Who is responsible for HOA vs city maintenance? This is a common question many homeowners (and even board members) ask. If a maintenance issue crops up, who should homeowners turn to? The answer is not always clear, but there are some avenues worth checking to determine maintenance responsibilities.
Understanding HOA vs City Maintenance
Homeowners associations are responsible for maintaining the common areas and elements of the community. Sometimes, it can be difficult to determine if those areas fall under HOA jurisdiction. If the HOA maintains everything, where does the city’s role come into play?
City governments are responsible for maintaining city-owned properties. That said, there may be some overlap, especially for communities that aren’t gated. It’s easier to assign responsibility in private neighborhoods. Since they are private and exclusive, the association maintains everything inside.
Yet, understanding the differences between HOA vs city maintenance is crucial. Board members, in particular, should know which elements fall under their responsibility, and which ones don’t. This way, they can plan the budget accordingly and hold city officials accountable for their duties.
How to Check Between HOA and City Maintenance Responsibilities
To determine maintenance responsibilities, board members must check their governing documents. The CC&Rs, bylaws, community plan, and operating rules detail the scope of the association’s duties.
They indicate which areas and properties the HOA must maintain. The community plan, in particular, shows which elements fall under the association’s jurisdiction.
Homeowners usually get a copy of the governing documents upon purchase of their property. That said, they can ask for more copies or to view the records by approaching the board or manager.
Speaking of whom, the HOA board and community manager should know which elements the association is responsible for. When in doubt, it’s best to check with local government authorities as well.
HOA vs City Maintenance in General
While the city plan and association’s governing documents can provide more specific details, maintenance tends to follow a general rule. The city oversees public infrastructure and services. Meanwhile, the HOA or condo handles all association-owned properties and elements.
In general, an association is responsible for the following:
- Lobbies, hallways, elevators, and stairwells
- Common facilities or amenities such as pools, gyms, courts, and clubhouses
- Landscaping in shared spaces
- Private streets and parking lots
- Building infrastructure, including roofs, plumbing systems, electrical systems, and HVAC systems (for condominiums)
Is the HOA Responsible for Maintaining Roads?
Roads are a common source of frustration for homeowners. Potholes, cracks, and poor drainage all signal poor maintenance, but who do homeowners call when they want to report an issue? Generally, it depends on who owns the roads.
- Public Roads. The city owns public roads and streets, so it is also responsible for maintaining them. For problems with public roads, homeowners should turn to their town or local government.
- Private Roads. If the association has private roads, those typically fall under its jurisdiction. This means the HOA is also responsible for maintenance and repairs, factoring them into the annual budget. For problems with private roads, homeowners should talk to their board or community manager.
HOA vs City Repairs: How to File a Complaint With the City
For city maintenance issues, homeowners can contact the city’s public works or maintenance department. In Chicago, residents can submit a service request through the CHI 311 website. After receiving a report, the department will schedule the work. After completion, the resident will receive an update.
Roadways in Illinois fall under the jurisdiction of the Department of Transportation. Residents can report a problem with IDOT by calling (800) 452-4368 or using their online form.
Chicagoans can also access a complete list of services on the CHI 311 website.
HOA vs City Maintenance: How to Report HOA Issues
Associations should establish a standard complaints process for homeowners to use. This process can help centralize the reporting system, making it easy to assign tasks to the proper vendors and track progress.
Online Portal
Boards can invest in an online portal that allows homeowners to submit maintenance requests. Here, they can describe the issue and attach photos as supporting documentation.
Many HOA management companies provide an online portal as part of their services. Additionally, they can handle oversight and tracking, making it easier for board members.
Keep in mind that elderly residents may have trouble navigating an online system. Communities with a large population of residents aged 55+ should provide alternative reporting options.
Procedures, Timelines, and Updates
Every community should have clear timelines and procedures for dealing with maintenance concerns. Boards should define response times (and stick to them) and set a criterion for prioritization. Moreover, board members should check the system regularly. This way, they don’t miss high-priority requests.
After assigning the work order, board members should keep homeowners updated. They have a right to know the status of their request. Additionally, if the maintenance work will affect others in the community, boards should inform them in advance.
Do Homeowners Have Maintenance Obligations?
Yes, homeowners also have maintenance obligations. Associations are only responsible for the maintenance of common areas and elements. This means homeowners must handle individual maintenance issues.
In most communities, owners are responsible for the exterior and interior maintenance of their homes. They must ensure lawns and yards are trimmed and properly landscaped. They are also responsible for their own utilities.
That said, condo associations work a little differently. In these communities, the association is responsible for shared elements, including roofs, hallways, and elevators. Owners are then responsible for the interiors of their units and any exclusive-use elements.
HOA vs City Maintenance: Determined!
Maintenance is one of the main objectives of a homeowners association. Because of this, board members must understand which elements fall under their responsibility. The city generally oversees all city-owned elements and roads, while the association handles all HOA-owned properties.
Hillcrest offers HOA management services to communities in Chicago. Call us today at 630-627-3303 or contact us online to request a proposal!
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