Maintenance 14 chapter

Maintenance as a Management Function Maintenance as a management function can be a critical contributor to facility use. If not performed properly and in a timely fashion, it can have a negative impact on the core product and core product extensions. Maintenance includes any function associated with keeping facilities and equipment in proper, safe, and functional condition.

Maintenance Terms Clean Replace Repair Prevent Protect Preserve Fix Change over Set up

Importance of Maintenance In some agencies, maintenance functions are mistakenly regarded as a secondary responsibility that can be taken for granted and not given proper attention from management. Poor maintenance practices can have a negative effect on user satisfaction and product delivery. User safety can be compromised due to lack of appropriate maintenance practices.

Maintenance as an Indirect Function In most instances, maintenance is an indirect function because maintenance workers seldom come in contact with users. Recreation facility managers often intentionally schedule maintenance functions for times when the facility is not being used. Scheduling maintenance functions during these times is critical for the efficient completion of maintenance tasks so as not to interfere with administrative and delivery operations.

Maintenance Leadership Maintenance leadership must understand facility usage, including what activities it involves, volume of users expected, preparation efforts, and consequences, so that they can realize how their role and decisions will affect usage. If maintenance is required when a facility is in use, then time and effort should be devoted to ensuring that maintenance tasks do not negatively affect usage, keeping inconveniences to a minimum.

Facility Image The result of the maintenance function will influence users’ perceptions of the facility. Their impression of a facility may include a sense of comfort and belonging or a sense of uncertainty or discomfort. Recreation facilities that are not clean, are unsanitary, have broken equipment, or have other poor maintenance practices can drive users away.

Safety Safety is an important result of good maintenance. Maintenance staff should conduct regular checks of smoke alarms, security alarms, emergency lighting, and other safety mechanisms in a facility. Maintenance staff’s role in protecting users and employees is invaluable in keeping a facility free from unsafe conditions and serious emergencies.

Maintenance Categories Each facility and its areas and equipment can vary greatly with many challenging maintenance tasks. Maintenance can be broadly categorized into these categories: –Building maintenance –Grounds maintenance –Equipment maintenance

Building Maintenance Building maintenance involves indoor facilities or structures: rooms, corridors, stairwells, lobbies, lounges, and offices that need to be kept clean, functional, and safe. Following are specific building maintenance tasks: –Sweeping –Mopping –Picking up trash –Window washing –Watering plants (continued)

Building Maintenance (continued) Dusting Vacuuming Deep cleaning carpets Changing lights Repairing windows and doors Plumbing Performing electrical or mechanical repairs

Grounds Maintenance Grounds maintenance is often the first thing users see and thus it affects their first impression of a facility and its curb appeal. This maintenance category incorporates all the necessary activities associated with keeping the outdoor areas attractive, functional, and safe. (continued)

Grounds Maintenance (continued) Snow removal Leaf removal Tree pruning Watering Fertilizing, weed control, pest control, disease control Grass mowing Trash removal Shrub trimming Grooming of infield surfaces (continued)

Grounds Maintenance (continued)

Equipment Maintenance Equipment maintenance refers to items and mechanical systems that support a facility or help to make the product efficient and functional. It can include maintenance equipment and any equipment that fulfills product delivery. It can also include technical equipment for the efficiency support systems that provide comfort to users and employees as well as assistance with product delivery. (continued)

Equipment Maintenance (continued) Repairing machines Replacing parts Cleaning Rotating and replacing tires Sharpening tools Servicing HVAC equipment

Maintenance Types In addition to the previous categories of maintenance, there are two general types of maintenance: routine and nonroutine. These two categories help to explain how tasks in each category may be described and organized.

Routine Maintenance Routine maintenance is ongoing maintenance that represents efforts by management to keep facilities and equipment in proper condition from day to day or even hour to hour. There is a dependence on routine daily maintenance tasks to keep the production environment and equipment in its proper functioning state.

Nonroutine Maintenance In many circumstances, nonroutine activities require maintenance attention, including projects and unforeseen, preventive, and cyclical maintenance. Nonroutine maintenance usually requires extra attention, especially as it relates to the coordination and scheduling of work. When these situations develop, a system is initiated that recognizes a need and then issues a response to take care of it.

Nonroutine Maintenance: Projects Facilities and equipment require work resulting from damage, breakdown, or failure. This work, often called a project, may require planning and design. Nonroutine maintenance projects could include repair, renovation, or refurbishing of flooring, walls, turf, or equipment.

Nonroutine Maintenance: Unforeseen Maintenance Often, nonroutine maintenance tasks fall under the category of unforeseen maintenance. Frequently they are the direct result of wear and tear due to facility and equipment usage. Examples include locks not functioning, vehicles not starting, broken windows, and water damage. (continued)

Nonroutine Maintenance: Unforeseen Maintenance (continued) Trees falling over power lines Water leaks that affect delivery operations Toilet overflow Electricity or light failure

Preventive Maintenance Preventive maintenance is applied in anticipation of what needs to be done to protect areas and equipment from wearing out, failing to operate, or breaking down. This nonroutine practice is usually planned, but it most often results from a judgment based on the level of use and wear of areas or equipment. (continued)

Preventive Maintenance (continued) When managed properly, preventive maintenance can decrease or even prevent area and equipment problems and possible hazards. Following are examples of preventive maintenance: –Changing oil and rotating tires on vehicles or maintenance equipment –Pruning trees around electrical wires and buildings –Controlling insects and pests –Refurbishing floors –Painting surfaces –Repairing cracks in concrete and asphalt surfaces

Cyclical Maintenance Cyclical maintenance can be defined as a nonroutine application that is initiated as needed and performed with a complete set of tasks designed to restore an area or piece of equipment to its desired state. Although cyclical maintenance is performed on a schedule, it occurs infrequently and is not considered routine maintenance. (continued)

Cyclical Maintenance (continued) Cyclical maintenance incorporates several steps in order to complete a full process or cycle. An example of a cyclical practice is maintaining turf areas, which requires soil preparation, seeding, fertilizer, watering, mowing, and aerating.

Maintenance Systems Recreation facility managers should ensure that a maintenance system is in place that attends to all nonroutine developments before they negatively influence operations. Maintenance systems should be created in the most effective way possible and should include planning, work orders, and work assignments.

Maintenance Units A unit is a component of the maintenance division that responds to agency-generated work requests. It has the benefit of being familiar with agency facilities, grounds, and equipment and their respective maintenance needs. A unit could be a complete area or building with a crew that is responsible for all maintenance operations within that area.

Specialized Crews Specialized crews consist of people who are trained in specific skills. Examples of specialized crews are tree surgeons, mechanics, carpenters, locksmiths, plumbers, and electricians. Because of their experience or certification, they are considered experts and their work is expected to be of the highest quality.

Outside Contractors Recreation facility staff may not have the expertise to perform some facility maintenance needs. When this occurs, arrangements can be made with outside contractors to perform the work. These arrangements should always be completed through a formal arrangement.

Other Maintenance Considerations Supervising maintenance activities Keeping maintenance records Establishing maintenance manuals Housing maintenance shops and storage facilities Inspecting maintenance work Maintaining efficiency systems