Client Duties in Building Maintenance and Renovation

1 Introduction
2 Managing ‘Competent Persons’ and Duty Holders
3 Making sure arrangements are made where necessary
4 Time allocation on a project
5 Coordination and communication
6 Adequate safety measures, warnings , and protections of the public
7 Ensuring proper documentation and reporting
8 Meeting the requirements of the building regulation requirements
9 Notifying relevant organisations
10 Conclusion
11 Related articles on Designing Buildings

[edit] Introduction

Clients may commission renovation and maintenance projects but are often not experts in the work being done, so they may not hold the necessary information or knowledge that is required of a duty holder as per the Construction and Design Management (CDM) Regulations. If they appoint a duty holder they are still the client and still have a say in the direction of the renovation work, as it is not contrary to the CDM regulations.

So, while it is not always the client’s responsibility to conduct proper checks during maintenance and renovation, they do have to appoint a suitably qualified person. So if it is the client’s duty to manage asbestos in construction of a renovation project, or to follow up on procedures and safety measures for workers, they do not necessarily need to do it themselves, so long as a competent is appointed to take on the role.

[edit] Managing ‘Competent Persons’ and Duty Holders

Clients have to ensure that any contractors and designers involved in the project are competent and proficient in handling their roles. The client is also responsible for appointing the relevant persons as early as possible, so as to ensure that risks are minimised or ideally eliminated beforehand.

For larger or more complex projects involving multiple designers and contractors, there are also principal duty holders that can manage relevant aspects of the project. To determine if duty holders are competent, asking for referrals to previous clients or work they have done before can help in the appraisal of them.

[edit] Making sure arrangements are made where necessary

Most work being carried out on site requires certain procedures to be carried out in relation to safety operations, risk assessments, and the following of safety procedures.

Clients have to monitor and assess contractors and designers to make sure they are assessing risk, providing safety measures, reducing exposure to chemicals or harmful substances, and providing any other welfare requirements as necessary.

[edit] Time allocation on a project

One of the key roles of duty holders is to ensure that both safety and work quality standards are maintained, as in construction, poor work can also become unsafe work. The client has to ensure that proper time is allocated for the project to be planned, assessed, constructed and maintained, etc.

Some construction or renovation projects might also uncover unforeseen circumstances or face delays, which can range from delays due to rain, weather, chemical spills, accidents, as well as other factors.

An asbestos leak during a renovation project, for example, is often required to fixed before any further construction or renovation work is conducted on that site, which in turn requires time and can cause delays. Cleaning asbestos can take only a day ( depending on the scale of the issue), but on top of any works an abatement period will often be also be required which would add further to the time considerations to a project.

[edit] Coordination and communication

Both the principal designer and main contractor need to be given sufficient information about the project, about the property and the site or land. Regular communication and liaison is necessary to help determine budgets, and programme, as well as to agree a plan and then proceed with the project in the correct manner.

A designer is often responsible for planning, preparation, design and blueprint of the project. Whilst the contractor is then responsible for the building, the site workers, and the actual construction phases. In this case both duty holders have to constantly ensure that worker safety is prioritised. It may also be that the works are set-up in different ways with a single duty holder throughout the process, depending on the agreements and arrangements set-up initially.

[edit] Adequate safety measures, warnings , and protections of the public

If any construction or renovation work is being carried out in a busy area, clients have to ensure that duty holders are doing what is necessary to protect members of the public. If a property is being renovated and a domestic client has visitors, they might also be considered as members of the public.

[edit] Ensuring proper documentation and reporting

Plans, health and safety files, potential issues that arise in planning and construction phases, safety reports, chemicals of concern reports, and any other status reports should be well documented. Any agreements made should be made in writing, with all documentation properly dated and labelled.

[edit] Meeting the requirements of the building regulation requirements

For buildings that are being repurposed for different use cases, such as an office building being converted into an industrial facility (or vice versa), these projects and indeed all projects need to ensure that they are built according to relevant codes and legal guidelines.

[edit] Notifying relevant organisations

Organisations such as the Health and Safety Executive (HSE) need to be notified of any construction projects that:

Have 20 or more workers on the project at once
Have more than 500 days of work on the project
Have work that lasts or could last more than 30 days

The HSE has to be notified well before construction on the project begins, so it is necessary to coordinate with the principal designers and contractors on the matter. Clients can request duty holders to notify HSE on their behalf.

[edit] Conclusion

Construction projects are risky, and renovation can have a myriad of unforeseen issues. A client that fulfills their CDM duties in building maintenance, renovation, and construction has more influence over the health and safety of the workers, which is always the priority. This post covers it all.

[edit] Related articles on Designing Buildings

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Clients play a crucial role in building maintenance and renovation projects. Their active involvement and adherence to certain duties contribute to the successful completion of the project and the overall satisfaction of all parties involved. Here are some key client duties in building maintenance and renovation:

1. **Define Clear Objectives:** Clients should outline their goals and expectations for the maintenance or renovation project. Clearly define the scope of work, desired outcomes, and any specific requirements to ensure that the project team understands and can meet your needs.

2. **Budgeting:** Set a realistic budget for the project. Communicate this budget to the project team and be prepared for potential cost overruns due to unforeseen circumstances or changes in scope. Flexibility in budgeting can help ensure that the project can be completed without major disruptions.

3. **Communication:** Maintain open and clear communication with the project team, including contractors, designers, and project managers. Regularly discuss progress, concerns, and any changes in requirements to avoid misunderstandings and to address issues promptly.

4. **Decision-Making:** Timely decision-making is crucial to keep the project on track. Clients need to make important decisions related to design, materials, and changes to the scope of work. Delayed decisions can lead to delays in the project timeline and increased costs.

5. **Approvals and Permits:** Ensure that all necessary permits and approvals are obtained before the project begins. This might include building permits, zoning approvals, and any other regulatory requirements that apply to the project.

6. **Design and Scope Confirmation:** Review and approve the project's design plans and scope of work before work begins. This ensures that the project team is aligned with your vision and minimizes the likelihood of costly changes later on.

7. **Change Requests:** If you want to make changes to the project scope or design after work has started, communicate these changes to the project team promptly. Understand that changes may affect the project timeline and budget.

8. **Access and Site Preparation:** Provide the necessary access to the building or space for the project team to perform their work. Ensure that the work area is properly prepared, including clearing out furniture, belongings, and any potential obstacles.

9. **Regular Inspections:** Actively participate in site visits and inspections to monitor the progress and quality of the work. Address any concerns or issues as they arise to prevent them from escalating.

10. **Timely Payments:** Stick to the agreed-upon payment schedule and make payments promptly. Delays in payments can disrupt the project and strain the relationship between the client and the project team.

11. **Feedback and Review:** Provide feedback on completed phases of the project and review the work done to ensure it aligns with your expectations. Constructive feedback can help the team make adjustments and improvements as needed.

12. **Project Completion:** After the project is completed, review the final work to ensure it meets your expectations. If there are any outstanding issues, communicate them to the project team for resolution.

By fulfilling these client duties, you contribute to a smooth and successful building maintenance or renovation project that meets your needs and expectations while maintaining positive relationships with the project team.