Maintenance Planning: Regional Challenges for Timeshare Associations and Property Management.
By Shep Altshuler, Publisher, Timesharing Today
In a recent interview with TimeSharing Today, Shep Altshuler, Publisher, spoke with Gary Porter, CEO of Facilities Advisors. Porter discussed the importance of strategic maintenance planning for resorts located in diverse regions across the United States.
With different weather patterns and structural demands, each area presents unique challenges. Porter emphasized that tailored maintenance solutions are critical to ensuring the longevity and safety of properties. The following are the details of the interview.
Regional Challenges in Maintenance
According to Porter, effective maintenance planning is critical for the longevity of any resort or property, but it requires a customized approach based on the specific regional conditions — The challenges resorts face are diverse, with factors such as climate, soil quality, and exposure to environmental elements impacting each property differently.
In colder climates, properties must contend with freeze-thaw cycles, snow accumulation, and ice formation. Conversely, properties in desert regions face intense heat, sun exposure, and dry air, which can degrade certain materials over time. In coastal regions, salt air and humidity accelerate corrosion of metal components, which requires more frequent attention.
"There's no one-size-fits-all solution," Porter noted. "A maintenance plan that works well in one part of the country may be completely ineffective in another. We have to think about each location's unique environmental factors when creating these plans."
Impact of Climate on Building Materials
Porter explained that the materials used in construction vary greatly depending on the region, and these choices significantly influence the maintenance strategies a property will need. In some parts of the country, metal and wood components might perform well — In other areas, those same materials could deteriorate quickly.
For example, in humid regions, wood might be prone to rot and requires consistent treatment to protect it from moisture and pests. In dry climates, wood can crack and split without proper care. Similarly, metal can withstand the dryness but may rust quickly when exposed to coastal salt air, requiring periodic inspection and maintenance to prevent corrosion.
"Building materials are just as important as the environmental conditions when planning for maintenance," said Porter. "We take both into consideration when developing long-term strategies for our clients."
Structural Integrity and Long-Term Planning
Structural issues are another area where maintenance planning is essential. Facilities Advisors has worked with properties experiencing a wide range of structural problems, from foundation issues to compromised supports. These problems often arise from environmental factors that put unique stress on buildings, such as soil movement, storms, or gradual degradation of materials.
Porter shared how ongoing monitoring and regular inspections can catch structural problems early. Properties with improper drainage systems, for example, are at risk of foundation damage due to water buildup. Regular monitoring of the property’s drainage systems can prevent these costly issues.
"Preventive measures are key to avoiding significant problems down the line," Porter explained. "Regular inspections can identify small issues before they become large, expensive repairs."
The Role of Reserve Studies in Maintenance
Porter emphasized the relationship between reserve studies and preventive maintenance, noting that both are critical components of a property’s overall health. Reserve studies help identify when major systems or components, like roofs or HVAC systems, will need to be replaced. However, reserve studies alone aren't enough—they must be complemented by a robust, ongoing preventive maintenance plan.
"Think of reserve studies as your roadmap for large repairs and replacements," Porter said. "But preventive maintenance is what extends the life of those components and ensures that your major investments aren’t compromised by smaller, everyday issues."
For example, regular upkeep like cleaning gutters, inspecting HVAC systems, and maintaining exterior materials such as siding or windows are all preventive measures that can significantly delay the need for costly repairs or replacements.
Timing of Engagement: When to Bring in Experts
Porter was clear on the importance of timing when it comes to maintenance planning. "The right time to start maintenance planning is now," he advised. "Many properties wait until there's a crisis, which leads to much higher costs and more complex repairs."
Engaging with consultants like Facilities Advisors early in the process can prevent deferred maintenance and costly emergencies. Porter pointed out that when routine maintenance is neglected, problems can grow exponentially. A small leak that isn’t addressed can lead to mold growth or structural damage, for example, adding thousands of dollars to repair bills that could have been avoided with early intervention.
"Waiting until a problem becomes serious is a mistake we see far too often," Porter said. "Proactive planning will always save you money and headaches in the long run."
Maintenance Manager Qualifications
Porter also stressed the importance of having a qualified maintenance manager on site. "A good maintenance manager doesn’t need to be an expert in every discipline but should know how to hire and manage experts for tasks like plumbing, electrical work, or structural repairs," Porter explained. The key to effective maintenance management lies in the ability to oversee a wide range of tasks and coordinate efforts with qualified specialists.
Facilities Advisors advocates for training and certification programs to ensure that maintenance managers stay up-to-date with the latest building standards, regulations, and technologies. Organizations like the International Facilities Management Association (IFMA) offer valuable certifications that equip maintenance professionals to handle the evolving demands of property management.
Comprehensive Maintenance Process
When a property first engages Facilities Advisors, the process begins with an on-site assessment. This analysis often includes a reserve study, which identifies the major components of the property that will require future repair or replacement. The team at Facilities Advisors then works with the property to develop a comprehensive maintenance manual tailored to that property’s specific needs.
"The goal is to create a clear plan for preventive maintenance, which includes day-to-day upkeep and long-term planning," Porter explained. "By outlining what needs to be done, when, and how, we help properties stay ahead of potential problems and keep everything running smoothly."
Adapting to Industry Changes
Facilities Advisors has seen a marked increase in inquiries following the Champlain Towers collapse, which brought renewed attention to structural integrity and maintenance oversight. "There’s a new level of urgency among property managers now," Porter said. "People are more aware that deferred maintenance can have tragic consequences."
Facilities Advisors has helped clients re-evaluate their maintenance programs in the wake of such disasters. According to Porter, more and more properties are now looking at long-term planning, with an eye toward safety and sustainability.
"Property managers and boards are becoming more proactive," Porter added. "It’s not just about keeping the property looking good—it’s about making sure the buildings are safe, functional, and well-maintained for the long haul."
About Facilities Advisors:
Facilities Advisors is a leading consulting firm specializing in maintenance planning and reserve studies for residential, commercial, and resort properties across the United States. With a client base of over 2,000 properties, Facilities Advisors provides tailored solutions that take into account the specific environmental, structural, and operational needs of each location. For more information: Call Gary Porter, FMP, RS, CPA, RRC, Facilities Advisors International, 702-605-2394, Email: