Condo Board Liability Checklist

Whether managing a small complex or a high-rise with hundreds of residents, being on a condo board is a serious responsibility. Condo boards make critical decisions that affect building maintenance, operations, and the well-being of residents. Use this checklist as a starting point for risk management to stay ahead of your board’s liability exposure.

Key Responsibilities

Document Decisions:

1. Take meeting minutes to record topics and decisions.
2. Keep a written record of action plans for unexpected maintenance issues.

Ethics and Training:

1. Create an ethics policy and require annual ethics training for all board members.
2. Train board members, building employees, and residents on evacuation and shelter-in-place procedures.

Safety and Security:

1. Create and post an evacuation plan, including maps.
2. Rehearse building evacuation procedures with residents and staff.
3. Involve people with disabilities in your exit and evacuation strategies.
4. Consider installing security and door monitoring systems, even if a door attendant is present.

Maintenance Protocols:

1. Create monthly and semi-annual building maintenance checklists.
2. Review and promptly follow up on maintenance issues.
3. Keep detailed records of inspections and maintenance work.
4. Conduct quarterly walk-around inspections with building supervisors and board members.

Hiring and Supervision:

1. Only hire licensed, insured, and bonded professionals for building repairs.
2. If your property has a pool or spa, hire a lifeguard and post appropriate signage.

Hazard Prevention:

1. Keep walkways free from obstructions and slip-and-fall hazards.
2. Provide storage bags for wet items, such as umbrellas, to prevent water from dripping in common areas.
3. Install non-skid floor mats at all entryways and promptly remove snow, ice, or excess rainwater.

Insurance Requirements

Condo Insurance:

1. Require minimum condo insurance for all unit owners, ensuring limits are sufficient to cover potential damages and repairs (e.g., water damage from a tub overflow).
2. Require annual proof of insurance from each condo unit owner.

Renters Insurance:

1. Consider requiring renters insurance for all non-owner-occupied units.

Review and Educate:

1. Review building and board insurance coverage annually or as needs change.
2. Hold an insurance information event to educate residents on the importance of insurance, using a broker who specializes in condo insurance.
3. Ask your insurance provider to conduct an annual loss control inspection of your building.

Cybersecurity

Data Protection:

1. Implement cybersecurity procedures to reduce data exposure risk.
2. Purchase cyber liability insurance to help with financial loss in case of a data breach (e.g., ransomware, recovering compromised data, restoring damaged computer systems, and free credit monitoring).

Conclusion

By taking these steps, you can create a safer environment for your residents and reduce potential liabilities. Reach out to your insurance broker for more information on managing building and condo board risks.