Effectively Communicating Closing HOA Amenities

Effectively Communicating with Owners about Closing
HOA Amenities during COVID-19 

HOA Boards have the responsibility to manage their HOA’s amenities.  Due to the ongoing pandemic, many HOAs find themselves in the unique position of having to close amenities for health safety reasons or regulate how their amenities can be used by the Owners, in compliance with city, state, and federal health guidelines during the pandemic.

HOAs are having to make hard decisions to either close or put restrictions on HOA facilities, such as clubhouses and pools.  Managing these amenities the correct way during COVID-19 will demonstrate to Owners that the Board cares about their safety while also showing great leadership.

Suggestions for Communicating Board Decisions to Owners

A clear system of communication from the Board to the Owners will make the potential closing of HOA amenities go smoothly. The following are suggestions we recommend for communication to help keep Owners informed of all decisions and maintain their safety: 

(1) Information regarding HOA amenities should be provided in a number of ways:

  • Newsletters

  • Board meetings

  • Emails to Owners

  • Posts on the HOA website

  • Physical posts/signs throughout the community

(2) The notifications should provide the reasons for the Board’s decision not to open their amenities or change the access to their amenities, as well as plans for the future (for example, monitoring current events and reevaluating closures based on new information).

 (3) The Board could survey the Owners to gage Owners’ thoughts on how they view the Board’s decisions related to amenities or how they would like to proceed.  This will show Owners that the Board cares about their safety and opinions during these difficult times.

(4) As the expenses to maintain these facilities are likely less than budgeted for, the Boards should consider transferring any surplus funds into Reserves at the end of the fiscal year or use the surplus to offset any increases in assessments for the next fiscal year. Any decision made by the Boards in this regard should be communicated to the Owners.

(5) The Board could require Owners to sign liability waivers stating that the HOA shall not be liable for anyone potentially contracting COVID-19 while using the HOA’s facilities. 

Need help with communicating about HOA amenities to your Owners?  Contact us at: info@westernlawgroup.com | (720) 542-8724  

THIS IS NOT LEGAL ADVICE. FOR INFORMATIONAL PURPOSES ONLY.

Gabriel StefuWesternLaw Group LLC