Category Archives: good neighbor

What Is Condo Common Area Etiquette? 

Does your condo association have common areas and amenities such as a pool, fitness room, game room, tennis courts, or an entertaining room? These are great “extra” areas that can be a positive aspect of living in an association. These amenities, while a bonus of living in an association, also come with certain etiquette rules. 

It probably goes without saying that there is a level of decorum that is expected in these areas. Does everyone who uses these amenities follow the same rules? Are they posted or just listed in the bylaws of the HOA? Let’s take a look at the common etiquette rules that apply when living in an association. 

Common areas exist as a perk of living in an association. In order to keep the community working harmoniously, it is probably a good idea to follow some common rules. 

The Pool Area

While this amenity is probably only open seasonally (unless you are lucky enough to have an indoor pool) the idea is that all association members need to share the pool deck and be aware of others while they are enjoying a dip. That means that everyone should clean up after themselves including things like: food wrappers, beverage containers, and towels that are brought to the area.

If you enjoy swimming laps, try to choose a time that allows for the least disruption. Conversely, if you have a gaggle of children with you, try to accommodate those who do not, and are trying to enjoy a moment of peace by the pool. In addition, always follow the pool rules including no running, diving, or use of glass containers. 

Fitness Areas

What a great bonus to community living! Going to the gym can be such a hassle… unless you have one right on the premises. To maintain this amenity for all community members, it is a good idea to be courteous to your fellow association members. Always wipe down your machines for cleanliness, be aware of how much time you are spending on each machine, and keep the noise to a minimum. Just like with the pool, take care of any trash or towels you have brought in with you. 

Entertaining Areas

This particular amenity usually has specific rules. Some communities have an entertaining room or club house that is available to “sign out” for special events or parties. Be sure to carefully inspect the regulations regarding using this area. Some associations allow to decorating, liquor consumption, and catering to happen in the area, but be sure to find out the requirements regarding hours you can spend there, as well as what needs to be done upon completion of your special event such as kitchen clean up, putting furniture back in the proper spots, and shutting off the lights. 

Looking for more condo etiquette rules? Check out Emily Post’s Advice Column of “Neighborly Manners” for more ideas.

be quiet

What Are Common Noise Ordinances In An Association? 

The duties of a Homeowners Association are commonly wide-ranging and include decisions on when to make repairs, improvements, and additions. Associations also establish rules and regulations to control aesthetics and unwelcome behavior. Among the common rules and regulations are noise ordinances that help keep association members from annoying neighbors with loud footsteps, barking dogs, or music. 

A noise complaint is often referred to as a “nuisance complaint.” That type of complaint is usually an activity that unreasonably interferes with the use or quiet enjoyment of another resident of their separate unit or exclusive use common areas. 

loud noiseWhat Causes Noise Complaints? 

The most common complaint in relation to noise is usually caused by hard surface flooring. When surfaces such as wood, tile, or stone are used, it can amplify noises related to walking, moving furniture, exercise regimens, and play activities. If your association is one that has units stacked on top of each other, this could be a major problem. Most associations have moved to using carpeted flooring to buffer noises from neighboring units.

Another frequent cause of noise complaints to an HOA board are the sounds that come from a parking lot. Cars, motorcycles, and trucks can be noisy. No one wants to be woken by the sound of a revving motor or screeching brakes. 

Then there are also noise complaints that center around general living noises such as: barking dogs, noisy televisions, and parties. These nuisance events could occur regularly or could be “one-offs.”

give feedback What Can You Do About A Noise Complaint? 

Unfortunately, noise is something that is somewhat difficult to define, and even harder to prove. Often, if a complaint is made to an HOA that involves only one neighbor, the situation could be a neighbor-to-neighbor conflict. If numerous complaints are filed with the HOA about recurring noises, then the board can usually act. 

The first action an association member should take is to ask the person creating the noise about the situation in a calm and rational manner. It is highly possibly the person may not be aware that the noise is disturbing other association members. 

If an association member doesn’t feel comfortable doing this s/he should then ask the board for clarification about the noise ordinances. Often the board will put out a reminder about loud cars, parties, and common area noise to the entire association before taking action against a particular unit.

If the noise issue does not get resolved, the board and the association members may request mediation. Here is where things get tricky. Does the noise ordinance proclamation supercede the local or municipal ordinances regarding noise? Each area is different, so you will need to check with your board to see how it works in your area. 

Check out the common noise ordinances in your area and let us know how noise complaints are handled in your associations. Leave us a comment below or check us out on our social media

 

Parking Issues in an HOA 

What’s one real hot button issue in homeowners associations? Remarkably, a truly contentious topic tends to be the application of the rules and regulations dealing with parking and parking spaces within the community. It may seem like a minor problem to some, but to many unit owners it can become a hassle that can cause tension within the community, and between neighbors. 

What Are Typical HOA Parking Rules? 

Most homeowners associations clearly spell out the rules and regulations for parking, but if they don’t, the executive board may need to tighten up the language in the governing documents. 

Common parking rules include a list of where parking is not allowed. Those areas could include: handicapped spaces without a permit, loading zones, guest-only parking, or fire hydrant access areas. They are ordinarily marked with signage to indicate the violation area.

Governing documents also typically regulate what types of vehicles can use the parking areas. For instance, some HOA prohibit commercial vehicles or oversized personal vehicles such as: work trucks, RV’s, junk vehicles, trailers, campers, and boats. The basic premise of this rule is to maintain the high standard of appearance of the community. 

Another concept that the HOA governing documents may mention in regards to parking is the problem with abandoned vehicles. Some HOA communities prohibit owners from parking in a particular spot for longer than a specified amount of time which could be 24 hours or something similar.  Often the basis for this is to ensure that HOA members are not parking abandoned vehicles on the property for an extended period of time.

As you can see, most HOAs have rules in place to regulate: what types of vehicles are allowed (commercial, recreational, etc.), where members may park, and how long a vehicle may be parked in one spot. Enforcing these rules then becomes the problem of the governing board of the HOA. 

Enforcement of Parking Rules 

Within the private roads and parking lots of a community, an HOA board can issue warnings, serve tickets, and in some cases tow an offending car. Not all HOA boards will be as strict as towing or involve serving tickets to their community members, but all too often, they will need to remind owners of the rules and the consequences of not following said rules. 

Do you have a parking issue in your community? How was it handled? Were you satisfied with the results? Questions or comments? Contact Thayer Associates on our contact page or call us at (617) 354-6480

 

Handling a Hoarding Situation

According to the Mayo Clinic Hoarding Disorder Department, hoarding is a disorder characterized by persistent difficulty discarding or parting with possessions because of a perceived need to save them. Understanding the emotional, physical, social, and financial impacts of this disorder is one thing. For property managers and HOA boards, this disorder takes on legal implications as well. Let’s take a closer look at what hoarding is and how living communities deal with it. 

What is Hoarding? 

The hallmark of hoarding is the collection of items such as newspapers, magazines, sale items, mail, photographs, keepsakes, food, clothing and, in some cases, animals. As with any illness, hoarding can range from mild to severe. Most people with a hoarding disorder may not see it as a problem, which makes treatment a challenge. 

Some of the symptoms that distinguish this disorder include: 

  • Excessively acquiring items that are not needed or for which there’s no space.
  • Persistent difficulty throwing out or parting with your things, regardless of actual value.
  • Feeling a need to save these items, and being upset by the thought of discarding them.
  • Building up of clutter to the point where rooms become unusable.
  • Having a tendency toward indecisiveness, perfectionism, avoidance, procrastination, and problems with planning and organizing.

When the Problem Occurs in a Community

Scientific American estimates that between 5-14 million American adults currently struggle with compulsive hoarding disorder. For most of these people, the struggle plays out in the privacy of their own homes. In those situations, family and friends deal with the hoarding mess. 

For those hoarders who find themselves living in an association such as a condo or apartment complex, the issue becomes apparent to neighbors who may take issue with the problem. One of the first things a homeowners association will do when facing a hoarding complaint will be to determine if the situation is indeed impacting the health and/or safety of unit owners around them. 

Determining if a unit owner is merely cluttered or indeed a hoarder, can be difficult. Property managers and HOA boards often look at the following questions to determine the difference. For example, does the hoarding collection block emergency exits or doorways? Does the hoarding interfere with ventilation or sprinkler systems? Is the hoarding attracting pests through improper food storage? Is the situation creating a hazard for other residents? If the answer to any of these is yes, then the board and/or property managers will need to take action to ensure the health and safety of all who live in the community. 

In most states, the landlord and/or HOA has a responsibility to provide a habitable and safe dwelling. This duty is often referred to as the “warranty of habitability” and is implied in nearly every standard HOA governing documents. In exchange, most states require tenants to keep their units “clean and sanitary.” 

If there is a hoarding situation in your community, you will want to inform the HOA board of your concerns so they can take up the issue with the individual unit owner and determine if legal action needs to be taken. 

Does someone in your HOA have a hoarding situation? How does the board handle it? Contact Thayer Associates on our contact page or call us at (617) 354-6480

 

The Hatfields and the McCoys: Diplomacy is Best in a Time of Conflict

The names Hatfield and McCoy are synonymous with feuding clans that dates back to the time of the Civil War. It was believed that the McCoys were Unionists and the Hatfields were Confederates with obvious opposing views. These American Appalachian mountaineer families carried on a legendary feud that has made its place history so much so that whenever there is a conflict, even in today’s society, the names are still mentioned. 

What Should I do If I am Involved in a Conflict? 

Solving conflicts may not be the easiest situation to deal with but there are usually guidelines that your homeowners association (HOA) can follow in order to resolve the conflict before it becomes a Hatfield vs. McCoy situation. 

After an event or dispute, the first thing that happens when one of the parties involved wants a conflict resolution is that one person must initiate the dispute resolution process to get the ball rolling. The process is probably laid out in the governing documents under what to do if you have a complaint or want to resolve a dispute. A written request will trigger the process. It is common for a member of the association and any owners involved in a dispute to be identified as the parties that will be actively participating in dispute resolution.

After the written request for a meeting, it is common that both parties come together to voice their concerns and their hopes to find a remedy to the situation. The location of the discussion is usually a quiet, neutral location where issues can be talked about at length and with the governing rules in mind. The ultimate hope is that the two parties will come to an agreement and resolve the issue or issues during the meeting. 

What if a Resolution is Not Found? 

If the meeting does not seem to solve the issue, then usually a third party will be requested to mediate the conflict. The third party must be neutral and able to present a resolution that takes the concerns of both sides into consideration. This resolution will be put into writing at the conclusion of the meeting.

This all sounds plain and simple, doesn’t it? Well, when emotions are involved nothing is so simple. That is why it is so important for HOAs to have a solid and experienced executive board that can come together and mediate these events. If you find that conflicts are not being met head-on in your community, then you may want to suggest a conflict resolution meeting or a mediator to resolve the situation. 

Importance of Year-Round Property Maintenance

One of the biggest perks of living in an association is not having to deal with the general property maintenance that individual homeowners deal with. Think about all that time that has been freed up since you don’t need to think about all that upkeep and regular care. As a part of a community, the HOA (and your monthly dues) usually takes care of each season’s specific tasks. It is important to have the regular care of a property maintenance crew to handle what Mother Nature hands us each season here in New England. 

Top-notch, maintenance can help create a positive first impression, keep the area clean and tidy, allows for the safety of residents, and allows for unit owner’s satisfaction that they are living in a well-cared-for area. 

Every season brings with it new areas and equipment that should be inspected, cleaned, repaired, or replaced. Here is a guide to what your property maintenance team may look out for the association in your community. 

Fall and Winter 

The fall season is one of the busiest times of year when it comes to maintenance needs. In order to prepare for the winter season, much of the building and grounds must be surveyed for possible hazards. For example, all gutters and overhanging branches should be cleaned out and trimmed back respectively. Outdoor pools should be closed and locked down for the season. Outdoor patio equipment should be cleaned and stored until spring. Final plans for snow removal should be completed at this time, whether it is hiring an independent contractor or using the maintenance crew at the association. Make sure you have all those ducks in a row. 

During the winter, the pipes should be examined in common areas to be sure there is no possibility that they will freeze as the temperatures dip even further. One of the main jobs of maintenance during the winter months is watching the weather carefully to be sure that all walkways, driveways, and roads within the community are cleared and safe for residents to use. 

Spring and Summer 

And just like that, winter disappears and maintenance crews are no longer worrying about road salt and shoveling, but rather about planting and landscaping the community so that it has a first-class curb appeal. 

Spring and summer is the time to take inventory of repairs that need to be done after the winter ravaged roofs and other areas of the community. Pavement may need repairing after the salts and plows created cracks or holes. In addition, summer is the time to tackle major renovation projects that will need nice weather and time to complete. 

Maintenance is a year-round job that allows for the smooth running of any association and community. Learn more from HOA Leader online about the maintenance you hope to support in your community. 

 

Ready to Move into a Community with an HOA? 

Are you thinking about packing it all up and moving to a community that has an HOA? Communities that have a Homeowners Association have a ton of advantages including the amenities, freedom from landscaping the lawn every weekend, and being in a secure environment. If you are new to community living, you will want to be aware of some aspects that come with this type of community. Here are some of our tips for your move. 

Understand the Rules of Your Community 

Living in a community is different than owning your own property or home. It is important to note that there are rules and bylaws that govern each community. You will want to ask specific questions when considering a move to see if you and your lifestyle are a good fit. For example, ask about rules concerning pets, smoking, parking, guests in the amenities areas, noise restrictions, rules on renovations, and the list could go on and on. Carefully read all Governing Documents before you decide on purchasing in a community. 

Understand the Insurance Differences

You probably already know that there is a master insurance that covers all exterior aspects of your building and common areas in your community. But what you may not realize is that you must also have individual insurance to protect the items within your own unit. Be sure to talk to your agent so there are no gaps in coverage. 

View the HOA Budget

Where a community spends its money can tell you a lot about what is valued. Ask to see the budget, which should be available from any HOA Board members. Look to see how often maintenance is completed on common areas, amenities, the roof, exterior structures, painting, landscaping, and paving the parking areas. 

Engage with the Community 

Ask about community events, how the pool or gym works, and find out if there is an association email that you can get your name on so that once you move in you will begin feeling like you are a part of the community. 

Know Who to Contact 

Unlike owning your own home, when there is a problem you will need to know who to contact. Get a list of board members as well as a contact person who can tell you whether you are responsible for calling a repair person or whether the association will deal with it. Usually, if the problem occurs in your unit you are responsible, while outside it is the responsibility of the association. However, there are questionable times like if there is a roof leak, water pipe burst, electrical problem and so on. 

Are you preparing for a move to an association? Here are a few sites to examine when dealing with a move that can help you out. Good luck and welcome to your new community! 

 

Protecting Association Data from Cyber Crimes

In our last blog we examined the physical security needs of homeowners associations and how screening, communication, surveillance, and access limitations can bring peace of mind to homeowners. This week, we are looking at some of the steps an HOA and Condo associations can protect their communities from cyber crimes.

Think about all the information that a condo association has at its fingertips. The data kept for Board of Director purposes and billing purposes may include each homeowner’s name, address, phone number, email, bank check routing number, tax information, credit card number, and probably social security number.

Given the scope and depth of the data that a homeowners association has, it would stand to reason that there would be many layers of security to protect that data. Unfortunately, many HOAs do not have the resources to protect sensitive data as they should.

Knowing that defenses may be down in a small business like an HOA, hackers have been known to attack in some common ways. Here are a few questions to consider when arranging your HOA cybersecurity measures.

Who should have access to the data?

Cyber experts believe that HOA boards should determine exactly who can gain access to sensitive data and who will not be given access. Keep the list of people who will have access to only those who will need it to deal with finances and condo owner issues. In addition, HOAs should limit where the data can be accessed. Unfortunately, an association’s odds of falling victim to a successful data breach increase every time someone downloads association information and stores it on their personal computer.

 

Is there an IT consultant who can help?

Every HOA should have an expert they can call upon when there are questions about things like firewalls, dual authentication, passwords, backups, and how to maintain security for the HOA server. An HOA can hire IT experts on a full-time basis, or as contractors. This person can train personnel as to what to look for in suspect or malicious emails, viruses, and security breaches.

 

What type of cyber insurance does your HOA have?

Board members for your HOA should routinely check with their condo insurance broker about the community’s potential cyber risks and what type of cyber insurance coverage may be appropriate for your association. Known also as cyber liability, cyber risk, or data breach insurance, this type of liability insurance protects the HOA in the event of data breaches, viruses, network attacks, computer theft, and other losses or compromises of the HOA’s computers, network, or websites.

Cybercriminals only need to see a small vulnerability to make their way into your HOA data. Do you have a strong security protocol for your association? For more information contact Thayer & Associates, Inc., AMO at 617.354.6480 or visit our website.

 

How Secure Is Your Homeowners Community?

New England, and Boston in particular, is a pretty safe place to call home. Unfortunately, no community is immune to crime. Burglars are always looking for vulnerabilities and cracks in security systems to infiltrate and take advantage. This is true in single-family residences, apartments, and condos as well. Security, therefore, is one of the main tasks of a solid homeowners association.

If you live in a condo in the Boston area or in the surrounding communities, how secure do you feel your condo association is? Do you feel safe walking at night, visiting common areas, or navigating the parking lot? These are all things that can point to good security within an association. Let’s take a closer look at some of the security protocols your association can and should be maintaining for the safety of all who live in your community.

 

Smoke, Fire, and CO

It is imperative that an association understand and maintain these three security practices when designing and building a condo complex. It is the board’s duty to maintain, repair, and replace common area security for smoke, fire, and carbon monoxide detection. Compliance for these fundamental security steps is mandated both locally and federally.

Screening Vendors

Most condo associations have common areas that are maintained by outside vendors. For example, vendors are used to maintain elevators, landscaping, pools, gyms, and gardens, as well as to paint, and repair the exterior areas. HOAs should regularly screen the vendors to make sure they have the proper permitting, licensing, and insurance. Many HOAs make it a policy to inform owners when a vendor will be on the property and for what reason. This screening and communication can give owners a sense of security when they find repair personnel around the grounds of their building.

 

Access and Surveillance

No one likes a security camera watching them at every turn, but they are a big deterrent for criminals who do not want to see their crime on the nightly news or social media. Surveillance cameras can be a great deterrent in both interior and exterior common areas. In addition, many HOAs have access keypads that make common areas accessible to only community members. Include well-lit walkways, driveways, and ancillary parking lots and condo owners will have peace of mind when they are at home.

What are some of the security protocols that your association uses? What protocols do you feel are missing. Join in the conversation in the comments below. The next blog will take a closer look at digital security for association data. If you have questions about security in your HOA, call Thayer & Associates, Inc., AMO at 617.354.6480 or visit our website.

 

Selling Your Condo? Learn How Paint Can Help!

Looking to sell your condo and want to get the best price possible without breaking the bank on improvements? Paint may be just the trick that can help you sell fast and for the price you want.

According to online real estate listings like Zillow, there are 920 condos for sale in and around Boston (as of this writing). With the median price of single home properties has increased by 44% in the past five years, many young people are hoping to step into the real estate market through a condominium purchase.

This is good news for Bostonians hoping to sell. However, there are still some things that you can do to help make your condo stand out from the rest when potential buyers come for an open house. If renovating your kitchen or bath is not in the cards due to budget or time, then paint may be a great option to make your condo look and feel fresh and new.

Painting is one of the less expensive and most impactful improvements you can make as you prepare your condo to sell. Here is why:

Fresh Paint Gives Positive First Impressions

A fresh coat of paint can be a positive first impression to house hunters. The largest square space of any home are the walls and ceilings. If there are chips, stains, scuff marks, or peeling paint, the potential buyer could be turned off. A new coat of paint can give a room a new look that appeals to many buyers. Making a good first impression is important since most buyers make up their minds within the first few minutes if they are even going to consider your condo a potential option.

Fresh Paint Means A Well Maintained Home

Paint has a way of conveying a message to potential buyers that the home is well maintained if it shows no signs of wear-and-tear. Buyers like to know that the interior of a condo has been properly cared for and well-painted walls, ceilings, and trim communicate that message clearly.

Proper Colors Let in Natural Light

House hunters today are looking for light and airy spaces to call their own. Even if your condo is not especially light-filled or airy, paint can help make it feel that way. Choosing light or neutral colors can lighten up a space, and make it feel more open. Cover up dark paints that can close in a room or make it feel dated or small.

Paint Appeals to a Wide Range of Tastes

In order to make your house appeal to a large number of potential homebuyers, painting interior walls with neutral paint colors is advisable. Neutral colors like white, beige, tan, and cream provide a blank canvas for homebuyers. Try not to pick a color that is trendy, or may be off-putting to certain groups. Outdated paint colors negatively affect the overall appeal of your real estate property, so a new coat of paint modernizes and updates your home.

While it is hard to estimate the return on your investment when it comes to painting, realtors do agree that it is worth the time, effort, and cost to have a fresh coat of paint on the interior of your condo before placing that for sale ad. Check with your association and your realtor before beginning any improvements so you can make the most of your budget and efforts.