Conflicts in a community include disputes between neighbors and complaints against the condo or homeowners’ association. A community association management company can assist in dispute resolution. Here are several tips for conflict resolution in community management:
Set Expectations and Promote Transparency
As part of community management, the condo owners’ association or homeowners’ association has the responsibility to enforce and follow community documents and rules. Have clear rules and regulations that directly state guidelines surrounding parking, loud noises, and other community issues. This helps define expectations for homeowners, promoting compliance.
The Board of Directors is responsible for handling community financial resources, collecting assessments to pay insurance bills, maintaining common spaces, and funding projects. Offering transparency into Board actions shows how the association is using funds, helping prevent disputes about community finances. Homeowners are able to vote on budgets during meetings, and the Board shares financial statements and expenses with the community. A community association management team is able to assist with financial records, tracking cash flow and expenditures.
Offer Clear and Professional Communication
Providing clear information about the reasons behind policies and assessment collections helps prevent or de-escalate disputes. Promoting communication and collaboration between the homeowners’ association and homeowners can help encourage compliance. Methods include:
- Providing communication methods: Have a straightforward system for homeowners to submit complaints or other requests, such as an email address or online portal. Written complaints provide additional information, making it easier to answer questions or investigate the issue.
- Informing residents about assessment dates and rule changes: Newsletters or emails can be utilized to keep homeowners informed about community changes. This promotes compliance and prevents issues arising from misinformation.
- Inviting homeowners to meetings: During meetings, residents have the opportunity to provide feedback, bring up community issues, and vote on rule changes. This allows homeowners to have a say in policy and inform the Board about problems.
- Allowing homeowners to resolve non-compliance issues: Send a notice to the homeowner detailing the violation and what needs to be done to resolve it. This allows the homeowner to fix the issue without having to pay a fee.
To prevent a lawsuit or escalation, respond to feedback and complaints in a respectful and professional manner. Draft a standard response to recurring complaints explaining community policies or Board actions. A community association management team is able to assist with communication by taking notes during meetings and sending emails or in-app notifications to homeowners.
Verify Complaints
Homeowners may submit written, legal complaints about neighbors not following community rules or creating nuisances. These are often dangerous or offensive activities that impede homeowners’ rights to quiet enjoyment. Nuisances may include noise complaints, such as loud parties after quiet hours, or garage piles that create foul odors.
Investigate the complaint to see whether a violation of community policy has occurred. This may include talking to the homeowner who submitted the complaint and the one creating the disturbance. A quick response helps prevent escalations between neighbors.
If a violation has occurred, inform the homeowner about the issue and follow community non-compliance policies if the problem is not resolved. If no violation has occurred, the Board is not obligated to intervene, allowing the involved parties to resolve the issue between themselves. All actions of the Board should be recorded. Following up with the neighbor who submitted the complaint demonstrates that their complaint has been addressed. A community association management company is able to assist with compliance follow-ups.
Enforce Rules Fairly
Enforcing rules consistently for every homeowner prevents the appearance of favoritism, which may create conflict between the association and homeowners. Perform routine inspections and enforce penalties, such as fees, for repeated non-compliance. A community association management team is able to collect assessments and issue non-compliance notices. The involvement of a third party offers neutrality.
Homeowners have the right to appeal enforcement decisions. They can submit a written appeal and present their evidence during a hearing. This allows homeowners to seek exceptions for extenuating circumstances and allows the Board to address incorrect violation notices.
Learn More About Community Management
Resolving conflicts within the community can help preserve positive relationships between the association and the homeowners, promoting improved community collaboration and involvement. A community association management team offers assistance with administrative tasks, maintenance, and budget creation. To learn more about conflict resolution and community oversight, contact a reputable management company today.
