Maintenance is defined as the work that is done to keep your building in good working condition. This is done on a regular basis. Most of the maintenance tasks are done by the building’s super, but some of the tasks can be done by officers, maintenance and repairs committee, outside contractors or the tenants themselves.
Maintenance policy is a statement of principle used to guide maintenance management decision making. “Having a proactive plan in place to keep buildings well maintained not only enhances the appearance and value of properties, it allows a property manager to address vital maintenance issues, such as expenses, contract agreements, inspections and communication with building occupants and owners”, Ashley B. 2010. The purpose of this document is to outline the roles and responsibilities of the maintenance committee. Maintenance policy must include the following:
• Who will be responsible for regular repairs.
• How routine repair requests will be processed and made
• How the contractors will be hired and supervised
• How the maintenance contracts will be handled
Policies and procedures for routine maintenance:
Routine maintenance is that maintenance of building which is done on a daily, weekly or monthly basis. “Prior to the beginning of each work week, each maintenance Superintendent, along with supervisors/lead staff, prepare a work plan for the upcoming week, allowing time for preventive maintenance (PM’s) and routine maintenance and emergencies”, Del Mar, 2015. It is the general upkeep of a building, equipment or system against normal tear and wear.
The policies and procedures for routine maintenance are:
• General housekeeping services
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...ures on maintenance:
Committed expenditures: these are the expenses which occur every year as part of planned maintenance.
Variable expenditure: these are the expenditures, which may not occur every year.
Managed expenditures: these are the expenses which are related to the unplanned maintenance works carried out entirely at the building manager’s discretion.
Maintenance records are written notes which provide documentation about the up keeping of the certain piece of equipment. This record helps in the maintenance plans. Maintenance records are maintained on daily basis. All the expenses are recorded in the books as the maintenance is done on a regular basis in the building. These records help to make the maintenance budgets for the apartments. These are also necessary to maintain as it gives the basis for the follow up of the different maintenance activities.
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