Checklist helps municipalities stay ahead of building safety risks

Municipal buildings carry a significant risk when routine maintenance issues go unnoticed or undocumented. A blocked roof drain, an aging HVAC component, a faulty valve, or a delayed inspection may start as a small operational concern, but can quickly become a costly property claim or safety issue.

Aging buildings, limited maintenance staff, budget constraints, and long-term capital planning needs all make it more challenging for municipalities to keep pace with routine maintenance demands. At the same time, weather-related property risks are no longer limited to one season. Freeze-ups, heavy rain, power surges, drainage issues, and moisture can affect municipal facilities throughout the year.

A preventive maintenance schedule helps municipalities move from a reactive approach to a more consistent risk management strategy. Regular inspections and documented follow-through can help identify concerns early, support budget requests, extend the life of building systems, and demonstrate due diligence.

Operations and management best practices demonstrate that preventive maintenance can generate cost savings compared to reactive maintenance programs. The benefits can also include fewer emergency repairs, improved compliance with required inspections, and better protection for employees and residents.

Daily and weekly priorities
Daily and weekly checks are the first line of defense against common property and safety issues. These tasks help staff confirm that critical systems are operating normally and that hazards are addressed before they worsen.

Daily checks:
• Boiler/heating plant – temperatures, pressure, error indicators
• All exits and egress paths – clear of ice, snow, obstructions
• Fire alarm panel – confirm normal; investigate any fault immediately
• HVAC and unit ventilators – check for risk of failure (freeze-ups, indoor air quality issues)

Weekly checks:
• Emergency generator – visual inspection, log findings
• Roof drains and gutters – check for blockage (critical in fall and spring)
• Exterior walk – check downspouts, masonry cracks, pooling water, trip hazards

Monthly and quarterly maintenance
Monthly and quarterly maintenance tasks help identify patterns before they turn into larger losses. Electric spikes, recurring equipment faults, pest activity, clogged filters, and generator issues can all signal developing problems. Tracking these items also provides better information for scheduling repairs and replacements, and planning ahead for budget requests.

Monthly checks:
• Emergency generator – run under load for 30 minutes; log runtime and faults
• Fire extinguishers – check for pressure gauge in green, confirm accessibility, ensure tag is current
• HVAC filters – replace per manufacturer schedule (top cause of HVAC failure)
• Utility bills – compare to prior year; spikes may indicate equipment fault or leak
• Pest control – monitor per integrated pest management plan; more frequently if problem areas are identified

Quarterly checks:
• Boiler – combustion efficiency test, water treatment, burner inspection
• Fire alarm – full test per National Fire Protection Association guidelines
• Kitchen hood suppression system test (if applicable) – required by state fire code
• HVAC unit ventilator filters – replace per schedule

Annual compliance and risk reduction
Annual inspections are especially important because many involve regulatory requirements and high-value building components. Completing and documenting these inspections can help reduce liability exposure and identify issues that may not be visible during routine walkthroughs.

Annual checks:
• Boiler and pressure vessel – Department of Public Safety-certified inspection (legally required)
• Elevator/lift – DPS-certified inspection (legally required)
• Fire sprinkler system – flow test per NFPA guidelines (legally required)
• Asbestos plan – six-month periodic and three-year reinspection (legally required)
• Backflow preventer – Massachusetts Department of Environmental Protection-certified test (legally required)
• Electrical panels – thermographic scan for arc flash hazards
• Roof – full inspection with photos (before storm season)
• Drinking water – review Lead and Copper Management Plan; conduct required sampling
• ADA and life safety – full building self-inspection; document all findings
• Playground equipment – audit by certified playground safety inspector

Long-term planning:
Preventive maintenance also supports long-term capital planning. An updated capital improvement plan and periodic review of major systems can help communities prioritize investments and avoid being forced into emergency decisions when a failure occurs.

Every three to five years:
• Facility Condition Assessment – full building-by-building evaluation, including calculated Facility Condition Index score
• Capital Improvement Plan – update from FCA findings; present to governing board annually
• Pavement – condition survey; apply sealcoating and crack repair
• Electrical system – full load study; audit panel labels
• HVAC controls/bypass air control valve – calibration check

The value of a preventive maintenance schedule depends on consistency and tracking. Each task should be assigned to a staff member or contractor, with completion logged by date and personnel. A shared spreadsheet can be a useful starting point, while a Computerized Maintenance Management System provides more robust work order tracking and cost monitoring.

• Download MIIA’s Preventive Maintenance Schedule for Towns and School Districts

Written by Jennifer Ranz