What Should Be Included in Your HOA Management Contracts and Agreements

by HOA Management

Homeowners Associations (HOAs) play a vital role in maintaining the value and integrity of residential communities. Establishing a clear and detailed HOA management contract is essential for a successful partnership between the association and its management company. This guide outlines the key components that should be included in your HOA management contracts to ensure a smooth and effective collaboration.

 

Scope of HOA Services

 

The contract should clearly define the scope of services provided by the management company. This may include financial management, administrative support, maintenance coordination, vendor management, and more. Detailing specific services helps set clear expectations and ensures that all parties are aligned.

 

Legal Compliance and Regulatory Adherence

 

Compliance with local, state, and federal laws and regulations is paramount. The contract should outline the responsibility of the management company to stay updated on legal requirements and ensure that the HOA remains in full compliance. This includes adhering to Fair Housing laws, tax regulations, and any other relevant statutes.

 

Financial Reporting and Budgeting

 

Financial transparency is crucial for HOA operations. The contract should specify the frequency and format of financial reports provided by the management company. This includes budget preparation, expense tracking, and reserve fund management. Clear financial reporting ensures that the HOA can make informed decisions about its financial health.

 

Maintenance and Repairs Management

 

Maintenance is a core responsibility of any HOA. The contract should outline how the management company will handle routine maintenance, repairs, and larger-scale projects. This includes a protocol for identifying and addressing maintenance issues promptly to prevent further damage or deterioration.

 

Vendor and Contractor Management

 

Managing relationships with vendors and contractors is a critical aspect of HOA operations. The contract should detail how the management company will select, contract, and oversee vendors for services such as landscaping, janitorial work, and repairs. Clear guidelines ensure that the HOA receives quality services at competitive prices.

 

Communication Protocols

 

Effective communication is essential for a successful partnership. The contract should establish protocols for regular updates, reporting mechanisms, and methods of contact between the management company and the HOA board. This helps maintain transparency and ensures that all parties are informed and aligned.

 

Dispute Resolution Mechanisms

 

Inevitably, disputes may arise within an HOA community. The contract should outline a clear process for resolving conflicts, whether they involve homeowners, vendors, or other stakeholders. Having a structured approach to dispute resolution helps maintain harmony within the community.

 

Insurance and Risk Management

 

The contract should address insurance coverage and risk management strategies for the HOA. This includes liability coverage, property insurance, and any additional coverage deemed necessary for the community. A well-defined insurance plan helps protect the HOA from unforeseen events.

 

By incorporating these key components into your HOA management contracts, you can establish a solid foundation for a successful partnership. Remember to review and update contracts periodically to adapt to changing needs and regulations. A well-crafted contract ensures that both the HOA and the management company are aligned in their efforts to enhance the community’s overall well-being and value.

 

For your HOA needs, consider reaching out to Intempus Management. With extensive experience in managing nearly 100 HOAs, Intempus brings a wealth of expertise and a proven track record in providing top-notch services. Trust in a partner who understands the unique dynamics of homeowners associations and is committed to their success. Contact Intempus today to elevate your community management experience.

How to Make Sure You’re Getting the Best Value from Your HOA Management Company  

by HOA Management

An HOA management company shoulders major responsibilities when caring for your community. As an HOA board member, you want assurance the management team merits every penny of the fees collected. 

Follow these tips to evaluate whether your HOA management provider delivers robust service and attention that aligns with the compensation:

 

Review the Contract Regularly

Your management contract outlines the services, responsiveness, reporting, and fees you can expect for your community. Re-examine this agreement annually to ensure you’re receiving everything stipulated. Renegotiate if discrepancies exist between the stated terms and actual delivery of services.

 

Assess Responsiveness

Responsiveness goes beyond just being available for emergencies 24/7. Assess whether:

– Emails/calls get returned within 24 hours or sooner 

– Community managers follow through on requests in a timely manner

– Managers proactively notify the board of important updates  

Conscientious managers make themselves consistently accessible rather than only reacting when issues arise. 

 

Evaluate Staff Expertise and Professionalism

The capability of the personnel overseeing your property greatly impacts the value received. Consider:

– Relevant qualifications – licensing, certifications (CAM, AMS, PCAM)

– HOA-specific training and access to continuing education  

– General expertise level based on interactions  

– Professionalism and demeanor with residents 

Having a skilled, experienced team preserves and enhances your asset with proper maintenance and governance.

 

Review Reporting Frequency and Transparency

The right management partner readily shares data through:

– Periodic financial statements and budget variance reports  

– Maintenance logs tracking issues that arise

– Updates on rule violations, architectural changes, etc.  

– Prompt notification of emergencies or other developments

– Annual meetings reviewing the year and planning ahead

Managers who freely provide documentation offer valuable transparency. 

 

Assess Service Scope and Execution

Review the agreed upon scope of services and objectively evaluate how well each area gets handled:

 

– Maintenance – Are work orders, preventive maintenance, inspections, etc. performed consistently and urgently?

– Finance – Are statements accurate and provided on schedule? Are assessments collected successfully?

– Governance Support – Does manager enforce bylaws evenly? Do they provide guidance on amendments, disputes, etc.?

– Vendor Oversight – Are contractors properly vetted and managed?

– Resident Services – Does staff address complaints promptly? Are amenities well-maintained?

Identify any weak spots where additional oversight could strengthen performance.

 

Evaluate the Strength of Community Relationships 

Engaged managers focused on community building provide great additional value through:

– Organizing resident events – clean-ups, picnics, holiday celebrations

– Facilitating communication via newsletters, websites, social media pages  

– Encouraging community input through surveys, committees, etc.

– Promoting compliance through diplomacy and trust building

This fosters goodwill, cooperation, and a sense of pride among homeowners.

  

Benchmark Fees Against the Market

While cost shouldn’t be the only consideration, ensure your fees stay reasonably aligned with current market rates by:

– Comparing proposed increases against inflation  

– Surveying neighboring HOAs on fee structures

– Securing competitive bids to leverage during contract negotiations

– Considering amenity levels and service differences when comparing rates

Paying above-average fees may be acceptable for superior service. But overpaying erodes value.

 

Measure Resident Satisfaction 

Gauge whether residents share the board’s perspective by: 

– Informally engaging homeowners at meetings and community events

– Distributing annual satisfaction surveys to capture anonymous feedback

Consistently high marks indicate homeowners agree management delivers substantial value. Low scores warrant investigation into potential gaps.

 

Run an RFP Process Periodically 

Undergoing a full RFP process every 3-5 years can benchmark your current relationship against competitor offerings. You may discover opportunities to reduce costs, upgrade services, or identify a better-suited partner. Just be sure to give sufficient termination notice to your existing provider per contract terms. 

While not always resulting in a change, RFPs provide helpful perspective.

By regularly evaluating your management company across these dimensions, HOA boards can ensure their community receives top-notch service and value. Don’t leave it to chance – be proactive assessing the performance of your property management provider. For professional HOA management that prioritizes open communication and providing maximum value, connect with the experts at Intempus.

Qualities to Look for When Evaluating HOA Management Companies in Cupertino

by HOA Management

Selecting the right HOA management company is one of the most important decisions an HOA board makes. The management company oversees critical operations like maintenance, finances, compliance, communications, and more. In a city like Cupertino with its mix of condos, townhomes, and planned communities, having skilled professional management provides tremendous value. But HOA boards must carefully vet management companies to find the ideal fit. Here are the top criteria associations should look for when evaluating HOA management firms in Cupertino.

 

Experience Working with Local Communities

 

Look for HOA management companies with extensive experience serving associations specifically in Cupertino and similar Silicon Valley cities. Local market knowledge helps managers better address community needs and priorities. Ask about the longevity of their area relationships and types of properties served. Domain expertise in the region demonstrates commitment.

 

For example, Intempus HOA Management has been providing community management services in Cupertino for over 15 years. Our managers understand local architectural standards, city ordinances, vendor pricing, and resident expectations. This enables us to deliver customized solutions honed for Cupertino HOAs.

 

Strong Financial Management

 

A management company plays a lead role in the fiscal oversight of the HOA, from budgeting to collecting assessments to managing reserves. Ensure prospective managers have strong financial acumen and reporting capabilities.

 

Intempus HOA Management handles all aspects of financial management using industry-leading software. Our monthly financial packets provide transparent visibility into budgets vs. actuals, cash balances, general ledgers, and more. We also provide expert consultation on reserve studies, investing excess reserves, and controlling costs.

 

Robust Technology Capabilities  

 

Management companies need cutting-edge solutions to provide convenience and efficiency. Look for technology features like:

 

– Online homeowner portals for account access 24/7

– Digital community notifications by text and email

– Streamlined online payment processing 

– Seamless accounting system integrations

– Paperless cloud storage for records and files

– Mobile apps to connect residents and personnel

 

Intempus utilizes best-in-class technology to digitize, optimize and simplify association management. Our intuitive homeowner portal and mobile app foster community engagement.

 

Effective Maintenance Coordination

 

One of the most vital roles an HOA manager plays is coordinating maintenance for common areas and amenities. Probe their process for scheduling, completing, and quality checking recurring services as well as handling emergencies. Also look for established relationships with trusted Cupertino-area vendors who offer prompt service at competitive rates. 

 

At Intempus, we have a streamlined maintenance process using tech-enabled tracking and vendor oversight. Our local contractor relationships ensure quality work at the lowest cost. We handle all maintenance so boards can focus on big-picture priorities.

 

Strong Communication Skills

 

Day-to-day communication with homeowners, board members, contractors and other stakeholders is imperative. Ensure management companies have systems to keep residents informed via newsletters, emails, mobile alerts, meetings, and the HOA website. Responsiveness to homeowner inquiries is also key.

 

Our managers excel at consistent communication through multiple channels including our homeowner portal. We field resident requests promptly and encourage community engagement. Keeping homeowners informed and involved leads to harmony.

 

Focus on Compliance and Risk Reduction

 

California HOAs must comply with complex laws, insurance requirements, health codes and more. Expert HOA managers are constantly training on regulatory changes and compliance best practices to reduce association risk. Prioritize firms with experience guiding boards on key legal, safety and business continuity issues impacting communities.  

 

Intempus has dedicated personnel to monitor emerging compliance issues and work with boards to implement loss control and risk management programs. We help associations avoid missteps, litigation and penalties down the road.

 

Industry Leadership and Education

 

Look for managers committed to furthering professional development and industry advocacy through groups like CAI and CACM. Active involvement indicates they follow HOA management best practices and prioritize ethics and education.

 

Our management team contributes to CAI’s curriculum and learning programs. We pursue industry credentials like PCAM certifications to remain leaders in the field. Ongoing education allows us to deliver exceptional service.

 

When vetting HOA management companies in Cupertino, prioritize firms that check all the boxes above. The Intempus team meets every criterion through our localized experience, financial acumen, robust technology, maintenance coordination, communication excellence, compliance focus, and industry leadership. Discover why over 100 associations trust us to manage their communities. Contact Intempus to find the ideal fit for your HOA.

A Guide to Finding the Best HOA Management Company for Your Community in Silicon Valley

by HOA Management

 

Homeowners’ Associations (HOAs) are a common feature in many Silicon Valley communities. If you own a property in one of these communities, you’re likely familiar with HOA fees and assessments. But what exactly are these fees, and how are they determined? In this article, we’ll delve deep into the intricacies of HOA fees and assessments in Silicon Valley, helping you understand where your money goes and why.

 

  1. What is an HOA?

 

Before we dive into the fees, it’s essential to understand what an HOA is. An HOA is a governing body that oversees the maintenance and management of shared community spaces, such as parks, pools, and clubhouses. They also enforce community rules and standards, ensuring that the neighborhood remains safe, clean, and aesthetically pleasing.

 

  1. The Basics of HOA Fees

 

HOA fees, often referred to as dues or assessments, are regular payments made by homeowners to fund the HOA’s operations. These fees cover a wide range of services and amenities, including:

 

– Maintenance of common areas

– Landscaping

– Security services

– Community events

– Insurance for shared spaces

– Reserve funds for future projects or unexpected expenses

 

  1. How are HOA Fees Determined?

 

In Silicon Valley, where property values are high and amenities are top-notch, determining HOA fees is a meticulous process. Here’s how it’s typically done:

 

– Budgeting: The HOA board, often with the help of property management companies like Intempus Realty, creates an annual budget. This budget outlines all expected expenses for the upcoming year.

 

– Dividing Costs: Once the total budget is determined, it’s divided among all homeowners in the community. This division can be equal or based on property size, value, or other factors specific to the community.

 

– Review and Adjust: HOA fees are reviewed annually. If the previous year’s expenses were higher or lower than expected, or if upcoming projects require additional funding, fees might be adjusted accordingly.

 

  1. Special Assessments

Apart from regular HOA fees, homeowners might occasionally be required to pay special assessments. These are one-time fees levied for specific projects or unexpected expenses not covered by the regular budget. For instance, if a community pool requires significant repairs or if a natural disaster damages shared spaces, a special assessment might be necessary.

 

  1. The Silicon Valley Factor

 

Silicon Valley is a unique real estate market. With its tech-driven economy, high property values, and competitive housing market, HOA fees here might differ from other regions. Here’s what sets Silicon Valley apart:

 

– Higher Standards: Silicon Valley communities often offer premium amenities, from state-of-the-art fitness centers to tech hubs. Maintaining these amenities to the expected standard can result in higher fees.

 

– Property Values: As property values increase, so does the cost of insurance, which can impact HOA fees.

 

– Landscaping and Environment: Silicon Valley’s climate requires specific landscaping needs, which can influence maintenance costs.

 

  1. Benefits of HOA Fees

 

While no one likes parting with their hard-earned money, HOA fees offer several benefits:

 

– Property Value Maintenance: Well-maintained amenities and strict community standards can help maintain or even increase property values.

 

– Shared Costs: Instead of individual homeowners bearing the cost of maintaining shared spaces, the burden is distributed, making it more manageable.

 

– Community Building: HOA fees often fund community events, fostering a sense of belonging and camaraderie among residents.

 

  1. Working with a Property Management Company

 

Understanding and managing HOA fees and assessments can be complex. That’s where property management companies like Intempus Realty come in. With expertise in budgeting, financial planning, and community management, we ensure that your HOA runs smoothly, fees are set appropriately, and homeowners receive value for their money.

 

HOA fees and assessments are an integral part of living in a managed community in Silicon Valley. While they might seem like just another bill to pay, they play a crucial role in ensuring that your community remains a desirable place to live. By understanding where these fees go and how they’re determined, homeowners can better appreciate the value they receive in return.

For more insights into property management and HOA operations in Silicon Valley, reach out to Intempus Realty. Our team of experts is here to guide you every step of the way. 

Best HOA Management

How to Choose the Right HOA Management Company for Your Community

by with No Comment HOA Management
Homeowners associations (HOAs) are responsible for the management and maintenance of communities, and hiring an HOA management company can help to streamline the process. However, choosing the right HOA management company for your community can be a difficult decision. In this article, we will discuss some key factors to consider when choosing an HOA management company.

1. Experience and Reputation

One of the most important factors to consider when choosing an HOA management company is their experience and reputation. Look for a company that has a proven track record of success in managing communities similar to yours. Additionally, be sure to read reviews and testimonials from other clients to get a sense of their reputation within the industry.

2. Services Offered

Another important consideration when choosing an HOA management company is the services they offer. Make sure the company offers the specific services that your community needs, such as financial management, maintenance and repairs, and enforcement of rules and regulations. Additionally, look for a company that is flexible and can customize their services to meet the unique needs of your community.

3. Communication and Responsiveness

Effective communication is crucial for the success of any HOA, and it is essential to choose a management company that prioritizes communication and responsiveness. Look for a company that is easy to get in touch with, responds to inquiries in a timely manner, and is transparent in their communication with the board of directors and homeowners.

4. Fees and Contract Terms

It is also important to consider the fees and contract terms of an HOA management company. Look for a company that is transparent about their fees and provides a detailed breakdown of their costs. Additionally, make sure to review the contract terms carefully and ensure that they align with the needs and goals of your community.

5. Professionalism and Customer Service

Lastly, choose an HOA management company that is professional and provides excellent customer service. Look for a company that is well-organized, has a dedicated team of professionals, and values the needs and concerns of their clients. In summary, choosing the right HOA management company is a critical decision for the success of your community. When evaluating potential management companies, consider their experience and reputation, services offered, communication and responsiveness, fees and contract terms, and professionalism and customer service. If you are in need of HOA management services, please contact Intempus Management. Our experienced team can help you with all of your community management needs.
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Best HOA Management in San Jose

5 Reasons Why HOAs Need Professional Management

by with No Comment HOA Management

Homeowners associations (HOAs) are organizations that help maintain and manage communities. While some HOAs may be managed by a volunteer board of directors, others choose to hire an HOA management company to handle the day-to-day operations. In this article, we will discuss the services that HOA management companies provide.

1. Financial Management

One of the main responsibilities of an HOA management company is to handle the financial aspects of the community. This includes collecting HOA dues, paying bills and expenses, and maintaining financial records. Additionally, HOA management companies can provide financial reports to the board of directors and handle audits.

2. Maintenance and Repairs

HOA management companies can also handle maintenance and repairs within the community. This may include tasks such as landscaping, pool maintenance, and common area upkeep. Additionally, they can handle repairs and replacements to community property such as signs, fences, and lighting.

3. Enforcement of Rules and Regulations

Another important aspect of an HOA management company is to enforce the rules and regulations of the community. This includes issuing warnings and fines to homeowners who violate community rules, handling disputes between homeowners, and ensuring that the community is in compliance with local and state laws.

4. Communication

HOA management companies can also handle communication between the board of directors and homeowners. This includes sending out newsletters and other communication materials, responding to homeowner questions and concerns, and handling requests for information from potential homebuyers.

5. Record-Keeping and Administration

Lastly, HOA management companies are responsible for maintaining accurate records and handling administrative tasks. This includes keeping track of meeting minutes, maintaining homeowner and vendor files, and handling insurance and legal issues.

In summary, HOA management companies provide a wide range of services that help to maintain and manage communities. Whether your community is small or large, an HOA management company can help ensure that your community is well-maintained, financially stable, and in compliance with all laws and regulations.

If you are in need of HOA management services, please сontact  Intempus Management. Our experienced team can help you with all of your community management needs.

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