Once it has been determined that the proposals are "apples to apples" and a contractor has been chosen, its time to prepare for the start of the job. It's important to realize that all repairs will be done first, and there must be a minimum of 30-45 days for the new asphalt to cure before it can be seal coated. This is important to know in case a job needs to be completed by certain dates due to yearly budgets, or to avoid running into the rainy season. Always schedule large seal coat jobs for late spring, summer, or early fall, well before the time changes. The reason for this is that seal coat needs sunshine and warmth to dry. The closer to winter it gets, the more shadows there are, the colder it is, and the more chance there is for weather to interrupt the schedule of work. This is especially true in communities with a lot of trees, or with buildings that face north and south as these will cast a lot of shadows during the winter months, which will keep seal coat wet for days. During the summer the sun is at its apex and there are far fewer shadows so seal coat usually dries quickly.
A few weeks prior to commencement of the work, it is best for the community manager to send a notice, including phase maps, to
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all residents. As the start date approaches the contractor should post notices on site two-three days in advance of the work. If notices are posted too far in advance, residents stop seeing the notice and think of it as part of the landscape. Lastly, on the days of work, have a tow company at the ready in case vehicles are left in areas that inhibit performance of work. Prior to the job commencing, the community manager will want the board to decide whether vehicles parked in the job site will be towed offsite or just towed to another location within the community.
In the end, the potential pain, frustration, and inconvenience of performing community asphalt projects can be minimized for community managers, boards and residents by starting out on the right foot with "apples to apples" bids. Communicating with residents well in advance of the project, and performing the work at the proper time of year will also go a long way in minimizing potential headaches. Happy paving!
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