HomeMy WebLinkAbout2006-02-21 - Minutes - Archive•
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MINUTES OF THE FEBRUARY 21, 2006 REGULAR MEETING OF THE HOUSING
AUTHORITY OF
THE CITY OF FAYETTEVILLE, ARKANSAS
The Housing Authority of the City of Fayetteville, Arkansas met in Regular Session at
8:00 a.m., February 21, 2006, in the City Administration Building, Room 326,
Fayetteville, AR.
Due to the absence of Dr. Ross, Betty Turner, Vice -Chairperson called the meeting to
order at approximately 8:00 a.m.
Commissioners Present: Betty Turner, Janet Richardson and
Deborah Olsen
Commissioners Absent: Robin Ross and Richard Royal
Others Present: Fredia Sawin, Laura Higgins and M.D. Atwell
(Fayetteville Housing Authority)
Old Business
A. Discussion of Recommendations From Quadel Consulting Group Concerning the
Comprehensive Housing Needs Plan -Due to the cancellation by Quadel, this item
was removed from the agenda. The Quadel meeting has been rescheduled for
March 15, 2006.
New Business
A. Approval of Minutes of Previous Annual Meeting -Motion was made by Ms.
Olsen to accept the January 17, 2006 Minutes, seconded by Ms. Richardson and
carried unanimously.
B. Approval of January 2006 Financial Statements -Financial statements were
reviewed and a motion made by Ms. Richardson to accept the January 2006
Financial Statements, seconded Ms. Olsen and carried unanimously.
C. Approval of Resolution #763 -To Charge Off Delinquent Accounts of Former
Tenants for Period 10/01/05 — 01/31/06 -Ms. Richardson motioned to accept
Resolution #763, seconded by Ms. Olsen and carried unanimously.
D. Resolution #764 -Authorizing the Write -Off of Certain Non -Expendable
Equipment that was Junked -Ms. Olsen motioned to accept Resolution #764,
seconded by Ms. Richardson and carried unanimously.
E. Approval of Resolution #765 -Authorizing the Award of Contract for Capital
Funds 2005 Project to Replace Siding at Lewis Plaza -Ms. Sawin explained that
the 2005 Capital Funds will be used to finish up the siding project at Willow
Heights and to do approximately 10 buildings at the Lewis Plaza site Capital
Funds for the next year will be used to complete the siding at Lewis Plaza.
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Motion was made by Ms. Olsen to approve Resolution #765, seconded by Ms.
Richardson and carried unanimously.
F. Presentation of Maintenance Management Plan by Mike Atwell (Fayetteville
Housing Authority Maintenance Foreman) -Mr. Atwell gave his presentation of
the new Maintenance Management Plan as submitted to the board for their
review. Questions were asked by the board and Mr. Atwell was thanked for his
presentation and his hard work. One change in the plan was suggested by Ms.
Richardson that the wording be altered to eliminate the executive director taking a
work vehicle home. Ms. Sawin agreed that this was not necessary as she did not
need to take a work vehicle after business hours.
G. Approval of Resolution #766 -Approving Policies and Procedures Implemented
for the Maintenance Management Plan -Ms. Richardson motioned to accept
Resolution #766 with the change in wording as reflected in Section F., seconded
by Ms. Olsen and carried unanimously.
H. Executive Directors Report -Ms. Sawin reviewed her report. Announced the
Spring NAHRO Meeting in North Little Rock on April 26 — 28, 2006. Ms. Olsen
and Ms. Turner requested to attend. Ms. Sawin advised that she needed to know
who else would attend by March 3, 2006. Ms. Sawin also announced the award
of additional funding for a McKinney-Vento Act Homeless grant through the
Housing Coalition. The total award was $172,800.00 for a five year period and
will cover six Shelter + Care Vouchers.
There being no further business, meeting was adjourned.
• THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
•
C airperson
A TEST: --
/l a '��
Secretary
• FAYETTEVILLE HOUSING AUTHORITY
#1 North School Ave.
Fayetteville, AR 72701-5928
PH: (479)521-3850 FAX: (479)442-6771
•
EXECUTIVE DIRECTOR'S REPORT
February 16, 2006
1. The Spring NAHRO meeting will be held in North Little Rock,
from April 26th thru April 28th. Please let me know by
March 3rd, 2006 as to whether you would like to attend this
meeting. The Hotel rooms fill up fast and calling in early,
guarantees us a slot. The tentative agenda is attached.
2. Public Housing has 2 vacancies, 1 at Willow Heights, 1 at Lewis
Plaza, 0 at Hillcrest Towers, and 0 at Morgan Manor The
Section 8 Program is full. The ADEMA/FEMA KARE program
has 145 participants.
3. Jan Simco has been successful, again, in submitting a
McKinney-Vento Act Homeless grant through the Housing
Coalition. We will be receiving funds to cover 6
Shelter + Care Vouchers in the amount of $172,800 for a five
year period. The partnership is with Ozark Guidance Center.
We are very proud of Jan's accomplishments with these grants
The definition of what constitutes a homeless person really
causes some obstacles, however, she is working on getting this
program up and running smoothly. The Shelter + Care
program currently has two participants with possibly two
more in the process.
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Page 2 Executive Director's Report
February 16th, 2006
4. Please find enclosed a Housing Community Development
magazine that I thought would be interesting to read. Also,
a few items of importance:
1. The Lindsey Blue Books are up-to-date. This month's
packet will have both the November and December
2005 Balance sheets for all the programs we administer
(Public Housing, Section 8, High-rise Senior Citizens Center,
Shelter + Care and KARE Hurricane Relief).
2. January was Insurance month We paid out a total of
$55,553 for our Property and Liability Insurance.
3. The legal expenses for this month totaled $5,561 with
the Section 8 Litigation and the General Star Settlement
being the top two expenses.
4. The Gas bill for the High-rise was a very expensive
$11,322. We knew it would be high with the current
gas prices but this was, to us, very high.
5. Quadel was paid their first installment in the amount of
$12,890.70.
6. In Extraordinary Maintenance, James Waddell was paid
$850 to repair and re -tile a high-rise bathroom wall and
Modern Fence was paid $525 00 to install a fence around
the roof area of our extended office, so as to keep
unauthorized people off this roof. The replacement
of non -expendable equipment to Service Supply for $838
is Hot Water Heaters that we had to replace.
t
RESOLUTION NO. 763
RESOLUTION TO CHARGE OFF DELINQUENT ACCOUNTS OF FORMER
TENANTS FOR PERIOD 10/01/05 - 01/31/06
A resolution of the Board of Commissioners of the
Fayetteville Housing Authority authorizing the charge off of
delinquent accounts of certain former tenants in the AR 97-1 & 2
Housing Projects for period of October 1, 2005 thru January 31,
2006.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF
THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS THAT:
Accounts in the amount designated, due from the former
tenants listed on the attached sheets are hereby authorized to be
charged off.
PASSED AND APPROVED THIS
ATTEST:
Sndi.C74-%
SECRETARY
DAY OF 4pAlimA,V ,2006.
THE HOUSING AUTHORITY OF
CITY OF FAYETTEVILLE, AR
CHAIR 8P RSON
ATTACHMENT TO RESOLUTION 763
CHARGE OFF OF FORMER TENANTS DELINQUENT ACCOUNTS
10/01/05 - 01/31/06
APT.
NAME
RENT
OTHER
TOTAL
2-B
April Barron
45.00
585.00
630.00
12-B
Amber Allaire-
493.00
509.00
1,002.00
16-A
Kathlene Powell
66.00
170.00
236.00
19-A
Diane Smith
268.00
513.00
781.00
22-B
Patsy Fluker
0.00
412.00
412.00
24-A
Jimmie Aherns
960.00
310.00
1,270.00
25-B
Elizabeth Hand
218.00
200.00
418.00
29-A
Thurman Alvarez
920.00
305.00
1,225.00
314-C
Amanda Weathers
15.00
188.00
203.00
338-C
Sherrell Moss
1,110.00
301.00
1,411.00
426-C
Cara Hudgens
203.00
490.00
693.00
431-C
Rochelle Wadsworth
1,308.00
338.00
1,646.00
303-J
George Agler
0..00
65.00
65.00
412-J
Julius Nelson
0.00
551.00
551.00
610-J
Fran Wiggins
74.00
133.00
207.00
702-J
Michael Reese
593.00
190.00
783.00
TOTALS
6,273.00
5,260.00
TOTAL
11,533.00
RESOLUTION NO. 764
RESOLUTION AUTHORIZING THE WRITE-OFF OF CERTAIN
NON -EXPENDABLE EQUIPMENT THAT WAS JUNKED.
WHEREAS, the HUD Manual 7510.1 provides for the write off of
certain non -expendable equipment that is junked, and
WHEREAS, the most recent list of equipment that has been declared
not in working order and non -repairable and has been junked needs
to be written off.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE
FAYETTEVILLE HOUSING AUTHORITY, that the attached list of
equipment be written off the property ledger of the Fayetteville
Housing Authority.
(see attached list for equipment.)
PASSED AND APPROVED THIS pZi$,t DAY OF,11,1ApAy2006.
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
CHAIRPERSON
ATTEST:
tICINOR
SE EETR ARY I
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ATTACHMENT TO RESOLUTION NO. 764
LIST OF EQUIPMENT TO BE WRITTEN OFF
DWELLING EQUIPMENT PROPERTY LEDGER NO. #1465.1
ITEM
NO. DESCRIPTION / PROPERTY
128 Hot Point Refrigerator
138 Kenmore Refrigerator
151 Kenmore Refrigerator
161 Kenmore Refrigerator
180 Kenmore Refrigerator
216 Kenmore Refrigerator
218 Kenmore Refrigerator
229 Kenmore Refrigerator
414 Hot Point Refrigerator
442 Kenmore Refrigerator
467 Kenmore Refrigerator
527 Hot Point Refrigerator
564 GE Refrigerator
663 Hot Point Refrigerator
705 Hot Point Refrigerator
TOTAL
$5416.00
SERIAL NUMBER AGE AMOUNT
0948607668
E -64334927
S -62650285
S -60721048
E -64345516
0948607698
S -52350771
S -60537475
SA -344714
S -62032587
S -12947212
0526089285
LM -751740
LA -787427
HG -837955
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
9+yr.
4yrs.
lyr.
DWELLING EOUIPMENT PROPERTY LEDGER NO. #1475.1
MAINTENANCE EOUIPMENT PROPERTY LEGDER NO. #1475.2
$ 371.00
353.00
353.00
353.00
369.00
371.00
369.00
371.00
333.00
371.00
371.00
371.00
368.00
350.00
342.00
$ 0.00
$ 0.00
RESOLUTION NO. 765
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR
CAPITAL FUNDS 2005 PROJECT TO REPLACE
SIDING AT LEWIS PLAZA
WHEREAS, The Fayetteville Housing Authority received bids on February 14th, 2006
for the contract to replace siding on the units at Lewis Plaza. The payment for this
contract will come from the 2005 Capital Fund. The Housing Authority received four
bids for this project. Ledford Planning and Engineering, the Architect for this project,
has opened, tabulated and found each bid to be in proper form.
And WHEREAS, the lowest contract bid has been reviewed, and is within the
Housing Authority budget, and the Executive Director, Fredia Sawin, after review,
recommends that we award the contract to Ameritech of Arkansas, LLC.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE FAYETTEVILLE HOUSING AUTHORITY:
1. That the contract for replacement of siding at Lewis Plaza'
be awarded to Ameritech of Arkansas, LLC.
in the amount of $173,988.00.
2. That the Executive Director of the Housing Authority is hereby appointed to
serve as Contracting Officer for this project. The Contracting Officer is
also delegated by the Authority to execute the contract and all change orders
for this project.
PASSES AND APPROVED THIS oZJS.t DAY OF aetiztaity 2006.
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSASS
CHAIRPERSON
ATTEST:
sob.c243A,
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RESOLUTION NO. 766
RESOLUTION APPROVING POLICIES AND PROCEDURES IMPLEMENTED
FOR THE MAINTENANCE MANAGEMENT PLAN
WHEREAS, The Board of Commissioners of the Fayetteville
Housing Authority is interested in policies and procedures
that would establish a maintenance plan which sets out
written procedures, guidelines, and programs for
accomplishing routine and preventive maintenance tasks
on the buildings and property which are owned and operated
by the Fayetteville Housing Authority.
WHEREAS, the Public Housing Maintenance Management Plan
is set up to achieve goals for efficiency, provide a
functional maintenance system, control budget expenses
and insure adequate training.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE FAYETTEVILLE HOUSING AUTHORITY:
That this Maintenance Management Plan be approved as set
forth in the attached 21 page written manual.nu�l.�/
PASSED AND APPROVED THIS 02/It-DAY OF �7� / 2006
ATTEST:
.1 TARP (/
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
' CHAIRPERSON
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1
FAYETTEVILLE HOUSING AUTHORITY
MAINTENANCE MANAGEMENT PLAN
IOW
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PURPOSE OF PLAN
The purpose of establishing this maintenance plan is to set out written
procedures, guidelines, and p -ograms for accomplishing routine and preventive
maintenance tasks on the bui dings and property which are owned and operated by
the Fayetteville (lousing Authority.
The Maintenance Manage lent Plan is divided into two (2) basic areas of
operation within the PHA: administrative procedures and actual maintenance
procedures. Each area of opration must depend and cooperate with the other to
produce quality housing for its residents.
The Maintenance Management Plan will achieve several overall goals:
A. Efficiently schedule maintenance activities
B. Provide
C. Control
a functional maintenance system
maintenance budget expenses
D. Insure adequate training of maintenance personal
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SUMMARY OF CONTENTS
ADMINISTRATIVE PROCE
)ORES
Executive Director
Building Grounds, Equipment Mai Itenance Leader
Typist Clerk (secretary)
Comprehensive Improvement Assistant Program (mod)
MAINTENANCE PROCEDURES
Maintenance Categories
Preventive Maintenance
Preventive Maintenance Task
Corrective Maintenance
Deferred Maintenance
Emergency Maintenance
Routine Maintenance
Cosmetic Maintenance
Inspections
Resident Service Request Procedure
Work Orders
Work Order Priorities
Maintenance Office
Resident Charge
Resident Move -Out and Move -In rocedures
Purchasing Procedures
Inventory Control
Vehicle Maintenance
Vehicle Washing and Cleaning
Maintenance Equipment
Results of Effective Maintenance
Hiring Practices
Maintenance Supervisor
Maintenance Mechanic A
Maintenance Mechanic 13
Maintenance Aid
Pg. I
Pg. 2
Pg. 2
Pg. 3
Pg. 3
Pg. 4
Pg 4
I'g 4
Pg. 5
Pg. 5
Pg. 5
Pg. 5
Pg. 6
Pg. 6
Pg. 6
Pg. 7
Pg. 7
Pg. 7
Pg.S
Pg. 9
Pg. 9
Pg. 10
Pg. 11
Pg. 11
Pg. 12
Pg. 12
Pg. 13-15
Pg. 16-17
Pg. 18-19
Pg. 20-2I
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ADMINISTRATTIVE PROCEDURES AND RESPONSIBILITIES
EXECUTIVE DIRECTOR
The Executive Director is the catalyst through which the entire housing program must
Clow to ensure an effective and efficient operation. The Executive Director is responsible
for the day to day operation of he Housing Authority. The Executive Director
implements policies and procedures instituted he the Board of Commissioners. All staff
answer to the Executive Director, or his/her designee, per the established Organizational
Chart.
STAFFING PLAN
The FI -IA's strategy for meeting the day to day maintenance needs of the properties is
to assign specific staff to specific job tasks and cross train staff members to be proficient
in numerous areas of maintenance work. The Executive Director shall appoint a Working
Foreman (hereinafter referred l) as Supervisor), who answers directly to the Executive
Director.
The maintenance staff cons sts of five people including the Maintenance Supervisor.
Two (2) maintenance mechanieis are assigned to work order duties and routine
maintenance responsibilities. Two (2) maintenance mechanics are assigned the primary
job of repair and refurbishing of move out units.
GOALS AND OBJECTIV
ES
'I'hc goals and objectives ofj the (FHA) maintenance department are to maintain each
and every development in a condition equal to or grater Than Uniliirni Physical Condition
Standards (OPCS) requirements, to properly utilize the Existing staff with a reasonable
amount of overtime, within budget and on schedule.
Page I
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COMPEREHENSIVE
MPROVEMENT ASSISTANCE PROGRAM
(MOD)
The Executive Director, the (M D) coordinator and other staff, in conjunction with the
Housing Authority's moderniz:kion program, will annually prepare an assessment of the
short-term and long-term needsof the FHA, including maintenance needs and cost.
MAI
TENANCE PROCEDURES
Maintenance Categories:
The Fayetteville Housing Authority Maintenance Department is located in the
basement level of the Hillcrest /Powers building at I North School Avenue. The (FHA)
stores material and equipment s this location.
Maintenance activities are divided into routine, non -routine and move out
maintenance. The (FHA) has thected six (6) categories: preventive, corrective, routine,
deferred, emergency, and cosmetic.
Preventive maintenance is one )f the most important categories because it anticipates and
corrects maintenance problems before they happen. It is one of the more effective types
of maintenance as it lowers maintenance cost over the duration of the housing program.
In the practice of preventive maintenance, the (FI -IA) includes the following:
I . Provide maintenance personnel with proper training and instructions on
maintenance procedure.
2. Scheduling of preventive maintenance such and furnace filter changing, fire
extinguisher inspection, pest control, and Inspection ofcommon areas, grounds and
buildings.
3. Inspection of all dwellin_ and non -dwelling equipment.
Page 3
PREVENTIVE MAINTENAN
E TASKS
Task include but not limited to, counsel residents on practicing proper
housekeeping habits.
Regular inspection tours of all dwelling units by qualified (F11A) representatives
assigned to the task.
Regular walking tour or visual inspection of grounds, common areas and
exterior of buildings.This tour will he made for visual check for possible water
leaks, gas leaks sewage, seepage, erosion and etc.
4. Weekly inspection of 111 security lighting.
5. Check all sewer manhl)Ics kir sewer treatment.
6. Interior and exterior phinting program every three (3) to live (5) years.
7. Proper dwelling unit preparation upon resident move -out, (repairs needed,
cleaning, and painting .
S. Annual check and clef ning of all heaters and filter changing and check all water
heaters
9. All appliances in vasa t apartments cleaned and repaired.
10. In order to prevent un afe practices, poor -work -man -ship, and damage to
dwelling units maintc ance will install all air conditioning units.
CORRECTIVE MAIN
I'ENANCE
Repairs to the buildings and equipment which are caused by normal wear and tear
are conducted on a daily bi sis.
The (FHA) has determined that if the cost of the repair is half or more than the cost of
replacement, the item shoo d be replaced if the necessary funds arc available.
11 is also (FHA) policy to replace eligible items through the Modernization Program.
Page 4
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DEFERRED MAINTENAN
It is the temporary delay or setting aside of needed repair work because of fund unavailability,
seasonal factors, or lack of parts. iiefcrred maintenance, though often unavoidable, is not
recommended.
EMERG ENY MAINTENACNE
Situations which pose a threat t
immediate attention.
ROUTINE MAINTENANCE
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the property or life or health of the resident will receive
Includes repetitive and regular d✓ork task of a general nature such as trash removal, grounds
upkeep, and responses to work ordi:r requests.
COSMETIC MAINTENANCE
Entails rehabilitation of alterations which are usually costly and limited. These are generally
only when capital funds are available. Most of the time the (FHA) does this type of maintenance
by using Modernization or Compr4hensive Improvement Program funds. However if capital
finds are available, they are also u cd.
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INSPECTIONS
The (FHA) will conduct insp ctions once each year as the resident lease is renewed. A
monthly inspection is conducted with each pest control service. This inspection is for house
keeping and smoke alarm checks. Property inspection is done each week as the trash on the
grounds is picked up. These inspections arc important as they demonstrate to the resident that
the (FHA) is interested in the condition of the dwelling unit, the value of the proper house-
keeping habits, and the importanbe of reporting needed repair work in the apartment.
Inspections are beneficial to the (FHA) as it allows the (FHA) to witness the actual condition
of the (FHA) property, and the Maintenance work being performed in the work -man -like fashion.
The only physical inspections doHe by the (FMA) maintenance staff are the move out inspections
and the pre move in inspections.
RESIDENCT SERVICE R
QUEST PROCEDURE
The resident must register all work order service request in person or by phone at the
administration office. The secre ary will complete the work order request on the proper form,
log it in and then notify maintenance of a work order request.
After hours and weekend maintenance calls will be handled by the maintenance supervisor or
the maintenance service man on call. Depending upon the seriousness of the call as to the
priority wither the call will be done as an emergency or will be differed until the next business
day.
WORK ORDERS
The maintenance supervisor shall examine all work orders, set priorities, and assign work task
to the proper personnel for completion of the required work. All work orders, after having their
priority determined will be completed within the proper time frames if supplies and materials are
available.
All work orders must be comple ed before they are returned to the maintenance supervisor. The
completed work order will be signed by the maintenance supervisor, and hand -delivered to the
secretary for proper filing. A copy of the completed work order shall be maintained be the
secretary, and one copy is placed into the resident's file.
Page 6
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WORK ORDER PRIORITIE
The (FHA) has determined that
following
all work orders will be divided into priorities based on the
I. First Priority: Emergency request which affect the life, health and safety of the residents
or threatens the (FHA) prop&ty will be completed immediately.
Example: Security problem, gas leaks, water leaks, on electricity, plumbing problems,
malfunctioning refrigerator itr stove, roof leaks.
2. Second Priority: Routine wi)rk order request which may cause some inconvenience to the
resident will he completed in a timely manor
Example: Broken window, hole in wall, missing tile, window shade, door adjustment.
3. Third Priority: Dwelling mit restoration thr occupancy will he completed within 5
working days. This depends to some extent on the amount of damage and the depth of
the repairs.
4. Fourth Priority: Preventive maintenance is anon -going program which is scheduled
daily, weekly and monthly c epending upon the time of year and the task to be completed.
Example: Cleaning heaters hauling trash
• MAINTENANCE OFFICE
•
The maintenance supervisor shall have an office equipped with all office equipment, desk,
chair, tiling cabinet, telephone, and necessary supplies. The maintenance office will have
site plans, equipment manuals, warranties, work order request, and maintenance schedules.
RESIDENT CHARGES
The (FI -IA) has developed a list of charges for damages, beyond normal wear and tear, which
may be caused by the resident, its family, or visitor. The price list is based on estimated cost
of materials and time involved n the actual repair. The price list is subject to change when
the change in cost factors are significant The new price list will he approved by the
Board oI Commissioners.
Page 7
RESIDENT MOVE -OU r AND MOVE -IN PROCEDURES
When a resident vacates the dwclli ig unit, the Billowing procedure is taken by the (FI -IA):
I. Move -out inspection, wit! resident if available, will be conducted Ihr the assessment of
damages, painting and cle ming required, and amount of repair work needed.
A work order is issued for
the dwelling unit renovation, (including cleaning.)
3. Maintenance supervisor w ill assess the amount of damage and charge the resident in
accordance with the approved price list.
Assessed charges are turn
d in to the office for proper billing to the resident.
5. When the dwelling unit is ready for occupancy, and the new resident moves in, the
(H -IA) office makes the move -in inspection with the resident , and the resident signs the
inspection form.
Page 8
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PURCHASING PROCEDURE & INVENTORY CONTROL
PURCHASING PROCEDUR
The (FHA) purchases all mater als, supplies, equipment, and contract labor in accordance
with its adopted procurement polick, and public bid law.
The Maintenance Supervisor makeb all major purchases atter approval of the Executive Director
for the (FHA), and the (FHA) stains allowed to make purchases of supplies after the approval of
the Maintenance Supervisor.
Emergency situations which endanger life and property will be the only exception allowed.
INVENTORY CONTROL:
The (FHA) inventory is monitored by the Maintenance Supervisor, record cards, receipts,
and visual inspection.
All of the (FHA) dwelling and ion -dwelling equipment is identified by the item serial
number.
The (FHA) furnishes the small hand tools for maintenance personnel. Some of these tools are
stored in the maintenance trucks and some in the maintenance shop. The maintenance personnel
are held responsible for any missing tools.
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VEHICLE MAINTENANCE
The (FHA) vehicles will be properly maintained at all times so as to minimize staff down
time.
The following maintenance scl edule shall be Iollowed:
SCHEDULE
Monthly
QUARTERLY
Every 20,000 miles
Tune-up
• VEHICLE WASHING AND
WORK
check all oil, filters and fluids
check air pressure in tires
Change oil and filter
( 3000 miles)
change transmission fluid in vehicles
with automatic transmissions
LEANING:
( 40,000 miles)
Exterior and interior:
All (FI -IA) vehicles shall be was led and the interior cleaned , and removal of all trash and
litter at a minimum of once a month and more often if other conditions arise
Page 10
Maintenance Equipment
All maintenance equipment such as lawnmowers, tractors, power washing equipment,
welders, and etc, will he serviced p-operly and promptly as Billows:
Schedule
Every 50 hours
Work
Full service to equipment
As needed atter operation tune-up /wash
Vehicle Use
The Executive Director and Maintenance Supervisor are on 24 hour call, and they will he
allowed to take their designated vehicle home each day.
Page I I
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Maintenance Equipment
All maintenance equipment such as lawnmowers, tractors, power washing equipment,
welders, and etc, will he serviced p -operly and promptly as follows:
Schedule
Every 50 hours
As needed idler o1
Vehicle Use
Work
Full service to equipment
eration tune-up /wash
The Executive Director and Ma ntenance Supervisor are on 24 hour call, and they will he
allowed to take their designated vehicle home each day.
Page I I
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Results of Effective Maintenance
An effective maintenance progra n helps reduce excessive vacancies by promoting resident
satisfaction. Vacancies due to numerous maintenance problems can severely affect the financial
status of the (PHA), as well as the Overall image of the (FHA) development within the
community.
Effective maintenance will also inhancc the overall marketability of the (PHA) dwelling units
by presenting a positive image upon the community where the (FHA) development sites are
located.
Maintenance Personnel
Vacant maintenance positions arc filled by the (FHA) through the help of the local
Employment Security Department.
The qualified applicant will he considered a permanent employee aller successfully completing a
six (6) month probationary period.
Page 12
Fayetteville 1 lousing Authority
�ob I)cscriplion
Joh 'Fiat: Maintenance Foreman
Exempt (VIN): No
(late: .Iuly, 2003
Department: Nlaintentince
12eporls To: Executive llircclor
SIIMMAItY
Act as the supervisor over maintenance die ' ieunibcnt supervises a stall. of maintenance mechanics and
aides. Ensure That all maintenance duties arperformed in an accurate, effective and efficient manner.
This position will require a skilled working knowledge of all maintenance crafts and Trades with a high
degree of skill in the performance of multiple crafts and Trades.
ESSEN'PIA1, DUTIES ANI) ItI':SPONS11111IT1ES include the following. 011ier chilies may be
assigned.
I. Act as the lead skilled mechanics ou major maintenance or construction projects such as periodic
overhauling of air conditioning and healing equipment, repainting of structures, installing new
plumbing and fixtures, and remodelling or adding to existing structures.
1 Iighly proficient in the uses of pm er took such as.joinler, sander, saw and pipe die; uses a
variety of hand tools when making epairs Io equipment and structures.
3. Schedule repairs upon Tenant movitg out of miil.
1. (.'induct move out inspection and laud inspections on all units.
5. Take maintenance complaints and trouble shoats maintenance problems.
6. nvcrsee contract plumbers, licatim6 and air Technicians and electrical service personnel and all
other contract work done by the 19 A.
7. Order and inventory maintenance s ipplics.
R. Maintain the Authority's seven vehicles including vans, pickup and cars.
9. Ensure That all units nice) 111 Ill sla ulards.
10. Schedule all special inspections by
nit side agencies.
11. Meet with tenant associal ion to ad( ress any maintenance related concerns.
13. unsure that incinerator is mlilired properly io minimi/c the amount of Trash hailed away.
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SUPERVISORY ItESI'ONSI1111i'1'II%S
Supervises eight employees in the organic lion. Carries nal supervisory responsibilities in accordance
with the organization's policies and applic iblc laws. Responsibilities include interviewing, hiring and
training employees; planning, assigning, a id directing work; appraising performance; rewarding and
disciplining employees; addressing complt hits and resolving problems.
QIIALIEICA'I'IONS To perform Ihislul successfully, an individual muss he able io perform each
essential duty satisfaclorily.'I'he requiramdnts listed below are representative of the knowledge, skill,
and/or ability required. Reasonable accom modalions may he made to enable individuals with disabilities
lo perlixm the essential functions.
EI)11CATION and/or EXPERIENCE
Associate's degree (A. A.) or equivalent fr mn Iwo -year college or technical school; or four years related
experience and/or training; or equivalent c mnbinalinn of education and experience.
LANGUAGE SIC 1LLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and
procedure manuals. Ability to write routit c reports and correspondence. Ability to speak effectively
before groups of customers or employees of organization.
COMMUNICATION SKILLS
Internal: N9ainlenance Mechanics, Mainlennncc Foreman, Night Watchman, and oilier office stafl
txierwl:'I'cnants and outside Mainlenancb service workers.
11iA'I'IIEI1iAi'IC SKILLS
Ahilily to add, subtract, multiply, and clivi
fractions, and decimals. Ability to compo
le in all moils of measure, using whole numbers, common
e ral e, ratio, and percent and lo draw and interpret bar graphs.
REASONING ARII.1'I'Y
Ability In apply common sense understanding In carry mil instructions furnished in written, ural, or
diagram form. Ability 10 deal wish prnhle Its involving several concrete variables in standardized
situations.
CERTIFICATES, LICENSES, REGIS'
Stale Maintenance License and Arkansas
'RATIONS
)epartmenl of Labor ISoiler Operations License.
PIIYS1CAI, DEMANDS The physical da mantis described here are representative of those that must he
mel by an employee to successfully 'led -mint the essential functions of this Job. Reasonable
accommmodations may he made In enable i ldividuals with disabililics to PCI lora the essential functions.
While perl'o ening the duties of this lob, the employee is regularly required to use hands to finger, handle,
or feel and reach with hands and arms. '11 e employee frequently is required lo stand; walk; sit; and stoop,
kneel, crouch, or crawl. The employee is lecasiona1ly required lo climb or balance and talk or hear. The
employee nmtsl frequcully lith and/or movi: up to 10 pounds and occasionally lilt and/or move up to 50
pounds.
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410
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\1'0121< ENVIRONMENT 1FNT '/lie work envi'unmen( characteristics described here are representative of
those an employee encounters while perfoneiing the essential functions of this Joh. Reasonable
accunmwdalions may he made to enable in( ividuals will' disabilities to perform the essential functions.
•Uhile performing the duties of this_ lob, the I•ngiloyee is regularly exposed to moving mechanical parts.
The employee is occasionally exposed 10 w�l and/or humid conditions; High, precarious places; outside
weather conditions; extreme heal; and risk ( ('electrical shock. The noise level in the work environment is
usually loud.
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• Joh Title:
FIS'A Status:
Approved By:
•
Fayetteville Ilousing Authority
Joh Description
Maintenance Mechanic ADepart mem: Maintenance
Non-exemptReportL To: Maintenance Foreman
Approved Date:
SIIMMARY
Make major repairs to and keep in proper condition, the buildings and structures located on various property sites,
including necessary carpentry and mason i work on the interiors and exteriors of, and approaches to, dwelling
and non -dwelling units and minor additio s. Performance of duties requires a high degree of skill in one or more
crafts and Trades, with a working knowle Ige of all maintenance crafts and Trades.
ESSENTIAL. DITTIES AND RESPONSIRILITIES include the following. Other duties may be assigned.
I. Act as one of the skilled mechanics on major maintenance or construction projects such as periodic
overhauling of air conditioning and kalig equipment, repainting of stntctures, installing new plumbing and
fixtures, and remodeling or adding to cxidting stntctures.
2. Proficient in the uses of power tools such as jointer, sander, saw and pipe die; uses a variety of hand tools
when making repairs to equipment and stntctures. Carries tools and equipment to and from storage and working
areas.
3. Execute service calls which require an superior skill level.
4. Can perform a variety of maintenance duties without supervision.
5. Adjust and maintain in good working Irder machinery and mechanical equipment, including heating, plumbing
and electrical appliances and apparatus. 'leans work area, tools, and equipment.
QUALIFICATIONS To perform this j h successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements list d below arc representative of the knowledge, skill, and/or ability
required. Reasonable accommodations m, y be made to enable individuals with disabilities to perform the
essential functions.
EDUCATION and/or EXPERIENCI?
Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year
related experience and/or training; or eqi ivalent combination of education and experience.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rides, operating and maintenance instructions, and
procedure manuals. Ability to write roue ne reports and correspondence. Ability to speak effectively before
groups of customers or employees of organization.
COMMUNICATION SKILLS
Internal: Maintenance Mechanics, Maintenance Foreman,Night Watchman, and other office staff. External:
Tenants and outside Maintenance service workers.
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MATHEMATIC SKILLS
Ability to add, subtract, multiply, and dilIide in all units of measure, using whole numbers, common fractions, and
decimals. Ability to compute rate, ratio, hnd percent and to draw and interpret bar graphs.
REASONING ARII,ITY
Ability to apply common sense undcrslm ding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving everal concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGI
None
TRATIONS
PIIYSICAL DEMANDS The physical iemands described here arc representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilitibs to perform the essential functions.
White performing the duties of this job, t ie employee is regularly required to use hands to finger, handle, or feel
and reach with hands and antis. The emfloyec frequently is required to stand; walk; sit; and stoop, kneel, crouch,
or crawl. The employee is occasionally required to climb or balance and talk or hear. The employee nmst
frequently lift and/or move up to 1(1 pounds and occasionally life and/or move up to 50 pounds.
WORK ENVIRONMENT The work c wironment characteristics described here arc representative of those an
employee encounters while performing 11 c essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, tie employee is regularly exposed to moving mechanical parts. The
employee is occasionally exposed to wet kind/or humid conditions; high, precarious places; outside weather
conditions; extreme heat; and risk of electrical shock. The noise level in the work environment is usually loud.
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• .101) 1 itle:
ELSA Status:
Approved Ily:
Fayetteville Housing Authority
101) Description
Maintenance Medial is 13Departmen1: Maintenance
Non-cxcmplReports To: Maintenance Foreman
Approved Date:
SUMMARY
Make repairs to buildings and equipment, nil perform general maintenance and construction duties at the level of
an ordinary skilled mechanic in one or mor1e crafts or trades. Is capable of performing the duties in craft or trade
without supervision and has a sufficient w(rking knowledge of all maintenance crafts and trades to perfrom Ihcsc
duties.
ESSENTIAL. DUTIES ANI) RESPONSBILITIES include the following. Other duties may he assigned.
1. Act as a skilled mechanic on major mai itenance or construction projects such as periodic overhauling of air
conditioning and heating equipment, repainting of structures, installing new plumbing and fixtures, and
remodeling or adding to existing structures.
2. Uses power tools such as pointer, sander, saw and pipe die; uses a variety of hand tools when making repairs to
equipment and structures. Carries tools an 1 equipment to and from storage and working areas.
3. Execute service calls which require an nlcrmediale skill Icvcl.
4. Can perform a variety of maintenance duties with a minimum level of supervision.
• 5. Cleans work arca, Tools, and equipmen .
QUALIFICATIONS To perform this.lo i successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below arc representative of the knowledge, skill, and/or ability
required. Reasonable accommodations may he made to enable individuals with disabilities to perform the
essential functions.
EDUCATION and/or EXPERIENCE
One year certificate from college or technical school; or three to six months related experience and/or training; or
equivalent combination of education and xperience.
LANGUAGE SKILLS
Ability to read and comprehend simple in tructions, short correspondence, and mentos. Ability to write simple
correspondence. Ability to effectively present information in one-on-one and small group situations to customers,
clients, and other employees of the organization.
COMMUNICATION SKILLS
Internal: Maintenance Mechanics, Maintenance Forcman,Night Watchman, and other office staff. External:
Tenants and outside Maintenance service workers.
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MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and
decimals. Ability to compute rate, ratio, ai d percent and to draw and interpret bar graphs.
12EASONING ABILITY
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involing a Ilew concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGIS' 'RATIONS
None
PHYSICAL DEMANDS The physicil d mands described here arc representative of those that must be niet by
an employee to successfully perforin the eslsential functions of this joh. Reasonable accommodations may he
made to enable individuals with disabilitick to perform the essential functions.
\Vhilc performing the duties of this job, IhL employee is frequently required to stand; walk; sit; use hands to
finger, handle, or feel; reach with hands au d arms; climb or balance; and stoop, kneel, crouch, or crawl. The
employee is occasionally required to talk 7 hear. The employee must frequently lift and/or move up to 10 pounds
and occasionally lift and/or move up to 50 pounds.
WORK ENVIRONMENT The work el vironment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Reasonable accommodations may he
made lo enable individuals with disabilities to perform the essential functions.
While performing the duties of this job,11 e employee is occasionally exposed to wet and/or humid conditions;
moving mechanical parts; high, precarious) places; filmes or airborne particles; outside weather conditions;
• extreme heat; and risk of electrical shock. The noise level in the work environment is usually loud.
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Job "Title:
FLSA Status:
Approved By:
r
iyetteville housing Authority
Joh Description
Maintenance Aidc Department: Maintenance
Non-exempt liquids To: Maintenance Foreman
Approved Date:
SUMMARY
Perform a variety of maintenance and r pair functions, with minimum supervision, using construction, electrical,
plumbing, heating and air conditioning equipment.
ESSENTIAL. DUTIES AND RESPONSInun' IS include the following. Other dillies may he assigned.
1. Assist a skilled mechanic on major rfmainlenance or constriction projects such as periodic overhauling of air
conditioning and heating equipment, re ainting of structures, installing new plumbing and fixtures, and
remodeling or adding to existing struct (fres.
2. Uses power tools such as jointer, sail der, saw and pipe die; uses a variety of hand tools when nuking repairs to
equipment and structures. Cavies tools and equipment to and from storage and working areas.
3. Execute service calls which require
4. In training for position of higher cta
higher classification is satisfactory.
5. Cleans work area, tools, and equipu
My minimum skills.
silication, providing progress in learning and adaptation to duties of
eat.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements liylted below arc representative of the knowledge, skill, and/or ability
required. Reasonable accommodations nay be made to enable individuals with disabilities to perform the
essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general ethical on degree (GED); or one to three months related experience and/or
training; or equivalent combination of ducation and experience.
LANGUAGE SKILLS
Ability to read a limited number of two- and three -syllable words and to recognize similarities and differences
between words and between series of n, umbers. Ability to print and speak simple sentences.
COMMUNICATION SKILLS
Internal: Maintenance Mechanics, Mai (mance Foreman,Night Watchman, and other office staff. External:
Tenants and outside Maintenance scrvicc workers.
MATHEMATICAL SKILLS
Ability to add and subtract two digit m
using units of American money and we
tubers and to multiply and divide. Ability to perform these operations
ght measurement, volume, and distance.
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REASONING ABILITY
Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal
wiIII standardized situations with only obcasional or no variables.
CER 111 ICA'I'IiS, LICENSES, REC STRA'I'IONS
None
PIIYSICAI. DEMANDS The physica demands described here are representative of those that must be mel by
an employee to successfully perform the csscntial functions of lhisjob. Reasonable accommodations niay he
made to enable individuals with disahil1 ics to perform the essential functions.
While performing the dillies of this job, the employee is frequently required to stand; walk; sit; use hands to
finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The
employee is occasionally required to talk or hear. The employee must frequently lift and/or move up to 10 pounds
and occasionally lift and/or move up to 50 pounds.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an
employee encounters while performing he essential functions of this job. Reasonable accommodations may he
made to enable individuals with disabili`ics to perform the essential functions.
While performing the duties of This job, the employee is occasionally exposed to wet and/or humid conditions;
moving mechanical parts; high, precaricus places; furies or airborne particles; outside weather conditions;
extreme heat; and risk of electrical shock. The noise level in the work environment is usually loud.
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