An on-site gym needs regular maintenance to keep shared equipment safe, usable and available for residents and guests.
Preventative maintenance can help avoid breakdowns, later costs and inconvenience. A useful plan should cover equipment selection, routine checks, cleaning, records, warranties and service agreements.
How do you maintain a body corporate gym?
Start by confirming what equipment is in the gym and how it is being used. Residents and guests expect equipment to work properly and remain safe, whether they are using free weights, cardio machines or resistance equipment.
A basic maintenance plan should include:
- a list of each item of equipment
- the manufacturer and model
- the user manual or maintenance instructions
- warranty details
- current service agreements
- inspection and cleaning records
- a process for reporting faults
- a process for taking unsafe equipment out of use.
Use the manufacturer’s instructions as the primary guide for technical maintenance. Requirements vary between equipment types, so the same cleaning, lubrication or inspection routine may not suit every item.
It is also useful to provide residents with simple gym rules. These might cover appropriate use, reporting damage, wiping equipment after use and keeping accessways clear. Clear expectations can reduce avoidable damage and help keep the gym suitable for everyone.
For more general information, see our body corporate maintenance factsheet.
Who is responsible for gym equipment in a body corporate?
Gym equipment is not automatically common property, and the committee or caretaker may not be responsible for every maintenance task.
The Body Corporate and Community Management Act 1997, known as the BCCM Act, works with the scheme’s registered survey plan and regulation module to determine maintenance responsibilities. The survey plan shows the boundaries of the lots and common property, while the community management statement identifies the regulation module. These documents help establish whether the body corporate or a lot owner is responsible for particular maintenance.
Check:
- the registered survey plan
- the community management statement
- any relevant by-laws
- caretaker or service agreements
- warranties and equipment hire or service contracts
- previous body corporate decisions.
The committee is responsible for the administrative and day-to-day running of the body corporate. This includes making decisions on its behalf and putting lawful decisions into place. A body corporate manager may also be authorised to carry out some or all of the committee’s powers.
If the gym is on common property and the body corporate is responsible for it, the body corporate must maintain that common property in a good and structurally sound condition.
The committee may need to distinguish maintenance from an improvement. Replacing equipment with a similar item may be maintenance, while adding, removing or substantially changing something may be an improvement. The approval required for an improvement depends on the cost and regulation module.
Our article on caretakers and maintenance responsibilities provides further practical guidance on checking these arrangements.
What should a body corporate gym inspection checklist include?
Inspect equipment regularly and keep a record of each inspection. The frequency should reflect the equipment, its condition, how heavily it is used and the manufacturer’s instructions.
A checklist can include:
- loose, missing or damaged parts
- unusual movement, noise or vibration
- frayed cables, worn belts or damaged ropes
- cracked, torn or unstable seats, benches and pads
- secure attachments on barbells and dumbbells
- rust, breakage or excessive wear on free weights
- damaged power cords, plugs or controls
- clear access around each item
- visible warning labels and user instructions
- the date, person responsible and action taken.
Free weights have fewer mechanical components than powered or resistance machines, but they still need regular maintenance. Check attachments, handles, collars, surfaces and storage.
Powered and resistance equipment needs careful visual inspection because cables, belts, ropes and other components can loosen, wear or break. Keep hands and other body parts away from moving components during checks.
The inspection record should show whether the item was safe to remain in use, needed monitoring or had to be removed from use. This record also helps the committee track recurring faults and plan future spending.
How should gym machines and free weights be serviced?
Follow the user manual or manufacturer’s maintenance instructions for each item. A lubricant, cleaning product or repair method that worked on one machine may not be suitable for another.
Before cleaning or maintaining powered equipment, isolate the power as directed by the manufacturer. A qualified person should complete technical isolation, servicing and repairs where necessary.
For free weights, look for:
- loose handles or attachments
- damaged collars
- rust or corrosion
- cracks or breakage
- worn surfaces that could affect safe handling
- unstable or overloaded storage.
For machines, check visible cables, belts, pulleys, tracks, fasteners and covers. Do not reach into moving equipment or attempt to adjust a component while it is operating.
A contractor or qualified technician should assess faults that are beyond the committee’s, caretaker’s or manager’s competence. Repair safety hazards or replace the equipment promptly.
Moving gym equipment also requires planning. Equipment may be heavy and hazardous to move or maintain, so use appropriate assistance or a qualified contractor rather than attempting to move it alone.
How often should a shared gym be cleaned?
Cleaning should be scheduled according to gym usage, the type of equipment and the manufacturer’s instructions. A busy gym may need more frequent attention than a lightly used facility.
Wipe mats, seats, benches, consoles and pads regularly with suitable, manufacturer-approved products. Cleaning helps manage dirt, sweat and material build-up, and helps protect surfaces, fabrics, covers and moving parts from deterioration.
A practical cleaning plan can separate tasks into:
- After use: encourage users to wipe shared contact surfaces.
- Routine cleaning: clean mats, seats, benches, consoles and pads according to usage.
- Scheduled checks: clean less accessible areas and inspect for build-up, corrosion or damage.
- As needed: respond to spills, visible dirt or contamination promptly.
Place signs in suitable locations asking users to wipe equipment after use. Accessible paper towels and appropriate cleaning products can support this shared approach.
Avoid spraying products directly into electrical components, screens, bearings or other areas where moisture may cause damage. When in doubt, follow the equipment manual or ask the manufacturer or service contractor.
What should you do with unsafe or damaged gym equipment?
Stop using equipment that is faulty, damaged or presenting a safety hazard. Clearly mark it as out of order and prevent access until it has been assessed.
The action required will depend on the problem. Some issues may need a manufacturer-approved replacement part, while others may require a qualified technician or complete replacement. Keep a record of the fault, the action taken and when the equipment was returned to service.
Gym users must not use common property in a way that causes a nuisance or hazard, or unreasonably interferes with another person’s use and enjoyment of the common property.
Tell residents how to report faults and explain that out-of-order equipment must not be used. If access to the gym, noise or user behaviour creates an ongoing nuisance or hazard, the body corporate should follow the appropriate process. People should first try to resolve a nuisance or hazard directly, preferably in writing, before taking further dispute resolution steps.
You can also read our guidance on keeping common property free of hazards.
How should the committee budget for gym maintenance?
Include gym maintenance in the body corporate’s budget rather than waiting for equipment to fail. Allow for inspections, cleaning supplies, servicing, replacement parts, repairs and eventual equipment replacement.
Keep warranties and service agreements current, and review whether they cover labour, parts, call-outs and routine servicing. Compare the expected cost of maintaining older equipment with the cost of replacing it, while considering whether a proposed replacement is maintenance or an improvement.
Committee spending is restricted, and money must be available in the budget before the committee spends it. If there is not enough money, the committee may need to call a general meeting to amend the budget or raise a special levy.
Where a replacement changes the gym or adds new equipment, check whether it is an improvement and obtain the required approval before committing to the work. The body corporate or committee must consider whether proposed work is maintenance or an improvement when deciding what approval is needed.
A written maintenance schedule, inspection register and realistic budget can help the body corporate keep the gym safe and usable without relying on last-minute repairs. If you need help reviewing maintenance responsibilities or service arrangements, contact our team at reception@stratacare.com.au.
