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Benjamin Franklin was right on the mark when he said, “By failing to prepare, you are preparing to fail.” Every homeowners’ association (HOA) should take a page from his book by considering the steps they’re taking to prepare their community for expected and unexpected events. From a murky green pool to a post-storm roof leak, your HOA should have measures in place to address issues swiftly and efficiently. Read on to learn about HOA maintenance plans, why yours needs one, and more.
What Is a Maintenance Plan?
An HOA maintenance plan is a guide that outlines when and how to maintain various community assets. These outlines typically include:
- Asset inventory
- Historical data
- Planning schedules
- Preferred contractors
- Part orders
- Manufacturer information
- Installation & usage instructions
Learn More: How to Choose the Best Contractor for Your HOA
Why Does Your HOA Need a Maintenance Plan?
HOAs without an upkeep strategy often resort to reactive fixes, delaying repairs until they become unavoidable. Unfortunately, this mindset can lead to more costly repairs—or replacements—in the long run. In fact, studies have shown that the cost of reactive maintenance can be three to four times higher than proactive maintenance.
However, a straightforward property care strategy comes with more than just financial perks. Well-maintained neighborhoods are appealing to potential buyers, and regular maintenance can enhance safety while improving curb appeal.
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5 Maintenance Plans for Your Community
Maintenance matters! Staying on top of facilities, assets, and equipment protects your biggest investment, prevents accidents, and boosts homeowner satisfaction. Don’t wait until it’s too late—implement these five HOA maintenance plans today.
1. Preventive maintenance plan
A preventive maintenance plan is a proactive maintenance plan. It involves performing inspections and repairs at regular intervals instead of when parts break or equipment fails.
Example
Your HOA hires a third-party pool maintenance company to consistently test water levels, replace filters, and ensure the pool functions at its best. As a result, you’ll spend less money on neglect-related repairs.
2. Seasonal maintenance plan
With a seasonal maintenance plan, an HOA completes repairs and upkeep at certain times of the year to prepare for seasonal shifts and weather changes.
Example
Your HOA cleans gutters and downspouts to accommodate increased leaf debris in the fall. The HVAC system is also serviced in the winter for optimal use in freezing temperatures.
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3. Deferred maintenance plan
A deferred maintenance plan is a strategy that postpones planned maintenance or repairs, often because of financial or resource limitations. HOAs should only refer to this plan for non-essential tasks that can be addressed later. This plan shouldn’t be used for components necessary to the HOA’s safety or operations.
Example
Your HOA delays fixing a minor roof leak until it causes a larger problem.
4. Condition-based maintenance plan
Also known as a predictive plan, a condition-based plan is similar to a preventive plan. However, instead of following a predetermined schedule, assets are monitored, and maintenance is only performed when components provide warning signs that a function or machine may soon fail.
Example
Your HOA monitors the foundation of a clubhouse for signs of new cracks instead of inspecting it regularly. Potential issues are only addressed when there are clear signs of damage.
5. Emergency maintenance plan
An emergency maintenance plan details how a community will take immediate action in moments of urgency or stress. An emergency plan can also anticipate an emergency failure that may occur during a major disaster.
Example
If there’s a gas leak, the emergency maintenance plan would explain how to shut off the gas supply, evacuate the area, and notify first responders.
Discover more with our free eBook: HOA Emergency Preparedness: HOA Emergency Plan & Checklist
Efficiently Manage Maintenance with TownSq
It’s vital for your HOA to prepare for the expected—and unexpected—when it comes to maintenance. If you haven’t created an HOA maintenance plan, it’s the perfect time to start! Be sure to include resident roles in property upkeep and key emergency contact info so your community is never caught unprepared, come rain or shine.
And with TownSq Community’s Requests feature, encouraging community upkeep has never been simpler. Residents can easily submit maintenance requests, track their progress, and receive updates—all with one application. To learn more about this breakthrough feature, read our article, “Best Practices for Handling Your HOA’s Work Order Requests.” Or, request a free, 30-day trial of TownSq and discover how we take the friction out of service management.
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