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Homes and Community Renewal

2009-C-02: Utility Consumption Record - Form HM-3 / Report on Maintenance of Heating Equipment - Form HM-38

To: All Housing Authority Executive Directors/Managers*
     All Housing Company Owners, Managing Agents and Managers

From: Robert Damico, Downstate Director
          Housing Management Bureau

Date: August 7, 2009

Subject: Utility Consumption Record - Form HM-3
             Report on Maintenance of Heating Equipment - Form HM-38

* This memorandum, unless otherwise indicated, is advisory or informational in nature for Federally-subsidized public housing projects.

The Housing Management Bureau routinely undertakes initiatives to assist housing companies and authorities in coping with the energy costs that represent a substantial and increasing portion of the operating budgets of our State-supervised housing developments.

The recording and analysis of energy usage is essential in controlling energy costs. In order to assure that energy utilization information is reported accurately and can be relied upon for analysis purposes, you are required to submit the Utility Consumption Record (HM-3) for the period from July 2008 through June 2009. In addition, to ensure that heating equipment is maintained at optimal operating efficiency throughout the year, you are required to submit the Report on Maintenance of Heating Equipment (HM-38). Detailed instructions for the use of each of these forms follow at the end of this memo.

While copies of these forms are enclosed for your reference, they are also available in an electronic format on DHCR's website at, under "Housing Operations", "Forms" as Omni Form Mailable forms: HM-3.exe and HM-38.exe. To complete these forms electronically, enter the required information in the fields highlighted in yellow. Then save the files to your computer using your development's name, and send the completed forms back to us via e-mail. We encourage you to complete your HM-3 and HM-38 using this simple and convenient format. If you have any questions about use of the electronic versions of these forms, please call Mohammed Siddiqui at (212) 480-7340.

Please carefully review the descriptions below for each form, as well as instructions for each. Questions concerning the information required on these forms should be addressed to your assigned Housing Management Representative (HMR).

Submit the HM-3 and HM-38 either electronically to:, or by mail to the address below by August 31, 2009.

New York State Division of Housing and Community Renewal
Housing Management Bureau
25 Beaver Street
New York, NY 10004

ATTENTION: Mohammed Siddiqui - Room 633

The original forms and documentation should be retained for your records.

- Elliot Ashrey for Robert Damico

Encls: Form HM3 (01/04), Form HM-38 (06/05), Instructions for HM-3, Instructions for HM-38. cc: Housing Authority Chairperson without Enclosures
Housing Company Owner without Enclosures

Last updated on 05/11/10