HOA Pool Management Buyer's Guide for Illinois Boards
This guide is for HOA boards, condo boards, apartment owners, and property managers comparing pool management companies in Illinois. It covers the documents, staffing questions, insurance, records, and contract terms to review before signing.
Before requesting proposals
Start by writing down what the property needs for the coming season. Include the pool address, pool size, expected opening date, hours of operation, whether lifeguards are needed, current equipment concerns, and any problems from last season.
Give the same information to every bidder. That makes the proposals easier to compare and reduces misunderstandings after the season starts.
Documents to request from each bidder
- Certificate of insurance naming the property or association as additional insured.
- Worker's compensation certificate.
- CPO credentials for lead service technicians.
- Sample service log and chemistry log.
- Sample monthly board report, if reports are included.
- Lifeguard certification documents if staffing is included.
- References from current commercial pool clients.
Compliance records
Most HOA, condo, and apartment pools in Illinois are regulated as public or semi-public pools under 77 Illinois Administrative Code 820. The operator should keep clear records of water testing, chemical adjustments, equipment checks, incidents, and corrective work.
The operator should also document the drain covers at opening. The federal Virginia Graeme Baker Pool and Spa Safety Act requires covered pools to use compliant anti-entrapment drain covers.
Staffing and supervision
Ask who will manage the account. The answer should name a person rather than a department. For guarded pools, ask who schedules the guards, who handles callouts, and who visits the property to supervise the staff.
For unguarded pools, ask how often the service technician will be on site and how the board or property manager will receive service notes.
Contract terms to review
- Start date, opening date, closing date, and service frequency.
- Items included in the base price.
- Items billed separately, including repairs and chemicals.
- Emergency service procedure and after-hours contact.
- Renewal and cancellation terms.
- Insurance and indemnity language.
- How notices and service reports are delivered.
Questions to ask before choosing a company
- Who will be our account supervisor?
- How many pools does that supervisor manage?
- Can we see a sample chemistry log?
- Can we see current insurance certificates?
- How are weekend problems handled?
- What is excluded from this proposal?
- Can we speak with current clients?
About Aqua-Guard
Aqua-Guard Management has served Chicagoland commercial pools since 1992. We work with HOA communities, condominium associations, apartment communities, clubs, and other commercial pool properties. Our service technicians are CPO-certified, and our lifeguards train through StarGuard Elite.
If your board is collecting proposals, send us the property information and the services you need. We will review the property and provide a written scope.
Frequently asked questions
When should our HOA request pool management proposals?
December or January is best for the following outdoor season. By spring, opening schedules and lifeguard classes are already filling up.
What credentials should we ask for?
Ask for CPO credentials for lead technicians, current insurance certificates, worker's compensation coverage, Illinois business registration, and documentation for the lifeguard training program if guards are included.
What item is often missed in pool management proposals?
Drain cover documentation is often missed. Public and semi-public pools need current Virginia Graeme Baker compliant drain covers. The operator should check and document the covers during opening.
How should we evaluate emergency service?
Ask who answers the phone, who dispatches a technician, and how weekend issues are handled. The answer should be written into the service agreement.
Should we sign a multi-year agreement?
A multi-year agreement can help with scheduling and budgeting if the termination terms are fair. A one-season agreement gives the board more flexibility. Either can work if the scope and renewal terms are clear.
How should chemicals be handled in the contract?
Chemicals may be included, billed as used, or handled through a seasonal allowance. The contract should explain the billing method and what happens during heavy use or unusual chemical demand.
How do we check references?
Ask for current clients in your county or a nearby county. Ask how long they have used the company, whether service reports arrive on time, and how the company responds when something goes wrong.
Request a written proposal
Send us the property type, location, and services needed. Our Schaumburg office will review the information and follow up with a written scope and pricing.