Header:
NEW YORK CODES, RULES AND REGULATIONS
TITLE 9. EXECUTIVE DEPARTMENT
SUBTITLE S. DIVISION OF HOUSING AND COMMUNITY RENEWAL
CHAPTER III. LOW RENT HOUSING
SUBCHAPTER C. MANAGEMENT MANUAL FOR HOUSING AUTHORITIES
PART 1626. PREOCCUPANCY
SUBPART
Date:
08/31/2009
Document:
§ 1626-3.2 Check list
(a) Preparation of rent schedules for approval by division. See Part 1627, infra.
(b) Selection of tenants in accordance with tenant selection procedures as outlined in Parts 1626 and 1627.
(c) Determination of staff requirements for approval by the division. It is recommended that staffing patterns for similar projects located in other cities or nearby communities be studied. Additional assistance may be obtained directly from the division.
(d) Employment of personnel to fill staff positions approved by the division, in accordance with local civil service commission procedures.
(e) Arrangements for telephone services for project offices and for public pay stations if considered necessary.
(f) Procurement of necessary insurance coverage in accordance with provisions of Part 1630, infra.
(g) Arrangements for mimeographing or printing services for tenant selection forms, leases, internal operating forms, etc. Sample standard forms are available from the division for local reproduction.
(h) Solicitation of bids for fuel oil if needed for space heating and hot water heating services. Solicitation will be on standard fuel oil contract documents. See Part 1628, infra.
(i) Arrangements with local utility companies for needed services. Different rate classifications should be reviewed with utility representatives and the most favorable classification sought.
(j) Preparation of necessary equipment list. A list of office and shop equipment, motor vehicles, tools and supplies, etc. needed for the initial operation of the project must be submitted to the division for approval. Assistance in preparation of this initial equipment list is available from the Bureau of Management upon request.
(k) Establishment of a purchasing procedure in accordance with Part 1628 of this Subchapter.
(l) Preparation of a tenant handbook for division approval prior to printing. Copies of handbooks issued by other housing authorities should be obtained for guidance.
(m) Solicitation of contracts for concession of coin-operated laundry equipment, if deemed necessary.
(n) Coordination of trash and garbage removal with municipal department furnishing such service. If not furnished by municipality, arrangements should be made to contract for such services. Garbage cans should be furnished for centrally located garbage stations. The quantity of cans needed will vary with the frequency of collection but estimates of need can be based on one 26 gallon can per family with a collection frequency of three times per week.
(o) Preparation for outside clothes drying areas.
(p) Inspection of fire alarm system and hydrant by local fire department.
(q) Establishment of procedures covering emergency situations arising during non-working hours.
(r) Establishment of bank accounts as required by Subchapter D of this Chapter (§ 1646-6.2, subds. (c) and (d)).
(s) Establishment of a key control system. At least one extra set of keys should be maintained for each apartment. Note that last key should never be given to tenant but used as sample to cut additional keys.
(t) Preparation of work schedules for all employees.
(u) Coordination of mail deliveries and street addresses with local post office. A plan of project streets and addresses should also be given to police and fire departments, local hospitals, local medical associations, local churches, local pharmacies, and to any other group or individual that may have occasion to respond to an emergency call.
(v) Physical inspection of project by authority personnel. Responsible authority personnel should make physical inspections of the apartments, heating plant, etc. during construction to familiarize themselves with shut-off controls of utilities and heating, house sewer clean-outs, fuse boxes and similar items. Architect and contractor representatives will render valuable assistance in this matter.
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