Free Security Budget Worksheet for Property Managers and HOA Boards
Turning security coverage into a defensible number of hours, rates, and total cost is the single most useful thing you can bring to a budget meeting. This worksheet walks through the math with a worked example so you can substitute your own numbers.
Built for Property managers and HOA board treasurers preparing a security budget or vendor cost comparison. · Updated 2026-07-15
PPO #122730How to use it
- 1.List the coverage types your property needs — mobile patrol passes, standing post hours, or both.
- 2.Fill in hours per week and the vendor's quoted hourly rate for each coverage type.
- 3.Use the worked example as a model, then calculate your own weekly, monthly, and annual totals.
- 4.Add any one-time or seasonal costs, such as event surge coverage or holiday patrol increases.
- 5.Bring the completed worksheet into the board-presentation-outline for approval.
Coverage need
Property name / address
Coverage types needed
Mobile patrol, standing post day/night, event surge
Current annual security spend, if any
Worked example — hours and rate math
This is a sample calculation. Replace the numbers with your vendor's actual quoted rate and your property's coverage hours.
| Coverage type | Hours per week | Rate per hour | Weekly cost | Annual cost (x52) |
|---|---|---|---|---|
| Mobile patrol, 4 passes/night | 14 hrs | $35/hr | $490 | $25,480 |
| Standing post, overnight 10pm-6am | 56 hrs | $28/hr | $1,568 | $81,536 |
| Weekend event surge (avg) | 8 hrs/month | $40/hr | $80 (monthly avg/wk) | $4,160 |
| Total | $2,138/wk | $111,176/yr |
Your property's calculation
Coverage type 1: hours/week x rate
Show your math
Coverage type 2: hours/week x rate
Coverage type 3: hours/week x rate
Weekly total
Annual total (weekly x 52)
One-time and seasonal costs to include
- Holiday season patrol increase
- Event-day surge staffing
- Move-in/move-out season coverage bump
- Equipment costs — lighting, cameras, signage
- Vendor onboarding or setup fees
Cost comparison across coverage options
| Option | Weekly cost | Annual cost | Pros | Cons |
|---|---|---|---|---|
| Mobile patrol only | ||||
| Standing post only | ||||
| Combination |
Notes on use
Rates vary significantly by region, coverage type, and whether guards are armed or unarmed. Get current written quotes from licensed vendors before finalizing a budget line item.
This worksheet is a planning aid, not financial or legal advice. Confirm reserve fund rules and special assessment procedures with your HOA's governing documents or counsel before committing to a multi-year contract.
Free resource from Summit Force Security Group, PPO #122730. This document is general information, not legal, insurance, or compliance advice, and it is not endorsed by any government agency. Requirements change: confirm current rules with your insurer, association counsel, or the relevant agency before you rely on it.
Connected concepts
This page is a node in our security knowledge graph. Follow the chain instead of starting over.
- Security CostOfficer hours, pass counts, and coverage windows priced out against the loss they prevent.
- Security ROIAvoided vandalism, turnover, and claim costs measured against the annual security spend.
- Board ApprovalThe vote: scope, budget, metrics, and the risk of doing nothing, in language directors accept.
Want us to run this on your property?
Our officers already work off documents like this every shift in the Sacramento region.
Tell us about your property
Send a few details and a supervisor will walk your site, identify the vulnerable hours, and return a written coverage plan with flat hourly pricing — no obligation.
- Same-day response on urgent coverage requests
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- Short-term, event, and long-term contracts available