ShriR
Posts: 1
Posts: 1
Posted:
I’m based in North Carolina and part of a community with about 150 homes. We recently transitioned from a builder-controlled HOA to a homeowner-led board, and I was elected to serve on the board. Our community has been under development for the past 3–4 years, during which the builder worked with multiple property management (PM) companies. The current PM company has been with us for about a year.
Since taking over, we attended an orientation conducted by the PM company, where they walked us through our roles and financials. We currently operate under our CCRs but do not have separate ARC/ACC guidelines. The PM company conducts biweekly drive-throughs and sends violation notices, but we do not currently impose fines for violations.
We’re still getting a handle on decision-making and governance, and we’re looking for advice on a few key challenges:
--- Landscaping Contract Renewal---
Our landscaping contract is up for renewal, and we requested the PM company to obtain quotes from other vendors to compare pricing and services. However, we haven’t received any quotes yet, leaving us in a position where we feel forced to renew the existing contract without fully exploring alternatives. Has anyone else dealt with this, and how did you ensure transparency in contract renewals?
--- PM Company Fees & Structure---
Based on our contract, the PM company charges about $6.25 per house and provides general management services, financial management, vendor oversight, visual inspections, and communications. They also charge an annual fee for their mobile app.
A significant additional cost comes from postal services, which average $600–$900 per month. This includes, homeowners are charged for violation letters, but general board communications (about 1–2 letters per month). Anything out of scope is charged a consultant fee ranging from $50-$100, depending on service. How does your HOA's PM fee structure compare? Any recommendations for reducing communication costs?
--- Exploring New PM Companies---
Are board members typically allowed to obtain quotes from other PM companies independently, or does this usually go through the existing PM? What’s the best way to compare services and pricing from different companies?
---Violation Fines & ARC/ACC Guidelines---
Currently, we do not impose fines for violations, but the PM company is recommending we start. Since we don’t have a separate ARC/ACC document beyond the CCRs, we’re unsure how to structure violations and associated fines.
I anticipate pushback from homeowners if fines are introduced, as it may feel like we are penalizing them unfairly. However, I see it as a way to enforce upkeep and improve the community. How have other HOAs approached this, and what guidelines should we consider when implementing fines?
Improving Communication
Our main communication channels are postal mail and email, but many residents complain about not receiving updates. What strategies or platforms have worked well for keeping homeowners informed and engaged?
Since we’re new to this, any insights or best practices would be greatly appreciated! Thanks in advance for your advice.
Since taking over, we attended an orientation conducted by the PM company, where they walked us through our roles and financials. We currently operate under our CCRs but do not have separate ARC/ACC guidelines. The PM company conducts biweekly drive-throughs and sends violation notices, but we do not currently impose fines for violations.
We’re still getting a handle on decision-making and governance, and we’re looking for advice on a few key challenges:
--- Landscaping Contract Renewal---
Our landscaping contract is up for renewal, and we requested the PM company to obtain quotes from other vendors to compare pricing and services. However, we haven’t received any quotes yet, leaving us in a position where we feel forced to renew the existing contract without fully exploring alternatives. Has anyone else dealt with this, and how did you ensure transparency in contract renewals?
--- PM Company Fees & Structure---
Based on our contract, the PM company charges about $6.25 per house and provides general management services, financial management, vendor oversight, visual inspections, and communications. They also charge an annual fee for their mobile app.
A significant additional cost comes from postal services, which average $600–$900 per month. This includes, homeowners are charged for violation letters, but general board communications (about 1–2 letters per month). Anything out of scope is charged a consultant fee ranging from $50-$100, depending on service. How does your HOA's PM fee structure compare? Any recommendations for reducing communication costs?
--- Exploring New PM Companies---
Are board members typically allowed to obtain quotes from other PM companies independently, or does this usually go through the existing PM? What’s the best way to compare services and pricing from different companies?
---Violation Fines & ARC/ACC Guidelines---
Currently, we do not impose fines for violations, but the PM company is recommending we start. Since we don’t have a separate ARC/ACC document beyond the CCRs, we’re unsure how to structure violations and associated fines.
I anticipate pushback from homeowners if fines are introduced, as it may feel like we are penalizing them unfairly. However, I see it as a way to enforce upkeep and improve the community. How have other HOAs approached this, and what guidelines should we consider when implementing fines?
Improving Communication
Our main communication channels are postal mail and email, but many residents complain about not receiving updates. What strategies or platforms have worked well for keeping homeowners informed and engaged?
Since we’re new to this, any insights or best practices would be greatly appreciated! Thanks in advance for your advice.