Are you prepared for a repair bill of up to $5,000 for a single burst pipe? What about a six-figure settlement following a slip-and-fall incident on an icy walkway? These are just two issues your HOA could face if winter preparations aren’t handled early. Winter weather can be unpredictable in most parts of the country, so it's always best to prepare for the expected and unexpected as you usher in the new season.
HOA boards should prepare community spaces for the colder months to ensure the safety, functionality, and longevity of shared assets. By taking proactive steps now, communities can avoid costly repairs, maintain accessibility, and keep residents safe throughout the winter weather.
Here are four essential areas to focus on for your winter preparation:
Preventative Maintenance
Winter weather can strain critical systems like heating, plumbing, and drainage. Proactive maintenance helps avoid disruptions, costly repairs, and potential hazards. For heating systems, schedule inspections and servicing for heating systems in shared facilities like clubhouses, fitness centers, and other communal buildings. Ensuring that heaters, furnaces, and HVAC systems are functioning efficiently will keep common areas comfortable and safe.
Frozen pipes are a major concern in colder weather, so a strict focus on plumbing preparation is a must. Plan ahead and make it a priority to insulate pipes in community areas, especially those in unheated or exposed locations. Have your plumbing systems checked for any signs of leaks or weaknesses that could worsen in low temperatures.
Proper drainage is also essential to prevent flooding and ice buildup. Clear out gutters, downspouts, and storm drains to make sure they're free from debris and leaves. Clogged drains can lead to ice accumulation, which may pose hazards for residents and structures.
Safety and Accessibility
Keeping pathways, parking areas, and emergency routes accessible and safe is a top priority during winter. These areas require specific preparation to reduce slip hazards and maintain clear access for residents and emergency services. Inspect all pathways for cracks or uneven surfaces that could worsen with snow and ice. These areas should be repaired or clearly marked to prevent trips and falls. Applying an anti-slip treatment to pathways and walkways can also increase traction.
Check parking lots for potholes, drainage issues, and any other damage. Clear and level surfaces in parking areas will reduce ice buildup and make it easier to remove snow if necessary. Also, remember that winter weather can hinder emergency vehicles if routes aren't adequately maintained. Make sure emergency access points are clearly marked and unobstructed and communicate any specific access routes to your residents.
Vendor Coordination
Working closely with your winter service vendors is essential for a seamless transition into the colder months. While it’s possible to remove snow and ice yourself, it’s wise to outsource the laborious job to a professional contractor. Confirming agreements now helps avoid disruptions once icy roads become a regular part of the forecast. Here are some of the primary vendor contracts during winter and how to efficiently manage each:
- Snow Removal and Ice Management: Confirm that snow removal and ice treatment services are set up to respond promptly to winter weather. Be clear about which areas to prioritize, such as walkways, driveways, and high-traffic community areas. Ensure your contract includes provisions for regular maintenance and emergency call-outs.
- Maintenance and Repairs: Identify vendors who can respond to maintenance needs that may arise throughout the season, from heating repairs to plumbing issues. Keeping a list of trusted vendors on hand helps facilitate fast response times in the event of any winter-related emergencies.
- Clear Communication: Confirming vendor agreements and setting expectations will streamline communication during winter storms and help keep community operations running smoothly.
Structural Integrity: Complete Building Inspections Before Winter Hits
Winter weather can be tough on community structures, so it is essential to complete a comprehensive inspection of community buildings before winter arrives. This includes inspecting all roofs for loose shingles, damaged flashing, or other potential weak spots and making sure gutters are secure and clean to handle heavy rain or snow without causing leaks or drainage issues.
Check for any cracks in exterior walls and foundations, as these can allow moisture to seep in, leading to damage when temperatures drop. Seal any gaps or cracks to prevent drafts and keep heating costs down. Correctly seal and insulate windows and doors in shared facilities to avoid heat loss. Cold drafts can raise heating bills and lead to discomfort in communal spaces.
These structural integrity checks are key to maintaining the safety and durability of community assets through the winter months.
Ensure a Safe, Comfortable Winter for Your Community
Preparing community spaces for winter is a key step in guaranteeing your community makes it through the season comfortably, but it also sets your HOA up for long-term success by protecting community assets and establishing a safe environment for all residents.
By addressing critical systems early, prioritizing safety, confirming vendor support, and checking structural integrity, your HOA can prevent costly repairs, avoid winter hazards, and maintain a well-managed community.
RealManage is here to assist with all aspects of winter prep, from coordinating with trusted vendors to helping ensure that your community spaces are safe, accessible, and ready for winter. Contact us today to help prepare your community for the winter season!
