How boards can avoid costly (and embarrassing!) mistakes

Obviously, we are all human and we all make mistakes. These mistakes come in all forms, from legal to management to human relations and can be minor or can cost Associations thousands of dollars. Since it’s best to avoid errors all together, we’ve compiled a list of the Top 10 Mistakes Boards Make.

1. Abuse of Power.

In some cases, owners join the Board for the wrong reasons, including pursuing their own agendas. They end up bullying some neighbors and doing favors for others. It’s important for Board members to be able to stand up to a rogue member, and better still, learn a little more about why members wish to join the Board before electing them.

2. Unclear Roles.

Often times Board members try to take on the role of property managers. Eventually they try to cut out management all together, and this can lead to problems in communication between management and contractors/maintenance staff. Other roles Board members often try to assume are the “Nice Guy” that gives out special permission for things he has no authority over and the “Policeman” that takes it upon himself to personally enforce the Rules & Regulations. 

3. Ignoring the community rules and procedures.

Boards are governed by their declarations, rules and regulations, in-place procedures and even cities and states. Boards should pay close attention to these rules when making decisions, and should also keep them updated. Problems can arise when rules and procedures are decided verbally in Board meetings, but not translated into written documents. 

4. Not listening to owners.

It is the Board’s responsibility to make sure that they make decisions that work for the majority of the community, and not just the person with the loudest voice. 

5. Not looking toward the future.

Boards need to consider many factors when embarking on projects or doing general maintenance. While the cheapest solution could work in the short term, it may end up costing more in the long run. In these situations, advice from property managers in invaluable.

6. Violation of meeting laws.

Boards must typically conduct business and vote “in the open.”  Voting by email and having no minutes to back up decisions can open Boards up to legal problems.

7. Ignoring your experts.

Boards work with many experts including managers, attorneys, lawyers and accountants. Consequences of ignoring their advice can be disastrous and expensive.

8. Misuse of electronic communication.

While email may be a good way to communicate basic information, it’s not a substitution for real discussion/debate, and information posted on social media sites can also get Boards into trouble.

9. Not doing your research.

Reading the Board packets, checking the minutes and inspecting financial reports are all important duties of Board members, and should not be ignored.

10. Overdoing things.

Board meetings don’t need to last for hours, with each member and owners going off into their own personal issues that are more suited to submitting work orders with management. In some cases, a timer has been shown to be an effective tool to keep speakers with business for the Board sort and to the point!

Spring Maintenance Tips

Spring is here, and it’s time to start doing some maintenance work on your property to undo the damage from winter! 

Here is a list of the basics:

Check the roof. Snow, ice and rain may have created leaks, now’s the time to check.

Clean and inspect gutters to ensure they can handle spring rains.

Repair building facades. If the cold weather has caused any part of your building exterior to deteriorate, fix it now before spring wind and rains cause additional damage.

Reinsulate. The fluctuating temperatures of winter can cause the caulking around  doors and windows to crack and fall away. Check these seals, recaulk if necessary.

Clean the common areas. Now that snow, sand and salt is gone, give the carpets a thorough cleaning.

Repair the sidewalks and parking lot. Inspect for broken curbs, pot holes, cracks and other damage and tripping hazards.

Landscaping. Start getting garden areas and grass up to shape by removing debris and raking out excess sand.

Follow these tips, to get an early start on the spring season and keep your property in optimal condition!

Cracked Walkways ... How Much is Too Much?

Spring is here and it's time to address some of the problems that may have turned up over the winter months. With shoveling and salt, the paths and walkways on your property may have taken a beating. 

If your walking surface has settled or is cracked or damaged and has a raised area of over 1/4" it can be considered a tripping hazard and should be repaired immediately. 

Our clients should contact us right away if they notice any damaged walkways.

Frozen Pipes – Prevention & Solutions

 
From the looks of the snow piling up outside, it appears that winter has finally arrived in New England! If you’re considering taking a trip to a warmer climate or turning your heating off to save money, here are some things you should know:

It Starts with Prevention

• Insulate your Pipes – especially if they’re on outside walls, attics or crawlspaces. The more insulation, the better!
• Wrap Pipes – Use heat tape or thermostatically-controlled heat cables. Make sure to have them professionally installed by a licensed contractor.
• Seal Air Leaks – Cold air can enter around electrical wiring, dryer vents and plumbing and through door and window seals. Check caulking and weather-stripping regularly and replace anything that’s old and cracked.
• Keep Exterior Doors & Windows Tightly Closed – Seems obvious, but we had to mention it!
• Turn Off Outdoor Hoses – Put away hoses and turn off the water supply to hoses and sprinkler systems.
• Allow Warm Airflow into Unheated Utility Rooms – Make sure that warm air can get into your utility room if it’s in an unheated area.
• Let the Water Run – If you must leave the heat off, leave your faucets running at a trickle if they’re on outside walls.
• Know Where Your Shutoff Is – In case of an emergency, you should always know how to turn off the water supply to your unit.

If the Worst Happens
 
If you turn your faucet on and nothing comes out, turn off your main water supply, leave the faucets on and call a plumber right away. Never try to thaw frozen pipes with a blowtorch or other open flame. You can try a hairdryer on a warm setting, working from the faucet toward the colder section of the pipe. If a pipe has burst, be aware of the risk of electrical shock – stay away from any standing water.

We also suggest having a neighbor, friend or family member check on your condo or apartment if you’re going to be away for an extended period. Be sure to leave them with emergency contact information for you, as well as your property manager, plumber and electrician.

Help Us Welcome Our Newest Team Member!

Premier is pleased to welcome Kristie Bonilla to our team! Kristie has been working in Property Management for the past 17 years, specializing in Sate and Federal Housing Programs.She is a graduate of Asnuntuck Community College and is currently pursuing a bachelors degree in Business from UCONN. She is fluent in Spanish. Kristie is ready to help you find a great apartment, give her a call today at (877) 208-4570.

New Property Manager

Premier is happy to welcome a new Property Manager, Cheryl Lallier, to our team. Cheryl started her Real Estate career in 1996 in New Hampshire. She worked with developers and banks, selling and managing Condominium properties. She holds a Connecticut Real Estate License and is currently pursuing a Certified Property Managers Designation. Cheryl lives in Somers on a horse farm with her husband and children. In her spare time, she does volunteer work for Saint Edwards Whole Child Academy in Stafford.  

Preparing Your Building for Cold Weather

As the last few years have shown, winter can be an unpredictable time here in New England. Some years, temperatures have remained fairly mild with barely any snowfall, while other years are freezing cold, with harsh winds and major blizzards. Regardless of what the weather decides to do, condo boards, managers and maintenance staff should make sure their buildings are ready — and that means taking care of seasonal winterizing tasks before the harsh weather hits.

Start Early
No doubt that winter is the hardest season of the year in terms of wear-and-tear on buildings. Ice collects in cracks and spaces between bricks and masonry and contributes to façade deterioration; salt stains and eats away at metal and concrete; colder temperatures mean higher heating and electrical bills.  

Windows
When it comes to water and cold penetration, windows are a definite weak point. Window frames and sashes should be inspected and repaired before winter arrives — preferably in the early fall. Caulking and sealant should also be checked, as it can become brittle with time. Cold and wet weather is less than ideal for working with these materials.
 
Also, the steel lintel—the piece of metal over every window head that supports the brick above the window—must be inspected. If allowed to rust, the lintels will eventually buckle and fail, causing the bricks above them to become loose and allowing water penetration and even more damage. Lintel inspections should be done with plenty of time before winter, because repairing them is a major task.  
 
Walkways
Cement can't be poured in the winter because of the cold temperatures, so paving pros recommend getting repairs done by October’s end to beat the freezing temperatures. 
Check for broken areas and cracks that could become tripping hazards when hidden by a dusting of snow.
 
Keep the Heat In
With energy prices high and many buildings watching their funds more closely than ever, conservation has become a serious concern for boards and residents as well. There are a number of measures that a building staff and individual owners can take to ensure that heat is staying inside the building. First, search for areas where heat can escape – windows and outside doors are big culprits. Check the gap between the bottom of the door and the saddle, as well as the gap around the door  frame. For a reasonable amount of money, you can weather-strip the door, not only to save money, but to improve the comfort level inside the units. 

Also, check the basement to make sure no air or heat is escaping. If your building has a boiler system, that should be cleaned and checked yearly as well.
 
During the heating season, building personnel should closely monitor fuel consumption relative to past consumption on similar-temperature days and address any large increases right away.   

Keep the Rain Out
A building's roof is another crucial component in its ability to resist the cold. Flat roofs should be prepared with an ultraviolet roof coating, preferably before October. The coating is a relatively inexpensive petroleum-based product that is painted onto the roof. It contains reflective silver additives and creates a barrier that will insulate your building and protect it against ice and snow. 

Additionally, roof drains should be cleared to prevent blockages that could cause icy build-up ... and possibly leaks.   
 
Pitching In
Residents can help prepare for winter by lowering thermostats just a few degrees (and perhaps installing thermostats with a timer feature), and alerting the super or manager of anything that needs to be repaired.  

Don’t wait until the cold weather actually arrives to start thinking about winterizing your building!