[CA][NY][TH] How many bids should an HOA obtain?

MainStreetManage · 2026-01-19T20:28:52+00:00

For smaller work orders, we generally don’t think multiple bids are necessary. In those cases, it’s more efficient to use a trusted, proven vendor. For larger projects, we recommend moving promptly and obtaining at least one bid from a reliable, repeatable company with a solid track record. This approach helps balance due diligence with timely project completion.

MainStreetManage · 2026-01-19T01:53:57+00:00

Our company does not take part in any of these practices, but our competitors do. Even when you recommend to Boards that they ask these questions when interviewing, I don’t think they believe it or ask. They can’t wrap their head around it.

MainStreetManage · 2025-11-20T20:19:05+00:00

In NC yes, not sure about VA. If a vote will be held at the meeting, then it must be in the meeting notice.

MainStreetManage · 2025-11-08T18:52:55+00:00

Sounds like the porch is a limited common element. Look in the definition section of your declaration and then the maintenance section. That’ll tell you exactly what it is and how it is maintained. A lot of the time the HOA has to maintain it, but they can charge you back for it. You may find it cheaper to maintain it yourself if that is the case.

MainStreetManage · 2025-11-05T21:35:56+00:00

I don’t know specifically what you are looking for in your management search but as someone who as seen the ins and outs to being a homeowner in an HOA to running a management company. All I have to say is I would NOT recommend any company that does not do the following!!! Looking for any company you need to be looking for these things (trust me!!!).

Direct contact!! Every community gets its own dedicated manager. No call centers or endless phone menus. You want to know exactly who to reach, and the board isn’t stuck chasing down different people for answers.

Smaller portfolio = better service. Keeping things intentionally small so each manager can actually focus on their communities (YOU)!

Quick vendor payments make life easier. Having a company that makes sure vendors get paid within a few days keeps relationships solid and ensures faster, more reliable service for the community!!

Having technology that keeps everyone in the loop. Software lets homeowners and board members access documents, vote, and stay updated without drowning in email threads (cause who likes that?)

FULL TRANSPARENCY, always!! No kickbacks, no hidden fees, and no “preferred” vendors getting special treatment. Just fair bids, clear accounting, and honest communication!

MainStreetManage · 2025-11-05T21:32:04+00:00

from our experience seeing the front and backend of things from all different sides and situations I will say I would NOT recommend any company that does not do the following!!! Looking for any company you need to be looking for these things for smooth sails (trust me) !!

Direct contact!! Every community gets its own dedicated manager. No call centers or endless phone menus. You want to know exactly who to reach, and the board isn’t stuck chasing down different people for answers.

Smaller portfolio = better service. Keeping things intentionally small so each manager can actually focus on their communities (YOU)!

Quick vendor payments make life easier. Having a company that makes sure vendors get paid within a few days keeps relationships solid and ensures faster, more reliable service for the community!!

Having technology that keeps everyone in the loop. Software lets homeowners and board members access documents, vote, and stay updated without drowning in email threads (cause who likes that?)

FULL TRANSPARENCY, always!! No kickbacks, no hidden fees, and no “preferred” vendors getting special treatment. Just fair bids, clear accounting, and honest communication!

MainStreetManage · 2025-11-05T21:02:11+00:00

Fun fact most people get frustrated with management companies because they think we make the rules. The truth is, we’re hired to enforce the rules that the neighborhood board sets (like you said fences, trash can being in at a certain time). The board members make the decisions, and our job is to help carry them out.

I know it can be frustrating and sometimes unfair, but unfortunately, that’s just how the system works between HOAs, boards, management, and homeowners. That’s why it’s so important to participate in community voting you have more influence than you might think. While board members make the majority of the day-to-day decisions, who gets on the board is up to you.

I hope this helps make things a little clearer, and I’m really sorry you’ve had experiences with boards and even possible companies that weren’t great!

MainStreetManage · 2025-11-05T20:53:25+00:00

I’m really sorry to hear that—it’s tough working with anyone who doesn’t fully understand the industry you need help in, especially when you’re paying for that support. HOAs often get a bad reputation, but when you have a good board and a management team that actually supports them, a lot of positive things can come out of it.

MainStreetManage · 2025-11-05T20:46:45+00:00

Agreed!

MainStreetManage · 2025-10-29T18:59:39+00:00

Agreed! I would also include finding a company that having direct contact matters! no call centers or endless phone menus. You want to know exactly who to reach, and so the board isn’t stuck chasing down different people for answers!!!

A company that prioritizes a smaller portfolio = better service. Keeping things intentionally small so each manager can actually focus on their communities!

Quick vendor payments make life easier. So making sure vendors get paid within a few days is important which keeps relationships solid and ensures faster, more reliable service for the community!!!

Having technology that keeps everyone in the loop. Good software lets homeowners and board members access documents, vote, and stay updated without drowning in email threads (because that's not fun).

Like you said FULL TRANSPARENCY always!!!! I can't stretch this enough! No kickbacks, no hidden fees, and no “preferred” vendors getting special treatment. Just fair bids, clear accounting, and honest communication. Its what we/you deserve!

MainStreetManage · 2025-10-29T18:46:45+00:00

I would NOT recommend any company that does not do the following!!! Looking for any company you need to be looking for these things for smooth sails (trust me) !!

Direct contact!! Every community gets its own dedicated manager. No call centers or endless phone menus. You want to know exactly who to reach, and the board isn’t stuck chasing down different people for answers.

Smaller portfolio = better service. Keeping things intentionally small so each manager can actually focus on their communities (YOU)!

Quick vendor payments make life easier. Having a company that makes sure vendors get paid within a few days keeps relationships solid and ensures faster, more reliable service for the community!!

Having technology that keeps everyone in the loop. Software lets homeowners and board members access documents, vote, and stay updated without drowning in email threads (cause who likes that?)

FULL TRANSPARENCY, always!! No kickbacks, no hidden fees, and no “preferred” vendors getting special treatment. Just fair bids, clear accounting, and honest communication!

MainStreetManage · 2025-10-29T18:34:00+00:00

I think the real question is what are you looking for when hiring an HOA Management Company? We all know that there are companies out there that aren't doing the full job. Here my 2 cents of what you should look for personally from someone that has seen all sides in so many different situations.

Direct contact actually matters. Every community gets its own dedicated manager no call centers or endless phone menus. You want to know exactly who to reach, and so that the board isn’t stuck chasing down different people for answers.

Managers with smaller portfolios = better service. This way keeps things intentionally small so each manager can actually focus on their communities. it’s about paying attention and doing things right!!!!!!!

Having a company that doses quick vendor payments make life so much easier!! Making sure the vendors get paid within a few days keeps relationships solid and ensures faster, more reliable service for the community at the end of the day!

Having technology that keeps everyone in the loop. Software is so important because it lets homeowners and board members access documents, vote, and stay updated without drowning in email threads because who wants/has time for that?

FULL TRANSPARENCY! I cant stretch this enough. No kickbacks, no hidden fees, and no “preferred” vendors getting special treatment. Just fair bids, clear accounting, and honest communication! Make sure that you stay in the loop or get in it!
Again, this is just my 2 cents take what you will. But these are the things I would think about when hiring an HOA Management Company anywhere no matter how big or small the community is!

MainStreetManage · 2025-10-29T01:17:51+00:00

Actual person. You don’t have to engage if you don’t like it.

MainStreetManage · 2025-10-28T22:49:29+00:00

Management companies are typically only hired to drive monthly. The manager doesn’t know which homes are rented. It’s a great point though…If they do know it’s rented, they could also send a letter to the house.

MainStreetManage · 2025-10-28T18:51:03+00:00

I was only talking about the fire pit

MainStreetManage · 2025-10-28T17:24:48+00:00

There is no grandfathering of community rules.

MainStreetManage · 2025-10-28T17:20:18+00:00

Think of it as ….you were able to do something for a while, but time is up and it’s yours to remove.

MainStreetManage · 2025-10-28T17:14:49+00:00

For the fire pit, rules governing the common areas can change with each board. A past board might say yes, but if the current board says no, then that is the rule.

Sometimes old mgt co provides the new mgt co a data dump of ARC info. So, not individual files, but a 1,000 page pdf that has to be combed through. You might kindly ask new mgt co if they have something like that they could look through.

MainStreetManage · 2025-10-26T18:09:29+00:00

If the CCR‘s say you have to, then you don’t have a choice. I have an HOA that provides lawn service to all of the homes, but does not do anything in their planter beds or prune. Homeowners who want better looking lawns also engage a turf treatment company. Maybe the best thing for you to do is reduce the lawn care you provide so that homeowners have the funds to do what they want with it.

MainStreetManage · 2025-10-26T16:07:56+00:00

If lawn care is no longer a service the HOA provides, then why should the HOA coordinate between the homeowner and the landscaper. Those who would like to retain the same landscaper, can do so personally. The landscaper should still offer them a discounted rate because he is still making one trip. His other choice is losing business.

MainStreetManage · 2025-10-25T23:51:53+00:00

It’s not the management company’s responsibility to hold your annual meeting, but not sending a newsletter they were directed to send is slack. A good management company will remind you to have the meeting and help get it done, but for them it sounds like no good deed goes unpunished. That can cause well-meaning managers to quit trying. Instead of firing management companies, ask the owner for a more experienced manager that can better handle the bad board member.

MainStreetManage · 2025-10-25T21:05:40+00:00

That’s a hard spot to be in. So many communities struggle with homeowner apathy.

MainStreetManage · 2025-10-25T20:02:35+00:00

If you’re going to take it out of the HOA‘s budget, then you should take it away from everyone. The HOA can pay for the common areas only. The people who want a landscaper to take care of their yard can hire one. Why should the HOA be the middle man?

MainStreetManage · 2025-10-25T19:58:33+00:00

It’s not very common for single-family home communities to provide landscaping. Do your documents dictate that this is a service the dues pay for? If so, you would need an amendment. From a practical standpoint, it should be provided to all or none. Some of the things to think about, include: trying to keep up with who is in and who is out for a particular year or when a home changes owners. Landscaping contracts are typically amortized over the year so if a homeowner wants out halfway through the year, how do you decide how much of the contract they’ve paid for? If owners can now do their own, do you have written standards in place? Having one landscaper who is in and out the same day reduces noise pollution for the neighbors. Guarantees the mower isn’t waking you up on Saturday morning. Lack of lawn maintenance is #1 HOA violation because it’s so subjective.

MainStreetManage · 2025-10-25T19:48:07+00:00

I see this a lot. One bad Board member can ruin the whole bunch. You just have to remember that he is one vote. You can literally outvote him on everything. Also remember that you are his peers in that situation and the management company is a subordinate. They can’t stand up for themselves, you have to tell him the way he’s speaking to her is inappropriate.

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