A Real-Life COA Story and Lessons in Navigating Moisture Issues with Confidence

It started with a faint smell—a whisper of mildew lingering in the air. One homeowner on the top floor raised concerns about moisture in their unit. A neighbor followed, reporting a similar odor and a persistent feeling of dampness. The signs were subtle, but for those who’ve been around long enough, they hinted at something potentially more serious: mold.

From Concern to Discovery

The COA Board, committed to protecting residents and property, did what many would do—they began to investigate. Suspecting a potential water intrusion issue, they sought the help of qualified professionals to assess the building envelope. The findings were clear: the roof was at the end of its useful life and needed replacement.

Not an unusual problem, but a costly one—roof replacement projects require planning, budgeting, and in many cases, special assessments. Meanwhile, eager to help and ensure resident safety, one Board member took initiative and began collecting bids for air sampling—testing some individual units and common area. The intention was good, but this is where the story hits a pause.

The Decision Dilemma: What Now?

The Board suddenly found themselves in a holding pattern, asking:

• Who pays for the air sampling—COA or homeowners?

• Is air sampling even necessary right now?

• Are we solving the root cause or just chasing symptoms?

• What if mold is found—what’s our liability?

This is where an experienced community manager becomes a Board’s best ally. Let’s break this down.

Understanding Mold in a Condominium or HOA Context

Mold is a symptom, not a cause. It often appears due to excess moisture, poor ventilation, or water intrusion. In shared-wall communities, determining the source—and the responsibility—can be complex.

Common pitfalls Boards encounter when addressing mold issues:

1. Reacting before diagnosing. Air sampling results without a clear moisture source only confirm what you already suspect—there's mold. But without resolving the source (like a leaking roof), remediation is temporary.

2. Unclear boundaries of responsibility. Is the mold in a limited common element or a shared one? Who owns the walls? Who’s liable?

3. Uninformed decision-making. Well-meaning actions (like initiating air testing) without understanding legal or insurance implications can lead to overpromising, underdelivering—or worse, exposing the COA to liability.

4. Failing to document and plan. Mold issues, especially if mismanaged, can lead to lawsuits, insurance disputes, and resident dissatisfaction.

The Role of the Community Manager: Your Strategic Partner

Here’s where the right community manager proves invaluable:

• Contextual Guidance: A good manager helps Boards understand when and why certain actions should be taken. Before air sampling, they might recommend moisture mapping or infrared scans to identify hidden leaks.

• Vendor Management: They can recommend trusted vendors who specialize in building science—not just testing, but interpreting results and offering solutions.

• Liability Shielding: A seasoned manager will ensure documentation is thorough and help navigate communications to avoid admitting responsibility prematurely or violating Fair Housing laws.

• Financial Planning: Mold can be a symptom of larger issues, like an aging roof or failing windows. A manager will help phase work into the reserve study, coordinate special assessments, and guide Boards in making fiscally responsible decisions.

• Setting Expectations: Perhaps most importantly, they help manage expectations—with homeowners, vendors, and within the Board—so the association doesn’t overpromise quick fixes or deliver underwhelming outcomes.

So, Should You Air Sample or Not?

Air sampling can be useful when:

• There's a need to assess health risks after confirming a leak or intrusion.

• Residents have medical concerns and request documentation for accommodations.

• You’ve already made repairs and want to verify clearance.

But it should not be the first or only step. Start with:

1. Identifying the source of moisture.

2. Fixing the root cause (e.g., leaking roof, clogged gutters, condensation buildup).

3. Evaluating whether conditions warrant testing or professional remediation.

Takeaways for Board Members

1. Pause before you act. Don’t let good intentions get ahead of a good plan.

2. Engage your manager early. They can help avoid costly mistakes and unnecessary panic.

3. Fix the cause, not just the symptoms. Mold won’t go away until moisture is controlled.

4. Communicate with care. Address concerns, but don’t accept liability prematurely.

5. Plan ahead. Big repairs take time and budgeting—start those conversations early.

Mold Issues Are Manageable—With the Right Support

Mold doesn’t have to become a monster. With clear communication, a strategic plan, and an experienced community manager by your side, your HOA or COA Board can navigate these situations with confidence, clarity, and care.

If your association is facing a similar issue—or just wants to be better prepared—connect with your community management team early. The right decisions made today can save a whole lot of stress (and cost) tomorrow.