HOA Property Management Agreement Template

This HOA Property Management Agreement (the “Agreement”) is entered into as of [Effective Date] by and between:

Homeowners Association (“HOA”): [HOA Legal Name], address: [Address] (“Association”).
Manager: [Management Company Legal Name], address: [Address] (“Manager”).

Association and Manager may be referred to individually as a “Party” and collectively as the “Parties.”

1. Community and Appointment

1.1 Community Name: [Community/HOA Name].
1.2 Community Address/Location: [Address/City/State].
1.3 Units/Lots: [Number].
1.4 Appointment. The Association appoints Manager to provide management services as described in this Agreement.

2. Term

2.1 Start Date: [Start Date].
2.2 Term (Select One): ☐ Month-to-month ☐ Fixed term until [End Date].
2.3 Renewal (Optional): ☐ Auto-renew ☐ Renewal by written agreement.

3. Scope of Services

3.1 Administrative Services (Select All That Apply):
☐ Maintain homeowner roster ☐ Handle routine communications ☐ Maintain records ☐ Coordinate insurance renewals (coordination only) ☐ Track violations as directed by the board

3.2 Financial Services (Select All That Apply):
☐ Bill and collect dues/assessments ☐ Process payments ☐ Maintain accounts payable ☐ Assist with budgeting ☐ Provide monthly financial reports

3.3 Maintenance and Vendor Oversight:
☐ Manage common area maintenance ☐ Solicit bids ☐ Coordinate vendors ☐ Track work orders ☐ Emergency coordination

3.4 Meeting Support (Optional):
☐ Attend board meetings (frequency: [__])
☐ Prepare agendas and minutes (administrative support)
☐ Coordinate annual meetings and notices

3.5 Compliance Coordination: Manager may assist with violation notices and compliance tracking as directed by the board, subject to applicable law and HOA documents.

4. Board Authority and Approvals

4.1 The HOA board retains authority for policy decisions, enforcement decisions, budgets, and major contracts.
4.2 Approval Required For:

• Contracts above $[Amount]

• Non-routine expenses above $[Amount]

• Rule changes or enforcement escalations

• Legal actions or attorney engagement (unless pre-approved)

5. Funds Handling and Accounts

5.1 Bank Accounts: HOA funds will be held in ☐ HOA accounts ☐ Manager trust accounts (if permitted).
5.2 Disbursements: Manager may pay HOA expenses as authorized by budget and board approvals.
5.3 Reserve Funds: Reserve handling: [Details].
5.4 Delinquencies (Coordination): Manager may send reminders and coordinate collections as directed by the board.

6. Maintenance and Spending Limits

6.1 Spending Limit: Manager may approve maintenance up to $[Amount] without board approval.
6.2 Emergency Repairs: Manager may authorize emergency repairs to protect persons/property and will notify the board as soon as reasonably possible.
6.3 Bidding Policy (Optional): Bids required for expenses above $[Amount] and at least [__] bids will be obtained when practical.

7. Fees and Compensation

7.1 Management Fee: ☐ $[Amount] per month ☐ $[Amount] per unit per month.
7.2 Meeting Attendance Fee (Optional): $[Amount] per meeting beyond [] meetings/month.
7.3 Administrative Fees (Optional): [Resale packages, document copies, etc.].
7.4 Project Management Fee (Optional): $[Amount] or []% for major projects.
7.5 Other Fees (Optional): [List].

8. Insurance and Liability

8.1 Association will maintain HOA insurance.
8.2 Manager will maintain: ☐ general liability ☐ E&O ☐ other: [Types].
8.3 Manager is not responsible for hidden defects or acts outside Manager’s reasonable control.

9. Termination

9.1 Either Party may terminate with [] days’ written notice.
9.2 Upon termination, Manager will transition records and funds within [] days after final accounting.

10. Notices

10.1 Notices must be in writing and delivered to the addresses above.

11. Governing Law

11.1 This Agreement is governed by the laws of [State/Country].

12. Entire Agreement

12.1 This Agreement is the entire agreement regarding HOA management services.

Signatures

By signing below, the Parties agree to this HOA Property Management Agreement as of the Effective Date.

HOA/Association: [HOA Legal Name]
By: [Authorized Board Member Name]
Title: [Title]
Date: [Date]
Signature: ___________________________

Manager: [Management Company Legal Name]
Name/Title: [Signer Name, Title]
Date: [Date]
Signature: ___________________________