OPERATING PROCEDURE Florida State Hospital s2

OPERATING PROCEDURE Florida State Hospital NO. 70-1 Chattahoochee, Florida August 25, 2010

Facility Acquisition and Management

ASSIGNMENT OF STATE-OWNED HOUSING

1. Purpose: This operating procedure establishes a uniform policy that governs the assignment of state-owned housing to employees at Florida State Hospital.

2. Scope: This procedure applies to all staff residing in state-owned housing.

3. Training Requirements: Staff residing in state-owned housing will be trained on this operating procedure by their supervisor upon occupancy of state-owned housing and by their supervisor each time the procedure is revised.

4. References:

a. Section 216,262(1), Florida Statutes;

b. Chapter 715, Florida Statutes;

c. Chapter 60L-32.004 Perquisites, Florida Administrative Code Annotated Title 60, Department of Management Services (DMS) Subtitle 60-L, Personnel Management System Chapter 60L-32;

d. Children and Families Operating Procedure 80-2, Property Management;

e. Children and Families Operating Procedure 70-12, Contraband Control;

f. Florida State Hospital Operating Procedure 95-4, Contraband Control; and

g. Florida State Hospital Operating Procedure 215-2, Fire Safety Inspection of State Owned Housing.

5. Definitions:

a. Caretaker: refers to the employee’s spouse; the children (biological, adopted, foster, step-child, legal ward, child or person standing in loco parentis, who is under eighteen [18] years of age, or eighteen [18] years of age or older and incapable of self-care because of mental or physical disability); or the parent, which means the biological parent of an employee or the spouse of the employee, or an individual who stood in loco parentis to an employee when the employee or spouse of the employee was a child.

This Operating Procedure supersedes: Operating Procedure 70-1, dated July 21, 2009 Office of Primary Responsibility: Assistant Hospital Administrator for Administrative Services Distribution: Florida State Hospital Computer Network Users, All employees residing in state- owned housing Operating Procedure 70-1 August 25, 2010

b. Guest: refers to someone other than an immediate family member who may be present in the home for a period not to exceed 30 days.

c. Immediate Family: refers to the employee’s spouse, the children or parents of the employee or the spouse, or a person for whom the employee or spouse has a caretaker responsibility.

d. Occupant: refers to an employee of Florida State Hospital or other authorized person who occupies assigned state-owned housing.

e. State-Owned Housing: refers to all places where Hospital employees and interns reside on Hospital grounds.

f. Primary Residence: refers to that residence which is owned, leased, or otherwise occupied by the employee or the spouse of the employee, is located more than 25 miles from the Hospital and in which the employee resides more than an average of three (3) nights per week, exclusive of days while on approved paid leave.

g. Available Primary Residence: refers to that residence which is being purchased or is owned by the employee or spouse of the employee and is within 25 miles of the Hospital.

h. Negligence: refers to any act, omission or inattentiveness on the part of the employee, family member, or guest of the employee which results directly, or indirectly, in damage to the state-owned housing. Negligence includes the employee, family member, or guest being remiss, which means culpably careless or blameworthy carelessness shown in slackness, forgetfulness, or neglect with regard to the structure or surrounding grounds of the state-owned housing. This is evidenced by damage to the state-owned housing and/or surrounding grounds through overt acts or from the failure to report problems resulting in damage.

6. Procedure:

a. Eligibility for state-owned housing:

(1) Employees assigned state-owned housing must agree to be called back to work as needed, as well as in disaster/emergency situations.

(2) Employees of Florida State Hospital may apply for occupancy of state-owned housing if they meet the criteria in one of the following groups defined in paragraphs (a) through (d) below:

(a) Employees who provide direct services to or for residents and occupy positions in classes which are considered difficult to fill. Classes currently considered difficult to fill include (both non Forensic/Corrections and Forensic/Corrections designations):

Clinical Director, and Physician Dental Executive Director, Senior Dentist, and Dentist Advanced Registered Nurse Practitioner Senior Psychologist Senior Pharmacist and Pharmacist Biological Administrator I Clinical Dietitian Supervisor, Clinical Dietitian, and Dietitian Certified Radiologic Technologist Freedom House Manager 2 Operating Procedure 70-1 August 25, 2010

Interpreter

(b) Employees who function in positions with responsibilities which are essential for quick response in the event of a facility emergency or disaster. These areas of responsibility include:

Fire Chief and Fire Department Supervisor Chief of Security and Security Specialist Shift Supervisor Electrician Plumber Senior Motor Vehicle Operator (Transportation) Fire Alarm Technician Heating, Ventilation, Air Conditioning and Refrigeration Maintenance Mechanic Housekeeping Management Grounds Safety and Inmate Supervision Environmental Information Systems Florida State Hospital Investigator

(c) Employees who occupy positions with senior level managerial responsibilities which involve/require frequent access to the Hospital on all three shifts and which would be essential in managing the organization’s response in an emergency or disaster situation. The classes/functions include:

Hospital Administrator Assistant Hospital Administrator Resident Advocacy Coordinator Administrative Officer of the Day Unit Director Executive Nursing Director and Senior Registered Nurse Supervisor

(d) Internships that include short term housing agreements.

(3) Applicants must be recommended for state-owned housing by their Unit Director or Department Head based on the Hospital’s need for their services at the time of an emergency or disaster situation, or because the applicant is in a “hard to fill” position, based on the eligibility criteria listed above.

(4) In addition to the above criteria, the following prohibitions apply:

(a) Employees who are purchasing or currently own residential type housing within 25 miles of Florida State Hospital shall be considered to have an available primary residence and, therefore, shall not be considered for state-owned housing.

(b) Employees who are leasing, purchasing, or own residential type housing which is more than 25 miles from the Hospital and which is currently being used and/or will be used as a primary residence by the employee subsequent to assignment of a Hospital residence shall generally not be considered for state-owned housing. The non-Hospital housing will be considered the primary residence of the employee if the employee resides in said residence more than an average of three (3) nights per week, exclusive of days while on approved paid leave. Exceptions may be made by the Hospital Administrator based on the benefits to the Hospital derived from having this employee live on the grounds. 3 Operating Procedure 70-1 August 25, 2010

b. Selection and placement of applicants: If there are more applicants who meet all of the above criteria than there are available housing units, the Housing Committee will recommend applicants to receive housing assignments based upon the Hospital’s relative need in each of the categories at the current time, and:

(1) size and number of housing units vacant and available at the time of the Housing Committee meeting;

(2) number of active applications (received within the past six [6] months) on file for consideration; and

(3) housing accommodations requested, based on number of full-time individuals living in the housing unit.

c. Application:

(1) Employees of Florida State Hospital in categories a, b, and c desiring to occupy state-owned housing must complete an application, Request for State-Owned Housing (Attachment 1).

(a) Applicant must complete Section I of the application, attaching additional pages as needed to provide complete information. The application must then be forwarded to the appropriate Unit Director or Department Head for completion of Section II.

(b) The appropriate Unit Director or Department Head must review and complete Section II. If housing is not recommended, the appropriate box must be checked, the application signed, dated, and returned to the applicant. If housing is recommended, the services the employee will provide during an emergency or disaster situation or other benefits the employee could provide to the Hospital by being located in state-owned housing must be noted, the appropriate box checked, dated, and signed. The application must then be forwarded to the appropriate Assistant Hospital Administrator or Clinical Director for review and completion of Section III.

(c) The appropriate Assistant Hospital Administrator or Clinical Director must review the application and complete Section III. If housing is not recommended, the appropriate box must be checked, the application signed, dated, and returned to the originators. If housing is recommended, the appropriate box must be checked, the application signed, dated, and forwarded to the Assistant Hospital Administrator for Administrative Services for review by the Housing Committee.

(2) Applications will remain on file and active for consideration for a period of six months from the date received by the Assistant Hospital Administrator for Administrative Services. At six months the application expires, and it is the applicant’s responsibility to initiate completion of another Request for State-Owned Housing form, following the same procedure as noted above.

d. Housing Committee:

(1) The Housing Committee is appointed by the Hospital Administrator and consists of the Assistant Hospital Administrator for Administrative Services, serving as Chair; Assistant Hospital Administrator for Forensic Services; Assistant Hospital Administrator for Civil Services; Assistant Hospital Administrator for Quality Improvement Services; Clinical Director; and the

4 Operating Procedure 70-1 August 25, 2010

Human Resources Director; who will review all active housing applications and make recommendations to the Hospital Administrator for housing assignment.

(2) The Housing Committee meetings are scheduled and convened by the Assistant Hospital Administrator for Administrative Services when housing units become vacant and after necessary repairs have been completed. Meetings are scheduled monthly in order to review vacancies or address other issues which may arise.

e. Assignment of State-Owned Housing:

(1) The Housing Committee makes recommendations to the Hospital Administrator on assignment of housing for category a, b, and c employees.

(2) The Hospital Administrator shall approve, disapprove, or make changes in the recommendations received from the Housing Committee.

(3) If approved, the Hospital Administrator will notify the employee in writing of the accommodations assigned and date available for occupancy.

(4) Category d (Interns) individuals assigned housing shall complete the Housing Agreement for Interns (Attachment 3). Approval of housing for an Intern shall be by the Assistant Hospital Administrator or Clinical Director over the specific service area. A copy of the completed Intern Housing Agreement shall be forwarded to the Assistant Hospital Administrator for Administrative Services.

f. Contingencies of Acceptance:

(1) Each employee in categories a, b, and c to whom state-owned housing has been assigned shall execute in its entirety, page 11 of Attachment 2, Florida State Hospital Assignment of Housing Agreement, which acknowledges review of and agreement to the terms and conditions outlined in said Agreement. The signed Agreement shall be returned to the Assistant Hospital Administrator for Administrative Services. Refusal to sign will result in cancellation of the housing assignment.

(2) Unless otherwise prohibited, firearms belonging to persons in categories a, b, and c residing in staff residential housing units may be stored on the premises. Interns (category d) shall not be authorized to store firearms in housing units. Firearms retained in staff residential housing units must be secured from view and must be stored under lock and key. Firearm ammunition and other projectiles must be secured from view in a manner as to assure the safety of residents and others who may have access to staff residential housing units and not in the same room as the firearm itself. Each employee, to whom state-owned housing is assigned, shall complete in its entirety, Florida State Hospital Firearms Registration for Employees Residing in State-Owned Housing (Attachment 4), and forward to the Chief of Security. It will be the responsibility of the employee to inform the Security Department of any changes (additions/deletions) by completing a new form and forwarding to the Chief of Security. The Security Department will ensure that they have on file a completed form for each person residing in state-owned housing. The names of employees who do not complete and submit their form to the Security Department within two (2) weeks of the issuance of keys will be forwarded to the Housing Committee for further action.

(3) Each category a, b, or c employee to whom state-owned housing has been assigned, shall make a security deposit of $200.00 to cover the cost of materials and labor should repairs be needed due to abuse or neglect on the part of the employee, or to defray the 5 Operating Procedure 70-1 August 25, 2010 cost of housekeepers to clean the residence if it is left in a dirty and disorderly condition and/or for outstanding rent or utility accounts. Said deposits shall be made to the Financial Services Department PRIOR to the issuance of keys and held in an account established for this purpose, with interest paid annually to the resident. At the time the residence is occupied, the employee shall, within ten (10) days, contact the Operations and Facilities Department (7152) to schedule an initial inspection. The condition of the residence will be documented at that time. Should there be a need for repairs to the residence during occupancy, the employee should contact Operations and Facilities at 663-7229.

g. Change of Status:

(1) Should the employee's job title or employment role change after the employee is assigned state-owned housing, the employee is required to notify the Assistant Hospital Administrator for Administrative Services of the change. The employee's privilege of continuing to occupy state-owned housing will be reviewed in accordance with paragraph 6a(2) above.

(2) Should there be an increase or decrease in family size, the employee must submit another Request for State-Owned Housing. The housing assignment will then be reviewed to determine if there should be a need for a change in housing assignment.

h. Periodic Review:

(1) In June of each year, the Assistant Hospital Administrator for Administrative Services shall provide employees in state-owned housing the Florida State Hospital Annual Housing Survey (Attachment 5) which shall be updated by the employee and returned within 30 days to the Assistant Hospital Administrator. Failure to return the form within the specified timeframe or returned with incomplete or inaccurate information will be grounds for termination of housing privileges.

(2) In July of each year, a review of housing assignments will be made by the Housing Committee. Any recommendations for change of state-owned housing will be forwarded to the Hospital Administrator.

(3) Should the Hospital Administrator concur with a reassignment or recommendation to vacate state-owned housing, in the best interest of the Hospital, the Hospital Administrator shall so notify the employee, and the employee shall be allowed 30 days to vacate state-owned housing, at which time all utility bills and use assessment fees must be paid in full.

i. Vacating Residence:

(1) Employees shall provide 30 days advance notice to the Assistant Hospital Administrator for Administrative Services of the intent to vacate an assigned residence.

(2) Upon notice, the employee will coordinate an exit inspection of the residence with the Assistant Hospital Administrator for Administrative Services. At the time of inspection, a final meter reading shall be conducted, and keys submitted by the employee to the Operations and Facilities staff. The security deposit form will then be obtained from the Assistant Hospital Administrator for Administrative Services by the employee within three (3) days of final inspection. Failure to obtain and submit the form to Financial Services within five (5) calendar days may result in loss of deposit. Deposits shall be returned if:

6 Operating Procedure 70-1 August 25, 2010

(a) at the time the residence is vacated, an exit inspection performed by an Operations and Facilities representative reveals no repairs are needed due to abuse or neglect on the part of the employee;

(b) the residence is left clean and orderly and no extraordinary cleaning is required; and

(c) there is no outstanding rent or utility account balance.

If any of the above conditions are not met, the entire deposit or an appropriate portion thereof will be retained to defray the cost to the state.

Examples of abuse or neglect by the employee may include failure to report roof leaks which resulted in major damage, intentional destruction of the residence or grounds, abuse of house or grounds by pets, etc.

j. Exceptions: Any exception to this Operating Procedure must be requested in writing, including all justification for such a request. The recommendations of the Housing Committee and the decisions of the Hospital Administrator are final. Any and all exceptions must be approved by the Hospital Administrator.

(Signed original on file in Central Health Information Services)

DIANE R. JAMES 5 Attachments Hospital Administrator 1. Florida State Hospital Request for State- Owned Housing (Form 172) 2. Florida State Hospital Assignment of Housing Agreement 3. Housing Agreement for Interns 4. Florida State Hospital Firearms Registration for Employees Residing in State-Owned Housing (Form 313) 5. Florida State Hospital Annual Housing Survey (Form 68)

SUMMARY OF REVISED, ADDED OR DELETED MATERIAL

This operating procedure was revised to add Maintenance Mechanic to Section 6b.

FLORIDA STATE HOSPITAL REQUEST FOR STATE OWNED HOUSING (OPERATING PROCEDURE 70-1)

FOR COMMITTEE USE ONLY REVIEW DATE DISPOSITION

SECTION I:

APPLICANT MUST COMPLETE AND FORWARD TO UNIT DIRECTOR OR DEPARTMENT HEAD.

Name of Applicant: ______(Print) Department/Unit: ______Position Title: ______

Length of Service at Florida State Hospital: ______

Marital Status: ______# of Dependents: ______# of people to live in house: ______

Current Mailing Address______

LIST THE NAMES OF PERSONS WHO WILL BE LIVING WITH YOU BY COMPLETING ALL INFORMATION REQUESTED BELOW. PART-TIME WILL NEED TO BE EXPLAINED ON A SEPARATE SHEET OF PAPER AND ATTACHED.

NAME AGE GENDER RELATIONSHIP Full-Time Part-Time ______

DO YOU OWN PETS? YES ____ NO____ If Yes, complete all information requested below.:

Variety and Name Collar with Identification Tag? Rabies Vaccination Current? Yes No Yes No Yes No Yes No Yes No Yes No

Requesting: House ______Apartment ______. Do you have any special accommodation needs, i.e., wheelchair accessibility, etc.? If so, please specify.

Attachment 1 Form 172, (Updated) May 08 Page 1 of 2 Page 1 of 2 Office of Primary Responsibility: Asst. Hospital Administrator for Administrative Services Operating Procedure 70-1 Do you or your spouse currently lease, own or are you purchasing a residence MORE than 25 miles from Florida State Hospital, which you consider to be your primary residence?  YES  NO If yes, please provide address below:

Do you or your spouse currently own or are you purchasing a residence WITHIN 25 miles from Florida State Hospital?  YES  NO If yes, please provide address below:

Applicant’s present living accommodations:

Benefit to state [Refer to Florida State Hospital Operating Procedure70-1, 6a(2)] (a)  (b)  (c) 

______Signature of Applicant Date

SECTION II: Appropriate Unit Director or Department Head must review and complete. If approval is recommended, check the appropriate box and forward to the appropriate Assistant Hospital Administrator of Clinical Director. If not recommended, so note, sign and return to applicant.

COMMENTS

I recommend  approval  disapproval of this request.

______Signature of Unit Director or Department Head Date

SECTION III: Section to be completed by the appropriate Assistant Hospital Administrator or Clinical Director. If approval is recommended, forward to the Assistant Hospital Administrator for Administrative Services. If approval is not recommended, check appropriate box, sign and return to the Unit Director or Department Head for return to the applicant. I recommend  approval  disapproval of this request.

______Assistant Hospital Administrator or Clinical Director Date

All completed, approved forms will be reviewed by the Housing Committee.

Attachment 1 Form 172, (Updated) May 08 Page 2 of 2 Page 2 of 2 Office of Primary Responsibility: Asst. Hospital Administrator for Administrative Services Operating Procedure 70-1 FLORIDA STATE HOSPITAL ASSIGNMENT OF HOUSING AGREEMENT

Your request for Florida State Hospital housing has been approved based on the terms and conditions outlined below:

SIGNIFICANT NOTES:

State-owned housing is intended only for the employee, spouse and children, or those other family members for whom the employee is financially responsible and who will be living with the employee full time.

Any employee who owns residential type housing within 25 miles of the hospital shall be considered to have an available primary residence and, therefore, shall not be considered for state-owned housing.

1. Security Deposit: Each employee to whom state-owned housing has been assigned shall make a security deposit of $200.00 to cover the cost of cleaning and/or materials and labor should cleaning and/or repairs be needed because of abuse or neglect on the part of the employee and/or to cover unpaid utility bills or use assessment fees. Said deposits shall be made to the Financial Services Department prior to the issuance of a key to the residence and held in a special account set up for this purpose, with interest paid annually to the resident. Deposits shall be returned if the exit inspection by Operations and Facilities staff reveals no needed repairs or cleaning due to abuse or neglect of the residence and all utility bills are paid in full.

2. Utility Payments: Each residence and apartment has an electricity meter which shall be read monthly by staff of the Operations and Facilities Department. The Financial Services Department (Building 1260, 3rd Floor, 663-7711) shall bill the employee for all non pre- determined utility customers. Payment is due on these bills within 15 days of the billing date. This payment should be made by separate check from the use assessment payment. A penalty of 10% will be added to all overdue payments. Any balance which is not paid in full within 45 days of the billing date automatically terminates the continued state housing assignment, and the employee will be required to pay all unpaid utility bills and vacate the residence within 30 days.

Garbage pick-up, water, sewer service, lawn and building maintenance, steam heat, central air conditioning and heating systems are furnished to most residences by Florida State Hospital. For residences not furnished with central air conditioning, it is the responsibility of the employee to make provisions. Some residences are furnished with gas heaters and that fuel must be paid for by the employee at his/her expense. It is the employee's responsibility to arrange to have fuel delivered and to obtain a schedule of deliveries.

Employees assigned state housing requiring propane gas for heating must establish a personal account with the contract gas vendor using vendor application forms available at the Hospital Materials Management Office, telephone 663-7224. The employee shall be responsible for the payment of all amounts due the propane gas vendor.

3. Use Assessment Fees: Employees in categories a, b, and c assigned to state-owned housing shall pay a monthly use assessment fee based on the size of the residence:

Attachment 2 Page 1 of 11 Operating Procedure 70-1 Square Feet Monthly Fee Less than 1000 $25.00 1000 – 1999 $35.00 2000 – 2999 $45.00 3000+ $55.00

The use assessment fee, which is to offset a portion of the cost of water and sewer services and grounds maintenance, shall be assessed for each month or partial month the state-owned housing is assigned to the employee. There will be no proration for partial months. Use assessment payments shall be made to the Financial Services Department (Building 1260, 3rd Floor) and are due by the 15th of each month. This payment should be made by separate check from the utility payment. A penalty of $25.00 will be assessed for all use assessment fees which are received by the Financial Services Department beginning on the 16th of the month through the last day of the month. The penalty will be increased to $50.00 for payments received after the end of the month in which they are due. Any payment received after the due date will be applied first to the penalty and then to the outstanding use assessment fee balance. Any balance which is not paid in full within 45 days of the due date automatically terminates the continued state housing assignment, and the employee will be required to pay all unpaid use assessment fees, plus penalties, and vacate the residence within 30 days.

4. Keys: Upon receipt and presentation of the letter of notification of a housing assignment and presentation of a security deposit receipt from Financial Services, employees may pick up their residence keys at the office of the Assistant Hospital Administrator for Administrative Services, Administration Building (Building 1001), during the hours of 8:00 A.M. - 4:30 P.M., Monday through Friday. Keys may be obtained on the weekends, Holidays or after regular working hours by contacting the Assistant Hospital Administrator for Administrative Services (663-7536) and working out the details for the exception.

5. Repairs/Maintenance/Alterations:

a. Inquiries: Calls regarding utilities, building maintenance, garbage pick-up, and grounds maintenance should be made by the employee only, and not by family members, except in the case of an emergency.

b. Emergency Repairs: When emergency repairs are needed, contact Operations and Facilities staff by calling 663-7729 or, if no answer, 663-7563.

c. Routine Repairs and Maintenance: When routine repairs or maintenance are needed, report this to the Service Response Center by calling 663-7729, Monday through Thursday, 7:30 A.M. until 4:30 P.M.

d. Cost of Repairs: The costs associated with materials for repairs and maintenance necessitated by normal wear and tear will not be the responsibility of the employee. Any repairs or system replacements caused by the negligence or other act by the employee, family members, or guests of the employee shall be the responsibility of the employee. Operations & Facilities will prepare a statement to the Financial Services Department outlining the materials used and the cost of said materials. The Financial Services Department will forward an invoice to the employee which reflects the costs for the materials plus a 10% labor surcharge. Payment for the invoice is due in the Financial Services Department within 30 days of the billing date.

Attachment 2 Page 2 of 11 Operating Procedure 70-1 e. Alterations/Structural Changes/Modifications:

(1) Any alterations, structural changes, or modifications desired by the employee must be requested in writing to the Operations and Facilities Director . State-owned housing is accepted by the employee “as is”, and any desired change must be shown to be in the best interest of the hospital.

Drawings for the addition of decks or other structures, at the employee’s expense, must be submitted, and approved by the Operations and Facilities Director prior to beginning such a project. This will prevent blocking access to shut off valves for water, access to steam lines and creating any fire/safety issue. In addition, storage buildings, awnings, green houses, covered structures for boats, cars, etc., must be approved prior to installation and the location of such approved by the Operations and Facilities Director as to the appropriate lawn space to be consumed by such a structure.

Such structures are discouraged and will be kept to a minimum. All requests must be submitted in writing and directed to the Operations and Facilities Director, who will then approve/disapprove and provide the requester and the Housing Committee Chair with copies of same.

(2) Interior Painting:

(a) Houses and apartments prepared for occupancy before assignment will be painted a standard off-white. When the residence is repainted during the occupancy of the employee, every effort will be made to accommodate the employee’s desires as to paint colors through the use of standard interior colors.

(b) Employees may paint the interior of their assigned housing only after obtaining approval of the type of paint and colors from the Operations and Facilities Director. All requests must be submitted by the employee in writing and directed to the Operations and Facilities Director, who will then approve/disapprove and provide the requester and Assistant Hospital Administrator for Administrative Services with copies of same.

(3) Satellite Dishes:

(a) Employees may contract with an authorized company for the installation of one satellite dish. If requiring more than one satellite dish, a request must be addressed to the Operations and Facilities Director, who may grant an exception to the policy. Any housing occupant requesting more than two satellite dishes must write a letter of request to the Housing Committee thru the Assistant Administrator for Administrative Services for approval prior to installation.

(b) Upon acceptance of a housing assignment, the employee is to advise the Operations and Facilities Director of their desire to keep the existing mounted dish for use with their contracted service, and if not, the dish will be removed by Operations and Facilities’ staff.

6. Landscape Changes: Any significant changes in the landscape (i.e., moving shrubbery, flower beds or trees; changing the driveway; or putting up a fence) will be made only after consultation with, and the approval of the Operations and Facilities Director. An approved fence shall be installed at the employee’s expense and shall be of chain link material, with a minimum height of four (4) feet. All requests must be submitted in writing and directed to the

Attachment 2 Page 3 of 11 Operating Procedure 70-1 Operations and Facilities Director, who will then approve/disapprove and provide the requester and Assistant Hospital Administrator for Administrative Services with copies of the same.

7. Inventory: A few houses and apartments are furnished with refrigerators, stoves, washers, etc. The Property Department maintains an inventory of these state-owned items. Per Children and Families Operating Procedure 80-2, property will be inventoried at least annually, and the Property Department will contact the employee to gain access to the home for the inventory.

Prior to any employee vacating a residence,

a. Employees shall provide 30 days advance notice to the Assistant Hospital Administrator for Administrative Services of the intent to vacate an assigned residence.

b. Upon notice, the employee will coordinate an exit inspection of the residence with the Assistant Hospital Administrator for Administrative Services. At the time of inspection, a final meter reading shall be conducted, and keys submitted by the employee to the Operations and Facilities staff. The security deposit form will then be obtained from the Assistant Hospital Administrator for Administrative Services by the employee within three (3) days of final inspection. Failure to obtain and submit the form to Financial Services within five (5) calendar days may result in loss of deposit. Deposits shall be returned if:

(1) at the time the residence is vacated, an exit inspection performed by an Operations and Facilities representative reveals no repairs are needed due to abuse or neglect on the part of the employee;

(2) the residence is left clean and orderly and no extraordinary cleaning is required; and

(3) there is no outstanding rent or utility account balance.

If any of the above conditions are not met, the entire deposit or an appropriate portion thereof will be retained to defray the cost to the state.

8. Telephones: Telephone service is available through Fairpoint Communications. ALL EMPLOYEES WHO RESIDE IN STATE-OWNED HOUSING MUST HAVE A TELEPHONE (HOME LAND LINE OR CELLULAR) WHERE THEY MAY BE REACHED IN CASE OF EMERGENCY, IF NEEDED.

The employee shall provide the Assistant Hospital Administrator for Administrative Services and the Telephone Operator with the telephone number. It will be the responsibility of the employee to arrange for telephone service. Any change in the telephone number shall be immediately provided to the Assistant Hospital Administrator for Administrative Services and the Telephone Operator.

9. Responsibilities of Housing Occupants:

a. An individual residing in state-owned housing will immediately report for duty in any type of emergency when requested to do so by the Hospital Administrator or designee.

b. An individual residing in state-owned housing will be responsible for compliance with all applicable laws, rules, and procedures by themselves, family members, and guests.

Attachment 2 Page 4 of 11 Operating Procedure 70-1 c. An individual residing in state-owned housing will be responsible for the appearance of the housing unit, with the exception of basic yard maintenance. Yards, carports, and other areas will be kept free of clutter, trash, or junk, including abandoned, junked, or inoperable vehicles.

d. An individual residing in state-owned housing will be aware of the boundaries of the grounds assigned to the housing unit and will ensure that the grounds assigned to another housing unit are not trespassed upon.

e. An individual residing in state-owned housing will be considerate of others and create no excessive noise or other activities to disturb the peace of others residing in state-owned housing.

f. An individual residing in state-owned housing will exercise good judgment regarding personal conduct by themselves, family members, and guests so as to avoid criticism and unfavorable public reaction or publicity. Conduct from the employee which could reflect in a negative manner on the State of Florida, the Department of Children and Families, or Florida State Hospital may result in disciplinary action.

g. Any damage to the state-owned housing shall be reported to the Service Response Center per paragraph 5c of this agreement no later than the next business day. Emergency repairs shall be reported immediately per paragraph 5b of this agreement.

h. An individual residing in state-owned housing will not permit persons other than immediate family to reside in the assigned housing, as defined in paragraph 5c of Florida State Hospital Operating Procedure 70-1.

i. An individual residing in state-owned housing will be permitted to have overnight/short term guests without prior approval as long as the visit does not exceed thirty (30) days in length. It is prohibited for a guest to leave prior to the 30th day and return thereafter in an attempt to circumvent the thirty (30) day restriction or for the guest to reside in the housing unit on a regular basis, but less than thirty (30) days.

j. An individual residing in state-owned housing shall submit a written request to the Housing Committee for a guest to remain in the housing unit longer than thirty (30) days, or for a non-family member to reside in the housing unit with the employee.

k. An individual residing in state-owned housing will allow Operations & Facilities staff to have access to interior of residence for upgrades, repairs, etc. as deemed necessary.

10. Information: Facts you should know about your housing and available services are as follows;

a. Disconnect points for your water, steam, and electricity should be identified as to location and operation in the event of an emergency. Call the Operations and Facilities Department, 663-7152, if you need assistance in locating valves and switches or their proper operation.

b. The heating system in a number of residences is steam heat from a central power plant. Do not tamper with outside lines, controls, or equipment. If the system does not function properly, call the Service Response Center, 663-7729. You should control heat in rooms by manual adjustment of the radiators, and not by opening the windows.

Attachment 2 Page 5 of 11 Operating Procedure 70-1 c. A number of residences are equipped with central heating and air conditioning units. Each of these units is equipped with a protective filter that must be changed at least quarterly (more often if in extremely dusty or heavy use conditions). It is the responsibility of the employee to change the filter regularly, as needed. Failure to do so may be considered neglect/abuse and may affect the return of the security deposit. As stated in paragraph 2 above, if the heating element in these units is fueled by natural gas, it is the employee’s responsibility to arrange to have fuel delivered and to obtain a schedule of deliveries.

d. If you are going to be away from your residence for more than 48 hours and wish to have Security Department personnel check the safety of your property, call the Security Department, 663-7440 or 663-7445 and advise them of your departure and return plans.

e. Installation of all types of washers, dryers, air conditioners, dishwashers, television antennas, and other special appliances must be coordinated with the Operations and Facilities Department, 663-7152. Installation is the responsibility of the employee, using previously established hook-up sites.

11. Conservation of Utilities: Energy conservation shall be practiced at all times. Employees are encouraged to discuss and monitor energy conservation with other persons residing with them.

12. Tools and Equipment: Tools necessary for working in flower beds, cleaning the lawn, or working in a garden shall not be furnished by Florida State Hospital. Employees are responsible for keeping the lawn and shrubbery watered in dry weather. The Sanitation/ Horticulture Department shall maintain the grounds and shrubbery in accordance with the overall grounds keeping plans of the hospital. Neither the employee, nor other persons living with the employee, shall attempt to prescribe the way in which their individual yard is maintained.

13. Reviews by Operations and Facilities Staff: Reviews of housing by the Operations and Facilities staff shall be made on a periodic basis for safety. Housing shall be maintained in a clean, neat, and sanitary condition. The interior and exterior shall be free of debris, clutter, and unnecessary accumulation of household items. Inoperative vehicles may not be parked in any family housing area. Employees will not alter or install wiring without the approval of the Operations and Facilities Director. Permanent improvements become the property of the hospital and may be made by the employee only after receiving proper approval. Any loss, damage, or destruction of such property or grounds, other than normal wear and tear, will be the liability of the employee. Charges for damages may be assessed against the employee as well as the termination of state housing assignment

14. Fire Department:

a. In the event of fire, call the Hospital Fire Department, 663-7911.

b. Pursuant to Florida State Hospital Operating Procedure 215-2, Fire Department staff are required to inspect state-owned housing annually for fire hazards. Fire Department staff will contact the employees assigned state-owned housing to coordinate their inspection at a convenient time. Fire Department staff will complete a work order on all items out of compliance.

15. Security: Security Department staff shall be called (663-7440 or 663-7445) in the event of an emergency, disturbance, presence of suspicious persons on the premises, etc.

Attachment 2 Page 6 of 11 Operating Procedure 70-1 16. Ambulance: Ambulance service to state-owned housing is available through Gadsden County EMS, by dialing 911.

17. Personal Property: All personal property owned by employees who reside in state-owned housing shall be maintained at the owner’s risk. Florida State Hospital shall not be liable for any damage, either to person or property, sustained by the employee or other persons due to the building or any part of the structure or grounds, or the machinery or appliances used in connection therewith, becoming out-of-repair or in defective condition or arising from the bursting or leaking of water, gas, sewer, or steam pipes, or the interruption of electrical service, or from any acts of negligence of employees, or other persons, or due to an accident occurring in or about said building.

18. Insurance: The purchase and maintenance of insurance is the responsibility of the employee. It is recommended that some type of renter’s policy that provides coverage for personal property and personal liability be carried.

19. Structural Repair: Structural repair shall be accomplished by Florida State Hospital personnel. Employees will not obtain the services of outside craftsmen for repairs and alterations to state-owned housing unless prior approval is obtained in writing from the Operations and Facilities Director. ALSO NOTE NUMBER 5, PAGE 2.

20. Electrical Fixtures: Electrical fixtures may only be installed by the employee after obtaining approval from the Director of Operations and Facilities, 663-7152. This may include ceiling fans, light fixtures, etc. However, upon vacating the residence, the fixture must remain with the building or be replaced with the original lighting fixture. Any lighting fixture removed must be stored by the employee, to be re-installed at the time of the employee’s departure from state housing. Any broken or worn out fixture will be replaced at the state’s expense. Call Service Response at 663-7729.

21. Carpet: Wall to wall carpeting may be installed in some of the state-owned houses by the employee but approval must be obtained from the Operations and Facilities Director, 663-7152. Said carpeting then becomes a part of the structure and may not be removed when the employee vacates the state-owned residence.

22. Light Bulb Replacement: Replacement of light bulbs will be accomplished by the employee. The hospital does not furnish light bulbs or fluorescent tubes. All lighting fixtures will be operational upon employee occupying residence and must be in same condition upon vacating. (Operating light bulbs must remain in fixtures)

23. Interruption of Services: Any interruption of services which is beyond the Hospital’s control will not be cause for damage claims against the State. Any damage or inconvenience as a result of failure to furnish water, heat, or other services causing stoppage of any part of the mechanical system of the building, or arising from unavoidable accidents or casualties, or other like or unlike causes beyond the control of the State, or for any stoppage thereof for needful repairs or improvement shall not be cause for liability claims against the State.

24. Pets: Clarification of “Pets” is as follows: A pet may be any four legged domesticated animal (i.e., dog, cat, etc.) and/or an animal that will not cause a nuisance (i.e., make excessive noise/disturb the peace, cause any property damage to state-owned housing or hospital grounds, nor be considered dangerous to employees or residents of Florida State Hospital, etc.). Any type of farm livestock (i.e., chickens, horses, goats, pigs, etc.) wild or exotic pets (i.e., snakes, iguanas, etc.) are prohibited as pets and/or to be grown on the hospital grounds

Attachment 2 Page 7 of 11 Operating Procedure 70-1 for food consumption. Any type of breeding of pets that can be construed to be a business must comply with paragraph 32, page 9, “Restriction on Private Business Activity.” If a pet has a litter, the young animals may remain with the female pet until they have been weaned from their mother. Any further clarification of this description will be brought to the attention of the Housing Committee. In relation to pets, it is the primary concern of the Hospital Administration to ensure the well-being and safety of all residents and employees of Florida State Hospital.

Pets are allowed to be kept on the hospital grounds; however, each single housing unit is only allowed up to three (3) pets. NO pets are allowed in multi-family dwellings (townhouses, apartments, etc.) assigned to/occupied by interns (category d). Employees in categories a, b, and c, who reside in multi-family dwellings may be allowed to keep a maximum of two (2) cats in the dwelling. The cats shall be spayed or neutered and shall not be allowed to roam freely outside of the dwelling. The privilege of ownership carries with it these responsibilities:

a. Owners must control their pets and not allow them to become a nuisance. They must clean up after their pets, maintaining a safe and healthy environment. Pets must have water and shelter at all times.

b. All dogs and cats shall be inoculated annually against rabies. Collars must show the owner’s name and date of inoculation. Pets roaming the grounds without identification will be presumed to be strays and will be removed from the grounds.

c. Pets will be kept free of fleas and diseases by the owners, thus, keeping fleas and other such pests from entering the residences and infesting the grounds.

d. Dogs must be tethered on a walking leash whenever outside of the home, must not be allowed to roam freely, and shall be secured on the grounds inside an approved fenced area. It is the employee’s responsibility to maintain the fenced area for the dog in a clean condition, removing feces daily, and insuring that water and shelter is provided to the pet.

Violations of the above responsibility will be handled as follows:

First Complaint - Documented Counseling by appropriate Assistant Hospital Administrator/Clinical Director;

Second Complaint - Owner will be required to remove the pet and fence from the hospital grounds;

Third Complaint or failure to comply with removal of pet and fence - Termination of state housing with 30 days to vacate.

25. Indebtedness: Indebtedness by employees for service performed by the hospital shall be paid promptly upon receipt of a hospital invoice. Failure to do so shall be reported to the Hospital Administrator. Non-payment of any amount owed to the hospital shall be just cause for termination of state-owned housing with 30 days to vacate.

26. Firearms:

a. Unless otherwise prohibited, firearms belonging to persons residing in staff residential housing units may be stored on the premises. Firearms retained in staff residential housing units must be secured from view and must be stored under lock and key. Firearm ammunition and other projectiles must be secured from view in a manner as to assure the safety of

Attachment 2 Page 8 of 11 Operating Procedure 70-1 residents and others who may have access to staff residential housing units and not in the same room as the firearm itself. Each employee to whom state-owned housing is assigned shall complete in its entirety, FLORIDA STATE HOSPITAL FIREARMS REGISTRATION FOR EMPLOYEES RESIDING IN STATE-OWNED HOUSING, Attachment 4, and forward to the Chief of Security. It will be the responsibility of the employee to inform the Security Department of any changes (additions/deletions) by completing a new form and forwarding to the Chief of Security. The Security Department will ensure that they have on file a completed form for each person residing in state-owned housing. The names of employees who do not complete and submit their form to the Security Department within two (2) weeks of the issuance of keys will be forwarded to the Housing Committee for further action.

b. Anyone who violates the above will be in violation of Departmental Regulations and Florida Law and subject to termination of state-owned housing with no more than 30 days to vacate. Such action will become a part of the employee’s official personnel record.

27. Smoke Alarms: All residences are equipped by the hospital with at least one smoke alarm. The size and layout of the residence will determine the actual number of smoke alarms required. Most smoke alarms are equipped with early warning devices which are activated when the batteries begin to fail. When the sound is heard, call the Service Response Center, 663-7729, to replace the batteries.

28. Fireplaces: Some houses are equipped with wood burning fireplaces. Per the directive of the State Fire Marshall and to ensure compliance with National Fire Protection Association regulations, use of fireplaces in all staff residences, except #1275, is STRICTLY PROHIBITED. The fireplace in residence #1275 may be used only after having the fireplace chimney and flue cleaned. The cleaning shall be done annually, prior to the fireplace being used, and shall be done at the expense of the employee assigned to residence #1275.

29. Smoking in or around Dwellings: In accordance with Florida State Hospital Operating Procedure 70-12, the Florida State Hospital Campus is tobacco free. Occupants of state housing and their guests will be permitted to consume tobacco products in the housing unit and on the grounds contiguous to the housing unit, provided that the use of the product is not readily visible to residents of the Hospital.

30. Children: The employee shall be responsible for the acts of their children or those visiting and shall exercise control over them. The employee shall be financially responsible for any damages caused by children.

31. Safety: Safety shall be practiced at all times by employees living on the Hospital grounds. Parents shall instruct their children on the hazards of playing in the street. Employees and other persons living with them shall observe speed limits. Violations will be reported to the Hospital Administrator and/or the City of Chattahoochee Police Department. There will be strict adherence to fire regulations.

32. Restrictions on Private Business Activity: No trade or private business, which is considered incompatible with a residential neighborhood, shall be conducted in or upon property assigned to an employee for residential use. A trade or business shall be considered incompatible with residential use if it makes the property unsightly; significantly increases noise levels; increases vehicular or pedestrian traffic to or from the residence, or otherwise interferes with the surrounding employees peaceful use and enjoyment of their assigned property. Under no circumstances will any signs or similar items identifying the business be posted upon the property. Before engaging in a particular trade or business, the employee shall seek a

Attachment 2 Page 9 of 11 Operating Procedure 70-1 determination from the Housing Committee as to whether or not a particular trade or business will be permitted.

33. Restrictions on Parking in Residential Vicinity: Employees residing in state-owned housing must confine the parking and/or storage of vehicles, boats, campers, trailers, etc. to the garage, driveway, or other approved areas (yards surrounding the housing units are not authorized areas). Vehicles should not block a street or create an atmosphere not compatible with a residential neighborhood. Cars and other vehicles may only be parked in the driveway, and not on the lawn. Random surveys will be conducted by Security Department staff on all three shifts and any issues will be reported to the Assistant Hospital Administrator for Administrative Services. Failure to comply will result in:

First Occurrence -- Documented Counseling from appropriate Assistant Hospital Administrator/Clinical Director;

Second Occurrence -- Written warning from appropriate Assistant Hospital Administrator/Clinical Director;

Third Occurrence -- Termination of housing assignment with 30 days to vacate.

34. Moving Expenses: Any cost associated with moving into or out of state-owned housing is the financial responsibility of the employee.

35. Termination of Residence: Termination of a residence will be made on or before the last working day when an employee resigns from the hospital unless prior approval is obtained from the Hospital Administrator. In no case shall any extension exceed 30 days beyond the last working day. Termination of state owned housing may be required when the circumstances for the assignment of housing changes, such as a change of job classification, change in housing requirements due to changes in family or number of occupants, or for any other such type of change that was a material factor in the assignment of the housing. Upon notice, the employee will coordinate an exit inspection of the residence with the Assistant Hospital Administrator for Administrative Services. At the time of inspection, a final meter reading shall be conducted, and keys submitted by the employee to the Operations and Facilities staff. The employee shall be responsible for leaving the residence and grounds in a clean condition, and utility bills and use assessment fees paid in full.

36. Review of Housing Assignments: A review of housing assignments will be made by the Housing Committee in July of each year. Any recommendations for change of state-owned housing will be forwarded to the Hospital Administrator for concurrence.

37. Termination of Housing Assignments: Florida State Hospital reserves the right to terminate the housing assignment at any time upon 30 days notice to the employee. Non- compliance with any of the above conditions can result in revocation of housing privileges for the employee.

38. ANY EXCEPTION TO THIS POLICY MUST BE REQUESTED IN WRITING TO THE ASSISTANT HOSPITAL ADMINISTRATOR FOR ADMINISTRATIVE SERVICES, INCLUDING ALL JUSTIFICATION FOR SUCH A REQUEST. THE ASSISTANT HOSPITAL ADMINISTRATOR FOR ADMINISTRATIVE SERVICES WILL PRESENT THE EXCEPTION REQUEST TO THE HOUSING COMMITTEE. THE RECOMMENDATIONS OF THE HOUSING COMMITTEE AND THE DECISIONS OF THE HOSPITAL ADMINISTRATOR ARE FINAL. ANY EXCEPTION MUST BE APPROVED IN WRITING BY THE HOSPITAL ADMINISTRATOR. Attachment 2 Page 10 of 11 Operating Procedure 70-1 ACKNOWLEDGMENT OF RECEIPT OF FLORIDA STATE HOSPITAL ASSIGNMENT OF HOUSING AGREEMENT

This is to certify that I have received, and read, a copy of the Florida State Hospital Operating Procedure 70-1, Attachment 2, Assignment of Housing Agreement, and I fully understand the provisions that, as an employee considered to be essential to the operation of Florida State Hospital, I agree to return to work at the Hospital upon request, provide coverage where needed and to respond to emergencies or disaster situations. I hereby accept this assignment of state- owned housing on the basis of the conditions outlined. I further understand that this housing assignment is being made based on my present position of ______. If I change positions, this assignment must be re-approved by the Hospital Administrator for continuation. Also, I agree to obtain a telephone and provide the number to the Assistant Hospital Administrator for Administrative Services, Hospital Operator, and my supervisor so that I can be reached after regular working hours.

______Employee’s Signature

______Date

______Housing Number

______Use Assessment Fee Utility Fee (If applicable)

Attachment 2 Page 11 of 11 Operating Procedure 70-1

FLORIDA STATE HOSPITAL HOUSING AGREEMENT FOR INTERNS

Florida State Hospital housing has been approved based on the terms and conditions outlined below:

SIGNIFICANT NOTES:

State-owned housing is intended only for the intern, spouse and children, or those other family members for whom the intern is financially responsible and who will be living with the intern full time.

1. Services: Garbage pick-up, water, sewer service, lawn and building maintenance, and steam heat, or central air conditioning and heating systems are furnished to most residences by Florida State Hospital.

2. REPAIRS/MAINTENANCE/ALTERATIONS

a. Inquiries: Calls regarding utilities, building maintenance, garbage pick-up, and grounds maintenance should be made by the intern only, and not by family members, except in the case of an emergency.

b. Emergency Repairs: When emergency repairs are needed, contact Operations and Facilities staff by calling 663-7729 or, if no answer, 663-7563.

c. Routine Repairs and Maintenance: When routine repairs or maintenance are needed, report this to the Service Response Center by calling 663-7729, Monday through Thursday, 7:30 A.M. until 4:30 P.M.

d. Alterations/Structural Changes/Modifications:

(1) Any alterations, structural changes, or modifications desired by the intern must be requested in writing to the Operations and Facilities Director. State-owned housing is accepted by the intern “as is” and any desired change must be shown to be in the best interest of the hospital.

(2) Interior Painting:

(a) Houses and apartments prepared for occupancy before assignment will be painted a standard off-white. When the residence is repainted during the occupancy of the intern, every effort will be made to accommodate the intern’s desires as to paint colors through the use of standard interior colors.

(b) Interns may paint the interior of their assigned housing only after obtaining approval of the type of paint and colors from the Operations and Facilities Director. All requests must be submitted by the intern in writing and directed to the Operations and Facilities Director, who will then approve/disapprove and provide the requester and Assistant Hospital Administrator for Administrative Services with copies of same.

3. Inventory: A few houses and apartments are furnished with refrigerators, stoves, washers, etc. The Property Department maintains an inventory of these state-owned items.

Attachment 3 Page 1 of 5 Operating Procedure 70-1 Per Children and Families Operating Procedure 80-2, property will be inventoried at least annually, and the Property Department will contact the intern to gain access to the home for the inventory.

4. Information: Facts you should know about your housing and available services are as follows;

a. Disconnect points for your water, steam, and electricity should be identified as to location and operation in the event of an emergency. Call the Operations and Facilities Department, 663-7152, if you need assistance in locating valves and switches or their proper operation.

b. The heating system in a number of residences is steam heat from a central power plant. Do not tamper with outside lines, controls, or equipment. If the system does not function properly, call the Service Response Center, 663-7729. You should control heat in rooms by manual adjustment of the radiators, and not by opening the windows.

c. If you are going to be away from your residence for more than 48 hours, and wish to have Security Department personnel check the safety of your property, call the Security Department, 663-7440 or 663-7445 and advise them of your departure and return plans.

5. Conservation of Utilities: Energy conservation shall be practiced at all times. Interns are encouraged to discuss and monitor energy conservation with other persons residing with them.

6. Reviews by Operations and Facilities Staff: Reviews of housing by the Operations and Facilities staff shall be made on a periodic basis for safety. Housing shall be maintained in a clean, neat, and sanitary condition. The interior and exterior shall be free of debris, clutter, and unnecessary accumulation of household items. Inoperative vehicles may not be parked in any family housing area. Interns will not alter or install wiring without the approval of the Operations and Facilities Director. (Permanent improvements become the property of the hospital and may be made by the intern only after receiving proper approval.) Any loss, damage, or destruction of such property or grounds, other than normal wear and tear, will be the liability of the intern. Charges for damages may be assessed against the intern as well as the termination of state housing assignment

7. Fire Department:

a. In the event of fire, call the hospital Fire Department, 663-7911.

b. Pursuant to Florida State Hospital Operating Procedure 215-2, Fire Department staff are required to inspect state-owned housing annually for fire hazards. Fire Department staff will contact the interns assigned state-owned housing to coordinate their inspection at a convenient time. Fire Department staff will complete a work order on all items out of compliance.

8. Security: Security Department staff shall be called (663-7440 or 663-7445) in the event of an emergency, disturbance, presence of suspicious persons on the premises, etc.

9. Ambulance: Ambulance service to state-owned housing is available through the City of Chattahoochee, by dialing 911.

10. Personal Property: All personal property owned by interns who reside in state-owned housing shall be maintained at the owner’s risk. Florida State Hospital shall not be liable for any damage, either to person or property, sustained by the intern or other persons due to the

Attachment 3 Page 2 of 5 Operating Procedure 70-1 building or any part of the structure or grounds, or the machinery or appliances used in connection therewith, becoming out-of-repair or in defective condition or arising from the bursting or leaking of water, gas, sewer or steam pipes, or the interruption of electrical service, or from any acts of negligence of employees, or other persons, or due to an accident occurring in or about said building.

11. Insurance: The purchase and maintenance of insurance is the responsibility of the intern. It is recommended that some type of renter’s policy that provides coverage for personal property and personal liability be carried.

12. Structural Repair: Structural repair shall be accomplished by Florida State Hospital personnel.

13. Electrical Fixtures: No alterations of electrical fixtures may be made by interns. Any broken or worn out fixture will be replaced at the state’s expense. Call Service Response at 663-7729.

14. Light Bulb Replacement: Replacement of light bulbs will be accomplished by the intern. The hospital does not furnish light bulbs or fluorescent tubes. All lighting fixtures will be operational upon intern occupying residence and must be in same condition upon vacating. (Operating light bulbs must remain in fixtures)

15. Interruption of Services: Any interruption of services which is beyond the hospital’s control will not be cause for damage claims against the State. Any damage or inconvenience as a result of failure to furnish water, heat, or other services causing stoppage of any part of the mechanical system of the building, or arising from unavoidable accidents or casualties, or other like or unlike causes beyond the control of the State, or for any stoppage thereof for needful repairs or improvement shall not be cause for liability claims against the State.

16. Pets: NO pets are allowed in multi-family dwellings (townhouses, apartments, etc.) assigned to/occupied by interns.

17. Firearms: Firearms and ammunition are not allowed in state-owned intern housing. No exceptions will be made. Anyone found in violation will have their housing assignment terminated.

18. Smoke Alarms: All residences are equipped by the hospital with at least one smoke alarm. The size and layout of the residence will determine the actual number of smoke alarms required. Most smoke alarms are equipped with early warning devices which are activated when the batteries begin to fail. When the sound is heard, call the Service Response Center, 663-7729, to replace the batteries.

19. Children: The intern shall be responsible for the acts of their children or those visiting and shall exercise control over them. The intern shall be financially responsible for any damages caused by children.

20. Safety: Safety shall be practiced at all times by interns living on the hospital grounds. Parents shall instruct their children on the hazards of playing in the street. Interns and other persons living with them shall observe speed limits. Violations will be reported to the Hospital Administrator and/or the City of Chattahoochee Police Department. Fire regulations will be strictly adhered to.

Attachment 3 Page 3 of 5 Operating Procedure 70-1 21. Restrictions on Private Business Activity: No trade or private business, which is considered incompatible with a residential neighborhood, shall be conducted in or upon property assigned to an intern for residential use. A trade or business shall be considered incompatible with residential use if it makes the property unsightly; significantly increases noise levels; increases vehicular or pedestrian traffic to or from the residence, or otherwise interferes with the surrounding employees peaceful use and enjoyment of their assigned property. Under no circumstances will any signs or similar items identifying the business be posted upon the property. Before engaging in a particular trade or business, the intern shall seek a determination from the Housing Committee as to whether or not a particular trade or business will be permitted.

22. Restrictions on Parking in Residential Vicinity: Interns residing in state-owned housing must confine the parking and/or storage of vehicles, boats, campers, trailers, etc. to the garage, driveway, or other approved areas (yards surrounding the housing units are not authorized areas). Vehicles should not block a street or create an atmosphere not compatible with a residential neighborhood. Cars and other vehicles may only be parked in the driveway, and not on the lawn. Random surveys will be conducted by Security Department staff on all three shifts and any issues will be reported to the Assistant Hospital Administrator for Administrative Services.

23. Termination of Residence: The residence shall be left in a clean condition.

Attachment 3 Page 4 of 5 Operating Procedure 70-1 ACKNOWLEDGMENT OF RECEIPT OF FLORIDA STATE HOSPITAL HOUSING AGREEMENT FOR INTERNS

This is to certify that I have received, and read, a copy of the Florida State Hospital Operating Procedure, 70-1, Attachment 3, Housing Agreement for Interns, and I fully understand the same. I further understand that this housing assignment is being made based on my internship position of ______.

______Name (Please print)

______Signature

______Date

______Housing Number

______Period of Assignment

______Authorizing FSH Official Assistant Hospital Administrator/Clinical Director

______Department/Unit Assigned To

Permanent Address:

______

Emergency Contact (Name, Relationship and Telephone #)

______

Attachment 3 Page 5 of 5 Operating Procedure 70-1 FLORIDA STATE HOSPITAL FIREARMS REGISTRATION FOR EMPLOYEES RESIDING IN STATE-OWNED HOUSING

OWNERS NAME: RESIDENCE NUMBER:

HOME PHONE: WORK PHONE: ADDRESS:

TYPE OF FIREARM Caliber Pistol, Rifle, etc. Manufacturer or Gauge Serial Number

USE BACK OF FORM IF NECESSARY

I, the undersigned, do hereby acknowledge that:

1) The above list is a complete and accurate inventory of all firearms in my residence and if I should purchase or sell any firearms, I will immediately notify the Florida State Hospital Security Department.

2) Firearms and similar instruments customarily used, or designed to be used as a dangerous weapon, will be secured from view under lock and key.

3) Firearm ammunition and other projectile articles and items will be secured from view under lock and key in a separate part of the residence, but not in the same room as the weapon itself.

4) Anyone who violates these requirements will be in violation of Departmental Regulation and Florida Law, and is subject to administrative disciplinary action to the extent of termination of state-owned housing. Such action will become a part of my individual official personnel record.

Signed______Date______

Form 313, (Revised) Aug 02 Attachment 4 Office of Primary Responsibility: Asst. Hospital Administrator for Administrative Services Operating Procedure 70-1

FLORIDA STATE HOSPITAL ANNUAL HOUSING SURVEY

NAME: RESIDENCE #:

PHYSICAL ADDRESS:

MAILING ADDRESS:

CLASS TITLE:

TELEPHONE #: HOME WORK

UNIT/DEPARTMENT ASSIGNED TO:

MARITAL STATUS: # OF DEPENDENTS:

List the names of all persons currently residing in the residence with you. (DO NOT INCLUDE OCCASIONAL VISITORS TO HOME):

NAME AGE GENDER RELATIONSHIP Full-Time Part-Time ______Explain Part-Time ______

Do you currently own or are you purchasing residential type housing? YES ___ NO ___ If yes, indicate below the address of the residence and the approximate distance in miles from Florida State Hospital:

Do you own pets located on the grounds of the Hospital? YES ___ NO ___ If so, what kind and how many?

Do you have firearms and/or ammunition in your residence? YES ___ NO ___

I HEREBY CERTIFY THAT THE ABOVE INFORMATION IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. I FURTHER UNDERSTAND THAT SUPPLYING FALSE INFORMATION WILL RESULT IN THE TERMINATION OF MY HOUSING AGREEMENT.

______Employee Signature Date

Form 68, Dec 04 Attachment 5 Office of Primary Responsibility: Asst. Hospital Administrator for Administrative Services Operating Procedure 70-1