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Co-op and Condo Board Guide to Facade Projects
After more than 10 years working on facade restoration and building maintenance, I have learned that the hardest part of a major exterior project isn't always the construction itself. It is getting every decision, approval and person involved moving in the same direction.
A board may have an inspection report but no agreed repair scope. My advice to building boards is to understand the findings first, clearly define the work, and make key decisions before construction begins. A little preparation can prevent considerable confusion once crews arrive on site.
I recommend following this sequence: inspection report, written repair scope, contractor bids, funding and board approvals, access arrangements, construction oversight and closeout documentation. Starting early gives everyone more time to deal with unexpected findings without rushing important decisions.
Step-by-Step
Get The Report
I always start with the inspection findings. Before discussing contractors or costs, the board needs to understand what the Qualified Exterior Wall Inspector (QEWI) identified, how each condition is classified and what action is required.
During my years working around building maintenance, I have seen how easily a technical report can become a source of confusion when nobody explains it in practical terms. Board members do not need to become engineers, but they should understand which items require immediate attention, which can be planned and which dates must be met.
Define The Scope
Before inviting contractors to price the work, I want to see a written scope based on the inspection findings and prepared by the appropriate professional.
This document should identify the affected areas, required work, relevant materials, access arrangements and any known project constraints. Depending on the building, it may cover masonry repointing, lintel replacement, parapet work, stone restoration or other exterior repairs.
Collect Bids
Once the scope is ready, invite qualified contractors to provide written proposals. I recommend giving each bidder the same documents and asking them to identify any exclusions or assumptions.
When reviewing an estimate, I look beyond the headline price.
Are the individual work items clearly priced?
Does the contractor explain the expected duration and major milestones?
Has the required insurance documentation been provided?
Has the contractor handled comparable occupied buildings and exterior conditions?
Are scaffolding, sidewalk sheds and related work included where needed?
Does the proposal explain how concealed damage or changes in scope will be handled?
In my experience, an estimate that looks inexpensive at first can become difficult to manage when important details have been left open. I would rather have a clear proposal that identifies its limitations than a low number that creates surprises later.
Plan Funding And Communicate
Once the board understands the likely cost, it can consider how to pay for the work. Common options include:
The appropriate option depends on the building's finances, governing documents, approval requirements and project scale. The board should consult its managing agent, accountant, attorney or financial adviser before making a commitment.
I have found that communication is just as important as budgeting. Preparing a written update that explains what the inspection identified, why the work is needed, what the board expects to spend and how the schedule may affect residents is important.
Check Approvals
I would confirm approval requirements while the scope and estimates are being prepared, not after the contractor is ready to start. Certain exterior alterations to properties within designated historic districts or individual landmarks may require review by the NYC LPC.
Other activities may require DOB permits or related filings. Requirements can vary with the construction involved, so do not assume that a repair approved at one building can proceed under identical conditions elsewhere.
Set Up Access
Access is one of the details I pay close attention to when planning exterior work. Even a straightforward repair can become complicated when crews cannot reach the affected area easily or equipment interferes with entrances and pedestrian routes.
Depending on the building, the contractor may need scaffolding, a suspended platform, a sidewalk shed or another suitable access system. Before installation, I recommend discussing where equipment will go, how residents and visitors will enter the building, how pedestrians will move around the work area and whether deliveries or commercial entrances will be affected.
Oversee And Close Out
Once work begins, the board needs a reliable way to monitor progress and make decisions. I recommend agreeing in advance on who receives site updates, who can approve changes and how cost or schedule concerns will be escalated.
Keep records of progress photographs, invoices, change orders, relevant approvals and completion documents. If the contractor discovers concealed deterioration, ask for the finding, proposed solution, price and schedule impact to be documented before authorising additional work.
Board Mistakes to Avoid
Over the years, I have seen the same planning issues create unnecessary pressure on building projects.
- Waiting until the filing window closes: This leaves less time to arrange professional services, funding and construction.
- Comparing estimates without a common scope: Different assumptions make prices misleading.
- Prioritising appearance over condition: Cosmetic improvements do not resolve underlying deterioration identified by the inspector.
- Leaving residents out of the conversation: Late notices can create avoidable disputes about access, noise and costs.
- Approving changes informally: Unclear authorisation can lead to disagreements over additional charges and responsibilities.
I encourage boards to document important decisions and raise questions as soon as they arise. Small uncertainties are generally easier to resolve before work is underway.
Brooklyn Boards
Many buildings in Brooklyn Heights, Park Slope and Crown Heights have older masonry, established resident communities and maintenance histories that deserve careful consideration. Other properties, including taller waterfront developments, may involve more complex access and coordination requirements.
For older buildings, the inspection may identify deteriorated mortar joints, corroded lintels, parapet damage or other issues that need a defined construction plan. I recommend allowing time for board votes, financing, resident communication and applicable approvals. The contractor's estimated construction duration is only one part of the overall timetable.
Every building presents its own constraints. A realistic plan should reflect the inspection findings, the required work, the property's access conditions and the decisions the board must make.
Frequently Asked Questions
When should we start?
I recommend starting as soon as the applicable filing window is known, ideally before the inspection. Early planning gives the board time to understand the findings, define the work, compare estimates and organise funding. Waiting until the final months can leave little room for unexpected conditions.
Who picks the contractor?
The board generally selects the contractor, often with advice from the managing agent and relevant professionals. Follow the building's governing documents and approval procedures. I recommend evaluating scope, insurance, schedule, experience and exclusions alongside price.
How do we compare bids?
Give each bidder the same written scope, then compare line items, schedule, insurance, access arrangements and exclusions. Ask how additional deterioration will be handled. A lower total is not necessarily the better choice if it leaves important work undefined.
Can we phase repairs?
Sometimes, if the phasing is appropriate under the professional assessment and applicable requirements. Conditions that present an immediate hazard must take priority, and required work should not be postponed simply to fit a preferred budget. Discuss the proposed sequence with your QEWI and engineer.
How do we tell shareholders?
Communicate early and in writing. Explain the findings, proposed work, estimated cost, likely schedule and expected effect on residents. If details remain uncertain, identify what is still being reviewed and give residents a date for the next update.
Do we need the same firm for inspection and repair?
Not necessarily. Many boards use a QEWI for the inspection and a separate contractor for construction. Keeping the responsibilities clear helps distinguish the professional assessment from the construction proposal. Ask your attorney and engineer what arrangement best suits the building.
Planning Work for Your Building?
After more than a decade in facade restoration and building maintenance, my strongest recommendation is to make decisions in the right order. If your building is preparing for exterior work, our team can discuss the construction scope and access arrangements. Visit our services page or contact us with your building address and available inspection information.
Planning Work for Your Brooklyn Building?
Our team can discuss construction scope, access arrangements and project coordination for your co-op or condo. Share your building address and any available inspection findings.
Disclaimer: This guide provides general information, not legal or engineering advice. Confirm property-specific requirements with the appropriate professionals and relevant city agencies.