The Building Bible is the most important reference source to a community. This document package is "TheMost Critical" item a Community Manager and Board of Directors can have.
This document package contains information NOT available to the average homeowner and MUST remain with the Board of Directors and the Community Manager specifically and exclusively. (If a larger community or a number of buildings YOUR Chief Engineer should have a copy)
This is a "D" ring binder, sectioned with very important information, each community is different so each bible will be different, however the basics are the same.
This binder is designed for emergencies, Annual contracts, specific rulings, and related information.
This should be the first project a Community manager completes when taking over a community.
The Building Bible:
The Bible is the WHO, WHAT and WHERE of your building and community, the more exact you are the better the service abilities, easier corrective actions and a hard copy data base in case of loss of all other media.
This is a series of documents providing information required to operate a community safely, effectively and efficiently.
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 Bible will provide very useful information in case of Disaster, Hurricane, Floods etc.)
Be sure to include any homeowner that may need assistance in leaving the building in case of an emergency
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 equal to the total number of of the Board of Directors.
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 lite them on the next page you will place specific detailed direction 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 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 A, 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. 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 your 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 ( No Account numbers or specific information just your contact)
! 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 on potential problems, issues or concerns that may not be commonly known)
For a listing of Weather stations go to www.condospecialties.info
This is a handy guide to have with you for Board Meetings also
Make sure there is a copy of your insurance DVD in the binder for the President, in case there is a disaster and you cannot return to your building this disk will be of great importance to your insurance company or claims adjuster.
