Learn > Further Information > Upkeep Repairs
Upkeep Repairs
BUILDING MANAGER
Juggling responsibilities is not easy, so it is essential to present facts and clarity to your Building Supervisor / Manager
A good community helps by communicating politely and providing dates, times and photos.
NO MANAGER
Everyone is responsible and should offer help with monitoring the buildings/s. More eyes = lower expenses.
Ongoing conversations about ongoing care & upcoming expenses makes people aware of progress.
(No surprises = no angry residents.)
BIG TICKET ITEMS
Saving means no large bill when it’s time for upkeep or preservation.
WHO MAKES THE PLAN?
A professional can guide residents on timing and costs of replacement or installations.
Usually, the Strata Committee oversees this process.
Search online or ask other apartment owners for recommendations.
Speaking with owners in other complexes can lead to good ideas.
Your Strata Manager is one source of information.
NO FUNDS FOR URGENT REPAIRS
Every situation can be handled if owners are prepared.
Check Insurance cover and defect provisions first.
If needed, there are businesses to use, the same way you would for a house.
Example: You can obtain special finance for a group of apartments.
Making a repair quickly could save money.
The worse a problem is, the more it costs to fix.
Or, owners can hold a meeting and agree to a Special Levy. This allows unusual or unexpected costs to be met in a short – medium timeframe.
REPAIRS MAY BE EXEMPT
Check Exempt and Complying Development – DBP Act & Remedial Works for general information on remedial building work (Department of Planning and Environment).
WHO CAN HELP?
Be cautious making assumptions or taking advice from usual sources, (such as contractors, or the Strata Manager. In this specialised area, it is highly recommended to engage professional advice and specific expertise from the outset.
STILL NOT CLEAR? TRY THIS ARTICLE
KEEP YOUR BUILDING SAFE & LOOKING GOOD
MAINTENANCE IS COMPULSORY BY LAW
A Building Manager, resident, or an owner living off-site may supervise maintenance. They can do the job better if treated respectfully and provided with factual information.
Knowing people in your complex means you can draw on knowledge, such as plumbers, electricians, builders and lawyers.
Owners must check the strata plan and by-laws, as conditions or provisions may be required, even for minor maintenance repairs. (Contacts on Noticeboards or correspondence.)
Tenants (renting) should ask their landlord, and possibly communicate with an appropriate person on site to follow up.
Photos, measurements and factual description can assist.
COMMON PROPERTY – SHARED AREAS, WALLS & FLOORS
The Owners Corporation plans and pays for maintenance to common property.
NSW-gov Strata Repairs, Maintenance
Failure to maintain common property in good order and repair can cause expensive repairs or replacement in the future. Delaying maintenance increases costs
A maintenance schedule prepared along with an annual budget shows an estimate of expected costs.
If your scheme employs a Building Manager, the Agreement lays out the scope of duties.
Downloads available: Maintenance Checklist Quote Template
SAVING UP TO PAY FOR BUILDING CARE
REPAIRS & PLANNED UPGRADES
Any works which are not every-day maintenance and which are in ‘common’ areas (property where responsibility is shared by all owners).
Examples are: repairs to walls or paths; deep clean of the recycling and waste areas; painting internal or external walls; upkeep of stair or balcony railings; installation of upgraded lighting or facilities; replacement of water heaters.
By law, owners must put aside money to pay for future building care.
A 10-year plan is made, listing jobs, the date they are to be done and costs. This is spreadsheet is usually completed by a professional, who is shown through the entire complex by a resident.
- The document is called the Capital Works Plan.
- Money for the Plan is saved from the regular levies paid by owners – it is kept in the Capital Works Fund.
The Plan must be updated every 5 years, to keep pace with changes and rising costs.
Before each Annual General Meeting, it is a good idea for owners to walk through the grounds, with the Plan in mind. If there are any new, important inclusions necessary, an ‘ordinary resolution’ to revise the Plan, can be put on the Agenda. (Ask the Secretary.) On the webpage: Checklist Capital-Works-Plan
NSW-gov Minor repairs, Major Repairs
NSW-gov Capital Works Plan (Halfway down the web page)
BIG TASK? BREAK IT DOWN, GET AN EXPERT
MAKING THE PLAN WORK WELL
- Is immediate action required? You may need to take action while awaiting quotes and information for a more permanent solution. Have pre-approval in place for emergency spending by the Strata Committee.
- Ensure you brief for quotes clearly, so that comparison is easier.
- Check on the amount of spending permitted.
If required, schedule an Extraordinary General Meeting (EGM) to obtain approval for expenditure.
See the next page for guidance on suitable professionals required. A regular look over the spreadsheet for the Capital Works Plan is a good way to ensure the schedule is adhered to.
Every resident can watch for leaky pipes, obstructions on paths and broken fencing. By providing a photo, location, plus good details, a repair can be booked before the problem worsens or causes injury.
Keep communication channels open – emails, facebook, noticeboards, notes or letters. Transparency builds trust and encourages help.
BIG PROJECTS MUST MEET STANDARDS
REGULATIONS ENSURE RELIABILITY
(Generally applies to new buildings or new additions, alterations or renovations.)
Many construction problems are caused by design faults, so the NSW government introduced requirements to ensure safe and reliable workmanship in multi-story buildings.
Each step of construction must be well-documented and meet compliance. This includes ‘regulated designs’ at set points throughout the design and construction process.
The law ensures that people who carry out construction work have a ‘duty of care’.
It is hoped that Owners Corporations will avoid hardship or loss caused by defects. The upfront cost for qualified practitioners aims to save large bills in the future.
Oversees building work and is responsible for making building compliance declarations and lodging documents.
Prepares regulated designs and declares that the designs comply with the Building Code of Australia and other relevant standards.
FEEDBACK & FOLLOW-UP ARE CRUCIAL
MAINTENANCE
A busy Strata Committee engaged a plumber to investigate, then follow-up and approval was not carried out. (No calendar prompts sent, no meeting scheduled at the end of each informal meeting about the problem.)
A typical fortnight of rain produced flooding and backwash, to the extent that bins were surrounded by water and overflow washed onto adjacent paths.
Investigative works found that a simple plumbing ‘snake’ device would have removed the blockage and saved the costs of an emergency plumber callout and extra clean-up of the room. A rubbish and safety hazard would have been avoided.
Additionally, the Strata Committee attended the scene late at night and in cold, rainy conditions. Residents were disturbed by the activity, resulting in deterioration of trust in the Committee.
Maintenance item found to be on the Maintenance Plan, but unattended. All Strata Committee members now have a calendar prompt on their mobile to informally meet and check maintenance activity.
Additional Strata Committee member invited to hold position of Resident Guide. When showing new residents around the complex, this person observes and notes any maintenance which appears neglected. Also engages with residents to encourage reporting of issues.
DEGRADING FIXTURES CAN LEAD TO INJURY
LIGHTING – FIRE/SAFETY COMPLINANCE
A busy Strata Committee of working professionals and trades people have a standing arrangement that cleaners advise when light bulbs require attention.
However, the cleaners were not tasked with observing the condition of lighting fixtures and busy residents (tenants and owners) did not find the time to report deterioration in colour, appearance and physical reliability of the lighting brackets.
Symptoms included light covers falling to the ground and lights not repaired in bright Summer months, as cleaners were not present during hours after sunset.
This lead to a ‘trip’ incident, with no serious consequences, but it was realised that safety was compromised.
Upon investigation, lights were found not to be compliant with latest fire compliance, despite passing Annual Fire Safety Standards.
A volunteer met with contractors and LEDs were installed within 4 weeks, along with refinements to the style of lights, inclusion of sensors, adjustments to automatic timers and repairs to garden bollard lights.
Savings on electricity are expected and the appearance of the halls and garden are significant, resulting in a lift of goodwill and positive behaviour amongst residents.
This in turn has enabled the introduction of other sustainability initiatives, which in turn resulted in cost savings and other upgrades.
