All you need to know about the maintenance logbook
The condominium maintenance logbook is an essential component to ensure the proper management and sustainability of your condominium. In Quebec, Bill 16 will govern the implementation and management of these logbooks. In this article, we will explore what a maintenance logbook is, its content, its importance, and more!
What is a maintenance logbook?
The maintenance logbook is a series of documents that bring together all the information relating to the history of operations carried out and to come for each of the components of its co-ownership building. It serves as a reference for administrators, managers and external stakeholders to ensure the monitoring of work and the prioritization of actions necessary for the preservation of the building.
What should be included in a maintenance logbook?
According to the guidelines of the Regroupement des gestionnaires et copropriétaires du Québec (RGCQ), the maintenance logbook must include the following elements:
Inspection, maintenance and servicing contracts concluded with the various service providers;
Warranties associated with the equipment and work carried out;
Reports and expertise required by the various authorities (RBQ, CNESST, etc.);
Schedule of work to be planned for the building components under the asset management plan;
Recommended maintenance procedures for each component requiring maintenance in order to optimize their efficiency and lifespan;
The detailed history of the operations carried out.
Who plans the implementation of the maintenance logbook?
The responsibility for managing the maintenance logbook falls to the condominium association, represented by the directors sitting on the board of directors and/or by the manager. These responsibilities include regularly updating the logbook, planning periodic tasks and transmitting relevant information to the co-owners.
Why is a maintenance logbook important?
The maintenance log is essential for several reasons:
Preservation of the value of the building: Regular maintenance helps prevent major problems and maintain the value of the building.
Safety of occupants: Ensures the proper functioning of equipment and compliance with safety standards.
Budget planning: Allows you to plan long-term maintenance expenses and avoid financial surprises.
Legal liability: Possibly in compliance with Law 16 and protection in the event of litigation.
Who can have access to the maintenance logbook?
Given the importance of the maintenance logbook for many stakeholders in the condominium sector, it is essential that it be accessible to various stakeholders. This includes the manager, service companies, board members, condominium employees, and even the co-owners themselves, in order to allow easy consultation and effective involvement in the management and maintenance of the building.
How often should I update the maintenance logbook?
The maintenance log must be updated regularly to reflect changes and work carried out. Currently, it is recommended that a certified professional review it every five years. This measure could become mandatory once Bill 16 comes into force. Once the regulation comes into force, condominium syndicates will have three years to set up their maintenance log. Professionals authorized to establish a maintenance log are generally architects, engineers, professional technologists and certified appraisers.
Why choose Borée professional services?
Our maintenance logs have been designed to be aligned with the RGCQ guidelines, which facilitates the exchange of information between professionals and allows the board of directors to review their study without having to start all over again. For example, the classification of our components is carried out according to the ASTM E 1557-02 standard, also known as Uniformat II.
Our maintenance logs are provided in Excel format (.xlsx), which makes it easy to update tasks, add or modify some of them, as well as track them. The layout is adapted to allow for quick and efficient printing.
Our calendar is developed over a five-year period, offering the possibility of recording the tasks carried out, their date of execution and the person responsible for carrying them out. In addition, we provide a detailed description of the interventions, their recommended frequency and the optimal time to carry them out. Finally, we include an intervention report template and the possibility of adding the costs of the intervention as well as the person or company responsible.
Do not hesitate to contact us so that we can support you in this process and prepare you for Law 16. We are here to help you set up an effective maintenance logbook adapted to your needs.
Template for small condominiums
We are committed to assisting and supporting small co-ownerships. This is why we have developed a general maintenance logbook, easy to use, specially designed for them and free of charge. To give you an overview and the basics of the different tasks to be carried out, you can download our logbook directly from our website in the maintenance logbook section.
In conclusion, the condominium maintenance logbook is an essential tool to ensure the efficient and sustainable management of condominium buildings. It provides valuable documentation on the history and condition of the building, while ensuring the safety and comfort of the occupants. Administrators and managers have a crucial role to play in the maintenance and regular updating of these essential documents.
Through rigorous management of the maintenance logbook, co-owners contribute to preserving the value of their investment and the sustainability of their living environment.
Discover our services
Contingency fund study
Our engineers assess your financial reserves for major repairs and replacements of the common areas of your co-ownership, in compliance with law 16.
Maintenance logbook
Our engineers will draw up your detailed schedule which lists the information necessary for the maintenance of the common areas of your co-ownership, in compliance with law 16.
Asset management plan
Our engineers carefully assess the current condition of your components in order to provide you with a comprehensive technical analysis report, thus completing your asset management plan.
