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  17 May 2023
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Club Facility Maintenance and Improvement


Club facilities are an essential aspect of many communities. They provide a space for members to gather, socialize, and participate in a range of activities. 

However, maintaining and improving these facilities can be a significant challenge, requiring ongoing attention and resources. 

In this article, we will explore the importance of club facility maintenance and improvement and provide some practical tips for keeping these spaces in good condition.

Facility Maintenance Definition

Club facility maintenance refers to the ongoing efforts required to keep a club's physical space and equipment in good working order. 

This can include tasks like cleaning, repairs, and upgrades, as well as regular inspections and preventative maintenance to identify and address issues before they become more significant problems. 

The goal of club facility maintenance is to create a safe, functional, and enjoyable environment for members and visitors, while also protecting the value of the club's assets over time. 

Effective facility maintenance requires a proactive approach and a commitment to ongoing upkeep and improvement.

Facility Improvement Definition

Club facility improvement refers to the process of enhancing or upgrading a club's physical space, equipment, or amenities to improve the overall experience for members and visitors. 

This may include making renovations or upgrades to existing facilities, adding new amenities or features, or expanding the facility's capacity to accommodate more users.

The goal of club facility improvement is to create a more attractive, enjoyable, and functional space that meets the needs and preferences of the club's members and guests. 

By investing in facility improvement, clubs can increase member satisfaction, attract new members, and maintain or increase the value of their assets over time.

Importance of Facility Maintenance and Improvement

Why is Club Facility Maintenance and Improvement Important? 

First and foremost, club facility maintenance and improvement are essential for ensuring the safety and well-being of members and visitors. A well-maintained facility is less likely to pose a risk of injury or harm to those who use it. 

For example, regular inspections and repairs can help identify and address issues like faulty wiring, loose railings, or uneven flooring.

Beyond safety concerns, club facility maintenance and improvement can also have a significant impact on the overall member experience. 

A clean, well-maintained facility can help create a positive impression and foster a sense of pride among members. On the other hand, a neglected facility can be off-putting, potentially leading to decreased engagement and participation.

Furthermore, regular maintenance and improvement can help extend the lifespan of a club facility. Small repairs and upgrades can help prevent more significant issues from developing, ultimately saving the club money in the long run. 

Additionally, well-maintained facilities are likely to require fewer major renovations, which can be costly and disruptive.

Tips for Club Facility Maintenance and Improvement

With the importance of club facility maintenance and improvement in mind, let's explore some practical tips for keeping these spaces in good condition:

Develop a Maintenance Schedule

Creating a regular schedule for cleaning, repairs, and upkeep tasks is an essential first step in maintaining a club facility. 

This schedule should outline which tasks need to be completed and how often they should be done. For example, it may be necessary to clean the bathrooms daily, while deep cleaning the kitchen may only be required once a month.

Conduct Regular Inspections

Regular inspections of the facility can help identify issues before they become bigger problems. This could involve walking through the space and looking for signs of wear and tear or potential safety hazards. 

Consider creating a checklist to ensure that all areas of the facility are inspected thoroughly.

Prioritize Repairs and Upgrades

Not all maintenance and improvement tasks are created equal. Some may be more urgent or critical than others. It's important to prioritize these tasks and address them in a timely manner. 

For example, repairing a broken toilet or fixing a leaky roof should take precedence over cosmetic upgrades like repainting walls.

Hire a Professional Team

While some maintenance and repairs may be handled in-house by club staff or volunteers, it may be necessary to hire a professional team for more complex projects. 

This could include tasks like electrical repairs, plumbing, or major renovations. A professional team will have the skills and expertise to handle these tasks safely and effectively.

Plan for Improvements

Facility improvements can take many forms, from small upgrades like new furniture to larger renovation projects like adding a new wing to the building. 

Developing a plan for improving the facility over time can help ensure that resources are allocated effectively and that the club stays on track toward its goals.

Involve Members

Finally, involving club members in the maintenance and improvement process can be a great way to build community and foster a sense of ownership over the facility. 

Consider soliciting feedback and suggestions from members about how to improve the space, or even enlisting their help with some tasks. This can help create a sense of pride and investment in the club facility.

Club Facility Maintenance Examples

Club facility maintenance can take many different forms, depending on the type of facility and its specific needs. Here are some examples of club facility maintenance tasks that may be required:

Regular Cleaning 

This can include tasks like dusting, sweeping, mopping, and disinfecting surfaces. Different areas of the facility may require different cleaning schedules, such as daily cleaning of high-traffic areas and weekly cleaning of less frequently used spaces.

Plumbing Maintenance

This may include fixing leaks, unclogging drains, and maintaining the hot water system. Regular inspections can help identify issues early on, preventing more significant problems from developing.

Electrical Maintenance

This can include tasks like replacing light bulbs, repairing faulty wiring, and ensuring that electrical outlets are functioning properly. Regular inspections and testing can help ensure that the facility is safe and up to code.

HVAC Maintenance

This can include tasks like replacing air filters, cleaning ducts, and maintaining the heating and cooling system. Regular maintenance can help ensure that the facility is comfortable for members and visitors.

Groundskeeping

This may include tasks like mowing the lawn, pruning trees and shrubs, and maintaining landscaping features. Well-kept outdoor spaces can help create an inviting and welcoming environment for members.

Repairs

As issues arise, it's important to address them in a timely manner. This can include repairing broken equipment, fixing structural damage, and addressing safety hazards.

Upgrades

In addition to maintenance tasks, club facilities may require upgrades over time. This could include adding new equipment or features, renovating existing spaces, or investing in energy-efficient upgrades like new windows or insulation.

Club Facilities Maintenance Checklist: Comprehensive

A club facilities maintenance checklist can help ensure that all necessary tasks are being addressed on a regular basis. 

While specific checklists may vary depending on the type of club and its facility, here are some common items that may be included:

1. Cleaning

  • Daily cleaning of high-traffic areas, such as locker rooms and bathrooms
  • Weekly cleaning of less frequently used areas, such as meeting rooms and offices
  • Regular deep cleaning of carpets and upholstery
  • Disinfecting surfaces to prevent the spread of germs

2. Plumbing:

  • Checking for leaks and repairing them promptly
  • Clearing drains to prevent clogs
  • Inspecting and maintaining hot water systems
  • Ensuring that toilets and sinks are functioning properly

3. Electrical

  • Checking light fixtures and replacing bulbs as needed
  • Ensuring that electrical outlets are functioning properly
  • Testing and maintaining fire alarms and other safety equipment
  • Inspecting wiring and other electrical systems for damage or wear

4. HVAC

  • Changing air filters regularly
  • Inspecting and maintaining heating and cooling systems
  • Checking and repairing ductwork as needed
  • Installing and maintaining fans to improve air circulation

5. Groundskeeping

  • Regular mowing and trimming of lawns and landscaping
  • Pruning trees and shrubs to maintain their health and appearance
  • Maintaining pathways and walkways to ensure safe access to the facility
  • Regularly removing litter and debris to maintain a clean and tidy environment

6. Repairs

  • Promptly addressing issues as they arise, such as broken equipment or structural damage
  • Ensuring that all safety hazards are identified and addressed immediately
  • Keeping an inventory of spare parts and tools on hand for quick repairs

7. Upgrades

  • Regularly assessing the facility's equipment and systems for signs of wear or obsolescence
  • Planning and budgeting for necessary upgrades and replacements over time
  • Investing in energy-efficient upgrades to reduce the facility's environmental impact and operating costs

9. Building Structure

  • Inspecting the building structure for any signs of wear, such as cracks in the walls or foundation
  • Maintaining the roof and gutters to prevent leaks and water damage
  • Checking for proper insulation to ensure that the building is energy efficient

10. Safety Equipment

  • Checking and maintaining fire extinguishers
  • Testing and maintaining emergency lighting systems
  • Ensuring that first aid kits are fully stocked and accessible

11. Pool and Aquatic Facilities

  • Checking and maintaining proper chemical levels in the pool or spa
  • Cleaning and maintaining pool filters
  • Checking for proper fencing and safety equipment around the pool area
  • Maintaining proper temperature levels in the pool and spa

12. Fitness Equipment

  • Regularly inspecting and maintaining fitness equipment to ensure that it is safe and functional
  • Cleaning and disinfecting equipment after each use
  • Replacing broken or worn equipment as needed

13. Security:

  • Installing and maintaining security cameras and alarms
  • Ensuring that doors and windows are secure
  • Keeping a log of visitors and members entering the facility

14. Pest Control

  • Regularly inspecting the facility for signs of pests, such as rodents or insects
  • Implementing preventative measures to avoid infestations, such as sealing cracks or gaps
  • Calling in a professional exterminator as needed

15. Audio-visual Equipment

  • Inspecting and maintaining audio-visual equipment, such as projectors, speakers, and screens
  • Checking and replacing batteries in remote controls
  • Keeping cords and cables organized and free of damage

16. Kitchen and Food Service Areas

  • Regularly cleaning and sanitizing kitchen equipment and surfaces
  • Checking and maintaining proper refrigeration temperatures
  • Inspecting and maintaining ovens, stoves, and other cooking equipment
  • Ensuring that all food service areas are compliant with health codes and regulations

17. Parking and Transportation:

  • Maintaining parking lots and garages to ensure safe and efficient access to the facility
  • Providing accessible parking spaces for those with disabilities
  • Offering alternative transportation options, such as bike racks or shuttle services

18. Signage

  • Regularly inspecting and maintaining facility signage, such as directional signs or room labels
  • Updating signs as needed to ensure clarity and accuracy
  • Ensuring that signs are compliant with ADA regulations

19. Communication Systems

  • Testing and maintaining communication systems, such as phones and intercoms
  • Ensuring that emergency communication systems are in place and functioning properly
  • Keeping contact information for key personnel up-to-date

Budgeting and Financing for Club Facility Maintenance and Improvement

Budgeting and financing are critical components of any club facility maintenance and improvement plan. 

Here are some considerations for budgeting and financing for club facility maintenance and improvement:

Develop a Comprehensive Plan

The first step in budgeting and financing for club facility maintenance and improvement is to develop a comprehensive plan. 

This should include a detailed assessment of the club's current facilities, identification of areas in need of maintenance or improvement, and a timeline for completion of the work.

Determine the Cost

Once the plan is developed, it is important to determine the cost of the maintenance and improvement work. This includes not only the cost of materials and labor, but also any permit fees or other associated costs.

Prioritize Projects

With the cost estimate in hand, it is important to prioritize projects based on their importance and urgency. This can help to ensure that limited funds are allocated to the projects that will have the greatest impact on member satisfaction and retention.

Secure Financing

Once the projects have been prioritized and cost estimates are available, clubs can explore financing options to fund the maintenance and improvement work. This can include cash reserves, bank loans, or fundraising efforts.

Evaluate ROI

As with any investment, it is important to evaluate the return on investment (ROI) for club facility maintenance and improvement projects. 

This includes considering the impact on member satisfaction and retention, as well as any potential revenue increases resulting from improved facilities.

Consider Ongoing Maintenance Costs 

Finally, it is important to consider ongoing maintenance costs when budgeting for facility maintenance and improvement. Clubs should allocate funds for routine maintenance and repairs to ensure that facilities remain in good condition over time.

Consider the Lifespan of Facility Improvements 

When budgeting for facility improvements, it is important to consider the lifespan of the improvement. 

Some improvements may have a longer lifespan and require less frequent replacement or maintenance, while others may require more frequent replacement or maintenance. This can impact the long-term cost of the improvement.

Plan for Unexpected Expenses 

It is important to plan for unexpected expenses when budgeting for facility maintenance and improvement. This can include unexpected repairs or replacement of equipment, unforeseen issues that arise during construction, or changes in regulatory requirements.

Leverage Technology

Technology can be leveraged to help clubs track maintenance schedules, prioritize projects, and monitor expenses. This can help clubs to identify areas where they can reduce costs, as well as areas where additional investment may be necessary.

Engage Members

Clubs can engage members in the facility maintenance and improvement process by soliciting feedback on areas in need of improvement, as well as providing updates on the progress of maintenance and improvement projects. 

This can help to build member support for these projects and increase member engagement with the club.

Consider outsourcing: 

Depending on the size and scope of facility maintenance and improvement projects, clubs may consider outsourcing some or all of the work to contractors or vendors. 

Outsourcing can help to ensure that work is completed on time and on budget, while also freeing up staff time for other critical club operations.

Addressing Accessibility Concerns in Club Facility Design and Renovation

Addressing accessibility concerns in club facility design and renovation is an important aspect of ensuring that all members are able to fully enjoy and utilize the club's amenities and services. 

Here are some considerations for addressing accessibility concerns in club facility design and renovation:

Compliance with regulations 

Clubs should ensure that their facility design and renovation plans comply with federal, state, and local regulations regarding accessibility, such as the Americans with Disabilities Act (ADA). 

This includes requirements for accessible entrances, paths of travel, and restrooms, as well as accessible parking spaces and signage.

Inclusive Design

Inclusive design goes beyond mere compliance with accessibility regulations and seeks to create spaces that are welcoming and accommodating to people of all abilities. 

This includes considerations such as providing clear signage and wayfinding, designing spaces with sufficient lighting and contrast, and providing options for seating and rest areas throughout the facility.

Universal Design

Universal design is an approach to design that seeks to create spaces that are accessible and usable by people of all abilities, regardless of age or physical ability. 

This includes considerations such as providing multiple points of access to key amenities, designing spaces with low physical effort requirements, and incorporating features such as adjustable-height counters and touchless controls.

Collaboration with Disability Organizations

Clubs can benefit from working with local disability organizations to gain insight into the unique needs and challenges faced by people with disabilities. 

This collaboration can help clubs identify areas for improvement and develop solutions that are effective and inclusive.

Ongoing Evaluation and Improvement

As with any aspect of club operations, it is important to continually evaluate and improve accessibility features in club facilities. 

This includes soliciting feedback from members with disabilities, identifying areas for improvement, and implementing changes as needed.

Case Studies of Successful Club Facility Improvement Projects and Their Impact on Membership Retention and Growth

Here are some examples of successful club facility improvement projects and their impact on membership retention and growth:

The Houstonian Club: 

The Houstonian Club is a private fitness and social club in Houston, Texas. In 2017, the club completed a $45 million renovation that included updates to its fitness center, tennis courts, and dining areas. 

The renovation also added a new spa, outdoor pool, and event spaces. Following the renovation, the club saw a 30% increase in membership, as well as an increase in retention rates among existing members.

Winged Foot Golf Club

Winged Foot Golf Club is a private golf club in Mamaroneck, New York. In 2019, the club completed a $20 million renovation of its clubhouse and golf facilities, which included the addition of a new grill room, lounge, and locker rooms. 

The renovation also updated the club's golf course and practice facilities. Since the renovation, the club has seen an increase in member satisfaction and a renewed interest in golf among existing members, as well as a boost in interest from potential new members.

The Bay Club

The Bay Club is a chain of luxury fitness and social clubs located throughout California. The company has invested heavily in facility improvements over the past several years, including the addition of new outdoor pools, expanded fitness facilities, and updated dining areas. 

These improvements have helped the company increase its membership base by over 20% in the past five years, as well as improve member retention rates.

The Country Club at Mirasol

The Country Club at Mirasol is a private golf and country club in Palm Beach Gardens, Florida. In 2018, the club completed a $40 million renovation that included updates to its golf courses, clubhouse, and fitness center. 

The renovation also added new dining options and an expanded outdoor terrace area. Following the renovation, the club saw an increase in membership inquiries, as well as improved member retention rates.

The Breakers Palm Beach

The Breakers Palm Beach is a luxury resort and club in Palm Beach, Florida. The club recently completed a $30 million renovation of its beach club, which included updates to its dining areas, pool facilities, and beachfront amenities. 

The renovation also added a new fitness center and spa. Since the renovation, the club has seen an increase in membership inquiries and improved member satisfaction ratings.

The University Club of Chicago 

The University Club of Chicago is a private social club located in downtown Chicago. In 2019, the club completed a $7 million renovation of its dining facilities, which included updates to its kitchen, bar, and dining areas. 

The renovation also added a new rooftop terrace with views of the city. Following the renovation, the club saw an increase in event bookings and improved member satisfaction ratings.

Note

These case studies illustrate how club facility improvement can have a positive impact on membership retention and growth. 

By investing in updated and attractive facilities, clubs can create a more enjoyable and engaging experience for members, as well as attract new members who are seeking high-quality amenities and services. 

By carefully planning and executing facility improvement projects, clubs can position themselves for long-term success and growth in a competitive market.

Utilizing Club Property Management Systems for Club Facility Maintenance and Improvement

Club property management systems (PMS) can be a valuable tool for managing club facility maintenance and improvement projects. 

Here are some ways that clubs can use property management systems like Booking Ninja for these purposes:

Maintenance Tracking

Property management systems can be used to track routine maintenance schedules for club facilities, ensuring that equipment and systems are regularly serviced and maintained to prevent breakdowns and prolong the lifespan of equipment. 

Clubs can use the system to schedule regular maintenance tasks and track completion of those tasks, ensuring that nothing falls through the cracks.

Work Order Management

Property management systems can be used to manage work orders for maintenance and improvement projects. 

Staff can create work orders for repairs or upgrades, assign them to specific team members or contractors, and track the progress of the work order through completion.

Cost Tracking

Property management systems can be used to track the costs associated with maintenance and improvement projects. 

This can include tracking expenses for labor, materials, and permits, as well as tracking the total cost of each project. This can help clubs to stay within budget and identify areas where they can reduce costs in the future.

Document Management

Property management systems can be used to store important documents related to club facilities, including maintenance schedules, work orders, and permits. This can help to ensure that all necessary documents are easily accessible when needed.

Project management

Property management systems can be used to manage larger improvement projects, such as renovations or expansions. Clubs can use the system to track progress, assign tasks to specific team members, and ensure that the project is completed on time and within budget.

Key Takeaways

In conclusion, maintaining and improving a club facility requires ongoing attention and effort. However, the benefits of doing so, including a safer and more enjoyable experience for members, can be well worth the investment. 

By following the tips outlined in this article, club leaders can develop a plan for maintaining and improving their facility over time, ultimately creating a space that members can be proud of and enjoy for years to come.



To learn more about the Booking Ninjas club property management system, and how we can help your club’s facility maintenance and improvement, schedule a free call with us right now!

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