How to Get HOA Members on Board with Submetering

Articles

Build Resident Trust

One Clear Message

Transparent Billing

Understanding Drives Acceptance

A board-to-resident communication playbook

The fastest way to lose resident support is silence. The second fastest way is to explain water submetering like an engineer.

HOA boards do not fail at submetering because the technology does not work. They fail because residents don’t understand why the change is happening or how it affects them personally.

This playbook is a practical, board-ready guide you can use to explain submetering clearly, handle pushback calmly, and earn resident trust before emotions take over.

How HOA Boards Should Use This Water Submetering Communication Playbook

This guide is designed for HOA board members, property managers, and finance or utilities committees.

You can use it as:

A step-by-step communication plan.
A script for town halls and open meetings.
Source material for emails, notices, and FAQs.
A consistency guide so all board members say the same thing.

Clarity beats persuasion every time.

HOA Communication Goals Before Introducing Water Submetering

Before talking to residents, the board must agree on three goals.

Explain the reason for submetering in plain language.
Demonstrate fairness and transparency in billing.
Build trust by addressing concerns early and honestly.

Residents do not need technical specs. They need reassurance and predictability.

If your board needs a shared baseline, review the Water Submetering for HOAs: The Complete Guide before any public messaging.

Phase 1: Internal HOA Board Alignment Before Water Submetering

Here are the key messages the board must share. Every board member should be able to explain the following without notes.

Why the HOA is exploring submetering now.
How water costs currently affect dues and reserves.
What problems submetering solves.
What submetering does not change.

Inconsistent messaging creates mistrust faster than bad news. Boards often see resistance increase when residents hear different explanations from different board members.

One-Sentence Core Message

Use this sentence everywhere.

Water submetering allows residents to pay for their actual water usage instead of subsidizing waste; it also helps control costs and protect the community’s finances.

This sentence is the foundation for how to explain water submetering to HOA residents without confusion.

Review Real-World Case Studies

Review real-world case studies that you can then cite at the community meeting. For example, one Colorado HOA saw water use drop by 38% after installing over 446 SimpleSUB Water submeters. The HOA uncovered hidden leaks that had been quietly driving up shared water costs before submetering was introduced, and they received a $20,000–$30,000 refund after correcting a misread city meter.

Phase 2: Initial Resident Announcement

Timing is extremely important. Announce early. Do not wait until contracts are signed or installers are scheduled.

Early notice signals transparency and respect.

Recommended Communication Channels

Use these communication channels to notify homeowners of the coming changes.

Community-wide email.
Posted notices in common areas.
HOA portal or website.

Sample Initial Announcement

Subject: Important Update on Managing Community Water Costs

The HOA Board is evaluating water submetering as a way to manage rising water expenses, reduce waste, and improve billing fairness.

Currently, water costs are shared across the entire community, even when usage varies significantly between homes. Submetering allows residents to see and pay for their own usage, helps identify leaks earlier, and supports more predictable budgeting.

No decisions have been made at this time. We are sharing information early so residents can learn about the process and ask questions.

Additional details and a Q&A session will follow.

Phase 3: Educating HOA Residents about Water Submetering

Address the topics residents care about most early and clearly.

How billing will change.
Whether HOA dues will increase or decrease.
Installation impact inside units.
Privacy and data use.
Who pays for what.

Avoid jargon. Focus on outcomes.

Then follow that up with what needs to be emphasized.

Here are some of the things you should emphasize.

Submetering is about fairness, not punishment.
Most communities reduce overall water use.
Leaks are detected sooner, limiting damage.
Billing becomes clearer and easier to understand.

It is widely reported that submetering in multifamily properties (including HOAs) leads to water use reductions of 15–30% by improving accountability and leak detection.

This is not a promise. It is a documented trend.

Here are some resources you can pass along to your residents. It’s geared towards property management and board members, but it will give them an inside look at submetering from the other side of the desk:

Water Submetering for HOAs: The Complete Guide

The Ultimate Guide to Water Submetering

Phase 4: How to Address Common HOA Resident Objections to Water Submetering

Ignoring objections creates opposition. Address them directly.

Here are some objections you might encounter and how to handle them.

“This is just a way to raise fees.”

Response: Submetering does not create new water costs. It reallocates existing costs based on actual use. Residents who conserve typically pay less.

“I do not want someone monitoring my water use.”

Response: Submeters measure total water volume only. They do not track behavior, schedules, or activities. The data is used strictly for billing and leak detection.

“Installation will be disruptive.”

Response: Many modern systems are installed with minimal disruption. Some solutions avoid cutting walls or entering living spaces for extended periods. We are researching the best possible, most effective, and least disruptive options.

“Why change something that already works?”

Response: Shared billing hides leaks, rewards waste, and makes budgeting unpredictable. Submetering gives the HOA tools to manage costs responsibly long term.

These scripts directly address common HOA resident resistance to water submetering without dismissing concerns.

Phase 5: Town Hall or Information Session

Here is a 45-minute agenda and board talking points you can use to prepare your presentation.

Recommended 45-Minute Agenda

Why community water costs are rising.
How submetering works at a high level.
Fairness and financial impact.
Installation overview.
Open resident questions.

Board Talking Points

This is about giving residents control, not taking anything away.
Encourage questions. Silence is not failure. It means residents are processing the information.
Record the session for residents who cannot attend.

For boards planning next steps, consider using the Step-by-Step Checklist for Implementing a Water Submetering System. This will help align the communication and implementation phases.

Phase 6: Voting and Approval Communication

Residents should never feel surprised by a vote.

Here is a pre-vote template you can use.

Pre-Vote Template

Subject: Upcoming HOA Vote on Water Submetering

The HOA Board will vote on a water submetering proposal at the next scheduled meeting. Residents are encouraged to attend, review the materials provided, and ask any remaining questions.

Supporting documents include cost estimates, timelines, and implementation details.

-End of template-

Clear voting communication is essential for anyone asking how to get HOA approval for water submetering without conflict.

Phase 7: Post-Approval Messaging

Approval is not the end of communication. It is the beginning of expectation management.

Here is an approval announcement template you can use.

Approval Announcement Template

The HOA Board has approved moving forward with water submetering. Thank you to all residents who participated in the discussion and shared feedback.

Next steps include installation scheduling, billing timeline updates, and resident support resources.

Our goal remains fairness, transparency, and responsible financial stewardship for the entire community.

-End of template-

Ongoing Communication Best Practices

Reviewing the following communication best practices will help ensure nothing is missed or left out.

Share regular installation updates.
Highlight early wins, such as leak detection.
Publish billing guides before the first statements go out.
Offer a dedicated contact for billing questions.

Consistency is extremely important. Even more so than the message volume. This is the backbone of a strong HOA communication strategy for utility billing changes.

Water Submetering FAQs for HOA Residents

Here are the most commonly asked questions from residents about water submetering.

1. Will submetering increase my total housing costs?

It changes allocation, not rates. Some residents will pay less. High-use residents will pay more.

2. Is submetering legal?

Most states allow it. Local utility rules vary and should be verified.

3. How accurate are submeter systems?

Modern systems meet utility-grade accuracy standards and are regularly tested.

4. What happens if I have a leak?

Submetering often identifies leaks earlier, reducing damage and repair costs. Leaks are identified through irregular or continuous usage patterns, such as a continually running toilet or a burst pipe. Alerts are sent to and reviewed by HOA management, who then follow up in accordance with HOA procedures.

5. Can the HOA reverse the decision later?

Yes, although communities rarely choose to do so once the benefits are realized.

Is Your HOA Considering Submetering?

If your HOA is considering submetering, start with communication, not equipment.

Explore practical education and implementation resources at SimpleSUB Water, including the following:

Water Submetering for HOAs: The Complete Guide

The Ultimate Guide to Water Submetering

Alternatively, Contact SimpleSUB Water for a consultation.

*This blog post was written by water submetering specialists at SimpleSUB Water, a provider of unit-level water metering solutions for HOA and other residential and commercial properties across the U.S.

About SimpleSUB Water

DISCLAIMER: The information provided in this guide is for general educational and informational purposes only. It is not intended as legal, financial, or engineering advice, nor should it be relied upon as a substitute for professional consultation. Property owners and managers should consult with qualified experts, local authorities, and licensed contractors before making decisions regarding water submetering, tenant water billing, or related utility management practices. SimpleSUB Water makes no representations or warranties, expressed or implied, about the accuracy, completeness, or applicability of the content in specific situations. All utility regulations, building codes, and compliance requirements vary by jurisdiction and are subject to change.

Sources and Further Reading:

https://www.simplesubwater.com/resources/water-submetering-for-hoas-the-complete-guide

https://www.simplesubwater.com/resources/ultimate-guide-to-water-submetering

https://www.simplesubwater.com/resources/step-by-step-checklist-for-implementing-a-water-submetering-system

https://neighborhood.online/blog/hoa-communication

https://communityassociationmanagement.com/blog/member-engagement/

https://home4rent.org/hoa-community-engagement-guide/

https://community-association-management-101.thinkific.com/pages/hoa-board-member-resources

https://recdesk.com/2024/05/increasing-engagement-and-participation-among-residents/

https://www.hoalegal.com/blog/mastering-hoa-communication/

https://www.kppm.com/hoa-management-best-practices/

https://www.hoappm.com/communication-in-hoa/