Condo Board Liability Checklist

Whether it’s for a small group of flats or a high-rise with hundreds of residents, being on a condo board is serious business. Condo boards make critical decisions that affect building maintenance, operations and residents. Use this checklist as a start for risk planning and stay ahead of your board’s liability exposure.

• Take meeting minutes as a record of topics and decision-making.
• Create an ethics policy and require every board member to attend ethics training annually.
• Create an evacuation plan and post evacuation plan maps.
• Train all building employees, board members and residents on evacuation and shelter-in-place procedures.
• Rehearse building evacuation procedures with residents and staff.
• Involve people with disabilities in your exit and evacuation strategies and plans.
• Consider installing security systems and door monitoring systems (even if you have a door attendant).
• Create a monthly building and grounds maintenance checklist.
• Create a semiannual building maintenance checklist, including things like heating, ventilation, and air conditioning; windows; balconies and porches; generators; roofing; parking areas; structural integrity; common areas; security entrances and monitors; lighting and light fixtures; hallways and exits; elevators; railings and stairways; walkway hazards, etc.
• Review maintenance issues monthly and promptly follow up on concerns.
• Keep a written record of the plan of action for all unexpected maintenance issues.
• Keep detailed records of all inspections and maintenance work.
• Conduct a quarterly walk-around inspection involving building supervisors and board members.
• Only hire licensed, insured and bonded professionals for building repairs.
• Hire a lifeguard if you have a pool or spa.
• Post appropriate signage (hazard or slip areas, lifeguard hours, etc.).
• Keep walkways free from obstructions and slip-and-fall hazards.
• Provide storage bags to transport wet items, such as umbrellas (to reduce water dripping throughout the common areas).
• Install nonskid floor mats at all entryways.
• Promptly remove snow and ice or skim excess rainwater.
• Require minimum condo insurance for all unit owners. Ensure that insurance limits are high enough to cover potential damages and repairs to the affected units (e.g., tub overflows and floods the condo below).
• Require annual proof of insurance from each condo unit owner.
• Consider requiring renters insurance for all units that are not owner-occupied.
• Review building and board insurance coverage annually or as needs change.
• Hold an insurance information event to educate your condo residents on the importance of insurance. Use a broker who specializes in condo insurance.
• Ask your insurance provider to conduct an annual loss control inspection of your building.
• Data is a big business for hackers. Implement cybersecurity procedures to reduce your data exposure risk.
• Purchase cyber liability insurance to help with financial loss in case of a data breach (i.e., ransomware, recovering compromised data, restoring damaged computer systems and free credit monitoring).

Create a safer place for you and your fellow residents by reducing hazards and offsetting liability. Reach out to your insurance broker for more information on building and condo board risk.

This content is for informational purposes only and not for the purpose of providing, financial, medical or legal advice. You should contact your attorney, doctor, broker or advisor to obtain advice with respect to any particular issue or problem. Read more about our limitation of liability here.