Stakeholder Guide — HOA Board & Community Association
Audience: Non-technical HOA leadership (HOA Chairperson, Board Members, Secretary, Treasurer, Residents' Association)
Purpose: Plain-language view of community governance, rules, voting, service charges, and common areas
Language: Plain English — no code, no database terms
1. What Is This, in Plain Words
Today, HOA decisions may be made in meetings with proxy forms, rules may be stored in emails or paper, votes may be counted by hand, and service charges may be tracked in spreadsheets. Residents often do not know what was decided, when, or why. Our platform gives the HOA one auditable system for community governance — proposals, votes, AGMs, elections, rule enforcement, and service-charge collection — so every decision is recorded and every resident can trust the process.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Rules and resolutions on paper or email | Rules registered as formal records; every proposal, vote, and outcome stored |
| Votes counted by hand at AGM | Owners vote using secure proof; results tallied and recorded automatically |
| Service charges in spreadsheets; arrears hard to track | Charges issued per unit; collections tracked; arrears flagged; three-way match before funds cleared |
| Common-area faults reported by word of mouth | Defects logged with photos; work orders tracked to expert sign-off |
| Residents unsure what decisions affect them | Residents see decisions, service-charge statements, and common-area status in one place |
3. Features You Will Use
- Community rules: Register HOA rules as formal records (noise, parking, pets, use of common areas). Each rule has an enforcement stage.
- Resolution proposals: Any eligible owner can propose a resolution. It is discussed, then put to a vote.
- Secure voting: Owners vote using proof of eligibility — their vote choice stays private; only the fact that they are entitled to vote is verified.
- AGM & meetings: Meeting notices, minutes, action items, and decisions are recorded. Decisions can be promoted to formal resolutions.
- Board elections: Nominations, ballots, and tallying are all recorded and verifiable.
- Rule violations: Violations (e.g., noise, parking) are logged; fines are proposed, not auto-issued — a person must approve each one.
- Service charges: Charges issued per unit based on board-approved rates; collections tracked; arrears managed with human review at each step.
4. Who Does What
| Role | Responsibility |
|---|---|
| HOA chairperson | Leads board; proposes resolutions; chairs AGM |
| Board members | Vote on resolutions; approve rule enforcement and fines |
| Secretary | Keeps minutes, notices, and records |
| Treasurer | Oversees service-charge budget, collections, and fund |
| Property manager | Day-to-day operations, maintenance, resident liaison |
| Residents / owners | Vote on resolutions; elect board; pay service charges |
5. What You Keep
- Your HOA's legal constitution and bylaws stay the same; the platform adds a shared record, sign-off milestones, and verifiable voting.
- Your bank and accounting arrangements stay the same; the platform sends payment proofs to your accounting software.
6. What You Must Confirm
- Your voting rules (who is eligible, what percentage is needed to pass a resolution)
- Your service-charge rates and how they are calculated (by unit size, flat rate, etc.)
- Who the authorized signers are for bank and finance decisions
- Which resident contact channels you will use for notices and votes
7. What We Honestly Do Not Promise
- We do not run your HOA or make decisions for you; the platform records decisions, it does not make them.
- We do not auto-issue fines or auto-enforce rules; a person must approve each enforcement step.
- We do not promise a specific collection rate until we measure your baseline.
- If your bank or payments system is unavailable, the platform stops and tells you — it never invents a fake payment.