M-201 PowerPoint Slides

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Course Introduction

• Welcome!
• Introductions
• Housekeeping
• PMDP Course
• Course Materials
• Course Agenda

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Course Introduction

• Housekeeping
• Ground Rules
• Be on time
• Listen to and show respect for the opinions of
  others
• No sidebar conversations
• Turn cell phones and PDAs off
• Breaks
• Lunch
• Facilities
• Parking Lot Issues

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Course Introduction

• Professional Management Development Program
  (PMDP)
• M-100 Essentials of Community Association
  Management
• M-201 Facilities Management
• M-202 Association Communication
• M-203 Community Leadership
• M-204 Community Governance
• M-205 Risk Management
• M-206 Financial Management

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Course Introduction

• Course Materials
• Pre-course Resources
• M-100, Chapter 9 The Essentials of Community
  Association Management
• Participant Guide
• Module Content
• Activities
• Samples
• Reports and Excerpts
• Challenges
• Knowledge Checks
• Course Evaluation
• Course Exam

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Course Introduction

• Course Agenda
• Course Introduction
• Module 1 Facilities Management
• Review of Basic Concepts
• Lesson 1 Maintaining Physical Assets
• Lesson 2 Maintenance Responsibilities
• Lesson 3 Disaster and Evacuation Planning
• Module 2 Bidding and Contracting
• Lesson 1 RFP and Bid Specifications
• Lesson 2 Review, Monitor, and Evaluate Contracts
  
• Course Conclusion
• Course Exam

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Module 1 Facilities Management
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Review of Basic Concepts

• Definitions
• Facilities ManagementThe process of operating,
  maintaining, repairing, and replacing common
  property (elements or areas)
• Facilities MaintenanceThe process of keeping
  the common property in appropriate condition

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Review of Basic Concepts

• Three Primary Goals
• To meet the needs of the individual residents
• To preserve and enhance the common property
• To limit potential liability to residents,
  guests, and employees

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Review of Basic Concepts

• Five steps in establishing a maintenance system
• Develop maintenance management controls
• Identify the physical assets to maintain
• Analyze your assets maintenance needs
• Establish five basic maintenance programs
• Evaluate your maintenance system and efforts

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Review of Basic Concepts
Activity 1 Benefits of Effective Facilities
Management

• Purpose
• To develop awareness of the benefits of effective
  facilities management

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Benefits of Effective Facilities
Maintenance

• Less spent on emergency and corrective
  maintenance because routine and preventative
  tasks are performed
• Possible reduction in reserves needed
• Smoother daily management

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Benefits of Effective Facilities Maintenance,
cont.

• Efficient and effective use of resources,
  including personnel
• Satisfied owners and residents
• Potential for higher resale values
• Less stress on the job
• Others?

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Review of Basic Concepts

• Activity 2 Overview of Physical Assets
  Maintained
• Purpose To develop participants awareness of
  full scope of community association elements and
  areas to be maintained and to familiarize them
  with their responsibilities for the individual
  components

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Facilities Management

• Module Focus
• How to
• Recognize basic community association maintenance
  needs
• Provide for adequate maintenance of the
  association physical assets

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Facilities Management

• Module Objectives
• Identify the physical assets the community
  association must maintain.
• Inspect the physical assets to be maintained.
• Analyze the physical assets maintenance needs.
• Evaluate the community associations existing
  maintenance programs and management controls.

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Facilities Management

• Module Objectives (cont.)
• Analyze your communitys maintenance needs.
• Create controls for ensuring the work is actually
  done.
• Evaluate maintenance systems and efforts.
• Identify the basic elements for a disaster plan.
• Identify the necessary elements for an evacuation
  plan.

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Lesson 1 Maintaining Physical Assets
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Maintaining Physical Assets

• Lesson 1 Objectives
• Identify the physical assets the community
  association must maintain.
• Inspect the physical assets to be maintained.
• Analyze the physical assets maintenance needs.
• Evaluate the community associations existing
  maintenance programs and management controls.

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Maintaining Physical Assets

• What a Community Manager Needs to Know
• Governance documents
• Property inspection
• Basic maintenance programs
• Decision chart
• Work order/response form
• Maintenance management controls

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Maintaining Physical Assets

• Maintenance Responsibilities
• Responsibilities Defined in
• Plat
• Declaration
• CCR
• Master Deed

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Working With Documents

• Look for an index, title, or subtitle that
  indicates where a description of the common
  elements or common areas can be found
• Once you find the description, read it carefully
• Look for summary descriptions at the end of
  paragraphs
• Read the description of owners maintenance
  responsibilities as a way to distinguish the
  associations responsibilities

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Midtown Lofts Condominium Maintenance
Responsibilities (Exhibit B to the Bylaws)
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Midtown Lofts CondominiumMaintenance
Responsibilities

• Maintenance Responsibilities
• Column I Items.
• Column II Common Elements Under Association
  Responsibility.
• Column III Limited Common Elements Under
  Association Responsibility.
• Column IV Unit Components Under Association
  Responsibility.
• Column V Certain Other Components Under Unit
  Owners Responsibility Without Respect to
  Ownership of the Component.

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Maintaining Physical Assets
Inspect Properties for Maintenance Needs

• Who should inspect?
• How often should inspections be made?
• What and how much should be recorded?
• When should a contractor go on an inspection with
  you?
• How can you use inspection reports?

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Maintaining Physical Assets

• Who should inspect?
• Usually the manager or someone reporting to
  management.
• Community volunteers might be involved when
• they are experts
• they have an interest in the maintenance of their
  association
• the CA is self-managed
• Frequency of inspections
• Depends on the community, asset, season, and
  budget.

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How to Inspect for Maintenance Needs

• Frequency
• Depends on association, assets, season, budget
• Depends on management agreement
• Depends on management companys practices and
  number of associations

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How to Inspect for Maintenance Needs

• Frequency varies by type of inspection
• regular/scheduled
• Re-inspection recent work, problem area, item of
  high interest (pool gate)
• Special timers for outdoor lighting after
  change standard/savings time
• Random manager out for a walk

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Maintaining Physical Assets

• Ways to record observations
• Digital voice recorder
• Digital camera
• Note pad
• Checklist with unit addresses or common elements
• Inspection instruction booklet
• Previous checklist to ensure follow-up 

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How to Inspect for Maintenance Needs

• What and How Much Should Be Recorded?
• Enough detail so the location and type of
  maintenance needed is clear
• So employee or contractor can follow up without
  further instructions unless it is a complex or
  major problem

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How to Inspect for Maintenance Needs

• What and How Much Should Be Recorded?
• Standard maintenance terminology is useful. What
  is
• P-Trap
• Striker Plate
• Overlayment
• Crack Seal
• Geotech
• EIFS

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Maintaining Physical Assets

• When should a contractor accompany inspector?
• Association has identified contractor for minor
  maintenance
• Contractor willing to spend the time
• Contractor able to give professional opinion and
  quote price during inspection

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Maintaining Physical Assets

• Using reports to answer resident board
  inquiries can confirm whether
• item has been noted
• work has been completed
• board has approved work
• approved work has been scheduled

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Maintaining Physical Assets

• Five Basic Maintenance Programs
• Routine Maintenance
• Preventive Maintenance
• Emergency Service Maintenance
• Requested or Corrective Maintenance
• Scheduled Replacement

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Maintaining Physical Assets

• Activity 3 Analyzing and Evaluating Maintenance
  of a Physical Asset
• Purpose To provide practice in managing the
  maintenance of a physical asset

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Maintenance Request Recommendations

• Small-Group Work
• Choose a leader
• Helps group move through activity, stay focused,
  with everyone involved
• Choose a timekeeper
• Keeps group posted on how much time it has left
• Choose a recorder when appropriate
• Records a summary of the groups ideas and
  presents it to the rest of the class, when
  appropriate

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Maintaining Physical Assets

• Activity 4 Community Associations Go Green
• Purpose To develop participants awareness of
  the community associations options for going
  green

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Lesson 2 Maintenance Responsibilities
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Maintenance Responsibilities

• Lesson 2 Objectives
• Analyze your communitys maintenance needs
• Create controls for ensuring the work is actually
  done
• Evaluate maintenance systems and efforts

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Analyzing Maintenance Needs

• Conduct an inspection of the property
• Examine building plans or specifications
• Review any reserve studies
• Review all maintenance records
• Interview board members, employees, or
  contractors
• Review product or equipment information from
  manufacturers

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Management Controls

• Maintenance Calendar
• Maintenance Record
• Inspection Checklist
• Inspection Report
• Work Order/Response Form

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Evaluating Maintenance Systems and Efforts

• Methods for evaluating the effectiveness of the
  facilities maintenance program
• Review financial reports
• Review all work orders
• Monitor call-backs or repeat work orders
• Follow up with residents on requested maintenance
• Inspect the maintenance work performed

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Activity 5

• Work Group Exercises

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Work Group Exercise 1

• Prepare a simple preventive maintenance schedule
  for the year for the air conditioning and furnace
  that service the clubhouse and office area. The
  air conditioning is electrical and the furnace is
  powered by natural gas.

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Work Group Exercise 2

• Prepare a written procedure for responding to a
  sewer back-up. Be sure to include procedures for
  both regular business hours and after hours. Also
  include any follow up issues.

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Work Group Exercise 3

• Describe an effective method for completing a
  property inspection that will insure all areas
  are covered and any outstanding issues are
  addressed.

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Work Group Exercise 4

• The sample governing documents for XYZ Community
  Association do not address the issue of who is
  responsible for ceiling repairs resulting from
  roof leaks. Many owners have damaged ceilings and
  are calling board members and demanding that
  something be done. The board is sympathetic to
  the owners pleadings. Create a resolution that
  you would recommend to clarify this issue.

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Work Group Exercise 5

• Prepare a time-line outlining each step and
  completion date required to replace the roofs in
  our sample community. Assume that there are
  adequate reserve funds to pay for the
  replacement, but as of yet, no work has been done
  on this scheduled maintenance activity.

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Lesson 3 Disaster and Evacuation Planning
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Disaster and Evacuation Planning

• Lesson 3 Objectives
• Identify the basic elements for a disaster plan.
• Identify the necessary elements for an evacuation
  plan.

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Disaster and Evacuation Planning

• Primary Goals of Facilities Management
• Meeting the needs of residents
• Preserving and enhancing the property
• Ensuring the safety of residents, guests, and
  employees

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Disaster and Evacuation Planning

• Basic Elements of a Disaster Plan
• What peril is being considered
• Finances
• Staff volunteers
• Communications
• Physical assets
• Contractors
• Preventing damage and disruption
• Supplies
• Coordination with authorities

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Disaster and Evacuation Planning

• Activity 6 Identify Potential Perils
• Purpose To get participants to think about
  potential perils that may affect their community

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Disaster and Evacuation Planning

• Necessary Elements of an Evacuation Plan
• Alternative Methods of Communication
• Emergency Contact Information
• Evacuation Routes
• Destination for Reassembly and Communication
• Secure Building Against Theft

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Disaster Management Planning Considerations

• Plan for all hazards
• All-risk insurance
• Multiple plans required
• Include evacuation plan regardless of the cause
• Make arrangements with contractors during
  disaster planning

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Disaster Management Planning Considerations

• Planning committee needed
• Major categories
• Budget
• Staff, specific jobs
• Communications, primary and alternate means
• Securing buildings, physical plant, etc.

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Disaster Management Planning Considerations

• Master File
• Emergency contact information day and night
• Physical plant information
• File of brand, model, and serial numbers of
  pumps, motors, appliances, swimming pool, and
  other major equipment
• Physical inventories of furniture, equipment,
  etc.
• Plans an schematics (as-builts)

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Disaster and Evacuation Planning

• Activity 7 Evacuation Plan Requirements
• Purpose Identify evacuation plan requirements
  for own community association

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Module 1 Summary

• Review of Module Objectives
• Lesson 1
• Identify the physical assets the CA must
  maintain.
• Inspect the physical assets to be maintained.
• Analyze the physical assets maintenance needs.
• Evaluate the associations existing maintenance
  programs and management controls.
• Lesson 2
• - Analyze your communitys maintenance needs.
• - Create controls for ensuring the work is
  actually done.
• - Evaluate maintenance systems and efforts.
• Lesson 3
• Identify the basic elements for a disaster plan.
• Identify the elements for an evacuation plan.

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Module Summary

• Discussion Questions
• What changes or trends are you seeing relating to
  inspections?
• How has technology affected the way inspections
  can be done?
• What are some ways to effectively communicate
  with the board regarding maintenance?

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Module Summary

• Additional Resources can be found in back of your
  Participant Guide.
• Please share with the class other resources you
  use.
• For example, National Program for Playground
  Safety http//www.uni.edu/playground/

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End of Module 1
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Module 2 Bidding and Contracting
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Bidding and Contracting

• Focus
• How to contract for specific community
  association maintenance needs

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Bidding and Contracting

• Module 2 Objectives
• Prepare a request for proposal, including bid
  specifications.
• Recruit bidders.
• Review bid proposals.
• Work with a board to select a bidder.
• Check a contract for all necessary elements.
• Monitor fulfillment of a contract.
• Evaluate performance under a contract.
• Interpret and invoke contract warranties as
  necessary.

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Lesson 1 RFP and Bid Specifications
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RFP Bid Specifications

• Lesson 1 Objectives
• Prepare a request for proposal, including bid
  specifications.
• Recruit bidders.
• Review bid proposals.
• Work with a board to select a bidder.

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RFP Bid Specifications

• Activity 1 Review an Incomplete RFP and Bid
  Specification
• Purpose To review an incomplete RFP and set of
  bid specifications as a way to strengthen the
  ability to prepare both

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RFP Bid Specifications

• Recruiting Bidders
• Step 1 Prepare solid RFP with clear bid
  specifications
• Step 2 Recruit qualified bidders

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RFP Bid Specifications

• Recruiting Bidders
• What are good sources and methods of identifying
  potential firms that might bid on your RFP?
• What CAI resources are available?
• Business Partner members
• National Service Directory
• Chapter network

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RFP Bid Specifications

• Activity 2 Discuss Recruiting Bidders
• Purpose
• Identify sources of potential bidders
• Discuss the pros and cons of various methods of
  identifying and working with business partners
• Discuss considerations with obtaining referrals

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RFP Bid Specifications

• Eight Steps in Evaluating Bids
• Eliminate any bid that does not qualify at each
  succeeding step.
• Ensure bid is submitted on your form so you dont
  spend hours comparing every word.
• Get clarification if you have questions about a
  term, a price, or a promised service.
• Check each qualified bidders references and
  involvement in this industry.

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RFP Bid Specifications

• Eight Steps in Evaluating Bids (cont.)
• Check each qualified bidder with your local
  Better Business Bureau to evaluate any
  complaints.
• Compare the remaining bids in terms of price,
  qualifications, and service.
• Make calls to verify that each qualified bidder
  has a contractors license, if applicable.
• Make calls to verify that each qualified bidder
  has adequate insurance.

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RFP Bid Specifications
What is the BBB?
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RFP Bid Specifications

• Criteria for recommending a bidder
• Demonstrated understanding of what needs to be
  done
• Possesses necessary qualifications to do the job
• Demonstrated good work for others with similar
  specifications
• Reasonable price
• Active in the industry

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RFP Bid Specifications

• Activity 3 Evaluate Proposals and Prepare a
  Written Recommendation
• Purpose To evaluate a set of maintenance
  proposals and prepare a written recommendation to
  the board

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Lesson 2 Review, Monitor, and Evaluate Contracts
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Review, Monitor, and Evaluate Contracts

• Lesson 2 Objectives
• Check a contract for all necessary elements.
• Monitor fulfillment of a contract.
• Evaluate performance under a contract.
• Interpret and invoke contract warranties as
  necessary.

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Review, Monitor, and Evaluate Contracts

• Activity 4 Analyze a Maintenance Contract for
  Any Weaknesses
• Purpose To develop the ability to check a
  contract for all necessary elements

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Review, Monitor, and Evaluate Contracts

• Enforcing Contract Provisions
• Monitor fulfillment of the contract.
• Evaluate the contractors performance.
• Interpret and invoke contract warranties as
  necessary.

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Review, Monitor, and Evaluate Contracts

• Activity 5 Monitoring and Evaluating Contract
  Performance
• Purpose To identify ways to effectively monitor
  and evaluate contract performance

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Review, Monitor, and Evaluate Contracts

• Activity 6 Interpreting and Invoking Contract
  Warranties
• Purpose To identify ways to effectively
  interpret and invoke contract warranties

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Module Summary

• Module 2 Objectives
• Prepare a request for proposal, including bid
  specifications.
• Recruit bidders.
• Review bid proposals.
• Work with a board to select a bidder.
• Check a contract for all necessary elements.
• Monitor fulfillment of a contract.
• Evaluate performance under a contract.
• Interpret and invoke contract warranties as
  necessary.

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Module Summary

• Discussion Questions
• How do economic conditions affect bidding and
  contracting?
• What resources do you use to identify potential
  bidders?
• What are some important principles to understand
  when working with contractors/vendors/business
  partners?
• There are over 3,500 firms who are CAI Business
  Partner Members.
• How do Business Partners contribute to
  strengthening this industry and profession?

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Module Summary

• Additional Resources can be found in back of your
  Participant Guide.
• Please share with the class other resources you
  use.
• For example, Bids Contracts How to Find the
  Right Community Association Professional, Stephen
  R. Bupp, CMCA, AMS, PCAM, 2004.

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Evaluations

• Please be sure to fill out your course
  evaluations.
• Your feedback is important to us.

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Course Exam

• 45 multiple-choice questions
• Results will be mailed within 4-6 weeks
• Good luck!

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Contact CAI

• 225 Reinekers Lane, Suite 300
• Alexandria, VA 22314
• [phone] (M-F, 9-630 ET)
• [phone] (Fax)
• www.caionline.org

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Thank you!

• For participating in this course
• For your support of CAI and the Professional
  Management Development Program