Condo Winter Maintenance Guide

(Note – this article is a re-post that was originally released in WB’s 2023 Q4 Digital Newsletter) 

Because winter conditions can significantly affect the health and well-being of your community, properly maintaining your condominium corporation during the season is crucial. While winter upkeep may look different from one community to the next, there are things all condos can do to maintain operations, structures, security, and resident satisfaction in the months to come. Read on to learn everything you should do to sustain a functional and well-operated community.

1. REVIEW SEASONAL VENDOR SERVICE CONTRACTS.

Fluctuating weather conditions affect most areas, so many communities partner with service providers that prepare the grounds and buildings for winter. Snow and ice removal companies, landscaping contractors, and pool maintenance vendors are just a few. Now is the time to assess these service contracts to make sure you understand what you paid for and are sufficiently prepared for the season. When reviewing service contracts, look for the:

• Contract terms. Guarantee the contract clearly and thoroughly itemizes everything included in the cost of services.
• Service schedule & timeline of services. Find the start and completion dates for work or the schedule of specific services, such as snow removal for streets and walkways.
• Point of contact. The contract needs to state the contact person for the vendor company and an address, phone number, and email address, if applicable.
• Insurance. Confirm the contract outlines the vendor’s insurance coverage.
• Warranty information. If the vendor offers a warranty, review warranty details, like what the warranty covers.

2. CONFIRM YOUR BUDGET COVERS WINTER EXPENSES.

Look over your winter maintenance budget to check that the allocated funds are still enough to cover the necessary expenses for the season, including:

• Snow and ice removal
• Winter landscaping needs
• Gutter and storm drain maintenance
• Roof and structure repairs
• Heating system service

If you realize you don’t have enough funds for unexpected winter maintenance costs, you may need to consider special assessments. However, take this into account when planning next year’s budget.

3. PLAN FOR SNOW REMOVAL.

While this doesn’t apply to every condominium, communities in areas with heavy snow should draft a snow removal schedule. This plan should cover plowing and clearing snow in common areas, such as:

• Roads
• Sidewalks
• Walking paths
• Stairways
• Ramps
• Other shared community areas

It’s also necessary to schedule maintenance based on the expected amount of snow. Follow weather predictions to appropriately plan for snow removal needs that’ll keep homeowners safe.

4. PREVENT AND MAINTAIN ICE ACCUMULATION.

If your community experiences frosty weather, stay on top of slippery ice situations. To prevent and manage risky ice accumulation in your community, you should:

• Talk to your contractor about their ice maintenance and prevention methods.
• Confirm these methods will not cause damage to community streets or structures.
• Assess your contractor’s work and hold them to their contractual obligations.
• Stock up on critical winter maintenance supplies, including salt and shovels.

Before snow and ice pile up, display signage around the areas that are known to be hazardous. Additionally, post signs near any other areas that become treacherous after snowfall and remind homeowners to be diligent in driving or walking around the neighbourhood.

5. PREPARE LANDSCAPING FOR WINTER.

Although some trees and plants can handle colder temperatures, others need a little help to make it through winter. To keep your community landscaping healthy and ready for spring, consider:

• Fertilizing the soil to nourish plant and tree roots.
• Watering dormant plants until the ground freezes.
• Adding a thick layer of mulch to insulate plants and keep the soil moist.
• Digging out weeds and debris that could harm dormant plants.
• Planting winter-friendly landscaping for the season.

Work with your condos landscaper to correctly care for vulnerable plants, bushes, and trees. You may also want to discuss planting seasonal winter landscaping that’ll enhance the appearance of your community—even in frigid weather.

6. PROTECT BUILDINGS AND STRUCTURES.

Heavy snowfall and freezing temperatures can take a toll on your community’s buildings and structures. Before winter is in full swing, it’s a good idea to run inspections and schedule maintenance to check:

• Roofs
• Gutters
• Building foundations
• Weatherstripping
• Doors and windows

Conducting these inspections and getting ahead of needed repairs will maintain the structural integrity of your buildings—and help prevent costly damage or erosion in the near- and long-term.

7. CHECK UTILITY OPERATIONS.

Check-in with your utility providers and verify your community has access to water, gas, electricity, plumbing, and other essential services throughout the season. You should also service all heating systems and insulate pipes. If there are outages due to winter weather, familiarize yourself with procedures and how to contact the utility companies for updates.

8. REVIEW YOUR EMERGENCY PREPAREDNESS PLAN.

Your board should always review your emergency plan to guarantee you understand the process in case of extreme weather, extended power outages, or other unsafe conditions. Your emergency preparedness plan should include:

• Clear and concise instructions on what to do in an emergency.
• Important emergency contact information.
• Location of crucial shut-off valves or boxes.
• Location of emergency supplies and alternative heating methods.
• Maps of evacuation routes for the community.

Study your emergency plan and share it with homeowners. Encourage community members to create their own winter weather emergency kits that include flashlights, batteries, medicine, and other supplies that can come in handy in the event of a crisis.

9. COMMUNICATE WITH HOMEOWNERS.

Communication is the most important tool that a board can use to create a harmonious, well-informed community. Make sure you communicate vital seasonal information with homeowners, including:

• Your community emergency plan
• Extreme weather preparedness tips
• Local road closures
• Winter maintenance schedules
• Seasonal parking restrictions
• Other safety recommendations

Use your community newsletter, social media, and website or app to inform residents about winter weather. Sharing this information will help keep residents safe and prepared for whatever the cold temperatures bring.

10. CREATE A CHANNEL FOR HOMEOWNER FEEDBACK AND CONCERNS.

Sometimes, homeowners are the first to spot a hazard created by unexpected weather. Develop an avenue for residents to provide feedback or address concerns regarding winter maintenance, like slippery roadways, unmarked sidewalk damage, or a frozen community pool. If you don’t already have a community website or app, this digital hub is an excellent way to give updates and receive direct communication from homeowners. A streamlined communication channel can enhance the homeowner experience during busy winter maintenance schedules.