Enforcing Condominium Rules with Fairness and Transparency:

4 Essential Tips for Board Members

NYC Best Property Management

Enforcing condominium rules can feel like an uncomfortable responsibility, especially when the goal is to maintain fairness and avoid conflict. But having clear, reasonable rules that are consistently applied is not only essential for smooth community operation but also helps ensure residents have a positive experience.

So, how can boards enforce these policies without creating unnecessary tension or alienating residents?

Set Realistic Rules for the Condominium

The foundation of successful policy enforcement begins with creating rules that are reasonable and easy to understand. If rules are unclear or difficult to follow, they’re unlikely to be respected. Before implementing any new policy, boards should ask critical questions to ensure clarity. A rule that’s simple to interpret is much easier to enforce and leads to better adherence.

4 Key Tips for
Policy Enforcement in Condominiums

Educate Residents

Clear communication about condominium policies is crucial for ensuring compliance. Everyone in the community, whether long-time residents or newcomers, should understand the “what, how, and why” behind each policy.

What is the policy? Clearly state what the policy entails. For example, a no-smoking policy prohibits smoking in common areas.
How should it be followed? Outline the specific actions required for residents to comply. For instance, smoking is banned in common spaces and within a 100-foot radius of residential units.
Why is the policy important? Communicate the benefits of the policy. For example, a no-smoking policy improves air quality and enhances property value by creating a healthier, more appealing environment.

Work with your management company to spread the word using multiple channels such as newsletters, social media, emails, and notices in common areas to ensure all residents are informed.

Be Consistent

Fairness and consistency are critical in enforcing policies. Residents must feel confident that all policies are applied equally to everyone, without exceptions. Inconsistent enforcement can breed resentment and conflict and, in some cases, could lead to legal challenges.

To maintain consistency, follow these simple dos and don’ts:

Do: Lead by example. Board members should abide by the same rules they expect others to follow.
Don’t: Apply different standards based on individuals or situations. While it might seem easier in the short term, this can create long-term problems.
Do: Enforce policies consistently. If residents believe they can break the rules without consequence, they will. Ensure that enforcement follows the established process.

Although the management company handles enforcement, boards must stay actively involved to ensure it’s done fairly and transparently. The board's credibility depends on this partnership.

Be Transparent

Residents should never be caught off guard by enforcement actions. They need to know exactly how violations are handled, what penalties might be incurred, and the process involved.

An example of a transparent enforcement process might look like this:

Step 1: The resident in violation receives an initial courtesy call explaining the policy and infraction.
Step 2: A formal violation letter is issued, outlining the policy, the offense, and any fines involved.
Step 3: If no response is received, a second violation notice is sent.
Step 4: If the issue is still unresolved after three communications, the matter is escalated to the corporation’s attorney or violation committee.

It’s important to adapt your process based on local laws and the best practices recommended by your management company. Clear communication about the enforcement steps helps avoid confusion and fosters trust in the process.

Evaluate Policies Regularly

Policies that were effective five years ago may not be suitable today. Annual reviews of condominium policies are essential to ensure they remain relevant and effective. During these reviews, consider the following:

Has any new legislation made the policy outdated?
Does the policy still improve the resident experience?
Is the policy likely to become obsolete soon?
Does the policy continue to serve the needs of the community?

If changes or revisions are needed, ensure that residents are informed about the updates and understand the reasons behind them. As always, transparency and consistency are key to maintaining trust and compliance.

Enforcing policies is a delicate balancing act. Board members are responsible for enforcing rules that ultimately help foster a harmonious community, but it can be tricky when the policies affect neighbors and friends. The goal isn’t to be a strict enforcer, but rather to maintain fairness while preserving positive relationships.

Fortunately, enforcing policies doesn’t have to be a burden on the board alone. The management company plays a significant role in ensuring compliance, but working together with them is key to creating a fair and effective process.

Here are four strategies for smooth policy enforcement:

in Conclusion...

Enforcing condominium rules may seem challenging.

But with the right approach, it doesn’t have to lead to conflict. By creating clear, realistic policies, staying consistent, being transparent, and regularly evaluating your rules, boards can ensure a well-functioning, harmonious community where residents feel respected and informed.

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