Transcript Inspection Procedures for Non-Profit Housing Corporations

Inspection Procedures for Non-Profit
Housing Corporations in Ohio
July 8, 2011
How Webinar Technology Works
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Only Cathy and the presenters can be heard; all
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Cathy will send each participant a two-digit code to
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The control panel on your screen gives you a place
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If we don’t get to you during the session, we will
follow up with you afterward.
Goals for Today
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Review legal requirements concerning
property inspections.
Review DHN recommendations regarding
inspections.
Discuss procedures used by various housing
corporations.
Today’s Presenters
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Jill LaRock, Executive Director, Homecroft,
Inc., Greene County
Eric Frentzel, Director of Facilities, Creative
Housing, Franklin County
Cody Chrisman, NOAH Housing Coordinator,
NOWAC, Williams County
Requirements
Annual Checklist for Housing
Community Capital Assistance Housing
Survey
 Form contains checklist. (This was sent
out prior to today’s webinar.)
 Inspections are self-initiated and
conducted.
 Best practice to include superintendent
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Others Possible Inspections
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HUD (811, Section 8, etc.)
Ohio Housing Finance Agency (OHFA)
(County) Metropolitan Housing Authority –
uses HQS standardized tool
Counties and municipalities (when funding is
given)
DHN Recommendations
Housing Corporation
Self-Assessment Tool
Self-Assessment Tool
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70. HC has a furnace inspection by certified
personnel.
71. HC has an electrical inspection by
certified personnel.
72. HC tests for radon.
73. HC tests the quality of potable well water.
74. HC has a Property Committee.
Self-Assessment Tool, Cont.
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77. HC has a policy and/or procedure for
mold including how to inspect and what to do
if found.
78. HC has a policy/protocol for the
identification and treatment of bed bugs.
83. HC inspects all fire safety equipment
according to NFPA and equipment
inspection/replacement standards.
85. HC has fire safety as part of regular
inspection.
Self-Assessment Tool, Cont.
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91. HC inspects, at least annually, the entire
property including all rooms, systems, attics,
crawl spaces, exterior land, parking, etc
using one of various tools:
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HUD Housing Quality Standards
Greene County Inspection Form
Lorain County Accessibility Tool
Housing Corporation’s Locally-Developed Tool
Inspection Procedures
Who Performs the Inspection?
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Housing corporation management and
maintenance personnel
Certified housing inspector (paid)
Firemen
HUD inspections done by HUD staff
Additional Inspections
There are times other than formal inspections
when HC personnel visit properties:
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Management Inspection
Board member orientation/familiarization
Maintenance staff for performing work orders
Which Checklist to use?
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DODD
HUD
Greene County
Lorain County Accessibility Tool
Creative Housing
North Coast Community Housing
Delaware Creative Housing
Housing Corporation’s Locally-Developed Tool
Find these posted at www.disabilityhousingnetwork.org
What to do if a Problem is Discovered?
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Determine Priority Level of Problem
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Clear and immediate danger to tenant
Major inconvenience to tenant/likely to cause
property damage if not corrected
Minor inconvenience to tenant/improperly
functioning system or appliance
No inconvenience
Emergency
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Response time: immediately
Clear danger to tenant
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No heat
No water
Gas leak
Complete sewage backup
Broken locks/exterior door
Non-functioning fire alarm
Health and Safety
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Response time: within 24 hours
Major inconvenience to tenant/property
damage
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Broken windows and doors
Clogged drains/fixtures
Non-functioning appliances
Serious roof leak
Pest infestation
Work Order
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Response time: within two weeks
Minor inconvenience to tenant
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Improperly functioning system: interior doors,
drawers, windows.
Slow draining fixtures/drains
Improperly functioning HVAC
Improperly functioning appliances
Pest problem
Capital Replacement
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Response time: As Provided in Capital
Replacement Plan/Budget
No inconvenience/Cosmetic
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Capital replacement (painting, flooring,
driveways)
Personal requests of tenants
Record Keeping
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Paper maintenance logs
Excel Spreadsheet
Quickbooks or other commercially-available
software
Proprietary software (YARDI, etc.)
DHN Technical Assistance
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Funded by Ohio Developmental Disabilities
Council
Provides DHN consultant who can:
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Assist with self-assessment
Attend/facilitate board meetings
Attend/facilitate stakeholder meetings
Facilitate strategic planning retreats
Provide consultation on board development,
policy development and housing operations
Cathy Allen,
Technical Assistance Consultant
Disability Housing Network
419-732-1770 * 419-260-3949
[email protected]
www.disabilityhousingnetwork.org
Questions and Answers