Management
Management. [ˈma-nij-mənt]
the act or art of managing : the conducting or supervising of something (such as a business)
You pay for what you get is meaningless if you don't understand what you're paying for, nor what you're actually getting.
Many associations pay for 5 to 20 hours of "management" time per month, but expect 20 to 40 hours of service.
There's no magic wand to managing a condo, co-op or HOA. Your assigned community manager ("CAM") is most often key to success and failure.
Your overall management experience is based on a number of factors:
What's in your contract?
How is technology being leveraged?
How many hours of service are you actually paying for? Have you asked?
Is there a checklist? A task list? Any list?
Any list to track all your important deliverables.
Get SMAARTE and stress less about managing your community!
Whether you're ready to change management or interested in augmenting your current experience, we can help.
Why SMAARTE?
Governance, day-to-day operations and positioning for the future are all daunting, essential never-ending tasks. Management consulting from the SMAARTE Group delivers a technology and process-centered approach to lighten the volunteer load.
- Read our Management Overview below, and explore the interactive Responsibility Matrix.
- Check out Great Expectations!: What to Expect from your Management Company
- Read The High Cost of Terrible Service at your HOA or Condo and Investigating Split or Hybrid Management for HOAs and Condos
Management from the SMAARTE Group delivers:
A proactive, tech + process approach
to governance and operations that:
- meets the requirements of state and federal laws, local codes and the association's governing documents
- integrates best practices for governance and operations
- uses service level agreements (SLAs) to communicate and follow-up
Transparent, accountable service
- a single, comprehensive cost for most services, with optional a-la-carte billing for specific projects and requests
- a responsive service level agreement (SLA) that holds us accountable to our clients
- independent, dedicated bookkeeping, separate from management
- the SMAARTE Guarantee
The Community Association Ecosystem
Everyone has a role. SMAARTE Group ties it together.
Board of Directors
Sets vision, governs, and makes final decisions.
Tap for detailBoard of Directors
Meet regularly, read and ask questions, and make the governance and major operating decisions that steer the association.
Great ExpectationsOn-Site Staff
Day-to-day operations and resident service.
Tap for detailOn-Site Staff
On-site customer service, day-to-day supervision, and physical-plant planning and execution.
Committees
Owner volunteers serving their community.
Tap for detailCommittees
Owner volunteers who act within their charters to study issues and advise the Board.
Owners & Residents
Comply, engage, and voice feedback.
Tap for detailOwners & Residents
Read, ask questions, and stay engaged. Comply with the governing documents and vote on association business.
Vendors & Contractors
Deliver services to contract under oversight.
Tap for detailVendors & Contractors
Provide proposals and recommendations, perform the heavy lifting, and follow up - all under management oversight.
Independent Bookkeeping
Independent, dedicated bookkeeping and financial reporting.
Tap for detailIndependent Bookkeeping
One leg of the three-legged stool: independent bookkeeping, financial audits, and annual tax filings - checks and balances for your money.
Collections
Fair, consistent recovery of past-due assessments.
Tap for detailCollections
Fair, consistent recovery of delinquent assessments to protect the association's cash flow and the members who pay on time.
Legal Counsel
Guidance on governing documents and disputes.
Tap for detailLegal Counsel
Crosses the i's and dots the t's: a final legal review and practical, law-abiding recommendations when they matter.
Insurance
Coverage, claims, and risk management.
Tap for detailInsurance
Coverage, claims support, and risk management to protect the association's assets, budget, and members.
Common Interest Community Responsibility Matrix
Every community operates based on clear roles and expectations.
Tap any cell to view their responsibilities.
Board of Directors
- Provide leadership and inspiration through service
- Serve the community with empathy, honesty, integrity, reason and transparency
- Instill a sense of caring and shared responsibility
- Establish a specific vision for the association and its owners and residents. Take proactive steps to realize that vision
SMAARTE Group
- Provide excellent service to all owners and residents of the Association
- Reflect interpersonal care, duty and professionalism on behalf of the Board to all owners, residents, staff, vendors and additional third parties
Independent Bookkeeping
- Provide excellent service to all owners and residents of the Association
On-Site Staff
- Provide excellent service to all owners and residents of the Condominium
- Reflect a sense of caring, duty and professionalism on behalf of the Board to all owners, residents and staff
Vendors
- Provide specialized expertise the manager coordinates
- legal
- engineering
- reserves
- landscaping
- Do the heavy lifting under management's direction
Committees
- Act within the scope of individual committee charters to provide inspiration through excellent service to the community
- Show you care by attending as many meetings as reasonably possible
Owners
- Be a good steward of the Association
- Show you care by volunteering
Residents & Tenants
- Be a good steward of the Association
- Show you care by volunteering as allowed by the governing documents and leadership
Board of Directors
- Direct governance by drafting net new P&P when necessary and updating existing governing documents
- Ensure all governing documents are legal, reasonable, and consistently applied and enforced
- Read and understand the Association's governing documents
- Establish the Association's formal position on governing document interpretation
- Approve extraordinary work by the Association's legal counsel
- Directly interact with legal counsel as needed
SMAARTE Group
- Provide timely feedback related to Federal, State and Local governance updates that impact the Association
- Provide proactive governance considerations to the Board
- Implement governance duly adopted by the Association and/or Board (declaration, bylaws, policies, procedures and resolutions)
- Demonstrate a comprehensive understanding of the Association's governing documents, applicable Federal State and Local statutes and ordinances and best practices
- Liaise with the Association's legal counsel for matters defined by policy and/or resolutions adopted by the Board of Directors and as otherwise authorized by the Board
On-Site Staff
- Implement governance duly adopted by the Association and/or Board (declaration, bylaws, policies, procedures and resolutions)
Vendors
- Provide independent professional opinions that inform Board decisions
- Advise on scope, feasibility, and compliance; the Board decides
Committees
- Act within the scope of individual committee charters to create and/or update documentation and/or to identify solutions
Owners
- Read, understand and comply with obligations outlined in the Association's Declaration, Bylaws, Rules (R&Rs) and duly adopted policies, procedures and resolutions
- Ask questions and voice your feedback!
Residents & Tenants
- Read, understand and comply with obligations outlined in the Association's Declaration, Bylaws, Rules (R&Rs) and any related policies, procedures and resolutions
- Liaise with the unit owner if you have questions and concerns about governance
Board of Directors
- Make all final hiring and firing decisions based on direct involvement and/or recommendations of hiring entity
- Create, update and approve applicable governance including job descriptions, pay ranges, benefits, HR policies, etc
SMAARTE Group
- Facilitate payroll (if needed)
- Facilitate on-site manager recruitment and limited orientation / on-boarding
- Facilitate HR management for on-site manager
- Facilitate hiring and termination on behalf of the Board
- If contracted separately, manage all recruitment and on-boarding
On-Site Staff
- On-Site Manager: facilitate recruitment, on-boarding and HR management for direct reports
Vendors
- Supply contracted labor and specialists as needed
- Meet licensing, insurance, and background requirements for on-site work
Owners
- Ask questions and voice your feedback!
Residents & Tenants
- Liaise with the unit owner and/or Community Association Manager if you have questions about Association staff
Board of Directors
- Establish the schedule and agenda for all meetings of the Board and Owners (Annual & Special Meetings + Budget Ratification)
- Review and approve all official notices
- Prepare, edit, review and approve Board meeting minutes
- Establish a document storage and retention policy based on statutes, best practices and common sense
SMAARTE Group
- Facilitate dissemination of meeting notices, agendas and other documents to owners and residents as needed
- Facilitation assistance with Board Meetings and Owner Meetings including participation tracking, vote management and document management
- Facilitate storage of Board meeting minutes
- If contracted separately, record and update meeting minutes
- Execute the Association's document retention policy
- Facilitate record disclosures
Independent Bookkeeping
- Prepare all financial documentation
- File documents according to the document retention policy
On-Site Staff
- Facilitate dissemination of meeting notices, agendas and other documents to owners and residents as needed
- Facilitate storage of Board meeting minutes
- Execute the Association's document retention policy
Vendors
- Present findings and proposals at Board or member meetings
- Furnish reports, permits, warranties, and records to management
Committees
- Set the agenda for committee meetings
- Record committee meeting minutes and transmit to the Board
- Submit all documents to be filed according to the Association's document retention policy
Owners
- Engage by attending meetings, reviewing meeting minutes and reviewing documentation
- Ask questions and voice your feedback!
Board of Directors
- Establish a specific vision for how components will be maintained, repaired and replaced
- Approve expenditures for goods and services as warranted by conditions and events over time
- Provide feedback to management with questions and concerns
SMAARTE Group
- Recommend actions to maintain, repair and replace components of the Condominium in coordination with On-Site Manager and third-party resources
- If contracted separately, provide project management services to facilitate the same
On-Site Staff
- Recommend actions to maintain, repair and replace components; coordinate approved services to facilitate the same
- Liaise with Association vendors who provide services related to grounds and infrastructure
- Supervise on-site services to ensure third parties perform to contract
Vendors
- Provide proposals, estimates, and professional recommendations
- Perform maintenance, repair, and replacement per contract
- Complete approved projects on schedule and follow up
- Warranty the work and stand behind it
Committees
- Recommend actions to maintain, repair and replace components of the Condominium within the scope of individual committee charters
Owners
- Ask questions and voice your feedback about the Association's infrastructure and grounds
Residents & Tenants
- Liaise with the unit owner if you have questions about the Association infrastructure and grounds
Board of Directors
- Review and approve applicable insurance policy expenditures as required by statute and/or by the Declaration
SMAARTE Group
- Liaise with Insurance Brokers + insurance companies
On-Site Staff
- Work directly with Community Association Manager as warranted to resolve insurance claims
Vendors
- Document damage and provide repair scopes and estimates for claims
- Complete approved insurance-claim repairs to contract
- Restoration and mitigation contractors respond to losses
Owners
- Maintain insurance as required by the Association's Declaration
Residents & Tenants
- Maintain renter's insurance as required by the Association's Declaration
Board of Directors
- Make reasonable decisions within the scope of authority granted by statutes and governing documents
SMAARTE Group
- Communicate with the community
- Serve as the primary communicator to Unit Owners and Residents for in-scope questions and concerns (delinquencies, violations, annual and special meetings, records requests, etc.);
- Communicate with the Board and Staff as needed
- Liaise with third parties on behalf of the Association
- Maintain individual Unit files (ACCs, violations, etc.)
- File annual corporate renewal(s) as needed
- Facilitate the Unit resale process
Independent Bookkeeping
- Facilitate the Unit resale process
Vendors
- Maintain current licenses, bonding, and insurance certificates
- Honor contract terms, pricing, and service-level commitments
Owners
- Ask questions and voice your feedback!
Board of Directors
- Ensure financial transparency
- Make financial decisions. Review + approve
- annual audit
- federal tax return
- draft annual budget
- reserve spending
- discretionary spending
- extraordinary operating expenses
- insurance claims
- investment decisions
- financial policies & procedures
- capital improvement projects
- capital allocation / spending priorities
- Provide feedback and guidance if concerns arise with bookkeeping and accounting
- Work with the Finance Committee
SMAARTE Group
- Liaise with Association vendors who provide services related to finance and major operational expenses
- the independent bookkeeper
- auditors and tax professionals
- reserve study consultants
- insurance brokers and insurers
- financial managment firms (as needed)
- Act as a financial liaison between the Association and the independent bookkeeper
- Proactively review books and reconcile discrepancies with the independent bookkeeper
- Review financial records to identify discrepancies, patterns and opportunities for savings
Independent Bookkeeping
- Perform all bookkeeping functions to manage accounts payable and receivable
- catalogue receipts
- assign expense codes
- provide financial reporting
- liaise with auditors and accountants
- liaise as needed to help collect outstanding AR
- ensuring that bills are paid on time
- obtain spending authorizations when needed
- transfer funds between Association accounts
- Ensure bookkeeping is correct
- Reconcile discrepancies in an orderly and timely fashion
On-Site Staff
- Catalog all transactions made by on-site staff charged to the Association's credit and/or debit card(s) and petty cash
- Provide receipts and coding to professional bookkeeping service
- Review invoices to ensure billing accuracy relative to service / performance to contract
Vendors
- Submit accurate, itemized invoices and required documentation
- Provide W-9s and tax documentation for payment
- Independent CPAs perform audits, reviews, and tax filings
Committees
- Act within the scope of individual committee charters to recommend adjustments to annual budget, reserve study, investing strategy, etc
- Act within the scope of individual committee charters to review Association financial data
Owners
- Ask questions and voice your feedback about the Association's finances
10 Habits of Great Homeowners
A community-association adaptation of Richard Haass' The Bill of Obligations.
Stay Informed
Read meeting minutes, statutes, and governing documents.
Get Involved
Attend community events and Board meetings, join a committee, or serve on the Board.
Be Reasonable
In every decision and interaction.
Remain Civil
Stay respectful - but do not acquiesce to violations of law or your governing documents.
Reject Violence
In word and in action.
Value Governance
Respect the governance your community establishes, and work to improve it.
Promote Common Sense
For the common good of your community.
Respect Your Neighbors
Show appreciation for volunteer service.
Support Education
For homeowners, volunteers, and professionals.
Elevate Community Needs
Put your community's needs above your own when and where appropriate.
Frequent Mistakes & Lessons Learned
A follow-up to 10 Habits of Great Homeowners - twelve cautions for every business and community association.
Lack of a Needs Assessment
Failing to conduct a comprehensive needs assessment to understand the specific requirements.
Insufficient Budget Allocation
Underestimating the cost to select, implement, and maintain systems - often from de-scoping or cherry-picking on cost.
Lack of Expert Consultation
Not seeking advice from people with the requisite expertise.
Ignoring Scalability and Future Needs
Failing to consider whether systems can adapt to future growth or changing requirements.
Poor Vendor Evaluation
Not thoroughly evaluating and vetting potential vendors.
Inadequate Training and User Education
Neglecting to educate residents, managers, and others on governance, operations, and best practices.
Non-Compliance with Regulations
Failing to ensure practices meet the requirements of the law and governing documents.
Lack of Integration
Overlooking how different components, solutions, and systems integrate into a comprehensive whole.
Insufficient Documentation
Neglecting to document the who, what, where, when, why, and how to create continuity.
Insufficient / Deferred Maintenance
Skipping regular checks and documented maintenance, testing, updates, repair, and replacement.
Lack of Evaluation and User Feedback
Failing to gather feedback to evaluate effectiveness and satisfaction - which hinders continuous improvement.
Failure to Acknowledge Limitations
Overreach that ignores limits - few have read or fully grasp the statutes and governing documents, and "saving money" without a needs assessment compounds challenges over time.
Management Overview
A closer look at how SMAARTE Group manages your community.
2026 Management Fee Schedule
Professional service by the hour. No incremental fees, no surprises. Scroll the table to explore.
SMAARTE Group services are based on a consultative model. Clients purchase a fixed amount of hourly service at a discounted rate with very few additional charges. You pay for and receive professional service, NOT incremental fees.
Hours are posted daily in a dashboard ledger for review by the Board. Time and tasking adjustments can be made as needed with Board feedback, enabling the Board and Manager to have meaningful discussions about prioritization and value.
All expenses incurred by the Manager that are billed directly from third-party vendors to provide for Association business are billed to the Association with no markup.
Fees shown reflect the 2026 Management Fee Schedule. All services are delivered under a written service-level agreement. Custom scopes are quoted on request.