What’s The Plan?
A Guide to Annual Planning in
Condominiums
Jeff Jeffcoatt, P.Eng, BDS, RCM
Vice President, Condominium/Strata,
CCI Group jeffj@ccigroupinc.ca
www.ccigroupinc.ca
Condominium Administration
Annual Basics
 AGM
 Budget
 Insurance Appraisal
 Insurance Contract
 RFS Review for Next Year’s Work
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Condominium Administration
Annual Basics
 Contract Renewals
 Health & Safety – WHMIS – MSDS’s
 Christmas “Funds” and Parties
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Condominium Administration
Annual Safety
 Fire Alarm Drills
 Update List for Assistance
 Update/Review Emergency Plan
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Condominium Administration
Annual Housekeeping
The Natural Order of Things
 Spring Garage Inspection
 Garage Washing/Sweeping
 Clean Out Catch Basins
 Clean Carpets
 Calibration of Garage Co System
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Condominium Administration
Annual Site Issues
 Spring Grounds Walk Around
 Spring Plantings
 Open Up Irrigation Systems
 Change-Over Heating/Cooling
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Condominium Administration
Annual Roof Issues
The Natural Order of Things
 Roof Inspections
 Eavestrough/Downspout Inspections
 Chimney/Flue Inspections
 Roof Anchor Inspections
 Window Washing
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Building Maintenance
Annual Domestic Water
 Backflow Prevention Valves Testing
 DHW Mixing Valve Service (Every 6 Months?)
 Shut-Off Valves
 (DHW Tank Lining Inspection) 3 Years
 Boiler Maintenance – PRVs – Refractory – Flue Gas
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Building Maintenance
Annual Cooling
 Cooling Tower Spring Clean
 Chiller Start-Up
 Fall Shut-Down and Drain Tubes
 Leak Detection Calibration
 (Eddy Current Testing) 5 Years
 Fan Coil Maintenance
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Building Maintenance
Annual Drains & Refuse
 Storm Drains – Catch Basins
 Roof Hoppers – Clear debris & greenery
 Sump Pumps
 Sanitary Horizontals – Annually
 Stacks – Clean Outs – Rotation Schedule
 Garbage Chute – Monthly Wash Down
– Annual Power Wash
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Building Maintenance
Annual Safety
 Fire Alarm Testing
 Fire Suppression Testing
 Emergency Lighting Test
 (Monthly Extinguisher Checks, etc.)
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Building Maintenance
Annual Electrical
 (Electrical Thermography) 3 Years
 (Calibration of Electrical Sub Meeting) 6 Years
 Emergency Generator – Full Load Test
– Semi Annual Maintenance
– Fuel Systems & Delivery
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Annual Planning Guide
JAN
AGM PREP &MAILING
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
X
X
AGM HOLD
X
BACKFLOW INSPECTION
X
BOILER PRV SAFETIES CHECK
X
BUDGET PREP
X
BUDGET MAIL
X
CARPETS CLEAN
X
X
CB’S CLEAN OUT
X
CHANGE OVER HEAT/COOL
X
CHIMNEY INSPECTIONS
X
COMPACTOR CHUTE CLEAN
X
CONTRACT RENEWALS
X
DHW TANKS
ELECTRICAL SUB METER CERT.
X
ELECTRICAL THERMOGRAPHY
X
FAN COIL MAINTENANCE
FIRE DRILLS (QUARTERLY)
FIRE TEST (ANNUAL)
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X
X
X
X
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Annual Planning Calendar
JANUARY
FEBRUARY
MARCH
AGM MAIL
AGM
GENERATOR SERVICE
AGM BOOKINGS
LANDSCAPE CONTRACT
CATCH BASIN QUOTES
CLEANERS CONTRACT
ROOF ANCHOR QUOTES
PLANTING QUOTES
FIRE DRILL
GARAGE WASH QUOTES
APRIL
MAY
JUNE
GARAGE WASH
WINDOW WASH
BUDGET TO BOARD
CATCH BASINS
CARPET CLEAN
GARAGE INSPECTION
FIRE TEST QUOTES
STACKS QUOTES
INSURANCE APPRAISAL
ROOFING INSPECTION
GARAGE CO INSPECT/CAL
CHIMNEY INSPECTIONS
ROOF ANCHORS INSPECTION
IRRIGATION OPEN
GARBAGE CHUTE
BACKFLOW VALVE INSPECT
PLANTING
STACKS FLUSH
FLUE GAS ANALYSIS
FAN COIL MAINTENANCE
SHUT-OFF VALVE TEST
FIRE DRILL
CHANGE HEAT TO COOL
JULY
AUGUST
SEPTEMBER
ELEC THERMOSCAN
MAIL BUDGET
ELEVATOR CONTRACT (YEAR?)
INSURANCE QUOTES
STACKS CLEAN
GENERATOR SERVICE
BUDGET APPROVAL
INSURANCE RENEWAL
GENERATOR FUEL
FIRE TEST
SNOW REMOVAL CONTRACT
BOILER PRV’S
HCVAC CONTRACT 2005
GENERATOR FLT
FIRE DRILL
DHW TANK INSPECT
EXTERIOR INSPECTION
SNOW MELT ORDER
OCTOBER
NOVEMBER
DECEMBER
WINDOW WASH
UPDATE RFS EXPENSES
AGM PREP
IRRIGATION CLOSE
UPDATE MSDS
STAFF XMAS FUND
CHANGE COOL TO HEAT
WHMIS TRAINING
XMAS DECORATIONS
GARAGE SWEEP
STAFF SALARY REVIEWS
REVIEW RFS FOR NEXT YEAR
FIRE DRILL
SECURITY CONTRACT
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More Information
www.ccigroupinc.ca
info@ccigroupinc.ca
Toll Free: 1.888.348.8991
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