It's spring again, which loosely translates into freshly budding foliage, mild seasonal weather, increased daylight -- and triple duty for residential property managers everywhere. In addition to annual shareholders meetings that run well into Letterman/Leno hours, for many of us it is the season that heralds the most comprehensive building maintenance inspections of the year.
That is not to say that maintenance is less than an all-year long endeavor, but each spring Midboro account executives and I join the superintendents of all the buildings we manage to implement painstakingly extensive basement to roof inspections. It is the first part of our quarterly inspection system, but this one is a group effort.
We have developed a five-page Quarterly Property Inspection Checklist to use while inspecting the buildings and then we enter the information into a database. The database gives us an opportunity to compare the progress of earlier reports and see what additional work has to be done. With this method, nothing falls through the cracks -- which are promptly repaired, too.
Starting in the basement, we check the boiler room, pump room, elevator motor room, oil tank, pump, air-conditioning and compactor rooms, roof tank alarm, etc. We also take this opportunity to implement a comprehensive examination of laundry equipment, bicycle and storage facilities, and basement floors and walls.
Pipe coverings are scrutinized, as well as trash storage areas, fire extinguishers and smoke detectors. The team also inspects the gas meter room and service entrances. Where there's a courtyard, we walk around the area reviewing security and appearance, and making sure the concrete is not cracked.
Then our ascent begins so we can see how the building fares above ground, starting with the freight and passenger cabs. A review of the interior common areas follows, encompassing everything from the lobby through back stairwells. Inspections of the key box, mailboxes, exit signs, lighting fixtures, intercoms, roof door alarms, compactor closets, bulkhead interiors, fire hoses and standpipes are also part of this tour.
The building's exterior is the next phase. Spring is an excellent time to paint fire escapes, repair roof tank ladders and remove any debris that collected over the winter. We have a checklist of 26 exterior items that incorporate cosmetic through code repairs.
There is also a section in our list that catalogues items pertaining to the grounds, including driveways, garages, awnings, lighting and landscaping. Finally, we take this time to inspect the appearance and comportment of the staff. We want to make sure that uniforms are up to par and the staff projects the image appropriate for the building.
A team inspection is one of the most effective ways to review maintenance-related issues because it adds a new perspective to the more familiar frames of reference. A super who sees a property on a daily basis might miss a small crack in the basement ceiling because it has become part of the fabric of the physical environment. But someone who has not been in
that basement over a period of time, and is in the process of implementing a thorough inspection, will be sure to see it. So whenever possible, especially for a spring maintenance inspection, it is important to have a fresh pair of eyes.
The database or online checklist has been exceptionally efficient for us because it allows both the account executive and back-office staff to review upcoming projects or those already in progress. We can set up schedules and prioritize different tasks based upon this information. Most importantly, the data provides an up-to-date overview of the building.
In the form of a report or spreadsheet, the checklist data becomes a great presentation tool for boards of directors. It's much more effective to explain necessary costs and repairs when presenting the whole picture, and it helps in creating timetables for the work.
Many management companies employ similar checklist techniques. What we have found most helpful is to use a team for periodic inspections, once a year or more, and to input the information online. Of course, spring-cleaning is also the ability to delete a project from a file because it has been addressed and completed.
Midboro Management is a NYARM management company member. You can contact Michael Wolfe at 212-877-8500 or visit them on the world wide web at www.midboro.com.