Maintenance Checklists & Vendor Scorecards

As the seasons change, so do maintenance requirements.  That is why an established protocol for reviewing maintenance items is so important.  Properly documenting those findings is equally important, especially when it comes to enforcing warranties and limiting risk, including potential lawsuits. 

LandArc's automated report system includes punch list items completed during the Routine Preventive Maintenance (RPM) visit. The report also includes the vendor scorecards that your RPM technician fills out grading the performance and quality of your lawn vendors.

These reports can be emailed to a member of your board on the Monday following the prior week’s routine. Although it is set up by default to be emailed to the President, it can be emailed to other board members as well.

What are you using to document your preventive maintenance program and track the performance of your vendors?  

Predict Your Savings

Predict Your Savings

The Board was taking a calculated risk: Forego roof inspections and gutter cleaning for a season in order to shore up the budget. Sadly, what they did not predict was what hurt them. Those inspections and maintenance steps were mitigating potential losses such as ice dams and roof leaks, so when the claims occurred – and they did – the carrier dropped them. A new carrier will charge substantially more, and they will require that the association perform and document roof inspections and gutter cleaning.  If only the Board could turn back time…

You may be looking for ways to reduce expenses while maintaining service levels that are acceptable to the members of your Association. What if you could find a way to reduce expenses while increasing service levels? That’s the premise behind Predictive Maintenance Inspections (PMI). Insurance companies have become very stringent regarding claim approvals. In an alarming number of cases, Association policies have even been cancelled. A denied claim can be financially devastating to an Association; a cancelled policy can be catastrophic. Developed with the input of multiple insurance carriers, PMI can be used to make sure your Association has stable, reliable coverage and a greater chance of approval in the case of a claim. This premise is often backed up by an agreement to pay the insurance deductible of a customer if there is a claim on any item which is a part of the inspections.

What is the difference between Predictive Maintenance and Preventive Maintenance?

There are two main differences: First, Predictive Maintenance gives you access to savings that Preventive Maintenance programs cannot: Discounts on maintenance and contracted services, credits on insurance deductibles, and in some cases, reduced insurance premiums. Second, it’s the difference between prediction and prevention. Insurance cost is based on prediction: how likely is it that an accident will occur? The PMI program helps to answer that question by focusing on the areas covered by your insurance policy and providing data to your insurance carrier to make their predictions more accurate. We’re saying, in effect, “not as likely.” For example, ice damming causes roof leaks, interior unit damage, icicle formation and slippery walkways — it’s a common reason for an insurance claim. If we determine that blocked gutters and incorrect roof pitch are likely to result in future ice damming, these items are included in the inspection along with recommendations for corrective action. Since your insurance carrier will have access to these reports, they can remain “in the know” about the predictability of a future claim.

How it works

We assign a Quality Assurance Supervisor (QAS) to walk the site with a rep­resentative of the Board, review the items that are sources of risk to the community, and establish inspection frequencies with appropriate maintenance actions. Once the plan has been approved, a technician visits the site to per­form the inspection and maintenance activities and enter the results electronically. These reports are then posted online and available both to the Board and to the insurance carrier. Items which require special action (e.g., repair, replacement, etc.) result in electronic proposals to the Board. These inspections and reporting functions can sometimes be performed with on-site staff or a handyman, provided they have the right experience to see potential risks and a real-time reporting system to document conditions in a format that is acceptable to the insurance carrier.   

Which insurance companies are offering discounts on premiums?

A number of carriers have made official recommendations to their underwriters to provide discounts to participating communities. Other carriers, while not explicitly providing discounts at this time, have expressed their confidence that the PMI program will have a positive impact on both claims mitigation and renewal pricing.

How much versus when?

Our observation has been that maintenance and repair costs are relatively consistent, whether they are spent in a proactive manner or in response to problems. The significant difference is the impact on customer satisfaction and property values. Some communities may be willing to gamble with these factors in the hope of shaving a few dollars in maintenance expense, but that is a dangerous proposition for non-profit to engage in. Astute managers and Boards will take steps to work with their insurance carrier and a maintenance professional that can help them predict their risks, limit their exposure, and control their maintenance expenses.

  

www.landarc.com

Auto-Approval Forms - Fast, Easy & Efficient!

Auto-Approval forms at LandArc.com have grown in popularity since we introduced the concept in 2005. This service offers immediate approval for standardized architectural requests, such as installing a satellite dish, while insuring that the request complies with your governing documents.  You can see an example at www.landarc.com/unique.

Our experience shows that Auto-Approval forms increase customer satisfaction and dramatically improve efficiency for basic community operations. So be sure to encourage your association members to check the auto-approval forms before they submit their requests.