By Mandy Thomas, Keystone Pacific

Editor's Note:  Wouldn’t the life of a property manager be better if every association could afford to be proactive, instead of reactive? Of course it would, but that is not always the reality, especially with rising costs of materials and labor. However, as industry professionals, we want to do what we can to assist our communities and help plan for the future, if they have the funds now, or not.  So, while the work cannot always be done, it is good to have an eye on our communities, and checklists in place to check for preventative maintenance items. 

As we all know, this looks different based on the type of community, and while the idea is the same, the process may differ, which is what we will explore below, as we look into the different ways to handle this with townhomes, high rise communities and onsite management. 

------

The Importance of Common Area Checklists in HOA Preventative Maintenance

Preventative maintenance is vital in all areas of community management, but in an active on-site community, it is especially crucial. The common areas and clubhouse serve as the heart of the community, making proactive upkeep essential to preserving their appeal and functionality.

 Preventative maintenance not only extends the lifespan of common area assets, preserves property values, and prevents costly emergency repairs, but it also plays a key role in enhancing residents' quality of life. A well-maintained clubhouse and common areas provide a welcoming space where residents can meet friends for a card game, join a craft class, relax in the spa or simply enjoy some quiet time in the library. The upkeep of these facilities directly impacts resident satisfaction. One of the best ways to stay organized and proactive is by implementing detailed common area maintenance checklists.

Why Use Preventative Maintenance Checklists?

Preventative maintenance checklists serve as structured guides to help community managers and HOA boards ensure that all common areas remain in optimal condition. These checklists help:

• Prevent Small Issues from Becoming Major Problems – Routine inspections allow for early detection of minor damages, preventing expensive repairs and unplanned downtime of amenities.
• Improve Budget Planning – Regular maintenance helps estimate costs more accurately and avoid surprise expenditures.
• Ensure Resident Satisfaction – Well-maintained common areas enhance community pride and overall quality of life.
• Increase Safety and Liability Protection – Identifying and addressing hazards reduces risks of injury and potential lawsuits.

Key Areas to Include in Your HOA Maintenance Checklist

While every community is unique in design and the types of amenities that must be maintained, there are core areas common to most on-site communities that require regular attention. Below are essential components for a comprehensive HOA common area maintenance checklist.

1. Landscaping and Grounds Maintenance

• Inspect trees for dead branches, disease, or overgrowth that may pose hazards.
• Check irrigation systems for leaks, broken sprinklers, or inadequate coverage.
• Ensure grass, plants, and shrubs are properly trimmed and maintained.
• Remove weeds, fallen leaves, and debris from sidewalks, common areas, and planters.
• Evaluate playgrounds and recreational fields for safety hazards and wear.

2. Sidewalks, Roads, and Parking Areas

• Look for cracks, potholes, or uneven pavement in sidewalks, parking lots, and roadways.
• Inspect street signs, traffic markings, and speed bumps for visibility and wear.
• Ensure proper drainage in parking lots and streets to prevent pooling water.
• Check for faded or missing paint in crosswalks and parking stalls.

3. Clubhouse, Pool, and Recreational Facilities

• Inspect exterior walls, roofs, and foundations for signs of wear or damage.
• Check doors, windows, and locks for security and proper function.
• Inspect pool decking for cracks, loose tiles, or trip hazards.
• Verify that pool safety equipment (life preservers, depth markers, fences, gates) is in place and functional.
• Assess gym equipment for wear, proper operation, and cleanliness.

4. Lighting and Electrical Systems

• Inspect streetlights, pathway lighting, and common area fixtures for outages or damage.
• Ensure electrical boxes and control panels are secure and in good condition.
• Test emergency lighting systems, including backup generators where applicable.
• Replace burned-out bulbs and faulty fixtures promptly.

5. Fences, Gates, and Entryways

• Inspect community entrance gates and access control systems for proper operation.
• Check fencing for rust, loose posts, or damage from weather or vandalism.
• Ensure pedestrian gates and access points are secure and functional.

6. Stormwater Management and Drainage Systems

• Clear gutters and downspouts of debris to ensure proper water flow.
• Inspect storm drains and retention basins for blockages or damage.
• Check for signs of erosion or standing water that may indicate drainage issues.

7. Fire and Safety Equipment

• Verify fire extinguishers are properly charged and placed in required locations.
• Test smoke detectors, carbon monoxide detectors, and alarm systems.
• Check emergency exit signs and pathways for clear visibility.
• Ensure AED and oxygen equipment are functioning properly.

Implementing an Effective Maintenance Plan

1. Create a Schedule: Some tasks require weekly inspections, while others may be quarterly or annual. Establish a schedule that includes seasonal considerations.
2. Assign Responsibilities: Clearly define who is responsible for inspections and whether you will need to engage professional services. 
3. Document Findings: Maintain records of all inspections, noting issues identified, actions taken, and any follow-up required.
4. Use Technology: Consider using property management software to automate scheduling and track maintenance tasks.
5. Engage Professionals: The onsite team can likely manage basic inspections, but hiring specialists for structural, electrical, and landscaping evaluations ensures thorough inspections.

Schedule Annual Maintenance and Cleaning

• Identify and schedule regular maintenance and cleaning tasks such as carpet cleaning, window washing, spring and fall landscape clean up, draining and cleaning pools and spas. 
• Scheduling these tasks proactively helps maintain the appeal of common areas and amenities preventing the need for reactive cleaning when areas become unsightly.
• A community that looks clean and well-kept retains its property value and remains attractive to current and prospective homeowners.
• Consider using a visual planner like the Big A## Calendar - a 365-day, year-at-a-glance wall calendar to see all 365 days in one view!

Conclusion

A well-maintained community reflects positively on the HOA and its residents. Implementing structured preventative maintenance checklists provides a proactive approach to protecting community assets, enhancing property values, and ensuring resident satisfaction. By keeping common areas in excellent condition, an HOA can foster a thriving and well-cared-for community that stands the test of time. 

--

Mandy Thomas with Keystone Pacific is the General Manager for Heritage Todd Creek, a 55+ active adult community of 1,270 homes in Thornton.