44 Harry Kemp Way Provincetown, MA 02657 PHA@ProvincetownHousing.org 508-487-0434

Maintenance and Misc Charge Policy

The Provincetown Housing Authority (PHA) will charge residents for the items listed below. These charges will be applied to the Resident’s Account Receivable account, and will be maintained and monitored by the PHA.

  1. MAINTENANCE CHARGES:

A.    Resident Caused Damages:

Residents will be responsible for paying the Housing Authority’s labor and material costs associated with repairing damage which exceeds normal wear and tear to a resident’s unit.        In determining normal wear and tear, the original condition of the unit and the length of the resident’s tenancy in that unit will be considered.

Items which will normally be considered resident damage include damage due to the use of excessive force (i.e. broken window(s), ripped screen(s), broken locks, dented doors, holes in walls), deliberate damage (i.e. graffiti, arson), “improvements” which must be removed or covered up by Maintenance during a turnover (i.e. wallpaper, dark paint, carpets, furniture), negligence (i.e. water damage due to constant or repeated unreported water leaks), and excessive wear and tear (i.e. excessive grime in kitchens, pet urine). Residents will also be charged for any abandoned property, trash or debris left in their unit at the time of vacancy.

The resident will be charged the current labor rate and materials will be charged at cost to the PHA.

The PHA maintains the right to charge a resident’s account for excessive wear and tear both during and at the conclusion of the tenancy.

Charges may be assessed as part of the on going Preventive Maintenance Program.

B.    After Hour Maintenance Calls Which Relate to Problems That Are Caused by or Preventable by a Resident:

Normal Maintenance Business Hours are:

Mon. 7:00 a.m. – 1:00 p.m. & Tue. 7:00 a.m. – 1:00 p.m.

Residents will be charged for after hours calls which the resident could have prevented.

These calls include, but are not limited to:

  • Lock Outs
  • Inoperable Heat, Hot Water Heater or Stove Due to Lack of Fuel.
  • Clogged Toilet/Sink Which Could be Fixed With an Ordinary Plunger

Such costs will be based upon the number of “man-hours” required to repair the problem. A resident will be charged a minimum of $ 65.00 (2 man hours plus 25% administrative costs) for one of the above after hour calls, except for lock-outs.        

On Holidays, the minimum charge will be $100.00 (Double the non-holiday minimum).

Residents will be charged the following for lock-outs that occur outside normal work hours:

Non-holiday7:00 a.m. –   8:00 p.m.$ 25.00
Non-holiday8:01 p.m. –   6:59 a.m.$100.00
Holiday $100.00

The following are examples of some Emergency Calls which won’t result in a charge to the resident:

  • Blockage of All Drains which Cannot be Cleared With a Plunger
  • Plugged Toilets Not Fixable by a Resident With a Plunger
  • Power Outage Not Due to a Tripped Circuit Breaker
  • Gas Leaks

C.    Yard Maintenance/Grass Cutting/Snow Removal:

Residents are responsible for the care and up-keep of their yards. Residents are required to keep their yards free of garbage and debris. During the winter season residents are responsible for snow and/or ice removal from their front door up to the common walkways.

If the resident fails to maintain these areas, the PHA will warn the resident in writing that they have five (5) days in which to comply, except in the case of snow/ice removal when a resident will only be given twenty-four (24) hours to correct a deficiency. If the resident fails to comply after five days, the PHA will perform the necessary work and charge the resident for the number of man-hours required to remove the snow and/or ice. The PHA shall have the right to immediately remove any item without resident notice that poses an immediate threat to health & safety. The PHA will be responsible for snow removal from the common walkways.

Twice a year, the PHA will pick up leaves which have been placed in clear garbage bags for those residents who cannot bring their leaves to the DPW composting area.

If the PHA determines that resident has failed to maintain his/her yard to the PHA’s satisfaction, the PHA will warn the resident in writing that the PHA will take care of his/her yard at the resident’s expense.

After five days, the PHA will perform the necessary work and charge the resident for the number of man-hours required to clean the resident’s yard with a one man-hour minimum. One “man-hour” currently equals $ 40.00 and is subject to change. Residents may also be charged the per city bag trash cost, bulk sticker cost and appliance sticker in effect for the Town of Provincetown as well as a dumpster cost of $75.00/truck load to remove trash, furniture, appliances and other debris. Appliances that must be discharged prior to disposal shall also be subject to a $15.00/appliance surcharge.

D.    Keys

All residents will be provided with 2 unit keys upon occupancy.

On request, Maushope residents shall be provided with one Automatic Door Fob per household. If a resident loses the door “clicker” there is a $25 charge. Replacement mailbox keys shall be $3.00.

2.     RETROACTIVE RENT:

In accordance with the lease, residents will be required to repay the Housing Authority for retroactive rent should it be determined that the resident failed to provide complete information regarding his/her income, assets, deductions or other items used in computing his/her rent.

Should such a retroactive rent charge be assessed, the following repayment terms shall apply:

  • Less than $50.00, 1 month to repay;
  • $51-$250.00, 3 months to repay with 50% down and 25% during the next two month;
  • $251.00-$1,500.00, 6 months to repay with 50% down and 10% during the next 5 months.
  • Over $1,500.00, 12 months to repay with 45% down and 5% for each of the next 11 months.

3.     LEGAL FEES:

Should the Provincetown Housing Authority be successful in its eviction or termination of a resident, the Housing Authority shall charge that resident’s account for legal related fees it incurred during the eviction or termination process. These costs are currently $125.00 per hour for the PHA’s attorney’s time plus court costs, service fees, moving expenses and storage costs.

4.     BOUNCED OR RETURNED CHECKS:

If a resident’s check to the PHA for rent or other amounts owed is returned for insufficient funds, the resident is responsible for paying any bank charge that the PHA incurs as a result of the returned or bounced check plus administrative costs. The minimum charge for a returned check shall be $10.00.

5.     USE AND OCCUPANCY:

Should a Federal Public Housing resident fail to comply with program requirements during the Recertification of Continued Occupancy process, the Housing Authority shall inform the resident, in writing, that continued failure to comply will result in a Use and Occupancy charge in five business days.

If the resident continues to refuse to comply, then a Use and Occupancy charge will be assessed to that resident’s account.

The charge will be based on the current HUD Fair Market Rents.

If the information is subsequently provided by the household, the PHA may allow continued occupancy provided that the rent is re-determined retroactively to the date at which time the new rent would have been effective had the household complied in a timely manner with the requirements.

Such retroactive amount shall be due and payable in full upon determination with full credit for any rent paid in the interim.

For Rental Assistance programs, no such “charge” will be assessed, but similar non-compliance will result in the PHA’s refusal to subsidize the rent of that resident.

6.     DEPOSITS WHICH MAY BE COLLECTED:

  1. Security Deposit:

The PHA may collect a Security Deposit equal to one month’s rent for each resident at some properties. This security deposit is deposited and maintained at the Seamen’s Bank. This deposit is refundable, plus interest, when a resident vacates less any unpaid rent, maintenance/miscellaneous charges or damages to the unit.

  • Pet Deposit:

A Pet Deposit of $160.00 or one month’s rent for each pet, whichever is less, shall be charged should a resident, who is not otherwise subject to a Security Deposit, in a State development receive permission to have a pet under the State Pet Regulations.

At the end of the tenancy, any excess cleaning which is required due to the pet will be charged against the deposit.

Any remaining portion of the deposit will be returned to the resident or his/her estate.

7.     PET PARTICIPATION FEE:

A fee, in graduating amounts of $5.00 for a first offense and $10.00 for each subsequent offense, shall be collected from pet owners failing to clean up after their animals.

Federal Public Housing residents shall be responsible for paying a one-time non-refundable Pet Participation fee of $160.00 upon approval of any Waiver for Pet Ownership by the PHA.

MAINTENANCE/MISCELLANEOUS CHARGE COMPLAINT:

In an attempt to foster informal resolution of resident complaints regarding a maintenance or miscellaneous charge, a Review Board will be established to review such complaints and suggest resolutions or adjustments for such complaints. This process does not supersede the resident’s right to have a hearing before the Grievance Panel, the Board of Commissioners, or HUD/DHCD; or, to pursue judicial remedies through the courts.

  1. Complaints must be filed within ten (10) business days of the issuance of the charge and must be filed in writing. A timely resident complaint regarding a charge shall be referred to a Review Board.
  • The Review Board shall be comprised of the Executive Director, the Facilities Manager and two resident representatives. The resident representatives will be appointed by the current Presidents of the Resident’s Associations. In addition, an alternate shall be designated for each representative.
  • In an informal setting, the Review Board shall meet with the resident (who may be represented by counsel or other representatives) and the Housing Authority official who promulgated the charge (i.e. maintenance department personnel or office staff).
  • If appropriate, the Review Board will attempt to reconcile differences between the Housing Authority and the resident, and may recommend that the charge be maintained, withdrawn or decreased. The Board also may make no decision if a majority vote can’t be reached.
  • The recommendation of the Review Board shall be binding on the Housing Authority, but shall not be binding on the resident.
  • The recommendation of the Review Board may be used by either the Housing Authority or the resident in justifying that party’s case to the Grievance Panel, the Board of Commissioners HUD or DHCD.