COVID-19 and impact on Homeowners Associations

Homeowners Associations and Impacts of COVID

Homeowners Association Rules and Impacts of COVID

Do you live in a community that is under a Homeowner Association (HOA)? If so, you’re part of approximately 25% of the US population.

Whatever the reason you ended up in a community with an HOA, you expect that they fulfill their fiduciary duties even in times of emergencies. In the case of the newest coronavirus, some HOAs were granted emergency powers to make decisions that are in the best interest of the residents of the community.

Keep reading to learn more about how homeowner’s association rules have changed since the COVID-19 pandemic.

Community Response

Homeowners association bylaws lay out the rules of the HOA in regards to regular operations such as meetings, duties, member voting rights, and how the community operates.

In response to COVID-19, the HOA board members have had to look to the surrounding areas when developing the community response to the virus.

Factors to Consider

What are the factors HOA board members need to consider making new rules to prevent the community spread of COVID?

  • How many common areas are in the community?
  • How many at-risk residents live in the community?
  • How prevalent is the virus in the surrounding town or county?

When an emergency develops, new rules go into effect but should be flexible enough to change as the threat of the disease changes.

Changes to the Rules and Policies

When an illness becomes widespread, HOAs react by doing what they can to keep the disease from spreading. Let’s take a look at some of the changes to the community.

  • Stepping up cleaning procedures to include disinfecting common areas and surfaces.
  • Temporarily closing gyms, pools, playgrounds, clubhouses, and HOA offices.
  • Postponing or canceling community events like concerts or markets that are normally held in common areas.
  • Holding board meetings over zoom rather than in-person.
  • Placing hand sanitizer stations around the community.

In addition to these changes, the HOA should remind homeowners to take the steps the CDC deems necessary to keep themselves healthy.

Communication with Residents

Because it is unwise to hold meetings in which residents and board members normally attend, it is imperative to keep the residents informed of any changes.

Emails, letters, phone calls, and special announcements on social media pages are all effective ways to keep the community informed of any changes in the community. The only way to expect compliance is to make sure everyone is aware of the new emergency policies.

Check Your Homeowner’s Association Website

Now that you know the reason behind the latest homeowner’s association rules due to the COVID-19 pandemic, you will better understand the new policies in the neighborhood.

If you have questions about HOA management or the responsibilities of being a homeowner in one of our communities, please contact us.

We pride ourselves on providing our Arizona HOA communities with excellent customer service and the resources they need. We are here to assist with delinquent assessments due to COVID. Our collections team is on standby to help.

by /Building Community, Common and Exclusive Areas, COVID-19, Rights and Responsibilities
Surprise Orchards HOA Managed by Planned Development Services

Community Spotlight: Surprise Orchards

For our 25th Anniversary in HOA Management, we will be honoring our Community Associations! We interviewed Surprise Orchards HOA and they highlight the importance of their most recent Reserve Study.

Name of Arizona HOA Community: Surprise Orchards Homeowners Association

Location: Surprise, Arizona

Community Association President: Kelly Craig

HOA Board Members: Kelly Craig (President), Misty Morgan (Vice President/Treasurer), Patrick Casebeer (Secretary), and Diana Seymour (Director)

What has been your board’s greatest achievement in the last 3 years? Anything you are proud of!: Major projects in the past 3 years were the painting of the community block walls and the installation of a shade structure over one of the playgrounds. After these major projects were completed, the Board had an updated Reserve Study done to assist with a plan for maintaining a healthy Reserve. 

How long has PDS been your HOA Management partner?: 12 years, since 2008.

What is the greatest value PDS brings to your Arizona HOA?: Customer service feedback from members regarding interaction with all PDS staff that they are friendly, knowledgeable, compassionate but firm, and willing to take the time to listen to our members.

How has COVID impacted your HOA this year? What, if any, lessons have the board learned from this impact?: There has not currently been a large impact. Affected owners have communicated with management and the Board to work together through the current crisis.

What fun community events is your HOA excited to plan for this year, or maybe next?: The HOA held the Block Party in January (luckily before COVID19 hit). The party was sponsored by the HOA with assistance from the City of Surprise and Planned Development Services. Pizza, a bouncy house, music, and a face painter were provided as entertainment. It was a great hit with many residents and their children in attendance.

by /Community Spotlight

Community Spotlight: Pointe Tapatio HOA, Phoenix

For our 25th Anniversary in HOA Management, we will be honoring our Community Associations! We interviewed Pointe Tapatio HOA, located in Phoenix, and they highlight their impacts from COVID and their most successful events.

Name of Arizona HOA Community: Pointe Tapatio

Location: Phoenix, Arizona

Community Association President: David Moline

HOA Board Members:

David Moline – President, Jimmy Marose – Vice President & Design Review Chair, Ray Van Hook – Treasurer & Long Range Planning Chair, Sunshine Nye – Secretary & Courthome Committee Chair, Chuck Munoz – Director & Parking Committee Chair, Linda Rosness – Director & Pool Chair, Tom Haladyna – Director & Safety Committee Chair & Long Range Planning

What has been your board’s greatest achievement in the last 3 years? Anything you are proud of!: Using my business background to run the association like a business as opposed to a fraternal organization or sorority.

How long has PDS been your HOA Management partner?: 2 years

What is the greatest value PDS brings to your Arizona HOA?: Professionalism and work ethic of property management.

How has COVID impacted your HOA this year? What, if any, lessons have the board learned from this impact?: Not being able to meet face to face has created factures in being able to share opinions and history amongst the residents.  There are many methods that we have been used to that will be changed forever.

What fun community events is your HOA excited to plan for this year, or maybe next?: Due to this year’s circumstances, all events are on hold until next year.  Every year the community has a Chili Cook Off (spring time), Wine Cheese and Art Show (fall time), and a Holiday Party (winter time).

Traditionally, what has been your most successful community event?: The Holiday Party is probably the most successful community event.  In addition to the residents having a great time getting together, money is also raised for a local food bank.

by /Community Spotlight

Identifying, Scouting and Retaining HOA Board Members

Identifying, Scouting and Retaining HOA Board Members

Having a strong Board for your Homeowners Association is essential. Developing that HOA Board, and the individual Board members, can feel like an insurmountable task at times, especially during times of hardship or conflict.

Creating a culture within your Board that includes appreciation, expectations, and imagining what can be achieved are all part of creating a healthy HOA Board that will serve your community for years to come. So, how do you find, recruit and retain these volunteer leaders, especially when times get tough?

Start with the Rules

It’s important to review who can serve on your Board, and be up to date on state law and your bylaws. The rules can be tricky to navigate, but will be essential to ensuring that your Board is free and clear to work on behalf of your community without unnecessary disruption. Once you are familiar with who is legally allowed to serve on your HOA Board, it’s time to think about who you want to join. This is a volunteer position, and individuals who stand up to take on this important responsibility will have different motivations.

Recruit Positively, and Strategically

Before you recruit just anyone who wants to serve, consider what types of personalities are most likely to do this work effectively, and how to recruit them. The “Multitasker”, the “Maestro” and the “Conductor,” and more, will have important roles to play. Considering who in your area will most likely perform well in these informal roles. Once you understand more about personality types that are most likely to be effective as leaders, you can begin to better understand what tasks to assign to personal skill sets. Need help? Visit our blog, the 5 Most Effective Personality Types for the HOA Board for some guidance.

When and How to Recruit

Any time that you are reviewing your Board strengths, you may identify skill sets that are missing and would strengthen the collective. When it’s time to scout for new leaders, remember that volunteers have to value the work enough to find the time to do it effectively. This is a challenge for individuals and organizations, alike. That being said, member involvement is crucial to responsible management of your HOA. Check out this compilation of effective HOA Board recruiting techniques for you to consider on the road to your best Board.

Keys to a Successful Board Election

HOA Board elections can become contentious, time consuming and complicated. To prevent this annual event from getting hung up on overlooked details, we’ve compiled a list of the most important items to check off before you launch your next HOA Board election.
If you have reviewed this and would like more support, contact any of our community managers at Planned Development Services.

You Have Excellent New Board Members! Now What?

Your first time Board members are in a new and challenging position. They have property and value to protect, at the same time as they are representing their fellow homeowners. Here are a couple of key concepts to share with your new HOA Board members to alleviate the stress of new roles and new leadership responsibility, including tips for an easier transition and logistics to consider.

Preventing, and Understanding, Board Member Burnout

Volunteering isn’t always what we thought we signed up for. In addition, interests and needs for individual Board members will change. It is helpful to anticipate this, and remember not to take it personally. We recommend keeping an eye out for “red flags” of volunteer burnout, and addressing them thoughtfully and with kindness. Perhaps the Board member would be happier in a new role, or transitioning off of the Board entirely? A personal approach will help you understand more about the reason for burnout, how to address it, and, if necessary, how to fill unexpected vacancies in your HOA Board.

Showing Appreciation on a Budget

You can’t predict when or why a Board member may need to leave a volunteer leadership position. However, there are ways to show your gratitude for this important work, even within a budget! We recommend including Board Member appreciation into your regular agenda. A little gratitude means a lot! Here’s a quick list of 10 Ways to Thank a Volunteer, With Little (or no) Budget.

 

by /Beginners Guide for Rookie Board Members, Building Community, Rights and Responsibilities

Of Course My HOA Has Pool Rules. Or Do They?

As temperatures in Arizona rise, and kids are out of school, you can be sure that your community association’s pool will soon become a hoppin’ destination during the dog days of summer (if it isn’t already). With the increase in swimming pool visits, and National Drowning Prevention Month coming up in May, there has never been a better – or more important – time to sit down with the HOA Board and ensure that pool safety is a priority for the entire community.

  1. Set and enforce enforces rules designed to maximize fun and safety for everyone.

The community should have guidelines – covering everything from hours of operation to supervision of minors to food and drink (especially where alcohol and glass bottles are concerned). Consider sending out a reminder to homeowners in advance of the sweltering summer months, including water safety information such as how to spot a swimmer in danger.  The rules should be posted clearly around the pool area, as well.

  1. Make sure your pool has the tools needed in case of an emergency.

An AED (automated external defibrillator) and first aid kit should always be easily accessible. Having an available phone for emergency phone calls – or, preferably – a qualified/certified lifeguard on duty during open hours, is also important. We know many HOA’s do not have lifeguards on duty, so at the very least, have the first aid, AED, and phone connected properly and easy to find.

  1. Manage and maintain the pool correctly.   

Pools need to be cleaned, maintained, repaired, and kept in accordance with state laws. With so much on the line, it might make sense for the HOA Board to hire a contracted company to maintain the pool. Pool safety is no place to cut corners! If the HOA Board makes a priority of maintenance and safety, it can be a sun-soaked, cannonball-filled summer for the entire community!

by /Building Community, Common and Exclusive Areas, Uncategorized

Why all the Seal Coating?

Why do we keep spending so much HOA budget on seal coating!?

Some Arizona HOA neighborhoods have already, or will be soon, experiencing limited access to community streets due to routine seal coating.

It’s a pain, right?! Why do we keep spending dollars seal coating so often? Just to make the HOA “look pretty?”

Quite the contrary. Seal coating is more than a pretty paint job to our HOA driveways, streets, and parking areas. Ultraviolet rays, water, and chemicals deteriorates asphalt. Driveway seal coating, even though the expense rears its ugly head each year, is a cost effective way to keep the asphalt from pricey repairs. Repairing asphalt from environmental conditions is VERY expensive.

Seal coating is maintenance and should be considered in your HOA budget planning each year. There are two common types of seal coating. Asphalt emulsion and coal tar emulsion, as well as a formula of blending the two together (which is less common here in the Phoenix Valley, more common in colder climates).

Each manufactured seal coat is specifically designed, not only for location and use, but for the time of year it is applied. Therefore, it is critical that all the specifications for the seal coat are followed during the application process. If the seal coating process is not professionally monitored, you may be at risk for increasing chances your asphalt will deteriorate more quickly.

Make sure the HOA Board hires a recommended, licensed, and professional seal coating provider. Your board may also contact PDS for a list of recommended Arizona seal coating vendors.

by /Seal Coating

Answered: Hot Topics on Pets in the HOA

Pets in the HOA. Almost everyone has a pet, and  almost everyone has an opinion on HOA Pet policies. We have taken the hottest topics on types pets in the HOA, pet policies, “scoop on poop,” and dealing noise disturbances from neighbors pets, and combined them into one article.

An important issue for homeowner associations is creating and managing pet policies. This can be a challenge for many reasons, including the fact that service animals and therapy animals are likely to become an important part of your HOA members lives, if they aren’t already.

Homeowners associations can develop their own rules for what kinds of pets HOA members can have, for example, as well as whether pets need to be “fixed” (spayed/neutered), the size or weight of animals allowed, whether pets must be leashed at all times, and more.

If you haven’t already, we strongly recommend consulting legal counsel and creating a sample pet policy before the issue of pets in your HOA needs to be addressed, especially regarding service animals.

Check out our Sample HOA Pet Policy ideas, and Service Animal Considerations.

But We Have a No-Pet Policy!

That may be true. However, your board may still be faced with a request to accommodate an animal for a community member living in an HOA with a no pet policy. 

An obvious allowance would include seeing eye dogs for the visually impaired. However it is becoming more and more common for animals to be requested for psychological disabilities. 

What should you do when you are asked to provide “reasonable accommodation”? We asked the Mulcahy Law Firm for their advice. Check out this article to make sure your HOA Pet Policy is in compliance with the Fair Housing Act.

Managing Pet Related Noise Complaints in Your HOA

Most dogs bark, some more than others. Some dogs bark a lot! We’ve even heard of peacocks being too loud for their neighbors to bear. Whatever the noise disturbance, if you’ve shared adjoining walls or lawns with someone, you’ve probably experienced some form of noise disturbance or complaint.

If your neighbors can hear your furry or feathered companion, you can be sure that your HOA Board is hearing from them, too. (Homeowners, check out our tips for reporting a barking dog and remaining civil with your neighbors!) 

While a constantly yapping dog may be an obvious problem for one resident, it may seem perfectly acceptable sound to the owner? We compiled a must read list for Board members to consider when crafting a policy that is fair and manageable.

Creating good policy is an important step to managing noise related complaints. You can further support pet-owners in your community by providing tips and tricks to help them manage their furry friends barking. If you want to empower residents to increase the peace in your HOA, check out our blog with ten great tips to stop dogs from barking, and share it on your own blog, in your newsletter, or on a community notice board.

The Scoop on Poop

Where there are dogs (and possibly peacocks) there will be waste. Uncollected poop in yards is not only a nuisance, it can create complex and serious problems for your association. It’s important to consider waste management and the implications for your HOA when waste isn’t managed properly, when creating a Dog Policy for your HOA.

Use Common Sense and Know the Law to Keep Pets and Kids Safe in the Summer

We love living in Arizona, but there is no doubt that our summers are hot, and that can be dangerous for kids and pets who get left behind in hot cars. To address this issue, the Arizona State Legislature created a law that protects “good Samaritans” who rescue animals and children trapped in dangerously hot cars. There are important steps that need to be taken, however, to ensure that the rescuer is protected by the law. We encourage you to learn about the law and considerations, and to share it with your HOA Board and members.

Stay in Touch with HOA Link

If this article was helpful, consider downloading HOA Link, our mobile app! It’s the go-to option for homeowners to stay in direct communication with PDS. Homeowners can make payments, upload photos of structural needs and violation reports. HOA Link is available on iTunes for Apple and Android.

by /Dealing With Pets in the HOA, HOA Neighborhood Watch Group

Boosting Immunity through Exercise (at home!)

Did you know physical fitness is an immunity booster?

Regular physical activity is a great way to strengthen your immune system and help manage stress. Research shows that “fit individuals” — defined as those who partake in regular physical activity — have a lower incidence of infection compared to inactive and sedentary individuals. What’s more, being physically active may help reduce the risk of chronic diseases that could further weaken your immune system, including cardiovascular disease, diabetes and obesity.

So how does exercise help? First, physical activity helps flush bacteria out of the lungs, decreasing your chances of getting a cold, flu or other illness. Exercise also reduces levels of the body’s stress hormones, such as adrenaline and cortisol. Prolonged or chronic stress can negatively impact the immune system by reducing the body’s ability to defend against viruses and bacteria. Lower levels of stress hormones may protect against illness. Exercise also stimulates the production of endorphins — chemicals in the brain that are the body’s natural painkillers and mood elevators.

For at-home fitness essentials, San Jose Mercury News getting a set of yellow, green and red resistance bands (the colors correspond with varying levels of resistance). These can be used for back, bicep, triceps, shoulders and leg work. Looped bands to go around the calves or thighs, which strengthen the glutes and can help prevent knee and back injuries.

And don’t forget the streaming services, online resources and fitness apps! HuffPost editors have narrowed down their favorite stay-at-home services, many of which offer free trials. Many of the fitness apps are now offering even more lenient and affordable subscriptions to encourage people to stay active during these uncertain times.

So get your bands, download your favorite app or streaming service, and get moving! Ask a friend to join you and have a virtual work-out session together. Having a workout partner also help with accountability!

by /Building Community
Arizona Community Associations - Who's on Your Team

Who’s on Your HOA Team?

All communities are an ecosystem of sorts, and Arizona Community Associations are no different. Without a strong foundation, we cannot build towards a strong future, just as we cannot build a beautiful garden without rich earth.

PDS recommends working with your Arizona HOA Board to consider all of the people and expertise who work together to keep your community safe, balanced and healthy.

As we mentioned in our last blog, taking the time to recognize your local heroes, formal and informal, will pay back. Many people are active in their HOA Boards because they feel the benefit of caring for their neighbors. These same people will be extremely grateful, and feel additional ownership of their roles, when they are recognized for the work they are already doing. We want to keep community heroes happy!

When it comes to official roles, much of the same applies… Most people care about being noticed for the hard work they do. This applies to the folks who make sure your books are balanced, fair, and easily reportable, and the organizers who ensure our neighborhoods are cohesive and friendly.

There is a story about HOAs out there, that HOAs they are apathetic to their members. This story is rooted in experience from some HOA members… don’t let them be yours!

You do the hard work to make your Arizona Community Association a great place to live, and to thrive. The best way to ensure that the hard work you do makes a positive difference for your members is to pay attention to the drivers that we mentioned previously. This includes HOA Board members, as well as every person and organization that plays a part in the health of your community.

Take the time to recognize your Arizona HOA drivers! Here are some ideas:

  • Use social media to recognize community heroes
  • Take photos that highlight local businesses and share them on social media and in your newsletter
  • Recommend great helpers, whether they are volunteers or consultants
  • Give your members the opportunity to recognize board members who have been important to them, and highlight those who are recognized publicly.
  • Host a “meet the press” event in your community. Invite members of the local media for light hors d’oeuvres and drinks, to give them time to get to know your HOA board.

Taking the time to recognize the people who allow your Arizona HOA Community to thrive is essential to growing happy communities.

by /Building Community, Certified Association Managers
Sample HOA Pet Policies

Creating a Pet Policy for the HOA

An important issue for homeowner associations is creating and managing policies for pets. This can be a challenge for many reasons, including the fact that service animals and therapy animals are likely to become an important part of your HOA members lives, if they aren’t already.

Homeowners associations can develop their own rules for what kinds of pets HOA members can have, for example, as well as whether pets need to be “fixed” (spayed/neutered), the size or weight of animals allowed, whether pets must be leashed at all times, and more.

Here are some sample HOA pet policy ideas:

  • Allow only certain types of pets. (ex. only cats or only cats and dogs)
  • Limit the number of pets allowed in a home.
  • Require pets to be spayed or neutered.
  • Require pets to be up-to-date on rabies shots and other vaccinations.
  • Require all pets to be supervised.
  • Set rules for waste disposal. Dog waste in an Arizona HOA can lead to numerous problems, read 5 Facts About Uncollected Dog Waste in the HOA.

Service Animals

By definition, service animals are animals that work, provide assistance, or perform tasks for the benefit of a person with a disability, or provide emotional support that alleviates one or more identified symptoms or effects of a person’s disability.

As an HOA leader, it is important to understand the laws surrounding service animals, pet policies and your community, as well as the consequences of not accommodating residents according to law.

Assistance animals perform many disability-related functions, including but not limited to:

  • Guiding individuals who are blind or have low vision,
  • Alerting individuals who are deaf or hard of hearing to sounds,
  • Providing protection or rescue assistance,
  • Pulling a wheelchair, fetching items,
  • Alerting persons to impending seizures, or
  • Providing emotional support to persons with disabilities who have a disability-related need for such support

Creating a pet or service animal policy for your association can be a simple matter of establishing rules that allow human and animal members to exist together in peace… The above ideas are a great start!

If you haven’t already, we strongly recommend consulting legal counsel and creating a sample pet policy before the issue of pets in your HOA needs to be addressed, especially regarding service animals.

by /Dealing With Pets in the HOA, Rights and Responsibilities, Uncategorized