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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

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course introduction
Course Introduction

Welcome!

  • Introductions
  • Housekeeping
  • PMDP Course
  • Course Materials
  • Course Agenda
course introduction3
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 introduction4
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 introduction5
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 introduction6
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
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 concepts9
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 concepts10
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 concepts11
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
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
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 concepts14
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
Facilities Management

Module Focus

  • How to
    • Recognize basic community association maintenance needs
    • Provide for adequate maintenance of the association physical assets
facilities management16
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 management17
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
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 assets20
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 assets21
Maintaining Physical Assets

Maintenance Responsibilities

  • Responsibilities Defined in
    • Plat
    • Declaration
    • CC&R
    • Master Deed
working with documents
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
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 assets25
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 assets26
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
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 needs28
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 assets29
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 needs30
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 needs31
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 assets32
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 assets33
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 assets34
Maintaining Physical Assets

Five Basic Maintenance Programs

  • Routine Maintenance
  • Preventive Maintenance
  • Emergency Service Maintenance
  • Requested or Corrective Maintenance
  • Scheduled Replacement
maintaining physical assets35
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

slide36

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 assets37
Maintaining Physical Assets

Activity #4: Community Associations Go Green

Purpose: To develop participants’ awareness of the community association’s options for going green

slide38

Lesson 2:

Maintenance Responsibilities

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
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
Management Controls
  • Maintenance Calendar
  • Maintenance Record
  • Inspection Checklist
  • Inspection Report
  • Work Order/Response Form
evaluating maintenance systems and efforts
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

Activity 5

Work Group Exercises

work group exercise 1
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
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
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
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
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
Disaster and Evacuation Planning

Lesson 3 Objectives

  • Identify the basic elements for a disaster plan.
  • Identify the necessary elements for an evacuation plan.
disaster and evacuation planning51
Disaster and Evacuation Planning

Primary Goals of Facilities Management

  • Meeting the needs of residents
  • Preserving and enhancing the property
  • Ensuring the safety of residents, guests, and employees
disaster and evacuation planning52
Disaster and Evacuation Planning

Basic Elements of a Disaster Plan

  • What peril is being considered
  • Finances
  • Staff & volunteers
  • Communications
  • Physical assets
  • Contractors
  • Preventing damage and disruption
  • Supplies
  • Coordination with authorities
disaster and evacuation planning53
Disaster and Evacuation Planning

Activity #6: Identify Potential Perils

Purpose: To get participants to think about potential perils that may affect their community

disaster and evacuation planning54
Disaster and Evacuation Planning

Necessary Elements of an Evacuation Plan

  • Alternative Methods of Communication
  • Emergency Contact Information
  • Evacuation Routes
  • Destination for Reassembly and Communication
  • Secure Building Against Theft
disaster management planning considerations
Disaster Management – Planning Considerations
  • Plan for all hazards
  • All-risk insurance
  • Multiple plans required
  • Include evacuation plan – regardless of the cause
  • Make arrangements with contractors during disaster planning
disaster management planning considerations56
Disaster Management Planning Considerations
  • Planning committee needed
  • Major categories:
  • Budget
  • Staff, specific jobs
  • Communications, primary and alternate means
  • Securing buildings, physical plant, etc.
disaster management planning considerations57
Disaster Management Planning Considerations

Master File

  • Emergency contact information – day and night
  • Physical plant information
  • File of brand, model, and serial numbers of pumps, motors, appliances, swimming pool, and other major equipment
  • Physical inventories of furniture, equipment, etc.
  • Plans an schematics (as-builts)
disaster and evacuation planning58
Disaster and Evacuation Planning

Activity #7: Evacuation Plan Requirements

Purpose: Identify evacuation plan requirements for own community association

module 1 summary
Module 1 Summary

Review of Module Objectives

  • Lesson 1
    • Identify the physical assets the CA must maintain.
    • Inspect the physical assets to be maintained.
    • Analyze the physical assets’ maintenance needs.
    • Evaluate the association’s existing maintenance programs and management controls.
  • Lesson 2

- Analyze your community’s maintenance needs.

- Create controls for ensuring the work is actually done.

- Evaluate maintenance systems and efforts.

  • Lesson 3
    • Identify the basic elements for a disaster plan.
    • Identify the elements for an evacuation plan.
module summary
Module Summary

Discussion Questions

  • What changes or trends are you seeing relating to inspections?
  • How has technology affected the way inspections can be done?
  • What are some ways to effectively communicate with the board regarding maintenance?
module summary61
Module Summary
  • Additional Resources can be found in back of your Participant Guide.
  • Please share with the class other resources you use.

For example, National Program for Playground Safety http://www.uni.edu/playground/

bidding and contracting
Bidding and Contracting

Focus

How to contract for specific community association maintenance needs

bidding and contracting65
Bidding and Contracting

Module 2 Objectives

  • Prepare a request for proposal, including bid specifications.
  • Recruit bidders.
  • Review bid proposals.
  • Work with a board to select a bidder.
  • Check a contract for all necessary elements.
  • Monitor fulfillment of a contract.
  • Evaluate performance under a contract.
  • Interpret and invoke contract warranties as necessary.
rfp bid specifications
RFP & Bid Specifications

Lesson 1 Objectives

  • Prepare a request for proposal, including bid specifications.
  • Recruit bidders.
  • Review bid proposals.
  • Work with a board to select a bidder.
rfp bid specifications68
RFP & Bid Specifications

Activity #1: Review an Incomplete RFP and Bid Specification

Purpose: To review an incomplete RFP and set of bid specifications as a way to strengthen the ability to prepare both

rfp bid specifications69
RFP & Bid Specifications

Recruiting Bidders

  • Step 1: Prepare solid RFP with clear bid specifications
  • Step 2: Recruit qualified bidders
rfp bid specifications70
RFP & Bid Specifications

Recruiting Bidders

  • What are good sources and methods of identifying potential firms that might bid on your RFP?
  • What CAI resources are available?
    • Business Partner members
    • National Service Directory
    • Chapter network
rfp bid specifications71
RFP & Bid Specifications

Activity #2: Discuss Recruiting Bidders

Purpose:

  • Identify sources of potential bidders
  • Discuss the pros and cons of various methods of identifying and working with business partners
  • Discuss considerations with obtaining referrals
rfp bid specifications72
RFP & Bid Specifications

Eight Steps in Evaluating Bids

  • Eliminate any bid that does not qualify at each succeeding step.
  • Ensure bid is submitted on your form so you don’t spend hours comparing every word.
  • Get clarification if you have questions about a term, a price, or a promised service.
  • Check each qualified bidder’s references and involvement in this industry.
rfp bid specifications73
RFP & Bid Specifications

Eight Steps in Evaluating Bids (cont.)

  • Check each qualified bidder with your local Better Business Bureau to evaluate any complaints.
  • Compare the remaining bids in terms of price, qualifications, and service.
  • Make calls to verify that each qualified bidder has a contractor’s license, if applicable.
  • Make calls to verify that each qualified bidder has adequate insurance.
slide74

RFP & Bid Specifications

What is the BBB?

rfp bid specifications75
RFP & Bid Specifications

Criteria for recommending a bidder

  • Demonstrated understanding of what needs to be done
  • Possesses necessary qualifications to do the job
  • Demonstrated good work for others with similar specifications
  • Reasonable price
  • Active in the industry
rfp bid specifications76
RFP & Bid Specifications

Activity #3: Evaluate Proposals and Prepare a Written Recommendation

Purpose: To evaluate a set of maintenance proposals and prepare a written recommendation to the board

review monitor and evaluate contracts
Review, Monitor, and Evaluate Contracts

Lesson 2 Objectives

  • Check a contract for all necessary elements.
  • Monitor fulfillment of a contract.
  • Evaluate performance under a contract.
  • Interpret and invoke contract warranties as necessary.
review monitor and evaluate contracts79
Review, Monitor, and Evaluate Contracts

Activity #4: Analyze a Maintenance Contract for Any Weaknesses

Purpose: To develop the ability to check a contract for all necessary elements

review monitor and evaluate contracts80
Review, Monitor, and Evaluate Contracts

Enforcing Contract Provisions

  • Monitor fulfillment of the contract.
  • Evaluate the contractor’s performance.
  • Interpret and invoke contract warranties as necessary.
review monitor and evaluate contracts81
Review, Monitor, and Evaluate Contracts

Activity #5: Monitoring and Evaluating Contract Performance

Purpose: To identify ways to effectively monitor and evaluate contract performance

review monitor and evaluate contracts82
Review, Monitor, and Evaluate Contracts

Activity #6: Interpreting and Invoking Contract Warranties

Purpose: To identify ways to effectively interpret and invoke contract warranties

module summary83
Module Summary

Module 2 Objectives

  • Prepare a request for proposal, including bid specifications.
  • Recruit bidders.
  • Review bid proposals.
  • Work with a board to select a bidder.
  • Check a contract for all necessary elements.
  • Monitor fulfillment of a contract.
  • Evaluate performance under a contract.
  • Interpret and invoke contract warranties as necessary.
module summary84
Module Summary

Discussion Questions

  • How do economic conditions affect bidding and contracting?
  • What resources do you use to identify potential bidders?
  • What are some important principles to understand when working with contractors/vendors/business partners?
  • There are over 3,500 firms who are CAI Business Partner Members.
  • How do Business Partners contribute to strengthening this industry and profession?
module summary85
Additional Resources can be found in back of your Participant Guide.

Please share with the class other resources you use.

For example, Bids & Contracts: How to Find the Right Community Association Professional, Stephen R. Bupp, CMCA, AMS, PCAM, 2004.

Module Summary
evaluations
Evaluations
  • Please be sure to fill out your course evaluations.
  • Your feedback is important to us.
course exam
Course Exam
  • 45 multiple-choice questions
  • Results will be mailed within 4-6 weeks
  • Good luck!
contact cai
Contact CAI

225 Reinekers Lane, Suite 300

Alexandria, VA 22314

(888) 224-4321 (M-F, 9-6:30 ET)

(703) 684-1581 (Fax)

www.caionline.org

thank you
Thank you!
  • For participating in this course
  • For your support of CAI and the Professional Management Development Program