Save Time & Money With This HOA Maintenance Checklist

Homeowners associations require a lot of work to keep everything operating smoothly. Every year, the HOA board needs to prepare for the year ahead by adopting a budget, preparing a reserve study for long-term replacements, and considering what upcoming projects will be necessary.

Without a proper guide, it can be easy to forget critical items, especially when it comes to routine maintenance.

Conserve Time and Costs with an HOA Maintenance Checklist

Every homeowners association should go through regular inspection and maintenance. This way, you can catch minor issues early on and prevent them from becoming major ones. While this maintenance checklist serves as a guide, it’s still crucial for HOAs to stay up to date on any legal or regulatory changes that may impact operations.

For instance, some states have new laws governing HOA management practices, fee structures, and dispute resolution. You can see examples of this here and here. Updates to federal regulations may also affect areas like fair housing, accessibility requirements, and environmental compliance for property management.

Here are the things you should include in your HOA or condo maintenance checklist:

• Common areas
  • Roads and asphalt
  • Sidewalks
  • Gutters & downspouts
  • Yards and lawns
  • Landscaping (tree trimming, irrigation systems, etc.)
  • Fences
  • Security cameras
  • Computers
  • Security system (software)
  • Vehicle entry gates
  • Parking lots
  • Trash collection

• Exterior Areas
  • Foundation (check for cracks, etc.)
  • Walls (including paint)
  • Doors & windows
  • Roofs
  • Gutters & storm drains
  • Patios & decks
  • Driveway
  • Electrical supply boxes
• Interior Areas
  • Walls
  • Flooring
  • Roofs (for leaks)
  • Screens
  • Vents (including the attic)
• Utilities
  • Electrical lines
  • Water lines
  • Phone lines
  • Gas lines
  • Air conditioners
  • Heaters/furnaces
  • Sewage system

Once you’ve gone through the checklist, be sure to identify action items and write up maintenance reports in order of urgency. Because common areas are usually the HOA’s responsibility to maintain, it’s important to make sure routine checks are completed.

Prioritizing maintenance tasks makes it possible for HOAs to conserve resources. Evaluating tasks based on urgency and weighing them against budgetary constraints allows HOAs to address the most pressing issues first, while planning for long-term maintenance projects.

Managing many of these tasks can be simplified with digital management tools and software. These tools have become invaluable assets for HOAs, streamlining communication, maintenance requests, and document storage. HOAs can leverage digital platforms to centralize operations, ensuring timely responses to residents’ needs.

Along with going digital, more HOAs are focusing on sustainable and eco-friendly maintenance practices. One example is in incorporating drought-resistant landscaping, which not only conserves water but also minimizes the need for excessive maintenance. Other ideas include installing solar panels in common areas and implementing recycling programs for residents.

Where resources may fall short, HOAs can also rely on community engagement to lighten the load. This might look like:

• Creating a community garden or green space program
• Establishing resident committees for specific maintenance areas
• Hosting educational workshops on sustainable practices
• Introducing a recognition program for proactive residents
• Offering a suggestion box for maintenance issues
• Organizing volunteer cleanup days

This is also a great time to make sure accessibility is prioritized. Maintenance may include ensuring sidewalks, entryways, and community facilities remain accessible to individuals with disabilities. Because common areas are usually the HOA’s responsibility to maintain, it’s important that these routine checks are completed.

What’s New in HOA Maintenance? Emerging Changes and Technologies

To further enhance sustainability and cost-effectiveness, homeowners associations are turning to maintenance technologies, like smart irrigation systems that optimize water usage, energy-efficient lighting solutions to reduce energy consumption, and smart security systems that offer improved control and monitoring capabilities, while potentially leading to cost savings.

These advancements not only promote environmental responsibility but also contribute to the long-term financial viability of HOA operations.

Diligent budgeting and conducting regular reserve studies remain best practices for HOAs focused on fiscal stability. Reserve studies help identify and plan for future repair costs, while routine financial audits and reviews ensure financial health and transparency. By implementing these practices, HOAs can typically avoid mismanagement of funds.

Though we’re navigating the post-pandemic era, HOA maintenance staff are still remaining vigilant about health and safety considerations, using enhanced cleaning protocols to mitigate the spread of illnesses. Maintaining public hand-sanitizing stations can also help to promote proper hygiene practices among residents, fostering a safer community.

Have you tried our maintenance checklist, or do you have tips of your own to share? We’d love to hear your feedback. Contact us to provide your perspective or browse our HOA management services. If you’re looking for a customized quote, please .