Condos and HOAs · For the board packet
Board proposal: common-area scenting.
One printable page a manager can drop into the board packet. Scope, monthly figure, term, trial and suggested motion wording.
What is on the page
Everything a board needs to vote.
Written in the language of a board packet, so the manager does not have to rewrite a sales brochure.
- Scope. Tick the areas: lobby, corridors, elevator lobbies, trash rooms, gym, restrooms.
- Service. Survey, install, concierge refills and battery changes.
- Monthly figure. Whole-property service plus Room-by-Room at $1 per room per day.
- Term. A free 14-day trial for local associations, then month to month, with 30 days' notice to cancel.
- Budget line. Operating, not reserves, with the bid-threshold note.
- Paperwork. W-9, with SDS and IFRA documentation on request.
- Residents. Intensity, schedules and how the scent is chosen.
- Suggested motion wording. Ready to read into the minutes.
Suggested motion
The wording, ready for the minutes.
Adapt it to your association's documents. Your association attorney has the final word on form.
Motion to approve a free 14-day trial of common-area scenting by Nēbu 360 in the [areas], followed by month-to-month service at $[amount] per month, funded from the [operating line] of the current budget and cancelable by the association on 30 days' written notice.
Questions
Before you add it to the packet.
Can I edit the proposal?
Yes. Print it and fill in the blanks by hand, or ask us and we will send it back filled in for your building, with the monthly figure from our survey.
Does this commit the association to anything?
No. For local associations the proposal asks the board to approve a free 14-day trial, oil included, then month-to-month service. The board can stop it at any time with 30 days' written notice.
Does it need competitive bids?
Florida requires competitive bids when a contract exceeds 5 percent of the association's total annual budget, including reserves (Section 718.3026, Florida Statutes). A month-to-month scenting service is usually well under that. Your manager or association attorney can confirm.
Which budget line does it come from?
An operating line, usually common-area maintenance or amenities. It is not a reserve item.
Start here
Want it filled in for your building?
Tell us the building and the areas. We survey, then send back the proposal with your monthly figure on it.
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