ASSET MANAGEMENT FOR
SUPPORTIVE HOUSING
PROPERTY MANAGEMENT
PROJECT SAFETY PLAN
Asset Management for Supportive Housing Series
© 2005 Family Housing Fund
RESOURCES AVAILABLE IN THE ASSET MANAGEMENT FOR SUPPORTIVE HOUSING SERIES
Asset Management for Supportive Housing – Performance Standards
Asset Management for Supportive Housing – Field Guide to Performance Standards
For Non Profit Boards:
The Board’s Guide to Asset Management
Supportive Housing Guide to Organizational Management Performance Standards
Conflict of Interest – Statement/Policy and Practice
Accounting Policy Manual
Board Member Exit Interview
Board Guide to Bylaws
Performance Assessment – Fiduciary Responsibilities
Guide to Risk Management
For Property Management Staff:
OccuSlide™
Compliance House™
Income and Rent Guide
Property Manager’s Energy Guide
Warranty and Product Book
Resident Handbook
Blended Management – The Double Bottom Line
Project Safety Plan
Asset Management Operations Manual
The Property Management Plan – A Sample Template
The Property Maintenance Plan – A Sample Template
The Property Book – A Reference Guide to the Project
Non Toxic Property Maintenance – IPM Approach to Pest Control and Lawn Maintenance
For Support Services Staff and Tenants:
A Guide to Safety Planning
A Guide to Personal Budgeting
A Guide to Finding Permanent Housing
Renters Inventory/Renters Insurance
A Guide to Choosing Child Care
Parents Guide to Nurturing Your Child’s Development
A Guide to Personal & Family Health
A Guide to Finding a Job
The Goal Book: Paths to a Better Future Series
Career and Finance Goals
Personal and Health Goals
Parent/Child Goals
Housing, Legal, and Entitlement Goals
Successful Tenancy – Tenant Training Series (VHS and DVD)
Child Development and Mental Health – Workshop Series (DVD)
Planning for Evaluation during Program Development
For more information, contact:
Hart-Shegos & Associates
www.hart-shegos.com
(651) 224-5540
© 2005 FAMILY HOUSING FUND ▪ FIRST EDITION
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Created by Hart-Shegos & Associates
Design work by Mod & Company
Copyright © 2005 by Family Housing Fund
Author:
Editors:
Beth Haukebo
Karen McKiel
Contributors:
Anne Ray, Bob Stone, Ellen Hart-Shegos
The Family Housing Fund wishes to acknowledge The Bush Foundation and The McKnight
Foundation for supporting the production of the Asset Management for Supportive Housing
Series.
We extend our appreciation to Model Cities, Inc., RS Eden, and the Indigenous Peoples Task
Force for their participation in the Supportive Housing Asset Management Demonstration
Project. We would also like to acknowledge the contributions of the Supportive Housing
Provider Group, the Twin Cities Local Initiatives Support Corporation (LISC), the Twin Cities
office of the National Equity Fund (NEF), and the Consortium for Housing and Asset
Management (CHAM).
The Asset Management for Supportive Housing Series provides tools for sponsors, owners,
and managers of Supportive Housing. However, we strongly recommend that users obtain
further specific advice from competent professionals with appropriate expertise before acting
on matters discussed in this series.
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TABLE OF CONTENTS
INTRODUCTION ............................................................................................................................ 5
RESIDENT SAFETY ...................................................................................................................... 7
RESIDENT HANDBOOK ................................................................................................................... 7
RESIDENT TRAINING ...................................................................................................................... 8
EMERGENCY PHONE NUMBERS ...................................................................................................... 9
BUILDING AND GROUNDS ....................................................................................................... 10
SNOW AND ICE REMOVAL ............................................................................................................ 10
CARBON MONOXIDE ALARMS ..................................................................................................... 11
SMOKE ALARMS AND SPRINKLER SYSTEMS ................................................................................. 12
RESIDENTS AND VISITORS ............................................................................................................ 13
FRONT DESK ................................................................................................................................ 14
ACCESS DOOR.............................................................................................................................. 15
VIDEO .......................................................................................................................................... 16
ELEVATOR ................................................................................................................................... 17
KEY CONTROL ............................................................................................................................. 18
FURNACES.................................................................................................................................... 19
REGULAR INSPECTIONS ................................................................................................................ 20
LIGHTING ..................................................................................................................................... 21
LANDSCAPING .............................................................................................................................. 22
FENCING ...................................................................................................................................... 23
PROPERTY RECORDS .................................................................................................................... 24
FIRE SAFETY ................................................................................................................................ 25
SEVERE WEATHER AND NATURAL DISASTERS ................................................................. 27
THUNDERSTORMS AND TORNADOES ............................................................................................ 28
EARTHQUAKES ............................................................................................................................. 30
HURRICANES ................................................................................................................................ 32
FIRST AID...................................................................................................................................... 35
WEAPONS, ASSAULTS, AND OTHER INCIDENTS INVOLVING POLICE ......................... 36
OFFICE SECURITY ...................................................................................................................... 37
EMPLOYEE SAFETY ................................................................................................................... 38
CLEANING AGENTS AND OTHER CHEMICALS ............................................................................... 39
LIFTING ........................................................................................................................................ 40
SLIPS, TRIPS, AND FALLS ............................................................................................................. 41
EXPOSURE TO PATHOGENS........................................................................................................... 42
EMPLOYEE INJURIES .................................................................................................................... 43
LOG BOOK ................................................................................................................................... 44
ADDITIONAL SAFETY PLAN SECTIONS ................................................................................ 45
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This guide provides a template for writing a safety plan for a supportive housing project. A project
safety plan helps prevent injuries and property loss. It also guides staff in case of emergency, such
as fire or severe weather. We recommend that you review and revise your safety plan on an annual
basis.
A good project safety plan includes four main elements:
1. Management taking the lead in setting policy, assigning responsibility, and involving
employees.
2. Frequent analysis of hazards in the project and its physical site.
3. Methods to prevent or control hazards.
4. Training in understanding and addressing hazards for managers, supervisors, and
employees.
This guide is intended to help you write a safety plan, but also to help you think about safety
features that your project may wish to add. Does your project have enough smoke alarms? Well-lit
grounds? A procedure in case of severe weather? We have suggested the safety elements that we
feel are most important, and we encourage you to think about these and other ways to protect the
health and safety of your residents and staff.
On the following pages you will find our suggestions for safety plan topics and sample language
for each. For each topic, you can use or change our language, write your own, or delete the topic as
not applicable to your project. For example, your project might have a different physical layout or
staff positions than our sample project. Use the sample to help you research your safety options
and find the best fit for your project.
Space is available at the end of the guide to fill in any additional safety topics that you want your
plan to address.
INTRODUCTION
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This plan describes the safety features of Project Name and how residents and staff can work together to
everyone’s safety. The safety of our residents, staff, and visitors is our number one priority.
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RESIDENT HANDBOOK
All residents will receive a Resident Handbook when they move in. The handbook includes information on
these safety topics:
1. Fire Safety
2. Electricity Safety
3. Tornadoes and Severe Weather
4. Gas Safety
5. Water Safety
6. General Safety
7. Crime Prevention
8. Protecting Your Personal Property – Renters’ Insurance
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RESIDENT TRAINING
Each new family will receive training on safety at an orientation, which is held within a week of move-in.
A project-wide tenant safety training will be held annually. The training will cover crime prevention, fire
safety, and severe weather safety. Management also will hold special training sessions from time to time as
special needs arise.
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EMERGENCY PHONE NUMBERS
Police, Fire, Ambulance Emergency:
911
United Way First Call for Help:
211
Police (non-emergency)
Fire (non-emergency)
Poison Control
Domestic Violence Helpline
Maintenance on-call number
Management on-call number
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SNOW AND ICE REMOVAL
Ice and snow can be a safety problem. Maintenance staff will make every attempt to remove ice and snow
from sidewalks and walkways as soon as it falls, and always within 24 hours after the snowfall has ended
per city ordinance. If the ice forms so that it cannot be removed, the project staff will keep the sidewalks
sprinkled with a material such as sand, sawdust, or ashes to reduce the risk to pedestrians of slipping and
falling on the sidewalk.
The project has a contract with a snow removal company to remove the snow in the parking lot:
Name of Company Phone Number. The contractor will try to remove the snow within 12 hours after the
end of the snowfall.
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CARBON MONOXIDE ALARMS
Carbon monoxide (CO) is a colorless, odorless, and potentially deadly gas. Any appliance that uses gas,
wood, or any other fuel produces some amount of carbon monoxide during combustion. Normally,
appliances that generate a lot of carbon monoxide are vented. However, if there is a malfunction, it’s
possible that gas could creep into a home undetected.
It is recommended that each unit have at least one UL (Underwriters Laboratories) listed carbon monoxide
alarm with an audible warning signal near the sleeping areas and outside individual bedrooms. Carbon
monoxide alarms measure levels of CO over time and are designed to sound an alarm before an average,
healthy adult would experience symptoms.
The project is equipped with Air-Guard Carbon Monoxide Alarms. The green LED indicator means that
the alarm is on. If the red LED indicator lights up and the horn beeps, there is a potentially lethal CO level.
Evacuate residents from the building immediately and call the fire department.
If the amber LED indicator lights up and the horn beeps every 30 seconds, the owner/property manager
should check the unit to determine if service is required.
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SMOKE ALARMS AND SPRINKLER SYSTEMS
According to the fire marshal, a smoke alarm is the single most important means of preventing house and
apartment fire fatalities by providing an early warning signal so that family members can escape.
A smoke alarm is a device that senses the presence of visible or invisible particles produced by combustion
and then sounds an alarm. There are two main types of household smoke alarms: ionization and
photoelectric. Both types are fine as long as they are UL listed.
Each unit in this project has an ionization smoke alarm. All smoke detectors are hard-wired with battery
backups. If the detector beeps every few seconds, the battery needs replacement. Residents are asked to
notify management if this happens. Management will change batteries in every smoke alarm at least once a
year.
All corridors and units are equipped with sprinkler systems.
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RESIDENTS AND VISITORS
The most sophisticated security system will not work unless residents take responsibility for their own
collective safety. Management staff will constantly work with residents to ensure that they only bring
visitors into the buildings who will respect the rules and not prey upon other residents.
All residents are required to sign leases indicating that they are responsible for their guests’ behavior while
on-site. If these guests or any other non-tenants cause disturbances while they are on the property,
management staff will ask them to leave.
If a problem non-tenant does not leave as directed, call the police. The police can then remove the person
for trespassing and inform the trespasser that he/she may not return to the premises. If the person returns,
call the police again to arrest the trespasser. Any resident whose guest creates a disturbance or threat and
who refuses to leave when requested by management should be given a written Notice of Lease or Rules
Violation.
Residents must not allow any unauthorized persons through the access gate or front door. The property
manager will speak to any resident who helps unauthorized persons enter the property to emphasize the
importance of this responsibility
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FRONT DESK
There is a front desk person during office hours Monday through Friday. Front desk staff will monitor the
gate and front door to the building. Before allowing access to the grounds, the front desk will require
notification of the tenant’s name or, in the case of guests, of whom the guest is on the property to visit.
Tenants will be encouraged to meet their guests at the gate to allow them entry to the property. There will
be no check in or out and no recording of who has entered the property.
The front desk will receive a ‘no visit’ list and will assist in reporting attempted entry by those on that list.
Persons listed on the ‘no visit’ list will not be allowed access to the project by the front desk. If persons on
the ‘no visit’ list do attempt entry, the security company or property management will be notified.
However, the front desk will not be responsible if persons on the ‘no visit’ list do enter the property.
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ACCESS DOOR
The project has an entry control system with a speaker, door release button, CALL button, OFF button, and
TALK button. The person at the door should press the CALL button. To talk, press the TALK button. To
listen, release the button.
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VIDEO
The project is equipped with video surveillance equipment. The cameras survey specific areas where crime
and theft are most likely. The video is monitored at the front desk and saved for at least a week.
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ELEVATOR
The project has a monthly maintenance inspection service for the elevator system. The elevator has a phone
with instructions in case it gets stuck. Passengers who are stuck on the elevator are asked to call the office
or the 24-hour elevator maintenance number.
Elevator company number during business hours
Elevator emergency number
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KEY CONTROL
The project has a key control system. Only the List Staff Positions have master keys. Locks are changed
during turnovers. All keys are stamped “Do not duplicate.” A copy of each unit key is kept in the key
cabinet. Only the staff listed above have access to the key cabinet.
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FURNACES
All units are equipped with a condensing gas furnace. Residents must follow these safety rules:

Keep the area around the furnace free of combustible materials, gasoline, and other flammable
liquids and vapors.

Do not cover the furnace, store trash or debris near it, or in any way block the flow of fresh air
to the unit.

A furnace installed in an attic or other insulated space must be kept free and clear of insulating
material. Examine the furnace area when installing the furnace or adding more insulation.
Some insulation materials may be combustible.

Do not use the furnace if any part has been under water. Immediately call a qualified service
technician to inspect the furnace and to replace any part of the control system, including any
gas control that has been under water.

The furnace has a safety device that must be manually reset. If the furnace is left unattended
for an extended period of time, have it checked periodically for proper operation.

Never attempt to light the burners manually with a match or other source of flame.
Maintenance staff inspects furnaces annually to ensure safety.
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REGULAR INSPECTIONS
The Staff Positions conduct a variety of inspections on a regular basis. Units are inspected monthly.
Common areas are inspected monthly also. The grounds and playground area are inspected semi-annually.
Detailed forms for each type of inspection will be kept in the project office. Staff performing inspections
will fill out work orders based on their findings and prioritize them as health and safety needs that must be
addressed immediately, regular repairs needed as soon as possible, and preventative maintenance to be
performed on a regular basis. Staff will save and file completed inspection forms for later analysis.
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LIGHTING
The entrance, yards, and parking lot will be well lit at night. The Staff Position lights the outdoor lighting
twice weekly and replaces burnt-out bulbs promptly.
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LANDSCAPING
All shrubs and trees on the ground should be pruned and kept to levels that do not obstruct residents’ views
or create places where someone could hide.
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FENCING
The property is surrounded by a wrought-iron fence with only one access gate.
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PROPERTY RECORDS
Management keeps building and site maps with the following information in the office, as recommended
by the Federal Emergency Management Agency (FEMA).











Utility shutoffs
Water hydrants
Water main valves
Water lines
Gas main valves
Gas lines
Electrical cutoffs
Electrical substations
Storm drains









Alarms and annunciators
Fire extinguishers
Fire suppression systems
Exits
Stairways
Designated escape routes
Restricted areas
Hazardous materials (including
cleaning supplies and chemicals)
Sewer lines
Location of each building (name of
Floor plans

High value items
building, street name, and number)
A second copy of these maps will be kept off-site at Location.
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Staff will be trained in building fire emergency response, evacuation procedures, fire drills, fire safety
inspections, and fire extinguisher use. Residents will be trained in fire safety and evacuation procedures.
Upon discovery of a fire, site staff should respond as follows:

Remain calm. If the building’s fire alarm system has not already been activated, manually
activate the closest fire alarm pull box.

Immediately phone the fire department by calling 911. Be prepared to provide the following
information:


Be prepared to describe fire and its location in building

Building Address

Cross Street

Phone Number
Make sure everyone in the building evacuates as safely and quickly as possible.

Enlist the help of responsible residents to check to see that everyone in the building. leaves
their units. Only do this if it can be done safely.

Assist disabled residents with mobility problems to evacuate.

Instruct residents to close and lock their doors after evacuating. Direct residents to exit the
building by descending a stairway, making sure that doors leading to the hallways on each
of the floors are closed except when people are exiting. If going down an enclosed
stairway is not possible, direct tenants to exit onto a section of the roof that is away from
the fire and wait until they can be evacuated by the fire department.

When smoke is present, advise residents to keep low, take short breaths, and evacuate as
quickly as possible. If possible, they should place a damp towel or cloth over the mouth.

Understand that neither staff nor other residents are expected to risk their own lives during
a fire emergency to evacuate others or to try to put out a fire.

If the fire is small and the fire department has not yet arrived, you may attempt to extinguish
the fire with the dry chemical fire extinguisher if it is safe to do so.

If the fire is in an apartment unit and the door feels hot to the touch or if heavy smoke is
billowing out from under the door, do not open the door. The back draft created may
cause the fire to rapidly spread and may injure you and others in the hallway.
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
If the apartment door is not hot and if there doesn’t appear to be major smoke, check the
unit and remove anyone in immediate danger.

In fighting a fire, make sure the fire isn’t blocking your exit. If so, you could become
trapped if the fire should get out of control.

Allow the fire fighters to extinguish the fire when they arrive. After the fire is extinguished, the
fire department personnel will also do what is necessary to rearm the fire alarm system and to
turn off, drain, replace heads, and reactivate the fire sprinkler system. Be especially aware that,
in an arson attempt, it is vital to rearm the entire fire response system immediately after the fire
is extinguished.

Fill out an Incident Report including the names and badge numbers of the fire fighting
personnel who will be responsible for making their own report. This will be important
information for the insurance company.

Allow the building’s fire hoses to dry out if they were used. Have them repacked by fire
department personnel to be replaced in their wall storage compartments.
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Staff and residents will be trained annually on safety related to severe weather. This training is reinforced
for residents in the Resident Handbook and for staff in the Operations Manual.
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THUNDERSTORMS AND TORNADOES
During severe weather, the National Weather Service issues these alerts:
Severe thunderstorm watch - weather conditions are such that a severe thunderstorm (damaging
winds 55 miles per hour or more, or hail of 3/4 inch in diameter or greater) is likely to develop.
Severe thunderstorm warning - a severe thunderstorm has been sighted.
Tornado watch - weather conditions are right for tornados to develop. A watch does not
necessarily mean a tornado will develop.
Tornado warning - a tornado has been sighted and is dangerous. This is the time to go to a safe
place and listen to a battery-operated radio for instructions.
If a severe thunderstorm or tornado watch is issued, staff will help residents locate safe areas in the
building. Advise residents to stay inside, watch the sky, and listen to the radio or television for more
information.
During severe weather, remain calm. Staff and residents should move to a lower-level room or corridor
away from windows and glass. Do not use telephones, except in case of emergency.
Emergency response after a tornado or other major storm:

After the storm has stopped, immediately check for damage and make sure all staff and
residents are accounted for.

Check to see if there are any injuries. If there are injuries, seek medical help as soon as
possible. If no help is available, attempt to administer first aid until experienced medical
assistance arrives or until the injured person(s) can be taken to a hospital.

Check for structural damage and any other safety concerns. If there are any dangerous spills,
clean them up immediately. In the event of structural damage, direct residents to other areas to
minimize their risk. If there is major structural damage to the building, instruct tenants to
evacuate. Otherwise, it is safest for residents and staff to stay inside.

Turn on radios and listen for any instructions or other relevant information from public safety
agencies. Do not use the office phone except to report injuries and damage.
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EARTHQUAKES
Because earthquakes cannot be predicted in advance, management should take steps to ensure that any
damage from an earthquake will be minimized. Management will inspect residents’ units and common
areas to make sure that pictures, shelves, water heaters, and other items that could potentially topple in an
earthquake are adequately secured.
During a major earthquake:
First, remember to stay calm. If inside the building, staff and residents should move to one of the hallway
corridors away from windows and other glass. Brace bodies against corridor walls, or crouch under a table
or desk if inside a unit or office. Hands should be placed over the head for protection from falling objects.
After a major earthquake:

Check immediately to see if there is any fire. If so, respond as directed in “Fire Safety,”
above.

Go to the main gas valve. If there is a smell of gas, indicating a leak, immediately turn it off.
If there is no fire or smell of leaking gas, leave the gas turned on.

Go to the hot water heater. Turn off the outlet valve to save the water in the tank for future
drinking purposes, if necessary. If water appears to be leaking, turn off the water supply valve,
as well. However, if there are no ruptured water lines, leave the water supply valve turned on.

Do not turn off the electricity, if it continues to be functioning after a quake, unless there are
obvious shorts in the building.

Next, check to see if there are any injuries. If there are injuries, seek medical help as soon as
possible. If no help is available, attempt to administer first aid using the first aid kit and
manual until experienced medical assistance arrives or until the injured person(s) can be taken
to a hospital.

Check for structural damage and any other obvious safety problems. If there are any
dangerous spills, clean them up immediately. In the event of structural damage, direct
residents to other areas to minimize their risk. If there is major structural damage to the
building, instruct tenants to evacuate. Otherwise, it is safest for residents and staff to stay
inside.

Turn on radios and listen for any instructions or other relevant information from public safety
agencies. Do not use the office phone, except for emergency use or to make the reports noted
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above.
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HURRICANES
Hurricanes are strong tropical storms with winds above 74 miles per hour. A hurricane watch means that
hurricane conditions are possible in the specified area of the watch, usually within 36 hours. A hurricane
warning means that hurricane conditions are expected in the area, usually within 24 hours.
Hurricane season runs from the beginning of June to the end of November, with most hurricanes between
mid-August and late October. The key to hurricane safety is being prepared before the hurricane comes.
Each year during the month of May:

Help residents form evacuation plans to stay at a friend or relative’s house, a motel, or a shelter
in the event of an evacuation order. Post the locations of all local shelters, including special
needs shelters for persons with medical needs, on the bulletin board in the lobby.




Maintenance staff will purchase 5/8” marine plywood cut to fit all windows and glass doors.
Remove any damaged or diseased tree limbs. Trim back any branches near the roof.
Clear rain gutters and downspouts in May and throughout hurricane season.
Store these items in the supply closet during hurricane season: a first aid kit, extra canned food
and bottled water, a battery-operated NOAA weather radio and several battery-operated
flashlights and lanterns, extra batteries, and a large picnic cooler for temporarily refrigerating
food.
When a hurricane watch or warning is issued:

Listen to the radio or watch TV to see if there is an evacuation order. High-rise residents in a
hurricane path should evacuate even if there is no order, since hurricane winds are stronger at
higher elevations. If an evacuation order is issued, knock on all unit doors to notify residents in
person. Leave a written notice under the door of any residents you do not reach.

Ensure that all residents have transportation to evacuate. If necessary, have service and
management staff drive residents to the nearest shelters in their cars.

Back up all computer files if there is time. Close and lock the management office. Staff also
must evacuate the area when preparations are complete. Do not allow anyone to “ride the
storm out”!

Instruct evacuating residents to take prescription medications, sheets and blankets, towels,
change of clothes, bottled water, a first aid kit, and a flashlight. They should also bring any
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important personal documents: driver’s license, Social Security card, insurance policies, wills,
birth certificates, etc.



Fill any property vehicles with gas.
Bring inside lawn furniture, plants, or anything else outside that could be picked up by wind.
Maintenance staff will cover all windows and glass doors with plywood. Do not tape windows;
this does not prevent them from breaking.


If instructed by local authorities, turn off utilities: gas, electricity, and water.
If residents and staff are not told to evacuate, have them stay indoors on the first or second
floor of the building and away from windows during the storm. Watch out for tornadoes during
and after the hurricane, and be prepared to implement tornado emergency procedures.

The hurricane has an “eye” of calm in the middle. The storm is not over during that calm! In
fact, the worst of the storm comes after the eye moves over. Wait until this second phase of the
storm has passed before allowing anyone to go outside.
After the storm:


Instruct residents and staff to stay away from flooded areas outside—never drive through them.
Go to the main gas valve. If there is a smell of gas, indicating a leak, immediately turn it off.
If there is no fire or smell of leaking gas, leave the gas turned on.

Go to the hot water heater. Turn off the outlet valve to save the water in the tank for future
drinking purposes, if necessary. If water appears to be leaking, turn off the water supply valve,
as well. However, if there are no ruptured water lines, leave the water supply valve turned on.

Do not turn off the electricity if it continues to be functioning after the storm, unless there are
obvious shorts in the building.

Next, check to see if there are any injuries. If there are injuries, seek medical help as soon as
possible. If no help is available, attempt to administer first aid using the first aid kit and
manual until experienced medical assistance arrives or until injured person(s) can be taken to a
hospital.


Use flashlights if the power goes out. Do not use candles inside because of fire risk.
Turn on radios and listen for any instructions or other relevant information from public safety
agencies. Do not use the office phone except for emergency use or to make the reports noted
above.

Listen to the radio for notification from local officials whether tap water is safe. If not, instruct
residents and staff to use bottled water or boil water if stoves are working.
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
Check for structural damage, fallen trees, and any other obvious safety problems. In the event
of structural damage, direct residents to other areas to minimize their risk. If there is major
structural damage to the building, instruct tenants to evacuate. Otherwise, it is safest for
residents and staff to stay inside.

If units or common areas have been flooded, clean and disinfect them with a bleach solution to
prevent growth of mold and mildew.

Only maintenance staff with experience using chain saws should attempt to clear fallen trees or
branches. Otherwise, call Name of Tree Service at Phone Number.
.
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The office is equipped with a first aid kit that includes band-aids, bandages, antiseptic or disinfectant, ice
pack and heat pack, hydrogen peroxide, aspirin, cotton swabs, and scissors. The property manager will
inspect the first aid kits periodically to update and replace necessary supplies.
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Threats with weapons and assaults by staff or residents will not be tolerated under any circumstances. Any
violation may subject the resident to immediate eviction or an employee to termination.
If a tenant or an employee threatens another person with a weapon or commits an actual battery, staff
should attempt to defuse the altercation, if it can be done without threatening their own or others’ safety. If
anyone’s safety is at risk, do not intervene. Call the police and request immediate emergency assistance.
Whenever there is an assault or battery, or whenever an employee is threatened by a resident, you must call
the police and file a police report. Residents, who have been threatened by another tenant, should be
encouraged to call the police.
If the police respond to an incident or make an arrest on the property, request the following information
from the officer:
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A copy of the police report if available at the time. If not available, request the report number
and responding officer’s name and badge number.
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The full and correct name of all parties and witnesses to the incident with current addresses.
The name and address of the person making the complaint or citizen’s arrest, if applicable.
The Manager will fill out a detailed Incident Report as soon as possible following the disturbance. The
report includes:
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The information requested from the responding officer.
The exact location of the incident.
The date and time of the incident.
A detailed description of the incident.
How the incident was resolved, including any disciplinary or corrective action.
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The office contains expensive equipment, keys, confidential tenant information, and rent checks.
Keep these items secure with these procedures:
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Keep the office door closed and locked when no staff are present.
Resident files and rent checks will be kept in a locked “safe room,” to which only
management staff have a key. Keep the safe room door closed and locked at all
times. Never prop it open.
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When collecting money from residents, immediately endorse the backs of checks with
the “For Deposit Only” rubber stamp.
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Never leave checks on top of desks or any other place visible to others. Store them in
the safe room file cabinet drawer. Never accumulate more than two days of payments
before delivering them to the fiscal manager, who will record and deposit them.
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Store petty cash funds and the office camera in the safe room file cabinet.
Keep spare keys locked in the safe room wall-mounted key box.
Carefully control who uses the master key to unit locks and do not identify it as a
master on the key itself.
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All employees are responsible for promoting a safe work place. We will conduct regular inspections to
identify hazards and correct any deficiencies, provide staff with all necessary safety equipment and
training, invite staff suggestions to improve safety, and document work-related injuries immediately after
they occur.
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CLEANING AGENTS AND OTHER CHEMICALS
Any chemical substance can be potentially toxic if misused. The property manager will ensure that all staff
protect their health and safety by using cleaning agents properly and by wearing protective clothing, such
as disposable non-sterile latex exam gloves or heavy-duty lined neoprene long rubber gloves.
Before using cleaning agents or other chemicals, staff must be trained and be required to read labels
regarding proper use procedures. The office will keep a binder of Materials Safety Data Sheets (MSDS) for
all chemicals used on-site. The MSDS sheets describe the hazards and proper use of chemical substances.
Staff must read these MSDS sheets for any chemical substances they use.
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LIFTING
Employees must be trained in safe lifting – bend with the legs, not the back. Don’t try to lift objects that
are too heavy to handle alone safely. For very heavy objects, seek additional help or break down the item
into manageable loads.
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SLIPS, TRIPS, AND FALLS
Keep work areas neat and free of tripping hazards.
Clean up all liquid spills immediately. After mopping or waxing a floor, or if a floor has been covered with
water or other wet substance, place “CAUTION: WET FLOOR” signs at all access points to the area until
the floor dries.
Always use the correct kind of ladder for a job. Before climbing on a ladder, test it to be sure it is stable
and secure. Never climb past the third step from the top.
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EXPOSURE TO PATHOGENS
Pathogens are disease-causing agents that are present in human blood and other fluids. They include, but
are not limited to, the hepatitis B virus and the human immunodeficiency virus (HIV), which causes AIDS.
HIV can be transmitted by other human body fluids in addition to blood, such as semen and mother’s milk.
With many residents and staff members coming into contact, it is easy for disease to spread. To reduce risk
from pathogens, wash your hands frequently with soap and water. Wash for at least 15 seconds. Dry your
hands with a clean paper or cloth towel and turn off the faucet with a towel to prevent re-contamination.
Be careful if your work brings you into contact with body fluids, because they can carry infections.
Examples include blood, draining skin lesions, mucus, saliva, semen, sputum, stool, urine, vaginal
secretions, and vomit. Always wear latex gloves when you are cleaning up these fluids or otherwise
coming into contact with them.
Dispose of blood, body fluids, and sharp and non-sharp supplies properly:
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Dispose of any blood or body fluid by flushing it down the toilet or any drain that is connected
to a sanitary sewer.
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Dispose of non-sharps supplies that have been soiled with blood or body fluids by placing in a
plastic bio-hazard bag. If the outside of the bag or container has blood or body fluids on it,
wrap it in a second bag. The bag or container will be labeled as bio-hazardous.
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Dispose of sharps, such as needles, in a proper container. Seal the container when it is full. Do
not overfill the container. Take these safety precautions:
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Do not put a cap on a used needle.
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Do not bend or break a used needle. Never use a needle cutter.
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Do not put your hand in the sharps container.
If any employee is exposed to a possible pathogen, report it to the property manager immediately. The
employee can request a medical evaluation, to be scheduled through the Workers Compensation insurance
clinic.
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EMPLOYEE INJURIES
If an employee is injured on the job, s/he must inform the property manager immediately. The property
manager will have a Workers Compensation Claims Kit in the safe room files cabinet. The manager will
give the injured employee an Employee’s Claim for Worker’s Compensation Benefits, which the employee
should complete and return immediately, if possible. The property manager will use the form to file a claim
with the Workers Compensation insurance carrier, Name of Carrier.
The property manager also will fill out an Incident Report clearly describing the details of any employee
injury. The report should indicate how and when the injury happened, the nature of the injury, and what
action was taken to deal with it.
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LOG BOOK
The property manager will maintain a written record in the office Log Book of the dates, times, and facts of
all safety incidents, including the following:
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Incidents resulting in calls to the police, fire department, paramedics, or county
Verbal warnings to tenants regarding behavior problems or rules violations
Visits and inspections from the fire department or building and health inspectors; service of
official notices such as court summons or warnings
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Major maintenance problems such as leaks, power outages, or broken doors or windows
Mailings of notices to tenants
Cleanup of a vacated or abandoned apartment
Disposition of abandoned property
General health problems discovered and what was done about them, such as signs of a rodent
or cockroach infestation.
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Use this area to add sections to your project’s safety plan.
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