Building Upkeep With Annual Inspection
As the New Year rolls out and many return from vacations and breaks, it's time for those corporate meetings, New Year budgets and annual property inspections.
Annual property inspections are nothing new to property managers, landlords and others who word in the "rental property" industry. The inspection is designed to document the condition of the property at the time of inspection and identify any malfunctions and inconsistencies. In most parts of the world this activity is mandatory under various "Tenant Protection" regulations, and usually contributes to a well-kept properties, happy residents, and decrease in capital expenses.
Building inspection is a part of preventative maintenance program and is usually performed by maintenance team, superintendent and in cases of structural or specialized need an engineer or consultant. A thorough property inspection will cover all major areas, and is typically divided into five categories:
Property Structure
• Roof - inspect for debris, leaks, clogged drains, gutters and downspouts, damage to membrane and other abnormalities
• Building Envelope - inspect for moisture intrusion, loose particles, deterioration
• Foundation - inspect for concrete deficiencies, cracks, leaks, exposed re-bar
Mechanical Systems
• Electrical Systems - inspect for burned breakers, fried wiring, overheating, corrosion, missing breakers
• Mechanical Systems - inspect for performance, operating efficiency, fuel supply leaks, rust and corrosion
• Heating and Cooling Systems - check fluid levels, operating efficiency, noise, vibrations and leakage
Building Internal
• Attic - inspect for debris, damaged vents, wet spots, roof/ceiling rot
• Basement - check walls, floors, ceiling, outlets and switches, smoke detectors
• Stairways - inspect stairs and hand railing for damage, staircase lightning
• Individual Units - inspect bathroom, kitchen, lightning, outlets and switches, doors, flooring
• Laundry Rooms - check windows, doors, outlets, lightning, dryer vents
• Public Areas - damaged flooring, walls, outlets, doors, retaining walls, windows and lightning
Grounds
• Property Site (landscaping & parking lot) - inspect fencing, grounds, mailboxes, play areas, storm drainage, lightning and appeal, outside parking area, driveways and walkways
• Supplementary Buildings - functionality and appeal
Safety
• Fire Systems - check for missing sprinkler heads, inspect fire extinguishers for damage and expiry date
• Communication Systems - perform drills, test building speaker system, test emergency power systems
• Emergency Processes - review staff training action plan for emergency response and revise accordingly
*This list in not meant to be all inclusive.
Being organized is critical to an effective inspection process. The company policy must clearly communicate requirements and have control mechanisms in place to avoid confusion, late deadlines, and procrastination. The major inspection categories may be revised to include or exclude items and in some instances utilized for monthly and quarterly inspections. Because the inspection is a vital part of the profitable asset management it must be exercised with due diligence and seriousness. The cash flow of the property may be easily affected by repair expense that could have been easily foreseen and avoided if regular property inspections were performed.
Although property inspection is not a "cure all" medicine it is the first step in proactive management and can save the building owners a lot of money in expenses, downtime and potential liabilities. It is important to infuse the proactive worldview in the corporate culture regardless if you are an owner operator or a large real estate management company.
