Planning and Executing Effective Maintenance Programs

Your home is your most significant investment, so your HOA must protect the community with an effective maintenance program.

Whether you’re a new HOA board member or have volunteered for years, creating and regularly following a maintenance schedule can save your community time and money in the long run.

Here are some tips on planning and executing an effective maintenance program for your community:

1. Inspect your common areas regularly

One of the most important things you can do to prevent minor problems from becoming big ones is to periodically inspect common areas, both inside and out.

Here are some of the preventative maintenance items we recommend:

• Look for any signs of damage or wear and tear.
• Check eaves and gutters for leaves and debris, and make sure that downspouts are draining properly.
• Inspect exterior walls for cracks or holes, and look for loose shingles or tiles on your roof.
• Verify the walkways are clear and provide easy access to the common areas.
• Visually inspect fire extinguishers (ensure inspection tag is up to date, mark tag on the back with inspection date).
• Check smoke alarms (test/replace batteries, check operation with smoke, clean device, and replace the device if service life has expired).
• Check carbon dioxide detectors (test/replace batteries and replace the device if service life has expired).
• Inspect exit/stair/elevator signage lights (test/check bulbs, replace bulbs as needed, replace batteries as needed).
• Test battery backup lighting (check voltage, test/replace batteries if needed).
• Check all interior and exterior common area lighting and light fixtures.
• Adjust/check building timer/sensors – adjust as necessary following the time change.
• Check/test the elevator phone (if applicable).
• Check sump pumps/ test for operation (if applicable).
• Check backflow assembly/water main shutoff for leaks.
• Turn on/off water spigots as appropriate.
• Check the fire pump for leaks.
• Check roof/remove minor debris.
• Inspect common area hot water tank/boiler/heaters/furnaces/water booster systems; check for leaks (if applicable).
• Check all garage doors; test for regular operation (if applicable).

2. Make repairs promptly

Once you’ve identified any problems, it’s crucial to make repairs as soon as possible to prevent further damage.

If left unchecked, minor problems like cracked caulk or peeling paint can quickly lead to more significant issues like water damage or wood rot.

By making repairs promptly, you can often fix minor problems before they become expensive significant repairs.

3. Schedule recurring maintenance tasks

In addition to regular inspections and prompt repairs, some maintenance tasks should be performed annually, bi-annually, or monthly to maintain your community.

These tasks include:

• Service the furnace and air conditioner
• Drain cleaning
• Gutter cleaning
• Appliance tune-ups

By scheduling these tasks, you can often get discounts on services or avoid paying premium prices during busy times of the year. Additionally, performing these tasks regularly will help extend the life of your community’s systems and appliances, saving you money in the long run.

Regular inspections, prompt repairs, and scheduled annual maintenance tasks will help keep your community in top condition while preventing minor problems from becoming big ones down the road.

Following these tips on planning and executing an effective maintenance program can save you time and money in the long run.

If you want to learn more about what you can do lower recurring costs, click here.