Effective maintenance planning is one of the most important responsibilities of an HOA board. Done well, it protects property values, prevents emergencies, and keeps assessments predictable. Done poorly, it leads to special assessments, deferred maintenance disasters, and unhappy homeowners.
The Cost of Deferred Maintenance
Every dollar of maintenance deferred today costs $4-5 in future repairs. A $500 paint touch-up ignored becomes a $2,500 wood rot repair. A $2,000 roof maintenance becomes a $40,000 replacement.
California's SB 326 balcony inspection law exists precisely because of deferred maintenance. Associations that neglected balcony waterproofing for decades now face repair bills in the hundreds of thousands.
Components of a Maintenance Plan
1. Reserve Study
California law requires associations with common areas to conduct reserve studies every three years. This document identifies all major components, estimates their remaining useful life, and calculates funding requirements.
2. Annual Inspection Calendar
Create a schedule of regular inspections:
- Monthly: Common area walkthrough, landscape check
- Quarterly: Pool equipment, HVAC systems, elevators
- Semi-annually: Roof inspection, gutter cleaning
- Annually: Paint assessment, concrete inspection, fire safety systems
3. Preventive Maintenance Contracts
Establish contracts for regular maintenance of:
- Landscape and irrigation
- Pool and spa
- Elevator service
- Fire alarm and sprinkler
- HVAC common areas
Board Best Practice
Never let a maintenance contract auto-renew without review. Annually assess performance and get competitive bids every 3-5 years.
Prioritizing Projects
When budgets are limited, prioritize based on:
- Safety issues - Always first priority
- Water intrusion - Damage accelerates rapidly
- Structural integrity - Foundation, framing, load-bearing elements
- Code compliance - ADA, fire safety, SB 326
- Aesthetic/curb appeal - Important but lowest priority
Working with Contractors
Tips for successful contractor relationships:
- Get three bids for any project over $5,000
- Verify license, insurance, and references
- Never pay more than 10% upfront
- Require lien waivers with each payment
- Document everything in writing
Cal Coast Construction works with HOAs throughout California. We understand board dynamics, assessment limitations, and the importance of transparent communication with homeowners. Contact us for a free property assessment.