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 1626-3 - Preparation For Initial Occupancy › Section 1626-3.2 - Check list

Current through Register Vol. 46, No. 28, July 10, 2024
(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 hydrants 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.