Buildings, Condo & Co-op Creating successful house rules for condo and co-op buildings

Creating effective co-op and condo house rules is an essential part of maintaining harmonious community living. Rules are similar to regulations that are typically created and modified by the organization's board of directors. The best house rules strike a fair balance between protecting the rights and freedoms of residents while ensuring the building areas remain peaceful without restricting the expected liberties of home ownership. The following are tips for creating effective and successful house rules.

Use Clear and Concise Language

Using plain language that makes it easy to read for the widest range of people to understand is best. Keep it simple! Avoid long and complex sentences as well as specialized terms that may be confusing or known only to sophisticated or specific persons, such as specialized legalese. It is difficult to impose and unreasonable to expect the community to follow poorly drafted and written rules.

Common Area Usage

Create clear rules and guidelines common spaces such as building lobbies, hallways, amenities, lounges, laundry rooms, gyms, and outdoor areas. These areas should be free of obstructions for safety and compliance purposes.

Restrictions should be listed for personal items left in shared spaces (such as welcome mats, shoes, and umbrellas.) Limitations on times and types of usage for outdoor spaces, lawns and corridors are also recommended, and which may also be addressed in a smoking policy. Reservation instructions and requirements may also be necessary for certain spaces, such as community rooms. All amenities should be governed by an appropriate usage and conduct policies.

Safety and Security Measures and Protocols

In addition to common area rules, protocols for private area use in individual units should also be addressed. This may include securing doors, windows, entry and exit areas, and ensuring fire exits are clear for use to access fire escapes. Other measures may be required, such as special approved window guards, to prevent unauthorized access to the building and to ensure compliance with fire safety protocols.

Specific rules and guidelines should address expected community behavior for intercom and building access requests by strangers or people unfamiliar or unexpected. Strangers may ring intercoms of several residents for access, including people claiming to be delivery persons for popular vendors such as Amazon. Others may attempt to tailgate or piggyback along with the entry of authorized residents who don't wish to appear impolite and deny access to the building. Building access protocols are important and should be periodically communicated to residents, who may rarely read house rules.

Boards may also wish to address the use and storage of high-capacity lithium-ion batteries, which include e-scooters and e-bikes. Some buildings and jurisdictions ban use in buildings subject to specific exceptions, such as specific product make and models that use batteries confirmed to be compliant with safety standards.

Quiet Hours and Private Area Behavior

Provide a reasonably acceptable range of quiet time that limits noisier activities, such as holding parties, playing loud music, operating heavy machinery, or making other loud noises. Popular quiet hours may be 10 PM to 7 AM, which is common in many large cities such as New York City. It is also advisable to address conduct in common areas in addition to inside individual units.

Boards may wish to consider a smoking policy for private areas, including open balconies. Implementation of outright bans may require a supermajority vote by shareholders and board members are recommended to check their bylaws and speak to their building attorney to identify regulations that may also apply to their jurisdiction. It is advisable for board members to confirm requirements with an attorney or a fire, building, or safety regulator.

Pet Regulations

Establish pet ownership rules that are reasonable for the particular premises. This includes limits on the types of animals allowed (cats, dogs, birds, exotic), their size, types of breeds, number of pets, and waste disposal requirements. Identify common area rules for where pets may be allowed (elevators, specific common areas) and any restrictions (leash requirements, entrance and exit.) Licenses, proof of vaccination, identification tags, pet fees and deposits may also be required and should be stated clearly up front.

Trash, Recycling and Composting Policy

A detailed waste disposal and recycling policy should be posted that is appropriate for your building's disposal system and in compliance with your jurisdiction's regulatory requirements. Guidelines should state what can be disposed of in each bin or area and penalties that may be imposed for failure to comply with the rules.

Renovations and Alterations

Rules and fees regarding renovations (major and minor), construction or alterations to individual units should be made clear and include details such as days and times during which work is allowed, use and reservation of an elevator, noise restrictions, and the application and approval process. It is ideal to explain what constitutes major and minor renovations, guidance on installation of appliances and what requires prior approval.

Moving In and Out Procedures and Delivery Rules

A detailed list of requirements should be provided for moving in and out of a building, including large deliveries, such as available dates and times. Prior approval may be necessary, including payment of fees or deposits, limits on elevator usage, insurance requirements (including proof from movers and delivery companies), and protections required for halls and doorways.

Subletting and Leasing Policies

Guidelines for the allowance, process and requirements for renting or subletting units should be provided. Any limitations on maximum allowable duration (such as 2 years of rental in a 5-year period) as well as short-term duration (forbidding short rentals such as Airbnb) should be made clear. The process should detail how an application may be made, fees imposed, and whether board approval is required for subleasing. Sharing of rental fees paid to the building must also be specified, in addition to owner and tenant responsibilities during the rental period.

Parking and Vehicle Guidelines, Bike and Storage Areas

Rules for parking garages and spaces should be outlined and are often included in an application. Requirements may include the provision of vehicle ownership and identification (license plate), the type of vehicles allowed, allotted parking fees, vehicle registration and insurance requirements. A policy should address unauthorized vehicles in parking areas. A similar set of guidelines should be provided for bike storage, if available, especially for shared bike racks or storage areas.

A specific policy for electric cars, motorcycles and micromobility scooters should exist, including whether some may be prohibited (such as e-scooters) and how and where such vehicles should be parked and electricity outlets may be used (if at all.)

Board Approval of Major Decisions, Community Engagement

Setting a clear understanding for residents as to the process for major decision making which affects the community is advisable. Changes to common areas, capital improvements, and major financial decisions often require board approval. Providing information on how residents can communicate issues or propose ideas and policies is a good way to maintain community comfort and have residents feel as though they are engaged rather than alienated from private board discussions and decisions.

Dispute Resolution and Enforcement

A policy should set forth how house rules will be enforced, how complaints or disputes will be handled, and any warnings or fines that may be imposed and enforced for violations. It may also be helpful to provide guidelines on how disputes between residents will be addressed and mediated.

Regular Review and Updates to the House Rules

Stale and outdated house rules can serve to be limiting and a hindrance to residents and boards. It is good practice to ensure that rules are reviewed periodically reviewed and updated to reflect changes in the law, needs of the building, and community preferences. Changes to the house rules should be communicated with reasonable prior notice to residents so they will have ample time to adapt.

Communication with Residents

It is recommended that the board communicate with the community periodically to reduce an environment of alienation, which is easily accomplished through a building website, newsletter, email, or open meeting. Ensure that residents know contact information and communication protocols should they have questions or issues with the house rules. This may include addressing questions to a responsive building manager.

Final Tips

Boards should recognize how much time is required in considering, discussing, and voting on new house rules, in addition to potential delays should attorney review be deemed necessary. Prioritizing addressing and creating reasonable rules that are easily understood will likely lead to more effective house rules that ensure high quality of life standards enjoyed by residents, protect the property's value and integrity, and need less attention in the long run.