to hire.

  • Reality: The board makes final vendor decisions. AMG gathers proposals, shares insights, and coordinates the work once approved.

Why This Partnership Matters

When HOA boards and management companies clearly understand their roles, it helps reduce miscommunication, increase homeowner trust, and strengthen overall operations.

AMG’s decades of experience allow us to support HOA boards in achieving:

• Faster response times and streamlined operations

• Stronger vendor relationships with better coordination

• Improved homeowner communication and transparency

• Reduced administrative burden so the board can focus on leadership

We’ve proudly served hundreds of communities across Greensboro, Kernersville, Raleigh, Charlotte, Columbia, and beyond—delivering tailored HOA support with a local touch.

Let’s Strengthen Your HOA Together

Ready to simplify board responsibilities and improve operations in your community? Contact AMG today to learn how our HOA management services support boards and communities across North and South Carolina.

For more information, visit AMGworld.com or explore educational resources at

CAIonline.org.

HOA Pool Rules & Resident Etiquette: How AMG Helps Boards Manage Shared Amenities

Managing shared amenities like pools is one of the most common and sensitive responsibilities faced by homeowner associations in the Carolinas. At Association Management Group (AMG), we help HOA boards in North and South Carolina create and communicate effective pool policies that promote safety, reduce conflict, and build a stronger sense of community — without adding extra burden to board members.

Supporting the Board in Policy Development

Whether it’s drafting seasonal pool use guidelines or revisiting existing rules, AMG provides administrative and operational support to help HOA boards carry out their governance responsibilities. This includes offering sample rule templates, scheduling board workshops to discuss resident concerns, and facilitating the board’s review and adoption process in alignment with governing documents and legal counsel guidance.

We also assist boards with vendor coordination to ensure the pool area is well-maintained and help flag potential areas of concern for discussion with legal or insurance professionals. Our goal is to reduce the board’s workload so they can focus on leadership while AMG handles the logistics behind the scenes.

Encouraging Resident Cooperation Through Communication

Clear and consistent communication helps HOA boards avoid conflict and build trust — especially during high-traffic pool season. AMG supports boards by developing communication strategies that promote resident understanding and cooperation. From newsletters and signage to email reminders and community portals, we help boards explain the reasoning behind each rule — whether it’s public health guidance, safety considerations, or preserving shared facilities.

When rule violations occur, we assist the board with documentation and follow-up procedures outlined in the governing documents. AMG ensures the process remains board-led and compliance-focused while providing the administrative support needed to carry it out smoothly.

Promoting a Respectful Pool Environment

A respectful and enjoyable pool environment reflects strong leadership and clear expectations. AMG stands beside HOA boards to support the adoption of fair, community-tailored policies that promote a positive culture at the pool. Our tools, experience, and industry insights help minimize resident frustration and foster shared responsibility for amenity use.

Our support helps reduce board member stress, streamline communication, and improve resident satisfaction — especially during summer months when pool traffic is at its highest.

Additional Resources for HOA Boards

For more tools and templates on managing shared amenities:

• Visit the Community Associations Institute (CAI) for national HOA best practices.

• Browse our growing collection of HOA board resources and blog articles at AMGworld.com.

Ready for a Stress-Free Pool Season?

Let AMG handle the logistics while your HOA board leads with confidence. Contact our experienced community management team in North and South Carolina today to learn how we can help you improve communication, streamline rule enforcement, and support resident satisfaction.

Should an HOA Get Involved in Rezoning Matters?

Understanding the Role of Community Associations in Local Development Decisions

The recent lawsuit by residents of New Irving Park in Greensboro, NC, challenging a rezoning decision that would allow eight townhomes in their single-family neighborhood, has raised important questions for homeowner associations (HOAs) and condominium boards. Should your HOA get involved in rezoning efforts? And if so, how? At Association Management Group (AMG), we believe that supporting board members in navigating these complex issues—without overstepping legal or governance boundaries—is part of our value as an accredited, advisory-focused management company. Below, we explore the considerations and the compliant, strategic role HOAs might play.

When and Why HOAs Might Consider Getting Involved

While HOAs are not land-use authorities, their boards may wish to monitor or engage in rezoning proposals that affect property values, neighborhood character, traffic patterns, or infrastructure use.

• Boards may choose to get involved when:

• Rezoning affects property values or the quality of life of homeowners.

• Density increases strain infrastructure, green space, or safety.

• The proposed use contradicts the original development intent that owners relied on when buying homes.

• The association is asked to weigh in by the city, developer, or residents.

How an HOA Can Engage—Without Overstepping

While it may be tempting for a board to speak on behalf of the community, it’s essential to remember that boards must operate within their legal and fiduciary boundaries. AMG helps boards:

• Coordinate with legal counsel to determine what the board is legally permitted to say or do.

• Organize owner forums or surveys to gauge community sentiment.

• Support homeowner education by sharing meeting notices or public hearing details.

• Refer questions to professionals, rather than interpreting zoning laws directly.

• Present well-organized information to the board to support transparent, documented decision-making.

What HOAs Should Avoid

To protect the association from liability or overreach, boards should avoid:

• Issuing blanket positions without a member vote or legal review.

• Making public statements that suggest authority they don’t have.

• Interpreting zoning law or city policies without attorney guidance.

• Engaging in political activity beyond the scope permitted by governing documents.

AMG’s Role: Support Without Overreach

As an accredited AAMC® firm (Accredited Association Management Company) by CAI, managing more than 30,000 homes across the Carolinas, AMG empowers boards with clear, compliant options. With a 4.7-star Google rating and average manager tenure over 10 years, our proven experience helps your board lead with confidence. Here’s what AMG does—and doesn’t do—when zoning issues arise:

• We support boards in understanding how proposed zoning changes may impact their community.

• We help coordinate with legal counsel, city departments, and homeowners.

• We facilitate communications, surveys, and meetings.

• We don’t offer legal opinions, make zoning decisions, or speak for the board without direction.

Final Thoughts: A Strategic, Thoughtful Approach

Whether your board chooses to engage in rezoning issues depends on your community's values, governing documents, and legal advice. But one thing is certain—boards should never navigate these situations alone. As one board president recently said: "AMG helped us stay organized and compliant when development came knocking on our doorstep. They gave us the tools—not just opinions."

Ready for Expert Support?

Schedule a Complimentary Management Assessment to see how AMG can help your board confidently lead through growth and change—without overstepping its authority.

Visit AMGworld.com/info-request-for-proposal to get started.

Neighborhood Fights Back on Rezoning

Fourteen residents of Greensboro’s New Irving Park neighborhood are suing the city to block a rezoning that would allow eight townhomes on a 0.86-acre lot in their predominantly single-family area. They argue the rezoning constitutes illegal spot zoning that benefits only the developer, B.J. Johnson, while harming property values and the neighborhood’s character. The city defends the rezoning as consistent with nearby developments and necessary to meet housing goals, including adding 10,000 units by 2030. The case underscores the growing tension between preserving neighborhood identity and addressing Greensboro’s housing shortage.

Read More: NewsAndRecord

Why Your HOA Needs Cybersecurity Insurance

Both your homeowners association and the master association are required by law (Senate Bill 378) to maintain cybersecurity insurance of at least $5 million to protect against data breaches and cyber threats, especially when handling online homeowner payments. Even if payments are processed through insured banks, the HOA must still carry cyber insurance to protect against cyber-theft claims. Regarding tree replacements, unless specified by governing documents or city codes, the association may replace mature trees with smaller saplings at their discretion. Finally, HOA board members cannot live in the same residence or be closely related within the third degree if they serve together on the board, per Nevada statute NRS 116.31034.

Read More: ReviewJournal

Change hits NC real estate

The real estate market is undergoing a major shift, driven by a convergence of economic pressures, regulatory changes, and evolving consumer behavior—especially in North Carolina. A recent conversation with veteran broker Sandy McAlpine revealed that this isn’t just a market slowdown, but a complete transformation requiring real skills, strategy, and resilience. From the NAR commission settlement to high mortgage rates and investor struggles in short-term rentals, many once-thriving agents and homeowners are now facing gridlock and financial strain. The “easy money” era is over, and with new legislation targeting wholesalers, the industry is entering a more regulated, skill-driven phase where only the intentional will thrive.

Read More: CarolinaJournal

Smarter Group Decisions Lead to Stronger Communities

What Every HOA and Condo Board Should Know About Structuring Better Decision-Making

Serving on a homeowners association or condominium board is a meaningful way to give back to your community—but it’s rarely simple. Most decisions are made in groups, often under time pressure, with limited information and competing opinions. The process matters just as much as the outcome.

Research and real-world experience show that how a board makes decisions—how agendas are framed, how discussions are guided, and how diverse views are surfaced—directly impacts both the quality of the decision and the community’s confidence in it.

At AMG, we’ve spent decades supporting HOA and condo boards across the Carolinas. One key insight we’ve gained: Boards don’t need more opinions—they need better structure.

Keys to More Effective Board Decisions:

Clarity Before Consensus: A good meeting starts with a clear understanding of the issue, the context, and the options available. Board members need space to ask questions, raise concerns, and examine trade-offs before feeling pressured to align.

Participation, Not Just Attendance: The best decisions happen when all members—not just the most vocal—contribute. Simple tools like open-ended discussion prompts, equal speaking time, or anonymous polling can change the dynamic.

Outside Expertise, Well-Timed: Legal, financial, and technical issues often require outside professionals. But the value of those experts is greatest when boards are prepared—when they’ve defined what they’re trying to solve and where they need guidance.

Supportive Facilitation: Having a professional manager who knows how to frame issues, guide discussion, and track follow-up can be the difference between a meeting that meanders—and one that moves forward.

AMG’s Board Empowerment Framework™ is built around these principles. It reflects not just our decades of community management, but the leadership of our CEO, Paul Mengert—a former national Educator of the Year for the Community Associations Institute, a frequent lecturer at Wake Forest Law School, and an instructor in decision-making at the Harvard Business School alumni program in Charlotte for over 19 years.

Does every board meeting run perfectly? No. But over time, boards that invest in stronger processes tend to make better decisions—and communities that make better decisions tend to be more satisfied.

That’s why AMG places such a strong emphasis on manager quality, decision facilitation, and long-term partnership. We don’t just manage properties—we help boards govern. And while no system guarantees perfect results, our clients tend to stay with us—many for over 40 years. In fact, our average client tenure exceeds industry expectations, and so does our manager retention.

If you’re curious how your board could benefit from this approach, we invite you to take the first step.

Schedule a Complimentary Management Assessment. Better decisions start with better structure—and that’s something every board deserves.

AMG is Often Asked, “What is a Commercial Vehicle” in an HOA? It Might Be Time to Clarify.

In many established communities, the covenants, conditions, and restrictions (CC&Rs) were written decades ago—often before today’s mix of residents, vehicles, and lifestyles took shape. It’s not uncommon for HOA boards to find themselves facing gray areas when it comes to enforcing parking restrictions, especially around “commercial vehicles.”

When the Rules Are Vague, Enforcement Gets Risky

One of the most common enforcement challenges for HOA boards is defining what a “commercial vehicle” actually is. The term might be used in your governing documents—but if it’s not clearly defined, and it’s often not, you’re left navigating a moving target.

Here’s where it gets tricky: without a published, board-approved policy or definition, one resident’s work van might be considered acceptable while another’s wrapped SUV draws complaints. The result? Frustration, uneven enforcement, and potential conflict.

Consider These Key Questions

When reviewing or establishing rules around commercial vehicles, boards often ask:

• Is the concern the size of the vehicle, or the fact it’s used for work?

• Are visible logos or mounted equipment the issue?

• Should emergency vehicles like police cruisers or rescue units be treated differently?

• Are there clear safety or parking limitations that make certain vehicles impractical?

Every community is different. For some, aesthetics are the priority. Others focus on preserving space in limited parking areas. Either way, what matters most is consistency—and that starts with clarity and member engagement  

Boards May Have Options—But They Need a Clear Policy

If your CC&Rs don’t define what qualifies as a commercial vehicle, your board may have the authority to adopt community rules or a policy that fills in those gaps. These policies or rules can outline specific characteristics that are prohibited—such as exterior signage, ladder racks, oversized dimensions, or utility trailers.

Important: Coordinate with your HOA attorney to make sure any proposed policy aligns with your governing documents and applicable laws. A written, board-approved rule—especially if recorded or published formally—can go a long way in helping to ensuring enforcement is fair, transparent, and consistent.

How AMG Helps Boards Navigate the Gray Areas

At AMG, we are not lawyers but expert facilitators. We don’t provide legal advice. Instead, we assist you in finding the most effective lawyers for each specific matter, thereby saving you headaches, time, effort, and financial resources. AMG supports your board by helping you get organized around enforcement policies, coordinating with legal counsel when needed, and ensuring homeowners are clearly informed about the board’s decisions.

Our role is to streamline the process, document policies professionally, and support consistent communication and follow-up—always under the direction of the board.

Why Board-Led Policy Matters

• Protects the Board: A clear rule reduces ambiguity—and legal exposure—for board members making enforcement decisions.

• Respects Residents: Everyone knows the standard and can plan accordingly.

• Supports Uniformity: No guessing, no favoritism, no back-and-forth drama.

Ready to Simplify Parking Enforcement?

If your community is wrestling with vehicle rules or any other compliance gray area, AMG can help your board regain clarity and confidence. From policy coordination to documentation and communication support, our team delivers professional, high-touch service that makes self-governance less stressful—and more effective.

“AMG helped us establish a fair and enforceable vehicle policy that finally put an end to confusion and conflict. Their guidance was a game-changer for our board.”

— HOA Board Member, Greensboro, NC

Schedule a Complimentary Management Assessment

Let’s talk about what’s working—and what’s not—in your community. Get expert support without added stress.

Click here to schedule your Complimentary Management Assessment today.

Why Your Homeowners Insurance Premium May Have Spiked—and What You Can Do About It

Information Provide By:  Association Management Group (AMG)

If you’ve recently opened your homeowners insurance renewal, you may have noticed a major jump in your premium. You’re not alone. Across the country, homeowners are seeing rate increases averaging 20 to 30 percent—and in some cases, even more.

While these increases can be frustrating, there are reasons behind them—and several practical steps you can take to manage the situation.

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Why Are Rates Rising So Sharply?

Several industry-wide factors are contributing to higher homeowners insurance premiums:

Inflation in Construction Costs

The price of building materials and labor has risen dramatically, which increases the cost to rebuild or repair your home after a loss. Insurers factor this into your premium.

More Severe Weather Events

From hurricanes to hailstorms and wildfires, natural disasters have become more frequent and damaging. Even if your home hasn’t been affected, insurers are adjusting premiums across the board to account for higher risk.

Higher Reinsurance Costs

Insurance companies also purchase insurance—called reinsurance—to protect themselves against large-scale losses. The rising cost of reinsurance is now being passed along to homeowners.

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What You Can Do as a Homeowner

Although these trends affect most policies, you may have options. Here are some practical steps you can take:

Speak with Your Insurance Agent

If your premium has increased significantly, reach out to your agent or broker and ask for an explanation. You can request a breakdown of the factors that contributed to the change. They may also be able to shop your policy with other carriers to find a better fit.

Check for Errors or Outdated Information

Sometimes insurers use outdated photos or incorrect assumptions when assessing your home’s condition. You may want to ask for documentation—like inspection notes or satellite images—so you can verify their accuracy.

Ask About Discounts or Credits

Some insurance companies offer discounts for home safety improvements, such as a new roof, security system, or updated wiring. Your insurance professional can tell you whether such upgrades might lower your premium.

Review Your Insurance-Based Credit Score

Some insurers use a credit-based score to help determine risk. If yours hasn’t, ask your agent whether your good credit history could help reduce your rate with a different carrier.

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If Your Policy Was Not Renewed

In some cases, homeowners receive notice that their policy will not be renewed—often with little explanation. If that happens:

Act Quickly

Reach out to your insurance company or broker as soon as possible. If repairs are needed, ask if they’ll grant a short extension while you address the issue.

Request Supporting Materials

Ask for any reports, inspection results, or images used in their decision. If the information is incorrect, consider hiring a licensed professional (like a roofer or home inspector) to provide updated documentation.

Explore Other Insurance Options

If your current insurer will not continue coverage, don’t wait. You should begin exploring other carriers right away. A local insurance professional can help identify companies that specialize in your area or property type.

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How AMG Supports Homeowners

At Association Management Group, we don’t sell or advise on insurance policies. But we understand how these rising costs can impact your household and your community. While we cannot interpret policies or make insurance decisions, we’re here to:

• Help coordinate with vendors when repairs are needed

• Share general information provided by your HOA

• Encourage proactive communication between you and your insurance professionals

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Important Note About Association and Individual Insurance

Because insurance requirements and policies vary by community, it’s important to understand what your homeowners association’s insurance does—and does not—cover. In almost all cases, the association’s policy does not provide complete protection for individual unit, lot, or homeowners.

AMG strongly encourages every owner to consult their licensed insurance professional to ensure they have the appropriate coverage for their unique circumstances. If your agent has any questions about what the association’s master policy includes, they are welcome to contact the association’s insurance provider directly. Your community manager can provide that contact information if needed.

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Final Note

Homeowners insurance is a critical part of protecting your investment. Staying informed and acting quickly can make a big difference.

Tip: If you have questions about your coverage or rates, your first step should be to speak directly with your licensed insurance agent or broker. They are best equipped to review your policy and explore other options if needed.

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Disclaimer: Association Management Group does not provide insurance, legal, financial, or tax advice. For assistance in these areas, homeowners should consult licensed professionals.

Caleb's Creek HOA Selects AMG as New Community Management Partner in Kernersville

KERNERSVILLE, N.C., June 24, 2025 -- Association Management Group (AMG), one of the Carolinas' most experienced and trusted homeowner association management firms, has been selected to manage Caleb's Creek, a master-planned residential community in Kernersville, North Carolina. As AMG celebrates its 40th anniversary, it is expanding its footprint in the Triad by bringing its signature service, technology, and leadership to one of the area's most desirable neighborhoods.

Founded in 2003, Caleb's Creek includes a mix of single-family homes and townhouses in a family-friendly, amenity-rich setting. Kory Reimann, HOA Developer for the community, said the decision to hire AMG was based on the firm's strong reputation and full-service approach.

"Our neighborhood is excited to be partnering with AMG," Reimann said. "In this competitive housing market, AMG brings innovative ideas, decades of experience, cutting-edge tools, and superior customer service to our management needs."

Danielle Rudisill, AMG's Community Manager assigned to the Caleb's Creek account, emphasized the firm's commitment to seamless service and operational excellence.

"We've spent decades building our reputation on results," said Rudisill. "With 24/7 emergency support, state-of-the-art billing and collections, robust vendor management, and responsive communication systems, we help communities like Caleb's Creek operate smoothly and grow stronger."

AMG's team includes specialists in accounting, property inspections, pool management, landscaping, and more. Their proprietary HOA software systems are designed to support volunteer boards in making informed decisions, resolving disputes, managing payments, and preserving property values.

Trusted by HOAs Across the Carolinas

Association Management Group operates throughout North and South Carolina, with offices in Greensboro, Winston-Salem, Raleigh, Charlotte, Greenville, and Aiken. AMG is both a locally Accredited Business by the Better Business Bureau and a nationally Accredited Association Management Company (AAMC®) by the Community Associations Institute—an elite designation held by only a fraction of firms nationwide.

"Our mission has always been to help communities thrive," Rudisill added. "At Caleb's Creek, we look forward to helping the board and residents create a neighborhood people are proud to call home."

About AMG

Association Management Group (AMG) is a full-service community association management company helping HOAs across the Carolinas improve operations, build reserves, protect property values, and enhance quality of life. AMG partners with volunteer boards to develop customized strategies that work for each community's unique needs. Learn more at www.amgworld.com.

Ready to Improve Your HOA's Performance?

Visit www.amgworld.com or call 888-908-4264 to schedule a free consultation and discover how AMG can help your community thrive.

Uploaded On: PRweb

Legislators ‘distraught’ with their own HOAs

North Carolina lawmakers are advancing companion bills—HB 444 and SB 378—that aim to reform HOA practices by increasing transparency and homeowner protections. The proposed legislation would cap fines, restrict foreclosures, ban retroactive rule changes, require mediation before lawsuits, and mandate budget transparency. It also prohibits management companies from profiting off fine collections and directs the NC Department of Justice to track HOA complaints. While sponsors emphasize fairness and accountability, some legislators expressed deep frustration with their own HOAs, underscoring the push for stronger oversight and reform.

Read More: CarolinaJournal

HOA complaints in SC spike

In 2024, South Carolina saw a 19% increase in HOA complaints compared to the previous year, with 434 complaints filed against 325 HOA or management companies. Nearly half of these complaints came from just three counties—Horry, Richland, and Charleston. The most common concerns involved failure to enforce covenants, maintenance issues, and ignored document requests. While 67% of cases were closed with adequate responses, only 12 resulted in outcomes consumers found satisfactory, and the percentage of unresolved complaints due to lack of business response rose to nearly 10%.

Read More: TheState

6 articles examine how North Carolina homeowners confront HOA regulations

These six articles shed light on growing tensions between North Carolina homeowners and their HOAs. From homeowners nearly losing their properties over small fines to others spending years and thousands of dollars fighting HOA penalties, the stories highlight serious concerns. Issues include limited legal protections, aggressive fee collections, foreclosure threats, and a lack of oversight. The coverage also explores proposed reforms to curb HOA power and improve transparency and accountability. Click the source below to read the articles.

Read More: TheCharlotteObserver

Effective communication: 8 tips for delivering clear messages with empathy and respect

This article was originally published on June 6, 2025 by Jennifer Miller for Community Association Institute as a contribution.

In this era of unpredictability and high stress, effective communication — paired with its thoughtful planning and execution — is a core skill that can help smooth the path for community association board members, managers, and residents.  

“Communicating effectively is the first basis of any relationship in associations or in any business,” says Wendy Taylor, CMCA, AMS, LSM, PCAM, a CAI faculty member and consultant with Management Matters in Boca Raton, Fla.  

Community association boards, managers, and residents can build effective communication skills and improve relationships and interactions by following the tips below.  

Start by perfecting communication between the board and manager. “Developing a harmonious board leads to a harmonious membership,” says Bruce Gran, CMCA, AMS, PCAM, with PMG Services in Scottsdale, Ariz., and a CAI faculty member. “Managers are the stewards. How can we best leverage the information we have to help boards make better decisions?”  

Establishing clear policies detailing board and management responsibilities with a distinct chain of command. “The chain of command and flow of communications should always get residents in the habit of communicating with management first and foremost,” says Marcy Kravit, CMCA, AMS, PCAM, director of community association relations for Hotwire Communications in Fort Lauderdale, Fla.  

Know your audience. “Is something best sent as a text or an email, or should it go by traditional mail?” asks Staci Gelfound, CMCA, AMS, PCAM, president of WPM Real Estate Management in Owings Mills, Md., and a CAI faculty member,

Consider the volume. “Absent emergencies, you want to make sure you’re sending out messages based on necessity,” says Gelfound, who serves on both the CAI Board of Trustees and the Community Association Managers Council.  “Base (communications) on your community’s culture and needs, not just sending messages for the sake of it.”   

At Ford’s Colony Homeowners Association in Williamsburg, Va., Drew Mulhare, CMCA, AMS, LSM, PCAM, says, “It’s important to stay ahead of the communication and correspond frequently enough to be the authoritative voice, but not so often that people think it’s a burden or ignore the message.” 

Conduct a thorough review of all communications from the recipient’s perspective. Gelfound says it will help avoid miscommunication.

Avoid jargon. “In this business, we use a lot of acronyms, but I always err on the side of spelling things out explicitly,” says Taylor, who previously served as manager of a large-scale community in Virginia. She says her team often goes a step further by using photos or diagrams to explain specific policies to help eliminate the chance for misunderstandings. 

Be respectful. At its core, communication in community associations is all about dignity and sensitivity. “The most vital aspect of communication is being respectful,” says Taylor. “We’re dealing with peoples’ homes, and there is a huge emotional component there. We need to embody a mutual respect and be nonjudgmental and allow community members to feel heard.” 

Use common sense. “It’s important to frame things in a positive tone and remain focused on resolving the issue (and) not taking it personally,” says Bryan Hughes, CMCA, AMS, PCAM, senior vice president with Associa in Bountiful, Utah. “Be the thermostat, not the thermometer.”  

Jennifer Miller is a freelance writer based in the Washington, D.C., area.  

Read More: CAIOnline

HOA Summer Amenity Prep in the Carolinas: How AMG Supports Board Success

As temperatures rise and summer approaches, HOA communities throughout North and South Carolina begin preparing shared amenities like pools, parks, and clubhouses for peak use. Association Management Group (AMG), a trusted HOA management company in the Carolinas, partners with homeowner association boards to help streamline this seasonal readiness. From vendor coordination to budgeting and resident communication, AMG provides administrative support and strategic guidance—so boards can lead with confidence and communities stay safe and welcoming.

Planning Ahead with the Board in Mind

At AMG, we understand that each HOA board sets the vision and priorities for its community. Our role is to support those goals with proven administrative systems and professional coordination. Whether it’s organizing vendor timelines, helping the board develop a seasonal opening checklist, or arranging inspections, AMG works behind the scenes to ensure your summer starts off smoothly.

Pool Safety & Seasonal Compliance

Pools are often the centerpiece of summer fun—and one of the most regulated amenities within an HOA. AMG helps boards navigate pool readiness by coordinating with vendors and licensed professionals on lifeguard staffing, water quality checks, safety equipment inspections, and more. We also support the board in reviewing signage, evaluating access controls, and updating guest policies based on industry best practices and CAI guidelines.

Parks & Landscaping: Fresh and Functional

With increased foot traffic, parks and open spaces need extra attention during the warmer months. AMG works with landscapers and grounds crews to help boards adjust mowing schedules, irrigation plans, and seasonal planting timelines. We also assist in coordinating certified inspections for playground equipment and provide documentation to help boards plan repairs or upgrades.

Clubhouse Use and Cleanliness

Clubhouses quickly become summer event hubs. AMG helps boards implement clear usage guidelines, set up or manage digital reservation systems, and coordinate janitorial and HVAC services. By working behind the scenes, we ensure clubhouses remain clean, functional, and welcoming for all residents and guests.

Budgeting for Seasonal Success

Preparing for summer isn’t just logistical—it’s financial. AMG supports boards with seasonal budgeting by obtaining vendor quotes, reviewing reserve studies, and helping track upcoming expenses. This helps boards make informed financial decisions that balance resident satisfaction with long-term fiscal responsibility.

Resident Communication That Works

Keeping homeowners informed is essential during seasonal transitions. AMG supports board communication efforts by helping draft and distribute email notices, newsletters, and signage that clearly convey opening dates, updated amenity rules, and reservation instructions. Our communication support helps build community engagement while reducing resident confusion.

Resources and Expert Guidance

AMG draws on Community Associations Institute (CAI) resources and regional experience to help boards make decisions that align with legal and operational best practices. For helpful tools and industry insights, visit:

• www.AMGworld.com

• www.CAIonline.org

Is Your HOA Ready for Summer?

Let AMG help your HOA board get ahead of the season with expert guidance, vendor coordination, and administrative support. Whether you’re opening pools, preparing parks, or communicating with residents, AMG is here to help boards lead effectively.

Contact us today to get started on your community’s summer success plan.

Senate Bill 378 Could Devastate North Carolina’s Community Associations—And Burden Responsible Homeowners

This article was originally published on May 8, 2025 by Jim Slaughter for Law Firm Carolinas Blog.

Senate Bill 378, recently passed by the North Carolina Senate, contains a provision that could unintentionally cause enormous financial harm to North Carolina’s 15,000+ homeowner and condominium associations . If left uncorrected, this language would punish the homeowners who pay their dues on time—while giving a free pass to those who don’t.

A Well-Intentioned Bill With a Deep Flaw

SB 378 was introduced to address concerns about associations overreaching—particularly when it comes to violations of rules and covenants. That’s a fair issue to explore. Many agree that when disputes arise over governing document violations—where facts may be unclear or subjective—a judge should have some discretion in whether to award attorneys’ fees.

But the bill goes far beyond that.

As currently written, SB 378 makes attorneys’ fees discretionary in all association-related legal cases—including lawsuits to collect unpaid assessments. That change may have been an oversight, but its consequences would be serious and far-reaching.

Dues Collection Isn’t Optional—It’s the Lifeblood of a Community

Associations rely entirely on owner assessments to function. There are no profit margins or financial cushions. Assessments cover basic services: power, insurance, maintenance, and trash pickup. Many of these associations don’t even have amenities—just infrastructure to maintain. While some associations charge high assessments and provide numerous amenities, most associations in North Carolina only take care of essential services for owners and have no discretionary funds. There are even Habitat for Humanity associations for first-time home buyers!

Every owner agrees to pay association dues when they purchase a home in the community. The amount is known up front, disclosed by law, and recorded in filed public documents. If assessments aren’t paid, there is no backup funding and only one place the money can come from–the other paying owners.

SB 378 Would Shift Delinquent Owners’ Costs Onto Everyone Else

Under current law, if a homeowner doesn’t pay and the association is forced to sue, the court charges attorneys’ fees to the nonpaying owner. That ensures the cost of enforcement falls on the person who breached their obligation—not on their neighbors.

SB 378 would change that. Even when an association wins in court, it might be unable to recover legal costs. In other words, the association might have to pay an attorney $500 to collect $500—or more. That could make enforcement of assessments irrational and unsustainable.

If SB 378 passes in its current form, many associations will have no choice but to stop pursuing collections. And once word spreads that there’s no real consequence for nonpayment, delinquencies will rise. The result: paying homeowners will be forced to make up the shortfall, or services will be cut.

This Isn’t About Overreach—It’s About Survival

The concerns that prompted SB 378 related to some associations aggressively enforcing minor violations. That’s not the issue here. There’s a major difference between:

• Violations, where facts can be disputed, and

• Assessment nonpayment, which is clear and documented—either the dues were paid or they weren’t.

In violation cases, it may make sense to allow judicial discretion with attorneys’ fees. But applying the same rule to dues collection is a mistake—one that would make it harder for associations to function and easier for owners to ignore their financial obligations.

Associations Are Already Cautious and Transparent

Associations do not rush to collections. The process is deliberately slow and heavily regulated under state law. Multiple notices must be sent—by different methods and to multiple addresses—over the course of several weeks or months. The association’s only goal is to secure payment of the owed assessments, not to pursue legal action. Only after extended nonpayment and repeated outreach does a final “15-day letter” go out, offering one last opportunity for the owner to pay without owing any attorney’s fees. This level of notice and leniency far exceeds what is required of banks, credit card companies, or utility providers.

Associations don’t want to sue their owners. But they must—because they have a fiduciary duty to every other member of the community to pay the association’s bills.

This Can—and Should—Be Fixed

The issue with SB 378 is correctable. The provision about discretionary attorneys’ fees should be limited to violation enforcement cases only. It should not apply to the collection of assessments. That clarification would protect associations without undermining the bill’s broader goals.

The Bottom Line

Without this change, SB 378 would cause real harm. It would:

• Discourage assessment collection.

• Encourage nonpayment.

• Shift costs to other homeowners who must shoulder the non-paying owner’s costs—essentially forcing them to pay twice.

• Threaten the financial viability of entire communities.

This may not have been the legislature’s intent—but that makes it all the more important to fix. North Carolina’s associations, and the millions of homeowners they serve, are counting on it.

Voting in and Around Association Membership Meetings

This article was originally published on March 14, 2025 by Jim Slaughter for Law Firm Carolinas Blog.

Important Note: Every community association operates under its own governing documents, and different rules may apply based on state law, bylaws, articles of incorporation, type of association (homeowner association or condominium), and even when the association was created. As a result, this article provides a general discussion of voting methods but is not legal advice. If your association needs guidance on a specific situation, consult one of the community association attorneys at Law Firm Carolinas.

We often get questions about how community association membership meetings can vote before, during, and after meetings. With statutory changes made during the past few years, there are now several options—so many that it can get confusing. Below is a summary of common voting methods and their requirements for homeowner and condominium associations holding annual or special membership meetings. These methods follow the NC Nonprofit Corporation Act (NCGS Chapter 55A) and related statutes.

1. In-Person Meetings

The traditional way of conducting an association meeting still works. Members attend in person and cast their votes during the meeting. If a member cannot attend, they can send a proxy—a written authorization allowing someone else at the meeting to vote on their behalf.

Key rules for in-person meetings:

• Quorum requirements: A certain number of members must be present for a vote to count. Unless otherwise provided in the bylaws, quorum is often 10% of the votes for planned communities and 20% of the votes for condominiums.

• Proxy voting: Unless prohibited by the bylaws, members can typically authorize another person to attend and vote for them.

2. Virtual Meetings

Since COVID, associations can now hold virtual membership meetings, often using platforms like Zoom. Voting in these meetings can vary depending on the association’s size due to practicalities:

• Smaller associations can vote by raising hands on camera or using Zoom’s voting feature.

• Larger associations usually need a separate electronic voting system, as Zoom voting can be impractical.

NC State law allows virtual meetings (by “remote communication”) if the association verifies that those participating are members and provides them a reasonable opportunity to participate in the meeting and to vote on matters.

Note: It is possible to have a virtual meeting with some members in-person, whether at a clubhouse or another location participating virtually as a group. In other words, there might be a television screen at the clubhouse where 10 people are gathered and another 20 participating virtually from their homes. Don’t think of this as an in-person meeting. It’s a VIRTUAL meeting where some members are gathered in one location. Any voting should be done by everyone using the same voting platform.

3. Hybrid Option – Virtual Meeting with Written Ballots Following the Meeting

A popular approach combines a virtual meeting with voting by written ballot after the meeting. This method has several benefits:

• Virtual meetings encourage higher attendance and allow for full discussion.

• Avoiding real-time electronic voting reduces complications.

In this model, the association announces a virtual meeting but notes that all formal decisions—such as officer elections and budget ratification—will be made through a written ballot sent out afterward.

Key rules for written ballots:

• The ballot must allow members to vote for or against each proposal.

• It must include a deadline for submission, after which ballots will not be counted.

• Enough ballots must be received to meet quorum requirements.

Ballots can be mailed to owners or sent by electronic means (if the owner has consented to transact business electronically with the association). Once mailed, the ballots can also be sent via email attachment and possibly even sent a second time (by mail or email attachment) by the association to members who have not responded.

Once submitted, written ballots cannot be revoked.

4. Electronic Voting Without a Meeting

Another option is electronic voting that happens entirely outside of a meeting. This method was authorized during COVID but is more complicated.

For an association to conduct electronic voting without a meeting, the law requires:

1. Member consent: Members must have previously agreed in writing to conduct business with the association electronically.

2. Quorum requirements: Enough members must vote electronically to meet the same quorum rules as an in-person meeting.

3. Fair process: The voting deadline must be clear, and the voting method must allow members to cast their votes securely.

Since not all members have likely consented to electronic voting, this method often requires a mix of both electronic and written ballots, making it more complicated than other options. As a result, we seldom see votes conducted only by electronic voting without a meeting.

5. Notice Requirements for All Meetings

For any membership meeting—whether in person, virtual, or hybrid—members must receive advance notice.

• For homeowner associations subject to the NC Planned Community Act or condominium subject to the NC Condominium Act, notice to members must be sent at least 10 days before the meeting and no more than 60 days in advance.

• The notice must include the date, time, and location of the meeting.

• If it’s a special meeting, the notice must also include the purpose of the meeting.

• Members who have agreed to electronic communication may receive the notice by email.

6. Proxies

A proxy is essentially a power of attorney granted by a member to another individual, authorizing them to attend a meeting and act on the member’s behalf. While state statutes encourage the use of proxies, they do not require associations to distribute proxy forms to members or to adopt a standardized format—unless the association’s bylaws provide otherwise. That said, proxies are frequently used to help establish a quorum and facilitate voting at meetings.

There are actually five different types of proxies: general, directed, limited, limited directed, and quorum proxies. The most common and easiest to use is the general proxy. For more details, refer to page 94 of my book, Robert’s Rules of Order Fast Track.

While a proxy could theoretically be used for any type of meeting or vote—including ballot votes distributed to all members—it’s generally unnecessary. In most cases, the member can simply complete and return the ballot themselves. Proxies in those situations are typically only used under unusual circumstances, such as extended travel or military deployment. In practice, proxies are almost always reserved for in-person membership meetings.

Final Thoughts

Association voting rules can be complicated, and different associations may have additional rules in their bylaws or governing documents. If you’re unsure about the best voting method for your association, it’s always a good idea to consult with an attorney who regularly practices community association law.

By following these guidelines, your association can ensure fair, legal, and efficient voting—no matter what format you choose!

HOA Ruining Your Life? 10 Unenforceable HOA Rules—and How You Can Fight Back

Living in an HOA community can come with great benefits like well-maintained amenities and neighborhood events, but it may also include absurd or unenforceable rules. Some HOA boards overstep their authority by violating legal boundaries or enforcing rules inconsistently, which can open them up to liability or lawsuits. Homeowners have rights protected by state and federal laws, such as the right to fair housing, privacy, and reasonable rule enforcement. If an HOA violates these rights or its own CC&Rs, residents can challenge the rules, request hearings, and even take legal action.

Source: Realtor.com

HOA LEADERSHIP: BOARD MEMBERS AREN’T VILLAINS

By Paul Mengert, CEO of Association Management Group

In response to Jamie Wiebe’s provocative article, “HOA Ruining Your Life? 10 Unenforceable HOA Rules—and How You Can Fight Back,” I feel it’s important to right-size the conversation. While the frustrations of some homeowners are real and deserve thoughtful attention and appropriate action, the larger picture is much more collegial and collaborative: : The vast majority of community associations, their board members, and their managing agents are not rogue enforcers. They are neighbors—volunteers working to protect home values, foster safety, and build stronger, more connected communities.

Yes, HOAs must follow the law. And yes, sometimes rules are flawed, misapplied, or outdated. But to paint community associations as power-hungry cabals based on a few anecdotes is misleading—and unproductive.

Let’s set the record straight:

1. Community associations don’t exist to control homeowners—they exist to maintain and protect neighbors.

No one wants a neighborhood where home values plummet due to neglect, disputes fester because there’s no process for resolution, amenities disappear, or community spaces fall into disrepair. When run responsibly, associations ensure common areas are maintained, finances are managed properly, and everyone plays by the same rules—not to stifle individuality, but to promote fairness and a better quality of life.

2. Board members aren’t villains—they’re volunteers.

Contrary to the portrayal of “HOA board members on a power trip,” most of these men and women are homeowners who donate their time, energy, and creativity to serve their neighbors. They are people juggling jobs, families, and civic duty. They step up, not because it’s glamorous, but because they know someone has to be willing to do the work to ensure the community functions well. Bottom line, most HOA boards are comprised of well-intentioned people doing their best to ensure their community thrives.

3. Rules aren’t arbitrary—they’re created through a democratic process.

Homeowners actually have more power than they realize. Governing documents,—including Covenants, Conditions, and Restrictions (CC&Rs), are developed and changed through community input. Residents vote on budgets, run for the board, and have the right to challenge any decisions they feel are unfair. The system isn’t perfect, but it is participatory.

4. Mistakes don’t mean malevolence.

When an unenforceable rule makes headlines, such as requiring specific trampoline covers, it

should be addressed. And often, it is. That’s how most HOA boards operate—quickly, effectively, and collaboratively. It’s important to reframe the situation and dial back the drama: The truth is, these are not systemic abuses; they’re correctable missteps. Strong associations welcome feedback, adapt to changing needs, and revise outdated policies that no longer serve a dynamic and evolving community.

5. A better HOA starts with engaged residents.

We all know Gandhi’s empowering adage: “Be the change you want to see in the world.” The same applies in all arenas of life, including HOAs. If you want change, get involved. Attend meetings. Join a committee. Run for the board. Good governance is a two-way street: The more residents participate, the more responsive, balanced, and effective associations become.

In conclusion, while the headline “HOA Ruining Your Life?” may draw clicks, it does a an undeserved disservice to the millions of homeowners who benefit daily from thoughtful, well-managed associations. HOAs are not inherently adversarial or dictatorial—they’re collaborative by design. When run with transparency, fairness, and community spirit, they serve one mission: making neighborhoods better for everyone.

While we know journalism is storytelling at its best, we should remember what investigative journalist Carl Bernstein said, “Good journalism should challenge people; not just mindlessly amuse them.” So, let’s move past the caricature and focus on solutions. That’s what responsible leadership—and responsible journalism—should aim for.

The Power of Asking Better Questions

Ask Better Questions, Get Better Results

By: Paul K. Mengert, CEO

Association Management Group, Inc.

At AMG, we often deal with complex issues—from board governance and budgeting to resolving resident concerns and coordinating with vendors. In these moments, it’s easy to fall into the habit of trying to provide quick answers or make fast decisions. But over time, I’ve learned that the most effective leaders aren’t always the ones with the best answers—they’re the ones asking the best questions.

Whether you’re leading a meeting, coaching a team member, or speaking with a homeowner, a well-placed question can shift the entire dynamic. It invites people to think more deeply, to contribute more meaningfully, and to collaborate with greater trust. And it doesn’t have to be complicated.

Instead of asking, “Is that clear?”, try:

“What part of this might be unclear or need clarification?”

Instead of asking, “Can you handle this?”, try:

“What support would make this easier to manage?”

These small shifts create space for others to engage, share concerns, and build better solutions with you.

In our line of work, relationships are everything—and relationships are built on communication. When we ask thoughtful questions, we show people that we value their perspective. That’s true whether we’re talking with a colleague, a board president, or a vendor partner.

So as you go about your work this week, I encourage you to pause and ask:

“Is there a better question I could be asking right now?”

It might be the simplest way to make your next conversation your most productive one yet.