Summer Is a Great Time to Review Vendor Contracts


For many community associations, summer is one of the busiest times of the year. Landscaping is in full swing, pools and recreational facilities are seeing increased use, and boards are often focused on addressing maintenance projects before the fall and winter months arrive.

It's also an ideal time to review your association's vendor contracts.


Many contracts automatically renew each year, and it's easy for agreements to remain in place without evaluating whether they continue to meet the community's needs. Taking time to review vendor relationships can help ensure your association is receiving quality service, competitive pricing, and clear expectations.


Start with Your Most Critical Services


Consider reviewing contracts for services such as:

  • Landscaping
  • Pool maintenance
  • Snow removal
  • Waste and recycling services
  • Cleaning and janitorial services
  • Property maintenance and repairs


Pay particular attention to contract renewal dates, termination requirements, and any pricing increases that may take effect in future years.


Evaluate Performance, Not Just Price


While cost is always an important consideration, vendor performance should also be part of the conversation.


Ask questions such as:

  • Are services being performed consistently?
  • Is communication timely and professional?
  • Are issues addressed promptly?
  • Have residents or board members raised recurring concerns?


A lower price does not always provide the best value if service levels are suffering.


Plan Ahead for Renewals


Waiting until a contract is about to expire can limit your options. Reviewing agreements several months before renewal deadlines allows boards time to gather proposals, compare services, and make informed decisions if changes are needed.


Keep Documentation Organized


Maintaining current copies of contracts, insurance certificates, and vendor contact information can save significant time when questions arise or board membership changes.


Final Thoughts



Vendor relationships play an important role in the overall operation of any community association. A proactive review process helps ensure your association is receiving the level of service, responsiveness, and value it expects while avoiding last-minute decisions when renewal deadlines approach.