The purpose of the M&R policy is to address the main principles and responsibilities by which systematic and proactive M&R activities should be assessed, planned and executed in the La Colina community.
The building complex survey
A building complex condition survey should be carried out to capture the assessment of the different main parts of the complex.
The report from this survey should be updated at least once per year. The report should be the basis of periodic priorities and plans of M&R needs.
The building complex survey should at least address the following elements:
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- Sidewalk, steps and front stoop
- Exterior walls of the building
- Roof
- Basement
- Stairs and stairwells
- Elevators
- Outside doors (front, back, roof, and basement)
- Video surveillance
- Entrance or lobby and hallways
- Fire escapes
- Light fixtures
- Plumbing: water, sewage and gas
- Wiring
- Swimming pool with surrounding area
- Other?
Relevant aspects of conditions should be recorded, such as:
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- Materials and construction methods
- Age
- Typical durability in the current region
- Known problems and repair history
- Other conditional findings from the survey/inspection
- Cost estimate for any needed repair/maintenance
3 MAIN Classifications of findings of M&R needs
A – immediately hazardous conditions
B – potentially hazardous violations
C – non-hazardous violations
If needed, the committee should seek support from qualified persons / vendors in relevant areas during this survey, to make sure that it captures a realistic conditional description.
The periodic M&R plan
The periodic M&R plan should be derived from the complex condition report and address the schedule and budget for the M&R activities in a prioritised order.
Categories of priority should be recorded as follows
EMERGENCY
Conditions that threaten health or safety.
PREVENTIVE
Conditions that if left unresolved will become emergencies, leading to major damage or destruction of the building, and will cost significantly more if done later rather than sooner.
COSMETIC
Repairs that only affect the appearance of the building, an apartment, or a public area.
Executing the M&R plan
The committee, supported by the administrator as needed and agreed, should assign tasks from the M&R plan to relevant parties.
The written assignments that will be the basis of agreements with the relevant M&R vendors, should as a minimum, contain the scope of work, expected quality, deadlines and price.
The execution of these tasks should be monitored and evaluated by the committee.
The selected parties to whom the said tasks have been assigned should get feedback from the committee, as to how the results meet our expectations.
The said vendor evaluations should be recorded and stored by the committee for its assessment of future assignments to said vendors.
Ordering work from external vendors
The committee, supported by the administrator as agreed, will decide on and order work to be carried out according to the M&R plan.
The committee should have a list of qualified external vendors to contact in cases where relevant services from those may be needed.
When the cost budget for one such assignment exceeds 1000 Euros, the assignment should consistently be subject to a round of offers from several relevant vendor candidates.
When the cost budget for one such assignment is between 500 and 1000 Euros, the committee should, together with the administrator consider whether the assignment should be subject to a round of offers from several relevant vendor candidates.
The committee will make the decisions on which vendors to choose based on price, availability, timeline, experience, references and feedback from other customers and other relevant criteria.
Assigning M&R work from the custodian / care taker
The custodian / care taker should be an active and crucial part in carrying out the M&R work.
When it comes to activities where the custodian / care taker does not have the needed skills, experience and certification, he or she should at least be supported by a party who carries the needed experience, certificates or authorisation.
Standards and compliance
All M&R work should be carried out or supervised by persons with the needed certification and authorisation as demanded by the local authorities in Tenerife.
All M&R work should comply with the current standards as defined by the local authorities in Tenerife.
The expected and typical positive outcomes of such systematic and proactive maintenance and repair approach are:
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- First things first: We attack what seems to be the most critical issues within M&R at any time, based on conclusions from our systematic conditional survey.
- Cost saving i): By starting with the most critical issues, we also save money, as repair work tends to become more expensive as time passes by and the condition gets worse, an in particular for the most severe conditions.
- Cost saving ii): It is also a clear potential for saving money when setting up competitions by using systematic bidding rounds with relevant vendors.
- Risk mitigation: We lower the risk for severe incidents within our complex and for the persons living there.
Employees/Service persons: Supervision, follow up, evaluation and feedback
To ensure motivating working conditions and a good mutual understanding of expectations regarding tasks, success criteria and performance, the committee should assign supervision, follow up, evaluation and feedback of the employees to named members of the committee.
There should be short, informal follow up meetings between the assigned committee member and employee on a monthly or weekly basis – whatever is considered by the parties as suitable. The focus in these meetings should be around the task, achievements, working conditions and any impediments that might have occurred.
There should be a minimum frequency of formal evaluation discussions between the service persons and the assigned follow up person in the committee every 6 months. Short summaries from said discussions should be recorded.
Minimum topics of these records should be:
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- Walk-through of the assignment description and possible adjustments to be made
- What we are satisfied with
- Areas of improvement
- Agreed actions until next meeting
Basic regular responsibilities of the custodian / care taker
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- Daily inspection of all corridors and doors
- Report on any animalities, sign of break-ins etc to the president or the vice president.
INSPECT ALL LIGHTS
Ensure that lights are turned on and off at proper times. Immediately replace burnt out bulbs in public areas and basements.
MAKE MINOR REPAIRS
Replace fuses, shut valves to prevent floods, do minor carpentry, painting, and plumbing as required, etc.
REPORT DEFECTS OR PROBLEMS
Be alert for defects or problems in the building’s roof, windows, stairs, plumbing, elevator, electricity, indication of gas leaks, etc. and report them immediately to the president or vice president.
REPORT ILLEGAL CONDUCT
Observe visitors to the building and keep all doors locked securely. Report any illegal conduct.
Maintain and water the green plants as agreed
Make sure the periodic watering system is operative
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- Remove withered parts
- Cut the green plants as agreed
- Keep the area of green plants tidy, remove any waste
BE NEAT, POLITE AND COURTEOUS
Be available for emergencies and keep a listing of police, fire department, hospital, gas service, electrician, plumber and other officers on hand.
Other?
Other?
Basic regular responsibilities of the cleaner
Wash/mop the entrance and corridors, one floor every weekday.
Mop/sweep stairs at least once a week, one floor every weekday.
KEEP THE BASEMENT CLEAN
Do not permit rubbish, garbage, furniture or debris to accumulate. Keep the basement locked at all times.
Other?
Other?