The best time to think about door maintenance is at the point of purchase. Wise buying decisions will save you money and prevent future operational problems.

Always evaluate quality, value and the long-term consequences of anything you buy. Being thrifty means getting the most value for your dollar, but if youre cheap when shopping for self-storage doors, youll end up with junk that wont last long. An informed buyer inspects door quality and prices accordingly.

Purchasing Pointers

Avoid buying doors coated with low-quality paints. Instead, look for siliconized polyester, which offers a 20-year warranty and is available as a standard paint finishes from quality door and hallway suppliers. Most manufacturers have gone to grade E or F steel, guaranteeing strengths of 70,000 to 80,000 pounds per square inch. These doors are much harder to damage than their predecessors.

Choose models with stainless-steel latches; the slide part should be magnetic stainless steel to work with the security system. All springs should be lubricated with a heavy coat of white lithium grease. Exposed fasteners should also be stainless steel. Look to see if the manufacturer uses pre-lubricated bearings to protect drum wheels from axle wear.

Door tension is best when its adjustable within increments of l/l6th of a circle, with each spring adjusted evenly, not individually. The astragal should be a bulb typefor a continuous seal at the floorand be UV protected. If these specifications are followed when orders are placed, many future maintenance problems will be eliminated, promising long-term savings for facility owners.

Doors in History: First Generation

The first generation of doors, available l969 to l980, were heavy, hard to operate and used grease on guides and axles. The old paint systems lasted only five or six years without extensive chalking and fading. The locking systemheld onto the curtain with small pop rivetsadded virtually nothing to security. At the time, no thought was given to replacing worn parts; the lock systems werent secure and were easily broken, and the doors required constant maintenance.

Some facilities used sectional doors that were field painted and used valuable head room inside the unit. Again, they had inferior locking systems offering little security. Today, many of these doors have already been replaced; if not, they should be.

If theyre still hanging around your site, theyve probably been painted at least twice. Painting adds about six pounds per application, making the doors heavier and more difficult to operate as well as dangerous to adjust. Needless to say, its time to bite the bullet and spend the money to replace them. If you dont, chances are renters will go up the road to a better equipped facility, and your property value will take a dive.

Second Generation

Doors manufactured between l978 and the present are considered second generation. The paint system used was upgraded by most manufacturers in l998; any supplier not using a 20-year guaranteed paint should be passed by.

If you have second-generation doors at your site, the plastic used as an astragal on the bottom bar and in the guides as a wear strip has probably deteriorated completely. Most likely, the doors also have metal-to-metal wear between the axle and support bracket. In heavily used doors, this often causes the bracket to wear through the axle, making it impossible to open or close the door.

The springing in this generation was ill designed for heavy or long use, and the devices were allowed to rust without any lubrication from the factory. This leads to spring failure, making doors dangerous to operate but expensive to fix.

Springs in this era need to be lubricated with white lithium, and plastic parts cleaned and rubbed with Armor All (available at auto-supply stores), which will extend their lifespan.

Doors introduced before l999 lacked tension-adjusting devices, so spring tension had to be adjusted by factory-trained installers. Broken springs can now be replaced with a new axle assembly, which allows the door to operate like new. Doors lacking ball bearings will either need to be replaced or given a new axle assembly as well.

Installers of second-generation doors often bent the top inside corners, making the curtain go past the stop and flip around, sometimes hitting the person operating the door and causing serious injury. Stops should be aligned to hit the bottom bar squarely.

While more secure than first-generation doors, locking devices in the second generation were zinc-coated, subjecting them to severe rusting. In l999, one manufacturer introduced stainless-steel locks, now the industry standard.

Third Generation

Introduced in 2002, these doors have bearings between the axle and the drum wheel, making them maintenance free. Improved, 20-year guaranteed, siliconized polyester paint is also a standard feature. 

Third-generation versions have an easy-tension adjustment, which doesnt require removal of hitch pins. Instead, a bar is inserted in the fixture and turned to the proper tension. A bulb-type astragal of improved or UV-resistance plastic is used for exterior doors.

Springs are pre-lubricated with a heavy coat of white lithium grease and designed for higher cycle life of 15,000 or more operations. Door-latch systems are stainless steel with magnetic slides to accommodate various security systems.

Third-generation users have few, if any, maintenance problems.

Maintenance: First Generation

The first step in caring for these doors is to remove all the old grease gumming up the guides, impeding operation. If the paint is chalky and faded, try Armor All Clean Start to bring it back to its original luster and color, followed by a layer of auto wax. If the finish is too far gone, repaint with industrial-quality enamel. Next, you should probably add more tension to the door for smoother operation. Holding the axle with a pipe wrench, release the axle clamps about one-quarter to one-half turn.

Considering these doors are 25 to 30 years old, its probably wise to replace them. Dont forget most have already outlived their expected lifespan, so replacement is definitely a practical choice for appearances as well as liability reasons.

During replacement, most owners contact tenants to obtain a key for a short time. Some tenants may even want to attend the procedure, in which case, its advisable to hire a security officer to videotape the event. Within 20 minutes, a new door can be installed, protecting the owner against possible future litigation.

Second Generation

If a full replacement is not in the cards for your second-generation doors, then consider fresh paint and replacement of plastic parts. To remove plastic on the bottom bar and inside the guides, open the raceway with a screw driver, pull it out and replace with new material, available from any door manufacturer. The plastic can be replaced easily by a manager as units become available.

Apply white lithium grease to exposed springs and where the axle goes through the support bracket. Greasing the rusty spring wont completely stop deterioration, but will extend its lifespan a few more months. The manager can do minor spring and axle repairs and maintenance on vacant units and during tenant turnovers.

Make certain both top-inside stops of the door are bent in and fully engage the bottom bar. Many have come out of the tracks and hit people opening them. Clean the guides with a soft cloth and apply a coat of Armor All. If the door latch or outside-lift clips and handles are rusty, replace them with new stainless-steel parts. The interior and exterior of the door likely needs only an occasional cleaning and washing.

Because of the age of these doors, it might be easiest, safest and less expensive in the long run to replace them with improved third-generation models.

Third Generation

Todays models only need to be cleaned occasionally. Apply Armor All to any exposed plastic parts once a year. These doors are designed for low maintenance and long life expectancy.

Final Tips

Dont forget to clean hallways and inspect for damage incurred by moving carts. You might want to install corner guards and a galvalume metal kick plate about 14 inches from the floor along the hallway for protection.

When shopping for doors, think long-term quality and value. Dont settle for less than the best because youll regret it later when facing a myriad of maintenance woes. Finally, perform continuous cleaning and repair procedures to protect your investments. A good-looking project, even if it is l5 to 20 years old, will rent better and keep its value longer. 

Dan Curtis is president of Atlanta-based Storage Consulting & Marketing, which provides feasibility and marketing studies to potential self-storage owners. He is a frequent contributor to Inside Self-Storage as well as a speaker at numerous industry conferences. For more information, call 404.427.9559.

Doors are the trademark of the self-storage industry. When people see a series of doors, they think storage. Moreover, the condition of your doors plays a role in your facilitys overall appeal.

A well-maintained facility attracts more customers, operates more efficiently and has a higher market value. Even your best customers will get frustrated if doors dont open and close easily or if their clothes and hands are soiled by chalk and dirt.

On the Outside

Many damaging elements take a toll on metal doors and buildings:

• Ultraviolet rays fade and chalk even the best paint.
• Salt air corrodes and pits the metal.
• Acid rain permanently etches metal.
• Dirt and dust settle and stick on chalky or oxidized doors.
• Dirt and grit collect in door guides, gumming up the mechanisms.

In addition, facility operators renting to commercial customers (who tend to enter and exit more frequently) may have noticed door bearings are missing. This steel-on-steel friction causes excessive wear if not maintained.

The best preventive maintenance is to perform quarterly or semiannual inspections to identify and solve problems as they occur. Look for signs of fading or aging paint, salt corrosion or acid rain. Once these problems begin, deterioration will accelerate rapidly and is more labor-intensive and expensive to fix. Check for fading, oxidation and corrosion on buildings, doors and other painted surfaces.

A good strategy is to check the color and gloss of a painted surface when wet. Use a wet cloth or sponge and see if there is a noticeable difference in color or gloss. If so, a proper application of an appropriate coating solves the problem. Repaint block, wood and concrete buildings, and refinish metal surfaces with a quality protective coating to prevent corrosion and oxidation. A coating that expands and contracts with metal is especially important for metal doors that flex when rolling up.

Salt-air corrosion is rough and bumpy on metal, normally worst at the top of doors. Even if your facility is miles from saltwater, metal buildings and doors can be victimized by corrosion. If you salt for snow and ice control, check door bottoms and metal buildings for decay before it causes major destruction. Protective coatings formulated to stop salt corrosion will halt additional damage.

Yet another foe is acid rain, which wreaks havoc on metal doors and buildings, even far from refineries, factories or power plants. Telltale signs are dark-streaked, permanent etchings. The damage cant be reversed, but it can be prevented. To extend paint life, clean dirt and grime from surfaces by dusting or using a neutral-PH cleaner and water, taking care not to get water into the storage unit. Using pressure-washers is not recommended because water can seep into the unit if a stream is aimed above the door or directly at its edges. To avoid water spots on the surface, dont rinse metal in direct sunlight, especially if you have hard water. Wait until the area is shaded. If you have extremely hard water, an inexpensive filterfound at RV supply and camping storeshelps prevent water spots.

Bird droppings are another corrosive and should be immediately cleaned from painted surfaces.

On the Inside

Interior doors dont get chalky from sun damage like exterior doors, but they get dirty and can have salt-air corrosion even miles from the ocean. A recent survey of self-storage professionals revealed clean hallway doors is considered important, but the task can be very frustrating. Dust settles on doors and sticks to the ribs of roll-up versions. Grimy-handed customers leave marks that arent easily wiped away. The survey showed dusting is difficult because the dirt can be the result of traffic, roadwork and other factors. Dirt clings onto corrosion on interior doors, complicating the problem.

Some managers clean with soap, water and good-old elbow grease. Just be careful with spilling water in hallways. One spilled bucket means numerous leaks into customer units often lined with cardboard boxes.

Industrious owners ensure doors are wiped down once a month to avoid getting to the grimy stage. Another option is to use a one-step waterless cleaner to protect the metal and repel dust. Waterless cleaners eliminate potential spillage and are often formulated to leave a protective coating on metal.

Preventative maintenance should be considered part of your customer service and marketing programs. Customers see well-maintained, clean properties as safer and more secure. Since the appearance and smooth operation of your facility projects your image to the public, maintenance shouldnt be considered a money waster, especially since it istrulya money maker. 

Teresa Sedmak is president of Everbrite Inc., which manufactures and markets Everbrite Protective Coating. She is also a licensed painting contractor with extensive experience and knowledge of protective coatings. For more information, call 800.304.0566; e-mail [email protected]; visit www.renewstorage.com or www.onestepcleaner.com. 

Door Maintenance Tips

Several procedures keep doors in good working order. Complete these when the unit is vacant:

• When sweeping out the unit, remove cobwebs and dirt from door guides. Use a rag to remove dirt interfering with smooth operations of the door. Dont use grease or WD-40, which attracts dirt and grime, gumming up the rollers.
• Make sure doors are securely screwed into walls. Screws sometimes back out or fall out after excessive use.
• Oil or lubricate the springs with a light coat of oil to reduce friction and prevent rust. A silicone-based lubricant can also be used on the springs.
• On older doors, check the tension and adjust according to the manufacturers directions. Doors that are difficult to operate may need re-tensioning. Newer doors have simple tensioning devises and can be adjusted so even elderly people can open doors easily. Dont forget: Tenants who hurt their backs trying to raise doors sometimes file lawsuits.
• Check pull cords for damage, especially if they are on the outside. Frayed cords look shoddy. Nylon rope makes very durable pull cords, particularly in colder areas where routine winter maintenance (i.e., snow-blowing) can damage them. The cord ends can be melted or singed to prevent fraying.
• Inspect the unit for signs of leakage, replacing and cleaning weather seals as necessary. One door manufacturer recommends a thin coat of Vaseline to prevent rot.

The following is an excerpt from Mr. Kliebensteins new book, How to Make Money in Self-Storage, set for 2007 publication.

Reducing maintenance costs begins while the project is still on paper, in conceptual drawings. Important decisions about materials, from exterior metal vs. block to durable floor treatments must be mad.

Weather conditions will dictate many conditions. For example, in areas with higher regular snowfall, areas need to be allocated between buildings to push and store snow for melting. This should be done in areas where the melted snow will not run back into the drive, potentially freezing and causing icy spots.

Planning for where water will go from gutter downspouts is also important. If melted snow from the roof is caught by gutters, and then the downspouts route the water across one-half the driveway to a center-line catch basin, downspouts at minimum should be as close to the catch basin drain as possible.

In the planning stages, the architect should also specify the types of light fixtures to be used, particularly important in fluorescent tubes. Whenever possible, the same fixtures with like bulbs should be used throughout the store. At times, outdoor fixtures may require different bulbs than interior fixtures, resulting in higher inventory costs of stocking multiple bulb types.

Whenever possible, the length of the tubes should also be uniform. What is often practical in construction may cause issues later on. For example, there are less ballasts and fixtures required with 8-foot fixtures, thus reducing initial costs. But 8-foot tubes are more expensive to replace and can be more difficult to store than 4-foot tubes. In some extremely cold areas of the country, the 8-foot ballast may be required to be more powerful, or gas in the bulbs may not fully charge.

At a recent visit to a store in Michigan, the owner had cut corners by replacing expensive specialty ballasts with the cheapest he could find. When Old Man Winter brought sub-zero temperatures, the ballasts would not power the bulbs to more than a dull haze, leaving dark hallways among smaller units in a non-climate-controlled building.

Contractors most often leave behind detailed manuals and warranty booklets. These are important not only when items require repair under warranty, but to specify items such as exact color codes for paint, and use of common brands of paint that can be purchased locally. Contractors should leave small quantities of touch-up paint after the job is done.

Often, there is a big design debate between metal buildings and block or tilt-up concrete. In cases where fire prevention doesnt dictate the outcome, metal is typically less expensive. However, dented metal is hard to patch or repair in many applications, whereas painted block can be touched up less expensively with better results.

Appealing Looks

When touring a property with a prospective renter, a well-displayed pride of ownership can be used as an effective sales tool.

Sales staff should be quick to point out in an older, well-maintained property recent capital improvements and regular maintenance. This can send a clear message to the prospect that, while your store may not be the newest, it may be the best cared for. If the grounds and buildings are well maintained, its logical for the prospect to believe that security, access control and hallways are as well cared for as the entrance to the office and the restroom.

Three Key Elements

The lessons learned are 1) design well, 2) maintain regularly and 3) replace as needed. These are the keys to controlling costs and avoiding expensive surprises at a capital event, such as a refinance or sale. Buyers will recognize that if properties show signs of missed maintenance, bigger issues have likely have been left unattended. Maintenance checklists meticulously completed, with notes of repairs and replacements, are a good indication of solid management practices.

Sometimes investing in current technology will go a long way toward make an older property seem state-of-the-art. As an example, replace CRT monitors with LCD panels. In this case, size does matter. For relatively few dollars, you can upgrade from a 17-inch CRT monitor to a 19-inch or even 21-inch LCD, and take up less space. Upgrading analog, tape-driven recording devices to digital recorders with proper back-ups not only reduces operating costs, but is of higher quality imaging with less chance for failure.

Old properties dont have to be tired. Even though you may not have the newest product, you can have the best. A little paint and a lot of elbow grease in a super-clean environment can speak volumes. New properties can deteriorate quite quickly if they arent cared for; some building materials of yesterday can be more solid, such as real woods instead of laminates.

Clean Up Your Act

There is no excuse for filth. Even the oldest, low-cost properties can be clean and make a great impression. All areas visible to the public should be clean and professional.

Handwritten signs are unacceptable. Fifth-generation photocopies indicate laziness. Old chairs with worn cushions are a sign that first impressions are unimportant to the store. Worn carpets and yellowed or dull paint create a sense of carelessness. Lack of pride of ownership is evident when old and worn greeting areas are commonplace.

Scheduling

Make regular maintenance items a part of a checklistsome daily, some weekly, and monthly, quarterly and annually. Just because its on a staff members daily task list doesnt mean supervisors dont need to be involved. The checklist should be revealing expected as well as extraordinary repairs. You might consider three categories for the checklist with such headings as shown in the Starter Checklist. This will allow staff and supervisors to work together to prevent expensive repairs down the road.

Regular maintenance needs to be funded with supplies and, in some cases, spare parts. For example, if your store is located in an area prone to lightning strikes, and you havent invested in sophisticated lightning protection system, you may want to keep a spare keypad-printed circuit board in stock.

At minimum, your supply inventory should include light bulbs types used onsite. Dont assume all bulbs are alike! There are several types of fluorescent tubes, and not all bulbs are compatible with every fixture.

You should have a maintenance list created by someone who doesnt visit the property regularly, then further developed by supervisors and staff. Studies show that after 90 days we become so accustomed to things, we ignore or dont notice them. For ideas, examine the Starter Checklist. This is just a start. As you inspect your site, youll probably come up with a number of others.

Water

Water is one of the most needed, beautiful, and desired of all elements on earth. It is also one of the most destructive if it finds areas meant to be dry. This is why its important to check thresholds for water. A worn door seal can unnecessarily increase energy costs, and allow water to become trapped in the carpet pad. Traveling water can also encourage wood-destroying organisms. Nobody invites termites to the party!

Water will also cause paint to blister. Blistering is often the symptom of a more serious issue. Blisters should be dealt with beyond treatment of the superficial damage. Water is also a known cause of staining, and it can be difficult to locate the source of a water leak. In a recent instance, a growing stain in an office ceiling turned out to be coming from an A/C unit on a pad outside of the apposing wall, some 15 feet away.

The problem was not an easy fix. During original construction, a condensate line was run through the ceiling joists. The small inverted apex of a dip in the condensate line caused water to drip at that location. A large section of the ceiling had to be removed to find the cause of the problem. Because it was discovered early, the line could be replaced, and ceiling joists werent damaged. The story could have ended with a much more complicated solution. 

RK Kliebenstein is president of Coast-To-Coast Storage, a self-storage consultancy firm, and co-author of How to Invest in Self-Storage. A new edition with the same title will be published next year. For more information, call 877-622-5508; e-mail [email protected]; visit www.askrk.com. 

Depending on your skill level and experience, you may decide to perform many self-storage maintenance tasks yourself. Or maybe you’re fortunate to have an on-staff person handle them. Either way, be honest about your own abilities or those of your employees. Many tasks are easily performed; others should be left to professionals. For the jobs you definitely don’t want to undertake, you can hire a contractor. Below are some helpful hints to finding the right one:

1. Interview the prospective contractor. Get references, especially from people who used the contractor to complete jobs similar to the ones you are undertaking. Don’t overlook this step for any reason, even if you know the person you might hire. An accomplished professional will expect this inquiry.

2. Only accept bids from contractors with extensive experience in the type and size of work they are bidding on. You wouldn’t have a podiatrist perform brain surgery on you. If you have an uneasy feeling about a contractor’s capability, follow your gut, no matter how temptingly cheap the bid.

Use contractors who perform the work themselves, not “paper contractors,” who subcontract to others. Paper contractors are only as good as their subcontractors, but you have no control over the subcontractor selection, nor do you know the quality of their work until the jobs are completed. Also, don’t settle for handyman work on professional tasks requiring plumbing or electric, mechanics or roofing. Hire those licensed in the specialty trade.

3. Require proof of insurance, naming you as additionally insured with indemnification. If you hire a contractor who doesn’t carry workers’ compensation liability coverage and his employee gets hurt while working at your facility, you’re liable.

The same holds true for lack of comprehensive general liability insurance. Without insurance, attorneys climb the food chain until they find the person with the money. If your state has contractor’s license laws, require proof it’s in the trade your contractor will be performing. In other words, if he has a painter’s license but is doing plumbing, he is working outside his license, putting you at risk.

4. Select financially secure contractors able to finance the job. Avoid those requesting large deposits and frequent, small draws. Expect a deposit if special materials, permits or engineering are required, but the contractor should finance payroll throughout the project. Pay them promptly when they deliver the “keys.”

5. Provide each bidding contractor with a complete and descriptive scope of work you want completed. If you need help on this, ask one or two contractors for input. You and your architect or engineer should create the written scope of work on which all parties will bid.

6. Require an itemized bid, detailing each line item and the materials to be used. Do not accept all-inclusive lumpsum bids.

7. Compare prices and if there’s a large discrepancy between bids find out why. It may be one is willing to work for a lot less money, but it’s more likely an item was forgotten (and contractors don’t do jobs that aren’t on the signed contract); or the bidding contractor lacks proper experience with this type of job and is unable to provide an accurate bid. Maybe he’s planning on taking a shortcut that will ultimately leave you with an inferior job. In any case, avoid these situations by questioning or declining the bid. Reputable contractors with previous experience are usually within 7 percent or less of each other. Any more and you need to investigate.

8. Require lien releases from the contractor and all subcontractors (if they work on your property) before releasing payments. Without lien releases, subcontractors can lien your property if they aren’t paid by your contractor, even if you made full payment to him. It happens all of the time!

9. Develop an ongoing relationship with a trusted contractor. Someone who already knows you and is familiar with your properties will probably serve you best. Then, as tasks pop up, you can automatically turn to this trusted resource.

10. Above all, remember any hired contractor will be working on your building, your biggest asset. If they do a poor job, chances are you’ll lose customers and money, especially if you have to redo the work. As the old saying goes, “Don’t be penny-wise and pound foolish.” 

Andrew Fawcett is president of Accent Building Restoration Inc. With locations in 15 states, the company offers complete property services including all phases of cosmetic remodeling, construction services, interior and exterior painting, wall covering, drywall repair and texturing, floor covering, stucco and siding repair, elastomeric waterproofing, as well as a completely customized building and property maintenance program. For more information, call 888.705.2321; visit www.abrpaint.com. 

When most self-storage owners erect their new buildings and open for business, the furthest thing from their minds is maintenanceparticularly the preventive variety. Theyre concerned about more immediate issues such as increasing occupancy, lease rates, staffing and marketing.

Sooner Than You Think

Even if an owner initially chooses high-quality buildings designed to make maintenance easier, it will take only a few months for regular maintenance to become a priority. For instance, inclement weather may be the culprit when high winds scatter tree limbs and debris on the roofs. Sloppy tenants who move out may leave behind damage. Or simple normal wear and tear on perfectly good moving parts may require a closer look. The point is, any good maintenance is preventive maintenance.

Maintenance Is a Way of Life

Preventive maintenance should be a priority in the mind of every facility owner. Performing routine preventive maintenance on your buildings is not only a smart habit to develop, it saves you money. Systematic upkeep of your buildings lengthens their life-spans, which means less future maintenance costs. In addition, customers appreciate a well-maintained property that is clean and attractive. Its a fact that 60 percent of those making the storage decisions are women, who are generally concerned with eye appeal and cleanliness.

Here are a few tips to help keep your buildings clean, well looked after and attractive.

Roofs:

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:

• Parking brakes 
• Tire pressure and signs of wear 
• Battery charge (nightly) 
• Battery water levels (weekly) 
• Lubrication of fittings (quarterly)

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.

• Sweep or vacuum flooring daily.
• Keep countertops clean and clutter free.
• Organize brochures and merchandise.
• Keep windows and doors clean and fingerprint free.
• Empty wastebaskets daily.
• Check bathrooms daily. They should be clean, stocked with supplies and sanitized weekly. Air fresheners should be replaced regularly.

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. 

Overbuilding in self-storage doesnt always get the attention it deserves. Owners need to focus on why it occurs, the repercussions, and how to avoid overbuilding in local markets.

Overbuilding is a market condition in which self-storage supply exceeds demand at any given time. Using this definition, almost all markets are overbuilt to some degree if more than a nominal vacancy exists. For example, a stabilized market averaging 88 percent occupancy could mean its overbuilt by 12 percent. While such an occupancy rate may not be economically life threatening, it does indicate demand is being met.

Demand

Unfortunately, we know little about demand. The Self Storage Association (SSA) is trying to quantify and predict demand, but the task is complex and results are inconclusive. For 30 years, no one has worried about demand because there has always been so much pent-up need for self-storage.

This era is likely to draw to a close, according to Ray Wilson of Charles R. Wilson & Associates. In 2003, Wilson studied a large national portfolio and concluded the number of households in the market averaged only 4.8 for each storage unit (markets varied between 3 and 7.7).

One study also revealed 40 percent of demand comes from the facilitys own ZIP code, 20 percent from the adjacent two ZIP codes, and virtually all demand within four miles. We also know population and household incomes influence demand, but we are not sure why. Thus, we can be reasonably certain if demand is to increase, the market needs more peoplehopefully affluent ones.

Supply

Self-storage supply is usually driven more by the availability of cheap money than a careful analysis of demand. Clearly, funds are plentiful for credit-worthy builders armed with a positive feasibility study. Our research indicates new builders, however, are less likely to conduct adequate feasibility studies and most likely wont bring renters to a project. Their projects typically cost more, but their expectations are also higher. Another interesting tidbit about supply: 86.7 percent of existing facilities compete with three or more facilities and nearly 60 percent compete with six or more in their markets, according to the SSA.

Impact on Occupancies

Table I shows the impact of one new facility on a hypothetical typical market with an 88 percent occupancy level. Study it closely: Over time, existing occupancy will roll over and general occupancy will level out among the competitors, depending on their merits. If a new facility has a better mouse trap with more marketing, lower rents and other bells and whistles, they might actually get more (maybe a lot more) market share. Remember, a new competitor doesnt create demand; he only steals it from someone else! As shown in Table I, a single project can drop the markets average demand from 88 percent to 70 percent, incurring serious economic hardship on all parties if new demand doesnt quickly sprout.

Cash Flow

An example illustrating the economic impact of spreading demand is shown in a hypothetical project in Table II. These numbers assume rental rates dont decline as occupancies fall. However, a drop in tenants could easily cause gross rent receipts to fall by another 5 percent to 10 percent. The numbers indicate overbuilding can dramatically affect cash flow and value. Just one new facility can impact a market that fails to grow.

Assuming pent-up demand is nearly exhaustedas a stabilized 88 percent occupancy indicateshow long would it take to outgrow the problem of one new facility? In our example, with unlimited opportunities for growth and no new competitors, demand has to grow by 25.1 percent to recover 88 percent occupancy. The average American city has annual population growths of 1.3 percent, so it could take 16.6 years for the market to return to 88 percent occupancy, or seven years as the absolute best-case scenario.

If we use Wilsons average of approximately five households per storage unit, an average household of 2.6 people and 100 square feet per unit, we would need to rent 528 units to new customers to return to 88 percent occupancy. This means 2,640 new households must come to our market!

Many areas are largely built out and unlikely to ever grow that much. According to expert planners, each household in a suburban metropolitan area uses about .75 acres. Therefore, to grow by 2,640 households, the target market area would need approximately 2,000 acres available for development!

Our rough calculations should only be used to understand the magnitude of overbuilding consequences. Even with major adjustments, the problem can be serious and impact owners significantly. Overbuilding doesnt have to be a citywide or national phenomenon, but it can affect one small market. Only a careful analysis can pinpoint areas of overbuilding.

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 self-storage facilities. For more information, call 800.55.STORE; visit www.selfstorage.com.

The kitchen entered a new millennium with fresh paint and handles on the cabinets, and every room lost the fingerprint-and-scuff look in favor of crisp-linen wall paint. We also carted off one-third of our belongings to self-storage (yes!) to give all rooms an open, airy feel. And that was just the inside.

Outside, painted shutters, doors and trim were complemented by colorful planters and a row of annuals. Last but not least, we are finally replacing the back door to the garagethe one the bear bashed in while hunting for garbage.

The result? Our house shines. It looks good in the marketing materials, and people have been calling for appointments.

Before the house hit the MLS, I walked around every square foot, checking windows, doors, floors, walls ... you name it, trying to take buyers perspectives. If they liked what they saw, I figured, it would render a sale.

The same holds true for your storage facility. When was the last time you strolled through your property and inspected flooring, baseboards, hallways, doorways and rooftops? Are there scuff marks, un-sprung doors or leaking roofs? What about your office and retail space? Is the carpet musty, the floors scratched, the sofa sunk? Do your signs say 70s? Is landscaping non-existent?

All of the above sends a not-so-subtle message of Do Not Enter to potential tenants. Is that the look youre after? If not, its high time to make maintenance and remodeling a priority at your site.

Inside this issue, youll find tips for beautifying just about every nook and cranny of your facility. If youve let your property go for awhile, be ready to roll up your sleeves and open your wallet. It will take sweat equity and cold cash to bring your site up to snuff, but the results are worth it. Youll save on utility bills, and youll also be able to charge top dollar for rents. And since maintenance and marketing go hand in hand, your gleaming site will lure tenants in tenfold.

The strategy seems to be working for my home: We signed a contract on an attractive offer today. Take the advice found in this issue and youll be blessed with many new contracts as well.

Drew G. Whitney 
Managing Editor 
[email protected] 

Its easy for business owners to look the other way when it comes to maintenance and remodeling. Every week some new crisis rears its ugly head and your attention is diverted from planning for the future to putting out the fire.

In the car-wash business, maintenance isnt just an issue of making sure your equipment operates; it is a function of protecting your investment for the long haul and eventual time to sell. Most of us know the importance of an exit plan. If you expect to maximize your opportunity to sell/exit with the least amount of deductions, you must have your facility spit and polished at all times.

Its like buying and selling a house. If youre a seller on the way to market, youre scrambling around repainting, remodeling and doing everything within reason to make a favorable impression. Your business is no different. Shabby lobbies, unkempt yard space, neglected landscaping and dirty bays all demonstrate a mismanaged operation where ownership doesnt care.

Downtime Is a Downer

Keeping an eye on your facility is important for many reasons. First and foremost, a car wash only makes money when the sun shines and everything is working. As is unfortunately true in every business, Murphy inhabits the hallowed halls of car washes. Just when youre on track to make your monthly number, the roof falls in, the conveyor breaks, you have a fire, or some other preventable event occurs and the register is silent.

Not long ago, a large car wash chain studied the effects of uptime on operations. The company launched a team of black belt Six Sigma folks on the project. The results were eye opening. First, they discovered 1 percent of downtime resulted in a monetary loss of profit of $100, so if a site was operating at 90 percent rather than 99 percent, that location would lose $900 that month. Extending that calculation over multiple stores would have been a disaster.

The team also found downtime was greater than reported because many employees didnt report issues in a timely matter. When the black belts dug deeper, they found a fix: Implementing tighter controls and new hardware minimized employee errors and increased the number of timely reports. Now, when a mechanical problem crops up that could result in downtime, the machine notifies management as well as the service organization, and everything is tracked on a real-time basis.

In addition, the company went to the manufacturer and asked for its participation in an uptime risk-reward program. The manufacturer accepted the challenge and, in doing so, realized there were a number of predictable maintenance issues that could be placed on an accelerated replacement schedule. By replacing parts early, uptime increased from an average of 90 percent to 99 percent. Today one manufacturer, Mark VII, has taken this experience and offers an uptime guarantee, a seemingly risky program but one that has positive results for the operator.

Rethinking Remodeling

Not long ago, an interesting business book, The Experience Economy, by Pine and Gilmore, was released. The authors contend we are entering a new business phase in which we must create for customers an experience that involves presentation, ambience, theatrics and a host of other items. Businesses creating positive experiences maintain the highest margins and greatest customer loyalty.

Obviously presentation plays a key role, so rather than wondering if you should remodel your car wash, you should be rethinking the remodel. How can you become a destination for the motorist wanting a car wash?

In the car wash business, we find dozens of people offering the same goods and services. Bottom line, we have become a commodity. As a result, now more than ever, we need to rethink who we are and who we serve. The goal is to provide value and a favorable, lasting experience for customers.

Anytime you think about remodeling you must ask yourself, What it will do for the bottom line? How long will it take? What kind of return is expected? These are the quantitative questions. When it comes to equipment, if its faster, more efficient, provides a competitive advantage and produces a cleaner car, the decision is easy. Improvements to building and grounds arent so clear-cut. But do your homework, and youll come up with a new vision.

A word of caution: Most equipment distributors offer extensive maintenance contracts. Although your first reaction may be, Ill do it myself, the reality is youll rarely achieve a professional result on your own. Good luck. Enjoy the book, and I look forward to hearing about the success of your projects.

Fred Grauer is president of Grauer Associates and vice president, investor services, for Mark VII Equipment LLC, a car-wash equipment manufacturer in Arvada, Colo. He has made a lifelong career of designing, selling, building and operating car washes. He can be reached at [email protected].