If you’ve put the hard work it takes into making a sound budget, then you’re familiar with the sense of frustration you feel when a surprise maintenance issue derails it. Even if you don’t get blindsided by a big, unexpected expense, maintenance issues have a way of taking a bite out of your budget.
 
In fact, whether it’s anticipated costs like grounds keeping, or unanticipated repair fees stemming from severe weather damage, maintenance can add up to about a quarter of your overall spending.
 
Some boards spend too little on maintenance, and risk minor problems becoming major issues. Others may over-spend up-front, leaving them little resources if something unanticipated happens later on. What your board really needs is a good community association management company – one that can help with the planning required to find a maintenance program that works best for your association.
 
“The key to developing a maintenance program is smart planning that goes beyond a spreadsheet,” said Arthur Carrick, Chief Engineer of a condominium managed by FirstService Residential. “You literally have to roll your sleeves up and take a look at the state of your major infrastructure systems, such as roofing and HVAC, in addition to accounting for your normal expenditures.”
 
With that said, let’s take a look at the most common approaches to maintenance.
 
Option 1: Reactive Maintenance
You can probably sum this approach up as the “If it ain’t broke, don’t fix it” model. And while this philosophy certainly has its place, it isn’t the best approach for condo associations in the Washington D.C. metro area. Sure, there are upsides – you’ll save money by not putting resources toward repairs. But remember, many aspects of your community need upkeep before they fall into disrepair; otherwise, the costs to fix a problem can outweigh what would have gone into preventative maintenance. Look at it this way: it’s cheaper to get the oil changed in your vehicle regularly than it is to replace the engine because you’ve failed to perform routine maintenance. As such, reactive maintenance isn’t the recommended path.
 
Option 2: Preventative Maintenance
If you’re gravitating toward this model, then you probably feel pretty good about your decision. You should – as evidenced by the reactive model, preventing problems is a smart way to save. But you should also be wary of a few potential pitfalls. For one, putting your systems on autopilot with regular maintenance schedules can lull you into a false sense of security, leaving the potential for being blindsided by costly repairs. Additionally, this creates the possibility for real problems when new boards assume control. If they don’t carefully review legacy contracts and warranties, they may fail to perform the necessary duties that keep them in force, thereby voiding them. And while you can avoid this through due diligence during board transition, there is a smarter strategy you can employ, and that’s predictive maintenance.
 
Option 3: Predictive Maintenance
This is an approach where there are, practically speaking, virtually no surprises. This means going beyond setting up regular maintenance schedules and committing to a hands-on, consistent monitoring of your equipment, facilities, systems and buildings.
 
“Getting a qualified engineer to peek under the hood of your community can help you anticipate when major repairs might need to be made, effectively predicting the real lifespan of parts and equipment,” Carrick says. “That way you can budget accordingly.”
 
As part of this approach, you’ll be able to determine which actions are necessary right away, which systems can operate efficiently with scheduled maintenance, and which parts will require replacement or overhaul down the road. While you’re at it, this kind of proactive approach gives you the opportunity to save by replacing outmoded systems with more energy-efficient alternatives and Earth-friendly materials. It’s a win/win for everyone, including the planet.
Of the three options available to you, you’ve probably ascertained which is the wisest course. But getting to predictive maintenance often takes the help of a good community association management company that can connect you with quality engineers and help facilitate the process.
 
The result – a budget that stays intact and a gratifying lack of unpleasant surprises – is well worth the effort. For more information contact FirstService Residential, Washington D.C.’s leading community association management company.
Thursday August 18, 2016