Dedham Housing Authority Resident Handbook

The Dedham Housing Authority welcomes you and sincerely hopes that you will find living in your new home enjoyable!

This booklet is designed as easy reference to some rules, regulations and features of your apartment and the development. Please read it carefully. If you have any questions, feel free to call the office at 781-326-3543.

Residing in a development such as this will be, for most people, a new experience. You will be sharing with many other families and the Housing Authority the mutual obligation to make the development a pleasant and attractive example of life in our town. The Dedham Housing Authority must provide efficient management as its contribution to sound financial administration. To that end, it will repair and maintain the property in first class condition. Our in-house maintenance staff keeps all developments operating efficiently, makes repairs in a timely fashion and maintains the grounds beautifully. The Management Office will gladly receive your suggestions and observations and will advise and aid you in meeting and solving problems that may arise.

Without your help this cannot be done, a development reflects its occupants. You and your neighbors have a right to peaceful enjoyment and privacy in your apartment. A mutual respect and consideration for one another will ensure that all occupants enjoy living there. Cooperation and communication is the basis for success in any housing development.

Maintenance Requests

All maintenance requests for work orders are to be reported to the maintenance line at 781-329-5380. All routine requests must be called into this number. This line is monitored 24 hours a day by an answering service when the office is closed, which will, in an emergency, dispatch an on-call maintenance staff person after hours.

To be considered an emergency, the maintenance call must be for a problem that presents a direct and immediate threat to the health and/or safety of residents. If, in the opinion of our maintenance staff, your call is not an emergency, the work order will be addressed during normal business hours. Please call during normal business hours for routine maintenance calls.

Please report problems as soon as they arise, so that we may take corrective action. We will try to handle your request as promptly as possible. Daytime work order calls can be numerous, so please be patient.

PLEASE DO NOT GIVE MAINTENANCE STAFF WORK ORDERS WHILE THEY ARE IN THE FIELD.

Lockouts

If you are locked out of your apartment, please call the maintenance line at (781) 329-5380. If you are locked out after business hours, you will be charged $65.00 to have a maintenance person open your door.

Call Maintenance

Lease

It is important that you read and understand your lease. All residents receive a copy of their lease when they first move in. Your lease is a legally binding contract between you and the Dedham Housing Authority. Your lease assures your right to live in your apartment so long as you abide by it and the attached rules and regulations. It states the amount of your rent, your responsibilities, management’s responsibilities, any utilities you may be responsible for, and the way that the lease may be terminated by either you or the housing authority. Please refer to your lease for further details.

Payment of Rent

The rent for your apartment is based on your gross income and family size. Rents are due and payable between the first and seventh days of the month. Rents should be paid by check or money order for the security of both resident and housing personnel; we request that you do not pay your rent in cash.

Rent checks should be made out to the: Dedham Housing Authority and mailed to: 163 Dedham Blvd Dedham, MA 02026 or hand-delivered into the outside drop box located at the main office after business hours. If you are away during rent payment time, it is your responsibility to contact the management office about the rent payment. We now offer rent paying online. Please contact Andrew Bailey at andrew@dedhamhousing.org for directions and your code to log in.

Residents whose personal check is returned due to insufficient funds may be required to pay by money order or certified check in the future. If rent is not paid by the 7th of the month, it is considered late. If your rent is repeatedly late, this will adversely affect your tenancy. If an emergency arises to prevent you from paying your rent for a particular month, you should contact the office immediately

Rent Collection Policy

Tenant Portal

Annual Rent Recertification

Once a year you will be required to provide current information to re-evaluate the status of both your income and family size. This information will be used to adjust your rent for the next year. You will be provided with continued occupancy forms and a deadline for submission. Failure to comply with the recertification process could result in eviction.

Recertification Packet

Interim Adjustments to Rent

Increases: If your monthly gross household income increases, DHA is required to re-determine your rent. You must report all increases to the housing authority by the 7th day of the month, following the month that the increase occurred. You must submit the updated household income.

Decreases: If your income decreases, it is your responsibility to request a rent re-determination. You must provide the updated income. Decreases in rent will be effective the first of the following month as long as verification is received.

All income must be reported; including, but not limited to, pensions, social security, annuities, spousal/child support payments, wages, self-employment income, veteran’s benefits, 401K/IRA income, TAFDC/EAEDC, etc.

Air Conditioners

(Excluding Doggett Circle and O’Neil Drive)

You must provide, maintain and install your own window air conditioner. All air conditioning units must be installed securely and must not allow any weather into the apartment. The Dedham Housing Authority is not liable for installation, maintenance, repair, replacement or disposal of air conditioner units. The disposal of air conditioner units is the responsibility of the tenant.

Air conditioners can be installed on April 15th and must be removed by October 15th annually, except for reasonable accommodations.

A/C Policy

Alterations

Alterations to Housing Authority property are strictly prohibited. Any alteration done in a unit without the permission of the Housing Authority will be removed/repaired at the tenant’s expense. Alterations include, but are not limited to: ceiling fans, paint, light fixtures, or additional locks.

Appliances

Stoves are supplied by the Housing Authority. It is the resident’s responsibility to keep the appliances clean. Dried or baked-on grease is difficult to remove and is a fire hazard. It is best to clean the top and sides of your stove after each use. No other large appliances are allowed such as freezers, dishwashers, etc.

Due to the budget restrictions, the Housing Authority no longer provides refrigerators to tenants at O’Neil Dr, Doggett Circle and Parkway Court. Existing refrigerators will remain in place. If the refrigerator breaks, the tenant will be responsible for its replacement. Dedham Housing Authority Maintenance Staff will dispose of any Dedham Housing Authority owned refrigerators. In all family units, the tenant must provide their own refrigerator.

Cable Television

All apartments are wired for cable television. If you want cable TV, you must pay for all costs of installation and removal and contact the cable company. Any additional cable work to your apartment must be approved by the maintenance supervisor and performed by the cable company personnel.

Satellite dish installation must be made in writing to the Dedham Housing Authority (please see Satellite dish policy).

Satellite Dish Policy

Common Areas

Residents are not allowed to obstruct any common area or parking area including walkways, stairs, porches, hallways, and entranceways. Yard furniture must be kept to a minimum. Residents must keep outside furniture adjacent to their apartment. All yard furniture must be stored away at the end of the season and cannot interfere with the mowing of the grass. The grounds around each building are the property of the DHA. Residents are allowed to plant annual flowers in the areas directly around their apartments.

Trash

You are responsible for properly disposing of all trash and debris daily. Large items like mattresses, furniture, etc., cannot be put into the dumpsters. You must call Boston Carting at 1-800-338-3867 to schedule a pickup. You are not permitted to put these bulk items outside until the day of your scheduled pickup. If you fail to comply, you will be charged for the cost of removal, which is more than the fee for Boston Carting.

Dumpsters are located in each elderly development. For the family developments, you are provided with a trash bin and recycling bin and Boston Carting picks up. If you need a replacement of a broken trash or recycling bin, you must call DPW at 781-751-9350

Call DPW

Stairways, Hallways and Corridors

Your apartment and adjacent common areas, such as stairways, corridors, halls and yards, must be kept clean and free of personal items/clutter. Common areas and stairs cannot be used for storage. Also, do not block electric panels or any mechanical system in your unit or closets, as full access is required at all times.

Damages

When damages occur to your apartment, its fixtures or appliances, beyond normal wear and tear, you are required to pay for the damage. The cost of repairs due to damage will be determined according to materials needed and labor costs involved.

Some examples include: Broken doors, window glass, defaced cabinetry or countertops, cracked toilets, sinks, tubs, water damage, etc.

Emergency Call System (Elderly Developments Only)

Dedham Housing Authority has an emergency call system. This is a pull cord system. Pull cords are located in the kitchen, bedroom and bathroom. Cords should not be tied up and screen doors must remain unlocked to allow for emergency entry. In an emergency, when these cords are pulled, an alarm sounds and the front door of the apartment automatically unlocks. Whenever an alarm sounds it is a “neighbor helping neighbor” situation and it is hoped that you will gladly respond to these alarms by calling 911.

Exits

All units have two exits. Both exits must be clear of any obstructions at all times for use in case of an emergency. Do not block exits with furniture, trash or anything else that may prevent you from exiting in the event of an emergency. Do not store anything in stairwells or walkways leading to these exits.

Security

Security is a growing concern in all communities. Please help us by being an active member of the community and reporting to the police or the office any activities that are unusual or might be a cause for concern. Solicitors are not allowed at the Dedham Housing Authority developments without written approval from the office. If a solicitor comes to your door, ask for the written approval from the office. If they cannot show some and if they persist --CALL THE POLICE.

Fire Protection

Smoke Detectors/Carbon Monoxide Detectors: Tenants are responsible to keep all smoke detectors and carbon monoxide detectors in the leased premises unobstructed at all times, not to tamper with or render inoperable any smoke/carbon monoxide detectors, heat detector, sprinkler, or any part of a fire detection or fire prevention system on DHA’s property; and to notify the DHA immediately of the malfunction or in operability of any smoke/carbon monoxide detector in the leased premises.

Disability of any smoke/carbon monoxide detector will result in a fine of $50.00 for the first offense. (The Dedham Fire Department allows a fine of $500.00.) Any subsequent offense thereafter will result in eviction.

Light Bulbs

Tenants must replace their own light bulbs and leave them in every light fixture when moving. If the housing authority has to supply the tenant with a light bulb, the tenant will be charged for the bulb. Please report any burned out bulbs in the hallways or outside the buildings. Hallway light bulbs at the Veterans Road development are not easily obtainable; therefore, maintenance does supply these.

Windows

Your apartment has new shades installed at the time of your occupancy. It is the tenant’s responsibility to replace shades due to age or wear and tear. If you are installing a different type of window treatment (mini blinds, etc) please notify the maintenance office to arrange a time to return your shades.

It is the tenant’s reasonability to wash the inside/outside of all windows

Heat

The thermostat dial regulates the amount of heat you receive. The maintenance men will assist you in setting the thermostat to provide enough heat to keep your apartment at a comfortable level. You are all aware of the high cost of energy. Please conserve. Keep your thermostat down when not at home or before retiring for the night. To prevent any possible fire hazards, utility rooms should not be cluttered. Do not store combustible materials near the furnace or hot water heater as they have flames, which could ignite such material

Plumbing

All plumbing repairs such as clogged fixtures, running toilets and leaking faucets/pipes should be reported to the maintenance office properly. Never attempt to repair plumbing yourself. Please be advised that tenants will be charged for any plumbing problems caused by the tenant.

Call Maintenance

Water

Due to excessive water bills, the DHA must ban outside water use. Hoses are not allowed on DHA property.

Inspections

The Dedham Housing Authority is required to make yearly inspections of all units. You will be notified 48 hours in advance of these inspections. These inspections are to evaluate any unnoticed or unreported maintenance problems and any serious housekeeping situations that could lead to future maintenance issues. We must also view and test safety equipment on a yearly basis. You do not have to be home for the inspection. Please do not wait for these yearly inspections to report any maintenance problems. If the authority feels that an apartment needs to be inspected on a more frequent basis, we will do so upon notification of the tenant.

In the case of an emergency, staff is authorized to enter your apartment with no notice. Maintenance must be able to enter your unit at any time. You cannot install additional locks.

Insurance

The Dedham Housing Authority is not responsible for loss or damage to your furnishings or personal property because of fire, smoke, wind, water damage, or theft. The Housing Authority strongly recommends that residents purchase renters’ insurance to protect themselves from personal property losses.

Keys

Each tenant will be given one key to their apartment, which opens the front and back door. Duplicates may be made to give to family or a friend in case of lock-out or emergency. Please be cautious to whom you give a key to. There is a charge to the tenant for the replacing of lost keys or changing locks. A mailbox key is also given when you sign the lease. Please take special care of this key as it is very difficult to duplicate. Please note, only some units need a mailbox key.

All locks are changed between tenancies.

Parking

There are limited parking accommodations for vehicles. You must provide your car registration to receive a parking sticker that must be displayed on your vehicle. All vehicles must be properly registered to you, insured and inspected. Any abandoned motor vehicle will be towed at the owners’ expense. There is absolutely no parking in the fire lanes. For O’Neil Dr., Doggett Circle and Parkway Court, there is not assigned parking unless issued as a reasonable accommodation. For Parker Staples Rd and Veterans Rd, you have one assigned parking spot.

The Authority is not responsible for vandalism, theft or damage to tenant or visitor vehicles.

Visitors

Tenants are responsible for the actions of their guests at all times. A guest is a person who has permission of the resident to be on the premises. Residents cannot have overnight guests on the premises for more than a TOTAL of 21 days in any 12-month period. If you allow guest to remain in your apartment for more than 21 days without management approval, you are in violation of the terms of your lease.

Pest Control

Insects and other pests can invade even the cleanest apartments through no fault of the resident. If you see any signs of pest activity, you have a responsibility under your lease agreement to contact the office immediately. The Housing Authority has professional contractors available to perform pest control. Please do not treat the problem yourself.

Pets

The Dedham Housing Authority has a NO PET POLICY per EOHLC lease. Therefore, no tenant will be allowed to have any kind of pet except for fish in a tank or a bird in a cage. A service animal may be allowed for a person with disabilities upon request. You must contact the office requesting the forms for a reasonable accommodation. Any tenant found to have a pet that is not in accordance with this policy would be found in direct violation of their lease. A violation of this kind could result in eviction.

Residents are not allowed to feed animals. Throwing out bread or other food on the ground attracts rodents, coyotes, raccoons, cats, pigeons, and other wild animals. The animals carry disease and can be a nuisance.

Snow Removal

Unless it’s an emergency, please do not try to move your vehicle while the snow removal process is in effect. The maintenance department will remove the snow as quick as possible, and then you may attend to your vehicles. Please do not park, or leave your vehicle idling in front of your apartment. Vehicles must be parked in the parking areas only. If you have friends or family members picking you up during snow removal, please ask them not to park in front of your apartments. Please be advised there is no overnight parking along the street. Any vehicle that interferes with the snow removal process will be towed at the owner’s expense. Except for O’Neil Drive, Doggett Circle and Parkway Court, residents must shovel their stairs, walkways and parking spots. The town will plow Veterans Road and Parker Staples Road. The Dedham HA does not shovel or plow the family developments.

Transfers

A transfer can be requested in the case of a severe medical issue or for a change in household size. You must obtain a transfer application at the office and you will be required to provide additional documentation supporting your transfer request. In order for your request to be considered, you must be a tenant in good standing and all monies owed to the Housing Authority must be paid in full.

Apartment Size

The apartment size in which you are renting is to house ONLY those persons in your household. If you have a change in your household, you must request in writing to add that person to your lease. If you fail to report this information, it is in violation of your lease and is cause for eviction

Vacant Apartment

Your apartment is not allowed to be left vacant for more than three months out of a calendar year or it can be considered abandoned. It is requested that you notify management if you are going to be away on an extended vacation (longer than a month), in the hospital or nursing home for an extended period. The rent must be paid promptly during this vacant time.

Your lease states the conditions under which you or the Housing Authority may terminate your occupancy agreement. You must give us 30 days written notice if you plan to vacate. We expect that you will leave the unit in the same condition in which you found it. The replacement of items damaged during your tenancy by other than normal wear and tear will be charged to you.