Even though owners don’t always agree with them, condo and HOA rules and policies do more than inconvenience members. In fact, good rules actually help members as a whole.
Community rules help fill in any gaps that the CC&Rs and bylaws don’t address. They consider day-to-day issues, such as how to properly dispose of trash or manage pets when walking them in common element areas.
Rules aim to regulate behaviours and manage expectations. This way, your neighbour cannot expect to blast music at midnight or cover their entire home in flashing Christmas lights without being penalized.
Bad rules do exist, and owners have the power to challenge them. But we wanted to recognize some good rules that help make condos and HOA associations more enjoyable.
6 effective condo/HOA rules
- Communications
- Holiday and lawn décor
- Harassment and interference
- Personal surveillance cameras
- Pets
- Maintenance responsibilities
6 effective condo/HOA rules
1. Communications
This condominium included a section for communications. We think this is a great idea because effective communication is key to maintaining successful operations.
This rule tells residents where to go to find the information they need.
The rule
“The communications for the building will be available in multiple locations. Any immediate service interruptions will be sent via email and posted throughout the building.
General information about processes, notices, policies, and rules can be found on the building’s website or in a shared rules book that is located in the 7th floor common area. This book is not to be removed from the 7th floor common area.
New policies and seasonal newsletters will be posted on the website as well as on information boards throughout the building (7th floor common room and laundry rooms).
All communications that are distributed throughout the building must be approved by the Board or Property Manager.”
Why we like this rule
This rule considers residents who are comfortable finding information online, and those who prefer to see physical copies of letters and notices.
It also gives residents an opportunity to distribute their own communications, provided they do it the right way.
2. Holiday and lawn décor
The winter holidays provide an opportunity for friends and family to reconnect. But with the cheer comes anger and frustration.
Holiday décor can create conflict between neighbours, and this HOA rule recognizes that. It aims to find a balance between members who like décor, and members who don’t.
The rule
“Holiday decorations are an integral part of the holiday season, as they make the winter feel more festive and cheery.
Holiday lights shall be allowed and can remain in place from November 15th to January 10th.
Lights are not to be illuminated during daylight hours and are only permitted between dusk and 10 pm. Please use timers.
Only warm soft white and colored holiday lights are permitted. Blinking lights are not permitted. Light placement is limited to vegetation (trees and shrubs), and lighted wreaths that are hung on a structure.
Inflatable or unduly large decorations are not permitted and no decorations may be mounted on roofs.”
Why we like this rule
Some owners who love holiday decor may find these rules too restrictive, but the timeframe for lights is more than reasonable. The focus here is on quality, not quantity, which will help the HOA remain beautiful when the snow starts to fall.
3. Harassment and interference
Everyone should feel safe in their workplace. But, condo staff and management have experienced harassment, and often don’t know how to respond. Having a policy in place can help staff take appropriate actions to address and resolve this problem.
This condo was thinking proactively and included a section about harassment in its collection of rules.
The rule
“No one shall act in a manner that is deemed by the board or management to be unmanageable, rude, disruptive, aggressive, abusive, anti-social, threatening or harassing in nature towards any board members, management, employees, agents, invitees or contractors of the corporation or management, owners, other residents or guests of other residents.
No one shall interfere with, hinder or impede the board, management or either of their employees or agents from carrying out their duties and obligations pursuant to the Act, the corporation’s governing documents or any agreement to which the corporation is a party.
The corporation has adopted, as a rule of the corporation, the Workplace Violence Prevention Policy and Workplace Discrimination and Harassment Prevention Policy attached hereto as Schedule ‘D’. No one shall contravene the Workplace Violence Prevention Policy and Workplace Discrimination and Harassment Prevention Policy.”
Why we like this rule
This rule lets people know that harassment will not be tolerated in this condo community. Furthermore, the policy details the consequences people will face if they threaten or hurt a board or staff member.
4. Personal surveillance cameras
Personal surveillance cameras have become very popular. They can scare off porch pirates and prevent theft or vandalism from occurring.
Condos and HOAs will need to decide how they want to handle the installation of personal surveillance cameras.
Having rules in place can help owners understand how to use these cameras without infringing on another resident’s privacy.
The rule
“Homeowners must apply with an AVR to the HOA board for the approval to install a surveillance camera system.
Cameras must be installed in a non-intrusive manner and should not invade the privacy of neighbouring homes or common areas.
The use of surveillance cameras is not permitted on the exterior of the owners’ residences within the common areas of the community so as not to damage the buildings. Cameras must be placed within the owner’s separate interest.
Owners may only use the cameras for the purpose of surveillance and monitoring of the owners’ separate interests. The camera system must not record or monitor beyond the property of the owner, unless authorized by a court with proper jurisdiction.
The HOA or any other party must not be allowed to use owners’ camera systems for any purpose other than the agreed upon surveillance, unless authorized by a court with proper jurisdiction.”
Why we like this rule
This HOA’s personal surveillance camera rules aim to balance the need to feel safe with the need for privacy. The fact that owners have to apply before they install a camera makes it easier for the association to keep track of the personal surveillance cameras in the community, and as such, it will be in a better position to address privacy issues if a neighbour makes a complaint.
The HOA also clarifies that personal surveillance cameras are not to be used to spy on other neighbours.
5. Pets
Most condos and HOAs will make reasonable accommodations when it comes to pets since it is very challenging to enforce a complete ban on domestic animals. Moreover, pets offer more benefits than problems. However, pet owners must clean up after their furry family members and ensure they behave when around other people.
The rule
“Owners, and tenants with permission of the owner, are permitted to have no more than 2 pets in each home, including not more than 2 dogs, 2 cats or 1 cat and 1 dog.
Dogs must be kept within a home or fenced yard. All exterior pet enclosures must be approved by the board.
Pets must be controlled at all times and all waste picked up and properly disposed of.”
Why we like this rule
This rule covers the major pet problems without being too restrictive. Putting restrictions on breeds and weight is unfair because small pets can be just as poorly behaved as larger pets.
6. Maintenance responsibilities
Sometimes owners don’t know who is responsible for what when it comes to maintenance. That’s why it’s so important to be as specific as possible when it comes to maintenance obligations.
The rule
“The following chart lists the exterior improvements that are painted, repaired, replaced, and/or maintained by the association.
Any damage caused as a result of an unapproved architectural change made by a resident or owner will be repaired by the association and charged to the owner.
In addition, any damage to building surfaces caused as a result of mounting or attaching items to the building will be repaired by the association and charged to the owner.”
*The HOA does not replace window unit assemblies or door unit assemblies. Replacement windows and doors must be pre-approved by The Gates HOA Board of Directors.
+ All front gutters/downspouts originally installed by the builder have been replaced by the HOA and are under warranty. Additional gutters/downspouts installed by homeowners are the responsibility of the homeowner. New or replacement gutters/downspouts must have prior written approval by The Gates HOA Board of Directors. Refer to Gutter Specifications on web site.
^ Historically, sidewalk maintenance has been done only when uneven sections present a trip hazard.
Why we like this rule
Every corporation and association should include a maintenance chart in their set of rules. This chart makes it very easy to determine what things owners must look after, and what the association will repair. With responsibilities clearly laid out, owners are more likely to schedule repairs for the things that they are expected to maintain.
Conclusion
Condo and HOA rules should help preserve property values. They should also help maintain a comfortable living environment for everyone.
In order to be effective, rules must be reasonable and enforceable. Not everyone needs to agree with them, but they need to serve a purpose.
