Community Amenities: Why a Reservation Policy Matters
With many people now living within a condominium corporation, it’s clear that people are noticing the benefits of community living. One reason homeowners choose condominium corporations is access to convenient amenities that enhance their quality of life and neighbourhood experience.
However, effectively managing condominium corporation amenities is key to maximizing these perks. Here’s why board members should consider a reservation policy for their community amenities.
What Are Community Amenities?
Condominium corporation amenities are the common areas, features, and services available to condominium residents. They offer opportunities for recreation, relaxation, family bonding, and fitness within the neighbourhood. Because amenities are mainly funded through common element fees, they’re a pivotal part of the community.
Having sought-after amenities can help communities stay competitive in the real estate market by attracting qualified home buyers and keeping property values strong. Additionally, condominium corporations with amenities can more easily encourage community connections and keep residents engaged.
Community Amenities Examples
From clubhouses to community sports facilities, different condominiums offer various amenities that appeal to residents and potential buyers. Examples of top community amenities you might find in a condominium corporation include:
- Pools; Sauna; Whirlpool
- Tennis courts
- Fitness centers
- Coworking spaces; Library and Study Room
- Picnic tables and barbecue areas
- Playgrounds
- Golf courses /Golf Simulators
- Electric vehicle charging stations
- Roof Top Patio; Movie Theater; Guest Suites; Party Room; Media Room
Without a reservation system, many of these amenities can become overcrowded or misused. Implementing a reservation policy can help the condominium board stay organized and keep amenities in optimal shape.
What Is a Reservations Policy?
A reservations policy comprises the rules, terms, and conditions the condominium sets for reserving amenities. To build a reservations policy, review your governing documents, seek guidance from your community manager, and talk to a lawyer to provide clarity on rules and enforcement.
Typically, a community’s reservations policy is provided in the condominium governing documents. However, you can often find policy details on the community website, mobile app, or newsletter, as well.
Common Rules Found in a Reservations Policy
Residents may have many questions about community amenities. When are amenities free to use? Who can reserve the facilities? What are the requirements for making a reservation?
A good reservation policy should answer these questions and provide the details homeowners need to use condominium amenities properly, including:
- Time limits on amenities usage
- Usage guidelines for each amenity
- Restrictions on the types of events allowed
- Restrictions on who can book amenities
- Permits/insurance requirements for large gatherings
- Cancellations/changes policies
- Booking/cancellation fees
- Violations for damage or misuse of amenities
- Inspections, reporting and responsibilities
- Scheduled Cleaning and Maintenance
- Table of Inventory items
Homeowners will also need to know the steps involved in making a reservation and where to go to complete the booking. Include that information in your reservation policy and share these details with residents regularly.
Benefits of Having a Reservation Policy
An amenities reservation policy is beneficial for the entire community. Not only does it streamline the reservation process, setting expectations and anticipating disputes, but it also protects community assets, promotes neighbourhood harmony, equality and fairness, and improves the overall experience for residents. Some of the biggest benefits include:
Prevents overcrowding and overuse of amenities
Some amenities can become particularly busy, making it difficult for residents to enjoy them in the intended way. In some cases, residents may not have access at all because they’re too crowded or always in use. Additionally, amenities can become worn down or damaged from overuse when there are no usage restrictions.
A reservation policy can limit occupancy and implement a staggered access system, allowing more homeowners to use the facilities safely and fairly.
Increases community engagement
When the reservation policy makes it easy for residents to book an amenity, they may feel motivated to use community features more often. It gives them clarity and certainty that the amenity is available without having to wait and check in real-time.
The more homeowners use community amenities, the more opportunities for positive engagement with neighbours.
Decreases conflicts
Community conflicts can arise when amenity rules aren’t clear. Some residents may overuse amenities, causing frustration for those who don’t get a chance to enjoy them. There may also be resentment towards condominium corporation leadership for not implementing and enforcing a fair reservation policy.
Using an amenities reservation system may reduce conflicts by giving everyone an equal chance to use community facilities. It can eliminate double bookings and confusion over how long each person can access the amenity.
Holds residents accountable
When community members must reserve amenities, the condominium corporation knows who uses them and when. These reservation records hold residents accountable for any damage or misuse that may occur during their time slot. As a result, it can encourage responsible amenity use and respect for the area.
Additionally, a reservation policy may apply fees for last-minute cancellations. Requiring reservations means residents must make timely booking changes to avoid violations.
Improves transparency
A thorough reservation policy also improves transparency for condominium corporation residents and the board. With an online or automated system, residents can see when the amenity is available, if their booking was confirmed, and details of existing reservations.
Clarifies expectations
A well-defined policy outlines acceptable behaviors, usage hours, and reservation procedures for shared amenities. This clarity ensures all residents understand the rules, reducing misunderstandings and fostering a respectful community environment.
Provides a framework for dispute resolution
By detailing the processes for addressing grievances and specifying consequences for policy violations, the policy serves as a reference point for resolving conflicts. This structured approach helps prevent disputes from escalating and promotes harmonious living.
Ensures fairness and consistency
When all residents are subject to the same rules, it promotes fairness and equality. Consistent enforcement of these rules helps prevent feelings of favouritism or resentment, contributing to a positive community atmosphere.
Implementing a comprehensive reservation policy for amenity usage is essential for setting clear expectations and providing structured methods for resolving unforeseen disputes, thereby enhancing the overall living experience within the community.
For condominium corporation boards, the reservation system can send residents reminder emails or texts that reduce no-shows, streamline reservation processess and free up valuable time for board members to focus on other duties.
How to Manage Amenities Reservations
Gone are the days of a manual check-in and check-out system. While some communities may employ a dedicated amenities manager, one of the most efficient ways to manage reservations is through a digital platform. Today, there are many tech solutions your condominium corporation can leverage to simplify amenity usage.
To find a technology partner that’s right for you, do your research and speak to your community manager for recommendations. Then, meet with fellow board members to weigh features, pricing, limitations, usability, and security for each one. A digital reservations system can boost homeowner participation and satisfaction and help your community be successful.
Top 10 Amenities Residents Want in a Condominium Corporation
Condominium corporation amenities are a big draw for homeowners who want convenient community living. With a solid amenities reservation policy, condominium residents can enjoy outdoor recreation, participate in group activities, enhance their fitness routines, and host events without leaving the neighbourhood!
To attract buyers and keep home values competitive, it’s vital to know what amenities residents want. Check out our article, “Top 10 Amenities Residents Want in a Condominium Corporation,” for an insider’s look at the most requested community amenities.