Everyone who knows about property understands the importance of a Planned Maintenance Programme (PMP). A property is a valuable asset and regular, carefully planned maintenance is essential to minimise deterioration and ensure the building serves its purpose and retains its value over time. A good PMP covers everything from structural checks to redecorating and gutter clearing. This not only prevents any unpleasant and expensive surprises when things unexpectedly go wrong, but when a group of leaseholders are collectively responsible for repairs, it also prevents expensive and time-consuming disputes.
Earl Kendrick Associates are regularly appointed to undertake PMPs on single blocks, but increasingly we are appointed to carry out planned maintenance programmes for entire portfolios of properties, often at the time of purchase or management transfer.
Whether we are dealing with a single block or a large portfolio, however, the basic principles of planned maintenance are the same. The key is to develop a programme of maintenance work that is comprehensive, well-organised and affordable.
This makes a PMP a vital tool to help managing agents or property owners set reliable levels of service charge, expenditure or reserve funds for the cost of future repair and maintenance of a building.
The Basics of Planned Maintenance Programmes
All buildings deteriorate over time. It is vital to stakeholders that this deterioration is effectively managed and their block is kept safe and sound, while avoiding major disruption and financial cost. The entire building structure – from the roof and windows to services and finishes – needs upkeep, repair and renewal if the property is to survive and flourish.
Moreover, legislation and statutory requirements for property are regularly updated, often pushing up the standards by which properties are judged. This means it can be considered necessary to carry out regular maintenance even on brand new buildings.
Sadly, even some older buildings lack a proper PMP. Earl Kendrick Associates are regularly appointed to inspect blocks where it is clear that no adequate maintenance works have been carried out for a number of years, with the result that minor defects have been allowed to worsen significantly.
Clearly, the best way to avoid this, and the unnecessary costs that ensue, is to not wait to correct and repair serious faults, but to organise planned maintenance by but setting out a clear, long-term set of measures to keep it in prime condition.
The key benefits of a comprehensively planned maintenance programme include:
• Ongoing compliance with statutory obligations
• Greater control over expenditure and reduced risk of future spikes
• Maintaining the underlying value of the property
• Maintaining the standard and presentation of the block
• Minimising the need for emergency and reactive maintenance
• Avoiding disputes, since all parties can contribute to the plan
To put an effective PMP in place for your building, you should commission a professional to carry out a detailed inspection and draw up a costed schedule of works for you that will identify any work that needs to be done urgently and pinpoint future maintenance issues.
The first step is for the surveyor to undertake a detailed survey of your building so that any necessary work on the building can be prioritised and to ensure that any other works is carried out at the same time to create economies of scale in terms of fixed costs, like scaffolding.
A good PMP will also take into account the recommendations of other specialist reports such as lift and services upgrades, fire protection upgrades and any asbestos related works.
Earl Kendrick Associates are used to preparing Planned Maintenance Programmes for all types of residential blocks, from large new build developments to period and listed buildings.
We are able to put together robust and accurate plans that we will then develop, monitor and update through collaboration with the end user and the parties responsible for maintenance.
Zoë Walheim MRICS is a Chartered Building Surveyor within the Earl Kendrick Team