Key Responsibilities for Utility Rooms & Shared Spaces
Condominium managers must ensure that mechanical, electrical, and utility rooms, along with shared spaces such as lobbies, hallways, and parking areas, are properly maintained and secured.
Key responsibilities include:
Regular inspections of common property infrastructure.
Coordinating with contractors and service providers for maintenance.
Controlling access to restricted areas such as mechanical rooms.
Ensuring compliance with fire safety regulations and emergency protocols.
Compliance with Safety Regulations & Emergency Access
Properly managed utility and common areas help reduce liability risks for the condominium corporation. Key compliance measures include:
Fire Code Adherence: Fire exits, sprinkler systems, and emergency access must be maintained.
Electrical & Mechanical Inspections: Regular servicing of HVAC, plumbing, and electrical systems.
Emergency Access Plans: The corporation must have procedures in place to allow emergency personnel access.
Best Practice Tip: Condominium managers should ensure that fire and emergency access plans are clearly posted in common areas and updated regularly.
Managing Key Control & Contractor Access
Restricting unauthorized access to mechanical rooms and secured areas is critical for security and liability reasons.
Maintain a key control log to track who has access.
Implement a contractor access policy, ensuring vendors sign in and follow safety protocols.
Follow board-approved procedures for issuing and revoking access to maintenance personnel.
Risk Management & Maintenance Scheduling
Regular maintenance schedules prevent costly repairs and reduce liability for the condominium corporation.
Common Risks of Mismanagement
Inadequate maintenance: Can lead to HVAC failures, water leaks, or electrical issues.
Lack of access control: Increases security risks and liability.
Non-compliance with safety regulations: Can result in fines and legal action.
Creating a Preventative Maintenance Plan
Routine Inspections: Conduct monthly checks of mechanical systems.
Service Contracts: Engage licensed professionals for regular servicing of elevators, boilers, and electrical systems.
Record-Keeping: Maintain a log of inspections, repairs, and maintenance schedules.
