As we bid farewell to summer, many community associations and HOAs turn their attention to maintenance tasks that must be addressed before the cooler months set in. End-of-summer projects provide an opportunity to refresh community amenities, repair wear and tear from heavy summer usage, and prepare for the upcoming seasonal shifts. However, completing these tasks requires careful planning, budgeting, and communication.
Here are several ways to plan and budget for these projects and guarantee your community is well-maintained and appealing to all residents.
1. Assess the Community's Needs and Prioritize Projects
The foundation of any maintenance plan starts with a comprehensive assessment of your community's needs. Before allocating funds or contacting vendors, look closely at your common areas and amenities to identify what requires immediate attention. This can include:
- Landscaping: Have the lawn, trees, or shrubs been damaged during the summer heat? Late summer is an ideal time to refresh landscaping before cooler weather sets in, allowing plants to root properly.
- Pools and Playgrounds: If your community has a pool or playground, now is the time to assess the condition of these high-traffic areas. The end of summer presents an opportunity to perform deep cleanings, make repairs, and, if necessary, close these amenities for the season with an eye toward their spring reopening.
- Parking Lots and Roads: Summer heat can cause cracks in asphalt and other surface wear. Evaluate the condition of parking areas and roads and consider any necessary repairs or resurfacing.
Your board can prioritize the most important projects by assessing and prioritizing maintenance tasks. Maintenance tasks that protect the long-term value of community assets, improve safety, or enhance residents' quality of life should be at the top.
2. Set a Realistic Budget and Allocate Funds Appropriately
Once your board understands the community's maintenance needs, the next step is establishing a realistic budget for these projects. Start by reviewing your association's reserve fund and the overall annual budget to determine how much money is available for these end-of-summer tasks.
To stay on track financially, prioritize the most essential projects that align with the community's long-term goals. For example, landscaping upgrades that enhance curb appeal can have an immediate impact, but costly improvements may need to wait if funds are tight.
Determining whether the projects are classified as routine maintenance or capital improvements is important. Maintenance tasks (like landscaping, cleaning, or minor repairs) typically fall within your regular operating budget, while major repairs (like resurfacing a parking lot) may require tapping into your reserve fund or special assessments.
RealManage can provide your board with expert financial planning tools to help set realistic budgets and ensure that funds are allocated to best support your community's current and future needs.
3. Obtain Multiple Bids and Vet Contractors Thoroughly
After setting a budget, it's time to select your contractor. Obtaining multiple bids for each project allows you to compare prices and helps you hire contractors with the appropriate experience and qualifications.
Here are some tips for vetting contractors:
- Review References: Ask each contractor for references from similar projects they've completed in other communities.
- Check Licenses and Insurance: Ensure that contractors hold the necessary licenses for their work and have appropriate insurance coverage.
- Evaluate Bid Details: Don't just look at the bottom line; pay attention to the details of each bid. A lower price may not equate to a better deal if it compromises the quality of the materials or the completion timeline.
RealManage's vendor services can make this process easier by connecting your board with a nationwide network of trusted contractors. You can rest easily knowing our team has thoroughly vetted vendors, ensuring your community works with reliable, high-quality service providers. We also offer guidance on project scope, safety, standards, and code requirements. Additionally, we pride ourselves on transparent communication to keep you informed throughout the project lifecycle.
4. Communicate the Plan and Timeline to Residents
Once the projects and contractors are selected, the next step is communicating the plan to your residents. Clear communication is fundamental to keeping everyone informed and minimizing disruptions during the work. If residents understand the scope of the projects and the timelines involved, they are more likely to be patient and cooperative during any inconveniences that may arise.
Consider the following communication strategies:
- Advance Notice: Provide residents with plenty of notice before work begins, especially for projects that may disrupt their routines (e.g., parking lot repairs, pool closures).
- Multiple Channels: Use various communication methods—emails, newsletters, or online portals—to reach all residents so no one is left out of the loop.
- Ongoing Updates: Keep residents informed of progress as the projects move forward. If any delays or changes arise, let the community know as soon as possible to manage expectations.
5. Monitor Progress and Manage Project Timelines
When projects are underway, a project management process allows you to quickly address any issues and keeps contractors accountable for their work. Regular check-ins with contractors will help keep projects on schedule while updates to the board and residents maintain transparency. Don't have the time or staff to dedicate to this? RealManage's project management services can handle the day-to-day monitoring of your maintenance projects, ensuring that timelines are met, quality standards are upheld, and any issues are resolved swiftly. This allows your board to focus on other community matters without the stress of managing complex projects.
Finish Summer Strong with Effective Planning and Guidance
Planning and budgeting for maintenance projects don't have to be overwhelming. By assessing your community's needs, setting a realistic budget, vetting contractors carefully, and maintaining open communication with residents, you can ensure that these tasks are completed efficiently and within budget.
RealManage is here to support your board throughout the entire process, offering vendor services and project management expertise to make your maintenance projects successful. Contact us today to help you plan, budget, and execute your end-of-summer projects, ensuring your community is ready for the seasons ahead.
