Appendix — Gracia v. Trevino

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38a

HOUSING AUTHORITY

OF THE

CITY OF BROWNSVILLE, TEXAS

MANUAL OF OPERATIONS

HOUSING AUTHORITY OF THE CITY

OF BROWNSVILLE, TEXAS

THE MAINTENANCE PLAN

PURPOSE

The maintenance plan has been designed to establish

plant guide lines for the Housing Authority staff to Carry

out an organized maintenance program. This plan sup-

plements Operations Manual Part VIII, Maintenance of

Physical Properties, in order ‘o define categories of main-

tenance and outline in detail the preventative mainte-

nance procedures including ‘ire safety inspections. This

plan also incorporates procedures for details in the han-

dling of work orders, inspecions and inspection forms,

spot checks, vacant units, maintenance training program

and periodical conferences.

This first purpose of good naintenance is to keep all

plant elements in condition s that they may fulfill their

intended functions during their life expectancies.

Another purpose is to remove upon detection, any condi-

tion that may lead to an inury or accident to protect

occupants or employees, and the third purpose is to

forestall breakdowns by reguhr inspections and to repair

or replace a plant element before it involves other adja-

cent elements in a breakdown.

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A. CATEGORIES OF MAINTENANCE

Routine Maintenance

Non-Routine Maintenance

1.

Routine Maintenance

Ordinary or recurring maintenance tasks per-

formed by service requests from residents and

management, or due to breakdowns to equip-

ment, to the plant or to interior or exterior util-

ities; tasks that can be pre-scheduled, that can be

planned ahead because they will be needed, or

that can be predicted on the basis of equipment

and property characteristics. We have classified

routine maintenance in the following three types:

1 Janitorial and Grounds Maintenance, 2 Ordi-

nary Plant-building Maintenance and 3 Preventa-

tive Maintenance.

a. Janitorial and Ground Maintenance

Routine tasks performed on a regular basis in

order to maintain or upkeep the community

and administration buildings and Project-

maintained grounds and areas in a clean, safe

and sanitary condition, and well groomed in

appearance. Such items include up-keep by

cleaning scrubbing, mopping, waxing, etc., of

community-administration building and

maintenance of lawns, roads, walks, trees,

plants, fences, play areas, removal of debris,

etc.

b. Ordinary Plant-Building Maintenance

Routine work, minor repairs and replace-

ments, of keeping the buildings, equipment

and distribution lines in such condition to

utilize continually or to maximum period for

40a

their intended purpose. Included are mainte-

nance of roofs, attic spaces, windows, doors,

floors, walls, ceilings, porches, foundations,

utility lines, piping, air condition and heating

equipment, plumbing equipment, plumbing

repairs, pumps, tanks, ranges, refrigerators,

incinerators, vehicles, tractors, mowers and

all kinds of tools and equipment, etc.

c. Preventative Maintenance

(1) Preventative maintenance requires peri-

odic inspections with a minimum of two

inspections per year on each of the

buildings, grounds, and equipment in

each project (with the exception of the

high-rise building mechanical rooms

which require daily and constant inspec“

tions as shown in item (n) below) to take

proper action to avoid or minimize

costly repairs in the near future and to

attempt to reduce costs and lessen major

restorations and improvements. Preven-

tative maintenance include but is not

limited to the following things:

(a) Scheduled checking, adjusting,

cleaning and lubricating of air con-

ditioning, heating and other equip-

ment such as tractors, mowers,

power plants, welders, vehicles, etc.

Periodic checking of ranges, hot

water heaters, space heaters, and

refrigerators for mechanical perfor-

mance and for needed replacement

of worn or broken parts.

(c)

(d)

(e)

(f)

(g)

(h)

(i)

(j)

(k)

(I)

(m)

(n)

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Inspecting, servicing, and replacing

worn parts in all electrical equip-

ment.

Checking and repairing plumbing

fixtures.

Termite and vermin inspection and

elimination.

Periodic painting.

Inspecting and patching of roofs,

gutters, downspouts, and flashing.

Inspecting underground facilities

for corrosion and control thereof.

This includes checking and correct-

ing the cathodic protection system,

and periodic checking of under-

ground lines for leaks.

Inspecting for condensation, damp-

ness, and fungus in wood and for

rust in iron components and taking

appropriate corrective measures.

Patching of project-maintained

paved areas.

Correcting erosion and drainage

deficiencies.

Fertilizing and cultivating planted

areas.

Installing protective barriers, where

needed, for planted areas and trees.

High-rise building mechanical

rooms require daily and constant

inspections of boilers, tanks, valves,

pumps, pressure and temperature

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gauges, etc. in order to provide util-

ity services to the occupants and to

ensure the safety of the building

and occupants. The back-up power

plant requires monthly inspections

and testing.

(2) Annual Physical Inspections

An annual physical inspection of each

apartment every building and all facili-

ties will be conducted and may tie in

with one of the scheduled preventative

maintenance inspections at the same

time.

(3) Fire Safety Inspections

In conjunction with the preventative

maintenance and annual inspections, a

fire safety inspection is to be conducted

at the time of each of the scheduled

inspections, on each apartment and

every building and facilities two times

each year, in order to detect and correct

any fire hazards and to inspect fire extin-

guishers, smoke and heat detection

devices, fire alarms, and other fire fight-

ing equipment or system to ensure oper-

ation at all time.

High-rise occupants will be requested to participate in a

fire drill once each year. Special care and precautions will

be taken with the feeble elderly and those on wheel chair.

A follow-up procedure form shall be utilized to

ensure that all required repairs, replacements or

things found in the Preventative Maintenance,

Annual, or Fire Safety inspections, have been car-

ried out within a reasonable length of time.

a

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Non-routine Maintenance

Non-routine maintenance shall include extra-

ordinary maintenance, replacements of equip-

ment, betterments and additions. When major

repairs and rehabilitation, replacement of equip-

ment and additions involving substantial expen-

ditures are needed for relatively long intervals of

time, or when such repairs, replacements or addi-

tions are required due to occurrences such as

hurricane, flood, fire, obsolescence, by steady

adverse weather conditions or caused by under-

ground corrosion or buildup in utility lines, all

such work items may be undertaken either by

contract or force account. The items required are

to be undertaken on a priority basis and depend-

ing on the availability of funds, subject to HUD

approval.