Condo Maintenance Checklist: Where Your Condo Fees Are Going?

A condo maintenance checklist is more important than board members and residents might think. This checklist helps keep condo buildings clean and functional. Without this checklist, board members can easily miss essential maintenance items, leading to resident dissatisfaction. When this happens, things can quickly worsen.

 

The Importance of a Condo Maintenance Checklist

Condo associations are responsible for maintaining common areas, and the board of directors typically oversees this. While maintenance might seem easy enough on paper, it can get quite complicated, particularly for condominiums. Because condos have many moving parts, board members can easily let things slip through the cracks.

Boards that don’t rely on checklists often miss essential items. Before long, gutters may clog, causing water damage to the condo’s walls. If there’s a crack in the foundation and the board fails to address it, it can quickly turn into a bigger problem. A condo maintenance schedule helps the board track these small issues before they snowball.

Owners also benefit from a maintenance checklist. Residents are obligated to pay condo fees, so they naturally want to see where their fees are going. A schedule can easily show what the condo association is overseeing in terms of maintenance.

 

The Ultimate Condo Maintenance Checklist

Every condo should have a maintenance plan. A condominium maintenance checklist lists down what the board must do and how often they should do them. Below is a comprehensive checklist that every condo association should use.

 

Exterior and Building Structure

• Roof inspection and repair
  • When: Every 6 months, plus after storms.
  • Tasks: Inspect shingles, flashing, and seals. Fix minor problems right away.
• Gutters and downspouts cleaning
  • When: Every 6 months.
  • Tasks: Clean gutters, flush downspouts, and make sure water is flowing away from the building.
• Siding, paint, and façade inspection
  • When: Once a year.
  • Tasks: Check for peeling paint, cracks, and stains. Repaint or seal spots before water gets in.
• Foundation checks
  • When: Once a year.
  • Tasks: Inspect around the base and in any basements for cracks. Seal small ones before they widen.
• Balcony and railing inspection
  • When: Once a year.
  • Tasks: Push and pull railings to test them. Look for rust or rotting wood.
• Parking lot resurfacing and striping
  • When: Every 3 to 5 years.
  • Tasks: Seal cracks, fill potholes, and repaint lines.
• Exterior lighting check
  • When: Every month.
  • Tasks: Test bulbs, timers, and motion sensors. Replace right away if there’s a problem.

 

Mechanical Systems

• HVAC service (common areas)
  • When: Every 6 months.
  • Tasks: Replace filters, clean vents, and test heating and cooling.
• Elevator servicing
  • When: Monthly, with a full inspection once a year.
  • Tasks: Test brakes, check cables, and lubricate moving parts.
• Boilers and water heaters
  • When: Once a year.
  • Tasks: Flush sediment, inspect valves, and test for leaks.
• Exhaust fans
  • When: Every 3 months.
  • Tasks: Clean blades, check airflow, and replace belts (if necessary).
• Plumbing checks
  • When: Once a year.
  • Tasks: Inspect main lines, valves, and drains.

 

Electrical and Safety

• Smoke detectors and fire alarms
  • When: Every month.
  • Tasks: Push the test buttons, replace the batteries, and verify the system works.
• Carbon monoxide detectors
  • When: Every month.
  • Tasks: Test and clean sensors. Replace batteries.
• Emergency exit signs and lighting
  • When: Every month.
  • Tasks: Check bulbs and batteries. Keep exits visible in case of power outages.
• Fire extinguisher inspection
  • When: Every month, with full servicing once a year.
  • Tasks: Inspect gauges, tags, and expiration dates. Replace expired units.
• Sprinkler system
  • When: Once a year.
  • Tasks: Test water flow, valves, and alarms. Inspect for leaks or corrosion.
• Backup generator
  • When: Every month, with a full service once a year.
  • Tasks: Run it under load, check fuel, and test parts.

 

Interior Common Areas

• Cleaning lobbies, halls, and stairs
  • When: Daily or weekly, depending on traffic.
  • Tasks: Sweep, mop, disinfect, and empty trash.
• Deep carpet or floor cleaning
  • When: Every 6 months.
  • Tasks: Shampoo carpets, steam floors, and polish tiles.
• Painting and touch-ups
  • When: Every 3 to 5 years.
  • Tasks: Patch scratches and scuffs and repaint walls.
• Window cleaning (common areas)
  • When: Every 6 months.
  • Tasks: Wash inside and out.
• Trash chute and compactor cleaning
  • When: Every 3 months.
  • Tasks: Sanitize, deodorize, and clear out any clogs.

 

Grounds and Landscaping

• Lawn mowing and trimming
  • When: Weekly during the growing season.
  • Tasks: Mow grass, trim edges, and remove clippings.
• Tree and shrub pruning
  • When: Every 6 months.
  • Tasks: Cut back branches, shape shrubs, and remove deadwood.
• Irrigation system check
  • When: Twice a year.
  • Tasks: Test sprinklers, repair leaks, and reset timers.
• Snow removal (if needed)
  • When: As needed in winter.
  • Tasks: Plow, shovel, and salt paths and drives.
• Pest control
  • When: Every 3 months.
  • Tasks: Spray, set traps, and monitor activity.

 

Amenities

• Pool cleaning and balancing
  • When: Two to three times a week in season.
  • Tasks: Skim debris, vacuum floors, and balance chemicals.
• Pool filter check
  • When: Every month.
  • Tasks: Backwash filters, clean baskets, and test pumps.
• Gym equipment servicing
  • When: Every 3 months.
  • Tasks: Clean, lubricate, and inspect machines.
• Clubhouse cleaning
  • When: Weekly light cleaning, monthly deep cleaning.
  • Tasks: Mop floors, dust furniture, and scrub bathrooms.

 

Lack of Condominium Building Maintenance: Options for Owners

In Texas, Section 82.107 of the Texas Property Code requires the board to maintain common areas. This includes roofs, siding, landscaping, plumbing, and shared facilities. With a condo maintenance checklist, the board can make sure it fulfills its responsibilities.

If owners find that their condo board has failed this aspect of its job, they have a few options:

• Request Formal Action. Owners can start by sending written maintenance requests to the board or the condo manager. Cite Texas laws or provisions in the governing documents that support this request.
• Review Records. Most state condo laws give owners the right to inspect association records. This includes financials, maintenance contracts, and meeting minutes. Reviewing these can show whether funds for maintenance were budgeted but not used. If the board is withholding or mismanaging funds, that strengthens the owners’ case.
• Get Owners Involved. Owners can petition for a special meeting and urge the board to do something. In some cases, they can even remove board members.
• Dispute Resolution. Owners can ask the board to enter Alternative Dispute Resolution, such as mediation and arbitration.
• File a Lawsuit. If the board still refuses to act, owners can file a lawsuit against the board for breaching their fiduciary duty. Since lawsuits can be time-consuming and costly, this should be a last resort.

 

A Useful Tool

A condo maintenance checklist helps boards ensure the building remains safe and functional. It can also prove that the board uses the collected fees appropriately. Of course, a checklist is just a tool. It is up to the condo board to execute the plan and stick to the schedule.

Graham Management offers exceptional condo management services to Houston communities. Call us today at (713) 334-8000, request a proposal, or contact us online to learn more.

 

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• What Is A Condominium Association? How Different Is It From An HOA?
• Are Condo Pets Allowed? Can The HOA Ban Them?
• A Complete Guide To HOA Exterior Maintenance Responsibilities