HOA Owners FAQs

General Association Questions

• What services does DMG provide to homeowners associations (HOAs)?

  DMG offers full-service community management, including:

  • Monthly and annual financial management
  • Dues billing and collection
  • Board meeting coordination and minute preparation
  • Vendor and maintenance coordination
  • Covenant enforcement and violation tracking
  • Budget preparation and reserve planning
  • Annual meeting facilitation and election administration

  We act as a partner to your Board of Directors — handling day-to-day operations so volunteer leaders can focus on long-term community success.

• Is DMG the HOA or just the management company?

  DMG is the management company, not the HOA.
  Your HOA is a nonprofit corporation governed by its Board of Directors, elected by homeowners.
  DMG implements board-approved policies, manages finances, coordinates maintenance, and provides professional guidance — but all decisions rest with the Board.
  

• How do I contact DMG for HOA questions?

  You can reach our Community Management Team by:

  • Email: hoa@dmgrealestate.com
  • Phone: 405.364.4114
  • Online: via your Owner Portal or HOA page on our website

  Please include your community name and property address so we can respond quickly.

Dues, Payments & Financials

• How do I pay my HOA dues?

  Most associations managed by DMG allow multiple payment options:

  • Online payments via your owner portal (ACH or credit card)
  • Mailing checks to the address shown on your statement

• What happens if my payment is late?

  Each HOA has its own collection policy, adopted by the Board and outlined in the community’s governing documents.
  Late payments typically incur a late fee and interest after a grace period (often 10–15 days).
  DMG follows your HOA’s policy consistently and fairly to protect the association’s financial health.

• How can I see where my dues are going?

  HOA financials are transparent and available to all members.
  Each month, the Board receives detailed financial reports from DMG, including:
  

  • Balance sheets and income statements
  • Expense details by vendor
  • Bank reconciliations

  Owners may also request an annual financial summary or attend the annual meeting for a full report.

Maintenance & Common Areas

• Who do I contact about a maintenance issue in my community?

  For common area issues (entrance landscaping, lighting, pools, gates, etc.), submit a maintenance request through your owner portal or contact DMG directly.
  For issues on your private property, please refer to your HOA’s maintenance responsibilities section — some items are owner-responsible, others are shared.

• How does DMG handle vendor selection and repairs?

  We maintain relationships with qualified, insured, and vetted vendors for landscaping, pool service, roofing, asphalt, and other maintenance needs.
  DMG obtains competitive bids, reviews them with the Board, and only proceeds with Board authorization unless the repair is an emergency.

Rules, Compliance & Communication

• How are HOA rules enforced?

  DMG helps the Board enforce CC&Rs (Covenants, Conditions & Restrictions) consistently. When a violation occurs:

  • A courtesy notice is sent.
  • If not resolved, a formal violation letter or fine may follow based on the HOA’s enforcement policy.
  • Homeowners have the opportunity to appeal to the Board.

  The goal is always compliance, not punishment, to preserve neighborhood appearance and property values.

• How do I get copies of governing documents (CC&Rs, bylaws, rules)?

  You can download these anytime from your Owner Portal under “Documents” or request them directly from DMG.

Meetings & Governance

• When are HOA meetings held?

  Regular Board meetings are typically held quarterly (or as stated in your bylaws).
  An Annual Meeting of Members is held once per year to review finances, discuss community goals, and elect directors.
  Meeting notices are sent in advance via email or mail according to your HOA’s notice requirements.

• How can I volunteer or run for the Board?

  During the annual election cycle, DMG distributes a Call for Candidates with instructions for nomination.
  Any homeowner in good standing may run for the Board.

Architectural & Community Requests

• How do I submit an architectural request (fence, paint, addition, etc.)?

  Submit an Architectural Change Request (ARC form) through your Owner Portal or by email.
  Include photos, color samples, and plans if applicable.
  Your HOA’s Architectural Committee or Board will review the request per your CC&Rs, usually within 30 days.

• Can DMG approve my architectural request directly?

  No — DMG facilitates the process but does not have authority to approve or deny modifications.
  All decisions are made by the Board or Architectural Committee.

Closing, Sales & Transfers

• Closing, Sales & Transfers

  Your title company will contact DMG for a resale certificate or statement of account showing current dues, fees, and any violations.
  Once the sale closes, the new owner’s information is automatically updated in our system.

Emergency Contact

• Who do I contact in an emergency?

  For emergencies affecting common areas or shared systems (e.g., water leaks, gate malfunctions), call DMG’s 24-hour emergency line:
  405.364.4114
  For personal property emergencies, please contact local services or your own vendors directly.