San Francisco Housing Authority (SFHA) Work Order, Inspection and Fire Safety Analysis – December 2014 Presented to Resident Services, Operations and Personnel (RSOP) Committee January 13 th, 2015

Major Work Order Activities 3 Work Order Summary 4 Addressing the Backlog 5 Work Order Progress 6 January 2014 – December 2014: Work Orders Created, Closed & Open 7 December 2014: Open Work Order Analysis by AMP 8-9 Fire Safety and Inspections Reporting Appendix – Open Work Order Analysis by Trade Table of Contents 2

3 Major Work Order Activities Declaration of Emergency SFHA declared a state of emergency on July 1 st, 2013, allowing the Authority to hire two contractors to provide supplemental maintenance services to 23 Asset Management Projects (AMPs) with 3,800 work orders outstanding Site-Based Maintenance Implementation As part of its conversion to Asset Management and compliance with the HUD Stop Loss Action Plan, in November 2013, SFHA implemented site-based maintenance and through staff training and hiring now has 39 maintenance mechanics assigned to the Authority’s AMPs

4 Work Order Summary Work Orders – As of 12/31/2014 Percent of the original 3,800 open work orders have been closed 100% Open work orders as of 12/31/2014 1,372 Work orders that have been open for less than 30 days 1,372 Work orders that have been open for 30 days or greater 0

5 Addressing the Backlog* Next Steps and Progress to Date SFHA has implemented a FIFO methodology, keeping work orders open for no later than 60 days between November and December While addressing the backlog, SFHA is still able to respond to created work orders, demonstrated capacity to consistently close work orders in excess of those created For month end November 2014 vs. December 2014, SFHA reduced work orders open over 30 days from 94 to 0 * “Backlog” refers to work orders that have been open for 30 or more days.

6 Work Order Progress Progress to Date – As of 12/31/2014 SFHA has increased capacity and demonstrated the ability to consistently close nearly 3,600 work orders per month (average of 3,590 per month over last 12 months) compared with 2,033 from 10/01/2012 – 6/30/2013, a 77% increase SFHA has closed work orders at a rate of 102.9% when compared to the number of work orders created; the same rate for 10/01/2012 – 6/30/2013 was 87.9% 12 Month Summary: 1/1/2014 – 12/31/2014 Work Orders Created During 12 Month Period Work Orders Closed During 12 Month Period 41,88543,077 October 2012 – June 2013 Work Order Monthly Averages Average Work Orders Created Average Work Orders Closed 2,3132,033 Average Closed/Created Percent: 87.9% January 2014 – December 2014 Work Order Monthly Averages Average Work Orders Created Average Work Orders Closed 3,4903,590 Average Closed/Created Percent: 102.9% Before Site-Based MaintenanceMost Recent 12 Month Period

7 December 2014: Open Work Order Analysis by AMP The highest concentration of open work orders are at AMP Sunnydale

8 December 2014: Open Work Order Analysis by AMP On average, open work orders at AMP 974 have been open for nearly 18 days, which is above the overall average of 12.2 days

9 Fire Prevention and Safety Reporting Next Steps and Progress to Date Fire Safety and Prevention  SFHA has completed fire safety inspections at 2,382 apartments, with 4,900 smoke detectors and combination smoke/carbon monoxide detectors installed or replaced.  SFHA intends to complete inspections at all family units (3,240) by the end of January SFHA’s goal is to complete 858 inspections over the next month.  SFHA has increased the number of electricians installing smoke and carbon monoxide detectors from four to six to expedite completion. Smoke Detector Notices  As work is completed, Smoke Detector Notices are provided to each household reminding them of their lease obligations regarding smoke detectors.  Smoke Detector Notices are sent out in English, Chinese, Spanish, Vietnamese and Russian to all residents annually to remind them of their lease obligations regarding smoke detectors.  Lease states that residents must not damage, remove, or tamper with the operation of smoke detectors installed; this lease violation puts residents at risk in the event of a fire. Residents are asked to acknowledge that they understand these requirements at the time of annual recertification.

10 Inspections Performed – as of December 2014 * The number of letters that were mailed to tenants based upon data in the Gilson system *

11 December 2014: Uniform Physical Condition Standards Inspections for Occupied Units Uniform Physical Condition Standards (UPCS) Inspections  SFHA property managers perform UPCS inspections of all apartments in conjunction with the annual recertification process for residents, including verification of hard-wired, battery back-up smoke detectors are working properly.

12 December 2014 vs. November 2014: Uniform Physical Condition Standards Inspections per AMP 255 UPCS inspections were completed across 30 AMPs at SFHA during December 2014

13 Appendix

14 December 2014: Trade Work Order Analysis Electrical and plumbing open work orders account for the 51.7% of all open work orders for the month of December

15 Trade Work Order Analysis - Backlog There were 0 backlogged work orders for the month of December 2014