Building Bible

The Building Bible provides a wealth of information in a single easily accessiable format for Emergencies. Everything You as the manager needs at your finger tips.


One critical item missing from most communities is the Building or Property Bible. This is comprised of many items and relates to numerous issues, however having one will save Tens of Thousands of Dollars in case of an Emergency and much more over the life of a community.

Here is a general format:

(If you need assistance in developing a bible and a matching the criteria contained for the bible feel free to contact us; info@condospecialties.com, we will be happy to discuss your needs and assist you in designing, implementing and validating the program)


The Building Bible:

This manuel is designed for EMERGENCIES, not for day to day usage.
This is a series of documents providing information required to operate a community safely, effectively and efficiently in case of emergency problems. It reduces time in responding to the corrective actions required to stop on going emergencies, reduce damage and provide a path for corrective actions to be taken.

This is a complex document building the community on paper, it is a composite of data relating to the community, the mechanical systems, electrical systems, support systems, the contractors and service companies and much more.

Some managers have included all of the homeowners contact information, unit numbers, emergency contacts etc...
(This style of Bible will provide very useful in case of Disaster, Hurricane, Floods etc...)


Let's start:

You will need a "D" ring binder and a package of blank dividers to identify each section.

If you are making up duplicates of the Bible, you will need a number of binders & dividers to make up packages equal to the total number of the Board of Directors. You may wish to have one for your Building Engineer.

NOTE: This is NOT for Homeowner usage or for any other persons outside the community.
Sections:

Property Footprint:

Here is a layout of the building, a site map will have the footprint of the building, you may need more than one

On this you will provide a visual of where the:

Main water shut off is

Main sewer line clean out is

Main Electrical room is

Any other specific information, IE; Pool room location if out side the building, Irrigation pumps, fountains etc

  (color code them or high light them and number them, on the next page you will place specific detailed directions to the specific location)

You may need a foot print of the first floor showing the Fire control room, plumbing riser shut off etc...

Electrical Rooms, Main Electrical Room, and similar rooms in the building, IE: If you have an electrical room on each floor: state electrical room on each floor next to trash room.

Note the location of the electrical rooms and ID the areas serviced, meter rooms, time clocks

Plumbing:

Note all plumbing risers and locations


Make sure you provide detailed directions IE, riser Hot water shut off, in storage room north  as you enter the room make a left turn, go to end or passage way look up read tags on valves. You will need a flash light and a 6 foot ladder, and channel locks.

The more detailed the better a new plumber in the building will not know your building, this also permits you to use any plumber as you have the emergency directions as does each Board member and your building maintenance person

Pool:

Where is the pump room, how do you get there, do you need keys to enter, where is the light switch, size and type of filters, electrical shut off.


Board:

Each Board members Name, unit number, ALL contact info including out of state address, cell phone etc...

Keys:

If you need keys to enter various rooms, like storage, pool, fire room etc, list them which key goes where, you may want to reduce the number of keys and have a lock smith key or sub key the locks so one or two keys fit all including the roof. (These are COMMON ELEMENT keys ONLY)



Place the group of keys on a tag at the front desk or managers office, THESE ARE NOT your building keys. Provide a set in each of the binders to the board and maintenance. So in case of an emergency anyone (a board member, security, housekeeping) can assist in stopping a Flood, sewer backup or similar emergency or help a new contractor through the building to stop a problem.


Contracts:

Place copies of all you annual contracts in this space, Highlight the renewal dates or mark them on the front page of each contract.

Contractors:

Place a list of every contractor their operating hours phone numbers and after hour contact numbers, ask for their cell numbers etc...

Emergency Contacts:

It may sound redundant but place the board, specific contractors, staff and anyone else you think you may need in an emergency


Emergency Services:

This is a list of contractors you can call on in an emergency for floods, smoke removal, clean up, trash hauling, Police, Fire Department, Ambulance, and similar persons and companies.



Typical list of subjects and contact details required:

!Accountant

! Bank

! Billing/Invoicing Service (if used)

! Benefits Administration (if used)

! Building Manager (Your info should be in here too!)

! Board Members

! Building Security

! Electric Company

! Emergency Management Agency

! Fire Department (Non Emergency)

! Gas/Heat Company ( Generator Fuels )

! Hazardous Materials

! Hospital

! Insurance Agent/Broker

! Insurance Company (Claims Reporting)(Policy numbers)

! Keys (Common Area sets)

! Local Radio Station (weather monitoring)

! Local Television Station

! Mental Health/Social Service Agency

! Payroll Processing (if used)

! Police Department (Non-emergency)

! Public Works Department

! Small Business Administration Office

! Telephone Company

! Other
(House Rules, limited weight loads on upper parking decks, shallow buried water pipe areas, and  similar notes of existing potential problems)

Make sure there is at least one copy of the "Insurance DVD" in the Presidents Handbook, In the case of a Disaster this will be needed.

(If you require assistance in developing an Insurance DVD please feel free to contact us)
Other items you may wish to include:

Listing of residents than may require assistance in leaving the building or may require medical assistance in an emergency.

A list of all homeowners and contact info, local , out of state and emergency contacts.

A listing of all vehicles, tags and assigned parking spaces.

Other infomation you as the Manager or Board of Directors feel is necessary.

For properties with more than one building you will need a foot print of each building, in many cases a blueprint of the site map laminated and posted in the office with all water, sewer, electrical and other items color coded and identified.

If all of the buildings are the same, than you may want to use one foot print and state that one does all on it.

You may also find the Bible a helpful aid at your monthly and annual meetings.

 If you require assistance in developing a Building Bible, please feel free to contact us, we can design, build and validate the program for you (See Contact Us)
 
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