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Securing Your Community: End-of-Year Insurance Checklist for Community Associations

November 29, 2023

Community associations are integral to maintaining a secure, harmonious living environment. One of their more critical responsibilities is managing the various insurance policies that safeguard the community's assets and liabilities. As the year ends, it’s an ideal time to reflect on and reassess coverage. Use this comprehensive insurance checklist to guide you.

Reviewing Current Insurance Policies

Community associations typically hold multiple insurance policies, including property insurance, general and specific liability coverage, workers' compensation, and directors and officers (D&O) insurance. An annual review of these policies is crucial to ensure they align with the community's changing circumstances and potential risks.

Assessment of Existing Insurance Policies

To begin with, community associations should thoroughly analyze all current policies. Are policies relevant, up-to-date, and comprehensive? Consider the following:

  • Coverage limits: Insurance policies specify a maximum limit they would pay out in case of a claim. Do these limits align with the estimates of potential costs that might arise in the event of property damage or liability claims?
  • Exclusions: Insurance policies often exclude specific situations or property types from their coverage. Are these exclusions exposing the community to significant risk areas?
  • Deductibles: The deductible implies the amount the community association would bear before the insurance kicks in. What is the upfront cost burden on the association when a claim occurs?

Changes in Coverage Needs

Communities are dynamic, often growing and evolving with time. Changes can result in outgrowing certain existing coverages and venturing into new risk areas. For example, the association might have installed new amenities or facilities or undertaken activities that could harbor potential risks during the year. They should inform their insurance providers about these developments to ensure adequate coverage.

Conducting a Property Assessment

Timely and accurate property assessments are critical for appropriate insurance coverage. It can help prevent under-insurance and over-insurance, which can be expensive.

  • Inspection of common areas and amenities: Associations should undertake regular physical inspections of all the common areas, structures, and amenities they maintain. These inspections could involve examining facilities like clubhouses, swimming pools, playgrounds, golf courses, gyms, and the like, which are often more prone to damage and carry considerable liability risks.
  • Property valuation: Insurance claims often base their results on the property's current value, not the original purchase price. The value should also consider any recent renovations, upgrades, or additions. Hence, the association must ensure the property coverage reflects the current value of their properties, considering inflation, market trends, and how the rising cost of labor and materials may impact renovations, upgrades, or improvements.

Risk Assessment and Mitigation

Effective risk management underpins insurance strategy and involves identifying potential risks specific to the community association and implementing proactive measures to mitigate them.

  • Evaluation of risks: The potential risks could extend beyond property damage to liability issues, compliance concerns, or even exposure to natural disasters, depending on the geographical location and local climate changes.
  • Implementation of risk management strategies: Once the risk landscape is clear, the association can plan and implement the appropriate safety, security, and compliance measures. They should also revisit the local building codes, safety norms, and rules and regulations to ensure there aren't any compliance gaps that might obstruct their insurance claims.
  • Assess financial risks: Community associations must protect their physical properties, monetary sources, and funds. Such funds are vulnerable to risks threatening the community's financial sustainability and ability to power daily services. Assessing and taking strategic steps to mitigate these risks is essential to a community's financial security.
  • Assessing cyber crime risks: With the rapid expansion of technology, all organizations, including community associations, face cybercrime in the digital age. Community associations are vulnerable to cyberattacks due to online financial transactions and sensitive data, which makes cybercrime risk assessment and mitigation critical. Associations must secure digital infrastructure data and adopt a firm cybersecurity policy to prevent cyberattacks and maintain operations.

Communication Is Key

Effective communication with insurance agents, brokers, or representatives ensures they fully comprehend the community's circumstances, challenges, and risk perceptions.

  • Involving insurance agents or brokers: Insurance agents and brokers have the expertise and industry insights that can make a significant difference in mapping the unique insurance needs of complex community associations. A good rapport and open lines of communication with these professionals can mean the distinction between having a well-protected community and one that stands exposed to potential risks.
  • Insurance implications: Associations should proactively contact their insurance contacts and discuss changes, improvements, events, or other factors affecting their risk profile or insurance requirements.

The Importance of an End-of-Year Insurance Check-Up

An annual insurance review helps community associations anticipate their changing needs and emerging exposures. Remember, a year-end review isn't limited to just insurance. It's a prudent tool to allow associations to look back on the year, gauge their achievements, and identify areas of improvement or concern.

Investing time and effort into a strategic year-end insurance review could mean confidently stepping into the new year, knowing the community association has adequately addressed potential hazards and fortified all necessary defenses. After all, preventive planning is vital to circumventing unforeseen disasters. It's about creating a shield of protection around the community that each member can trust.

Begin 2024 With Adequate Preparation and Protection

Stepping into an unforeseen future always carries uncertainty, and solid insurance is the perfect tool to confront it. It brings comfort to know that the community is well-protected and prepared, no matter the challenges. 

As they say, the best time to mend the roof is when the sun is shining, and the best time for community associations to review their insurance is now. Here's to a new year that brings peace of mind, safety, and solidarity to all communities.

By following a robust end-of-year insurance checklist, community associations can ensure a well-protected and secured future for their members. However, insurance can be complex and often calls for professional guidance, which is where we come in. 

Sahouri is an independent insurance brokerage firm that guides clients through a technology-driven, consulting-based experience integrating corporate risk, health, and benefits policies through one centralized advocacy team. Our well-qualified team members understand community associations' diverse insurance needs and offer customized solutions tailored to your unique situation. Contact Sahouri Insurance for more information and guidance.

As an independent insurance brokerage firm, we guide our Guests through a technology-driven, consulting-based experience that integrates corporate Risk, Health, and Benefits policies through one, centralized Advocacy Team.