The holiday season is upon us, and that means an increase in thenumber of guests visiting residents in property associationswhether for it’s for parties or overnight stays.

Most property associations share common best practices toprotect residents and guests year round, but they become moreimportant when the number of visitors is expected to increase.These practices include fences, gates, fire and burglar alarms, andbattery replacement programs for smoke and carbon monoxidedetectors. Associations generally have well lit common areas andparking lots, and keep trees, bushes and other foliage trimmed forthe safety of residents and as protection from crime.

However, a best practice is not always so simple. Any of theseactions can create additional liability for community associations.Associations need to take the time to think through where a bestpractice can lead and plan accordingly. Consider these threeexamples of potential general liability exposure in habitationalrisk stemming from some common best practices.

1. Perimeterfences

Fences are often the first line of defense against break-ins.They’re also an opportunity for children to climb and injurethemselves, which can leave the association at a potentialliability risk for any injury the child may sustain.

This knowledge can also apply to a swimming pool, internalfences and gates.

Additionally, a locked and monitored perimeter fence can givehomeowners and renters a false sense of security. A good fence canlead to poor individual practices, for instance, leaving a unitdoor unlocked.

2. Smoke alarms

At holiday time, people spend more time on meal preparation andentertaining. Some residents take the batteries out of smokedetectors during cooking and then forget to put them back. Havinghard-wired devices removes this risk.

3. Speed bumps

Most drivers slow down when approaching a speed bump — as longas the driver knows where the bumps are located. A best practice isto have warning signs. But this still doesn’t keep some driversfrom speeding over the bump, damaging their car and hurtingthemselves or their passengers in the process.

Related: 6 things you need to know about insuring a condo —before buying one

Conduct an inspection

For property associations there are three true bestpractices:

• Speak with your agent to make sure the policy coverage is trulycomprehensive.
• Ask questions throughout an inspection.
• Communicate with association members.

“During an inspection, we’re able to identify potentialliability risks that most organizations haven’t considered,” saidBart Sturgis, president of Preferred Reports. “Because there aremore claims due to layout and maintenance of the facilities andamenities, an inspector’s experience matters. A cookie-cutterapproach to inspection won’t help.”

Neither will keeping information from association members. Whileit doesn’t absolve an association of liability, continualcommunication is key to keeping the incident level low. Informresidents of safety precautions and rules – often. Provide tips andreminders on a monthly basis.

Finally, consider additional precautions, such as signs toremind association members of best practices, and cameras andmotion lights to deter unwanted visitors from mischievous teens tocriminals.

In the end, collaboration is key to keeping everyone as safe aspossible and liability to a minimum. Working as a team – agent,inspector and association members – is the best practice. That issimple!

Related: 5 things to know about condominium associations andinsurance

Carol Teasley is the Underwriting Manager in V3Insurance Partners’ Property & Liability Practice, with a focuson community association policies. She can be reachedat [email protected].