A LTMP is basically a formal plan to efficiently and effective manage the ongoing maintenance of a physical structure.
- Efficiency “get results using the least amount of time, space, effort, and money”
- Effectivity “ achieving the desired outcomes”
- A plan is only useful if it achieve the desire goals
- You need to clearly define the goals and alignment of the plan with the rules and expectations of the body corporate
- A plan should be comprehensive to include all structural times.
- Actions taken can how ever be adjusted to accommodate practical and financial considerations/limitations
- Any Deferments and alternative plans to assure structural integrity, should be clearly noted
- Compare the plan with the various regulatory frameworks to assure compliance.
- Develop a set of control metrics to measure the performance of the plan. There are a set of core metrics to measure the performance of a LTMP which we will publish separately.
- Schedule annual revisions to update and refresh the plan. remember that the plan ideally needs to be a 10 year rolling plan.
- an efficient plan needs insight on what needs to be done when and how, by who for planned and unplanned events
Remember that planned events, is not merely fixing what is broken. The STSM act specifically states that the plan needs to cater for preventative maintenance, repair and replacement. Thus a plan to repair all defects over 10 years is not a maintenance plan, at best, a part of a maintenance plan
- You will also need to compile a list of all the structural items , An asset register, You will need to determine each item’s spesifications, age, its condition and remaining life expectancy
- What needs to be done , is item specific , include environmental considerations and the manufactorter’s spesifications.
- When is the pattern(s) of the what activities. Each item will usually have several cycles.. annual, bi-annual, 5 yearly…
- There is also a regulated framework to consider, specific to each structural item and the plan itself. For example:
- Health & safety with steps, pools, play structures, electrical fences, etc .
- NHBRC Building standards for fire and safety and structural integrity .
- STSMa regulations stipulates minimum reserves, scope and revision cycle of the plan
- From here you can then calculate what each activity will cost.
- Total cost, material and labor needs to be considered for each item and activity and cycle.
- As the compliance requires a 10 year provision, need these costing be done and projected for the next 10 years, thus will the costing need to be adjusted to future values.
- There is also a need to include additional provisions for unplanned events by calculating the risk cost per item
- With the above can you compile a budget and activities list
- The budget provision needs to be done for each year , minimum 10 years in advance. Ideally you should have a by year and by cycle view of the cost elements
- Yearly budget should include provision for current years planned and unplanned events, as well as proportional contribution to reserves fund for future cycle events
- This budgetary framework needs to be revised annually to reflect the effective 10 year forward scope.
- lastly implement the plan
- Create the appropriate funding arrangements through levy contribution adjustments
- Assign responsibilities for the activities that needs to be done
- Communicate the plan to owners and role players
- Implement control measures to monitor and control the plan activities
John Heywood- 1547
“You cannot see the trees from the forest”
Here is a few relevant definitions/extracts
- IMM Ref: MAINTENANCE PLAN: Details the specific planned and unplanned maintenance actions for an asset or facility.
- IIMM Ref: ASSET MANAGEMENT (AM):The systematic and coordinated activities and practices of an organisation to optimally and sustainably deliver on its objectives through the cost-effective life-cycle management of assets.
- ASSET MANAGEMENT PLAN (AM Plan) Long-term plans (usually 10-20 years or more for infrastructure assets) that outline the asset activities and programmes for each service area and resources applied to provide a defined level of service in the most cost-effective way.
From STSM Act
Maintenance, repair and replacement plan
- (1) A body corporate or trustees must prepare a written maintenance, repair and replacement plan for the common property, setting out:
(a) the major capital items expected to require maintenance, repair and replacement within the next 10 years;
(b) the present condition or state of repair of those items;
(c) the time when those items or components of those items will need to be maintained, repaired or replaced;
(d) the estimated cost of the maintenance, repair and replacement of those items or components;
(e) the expected life of those items or components once maintained, repaired or replaced; and
(f) any other information the body corporate considers relevant.
(2) The annual contribution to the reserve fund for the maintenance, repair or replacement of each of the major capital items must be determined according to the following formula: [(estimated cost minus past contribution) divided by expected life].
(3) A maintenance, repair and replacement plan takes effect on its approval by the members in general meeting; provided that on approval of such a plan, members may lay down conditions for the payment of money from the reserve fund.
(4) The trustees must report the extent to which the approved maintenance, repair and replacement plan has been implemented to each annual general meeting.