LOSS CONTROL ACADEMYINTERACTIVE FIELD MODULE · 2026 EDITION
Homeowners Association — Field Module
Common Property, Roads, Recreation & Water Exposures Worksheet
Survey only association-owned or maintained exposures, documenting private vs public areas and responsibility for each amenity. Record pool protections without certifying legal compliance from photos.
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Association / Development
HOA name / contact / management
Community address / website
Date / inspector
Total dwellings / lots / developed lots
Housing types / units per building
Owner vs renter / seasonal / other mix
Development year / expansions
Common property owned/maintained
Define the association boundary and which property it owns or maintains.
Roads / Entry / Exterior
Private/public roads / miles / condition
Sidewalks / curbing / parking
Landscape medians / irrigation
Streetlights / posts / signs
Entrance gates / control method
Perimeter walls / fences / linear feet
Signs / decorative columns / fountains
Model homes / active developments
Distinguish HOA roads from public streets and note the condition of any entrance feature maintained by the association.
Common Buildings / Staff
Common structures / SF / construction
Clubhouse / office / social rooms
Clubhouse kitchen / appliances
Fitness room / equipment securing
Guardhouse / cabana / maintenance
On-site manager / staffing hours
Outside vendors / COIs
Document each structure separately and request a building supplement for larger occupancies when applicable.
Pools / Playgrounds / Sports
Pools / spas / locations
Pool fencing / gate closure / latch
Life ring / rescue pole / depth & rules
Drain cover photos / VGBA support
Spa controls / timer / temperature sign
Tennis / pickleball / shuffleboard
Playground / surfacing / age group
Saunas / other recreational exposure
Other recreation / common event uses
Site-specific photos do not by themselves confirm drain-cover compliance or adequacy of barriers.
Waterfront / Grounds / Exterior
Ponds / canals / lakes / fountains
Docks / seawalls / boat ramps
Beach / designated swimming access
Shoreline slope / gates / warnings
Carports / retention / drainage / trees
Document water access and posted warnings; do not imply a natural water feature is safe.
Security / Insurance / History
Guards / armed status / patrol method
Vendor contracts / COIs / policies
Alarm / sprinklers / extinguishers at buildings
Common building / contents estimated values
Losses past five years
Unverified ownership or restricted areas
Contractor certificates and alarm presence do not replace review of actual site exposures.
Photographs to Obtain
Check when obtained. Priority photographs are bold; required only where applicable, safe and permitted. Record restricted access or missing documentation.
☐Main entrance, monument sign and gate
☐Common roads, sidewalks and street signs
☐Walls, railings, lamp posts and fountains
☐Clubhouse/guardhouse elevations and uses
☐Clubhouse kitchen, gym and equipment if present
☐Pool—two photographs per pool
☐Fence/latch, rescue gear, depth/rules, drain cover
☐Playground and impact surface
☐Courts, sauna and recreation areas
☐Water bodies, docks, seawalls and shoreline signs
☐Common parking, maintenance and storage
☐Fire protection/service tags as applicable
☐Conditions supporting recommendations
Editable Narrative Insert
Replace bracketed cues with reported or verified facts; delete claims that do not apply. Save your draft and copy the finished narrative into the report.
The [association name] manages a community containing [dwelling/lot counts and types] developed in [year], located at [address]. Its documented property/maintenance responsibilities include [roads, walls, facilities and grounds]. Roads are [public/private] and total approximately [distance], with observed pavement, lighting and sidewalks described as [conditions]. Entrance features consist of [gate controls, walls, monument signs, guardhouse and landscaping].
Common structures include [clubhouse, office, guardhouse, cabanas and maintenance buildings; SF/construction], used for [activities]. Recreational facilities consist of [pool/spa, courts, gym, playground and other], with pool enclosure, rescue equipment, signs and drain-cover documentation observed/reported as [details]. Water exposures include [lakes, docks, beaches, seawalls and posted warnings].
On-site management, security patrols and contracted maintenance include [hours, vendors and COI evidence]. Fire/life safety systems for relevant buildings consist of [details]. Estimated association-owned values are [amounts/source], reported five-year losses include [details], and unverified exposures or documents are [limitations].
The [association name] manages a community containing [dwelling/lot counts and types] developed in [year], located at [address]. Its documented property/maintenance responsibilities include [roads, walls, facilities and grounds]. Roads are [public/private] and total approximately [distance], with observed pavement, lighting and sidewalks described as [conditions]. Entrance features consist of [gate controls, walls, monument signs, guardhouse and landscaping].
Common structures include [clubhouse, office, guardhouse, cabanas and maintenance buildings; SF/construction], used for [activities]. Recreational facilities consist of [pool/spa, courts, gym, playground and other], with pool enclosure, rescue equipment, signs and drain-cover documentation observed/reported as [details]. Water exposures include [lakes, docks, beaches, seawalls and posted warnings].
On-site management, security patrols and contracted maintenance include [hours, vendors and COI evidence]. Fire/life safety systems for relevant buildings consist of [details]. Estimated association-owned values are [amounts/source], reported five-year losses include [details], and unverified exposures or documents are [limitations].
Recommendations / Follow-Up
Document only visible or otherwise supported concerns. Cite the condition, location and action needed. Use “unable to confirm” where appropriate.