The common areas of a community are for all residents to use, and everyone in the community should treat these spaces with care. However, it’s the association that is primarily responsible for maintaining these areas. But what exactly does this maintenance entail? In this blog, we’ll cover the basics of HOA common areas as well as what’s typically expected of the board when it comes to maintaining them. Let’s get started!
What is a Common Area?
In an HOA community, a common area encompasses any space that is collectively owned and managed by the community association, serving as a shared resource for all residents. While individual properties remain the responsibility of their respective owners, common areas play a crucial role in fostering a sense of community and enhancing the overall quality of life within the neighborhood. These spaces often extend beyond mere functional areas like entrances and sidewalks to include more recreational and social amenities.
For instance, pocket parks nestled within the community provide green spaces for relaxation and recreation, fostering a connection with nature amidst the urban or suburban landscape. Adjacent features such as sidewalks, fences, and lighting contribute to the overall ambiance and safety of the neighborhood, enhancing its aesthetic appeal and security.
The Role of the HOA in Common Area Maintenance
The association’s exact role in common area maintenance can vary based on the community’s governing documents. However, these responsibilities usually include:
- Landscaping and grounds maintenance
- Cleaning and sanitation
- Repairs
- Structural maintenance
- Financial management
- Compliance and inspections
What Happens When a Common Area is Damaged by a Member
Handling situations in which common areas have been damaged requires clear policies, effective communication, and sometimes legal action. Here’s a detailed look at the steps associations may want to take:
Identifying and Reporting the Damage
The first step is identifying and reporting the damage. This typically involves the following:
- Observation: Damage might be observed by HOA board members, property managers, or other residents.
- Reporting: Once observed, the damage should be reported to the HOA. Many HOAs have established procedures for reporting issues, which may include online forms, email notifications, or phone calls.
Assessing the Damage
After the damage is reported, the association needs to assess the extent and cause of the damage:
- Inspect: A thorough inspection of the damaged area is conducted, often by the property manager or a hired professional.
- Document: The damage should be documented with photos, videos, and written descriptions to provide a clear record.
- Determine Responsibility: If the damage is suspected to be caused by a specific member, the HOA will investigate to confirm this. This may involve speaking with witnesses or reviewing security footage if available.
Communicating with the Responsible Member
Once responsibility is established, the next step is communicating with the member responsible for the damage:
Notification: The management company, on behalf of the association, sends a formal notification to the responsible member, detailing the damage, the evidence of their responsibility, and the required actions.
Explanation: The member is given an opportunity to explain their side of the story, which helps ensure fairness in the process.
Cost Assessment and Repairs
The cost of repairs needs to be assessed before any action is taken:
- Obtaining Estimates: The association obtains estimates from contractors for repairing the damage.
- Cost Communication: The responsible member is informed of the estimated cost and their obligation to cover it.
Payment and Repairs
Depending on the association’s policies and the member’s response, the following steps are taken:
- Payment Arrangement: The member may agree to pay for the damages. Payment terms can vary, from immediate payment to a structured payment plan.
- Repairs: Once payment arrangements are settled, the HOA proceeds with repairs. It’s crucial that repairs are done promptly to restore the common area for community use.
Consequences for Non-Compliance
If the responsible member refuses to pay or disputes the charges, the HOA has several options:
- Fines: Many associations have the authority to levy fines on members who cause damage and refuse to pay for repairs.
- Legal Action: In serious cases, the HOA may pursue legal action to recover costs. This could involve small claims court or placing a lien on the member’s property.
- Loss of Privileges: The association might suspend certain privileges of the member, such as access to common facilities until the issue is resolved.
Preventative Measures
To minimize future incidents, associations can implement preventative measures:
- Education: Regularly educating members about the rules and responsibilities regarding common areas can prevent unintentional damage.
- Clear Policies: Having clear, well-communicated policies about common area use and damage can help manage expectations and responsibilities.
- Surveillance: Installing security cameras in common areas can deter damage and provide evidence when incidents occur.
What Rules Should Common Areas Have? Who Makes them?
The board, often in collaboration with a community management company and legal advisors, creates and enforces these rules. They may also seek input from residents to ensure that the regulations reflect the community's needs and preferences. The board is responsible for regularly reviewing and updating these rules to address new issues or changing community dynamics.
How to Maintain Common Areas
These are some of the more common things your association can do to ensure that your neighborhood looks its best.
Pressure Washing
Pressure washing does wonders when it comes to community cleanup. You can clean the sidewalks, the exterior of buildings, the pool deck, and more with a single investment. Many companies offer pressure washing services at a reasonable cost.
Storm Clean Up
Cleaning up after a storm is essential to the community's safety and to prevent further damage. This includes clearing storm debris from roads and properties, removing hanging branches, and clearing debris from drains, so water doesn't back up in the street. Don’t wait until a storm hits, make arrangements for this before the bad weather.
Landscaping
Common areas should be monitored regularly for weeds, plant overgrowth, and general landscape maintenance to ensure they meet the same high standards as individual properties within the community. Overgrown plants, weeds, and poorly maintained landscapes not only detract from the community's appearance but can also lead to more significant issues, such as pest infestations or damage to infrastructure like sidewalks and fences.
Clean the Pool
If your community has a pool, it will need to be cleaned regularly to prevent the drains from clogging and organic debris from breaking down. In addition, check pool chemicals regularly to ensure the pool's safety for your community. Keeping surrounding trees trimmed will help prevent costly cleaning bills.
Clean Interior Buildings
Community buildings like clubhouses are likely to get dirty even if people pick up after themselves because they are used so much. These buildings should be cleaned regularly, including sweeping, mopping, window washing, and other surface cleanings.
A regular cleaning/janitorial service is important but consider requiring guests that reserve the clubhouse or pavilion to pay a one-time cleaning fee to a vendor of your choice so they know the requirements.
Incorporating Sustainable Practices Into Common Areas
Associations should be mindful of sustainability when maintaining common areas. Below are some of the ways boards can do that:
Sustainable Landscaping
Sustainable landscaping is a cornerstone of eco-friendly common area maintenance. This approach includes selecting native plants that are well-suited to the local climate and require less water and maintenance.
Drought-tolerant plants and grasses can significantly reduce water usage, while the use of organic mulches helps retain soil moisture and improve plant health. Implementing xeriscaping techniques, which focus on water-efficient landscaping, further supports sustainability goals.
Water Conservation
Effective water management is crucial for sustainable common areas. Associations can install smart irrigation systems that adjust watering schedules based on weather conditions and soil moisture levels, thereby reducing water waste. Rain gardens and permeable pavements can be used to manage stormwater runoff naturally, preventing erosion and promoting groundwater recharge. In addition, the use of rain barrels to collect and store rainwater for irrigation is a practical and eco-friendly solution.
Energy Efficiency
Incorporating energy-efficient technologies in common areas can significantly reduce a community's carbon footprint. Solar-powered lighting for pathways, parking lots, and recreational areas not only cuts down on electricity consumption but also harnesses renewable energy. Installing energy-efficient LED bulbs, solar panels, and motion-sensor lighting further conserves energy. For indoor common spaces like clubhouses and fitness centers, utilizing energy-efficient HVAC systems and appliances can reduce overall energy use.
Waste Reduction and Recycling
Promoting waste reduction and recycling in common areas helps minimize the environmental impact. Associations can place recycling bins alongside trash cans in parks, playgrounds, and other shared spaces to encourage residents to recycle. Composting organic waste from landscaping activities, such as grass clippings and fallen leaves, creates nutrient-rich soil amendments and reduces landfill waste. Organizing community clean-up events can also foster a collective effort to keep common areas litter-free.
Eco-Friendly Materials and Practices
Using sustainable materials for common area projects is another way HOAs can support environmental stewardship. For example, choosing recycled or sustainably sourced materials for building and maintaining structures like gazebos, benches, and playgrounds reduces the community's ecological footprint. Additionally, implementing green building practices, such as using low-VOC (volatile organic compound) paints and finishes, contributes to healthier outdoor and indoor environments.
Education and Community Engagement
Educating residents about sustainable practices and engaging them in eco-friendly initiatives is essential for long-term success. HOAs can organize workshops and provide resources on topics such as water conservation, energy efficiency, and waste reduction. Encouraging residents to participate in sustainability projects, such as community gardens or tree-planting events, helps foster a sense of ownership and responsibility towards the environment.
Budgeting for Maintenance
Maintaining common areas can be a major expense for communities, so it’s important that associations properly allocate funds. Let’s take a look at some tips on budgeting for these costs.
Have a Reserve Fund
Establish a reserve fund specifically for major repairs and replacements. This fund ensures the association can handle significant expenses without imposing sudden assessments on homeowners. Regular contributions to this fund should be part of the annual budget.
Review Historical Data
Look at past maintenance expenses to identify trends and recurring costs. This historical data helps in making more accurate budget predictions and understanding how costs might fluctuate seasonally or annually.
Create a Maintenance Schedule
A maintenance schedule make for easier planning and budgeting. It may be helpful to divide tasks into the following categories:
- Routine Maintenance: Weekly or monthly tasks such as lawn mowing, trash collection, and pool cleaning.
- Seasonal Maintenance: Tasks that occur a few times a year, like planting seasonal flowers, winterizing facilities, or inspecting heating systems.
- Long-Term Maintenance: Major tasks that happen every few years, such as painting, repaving walkways, or replacing equipment.
Estimate Costs
With a detailed list of maintenance tasks and their frequencies, estimate the costs, your management company can gather quotes from multiple vendors.
Use Technology
HOA management software allows associations to track expenses in real time, forecast future costs, and manage reserve funds efficiently. These platforms often include features for scheduling regular maintenance tasks, generating detailed financial reports, and alerting board members to upcoming expenses.
Why Invest in the Care of Common Areas?
Maintaining common areas plays a direct role in preserving property values and enhancing the overall quality of life for residents. Beautifully landscaped green spaces, clean sidewalks, and well-equipped amenities contribute to a sense of pride and community spirit. With the help of these tips, boards can work towards ensuring their community’s common areas are well taken care of for years to come.
