HOA and Rental Property Management News and Updates

A Certificate of Insurance (COI) plays a crucial role in protecting all parties involved in a project or service agreement. Despite being a short, simple document, a COI carries significant legal and financial weight. It verifies that a business or contractor has active insurance coverage and meets the requirements established by the party requesting the work. When moving into or out of a gated community, it’s easy to focus on packing boxes, coordinating schedules, and arranging movers. However, there’s one important detail homeowners often overlook ensuring that their moving company provides a Certificate of Insurance (COI) . At Bancroft , the HOA strongly recommends that homeowners request a COI from any moving company they hire. While not a mandatory rule, this small step plays a big role in protecting both homeowners and the community . What Is a COI ? A Certificate of Insurance is an official document issued by an insurance provider or agent. It serves as proof that a contractor, vendor, or service provider has current insurance coverage. The COI typically summarizes key information, including: The types of insurance policies held Coverage limits Policy effective and expiration dates The insured party’s legal business name The insurer’s contact information Any additional insured parties, when applicable While a COI is not the insurance policy itself, it acts as a snapshot of coverage at a specific moment and is widely used across industries—from property management and construction to event planning, maintenance, housekeeping, landscaping, and more. Why Is a COI Important? COIs are essential because they help protect property owners, associations, and businesses from financial liability . When work is performed on a property especially work involving physical labor, tools, or equipment—accidents can happen. Without the proper insurance, the hiring party may be exposed to: Property damage Worker injuries Legal claims Costs arising from negligence or accidents Requesting a COI ensures the contractor has liability coverage, general insurance, and (when applicable) workers’ compensation coverage. This safeguards the hiring party from being held responsible for incidents that should be covered by the contractor’s policy. By asking movers to provide a COI, the HOA ensures that any company entering the community is covered in case of accidents or property damage. For example, a moving truck could accidentally: Scratch or damage the gate system or fencing Crack or stain the driveway or private road Hit mailboxes, curbs, or community signage Harm landscaping, irrigation systems, or shared utilities With a COI in place, the moving company’s insurer—not the HOA or homeowner—handles the repair costs. Without one, the HOA might have to file a claim under its own policy, tap into reserve funds, or even issue a special assessment to all homeowners to cover damages. Protecting Shared Community Property Just as the HOA requires vendors and contractors (like landscapers or roofers) to carry insurance, it’s equally important for moving companies to be insured. Gated communities have shared spaces —private driveways, controlled entry gates, sidewalks, and landscaped areas—that can easily be damaged during a move. Requiring or requesting a COI is a simple, proactive step that: Protects shared assets maintained by homeowner dues Avoids costly repairs or disputes over responsibility Encourages accountability from service providers While some HOAs make a COI mandatory, Bancroft takes a “request, not mandate” approach. Here’s why: 1. Legal and Practical Challenges Unlike high-rise buildings, where management can restrict elevator access, a single-family gated community cannot reasonably block a moving truck from entering. Homeowners have a legal right to access their property. Also, some residents handle their own move or hire smaller, uninsured movers. Enforcing a strict COI policy in those cases could create unnecessary conflict or legal complications. 2. Encouraging Cooperation Over Conflict The goal of the policy is to educate, not penalize . By requesting (rather than mandating) a COI, the HOA encourages homeowners to choose reputable, insured movers , protecting both their own belongings and the community’s property. This approach builds trust and promotes cooperation, rather than creating tension between residents and the HOA. Best Practice for Homeowners To help keep the community safe and protected, homeowners are strongly encouraged to: Request a Certificate of Insurance from their moving company. Ask that the COI lists Bancroft HOA as the Certificate Holder . Submit the COI to the HOA at least 48 hours before the scheduled move. This process ensures that any moving company operating within the gates is properly insured and that all parties are protected in the rare event of damage. A Shared Commitment to Care Your HOA’s COI request isn’t about adding red tape—it’s about maintaining a safe, well-protected community for everyone. By taking this simple precaution, homeowners help prevent costly damage, reduce liability risks, and ensure the community continues to look and function its best. In short requesting a COI from your moving company is a smart, simple safeguard that benefits you and your neighbors alike. If you’re planning a move soon, please reach out to the HOA office for guidance on submitting your COI. Together, we can keep Bancroft safe, well-maintained, and welcoming for all residents.

Traveling this holiday season? Learn smart ways from ASHOKA LION Property Management to protect your home and packages for a safe, stress-free holiday.

Fall is an ideal time to tackle various home maintenance tasks, helping you prevent expensive repairs in the future. Additionally, there are several home improvement projects that can enhance your home's comfort and enjoyment as the colder months approach.  Here’s a checklist of key tasks to consider during this season: 1. Inspect the Roof- Check for damaged shingles, leaks, or signs of wear. Autumn rains can exacerbate existing issues. 2. Gutter Cleaning- Clear leaves and debris from gutters and downspouts to prevent water damage and ensure proper drainage. 3. HVAC Maintenance- Schedule a professional inspection and tune-up of your heating system. Replace air filters and ensure your system is ready for cooler temperatures. 4. Seal Windows and Doors- Inspect caulking and weatherstripping for gaps or wear. Sealing these areas helps maintain energy efficiency. 5. Check Smoke and Carbon Monoxide Detectors- Test alarms and replace batteries if needed. This is a good time to ensure your safety devices are functioning properly. 6. Lawn Care- Reseed and fertilize your lawn as needed. Autumn is a good time for planting cool-season grass in Houston. 7. Clean Outdoor Spaces- Store outdoor furniture, clean the patio, and prepare gardens for winter. Trim back any overgrown plants. 8. Inspect and Service Outdoor Equipment- Prepare lawnmowers and other equipment for storage. Clean and service them to ensure they’re ready for next spring. 9. Check for Pests- Look for signs of pests and take preventive measures. Seal cracks and gaps to deter critters from entering your home. 10. Review Emergency Kits- Ensure your emergency supplies are stocked, especially in case of unexpected weather events. 11. Review Insurance Policies- Check your homeowners insurance to make sure you’re covered for potential seasonal issues like flooding or storm damage. 12. Plan for Winter Weather - While Houston doesn’t see severe winter weather often, it’s wise to have a plan in place just in case temperatures drop unexpectedly. By addressing these maintenance tasks in the fall, Homeowners can protect their property and ensure it’s ready for the upcoming seasons.

Compare renting a home vs an apartment, including costs, space, maintenance, and lifestyle differences to help you choose wisely.

When you rent an apartment in Houston, one of the biggest benefits is that most of the maintenance and upkeep is handled by the property management team. However, this doesn’t mean tenants have no responsibilities. Knowing what’s expected of you can help avoid misunderstandings, keep your apartment in great shape, and ensure a smooth rental experience. What Maintenance the Landlord/PropertyManagement Handles? In most apartments, the property management or landlord is responsible for: Repairs to appliances and fixtures (stoves, fridges, dishwashers, plumbing, HVAC). Structural issues such as roof leaks, broken windows, or damaged walls. Pest control services, usually on a routine schedule. Common areas upkeep like hallways, parking lots, gyms, and pools. Lawn care and exterior landscaping. The key rule: If it’s part of the building itself or impacts multiple residents, it’s usually the landlord’s / Property management's job. Tenant Responsibilities in an Apartment Even though much is covered, tenants in apartments are typically responsible for: Reporting issues promptly. If you notice a leak, broken appliance, or pest problem, you need to let management know quickly so it doesn’t worsen. Replacing small items. Things like light bulbs, smoke detector batteries, and air filters (in some leases) are often the tenant’s responsibility. Keeping your unit clean. Regular cleaning helps prevent pests and damage. Avoiding damage. Tenants must take reasonable care of the apartment and may be held responsible for any damage beyond normal wear and tear. Following community rules. Proper trash disposal, noise policies, and pet restrictions are all part of maintaining a safe, clean environment. Always read your lease carefully to understand what you’re responsible for. Document issues with photos when you report them to management. Perform simple upkeep tasks like changing filters or light bulbs to avoid unnecessary fees. Renting an apartment can make life easier since most major maintenance is handled for you. Still, being proactive about your responsibilities will help you avoid fines, ensure quick repairs, and keep your home comfortable. Read the Complete Guide to Apartment Maintenance HERE .

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Explore expert outdoor heat safety tips from Ashoka Lion — hydrate, find shade, dress right and know the risks so you stay safe under the sun.