05 Jul HOA Board Members–Help Your HOA Seal Coat Project Go as Smooth as Possible
Seal coating projects in an HOA can be stressful for the both the residents and even the contractors performing the work. Unlike with most seal coat projects where the contractor has one set of eyes on them, an HOA can have hundreds of residents, who may have their own wish lists relative to the project. An HOA board can be a tremendous help in making sure the project runs as smoothly as possible for all parties involved. To help board members keep everyone on plan and on the positive-side of the project, here are a few tips to consider:
Time it right.
Plan your seal coat project based on the time of the year. Seal coat season in Southern California generally begins when the clocks spring forward and ends when they fall back. Seal coat needs three main variables to cure properly, plenty of sunlight, warmer temperatures during the day that last till night fall and no rain in the foreseeable forecast.
If your scope of work includes major asphalt work: full depth removal and replacement, grind and overlay or an overlay: you may have to wait 6-12 months before that new asphalt is ready to be seal coated. New asphalt has a lot of oil in it. That oil needs to cure out before you can seal coat. If you seal coat to soon, you can trap the oils and have a mess on your hands. Plan your asphalt repairs during the time between the seal coat season to get the best results.
Plan in phases.
Let the contractor know how many phases you want the seal coat project completed in. Many times, a contractor, if given the opportunity, can complete a large amount of seal coat square footage in one mobilization. Unfortunately, most HOA’s cannot close the entire community for 24 hours, as residents need access to enter and exit the community. Help the contractor understand how traffic should flow through your community and what will work best for your residents, please remember, that every mobilization you add, means extra cost to the project.
Let your landscaping company know what the seal coat schedule will be and provide them with a phasing map. They can then plan their schedule around the areas that are to be seal coated.
The contractor should provide your HOA manager with a phasing map and a notice for residents. Contractors do not know your community as well as you do. Make sure to review the notice and have your manager add any additional information you believe will be helpful to your residents. Make sure you confirm that additional info with your contractor.
Provide the contractor with scheduled trash days.
The contractor will likely want to schedule around your trash service days, usually starting the day after your trash is picked up. This gives the seal coat as much time as possible to cure before the heavy trash trucks come back. If you have multiple trash pickups during the week, you may need to cancel one of them in order to give the contractor enough time to complete the job, plus get the best results from the seal coat.
Turn off your sprinklers.
Schedule to have your sprinkler systems turned off 24 hours before the start of the project and do not turn them back on until 24 hours after the project is completed. The last thing you want is the sprinkler system to turn on and then have black sealer running down your concrete gutters into your storm drains.
Put a pause on projects and package deliveries.
Try not to plan other projects in the community at the same time as your seal coat project. A seal coat project will block off portions of the community and there will be zero access granted for at least 24 hours. This can impede other service providers from being able to complete their projects. If you are planning any projects that will involve heavier equipment coming into the community to perform work; you may want to schedule your seal coat project after that work is completed. The last thing you want is heavy machines ruining your brand-new seal coat.
Remind residents that their packages may not be delivered on the days that seal coat is being applied. The increase in delivery trucks coming through HOA’s has quintupled in the past two years. The delivery trucks will be blocked from entering residents’ homes so packages may be delayed.
If you have more questions about your seal coat project or need help finding qualified applicators, please contact us.