Proper preparation for winter is essential to help communities stay safe, warm, and worry-free during the cold season. It is the HOA board’s responsibility to ensure the neighborhood is protected from harsh conditions. By planning ahead, board members can successfully navigate the wintertime.
A Guide to HOA Preparation for Winter
Winter might bring holiday spirit, but it can also bring maintenance issues and terrible weather. Virginia is no stranger to winter storms and heavy snow, so associations should take the proper steps to ensure they are ready for the season.
Here are the top tips for association preparation for winter.
1. Inspect Common Areas Early
The first step in HOA winter preparation is a full inspection of common areas. The board or community manager should walk through every part of the community. This includes parking lots, walkways, roofs, gutters, and lighting. The goal is to catch small issues before they become big ones.
Careful inspection is imperative, as it can reveal problems that would otherwise go unnoticed at a distance. Look for cracked sidewalks, damaged gutters, and poorly lit walkways. It is essential to address these concerns early on to keep residents safe. Furthermore, it can help the association save money on costly future repairs.
2. Service and Protect HVAC Systems
Before winter fully sets in, the board should schedule a full inspection of all HVAC systems. Make sure to have these serviced as well.
Of course, board members don’t have to do this themselves. In fact, they must hire professionals to clean the filters, test thermostats, and clear any vents. If boilers or furnaces are serving multiple units, boards must have them checked, too.
It is essential to remind homeowners to inspect their own individual HVAC systems as well. This is one of the easiest ways of preparing the HOA for winter while also saving on energy costs.
3. Check Roofs and Gutters
Winter brings in storms and falling snow, settling on rooftops. When boards allow heavy snow and ice to accumulate, it can cause leaks and put the entire structure under strain. Roofs can even collapse as a result.
Additionally, clogged gutters can block proper drainage. This can lead to the formation of ice dams. Boards should make sure to clear gutters and downspouts of any debris.
It is best to arrange roof inspections for common buildings. If there are any missing shingles, cracks, or drainage issues, the board should schedule repairs right away. Furthermore, boards should remind homeowners to have their own roofs inspected and cleared.
4. Inspect Pipes and Plumbing
Freezing temperatures can cause pipes to burst, leading to costly water damage. Associations should hire a plumber to inspect all plumbing systems, including pipes, sprinklers, water lines, and outdoor faucets. These must be drained and then insulated before temperatures drop too low.
Moreover, boards should educate residents about protecting their own plumbing systems. It is a good idea to advise them to drain their pipes and shut off their valves. This simple reminder can save them money and stress later on.
5. Prepare Snow and Ice Management Plans
Snow removal is integral to ensuring safety and convenience. In some cities, it is even mandatory.
Associations should hire a snow removal contractor in the summer to make sure they have one available come wintertime. If boards wait until it starts to snow, they might not find one with a free schedule. Some contractors even charge higher fees.
Of course, boards should ensure the snow removal agreement covers all necessary areas. This includes driveways, walkways, entryways, and emergency routes. The contract should cover all the details.
6. Stock up on Supplies
Winter weather preparedness means stocking up on supplies. This includes ice melt, shovels, sand, and salt. These items are essential during winter, and waiting until it starts snowing can drive up prices or deplete inventory.
Additionally, it is a good idea to keep emergency supplies on hand. This includes flashlights, batteries, blankets, bottled water, and a first aid kit. These items can make a big difference in the event of power outages or severe weather.
7. Review Insurance and Liability Coverage
Winter can increase the risk of slips, falls, and property damage. It is essential to review the association’s insurance policy to ensure proper protection. The board should check that they have coverage for snow-related accidents, frozen pipes, roof collapses, and other seasonal risks.
8. Inspect Trees and Landscaping
Snow and ice can weigh down branches, causing them to break. Tree limbs can then fall on roofs, cars, and even power lines, damaging them in the process. Before winter begins, it is crucial to schedule a professional tree inspection. Remove dead or diseased trees to prevent them from falling.
In addition, this is also the best time to clear debris and leaves from drainage areas. With proper landscaping, boards can make sure that runoff flows away from foundations and structures. This can prevent flooding.
9. Communicate With Homeowners
Homeowners need to know what to expect during the winter months. Boards should send reminders about snow removal procedures, parking restrictions, and emergency contact information. A short newsletter or community email will do.
10. Plan for Emergencies
Even the best planning can’t prevent every emergency. This is why every association should have a winter response plan in place. It should include key contacts, such as the snow removal contractor, maintenance staff, and emergency services.
Additionally, boards should inform residents what to do in the event of an emergency. Keep this information readily available by posting it on the community website or bulletin board.
11. Review Budgets and Contracts
Winter maintenance can strain association budgets. Boards should review past expenses to estimate the cost of upcoming work. If snow removal or heating costs rise significantly, the board must adjust the budget in advance to prevent shortfalls later on.
12. Encourage Resident Safety
Winter maintenance is just as much about protecting people as it is about protecting property. During this time, boards should send homeowners safety tips, such as wearing proper footwear and avoiding parking under trees. Reminders to winterize their homes can help, too.
13. Check Fire and Carbon Monoxide Safety
With cold weather, people are bound to use their heaters and fireplaces more often. The association should remind homeowners to check smoke detectors and carbon monoxide alarms. It is also best to test the ones in common areas.
Associations that manage multi-unit buildings must ensure that ventilation systems are cleared. Moreover, furnace exhausts and flues should never be blocked by snow or debris.
14. Maintain Vehicles and Equipment
If the association owns maintenance vehicles, such as plows or utility carts, it is essential to service them before the first snowfall. Boards should hire someone to check the oil, antifreeze, and tire pressure. It is also critical to test equipment such as snow blowers and generators.
Proper storage matters, too. Keep fuel containers sealed and stored safely away from heat sources. Boards should also label tools and update inventories to make future winters easier to manage.
15. Schedule Preventive Maintenance Early
Winter conditions can quickly fill up contractor schedules. To avoid availability issues, boards should schedule all major maintenance work early in the fall. This includes HVAC servicing, roof repairs, and plumbing inspections. When the board finishes these tasks ahead of time, the community can avoid emergencies once temperatures drop.
A Necessary Action
Preparation for winter can take a lot of time and effort, but it is essential to protect the community and its residents. Boards should act early and carve out a plan to avoid costly surprises and risks.
National Realty Partners is a leading provider of association management services in Virginia. We can help your board prepare for the winter. Call us today at 703-435-3800 or request a proposal online to get started!
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