Write That Down! Tracking Maintenance and Purchases Can Help with Cost Control

 On a given day, life is filled with so many things that you need to remember  that it’s almost impossible to retain it all. For example, can you remember the dates of  your car’s last oil changes or the mileage on your car? Or when you had your blood work  done? Do you remember how many times you fixed a particular appliance or how  much money you spent on the job?  

 Log It!

 Most likely you’ll write this information down on a calendar or in a notebook so you can refer  to it when you need it. For example, you wouldn’t want to get blood work done again when you’ve already had it done or pay for an oil change when your car doesn’t need it yet. And knowing how much you’ve spent on appliances can actually save you money. For example, if your washing  machine has broken down several times already and you’ve already invested hundreds of dollars on repairs, it might be worth buying a  new one instead.  

 It’s even more difficult trying to remember everything that goes on in a condo or  co-op association. Residents call in every day with maintenance requests,  systems need to be maintained on a regular basis and supplies need to be  ordered. It’s important to maintain accurate and up-to-date maintenance logs in buildings  and HOAs.  

 A maintenance log is a written record of what repairs have been made and when,  including scheduled and unscheduled repairs. These records can cover major  items, such as roof or boiler replacements, down to small stuff like how often  supplies are ordered. Keeping good records helps regulate maintenance, identify  trends, and keep repairs timely and appropriate. This becomes especially  important as boards and managers change and “institutional memory” is lost.  

 “Board members are always an important resource when management changes,” says Gloria Donnelli, CPM, president of Elite Management Associates in Pembroke  Pines. “When you take over a new association, you have to rely on them.  

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