Regular property inspections are an important part of managing condominium or homeowners association (HOA) risks. A thorough condo or HOA site inspection can increase the safety and well-being of homeowners, protect property values, and reduce the risk of costly repairs and lawsuits. Contact GDI Insurance Agency, Inc. today for information on how to protect your Condo or HOA Association209-634-2929.
Why should Condo or HOA Site Inspections Happen Regularly?
Conducting a Condo or HOA Site inspection regularly keeps an HOA on top of security risks, as well as maintenance and building problems. A thorough inspection should do the following:
Increase the safety, health and welfare of all association members and
guests: Regular inspections ensure your HOA community is a safe place to
live. One significant area of liability for HOAs is slip-and-fall accidents,
which indicate the need for frequent inspections of sidewalks, driveways,
parking lots and roadways throughout the property. Surfaces should be inspected
for uneven and free of snow and ice during cold weather.
Identify problem areas before they get worse: If deterioration of
common amenities is detected early, it could save the HOA money if repairs are
made before the damage becomes even more costly.
Different seasons bring different property risks. Season-specific Condo or HOA site inspections—such as checking chlorine levels in an outdoor pool during summer, leaf buildup in eaves and gutters in the fall and sidewalks for ice in winter—should be done along with regular inspections.
Inspections show
an HOA’s insurance carrier that it is proactive in addressing exposures and
reducing loss.
Can an HOA Inspect a Homeowner’s Unit?
Shared
amenities—parking lots, pools and the clubhouse—are the usual places to
inspect, but there may be instances where homeowners are violating rules on
their individual properties. Sometimes the rule violation simply has to do with
maintaining the aesthetics of the property as stated in the bylaws; but other
violations pose serious health and wellness issues or other costly risks to the
HOA. For example, if the condominium is a nonsmoking building and some residents
choose to smoke in their units, they create a potential fire hazard for all
homeowners.
The media has recently
drawn increased attention to hoarding behaviors and the dangerous health and
environmental problems hoarders can pose for themselves and those around them.
This may also be an issue of concern for your HOA.
However, an HOA
cannot enter a homeowner’s private unit to investigate potential violations or
conduct inspections without his or her permission, unless due to an emergency.
In some cases, the HOA may have to obtain a court order, which could be difficult,
as the HOA must show probable cause as to why the residence must be entered.
What is the Property Manager’s Role in Inspections?
An HOA property manager is responsible for carrying out Condo or HOA site inspections according to a schedule determined by the bylaws or the HOA board. Not only do they conduct formal inspections, but they serve as the HOA’s eyes and ears, finding and correcting hazards, and ensuring members and their guests follow the rules for both individual properties and shared amenities.
If your HOA does
not have a property manager, the board or another appointed person should conduct
the inspections. Keep in mind that inspections should always be fair,
especially when it comes to individual homeowners’ properties.
Six HOA Site Inspection Steps
Whether
inspecting communal areas of the HOA or a homeowners’ properties, take a
comprehensive approach to examine all areas of risk. This may take extra time
and effort in the beginning, but will become easier and routine over time:
Check the HOA’s bylaws and state statues: The
HOA’s bylaws may have inspection requirements, including the minimum for what
should be inspected and how often. Also, look at state statutes regarding
inspections; for example, HOAs should check local fire codes and conduct
inspections of fire alarms and extinguishers a certain number of times per
year, depending on the state. An HOA’s insurance company may also have
recommendations for what to inspect and how often.
Document the inspection: Documenting
the inspection results is critical, as it serves as a written record of
problems, issues and violations. As with any HOA document, the inspection
documentation should be clearly written and professional, as it may serve as
evidence in case of a claim against the HOA.
Create an inspection checklist: List
all areas and amenities of the association’s property and define the items to
check in each area. It’s important to revise or add to the checklist as new
issues emerge; but the same checklist should be used for every inspection.
Update the checklist with corrective measures:
It’s important to identify problems, but it’s just as important to fix them—either
on the spot or in a timely manner. Serious problems should be addressed
immediately, but there should also be a timetable for correcting problems of
other varying priority levels.
Present site inspection results to the
board: Outcomes from site inspections should always be communicated to the
board, as the results may require action from the HOA’s leadership and or
affect the annual budget. For example, if the inspector notes that the pool is
beginning to deteriorate and will need repair, the board should keep this in
mind when they discuss the annual budget.
File the checklist with the HOA’s records: Inspection
checklists should become a permanent record of the HOA. They serve as a record
of maintenance, how problems were addressed and when, and may serve as evidence
in a lawsuit.
Inspections are a major component of an HOA’s risk management plan. For more information on inspection basics and insurance for your HOA, contact GDI Insurance Agency, Inc. today 209-634-2929.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive Condo or HOA Association insurance quote!
Contractors Doing Structural Work for HOA and Condo Associations
The key is to do all that can be done post project to assure nothing goes wrong. Taking a realistic view that “insurance” is not the solution as insurance only pays after something has gone wrong! Including rules for contractors doing structural work for HOA and Condo Associations in their CC&R’s can help with the risk management for such projects.
What HOA and Condo Associations Don’t Know Will Cost Them!
How do you then assure that you have done all that can be done to assure nothing goes wrong? Here are just a few brief pointers.
As a rule, all HOA and condo associations should have in their CC&R’s a stipulation as to what is required when any contractor is hired to do structural work.
An example I was recently asked about is when a unit owner buys the adjoining unit and hires a contractor to make two units into one. Basically, do any work at all beyond a simple remodel or upgrade in a unit.
Just a quick list of items to consider.
The past is the best indicator of the future! Yet for some odd reason no one seems to ask the simple question. “What is the 5-year loss history for the contractor and all subs on the project?”
These are the most missed items that matters the most!
Liability, premise operations as well as products completed operations.
How many and what type of liability claims do the contractors have? Particularly for products completed operations.
Workers compensation? Are they safe? What do the past 5 years tell us?
Keep in mind the unit owner and the association can be sued when a contractor’s employee is injured in the unit or common area!
The contract is typically between the unit owner and the general contractor. The General contractor will hire sub-contractors as well. When a signing party to the contract requires, they be named as an additional insured with a specific additional insured form they receive the benefit as it is “required by written contract”.
However, in this case we have an association that needs to also be named as an additional insured. The association typically not going to be a signor on the contract. In this case it creates a “privity” coverage issue unless the proper additional insured forms are used. Note: this is also true of the unit owner when a general contractor contracts with a subcontractor the same issue exists.
Indemnity and hold harmless agreements in place a properly done, as well as confirmation the contractors and subs insurance policies have action over and third-party action over coverage.
Consider a worker falling from a ladder. It is worker compensation between the worker and his employer. but the worker fell on who’s property? Both the unit owner and association can find themselves being sued directly by this worker whom may make a true or false allegation of contributory negligence.
Property coverage Builders risk and after work is done. Very important to specify whom is insuring what, also does the work add to the value the associations master policy must buy as it is structural? Or does the unit owner add it as improvements to their condo owner’s insurance?
How much liability insurance should the contractor and any subs they use be required to carry? Also is the coverage correct for the work, and risk…
These are just the top 5 things we see that create claims that go badly.
This is worth repeating.
The intent as you may notice with items 1-3 is to not have anything go wrong to begin with. Ie. Looking at the 5-year loss runs, understanding the likelihood of having a loss, (Loss runs), proper risk transfers, (hold harmless and indemnity, as well as additional insured status done properly) and in proper order if things do go badly.
Items 4 and 5 are the back stop, not the intended solution. very different then how most look at insurance and risk… “Let’s plan to not have a problem to begin with!
Lastly, check it out. Review the contractor’s policy to assure they have the proper coverage for the work they are doing. I know this sounds like a lot. Honestly it is about 30 minutes of work that we do for our clients. Which is a deal compared to the time, stress and frankly trauma a client goes through when something does go wrong.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive condo association insurance quote!
The biggest investment most of us make is the purchase of our home. It’s been the “American Dream” for generations. Owning more than one home can be part of a long term financial strategy or perhaps to have a “home away from home.” Many people acquire a second home, either as a vacation home, a home to retire to or to have to build out their portfolio. Find out the important facts on insuring your second home.
GDI Insurance Agency, Inc. has the experience you need when insuring a second home. Contact us today 209-634-2929!
What
Coverage Options Are There?
At a
minimum, your lender will require that you carry hazard insurance to protect
your property against damage from fires, earthquakes or severe storms. It is
also a good idea to add liability insurance, which covers you and members of
your household for accidental injuries to your visitors. Opting for property
plus liability insurance adds up to a standard homeowners insurance package.
For an extra layer of protection, a personal umbrella liability policy extends
your liability coverage for properties named in the policy.
Dwelling Fire Insurance
Since most
homeowner policies require occupancy as a condition of insurance, the fact that
you visit infrequently may preclude you from obtaining full homeowners
coverage. Dwelling fire insurance is an alternate coverage option utilized in
insuring residential rental or non-owner occupancy property, including vacant
property.
A dwelling
fire policy continues to offer coverage for a home and other structures (e.g.,
detached sheds or garages) for perils named in the policy. Named perils listed
in a typical dwelling fire policy protect against damage caused by fire,
collapse, lightning strike, wind, hail, explosion and smoke. For more coverage,
consider adding personal property protection and liability insurance to a
dwelling fire policy.
Renting Out Your Home to Others?
Whether your
second property is an apartment unit or a family home, if you are renting the
property, you will have little control over the physical damage that can occur
in or on it. To mitigate your risks, tenant-occupied dwelling insurance will
cover the costs incurred by damage, including fire, storms, burglary and
vandalism. It does not cover your tenant’s personal property.
Renting your
property furnished or unfurnished also has insurance coverage implications. If
you are renting your property furnished, make sure to let us know. We can
advise you on the best coverage options and whether you need to consider
requiring longer-term tenants to carry additional renters insurance.
As with all homeowners insurance, it is important to be sure that there is enough coverage to protect all of your property values and assets when purchasing coverage.
Protecting Your Personal Property
You may be considering renting out your home for extra income while you’re away at your second home or for an extended period of time. Though this seems like an ideal solution for families with extra room to spare, it can pose liabilities. Take the following considerations to heart in order to protect your home.
Renting Your Home or Your Second Home
Ask for references from potential renters, especially those that will stay for a while.
Draw up a rental agreement that defines the terms of the rental, including restrictions, liabilities and occupancy guidelines.
Request a security deposit that is to be refunded if there is no damage to your home.
Advise GDI Insurance Agency, Inc. that you plan to rent out your home and ask about how this may affect your current coverage.
Consider hiring a
property manager to look out for your home if you are renting for a long period
of time.
Set aside a secure
place in your home to store personal items, such as clothing and valuables.
Take pictures of all
areas of your home before the rental takes place in case damage occurs while
you are away.
Have your mail
forwarded or held until you return.
Provide your contact
information to both the renters and your neighbors in case of an emergency.
Checking the references of
potential renters is vital when determining if you will open your home to
strangers. If you uncover any red flags while checking references, do not agree
to rent your home, even if you are afraid of hurting someone’s feelings. Your
first priority should be to protect yourself and your property.
Cost Considerations
Whether your second home is reserved for your private use or
shared as a rental, it costs more to insure than your primary residence. This
is because premiums are based on a variety of factors such the amount of time
that your home will be unoccupied, its location and the liability from renting
the property.
Depending on the location and type of second home, risk of earthquake, wildfire or even a pool can push up your premiums or make coverage difficult to obtain. If you are considering the purchase of a second home, contact us to learn more about the cost of insuring a second home.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley, Northern California and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive second home insurance quote!
In-Unit and Building Risks for Apartments and Condos
We understand that managing a property—whether it be an apartment, condominium or similar dwelling—can be a challenge, particularly from a risk managementstandpoint. Even if a property manager only looks after a single space, they face innumerable exposures—exposures that can come from a variety of sources and lead to thousands of dollars in damages and loss of income potential in an instant. In-unit and building risks are a source of these exposures. You can download our Loss Control Guide for Apartments and Condos for a full description and valuable checklist.
You can’t always predict when a major fire, disaster, accident or similar incident will occur. However, with the right loss prevention program, you’ll be properly prepared and can reduce the impact of an incident or even eliminate certain risks altogether. Having a comprehensive habitational insurance policy can protect your apartment or condo complex. Call GDI Insurance today 209-634-2929.
Balconies and Deck Liabilities
Balconies and decks create a variety of potential injury and liability concerns. In the event that they fail or don’t feature the proper guardrails, residents can fall and injure themselves. In addition, residents may store heavy items on these structures, which can injure passersby if they fall.
Many injuries related to balconies and decks are a result of poor construction, improper maintenance, structural weaknesses and, in some instances, inadequate warnings to residents. To protect you and your residents, it’s important to be proactive in managing building risks associated with balconies and decks.
How are Windows an Exposure?
While some building risks differ depending on the type of dwelling, windows are a universal exposure. What’s more, windows present a variety of potential liability concerns, and property managers need to account for all of them.
Not only do faulty windows create potential injury risks related to falls and broken glass, but they can also lead to security and break-in concerns. This is especially true for units on the first floor. Additionally, broken windows that go unrepaired can increase the likelihood of water damage caused by storms or even cause heating and cooling problems at your property.
Doors and Locks Your First Line of Defense
When it comes to building security, doors and locks are your first line of defense. Residents expect safe and secure buildings, and it is your job as a property manager to control access to your property and individual units. To protect resident safety, it’s essential to secure your building and provide appropriate means of egress in the event of an emergency.
While apartments and condos have traditionally relied on key and lock systems, more and more modern buildings are turning toward electronic access control systems (key fobs). Both of these systems have their advantages and unique security considerations.
Mechanical, Plumbing and HVAC Systems
Mechanical, plumbing, heating and cooling systems are complex and an essential component of every property. A failure in any one of these systems can directly affect your residents, leading to a number of potential issues. Regular preventive maintenance tactics and structured repair procedures are crucial for ensuring the smooth operation of mechanical, plumbing, heating and cooling systems, and the health of your property.
Electrical Safety Building Risks
Electricity is one of the most important components of comfortable and functional housing. The use of electricity in your building is unavoidable, making the proper safety protocols even more critical. Improper electrical safety in your building can lead to resident injuries or even death. What’s more, something as simple as an overloaded outlet can cause extensive property damage.
To protect your building and residents from the dangers associated with electricity, you must take care to inspect your property thoroughly and establish the appropriate safety standards.
Building Premise Security
Security can be a scary prospect for property managers. While you want to provide your residents with a safe place to live, the level of security you need to provide is not always clear-cut and, if it is lacking, could potentially make you liable for damages.
Increasingly, residents are looking to receive compensation from their property managers after they fall victim to a crime on leased property. It’s becoming more common for courts to rule in favor of the residents. While property managers are not responsible for the damages caused by every criminal act, they do have a duty to provide residents and their guests with reasonable measures of security. The simplest way to avoid liability is to reduce opportunity by eliminating conditions that attract criminals.
What To Do Next
Many building risks stand between a property manager and a secure building. To keep residents safe, it’s imperative that property managers take every precaution and thoroughly inspect their premises regularly. Doing so not only reduces liability concerns, but it can also make your property more attractive to potential residents. Download our Loss Control Guide to find out how to avoid most risks. Contact GDI Insurance Agency, Inc. for your habitational insurance quote209-634-2929.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc. is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive insurance quote!
Managing Your Apartment and Condo Loss Prevention Program
Many outside factors can come between you and the safety of your property and residents. An effective apartment and condo loss prevention program can help you manage these factors. Which will save you both time and money. Strong loss prevention programs for residential properties generally contain three components:
A property management policy
Loss prevention checklists that address specific risks to your buildings
Methods for soliciting and responding to unsafe conditions and repairs
However, these programs are considerably less effective without buy-in from your entire business and residents. In fact, when management continuously demonstrates a genuine interest in safety, residents are more likely to follow suit.
Ongoing safety and maintenance initiatives can help keep your costs down and attract new residents. These initiatives must be engrained in your day-to-day operations and consist of more than just daily checks of your property. As such, clear communication of your firm’s policies and procedures are a must and should involve:
Input from everyone who helped develop your program
Feedback loops to determine the program’s effectiveness
The better you communicate your apartment and condo loss prevention program, the more likely your residents are to participate. To promote effective communication, ask yourself if you have:
Shared your safety goals with your residents and employees
Educated residents on safety best practices and how to report property concerns
Communicated specific hazards to employees and residents
Handling Repair and Maintenance Requests
When it comes to staying ahead of potential repair and maintenance concerns, your residents are an invaluable asset. While your team should perform regular inspections of your property, your residents can bring problem areas to your attention.
It is in your best interest to provide a formal process your residents can use to submit repair and maintenance requests. Not only does this improve your property management firm’s reputation, but it can also help you prevent major losses.
Submission processes can vary, but usually involve some sort of written or web-based request for the following information:
Resident’s name
Address
Unit number
Phone number
Date of complaint
Type of complaint
Description of complaint
Special requests
It’s also important to identify who will handle maintenance requests, both minor and severe. While you may be able to take care of simple issues on your own, you should keep a list of contact information for electricians, plumbers and contractors for more complex requests.
Any request you receive must be taken seriously and addressed in a timely fashion. Log all of these requests, documenting key findings and any repairs you make. In addition, having a system in place to prioritize your maintenance requests is critical. Some building concerns, like leaking water, can be more time sensitive than others.
While all requests should be addressed and evaluated on a case-by-case basis, there will be times when you must assess multiple requests at once. In these instances, responding to the most high-priority tasks first can help you limit potential damage to your property.
Incident Investigation
Even with a comprehensive Apartment and Condo Loss Prevention program, you could still experience accidents. Although you take every precaution necessary to ensure the safety of your residents and the general public, injuries and other accidents may still occur. In the event that an individual is involved in an accident on your property, you must gather key details. Thoroughly reporting and investigating accidents not only helps you address safety concerns as they arise, but also proves useful following a claim.
While the accident investigation process may differ from firm to firm, it’s critical that you:
Obtain information from the injured individual, including how and where the accident occurred.
Survey the conditions of the area at the time of the accident, taking photos if possible.
Determine what equipment, activities or property was involved, noting the condition of these items (preserve the condition of any equipment and property involved in an incident).
Obtain information from witnesses when available.
Analyze the information and determine root causes (e.g., worn carpet, faulty handrails or damaged surface in parking lot).
Implement corrective measures.
Throughout the investigation, clear communication between the accident victim and your property management firm is vital. You will also need to follow up on any and all incidents that occur on your premises and notify residents if safety procedures change.
Building and Safety Code Considerations
Compliance with local laws and nationally recognized consensus standards is one of the major challenges that comes with managing property. Depending on where your property is located, there may be a number of specific requirements you must meet when constructing, repairing or renovating areas of your building. Further complicating the issue, if you own an older property, there may be any number of issues you must address to bring your building up to code. The National Fire Protection Agency (NFPA) provides a variety of consensus standards, which are widely accepted across the United States, to assist in the design, construction and renovation process.
As a property manager, it’s your job to be aware of any relevant laws, particularly as it concerns the safety and well-being of your residents. To learn about any applicable building and safety codes, work with qualified, licensed contractors for all major repairs and renovations. In addition, consider contacting your local government for information regarding property management-related laws.
Collecting Certificates of Insurance
One tedious, yet critical, job of a property manager is ensuring that all vendors and contractors working on their building are equipped with the proper insurance coverage. Specifically, property managers must check that the policies of these individuals cover any relevant risks and include the appropriate limits.
The best way to confirm that the vendors you work with have adequate coverage is by collecting and maintaining certificates of insurance (COIs). A COI is a valuable—yet misunderstood—tool in the insurance industry. COIs are used across a variety of commercial business relationships and essentially serve as proof that a particular party has an insurance policy in effect. Often only a few pages long, COIs are summary documents that indicate the insured party, essential terms and conditions of the insurance policy, policy limits and the policy period.
Property managers must keep diligent records of COIs and request them on an annual basis or at the beginning of every job or contract. Whenever possible, it’s best to keep COIs in a single, digital location for easy tracking, making note of any expiration dates. COIs can easily be faked or altered, so it’s important to ask yourself the following questions when reviewing and managing COIs to avoid common issues:
Is the COI provided on a proper form?
Is the company named on the COI the same as the one named in the contract?
Is the policy issued by a reputable insurer? Is the COI signed by an insurance company or agency representative?
Are the types and limits of insurance listed on the form the same or greater than those required by you under the contract?
Are specific policy numbers listed on the COI?
Are the dates of coverage adequate for the specified work?
Does the COI indicate any special insurance requirements you have specified?
Has the provider made any unapproved modifications to the COI?
Do you require written contracts with every third party you work with, either by annual agreement for all work or by separate agreement for each project?
Do you have a system in place (e.g., a certificate management system) for tracking expiration dates?
Securing and managing COIs can be complicated, and it’s critical to enlist the help of an experienced insurance broker. Contact GDI Insurance Agency, Inc. today at 209-634-2929 to learn more about collecting and maintaining COIs.
Manage Your Risks With an Apartment and Condo Loss Prevention Program
Managing a property—whether it be an apartment, condominium or similar dwelling—can be a challenge, particularly from a risk management standpoint. Even if a property manager only looks after a single space, they face innumerable exposures—exposures that can come from a variety of sources and lead to thousands of dollars in damages and loss of income potential in an instant.
To assess their various risks, property managers should implement a loss prevention program. Loss prevention programs are procedures, policies and other steps organizations can implement to reduce the likelihood of an insurance claim or costly incident. In the property management industry, apartment and condo loss prevention programs set the standard for how stakeholders maintain and improve the buildings and units they oversee.
You can’t always predict when a major fire, disaster, accident or similar incident will occur. However, with the right loss prevention program, you’ll be properly prepared and can reduce the impact of an incident or even eliminate certain risks altogether.
California’s Leader in Insurance and Risk Management
As one of the fastest growing agencies in California, GDI Insurance Agency, Inc.is able to provide its clients with the latest and greatest of what the insurance industry has to offer and much, much more.
We are headquartered in Turlock, CA, with locations across the heart of California’s Central Valley and beyond to provide a local feel to the solutions and services we provide our clients. We pride ourselves on exceeding our client’s expectations in every interaction to make sure that our client’s know how much we value and appreciate their business. Contact us today 1-209-634-2929 for your comprehensive habitational insurance quote!
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