Maintenance and Risk Management
Maintenance categories
Preventive maintenance is scheduled work that prevents failure: HVAC service, roof and gutter inspections, pest control, backflow testing. Routine or corrective maintenance responds to reported issues. Emergency maintenance protects life, safety, or property. Deferred maintenance is work postponed until it becomes capital replacement - a red flag in due diligence and budget reviews.
Work orders
Log every request with date, time, unit, description, priority, assigned technician, and completion. Life-safety calls - no heat in freezing weather, gas odor, sewage backup, no water, electrical hazard, inoperable locks - are dispatched immediately. Urgent items such as appliance failure or a minor leak target 24–48 hours; routine work 3–7 business days. Close out with notes and resident confirmation.
Risk management
The sequence is avoid, reduce, transfer, retain. Transfer means insurance, indemnification and hold-harmless clauses, and certificates of insurance naming the owner and manager as additional insureds. Other controls: documented inspections, snow and ice logs, pool and playground checks, key control, contractor prequalification and license verification, immediate incident reports, and a business continuity plan.
Compliance hazards
Lead-based paint disclosure and pamphlet for pre-1978 housing; asbestos and radon awareness; moisture control to prevent mold; reasonable modification and accommodation duties under fair housing and disability law; OSHA for staff safety; state habitability and repair-and-deduct statutes that vary.
Traps
Confusing a certificate of insurance (proof of coverage) with additional insured status (actual protection). Assuming entry without notice is allowed - except in genuine emergencies. Billing a resident-caused repair back to the owner.
Worked example
A no-heat call on a 20°F night is a life-safety emergency requiring same-day dispatch; a dripping faucet is routine and scheduled with the resident.