Senior Housing Management

SOP # M106iRevision 1

Effective Date:February 10, 2001

Reviewed Date:December 11, 2003

Prepared by: MCLApproved by: CAM

Title: PROCEDURES FOR APARTMENT MAINTENANCE MANUALS

Documents needed:1. Apartment Maintenance Check ListSOP#M106

2. Apartment Painting HistorySOP#M107

3. Apartment Heat Pump Service Record SOP#M108

4. Apartment History LogSOP#M109

  1. A three-ring binder should be set-up with dividers separating sections by apartment numbers.
  1. Each apartment section should have (from bottom to top) SOP#M106, 107, 108, and 109.
  1. When an apartment is ready to rent, the maintenance person, following a walk-thru and approval by management, completes SOP#M106. Everything on the Checklist should be “E” for Excellent. (We want the new resident to move into an apartment that looks like new or as close to new as the structure will allow). Place form in Apartment Maintenance Manual under the proper apartment number.
  1. MOVE-IN: Resident is moving in. Management retrieves the completed Apartment Maintenance Checklist from maintenance. Performs a walk-thru with the resident/responsible party. If anything is noticed by the resident that needs to be repaired, the manager notes it under “comments”. The resident/responsible part signs the document, accepting the apartment. The original is placed in the resident’s financial file (with other move-in papers) and a copy is given to maintenance to place in Apartment Maintenance Manual. If anything is noted on the document, maintenance is to perform specified repairs ASAP. Next to each entry, write a completion date and have resident/responsible party initial their acceptance that the repair has been done.
  1. Any work done to an apartment is to be documented on the SOP’s provided. This includes changing light bulbs, cleaning carpets, replacing shower fixtures, etc. Any painting performed is documented on SOP#M107. It is very important that the paint code be recorded. Any work or routine maintenance performed on the apartment A/C units (if applicable) is documented on SOP#M108. If a service company is called in to work on a unit, please note it at t he bottom of the form including date, reason, company, and repairs done. All other work done in the apartment is documented on SOP#M109.
  1. ROUTINE REVIEWS: Every 90 days (for assisted living) and annually (for retirement) management will do an inspection of each unit using a new Apartment Maintenance Checklist. Any repair needs noticed will be written under “comments” with an additional notation as to whether the damage is considered "normal wear and tear” or “resident created”. If normal wear and tear, the repairs are performed at the facility expense. If the damage was caused by the resident, the resident will be charged for all repair costs including labor ($ 17.50/hr + (materials * 15%). Resident has the option to have repairs performed following move-out (especially if it is likely the damage is going to continue such as nicks in walls from wheelchairs, etc) or to have repairs scheduled and performed in a timely fashion. Management must decide based on severity whether repairs can be postponed. It is important that the apartments are maintained in a pleasant condition at all times for the pleasure and comfort of the resident but also for those who may view the apartment while visiting or touring.

The resident/responsible party is to sign the Apartment Maintenance Checklist following each review.

  1. Following each review, the original Apartment Maintenance Checklist is placed in the resident’s financial file, a copy is given to the maintenance person and a copy is faxed to the corporate office. The maintenance always keeps the most recent checklist on top (in each Apartment section) with all documents of work performed on top as it is done. This system should develop a chronological order of repairs in (roughly) 90 day increments (yearly increments for retirement units).
  1. MOVE-OUT: Upon Move-out, management performs a walk-thru with the resident/responsible party using a new Apartment Maintenance Checklist. Any damage is noted under “comments”. Additionally it is noted if damage is considered “normal wear & tear” or “resident created”. Management explains to the resident/responsible party that they are responsible for any damages listed as “resident created” and the cost of such repairs will be represented on their final statement. The resident/responsible party signs the bottom of the document. The original is placed in the resident’s financial file and a copy is given to the maintenance person to retain and to begin preparing apartment for new move-in.
  1. NOTE: Management is to, Upon move-in, following each routine review and upon move out: Fax the Apartment Maintenance Checklist to Salem office.
  1. PURGE: Keep at least one year’s worth of documentation on each apartment in the manual. Purge old documents into folders labeled “Apartment Maintenance Records” and keep separated by apartment number.

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