Maintenance Articles

Fall Lawn Order
Ahhh....the fall leaves are turning colors and there is a nip of winter in the air. Before you get too mesmerized by Indian Summer, remember that there are some important prewinter landscape preparations yet to get done.

Irrigation Systems need to be turned off and winterized. Leaving the clock on could damage the irrigation system if the power is interrupted during the down time. In some models, the batteries would put the controller into default mode and prompt the solenoids in the valves to "dry-fire" as the clock cycles over and over again. To guard against this, it’s best to disconnect the power to the clocks and remove the batteries.

Next, the water supplies must be turned off at the gate valves. Then, open the drain valve to allow water to drain out of the system. While properly installed systems should drain completely, the only way to ensure that this is the case is to blow out the system with compressed air.

Fertilization Shrubs should receive a good 10-10-10 shrub fertilizer and lawns a Fall and Winter fertilizer like 10-7-14 "slow release". This blend of fertilizers will feed the roots without forcing new growth on the leaves. This should keep your lawn and shrubs looking healthy during the winter.

Moss Control Lawn moss becomes active in the Fall and Winter. Moss occurs in areas of poor drainage, shade and heavily compacted soil. To counteract moss, prune trees to reduce shade, aerate lawns to relieve soil compaction, provide improved drainage and apply a moss control product.

Clogged Roof Gutters Gutter overflow can cause a lot of damage to landscapes. Schedule now to have your gutters cleaned after the leaves fall, usually by mid December.

Correct Drainage Problems Water can become a serious problem in the Fall as the ground becomes saturated. A below ground drainage system can be installed to prevent water from accumulating in lawns and bed areas.

Inspect Trees Have a licensed arborist remove tree limbs that may come down in a winter storm.

Now’s the time to get tough on lawn order. Give your landscape what it needs to weather the winter storms. Next spring, your landscape will be changed for the better.

For more on landscape maintenance, see Planning Tools. BACK

House of a Different Color
Beauty is in the eye of the beholder. However, when it comes to exterior paint colors in a homeowners association, beauty takes on a whole new meaning. While a majority of homeowners opt for neutral colors that generally blend well with the neighborhood, there are those that prefer to make a STATEMENT! The option to paint one’s home Fluorescent Fushcia is in the Bill of Rights, isn’t it?

A lot of the controversy begins in the beginning, when the developer chooses a color pallet for the HOA. It seems many of these developers are colorblind and only see shades of grey. In these communities, there is a sea of monotone housing colors capped with monotone color roofing. This is called the Military Camouflage Look: starched, pressed and blends with the landscaping. While this look may warm a Brigidier General's heart, some homeowners want their home to stand out. These folks will petition the Board to allow colors that often deviate significantly from the standard. And they can be very passionate about it, citing such authorities as Feng Shui or Deepak Chopra which recommend this color for inner peace and serenity.

Paint color can add or detract significantly to a property’s market value. Studies have shown that most buyers are attracted by certain colors and repelled by others. To determine this, scientists presented laboratory rats with color options and rewarded with food pellets for choosing the one over another. Just kidding. Like clothing, house color preferences are a product of fashion. And just like wardrobes, hot colors and combinations change. They are dictated by architects and designers who do their best to get folks dissatisfied with what they already have.

Some people claim to know what they like in a paint color. But more than often, choices are driven by the latest edition of House Beautiful or a Home & Remodeling Show. This isn’t altogether bad. If there wasn’t a certain amount of such prodding going on, little would change.

But for the most part, HOA members are usually pretty satisfied with the colors they have. So, the Board has the challenge of balancing most members’ inclination to stay with the color they have versus the wild eyed radicals that prefer that new neon colors they saw on a Shock Tarts package. Where is the middle ground?

When the HOA has direct control over the paint selection and application, it’s wise to bring in a local paint consultant that can provide contemporary color options. Most major paint stores have in-house consultants available for no charge that can prepare color boards with three or four color combinations for all the members to view. In common wall communities like condominiums, the Board can poll the members on preferences and even allow residents of different buildings decide among themselves which combination they like for their building. This approach is democratic, takes the Board out of the decision equation and usually defuses most of the contention.

In single family homeowner associations, the color issue is more chromatic. While the Appearance Standards may dictate specific color choices, some members may be inclined to roll right passed them. They figure once the Fluorescent Fushcia is on, who’s going to mind? These are the cases you read about in the paper. Mr. Homeowner standing defiantly in his front yard challenging the Board to make me repaint my house. The media delights in painting the Board petty and the homeowner much put upon. Big Dictatorship against the Little Guy. Controversy sells papers.

But a big reason that most folks live in HOAs is for better control and consistency of the neighborhood look. That doesn’t mean that there can’t be flexibility in the color scheme, just that the majority of the owners should be in agreement on it. To that end, and because color preferences do change over time, the Board should establish a process to consider variations from the norm. A year before the next paint cycle is the logical time for common wall communities. For single family HOAs, it makes more sense to establish an approved color palette with a margin for flexibility of, say, 10% lighter or darker. This allows for a myriad of combinations without extremes. The wild eyed radicals aren’t going to like it but, then again, there is very little they do like.

Whether it be horses or houses of a different color, taste is an elusive element. Use advance planning and expert input to help chart a course through this field of land mines. BACK

Where Buffalo Roam
Noise is a very subjective thing. When it comes to music, some forms are considered noise even when barely audible. The problem is not always the volume. It can be the content that offends the ear of the beholder. Such is often the case in poorly sound insulated common wall HOAs. Normal household noise travels through walls, ceilings and floors and can sound like stampeding buffalo. Round’em up and move’em out!

Noise issues inevitably find their way to the Board or Property Manager, usually at 2 a.m. The complainer figures, "If I can’t sleep, someone else should join me." If you’ve made the common mistake of providing your home phone number for "emergencies", you’ve probably found out that noise can have the same urgency as a three alarm fire.

There is a common misconception that because excessive noise making is against the rules of every HOA in creation, it’s up to the Board to do something about it. Wrong. Neighbors making excessive noise is a matter for the police if neighbors can’t reach an understanding. In most cases, the neighbors themselves can resolve the noise if they only talk to each other.

Poor sound insulation is common when older apartments are converted to condos or co-ops. But it still happens in new construction. Since the builder usually doesn’t plan to live there and buyers rarely get to test drive their units, noise levels can be horrific in current code construction. The most noticeable noise usually originates from the kitchen due to the many hard surfaces, then from the hallway and living room due to higher concentration of traffic. If a unit has hardwood flooring throughout, noise will be like Chinese Water Torture, only worse.

In cases of poor sound design, the Board can enact floor finish standards that require sound deadening panels below hard flooring, area carpets over them or restricting hard surfaces altogether. Clearly, it’s easier to prevent someone from installing a hardwood floor than demanding they rip it out, so the sooner these standards go into place, the sooner problems can be averted.

For those poor souls living below Buffalo Bill, sound deadening panels attached to the ceiling can offer relief. Attaching resilient metal channels to provide an air gap to which is fastened 5/8"-3/4" sheetrock will considerably reduce sound transmission. It is relatively inexpensive to install over the existing ceiling and only takes 1-1½" of ceiling height away. Adding 1" thick fiberglass insulation in the gap may help further. Even though this will cost money, it will certainly enhance livability and make the unit more saleable. As a token of good will, the upstairs neighbor may be willing to share of the cost. At least they should be asked. Their willingness to be part of the solution will go a long way toward mending fences.

Buffalo were designed to roam on the plains. When they lose their way and begin foraging overhead, don’t get mad, get earplugs! (Just kidding.) First, talk to the neighbor to see if there is an accommodation that can be made. Most neighbors don’t want to be a problem. Assume yours doesn’t when you talk with them. If, however, the neighbor turns out to be unsympathetic (read "jerk") or can’t avoid making noise without learning to fly, the aggrieved should either take the matter up with the police, if we’re talking domestic violence or all night parties, or install sound proofing. If there is an inherent construction design flaw, the Board can help further with proactive noise reduction standards. Oh give me a home, where the buffalo don’t roam.

For more, see www.controlnoise.com BACK

Can’t Top That!
Tree topping is perhaps the most harmful tree pruning practice known. Yet despite years of explaining its harmful effects, it remains a common practice. While the object is to reduce size or improve view, there are alternatives that achieve the same goals while protecting the health of the tree.

Topping is the indiscriminate cutting back of tree branches. Other names for topping include "heading," "tipping," "hat-racking," and "rounding over." Topping often removes 50-100% of the leaf-bearing crown of a tree. Since the leaves are the "food factories" of a tree, this can "starve" a tree. The severity of the pruning triggers a survival mechanism. The tree activates latent buds, forcing the rapid growth of multiple shoots below each cut. The tree needs to put out a new crop of leaves as soon as possible. If a tree does not have the stored energy reserves to do this, it will be seriously weakened and may die.

A stressed tree is more vulnerable to insect and disease infestations. Large, open pruning wounds expose the sapwood and heartwood to attack. The tree may lack sufficient energy to chemically "defend" the wounds against invasion. Some insects are actually attracted to stressed trees by chemical signals.

Topping Can Lead to Sunburn Branches within a tree's crown produce thousands of leaves to absorb sunlight. When the leaves are removed, the remaining branches and trunk are suddenly exposed to high levels of light and heat. The result may be sunburn of the tissues beneath the bark. This can lead to cankers, bark splitting and death of some branches.

Topping Creates Hazards The survival mechanism that causes a tree to produce multiple shoots below each topping cut comes at great expense to the tree. These shoots develop from buds near the surface of the old branches. Unlike normal branches that develop in a "socket" of overlapping wood tissues, these new shoots are only anchored in the outermost layers of the parent branches. The new shoots grow very quickly, as much as 20 feet in one year, in some species. Unfortunately, the shoots are very prone to breaking, especially during windy conditions.

Topping Makes Trees Ugly The natural branching structure of a tree is a biological wonder. Trees form a variety of shapes and growth habits, all with the same goal of presenting their leaves to the sun. Topping removes the ends of the branches, often leaving ugly stubs. Topping destroys the natural form of a tree. Without the leaves (up to six months of the year in temperate climates) a topped tree appears disfigured and mutilated. With the leaves, it is a dense ball of foliage, lacking its simple grace. A tree that has been topped can never regain its natural form.

Topping is Expensive The cost of topping a tree is not limited to what the perpetrator is paid. If the tree survives, it will require pruning again within a few years. It will either need to be reduced again, or storm damage will have to be cleaned up. If the tree dies it will have to be removed.

Alternatives to Topping There are times when a tree must be reduced in height or spread. Providing clearance for utility lines is an example. There are recommended techniques for doing this. If practical, branches should be removed back to their point of origin. If a branch must be shortened, it should be cut back to a lateral that is large enough to assume the terminal role. A rule of thumb for this is to cut back to a lateral that is at least 1/3 the diameter of the limb being removed. This method of branch reduction helps to preserve the natural form of the tree. Sometimes the best solution is to remove the tree and replace it with a species that is more appropriate for the site.

If pruning involves working above the ground, or using power equipment, it is best to hire a professional arborist. An arborist can determine what type of pruning is necessary to improve the health, appearance and safety of your trees. A professional arborist can provide the services of a trained crew, with all of the required safety equipment and liability insurance.

A couple of closing caveats. Avoid using any tree company that advertises topping as a service provided. Hire only a trained arborist. Arborists know that topping is not an accepted practice. Pruning work should be accomplished by free climbing, ladders or lift equipment. Climbing spikes can damage trees, and their use should be limited to trees that are being removed. And never, never, never top your trees.

Information provided by the International Society of Arboriculture. BACK

Maintenance Screening
In the life of any HOA, there is a series of maintenance issues that come up. Some are major renovation projects or insurance claim related. Others are more routine events like gutter cleaning, janitorial service, landscape service or lot sweeping. Then there those aggravating little things that come up from day to day. To the owner that makes such maintenance requests, the issue often looms larger than life and needs to get handled as soon as possible (like yesterday). Sometimes, the issue does warrant immediate action for safety or damage control reasons. But usually, the repair is not urgent.

To get the biggest bang out of your maintenance budget buck, small jobs should be consolidated by similar task description under one work order so that the repairman can maximize efficiency and reduce cost to the HOA. For example, if the repair is designed for a handyman, group all such tasks together so there is at least a day’s work. It might take a while to accumulate enough work so, have a standing policy that small non-emergency maintenance requests are handled in, say, 15-30 days (or whatever time frame is reasonable for your particular operation). This will align the caller’s expectations with the HOA policy.

For true maintenance emergencies, there should be a reliable system to respond 24/7. Full service HOA managers offer this service. But self managed HOAs (especially common wall HOAs that have building and grounds maintenance responsibility) need to craft their own. Emergency maintenance should be monitored by an "on call" person that is knowledgeable about the buildings and its systems. This person should know where to shut off the water and power and have keys to locked common area and equipment rooms. It should be someone who has the authority to make emergency maintenance decisions. Each on call person should have an Operations Manual with detailed site plan, contact information, preferred vendor list, keys, access codes and building blueprints.

The most efficient and cost effective way to monitor emergency maintenance is with an HOA pager or cell phone that can be passed around to emergency "on call" people. A voice mail service that forwards messages to a designated phone number also works well since that designated phone number can be changed as needed.

Establishing these kind of systems is also invaluable for regular HOA business needs. With a permanent HOA phone number, using personal phone numbers that change as the Board changes is no longer necessary. The cost of a pager with voice mail costs only $10-20/month. The HOA should also have its own email and permanent mail addresses for the same purpose. Encouraging members to use email ensures that the request is preserved in the sender’s own words, is date stamped and it can be forwarded quickly to the right repairman.

Another area to maintain tight control on is owners that order their own maintenance expecting the HOA to reimburse them. Other than the few situations that qualify as real emergencies like fires or floods, have a policy that all maintenance must be processed through the Board, Maintenance Committee or HOA Manager. Tag teaming with the Manager can offer some great cost cutting benefits to the HOA. If the Board or Maintenance Committee prescreens each maintenance request, some can be eliminated entirely or better defined for the Manager. This sorting process will help the Manager better manage requests and the HOA’s money. The Maintenance Committee can also act as Quality Control by inspecting the completed work.

Between Board Meetings, the Board President has authority to make maintenance decisions that are in keeping with the approved budget. If the matter is an extraordinary non-emergency expense, it should wait until the next Board Meeting for approval.

Screening maintenance requests will radically reduce costs and improve maintenance quality. Put your process in place and start saving today. BACK