Creating a Maintenance Compliance Checklist
Condominium corporations are responsible for maintaining and repairing common property, managed property, and other assets as outlined in their bylaws. A well-structured maintenance compliance checklist helps ensure legal compliance, financial sustainability, and proactive condominium management.
Below is a step-by-step maintenance compliance checklist for condominium managers.
Common Property Maintenance Requirements
Checklist Items:
Identify all common property and ensure it is regularly inspected and maintained.
Confirm maintenance responsibilities as defined by the Standard Insurable Unit Description (SIUD), bylaws, or Condominium Property Regulation.
Ensure reserve fund studies include necessary maintenance planning.
Schedule seasonal maintenance (e.g., snow removal, landscaping, HVAC system servicing).
Emergency Repair Protocols
Checklist Items:
Establish emergency repair procedures for water leaks, fire hazards, electrical failures, and structural concerns.
Ensure all unit owners and residents know how to report emergency maintenance issues.
Maintain a list of emergency service providers for 24/7 response.
Document urgent repair procedures, including approval requirements and funding processes.
Comply with the CPA, which mandates corporations must act promptly to resolve urgent repairs, even before board approval.
Unit Entry Policies
Checklist Items:
Provide at least 24 hours’ written notice for non-emergency entry.
Ensure no entry on Sundays or statutory holidays unless it is an emergency.
Record all unit entry instances, including reason, personnel involved, and date/time of access.
Ensure unit owners are given the opportunity to be present during entry, unless otherwise stated in the bylaws.
Vendor Management Criteria
Checklist Items:
Verify that all contractors, engineers, and property inspectors have the required licensing and insurance.
Use written contracts that outline scope of work, timelines, costs, and responsibilities.
Maintain detailed records of contracts and vendor agreements in the condominium corporation’s files.
Track contract expiry dates and initiate renewal or re-bidding processes as needed.
Conduct regular performance reviews of service providers based on response time, quality of work, and compliance with contract terms.
Key Takeaways
A maintenance compliance checklist helps condominium managers systematically track repair obligations, ensure legal compliance, and reduce financial risk. This proactive approach ensures that common property is well-maintained, emergency repairs are addressed quickly, and vendor relationships are properly managed.
