HOA & Community Manager's Aggregation Playbook

Leading a community through an energy switch is different from switching as an individual. You’re navigating HOA governance, member communication, legal authority, and logistics simultaneously. This playbook covers every step — from the initial savings analysis to your first billing cycle as a community aggregation member.

Before you start

• Community aggregation requires a minimum of 50 participating households. Larger communities (300+ units) get significantly better rates.
• The HOA board needs legal authority to enter service contracts — most HOA bylaws provide this, but check your specific documents.
• Individual members can opt out and stay on their DU’s default supply. Community aggregation doesn’t override individual choice.
• Plan for 4–8 weeks from board vote to first savings billing cycle. The timeline depends mostly on DU processing speed.

Phase 1 — Build the Case

1. Request a Community Savings Analysis

   Contact SunShare and request a community-specific savings analysis. Provide the approximate number of households, your distribution utility area, and an estimate of average monthly bills. We’ll calculate projected Phase I savings, Phase II potential (if community solar is feasible), and the cumulative community-level annual savings figure.

   This analysis is free, no-obligation, and typically delivered within 2 business days. It becomes the cornerstone of your board and member presentation.

2. Review Your HOA’s Legal Authority

   Under RA 9904 (Magna Carta for Homeowners), HOA boards have authority to enter into service contracts that benefit members. However, your specific HOA bylaws and articles of incorporation may have additional requirements — quorum thresholds for contracts above a certain value, member notification periods, or mandatory referendum provisions.

   Review your HOA documents specifically for: contract signing authority, annual budget authority limits, and provisions about utility or service contracts. If uncertain, SunShare’s compliance team can review your bylaws with you.

3. Get the Numbers Right

   Before taking anything to your board, stress-test the savings projections. Collect actual bill data from willing members — even a sample of 20–30 bills gives you a much more accurate baseline than estimates.

   Also calculate the total community annual savings — not just per-unit figures. ₱1,300/month sounds modest; ₱5.9 million per year for a 380-unit community sounds significant. Both are accurate; choose the framing that communicates the scale of the opportunity.

Phase 2 — Get Board Approval

1. Prepare the Board Presentation

   A successful board presentation covers four things: what aggregation is (in 2 minutes), what it saves (specific numbers), what the legal basis is, and what the process looks like. Keep it under 20 minutes.

   Key points boards consistently ask about:

   • Will electricity service be interrupted? (No.)
   • Are members forced to participate? (No — opt-out is available.)
   • What if SunShare goes out of business? (Members revert to DU default supply automatically.)
   • Who handles disputes? (SunShare for supply issues; DU for wires and meters.)

2. Present at a Board Meeting and Vote

   Schedule a regular or special board meeting. Present the savings analysis, the community legal authority review, and the proposed contract terms. Allow adequate question time — board members often need to understand the regulatory basis before they’re comfortable voting.

   The vote should authorize: (a) the board to sign a Retail Supply Agreement with SunShare, and (b) a member notification and opt-out process to be conducted before the switch goes live.

3. Document the Resolution

   Board resolutions authorizing the energy supply agreement should be properly minuted and filed with your HOA records. Your DU may require a copy of the resolution when processing the switch request. Ensure the resolution specifically names SunShare Philippines Inc. as the Retail Electricity Supplier and references the ERC license number.

Phase 3 — Member Communication and Opt-Out

1. Send the Member Notice

   All members must be notified of the board’s decision and given an opportunity to opt out before the switch is implemented. The recommended minimum notice period is 15 days. Your notice should include: what is changing, what the projected savings are, and how to opt out if they prefer to remain on DU default supply.

   SunShare provides a member notice template — it’s been reviewed for ERC and DOE compliance. Use it as-is or adapt it to your HOA’s communication style.

2. Collect Account Information from Participating Members

   For each participating household, you need: account number (from their electricity bill), meter number, and the name on the account. The simplest approach is a physical sign-up sheet at the clubhouse or a Google Form distributed via your HOA group chat.

   Members who opt out simply don’t submit their information — no further action needed on their part. Their accounts remain on DU default supply with no change.

3. Address Questions Directly

   Hold a brief Q&A session — even 30 minutes at a routine HOA meeting works well. Common member questions: “Is my service guaranteed?” (Yes, DU infrastructure obligations are unchanged), “What happens to my contract if I sell my unit?” (Easily transferred or terminated with one billing cycle notice), “When do I start saving?” (First billing cycle after the switch is processed).

Phase 4 — Sign Up and Switch

1. Submit the Community Application

   Submit the list of participating households and their account information to SunShare. We’ll verify account details with the DU and prepare individual Retail Supply Agreements for each participating household. These are signed electronically — no office visits required.

2. DU Processing Period

   SunShare submits the switch request to your distribution utility. Meralco and VECO typically process community switches in 15–25 days. During this period, electricity supply is completely unaffected. Some utilities send a confirmation letter to the account holder — reassure members that this is expected and doesn’t require action.

3. Confirm Live Status

   SunShare will notify you when all accounts in your community switch are active. From this point, the next billing cycle will reflect the SunShare generation rate. We recommend sending a community announcement when the switch goes live — it sets clear expectations about when members will see their first savings bill.

Phase 5 — Managing the Ongoing Relationship

Once live, community aggregation runs largely on autopilot. But a few ongoing responsibilities fall to the community manager:

1. New members and unit transfers

   When new residents move in, they default to DU supply unless they actively opt into the community aggregation. We recommend adding SunShare enrollment to your move-in package — a simple one-page form with account details. Similarly, when a unit is sold, the outgoing member’s contract terminates and the new owner can opt in through the same process.

2. Annual savings review

   SunShare provides community managers with an annual savings summary — total community savings, per-unit averages, and Phase II upgrade potential based on actual consumption data. This is useful for HOA annual reports and for maintaining member enthusiasm for the program.

3. Phase II community solar pathway

   If your community has suitable common areas (clubhouse roof, parking canopy, perimeter structures), SunShare’s solar team can assess Phase II feasibility at no cost. Phase II community solar doesn’t require individual members to install anything — it’s a shared infrastructure that distributes generation credits to all participating households.

Ready to take the first step? Contact our community partnerships team — we’ll start with the free savings analysis and take it from there. SunShare representatives are available to attend your board meeting in person for communities in Metro Manila, Cebu, and Davao.