HOA Landscape Services
for Board Members
Broward & Palm Beach
Florida licensed HOA landscape company for volunteer boards. 40+ communities, lifetime plant guarantee, board meeting attendance, every-visit reporting.
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40+
HOA Communities Served Across Broward & Palm Beach
$9.2K→$0
Plant Replacement Variance (Coral Springs Case)
14→2
Resident Complaints After First Year
100%
Licensed & Insured | Lifetime Plant Guarantee
HOA Landscape Services for Board Members in South Florida
If you serve on an HOA board in Broward, Palm Beach, or Miami-Dade, you already know what you signed up for and what you did not. You signed up to protect property values and keep your community running. You did not sign up to chase plant invoices, field 9pm emails about brown turf, or sit at the front of an annual meeting defending decisions made by a vendor who is not in the room. The landscape vendor relationship should not be the part of board service that makes you regret volunteering.
Green Image Landscaping is built around what HOA boards actually need. We service 40+ HOA communities across Broward and Palm Beach. Some are professionally managed by FirstService, Castle Group, KW, Campbell, or Seacrest. About a third are self-managed by the board directly. Either way, our model is the same: predictable budget, lifetime plant replacement guarantee that takes the variance line to zero, written reporting after every visit so the board has a paper trail when a homeowner complains, and standardized estimating so vendor comparisons are honest. This page covers what every board member should ask before approving a landscape vendor, how our process works with both managed and self-managed boards, and the actual numbers from a 312-door Coral Springs renewal where the resident complaint count dropped from 14 to 2 in the first year.
Four Moments Every HOA Board Member Knows
The frustrating part is that none of these moments are about you. They are structural failures of the vendor model most South Florida landscape companies run on. Once you see them as patterns rather than bad luck, the vendor decision becomes much clearer.
The plant replacement invoice nobody budgeted for. Your CAM forwards the invoice from the landscape vendor. Plant replacement: $4,800. Not in budget. The board has two options — approve it and watch the variance line grow, or reject it and let the entrance look dead. Neither feels right. The reason this keeps happening is that your vendor priced the recurring contract to win the bid; the margin shows up in replacement invoices.
The homeowner email at 9:37pm on a Tuesday. “The mulch in the entrance bed is half what it was a month ago.” “The hedges by the pool are dying.” “I drove through the property today and it looks neglected.” You forward to your CAM, who forwards to the vendor, who promises to address it on the next visit. Two weeks later, same email from the same homeowner. You wonder if you should have run for the board.
The vendor renewal vote with no information. The contract is up. Three competing bids on the table. The numbers do not match because the vendors structured them differently. You and the other board members are not landscape professionals. You vote based on price and gut feel because that is what the information allows. Six months later you realize the vendor you picked was the one with the loosest scope and the highest variance.
The annual meeting where you are personally responsible. The hostile homeowner. The reserve study line item. The variance to budget. The disputed invoice. You sit at the front of the room and answer for decisions made by a vendor who is not in the room. Fiduciary duty does not feel theoretical when you are the one defending the line. None of this is fair to a volunteer.
Boards do not need a vendor with better marketing. Boards need a vendor whose operating model removes those four moments from the relationship entirely. That is what this page is about.
More Services
Seven Questions Every Board Member Should Ask Before Approving Any Landscape Vendor
Same framework we recommend whether or not we are one of the bidders. Even if you have a CAM running the procurement, these are questions you can hand them and request written answers from every bidder. We give the long version in our Ultimate Guide to Selecting a Landscaper for Your HOA, linked at the bottom of this page.
What Is Your Written Plant Replacement Policy?
Not the verbal version. Not the version “depending on the circumstances.” A single paragraph in the contract that says exactly when the vendor pays for a dead plant and when they do not. Vendors who refuse to put it in writing have margin in replacement invoices — and your variance line will tell that story over the next three years. Ours is in writing: every plant we install under maintenance is covered for life. If it dies on our watch, we replace it at our cost.
What Documentation Will the Board Receive After Each Visit?
The answer should be a written report with photos delivered to the CAM (or board point person) by end of day. Anything less means there is no record when a homeowner complains and asks why the vendor was paid. The report should be forwardable to a complaining resident with one click — not “we will check with the vendor and get back to you” three days later.
Show Us a Sample Estimate Sent to Another HOA
Real operators have a standardized fixed-format template. Vendors that build each estimate from scratch are vendors that price each estimate to whatever they think the prospect will pay — which means the price you got might not be the price the next community got. The standardized format also means your board can compare it to a competing bid and read both like documents, not landscape jargon.
Three References From Comparable HOAs
Communities that match yours in size, type, and price point. Drive past two of them unannounced before you call. The state of the property tells you more than the reference call ever will. A vendor whose entire portfolio is small townhouse HOAs should not be your vendor for a 400-door master-planned community, no matter how good they are at the smaller work.
What Is Your Minimum Insurance Coverage?
$2M General Liability aggregate minimum. Workers Compensation on every employee. Auto liability $1M per occurrence. The vendor must name the HOA as additional insured on the COI before the first visit, not after. Any vendor who hesitates on the insurance question is a fiduciary risk for the board — and that is not a hypothetical concern in Florida.
Will You Attend Our Board Meetings?
Real operators show up to budget meetings, vendor renewals, and annual meetings on request. They do not bill for meeting time. Vendors who only show up when there is a problem are reactive in account management generally. The board should never have to defend the landscape line alone — the vendor that signed the contract should be at the meeting that approves the contract.
Who Is Our Single Point of Contact and How Long Have They Been in Their Role?
One name. One phone. One email. Tenure of at least two years in the role at the company. If the answer is “you will get whoever is on call” or “we have a great team,” that is the wrong answer. The named account manager is the person who walks the property monthly, signs off on the visit reports, and shows up to the budget meeting. Without one named person, accountability is theoretical.
Three Things We Do That Most South Florida HOA
Vendors Do Not
Plants for Life
Every plant we install on an HOA maintenance contract carries a lifetime replacement guarantee. If it dies under our maintenance, we replace it at our cost. No board approval needed. No invoice generated. The number that hits your community’s books is the contract number, every quarter, with no “supplementary plant material” surprises. This is the single line item that has driven more than half of our HOA renewals — because it removes the line item your board hates most.
Every Visit Report
Every site visit ends with a written report delivered to the CAM or board point person by end of day. Photos of the work performed. Notes on conditions observed. Flags on anything that needs board attention before the next visit. When a homeowner emails the board at 9:37pm complaining about the entrance, the response is one click — not “we will check with the vendor and get back to you” three days later. Documented record of what happened on your property, every visit, without you ever having to ask.
Transparent Estimating
Every estimate we send uses the same fixed-format scope template. Same line items. Same frequencies. Same exclusion language. Your board can compare it to a competing bid line by line, in the same format, and read both like documents — not landscape jargon. We customize the property, not the paperwork. The template has not changed since 2018, which means the numbers are honest because we cannot easily hide anything in them.
Our Proven Process for HOA Boards
Step 1 — Walk
We walk the property with the board point person or CAM. Ninety minutes minimum on a community of any size — anything shorter and we have not really seen it. We document plant inventory, irrigation zones, hardscape, drainage, and tree health with photos. We listen to the history — what worked, what did not, what the residents have been complaining about. Walks are at no charge.
Step 2 — Propose
Within seven business days of the walk, you receive a written proposal in our standard fixed-format template. Scope by line item. Frequencies in writing. Exclusions in plain language. Pricing transparent. Easy for any board member to read, easy to present at a board meeting, easy to compare to a competing bid. The proposal is yours to keep regardless of whether you contract with us.
Step 3 — Onboard
Two-week onboarding period before regular service begins. We document irrigation zones, controller programming, plant inventory, and tree conditions. Account manager named. Crew lead named. Escalation contact in writing for the board. The first month carries an extra reset visit at no upcharge to bring the property to baseline before the recurring schedule starts.
Step 4 — Service & Report
Service runs on the contract schedule. Every visit ends with a written report. The account manager walks the property monthly with the CAM or board point. Anything that needs board attention — a tree showing decline, an irrigation issue compounding, a plant guarantee replacement — gets escalated proactively. The board does not learn about issues from residents.
Step 5 — Stay Close
We attend board meetings on request — annual meetings, budget meetings, vendor renewal votes — at no charge. The board never has to defend the landscape line alone. We come prepared with the year’s service record, the contract terms, and clear answers to homeowner questions. For self-managed boards, we are often the most responsive vendor on the property.
Full-Service HOA Landscape Work, Under One Contract
Most HOA boards are tired of vendor proliferation — one company for maintenance, another for irrigation, another for trees, another for hardscape. We are a full-service operator. The advantage is not a discount; it is accountability. One contract, one accountable team, no finger-pointing between vendors when something goes wrong.
Recurring grounds maintenance
mowing, edging, weed control, mulch, seasonal pruning on documented schedule
Landscape design and installation
Entrance refresh, common area redesign, and plant material installation under lifetime guarantee.
Irrigation Services
Diagnostic, repair, smart controller upgrades, and full system installation under Certified Irrigation Contractor supervision.
Tree Services
pruning, removal, ISA Certified Arborist consultation, hurricane preparation
Hardscaping
paver work, retaining walls, walkway repair, courtyard installations
Landscape Lighting
design, low-voltage installation, transformer service, programming
Drainage Solutions
French drains, catch basins, downspout integration, retention pond edges
Sod installation
full conversion or partial repairs in St. Augustine, Bahia, Zoysia, or Bermuda
Storm response
priority dispatch for HOA contract clients, debris removal, post-storm property assessments with photos
Case Studies — Communities We Have Renewed
Two cases below. Anonymized at the community level. References with full community details available on request.
The Coral Springs Renewal
312-Door Gated HOA
Setup
312-door gated HOA in Coral Springs. Annual landscape contract was $164,000 with the incumbent vendor. 2023 plant replacement invoices: $9,200, none of it budgeted. The board chair was tired of explaining the variance line at the annual meeting and tired of fielding resident complaints about the entrance — 14 written complaints across the prior year, mostly about dying plants and ragged mulch.
Complication
The board had three competing bids. The cheapest was $11,000 lower than ours on the recurring contract — a meaningful number to a board with limited reserves. The CAM was leaning toward the cheaper bid because the variance was the board’s problem, not the management firm’s. We had to make the math obvious before the renewal vote, not after.
Approach
We walked the property with the board chair before bidding — a full 90-minute walk, documented with photos. We surfaced three irrigation zones the previous vendor had been masking with hand-watering. Built our proposal in our standard fixed-format template with the lifetime plant replacement guarantee baked in at no separate line item. At the board renewal meeting, we presented the math directly: $11K higher on the base, but $0 on plant replacement vs. the $9.2K the community had spent the prior year. Net first-year savings: $2,200, with the variance line moving to zero.
Result
Year one under our contract, plant replacement variance: $0. Resident complaints citing landscape: 14 the prior year, 2 in our first year. The board approved a three-year renewal at the next budget meeting with a unanimous vote. The board chair’s line at that meeting:
The Mid-Year Switch
184-Door HOA in Boynton Beach
Setup
184-door HOA in Boynton Beach. Mid-contract dispute with the incumbent vendor over the third missed visit in 60 days and the second invoice for “supplementary mulch” the board had not approved. The board president called us directly after a heated email thread with the incumbent. The community had 14 months left on the existing contract.
Complication
The board did not want to wait 14 months. Property condition was deteriorating fast — the entrance hedges were thinning, two zones of irrigation were partially failing, and the mulch had not been refreshed in five months. The board president needed someone who could walk the property the same day, not the same week.
Approach
We walked the property the day she called. Delivered a written assessment with photos and a transition plan within 72 hours. The board approved breaking the existing contract with cause and signed our agreement the following Monday. Service started the next day. The first month included a heavier-than-normal scope to reset the property — irrigation diagnostic across all zones, replanting of the entrance hedges, and a complete mulch refresh — at no scope upcharge.
Result
Six months later: zero missed visits, zero supplementary invoices outside scope, two written reports per month landing in the board president’s inbox without her asking. The board approved a three-year renewal at the next annual budget meeting with a unanimous vote. The board president’s feedback at the renewal meeting was that the most surprising part was not the property condition — it was that she had stopped thinking about landscape as a recurring problem.
Frequently Asked Questions
We are self-managed. Do we need a CAM to work with you?
No. About a third of our HOA clients are self-managed by their board. We work directly with the board’s designated point person — usually the president or treasurer. Our reporting structure, contract format, and meeting attendance are built to work either way. Self-managed boards often find us more responsive than vendors who default to going through a management firm.
How much should our HOA pay for landscaping in South Florida?
Depends on door count, common area square footage, irrigation zone count, tree inventory, and finish level. For a 200 to 400 door HOA in Broward or Palm Beach, recurring maintenance contracts typically run $130K to $220K annually. The biggest hidden driver of total cost over five years is plant replacement variance — which is why our pricing leads with the lifetime plant guarantee. The cheapest bid almost always loses at the five-year horizon once variance is included.
Will you attend our board meetings?
Yes, on request, at no charge. We routinely attend annual meetings, budget meetings, vendor renewal votes, and the occasional town hall when a controversial landscape decision needs to be communicated to residents. The board never has to defend the landscape line alone. We come prepared with the year’s service record, the contract terms, and clear answers to homeowner questions.
How does the lifetime plant replacement guarantee actually work?
Any plant we install under the maintenance contract is covered. If it dies under our continuous maintenance, we replace it at our cost — same species, same size at install date — without separate invoice or board approval. The guarantee voids only on third-party damage (vehicle strikes, vandalism), owner-disabled irrigation against our written recommendation, named hurricane damage, or contract lapse. The full carve-out language is in the contract, not buried in fine print.
Can you help us run an RFP for our next vendor selection?
Yes. The HOA Ultimate Guide we link above includes a drop-in RFP template the board can use whether or not we end up bidding. If your community is doing an open bid, we will absolutely participate. We will not be the cheapest bid in the room, but we will be the most transparent — and our standardized scope template makes us easy to compare to whichever other vendors are bidding.
How do you handle complaints from individual homeowners?
If you have a CAM, complaints route through the CAM, not directly to us. The CAM forwards the complaint to our account manager, who responds within one business day with documentation — usually photos from the most recent visit that show the work was done correctly, or a plan to address the issue if there is one. If you are self-managed, the board point person fills the same role. We do not field direct complaints from residents because that is the CAM’s or board’s job, not ours.
What if our board is split on changing vendors?
Common situation. We are happy to come to a board meeting and present alongside the incumbent or as part of a comparison. We will provide our standardized scope, pricing, and three references in advance so every board member has the same information before the discussion starts. We do not pressure boards. The framework in the HOA Ultimate Guide is designed to make the decision objective, even when board members disagree on what they value.
Are you licensed and insured in Florida?
Yes. State pesticide applicator certifications under FDACS, $2M General Liability aggregate, Workers Compensation on every employee, COIs naming the HOA as additional insured before our first visit. License numbers verifiable on the public registry. Documentation provided to the CAM or board point person at contract signing.
Can you handle storm response after a hurricane?
Yes, with priority dispatch for HOA contract clients. Pre-position crews and equipment ahead of named storm landfall. Mobilize within 24 hours of the all-clear. Triage by safety priority — egress paths first, then drainage, then ornamental. Pricing for storm response is documented in the master contract with hourly rates set in advance, not negotiated after the storm. FEMA-eligible documentation provided where applicable.
Where in South Florida do you service?
Broward and Palm Beach County are our primary service area, with selective coverage into northern Miami-Dade. Communities we currently service include Boca Raton, Delray Beach, Boynton Beach, Wellington, West Palm Beach, Palm Beach Gardens, Jupiter, Coral Springs, Parkland, Pompano Beach, Plantation, Weston, Pembroke Pines, Hollywood, Aventura, and Doral.
Where We Service HOA Communities
Green Image Landscaping is a Boca Raton based commercial landscape company serving HOA boards across Broward and Palm Beach County, with selective coverage into northern Miami-Dade.
We are licensed in Florida, insured to commercial standards, and structured for multi-property HOA contracts. If your community sits within a 45-mile radius of our Boca Raton operations base, we are a candidate. If you are outside that radius, we will tell you directly rather than overpromise on response times.
Lifetime plant replacement guarantee that takes the plant variance line to zero.
Written report with photos delivered to the board point person by end of day after every visit.
Standardized scope templates the board can compare line by line against any competing bid.
Have Us Walk Your Community
Schedule a no-charge property walk. We will spend approximately 90 minutes on the community, document conditions with photos, and deliver a written assessment within five business days.
The assessment is yours to keep regardless of whether you contract with us. Most boards use it as a baseline for future vendor evaluations, even when we are not the selected vendor.
Full community walkthrough documenting visible landscape and irrigation conditions.
Written assessment with photos delivered within five business days.
The assessment is yours to keep whether or not you move forward with us.
Alex from our team will be in touch within four business hours.