A Comprehensive Guide for HOA Boards and Property Managers in Chicago’s Western Suburbs
As August arrives and we enter the final months of 2025, HOA boards across Aurora, Naperville, St. Charles, and surrounding communities face a critical task: preparing the 2026 landscape budget. With over 25 years of partnering with HOAs throughout Chicago’s western suburbs, Sunset Services understands that effective landscape budget planning can mean the difference between a thriving community and one struggling with deferred maintenance and resident complaints.
This comprehensive guide will walk you through the essential steps of creating a realistic, strategic HOA landscape budget that maintains property values while managing costs effectively.
Why August is the Perfect Time for HOA Landscape Budget Planning
- Vendor Availability: Secure proposals before fall workload spikes.
- Historical Data: Analyze seven months of 2025 expenses for accurate forecasting.
- Weather Insights: Summer reveals irrigation needs and high-traffic concerns.
- Contract Negotiations: Early planning locks in pricing before rate hikes.
- Board Approval Timeline: Start now to ensure approval before year-end.
Understanding Your Current Landscape Spending
Review historical costs and trends to build a realistic HOA landscape budget for 2026.
Key Areas to Review:
- Regular Maintenance Services: Mowing, edging, seasonal cleanup, mulching, fertilization.
- Irrigation Management: Water usage, repairs, system upgrades, programming.
- Snow and Ice Management: Plowing, salting, sidewalk clearing, emergency services.
- Enhancement Projects: Flowers, tree replacements, drainage, hardscape repairs.
- Unexpected Expenses: Storm damage cleanup, irrigation breaks, pest control.
Building Your 2026 HOA Landscape Budget: Step-by-Step
Step 1: Establish Your Baseline
Calculate your average HOA landscaping spend over three years. Break down costs by category for insights.
Step 2: Factor in Known Changes
- Inflation (3–5% increase expected)
- Community growth or expansions
- Aging trees and infrastructure
- Environmental regulations
- Contract renewals or escalations
Step 3: Identify Cost-Saving Opportunities
- Preventive Maintenance: Fertilization, pruning, and timely irrigation repairs save long-term costs.
- Bulk Purchasing: Buy mulch and ice melt off-season or share costs with nearby HOAs.
- Smart Scheduling: Adjust mowing/fertilization frequencies seasonally.
- Sustainable Practices: Drought-tolerant plants and organic fertilizers reduce expenses.
Step 4: Plan for Capital Improvements
- Native plant conversions (low maintenance)
- Irrigation upgrades with smart controllers
- Drainage improvements to prevent erosion
- Tree replacement and hazard removals
- Hardscape repairs for safety compliance
Step 5: Create Budget Categories
- Routine Maintenance (50–60%)
- Seasonal Services (15–20%)
- Plant Health Care (10–15%)
- Irrigation (5–10%)
- Capital/Reserves (10–15%)
Common HOA Landscape Budgeting Mistakes
- Underestimating rising water costs (10–15% expected)
- Ignoring tree care (leads to emergencies)
- Inadequate snow removal funds
- Overlooking contract escalation clauses
- Lack of emergency reserves (5–10% recommended)
Sample 2026 HOA Landscape Budget Template
Example: 50-unit HOA with 10 acres maintained.
| Category | Budget |
|---|---|
| Routine Maintenance | $37,500 (50%) |
| Seasonal Services | $15,000 (20%) |
| Plant Health Care | $11,250 (15%) |
| Irrigation | $3,750 (5%) |
| Capital/Reserves | $7,500 (10%) |
Timeline for 2026 Budget Implementation
- August 2025: Review current year, request proposals.
- September: Property walks, proposal evaluations.
- October: Finalize contracts, draft budget.
- November: Board approval and signing.
- December: Final distribution and prep for January launch.
HOA Budget Planning FAQs
What percentage of HOA dues should go to landscaping?
Typically, 50–60% of an HOA budget is allocated to routine maintenance, seasonal services, and plant health care.
When should HOA boards start budget planning?
Begin in August to allow time for vendor quotes, board reviews, and contract negotiations before year-end.
How can HOAs reduce landscape maintenance costs?
Adopt sustainable practices, bundle contracts, and schedule preventive maintenance to avoid emergencies.
Schedule Your Free HOA Budget Consultation
Serving Aurora, Naperville, St. Charles, Geneva & Batavia since 1998. Let Sunset Services help your HOA create a cost-effective 2026 landscape plan.