HOA Snow Removal Policy: A Complete Board Guide

Snow removal equipment clearing sidewalk in HOA neighborhood
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HOAs are typically responsible for clearing common elements — roads, shared parking lots, clubhouse walkways, and community sidewalks — while homeowners handle private driveways, personal walkways, and any public sidewalk bordering their lot when local ordinances require it. A written HOA snow removal policy makes that split unambiguous, protects the association from slip-and-fall liability, and gives vendors a clear scope of work before the first flake falls.

Four things every board should do before winter:

  • Adopt a written policy approved by the board and referenced in the community rules
  • Define responsibility zones with a map that distinguishes common elements from private lots
  • Set accumulation triggers and response timelines so vendors mobilize at the right threshold
  • Document every event with time-stamped photos, vendor logs, and resident complaint records

According to the WHO’s fall injury data, falls are among the leading causes of injury-related harm worldwide, and icy pedestrian surfaces are a primary contributing factor. That risk is exactly what a well-drafted policy is designed to manage.

This article provides general information only and is not a substitute for legal advice. Snow removal obligations vary significantly by state, county, and municipality. Consult a licensed attorney familiar with your jurisdiction before adopting or amending any HOA policy.

Key Takeaways

A defensible HOA snow removal policy requires defined zones, measurable triggers, vendor documentation standards, and clear homeowner obligations — all adopted in writing before the season begins.

Point Details
Responsibility split HOAs cover common elements; homeowners handle private lots and adjacent public sidewalks per local ordinance.
Written triggers required Set accumulation thresholds in inches (e.g., 2 inches) tied to a fixed measurement point or NWS data.
Documentation is the defense Timestamped photos, vendor logs, and post-event reports are the board’s primary protection against slip-and-fall claims.
Vendor insurance is non-negotiable Require additional insured status, waiver of subrogation, and certificates before the contract start date.
Budget for severity Use a hybrid pricing model or reserve contribution to avoid mid-winter special assessments in heavy snow years.
Denversnowremovals Provides seasonal HOA contracts with 24/7 response, post-event photo logs, and insurance certificates as standard deliverables.

Table of Contents

What an HOA snow removal policy is and why your community needs one

An HOA snow removal policy is a written governing document — typically adopted as a board resolution or appended to the community rules — that defines who clears what, when clearing must begin, what standard of service applies, and what happens when someone fails to comply. It covers the association’s obligations for common elements and spells out homeowner duties for private areas. It also sets the contractual baseline for any vendor the association hires.

Without a written policy, boards make ad hoc decisions that create inconsistent service, unpredictable costs, and legal exposure. A clear policy does four things well. First, it reduces injury risk by establishing minimum service standards before conditions become dangerous. Second, it limits liability by creating a paper trail showing the board acted reasonably. Third, it makes budgeting predictable because triggers and service levels translate directly into contract scope. Fourth, it manages resident expectations so the board spends less time fielding complaints after every storm.

The governing documents — CC&Rs and bylaws — are the starting point for any policy. Courts and attorneys look to them first when disputes arise, so the snow removal policy must be consistent with whatever maintenance obligations the CC&Rs already assign.

Pro Tip: Distribute the policy to every resident before the season opens — email, community portal, and a printed insert in the newsletter. Residents who know the rules before the first storm are far less likely to dispute them after one.

What a strong HOA snow removal policy must include

A policy that holds up under scrutiny covers eight core areas. Use this checklist when drafting or updating yours.

Defined zones and a site map

Diagram of HOA snow removal zones and responsibilities

Every policy needs a map — not just a written description. The map should label Zone A (common roadways and parking lots), Zone B (shared walkways and community sidewalks), and Zone C (private driveways and homeowner-adjacent public sidewalks). The City of Lacey’s HOA Snow Plowing Policy is a useful municipal-format example showing how to define operational zones and snow-placement rules in plain language. For scope-of-work mapping guidance, a snow removal scope of work guide can help boards translate a site map into a contractor-ready document.

Accumulation triggers and mobilization timelines

State the exact snowfall depth that activates service — for example, two inches of accumulation measured at a fixed onsite location or per a National Weather Service reading for the community’s zip code. Include pre-treatment authorization for forecast events above a defined threshold.

Service priorities

Emergency vehicle access routes come first, then main community roads, then parking lots, then pedestrian walkways and building entrances. Publish this priority order so residents understand why their cul-de-sac may be cleared last.

Snow storage and berming rules

Specify approved snow-storage areas on the site map. Prohibit pushing snow onto fire lanes, public sidewalks, or neighboring properties. The Maple Grove HOA Community Snow Removal Program provides a working example of zone-based storage rules and volunteer-participation eligibility.

Homeowner obligations

List exactly what homeowners must clear and by when. Reference the applicable municipal ordinance by name and number so the policy and local law align.

Contractor requirements

Require proof of commercial general liability insurance, automobile coverage, and workers’ compensation before any vendor sets foot on the property. Specify minimum equipment, crew size, and reporting deliverables.

Enforcement procedures

Outline the notice-to-cure process, fine schedule, and self-help billing rights if the association must clear a homeowner’s area at the owner’s expense.

Amendment and emergency provisions

Reserve the right to modify service levels during extreme weather events without triggering a formal policy amendment.

Pro Tip: Reference the specific municipal sidewalk ordinance — by code section — directly in the policy. When a homeowner disputes their clearing obligation, pointing to the local law removes the argument that the HOA invented the rule.

The MAPC Snow Removal Policy Toolkit offers sample ordinance language and outreach brochures boards can adapt to reinforce homeowner sidewalk compliance.

Operational levels and trigger thresholds that keep service predictable

A levels-based framework removes ambiguity for vendors and residents alike. The Ashburn Village Community Association’s 2025 snow removal policy.pdf) defines five accumulation levels with specific equipment deployment and completion goals for each — a model worth adapting directly.

Measuring accumulation accurately matters. Designate a fixed measurement point — a flat, open area away from drifts and overhangs — and require the vendor or on-site staff to record the reading at the time of mobilization. Alternatively, reference the National Weather Service forecast for the community’s zip code as the trigger, with a note that onsite measurement governs if the two differ by more than one inch.

Sample trigger language: “The contractor shall mobilize when accumulation at the designated measurement point reaches two (2) inches or when the National Weather Service issues a Winter Storm Warning for [zip code], whichever occurs first.”

Pro Tip: Publish the priority order — emergency routes, main roads, parking lots, then sidewalks — in the resident-facing version of the policy. When a Level 4 storm hits and driveways aren’t cleared until hour 10, residents who understood the sequence in advance are far more patient than those who didn’t.

For a deeper look at how common-area clearing fits into an operational framework, that resource covers scope and sequencing in practical detail.

Liability risks and the insurance protections boards must require

Slip-and-fall claims are one of the most frequent sources of HOA litigation, and icy walkways are a primary trigger. The WHO’s fall injury fact sheet documents falls as a leading cause of injury-related harm globally, which is why courts scrutinize whether a property owner took reasonable steps to prevent them.

Icy sidewalk with melting snow and salt granules

Negligence analysis in a snow-related claim follows four elements: duty (did the HOA have an obligation to clear the area?), breach (did it fail to meet that standard?), causation (did the failure cause the injury?), and damages (what harm resulted?). Legal guidance from Whiteford Law notes that jurisdictional standards vary significantly — some jurisdictions require action while a storm is still accumulating if a dangerous condition is known, while others allow associations to wait until the storm ends. That distinction can determine whether a board is found liable.

An HOA can also create liability where none previously existed. Becker Lawyers’ guidance on snow clearing liability explains that courts treat public street clearing as a government duty, but an association that dumps common-area snow onto a public sidewalk can be held liable for the hazard it created. Snow storage rules aren’t just operational — they’re a legal protection.

Vendor contract and insurance checklist:

  • Commercial general liability: minimum $1 million per occurrence, $2 million aggregate (confirm with your association’s insurer for your community’s size)
  • Automobile liability covering all vehicles used on the property
  • Workers’ compensation at statutory limits
  • The HOA named as an additional insured on all policies
  • Waiver of subrogation in favor of the association
  • Indemnification clause holding the HOA harmless for vendor negligence
  • Certificate of insurance delivered before the contract start date

Records checklist for every storm event:

  • Vendor mobilization time and completion time
  • Accumulation measurement at the designated point
  • Pre- and post-treatment photos with timestamps
  • Resident complaints received and board responses
  • Any conditions that prevented full service (equipment failure, access blockage)
  • Board decisions made during the event

Documenting snow removal events thoroughly is the single most effective step a board can take to defend against a claim. For a full breakdown of the insurance coverages to require, the snow removal insurance guide covers endorsements and policy language in detail.

Pro Tip: Require vendors to submit a post-event report within 24 hours of storm completion. A report that arrives a week later, reconstructed from memory, carries far less weight in litigation than one filed the next morning with photos attached.

Consult a licensed attorney in your state before finalizing vendor contracts or adopting liability-related policy language.

How to budget for snow: contracts, pricing models, and reserves

Snow removal budgeting has three pricing shapes, and each carries a different risk profile.

Fixed seasonal contract: The association pays one flat fee regardless of how many storms occur. This is the lowest-risk option for boards because costs are predictable, but vendors price in a weather premium. In a mild winter, the HOA overpays. In a severe one, it comes out ahead.

Per-push (per-event) pricing: The association pays each time the vendor mobilizes. Costs track actual weather, which sounds fair — until a heavy winter produces a bill three times the budget estimate. This model works best for communities in climates with low average snowfall and high year-to-year variability.

Hybrid (cap + per-event): The association pays per push up to a defined seasonal cap, after which the fixed rate kicks in. This balances predictability with fairness and is increasingly common in contracts for mid-sized HOAs.

Budget Line Item Notes
Seasonal plowing contract Base scope: roads, lots, primary walkways
Salt and de-icing materials Priced separately or bundled; confirm in contract
Snow hauling / removal Triggered at Level 4–5 accumulation; price per load
Sidewalk hand-clearing Often a separate line or subcontractor
Emergency mobilization premium After-hours or holiday surcharge; cap in contract
Reserve contribution Fund for severe winters exceeding contract cap

The Maple Grove HOA Community Snow Removal Program shows how a community-run volunteer program with service-credit compensation can reduce contractor costs for lower-accumulation events, freeing budget for heavy-storm response.

Cost-control options boards often overlook:

  • Issue an RFP in late summer — vendors are more competitive before their books fill
  • Negotiate multi-year contracts with price caps tied to a fuel or CPI index
  • Offer volunteer homeowner participation for light-accumulation events with a defined service credit
  • Reduce service scope in low-traffic areas (guest lots, secondary paths) to trim per-push costs

For a closer look at how equipment selection affects pricing, the equipment and cost guide breaks down the relationship between machine type and per-hour rates.

Special assessments for snow costs are a last resort and require proper notice under most state statutes. Build a reserve line into the annual budget instead — even a modest contribution each year prevents a mid-winter emergency levy.

How to choose a vendor and what the contract must say

Vendor selection is where policy intentions meet operational reality. A contractor who can’t mobilize within your trigger window or who doesn’t carry adequate insurance turns a well-written policy into a liability waiting to happen.

RFP items to request from every bidder:

  • Mobilization time from trigger to on-site arrival (in hours)
  • Full equipment list with backup equipment identified
  • Crew size for your property’s scope
  • Three references from comparable HOA or commercial accounts
  • Sample post-event report and photo log
  • Proof of insurance (certificates, not just a statement)
  • Subcontractor disclosure and their insurance requirements

SLA clauses to negotiate:

  • Trigger definition (accumulation threshold and measurement method)
  • Mobilization window (hours from trigger to arrival)
  • Completion timeline by level (tied to the levels framework above)
  • Snow storage locations (mapped, not described)
  • Damage repair and turf restoration timeline
  • Dispute resolution process and cure period before withholding payment

The snow removal contract guide covers typical contract terms and enforcement remedies in practical detail. For a full commercial-service perspective, the commercial snow removal guide for property managers addresses scope-of-work and SLA structuring.

Insurance endorsements that matter most:

The additional insured endorsement places the HOA on the vendor’s liability policy, meaning the vendor’s insurer defends the association if a claim arises from the vendor’s work. The waiver of subrogation prevents the vendor’s insurer from suing the HOA to recover money it paid out. Both are standard asks — any vendor who resists them is a red flag.

Pro Tip: Ask every bidder to include a sample post-storm report in their proposal package. The quality of that document tells you more about a vendor’s operational discipline than any reference call. A vendor who submits a one-line “plowing complete” note is not the same as one who delivers timestamped photos, accumulation readings, and a crew log.

Homeowner responsibilities and the disputes boards face most often

Governing documents and local ordinances together define homeowner obligations, and the two don’t always align neatly. Boards need to know both.

Common homeowner duties in CC&Rs and community rules:

  • Clear private driveways within a defined window after storm end (commonly 24 hours)
  • Remove snow from privately owned walkways abutting the lot when local law requires it
  • Avoid pushing or blowing snow into common roadways, fire lanes, or neighboring properties
  • Keep mailbox access clear so postal delivery is not interrupted
  • Notify the board or manager if a shared driveway or common-area path was missed by the contractor

The disputes boards handle most often:

Snow berms in driveways are the most common complaint. When a plow clears the road, it deposits a berm at every driveway apron. The policy should state clearly whether the contractor is responsible for clearing those berms or whether the homeowner is. Leaving it undefined guarantees conflict.

Snow placed on a neighbor’s lawn is the second most frequent dispute. Homeowners who blow or shovel their driveway snow onto an adjacent lot create both a neighbor dispute and a potential HOA violation. The policy should prohibit it explicitly and assign the same fine schedule as other violations.

Blocked fire lanes are a safety issue, not just a rule violation. Any snow storage that narrows or blocks a fire lane should trigger immediate enforcement, not a cure period.

Enforcement sequence:

  1. Written notice of violation with a cure period (typically 48–72 hours for snow-related violations)
  2. Fine per the schedule in the rules if not cured
  3. Self-help clearing at the homeowner’s expense if the violation creates a safety risk

Sample enforcement clause: “If a homeowner fails to clear required areas within the time specified in this policy, the Association may, after providing notice, arrange for clearing and bill the cost to the homeowner as a special assessment, subject to the collection procedures in the CC&Rs.”

For guidance on setting resident expectations before and during the season, that resource covers communication cadence and notice templates. Shared driveway situations carry their own complications — the shared driveway clearing guide addresses protocols and dispute prevention.

Pro Tip: Send a one-page homeowner snow responsibility reminder every October — before the season, not during it. Include the municipal ordinance reference, the cure period, and the fine schedule. Residents who receive this proactively are far less likely to claim they didn’t know the rules.

What to document after every storm and a sample incident log

Detailed logs are the association’s primary defense in slip-and-fall litigation. A record that shows the board knew about a condition, mobilized a vendor within the trigger window, and documented completion is far harder to attack than a board’s verbal recollection months later.

Sample incident log fields:

Field What to Record
Date and time of storm onset Source: NWS forecast or onsite observation
Accumulation measurement Inches at designated point; time of reading
Trigger declaration Who declared it and at what time
Vendor mobilization time Time vendor confirmed mobilization
Vendor on-site arrival time Confirmed by vendor log or GPS record
Areas cleared and sequence Zone A → Zone B → Zone C with completion times
Pre-treatment applied Product, rate, and areas covered
Post-treatment applied Product, rate, and areas covered
Photos Timestamped; before, during, and after
Resident complaints received Name, time, nature of complaint, response
Follow-up items Missed areas, damage noted, re-service needed
Board decisions Any service-level changes made during the event

Retention guidance: Keep storm logs for a minimum of five years, or longer if your state’s statute of limitations for personal injury claims exceeds that period. Store records in a cloud folder accessible to the board president, property manager, and association attorney. Physical copies are acceptable as backup but should not be the primary archive.

For a practical breakdown of how post-event reports are generated and what they should contain, that guide covers the mechanics vendors use and what boards should require as a minimum deliverable.

Pro Tip: Set up a shared cloud folder — Google Drive, Dropbox, or a property management platform — before the season starts. When a vendor submits a report, it goes directly into that folder with the date in the file name. No chasing emails in February when a claim arrives in March.

A short, adaptable sample HOA snow removal policy

The clauses below are designed to be copied into a board resolution or appended to the community rules. Replace bracketed items with your community’s specifics. Have legal counsel review before adoption.

RESOLUTION OF THE BOARD OF DIRECTORS
[Community Name] Homeowners Association
Snow Removal Policy

Section 1 — Scope
This policy governs snow and ice removal for all common elements of [Community Name] HOA, including community roads, shared parking areas, and designated common-area walkways. Private driveways, private walkways, and public sidewalks abutting individual lots are the responsibility of the respective homeowner, subject to [Municipality] Code Section [XX].

Section 2 — Defined Zones
Zone A: Community roads and main access drives (see attached map).
Zone B: Shared parking lots and fire lanes.
Zone C: Common-area pedestrian walkways and building entrances.
Private areas: Individual driveways, private walks, and homeowner-adjacent public sidewalks.

Section 3 — Trigger and Mobilization
The Association’s contractor shall mobilize when accumulation at the designated measurement point ([location]) reaches two (2) inches, or upon issuance of a Winter Storm Warning by the National Weather Service for zip code [XXXXX], whichever occurs first. Pre-treatment may be authorized by the Board President or Property Manager for any forecast event exceeding two (2) inches.

Section 4 — Service Levels
Service levels follow the five-level framework adopted by the Board. Completion goals range from four (4) hours after storm end at Level 1 to staged clearing over twenty-four (24) to thirty-six (36) hours at Level 5. The Board may adjust service levels during extreme weather events without formal amendment.

Section 5 — Homeowner Duties
Each homeowner shall clear their private driveway and any public sidewalk abutting their lot within twenty-four (24) hours of storm end, consistent with [Municipality] Code Section [XX]. Snow shall not be placed in common roadways, fire lanes, or on neighboring properties.

Section 6 — Enforcement
Violations of Section 5 shall be addressed by written notice with a forty-eight (48) hour cure period. Uncured violations are subject to a fine of $[XX] per day. If a violation creates a safety risk, the Association may arrange clearing and bill the cost to the homeowner as a special assessment.

Section 7 — Contractor Requirements
All contractors must carry commercial general liability insurance of not less than $1,000,000 per occurrence, automobile liability, and workers’ compensation at statutory limits. The Association must be named as an additional insured. Contractors must submit a post-event report within twenty-four (24) hours of storm completion.

Section 8 — Snow Storage
Snow shall be stored only in areas designated on the attached site map. Placement on public sidewalks, fire lanes, or neighboring properties is prohibited.

Editable clause snippets:

  • Trigger (milder climate): “Contractor shall mobilize when accumulation reaches one (1) inch on any common-area surface.”
  • Timeline (severe climate): “Level 3 completion goal is twelve (12) hours from storm end, extended to eighteen (18) hours if accumulation exceeds ten (10) inches.”
  • Vendor insurance: “Contractor shall maintain commercial general liability of not less than $2,000,000 aggregate and shall name the Association as additional insured on a primary, non-contributory basis.”

Pro Tip: Flag Sections 3 and 4 as “flexible for extreme weather” in your legal review notes. Courts understand that a Level 5 storm changes what’s operationally reasonable — but only if your policy says so in writing.

Step-by-step actions to adopt and operationalize the policy

  1. Review governing documents. Confirm what the CC&Rs already assign to the association versus homeowners before drafting anything new.
  2. Check municipal obligations. Identify every local ordinance that assigns sidewalk-clearing duties to adjacent property owners. Pull the code section number.
  3. Draft the policy and zone map. Use the sample clauses above and attach a labeled site map.
  4. Run legal review. Have an HOA attorney confirm the policy is consistent with state law, local ordinances, and the CC&Rs.
  5. Finalize the budget. Decide on pricing model (seasonal, per-push, or hybrid), set reserve contribution, and identify the special-assessment threshold.
  6. Issue an RFP. Send to at least three vendors in late summer. Require sample post-event reports and proof of insurance with the proposal.
  7. Sign the contract. Confirm all SLA clauses, trigger definitions, and insurance endorsements are in place before execution.
  8. Publish the policy. Distribute to all residents via email, community portal, and physical posting. Include the homeowner duty section and municipal ordinance reference.
  9. Confirm equipment staging. Verify with the contractor where equipment will be staged and that access routes are clear before the first storm.
  10. Run a simulated drill. Walk the site with the contractor in October. Confirm zone boundaries, snow-storage areas, and mobilization procedures match the contract.
  11. Set up the documentation system. Create the cloud folder, share access with the manager and board, and confirm the vendor knows where to submit reports.
  12. Schedule a mid-season review. Plan a January check-in with the contractor to assess performance, address any missed areas, and adjust if needed.

Pro Tip: The fall drill is the most skipped step on this list and the most valuable. Walking the site with the contractor before snow falls catches access conflicts, unmarked curbs, and staging problems that would otherwise surface at 2 AM during a Level 3 storm.

What separates a defensible snow policy from a weak one

Most HOA snow policies fail not because they’re missing a clause but because they’re vague where precision costs nothing. A trigger that says “when conditions warrant” is not a trigger — it’s an invitation to dispute. A snow-storage rule that says “snow shall be placed appropriately” is not a rule. These gaps don’t just frustrate residents; they expose the board in litigation.

The strongest policies share three characteristics. First, they define accumulation thresholds in inches, not in adjectives. Second, they require vendors to submit timestamped photo logs as a contract deliverable, not as an optional courtesy. Third, they map snow-storage areas on a physical diagram attached to the policy, so there’s no ambiguity about where berms go.

The documentation gap is where most boards underinvest. A board that mobilizes a vendor within two hours of a trigger event but has no record of it is in nearly the same legal position as one that didn’t mobilize at all. The record is the defense. Boards that treat post-event reporting as a vendor’s administrative burden rather than their own risk-management tool are the ones who find themselves reconstructing a timeline from text messages when a claim arrives.

One more thing worth saying plainly: hiring the cheapest vendor is rarely the right decision for an HOA. A contractor who can’t produce a post-event report, doesn’t carry adequate insurance, or mobilizes four hours after your trigger window isn’t saving the community money. They’re transferring risk to the association.

Denversnowremovals handles the operational side so your policy actually works

A written policy is only as strong as the contractor behind it. Denversnowremovals brings over 44 years of snow removal experience to HOAs and property managers across the Denver Metro area, with 24/7 availability, a full equipment fleet, and post-event photo reports delivered as a standard deliverable — not an add-on.

Denversnowremovals

For boards that need a vendor who can match their policy’s trigger thresholds and documentation requirements, Denversnowremovals offers seasonal contracts, per-event service, and emergency response with same-day availability. Every job includes timestamped photos and a completion log, giving the board the records it needs before a claim ever arises. Insurance certificates naming the HOA as additional insured are provided before the contract start date.

If your board is ready to put a contract behind your policy, request a consultation or free estimate to discuss your community’s scope, trigger levels, and reporting requirements. For communities that want to understand 24/7 commercial snow service before committing to a seasonal contract, that resource covers what round-the-clock availability actually means for HOA response times.

Sources

The guidance in this article draws on four categories of primary sources. For legal research on HOA obligations and liability standards, Whiteford Law’s snow removal liability roundup and Becker Lawyers’ HOA snow clearing liability guide are the most useful starting points, particularly for boards in jurisdictions with active-storm clearing obligations. For operational policy templates, the Ashburn Village 2025 Snow Removal Policy and the City of Lacey HOA Snow Plowing Policy provide real-world clause language and zone definitions. For community program models and volunteer compensation structures, the Maple Grove HOA Community Snow Removal Program is the clearest example available. For municipal sidewalk ordinance toolkits and outreach materials, the MAPC Snow Removal Policy Toolkit is the most adaptable resource for boards working to align their policy with local law. LegalClarity’s HOA snow removal responsibility guide is the best single source for understanding how governing documents and municipal codes interact.

FAQ

Is my HOA responsible for snow removal?

HOAs are generally responsible for clearing common elements — shared roads, parking lots, and community walkways — while homeowners handle private driveways and any public sidewalk bordering their lot when local ordinances require it. Your CC&Rs and local municipal code together determine the exact split.

Are property owners required to clear snow from sidewalks?

In many jurisdictions, yes. Municipal codes frequently assign public sidewalk clearing to the adjacent property owner, not the municipality. The specific deadline and standard vary by city and state, so check your local ordinance directly.

Is my neighbor allowed to shovel snow onto my property?

No. Placing snow on a neighboring property is prohibited under most HOA rules and can constitute a nuisance under local law. HOA policies should explicitly ban it and include it in the enforcement fine schedule.

The most frequent violations are failure to clear a private driveway or adjacent sidewalk within the required window, pushing snow into common roadways or fire lanes, and blocking mailbox access. Boards typically address these with a written notice, a 48-hour cure period, and a per-day fine for uncured violations.

What happens if someone slips and falls on HOA property?

Liability depends on whether the HOA had a duty to clear the area, whether it breached that duty, and whether the breach caused the injury. Detailed records showing timely vendor mobilization and completed service are the board’s strongest defense. Consult an attorney for guidance specific to your state.