Title 9 Part 1626

Authorities are required to manage buildings on site and offsite property from time of acquisition until the time such buildings are demolished. The first step in such management is to make a survey of the tenants, both residential and commercial, in possession, as well as a physical inspection of buildings and equipment.

No lease agreement will normally be entered into, with tenancy being on a month-to-month basis. Under special circumstances, however, an authority may enter into a lease agreement with commercial tenants. Approval by the division is required. The term of such lease must not extend beyond anticipated demolition date, with the right of the authority to cancel on 30-day notice.

The insurance carrier is to be notified prior to the acquisition of any building so that coverage, as required by Part 1630 of this Subchapter, may be obtained. The Bureau of Management is to be notified immediately of any accident or fire. Fatal or serious personal injuries or extensive property damage will be reported by telephone or telegram. See also Part 1631 for requirements on preparation and submission of reports.

A report listing each site or offsite tenant, both residential and commercial, still in possession and stating the progress being made in relocating each such tenant shall be prepared on a quarterly basis until all buildings are vacated. This report shall be forwarded to the Bureau of Management on the last day of January, April, July and October.

Demolition of buildings and disposition of offsite property should be accomplished as soon as possible so that the authority is relieved of this extra responsibility and that any expenses in connection with the offsite property, including real estate taxes, can be eliminated. Reduction in real estate taxes, if applicable, should be obtained when a building has been demolished.

The authority should make every effort to relocate site and offsite tenants as quickly as possible so that buildings may be vacated and demolished. Section 153 of the Public Housing Law outlines steps an authority may take to assist low income families being displaced by the project development.

In connection with any project, the authority shall prepare lists of suitable apartments available from private sources and maintain contact with local real estate brokers so that site and offsite tenants not interested in public housing can be referred to such available housing. Publicity in local newspapers requesting suitable apartments for families to be relocated and classified advertisements offering apartments for rent should be utilized in preparing such lists.

An authority may assign site and offsite tenants to available apartments in other projects it may be operating provided the probable annual family income of such tenants does not exceed the income limits for continued occupancy. Such tenants may be transferred to the new project when it is ready for occupancy, if the tenants so desire.

An authority may pay removal costs, i.e., moving expenses and one month's rent, of low income families from area or buildings to be cleared to suitable locations, in such amounts as may be approved by the commissioner, but in no event more than $200 per family. Commercial tenants may also be allowed such costs if approved by the commissioner, up to a maximum of $500. Such payments will be made by check payable to the tenant only. Any arrears owed to the authority by the tenant will be deducted prior to issuing the check.

The authority's counsel shall undertake such legal steps as are deemed necessary to effect the vacating of site and offsite property by the scheduled demolition date. Legal action should be started where there is the slightest doubt that the tenant will be able to relocate by the scheduled date. However, actual eviction should be effected only as a last resort, usually in the case of obdurate and non-cooperative tenants.

Close coordination should be maintained with the construction advisor so that as much advance information as possible is obtained concerning the anticipated date of initial occupancy. Certain items must be completed by the authority before initial occupancy can take place. Following is a check list of the most urgent of these items; it is to serve as a guide and should not be considered as all inclusive. The Division of Housing will extend every possible assistance when called upon but the basic responsibility for the accomplishment of these items rests with the local authority and its employees.

Different rate classifications should be reviewed with utility representatives and the most favorable classification sought.

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.

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.

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.

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.