Handbook: Roles & Responsibilities of the
Nisichawayasihk Housing Authority Vision Statement: The holds a vision of NCN as a modern residential community. Affordable good quality homes will be available on a rental basis for all NCN residents. There will be opportunities for NCN members to buy their own homes located on land leased from NCN. All homes will be built in accordance to National Building Code Standards. NCN will establish a reputation for having quality, affordable, energy-efficient homes and for taking pride in the appearance and upkeep of their homes and property. NCN & Property Manager Roles & Responsibilities: believes that the tenant and Property Manager agreements should protect the rights, and enforce responsibilities of both the tenant and Property Manager. The following is a 3-Stage Tenancy Schedule that will be enforced to ensure consultation between the new tenant and the Property Manager: Failure to participate in the meetings can result in the re-evaluation of the tenancy. Stage 1: Pre Move-In (Two Step Process) Step A) Mandatory Attendance at s Home Maintenance Workshop. New tenants will receive a letter of invite and attendance will be monitored. The Property Manager will facilitate the Home Maintenance Workshop prior to the completion of new builds, or as required. Step B) Consultation Meeting, at which time the tenant will be asked to attend a mandatory premove-in meeting with the Property Manager to review, clarify and confirm the following items: Examine Housing Application on file for any changes and discuss tenant history, Review the responsibilities of the & Property Manager, Review Home Maintenance Schedule, Confirm monthly rental payment plan. Stage 2: Move-In Date During this consult, the and the Property Manager will meet at the unit to walk through the allocated unit and conduct a Move-In Inspection Report together. The will receive a copy of the Move-In Inspection Report. The & Property Manager will review and sign the Residential Rental Agreement. The & Property Manager will review the Tenancy Handbook which shall include & Property Manager Responsibilities, Eviction Procedures, and Home Maintenance Schedule.
The & Property Manager shall conduct a walk-through of the unit and complete the Move-In Inspection Report together. The Property Manager shall demonstrate the operation of all appliances, including, but not limited to the recommended settings for the HRV, the location of the sump pump plug and furnace filter. The Property Manager shall point out the location and test all fire/smoke detectors with the tenant. The Property Manager shall discuss the importance of fire routes and evacuation procedures to the tenant. The Property Manager shall provide a list of Emergency Numbers and Office Numbers to the tenant. Stage 3: Post Move-In All new tenants will be on probation for (6) months following their move-in date. The Property Manager will conduct a Follow-Up Home Visit to review the condition of the unit prior to the expiration of the (6) month probationary period to ensure the tenant is adhering to the Tenancy & Rental Payment Agreements. The Property Manager will send a letter in advance to the tenant to provide the date and time of the scheduled Post Move-In Meeting which will occur at the tenant s unit. The & Property Manager will once again walk-through the unit to record any damages and/or deficiencies. The Property Manager will review the Responsibilities once again. NCN Responsibilities: a) Providing care and tenant maintenance of the unit at all times, even when the tenant is temporarily away from the unit. b) Paying monthly rent according to the Rental Payment Plan. c) Paying the security deposit before moving into the unit. d) Completing the appropriate applications for all utility services and paying all charges associated with having these services connected or restored if the service has been disconnected. e) Paying all monthly utility bills. f) Maintaining hydro service in the rental unit at all times; failure to do so may result in the reallocation of the unit. g) Paying fees for water, sewer and garbage collection. h) Complying with the Maintenance Schedule as appended to the Tenancy Agreement, or outlined in this Handbook. i) Informing the Housing Authority immediately when repairs to appliances or structure are needed. The will document and file all requests.
j) Completing a damage report stating how damage occurred and filing it with the Housing Director. When damage is a result of vandalism the tenant is responsible for filing a police report and requesting for the file number to be sent to the Housing Director. If a police report is not filed the tenant may be held responsible for the damages. k) Obtaining written permission from the Housing Director before making any changes or alterations to the unit, including exterior additions such as a porch. If major changes are requested the Housing Director will need to seek Board of Directors approval. The tenant is responsible for all costs associated with approved changes/alterations or additions and is not entitled to any reimbursement if the unit is vacated. l) Obtaining content insurance for personal property. m) Providing a written notice at a minimum of (30) days before vacating the unit. n) Cleaning the unit for inspection before vacating, and advising the Housing Director of the move out date. o) Paying for all damages caused by tenant neglect or abuse. p) Applying to to hold the unit for a specific period of time for education, medical leave or other reasons deemed appropriate by the. s must provide documentation to verifying their plans. If approved, shall be responsible for sub-letting the unit for the designated time. If the tenant does not return by the designated time, or makes arrangements with the for an extension, tenants are responsible for paying the rent. q) Ensuring that no pets are allowed in multi-plex units. A written letter for special consideration must be made directly to the. r) Being responsible for maintaining the yard (lot) in a clean and orderly manner. s who fail to maintain their yards are responsible for paying for providing the removal service. s) Reporting and receiving approval for all changes made to the tenancy of the unit. s must ensure that individuals not included on the Tenancy Agreement do not reside in the unit on a continual basis. t) s are responsible for all visitors in the unit, and disallowing un-authorized individuals. s are responsible for reporting un-cooperative individuals with the police. u) s shall not, on their own, exchange units with another NCN member. v) Ensuring that there is absolutely no illegal activity occurring in the unit, and w) Avoiding noisy activities that will disturb neighbors. Moving Out Responsibilities: s cannot at any given time or circumstance transfer tenancy of their rented unit to another individual. For more information regarding the procedures for unit holds due to medical/academic leave, please review Responsibilities in this handbook.
Pre-Move-Out: requires tenants to submit a written notice prior to vacating a rented unit. This notice must be addressed to the Property Manager one month prior to vacating the unit. Once the notice is received, s Property Manager will contact the tenant to schedule a home visit prior to vacating the unit. All tenants are responsible for cleaning the unit prior to vacating, including appliances and yard debris/garbage. It will be the responsibility of the tenant to contact all service providers for service disconnection, IE) hydro, telephone, etc. Failure to do this may result in additional charges to the tenant. Home Visit: The Property Manager will meet the tenant at the unit to walk through the unit and conduct a Moving-Out Inspection Report. The Property Manager will take a copy of the tenant s Move-In Inspection Report to cross reference the current condition of the unit. All damages due to neglect and/or abuse will be invoiced to the tenant. The will receive a copy of the Move-In Inspection Report and the Moving-Out Inspection Report and will be verbally informed if they will be invoiced due to willful damages to the unit. Failure to pay for the willful damages will negatively impact the tenant s future dealings with the. The & Property Manager will confirm the Moving-Out Date. Moving Out Date: The tenant will be the responsible for returning all unit keys to the Property Manager. Property Manager Responsibilities: a) Ensuring that payment of rent is received in accordance to the Rental Payment Agreement. b) Ensuring the compliance of the tenant with the Maintenance Schedule as appended to the Tenancy Agreement. If the tenant does not comply with the maintenance schedule, all maintenance shall be charged to the tenant, and depending on the amount of maintenance required, may cause for eviction. c) Ensuring that approved repairs are completed in a timely manner. d) Completing and documenting the 3 Stage Tenancy Schedule with the new tenant.
e) After completing the initial Tenancy Schedule, the Property Manager shall conduct annual visits to the unit and shall complete an Inspection Report at every visit to be copied for the tenant. f) The Property Manager shall ensure that the tenant receives all of their documentation, including Tenancy & Rental Payment Agreements, Inspection Reports, and Maintenance Schedules. Rental Conditions: Visitors The Board believes that it is necessary to acknowledge the rights and privacy of NCN members. However, given the need to provide for the safety and well-being of the NCN community the Board recognizes the need to have regulations with respect to non-resident visitors to NCN rental property. For purposes of this policy a visitor is defined as any person staying in NCN rental unit who is a non-band member and is not registered on a Tenancy Agreement, and any person whose primary residence is not NCN territory. The following conditions shall apply to all visitors staying in NCN rental units: All visitors must report to the NCN police prior to staying in NCN. NCN police will register each visitor with a (7) day visitor pass. Visitors wishing to remain must re-register for an additional (7) days. If visitors wish to stay beyond (14) days, it is the responsibility of the tenant to notify the Director of the situation. It is the responsibility of the Director to review and decide if applicable, to grant residency. At which time the visitor may be placed on the Tenancy Agreement at the request of the tenant of record. The following factors shall be considered to determine if residency for a visitor is to be permitted: o Number of persons currently residing in the unit, o Criminal record check is cleared, and o Possible rent increase. The decision made by the Director will be made in consultation with Board of Directors. s may appeal the decision in writing to the Board of Directors, but must do so within seven days of the decision. Appeal Mechanism: The Board believes that NCN members receiving services delivered by must have a mechanism for appealing decisions/actions by the Board and staff. Concerns or complaints regarding the delivery of services by staff may be conveyed verbally to the Director. If problems are not resolved to the satisfaction of the client, a
formal written complaint shall be provided to the Housing Director. The complaint shall state clearly the nature of the problem, desired action, and actions taken to date including approximate dates of each event. If the problem remains unsolved the client may make a formal written complaint to the Board of Directors. The complaint shall include all of the types of information required in complaining to the Housing Director. The client may request an opportunity to attend a Board meeting to present concerns. The portion of any Board meeting devoted to hearing a client complaint shall be held in camera. The client may be accompanied by one person who at the client s request can act as spokesperson. The Board shall deal with a formal complaint within one month of the date of receipt of the complaint. The Board s decision shall be final unless the client s complaint concerns observance of Board policies for dealing with housing. If the client believes that the Board has violated its policies, a request to have Board actions reviewed by an Appeal Panel may be submitted to the Housing Director. Any request to review a Board decision shall be in writing and shall specify clearly what aspects of Board policy were violated and provide evidence of such action. Eviction: Any of the following may result in an eviction: a) Default of payment b) Subletting without approval from the Housing Authority c) Neglect or abuse of the unit d) Vacating without written notice (abandonment) e) Continuing violations of tenant responsibilities f) Illegal activities; zero tolerance of bootlegging & drug trafficking Outstanding Debts: Arrears: When a debt or outstanding expenses remains after the tenant leaves the unit, the debt shall be deducted from the security deposit and the outstanding balance will remain as a debt to the Housing Authority. Debts will remain on file and collection proceedings will be taken. Failure to repay the debt will affect the individual s credit rating regarding future dealings with and NCN. Following are the processes to be followed concerning arrears and evictions: A) First Notice of Default Payment: A tenant who has not paid rent by the due date shall receive notification of default within (5) days of the due date. The tenant shall be given (14) days from the due date to pay the rent or to make arrangements for payments which are satisfactory to the Housing Director.
B) Second Notice of Default: If the tenant has not paid or made arrangements to pay arrears within (14) days of the due date, a second notice shall be sent within (17) days of the due date. This notice shall inform the tenant that unless a payment of rent is made by 5:00 p.m. on the 20 th day after the due date, eviction proceedings will commence. C) Third & Final Notice: After (21) days of default the tenant shall be served an eviction notice to advise the tenant to vacate the premises within the next (10) days unless payment is received or arrangements satisfactory to the Housing Director and Chairperson are made. At this stage the tenant must also pay for the forthcoming month. Rent: 1. Monthly Rental rates are as follows: Working s Bungalow $250.00 Bi-Level $500.00 S.A. s Consistent with Social Allowance Rates 2. The first and last month s rent are due up front as a security deposit. 3. is responsible for payment of all utilities, insurance of personal property and damage due to neglect on the part of the tenant or guest. 4. Each tenant must sign a Tenancy Agreement or forfeit the unit. 5. must give a (30) day notice prior to vacating or the security deposit will be forfeited. Home Maintenance Program: All NCN tenants will adhere to the Home Maintenance Program developed by the Nisichawayasihk Housing Authority to ensure proper and adequate care is taken by the tenant to increase the lifespan of the home. s Property Manager will monitor the Home Maintenance Program for each unit on an annual basis to document and report all tenants who fail to implement the Home Maintenance Schedule. s are expected to conduct the following home maintenance checks at the specified timelines: ITEM: TIME FRAME: RESPONSIBILTY: Fire/Smoke Detector Batteries Sump Pump Check Check Annually for replacement batteries Check Annually in the Spring; making sure it is plugged into an electrical
outlet & not clogged Furnace Filter Replacement Every 6 months HRV Cleaning Cupboard/cabinet hardware (handles/knobs) Every 6 months: make sure it is plugged into an outlet and running at appropriate setting. As Needed Drywall holes As Needed Towel racks As Needed Window screens As Needed Floor vents As Needed Replacing floor casing As Needed Attic Vent Door Dryer, HRV, floor & bathroom vents Graffiti Ensure it has its cover secured all year round. Ensure all exterior openings are clear & free of debris annually. Vacuum vents & wash HRV filter annually All graffiti must be cleaned or repainted in the color of the unit as needed. Doorway landing As needed Water/sewer tank boxes Eaves Droughs Doors & windows Polying windows Ensure the boxes aren t damaged by individuals The tenant will be held responsible if it is obvious damage caused by hanging items off the eaves droughs or individuals pulling them down Depending on the cause of damage: police report(s) must be filed s are responsible to weather proof their own units or or
Appliances (stove, refrigerator) Yard fence Yard Maintenance Hot water tanks Furnace Replacement Floor Tiles HRV Replacement Tub Surround s are entitled to appliance replacement every (7) years. If required prior to this it will be the tenants responsibility who decide to enclose their yard must maintain their fence or take it down s are responsible for removing derelict vehicles/large unused items from their yards s must ensure they report leaks to immediately s must inform if the bathroom fan requires maintenance to prevent mould Leaks Report all leaks to immediately Electrical Panel Garbage bins Public Works Other Helpful Maintenance Tips for Your Information: Heating: Stove: o Do not place items in front of electrical baseboard heaters o Do not stand on electrical baseboard heaters o Do not adjust your furnace settings unless the furnace requires a summer & winter switch o Clean behind stove on a regular basis o Clean the oven very six months o Wash element bases as needed o Do not drain grease into the sinks or toilet bowl. Keep empty containers & use them for disposing grease for the garbage.
Refrigerator: Walls: o Wash the interior on a regular basis, including crispers o Clean behind the refrigerator on a regular basis o Defrost & wash the freezer annually o Wash all interior walls annually o Do not remove walls or add openings to walls Dryer & Washer: o Clean dryer lint trap after every use o Wash the inside of the dryer every six months o Clean the exterior dryer vent every six months or as needed o Run chlorine bleach every six months to wash out any stains/odors in your washer o Ensure there are no leaks from the washer hoses NCN Emergency Numbers: Police 204-484-2288 Nursing Stn 204-484-2031 CFS On-Call 204-679-5544 or 204-679-6386 On-Call Plumbers 204-307-1901 On-Call Electrician 204-679-1482 Office 204-307-7100