Why Proactive Committees Save Thousands (And Reduce Stress)

A committee that plans ahead costs owners less money and causes less stress.

I’ve watched schemes that are proactive handle issues with grace. I’ve watched reactive schemes fight fires constantly. The difference isn’t luck. It’s planning.

The proactive approach

A proactive committee:

Does regular building assessments to understand what’s coming. Sets a five or ten-year maintenance plan based on the building’s lifecycle. Funds the sinking fund to support that plan. Communicates the plan to owners so they know what’s coming. Makes decisions when there’s time, not when there’s crisis.

This means sometimes levies are higher than if you underfunded. But it means no special levy shocks. No emergency decisions made under pressure. No crisis repairs that cost three times more than preventive ones.

The reactive approach

A reactive committee:

Maintains the minimum sinking fund. Addresses issues when they become emergencies. Makes quick decisions under pressure. Tells owners about special levies when there’s no choice.

This keeps levies seemingly low until a crisis happens. Then suddenly there’s a big special levy. Or work gets deferred because there’s no money. Or the building deteriorates.

The cost difference

Proactive: Regular levies at a sustainable level. Owners know what’s coming. No special levy shocks. Building stays well-maintained.

Reactive: Lower levies for a while, then big special levy when crisis happens. Or deferred maintenance compounds costs. Or emergency repairs cost far more than preventive ones would have.

Proactive often costs less overall, even though regular levies are higher.

What proactive planning looks like

Year 1: Get a building condition assessment. Understand what’s aging, what needs work, what’s coming.

Year 2: Create a 5-10 year maintenance plan based on the assessment. Calculate costs. Set sinking fund contributions to support the plan.

Year 3-10: Execute the plan. Communicate progress to owners. Adjust as needed.

This is boring. It’s not exciting. But it prevents crisis.

The stress angle

Reactive committees are constantly stressed. There’s always a crisis. Decisions have to be made fast. No time to think. Owners are always frustrated.

Proactive committees are calm. They know what’s coming. They have time to plan. Owners understand the long-term picture. Decisions feel measured instead of desperate.

How to start being proactive

If you’re currently reactive, start here:

Get a building condition assessment done this year. Understand what’s coming. Create a simple maintenance plan. Set realistic sinking fund levels to support it. Communicate this to owners. Start executing.

It takes time to shift from reactive to proactive. But the payoff is lower stress, lower surprise costs, and better owner satisfaction.