Organize the exterior by system
Track roofing, siding, trim, windows, doors, sealants, gutters, downspouts, decks, balconies, and drainage as separate systems. Each record should identify the building, material, installation or known repair history, warranty information, observed condition, and next review date.
Use a Minnesota seasonal rhythm
Spring
Review winter-related conditions after safe access is available: ice-dam pathways, displaced materials, drainage, sealant joints, staining, and resident reports. Document the same locations each year so the board can see change.
Summer
Complete planned repairs and capital work under appropriate manufacturer and weather requirements. Update records with photos, invoices, warranty documents, and final scope changes.
Fall
Clear drainage paths, review vulnerable transitions, confirm emergency contacts, and document conditions before winter. Avoid blanket maintenance claims; recommendations should reflect the actual assembly and prior findings.
Winter
Monitor from safe locations for ice, snow movement, leaks, and interior symptoms. Roof access and snow removal require trained professionals and a building-specific safety plan.
Turn inspections into board decisions
A board-ready inspection report should separate observations, interpretations, and recommendations. Group work into immediate safety or active-water needs, investigation items, planned maintenance, capital candidates, and conditions to monitor.
Reserve planning boundary: contractors can provide condition information and budgetary scopes. Reserve funding assumptions and useful-life decisions should be coordinated with the association's reserve professional, manager, accountant, and counsel as appropriate.
Build a common scope before requesting bids
Provide each qualified bidder the same drawings, finding log, specifications, quantities where known, alternates, exclusions, schedule constraints, warranty requirements, and resident-communication expectations. Verify Minnesota contractor licensing through the Department of Labor and Industry.
Keep the record current
- Inspection date, weather, access, and limitations
- Photos tied to building and location
- Work orders, invoices, and change documentation
- Manufacturer and workmanship warranties
- Board decisions and follow-up owners
- Completed work and final photographs
Start with a usable condition baseline
Hoyt Exteriors organizes exterior findings into a clear record for Twin Cities boards and property managers.
See the Property Baseline Program