Post on 26-Dec-2015
transcript
Property Management for Small and Medium-Sized Housing Corporations
March 6, 2012
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Goals for Today
Hear an excellent example of a property management program from a medium-sized housing corporation.
Review DHN recommendations regarding Property Management.
Today’s Presenters
Bob King, Property Manager, PDC, Inc. (Richland County)
Jill LaRock, Executive Director, Homecroft, Inc. (Greene County)
Property Management at PDC
Bob King
Snapshot of PDC, Inc.
We consider ourselves a smaller corporation with 17 units in 16 community homes.
We also own 6 ICFs/DD homes we lease to the Richland County Board of DD and another provider for a total of over 100 residential opportunities in a wide variety of settings.
Lease Agreements
The lease establishes contractual obligations, sets expectations and lays out responsibilities of the lessor and lessee, as well as providing legal grounds for recourse.
Each tenant signs initial lease with PDC. Leases are updated/signed annually after
rents are recalculated using the 30% model.
Home Maintenance: Three Keys
1. Maintenance need reporting/identification
(See Handout 1)
2. Maintenance request/need tracking
(Next slide)
3. Preventive maintenance planning/tracking
(includes inspections)
Maintenance Request Tracking
Home Date of call Reported by Problem Contractor/solution Date of repair Cost
1 MIDBELL 1/7/2012 staff no hot water RLL 1/7/2012t/m
2 MIDBELL 1/12/2012 staff no hot water at Ron's tub RLL 1/12/2012t/m
3 arlington 1/16/2012 Shellie: HR ice build up at end of drive Sunshine 1/16/2012?
4 Mid bell 1/17/2012 Red water heater non operatinoal, replace RLL 1/17/2012t/m
5Pax 913 1/18/2012
Kelly Tiley @ AspenKC broke out porch screens, reinstall screen and lattice, bill to KC
RLL1/17/2012
6 mid bell 1/7/2012 staff leaking water valve RLL
7 Pax 913 1/1/0/12 staff leaking water valve RLL
8 Sunset 1/11/2012 staff bathroom floor trim loose RLL
9 Mid bell 1/13/2012 staff pop off vavle on hot water tank leaking RLL
10 Mid bell 1/17/2012 Red found hot water tank leaking RLL
11 Sloane 1/19/2012 Red drain backing up in basement RLL 1/18/2012
12 Harding 1/19/2012 Red refrigerator: found bad water line RLL 1/19/2012
13 Mid bell 1/21/2012 staff no power to back bedrooms RL/Spring elec
The Inspection Loop
Inspect Plan Fund Implement Inspect again
(yes, a blatant rip off of the assessment loop).
Inspection Loop
Keep it regular: stay on top of maintenance issues; create solid long term plans.
How often: we conduct home inspections on our community homes three times per year and link the inspections to our seasonal preventive maintenance work.
(See Handout 2)
Inspection Form 101
There are many excellent examples of home
inspection forms/checklists posted at www.disabilityhousingnetwork.org,
including one from DODD and one from HUD.
Fill out the form, please
Adapt the form to meet your needs and systems Flush every toilet, run every faucet, test all kitchen
appliances, GFCIs, smoke detectors/monitoring, HVAC systems, etc.
Document, document, document: maintenance tracking and inspection follow up
Divide and Conquer
(See Handout 3)
Tenant Input
Establish positive relationship with provider Follows person-centered practices Emphasize health and safety as first priority Utilize input to assist in development of
capital improvement plan
Money Makes the Roof Go On
CCA/RRP/RHAP: basic funding County Board supports Other funding streams The 30% rule
Capital Planning at PDC
Capital Reserve planning model
(See Handout 4) 2011-12 PDC Capital Improvements Plan
(See Handout 5)
DHN Recommendations for Property Management
Housing Corporation Self-Assessment Tool:
Jill LaRock
Self-Assessment Tool: Rent Collection
65. HC has leases in place noting monthly payment, payment date, and late penalties.
66. An individual tenant ledgers noting rent received, deposits provided.
67. A system of internal controls for receipt of funds.
Self-Assessment Tool: Maintenance
68. A system for logging in, prioritizing, tracking work orders (data base).
69. A system for handling emergency calls 24/7. 70. A furnace inspection by certified personnel. 71. An electrical inspection by certified personnel. 72. Tests for radon. 73. HC tests the quality of potable well water. 74. Property Committee.
Self-Assessment Tool: Maintenance
75. Safety Policy. 76. Safety Committee which meets routinely. 77. Policy and/or procedure for mold including how
to inspect and what to do if found. 78. Policy/protocol for the identification and
treatment of bed bugs. 79. Requirement that Board members visit a sample
of properties. 80. Requirement that top executive to visit all
properties annually.
Self-Assessment Tool: Maintenance
81. Safety Policy for its properties. 82. A standard for the installation of Fire
Safety equipment in all properties. 83. Fire Safety equipment inspected
according to NFPA and equipment inspection/ replacement standards.
Self-assessment Tool: Safety
84. A partnership with support agencies and county boards program in place to evaluate tenants ability to evacuate in fire and provide special accommodations if they can’t successfully self evacuate.
85. Fire safety is part of regular inspection. 86. A protocol for tracking fires, alarms, etc.
Self-Assessment Tool: Tenant Relations
87. Tenants are involved in property selection and special adaptations.
88. System in place for regularly informing tenants how to resolve complaints and/or initiate repairs.
89. Leases are explained to tenants. 90. Regular solicitation of input from tenants/families
with regard to satisfaction and continuous improvement.
DHN Technical Assistance
Funded by Ohio Developmental Disabilities Council
Provides DHN consultant who can:– Assist with self-assessment– Attend/facilitate board meetings– Attend/facilitate stakeholder meetings– Facilitate strategic planning retreats– Provide consultation on board development,
policy development and housing operations
Upcoming Events
April 4 Webinar – Understanding the Master Contract Spring Conference - April 17 and 18, in conjunction
with OPRA May 2 Webinar – Operating Budgets Spring Regional Meetings:
– Northeast: March 7– East: May 8– South: May 9– West: May 15– Northwest: May 16
Jacalyn Slemmer, Executive Director614-595-4110
jacalynslemmer@disabilityhousingnetwork.org*
Cathy Allen, Technical Assistance Consultant
419-732-1770cathyallen@disabilityhousingnetwork.org
www.disabilityhousingnetwork.org
Staff Contacts
Questions and Answers