Winter in the Midwest can bring extreme temperatures, heavy snowfall, and ice, making winterization essential for homeowners’ safety and maintaining property values. Below is a comprehensive guide tailored for an HOA to prepare for the winter months.

Common Areas and Community Facilities

• Inspect Roofs and Gutters:
  • Ensure all community buildings on the premises have roofs in sound condition. If there are known roof issues, or you may be in the midst of a roof replacement, be prepared to have temporary measures in place to keep openings watertight until weather cooperates in the spring.
  • Clean and inspect gutters to prevent ice dams and blockages. 
  • If you have gutter or roof heating systems installed, ensure those are turned on and tested for operation so repairs can be made prior to temperatures dropping considerably.
• Seal Cracks and Insulate:
  • Check windows, doors, and other openings in shared facilities for drafts. Use weather stripping or caulking where necessary.
  • Insulate plumbing in unheated areas to prevent freezing.
• HVAC Systems Maintenance:
  • Schedule professional servicing of furnaces and boilers in shared facilities.
  • Replace filters and check for efficient operation.
  • Ensure electric and/or gas heaters that exist in basements, stairwells, garages, and the like are all turned on, tested, and operational.

Snow and Ice Management

• Contract with Snow Removal Services Early:
  • Secure agreements with reliable snow removal companies before the season begins.
  • Discuss priority areas like entrances, sidewalks, parking lots, and streets within the community.
  • Confirm with your vendor where snow will be placed onsite in the event of larger accumulations. It’s important to avoid miscommunication and snow being placed in parking spaces, or other locations that prove problematic on your community grounds.
• Equipment Readiness:
  • Inspect and maintain HOA-owned snow blowers, salt spreaders, or plows, ensuring they are operational.
• Ice Melt and Sand Stations:
  • Place bins of sand or ice melt in accessible locations for residents to use.
  • Ensure eco-friendly and pet-safe options are available to minimize environmental impact where possible.

Landscaping and Trees

• Sprinkler System/Irrigation:
  • Drain and blow out irrigation systems to avoid freeze damage.
• Mulching and Plant Protection:
  • Add mulch around plants to retain moisture and insulate roots. Cover delicate shrubs with burlap. It’s best to consult with your landscaping vendor ahead of your fall cleanup to ensure proper steps are taken to winterize and ensure investments into your landscaping are protected.
• Tree Trimming:
  • Remove dead branches that could become hazards during storms or heavy snowfalls.

Resident Communication and Education

• Winter Safety Guidelines:
  • Share tips on home preparation, such as sealing windows, avoiding burst pipes, and maintaining heating systems.
• Snow Removal Responsibilities:
  • Clarify HOA vs. resident responsibilities for sidewalks, driveways, and other areas.
• Emergency Contact Information:
  • Distribute contact details for local utilities, repair services, and the HOA emergency line.

Roads and Sidewalks

• Deicing and Salting Plans:
  • Develop a schedule for salting sidewalks and community streets to ensure safety.
• Pothole Repairs:
  • Fix potholes in community roads before the first snow to prevent further deterioration.

Insurance and Legal Preparedness

• Review Policies:
  • Ensure HOA insurance policies cover potential winter-related damages. Of particular note would be ensuring your limits for your property, liability, workers comp, and directors and officers coverages are all sufficient in their coverage. If unsure, talk with your broker.
• Liability Protections:
  • Communicate snow and ice clearing policies to minimize liability for slips and falls. Over-communication during the winter months is always advisable.

Budgeting and Reserve Planning

• Set Aside Emergency Funds:
  • Allocate funds for unexpected winter expenses, such as heavy snow removal/relocation, or repair needs from HVAC or plumbing issues.
• Track Usage Trends:
  • Monitor how resources like salt and sand are consumed to plan for future winters.

Community Safety Initiatives

• Streetlight Maintenance:
  • Check and replace bulbs in community streetlights for better visibility during long winter nights.
• Fire Hydrant Accessibility:
  • Mark hydrants with flags or posts to ensure they remain visible and accessible.

By implementing these winterization practices, your HOA can ensure the community remains safe, functional, and attractive during the harsh Midwest winter months.