A good maintenance program is a two-fold blessing that protects curb appeal and lowers long-term expenses. Its also a bit of a pain and easily overlooked until something is suddenly in shambles.

Gutter maintenance is a good example. As the primary recipient of roof watershed, gutters channel water away from storage areas. If blocked, they collect water. Inadequate drainage causes pooling and gives water access to areas where it shouldnt go.

In addition to avoiding tenant problems and costly repairs, consistent maintenance can lower operating expenses. Little things add up; using the right type and wattage in light bulbs, preventing air leaks in climate control buildings, and making sure photo sensors and timers are in good working order help to keep electrical costs as low as possible.

Planning

The keys to an effective maintenance program are planning, budgeting, organization and follow through. In the planning stage, identify items that require maintenance, then determine what activities are necessary and at what intervals.

Establishing a budget for time and materials is a natural second step. Use a calendar system to organize the tasks into a manageable program. Some maintenance activities will be daily, some weekly, some monthly, etc.

For example, entry and exit gates are in recurrent motion and constantly exposed to the elements and abuse. They require several types of maintenance that can be scheduled at varying intervals. Initially, you may want to schedule a daily visual check of gate operation and moving parts such as chains or lift arms; weekly track cleaning; monthly chain lubrication; and a quarterly wheel check. Ensure a consistent schedule with a checklist for each time period and monitoring program.

Though each facility has unique potential problem areas, maintenance can be roughly grouped for roofs, walls, interior hallways, units, drives, landscaping, fencing, security, equipment, exterior lighting, signage, office and restroom.

Roofs

Roofs need to be kept clear of debris. As a rule, checking for roof debris cant be performed adequately from the ground. Occasionally, the roof should be walked or, at least, checked from a ladder. (Note: Before walking a roof, always check manufacturer specifications!) Water will collect around anything left on a roof, causing deterioration.

In a new facility, a metal roof should be swept clean of any metal debris or shavings. Even a galvanized roof is eventually subject to corrosion due to wet metal-on-metal conditions. Make sure water runs off unimpeded; gutters and downspouts must be installed with adequate cut outs. Loose screws and deteriorated sealants should be repaired at the first sign of leakage.

The best time to see if roofs are draining properly is during heavy rainfall. Its better to get a little wet and be sure everything is working properly than to discover a blockage too late. If vinyl-back roof insulation is used and pooling is discovered in the insulation above a unit, check first for wickingexposed insulation at the roofline that draws in water during rain. Other sources of water leaks are likely to require a professional to determine cause.

Walls

Downspouts should empty onto splashes rather than asphalt or landscaping. This prevents erosion. If salt stains appear on block walls, water is seeping into the block. This is usually caused by improper sealing of the block; however, it may also happen if a juncture between block and other building materials is improperly constructed or sealed.

Over time, insulation within walls may sag or pull away. If you suspect heating or cooling is becoming less effective in a climate-controlled building, the problem may stem from deteriorated insulation. Wall surfaces can be checked by hand to see if the temperature is consistent over the plane of the wall. This may be easiest to judge at the corners. If insulation is uniformly in place, the temperature should be uniform too. A visual indication of a problem, sweating, may appear if there is a temperature inversion with a heated surface meeting a cool surface with no separating insulation.

Interior Hallways

Concrete floors should be sealed to prevent staining. Use a sealer that is at least 22 percent solids. The solids fill in the pores in the concrete allowing the sealant to stay on top without being absorbed. Floors should be resealed every five years and mopped every monthmore often if necessary. White walls reflect more light and brighten interior hallways, but dust rests on the surface of corrugated panels. Wipe them down quarterly.

Exit signs should be of minimal height and hung closely to the ceiling. Check light bulbs, intercoms and automatic air fresheners on a routine basis.

Units

To maintain good relationships with tenants and get referrals, its imperative to have doors that glide easily, stop correctly when opened, and line up correctly when locked. Self-adjusting doors with ball bearings are the best maintenance choice.

When tenants vacate, make it a part of normal clean up to lubricate doors and check for proper operation. Replace worn weather stripping, touch up painting, spray for insects and wipe down walls. And dont neglect continuing tenants! If long-term units are frequently accessed, set up a schedule for upkeep. Unit maintenance doesnt have to be constant, but it shouldnt be forgotten.

Drives

Controlling the effect of moisture is the single most important factor in minimizing maintenance expense for drives. Improperly sealed cracks in drives provide an entry point for water. Water expands and contracts with temperature variations and causes ground swelling in expansive soils. Stop moisture seepage with sealants. Use an all-purpose vegetation killer to prevent grass and weeds from transforming small cracks into big ones.

Landscaping

Brightly colored flowers draw attention to your facility, but over time, plants tend to build up in height. If they become higher than the concrete, water will drain into the building rather than away from it. The level of landscaping materials must be lower than the lowest concrete portion of your building and have a slope down and away from the building. Landscaping should be kept neat and weed free. Graffiti, trash and debris should be removed as soon as discovered. If trash blows against fencing, even on the outside of the property, it should be removed.

Fencing

Fencing should be in good repair at all times. Damaged fencing leads tenants to believe security is compromised. Keep fence lines free of grass and weeds by routinely spraying with weed killer. Once vines get into chain-link fencing, they are a bear to get out; dont let them get started.

Security

Clean the tracking of sliding gates every week. The more friction on a wheel, the harder the motor has to work, and the quicker it wears out. Keypads and entry-door docks should be kept clean and in good repair. Checking them on a schedule rather than waiting for a problem to be reported demonstrates to the tenant that security is a priority.

Equipment

Trash dumpsters require concrete pads. Over time asphalt will not accommodate the heavy weight of trash trucks. Dumpster areas should be checked at the end of each day; its amazing what people will throw in there if they think they can get away with it. If possible, place a security camera so the trash enclosure is in view. Post a notice to tenants regarding items that may and may not be placed in trash receptacles, as well as penalties for unauthorized use. Mention the camera surveillance as a deterrent to misuse.

The golf cart is a reflection of a facilitys professional image. It should always be clean and in good repair. Follow manufacturer instructions regarding maintenance. Check the following items on a regular basis:

HVAC

Manufacturer instructions should be followed to maintain the life and effectiveness of HVAC units. Most units have a drip pan and drains. Algae growth in the drip pan will clog drains. When condensation water overflows the pan, its often misinterpreted as a leaking roof.

To keep algae from forming, algaecide-type tablets should be used routinely in the pan. Filters need to be changed on a scheduled basis. Dirty filters will direct air around the edges of the coils instead of through them, causing the unit to work harder and shortening system life. Further, when coils get dirty, theyre expensive to cleanand even more dear to replace.

Lighting and Signage

Modest illumination is usually sufficient for drives, but burned-out bulbs should be changed immediately. Night lighting instantly gives tenants an impression of how well you care for your facility. Replace burned-out exterior lights (floodlights, sodium, mercury vapor) with the appropriate product. If the proper replacement part isnt used, other elements of the system can be damaged.

The purpose for lighted signage is to draw attention to the facility. Signs that are illuminated improperly become a negative advertisement.

Office

The office should be kept clean and well organized. Office appearance has a direct impact on a customers perception of facility operation.

Keep warranties and purchase documents where they are easily accessible. Each facility should have designated files for warranty information. Often, construction contractors provide a warranty covering a short period, while equipment- and materials-manufacturer warranties have a much longer duration. Roof warranties may be as long as 20 or 30 years; five years is typical on HVAC.

Whether your facility presents a high-tech image or down-home charm, the care with which its maintained tells clients how youll care for their belongings. Youll win or lose sales on that basis alone. So, plan what needs to be done, organize the best method to accomplish the tasks, and follow through with a routine. 

Donna May is president of Cross Metal Buildings, a self-storage buildings provider and member of the Parham Group. May is a real estate broker and partner in 11 startup storage projects totaling more that 700,000 square feet. For information, call 210.477.1260; email [email protected]; visit www.crossmetalbuildings.com.