Seasonal Plan for Maintenance

The Bloomington Housing Authority (BHA) strives to keep both its residents/clients and its employees safe at all times. The BHA will make every effort to keep all structures at the highest standards and keep its grounds well landscaped and free from debris. Therefore the BHA will use the guidelines below for each season.

Winter

Winter can be especially treacherous therefore the BHA will use the following guidelines to ensure it responds in an appropriate and safe manner.

The maintenance crew will be required to work anytime there is a winter storm warning or advisory; this will require being available at nonscheduled times. The maintenance crew will not be expected to travel if a state of emergency has been declared in MonroeCounty or by the City of Bloomington. Should the road emergency be declared during normal working hours, BHA vehicles will not be used until the state of emergency has expired.

The property manager or their designee will make any decisions regarding the number of hours worked and/or the timing of breaks and/or lunch. In no circumstances should anyone work through lunch.

Primary Responsibility

1. The Monroe street parking lot and the sidewalks leading to Summitwill be cleared first

2. Clear and de-ice main sidewalks and entrances to the BHA office

3. Clear street entrance to family units at Walnut woods

4. Clear all ADA ramps/building entrances

5. Clear handicap parking

6. Clear Parking lots

Secondary Responsibility

  • Allow vehicle to “warm-up” before use and use de-icer on the windows
  • Avoid plowing snow toward stairs, bollards, ADA ramps, or entrances.
  • Avoid damaging grounds in any way.
  • Clear secondarywalks and entrances
  • During snow accumulations of less than 2” maintenance will clearall primary sidewalks and entrances to the BHA office and walkways for the elderly/disabled
  • When accumulations exceeding 2” exist,snow will be removed once snow has subsided
  • The maintenancecrew will be notified to initiate theirassignments by the property manager or their designee after 2”inches of snowaccumulation or when ice has developed.
  • Park vehicle in designated area when finished.
  • When finished with assignments contact property manager or their designee for re-assignment.
  • The maintenance crew willdocument all time and materials used and give to the property manager or their designee
  • The property manageror their designee will ensure maintenance havethe necessary equipment and supplies to perform their tasksefficiently.
  • Proceed with any other assignments.

Equipment Preparation

  • The first week of November all tools and equipment will be serviced and/or checked for the winter. Products for thawing of ice will be inventoried and if necessary ordered as well.
  • All safety devices will be inspectedfor proper function
  • Check all fluid levels before starting machines
  • Check tires for pressure
  • Inspect any mirrors or windshields for visibility
  • Inspect lighting

Equipment Cleanup

  • Inspect blades, shovels, brooms,and blowers for damage.
  • Thoroughly clean all equipment and return to properstorage area.
  • Follow manufacture’s guidelines for preventativemaintenance
  • Fill equipment with fuel and return keys when finished.

Operational Evaluation

  • The property manager or their designee and maintenance crew willmeet and discuss operationalsuccess and opportunities to improve performance.
  • Property manager reports results of operation to the Occupancy Director

The BHA will use BloomingtonCity code for snow and ice removal it reads as follows:

12.04.070 Snow and ice removal - Duty of abutting property owner.

It shall be the duty of every owner of any premises abutting a sidewalk in all parts of the city to remove, or cause to be removed, all snow and ice from the sidewalk to allow safe and reasonable travel on said sidewalk within twenty-four hours after snow or ice has ceased to fall or in any way accumulate. 04-35 §1, 2004).

Spring

In order to prepare for the spring season the following preparations and guidelines will be used.

Equipment Preparation

The first week in April all tools and equipment will be serviced and/or checked for and readied for use

All tools and supplies will be inventoried and orders will be placed as necessary; commonly used equipment and supplies may be:

Equipment Supplies

  • GatorMulch
  • Rakes, Shovels, HoesPlant Feed
  • RototillerWeed Killer
  • Pressure Washer, Water HosesGloves
  • Saws, TrimmersWater Bottles

All equipment will be checked for proper fluid levels and proper function. If equipment is not running properly it will be reported to the Property Manager or their designee.

Mowing and Planting

AN RFP will be sent out in late March or early April, the contract will specify:

  • Weed and feed for Spring & Fall
  • Spraying for weeds on an as needed basis (may be weekly)
  • Weed Eating
  • Blowing Clippings from Sidewalks, Parking Lots, or other Public Areas

A list of plans for spring planting will be prepared in April. The plan should include locations and pant types if possible.

Plants will be inspected daily to ensure proper watering and weeding

Bushes and Trees will inspected and trimmed as necessary

All leaves and debris will be removed around buildings

An inspection of grounds will be conducted and any area in need of grass will be sowed

An inspection will be conducted daily and all trash and debris will be removed

Weather

Spring weather can be unpredictable. To best prepare for this season the emergency action plan will be reviewed by the staff every March.

Buildings

Building exteriors will be inspected for any necessary repairs, including but not limited to:

  • Roofing
  • Guttering
  • Damaged Brick/limestone
  • Damaged siding
  • Concrete and/or Paving Damage to Parking Lots and Porches

Insects

Pest control will be contacted with any concerns of exterior insect treatments

Dumpsters

Dumpsters will be checked for proper sanitation daily. If there is a sanitation problem, the Property Manager or their designee will be notified and the disposal company will be contacted.

Yard Policy Enforcement

In March the Property Managers and their staff will review and update the yard policy as necessary.

A letter will be sent to all residents listing the most common yard violations some are listed below:

  • Trash in or on Porches or Yards
  • Too Many Pots and/or Flowers on porches or Patios
  • Items Hanging from Buildings
  • Too Many Lawn Ornaments

Summer

Summer can be especially dangerous for maintenance crews. The BHA will offer cold liquids and allow for ample breaks when working in the summer months. OSHA advises workers and employers to take preventive measures; therefore the BHA will have a mini refresher course to remind employees who are working outdoors of how to work safely outdoors.

Employee Precautions When Working in Summer Heat and Sun

  • Wear light colored loose-fittedclothing
  • Use sunscreen; one that blocks both UVA UVB rays,limit exposure to sun without sunscreen
  • Wear a hat
  • Drink plenty of liquids, at least one cup every thirty (30) minutes & avoid caffeine
  • Eat smaller but more frequent meals or snacks while working in hot environments
  • Take extra breaks when the temperature or heat index is above 90°

Landscaping

Maintenance personnel will make sure all landscaping is properly attended to, this includes but is not limited to:

  • Watering on regular schedule; this may be daily in some weeks
  • Removing weeds, trash, or other unwanted items from bedding areas
  • Plant or grass “feeding and/or seeding” when necessary
  • Trimming of bushes, plants, flowers, and trees on a regular basis

Dumpsters

Dumpsters will be checked for proper sanitation daily. If there is a sanitation problem, the Property Manager or their designee will be notified and the disposal company will be contacted.

Yard Policy Enforcement

The maintenance crew will be responsible for tagging and then reporting to the Property Manager or their designee any yard violations the most common yard violations:

  • Trash and toys in or on Porches or Yards
  • Too Many Pots and/or Flowers on porches or Patios
  • Items Hanging from Buildings
  • Too Many Lawn Ornaments
  • Open windows and/or doors while air conditioning is in operation

Autumn

Autumn can be a busy time for maintenance employees. With the advent of winter and the leaves falling special measures must be taken to control the fallen leaves, eradicate remaining weeds, and “feed” the grasses.

Landscaping and Yards

Bushes and Trees will inspected and trimmed as necessary

All leaves and debris will be removed around buildings

An inspection of grounds will be conducted and any area in need of grass will be sowed

An inspection will be conducted daily and all trash and debris will be removed

Gutters will be inspected and cleaned as necessary; because of fallen leaves this may happened multiple times to assure the proper function of the gutters

All leaves will be raked and removed from lawns, special attention will be given to areas prone to leaf retentions, such as: next to buildings, window wells, and other structures

Plantings will continued to be inspected and watered as necessary

Buildings

To prepare for the winter months building exteriors will be inspected for any necessary repairs, including but not limited to:

  • Roofing
  • Guttering
  • Damaged Brick/limestone
  • Damaged siding
  • Concrete and/or Paving Damage to Parking Lots and Porches

Equipment

All tools and supplies such as but not limited those listed below will be properly cared for and where necessary put away until further needed; those still being used will be properly serviced if necessary and inventoried again:

Equipment Supplies

  • GatorMulch
  • Rakes, Shovels, HoesPlant Feed
  • RototillerWeed Killer
  • Pressure Washer, Water HosesGloves
  • Saws, TrimmersWater Bottles

Contact Protocol

In the event the maintenance crew needs assistance the following order should be used:

Amp IAmp II

Janice Price 825-3067David Smith – 361-6510 or 330-1605

Debbie Hayes – 272-5511 or 876-8326Georgia Nichols 824-8707 or 360-8326

Sarah Boomsma – 219-7257Nikki Vaught – 360-5264 or 824-7147

Nikki Vaught 360-5264 or 824-7147Janice Price – 825-3067

David Smith – 361-6510 or 330-1605Jennifer Osterholt – 360-7445

Jennifer Osterholt – 360-7445

Created on 7/2/09 Page 1 of 7