Budget season is here, and that means board packets, spreadsheets, and—of course—vendor renewals. But as a property or community manager, the real challenge isn’t just gathering the information. It’s knowing how to present it in a way that boards care about and understand.
Boards aren’t looking for data dumps. They want clarity, confidence, and justification. Whether you’re managing one community or ten, here’s how to tailor your vendor contract and spend data for smarter, smoother board conversations.
1. Don’t Show Everything—Show What Matters
You may have dozens of contracts, quotes, and proposals. Your board doesn’t need (or want) to see them all.
Focus on:
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Contracts expiring within the next 6–12 months
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High-dollar vendors that impact the budget most
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Any vendor with a proposed price increase
Group everything by category (landscaping, maintenance, janitorial, etc.) and lead with summaries.
💵 2. Translate Spend Into Impact
Don’t just say, “This vendor costs $4,200/month.” Say, “This vendor maintains all landscaping across 3 neighborhoods at $1,400/month each—on par with last year’s rate.”
What boards care about:
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Where their money is going
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Whether they’re getting value
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How pricing compares to past years
Use simple comparisons to help justify renewals or identify areas for negotiation.
📈 3. Flag Reductions, Increases, and Opportunities
Help boards focus their attention by highlighting year-over-year changes or opportunities for savings.
Examples:
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“Trash collection went up 8%—vendor cites fuel surcharge.”
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“We switched pool vendors last year and saved $1,200/quarter.”
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“Holiday lighting is up for renewal—RFP underway with 3 quotes expected.”
Boards appreciate when you’re proactively managing costs—not just reacting.
📑 4. Be Honest About Vendor Performance
Boards rely on you to be the eyes and ears on the ground. If a vendor isn’t delivering, say so—but back it up with examples.
Try this format:
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What’s working: “Landscaper responds within 24 hours to service requests.”
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What’s not: “Missed two scheduled cleanups in Q2. Considering backup options.”
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Recommendation: “Renew at current rate but monitor performance closely.”
This shows leadership and helps boards make informed decisions.
🧾 5. Always Bring Backups—But Lead with the Summary
When presenting to boards, lead with a clean summary page per vendor or category, and offer the detailed backup only if asked.
Your summary should include:
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Vendor name and service
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Current cost and proposed cost (if applicable)
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Contract expiration date
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Your recommendation (renew, rebid, adjust scope)
Think of it like a board briefing, not a vendor audit.
✅ Present Like a Partner, Not a Paper Pusher
Boards want more than numbers—they want your expertise. Presenting your vendor data clearly shows you’re managing resources wisely and acting in the community’s best interest.
Use this season as a chance to reinforce your value, build trust, and help boards make smart, forward-thinking decisions.