St Vincent s Catholic Church Ashfield Ten-year maintenance plan. Final report. November Prepared by: ADN Managing Consultants Pty Ltd

Transcription

1 November 2013 St Vincent s Catholic Ashfield Ten-year maintenance plan Final report Prepared by: ADN Managing Consultants Pty Ltd PO Box 6186 West Gosford NSW 2250 Ph Fax

2 Table of Contents 1. Executive Summary Summary of Findings Forecast Budget Conclusion Introduction Background Terms and Definitions Survey assumptions Methodology Survey Results Summary s to be maintained Maintenance Standards Corrective Maintenance Chapel Forward plan and budget Recommendations Appendix A 2013/14 Works Appendix B Detailed Report Appendix C Maintenance standards Category A - Exceptional Category B - High Category C - Standard Category D - Minimal Category E - Mothball

3 1. Executive Summary St Vincent s commissioned ADN Managing Consultants Pty Ltd to develop a maintenance plan for St Vincent s and Properties located at Ashfield. The primary objective of the maintenance plan was to: Develop a maintenance plan, which is related to a set of maintenance standards that can be used for maintaining the facilities to the requirements of the management of the for the next ten years. 1.1 Summary of Findings Risk Description Repair to lighting control missing switch hall Glazing repairs to hall Repair to ceiling hall level 1 Repair to hall window steel lintels Repair to roof Repair to roof Chimney Office Agree on maintenance responsibilities Cardinal Freeman retirement Chapel 1.2 Forecast Budget The indicative forecast cost to maintain the facilities up to an acceptable standard for the next 10 years is: Forecast expenditure for the next 5 years $ 355,092 For the remaining 5 years $ 263,625 Total for the 10 years $ 618,717 3

4 1.3 Conclusion The information in this report will provide the base case for the management to assess the relative economic benefits of each strategic option for future management of these facilities. Generally the internal of the is in reasonable condition as there was a major upgrade internally in There are some items internally that require work now which include minor painting repairs, installation of access ramp from the side entry of the to the Nave. Work has been carried out to the Chapel area but it was noted that there currently is water penetration through the ceiling to the Sacristy area. The Working Sacristy has an odour of dampness and requires investigation and the option of mechanical ventilation. To the external of the there appears to be stormwater issues to the down pipes and repairs are required to some down pipes as well. There is a tree located to the rear of the that is in a garden bed that has cracked and it is suggested that the garden bed be moved away from the and repair carried out as required. The render surface of the and block work requires work and there appears to be cracking to some areas. It is suggested the first step is to have a heritage architect review the building and look at options for repairs. The entry stair to the front of the church is in poor condition visually and repairs to the stairs should be included with the external upgrade. Please note no estimates have been included in this report for the repairs to the external block work, roof or render of the this should be included following a heritage architect review. The is in reasonable condition but there is a major issue with the roof which has resulted in water damage to a number of ceilings throughout level one of the. Internally there are signs of cracking to walls in the lower kitchen that should be repaired and monitored. It was also noted that the switch to the lighting control is missing and requires replacing. Externally there are some minor repairs required to eaves and painting of doors should be planned. The side entry door to the side room to the toward the rear of the building has water damage and needs repair. Externally to the there is movement to the lintels over the windows that appear to be from corrosion which is resulting in affecting the render around the window frames. The office is in good condition there are some minor issues that require work now such as inspection of flashing to the chimneys. A check to the rear of the building where there are signs of water to the brick wall, this may be due to the tap located to the wall. To the rear of the site there is a need to install a fence for security reasons the option of auto gate should be considered. The Cardinal Freeman retirement home is a privately operated site that has a Chapel that is used by the parish for services, Areas to the Chapel require maintenance now which include the Reconciliation room s Sacristy area and to the Sacristy area. 4

5 There is no defining agreement between the operator and the regarding the areas that are the responsibility of the and the operator. The agreement not only needs to cover maintenance but the intended condition that the Chapel will be maintained to. 5

6 2. Introduction This is a maintenance plan for St Vincent s Catholic at Ashfield. The objectives of the maintenance plan are to provide a summary of the following: Condition of existing property identified against maintenance standards Extent of work necessary and the funding to maintain the property to the maintenance standards identified by the over the next 10 years 3. Background This is situated on Bland St, Ashfield which is a suburb of the inner Western suburbs of Sydney; there are approximately 1500 parishioners that attend this. The 1st site consists of 3 buildings of which all where surveyed; these buildings included the, and. The second site at the Cardinal Freeman retirement home is used for services but has limited responsibility for the. The operation is generally 7 days a week for services. The parish office is operated 5 days a week from 8.00 am to 5.30 pm and currently has 2 staff member. 6

7 4. Terms and Definitions Generally The conduct of a survey of this nature requires a clear definition between what is maintenance expenditure and what is capital expenditure. This is to ensure the resulting economic decisions are based on the costs to maintain the current facilities, versus the costs to bring those same facilities up to an acceptable standard. The objective of maintenance funding is to ensure the asset remains fit for purpose for the duration of their useful life. Maintenance is not to substantially extend the life of the asset, achieve new functional requirements or standards. The objective of capital funding, on the other hand, is to deliver increased service potential through the acquisition of physical assets or to modify an existing asset in a way that increases its life expectancy or the scope of service it delivers. The asset management implications are that maintenance expenditure is expensed in the year it occurs, however, capital expenditure is not expensed and is shown as an increase in the value of the assets. Therefore, maintenance funds do not demonstrate in the accounts of the organisation any gain in asset value, whereas capital funds show a direct link to increased asset values. The site survey and the data collected have been based on the following terms and definitions. Maintenance an activity or program of activities that will ensure an asset remains functional in accord with its design use and achieves its economic life expectancy. Capital Works an activity or program of activities that will enhance the function of an asset, create/acquire a new asset or materially extend the life of an asset beyond its original designed life. Maintenance standards the standard to which an asset is to be maintained for a defined period of time and is related to the use and long term plans of the organisation. Routine maintenance minor maintenance works that generally occur on a per annum basis and is further defined as either preventive or repair maintenance. Preventive maintenance regular planned maintenance activities that occurs each year, i.e. fire protection, exit lighting, etc 7

8 Repair Maintenance unplanned maintenance activities that are budgeted for on a per annum basis. Corrective maintenance unplanned maintenance activities that are not budgeted for., i.e. broken locks, blocked toilets, etc Major periodic maintenance maintenance that occurs outside a pa cycle and can be planned on a regular basis or on a condition assessment. Major Periodic maintenance is further defined as either cyclic or replacement maintenance. Cyclic maintenance maintenance which occurs on a planned cycle other than pa, i.e. 10 year cyclic repaint 5. Survey assumptions In order to provide a base point from which to conduct the survey a number of assumptions have been taken. Future works the survey has taken account only of the impacts of future works that are planned and funded or most likely to proceed Basis of estimating costs all cost estimates are based on a commercial cost to undertake the works. All rates are based on Rawlinsons Cost handbook and commercial labour rates for the trades involved. Basis of life cycle assessments estimated times for replacements of assets and cyclic maintenance are based on data provided by NSW Public Works and accepted industry best practice. 8

9 6. Methodology The following methodology was used to undertake the survey. Step 1 s to be maintained Step 2 Maintenance Standards Step 3 Condition Assessment Step 4 Work Program Step 5 Forward Budget No Step Content Stage 1 - Planning 1 s to be List the assets covered in the survey maintained 2 Maintenance standards Stage 2 Survey 3 Condition assessment Define the maintenance standards each asset or component is to be maintained at and the forward impacts, i.e. capital works, etc Undertake a condition assessment of the assets in line with the standards and impacts 4 Works data Enter the results of the condition assessment in the database Stage 3 - Report 5 Forward plan and budget Develop the forward works plan and long term budgets over 10 years 7. Survey Results Summary The following is a summary of the survey results for the draft survey. 7.1 s to be maintained The following assets are included in the survey of the St Vincent s Catholic Ashfield and resulting long-term plan. No Chapel 4 9

10 7.2 Maintenance Standards The application of maintenance standards to each facility is the most crucial step in the survey methodology. A set of pre-developed maintenance performance standards was used to define the extent of maintenance to be undertaken at each facility. The standards are: A Highest B High C Standard (default) D Minimal E Mothball A full description can be found at Appendix C In order to establish a consistent policy of application a series of generic area descriptions were developed that cover the functions undertaken at the. The generic areas were: Code Name Description Maintenance standard OM Office Admin Management Administration Principles office B OG Office Admin General Administration area support staff B FO Foyer Entry area waiting rooms B OS Staff Amenities Canteen, Change rooms, Lunch Rooms, etc B AC Accommodation General living areas C Cl Classrooms General learning areas C CC Classrooms Craft Craftwork painting, pottery C CH Includes all areas of the B CA Canteen Canteens eating areas etc B KI Kitchen Cooking food preparation B ST Store Areas General storage D TO Toilet Areas WC, urinals, wash basin, showers, finishers B Plant rooms, pump sheds, Maint Switch PR Plant rooms boards C RO Roads Entry Roads C LS Landscape soft Gardens, irrigation, C LH Landscape hard Outside furniture C FE Fencing Gates C IS Infrastructure & Services Irrigation, fencing, power, hydraulics B IN Inner Grounds Foot paths, pavements, carpark C 10

11 7.3 Corrective Maintenance The following is a summary of the recommended works to bring the facilities up to and maintain at the Standards identified by the Management. Detailed works data sheets can be found at appendix B Condition Poor Fair Average Good Very Good Summary of Works Required Internal / External Minor paint repairs External inspection and report Down pipe repairs 11

12 Investigate - down pipes maybe blocked Repairs to down pipes required 12

13 Survey of the external condition of finishes is required Trim trees away from building 13

14 Replace garden bed located to rear of Secure earth strap rear of building 14

15 General repairs to eaves Replace damaged vent grills 15

16 Fix trip hazard school side of building Repair side entry door to Working Sacristy 16

17 Repair to paint finishes is required to some areas Investigate odour to Sacristy and replace vinyl 17

18 Replace damaged stain glass window Sacristy Install easy access ramp from side entry to Nave 18

19 Install hand rail to access ramp to Sacristy Investigate water penetration issues to Chapel 19

20 Servicing and sealing of seating Mould to walls confessionals areas 20

21 Cracked tiles outside of Sacristy Service all taps 21

22 All drains require cleaning as part of a maintenance program All concrete surfaces require servicing to reduce trip hazard 22

23 Repair, service and paint entry steps 23

24 7.3.2 Condition Poor Fair Average Good Very Good Summary of Works Required Internal / External Repair roof External repairs to window lintel Ceiling repair to level 1 Service windows and repair glazing 24

25 Repair to damaged glazing Service all windows as required 25

26 Repair to ceilings water damage in number of areas 26

27 Repair to ceilings water damage in number of areas 27

28 Look at the option of installing restriction to all classroom windows Remove items from fire cabinet 28

29 Install non slip to stair treads Repair to doors side entry to hall 29

30 Cracking to walls kitchen area Planned resealing of timber floor should be considered 30

31 Replace missing light switch control hall Repairs to eaves external 31

32 Ongoing cleaning of gutters required External painting of doors should be planned 32

33 Install spikes to reduce bird nesting Repairs to external rendered walls 33

34 Resecure vent stack Check all window lintels for corrosion 34

35 Check all window lintels for corrosion Carry out repairs to cracking render to windows 35

36 Inspect repair to door entry lintel 36

37 7.3.3 Condition Poor Fair Average Good Very Good Summary of Works Required Internal / External Minor repairs to roof flashings Installation of rear fencing 37

38 Trim trees away from building Remove garden and install fence with entry gate 38

39 Service all exit lights Planned update of kitchen is required 39

40 Seal splash back tiles to bench Planned update of stove 40

41 Check all chimney stacks Minor repair to fire place - office 4 41

42 Investigate damp wall rear of property Repair replace sub floor entry doors 42

43 Check all roof flashings 43

44 7.3.4 Chapel Condition Poor Fair Average Good Very Good Summary of Works Required Internal / External Repairs to art work There is a need to document who is responsible for maintenance Investigate water damage to ceiling Sacristy 44

45 Repairs to sacristy area Repairs required to art work 45

46 There is a need to document who is responsible for maintenance to this Chapel over the next 25 years Complete smoke detector installation - Sacristy 46

47 Repairs to access point to ceiling Sacristy Investigate water damage to ceiling - Sacristy 47

48 Investigate water damage to ceiling entry area to Sacristy General painting to Sacristy areas 48

49 Water damage entry to Sacristy Investigate water damage to ceiling - Reconciliation Room 49

50 Replace missing and old window coverings - Reconciliation Room Repairs to window frame - Reconciliation Room 50

51 7.4 Forward plan and budget The following 10-year forecast budget is a draft only. Budget Forecast Corrective Maintenance & Cyclic Maintenance Maintenance Years Maintenance Funding Program 2014/ / / / / / / / / /24 Routine Maintenance Corrective $81,250 Major Periodic Maintenance Cyclic $11,404 $55,795 $26,851 $79,792 $900 $38,613 $95,312 $28,800 Routine Maintenance Preventative $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 $5,000 Routine Maintenance Repair Works $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 $15,000 Total $112,654 $75,795 $46,851 $20,000 $99,792 $20,900 $58,613 $115,312 $20,000 $48,800 Budget Forecast Corrective Maintenance & Cyclic Maintenance Maintenance Funding Maintenance Program Years 2014/ / / / / / / / / /24 Routine Maintenance Corrective $10,900 Major Periodic Maintenance Cyclic $8,404 $22,431 $1,419 $2,500 $900 $20,613 $51,712 Total $19,304 $22,431 $1,419 $2,500 $900 $20,613 $51,712 51

52 Budget Forecast Corrective Maintenance & Cyclic Maintenance Maintenance Years Maintenance Funding Program 2014/ / / / / / / / / /24 Routine Maintenance Corrective $42,550 Major Periodic Maintenance Cyclic $150 $30,080 $2,040 $34,240 $18,000 $38,300 $28,500 Total $42,700 $30,080 $2,040 $34,240 $18,000 $38,300 $28,500 Budget Forecast Corrective Maintenance & Cyclic Maintenance Maintenance Funding Maintenance Program Years 2014/ / / / / / / / / /24 Routine Maintenance Corrective $7,000 Major Periodic Maintenance Cyclic $1,500 $3,284 $10,990 $31,264 $5,300 $300 Total $8,500 $3,284 $10,990 $31,264 $5,300 $300 Budget Forecast Corrective Maintenance & Cyclic Maintenance - Chapel Maintenance Funding Maintenance Program Years 2014/ / / / / / / / / /24 Routine Maintenance Corrective $20,800 $20,800 Major Periodic Maintenance Cyclic $1,350 $12,402 $11,788 $25,540 Total $22,150 $12,402 $11,788 $46,340 52

53 The following graph outlines the levels of expenditure for the next 10-year period. 53

54 8. Recommendations The following recommendations are made for both short and long term strategies for St Vincent s Catholic. Short Term All priority work should be carried out as soon as possible. These jobs include OH&S issues as well as asset preservation work, which if not repaired may affect the operation of the and compromise standards identified to maintain the. A maintenance program for the site is required to maintain the buildings and grounds to the appropriate standard identified by the and all records to be maintained for future reference. All corrective work identified be part of the next financial year budget and a quarantined budget to be used for such work in the future. Contracts There is a need to develop maintenance agreements with suppliers to maintain all statutory services such as exit and emergency lights and extinguishers. A review of this work needs to be carried out by the to ensure statutory compliance and compliance with the standards is met. Long term The long-term recommendations are. Maintenance funding Major review of the maintenance plan, and update of the forecasts for works and budgets as part of the yearly budget setting program. It is recommended that this work be managed across the financial year electronically so where funding requirements may change the opportunity for reallocation of priorities can be met. 54

55 9. Appendix A 2014/15 Works Facility Name Location Job Description Job Type Start Year Job Cost Priority Description Chapel Entry Sacristy Investigate and repair water penetration Corrective 2014/15 $1,500 Chapel Nave Repairs required to sanctuary structure Corrective 2014/15 $13,000 Chapel Nave Repairs required to artwork over sanctuary area Corrective 2014/15 $2,000 Chapel Reconciliation Room General repairs required throughout Corrective 2014/15 $500 Chapel Reconciliation Room Investigate and repair water damage Corrective 2014/15 $1,500 Chapel Reconciliation Room Remove window coverings, replace with similar quality and colour. Cyclic 2014/15 $1,350 Chapel Sacristy Repair manhole cover frame as required Corrective 2014/15 $300 Chapel Sacristy Reinstall smoke detector power supply as required Corrective 2014/15 $200 OH & S Statutory Chapel Working Sacristy Investigate and repair water penetration Corrective 2014/15 $1,500 Chapel Working Sacristy Reinstall power to smoke detectors as required Corrective 2014/15 $300 OH & S Statutory Chapel Investigate and repair water penetration Corrective 2014/15 $1,500 Choir Loft Investigate and repair water penetration Corrective 2014/15 $1,500 Choir Loft Repairs required to organ timber structure Corrective 2014/15 $500 External Investigate for and clear gutters of blockage as required Corrective 2014/15 $1,500 External Prepare and paint door, repair as required Cyclic 2014/15 $1,500 External Upgrade external lighting, end of life cycle Cyclic 2014/15 $1,200 External Trim trees away from building as required Corrective 2014/15 $100 External Reattach earth strap as required Corrective 2014/15 $100 OH & S Statutory External Upgrade entry steps, end of life cycle Cyclic 2014/15 $5,000 Nave Install ramp to side entry as required Corrective 2014/15 $2,000 OH & S Statutory Reconciliation Room Prepare all painted Cyclic 2014/15 $704 Reconciliation Room Investigate and repair water penetration Corrective 2014/15 $1,500 55

56 Facility Name Location Job Description Job Type Working Sacristy Working Sacristy Working Sacristy Entry Room - Level 1 External External External Prepare wall painted Repairs required to stain glass window Investigate and repair damp over door to room Repair ceiling as required Repair arch bar to rear window, investigate on all other windows Repairs required to fascias Replace clamps to vent stacks as required Start Year Job Cost Corrective 2014/15 $200 Corrective 2014/15 $500 Corrective 2014/15 $1,500 Corrective 2014/15 $3,000 Corrective 2014/15 $5,000 Corrective 2014/15 $500 Corrective 2014/15 $200 Front Entry Minor repairs required Corrective 2014/15 $200 Front Entry Kitchen Music Room - Level 1 Music Room - Level 1 Music Room - Level 1 Music Room - Level 1 Roof Side Room Side Room Small Classroom - Level 1 Stairwell 1 Stairwell 2 Back Room Back Room Upgrade lighting, end of life cycle Repair control light panel as required Service exit lights to Australian standards Repair cracking to wall as required Replace glazing, end of life cycle Service all windows and repair as required Minor repairs required to bi fold doors Investigate and repair water penetration in ceiling Investigate replacement of roof Service all windows and repair as required Replace side door and above frame as required Investigate and repair water penetration in ceiling Investigate and repair water penetration Install non slip surface to stairs as required Remove window coverings, replace with similar quality and colour. Service exit lights to Australian standards Cyclic 2014/15 $150 Corrective 2014/15 $100 Corrective 2014/15 $500 Corrective 2014/15 $450 Corrective 2014/15 $300 Corrective 2014/15 $500 Corrective 2014/15 $100 Corrective 2014/15 $1,500 Corrective 2014/15 $20,000 Corrective 2014/15 $200 Corrective 2014/15 $2,500 Corrective 2014/15 $3,000 Corrective 2014/15 $1,500 Corrective 2014/15 $3,000 Cyclic 2014/15 $1,500 Corrective 2014/15 $300 Priority Description OH & S Statutory High Risk OH & S Statutory High Risk High Risk OH & S Statutory OH & S Statutory 56

57 Facility Name Location Job Description Job Type Start Year Job Cost Priority Description Grounds Trim trees away from buildings as required Corrective 2014/15 $300 Grounds Repair rear garden bed as required Corrective 2014/15 $600 Grounds Install fence and sliding gate to rear boundary - 15m Corrective 2014/15 $4,000 Kitchen Repair kitchen, reseal splashback as required Corrective 2014/15 $300 Room 2 - Office Investigate and repair water penetration to fire place Corrective 2014/15 $1,500 Routine Preventative Maintenance Budget Preventative 2014/15 $5,000 High Risk Routine Repair Maintenance Budget Repair 2014/15 $15,000 $112,654 57

58 10. Appendix B Detailed Report Facility Name Location Job Description Job Type Start Year Job Cost Priority Description Chapel Entry Sacristy Investigate and repair water penetration Corrective 2014/15 $1,500 Chapel Nave Repairs required to sanctuary structure Corrective 2014/15 $13,000 Chapel Nave Repairs required to artwork over sanctuary area Corrective 2014/15 $2,000 Chapel Reconciliation Room General repairs required throughout Corrective 2014/15 $500 Chapel Reconciliation Room Investigate and repair water damage Corrective 2014/15 $1,500 Chapel Reconciliation Room Remove window coverings, replace with similar quality and colour. Cyclic 2014/15 $1,350 Chapel Sacristy Repair manhole cover frame as required Corrective 2014/15 $300 Chapel Sacristy Reinstall smoke detector power supply as required Corrective 2014/15 $200 OH & S Statutory Chapel Working Sacristy Investigate and repair water penetration Corrective 2014/15 $1,500 Chapel Working Sacristy Reinstall power to smoke detectors as required Corrective 2014/15 $300 OH & S Statutory Chapel Investigate and repair water penetration Corrective 2014/15 $1,500 Choir Loft Investigate and repair water penetration Corrective 2014/15 $1,500 Choir Loft Repairs required to organ timber structure Corrective 2014/15 $500 External Investigate for and clear gutters of blockage as required Corrective 2014/15 $1,500 External Prepare and paint door, repair as required Cyclic 2014/15 $1,500 External Upgrade external lighting, end of life cycle Cyclic 2014/15 $1,200 External Trim trees away from building as required Corrective 2014/15 $100 External Reattach earth strap as required Corrective 2014/15 $100 OH & S Statutory External Upgrade entry steps, end of life cycle Cyclic 2014/15 $5,000 Nave Install ramp to side entry as required Corrective 2014/15 $2,000 OH & S Statutory Reconciliation Room Prepare all painted Cyclic 2014/15 $704 Reconciliation Room Investigate and repair water penetration Corrective 2014/15 $1,500 58

59 Facility Name Location Job Description Job Type Working Sacristy Working Sacristy Working Sacristy Entry Room - Level 1 External External External Prepare wall painted Repairs required to stain glass window Investigate and repair damp over door to room Repair ceiling as required Repair arch bar to rear window, investigate on all other windows Repairs required to fascias Replace clamps to vent stacks as required Start Year Job Cost Corrective 2014/15 $200 Corrective 2014/15 $500 Corrective 2014/15 $1,500 Corrective 2014/15 $3,000 Corrective 2014/15 $5,000 Corrective 2014/15 $500 Corrective 2014/15 $200 Front Entry Minor repairs required Corrective 2014/15 $200 Front Entry Kitchen Music Room - Level 1 Music Room - Level 1 Music Room - Level 1 Music Room - Level 1 Roof Side Room Side Room Small Classroom - Level 1 Stairwell 1 Stairwell 2 Back Room Back Room Upgrade lighting, end of life cycle Repair control light panel as required Service exit lights to Australian standards Repair cracking to wall as required Replace glazing, end of life cycle Service all windows and repair as required Minor repairs required to bi fold doors Investigate and repair water penetration in ceiling Investigate replacement of roof Service all windows and repair as required Replace side door and above frame as required Investigate and repair water penetration in ceiling Investigate and repair water penetration Install non slip surface to stairs as required Remove window coverings, replace with similar quality and colour. Service exit lights to Australian standards Cyclic 2014/15 $150 Corrective 2014/15 $100 Corrective 2014/15 $500 Corrective 2014/15 $450 Corrective 2014/15 $300 Corrective 2014/15 $500 Corrective 2014/15 $100 Corrective 2014/15 $1,500 Corrective 2014/15 $20,000 Corrective 2014/15 $200 Corrective 2014/15 $2,500 Corrective 2014/15 $3,000 Corrective 2014/15 $1,500 Corrective 2014/15 $3,000 Cyclic 2014/15 $1,500 Corrective 2014/15 $300 Priority Description OH & S Statutory High Risk OH & S Statutory High Risk High Risk OH & S Statutory OH & S Statutory 59

60 Facility Name Location Job Description Job Type Grounds Grounds Grounds Kitchen Room 2 - Office Choir Loft Entry External External Nave Sacristy Working Sacristy External External Stairwell Entry Room 1 - Main Office Room 2 - Office Room 3 - Meeting Room Room 3 - Meeting Room Trim trees away from buildings as required Repair rear garden bed as required Install fence and sliding gate to rear boundary - 15m Repair kitchen, reseal splashback as required Investigate and repair water penetration to fire place Routine Preventative Maintenance Budget Routine Repair Maintenance Budget Prepare all church seating, repair and paint as required. Prepare all painted Service and maintain extra seating area Prepare all painted window surfaces, repair and Repair paint finishes as required Prepare all painted Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Prepare and paint external painted surfaces, repair as required Prepare and paint external door, repair as required Prepare and paint floor surface with non slip paint, repair as required Prepare all painted Prepare all painted Prepare timber floor, reseal as required. Prepare all painted Routine Repair Maintenance Budget Start Year Job Cost Corrective 2014/15 $300 Corrective 2014/15 $600 Corrective 2014/15 $4,000 Corrective 2014/15 $300 Corrective 2014/15 $1,500 Preventative 2014/15 $5,000 Repair 2014/15 $15,000 Cyclic 2015/16 $10,000 Cyclic 2015/16 $1,419 Cyclic 2015/16 $500 Cyclic 2015/16 $3,000 Cyclic 2015/16 $3,000 Cyclic 2015/16 $2,112 Cyclic 2015/16 $2,400 Cyclic 2015/16 $28,000 Cyclic 2015/16 $1,600 Cyclic 2015/16 $480 Cyclic 2015/16 $814 Cyclic 2015/16 $814 Cyclic 2015/16 $600 Cyclic 2015/16 $1,056 Repair 2015/16 $15,000 Priority Description High Risk 60

61 Facility Name Chapel Chapel Chapel Chapel Chapel Chapel Chapel Chapel Location Job Description Job Type Entry Sacristy Entry Sacristy Sacristy Sacristy Working Sacristy Working Sacristy Working Sacristy Working Sacristy Toilet Working Sacristy Side Room Back Room way Kitchen Kitchen Archives Records Room Room 4 - Office Room 5 - Store Store Room Routine Preventative Maintenance Budget Prepare all painted Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Prepare all painted Prepare timber floor, reseal as required. Remove window coverings, replace with similar quality and colour. Replace cupboards and sink, end of life cycle Prepare all painted Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Prepare all painted Prepare all painted Prepare timber floor, reseal as required. Prepare ceiling painted Prepare all painted Upgrade kitchen, end of life cycle Upgrade stove, end of life cycle Prepare all painted Prepare all painted Prepare all painted Prepare all painted Prepare ceiling painted Start Year Job Cost Preventative 2015/16 $5,000 Cyclic 2016/17 $1,034 Cyclic 2016/17 $1,000 Cyclic 2016/17 $1,034 Cyclic 2016/17 $560 Cyclic 2016/17 $450 Cyclic 2016/17 $5,000 Cyclic 2016/17 $924 Cyclic 2016/17 $2,400 Cyclic 2016/17 $495 Cyclic 2016/17 $924 Cyclic 2016/17 $2,040 Cyclic 2016/17 $231 Cyclic 2016/17 $1,755 Cyclic 2016/17 $5,000 Cyclic 2016/17 $1,500 Cyclic 2016/17 $396 Cyclic 2016/17 $446 Cyclic 2016/17 $814 Cyclic 2016/17 $633 Cyclic 2016/17 $83 Priority Description High Risk 61

62 Facility Name Chapel Chapel Chapel Toilet Nave Location Job Description Job Type Reconciliation Room Reconciliation Room Nave Reconciliation Room Toilet Anti Room Art Room - Level 1 Disable Toilet Entry Room - Level 1 Front Entry Front Entry Kitchen Music Room - Level 1 Side Room Prepare ceiling painted Routine Repair Maintenance Budget Routine Preventative Maintenance Budget Routine Preventative Maintenance Budget Routine Repair Maintenance Budget Upgrade sound system, end of life cycle Prepare timber floor, reseal as required. Prepare all painted Upgrade window air conditioning, end of life cycle Replace window air conditioning, end of life cycle Upgrade hydraulics, end of life cycle Prepare all painted Prepare all painted Prepare ceiling painted Prepare all painted Prepare all painted Prepare timber floor, reseal as required. Prepare all painted Prepare timber floor, reseal as required. Prepare all painted Prepare all painted Prepare all painted Start Year Job Cost Cyclic 2016/17 $132 Repair 2016/17 $15,000 Preventative 2016/17 $5,000 Preventative 2017/18 $5,000 Repair 2017/18 $15,000 Cyclic 2018/19 $10,000 Cyclic 2018/19 $600 Cyclic 2018/19 $1,188 Cyclic 2018/19 $500 Cyclic 2018/19 $500 Cyclic 2018/19 $1,500 Cyclic 2018/19 $484 Cyclic 2018/19 $2,376 Cyclic 2018/19 $99 Cyclic 2018/19 $1,749 Cyclic 2018/19 $495 Cyclic 2018/19 $180 Cyclic 2018/19 $5,280 Cyclic 2018/19 $4,320 Cyclic 2018/19 $1,760 Cyclic 2018/19 $3,828 Cyclic 2018/19 $4,158 Priority Description High Risk High Risk 62

63 Facility Name Location Job Description Job Type Small Classroom - Level 1 Stairwell 1 Stairwell 1 Stairwell 2 Toilets - Level 1 Back Room External Grounds way Kitchen Archives Records Room Room 1 - Main Office Room 1 - Main Office Room 2 - Office Room 2 - Office Room 3 - Meeting Room Room 4 - Office Prepare all painted Remove carpet, replace with similar quality and colour, dispose of removed carpet. Prepare all painted Prepare all painted Include handrails Prepare all painted Remove carpet, replace with similar quality and colour, dispose of removed carpet. Prepare all external painted surfaces, repair and Prepare and paint boundary fence Remove carpet, replace with similar quality and colour, dispose of removed carpet. Prepare all painted Remove carpet, replace with similar quality and colour, dispose of removed carpet. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Remove window coverings, replace with similar quality and colour. Prepare timber floor, reseal as required. Remove window coverings, replace with similar quality and colour. Remove window coverings, replace with similar quality and colour. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Start Year Job Cost Cyclic 2018/19 $1,320 Cyclic 2018/19 $4,000 Cyclic 2018/19 $1,716 Cyclic 2018/19 $1,584 Cyclic 2018/19 $891 Cyclic 2018/19 $7,000 Cyclic 2018/19 $5,000 Cyclic 2018/19 $300 Cyclic 2018/19 $4,250 Cyclic 2018/19 $814 Cyclic 2018/19 $600 Cyclic 2018/19 $750 Cyclic 2018/19 $2,000 Cyclic 2018/19 $600 Cyclic 2018/19 $400 Cyclic 2018/19 $600 Cyclic 2018/19 $600 Cyclic 2018/19 $2,000 Priority Description 63

64 Facility Name Location Job Description Job Type Room 4 - Office Room 5 - Store Store Room Entry Choir Loft Nave Nave Music Room - Level 1 Chapel Chapel Nave Nave Art Room - Level 1 Art Room - Level 1 Art Room - Level 1 Remove window coverings, replace with similar quality and colour. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Routine Preventative Maintenance Budget Routine Repair Maintenance Budget Prepare timber floor, reseal as required. Routine Repair Maintenance Budget Routine Preventative Maintenance Budget Remove carpet, replace with similar quality and colour, dispose of removed carpet. Prepare all painted Repair paint finishes as required Remove carpet, replace with similar quality and colour, dispose of removed carpet. Routine Preventative Maintenance Budget Routine Repair Maintenance Budget Prepare all painted Prepare timber floor, reseal as required. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Prepare timber floor, reseal as required. Remove window coverings, replace with similar quality and colour. Upgrade lighting, end of life cycle Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Start Year Job Cost Cyclic 2018/19 $600 Cyclic 2018/19 $5,000 Cyclic 2018/19 $750 Preventative 2018/19 $5,000 Repair 2018/19 $15,000 Cyclic 2019/20 $900 Repair 2019/20 $15,000 Preventative 2019/20 $5,000 Cyclic 2020/21 $9,000 Cyclic 2020/21 $8,613 Cyclic 2020/21 $3,000 Cyclic 2020/21 $18,000 Preventative 2020/21 $5,000 Repair 2020/21 $15,000 Cyclic 2021/22 $1,452 Cyclic 2021/22 $960 Cyclic 2021/22 $48,100 Cyclic 2021/22 $1,200 Cyclic 2021/22 $2,700 Cyclic 2021/22 $700 Cyclic 2021/22 $9,000 Priority Description High Risk High Risk High Risk 64

65 Facility Name Location Job Description Job Type Music Room - Level 1 Music Room - Level 1 Music Room - Level 1 Side Room Side Room Side Room Small Classroom - Level 1 Small Classroom - Level 1 Stairwell 1 Stairwell 2 General Kitchen Toilet Anti Room Art Room - Level 1 Entry Room - Level 1 Upgrade lighting, end of life cycle Upgrade fans, end of life cycle Remove window coverings, replace with similar quality and colour. Upgrade lighting, end of life cycle Upgrade fans, end of life cycle Upgrade lighting, end of life cycle Upgrade fans, end of life cycle Upgrade lighting, end of life cycle Remove carpet, replace with similar quality and colour, dispose of removed carpet. Remove window coverings, replace with similar quality and colour. Remove carpet, replace with similar quality and colour, dispose of removed carpet. Upgrade stairwell lighting, end of life cycle Upgrade lighting, end of life cycle Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Upgrade hydraulics, end of life cycle Routine Preventative Maintenance Budget Routine Repair Maintenance Budget Routine Repair Maintenance Budget Routine Preventative Maintenance Budget Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Replace benches, end of life cycle Remove vinyl, replace with similar quality and colour, dispose of removed vinyl. Start Year Job Cost Cyclic 2021/22 $1,800 Cyclic 2021/22 $2,400 Cyclic 2021/22 $3,600 Cyclic 2021/22 $2,450 Cyclic 2021/22 $900 Cyclic 2021/22 $750 Cyclic 2021/22 $300 Cyclic 2021/22 $1,200 Cyclic 2021/22 $4,200 Cyclic 2021/22 $1,800 Cyclic 2021/22 $5,600 Cyclic 2021/22 $900 Cyclic 2021/22 $300 Cyclic 2021/22 $2,000 Cyclic 2021/22 $3,000 Preventative 2021/22 $5,000 Repair 2021/22 $15,000 Repair 2022/23 $15,000 Preventative 2022/23 $5,000 Cyclic 2023/24 $800 Cyclic 2023/24 $10,000 Cyclic 2023/24 $6,300 Priority Description High Risk High Risk 65

66 Facility Name Location Job Description Job Type External Side Room Back Room Upgrade external lighting, end of life cycle Replace stage curtains, end of life cycle Resurface timber work benches Upgrade lighting, end of life cycle Routine Repair Maintenance Budget Routine Preventative Maintenance Budget Start Year Job Cost Cyclic 2023/24 $1,800 Cyclic 2023/24 $6,600 Cyclic 2023/24 $3,000 Cyclic 2023/24 $300 Repair 2023/24 $15,000 Preventative 2023/24 $5,000 $618,717 Priority Description High Risk 66

67 11. Appendix C Maintenance standards Introduction These standards define a desired condition of facilities with respect to visual appearance, functionality, economic performance and legal compliance. They are outcome oriented and do not themselves dictate maintenance or cleaning tasks or budgets. Maintenance and cleaning standards influence planning, and establish quality and presentation levels which maintenance and cleaning service providers are required to achieve. The standards are defined at five levels, each referring to a category that may be allocated to individual facilities or parts of a facility. The five levels are: Category A B C D E Standard Exceptional High Standard Minimal Mothball Areas or facilities may be allotted various categories at different points of their life cycle. As examples, the standard of some facilities may be raised by one level for the period of a special event or function, or reduced for a time prior to sale or demolition. Aims and usage Maintenance and cleaning standards are aimed at avoiding confusion and uncertainty about the overall level of condition to which a facility or part of a facility is to be maintained. The standards enable the development of maintenance and cleaning policies and practices to be negotiated and agreed between landlord and tenant, or owner and service provider. They can then be used to: set the type and frequency of cyclic maintenance and inspections define acceptable threshold levels of performance and presentation fix acceptable standards of workmanship, appearance and cleanliness establish acceptable response times for the correction of faults or for cleaning after special events or emergencies define performance criteria for maintenance or cleaning contracts. The following pages describe the characteristics of each category. 67

68 11.1 Category A - Exceptional Characteristics: In such areas the requirement is to preserve the facility in "as new" condition continuously and indefinitely, and to correct unacceptable conditions swiftly and unobtrusively. Examples: Prestige areas with symbolic significance or with critically important functional needs. Examples include Parliament Houses (public areas, the chambers, and ministerial accommodation), hospital operating theatres, prestige golf courses, overseas embassies, and the public areas of galleries, museums and other similar institutions. Industrial process plants where failures incur high cost or safety penalties (such as aluminium smelters or sewage pumping stations) also fit this category, although in such cases the "as new" criteria for visual appearance may be relaxed. Performance Criteria: Visual appearance As new, or highest quality reasonably achievable. Function Legal All elements must function as intended at all times, with no down time tolerated during periods of intended use. All legal responsibilities must be met. Financial Financial and economic criteria are not primary considerations in planning maintenance programs for buildings of this type. Maximum efficiency of maintenance and cleaning operations is required, to minimise expenditure in achieving the desired outcomes. Planning implications: A very high proportion of maintenance and cleaning in such areas must be undertaken on a pre-planned, regular basis. Inspections, maintenance tasks and cleaning operations must be scheduled outside normal working hours or when the facility is not in use, although cleaning staff must be on hand at all times for the regular and unobtrusive cleaning of items such as ash trays, rubbish containers, and areas subject to finger marking such as counter tops. A rapid response capability must be available to respond to any failures which occur when the facility is in use, and on a round the clock basis if required. All essential spares must be kept in inventory or readily available at short notice elsewhere. Planned redundancy or duplication of items may be appropriate. Comprehensive and regular inspections are carried out frequently and all existing or incipient defects rectified promptly. 68

69 Facilities in this category typically contain unusual special purpose finishes, structures and plant materials (marble cladding, tiling, integral sculptures, special paints, timbers or transplanted mature plant material) and may have to comply with heritage or other conservation criteria. Maintenance work orders must be fully detailed and include all necessary work practices and materials. Full reference manuals and instructions must be kept available for ready reference Category B - High Characteristics: In such areas the requirement is to preserve the facility in good condition both visually and functionally, and to respond promptly in the event of failures. Examples: Areas with public significance or commercial importance including reception areas and foyers of premises occupied by large organisations, board rooms, executive offices, hotels above three star, banking chambers, some retail stores such as jewellers and the fashion areas of department stores. Some industrial facilities also fit this category where cost or safety penalties may be incurred, with the visual appearance criteria relaxed. Performance Criteria: Visual appearance Minor signs of deterioration when viewed closely may be acceptable. No deterioration when viewed from normal distance. Some deterioration may be tolerated for short periods of time. Function Legal Financial All elements must function as intended during periods of intended use, with a low probability of failure. All responsibilities should be met. The primary aim in this category is to maximise the long term economic performance of the facility. Refurbishments, equipment replacements and maintenance planning should be in a strategic framework, and decisions taken on a lifecycle basis. 69

70 Planning implications: A high proportion of maintenance should be undertaken on a cyclic basis, in order to reduce failures and maintain an adequate level of functionality and appearance. Cleaning, inspections and maintenance tasks should be planned in conjunction with the user to minimise disruption, but some interruptions to service can be tolerated. Arrangements may have to be made for the regular cleaning of such items as ash trays, rubbish containers and counter tops at regular intervals to maintain satisfactory standards of presentation. A call out capability must be available when the facility is in use, in order to respond to failures reported by users. Unusual items should be kept in inventory, but some delays and certain substitutions may be acceptable. Inspections should be carried out regularly and defects rectified as soon as possible Category C - Standard Characteristics: This standard is the "default" standard which should apply if no special conditions are present. It is aimed at preserving essential functionality, complying with statutory health, safety and environmental obligations, and rectifying faults before consequential damage incurs additional cost. In such cases the requirement is to preserve the operational capacity of the facility as much as possible. This standard does not in itself require close attention to physical appearance except in so far as it is desirable in order to meet the other criteria. Examples: This standard applies to most areas which are in use for public or private purposes and to which no special conditions apply. Examples include administrative office accommodation for business organisations or Government, the operational areas of manufacturing operations, most areas of universities, s and gaols, and the non - public sections of transport terminals. Performance Criteria: Visual appearance In this category physical appearance is not the major consideration and some minor signs of deterioration when viewed from normal distance are acceptable. Function All required elements should function as intended during periods of intended use. Minor failures, excluding those which bring a threat to safety or security, can be tolerated. 70

71 Legal Financial All requirements with respect to health, safety and the environment must be met. Other responsibilities should be achieved to the maximum extent feasible. The primary aim in this category is to maximise the long term economic performance of the facility. Refurbishments, equipment replacements and maintenance planning should be in a strategic framework, and decisions taken on a lifecycle basis. Planning implications: Some maintenance is undertaken on a cyclic basis, in order to reduce failures and maintain an adequate level of functionality. Cleaning, inspections and maintenance tasks should be planned in conjunction with the user to minimise disruption, but interruptions to service are acceptable. A call out capability should be available in order to respond to emergency failures reported by users Category D - Minimal Characteristics: This standard applies to facilities which have a limited life or are in use on an interim basis. It can also be used for facilities that provide a basic utility function only and visual appearance and amenity are not critical. Maintenance is aimed at minimising current operational costs whilst continuing to preserve essential functionality for operational purposes and complying with statutory obligations to the maximum extent possible. The standard is normally applied where the expected remaining life of the facility is less than five years or where use is expected to meet basic operational needs only. Examples: This standard applies to facilities which are approaching the end of their life and for which vacation or disposal is planned, or areas that are rarely used. Examples might include buildings in an easement for a planned freeway, a bulk store, a which is planned to be closed or replaced, or a commercial office building approaching refurbishment. Performance Criteria: Visual appearance Some signs of deterioration are acceptable. Function Legal All required elements should function as intended during periods of intended use. Minor failures will be tolerated except for security. Legal responsibilities with respect to health, safety and the environment should be met. 71

72 Financial Limitation of short term maintenance costs is the primary objective. Planning implications: Most maintenance in such areas is reactive, and planned to retain functionality for a limited period only. Cyclic maintenance is confined to specialist areas such as the maintenance of lifts and grass cutting, and at the minimum required to retain safety and compliance with regulations. Regular cleaning is undertaken Category E - Mothball Characteristics: This standard applies to facilities which have been closed or vacated, and are not in current use. Maintenance is aimed at maintaining safety and security, protecting against vandalism or other damage, and limiting any cost penalties. Cleaning only takes place to ensure essential hygiene and safety. Performance Criteria: Visual appearance Not important. Function Legal Financial No requirement to retain any functional performance except to avoid degradation of asset value. Only essential responsibilities with respect to safety and the environment should be met. In this category the limitation of maintenance costs in the short term is the primary objective. Planning implications: Maintenance in such areas is confined to regular patrols and inspections, with only essential works undertaken such as the control of proclaimed noxious weeds or the removal of safety or fire hazards. Disclaimer This inspection report has been prepared by representatives of A.D.N. Managing Consultants Pty Ltd on behalf of St Vincent s Catholic Ashfield as limited by the client s brief. 72