Last updated: August 2025
This self-managed HOA starter kit gives your board three things you’ll use every month: a budget template, a meeting agenda, and a violation letter pack. Each section includes step-by-step instructions and examples tuned for RunHOA.
- What “self-managed HOA” really means
- Self-Managed HOA Budget Template (RunHOA-tuned)
- Self-Managed HOA Meeting Agenda (with timings)
- Self-Managed HOA Violation Letter Pack
- Quick-start checklists for Treasurer, Secretary, ARC
- FAQ: Self-Managed HOA with RunHOA
- Further reading (authoritative resources)
What “self-managed HOA” really means
A self-managed HOA is a community where the board and volunteers handle day-to-day operations instead of hiring a third-party management company. You’ll still use vendors (landscaping, pool, snow, legal, CPA), but budgeting, meetings, compliance, and records stay in-house.
Core documents to keep handy: CC&Rs, Bylaws, ARC Guidelines, Enforcement & Fine Policy, Collections Policy, Latest Budget & Reserve Study.
Helpful RunHOA KB links: Budget · Income Statement · Chart of Accounts · Meetings · Violations · Documents
Self-Managed HOA Budget Template (RunHOA-tuned)
Goal: produce a 12-month operating budget that covers routine expenses and planned reserve contributions while keeping assessments predictable. Use RunHOA’s Budget to enter targets by account, and monitor Budget vs. Actuals on the Income Statement.
Before you start (RunHOA setup checklist)
- Chart of Accounts: add your bank(s) plus an Online Processing / Stripe bank; keep a dedicated Stripe Processing Fees expense account.
- Connect Stripe and choose owner payment options (card, ACH, or checks). Optionally enable Surcharges so the system passes Stripe/ACH costs to payers instead of the HOA.
- In Administration → Setup, set the correct Financial Year and (if you’re planning ahead) use Budget Year. Consider enabling Post Payments to Accounts so Stripe receipts hit your books automatically.
Recommended chart of accounts (starter)
| Account | Code | Notes | Monthly ($) | Annual ($) |
|---|---|---|---|---|
| Income | ||||
| Assessments (Dues) | 4000 | Regular assessments | — | — |
| Special Assessments | 4015 | One-time projects | — | — |
| Late Fees & Fines | 4020 | Per policy | — | — |
| ARC / Application Fees | 4030 | Optional | — | — |
| Surcharges Collected (Stripe/ACH) | 4040 | If pass-through fees enabled | — | — |
| Misc. Income | 4090 | Keys, clubhouse, etc. | — | — |
| Operating Expenses | ||||
| Landscaping | 5100 | Contract + seasonal extras | — | — |
| Snow/Ice | 5110 | Per-event or seasonal | — | — |
| Pool & Amenities | 5200 | Chemicals, lifeguards | — | — |
| Utilities (Water/Electric) | 5300 | Common areas | — | — |
| Insurance (GL/D&O) | 5400 | Annual premium | — | — |
| Repairs & Maintenance | 5500 | Small fixes | — | — |
| Legal & CPA | 5600 | Review/tax, consults | — | — |
| Admin (Postage/Printing) | 5700 | Mailings, notices | — | — |
| Software & Tools | 5800 | RunHOA, website, etc. | — | — |
| Stripe Processing Fees | 5850 | Card 2.9% + $0.30; ACH 0.8% (cap $5) | — | — |
| Bank Service Charges | 5860 | Non-Stripe bank fees | — | — |
| Reserves | ||||
| Reserve Contribution | 7000 | Transfer to reserves | — | — |
Note: If you enable surcharges, budget a small amount in Surcharges Collected and keep Stripe Processing Fees close to zero (fees are offset by surcharges). If you absorb fees, leave Surcharges Collected at $0 and budget the expense line instead. See Surcharges & Stripe transactions.
How to build the budget (RunHOA-aware, 6 steps)
- Pull last year’s actuals via Transaction Reports (filter by account group or committee).
- Quote vendors (landscaping, insurance, utilities) and update amounts.
- Decide fee policy: Enable/disable surcharges; confirm owner payment options in Setup → Payment Gateway.
- Set reserve transfer per your reserve study.
- Enter targets in Budget, then review Budget vs. Actual + Variance in the Income Statement.
- Reconcile monthly using Bank Reconciliation and adjust the plan if needed.
Formula tip: Assessments Needed = (Operating Expenses + Reserve Contribution − Non-dues Income) ÷ Units. If surcharges are enabled, exclude related Stripe/ACH fees from expenses and include Surcharges Collected as income.
Self-Managed HOA Meeting Agenda (with timings)
This agenda fits a 60–75 minute working meeting. Adjust timings to your board’s style.
| Item | Suggested Time | Owner |
|---|---|---|
| Call to Order & Roll Call | 2 min | President |
| Approval of Prior Minutes | 3 min | Secretary |
| Owner Open Forum (time-boxed) | 10 min | President |
| Treasurer’s Report (financials & delinquencies) | 10 min | Treasurer |
| Committee Reports (ARC, Landscaping, Pool) | 10 min | Chairs |
| Old Business (status updates) | 10 min | Board |
| New Business (motions & votes) | 15 min | Board |
| Executive Session (if needed) | 10 min | Board |
| Adjourn | 2 min | President |
Minutes essentials: motions, seconds, vote counts, actions with owners, due dates. Store signed PDFs in RunHOA Documents and post a summary for owners.
Self-Managed HOA Violation Letter Pack
Follow your Enforcement & Fine Policy and state law. Keep tone professional and specific. Document everything in RunHOA Violations.
Enforcement ladder
- Courtesy Notice (educational, fix-by date, photo optional)
- First Notice (citation of CC&Rs section, fix-by date, consequences)
- Second Notice (final warning and hearing date offer)
- Hearing Notice (date/time, rights to be heard; include evidence)
- Fine/Action Notice (decision, fine schedule, appeal process)
Copy-ready templates
Courtesy Notice (sample)
Subject: Courtesy Reminder – [Issue] at [Address] Hello [Owner Name], During a recent community walk-through on [Date], we noticed [concise description]. Please correct this by [Fix-By Date] per CC&Rs §[Section]. If you need more time, email [Board Email]. Thank you for keeping our neighborhood looking great. — [Association Name] Board
First Notice (sample)
Subject: Notice of Violation – CC&Rs §[Section] Dear [Owner Name], On [Date], the Association observed [issue]. This condition violates CC&Rs §[Section]. Please correct by [Fix-By Date]. If not corrected, the Board may proceed per the Enforcement Policy, which may include fines or a hearing. If you believe this notice is in error or need an accommodation, contact us at [Email]. Sincerely, [Association Name] Board
Hearing Notice (sample)
Subject: Hearing Notice – [Issue] at [Address] Dear [Owner Name], A Board hearing regarding the alleged violation is scheduled for [Date/Time] at [Location/Video Link]. You may attend, present evidence, and bring witnesses. The Board will decide whether a violation occurred and any remedies/fines per policy. Please confirm your attendance by [RSVP Date]. Sincerely, [Association Name] Board
Due-process reminders: cite the exact CC&Rs section, include dates/photos, state rights to be heard, and keep a consistent fix-by window (often 10–14 days unless safety-related).
Quick-start checklists
Treasurer
- Close prior month by the 10th; reconcile bank (Bank Reconciliation).
- Track A/R and send polite reminders at 15/30/45 days per Collections Policy.
- Report budget vs. actuals each meeting; call out reserve transfers (Income Statement).
- Prep next-year budget in Sept–Oct; board vote by Nov–Dec.
Secretary
- Publish meeting notice & agenda per bylaws (e.g., 7 days in advance).
- Record motions, seconds, vote counts; assign action items with due dates.
- Store signed minutes and attachments in Documents.
ARC Chair
- Use a consistent application form and photo checklist.
- Decide within the published SLA (e.g., 30 days) and cite guideline sections.
- Log approvals/denials and expiration dates; send friendly reminders before expiry.
FAQ: Self-Managed HOA with RunHOA
How do we connect Stripe and start taking online payments?
Go to Create your Stripe Connected Account and follow the onboarding. Once connected, owners can pay by card or ACH; you can still accept checks if desired.
Should we pass processing fees to owners or absorb them?
RunHOA supports both. To pass fees through, enable Surcharges and budget income under “Surcharges Collected.” If you absorb fees, leave surcharges off and budget “Stripe Processing Fees” as an expense.
Where do we enter and track the budget?
Enter targets by account in Budget. Use your Chart of Accounts to keep lines clean (e.g., Stripe fees, reserves, special assessments).
How do we see Budget vs Actuals and variance?
Open the Income Statement and toggle the Budget view to see Budget vs Actuals with variance. This is the board’s go-to report each meeting.
Can payments be posted to accounts automatically?
Yes. In Administration → Setup, enable Post Payments to Accounts so Stripe receipts flow straight into the books under the right accounts.
How should we reconcile the bank each month?
Use Bank Reconciliation to match deposits, checks, and Stripe payouts. Reconcile by the 10th each month to keep financials meeting-ready.
Where do we store budgets, minutes, and signed documents?
Upload PDF budgets, signed minutes, policies, and reserve studies to Documents. Create a folder per year (e.g., “2025”) to keep handoffs simple.
What’s the best way to publish meeting dates and agendas?
Post dates and agendas in Meetings and attach the agenda file. Many boards also add a short owner-friendly summary after each meeting in Documents.
How do we document violations and schedule hearings?
Track notices and photos in Violations. Use a clear ladder (courtesy → first → second → hearing) and attach evidence; record the hearing decision and any fines for the audit trail.
What reports should we export for the annual meeting?
Export the Income Statement (with Budget vs Actuals), Balance Sheet (if enabled), and any filtered Transaction Reports by account group or committee. Include the next-year budget draft and reserve transfer plan.
How do special assessments flow through the budget?
Add “Special Assessments” under Income (e.g., code 4015) in Chart of Accounts and budget the amount in Budget. Spend against dedicated expense or reserve lines and keep owner communications in Meetings/Documents.
How do we change fiscal year or plan next year’s budget?
Set your Financial Year and (optionally) a Budget Year in Administration → Setup. Then populate next year’s targets in Budget so variance reporting is ready on day one.
Further reading
- CAI: Reserve Studies & Best Practices
- IRS: Form 1120-H Instructions for Homeowners Associations
- HUD: Fair Housing & Equal Opportunity
- Robert’s Rules of Order (Official)
- Stripe: Pricing (cards & ACH)
About RunHOA — Modern HOA management software for communications, payments, violations, ARC requests, documents, and accounting. Try the demo.