As New York State begins to re-open after the quarantine that began in March, community associations are planning their next steps. It is important to continue remaining vigilant in reducing the spread of the virus. Here is a guide on how community associations, homeowners, and residents should move forward in these unprecedented times.
Quick Links: Building Operations / Sales and Closing Operations / Community Relations / Communication Matters
Building Operations
There is no “one size fits all” approach to how buildings will move forward in their day-to-day operations when New York State is fully re-opened. Each board of directors, with advisement from their property manager, attorney, and accountant, should and will proceed forward as federal, state, and county mandates permit. Your community may enlist some of the changes mentioned below as they are seen fit for the safety and well-being of the Cooperative, Condominium, or Homeowner’s Association.
Cleaning of Common Areas
Cleaning has been a major change in community budgets and day-to-day operations since the start of the quarantine. This should continue in communities as residents begin to leave their homes more often. Since communities are in uncharted territory and there may be a resurgence, it is critical to keep facilities as clean as possible.
Move-Ins/Move-Outs
The same permissions will be required in a move-in/move-out regardless of a pandemic. However, you may see that your community only permits one unit to move in or out at a time. This is to keep outside vendors and visitors to a minimum and to keep the traffic down in elevators. Some new rules may include, but are not limited to:
- Personal PPE (Gloves, masks, etc.) is required for all personnel (i.e. – movers) and owners.
- Move-ins/Move-outs may be by appointment only (with coordination with your Property Manager).
- There may be additional restrictions on the days or hours for permitted move-ins/move-outs.
- All shareholders or owners will need to be notified in writing about the move prior to the timeframe of the move.
- A restriction on how many movers can assist onsite is likely.
- The moving company personnel must prove a clean bill of health (i.e.– no cough, fever, or other coronavirus symptoms).
- The moving company must provide COI (certificate of insurance) to include Einsidler Management, Inc.
- The moving company must provide its own coronavirus safety policy in addition to the community’s coronavirus policies.
Alterations
In order to move forward with an alteration, approval is still required by your board of directors if you live in a cooperative. However, additional safety measures will be required for alterations. The same safety measures listed above under “Move-Ins/Move-Outs” would apply.
Pools
Community associations will all ultimately approach this differently. When Boards discuss this topic with their property manager and attorney, it is critical to consider the liability at stake for the community, and the health risks involved. Another concern for many communities is the additional cost needed to operate the pool in a safer manner that is proactively protecting residents as much as possible from the virus.
Property managers are closely following local and state mandates on pool maintenance and bathing permissions. They are also acting on the advice of their legal counsel and working with the Board of Directors in your community to make the best choices for the well-being of the association and its owners/shareholders.
If your pool should open in the summer (for just lounging or lounging and bathing), expect the operations of the pool to be different than in past summers. Some examples include, but are not limited to:
- A waiver may be required to access or use the pool and/or pool area.
- Pool furniture may be 6 feet apart in the pool area, or there may be no pool furniture at all (some communities may decide to have a “bring your own chair” policy to prevent transmission of the virus from surfaces).
- Reduced pool hours are possible.
- There may be additional staff for cleaning, and more frequent cleaning of the furniture and pool area.
- This summer, there may be a no guest policy in the pool area.
See our pool safety and etiquette article for general pool safety reminders, but note that many rules and policies may differ due to the coronavirus.
Fitness Rooms and Other Common Amenities
Gyms/fitness rooms and other amenities should be opened with the same careful consideration as pools since they may be high-touch common areas or promote socializing in large groups. Additional cleaning should be paramount, in the event that these amenities are re-opened.
Maintenance Requests
Continue to complete a maintenance request the same way you normally would. However, please note that certain requests may not be fulfilled immediately based on the availability of vendors, local and state mandates, and level of emergency. You can contact your property manager or superintendent (if applicable), or fill out a maintenance request online.
Deliveries
Depending on the type of community you live in (i.e.– a Cooperative or Condominium building), you may have already seen or personally experienced revised policies on deliveries. Though the CDC states that most transmission of the virus is from person to person, it is still possible to contract and spread the virus through surfaces. Therefore, communities may still continue to limit access of delivery personnel or designate specific locations for packages and deliveries.
Annual Meetings and Monthly Meetings
Many community associations, with the careful advisement from their legal representatives, have opted to go the virtual route with annual and monthly board meetings for the cooperative, condominium, or homeowner’s association in a continued effort to keep communities operating in these unprecedented times.
Business Safety Plans Are Now Required for Community Associations
While these plans do not need to be submitted to New York state, they are required by New York State and the Empire State Development (ESD). This plan must be found on the premise and should be readily available to the department of health (DOH) of the local health inspectors in the event of an inspection. Failure in having this plan onsite can lead to fines. Contact your Condo, Co-Op or H.O.A’s attorney for assistance in drafting this plan.
Sales and Closing Operations
The operations and procedures that go into the sale of homes have changed and will likely continue to require additional caution while the virus is still present without a vaccine. Contact our sales department if you have questions about the application or closing process.
Closings
When our office re-opens, you can expect a change in the way we handle closings. We will be making adjustments to our conference room to aid in a safer environment for closings.
Sales (Physical Showings)
Each community and broker will likely have their own policies on how to move forward. Virtual showings may continue for the safety of all involved parties.
Community Relations
Residents should note that while all efforts are being made to keep communities clean, there is still no 100% guarantee that coronavirus is not present in communities. Therefore, all residents should do their part in keeping themselves and their neighbors healthy, despite the state opening up businesses in stages.
Practice Good Hygiene
Continue to wash your hands frequently, and use hand sanitizer when you cannot get access to soap and water. For more information on Coronavirus from how it spreads to testing, read Coronavirus: What New York Residents Need to Know.
Continue to Social Distance
Keep 6 feet away from others who are not a part of your household. Read our article on social distancing for a few ideas and reminders.
Keep Wearing a Mask When Leaving Your Home
By doing this you help to protect others in your community.
Stay Informed as a Homeowner and Member of the Community
Follow us on Facebook for updates and helpful articles. Continue to follow local guidelines as they change, and remember to continue to follow the policies listed in your governing documents.
Respect Your Home and Common Areas
Do not flush the items down the toilet or toss them down the drain. Continue to follow your community’s policies as well.
Plan in the Event of a Second Wave of the Virus
Even though the state is re-opening, it is important that we all continue to do our part in stopping the spread of the virus. For community associations, this is critical, due to the day-to-day foot traffic in and out of buildings, homes, and common areas. Keep your home stocked with cleaning supplies, food, and cold and flu medication.
Things You Can Do Virtually!
Join our Recipe Swap! There, you can find recipes from Einsidler Management, Inc. staff, and homeowners.
Communication Matters
Your property manager has worked closely with your Co-op, Condo, or H.O.A’s Board and advisors and will continue to communicate important information to owners and shareholders. Make sure your contact information is up-to-date and stay informed through the various communication channels that we offer.
Let Your Property Manager Know if You Test Positive for Coronavirus
Continue to inform your property manager if you have tested positive for Coronavirus. We will not reveal your name to other shareholders.
Subscribe to Our Newsletter
Join our email list for general, yet relevant updates straight to your email inbox.
Join Your Community’s Communication Lists
Some communities utilize calls and emails to communicate with the owners and shareholders. Inquire with your property manager to find out if your Cooperative, Condominium, or Homeowner’s Association uses one or both of these communication methods and request to be added to the directory. Or, you can complete and return a census. We will add you to our general newsletter if you provide an email address.
Final Notes
Information on health updates and building best practices are rapidly changing. The items listed above are subject to change and policy revisions will be made at the discretion of every community as they see fit for the well-being of residents and the association itself. We appreciate everyone’s cooperation and patience in these challenging times. Stay healthy and safe as we navigate the “new normal” together.
