Thaw, Repair, Prepare: A Spring Maintenance Guide for Housing Agencies

As winter fades, property owners must prepare for the seasonal shift. The return of budding plants, blooming trees, and chirping birds signals warmer days ahead. But along with these signs of spring come potential issues that, if left unchecked, could lead to costly repairs.

Multifamily housing agencies are no exception. However, with the proper preparation, many of these concerns can be prevented or remedied before suffering excess damage. Read on for expert insights from HAI Group’s Risk Control and Consulting team on key areas to inspect and address as snow melts and temperatures rise.

Assess and repair winter damage

According to Nick Witkowski, senior risk control consultant at HAI Group, fluctuating winter temperatures can wreak havoc on property infrastructure, from water lines and plumbing to siding and roofing.

Key areas to inspect:  

• Sprinkler systems: Look for broken or damaged heads.
• Plumbing: Check for frozen or burst water lines.
• Siding and roofing: Identify signs of heaving, buckling, or mildew growth.
• Pools: Inspect the liner for tears in addition to any broken equipment.
• Sidewalks: Look for heaving walkways that could cause slips, trips, and falls.
• Parking lots: Check parking lots, curbs, and fencing for damage caused by snowplows or other equipment.

If damage is observed, address the immediate issue and identify any underlying causes. This is also the time to assess these areas and hold hired snow removal companies accountable for any damage they may have caused.

“This is the time to look at what faltered during the wintertime,” Witkowski said. “If it happened in one area of the property, chances are it has happened elsewhere.”  

Check for water infiltration

If your agency operates in a snowy climate, spring is an ideal time to inspect rooftops and other less-traveled areas for water damage. Winter’s freeze-thaw cycle can cause roofs to shift, creating openings for leaks and other structural issues.

“Seams tend to fail with rolled or membrane roofing,  ” said Blake Hayes, senior risk control consultant at HAI Group. “They freeze and thaw, just like everything else.”

Key action items :

• Gutters and downspouts: Inspect for damage caused by ice buildup.
• Mechanical and storage rooms: Check for signs of leaks.
• Resident reports: Encourage residents to report any unusual water-related issues.
• Drainage: Clear gutters of vegetation to ensure they can handle spring rains.

Prepare for spring storms

Spring weather can be unpredictable, bringing everything from tornadoes, severe wind and hail events, flooding, and extreme heat. Hayes stresses the importance of reviewing emergency preparedness with residents, especially since some weather events—like tornadoes and flash floods—offer little time to react.

Key action items:

• Areas of refuge: Communicate designated locations for emergencies.
• Evacuation routes: Review and discuss escape routes with residents.
• Signage: Ensure emergency exits and major traffic areas are clearly marked.
• First responder coordination: Invite local police and fire departments to review emergency procedures.
• Resident assistance: Identify individuals who may need help during an evacuation.

“Now is a good time to make sure everyone is briefed on your emergency plans and knows what to do,” Hayes said.

Address pest control

As temperatures rise, so does pest activity. Depending on your location, your property may see an uptick in anything from bed bugs and mice to cockroaches, fire ants, raccoons, or skunks. Property managers should be proactive in preventing infestations before they start.

“If apartment and housing complexes let the garbage overflow around dumpsters or the property, you’re going to start to see these types of rodents or animals,” Hayes said.

Key pest prevention tips: 

• Pest activity: Inspect for signs of rodents or insects.
• Deterrent systems: Maintain bug deterrents and check fluid levels.
• Vendor management: Review contract details if using a third-party pest control service.
• Mold prevention: Look for signs of mold that could indicate water issues.
• Housekeeping: Conduct inspections for unkept units that may attract pests.
• Resident education: Remind residents not to bring in furniture found on the street or near dumpsters due to bed bug risks.

Perform mechanical maintenance

As winter gear is packed away, it's time to prepare for spring and summer by inspecting and getting seasonal tools ready. From lawnmowers and irrigation systems to hedge trimmers, shovels, and rakes, ensuring everything is in working order will help keep operations running smoothly.

Equipment maintenance to-do list:  

• Conduct routine maintenance before storing seasonal equipment, like snowblowers and plows.
• Test emergency generators and check fuel levels.
• Inspect and replace HVAC filters as needed.
• Replace batteries in smoke and carbon monoxide detectors.
• Review exterior lighting and replace any malfunctioning bulbs.
• Conduct preventative maintenance on air conditioning systems.
• Communicate with residents regarding your window air conditioning unit policy.
• Ensure window units are:
  • Properly installed to limit property damage.
  • Do not block egress.
  • Will not fall out of windows and cause injury to those below.

Visit the HAI Group Blog to learn how to protect assets typically stored in maintenance garages.

Tidy up landscaping

While warmer temperatures might tempt property owners to turn on exterior water lines  and begin planting, Witkowski advises waiting until there have been consistent temperatures above 50º Fahrenheit. This is especially important for northern states.

“You might get a span of really nice weather, but then a sudden snowstorm can freeze everything again,” Witkowski said.

Spring landscaping to-do list:

• Prune overgrown trees and bushes.
• Trim limbs near buildings to prevent roof and siding damage.
• Remove dead plants and bushes.
• Inspect playgrounds for vandalism, settling, or broken equipment.

Communicate with residents

While your agency should always have an open line of communication with residents, spring is an ideal time to reinforce any policies with residents, especially those related to outdoor activities, such as outdoor events and grilling. Hayes recommends sharing grill policies early in the season and again later as a reminder.

Bottom line

A little proactive maintenance now can save time, money, and headaches later. Your agency can ensure properties remain safe and functional year-round by addressing winter damage, preparing for seasonal hazards, and engaging with residents.

If you have additional questions, please contact your dedicated HAI Group risk control consultant.