What Condo Associations and HOAs Can Learn from Winter Storm Fern

Winter Storm Fern was more than just another winter storm. For condo associations and HOAs across more than 30 states, it became a real-time stress test of emergency planning, communication, and operational readiness.

Heavy snow and ice, power outages, unsafe travel conditions, and vendor delays all hit at once. Boards and property managers were suddenly juggling resident safety, maintenance emergencies, insurance questions, and nonstop communication, often with limited information and little notice.

Once the snow and ice stopped falling, the real work began. Insurance claims piled up. Damage assessments dragged on. Power outages lingered. Residents wanted answers, and boards were under pressure to respond quickly and consistently.

While storms of this magnitude are impossible to predict, the lessons they leave behind are invaluable. Winter Storm Fern made one thing clear: preparedness isn’t just about snow removal, it’s about systems, documentation, communication, and decision-making under pressure.

Here’s what your community can take away from it.

Communicate Early, Clearly, and Often

In a winter emergency, silence or mixed messages create frustration fast. Residents want to know what’s happening, what’s being done, and what they should (or shouldn’t) do next.

Helpful communication during a storm includes:

• One clear source of truth for updates

• Plain-language guidance on safety, access, and service disruptions

• Regular updates, even if the update is “we’re still waiting on vendors.”

BuildingLink’s communications tool allows you to send and archive voice, email, and SMS messages, but the key takeaway is consistency. When residents know where to look for updates, trust goes up, and panic goes down.

Expect a Surge in Maintenance Issues, and Plan for It

Severe winter weather almost always triggers a flood of maintenance requests: leaks, heating issues, frozen pipes, roof concerns, and access problems.

Boards should be prepared to:

• Triage issues by urgency (life safety first)
• Track what’s reported and how quickly it’s addressed
• Keep a record of decisions made during the storm

Having visibility into maintenance activity helps boards understand what’s happening in real time and provides documentation for insurance claims after the storm passes.

Document Everything (You’ll Be Glad You Did)

After a storm, documentation becomes one of your most valuable assets, especially when insurance claims are involved. Experts predict that total economic losses for property owners could reach up to 115 billion dollars.

Best practices include:

• Encouraging residents to take photos and videos of damage as soon as it’s safe
• Documenting damage to roofs, exterior elements, mechanical rooms, and shared systems
• Keeping a clear record of maintenance responses, temporary fixes, and permanent repairs

BuildingLink’s maintenance module allows for centralized documentation, which makes it easier to support claims, answer resident questions, and demonstrate due diligence months later.

Improve Vendor Coordination for Future Events

Winter Storm Fern exposed just how stretched snow removal and emergency vendors can become during widespread events.

Boards should:

• Review vendor response times after the storm
• Confirm whether service levels met contract expectations
• Identify gaps in coverage or communication

Storing vendor contracts, emergency procedures, and performance notes in BuildingLink’s documentation library helps boards make smarter decisions when it’s time to renew contracts or adjust budgets for next winter.

Don’t Ignore Winter Risks Just Because Your Climate Is “Mild”

Communities in warmer regions are often the least prepared for rare winter events, and are the most vulnerable when one hits.

Even in milder climates, boards should:

• Have a basic winter emergency plan on file
• Prepare communication templates in advance
• Know which vendors can respond to cold-weather issues if needed

Planning for low-frequency, high-impact events reduces risk and liability, no matter where your community is located.

Ice Dams and Roof Damage: This Is Not a DIY Situation

Ice dams caused serious concern during Winter Storm Fern, increasing the risk of leaks and structural damage.

Boards should make it clear:

• Ice dam removal should be handled by licensed, insured professionals
• DIY attempts can lead to injuries and additional roof damage
• Improper removal may jeopardize insurance coverage

Confirm approved vendors ahead of time so decisions aren’t rushed during an emergency.

Know What Your Insurance Covers and What It Doesn’t

Storms like Fern highlight common misunderstandings around insurance coverage.

In general:

• Sudden, accidental damage (like burst pipes or roof collapse) is often covered
• Damage tied to deferred maintenance may not be
• Flooding from snowmelt isn’t always included in standard policies

Regular policy reviews and strong maintenance documentation help boards avoid unpleasant surprises after a storm.

Plan Ahead for Power Outages and Resident Safety

Extended outages bring difficult questions, especially around heating and resident safety.

Boards should have clear guidance on:

• The use (or prohibition) of space heaters and alternative heating sources
• Fire safety and local code requirements
• What residents can expect during prolonged outages

Predefined policies allow boards to respond consistently, even under pressure.

Preparedness Is About More Than Snow Removal

Winter Storm Fern made one thing clear: true winter storm preparedness goes far beyond plows and salt.

Now is the time for boards to review what worked, what didn’t, and what needs to change so when the next major storm arrives, your community is ready, informed, and protected.

For more information on how BuildingLink can help your community plan ahead for winter storms, book a personalized demo today.