For many people, buying a home in an HOA community means an added sense of security. As a result, board members must prioritize safety and security within their communities. In reality, however, this is often easier said than done. Some boards may not know where to begin when it comes to taking the proper security precautions, while others may struggle with putting their ideas into practice. Fortunately, with a little bit of guidance and collaboration, boards can help keep their communities as safe as possible.
Read on to learn how board members can navigate the challenges of HOA security.
Understanding HOA Security Responsibilities
Since the rules that govern an association can vary based on the state and the specific community, the security responsibilities can also vary. However, HOA security responsibilities can include implementing physical security features like gates and cameras, conducting security patrols, and enforcing community rules to maintain safety.
Communities may also collaborate with law enforcement, develop emergency plans, and provide educational resources to residents about crime prevention. Maintenance of common areas, such as ensuring proper lighting and landscaping, also contributes to overall security. Board members should actively engage in efforts to promote a safe environment, maintaining an open line of communication with homeowners.
How to Improve Security in Your Community
Many residents in HOA communities typically enjoy a sense of safety and security, often considering it a key benefit compared to public communities. However, the board must work to ensure that this sense of security is maintained. Below are some of the ways HOA boards can help improve security in their communities.
Conduct an Annual Security Assessment
Each year, associations should assess whether security resources have the anticipated effect. An easy way to find out is to survey residents to determine whether they feel unsafe (and in what ways), as well as whether they encountered situations that security measures should prevent. This will help to reveal any gaps in the current security system.
Here are some things to include in your security assessment:
- Evaluation of Access Controls: Check the functionality and effectiveness of gates, doors, and other entry points to ensure only authorized individuals can enter the community.
- Surveillance System Review: Inspect the coverage, quality, and recording capabilities of CCTV cameras to ensure critical areas are monitored.
- Lighting Inspection: Ensure that all communal areas, walkways, and parking lots are well-lit to deter criminal activity and increase visibility.
- Landscape and Environmental Design: Review landscaping to prevent potential hiding spots for intruders and maintain clear sightlines.
- Emergency Response Plan Evaluation: Assess the community’s readiness to respond to emergencies, including natural disasters, medical emergencies, and security threats.
- Community Feedback Collection: Gather input from residents regarding their security concerns, experiences, and suggestions for improvement.
- Security Patrol Efficiency: Review the frequency, timing, and routes of security patrols to optimize their deterrent effect.
By conducting a comprehensive annual security assessment, HOA boards can identify weaknesses in their current security strategy
Stay Current with Premises Liability Laws
Depending on which state your community is in, the association may be responsible for preventing third parties from receiving injuries or creating mayhem that causes other people to be injured. If the state holds your community legally responsible for these things, board members should ensure that common buildings and common grounds contain plenty of visible signage that reflects local premises liability laws.
Install Effective Security Measures
Implement security measures that enhance safety. For instance, a security fence should exceed a height of three or four feet to effectively deter unauthorized access to swimming pool areas after hours. Similarly, clear warning signs should explicitly outline permissible behavior when entering specific areas or attending neighborhood events.
Make Sure Security Cameras are Used Effectively
Some communities have a security camera system in place without anyone to monitor the cameras after business hours. While security cameras are great for recording criminal conduct for the sake of legal evidence, their greater purpose is to stop crimes in progress. If a crime occurs and someone is monitoring the camera screens, the police can be called immediately to come to the community and potentially stop the crime.
Have a Service Contract for Security Systems
Security systems require scheduled maintenance and occasional repairs. That is why it’s important to have a service contract with the Original Equipment Manufacturer (OEM) or a provider of community management services that is familiar with the security system that is used. In addition to bolstering security, regular maintenance of the security system will help preserve an important asset.
Develop Comprehensive Security Policies
Establish clear and comprehensive security policies and procedures tailored to the needs of the community. These policies should address access control, surveillance, emergency response protocols, and enforcement mechanisms. It is vital that these policies are thoroughly reviewed and understood by all board members. Regular training and review sessions should be conducted to ensure that each board member is fully aware of the details and implications of the security policies.
Enhance Communication and Education
Foster open communication with residents about security concerns and initiatives. Provide educational resources and training sessions to increase awareness of security best practices and encourage community involvement in crime prevention efforts.
Improve Lighting in Common Areas
Install adequate lighting in common areas such as parking lots, walkways, and recreational facilities to improve visibility and deter criminal activity during nighttime hours. Consider utilizing motion-sensor lighting for added effectiveness and energy efficiency.
Establish Emergency Response Protocols
Develop comprehensive emergency response protocols in collaboration with local authorities to address various security threats, including natural disasters, medical emergencies, and criminal incidents. Educate residents on these protocols and conduct regular drills to ensure readiness.
Some of the key emergency response protocols might include:
- Natural Disaster Preparedness: Develop plans for evacuation, shelter, and communication in the event of natural disasters such as hurricanes, earthquakes, or floods.
- Medical Emergency Response: Outline steps for addressing medical emergencies, including first aid procedures, emergency contact numbers, and access to medical facilities.
- Criminal Incident Response: Establish procedures for reporting and responding to criminal activities, including theft, vandalism, or violent incidents.
- Fire Safety and Evacuation: Implement protocols for fire detection, alarm response, evacuation routes, and assembly points.
- Communication Plan: Create a system for alerting residents and board members of an emergency, including the use of alarms, public address systems, and digital notifications.
- Utility Failure Response: Develop guidelines for handling utility failures, such as power outages or water supply issues, including emergency contacts and safety measures.
By establishing and regularly updating these emergency response protocols, HOA communities can enhance their preparedness for various security threats and ensure a coordinated and effective response.
Engage in Community Outreach and Partnerships
Develop positive relationships with neighboring communities, businesses, and community organizations to promote collaboration on security initiatives and information sharing. Participate in community events, forums, and neighborhood watch programs to build trust and strengthen community bonds in support of shared security goals.
Residents and Home Security
As board members, understanding the intricacies of residents' home security is important for upholding the overall safety standards and enhancing the quality of life within the neighborhood. This encompasses various aspects, including educating residents on security best practices, facilitating the implementation of security measures, and creating a culture of vigilance and collaboration.
Can HOA Restrict Security Cameras?
The issue of security cameras has been a topic of discussion for some time, especially with the rise of new technology like the Ring security system, which includes cameras in doorbells, drawing increased attention to the matter. There are two main aspects to consider. Firstly, whether installing cameras in common areas should be part of the community's overall security plan. Secondly, there are concerns about homeowners installing cameras on their own properties.
Security cameras can indeed provide residents with a sense of security, serve as evidence in case of crimes, and potentially deter illegal activities. However, it's important to keep the following factors in mind:
- Security cameras should never be installed in locations in which residents have "a reasonable expectation of privacy." Changing rooms, locker rooms, and communal showers (such as pool showers) would fall into this category. Otherwise, it is perfectly legal to install cameras.
- There are no legal requirements to mark security cameras with signs. However, doing so can increase the deterrent effect of cameras. Also, it might make residents more comfortable to know where the cameras are.
- You should be transparent about where you have installed cameras, and why (usually for crime deterrence and evidence-gathering), and you should state that the cameras provide no guarantees, in order to avoid lawsuits.
- Dummy cameras are cheaper and may provide a good deterrent, but will not give evidence if something actually happens.
- You should decide whether you need to hire somebody to monitor the cameras or not. This is more expensive but may be able to catch a crime in progress and provide some protection. In most cases, though, a security guard will not be able to react fast enough.
- The board should set rules about how long footage will be kept. Keep in mind the statute of limitations for minor crimes in your state.
- You need policies about who should view the footage. Check the state laws that control HOA members' right to access records. Generally, this doesn't include security camera footage. Footage should, thus, be released only to law enforcement or people who can demonstrate a compelling need or have a subpoena.
For residents' security cameras, it's important to establish clear rules. Approval should be required for installing exterior cameras to prevent potential privacy issues, with a focus on the camera's angle of view. While doorbell cameras are generally acceptable for houses, they may pose challenges for condos due to proximity.
Cameras that could potentially capture neighbors' private areas should be prohibited. Floodlight applications should be carefully reviewed, typically denied to avoid conflicts among owners. Requesting owners to post surveillance signs is encouraged. Rules regarding camera appearance and placement, including camouflage options, can be implemented to maintain community aesthetics.
Regarding common areas, evaluate the necessity for cameras, such as monitoring sidewalks, and consider installing community-controlled cameras if warranted. Neglecting security concerns could lead to liability issues in the event of vandalism or similar incidents.
Improved Saftey in Your Communities
Ensuring the safety and security of an HOA community demands diligence and strategic planning from board members. By staying proactive, maintaining open communication with residents, and leveraging resources effectively, boards can effectively address security challenges and uphold the quality of life for all community members.
