The Christmas holiday season is an exciting time, but it also brings unique challenges for condominium, homeowner (HOA), and townhome community associations. It’s important for board members, community leaders, and property managers to recognize the diverse celebrations observed by residents including Christmas, Hanukkah, Kwanzaa, and other cultural or religious holidays. Effective planning and proactive measures can help ensure smooth operations and maintain a safe and enjoyable community.

Below are eight considerations to navigate the winter holiday season in community associations.

 

1. Managing Package Deliveries in Condo Buildings

With online shopping at its peak during the holiday season, condominium buildings often face an influx of packages. To address administrative, security, and liability concerns, board members should consider:

  • Designating dedicated package storage areas
  • Notifying residents about best practices for package pickup to prevent overcrowding
  • Adding temporary package handling staff or volunteers to manage increased package delivery and storage
  • Adding package storage fees to offset staffing and package management expenses
  • Utilizing a third-party service for resident package drop-off and pick-up

 

2. Snow Removal and Ice Management

In areas impacted by snow, ice, and freezing temperatures, inclement weather combined with increased community visitors can pose safety concerns. Two best practices include:

  • Confirming the availability of the association’s snow removal services, especially in anticipation of high-traffic periods
  • Issuing reminders to association members about being cautious when walking in parking lots and pathways

Additionally, ensure that snow and ice removal vendor contracts have been reviewed by the association’s attorney to ensure the agreements address potential property damage claims, insurance coverage, and do not open the community to liability.

 

3. Holiday Lights and Signs

While decorations add to the festive holiday spirit, community associations should address lighting policies to ensure clear guidelines on where and how holiday lights can be displayed without causing disturbances or safety hazards.

Also reiterate regulations regarding holiday signs to prevent disputes, including:

  • Design (ex. excessively flashing lights could be disruptive to neighbors)
  • Size (ex. decor that is too large can obstruct views and potentially be dangerous)
  • Location (ex. avoid holidays decoration on utility poles or electrical cords that extend over sidewalks)
  • Timeline to remove holiday decorations and lights

 

4. Vendor Availability During Holiday Time Off

Board members and property managers should plan ahead to ensure that essential services like electrical vendors and security staff have backup options if primary vendors are on vacation.

For example, frozen pipes are a common issue during the winter holiday season as colder temperatures can cause water in pipes to freeze and potentially burst. This can lead to costly damage and urgent repairs. Proactive planning for these situations is essential to avoid delays in securing emergency plumbing services when primary vendors may be unavailable during the holidays.

 

5. Parking Rules and Visitor Management

Holiday gatherings can lead to significant parking challenges in associations, particularly in communities with limited or dedicated parking spaces. Board members should recognize that residents often have more family, friends, and visitors during the holiday season, which can increase demand for parking. To prevent issues, it’s crucial to remind residents to inform their guests about association parking rules. This could extend to parking lots, parking garages, deeded parking spaces, loading or unloading zones, etc.

Additionally, implementing a system for visitor parking permits or designating overflow parking areas during peak holiday periods can help manage the influx and reduce potential disputes or violations.

 

6. Waste Management and Recycling

With the increase in package deliveries and holiday waste, garbage pick-up and recycling can become more challenging. Several best practices include:

  • Coordinating with the association’s waste management and recycling services for additional pickups if possible
  • Reminding residents about recycling rules including where and how to dispose of large items like Christmas trees and gift boxes
  • Encouraging owners to break down boxes and properly bag their trash to avoid overflowing dumpsters or bins

 

7. Noise Complaints

The holiday season is a time of celebration, which often means more social gatherings and parties. These events can also lead to noise issues that disrupt neighbors, potentially leading to conflicts within the community association.

Before the holiday season kicks off, send newsletter reminders or create community posts to remind residents about existing noise policies. This can include the association’s quiet hours and acceptable noise levels. Also encourage homeowners to inform their immediate neighbors if they plan on hosting a holiday gathering that might exceed normal noise levels. A simple notice can go a long way in preventing misunderstandings.

 

8. Managing Common Areas

To ensure common areas remain safe and enjoyable for all residents and their guests, community association boards should consider the following steps:

  • Conduct safety assessments: Examine playgrounds, walkways, and recreational courts for potential hazards such as loose equipment, uneven surfaces, or inadequate lighting.
  • Schedule maintenance checks: Inspect community amenities like gyms, pools, and clubhouses to identify any maintenance needs.
  • Send out communication: Notify residents of any scheduled maintenance or temporary closures to manage expectations and minimize inconvenience.
  • Reiterate usage guidelines: Remind owners of association rules and etiquette for using common areas, especially during the busy holidays.


Legal Resource

Preparation is key to managing the Christmas holiday season smoothly in community associations. By planning for potential challenges and maintaining clear communication, board members and property managers can foster a safe and festive time for residents.

Questions about parking rules in your community association, holiday decoration regulations, owner disputes, or other legal issues? Do not hesitate to call 855-537-0500 or visit www.ksnlaw.com.

Since 1983, KSN has been a legal resource for condominium, homeowner, and townhome associations. Additionally, we represent clients in real estate transactions, collections, landlord/tenant issues, and property tax appeals. We represent thousands of clients and community associations throughout the US with offices in several states including Florida, Illinois, Indiana, and Wisconsin.

 

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