Course Introduction Welcome! • Introductions • Housekeeping • PMDP Course • Course Materials • Course Agenda
Course Introduction Housekeeping • Ground Rules • Be on time • Listen to and show respect for the opinions of others • No sidebar conversations • Turn cell phones and PDAs off • Breaks • Lunch • Facilities • Parking Lot Issues
Course Introduction Professional Management Development Program (PMDP) • M-100 Essentials of Community Association Management • M-201 Facilities Management • M-202 Association Communication • M-203 Community Leadership • M-204 Community Governance • M-205 Risk Management • M-206 Financial Management
Course Introduction Course Materials • Pre-course Resources • M-100, Chapter 9: The Essentials of Community Association Management • Participant Guide • Module Content • Activities • Samples • Reports and Excerpts • Challenges • Knowledge Checks • Course Evaluation • Course Exam
Course Introduction Course Agenda • Course Introduction • Module 1: Facilities Management • Review of Basic Concepts • Lesson 1: Maintaining Physical Assets • Lesson 2: Maintenance Responsibilities • Lesson 3: Disaster and Evacuation Planning • Module 2: Bidding and Contracting • Lesson 1: RFP and Bid Specifications • Lesson 2: Review, Monitor, and Evaluate Contracts • Course Conclusion • Course Exam
Review of Basic Concepts Definitions • Facilities Management:The process of operating, maintaining, repairing, and replacing common property (elements or areas) • Facilities Maintenance:The process of keeping the common property in appropriate condition
Review of Basic Concepts Three Primary Goals • To meet the needs of the individual residents • To preserve and enhance the common property • To limit potential liability to residents, guests, and employees
Review of Basic Concepts Five steps in establishing a maintenance system • Develop maintenance management controls • Identify the physical assets to maintain • Analyze your assets’ maintenance needs • Establish five basic maintenance programs • Evaluate your maintenance system and efforts
Review of Basic Concepts Activity #1:Benefits of Effective Facilities Management Purpose: To develop awareness of the benefits of effective facilities management
Benefits of Effective Facilities Maintenance • Less spent on emergency and corrective maintenance – because routine and preventative tasks are performed • Possible reduction in reserves needed • Smoother daily management
Benefits of Effective Facilities Maintenance, cont. • Efficient and effective use of resources, including personnel • Satisfied owners and residents • Potential for higher resale values • Less stress on the job • Others?
Review of Basic Concepts Activity #2: Overview of Physical Assets Maintained Purpose: To develop participants’ awareness of full scope of community association elements and areas to be maintained and to familiarize them with their responsibilities for the individual components
Facilities Management Module Focus • How to • Recognize basic community association maintenance needs • Provide for adequate maintenance of the association physical assets
Facilities Management Module Objectives • Identify the physical assets the community association must maintain. • Inspect the physical assets to be maintained. • Analyze the physical assets’ maintenance needs. • Evaluate the community association’s existing maintenance programs and management controls.
Facilities Management Module Objectives (cont.) Analyze your community’s maintenance needs. Create controls for ensuring the work is actually done. Evaluate maintenance systems and efforts. Identify the basic elements for a disaster plan. Identify the necessary elements for an evacuation plan.
Maintaining Physical Assets Lesson 1 Objectives • Identify the physical assets the community association must maintain. • Inspect the physical assets to be maintained. • Analyze the physical assets’ maintenance needs. • Evaluate the community association’s existing maintenance programs and management controls.
Maintaining Physical Assets What a Community Manager Needs to Know • Governance documents • Property inspection • Basic maintenance programs • Decision chart • Work order/response form • Maintenance management controls
Maintaining Physical Assets Maintenance Responsibilities • Responsibilities Defined in • Plat • Declaration • CC&R • Master Deed
Working With Documents • Look for an index, title, or subtitle that indicates where a description of the common elements or common areas can be found • Once you find the description, read it carefully • Look for summary descriptions at the end of paragraphs • Read the description of owners’ maintenance responsibilities as a way to distinguish the association’s responsibilities
Midtown Lofts Condominium – Maintenance Responsibilities (Exhibit B to the Bylaws)
Midtown Lofts CondominiumMaintenance Responsibilities Maintenance Responsibilities • Column I: Items. • Column II: Common Elements Under Association Responsibility. • Column III: Limited Common Elements Under Association Responsibility. • Column IV: Unit Components Under Association Responsibility. • Column V: Certain Other Components Under Unit Owner’s Responsibility Without Respect to Ownership of the Component.
Maintaining Physical Assets Inspect Properties for Maintenance Needs • Who should inspect? • How often should inspections be made? • What and how much should be recorded? • When should a contractor go on an inspection with you? • How can you use inspection reports?
Maintaining Physical Assets Who should inspect? • Usually the manager or someone reporting to management. • Community volunteers might be involved when • they are experts • they have an interest in the maintenance of their association • the CA is self-managed Frequency of inspections • Depends on the community, asset, season, and budget.
How to Inspect for Maintenance Needs Frequency • Depends on association, assets, season, budget • Depends on management agreement • Depends on management company’s practices and number of associations
How to Inspect for Maintenance Needs • Frequency varies by type of inspection • regular/scheduled • Re-inspection: recent work, problem area, item of high interest (pool gate) • Special – timers for outdoor lighting after change standard/savings time • Random – “manager out for a walk”
Maintaining Physical Assets Ways to record observations • Digital voice recorder • Digital camera • Note pad • Checklist with unit addresses or common elements • Inspection instruction booklet • Previous checklist to ensure follow-up
How to Inspect for Maintenance Needs What and How Much Should Be Recorded? • Enough detail so the location and type of maintenance needed is clear • So employee or contractor can follow up without further instructions – unless it is a complex or major problem
How to Inspect for Maintenance Needs What and How Much Should Be Recorded? • Standard maintenance terminology is useful. What is … • P-Trap • Striker Plate • Overlayment • Crack Seal • Geotech • EIFS
Maintaining Physical Assets When should a contractor accompany inspector? • Association has identified contractor for minor maintenance • Contractor willing to spend the time • Contractor able to give professional opinion and quote price during inspection
Maintaining Physical Assets Using reports to answer resident & board inquiries can confirm whether— • item has been noted • work has been completed • board has approved work • approved work has been scheduled
Maintaining Physical Assets Five Basic Maintenance Programs • Routine Maintenance • Preventive Maintenance • Emergency Service Maintenance • Requested or Corrective Maintenance • Scheduled Replacement
Maintaining Physical Assets Activity #3: Analyzing and Evaluating Maintenance of a Physical Asset Purpose: To provide practice in managing the maintenance of a physical asset
Maintenance Request & Recommendations Small-Group Work • Choose a leader • Helps group move through activity, stay focused, with everyone involved • Choose a timekeeper • Keeps group posted on how much time it has left • Choose a recorder when appropriate • Records a summary of the group’s ideas and presents it to the rest of the class, when appropriate
Maintaining Physical Assets Activity #4: Community Associations Go Green Purpose: To develop participants’ awareness of the community association’s options for going green
Lesson 2: Maintenance Responsibilities
Maintenance Responsibilities Lesson 2 Objectives • Analyze your community’s maintenance needs • Create controls for ensuring the work is actually done • Evaluate maintenance systems and efforts
Analyzing Maintenance Needs • Conduct an inspection of the property • Examine building plans or specifications • Review any reserve studies • Review all maintenance records • Interview board members, employees, or contractors • Review product or equipment information from manufacturers
Management Controls • Maintenance Calendar • Maintenance Record • Inspection Checklist • Inspection Report • Work Order/Response Form
Evaluating Maintenance Systems and Efforts Methods for evaluating the effectiveness of the facilities maintenance program • Review financial reports • Review all work orders • Monitor “call-backs” or repeat work orders • Follow up with residents on requested maintenance • Inspect the maintenance work performed
Activity 5 Work Group Exercises
Work Group Exercise #1 Prepare a simple preventive maintenance schedule for the year for the air conditioning and furnace that service the clubhouse and office area. The air conditioning is electrical and the furnace is powered by natural gas.
Work Group Exercise #2 Prepare a written procedure for responding to a sewer back-up. Be sure to include procedures for both regular business hours and after hours. Also include any follow up issues.
Work Group Exercise #3 Describe an effective method for completing a property inspection that will insure all areas are covered and any outstanding issues are addressed.
Work Group Exercise #4 The sample governing documents for XYZ Community Association do not address the issue of who is responsible for ceiling repairs resulting from roof leaks. Many owners have damaged ceilings and are calling board members and demanding that something be done. The board is sympathetic to the owners’ pleadings. Create a resolution that you would recommend to clarify this issue.
Work Group Exercise #5 Prepare a time-line outlining each step and completion date required to replace the roofs in our sample community. Assume that there are adequate reserve funds to pay for the replacement, but as of yet, no work has been done on this scheduled maintenance activity.
Disaster and Evacuation Planning Lesson 3 Objectives • Identify the basic elements for a disaster plan. • Identify the necessary elements for an evacuation plan.