Dive into Summer
By Denise Lindsey, CMCA, AMS, PCAM
Vice President, Access Property Management, LLC, AAMC, AMO
The title of this article maybe somewhat deceptive, dive into summer may conjure up visions of swimming pools, recreation areas and green lawns, but those things are thought of and planned out long before summer gets here. Summer, for community managers, usually means getting large scale, weather sensitive projects completed. Of course it goes without saying that we do this in addition to our normal operational tasks. In the northeast we have a relatively small window of consistently good weather (late May through September) in which to engage in asphalt, concrete, painting, power washing, roof and siding replacement and lets not forget, irrigation repairs. So community managers spend a good deal of the summer making sure that the projects that they have spent many hours carefully planning are accomplished with as few problems as possible. Many of these projects may have an engineer involved to ensure that the actual task is being completed in accordance with the plans or designs developed for the project, and that is a good thing. Community managers are making sure that all of the logistics involved with the undertaking are being considered and taken care of; notification to affected residents, coordinating the various service providers involved, scheduling inspections and dealing with the inevitable emergency or unforeseen issue that has arisen are just a few of the things that we typically deal with. When the smoke has cleared, a successfully completed project that gives the community a well maintained look is what is visible to all and now the community manager can go on vacation and relax for the rest of the year right?
Not so fast. Summer is also the time when (assuming that the community’s fiscal year coincides with the calendar year) it is time to begin preparing the budget for the upcoming year. We all know what that entails, looking at fixed and variable costs, making sure that reserve and deferred maintenance studies are up to date, projecting year-end income and expenses. We all know the drill. So, with the draft budget and reserve projects complete, now we can relax. Not exactly; it is also time to ensure that all of your proposals for fall plantings have been received and are ready for board consideration. Which reminds me, it’s not too early to ensure that (I know you don’t want to think about it) the community’s snow removal agreement is in place for the upcoming winter and to solicit bids if not.
With all of this going on it is easy to lose sight of some of the summer basics, so keep in mind that you should remind your community that they need to keep their propane grills (if your community allows them at all) at least five feet away from any combustible surface, pick up any toys from the common elements so the landscapers lawn mower doesn’t turn Johnny’s matchbox car into a lethal projectile and keep an especially vigilant eye out for kids riding bikes and playing in the community. Slow down! is a necessary reminder to all vehicles operating in the community.
Dive into summer? It’s really more like sprint through the summer trying to get as many things accomplished as we can. Are you ready for the Summer?