COVID-19 has changed the way we live in ways no one ever imagined. To say that the disease took the world by surprise would be an understatement. No one saw it coming. Everyone scrambled to keep up with the sudden changes it brought upon the world. Homeowners associations, for one, had to implement immediate changes to keep their respective communities safe from the threat of the novel coronavirus.

In general, every homeowners association across the nation has an emergency and disaster preparedness plan already in place but when COVID-19 hit, no one was prepared for it because no one saw and understood the scope of damage it could do. HOAs knew they had to make changes in order to keep their communities safe. Below are some of the points they considered to update their disaster and emergency preparedness plan amidst COVID-19:

1. Follow CDC and WHO recommendations

The first thing HOAs did was to follow the basic health and safety recommendations of the CDC and WHO. Every homeowner-member within their jurisdiction were asked to do the following: wear a mask when stepping outside, frequent hand-washing with soap and water for at least 20 seconds, limit trips outside the home (going out only when absolutely necessary), and practice physical distancing.

In addition to these, HOAs also implemented a “no-guest” policy where guests from outside the community aren’t allowed to visit except in emergency medical situations. Public amenities were also closed: swimming pools, gyms, and parks

2. At-risk residents are identified

At the onset of COVID-19, the WHO and CDC identified at-risk individuals as those who are aged 55 years old and above. In response to this, HOAs too identified vulnerable residents within their community and implemented additional regulations to keep them safe. These additional recommendations generally included fully restricting trips outside, which means they will rely on their household members or caregivers to procure supplies and other necessities for them. Medical appointments may also be restricted to at-home visits by their healthcare practitioner.

3. Evacuation

In the event of a disaster or emergency where residents need to be evacuated, HOAs must develop an evacuation plan that will still keep the residents safe from COVID-19. That means evacuation plans need to still strictly follow health and safety protocols recommended by the CDC. The biggest challenge is maintaining physical distancing during evacuation and after when residents are already gathered at the designated evacuation center/location.

These are only a few changes and considerations HOAs made to keep their residents safe in this time of the pandemic. Emergency and disaster preparedness plans may be updated from time to time to keep up with the new changes brought on by the pandemic.

One of the biggest changes that the pandemic has brought on everyone is physical distancing; that is, keeping yourself at a safe distance from everyone else. This means no close, physical contact with anyone outside of your household, which dramatically changed how businesses ran operations, and how goods and services are purchased and delivered. In the HOA landscape, this also meant limiting physical contact with the board and the community.

What changes did homeowners associations make in order to fulfill their duties? Here are some of them:

1. Virtual meetings

Much like everyone else, HOAs too had to learn to adapt to online platforms for their day-to-day tasks and needs. Virtual meetings are scheduled and subsequently held to discuss important HOA matters, especially those relating to the pandemic and how to keep the community safe. Quarterly meetings

that were once held inside the HOA office are now conducted online. Emergency meetings are also held online.

The challenge here is having a platform that allows all homeowners to attend the meetings as well if they do so wish. Some HOAs provide the option of audio participation to allow more members to join the meetings.

2. Settling disputes between neighbors

In the past, disputes between neighbors were resolved following a step-by-step protocol, which generally involves filing a complaint, sending a notice to the defendant-member, conducting separate interviews, interviewing witnesses (if applicable), and finally, conducting a hearing to hear both sides at the same time. The pandemic has changed all this. Complaints and notices are sent online, and interviews and hearings are conducted online as well. Disputes then could take longer to resolve during the pandemic.

3. Voting and elections

For issues that need votes from the board and/or household members, as well as elections of HOA board directors and members, ballots are sent to each household and picked up by the HOA representative or dropped off by the homeowner at a designated drop off area. In general, anything that needs to be voted anonymously will be done through house-to-house ballot-voting instead of the usual ballot-voting at the HOA office or community center.

Apart from house-to-house, mail-in ballots, some HOAs have also provided their community with an online portal for electronic voting.

While in-person or face-to-face meetings, elections, and such are now allowed, physical distancing regulations should still be strictly followed. HOAs must then ensure that personal attendance for public meetings or hearings will still be at a limited capacity.

Homeowners associations 

are, to a certain extent, responsible for the general well-being of the community they serve. That said, they have to ensure that every household within their jurisdiction is well-informed about COVID-19, specifically, health and safety protocols mandated by their state or region. So for instance, HOAs in California should have informed their respective communities about the Stay at Home Order signed into effect last December 5, 2020. Such regulations are important to know because related violations could mean penalties for the HOA and the member in question.

What other things should HOAs do to help their community cope during the pandemic? Here are some of them:

1. Financial relief

The pandemic has negatively impacted everyone’s finances and homeowners associations understand this. That’s why many of them have provided and still are providing some form of financial relief to their homeowners. These could include non-eviction of delinquent tenants, relaxed payment terms for delinquent members, and temporary reduction of HOA fees.

2. Keeping members updated on COVID-19-related news and information

It’s important for everyone in the community to be well-informed about COVID-19, particularly, facts and data about community transmissions, new and/or mutated coronavirus variants, regional and state-wide regulations, and other such important information. By keeping members informed, everyone will be made aware of new threats or risks, or regulations that should be followed, so they can act and take steps accordingly.

3. Staying on top of HOA-related laws

There are certain HOA laws that will take effect in 2021 to protect both the homeowners and the association. Some of these include rental restrictions, which prohibit HOAs from turning down renters (“unreasonably restrict”), except short-term renters, and limiting the number of rentals in their community. For rental restrictions, HOAs are given until the end of December 2021 to draw-up new governing documents to incorporate these changes.

4. Regular site inspections for cleaning and disinfecting

It is the HOA’s responsibility to keep all common or public areas in their community safe for all homeowners, especially during the pandemic. Safety measures at this time focus on ensuring all surfaces and “touchpoints” are regularly cleaned and disinfected, which include door handles, elevator buttons, and handrails.

5. Health and safety reminders posted in high-visibility areas

Printed health and safety reminders are posted in public and high-visibility areas. Some HOAs use graphics and images to make these reminders easier to understand and remember even for kids. These health and safety reminders are also evaluated from time to time to see if additional tips should be included or some items changed.

To say Christmas is different this year is an understatement. COVID-19 has turned the entire world upside down and with it came changes that no one saw coming. Among the things that drastically changed during this time of the pandemic is how special occasions and milestones are celebrated. This Christmas season, homeowners associations may allow celebrations in their communities but with a few restrictions to minimize the risk of contracting the coronavirus and keep everyone safe.

Here are a few HOA tips on how to celebrate Christmas or other special occasions for that matter without increasing your risk or exposure to the virus:

1. Follow CDC guidelines

The Center for Disease Control and Prevention has been on top of the situation since the onset of the pandemic. They have been providing guidelines on practically everything that has to do with keeping everyone safe while going about their business. With that said, HOAs should remind their homeowner-members to strictly follow CDC guidelines on celebrations.

2. Celebrate with household members only

Household members are those who live in the same house with you, which could be your immediate family and other relatives. As much as possible, it is advised that celebrations should be held among household members only as each of you follow the same health and safety protocols, and you are all aware of each other’s comings and goings.

3. Keep gatherings down to a small group only

If it really can’t be helped, and you must invite a few people over, make sure to keep the guest list to a bare minimum. In other words, make the gathering small. And since you will be inviting people from other households, you all must follow the general safety protocols recommended by the WHO and CDC: wear a face mask (and a face shield, if possible), always wash your hands with soap and water (make sure to scrub your hands for at least 20 seconds), and sneeze in the fold between your arm and elbow. Remove your mask to eat and drink, and wear it afterwards.

4. Celebrate outdoors

One of the latest findings about the novel coronavirus is that it can infect other people through airborne transmission. And airborne transmission poses a higher risk in enclosed spaces, so for small gatherings, it is strongly advised that you hold it outdoors for better air circulation, if possible. Make sure to double-check with your HOA about outdoor gatherings at this time.

5. Practice physical distancing

If you’re inviting guests, make sure to practice physical distancing (at least six feet apart from one another at all times), so arrange seats in a way that will make it easier for everyone to keep their distance.

Also, do not hesitate to un-invite those who are feeling sick on the day of your small party.

The holiday season in 2020 may not be as fun and festive as the previous years, but this shouldn’t stop you and other homeowners in your community from celebrating the most wonderful time of the year. Putting up a few holiday decorations might just get you and your neighbors in a more festive mood. Before you do any decorating, however, it is best to check with your homeowners association about regulations on holiday decorations in your community.

Common rules for holiday decorating in HOA-regulated communities

HOAs ensure the communities they serve keep a certain standard to protect property values, maintain the exclusivity of the neighborhood, and basically ensure the community remains a thriving, nurturing, and safe environment for its homeowner-members. That said, they do have a say in what homeowners can and cannot put up in front of their homes, on their roofs, and other exterior areas when it comes to holiday decorations.

1. Nothing loud and gaudy

Keep in mind that any decoration that will ruin the aesthetic appeal of the entire community is prohibited. This might mean no loud and gaudy decorations. Everything has to be tasteful. So it’s best to check with your HOA about the decorations you wish to put up before actually installing them to save you time and effort in case you will be asked to take them down.

2. Follow schedules

HOAs regulate when homeowners can finally put up their holiday decorations and when they need to take them down. Usually, homeowners can start decorating their exteriors at least one month before Christmas and remove them no later than two weeks after the holiday.

Homeowners also need to be mindful about the specific times of the day when they can turn on their Christmas lights and when they need to turn these off.

3. Be mindful of fire hazards

If you’re putting up a real tree, make sure to keep it away from the fireplace, radiator, and other fire hazards. Also make sure that the tree doesn’t dry too much that it turns into a fire hazard, so regularly check the tree stand and make sure that it has enough water at all times.

4. Keep decorations within your property

Last but not the least, when installing your decorations, make sure none of these cross-over to your neighbor’s. Keep those holiday decorations in your own home; meaning, refrain from decorating common areas (at least without the consent of the HOA).