Maintenance logbook

 

An indispensable co-ownership document, the maintenance and management logbook is in essence a register tracing the building history, as well as a register of all the operations already carried out or forthcoming thereon. Even though not mandatory, it increases a co-ownership’s resale market attractiveness. In addition, the directors, by availing themselves of such a logbook, demonstrate their concern for good governance and sound management.

An immovable’s collective memory

This document contains the immovable’s main construction and technical characteristics and lists the various maintenance, upkeep, warranty and insurance contracts. It determines the work schedule under the asset management plan.

The logbook is all the more justified because syndicates experience frequent director’s changes. Without the logbook, the knowledge transfer between former and new directors is rarely assured. New directors are often not aware of the building’s state of repairs and of the history of prior interventions. Without a maintenance logbook, they must start from scratch and limit their actions to specific interventions. Not being a part of a comprehensive approach in a continuum of previous operations, such interventions are often unnecessary or, even worse, they may aggravate the building’s state of repairs.

Building history

To be useful, the maintenance logbook must contain all the information relative to the description of the immovable, including:

  • The site history upon which the immovable is erected;
  • The construction year and/or that of the renovation of the immovable (construction permit);
  • The completion year of major work in the immovable, the identity of the enterprises that carried out such work, the plans, specifications, guarantees and workshops drawings;
  • The immovable’s technical description (the architectural and engineering plans, the cadastral plan, the technical reports, the exemptions granted, etc.);
  • The reception date of the common portions by the syndicate of co-ownership;
  • The list of the common portions of the immovable, including their area or volume.

Additional information

The logbook should also include:

  • The maintenance manuals, kept up to date and addressing the true needs of the building and of the equipment, systems and building components;
  • The equipment and systems ‘contractual guarantees;
  • References to the maintenance and upkeep contracts of common equipment, along with their expiry date;
  • The maintenance strategy and planning, as well as its history and follow-up.

A dynamic tool

By means of the logbook, the directors can implement a heritage conservation policy and establish the priorities of a multi-year work plan. The maintenance logbook is also a useful tool for the professionals entrusted with a contingency fund study. The latter will benefit from the building history information, necessary to a more precise knowledge of its state of repairs and the building’s components foreseeable duration and deficiencies.

The logbook also allows professionals a better understanding of the effect of the maintenance policy implemented by the Board of Directors on the life expectancy of the building components. It is an essential tool for drafting the asset management plan, which defines the maintenance and upkeep policy.

WHAT YOU SHOULD KNOW ! Following the election of new directors, the maintenance logbook ensures the transfer of the building's history. Another of its advantages is the opportunity to implement an immovable heritage conservation policy and to determine the work to be carried out by the means of a multi-year work plan.

WHAT TO KEEP IN MIND : In many cases, newly elected Board members are totally unaware of the state of repair of their co-ownership, such as, the ongoing maintenance plans, past operations, or even about common portions that need to be replaced. Thanks to the maintenance logbook, they can follow up and have a global vision of things to be attended to.

WARNING ! If a co-ownership does not have a logbook , it is then recommended to undertake tedious investigative work, in other words, to review everything from the beginning to trace the maintenance periods specific to the immovable.

 CONSULT THE PUBLICATION: Travaux en condo: Tout ce qu’il faut savoir  (Condo work: All you need to know) on pages 117 and following.

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