Res 00-06HTHE HOUSING AND REDEVELOPMENT AUTHORITY
OF THE CITY OF MOUND
RESOLUTION # 00-6
RESOLUTION ADOPTING MAINTENANCE POLICY EFFECTIVE APRIL 1, 2000.
WHEREAS, the Mound Housing and Redevelopment Authority has now in effect a Public Housing
Maintenance Policy; and
WHEREAS, said policy is out of date and needs to incorporate the new rules and regulations that
have been passed.
NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of the Mound Housing
and Redevelopment Authority that the new Community Service Policy, as attached, will be come
effective April 1, 2000.
Pat MeiSel, Cfiairpe~son '
Karol Charon, Executive Director
Date
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MOUND HOUSING AUTHORITY
MAINTENANCE POLICY
The Maintenance Division of the Mound Housing Authority is responsible for managing the maintenance
function in the most cost effective manner possible while maximizing the useful life of Authority
properties and providing the best service to Authority residents. The following policy statements are
designed to establish the structure of an effective and efficient maintenance system
1.0 COMPONENTS OF A MAINTENANCE SYSTEM
The Mound Housing Authority maintenance system shall include certain components:
A. A system of priorities for work requests;
B. Comprehensive working procedures;
C. Performance goals;
D. A work order system;
E. A skills training program; and
F. A long-range planning system.
By developing a maintenance system that has these components in place, the authority will have
the tools it needs to control the performance of maintenance work at the Mound Housing
Authority.
L1 PRIORITY SYSTEM
The work priorities adopted by the Mound Housing Authority exemplify its philosophy of
delivering maintenance services. This priority system ensures that the most important maintenance
work is done at a time it can be performed most cost-effectively. Minimizing vacancy loss is part
of the cost-effectiveness calculation. The maintenance priorities of the Mound Housing Authority
are the following:
A. Emergencies
B. Scheduled Operations and Services
C. Vacancy Preparation
D. Resident On-Demand Requests
Placing planned maintenance and vacancy preparation work ahead of resident work requests does
not indicate that resident requests are unimportant. It emphasizes the importance of maintaining
control of the maintenance work by performing scheduled routine and preventive work first. By
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doing so the Authority will decrease on-demand work and maintain the property in a manner that
will keep and attract good tenants.
DEVELOP PROCEDURES
The Director of Maintenance will ensure that there are sufficient clear procedures in place to allow
staffto implement this maintenance policy statement. All procedures will include the following:
A. A statement of purpose;
B. The job title(s) of the staff member(s) responsible for carrying out the activities in the
procedure;
C. Any forms needed to carry out the activities; and
D. The ~equency of any specified activities.
After their adoption, maintenance procedures will be reviewed and updated at least annually.
DEVELOP PERFORMANCE STANDARDS AND GOALS
The Director of Maintenance will establish measures that will allow thc effectiveness of
maintenance systems and activities to be evaluated. In establishing these standards the Housing
Authority will take into consideration certain factors:
A. Local housing codes;
B. HUD Housing Quality Standards;
C. Public Housing Assessment System (PHAS) standards;
D. Mound Housing Authority Collective bargaining agreements; and
E. Mound Housing Authority job descriptions.
Nothing in the documents listed above will prevent the Housing Authority l~om setting a standard
that is higher than that contained in the documents.
These standards and goals will be used to evaluate current operations and performance and to
develop strategies to improve performance and meet the standards that have been set.
WORK ORDER SYSTEM
The Mound Housing Authority shall have a comprehensive work order system that includes all
work request information: source of work, description of work, priority, cost to complete, days to
complete, and hours to perform. This information is required for the Authority to plan for the
delivery of maintenance services as well as evaluate performance. To obtain the greatest
effectiveness t~om the work order system, all work requests and activities performed by
maintenance staff must be recorded on work orders.
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Work orders will contain; at a minimum, the following information:
A. Preprinted number
B. Source of request (planned, inspection, resident, etc.)
C. Priority assigned
D. Location of work
E. Date and time received
F. Date and time assigned
G. Worker(s) assigned
H. Description of work requested (with task number)
I. Description of work performed (with task number)
J. Estimated and actual time to complete
K. Materials used to complete work
L. Resident charge
M. Resident signature
TRAINING
In order to allow its staff members to perform to the best of their abilities, the Mound Housing
Authority recognizes the importance of providing the staff with opportunities to refine technical
skills, increase and expand craft skills, and learn new procedures. Each employee must participate
in at least 32 hours of training annually.
The Director of Maintenance is responsible for developing a training curriculum for the
departmental staff and working with personnel department staff to identify the means of delivering
the training.
LONG-RANGE PLANNING
The Mound Housing Authority will put in place a long-range maintenance planning capability in
order to ensure the most cost-effective use of Authority resources and the maximum useful life of
Authority properties.
The Director of Maintenance will develop a property-specific long-range planning process that
includes thc following components:
A. A property maintenance standard;
B. An estimate 0fthe work required to bring the property to the maintenance standard;
C. An estitnate of the work required to keep the property at the maintenance standard
including routine and preventive maintenance workloads, vacant unit turn-around,
inspection requirements and resident on-demand work;
D. An estimate of the on-going cost of operating the property at the maintenance standard;
E. A market analysis of the property to determine if there are any capital improvements
needed to make the property more competitive;
F. A cost estimate to provide the specified capital improvements; and
G. A revised work plan and cost estimate of maintaining property at the improved standard.
By developing a work plan, the Authority will be able to anticipate its staff~ equipment and
materials needs. It will also be possible to determine need for contracting particular services.
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MAINTAINING THE PROPERTY
All maintenance work performed at Housing Authority properties can be categorized by the source
of the work. Each piece of work originates ~om a particular source -- an emergency, the routine
maintenance schedule, the preventive maintenance schedule, a unit inspection, a unit turnover, or a
resident request.
RESPONDING TO EMERGENCIES
Emergencies are the highest priority source of work. The Mound Housing Authority will consider
a work item to be an emergency if the following occur:
A. The situation constitutes a serious threat to the life, safety or health of residents or staff; or
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The situation will cause serious damage to the property structure or systems if not repaired
within twenty-four (24) hours.
If a staff member is unsure whether or not a situation is an emergency' he or she will consult with
his or her supervisor. If a supervisor is not available, the employee will use his or her best
judgment to make the decision.
For emergencies that occur after regular working hours, the Mound Housing Authority shall have
a twenty-four (24) emergency response system in place. This response system includes the
designation of a maintenance employee in charge for each day as well as a list of qualified pre-
approved contractors, open purchase orders for obtaining required supplies or equipment, and
access to Authority materials and supplies. The designated employee shall prepare a work order
and report on any emergency within twenty-four hours after abatement of the emergency.
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PREPARE VACANT UNITS FOR REOCCUPANCY
It is the policy of the Mound Housing Authority to reoccupy vacant units as soon as possible. This
policy allows the Authority to maximize the income produced by its properties and operate
attractive and safe properties.
The Director of Maintenance is responsible for developing and implementing a system that
ensures an average tm-around time of seven (7) calendar days. In order to do so, he or she must
have a system that can perform the following tasks:
A. Forecast unit preparation needs based on prior years' experience;
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Estimate both the number of units to be prepared and the number of hours it will take to
prepare them; and
C. Control work assignments to ensure prompt completion.
The maintenance procedure for reoccupying vacant units relies on the prompt notification by
management of the vacancy, fast and accurate inspection of the unit, ready availability of workers
and materials, and good communication with those responsible for leasing the unit.
The Director of Maintenance has the ability to create special teams for vacancy turnaround or to
hire contractors when that is required to maintain Authority goals.
PREVENTIVE MAINTENANCE PROGRAM
Preventive maintenance is part of the planned or scheduled maintenance program of the Mound
Housing Authority. The purpose of the scheduled maintenance program is to allow the Authority
to anticipate maintenance requirements and make sure the Authority can address them in the most
cost-effective manner. The preventive maintenance program focuses on the major systems that
keep the properties operating. These systems include heating and air conditioning, electrical, life
safety and plumbing.
A. General Operating Systems
The heart of any preventive maintenance program is a schedule that calls for the regular
servicing of all systems. The development of this schedule begins with the identification of
each system or item that must be checked and serviced, the date it must be serviced, and
the individual responsible for the work. The servicing intervals and tasks for each system
must be included in the schedule. The completion of all required tasks is considered a high
priority for the Mound Housing Authority.
The systems covered by the preventive maintenance program include but are not limited
to:
1. Catch basins
2. Compactors
Condensate pumps
Electric transformer and emergency generators
Elevator equipment
Emergency lighting
Exhaust fans
Exterior lights
Fire extinguishers and other life safety systems
Heating plants
Mechanical equipment and vehicles
Sanitary drains
Air Conditioning equipment
Domestic water
A specific program will be developed for each system This program shall include a list of
the scheduled service maintenance for each system and the l~equency and interval at which
that service must be performed. The equipment and materials required to perform the
service will be listed as well so that they will be on hand when needed. As assessment of
the skills or licensing needed to perform the tasks will also be made to determine if an
outside contractor must be used to perform the work. The preventive maintenance schedule
must be updated each time a system is added, updated, or replaced.
Roof Repairs/Replacement
Maintenance of roofs requires regular inspections by knowledgeable personnel to ensure
that there is no unauthorized access to roof surfaces and that there is good drainage, clear
gutters and prompt discovery of any deficiencies.
The Director of Maintenance is responsible for the development of a roof maintenance
plan that includes these features:
1. The type, area, and age of roof
2. Warranties and/or guarantees in effect
3. Company that installed the roof
4. Expected useful life of roof
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5. History of maintenance and repair
6. Inspection schedule
The authority maintenance staff will usually undertake only minor roof repairs. Therefore
there should be a list of approved roofing contractors to take on more serious problems for
roofs no longer under warranty.
Vehicle/Equipment Maintenance
The Mound Housing Authority will protect the investment it has made in vehicles and
other motorized equipment by putting in place a comprehensive maintenance program. The
vehicles and equipment to be covered include:
1. Cars, trucks and vans
2. Tractors
3. Bobcats
4. Snow blowers
5. Leaf blowers
6. Weed cutters
7. Lawn Mowers
8. Chain saws
The Director of Maintenance is responsible for the development of this plan which shall
contain components for minimal routine service as well as servicing for seasonal use.
Serviceable components for each vehicle or piece of motorized equipment will be listed in
the plan along with the type and ~equency of service required.
The Director of Maintenance shall also maintain a system to ensure that any employee that
operates a vehicle or piece of motorized equipment has the required license or certification.
Lead-Based Paint
The Mound Housing Authority is committed to controlling lead-based paint hazards in all
its dwellings, especially family dwellings constructed before 1978. If any hazards are
discovered, the Authority will develop a plan to abate the hazard. The Director of
Maintenance shall have the authority and responsibility to direct all activities associated
with lead hazard control. The control plan will include such activities as:
1. Detecting the possible presence of lead paint;
2. Protection of residents and workers from lead-based paint hazards;
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3. Surface protection of non-painted surfaces;
4. Equipment use and care;
5. Paint quality; and
6. Method of application.
Other responsibilities include directing training sessions, issuing special work orders,
informing residents, responding to cases of children with elevated blood lead levels,
correcting lead-based paint hazards on an emergency repair basis, and any other efforts that
may be appropriate.
The Mound Housing Authority's plan to control such hazards is detailed in a risk
assessment report and lead hazard control plan.
E. Life Safety Systems
The Mound Housing Authority shall have a comprehensive program for maintenance of
life safety systems to ensure that they will be fully functional in the case of an emergency.
The Director of Maintenance shall be responsible for the development and implementation
of a schedule that includes the inspection, servicing and testing of this equipment. The
equipment to be included in the plan includes the following:
1. Fire alarms and fire alarm systems
2. Fire extinguishers
3. Fire hoses
4. Emergency generators
5. Emergency lighting
6. Smoke detectors
7. Sprinkler systems
The plan will include the required testing and servicing as required by manufacturer's
recommendations. It will also include a determination of the most reliable and cost
effective way to perform the work including the decision to hire a contractor.
INSPECTION PROGRAM
The Mound Housing Authority's goals of efficiency and cost-effectiveness are achieved through a
carefully designed and rigorously implemented inspection program. This program calls for the
inspection of all areas of the Authority's facilities -- the dwelling units, the grounds and building
exteriors, and major service systems.
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Dwelling Unit Inspections
The unit inspection system of the Mound Housing Authority has two primary goals:
To assure that all dwelling units comply with standards set by HUD and local
codes; and
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To assure that the staff of the Mound Housing Authority knows at all times the
condition of each unit for which it is responsible.
The achievement of these goals may require more than the annual HUD required
inspection. The Director of Maintenance is responsible for developing a unit inspection
program that schedules inspections at the frequency required.
For all non-emergency inspections, the Resident shall be given at least two (2) days written
notice of the inspection.
The maintenance staff shall perform the unit inspection program of the Mound Housing
Authority. During each inspection, the staff shall perform specified preventive and routine
maintenance tasks. Any other work items noted at the time of the inspection will be
documented on the Mound Housing Authority inspection form. All uncompleted work
items shall be converted to a work order within twenty-four hours of the completion of the
inspection. The maintenance staff shall endeavor to complete all inspection-generated
work items within 30 days of the inspection.
All maintenance staff is responsible for monitoring the condition of dwelling units.
Whenever a maintenance staff member enters a dwelling unit for any purpose, such as
completing a resident request for service or accompanying a contractor, he or she shall
record on an inspection form any required work he or she sees while in the apartment.
These work items shall also be converted to a service request within twenty-four hours of
discovery.
Building and Grounds Inspections
Regular inspections of the property grounds and building exteriors are required to maintain
the curb appeal of the property. This curb appeal is required to maintain the attractiveness
of the property for both current and prospective residents. The inspection procedure will
specify the desired condition of the areas to be inspected. This defined condition will
include any HUD or locally required standards. The existence of these standards shall not
prevent the Housing Authority from setting a higher standard that will make the property
more competitive in the local market.
Building and grounds inspections must cover these areas:
1. Hallways
2. Stair-wells
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3. Community room and other common space such as kitchens or public restrooms
4. Laundry facilities
5. Lobbies
6. Common entries
7. B~emems
8. Grounds
9. Porches or patios
10. Parking lots
11. Sidewalks and fences
12. Lawns, shrubs and trees
13. Trash compactors or collection areas
14. Building foundations
An inspection form will be developed for common areas and building exteriors and
grounds. The staff member responsible for the inspection shall note all deficiencies on the
form and ensure that these deficiencies are recorded on work order within twenty-four
hours of the inspection. The Mound Housing Authority will complete all inspection-
generated work items within thirty (30) days of the inspection.
Nothing in this policy shall prevent any Mound Housing Authority staff member fi:om
reporting any needed work that they see in the regular course of their daily activities. Such
work items shall be reported to the site manager of the appropriate property.
C. Systems Inspections
The regular inspection of all major systems is fundamental to a sound maintenance
program. The major systems inspection program overlaps with the preventive maintenance
program in some areas. To the extent that inspections, in addition to those required for
scheduled service intervals, are needed, they will be a part of the inspection schedule. Any
work items identified during an inspection shall be converted to a work order within
twenty-four hours and completed within thirty (30) days.
SCHEDULED ROUTINE MAINTENANCE
The Mound Housing Authority includes in this work category all tasks that can be anticipated and
put on a regular timetable for completion. Most of these routine tasks are those that contribute to
the curb appeal and marketability of the property.
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Pest Control/Extermination
The Mound Housing Authority will make all efforts to provide a healthy and pest-free
environment for its residents. The Authority will determine which, if any, pests infest its
properties and will then provide the best possible treatment for the eradication of those
pests.
The Director of Maintenance will determine the most cost-effective way of delivering the
treatments -- whether by contractor or licensed Authority personnel.
The extermination plan will begin with an analysis of the current condition at each
property. The Director of Maintenance shall make sure that an adequate schedule for
treatment is developed to address any existing infestation. Special attention shall be paid to
cockroaches. The schedule will include frequency and locations of treatment. Different
schedules may be required for each property.
Resident cooperation with the extermination plan is essential. All apartments in a building
must be treated for the plan to be effective. Residents will be given information about the
extermination program at the time of move-in. All residents will be informed at least one
week and again twenty-four hours before treatment. The notification will be in writing and
will include instructions that describe how to prepare the unit for treatment. If necessary,
the instructions shall be bi-lingual to properly notify the resident population.
Landscaping and Grounds
The Mound Housing Authority will prepare a routine maintenance schedule for the
maintenance of the landscaping and grounds of its properties that will ensure their
continuing attractiveness and marketability.
Routine grounds maintenance includes numerous activities:
1. Litter control
2. Lawn care
3. Maintenance of driveways, sidewalks and parking lots
4. Care of flower and shrubbery beds and trees
5. Maintenance of playgrounds, benches and fences
6. Snow removal (when required by climate)
The Director of Maintenance shall be responsible for the developmem of a routine
maintenance schedule that shall include the following:
A clearly articulated standard of appearance for the grounds that acknowledges but
is not limited to HUD and local code standards;
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A list of tasks that are required to maintain that standard and the frequency with
x~hich the tasks must be performed;
3. The equipment, materials, and supplies required to perform the tasks and a
schedule for their procurement; and
4. A separate snow removal plan including a schedule for preparing equipment for the
season and the procurement of other necessary materials and supplies.
Building Exteriors and Interior Common Areas
The appearance of the outside of Authority buildings as well as their interior common
areas is important to their marketability. Therefore, the Mound Housing Authority has
established a routine maintenance schedule to ensure that they are always maintained in
good condition. The components to be maintained include:
1. Lobbies
2. Hallways and stairwells
3. Elevators
4. Public restrooms
5. Lighting fixtures
6. Common rooms and community spaces
7. Exterior porches and railings
8. Building walls
9. Windows
The Director of Maintenance is responsible for the development of a routine maintenance
schedule for building exterior and interior common areas. The schedule shall be based on
the following:
1. A clearly articulated standard of appearance for the building
2. A list of tasks required to maintain that standard
3. The fi:equency with which the tasks must be performed
4. A list of materials, equipment and supplies required to perform the tasks.
Interior Painting
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The appearance and condition of the paint within each unit is important to unit condition
and resident satisfaction. Accordingly, the Mound I~Iousing P~uthority will develop a plan
to ensure that interior paint in resident dwelling units is satisfactorily maintained.
As part of this plan painting standards will be developed that include:
1. Surface preparation
2. Protection of non-painted surfaces
3. Color and finish
4. Paint quality
5. Methods of application approved
6. Lead paint testing and abatement if required
The plan will set out the conditions for the consideration of a painting request. These
standards include the period of time that has elapsed since the last time the unit was
painted. Alternatives for performance of the work will be included including the conditions
under which a resident will be allowed to paint his or her own unit.
RESIDENT ON-DEMAND SER VICE
This category of work refers to all resident generated work requests that fall into no other
category. These are non-emergency calls made by residents seeking maintenance service. These
requests for service cannot be planned in advance or responded to before the resident calls.
It is the policy of the Mound Housing Authority to complete these work requests within seven (7)
days. However, unless the request is an emergency or entails work that compromises the
habitability of the unit, these requests will not be given a priority above scheduled routine and
preventive maintenance. By following this procedure, the Mound Housing Authority believes it
can achieve both good resident service and a maintenance system that completes the most
important work first and in the most cost effective manner.
CONTRACTING FOR SERVICES
The Mound Housing Authority will contract for maintenance services when it is in the best
interests of the Authority to do so. When the employees of the Authority have the time and skills
to perform the work at hand, they will be the first choice to perform a given task. When the
employees of the Authority have the skills to do the work required, but there is more work than
there is time available to complete it, the Housing Authority will determine whether it is more cost
effective to use a contractor to complete the work. If the Authority staff does not have the skills to
complete the work, a contractor will be chosen. In the last instance, the Authority will decide
whether it will be cost effective to train a staff member to complete the work.
Once the decision has been made to hire a contractor, the process set out in the Mound Housing
Authority Procurement Policy will be used. These procedures vary depending on the expected
dollar mount of the contract. The Director of Maintenance will work with the Procurement
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Department to facilitate the contract award. The Director will be responsible for the conttjt~tion
of the Maintenance Department to this process. The most important aspect of the bid docttments
will be the specifications or statement of work. The clearer the specifications the easier it will be
for the Authority to get the work product it requires.
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