Homeowner Associations and Residents

STEP #2 - VISION and STRATEGY DISCUSSION  

With information gathered from the Community Opinion Survey, vision and strategy discussions can proceed.  The goal should be to develop a high level statement or short paragraph which will be helpful in guiding the overall landscape plan development. This takes time and multiple discussions may be needed during this stage with Board members and other stakeholders.  It is important to consider both long term (25 years) and short term goals (1-5 years).  Here are some questions to assist in the strategy discussions:  

• Does the community have a formal or informal look and should the theme continue or be changed? 

• Does the community wish to implement more sustainable practices to maintain or improve overall ecosystem health? 

• Does the community want to increase water conservation and/or stormwater management efforts?

• Is the current tree canopy sufficient or should the tree canopy be increased?  

• Does the community have enough open space or too much open space?

• Does the community wish to begin to add or increase native plantings for pollinators and ecosystem health?

• Does the community want more gardens, walking trails, etc.

• Is there a budget goal or limitation for improvements?

Click HERE for an example of a Landscape Vision Statement.

STEP #3 - SITE ASSESSMENT

Review and document the status of current open spaces and common property areas..  Master plan documents or online maps can be utilized to document the areas. Google Maps or other topographical plans that show pitch and slope can provide an aerial view of the areas under consideration. Having several volunteers walk the areas, taking photos, is one way to get an up-close and current look. Look for volunteers who have some experience with grounds or gardening.

Identify areas under Community Association responsibility by assigning a number and/or name to each. Having a consistent nomenclature will help with discussions and the management of action plans. Stormwater ponds, tax ditches, and bio retention areas should use the number or name reflected on the Master Plans for consistency. Determine the approximate square footage of each assessed area. The Google Earth website is helpful for this effort. 

Click HERE for a sample action plan

Click HERE for a blank spreadsheet

MAPPING RESOURCES AND LINKS:

• Geological Maps provide information on soil type as well as the character and thickness of sediment beds, which impact drainage. 
• Satellite Maps provide tools to determine area measurements of open space in developments.
• Sussex County Delaware  Sussex County online maps provide specific details and dimensions of the plots within the development

In addition, stormwater management plan maps are a valuable resource and can be obtained by contacting Sussex Conservation District

Site Assessment Considerations:

1. Soil type and nutrient level
2. Existing slopes within each open space area
3. Areas where water problems may exist (e.g. oversaturation, ponding, erosion, flooding)
4. Percentage of turf desired / needed to support desired activities versus existing conditions
5. Percentage of existing tree canopy to determine shade goals and plant selection
6. Degree to which the existing landscape meets sustainability goals
7. Existing landscape styles - formal versus informal
8. Existing plant types - trees, shrubs, perennials, annuals, forbes, grasses, evergreen vs deciduous, paying special attention to native species worth conserving and to invasive species that will create long-term issues
9. Existing plant health
10. Approximate weed ratio and weed type(s)
11. Access to water for installation & maintenance
12. Desirable and undesirable view lines
13. Areas of excessive noise
14. Extent of overhead and underground public utilities(www.delmarva811.com).  
15. Private utilities (irrigation, security systems & electric fences) will not be identified by 811 (Miss Utility).  A private company may need to be engaged to do this, or Community Association documents may contain maps of existing systems.
16. Direction of prevailing summer and winter winds
17. Sun exposure (FS 6-8 hours, PS 4-6 hours, SH less than 4 hours)
18. Areas with soil erosion, exposed soil and/or compaction

STEP #4  - PRIORITIZE AREAS

The Board or a committee will review the findings of the assessment and begin to prioritize the areas based on worst (needing immediate action) to best (no actions required). 

Here is an example of a priority grid:

• (4) VERY GOOD - common areas that reflect the character of the neighborhood and are functioning within parameters. Only typical maintenance is required. Where turf exists, a turf to weed target of greater than 75% is met.

• (3) ACCEPTABLE - common areas that are acceptable in the current state but where there are opportunities for improvement which may benefit the environment, reduce maintenance and/or costs to maintain, or become more pleasing to view. Bare soil is noted to be 10% or less and erosion is not apparent. Where turf exists, a grass to weed target of 75/25 is met.

• (2) NEEDS ATTENTION - common areas that require action within the next 12-24 months to improve appearance/function or to prevent extensive and costly repairs in the future. Bare soil noted to be greater than 10% but less than 50%;  erosion is not apparent. Where turf exists, a grass to weed target of 50/50 or is observed less, or standing water exists more than 72 hours after rainfall. 

• (1) FAILING - significant erosion, flooding which impacts safety or property value,  bare soil is greater than 50%, numerous trees and shrubs not thriving, extensive invasive species growing in the area, or area is excessively noisy.  Areas that are failing need priority attention. These areas do not reflect the character of the community and, in many cases, have the potential for exponential increases in cost to repair if not corrected in a timely manner.

STEP #5 - PLAN  DEVELOPMENT

A landscape plan is a document that typically includes a scale drawing visually representing the design of the landscape, accompanied by written notes that detail requirements for plant material, hardscaping, utilities, setbacks and other topographical features. Because the landscape is constantly changing, great care should be exercised in selecting plants that will immediately create the desired aesthetic yet remain an appropriate size over a long period of time. Plans should be drafted with enough details to allow contractors to submit bids without the need for numerous clarifications. For large projects, you may want to engage a landscape architect before finalizing the plan; this will depend on the scope of the project and the skill set of your committee members.

Once an overall plan is developed, it may need to be phased based on the priorities assigned in Step 4. The plan should support the Community Association’s fiduciary responsibility to manage grounds efficiently and sustainably for the foreseeable future, as well as the members' desires as identified by the community survey in Step 1.  

STEP #6 - DEVELOPING COST ESTIMATES

The landscape plan cost estimate should be created based on the prioritized phases developed in Step 4.  Considerations should include:

• Installation costs - Mitigation of issues identified in Step 3.

• Aesthetic gratification - Do you want instant gratification or are you willing to wait for plant material to mature? 

• Types of plant material used - Seeds, plugs, potted plants, balled and burlapped.

• Maintenance considerations -  Turf maintenance, pruning, annual flower plantings, mulching, watering, bare root and plant loss.

STEP #7 COMMUNICATION PLAN

Keep Community Association members up to date with regular communications; consider including the following:

• Key information to be provided to the community throughout this process:

  • Results of survey(s) from Step 1

  • Overall vision and strategy

  • How areas are being prioritized (results from Step 4)

  • Landscape plan - Phases (results from Step 5)

• Projects that are out of scope due to cost.  This may help the Community Association gauge the willingness of members to pay for special projects.

• Communication prior to the start of a project explaining the purpose, what is being changed, expected results and impact on members adjacent to the project.

• Before and after photos of projects to show long term success.

STEP #8 IMPLEMENTATION  

Consider the following when building the implementation plan:  

• Watering requirements

• Time of year 

• Project management or oversight 

• Method of layout of the landscape plan according to the design

• Utilizing volunteers and/or contractors

Depending on the scope of work involved, implementing the landscape plan may involve entering into legally binding contracts with installation and/or maintenance vendors.  Service Level Agreements (SLAs) should be an essential component of these vendor contracts and should set forth the specific expectations and standards of the parties.  Having tightly worded vendor contracts helps prevent misunderstandings and ensure both parties are aware of their rights and responsibilities.  Examples of SLA key elements include:

• Definition of terms and summary of objectives

• Response times for different types of maintenance requests

• Requirements and deliverables

• Procedures for handling breaches of contract

• Analytics and reporting expectations

• Communication protocols

• Cost and payment structure

• Insurance and liability clauses

• Dispute resolution procedures

By clearly defining these aspects, Community Associations can set measurable standards for vendor performance and hold service providers accountable for meeting their obligations. This approach helps minimize liability risks and ensures compliance with maintenance responsibilities.

STEP #9 - MONITOR PROGRESS/LONG-TERM MAINTENANCE

Periodic review of the plan execution is necessary.  What is working?  What is not working? The plan should be adjusted as necessary to achieve the strategic goals agreed upon and as property conditions change over time. Identify how “success” will be measured. For example, success may be defined as completing a project on time, on budget, and as per specifications. Monitoring how the area performs over time is also important. Initial photos of projects completed and photos over time are valuable for measuring success and communication to Community Association members.  Establishing a periodic timeline for landscape review will ensure project success.  

Implementing an efficient system for residents to report landscape maintenance issues is important. This could involve using digital management tools or software to streamline communication and maintenance requests.  These software platforms enable homeowners to submit maintenance requests online or through mobile apps, eliminating the need for phone calls or emails. The requests are then automatically routed to the appropriate board member or maintenance staff, ensuring that no issue falls through the cracks. This centralized approach to handling maintenance requests not only saves time but also creates a comprehensive record of all maintenance activities, which can be invaluable for future reference and planning.  Moreover, an efficient work order system can help Community Associations prioritize tasks related to plant health, assign vendors, and track the progress of each maintenance request. This level of organization can lead to faster resolution times and improved communication with homeowners.

Useful Resources:

1. Del Dot Noise Abatement Program
2. Delaware Uniform Common Interest Ownership Act (DUCIOA)
3. Delaware Electric YouTube
4. Delaware Wetlands
5. Delaware Freshwater Wetlands Toolbox
6. Delaware Stormwater BMP
7. Native Garden Designs (NJ design is for Mid-Atlantic area complete with detailed plan and plant list, check out the multi-family home design).
8. Design a Native Plant Landscape (a “how to” guide from Home Grown National Park)

Electrical Utility Planting Regulation Links: 

1. Delaware Co-op Planting Regulation Guide
2. Delmarva Power Planting Regulation Guide
3. Town of Clayton (contact the Town administration for information)
4. City of Dover (XIII - ACCESS)
5. Lewes BPW
6. Town of Middletown  (contact electrical department for guidance)
7. City of Milford (review section 8.10)
8. City of Newark
9. City of New Castle
10. City of Seaford (contact the City for information)
11. Town of Smyrna (contact the City for information)

Turf maintenance can be time-consuming and expensive, considering the ongoing cost of mowing, aerating, overseeding, and chemical applications, which are often necessary to maintain a healthy turf. Following sustainable practices may reduce these costs associated with maintaining healthy turf while benefiting water and air quality and the overall environment. 

Consider adopting all or some of the following sustainable practices:

• Reduce areas of turf that are costly to maintain and do not serve a specific purpose by converting those areas to gardens, meadows, or forests, which include mostly native perennials, trees and shrubs. Turfgrass Madness

• Mow at a height which is proper for the time of year and type of turf present, reducing height by no more than 1/3rd at a time. Maintaining tall fescue at a height of 3.5" during summer months helps the grass maintain moisture results in fewer weeds. Review Livable Lawns

• Properly adjust the irrigation systems based on the season and weather.  Set irrigation systems to run in the morning.  Consult the Turf Grass Fact Sheet and the Livable Lawns publication for specific recommendations.

• Monitor grounds for evidence of overwatering and damage from equipment, make adjustments to the irrigation schedule and mowing scope as needed. Note that Swales will remain wet longer and may be prone to damage because of that. Review the Swale Fact Sheet for more information on management of swales and irrigation tips below.

• Reduce or eliminate bagging during the mowing season. Returning clippings to the lawn provides ⅓ of the nitrogen needed and all of the phosphorus (P) and potassium (K) needs.

• Soil test on a regular schedule.  Read and understand Soil testing results.  Tests should be conducted every 3 years. If deficiencies exist,  yearly testing may be necessary until the deficiency is corrected. Work with contractors to be sure products applied are consistent with test results and University recommendations. For more information review the  Delaware Soil Testing  Program.

• Fertilize responsibly and at the right time based on the type of turf grass present. The best time to fertilize tall fescue is the fall. For more information consult the Livable Lawns publication and Delaware Livable Lawns program.

• Limit the use of pesticides.  Utilize Integrated Pest  Management  for insect and disease management.

• Accept a few weeds.

TYPES OF TURF

Knowing the kind of turf grass present is important in understanding how to maintain it.  Developers generally seed with a mix of tall fescue, perennial and annual rye and sod with a tall fescue mix of which there are many options and varieties.  

Turf types are divided into two categories - Turfgrass Selections For Delaware :

1. COOL SEASON GRASS:  grows best in spring and fall and usually will be dormant in hot dry weather of summer unless heavily irrigated.  Even if irrigated, growth is slower.  Fertilizer is most effective in the fall as weather cools and grass is still growing. 

1. WARM SEASON GRASS: grows best in summer.  These grasses take longer to green up in the spring and return to dormancy in the fall.  If using fertilizer, this type takes up more nutrients during the summer months so fertilization is most effective then.

MOWING STRATEGIES FOR CONSIDERATION

While it may be impossible to completely avoid damage to turf from mowing equipment, setting expectations,  maintaining good communications, and working with your contractor to resolve issues, will produce better results.

Consider the following:

1. If turf is mostly tall fescue, reduce bagging of grass so that only certain areas are bagged (e.g. home lawns), or eliminate bagging of grass altogether.  If bagging is currently done, communications to homeowners may be needed before making a change.  Benefits of not bagging include increased nutrients which strengthen the soil, reduces fertilizer needs, reduces landfill debris, and may reduce labor costs from collecting and dumping of clippings. 

2.  Reduce cutting in sensitive areas.   Reducing the frequency of heavy equipment on fragile areas helps to reduce damage.  For example, mowing slopes around a pond may only be needed bi-weekly.  Open meadows may be cut back once or twice a year to keep weeds down and reduce volunteer trees and shrubs.

3. Eliminate mowing of steep banks around certain ponds by letting the buffer naturalize higher on the slope. A larger buffer is beneficial in capturing runoff and reducing pollutants from entering the water system and is a good deterrent for geese. 

4. Reduce mowing during certain periods depending on turf type present.  Tall fescue grass will begin to go dormant during hot dry weather while warm season grass such as zoysia will continue to grow. Vice Versa in the fall - tall fescue will be growing but zoysia will be starting to go dormant.  If healthy, dormant turf will return to its  “green” state when conditions improve. Reducing the frequency of heavy mowing equipment on dormant turf can reduce damage. Many contractors build into their cost structure several weeks where mowing is not done due to weather conditions.  Another alternative is to redirect service to garden bed weeding or other hardscape tasks during these periods. String trimming work can continue to keep the community looking well-kept.

5. Monitor areas frequently during the mowing season to identify areas where scalping or other damage may be occurring.  Scalping occurs when the mower deck comes too close to the ground on the high end of a sloped area.  Repeatedly cutting the grass too short may result in death of turf and/or increase in weeds.  Keeping turf strong includes cutting it at the right height which allows the grass to take up enough moisture and nutrients to survive.  At the right height, turf will remain dense enough to shade the soil and reduce weeds.  Work with your contractor to develop a better mowing strategy for the area.  If other damage such as tire ruts is evident, it may indicate an area that is not draining properly.  Again, working with your contractor to develop a strategy for those areas is recommended. 

6. Consider fall aeration and overseeding especially in unirrigated areas, and where dog walking is frequent.  

IRRIGATION TIPS

Irrigation systems should be managed to prevent overwatering of lawns. Overwatering results in compacted soils, increased lawn diseases, shallow roots and weak turf, weeds, and damage from mowing attempts. Sidewalks and driveways may also develop unsightly mold/algae. Watering appropriately may also reduce the wear and tear on your irrigation system and well pump.  Water is a precious resource.  Good stewardship includes practicing water conservation. 

Below are tips that may be helpful in irrigation system management: 

• Take time to get a good understanding of how your irrigation system is set up so that you can converse with your contractor about your overall watering strategy and problems that may develop. 

• The days to water and zone run times should be based on the season and weather conditions. Consult the chart in the Turf Grass Fact Sheet to learn how much water is generally needed per week. 

• Set irrigation to run in the morning.  Watering is more effective in the morning because there is less evaporation and the blades of grass dry quickly which aids in disease prevention.

• Irrigation System controllers:

  1. Irrigation systems that are remote controlled are especially helpful if you prefer to manage the shut down of systems during rain events.   Monitoring the weather and setting the system is easily accomplished through APPS.  

  2. Some systems on the market monitor the weather and adjust watering for you but keep in mind these may not accurately address conditions in all areas at your site.

  3. Reliance on a rain gauge on the irrigation system is not generally effective.   The system may still run if the rain begins after the system has initiated, or, it might be too sensitive and stop the system from running during a very light rain.  

• Irrigation system placement: as you are planning to install an irrigation system, or make changes to your existing system, keep the following in mind:

  1. Irrigation heads should not be placed directly in a swale.  This will cause over watering of the swale.  Water will run into the swale which in most cases is enough to keep the area alive without overwatering.  The contractor you hire may or may not follow this strategy so be sure to check with them on placement. Consult the Swale Fact Sheet for additional details.

  2. Irrigation heads should not be placed against a sidewalk if you are edging this area. The sprinkler head may be easily damaged.

  3. Set up separate zones for North, South, East, West exposures as each area will have different water requirements.

• Water “deeply” instead of “frequently”.  New sod will require more water until fully established.  Well established turf will benefit from slow and deep watering.  Watering every day is not recommended in any season for established lawns.

• Consider two short run cycles instead of one long one.  This may allow for better saturation of water and reduce run-off.  It is a slower method to deep soak the turf. 

• SHUT OFF irrigation two days before the scheduled mow day.  Also consider shutting the system off several days ahead of a large rainfall prediction (e.g. 1” or more), and leave it off until the soil has time to dry out which may take several days. Most systems have a “weather delay” function so that you can easily set the number of days for the system to pause.

• Keep shrubs trimmed back from irrigation sprinkler heads so that they operate effectively.

References / Resources

Integrated Pest Management  - explains the benefits of Integrated Pest Management (IPM), benefits,  and how to implement a plan.

Delaware Soil Testing Program -  how to take a soil sample, where to send it, and how to interpret results.

Turfgrass Selection for Delaware -  recommended types of turf for Delaware.

Delaware Livable Lawns - a program to reduce fertilizer runoff from lawns, which is one of the biggest sources of contamination to waterways.  Also listed are lawn care professionals who are part of this program.

Turf Grass Fact Sheet - a quick guide loaded with tips on taking good care of turf grass, including when and how much to water and when to fertilize.

Swale Fact Sheet - a quick guide to managing swales.

Turfgrass Madness - a brief history of lawns and information on why reducing lawns is a good idea.

Livable Lawns - a guide on turf grass selection, installation, and maintenance.