Transcript Document 7697273

AAHRA/HUD
2007 Spring Workshop
(Preparing for a REAC Physical Inspection)
May 8 - 9, 2007
1
Training Agenda
TUESDAY, MAY 8TH:
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
10:55 am – How to prepare … (Continued)
11:30 am – Lunch on your own (1-1/2 Hours)
2
Training Agenda
TUESDAY, MAY 8TH:
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
3:30 pm – How to prepare … (Continued)
4:30 pm – Adjourn
3
Training Agenda
WEDNESDAY, MAY 9TH:
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
10:30 am – How to prepare … (Continued)
11:30 am – Adjourn
4
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.)
RULE NUMBER 3:
When in doubt, refer to RULE NUMBER 1 above.
5
Reminder!
=
6
Questions to be Answered
- How do I properly prepare for a REAC inspection?
- Where should I focus my resources?
- What is my role during the inspection?
7
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?
8
Questions to be Answered (Continued)
- How do I appeal a finding, and what kinds of
documentation do I need to back up my appeal?
- 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?
9
HQS VS. UPCS, SCORING,
APPEALS, ETC.
10
The Process
Regulatory requirement that housing providers must
inspect their units/properties to a HUD defined standard.
OLD: (HQS)
- Paper based
- Pass/Fail
- Subjective
- Inconsistent
Housing Agency Inspects
to Standard
Field Office
Quality Assurance
NEW: (UPCS)
HUD
Headquarters
Housing Agency Inspects
to Standard
PIH-REAC
Quality Assurance
Field Office
- Electronic
- Point Deductions
- Objective
- More Consistent
11
The Standard
“Decent, safe, sanitary and in good repair.”
MEASUREMENT
1978 - 1998
Housing Quality Standards (HQS) Elements
1998 - Future
Uniform Physical Condition Standards (UPCS)
Elements
12
HQS vs. UPCS
Bathroom - Tub / Shower
Benches, Play Area & Equipment
Cabinets, Doors, Closets, Hardware
Caulking and Weather-stripping
Compactors and Incinerators
Curtains and
andShades
Shades
Curtains
Doors, Carpets, Tiles
Doors, Windows, Screens
Drives, Parking Lots, Paving & Curbs
Electrical Fixtures and Systems
Elevators
Energy Efficiency Items Inspected:
Exterior Lighting
Exterior Painting
Exterminating
Fences, Walls, Guardrails
Fire Extinguishers
Garage and Carports
Garbage Disposal and Exhaust Fans
Gutters, Downspouts, Splash Blocks
Health Hazards I Code Violations
Heating and Air Conditioning
Hot Water System, Boiler Room
Insulation
Insulation
Interior Air Quality
Laundry Rooms
Lawns and Plantings
Lead based Paint Observed
Painting
Plumbing Fixtures and Systems
Porches, Balconies, Fire Escapes
Project Signs and Office
Refrigerators and Ranges
Roofs, Flashing, Vents
Smoke Detectors
Sprinkler and Drainage System
Stairs, Walkways, Community Spaces
Storage, Utility Buildings
Storm Doors and Windows
Swimming Pools
Underground Gas, Water, Sewage
Walks, Steps, Guardrails
Walls & Foundations
Water Saver
Water
Saver Devices
Devices
13
Dwelling Units
Building
Dwelling
Units
Living Room
Ceiling
Holes/Missing Tiles/Panels
14
15
16
Item: Ceiling Condition
HQS
Ceiling Condition
Pass
Fail
Bulging/Buckling
X
X
Holes/Missing Tiles/Panels
X
X
Peeling/Needs Paint
X
Water Stains/Water Damage/Mold/Mildew
X
Level
X
X
X
UPCS
1 Level 2 Level 3
X
X
X
X
X
X
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.
18
Item: Ceiling Condition
HQS Guidance (paper)
UPCS Guidance (electronic)
*Covered under either:
“Bulging/Buckling”,
“Peeling/Needs Paint” or
“Water Stains/Water
Damage/Mold/Mildew”.
19
Building Systems
Building
Building
Systems
Domestic
Water
Misaligned Chimney/Ventilation System
20
Item: Hot Water Heater
Hot Water Heater
Misaligned Chimney/Ventilation System
Missing Pressure Relief Valve
Rust/Corrosion on Heater Chimney
HQS
Pass
Fail
X
X
X
UPCS
Level 1 Level 2 Level 3
X
X
X
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.
21
Item: Hot Water Heater
HQS Guidance (paper)
UPCS Guidance (electronic)
*Covered under:
“Missing Pressure Relief
Valve”.
22
Dwelling Units
Building
Dwelling
Units
Smoke
Detector
Missing/Inoperable
23
Item: Smoke Detectors
Smoke Detectors
Missing/Inoperable
HQS
Pass
Fail
X
UPCS
Level 1 Level 2 Level 3
X
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.
24
Item: Smoke Detectors
HQS Guidance (paper)
UPCS Guidance (electronic)
25
DCD 2.3 INSPECTABLE DEFECTS
26
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;
27
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.
28
Questions to be Answered
- How do I properly prepare for a REAC inspection?
A: Pray.
- Where should I focus my resources?
A: You have resources?!?
- What is my role during the inspection?
A: Refer to the first question above.
29
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
30
Scoring is Based on
Objective Data
The inspector records the existence and the severity
of deficiencies according to preset criteria
31
The Scoring Approach
• 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
32
Scoring Protocol
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
33
Site
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
Building
Exterior
Doors
Fire Escapes
Foundations
Lighting
Roofs
Walls
Windows
Dwelling
Units
Areas
&
Items
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
Domestic Water
Electrical System
Elevators
Emergency Power
Exhaust System
Fire Protection
HVAC
Sanitary System
Common
Areas
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
Scoring Dynamics
Property
Physical
Condition
Inspection Areas
Site
Building
Exterior
Wgt
15%
Health &
Safety
Deductions
Building
15%
Building
Systems
Dwelling
Units
Common
Areas
20%
35%
15%
Whole Point
Deductions
From Final
Score
100%
35
No Two Properties
Are Alike
(For example, if there are no Common Areas on a property,
the other inspection areas become more important)
Property
Physical
Condition
Inspection Areas
Site
Health &
Safety
Deductions
Building
Building
Exterior
Building
Systems
Dwelling
Units
Common
Areas
Whole Point
Deductions
From Final
Score
Wgt
15%
15%
20%
35%
15%
100%
Wgt
18%
18%
23%
41%
0%
100%
36
Scoring Methodology
Scores calculated based on:
Area Points x Item Weight x Criticality x Severity
Ranges are:
Area Points
Site
= 15
Bldg Ext = 15
Item Weight
Bldg Systems = 20
Common Areas = 15
Dwelling Units = 35
(Examples)
Smoke Detector = 0
Damaged Ceiling = 4.5
Missing Toilet
= 10
Misalinged 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
37
Scoring Methodology (Continued)
38
Scoring Methodology (Continued)
39
Scoring
Dwelling Unit: Living Room,
Ceiling - Holes/Missing . . . - Level 3
(Item Weight x Criticality x Severity)
4.5 x 3.0 x 1.0 = 13.5%
*Assuming 250 Units (24 Sample Units)
(Area Points x Item Weight x Criticality x Severity / # Units)
35 x 0.045 x 3.0 x 1.0 = 4.725 / 24 = 0.20
Point
Deduction
40
Scoring
Building Systems: Domestic Water,
Misaligned Ventilation System - Level 3
(Item Weight x Criticality x Severity)
15.5 x 5.0 x 1.0 = 77.5%
*Assuming 5 Buildings
(Area Points Item Weight x Criticality x Severity / # Buildings)
20 x 0.155 x 5.0 x 1.0 = 15.5 / 5 = 3.10
Point
Deduction
41
Scoring
Dwelling Units: Smoke Detector,
Missing/Inoperable - Level 3
(Item Weight x Criticality x Severity)
0 x 5.0 x 1.0 = 0 no point deduction
*Assuming 15 Units (10 Sample Units)
(Area Points x Item Weight x Criticality x Severity / # Units)
35 x 0 x 5.0 x 1.0 = 0 / 10 = no point deduction
42
Questions to be Answered
- How will certain things, like smoke detectors,
be checked? (Will the inspector use canned
smoke or just push the button?)
A: Push the button. (No cigarettes please.)
- What kind of questions should I ask the
inspector before he leaves my site so that I
can better understand what went wrong?
A: Don’t let them leave! (Lock them up.)
43
Technical Reviews
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 qualifies for a Technical Review?
- Building Data Errors
- Unit Count Errors
- Non-Existent Deficiency Errors
What does NOT qualify for a Technical Review?
- Disagreements over the severity of a defect
- Deficiencies that were repaired or corrected
44
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
45
Technical Reviews (Continued)
Where to send your request:
Attn: PASS Technical Reviews
HUD/PIH/REAC
550 12th Street SW, Suite 100
Washington, DC 20410
What can happen:
- Request Denied
- New Inspection Scheduled
- Correct the Inspection Report
(Adjust score)
46
Database Adjustments
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 qualifies for a Database Adjustment?
- Local conditions and exceptions
- Ownership issues
- Adverse conditions beyond the owner’s control
- Modernization work in progress
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
47
Database Adjustments (Continued)
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
48
Database Adjustments (Continued)
Where to send your request:
Attn: PASS Database Adjustments
HUD/PIH/REAC
550 12th Street SW, Suite 100
Washington, DC 20410
What can happen:
- Request Denied
- New Inspection Scheduled
- Correct the Inspection Report
(Adjust score)
49
Questions to be Answered (Continued)
- 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”?)
- How do I educate my residents during their
annual inspections in order to prevent findings
during the REAC inspection?
A: It’s easier to just have them move out.
- Is there a checklist of standards I can use
before the inspection to help me make sure
everything is up to par?
A: The “Top 20” list is a good place to start.
50
http://www.hud.gov/offices/reac/
products/pass/pass_trng.cfm
51
52
For More Information
www.hud.gov/reac
1-888-245-4860
[email protected]
53
Any Questions?
Email: [email protected]
Phone: (202) 475-8567
54