PORTSMOUTH REDEVELOPMENT &HOUSING AUTHORITY DEPARTMENT OF HOUSING MANAGEMENT MAINTENANCE PLAN

Transcription

1 PORTSMOUTH REDEVELOPMENT &HOUSING AUTHORITY DEPARTMENT OF HOUSING MANAGEMENT MAINTENANCE PLAN

2 TABLE OF CONTENTS GENERAL INFORMATION... 3 STAFFING PLAN... 3 GOALS AND OBJECTIVES... 3 WORK ORDER PROCESSING... 3 ROUTINE AND SEASONAL WORK... 4 ANNUAL INSPECTIONS... 4 VACANT UNIT TURNOVER... 5 PREVENTATIVE MAINTENANCE... 6 EMERGENCY SITUATIONS... 6 SERVICE CONTRACTS... 7 MATERIALS, SUPPLIES, AND EQUIPMENT... 7 BUDGET... 7 Appendix A Maintenance Services Organizational Chart Appendix B Maintenance Services Goals and Objectives Appendix C Preventative Maintenance Schedule

3 GENERAL INFORMATION The Housing Authority of the City of Portsmouth was established September 13, 1938 in accordance with the Virginia Housing Authorities Law of 1938 and charged with the responsibility for clearing the slums of Portsmouth to provide housing for that segment of the population who could not be adequately housed by private enterprise. The Portsmouth Housing Authority was the first such Authority established in the State of Virginia. The Authority owns and operates twelve affordable housing developments: Dale Homes (296 units), Swanson Homes (210 units), Lincoln Park (178 units), Pine Street (58 units), Westbury Holley Square (59 units), The Cottages (16 units), Kings Square (57 units), Phoebus Square (122 units, elderly), Hamilton Place (84 units), Hamilton Place II (84 units), Effingham Plaza (178 units, elderly), Hope Village (48 units), and Seaboard Square I (121 units) and Seaboard Square II (100 units). The mission of the Housing Authority's Board of Commissioner's is to promote adequate and affordable housing, economic opportunity, and a suitable living environment free from discrimination. STAFFING PLAN The Executive Director is responsible for the day-to-day operation of the Housing Authority. The Executive Director implements policies and procedures instituted by the Board of Commissioners. All staff answers to the Executive Director or his/her designee. The Authority's strategy for the meeting the day-to-day maintenance needs of its properties is done on site in accordance with the asset management model. An organizational chart of the Department of Housing Management is contained in Appendix A. GOALS AND OBJECTIVES The goals and objectives of the Authority's Housing Management Maintenance Services are to maintain each and every development to meet and exceed all maintenance related Public Housing Assessment System (PHAS) indicators, and to properly utilize the existing staff with a reasonable amount of overtime, within budget and on schedule. A detailed description of the goals and objectives for Maintenance Services is contained in Appendix B. A. WORK ORDER PROCESSING The basic processing of work orders will be as follows: 1. Origination The issuance of a regular work order may be based upon information received from residents, staff, commissioners, or the general public. When information received in the Work Order Call Center/ Rental Office indicates a work order needs to be issued, it is the administrative staff s responsibility to ensure the expeditious computer input and issuance of the work order. 2. Assignment The method used to assign work orders is based upon the work required. Depending on the location and the nature of the work order it could be assigned to on-site management and maintenance of that development. Once the work order is given to the Maintenance Supervisor, he/she then assigns the work to a specific maintenance mechanic based upon the knowledge, skills, and abilities of the assigned mechanics. However, it is expected that work orders will generally be completed in sequence, without regard to the degree of difficulty associated with its completion. If the assigned maintenance mechanic cannot complete any portion of the work order, he/she will immediately notify the Supervisor of the problem.

4 3. Closing At completion of all work items on a work order, the maintenance mechanic will completely fill out and sign the work order form. All completed work orders will be returned to the Property Manager or Maintenance Supervisor each day. If the resident is not present once the work is completed, the mechanic will leave a door hanger on the entry door detailing the repair that was performed. If the resident is present, a copy of the Work Order will be provided to the resident for signature to acknowledge that the repair was performed. At receipt of completed work order forms, it is the responsibility of the management staff to ensure the expeditious updating of the work-order computer records, including the posting of any associated resident charges. The updating and closing of work-order records should normally be accomplished within 24 hours of receipt of completed work orders in the Work Order Rental Office. B. ROUTINE AND SEASONAL WORK There were over 13,770 routine and seasonal work orders performed in fiscal year 2017, while it is anticipated that there will be over 16,000 routine and seasonal work orders performed in fiscal year It is anticipated that the Authority will continue to perform an estimated 16,000 routine and seasonal work orders in fiscal year The twenty-one maintenance employees that comprise the working staff of maintenance for each site will complete those work orders that are anticipated in fiscal year Typically, Dale Homes accounts for 30 % of these work orders while Lincoln Park accounts for 25% and Swanson Homes 20%. Westbury and Seaboard Square and Hamilton Place account for the additional 25%. To assist the maintenance operation, the Authority will continue, as needed its service contracts to address pest control, solid waste management and disposal, landscaping, elevator services, temporary personnel services, and its indefinite quantity contracts for general contractor service and emergency electrical services. C. ANNUAL INSPECTIONS Living units and major systems inspections are required annually to meet PHAS requirements. The Authority plans to contract the performance of its annual living unit inspections and its major system inspections. The inspections will be evenly scheduled to allow time for corrective and follow-up work. I. Frequency All dwelling units of the Authority will be inspected at least once annually. A move-out inspection will be conducted in all vacant apartments within 24 hours after becoming vacant. 2. Standard All inspections will utilize the HUD REAC Uniform Physical Condition Standards (UPCS) inspection protocol. All conditions noted during any inspection, which do not meet UPCS will are documented.

5 3. Correction of Deficiencies a. Exigent Health and Safety Hazards and Fire Safety Hazards Violations All Exigent Health and Safety and Fire Hazards identified during any inspection will require the following actions: 1) Documentation on a Notification of Exigent and Fire Safety Hazards form in the Defect Type and Comment columns at the applicable item number. 2) Issuance of, or-inclusion on, a Work Order specifying the action needed for correction of the Exigent Health and Safety Hazard and/or Fire Safety Hazard violation. Any work order issued which includes work to correct an Exigent Health and Safety Hazard and/or Fires Safety Hazard violation must be unit-specific. That' is, it must deal with only one unit. b. Deficiencies Which Are Not UPCS Violations For all deficiencies identified during an inspection that will require repair work, but are not UPCS violations, issuance of, or inclusion on, a Work Order specifying the action needed for correction of the deficiency will be required. c. Goals It is the goal of the Authority that identified deficiencies is corrected as follows: 1) UPCS violations, which constitute an Exigent Health and Safety Hazard and/or Fire Safety Hazard, as defined by HUD, should be alleviated, or corrected within 24 hours. 2) All identified deficiencies which do not constitute UPCS violations should be corrected within an average of 20 calendar days. D. VACANT UNIT TURNOVER The Authority has a staff/contractors assigned to each housing community to return vacant apartments to occupancy in less than 10 days. In addition, in the case of an excessive amount of vacancies or extensive damage to an apartment, additional in-house resources will be used to augment existing resources, if necessary, outside contractors may be utilized to expedite the return of vacant units for occupancy. The procedures for preparing apartments for occupancy are: 1. Upon vacancy, apartments will be inspected by the Property Manager or designee, who will prepare, or who will cause to be prepared, a punch list of items to-be inspected, repaired, or replaced in the vacant apartment. 2 The list of work items for the apartment will be provided to the Work Order Call-Center's/Rental Office administrative staff, which will issue a work order for the apartment to be made ready for occupancy.

6 3 The Maintenance Supervisor will be responsible for assignments of all work orders to maintenance mechanics. 4 A listing of items to be accomplished will be provided to the maintenance mechanic. 5 The maintenance mechanic will check off items listed as they are completed. 6 Upon completion of all items listed and any other items that may be listed on the Work Order form, the maintenance mechanic will complete the Work Order form arid return it to his/her Property Manager or Maintenance Supervisor who, in turn, reviews the work order form for completeness and submits it's to the Work Order Call-Center/Rental Office. 7 The Maintenance Supervisor will then inspect the apartment to ensure all maintenance items have been accomplished. If deficiencies are found, the Maintenance Supervisor will take the necessary steps to have the deficiencies corrected. 8. The Maintenance Supervisor will then notify the Management Staff that maintenance repairs have been completed in the apartment The Maintenance Services Administrative Coordinator or designee will then schedule the apartment for city inspection and notify Occupancy of the pending Inspection date and time. E. PREVENTIVE MAINTENANCE The Authority has developed a PM schedule (Appendix C) that results from its annual inspection of units and systems for each development. This enables the mechanics and inspectors to perform selected PM activities on a quarterly basis in conjunction with the normal routine work orders and emergencies without disruption or creating a significant demand for overtime to accomplish the task. Each community has its own preventative maintenance plan and schedule. All units have the HVAC filters changed and batteries changed for the smoke/carbon monoxide detectors on a quarterly schedule and the systems troubleshoot for leaks, temperature changes, wear and tear on parts, etc. The PM schedules have been designed to allow sufficient time for other maintenance work and to program those seasonal PM requirements into the proper sequence so that the entire PM program will be completed on a timely cost-effective basis. F. EMERGENCY SITUATIONS Emergencies arise when a resident and/or Authority staff is faced with a health or life-threatening situation or there is a condition which might result in serious structural or system damage if not corrected within a 24-hour period. Emergencies will fall into one of two categories those happening during the regular workday or those that occur after hours or on weekends. The Authority will alleviate and/or abate emergency situations that occur during the regular work hours. The Emergency Crew will perform emergency situations that cannot be completed prior to normal close of business. The Authority has information and procedures for emergency situations contained in its Guidelines for Emergency Service and Auxiliary Work Assignments Manual, which is available in each community office, work order call-center, central office and to all designated emergency personnel G. SERVICE CONTRACTS The Authority has contracted with outside firms to provide pest control, cellular communications/ two way

7 waste management and disposal, security, emergency electrical repair, painting of vacant units, cleaning of vacant units, some maintenance repairs, landscaping service, elevator contractor and indefinite quantities contract for general contractor services. Each of these contracts was procured in accordance with the Authority's procurement policies, based upon the HUD regulations at 24 CFR H. MATERIALS, SUPPLIES, AND EQUIPMENT There is no major capital fund maintenance equipment items scheduled for purchase this fiscal year. I. BUDGET The HA budget has been developed based upon established goals, schedules, staff requirements, and known income sources. The Authority believes it has developed a very fiscally responsible budget.

8 Standard Tenant Maintenance Charges Phoebus Square, King Square, Westbury, Pine Street The Cottages, Seaboard Square, Hope Village, Effingham Plaza, Hamilton Place Dale Homes, Swanson Homes, and Lincoln Park Revised July 2018 Task Material Labor ($20.00) Cabinets Replace kitchen drawer guide $ 7.00 Replace kitchen drawer $ Replace counter door $ Replace cabinet door $ Replace cabinet door hinge/handle $ 5.00 Ceiling Repair damage to ceiling (replace, patch, paint) $ Cleaning Cleaning per hour $ Clean carpet per room $ Clothe lines Replace clothesline pole $ Replace clothesline wire $ 5.00 Doors, closest and hardware Repair access to attic $ Adjust door $ Interior door hinge, replace/repair $ Exterior door hinge, replace/repair $ Screen door closer, replace/repair $ Screen door lock replace/repair $ Replace exterior door $ Replace interior hollow core door $ Replace Storm Door $ Replace Door jamb/casing $ Repair kick panel on storm door $ Replace doorknob $ 15.00

9 Task Material Labor ($20.00) Locks Repair Lock $ Replace passage lock/bath lock $ Install new door lock $ Lock change (resident request) $ Make door key $ Make mailbox key $ Plus labor Painting Painting, per hour $ Painting, door both-sides $ Plus labor Ovens Replace oven door gasket $ Replace burner Replace burner drip pans $ Cleaning range $ Refrigerators Plus labor * $ w/coil $ w/ safety burner Plus labor Replace refrigerator light $ Replace refrigerator shelf $ Replace refrigerator door seal $ Replace refrigerator $ Replace door handle $ Replace refrigerator drawer $ Plus labor Electrical Replace light bulb $ Replace light globe $ Replace light fixture $ Replace cover plate $ Replace receptacle/switch $ Replace thermostat $ $ Fines Car parked on yard $ Driving on Development grounds $ Tow vehicle $ Disconnected smoke detector $ Remove debris from rood $ Yard ticket $ Plus labor * Manual Digital Plus storage fees

10 Task Material Labor ($20.00) Flooring Replace tile per square foot $ Replace cover bas per lineal foot $ Replace stair treads $ Replace carpet in unit $ Replace linoleum per room $ Screens Replace security screen door $ Replace security screen window $ Smoke Detectors Replace/Reinstall combination smoke detectors $ Replace/Reinstall smoke detectors $ Trash Clean up trash in yard $ Remove bulk trash $ Plumbing/bathroom/toilet Replace flush handle $ Replace commode $ Replace paper holder $ Unstop commode $ Take up commode $ Replace tank top $ Replace supply line $ Replace commode seat $ Tub/shower Replace tub stopper $ Replace shower rod $ Unstop tub $ Replace showerhead $ Replace shower knob $ Lavatory/sink/basin Unstop bathroom basin $ Reattach basin to wall $ Replace bathroom basin $ Replace handle to bathroom sink $ 20.00

11 Task Misc. Bath Items Material Labor ($20.00) Replace bathroom cabinet shelf $ Replace bathroom medicine cabinet complete $ Replace soap dish $ Replace towel bar $ Secure towel bar, etc. $ Replace exhaust fan motor $ Replace bathroom vanity $ Plumbing Kitchen Unstop kitchen sink $ Replace kitchen faucet knob $ Replace basket strainer $ Replace sink stopper $ Replace garbage disposal $ Range Replace range hood $ Replace range hood filter $ Replace range hood light shield $ Replace range hood fan motor $ Replace range hood fan blade $ Repair oven door $ Replace oven door $ Replace selector knob $ Replace oven door handle $ Walls Repair small to medium hole $ Repair large hole $ Remove wallpaper border per room $ 20.00/hr. Windows Check and secure broken window $ Window glass replacement $ Window lock replacement $ Miscellaneous Repair doorbell $ Replace mailbox ( public housing) $ Replace mailbox (LIHTC developments) $ Emergency maintenance service call $ Plus labor *

12 *Not to exceed actual cost

13 Maintenance Emergencies -Immediate Response Fire Flooding or Major leaks of any kind Damage to PRHA property (Break ins) Inoperable smoke/carbon monoxide detector Power Outages Gas Leak Broken Windows - based on security breach, temperature factor and safety hazard Clogged toilet - ONLY 1COMMODE IN APT Broken and/or Stuck elevator - Phoebus & Effingham Hot water heater leaking (ruptured) No heat - if the temperature is below 55 degrees No A/C if the temperature is above 90 degrees (or if they have a medical note in file) Snow and Ice Removal Maintenance Emergencies - Expedited Response If call received after 8:00 p.m. delay response until 8:00 a.m. the next work day Inoperable GFI Inadequate water supply Broken window (see above for exceptions) No window locks (see above for exceptions) Refrigerator not working - direct resident to keep refrigerator door closed until the next morning Stove not working

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