Group Home Guide for Operators

for Operators

Group Home Guide

BCH_GM_operators cover_apr20 5/4/04 4:41 PM Page 1

CHAPTER 1 ~ INTRODUCTION 3

What’s in this guide? 3

Frequently asked questions 3

CHAPTER 2 ~ PRHC GROUP HOME PARTNERSHIP MODEL 6

Each Partner’s Role 6

Provincial Rental Housing Corporation 6

BC Housing 6

Sponsor 6

Operator 7

Canada Mortgage and Housing Corporation 7

PRHC Partnership Model 8

CHAPTER 3 ~ PRHC OPERATOR AGREEMENT 9

Creating the POA 9

POA Plain Language Summary 9

Schedule A 13

Schedule B 14

Schedule C 14

CHAPTER 4 ~ MAINTENANCE 15

Operator Responsibilities 15

Maintenance 15

Security 17

Sponsor Costs 17

Property Portfolio Manager Responsibilities 18

Inspections and Maintenance Planning 18

Fire and Safety Equipment 18

Heating/Ventilation 18

Emergency Maintenance 19

Group Home Guide for Operators

TABLE OF CONTENTS

T ABLE OF CONTENTS

CHAPTER 5 ~ INSPECTIONS 20

Annual Inspections 20

Move-In Inspections 21

Move-Out Inspections 21

Health Inspections and Licensing 22

CHAPTER 6 ~ RECORDS MANAGEMENT 23

Financial Records 23

Revenue and Expense Categories 23

Sample Journal of Revenues and Expenses 25

Bookkeeping Procedures 26

Annual Reporting 27

Administrative Records 27

Maintenance Records 27

Warranties 27

Floor Plan 28

Fire Escape Plan 28

GLOSSARY 29

APPENDIX 31

Sample PRHC Operator Agreement 32

Sample Schedule A 40

Sample Schedule B 41

Sample Schedule C 43

Sample Preventative Maintenance Schedule 44

Sample Group Home Inspection Form 45

Sample Journal of Revenues and Expenses 47

Sample Statement of Shelter Operations 48

CONTACT INFORMATION 49

Group Home Guide for Operators

T ABLE OF CONTENTS

Group homes provide housing and services for clients who need supportive care,

such as people with physical and mental challenges or mental illness. Our staff at

BC Housing administer group homes owned by the Provincial Rental Housing

Corporation (PRHC), while health authorities or various provincial government min-

istries fund support services.

This Group Home Guide for Operators explains how the PRHC group home model works,

and outlines the responsibilities of PRHC group home operators who provide pro-

grams and services for residents and handle minor maintenance in the home.

WHAT’S IN THIS GUIDE?

In this first chapter, we list the most Frequently Asked Questions about PRHC group

homes, with answers, for quick reference.

In chapter two, we outline the PRHC group home model and the role of each part-

ner including the Provincial Rental Housing Corporation (PRHC), BC Housing, the

group home operator, the sponsor, and Canada Mortgage and Housing Corporation

(CMHC).

Chapter three explains the PRHC Operator Agreement, the legal contract governing

the relationship between operators, BC Housing, and sponsors.

Chapter four describes the operator’s responsibilities for maintaining the group home,

the role of BC Housing’s Property Portfolio Managers, and how to handle emergency

maintenance.

Different types of group home inspections, including annual, move-in, move-out,

and licensing inspections are discussed in chapter five.

In chapter six, we explain the records an operator needs to keep, and financial report-

ing requirements for the funding BC Housing provides.

Refer to the Glossary beginning on page 29 for a definition of any unfamiliar terms.

FREQUENTLY ASKED QUESTIONS

What are group homes?

Agroup home is a residence, generally a house, for people who share a need for sup-

portive care, such as adults or children with physical or mental challenges, people

with mental illness, and youth, infants, men or women in need of transitional

housing.

Who selects group home clients?

Group home sponsors select residents who fit the special needs or disabilities of the

client group living in a particular home.

Group Home Guide for Operators

CHAPTER

INTRODUCTION

INTRODUCTION • CHAPTER 0NE

Group Home Guide for Operators

INTRODUCTION • CHAPTER 0NE

Who are the partners?

The partners for PRHC group homes include the Provincial Rental Housing

Corporation (PRHC), group home sponsors, group home operators, BC Housing,

and Canada Mortgage and Housing Corporation (CMHC).

What is a group home sponsor?

Under the PRHC group home model, a sponsor is the provincial ministry or health

authority that signs contracts with BC Housing and the group home operator to fund

and run PRHC group homes. Provincial government sponsors include ministries respon-

sible for social services and the health and welfare of individuals and families. Sponsors

sign a contract with the operator to fund care and support services for group home

clients.

What is the Provincial Rental Housing Corporation?

The Provincial Rental Housing Corporation (PRHC) was set up to own land and build-

ings for social housing on behalf of the provincial government. PRHC owns the property

and group homes administered by BC Housing.

What is BC Housing?

BC Housing is the provincial government agency that develops, manages and

administers a range of subsidized housing options across the province, in partner-

ship with non-profit housing providers, the private sector, other levels of government,

health authorities and community agencies.

BC Housing provides financial, administrative and property management servic-

es for group homes owned by PRHC. We act as the agent for PRHC, administering

the acquisition and disposition of PRHC properties.

BC Housing provides housing subsidies for more than 56,300 low to moderate income

families, seniors, and people with disabilities, and administers 33,400 units of

social housing managed by non-profit societies and co-operatives.

Who is the Property Portfolio Manager?

BC Housing’s Property Portfolio Managers (PPMs) are the operators’ first point of

contact with BC Housing, and are located in one of six offices around the province.

PPMs provide group home operators with operations assistance, conduct building

inspections, and use this information to plan for upgrading and maintenance.

PPMs inspect PRHC group homes at least annually, determine the yearly operating

budget, and arrange for any major shelter repairs to be completed.

Who is the PRHC operator?

PRHC operators are non-profit societies or private entrepreneurs who provide

programs and services for PRHC group home residents, under contract with a spon-

sor. Operators also handle day-to-day group home maintenance, under the PRHC

Operator Agreement with BC Housing. Operators are sometimes also referred to as

service providers or caregivers.

What is a PRHC Operator Agreement?

The PRHC Operator Agreement (POA) is the legal contract between BC Housing and

the operator. The sponsor also has an agreement with the operator for client

services, which forms part of the POA. The agreement with BC Housing assigns respon-

sibility for regular group home maintenance to the operator.

What are the operator’s responsibilities?

Under the POAwith BC Housing, the operator is responsible for looking after minor

maintenance and grounds upkeep at the group home. The POA contains a Schedule

B which details these responsibilities (see page 41). In addition, the contract with the

sponsor defines the operator’s responsibility for delivering client programs, services

and care.

How are group homes funded?

The group home sponsor, BC Housing and CMHC all contribute funding for PRHC

group homes. Sponsors fund all program and care costs, and some or all shelter-

related costs, depending on the housing program in place when the group home was

developed. CMHC and BC Housing (on behalf of the provincial ministry responsible

for housing) fund shelter-related costs.

What do shelter costs include?

Shelter includes shared or private residential space used for living, sleeping, eating,

food preparation, sanitary facilities, and amenity space approved by BC Housing

that may be shared with other occupants. Client care and program costs are not

included as shelter expenses.

Who pays the utilities?

BC Housing pays for utilities including natural gas, oil or propane, electricity,

water and sewer, and regular garbage pick up. The operator is responsible for

cable and telephone costs at the group home.

Group Home Guide for Operators

INTRODUCTION • CHAPTER 0NE

Group Home Guide for Operators

PRHC GROUP HOME PARTNERSHIP MODEL

PRHC GROUP HOME PARTNERSHIP MODEL • CHAPTER TWO

With the PRHC group home model, BC Housing acts as the agent for the Provincial

Rental Housing Corporation (PRHC), working with sponsors and operators to

ensure well maintained group homes are available for special needs residents in British

Columbia.

EACH PARTNER’S ROLE

Provincial Rental Housing Corporation

The Provincial Rental Housing Corporation (PRHC) was established as a holding

company to acquire and dispose of land for social housing, including group homes,

and is directed by a Board of BC Housing’s senior managers. PRHC owns the

group homes described in this guide, which are administered by our BC Housing

staff.

BC Housing

BC Housing is the provincial government agency responsible for social housing pro-

grams in B.C. We develop, manage and administer a range of subsidized housing

across the province.

BC Housing acts as the agent for PRHC, providing administration and property man-

agement services for PRHC group homes. We sign a contract, called the PRHC Operator

Agreement, with group home operators (see page 9 for details). Under this contract,

we give operators a monthly maintenance fee for routine group home mainte-

nance and administration, called operator assistance. We also provide subsidies to

cover shelter-related costs for group homes developed under federal and provin-

cial housing programs.

BC Housing prepares an annual operating budget for each group home, which is

submitted to the group home sponsor before fiscal year end. We then coordinate fund-

ing to cover shelter costs from the provincial ministry responsible for housing, Canada

Mortgage and Housing Corporation (CMHC) and the sponsor, and make the pay-

ments for all shelter-related operating costs, including the mortgage, property

taxes and utilities.

Sponsor

PRHC group home sponsors include health authorities and provincial govern-

ment ministries responsible for social services and the health and welfare of

individuals and families.

Sponsors sign a contract with BC Housing to use a group home for a particular group

of clients, and with an operator to provide support services.

CHAPTER

The sponsor contracts with the operator to provide care and programs for group home

clients, and provides the funding for these services. The sponsor is also responsible

for providing BC Housing with funding for a portion of shelter-related operating

costs for each group home, as well as renovations and repairs that are not eligible

for federal/provincial subsidy.

Operator

Operators are non-profit societies or private entrepreneurs who provide programs

and services for residents of PRHC group homes, such as residential care, supervision,

life skills development and rehabilitation.

Operators sign a contract with the sponsor to provide care for a variety of group home

clients including infants, youth, people with developmental or physical disabilities

or mental illness, and people in transition.

In addition, operators are responsible for handling routine building and grounds main-

tenance, under the terms of the PRHC Operator Agreement. Operators are sometimes

called service providers or caregivers.

Canada Mortgage and Housing Corporation

CMHC is the federal government housing agency and provides subsidies for

group homes and other housing developed under federal and federal/provincial

housing programs.

Group Home Guide for Operators

PRHC GROUP HOME PARTNERSHIP MODEL • CHAPTER TWO

PRHC PARTNERSHIP MODEL

The following diagram illustrates the relationships among group home partners.

Group Home Guide for Operators

PRHC GROUP HOME PARTNERSHIP MODEL • CHAPTER TWO

PRHC OPERATOR

Uses funding from partners to:

Provide programs and services for group

home residents under the terms of the

contract with the sponsor

Provide and pay for day-to-day group

home maintenance under the terms of

the contract with BC Housing

CANADA MORTGAGE AND

HOUSING CORPORATION

Contributes the federal share of shelter subsidies

to BC Housing

BC HOUSING

(Agent of PRHC)

Pays Operating Assistance to the PRHC operator for

day-to-day group home maintenance

Pays invoices for the mortgage, taxes, utilities, repairs

and maintenance beyond the scope of

the PRHC Operator Agreement

Pays invoices for major repairs and replacements

SPONSOR

Pays the tenant rent contribution on behalf

of residents in RGI group homes

Pays the sponsor share of group home

operating costs to BC Housing

Provides funding to the operator for

programs and services for residents in

PRHC group homes

PROVINCIAL MINISTRY

RESPONSIBLE FOR HOUSING

Contributes provincial share of shelter

subsidies to BC Housing

The PRHC Operator Agreement (POA) is the contract between BC Housing and the

group home operator, and defines the roles and responsibilities of each party.

Sponsors also sign a contract with group home operators, which becomes part of the

POA.

The POAassigns responsibility for routine group home maintenance to the opera-

tor. BC Housing pays a monthly fee called operating assistance to cover the cost of

maintenance, repairs and supplies.

The agreement does not create a landlord-tenant relationship between BC Housing

and the operator. As a contractor, the operator has the use of the group home for the

term of the agreement, but does not have rights of tenancy.

CREATING THE POA

Sponsors select an operator for each group home based on the operator’s experience

and track record with a particular client group. The evaluation process may involve

a competitive Request for Proposals. (BC Housing is not involved in the selection process

for group home operators.)

APRHC Operator Agreement is created for each group home. First, the sponsor noti-

fies BC Housing of a new group home operator, and signs a contract with the

operator. The operator sends a copy of this contract with the sponsor to BC

Housing’s group home staff.

Then staff at BC Housing create a PRHC Operator Agreement for the group home, and

send the agreement to the operator to sign. After signing the agreement, the oper-

ator returns the POAto BC Housing for signature. When BC Housing signatures are

added, we start sending monthly payments to the operator.

The sponsor’s contract with the operator becomes Schedule A of the POA. (See page

13 for more on Schedule A.)

POA PLAIN LANGUAGE SUMMARY

This section provides a plain language explanation of the PRHC Operator Agreement.

Asample agreement is included in the appendix beginning on page 32. Please refer

to the contract in the appendix for the specific wording and requirements.

The first page of the POA includes the:

• Effective date of the agreement

• Parties to the agreement (BC Housing and the operator)

• Address of the group home

• Size of the home

Group Home Guide for Operators

CHAPTER

PRHC OPERATOR AGREEMENT

PRHC OPERATOR AGREEMENT • CHAPTER THREE

Section 1: Definitions

Terms used in the POA are defined in this section.

Section 2: Authority

This section says that any agreement or contract the operator enters into for the prop-

erty must be in the operator’s name, not on behalf of BC Housing or PRHC. For example,

the operator can sign a contract for power washing or regular equipment servicing,

but BC Housing or PRHC must not be named in the contract, which would create

a fraudulent contractual obligation for BC Housing or PRHC.

Section 3: Limitations and restrictions

This section of the POA restricts the operator from:

• Placing a lien or other charge against the title to the property.

• Signing a lease, other than a tenancy agreement with clients selected by the

sponsor, or subletting the home.

• Initiating any major construction or improvement projects to the property with-

out BC Housing’s approval.

• Signing a contract that gives the operator liability for a period longer than the term

of the POA, such as a five-year maintenance contract, when the term of the POA

is one year.

Section 4: Ownership of information and materials

Under the POA, operators are required to keep all information related to their involve-

ment with BC Housing confidential. At the end of the agreement, operators turn over

any records connected to the shelter operations, including drawings, plans, books,

contracts, and agreements, to BC Housing.

Section 5: Rental

The group home can only be used to house people with special needs, and the num-

ber of clients cannot exceed the maximum capacity of the home, approved by the

sponsor and BC Housing. Exceptions require written approval from BC Housing.

Section 6: Discrimination

Discrimination is prohibited by law, and operators must comply with federal and

provincial law regarding human rights.

Let BC Housing know in writing if you want to place conditions or restrictions on

occupancy, or have been instructed to do so by a sponsor.

Group Home Guide for Operators

PRHC OPERATOR AGREEMENT • CHAPTER THREE

Section 7: Tenancy agreements

Any written tenancy agreements with clients must meet the terms of the provincial

Residential Tenancy Act.

Section 8: Management

This section defines management expectations for group home operators:

• Operators are expected to manage group homes in compliance with health and

safety standards, and perform regular maintenance outlined in Schedule B of the

POAand any other work mutually agreed to by BC Housing and the operator. For

example, you may handle a major repair at the group home with BC Housing over-

seeing the project, approving the plans and budget, and inspecting the final

work.

• Please notify BC Housing of any structural problems, but do not make any major

repairs without our prior approval. In most cases, we administer contracts for large

repair jobs. We are responsible for ensuring all renovations comply with munic-

ipal and regional zoning requirements and electrical, plumbing and safety codes.

Consequently, we only permit operators with expertise in repair management to

handle a major repair project. BC Housing approval is required for all phases, from

design to final inspection.

• Obtain written bids and keep records for any contracts exceeding $1,500 related

to the shelter component of the project. Also keep records of quotations for

repairs under $1,500.

• Operators cannot sign a contract that relieves you of responsibility for adminis-

tering the shelter component of the group home, without BC Housing approval.

However, this section does not rule out individual service contracts such as land-

scaping.

Under the POA, BC Housing has the right to inspect the group home. If we find that

a group home is not being maintained according to the terms of the POA, we will

direct you to complete the maintenance work needed to bring the home to an

acceptable standard, or we have the option to cancel the POA.

Section 9: Books, accounts, credit and statistics

You will need to provide BC Housing with an annual statement of income and expen-

ditures for the group home’s shelter operation. This statement does not have to be

audited. Make all documents, books, records, and accounts related to the shelter main-

tenance available to BC Housing, if requested.

Group Home Guide for Operators

PRHC OPERATOR AGREEMENT • CHAPTER THREE

Section 10: Vacancies

Sponsors are responsible for placing clients in their group homes, in partnership with

operators. BC Housing does not refer clients to group homes or track the move-in

and move-out of individual clients. However, permanent increases or decreases in

the number of clients must be reported to BC Housing, because they affect the spon-

sor’s contribution to operating costs.

To report permanent changes in the number of PRHC group home clients, contact

our Group Home Assistants at 604-433-1711.

Section 11: Insurance

PRHC group homes are self-insured by BC Housing, under provincial guidelines.

This insurance covers fire, theft, earthquake and other damages to the property.

Insurance costs for liability and contents insurance are the operator’s responsibil-

ity. Carry liability insurance protecting you, as operator, BC Housing and PRHC, and

contents insurance for furniture and personal property.

Section 12: Payments to offices or directors of the operator

When the operator is a non-profit society, no payments can be made to a director,

or a corporation or person directly associated with a director, without BC Housing’s

approval. However, you can pay reasonable expenses incurred by a director.

Section 13: Default

There are a number of instances where the operator may be in default and BC Housing

can opt to terminate the agreement, such as failure to carry out any of the terms of

the POA, operator bankruptcy, or termination of the operator’s agreement with the

sponsor.

Section 14: Liability

This section of the POAsays the operator will not hold the provincial government,

PRHC, or BC Housing responsible for any claims or judgements against the proj-

ect due to the operator’s management.

Section 15: Operating assistance

BC Housing pays a monthly fee to the operator for maintenance work, according

to a fee schedule detailed in Schedule C of the POA(see page 43 in the appendix). We

can change the fee when the POAis renewed annually, or by mutual agreement with

the operator at any time.

Group Home Guide for Operators

PRHC OPERATOR AGREEMENT • CHAPTER THREE

Section 16: Mortgage, taxes, modernization and improvement

BC Housing pays directly for the mortgage, taxes and utilities. We also replace items

such as the refrigerator, stove, washer, dryer, furnace, hot water tank, floor cover-

ings, drapes, fencing and exterior paint, as necessary. And we coordinate modernization

and improvement projects, which include replacing and repairing major structur-

al components of a building. However, items that need to be replaced due to abuse

by the operator or a tenant are the operator’s responsibility.

Section 17: Retention of documents

Keep all business records pertaining to the POA and the shelter operations for seven

years.

Section 18: Termination

The POAexpires on March 31st of each calendar year and is automatically renewed

for another year unless either party gives notice before March 1st.

Section 19: Parties to this agreement

The agreement applies to the parties that signed it and any of their successors or assignees.

Section 20: Severability

If one part of the agreement is not enforceable under the law, the rest of the agree-

ment is still considered valid.

SCHEDULE A

Schedule A of the POAis the contract or letter of agreement between the sponsor and

the operator. This contract sets out the services and programs the operator provides

for group home clients, such as residential care, supervision, life skills development,

rehabilitation therapy, and community programs. The contract should be signed by

both parties and include the:

• Names of the parties

• Effective date of the contract

• Group home address

• Number of clients

A sample introduction from Schedule A is included on page 40 of the appendix.

Group Home Guide for Operators

PRHC OPERATOR AGREEMENT • CHAPTER THREE

SCHEDULE B

Schedule B is a detailed list of the operator’s day-to-day maintenance responsibili-

ties for:

• Exterior landscaping, grounds and home maintenance

• Interior cleaning, maintenance, fire and safety responsibilities and pest control

BC Housing’s Property Portfolio Mangers use this list during the annual group home

inspection to assess the condition of the home. See chapter four for more informa-

tion on operators’ group home maintenance responsibilities.

A copy of Schedule B is included on page 41 in the appendix.

SCHEDULE C

Schedule C sets out the monthly fees we pay the operator for the building and

grounds maintenance work listed in Schedule B and for administration costs.

A copy of Schedule C is included in the appendix on page 43.

Group Home Guide for Operators

PRHC OPERATOR AGREEMENT • CHAPTER THREE

With the PRHC group home model, operators are responsible for routine group home

maintenance. BC Housing sends a monthly fee so the operator can handle this work

independent of the Property Portfolio Manager (PPM).

OPERATOR RESPONSIBILITIES

Maintenance

Schedule B of the PRHC Operator Agreement is a guide to typical maintenance items,

but you may have other items to look after at the home that are not listed. This sched-

ule provides a basic description of the maintenance and repair work expected of the

operator under the terms of the POA. The list is not all-inclusive and can include other

work of a similar nature. The operator is responsible for providing all cleaning

supplies, materials, tools and equipment needed to perform these responsibilities.

Schedule B lists:

Exterior Maintenance

Landscape maintenance

• Keep yard and garden clean, neat and free of garbage, weeds and leaves.

• Cut grass regularly. (Grass should have an even appearance and not exceed two

inches in length, and weeds and moss should be removed.)

• Trim and prune shrubs and trees at least annually.

• Remove all grass cuttings, trimmings, leaves, etc. from the property.

• Water all planted areas as needed.

Driveways and walkways

• Keep driveways and walkways clean and neat; repair minor potholes or sinks.

• Remove snow as required.

Home

• Keep gutters and down pipes free running and clean of leaves and other debris.

• Replace or repair down pipes as required.

• Make minor repairs to the exterior of house (siding, stucco, doors, etc.).

• Keep house exterior clean, wash windows regularly, do touch-up painting as required.

• Replace broken windows.

Group Home Guide for Operators

CHAPTER

MAINTENANCE

MAINTENANCE • CHAPTER FOUR

Interior Maintenance

• Keep interior of home clean and in good repair.

Walls/ceilings

• Repair and paint holes in gyproc/plaster, etc. as they occur.

• Paint individual rooms as needed to maintain neat, clean appearance.

Floors

• Shampoo the carpet at least annually.

Plumbing

• Remove blockages in toilets and drains.

• Change washers as necessary.

• Keep faucets in good repair.

• If there is a septic tank, ensure field is kept free running, maintain pump, and empty

tank if necessary.

Furnace

• Change or clean filters regularly and oil motor, as needed or annually.

• Keep ventilation ducts clear.

Appliances

• Keep appliances clean and in good repair.

• Defrost refrigerators as required.

Fire and Safety

• Vacuum smoke detectors regularly and, if necessary, replace batteries.

• Keep fire extinguishers fully pressurized and replace as necessary.

• Keep sprinkler heads free of obstruction and replace as needed.

• Do not store items that could create a hazard within the home. For example, store

flammable liquids such as paint thinner, solvents, or gasoline outside in a venti-

lated area, not in a basement or storage locker.

• Keep areas around the furnace and hot water tank clean and free of hazards.

Furnishings and Fixtures

• Keep all furnishings and fixtures supplied by BC Housing, such as drapes, blinds,

chandeliers, etc., clean and in good repair.

Group Home Guide for Operators

MAINTENANCE • CHAPTER FOUR

Pest Control

• Perform basic interior and exterior pest control as required.

The monthly payment we send you should cover minor shelter-related maintenance

and grounds costs that occur with normal wear and tear in a group home. You may

decide to hire a contractor for tasks such as gutter cleaning, power washing, prun-

ing, grass cutting, or snow removal. Your PPM can recommend contractors to

perform repairs up to $150. If you have major repairs or items that cost more than

$150, we recommend you contact your PPM for assistance.

Canada Mortgage and Housing Corporation (CMHC) has produced a Homeowner’s

Manual, which is available online at www.cmhc.ca, or by calling 1-800-668-2642. The

manual contains a warranty reminder and maintenance calendar.

Security

Security and key maintenance are also the operator’s responsibility. Ensure doors

are kept locked. We recommend you keep one master key that opens everything in

the home, and clearly label all keys. If possible, keep keys in a central location such

as the electrical panel, so they do not get misplaced or stolen. These keys are

returned to BC Housing when an operator vacates the group home.

Sponsor Costs

The cost of cleaning the home is considered care-related, and is funded by the spon-

sor, not through the monthly maintenance fee we provide.

BC Housing does not pay for client damage beyond normal wear and tear. If client

behaviours cause excessive damage or maintenance needs, such as frequent carpet

cleaning, damaged walls, broken windows or damage to fire detectors, you need to

contact the sponsor for additional funding. In some cases, BC Housing will arrange

the repairs and bill the sponsor.

Depending on the type of clients, some group homes may have originally been equipped

with special bathing facilities such as a Dolphin Tub or lift devices. Since this type

of equipment is care-related, the sponsor pays for maintaining and replacing the equip-

ment, and the operator arranges servicing. This specialized equipment may need

to be serviced more often than annually. Should the equipment need replacing, dis-

cuss the options with your sponsor. The sponsor may have expertise in this area, or

may wish to review the clients’ suitability for the equipment.

Group Home Guide for Operators

MAINTENANCE • CHAPTER FOUR

PROPERTY PORTFOLIO MANAGER RESPONSIBILITIES

BC Housing’s Property Portfolio Managers provide property management services

for group homes through six offices located throughout the province.

Inspections and Maintenance Planning

Please contact your PPM about any major repair or maintenance projects that are

not covered in Schedule B. The Property Portfolio Manager is responsible for plan-

ning and overseeing major group home repairs and renovations such as upgrades,

flooring, common area painting, modifications to increase the capacity of the home,

and appliance replacement.

PRHC group homes have different funding arrangements, depending on the housing

program. As a result, major repairs need to be planned in advance to ensure funding

is in place when the repairs are needed. PPMs inspect group homes annually to

develop a plan for prioritizing and funding major repairs.

During the yearly inspection, the PPM will assess the condition of the interior and

exterior of the home and grounds to ensure the operator’s maintenance responsi-

bilities are being fulfilled. If necessary, the PPM will develop a preventative

maintenance schedule with the operator that lists maintenance items, the frequency

of maintenance work, the person responsible, and the completion date. (See page

44 of the appendix for a typical group home maintenance schedule.) Depending on

the size of the yard and the operator’s capability, the PPM may decide to arrange

a contract for grounds maintenance. If necessary, the PPM will arrange additional

garbage pick up.

Also contact your PPM if an appliance under warranty requires repair, as the item

could be defective. An authorized contractor must perform the repair, because the

warranty may be void if an unauthorized repair company does the work.

Fire and Safety Equipment

Once a year, the PPM arranges for all fire and safety equipment in the home to be

inspected. Every three years, BC Housing staff put out a tender for fire equipment

servicing in all PRHC group homes in the Lower Mainland to obtain a reasonable

price for the annual inspections. If you have any questions about the tendering process,

contact our Program Operations staff at 604-433-1711.

Heating/Ventilation

The PPM also arranges the annual inspection of all heating and ventilation systems

because some systems are complex and costly to repair if not serviced properly.

Group Home Guide for Operators

MAINTENANCE • CHAPTER FOUR

The operator is responsible for ensuring the filters are cleaned and/or changed reg-

ularly during the year. If you encounter a problem with the heating/ventilation system,

contact your PPM to arrange servicing. If a problem occurs outside of regular

office hours, contact one of our approved heating/ventilation contractors directly.

Your PPM can provide a list of approved contractors. Then report the situation to

the PPM during office hours.

EMERGENCY MAINTENANCE

If an emergency occurs on the weekend or after hours, you can contact one of the

contractors approved by your PPM. For example, if your furnace isn’t working prop-

erly and you don’t have any heat, you can call one of our approved contractors directly,

or contact a local heating contractor who does quality work at a reasonable price.

Then call the PPM on the next business day to report the problem. In the event of

a flood or other serious maintenance emergency, call BC Housing’s local emergency

after-hours number for your area to get in touch with the PPM:

Lower Mainland East: 604-682-4852

Lower Mainland West: 604-667-9970

Victoria: 250-213-8798

Penticton: 250-493-0301

1-800-834-7149

Prince George: 250-562-9251

Group Home Guide for Operators

MAINTENANCE • CHAPTER FOUR

Each year, PPMs inspect PRHC group homes to:

• Ensure the longevity and quality of the home.

• Uphold health and safety standards.

• Plan for future maintenance.

• Monitor the operator’s performance of routine building and grounds maintenance.

The Group Home Inspection Form lists every interior, exterior and grounds item cov-

ered in this annual inspection, such as the client rooms, appliances, window

coverings, furnace, fire alarm system, plumbing, landscaping, gutters, and roof, to

name a few. A copy of the form is included in the appendix on page 45.

ANNUAL INSPECTIONS

Your PPM will contact you to arrange the annual group home inspection. The

PPM, operator and house supervisor should all be present for the inspection. The

PPM uses the annual inspection to evaluate the cleanliness, condition, appear-

ance, health and safety, and standard of maintenance of the home and grounds.

The PPM will discuss any items needing repair with you, and will let you know whether

you or BC Housing is responsible for the work.

The PPM uses the annual inspection to identify the need for major repairs and the

costs of this work. This information is then used in the budget planning process. Some

repair costs may be proposed in our annual budget to the sponsor, if the sponsor is

responsible for funding this work. Or we may use our replacement reserve for the

home, a fund set up to replace items such as flooring, hot water tanks, and appli-

ances. Replacement reserves are established for each group home to replace major

items over the life of the home. BC Housing funds the reserves through an annual

provision in the operating budget.

During the inspection, the PPM will review your record of revenues and expenses

for the operator assistance fees, your insurance, and your process for handling keys

securely. See page 23 for information on financial and other records.

Group Home Guide for Operators

INSPECTIONS

INSPECTIONS • CHAPTER FIVE

CHAPTER

MOVE-IN INSPECTIONS

The Property Portfolio Manager conducts a move-in inspection when a new oper-

ator takes over a vacant group home. The sponsor advises us of the new operator,

and the PPM, operator, and sometimes a sponsor representative are present for the

inspection.

During the inspection, the PPM and operator discuss whether any repairs are nec-

essary to bring the home up to appropriate standards, whether the operator or BC

Housing will complete the work, as well as any maintenance issues particular to the

home. For example, a roof replacement may be scheduled for the home in the next

year, or the furnace in the home may require a specific heating/ventilation contractor.

The PPM will refer the operator to a Group Home Assistant at BC Housing, who will

explain the process of generating a PRHC Operator Agreement and the monthly fee

for maintenance and administration.

MOVE-OUT INSPECTIONS

An operator vacates a group home when the contract with the sponsor ends, or the

operator and clients are moved to another home. At that time, the operator is

responsible for leaving the group home as clean as it was at move-in, except for nor-

mal wear and tear.

Notify your PPM about one month prior to the anticipated move-out date to

arrange a move-out inspection. Two weeks before the move-out occurs, the PPM will

arrange to meet with you to tour the home and determine if any maintenance

issues are pending.

The PPM and operator will discuss what work needs to be completed before move-out,

and identify work the operator is responsible for. For example, the operator would be respon-

sible for completing any carpet cleaning, yard work, or minor repairs.

Within 30 days of the vacancy date, you need to submit a schedule of revenue and

expenses for the home, plus any remaining maintenance fees, to the Group Home

Assistant at BC Housing. (See page 23 for information on preparing a schedule of

revenues and expenses.)

On the day of move-out, the PPM will meet with you to assess the condition of the

home and ensure the required repairs and cleaning have been completed. If the repairs

are not finished, you will need to complete them right away, or BC Housing will arrange

the work on your behalf and bill you for the costs.

Clearly label and return all keys to the home to the PPM at move-out.

Group Home Guide for Operators

INSPECTIONS • CHAPTER FIVE

HEALTH INSPECTIONS AND LICENSING

Some operators require a license to operate their group homes as community care

facilities under the Community Care Facility Act, depending on the number and type

of clients and type of care provided.

A licensing officer inspects licensed group homes annually. Licensing require-

ments vary from municipality to municipality, but generally the inspectors will review:

• Temperature regulators on hot water tanks to ensure the water cannot get too hot

to burn someone.

• Safety levers on taps so people cannot scald themselves.

• Adequacy of lifts and stretchers.

• Storage of client medications.

• Temperature settings on dishwashers to ensure dishes are hygienic.

• Disposal safety for diapers and medical waste.

• Back-flow mechanism for tubs to safeguard against bacteria getting back into the

tanks.

• Health and safety conditions for staff, such as storage of supplies, tripping

hazards, ventilation, and hazardous products labeling, to help prevent injuries.

Group Home Guide for Operators

INSPECTIONS • CHAPTER FIVE

To ensure people have access to reliable reference materials on the group home, keep

complete and accurate information in your records. Records provide a history of the

group home, which is useful in maintenance planning.

You will need to maintain financial, administrative and maintenance records.

FINANCIAL RECORDS

We send operator assistance fees in advance every month. Our role is to provide afford-

able housing, so the monthly fees we send you are intended to cover maintenance

costs related to the property or shelter component of the group home. Shelter

includes:

• Shared or private residential space used for living, sleeping, eating, food prepa-

ration and sanitary facilities.

• Amenity space approved by BC Housing that may be shared with other occupants.

Client care and program costs are not included as shelter expenses.

You need to track shelter revenues and expenses related to the maintenance fees sep-

arately from sponsor funding for client services. When the POA expires, any

cumulative balance of the maintenance fees is returned to BC Housing, with a sup-

porting statement of revenue and expenses, and/or a journal.

You can use a simple Journal of Revenues and Expenses, such as the sample journal on

page 25, to track revenues and expenses in the categories listed below. We recom-

mend you keep the journal in the group home. However, if you keep the journal at

a different location such as a central office, make sure it is available onsite for the

Property Portfolio Manager to review during the annual inspection.

Revenue and Expense Categories

Deposit Amount (Revenue)

Record the monthly operator assistance you receive from BC Housing for building

and grounds maintenance and administration as revenue. You may also have other

revenue such as shelter-related bank interest.

Administration

This part of the monthly fee will cover incidental expenses for administrative tasks

connected to your maintenance responsibilities. Schedule C of your PRHC Operator

Agreement details the amount allocated for administration.

Group Home Guide for Operators

RECORDS MANAGEMENT

RECORDS MANAGEMENT • CHAPTER SIX

CHAPTER

Building Maintenance

The building maintenance category includes supplies and materials required for minor

maintenance of the group home interior and exterior. For example, you may have

to replace bulbs, rent a power-washing machine, or re-do the bathtub caulking.

Grounds Maintenance

Grounds maintenance includes regular and biannual yard maintenance, supplies, and

snow removal costs, if applicable.

Group Home Guide for Operators

RECORDS MANAGEMENT • CHAPTER SIX

SAMPLE JOURNAL OF REVENUES AND EXPENSES

Group Home Guide for Operators

RECORDS MANAGEMENT • CHAPTER SIX

Bookkeeping Procedures

1) Begin by entering your bank balance as of the beginning of the fiscal year.

2) Record payments by cheque:

• Submit all invoices/receipts to the person responsible for monitoring fee payments,

writing the cheque, and completing the corresponding cheque stub.

• Record every cheque in the Journal of Revenues and Expenses, including the date,

the name the cheque is made out to, the cheque number and amount.

• Deduct the cheque amount from your bank balance.

• Record purchases under the appropriate category, which will show how much money

you have spent in each category.

• Keep supporting documents, such as invoices and receipts, to back up each

cheque, with the date, and amount of the item. When the cheque is written,

mark the invoice paid, and record the cheque number and date on it.

• If applicable, give the cheque and supporting documentation to another signing

officer for counter signature. Then send the cheque and keep the supporting

documentation in a file until the cashed cheque is returned by the bank or credit union.

• When the cancelled cheque is returned, staple the supporting invoice/cash reg-

ister receipt to the back of the cheque, and keep these receipts and cancelled cheques

on file.

• Keep the cheques and receipts with the monthly bank statements.

• Reconcile bank statements monthly.

• Keep all cheques, bank statements, and supporting invoices on file for review by

BC Housing. BC Housing may ask to see this documentation as back up to your

journal.

3) Record operating assistance deposits:

• Record the deposit in the Journal of Revenues and Expenses with a description of the

deposit. Enter the amount under the column DEPOSIT AMOUNT. Add the

amount to your bank balance.

• When your monthly bank statement arrives, make sure your cheques match the

entries in your journal. Reconcile deposits with your bank statement.

Group Home Guide for Operators

RECORDS MANAGEMENT • CHAPTER SIX

Annual Reporting

Under the terms of the POA, group home operators are required to provide an annu-

al statement of revenue and expenses, which does not need to be audited. You can

compile your journal into an annual statement of revenues and expenses. Since the

maintenance fee accumulates year to year, include a beginning and ending balance

in the statement.

Have your most recent statement available for the PPM to review during your

annual inspection, based on your fiscal year end. Refer to page 48 in the appendix

for a sample Statement of Shelter Operations.

ADMINISTRATIVE RECORDS

Keep all documents, records, books, and accounts you collect or generate for the shel-

ter operations of the group home available for review for a minimum of seven years.

If an operator is a registered society, the following records must be maintained at

the society’s corporate address, according to the Society Act:

• A list of your current members.

• Minutes from your Annual General Meetings, board and committee meetings.

• Copies of your constitution, by-laws, legislation, and agreements governing your

operation.

MAINTENANCE RECORDS

Keep copies of maintenance records such as warranties, the floor plan and fire escape

plan in the group home or office.

Warranties

When items are under warranty, the manufacturer often specifies particular suppliers

to carry out repairs. If an unauthorized company repairs equipment under warranty

the warranty could be void. Consequently, operators need access to warranty infor-

mation to ensure repairs are completed by an appropriate contractor and are not paid

for unnecessarily. Maintain a list of warranty information including supplier names,

contact people, and phone numbers.

If you do not have the warranty information available, please contact your Property

Portfolio Manager.

Group Home Guide for Operators

RECORDS MANAGEMENT • CHAPTER SIX

Floor Plan

If you have been given a floor plan for the group home, keep it in the home or your

office in case any major structural repairs are required at the home. Contractors will

not have to take measurements, can use the floor plan to more accurately estimate

repair costs, and may be able to start the work sooner. Major repairs are coordinated

by the PPM.

Fire Escape Plan

Group home operators are required to develop and post Fire Evacuation Placards.

These placards consist of a simple drawing of the home’s floor plan with the loca-

tion of exits, the direction for evacuating, and general procedures to follow in case

of fire. The placards must be posted on each level of the home, in an area easily viewed

by staff, caregivers and clients.

For some larger group homes or facilities with fire alarm systems, a written Fire Safety

Plan is also required. Requirements for these plans are outlined in the BC Fire Code.

Contact your local fire department or a contractor who specializes in writing these

plans for assistance.

In case of emergency, ensure the fire department is aware of the layout of the

home, the number of clients, the type of clients and any special instructions.

Remember to update plans annually, review procedures with staff, caregivers and

clients regularly, and perform fire drills annually or more frequently if required.

Group Home Guide for Operators

RECORDS MANAGEMENT • CHAPTER SIX

BC Housing: BC Housing is the provincial government agency that develops,

manages and administers subsidized housing across the province, in partnership

with non-profit housing providers, the private sector, other levels of government,

health authorities and community agencies. BC Housing provides financial, admin-

istrative and property management services for group homes owned by PRHC.

Canada Mortgage and Housing Corporation (CMHC): CMHC is the federal gov-

ernment housing agency and provides subsidies for group homes and other housing

developed under federal and federal/provincial housing programs.

Clients: People living in PRHC group homes selected by the sponsor. Clients can

include adults and children with physical and/or mental challenges, people with

mental illness, and youth, infants, men and women in transition.

Group Home: A residence, generally a house, for persons who share a need for sup-

portive care. Residents are selected according to disability or special need.

Group Home Inspections: The Property Portfolio Manager inspects group homes

annually to assess the home’s condition, level of maintenance, and the operator’s

compliance with the terms of the PRHC Operator Agreement.

Licensing Requirements: Some operators require a license to operate their group

homes as community care facilities under the Community Care Facility Act. BC

Housing does not provide funds for licensing costs; these costs are paid by the

sponsor.

Modernization and Improvement Projects (M&I): Modernization and improvement

projects include replacing and repairing major structural components of a building

due to:

• Premature failure

• Deficiencies in construction or design

• Cosmetic or functional upgrades

• Obsolescence of existing components

• Change in use or number of bedrooms

Operating Assistance: Monthly fee paid to PRHC operators to perform routine main-

tenance and administrative tasks set out in the PRHC Operator Agreement. The

amount can be amended by BC Housing when the agreement is renewed annually,

or by mutual agreement of both parties. The operating assistance is paid to the oper-

ator monthly in advance, and commences when the home is occupied.

Group Home Guide for Operators

GLOSSARY

Operator: A non-profit society or private entrepreneur who provides services for group

home residents, under contract with a sponsor. Operators also maintain group

homes, under the PRHC Operator Agreement with BC Housing and the sponsor. Operators

are sometimes referred to as service providers or caregivers.

Provincial Rental Housing Corporation (PRHC): PRHC is a holding company for

provincially owned social housing projects, including group homes. BC Housing acts

as the operating agent for PRHC.

PRHC Operator Agreement (POA): The contract between PRHC and the group home

operator, which outlines the operator’s daily management responsibilities for the

group home. The operator’s agreement with the sponsor for client services also forms

part of the POA.

Replacement Reserve: Replacement reserves are established for each group home

to replace major items over the life of the home. BC Housing funds the reserves through

an annual provision in the operating budget.

Shelter Costs: Shelter-related costs include maintenance costs for shared or private

residential space used for living, sleeping, eating, food preparation, sanitary facil-

ities, and amenity space approved by BC Housing that may be shared with other

occupants. Client care and program costs are not included as shelter expenses.

Sponsor: A sponsor is a provincial ministry or health authority that signs contracts

with BC Housing and the group home operator to fund and run PRHC group homes.

Provincial government sponsors include ministries responsible for social services

and the health and welfare of individuals and families.

Group Home Guide for Operators

GLOSSARY

SAMPLE PRHC OPERATOR AGREEMENT 32

SAMPLE SCHEDULE A 40

SAMPLE SCHEDULE B 41

SAMPLE SCHEDULE C 43

SAMPLE PREVENTATIVE MAINTENANCE SCHEDULE 44

SAMPLE GROUP HOME INSPECTION FORM 45

SAMPLE JOURNAL OF REVENUES AND EXPENSES 47

SAMPLE STATEMENT OF SHELTER OPERATIONS 48

Group Home Guide for Operators

APPENDIX

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

1.2 “Loan” shall mean a mortgage loan obtained by or on behalf of the Corporation to finance

the capital cost of constructing or acquiring the Project.

1.3 “Major Repairs” shall mean repairs or maintenance to the property in excess of $1,500.

1.4 “Operating Assistance” shall mean contributions made by the Commission to the

Operator under the terms and conditions of this Agreement.

1.5 “Persons in Need” shall mean those persons as set out in the Ministry Agreement.

1.6 “Tenancy Agreement” means a tenancy agreement, lease, license or other right to occupy

premises between the Operator and a Person in Need.

1.7 “Tenant” means an occupant by way of lease, license or other right to occupy.

2. AUTHORITY

2.1 The Operator shall have no right or authority, express or implied, to commit or otherwise

obligate the Commission or the Corporation in any manner whatsoever.

3. LIMITATIONS AND RESTRICTIONS

3.1 Notwithstanding any provisions of this Agreement, the Operator shall not without first

obtaining the approval of the Commission in writing:

3.1.1 Allow or place any encumbrance, lien, judgement, or other charge against title to

the lands upon which the Project is located or any assets of the Project;

3.1.2 Execute any lease, license or other right to occupy the Project other than a Tenancy

Agreement;

3.1.3 Construct or make any improvements, capital improvements, Major Repairs,

alterations, or changes in, to or of the Project;

3.1.4 Enter into any contract pertaining to the Project where the Operator assumes any

liability for a period longer than the term of this Agreement.

4. OWNERSHIP OF INFORMATION AND MATERIALS

4.1 The Operator shall, upon completion of its services or any earlier termination of this

Agreement, deliver to the Commission all written data and information generated by

or for the Operator in connection with the Project and all drawings, plans, books,

records, contracts, agreements and all other documents and writings in its possession

pertaining to its services for the Project. Such data and information and all such docu-

ments shall at all times be the property of the Commission. The Operator agrees, for itself

and all persons retained or employed by it in performing its services, to hold in confi-

dence and not to use or disclose to others any confidential or proprietary information

of the Commission or the Corporation heretofore or hereafter disclosed to the Operator.

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

5. RENTAL

5.1 The Operator shall select Tenants that are Persons in Need.

5.2 Exceptions to 5.1 paragraph hereof shall be made only with the prior written approval

of the Commission.

6. DISCRIMINATION

6.1 The Operator shall not discriminate against any person by reason of race, national or eth-

nic origin, colour, religion, sex, marital status, or any other cause prohibited by statute;

and will comply with both Canadian and British Columbia law regarding human rights.

6.2 Any restrictions or conditions set forth by the Operator as a condition of occupancy must

have the prior written consent of the Commission, unless the said restriction or condi-

tion has been placed on the Operator by the Ministry, in which case the Operator shall

advise the Commission in writing of such restriction or condition.

7. TENANCY AGREEMENTS

7.1 All Tenancy Agreements entered into by prospective Tenants shall be in a form accept-

able to the Commission subject to any applicable Provincial Act.

8. MANAGEMENT

8.1 The Operator shall provide efficient management of the Project, maintain the Project in

a satisfactory state of repair and fit for habitation and will comply with health and safety

standards including any standards required by law, and shall perform all maintenance

and repair work described in Schedule B hereto, and any other work as mutually agreed

to by the parties.

8.2 The Operator shall permit representatives of the Commission to inspect the Project at any

reasonable time. If, in the opinion of the Commission, the Operator is not providing effi-

cient management or maintaining the Project in a satisfactory state of repair pursuant

to this Agreement, the Operator, under the direction of the Commission, shall rectify the

deficiencies.

8.3 Should the Operator fail to comply with the Commission’s directive within a reasonable

period of time, the Commission may, without limiting any other rights, remedies or resources

available to it, cancel this agreement immediately on written notice to the Operator.

8.4 The Operator shall ensure that all tenders or bids for work on the Project called for by the

Operator, in the amount of $1,500 or more are received in writing and records of all bids

and tenders are kept in the Operator’s files. Tenders and bids under $1,500 may be called

for verbally but written records of quotations should be kept in the Operator’s files and

shall be made available to the Commission upon request.

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

8.5 The Operator agrees that it will not, without the prior written consent of the Commission,

assign the whole or any part of this Agreement, which would have the effect of transferring

the responsibility for administration and maintenance of the Project.

8.6 The Operator shall advise the Commission immediately on discovery of any structural

deficiency in the Project, or the need for any maintenance, repair or replacement item out-

side the Operator’s area of accountability as defined in this Agreement or the Schedules

hereto.

8.7 The Operator shall NOT perform a Major Repair without the prior written approval of

the Commission.

9. BOOKS, ACCOUNTS, CREDIT AND STATISTICS

9.1 The Operator shall submit annually to the Commission, within three (3) months following

the end of the Operator’s fiscal year, a statement of the Operator’s income and expenditures

relating to the shelter component of the project. Categories within the statement relat-

ing to shelter costs must conform to categories and definitions approved by the

Commission from time to time. Generally accepted accounting principles shall apply.

Where applicable, the statements are to contain separate statements of revenue and expen-

ditures for the designated residential, other residential and non-residential shelter

components of each project.

9.2 The Operator shall make available to the Commission or its representatives upon request

all documents, books, records and accounts pertaining to the cost of improvement and

operation of the Project.

10. VACANCIES

10.1 The Operator shall promptly notify the Commission of any units vacant for longer than

three consecutive months.

11. INSURANCE

11.1 The Operator shall effect, not later than the completion of the construction of the Project,

and keep continuously in force:

11.1.1 Insurance protecting the Operator and the Commission and Corporation (with-

out any rights of cross-claim or subrogation against the Commission and the

Corporation) against claims for personal injury, death, property damage or third

party or public liability claims arising from any accident or occurrence upon the

land and Project and other improvements from any cause to an amount not less

than $1,000,000; and

11.1.2 Insurance upon the contents of the Project and all fixtures and improvements for

damage, caused by:

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

11.1.2.1 Fire and such other perils as may from time to time be included in the standard

fire insurance additional perils supplementary contract generally available in British

Columbia; and

11.1.2.2 Risks normally insured against in British Columbia for rental units of con-

struction, location and use similar to the Project.

11.1.3 If the Project is destroyed in whole or in part, this Agreement may be terminat-

ed at the discretion of the Commission.

12. PAYMENTS TO OFFICERS OR DIRECTORS OF THE OPERATOR

12.1 Where the Operator is a registered non-profit society (the “Society”), no part of the receipts

of the Society, from rent revenue or Federal/Provincial grants or otherwise, shall be used

directly or indirectly for the provision of any benefit or payment to any Society officer,

director or member or other person directly associated with the Project without the express

written approval of the Commission. Reasonable expenses, wages or salary paid to an

employee of the Society are exempt from this section. An employee may be a member

of the Society but may not sit on its board of directors.

12.2 The Society shall not, without the express written approval of the Commission, make pay-

ment of any account whatsoever to any member of the board of directors or to any persons

or corporation directly or indirectly related to or associated with any member of the board

of directors other than for a director’s reasonable expenses incurred by a director in the

performance of his/her duties.

13. DEFAULT

13.1 Notwithstanding any other provisions of this Agreement, the Commission may cancel

this Agreement and/or suspend Operating Assistance and/or recover Operating

Assistance paid to the Operator in the following events:

13.1.1 If the Operator fails to carry out any term of this Agreement;

13.1.2 Bankruptcy or receivership of the Operator;

13.1.3 Breach by the Operator of normal management standards; “normal management

standards” shall mean those management standards normally practised by sim-

ilar Operators in similar group homes in the community;

13.1.4 Failure of the Operator to file annual reports and remain in good standing with

the Registrar of Companies;

13.1.5 Activities of the Operator outside those permitted in the incorporating documents

of the Operator;

13.1.6 Failure of the Operator to comply with laws, regulations, by-laws of applicable

government authorities;

13.1.7 Termination of the Ministry Agreement.

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

14. LIABILITY

14.1 Except to the extent caused by the negligence of the Commission or any other person for

whose negligence the Commission is responsible in law, the Operator agrees to and here-

by does indemnify and save harmless the Commission, the Corporation, Her Majesty the

Queen in the Right of Canada and Her Majesty the Queen in Right of the Province of British

Columbia, Canada Mortgage and Housing Corporation and their respective ministers,

board members, officers, servants, agents and the personal representatives, successors

and assigns of all of the foregoing against all loss, damage, costs and liabilities, which the

Commission, the Corporation, Her Majesty the Queen in the Right of Canada and Her

Majesty the Queen in Right of the Province of British Columbia, Canada Mortgage and

Housing Corporation and their respective ministers, board members, officers, servants,

agents and the personal representatives, successors and assigns of all of the foregoing shall

or may be liable for or suffer by reason of the operation or management of the Project by

the Operator.

14.2 Except to the extent such advice or direction is given negligently, the Operator hereby releas-

es and forever discharges the Commission, the Corporation, Her Majesty the Queen in

the Right of Canada and Her Majesty the Queen in Right of the Province of British Columbia,

Canada Mortgage and Housing Corporation and their respective ministers, board mem-

bers, officers, servants, agents and their personal representatives, successors and assigns

from any and all claims, demands, damages, actions or causes of actions arising or

which may arise by reason of advice or direction respecting the operation or management

of the Project which has been given to the Operator by the Commission, the Corporation,

Her Majesty the Queen in the Right of Canada and Her Majesty the Queen in Right of the

Province of British Columbia, Canada Mortgage and Housing Corporation and their respec-

tive ministers, board members, officers, servants, agents and their personal representatives,

successors and assigns.

15. OPERATING ASSISTANCE

15.1 The Commission will make Operating Assistance payments to the Operator in the

amount set out in Schedule C, attached hereto. Schedule C may be amended:

15.1.1 At the sole discretion of the Commission at the time of annual renewal of this

Agreement;

15.1.2 By mutual agreement of the parties.

15.2 The Operating Assistance will be paid to the Operator monthly in advance and shall com-

mence on the Interest Adjustment Date, the effective date of this Agreement or when the

units are first occupied, whichever comes later.

16. MORTGAGE, TAXES, MODERNIZATION AND IMPROVEMENT

16.1 The Commission shall pay directly all municipal land taxes, mortgage, land lease pay-

ments, gas, electric, water, sewer, and municipal garbage costs in respect of the Project.

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

16.2 The Commission shall supply, let contracts for and pay for directly any mutually agreed

to Major Repairs, rehabilitation or modernization items, and at the end of their normal

life the following items:

16.2.1 refrigerator; 16.2.2 range;

16.2.3 washer; 16.2.4 dryer;

16.2.5 furnace; 16.2.6 hot water tank;

16.2.7 floor coverings; 16.2.8 drapes;

16.2.9 fencing; and, 16.2.10 exterior paint;

provided such items were originally provided by the Commission for the Project.

Repairs or replacement of any of the said items made necessary because of any abuse or

abnormal usage by the Operator or Tenant shall be the financial responsibility of the Operator.

17. RETENTION OF DOCUMENTS

17.1 All documents, vouchers, records and accounts that pertain to the Project shall remain

in the possession of the Operator for not less than seven (7) years.

18. TERMINATION

18.1 This Agreement shall commence at the date first above written and terminate on

March 31st, next following the date first above written, and shall be deemed to be

renewed annually on April 1st of each calendar year without notice; each such deemed

renewal to be for a further one-year period on the same terms and conditions con-

tained herein unless either party gives the other written notice of intent not to renew on

or before March 1st of that year.

19. PARTIES TO THIS AGREEMENT

19.1 This Agreement shall extend to be binding upon and enure to the benefit of the parties

hereto and their respective successors and permitted assigns.

20. SEVERABILITY

20.1 In the event any provision hereof is found to be invalid or unenforceable, the said pro-

vision or any part thereof shall be severed from this agreement and the resultant

remainder of this agreement shall remain in full force and effect.

Group Home Guide for Operators

SAMPLE PRHC OPERATOR AGREEMENT

IN WITNESS OF WHICH the duly authorized signatories of each of the Operator and the

Commission have executed this agreement effective as of the reference date of this agreement.

THE OPERATOR

________________________________________________

Per: Authorized Signatory - Title

________________________________________________

Per: Authorized Signatory - Title

BRITISH COLUMBIA HOUSING MANAGEMENT COMMISSION

________________________________________________

Per: Authorized Signatory - Title

________________________________________________

Per: Authorized Signatory - Title

SAMPLE SCHEDULE A

Please note: An individual Schedule A is produced for each operator

Group Home Guide for Operators

SAMPLE SCHEDULE A

SAMPLE SCHEDULE B

Operator’s Responsibilities – Maintenance and Repair

The following is a basic description of the maintenance and repair work the Operator is expected

to carry out under the terms of this agreement. NOTE: The Operator shall provide normal clean-

ing of the property under its contract with the sponsor. The list is not all inclusive and shall

include work of a similar nature.

The Operator shall be responsible to provide all cleaning supplies, paint, and other materials, tools

and equipment necessary for the performance of its responsibilities.

EXTERIOR

Landscape maintenance

· Keep yard/garden clean, neat and free of garbage, weeds, leaves

· Cut grass on a regular basis (grass should have an even appearance and not exceed 2.0 inches

in length and weeds/moss should be removed)

· Shrubs and trees trimmed and pruned at least annually

· All grass cutting, trimmings, leaves, etc. must be removed from the property

· All planted areas must be watered as needed

Driveways and walkways

· Must be kept clean and neat, minor potholes or sinks must be repaired

· Snow shall be removed as required

Home

· Gutters and downpipes must be kept free running and clean of leaves and other debris

· Replace/repair downpipes as required

· Make minor repairs to exterior of house (siding, stucco, doors, etc.)

· Keep exterior of house clean, wash windows regularly, do touch-up painting as required

· Replace broken windows

INTERIOR

· Interior of home should be kept clean and in good repair

Walls/ceilings

· Holes in gyproc/plaster, etc. shall be repaired and painted as they occur

· Individual rooms shall be painted as necessary to maintain clean and neat appearance

Group Home Guide for Operators

SAMPLE SCHEDULE B

Floors

· Carpet shall be shampooed at least annually

Plumbing

· Blockages in toilets and drains shall be removed

·Washers shall be changed as necessary

· Faucets shall be kept in good repair

· If there is a septic tank, care shall be taken to ensure field is kept free running, pump

shall be maintained, and tank emptied if necessary

Furnace

· Filters shall be changed or cleaned regularly and motor shall be oiled, as necessary,

annually

·Ventilation ducts shall be kept clear

Appliances

· Shall be kept clean and in good repair

· Refrigerators shall be defrosted as required

Fire and Safety

· Smoke detectors shall be vacuumed regularly and, if necessary, batteries replaced

· Fire extinguishers shall be kept fully pressurized and replaced as necessary

· Sprinkler heads shall be kept free of obstruction and replaced as needed

· Items that could create a hazard shall not be stored within the home

·Areas around the furnace and hot water tank shall be kept clean and free of hazard

Furnishings and Fixtures

· All furnishings and fixtures (e.g drapes, blinds, chandeliers, etc.) supplied by the

Commission shall be kept clean and in good repair

Pest Control

· Basic interior and exterior pest control shall be done as required

Group Home Guide for Operators

SAMPLE SCHEDULE B

SAMPLE SCHEDULE C

Operating Assistance

ITEM

Administration $600.00

Maintenance Building $1,200.00

Grounds $960.00

ANNUAL TOTAL $2,760.00

MONTHLY TOTAL $230.00

NOTES ANNUAL AMOUNT

Administration: $50.00 x 12 months = $600.00

Maintenance: Building: $25.00 x 4 beds x 12 months = $1,200.00

Grounds: $80.00 x 12 months = $960.00

Group Home Guide for Operators

SAMPLE SCHEDULE C

Group Home Guide for Operators

SAMPLE PREVENTATIVE MAINTENANCE SCHEDULE

Frequency

Per Year

Jan Feb March April May June July Aug Sept Oct Nov Dec

Administrator

Summary of Work

Operator/PPM Gutter and Downspout Cleaning

Operator Dryer Vent Cleaning

PPM

Sump and Floor Drain Cleaning

Operator

Yard Cleaning

Operator Smoke Alarm Tests

PPM

Fire Alarm and Equipment

Service

Operator

Fire Alarm Test

Operator Inspect Chimneys

Operator

Power Wash Walkways and

Parking

Operator Snow Removal

Operator

Winterize Hose Bibs, etc.

Operator

Replace Furnace Filters

PPM

Common Vent and HVAC

Cleaning

PPM

Furnace Service/Vent Cleaning

Operator Wash Exterior Windows

Operator/PPM Tree Pruning

Operator OHS Safety Inspection

Operator/PPM

Inventory Tools and Materials

Operator Clear/Recharge Lawn Sprinklers

SAMPLE PREVENTATIVE MAINTENANCE SCHEDULE

2004

Group Home Guide for Operators

SAMPLE GROUP HOME INSPECTION FORM

SAMPLE GROUP HOME INSPECTION FORM – Continued

Group Home Guide for Operators

SAMPLE GROUP HOME INSPECTION FORM

SAMPLE JOURNAL OF REVENUES AND EXPENSES

Group Home Guide for Operators

SAMPLE JOURNAL OF REVENUES AND EXPENSES

SAMPLE STATEMENT OF SHELTER OPERATIONS

Frank and Donna Douglas Ltd.

Statement of Shelter Operations

For the Fiscal Period Ending March 31, 2005

Contact Person: Frank Douglas

Phone: 604-453-3694

Group Home Address: 1234 Lane Street, Vancouver, B.C.

# Clients at fiscal year end: 4

Revenues:

Operator Fees 2,760.00

Other (interest) 5.00

Total Revenue 2,765.00

Expenses:

Administration 600.00

Maintenance

Supplies and Equipment 100.00

Painting and Drywall Repairs 300.00

Heating and Ventilation

Appliance Repairs 150.00

Interior Maintenance 150.00

Exterior Maintenance 500.00

Other (specify):

Grounds

Supplies and Equipment 350.00

Groundskeeping 500.00

Other (specify):

Total Expenses 2,650.00

Net Gain/(Loss) 115.00

Maintenance Fund:

Beginning Balance 230.00

Net Gain/Loss 1

15.00

Ending Balance 345.00

Group Home Guide for Operators

SAMPLE STATEMENT OF SHELTER OPERATIONS