Key to maintaining a clean and well-organized community is HOA trash removal. If you’re wondering how HOA waste management works, this guide answers frequently asked questions about trash removal, responsibilities, rules, and best practices.

 

Is the HOA in Charge of the Garbage Collection?

Neighborhoods with no community associations usually have the state or local government manage trash collection. However, those with HOAs typically have full control over handling waste management services in the community. This is part of their responsibility to do regular maintenance for the community.

Usually, the HOA gets funding for waste management services through collecting HOA dues, which you may see in the HOA’s governing documents. The funds cover hiring costs and contracting with a waste removal company.

 

What Does HOA Waste Management Cover?

An HOA’s waste management services usually include more than just garbage collection to ensure the community is clean and organized. What the service covers, however, depends on the HOA’s budget, size, and the contracts negotiated with waste management companies.

Here are some services that most HOAs have:

 

Regular Residential Trash Pick-up

Household trash is collected every week or bi-weekly. This service ensures that trash, such as food leftovers, everyday packaging, and non-recyclable materials, is removed to prevent clutter, foul odors, or pests.

 

Recycling Services

Many homeowners associations have adopted recycling programs as a key part of their waste management plans. For HOAs with this program, homeowners are usually provided separate trash bins for recyclable materials. This may include separate bins for glass, cans, plastics, paper, and cardboard.

Sometimes, HOAs go beyond and provide educational workshops for their residents about proper recycling practices.

 

Bulk Waste Pickup

In many communities, it can be unavoidable for homeowners to need to get rid of larger items. Usually, oversized items like furniture, mattresses, and appliances are not included during regular HOA garbage collection days.

However, for some communities, part of HOA trash removal services is scheduling a pickup day for bulk waste or helping residents arrange special pickups with a waste management company.

 

Bin Maintenance

Many homeowners associations also handle the maintenance or replacements of trash and recycling bins across the neighborhood. By doing this, the HOA ensures all residents are equipped with the right tools to comply with community standards.

 

Community Drop-off Points

For some communities, designated drop-off points for HOA trash removal are assigned instead of picking up waste curbside. Usually, these locations are monitored by the HOA to ensure proper handling and prevent illegal garbage dumping.

 

Seasonal Waste Management

Some HOAs provide seasonal waste-related services. These may include leaf collection during the fall season or Christmas tree disposal after the holidays.

 

How Does the HOA Select a Waste Management Provider?

The responsibility of choosing a trash disposal service provider falls on the hands of the HOA’s board of directors. The board will have a list of waste management companies and evaluate each based on several factors, such as cost, reputation, and services. They may also get input from the residents to help with the decision-making process.

After the board has chosen a provider, they should continuously monitor the service provider’s performance to ensure they meet the community’s needs.

 

What are the Rules for Setting Out Trash Bins?

One of the most common HOA trash removal rules enforced is the proper placement of trash bins. These rules are usually in place to keep the community organized.

The rules will vary for every HOA and should be included in the governing documents. However, some standard guidelines include timing, placement, and removal.

When it comes to timing, residents are typically required to place bins outside on collection day mornings or the evening before collection day. Bins should be placed at the curb so as not to block anyone’s driveway or the sidewalk. Once the trash is collected, residents should promptly return the bins to their household’s storage areas.

The HOA may fine or penalize residents who fail to comply with bin rules.

 

What is Yard Waste? How Does the HOA Handle It?

Simply put, yard waste is organic waste that may come after lawn or yard work. This includes soil, grass clippings, fallen leaves, and small branches. HOAs often schedule separate pickups for this type of waste. After collection, waste management companies usually add the waste to compost or dispose of it via an eco-friendly process.

If residents need yard waste disposed of, HOAs may require them to take several steps to ensure the process remains environmentally friendly. These steps may include using biodegradable bags for loose leaves, clippings, and other organic debris and bundling branches depending on size.

In some communities, HOAs also provide seasonal cleanup services, which is especially crucial during the fall season or following a storm.

 

How Does the HOA Handle Recycling?

Many homeowners associations practice and encourage recycling in their waste management plans. This aims to promote sustainability in the community. As part of the program, HOAs usually provide separate recycling bins where residents can segregate their recyclable trash.

HOAs also provide guidelines for items accepted, preparation for disposal, and a pickup schedule when disposing of recyclables.

 

What Items are Not Collected by HOA Trash Disposal Services?

Many HOAs have contracts with waste management companies. Those contracts include exclusions for certain types of waste that the contractors won’t collect. Usually, such items would need alternative disposal methods so that they won’t pose a safety risk to residents or the environment.

Some of these items include:

• Hazardous Waste (chemicals, paint, batteries, and fluorescent bulbs)
• Electronic Waste (monitors, computers, and other electronics)
• Large Appliances (refrigerators, ovens, and washers)
• Construction Debris (drywall or concrete)

Luckily, some HOAs may make special arrangements for disposing of large, bulky items. They usually announce a separate schedule for these bulk pickups.

Residents may consult their HOA for guidance and proper disposal methods for other types of excluded items.

 

What are the consequences of violating HOA trash rules?

The association’s governing documents generally outline consequences for violating HOA trash rules. Typically, a first offense would only result in a written warning from the HOA. However, the HOA may impose penalties or fines if a resident keeps violating these rules.

 

The Importance of Proper Waste Management

Proper trash disposal is crucial to keep your community clean and organized. As part of the HOA, the board and its committees should organize how this is done. Rules are in place so that both the HOA and homeowners can do their part in managing trash in the community.

Whether you’re a self-managed HOA or an HOA management company, it can be hard to oversee your community’s trash management plans without the right tools. That’s where HOA management software like Condo Manager can come in. Call us today at (800) 626-1267 or contact us online to book a demo!

 

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Homeowners associations require help from various vendors to function correctly. However, finding the right vendors can be a long and tedious task. Instead of asking for quotations, many HOAs choose to create and send an HOA RFP to the vendors of their choice.

 

What is an HOA Request for Proposal?

An HOA Request for Proposal (RFP) is a document the HOA provides to potential association vendors. It includes all the information involving a project’s specific details, scope of work, and quotation requests. The HOA RFP for vendors serves as a guide for companies interested in working with the association.

Typically, RFPs also indicate the process the HOA wants partners to follow. An HOA RFP also asks for custom information from the vendor to ensure they can meet the association’s requirements. This helps the board quickly assess whether the vendor is the right fit. Generally, RFPs achieve two things:

• Introduction of the HOA. RFPs for association management services and other jobs introduce the community to the vendor. The vendor no longer needs to learn more about the association’s goals and requirements and adjust accordingly.
• Better Understanding. RFPs allow HOAs to understand better how a prospective vendor operates. It unveils their processes and whether or not their operations are compatible with the HOA.

Unfortunately, there is a lot of negativity surrounding RFPs. Vendors dislike them because they prefer to invest time in customizing a proposal only when they’ve already won the client. An RFP demands more time and effort from the vendors even though it does not guarantee that they will work with the HOA.

Nonetheless, RFPs are a useful tool for large projects. Many vendors will still respond to RFPs instead of sending a generic proposal if they see the benefit in the project. If a vendor responds, the HOA will know they’re serious about their work and building a good relationship with the association.

 

How to Make an HOA RFP

Understanding RFPs and their importance is just half the battle. Once the board has decided to create an RFP for HOA management services or other jobs, it needs to create a thorough RFP to send to vendors. Here are some things HOAs should include in every RFP, whether for landscaping services, HOA management, or construction.

 

1. Overview

An HOA RFP must include an overview or summary of the request. The overview should describe the job and the vendor’s engagement with the association. Ensure the description is clear and provides a picture of what the HOA expects, where the project will take place and other requirements. Vendors will use the overview to determine whether or not they are the right fit for the job.

 

2. HOA Information

Every HOA RFP template should include the association’s information. Doing this allows the vendor to understand the HOA’s context and situation. It will also help them determine the project’s scope and requirements. Include the following information:

• HOA location
• Size of the community
• Amenities and other facilities
• Current staff and organizational structure
• Present challenges within the community
• Other information that would help the vendor understand the HOA

 

3. Project Goals

Homeowners associations shouldn’t just send an RFP detailing the project’s scope of work. They should also provide a clear objective for the project. After all, the deliverables and scope of work may change if the project’s overall goals and trajectory change.

Include the project’s purpose and the board’s vision for the community. Remember to outline it clearly so the vendors understand what the HOA is trying to achieve.

 

4. Scope of Work and Deliverables

Every RFP should include the scope of work. This helps the vendor understand the HOA’s expectations and obligations. Typically, this section is one of the lengthiest parts of the RFP.

There is no standard template for the scope of work. The important thing is that HOAs make their expectations clear. Here are some things the board should include in this section:

• Reasons the HOA is looking for a vendor
• Current HOA situation
• List of services required from the vendor
• Additional responsibilities the HOA may ask from the vendor
• Projected timeline for the project
• People responsible for decision-making

 

5. Vendor Information

RFPs should also include a section specifying the information the association needs from the contractor. As you might expect, this section will vary from job to job. Here are some things to include:

• Vendor history (e.g., how long they’ve been operating, how many other associations they work with, previous work history, etc.)
• List of staff
• Specializations and processes
• General scope of services
• Any software the HOA must download to avail of the service
• Budget and price breakdown
• Support options

 

6. Submission Process

HOA vendors need to know what the application process is like. In this section, tell the vendor where and when they must submit the proposal. It may also include any next steps they can expect from the HOA after receiving the bid.

The board should explain their timeline for vendor selection. Doing this prevents vendors from needlessly waiting for a response. It saves everyone time and shows respect to the vendors as well.

In addition, make sure to outline how the HOA will choose a vendor. Most contractors will be interested in learning the HOA’s qualifications and how they will decide. This way, they can prepare a customized proposal that hits all the marks. HOAs should also let them know whether additional meetings or interviews will occur.

 

7. HOA Documents

Depending on the service, the HOA might also need to include additional documentation about the association. This will provide a clearer picture of the association’s circumstances and needs. Here are some of the documents the board may need to attach:

• HOA CC&Rs and bylaws
• Policy Manual
• Membership application
• Annual reports
• HOA meeting minutes
• Most recent financial statements
• Year-end audit
• Meeting brochure
• Advertising rate card

 

Finding the Right Vendors

An HOA RFP is a useful tool for planned communities. It allows the board to fine-tune vendor requirements and find the most appropriate contractor. Preparing it in advance saves time for both the HOA and potential contractors.

Condo Manager is an excellent HOA management software tailored for HOA management companies and self-managed associations. Call us at (800) 626-1267 or contact us online for more details!

 

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Homeowners associations are generally responsible for repairing and maintaining the common elements. However, what if a common element —  such as the plumbing system — encompasses the common areas and individual units? Is the association responsible for HOA plumbing?

 

HOA Plumbing Repair and Maintenance

Does the HOA cover plumbing? The HOA is likely responsible for repairing plumbing systems in the common areas. Moreover, the board should conduct periodic inspections and regular maintenance activities on the plumbing system.

In addition, most HOAs are in charge of maintaining shared pipes, such as sewage lines and main water lines, that connect several properties. The HOA collects dues from every homeowner to cover the cost.

However, maintenance responsibilities can become more complex if special circumstances or conditions exist. For instance, some lines are shared between only a few properties. Depending on the HOA’s governing documents, the cost may need to be distributed between those homes alone. The units that do not share that water line may not need to contribute.

 

What are Homeowners Responsible For?

Are homeowners ever responsible for HOA plumbing repairs? Generally speaking, homeowners are responsible for water lines and pipes entering their property. This is true even if the breakage causes damage to several other units. However, it’s best to check the governing documents to see if there are special conditions that hold the HOA responsible.

 

Who is Responsible for Plumbing Leaks?

What happens when the plumbing system causes water damage to the common elements or units? Is the association accountable, or are the homeowners responsible for repairing the damage?

HOA plumbing responsibilities depend on several factors. First, it’s important to check the governing documents for any water intrusion policy. In condominium associations, the governing documents often dictate whether the association is responsible for water damage or not. They may even specify the kinds of situations where the HOA should be held responsible.

For example, many condominium documents specify that the unit owner is responsible for water damage to interior units. Meanwhile, the association will cover damage to the exterior.

It may also depend on who is at fault. If the HOA neglected its duty to maintain the neighborhood’s plumbing and drainage system, it may be responsible for the water damage that results from that negligence. Likewise, homeowners may be responsible for any water damage resulting from their negligence, misuse, or oversight.

In addition, homeowners should understand that modifications and improvements to their homes may change who is responsible for plumbing leaks. If a homeowner alters their unit’s plumbing system during a renovation, the alternation might implicate the homeowner should any problems arise. The association could argue that the homeowner’s alterations caused the damage, even if the HOA is typically responsible for maintaining those lines.

 

Insurance and Water Damage

The HOA and the homeowners are responsible for purchasing insurance to protect their properties. However, while homeowners are responsible for property damages, insurance providers may offer differing policies. Homeowners must understand the scope of their coverage and whether it includes damage from plumbing-related problems.

Insurance providers may also examine the issue’s circumstances to determine whether the policy covers it. Often, they look at what caused the water damage in the first place. Some policies may also offer limited coverage for specific scenarios. It’s essential to consult your insurance agent and clarify the coverage before purchasing a policy.

 

How to Ask the HOA for Help

Plumbing leaks are not only inconvenient, but they can also damage other parts of the property and even lead to mold. This health hazard might prompt homeowners to fix the issue even if the HOA might be responsible. What steps can homeowners take to help their case and take care of HOA plumbing? Here are some things you can do.

 

1. Review the Governing Documents

To determine responsibility, check the governing documents, specifically the Declaration of Covenants, Conditions, & Restrictions (CC&Rs). The bylaws and HOA rules may also indicate who’s responsible for what and under what circumstances. Homeowners may raise this with the board or HOA manager if the HOA is responsible.

 

2. Document the Problem

Homeowners and HOAs should document the problem in detail. Describe the situation, take photos and videos, and document all the attempts to resolve the issue. It may also be helpful to ask a professional to help you pinpoint the cause of the problem. This may determine the cause and who is responsible for the issue.

 

3. Submit a Formal Request

Homeowners should submit a formal request to the association explaining the issue. They can include why they think the HOA is responsible by quoting the governing documents. Make sure to submit the request in writing so there’s a paper trail of all your attempts to reach out to the board.

 

4. Try Arbitration or Mediation

Third-party dispute resolution is a good option if the HOA still refuses to resolve the issue. Some states and organizations offer arbitration and mediation services that help homeowners and HOAs resolve conflicts. The HOA governing documents may also outline what steps you need to take for arbitration and mediation.

 

5. Talk to a Lawyer

Homeowners may consult an attorney to communicate with the HOA on the unit owner’s behalf. They can also provide legal advice regarding the issue.

 

6. Take Legal Action

Homeowners may file a lawsuit against the HOA if the association still refuses or neglects to fulfill their HOA plumbing duties. The lawsuit could compel the association to meet its obligations. However, filing a lawsuit takes time, effort, and money. Make sure to use it only as a last resort.

 

Understanding Maintenance Responsibilities

HOA plumbing issues can be tricky to navigate as most pipelines run through the entire community. It’s even harder when some pipes only serve a few residences and not others. Both homeowners and board members must review the governing documents to understand their scope of responsibility.

Condo Manager is industry-leading HOA management software for self-managed neighborhoods and management companies. Call us today at (800) 626-1267 or contact us online to request a demo!

 

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Safety is a growing concern in the United States. For this reason, many communities are doubling down on security by hiring HOA security guards. However, this choice is not always suitable for every neighborhood. When should a community hire private security?

 

What are HOA Security Guards?

The role of HOA private security is precisely as it sounds. Security guards exist to guard the community from potential criminals. They watch over the neighborhood and are on the lookout for criminal activity. Typically, their very presence can reduce the number of incidents within the HOA.

In a gated community, security guards are often stationed at the guardhouses of each entrance. They also sometimes patrol the community, depending on the community’s needs. Moreover, they can respond quickly to incidents such as theft and vandalism. They are often also trained to de-escalate conflict and contact emergency services.

 

HOA Security Guards Responsibilities

The roles and responsibilities of a security guard will depend on your contract agreement. Here are some of the most common inclusions you can expect:

• Access Control. Security guards may guard entry points to ensure only those authorized can enter the community.
• Visitor Verification. Security guards may manage and verify the identities of visitors to ensure safety.
• Entry Log. Security guards may maintain a detailed entry log to record everyone who has entered or exited the community.
• Regular Patrol. Security guards may patrol the community on foot or using vehicles to monitor the area for suspicious activity, safety hazards, or security risks.
• Emergency Response. Security guards may be available to respond to potential threats and emergencies.

 

Who Pays for HOA Security Guards?

HOA security falls under the association’s regular services. Hence, homeowners associations will often include their services in HOA fees. While the HOA technically pays the security guards or companies, the money is taken from member assessments.

The board must include the cost of security services within the HOA budget. This will help them divide the cost among all the residents and reduce the individual burden. However, it’s best to clarify why the community needs security guards in the first place. Raising awareness will help the homeowners understand what they are paying for and reduce conflict.

 

Why Hire HOA Security Guards?

HOA security guards have several benefits. Here are the top reasons why your community may need them.

 

1. Crime Deterrent

Over 3,000 burglaries happen every day in the United States. A large majority of those have happened when no one was home. Moreover, properties without security are 300% more likely to be burglarized.

HOA security guards can reduce crime risk significantly. This is because their very presence often scares off potential criminals. Moreover, they can prevent crimes like burglary, auto theft, vandalism, and illicit drug use.

 

2. Access Control

Access control benefits condominiums and gated communities greatly. However, even non-gated neighborhoods can benefit from this type of security when they hire private guards. Guards can control access to community facilities and amenities and prevent trespassing and unauthorized use.

 

3. Parking Rule Enforcement

Apart from security, guards can help the community enforce parking rules. They can stop unauthorized cars from entering the community and regulate who can park where and during which hours.

 

4. Respond to Domestic Violence

Domestic violence is a common occurrence. Security guards can respond to these instances and defuse the situation. They can also call law enforcement and help ensure the victim’s safety until the police arrive. Moreover, they can serve as witnesses and aid in the police’s investigation when they ask for evidence.

 

5. Stop Unsafe or Unapproved Activity

Homeowners may sometimes get into fights, throw unruly parties, or behave in a way that threatens the safety of community residents. Security guards can stop these activities and prevent them from escalating. They can also report illegal activities to the police.

 

6. Vandalism Prevention

Vandals often target residential neighborhoods. They might trespass into residents’ homes, break objects, or spray paint buildings. Sometimes, even the homeowners themselves can be vandals.

Security guards can prevent vandalism by patrolling the neighborhood. They can watch out for suspicious individuals and to avoid property damage.

 

The Alternative: HOA Security Cameras

While an HOA security patrol is undoubtedly useful, it can also be costly. This is especially true for large communities with multiple entry points. However, just because a community cannot afford security guards does not mean they should give up on enhancing safety and security.

As an alternative, HOAs with a smaller budget can choose to install security cameras. These cameras are often easy to install and configure, allowing the board to continuously monitor the neighborhood and even store relevant footage.

Like security guards, HOA security cameras can deter crime. Criminals are afraid of being caught even after the fact. They are less likely to act out when they see a security camera around. Otherwise, they risk being caught by the police and facing jail time.

On the other hand, security cameras also have their flaws. For one thing, they can be disabled or covered. Criminals may also study their blind spots and stay out of their line of sight while engaging in illegal activity.

Of course, this does not mean hiring security guards is the best choice for all communities. Apart from the budget, communities must consider their size, needs, and nature. Security guards also have downsides such as cost, capacity, and potential for human error.

Ideally, homeowners associations will employ security guards and cameras to ensure safety. However, it will ultimately be a balancing act. The board must consider the community’s needs, budget, and what the residents are comfortable with.

 

A Good Investment for Safety and Security

HOA security guards can be a good investment, especially if the community is in an area with a high crime rate. Security guards can make homeowners feel safe and prevent criminal activity. However, HOAs must consider the cost of their services and weigh it against the potential benefits.

Condo Manager is a reliable HOA management software for self-managed communities and HOA management companies. Call us at (800) 626-1267 or contact us online to request a demo!

 

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Whether it’s due to rain, snow, or simply improper sewage systems, drainage problems in HOA communities are not unheard of. In fact, they can be fairly common in low-lying or poorly constructed neighborhoods. What do you do when it happens? Let’s find out.

 

The Impact of Drainage Problems in HOA Communities

Drainage problems in HOA communities can have a significant impact on community living and property. The following are the most common consequences of improper drainage:

• Poor Aesthetics. Improper drainage can lead to unsightly standing water in the community’s yards and common areas. They can be unappealing to onlookers which can reduce the HOA’s property values.
• Pest Infestations. Standing water is a breeding ground for pests like mosquitoes. As a result, homeowners may suffer from infestations and pest-related illnesses.
• Water Quality Problems. Poorly managed stormwater runoff can carry pollutants like trash, oil, and sediment that can lead to poor water quality in local resources.
• Erosion. Improper drainage can cause soil erosion which is bad for the environment. Moreover, it can compromise the structural integrity of nearby infrastructure such as homes, roads, and sidewalks.
• Flooding. Insufficient or poor drainage can cause flooding, leading to property damage for the HOA and its residents. It can also be inconvenient as flooding prevents people from freely entering and leaving certain areas.

 

Common Causes of Drainage Problems and How to Fix Them

There are several causes of drainage issues in homeowners association communities. Here are the most common causes to watch out for.

 

1. Blocked or Clogged Basins

Poor drainage in HOA communities can result from something as simple as clogged drains. Remember to check the catch basins and storm drains in the HOA’s private roads. Make sure they’re unobstructed to keep the stormwater away.

Clean up all the vegetation, debris, and trash around the area. If the community is large, consider adding public trash cans so community members can dispose of their garbage properly.

If your community has problems with clogged drains, it’s likely a result of poor maintenance. The community should allot enough money to clean the streets and remove debris from drainage systems. It’s a relatively simple solution, but it works wonders for fixing drainage problems in HOA communities.

 

2. Improper Slopes

Proper slopes in driveways and roads can cause chronic flooding in HOA communities. This is a design problem related to the developer’s original construction. For example, if the streets were paved higher than the ends of driveways, the developer didn’t consider stormwater drainage. It could also be a landscaping issue if landscapers don’t consider the drainage system.

You’ll know there’s an improper slope in the community if water pools only in certain parts of common areas or homeowner yards. In some cases, homeowners associations can fix this by repaving the streets. However, severe cases may require the help of an HOA contractor, such as a design engineer. The engineer will assess the issue and recommend ways to enhance the drainage system to accommodate the design flaws.

 

3. Improper Landscape Grading

A stormwater drainage problem in HOA communities can be caused by improper grading. Grassy areas and other landscaping must be graded properly to facilitate the drainage of stormwater. Otherwise, it can lead to flooding and other issues. After it rains, consider observing any low-lying landscapes to see whether there is ponding or areas of standing water. This indicates a drainage problem that could be caused by improper grading.

Fortunately, HOA drainage problems like these are easy to remedy. Sometimes, the solution is as simple as reworking the areas to add a stormwater management solution. For example, the HOA could add a grassed swale or mulch to the landscaped bed areas to drain the stormwater.

Adding a grassed swale creates a channel where the water can collect and drain out. Often, these contain vegetation made to guard against soil erosion. Meanwhile, mulching is great for compacted soil. It boosts the soil’s ability to absorb water and prevent it from collecting on the surface.

 

4. Lack of Stormwater System Maintenance

Some HOAs may have a stormwater management system that hasn’t worked well. This is often due to the lack of maintenance and regular inspections.

HOA board members should stay on top of routine inspections to quickly identify problems before they start. Doing so also prevents sidewalks, roads, driveways, and landscaping damage that could lead to more maintenance work.

Stormwater system maintenance is especially important before the rainy season. Otherwise, the community may have problems with ponding and even flooding. This could lead to devastating damage to the community’s common areas. It could also damage individual homes, leading to homeowner frustration and dissatisfaction.

How do you mitigate this? Firstly, the HOA board should install an effective stormwater management solution if the community doesn’t already have one. If they do, the board should take charge of the following maintenance responsibilities to keep their stormwater management system in check:

• Common area and easement inspections
• Debris removal and cleaning in catch basins and drains
• Creating slopes in open lawns for proper drainage
• Restoring eroded or compacted soil
• Repair of damaged or cracked concrete

Referring to the community’s original site plan and the CC&R’s maintenance guidelines might be helpful. Past drainage reports can also help the association pinpoint potential problem areas within the community. If the board can no longer access these documents, they can hire a drainage engineer to fix the community’s stormwater drainage system.

 

Additional Stormwater Management Tips

What stormwater management solutions can HOAs use to prevent drainage problems? Here are some long-term projects communities can undertake to manage stormwater runoff better.

• Green Roofs. HOAs can cover roofs with vegetation to reduce the flow of rainwater and delay the rate at which it flows down.
• Permeable Pavements. HOAs can use permeable materials for surfaces like walkways and roads to allow stormwater to seep into the soil. Instead of using concrete or asphalt, consider using porous asphalt, grid pavers, and pervious concrete.
• Rain Gardens. HOAs can install rain gardens that facilitate runoff to ponds in specific areas, allowing the water to filter through the plants and soil.
• Vegetated or Dry Swales. HOAs can use vegetated drainage paths to transport stormwater, slow runoff, facilitate infiltration, and filter pollutants.
• Constructed Wetlands. HOAs can create constructed wetlands to collect and filter stormwater.

 

Stay on Top of Stormwater Management

Many things can cause drainage problems in HOA communities. HOA boards need to stay alert and prevent any issues from arising. Otherwise, the community’s residents might think the board is not properly maintaining the community’s common areas. This could lead to conflict and even legal or financial liability when the damage is extensive enough.

Condo Manager is a convenient HOA management software that can assist HOA management companies and self-managed associations. Call us today at (800) 626-1267 or contact us online to book a free demo!

 

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• Neighbors Tree Disputes: Who’s Right Or Wrong?

What should homeowners do if a neighbors tree is overhanging, encroaching, or has caused property damage? Let’s explore how neighborhood trees can cause conflict and what to do about them.

 

Neighbors Tree Disputes in HOAs

Many homeowners plant trees on their property to beautify their yard’s landscaping. Some even plant trees for privacy from neighbors. However, as people do, trees do not follow the governing documents or encroachment laws. They grow tall and wide and do not obey property lines. This is why conflict regarding trees is one of the most common sources of disputes in HOA communities.

 

Property Encroachment

Often, HOA neighbor’s tree disputes involve property encroachment. It’s not uncommon to find overhanging tree branches in the HOA community. This can be a nuisance for neighbors whose view from the front yard might be blocked. Tree overhangs can also pose a security risk, as trespassers can use the overhangs to climb over fences. Overhanging branches can also cause a mess as tree leaves and fruits may fall onto the neighbor’s property.

Encroachment issues may also involve tree roots or the way the tree grows. Let’s say the tree’s trunk or roots grow into the neighbor’s yard or property. Who owns the tree? Moreover, who has the right to eat its fruits and is responsible for tree trimming and maintenance? These can be tricky to navigate as it may vary between states and communities.

 

Property Damage

A neighbors tree can also cause damage and it can be hard to know who to hold responsible. There are many instances wherein these accidents are deemed as “Acts of God.”

In these cases, the property owner is responsible for repairs and maintenance, even if the tree isn’t theirs. The same applies to homeowners associations. If the HOA’s sidewalks or common elements are damaged by homeowner trees, the HOA is often responsible if it is an act of God.

However, there are times when the tree owner is responsible for property damage. This often happens when the tree owners can’t properly care for the tree to prevent it from causing harm. It also applies when the tree owner knows that their tree poses a threat yet does nothing to remove or prune the tree.

 

The First Question to Ask: Who Owns the Tree?

Before identifying who is liable for various tree-related issues, it’s important to establish who owns the tree. This can shed much light on who may be held responsible for damages, encroachment, or upkeep. It also determines who can prune or cut the tree down.

As such, reviewing the community’s plat or map to determine property lines is essential. If a tree resides on the HOA property, the tree will likely belong to the HOA. Meanwhile, if a tree resides on a resident’s property, the resident is responsible for the tree. This usually applies regardless of who planted the tree in the first place.

Apart from this, the state’s tree law often determines ownership. For instance, California determines ownership based on where the tree trunk stands. If the tree trunk stands wholly on a neighbor’s property, then the neighbor owns the tree.

However, if the tree trunk stands partly on the land of two or more properties, it’s usually deemed a boundary tree. In many cases, all the property owners jointly own the tree. Hence, they are all responsible for caring for the tree. Moreover, if the tree is healthy, no one property owner can remove the tree without the permission of the other owners.

It’s also important to note that, depending on state law, tree roots typically do not determine ownership. Even if the tree’s roots grow well into a resident’s yard, that resident still does not own the tree. Ownership determines where the tree trunk stands, not where the roots grow.

Finally, it’s also crucial to review the governing documents. Special provisions may outline who is responsible for tree maintenance, trimming, and property damage. The HOA may also have a tree policy that the board and the other residents must follow.

 

How to Deal With Neighbors Tree Disputes

What can homeowners and HOAs do when it comes to tree disputes? Let’s address the most common questions and concerns homeowners have.

 

Can I Trim a Neighbor’s Trees Overhanging My Property?

In many states, homeowners can trim limbs and branches that exceed property lines. However, homeowners have to trim only up to the boundary. They cannot go onto their neighbor’s property to trim the tree.

Moreover, it’s never a good idea to destroy the neighbor’s tree. This is because harming the tree will likely lead to liability and monetary penalties.

 

Can I Eat the Fruit From the Neighbor’s Tree if It Overhangs My Yard?

It depends on the state. Fruits belong to the tree owner, so it’s best not to pick fruits if the tree does not belong to you. However, state laws and courts are divided on whether or not homeowners can eat their neighbor’s fallen fruit. It’s best to check local laws and ordinances before eating the fruit. Otherwise, you may incur penalties.

 

Who Is Responsible if the Neighbor’s Tree Damaged My Property?

“A neighbor’s tree damaged my fence, what do I do? What are my options if the neighbor’s tree damaged my house?” In these cases, it depends on what caused the damage. The court will likely turn to the reasonable care standard if the tree fell due to a storm or natural disaster.

This means that if the neighbor took reasonable care of the tree and maintained it properly, the neighbor is likely not responsible for the damage. It may be deemed an “act of God.” In this case, the property owner is responsible for repairing the fence or the home. However, if the neighbor did not properly maintain the tree or knew its branches were a threat, they may be liable for the damages.

Apart from natural disasters, growing tree branches and roots can also cause damage. In most cases, the homeowner cannot sue the neighbor for the roots or branches. Hence, trimming the tree’s branches and roots is the safest option to avoid potential damage.

On the other hand, some states do allow homeowners to sue if certain conditions are met. For example, some states allow lawsuits if the invading branches or roots cause serious harm to the homeowner’s property. They may also be able to sue if the encroaching tree is planted and not “wild.” Regardless, it’s best to check state law to verify what you can do if the neighbor’s tree branches or roots cause property damage.

 

What Can I Do if the Neighbor’s Tree Looks Like It Will Fall on My House?

Homeowners are responsible for making reasonable inspections and taking care of trees to ensure safety. If the neighbor does not remove or cut the tree and it causes damage, the neighbor may be liable for it. Make sure to speak to the neighbor about the potential threat. If you do, the law may be able to protect you.

Apart from this, you can call your municipality, as most city ordinances forbid homeowners from maintaining dangerous conditions, including dangerous trees, on their property. The municipality may remove the tree or order the neighbor to remove the tree.

Dangerous trees may also pose a threat to utility companies. If the tree threatens the utility company’s equipment or is a fire hazard, the utility company may help you remove the tree.

Finally, you can file a nuisance claim as the tree may interfere with the use and enjoyment of your property. If the court thinks the tree is a nuisance, they may order the neighbor to remove or prune it. You must file a lawsuit in regular court, but be ready to present evidence that the tree is hazardous.

 

Can I Be Compensated if a Neighbor Killed My Tree?

Yes. Those who hurt, remove, or cut down trees without the owner’s permission are often liable to the owner. The tree owner may ask for compensation or file a lawsuit to enforce that right.

 

Do I Have a Good Nuisance Claim if the Neighbor’s Tree Leaves Blow Into My Yard?

No. Leaves are often considered natural products. Hence, the homeowner cannot file a legal claim against their neighbor even if they damage the property by clogging pipes or gutters.

 

Do I Have to Trim My Tree if the Neighbors Complain About Its Height?

It’s best to talk to your neighbors to understand how much trimming would be enough. If they’re not asking for too much, and trimming doesn’t affect the tree’s health or aesthetics, it’s best to consider trimming it.

This can help you avoid conflict with your neighbor and maintain a peaceful community. They may even agree to cover or split the cost of tree trimming. However, hire a professional neighborhood tree service to do the job. A neighbor tree service can ensure the tree is trimmed without affecting its health or visual appeal.

On the other hand, if you do not want to trim the tree, it’s important to review local tree ordinances. Let’s say the tree is hazardous to your neighbor as its branches dangerously overhang their property. You may violate a local ordinance by not trimming the tree in this case.

Apart from this, some laws may impose height limits, view ordinances, or property line limits. Make sure your refusal does not violate any local laws. Otherwise, you may find yourself in court over the tree dispute. It’s also important to check the HOA’s governing documents. The community might have restrictions regarding tree heights or rules about tree trimming that you need to follow.

 

Navigating Tree Disputes

Trees are often a point of tension within private communities. That’s why communities need to know how to deal with disputes involving a neighbors tree. They must understand how ownership works, what they’re responsible for, and what they cannot do.

Are you in need of reliable HOA management software? Condo Manager offers the best tools for self-managed communities and HOA management companies. Call us today at (800) 626-1267 or reach out to us online to book a demo!

 

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HOA sidewalk maintenance is often a topic of debate in planned communities. But, who is really responsible for sidewalks? Is it the HOA, the homeowner, or the city? Let’s find out.

 

Who Is Responsible for HOA Sidewalk Maintenance?

Is the sidewalk in front of your house your property? If not, is HOA responsible for sidewalks or is the city responsible for sidewalk repair and maintenance? Unfortunately, there is no straight answer to this because it varies depending on the circumstances. In fact, HOA sidewalk repair and maintenance can even be shared responsibilities in some communities.

How do you know who repairs sidewalks in a homeowners association? The first thing to do is to check state law and local legislation. In large cities, the city is typically responsible for HOA sidewalk maintenance when they’re located on public roads. Meanwhile, if the road or sidewalk is private and located in a small town or suburb, it’s usually not the city’s responsibility.

In fact, some states have concretized this. For example, in the case of Qian vs. Toll Brothers, Inc., the New Jersey Supreme Court decided that private sidewalks are the association’s responsibility because they’re part of the common areas.

 

Check the Governing Documents

If the city is not responsible for HOA sidewalk maintenance, then the burden falls on either the HOA or the homeowner. To verify which of them holds responsibility, it’s imperative to check the governing documents. More specifically, homeowners and board members should check the community plat or map.

The governing documents may consider sidewalks as part of the community’s common areas. In that case, the association is responsible for the HOA sidewalk maintenance. The board needs to hire vendors for cleaning and snow removal to ensure they’re in good shape.

On the other hand, if the community plat considers sidewalks part of the owner’s separate interest, then the homeowner is in charge of maintaining them. They will need to hire vendors separately or maintain the sidewalks themselves.

 

Cause of Damage and Special Cases

Sometimes, the lines may blur if someone else is directly or indirectly responsible for the damage caused to the sidewalk. For example, let’s say a homeowner planted a tree that damaged the sidewalk as its roots grew.

The sidewalk is considered part of the common areas and is the HOA’s responsibility. However, is the HOA still responsible when the homeowner was the one who planted the tree?

It also depends, again, on state law and the governing documents. Either of these may specifically address damage to HOA or a neighbor’s property. If they don’t, the outcome could change based on many different variables.

For instance, if the homeowner planted the tree on private property, the HOA may have grounds to pass the burden of responsibility to the homeowner. However, if the homeowner planted it in a common area with the board’s approval, it may remain the HOA’s responsibility.

On the other hand, it may not always be that simple. If the HOA left the tree alone for a long time without taking action against the homeowner, the resident may have a defense against the HOA. They could say the HOA sat on their rights for too long and that the homeowner has been prejudiced.

In the end, it will be on a case-to-case basis. If things are unclear, it’s best to consult with an attorney who specializes in these issues.

 

Why Is Clarifying Responsibilities Necessary?

It’s always important for homeowners and board members to clarify maintenance responsibilities in any community. Leaving it ambiguous could cause disputes in the HOA down the road. Moreover, if the residents think the HOA is responsible when it isn’t (or vice versa), the sidewalks can fall into disrepair. This could affect the community’s curb appeal and even compromise safety.

In addition, it’s best to clarify responsibilities to avoid legal liability. For example, let’s say it often snows in the community. An HOA responsible for sidewalks should maintain it regularly. But if the board is misinformed and believes it is the homeowners’ responsibility, they may face legal liability if someone slips and falls.

The same is true in the reverse. If the homeowners are unaware of their responsibility, they may face a surprise lawsuit if an accident happens. They may blame the HOA without knowing they are, indeed, the ones responsible. This could lead to conflict and multiple lawsuits that could have been avoided.

 

Maintaining HOA Sidewalks

If the responsibility falls on the HOA, it’s best to stay on top of sidewalk maintenance. As long as the homeowners association does its duty, it shouldn’t face too much liability if someone has an accident. Maintaining the sidewalks will also keep the homeowners happy.

What can the association do to maintain the sidewalks? Firstly, the board will have to inspect the community’s sidewalks for any cracks, damages, or landscaping issues. They need to address these problems as soon as possible to avoid accidents.

Afterward, the HOA must be proactive and schedule regular maintenance activities. They can hire cleaning services or snow removal vendors to regularly maintain the sidewalks. Moreover, they need to set aside a budget for sidewalk maintenance and adjust the assessments accordingly.

On the other hand, if the responsibility is on the homeowners or it is shared, the HOA should clearly communicate this with the community. The board should send reminders to the homeowners and work closely with them to keep the sidewalks in good shape.

 

Creating a Safe and Harmonious Community

HOA sidewalk maintenance is often a source of conflict in common interest communities. However, HOAs can easily prevent fights from breaking out if they clarify who is responsible for what. This way, everyone is on the same page and knows what their responsibilities are.

Are you an HOA management company or a self-managed homeowners association having trouble with community management? Condo Manager is your key to success. Our HOA management software has all the necessary tools you need to manage a planned community. Call us today at (800) 626-1267 or contact us online to learn more!

 

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• How To Remove An HOA Board Member Or Officer?
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How do you remove an HOA board member? Homeowners might ask this question when board members aren’t fulfilling their duties. While the process may be challenging, it’s not impossible.

 

Can an HOA Board Member Be Removed?

At first, removing an HOA board member may seem out of the question, especially since the community elected them. However, it may be possible depending on the reason. The governing documents and state law may outline various acceptable grounds for removing HOA officers.

Many governing documents will allow the community members to remove a board member if they fail to meet certain requirements. For example, if someone doesn’t attend the required number of board meetings, the governing documents may allow the community to remove them. However, removal usually requires approval from a majority of the members. At times, it may require approval from all of the members. Hence, it may be difficult to proceed without support.

Also, state law may allow the community to remove HOA board members or officers under certain conditions. For instance, Florida law states that board members are automatically removed from their position if they’re convicted felons or charged with theft or embezzlement of community funds. They’re also automatically disqualified if they’re delinquent in paying HOA fees.

In some states, the community members can even remove a board member without cause. The law will usually allow this if the HOA meets membership approval requirements. However, checking the governing documents and state laws applicable to your HOA before proceeding is best.

 

Who Can Remove an HOA Board Member?

If state law and the governing documents allow, the community members can often remove HOA board members. But who else can remove HOA board members aside from the membership? Can an HOA board remove a board member?

It depends. If the HOA Bylaws or Declaration of Covenants, Conditions, and Restrictions (CC&Rs) allow it, the rest of the board can remove a board member. They will often do so by a majority vote of the remaining directors. The conditions for removal will, again, depend on state law and the governing documents. However, most HOAs only allow the board to remove officers from their positions.

Apart from this, the court can also remove directors. This usually happens as a response to the director’s dishonest or fraudulent actions within the HOA. Depending on state law, they may also be able to remove the board member if they’re convicted or declared to be of unsound mind.

Finally, if the developer or a designator appoints a director, they can often be removed by the person who appointed them.

 

When Can You Not Remove an HOA Board Member?

There are instances wherein communities cannot remove an HOA board member. For example, the community members might not recall the HOA board member the developer appointed. Community members are also not allowed to remove board members appointed by the court. Usually, only the one who designated them can remove the HOA board officer.

 

How to Remove an HOA Board Member

Is one of the board members in your HOA community unqualified, negligent, confrontational, or causing more harm than good? Depending on the situation, removing the board member from their position may be wise. If this is what you must do, here’s what you must know about removing a board member from an HOA.

 

1. Check State Law and the Governing Documents

Removing HOA board members is a serious action, and homeowners must proceed cautiously. It’s best to consult the governing documents first, as there may be a specific procedure homeowners must follow. Homeowners should also check applicable state laws to avoid potential violations and penalties.

When in doubt, you can ask a lawyer specializing in homeowners associations. They should be able to help you understand the proper grounds for removal and identify the next steps.

 

2. Express Your Concern

Homeowners should voice their concerns about the board members before proceeding with the removal. Consider attending a board meeting or writing a letter to the HOA board.

How do I write a letter to remove a board member? First, it’s wise to gather support from fellow homeowners by obtaining signatures for a petition. Make sure to include these signatures in the letter you submit. Also, remember to include the reasons for removal as required by state law or the governing documents.

 

3. Allow the Director to Respond

The director in question should have an opportunity to respond. They may respond by holding a hearing or simply choosing to resign. The board must notify the homeowners properly if the HOA pushes through with a hearing. During the hearing, the board member can be heard and defend themselves.

 

3. Hold a Special Meeting

If the board member is to be removed, homeowners usually need to conduct a special meeting to address the removal. The governing documents should outline how homeowners can hold a special meeting and what notices are necessary. They may also indicate how many votes the HOA needs for the motion to pass.

 

4. Replace the Director

After voting, the homeowners should have a plan to elect a replacement board member. This prevents the HOA from having any vacant positions. Consult the governing documents to ensure you follow the community’s election procedures.

 

Difficult, But Sometimes Necessary

HOA board members have a fiduciary duty to act in the community’s best interest. However, not all board members align themselves with the HOA’s goals. Some are antagonistic, self-serving, negligent, or even downright dishonest. If peaceful resolutions fail, the community may need to remove an HOA board member.

Whether you’re a self-managed HOA or an HOA management company, it can be hard to oversee a community without the right tools. That’s where HOA management software like Condo Manager can come in. Call us today at (800) 626-1267 or contact us online to book a demo!

 

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• Should You Or Should You Not Have An HOA Pool Lifeguard?
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Is hiring an HOA pool lifeguard necessary for safety? Homeowners associations must act in the residents’ best interest. However, this doesn’t necessarily mean every community with a pool needs one. HOAs must consider several factors before they hire an HOA pool lifeguard.

 

Should You Hire an HOA Pool Lifeguard?

Do HOA pools have to have lifeguards? It often depends on the specific circumstances of the community. A dedicated lifeguard has its pros and cons. Before your community rushes to make a decision, consider these factors first.

 

1. Safety

Drowning is always a big problem when it comes to communities with pools. After all, it’s one of the leading causes of death for young children. That’s why it may be wise for communities with families to hire an HOA pool lifeguard.

A lifeguard can patrol the perimeter, prevent accidents, and save swimmers in case of an emergency. This protects the members from drowning. It also shields the HOA from liability.

 

2. Training and Certification

An HOA pool lifeguard has to have proper training and certification. Don’t hire someone who claims to be a lifeguard without the proper credentials. Otherwise, you may face liability down the road if a problem arises.

If you’re hiring lifeguards through a vendor, ask the vendor for the lifeguard’s certification. The same is true if you choose to employ an independent lifeguard.

 

3. Insurance

It’s best to hire a lifeguard with proper insurance coverage. This can keep the homeowners association from encountering legal trouble if something happens.

Often, vendors that provide lifeguards do have insurance coverage. If you hire through a vendor, chances are they’ll be able to give you indemnification when issues occur. However, if you choose to hire independent lifeguards, seek separate lifeguard insurance. It may cost more, but it’ll save you from trouble later on.

 

4. Cost

Hiring an HOA pool lifeguard may be the best option in some cases. However, certified lifeguards are often quite expensive. This could raise the community’s assessments and increase the residents’ financial burden.

Professionally trained lifeguards for HOAs are also not always available. They may be quite hard to find. Even if you do find one, chances are they charge a high price. You might even be tempted to hire an uncertified lifeguard instead.

When in doubt, only hire a lifeguard if the budget can accommodate it. Don’t hire someone untrained or uncertified, as that could cause more problems down the road. Furthermore, remember to factor in not only the cost of the lifeguard’s compensation but also the cost of insurance, if any.

 

5. Liability

An HOA pool lifeguard is supposed to save swimmers when they drown. However, if the lifeguard doesn’t have the right training or skills to do so, they might fail at this very task. The HOA may face liability if it hires a lifeguard with no certification. That’s why it’s important to hire someone with training.

Moreover, it’s best to consult with an HOA attorney about potential risks involving lifeguards. Does your association need to hire one? Or is it best to forego the lifeguard? Some residents may take legal action if an accident happens. Consult with your attorney to ensure the HOA is prepared for potential lawsuits.

 

6. Size of Community

If your HOA consists of only a few homes, a lifeguard may be unnecessary. Smaller communities are often easier to manage and pose fewer safety risks. However, if your HOA has a large population, it may be worth considering. Larger communities are more difficult to manage. It’s not easy to ensure the safety of all residents without one.

 

7. Legal Requirements

Some states may require the presence of lifeguards under certain conditions. Review the relevant local and state laws with your attorney to ensure compliance. You don’t want to get into legal trouble because you didn’t hire a lifeguard when you were supposed to.

Moreover, remember to review the community’s governing documents. If the CC&Rs or Bylaws require a lifeguard, the HOA board must hire one.

 

8. Enforcement of Pool Rules

Most communities will have pool rules. These could include implementing pool hours, age restrictions, and rules on swimming alone. However, enforcing these rules is difficult as the board members aren’t always stationed around the pool.

This is where an HOA pool lifeguard can come in handy. These lifeguards can serve as authority figures who can enforce these rules. The residents are less likely to commit violations when someone is watching.

 

What if the HOA Cannot Afford a Lifeguard?

If the association can’t afford to hire a lifeguard, there are alternative measures the board can take to ensure safety.

 

1. Hire a Pool Attendant

The board may consider hiring an HOA pool attendant instead of a lifeguard. These attendants may not have the right training to jump in and save lives when someone drowns. However, they can keep an eye on pool activities and keep it clean.

With a pool attendant, residents and their guests can easily find what they need. They know who to turn to when they have questions. Moreover, the pool attendant can enforce the pool rules in place of the lifeguard.

 

2. Post Clear Signs

Most state laws and governing documents require the HOA to post clear signs around pools. These can include signs indicating pool rules and usage hours. Post them in a visible spot and make them easy to read. This can keep the HOA from facing liability later on.

These requirements may be in place whether or not you have a lifeguard. However, signs become even more vital when there’s no lifeguard. Apart from posting the pool rules, post signs indicating no lifeguard is on duty.

 

3. Put Flotation Devices Nearby

It’s best to put flotation devices near the water. This can help save the life of a swimmer in case of emergencies. It can make a huge difference in terms of pool safety.

 

4. Tighten Security

Consider adding lockable gates around the area if your HOA has a pool. This can help the board better regulate pool hours. Make sure to lock the gates during hours when the pool cannot be used. Also, remember to lock the gates when it’s not safe to use the pool, such as during the winter or when there’s an impending thunderstorm or natural disaster.

Alternatively, the HOA can also provide keys or passcodes to gain access to the pool. The HOA can limit the number of people a passcode allows inside the pool area. This can help tighten security and ensure safety.

 

5. Provide Waivers

Residents should sign waivers annually to ensure they understand the risks of swimming in an unattended HOA pool. This can help the HOA avoid liability if they choose not to hire a lifeguard. Residents may also be more cautious knowing they signed a waiver beforehand.

 

A Careful Decision

The choice to hire or not can come with its pros and cons — and both can lead to liability in some cases. That’s why homeowners associations must carefully consider all these factors before hiring an HOA pool lifeguard.

Condo Manager is an industry-leading HOA management software that can help both management companies and self-managed communities. Call us today at (800) 626-1267 or contact us online to book a demo!

 

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• HOA Disaster Management: Preparing For The Worst
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HOA disaster management is a vital part of running a community. The board has to create an emergency plan in case natural disasters or calamities strike. Doing so can help the community navigate the aftermath and quickly get back on its feet.

 

How to Create an HOA Disaster Management Plan

Natural disasters come and go every year. They can come in small calamities like thunderstorms or larger ones like tornadoes and blazing wildfires.

The most common ones in the United States come in the form of severe thunderstorms. However, certain parts of the country are more prone to specific disasters than others. For example, Alaska has seen the strongest earthquakes from the 1970s to the early 2000s.

Regardless of which calamities are more likely to hit your location, they are nearly impossible to prevent. Nonetheless, there are ways HOAs can prepare for them. Here’s how to prepare for natural disasters in HOA communities and what to do when they strike.

 

1. Identify Potential Disasters

Part of your HOA emergency preparedness plan should be identifying potential disasters. This means assessing what kind of emergencies will likely impact your community based on location.

For instance, if the HOA is located in a wildfire-prone area, the community must specifically have an HOA disaster management plan for wildfires. Meanwhile, locations prone to hurricanes should have an HOA hurricane preparedness plan.

On the other hand, this doesn’t mean homeowners associations should not create plans for rarer disasters. They should still plan for threats that are less common but still possible. For example, HOAs should also prepare for pandemics or terrorist attacks. While these disasters don’t always happen, the community won’t be left completely vulnerable in case they do.

 

2. Consider the Community’s Age and Languages

Some communities primarily comprise young families, while others have more elderly members. Remember to consider the age and demographic of the community members and factor them into the community disaster plan. For example, if the community mostly comprises older people, it’s best to think about mobility and accessibility issues.

Apart from this, it’s vital to consider the languages the community speaks. If the community is diverse, the HOA should consider publishing the HOA disaster management plan in different languages.

 

3. Create an Emergency Plan

Once the community has identified the potential threats, the HOA board should create various disaster emergency plans. It should contain all the necessary plans, including evacuation, recovery, and insurance policies.

Moreover, the board members should clearly outline their responsibilities during the emergency. This will allow all the residents to understand the board’s role during a disaster. It should also help the community understand what to do before, during, and after the calamity.

 

4. Communicate the Plan to the Members

The community members must be aware of the HOA’s disaster management plan. Otherwise, the residents may not know what to do during an emergency.

To do this, the board should organize meetings to educate the members. They should also disseminate the information through the HOA website and newsletter. They can also send them emergency plans through email or post them on social media.

Additionally, larger communities with ample funds may consider using electronic emergency alert systems. These systems can send emergency texts and emails to residents about emergencies. This keeps residents informed of emergencies as they happen. Just make sure to keep the contact list updated.

 

5. Inspect the HOA

Disasters might not be preventable, but the degree of property damage can be mitigated. The HOA must regularly inspect the association’s equipment and common areas to ensure they’re in proper working condition. Doing so can minimize injury and further damage.

Moreover, doing this due diligence allows the HOA to reduce legal liability. Many homeowners file lawsuits against their homeowners association on the grounds of negligence. However, they may be unable to accuse the HOA if the board regularly conducts community inspections.

 

6. Plan for Repairs

Natural disasters bring damage to community common areas and equipment. The HOA must be prepared to shoulder the cost of repairs, reconstruction, and replacements. The board must conduct a proper reserve study and ensure the reserves are well funded. This reduces the community’s financial burden and limits unwanted special assessments.

 

7. Build a Budget

Emergencies cost a lot in repairs and replacement projects. Therefore, the board should set aside funds as part of the community budget to account for potential disasters. Moreover, the board should answer a few key questions related to budgeting, including:

• When should the HOA provide financial assistance to its members?
• Do the HOA fees cover community amenity repairs and replacements?
• What is the repair and replacement process after a disaster?
• How will the HOA earn enough money to cover the emergency budget?
• Which items should the HOA prioritize during an emergency?

 

What to Include in an HOA Emergency Plan

An HOA disaster management plan can be difficult to create. There are too many things to prepare for and write down. However, there are some key issues that every HOA must address and include in their emergency plan.

 

1. Emergency Contact List

Every homeowners association should have a list of contacts for emergencies. This helps the residents know who to call during certain situations. Consider including the following:

• HOA point persons, including the HOA manager, board members, and maintenance staff
• Local authorities
• Nearby medical facilities
• CERTs or community emergency response teams
• Vendors
• HOA attorneys or law firm representatives
• Insurance agents
• Homeowner emergency contact information

Make sure to include their mobile and landline numbers. The HOA should also include alternative communication methods if there is no reception during the emergency. For instance, the board can also include information about communicating with handheld radios.

 

2. Area Maps

The residents of an HOA should know where to head in case of emergency. Thus, including a map of the area and highlighting designated meeting places is vital.

The board can also consult local authorities to identify the safest meeting places. Moreover, the HOA should include where to find shut-off points for electricity, water, and gas to prevent further injury and destruction.

 

3. Evacuation Plan

Each HOA disaster management plan must include an evacuation plan. It should include specific directions and conditions wherein an evacuation is necessary. The plan should include nearby shelters, stores, and generator-powered gas stations. Moreover, they should outline how HOA members will be accounted for.

 

4. Recovery and Response Plans

Once it’s safe, the HOA should assess the damage to the community as soon as possible. As such, the community must plan how to recover and rebuild the neighborhood.

The HOA must have plans for displaced residents. Moreover, it must indicate when and how residents can enter damaged homes to salvage their valuables. The HOA must also outline the professional inspections required for residents to return home.

Finally, the association must have arrangements with partner engineers, contractors, vendors, and architects to help the community rebuild. They should also be in contact with a professional debris management company to clear scattered objects.

 

5. Insurance Policies

Any responsible HOA board will have the proper insurance policies to help the community rebuild after a disaster. This reduces the community’s financial burden when the HOA needs major repairs.

Remember to check the community’s insurance policies and ensure they’re updated. Keep a copy of them securely or reproduce them digitally for safekeeping. Moreover, remember to write down the claiming process so the HOA can file insurance claims quickly.

 

Don’t Neglect Emergency Planning

Calamities can strike at any time. They do not care about what an HOA is going through physically or financially. Hence, it’s best to stay prepared and draft an HOA disaster management plan before things get ugly.

It can be hard for the board to prepare for disasters and juggle community responsibilities. Why not consider HOA management software like Condo Manager to lift some of the burden? Call us today at (800) 626-1267 or contact us online to schedule a demo!

 

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