BBHOA Standard Operating Procedures

Visit the Work Orders Procedures page to report a maintenance issue.

Not receiving communication relating to your work order? Send an email to office@biminihoa.com where the management team will receive your email. Please attach photos if possible and precise location information.

Depends on whether your home is a condo or a single-family home.

Condo Common Area Maintenance Expenses

1. All Exterior Repairs (Roof, building surfaces, plumbing, lighting, internet and electrical except meters)
2. Insurance
3. Infinity Pool Maintenance
4. Waste/Trash Disposal
5. Landscaping and irrigation of common grounds
6. Security Guards and Security Expenses
7. All Roads traversing HOA Property (upon turnover in good condition)
8. All Seawalls on HOA Property (upon turnover in good condition)

For more details on shared expenses, review the Annual Budget for the list of Expenses and the allocation of these expenses across Master and Subs.

Replacement Projects that exceed $10,000 are covered by the available Condo or Master reserves.

Special Assessments are one-time charges levied against all homeowners that are outside the regular budget that cover unexpected or emergency expenses, major capital repairs or replacements not fully funded by reserves and new projects approved by the board. Special Assessments are those capital expenditures that are not afforded within the budget limits and as defined by 7(e) in the Declaration of Covenants.

Single Family Homes Common Area Maintenance Expenses, are the same as the Condo CAM defined above excluding items 1. and 2. Also, for item 5. above, Landscaping & Irrigation, coverage is limited from the common road up to the front of the single family home and (an estimated) 6 foot perimeter around the home. 

Master Reserves are NOT kept for capital replacements on single family homes as these expenses are the responsibility of the single family homeowner. For more details on the items included in the HOA Reserves, review the Reserve Studies available in the Homeowners Portal that shows in detail the common area reserves being collected.

Single Family Homes in the Private Island have a separate landscaping budget to cover their entire parcels. The oceanfront units do not have landscaping included from the perimeter to the seawall included in the HOA Landscaping budget. This is planned to be addressed in the 2026 budget under the new landscaping contract renewal. 

Homeowners who want the repairs (covered or not covered) to be managed by the HOA Maintenance Team or HOA approved vendors, must submit a Work Order to initiate the repairs.

Visit the Work Orders Procedures page.

The purpose of this policy is to establish a standardized and transparent process for all purchases and expenditures made on behalf of the Homeowners Association (HOA).

It ensures that all procurement activities:

• Comply with approved budgets and governing documents,
• Are properly authorized and documented,
• Maintain internal controls through centralized processing in the Accounting Team, and
• Provide accountability to homeowners through financial oversight.

This policy applies to:

• All purchases of goods, materials, and services by the HOA Management Team, including property management staff, maintenance, and vendors.
• All expenditures funded by Operating, Reserve, or Special Assessment accounts.
• All transactions regardless of payment method (check, ACH, credit card, petty cash, etc.).
   

ROLE                                                      RESPONSIBILITIES

HOA Management Team          Initiates all purchase requisitions; ensures need is

   GM/LCAM, Asst. Prop. Mgr.       valid, budgeted, and properly coded; obtains quotes

   Field Supervisor                          where required. 

Accounting Team                       Reviews requisitions for completeness, verifies budget

    Accounting Director                availability, issues Purchase Orders (POs), maintains

    Bookkeeper, Clerks                  procurement log, and routes for required approvals. 

Property Manager                       Reviews and approves purchases within budget

                                                          limits; ensures compliance with HOA policies and

                                                          verifies justification.    

Treasurer, President or VP          Approves all purchases exceeding thresholds, out-of-

                                                          budget items, or any use of reserve funds. 

Board of Directors                        Provides oversight, reviews procurement reports, and

                                                          ratifies high-value or emergency purchases as 

                                                          required by governing documents. 

Vendors / Contractors               Must be licensed, approved, insured, and authorized

                                                          prior to beginning work or delivering materials.

Purchase Type / Condition             Authorization Required                             Approval Level  

Routine purchases within               Property Manager Approval                Manager

approved budget and ≤ $1,000 

Routine purchases within                Treasurer or President                          Executive

approved budget and > $1,000 

Purchases exceeding budget         Treasurer or President                          Executive

allocation, charged to reserves, 

or unbudgeted emergencies

Purchases exceeding reserve         Board of Directors                                  Board

budget or major capital projects 

Vendor or contract renewals           Board of Directors                                 Ratification by

exceeding annual threshold                                                                               the Board

Visit the Procurement Procedures page.

In emergency situations where immediate action is required to prevent damage or ensure safety:

• Property Manager may authorize emergency work without prior approval.
   
• Treasurer or President must be notified within 24 hours.
   
• A retroactive requisition and PO must be filed within 2 business days.

All procurement documentation must be retained electronically for a minimum of 3 years, including:

• Purchase Requisitions
• Purchase Orders
• Approvals and communications
• Invoices and receipts
• Vendor credentialing documents and insurance certificates or waiver of liability.      

The Accounting Team maintains a monthly Procurement Report summarizing:

• Approvals (Invoices, Requisitions, Purchase Orders)
• Purchase Orders issued
• Budget variances
• Exceptions and emergencies
• Assets purchased

• No purchase or commitment of HOA funds may occur without a valid Purchase Order or documented approval. 
• The HOA reserves the right to audit procurement records at any time. 
• Any violation of this policy may result in corrective action, non-reimbursement, or revocation of purchasing authority.

• Work Order Procedures
• Purchase Requisition Form
• Purchase Order Form
• Vendor Credentialing Policy
• Expense Reimbursement Policy