Maintenance Chair and Process Update

WilliamS1 (South Carolina)
Posts: 113

Posted:

Situation -
We are a small townhome community of just over 100 homes and an average of 30 years old. Our maintenance chair is moving away. Experienced with buildings and maintenance as well as being on site, he has really watched over and inspected the maintenance projects closely.

Questions -
We need the to know the typical role of the maintenance chair in conjuction with the management company?

The manager has typically reviewed property twice per week primarily for business and vendor inspection but will likely need to visit more often now to review ongoing maintenance work. How should they be compensated?

Further - If you have a minute

Does this outline sounds complete and effective.

Maintenance Chair -
1. Act as liaison between committee, hoa board and management company.
2. Develop and coordinate maintenance committee.
3. Establish and maintain common element inventory list.
4. Develop inspection schedule for such items.
5. Along with management company, prioritize, recommend, coordinate, and inspect repairs.

Minor Maintenance.
1. Maintenance Request comes in to manager.
2. Manager informs maintenance chair and meets with them to review.
3. A decision is made as to what to do about the repair.
4. The manager communicates with the contractors, possibly meeting with them to go over the issue.
5. The manager to inspect or coordinate inspection of work progression.
6. If inspection requires manager extra site visits for inspection, manager to be compensated.
7. The manager and chair to inspect final work.

Major Project.
If it is capital repair or update like a fence or a siding issue, which requires daily inspection and guiding communication with the contractor.

1. Project is established by the BOD.
2. Manager and Chair develop bid request and list of quoting contractors.
3. Manager distributes and receives the request for quotations with the contractors.
4. Quotes are reviewed with chair and presented to the BOD.. contactor selected
5. Manager communicates with contractor, signing contracts, setting start dates.
6. Inspection timing and points are developed between manager and maintenance chair.
7. If inspection requires manager extra site visits for inspection, manager to be compensated.
8. The manager and chair to inspect final work.

Thanks so much.

TimB4 (Tennessee)
Posts: 21,059

Posted:

William,

We are self managed. Therefore, I can not speak to how the maintenance Officer would interface with a management company. However, based on what you posted, it sounds like you have a handle on what is expected.

As for having the MC do more inspections of the property - if the Board deems this is a requirement, the MC will probably want to be compensated for their time. This would require a change to their contract which is easily done by both parties agreeing to the change.

Something like:

The [name of MC] will provide x additional inspections per [week/month] to identify maintenance issues and make a report to the Board. [Name of Association] agrees to to pay [name of MC] $xx.xx additional per month for this service.
{Add other stuff as necessary}

Tim

PetunkaM (Florida)
Posts: 1,009

Posted:

William,
I read your outline several times and it sounds like a bunch of bureaucratic baloney to me. Sorry. You have management on the top of management on the top of another management. And your maintenance guy has no authority. Not sure what the point is. However, if it works for you, so be it.