A Well-Thought-Out Maintenance Plan Simplifies the Board's Work

Brief Summary

A well-planned maintenance plan is crucial for the long-term management of a condominium association. As a board, you should start with a professional condition inspection, prioritize actions collectively, and create a realistic timeline. Ensure the budget includes necessary allocations to the maintenance fund to avoid unexpected fee increases. Update the plan annually during the budgeting process and document completed work carefully. Communicate the plan transparently to the members and delegate responsibilities within the board. A structured maintenance plan increases property value, creates financial stability, and simplifies handover during board transitions.

Smarter Property Management: How the Maintenance Plan Strengthens Your Condominium Association

As a board member in a condominium association, you have a significant responsibility to manage the members' shared asset—the property. Without proper maintenance, small issues can develop into costly repairs that burden the association's finances and affect members' comfort and housing economy. A well-structured maintenance plan is the key to ensuring that the association's property retains its value and functions optimally for many years.

What is a Maintenance Plan for a Condominium Association?

A maintenance plan is a strategic document that maps out all recurring maintenance tasks and major renovations that need to be carried out throughout the property's lifecycle. For a condominium association, it helps the board to:

• Prevent unexpected and costly repairs
• Plan and budget for future fees and potential fee increases
• Ensure that the property meets safety requirements and regulatory standards
• Extend the property's lifespan and preserve members' investments
• Create transparency with members regarding planned maintenance activities
• Facilitate handover during board transitions

How the Board Creates an Effective Maintenance Plan

Conduct a Professional Condition Inspection

It is strongly recommended for condominium associations to hire an independent inspector with experience in multi-family buildings. Document the following:

• The property's basic information (year of construction, size, structure)
• All of the building's common components and systems (roof, façade, plumbing, electrical systems, elevators, etc.)
• The current condition of components
• Expected remaining lifespan for each component
• Photos documenting the current state

It's also important to make the plan user-friendly and understandable, so even individuals without technical backgrounds can use it in practice.

Prioritize Maintenance Tasks Collectively

Once the board has gathered all the information, categorize maintenance tasks based on:

• Urgent needs: Tasks that must be completed immediately to avoid damage or safety risks
• Short-term needs: Tasks that should be carried out within 1-2 years
• Long-term needs: Planned renovations or replacements that will occur 3-30 years down the road
• Recurring maintenance: Regular inspections and maintenance (monthly, quarterly, annually)

Ensure the entire board participates in the prioritization process and document the reasoning behind decisions.

Develop a Timeline Tailored to the Association's Needs

Create a detailed timeline for when each maintenance action should be carried out. Take into account:

• Seasonal factors (some tasks are best done during specific seasons)
• Expected lifespan of components
• Regulatory inspections and statutory controls (e.g., ventilation inspections, elevator inspections, energy declarations)
• Coordination of related tasks for cost-effectiveness
• Impact on members' daily lives and the ability to notify in advance

Estimate Costs and Develop a Long-Term Financial Plan

For each planned action, estimate the costs for:

• Materials
• Labor
• Expected lifespan of components
• Permits and inspections
• Unexpected expenses (recommended 15-20% extra for larger projects)

Then develop a long-term maintenance fund where you:

• Calculate the annual allocation required to cover future expenses
• Evaluate how this impacts the association's monthly fees over time
• Create a strategy for building necessary reserves without drastic fee increases

Document the Plan Professionally

Compile all the information into a structured document. For condominium associations, it’s recommended to use specialized property management systems designed for associations. Ensure that the document includes:

• Property's basic data
• Inventory list with the condition and lifespan of components
• Maintenance schedule with timelines
• Budget information and its impact on the association's finances
• Contact information for contractors and suppliers
• Space for documenting completed work
• Distribution of responsibilities within the board

How the Board Updates the Maintenance Plan

A maintenance plan is a living document that needs to be updated regularly:

Perform annual reviews alongside the budgeting process

Schedule an annual review of the plan, preferably before the budgeting process. Check:

• Which tasks have been completed
• If new issues have arisen
• If planned tasks are still relevant or need adjustment
• If cost estimates need updating based on inflation or changed market conditions
• If the association's finances allow for the planned pace of maintenance

Document completed tasks for future boards

Whenever a maintenance task is completed:

• Document exactly what was done
• Note the date of the task
• Save quotes, contracts, invoices, and warranty documents
• Update the expected lifespan of components in the plan
• Take before and after photos
• Summarize project insights that may be valuable for future boards

Adapting to Changing Conditions and Members' Requests

Many factors can impact your maintenance plan:

• New regulations and requirements for condominium associations
• Technological advancements offering better or more energy-efficient solutions
• Member initiatives regarding environmental and sustainability issues
• Unexpected damage or wear
• Changed composition of members with new needs

Be prepared to revise the plan when circumstances change, and inform members about significant changes.

How the Board Implements the Maintenance Plan in Practice

 

Create a Clear Responsibility Structure within the Board

For effective implementation:

• Appoint a maintenance responsible within the board who oversees the overall plan
• Delegate responsibility for various maintenance areas among board members
• Create clear procedures for decision-making and procurement
• Ensure that new board members are introduced to the maintenance plan upon joining
• Consider hiring a technical property manager to assist the board with planning

Communicate the Plan to Members

Transparency around the maintenance plan builds trust:

• Present the plan at the annual meeting
• Provide a summarized version for all members
• Inform in advance about major upcoming projects
• Explain the connection between the maintenance plan and monthly fees
• Invite members to dialogue meetings for particularly large or costly projects

Use Technology for Efficient Management

Leverage modern technology to streamline maintenance work:

• Digital property management systems specifically for condominium associations
• Cloud-based solutions that provide the entire board with access to documentation
• Digital fault-reporting systems connected to the maintenance plan
• Communication platforms to inform members about planned work

Evaluate and Improve Continuously in Dialogue with Members

After using the maintenance plan for some time:

• Evaluate what works well and what can be improved
• Compare actual costs with budgeted costs
• Adjust timelines based on experience
• Collect feedback from members and suggestions for improvements
• Network with other condominium associations to exchange experiences

The Benefits of a Well-Structured Maintenance Plan for the Association

Investing time in creating and following a well-thought-out maintenance plan offers many benefits for a condominium association:

• Economic stability: Preventive maintenance minimizes the risk of unexpected fee increases
• Fair distribution over time: Costs are shared between current and future members
• Increased trust: Members see that the board takes its management responsibilities seriously
• Better living environment: Well-maintained properties provide higher comfort and safety
• Increased property value: Well-maintained properties with a documented maintenance plan increase apartment values
• Easier board transitions: New board members can quickly get up to speed on the property's status and plans
• Sustainability: Systematic maintenance extends the property's lifespan and enables energy efficiency improvements

Conclusion

A well-thought-out maintenance plan is not just a tool to avoid problems—it is the board's most essential instrument for ensuring the association's long-term financial and technical sustainability. By taking a proactive approach to maintenance, you fulfill your management responsibility and ensure that the property remains safe, functional, and valuable for all members for many years to come. Start today by inventorying the association's property and creating the maintenance plan that will guide the board through the challenges of property management.