Condo owners are responsible for adhering to the governing documents of the community. A condominium owners’ association (COA) is responsible for enforcing compliance with the local rules and regulations. Here are a few guidelines for establishing compliance in condo association management:
1. Inform the Residents
The governing documents of a community include the declaration, rules, and regulations. This declaration outlines the responsibilities of condo owners, restrictions on property use, and maintenance responsibilities. The rules and regulations offer guidelines on topics such as parking and exterior modifications.
Keep residents informed about the community guidelines by providing access to the governing documents. This can help prevent misunderstandings and reduce compliance violations. Use the community’s web portal to post seasonal reminders about compliance, provide access to design forms, and allow residents to ask questions. If there are any policy changes, inform residents immediately. A condo association management team can assist with resident communication, sending compliance reminders via the web portal or through email and text messages.
Condo owners have the opportunity to vote on policy changes during community meetings. Being involved in the decision-making process can help reduce complaints from residents. Send meeting notices, including dates and agendas, to condo owners.
2. Conduct Regular Inspections
Conduct regular inspections to verify residents are adhering to community guidelines. These inspections should be impartial and consistent. Create a regular schedule and protocol for inspectors to follow. Make sure the protocol is documented so inspectors can easily reference it.
A third-party group, such as a condo association management team, can perform walkthroughs on behalf of the COA. This can simplify the inspection process, allowing the COA to focus on other tasks. Discuss the reporting process and inspection schedule in advance to prevent miscommunication.
3. Provide a Timeline
If a condo owner violates a policy, use the occasion as an educational opportunity. Notify the owner of the breach, referencing the specific rule in the governing documents. Attach photos of the evidence. Instead of enforcing consequences immediately, provide a timeframe for the resident to correct the violation. Make sure the timeframe is realistic for the amount of time required to take corrective action.
4. Enforce Any Consequences
If the condo owner continues to violate a policy, they may be subject to monetary fees or other consequences. Make sure these are in line with the governing documents. A hearing may be scheduled to discuss the violation and determine the appropriate course of action.
Owners have the right to appeal a compliance violation if there are circumstances that prompted the breach or if the violation was issued in error. During the appeal process, the resident makes a written appeal. A hearing is held where the resident makes their case to the board or a committee. The board or committee makes a final decision. Inform residents about the appeal process and make the necessary forms available on the community’s web portal.
Enforce policies equally and fairly for all residents to prevent accusations of favoritism. Fair and consistent enforcement can motivate residents to follow guidelines. If a resident refuses to comply after all the steps have been taken, take appropriate action. A condo management team can assist with legal requirements.
Connect With a Condo Association Management Team
A compliant community supports well-maintained properties, protecting property values. General compliance can also result in fewer complaints. This helps reduce interpersonal conflict between condo owners. To learn more about establishing compliance in a community, find a trustworthy condo association management company today.