CHF Canada Risk Management Plan
If you have any questions at all, please feel free to email or call me, Owen Carnahan at: ocarnahan@chfcanada.coop; 613-230-2201, ext. 236
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Name of Your Co-op:
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Name of the person filling out this form:
First Name
Last Name
Email address of the person filling out this form:
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example@example.com
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Does your co-op conduct annual unit inspections?
Yes
No
Have you incorporated the questions on the Risk Management Unit Checklist into your annual unit inspections?
Yes
No
List the top three concerns from your annual unit inspections.
Are there any major repairs that are needed on your buildings with no plan to complete work in 6 months?
Yes
No
If the answer is "Yes" to the question above, what are those repairs?
Are there any units that are uninhabitable?
Yes
No
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Fire Loss Prevention
Are the units checked annually to ensure that smoke detectors are working?
Yes
No
Do units have fire extinguishers that are inspected annually?
Yes
No
Are the common areas checked regularly to ensure that smoke detectors are working?
Yes
No
Do common areas have fire extinguishers which are inspected annually?
Yes
No
Does the building have automatic sprinklers which are inspected annually? (can be invaluable in preventing serious fires.)
Yes
No
Does your co-op allow the use of propane barbeques or open-flame grills on balconies and patios and within 10 feet of the building?
Yes
No
Are there any best practices in place for members that have BBQ on decks or balconies? (Example: the BBQ must be kept so many feet from the wall? BBQ must never be left unattended)
Yes
No
If gas BBQ's are used, how is the fuel (Propane tanks) brought to the cooking area?
Travel though the building
Use of elevators
Other
Are spare tanks permitted to be stored on site?
Yes
No
Dryer lint is highly combustible. Plastic exhaust vents should be replaced as they present a significant fire hazard, particularly for high use facilities such as common laundry areas. Plastic is susceptible to melting with the heat produced during the drying cycle. Flexible metal dryer ducts have a tendency to trap more lint on their interior. Rigid metal vents are non-combustible, and less susceptible to lint build up as they have no inner corrugations. All vents should be cleared of dryer lint annually to limit build up.
If your co-op has clothes dryers, are they vented with a metal vent?
Yes
No
Is there a by-law that prohibits smoking everywhere on the premises? (Non-smoking co-ops have a by-law that prohibits smoking anywhere on their premises. No smoking is allowed on balconies, patios or anywhere else on the property.)
Yes
No
If smoking is only allowed in designated areas, what are the designated areas?(Some co-ops have a by-law that prohibits smoking in the units and indoor common areas, but allows smoking in designated areas. These should not have flower planters and should have a safe place to dispose of ash and cigarette butts.)
Smoking is allowed in units
Smoking is allowed is designated outdoor areas
Do you check to make sure that access to fire hydrants is unobstructed? (e.g., snow accumulations, bushes and vehicles).
Yes
No
Do you post emergency telephone numbers in highly visible areas?
Yes
No
Is action required to follow up on any fire safety issues?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to12 months or longer
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Water Loss Prevention
Is the plumbing in the building original to when the building was constructed
Yes
No
Have there been any upgrades to the plumbing system?
Yes
No
If yes, describe the upgrades.
Is all plumbing maintenance and work done by a plumbing contractor?
Yes
No
Are there water leak detectors throughout the property?(Sinks, toilets, bathtubs and washing machine hoses are common places for water leaks and accidental overflows. Water leak detectors are inexpensive devices that can easily be placed in these areas to detect leaks. Some devices will sound an audible alarm when a leak is detected.)
Yes
No
Do you have large, common hot water tanks that serve multiple units?
Yes
No
If you have individual (one per unit) hot water tanks, are they replaced by 10 years old? (The co-op must ensure that the tanks are replaced at regular intervals to prevent old tanks from leaking or bursting, causing water damage.)
Yes
No
Do you check water supply lines in units on a regular basis to ensure that there are no breaks or leaks?
Yes
No
Do you check all water supply lines of the common areas on a regular basis to ensure that there are no breaks or leaks?
Yes
No
Are the hoses on washing machines reinforced steel? (The co-op must ensure that the hoses are replaced at regular intervals to prevent leaking or bursting, causing water damage. Where the co-op does not own the equipment, they need to ensure that the owners do replace the hoses at appropriate intervals. Braided steel hoses are recommended.)
Yes
No
If not, are the hoses less than 5 years old?
Yes
No
Do you have a professional inspect sewage lines regularly to allow for early detection of blockages?
Yes
No
Do you have established procedures residents can use to report issues with appliances and plumbing?
Yes
No
Is action required to follow up on plumbing or water systems?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to12 months or longer
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Parking Lots and Driveways
Does your co-op have parking lots?
Yes
No
How often is the parking lot inspected for hazards?
Monthly
Quarterly
Annually
Other
Are there any uneven or damaged areas of the parking lot?
Yes
No
Does your co-op have driveways?
Yes
No
How often is the driveways inspected for hazards?
Monthly
Quarterly
Annually
Other
Are there any uneven or damaged areas of the driveways?
Yes
No
Is action required to repair or maintain any areas of the driveways?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action shouldbe taken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Walking Paths/Sidewalks
Does Your co-op have walking paths on the property or sidewalks to individual units?
Yes
No
Are the Walking Paths and Sidewalks inspected annually?
Yes
No
Are there any areas of your pathways and walkways that are cracked or lifting and might cause a tripping hazard? (A member or visitor could trip and fall if the walkway is uneven, cracked, or damaged.)
Yes
No
Is action required to repair or maintain cracked pavement or lifted patio stones?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Roof
Type of Roof covering (ex: Shingled or non shingled):
Are roofs routinely inspected to verify that there isn't any damage or excessive wear and tear? (Regular inspections should be supplemented with assessments by professional roofing maintenance providers, who can correct small deficiencies before they create more serious problems.)
Yes
No
Is the roof in need of maintenance? (Curled and missing shingles are a sign that the roof is nearing the end of its life expectancy)
Yes
No
Are rain gutters inspected and maintained annually? (Maintain clean and healthy rain gutters. In the event of excess rain, functioning drainage systems are crucial to avoid water buildup.)
Yes
No
Is action required to repair or replace missing shingles or roof damage?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer
Who is responsible for following up on the repairs?
How will the repairs be completed?
When will the repairs take place
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Windows
Are the windows in the co-op building inspected annually to ensure that there is no excessive wear and that they aren't leaking?
Yes
No
Are there any units or common areas that require maintenance to their windows?
Yes
No
If yes to the question above, please add the unit numbers here:
Is action required to repair or maintain any windows?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Electrical
Have you ever had an electrical inspection done by a certified electrician?
Yes
No
Have there been any electrical upgrades done to the buildings or individual units?
Yes
No
Have any electrical concerns been brought up by any members?
Yes
No
Are there any extension cords in use in any maintenance or service areas? (Extension cords should only be used temporarily and are a large cause of fires.)
Yes
No
Are there any extension cords in use in any common areas? (Extension cords should only be used temporarily and are a large cause of fires.)
Yes
No
If Yes; Where are they being used?
Is action required for any outstanding repairs or maintenance, to the electrical system in the building?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Decks and Balconies
Does your co-op have balconies or decks attached to the units?
Yes
No
Are the balconies or decks inspected annually?
Yes
No
Is action required to repair or maintain any decks or balconies?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer.
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Washers and Dryers
Does your co-op have common area laundry rooms?
Yes
No
Do you check that all appliances are in working order and free of leaks annually?
Yes
No
Do you keep the area behind dryers and washers clean?
Yes
No
Is action required to repair or maintain any elements of the laundry rooms?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer.
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Liability Loss Prevention
Are window air conditioning units used in the summer months?
Yes
No
If they are used in the summer are they securely fastened?
Yes
No
Do you remove all objects and clutter from hallways, exits and passageways, and make sure residents know to do the same?
Yes
No
Are walkways, hallways and stairways kept clean and dry at all times? (Wet, icy or cluttered areas present a slip and fall hazard and can promote the growth of mold, fungi, and bacteria.)
Yes
No
Does your co-op display warning signs to alert others of a wet floor?
Yes
No
Do you ensure that entryways are dry and free of pooling water?
Yes
No
Do you stretch out bulging carpets in hallways to prevent trips and falls?
Yes
No
Do you repair broken light fixtures and replace bulbs for adequate visibility?
Yes
No
Do you fill in any potholes in the yard, parking lot and similar areas?
Yes
No
Do you ensure there is no standing water on walkways?
Yes
No
Do you check that stairwell areas are equipped with handrails? (Exterior and interior handrails and guardrails must be installed where required to prevent accidents. Handrails and guardrails must be firmly fastened.)
Yes
No
Is action required to follow up on any of the above liability concerns?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action shouldbe taken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to12 months or longer.
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Education/Safety and Loss Prevention Workshops
Does the co-op hold safety and loss prevention workshops for their members? (Education of members is very important in keeping your co-op safe. Providing short, in-person workshops for the members is a great way to keep members informed about safety issues.)
Yes
No
Professionally Completed and Inspected Renovations
Are all renovations and repairs and upgrades completed by professionals? (This question relates to changes to the unit that are more than just cosmetic (paint and wallpaper). For example, installing a ceiling fan, or moving a wall or even just moving an electrical outlet. Ideally, all changes will be pre-approved by the board or a sub-committee, and ANY electrical or plumbing work would need to be completed by a licensed professional with appropriate inspections by the authorities. All other major or structural work should be performed by professionals.)
Yes
No
If the answer is No, describe the repairs and upgrades that are done without the use of a professional.
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Snow Removal
Do you have a paid contract in place for snow removal? (The contract should specify the conditions under which they will perform their services, and they should keep logs of where and when services are performed. Ideally, they will share these logs with you on a regular basis.)
Yes
No
If yes, do you have a certificate of insurance from snow removal company?
Yes
No
Does the snow removal company provide copies of their logs showing what service was provided and when?
Yes
No
Is action required to follow up on snow removal contracts?
Yes
No
Who is responsible for following up on the snow removal contracts?
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Building Security
Do you have controlled access into the building by locking all exterior entrances, including accessible roof openings and doors to balconies and terraces?
Yes
No
Are utility rooms and similar maintenance areas locked?
Yes
No
Are all emergency exits clearly marked?
Yes
No
Are exterior entrance doors equipped with automatic locks?
Yes
No
Do you have alarm systems, security cameras or similar safety devices installed at the property?
Yes
No
Is there adequate illumination in all areas of the building, including parking facilities and entryways?
Yes
No
Is action required to follow up, repair or maintain any areas building security?
Yes
No
Describe the seriousness of the maintenance work or repairs that need to be done:
1= The most serious risk level; repairs or action will need to be taken in 1 to 3 months
2= Moderately serious; action should betaken to fix or repairs in 3 to 6 months
3= The least serious; repairs or action will need to be taken in 6 to 12 months or longer.
When will the repairs take place?
Who is responsible for following up on the repairs?
How will the repairs be completed?
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Are there other questions or areas of concern that you would like to see added to the Plan template going forward?
Is there anything else that you would like to note in order to track the issue over the coming year.
Help when you need it!
If you have any questions at all, please feel free to email or call me, Owen Carnahan at: ocarnahan@chfcanada.coop; 613-230-2201, ext. 236
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