Maintenance Articles

For Want of a Nail
One of the earliest advocates of preventive maintenance was Ben Franklin. He wisely wrote: "A little neglect may breed mischief...for want of a nail, the shoe was lost; for want of a shoe the horse was lost..." Old Ben nailed what happens when seemingly minor things are overlooked. Little things have major impact on the assets of a homeowner association. For example, a small lack of flashing can lead to major dryrot structural problems and dollars. Ka-CHING!

Preventive maintenance is critical to managing an HOA’s assets. When executed properly, it extends the useful life of buildings, grounds and equipment. S-t-r-e-t-c-h-i-n-g out useful lives means s-t-r-e-t-c-h-i-n-g owner dollars. And it substantially reduces downtime from component failures and equipment malfunctions.

Preventive maintenance involves fixing something before it breaks. Here are five objectives for a every preventive maintenance program:

1. To perform maintenance that keeps the property safe and functioning.
2. To promote the most effective and efficient use of resources.
3. To provide an accurate way of estimating the human resources needed for proper operation and maintenance.
4. To determine funding requirements and long-range planning projections.
5. To provide a way to evaluate the maintenance effort.

Preventive maintenance programs are common with elevators, HVAC and pool equipment, usually because there is a service contract. Other components, like paving, roofing, decks and paint require monitoring, money and planning must be done thoughtfully .

Functional obsolescence is also a legitimate concern. Lack of parts, improvements in energy efficiency, computerization and changes in fire and building code may make expensive equipment obsolete even though it’s working just as designed. This is particularly applicable to elevators, boilers, pumps and HVAC. Buying new equipment is often a great investment in reduced operating costs. For example, by replacing all common area lighting with compact fluorescent bulbs, the light level will be significantly increased, the energy consumption reduced by 70% and the useful life of each bulb extended by 10-15 times thereby saving an enormous amount of labor costs. Rather than waiting for each incandescent bulb to burn out, it makes enormous sense to replace them all...today. Within 12-18 months, the cost will be recouped in energy savings and then, it’s money in the bank.

So, what is the best way to address major preventive maintenance? Two words: Reserve Study. A Reserve Study identifies all the significant components that the HOA is responsible to maintain, assesses current condition, cost of repair and replacement and charts a 30 year maintenance plan to keep the components in their best condition.

The Reserve Study includes interval maintenance so components survive to a ripe old age. Take paving (please!). If cracks, minor repairs and sealcoating are performed every five years at about 10¢/square foot, the pavement will not require a major overlay (about $1 per square foot) for 30 years. If this relatively inexpensive preventive maintenance is not done, the overlay will be required much sooner and the repairs to failed asphalt will be significant and costly. In other words, pay a little to save a lot.

A Reserve Study will also guide the Board how to systematically accumulate funds without special assessments. A proper funding plan will have all owners contribute over the time line. No one will get a better deal than anyone else and the money will be there when needed. The Reserve Study is absolutely the best way to prepare for a future which will certainly come to pass.Remember Ben’s nail analogy. Little things have a way of causing great things to happen. But rather than fail in the little things, plan for them and hit this nail right on the head. BACK

Prune Perfect
Landscaping is your one property asset that can and should improve with age. However, diligent attention is required in order to make this happen. Skilled maintenance work, along with occasional and ongoing improvement work are essential inputs.

Skilled shrub pruning is one of the most important requirements of a sound maintenance program. Selective cutting sustains a natural form while removing twigs and branches that are getting too large or overcrowded. Careful pruning will actually allow plant size reductions with improved vigor in most cases.

Plant shearing (shaping, hedge trimming) by contrast, ignores plant growth habit with the net effect of destroying branch structure. "Carving" a sheared form into any shrub increases twig density at the surface, thereby shading out, and in many cases killing interior growth. The sheared shrubs still continue to get larger and "woodier" with each passing season, until ultimately the only realistic option remaining is to remove the monster and start over with something new.

Shrub pruning could have hugely different returns depending on the quality of care over time. On the one hand, the opportunity exists for maturing shrubs that contribute more each year to the aesthetic appeal, enjoyment and value of your grounds. On the other hand, a situation can be created that leads to unnecessary corrective expenditures.

Similar quality of care issues impact every element of your landscape. Interview prospective service providers at length to learn more about quality care, as well as to determine the qualifications and the intentions of each bidding firm. Information provided by Willamette Landscape Services. BACK

Coat of Many Colors
Jacob’s son Joseph in the Bible wore a coat of many colors which attracted much attention. In matters of both fashion and paint, color matters. In homeowner associations, it matters even more since the impact of the color palette is so much larger. And it’s not just the colors you choose but how they are applied. Trim accents can make or break the overall effect. Practically speaking, paint color is fundamental to curb appeal. Curb appeal translates directly into increased market value. Lack of curb appeal translates into...well, you know. So what’s the proper color code for your community?

Complement Permanent Colors. Use a color range that complements the permanent colors such as the roof and brickwork. If you plan on changing the color of the roofing in the near future, be sure to consider this in selecting paint colors or keep the roof color neutral.

Assess in Natural Light. Study paint color samples in natural light. Buy quarts of several body and trim color combinations and paint test areas which receive full sun. View these colors at different times of the day and from different angles. Keep in mind that colors will appear lighter when painted over a large surface.

Poll The Members. To promote participation and harmony, let your members decide which combination they like best. If your property is large enough to permit several combinations, allow the owners of each building to decide which combination they want for theirs. They’re paying for it. Let them decide.

Color Dynamics. Consider the effects of light and dark colors in relationship to the size and position of the buildings. Lighter colors make a building seem larger while darker colors make it smaller. A darker color is often a good choice for buildings built in close proximity to one another and vice versa.

Tie in Landscaping. Use the colors of flowers, trees and shrubs as inspiration for a pleasing, complimentary color scheme.

Use Lighting Accents. Besides increasing safety, creative lighting provides a delightful after dark variation to your colors. Consider spot lighting around building entrances and focal points.

Ask the Experts. Paint companies often offer color design counsel for no charge in hopes of selling paint. A design consultant will give you the latest contemporary colors and combinations to modernize your community look. Don’t get caught in a time warp by staying with the same-old same-old. Keep your colors fresh. HINT: Buyers pay more.

A carefully selected color pallet is the key to maintaining high market values and attractive appearance. This is a coat of colors your members will wear with pride. BACK

Solar Heat Your Pool
The swimming pool is an important amenity for any HOA. The pool promotes relaxation and social interaction while offering homeowners a place to enjoy much needed exercise. Swimming is often called the "perfect exercise" since it exercises almost all muscles and burns calories without stressing joints and muscles. However, for this to be possible, water temperature must be comfortable.

Heating a pool with gas can cost thousands of dollars each year. Solar heating, on the other hand, offers a cost-effective and simple alternative. A properly designed solar heater can almost eliminate the gas heating bill during the pool season and cut it in half during the winter months. Solar heating systems can often pay for themselves within a couple of years.

The pool's existing filtration system pumps water through the solar collectors and the collected heat is transferred into the pool. Because solar pool-heating collectors operate just slightly warmer than the surrounding air temperature, these systems typically use inexpensive, unglazed low-temperature collectors made from specially formulated plastic materials.

Off-the-shelf packages are generally appropriate and maintenance of solar pool-heating systems is minimal. The systems are pre-engineered and can be sized for any pool by adding additional solar panels until an adequate square footage of solar collector area is achieved.

The only moving part on a solar pool-heating system is the diverting valve which controls whether the water circulates through the collector loop. When the collector temperature is sufficiently greater than the pool temperature, the water is diverted from the filter systems through the collector loop. The water bypasses the solar collectors during nighttime or cloudy periods.

Adding a pool cover will further enhance the temperature of a swimming pool and should be considered along with the solar pool-heating system to prevent heat loss.

The market for solar pool-heating systems has been strong over the years with approximately 25,000 systems sold in the United States in 1999. This number represents about one-fifth of all pool heaters sold annually. Contact the Solar Energy Industries Association to locate a solar pool-heating system retailer near you. BACK

Ecoscaping
Xeriscaping is a term for low water landscaping which has been implemented where there are restrictions on water usage, where the hot dry climate can quickly kill fragile plants or where there is a desire for conservation. There is a common misconception that xeriscaping consists of prickly cactus-like plants intermingled with rocks. Most xeriscape designs are more concerned with proper irrigation and water use reduction than eliminating water altogether. The main idea is to mix low water use plants with a few carefully chosen areas of irrigation. Rather than having a large lawn, have a smaller lawn bordered by low water plants and flowers. The result can be a colorful array of plant species that require little maintenance.

It is not necessary to have only indigenous plants when planning a xeriscape design. Irises, roses and tulips are examples of plants that will thrive in a dry garden. One of the benefits of xeriscape landscaping is knowing you can leave, even in a time of drought, and it will still be alive when you return. Some plants that are xeriscape appropriate:

Lavender
Mount Atlas Daisy (ground cover)
Lamb's Ears
Oriental Poppy
Yarrow
Purple Coneflower (Echinacea)
Dusty Miller
Black Eyed Susan
California Poppy
Indian Paintbrush (Celosia)
Spirea
Columbine

There are many other choices suitable for your particular climate and location. Consult with a landscape design consultant for ways to xeriscape your existing landscape plan into an earth and flora friendly environment that will help conserve a precious resource. You will reduce your maintenance and water costs and help preserve the environment at the same time. BACK

Dealing with Dryrot
Dryrot is always a concern in extreme weather locations that swing from hot and dry to cold and wet. Weather like this stresses building materials and creates ideal conditions for dryrot to develop. Learning to take steps to prevent it, and to catch it early when it does develop, can save big bucks.

Dryrot is a generic term for a variety of wood fungi which cause mildew, mold, staining and decaying in wood. In order for dryrot to develop, it requires a certain combination of moisture and heat and air. If the conditions are right, it can occur before you can visually detect it, sometimes within months. Infected wood loses its structural integrity. Damaged wood must be totally replaced or the fungi, which are living organisms, will continue to spread and cause more damage. Dryrot can also attract pests such as termites, which will only compound the problem. Repairing dryrot cannot be postponed, because the damage and costs will only increase dramatically. Dryrot can be found many places but the most common areas are the bathroom walls/floors, around windows and sliding glass doors, decks, around roof gutters, improperly designed or installed roofs and in wet crawlspaces.

Inspect the attic for roof leaks and moisture from improperly vented dryers or exhaust fans.
Check interior walls around windows for mildew.
Ask residents if any detect a persistent mildew/mold odor. Besides the damage dryrot does to wood, it can lead to concentrated mold that is a severe health problem, especially for those that suffer from asthma or other lung ailments.
Check crawlspaces for ground water or wetness. Probe floor joists, posts and flooring with a small screwdriver in suspect locations.
Probe decks and deck rails wood in suspect areas.
Check the sprinkler heads to make sure there is no direct spray hitting the buildings.
Check for dirt to wood contact on fences, siding and deck posts.
Look for evidence of termites and carpenter ants, both moisture loving pests.

A special warning about buildings clad with synthetic stucco (sometimes called Dryvit or EIFS-Exterior Insulation & Finishing System). The addition of styrofoam sheeting used in this product adds fuel to the dryrot fire. The styrofoam wrap provides a moisture barrier around the structure that retains water in the walls and provides a cooler surface temperature which dryrot thrives in. Synthetic stucco should be monitored extremely carefully using special moisture detection equipment in at least 1-3 year intervals. Caulking around windows and key roof locations should be inspected annually. For more information, see The EIFS Institute.

Dryrot doesn't happen by accident. It's the result of material, installation or design problems that need to be corrected along with the removal of the dryrot itself. Left to do its dirty work, dryrot can create enormous damage in a short period of time So when it comes to dryrot, deal with it. BACK