HOA Organizing
One of the most important goals of the Neighborhood Alliance is to help neighborhoods start and maintain strong associations.
Welcome to the realm of Homeowners Association (HOA) organizing, and congratulations on taking the initiative to become a more informed member of your mandatory Homeowners Association. At the Neighborhood Alliance of Central Oklahoma (NACOK), we are here to support you on your journey by providing valuable insights, local expert tips, and HOA hacks to streamline your role as a member/leader. As an essential part of your community, it's crucial to understand and adhere to the HOA governing documents, such as Covenants and Bylaws, while also navigating the complexities of municipal, state, and federal laws regulating associations. Remember, your role as a member equates to being a co-owner, and staying informed, actively participating in meetings, running for office, and serving on committees are pivotal responsibilities. As a member of your HOA, you have the power to contribute positively—because, as the saying goes, "You can never complain your way to a better HOA."
This section will provide tools for managing and growing your reach as a Homeowners Association. If you have any questions or would like samples of mentioned resources, please contact us!
Legal Disclaimer: Neighborhood Alliance of Central Oklahoma provides information and resources related to local HOAs. We are a non-profit, non-membership organization that works with both voluntary and mandatory Neighborhood Associations. We are not a municipal, government, financial or legal firm and therefore we are not offering any kind of legal advice or legal recommendations. This information is gathered from our experience and best practices, and we always encourage HOAs to visit with an attorney, CPA or tax professional of their choosing.
Neighborhood Alliance is the only registry of neighborhoods in OKC and Norman. In this registry, we ask for the neighborhood name, boundaries, and leadership contacts. It is a confidential list and only shared with the municipality, the police departments for neighborhood safety reasons, and state elected officials.
If the Zoning Department gets an application for a new development of homes that are very different from the typical homes in your area they can notify not only those residents within 300 feet, but if you are registered, they can also notify the neighborhood President. If a dispensary has applied to go into business at the entry to your neighborhood, the President can also be notified of the hearing date. In other words, the neighborhood will receive valuable information on important applications and plans that are happening in and around your boundaries which will help you have input on decisions before they are finalized.
Neighborhood beautification means making a neighborhood look and feel better.
Community projects can be pretty simple but can go a long, long way to beautifying a space. From identifying sign toppers to enhancing your community's natural elements, there is always something to do that will add a bit of flair.
Helpful Resources:
Oklahoma City Beautiful is a nonprofit organization working to improve the image and appearance of Oklahoma City. Programs include LitterBlitz, sustainability workshops, and more!
Oklahoma City Community Foundation, Parks & Public Space Initiative - Through the Parks & Public Space Initiative, the Oklahoma City Community Foundation provides grants for landscaping and beautification projects throughout Oklahoma County.
The City of Oklahoma City Parks and Recreation Department - Information on city parks and programs available throughout Oklahoma City.
The City of Oklahoma City Planning Department - Murals - Information regarding murals and its approval process in Oklahoma City.
Oklahoma Department of Agriculture, Food, & Forestry - Information regarding agriculture in the state of Oklahoma.
Good leaders are not born, they are made from necessity. Good HOA Board Members are typically residents who want to be good neighbors, want to see their property values increase and want to improve the quality of life for everyone around them. They deserve respect for a tireless and thankless job that truly MUST be done by someone.
Every HOA must have a Board, there is no way around it. You cannot be run solely by a Management Company, you cannot pay someone to take over your Board responsibilities, and if someone tries to tell you they can do that for you do not believe them. Your deed to your property in that HOA gives you the liability and no one else. You can hire people to help your Board, like a bookkeeper, a management company, etc. But remember, they work for the Board and the Board must supervise them as such.
- Board Job Descriptions
- Sample Board Policies including Board Meetings
- Setting Board Boundaries and Sticking to them as a TEAM!
- Creating Annual Board/Neighborhood Goals (Card Storming)
- Duties of the Board (Duty of Care; Duty of Loyalty; Fiduciary Duty; Conflict of Interest)
City resources play a pivotal role in empowering neighborhood associations. These valuable assets bolster community and quality of life. Neighborhood associations rely on city services to organize events, enhance safety, and promote community development. In essence, city resources act as the lifeblood of neighborhood associations, reinforcing their capacity to nurture vibrant, resilient communities.
Helpful Links:
https://nacok.org/resources/city-community-service-resources-and-links/
-
Code Enforcement
-
Housing rehab program
Oklahoma City's Key to Home partnership is a collaboration of over 40 organizations committed to ending and preventing homelessness. You can print out a great resource guide with numbers and support programs here.
Effective communication is imperative in any relationship, including with your neighbors! The trick is to strike a good balance, do not send so much information that your audience tunes you out but do not leave them in the dark or forget to give them enough notice of events!
There are many types of communications and each neighborhood's needs are different.
Helpful Links:
How to get your Neighborhood Newsletters Printed for Free! link to Community Action
Types of Neighborhood Communications Link to Communications Workshop
The Do’s and Don’ts of Neighborhood Directories
Crime reports are a powerful tool for neighbors. They allow neighbors to track crime trends in their area and assign extra safety efforts where needed. Neighborhood-Specific Crime Reports are produced MONTHLY by the Oklahoma City Police Department.
Helpful Links:
Crime Prevention is an important part of the mission of Neighborhood Alliance. We all deserve a safe place to live; however, the police cannot accomplish this goal alone. We all must join forces to create safer neighborhoods.
For neighborhoods in Oklahoma City, you will find a link below to a monthly Crime Statistical Report compiled by the Oklahoma City Police Department, with an individualized monthly crime report for every neighborhood that is registered with NACOK. This information helps you and your residents know what the crime trends are and if you are keeping your car doors locked, and burglars at bay.
If you are not represented on this list, register your neighborhood here so we can get your information to OCPD.
Helpful Links:
https://nacok.org/resources/crime-prevention/
https://nacok.org/wp-content/uploads/2013/02/Neighbor-Identification-Card-for-print.pdf
The developer runs the business of the homeowners association until a certain percentage of the lots are sold. They can then “turn the business” over to the residents to run on their own. This is to ensure enough funds are being collected through residential dues that the new owners can afford the upkeep of the neighborhood.
Before the turnover, the developer is responsible for maintaining all the shared areas, paying all the utility bills, taxes and any other common expenses of the association utilizing the funds from the dues being collected and often needing to infuse some of their own private dollars until enough lots are sold to offset the costs.
The percentage of homes that must be sold prior to turnover is typically listed in the individual neighborhood’s covenants, conditions, and restrictions (CCRs). The Turnover should be a well-advertised meeting of all lot owners and the Developer where all prior business of the HOA is discussed. Pertinent paperwork, financials, deeds, contracts, warranties, and any other documents are passed from the developer to the residents and a Residential Board is elected/chosen (depending on the language in your own bylaws) at the meeting.
Helpful Links:
Do’s and Don’ts of the Turnover Meeting
Neighborhoods are not only working with public money, but you are spending your neighbor's money, which carries an even higher level of responsibility. Therefore, your Board must adopt and follow Financial Policies to assure all funds are handled ethically.
A good set of policies will help any neighborhood attract a better Treasurer, as scrupulous people who are used to dealing with public funds, want good rules around them so they never have to be accused of unfounded accusations. The Board should worry about the people who say they are such finance experts that they do not need any policies, or any standards to follow because they are typically the ones to watch closely!
Helpful Links:
Self-Audit Tool Created by a CPA for HOAs
Sample Financial Policies
Bank Accounts and Bank Cards & FEIN
The number one reason people give for not donating...they were not asked!
Raising funds through donations of goods and cash can be very beneficial to your neighborhood. Hyper-local businesses would love to support a local neighborhood, after all you are their business base!
NACOK even has a unique Donor Designated program for large gifts that can make any gift of cash or goods to your neighborhood tax deductible for the donor. Most neighborhoods do not qualify for many grants, however, Oklahoma City Community Foundation (OCCF) has a landscaping grant that some neighborhoods may qualify for, called the Parks & Public Space Initiative.
Of course, the secret is in the thank you! You must thank your donors immediately after the donation and again during the year, about 6 months after. That way when you approach them the following year they remember you and are more apt to give again. Tips are below!
Helpful Links:
How to Thank Your Donors so They Will Keep Donating!!
It is crucial for neighborhood associations to understand how to advocate for their communities at public forums, like City Council meetings, Board of Adjustment, Traffic Commission meetings, MAPS meetings, and even the Planning Commission. These gatherings provide a direct platform for expressing local concerns, ideas, and needs. By actively engaging with City Council, associations can influence decisions regarding zoning, public services, and development that profoundly impact their neighborhoods. Informed advocacy ensures that the unique character and well-being of the community are preserved and improved. This engagement also fosters a sense of ownership and participation, strengthening neighborhood bonds.
Helpful Links:
How to Advocate for Your Neighborhood
We all deserve to live someplace where we feel welcome. As neighbors we really have a lot in common! We shop at the same grocery stores, our kids go to the same local schools, play in the same parks, with the same neighborhood kids. We walk our dogs on the same neighborhood streets, we share the same local elected officials, we see the same potholes, I know about your new car before your in-laws do!
We could be good friends if we could just break down that barrier and introduce ourselves! So how do we create that community where we know each other, have fun, and look out for one another?
Helpful Links:
How to Create Community in your HOA
It takes a community to keep our city clean! Our friends at Oklahoma City Beautiful sponsor a yearly program named Litterblitz. LitterBlitz provides the opportunity to give back and connect with friends, neighbors, civic clubs, and coworkers as well as the environment in a safe and easy way.
Helpful Links:
Neighborhood leadership training is indispensable for the growth and effectiveness of neighborhood associations. The programs we offer, such as Jumpstart and Neighborhood Leaders of Today workshops, equip leaders with essential skills, knowledge, and resources. They learn how to engage their communities, navigate local governance, and address pressing issues. Effective leaders drive positive change, improve safety, and enhance the quality of life in their neighborhoods. By participating in these workshops, neighborhood associations are better prepared to handle challenges, advocate for their communities, and build stronger networks. In essence, investing in leadership training is an investment in the future of these associations, ensuring they can thrive and make a lasting impact on their neighborhoods.
Helpful Links:
NLT https://nacok.org/programs/
Jumpstart - https://nacok.org/events/event-listings-registrations/
NACOK events https://nacok.org/events/nacok-calendar-of-events/
Decorative streetlights can add warmth and elegance to your neighborhood. The City of Oklahoma City can help you get them, but most of the job will be yours. The City installs practical, efficient streetlights to make your neighborhood safe at the lowest possible cost to you.
Helpful Links:
Many HOAs have Private Roads and Private Waterways. Every other year NACOK brings experts in to teach residents and leaders the best tips on maintaining these expensive amenities. Please review the handouts they leave from the workshop. Do not forget to sign up on this website for our emails so you will be notified the next time we host this, and any other workshop and you can decide which ones you want to attend.
Helpful Links:
Private Road Maintenance Workshop Handouts
Private Waterways Workshop Handouts
Research shows that residents would attend a Neighborhood meeting if...
- Goals were accomplished
- Residents were given an opportunity to be heard
- Meeting was time-limited
- And the number one reason...Snacks were served!!!!
All great neighborhoods must have resident input and the best way to do that is through meetings. We get it, meetings can be boring and get out of hand, and no one wants to attend. So, do something about it! Follow some of these helpful suggestions and see if any of them help.
Helpful Links:
Utilizing Speakers at Meetings
Creating an Agenda, you Can Stick To
How to Effectively Deal with Disruptive or Angry Attendees
Making Motions and other Meeting Procedures
How to Prepare for Different Types of Meetings (Board Meetings, Annual Meetings, Special Meetings, Electronic Meetings, Membership Meetings, etc.)
Workshop taught by Matthew Winton, Attorney
Matthew Winton is a good friend of NACOK, and is one of the very few attorneys whose practice is solely HOAs and Condominiums. He is located on Memorial Road in OKC and three times a year he teaches a class aptly entitled “Legal Issues for HOAs." It is held over Zoom and is a two-night course. You must commit to both nights and can register on this website. Again, sign up for our email alerts so you will be notified of the upcoming dates so you and your neighbors can attend.
Helpful Links:
Sidewalks separated from the roadway are the preferred accommodation for pedestrians. Neighborhood sidewalks provide many benefits including safety, mobility, and healthier communities. In addition to reducing walking along roadway crashes, sidewalks reduce other pedestrian crashes. They provide a way for families to walk to their local library, neighborhood meeting, and recreation center.
Helpful Links
OKC Maps 4 sidewalks - https://www.okc.gov/government/maps-4/sidewalks-bike-lanes-trails-and-streetlights
OKC 50/50 program - https://www.okc.gov/departments/public-works/resident-community-resources/sidewalk-repair-replacement-program
Norman Sidewalks - https://www.normanok.gov/your-government/departments/public-works/engineering-division/sidewalks
Homeowner Associations are typically run by volunteers, who, if lucky, are assisted by a management company. Over the years NACOK (Neighborhood Alliance of Central Oklahoma) has collected many tricks-of-the-trade from highly creative HOA Leaders who provided solutions to problems all HOAs face. Check back as we add to this list as we hear of innovative ideas.
Helpful Links:
- HOA Hacks Handout
Management Companies are life savers for most of us. They can make living in an HOA enjoyable. You must be careful when choosing the right company for your neighborhood.
Ask for references and call them. Ask if you can choose only the services you need rather than a contract with many services you do not need.
Remember, the Management Company never replaces your Treasurer. They should never be solely signing checks or presenting financial reports without first presenting them to the Treasurer.
The Board still holds ALL the liability of their decisions with your neighbor's money, so stay aware.
A committee is a group of people, from the larger association, who are appointed to work on a specific task. Whatever the purpose of the committee it is important to find the right person to lead the committee and the right members to be on the committee. Good Committees to have: Welcome Committee, Audit Committee, Membership Committee, Safety Committee and Social Committee. HOAs should have an Executive Committee, Architectural Review Committee, Developer Turnover Committee, and/or Finance/Budget Committee.
Volunteers are, without a doubt, one of the most valuable resources a neighborhood association can gain access to. This is primarily the case because neighborhood associations often rely on volunteers to carry out neighborhood projects. Neighborhood volunteers usually give their time and skills to support the neighborhood's events and goals.
Helpful Links:
UCO Big Event - https://www.ou.edu/bigevent
OU Big event - https://www.uco.edu/student-resources/ce/big-event
Many of our resources are PDF files.
You will need Adobe Reader to open these files. You can download it at no cost here.