Handling a Pandemic: Guidance for Your HOA Board

Managing crises effectively, especially during a pandemic like COVID-19, is crucial for any HOA board. When unexpected situations arise, it's important to ensure the community's well-being is at the forefront of decision-making. Maintaining the safety and security of all residents should always be the top priority.

Here are key considerations your board should discuss with relevant stakeholders:

Emergency Protocols and Standard Operating Procedures

In the event of a crisis like COVID-19, having a standard operating procedure (SOP) is vital. This should include essential contact information, communication strategies, and clear actions the association should take in emergencies. If no SOP exists, seek guidance from your management company to develop suitable protocols for your community.

Access to Common Areas and Amenities

Review the usage of shared amenities based on the circumstances. It may be necessary to temporarily close certain facilities or enhance cleaning services to ensure these areas remain sanitized. Decisions about amenities should be communicated efficiently, with some large communities having already decided to shut down areas like restaurants, spas, and recreational facilities temporarily due to COVID-19. Stay in touch with your management company to ensure effective communication of any changes.

Enhancing Sanitation with Additional Cleaning Services

Minimizing exposure is one of the most effective ways to prevent illness. Therefore, ensuring thorough sanitation is crucial. The CDC highlights the importance of cleaning and disinfecting frequently touched surfaces daily. Work with board members to discuss whether raising cleaning standards or securing additional services is necessary. Consider installing extra hand sanitizer dispensers in shared spaces.

Board Meetings and Remote Access

Consult legal counsel regarding any potential changes to mandatory board meetings and ensure compliance with state regulations. If necessary, explore remote meeting options. Utilize resources like FreeConferenceCall.com or Zoom.info to facilitate these virtual meetings, with assistance from your management company.

Effective Communication with Residents

Clear and consistent communication is essential during any community-wide emergency. Keep residents informed about any updates, particularly concerning event cancellations, amenity closures, and policy changes. Collaborate with your management company to produce and distribute board-approved communications effectively throughout the community.