H.S. from Hartford County, Connecticut writes:
Dear Mister Condo,
We are looking for formalize a maintenance schedule. Do you have sources of sample maintenance schedules you can share?
Mister Condo replies:
H.S., there are all sorts of maintenance schedules so let me begin with an assumption that you are talking about maintenance standards that will be acceptable to your association’s insurer. Things like water lines, hot water tanks, and such. I wrote an article on the topic back in 2013: https://askmistercondo.com/connecticut-condominium-maintenance-standards-mandated/. Your condominium insurance policy may state specific guidelines and you definitely want to speak with your association’s insurance agent to ask them for guidelines that will keep the association compliant and covered in the event of an accident. Typically, the insurers rely on the manufacturer’s suggested usable life as the standard. For instance, hot water tanks might last 10 years or longer but the manufacturer might suggest that they be replaced every seven years even if they are functioning perfectly well. Homeowners don’t like replacing things that are in good working order but if you don’t hold them to a maintenance standard that is acceptable to the insurer, the association will be at risk when that perfectly good-working 8-year-old water tank fails. Having and enforcing maintenance standards is for the good of all involved, including the unit owners. If an uninsured loss occurs, they could well find themselves on the receiving end of some very large bills. Water hoses are another culprit and may have to be replaced every two years. Toilet tanks and seals, faucet connections, water supply lines and more should be included in the maintenance standard. Again, you will need to work closely with your insurance folks to make sure you haven’t missed anything and that the association and unit owners are protected. Since it isn’t a “one size fits all” problem, I can’t give you a better answer than that. All the best!
Our association has Maintenance Standards in place. Some of the owners comply with them and submit the required receipts/documents and some don’t. The association doesn’t do anything about the latter. Will the association be liable for possible future damages for not following up with everybody? How can the association make everybody comply with the Standards?
D., having homeowners comply with Maintenance Standards is no different than having them comply with Rules and Regulations. The Board needs to set up a system of fines for folks who don’t comply. Ideally, this would be a deterrent and not used often. Also, it would be a good idea to have the penalties for lack of compliance escalate. In other words, if the compliance is not handled within 30 days, a small fine ($25 perhaps). At 60 days, and increased fine (say $50.00) and so on. At some point, the non-compliant homeowner might have to referred to the association attorney if they refuse to comply with the Maintenance Standards. If the association does not comply with the insurance company requirements, it could very well have claims denied, opening up the association and all homeowners to a potential liability. Good luck!