Weathering Winter: Facility Prep and Vendor Readiness for the Season Ahead

As winter approaches, community associations face unique challenges that require proactive planning to be prepared for the cold and snowy season. From icy sidewalks to heating system maintenance, preparing your facilities and vendors for the season ahead is crucial to ensure safety, comfort and operational efficiency.

Why Winter Prep Matters
Cold weather can bring unexpected issues like frozen pipes, snow accumulation and increased energy demands. Without proper preparation, these problems can lead to costly repairs, unhappy and stressed homeowners. A well-structured winter readiness plan helps prevent emergencies and keeps your community running smoothly.
Facility Preparation Checklist

1. Inspect Heating Systems

Schedule HVAC inspections to ensure systems are functioning efficiently before temperatures drop. Regular maintenance can avoid costly repairs and ensure residents stay warm and comfortable throughout the winter.

2. Protect Plumbing

Cold temperatures can cause pipes to freeze and burst, leading to costly water damage and emergency repairs. To prevent this, insulate exposed pipes and check for leaks to prevent freezing and bursting.

3. Roof & Gutter Maintenance

Winter weather can put significant strain on roofs and gutters, leading to leaks, ice dams and structural damage if not properly maintained. Make sure to clear debris from gutters and inspect roofs for damage to avoid leaks during snow or ice buildup.

4. Snow & Ice Safety

Winter conditions can create hazardous surfaces and increase the risk of slips, falls and accidents. To keep your community prepared, stock up on salt, sand and snow removal equipment. Identify the high-risk areas like walkways, entrances and residential uncovered parking lots.

Vendor Readiness
Your vendors are critical partners in keeping the community safe, functional and prepared during winter. A proactive approach ensures smooth operations and quick response during emergencies. Here are some tips to take note of.

• Finalize Snow Removal Contracts – Confirm agreements with clear service expectations, including response times, priority areas and contingency plans for severe storms. Ensure pricing and scope of work are documented.
• Update Emergency Contact Lists – Verify that all vendors’ contact details are current and accessible to board members and staff. Include after-hours numbers and escalation procedures for urgent situations.
• Review Preventive Maintenance Schedules – Coordinate with vendors to schedule inspections and servicing for HVAC systems, plumbing, electrical panels and generators before peak winter conditions. Preventive care reduces downtime and costly repairs.
• Confirm Equipment Readiness – Ensure vendors have the necessary tools, vehicles and supplies for snow removal, de-icing and emergency repairs. Ask for proof of readiness and back up plans.
• Establish Communication Protocols – set clear expectations for reporting progress, delays and emergencies. Use multiple channels like phone, email and community portals for timely updates.
• Verify Insurance and Compliance – Check that vendors maintain proper insurance coverage and comply with safety regulations to protect your community association from liability.

Communication is Key

It is important to maintain a clear and timely communication with homeowners and residents to keep everyone safe during winter. A strong communication plan helps prevent confusion and ensures everyone knows what to expect. Here’s how to do it:

• Share Winter Safety Tips – Provide guidance on preventing slips and falls, safe driving in icy conditions and how to report hazards within the community.

• Announce Snow Removal Schedules – Let homeowners know when and where snow clearing will occur, including priority areas like entrances, walkways and parking lots.

• Outline Emergency Procedures – Communicate steps for power outages, heating failures or severe storms. Include emergency contact numbers and shelter information if applicable.

• Use Multiple Channels – Send updates via email, post on social media and display notices on community boards or portals. Consistent messaging across platforms ensures everyone stays informed.

• Provide Real-Time Updates – During storms or emergencies, share live updates on progress and any changes to schedules or safety measures.

• Encourage Feedback – Invite homeowners and residents to report issues promptly and provide suggestions for improving winter readiness.

Partner with Corner Property Management

At Corner Property Management (CPM) AAMC, we help boards plan ahead and coordinate with trusted vendors to ensure your community thrives—even in the harshest conditions. From preventive maintenance to vendor management, we’ve got you covered.

Ready to prepare your community for winter? Contact us today!

New Jersey:
Lawrence N. Sauer, CMCA PCAM CPM at 973-376-3925, ext.129 or email larry.sauer@cp-management.com

Pennsylvania:
Andrew Batshaw at 973-376-3925, ext.191 or email andrew.batshaw@cp-management.com