Department of Natural Resources Policy -
Custodial Preventive Maintenance Program
Policy Number:     95:01
Effective Date:     September 1, 1994(Reviewed: May 2003)
See signed policy - Adobe Acrobat file
I. Purpose
It is the intent of the Department to establish a program for the custodial preventive maintenance of DNR buildings, utilities, roads, etc to ensure the continuous attention and care of the physical plant, prevent premature deterioration and costly repairs; and, obtain the optimum life of the facilities and associated equipment.

II. Scope (DEPARTMENT WIDE UNLESS OTHERWISE NOTED)

III. Policy
Department agencies and programs shall implement a program of custodial maintenance through periodic inspections to identify, evaluate and correct deficiencies in the physical plant. Day-to-day or custodial maintenance is associated with routine duties and correcting deficiencies immediately or on a relatively short term basis with existing resources. Leach agency shall plan for their operating budget to contain funds for these routine tasks. Examples of custodial maintenance are servicing HVAC equipment, cleaning, painting, grounds keeping, repairing leaking pipes, filling potholes or replacing broken or worn out fixtures.

This policy is not applicable to:

  1. Major project maintenance related to the long-term repair, replacement or renovation of fixed assets. Major project maintenance is generally included in the Capital Budget and coordinated with the Department. Examples of major project maintenance include the replacement of HVAC systems, roofs, electrical plumbing systems or resurfacing roads. These projects require advance planning for funding, manpower, supplies and materials, coordinating equipment and often involve contracting to the private sector.

  2. Department owned rental houses which are covered by Operation Order 87.6.

  3. Buildings maintained by another party such as leased office space, curatorship and life estates.

IV. Procedure

  1. An annual custodial maintenance inspection will be performed using the Building Inspection Form (Form DNE: SS 0011). For areas visited by the general public, inspections will be conducted in the spring to provide ample time for maintenance prior to facility opening.

  2. Each facility manage shall be responsible to ensure the annual inspection of all appropriate buildings/structures. The inspection form will be retained on file at the facility.

  3. Should the inspection identify custodial repairs that are beyond the resources of the facility, the manager shall advise the supervisor/regional manager of this condition.

  4. Unit Directors shall establish procedures to ensure that an annual inspection of each facility occurs and timely repairs are made as necessary.

Posted February 3, 2004