A register retracing the history of the building. The management and maintenance logbook is essential to the life of the co-ownership. And includes all the interventions already carried out or to be planned in the building.

It reflects the concern for sound management and good governance of the building.

Here is an example of a condo maintenance logbook:

example maintenance logbook

 

The building’s “health” logbook

 

The maintenance logbook traces the life of the building since its construction. It includes the technical characteristics of the building’s construction. As well as all the maintenance and upkeep contracts, insurance and guarantees enjoyed by the co-ownership.

It also includes the asset management plan that plans all future work.

Its good performance reflects the directors’ investment in the governance and management of the building. And it is a significant asset when reselling an apartment in the co-ownership.

It is frequent during the life of a co-ownership that the directors change. Thus, the maintenance logbook serves as a guideline for the follow-up and planning of the operations to be carried out. 

At any time during the life of the co-ownership. It makes it possible to know the state of the co-ownership. With regard to legal and contractual obligations and is a real vector of stability over the years.

Indeed, without this written document, the transmission of information between the old and new administrators would not always be properly ensured.

The maintenance logbook is part of a global and secure approach that ensures the continuity of operations. By avoiding unnecessary interventions or, worse, the omission of an obligation. That could be detrimental to the proper management or even the safety of the building and its occupants.

Article 1070 of the Civil Code of Québec was amended by Bill 16 in December 2019. Article 1070.2, which was added, provides that “the board of directors shall cause a maintenance logbook to be drawn up for the building, describing, in particular, the maintenance done and to be done. The board of directors shall keep the maintenance logbook up to date and shall cause it to be reviewed periodically. ».

 

The Building Maintenance Log Book in Detail 

 

The maintenance logbook is a five-year maintenance task plan presented in the form of a table. The list of planned works and interventions is detailed and includes a few explanatory lines indicating the reasons for them.

All the information concerning the description of the building must appear in the maintenance book:

  • the history of the site on which the building is built,
  • the year of construction and/or renovation of the building,
  • the building permit,
  • the technical description of the building (cadastral, architectural and engineering plans, various technical studies carried out, etc.),
  • where applicable, the date of any major work carried out on the building, 
  • contact details and all documents related to the companies that carried out the work (plans, specifications, guarantees, etc.),
  • the date of receipt of the common areas and common equipment by the syndicate of co-ownership,
  • a list of the common areas of the building including their surface area or volume.

Additional information and documents are also included in the building’s maintenance book:

  • warranty contracts for equipment and other systems,
  • planning of maintenance work including history and follow-up,
  • equipment maintenance and servicing contracts stating the expiry date of the said contracts,
  • maintenance manuals for equipment in the building.

 

An indispensable tool for the building’s heritage policy

 

A multi-year work plan can thus be put in place to define the building’s heritage policy. Including priorities and the triggering of essential maintenance and upkeep operations.

The professionals in charge of carrying out a contingency fund study will be able to access the history of the building. And all the information necessary to have a precise knowledge of the state of the building. And also the life span of the various parts.

Indeed, the purpose of the contingency fund is to provide the necessary financing. In order to carry out the necessary work for a period of 30 years. The study of the contingency fund is an essential step to ensure the durability of a condominium building.

The maintenance logbook enables external contributors to better understand the maintenance policy established by the Board of Directors. And will have a positive effect on all costs in the long term, particularly in terms of insurance.

In the absence of the maintenance logbook, it is necessary to carry out a tedious investigation. Which consists of retracing the complete history of the building.

 

Condo Stratégis’ managers are at your disposal to assist and advise you in the drafting and maintenance of your maintenance logbook.

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