It’s a question that trips up more board members than you might think: Who’s really in charge around here—the HOA or the management company?

On the surface, it seems simple. There’s a board of directors making decisions, and there’s a property management company helping out. But when the landscapers stop showing up, or the budget gets tight, or the homeowner with the world’s brightest holiday light display refuses to take it down in March… suddenly everyone’s pointing fingers.

That’s why it’s so important—especially for HOA board members—to understand exactly what your board is responsible for, what the HOA management company handles, and how the two sides can work together without stepping on each other’s toes.

Let’s break it down, step by step.

Understanding the Basics: HOA vs. Management Company

If your community is like most, you’ve got an HOA board—a group of elected volunteers who (bless them) have agreed to lead the neighborhood—and a management company that helps carry out the day-to-day operations.

Here’s the core difference:

• The HOA board is like the executive branch of your community. They set the vision, vote on policies, approve budgets, and make the big decisions to maintain property values and the community’s well-being.

• The HOA management company is the operations team. They’re the pros hired to handle the daily logistics, from coordinating vendors to managing homeowner requests.

In other words: The board decides what needs to happen. The management company makes it happen.

But let’s dig deeper.

What Is a Homeowners Association (HOA)?

Governing Body, Local-Style

An HOA is a legal entity created (usually by a developer) to manage and govern a community of homeowners. It’s run by a board of directors elected by homeowners like you. These board members have a fiduciary duty—meaning they’re legally obligated to make decisions in the best interest of the community.

The board’s job is big-picture:

• Establish and enforce community rules

• Approve the annual budget

• Oversee the association’s financial health

• Plan for long-term projects, like roof replacements or road resurfacing

• Make policy decisions that protect property values and maintain common areas

Think of the HOA board as the captain of the ship—steering the community’s course, even when the waters get choppy or board members blunder.

What Is a Property Management Company?

Your Community’s Task Force

A property management company is a third-party business hired by the HOA to execute the board’s decisions and handle the day-to-day operations of the community. Think of these companies as a partial evolution of HOAs. They don’t have authority to make policy—but they have the expertise to get things done.

A good management company is like a Swiss Army knife for your HOA. They step in where the board’s time, energy, and knowledge might fall short. They bring systems, tools, and industry know-how—and they provide the HOA property manager: the dedicated point person who works directly with the board, homeowners, and vendors to keep the community running smoothly.

Some of the key roles a management company (and its property manager) take on include:

• Coordinating with vendors (landscapers, pool services, maintenance crews)

• Handling HOA communications and resident requests

• Managing dues collection and financial reports

• Assisting with rule enforcement and violation letters

• Keeping records, contracts, and compliance documents organized

• Advising the board based on industry best practices

They’re the boots on the ground. Without them, most boards would quickly find themselves overwhelmed.

Key Responsibilities of the HOA

Let’s get specific: What exactly is the board responsible for?

Governing the HOA Community

The board sets the rules, from what color your front door can be to how many pets you’re allowed. They vote on policies, approve architectural applications, and make decisions about major projects and community standards.

Enforcing Rules and Bylaws

If a homeowner doesn’t follow the rules, it’s the board that ultimately holds the authority to enforce the community’s CC&Rs (Covenants, Conditions, and Restrictions). The management company can assist, but the board is the final decision-maker.

Overseeing the Budget and Finances

The board approves the annual budget, sets the dues, and decides how funds are allocated for property enhancements or maintenance—whether for landscaping, maintenance, or reserves for future repairs. They also oversee audits and ensure the community’s financial health is on track.

Key Responsibilities of a Management Company

So where does the management company step in? They handle the day-to-day details that keep the community running smoothly.

Day-to-Day Operations and Maintenance

Scheduling the landscapers. Coordinating maintenance requests. Making sure the clubhouse is cleaned and the pool chemicals are balanced. The management company takes care of these tasks so the board doesn’t have to spend hours each week dealing with logistics.

Vendor Coordination and Contract Management

From security companies to pest control, the management company sources vendors, negotiates contracts, and ensures services are delivered on time and within budget. They’re the board’s partner in getting things done—without the board having to make every phone call themselves.

Administrative and Financial Support

Collecting dues, managing invoices, preparing monthly financial reports, and tracking violations? That’s the management company’s wheelhouse. They help the board stay informed, make good decisions, and keep the community’s business running like a well-oiled machine.

Who Makes the Decisions: HOA or Management Company?

This question often causes confusion among residents: Who’s the boss?

Short answer: The HOA board makes the decisions.

Longer answer: The board sets policies, votes on budgets, and has the legal authority to enforce rules. The management company is there to advise and execute. They can recommend solutions, provide management expertise, and carry out board-approved actions—but they can’t act independently.

It’s a collaborative partnership—but the board is in the driver’s seat.

How HOAs and Management Companies Work Together

A well-run community depends on a healthy partnership between the board and the management company. When roles are clear, communication is strong, and both sides trust each other, the community benefits.

Here’s how they can collaborate effectively:

• The board sets the vision: They decide what needs to happen.

• The management company makes it happen: They handle the details.

• The board leads: They approve budgets, policies, and major decisions.

• The management company supports: They advise, execute, and troubleshoot.

It’s like a band: The board writes the music. The management company handles the production. Together, they create a hit record.

When Does a Community Need a Management Company?

Some communities can self-manage, especially small ones with simple needs and a highly engaged board. But as a community grows, so do the responsibilities—and that’s when a HOA property management company becomes a lifeline.

You might need a management company if:

• Your board is overwhelmed by maintenance, finances, or homeowner communications

• Your community has complex amenities (like a pool, gym, or clubhouse)

• You’re struggling to enforce rules or collect dues and fees consistently

• Homeowners expect professional support and responsiveness

• The board wants guidance on legal compliance, best practices, and long-term planning

Hiring a management company isn’t just about offloading work—it’s about bringing in expertise that helps the board make smarter decisions, reduce risk, and protect property values.

Choosing the Right Structure for Your Community

The relationship between an HOA board and its management company is like a partnership in any business. Each has a role:

• The board provides leadership, sets the vision, and makes community-defining decisions.

• The management company delivers operational support, guidance, and execution.

When both sides stay in their lane and communicate clearly, the community thrives. Homeowners see results—clean common areas, responsive service, stable finances—and the board can focus on the big picture instead of getting bogged down in daily tasks.

So, the next time you hear someone ask, “Who’s in charge—the board or the management company?”, you’ll know the answer: It’s both—but in different ways. The board leads. The management company supports. And together, they make the community a place people are proud to call home.

Ready to strengthen your HOA’s leadership and operations? Action Property Management is here to help.

Contact us today for a free quote—or dive deeper with our HOA Podcast Series to keep learning.