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1.

Review the text ICSC Brief Notes: Shopping Center Management - Maintenance
2. Arrange for various interviews with appropriate staff at your center and record the interview
appointment. If you already know how your center schedules the various inspections, answer the
following questions:
-

Who does them?


What inspection forms do they use?
What is the frequency of inspections?

3. During the interviews, ask specifically the types of inspections performed daily, weekly, or
periodically in your center and what is their procedure to make sure that items noted as deficient
get corrected with expediency. From your interview, list the types of inspections performed and
summarize what you learned from working through this activity.
4. Using the Daily Maintenance Checklist" you downloaded from the attachments, personally walk
the interior of the center (if applicable) and drive the exterior of the center. Carefully note any
deficiencies and actions to be taken directly on the form. Consider this as a daily inspection.

Review Exercise: CORE CONCEPT 1 - Reorganizing a Maintenance Department


State at least 5 criteria for evaluating in-house costs. Summarize why
each specific criterion is important to consider.
Copyright ICSC 2016

Resource: ICSC Brief Notes: Shopping Center Management Maintenance


Review Exercise: CORE CONCEPT 2 - Using Contracted Service
State at least 5 variables as noted in the above section that would cause a
manager to consider using contractors for maintenance and explain why
each is important in making decisions regarding staffing.
Resource: ICSC Brief Notes: Shopping Center Management - Maintenance
State some of the advantages of using in-house staff personnel and
contracted workers.
Resource: ICSC Brief Notes: Shopping Center Management - Maintenance

MODULE 3: Learning Activity


Three Approaches to Determining Value
The purpose of this Learning Activity is to learn more about establishing a maintenance department by
discovering how maintenance at your center is staffed, and the criteria involved in arriving at the decision
for personnel needs.
Complete this Learning Activity by following the instructions below:
1. Arrange for an interview with appropriate staff at your center. If you already know how your center
is staffed for maintenance, you can proceed with this Learning Activity based on your own
knowledge of maintenance staffing in your center.

Copyright ICSC 2016

2. Prior to the interview, work up a sample maintenance plan for your center based on your current
knowledge.
3. During the interview, be prepared to discuss maintenance staffing at your center. Ask specifically
about the number of in-house staff and their responsibilities and/or the number of contracted staff,
how the contracts were determined, and their responsibilities. Inquire how your center staffs for
routine cleaning and maintenance, for special projects, and for staffing arrangements during
emergencies.
4. Download the two attachments for this exercise:

o
o

Daily Maintenance Assignments


Daily Maintenance Time Report

5. Complete the Daily Maintenance Assignments form. The purpose is to identify 10 basic
assignments in the shopping center that would routinely be performed daily. Also note what
equipment and material would be needed. For example, one assignment might be to sweep the
parking lot. You would need a street sweeper for five hours to perform that function, some
cleaning fluids, and one-quarter tank of gasoline.
6. Next complete the Daily Maintenance Time Report. For each assignment show a fictitious (or
real) name of an employee of the center (or contractor) and how many hours that employee is
working on the assignment. As an example, John Doe might work 5 hours on parking lot
sweeping and 3 hours picking up trash from service courts.
7. Compare your findings from the interview with the sample staff maintenance plan you developed
using the forms below. Identify any gaps.
8. Based on your findings in this exercise, determine what inspections are needed for your center
and whether it is most efficient to have in-house or contracted labor

Copyright ICSC 2016

MODULE 4
Review Exercise: MODULE 4 - CORE CONCEPT 1 General Maintenance,
Replacement, and Budgeting
Write at least 3 examples of monthly maintenance items that need to be
checked for repair or replacement.
Resource: ICSC Brief Notes: Shopping Center Management Maintenance

Review Exercise: CORE CONCEPT 2 - Equipment Replacement

Describe how the decision is made whether to buy or lease


maintenance equipment.
State 2 typical reasons to repair equipment, rather than replace
equipment owned by the center.
State 2 typical reasons to replace equipment rather than repair
equipment.

Resource: ICSC Brief Notes: Shopping Center Management Maintenance

Copyright ICSC 2016

Review Exercise: CORE CONCEPT 3 - Impact of Budgets on Maintenance


List 5 items that might be considered as special project for maintenance
budgets.
Resource: ICSC Brief Notes: Shopping Center Management Maintenance

Review Exercise: CORE CONCEPT 4 - Capital Expenses

Cite 2 examples of a capital expense.


Cite at least 2 examples of CAM recoverable charges.

Resource: ICSC Brief Notes: Shopping Center Management - Maintenance

Review Exercise: CORE CONCEPT 5 - Recovering Maintenance Costs


Summarize in a paragraph the formula used by many shopping centers to
compute monthly Common Area Maintenance charges.

Review Exercise: CORE CONCEPT 6 - Food Courts and CAM Reimbursements


Name at least 3 expenses included in the charges for the maintenance of
the food court.
Resource: ICSC's Shopping Center Dictionary of Terms

Review Exercise: CORE CONCEPT 7 - Administrative Fees and CAM


Complete the following 4 sentences in relation to these administrative
fees:

Administrative fees are calculated in many centers by...


The difference between administrative fees and management fees
is...
Management fees are calculated in many centers by...
Administrative fees that apply to my center are calculated by...

Resource: ICSC Brief Notes: Shopping Center Management - Maintenance

Copyright ICSC 2016

MODULE 4: Learning Activity


The Retail Lease and Its Provisions
The purpose of this Learning Activity is to learn about specific billing of maintenance costs to tenants.

Complete this Learning Activity by following the instructions below:


1. Arrange for a conversation or an interview with appropriate center staff and with the
accounting staff to discuss guidelines and methods for how to budget allocated and cost
recoveries and the billing of CAM to tenants. You can choose to focus on Common Area or
Food Court maintenance.
2. Create a worksheet that details the CAM billing to include the CAM costs or food court CAM
costs and decide on a formula to use for billing such costs. This can be billed as a pro rata
of gross leasable area, gross leased area, or even as a percentage of sales. You decide the
method. The objective is to analyze the process. You must understand the components of a
CAM billing, which include:

the costs to be billed


the lease agreed upon method for computing such costs
how anchors are considered
whether an administrative fee is applicable.

3. Summarize your findings in either a narrative or on a spreadsheet.

Copyright ICSC 2016

MODULE 5
Review Exercise: CORE CONCEPT 1 - MAINTENANCE AND UPKEEP OF SPECIFIC
AREASRoofs, Parking Areas and Surfaces, Snow Removal, Landscaping
Name at least 3 types of roofs used in shopping centers.
Resource: ICSC Brief Notes: Shopping Center Management - Maintenance

Describe each of the components of a built-up roof and describe how


the roof functions.
Resource: ICSC Brief Notes: Shopping Center Management - Maintenance

Name and explain 4 of the most common types of roof failure


attributed
Resource: ICSC Brief Notes: Shopping Center Management - Maintenance
Review Exercise: CORE CONCEPT 2 - Parking Lots, Decks, and Surfaces

List 4 suggestions for parking lot repairs.

Resource: ICSC Brief Notes: Shopping Center Management - Maintenance

Copyright ICSC 2016

Copyright ICSC 2016

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