Monday September 22, 2025
What is HOA maintenance?
HOA maintenance is the regular care and upkeep of common areas and shared property within a community association in Arizona. This includes everything from landscaping and building exteriors to safety systems and recreational amenities. A well-planned HOA maintenance checklist gives boards a clear structure to follow so that nothing is overlooked. By keeping up with routine tasks and preventive work, communities can protect property values, avoid costly emergency repairs, and provide residents with a safe, attractive place to live.This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
HOA maintenance checklist
An HOA maintenance checklist is a tool that the board of directors and management teams use to organize upkeep across all areas of the property. A comprehensive list will cover building exteriors, landscaping, safety systems, and interior common spaces. It should also account for seasonal needs, like preparing for winter weather or refreshing outdoor spaces in spring. Below are the main categories every board should consider when developing or reviewing an HOA maintenance checklist:Exterior building upkeep
The exterior of a community sets the first impression for residents and visitors. An HOA maintenance checklist should include:- Inspect foundations and walls for cracks, settling, and drainage issues. Addressing problems early helps prevent water damage and structural concerns.
- Check roofs and gutters for missing shingles, leaks, and clogged gutters, especially after storms or seasonal changes.
- Inspect windows and doors for drafts, damaged seals, or broken hardware to maintain both security and energy efficiency.
- Look for peeling or fading paint, which can leave surfaces vulnerable to weather damage.
- Repair cracks and potholes in driveways and sidewalks to keep walkways safe and accessible.
Landscaping and outdoor amenities
Landscaping not only shapes curb appeal but also contributes to safety and usability. An HOA maintenance checklist for this area should cover:- Regular mowing, trimming, and pruning of lawns, shrubs, and trees.
- Inspection and adjustment of irrigation systems to prevent leaks or wasted water.
- Care for playgrounds, parks, and other recreational spaces to keep equipment safe and welcoming.
- Attention to benches, picnic areas, and outdoor furniture, replacing or repairing when needed.
- Pest control measures to keep outdoor areas healthy and usable.
Safety and security systems
Communities depend on working safety equipment and reliable security. A complete HOA maintenance checklist should include:- Testing fire alarms, extinguishers, and smoke detectors to confirm compliance with fire codes.
- Inspecting emergency lighting and backup generators to confirm they are operational.
- Checking access control systems, such as gates, keypads, or fob readers, for proper function.
- Reviewing the condition of parking lots, signage, and security cameras to protect residents and visitors.
Interior common areas
For associations with shared interior spaces, regular attention is essential. Items to include on the HOA maintenance checklist are:- Inspecting hallways, lobbies, and clubhouses for leaks, flooring damage, or ventilation issues.
- Servicing HVAC systems to extend their lifespan and maintain comfortable indoor air quality.
- Checking water heaters and plumbing systems for leaks or inefficiencies.
- Inspecting electrical systems and lighting in shared spaces to avoid outages and hazards.
Maintenance mentality: What's your association's style?
There are three styles of association maintenance: Reactive, deflective, and preventive.- Reactive maintenance is the most common form. The notion of “if it’s not broken, don’t fix it” is a common mindset for many associations who don’t have the necessary resources and want to keep costs down. This approach may work for a few small repairs, but in the long run, this lack of planning almost always increases costs. It is important to remember that maintenance projects and repairs are predictable and can be planned for in your annual budget. Consult with your management company or maintenance specialists to learn how to stay ahead.
- Deflective or "third-party managed" maintenance is another common style where your association relies on vendors or third-party companies to manage maintenance projects. Vendors may not have the capacity to invest much time and effort into your community’s needs depending on the client list. Additionally, you may have multiple vendors taking care of different types of equipment. In this case, it will not be easy to confirm that all projects are completed correctly and comprehensively.
- Preventive maintenance is the recommended approach to protecting your assets and preventing surprise expenses. This helps take care of all the “what-ifs” for regular maintenance in advance. If you do this, there will be more opportunities to invest in capital improvements, such as green building initiatives and energy-efficient equipment. An HOA maintenance checklist requires regular inspections and ongoing monitoring of your buildings, amenities, and equipment by trained professionals who can also educate the board on how to plan and what to prepare for. This is why it is important to work with an experienced property management company with in-house experts, a network of valuable resources, and partnerships with engineers and experts.
Funding your capital improvements: What are your options?
Renovating and clubhouse, installing a new playground, or upgrading the rooftop pool isn’t part of everyday maintenance. Large-scale projects like these require more planning and extra funding that is separate from your operating funds. There are generally three ways to pay for a capital improvement fee: the reserve funds, a special assessment, or a business loan. Because each association has their own unique needs, it is best to work closely with your management partner to assess the pros and cons of each option before coming up with your HOA maintenance checklist.- Use your reserve funds: Although your reserve fund is the ideal way to pay for capital improvement projects, remember to be aware of the restrictions on what you can use it for. It is important to work closely with your association’s management company and attorneys to confirm you’re using it for the right projects and to avoid heft tax bills.
No matter how prepared you are (or think you are), life happens. Accidents and natural disasters are impossible to avoid, and you could face a long list of projects to fund. Therefore, it's best to keep your reserves fully funded and have alternative options for emergency funds.
- Take a special assessment: A special assessment is an additional fee that allows homeowners to make payments and finance the project's cost over time. While a special assessment allows the community to avoid taking on debt, it is also the least popular option among homeowners. Large, unexpected assessments can create hardship for residents, who may challenge the decision or direct a lawsuit against the community for neglecting its fiduciary responsibilities.
If homeowners cannot afford the additional payments and require a payment plan, the community may need more funds to begin the project and pay it in full. Before imposing a one-time special assessment on your community, check your governing documents and consult with your legal counsel."Homeowners often value the stability and quality of life an HOA provides. When boards communicate openly and explain the reasons behind capital projects and special assessments, it builds understanding, and that understanding fosters alignment and agreement."
Andi Helms, senior vice president, FirstService Residential Arizona - Obtain a loan: If you don't want to use your reserves or take a special assessment, a business loan might be your best bet for funding your capital improvements. Most banks will grant association loans up to 10 years with little or no prepayment fees. They may also extend amortization to 15 to 20 years and offer lower closing costs. As always, consult with your management company, attorney, and governing documents before taking out any significant loans.
FirstService Financial retains excellent relationships with regional and national lending partners, allowing them to negotiate the best pricing and terms available for FirstService Residential clients. They can provide unique expertise in underwriting common interest community loans, flexible financing requirement solutions and a streamlined underwriting process that results in expedited funding for associations.