Top Tips On Association Insurance Renewal When Rates Are Skyrocketing

Association insurance renewal can be challenging with premiums on the rise. Higher costs can strain an association’s budget and force the board to make difficult decisions. While some choose to cut back on insurance altogether, it is important to strike the right balance and ensure that the community is still well-protected.

 

Understanding Association Insurance Renewal and Rising Rates

Insurance premiums have increased for many community associations in recent years. There are several factors behind this phenomenon.

One major factor is the rising cost of construction, repairs, and maintenance. Construction materials, labor, and other building expenses have become more expensive. In response, insurance providers have raised their rates to incorporate these costs when claims arise.

Severe weather can also affect insurance rates. Hurricanes, floods, wildfires, storms, and other disasters are known risks for insurers. Associations in areas more susceptible to these weather events typically face steeper premium increases.

Additionally, an association’s claims history can affect insurance rates. If an association frequently files claims, particularly expensive ones, it signals to insurance providers that the community has higher risk exposure. This pushes them to raise HOA premiums.

Finally, the broader insurance market can also play a role. Insurance carriers might reduce their exposure to certain areas or types of properties. Others may stop writing certain policies altogether. With fewer available insurers, associations may find it more difficult to secure competitive rates.

 

Practical Tips on Association Insurance Renewal

Just because insurance premiums are rising doesn’t mean associations have no options. Here are some strategies for renewing HOA insurance in this climate.

 

1. Start the Process Early

Boards should begin the association insurance renewal process well before the existing policy expires. Waiting until the last minute puts time pressure on board members. If the HOA fails to secure an affordable rate, it may be forced to opt for the expensive option just to remain insured.

By starting early, HOA boards have enough time to talk to multiple insurance carriers. Boards can review proposals more carefully, ask questions, and negotiate terms.

Moreover, a head start can also provide time to address problems that could affect the renewal. For example, an HOA might need to complete certain maintenance projects before it can obtain a favorable rate.

 

2. Review the Association’s Current Coveragerenewing HOA insurance

To facilitate a productive association insurance renewal process, the HOA board should evaluate its current policies. The board shouldn’t just renew the same policy without examining it closely. The terms may become outdated, or the HOA’s needs may have changed.

The review should include an evaluation of all insurance policies, including property insurance, liability insurance, D&O insurance, and fidelity bond. Boards should also review coverage limits, deductibles, exclusions, and endorsements.

Furthermore, the board should look for unnecessary coverage. The association may still be paying for coverage that is no longer relevant to the community. This raises insurance costs without realizing it.

 

3. Get Multiple Insurance Quotes

Associations should obtain quotes from multiple insurance providers. Automatically renewing with the same carrier could cause the HOA to miss out on better options. Comparing proposals can show differences in pricing, coverage, and limits.

Keep in mind that cheaper doesn’t always equal better. A cheaper policy may offer lower premiums, but the HOA could face higher deductibles or more exclusions.

 

4. Consider Increasing the Insurance Deductible

A higher deductible may reduce an association’s insurance premium. This option can be worth considering when rates are increasing substantially. That said, it is important to determine if the HOA can afford the higher deductible. Jumping to this decision without examining the association’s financial position would be imprudent.

 

5. Strengthen Risk Management Practices

Better risk management can help reduce the likelihood and severity of insurance claims. It can also show to carriers that the HOA takes risk mitigation very seriously.

Here are some best practices for reducing risk in HOA and condo communities:

  • Prioritize Preventive Maintenance. Boards should facilitate regular inspections to identify and repair problems before they worsen.
  • Improve Security Measures. Depending on the community, this can include lighting, surveillance cameras, and controlled access.
  • Enforce Financial Controls. Implementing strong financial controls can protect against theft, fraud, and similar crimes.
  • Ensure Legal Compliance. Associations should comply with fair housing laws, local building codes, and governing documents to reduce legal risks.
  • Implement Fire Prevention. Fire is one of the most common risks for HOAs and condominiums. Maintaining fire alarm systems, extinguishers, sprinklers, and other safety equipment is not only required, but it can also lower fire insurance premiums.

 

6. Review the Association’s Claims History

Board members should review the HOA’s claims history before the association’s insurance renewal. This will allow the board to identify patterns that may require attention.

For example, repeated water damage claims could indicate an issue with plumbing or roofing. If the HOA frequently experiences slip-and-fall claims, it may indicate maintenance or lighting issues.

Addressing the underlying cause can greatly reduce incidents and claims. This can put the HOA in a more favorable light for insurance carriers.

 

7. Keep the Association’s Property Information Updated

Insurers need accurate property information to assess a community. Boards should review details such as building age, size, construction materials, roof age, and improvements. They should also update replacement costs as the economy changes. Underinsuring the property could leave the association without enough money to fully rebuild after a major loss.

 

8. Don’t Sacrifice Critical Coverage Just to Lower Premiums

Rising premiums can tempt boards to reduce coverage or eliminate it altogether. This is a slippery slope, as the lack of insurance can expose the HOA to greater risks.

Plus, state laws and the governing documents often require insurance. For instance, in Illinois, condominiums are required to carry property insurance, general liability insurance, fidelity bond, and a D&O policy (765 ILCS 605/12).

Reducing coverage limits or removing certain policies may lower insurance costs today, but the association may have to pay for it in higher expenses later on. Board members must act carefully and in the community’s best interest.

 

9. Account for Insurance Costs in the Budgetrenewing HOA insurance

Insurance is often one of the largest expenses in an HOA’s budget. When insurance rates rise, the budget can become lopsided, with the HOA board allocating more of its income to premiums.

To prepare for this, the board should adjust its revenue expectations. Raising dues or levying special assessments are common courses of action.

 

10. Communicate Insurance Changes to Homeowners

When insurance rates spike, HOA dues often go up with them. This can cause alarm among homeowners. To limit pushback and maintain transparency, the board should take the time to educate owners. Clearly communicate to them why dues are increasing and how insurance premiums are affecting the association.

In condominiums, if there are any changes to the master policy, the board should inform unit owners as soon as possible. This will allow them to adjust their own HO-6 coverage.

 

11. Work With an Experienced Professional

Association insurance renewal can be a complicated process. Self-managed boards may find themselves struggling, especially as insurance rates trend upward. For this reason, many communities are turning to an HOA management company for assistance.

Professional management companies know how to navigate the ins and outs of insurance policies. They also maintain a wide network of carriers, potentially giving access to discounts or more favorable pricing.

 

The Right Balance

Skyrocketing insurance rates can make association insurance renewal a major financial challenge. Fortunately, the strategies and tips above can help control costs while still maintaining adequate protection for the community. When in doubt, don’t hesitate to hire professional services.

Westward360 is a trusted partner for HOAs and condo associations across the United States. To get started on expert association management, contact us today or request a proposal online!


HOA Vendor Proposals: A Guide To Choosing The Best Fit

In a planned community, HOA vendor proposals help boards compare potential service providers and make informed decisions. A well-structured bidding process allows associations to find qualified vendors at fair prices, but not all self-managed boards know the first thing about it.

 

What are HOA Vendor Proposals?

Homeowners associations rely on third-party vendors for services such as landscaping, maintenance, and construction. Vendors also include insurance providers, management companies, and other professionals.

It is the HOA board’s job to review potential vendors and select the right one that fits the community’s needs, budget, and expectations. Vendor proposals are a large part of that process.

An HOA vendor proposal is a formal bid submitted by a third-party contractor to the association. This proposal consists of what the vendor can offer and at what price, among other things. Reviewing every proposal allows the board to compare vendors and choose the best candidate.

 

The Importance of Soliciting HOA Vendor Bids

As part of their fiduciary duties, board members must exercise the duty of care. This means making informed decisions by performing due diligence, reviewing documents, and evaluating all options.

The duty applies to vendor selection as well. Board members must demonstrate that they took reasonable care in choosing the right vendor for the association. Doing so also promotes transparency, encourages accountability, and prevents claims of conflicts of interest.

Additionally, a competitive bidding process ensures fair pricing. When the board compares multiple proposals, it can better understand the market value of the scope of services. This helps the community avoid overpaying.

The cheapest option isn’t always the best. With HOA vendor bids, the board can make an informed choice based on the offered services, experience, and quality of the prospects, in addition to their pricing.

 

How Many HOA Vendor Proposals Should the Board Obtain?

The number of vendor proposals an HOA must obtain depends on state laws and the governing documents. Some CC&Rs and bylaws require a minimum number, while others are silent on the subject.

That said, an association should generally obtain three vendor bids, particularly for major projects. Three bids provide the ideal balance between efficiency and thoroughness. With three bids on hand, the board can spot overpricing and establish a baseline without having to sort through too many HOA vendor proposals.

Of course, minor projects may not need as many bids. If it’s a routine repair or a simple task, the board can choose a preferred vendor or a highly recommended provider.

 

How to Choose the Right HOA Vendor

Choosing the wrong vendor can result in substandard work, poor compatibility, and even increased legal exposure. Board members must follow certain guidelines for vendor selection, as set forth in the governing documents.

That said, here are the general steps for selecting the best vendor for a community.

 

1. Define the Scope

First, the HOA board must define the association’s needs. These needs will inform the scope of the project. Boards should provide detailed descriptions and requirements, including measurements, materials, and other quantifiable details.

 

2. Establish Evaluation Criteria

Next, associations must create a scoring system that allows the board to evaluate HOA vendor proposals using a standardized process. The board can assign point values to each criterion, listed in order of importance.

 

3. Distribute the Request for Proposal (RFP)

A request for proposal announces the association’s project and provides a description and outline of its details. This RFP should also clearly explain the association’s expectations.

With an RFP, prospects can submit standardized HOA vendor proposals. This makes it easier to compare competitive bids against one another.

Every RFP should include the following:

  • A description of the association
  • The layout of the property or community
  • A detailed scope of work
  • How often does the association require the service
  • The duration of the contract
  • Budgetary expectations
  • A deadline for submitting a proposal

 

4. Verify Credentials, Licenses, and Insurance

After evaluating the RFPs, board members should check each candidate’s credentials. Is the vendor qualified to deliver the services? Do they carry the proper licenses and certifications?

Insurance is another important factor. Vendors should come with general liability coverage, workers’ compensation, and professional liability insurance. If vehicles are brought into the community, they must also maintain a commercial auto liability policy.

The HOA or condo association should be listed as an additional insured on the vendor’s policies. To verify adequate coverage, boards should ask for a Certificate of Insurance (COI) as proof. Make sure to ask for this certificate every year to confirm that the vendor has renewed their policies.

Other than that, board members should ask for references. Request a list of past clients with similar needs or photos of past projects. This will enhance the vendor’s credibility.

 

5. Interview Prospectshoa vendor bids

After narrowing down the list to a few candidates, the board should schedule an interview with each one. It’s best to do this over the phone or in person, not via email or other written correspondence. This will allow the board to judge the vendor based on their communication skills, professionalism, and personality.

Compatibility plays a key role in a successful HOA-vendor relationship. If a vendor comes off as rude or dismissive of the association’s concerns, they may not be a good fit.

Here are some sample interview questions to ask:

  • How much experience do you have working with HOAs or similar communities?
  • What exactly is included in your services, and what costs extra?
  • Who will be our primary contact?
  • What is your typical response time for routine and emergency requests?
  • Do you use subcontractors? If so, how do you select and supervise them?
  • How do you handle unexpected costs or work outside the original scope?
  • How do you ensure the quality of completed work?
  • Do you provide warranties or guarantees?
  • What makes your company a better choice than other vendors?

 

6. Negotiate the Contract

Then come contract negotiations. It’s best to have a lawyer present during this part or at least have one review the contract before signing.

When negotiating contracts, make sure the scope of work covers everything the association needs. It is equally important to check fee schedules and any potential hidden costs. The fine print can end up hurting the HOA in the long run.

Furthermore, the HOA board should check for any automatic renewal or termination clauses. Auto-renewal clauses lock the association in for another contract term unless the board cancels by a specified deadline. Boards should try to negotiate this clause out of the contract.

On the other hand, termination clauses often include fees for early cancellation. The contract should provide the HOA with a way out if the service or work falls short of expectations. Negotiating the contract ensures that the association gets a fair deal.

 

7. Track Deliverables and Project Completionhoa vendor bids

Once the contract has been executed, the HOA board should monitor the vendor’s work. The vendor should deliver as promised under the contract’s terms. A competent vendor also responds to concerns promptly, knows how to handle emergencies, and remains transparent in all matters.

 

A More Successful HOA

Selecting the right vendor doesn’t mean choosing the lowest bid. Boards must carefully evaluate HOA vendor proposals, verify credentials, review contracts, and monitor performance. With a thorough selection process, the board can protect the association’s finances and support better service for the community.

Westward360 is a trusted partner for HOAs and condo associations across the United States. To get started on expert association management, contact us today or request a proposal online!


When Is A HOA Board Resolution Needed? How To Pass One?

An HOA board resolution helps pass policies and implement decisions within a planned community. It allows board members to formalize and document their rulings in an official capacity. Understanding when resolutions are necessary and how to pass them is critical to being a board member.

 

What is an HOA Board Resolution?

An HOA board resolution is a formal, official record of a decision made by the board of directors. Resolutions are flexible, as they can serve several purposes.

For one thing, a resolution can help clarify the rules. If existing community guidelines use vague or unclear wording, the board can pass a resolution to clarify them.

Resolutions can also set policies. Outside of amendments, a resolution can introduce new day-to-day requirements, guidelines, or procedures. It can also speed up certain processes, such as addressing an urgent safety or security issue.

Finally, a board resolution can grant authority. It can give someone permission to act on behalf of the association, such as signing a contract or executing a policy.

 

Types of HOA Resolution

There are three types of HOA resolutions: policy resolutions, administrative resolutions, and special resolutions. Let’s discuss each one below.

 

1. Policy Resolutionswhat is a hoa board resolution

A policy resolution has a direct impact on the rights and responsibilities of homeowners. Also known as interpretive resolutions, these resolutions help clarify any vague or ambiguous provisions in the governing documents.

Additionally, a policy resolution can establish new rules in accordance with the CC&Rs and bylaws. For example, if the governing documents allow the HOA to collect fines for violations, a resolution can establish the fine schedule.

 

2. Administrative Resolutions

Administrative resolutions address the association’s internal procedures. Also known as procedural resolutions, these clarify the rules governing board elections, association meetings, and related matters.

 

3. Special Resolutions

Special resolutions address specific situations on a case-by-case basis. They handle unique or one-time projects, such as special assessments or major repairs.

That said, special resolutions don’t stand on their own. They must be supported by, or created in accordance with, the governing documents. If the HOA board has no authority to levy a special assessment, for instance, a resolution passing one may not be enforceable.

 

HOA Resolutions vs HOA Amendments

Resolutions and amendments share similarities, but they are not the same. For one thing, passing a resolution requires only a board vote, whereas passing an amendment to the governing documents typically requires a vote of the entire membership.

Additionally, a resolution and an amendment differ in purpose. An HOA board resolution supports the governing documents. It clarifies rules, sets policies, and grants authority — all in accordance with the CC&Rs and bylaws.

On the other hand, an amendment permanently changes the association’s foundation. They alter the CC&Rs and bylaws, which are the basis of all resolutions.

 

When to Use Board Resolutions

Board resolutions are typically reserved for:

  • Formally documenting a decision that falls within the board’s existing authority
  • Establishing procedures for carrying out responsibilities already granted by the governing documents
  • Adopting policies or rules that support the governing documents (without conflicting with them)
  • Authorizing contracts, expenditures, projects, or other board actions
  • Responding to individual homeowner matters that require a formal board decision
  • Recording decisions involving budgets, dues, assessments, vendors, enforcement procedures, and other administrative matters

 

When to Use Amendments

Amendments are typically reserved for:

  • Revising the governing documents (CC&Rs, bylaws, and articles of incorporation)
  • Changing provisions that define the rights or obligations of homeowners
  • Adding, removing, or significantly changing community restrictions
  • Updating governing documents to reflect changes in federal, state, or local laws
  • Eliminating provisions that are obsolete, impractical, or no longer relevant
  • Changing rules concerning property use, leasing, architectural standards, or other property rights
  • Making a change that the existing governing documents don’t give the board authority to make on its own

 

How to Create an HOA Board Resolution

Creating board resolutions, while simpler, still follows an established procedure. Board members should refer to their governing documents for the official guidelines.

That said, here are the general steps for constructing and passing an HOA board resolution.

 

1. Check State Laws and Governing Documents

First, board members must confirm their authority with state laws and the governing documents. The proposed resolution must not conflict with these; in fact, it must support or align with them.

For example, an HOA can’t prohibit owners from displaying the American flag, as such a rule conflicts with both the federal Freedom to Display the American Flag Act and Section 1-70 of the Illinois Common Interest Community Association Act.

 

2. Draft the Resolution With the Board

Since the resolution is a board action, all board members should be involved in its creation. This opens a dialogue and encourages opinions from different perspectives.

Additionally, it helps to write an initial draft of the resolution. This draft (and the final version) should include key details, such as:

  • The purpose of the resolution
  • The decision, policy, or action being adopted
  • Steps the board will take to implement the decision
  • The legal authority supporting the board’s action
  • The date the resolution takes effect

Of course, directors must be careful about the specific details they include in the resolution. If it’s a board resolution for delinquent members, for example, it may not be prudent to list the names of those members.

 

3. Seek Input from Homeowners

After approving the draft, the HOA board should present it to the homeowners at a meeting (when possible). This gives owners a chance to voice their concerns, ask questions, or provide feedback regarding the resolution.

Of course, not every opinion or suggestion should influence the resolution. The board must learn to discern which input is useful and which only disrupts progress. Nevertheless, active listening helps owners feel more involved.

 

4. Vote on the Resolution

Passing the resolution requires a board vote. This vote must take place at a properly noticed open board meeting. This helps promote transparency and accountability within the community.

 

5. Document and Communicate the Resolutionboard resolution for delinquent members

Finally, it is important to record the final resolution. Proper documentation creates a paper trail, allowing future boards to use it as a reference.

Moreover, boards must communicate the resolution to all community members. If owners aren’t aware of a newly passed resolution, the board may be unable to enforce it against anyone.

 

HOA Board Resolution Sample

Download Your HOA Board Resolution Template Here

hoa board resolution sample

 

Facilitating Smooth Operations

An HOA board resolution is an essential tool in community management. Board members use it to formalize decisions, policies, and authority. Yet passing a resolution requires following key steps, and skipping even one can render the resolution void.

Westward360 is a trusted partner for HOAs and condo associations across the United States. To get started on expert association management, contact us today or request a proposal online!


Fannie Mae Condo Requirements Are Changing: Is Your HOA Prepared?

New Fannie Mae condo requirements have been released this year, prompting several associations to make immediate changes. These requirements are not always easy to understand, especially for volunteer board members. Still, compliance hinges on a thorough grasp of what these requirements are and how they affect communities.

 

What are Fannie Mae Condo Requirements?

Fannie Mae requirements are not law, so associations are not legally required to meet them. That said, fulfilling these requirements does pose benefits.

To understand these benefits, it is first important to understand how Fannie Mae works. Fannie Mae purchases mortgages from lenders. If a person wishes to purchase a unit in an association, their lender may wish to sell that mortgage to Fannie Mae. Yet, if the association doesn’t meet the requirements, the buyer may not qualify for a Fannie Mae loan.

That said, buyers can still secure a mortgage loan even without Fannie Mae. Several financing options are still available.

 

New Fannie Mae Updates in 2026

Condo associations that fail to meet Fannie Mae requirements often struggle with attracting buyers. This is because lenders are more hesitant to approve loans when an association doesn’t meet Fannie Mae standards. Ultimately, low marketability can affect property values.

In addition to fulfilling these requirements, board members must stay up-to-date on any changes. Fannie Mae will sometimes amend its guidelines, either passing stricter rules or loosening some requirements.

On March 18, 2026, Fannie Mae’s new condo project guidelines were introduced via Lender Letter LL-2026-03. The letter set forth major amendments to the requirements and policies for HOAs, condo associations, and cooperatives.

 

Fannie Mae Condo Reserve Requirements

Many associations are required to fund reserves, either by state laws or by their governing documents. The new Fannie Mae requirements for condos make certain changes to reserve allocations, studies, and funding methods.

 

Reserve Requirement Allocation

One of the most significant changes involves the amount associations must allocate toward their reserves. Fannie Mae is increasing the reserve allocation requirement from 10% to 15%.

Previously, lenders generally expected an association to deposit at least 10% of its projected revenue into the reserve fund. For loan applications dated January 4, 2027, or later, that threshold will increase to 15%.

The goal is to reduce the risk of underfunded reserves. Insufficient reserves can render associations unable to pay for major capital repairs or replacements, forcing boards to levy large special assessments.

Boards should review their reserve budgets well before the new requirement takes effect. Waiting until 2027 could leave an association scrambling to increase its contributions.

 

Reserve Studyfannie mae requirements for condos

Fannie Mae also allows lenders to evaluate an association’s reserve funding through a reserve study. Under the updated requirements, the reserve study must demonstrate that there is sufficient funding for the association’s future needs.

The reserve study must also be relatively recent. Generally, it must have been completed within the previous three years.

Beyond that, associations must align their budgets with the study’s recommendations. For example, an association can’t have a reserve study recommending $300,000 in annual contributions while budgeting only $200,000. The budget must reflect the highest reserve allocation recommended by the study.

 

Elimination of Baseline Funding Method

Fannie Mae is also removing the baseline funding approach for applicable projects. Under this method, an association could allow its reserve balance to become very low as it pays for major repairs or replacements. In some cases, the balance could even go to zero.

The new Fannie Mae condo requirements no longer accept this approach. Instead, an association must maintain adequate reserves to address its anticipated capital expenditures. Associations must be more proactive about reserve funding rather than planning to deplete their reserves after major projects.

The change applies to loan applications dated August 3, 2026, or later.

 

Fannie Mae Condo Insurance Requirements

Fannie Mae is also updating its requirements for condo master insurance policies. The policy must generally cover specific risks, including:

  • Fire
  • Explosion
  • Lightning
  • Smoke
  • Windstorm
  • Hail
  • Water damage
  • Sprinkler leakage
  • Vandalism
  • Sinkhole
  • Falling objects
  • Weight of snow, ice, or sleet
  • Certain damage caused by vehicles or aircraft

Board members must review their master policies to ensure the association has sufficient coverage in accordance with Fannie Mae standards.

 

Coverage Requirement

Fannie Mae is also increasing the amount of insurance coverage that condo associations must carry. In general, the master policy must provide coverage equal to 100% of the estimated replacement cost of the insured components.

This means the policy should provide enough coverage to rebuild the covered property following a major loss. The requirement is based on replacement cost, not the property’s market value.

That said, roofs are an exception to the 100% replacement-cost requirement. Still, associations are required to maintain insurance coverage for their roofs.

 

$50,000 Deductible

The updated Fannie Mae condo requirements also address per-occurrence, per-unit deductibles. These deductibles generally can’t exceed $50,000 now.

 

HO-6 Policy Requirement

Unit owners in a condominium must have their own HO-6 policy. This provides coverage for portions of the unit that the master policy doesn’t cover.

According to the updated requirements, an individual unit owner is required to obtain a separate policy if:

  • The master policy doesn’t cover certain portions of the unit’s interior, or
  • The master policy has a per-unit deductible.

Furthermore, Fannie Mae sets the required coverage. In general, it must be at least the greater of the cost to restore the portions of the unit that the master policy doesn’t cover or the applicable per-unit deductible.

 

Other New Fannie Mae Condo Guidelines

In addition to the new reserve and insurance requirements, Fannie Mae updated other guidelines. These relate to Limited Reviews and investor-owned properties.

 

Full Review Requiredfannie mae condo reserve requirements

Fannie Mae is also eliminating the Limited Review process for certain condominium projects. This means boards should expect lenders to request additional information. An HOA management company can help provide all pertinent documents.

Previously, some projects could qualify for Limited Review, which involved a less extensive evaluation under certain conditions. With the new guidelines, projects generally must undergo Full Review unless they qualify for another applicable waiver.

This change applies to loan applications dated August 3, 2026, or later.

 

Removal of Cap on Investor Properties

Other than that, Fannie Mae has removed its previous 50% limit on investor-owned units for some condo projects. Under the previous requirements, projects may not be eligible if more than half of their units are investment properties. Now, condominiums can exceed this cap.

 

Critical to Marketability

Understanding the new Fannie Mae condo requirements is imperative for board members. It ensures that condominiums and HOAs continue to qualify for Fannie Mae loans, allowing them to maintain a broad pool of potential buyers and preserve property values.

Westward360 is a trusted partner for HOAs and condo associations across the United States. To get started on expert association management, contact us today or request a proposal online!


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