1 AAHRA/HUD 2007 Spring Workshop (Preparing for a REAC Physical Inspection) May 8 - 9, 2007

2 Training Agenda TUESDAY, MAY 8 TH : 9:00 am – Welcome / Go over this thing 9:05 am – How to prepare for the inevitable 10:15 am – BREAK (10 Minutes) 10:25 am – “Inspection Day” Video 11:30 am – Lunch on your own (1-1/2 Hours) 10:55 am – How to prepare … (Continued)

3 Training Agenda TUESDAY, MAY 8 TH : 1:00 pm – Welcome / Go over this thing 1:05 pm – How to prepare for the inevitable 2:30 pm – BREAK (30 Minutes) 3:00 pm – “Inspection Day” Video 4:30 pm – Adjourn 3:30 pm – How to prepare … (Continued)

4 Training Agenda WEDNESDAY, MAY 9 TH : 8:30 am – Welcome / Go over this thing 8:35 am – How to prepare for the inevitable 9:45 am – BREAK (15 Minutes) 10:00 am – “Inspection Day” Video 11:30 am – Adjourn 10:30 am – How to prepare … (Continued)

5 Ground Rules RULE NUMBER 1: “Don’t shoot the messenger!” (Me.) RULE NUMBER 2: Ask questions! Remember, there are no dumb questions, just dumb answers. (Which I’ll try my best not to give.) When in doubt, refer to RULE NUMBER 1 above. RULE NUMBER 3:

6 Reminder! =

7 - How do I properly prepare for a REAC inspection? Questions to be Answered - Where should I focus my resources? - What is my role during the inspection?

8 Questions to be Answered (Continued) - How will certain things, like smoke detectors, be checked? (Will the inspector use canned smoke or just push the button?) - What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?

9 Questions to be Answered (Continued) - How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection? - Is there a checklist of standards I can use before the inspection to help me make sure everything is up to par? - How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?

10 HQS VS. UPCS, SCORING, APPEALS, ETC.

11 The Process OLD: (HQS) Regulatory requirement that housing providers must inspect their units/properties to a HUD defined standard. HUD Headquarters PIH-REAC Quality Assurance Field Office Quality Assurance Housing Agency Inspects to Standard Housing Agency Inspects to Standard Field Office NEW: (UPCS) - Paper based - Pass/Fail - Subjective - Inconsistent - Electronic - Point Deductions - Objective - More Consistent

12 “Decent, safe, sanitary and in good repair.” MEASUREMENT Housing Quality Standards (HQS) Future Uniform Physical Condition Standards (UPCS) Elements The Standard

13 Insulation Curtains and Shades Water Saver Devices HQS vs. UPCS

14 Dwelling Units Holes/Missing Tiles/Panels LEVEL 3 Building Dwelling Units Living Room Ceiling

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18 HQS: - Uses “subjective” measurements such as “serious”, “large”, “significant” and “severe” without specifying a quantifiable amount. (Makes consistent ratings more difficult to obtain amongst different inspectors.) - If just one item is marked “Fail”, then the entire unit fails the inspection. UPCS: - Uses “objective” measurements such as “larger than 8-1/2 x 11” or “more than 3 tiles”. (Makes consistent ratings more obtainable amongst different inspectors.) -If an item receives a “Level 3” rating, then the score for that unit will be reduced from its potential maximum points. Item: Ceiling Condition

19 Item: Ceiling Condition HQS Guidance (paper) UPCS Guidance (electronic) *Covered under either: “Bulging/Buckling”, “Peeling/Needs Paint” or “Water Stains/Water Damage/Mold/Mildew”.

20 Building Systems LEVEL 3 Building Systems Domestic Water Misaligned Chimney/Ventilation System

21 HQS: - If just one item is marked “Fail”, then the entire unit fails the inspection. UPCS: - If an item receives a “Level 3” rating, then the score for that building will be reduced from its potential maximum points. Item: Hot Water Heater

22 Item: Hot Water Heater HQS Guidance (paper) UPCS Guidance (electronic) *Covered under: “Missing Pressure Relief Valve”.

23 Dwelling Units LEVEL 3 Building Dwelling Units Smoke Detector Missing/Inoperable

24 HQS: - If this item is marked “Fail”, then the entire unit fails the inspection. UPCS: - If this item receives a “Level 3” rating, an “Exigent Health & Safety” notation is made but no points are deducted from the overall score. Item: Smoke Detectors

25 Item: Smoke Detectors HQS Guidance (paper) UPCS Guidance (electronic)

26 DCD 2.3 INSPECTABLE DEFECTS

27 Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney – the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

28 Top 20 Deficiencies (Continued) 11. Plumbing – pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers – any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers - are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers - are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers –caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes – hardware is in place and the chute door closes properly; 17. Trash Receptacles - are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting – the back up lighting works even when the test light does not work; 19. Leaking Domestic Water – there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers – are not cracked or broken.

29 - How do I properly prepare for a REAC inspection? Questions to be Answered - Where should I focus my resources? - What is my role during the inspection? A: Pray. A: You have resources?!? A: Refer to the first question above.

30 The Goal Assign a score to the overall property condition based on the data collected by the inspector –Measure physical condition –Objective & consistent –Accommodates all property types & configurations

31 The inspector records the existence and the severity of deficiencies according to preset criteria Scoring is Based on Objective Data

32 Relative importance (“weights”) were assigned to each physical area, item, and deficiency in the inspection protocol HUD applies the weights to the inspection data to compute the score The score is based on a 100 point scale The Scoring Approach

33 The weights were assigned as part of a consensus process: - Industry stakeholder input Public Housing Authorities Multifamily Housing (Owners / Agents) Trade groups PHA industry groups - HUD information - Trade professionals’ experience Scoring Protocol

Site Building Exterior Common Areas Dwelling Units Fencing and Retaining Walls Grounds Lighting Mailboxes/Project Signs Market Appeal Parking Lots/Driveways/Roads Play Areas and Equipment Refuse Disposal Storm Drainage Walkways/Steps Doors Fire Escapes Foundations Lighting Roofs Walls Windows Domestic Water Electrical System Elevators Emergency Power Exhaust System Fire Protection HVAC Sanitary System Basement/Garage/Carport Office Closet/Utility/Mechanical Other Community Spaces Community Room Patio/Porch/Balcony Day Care Pools and Related Structures Halls/Corridors/Stairs Restrooms/Pool Structures Kitchen Storage Laundry Room Trash Collection Areas Lobby Bathroom Call-for-Aid Ceiling Doors Electrical System Floors Hot Water Heater HVAC System Kitchen Lighting Outlets/Switches Patio/Porch/Balcony Smoke Detector Stairs Walls Windows Building Systems Areas & Items 15% 20% 35%15%

35 Wgt15% 20%35%15%100% Property Physical Condition Inspection Areas Site Health & Safety Deductions Whole Point Deductions From Final Score Building Exterior Building Systems Dwelling Units Common Areas Building Scoring Dynamics

36 Wgt15% 20%35%15%100% Property Physical Condition Inspection Areas Site Health & Safety Deductions Whole Point Deductions From Final Score Building Exterior Building Systems Dwelling Units Common Areas Building Wgt15% 20%35%15%100% Wgt18% 23%41% 0%100% (For example, if there are no Common Areas on a property, the other inspection areas become more important) No Two Properties Are Alike

37 Scores calculated based on: Area Points x Item Weight x Criticality x Severity Ranges are: Area Points Site = 15Bldg Systems = 20Dwelling Units = 35 Bldg Ext = 15Common Areas = 15 Item Weight (Examples) Smoke Detector = 0Missing Toilet = 10 Damaged Ceiling = 4.5Misalinged Chimney = 15.5 Criticality (5) Critical = 5.0 (2) Contributes = 1.25 (4) Very Important = 3.0 (1) Slight Contribution = 0.5 (3) Important = 2.25 Severity (3) Most Severe = 1.0 (2) Severe = 0.50 (1) Least Severe = 0.25 Scoring Methodology

38 Scoring Methodology (Continued)

39 Scoring Methodology (Continued)

40 Dwelling Unit: Living Room, Ceiling - Holes/Missing... - Level 3 Scoring (Area Points x Item Weight x Criticality x Severity / # Units) 35 x x 3.0 x 1.0 = / 24 = 0.20 Point Deduction (Item Weight x Criticality x Severity) 4.5 x 3.0 x 1.0 = 13.5% *Assuming 250 Units (24 Sample Units)

41 Building Systems: Domestic Water, Misaligned Ventilation System - Level 3 Scoring *Assuming 5 Buildings * EH&S TICKET ITEM! * (Area Points Item Weight x Criticality x Severity / # Buildings) 20 x x 5.0 x 1.0 = 15.5 / 5 = 3.10 Point Deduction (Item Weight x Criticality x Severity) 15.5 x 5.0 x 1.0 = 77.5%

42 Dwelling Units: Smoke Detector, Missing/Inoperable - Level 3 Scoring (Item Weight x Criticality x Severity) 0 x 5.0 x 1.0 = 0 no point deduction (Area Points x Item Weight x Criticality x Severity / # Units) 35 x 0 x 5.0 x 1.0 = 0 / 10 = no point deduction *Assuming 15 Units (10 Sample Units) * EH&S TICKET ITEM! *

43 Questions to be Answered A: Push the button. (No cigarettes please.) A: Don’t let them leave! (Lock them up.) - How will certain things, like smoke detectors, be checked? (Will the inspector use canned smoke or just push the button?) - What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?

44 Technical Reviews What qualifies for a Technical Review? - Building Data Errors - Unit Count Errors - Non-Existent Deficiency Errors You can appeal a physical score if you believe the inspection was not conducted in accordance with the Public and Indian Housing Real Estate Assessment Center (PIH-REAC) Uniform Physical Condition Standards (UPCS) inspection protocol or feel that certain inspection data may have been recorded in error that, if corrected, will result in an improvement in the property's overall score What does NOT qualify for a Technical Review? - Disagreements over the severity of a defect - Deficiencies that were repaired or corrected

45 Technical Reviews (Continued) Timeline for submittal: - Public Housing = 15 days - Multifamily Housing = 30 days What to include: - All property identification information - All deficiency location information How to document: - Written Material - Photographs - Video * OBJECTIVELY VERIFIABLE! *

46 Technical Reviews (Continued) Where to send your request: Attn: PASS Technical Reviews HUD/PIH/REAC th Street SW, Suite 100 Washington, DC What can happen: - Request Denied - New Inspection Scheduled - Correct the Inspection Report (Adjust score)

47 What qualifies for a Database Adjustment? - Local conditions and exceptions - Ownership issues - Adverse conditions beyond the owner’s control - Modernization work in progress You can appeal a physical score if you believe the inspection was not conducted in accordance with … blah … blah … blah … (Same as the previous one.) What does NOT qualify for a Database Adjustment? - Deficiencies that were repaired or corrected - Deficiencies caused by residents - Items covered by the Technical Review process Database Adjustments

48 Timeline for submittal: - Public Housing = 15 days - Multifamily Housing = 45 days What to include: - All property identification information - All deficiency location information How to document: - Written Material - Photographs - Video * OBJECTIVELY VERIFIABLE! * Database Adjustments (Continued)

49 Where to send your request: Attn: PASS Database Adjustments HUD/PIH/REAC th Street SW, Suite 100 Washington, DC What can happen: - Request Denied - New Inspection Scheduled - Correct the Inspection Report (Adjust score) Database Adjustments (Continued)

50 Questions to be Answered (Continued) - How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection? - Is there a checklist of standards I can use before the inspection to help me make sure everything is up to par? - How do I appeal a finding, and what kinds of documentation do I need to back up my appeal? A: Ha, ha ha. That’s a good one! (Ever hear of “War and Peace”?) A: It’s easier to just have them move out. A: The “Top 20” list is a good place to start.

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