Rental management: Maintenance

Everyone has their own idea of what a big job is. If capital monies are being expended that’s one definition. Another is a job that does not get done more often than every five years. Another is just a dollar amount. Either way a board would be unwise not to call in an expert at some juncture of the process. Using an n architect to design and bid out and then supervise the work is obviously both effective and costly. Hiring a consultant to draw up bids specifications, review the proposals and perhaps a final walk through may be cheaper.

Using the specifications of a trusted vendor to seek alternative bids is a tad unfair but very much the practice in this industry. We used to have an architect on staff but did not have enough major work to keep him busy. The single most important arena is the bid specifications. Proper specifications save a bundle in change orders, and ensure apples to apples bids. If they are prepared professionally with all the workmanship and cleanup, warranty and payment options included leaves less chance of miscommunication. Many a proposal asks for instance, for more than 10% of the initial contract price up front. This is illegal but many associations are paying in advance of work done. We came across a roofing contract where there were 3 buildings. All the material was neatly stacked on one roof and no work was done before a bill was presented for preparation. We were not the managers at the time but were on site to make a proposal for management when we pointed out that the materials were visible from the street.  The bill was promptly denied and we became the managers. The filing of liens is something to be careful about also. When it comes to paint projects hiring a paint manufacturer to draw up the specifications can be invaluable, as that company will examine the work in progress to validate the manufacturers warranty. Checking the work in progress is essential especially if the contract seeks partial payment at the end of certain stages of the contract. It has been my experience that a general contractor, site coordinator or licensed professional not involved in the project but hired to supervise it to whatever degree the associations chooses is worth their weight in gold coin.

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Safety is one of those things we all muse on and do after the horse has bolted.
Insurance companies are very busy and one is lucky to get an annual inspection. An annual inspection is not to pick up a defective spring on a pool gate or a malfunctioning lock on the same gate unless the timing is very propitious. One can sometimes ask for an insurance inspection. Many are averse to this because they are afraid they may be asked to take on a large expense when it has not been budgeted. Sometimes narrowing the spacing between the balustrades can save a life or spare a child a stretched neck.
What’s a board to do?
Most associations have similar amenities, pools, bbq’s, tennis courts, paved areas, and trash receptacles concrete pathways staircases.
It is not difficult to construct an inspection checklist for any association. We developed a master 103 point checklist that we edit for use at any associations. . Elevators are usually inspected monthly by contract, but we have 4 or 5 items we check if they have an elevator, we look for cleanliness, annual inspection permit, the load test certification, telephone. 1141

One of the rising costs perhaps one of the most steeply rising costs to many associations in the future is water. What’s a board to do?  Fortunately there is no one single way to save money. Some associations provide both landscaping and household water. If we start with landscaping there are several ways to cut water. Several are obvious; Perform a water audit. Turn off all water in the community and see if the meter runs. Turn off by sections to determine where there may be a leak. Inspect externally valve by valve. In the summer cut watering of lawns to 2 to 3 times a week and plants to 1-2 days a week. In winter use water only as needed to keep some moisture in the soil. When the soil is dry 1-2 inches deep, it may be time to water. Water only before 6 am and after 8 pm. All too often we have seen water blown by the wind against buildings. During these hours the air is often still and the temperature has dropped significantly so evaporation is minimal. Water agencies give rebates for weather based irrigation clocks from time to time (from $25 – $80 per controller) and for smart sprinkler heads (up to $3 per nozzle, often with a minimum order of 25). If grass is required and it still seems to be the ground cover of choice in many associations build a plan to reduce the grass and convert to native plantings over a fixed time period. There is a beautiful Water Conservation Garden at Cuyamaca College in San Diego. It has a magnificent array of colorful plants to select from. Many people believe there can be no color when switching to drought resistant plants. Visiting the desert in February or March proves that assumption wrong. Adding 2-3 inches of mulch to bare areas will retain the moisture and curt down on weeds. There were and may still be rebates for turf removal and the installation of rebates for the use of synthetic turf.

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All too often we see irrigations water streaming down the gutters in the streets. All to often it is one of our neighbors. The state is in a multi year drought and the Colorado River, one of southern California’s main sources of water is in a nine year drought. Major reservoirs are at historic lows despite the recent rainfall earlier in 2010. The fact is most of our summers are dry, unlike say Hawaii where it rain in the afternoons. It is estimated that southern Californians use 56% of their water on landscaping. Overwatering is the number 1 problem for associations. Green lawns make everyone happy until those responsible for paying for the water compare their costs to a neighbor’s.

People who carve meat are called butchers. Sometimes people who cut trees earn the same name. There is an art to trimming trees and while an arborist is an extremely knowledgeable and valuable resource not every tree needs an arborist. Arborists are probably best used in the planning, development and maintenance of an expanse of trees.

No branch should be removed without a reason. Trees produce a crown in order to create the sugar they need for growth. Excessive trimming will cause a slower growth and even weaken the tree. That said sometimes trees need to be pruned for safety reasons such as power lines or building being too close. Sometimes they need to be pruned to let air and light penetrate. Dead or diseased limbs should be cut anytime but the sooner the better, and definitely before the spring growth. The best time is as far away from the spring growth as possible. That growth takes all the energy the tree has and it is at its most susceptible to damage just after a growth period. Crowning, taking off the top of a tree can be performed in a number of ways. They can be cleaned thinned raised or reduced. Cleaning involves removing dead or crowded branches, or branches that seem to be slow growing, while thinning is to allow air and light to penetrate all the way to the ground so requires selective cutting to open up the foliage allowing for fuller foliage in the future.

. Raising the crown calls for removing lower branches, while reduction is the opposite effectively lowering the top of the tree while still allowing it to grow sideways.

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