Things to Check in an HOA Service Agreement Before Signing

HOA communities in Tampa Bay have the unique opportunity to embrace a spectrum of directions with their landscapes. From lush lawns extending as far as the eye can see to paradisical tropical themes that accentuate the Sunshine State’s biodiversity, the design and implementation of an HOA landscape are bursting with potential.

As involved as this strategic process can be, it is only part of the landscape puzzle. Once established, the landscape will need regular maintenance, repairs, and upkeep to grow, thrive, and remain pristine. That’s where HOA landscape service contracts come into play.

Everything You Should Know About HOA Landscape Contracts

Entering into an HOA landscape maintenance contract is a significant step toward securing the future well-being of your property. It’s safe to say that it’s one of the most important decisions you, as an HOA property manager or board member, will make for the community. Familiarizing yourself with some of the key considerations of such contracts, including the primary concerns when evaluating HOA landscaping agreements, is a must.

A solid contract will define roles and responsibilities, protect all parties involved, and create a mutually beneficial relationship that will (hopefully) develop and thrive in the years to come. To ensure your HOA landscape contract does just that, you’ll want to build off of the following principles.

Clarity is King

Anytime a binding document is in play, it is vital to make all agreements and terms as clear as possible. HOA landscape maintenance contracts are no exception—the clearer the language is, the better. This general concept should be applied to the entirety of the contract. Go through it with a critical eye and consider asking other people to read it, as well. If something even potentially lacks clarity, revise it.

While evaluating HOA landscaping agreements for clarity, pay particular attention to the following sections. Defining them thoroughly and intentionally protects everyone’s interests and helps prevent any possible confusion in the future.

• Define roles and responsibilities thoroughly to leave no doubt. By establishing the specific obligations assigned to each party, you preemptively eliminate confusion, conflict, and payment disputes. This ensures that expectations are clear from the start by stating the goals and responsibilities of the landscaping company, the HOA, and anyone else involved. It also sets a precedent for accountability.
• Be clear about the duration of the contract and the included clauses for termination. Remember, you can always renegotiate the HOA landscape service contract should the professional relationship develop in a positive direction, your budget change, or other unforeseen factors come to light.
• Determine terms of payment down to the last detail. From contract terms to payment methods and schedules, getting in front of any possible finance-related issues is imperative. Not only does this make everyone feel secure in the agreement, but it contributes to a streamlined relationship going forward.
• Agree to a schedule that fits your budget and HOA landscaping needs. This includes the frequency of maintenance, number and depth of services, and so on. Keep in mind that while clarity is important in this regard, reserving the right to be a bit flexible is also necessary. More on that in a moment!

Keep Service Requirements Flexible

This may seem to contrast with the previous emphasis on establishing clear expectations in your HOA landscape contract, but the two concepts actually complement each other. Building a bit of flexibility into a service contract accounts for unexpected situations and seasonal changes while also benefiting your HOA landscape budget.

Florida’s climate varies greatly throughout the year. The level of service your HOA property might demand in the summer is likely not equal to what it needs in the winter, for example. Working service flexibility into the HOA landscape maintenance contract allows you and your landscaper to adjust accordingly.

The same principle applies to unexpected landscaping needs. Should you decide to take on a new landscaping project, for example, you will require more of your service provider than initially agreed. If you have an issue arise with your HOA irrigation system, experience storm debris, or face other unforeseen problems, you may need additional services to help correct the situation. A bit of flexibility provides for these unique scenarios.

Plan Ahead to Resolve Disputes

In an ideal world, your HOA community and the professional landscaping company you partner with will get along swimmingly and never face the difficult proposition of a conflict or dispute. Unfortunately, there is always the possibility of disagreements developing, and your HOA landscape contract should account for these outcomes.

The contract should include a clause that sets the expectations of what occurs should a dispute arise. Plan for directness that limits the need for intervention, especially if tenants are involved. You should also delegate dispute resolution responsibilities ahead of time to avoid confusion at the moment, thereby simplifying and streamlining the process.

By building these processes into the contract preemptively, you help ensure that harmony is maintained within the HOA community by resolving issues efficiently, reducing the possibility of escalation, and streamlining the handling of any arguments, especially minor ones.

Work with a Trustworthy Tampa Bay Landscaper

Contracts are important, but they are not nearly as important as the people participating in them. If you want to set your community up for success, it is best to enter an HOA landscape maintenance contract with a reputable and trustworthy professional landscape company.

With over two decades of experience helping Tampa Bay landscapes reach their full potential, Landcrafters is synonymous with quality service and meaningful professional relationships. If you would like to discuss your HOA landscaping needs, we encourage you to reach out to our team of friendly experts.