The Essential Guide for Trustees: Overseeing Maintenance and Project Management in Community Schemes

In a community scheme, the appointed trustees have an essential role in ensuring that common areas and facilities are well-maintained and that major projects are executed to high standards. Here's an overview of the trustees' responsibilities and best practices to help maintain property values and create a safe, pleasant environment for all residents.

Key Areas of Trustee Responsibility

Each year, trustees are appointed at the Annual General Meeting (AGM) to manage the upkeep and improvement of the scheme's common property. This oversight includes:

·         Structural Integrity: Ensuring buildings and communal facilities are structurally sound, safe, and in good repair.

·         Common Area Upkeep: Regular maintenance of shared spaces such as gardens, hallways, pools, and lifts.

·         External Services: Overseeing sewage, water, and electrical systems that service the common property.

·         Insurance Management: Securing appropriate insurance to cover risks such as fire or flood, safeguarding both the property and its residents.

Planning for Maintenance and Repairs

Routine maintenance and timely repairs are essential for maintaining property values within a scheme. Trustees should prepare for both immediate and long-term needs, planning for major repairs or replacements as items age.

To accomplish this, trustees often appoint professional contractors to carry out the required work. But selecting the right contractor involves more than just finding the lowest quote. Here's how trustees can approach contractor selection wisely:

1.      Qualifications and Experience: Always verify that contractors are properly qualified, insured, and experienced. Reviewing their track record on similar projects can help avoid potential issues.

2.      Detailed Scope of Work: When seeking quotes, trustees should provide each contractor with a clear, detailed description of the work needed. This will help ensure that quotes can be compared fairly, side by side, in an "apples-to-apples" approach.

3.      Professional Support for Major Projects: For larger projects, especially those that could impact building structures, trustees may benefit from bringing a professional consultant on board. Although it's an additional cost, professional guidance can enhance project specifications, prevent delays, and ensure high-quality workmanship and complaince.

Monitoring Project Progress

Once a contractor is appointed, continuous oversight is key to a successful outcome. A designated project manager should conduct regular site visits, holding weekly meetings to confirm the work aligns with the agreed specifications. This hands-on management minimizes risks to the scheme and ensures accountability.

Finalizing Contracts and Payment Schedules

A well-drafted contract is the foundation of any successful project. Trustees should ensure that the contract includes:

·         Contact Information for the contractor, including a physical address.

·         Proof of Professional Affiliations to verify qualifications.

·         Project Schedule, Building Plans, and Permits as required.

·         Warranties or Guarantees on materials and workmanship.

·          

The payment schedule should be clearly outlined and agreed upon from the start, with terms that remain consistent throughout the project.

The Role of a Managing Agent

A capable managing agent can be invaluable to trustees, guiding the project from start to finish. The managing agent helps ensure that funds are available, assists with scoping the project, recommends qualified contractors, and verifies contractor insurance and registration. By collaborating closely, trustees and managing agents can implement efficient processes that lead to successful outcomes.

By adhering to these practices, trustees and managing agents can protect the interests of the members of the community scheme, ensuring maintenance projects are handled efficiently and to a high standard. With careful planning, oversight, and collaboration, every project-whether large or small-can help enhance the community scheme and provide long-term benefits to all residents.