What is a Community Association Management Company?
NW Management Group LLC is contracted by your Association's Board of Directors to assist with the day-to-day administration and operation of the community. While we provide professional guidance and administrative support, all association decisions and policies are established by the Board of Directors through duly authorized Board action.
Our services may include:
- Collecting assessments and managing homeowner accounts
- Preparing financial reports and assisting with budgets
- Coordinating maintenance and vendor services
- Obtaining competitive bids for projects
- Supervising contracted vendors
- Assisting with covenant and rule enforcement at the Board's direction
- Supporting Board meetings and maintaining association records
- Serving as the primary point of contact for homeowners and the Board
Contact Us
Our Customer Service Team is here to help.
Email:
customerservice@nwmgmtgroup.com
Phone: (425) 551-4800
You can also submit questions and requests through the your homeowner portal.
What is a Homeowners Association (HOA)?
A Homeowners Association (HOA) is a community association created to own, maintain, govern, and operate the common elements and shared interests of a residential community. Most Washington associations are organized as nonprofit corporations and are governed by a Board of Directors elected by the members.
The Board is responsible for carrying out the duties and responsibilities assigned by the Association's governing documents and applicable Washington law, including the Washington Uniform Common Interest Ownership Act (WUCIOA), when applicable.
Typical Association responsibilities include:
- Maintaining and repairing common areas and shared amenities
- Preparing annual budgets and managing Association finances
- Funding and maintaining reserve accounts, when required
- Obtaining insurance for Association property
- Contracting for maintenance and professional services
- Enforcing the governing documents through a fair and consistent process
- Planning for future repairs and capital improvements
- Protecting the health, safety, and welfare of the community
Every owner within the Association is automatically a member of the Association. Membership is mandatory and includes the obligation to pay assessments and comply with the Association's governing documents.
Your Association's governing documents—including the Declaration (CC&Rs), Bylaws, Articles of Incorporation, Rules and Regulations, Architectural Guidelines, and other applicable policies—are available through your homeowner portal.
What are the CC&Rs?
The Declaration of Covenants, Conditions and Restrictions (CC&Rs), also referred to as the Declaration, is one of the Association's primary governing documents. The Declaration establishes the legal framework for the community by defining the rights and obligations of both the Association and individual owners.
The CC&Rs are recorded with the county in which the property is located and are binding upon all current and future owners. They commonly address matters such as:
- Ownership rights and responsibilities
- Maintenance obligations
- Common elements and limited common elements
- Assessment obligations
- Use restrictions
- Architectural standards and modification requirements
- Easements and maintenance responsibilities
- Insurance and property damage provisions
- Enforcement procedures
Owners are responsible for complying with the Declaration as well as all other applicable governing documents adopted by the Association.
When an alleged violation occurs, the Association must follow the procedures required by its governing documents and applicable Washington law before taking enforcement action. Depending on the circumstances, this may include providing notice, an opportunity for a hearing, and any remedies authorized by the governing documents and law.
Copies of the Association's governing documents are available through your homeowner portal.
What are the Bylaws?
The Bylaws establish how the Association operates as a nonprofit corporation. They define the structure and responsibilities of the Board of Directors, officer positions, election procedures, voting rights, meeting requirements, and other administrative procedures necessary for the effective governance of the Association.
A copy of your Association's Bylaws is available through your homeowner portal.
What is the Board of Directors?
The Board of Directors is elected by the members of the Association to oversee the business affairs of the community. The Board is responsible for making decisions that are in the best interests of the Association while acting within the authority granted by the governing documents and applicable Washington law.
The Board works with the Association's management company, legal counsel, accountants, reserve specialists, and other professionals to help maintain the community and protect the Association's assets.
Association governing documents are available through your homeowner portal.
Are There Additional Rules?
Yes. In addition to the Declaration (CC&Rs) and Bylaws, many Associations adopt Rules and Regulations and Architectural Design Guidelines that provide additional standards for the community.
These documents commonly address topics such as:
- Parking and vehicle regulations
- Pets
- Use of common areas and amenities
- Exterior maintenance and appearance
- Architectural modifications and improvements
- Trash, noise, and general community standards
Owners must obtain any required written approval before making exterior modifications to their property. Failure to comply with the governing documents or approved standards may result in enforcement action, including notices, hearings, fines, or other remedies authorized by the governing documents and applicable law.
Copies of all Association governing documents are available through your homeowner portal.
Are Board Meetings Open to Homeowners?
Yes. Under Washington law, Board meetings are open to Association members, except for executive sessions that address matters permitted by law, such as legal matters, personnel issues, contracts under negotiation, or owner delinquency and violation hearings.
Meeting notices, agendas, and other required information are provided in accordance with the Association's governing documents and applicable law. Members are encouraged to attend Board meetings to stay informed about Association business.
What Are My Assessments?
Assessments are the periodic payments made by each homeowner to fund the operation of the Association. These funds pay for common area maintenance, utilities, insurance, professional management, reserve contributions, and other expenses necessary to operate the community.
Assessments are typically due on the first day of each month unless otherwise specified by your Association. Payment reminders and account information are available through your homeowner portal.
What Happens If I Don't Pay My Assessments?
Timely payment of assessments is essential to the financial health of the Association. If assessments are not paid when due, the Association may assess late fees, interest, administrative charges, and collection costs as permitted by the governing documents and Washington law.
Continued non-payment may result in collection action, including the recording of a lien against the property and, when authorized by law, foreclosure proceedings.
If you are experiencing financial hardship, we encourage you to contact management as soon as possible to discuss available options before additional collection activity occurs.
How Can We Make Board Meetings More Effective?
Many Associations experience lengthy homeowner discussions that leave little time to conduct the business of the Association. A well-structured agenda can help meetings remain productive while still providing owners with an opportunity to be heard.
Best practices include:
- Publish the meeting agenda in advance.
- Include a designated Homeowner Forum with reasonable time limits.
- Limit Board action to items included on the published agenda, except where permitted by law.
- Refer administrative matters and routine follow-up to management when appropriate.
- Keep discussions focused on Association business and allow the Board sufficient time to deliberate and make informed decisions.
- Record Board actions in the meeting minutes.
Whether the Homeowner Forum is held at the beginning or end of the meeting is a decision for each Board; however, establishing a consistent format helps meetings run more efficiently and promotes productive participation by both homeowners and Board members.
Be sure to set a time limit for the forum (usually 15 minutes) and for individual comments (three minutes)
It is best to have “Homeowner Forum-Requests to Speak” forms available and an Attendance sheet, asking each attendee to sign in when they arrive.
Following these steps sets a tone of professionalism for the meeting (similar to a City Council meeting), and lets the homeowners know that the comments will be heard, but in an orderly and controlled fashion.
The deadline to distribute our proposed budget is approaching, but we have not been able to get the Board together to review and approve it. Should we simply send it late?
No. Under the Washington Uniform Common Interest Ownership Act (WUCIOA), the Board should make every effort to comply with the statutory budget timeline. Because the proposed budget must first be approved by the Board, the Board should schedule a duly noticed Board meeting to review and adopt the proposed budget before it is distributed to the membership.
Missing the statutory deadline may place the Association out of compliance with Washington law and could create unnecessary confusion for homeowners.
If circumstances make it impossible to meet the deadline, the Board should consult the Association's legal counsel regarding the appropriate course of action. Simply delaying the mailing without first attempting to comply with the statutory requirements is not recommended.
NW Management Group LLC works closely with Boards throughout the budgeting process to help schedule meetings, prepare proposed budgets, provide the required notices, and assist Associations in meeting the deadlines established under WUCIOA.
