Hillsdale Housing Commission
45 N. West Street Hillsdale, MI 49242
Phone: (517) 439-1210 Fax: (517) 439-9577 E-mail: mail@hillsdalehousing.org
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| Click here to download the Microsoft Word version of this document Maintenance Plan 1. Work Orders All resident requested repairs shall require a written Work Order. Staff shall not perform any work in an occupied unit without receipt of a written Work Order, except in the case of an emergency. A Work Order form shall be completed by staff as soon as practical following the completion of emergency work. Work Order forms shall be made available in quantity in the lobby of Hilltop Apartments. Residents shall be encouraged to complete the written Work Order form. Housing Commission staff may complete the Work Order form when determined that completion of the Work Order form would present a hardship to the resident. Administrative staff will review the Work Order and the requested work shall be approved or denied on the basis of suitability and the appropriateness of the work requested. Where work orders are denied, the resident shall be informed in writing of the reasons for the denial. The resident shall also be given the opportunity to meet with Housing Commission staff and members regarding the denial of any requested work, and given the opportunity to present a formal grievance under the Housing Commission's Grievance Procedures. A log shall be kept of all Work Orders received. The Work Order Log shall contain the following:
All work orders shall be prioritized. Residents may indicate the level of priority on the Work Order form. Management may reprioritize any Work Order received based on its assessment of the urgency of work requested. Staff will observe the following schedule for completion of management-prioritized Work Orders:
Maintenance staff shall attempt to obtain the signature of the resident occupying the unit where repairs were performed, on the written Work Order. If the resident is present but unable or unwilling to sign the Work Order, the maintenance person shall indicate same on the Work Order. When the resident is not present, the maintenance person shall indicate same on the Work Order and leave a written notice in the unit, specifying disposition of the work requested, date and time of unit entry, date and time of completion of work, the actual repairs completed, and any charges to the resident. Management will deliver a written, itemized invoice for all tenant charges from Work Orders within twenty-four (24) hours of the completion of repairs. In accordance with the Housing Commissions Dwelling Lease, such charges are due and payable within fourteen (14) days of the date of delivery. Should approved repairs requested on the Work Order be determined to be unfeasible due to cost or other factors, Housing Commission shall apply for modernization funds to accommodate these repairs, pending the availability of such funds. Should the repair be prioritized as an emergency, Housing Commission staff shall apply for emergency funding, pending the availability of such funds. The Work Order shall be marked complete, as no further action may be taken. Work Orders and the Work Order Log shall be archived annually, following the end of the Housing Commission's fiscal year, and stored for a period of not less than five (5) calendar years from the date of archival. 2. Inspections Apartment Inspections Every apartment unit will be inspected by Housing Commission maintenance staff at least annually, using either the HUD HQS inspection form, a form based on the City of Hillsdale's minimum occupancy standards, or a combination of the HQS and City of Hillsdale's occupancy standards, whichever includes more stringent requirements for occupancy and/or habitability. Management may, at its discretion, perform additional inspections. Except in the case of an emergency, and in accordance with the Housing Commission's Admissions and Continued Occupancy Policies and Dwelling Lease, the resident shall receive at least forty-eight (48) hours written notice prior to entering a unit to perform an inspection. Management shall deliver written notice of the intent to perform an inspection of the dwelling unit, and the resident occupying the unit may, at the discretion of management, be permitted to reschedule the inspection within forty-eight (48) hours of delivery of the notice. Except in the case of an emergency, and in accordance with the Housing Commission's Admissions and Continued Occupancy Policies and Dwelling Lease, no advance notice shall be required for the performance of an inspection in the case of an emergency. The resident(s) occupying the unit shall be encouraged to attend the inspection. Housing Commission maintenance staff shall keep a written log of all inspections and repairs generated by inspections. A written Work Order shall be generated for all repairs determined as necessary from unit inspections. The Work Order shall be prioritized. Should repairs for deficiencies noted during inspections be determined to be unfeasible due to cost or other factors, Housing Commission shall apply for modernization funds to accommodate these repairs, pending the availability of such funds. Should the repair be prioritized as an emergency, Housing Commission staff shall apply for emergency funding, pending the availability of such funds. The Work Order generated as a result of the inspection shall be marked completed, as no further action may be taken. The inspection log and all inspection forms shall be archived at annually, following the end of the Housing Commission's fiscal year, and stored for a period of not less than five (5) calendar years from the date of archival. Systems Inspections Housing Commission staff shall inspect all major systems of Hilltop Apartments at least annually. The inspections shall include, but not be limited to, the following:
Any system deficiencies shall be noted and a Work Order shall be generated for repair. The Work Order shall be prioritized. Should authorized repairs of a system be determined to be unfeasible due to cost or other factors, Housing Commission shall apply for modernization funds to accommodate these repairs, pending the availability of such funds. Should the repair be prioritized as an emergency, Housing Commission staff shall apply for emergency funding, pending the availability of such funds. The Work Order shall be marked complete, as no further action may be taken. Housing Commission staff shall keep a written log of all systems inspections and Work Orders generated by the inspections. The log shall be archived annually, following the end of the Housing Commission's fiscal year, and stored for a period of not less than five (5) calendar years from the date of archival. 4. Preventative Maintenance Maintenance staff shall observe a preventative maintenance schedule to promote safety, security, and overall building integrity. All systems which require preventative maintenance shall be scheduled for this service periodically. Systems with manufacturers recommended specifications shall receive periodic preventative maintenance service according to the manufacturers specifications. Should repairs be indicated from preventative maintenance services and it is determined that such repairs are unfeasible due to cost or other factors, the Housing Commission shall apply for modernization funds to accommodate these repairs, pending the availability of such funds. Should the repair be prioritized as an emergency, Housing Commission staff shall apply for emergency funding, pending the availability of such funds. The Work Order generated from the preventative maintenance schedule shall be marked complete, as no further action may be taken. A written log shall be kept of all preventative maintenance schedules and the performance of preventative maintenance services. The log shall be archived annually, following the end of the Housing Commission's fiscal year, and stored for a period of not less than five (5) calendar years from the date of archival. 5. Vacant Unit Turnovers The Hillsdale Housing Commission maintenance staff shall prepare vacated units for occupancy as quickly as possible. Wherever possible, units shall be prepared for occupancy within twenty (20) calendar days of the date management releases keys to the unit to maintenance. When excessive repairs to unit, labor shortages, lack of repair parts, or other difficulties prevent maintenance turnover of vacant units, details of the difficulties shall be communicated to management. Wherever repairs for unit turnovers require more than thirty (30) calendar days to complete, details of the difficulties shall be communicated to the Housing Commission during the Maintenance Report item on the Commissions Regular Meeting agenda. Maintenance staff shall keep a written log of all vacant unit turnovers, noting the time required to perform each task necessary to prepare the unit for occupancy. The log shall be archived annually, following the end of the Housing Commission's fiscal year, and stored for a period of not less than five (5) calendar years from the date of archival. |
