BOARD OF COMMISSIONERS TRAINING

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

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Board Of Commissioners Training Series

• The Commissioners Role
• The Executive Directors 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

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COMMISSIONERS 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.

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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

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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.

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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

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Annual Maintenance Plan

• Routine and Seasonal Work
• Annual Inspections
• Vacant Units
• Preventive Maintenance
• Emergencies

• Extraordinary Repairs
• Service Contracts
• Staff
• Materials, Supplies, Equipment
• Budget

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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.

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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.

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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

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Grounds Inspections

• 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

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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

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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

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Preventive Maintenance

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

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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.

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Maintenance

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

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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

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Maintenance

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

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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

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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

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Safety

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

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Procurement

• Procurement should be conducted in
• accordance with the PHAs 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

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Curb Appeal

• If you wouldnt want to live there why would
  anyone else?