Transcript Supervisory Visits - Affordable Housing Management

Supervisory Visits
and
Compliance Reviews
Why?
• Ensure the project is managed in
accordance with the goals & objectives
of the MFH program
• Preserve the value of the property
• Ensure that the project is maintained to
provide housing that is decent, safe,
sanitary, and affordable
Key Areas Examined
• Inspection of grounds, exteriors,
common areas, dwelling units
• Review occupancy procedures, rent
charge calculations, project’s financial
systems & controls
• Maintenance and Preventive
Maintenance Programs
Completed before the SV
• RD Notification Letter
• Tenant Notification by management
• Desk Review by RD
Physical Inspection
• Examine the ground’s, exteriors,
common areas, and interior units.
• Adequate Maintenance
30 units or less = 6 occupied units
31-74 units =
10 occupied units
+ vacant units
Physical Conditions
• Standards of Physical Conditions
• Performance Standards
– 7 CFR 3560.103(a)(3)
• Maintenance Procedures
– 7 CFR 3560.103(b)
Maintenance Procedures
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Preventive Maintenance
Response to calls
Work Orders
Inspections
Energy Conservation
Tenant Damages
Accessibility Issues
On-site Review
• Project records
– Marketing materials
– Applications
– Waiting List
• May request copies of:
– Lease, Occupancy Rules, Tenant Selection
Plan, Bank Statements, Advertising,
Insurance Declaration page
– Form sent out with SV letter
Posters & Postings
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Equal Housing Opportunity Poster
Tenant Grievance Procedure
“And Justice for All”
Affirmative Fair Housing Plan
Occupancy Rules
Office Hours & Phone Number and
Emergency Phone Numbers
• Latest Rent Increase
Tenant Files
• Selected by MFIS by identified risk factors
– Income less than <$3000
– Medical Deductions
– Initial Certification
– Move Out
– Evictions
» Remaining tenant files randomly selected
Tenant File Review
• Release of Information Forms
– Wage Matching
• Adequate Documentation
• Proper Verification
• Annual Income/Adjusted Annual Income in accordance
with:
– HUD 24 CFR 5.609 and 5.611
– HUD Handbook 4350.3, Chapter 5 Determining Income and
Calculating Rent
Tenant Interview
• Grievance Process
• Certification/Verification
• Maintenance/Repairs
– Process and Response
– Reasonable Accommodation
• General Questions
On-site Review Compliance
• Management
Requirements
• Financial Requirements
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Occupancy
Requirements
• Site Staff
• Maintenance Systems
• Capital Planning &
Cash Flow
• Cash Controls
• Cost Controls
• Insurance & Reserve
Accounts
• IOIs
• Occupancy Review
• Tenant/Management
Relations
Compliance Review
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Waiting List
Management Plan
Review lease & application
Ineligible occupant of fully accessible
unit
• Inspection of project to determine if
physical barriers. Review Transition
Plan
• Interview tenants/Community Members
504 Transition Plan
• Civil Rights Laws 'Accessibility
Requirements That Apply to the MFH
Program
– Appendix 5 to HB-2-3560
Self Evaluation and Transition Plans
Grid for MFH architectural requirements
Frequently Asked Questions to Civil Rights –
Related Compliance Issues