PARKING LOT MAINTENANCE

Florida, Maryland, New Jersey No Responses »
Dec 092011

A parking lot’s appearance sends a message to prospective and existing customers. It is crucial that the parking lot be maintained properly as it is the first thing customers, clients, and visitors see when entering the premises. Parking lot maintenance should be a top priority for any lot owner, not only for aesthetics, but because it eliminates the chance for any confusion to arise for customers.

In order for a lot to be of a professional standard, there are three important factors to consider:

  1. Proper parking lot maintenance dictates that a parking lot should be applied with seal coating. As most lot surfaces are made of asphalt, a seal coat will protect against the elements. Asphalt not properly sealed runs the risk of becoming oxidized. Oxidation can literally destroy a lot’s pavement, causing potholes, cracks, and even allowing chemicals such as oil and gas to seep into its foundation. Seal coating not only protects the pavements integrity but also brings back a pavements color from dull gray to black, enhancing its overall appearance. If traffic volume is high, it is a good idea to add two coatings.
  2. Properly stripe the parking lot. The major advantage of correct parking lot striping is that it maximizes space on the lot. Proper planning in what and where to stripe is crucial and depends on your clientele and traffic volume. Not only does striping add to the appearance of the pavement by adding contrast of color but it also helps the flow of traffic and directs cars of where to go. Stripes should be as bright as possible as they are like sign posts for motorists and pedestrians. They should also be made with the best possible paint and repainted every one or two years. The most common markings for striping is parking, crosswalks, reserved spaces, directional arrows, and stop bars.
  3. Bumper stops should often be added to the lot. Bumper stops are an important factor, not only because they tell patrons where to park, but can also cut down on potential accidents. This is especially important if a customer leaves the car parked in neutral. Yet, their obvious use is to keep cars in their proper place in order to avoid injury and automobile damage.

Our directory lists asphalt companies and what they demonstrated in insurance on a stated date. Make sure to verify your asphalt contractor’s insurance and don’t forget to get named as additional insured. Our directory also shows Frequently Asked Questions about Asphalt & Paving and a handy guide about where to pull permits in your area when required.

For an example, see asphalt paving sealcoat in West Palm Beach.

Posted by shirsch at 10:26 pm Tagged with: , ,

DEVELOPING COMMUNITY

Florida, Maryland, New Jersey 1 Response »
Dec 022011

What is community? Most will agree it is a group of more than two people that share common goals and intentions. I like this definition – “Community is a way of relating to other persons as brother and sisters who share a common origin, a common dignity, and a common destiny. Community involves learning to live in terms of an interconnected ‘we’ more than an isolated ‘I’. It involves making choices which reinforce the experience of relatedness and foster the sense of belonging and interdependence. Community begins, but does not end, in our face to face relationships with the persons who are closest to us.”(Making Life Choices by Margaret Betz.)

Developing community can be a challenge as often people may desire to be left alone or participation in events may be low due to seasonality. There are several ways to develop community. Communication is essential in fostering a sense of belonging, awareness and increasing participation in committees and events. A good community association manager will enjoy working with the condo association or HOA on communication ideas. If the association doesn’t have a professional CAM, consider the potential value – a good CAM brings professional administration and communication and just as important, brings knowledge of relevant legal and legislative changes and how they affect condo & homeowner associations. Find a community association manager.

Some HOA or condominium association residents may only be present for certain months of the year and then their residence changes to another location. They depend upon communication to keep them informed about events, news, business and issues relating to the community association. If no communication is present, they may get a sense of not being important to the community association or may even suspect wrongdoing by the Board of Directors. Communication is a tool to get the facts out to owners and can dispel false rumors.

Perhaps an association cannot afford a newsletter or even an additional mailing to owners. In this case, they can utilize electronic means of communicating such as emails and websites or they may create a committee to raise funds for a newsletter. A lot of vendors will jump at the opportunity to advertise in a condo association or HOA newsletter as they desire to promote their business. A newsletter committee can develop criteria for the vendors allowed to advertise and this can be a source of income with which to improve communications.

Events and social activities can promote community. Perhaps a singing or dance competition, movie night or even a festival can be held.

My HOA has an annual fall festival that is free to owners and completely paid for by donations from the vendors that serve our HOA. We have a bounce house for kids, face painting, activities such as sack races, raffles for toys for the kids and gift cards for the adults. We held our event last weekend and had over 150 attendees. It was fun, fellowship and free! We had the local police department discuss safety tips with the kids and crime prevention tips with adults.

Local fire departments can participate as well as the Red Cross depending on interest and needs of your community. National Night Out Against Crime is usually held in August each year. You can discuss participation with your local municipality as some events, speakers and canine demonstrations are free. Organizations, municipalities and vendors will often offer promotional items. For instance, a city may distribute t-shirts, flashlights or activity books for kids via their police department and at no cost to the community association.

A neighborhood walk can be done to generate awareness about crime watch or community watch. One HOA recently held “Dive-in theatre” in which they showed movies by their community pool. Events and activities can provide residents with a sense of community, can improve communications and can help decrease crime. Though there is no guarantee, the results often improve relationships and community feeling. When utilizing outside vendors, request that they name the community association as “additionally insured” on their insurance. This will help to minimize potential risk to the association an important part of responsible “risk transfer” – something that you should discuss with the condominium association or HOA insurance agent or attorney.

Holiday lights can raise the morale of a community association. If an association cannot afford to purchase lights, they can do a donation drive for people to donate their old lights or they can take advantage of off season sales. When installing holiday lights, it is important to take into consideration residents of different faiths and also the skills of those installing the lights. If using volunteers you may want to consider having your attorney draft a waiver for them to sign or discuss insurance coverage of volunteers with the HOA or condominium association insurance agent.

Proper planning can help the community association to minimize risk, develop cost-effective processes and can explore options. Retirees are an asset to an association as they often volunteer to serve on committees and can be a resource for information and experience-based knowledge.

Community can be healthy and can raise the morale of a neighborhood, reduce crime and bring joy to the residents. City and county programs may be available to explore. Parks and recreation departments or police athletic leagues can be utilized to obtain possible activities and options. The Community Association Institute – CAI – is a wonderful resource of information for CAM managers and community association volunteers. CAI has great booklets for increasing the knowledge of volunteers and developing community. I encourage you to contact and support your local chapter. Find your local CAI chapter.

Thanks to Wendy Murray for this post. Wendy is Regional Director, Marketing & Sales for Associa. Wendy Murray’s contact info is wmurray@associaonline.com 954-922-3514.

Posted by shirsch at 7:51 pm Tagged with: , , ,

CONFUSED ABOUT SUPER LIENS?

Florida No Responses »
Nov 062011

A funny thing happened at one of the PM-EXPO’s that we hosted last month.

A condominium association president was concerned about his community association collections – when he asked an attorney to explain the meaning of a super lien, a third gentleman eagerly answered before the attorney could open his mouth. He told us that a super lien is a kind of lien that attaches to multiple properties. When he finally finished explaining, the attorney announced to all present that super liens in the community association world refer to something entirely different.

In Florida condominium and homeowner associations, Super Lien means that the condo association or HOA is entitled to recover from the bank upon foreclosure and taking title, a portion of the money owed for assessments. In Florida, if a unit has no equity and the bank forecloses and takes title, there is still responsibility on behalf of the first mortgage holder to pay the association.  How much of a community association’s delinquent maintenance fees and/or interest plus penalties is collectible really depends upon which collection solution or lawyer you speak to and when you have spoken to them. Opinions and interpretations change often as this situation is still developing.

The gentleman who wanted to show that he knew it all did know something; it’s just that he knew wasn’t relevant and he didn’t know it all. He was correct that some liens – some mechanics liens and municipal liens are attached to more than one property. In these cases, an unpaid lien could end up attached to more than one of the owner’s properties. Before the owner can sell any of these properties, the Super Lien needs to be cured.

Chances are that if you are a condominium association president, you are trying to collect delinquent maintenance fees. If that’s the case, you’re invited to attend our next PM-EXPO where you can learn about community association collections.

Posted by shirsch at 3:12 am Tagged with: , ,

PROPERTY TAX APPEAL DEADLINES APPROACH

Florida 3 Responses »
Aug 312011

With property values down throughout most of Florida, county property appraisers still have many properties over-assessed. Landlords, community associations, property managers and community association managers love saving money on property taxes.

So here’s a reminder – if you are intending to appeal a property assessment in Florida, deadlines are fast approaching:

  • Dade & Broward – September 19
  • Palm Beach – September 16
  • Hillsborough – September 13
  • Collier – September 16
  • Pasco – September 12
  • Pinellas – September 16

Find the phone number for your Florida county’s property appraiser to confirm the deadline for appealing your property assessment. Make sure to have good evidence that your assessment should be lower – if the county decides that the assessment should have been higher, they can actually increase the assessment – and you’ll end up paying even more property tax.

Posted by shirsch at 8:29 pm Tagged with: , ,

LEGAL TO PROHIBIT SMOKING ON PREMISES?

Florida 2 Responses »
Aug 082011

Smoking Prohibitions and the Law

A lease may forbid smoking in rental units or in some or all common areas. Make sure to use a professionally created lease that is up to date with respect to Florida landlord tenant and federal law.

  • Smoking is not a protected activity in either federal law or Florida statute. However, an asthmatic tenant who claims to be adversely affected by second-hand smoke can sue the landlord claiming the landlord failed to accommodate the tenant under the Fair Housing Act.
  • Prohibiting smoking or restricting smoking to certain common areas may reduce the potential of facing lawsuits related Fair Housing Act or Americans with Disability Act – ADA.
  • If the lease does not prohibit smoking, the landlord may not forbid smoking. Lease renewals can prohibit smoking.

See Miami Evictions to find attorneys and services and to learn answers to frequently asked questions 

RSVP to learn more about Landlord Tenant issues at PM-EXPO in October. PM-EXPO South Florida takes place at Miami Beach Convention Center on October 18 and PM-EXPO Jacksonville is October 21 at University of North Florida. PM-EXPO is free. Topics include what to do about tenants who claim to need pets because of disability and other fair housing issues, Bud bug control, tenant retention, upcoming changes to ADA requirements, etc. 

PM-EXPO is for all types of property managers, community associations and landlords. Learn and network with quality vendors. The theme is “Excite Your Taste Buds.” Enjoy fantastic foods from many restaurants and caterers – free!

Posted by shirsch at 5:25 am Tagged with: , , , , ,

Water Damage from Florida Humidity

Florida No Responses »
Jun 112011

Drought or no drought, Florida properties get infected with mold. Running your HVAC enough to keep humidity 60% or lower, promptly repairing leaks and regular inspections are good practices. But if significant water damage occurs, restoration work can expose workers to toxins, allergens or pathogens. Find an experienced water restoration company to repair the problem area. Make sure that the restoration contractor is fully insured.

Why does mold grow in certain places?

Places that have enough water, food nutrients and oxygen foster mold growth. Air with humidity over 60% provides the moisture needed for some molds. Molds can derive nutrients from wallpapers that are not treated to be mold-resistant, cloth, wood, oils and various adhesives. Constant humidity and continual slow leaking are usually the strongest direct cause of mold and mildew growth.

mold infestation

Property damaged by fire is also very vulnerable to mold – that is because water is used to put out the fire and that water often sits for a long time. If the central air is damaged or if the fire caused exposure to the outside, there has been a lot of humidity in the building because the HVAC has not been working. That is why water restoration contractors and fire restoration contractors are really the same thing.

Thus the name Fire & Water Restoration Contractors.

What are spores?

Spores can be thought of as mold “seeds.” Spores travel through the air, on people and animals and on objects.

Do all molds and mildew cause health problems?

Most molds do not cause any harm to people who do not have immune system problems, i.e. allergies or asthma. Of over 400,000 kinds of mold, scientists have gathered health data on only a few mold types. But science has not yet fully explained the relationship between disease and mold. Some molds are associated with toxins, some with allergens and some with pathogens. Mildew is basically another term for mold but is usually associated with the types of mold that grow flat on a wet surface.

  • Stachybotrys, commonly called black mold, is believed to emit poisonous toxins that can cause health issues and even cause death.
  • Some strains of memoniella also develop toxins similar to the ones commonly associated with black mold.
  • Alternaria, penicillium and aspergillius may cause allergies, hay fever and asthma attacks but are usually not believed to emit toxins.
  • Pathogenic molds may cause problems for people with weakened immune systems – for example, people with HIV or those on immunosuppressant or chemotherapy.

A general rule of thumb is that the worst molds grow where humidity or moisture is consistent – homes exposed to fire damage, condominiums or apartments that do not use air conditioning to keep humidity down and buildings with long standing plumbing leaks.

Roof leaks usually do not cause as much mold damage because the water source is not constant – but there are exceptions.

Do we know what level of mold exposure is dangerous?

How much mold and mildew is dangerous depends on type of mold, the person who is exposed to the mold and how long the person is exposed. Not all mold exposure is from the air. People can also be exposed via touch or by eating.

Is mold worse in newer “green” buildings than in more traditional buildings?

Some green buildings are better sealed than traditionally constructed properties. The problem is that in these cases, molds and spores in the indoor air remain can reamin within the building for a long time. But if a green building is properly planned, this does not have to be the case:

  • Exhaust fans allow mold, spores and humidity to leave the building.
  • It is a good idea to open the windows regularly in order to exchange air with the outside.
  • HVAC and central air systems can be set up to cycle air more between outside and inside air.

Keeping the thermostat at 78 degrees or below during Forida’s hot summer months should keep humidity below 60%. Regular inspections of kitchen, bathrooms and attic should help to find moisture, leaks and early signs of mold. If you do these simple things, unless there is a fire, you probably will never need to do mold remediation.

For more information about water restoration in Florida, read Fire and Water Restoration FAQ.

Posted by shirsch at 9:32 pm Tagged with: , , , ,

HVAC in Florida Summer - 10 Pointers

Florida 1 Response »
May 302011

At PM-EXPO Orlando last Tuesday, we heard from a number of property managers who were having problems with their central air conditioning units as Florida’s summer heat causes the mercury to rise. Here’s a 10 point refresher to review before hiring an HVAC contractor in Florida:

1. How to I determine the best size for my HVAC system?

A number of factors need to be considered when sizing an HVAC to a building. A professional HVAC contractor uses a protocol called Manual J. Considerations include cubic feet, type of construction, insulation, average outdoor temperatures in summer and winter in your part of Florida, types of floors, windows and doors, how many people use the building, infiltration quality and whether or not there are fireplaces.

2. What exactly does S.E.E.R. mean?

S.E.E.R. stands for Seasonal Energy Efficiency Ratio. S.E.E.R. rates how much cooling an air conditioner will deliver per unit of electricity consumed – the higher the S.E.E.R., the more efficient the central air conditioner. Mid-range S.E.E.R. range from 13 – 17.

3. Does the tonnage of an HVAC system correspond to an amount of BTU’s?

Each ton of air conditioning and heating systems equals about 12,000 BTU.

4. Are there any simple things that I can do to make the HVAC work more efficiently?

Change filters regularly and use curtains, drapes or shutters to protect against the hot sun. Sun shading window film can also decrease stress on the AC.

5. How does the size of a central air conditioning system effect energy consumption and effectiveness?

Central air conditioning systems that are too small won’t keep the area cool enough but will use less energy – even if the air conditioner is running all the time. This is because a central air conditioner uses the most energy when it is cycling on.

An oversized central air conditioner will burn more energy, will cool sufficiently but will not control humidity well. The HVAC cycle will cool too quickly and not stay on long enough to reduce humidity.

6. How much cooler should the air cycled through the HVAC be than the outdoor air?

A central air will typically cool the air about 20 degrees lower than the outdoor air during the  Florida summer – after the air conditioner has been running 10 or 20 minutes. But if it is not very hot outdoors, the air produced may be only about 15 degrees cooler than outdoors. The more humid it is outside, the less the HVAC will cool the air.

7. What is the best temperature to set my thermostat during the Florida summer and winter?

It is usually recommended to set your thermostat between 78-80 during the hot Florida summer and that you set your heating system to about 68-70 during the winter.

8. What are the differences between electronic and mercury thermostats?

Electronic thermostats are more accurate than mercury-based thermostats. Programmable thermostats are most efficient because you can make different temperature settings for different times of the day.

9. What should I check before calling an HVAC company for service?

Make sure the breakers are on, the thermostat is correctly set and the the air handler is plugged in. People hate wasting money on service calls only to realize that they forgot to do something simple.

10. Is it a good idea to conserve energy by closing registers to areas that we do not use?

Closing registers is not advisable. Central air ductwork is designed to maximize efficiency with proper airflow. Closing registers will cause the central air to cycle more frequently.

Posted by shirsch at 1:46 am Tagged with: , , , ,

Power Washing in Florida

Florida No Responses »
May 152011

Conscientious property owners have their roofs and siding cleaned when mold and algae invade. But the cure is often worse than the disease. Too often, people hire amateurs whose work invalidates the roof warranty and shortens the roof lifespan. Professional power washing companies in Florida know when high pressure cleaning is useful and when it is harmful.

Though fungus and lichen eat limestone in roofing shingles, that is not the real problem. The real problem is that many asphalt shingle roofs are being destroyed by improper pressure cleaning and power washing. The Asphalt Roofing Manufacturers Association, also called ARMA, warns against high pressure cleaning to remove algae from asphalt roofs. Florida property managers need to be aware of this because a great deal of Florida commercial roofing is asphalt.

Many well-intentioned people who are struggling to keep up the appearance of their properties in these trying economic times fall victim when they hire a “handyman” to power wash their roof. An amateur may invalidate the roof warranty. That’s especially bad for the homeowner or landlord because the high pressure can shorten an asphalt roof’s lifespan.

Power Washing dislodges the granules in the asphalt shingles. If you have ever looked inside your gutter after a rainstorm, you’ve probably noticed silicone granules from the roof shingles. Pressure cleaning causes granule loss – even more so that rain because of the pressure. The most common algae effecting asphalt shingles is called gloeocapsa magma. It feasts on the oil based asphalt, causing the ceramic granules to dislodge.

Other types of roofing and some types of siding may also be better served via soft wash instead of pressure cleaning. Property managers and homeowners should consider 8 things when in need of exterior cleaning:

  1. Pressure cleaning of no more than 1200 PSI combined with proper chemicals may be appropriate in the case of a concrete tile roof. A reputable pressure cleaning company will not use more than recommended PSI.
  2. Sealants can be used on concrete and asphalt surfaces to retard or prevent future mold growth. Wax products can be used on some non-porous siding. In the long term, these products can save you money. You can also be saved the embarrassment of having your HOA notify you that your exterior is an eyesore.
  3. Using very hot water to clean shingles during cold weather can cause warping. In general, try to have surfaces cleaned when temperature is above 50 degrees. If it is a very hot day, the contractor should spray water on the surface before cleaning. Otherwise, the solution will evaporate before it has a chance to penetrate.

Visit Q&A about Florida pressure cleaning to learn about the other five things to know when in need of exterior cleaning.

Information herein is not meant to revoke, override or change manufacturer’s recommendations and warranty requirements.

Posted by shirsch at 4:10 pm Tagged with: , , , , ,

Asphalt Maintenance in Florida

Florida 1 Response »
May 082011

Florida summer heat is here. Check your driveways, parking lots and streets – damaged asphalt paving is vulnerable. Cracks need to be filled. Sealant should be applied once every 2 – 3 years. If you need asphalt work, find licensed and insured asphalt in Palm Beach and other counties.  Intense ultraviolet light from the Florida sun damages asphalt:

  • Neglecting asphalt maintenance shortens the life span.
  • Asphalt sealant protects the surface from sun and water damage.
  • Asphalt sealing improves appearance. A smooth, dark coat renews the look – no oil and gas stains blemishing the surface.

Potholes and cracks need asphalt patching:

  • Asphalt patching protects the surface and eliminates liability that can result from accidents and injuries due to the potholes.
  • Potholes are usually the result of insufficient underlay or poorly planned drainage.
  • Your asphalt contractor can fill the potholes with cold patch but if poor drainage or underlay is the cause, the solution is only temporary.
  • Depending on severity of the problem, the paving contractor may recommend repaving the surface.  

Is asphalt paving a positive or a negative for the environment?:

  • Asphalt is the number one, most recycled product in the nation. According to the Environmental Protection Agency and Federal Highway Administration, over 80% of asphalt is recycled.
  • Asphalt is recycled at a higher rate than newspapers, plastic, glass or aluminum cans.
  • Removed Asphalt Pavement – RAP – is used to create Hot Mix Asphalt – HMA.
  • In 2002, the EPA found that not one HMA plant is a major source of emissions of hazardous air pollutants.
  • The sound of automobile tires over asphalt makes less noise pollution than tires running over concrete surfaces.

A properly applied – and maintained – asphalt paving surface should last 20 years or more in Florida. To learn answers to frequently asked questions about hiring asphalt contractors, see this video about decorative asphalt. Not only is asphalt a great surface for parking lots and streets but decorative asphalt can make beautiful sidewalks and bike paths.  

Property managers and smart homeowners know that ignoring asphalt maintenance makes for unattractive property appearance  and leads to expensive repaving projects in the furure.

Posted by shirsch at 5:13 pm Tagged with: , , , , , ,

COMMERCIAL ROOFING AND HURRICANE PREPAREDNESS

Florida 2 Responses »
May 012011

Florida’s hurricane season starts soon. If you have leaks, suspect roofing problems or haven’t had your roof inspected for a number of years, have a commercial roofing contractor inspect your roof. 

Now is the time to create or update your property management staff for hurricane preparedness:

  • A comprehensive hurricane plan is essential for commercial property. Make sure that a written plan includes all tasks that need to be performed for your buildings and facilities and which property manager staff will perform each function.
  • When determining which employees will be responsible for hurricane preparation duties, consider their availability prior to a hurricane, i.e. employees that need to evacuate family members may not be available.
  • Some tasks need to be performed upon entering a hurricane watch and others upon a hurricane warning.
  • Make sure that all key maintenance staff have each others’ phone numbers.
  • Make sure that all staff clearly understand their responsibilities and are capable of performing their functions.
  • Train property manager staff now – educating during a hurricane warning can be stressful.
  • Update your hurricane preparedness plan regularly. Account for changes is property management and maintenance staffs.

What are some pointers for preparing occupants, buildings and facilities?:

  • Plan sufficient time for securing hurricane shutters. Allocate enough time for maintenance staff and make sure that all tools are at the ready.
  • Make plans to protect equipment and furnishings that will have to remain on-site during a hurricane. Keep important equipment above flood vulnerable levels.
  • Determine what equipment, furnishings and business records will need to be removed in the case that an announcement declares your property’s location as an evacuation zone. Backup hard drive data.
  • Secure garbage cans, awnings, sheds, antennas and move outdoor furniture indoors. Remove loose debris, weak or loose tree branches and potted plants from the outdoor area. Do not allow these objects to become missiles that endanger lives or property.
  • Check equipment on rooftops – HVAC equipment, ventilation piping, exhaust fans and vents must be secured to the commercial roof – again, do not allow these things to become missiles. Properly securing machinery on top of the roof is one of the most important things that a commercial roofing contractor does. Improperly secured machinery causes separation and leaks.
  • Remove any loose gravel and debris from the roof. Take a look – you may be surprised to see what types of loose objects are on top of your flat commercial roof.
  • Know how to turn off water, electrical power and gas from main switches

Make sure to keep inventory of emergency equipment:

  • Decide on appropriate generators and keep on hand with enough fuel stored.
  • Store spare batteries and flashlights.
  • Store tw0-way, battery operated radios for use by property managers and staff. Mobile phone service may be suspended.
  • Store several radios capable of receiving National Oceanic & Atmospheric Administration – NOAA – weather radio frequencies.
  • Tie-downs for outdoor equipment and sheds.
  • Heavy-duty plastic sheeting, staple guns and furring strips should be on hand for make-shift patching after a hurricane.
  • Store canned foods – ready-to0-eat, can openers, bottled water – about a gallon a day per person, first-aid kits, plastic-ware and paper plates, blankets, toilet paper,fire extinguishers, raincoats, pocket knives and duct tape.
  • Keep cleaning equipment stored – mops, sponges, brooms, shovels and dustpans, buckets.

Whether you are a property manager of apartment buildings or office buildings, a community association manager of condo associations or HOA or a single family home property manager, or if you are a volunteer board member of a community association, if you are responsible for property in Florida – now is the time to update your hurricane preparedness plan.

Posted by shirsch at 7:33 pm Tagged with: , ,
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