Appendix 5 Building Condition Assessment Audit Form

APPENDIX 5
Building Condition Assessment Audit Form, with Tips
Building Components
Components Building Structure Roof Floor Coverings Other Services Fittings & Fixtures Transport Asset Component
S R C O F T
Details footings, floors, doors, walls, windows, ceilings, stairs, ramps, frame roof structure and cladding carpets, lino, vinyl, etc Security alarms, fire alarms & panels, electricity cabling and distribution boards, plumbing, hot water, air conditioning, building management system toilets, basins, urinals, hardware fittings, kitchen cupboards, Passenger lifts, hoists/dumb waiters, automatic doors
Useful Lives 50 Years 40 Years 10 Years 15 Years 25 Years 20 years
Source: CVC Assets Accounting Policy (draft March 2010) We may have our Useful Lives too short and the last page gives an opportunity to review what you think each components' useful life should be For example, 10 years maybe ok for a total useful life for carpet, however, concrete & floor tiles would generally have a longer useful life.
Risk Rating VH H M L Very High Risk High Risk Medium Risk Low Risk
Action Required Immediate corrective action Prioritised action required Planned action required Manage by routine procedures
Refer to CVC's Risk Management Policy & Plan for further information:
K:\ASSETS\ADMINISTRATION\Risk Management\1_29_Risk_Management[1].pdf
Condition Grading System for Building Assets

CONDITION GRADE ELEMENT
Estimated proportion of consumed Structure life
Up to 45% Between 45% to 90% 90% to 100%
1
Very Good
2
Good Condition
3
Moderate Condition
4
Poor Condition
5
Very Poor Condition
Sound structure
Functionally sound structure
Adequate structure, some evidence of foundation movement, minor cracking. Appearance affected by minor cracking, staining, or minor leakage. Indications of breaches of weatherproofing. Minor damage to coatings.
Structure functioning but with problems due foundation movement. Some significant cracking. Fabric damaged, weakened or displaced. Appearance affected by cracking, staining, overflows, or breakages. Breaches of weatherproofing evident. Coatings in need of heavy maintenance or renewal. Fabric damaged, weakened or displaced. Appearance affected by cracking, staining, dampness, leakage or breakages. Breaches of waterproofing evident. Finishes of poor quality & in need of replacement. Failures of plumbing electrical & mechanical components common place.
Structure has serious problems & concern is held for the integrity of the structure. Fabric is badly damaged or weakened. Appearances affected by cracking, staining, overflows, leakage, or damage. Breaches of waterproofing. Coatings badly damaged or nonexistent.
External
Fabric constructed with sound materials, true to line & level. No evidence of deterioration or discolouration.
Showing minor wear & tear & minor deterioration of surfaces.
Internal
Appearance affected by minor cracking, staining or minor leakage, some dampness or mildew. Minor damage to wall/ceiling finishes.
Fabric badly damaged or weakened. Appearances affected by cracking, staining, leakage, or wilful damage. Breaches of waterproofing. Finishes badly damaged, marked & in need of replacement.
Services
All components operable & well maintained.
All components operable.
Occasional outages, breakdowns or blockages. Increased maintenance required.
Pluming electrical & mechanical components are unsafe of inoperable.
Fittings
Well secured & Operational & operational, sound of functional, minor function & wear & tear. appearance. Well maintained & clean. Increased maintenance inspection required.
Generally operational. Fittings of poor Most are inoperable Minor breakage. quality & appearance, or damaged. often inoperable & damaged. Regular & programmed maintenance inspections essential. Frequent maintenance inspections essential. Short term element replacement/rehabilit ation. Minimum life expectancy, requiring urgent rehabilitation or replacement. form continues over
Maintenance
Customers
No customer concerns.
Deterioration causes minimal influence on occupational uses. Occasional customer concerns.
Some deterioration beginning to be reflected in minor restrictions on operational uses. Customer concerns.
Regular customer complaints.
Generally not suitable for use by customers.
Important Notes
Immediate Maintenance Grade 1
Small items of immediate maintenance which if repaired in the short term will restore the element to a higher condition grade. In such an instance the assessor will both grade the element at the higher condition grade & report the immediate maintenance required. Many surveyors are reluctant to assess an element as Grade 1, opting for the conservative assessment of Grade 2. This is a poor practice as it artificially brings forward predictions of future expenditure on that element. As a guide an element will generally remain in Grade 1 for 35 50% of its overall life.
Services
Services relate to all plumbing, electrical and mechanical components
Source: International Infrastructure Management Manual V3, 2006
CLARENCE VALLEY COUNCIL

COUNCIL OWNED/CONTROLLED BUILDING AUDIT
Classifications - Building Elements Level 1 Major Group Elements A. STRUCTURE Level 2 Group Elements A1 Substructure Level 3 Individual Elements A1.1 A1.2 A1.3 A2 Structure A2.1 A2.2 A2.3 A2.3 B. EXTERIOR B1 Envelope B1.1 B1.2 B1.3 B1.4 Foundations Construction Basement Construction Notes on Substructure Floor Construction Wall Construction Roof Construction Notes on Structure Wall Cladding and Finish Roof Cladding and Finish External Doors and Finish External Windows and Finish
Structure Roof Coverings Other Fittings Transport

HIDE-INTERNAL USE ASSET COMPONENT
S S S S R S S R R S S S S F S O
B1.1.1 Eaves & Fascia B1.2.1 Gutters & Downpipes B1.3.1 External Locks & Door Hardware B1.4.1 Ext Windows Locks & Hardware B1.4.2 Window Furnishings B1.4.3 External Floors B2 Access B2.1 B2.2 B2.3 B2.4 B2.5 N2.6 C. INTERIOR C1 Construction & Finishes C1.1 C1.2 C1.3 C1.4 C1.5 C1.6 C1.7 C1.8 D. SERVICES D1 Plumbing D1.1 D1.2 D1.3 D2 Electrical D2.1 D2.2 D2.3 D2.4 D2.5 D3 Fire Protection D3.1 D3.2 D3.3 Building Secure Security Systems General Building Access Disabled Access Fencing Notes on Access Internal Floors & Covernings Internal Walls & Partitions Ceilings Interior Doors Internal Windows Stairs and Landings Special Fixtures/Features Disability Access & Facilities Plumbing Fixtures Domestic Water Systems Water Saving Measures Electrical Service/Distribution Lighting and Circuit Wiring Other Electrical Systems Emergency Exit Lighting Energey Saving Devices Extinguishers and Hose Reels Sprinkler Systems Standpipes and Hydrants
C1.4.1 Internal Door Locks & Hardware
C S S S S S S
D1.2.1 Hot Water (Urns) D1.3.1 Sanitary Waste Systems
O O O O O O O O O O F O
D3.4 D4 Other Services D4.1 D4.2 D4.3 D4.4 E. EQUIPMENT AND FURNISHINGS E1 Equipment D4.5 E1.1 E1.2 E1.3 E1.4 E1.5 E1.6 E1.7 F. LANDSCAPE F1 Grounds F1.1 F1.2 F1.3 F2 Structure F3 Disabled Parking G. USEFUL LIVES Rate all components for Remaining Useful Life Check Total Useful Life is appropriate for that component F2.1 F3.1 G.1 G.2 G.3 G.4 G.5 G.6
Fire Panels and EWIS Alarm and Monitoring Systems Elevators, Lifts, Escalators Heating Systems Cooling Systems Notes on Services Whitegoods Hot Water (Urns) Other Kitchen Equipment Special Equipment Operational Moveable Furnishings Fixed Furnishings Notes on Equipment & Fittings Driveways Carpark Landscaping (Gardens/Lawns) Special Structure Designated Disabled Parking S - Structure R - Roof C - Floor Coverings O - Other Services F - Fixtures & Fittings T - Transport
O O T O O O
Building Asset Audit Form

Inspector's Name: Dated:
Item
Description - General Details 1 Asset Number:

From Asset Register in Finance 1 or ask Asset Coordinator
Details
2 Building Name:
Name to be used on signage and the Asset Schedule
3 Building Description:
General concise description of building ie large community hall, shed, depot include any common names or park name
4 Building Address:
5 Lot and DP: Proclaim Property #: 6 Date Acquired: or Date Built: 7 Heritage Listed:
Local, Regional or State significance
8 Insured Value:
From Insurance Schedule or see Risk Officer
9 Controlled by (Group/Department):
10 Contact Name and Number:
11 Photos taken:
Minimum all sides of all buildings at facility
YES
NO
12 Identificatin Tag Installed & No. is:

At front door top corner above architrave hinge side or most obvious front side of structure This Number to be scribed on all sheets
No.
should be the same as the asset #
YES
NO
Continued Overleaf
Item Description - General Details 13 Total property land area:

Please indicate estimated, measure or plan based (e, m or b)
Details
14 Number of Storeys:
Include basements seaparately ie. 2 Storey plus basement (carpark)
15 Total Floor area m:

Please indicate estimated, measure or plan based. Include all levels and rooms or areas covered by a roof
16 Number of Rooms/Offices:
Standard rooms not included below
17 Number of Meeting Rooms:

Rooms specifically for holding meetings for individual groups or for hire
18 Number of Expanse Areas:

Such as halls, sporting etc.
19 Number of Amenities and Toilets:
20 Number of Disable Toilets:
21 Number of Kitchens:
22 Total Number of Rooms:

mark on plan room numbers
23 Comment & Environmental Notes

Make comment of any particular nature regarding the property in terms of area, rooms, multiple uses etc.
Condition Rating
Very Good Date: Building/Premise Name: Good Condition Moderate Condition Poor Condition Very Poor Condition
Risk Rating 1 2 3 4 5
Low Risk Some Risk Medium Level Risk High Risk, Possible Danger Very High Risk, Immediate Danger
Item - Structure A1.1 - Substructure Foundations

Describe and Rate
Description
Strip foundtions, slab on ground, brick pier, etc. May be a number of methods
Comments, Defects, Condition

Describe general overall condition & list defects
Rating Risk
A1.2 - Substructure Basement

Describe and Rate
Basement construction type & finish
A1.3 - Notes on substructure
Note any further information on substructure
A2.1 - Structure Floor Construction

Describe and Rate
Slab on ground, raft, timber, etc. May be a number of methods.
A2.2 - Structure Wall Construction

Describe and Rate
Timber/steel frame, concrete tilt slab, etc. May be a number of methods
A2.3 - Structure Roof Construction

Describe and Rate Include Pitch of Roof Include description of Eaves and Gables or other features
Timber/steel frame, steel portal frame, etc. May be a number of methods
A2.4 - Notes on Structure

include any special features
Include any comments on the structure, any special features, etc
Condition Rating
Very Good Date: Building/Premise Name: Good Condition Moderate Condition Poor Condition Very Poor Condition
Risk Rating 1 2 3 4 5
Item - Exterior B1.1 - Envelope Wall Cladding

Describe and Rate Include finish and colour(s)
Description
Timber, steel, cement fibreboard, etc. May be multiple styles

Rating Risk
B1.1.1 - Eaves & Fascia
Describe generall overall condition & list defects
B1.2 - Envelope Roof Cladding

Describe and Rate Include finish and colour Include description of any features
Steel (corrugated iron, trimdeck, etc), concrete, tile, etc. May be multiple styles
B1.2.1 - Gutters & Downpipes
B1.3 - Envelope External Doors

Describe and Rate Include frame type, finish & total number. Include other doors such as garage roller, security etc.
Timber, steel clad, garage, etc. Painted, stainless, varnish, features, etc.
Condition Rating
Very Good Date: Building/Premise Name: Good Condition Moderate Condition Poor Condition Very Poor Condition 1 2 3 4 5
Risk Rating
Item - Exterior B1.3.1 - Locks & Door Hardware
Description

Rating Risk
B.1.4 - Envelope External Windows

Describe and rate. Include frame type, finish & total number. Include other doorsgarage roller,security, etc
Aluminium, timber, steel, etc. Colourbond, anodised, painted, etc
B.1.4.1 - Locks & Window Hardware
B.1.4.2 - Window Furnishings
B.1.4.3 - External Floors
B2.1 - Access Building Secure

Describe and Rate Generally is the building secure from intruders
Security grills/screens, mesh gates, pad bolts, etc.
B2.2 - Access Security Systems

Describe and Rate Identify make of locking and other lock fixtures, Alarm Systems etc. (refer D4)
Keypad, alarm Y/N, standard door lock, Lockwood, CVC Masterkey, etc.
Condition Rating
Risk Rating
Item - Exterior B2.3 - Access General Access

Describe & rate public access
Description
Concrete steps, timber steps, ramp, footpath, etc

Describe general overall condition & list defects & compliancy
Rating Risk
for paths, steps, ramps, door

swings & openings, horticulture
slip & trip. Compliancy
B2.4 - Access Disabled Access

Describe & rate Available? Other Disabled Services? Compliancy?
Disable access Y/N, lift, ramp, toilets #, amenities, etc
B2.5 - Fencing
Describe & rate
Colourbond, timber, wire mesh, strand, security, strand, gates, etc
B2.6 - Special Features

Describe & rate
B2.7 Notes on Access
Condition Rating
Risk Rating
Item - Interior C1.1 - Construction / Finishes Internal Floors

Describe and Rate
Description
Carpet, vinyl, concrete, etc. May be a number of methods. Name rooms
Rating and Comments

Rating Risk
C1.2 - Construction / Finishes Internal Walls

Describe and Rate
Fibreboard, plasterboard, timber, etc. May be a number of methods. Name rooms.
Describe overall condition & list defects
C1.3 - Construction / Finishes Internal Ceilings

Describe and Rate
Fibreboard, plasterboard, timber, etc. May be a number of methods. Name rooms.
C1.4 - Construction / Finishes Internal Doors

Describe and Rate Include Doors and Frames
Timber flush, timber feature, steel or timber frame, passage set. Number of
C1.4.1 - Internal Doors Locks & Door Hardware

Describe & rate continued
Condition Rating
Risk Rating
Item - Interior C1.4.1 - Internal Doors Locks & Hardware

continued from previous page
Description
Rating and Comments
Rating Risk
C1.5 - Construction / Finishes Internal Windows

Describe and Rate Include Window Hardware
Aluminium or timber frame, fixed, etc. May be a number of styles. Number of
Describe generall overall condition & list defects
C1.6 - Construction / Finishes Stairs and Landings

Describe and Rate
Fibreboard, plasterboard, timber, etc. May be a number of methods. Name Rooms
C1.7 - Construction / Finishes Special Features

Describe and rate any outstanding or noteworthy items that should be recorded
Historical connections, Heritage significance, items of expense, etc
C.1.8 - Disability Access & Facilities

Describe & rate access facilities & compliance
Condition Rating
Risk Rating
Item - Services D1.1 - Plumbing Plumbing Fixtures

Describe and Rate
Description
Toilet pans, basins, urinals, ceramic, urns, Boilex units, etc. Include make, etc

Rating Risk
D1.2 - Plumbing Domestic Water

Describe and Rate
Mains, tank, etc. Describe size of water tank, materials.
D1.2.1 Hot Water

Describe and Rate
D1.3 - Water Saving Devices / Measures

Describe & rate
D1.3.1 - Plumbing Sanitary Waste

Describe and Rate
Sewer, tanks, absorption trenches, aerated systems, etc. Approx. age.
D2.1 - Electrical Electrical Services

Describe and Rate
Main power board, sub-boards, earth leakage devices, mains supply
Condition Rating
Risk Rating
Item - Services D2.2 - Electrical Lighting and Circuits

Describe and Rate
Description
Switches, light fittings, conduits, wiring circuits, GPO's, etc

Rating Risk
D2.3 - Electrical Other Electrical

Describe and Rate
Pumps, generators, etc
D2.4 - Electrical Emergency Exit Lighting

Describe & rate
D2.5 Energy Saving Devices / Measures

Describe & rate
D3.1 - Fire Protection Extinguisher/Hose Reel

Describe and Rate
Number & type of extinguishers, hose reels, etc
D3.2 - Fire Protection Sprinkler Systems

Describe and Rate
System, coverage, type, etc
Describe general overall condition & list defects Describe general overal condition & list defects Describe general overall condition & list defects
D3.3 - Fire Protection Standpipes/Hydrants

Describe and Rate
Number, description, locations, etc
D3.4 - Fire Protection Fire Panels and EWIS

Describe and Rate
Type, model, locations, etc
Condition Rating
Risk Rating
Item - Services D4.1 - Other Alarm and Monitoring

Describe & rate
Description
Type, extent, monitored, etc

Rating Risk
D4.2 - Other
Visual inspection
Model, description, usage, etc
Describe general overall conditions & list defects
Elevator, Lift, Escalator

Describe and Rate
D4.3 - Other Heating

Describe and Rate
Model, description, coverage, etc
D4.4 - Other Cooling

Describe and Rate
Model, description, coverage, etc
D4.5 - Notes on Services

Special Features - Describe & Rate
Condition Rating
Risk Rating
Item - Equipment E1.1 - Equipment & Furnishings Whitegoods

Describe and Rate
Description
Refrigerators, stoves, microwaves, record Asset Tag # of each

Rating Risk
E1.2 - Equipment/Furn. Hot Water Urns

Describe and Rate
Wall mounted fixed urns, portable urns, Boilex units under sink, etc
E1.3 - Equipment/Furn. Other Kitchen Equip.

Describe and Rate **Not all will be CVC's**
Garbage disposal systems, deep fryers, etc. Items not covered in E1.1 or E1.2. Record Asset Tag # Projectors, Audio, etc. Record Asset Tag #
E1.4 - Equipment/Furn. Special Equipment

Describe and Rate **Not all will be CVC's**
E1.5 - Equipment/Furn. Moveable Equipment

Describe and Rate
Tables, chairs, desks, office equipment, etc. Record Asset Tag #
E1.6 - Equipment/Furn. Fixed Furnishings

Describe and Rate
Stage, curtains, blinds, wall fixings, etc
Condition Rating
Risk Rating
Item - Equipment E1.7 - Notes on Equipment & Furnishings

Special features - describe & rate
Description

Rating Risk
Condition Rating
Risk Rating
Item - Landscape F1.1 - Grounds Driveways

Describe and Rate
Description
Concrete, bitumen, gravel, natural ground, etc

Describe overall condition and list defects
Rating Risk
F1.2 - Grounds Carpark

Describe and Rate
Concrete, bitumen, gravel, natural ground, etc
F1.3 - Grounds Landscaping

Describe and Rate
Gardens, lawns, ponds, etc ? weeds
F2.1 - Structure Special Structure

Describe and Rate
Clocktower, features, unusual structures not included in other categories
F3.1 - Designated Disabled Parking

Describe and Rate
Describe disabled parking, signage, number of spaces available, etc
Date:
Building/Premise Name:
Item - Useful Lives G.1 Structure
Remaining Useful Life for Component

Give how many years left of it's life the component has - refer to date built & previous remaining life
Review of Total Useful Life for Component

Give Total Useful Life for that component. Is it the same as what Finance use (it doesnt have to be)?
FINANCE TOTAL USEFUL LIFE
50
G.2 Roof
40
G.3 Floor Coverings
10
G.4 Other Services
25
G.5 Fittings & Fixtures
15
G.6 Transport
20

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APPENDIX 5

Building Condition Assessment Audit Form, with Tips

Useful Lives 50 Years 40 Years 10 Years 15 Years 25 Years 20 years

Condition Grading System for Building Assets

Functionally sound structure

Showing minor wear & tear & minor deterioration of surfaces.

All components operable & well maintained.

All components operable.

Occasional outages, breakdowns or blockages. Increased maintenance required.

Pluming electrical & mechanical components are unsafe of inoperable.

Deterioration causes minimal influence on occupational uses. Occasional customer concerns.

Regular customer complaints.

Generally not suitable for use by customers.

Immediate Maintenance Grade 1

Services relate to all plumbing, electrical and mechanical components

Source: International Infrastructure Management Manual V3, 2006

CLARENCE VALLEY COUNCIL

Structure Roof Coverings Other Fittings Transport

C1.4.1 Internal Door Locks & Hardware

D1.2.1 Hot Water (Urns) D1.3.1 Sanitary Waste Systems

Building Asset Audit Form

Description - General Details 1 Asset Number:

10 Contact Name and Number:

12 Identificatin Tag Installed & No. is:

Item Description - General Details 13 Total property land area:

15 Total Floor area m:

17 Number of Meeting Rooms:

18 Number of Expanse Areas:

19 Number of Amenities and Toilets:

20 Number of Disable Toilets:

22 Total Number of Rooms:

23 Comment & Environmental Notes

Item - Structure A1.1 - Substructure Foundations

Comments, Defects, Condition

A1.2 - Substructure Basement

Basement construction type & finish

Describe general overall condition & list defects

A1.3 - Notes on substructure

Note any further information on substructure

A2.1 - Structure Floor Construction

Slab on ground, raft, timber, etc. May be a number of methods.

Describe general overall condition & list defects

A2.2 - Structure Wall Construction

Timber/steel frame, concrete tilt slab, etc. May be a number of methods

Describe general overall condition & list defects

A2.3 - Structure Roof Construction

Timber/steel frame, steel portal frame, etc. May be a number of methods

Describe general overall condition & list defects

A2.4 - Notes on Structure

Include any comments on the structure, any special features, etc

Describe general overall condition & list defects

Item - Exterior B1.1 - Envelope Wall Cladding

Comments, Defects, Condition

B1.1.1 - Eaves & Fascia

Describe generall overall condition & list defects

B1.2 - Envelope Roof Cladding

Describe general overall condition & list defects

B1.2.1 - Gutters & Downpipes

Describe general overall condition & list defects

B1.3 - Envelope External Doors

Describe general overall condition & list defects

Item - Exterior B1.3.1 - Locks & Door Hardware

Comments, Defects, Condition