HOA FAQ's - HGC Property Management

HGC provides professional HOA management services, which may include:

• Administrative and operational management
• Financial management and accounting
• Vendor coordination and maintenance oversight
• Covenant and rule enforcement administration
• Board support and guidance
• Meeting coordination and attendance as outlined in the management agreement
• Compliance support in accordance with NC & VA statutes and governing in the executed management agreement

Services are customized based on the association's needs and the scope outlined in the executed management agreement.

The HOA board retains decision-making authority for the association. HGC acts as the board's managing agent and administrator.

• The board sets policy, approves budgets, and makes enforcement decisions
• HGC implements board decisions, manages day-to-day operations, and ensures compliance with applicable laws and governing documents
• Management does not override board authority but must operate within legal and ethical requirements

HGC administers the violation process in accordance with the association's governing documents and applicable law.

• Violations are documented and communicated in writing
• Notices, hearings, and enforcement steps follow established procedures
• Final enforcement decisions remain with the board unless otherwise delegated in writing
• HGC does not independently issue fines or penalties without board authorization

Clear communication is essential to effective HOA management.

• A designated board liaison is required for operational communication
• Routine matters are handled during normal business hours
• Email is the primary method of communication for documentation and clarity
• Board requests are addressed in the order received and based on priority.

Individual homeowners are not authorized to direct management unless otherwise specified by the board.

Meeting attendance is determined by the management agreement.

• Regular or annual meeting attendance may be included or billed separately
• Special meetings may require advance notice and additional fees
• Virtual or in-person attendance options may be available

Meeting expectations and frequency are outlined in the management agreement.

HGC coordinates maintenance using qualified, insured vendors.

• Emergency issues impacting safety or common-area habitability are prioritized
• Non-emergency maintenance is scheduled based on availability and board direction
• Competitive bids are obtained when required by governing documents or board policy
• Board approval thresholds are followed as outlined in the management agreement

Owner or board preferred vendors may be used when properly licensed and approved.

HGC provides transparent financial management and reporting.

• Financial statements are provided on a regular schedule
• Owner and reserve accounts are maintained in accordance with law
• Disbursements are processed according to established timelines
• Budget preparation assistance may be provided when included in the scope of services

All financial activity is conducted in accordance with the management agreement and applicable statutes.

HGC operates with a strong emphasis on compliance and risk reduction.

• All actions are taken in accordance with NC & VA statutes
• Governing documents are followed as written
• Legal matters are coordinated with association legal counsel when required

HGC does not provide legal advice. Final legal decisions remain the responsibility of the board.

HGC works best with associations that value:

• Clear governance and defined authority
• Professional systems and documented processes
• Timely decision-making by the board
• Respectful communication and accountability
• Long-term asset protection over short-term reactions

If these values align with your board's goals, HGC Property Management is well positioned to support your community through structured, compliant, and professional management.