Blog Posts

“Summerizing” Your HVAC Unit

When the hot, humid air rolls in each summer, can your HVAC unit handle the heat and keep you cool? What many homeowners and property managers do not realize is that their air conditioner may not actually be operating optimally. Below is a primer in HVAC care, with some easy fixes that will help your unit run smoothly all summer long. Get to Know Your A/C Let’s start with a crash course about how your air conditioner works. Your AC comprises two parts: the condenser unit, which sits outside, and the evaporator unit, which is found indoors. Together, these components remove heat and moisture from the air through refrigeration technology. The air handler then blows the dehumidified and chilled air through the ductwork of your home. Before You Begin Some of the repairs necessary to keep your unit running smoothly should be handled by a licensed professional. For example, anything pertaining to the sealed refrigeration system is not a DIY job. There are also important safety precautions to note before you begin: always turn off the power to the condenser at the service panel. If your unit has a weatherproof disconnect box, turn this off, too. And the furnace often has an additional circuit breaker in the main electrical cabinet that you need to turn off. If you have any questions about whether you have completely shut off the power to your unit, do not make any repairs. Call a professional. Tips for HVAC Care: 1. Test your system early and beat the rush. We recommend doing all of the suggested repairs listed below and testing your AC before temperatures start to climb. If you wait until summer is in full swing, you may be last in a long line of other customers who also just discovered their AC unit wasn’t working. The peak season for air conditioner repairs runs from late spring through early summer, so if you wait until then, it could be days or even weeks before your unit can be serviced. 2. Change the filters. The air filter’s job is to catch the dirt, dust and particles that flow through your system. It doesn’t take long for those particles to build up, requiring your system to work harder to force air through, which translates to a less efficient system. That’s why it’s imperative to change the filters as often as is recommended by your HVAC’s manufacturer. 3. Clean your unit. Sometimes all you need to help your HVAC unit run more efficiently is a little elbow grease. Remove debris and moisture from the base of your condenser. Give the fan blades a wipe down with a cloth. Add the manufacturer-recommended oil to the fan motor’s oil ports. And remove any debris that obstructs airflow through the condenser unit. 4. Clear the condenser coils. Unscrew and remove the side and top panels from the condenser. Use a refrigerator comb to gently clean the coils, being careful not to bend them. 5. Protect the coolant lines. The tubes between the evaporator to the condenser are usually covered with insulation to preserve energy. If any insulation is missing, replace it by installing a foam insulation sleeve or insulation tape. 6. Check the age of your HVAC unit. Almost half of the energy use in a typical American home comes from running the heating and air conditioning. As the system ages, it becomes less efficient and, therefore, more costly. If your unit is more than 15 years old, consider upgrading to a new, energy-efficient model. Follow these easy tips every spring to guarantee a cool summer. And remember, always call a licensed professional for repairs, unless you are absolutely sure that you know what you’re doing!

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.”