V.A. BSC Habitability Code: Difference between revisions

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==V.A.I. HAB CODE INTRODUCTION==
==V.A.I. INTRODUCTION==
A. The purpose of this policy is to set up systems to ensure that all BSC units are habitable prior to the start of each semester,
and that they will continue to be habitable throughout the semester.


B. There are three groups that share responsibility for ensuring that this policy is implemented.
The purpose of the BSC Habitability Policy is to create systems and procedures designed to ensure that each BSC unit meets reasonable habitability standards prior to the beginning of each contract term and that all units consistently maintain such standards throughout the contract period.
:1. The BSC is responsible for educating unit management during pre-semester training and attending to problems that require large commitments of time and money (e.g., Board Approved Projects)
:2. Unit management is responsible for educating their members about achieving and maintaining BSC habitability standards. They are also responsible for coordinating the correction of all habitability problems that can be solved by use of workshifts, minor maintenance projects, and/or other means easily available to them, and to do so before they are required by the Maintenance Supervisor (MS) or his/her designee.
:3. Members Rights And Responsibilities
::a. Members are entitled to see that their unit is meeting the below guidelines to the extent that it is required to, and that problems falling under these guidelines are dealt with as they occur
::b. Members are responsible for: adequately performing all workshifts assigned to them, participating in correcting habitability problems, and not creating habitability problems.
:::i. Members should make those responsible in the house aware of problems as they occur.
:::ii. Members are also responsible for pursuing all available house means (including talking to the unit manager and going to the unit council) before requesting action from Central Level.


C. Units are generally considered to be habitable when they are reasonably clean and free from debris, and when there are no other problems which place them outside legal requirements (e.g., health codes), or prevent members from the use of commons areas or their individual rooms.
==V.A.II. RESPONSIBILITIES FOR HABITABILITY==


D. To facilitate this, there will be a Safety and Habitability inspections to ensure that habitability guidelines are met and that houses have the means for clean-ups prior to the start of each semester.
1. As a cooperative housing organization, all stakeholders of the BSC must share responsibility for ensuring that habitability guidelines are met, as follows:


==V.A.II. BSC HABITABILITY GUIDELINES==
:a. Central-level staff are responsible for developing and regularly updating habitability standards that comply with city and state ordinances related to housing, fire, and food service safety and for properly educating members and house-level managers on such standards. Additionally, staff will be responsible for ensuring that items units are unable or unwilling to correct are addressed in order to ensure the health and safety of BSC members, protect the sustainability of BSC assets, and ensure compliance with city/state ordinances and contractual agreements.
A. All BSC units shall abide by all applicable codes (local, state, BSC Safety policy, etc.) for health, fire, earthquake, physical
plant, etc. BSC habitability codes may supplement but may not contradict or limit existing laws and codes.


B. BSC habitability guidelines for cleanliness apply to public areas and grounds (including yard, dumpster, driveway,
:b. House-level managers are expected to regularly conduct self-inspections of their units to ensure that potential habitability issues are identified and promptly corrected. Additionally, house-level managers are expected to promptly respond to member concerns/complaints about habitability and inspection reports and coordinate with the house membership and central-level to ensure that all habitability issues are corrected.
porch/deck/balcony, etc.) of a unit - those areas that are accessible to the membership of a unit. If conditions in private
areas (limited access) adversely affect the habitability of public areas, the BSC habitability code may be applied to those
areas.
:1. These areas shall be clear of debris, obstructions, and excessive dirt.
:2. Bathrooms must be cleaned regularly, and must be kept in a sanitary condition (as defined by applicable codes).
:3. The BSC shall maintain a pest control service to address infestations and prevent further occurrences.
:4. It is each unit’s responsibility to maintain their trash, compost and recycling program in accordance with BSC and City of Berkeley policy.


C. BSC habitability guidelines for physical plant (structural integrity, heating, electricity, water, ventilation, etc) apply to all
:c. Members are responsible for satisfactorily completing all workshift assigned to them, monitoring for and promptly reporting habitability problems, and working with fellow house members and managers to correct items they are able to address on their own.
parts of the unit.
:1. Members have the right to: sufficient lighting to permit studying in their rooms
:2. Windows shall have glass, and be able to be opened and closed.


D. BSC habitability Guidelines for commercial kitchen areas shall follow all codes (local, city, Central Kitchen etc.)
==V.A.III. HABITABILITY EDUCATION==
:1. Units shall have available for use sufficient crockery (plates, bowls, glasses etc.) and cutlery to provide service for 100% of membership.
:2. Members doing workshift (including cooking) in commercial kitchens shall abide by State personal hygiene codes. This code must be visibly posted in the kitchen area.
:3. Pertinent health codes (as determined by Central Kitchen) and city kitchen inspections shall be posted in public areas.
:4. The bathroom closest to the kitchen area will be subject to City Health Inspections.


E. House Level Habitability Policy
1. All BSC members shall be educated on habitability standards and policies/procedures in conjunction with central and house-level New Member Orientations and at the beginning of each term, prior to the commencement of inspections.
:1. A house may supplement the BSC Habitability Code under the following conditions inclusively:
::a. It follows all relevant local, city, etc. codes;
::b. It is made known to the Capital Affairs Committee;
::c. An absolute majority of the residents approve the policy;
::d. The House Level Policy, at a minimum, conforms to this Code.


==V.A.III. PRIORITIZATION OF HABITABILITY CORRECTIONS OF HAB CODE==
2. All major house-level managers shall be educated on habitability standards and policies/procedures during manager training and will receive on-going education as needed throughout each term.
A. The following are expected to be in good repair when a member moves in. If broken during the course of the semester, they must be repaired or a House Level Manager must give written notice to Central Maintenance, who must make every reasonable effort to repair within one (1) working day.
:1. Locks: There must be at least a deadbolt on every door to a member’s room.
:2. Windows: Broken glass must be covered within 24 hours after the break is reported.
:3. Security Risks: Security problems involving commons area doors and windows
:4. Items in Halls, stairwells or on Fire Escapes: Items in halls or on fire escapes must be removed if they create a fire hazard or block passage.
:5. Electrical Problems; no power to the building or a large part of the building.
:6. Empty or Missing Fire Extinguishers: Must be replaced.


B. The following are of lesser priority than those listed above. Upon complaint, the house must take action
==V.A.IV HABITABILITY INSPECTIONS==
or call Central Maintenance within three (3) working days.
:1. Leaks: Must be repaired or water diverted from entering unit premises.
:2. Potential Electrical Problems: Some examples are unsafe wiring or partial loss of electricity to a room.
:3. Structural Problems that present a clear and present danger of an immediate hazard.
:4. Repair of Window: Broken glass must be fixed within three (3) calendar days.
:5. Plumbing: Toilets drain clogs, leaking traps, and such.
:6. Heaters: Individual solutions will be arranged with the MC or a designee of the MC.


C. The following items form the lowest priority group and should be repaired as noted.
1. Each term (Fall, Spring, and Summer) the Operations Assistant shall carry out up to three rounds of habitability inspections at all BSC units.  These inspections shall include all common areas and the surrounding grounds of each unit. Each unit’s assigned Senior Maintenance Crew member shall accompany the Operations Assistant on an inspection at least once per semester to advise on maintenance-related issues.
:1. Items in Halls: Items in halls that do not create a fire hazard (in the opinion of the MC or a designee of the MC) must be removed within one week of a complaint.
:2. Holes in Walls: Holes, larger than four inches in diameter, in walls should be repaired within the semester. Priority should be given to member’s rooms.
:3. Windows: Windows stuck shut should be repaired within the semester.
:4. Cracked Glass: Cracked glass is considered tolerable unless there is a problem with leaks in which case the problem should be treated like a leak.
:5. Plumbing: dripping faucets, and such.


D. The following should be referred to Central Level.
2. Habitability inspections shall be conducted on a randomized basis, without prior warning given to unit residents, in order to ensure that units are continuously habitable throughout the contract term. However, formal inspections shall not be conducted during the first two weeks of the contract period or during the finals week of UC Berkeley for the fall and spring semesters. Additional inspections may also be conducted in response to complaints received from members, neighbors, outside entities, etc., at any time.  
:1. Bugs and Vermin: Central Kitchen should be notified immediately if there is a problem. They will begin to work on a solution, immediately.
:2. Kitchen Cleanliness: Central Kitchen or a designee of Central Kitchen will inspect kitchens, based on their inspection schedules, and work with the houses to ensure that houses meet city health codes.
:3. Trash/recycling Areas: Houses are expected to keep their trash areas reasonably clean; they must not be a health or safety problem. Central Kitchen should be notified immediately if there is a problem.
:4. Food and Snack Areas: The Food Service Coordinator or designee will work with the houses to keep these areas clean.


==V.A.IV METHODS OF CORRECTION AS PER HAB CODE==
3. Habitability inspections shall be carried out in accordance with guidelines established by the Operations Assistant and Operations Manager at the beginning of each contract period.  These guidelines shall be shared with all house-level managers and house members at the beginning of each term to ensure that all members are aware of the current standards, common habitability issues, examples of grades associated with various conditions, and violations that will lead to automatic failure during inspections.
A. If there are cleanliness habitability problems as defined in II (Habitability Guidelines) above, the unit is expected to rectify
the problem by allocating workshifts, supplies, and/or other available means.
:1. CM will provide self-inspections instructions at least fourteen days before the beginning of the contract, which will be posted throughout the house.
::a. Houses shall conduct self-inspections using the forms supplied by CM to determine the safety and habitability problems that need to be corrected by the first day of the contract.
::b. If these problems affect the health or safety of house members or the protection of BSC property, or if they constitute a violation of the BSC contract, they must be rectified by the house . If corrections are not made, then section III.D. goes into effect. All expenses of non-capital items, including Central Level labor costs, shall be assumed by the unit. The unit shall have the right of appeal to the Capital Affairs Committee.
:2. Correction of habitability problems in private space as defined by II.B. is the responsibility of that member or members. Unit management may direct members to correct violations within 48 hours. At the end of this period, if the violations have not been corrected, unit resources may be used to correct the violations. All charges will be applied to the member(s) accounts.


B. If there are habitability problems with the physical plant including, but not limited to, those defined in sections II.A.
==V.A.V.INSPECTION RESULTS AND FOLLOW-UP==
through II.D. of the BSC Habitability Guidelines affecting the safety or comfort of member(s), it is the responsibility of
the unit to insure a repair or improvement plan is effected within one week, in collaboration with Central Maintenance, if
applicable.
:1. If a Board Approved Project is required to correct a habitability problem with the physical plant, then it shall be performed with all expenses being borne by the BSC if funds exist to perform such work. If funds do not exist, it shall be brought to the attention of the Capital Affairs Committee and considered as a BAPS proposal for the following year.
::a. CACom may direct a unit to correct a physical plant problem immediately using their own funds if the problem has been caused by neglect, vandalism, or malicious damage by house members or their guests.
:2. If a house has not rectified the problem within one month or the schedule specified by the repair plan, whichever is longer, then steps shall be taken to rectify the problem as defined in sections C and D below. All repairs and expenses, including Central Level labor costs shall be borne by the unit. The unit shall have the right of appeal to the CACom.


C. The CK Sub-4-Pay and CM On Call Maintenance crew shall be hired in accordance with the personal code as temporary
1. Following each inspection the Operations Assistant will issue a report within 3 business days of the inspection providing a habitability grade for each unit, outlining the corrections that must be made, and a providing a required timeline for completing those corrections. This report will be sent to all members of the unit and posted in common space.  The report will also specify a date for re-inspection, if applicable.
workers. Central Kitchen and Central Maintenance shall keep a list of temporary workers. These crews will assist at units
where the membership is unable or unwilling to affect the repairs.


D. If the temporary workers are unable to resolve the problems, Central Level may, at its discretion, hire outside contractors
2. All members of any unit receiving a failing grade on habitability inspections shall be fined the monetary equivalent of two workshift hours.  Members with financial need may attempt to make up this fine by completing paid workshift (following the regular paid workshift procedure). Workshift Managers shall be responsible for finding paid workshift opportunities for members with disabilities who wish to make up this fine, upon request.
to correct the problems. All charges for these services will be divided among unit membership and applied to their
accounts


E. Central Maintenance can purchase needed supplies if the house refuses and charge the house.
3. Units shall be responsible for ensuring that required items are corrected within the timeframe provided in the habitability inspection report.  Re-inspections shall be conducted to ensure that such items have been corrected.


==V.A.V ENFORCEMENT OF HAB CODE==
4. Should a unit fail to correct the required items, the BSC shall hire on-call BSC workers and/or professional crews to correct the issues at the expense of the house. Such expenses shall come from the unit’s Habitability Account
A. In order to ensure that the requirements of this policy are being met, Safety and Habitability inspections shall be made of
each BSC unit at least three times per semester in fall and spring contract and twice during summer contract, at regular
intervals. The established schedule of inspections shall be as follows: one inspection during the first week of UC classes,
one inspection within thirty days of the first inspection; and one inspection within thirty days of the end of the contract to
warn houses of potential problems that must be corrected before the beginning of the next semester.
:1. An inspection may be requested by a member of a unit at any time. The BoD may also request an inspection at any time. If a member begins the process of canceling his/her contracts based on areas cited in this policy, then the Housing Department shall notify Central Maintenance, and an inspection shall occur. These inspections shall be carried out within 48 hours. If an inspection cannot occur within 48 hours, the Maintenance Supervisor shall give a written explanation to the BoD.
:3. Reports shall be kept from all inspections. They will list any habitability problems, and the overall condition of the unit.
::a. Copies shall be sent to:
:::i. All House Level Managers.
:::ii. The unit, for public posting therein.
::b. Copies shall be made available to:
:::i. The Executive Director, Operations Manager, Warehouse Supervisor and Maintenance Supervisor.
:::ii. The BSC President and Safety & Maintenance Committee Chair.
:::iii. The Board of Directors.
:4. Specific issues that shall be brought to the attention of the Executive Director and Operations Manager by the Warehouse Supervisor and Maintenance Supervisor include a single, extremely severe habitability issue that requires immediate attention, or a recurring pattern of minor infractions that may indicate a ongoing problem within the unit.


B. If a member complains directly to Central Level about a habitability problem the unit management must be notified
==V.A.VI. HABITABILITY INCENTIVE PROGRAM==
immediately. Corrections shall be effected as in Section III and Section IV above.
 
1. Each Fall and Spring semester the Operations Assistant shall select four units to receive the following habitability awards (based on inspection report grades/results).  One of each type of award shall be given to a small house (with less than 45 members) and one of each type given to larger houses (with 45 or more members).
 
:a. Most Improved
:b. Best Overall
2. Each unit receiving a habitability award shall receive the monetary equivalent of two workshift hours, per member, deposited into their House Account, to use at the discretion of house council.
 
==V.A.VII. INTERIM HABITABILITY PROJECTS AND CORRECTIONS==
 
1. The BSC shall perform habitability-related projects and corrections in between contract periods in order to ensure that each unit is restored to a baseline level of habitability at the beginning of each term in order to set high standards for incoming residents, prevent new residents from inheriting previous term’s habitability deficiencies, and to prevent the gradual degradation of the units.
 
2. Based on the conditions observed during habitability inspections, the Operations Assistant shall develop recommendations for habitability-related projects that may be completed in between contract periods.  Examples of such projects include, but shall not be limited to deep cleanings, capital improvement projects, landscaping projects, etc. that are not feasible or practical for units to complete themselves.
 
3. House-level managers, in conjunction with their unit councils, may also submit recommendations for projects prior to each interim contract period.
 
4. The Operations Manager shall review all recommendations and requests and approve a list of projects to be completed during each interim period and work with central-level staff and house-level managers to complete said projects.
 
5. Funding for interim projects shall come from units Habitability Accounts, with any excess coming from House Accounts, or other house-level accounts as appropriate, (e.g. Decentralized Maintenance, HAPs, Furniture, etc.).
 
[''Approved by the Board 12-12-13'']

Revision as of 21:34, 21 January 2014

V.A.I. INTRODUCTION

The purpose of the BSC Habitability Policy is to create systems and procedures designed to ensure that each BSC unit meets reasonable habitability standards prior to the beginning of each contract term and that all units consistently maintain such standards throughout the contract period.

V.A.II. RESPONSIBILITIES FOR HABITABILITY

1. As a cooperative housing organization, all stakeholders of the BSC must share responsibility for ensuring that habitability guidelines are met, as follows:

a. Central-level staff are responsible for developing and regularly updating habitability standards that comply with city and state ordinances related to housing, fire, and food service safety and for properly educating members and house-level managers on such standards. Additionally, staff will be responsible for ensuring that items units are unable or unwilling to correct are addressed in order to ensure the health and safety of BSC members, protect the sustainability of BSC assets, and ensure compliance with city/state ordinances and contractual agreements.
b. House-level managers are expected to regularly conduct self-inspections of their units to ensure that potential habitability issues are identified and promptly corrected. Additionally, house-level managers are expected to promptly respond to member concerns/complaints about habitability and inspection reports and coordinate with the house membership and central-level to ensure that all habitability issues are corrected.
c. Members are responsible for satisfactorily completing all workshift assigned to them, monitoring for and promptly reporting habitability problems, and working with fellow house members and managers to correct items they are able to address on their own.

V.A.III. HABITABILITY EDUCATION

1. All BSC members shall be educated on habitability standards and policies/procedures in conjunction with central and house-level New Member Orientations and at the beginning of each term, prior to the commencement of inspections.

2. All major house-level managers shall be educated on habitability standards and policies/procedures during manager training and will receive on-going education as needed throughout each term.

V.A.IV HABITABILITY INSPECTIONS

1. Each term (Fall, Spring, and Summer) the Operations Assistant shall carry out up to three rounds of habitability inspections at all BSC units. These inspections shall include all common areas and the surrounding grounds of each unit. Each unit’s assigned Senior Maintenance Crew member shall accompany the Operations Assistant on an inspection at least once per semester to advise on maintenance-related issues.

2. Habitability inspections shall be conducted on a randomized basis, without prior warning given to unit residents, in order to ensure that units are continuously habitable throughout the contract term. However, formal inspections shall not be conducted during the first two weeks of the contract period or during the finals week of UC Berkeley for the fall and spring semesters. Additional inspections may also be conducted in response to complaints received from members, neighbors, outside entities, etc., at any time.

3. Habitability inspections shall be carried out in accordance with guidelines established by the Operations Assistant and Operations Manager at the beginning of each contract period. These guidelines shall be shared with all house-level managers and house members at the beginning of each term to ensure that all members are aware of the current standards, common habitability issues, examples of grades associated with various conditions, and violations that will lead to automatic failure during inspections.

V.A.V.INSPECTION RESULTS AND FOLLOW-UP

1. Following each inspection the Operations Assistant will issue a report within 3 business days of the inspection providing a habitability grade for each unit, outlining the corrections that must be made, and a providing a required timeline for completing those corrections. This report will be sent to all members of the unit and posted in common space. The report will also specify a date for re-inspection, if applicable.

2. All members of any unit receiving a failing grade on habitability inspections shall be fined the monetary equivalent of two workshift hours. Members with financial need may attempt to make up this fine by completing paid workshift (following the regular paid workshift procedure). Workshift Managers shall be responsible for finding paid workshift opportunities for members with disabilities who wish to make up this fine, upon request.

3. Units shall be responsible for ensuring that required items are corrected within the timeframe provided in the habitability inspection report. Re-inspections shall be conducted to ensure that such items have been corrected.

4. Should a unit fail to correct the required items, the BSC shall hire on-call BSC workers and/or professional crews to correct the issues at the expense of the house. Such expenses shall come from the unit’s Habitability Account

V.A.VI. HABITABILITY INCENTIVE PROGRAM

1. Each Fall and Spring semester the Operations Assistant shall select four units to receive the following habitability awards (based on inspection report grades/results). One of each type of award shall be given to a small house (with less than 45 members) and one of each type given to larger houses (with 45 or more members).

a. Most Improved
b. Best Overall

2. Each unit receiving a habitability award shall receive the monetary equivalent of two workshift hours, per member, deposited into their House Account, to use at the discretion of house council.

V.A.VII. INTERIM HABITABILITY PROJECTS AND CORRECTIONS

1. The BSC shall perform habitability-related projects and corrections in between contract periods in order to ensure that each unit is restored to a baseline level of habitability at the beginning of each term in order to set high standards for incoming residents, prevent new residents from inheriting previous term’s habitability deficiencies, and to prevent the gradual degradation of the units.

2. Based on the conditions observed during habitability inspections, the Operations Assistant shall develop recommendations for habitability-related projects that may be completed in between contract periods. Examples of such projects include, but shall not be limited to deep cleanings, capital improvement projects, landscaping projects, etc. that are not feasible or practical for units to complete themselves.

3. House-level managers, in conjunction with their unit councils, may also submit recommendations for projects prior to each interim contract period.

4. The Operations Manager shall review all recommendations and requests and approve a list of projects to be completed during each interim period and work with central-level staff and house-level managers to complete said projects.

5. Funding for interim projects shall come from units Habitability Accounts, with any excess coming from House Accounts, or other house-level accounts as appropriate, (e.g. Decentralized Maintenance, HAPs, Furniture, etc.).

[Approved by the Board 12-12-13]

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