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Maintenance lifespan and costs for community complexes

Posted by: | Posted on: Apr 18, 2018

Security complexes

Maintenance lifespan and costs for community complexes

Building component and equipment lifespan/life cycle for ten year maintenance plans

Economical replacement:

When the cost of repairing a capital item is more than 50% of the new replacement cost, it is better to replace it.

Building weak spots:

When it comes to building construction components like cemented bricks, paving and concrete, it is normally renovated, as the lifespan can go far beyond 100 years. Gutters, roof covering and roof structures can be another thing, depending on the material and previous preventative maintenance actions. Water leaks can make wooden beams, rafters and purlins to rot. It can also make ceilings to soften, discolour and sag, cause steel to rust and fungi to grow on all types of material. Fungi growth is a real high health risk. Weather conditions can thus create the need for premature renovations to building structures. Falling objects can damage ceramic floor tiles.

Older housing buildings in coastal areas present own unique maintenance problems, as well as buildings still having asbestos cladding or roofing.

High priority and risk:

For most residential complexes landscaping and security are high priorities. Landscaping and gardening for aesthetic reasons and security because of the high crime rate. In the case of retirement villages, health and medical facilities and medical equipment may also be classified here, depending on nearness and dependability of such outside facilities. Depending on importance it may be better to budget an amount than to be surprised by unexpected premature failure. If premature failure does not occur, the available budget can always be used for other expenses or to make a bank account stronger. Technological advances can render high priority equipment sooner as out-dated.

Differentiation between small and major:

The differentiating figure to decide what must be regarded as Small repairs and replacements versus Major repairs and replacements is an arbitrary figure. The lower the differentiating figure, the more items and amounts will shift over to the ten year maintenance plan. All administrative amounts, including small repairs and replacements plus the reserve fund budget will form the complete budget for a new year.

The following can be applied to a complex of 450 units, which can be regarded as relatively big. In other cases of smaller complexes, the division of cost between Administrative Fund and the ten year maintenance plan may differ.

Small for 450 units:

Lifespan if cost replacement for an individual item or job is below R 20 000.00 for Administrative Fund Budget:
• Electronic devices and equipment – 3 years
• Electric machinery, devices & equipment – 5 years
• Gardening machinery, equipment & tools – 5 years
• Security machinery, devices & equipment – 3 years
• Interior office & room furniture – 12 years
• Vehicles like bicycles, scooters, ride-on lawnmowers, motorbikes & golf carts – 10 years
• Tar roads (potholes) – 20 years (depending on underneath compacting material and soil deficiencies)
• Paved roads (sagging) – 20 years (depending on underneath compacting material and soil deficiencies)
• Cement repairs, painting & varnishing – 7 years
• Smaller building construction renovation (other than paint) – 30 years
• Steel construction renovations – 10 years
If replacement cost is above R3000.00, always consider repairs according to the 50% rule when failure occurs, as it can help to reduce actual expenses against budgeted figures.

Major for 450 units:

Lifespan if cost replacement for an individual item or job is higher than R 20 000.00 for ten year maintenance plan:
• Electronic devices and equipment – 5 years
• Electric machinery, devices & equipment – 7 years
• Gardening machinery, equipment & tools – 7 years
• Security machinery, devices & equipment – 5 years
• Interior office & room furniture – 20 years
• Vehicles like LUV’s, cars, trucks, ride-on lawnmowers, motorbikes & golf carts – 12 years
• Tar roads (potholes) – 20 years (depending on underneath compacting material and soil deficiencies)
• Paved roads (sagging) – 20 years (depending on underneath compacting material and soil deficiencies)
• Cement repairs, painting & varnishing – 7 years
• Major building construction renovations (other than paint) – 30 years
• Steel construction renovations – 10 years
Always consider repairs according to the 50% rule when failure occurs, as it can help to reduce actual expenses against budgeted figures.

The bigger a complex the higher the differentiating figure can become. What may be big for a complex with 10 residential units may become small change for a bigger complex with more units. For instance, R3000.00 for one household may be regarded as big, but small for a complex of 50 units.

The lifespan indicators above can be broken up further for individualised items and its lifespan adjusted according to own experience with it. In other words, it can be fine-tuned.

One gets sophisticated computerised systems for calculating economic replacement point in time for vehicles and other equipment. All running and maintenance costs must then be separately and individually captured according to cost codes. These systems are, however, only viable for big vehicle fleets and big quantities of the same type of equipment.

We specialise in drawing up ten year maintenance plans for Community Scheme Managements. We have a questionnaire which must be completed and returned to us, to enable us to start with drawing up the ten year plan. The questionnaire is in MS Word format and can be downloaded by clicking this link: https://drive.google.com/open?id=1ouPPP5vcLrxGgnvTnxb1b-oWYqE85VR9

If someone has any questions about the questionnaire or life cycles, please contact me. Cell: 079 311 6494; Email: duplessis63@gmail.com; Skype: lepfin

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