Category: Property Management Huntsville

eBook: Holiday HOA Event Planning Handbook

For homeowners’ associations (HOAs), there’s no better way to build camaraderie than through fun and engaging events. With the holidays fast approaching, now is the time to start coordinating your community’s big festivities. Planning these events takes time; thoughtful preparation and execution are essential. By addressing important planning factors before hosting a community-wide event, everyone’s guaranteed to have a very merry time.

At CMA, we’ve spent decades helping associations host joyful holiday events with ease. In this eBook, we provide step-by-step instructions for organizing an unforgettable get-together. Here’s the first step:

Define the Purpose

The first step in planning your holiday event should be to define the purpose of the gathering and what you hope to achieve. For example, if your goal is to give back, think about doing a toy drive.
If you want to encourage connections, a Friendsgiving celebration could be a great option. Establishing a clear objective will help guide your decisions throughout the planning process.

Holiday Community Event Ideas

The holidays are the perfect time for getting together with friends, family, and neighbors. Whether you’re sharing laughs at a block party or heartfelt moments at a close-knit gathering, a holiday event doesn’t have to be extravagant for people to feel cherished, included, and joyful. No matter your budget, there are many seasonal community traditions that can make spirits bright.

A homeowners’ association board of directors can foster that warm-inside feeling by hosting a community holiday celebration that everyone will enjoy. Here are 10 great winter event ideas for every type of community association:

Association Friendsgiving

A modern twist on the traditional Thanksgiving, Friendsgiving is a Thanksgiving-themed meal with friends. This year, consider hosting a Friendsgiving with the neighborhood. Plan a potluck-style feast where residents can contribute dishes. It’s easy; simply:

  • Plan a location, date, and time.
  • Send invitations and create a sign-up sheet for members to add their dishes.
  • Recruit volunteers to help prepare, set up, and decorate for the occasion.

Once everything’s in order, sit back and relax as neighbors get to know each other, express gratitude, and savor what they’ve prepared.

Cookie Swap

Ask community members to bake their favorite cookies and organize a trade of the delicious treats. Invite people to meet at a central location, like the HOA clubhouse, for an eventful exchange. Other ideas to elevate the experience include:

  • Host a class with a local baker.
  • Share cookie recipes.
  • Hold a blind taste test and reward the best cookie.
  • Add other treats for a full spread of snacks.

Holiday Decoration Contest

Encourage community members to decorate their homes and front lawns with seasonally appropriate décor. While you’ll need to communicate any holiday decoration rules and guidelines beforehand, this is a fun way to incorporate a little friendly competition. Coordinate a panel of judges to score the design choices based on:

  • Creativity
  • Coordination
  • Quality
  • Theme

Award the highest-scoring home a prize that’s attractive to all residents and let the creativity shine!

A Merry Movie Night

A movie night is the perfect family-friendly holiday event. Put out a call in your newsletter to gauge everyone’s preferred festive flicks or send a poll of movie choices and ask for votes.

Then, settle on a movie and a date for the event and provide popcorn and other theater snacks for viewers to munch on. Popular movies that are appropriate for all ages include:

Santa Meet & Greet

Bring some of the magic of the season to life by putting together a Santa meet and greet. Arrange for a Santa to visit your community or have a board member take the mantle themselves. Set up enough time for all the kids in your association to visit the jolly fellow and have cameras ready to go.

Ugly Sweater Party

Embrace the humor of holidays with an ugly sweater party. Ask community members to don their most outrageous seasonal sweaters while everyone mixes and mingles over food and drinks. You can host a competition for the ugliest sweater or give out superlative-based awards to a variety of outfits, like:

  • Best/Worst Dressed
  • Most Colorful
  • Most Creative
  • Best Accessories

Gingerbread House Decorating

If you’re looking for a family-friendly learning experience, a gingerbread house decorating content is a must-do. From icing to gumdrops, supply all needed ingredients and decoration kits for gingerbread houses and let guests get artsy.

Holly Jolly Mixology

Make spirits bright with a holiday mixer for adults. Hire a mixologist to lead a webinar on crafting the best holiday cocktails. An event in which members don’t have to leave the comfort of their own homes, when residents learn together virtually, it nourishes the sense of community—and eliminates the need for community equipment and cleanup.

New Year’s Carnival

The holidays aren’t complete without a New Year’s community event. Ring in 2026 with a carnival-style party for all community members. Set up game booths and entertainment that you’d find at a carnival, like:

  • A bounce house
  • Maze
  • Balloon art demonstration
  • Cornhole

Creating a playful atmosphere will give your community members the opportunity to feel like a kid again, leave worries behind, and relish the excitement.

Charity Drive

Get into the spirit of giving with a donation drive to support your local community. Organize an event to collect:

  • Clothing
  • Toiletries
  • Canned goods
  • Toys

Promote the drive, set clear collection deadlines, and let residents know what their contributions are going towards. Giving back allows residents to work together, generate positive change, and spread joy.

10 Vendor Contracts You Need to Review Right Now

During budget season, reviewingvendor contracts should be at the top of your board’s priorities list. Without regular review, a homeowners’ association (HOA) risks price hikes, service gaps, and even legal issues. Read on to learn the 10 vendor contracts that have the biggest impact on your budget and discover best practices for reviewing, renewing, and renegotiating them.

What Is a Vendor Contract?

A vendor contract is a written agreement between an organization and a service provider that defines exactly what services will be delivered, how they’ll be delivered, and how much they’ll cost.

What is the difference between a contract and an SLA?

A vendor contract provides the overarching rules, while the service-level agreement (SLA) digs into measurable performance standards for vendors. For example, an SLA might detail how quickly a vendor must respond to a broken gate or complete a landscaping task. In contrast, a vendor contract outlines the overall terms and conditions of the relationship between the vendor and an association, including:

  • Renewal terms
  • Termination clauses
  • Liability protections
  • Dispute resolution procedures
  • Penalties for non-performance

How to Review a Vendor Contract

A vendor contract audit takes time and a keen eye for detail. The fine print can unveil hidden costs, limit your options, or open the door to disputes. Paying close attention may save your association money, prevent misunderstandings, and give you leverage if issues arise.

Here are five things to check while reviewing vendor contracts:

  1. Scope of service. Are all tasks clearly listed? Vagueness can lead to trouble.
  2. Performance standards. Are deadlines or benchmarks spelled out? The contract should define the type of service and the quality you expect.
  3. Contract term lengths. Are renewals automatic? Do they align with your HOA’s needs? Also, check the start and end dates and renewal terms.
  4. Termination conditions. How can you exit the contract if unresolved issues continue? Ensure you’re not locked in with a bad vendor.
  5. Price increase language. Is there a cap on annual increases? Additionally, you need to know if, when, and how prices might rise during the contract period.

The 10 Types of Vendor Contracts You Need to Review Now

There are 10 vendor contracts that have the biggest impact on your bottom line. Crucial to community operations, it’s important to understand what to look for in each agreement. The 10 contracts you need to review now include:

1. Landscaping, Grounds Maintenance, and Snow Removal

Homes with excellent curb appeal can sell for 7% more than similar homes with poor curb appeal. Because an HOA’s grounds affect property values, landscaping vendors need to be vetted regularly. Look for seasonal prep and snow removal clauses in your landscaping contract and confirm year-round coverage, so you’re adequately protected for the entire year.

2. General Maintenance and Repair Services

General maintenance and repair services may cover pools, HVAC systems, and other tasks. Make sure emergency repair response times and protocols are in writing. A maintenance contract should also clarify who pays for parts versus labor and list specific equipment and features that need ongoing attention.

3. Insurance Policies

Routinely reviewing your HOA insurance policy is a non-negotiable. A survey on HOA insurance finds that insurance premiums now account for more than a third of HOA operating budgets. Always check premium amounts, coverage levels, deductibles, and exclusions. Make sure the policy aligns with state requirements and protects both board members and the community. Verify annual renewal requirements, so everyone knows what’s protected and when.

4. Management Services

Your management company often oversees vendors on your behalf. Confirm their responsibilities and legal obligations, reporting timelines, and oversight. Look for key clauses in vendor contracts that detail dispute resolution. Also, pay attention to who’s keeping resident records and enforcing the rules. Ensure that reporting timelines, management fees, and scope are clearly marked.

5. Technology Tools

From accounting software to access control systems, technology is everywhere. Review your software vendor contracts to verify data security protocols and upgrade schedules. Don’t forget to check exit terms if you switch systems.

6. Trash Removal

Confirm recycling terms, extra fees for large pickups, and holiday schedules. Missed pickups create resident frustration—and added expense.

7. Cleaning and Janitorial Services

Cleaning and janitorial services are essential for clubhouses, fitness centers, and offices. Spell out responsibilities (vendor vs. HOA). List exact spaces to be cleaned and deep cleaning schedules. Request documentation of service frequency as part of the vendor contract form.

8. Legal and Accounting

Expert support for compliance, disputes, and financial reviews is critical. Assess billing structures and request a vendor agreement example to compare options. Agreements should mention confidentiality clauses and deadlines for audits and/or tax filings.

9. Major Capital Improvement Contracts

Big-ticket projects, such as roofing, paving, and painting, can carry significant risks. Confirm warranties, completion timelines, and payment schedules are tied to milestones. Your attorney should review these before signing.

Additionally, a lien release clause may protect you from double payment, mitigate legal risks, and ensure project financing (if you’re using a loan for the project).

10. Amenities Services Contracts

Amenity service contracts, including lifeguards, gym equipment, and security agreements, directly affect resident satisfaction. Examine staffing certifications and qualifications (such as lifeguards and security staff), equipment maintenance obligations, and liability coverage. Include SLAs for response times; safety is vital in these agreements.

Best Practices for Negotiating Vendor Contracts

A contract review can prevent disputes and help you meet deadlines. It’s after a thorough review of vendor contracts that you can decide to renew or terminate the contract. At this stage, it’s best practice to:

  • Start the renewal process early. Give yourself plenty of time to negotiate and avoid any fees that may be added for last-minute renewals.
  • Adhere to the procedures outlined in each contract. Straying away from the standard process might derail your efforts and lead to legal trouble.
  • Document every step. You’ll want to be covered if something unexpected occurs.
  • Talk with your HOA attorney. Get legal advice from a trusted HOA attorney if you have questions about the accuracy of the contract or legal compliance.

What Makes CMA Different?

What makes CMA different?

If your community is considering a new community association management company, as the leader in association management throughout the southeast, Community Management Associates may be the solution your association has been searching for. Our core values of loyalty, integrity, trust, mutual respect, and professionalism have helped us become trusted leaders in the industry. Client satisfaction is our primary objective, and we are willing to go the extra mile for all our valued customers. We actively participate in the communities we serve to make a difference from within. Choose CMA and get the level of service your community deserves.

Unmatched expertise!

CMA belongs to several chapters of the Chamber of Commerce, the Community Associations Institute in Georgia, Florida, Tennessee, and Alabama, and many other licensing organizations in the southeast. Our community association managers meet or exceed the state licensing and certifications requirements in every state we serve. They have the professional skill set to help communities thrive. The PCAM designation is awarded to the top managers that specialize in community association management. CMA is proud to hold the highest number of PCAMs of any association management company in the region. Our experienced managers have advanced skills to tackle any situation that comes their way. We make it a point to assign communities to managers based on geographical proximity so the community receives the best possible service and our managers spend less time in traffic!

How do we ensure excellence?

CMA hires talented state licensed community association manager professionals who are willing to innovate. We focus on the combined strengths of the team as a whole, allowing everyone to share their new ideas and initiate valuable collaborations. Not only will your community have access to your assigned association manager, but each community association manager is also supported by our client services team and a supervising manager to assist residents and board members as needed. CMA also offers after-hours emergency call service to handle emergency calls during non-business hours. CMA is always available for your community. We are always looking for inventive, highly motivated professionals interested in community association management to join our team. Find your career with CMA.

We offer a wide range of services!

One of our main strengths at CMA is that we offer customizable service solutions to meet the unique needs of each community. Whether your community needs full service with concierge staff, financial only or developer management through the turnover process, CMA can customize a solution for you. We know that every association has its distinctive characteristics, and we want to preserve those details and character. We strive to ensure that you are proud of your home and community by offering a wide range of services. Whether you need help for property management in Atlanta, August, Birmingham, Nashville, Destin, Santa Rosa, or Naples, we are always here for you. Our customer service is  ready to answer your calls. Some of our popular services include:

We help Homeowners Associations operate smoothly so they can maximize their resources and keep the community financially secure.

Training for new board members.

Our team of talented managers will be able to gauge the needs of the community preemptively. CMA will handle all communication efficiently to ensure that your owner residents are heard.

Accurate and transparent association accounting of financial records is vital to community association management. Our in-house financial experts will provide you with 24/7 financial visibility so you know how your association funds are being handled. Newer or smaller management firms with less oversight and experience can’t provide your community with the same financial peace of mind as CMA.

We can help you with payroll, assessment collection, annual budgeting, special assessments, capital improvement loans, insurance reviews, annual contract reviews, and many other important association functions.

You can contact us here!

Condo Safety Resources

Condo Safety Resources

The recent incident of the Florida building collapse has left people in shock. Homeowners are beginning to question the safety of their own condos. As a result, they are now more willing to be proactive about their safety and security. Residents and homeowners want to take responsibility for their own well-being and ensure that no accidents happen. Every single community member needs to take the appropriate measures and participate in community building safety. Whether it is condo safety Atlanta or condo safety Augusta, everyone should take it seriously. 

Ask the important questions

While different states have put forth different clauses and requirements for building safety, some standard guidelines can be followed by everyone. Every community member, regardless of where they live, should ask the following questions:

  • What are the steps that have been taken to make the building safe?
  • How much investment has been made into safety equipment and protocols?
  • Is there a financial reserve plan for repairs and replacements?
  • Are the community guidelines updates regularly?
  • How often should professional engineers inspect the structural integrity of the buildings?
  • What are the resources set aside for any accidents?

What can you do?

As a homeowner, you do have a say in how the condo operates and you should utilize that power. 

  • Homeowners have to familiarise themselves with their rights and responsibilities. 
  • Attending board meetings is essential because it is the easiest way to convey your grievances to the condo committee with the support of other homeowners. You will have the stage to present your problems and fears openly. 
  • Do not ignore communication from the community and stay up to date with the latest developments.
  • Do not be afraid to ask questions during community events.
  • Be prepared to fund reserves for necessary replacements and repairs.

Do your research!

Being self-sufficient will help you take the best decisions for yourselves. You can do your research online or you can even ask the condo manager to provide you with resources that you can study. This will also encourage your neighbors to do the same and the management will go the extra mile to take proper safety measures. We have linked some resources for you below:

You can also access more resources here.

Responsibilities of the Board

Board members should keep an eye on the needs of the condo and take measures before it is too late. They should schedule inspections every other month to find out whether there are any structural problems that have to be resolved ahead of time. It is important to review the reserve plan and ensure its efficacy. The reserve funding plan should be implemented using the best practices. Being transparent about funding and resources with residents and homeowners will make the process smoother. Frequent communication is key. Formulating a disaster management plan can also prove to be helpful. 

Everyone deserves to feel safe in their own living space. Stay aware and take initiatives to secure your future. 

 

You’re a New Volunteer Neighborhood Board Member: 5 Things You Should Know

You’re a New Volunteer Neighborhood Board Member: 5 Things You Should Know

The neighborhood board requires active participation from members so that there is continuous improvement. If you have chosen to become a volunteer board member, you should know your duties and responsibilities clearly. It is important for you to be efficient at what you do and remain approachable to homeowners. 

These are the five things you should know as you accept this new role:

You cannot focus on personal interests

When you join the board, you will be subjected to a lot of different opinions. Homeowners and other board members will expect you to side with their personal interests. You have to remain as neutral as possible. You should focus on serving the best interests of the association as a whole. 

It will not be possible for you to cater to individual people. Be wise and use sound judgment to make the correct business decisions for the association based on the available resources and circumstances. 

You have to provide residents with participation opportunities 

Residents and homeowners will be more willing to participate in the community and work together if they feel included in the board decisions. Give them a chance to comment on the matters facing the board so that they feel valued. 

You can organize events for residents where they can participate and have an open discussion without any bias. Suppressing someone’s opinions directly can lead to backlash for you.

You cannot accept gifts from residents

With great power comes great responsibility. As a board member, you will have the ability to take decisions that affect the entire community. It is likely that you will have residents coming to you for support. They might even offer you some gifts in exchange for your help. 

However, it is unethical for you to accept any direct or indirect gifts from residents, vendors and owners. It can be seen as bribery since you are in a position of power. You must politely decline any gifts that come your way.

Always stand by the board

There will be times when you might not fully agree with the decision of the board. You might be in the minority in regards to a particular action. However, you always have to speak in support of the board. You have to uphold the singular voice of the board to avoid confusion. You have to accept all the duly-adopted board decisions even if you have personal objections.

You cannot engage in any personal attacks

Maintaining composure and being charismatic will help you a good board member. You cannot engage in personal attack or issue threats to get your away. You have to follow the code of conduct with residents, owners and other board members. 

Also be particular about maintaining confidentiality of the board meetings. Leaking information without the permission of the board can lead to penalty.

You have to remember that you are accepting responsibility when you become a voluntary board member and remain committed to it. Property management Atlanta expects voluntary board members to be ethical and efficient. 

What To Know About Opening Your Pool

With communities finally looking beyond the pandemic, more people are impatient to go back to their hot summer’s day dip at the community pool. 

Now, these pools are not only a great source of relaxation for residents, but also significantly increase the asset value of properties within your Homeowner’s Association (HOA).

If you’re planning to open a community pool post the pandemic, there are a few things you should know.

Getting a permit and adhering to statutes 

Should you be planning to build an ingrown swimming pool, you need to get specific licenses and permits from your local municipality. Talk to your municipality for all the necessary documentation and receipts you will need. 

Additionally, you will have to adhere to the regulations set by your federal, state or local authority for running a swimming pool post-pandemic. Click here to know about maintenance requirements recently implemented by the California Legislature that community pools within large HOAs need to abide by.

You can use CMA’s services to get your HOA an on-site manager who can take care of all the licensing related to opening a community pool. CMA currently has nearly 150 state-licensed association managers working in Florida, Georgia and South Carolina. 

Setting guidelines 

Your HOA needs to develop a comprehensive set of guidelines that residents can follow while using the swimming pool. 

Some rules that you can incorporate into your guidelines are:

  • Restrictions for children to use the pool without adult supervision.
  • Restrictions to take play toys, food items or drinks inside the pool. 
  • Using proper safety gear required for swimming.
  • Identification check before entering the pool. 

In addition to this, you need guests to maintain social distancing protocols in and around the swimming pool. For this, you can have time and maximum occupancy restrictions while using the pool area. 

If you are a large HOA, playing catch up with the rules and regulations can be tough. Taking the help of a community management consultancy like CMA will make this process a lot easier for you. 

Staffing 

Ensure the safety of your residents by having adequate staff in and around your pool. The team shall include lifeguards to prevent accidents and attendees from looking into inconveniences faced by residents while using the pool. 

If you are a large HOA with many people using your community pool, you may want to hire a pool management company. 

Management 

Pools can enhance your property’s aesthetic value and marketability but may also lead to accidents and mishaps. Maintaining a community pool safely and efficiently requires a great deal of commitment from an HOA. 

Building and maintaining a pool for your community requires a significant investment. CMA’s unique corporate structure offers boutique-style custom services that let you reap the best out of your pool experience. With CMA, you can enjoy the benefits of a community pool within your HOA without having to go through the trouble involved in setting up and maintaining it. 

 

Community Association Living: What to Expect

The community management association is a fundamental consideration if you plan to buy a home. You’ll likely have to take part in it as well.

 

What can you expect from living in a community association? That’s what you’ll learn today, as well as a few tips on how to build a better association.

It depends on the type of community association

The Community Associations Institute splits community associations into three types in its introduction to association living.

 

The association category depends on space ownership by the homeowners.

  • Planned communities

The most common type of community management entitles homeowners to the property, residence, and its lot. Residents own their interests separately from their neighbors.

However, membership is mandatory, and common areas belong to the association, though members still have obligations with them.

  • Condominiums

In condos, homeowners usually own the space within their homes. However, the land underneath their unit and its physical boundaries are not their property.

However, owners usually act as co-owners for common areas. The association may still own properties, but it depends on state law.

  • Cooperatives

In the rarest community association category, a corporation owns all properties making up the cooperative. Homeowners are entitled to shared interests and occupation rights.

Board members are more similar to shareholders, and the association owns more than common areas.

Rules and fees

Most homeowners relate their community management association with regulation. Assessing your association’s rules is the first step to get along with everyone.

Let’s go through the most common types of rules.

Esthetics

Most community associations are relatively strict with what homeowners can do with their homes’ exterior. It’s more prevalent in condominiums, but you should always ask about outdoor decorations before breaking any rules from your association.

Pets

Not all communities are pet-friendly, but even the ones that are might have restrictions. Check whether pets are allowed and which races are permitted.

Occupancy

Your community association may limit whether you can rent your home for short or long terms. Some communities may also restrict the number of people per unit.

Vehicles

Finally, some associations restrict specific vehicle categories, like food and business vehicles, boats, and trucks.

Governance

Governance depends on the type of community association, but most communities follow the same approach. All homeowners are members of the board, and they’re responsible for partaking in meetings and decisions related to rules and community developments.

Community management

Finally, we can split management approaches into three categories. A community management association can come in many ways.

Homeowners aren’t always direct managers. The association can come from volunteer work or third-party services.

  • Volunteering

Volunteer community associations work from the homeowners’ will. The board manages the association directly, or they can create committees with groups of residents.

  • Association employment

Some associations prefer to employ a dedicated community manager. This manager works under the board’s direction for a salary.

  • Management firms

Finally, the community association can hire a management company. These companies send a representative who acts as the community manager.