Procurement, Safety & Execution – Delivering the Maintenance Plan Compliantly
A maintenance plan only creates value when the work gets done – safely, legally, and transparently. That means structured procurement, clear records, and attention to health and safety that trustees cannot outsource entirely.
Procurement that withstands scrutiny
Set a process and stick to it:
- Scope & specs: what’s included/excluded, standards, warranties, access assumptions.
- Comparable quotes/tenders: like-for-like, with evaluation notes.
- Trustee resolution: awarding the work and authorising Reserve-fund payments per your mandate.
- Records: save everything – quotes, evaluations, resolutions, completion certificates.
Your OHS responsibilities (they stay with Trustees)
Even when a contractor is appointed, client duties remain:
- Construction Regulations, 2014: ensure a safety file, method statements, permits, and the right insurances before work begins (think façade works, deep excavations, high-work, tree removals).
- Asbestos Abatement Regulations, 2020: older schemes may contain asbestos (eaves, ceilings, some roof sheets, even certain pipelines). Maintain an asbestos inventory/management plan, use registered contractors, review at least every 24 months, communicate risks to residents/contractors, and keep statutory records (some for 50+ years).
Insurance alignment & valuations
Keep your triennial replacement valuation current (PMR 23(3)). Track insurance claims frequency and loss ratio; good MRRP execution often improves your risk profile – and your negotiating position at renewal.
A 90-day delivery roadmap
- Weeks 1-2: Build the data room (drawings, warranties), site assessment, risk scoring.
- Weeks 3-4: Draft MRRP updates with cost rebasing and 10-year cash flow.
- Week 5: Trustee workshop to set priorities and funding strategy; confirm procurement route.
- Week 6: Finalise the MRRP for the AGM pack; pass resolutions and payment mandates; line up contractors for year-1 works.
- Quarterly: Track delivery vs plan; log variances and emergency spend for the next update.
KPIs Trustees should track
- Reserve coverage vs MRRP liability (by item).
- On-time delivery of scheduled works.
- Emergency/unplanned spend as a % of total.
- Insurance loss ratio trend (are we improving?).
Common pitfalls to avoid
- Letting the MRRP lapse (not approved/updated at the AGM).
- Dipping into the Reserve fund for operating costs.
- Guesswork plans with no condition/risk data.
- Under-allowing access/prelims/fees/VAT.
- Omitting statutory items (fire equipment services, lightning protection, asbestos duties).
A compliant MRRP is not simply a maintenance document, it is a governance, risk-management, and financial-planning tool that helps protect the long-term sustainability of the scheme. Trustees who plan proactively, procure transparently, maintain proper records, and prioritise statutory compliance place their schemes in a far stronger position to manage risk, control costs, and avoid unnecessary disputes or emergencies. The goal is not only to maintain buildings, but to preserve safety, value, and confidence within the community for years to come.