Maintenace Schedule

If you are referring to an online product with requests and tracking, those are commercial products and kinda against the rules posting them here.

I agree with Tim. Maintenance schedules are tailored for the specifics of your community, and a reserve study provides good estimates of when things should happen. His community is an HOA with minimal common elements, while a condo community has a higher percentage of common elements and will have more extensive maintenance requirements.

There are several templates you can adapt to your community, but as others have said, you need to develop something for YOUR community. I did some Googling and its AI suggests the following (with one person's observations):

1. start with a walk through of your community to see what's needed. You should already know what makes up your common area - if not, check your documents. You don't say what type of community this is, but let's say you have a clubhouse, sidewalks, streets, a pool, playground (for kids up to age 8) and assorted trees. The trees may need pruning every two years or so, the pool has to be opened and closed, and the chemicals checked weekly, along with more cleaning, and the clubhouse may need weekly or monthly cleaning, depending on how much use it gets. This could include cleaning the restrooms, making sure they have plenty of liquid soap, toilet paper and paper towels, vacuuming the rugs, etc.

This can include polling the homeowners to see what areas are in special need of attention (the board and property manager can't catch everything and sometimes, a sharp homeowner will notice something everyone has missed).

2. Divide those tasks by week, month, every two or three months, whatever's required. Set priorities - tasks that should be done to prevent that item from becoming a safety hazard should be addressed sooner than later. In fact, you should consider preparing an emergency plan: define what makes up an emergency, what homeowners should and shouldn't do, who to call (hopefully, you have an on-call property manager), etc. Talk to your community's contractors for suggestions on what needs to be done and how often. You can also review past repair and maintenance records to identify patterns.

3. Reviewing the reserve study is a great way to help design your plan. For instance if you know you'll be repaving the streets every 10 years, it wouldn't hurt to do an annual inspection after winter to see if there are potholes to address, as well as reminding homeowners not to change motor oil on the street, because it eats the concrete. Maybe that can help extend the life of that item.

4. Once you know what's needed for each part of the common area, spread out those tasks over the year, as in:

1st of the month - change the filters in the clubhouse furnace

Mid March - mid May - inspect the pool before the season (begins Memorial Day).

April - June - begin weekly lawnmowing. Apply weed killer and pest control

October - mid December - clean out leaves from gutters (in our community, we wait until all the trees have shred their leaves)

Remember, you may run into unexpected repairs and weather delays so factor that into the plan.

Since we're now halfway through the year, take the rest of it to come up with a plan you can implement next year. You might want to start with the areas most in need of the plan and add everything else as you go along. Keeping records will be vital, as you'll be able to see trends and prepare your budget accordingly. Don't worry about being perfect - it's ok to change gears if you over or under estimate something. Good luck!