A guide to HOA common area maintenance

What are common areas?

Common areas are the shared spaces within a Minnesota homeowners association (HOA) community that are owned, maintained, and managed by the association. These areas are typically outlined in the governing documents of the HOA, such as the Covenants, Conditions & Restrictions (CC&Rs) or bylaws.

Common areas can include landscaped grounds, sidewalks, clubhouses, and other shared amenities. Because these spaces serve all residents, proper maintenance is essential. A well-kept common area not only enhances curb appeal but also contributes to a more enjoyable living environment for everyone.
 

Units vs. common elements vs. limited common elements

Units are privately owned spaces within the community, such as a townhome or condominium. Homeowners are typically responsible for the upkeep and maintenance of their individual units.

Common elements are areas shared by all residents, such as hallways, lobbies, and recreational spaces. These spaces are typically maintained by the HOA using funds collected through association dues.

Limited common elements are located outside of an individual unit but exclusively serve one or a few units. Examples include balconies, assigned parking spaces, and certain HVAC systems. While these elements are reserved for specific residents, maintenance responsibilities are defined by the HOA’s governing documents and may be shared between homeowners and the HOA.
 

What is HOA common area maintenance?

HOA common area maintenance refers to the routine care, repairs, and management of shared spaces within the community. This includes both preventative maintenance and responsive repairs to keep these areas in good condition.

Maintenance responsibilities include tasks such as landscaping, snow removal, street and sidewalk repairs, amenity upkeep, lighting and security, and structural maintenance. A well-maintained community reflects positively on property values and the overall experience of residents. FirstService Residential takes the guesswork out of HOA common area maintenance by providing proactive solutions that help keep communities safe, attractive, and well-maintained so board members can focus on what matters most, and residents can enjoy a place they’re proud to call home.

Learn more about the latest developments and trends in outdoor service in our webinar here. 
 

Who is responsible for HOA common area maintenance?

In Minnesota, responsibility for HOA common area maintenance is shared between the board, the property management company, and, in some cases, homeowners themselves.

The HOA board is ultimately responsible for overseeing maintenance and allocating funds appropriately. They set the community’s budget, approve contracts with vendors, and enforce maintenance rules. In many cases, the board delegates day-to-day maintenance operations to a property management company.

A property management company, such as FirstService Residential, can play an instrumental role in coordinating maintenance efforts. The management team can hire and supervise landscapers, janitorial staff, and repair technicians, conduct routine inspections, and respond to resident concerns. Additionally, they can manage vendor negotiations to support cost-effective solutions for the community.

Homeowners may also have responsibilities when it comes to maintaining specific limited common elements. For example, a resident might be responsible for maintaining the interior of a balcony or replacing air conditioning filters, while the HOA maintains the exterior structure and performs larger-scale repairs. These distinctions should be clearly outlined in the HOA’s governing documents.
 

HOA common area rules

HOAs establish rules to protect and maintain common areas while balancing the needs of all residents. These rules are typically outlined in the governing documents and may include usage restrictions, decoration rules, noise regulations, and parking policies:

• Usage restrictions: Hours of operation for amenities, guest policies, and pet policies in shared spaces.
   
• Alterations and decorations rules: Homeowners may not be allowed to alter landscaping or install decorations in shared spaces.
   
• Noise regulations: HOAs may limit excessive noise in clubhouses, playgrounds, pools, or other areas that could disrupt resident life.
   
• Vehicle and parking policies: Governing visitor parking, towing regulations, and commercial vehicle restrictions.

Since each community is unique, it’s important for homeowners to review their HOA’s governing documents to fully understand the expectations for common area usage. If a resident has questions or concerns, attending HOA board meetings or reaching out to the HOA’s property management team can provide clarity.
 

How a Responsibility Matrix can help

To help clarify these responsibilities, many Minnesota HOAs create a Responsibility Matrix. This is a quick-reference guide to outline which maintenance tasks fall under the association’s responsibility and which are handled by individual homeowners.

Creating a Responsibility Matrix may involve:

• Reviewing governing documents, warranty information, and past maintenance records.
   
• Consulting with the property manager and legal counsel familiar with laws governing Minnesota HOAs to confirm accuracy and avoid misinterpretations.
   
• Listing key maintenance items and clearly designating responsibility between the HOA and unit owners.
   
• Including a notes section for exceptions or clarifications.
   
• Distributing the matrix to residents via email, newsletters, and community bulletin boards to improve transparency and reduce repeated maintenance inquiries.

Your attorney can help protect your association from unintentional legal exposure because of something you did or didn’t specify. A disclaimer that the matrix does not represent a comprehensive list of all elements or responsibilities is something your attorney will probably recommend including up front.
 

What to do if the HOA is not making repairs

While most HOAs prioritize maintenance, there may be instances where repairs are delayed or neglected. If you notice an issue in a common area that hasn’t been addressed, you can take several steps to resolve it.

First, it’s essential to review the HOA’s governing documents. These documents typically explain which maintenance responsibilities belong to the association and which are the homeowners' obligations.

If the issue falls under the HOA’s responsibilities, the next step is to submit a maintenance request using the process outlined in the governing documents. If the issue isn’t addressed within a reasonable timeframe, you may consider following up with a written request or bringing it up at the next open HOA board meeting. If maintenance concerns persist, the HOA may benefit from professional management services. FirstService Residential specializes in managing vendor relationships and setting realistic maintenance schedules so that repairs can be completed promptly.
 

Partnering with FirstService Residential for HOA maintenance in Minnesota

Common area maintenance is one of the most important responsibilities of an HOA, directly impacting property values and resident satisfaction. A well-maintained community requires strategic planning, reliable vendors, and experienced management.

At FirstService Residential, we provide Minnesota HOAs with the support they need to manage maintenance operations effectively. From vendor coordination to budgeting and compliance, we help associations streamline maintenance processes and enhance the life of each resident.

If your HOA is looking for a property management partner, contact FirstService Residential today to learn how our expertise can benefit your community.