Homeowners associations are organizations that enforce rules and regulations in a planned community or condominium with the aim of ensuring that the value of the property remains high. They charge certain amounts of fees for the upkeep of common areas such as elevators, swimming pools, tennis courts, parks, and the like. Properly managed condominium associations work wonders in developing harmony and a friendly community environment.
It is extremely important that new residents or owners in a condominium are given a warm welcome, as it helps them settle down in the new environment. They should also be educated regarding the association and what their roles as citizens are, for the benefit of the community as a whole.
A sensible and a practical way is to prepare a welcome kit for the new residents and owners. This kit should at least include the following, besides including any information specific to a particular association set-up:
Principal Documents
These should include all the rules and regulations regarding the association. If they are available on the condominium association’s website, then instructions should be given on how they can be easily accessed by the newcomers.
Forms
A form requiring the newcomers to provide their contact information, email address and cell phone numbers should be included so that they can be contacted in case of an emergency (such as natural disasters).
The forms that are needed for registration with the association should be included in this kit. These should include any forms that are required to register cars or pets.
Newsletters and Board Meeting Minutes
Copies of recent newsletters and last board meeting minutes should be included in the package so that the newcomers can catch up on the latest new and happening in the condominium association.
Cable and Internet Hookup
Necessary information should be included regarding getting connected to the internet or installing cable TV with contact details of the service providers.
Association Board of Directors and Committee Details
A list of board members and their contact details should be provided along with their duties and responsibilities in running the association.
Fees Information
A separate document should be included in the welcome kit that covers all kinds of payments that new condo members are expected to pay. This may include the monthly charges, any extra payments for maintenance purposes and penalties on late payment.
Information on Offered Amenities
If the condominium features a common laundry room, gym, community room, swimming pool, tennis court, elevators or any other amenities, then all the information regarding them should be included in the welcome kit. If any special charges apply on utilizing these amenities, then those charges should be included in the Fees Information document.
Welcoming the Newcomers
It would be a good gesture by the president or secretary on behalf of the condominium association if they pay a visit to the newcomers themselves to personally welcome them and handover the welcome kit. This would develop a more personal understanding between the newcomers and the people running the board, thus encouraging the sense of belonging to a community.
