Blog Posts

6 Tips for Pool Safety This Summer

Swimming pools are an enjoyable amenity for apartment communities, condominium associations and homeowner associations alike. However, if not managed and maintained carefully, they can pose great liability. Follow these six tips for pool safety to help ensure a safe summer. 1. Communicate your expectations for safe swimming and poolside behavior Swimming pool managers should clearly communicate acceptable poolside and swimming behavior to members. For example, rules should be shared via pool area signage, in membership application materials, through talking points included in the registration process, and on the website. Typical pool rules to be communicated include: No running in pool area No diving (in shallow areas, or in any part of the pool if it does not include a diving board) No wrestling or rough play No offensive language No prolonged underwater swimming or breath holding No glass bottles Non-swimmers must be accompanied by a parent/guardian at all times. 2. Implement safeguards for children. Pools can pose a great risk to children. According to the Center for Disease Control and Prevention , more than 700 children—about 8 per day—drown every year. And for every child who dies from drowning, an additional five receive emergency department care for non-fatal submersion injuries. These sobering statistics should spur pool managers to take special care to safeguard younger pool members, who tend to be non-swimmers or less proficient swimmers. Managers should remember that the best prevention is attention. Children should always be monitored closely by a parent or guardian and, if possible, also by a lifeguard. Pool rules should clearly stipulate this. Many pools also require children to wear color-coded wristbands that correspond to the child’s level of swimming ability. For example, a red wristband might indicate to the lifeguard and anyone in the vicinity that this child is a non-swimmer and should not be allowed in the water except when a parent/guardian is within arm’s reach. Some community pools may also have the resources to offer swim lessons or refer members to other locations for lessons. Swim lessons are another way to safeguard younger members by teaching them to swim more safely and become stronger in the water. 3. Keep the pool area safe. Many safeguards for the pool area are not only a good idea, but mandated by law in certain areas. Nearly all jurisdictions, for example, require any pool to be enclosed by a fence. And managers or homeowners should regularly check the latches of fence gates and the condition of the fence. Some surfaces become especially slippery when wet. When designing and installing a pool, homeowners or builders should research deck and pool perimeter materials and make selections based on safety, not merely on appearance. If certain sections of the pool deck are regularly wet and slippery, consider replacing those sections with other materials or applying non-skid adhesives. Finally, managers or homeowners should regularly survey the pool area. With regular walk-throughs, they can protect members and residents from simple dangers like tripping hazards, broken glass (if glass is not already prohibited), unlatched gates, et cetera. 4. Ensure a safe pool by monitoring the water quality and the pool drains. Maintaining the water quality of your pool is crucial. Most community associations and apartment communities hire a pool management company to ensure the right balance of chlorine or other chemicals that keep the pool clean. Commercial pools are required to test the water every hour that the pool is open, and to record their findings. For private pools, testing the water at least twice per week is recommended. Pool drains have also been shown to be a safety hazard if not covered property. Children are especially susceptible to suction entrapment if the drain has a missing or broken cover. Check your drain’s cover and make sure that it is compliant with the ANSI/ASME test standards. 5. Provide excellent staff training and encourage open communication. According to WPM Regional Property Manager Donna Sturdivant, the experience and skill level of the lifeguard makes the ultimate difference between a successful, injury-free summer and a pool season marred by incidents. “When a lifeguard is good,” says Sturdivant, “the pool has fewer issues with member behavior, rule infractions, and avoidable injuries and that creates a more positive experience for members. Problems are most likely to arise when lifeguards are not vigilant.” Sturdivant recommends that community managers meet face-to-face with the pool management company and lifeguards before summer begins and discuss what went well last season and areas where improvements are needed. This preemptive meeting also opens the lines of communication between community managers and the staff directly overseeing the pool, making it easier to address any problems that arise during the summer. 6. Make sure your closed pool is still a safe pool. Your commitment to residents’ safety continues even when the pool closes at the end of the season. Make sure that your pool is covered and/or partially drained, and the pool area is secured properly for the off season. And remember that rules about fence enclosures still apply, even when the pool is closed.

Responsibilities of Managers, Tenants, and Owners in a Commercial Condominium

In a Commercial Condominium setting, managers, tenants and owners have unique responsibilities to one another and to the property. Tenant responsibilities are the simplest. It’s their responsibility to maintain a clean and undamaged space, comply with the governing documents of the Association they reside in, and to maintain good financial standing with their landlord. Owners are also expected to maintain their properties to the standards stipulated by the Association’s governing documents. In addition, owners are encouraged to have a role in Association governance, exercised by joining the Association Board and attending meetings. The condominium manager serves as lynchpin between the owners, their property and the Association as a whole. Their crucial role comes with many responsibilities, including: Oversight of the day-to-day operation of the Association in all its aspects Fiduciary responsibility for Association funds Assisting the board in the development of annual and project specific budgets, requests for proposals (RFPs), and service contracts Supervision of on-site staff Contract administration for services rendered by the Association, Assisting the board in enforcing of the Association’s governing documents and policies/rules Oversight of all property amenities, including structures, infrastructure, hardscapes, greenspaces, and storm water facilities Providing subject matter expertise regarding the Association’s governing documents and policies, as well as state and federal laws related to Condominium Association Through their diligence, managers help ensure properties operate at optimal efficiency. There is, however, one responsibility that managers not have, and that is a direct responsibility to a tenant. While the manager is able to assist with basic requests such as notifying a tenant when work is being performed on the property or assisting them with general questions relating to the property, they are limited in the information they can provide a Tenant, such as certain contact information or financial information related to the Association. “We often field phone calls from tenants and, though we can be helpful to a point, we ultimately find ourselves directing them back to their landlord (the unit owner) to have their requests answered,” says WPM Associate Commercial Property Manager Tiffany Smith. So, why don’t tenants receive the same consideration and support as an owner does? “Owners are the ones with the long term financial investment within the Association,” Smith explains. “It’s the owners who are represented by the Association’s Board of Directors. So, while we always do our best to help tenants, our primary obligation is to our client, the Association and its owners.”

Building Smarter Buildings

The day to day demands of a property manager’s job are many: Nancy is cold again! Quick, go fix that heater! The toilet is stopped in the accounting department! Oh no! Gotta check that plumbing! There is another leak in the roof over the lobby! Really? Time for another patch! This non-stop barrage of daily demands makes it really tough for property managers to prioritize long-term strategies for extending a building’s life, over quelling the “tyranny of the urgent.” But insisting on high-performance strategies and best practices can improve the efficiency of the entire building (and radically improve a property manager’s quality of life) . In fact, by developing long-term strategies that keep all of a building’s many systems operating optimally, property managers can actually reduce the number of “urgent” requests that pop up and need to be attended to…quick! WPM’s President of Commercial Management and Construction Services, Mike Klein, asserts that a robust and proactive preventative maintenance program is the key to extending a building’s life. He describes the three levels of building care: 1. Reactive : As equipment and systems break, they are replaced or fixed 2. Preventative : The building’s many elements are regularly serviced to extend their lives and maintain efficiency 3. Proactive : Building equipment is replaced before it breaks or becomes inefficient “At WPM we believe that maintaining a high performance building requires proactive care, with a good dose of preventative maintenance mixed in,” Klein explains. “It may seem obvious that preventative building care is essential. But often, long-term planning falls by the wayside when things get hurried. It takes discipline to focus on a building’s future. But that is truly the best practice and what distinguishes successful managers. With a balanced approach to building management, property managers can add real value.”

Dealing with Delinquencies

Have you heard the phrase, “many hands make light work?” That adage also applies to your Association. When all Owners carry their share of the financial responsibility by paying their Association fees on time, your community thrives: amenities are funded, reserves are maintained, routine maintenance is performed on schedule, et cetera. Plus, because everyone shares the community’s costs fairly, everyone’s fees remain lower than they would if you had to cover for people who were not contributing their fair share. But sadly, some people do not pay their fair share, and in those cases, Associations need to deal with the delinquencies. About Delinquencies Delinquent accounts harm communities by straining their financial resources. Communities plagued with delinquent accounts are forced to make the remaining neighbors pay more, or to spend less on community amenities and maintenance or to collect special assessments. It’s important to note that not all delinquencies are created equal. There are several reasons why homeowners may neglect to pay their dues. One innocuous source of missed payments is simple forgetfulness. In these cases, the Association management company simply issues a letter to the Homeowner, the Homeowner receives the notice and pays the fee, and the problem is solved. Most governing documents permit charging late fees for delayed payments to incentivize homeowners to be more prompt with future payments. This type of delinquency is the best-case scenario. Other homeowners may miss payments due to more serious circumstances. Perhaps one neighbor loses her job, or another is dealing with serious health issues and struggling to pay unbudgeted medical expenses. The good news for these homeowners is that many Associations will work with the Homeowner by instituting a payment plan. Boards should feel free to work with delinquent Homeowners, as long as they follow two guiding principles: 1 . All procedures outlined in the Association’s governing documents must be followed consistently 2 . All Homeowners must be treated equally. That means if they offer a payment plan to one neighbor, then that option needs to be available to all neighbors with similar circumstances. Finally, some Homeowners miss payments because of serious financial crises. This situation requires more drastic measures, such as involving the Association attorney, placing liens on the property possibly leading to foreclosure, as well as filing a personal judgement lawsuit. For Homeowners with heart-rending circumstances, some Board members may feel compelled to forgive the delinquent payment altogether. It’s understandable, since Boards are comprised of neighbors who develop friendships and care for one another. But forgiving a delinquent balance is counterproductive in several ways: it may encourage the Homeowner to miss subsequent payments; it’s not fair to the other Homeowners; it may set a dangerous legal precedent; and last, most Associations’ governing documents expressly forbid Boards from excusing Association dues. Dealing with Delinquencies Are there measures that Boards can take to help their Association members avoid delinquencies? According to WPM Controller Karen Green, the answer is “yes and no”: “If Homeowners are dealing with lost wages or unbudgeted expenses, they may not be able to afford the Association fee. Board members may certainly reach out to these Homeowners to encourage them to submit a payment plan, but if they are on the path to foreclosure, there is little that Boards can do.” On the bright side, Boards and the Association Management Company can be proactive about communication. Monthly or quarterly letters to Homeowners can be sent that (1) describe Association concerns, and (2) consistently include messaging about the importance of dues and what they support. Plus, Associations hold regular board meetings to build better community and open the lines of communication between Board members and their neighbors. While there may be nothing Boards can do to alleviate a Homeowner’s financial problems, opening the lines of communication between Board members, the Association Management Company and Homeowners helps delinquent account holders know whom to reach out to, should they encounter problems.

Student Housing: 12 Months of Rent for 10 Months of Occupancy

Why do student housing units usually require college students to sign a 12-month lease, when students will only occupy the unit for the 10-month academic school year? WPM Regional Property Manager Karen Houston explains, “Buildings do not take a summer vacation. More importantly, the costs associated with maintaining a property never take a break. That’s why we allocate expenses across 12 months. The result is a lower monthly payment for students, which makes our units more affordable.” That said, some student housing facilities do, in fact, offer 10-month lease options. However, the 10-month option recoups the two months of lost income by requiring that renters pay a higher monthly rate or signing premium. In effect, 10-month leases end up costing the same as a 12-month lease—but provide less value. So many students get creative to make a 12-month lease work for them. “Students will stay longer into summer break than they otherwise might. Many may pick up a summer minimester course,” says Houston. Another way students can recover some of their 12-month lease payment is by partnering with property managers to find their apartment’s next renter. For Houston’s properties, renters who assist her in finding the new occupant will receive a resident referral fee, which is equivalent to about $250. “Student housing is unique because it is so transitory,” she explains. “Each year, about 50% of the building is turned over to new renters. This high turnover percentage means I am always marketing the properties.” Houston has found that her best marketers are actually the students who live in her properties. “If you want to know how to advertise, talk to your students! They are incredibly smart and tuned-in to technology and social media,” she says. “There is a perception that student renters will be irresponsible and cause damage to the building. But that has not been WPM’s experience. We have found them to be very socially conscious and eager to take their responsibility as renters seriously. They like it when you ask them questions and involve them in the process. Managing student housing properties has given me the opportunity to meet great kids from all over the world. They never fail to impress me.”

Invest in Your Roof

One of the most important activities property managers and maintenance superintendents can perform to protect commercial and large residential facilities is a regular and thorough inspection of their facilities’ roofing systems. Regular, scheduled inspections and routine maintenance can be the difference between a roof that meets or exceeds its rated service life and one that fails prematurely. It will also keep you within your warranty. But the benefits of roof inspections don’t end there. Inspection programs can also reduce the need for emergency repairs, limit damage to the building’s structure and interior, and reduce the risk of an unhealthy living environment for occupants. In most cases, workers should inspect roofs twice each year: once in the fall and once in the spring. The fall inspection helps identify defects that might have developed during the summer, when roofing components undergo high thermal stresses and exposure to prolonged ultraviolet (UV) light. Similarly, the spring inspection identifies defects caused by ice and snow accumulation or shrinkage caused by low temperatures. Staff should perform additional inspections following heavy storms or high winds. The details of the roof inspection program vary with the type of roof and its exposure. Roofs with high levels of foot traffic or concentrations of mechanical equipment require inspectors to look more closely for physical damage to the membrane. Built-up roofs have different inspection requirements than single-ply, metal or vegetative roofs. Despite the differences, these common trouble spots can develop in practically any type of roof: A clogged or restricted drainage system. Debris, such as leaves and construction materials, can build up in or around roof drains. Restricting the flow of water from the roof can cause ponding or allow water to back up under the roof’s protective membrane. Your staff should regularly clear all roof drains and keep the roof free of debris that could eventually make its way into drains. Ponding water on the roof. Prolonged exposure to water can accelerate the breakdown of some roofing materials. The weight of the water standing on the roof can also compress the roof’s insulation, increasing the depth and width of the ponding and causing even more standing water. Exhaust system damage. Inspections also should include a check of building exhaust systems, which often vent through a building’s roof and directly onto the roof surface. Depending on the interior operation the exhaust system serves, these fumes can cause significant damage to the roof membrane. Built-up roofs consist of several layers of reinforcing materials embedded in waterproofing materials. A coating of gravel, granules, or a reflective coating protects the top surface from UV light. Common problems with these systems include: Alligatoring . A series of small cracks can develop in the roof’s surface as the result of shrinkage of the asphalt material. As the problem develops, it looks like dried mud or alligator skin. Left uncorrected, the cracks will grow into splits in the membrane. Blisters . These soft bubbles form in the roof’s membrane due to moisture trapped underneath. They can be as small as a dime or up to several feet across. Bubbles are most noticeable on hot days and can be easily broken by foot traffic. Ridges . These result from two main causes—thermal expansion of the roofing material and separation of the underlying insulation from the roof deck. The stress in the ridge eventually becomes sufficient to tear the roofing materials. It is important to keep a log book or computer file of photographs and notes taken with each inspection. You should also have the repairs done by a roofing contractor certified by the membrane’s manufacturer – and then photograph the finished repair. If you are not comfortable making the inspections, WPM recommends having an independent inspector from a roofing contractor. These recommendations will help maintain your roof’s warranty and prolong its life, saving you lots of money in the long-run. Remember, an investment in your roof is money well spent.