Walker River Housing Department

Walker River Housing Department

Rental Program

MAINTENANCE POLICY

Policy Statement

The general purpose of this policy is to serve as a guide for the Walker River Housing

Department in determining what is considered maintenance and who shall be responsible for

charges for work completed on a rental unit.

I. APPLICATION OF RENTAL POLICY AND PROCEDURES:

To ensure that decent, safe and sanitary conditions exist in each of the dwelling units in

the Low Rental Program and the Walker River Housing Department (WRHD), the

Walker River Paiute Tribe has established this maintenance policy and procedure for its

Tenants.

I. ROUTINE MAINTENANCE:

A. General. The Housing Department shall provide for and perform

routine, recurring maintenance tasks, which include minor repairs and

replacements that are NOT the result of damage caused by the Tenant.

B. Examples of Routine Maintenance Items. The following examples

illustrate the type(s) of Routine Maintenance the Housing Department

shall provide for leased Rental properties under its management. While

this list is not all inclusive, it does provide common examples.

1. Appliances. Repair malfunctioning appliances (i.e., stove, refrigerator)

2. Electrical.

a) Repair electrical outlets.

b) Repair circuit breakers.

c) Repair other minor electrical elements.

3. Fire Extinguisher. Repair or replace malfunctioning fire extinguishers.

4. Furnace.

a) Replace furnace filters

b) Replace thermostats

c) Repair malfunctioning furnaces

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Tribal Council May 10, 2007

5. Mechanicals. Inspect / Repair the mechanicals (i.e., switches, timers,

thermostats, etc.) on expendable equipment (i.e., stoves and refrigerators).

6. Painting. Paint / stain small sections of the unit exterior that may have

become worn

i. Does not include any damages caused by holes in walls

ui. Does not include any damages caused by any type of marks on walls

such as pens, crayons, markers, etc.

iti. Does not include any damages caused by cooking

7. Plumbing. Repair malfunctioning items such as:

a) Toilets.

b) Faucets.

c) Traps.

d) Other plumbing fixtures.

8. Sewer / Water. Repair or replace hose bibs, water and sewer lines (to the

point of utility district responsibility).

9. Smoke Alarms. Repair or replace malfunctioning smoke alarms.

10. Worn Elements. Repair or replace worn or obsolete elements in

buildings, such as:

a.) Closet doors.

b.) Doors

c.) Gutters (minor segments only)

d.) Locks

e.) Roofing (minor segments only)

f.) Flooring (minor segments only)

g.) Siding (minor segments only)

h.) Window guides

11. Stock / Inventory Requirements.

The WRHD shall stock an adequate level of those materials, equipment, and

supplies that it feels are necessary to meet routine and / or reoccurring maintenance

needs. Procurement of such items shall be in accordance with the Walker River

Paiute Tribe’s “Procurement” Policy.

Ill. EMERGENCY REPAIRS:

A. General. The Housing Department shall provide 24 Hour-A-Day “emergency”

maintenance services to its Current Assisted “Rental” Stock. To accomplish that, the

Maintenance / Rehabilitation Division staff shall be assigned to after hours “stand by”

duty for the purpose of responding to “emergency” calls from Clients.

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B. Emergencies - During Normal Business Hours. ALL requests for “emergency”

Work Orders, which occur during “normal” business hours (M - F, 8:00 a.m. to 4:30

p.m.) shall be reported directly to the Housing Department by calling (775) 773-2334.

1. Emergencies - After Hours. ALL requests for “emergency” Work Orders, that

occur “after” normal business hours (M - F, 4:30 p.m. to 8:00 a.m., on Holidays, or on

weekends) shall be reported to the Walker River Paiute Tribal Police 773-2544,

2. Examples of Emergency Situations. To help identify the more common

“emergency” situations, the following list has been compiled. While NOT ALL

inclusive, it does provide some broad general guidance on what Housing

Department management feels constitutes an “emergency” situation requiring the

IMMEDIATE attention of the Maintenance Division staff.

a)

b)

¢)

d)

€)

f)

g)

h)

Exposed electrical wires.

Broken entry door (creating a safety / security issue).

Fire damage.

Flooding.

Furnace (heating) problems (during the winter months only).

Gas leaks.

Natural Disasters (that cause damage to the dwelling unit)

Power outages (Complete loss of electricity for an extended period of time

to a single unit).

i) An extended period of time is defined as one that is more than

five (5) hours in duration.

ii.) When a power outage affects multiple units in a given area, the

Housing Department will likely be unable to do anything about it

because more often than not, it is a Power Company problem. In

those cases, the client or tribal police dispatcher should contact

the Power Company directly to report the problem and ask when

service will be restored.

Major roof leaks.

Sewer backups.

Clogged sewer lines.

Broken waterlines.

m) Broken windows (creating a safety / security issue).

n)

Other emergencies (that threaten the health and safety of the Clients).

3. Potential for Billing Clients. Ifa Client calls for “emergency” service during nonbusiness hours and Housing Department management later determines that it was

NOT a “true emergency” (as noted above), then the Client shall be billed for the

time and travel of the maintenance staff worker(s) who responded to the call.

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Tribal Council May 10, 2007

IV. MAINTENANCE PROCEDURES -NON ROUTINE:

A. General. Generally speaking, “Non-Routine Maintenance” is that which entails

major repair, replacement, and / or improvements to the home or equipment at a

substantial cost.

B. Examples.

1. Examples of some common “Non-Routine Maintenance” items. The following

list constitutes some of the common “Non-Routine Maintenance” items that the

Housing Department must take care. These things occur through normal use /

weathering / deterioration.

(1) The replacement of roofs.

(2) The replacement of major systems within the dwelling unit, such as

heating systems, plumbing systems, electrical systems, etc.

(3) The replacement of major dwelling unit equipment, such as hot water

heaters, ranges, refrigerators.

(4) The replacement of water pumps, pressure tanks, and wells.

(5) Making major repairs to (or replacing) septic systems, including drain

fields.

(6) The painting or residing of the exterior portion of the dwelling unit.

Bi Examples of Other things that require “Non-Routine Maintenance”. The

following constitutes a list of “other” things that require “Non-Routine

Maintenance”. These can be caused by nature, acts of god, or inadvertently by

individuals (other than the resident and guests).

dd) Damage from vehicles accidentally striking the dwelling unit.

(2) Explosions.

(3) Fire.

(4) Floods.

(5) Lightning Strikes.

(6) Storms.

(7) Wind.

(8) Other situations beyond the control of the client.

C. Extent of Damage.

1. Determining the Extent of Damage. The Maintenance or Rehabilitation

Division Managers shall inspect the damaged unit and make recommendations

regarding the extent of damages, the condition of the unit, its “safety” impact on

the resident and the unit.

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2. Documenting the Extent of Damage. Written reports are necessary to assist

Management in their review process and also to help determine the most

appropriate course of action regarding repairs to the unit. Two (2) acceptable

methods of documenting such damage are:

(a) Inspection Report. The Housing Departments standard Inspection

Report may be used to document the extent of damage to the dwelling

unit.

(b) Other Reports. Written (narrative) reports that detail the extent of

damage and scope of repairs needed to return the unit to service.

D. Relocation of Clients. If a unit is extensively damaged, through NO fault of the

Client, the WRHD shall provide other temporary housing for the Tenant and his / her

family.

1. This can include temporary relocation of the family to another unit, or

other accommodations as determined appropriate by the WRHD.

2. The WRHD shall make every effort to minimize impact on the resident

and begin repairs at the earliest time.

E. Client at Fault. If WRHD Management determines that the Client is at fault for the

damages, the WRHD shall initiate action to seek reimbursement for the repair of such

damages and/or initiate Termination of Lease and Eviction procedures where

warranted.

V. MAINTENANCE PROCEDURES — PREVENTIVE:

A. General. Preventive Maintenance tasks are those which provide for the inspection,

monitoring and care of facilities or equipment to prevent the need for future emergency

maintenance and / or major structural or system failures.

B. Purpose. The purpose of the preventive maintenance program is to minimize down

time of units, lower overall maintenance costs and increase the useful life of the units.

C. Preventive Maintenance Plan. The WRHD’s Preventive Maintenance Plan calls for

a set list of items to be checked / serviced, on a regularly scheduled basis, to ensure that

they are functioning properly. The Preventive Maintenance Plan also calls for

“counseling” of Clients to ensure they understand how to do certain “basic”

maintenance functions.

D. Items Covered in the Preventive Maintenance Plan. Those items covered in the

Preventive Maintenance Plan include, but are NOT limited to, the following:

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1. Appliances (owned by the WRHD - Inspect to ensure they are working properly).

2. Bath Room Fans (inspect for dust build up and where necessary vacuum).

3. Chimneys (inspect and clean, as required, to prevent chimney fires).

4. Electrical (inspect, repair and replace worn parts in electrical systems and electrical

fixtures).

5. Erosion / Drainage Problems (inspect ditches or drainage systems to ensure they are

free of debris and plants which may impede proper drainage).

6. Fire Extinguishers (check for operational use and replace those that are NOT

functioning properly).

7.

8.

19.

20.

Gas Lines (check for leaks).

Gutters and Downspouts (inspect and clean, as applicable, to ensure proper

drainage).

Heating Systems (inspect furnaces, wood-burning stoves, and flues to ensure they

are in proper working order).

- Hood Ranges (remove and clean screens).

- Water Heaters (flush and cycle pressure relief value).

- Moisture (inspect for condensation, dampness and fungus in wood and for rust in

iron components).

- Plumbing (inspect systems and fixtures and where necessary, caulk around bathtubs

and toilet bases to avoid water damage to walls and floors).

- Refrigerators (ensure dust is vacuumed from heat discharge coil in back).

- Roof (inspect and replace missing shingles / flashing where necessary).

. Septic Systems (inspect septic systems to ensure they have been pumped).

- Sewer Lines (inspect sewer lines, clean outs, and access (manholes) to ensure they

are free of obstructions).

- Siding (inspect and replace if broken).

Smoke Detectors (check for operational use and replace those that are NOT

functioning properly).

Steps (inspect and replace if broken).

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21. Stoves (check for operational use).

22. Insects/Rodents (inspect for and where found, treat as necessary).

23. Trees (inspect and trim / remove as necessary. Some may pose a safety issue

because dead or broken branches could fall on the home).

24. Water Lines (inspect for leaks).

25. Weatherization (caulk around windows and door frames, where necessary, to

promote energy conservation).

26. Other (General Corrections to the dwelling units or grounds as deemed necessary).

VI. RESPONSIBILITIES OF THE CLIENT:

A. General. While the Responsibilities of Clients participating in Low Rental programs

managed by the WRHD are covered in the WRHD Low Rental Agreement and Policy,

some of the more important items that are relevant to maintenance, care and upkeep of

the dwelling unit are reiterated here.

B. Major Areas of Concern. The Client is obligated by the terms and conditions of his/her

signed Rental Agreement to maintain his/her dwelling unit. Key points related to

maintenance and upkeep of the dwelling unit/property are:

1. Maintain the dwelling unit’s interior and exterior in a decent, safe and sanitary

condition.

2. Maintain the dwelling unit’s interior and exterior in good condition and appearance

through proper housekeeping.

3. Ensure continuous service of utilities (water, electricity, and / or gas).

4. Ensure that the grounds (yard, driveway, sidewalks, etc.) adjacent to the dwelling

unit are properly cared for.

5. Ensure that the assigned dwelling unit, equipment and grounds (yard, driveway,

sidewalks, etc.) are NOT damaged.

i. Ensure that the lawn (grass cutting, trimming shrubs, etc.) is taken care of

(as needed).

ii. Ensure that planted areas (i.e. lawn, trees, and shrubs), on the dwelling

unit property, are properly watered (as needed).

ili. Ensure that snow is promptly removed from walks and driveways.

iv. All rubbish is removed and disposed of properly.

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CG: Controlling Others. The Client shall make every effort to prevent negligent actions, by

family members and visitors, which could result in damage or destruction to his / her

dwelling unit.

D. Reporting Needed Repairs. After Move-In, the Client is responsible for promptly

reporting ALL maintenance and repair needs to the Housing Department.

E. Use of Private Contractors. Clients are prohibited from calling a private sector

contractor to make repairs to their dwelling unit.

1. Clients who make such phone calls or service arrangements shall be held

accountable for the payment of those services that they have requested — NOT

the Housing Department.

2. In the event the Housing Department can NOT take care of the needed

maintenance / repair required by the Work Order in a timely manner (per the

priority assigned) then they may elect to bring in a private sector contractor, If

that is the case, then the Housing Department’s Maintenance Division Manager

(or Foreman) shall make arrangements for those services, in accordance with

the Tribes Procurement Policy.

F, Damages.

1. Reporting Damages. After Move-In, the Client is responsible for promptly

reporting ALL damages, to his / her dwelling unit, to the Housing Department.

23 Repairing Damages. Clients are responsible the costs to repair ALL damages

(caused by the Client, Client’s family, friends, or guests) to the dwelling unit.

3s Payment for Damages. The Client shall be held financially responsible for

ALL repair costs associated with damages (less normal wear and tear) to the

unit and premises, including damages caused by the Client’s family, Clients

guests or other persons.

G. Vandalism / Break-Ins.

A. General. The resident is responsible for any and all damages caused by

Vandalism and Break-ins.

B. Reporting Damages Caused by Others.

(1) Quite often, clients report damages to their unit but insist they are NOT

the one who caused the damage. The common themes presented by

Tenants are:

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a. The damage was caused by someone other than the Tenants.

b. The damage occurred while the Tenant was gone.

cm The damage was caused by an individual whom the Tenant did

NOT invite into the dwelling unit.

d. The damage was caused by an individual whom the Tenant did

NOT have any control over.

(2) The WRHD is NOT insensitive to those claims; however, we have found

that it is often used as an excuse to avoid payment for self inflicted

damages.

(3) In the event a client claims that he / she is NOT required to pay for

damages caused by OTHERS (i.e., during a break-in, vandalism, etc.)

payment shall be forgiven if certain conditions are met.

(4) Those conditions are as follows:

(a) The incident must be reported IMMEDIATELY to the Walker

River Tribal Police Department by the tenant.

(b) The incident must also be reported to the WRHD by the client, in

WRITING, and within seventy-two (72) hours of the incident.

The written statement must include the following information:

1) Clients Name.

2) Clients Mailing Address and Phone Number.

3) Clients House / Apartment Number.

4) Date / Time of Incident.

5) Those believed to be responsible.

6) Client comments regarding the situation.

(c) After the Police are called, they will investigate the reported

problem. The results of their visit to the property, and

investigation while on site, are typically documented in what is

known as an Incident Report. A copy of the Police Incident

Report must accompany the client’s WRITTEN report to

Housing.

1) Individuals who call the Police to report damages and / or

vandalism are entitled to a copy of the Incident Report.

2) Obtaining that police Incident Report and supplying a

copy to the WRHD is the responsibility of the tenant. It

is NOT the responsibility of the WRHD staff to track

these down.

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(5) If the WRHD is ABLE to corroborate the claims made by the client,

then the charges for damages shall be EXCUSED.

(6) If the WRHD is UNABLE to corroborate the claims made by the tenant,

then the charges for damages shall be UPHELD and the tenant shall be

billed for the costs associated with repairs. In other words:

(a) If seventy-two (72) hours has elapsed and the tenant fails to

notify Housing, then NO waiver of payment (for the tenant) shall

be granted.

(b) If the tenant fails to submit a written claim to absolve himself /

herself of the damages and resulting charges for repairs, then NO

waiver of payment (for the tenant) shall be granted.

(c) If there is NO Police Incident Report submitted to the WRHD to

corroborate the claim and the tenant’s innocence, then NO

waiver of payment (for the tenant) shall be granted.

VII. RESPONSIBILITIES OF THE WALKER RIVER HOUSING DEPARTMENT:

A. General. As stipulated in NAHASDA, the WRHD shall maintain its Current Assisted

“Rental” Stock in a decent, safe and sanitary condition by performing regular

inspections, preventive maintenance, and conducting necessary repairs to ensure the

productive and useful life of the units.

B. Looking to the Future. The WRHD is also responsible for the long term planning of

major renovations and modernization of its “Rental” stock.

C. Assurances. ALL maintenance and rehabilitation functions shall be done in a prudent

manner to ensure a timely response to Work Orders, the prompt renovation of vacant

units, and for proper control of manpower and materials,

D. Customer Service. WRHD management shall coordinate and maintain quality

standards for Customer Service through open communications with the public and by

making its published Policies and Procedures available to the both the public and

program participants.

VII. STRUCTURAL CHANGES / MODIFICATIONS:

A. General. Clients residing in Rental units are NOT allowed to make any type of

structural changes or modifications to their dwelling unit. Doing so is grounds for

Termination of the Rental Lease Agreement and Eviction.

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B. Exceptions.

1. Air Conditioners - Window Mounted Models.

qd) The installation of a window mounted Air Conditioner is NOT

considered to be a structural change or modification to the dwelling unit

and therefore may be installed in Rental without prior written approval

from the WRHD.

Rational: Installation, of window mounted Air Conditioners, is typically

“temporary” or “seasonal” and does NOT require any major changes or

modifications to the dwelling structure.

(2) Installation of such Air Conditioners shall be limited to windows on the

side or back of the dwelling unit — NOT the front of the house.

(3) If supports are required, they shall be neat in appearance.

(4) ALL window mounted Air Conditioners shall be removed by October

31° of each year.

(5) The cost of installation and increased utility costs, associated with Air

Conditioners, shall be borne by the client NOT the WRHD.

B. Air Conditioners - Central Air Models.

(1) Tenants (in ALL Rental Unit Programs) are NOT allowed to install

Central Air Conditioning units.

Cc. Handicap Accessible Ramps. Tenants in the Rental Programs may, under

certain circumstances, request installation of Handicap Accessible Ramps. If

they desire such a ramp, the following shall apply:

(1) Written Request. If such a ramp is required, the tenant must submit a

WRITTEN request to the WRHD Executive Director, prior to

installation, indicating why the ramp is needed. A physician’s written

explanation why a ramp is required must be attached to the request.

(2) Review / Approval. The WRHD Executive Director shall review and

approve / disapprove ALL such requests.

(3) The WRHD Executive Director may elect to move the resident to

another unit which is already modified it is determined to be in the best

financial interest of the WRHD.

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IX. WRHD INITIATED CHANGES

WRHD Initiated Changes. The WRHD may change the structure of a rental property if

extensive work or major renovation is already planned or if it determines that the structural

change(s) would be beneficial to the Departments plan and operations. However, in

consideration of financial resources the WRHD may elect to transfer families where another unit

that meets the need of the family is available.

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