DATE: September 24, 2013 REPORT NO. PHSSS TYPE OF REPORT CONSENT ITEM [ ] ITEM FOR CONSIDERATION [ x ]
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1 DATE: September 24, 2013 REPORT NO. PHSSS TO: FROM: PREPARED BY: Chair and Members Human Resources Committee Dan Temprile, General Manager Public Health, Safety & Social Services Jessica Bryson, Municipal Housing Manager Housing Services 1.0 TYPE OF REPORT CONSENT ITEM [ ] ITEM FOR CONSIDERATION [ x ] 2.0 TOPIC Staffing Request Temporary Property Management Clerk Municipal Housing Department 3.0 RECOMMENDATION A. THAT staff s request to initiate the recruitment process for a temporary Property Management Clerk position within the Municipal Housing Division as outlined in Report PHSSS BE APPROVED; and B. THAT 2013 funding for this temporary position BE APPROVED as follows: Business Unit / Funding Source 2013 Project Number SS1302 Property Management IT System - $3,833 Software Upgrade capital funding Local Housing operating funding $3,171 TOTAL $7,004
2 Report No. PHSSS September 24, 2013 Page 2 C. THAT the 2014 net operating budget impact of $21,872 BE APPROVED as an unavoidable increase to the 2014 Local Housing operating budget. 4.0 PURPOSE This report provides the business case to hire a temporary Property Management Clerk position for the Municipal Housing Department. 5.0 BACKGROUND The Housing Department requests approval to hire a temporary Property Management Clerk, effective November 4, 2013 to December 31, 2014, to assist the Housing team with the implementation of special projects, including the implementation of the Asbestos Management Program and the YARDI software modernization. 1. Asbestos Management Program The Occupational Health & Safety Act and Ontario Regulation 278/05 Designated Substance Asbestos on Construction Projects and in Buildings and Repair Operations requires that the City of Brantford develop and implement an Asbestos Management Program (AMP) to ensure the safe handling of asbestos-containing materials (ACMs). The Housing Department requires a temporary Property Management Clerk position to provide clerical support in order to successfully implement the AMP within the Housing Department and ensure that we are meeting our legislative requirements. The temporary position will: Participate in the asbestos management program meetings Develop asbestos management processes and policies, including unit turnover and after-hours processes Take meeting minutes Ensure site records are appropriately managed and kept up-to-date Support and develop communications to inform tenants and contractors of the presence of ACMs within the Housing sites Revise work orders within the YARDI maintenance management system to include applicable references to ACMs The City s asbestos management steering committee has recognized that the Housing Department has taken a lead role in developing training, communication materials, and processes that will be shared and will benefit other City departments.
3 Report No. PHSSS September 24, 2013 Page 3 2. YARDI Software Modernization YARDI is the Housing Department s primary Property Management software. Through this software, Housing staff produce work orders, maintain a comprehensive tenant data base and produce financial records. The Housing Department is beginning the process of upgrading the existing software, which is more than ten years old and will potentially no longer be supported by YARDI in the future. Council has already approved the YARDI upgrade capital project as part of the 2013 capital budget. The Housing Department requires a temporary Property Management Clerk position to provide clerical support to conduct a business review in order to capitalize on the full functionality of the new YARDI system and ensure a smooth transition to the new system. It is expected that the new system will streamline processes, create administrative efficiencies, improve customer service for tenants, and increase the Housing Department s reporting capabilities. This temporary position will: Support the analysis of all standardized templates, tenant communications, household data, and public form letters Assist with data entry required to migrate data to the new system Support the analysis of existing business policies and processes, identifying potential administrative efficiencies Support the transition of the Application Wait List program from Lotus to YARDI, confirming application status Support the analysis of the Housing Department s current reporting capabilities and identify opportunities to improve our reporting capabilities Act as a champion for the new system with other staff 6.0 CORPORATE POLICY CONTEXT Excellence in Governance & Municipal Management 7.0 INPUT FROM OTHER SOURCES The staffing request was brought forward and discussed with the Senior Management Team (SMT) on September 18, There was recognition of the staffing need at SMT and it was subsequently referred to the Human Resources Committee for further discussion and consideration.
4 Report No. PHSSS September 24, 2013 Page ANALYSIS N/A 9.0 FINANCIAL IMPLICATIONS The total salary and benefit cost of this position (net of County portion) from November 4, 2013 to December 31, 2014 is $55,311. It has been determined that approximately 50% of the workload of this position relates to capital project SS1302, Property Management IT System Software Upgrade, and would therefore be charged to the project. The additional costs will be covered within the Local Housing operating funding budget. The Housing Department will continue to closely monitor the operating budget throughout the remainder of the 2013 calendar year. The 2014 portion will be included as an unavoidable increase to the 2014 operating budget. The Housing Department is recommending that the position be funded as follows: Business Unit / Project Number SS1302 Funding Source Property Management IT System - Software Upgrade capital project $3,833 $26, Local Housing operating budget $3,171 $21,872 (net) TOTAL $7,004 $48, CONCLUSION The temporary Property Management Clerk will play a key role in supporting the successful implementation of the Asbestos Management Program and the YARDI software modernization project. These special projects will ensure that the City meets its legislative requirements, improve customer service, and achieve administrative efficiencies. Jessica Bryson, Municipal Housing Manager Housing Services Dan Temprile, General Manager Public Health, Safety & Social Services
5 Report No. PHSSS September 24, 2013 Page 5 Attachment Appendix A - Temporary Project Management Clerk Job Description In adopting this report, is a by-law or agreement required? If so, it should be referenced in the recommendation section. By-law required [ ] yes [ x ] no Agreement(s) or other documents to be signed by Mayor and/or City Clerk [ ] yes [ x ] no Is the necessary by-law or agreement being sent concurrently to Council? [ ] yes [ x ] no
6 SOCIAL SERVICES - HOUSING (MUNICIPAL) DEPARTMENT Position Description June 14, 2001 (Revised August 2008) Position Title: Property Management Clerk Position Number: 006, 009, 010 Department: Public Health, Safety, & Social Services Commission Housing (Municipal) Department Immediate Supervisor: Manager, Municipal Housing Position Summary The Property Management Clerks provide property management clerical support and assistance within the Public Health, Safety and Social Services Commission (Municipal) Housing Department. Duties & Responsibilities 1. Clerical support for Municipal Housing special projects such as, but not limited to: - Participating in the asbestos management program, development of processes and policies, meeting minute taking, and records management as per Occupational Health & Safety legislative requirements. - Providing support to the YARDI property management business review and software modernization project. - Assisting with the analysis of standardized templates, tenant communications, household data and public form letters, pre and post software module improvements. - Providing support to transition to the Application Wait List program from Lotus to YARDI, confirming application status, ensuring a smooth transition of existing data, and acting as a champion for the new system with other staff. 2. Processes annual and periodic income reviews by: - Maintaining a follow-up system to ensure that all leases are renewed in a timely manner within the legal guidelines - Sending out income review packages for tenants to complete and return with required income documentation (inc. follow up on those not returned in time and/or refer to Property Manager for follow-up for more difficult cases) - Calculating tenant rents adjustments and forgiveness according to legislation, regulations and procedures (including verifying income documentation from employers, clients, public and social agencies). - Ensuring tenants are notified of their rent increases, decreases and adjustments on the correct forms and within the required timeframe. - Refers to the Property Manager possible misrepresentation of income for review and investigation. - Advises Property Manager and Tenant Placement Manager when tenants become over/under housed.
7 3. Provides clerical support for day-to-day maintenance of the assigned portfolio (using the YARDI Property Management System) by: - Receiving and entering into the YARDI Property Management System, requests for maintenance from tenants and/or project staff to produce a Purchase/Work Order for approval by Property Manager. - Responding to routine enquiries regarding contractors and tenants and referring technical or non-routine questions to the Property Manager or Property Management Department. - Contacting a contractor or Maintenance Staff to commence work - Scheduling vacant unit restoration, cleaning and painting (through YARDI) to ensure units are ready for new tenant. - Maintaining records of general maintenance such as painting, appliances purchase/repairs, standing agreements and offers, vendor listing, smoke detectors inspections, inventory of moveable assets etc. in the YARDI. - Notifies contractors when Purchase Orders are overdue requesting outstanding invoices. 4. Provides Accounts Payable support using YARDI and/or the City Accounts Payable System (JDE) by: - Receives, reviews and enters into the YARDI and/or JDE vendor invoices for payment - Following approval of invoice for payment by the Property Manager, prepares/inputs invoices in the YARDI/JDE for payment. 5. Provides Rent Supplement Administrative support by: - Processing annual increases to the Rent Supplement Guaranteed Rent - Processing annual and periodic income reviews for tenants referred to the Rent Supplement Landlord, according to procedures, policies and legislation - Inputs and maintains automated Rent Supplement Subsidy Payment program to ensure Rent Supplement Landlords receive accurate and timely rental subsidies. - Prepares Rent Supplement Reports as required. 6. Non Profit Management and Administrative support such as but not limited to: - Maintains separate automated property management and/or accounting & financial system; bank deposits and reconciliation, accounts payable (including preparation of cheques) and receivable for non-profit projects under management. - Processes income reviews as listed above. - Sundry related duties as required in the Property Management for the Non-Profit. 7. General Administrative Support duties such as but not limited to: - Inputs new / former tenant information into YARDI. - Preparing tenant invoices for maintenance charge-backs. - Prepares Housing Board Forms to terminate tenancy for Property Managers. - Maintains current and former tenant filing systems. - Prepares routine correspondence, documents and reports as required - Performs general back-up switchboard and/or cashier duties as required.
8 NOTE: It is important to realize these aforementioned duties may change from time-to-time and the Property Management Clerk may be required to perform other tasks related to the position, as required.
9 Credentials Required 2 year Community College Diploma in Office Administration, Business and/or Accounting and/or several years progressively responsible administrative, accounting and/or clerical experience. Factor Examples 1.1 Job Knowledge Excellent oral and written communication skills Demonstrated knowledge of rent geared to income policies and procedures Demonstrated mathematical skills Proficiency in Microsoft Office, Windows, Excel, YARDI Property Management System. Ability to organize a diverse workload, complete multiple tasks and meet deadlines Must possess diplomacy, tact and ability to be flexible Knowledge of legislation, regulations, manuals, policies and procedures related to social housing and tenant protection Act. General knowledge of City Purchasing policy & procedures 1.2 Judgement Judgement is required when processing rental increases/adjustments to ensure that all calculations are correct and completed in a timely manner in order to meet legislated time lines Must use judgement in determining forms, legal documents required to process rent increases and/or evictions Must use judgement in issuing purchase orders, work orders to ensure City Purchasing policies are followed 1.2 Contacts General Public, Tenants, Contractors, City Purchasing and Property Management Departments, Agencies. Internal contacts with staff, Ontario Works staff and other related city departments 2.1 Mental Effort Review invoices, payments and rent calculations for accuracy Constant interruptions and tenant complaints 2.2 Physical Effort Sitting for prolonged periods Attending to clients at the counter or on telephone Office Setting 3.1 Accountability Accountable for the accurate and timely calculation of rents, tenant charges, rent supplement payments, filing of legal documents. Accountable for the timely preparation and filling of vacant units. Accountable for providing accurate information to applicants, public, staff and supervisor. Accountable for accurate cash handling duties while acting as Cashier.
10 3.2 Responsibility for Human Resources Train staff performing duties during vacation, leaves 3.3 Impact of Decisions Incorrect rent calculations or processing rent payments may result in lost revenue, increased costs. Failure to refurbish units in a timely manner may result in lost revenue and increased costs. Failure to follow purchasing policies could result in complaints from contractors, staff, and tenants. Failure to file legal documents within required timeframe could result in delay in eviction process increasing rent arrears and vacancy loss. 4.1 Working Conditions Constant interruptions Lack of privacy 4.2 Work Pressure Maintain up-to-date knowledge of housing procedures services/agencies in order to address inquiries Varied timelines Constant interruptions Review Incumbent Supervisor Department Head Human Resources Date Date Date Date
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