This Yearly Property Schedule is simply a guide to managing your Facility. Please reallocate duties as they suit the management of your Facility, however, note that all tasks should be listed on the schedule to be undertaken. Date Completed & Initials JAN Check that you have received all licence agreements for the year and update the Hall Usage Schedule Update your After Hours Emergency Contact List Check your Emergency Site Evacuation Plan & Emergency Evacuation Procedure are still current Please liaise with the Property & Asset Manager Liaise with Property & Asset Manager about generating your electronic version or making relevant updates Update Mowing Roster (if applicable) Are you still using the same Booking Officer? If not, complete a Booking Officer Form Consent to Release (if applicable) To issue to Guide House with the ADMR or PCMR (whichever applies) or in event of change of Booking Officer
Date Completed & Initials FEB Ensure your Property Folder is up to date MAR Start the Property Maintenance Checklist (include updates to Contractors Contact Details, Contractors Insurance & Trade License, Facility Key Register, First Aid Kit Checklist Facility Kit) District to complete by end April annually to submit to Guide House. Store copy in folder As part of the Property Maintenance Checklist, please review your Inspection Form for correct information (if to be updated please send in with Property Maintenance Checklist) District to complete should you wish your facility to be approved for indoor accommodation and overnight stays. Store copy in folder APR Return Property Maintenance Checklist to Guide House by 30 April every year Arrange six monthly fire extinguisher tag and test, test of smoke alarms/fire detection system, emergency & exit lighting and electrical equipment and RCDS. Obtain and retain a copy of the Annual Fire Safety Statement and Electrical Tag and Test Report in folder. Please liaise with your fire services provider, electrician and/or electrical servicing company Annual Fire Safety Stmt: Your external provider will be able to provide this report (6 monthly certification) retain copy in folder
Electrical Tag & Test Rpt: Your external provider should be able to provide this report following 6 monthly certification retain copy in folder MAY Complete and send Annual District Management Report (ADMR) or Property Committee Management Report (PCMR) (if no District). The ADMR should be attention to the Membership Dpt and PCMR attention to the Property Dpt See the Membership section of the website ADMR To be completed by May annually and issued to Membership Department in Guide House. Retain in folder; or PCMR to be completed by May annually and issued to Property Department in Guide House. Retain in folder Check whether you have made any alterations/additions to your Facility that may affect your insurance value. Includes any items purchased, sold or thrown out. Report any changes to Guide House by completing the Guide Hall/Campsite Inventory for Contents Insurance property insurance Updated copy to be send to Guide House. Retain copy in folder JUN Check your After Hours Emergency Contact List any updates to be made By 30 June have actioned any outstanding issues from the Property Maintenance Checklist N/A District to update report accordingly
Date Completed & Initials JUL Review your Risk Assessment Register and make updates as necessary. To update as necessary AUG Arrange pest inspection of the Facility and obtain a Pest Report Please liaise with your local pest inspector Consult the Asbestos Register (and attached Asbestos Report) and review in accordance with directions Under development TBA SEP Arrange Spring Clean/Working Bee and prep with these documents: 1. Working Bee/Spring Clean Checklist; and 2. Working Bee/Spring Clean Sign-in-Sheet OCT Check batteries in smoke detector N/A Record action in folder Review Facility Key Register list for any changes
Date Completed & Initials NOV Arrange six monthly fire extinguisher tag and test, test of smoke alarms/fire detection system, emergency & exit lighting and electrical equipment and RCDS Please liaise with your fire services provider, electrician and/or electrical servicing company Store any additional reports together with mandatory Annual Fire Safety Statement & Electrical Tag and Test Report Consult your Hall Usage Schedule and liaise with your facility hirers to determine whether they are looking to hire your hall in the coming year Hall Usage Schedule DEC Draft and send out new licence agreements for hirers for the coming year see: Facility Hire Licence Agreements (Third Party Hire WITH Public Liability) To commercial groups, not for profits, recreation groups and corporate groups hire agreements