|
Maintenance Articles |
|
Pernicious Contradiction Ever hear this kind of thunder roll through your community? At the core of this storm is a pernicious contradiction. Members want the property taken care of but expect the Board to do it on a slumlord’s budget. With too little money chasing too many expenses, maintenance suffers, home values slide and livability diminishes. Yet, year after year, the Spend No Money Drum gets beaten. But it wasn’t always thus. In the beginning, when the homes were new and the future bright, members basked in the glow of their own ignorance. The developer kept the homeowner fees low and, heck, why shouldn’t they be? It doesn’t cost anything to maintain something that’s new. Let’s worry about that when the time comes. Well, the time is now, the pot is empty, the assets worn out and recriminations abound. A $3000 special assessment! Who’s responsible for this? Why wasn’t money being socked away years ago? I can’t pay it! I won’t pay it! Where’s my lawyer? It’s at times like these that outside professionals are called for. The Board is authorized to hire the expertise it needs to run HOA business. HOA consultants like managers, lawyers, architects and engineers can assist the Board in making its case to the members. In the case of deferred maintenance and inadequate reserves, the Board should hire a Reserve Analyst to perform a Reserve Study. A Reserve Study will consider all the repair and replacement issues, not just the urgent ones. A Reserve Study looks thirty years down the road and charts a course to proactively deal with these issues. The Reserve Study will identify priorities which the Board can further prioritize according to funding. Hiring a knowledgeable consultant to supervise each project is a real bonus. For example, roofing projects should have a roofing consultant who can detail the scope of work, draft a contract, gather proposals from qualified contractors, ensure that the project is done to proper specifications and lien waivers executed. Consultant oversight ensures that the material warranty is not voided because of faulty installation. The cost of a consultant is typically only 1-2% of the total project cost. Clearly, this is an investment worth making. The same principle applies to other major projects like structural repairs, painting and landscape renovation. Playing catch up on major repairs costs a lot of money over a short time period. In an effort to soften the blow to the members, the tendency may be to piecemeal the repairs over a number of years and break large costs into more manageable chunks. But, piece-mealing causes the costs to go up! The bigger the project, the cheaper the cost per unit. Piece mealing also creates an imbalance in member asset values. If Building A gets new paint this year, those units are more attractive and valuable from a buyer’s perspective than those in unpainted Buildings B, C and D. This inequity will lead to resentment among the members that didn’t get the benefit of the repairs. To avoid these costly traps, the Board should only perform complete projects. If repairs must be split up by years, do them by type, not location. If painting is to be done, do all buildings at the same time. Same for roofing. Do it all at once, minimize disruption, get it over with and save a bundle. If your HOA is suffering from deferred maintenance, consider raising the money to do multiple projects the same year. For example, if siding needs to be replaced, those energy inefficient windows should be replaced as well. The improved livability and value increase always far exceeds the cost so this is one of the best investments the members can make. And just consider the advantages to ending the bickering, debate and back biting. The sooner completed, the sooner the community chest will swell with pride and past resentment forgotten. So, recognize your HOA’s pernicious contradiction when it raises it’s ugly head. This is one monster that’s best dealt with directly and quickly. The harmony of your community hangs in the balance. BACK
Decks: The Weakest Link Some Boards seek to minimize the HOA’s exposure to problems by making owners responsible for these limited common areas. But this is illegal unless approved by an appropriate vote of the members and ill advised from the perspective that decks are attached to buildings that the HOA is responsible to maintain. Allowing an owner to futz with the weakest link is only asking for trouble. Odds are that either the owners won’t do it properly, on time or at all. All this will lead to costly repairs. Annual deck inspection and correction by knowledgeable contractors can eliminate most of these problems. However, arranging unit access or climbing ladders to inspect is difficult so the tendency is to "let it ride" for years. Meanwhile, water and dryrot spores do their dirty work. This is important enough that visual inspection should be done every year, hassle or not. While most decks are constructed of cedar or redwood, many are now taking advantage of recycled materials for the decking (like Trex Deck). Many wood decks have a finish or coating. Coatings include elastomeric paint (flexible and water repelling), latex or oil enamel paint, heavy body stain, waterseal and urethane. Some decks sport a lightweight concrete topping, tile or outdoor carpet. Knowing what kind of finish you have is critical to proper maintenance. When performing inspections, signs that the coating has failed include:
Also check metal flashing for rust, pulling loose or breaks. Check deck condition for softness by pressing down with your foot. Soft decking is indicative of dryrot or termites. Observe what’s on the deck like plants, tables, umbrellas, grills, carpet, etc. Table legs, grills, sharp objects and high heels can damage soft deck coatings. Plants should be raised off the deck surface with casters to allow proper air circulation. Outdoor carpet is bad news for wood decks as it captures moisture and retards drying. Preventive maintenance extends a deck to its maximum useful life of 15-20 years. Decks should be cleaned annually to remove dirt, algae and moss. Heavy coating applications should be reapplied every 3-5 years. Lighter weight deck paints, stains and sealers need to be reapplied every 1-2 years. As a rule, it is best to leave wood decks unpainted since there is a high likelihood that the paint will not adhere well. Painted wood decks tend to absorb and retain moisture which leads to premature failure. When selecting a deck coating, get details about brands from the internet by searching "deck coating products". Virtually all manufacturers have websites with specifications and warranty information. Proper flashing is extremely important to route water away from the buildings. "L" flashing is used at the building wall to deck junction to seal this critical point of water intrusion. "Drip edge" flashing is used at the outer edge of the deck and has a small bend on the bottom lip will kick water away from the deck as it runs off. Check your coating manufacturer’s specifications for flashings to ensure yours are compatible. You may need to remove and replace what you have. Door thresholds, entry door and screen door clearances are another item to think about. You may need to budget for shaving doors down or raising threshold heights when applying a new coating over an old coating. Before applying any new coating, the decking must be in good repair and
prepared properly to accept the coating. NEVER install a coating over bad wood
since it will only mask a problem that will get bigger and cause the coating
to fail as well.
Snow
Job But in more moderate climates where snow and ice is infrequent, removal must be accomplished by residents or as needed maintenance personnel. Problem is, when snow and ice removal is really needed, it’s probably needed by everyone within twenty miles and there is a veritable ice jam of demand. And to make things even more complicated, how does the snowplow operator get to work? For many practical and financial reasons, most HOAs in moderate climates need a Plan B to muddle through. A bit of planning can enable the residents to tackle the lesser removal tasks like sidewalks and stairs. To prepare for this, strategically place snow shovels, stiff brooms and ice melt type product in various locations accessible by all residents. These emergency caches need to be provisioned by no later than the end of October. Advise the residents where they are and what is there. Often, it won’t be needed but forewarned is forearmed.Part of Plan B is a Winterization Checklist which explains the snow removal protocol and other issues like how to avoid frozen pipes and to winterize vacant units. It should be circulated among residents and posted on the HOA’s website. (You do have one don’t you?) Snow removal is snow joke. Follow the Boy Scouts’ credo and Be Prepared! A sample Winterization Checklist can be found in the Planning Tools section. BACK
Getting Roof Ready While improvements in roofing materials is great news for consumers, the best roof invented can be your worst nightmare if it’s not installed properly. Installing a roof is a technical exercise that requires special training and attention to detail. Since roofs are intended to last many years, selecting a roofing company that will likely be around for years is also extremely important. Here’s how to get ready for a proper roof job:
Unless the roofing job is straightforward (remove and replace with no repairs), invest in a roofing consultant (not a contractor) to prepare detailed specifications which can be bid by the contractors. Those specifications should include: a. Removal and disposal of existing roof There are building code and product specifications that need to be considered. Code allows no more than two roofs over a dwelling. Regardless, it’s recommended to remove the existing roof system so that the roof deck can be properly inspected and repaired. Also, some manufacturers will not warrant their product when it’s installed over an existing roof. Finally, a roof installed over another never lays down properly and detracts from curb appeal. If a new type of roofing is being considered that is heavier than the original, like tile or slate, a structural engineer should calculate the weight load requirements. It may require structural enhancements to carry the additional load. Since a roofing project is always costly, it’s worth hiring an attorney prepare a contract which includes the manufacturer’s installation specifications. Besides getting the work done properly, getting it done within a certain time frame is important. This is done by including a per day dollar penalty for non-weather related delays. The payment schedule is extremely important. DO NOT enter into an agreement that requires prepayment for labor or materials. This is a red flag for a contractor that is financially strapped or using your money to pay for other bills. Making several progress payments is normal but the payments should be based on actual work completed. Of course, never tender final payment until all work is completed and the contractor provides a properly executed lien waiver. Finally, assemble a Roofing file which includes the contract, product information and warranty. Getting ready for a roofing job takes time, money, scheduling and expert input. You will live with the results, good or bad, for many years. Take your time and the advice of Rambo the Rottweiler: "Roof! Roof! Roof!" BACK
Tree Planning Yet, trees require management in an urban setting like homeowner associations to be all that they can be. As they age, they encroach on buildings, sidewalks and paving. Branches overhanging roofs do damage and drop leaves clogging gutters. In wetter climates, tree shade accelerates moss and algae growth which destroys roofing and siding. Tree shade also hinders bush, plant and flower growth. These eventual problems often start at the first planting. Developers, as part of their marketing effort, often overcrowd or mislocate trees trying to enhance curb appeal. Eight to twelve foot specimens are planted tight to buildings, sidewalks and parking. Since the tree stock is small and inexpensive, greater numbers are planted for greater effect. But time does what time does and those small trees have become a maintenance nightmares. The gutter cleaning budget is getting out of hand and tree roots have lifted sidewalks and broken up paving. Those nut trees are prodigious and someone swears they saw rats roaming the common area at night feasting on them. The tree cover has gotten so dense that security lighting is totally blocked and residents complaint they need braille to find their way to from their car to their unit! The Board’s response: "Okay, okay, understood. The trees have gotten out of hand. Let’s just cut them all down." "WHAT?" is the horrified reaction from long time resident and activist Ima Treehugger. "Are you crazy? The trees aren’t the problem, it’s what they do." Indeed. Time to call an expert. Arborists are invaluable to tree care and management. They have extensive training for species likely to be found in an HOA. Arborists take a long term approach to trees since trees have the longest lives of any living thing. They understand the characteristics of each one, what it needs to flourish and how to keep it pruned for maximum beauty. With a site plan in hand, an arborist can identify and locate every tree on the property by species, size, age and health. Ideally, every tree should be tagged with an identifying number so that records can be kept on each. With this information, a long range tree care plan is plotted out for pest control, pruning and even removal when trees ares too concentrated, inappropriate or poorly located. An arborist is one consultant that every tree festooned HOA should avail themselves of. With an arborist’s tree plan in hand, the Board can budget and schedule properly to maintain one of the HOA’s biggest assets. Whether planting or planning, an arborist is a tree-mendous asset. BACK For more on trees, see Regenesis.net "Specifications" section.
Codes, Reports &
Standards, Oh My! Building Codes. These codes establish minimum requirements to safeguard life or limb, health, property and public welfare by regulating and controlling the design, construction, quality of materials, use and occupancy and locations of all buildings and structures. Much of our modern building code is focused the issues of fire resistance, structural strength and stability and means of egress for occupants. These same codes address the somewhat less critical issues of waterproofing the building envelope by using performance language that simply establishes the general ‘intent’ of the codes. A small amount of water intrusion does not constitute the crisis created by a fire or earthquake and short-term leaks do not necessarily represent a code violation. The key question concerning water intrusion is whether it can result in harm to building occupants or in diminished building integrity and service. Evaluation Reports. To aid the local building official’s review process, building code organizations have created independent testing firms that provide a comprehensive product evaluation service for many materials and systems. Products that pass such testing are issued evaluation reports that indicate to building officials that these items can be permitted with full confidence. Further, they will provide service that is equivalent to the traditional products and systems that are addressed within the building codes. Product evaluation reports are simply a means for extending the scope of building codes. In contrast, building envelope industry standards provide specific regional or national guidance for how best to implement the intent of the codes so that structures provide satisfactory long-term weather-resistive service. Industry Standards. An industry standard is a written consensus document that has been reviewed and accepted by representative leaders of the industry. Industry standards serve to supplement the minimalist instructions of the building codes and to provide specific guidance for how best to implement the intent of the codes. Industry standards allow the local building official to approve the use of ‘alternate’ materials, designs and methods for construction that are not addressed with the building codes but instead have been demonstrated through independent testing to provide a level of performance that meets or exceeds minimum code requirements. An example is vinyl siding, which once was an approved alternate cladding product, but now is included within our building codes. So, when buildings are built, a number of standards are used in the construction to integrate materials and designs. That’s why not all buildings look alike. By Colin Murphy & Lonnie Haughton BACK
The Maintenance Plan
8 Ways to Green Your HOA
5. Go paperless.
Stop the presses! (And the office printers and copiers.) To ensure your HOA
doesn’t waste paper, make sure community websites and email are used for
announcements. Many HOAs are using the internet for HOA fee transactions which
streamlines and improves collections.
It Takes a Village In many ways cohousing mimics turn-of-the-century America, when extended families were the norm, and people of all ages took collective responsibility for the well-being of themselves and neighbors. Help was always available and people trusted each other. Children never lacked for playmates; the word "play date" didn’t even appear in the dictionary. Two of the neighbors in Nubanusit own horses, so a couple of kids are learning to ride. They all take turns gathering eggs from the resident hens and feeding the chickens that scramble, squawking for grain. Last year a half-dozen households split the cost of an electric lawn mower that almost everyone borrows; and outdoor clotheslines rippling with clean laundry color the yards. The concept of cohousing began in Denmark in the late 1980s and the trend made its way not long after to the United States. A tract in Boulder, Colorado was among one of the first to open in 1987 according to the Cohousing Association of the United States. California, Oregon and Washington state followed with cohousing established in the mid 1990s. Massachusetts’ first cohousing project opened in 1994 and today there are 16 projects being formed, built or operating. What is cohousing? Cohousing is defined as much by what it is not as what it is. Cohousing describes a planned community. It is not a typical condo association with rules, design restrictions and acceptable colors. Nor is it a commune like those of the 1960s, populated with hippies sharing space, money, meals, and barefoot children running through fields of cultivated marijuana. Generally speaking, cohousing communities have several things in common. They use green, sustainable building materials, feature energy-saving windows and insulation, and residents are sensitive to the environment. Chemical treatments for crops or grass are never used. The Nubanusit cohousing village in New Hampshire has a central boiler fueled with wood pellets from a neighboring town. It provides clean heat and hot water for the whole community at low cost. Design is integral to the cohousing model. Homes are individual in size and shape, but they are clustered around common spaces in order to encourage spontaneous interaction. The villages are kid-friendly, made for pedestrians; parking is restricted to the outside periphery of the property. Many homes have front porches, inviting casual conversation. It’s almost impossible to be anonymous. The community center is the heart of the complex and usually includes a professional kitchen, meeting, dining and play area and a few guest rooms for visitors. Community dinners are regularly scheduled. At Shadowlake Village, they have one potluck and one dinner prepared by volunteers each week. In the winter, they add a Saturday breakfast. Attendance is not mandatory, but encouraged. Residents sign up for maintenance and chores such as keeping common areas neat, cooking meals and serving on committees. Cohousing complexes are self-governing and decisions are made by consensus after all members have been given the opportunity to ask questions or raise concerns. Shadowlake also has a committee of three to handle conflict resolution. "It’s amazing how effective that is," Poley says. "It’s rare for someone to disrupt the community." Residents of Nubanusit meet monthly to discuss issues. The meetings are structured with a timekeeper, facilitator and formal agenda. Information to be discussed is distributed prior to each meeting and residents are expected to be informed. There are no specific demographic groups drawn to cohousing, though many tend to be well-educated professionals. Families, singles, young and old and all interests are represented and diversity is sought. People who are drawn to such communities pretty much know what to expect. They will live in a close-knit village, where everyone knows each other. They will be expected to share responsibilities of ownership and concern for the environment. They will be involved. In return, residents have "an extra layer of resilience". When an elderly woman had a hip replacement, neighbors signed up to provide meals, as they did for a new mother after her child was born. One family with three children at Shadowlake owned a small business, but ran into bad times, and was on the verge of losing their home. Neighbors brainstormed and came up with a plan for a community loan fund. Collectively they contributed $50,000. A resident businessman offered his expertise in rebuilding the business and working out a repayment plan. The loan was paid back in full in two years. "A bank would have laughed them out of the room," Poley said. Trust in one’s neighbors is a cornerstone of the movement. It takes time but once accepted, it lowers the barriers to quality of life. Living is far less complicated. There’s always someone around to water the plants for a vacationing family, to sit for a sick child or to drive a neighbor to an appointment. Legally, cohousing is set up as a condominium association. However, cohousing is governed by consensus. Ideally, cohousing begins with a group of people who agree to plans that include sharing work and expertise. Working from scratch -– even before a site is found and architects hired – they seek out and attract those with similar aspirations, spending years on planning and building personal trust. Only after they have arrived at consensus does construction begin. Such efforts sometimes fail, given the time and commitment involved. But Hecht of Acton was one of those who persevered. His group started with about five or six people in 1989. It grew to eleven the second year. Finally, the group reached a critical mass of seventeen that was considered large enough to proceed. They hired an architect and began the search for a site. The first residents moved in during 1995. But other options, including Nubanusit, actually began with land. Two local couples were already interested in sustainable housing, pedestrian living and neighborhood involvement. One of the founders had a small dairy herd and wanted to expand. A 100 acre farm, originally purchased for use as an equestrian center had lain fallow for about ten years until the town put pressure on the owner to do something with it. The two couples bought the site, developed it along traditional cohousing models and the first owners moved in late 2007. Twenty nine homes make up the village with thirty eight residents. Eight of the homes have not yet been sold. About forty acres of woodland was part of the property. Some of it was cleared for fields to support the cows and other for farm animals. The most fertile land was set apart for crops. A clear pond offers a small sandy beach for summer, and glistening ice for winter sports. Cohousing is not for everyone. Some personal autonomy is ceded to the needs of the majority. But personal space is respected and each family has a private home. Decision by consensus is a sticking point for some, because it demands time to distribute information, gather people and to listen to all sides of arguments. Those who are able to thrive in that environment learn to trust what Hecht calls "the wisdom of the majority". No one is left unheard. All have a voice. What is the future of cohousing? Statistics show steady growth. A yearning for neighborhood simplicity, diversity, sustainable growth in pedestrian communities and concern for the environment will continue to attract people to cohousing. Clearly, it is a social movement. Baby Boomers may be the newest converts. Instead of "senior" housing, they may choose to live among people of all ages. "I love being in a neighborhood with children around," says Shelley Goguen Hulbert, mother of grown children and the dairy farmer at Nubanusit. Her husband Robin is a beekeeper. Community living, mutual respect, trust and communal responsibility may well be a new form of democracy, governed by those who put the well-being of neighbors on the same plane as their own and adhere to the African proverb, "It takes a village." Article by Susan Phillips Plese - www.condomagazines.com For more, see www.cohousing.org BACK
Fire Sprinkler Systems But, can the sprinklers in your building be counted on in the event of a fire? The best way to know for sure is through regular inspection, testing, and maintenance. Here is a quick explanation of each:
Depending on the types of units you have, and your area, the responsibility for maintaining sprinklers may fall upon the unit owner or the homeowner association. Recommendations:
Inspection, Testing & Maintenance Sprinkler systems, like any other mechanical system, require regular inspection, testing, and maintenance to keep them functioning as designed. NFPA 25, the Standard for Inspection, Testing and Maintenance of Water-Based Fire Protection Systems, defines the requirements and responsibilities based on the type of sprinkler system. For one- and two-family dwellings and townhomes with an NFPA 13D sprinkler system, inspection by a licensed contractor is usually not required unless the system contains antifreeze. NFPA 25 requires the installer to provide the owner/occupant with detailed instructions on inspecting, testing, and maintaining the system. The NFPA-recommended inspection and testing that includes: Ongoing visual inspection of sprinkler heads for obstructed or painted sprinklers or anything attached or hanging from them.
The system tests will involve operating valves, flowing water through the main drain and inspectors test connection, operating fire pumps, verifying alarm signals and similar tests that are beyond the capabilities of most association employees. For that reason, you may want to enlist the help of a professional or designate a single person as the contact point for tests and maintenance. Antifreeze Systems. Residential sprinkler systems that contain an antifreeze solution require a higher level of maintenance than traditional water-based systems. As of March 1, 2011, there are several new requirements for sprinkler systems containing antifreeze solutions. While this is not the preferred method of protecting sprinkler pipes from freezing, sprinkler codes do permit the use of antifreeze. Your local sprinkler contractor can advise you on all of the specific requirements, but the most significant include: Only factory premixed antifreeze solutions are allowed o Initial and annual testing of the antifreeze solution is required in all new and existing systems, including NFPA13D systems A licensed sprinkler contractor must complete these tests. Information provided by Community Association Underwriters (CAU) BACK |
© Copyright by Regenesis.net
All rights reserved