Condo Living Made Easy

As spring approaches, condo associations begin preparing for one of the busiest times of the year for property maintenance. Landscaping, exterior repairs, and building system servicing often ramp up quickly. Before the work begins, condo boards should review their vendor contracts to ensure services, timelines, and expectations are clear.

• Review the Scope of Work: Every vendor contract should clearly define the services being provided and how often they occur. Whether it’s landscaping, janitorial work, or mechanical maintenance, a detailed scope helps prevent confusion about what is included and avoids unexpected charges.
• Check Contract Terms and Renewal Dates: Many vendor agreements include automatic renewal clauses. Boards should confirm contract end dates and cancellation notice periods so they have time to renegotiate pricing or evaluate other vendors if needed.
• Confirm Insurance Coverage: Vendors should maintain appropriate insurance, including general liability and workers’ compensation. Boards should ensure certificates of insurance are current and that the association is listed as an additional insured when required.
• Review Pricing Provisions: Contracts should also outline how pricing is structured and whether cost increases are allowed during the contract term. Understanding these clauses helps boards plan their budgets and avoid surprises.

If your association is in need of routine maintenance or major repairs this spring, Condoly can connect you to qualified vendors who want to help! Register and source bids for free on the app.

Spring is around the corner! It's time to begin planning for major capital repairs and deferred maintenance that needs to be completed in the warmer months.

If you have major anticipated projects but inadequate reserves, you may be putting off expensive capital repairs because you don't want to hit owners with a huge special assessment. But prolonging needed maintenance leads to higher costs and potential damage to your common elements. Your association may be eligible for a loan so that you can complete the work now and allow owners to pay it off over time.

Join the Condoly Community on Skool on Wednesday, March 11th at 6:30 for "Loans for Capital Repairs" Training

Condoly's guest lender will walk you through the loan application process for condominium associations. You'll learn about the documentation required to apply, the criteria for approval and how the board approves a loan and special assessment to cover payments.

Date and Time

Wednesday, February 25th
6:30 - 7:30 pm
Virtual

How to Register

To attend, you must join the Condoly community on the Skool platform. Webinar access information is provided on the community Calendar.

Join the Condoly Community on Skool

Source Bids for your Capital Repair projects on the Condoly app!

As of December 24, 2025, the United States Postal Service (USPS) updated its rules regarding postmarks. The clarification states that a postmark generally reflects the date an item is first processed by USPS, not the date it is deposited in the mail.

What does this mean in practical terms?

A letter dropped in the mail on January 1 may not receive a postmark until January 2, or later, depending on when USPS processes it. For community associations that rely on mailed notices to meet specific timing requirements, this distinction could have important implications. Many condominium and homeowner association governing documents calculate notice deadlines based on when a notice is “mailed” or “postmarked.” With this updated clarification, boards should not assume those two dates are the same. Delays between mailing and processing could affect compliance with required notice periods for meetings, elections, rule changes, or other official actions.

Board members should review their association’s governing instruments to determine whether current notice practices remain compliant.

This change also reinforces the growing importance of electronic notice provisions. Associations that have adopted electronic delivery options may reduce uncertainty tied to mail processing timelines. Boards may want to make another push encouraging owners to opt into electronic notice, helping ensure timely delivery while minimizing reliance on traditional mail.

Need Help Remaining in Compliance?

Haus Financial Services focuses on legal compliance for our clients. If you are looking for management support for your small associations that ensures financial stability, legal compliance and transparency, get in touch for more information!