How to Stay on Track With Repairs at Your HOA

How to Stay on Track With Repairs at Your HOA

Running an HOA is a massive undertaking – whether you’re managing apartments, condos, multi-unit housing, or even a retirement community. And it seems like as soon as you cross one item off your to-do list of repairs, another request comes in. To stay afloat and keep your facilities looking great, you need excellent communication, clear delineation of repair responsibilities, regularly scheduled maintenance, and a top-notch team of repair people on call. Here are some tips.

Schedule Regular Inspections

A helpful way to ensure you’re staying on top of repair needs at your HOA community is to schedule out specific times to inspect each place. For example, you might do a yearly or twice-per-year test of your fire alarms or security systems. Book those in your calendar – and be sure to communicate with tenants clearly on days this will be done!

Perhaps you do an annual exterior painting refresh. Book that for the same time each year. Maybe you schedule inspections of your outdoor spaces once a month, but in wetter seasons when you might run a greater risk of deck rot repair, you bump that inspection frequency up to two or three times per month.

Scheduling teams of professional repair people for your HOA – from drywall repairs to carpentry repair – might take some time. So staying on top of those inspections means you’ll catch any issues sooner and allow enough time for a team to come in with the solution.

Give Tenants Notice of Upcoming Maintenance

One of the biggest complaints from HOA tenants is that they are inconvenienced or caught off guard by upgrades and repairs. Naturally, some bigger projects that might result in amenity closures – like deck repair and refinishing, for instance – should be well known throughout the community. These projects could potentially impact new renters coming in as well, so be sure to give ample notice through emails, tenant portals, and plenty of signage around the property.

Other repairs or upgrades, like interior painting in a lobby, might only require a one- or two-day project. If the space being worked in isn’t regularly utilized by tenants, less notice should be sufficient – although you should still communicate about the project. It can also be helpful to include a list of upcoming maintenance work when you send your monthly or quarterly email updates.

Be Clear on Your Responsibility

As you probably know from years of leases and negotiations, not all repairs fall under the realm of responsibility for the HOA. Some necessary repairs will be the responsibility of the tenants themselves.

While this varies by state, city, and even property, there are some general guidelines. Any common areas that are accessed by all tenants – think pools and patios, fitness centers, clubhouses, and the like – are typically managed by the HOA. But the individual units belong to individual owners, and therefore in-unit repairs typically fall under their jurisdiction.

Trust the Team at Trico

If you need some help managing repairs at your HOA in Roseville, CA or the surrounding areas, contact Trico to discuss how we can support you. We’ll work with you on your timeline and budget, show you our portfolio, review your project goals, and answer any questions you may have.