Maintenance - Book 4

4000 – Shop Organization
4100 – Property Inventory
4200 – Record Keeping
4300 – OSHA Compliance
4400 – Safety Zones, PPE, and Preventative Maintenance
4600 – Light Inspections & Tool Inventory
4700 – Commercial Preventive Maintenance
4800 – Moisture Control & Mold Awareness

4900 – Ladder Safety

4950 Life Safety Compliance and Vendor Agreement

 

 

4000 – Shop Organization

Policy: It is the responsibility of the Service Manager to ensure that the shop is organized, cleaned, and stocked with a 30-day inventory.

The maintenance shop must be organized in such a manner that the risk of injury and loss of equipment and supplies is minimized.

• A first aid kit, fire extinguisher, and an eye wash station must be kept in an easily accessible and visible location.
• Safety equipment including goggles, ear plugs, masks, gloves, hard hats and back belts must be made available at all times.
• The shop must be locked whenever it is unattended.
• Flammable materials must be stored in OSHA approved safety containers in an approved storage cabinet or locker (details in Safety Zone and PPE).
• Any material or equipment which cannot be stored in the maintenance shop must be placed in an approved, designated space and must be locked and out of sight.

4010 – Parts Organization

Organize shop shelving with color coding as follows:

Shelf Label	Contents
Plumbing	Faucet, sinks, etc.
Appliances	Refrigerator, dishwasher, range parts, etc.
Electrical (yellow)	Switches, lights, receptacles, etc.
Cleaning Supplies (white)	Cleaners, degreasers, etc.
Air Conditioning and Heating	Compressors, capacitors, contacts, etc.
Tools and Hardware	Tools, screws, nails, etc.

             

4015 – Furnishing Requirements

• Install file cabinets to hold items such as manufacturer’s equipment instructions, product warranties, required records and other papers.
• Build a workbench designed to best suit your shop’s available space.
• Ensure that there are sufficient compartments and shelves for storage.

4020 – Equipment and Tools

• Whenever possible, store equipment, tools, and supplies off the floor in a locked, secure area.
• Mount items securely on a board or wall.
• Construct and label special racks for items which do not fit on shelves (i.e. screens, extra pipe, and doors).
• Do not allow your workshop to become a junk yard of old equipment and parts. (Salvage and dispose of such items in a timely and proper fashion.)
• Personal tools or equipment other than hand tools used by each maintenance staff should not be stored in the maintenance shop.

4030 – Keep the Premises Safe and Secure

• Make certain that the shop is locked when unoccupied.
• Limit the number of employees who have a key to the maintenance shop.
• Never provide vendors with a key to the maintenance shop.
• Control access to the key machine and key blanks.
• Use a sign out sheet for heavy equipment.

4040 – Proper Use of Tools and Equipment

• The Service Manager must monitor how employees are using tools and equipment. These tools and materials are costly and must be cared for properly to preserve their useful life and value. Always note that neglect and improper use can be dangerous.
• It is the responsibility of the Service Manager to see that the following actions are enforced at all times:

o   Follow manufacturer’s instructions for all machinery, tools, and other equipment so that these items are used for their intended purposes only (provide monthly training).

o   Make sure that all materials and tools are properly picked up and stored after a job is completed and that any debris is properly disposed of.

o   Inspect all tools and equipment prior to each use.

o   Do not carry tools in pockets. Make sure to always use a tool box or tool belt.

o   Never allow employees to carry power tools by their cords.

o   Never direct sharp-edged tools towards anyone’s face or body.

4050 – Required Shop Posters

The following three posters must be prominently displayed in the Maintenance Shop:

• Job Safety and Health Protection (OSHA)
• Workers Compensation Posting Notice
• OSHA No. 300 Form – Log and Summary of Occupational Injuries and Illness

All shops must have a site map with the following information located and color coded to include:

• Water cut-offs
• Gas cut-offs
• Electrical cut-offs
• Sewage clean-outs
• Manhole locations
• Fire sprinkler cut-offs

4060 – Shop Inventory

Policy: The Community Director and Service Manager must maintain a proper inventory of supplies for the completion of necessary maintenance and repairs. The Service Manager is responsible for ensuring parts and supplies are properly stocked.

4061 – Maintaining Appropriate Inventory Levels:

• Establish minimum inventory levels to provide adequate service. Do not exceed 30- day inventory.
• Do not strip (cannibalize) parts from vacant apartments or model to supplement lack of proper inventory. In an emergency, receive proper authorization to cannibalize and you must replace removed part within 48 hours.

4062 – Ordering Supplies

• Take inventory each week and count your on-hand quantity of parts and supplies.
• The Community Director is responsible for providing the service team with a copy of the monthly budget in detail to ensure expense control.
• Be sure to look at the maintenance budget and stay within the budget when ordering supplies. If something is needed that is over budget please provide manager with proper backup.
• Refer to the purchasing section on expense control when placing an order.

4100 – Property Inventory

Policy: The Community Director and Service Manager will have responsibility for maintaining an up-to-date Asset Inventory Form of all community-owned   equipment, tools, furnishings that have a value of $50.00 or greater per item.

The following steps are to be taken:

New tools, equipment, appliances and mechanical equipment must be logged as soon as they are received.

An up-to-date inventory record must be maintained at all times, utilizing an Asset Inventory form, created and maintained at the community.

The Service Manager is responsible for ensuring that all items listed on the asset inventory are labeled or marked with the property’s name and number.

The Community Director and Service Manager must ensure that no equipment, material, tools or appliances purchased with community funds are disposed of or removed from the property without proper authorization.

4110 – Procedure

• Items to be included on the Asset Inventory Form (see Documentation Forms).

o   Clubhouse, office and model accessories.

o   Furnishings for models, including plants and pictures.

o   Office items such as desks, computers, copiers, fax machines.

o   Include any rental furniture if applicable.

o   Shop items such as blowers, torches, recovery machines and any other asset owned inventory.

Record all items on the Asset Inventory Form.

4120 – Labeling Property Equipment

• Permanently label the community name and number on each piece of equipment and on all tools. Engraving devices designed for this purpose can be purchased at most hardware stores.

4150 – Disposition or Sale of Inventory Items

• The sale of inventory items is strictly prohibited unless written approval is obtained in advance from the Managing Director. If a sale is approved, the transaction must be clearly documented in the property files and on property inventory sheet. Money collected from such a sale must be deposited promptly into the property’s account.
• Disposing of any property items which are no longer required or which cannot be salvaged for parts must be properly documented. Use the appropriate space on your property inventory sheets to record any items that have been discarded.

4200 – Record Keeping

 Policy: The Service Manager is responsible for ensuring that appropriate records are kept for those maintenance activities that are regulated by federal, state, and local governing law.

The Service Manager is responsible for establishing and maintaining a filing system to include the following:

• Budget information
• Property inventory
• Warranties
• EPA refrigerant logs
• Pool Inspections
• Emergency phone contact information for elevators and fire alarms

Phone contact lists to elevator and fire monitoring stations should be updated often and immediately if personnel changes occur with the people on these lists.

Importance of Maintaining Records

• Maintaining accurate and detailed records is an essential part of your property’s maintenance program. There is a great deal of information about the property that must be up-to-date and accessible to other members of the staff.

4210 – Recording Chemical Readings in Swimming Pools

• Have a clear understanding of what is required in your area from the standpoint of monitoring chemical levels and records required to be kept for your community swimming pool. Local Health codes require the licensing of such amenities. Prepare a 3-ring notebook to track all readings as outlined in the Health Department Guidelines and maintain required records in the binder. See Pool Log in Documentation Forms.

4220 – Monitoring the Use of Refrigerants

• As a result of the Clean Air Act Amendments which were enacted in 1990, there are strict regulations for the maintenance and repair of equipment and appliances that use refrigerants.

The law requires that:

• The use of refrigerants is carefully documented.
• Any technicians who work on equipment that use refrigerants, typically refrigerators, air conditioners and heat pumps, must be certified through an EPA approved technician certification program. ONLY CERTIFIED TECHNICIANS ARE ABLE TO PURCHASE AND USE REFRIGERANTS.

The following record-keeping and reporting system must be in place to comply with the law:

• All maintenance personnel who work with refrigerants must have the appropriate certifications. Copies of certifications card must be kept on file at the property.
• In addition, the Freon Recovery Policy Statement must be maintained and posted in each Management office. Each certified technician who works with refrigerants must read, understand and attest to the Policy.
• If your property has large cooling systems that contain a refrigerant charge of fifty pounds or more, you must maintain records documenting the date and type of service which was performed on the system and the amount of refrigerants that was added to it. For the most part, work on these types of systems should be contracted to outside service personnel. Retain copies of all invoices for work performed and ensure that your contractor has noted the amount of refrigerant used. It is also good to have the subcontractor’s technician certification number on file. Even if you subcontract this service you must maintain accurate records at the property.
• The system you establish at your property for tracking refrigerant use and service on any appliances or equipment using refrigerants must be readily available for review by EPA Representatives that may visit your site. Work performed on this equipment must be done by verified technicians, and the work must be accurately documented on the service request form.

4300 – OSHA Compliance

Policy: It is the responsibility of both the Community Director and Service Manager to ensure that the property is in complete compliance with applicable OSHA regulations and the Perennial Property Safety Plan at all times.

An employee Hazard Communication Program (also known as the “Right to Know”) must be in place to inform employees of any operation(s) which may require the use of hazardous chemicals. Steps must be followed to inform and educate employees about the proper use of chemicals and what to do in the event of an injury or exposure. Safety Data Sheets (SDS) for every chemical on the property must be available to all employees at all times.

If your state requires it, an accurate record of all work related injuries and illnesses must be kept and tracked on OSHA No. 300 Form (Log and Summary of Occupational Injuries and Illnesses).

Lock Out/Tag Out procedures found in this manual must be followed by all maintenance employees when working with property equipment and machinery.

OSHA regulations on confined space entry, blood borne pathogens, personal protective equipment and vehicle safety must also be followed.

4310 – Hazard Communication (Right to Know)

• This Occupational Safety and Health Administration (OSHA) regulation states that employees must be informed of any operations in their work area where hazardous chemicals are present. In addition employees must be informed about where the property maintains written materials related to OSHA regulations, including education and training programs for working with these chemicals, list of hazardous chemicals used by the property and Safety Data Sheets (SDS). While performing certain duties, service employees may occasionally come into contact with chemicals which have been determined to be hazardous. It is Perennial Properties’ intention to be in full compliance with all rules and regulations administered by OSHA and to provide the safest possible work environment for our employees.

4320 – Safety Data Sheets (SDS)

• OSHA requires manufactures and suppliers to provide an SDS for any chemical or potentially hazardous product which they manufacture or sell. Contractors such as pest control, landscapers, and pool service vendors must provide SDS sheets, which should be filed under “Contractor’s SDS”.

4330 – Examples of hazardous materials listed below:

• All cleaning supplies
• Pool chemicals
• Fertilizer and lawn chemicals
• Ice melting agents
• Gasoline and other fuels
• Paints and solvents
• Glues and adhesives

Material and Safety Data Sheets provide the following information by section:

4331 – Identity

• Name of the chemical
• Name, address and phone number of the company that makes the chemical
• Date the SDS was prepared

4332 – Ingredients/Identify Information

• Hazardous components of the chemical including mixtures by their scientific and common names
• Recommended safe exposure limits for workers

4333 – Physical/Chemical Characteristics

• Boiling and melting points
• Vapor pressure, vapor density and evaporation rate
• Solubility in water and specific gravity

4334 – Fire and Explosion Hazard Data

• Flash Point
• Flammability

4335 – Reactivity Data

• Indicates any concern about mixing the chemical with air, water or other chemicals

4336 – Health Hazard Data

• How the chemical can get into the body (i.e. inhaling, swallowing, and/or through the skin)
• Health hazards which can result from exposure to the chemical including symptoms of exposure such as headaches or skin rashes
• Risk of aggravation to existing medical conditions such as breathing or heart problems
• Whether the chemical is believed to be carcinogenic
• Emergency and first-aid procedures to follow for accidental exposure

4337 – Precautions for Safe Handling and Use

• Correct way to handle, store and dispose of the chemical
• What to do if the chemical spills, leaks or is released into the air

4338 – Control Measures

• Type of protective clothing and equipment to use when working with the chemical
• Type of ventilation and the work/hygiene procedures which must be followed to prevent exposure

4340 – SDS Reference Book

OSHA requires that SDS information be collected into a reference book at each site. This book should contain SDS sheets on all hazardous substances and materials which Perennial Properties employees may use in the work place. Managers are responsible for ensuring that each employee understands the SDS.

An up-to-date SDS book should be available in the maintenance shop and office of each property at all times.

OSHA requires that on an annual basis all employees be informed about the following:

• The existence of the SDS reference book.
• The nature and potential danger of any hazardous chemical or substance to which they may be exposed in the course of their employment.

4350 – Chemical Labels

• The Community Director must ensure that all stored chemicals are properly labeled. A warning label provides important information about the chemical and is attached to the container itself. The law requires that all hazardous chemicals shipped to your property must be properly labeled. If a label becomes torn or damaged, take whatever steps are necessary to immediately repair or replace it. Always read the label before using a potentially hazardous chemical. Even if the Chemical has been used in the past, the manufacturer may have changed the formula or concentration. If further information about the chemical is required, the Material Safety Data Sheet for the substance should be checked. Be aware that if you have employees on your property that do not read or understand English well, special measures will need to be taken to ensure that employees with language barriers understand labels and other written materials.

4400 – Safety Zones and PPE

Policy: All Perennial Properties are to have a “Safety Zone”. The Service Manager is responsible that each Safety Zone contains the following items:

 

• Fire cabinet – 30 gallon
• 1 box Raven Nitrile Gloves (each size)
• 25 person first aid kit (a second should be in the office)
• Package of 100 count earplugs
• Half mask dual cartridge paint and pesticide respirator with 2 pack cartridge refill
• Plastic Goggles
• Lockout/Tag Out Kit
• 10-lb Fire Extinguisher
• Filter kit P100 for respirator (for asbestos)
• Pair of knee pads
• Orange safety cones
• Headsets (ear protection)
• N95 Particulate Respirator Masks
• Disposable full body clothing
• Back support
• SDS binder package
• Puncture resistant gloves
• Adjustable Hard Hat

Safety Zones are to be free of obstructions and easily accessible at ALL TIMES.

 

4410 – Preventative Maintenance

Policy: The preventative maintenance program is the Service Managers’ responsibility to ensure their community complies with the following items. A preventative maintenance program is designed to preserve the asset and extend the life of the community buildings and equipment. It will minimize service requests and promote better resident relations and is the number one tool to working smarter and not harder. Preventative maintenance checklist forms for unit interiors and building exterior can be found in Documentation > Maintenance – Book 4.

4450 – A semi-annual inspection of all units should include:

• A notice explaining the reason for entry is to be placed on the resident’s door at least 48 hours prior to any unit inspection.
• A member of the community’s team, preferably the Service Manager and/or the Community Director must conduct this inspection or someone trained by them.
• General overall condition of the home (housekeeping).
• Testing of all smoke detectors. Detector batteries are to be changed every year or when beeping. Smoke detectors are to be replaced every ten (10) years from manufacturer date.
• Testing of all carbon monoxide detectors. Carbon monoxide batteries are to be changed every five (5) years or when beeping (gas communities only).
• Proper location and charge of fire extinguishers.
• All fire sprinkler heads (interior of unit, patios, and patio storage closets) and all emergency pull boxes are operational and not obstructed. All over-spray and dust must be removed at this time. All wall penetrations in exterior walls are to be sealed to prevent air infiltration and heat loss.
  • If any remediation project required insulation replacement, you should confirm that the insulation is replaced ABOVE the sprinkler line so that the heat source is not blocked.
• Oil hinges, striker and internal lock mechanism. Use lock graphite on dead bolt entrance door.
• Dryer vents are to be cleaned of excessive lint build up using an electric leaf blower.
• Check all door and window locks for proper operation; also check weather-stripping and caulk on exterior areas.
• Make note of any damage or other problems that exist.
• Make note of additional maintenance work required.
• Inspect all windows, walls and closets (including HVAC and water heater closets) for evidence of staining, mold, or mildew. Be thorough, inspect all areas and document the extent of the problem, the exact location and what is to be done for remediation if staining, mold, or mildew is found.
• Inspect the condition of the A/C unit and change the A/C filter; add enzyme tablets if required.
• Test GFCI outlets for proper operation.
• Toilet flapper or faucet leaks will be repaired at this time; observe any excessive utility (water or electric) usage.
• Clean the refrigerator coils with a coil brush.
• Make note of any pets.
• If available briefly discuss with the resident why you are there. Ask them if they have any problems or concerns and how you may assist them.

In order to manage this process, it is necessary to dedicate time each week so that every 6 months all units have been inspected. To figure this for each property, take the total number of units and divide that number by 26 weeks:

Example:  property – total units = 350

Divide that by 26

350/26 = 13.4 units

Round to the closest whole number and this example community would inspect 13 units per week to meet their required number of units each 6 months.

4470 – The semi-annual inspection of the building exterior should include:

• Check all siding, soffits and fascia for damage and ensure they are in good repair; make repairs as needed.
• Check roof/building dryer vents for clogged screens and excessive lint build-up. Clean if needed.
• Check air conditioner condenser units for damage and ensure they are in good repair.
• Clean coils if needed.
• Check all windows (glass and frames) for damage and ensure they are in good repair.
• Check all exterior doors for damage and ensure they are in good repair. Repaint if needed.
• Check roofing for damage and ensure it is in good repair.
• Check all exterior lighting for damage and ensure they are in good repair.
• Check all walkways for damage and ensure they are safe and in good repair.
• Check utility meter boxes if applicable for damage and ensure they are in good repair.
• Check exterior wiring boxes (phone, cable, etc.) for damage and ensure it is in good repair.
• Check all gutters, for damage.
• Check all storm drains and clean out as needed.
• Check all exterior GFCI receptacles for damage and ensure they are in good repair.
• Check all mulch beds, trees and shrubs for appearance (turn mulch, trim dead branches, etc.).
• Clean all curbs around the building.
• Check that all stair treads are secure; check treads for cracks. Replace if needed.
• Check that all stair and balcony railings are secure. Repaint if needed.

4600 – Light Inspections

Policy:  All community exterior lights, including photocells, are to be inspected by the maintenance team and/or Courtesy Officer. Equally important is the status of the Clubhouse, pool and additional common areas as outlined on the Monthly Light Log.

• The Light Log is to be completed each month.
• Proper documentation and corrective action(s) necessitated by completing the Monthly Light Log not only can assist in preserving the asset, but also may save lives.
• Once completed, forward a copy to your Corporate Office. Keep the original in a 3-ring binder and available for inspection by on-site management for a period of two (2) years.

Service requests are to be created in Yardi and all light repairs are to be made immediately. Timely completion will ensure the safety and comfort of our residents and staff, as well as reduce the risk of harm or injury.

Tool Inventory

Policy: All property tool purchases must receive approval from the Community Director and/or the Managing Director before purchase.

Maintaining a proper tool inventory can make these tasks easier to perform. Perennial’s maintenance technicians rely on personal and community provided tools to perform their daily tasks. They work on plumbing, electrical, air-conditioning and perform general maintenance repairs, often performing many different tasks in a single day. Below are tables of suggested tool inventories that should be owned by a maintenance technician and the communities.

4610 – Community Tools

Community Tool Inventory Checklist: This checklist should be completed any time a Service Manager leaves a property or starts at a new property (trasnfers and new hires). The checklist should be signed off on by the Community Director, the prior Service Manager (if still a team member) and the new Service Manager. It should then be saved to the drive and emailed to the Operations Director.

Refrigerant Recovery Unit	Refrigerant Leak Detector	Ladders Sized as Needed
Vacuum Pump	Oxy/Acetylene Welding Kit	Wet Dry Vacuum
Refrigerant Digital Scale	Recovery Tank	Backpack Blower
Micron Gauge	Nitrogen with Dual Regulator	Personal Protective Equipment

4650 – Personal Tools

Tool Box, belt or bucket	Amp Probe	Pipe Cleaning Brush
Assorted Screwdrivers	Volt/Ohm Meter	Coil Fin Comb
Assorted Nut Divers  1/4 5/16	Refrigerant Gauges	Level
Assorted Wrenches	Wire Cutters/Wire strippers	Tape Measure
Cordless Drill	Pipe Wrench	Channel Locks
Hammer	Appropriate Work Shoes	Wood Chisel
Drywall Saw	Basin Wrench	C-Clamps
Circular Saw	Caulk Gun	Drill Bits
Tubing Cutters	5 in 1 Tool	Crimping Tool
Assorted Pliers	Utility Knife	Swaging Tool
Allen Wrenches	Drywall knifes/Assorted Sizes	Flaring Tool

• Storing tools properly will help create a safe work environment.
• Maintaining the tools will insure they are in working condition when they are needed.
• Every job has “the right tool”.

4700 – Commercial Preventative Maintenance

Policy: The preventative maintenance program is the service manager’s responsibility to ensure their commercial spaces comply with the following:

A preventative maintenance program for Commercial units is designed to preserve the asset and extend the life of the community buildings and equipment. It also will minimize service requests and promote better resident relations. It is on-site personnel’s responsibility to ensure their community complies with the following:

 Every commercial unit and building exterior should be inspected regularly:

• A notice explaining the reason for entry is to be given to the commercial tenant at least 48 hours prior to any unit inspection. Make sure to schedule inspections around non-peak business hours of the tenant.
• A member of the community’s team, preferably the Service Manager and/or the Community Director, must conduct this inspection or someone trained by them.
• General overall condition of the Commercial Unit.
• Review life/safety inspection for green tag certification.
• Visually inspect electrical box for obvious electrical hazards.
• Inspect all windows, walls and closets (including HVAC and water heater closets) for evidence of staining, mold, or mildew. Be thorough, inspect all areas and document the extent of the problem, the exact location and what is to be done for remediation if staining, mold, or mildew is found.
• Inspect the condition of the A/C unit and note if filters are being changed.
• Check for any water leaks.
• Check front door for proper operation.
• Make note of any damage or other problems that exist.
• Make note of additional maintenance work required.
• Take supporting pictures during the inspection.
• If available, briefly discuss with the commercial tenant why you are there. Ask them if they have any problems or concerns and how you may assist them.

The semi-annual inspection of building exteriors is to include:

• Check roof/building dryer vents for clogged screens and excessive lint build up. Clean if needed.
• Check all windows (glass and frames) for damage and ensure they are in good repair.
• Check all exterior doors for damage and ensure they are in good repair. Repaint if needed.
• Check all exterior signage and lighting for damage and ensure they are in good repair.
• Check all walkways for damage and ensure they are in good repair.
• Check all gutters for damage and clogs.
• Check all storm drains and clean out as needed.
• Check all mulch beds, trees and shrubs for appearance (turn mulch, trim dead branches, etc.).
• Clean all curbs around the building.
• Check that all stair treads are secure; check treads for cracks. Replace if needed.
• Check that all stair railings are secure. Repaint if needed.
• Confirm that we have current keys and alarm codes for each commercial unit for access during an emergency.

4710 – Commercial Vacant Protocols

Policy:  When a commercial unit becomes vacant Amy (Asset Manager) will notify the Community Director and Candice/Elise. Once they’ve been notified, we need to schedule the onsite team to enter the vacant unit to do a walkthrough.

The following protocols should be implemented within 7 days of vacancy:

1. Asset Manager walks the space to put eyes on it
2. Change locks
   1. All external locks should be changed and we should keep a key to the space. One extra key should be cut for our Brokers to hold on to for tours
   2. Address any security system/alarm. Make sure we have all codes kept in the leasing office and share with our brokers
   3. Once locks are changed the past tenant cannot enter the space without prior approval from Asset Manager and with assistance of an onsite team member
3. All equipment left in the space should be catalogued and accounted for so we know inventory.
   1. If any onsite team member notices items/equipment being removed from the space prior to Asset Manager notifying them of tenant move out please let Asset Manager know ASAP.
4. Schedule a cleaning crew to enter the unit.
   1. This crew should be responsible for cleaning the unit and checking for trash, food, perishables that have been left behind and need to be discarded. All grease, debris, etc/should be cleaned off all surfaces and the floor.
   2. For restaurants all grease traps should be emptied or cleaned/secured. All hoods/vents should be cleaned/inspected. If our regular cleaning crew does not handle this type of cleaning we should call in a restaurant specific cleaner. Director of Maintenance can help find an approved commercial grade cleaner if needed
   3. Unit should smell good after cleaning. If not, re-clean and add some air fresheners to the space
5. Check thermostat setting/HVAC
   1. The thermostat should be set to an appropriate level for the season. In the summer months it should be set at _78_ and in the winter months it should be set at _65_.
   2. Clean/replace all air filters and service HVAC for dormancy
   3. Please enter the vacant unit bi-monthly to confirm
6. Check outlets to make sure they work and nothing is plugged in that could be a hazard while vacant
7. Pest control
   1. Once the unit is clean if there are any signs of pests please schedule pest control to enter the unit
   2. All penetration points, including from slab, should be inspected and sealed off as needed to remain pest free during dormancy
   3. Once they’ve entered please schedule pest control in the space every other month
   4. This is especially important for vacancies in any prior food service suites
8. Hazards
   1. Please check for any hazards in the unit. Make sure all gas is turned off, there’s no fire hazard, lights are off, nothing’s leaking, etc.
   2. The goal is to turn off anything that could cause an issue while the unit sits vacant
9. Faucets and Pipes
   1. During a freeze warning all pipes should be set to drip to avoid freezing. Please enter each commercial vacant unit to prepare for freezing weather as you check the property
   2. Find and put eyes on water heater and any wet system. Service as needed for dormancy
10. Damages
    1. Walk the unit and take inventory on any damages, holes, cracks, blemishes, etc that should be charged back to the resident
    2. Repair these damages as needed. Please get with Asset Manager/Maintenance Director before repairs are done so they can review list
11. Schedule bi-monthly inspections w/ checklist for all systems/etc
    1. Make sure that there are no problems i.e. floor drains and “P” traps have water in them.
    2. No vandalism or damage has or is occurring.
12. Prospect Tours
    1. Prior to any prospect tours Asset Manager and Director of Maintenance must inspect and sign off on space

 

Once we’ve gone into the unit to do the initial walkthrough and set up the above best practices, we should have someone from the maintenance team enter the unit bi-monthly to check for any issues. This needs to be done until the unit is leased. An email summary should be sent to Amy after each tour with what was checked, any issues found, any actions take, and sign off on the below checklist.

 

Example-

Highland Walk Suite 1 was toured on 9/20/2020 by John Smith at 10am. John checked the space and didn’t find any leaks, lights were off, the thermostat was set appropriately, etc. He noticed some bugs so pest control will come service the unit.

 

Item	Date	Initials
Gas – no leaks & set for dormancy
Fire Hazard(s) – none found in unit
Lights/Power – all off where needed during dormancy
Water– no leaks in pipes, H20 heater, any water systems
Pest – no signs of pest and/or pest control needed

 

4800 – Moisture Control & Awareness

Policy: The purpose of these guidelines is to assist property site personnel and managers in establishing procedures for addressing microbial growth and moisture issues.

Mold is a tiny plant that reproduces by broadcasting spores into the air. Mold spores are everywhere and can survive on a variety of surfaces that are common to the apartment home. However, it does not begin to grow and reproduce until there is a sufficient amount of water available. Once water is available mold can multiply rapidly causing a drastic increase in mold spores, which may adversely affect indoor air quality.

Although it is generally known that mold exposure can prompt a variety of health responses among those exposed, it remains difficult to predict the precise response of an individual to any given mold exposure event. Development of symptoms resulting from mold exposure is prompted by an individual’s susceptibility and is known to vary significantly among individuals. More pronounced symptoms or adverse health effects are more likely among those with asthma, allergies, or other pre-disposing health conditions. Therefore, exposure prevention strategies are to focus on timely elimination of detected indoor mold reservoirs to reduce the potential exposure to individuals to the lowest feasible level.

“Wetting” Remediation Procedure

• Mold cannot grow without water; therefore, a service call that has the potential to involve water (leak around a bathtub or shower, dishwasher or washing machine overflowing, etc.) is to be treated with a sense of urgency. When responding to a “wet” service call, make sure you stop the water source first. If all the material is dry within 24 to 48 hours from the initial time the material became wet, chances are that the material will not need to be removed and replaced.
• To fully dry an apartment home, continue to use the HVAC system along with fans and a dehumidifier. A dehumidifier will maintain the indoor air humidity between thirty to fifty percent (30%-50%). When water is extracted by manual means (mops, extraction units, etc.) it usually takes a couple of days for the apartment home to completely dry out.
• Quick and effective drying of water contacted building materials and contents is a critical response measure that may increase the opportunity of salvaging affected items. Providing aggressive air circulation by use of fans or other air movement devices often proves beneficial in this regard. However, fan use or aggressive air circulation is not to be provided to locations and to items affected by known or suspected mold activity. This will prevent uncontrolled dispersement of such elements throughout affected and unaffected indoor areas.
• An outside contractor must remove material that cannot be cleaned from the apartment home. The contractor is to extract as much water as possible from the material and then cut the material into small pieces and dispose of it in a double thick trash bag. Once the apartment home has been completely disinfected and dried, the contractor is to disinfect the concrete or gypcrete slab and seal it with a concrete floor sealer.
• Where the source of the leak is deemed to be less of a health threat (window leak, roof leak, domestic water leak, HVAC condensate drain leak, etc.) the first priority is to stop the source of the leak and then get the building materials dried out. Remember, from the time the material first gets wet to the time it is dry is usually 24 to 48 hours.
• Bare/painted wood materials are typically deemed salvageable, but determination of such must be considered on a case-by-case basis. Wood materials losing their structural integrity as a result of water contact and/or subsequent mold activity are to be disposed.

 

Water Damaged Material	Appropriate Action
Books/Papers		Discard non-valuable items. Photocopy valuable or important items and discard originals. Accelerate drying process with fans.
Carpet and Backing (dry within 24-48 hrs.)		Remove water with water extraction vacuum. Reduce ambient humidity levels with dehumidifier. Accelerate drying process with fans.
Ceiling Tiles		Discard and replace.
Cellulose Insulation		Discard and replace.
Fiberglass Insulation		Discard and replace.
Concrete or Concrete Block Surface		Remove water with water extraction vacuum. Accelerate drying with dehumidifier, fans, or heaters.
*Hard surfaces and porous flooring (linoleum, ceramic tile, vinyl)		Vacuum or damp wipe with water and mild detergent and allow to dry (scrub if necessary). Make sure sub-flooring is dry, dry if necessary.
Nonporous hard surfaces (plastics or metals)	Vacuum or damp wipe with water and mild detergent and allow to dry (scrub if necessary).
Upholstered Furniture	Remove water with water extraction vacuum. Accelerate drying process with dehumidifier, fans, or heaters. If item is valuable, consult a restoration/water damage company that specializes in furniture.
Wallboard (drywall and gypsum board)	May be dried in place if no obvious swelling and seams are intact. If not, remove, discard and replace. Ventilate wall cavity if possible.
Window Drapes	Follow laundering or cleaning instructions recommended by manufacturer.
Wood Surfaces	Remove moisture immediately and use dehumidifier, gentle heat and fans. (Use caution when applying heat to hardwood floors.) Treated or finished wood surfaces may be cleaned with mild detergent and clean water. Allow to dry. Wet paneling is to be pried away from the wall and let dry.

 

*The sub-floor under the carpet or other flooring material must be cleaned and dried.

A restoration/water damage specialist is to be consulted for any item that has monetary or sentimental value.

4810 – Mold Remediation Procedure

As soon as you become aware of a mold problem in an apartment home, document the situation and begin steps to resolve the issue. Minor traces of mildew in a bathtub or shower are common, but reports of extensive mildew or mold must be examined. Also, reports of musty, moldy, earthy, or fishy smells are to be examined since these smells indicate potential mold growth.

You will need to take the following items with you when examining an occupied apartment home for mold:

Digital Camera

Ruler

Moisture Meter

Flashlight

Screwdrivers, Pliers, Etc.

Thermometer

Relative Humidity Meter

Moisture and Mold Incident Report

Floor Plan

An inspection is necessary to determine the degree of the problem and verify the source of the moisture. Any mold or moisture observed during the inspection is to be marked on the floor plan along with the time and date of the inspection. Any wet material, water stains, mold growth, color of mold, size of colony and approximate thickness of growth (some molds grow in thin film and others form a thick mat) are to be noted.

If pictures are taken during the inspection make sure an item, such as a ruler, is placed next to the area so you have a scale when looking at the picture. Also note the date, time, and description of area being photographed and name of photographer.

Do not touch mold or a moldy item with your bare hands.  Do not get it in your eyes or breathe it.

The air handler (including evaporator coils, condensate pan and plenum), ductwork, grills and vents are to be inspected for mold. Look for accumulation of dust and debris as well as mold in all components of the air handler system. Make sure the condensate drain pan is clean and drains freely.

Mold activity that is present on environmental surfaces (i.e., drywall materials) within an apartment as a result of inadequate humidity control can typically be removed by cleaning/sanitizing the affected surface. Depending on specific circumstances, replacement of the affected materials may not be necessary. Damp wiping the affected surface with a diluted detergent or other appropriate sanitizing solution may easily remove any visible mold residue. Additional measures may be required for surfaces where evidence of mold effects persist even after damp wiping efforts are complete. Deciding whether to clean/sanitize or remove (physically eliminate) affected materials and determining the adequacy of cleaning/sanitizing is the responsibility of an appropriately trained and experienced individual or Regional Service Manager.

It is not uncommon to experience mold growth in an apartment where there are no water leaks. This usually occurs in an apartment where the resident does not use the HVAC system. The USEPA recommends maintenance of low indoor humidity, below 60% relative humidity, ideally 30%-50%, if possible. In many areas of the country the outdoor relative humidity easily exceeds these values for extended periods. If the resident is using windows and doors for ventilation they are allowing for constant “reseeding” of mold spores and the humidity in the air can allow them to colonize portions of the apartment. Therefore, it is imperative that residents utilize their HVAC system.

A sample of the mold is usually not recommended as an initial evaluation technique, but if a sample is needed it is to be done by a professional service.

The following guidelines are to be used when treating an area that has water damage or mold that was not discovered until forty-eight (48) hours after initially becoming wet.

4811 – Small Isolated Area (ten square feet or less)

In-house maintenance personnel can generally perform the remediation (correction).

It is recommended to mist the surface prior to working to reduce the dust.

Residents with health problems must vacate the premises while work is being performed.

Minimum personal protective equipment (gloves, N-95 respirator and goggles) is necessary.

The EPA Guidelines specify cleaning methods to be used for various types of materials. These cleanup methods include wet vacuuming, damp wiping, HEPA vacuuming and discarding mold damaged material.

4812 – Medium Size Isolated Area (between ten and one hundred square feet)

In-house maintenance personnel may conduct remediation if they have been properly trained.

The work area and areas directly adjacent to the work area are to be covered with plastic sheets and taped before remediation to contain debris.

It is recommended to mist the surface prior to working to help suppress the dust.

The work area and areas directly adjacent to the work area are to be unoccupied.

It is recommended that residents with health problems and infants near the work area vacate the premises while work is being done.

Ventilation ducts/grills in the work area and directly adjacent to the work area are to be sealed with plastic sheeting and maintained under negative pressure with a HEPA filtered fan unit or HEPA filtered shop vacuum.

Personal protective equipment may be “limited” (i.e., gloves, N-95 or half-face respirator with HEPA filter, disposable overalls and goggle/eye protection) or “full” (i.e., full-face respirator with HEPA filter, disposable full body clothing, head gear, gloves and foot coverings).

Contaminated materials that cannot be cleaned are to be removed from the building in a sealed plastic bag.

The work area and areas used by remedial workers for egress are to be HEPA vacuumed and cleaned with a damp cloth or mop and mild detergent.

All areas are to be left dry and visibly free from contamination and debris.

If abatement procedures are expected to generate a lot of dust (i.e., abrasive cleaning of contaminated surfaces, demolition of plaster walls) or the visible concentration is heavy (blanket coverage as opposed to patchy) then it is recommended that you follow the remediation procedure for large areas.

4813 – Large Areas of Extensive Contamination (greater than one hundred square feet or potential for significant occupant exposure during the work)

A health and safety professional with experience performing microbial investigations is to be consulted prior to remediation activities to provide oversight for the project.

If an apartment has excessive mold growth, it is imperative that the air handler be cleaned once the problem has been resolved. Respective ventilation system and air conveyance components are to be thoroughly evaluated to determine the need for cleaning/sanitizing and/or other additional response measures. A maintenance team member may perform the task if they have been properly trained on cleaning/sanitizing HVAC systems; otherwise a professional is to perform the task.

4820 – Communication

Communication with the building residents is essential for successful mold remediation. To avoid miscommunication, one person is to be designated the contact person. The contact person is to have a thorough working knowledge of the mold guidelines outlined in this section and be customer service oriented.

Some residents may be concerned about the growth of mold in their apartment home and possible health issues. Therefore, it is important to inform the resident before the project begins about the size of the project, what is planned to resolve the issue, the anticipated timeframe to resolve the issue and any known or possible health risks. It is also important to keep the resident updated throughout the project on the status and address any of their concerns as they come up. If a resident perceives that information is being withheld their perception of a health risk may increase.

Remember, mold issues may quickly escalate to media, medical and legal involvement so rapid resolution of the problem is essential.

If possible, remediation activities are to be scheduled during hours when the resident is least likely to be inconvenienced. The size of the area affected, extent and type of health effects exhibited by the resident and potential health risks are to be taken into consideration when determining if relocation is necessary during the remediation process. Any resident that will be relocated during remediation is to be notified in advance of the relocation.

Once the issue has been resolved the resident is to be informed how important it is to run their HVAC system and follow the instructions for the blowers, fans, or dehumidifiers provided by Perennial Properties.

4830 – Consultants

Professional assistance may be necessary if:

• Management feels that an independent investigation would be more effectively documented than an in-house investigation.
• Investigation and mitigation efforts by maintenance did not resolve the mold problem.
• Preliminary findings by maintenance suggest the need for measurements that require specialized equipment and training beyond in-house capabilities.

4840 – Equipment

The following equipment is to be on-hand at each community so a mold or “wet” issue may be resolved in a timely manner:

Dehumidifier

HEPA vacuum

N-95 respirator

Rubber gloves

Water spray bottle (for misting)

Goggles

Disposable overalls

Disposable full body clothing

Head gear

Foot coverings

 

4900 – Ladder Safety

Policy: Each year there are more than 164,000 emergency room-treated injuries in the U.S. relating to ladders: fractures, broken bones, deaths, and property damage can all result from misuse. Perennial policy is to mitigate the risk of injury and property damage by proper use of ladders.

There are 3 basic ladder types:

Type I: Type I ladders are the most widely used for professional services like that of contractors, public utilities, and construction workers. Regardless of the material construction of the ladder, Type 1 ladders are built in lengths from 3 to 20 feet. This rating is broken down into three subcategories:

• Type 1 step ladders are built for occupant loads up to 250 lbs.
• Type1A step ladders are built for occupant loads up to 300 lbs.
• Type1AA step ladders are built for occupant loads up to 375 lbs.

Type II: Type II ladders also run in lengths of 3 to 20 feet long. They are used in more commercial applications like painters, interior decorators, maintenance workers, and electricians. They have a weight maximum of 225 lbs. Type II ladders are manufactured in wood, fiberglass, and aluminum and are commonly used for medium-duty use.

Type III: Type III ladders are most typically household ladders. They only handle a load capacity of 200 lbs and are primarily used for light-duty use. These ladders are typically manufactured in lengths between 3 to 6 feet.

Procedures:

• Read and follow all labels/markings on the ladder.

• Before using a ladder, inspect it for cracks or broken joints.
• Be sure the ladder is suited for the job.
•  Do not exceed the ladder’s maximum load.
• Place the ladder on s stable surface.
• Always face the ladder when ascending or descending.
• Move materials with extreme caution.
• The base of a straight ladder should be one foot out of every 4 feet to the point of support. 1:4 ratio.

• Secure tall ladders by lashing or fastening the ladder to prevent movement.
• Have another person help with a heavy ladder.
• When working with electricity, use a ladder made of fiberglass.
• Place “Ladder In Use” sign on the ladder when you are using it but are away from it – i.e. you have climbed onto the roof and left the ladder in place to return down.
• 

 

4950 Life Safety Compliance and Vendor Agreement

Policy:

Perennial Properties is committed to ensuring the safety and compliance of all fire protection and life safety devices installed at the facilities where painting services are provided. It is our policy to adhere strictly to fire codes and regulations, including those set forth by the National Fire Protection Association (NFPA), regarding the maintenance and protection of fire sprinkler heads, smoke detection and alarm devices, and other related equipment. We recognize the importance of keeping these devices free of any coating or obstruction, including paint, to ensure their proper function in the event of a fire emergency.

Procedure:

1. Pre-Work Inspection:

1. • Prior to commencing any painting services at the facility, the assigned contractor or their representative must conduct a thorough inspection of the area(s) of work, including units, to identify the location of fire sprinkler heads, smoke detectors, alarm devices, and other fire protection equipment.
   • Any sprinkler heads or devices found to be affected by paint or debris must be documented, and their condition must be reported in writing to the Community Director. This report should be submitted in advance of performing any painting work.

1. Compliance with Fire Codes:

1. • During the execution of painting work, the contractor must ensure that no paint or substance of any kind is applied or coated on fire sprinkler heads, smoke detectors, alarm devices, or any other fire protection equipment.
   • Contractors must exercise caution to avoid accidental contact with these devices and take all necessary precautions to prevent any damage or obstruction.

1. Responsibility for Damage:

1. • If paint or any other substance is found on fire protection devices at any time after the completion of the painting work, the contractor performing the work will be financially responsible for any repairs required to restore the devices to compliance with local fire codes.
   • It is the contractor’s responsibility to cover the costs associated with the replacement or repair of affected sprinkler heads, smoke detectors, alarm devices, or any other damaged fire protection equipment.

1. Protection of Existing Devices and Equipment:

1. • Contractors are required to take all necessary precautions to maintain the integrity of existing fire protection devices, equipment, and other components during the painting process.
   • This includes providing proper temporary protection for devices and surfaces to prevent damage from paint or other substances and ensuring thorough cleanup without causing harm to components or surfaces.

1. Documentation and Agreement:

1. • Contractors must sign an agreement acknowledging their understanding and agreement to comply with the policies and procedures outlined in this notice. The onsite team is responsible for providing (to the vendor) and completing this document before work can begin. Document located: G:\Prop Mgt Corp\Contracts\Painting\Blank Perennial Properties Paint Contract.docx
   • A copy of the signed agreement must be retained by the contractor for their records, and the original must be remitted to the Community Director within ten days of receipt as a condition of commencing work at the facility. The Community Director should save the file in the company G drive property folder  Document located: G:\Prop Mgt Corp\Contracts\Painting\Blank Perennial Properties Paint Contract.docx  and send the file to their Property Accountant for entry into Entrata Documents for the specified Vendor.

By following these policies and procedures, Perennial Properties aims to uphold the safety, integrity, and compliance of fire protection and life safety devices while providing painting services at the designated facilities.