The Community Association Safety Checklist Every Board Should Walk Through

Part of the Insurance Warehouse HOA Risk Management Series: five short guides for association boards and property managers. A printable one-page version is at the end of the article.

Community associations see more foot traffic than most commercial buildings. Residents, guests, delivery drivers and contractors cross the same sidewalks, stairs and parking lots every day, so small hazards turn into claims faster than they would on a single-family lot.

The fix is not complicated. A regular walk-through with a short checklist catches most problems while they are still a repair instead of a lawsuit. Below is the checklist we give our association clients. Every box left unchecked is a repair to schedule or a question for your property manager.

Walkways, stairs and parking

Tap or click a box to tick it off as you walk. The boxes reset when the page is reloaded, so print the PDF at the end if you want a record.

• Are there cracked, heaved or uneven areas in parking lots, sidewalks and walkways? Cracks wider than a quarter inch, or height changes over one inch, should be repaired right away.
• Are handrails secure, and are stair treads free of wear, loose edges or damage?
• Is exterior lighting adequate in every common area, and is every fixture working?
• Is enough de-icing material on hand for stairs, walkways, sidewalks and parking lots before the first snow or ice event?

Water and building damage

• Do you see deteriorated areas, developing cracks or bulges anywhere in the building structure?
• Is there cracking or separation around doors and windows?
• Is there standing water near the foundation, on flat roofs or in low spots on the grounds?
• Are there signs of a hidden leak, such as stained or textured walls and ceilings, a musty smell, or visible mold or mildew?
• Are the roof and plumbing inspected at least every two years, with repairs made as needed?

Pool area

• Is the pool fully fenced to local code, with self-closing, self-latching gates?
• Is life-saving equipment in place and within easy reach of the water?
• Are there procedures that limit pool access to residents and their accompanied guests?

Grounds and common areas

• Are there overgrown, dying or leaning trees and shrubs that need trimming or removal?
• Are fitness rooms, clubhouses, sport courts and play areas well maintained?
• Does every indoor common area have working smoke detectors and charged, inspected fire extinguishers?

Recordkeeping

• Is a log kept of every resident complaint and work request, including how each one was resolved?
• Are there open complaints or work requests that have not been addressed?
• Is there a written record of the board’s or property manager’s regular (weekly or monthly) inspections?
• Do repair and maintenance records show what was done, what it cost, who did the work, and a certificate of insurance from every contractor hired?

Take the checklist with you

Print the one-page version and bring it on your next walk-through. If the walk-through turns up something you are not sure how to handle, send us a photo.