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Comparison of HOA Management Company Proposals

1. Management Scope and Services Offered

  • KC HOA:

    • Provides fiscal services, including detailed financial reporting, budgeting, and reserve management.

    • Limited physical inspections and enforcement of covenants delegated to the HOA Board.

    • A web portal is provided for additional access to financial and operational data.

  • EZR HOA:

    • Offers more hands-on services, including hiring and supervising maintenance personnel and handling complaints.

    • Monthly inspections and regular reports are part of the agreement.

    • Active enforcement of covenants and direct engagement with contractors and vendors.

    • Maintenance emergencies are specifically addressed with defined financial limits.

  • Better HOA:

    • Focuses heavily on financial management and long-term planning.

    • Highlights communication services (e.g., website, app, text notifications).

    • Prioritizes vendor and contract management but recommends against immediate community inspections.

    • Proposes budgetary assistance and collection management, with access to a collection agency.

 

2. Fees and Compensation

  • KC HOA:

    • Charges $1,200 per month plus additional fees for specific services such as tax returns and portal access ($50/month).

    • Meeting attendance outside regular business hours costs $50/hour.

  • EZR HOA:

    • Two tiers of fees:

      • $850/month for basic services.

      • $1,250/month for expanded services, including inspections and meeting attendance.

    • Supervisory fees of 5% on work exceeding $10,000.

    • The fee adjusts annually based on the Consumer Price Index (CPI).

  • Better HOA:

    • Charges $3.00 per lot per month (assuming 447 lots, totaling $1,341/month).

    • Administrative tasks outside the standard agreement are billed at $99/hour with HOA approval.

    • Printing and mailing expenses are covered by the HOA.

 

3. Insurance and Liability

  • KC HOA:

    • Requires the HOA to maintain liability insurance covering both the HOA and Collins as an additional insured.

  • EZR HOA:

    • Insurance coverage and maintenance are required for the HOA, with the manager listed as an additional insured.

    • Manager has a $100,000 fidelity bond for added financial security.

  • Better HOA:

    • Works closely with an insurance agency to ensure appropriate policies.

    • Claims management is included, ensuring proper coverage is in effect to protect HOA interests.

 

4. Termination and Renewal

  • KC HOA:

    • The agreement lasts one year and can be terminated with 60 days' notice.

  • EZR HOA:

    • Offers a one-year term with automatic annual renewal.

    • Early termination allows for a 90-day notice without cause or 30-day notice with cause.

  • Better HOA:

    • Focuses on flexibility and emphasizes partnership with the board.

    • No specific term or termination clauses were detailed in the proposal document.

 

5. Technology and Communication

  • KC HOA:

    • Provides online portal access for board members and owners, with maintenance and financial data available in real time.

  • EZR HOA:

    • Primarily relies on monthly reports for communication and maintains paper records of correspondence.

  • Better HOA:

    • Emphasizes a robust online presence with web and mobile app access.

    • Offers online document access, a community calendar, and digital communication channels.

 

6. Focus on Collections and Delinquencies

  • KC HOA:

    • Basic collection procedures are outlined but do not provide significant engagement with third-party agencies.

  • EZR HOA:

    • Manages collections, liens, and legal actions directly, coordinating with attorneys as needed.

  • Better HOA:

    • Employs a collection agency to manage delinquencies, ensuring minimal involvement from the board.

 

Summary of Key Differences

  • KC HOA: Best suited for HOAs looking for financial management with minimal physical oversight and inspections.

  • EZR HOA: A more comprehensive package with active involvement in maintenance, personnel management, and covenant enforcement.

  • Better HOA: Prioritizes communication, technology, and strategic financial planning, with a focus on long-term improvements.

 

Each of these management companies offers distinct advantages depending on the needs of the HOA. KC HOA focuses more on financial management, EZR HOA provides a full-service package with regular maintenance and inspections, while Better HOA emphasizes technology, communication, and strategic planning.

The best choice depends on the specific priorities of your HOA. Below are recommendations based on different scenarios, highlighting the strengths of each management company:

 

1. If Financial Management and Simplicity Are Your Priorities

Recommended: KC HOA

  • Why:

    • It offers robust financial management services, including detailed reports and variance analyses.

    • Useful if the HOA board is comfortable handling community inspections and covenant enforcement internally.

    • The online portal access provides transparency for board members and homeowners.

Ideal For:

  • Small to mid-sized HOAs focused on financial oversight and budgeting with limited need for physical inspections or enforcement.

 

2. If You Want Full-Service Management and Hands-On Support

Recommended: EZR HOA

  • Why:

    • Provides end-to-end management, including hiring and supervising maintenance personnel, handling complaints, and performing inspections.

    • Has a more involved approach to covenant enforcement and emergency maintenance.

    • Monthly inspections ensure proactive property care.

Ideal For:

  • Larger HOAs or those that require frequent maintenance, inspections, and active community management.

  • Boards looking to offload most operational responsibilities.

 

3. If You Value Technology, Communication, and Long-Term Planning

Recommended: Better HOA

  • Why:

    • Emphasizes technology with mobile apps and online portals for residents and board members.

    • Focuses on strategic financial planning, ensuring the HOA operates with long-term goals in mind.

    • Prioritizes communication with members to prevent conflicts and maintain transparency.

Ideal For:

  • HOAs that value innovative technology, streamlined communication, and proactive financial planning.

  • Communities that prefer a modern, tech-friendly management style with a focus on building community spirit.

 

Overall Recommendation

  • If daily operational involvement is required (maintenance, inspections, personnel), EZR HOA is likely the best fit.

  • If your board is more hands-on and primarily needs financial oversight with minimal external involvement, KC HOA offers good value.

  • If your HOA values technology and communication tools, Better HOA is the superior choice for a modern, tech-driven approach.

 

Final Thought:
Assess your HOA’s size, operational needs, and the board's involvement level to make the right decision. If your HOA wants comprehensive management with minimal board effort, EZR HOA offers the most complete service package. However, if the board prefers a more modern, communication-driven approach, Better HOA might suit your needs best.

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