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HOA — Homeowners' Association

The HOA module supports the elected committee that oversees facility governance: members, meetings, motions, and (where enabled) read or write access to facility finances.

What residents see

Residents have an HOA tab:

  • Committee members — who's elected, their role (Chair, Treasurer, Secretary, etc.), and their term dates.
  • Public finances — if your facility has Public Finances enabled, residents see a high-level summary of facility income/expenses for the current period (no per-unit detail, no PII).
  • Upcoming AGM / meetings — scheduled dates, agenda, location.
  • Past minutes — meeting minutes from prior gatherings.
  • Motions — current motions open for comment or vote.
  • Run for committee — resident can apply to stand for an open position.

What committee members see

Elected committee members have an enhanced view:

  • Committee dashboard — pending motions, upcoming meetings, finance summary (if write access granted).
  • Draft minutes — committee secretary drafts here, others review before publishing to residents.
  • Motion management — propose, sponsor, table, withdraw motions.
  • Committee-only chat — the committee is automatically a chat group in the Messaging module for closed discussions.

What facility admins do

Manage committee membership

Settings → HOA → Committee Roster: - Add or remove members. - Set their role (Chair, Vice-Chair, Treasurer, Secretary, Member). - Term start + end dates. - Each member's HOA portal access is tied to these dates — terms ending automatically revoke access.

Configure access to finances

Two layers of access:

  1. Read access — committee sees the high-level finance summary (income, expenses by category, current bank balance) but can't change anything.
  2. Read + Write access — committee can mark expenses approved / denied, generate reports, run end-of-year reconciliation.

Most facilities run with Read-only for the committee and keep financial controls with management. Operators with elected treasurers who actively run the books grant Read + Write.

Configure in Settings → Billing Module Config → HOA finance billing access.

Manage public finances

Settings → HOA → Public Finances: - Toggle on to publish a finance summary to all residents. - Choose what to show: income only, income + expense categories, income + expenses + balance. - Refresh frequency (real-time, monthly, end-of-year only).

When on, residents see this on their HOA tab. When off, only the committee + management see finance details.

Schedule a meeting

HOA → Meetings → New Meeting: - Type (AGM, Quarterly, Emergency, Sub-committee) - Date + time + location (or virtual link) - Agenda items (committee can add to this) - Required notice period (typical 7-14 days for AGMs)

When scheduled, the system: - Sends a broadcast to all residents (if AGM) or committee (if closed) - Tracks RSVPs - Captures attendance during the meeting (committee secretary marks attendees)

Manage motions

A motion has lifecycle: - Draft — committee member is composing - Open for comment — residents can comment, no vote yet - Open for vote — residents vote yes/no/abstain - Closed — voting period over, result published - Implemented / Rejected — final disposition

Motion types: - Procedural (e.g. "elect Treasurer") - Financial (e.g. "approve special assessment of GHS 500/unit") - Operational (e.g. "extend pool hours to 10 PM")

Reports

  • Member turnout at meetings
  • Motion success rate
  • Committee tenure (who's served, for how long)
  • Communication audit (broadcasts sent, ack rates)

Public Finances detail

When enabled, the public finances view shows residents: - This month's income (rent, service, parking, fines, other) - This month's expenses by category (utilities, salaries, repairs, contracts, capital, other) - Current balance (operating + reserve fund) - Year-to-date comparison

It does NOT show: - Per-unit balances or arrears - Specific resident payments - Salary detail (only total salaries, not who earns what) - Bank account numbers - Vendor invoices in detail

Privacy is preserved while still giving residents the budget transparency that healthy estates rely on.

Tips

  • Term limits keep governance fresh — set 2-3 year terms with staggered renewal so the committee doesn't fully refresh every cycle.
  • Public finances build trust — residents who don't know how their service charge is spent assume the worst. Showing category-level numbers (without PII) silences a lot of complaints.
  • Schedule AGMs early — even with the digital tooling, Ghanaian estates often struggle with quorum. 30-day notice + WhatsApp reminder + in-person date pinned on the gate gets you there.
  • Train new committee members on the HOA module before their first meeting — this saves you from re-explaining the same workflows to every new chair.