Routine, Rudimentary Upkeep
Checklists keep duties from falling through proverbial cracks

By Rebecca McMahan

A well-maintained facility is a self-storage operators No. 1 marketing tool. But maintenance is often confused with repairs when, in fact, a site that is consistently cared for will have fewer fixes, even if it is older. A manager no longer needs to have knowledge of electrical wiring, plumbing and HVAC equipment. He does, however, need to look for irregularities in any of these systems and perform routine preventive maintenance so the facility does not incur unnecessary expenses.

If you have worked at a facility for any length of time, especially if you are a resident manager, you may tend to overlook minor maintenance issues. But there are few tricks you can use to look at your facility through fresh eyes. First, change your routine. For example, if you always begin your walk-through at the front of the facility, start from the back one week. You really will begin to see things differently. Second, have another staff member (i.e., a relief manager or partner) walk the property and grade you on the maintenance. Challenge this person to find weaknesses and present criticism in a helpful manner.

Because so much of facility maintenance is routine, its important to create a checklist of duties to follow. You can be very detailed in the creation of your list, but be sure its an inventory you will actually use. A list can be a very important tool to verify you are performing all necessary tasks, one you can give your supervisor as proof you are involved and proactive in maintaining the site. You might consider using daily, weekly, monthly and annual checklists. Following are a few items you may want to include.

Daily

• Inspect driveways, sidewalks and landscaping for any damage and remove any outdoor debris. Check for leaves, stones, twigs, papers, bottles, cans, cigarette butts, etc. Haul any refuse left behind by tenantssuch as old furnitureto the dumpster.
• Inspect the fence line for damage.
• Walk the property and look for damage to doors, hallways, partitions, etc.
• Clean the office and restrooms, checking them several times a day, including glass doors and windows. Stock paper goods and supplies as necessary.
• Test gate systems by actually entering an access code to ensure the keypads work and the gate is operating.
• Change any extinguished light bulbs or failing florescent lights. (Dont wait for them to go out completelythe flickering of a faltering florescent bulb can be irritating to tenants.) If you have elevators, verify they are clean and operating.
• Sweep facility corridors and entryways.
• Clean inside the golf cart, making sure the seats are in good repair and there is no trash.
• Check all surveillance cameras and monitors to ensure they are working correctly. Also verify your VCR or DVR is actually recording and recordings are visible.
• Dust and stock any retail displays, and remove all clutter from countertops in the office.

Weekly

• In the office, wipe down window blinds and sills.
• Wipe down all computers and phone equipment.
• Perform required maintenance on your management software, i.e., compact and rebuild your files.
• Mop all floors and corridors.
• Wash the exterior of the golf cart.
• Perform a nighttime inspection to verify all lights and signage are working properly.

Monthly

• Recommended gate maintenance to your supervisor. (Check with your gate installer or manufacturer for a detailed maintenance schedule.)
• Clean building gutters. (This may need to be performed more often during certain times of the year and in certain parts of the country.)
• Change air-conditioning filters.
• Paint or touch up curbs and bollards.
• Check overhead doors to ensure the tracks are clean and well-oiled, and replace any worn ropes or springs. A good time to do this is when a tenant vacates.

Annually

• Have the office carpet cleaned.
• Check the dates on all fire extinguishers and replace if necessary.
• Schedule routine inspections on all major facility systems, including the HVAC, elevators, fire sprinklers, etc.

A facility manager should document any minor repairs he has performed, notify his supervisor of any items that require an outside contractor, and follow up until the repair is completed. He does not need to be a jack of all tradeshe simply needs to care about the property he operates and maintain it in a way that reflects pride. A well maintained facility will attract customers who are more inclined to respect it while they are renting and leave their units clean when they move out. It will also leave customers an overall impression of a well-run operation, encouraging them to recommend the facility to others.

Rebecca McMahan is the owner of Management On Site Training Inc., which offers consulting services, training and start-up services in the self-storage industry. She has taught several owner and manager classes, along with grassroots education seminars in Texas. For more information, call 713.838.2339 or e-mail [email protected].

Keeping a well-maintained self-storage facility involves sundry tasks, the least pleasant of which involves the eradication of nasty critters that make any building unappealing. Rats, mice, pigeons, cockroaches, ants, termites, stray animals and other pests will not only chase away tenants, they will make a business distasteful to the employees who operate it.

Dealing with pests in a place of business is different than confronting them in a residence. Homeowners have the luxury of deciding their particular comfort levels when it comes to multi-legged invaders. Some people see a couple of ants in the kitchen and shrug them off as a fact of life. Others see an ant crossing the driveway 100 feet from the house and call the National Guard. Business owners don’t share the same advantage. An inch-long cockroach standing guard at your lobby entrance isn’t the best way to start a relationship with a potential tenant. While a complete pest-control compendium would be impossible in the scope of one article, the following will provide sound advice in some of the areas storage operators find most daunting.

What to Do About Rascally Rodents

Here are a few things you probably didn’t know about rodents:

• An average-size rat can squeeze through a gap about the width of your pinky finger, an adult mouse through a gap the thickness of this magazine.

• A healthy female rat can give birth to six litters per year, with as many as 20 baby rats per litter. Each new female is ready to breed at about three months of age.

• Many fire investigators say one quarter of all structure fires of “undetermined origin” are caused by rodents gnawing on electrical wire.

• Even today, rats can transmit the bubonic plague to humans.

• Groups of rats are called packs. (You thought Sinatra just made that up off the top of his head?)

• Rats and mice aren’t all that fond of cheese.

Unless you consider simply embracing the presence of rodents at your self-storage facility as some form of enlightened social consciousness, there are four basic steps to a rodent-control program. To be effective, all four steps must be taken in the order described here.

Step One: The Inspection. Short of seeing a live rat or smelling a dead one, the most obvious sign of these non-rent-paying creatures is their droppings. Rodent droppings vary in size, from one-eighth of an inch to a half-inch. They are about the same shape and texture of a popular rice breakfast cereal (the lawyers for which would probably take exception to my using the brand name to make the comparison.) Other less obvious indications are gnaw marks in electrical or PVC conduits, rips or holes on the coverings to heating and cooling ducts, and open burrows filled with nesting materials. A pest-control professional may use a black light in a darkened area to detect the presence of urine trails or special powders to track little footprints.

Step Two: Sanitation. This generally tends to be less of an issue in self-storage facilities. No doubt you have rules as to what your tenants can and cannot store in their spaces. Obviously, food for human or animal consumption should be strictly regulated if not completely prohibited. Tenants should be required to dispose unwanted items and trash off-site. The facility dumpster or trash containers should be secure to prohibit use by tenants—of both the two- and four-legged variety.

Step Three: Exclusion. There is no more important issue in rodent control than a tight building. The same measures you should take to keep your energy costs down will help keep rodents out of your buildings. Always use the strongest, most durable materials to seal your doors and utility openings. While it will not always be cost-effective to completely seal off the structure, and rodents are particularly persistent and adept at exploiting structural weaknesses, the harder you make them work, the better the chances they won’t get in.

Here are a few tips on rodent-proofing a building:

• Trim vegetation away from the structure. Never allow overhanging tree branches to contact the building or roof.

• Expanding foam is just a quick fix—always use heavy-gauge hardware cloth or flashing to cover holes and gaps.

• In wooden roof structures, check for water damage or soft spots. (See comment above about rodents exploiting structural weaknesses.)

• Employ self-closing exterior doors wherever possible.

• Maintain screens on all windows that can be opened.

Step Four: Elimination. One hundred and fifty years ago, it took two months to deliver a document from New York City to San Francisco. Today it takes two seconds. One hundred and fifty years ago, it took six weeks to travel from New York City to London. Today it takes less than six hours. One hundred and fifty years ago, the best way to kill a rat was a spring-loaded metal trap mounted on a scrap of wood. Today, well, the best way to kill a rat is a spring-loaded metal trap mounted on a piece of wood! OK, “best” might not be the right word for those not inclined toward handling dead rodents. It remains, however, the most effective method to quickly eliminate an established population. It also requires the least expertise and expense.

The most efficient way to set snap traps is to place them where you and the rodent can easily access them. Rodents normally travel the same path consistently to move about their surroundings, so if you see droppings, chances are your little friend will be back soon. Simply coat the business end of the trap with a small amount of chunky-style peanut butter and place it on a flat surface. DO NOT arm the trap until you are ready to place it. (I have armed a trap before I was sure where I wanted to put it, and I have the X-rays to prove it!)

Ideally, you will place the trap perpendicular to a wall, with the business end facing inward. In warmer weather, check the traps daily; otherwise, check them every other day. Be patient. Rodents are sensitive to new objects in their environment, and it may take them a few days to get used to the traps, even if they smell yummy. If you are successful, simply dispose of the dearly departed and the trap together. Keep at it until the traps collect dust quicker than they collect rats. There are a number of live-catch options available to the general public; however, these devices tend to be expensive and require some expertise. The larger the target rodent, the less effective these things are.

Another option is sticky trap or glue board. Basically, it is a piece of plastic or cardboard coated with a glue like substance. This is placed much like snap traps. Sticky traps tend to be ineffective against larger rodents, as even professional-grade sticky stuff isn’t strong enough to mire any rat with some sense of self preservation. It generally will hold a mouse or young rat. Just be prepared to deal with a very unhappy little camper if it’s still alive.

No primer on rodent control is complete without a word about electronic devices. Sometimes called ultrasonic or electromagnetic pest repellers, they tout high-frequency sound waves or eltromagnetic pulses as a means of controlling rodents, insects and a variety of other unwanted wildlife. They all have one thing in common: They don’t work.

In a number of cases, manufacturers of these devices have been prosecuted by the federal government for making false claims and fraud. Consider this bit of wisdom taken from official Department of Defense policy: “Electromagnetic exclusion or control devices, ultrasonic repellent or control devices ... will not be procured or maintained with public funds, and personnel should discourage the use of such devices by pointing out their relative ineffectiveness.” Now, go unplug them, put them in a bag, and hide them at the bottom of your dumpster, and no one will be any the wiser!

Sorry, Mickey, but the best way to control a rodent population is to kill as much of it as you can. This brings us to the subject of controlling pests with poison. There are a number of products available for use by the general public (e.g., De-Con). I can’t stress strongly enough that toxic substances to control pests, sold for use by John Q. Public, should never be used in a commercial environment.

If it isn’t illegal where you do business, just ask your insurance carrier what it thinks about the idea. If you are considering using either poison baits or fumigants at your self-storage facility, the limiting factor is not expertise or legality but liability. Poison baits and fumigants are a highly effective means of eliminating rodent populations but should only be applied by a licensed, insured professional.

Ants and Termites: Eating Away at Profits

Wood-destroying insects and organisms present a particular problem to anyone who earns a living off real estate. When we discuss insects in this context, the culprit is almost always termites and less frequently Carpenter Ants. (In the interest of brevity and a show of good faith that I’m not trying to pad my word count, wood destroying insects and organisms will hereafter be referred to as WDI/O.)

No real estate transaction should ever be undertaken without a comprehensive WDI/O inspection. It is unlikely any reputable lender or broker would allow a real estate transfer to close without certification that the structure is free of WDI/O. A realtor once asked me how much faith he should have in the WDI/O inspection report he was given on a property he was considering for purchase. My answer was, “not much.” The issue wasn’t the contents of the report, the company performing it, or even the results. The concern is the prospective buyer was not the final arbiter in the hiring of the company performing the inspection.

Unfortunately, there are a lot of unqualified businesses and individuals in the building- inspection industry. No doubt the majority of people in this business are competent, ethical professionals. The problem is, in most states and provinces, the industry is grossly under-regulated. The individual who comes to inspect your structure could have gotten the job simply by watching a one-hour video on WDI/O and taking a self-evaluated exam.

You, as the buyer, should take steps to ensure you are getting a quality report on the condition of your potential investment. This is normally the part where I give you a bulleted list of information related to the topic. Unfortunately, laws and regulations vary so greatly from place to place, this article would need to be several hundred pages long. In conducting my research, I tried to gather info by checking Internet resources on a state-by-state basis. Working in alphabetical order, I finally threw in the towel at California. However, there are a few bits of advice I can give that will cover a lot of ground:

• First, seek qualified legal advice from a lawyer with no connection to any of the parties involved in the real estate transaction. Given the size of your investment, and the ramifications of a bad WDI/O report, hiring a lawyer who specializes in real estate is money well spent.

• Second, if you are comfortable with your knowledge of the rules of the game, hire an inspector who has no financial interest in the outcome of the examination— except if he screws it up!

• There is actually a third piece of advice that can guarantee you will not have a termite problem in your building: Buy it in Alaska. It is the only state where termites have not been detected.

Finally, just because you are dealing with buildings made of steel and concrete, doesn’t mean WDI/O is not an issue. While your structure may be impervious to such things, the contents aren’t. A termite doesn’t care if it’s eating a 2-by-4, a cardboard box full of financial documents or an antique dresser. Your liability for the condition of the contents introduced to and stored in your facility is likely quite limited, but your reputation is at risk.

Now, on to the topic of ant control. The common theme of most questions I receive regarding this issue involve ants invading a structure and not going away, even though the outside source of the ants is located and thoroughly treated. This is a dilemma for amateurs and professionals alike. Even if you managed to kill all the ants outside, you have to deal with the ones inside.

Most pesticides in use to control ants are classified as Pyrethrins and Pyrethroids. Pyrethrins are a naturally occurring chemical derived from the Chrysanthemum plant. Pyrethroids are man-made versions of the same. While they are an effective pesticide, they also act as a repellent. Since ants live outdoors, what you’ve done when you use the repellent outside is block their exit. When you spray the ants inside, all you are doing is killing the ones you can see. You end up chasing ants around your building for days on end, killing a few at a time and contaminating your environment.

Baits are the preferred method of treatment when dealing with ants close to a structure. Baiting gives the ants no reason to go inside in the first place, and while a little slower acting than pesticides, it is more efficient. If you decide to have a pest-control professional handle the situation—which I recommend—choose one that uses bait as his main weapon of choice against insects.

Aviary Annoyances

A lot of storage operators ask my advice on the topic of pigeon and/or bird control, as these pests love to roost at places like storage facilities, which see relatively little human traffic. As a rule, visual devices like plastic birds of prey (owls), foil streamers, etc., that many people will try offer brief relief at best. It doesn’t take pigeons long to figure out whatever you are trying to scare them off with won’t actually eat them. Sometimes, just to show us who really runs this planet, they will cake the fake owl with poop and leave the surrounding area spotless. OK, maybe it’s a stretch to assume they are doing it to mock us, but after a day or so, the plastic bird is just another thing to sit on.

The same holds true for just about any device you might use to chase pigeons off. A number of large airports spent a pile of money on “noise cannons,” literally large gun-like devices that emit a loud boom-type noise to scare away pigeons and seagulls. After a few days, the birds would merely jump a few feet at the sound of the cannon firing. Soon, birds that frequented the area learned to ignore the sound. Worse yet are those so-called ultrasonic devices. The only chance of gaining any control using ultrasonic bird repellants is if the pigeon laughs itself to death.

As with many pests, the best way to keep pigeons away is to eliminate nesting places and roosting spots. Eaves and gables can be relatively easily covered with some sort of netting. Anti-roosting devices come in several forms, the most popular being a spike strip that can be attached to any surface a bird might sit on. Spike strips can be easily installed by the property owner and cost roughly 45 cents per linear foot.

Finally, controlling birds with chemicals or poison should be done only as a last resort and is best left to someone who is licensed. In many places, it is illegal for an unlicensed person to use poison in the control of nuisance birds.

The Stray Cats

Feral cats are very much a pest-control problem. While they may have some minor value as a method of rodent control, they will introduce more pests than they will consume. In addition to carrying diseases that can be transmitted to domestic pets, they carry parasites, like ticks and fleas, which can transmit disease to humans. In addition, there is undoubtedly a percentage of your customer base that is allergic to cats.

Your best bet is to use live-catch traps. These devices are cage-like traps baited with cat food, with a spring loaded door that closes behind the animal when it enters to take the bait. While you can purchase them, many animal-rescue organizations will let you borrow them at little or no cost, and take the cats off your hands for a small fee. With a little luck and a lot of patience, you should be able to handle this situation without shelling out a pile of money. In the interim, make sure they don’t have any alternative food sources like open dumpsters or trash cans.

Choosing a Pest-Control Company

When it comes to the business of banishing pests from your facility, you have the option of dealing with our little friends personally; but there are a few things you should understand. Rule No. 1: Potential liability, not personal knowledge, is the first consideration in deciding whether you are going to solve the problem on your own. In many states, it is illegal to use pesticides labeled for residential use in a commercial setting. In counties and states with less stringent statutes on such matters, the Occupational Safety & Health Administration and the Environmental Protection Agency have a stack of regulations that cost the lives of thousands of innocent trees to print.

I’m not telling you to toss the Raid and Black Flag into the dumpster, but if you don’t already have a pest-control company on your Rolodex, it’s time to look at the big picture. A pest-control service means one less thing for you to handle. Once you find the right company for the job, the problems become the company’s, not yours. Equally important, much of the liability resulting from pest-control measures becomes the company’s as well. Of course, there is the new entry in the accounts-payable column, but the benefits almost always outweigh the costs. The revenue you lost from those two renters who saw the rodent droppings in their units would have covered the cost of a regular pest-control service.

For most people searching for a pest-control service, the first impulse is to go to the good old Yellow Pages (or whatever they call those big books with all the phone numbers and information on what to do in case of your most prevalent disaster). Resist the urge. Your first inquiry should be to other businesspeople. This is a good time to put those networking skills into action.

Your best bet is to contact the local chamber of commerce or similar network of local business interests. If you choose the phone book, check out the Better Business Bureau issue. If you end up using other phone books or advertising sources, ignore any company that goes by AAAAAAA Pest or AAAAaron Exterminators. Actually, they may be totally competent pest-control providers, but we should all do our part to discourage this lame marketing strategy. (Please, don’t let there be any AAAAAAA Self Storage Centers out there).

If nothing else, look for companies that use the same basic advertising tools you do. If you share similar marketing strategies, chances are you share similar business philosophies, creating a greater likelihood of a mutually beneficial working relationship. Here are a few other things to keep in mind:

• Bigger isn’t necessarily better. A smaller company is more likely able to tailor a program to your specific needs. Larger companies tend to have a “one size fits all” philosophy, particularly when it comes to commercial accounts. Do, however, keep in mind that some of the big pest-control brand names have independently owned and operated franchises that are worth a look.

• Older isn’t necessarily wiser. Newer companies tend to emphasize customer service as a major selling point. Word-of-mouth is everything to newer businesses, and they want your mouth to say nice things about them. When dealing with a company with a shorter track record, checking references is a must. When considering any pest-control company, check insurance and licensing documentation diligently.

• Is the person selling you the work the same person who will be performing it? That’s a big plus. Too many pest services use salespeople who have never spent a day in the field doing actual pest control. If you are inquiring about a regular service and have to go through a sales rep, insist on meeting the person who will actually perform the work before making any deals.

• Price isn’t everything. In the pest-control business, the adage, “You get what you pay for” rings true. If a company’s main selling point is its low rates, it’s probably just that—a low-rate company.

• Any service agreement you are offered should be in plain English, short and to the point, and should contain no tiny letters or Latin words. Lack of a written service agreement is no deal-breaker. Personally, when I offer a potential customer an agreement, it’s in the form of a handshake.

• Does the company emphasize Integrated Pest Management (IPM)? IPM is the use of a broad variety of techniques and strategies to control pests, as opposed to plain old chemical warfare. IPM might consist of such measures as trapping, baiting, exclusion, landscape modification and the use of moderated amounts of pesticides. IPM is the weapon of choice for today’s pest-control professional.

• Last but not least, trust your instincts. Gut feelings are almost always a parameter in a good business decision.

 

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The Chuckle Rule

By Tron Jordheim

There are many mathematical formulas and behavior theories one could consider when crafting a sales program and projecting a sales cycle. None of these prescriptions is more fun than the Chuckle Rule.

There are a few basic drives that steer humanity. First, there are basic physical needs, such as food and shelter. Then there are more emotional forces, such as love, fear and greed. Some behaviorists might disagree, but I believe laughter is another of the basic drives that determine human behavior. It certainly is one of the healthiest, most enjoyable activities in which a person can participate. When laughter is involved in the selling process, it becomes a powerful tool.

Most selling situations can get a little tense. There are a lot of emotions involved in any buying process. Many people do not find their need for storage to be a happy circumstance. In the self-storage market, sales situations often involve two or more companies competing for a prospects business, which can bring pressure to a boiling point. If your occupancy is a little off or you feel threatened by a new competitor in your market, you might feel the need to fight for your next rental.

So there you are at your counter, not wanting a prospect to slip away. Then there is the prospect, who, in many cases, would rather smash his thumb with a hammer than have to put his stuff in storage. The use of all your best sales techniques might seal the deal and get a signature on the lease. But there is a simple, fun method to dramatically increase the likelihood of doing business with the customer: Share a few laughs.

Here is the fine print on the Chuckle Rule: The laugh has to be generated by something appropriate that fits the situation. You need to listen to the prospect, assess his mood, and then find something about which to joke or laugh. With the first chuckle, you will see the stress on the prospects face melt away and a shine start to show in his eyes. The second laugh will give the person an even deeper release; the third will make you friends for life! OK, maybe the effect isnt quite that dramatic. The point is to make your prospect feel comfortable, even better about his situation.

You may, in your quest to share a giggle, encounter a prospect with no sense of humor. Or, if he is from another country, his concept of humor may simply differ from yours. In that case, youll need to rely on your well-honed sales skills. But there are a few ways to prime people for a good laugh. Find some clean, funny cartoons and post them in your office. You might get a chuckle out of a prospect before you even say hello! You can also learn a few good jokes and share the laughs while giving facility tours.

The power of the chuckle is exponential. Two laughs shared increases your likelihood of doing business by a factor of four. Keep in mind, there is a point of diminishing returns somewhere around the third to fifth laugh, depending on the situation and the people involved. Laughter will never ensure the sale, but it will help establish a good rapport with your clients. And once you set the precedent, customers may come into your office just to share a joke or comic. Give your them chuckles, and they will come back for more.

Tron Jordheim is the director of PhoneSmart, which serves the self-storage industry as an off-site sales force that turns missed calls into rentals. This rollover-call service serves as a backup to store managers. Mr. Jordheim has started several successful businesses from scratch, and assisted with acquisitions as general manager of the Mid-Missouri Culligan Bottled Water franchise. For more information call 866.639.1715; e-mail [email protected].

By Bert Brown

When you think of baseball, several popular nicknames come to mind, like The Babe (Babe Ruth), Hammerin Hank (Hank Aaron) or the Iron Man (Cal Ripkin). Every kid who dreams of making it big in the sport probably thinks a great nickname is an indication of things to come. But when I was in my 20s, standing in the batters box at a weekend softball tournament in Nashville, Tenn., I realized the nickname that had been bestowed on me by my comrades of the dirt diamond was not so great. (It was at this point the harsh reality set in that you dont get to choose your own magnificent moniker!)

During our four-hour trip to the game, I had managed to leave on my left turn signal for nearly the entire way, with everyone following behind me. I later tried to explain that my 6-foot, 4-inch height kept the signal indicators from my view, and the deafening blare of the stereo drowned out the flasher sound. As I had been driving at high speed, I had stayed in the left lane the whole wayno need for a signal. Nevertheless, from that point, any time I heard encouragement from my teammates in the dugout, it was addressed to Blinker.

I admit I still leave my turn signal on from time to time. Maybe I dont see or hear the indicators. Most likely, my mind is elsewhere, thinking of all the things I need to do. Maybe Im distracted by things going on around me. Regardless of the situation or my excuses, the truth is I am just not being attentive. Whether I like it or not, perhaps my nickname still applies.

Dont be a Blinker in the management of your storage business. A lack of attention to details, such as regular maintenance, can have a detrimental effect on your facility. If you are not careful, you can get caught up in all manner of distractions while obvious problems become a nuisance to tenants. Let this serve to remind you (<Blink>< Blink>) to pay attention to the details that can affect your customers.

Have a Plan

While watertight roofs and well-operating doors are the most obvious items for preventive maintenance, many self-storage operators overlook a few less obvious items, such as project lighting, HVAC equipment, and the condition of driveways and parking areas. Every project should have an established and well-documented plan to keep small, seemingly insignificant issues from becoming costly problems.

Roofs.

One of the most important maintenance items is prevention of roof leaks. The obvious problem with a leak in a self-storage facility is the likelihood it will not be discovered until after the damage is done. A good maintenance plan will include quarterly inspections of the roofs, including penetrations and drainage.

Any roof penetration, such as a tek screw or venting, can present a possible leak point. Tek screws used during many roof applications should have rubber gaskets to create watertight roof integrity. Make sure gaskets are in place and in good condition. One common problem that occurs is during installation, the tek screws are over-tightened, causing their gaskets to be destroyed. If this happens frequently at your facility, a steelbuilding professional should be consulted to determine the best method of repair.

Check all joints and penetrations where caulk has been applied to ensure the integrity of the sealant. Inspect gutters and downspouts for obstructions, such as leaves and garbage. The latter is generally the product of a careless tenants lack of access to a garbage-disposal point other than the top of the building. Objects trapped in the gutters and downspouts will obstruct normal water flow and cause water to find its way into the building.

After a heavy rain, check vacant units for water. With every tenant move-out, the unit should be inspected for any signs of water damage. Examine the roof, insulation, floors and walls for any signs of moisture. After cleaning the unit, take time to service the door.

Doors.

Doors should be inspected for heavy wear. Check the springs to ensure they have a light coating of grease. This will displace moisture and help prevent rust. If grease is needed, apply only a minimal amount to keep it from dripping inside the unit.

While the bearings should be good for the life of the door, make sure they are in good working order. If the door does not have bearings, grease should be applied where there is metal-to-metal contact at the axle and bracket. Wipe down the guides with a light silicon solvent like Armor All to ensure smooth operation. Next, operate the door to check the tension. If necessary, adjust it using extreme caution as outlined by the door manufacturer. Finally, examine the slide latch for engagement and security; and document the service of the unit and door in your records.

Lighting.

Lighting is often overlooked until someone is left in the dark. Make this item part of a routine checklist to ensure tenant safety and a warm, clean, well-maintained atmosphere. By all means, include your signage in this inspection. In many cases, your sign gives customers their first impression of your facility. Most lighted signs have multiple bulbs and can seem dark and aged if not all of them are working.

HVAC Equipment.

Make sure the filters on all HVAC units are changed regularly. A clean filter will help maintain optimum energy efficiency and keep dust to a minimum. To avoid unnecessary water damage, check the unit to ensure condensation handling is not being impaired.

Pavement.

Make a habit of inspecting driveways and parking areas. Ensuring prospects can reach the office and tenants can access their units without obstruction or inconvenience is key. Standing water after a rain can be a problem. Potholes and cracking pavement are issues that should be addressed and corrected immediately. Many of these problems will become significantly more difficult and costly to repair with time.

Being proactive about facility care will ensure less expensive repair costs as your facility ages. Your maintenance schedule should be well-planned and communicated with employees through written guidelines and expected job duties. By taking a positive stance and paying attention to details, you can secure the longevity and success of your investment, without any unwanted blinks along the way.

Bert Brown is director of marketing for Janus International Corp., which manufactures a complete line of storage-facility components, ranging from roll-up sheet doors to self-supporting hallway systems. For more information, call 770.562.2850; visit www.janusintl.com.

Plague Prevention

When Mercutio cries out, A plague o both your houses! in Act III of Romeo and Juliet, he meant more specifically, May pigeons roost on the eaves of both your houses! He must have.

Pigeons are a pestilence. At my last home, a family of about 30 of these vermin would languish on the roof just above my uncovered patio. A leisurely lunch with friends would turn into a bubonic banquet faster than you could say foul (pun absolutely intended). I complained incessantly to my HOA regarding the squatters, to little avail. Six months of haranguing got me a paltry row of plastic spikes nailed around my HVAC uniton which, of course, the birds expressed themselves in a most colorful manner.

When my betrothed and I unloaded the trappings of our single lives and combined households last year, we purchased a lovely home in a respectable neighborhood we were certain would be graffiti, litter and piccione free. I did a little dance when I relinquished the keys to my town homethe dance of I am ever rid of those winged rat creatures!

Now, the more sharp-witted readers are certainly cackling a devilish laugh as they think, Nay is this the end of the tale. They are correct. As I reclined for the first time on the deck of our new sanctuary, decadently sipping an apple martini and relishing the solitude of life between fences, I breathed a deep sigh of gratification Then suffered a conniption upon hearing the galling coo of none other than my own sworn adversary.

Like the protagonist of Edgar Allan Poes The Tell-Tale Heart, I thought I must be imagining that most-dreaded sound. Slowly, tenaciously I upturned my gaze to the roofline. Meeting my startled stare was none other than a member of that despised tribe, nestled sweetly between an assemblage of plastic spikes and an electric pest-dissuading device. Curses! I shrieked, and promptly downed my drink before it could be contaminated with gifts from above.

Those not amused by my anecdotes will be thinking, Get to the point. Very well: This months issue focuses on the art of self-storage maintenance and remodeling, emphasizing the importance of a properly functioning, aesthetic facility that will lure customers like insects to a Venus Flytrap and earn you gobs of bottom-line profit. Just as I practice regular household maintenance that includes hurling small rocks at birds on my roof, so too must storage operators devise a routine schedule for facility repair and cleanliness.

Whether yours is an older facility desperate for refurbishments or a sparkling new site that needs only to be kept that way, simple attention to detail will save time and avoid unnecessary expenditure down the line. Prevent the plague of neglect from swooping upon your business. Your tenants, buildings and wallets will equally appreciate the effort.

Heres to mirthful maintenance,

Teri L. Lanza
Editorial Director
[email protected]

Records Storage Lite

By Cary F. McGovern

Can a modest self-storage facility successfully offer records-storage services? Is it possible to provide a set of services that requires little or no additional labor? What is the value to clients and the self-storage operator when minimal services are available? Here are the facts on how records storage lite can be simple and profitable in a small or moderate-size storage facility.

Self-storage operators are faced with several dilemmas. Among them are market saturation, growing competition, product diversification and attracting long-term customers. In an industry with an average customer-turnover rate of less than a year, how does a local operator stabilize his cash flow and revenue base? Lets take a look at one possible strategy. First, let me make a couple of suppositions:

1. Business customers are good for a self-storage business.

2. Operators want to differentiate themselves from competitors without too much investment.

3. A facilitys turnover rate can be used as an advantage.

4. Most operators desire permanent contracts with long-term revenue growth.

If you want to be in the records-storage industry, you should recognize the value of the business customer. Businesses regularly rent space in self-storage facilities to keep their extra supplies and equipment. But in addition to mundane inventory, all companies have to store their business records somewhere. Generally, they keep them in a closet or attic until they run out of space. Records have no intrinsic value until they are needed. The problem business owners often have is not where to store their records but how to find them.

So, how can you take advantage of the self-storage turnover rate to launch a records-storage service? One of the differences between a commercial records center and a self-storage facility is customers regularly come to the storage site. Every year, hundreds of prospects walk into a self-storage facility to rent space. Many of them represent businesses. Offering them a way to store records can be valuable to the owner and customer. It can be offered in addition to commodity storage needs or as an alternative. To shift a prospects interest to a records-storage product, you need a method that makes sense and works.

The Lite Model

There is a difference between the storage and management of records. Records storage is passive, while records management involves active participation with a clients business records. We want to make it very simple to support records management in a self-storage environment. The lite method operates around a minimalist framework that includes:

• A simple selling pitch with multiple levels of training and support. Selling records to your own and your competitors existing business clients, over-the-counter sales, telemarketing and agent sales all work. A single pitch that proves the value of records management can be designed to fit your operation.
• A series of small-business packages, complete with a marketing and pricing strategy. Three or four prepackaged services that may include a specific number of boxes and set number of retrievals make a customers choice easy. The price is low, but the yield is very high per square foot of storage space.
• A software-driven work cycle with little or no exceptions. A simple, well-defined, daily work cycle with few exemptions will enable you to provide records management with no additional manpower. Exceptions are priced to discourage emergency services, so when you have to perform them, they are highly profitable.
• A handful of simplified operating practices, including a permanent lease. Limit your services to box/file storage, retrieval, refilling and indexing (to preset standards).
• Will-call services with an upgrade to courier delivery. Will-call means customers pick up their own records. You perform no delivery for them. You simply provide the means of locating records and validating the handoff to an authorized employee. This model can be easily upgraded to use an outsourced courier.

Why Provide Records Storage?

Using the lite model described here, you can garner several benefits from records storage. First, the contract is long-term, some say permanent. Second, the yield per cubic foot can be extraordinarily high using the small-business package model. Third, you offer a valuable service with very little new cost, one storage unit at a time.

At the end of the day, you will find the single biggest benefit you gain from offering this service is annuity revenue you can sell at any time. Commercial records centers gladly purchase books of business from numerous sources. You have locked customers into long-term contracts with price escalations and withdrawal penalties, and they are assignable and sellable at a multiple of annual revenue if you do it right. There is virtually no downside to records storage lite!

Regular columnist Cary McGovern, CRM, is the principal of FileMan Records Management, which offers full-service records-management assistance for commercial records storage startups, marketing assistance, and sales training in commercial records-management operations. For assistance in feasibility determination, operational implementation or marketing support, call 877.FILEMAN; e-mail [email protected]; www.fileman.com.

The New Face of Overbuilding

By Michael L. McCune

Over the last 30 years, self-storage overbuilding has been an issue much talked about, even worried about; but so far, it hasnt become a significant problem. The reigning consensus is if there is overbuilding in an area, time will cure the problem, and all will be well again. Many believe that since overbuilding has not yet become a problem, it wont. But the reality is it may indeed become a challenge on a larger scale, and time may not be the cure-all for this difficult situation.

Overbuilding is really an imbalance of supply and demand. If we understand these two elements of our business, we can evaluate the state of overbuilding in a market. However, information on these topics is practically nonexistent in our industry. While some sources purport to know how many total square feet of storage space exist in the United States (supply), many people doubt their validity because the numbers usually rely on assumptions, computations and limited surveys.

The quantifiable numbers relating to demand are equally suspect. For example, demand is usually expressed in number of square feet per capita. But the unresolved issue is why some markets are overbuilt at 4 square feet per person, and other markets thrive at 8 square feet per capita.

In case you didnt know, the Self Storage Association is so concerned about this long-neglected void of information that it has several projects in the works to improve the situation. While this will be helpful in the future, at present, it leaves us with little or no reliable quantitative data through which to understand the all-important balance between supply and demand.

Why the Demand Equation May Have Changed

In the past, the major source of self-storage demand was pent up. That is, in the beginning, no one used storage, though there were a lot of people who needed it. To better understand this concept, think about cell phones. When they first became available, no one had one. Then everybody bought one. Thus, it was easy for the market to grow 50 percent per year. The same story holds true for self-storageit just took longer for people to recognize their need for the product. And, unlike cell phones, self-storage isnt programmed to break every two years.

Also, there isnt much of a replacement market in self-storage. It is clear everyone who wants a storage unit probably lives or works within 5 miles of a facility and has for several years. In addition, some studies indicate as much as 25 percent of the national population is using self-storage at any given time. In the past, this factor was the most significant impetus to growth.

The demand for self-storage was also uneducated in that people didnt know much about various uses for the product. As they started to use it for one purpose, they slowly discovered others. I like to call this the learning-curve factor. No one truly knows the effect this factor has had on total self-storage demand, but common sense tells us it is a lot less today than in the past. Certainly, most people are now familiar with self-storage and its multitude of uses.

Pricing is another issue that has an impact on demand. Early selfstorage projects were constructed economically on relatively inexpensive land. As the industry matured and zoning boards got involved, facilities became more sophisticated. This, of course, cost moresometimes a lot moreand, thus, rental rates had to increase. When prices increase and demand goes down, this is what economists call price elasticity. No one has successfully measured self-storage price elasticity, but we know it is there.

For example, lets say someone decides to throw away the old living-room set he was saving for his kids future apartment when he figures out the total rent on his self-storage unit will actually cost twice what a new set of furniture would. In some markets, a 10-by-10 unit can equal 5 percent of the per capita income (remember, this is pretax income). In light of this, a family may think twice about spending a significant chunk of its budget or, at least, reconsider how long to leave items in storage.

The last issue impacting self-storage demand is the density increase of the market in which a project is built. Many facilities are in partially developed suburban areas. As the area fills in with houses or businesses, demand in that specific market will increase at a much faster rate than for the greater surrounding city. As the area matures and fills, growth will slow, declining until all of the available land is gone, even though the city may still be growing.

This works fine for existing facilities, as long as none of the infill development is competing self-storage. The net result is our industry, like a lot of other real estate, now depends on population increase for most of its net growth. It appears the growth accelerators discussed above are having less impact on the market in general. Clearly, there are areas that will still be very attractive to self-storage developers and continued ownership; but extraordinary growth in demand cannot be guaranteed everywhere, or even in most places.

Supply

Again, actual data on new supply is not very substantial. We have the Dodge Reports, which show some of the new development, but not all; and we dont have a very good idea how much information we are missing. There are, however, several things that indicate supply is likely to increase:

• Loans for development are readily available and cheap, at their lowest rates in 40 years.
• Project sizes are getting biggerin part, to offset high land costs.
• Lots of little projects are also being built.
• There is a huge demand for self-storage investments.
• Everyone thinks they are an expert in self-storage development.

Somewhat offsetting the increase in supply is the lack of available land for development. But even this has a dark side in that if a builder has to accept a sub-par location, he can charge lower rent and compete on price.

Its a Fine Kettle of Fish

Depending on the circumstances of a particular market, many new projects may face slower demand than those developed in the past. As growth slows, lease up of new projects will also; and operators will likely be forced to compete for market share based on lower rents. Unfortunately, overbuilding affects not only a new property, but all existing facilities in an area. New facilities tend to be larger, have all the latest amenities, and be very tough competition in every way, including price.

Let me describe a hypothetical market and show you what can happen to a good market when demand is limited by population growth. Our market has five properties of 50,000 square feet each, and the average occupancy rate is 88 percent. This translates into a total supply of 250,000 square feet and actual demand of 220,000 square feet. A new developer builds an 85,000- square-foot facility in the area. Supply is now up to 335,000 square feet, but demand is still at 220,000, because the builder didnt bring any new renters.

Now, if we have hit the point where demand is no longer exponential but only grows with the population, we have a fairly serious problem on our hands. Lets take a look at how fast population grows in this country. According to appraisal source Integra Realty Resources, top population growth for a metropolitan statistical area (MSA) in 2003 was 3.39 percent (Naples, Fla.). However, the top 10 MSAs only had to grow a minimum of 2.21 percent. The average MSA grew 1.38 percent. If our hypothetical market grows at the highest possible rate, it would still take 10 years for it to return to its previous occupancy level of 88 percent. If our market is just average, that same recovery would take a whopping 23.5 years!

If self-storage demand in a market has slowed to the rate of population growth or even just approach that level, we are in for some strange times in the self-storage business. It may be time to review your building plans and asset-holding decisions.

Michael L. McCune has been actively involved in commercial real estate throughout the United States for more than 20 years. Since 1984, he has been owner and president of Argus Real Estate Inc., a real estate consulting, brokerage and development company based in Denver. In 1994, he created the Argus Self Storage Real Estate Network, now the nations largest network of independent commercial real estate brokers dedicated to buying and selling selfstorage facilities. For more information, call 800.55.STORE or visit www.selfstorage.com.

Maintenance Q & A

By Amy Brown

Preventive maintenance and repair to your storage facility is essential to preserve and enhance the value of your property and reduce your potential for liability claims. Lets look at some commonly asked questions about self-storage maintenance and insurance from facility owners and operators nationwide.

Q: My roofs are leaking, and every dollar estimate I have received from licensed roofing contractors seems high. Why should I pay more when I can do the repairs myself?

A: Storage owners often attempt to hire friends or repair their roofs themselves in hope of saving money. However, if the job is not done correctly, the outcome could cost a lot more than if they hired a professional to do the work. Most nonprofessionals do not know the complete process necessary to prevent roof leakage, one of the most important factors of facility maintenance. Poor repair jobs involve something as insignificant as over tightening screw fasteners to using the wrong sealants. For the time, money and effort it takes an amateur to fix a roof, it is better to hire a professional. It will be well worth the avoided frustration and provide a lot more assurance the job is done right.

Q. We contracted a floor company to tile our leasing office. Days after the tiling was completed, a tenant tripped and fell on a loose tile. She broke her wrist and twisted her knee. The visitor wants us to pay for her medical bills, but isnt the company that installed the tile responsible?

A. The injured party may hold you and your contractor liable on the grounds you allowed dangerous conditions to exist at your facility or hired an incompetent flooring company. Check your insurance policy to see if your business liability includes medical payments, which cover visitors for bodily injury suffered on the premises, without regard for liability. This coverage allows the insurance company to pay small nuisance claims, often avoiding the need for costly legal expenses. Trying to determine who is responsible for the medical bills can be complex. When you hired the contractor, you assumed the work performed would be competent and the supplies of professional quality. Since the visitor slipped on a loose piece of new tile, its safe to assume the work was not performed adequately; and this situation could be considered one of vendor liability.

The best way for self-storage owners to protect themselves from vendor-liability exposure is to take appropriate measures when hiring contractors. Hiring licensed professionals with proof of insurance may drastically reduce your liability (in terms of negligence) in a vendor-exposure claim. Request the contractor for hire to provide you a certificate of general liability and workers compensation insurance.

A certificate of insurance is evidence the vendor is insured by a financially stable company and carries adequate amounts of coverage for the service being performed. It should have information on the insurer, insurance agency, types of insurance, policy numbers, effective dates, limits, certificate holders and any special provisions. Check to see the vendors policy limits are at least equal if not greater than your facilitys and the policy effective dates are current.

When you hired the flooring company, did you obtain a copy of its insurance certificate to ensure it is adequately insured for the scope of work it provides? Since the tenant slipped on a piece of tile after the job was finished, it would be helpful if you still had the certificate of insurance on file. In fact, you should always keep vendor certificates on file during projects and even years after job completion. This will obviously benefit you most if an incident occurs.

Q. I am planning to acquire another storage facility. However, it is in an area exposed to brush fires. How can I repair and maintain the facility to ensure my insurance company will provide coverage for my new location?

A. Your insurance agent can determine the eligibility of this location through careful underwriting procedures. Though I cannot guarantee your insurance company will provide coverage, I can give you some maintenance and prevention tips to properly secure and maintain your facility.

If they are not already in place, have automatic fire sprinklers and smoke alarms installed in every building, and maintain them in working condition. You should have a fire alarm that connects to a central station or the local fire department. Any windows (i.e., in the office) should be treated with fire retardant chemicals. Cover any exterior vents and openings with metal-mesh screens. If your area does fall victim to a brush fire, the screens will keep cinders from blowing in.

The surrounding area should be well watered to provide protection against approaching fires. Clear away dry or dead brush, trees, grass and other debris. Rake away dead leaves, plants, twigs, branches and rubbish from under trees, decks and stairs, and do not allow vines to grow on fences, buildings or units. Hire a professional tree service to safely maintain trees, concentrating on removing limbs, branches and shrubs so they dont touch or rub against electrical wires. In addition, if you contact your power company, they will remove branches near any power lines.

Finally, keep in mind emergency vehicles should be able to reach your property and have room to turn around and get out. Check with your local fire department to see how much room it needs in the way of slope, road width, overhead clearance and turning radius. If the facility is gated, make sure the gates open inward and are wide enough to accommodate fire-fighting equipment.

Universal Insurance Facilities Ltd. offers a comprehensive package of coverages specifically designed to meet the needs of the selfstorage industry. For more information, or to get a quick, no-obligation quote, call 800.844.2101; e-mail [email protected]; visit www.vpico.com/universal.

By Elaine Foxwell

Whether the culprit is UV light, the corrosive effects of climatic pollution, or oxidation from snow and rain, self-storage buildings degenerate over time from exposure, resulting in a loss of value. To literally shield your investment, experts recommend a vital maintenance plan involving the use of sealants and coatings.

In a report on the North American sealants market by Frost & Sullivan, a global market-research company, a sealant is defined as a liquid, paste or foam material that, when applied to a joint or orifice, forms a tight seal against liquids or gases. The report identifies nine major and nine sub-classified sealants. Each has its own composition and properties and is effective for different applications.

With so many types of sealants, facility owners may be at a loss to decide which is best for particular repairs. Storage buildings, most of which are metal, expand and contract. To be effective, sealants need to be elastomeric as well as have structural strength. But why and how do sealants fail?

Water ingress will undoubtedly be the major cause of structural degradation of a building, not to mention the No. 1 cause of consequential damage claims for ruined contents of occupied spaces, says Lester Hensley, president of Emseal Joint Systems Ltd. in Westborough, Mass. Emseal supplies preformed foam and mechanical expansion joints.

Roof-Coating Systems

The majority of existing commercial roofs are metal, built-up, single-ply membranes and polyurethane foam. There are different methods of repairing and maintaining these substrates, and it is important building owners consult someone experienced with their specific roof, says Dave Kessler, director of operations for Uniflex Roofing Systems LLC. The Medina, Ohio-based company manufactures a complete line of roof coatings and accessory items designed to waterproof existing buildings.

Aluminum and elastomeric are the two primary coating systems specified for metal. Facility owners should ask the contractor or manufacturer for references specific to their substrates, as larger problems can be created if incorrect materials and methods are used for repair. Whoever works on the roof should have the proper insurance, equipment and experience in the installation of materials. The product is only as good as the application. If the prep work is not done properly, a roof failure is imminent, Kessler says.

Roof-coating systems range in cost from $1 to $2 per square foot, depending on the existing condition of the roof and amount of work needed. Before hiring an applicator, building owners should do some basic research. Kessler says to consider how long a company has been in business; its history of experience and references with your type of roof substrate; whether it has proper insurance with a rated insurance carrier; estimated length of project time; and type of warranty, if offered.

A high-quality roof-coating system includes a biodegradable cleaner to prepare the surface metal, industrial-grade caulk for repairs at seams and protrusions, and an elastomeric coating made from 100 percent acrylic resins, says Clint Whitsett of United Coatings, a Greenacres, Wash.-based manufacturer of water-based, 100 percent acrylic elastomer. The added benefit of an acrylic roof coating is it will remain flexible, allowing the metal to expand and contract with fluctuations in temperature.

Application. Prior to the application of a coating, the roof must be thoroughly cleaned, all mechanical fasteners checked for integrity; and rust removed, says Whitsett. The elastomeric basecoat should be applied at a minimum of 1 gallon per 100 square feet. After the basecoat is dry, a topcoat is applied, also at a minimum of 1 gallon per 100 square feet.

The coating should be applied by airless spray, using a multipass technique to ensure even application to all sides of the metal-panel corrugation. It is important to apply coating into crimped or pre-sealed vertical (side-lap) seams that have not been detailed. The minimum basecoat/topcoat dry-film thickness required at any location is 15 mils, generally for a five-year product warranty. For extended coverage periods, additional coats and heavier film builds will be required, Whitsett says.

A good roof coating will cover an average of 60 to 100 square feet per gallon for the first coat and 100 to 150 square feet per gallon for the second. Walls and doors with good pigmented direct-to-metal (DTM) latex will average 250 to 350 square feet per gallon. Some surfaces may need two coats for complete coverage. Good roof sealants should last five to eight years; exceptional-quality products can last as long as 15 years. Good-quality DTM paint will last three to five years.

Maintenance and Inspections. Rick Dodge, vice president of sales and operations for Rib-Roof Metals Inc., a Rossville, Tenn.-based manufacturer of roofing and building systems for the self-storage industry, suggests regularly inspecting roofs for cracks and bubbles in the sealants, particularly in exposed areas. Though Galvalume-coated steel has become the major material used in metal roofing, roofs still sustain damage from the elements. Regular maintenance is required to keep them functional and attractive.

William Rice, president and CEO of Vivilon Coatings Inc. in Miami, Fla., a manufacturer of surface-restoration and protection coatings, advises implementing a bimonthly inspection program for signs of early paint aging, and correcting those areas by proper reapplication of the appropriate coating. Coating and sealant touch-ups are simple and can be done by in-house staff, though a paint contractor can be retained to do the work.

Dirt is one of the most overlooked enemies of paint, Rice says. It cant be overemphasized that a monthly surface washing can easily double the life expectancy of almost any quality product. Brushing with a good neutral-pH cleaner and rinse would be preferable; but even a quick hose down would greatly increase the durability of any paint. Nothing can be done about UV radiation, or extremes of hot or cold; but cleaning off surface grime is quick, easy and inexpensive, he says.

In addition to regular maintenance inspections in the spring and fall, it would be in the owners best interest to inspect roofs after storms or heavy winds to make sure there is no weather-related damage, advises Kessler.

Heavy snow loads and ice removal can cause damage such as gouged or split panels, loose fasteners, split seams, etc., warns Rick Thomas, marketing manager for Binghamton, N.Y.-based, Insulating Coatings Corp., a manufacturer of roof-coating systems for metal roofs. If rust or corrosion is present, a rust primer should be applied prior to the waterproofing and after the roof is completely power-washed, he says.

Floor Coatings

Storage owners may ask, Why should I seal my concrete floors? Concrete is a porous and unique building material. In its unsealed state, concrete absorbs moisture and liquid spills as well as collects dust in its pores, which reside below the surface, says Don Crawford, president of Chemisol Resources Group Inc. in Glendale, Ariz. The company specializes in sealing and maintenance of concrete surfaces and manufactures a water-based acrylic sealant.

As the self-storage industry has evolved, it has increased its level of services and sophistication. Customers are attracted to clean, bright, well-maintained facilities, Crawford says. A clean floor reduces dust and helps maintain this image. Sweeping and mopping helps, but is extremely difficult to do on an unsealed concrete floor because of the drag created by the surface texture.

A quality sealant may average three to six months between applications, depending on wear and level of floor maintenance, Crawford says. Wear is determined by a number of factors, such as facility traffic, performance of intermittent sweeping and damp mopping, and destructive use, such as scratches and scrapes. Crawford recommends using a regular cleaning service, with the frequency determined by the type of flooring, facility traffic and desired level of appearance. Owners should use a service that specializes in the sealing and maintenance of concrete surfaces. Between services, owners can use a pH-neutral cleaner for daily maintenance.

Protecting Doors and Buildings

Teresa Sedmak, president of Everbrite Inc., a Reno, Nev.-based manufacturer of a protective coating that refinishes faded and dull metal buildings, advises owners to check metal surfaces for fading, oxidation and corrosion at least once a year. An easy way to check the degree of fading and loss of gloss is to observe an area that is wet, she says. Use a wet finger, cloth or sponge to touch the area. If there is a noticeable difference in color or gloss, the metal should be sealed and protected before it gets worse. Once fading begins, deterioration will accelerate rapidly and become more labor-intensive and expensive to fix.

Check for salt corrosion by running your hand over the top ribs of a roll-up door on the north or east side of the facility, where the moist salt air sits for a longer time before it dries, Sedmak says. If there is corrosion, the surface will be rough or bumpy. In this instance, application of a coating will fix the problem. On the other hand, acidrain damage can only be prevented by sealing the metal. Once acid rain etches a surface, there is nothing that can be done to refinish it.

Application. To refinish and protect a metal surface, first remove all chalk, grime, alkaline salts or any other contaminants. Purchase a coating that can be sprayed or wiped on and can be repaired if a mistake is made, Sedmak says. If care is taken to follow all directions, properly prepare the surface and apply the coating, self-application can have good results. She does, however, suggest using a professional applicator, as it will be experienced with storage facilities, and know how to keep water out of the units and solve the variety of cleaning and application challenges roll-up doors can present.

A gallon of quality clear coating should cover about 20 to 24 large roll-up doors (roughly 1,200 square feet). Owners considering repainting vs. coating surfaces should consider cost on a per-square-foot basis, says Sedmak. While a gallon of paint is less expensive than a quality clear coating, the cost per square foot may be much higher because of coverage. Paint will also start to fade in a year, but a clear coat should not fade for many years. A good cost for materials is about 15 to 20 cents per square foot, Sedmak says.

Upkeep. A clear-coat finish can be renewed every five to 10 years. Make sure the coating is self-annealing and will self-blend so the first coat does not need to be stripped off, Sedmak says. Also look for a coating that will expand and contract with the metal so it will not crack and peel. Avoid thick or very hard coatings like lacquer or paint, which are not flexible. Once buildings are sealed and protected, they can be simply washed with water. In the case of more difficult stains, a mild, neutral-pH soap solution can be used.

Final Words

Most industries underestimate the importance of sealants in the lifetime performance of their structures, Hensley says. While it is possible to ensure long-term waterproofing for as little as .5 percent of the average cost of a building, owners and builders tend to consider sealants an accessory to be purchased for the lowest possible cost. Consequently, the best cure is an ounce of prevention. In other words, the costs of remediation of failed sealants will significantly outweigh the costs of using a high-performance sealant up front, he concludes.

Last year, China used 55 percent of the worlds cement and 36 percent of its steel, according to an April article in The Independent, a U.K. newspaper. This consumption has resulted in skyrocketing prices for steel materials, including self-storage building components. Now more than ever, maintenance of your metal structures makes more economic sense than replacing them.

The Giving That Bounces Back
DBCI raises morale and shares in community effort

By Kimberly Hundley

“

Giving back” has a boomerang effect. That’s what Atlanta-based door manufacturer DBCI (Doors & Building Components Inc.) has found over the years. The payoff may not be monetary, but helping the community makes employees feel good and strengthens their sense of corporate family. It’s hard to put a price on that.

“The community supports us, and we want to support them in return,” says Julie Doss, human-resources manager. “Especially in these economic times with all the layoffs, we’re thankful to have our jobs and want to help those who may be less fortunate.”

To connect staff with outreach opportunities, managers look for existing charities that are a good match for the company’s resources. DCBI’s corporate office plays the role of director, letting employees know about each charitable program and making it easier for them to participate. For example, during the holiday season, the human-resources department spearheads a division-wide effort to support Toys for Tots, an organization sponsored by the U.S. Marine Corp. “We average about $350 worth of toys each year. It’s one of the main charity events we do,” Doss says. “Sometimes, people give money and I get to go shopping at Toys “R” Us, which is always fun. We deliver the toys to the drop-off site.”

DBCI employees in Douglasville, Ga., help local children enjoy the holidays through a Secret Santa program operated by Douglas County Child Services. “We get a list of kids with their ages and sizes and a wish list,” Doss explains. “I find those who are interested in being a sponsor, and they spend about $40 per child. We’ve adopted as many as 20 kids.”

DBCI is owned by NCI Building Systems and has three manufacturing facilities outside Atlanta. Each plant gets to decide how to participate locally. Doss facilitates by sending information on how to donate or get involved. Working to enhance the lives of others transforms the workplace, Doss says. “You can tell the employees are very excited. It’s kind of a kid-like atmosphere when they are doing this. It really helps raise morale in the office to know we are helping others who are less fortunate than ourselves. It helps us appreciate what we have at home; and at work, we consider ourselves a family.”

Philanthropy can have a powerful place close to home, as it did for DBCI last December. A young family important to the company was facing a lean holiday due to unfortunate circumstances. The managers rallied, providing a literal truckload of goodies for the family’s four children. “Gifts included bicycles, Sony Playstations, Discovery learning toys, board games, paint projects, clothing, gift cards, action figures and skateboards,” says Franklin Young, sales manager. “It was a huge group effort. We filled the back of a Ford F150 truck. The family had a great Christmas.”

DBCI also has had success with Lee National Denim Day, the world’s largest single-day fundraiser for breast cancer. For a $5 donation, employees get a pink ribbon and the right to wear jeans to work for a designated Friday each October. Lee Jeans sponsors the event. “We usually raise $300 to $500, with about 60 employees taking part at our locations,” Doss said. “Sometimes, we have donation warfare between departments, with people bidding extra to raise more money.”

Participation in the annual Susan G. Komen Race for the Cure, another breast-cancer fundraiser, is also encouraged. Doss again makes sure information on the 5K event is flowing to employees via e-mail or fliers. She also coordinates enrollment so those who sign up can walk the 5K together as a team.

Patti Long, DBCI’s general manager, says companies can show their support of such events by matching employees’ involvement in terms of time and money. “For instance, DBCI will pay for any employee who can’t afford the entry fee for Race for the Cure; and management walks with all staff members in a show of support for fighting breast cancer,” she says. “As a company, we take pride in the quality and workmanship of our products and services. We think it’s important to share the same amount of pride in our community. These activities also educate the community about our company and our staff. It shows people we are making an effort to be a good corporate citizen.”

Regardless of a company’s economic constraints, Doss is a believer in launching the goodwill boomerang. “I try to incorporate it into our culture,” says Doss. “I write it in our e-mail and fliers: Remember to give back to your community and help others.”

For more information on how your company can get involved in some of the charities discussed here, visit www.denimday.com, www.komen.org and www.toysfortots.org. For more information on DBCI, a major manufacturer of roll-up curtain doors and selfstorage components, call 800.542.0501; visit www.dbci.com.