Property Management for Small and Medium-Sized Housing Corporations

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Property Management for Small and Medium-Sized
Housing Corporations

• March 6, 2012

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How Webinar Technology Works

• Only Cathy and the presenters can be heard all
  others are in listen-only mode.
• Cathy will send each participant a two-digit code
  to enter into your conference call. This will
  give us a chance to activate your audio for
  questions.
• The control panel on your screen gives you a
  place to click to raise your hand. That will
  signal Cathy that you have a question.
• If we dont get to you during the session, we
  will follow up with you afterward.

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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.

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Todays Presenters

• Bob King, Property Manager, PDC, Inc. (Richland
  County)
• Jill LaRock, Executive Director, Homecroft, Inc.
  (Greene County)

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Property Management at PDC

• Bob King

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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.

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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.

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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)

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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 1/7/2012 t/m
2 MIDBELL 1/12/2012 staff no hot water at Ron's tub RLL 1/12/2012 t/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 1/17/2012 t/m
5 Pax 913 1/18/2012 Kelly Tiley _at_ Aspen KC broke out porch screens, reinstall screen and lattice, bill to KC RLL 1/17/2012
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


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The Inspection Loop

• Inspect
• Plan
• Fund
• Implement
• Inspect again
• (yes, a blatant rip off of the assessment loop).

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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)

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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.

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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)

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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

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Money Makes the Roof Go On

• CCA/RRP/RHAP basic funding
• County Board supports
• Other funding streams
• The 30 rule

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Capital Planning at PDC

• Capital Reserve planning model
• (See Handout 4)
• 2011-12 PDC Capital Improvements Plan
• (See Handout 5)

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DHN Recommendations for Property Management

• Housing Corporation Self-Assessment Tool
• Jill LaRock

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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.

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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.

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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.

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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.

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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 cant successfully
  self evacuate.
• 85. Fire safety is part of regular inspection.
• 86. A protocol for tracking fires, alarms, etc.

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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.

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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

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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

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Staff Contacts

• Jacalyn Slemmer, Executive Director
• 614-595-4110
• jacalynslemmer_at_disabilityhousingnetwork.org
• Cathy Allen,
• Technical Assistance Consultant
• 419-732-1770
• cathyallen_at_disabilityhousingnetwork.org
• www.disabilityhousingnetwork.org

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Questions and Answers