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Washington Metropolitan Chapter Community Associations Institute OCTOBER 2016 A Magazine for Community Association Volunteer Leaders Professional Managers and Business Partners e r a p e r P u o Y e Ar r e t n i W r o f d ALSO IN THIS ISSUE Winter is COMING Facility Maintenance and Repair Project Warranties and more
Washington Metropolitan Chapter Community Associations Institute  OCTOBER 2016  A Magazine for Community Association Volun...
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OCTOBER 2016 CONTENTS 12 Snow Removal 101 By Michael Holland Managers and boards struggle to budget for snow removal The unpredictability of seasonal accumulation of snow and the number of weather events that the mid Atlantic receives each year can vary potentially causing much higher or lower spending than budgeted 14 Winter is COMING By Jason Kilmore 16 Understanding and Maintaining Facility Maintenance and Repair Project Warranties By Steven C Turner P E 18 Budgeting for Snow By Josh Harber DEPARTMENTS AND MORE CMCA AMS PCAM 20 High rise Success Story By Lee Ann Weir 5 Message from the Executive Director 6 Chapter Benefactor Minkoff Company Inc 6 Quorum Magazine Editorial Calendar 7 Welcome New Members 8 Upcoming Events 10 People Places 11 Volunteer Spotlight 21 Event Flyer Annual Awards Dinner Great Gatsby Gala 29 Event Flyer Rookie Manager Essentials Disaster Planning 32 Classifieds 33 Index to Advertisers 34 Cul de Sac Snow the Other Four Letter Word CMCA AMS 22 Benumbed by Frozen Pipes By Ron Unger CIC 24 Putting Your Winter Puzzle Together By Vicki E Eaton CMCA AMS PCAM 26 Planning for the Winter Waterproofing Buildings By Hiruy Dafla PE 28 Controlling Your Building s Heating Expenses By Andrew Zimdahl 30 No Need to Scurry at the First Sight of Flurries By Cassie Park P E WMCCAI MISSION STATEMENT To optimize the operations of Community Associations and foster value for our business partners Reader comments and suggestions are welcome Address your comments to Quorum 7600 Leesburg Pike Suite 100 West Falls Church VA 22043 We also welcome article submissions from our members For author guidelines call 703 750 3644 or e mail publications caidc org Articles may be edited for length and clarity OCTOBER 2016 3
OCTOBER 2016  CONTENTS 12 Snow Removal 101 By Michael Holland  Managers and boards struggle to budget for snow removal. Th...
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OFFICERS President Jeremy M Tucker ESQ President elect Bruce H Easmunt ESQ Vice President Sarah Elise Gerstein CMCA AMS PCAM Secretary Crishana L Loritsch CMCA AMS PCAM Treasurer Rafael A Martinez CTP Immediate Past President Donna G Newman CMCA AMS PCAM Executive Director Matt Rankin CAE ex officio COUNCIL CHAIRS Communications Council Ruth Katz ESQ Education Council Donald Plank CMCA AMS PCAM Member Services Council Orlando Ramirez COMMITTEE CHAIRS Conference Expo William Cornelius and Jennifer Bennett CMCA AMS PCAM D C Legislative LAC Jane Rogers ESQ Education Debra K Johnson CMCA AMS PCAM and Kevin A Kernan ESQ Golf Jim Pates and Elizabeth Rudolph AMS PCAM Maryland Legislative Ron Bolt ESQ and Mitch Farrah CMCA Outreach David Jensen and Lenard Goldbaum AMS PCAM Membership Joe Inzerillo and Jarold Martin Quorum Editorial Susan L Truskey ESQ and Nicole Williams ESQ Chapter Events Toni Partin CMCA AMS and June Chulkov Virginia Legislative Ronda DeSplinter LSM PCAM and William A Marr Jr ESQ QUORUM Editor Rickey E Dana rdana caidc org Design Support Services QUORUM EDITORIAL COMMITTEE Co chairs Susan L Truskey ESQ and Nicole Williams ESQ Members Mira Brown CMCA AMS Chris Carlson PE Deborah Carter CMCA AMS PCAM Bruce Easmunt ESQ Michael Gartner ESQ Laura Goguet CMCA AMS Scott Greges CMCA AMS Shannon Junior Ruth Katz ESQ Crishana Loritsch CMCA AMS PCAM Thomas Mugavero ESQ Ed O Connell ESQ Kara Permisohn Brandi Ruff CMCA AMS PCAM Lauri Ryder CIC CRM CMCA Kim Veirs Aimee Winegar CMCA AMS PCAM Michael Zupan ESQ Washington Metropolitan Chapter Community Associations Institute a 501 c 6 organization serves the educational business and networking needs of the community association industry in 80 cities counties in Maryland Virginia and the District of Columbia Members include community association homeowner volunteer leaders professional managers association management companies and other businesses and professionals who provide products and services to planned communities cooperatives and condominiums WMCCAI has more than 3 000 members including 300 businesses 1 100 professional managers from 85 management companies and approximately 1 500 community association homeowners WMCCAI is the largest of Community Associations Institute s 60 chapters worldwide Quorum is the award winning premiere publication of WMCCAI dedicated to providing WMCCAI s membership with information on community association issues Authors are responsible for developing the logic of their expressed opinions and for the authenticity of all presented facts in articles WMCCAI does not necessarily endorse or approve statements of fact or opinion made in these pages and assumes no responsibility for those statements This publication is issued with the understanding that the publisher is not engaged in rendering legal accounting or other professional services and nothing published in Quorum is intended to constitute legal or other professional advice and should not be relied on as such If legal advice or other expert assistance is required the services of a competent professional should be sought directly by the person requiring such advice or services Articles appearing in Quorum may not be reprinted without first obtaining written approval from the editor of Quorum In the event that such permission is granted the following legend must be added to the reprint Reprinted with permission from Quorum magazine Copyright 2016 Washington Metropolitan Chapter Community Associations Institute Quorum is a trademark of WMCCAI Receipt of Quorum is a privilege of WMCCAI membership for which 65 in nonrefundable annual dues is allocated The subscription price for nonmembers is 75 per year contact publications caidc org or call 703 750 3644 To advertise in Quorum contact Rickey E Dana editor 703 750 3644 or e mail publications caidc org For more information about Quorum or WMCCAI visit www caidc org E ducating community association board members on their roles and responsibilities has long been critically important to both Community Associations Institute and the Washington Metropolitan Chapter After all the stakes are high Volunteers often our neighbors are expected to run the association protect the community s assets and enforce the governing documents Until recently the education we provided for volunteers has been well voluntary Board members attended our education programs and read Quorum regularly because they recognized the importance of being wellinformed and trained on their duties However local and state governments including one in the Chapter s backyard have started discussing and at times mandating training for volunteer board members This is a big deal and it s easy to see why CAI had to act by approving a policy on board member education CAI s policy does several things that should prove helpful in keeping this issue manageable First the policy emphasizes that Any state mandated education requirement should focus on incentives and tools to encourage boards to utilize existing industry tools to achieve educational goals rather than create new processes or burdens This is a vital position for multiple reasons CAI its chapters and its members have already created a wealth of resources that can fulfill even the most stringent education requirements Plus many of the resources are low cost or free Furthermore we can reduce the burden on government by saving them from reinventing the wheel every time a new jurisdiction wants to mandate board member education Associations like CAI have been successfully doing this for decades It s one of the reasons nonprofit organizations exist Another productive take away from the policy is a model for board member training I m paraphrasing here due to space restrictions but this model puts it all together in plain language that any common interest community can use immediately from the executive director DIRECTORS Gordon Boezer Dorothy Firsching PMP Michael Gartner ESQ Airielle Hansford CMCA AMS PCAM Jose Ignacio CPA Judith McNelis CMCA AMS PCAM Ted Ross Todd A Sinkins ESQ Elizabeth Schultz CMCA AMS and Stephen Wright CMCA AMS LSM PCAM New CAI Policy Focuses on Board Member Education 1 After being elected to the board of a community association certify in writing to the secretary that you have read and will uphold the association s documents and policies and uphold your fiduciary responsibility to the association s members 2 Engage in training to increase your level of knowledge professionalism competence and effectiveness as leaders of community associations 3 Board and committee members should attest and renew annually to comply with CAI s Model Code for Ethics for Community Association Board Members 4 Adopt and comply with CAI s Community Association Governance Guidelines and CAI s Rights and Responsibilities for Better Communities and fund training programs on community association governance I encourage you to read the full policy at www caionline org and stay informed on this important issue Matt Rankin MPA CAE Matt Rankin as the chapter s executive director is responsible for implementing the organization s mission and goals and managing its staff He is a graduate of Virginia Commonwealth University where he earned a Bachelor of Science degree in mass communications and George Mason University where he earned a Master of Public Administration degree concentrating on nonprofit management Rankin has 20 years of nonprofit association management experience and is a Certified Association Executive OCTOBER 2016 5
OFFICERS President Jeremy M. Tucker, ESQ President-elect Bruce H. Easmunt, ESQ. Vice President Sarah Elise Gerstein, CMCA,...
C H A P T E R B E N E F A C T O R Minkoff Company Inc 11716 Baltimore Ave Beltsville MD 20705 Phone 301 652 8711 www minkoff com chapter news For more than 60 years Minkoff Company has been assisting the property management industry with turnkey restoration services at properties damaged by fire water and numerous other causes Minkoff Company works closely with every major insurance carrier in this region and is prequalified to respond to emergencies in a service territory that ranges from Southern Pennsylvania Maryland Virginia the District of Columbia and West Virginia The tradition of building strong client relationships is another corporate principle that dates back to the late 1940s Today Minkoff Company is among the largest single location restoration firms in the nation operating from its headquarters in Beltsville and from several satellite offices in Virginia than 50 service vehicles throughout the region The staff is experienced and has been involved with thousands of restoration projects From small water damage incidents to large scale catastrophic fires Minkoff Company offers a level of service that most others find impossible to match For decades Minkoff Company has been serving the restoration and emergency response needs of the property management industry Minkoff also capitalizes on its construction expertise to undertake large scale renovations and capital improvement projects The company s tradition of relationship building continues to today evidenced by Minkoff s involvement in several chapters of the Community Associations Institute many other property management and insurance industry trade groups The company prides itself on the fact that it has grown from an organization of four or five staff members to an employee base exceeding 100 professionals operating from more QUORUM MAGAZINE EDITORIAL CALENDAR Month November December January February March April Theme Making a Transition People of the Community Securing Your 2017 Our 40th Anniversary Community Associations of the Year Dirty Jobs Themes subject to change 6 Quorum Article Submisions Due Sept 1 Oct 1 Nov 1 Dec 1 Jan 1 Feb 1 Ads Due Sept 17 Oct 17 Nov 17 Dec 17 Jan 17 Feb 17
C H A P T E R  B E N E F A C T O R  Minkoff Company Inc. 11716 Baltimore Ave. Beltsville, MD 20705 Phone    301  652-8711 ...
Welcome New Members WMCCAI proudly welcomes the following members who joined the chapter in August 2016 Community Association Volunteer Leaders from the Following Associations Belmont Community Association Cambridge Station Association Westberry Homeowners Association Individual Managers Karen Arguello Cardinal Management Group Inc AAMC Lucinda Ashton Associa Community Management Corporation AAMC Channa Rachel Chea Richard Jett Legum Norman Inc AAMC Lisa Leftwich Legum Norman Inc AAMC Cynthia Lyman Associa Community Management Corporation AAMC Lisa Dawn McBride Sequoia Management Company Inc AAMC Geisha Mills CMCA Woodlake Towers Condominium Jisela Molina Woodlake Towers Condominium Jay Morrell CMCA AMS PCAM TWC Association Management AAMC Giovana Salazar Select Community Services Business Partners A I R Klappenberger and Son Montgomery Co Playground Specialists Inc Management Company Pearson Realty LLC OCTOBER 2016 7
Welcome New Members WMCCAI proudly welcomes the following members who joined the chapter in August 2016. Community Associa...
For more information on WMCCAI meetings or upcoming events contact the chapter office at 703 750 3644 e mail info caidc org or visit www caidc org OCTOBER 4 FREE CLASS upcoming events Animals Under the FHA 6 9 p m Lionsgate Condominiums 7710 Woodmont Avenue Bethesda MD 20814 Do you need companion assistance or a service animal Have you wondered what your rights are under the Fair Housing Act Attend WMCCAI s free community seminar Animals Under the FHA to learn the ins and outs of this hot topic Register online at www caidc org OCTOBER 25 Rookie Managers Disaster Planning Are you prepared for a disaster on your property If not you should be This session has been developed for the new manager to learn the basics of managing a community and network with experienced managers Register online at www caidc org 12 30 3 p m WMCCAI Office 7600 Leesburg Pike Suite 100W Falls Church VA 22043 Registration Fees Member Nonmember 20 25 OCTOBER 25 FREE CLASS Virginia Legislative Forum 7 9 p m Fairfax County Government Building 12000 Government Center Parkway Fairfax VA 22035 More and more legislation is being developed that challenges the limits of the laws governing community associations and the constitutionality of those proposals Join us in Fairfax as a panel discussion will explore the various initiatives that currently or may soon impact their communities Register online at www caidc org OCTOBER 27 28 M 205 Risk Management 8 30 a m 5 30 p m Northern Virginia Registration Fees Member Nonmember 445 545 Learn how to protect your community and respond to emergencies This course shows you how to prepare for your community s future by identifying insurance risks and addressing critical issues Register through CAI www caionline org pmdp For more information e mail caieducation caionline org NOVEMBER 5 Annual Awards Dinner 6 30 11 p m Registration opens at 6 30 p m Ritz Carlton Tysons Corner 1700 Tysons Blvd McLean VA 22102 Registration Fees Member Nonmember 8 Quorum 190 240 We re Puttin on the Ritz Step back in time to the roaring 20s for a night of glitz and glamour in honor of WMCCAI s volunteers Come as a flapper or come as you are a gangster or a silent screen star It ll be swell no matter the dress RSVP online at www caidc org
For more information on WMCCAI meetings or upcoming events, contact the chapter office at  703  750-3644, e-mail info caid...
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people places Marc McCoy Joins Associa CMC Reserve Advisor Adds New Account Manager Marc joins Associa Community Management Corporation as the Senior Vice President of Develop Service He brings 26 years of combined experience in the community association and golf management industries Marc holds the designations of CMCA and AMS and is also licensed as a Certified Supervisory Employee be the State of Virginia 2 0 1 6 M E M B E R S H I P Luke Runion has joined the Arlington office of Reserve Advisors Inc as the Northeast Account Manager Runion has worked in the property maintenance and facility service industries and brings more than eight years of consultative sales experience to the his new office R E C R U I T M E N T C O N T E S T Win A Trip to the Homestead 4TH ANNUAL RECRUITMENT CONTEST For every new member that signs up for a one year membership with WMCCAI you get one entry in a drawing for a trip to the Omni Homestead Resort or other prizes Step 1 Go to caionline org and click Join Now Step 2 Select your member level and fill out the form Don t forget to add your referral name Sponsors 10 Quorum WE CAN REACH 4 000 MEMBERS 1st prize is Two Nights Three Days at the Omni Homestead Resort for two adults Daily Breakfast for two is included PLUS Other great 2nd and 3rd place prizes
people   places  Marc McCoy Joins Associa     CMC  Reserve Advisor Adds New Account Manager  Marc joins Associa     Commun...
Christopher W Carlson P E SECB Education BS Civil Engineering University Maryland College Park MS Structural Engineering University of Maryland College Park Family Wife Pam and three kids Christopher Jr Molly and Thomas Employer Occupation Engineering and Technical Consultants Inc Chief Structural Engineer Were you surprised you won an award What went through your mind Yes I was not aware that there was a Rising Star Award I felt undeserving and asked Matt Rankin for a recount since I was sure others were more deserving Why do you feel it is important to be so active in WMCCAI Our core business is helping condominium associations solve volunteer spotlight Town of Residence Columbia Maryland their building and site related problems CAI involvement gives us the best opportunity to meet condominium owners and managers who need our services What was the most recent spontaneous thing you have done How d it turn out The morning of my daughter s wedding I bought my wife some jewelry to wear at the festivities since the mother of the bride does not have a featured role in the ceremony She was surprised and looked great in her new bling What advice would you give to new WMCCAI members Get involved There is a vast wealth of knowledge available among the members many of whom have been there and are willing to help Avail yourself of the local and national CAI publications they are great resources OCTOBER 2016 11
Christopher W. Carlson, P.E., SECB Education  BS Civil Engineering     University Maryland, College Park  MS Structural En...
1 0 1 l a v o m e R w o Sn There 12 Quorum ow i n s o n is ce chem g n i t l e m ical not s e o d t tha have effe l a u d i s re cts kway l a w n o s
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By Michael Holland Michael is the Mid Atlantic Region Snow Manager for Brightview Landscape Services He is also a member of Accredited Scow Contractors Association ASCA a Snow Professional and member of Snow and Ice Management Association SIMA as well as a Maryland State Certified Professional Horticulturist M anagers and boards struggle to budget for snow removal The unpredictability of seasonal accumulation of snow and the number of weather events that the mid Atlantic receives each year can vary potentially causing much higher or lower spending than budgeted The only absolute is what the National Oceanic and Atmospheric Administration NOAA 30 year average for snowfall is in the mid Atlantic This is based on a rolling average of total snow accumulation and the number of winter events as reported by the weather stations at the airports within the region The average yearly snowfall total in the mid Atlantic according to NOAA is approximately between 15 and 22 inches depending on where the property is located However there are micro climates throughout the region that can receive much more or less snow than what is reported at the closest airport reporting station Contract Types Historically the mid Atlantic region has overwhelmingly utilized Time Material T M rates for snow removal services Over the past several years a growing number of clients have chosen to explore different contract types in order to better predict their costs T M This contract type provides hourly rates for hand labor and each type of equipment and ice melting chemicals One potential problem when selecting a contractor based on hourly rates is determining how much time and material will be used to accomplish the same job Less qualified contractors may spend more time clearing snow and applying more ice melting chemical potentially leading to a larger invoice than expected based on their submitted hourly rates and material prices A T M contract for snow removal requires payment only for services received In a year with above normal snowfall a snow removal budget can easily be exceeded alternatively a year with below normal snowfall can lead to an unexpected budget surplus An unappealing aspect of a this contract is that the client can spend hours verifying the hours a snow removal contractor spent clearing snow on the site and the amount of snow ice melting chemical that was applied Per Inch or Per Event A per inch or per event price contract is an option for those who wish to avoid the task of verifying labor equipment hours and materials used on their property The contract will be written with snowfall increments and a fixed fee attached to those increments For example Snowfall Total 0 1 99 Total Price 2 992 50 2 3 99 3 403 75 4 5 99 4 596 25 6 7 99 5 626 25 8 9 99 6 746 25 10 11 99 7 677 50 Prior to entering into a contract the customer and contractor need to determine which services should be incorporated into each incremental price Each price above assumes one full chemical application and one full clearing of all walkways and roadways parking areas with its associated increment range Additional services such as pretreatment with chemicals or liquid brine can be added to the scope of work for an additional cost When the client receives the invoice for each event a certified weather total from the zip code of the property issued by a third party will be attached The invoice amount will reflect the accumulation increment price in the contract confirmed by the certified weather total Per Occurrence A per occurrence contract is an option best suited for a client who wants to be able to control when services are performed and manage their costs The client makes the decision when to request services based on current and forecast conditions The contract price per occurrence would include one full clearing of all walkways and roadways parking areas with a snow accumulation up to 4 inches and a full chemical application An additional occurrence would apply with every additional 0 99 4 inches of snow after the original 4 inch threshold during the event x Lump Sum Since recent years have been above normal in regard to total seasonal accumulation several of our clients have opted to enter into a lump sum contract This contract type has been gaining popularity in the mid Atlantic Unlike T M and per inch occurrence lump sum is the only type of contract where the client will know exactly what the cost will be to remove snow from the property for the entire season regardless of the total snowfall Lump sum is typically contracted for five years During that term it is assumed that based on snowfall averages there would be a blend of below above and normal seasonal snowfalls The lump sum seasonal contract price is based on a normal snowfall year as determined by NOAA During a higher than normal snowfall year the client would benefit from reduced costs OCTOBER 2016 13
By Michael Holland Michael is the Mid-Atlantic Region Snow Manager for Brightview Landscape Services. He is also a member ...
By Jason Kilmore Jason has been with Ruppert for 11 years He is a Certified Landscape Technician CLT and holds a bachelor s degree in landscape contracting management from Penn State Winter is COMING So how do you prepare for another challenging season of snow and freezing temperatures Get a Game Plan Sit down with your contractor to make sure they understand priorities of the property Some of the questions that I would ask are 8 What areas of the property should be treated first High priorities include schools first responders and medical needs areas 8 Where should excess snow be stored in the event of large storm or should they be required to haul snow over certain inch 8 Are there areas from which you do not want snow removed 8 Is there a certain time line in which all snow should be removed 8 Is there a documentation on the game plan Important Contacts Both the contractor and the customer should have good contact information for each other to discuss progress and challenges through the storm Snow Stakes Customers should invest in this service The stakes allow the contractor to mark the curb lines fire hydrants and storm drains so that they are protecting the property when performing snow removal operations Gypsum applications In the mid Atlantic climate we tend to put down salt to control ice accumulations This salt can have a harmful effect on plant material Gypsum is great product that can offset this chemical burn to plant material Equipment Inspection It is a good idea to take a look at the contractor s equipment before the season starts Make sure it s in good working order Ask if they have enough to perform the task and ask for a list of equipment to be used on your site Labor Plans Review labor plans for their sites Find out if the contractor has enough labor to handle the area s needs Materials Review what materials the contractor plan to use to control ice on site They should be using different products for different types of surfaces asphalt vs concrete Storage of Material and Equipment Review the contractor s planto store equipment and material for your site There may be an area on site they can store these item which would allow them to be more efficient in servicing the community instead of transporting trucks and salt to the site every storm Monthly Equipment Rentals If you know that a specific piece of equipment is needed for your site see if you can work out an agreement to store it on your site for the season to ensure that it is there for your needs Weather Reporting Refer to a weather service to verify forecasts and snow totals 14 Quorum opposed to those resulting from T M rates In a below normal snowfall season the contractor would benefit from a guaranteed payment without services performed to cover costs incurred during season start up The scope of service is approved by the client and the cost is billed in equal monthly payments over the course of several months These payments do not change regardless of the amount of snow received Most appealing to our clients utilizing a lump sum contract is the ability to confidently budget for snow removal for the year Regardless of the contract type a client selects it is recommended that the contract be executed no later than October 1 This allows the contractor to set a snow removal plan in place prior to any winter precipitation Snowfall Triggers Snowfall triggers determine when snow removal services will begin Typically a 2 inch trigger will be used on most properties that operate under normal business hours or in residential communities and result in personnel and equipment being on site within 2 3 hours of reaching the 2 inch of accumulation threshold Several exceptions to the 2 inch trigger are hospitals 24 hour businesses and retail stores A zero tolerance trigger may be incorporated into a contract requiring mobilization prior to the start of precipitation with approval by the client Triggers of an inch or more indicate that mobilization will begin when snowfall reaches that threshold and it may take several hours before snow clearing equipment and personnel arrive on the site Start of Precipitation should be selected if the client would like snow removal to begin prior to 2 inches of accumulation Ice Melting Chemicals The variety of ice melting chemicals available to contractors has grown enormously over the last 10 years leading to confusion about their effectiveness safety and cost Sodium Chloride Rock Salt Sodium chloride is the most common ice melting chemical used on roadways and parking areas The exception is on parking garage decks where magnesium chloride or calcium chloride is recommended Sodium chloride is preferred in the mid Atlantic due to its less expensive cost compared with other ice melting chemicals and its effectiveness based on temperatures typical in the region Sodium chloride can melt ice to a temperature as low as 6 degrees Fahrenheit although the Federal Highway Administration lists its effectiveness to approximately 15 degrees Fahrenheit Sodium chloride is effective as both a de icer and an anti icer applied prior to precipitation in
By Jason Kilmore Jason has been with Ruppert for 11 years. He is a Certified Landscape Technician  CLT  and holds a bachel...
order to melt initial snow ice and to prevent bonding of ice to the asphalt Calcium Chloride Peladow or equivalent Magnesium Chloride Mag Pellet or equivalent Blended Mix Walkway snow ice melting chemicals come in different forms and based on site conditions temperature and availability the most cost effective material will be applied to a property for each winter event When applied to walkways concrete snow ice melting chemical combines with moisture from the air or precipitation to generate heat that begins the melting process Calcium chloride is the de icing agent that is most often applied when air temperature is below where magnesium chloride and blended ice melt is effective Calcium chloride is effective to 25 degrees Fahrenheit which is the lowest effective temperature of any snow ice melting chemical There is no snow ice melting chemical that does not have residual effects on walkways Blended ice melts containing sodium chloride tend to leave a white powdery residue on walkways that leads to potential tracking of the material into buildings Calcium and magnesium chloride are more effective melting ice and snow at low temperatures and have less of a visual residual However since either completely dries an oily residual can be tracked onto carpet and hard flooring Sodium Chloride Brine Applying liquid salt brine prior to a winter event is not a new concept but has gained a great deal of popularity since some state highway administrations began pretreating roadways with it Drivers often see the tell tale lines on the roadway preceding a storm s arrival Liquid salt brine is beneficial in two ways It melts the initial precipitation allowing the snow removal contractor sufficient time to mobilize to the site before hazardous conditions are present Perhaps more important applying liquid brine prior to a winter event will decrease the amount of plowing shoveling hours needed and the amount of ice melting chemical required to clear a property resulting in a reduced cost to the client In rare cases when extremely low temperatures are present prior to a winter event magnesium or calcium chloride can be mixed with the sodium chloride to be effective to 25 degrees Fahrenheit It is not recommended that ice melting chemical be used on walkways that have been poured within the last year or that was not properly mixed finished or cured Utilizing sand for traction is a suggested option Flaking or spalling may occur on any concrete surface that is poorly constructed contains porous concrete or mortar joints or is brick flagstone In addition spalling may occur when excessively applied beyond manufacturer s specifications and or applied repeatedly over a short period of time Resources 8 Salt Institute www saltinstitute org 8 Federal Highway Administration www fhwa dot gov 8 Deicing Depot www deicingdepot com OCTOBER 2016 15
order to melt initial snow ice and to prevent bonding of ice to the asphalt.  Calcium Chloride  Peladow or equivalent , Ma...
By Steven C Turner P E Steven is the Principal at Building Envelope Consultants and Scientists LLC He has been involved in the construction industry since 1993 in capacities such as structural engineer senior project manager consulting engineer and quality assurance Understanding and Maintaining Facility Maintenance and Repair Project Warranties W hen was the last time you reviewed your building warranties for owner required maintenance Condominium associations are faced with numerous facility maintenance and repair projects facade and garage repairs roof repairs replacements balcony restoration windows doors replacements etc each year Such projects involve various trades materials and their associated warranties Understanding the protection and value of the warranties and what that protection can provide a condominium association if any requires proper interpretation of warranty terms and an in depth understanding of the flow of work and external factors that can hinder reduce or even negate warranty agreements A warranty is a written guarantee to a purchaser of services equipment materials etc that promises to repair replace and or compensate the purchaser for all or part of the item if it turns out to be defective does not perform as described was improperly installed or wears out within an agreed upon time frame and under certain conditions Warranties also often delineate the rights and obligations of both parties in the event of a claim or dispute Construction projects involve various warranties primarily from the contractor and the material manufacturer The responsibility of contracted parties to set warranties into effect and maintain them begins during design development and continues throughout the life of the warranty Some general guidelines to help understand initiate and understand warranties are discussed below Warranties are negotiable The terms amount of coverage and time frames established for warranties can be negotiated in many cases as part of a construction contract Extended coverage may result in additional costs and owner responsibilities When feasible select the scope of work so complimentary work items such as paint and sealants are performed at the same time by a single contractor and using materials from the same manufacturer This single source approach helps assure continuity and compatibility between components and materials as well as the installer Should one or multiple systems fail the source for the warranty action is then the same and reduces potential confusion and conflict over who the responsible party might be 8 Performing complimentary work items simultaneously places those work items on a similar time table for future maintenance and repair needs and improve efficiency of the overall installation Theoretically then we expect those items will require similar maintenance and repair needs at or around the same time or 16 Quorum cycle in the future A chain is as strong as its weakest link Complimentary work items rely upon one another to maintain their integrity A new sealant joint adhered to a failed wall or deck coating may perform as intended but the joint the sealant is intended to protect may still leak because of the failed wall or deck coating The material and contractor warranty as related to the sealant materials and installation are not affected in this scenario Repairing the leak however requires removal of the recently installed sealant and the original defective coating proper surface preparation and installation of new coating and sealant 8 Using a single source manufacturer for materials helps assure compatibility between materials utilizes tried and verified programs through testing and historical data on other projects and can extend manufacturer warranties In the scenario above assume the owner replaces the sealant and coating system as recommended to seal the leaking joint in question The selected replacement material manufacturers for each system differ and are incompatible Both the coating and sealant can be installed per manufacturers guidelines and perform as intended but the bond between the sealant and coating may faildue to material incompatibility allowing the joint to leak again Neither the contractor or material warranties are affected Repairing the leak requires removal of the newly installed sealant and coating and reinstallation with compatible materials Install mock ups to serve as the standard of quality control prior to the start of overall work Involve the material manufacturer and or qualified persons to document through monitoring testing and basic field reports material and surface preparation installation procedures and conditions proper detailing textures colors and all feasible aspects of the installation Place the mockup into service for an agreed upon period of time if possible without delaying the project schedule to help assure it performs as intended Leave the mock up in place and functional during the warranty period when possible under the same conditions the remainder of the project will perform Should a defect emerge during the warranty period the mock up and associated documentation prepared during installation will be invaluable Document material installation through quality assurance check lists periodic monitoring testing per manufacturer requirements and industry standards photo video and as built drawing documentation field reports progress meetings and other acceptable forms of recording project information Proper documentation can
By Steven C. Turner, P.E. Steven is the Principal at Building Envelope Consultants and Scientists, LLC. He has been involv...
help identify failure mechanisms should a problem arise and help determine who needs to be involved in the repair process Periodic monitoring should be performed by qualified individuals including periodic visits by a manufacturer s representative Ask the material manufacturers representatives to explain to the owner responsibilities for maintaining warranties Such items may include periodic cleaning inspections by an agreed upon qualified person testing repairs re applications etc A maintenance log is often required to formally document this work Not performing the required maintenance could void a 20 year warranty within the first year Understand who is responsible to provide access to defective items and under which warranty s Material warranties often extend beyond the contractor s warranty When installation of a key material or system is a driving cost component and impacts a project on a large scale the manufacturer of the defective material may limit their warranty to material costs only In such cases the owner should seek a joint and several or similar type warranty from the contractor and material supplier Material costs are often a fraction of the contractor access needs and installation costs In such a case the owner may have to pay multiple times for the work even though material costs are covered under warranty A joint and several warranty is an agreement between the contractor and material manufacturer to jointly replace the defective material and cover costs related to the replacement As an example consider the additional costs to the owner in the scenario below which does not consider disruption to residents and tenants and their daily activities and usage of the facility in question 8 Removal of original system 8 Install of new defective system 8 Removal of defective system and 8 Install of new system Establish the date a warranty or warranties start This may be the date of substantial completion for the entire project for a single material at a specific location on the project for a specific portion of the structure or may commence at some agreed upon future date In many cases a single product or installed system may have several warranty periods depending upon when and where on a project the work was started and completed All projects should include a warranty review phase Upon completion of a project the operating and maintenance manual O M manual should include a section that identifies all project warranties their start dates 50 percent or other agreed upon percentage completion and final dates of effectiveness Protocol for making a warranty claim should also be identified The project team should agree to meet again approximately 50 percent through the overall warranty period to review the current building operation and the condition of the newly installed systems in general The meeting will include an interview of management staff to help identify problems or concerns they have with installed systems if any Suggestions for improvements and maintenance and repair needs at problematic locations should be discussed and recorded and areas that may come under warranty or under the original construction contract should be identified By following these guidelines condominium associations can develop and maintain an effective warranty program that will protect them limit disruption and service to their property and save costs associated with defective workmanship and materials on facility maintenance and repair projects OCTOBER 2016 17
help identify failure mechanisms should a problem arise and help determine who needs to be involved in the repair process....
By Josh Harber CMCA AMS PCAM Josh has been with Legum Norman Inc since 2007 He is currently the general manager of the Cascades Community Association a large scale HOA with over 6 000 single family townhouse and condominium units located in Potomac Falls Virginia Budgeting for Snow S ummer is gone pools have closed and the last thing anyone wants to think about is snow However it s not too late to put a plan in place if you don t have one or review your plan before the snow falls With 97 private roads and 17 miles of trail that fall under my Association s snow removal responsibility preparing for snow can be overwhelming After the recent winters in this region the last thing you want is to be is unprepared No matter the size or location of your community the following are some ways for you and your boards to successfully prepare for the snow season Budgeting Budgeting for snow is difficult because there are so many variables chemicals and materials for snow and ice equipment from shovels to skid loaders personnel including site staff and or contractors It s impossible to budget based on what you think the weather will be in the upcoming season You also don t want a large surplus by budgeting too much in a particular year to make up for a previous season It s recommended to stay consistent with your budgeting so you are able to explain to your members how you arrived at that amount when presenting the budget A multi year average is good place to start although you are likely to have a deficit in some years and a surplus in others The Board The board approves the budget and in so doing also sets the financial expectations for the community A community that knows what to expect with each snow season or snow storm is less likely to complain and is more likely to be prepared and understanding of the circumstances The board should maintain an operating reserve 18 Quorum Example multi year average of unappropriated member s equity in an amount of 10 20 of total assessments which is an industry standard and recommended by association auditors This will ensure that any operating deficits due to snow removal will not consume funds designated for other operating expenses or more importantly the replacement reserves Contractors Every community needs to have a qualified snow removal contractor in place before the end of fall Some contracts are multiyear some are calendar year and some are seasonal There are different ways a community can approach and decide when to begin service with the contractor This is a decision the board and manager can make together Each community is different but whatever is decided should be communicated to the community and included in the contract The contactor should know what the community s priorities are roads vs sidewalks and also have contingencies in place to handle multiple scenarios like pushing three feet of snow Planning The board should meet with management and its contractor prior to the winter to discuss snow removal operations Prior to each event it s also good for the manager and contractor to discuss how the event will be handled What equipment is needed Where is the contractor going to store its equipment Can the contractor bring in additional equipment if necessary Do you need to have a backup contractor in case your contractor is unable to perform These are questions that need to be answered during the planning phase to make sure that your community is serviced as expected Local ordinances and laws should also be reviewed to confirm areas of responsibility that may change from one year to the next an example of this would be sidewalk snow removal along public roads that are adjacent to association owned property
By Josh Harber, CMCA, AMS, PCAM Josh has been with Legum   Norman, Inc. since 2007. He is currently the general manager of...
Staffing To understand the amount of staffing required you first need to understand what the contractor s responsibilities are Some communities subcontract all aspects of removal and some have staff members perform some of the smaller jobs related to snow removal It s also important for management to know how they are going to handle resident communications during and after a storm This is an opportunity for the board and management to shine in front of the community If these items are handled correctly the community will notice It s best to have a system in place on how these events will be handled and to make sure that everyone involved with snow removal operations is on the same page Communications If a community is informed even with bad news they are less likely to contact you to express displeasure Snow removal expectations should be promulgated throughout the community prior to the snow event and provide everyone with a list of all streets within the community that includes who has the responsibility for removing the snow This communication should also include contact information for whom to call if someone has a question or concern The community should try to set a schedule for providing updates to the community including the means and stick to it as best as possible Communication is key and can be the main factor to the success or failure of performance during a snow event Looking back on my own community s pitfalls from last year s blizzard I think a better communication plan could have alleviated some of the anxiety in the community In today s age of instantaneous electronic communication people want information when they want it and you have to be able to accommodate that mind set Even when you think you are prepared for the snow season things can still go wrong Managing winter events snow ice or the cold is not a perfect science There are a lot of variables involved but creating a comprehensive plan for the inevitable will set you and your community up for a successful winter season OCTOBER 2016 19
Staffing To understand the amount of staffing required, you first need to understand what the contractor   s responsibilit...
By Lee Ann Weir CMCA AMS Lee Ann has been in the community association industry for the past 27 years She is currently the General Manager of Lionsgate at Woodmont Corner Condominium in Bethesda MD Lee Ann is active in Rockville High s After Prom Party and Booster Club as well as president of the Twinbrook Swimming Pool High rise Success Story L ionsgate is a 13 story building in the heart of Bethesda All resident parking is underground and most guests get valet parked There is a driveway behind the building that is used to avoid a traffic light by those who don t live here and provides access to the loading dock trash rooms and overhead garage door to residents parking The driveway can also accommodate seven or eight contractor vehicles There is a standard size sidewalk in the back The sides and front of the building have large expansive sidewalks and beds the type with trees bushes and flowers There are seven commercial tenants on the first floor Now that you have an idea of what Lionsgate looks like it won t surprise you too much that the Association does not hire a snow removal company Instead it is all done by Lionsgate staff Unless you moved to the DC area after February 2016 AND didn t have a television you are all too aware of how much snow was dumped on us in mid January and how it crippled transportation in all ways Were you prepared Would the residents of your community say the ability of the association to handle the mammoth snowfall was excellent The answer to these two questions had to be the same regardless of the community Yes no or kind of The answer from every Lionsgate resident was a resounding YES If you ask the residents why it went so well they will tell you it is because of the incredible employees who worked for five days cleaning the sidewalks 20 Quorum and driveway and keeping them clean This is certainly a good answer but there is more to it than that I ll tell you how it all happened It started in August with a Finance Committee who didn t trim back this budget line item just because it was a crap shoot Instead they recommended enough money be set aside so there are sufficient funds for shovels gloves boots ice melt spreaders and snow blowers The Board of Directors supported the committee and management by leaving the number alone In October our engineers checked the equipment to determine if tune ups and or parts are needed It s so important to do this early before the rest of the world hogs parts and supplies In November the employees were surprised with shovels Most of my employees live in apartments and didn t have a need for a shovel or so they thought Try shoveling your car out from under 12 20 inches of snow without one When snow was predicted Lionsgate staff were asked about family obligations in order to determine who could stay overnight or possibly multiple nights Hotel rooms were reserved as soon as snow is rumored We didn t forget about cleaning or trash even though our porters are contractors with the company s permission we provided sleeping accommodations for a few of them as well Keep in mind that whether the trash can be removed or not it must be managed You need someone onsite to do this And finally wait for it we communicated to the residents letting them know what to expect and what not to expect For example we let them know that with the predicted snowfall doormen were being let go before the roads became hazardous and that two concierge would alternate 12 hour shifts the engineer and his assistant would also rotate as needed a porter would be in the building during the day to control trash and recycling as well as vacuum when and where needed We assured the residents that their needs would be taken care of and what they could do if stores weren t open e g provide soup sandwiches or drinks for the staff Residents love to help out For the best possible outcome continue to communicate how things are going and when appropriate when staffing will return to normal Thank the guys and gals who stayed on site as often as possible Listen to their stories If your community is pet friendly work out an area near a door that will be cleared just for their needs Tell the owners what you arranged and you may be included in their wills Bottom line plan in advance and communicate often
By Lee Ann Weir, CMCA, AMS Lee Ann has been in the community association industry for the past 27 years. She is currently ...
We re Puttin on the Ritz Saturday November 5 2016 Ritz Carlton Tysons Corner Step back in time to the roaring 20s for a night of glitz and glamour in honor of WMCCAI s volunteers Prohibition style cocktails will be served in the Speakeasy Reception followed by a dinner party Jay Gatsby himself would enjoy Come as a flapper or come as you are a gangster or a silent screen star It ll be swell no matter the dress 6 30 p m Registration Speakeasy Reception opens 7 30 p m Gatsby Gala begins 11 00 p m Event ends RSVP online AT www caidc org SPONSORS as of September 16 2016 The Falcon Group Nagle Zaller P C Daly Hamad Associates PLC Wellness Solutions Inc Closetbox OCTOBER 2016 21
We   re Puttin    on the Ritz   Saturday, November 5, 2016 Ritz Carlton Tysons Corner Step back in time to the roaring 20s...
By Ron Unger CIC Ron is the vice president of Commercial Lines at the Griffin Owens Insurance Group While assisting various businesses in the D C Metro area he continues to grow the firm s presence with WMCCAI and educate their members The winters of 2014 and 2015 have profoundly changed how insurance carriers underwrite and craft guidelines for communities regarding their history of frozen pipe claims 22 Quorum I t s no surprise that we are all still trying to figure out the streak of fickle that Mother Nature has imposed upon us these last few years I flash back to just this past year with jeans and a tshirt around Christmas time only to be suffering from cabin fever during the blizzard in late January and then having to wear ear warmers in May while mountain biking However most of us in CAI are still trying to shake the nightmares that were the winters of 2014 and 2015 These two winters have profoundly changed how insurance carriers underwrite and craft guidelines for communities regarding their history of frozen pipe claims getting through a current claim and what can be done to avoid claims in the future should we experience another brutally cold winter The arctic blasts of the last few years have exposed kinks in the armor of buildings dating back to the 70s and 80s Based on the frozen pipe claims that our agency experienced between 2014 and 2015 the hardest hit groups were the gardenstyle condominiums built in the 1990s and early 2000s The DC Metropolitan area saw unprecedented growth and real estate development in this time so to facilitate the new population a lot of these garden style condos were built fast and cheap During inspections on these condos we saw lower amounts of insulation in attic spaces and even sprinkler system piping being routed through exterior walls While it may not have been the direct responsibility of the builders our building codes in that time did not take into account the possibility of our area experiencing subzero temperatures and for extended periods of time The direct result of the claims paid due to frozen pipes have caused insurance carriers to adapt to the condominium market Historically insurance carriers have always wanted a pre inspection of buildings however these have become quite a bit more detailed in the last year Here are a few things that insurance carriers like to see for associations during current inspections 8 If the association has experienced frozen pipe claims were any additional steps taken while the repairs were being done to help further mitigate the same claim from happening For example was extra insulation used or plumbing re routed 8 Has the association implemented a mandatory minimum heat requirement throughout the building National Fire Protection Association NFPA codes and standards use 40 degrees for an adequate building temperature 8 If the association has not experienced large amounts of frozen pipe claims have they done any proactive work to avoid these types of claims For example switching wet pipe sprinklers with non freeze type systems installing remote thermometers in ceiling spaces that give notification in case temperatures drop within the building or even cold weather inspections to make sure doors walls etc are sealed tight heaters are functional and overall building temperature remains above the threshold This has been a difficult time for associations and insurance carriers alike however the silver lining in this situation is that the associations that have been reactive or proactive in taking this issue of frozen pipes seriously have positioned themselves brilliantly for the future from an insurance standpoint Insurance is inherently a reactive industry therefore as insurance carriers begin to understand claims scenarios more they can help further educate the communities their managers and their residents
By Ron Unger, CIC Ron is the vice president of Commercial Lines at the Griffin Owens Insurance Group. While assisting vari...
AWESOME Service WOW Technology GREAT Pricing Full Service Management for Community Associations Susan Blackburn or Heather Graham 703 821 CAMP 2267 www Gocampmgmt com OCTOBER 2016 23
AWESOME Service WOW Technology GREAT Pricing  Full Service Management for Community Associations Susan Blackburn or Heathe...
By Vicki E Eaton CMCA AMS PCAM Vicki is the General Manager of Worman s Mill Community Conservancy Inc She has been engaged in the management of community associations as a senior portfolio manager since 2003 before transitioning to on site management in February 2015 Vicki is a member of the Chesapeake Chapter s Expo Committee and serves as chair of the Education Committee Putting Your Winter Puzzle Together M anaging snow removal for a large scale community is a challenging endeavor but when you divide that community into several clusters each with differing levels of service and a mandate for equitable billing the effort can be mind boggling Add to that scenario that your snow removal contractor submits one invoice for the entire community then you have a potential for chaos allocation model such as different hardscape components asphalt courts paver courts asphalt driveways paver driveways concrete walks paver walks different types of equipment required to be utilized for the differing hardscape components normal plow rubber tipped plow skid steer skid steer with rubber blade snow blower hand shoveling time allocation for using these differing types of equipment Above Table of paved surfaces within the community Left Variables to weight the distribution of snow removal Below Weighted distribution of snow removal costs After the snow falls as managers our first priority is safety making certain that all snow and ice has been removed in a timely manner Our next priority is to determine the equitable distribution of the associated costs of said snow removal Since the community consists of different levels of service this can get very involved and requires the development of a snow allocation model There are several elements that need to be considered when creating this snow 24 Quorum and measurements of each component associated with each cluster courts driveways lead walks city sidewalks etc Once the information has been gathered the really hard work begins Because different equipment is required to remove snow from differing hardscape variables must be introduced to weight the factors For example it takes longer for the plow with the rubber tip to clean the paver court versus the time it takes the skid steer to clean the asphalt driveway So you now find yourself weighting the differing factors in order to achieve an equitable allocation Since this affects the budgets of the various cluster areas this can become a very hot topic In an effort to do our due diligence the community hired an engineering firm last year to measure all the components requiring snow removal courts sidewalks driveways lead walks etc so that we would have the exact square footage to use for each cluster The square footage for each component was then assigned a weighted formula which accounts for the time and equipment needed to maintain each area according to that cluster s scope of work To further validate the snow allocation model we hired a different engineering company as an independent third party to review the current snow allocation model and provide a recommendation on the variables used The real issue is that although weighting the factors is needed to achieve a realistic allocation the way in which the weighting is achieved is subjective Everyone has their own opinion on how to weight the factors and the true difficulty and frustration is that there is no definitive right or wrong answer Since this allocation model directly affects the distribution of snow removal costs to individual cluster areas it is an exceedingly contentious topic In order to involve the community and ensure a level of transparency we established a Snow Oversight Committee consisting of representatives from each of the cluster areas to help develop the allocation model and the weight factors This is a tremendously time consuming and costly endeavor for any community and one that is full of controversy My advice is to be transparent have an open line of communication and involve your community in the development of your model
By Vicki E. Eaton, CMCA, AMS, PCAM Vicki is the General Manager of Worman   s Mill Community Conservancy, Inc. She has bee...
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By Hiruy Dafla PE Hiruy is an Associate with Structural Rehabilitation Group LLC SRG a consulting engineering firm that specializes in the rehabilitation of existing buildings He is a registered professional engineer in the District of Columbia the State of Maryland and the Commonwealth of Virginia Planning for the Winter Waterproofing Buildings Short term and long term planning is required to manage your facility through the cold temperatures of winter as well as the occasional snow and ice events There are several potential water intrusion issues that need to be anticipated and preventative measures taken to avoid issues such as ice damming domestic waterline and fire sprinkler pipe breaks structural damage due to excessive snow loads snow removal protocols and long term freeze thaw cycles Here s a few practical recommendations as you proactively make winter preparation your priority this fall Water Lines One of the major issues to avoid is water intrusion caused by the cold weather Significant property damage is caused by freezing water and fire sprinkler pipes that burst For water lines that are not required during the cold winter months the solution is easy shut off the line from the internal valve and drain the pipes lines in the region that is exposed to the cold temperatures Piping systems that fall into this category include outside hose bibs pool supply pipes irrigation systems etc Homeowners should also be reminded to keep their heating system operational during travel as turning them off could result in frozen pipes that result in burst water lines Sprinkler Piping Fire sprinkler lines that are located in exterior walls and attic spaces can be exposed to the cold temperatures and therefore prone to freezing These systems should be designed and installed to account for the cold weather In parking garages breezeways HVAC closets loading docks and 26 Quorum other similar locations a sprinkler system typically utilizes a dry line or a section of pipe filled with an antifreeze solution Both dry systems and antifreeze filled sections require inspection With dry systems the system needs to be drained to remove any condensate accumulating inside the pipe Fall is the best time of the year to perform such an inspection Previous versions of the building code used to allow the use of antifreeze in the sprinkler lines as a whole however this has been changed in recent years If a building still utilizes such a system yearly inspections are required to confirm the mixture concentration is appropriate Low concentration mixtures do not provide adequate protection while high concentrations mixtures can actually be a fire hazard Such outdated systems should also be planned for replacement or upgrade If some of your piping is protected by electrical trace tape of other means such as mechanical heating such systems should be inspected to ensure they are operational and ready for winter Roof Areas Ice damming is another source of water intrusion in the winter months This is caused when a higher portion of a steep slope roof such as asphalt shingle roof is warm enough to melt accumulated snow while the lower section of roof eave section is cold enough to re freeze the flowing water The frozen section forms the dam allowing water to accumulate and thus impedes the drainage creating a leak into the adjacent interior space The flow of water is caused by air leakage and or poor insulation in the attic space resulting in heat loss Long term planning to protect a building from such an issue includes installation of ice and water shield waterproofing membrane along the edges of a steep slope roof as well as proper air sealing and insulation of the attic If a structure has a history of such leaks consideration should be given to address the issue during future roof replacement work Late fall is the ideal time to perform gutter downspout and drain cleaning and flushing work Foliage from the season typically clogs drainage systems and if not cleaned could exacerbate water intrusion issues described above Also make certain downspouts discharge water at least 10 feet away and down slope of the buildings foundation walls Hose test the buried drainage lines to make sure they are clear as well Potential Snow Overloading Snow removal and de icing is a potential major issue that should be well thought out and planned ahead of time Any agreement with a company performing snow removal should include a discussion regarding the type and size of equipment to be used as well as restrictions on where snow can be stockpiled and how much can be placed in any one location The size of the equipment and restrictions on stockpiling is a critical consideration as certain elevated structures such as plaza decks garages and terraces have a limited load capacity Snow Removal Damage Concerns Building assets such as expansion joints traffic bearing membranes and stop blocks can be damaged by snow plow blades Requirements such as using rubber blades brushes and or hand removal should be considered in certain regions of
By Hiruy Dafla, PE Hiruy is an Associate with Structural Rehabilitation Group, LLC  SRG  a consulting engineering firm tha...
the property A site visit should also be arranged with the contractor ahead of the winter season to survey the site and mark out structures that cannot be coved with snow banks fire hydrants curb lines drains etc to prioritize as well as protect them from damage during snow removal effort The selection of appropriate de icing agent is critical as some chemicals can cause damage to your property Salt is typically used on sidewalks and asphalt pavement however use of salt on structural decks such as plazas and garages should be avoided as the chlorides accelerate corrosion and concrete deterioration A better option is using de icing agents such as Urea or Calcium Magnesium Acetate CMA which have less of an impact on concrete structures Plan to power washed all concrete by early spring to remove de icing agents that may have been brought into the facility by vehicles Inspect and flush drains each spring and fall as well to prevent drainage issues Freeze Thaw Cycles Freeze thaw cycles that occur during the winter season are also quite damaging to infrastructure As water gets inside cracks in sidewalks asphalt pavement masonry and concrete construction the water freezes and the expansive forces induced by the formation of ice further increases the size of the cracks Through the winter this repeated cycle can be damaging to the structure Efforts to seal cracks prior to winter can go a long way in helping extend the serviceable life of your building components Depending of the structure this may involve routing and sealing cracks with a sealant or repointing deteriorated mortar joints and removing and replacing masonry OCTOBER 2016 27
the property. A site visit should also be arranged with the contractor ahead of the winter season to survey the site and m...
By Andrew Zimdahl Andrew is a co founder at Honeydew Energy Advisors and has published a textbook titled A Clear Guide to Solar PV Design and Installation Prior to launching Honeydew he was Executive Director of Infinite Solar a trade school in Philadelphia and a Senior Energy Advisor with Nextility in DC Controlling Your Building s Heating Expenses D ealing with snow removal black ice and the biting cold of winter is tough Getting a whopping heating bill at the end of a winter month can feel like insult added to injury This article outlines a few easy ways to control heating costs giving property managers some nice wins for cold weather board meetings Calibrate Your Thermostats Most people set their thermostat to a temperature number they have always set it at regardless of how the room actually feels A thermostat that heats a space to 75 degrees when the user is expecting 73 can cost your community thousands of dollars over a winter Refer to your heating systems manual to set it for calibration Then get a good quality thermometer and go to each terminal in your building Adjust the thermostats baseline temperature to that of the thermometer Then put up signs offering to lend your thermometers to residents to let them do the same for their units 8 Do not cover any vents as this poses a carbon monoxide hazard 8 Thicker insulation will result in a longer payback period but will save more money in the long run Consider 6 inches of insulation the minimum 18 inches the maximum It s also fine to gradually layer it over time to match budget priorities 8 Consider also insulating exposed hot water pipes For additional savings you can install a solar hot water heater on your roof Note that this differs from a more common solar electric or photovoltaic PV system which convert light into electricity Solar hot water systems system collect heat from the sun hitting your roof then pump Insulate your Hot Water Tank While it is a heavy lift to re insulate a building insulating a building s central hot water tank can be done in a day and have a 1 to 2 year return on investment from reduced utility expenses This makes an especially big difference with older or electric hot water systems Please take note of the following 8 Use only non flammable materials like fiberglass or rock wool 8 For gas heaters only insulate the sides of the tank leaving the top and bottom exposed for ventilation purposes 28 Quorum hot fluid down to a heat exchange tank heating the potable water in your building These systems vary depending on size but typically run 40 000 to 200 000 Most states and many localities have generous subsidies to mitigate the cost by as much as 50 percent or more Be conservative in sizing your system bigger is not better with this technology as larger systems require a disproportionate amount of maintenance and expertise Solar hot water companies may encourage you to size a system to cover more than 75 percent of your hot water load but as little as 35 percent will still have a significant impact on your budget and keep maintenance costs low Lock in Your Natural Gas Supply Rate While the utility will always be responsible for delivering natural gas many states allow you to choose the company that supplies your natural gas These competitive suppliers offer you fixed or variable rate plans typically lasting for 1 to 3 years In early 2016 natural gas prices hit a 17 year low on the national market see below so experts are advising managers to lock in for longer terms to avoid price hikes Many property managers turn to energy brokers to help them find the best price across many different suppliers complete the paperwork and help explain the process to their boards There are only three ways to reduce energy expenses use less energy create your own energy or pay less for the energy you use Local utility subsidy programs can significantly improve the return on investment on these types of projects when funding is available Taking advantage of new programs and technologies provides a longterm reduction in your expenses freeing up your budget for other priorities
By Andrew Zimdahl Andrew is a co-founder at Honeydew Energy Advisors and has published a textbook titled,    A Clear Guide...
ROOKIE MANAGER ESSENTIALS 7600 Leesburg Pike Suite 100 West Falls Church VA 22043 T 703 750 3644 F 703 941 1740 E mail education caidc org Web www caidc org DISASTER PLANNING ROOKIE MANAGERS Who Should Attend M Managers Tuesday October 25 2016 12 30 3 p m Registration opens at noon Are you prepared for a disaster on your property If not you should be This session has been developed for the new manager to learn the basics of managing a community and network with experienced managers Learn how to 1 Prepare a disaster plan 2 Effectively handle a disaster 3 Effectively manage residents at the time of crisis 4 Know the do s and don ts in the event of a disaster When Where Join Sharon Toepfer Burns and Dani Bressler both of Toepfer Construction Co Inc as they guide you through managing a disaster Register today Credit Hours Lunch will be served Gold WMCCAI Office 7600 Leesburg Pike Suite 100W Falls Church VA 22043 Registration Fees Member 25 Nonmember 30 Visit www caidc org to register This class is worth three 3 education units Premier Sponsors Capitol Concierge Inc OCTOBER 2016 29
ROOKIE MANAGER ESSENTIALS 7600 Leesburg Pike, Suite 100 West Falls Church, VA 22043 T   703  750-3644 F   703  941-1740 E-...
By Cassie Park P E Cassie is a Registered Engineer with Engineering and Technical Consultants Inc She is part of the structural staff who strives to evaluate and correct deficiencies in existing structures and their components No Need to Scurry at the First Sight of Flurries W e ve all heard the question on the evening news As soon as a major snow storm is forecasted for the area which is thankfully few and far between and the first snowflake is spotted there it is Should I shovel the snow off of my roof Unfortunately the answer is never as simple as yes or no Commercial building roofs in the Washington Metropolitan area are designed to support a rather considerable amount of snow typically around 30 pounds per square foot Similarly residential roofs are designed to support approximately 20 pounds per square foot To put that in perspective that s 5 7 feet of light powdery snow approximately 1 foot of dense wet snow or 4 6 inches of ice However snow that has melted and refroze or heavy rain following a storm can significantly reduce these quantity guidelines Damage sustained by roofs and building structures during snow storms is not always solely due to the weight of the snow itself More often than not the weight of the snow reveals an area of damage i e broken roof truss member or shortcoming in the roof structure that was existing prior to the storm As snow accumulates it is wise to keep an eye out for warning signs of potential structural distress Telltale signs typically include leaks new and or worsening cracks in the walls or ceilings bowed roofing members and doors that will not open or close Should any of these warning signs present themselves it is best to consult with a structural engineer or building official However if the roof looks as if collapse is imminent the building should be evacuated immediately 30 Quorum If opting to remove snow from a building roof the following items should be considered 8 Use upmost care when walking on roof surfaces Wet membranes and ice deposits can be extremely slippery and the potential for falling is elevated 8 Shovels with rubber tips should be used to remove the snow from low sloped roofs Snow rakes should be used on pitched roofs Shovels or snow removal tools with sharp edges or exposed metal should never be used as these items could damage the roof covering 8 Remove snow in lifts several inches at a time Leave a few inches of snow on the roof covering to prevent scraping and possibly damaging the underlying roof covering 8 Never use salt or other sidewalk driveway ice melt products on roof surfaces The chemicals in these products can severely damage membranes coverings drains and drain conduits Ice melt products specifically made for roofs are available however prior to use it is best to consult with your roof covering manufacturer to avoid potentially voiding any existing warranties 8 Snow removal efforts should be concentrated at drain locations and or gutters first Prior to the storm ensure the roof drainage provisions are clear of debris and ice and are able to properly drain surface water 8 Ensure snow is thrown off the roof surface not piled along the edges or corners of the roof Piled snow can overload the roof structure Also be sure the snow isn t piled up against the building wall which may contribute to leaks 8 Consider hiring a qualified roofing contractor to remove the snow Performing routine inspection and maintenance of roofing structures and components throughout the year can help put building owners and managers mind at ease that the roof is ready for the winter and any forecasted storms In any case it is best to be mindful of impending weather conditions knowledgeable about your roof structure and have proper personnel on hand i e experienced maintenance staff trusted roofing contractor should snow removal become necessary
By Cassie Park, P.E. Cassie is a Registered Engineer with Engineering and Technical Consultants, Inc. She is part of the s...
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Directory and Classifieds ASPHALT PAVING MAINTENANCE REPAIR Espina Paving Inc 15441 Farm Creek Drive Woodbridge VA 2191 Serving MD DC VA 703 491 9101 703 491 9100 info espinapaving com O Leary Asphalt Inc 9629 Doctor Perry Road Ijamsville MD 21754 F T OLearyAsphalt com T 301 948 0010 F 301 874 8505 ATTORNEY Segan Mason Mason P C www seganmason com Donna Mason dmason seganmason com Alliance Association Bank T 703 856 7463 Direct F 702 818 8076 Tracy Burkhammer tburkhammer AllianceAssociationBank com BB T Association Services www bbt com Let us save you time and money with our lockbox processing ACH coupon book statement printing and transmission services Joseph Inzerillo Jr T 703 201 5774 jinzerillo bbandt com Community Association Banking CondoCerts Mutual of Omaha Bank Noni Roan T 301 639 5503 Noni Roan mutualofomahabank com www ncb coop T 703 302 1928 dplank ncb com T 703 966 5962 Xenith Bank Funding your next project is easy with Xenith Bank s experienced bankers on your team every step of the way Tom Durrer tdurrer Xenithbank com ENGINEERS ETC Engineering and Technical Consultants Inc Water intrusion roofing exteriors windows balconies property studies structural architectural services www etc web com T 703 450 6220 Mindy Maronic mindy etc web com Falcon Engineering Architecture Energy Consultants 7361 Calhoun Place Suite 325 Rockville MD 20855 www falconengineering com T 240 328 1095 Stew Willis info falconengineering com 32 Quorum www cascadeig com T 703 551 2000 david cascadeig com USI Insurance Services LLC 3190 Fairview Park 400 Falls Church VA 22042 Steve Dickerson CIC Theresa Melson PCAM CIRMS www usicondo com T 703 698 0788 Steve Dickerson usi biz Theresa Melson usi biz CAMP Community Association Management Professionals 1921 Gallows Rd Suite 320 T 703 821 CAMP 2267 Tysons Corner VA 22182 Heathergraham gocampmgmt com Susanblackburn gocampmgmt com Comsource Management Inc AAMC www comsource com T 301 924 7355 3414 Morningwood Drive Olney Maryland 20832 F 301 924 7340 Tony Martella CMCA AMS PCAM tmartella comsource com JANITORIAL T 703 354 9170 BANKING AND FINANCIAL SERVICES National Cooperative Bank 2011 Crystal Drive Suite 800 Arlington VA 22202 Don Plank PCAM MANAGEMENT SERVICES CON T INSURANCE Cascade Insurance Group 1100 N Glebe Road Suite 1010 Arlington VA 22201 David Dodero Clean Advantage Corporation 4000 Penn Belt Place District Heights MD 20747 www cleanadv com T 800 315 3264 F 301 595 3331 info cleanadv com LAKE POND MANAGEMENT SOLitude Lake Management 12522 White Drive info solitudelake com Fairfax VA 22030 T 540 371 4382 Kevin Tucker www solitudelakemanagement com MANAGEMENT SERVICES FirstService Residential DC Metro LLC AAMC 11351 Random Hills Road Suite 500 T 703 385 1133 Fairfax VA 22020 T 703 591 5785 Daniel Bauman daniel bauman fsresidential com KPA Management AAMC 6402 Arlington Blvd Suite 700 Falls Church VA 22042 Offering personalized service Ed Alrutz CPM CMCA PCAM www kpamgmt com T 703 532 5005 F 703 532 5098 ealrutz kpamgmt com Legum Norman Inc AAMC 3130 Fairview Park Drive Suite 200 T 703 600 6000 Falls Church VA 22042 Direct 703 970 8811 John Rhodes jrhodes legumnorman com Associa Community Management Corporation AAMC 4840 Westfields Blvd Suite 300 T 703 631 7200 Chantilly VA 20151 F 703 631 9786 11300 Rockville Pike Suite 907 T 301 692 1700 Rockville MD 20852 F 240 221 0443 Nick Mazzarella MBA CMCA PCAM LSM NMazzarella cmc management com Select Community Services 4840 Westfields Blvd Suite 160 T 703 631 2003 Chantilly VA 20153 F 703 631 5380 John Tsitos CMCA AMS jtsitos scs management com Nick Mazzarella MBA CMCA PCAM LSM nmazzarella cmc management com Barkan Management Company Inc 8229 Boone Blvd Suite 760 Tysons Corner VA 22182 Michael Feltenberger CMCA AMS PCAM Sentry Management 6395 Little River Turnpike Alexandria VA 22312 Dave Ciccarelli AMS PCAM T 703 388 1005 F 703 388 1006 www sentrymgt com T 703 642 3246 ext 203 F 703 891 2378 dciccarelli sentrymgt com Capitol Management Corporation 12011 Lee Jackson Highway Suite 350 T 703 934 5200 Fairfax VA 22033 F 703 934 8808 L Peyton Harris Jr CMCA CPM lph capitolmanagementcorp net Sequoia Management Company Inc AAMC 13998 Parkeast Circle www sequoiamanagement com Chantilly VA 20151 2283 T 703 803 9641 Craig Courtney PCAM ccourtney sequoiamgmt com Cardinal Management Group Inc AAMC 4330 Prince William Parkway Suite 201 Woodbridge VA 22192 6701 Democracy Boulevard Suite 300 Bethesda MD 20817 www cardinalmanagementgroup com Thomas A Mazzei CMCA AMS PCAM cardinal cardinalmanagementgroup comt Vista Management Co Inc AMO 1131 University Blvd West Suite 101 Silver Spring MD 20902 www vistacares com L Scott Wertlieb ESQ T 703 569 5797 T 301 896 9700 CFM Management Services AAMC T 703 941 0818 Suite 100 5250 Cherokee Ave Alexandria VA 22314 F 703 941 0816 Christiaan Melson AMS PCAM cmelson cfmmanagement com Zalco Realty Inc AAMC AMO 8701 Georgia Ave Ste 300 Silver Spring MD 20910 Arthur Dubin CMCA PCAM CPM Z J Chelec CPM T 301 649 2700 F 301 649 3560 vistacares aol com www zalco com T 301 495 6600 adubin zalco com zchelec zalco com
Directory and Classifieds ASPHALT PAVING MAINTENANCE REPAIR  Espina Paving Inc. 15441 Farm Creek Drive Woodbridge, VA 2191...
INDEX TO ADVERTISERS A Alliance Association Bank 7 Associa Community Management Corporation AAMC 23 B Barkan Management Company Inc 31 BB T Association Services 25 C Capital Painting Co 27 Cardinal Management Group Inc AAMC 17 Clean Advantage Corporation 7 PAINTING SERVICES AND RETAILERS Capital Painting Co 5520 Oakwood Road Alexandria VA 22310 George Tsentas www capitalpainting net T 703 313 0013 F 703 922 1826 george capitalpainting net NOVA Painting Company www NOVAPAINTING com 22831 Silverbrook Center Drive 150 mark novapainting com Sterling VA 20166 T 703 401 2000 Painting Drywall Carpentry Serving DC VA MD CAMP Community Association Management Professionals 23 Cowie Mott P A 15 D DoodyCalls 15 F Falcon Engineering Architecture Energy Consulting 2 Ploutis Painting Contracting Co Inc T 703 360 0205 8365 Richmond Hwy F 703 360 5439 Alexandria VA 22309 info ploutispainting com Stella Ploutis www ploutispainting com Reston Painting Contracting 619 Carlisle Drive Herndon VA 20170 David Hamilton FirstService Residential AAMC 35 L Legum Norman Inc AAMC 9 T 703 904 1702 F 703 904 0248 dave restonpaint com M Mutual of Omaha Bank 19 PET WASTE REMOVAL DoodyCalls Pet waste management solutions and services 13923 A Willard Road Chantilly VA 20151 T 800 DoodyCalls 366 3922 www DoodyCalls com PM Specializing in Reserve Studies Since 1990 A Veteran Owned Company T 703 803 8436 www pmplusreserves com Ben Ginnetti PRA RS P E pmplusreserves cox net Reserve Advisors Reserve Studies Insurance Appraisals T 703 812 0580 Michelle Baldry P E RS mbaldry reserveadvisors com Long term thinking Everyday commitment O Leary Asphalt Inc 25 P Ploutis Painting Contracting Co Inc 35 R Reserve Advisors Inc 34 Reston Painting Company 2 ROOFING Exterior Building Services T 703 971 6016 F 703 971 4161 info twcserv com S Segan Mason Mason PC 23 Sentry Management Inc 19 SOLitude Lake Management 11 WINDOWS DOORS Windows Plus LLC 14230 Sullyfield Circle Suite F Chantilly VA 20151 1660 Kimberly Wayland NOVA Painting Company 36 O RESERVE SERVICES TWC Services LLC 6700 M Springfield Center Drive Springfield VA 22150 Linda Walker N National Cooperative Bank 27 T 703 956 6172 F 703 956 6744 kknight windowspls com T TWC Services LLC 25 W Windows Plus LLC 4 X Xenith Bank 9 OCTOBER 2016 33
INDEX TO ADVERTISERS A Alliance Association Bank ............................................................................
By Crishana L Loritsch CMCA AMS PCAM cul de sac Crishana is the general manager for Arlington Oaks A Condominium in Arlington VA She serves on WMCCAI s Board of Directors as the secretary is a member of both the chapter s Quorum Editorial Committee and Outreach Committee and has served as Outreach Committee chair and Communication Council chair S N O W the Other Four Letter Word A hhh There is nothing like a snowstorm to make you want to curl up with loved ones pop in an old movie munch on some popcorn and hunker down for a few lazy days That is unless you re a community manager and then that blanket of snow that covers the ground becomes your worst nightmare How is that possible you might ask Honestly no one knows for sure but one thing is for certain it only takes a few inches of snow to move folks from being calm and collected to completely unhinged in a matter of moments 34 Quorum Maybe it s because you re not in the mood to be stuck in the house WITH your kids Let s face it Sometimes our sweet little ones are a little salty and we need the buffer of the school day to keep us from losing it Or you have a job that requires that you report to work no matter what through storm and gale dark of night but not even our postal carriers have to adhere to such a strict motto nowadays I am reminded of a community in Alexandria not too long ago who went without mail for several weeks on end because someone didn t feel the need to deliver it Maybe it s because all you have is basic cable and if you watch one more rerun of Everybody Loves Raymond you re going to explode Whatever your maybe is you are in no mood for excuses and by excuses I mean anything less than I will work 24 7 forgoing showers eating and any form of contact with my family until all evidence of snow is obliterated from the community During snow events community managers are held to the highest of high standards In fact I liken it to being a head of state for a small nation No matter what you are expected to move heaven and earth and 30 plus inches of snow to make sure that all of the sidewalks and streets are cleared to black pavement by 6 00 a m personally You read that right personally Anything less is unacceptable Never mind that the streets in your own community have not seen a plow and your neighbors are using cross country skis to navigate around town Borrow those skis and make your way down to your community stat Some readers may find my take on snow a little harsh After all who doesn t remember of the joy of flushing ice cubes down the toilet and wearing your PJ s inside out in hopes of the all glorious snow day Those were good times indeed and one thing has changed and it s a big one We re not kids anymore We are adults with responsibilities and adulting during snow storms is hard Thankfully winter doesn t last all year and we can look forward to sweltering hot days with humidity so thick you can slice it with a knife Yes Anything is better than snow After all snow is the other four letter word
By Crishana L. Loritsch, CMCA, AMS, PCAM  cul de sac  Crishana is the general manager for Arlington Oaks, A Condominium in...
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CHAPTER BENEFACTORS WMCCAI 7600 Leesburg Pike Suite 100 West Falls Church VA 22043 www caidc org 703 750 3644 PRESORT STANDARD US POSTAGE PAID WASHINGTON DC 3070 To optimize the operations of Community Associations and foster value for our business partners OUR MISSION
CHAPTER BENEFACTORS  WMCCAI 7600 Leesburg Pike Suite 100 West Falls Church, VA 22043 www.caidc.org  703  750-3644  PRESORT...