Common Area Maintenance Items

Today, I asked Claude to create a checklist for the board of directors of a Southeast Florida-based condominium association to help them stay current on maintenance items that should be kept on the property.

COMMON-AREA MAINTENANCE & EMERGENCY SUPPLY CHECKLIST

Board of Directors Reference [Condominium Association Name], Southeast Florida

Purpose & Use

This checklist provides the Board of Directors with a standardized inventory of supplies and equipment to be maintained on-site to properly service, repair, and prepare the Association’s common areas. It is organized by building system, with a recommended storage location and access designation for each item. Items involving chemicals, life-safety systems, or licensed trades (pool, elevator, fire suppression, pest control) should be handled or restocked only by the designated licensed vendor, consistent with Chapter 718, Florida Statutes and applicable Florida Building Code, Fire Prevention Code, and Department of Health requirements.

Recommended use: Review and restock quarterly and complete a full review no later than May 1 each year ahead of hurricane season (June 1 – November 30). Assign a board member or manager to sign off on each section below.

Access Designation Legend

Code	Access Designation	Meaning
B	Board Members Only	Restricted items — governance, financial, security, or liability-sensitive
V	Licensed Vendor Only	Chemicals, life-safety, or licensed-trade items (pool, elevator, fire, pest control)
S	Property / Maintenance Staff	Day-to-day maintenance items, staff-controlled storage
R	Resident Accessible	Items residents may use directly (posted signage, clubhouse supplies, rescue equipment)
E	Emergency Access (All Occupants)	Life-safety items accessible to anyone in an emergency

1. General Building & Electrical Maintenance

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Assorted LED light bulbs (common-area fixture types)	2x each type	Maintenance closet	S	Match existing fixtures
☐	Fixture ballasts/diffusers/lenses	2-3 spares	Maintenance closet	S
☐	Spare fuses & breakers (match panel schedule)	Full set	Electrical/mechanical room	S / V	Panel access restricted
☐	Batteries – AA, AAA, 9V (detectors, remotes)	12 each	Maintenance closet	S
☐	Exit sign & emergency light battery packs	4 spares	Maintenance closet	S / V
☐	Extension cords & portable work lights	3-4	Maintenance closet	S
☐	Interior/exterior ladders (6′, 10′)	1 each	Maintenance/storage room	S / V	Log out for vendor use
☐	Touch-up paint (common-area colors, labeled by location)	1 gal per color	Maintenance closet	S	Label cans by building/area
☐	Caulk, spackle, wire nuts, electrical tape	Assorted	Maintenance closet	S
☐	Spare door hardware (locks, hinges, closers)	2-3 sets	Management office (secured)	S / B

2. Plumbing

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Assorted washers, O-rings, gaskets	Assorted	Maintenance closet	S
☐	Pipe repair clamps & leak tape	2-3	Maintenance closet	S
☐	Plunger & drain snake	1 each	Maintenance closet	S
☐	Wet/dry shop vacuum	1	Maintenance closet	S	Also used for storm cleanup
☐	Master water shut-off valve key/wrench	1, clearly labeled	Mechanical room (posted location)	S / E	Location posted for emergencies
☐	Portable backup sump pump	1	Mechanical/storage room	S / V

3. HVAC & Mechanical (Common-Area Systems)

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Air filters – common-area AHU sizes	1 extra set	Mechanical room	S / V	Size labeled per unit
☐	Condensate pump (spare)	1	Mechanical room	V
☐	Spare common-area thermostat	1	Mechanical room	S / V
☐	HVAC service & inspection records	Current file	Management office	B / S	Retain per contract terms

4. Elevator

Servicing and repairs must be performed by a licensed elevator contractor in accordance with the Florida Building Code/FL DBPR Elevator Safety.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Elevator fireman’s service/access keys	Per bank, in secured key box	Locked key cabinet, management office	B / S (logged)	Restricted, sign-out log required
☐	Elevator emergency phone test log & vendor contact card	Current	Posted in cab + office copy	R (posted) / S	Test monthly per code
☐	Current elevator inspection certificate	Posted	Posted in cab + office file	R (posted) / B	Required by FL law
☐	Moving/cab protection pads	1 set	Storage room	S	For move-ins/move-outs
☐	“Out of Service” signage & barricade	1 set	Management office	S

5. Pool & Spa

Chemical handling and dosing must be performed only by a licensed pool operator per FL Dept. of Health Ch. 64E-9. Rescue equipment placement must meet posted code requirements.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Pool chemicals (chlorine, muriatic acid, algaecide, test reagents)	Per vendor par level	Locked, ventilated chemical storage room	V only	Code-required ventilation/signage
☐	Daily water test kit (basic, staff use)	1	Pool equipment room	S	Vendor performs full chemical dosing
☐	Rescue equipment – shepherd’s hook & ring buoy w/ rope	1 set per code	Mounted poolside	R / E	Required posted safety equipment
☐	Pool rules, depth-marker & “no lifeguard” signage (spares)	1 set	Pool equipment room	S	Required postings
☐	Pool furniture repair kit (straps, bolts)	Assorted	Pool equipment room	S
☐	Backup pool pump/motor parts	1 set	Pool equipment room	V
☐	First aid kit (poolside station)	1, restocked monthly	Mounted poolside cabinet	R
☐	AED (automated external defibrillator)	1	Wall-mounted cabinet, clubhouse or pool deck	R / E	Confirm inspection/battery per manufacturer

6. Fire & Life Safety

Fire suppression equipment must be serviced and tagged by a licensed fire protection contractor per NFPA/FL Fire Prevention Code.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Fire extinguishers, serviced & tagged (per code, by area)	Per code placement	Mounted throughout common areas	R / E	Vendor inspects/tags annually
☐	Fire extinguisher inspection tags & service log	Current	Management office	B / S
☐	Spare smoke/CO detector batteries & replacement units	10+	Maintenance closet	S
☐	Emergency evacuation maps/signage (spares)	1 set per floor	Posted on each floor/hallway	R
☐	Rechargeable emergency flashlights (stairwells/hallways)	1 per stairwell	Fire command room/stairwell cabinets	S / E
☐	Bullhorn/megaphone	1	Fire command center/office	B / S	Emergency announcements

7. Hurricane & Storm Preparedness

Southeast Florida hurricane season runs June 1 – November 30. Review and restock this section by May 1 each year; confirm fuel/generator readiness with vendor.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Portable/standby generator (common-area & life-safety loads)	1, tested seasonally	Secured generator room	V (service) / S (operate)	Confirm run-time & load capacity
☐	Generator fuel (stored per FL Fire Code container limits)	Per code limit	Designated ventilated outdoor storage	S (code-compliant handling)	Do not exceed code storage limits
☐	Sandbags & sand	50+ bags	Dry storage room	S	Pre-fill before season if possible
☐	Hurricane shutters/panels (spares, labeled by opening)	Per building	Storage room, labeled by unit/opening	S / V
☐	Shutter hardware (bolts, wing nuts, storage bags)	Labeled sets	Storage room	S
☐	Heavy-duty tarps & rope/tie-downs	6+ tarps	Storage room	S
☐	NOAA weather radio (battery/hand-crank)	1-2	Management office	B / S
☐	Spare batteries – D, C, AA (storm kit)	Assorted, 20+	Management office/storage	S
☐	Chainsaw & PPE (debris/fallen tree clearing)	1 set	Locked storage	S / V only	Trained personnel only
☐	Wet/dry shop vacuum (flood cleanup)	1 (shared w/ plumbing)	Storage room	S
☐	Heavy-duty trash bags (post-storm debris)	1 case	Storage room	S
☐	Laminated emergency contact list (vendors, utilities, insurer, board)	Multiple copies	Office + posted lobby	B / S / R (posted copy)	Update annually

8. Clubhouse & Fitness Center

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Equipment disinfecting wipes/spray	Ongoing supply	Clubhouse storage closet	R / S restocks
☐	Fitness equipment spare parts (bands, mats, pads)	Assorted	Clubhouse storage closet	S
☐	First aid kit	1, restocked monthly	Clubhouse, wall-mounted	R
☐	TV/AV remote & sound system batteries	Assorted	Clubhouse storage closet	S
☐	Folding tables & chairs (spares)	4 tables / 12 chairs	Clubhouse storage	R (reservation) / S
☐	Trash bags/liners	1 case	Clubhouse storage closet	S

9. Landscaping, Grounds & Pest Control

Pesticide/herbicide application must be performed by a licensed applicator per FL Dept. of Agriculture & Consumer Services rules.

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Pest control bait stations/traps (perimeter)	Per vendor plan	Exterior stations	V only
☐	Fertilizer/pesticide/herbicide	Per vendor plan	Locked outdoor shed	V only	Licensed applicator required
☐	Irrigation spare heads, valves, tubing	Assorted	Ground storage shed	S / V
☐	Hand tools (rakes, shovels, trimmers, blowers)	Assorted	Grounds shed	S
☐	Mulch supply	As needed	Grounds shed/exterior pile	S

10. Janitorial & Common-Area Cleaning

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	General cleaning supplies (glass, disinfectant, floor cleaner)	Ongoing par stock	Janitorial closet	S
☐	Mops, buckets, vacuum	1-2 sets	Janitorial closet	S
☐	Trash liners (all common-area receptacle sizes)	Ongoing par stock	Janitorial closet	S
☐	Restroom paper products (if common restrooms)	Ongoing par stock	Janitorial closet	S
☐	Hand sanitizer station refills	Ongoing	Lobby/clubhouse dispensers	S restocks / R uses

11. Signage, Access Control & Security

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Spare/blank access fobs & key cards (programmable)	10+	Management office safe	B / S	Log all issuances
☐	Gate/access control remote batteries	Assorted	Management office	S
☐	Camera system spare parts & backup storage drives	As applicable	IT/electrical closet	V / B
☐	Directional & rule signage spares (pool hours, parking, no smoking)	1 set each	Management office storage	S
☐	Master key set, labeled and secured	1 set	Locked key cabinet, management office	B / S only (logged)	Sign-out log required

12. Administrative, Office & Emergency Records

	Item	Par Level / Qty	Storage Location	Access	Notes
☐	Vendor & emergency contact binder (electrician, plumber, pool, elevator, roofer, insurer, utilities)	Current, 2+ copies	Management office	B / S	Duplicate off-site or cloud copy
☐	Incident/accident report forms	Ongoing supply	Management office	B / S
☐	Insurance policy copies & building permits	Current	Fireproof file/safe, management office	B only
☐	Governing documents (Declaration, Bylaws, Rules & Regulations)	Current	Management office	B / S	Available to residents upon request
☐	First aid kit (management office)	1, restocked monthly	Management office	S

Sign-Off

Reviewed by: ____________________________________          Title: ____________________________          Date: ______________

Next scheduled review date: ______________          (Recommended: quarterly, plus a full review by May 1 for hurricane season)