BOARD OF COMMISSIONERS TRAINING U.S. DEPT OF HOUSING AND URBAN DEVELOPMENT Physical Facilities and Maintenance Mar

1. BOARD OF COMMISSIONERS TRAINING U.S. DEPT OF HOUSING AND URBAN DEVELOPMENT Physical Facilities and Maintenance March 2009

2. Board Of Commissioners Training Series • The Commissioner’s Role • The Executive Director’s Role • Agency Management • Financial Operations and Oversight • Physical Facilities and Maintenance • Procurement and Contracting Overview • Preventing and Resolving Audit Findings • Performance Measures PHAS, MASS, FASS, PASS, SEMAP IX. Conducting an Effective Board Meeting X. Emergency and Disaster Preparedness

3. COMMISSIONER’S ROLE As a commissioner, you are ultimately responsible for maintaining units in decent, safe, and sanitary condition as required by the Annual Contributions Contract. To do this, PHAs must implement comprehensive maintenance programs.

4. Comprehensive Maintenance Program An effective program requires: • A well-defined maintenance policy and appropriate implementing procedures • Appropriate organizational structure • Short and long term planning • Emergency or Special Project • Multi-Year Plans and Goals • Annual Maintenance Plan • Effective management • Physical Needs Assessment

5. Emergency or Special Project • Unanticipated events such as accidents, emergencies, or disasters may require special planning action. • As soon as possible following the occurrence of the event and as a part of the corrective action the impact on on-going annual and long term planning and budgeting should be addressed. • Where required appropriate documentation and HUD approval should be obtained.

6. Multi Year Plans and Goals • Large or complex projects may exceed annual workload and budget capacity, but may not meet the criteria for capital programs • Close coordination between multi-year projects and annual maintenance plans and budgets is required

7. Routine and Seasonal Work Annual Inspections Vacant Units Preventive Maintenance Emergencies Extraordinary Repairs Service Contracts Staff Materials, Supplies, Equipment Budget Annual Maintenance Plan

8. Annual Maintenance Plan • Incorporates the overall scope of work for the year. • A prioritized schedule of carrying out the work items. • Based on available and planned resources. • The budget should fully support the Annual Maintenance Plan.

9. Annual and Systems Inspections • Each unit is required to be inspected annually using the Uniform Physical Condition requirements. • Emergency items must repaired within 24 hours. • Non-emergency items must be corrected within 25 days.

10. Grounds Inspections PHAs should conduct frequent inspections of the grounds and interior common areas. These areas play a major role in determining: • Resident satisfaction • Community image • Safety Concerns

11. Trash on grounds Cars improperly parked Vandalism and graffiti Newly vacated units (skips, moves) Hallways and corridors Light conditions and other security problems Common areas Erosion problems Sidewalks Fencing Playgrounds Landscaping Grounds Inspections

12. Preventive Maintenance • Ensures that facilities, equipment, and systems remain in good working order. • Extends the lifetime of facilities, equipment, and systems. • Minimizes the need for regular maintenance and extraordinary repairs

13. Preventive Maintenance Preventive Maintenance should include: • HVAC – Heating, Ventilation, Air Conditioning Systems Boilers Furnaces Heat Pumps Air Conditioners • Vehicles and Equipment Trucks Cars Lawn Mowers Fork Lifts

14. Preventive Maintenance • Electrical Equipment Portable Generators • Building Envelop Items Roofs Windows Siding Gutters/down spouts • All Emergency Equipment

15. Unit Turnaround • Unit turnaround represents the number of days between the time when the unit is vacated and a new lease takes effect. • PHAs must have vacant units reoccupied as quickly as possible. Under PHAS, PHAs must turnaround units within 20 days to achieve a score of A.

16. Maintenance The quality of the maintenance is determined by: • Board decisions • Supervision and coordination • Skilled staff

17. Maintenance • Work Order System • Heart of any maintenance operation • Tracks the time and materials needed for demand maintenance • To achieve an A under PHAS, at least 99% of emergency items must be completed within 24 hours • To achieve an A under PHAS, all non-emergency work orders must be completed within 25 days

18. Maintenance • Emergency Maintenance • Fire • Water leaks • Hazards • Safety • Tenant initiated • Gas Leaks • Electrical wiring – worn, exposed or unsecured

19. Maintenance • Warehousing and Inventory Control • Inventory control identifies all materials, supplies, and equipment needed to insure continuity in the maintenance program • All inventory must be accounted for at all times and safe-guarded • PHAs should perform [at a minimum] annual inventory reconciliations - include information on materials in stock at start, items purchased, materials used for repairs and discards for reasons of obsolescence • Inventory control reports provide information for PHA future needs and should be considered in budget development

20. Modernization • Progress reported to HUD and assessed under PHAS, subsystem MASS • Procurement and Contract Administration • Building Codes • Development • Funded separately from Operating Budget • Included in PHA Plan

21. Safety • Environmental Safety • Lead based paint • Asbestos • Mold • Physical Safety • Smoke and carbon monoxide alarms • Building exits • Tenant safety

22. Procurement Procurement should be conducted in accordance with the PHA’s procurement policy. PHAs must have: • Procurement Policy • Contract Administration System • Written code of standard of conduct • Award contracts only to responsive and responsible contractors • Maintain sufficient records to support all procurements

23. Curb Appeal If you wouldn’t want to live there why would anyone else?