Transcription
MP HandoutSLIDE - 01Maintenance Plan Document(FINAL Draft)04-24-2018 (Version)
MP HandoutSLIDE - 02The Maintenance Plan (MP) DocumentDocument consists of The Maintenance Plan Summary Pages 1 to 6 of the MP Document The Maintenance Schedules and Checklists Pages 7 to 24 of the MP Document Appendix
MP HandoutSLIDE - 03The Maintenance Plan Summary Pages 1 to 6 of the MP DocumentFillable document (Word)Summary Document will be published, posted for general public.Part of the Ch 235 Annual Plan requirement.LHAs should review and complete (provide information requestedSubmit completed document to DHCD (with Annual Plan Submission)
MP HandoutSLIDE - 04The Maintenance Plan Checklist and Schedules Pages 7 to 24 of the MP Document. Fillable document (Word, Excel)LHA does not have a MP, use template. Review, edit/modifyLHA does have a MP, use its Maintenance Plan in lieu of templateFillable document (Word). Available in ExcelComponent details. ID maintenance task / schedule. Operations toolHelps satisfy the Maintenance Plan (MP) component of Annual PlanSeparate Schedules & Checklists for File completed documents. Submit as part of Annual Plan Routine Maintenance, Preventive Maintenance and InspectionsAnnual Plan Submission commence during FYE DEC 2019 (details via PHN)For assistance, contact your RCAT PM
MP HandoutAppendix For LHA use. Not required to be submitted to DHCDFillable documents (Word, Excel) Appendix 1 Appendix 2 Major Renovation, Unusual FeaturesAppendix 3 Development InformationBuilding SystemsAppendix 4 (Word) Sample Policy DocumentSLIDE - 05
MP HandoutSLIDE - 06Maintenance Plan Document(FINAL Draft)Revised 04-24-2018Questions:Contact your RCAT OfficeSE RCAT (Taunton)NE RCAT (Chelmsford)CW RCAT (Leominster)
MP HandoutTable of ContentsSLIDE - 07Page #MAINTENANCE PLAN DOCUMENT – DESCRIPTION, INSTRUCTIONS SECTION 1 – MAINTENANCE PLAN SUMMARY Housing Authority General Maintenance & Repair Statement of PrioritiesEmergency Response System-Standard Operating Procedure (SOP) (2 pages)Normal Maintenance Response System-Standard Operating Procedure (SOP)Maintenance Plan NarrativeWork Order Management SECTION 2 – MAINTENANCE SCHEDULES AND CHECKLISTS Routine Maintenance Schedule and Checklist Preventive Maintenance Schedule and Checklist Inspection Schedule - Buildings, Grounds and Units APPENDIX Appendix 1 – Development InformationAppendix 2 – Development Renovation Details, Unusual FeaturesAppendix 3 – Building SystemsAppendix 4 – Maintenance Policy1124561111926818171
MP HandoutMaintenance Plan Document – Description, InstructionsSLIDE - 08, 09MAINTENANCE PLAN DOCUMENT – DESCRIPTION,INSTRUCTIONSThe Maintenance Plan (MP) document has separate fillable sections for the Maintenance PlanSummary and the Maintenance Schedules and Checklists.1. Maintenance Plan Summary (in Word)a. Statement of Priorities Definitions of Emergency, Vacancy Refurbishment, Preventive Maintenance, ProgrammedMaintenance, Requested Maintenance.b. Emergency Response Standard Operating Procedure or SOP How the Housing Authority (HA) responds to an emergency call and how the Staff andResidents are informed about what constitutes an Emergency.c. Normal Maintenance Response SOP How the Housing Authority (HA) responds to a Regular Maintenance Call (a non-emergency)and how the Staff and Residents are informed about what constitutes a RegularMaintenance Call.d. Maintenance Plan Narrative A summary of Budgets and Deferred Maintenance.e. Work Order Management How Work Orders are managed by the HA.2. Maintenance Schedules and Checklists (Word, Excel file is available).a. Work Plan for Preventive and Routine Maintenance, and Inspections A Schedule and Checklist of various Maintenance and Inspections items. The Checklist items and the Schedule (when work is performed) are both editable by the HAand Maintenance to suit specific local conditions and procedures.Appendixi.Appendix 1 – Development Information (667, 689, or 705). (Word, Excel file is available).This form would be used to summarize what exists at each Development (667-1, 667-2, 689-1, or705-1). Information would be collected on a development-by-development basis.ii.Appendix 2 – Renovation Details and Unusual Features (Word, Excel file is available).iii. Appendix 3 – Building Systems (Word, Excel file is available).This is for use by Maintenance to allow for collection of information specific to eachdevelopment.The information could be filed in a 3-ring binder with warranty and other documentation of thevarious building systems (fire alarm, heating, hot water, elevators, electrical) at each of the HAsdevelopments.iv. Appendix 4 – Maintenance Policy (Sample; Word document)This should be edited by the HAMaintenance Plan Document - Description and Instructions
MP HandoutSLIDE - 10SECTION 1 – MAINTENANCE PLAN SUMMARYInstructions1. LHAs should review and complete this document by providing the informationrequested.2. The completed document should be kept on file by the LHA and submittedas part of the Annual Plan submission (Roll-out Memorandum willexplain) LHAs should review and complete the document by providing theinformation requested. Submit the completed document to DHCD as part of the Annual PlanSubmission. Annual Plan Submission commence during FYE DEC 2019 (details via PHN)
MP HandoutMaintenance Plan SummarySLIDE - 11, 12Housing Authority General Maintenance & Repair Statement of PrioritiesI.II.III.IV.V.Emergencies - Emergencies are only those conditions which are immediately threatening to the life orsafety of our residents, staff, or structures. Goal: initiated with 24 to 48 hours.Vacancy Refurbishment - Work necessary to make empty units ready for new tenants. After emergencies the refurbishment of vacancies for immediate re-occupancy has the highest priorityfor staff assignments. Everyday a unit is vacant is a day of lost rent. Goal: vacancy work orders are completed within 30 calendar days or if not completed within thattimeframe, LHA has a waiver.Preventive Maintenance - Work which must be done to preserve and extend the useful life of variouselements of your physical property and avoid emergency situations. A thorough Preventive Maintenance Program and Schedule that deals with all elements of the physicalproperty is provided later in the document. The Preventive Maintenance Program is reviewed and updated annually and as new systems andfacilities are installed.Programmed Maintenance - Work which is important and is completed to the greatest extent possiblewithin time and budget constraint. Programmed maintenance is grouped and scheduled to make theircompletion as efficient as possible. Sources of programmed maintenance include:1. Routine Work includes those tasks that need to be done on a regular basis to keep our physical propertyin good shape. (Mopping, Mowing, Raking, Trash, etc.)2. Inspections are the other source of programmed maintenance. Inspections are visual and operational examinations of parts of our property to determine theircondition. All dwelling units, buildings and properties must be inspected at least annually. Goal: Inspection work orders are completed within 30 calendar days from the date of inspection,OR if cannot be completed within 30 calendar days, are added to the Deferred Maintenance Planor the Capital Improvement Plan in the case of qualifying capital repairs (unless health/safetyissue).Requested Maintenance - Work which is requested by residents or others, does not fall into any categoryabove, and should be accomplished as time and funds are available. Requests from residents or others for maintenance work which does not fall into one of the othercategories has the lowest priority for staff assignment. Goal: Requested work orders are completed in 14 calendar days from the date of tenant request or ifnot completed within that timeframe (and not a health or safety issue), the task is added andcompleted in a timely manner as a part of the Deferred Maintenance Plan and/or CIP.Note: If the LHA has any examples, please list them below with any other additional comments.Additional LHA comments/content:HA General Maintenance & Repair (Priorities Statement)P a g e 1 24
MP HandoutSLIDE - 13, 14Maintenance Plan SummaryEmergency Response System-Standard Operating Procedure (SOP) (2 pages)Emergency Response System – Two Key Parts: 1) System for responding to Emergencies: There exists an after-hours on call system to respond to emergencymaintenance requests 24 hours a day and the system documents the results of that response.2) Distributed Definition of What an Emergency is: LHA maintains a list (see list below) of items that areconsidered an emergency. Residents, staff and call service should have a clear definition of what an emergencyis.System for Responding to Emergencies:1. Does your LHA have a 24 hour system for responding to emergencies?YESNO2. List of Emergencies.The following is a list of matters that DHCD and the State Sanitary Code the [LHA] deems an Emergency. If you haveany questions regarding this list or other matters that may constitute an Emergency, please contact the [LHA] mainoffice.EMERGENCYFires of any kindGas leaksElectric power failuresElevator stoppageBroken water pipesSewer blockageRoof drain blockageRoof leakSecurity lock failureLock outsNo heatInoperative refrigeratorSnow or ice stormOther/Write In (for the addition of any additional items)Emergency Response System - SOPP a g e 2 24
MP HandoutSLIDE - 15Maintenance Plan SummaryFaucet DrippingCloset Door off TrackScreen Hs Hole in itStove Burner is not WorkingNOT CONSIDERED EMERGENCIESA Hole in the WallThe Door SqueaksThere are Cob Webs in the CornerThe Paint is Peeling3. How can tenants get in contact with the LHA if they have an Emergency at any time day or night?(Complete all that apply and fill in the accompanying details)METHODCan Text Phone Number during followinghoursCan Call (Answering Service) at PhoneNumberCan Call LHA at Phone NumberCan Submit Online at WebsiteCan Email to Following EmailOtherCONTACT INFO.123-456-7890TIMESXX AM to XX PM123-456-7890XX AM to XX PM and XX PM to XX in.comXxxxxxxxxxxxxxxxxxxxxxxxXX AM to XX PMXX AM to XX PMXX AM to XX PMxxxxxxxxxxxxxxxxxxxxxxxxxxx4. Has LHA distributed this Emergency Contact procedure to:YESNOTenantsStaffAnswering Service (if applicable)Emergency Response System - SOPP a g e 3 24
MP HandoutSLIDE - 16, 17Maintenance Plan SummaryNormal Maintenance Response System-Standard Operating Procedure (SOP)Non-Emergency Response System: 1) System for Responding to Non-Emergencies: There exists a contact system to respond to Non-Emergencymaintenance requests the system documents the results of that response.System for Responding to Non-Emergencies:1. Does your LHA have a system for responding to normal maintenance (Non-emergencies)?YESNO2. How can tenants get in contact with the LHA if they have a Non-emergency at any time day or night?(check all that apply and fill in the accompanying details)METHODCan Text Phone Number during followinghoursCan Call (Answering Service) at PhoneNumberCan Call LHA at Phone NumberCan Submit Online at WebsiteCan Email to Following EmailOtherCONTACT INFO.123-456-7890TIMESXX AM to XX PM123-456-7890XX AM to XX PM and XX PM to XXAMXX AM to XX PMXX AM to XX PMXX AM to XX xxxxxx3. Has LHA distributed this Contact procedure to:YESNOTenantsStaffAnswering Service (if applicable)Normal Maintenance Response System - SOPP a g e 4 24
MP HandoutMaintenance Plan SummarySLIDE - 18, 19Maintenance Plan NarrativeNarrative Question #1How would you assess your Maintenance Operations based on feedback your receivedfrom staff, tenants, DHCD (PMR & AUP), and any other sources?Narrative Question #2What changes have you made to maintenance operations since your last Annual Plansubmission?Narrative Question #3What are your maintenance goals for this coming year?Maintenance Budget t Fiscal Year BudgetDateCurrent Fiscal Year Spent to dateThis upcoming Fiscal year BudgetUnit Turnover Summary# Turnovers last Fiscal yearAverage time to make Unit “Maintenance Ready”Average time to Lease –up unitAdditional LHA comments/content:Maintenance Plan NarrativeP a g e 5 24
MP HandoutSLIDE - 20, 21Maintenance Plan SummaryWork Order ManagementLHA Uses the following type of Work Order System to record and track all work completed.Type of Work Order SystemCheckOneCommentsComputer Software System-Web Based (e.g. PHA Network,HAB, PHA-Web, etc.)Computer Software System-Non-Web based (e.g. SHARP (MSAccess), MS Excel, MS Word, etc.)Manual System—Please specify in Comments sectionOther-Please Specify in Comments sectionWork orders are created using the followingtypes/categories: (check all that apply)EmergencyVacancyPreventive MaintenanceInspectionsRoutineTenant RequestsOther-Please specifyWork Order Process:Step1234567Step DescriptionYES/NOMaintenance Request taken/submitted per the Standard Operating procedures aboveMaintenance Requests logged into a computerized system or manual logMaintenance Report(s) or List(s) generatedWork Orders GeneratedWork Orders AssignedWork Orders TrackedWork Orders Completed/Closed OutIf the above process differs for any of the categories of Work Orders please describe how the process differs:Work Order ManagementP a g e 6 24
MP HandoutSLIDE - 22SECTION 2 – MAINTENANCE SCHEDULES ANDCHECKLISTSInstructions1. LHAs should complete the Schedule and Checklists in accordance with itsMaintenance Policy.2. LHAs should use the information collected on Appendix 1 and Appendix 2 asinput for the three (3) Schedule and Checklists (for Routine Maintenance,Preventive Maintenance, and Unit Inspections).LHA should Edit / modify theTasks, Frequency, By, and Schedule (Annual,Bi-Annual, Monthly, Weekly, Daily) asrequired for the DevelopmentsIf your LHA has aMAINTENANCE PLAN, thenthis is NOT REQUIREDP a g e 7 24
MP HandoutSLIDE - 23Routine Maintenance Schedule and ChecklistThis includes: Landscaping & Grounds Inventory, Meetings, Training, TrashTools Mowing Maintain Sharpen Tools Leaves Attend Training, Meetings Snow removal Maintain HA Inventory Seasonal cleaning (Spring & Fall) Building Interior Hallways, Lobbies, Stairs Toilets Offices Elevators Trash ChutesP a g e 8 24
MP HandoutSLIDE - 24.1Maintenance Schedules and ChecklistsRoutine Maintenance Schedule and ChecklistLHA NAME:DEVELOPMENT:Landscaping and Grounds Routine MaintenanceTASKFrequencyByWalk property-pick up trashDailyStaffMow lawn (Mulchinglawnmower); edge if neededWeekly /SeasonalStaffRake leaves (Fall, Spring)Bi-AnnuallyStaff /VendorSnow (Shovel, Plow), Treat(Walkways)Daily /SeasonalStart &End ofSeasonSeasonal cleaning (Springand Fall)Staff /VendorJanXFebXMarXAprXXXXXMay Jun Jul Aug Sep OctXXXXXXXXXXXNovXDecXXXXXXXXSLIDE 24Routine Maintenance, both pages are includedRoutine Maintenance Schedule and ChecklistP a g e 9 24
MP HandoutSLIDE - 24.2Maintenance Schedules and ChecklistsBuilding Routine MaintenanceBuilding InteriorTASKHallways, Stairs, Lobbies,Community Rm - Vacuumcarpet, mop floors,sweep and Vacuum publicspacesWash windows in publicareasToilets - Clean yStaffDaily /WeeklyStaffDaily /WeeklyStaffClean Staff toilets/restroomsOffices- Sweep / VacuumofficesLight Bulbs - Replace ifburnt out in common areasand officesWeeklyStaffMonthlyStaffElevators- Clean cab wallsand doorsDaily /WeeklyStaffSweep / Mop / Vacuumelevator floorsDaily /WeeklyStaffTrash Chutes, DumpstersClean trash chutesDaily /WeeklyTwice aweekClean dumpster areasStaffStaffJanFebMarAprMay Jun Jul Aug Sep XXXXXXXXXXXXXXXXXXXXXXXXXXXXXJanFebMarAprMay Jun Jul Aug Sep OctNovDecOther Routine MaintenanceInventory, Meeting, Training, ToolsTASKFrequencyByMaintain Authority inventoryQuarterlyStaffXXXXAttend Staff meetingsQuarterlyStaffXXXXAttend Training sessionsAnnualStaffClean and sharpen toolsMonthlyStaffSharpen mower blades (aftereach Mowing)Weekly /MonthlyStaffXXXXXXXXXXXXXXXXXXXNOTE: Routine (and Emergency) Work Orders will be created due toresults from Inspections Maintenance Tasks.Routine Maintenance Schedule and ChecklistP a g e 10 24
MP HandoutSLIDE - 25Preventive Maintenance Schedule and ChecklistThis includes: Building Envelope Roofs, Walls, Windows, Doors,Foundations, Decks. Building Interior Floors, Ceilings, Walls, PestControl Grounds MEP Sprinkler, Lighting, HVAC,Generator, Security, FA, etc Apartment / Dwelling Unit Walls, Floors, Ceilings, SmokeDetectors, HVAC, Kitchen, etc Vehicles Small EnginesP a g e 11 24
MP HandoutSLIDE - 26Maintenance Schedules and ChecklistsPreventive Maintenance Schedule and ChecklistLHA NAME:DEVELOPMENT:Buildings & Grounds Preventive MaintenanceBuilding EnvelopeTASKFLAT ROOF - Cleardrains/scuppers, debrisCheck cracks, water pooling,leaks, flashingReseal JointsSLOPED ROOF - Removemoss, clear debris fromgutters / downspoutsRecaulk roof flashingWALLS - Repair mortarjoints, Replace Bricks (asneeded)WINDOWS - Wash, re-caulkif neededDOORS - Wash, checkweather stripping, re-paint asneededDECKS, EXT STAIRS WashFOUNDATION - Checkcracks, vent coversEXTERIOR SURFACES,FIXTURES - RefinishFrequencyMonthly /Bi-AnnuallyByStaff /VendorJanFebMarAprMayJunMonthlyStaffEvery 5yrsVendorBi-AnnuallyStaff /VendorXEvery 2 Yrs/As NeededStaff /VendorXAnnually /As NeededStaff /VendorXAnnuallyStaff Every 10yrsStaff /VendorXXXXXXXXXXXXXXXXXXXXXXXXPreventive Maintenance Schedule and ChecklistJul Aug SepOct NovXXP a g e 12 24Dec
MP HandoutSLIDE - 27Inspection Schedule – Buildings, Grounds and UnitsThis includes: Building Envelope Landscaping, Grounds Roofs, Walls, Windows, Doors, MEPFoundations, Decks. Sprinkler, Lighting, HVAC,Generator, Security, FA, etc Building Interior Floors, Ceilings, Walls, Pest Vehicles, Small EnginesControl Apartment / Dwelling Unit Common Kitchen, Laundry Walls, Floors, Ceilings, SmokeDetectors, HVAC, Kitchen, etc Trash / Recycling RoomP a g e 19 24
MP HandoutSLIDE - 28Maintenance Schedules and ChecklistsInspections Schedule and ChecklistLHA NAME:DEVELOPMENT:Buildings & Grounds InspectionsBuilding Oct Nov DecROOFS - Sloped/Flat andEPDM/Shingle/MetalBi-Annually /AnnuallyStaffXXROOFS - Cracks, waterpooling, leaks, flashingBi-Annually /AnnuallyStaffXXWALLS - Brick, Vinyl, ShingleWINDOWS, DOORS - Seals,OperatorsDECKS, EXT STAIRS - WashFOUNDATIONS - Cracks,vent coversBuilding InteriorFLOORS - Wood, affXWALLSAnnuallyStaffXMonthly /As taffXBi-AnnuallyStaffTrash Container leaksMonthlyStaffXXXXXXXXXTrash Chute doorsMonthlyStaffXXXXXXXXXWeekly /Bi-MonthlyStaffXXXXXXXXXPest ControlPEST CONTROL - PestsCommon Kitchen, LaundryKITCHEN - InspectAppliancesGAS STOVE - InspectKitchen, Bath - Cabinets,fixturesLAUNDRY - MachinesoperationalTrash / Recycling RoomTrash / Recycle CansXXXXXXXXXXInspections (Buildings, Grounds, Units) ScheduleXXXXXXXXXXXXXP a g e 20 24
MP HandoutSLIDE - 29Maintenance Schedules and ChecklistsDwelling Unit Inspections Schedule and ChecklistLHA NAME:TASKDEVELOPMENT:FrequencyByJanFeb Mar Apr May JunJulAug Sep Oct NovBuildings 1 & 2AnnuallyStaffXBuildings 3 & 4AnnuallyStaffBuildings 5 & 6AnnuallyStaffBuildings 7 & 8AnnuallyStaffBuildings 1 & 2AnnuallyStaffBuildings 3 & 4AnnuallyStaffBuildings 5 & 6AnnuallyStaffBuildings 7 & 8AnnuallyStaff101 Pembroke St.AnnuallyStaffX62 Apple LaneAnnuallyStaffX27 Peach StreetAnnuallyStaffFrequencyByBi-Annually /AnnuallyStaffXXBi-Annually /AnnuallyVendorXXMonthly /QuarterlyVendorDecPondside CourtXXXValley TerraceXXXXScattered SitesXHeat and smoke detectorsTASKBattery Heat / SmokeDetectors - InspectConditionInspect System Heatdetectors (in Units)JanFeb Mar Apr MayJun JulAug Sep Oct Nov DecPest controlInspect UnitXXXXXXXXXXFloors, Ceilings, WallsFloors (Wood, Vinyl, Tile)Kitchen fixturesKITCHEN - InspectBi-Annually /AnnuallyXXXXAppliancesBi-Annually /AnnuallyStaffGAS STOVE - InspectBi-Annually /AnnuallyVendorKitchen, Bath - Cabinets,fixturesBi-Annually /AnnuallyStaffXXAnnuallyStaffXXXHVAC fixtures(Heat Pumps, Bath Fans,Forced Hot Air, Baseboard)Fans, Baseboard, Vents- Inspect (dust, debris)Inspections (Buildings, Grounds, Units) ScheduleP a g e 24 24XX
MP HandoutSLIDE - 30 The Appendix is for LHA use (Maintenance, ModernizationStaff). The Appendices are not required to be submitted to DHCD. The Appendices are to assist in collecting, documenting andorganizing information (LHA developments / buildings, as wellas heating, hot water and other building systems). This information will inform the Maintenance Schedules andChecklists, and help with management of operations. The information could be developed over time.
MP HandoutSLIDE - 31APPENDIX1.2.3.4.Development Information (5 Developments per Page)Renovation Details, Unusual FeaturesBuilding SystemsMaintenance PolicyGeneral InformationA. LHAs should usei. Appendix 1 to document the various Developments at the LHAii. Appendix 2 to document Renovation Details, Unique Featuresiii. Appendix 3 to document the Building Systems at the various Developments.Appendix 1 and Appendix 2 will generate information that would be serve as input to theMaintenance Plan Schedule and Checklists.B. LHAs could use a 3-ring binder toi. File Appendix 1, Appendix 2 and Appendix 3.ii. File any information (Equipment information, Owner/User Manuals, copies ofWarranties, etc) from completed projects.iii. The 3-ring binder will contain pertinent information regarding building systems (Roofs,Mechanical, Electrical, Fire Alarm, etc) at the various developmentsA p p e n d i x 1 23
MP HandoutSLIDE - 32Appendix 1 – Development InformationInstructions1. Use this Appendix to document information on systems at LHA Developments.2. The Development Information sheet has space for five (5) developments (705,667, 689) per page (3 pages are provided) LHAs with more than 15 developments, please print or copy an extra sheetand number the pages accordinglyUse the Check Boxes to provide the following details for each Development atthe LHA.Using Appendix 1 – An Example Brimfield HA has four (4) building; -Three (3) residential and One (1) Community Building. One Development Information sheet would be used.A p p e n d i x 2 23
MP HandoutSLIDE - 33CATEGORIESNo of FloorsNo of UnitsFacilitiesStorageRoof SystemsBuilding SystemsFire Safety SystemsHeatHot Water Fillable document (Word) 5 Developments per Page Three (3) pages are provided (15 Developments). For additional Developments, copy the page Excel version is available Separate file Four (4) pages are provided (20 Developments)A p p e n d i x 3 - 5 23
MP HandoutSLIDE - 34, 35For LHA Use (Input to Maintenance Schedules and Checklists)Provide Development Details. Check Applicable BoxesDevelopment No. (667-1)Year BuiltDevelopment Name & AddressMajor Renovation(Year ONLY).For Details, Use PaCheck the Box if applicable12–4No ofFloors4-6 812No ofUnits34Community RmLaundryMain OfficeFacilitiesReceptionMaintenanceGarageStorage Access ControlFire AlarmFireMonitoredSafetyFire asPropaneHot WaterCo-GenElectricClick here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.Click here toenter text.CHECK BOXCHECK BOXCHECK BOXCHECK BOXCHECK BOX Appendix 1 – Development InformationA p p e n d i x 3 23
MP HandoutSLIDE - 36Appendix 2 –Development Renovation Details, Unusual FeaturesInstructionsThis Appendix is provided for Renovation Details and Unusual Features at theDevelopments. Fillable document (Word) 4 Developments per Page For additional Developments, copy the page Excel version is available Separate file One (1) page is providedA p p e n d i x 6 23
MP HandoutSLIDE - 37, 38For LHA Use (Input to Maintenance Schedules and Checklists)Major RenovationsYearDetailsClick here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Unusual Development FeaturesDevelopment No and AddressDetailsClick here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Click here to enter text.Appendix 2 – Renovation Details, Unusual FeaturesA p p e n d i x 7 23
MP HandoutSLIDE - 39Appendix 3 – Building SystemsInstructions1. This Appendix provides information on various buildingcomponents (building systems) at the LHAs developments.2. Equipment Serial and Model Numbers could be collected whennew equipment is installed.3. The information could be filed in a 3-ring binder. Fillable document (Word) Excel version is available as a separate file Includes Heating systems, Hot systems, Pumps, Roof systems, FireProtection systems, Emergency / Standby Power, Elevators / ChairLifts, GFCI, Arc Fault Protection, Electric Panels, Exterior andCommon LightingA p p e n d i x 8 23
MP HandoutSLIDE - 40CATEGORIESWhat, How Many, Install Date, Warranty, Service CompanyHeating SystemsHeating Equipment InformationHot Water SystemHot Water Equipment InformationPumpsPump Equipment InformationFire Protection (Sprinklers and FA)Emergency / Standby Power SystemsElevator / Chair LiftsGFCI, Arc Fault, Electric PanelsExterior and Common LightingElectric, Oil / Gas, Co-Gen, Geo-Thermal (andDHW)Electric, Oil / Gas, etcElectric, Oil, GasElectric, Oil / Gas, etcDrinking Water, Sump,, Basement Flood, AreaFlood, Elevator Pit,Shingle, EPDM, Metal, BUR,Addressable, Monitored (Phone/Cell, Radio),Wet/Dry Sprinklers, Fire PumpDiesel, Gas, Size, LocationHydraulic, Traction,Installed Locations, Size,Incandescent, LED (Arrays, Medium Base),Halogen, LPS/HPS, etc
MP HandoutSLIDE - 41For LHA Use (Input to Maintenance Schedules and Checklists)3.1 HEATING SYSTEMS3.1.1 Electric HeatHeating SystemBaseboardWall Heater1 Unit per 1 ApartmentYes No Yes 1 Unit per BuildingYes No Yes NoServiced by:Serviced by (Phone #):NoHeat Pumps Yes No Yes No On-Call ContractYes: No: Yes: No: 3.1.2 Oil / Gas HeatHeating SystemOil-FiredGas-FiredHeating System 1 Unit per 1 ApartmentYes No 1 Unit per BuildingYes No Serviced by:Serviced by (Phone #):On-Call ContractYes: No: Yes: No: 3.1.3 Cogeneration and GeothermalHeating SystemOil-FiredGas-FiredHeating System 1 Unit per 1 ApartmentYes No 1 Unit per BuildingYes No Serviced by:Serviced by (Phone #):Appendix 3 – Building SystemsOn-Call ContractYes: No: Yes: No: A p p e n d i x 9 23
MP HandoutSLIDE - 42Appendix 4 – Maintenance PolicySampleINSTRUCTIONS1. The Attached document (WORD) could be used byLHA as a Maintenance Policy document. Editable document (Word)A p p e n d i x 18 - 23 23
MP HandoutSLIDE - 43.1Maintenance Plan (Program and Policy)1. Introduction-Exterior Masonry2. Staffing-Space Heating3. Tracking of Maintenance Work (Howdo you track your Work Orders)-Domestic Hot Water-Plumbing & Electrical Repairs4. Routine Maintenance-Extermination/Pest Control5. Annual Unit Inspections7. Vacancy Turnaround6. Preventive Maintenance8. Maintenance Charges-Fire Protection-Roof9. Definition of MaintenanceEmergencies
MPF o r HandoutLHA UseSLIDE - 43.2Maintenance Plan (Program and Policy)1. IntroductionThis document outlines the YOUR Housing Authority’s (YHA) maintenance program andprocedures.Description of YHA Developments (1 paragraph per development)Located off of Church Street, 667-2 this development has 44 one-bedroom apartments. Theseunits are in 11 one-story buildings with each apartment having a front and back door openingdirectly to the outside. This site also includes a stand-alone community building, with laundryfacilities, public bathrooms and a small kitchen. There is also a free-standing maintenance shed.2. StaffingThis site has 2 PT maintenance staff.3. Tracking of Maintenance Work (How do you track your Work Orders)All maintenance work performed by the YHA staff is tracked through a work order system, PHANetwork. Work orders are generated by routine scheduled work, on demand routine andemergency requests from the residents and staff, the results of apartments/building inspectionsand the preventive maintenance program.Work orders are prepared and tracked by computer/tablet and smart phones from theAdministrative Office/on the go via Maintenance staff. Work orders are entered into the systemby the administrative/maintenance staff based on maintenance requests received from residentsas well as from all other sources. Resident requests are received by telephone calls/walk-inrequests at the Administrative Office. For after hours, holiday and weekend emergency problems,the tenants call an emergency number for o
Maintenance Schedules and Checklists (Word, Excel file is available). a. Work Plan for Preventive and Routine Maintenance, and Inspections A Schedule and Checklist of various Maintenance and Inspections items. The Checklist items and the Sche
