HOA Management
Boards turn over, managers change, and the roster has to survive both. PlaceOne keeps the association's record with the association.
The roster has to outlive the board that built it
An association is run by volunteers on two year terms, under a management contract that renews, in a community where houses change hands every spring. Everything the association knows has to survive all three of those, and usually it does not.
Homeowners and lots
Who owns which lot and since when, what changed at closing, and which owners hold more than one. The record of a sale outlives everyone who was on the board when it happened.
The board and its terms
Seats, terms, officers, and when each was elected, with the meetings, motions, and minutes attached rather than filed somewhere separate.
Residents and renters
Owners who lease their homes, and the people living in them under someone else's name. The association still needs to know who is behind the gate.
Vendors and contractors
Landscaping, pool service, gate and access, roofing, with licences and insurance certificates on file and watched for expiry rather than collected once.
Architectural requests
Submissions, approvals, conditions, and what was actually built, kept against the lot so the next board can see what was allowed and why.
Governing documents
CC&Rs, bylaws, rules, and every amendment, with the version that was in force on the day a decision was made still readable years later.
Keep your management company, or let us be it.
The association's record belongs to the association, whoever is managing it this year.
Alongside your manager
OneRecord and OneIDM sit underneath whatever your management company already runs. Their workflow does not change; the association gets a record it controls.
As your manager
Licensed and insured community association management, with the dues, the reserves, the meetings, and the day to day, on the same system.
Either way, the record stays
At the end of a contract, or the end of a board's term, the association keeps the record, the history, and the documents, in a form it can read without us.
Three products, one association
The same three modules the rest of the site describes, and what each one is actually for when the property is a homeowners association.
OneRecord
Every lot, owner, renter, vendor, and board seat in one record the association controls, with the reason each relationship exists attached to it and a history of every change.
OneIDM
Verification set to what your governing documents actually require. Every new owner, or tenants and sublets only, or just the vendors who will hold a gate code.
OneManager
The full management surface: assessments and collections, the reserve fund, approvals, meeting packets and minutes, the homeowner portal, and the notices.
The questions a board has to be able to answer
Who has a gate code, and why
Every access granted to a resident, a renter, a contractor, or a guest service, with the relationship it was granted for and the date it should end.
Which owners are behind, and what has been done
Delinquency by lot with the full collection history: what was sent, when, by whom, and under which rule of the association.
Is the vendor on site insured today
Certificates checked against the issuer and watched for expiry, so the answer is on the record rather than in an email from last year.
What did the board approve, and under which rule
Architectural decisions and violations tied to the version of the CC&Rs that was in force when they were made, not the version in force now.
What happened before this board
New directors inherit the record rather than the folklore. The history of the community is readable by the people responsible for it.
What if we change managers
The association's record does not move, because it never belonged to the manager. A transition becomes an access change and a handover meeting.
Bring your association's real questions.
A 30-minute discovery call about your community, your current management contract, and what you would want to keep.
Request a call