PROJECT CHARTER | Costa Asset Management

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Car Park Scheduled Maintenance Programme

Civic Centre Carpark - 21 Gheringhap St, Geelong VIC 3220

Prepared for: Stephanie Davie | Costa Asset Management

Prepared by: Ivan Jeličić | Maxi Blue Pty Ltd

Date: 12/09/2025

  • T: 1300 MAXIBLUE (1300 629 425)
  • A: 3/67 Pakington Street, Geelong West VIC 3218

1.0 | About the Project Charter

The Project Charter is an alignment document that ensures transparency and consistency, outlining scope, objectives, responsibilities, risks, and key expectations. It sets the foundation for the Service Agreement, Scope, and Project Plan, clarifying roles, decision-making, and delivery.

More than a document, it’s a starting point for a great working relationship built on clear communication, shared goals, and a commitment to success.

We look forward to discussing your project and supporting Costa Asset Management in the ongoing maintenance of the Civic Centre Car Park.

Yours sincerely


Ivan Jeličić | Director | Maxi Blue Painting Property Services


2.0 | Project Details

3.0 | Executive Summary

3.1 | Rationale

The transition from reactive to scheduled maintenance for the Civic Centre Car Park in Geelong offers Costa Asset Management a strategic opportunity to enhance operational efficiency, reduce costs, and improve asset longevity. Reactive maintenance is costly and unpredictable, often leading to unplanned downtime, emergency repairs, and safety risks.

Adopting a Scheduled Maintenance Programme delivers measurable benefits:

  • Lifecycle Cost Savings: Based on industry data and case studies from similar assets, we confidently estimate that a Scheduled Maintenance Programme will reduce repair and maintenance costs by a conservative estimate of 33% (up to 50%) over the asset's lifetime. By acting early, regular inspections and maintenance can prevent minor issues from becoming major structural defects.
  • Extended Asset Lifespan: Proactive upkeep extends the life of infrastructure by 15% to 20%, reducing the frequency of expensive repairs.
  • Improved ROI: Properly maintained facilities not only reduce downtime but also optimise revenue potential by maximising parking availability; an essential factor for attracting local businesses and their employees. Moreover, a well-managed car park creates opportunities for diversified revenue streams, enhancing existing operations through initiatives such as digital advertising space, premium secure parking options, boutique café tenancies, and sub-letting arrangements for value-added services (e.g., car detailing). These enhancements elevate the facility’s commercial viability while improving the user experience and long-term asset value.

The proposed transition from reactive maintenance to scheduled maintenance aligns with Costa Asset Management's goal to "Enhance profitability, minimise risk, and ensure the long-term sustainability of the asset". By investing in proactive maintenance, we believe that Costa Asset Management is positioning the Civic Centre Car Park as a model of operational excellence—an asset the local community can continue to use and enjoy for many years to come.


"This project represents a strategic initiative that can enhance operational efficiency and drive long-term value for stakeholders. With clear objectives, a defined scope, and extensive knowledge of your asset and way of working, we are well-positioned to assist you with a successful maintenance programme."

3.3 | Challenges

The Civic Centre Car Park in Geelong is at a critical juncture, requiring an immediate transition from reactive to scheduled maintenance to address significant safety, regulatory, and financial risks. The current state of the facility poses serious challenges:

  • Public Safety Risks: The risk of concrete falling onto cars or pedestrians is a pressing concern, potentially leading to severe injuries, fatalities, or property damage. Such incidents expose Costa Asset Management to significant litigation risks under the Occupational Health and Safety Act (2004) and WorkSafe Victoria guidelines 2.
  • Regulatory Non-Compliance: The facility must meet its obligations under the Australian Building Act (1993), Building Regulations (2018), and other safety standards. Failure to comply could result in penalties or operational restrictions.​
  • Financial Inefficiencies: Reactive maintenance is costly due to after-hours work premiums, higher administrative burdens, and limited negotiation leverage with suppliers. Scheduled maintenance offers cost savings—reducing expenses by a conservative estimate of 33% (up to 50%).

3.4 | Benefits

Transitioning to a Scheduled Maintenance Programme can deliver measurable benefits:

  • Enhanced Safety
    Proactive repairs will mitigate risks associated with falling debris and structural failures.
  • Regulatory Compliance
    A structured approach ensures adherence to all relevant building codes and safety standards.
  • Cost Efficiency
    Scheduled maintenance reduces emergency repair costs, extends asset lifespan by 15% to 20%, and minimises downtime, enabling increased parking revenue and premium service opportunities.
  • Asset Lifecycle Optimisation
    Extended longevity of assets, thereby reducing future capital outlays.
  • Operational Continuity
    Our phased approach maintains revenue by using sectioned work zones and traffic diversions
  • Bargaining Power
    The potential to negotiate more favourable insurance premiums based on a demonstrably reduced risk profile.

Geelong's Civic Centre Car Park, like other ageing infrastructure in the region, is at risk of "concrete cancer." Investing in scheduled maintenance now ensures public safety, regulatory compliance, and long-term cost savings, creating a safe and sustainable community asset.​​

3.5 | Supporting articles

WorkSafe Victoria

Safety in workplace car parks | WorkSafe Victoria

Information about eliminating or reducing risks to health and safety in workplace car parks.

Geelong Independent

Concrete cancer eating Geelong's buildings | Geelong Independent

By JOHN VAN KLAVEREN NUMEROUS Geelong buildings riddled with concrete cancer will cost owners millions of dollars in repairs, a […]

4.0 | Business Case & Project Purpose

4.1 | Current challenges | Why this is so important today

1

Structural Risks

Cracking in the concrete soffits has led to debris falling, creating hazards for vehicles and pedestrians.

2

Trip Hazards & Surface Wear

Raised line marking, uneven surfaces, and unsealed cracks increase liability risks.

3

Operational Disruptions

The absence of a maintenance schedule results in costly emergency repairs that cause disruption.

4

Aesthetic Degradation

Fading paint, efflorescence, and damaged surfaces diminish the asset's overall appeal, reflecting a suboptimal customer experience.

4.2 | Proposed Solution | Economies of scale and efficiency

A structured approach to maintenance will address the aforementioned issues effectively and efficiently while maintaining facility operations. Maxi Blue proposes implementing a Scheduled Maintenance Programme that maximises asset value and upkeep while reducing long-term costs and risk.

4.3 | Cost Analysis | Scheduled v Project-Based v Reactive Maintenance

Our proposed Scheduled Maintenance Programme delivers significant cost savings—reducing expenses by between 33% and 50% compared to reactive approaches. These cost estimates are based on a like-for-like cost comparison and demonstrating that a proactive approach not only enhances operational efficiency and reliability but also provides substantial long-term financial benefits.

5.0 | Case Studies | Industry Benchmarking

Quantifying the long term value of scheduled maintenance


5.11 | Knox City Council | Carpark Asset Management Plan

Link | (Knox City Council)

  • A 2012 audit of Knox City Council’s carparks revealed that 65% of sealed carparks were in poor or failed condition due to historic underfunding and lack of proactive maintenance.
  • Recommendations included introducing crack sealing and routine maintenance activities to extend the lifespan of carparks and reduce the frequency of costly renewals.
  • This demonstrates that reactive maintenance leads to significant deterioration, while proactive measures like crack sealing and trip hazard elimination can prevent further degradation.

5.12 | Key Findings

5.13 | Conclusion

The report supports the argument that scheduled maintenance is crucial for maintaining carpark assets in safe, functional condition. The services listed (efflorescence removal, concrete repairs, caulking, painting, etc.) align with key recommended maintenance actions in the plan. A structured, proactive approach would not only ensure compliance with safety standards but also lead to cost efficiencies and longer-lasting infrastructure.


5.21 | Hornsby Shire Council | Parking Management Study

Link | (Hornsby Shire Council)

  • This study emphasised the importance of line marking updates and compliance improvements in carparks to ensure safe navigation and efficient use of space.
  • Proactive line marking enhancements reduced confusion among users and improved traffic flow.

The document highlights the importance of proactive and reactive maintenance, emphasizing that scheduled maintenance helps mitigate risks, extend asset lifespan, and maintain service expectations.

5.22 | Key Findings

5.23 | Conclusion

The document strongly supports the necessity of scheduled maintenance across all listed services. It emphasizes that proactive maintenance reduces reactive costs, enhances safety, and extends asset lifespan, aligning with best practices in carpark asset management.

6.0 | Benefits

A proactive maintenance strategy enhances operational planning, extends asset longevity, and strengthens organisational efficiency. By mitigating compliance risks and minimising operational disruptions, management can redirect resources toward high-value strategic initiatives.

Driving cost efficiencies and negotiating favourable supplier agreements contributes to long-term financial stability, while the introduction of premium service offerings unlocks new revenue opportunities and enhances the facility’s market positioning. Additionally, an enhanced environment increases the site’s attractiveness for high-value outdoor advertising.

6.1 | Economic Benefits

  • Better budget forecasting and cost distribution over time.
  • Increased asset valuation and asset life span.
  • Lower administrative costs
  • Favourable supplier terms based on volume
  • Potential to negotiate on insurance premium
  • Increased loyalty and recurring revenue
  • Reduced risk of liability.
  • Potential for new premium services (parking services).

6.2 | Operational Benefits

  • A phased approach ensures work is performed in a controlled manner.
  • Reduced managerial workload creates time for strategic projects
  • Reduced downtime & interruptions to operations
  • Improved traffic management.
  • Less time handling disputes and complaints.
  • Reduced traffic congestion within the carpark due to reactive repairs.
  • The flexibility to plan maintenance according to seasonal conditions, focusing on undercover areas during colder months and external / rooftop spaces in warmer weather.

6.3 | Regulatory Benefits

Reduced compliance risk in relation to:

  • Australian Building Act (1993).
  • Building Regulations (2018).
  • OH&S Standards Act (2004).
  • Avoid WorkSafe Victoria compliance and liability claims.

6.4 | Aesthetic Benefits

  • Better public impression.
  • Lasting durability.
  • Improved brand reputation and brand loyalty.
  • Improved profile in the local community. An overall better customer experience.
  • Potential to gain media coverage and improve brand reputation and brand exposure.

7.0 | Project Phases

7.1 | Overview of Project Phases

1

Phase 1

Immediate & Urgent Safety & Structural Risk Mitigation

2

Phase 2

Core Structural Repairs & Compliance Work

3

Phase 3

Line Marking & Accessibility Enhancements

4

Phase 4

Exterior Painting & Long-Term Protection

5

Future Phases | TBA Post Project

Consistent Maintenance, Ongoing Compliance, Enhanced Longevity.


7.2 | Project Phases


Phase 1

Immediate Safety & Structural Risk Mitigation

Focus: Addressing High-Risk Structural Issues

  • Removal of loose concrete & patching cracks in soffits (high-priority areas first).
  • Rust treatment for exposed reinforcements.
  • Grinding & concrete filling to eliminate trip hazards.
  • Temporary line marking & where required (eg. Roof-top etc)
  • Traffic management & controlled section closures.

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Phase 2

Core Structural Repairs & Compliance Work

Focus: Completion of Soffit, Blockwork & Precast Panel Restoration

  • Final soffit repairs and repainting.
  • Repainting of precast panel walls and columns.
  • Line marking enhancements and compliance updates.
  • Traffic flow adjustments based on assessments.

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Phase 3

Line Marking & Accessibility Enhancements

Focus: Ensuring Safe Navigation & Efficient Use of Space

  • Permanent re-marking of parking bays, pedestrian zones, and compliance markings.
  • Final concrete sealing & hazard identification.

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Phase 4

Exterior Painting & Long-Term Protection

Focus: Aesthetic & Durability Improvements

  • Exterior wall, entry/exit zone repainting & anti-slip coatings.
  • Final inspections & touch-ups

8.0 | Scope | Inclusions and Exclusions

8.1 | Scope 1 | Soffit Repairs, Caulking & Painting

8.2 | Scope 2 | Walls / Blockwork / Precast Panel Repairs & Painting

8.3 | Scope 3 | Concrete Floor Repairs & Grinding of Linemarking

8.4 | Scope 4 | Linemarking – Carpark, Walkways & Safety Zones

8.5 | Scope 5 | General Painting (Internal & External Public Areas)

8.6 | Other Exclusions | General

8.70 | Variations to Scope | Major vs Minor Variations

8.71 | Major Variations

Large variations to the scope of works will need to be approved through our Variation Request Process and quoted separately (Refer to following page). In the event of a significant variation in scope, Maxi Blue will collaborate with Costa Group to find the most cost-effective and efficient alternative.

8.72 | Minor Variations

When possible, Minor variations that do not impact schedules, timelines, resource requirements and costs, will not incur additional fees.

8.8 | Variation Request Process

1

Variation Request (Service Adjustment Proposal)

Costa Group submits a written request outlining the required changes to the Scheduled Maintenance Programme. This may include additional repairs, revised scheduling, or new service requirements based on evolving site conditions.

2

Assessment & Estimation

Maxi Blue will review the request, assess feasibility, and provide:

  • A cost estimate for the variation
  • An evaluation of potential impacts on service schedules and operational efficiency
  • Recommendations for alternative solutions if required
3

Approval & Scheduling

Work will proceed only after written approval of the estimated variation cost and necessary timeline adjustments. If the change affects ongoing service commitments, it will be reviewed in line with contractual obligations.

4

Implementation & Execution

Once approved, the variation will be incorporated into the Scheduled Maintenance Plan, ensuring seamless integration with existing services. Work will be carried out in accordance with Costa Group’s operational needs to minimise disruption to the Civic Car Park.

5

Tracking & Reporting (Change Register)

All approved variations will be logged in the Maintenance Change Register, ensuring full transparency and accountability. Regular progress updates will be provided through Maxi Blue’s reporting system, and any issues will be flagged during scheduled review meetings.

6

Service Completion & Review

Upon completion, the variation will be reviewed as part of Maxi Blue’s ongoing maintenance reporting. Feedback from Costa Group will be incorporated into future maintenance planning to drive continuous improvement.

9.0 | Project Management Approach

Maxi Blue will employ a Waterfall approach to manage key deliverables, ensuring a structured, sequential workflow from planning to handover. This approach features clear dependencies, milestones, and accountability.

For variations, an Agile approach will allow for flexible, iterative adjustments, ensuring a rapid response to scope changes, site conditions, or client requests without disrupting the overall schedule.

This hybrid model balances stability with adaptability, maintaining efficiency while accommodating necessary changes.

9.1 | Waterfall Approach | In Scope Deliverables

Maxi Blue will implement a Waterfall approach to manage key deliverables, ensuring a structured and sequential workflow from planning to handover, with clearly defined milestones and dependencies.

9.2 | Agile Approach | Variations & Reactive maintenance

For out-of-scope variations and emergency responses, Maxi Blue will implement an Agile project management approach. This enables flexible, iterative adjustments while ensuring rapid assessment, stakeholder collaboration, and efficient execution through short, iterative sprints. This hybrid model balances the stability required for long-term project success with the responsiveness needed to address urgent requests and fulfil our reactive maintenance commitments to Costa Group, ensuring core project deliverables remain on schedule while seamlessly integrating reactive maintenance services.

10.0 | Risk, Mitigation & Contingencies

Our proactive approach to risk management enables us to identify and address potential issues before they escalate. This minimises disruption and ensures continued productivity, even when circumstances do not proceed as planned.

10.1 | Risk Impact Summary

A full comprehensive risk assessment can be provided upon request.

11.0 | Project Governance & Quality Control

Maxi Blue ensures transparency, compliance, and efficiency through structured reporting and oversight. Monthly progress reports will update Costa Asset Management on completed and upcoming work, with quarterly reviews assessing performance and refinements. A final assessment and quality assurance sign-off will follow project completion.

Any delays or challenges will be escalated immediately with a revised action plan. Annual audits will ensure compliance, with before-and-after photo and video evidence documenting completed work. Regular quality control assessments will be conducted, with external specialists engaged as needed. Operational teams will manage execution, while the corporate team oversees strategy, risk, and compliance.

12.0 | Compliance

1

Work Health & Safety (WHS) Compliance:

All work is conducted in accordance with the Work Health and Safety Act and relevant Australian Standards, ensuring a safe environment for workers, clients, and the public.

2

Environmental Responsibility:

Commitment to sustainable practices, including waste minimisation, responsible disposal of materials, and compliance with environmental regulations.

3

Quality Assurance:

Regular inspections by Maxi Blue management to uphold high standards. Where required, independent specialists may be engaged for structural assessments and remedial recommendations.

4

Incident & Hazard Reporting:

A structured reporting process for incidents, near misses, and potential hazards, with immediate risk mitigation and corrective actions implemented.

5

Regulatory & Industry Compliance:

Ongoing monitoring and adherence to Safe Work Australia guidelines, state-based WHS legislation, and industry best practices.

13.0 | A Little Bit About Us

At Maxi Blue, we specialise in commercial property maintenance, ensuring assets remain in optimal condition with minimal disruption. As a trusted partner for asset managers, we deliver reliable, proactive solutions that enhance operational efficiency, safety, and long-term asset value.

Respect is the foundation of our values and underpins everything we do. Through Reliability, Responsiveness, and Resourcefulness, we provide seamless property maintenance solutions, ensuring that Costa Asset Management’s portfolio is protected and optimised for sustained performance.

Ensuring Business Continuity Through Proactive Maintenance

Unplanned downtime can significantly impact operations, revenue, and reputation. Our Scheduled Maintenance Programme is designed to mitigate risk, minimise disruption, and ensure uninterrupted functionality. By proactively identifying and addressing potential issues, we prevent costly emergency repairs and safeguard long-term asset integrity.

Why Partner with Maxi Blue?

🔹 Respect at Our Core – We uphold the highest standards of professionalism, accountability, and client care in every interaction.

🔹 Unmatched Reliability – Our proactive maintenance approach ensures business continuity, preventing costly downtime and operational disruptions.

🔹 Rapid Responsiveness – We act swiftly to address urgent maintenance needs, maintaining seamless operations across your asset portfolio.

🔹 Strategic Resourcefulness – We provide innovative, cost-effective solutions that extend asset life and optimise investment returns.

🔹 Cost-Effective Asset Management – Our Scheduled Programmes reduce emergency repairs, extend asset lifespan, and support long-term financial planning.

🔹 Safety & Compliance First – We adhere to the highest industry standards, ensuring regulatory compliance and minimising risk exposure.

🔹 Minimal Disruption, Maximum Value – Our tailored approach aligns with operational schedules, ensuring maintenance is executed efficiently and with minimal interruption.

As a Dulux Accredited Provider and industry leader in commercial coatings and property services, Maxi Blue is the trusted partner for asset managers seeking seamless, high-quality maintenance solutions. We look forward to collaborating with Costa Asset Management to safeguard the Civic Centre Car Park, ensuring its continued functionality, safety, and long-term performance.

14.0 | Your Investment

We estimate Costa Group's investment in this project to be between $645K + GST (15 Months)
and $720K +GST (24 Months).

This estimate is based on the projected scope, costs, and timelines.

This budget range will be finalised as a fixed-price quotation once the requirements and scope as outlined in this Project Charter are formally agreed upon.

Option 1

15 Month Scheduled Program

Est. Budget: $645k (+GST)

Emergency Fund: $64k (+GST)


Option 2

24 Month Scheduled Program

Est. Budget: $720k (+GST)

Emergency Fund: $72k (+GST)

14.1 | Cost Control Measures

To ensure budgets are being met and costs are controlled effectively, regular financial monitoring and reporting will be conducted by our team. Any deviations from the estimated investment will be promptly communicated to stakeholders for timely decision-making and adjustments as needed.

14.20 | Contingency Budget / Emergency Fund


14.21 | The Emergency Fund

We recommend allocating a 10% Emergency Fund to cover unforeseen expenses, such as those arising from market volatility or unexpected project variables. This financial safeguard preserves the integrity of the core budget and ensures that project momentum can be maintained without disruption.

An Emergency Fund Access Protocol will outline the approval process, ensuring transparency and Cost Asset Management involvement in the event of any unforeseen variations. Regular project updates will assist in minimising the need to access the fund.


14.22 | Scenarios that may qualify access to Emergency Fund

  • Economic & Market Disruptions – Sudden shifts in material, labour, or operational costs due to economic conditions, regulatory changes, or compliance updates.
  • Supply Chain & Logistics Failures – Material shortages, transport delays, supplier failures, or infrastructure disruptions.
  • Environmental & Workforce Challenges – Extreme weather, natural disasters, site contamination, strikes, or public health crises affecting labour availability.
  • Legal, Contractual & Security Risks – Disputes, insurance delays, vandalism, theft, or unexpected site hazards.
  • Client & Project Scope Adjustments – Modifications required due to market conditions, regulatory requirements, or unforeseen project complexities.
  • Other Unforeseen Emergencies – Exceptional, unpredictable events beyond the project’s control impacting delivery or safety.


14.23 | Emergency Fund Access Protocol

1

Assessment & Justification

We will assess the issue’s impact and prepare a detailed report outlining potential risks and required funds.

2

Client Approval

The report is submitted for review, including a cost breakdown. Funds are allocated only with client approval.

3

Implementation & Tracking

Approved funds are used efficiently, with all expenditures documented and a summary report provided.

4

Review & Replenishment

If further challenges arise, together with the client we will reassess the fund’s adequacy. Any unused funds remain available until project completion.

15.0 | Next Steps

1

Initial Discussion with client to align scope with needs

Define project scope and objectives, align stakeholder expectations, and assess feasibility, risks, and resource requirements.

2

Drafting the Project Charter

Document project purpose, goals, stakeholders, budget, and timeline. Define roles and responsibilities, and outline governance structure and approval process.

3

Stakeholder Review & Approval

Present charter to key stakeholders, address feedback, make necessary revisions, and secure formal approval and sign-off.

4

Legal Documentation

Establish Planned Preventative Maintenance (PPM) Contract and Service Level Agreement (SLA) defining performance standards and responsibilities.

5

Kick Off Preparation

Communicate charter details, finalise resource allocation and procurement, and develop high-level project schedule.

6

Project Commencement

Hold kick-off meeting to align teams, establish workflows, begin project execution, and monitor initial progress.

We invite you to reach out and have a chat about your scheduled maintenance needs

Maxi Blue | MXB Commercial Solutions