Protecting Your HOA During the Pandemic

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Protecting Your HOA During the Pandemic

How is your association coping with Covid-19 challenges?

CMA has implemented recommendations from the CDC and the World Health Organization (WHO) across our communities. As well, our Covid Task Force regularly reviews various updated governmental orders that aim to limit the spread of Covid-19. As we’re all learning painfully, a pandemic isn’t quickly contained. Your association will likely cope with the effects of this outbreak for many months to come. 

As a management partner, our company continues to work with communities to customize solutions to mitigate the risk of Covid-19 community spread.  These solutions enable HOAs to conduct meetings, decide if they can safely open access to amenities, and implement procedures for services such as disinfecting and deep cleaning, making pool reservations, budget for ongoing mitigation expenses and other special needs.

Conducting Association Business

Earlier this year, CMA recommended your association consider the following:

  • Consider suspending in person committee and annual meetings.
  • If your community decides to hold an annual meeting this year, you have the option to offer e-voting so that owners may participate in elections online.  Please call on your manager to help you set this up.
  • Remind your owners that they can also submit ACC modification requests online, and your ACC committee can review requests online.
  • If you have an on-site office or clubhouse, encourage owners to call rather than stop by in person.

    CMA summarizes its procedures with a systematic, methodical approach to help you sort out the complex questions and customize solutions for your community.

  • Also consider suspending social events to avoid large crowds.
  • Consider conducting virtual board meetings.  Contact your manager if you would like to consider using CMA’s “Go to Meeting” ™ license to conduct a computer/telephone meeting, or our conference bridge. Some of our communities that have implemented virtual board meetings are seeing greater participation by owners.  Board members appreciate having timely feedback from owners about pending decisions.
  • Practice social distancing if you conduct board meetings in person and allow homeowners to attend by teleconference.
  • We can notify as many homeowners as are registered through our e-mail blast capability about the board meeting and send them a teleconference bridge number.

Property Inspections

  • Our managers and compliance coordinators have been keeping an eye on your community with their routine property inspections. 
  • CMA staff always practice social distancing when visiting your community by traveling alone and remaining in their vehicles.  When absolutely necessary CMA staff will meet a vendor in order to facilitate solutions to urgent safety matters in your community. 

CMA Offices

  • We have limited drop-in visits from clients to our on-site and regional offices.
  • Please use our internet and phone options to communicate with CMA rather than coming into a CMA or Association office.
  • Please call the Association office, or the Customer Care line 972-943-2828 from 8:30 AM to 5:00 PM M-F.  Our online services are available 24-7 when you register and log-in @ www.cmamanagement.com.
  • When this is not convenient, please contact the on-site or regional HOA office to arrange an appointment prior to coming in so that we can pre-screen or use the dropbox located at any of our regional offices for payments.

To protect the health and safety of employees, we have implemented CDC guidelines to:

  • check the temperatures of employees when they report to the office each day
  • require the wearing of masks in all public spaces
  • have no more than 50% of the staff in the office, alternating days to ensure social distancing.

Annual Meeting Attendance

When requested, CMA staff persons will attend in person annual meetings where reasonable efforts are made to adhere to CDC recommended social distancing procedures.  Meetings may be held outdoors, but if held indoors the facility should ensure social distancing guidelines can be reasonably implemented.  All applicable local and state governmental orders concerning public gatherings should be strictly followed by CMA and the association. 

  • All CMA staff will wear facemasks while setting up and facilitating the annual meeting. 
  • CMA will request the association’s Board recommend all meeting attendees wear masks while at the annual meeting. 
  • Should a sign-in table be necessary, a portable plexiglass partition will be placed on the table in front of CMA staff assigned to the sign-in table. 
  • Hand sanitizer provided by CMA will be available for use. 

We are closely monitoring developments and will adapt and communicate other adjustments to clients and staff as it becomes appropriate.

For more information about CMA’s pandemic response and recommendations for community associations, visit our blog at www.communitywellserved.com  

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CMA Management
37 Years of Community. Well Served. (www.cmamanagement.com) Headquartered in Plano, Texas, CMA has three regional offices and numerous onsite locations providing contract management services for more than 250 residential and commercial communities, and more than 97,000 individual units. Residential Communities •Town Home Communities •Master Planned Communities •Active Adult Communities •Commercial Associations