Creating an Effective Flooring Policy

Ever felt like the upstairs noise is getting out of hand, with loud thuds and relentless furniture rearrangements? It might seem like your neighbors are causing the ruckus, but the real issue could be the building's flooring structure. This challenge is common for community association boards and property managers, particularly in high-rise buildings where flooring can make or break peace and quiet. Instituting soundproofing measures, proper approval processes, and allowed flooring types can go a long way in maintaining harmony.

Here's a step-by-step guide for association board members to create a robust flooring policy.

Review Community Guidelines

Start by examining the existing community documents. These should outline permissible flooring types beyond carpeting, required soundproofing standards, and the process for amending rules to allow alternatives like hardwood floors. There should be a streamlined process for residents to submit flooring plans, including details about materials, soundproofing standards, and contractors.

Identify Policy Writers

Often, flooring policies are drafted by developers, attorneys, and board members without input from experts like acousticians and architects. Involving such professionals ensures that policies are practical and future-proof. For instance, experts can assess if new flooring should meet the original floor's sound rating—a stipulation that's not always reasonable. Factors like building plans and construction impact sound transmission, and professionals are equipped to evaluate these aspects. They can also advise on whether certain materials, like hardwood or tiles, would disrupt residents' comfort based on unit separation.

Set Up a Construction Approval Process

Many homeowners enjoy DIY projects, but improper techniques and materials can lead to increased noise. Require residents to submit their flooring plans to both the board and experts for review. A sound technician or flooring expert should evaluate the proposals, covering materials and anticipated acoustic impacts. Verify the contractor's credentials, seeking licenses, references, and customer feedback.

Create a Complaint Procedure

Even with vetted projects and approved materials, complaints may arise. Establish a complaint procedure to address residents' concerns effectively. Knowing there's a clear process for handling grievances assures residents their issues will be taken seriously and that constructions meet standards.

Finalize and Distribute the Policy

Engage the association attorney to review new or updated policies before they're published in official documents like "House Rules" or construction applications. Once approved, distribute the policy widely through the association's website, social media, and emails. Host meetings or seminars to discuss the policy, ensuring comprehensive communication of rules and regulations. This approach helps the HOA board effectively disseminate information, saving time and resources for everyone involved.