Engagement & Terms

What support covers, and what sits outside it

The agreement lays the scope out under four headings.

Association management

General administration under board direction. Organized association records: governing documents, policies, correspondence, operational files. Assessment billing and collections, including the online payment system. Vendor coordination, and checking whether vendors perform. Common area maintenance, planned ahead as well as fixed when it breaks. Keeping current with the laws, insurance requirements and governance standards that apply to your association. Lien and foreclosure support alongside your association's attorney.

Covenant enforcement

Watching for violations, reported and observed. Notices issued under the enforcement policy your board approved. Answering owners on what the covenants require of them. The record of every action and every letter. Enforcement reporting back to the board.

Website

Keeping the content current: notices, documents, announcements.

Financial administration

Routine bookkeeping and financial coordination. Billing, payment processing support, record keeping, reporting.

Support is customized to your association's needs, operating complexity, and desired level of involvement. The scope describes coordination and administration, and the labor itself stays with the trades. We run the process and hold the record, and the landscaper still cuts the grass. It also assumes a volume of activity that is ordinary for a community your size, and a season well outside ordinary is surge work.

What sits outside it

Audit, tax preparation, attestation and review. The agreement says plainly that we are not accountants. Legal advice too: we work with your attorney and we do not stand in for one.

Website design, redevelopment and platform migration, and decisions about what the site should say. Keeping the content current is inside the agreement. Building the thing is a separate agreement.

Rebuilding financial history that arrived broken.

Third party costs your association would carry anyway: your attorney, mailing houses, engineers, website vendors, consultants. Their invoice is your invoice and we add nothing to it.

And surge work.

Check it: read all of that against the scope list in your current agreement. Line them up.

Surge work, and how it gets agreed

Some months are not ordinary. Litigation and discovery. A major dispute, or enforcement running far past its usual volume. A policy rewrite, a governing document amendment, a large document reorganization, a mailing far past the ordinary. Fire, flood, storm. A transition where a vendor has failed or the accounting has to be rebuilt.

The agreement calls that surge work, and it does not let us bill it after the fact. Before any of it starts you get a notice in writing carrying three things: what the issue is, what we recommend, and the time and cost we expect it to take. Then your board approves it. If your board does not approve it, we pause the non-urgent work that depends on it and wait for direction, and that is in the agreement too.

The exception is narrow: immediate action to protect safety, prevent property damage, or meet a legal or regulatory deadline.

That list of examples is open. The agreement says "includes, but is not limited to", so the test is the standard behind the list, which is a non-routine circumstance that materially increases the effort beyond normal operations. Anything reaching it goes through the sequence above before it runs at all.

Check it: ask your current manager to show you the clause that requires your board's approval before extra work is billed. Ask what has to arrive in writing first.

Vendor payments and referrals

We take nothing from your vendors. No markup on a vendor invoice, and no referral fee for putting work their way.

What a vendor bills is what your association pays. Hold the invoice against the payment and see.

Vendor markup is the quiet revenue line in this business. Ask everyone on your list the same question.

When we come back to you, and what happens if we do not

The agreement says we will use reasonable efforts to respond to routine requests within three business days. That is the contract. Read it before you sign, and read the same clause in your current agreement.

How the firm actually runs is faster. That part is an operating commitment, so it lives on this page and not in the agreement. You get an acknowledgement inside 24 to 48 hours. Acknowledging is not fixing, so what comes back tells you what we have and what happens next. Emergencies move faster. Around an annual meeting the window can stretch to three days.

Miss it and the matter climbs to your association's manager, then to the principal. There is no escalation clause in our agreement and we are not going to imply there is one.

Check it: find the response clause in the agreement you are under now. Then ask what happens when they miss it.

Your records, and what happens when you leave

Ownership

One sentence in our agreement, with nothing hedging it: "All Association records and data remain the property of the Association." Read that clause before you sign, then read whatever stands in its place in the agreement you have now.

Owning is not the same as holding, and we will not blur the two. While the contract runs, the records sit in our systems, because that is where the work happens. Ownership never moved.

Leaving

Your records are yours the whole time, so the end of a contract is a handover and never a negotiation. We organize what we hold and hand it over.

Transition responsibilities and engagement terms are agreed upfront. Your association's records remain its property, and we coordinate an organized handover when the relationship ends.

Colorado gives your board a floor here too. Under HB 26-1099, an outgoing management company, which includes OmniHOA on any exit, has to deliver the association's property and records within 45 calendar days of termination or non-renewal, at no charge. That is a board entitlement under state law, and OmniHOA already worked this way before the law required it.

Check it: find the termination clause in your current agreement and read what leaving involves. Then read ours.