Board guides
Quick reads for busy boards
How to switch HOA management companies
A step-by-step guide to evaluating, selecting, and transitioning to a new management company with minimal disruption.
Read the guide
Understanding your HOA reserve fund
What reserve funds are, how they're calculated, what underfunding means for your community, and how to fix it.
Read the guide
A board member's guide to CC&R enforcement
How to enforce community rules consistently, fairly, and legally — without creating conflict or legal exposure.
Read the guide
Creating a realistic HOA annual budget
How to build a budget your community can live with — covering operating costs, reserves, and unexpected expenses.
Read the guide
New board member orientation guide
What you need to know in your first 90 days — your fiduciary duties, how to read financials, and where to start.
Read the guide
Managing vendor contracts & bids
How to solicit competitive bids, evaluate contractors, and structure contracts that protect your association.
Read the guide
FAQ
Common questions, clear answers
What does an HOA management company actually do?
An HOA management company handles the day-to-day operations of your community on behalf of the board. This includes collecting dues, paying vendors, coordinating maintenance, enforcing community rules, managing finances, supporting board meetings, and communicating with residents. The board retains all decision-making authority — the management company handles execution.
Does the management company make decisions for our board?
No. The board always makes decisions — the management company advises, executes, and administers. We can recommend vendors, flag issues, and provide options, but approvals and direction always come from your elected board.
How does Cova Coast communicate with our board?
Each community has a dedicated manager who is your primary contact. You'll receive monthly financial reports, regular update emails, and agenda packets before every board meeting. Board members can also reach their manager directly by phone or email — we don't route you through a call center.
What size communities does Cova Coast manage?
We manage communities ranging from 20 units to over 2,000 homes. Our service tiers are structured to match the complexity and transaction volume of each community — so a 40-unit condo association gets the same quality of attention as a 500-home master-planned community.
Are your contracts long-term?
We operate on month-to-month agreements. We believe we should earn your business every month through the quality of our service — not lock you in with a long-term contract. That said, most of our communities stay with us for many years.
How long does it take to switch management companies?
Most transitions are complete within 30 days. We handle the records transfer, vendor notifications, bank account setup, and resident communications — so your board doesn't have to manage the process. Residents typically experience no interruption in service.
What happens to our existing vendors and contracts?
We review all existing vendor contracts during onboarding. Any contracts in mid-term are honored until expiration. We'll then advise the board on whether to renew, rebid, or replace each service — based on price, performance, and your community's needs.
What records do we need to provide?
We'll provide a transition checklist, but typically we need governing documents, the current homeowner roster, vendor contracts, recent financial statements, meeting minutes, and any open work orders or violation cases. We're used to working with incomplete records and will help fill in gaps.
Will residents know we're switching?
Yes — residents will receive a welcome letter from Cova Coast introducing the new portal, contact information, and payment instructions. We make this communication clear and professional so residents feel informed, not disrupted.
What if we're mid-fiscal-year when we switch?
Not a problem. We've handled mid-year transitions many times. We'll pick up your existing budget, accounts payable schedule, and collections workflow exactly where they are and continue without interruption.
How do we access financial reports?
Board members have 24/7 access to real-time financials through the board dashboard. Monthly reports — including balance sheet, income statement, and budget-vs-actual — are also delivered as a PDF packet before every board meeting.
Who controls the association's bank accounts?
The association owns all bank accounts. Cova Coast is authorized as a signatory for operational payments, but the board retains full oversight and can view all transactions in real time. We maintain separate operating and reserve accounts per standard practice.
What if homeowners aren't paying their dues?
We send automated reminders at 30, 60, and 90 days past due, apply late fees per your governing documents, and coordinate with the association's attorney for collections when required. We handle the process professionally while keeping the board informed at every stage.
How does reserve fund management work?
We track reserve contributions and expenditures separately from operating funds. We coordinate with third-party reserve study providers on your behalf and advise the board on funding levels. If your reserve fund is underfunded, we'll present options — special assessments, borrowing, or a multi-year catch-up plan.
Do you handle tax filing for the HOA?
We prepare your financial records and coordinate with your association's CPA for annual tax filing. If your community doesn't have a CPA, we can refer you to firms experienced in HOA taxation.
How do residents submit maintenance requests?
Residents can submit requests 24/7 through the resident portal or mobile app. They receive a confirmation, updates as the work is scheduled, and a closure notification when complete. The board can view all open and closed work orders in the dashboard at any time.
Does Cova Coast have its own maintenance crew?
No — we're a management company, not a contractor. We coordinate your community's maintenance through a vetted network of licensed, insured vendors. This approach keeps costs competitive and gives you access to specialists for each type of work.
What counts as a maintenance emergency?
Emergencies include anything that poses an immediate safety risk, threatens significant property damage, or leaves residents without essential services — active water leaks, power outages in common areas, gate or elevator failures, fire, flooding, etc. Our 24/7 line handles these directly.
How do you choose and vet vendors?
All vendors in our network are required to carry appropriate insurance, hold relevant licenses, and pass a reference and performance check. We solicit competitive bids for all contracts over a board-defined threshold and present the board with a recommendation before awarding any significant work.
How do I pay my HOA dues?
Residents can pay online via ACH or credit card through the resident portal, set up autopay, or mail a check to the address listed on your statement. The portal is available 24/7 and payments post the same day.
How do I submit an architectural review (ARC) request?
ARC requests can be submitted through the resident portal. You'll need to include a description of the proposed change, materials, colors, and dimensions. We acknowledge receipt within two business days and present complete applications to the committee at the next scheduled review.
I received a violation notice — what do I do?
Read the notice carefully — it will explain the violation, the required correction, and the deadline. If you've already corrected the issue or believe the notice is in error, contact us at the number on the letter and we'll review it promptly. You also have the right to request a hearing before the board if you wish to contest.
How do I access community documents like meeting minutes?
All community documents — governing documents, meeting minutes, financial reports, and forms — are available in the document library section of the resident portal. If you need a document that isn't posted, contact your community manager directly.
How do I contact my community manager?
Your community manager's direct contact information is listed in the resident portal under "My Community." For non-urgent matters, email is best. For urgent issues, call the number provided. For after-hours emergencies, call the 24/7 emergency line listed on your statement.
Still have questions?
We're happy to help
Talk to our team
Have a specific question about your community or our services? Reach out directly — we respond within one business day.
Send us a message
Schedule a consultation
Ready to explore what Cova Coast can do for your community? Book a free, no-pressure call with one of our managers.
Book a call
Ready to make your HOA
work better?
Join over 120 communities that trust Cova Coast to handle the details — so their boards can focus on the big picture.