How a MultiFamily Portfolio Gained Predictable Roofing Budgets and Reduced Emergencies

Services Provided

The Challenge

The client managed a portfolio of 21 MultiFamily properties within Virginia. Roofing decisions were typically made reactively with emergencies and small projects going through Property Management. Large-scale projects (roof replacements) were approved and managed by Capital Projects. Budgeting for repairs and capital improvements was inconsistent, and Property Management and Capital Projects lacked clear data on roof condition, remaining life, and priority risks.

This led to:

• Unplanned emergency repair costs
• Difficulty forecasting capital needs
• Little coordination between Capital Projects and Property Management
• Increased tenant disruption
• Limited documentation for ownership reporting

The Objectives

The ownership group wanted to shift from reactive spending to a predictable, long-term roofing strategy.

• Create a three-year capital plan across the entire portfolio
• Reduce emergency roofing events
• Prioritize high-risk roofs
• Improve reporting for asset management and budgeting

The Approach

1

Step 1: Portfolio Assessment

• Roof Type, Roof Grade
• Expected Replacement Date
• Roof Deficiencies
• Photo documentation

Sample Assessment Report — Summary

Sample Assessment Report — Deficiencies

2

Step 2: Lifecycle Forecasting

• Recommended repair vs. replacement timing
• Assigned Risk Potential (High, Medium, Low)

Sample Deficiency Report with Repair Recommendations

3

Step 3: Capital Planning

• Consolidate reporting to more easily prioritize work
• Group and rank portfolio based on Risk Potential

Portfolio Risk Rankings & Capital Planning Spreadsheet

4

Step 4: Emergency Management Outside of Plan

• Utilize emergency services for work outside of budgeted repairs

The Result

"Property Managers reported a precipitous drop in urgent disruptions and ownership gained confidence in long-term capital planning."

Ongoing Partnership

We continue to support the portfolio through:

• ✓Annual Roof Condition Assessments
• ✓Annual Budget updates
• ✓Planning for phased replacements