HOA winter maintenance: slip-and-fall liability; a board checklist

Winter injuries are costly. A single slip-and-fall can mean a six-figure settlement. Pipes burst. Budgets suffer. Proactive work lowers risk and spend. This post gives you a simple checklist to follow.

Let’s dive in.

Snow & ice service contract (lock it in before the first storm)

Sign your snow/ice contract in the fall. Snow left on surfaces creates hazards and liability. Budget for it. Treat this as non-negotiable.

Put service levels in writing. Include: trigger depth (pre-treat vs. plow), start-time and completion-time targets, priority map (walkways, stairs, ramps, bus stops), anti-icing and de-icing methods, return visits for refreeze, and escalation for heavy events. Make sure the contract allows emergency call-outs.

Confirm who inspects after storms, how defects get fixed, and who documents photos/time-stamps. Tight expectations + clear communication keep operations smooth in storms.

De-icer policy (safety first, surface-appropriate)

State when and where de-icer is applied. Cover stairs, ramps, crossings, curb cuts, mailbox clusters, and shaded zones that re-freeze. Use de-icing agents to keep passages safe. Inspect lighting so people can see hazards in dark hours.

Coordinate with your vendor on product choice per surface (concrete, pavers, asphalt) and nearby landscaping. Put the chosen products into the contract so crews use the same material every time.

Signage and resident notices (warn early, warn clearly)

Post temporary “Slippery when icy” signage at known problem spots during events. Close unsafe amenities and mark them as closed. If the pool or similar areas are shut for winter, lock gates and post clear “Closed for winter” signs.

Tell residents the plan before storms hit. Share snowplow routes, timing, and what residents must do (move cars, avoid salting certain areas, etc.). Use website, email, and notices. Early, simple, multi-channel communication raises compliance.

Lighting, walkways, and drainage (reduce slips at the source)

Fix lighting in walkways, lots, and stairwells. Dark areas raise fall risk. Keep gutters and drains clear so meltwater doesn’t re-freeze into ice sheets. Repair uneven trip points, add anti-slip treatments, and mark hazards until repaired.

Keep emergency routes open. Clearly mark them and ensure plows treat them first. That keeps access for ambulances and reduces risk.

Incident logs and near-miss tracking (your claim memory)

Create a simple incident form. Capture:

• Date/time
• Location
• Weather
• Surface condition
• Photos
• Who salted/shoveled and when, product used, and follow-up.

Store logs with your winter files. These records help you improve hot spots and support discussions with vendors and carriers if injuries happen. These are beneficial to store in your document storage.

Share patterns with your vendor at mid-season and end-of-season reviews. Adjust triggers, materials, or routes where data shows recurring risk.

Insurance-claim readiness (document before and after)

Do a pre-season photo sweep of common areas: walks, stairs, railings, drains, lot edges, and signage. Keep copies of contracts, vendor certificates, and checklists in one folder. After each major event, take quick photos of completed work and temps. This speeds response if a claim lands.

Schedule building envelope checks before winter. Seal gaps, clean gutters, and confirm downspouts. Prevent water intrusion that becomes ice. Good prep reduces both injuries and property damage claims.

Pipes, heat, and power (prevent bursts and outages from compounding risk)

Insulate exposed pipes, drain irrigation, and shut outdoor faucets. Keep unheated rooms above freezing. Burst pipes are expensive and avoidable.

Plan for outages. Stock lights, blankets, batteries, and have backup heat for common areas if possible. Communicate storm plans early so residents can prepare.

Service common-area heating before cold snaps. Efficient systems keep lobbies and gyms safe and usable.

Vendor SLAs and reviews (make the paper work hard)

Beyond basic terms, add SLA clauses: GPS/ time-stamped service reports, photo proof at priority areas, product labels for de-icers used, live ETA updates during storms, and defined re-service windows for refreeze. Review performance mid-season. Tweak routes and triggers based on logs and resident feedback.

Work the bid process early. Get options, compare capabilities, and budget for preventive work to save on emergency repairs later.

Quick checklist (copy/paste into your agenda)

• Signed snow/ice contract with clear SLAs and priorities
• De-icer policy set (areas, timing), lighting checked
• Temporary signage kit ready; resident notices templated
• Incident log template and storage folder
• Pre-season photos; post-storm photo habit
• Pipe insulation, irrigation drained, HVAC serviced
• Outage kit for commons; emergency route map; vendor on-call list
• Mid-season performance review date booked

Final note

This guide is practical risk reduction, not legal advice. If you have a claim or a dispute, talk to counsel and your carrier. Keep it simple. Do the basics early. Then iterate with data.

FAQ – HOA winter maintenance & slip-and-fall

1. When should we sign our snow & ice contract, and what must it include? Do it in fall; before the first storm. Spell out trigger depths, response times, priority routes, de-icing methods, and emergency call-outs. Put expectations in writing so crews act fast when it snows.
2. Which de-icer should we use—and where? Use surface-appropriate de-icing on high-traffic common areas (walkways, drives, lots). Pair it with basic traction steps: fix trip points and consider anti-slip treatments on slick paths. Coordinate product choice with your vendor and keep it consistent.
3. Who handles sidewalks and driveways: HOA or owners? It depends on your documents. Coverage varies by community. Check your CC&Rs and policies to confirm what the association clears (e.g., common–area sidewalks) versus what owners must handle.
4. How do we cut slip-and-fall risk day-to-day (and be claim-ready)? Keep roxutes lit and even, clear drains to prevent refreeze, post “closed/icy” signs for seasonal facilities, and communicate storm plans to residents. Keep simple photo records of pre-season conditions and post-storm results alongside your contract and service logs. It reduces hazards and speeds response if a claim hits.