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What proof do our HOA need?
You should build a file of video or photographic evidence of the state of the building(s) within your condo community. Whilst your carrier may not ask you to do this, it is important for you to keep this, alongside your emergency information and insurance certification. This documented evidence helps to prove the state of your community buildings and also shows any maintenance that has been carried out on the buildings.
Photos from the top
As many photos as you can get of the roof and its current state. Thanks to drones this is easier to achieve, although check for permissions to fly. If you don’t have a drone, ask your contractor to take pictures of the roof for you (safely of course). Otherwise take what you can from the ground. Even if you haven’t had any renovations completed on the roof, it’s worth keeping a log of the quality and current state of it.
Vents, eaves and soffits
Take pictures of the vents, eaves and soffits (basically the bit under the roof). Materials here matter and vent coverings pictures show that you’ve done what you can to keep the condo area safe.
If you’ve upgraded them, then take pictures to show the quality and type. Alongside all of the paperwork, include information on the type of tempered glass that they contain. These are mostly standard materials these days but it’s worth keeping proof.
If you’ve gone through a programme of renovations which include removing wood or timber cladding, then take pictures! Store these in your emergency/proof files. You also need to consider what materials your condos walls are made of and whether these need upgrading. Act sooner rather than later.
Around the community
Decking and other surfaces within 10 feet of your condo community should be built with flame-retardant materials and there should be no flammable items underneath. It is your responsibility as HOA to inspect these areas and any residents found dumping should be reminded of the risks. Take pictures to prove that areas are clear and any paperwork referencing any contractors that carried out cleaning of these areas.
If you’ve removed timber fencing this year, take pictures. Make sure you have evidence of any changes you’ve made.
If you’ve added weather stripping to doors – more pictures needed alongside proof from contractors if it wasn’t your maintenance team’s work.