Administrative Oversight: Property Management Unit Guidelines for Building Monitoring

General Maintenance

  • carpet condition
  • VCT and/or ceramic tile condition
  • wall condition
  • furniture condition
  • light fixture condition – i.e. bugs in lights, bulb out, stained light lens
  • properly functioning security/lock systems
  • stained/damaged ceiling tiles
  • roof leaks/water intrusion
  • properly functioning air conditioning /heat

General Janitorial

  • carpet cleanliness – i.e. stained, vacuumed
  • wall cleanliness – i.e. pen markings, liquid splatter
  • VCT and/or ceramic tile cleanliness – i.e. stripped/waxed/buffed, swept/mopped
  • furniture cleanliness
  • windows and doors clean – exterior and interior
  • HVAC return, and exhaust vents dust free

Parking Lot/Outside of Building

  • tripping hazards – i.e. large cracks, uneven ground
  • pot holes
  • well-marked striping
  • ADA parking spaces
  • adequate signage – i.e. ADA signs, Tobacco Free, No Weapons
  • grounds maintenance – i.e. grass cut/edged, bushes trimmed, minimum weeds, mulched flowerbeds
  • mud dauber/bird/wasp nests
  • trash/debris
  • condition of flags (if applicable)

Entryway / Lobby

  • are bulletin boards/tack strips being used? – i.e. minimal papers tacked/taped to walls or windows
  • proper window covering – i.e. mini blinds or tint (no cloth curtains)
  • floor mat condition
  • water fountain condition/cleanliness – i.e. cold water, stained

All Restrooms

  • properly functioning exhaust fans (if applicable)
    • Tip: Test by sticking toilet paper against vent. If it sucks it works, if not if needs to be repaired or cleaned.
  • dispenser condition/cleanliness
  • toilet/urinal condition/cleanliness
  • sink condition/cleanliness
  • stall partition condition/cleanliness – i.e. damaged, urine splatter
  • baby changing station condition/cleanliness

Interview Rooms

  • computer monitors and speakers off when not in use
  • are bulletin boards/tack strips being used? – i.e. minimal papers tacked/taped to walls or windows
  • functioning panic buzzer system

Family/Visitation Rooms:

  • general tidiness
  • electrical receptacle plug covers

Copy/File Room

  • properly connected power strips (no “piggy-backed” or “daisy-chained” power strips)
  • equipment set to sleep mode

Server Room

  • heat/air balance (needs to be cool)
  • functioning exhaust fan
  • confirm supply vent is closed in winter
  • minimal surplus/abandoned IT equipment

Electrical Room

  • no equipment/storage within 3 ft. of electrical panels

Janitor Room

  • overall tidiness
  • smell – i.e. strong musty smell could mean it needs to be cleaned

Conference Rooms

  • minimal surplus equipment

Reception Area/Mail Room

  • reception glass clean
  • no personal appliances i.e. mini fridges, Scentsy warmers, etc.
  • are bulletin boards/tack strips being used? – i.e. minimal papers tacked/taped to walls or windows
  • mail machine set to sleep mode
  • properly connected power strips (no “piggy-backed” or “daisy-chained” power strips)

Breakroom

  • properly connected power strips (no “piggy-backed” or “daisy-chained” power strips)
  • appliances plugged into power strips (for easy shut off at end of day)
  • sink condition /cleanliness
  • counter condition/cleanliness

Staff/Work Areas

  • walkways clear – i.e. no personal or client items, destruction boxes
  • no objects hanging from ceiling
  • computer monitors and speakers off when not in use
  • no personal appliances – i.e. mini fridges, coffee makers, space heaters etc.
  • no non-state issued interior finishes – i.e. rug, couch, curtain, etc.
  • are bulletin boards/tack strips being used? – i.e. minimal papers tacked/taped to walls or windows

Storage Areas

  • eliminate unused or broken furniture/equipment
  • eliminate obsolete supplies, pamphlets, training material, etc.
  • general tidiness/organization

ERC/Snack Areas

  • store all food/drinks off of floor
  • ensure containers are well-sealed
  • general cleanliness/organization

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