Ch 11. MAINTENANCE

    Ch 11 Outline

  1. 1. INTRODUCTION
  2. 2. ORGINATION OF WORK ORDERS
    1. A. Procedure
      1. 1) Participants
      2. 2) LNHA Staff
      3. 3) Miscellaneous
    2. B. Approval and Denial
      1. 1) Denial
      2. 2) Approval
      3. 3) Procedure Following Approval
  3. 3. ASSIGNMENT OF WORK ORDERS
    1. A. Prioritization
      1. 1) Priority 1 - Emergency
      2. 2) Priority 2 - Urgent
      3. 3) Priority 3 - Vacancy Preparation
      4. 4) Priority 4 - Routine Maintenance
      5. 5) Priority 5 - Periodic Maintenance
      6. 6) Priority 6 - Special Projects
      7. 7) Yard Maintenance
  4. 4. DISCRETION OF THE PROJECT ADMINISTRATOR
  5. 5. COSTS
    1. A. General Maintenance and Repairs
    2. B. Yard Maintenance
    3. C. Calculation of Costs
    4. D. Notification of Costs
    5. E. Dispute of Costs
  6. 6. BREAK-IN & CRIMINAL MISCHIEF HARDSHIP
    1. A. Reporting Requirement
    2. B. Eligibility for Maintenance Repairs
    3. C. Conditions for Hardship Waiver
  7. 7. PAYMENTS
    1. A. Generally
    2. B. Time for Payment
      1. 1) Payback Agreements
      2. 0) Delinquencies

1. INTRODUCTION

The following Chapter details the procedures by which maintenance and repairs will be performed on all units within the housing stock of the LNHA.

2. ORGINATION OF WORK ORDERS

All requests for maintenance shall be made through completion of Work Order Forms available at LNHA.

A. Procedure

1) Participants

Participants wishing the LNHA Maintenance Department to perform work on a unit must work with LNHA to complete a Work Order Form.

2) LNHA Staff

If LNHA Staff believes that repairs or maintenance need to be performed on a unit, a staff member shall complete a Work Order Form as thoroughly as possible and submit it to the Resident Counselor Supervisor. The Resident Counselor Supervisor shall then review the Work Order with the LNHA Maintenance Program Administrator and either approve or deny the requested work.

3) Miscellaneous

If multiple tasks are requested in a single Work Order, LNHA may approve some while denying others.

B. Approval and Denial

1) Denial

If the requested work is denied by the Project Administrator, LNHA shall send the requesting participant a written explanation of the reasons for the denial.

2) Approval

If the Project Administrator approves the requested work, the Work Order shall be date and time stamped, and the Project Administrator shall assign the work order in accordance with these Policies and Procedures.

3) Procedure Following Approval

After a Work Order has been approved, LNHA shall notify the participant of the approval, as well as an estimate of any costs the participant will be responsible for, and a date that the work is projected to begin.

3. ASSIGNMENT OF WORK ORDERS

A. Prioritization

Primary prioritization of Work Orders shall be made according to the categorizations of sub-sections 1-7 below. Within the primary categorizations, Work Orders shall be completed in the chronological order they were approved.

1) Priority 1 - Emergency

This priority category shall contain work that must be completed as soon as possible in order to protect the health and safety of participants or the surrounding community. This priority category shall also contain work that, while not threatening health or safety, must be completed as soon as possible in order to prevent collateral damage to the unit.

2) Priority 2 - Urgent

This priority category shall contain work that must be completed as soon as possible in order to maintain the resident’s lifestyle without undue hardship.

3) Priority 3 - Vacancy Preparation

This priority category shall contain work necessary to prepare a unit for occupation.

4) Priority 4 - Routine Maintenance

This priority category shall contain routine work on major appliances, as well as heating and cooling units.

5) Priority 5 - Periodic Maintenance

The priority category shall contain all periodic and preventive work not included in subcategory “4.”

6) Priority 6 - Special Projects

This priority category shall contain all work not included in any of the above categories.

7) Yard Maintenance

Requests for routine yard maintenance shall not be subject to prioritization within the above six priority groups.

4. DISCRETION OF THE PROJECT ADMINISTRATOR

The Project Administrator shall have the right to separate approved work into different priority categories. The Project Administrator shall also have the right to combine work from different priority categories in order to complete work in the most efficient manner.

5. COSTS

A. General Maintenance and Repairs

For billing purposes, all maintenance and repair work performed by LNHA will be calculated at $25 per person-hour required with a $25 minimum.

B. Yard Maintenance

For billing purposes, all yard maintenance performed by LNHA will be calculated at $25 per person-hour required.

C. Calculation of Costs

For billing purposes, person-hours will be calculated in whole-hour increments.

D. Notification of Costs

LNHA will mail a letter to the tenant that outlines the maintenance costs. If the tenant has moved out of the unit, LNHA will mail the letter to the tenant’s forwarding address. If the tenant does not provide LNHA with a forwarding address, it will be the tenant’s responsibility to obtain a copy of the letter from LNHA themselves within 90 days.

E. Dispute of Costs

If a tenant disagrees with the stated costs for maintenance and repairs, the tenant must dispute those charges in writing within 90 days of the date on the letter. The tenant must follow the Grievance Procedure outlined in Chapter 3.

6. BREAK-IN & CRIMINAL MISCHIEF HARDSHIP

If a tenant has been the victim of burglary or criminal mischief, they may be eligible for a hardship waiver to cover maintenance repairs necessitated by the break-in, under the following conditions:

A. Reporting Requirement

The tenant must file a report with Lummi Law and Order or LNHA Security within 48 hours of the incident.

B. Eligibility for Maintenance Repairs

Eligible tenants can receive a hardship waiver of up to $800 per calendar year for maintenance repairs due to the break-in, subject to the availability of funds.

C. Conditions for Hardship Waiver

  1. The tenant is ineligible for the hardship waiver if they allow the perpetrator to return to the home.
  2. The tenant must fully cooperate with law enforcement and the prosecutor’s office. Failure to do so will result in forfeiture of hardship funds.
  3. Hardship funds are subject to any coverage provided by the tenant’s primary insurance.

7. PAYMENTS

A. Generally

If a participant is financially responsible for work performed by LNHA, the Project Administrator shall provide him or her with a copy of the Work Order and an invoice upon completion of the work.

B. Time for Payment

All payments due to LNHA from work performed by LNHA Maintenance shall be paid to the Lummi Nation Housing Authority by the close of business of the last day of the first full month following completion of the work (e.g., if a participant receives the completed work order and the invoice on February 25th, the payment will be due by the close of business on March 31st).

1) Payback Agreements

If a participant is unable to make full payment by the due date, he or she may execute a Payback Agreement pursuant to Chapter 2.

0) Delinquencies

Delinquencies in payments due from work performed by LNHA Maintenance shall be treated as other delinquencies to LNHA under Chapter 2.

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