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Southwestern Affordable Housing Management Association (Special Training: REAC Inspections) February 21, 2008

Southwestern Affordable Housing Management Association (Special Training: REAC Inspections) February 21, 2008. Training Agenda. THURSDAY, FEBRUARY 21 st :. 1:00 pm – Welcome / Go over this thing. 1:05 pm – Scoring. 1:45 pm – “Top 20”. 3:00 pm – BREAK (15 Minutes).

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Southwestern Affordable Housing Management Association (Special Training: REAC Inspections) February 21, 2008

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  1. Southwestern Affordable Housing Management Association (Special Training: REAC Inspections) February 21, 2008

  2. Training Agenda THURSDAY, FEBRUARY 21st: 1:00 pm – Welcome / Go over this thing 1:05 pm – Scoring 1:45 pm – “Top 20” 3:00 pm – BREAK (15 Minutes) 3:15 pm – “Inspection Day” Video 3:45 pm – TR/DBAs, DCD 4.0, Website 5:00 pm – End for the Day!

  3. SCORING

  4. The Goal Assign a score to the overall property condition based on the datacollected by the inspector • Measure physical condition • Objective & consistent • Accommodates all property types & configurations

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

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

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

  8. Building Systems Building Exterior Site 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 15% 20% 15% 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 Areas&Items 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 35% 15%

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

  10. Wgt 15% 15% 20% 35% 15% 100% Property Physical Condition Inspection Areas Health & Safety Deductions Site Building Whole Point Deductions From Final Score Common Areas Building Exterior Dwelling Units Building Systems Wgt 15% 15% 20% 35% 15% 100% Wgt 18% 18% 23% 41% 0% 100% No Two PropertiesAre Alike (For example, if there are no Common Areas on a property, the other inspection areas become more important)

  11. Scoring Methodology Scores calculated based on: Area Pointsx Item Weight xCriticalityx Severity Ranges are: Area Points Site = 15 Bldg Systems = 20 Dwelling Units = 35 Bldg Ext = 15 Common Areas = 15 Item Weight(Examples) Smoke Detector = 0 Missing Toilet = 10 Damaged Ceiling = 4.5 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

  12. (Area Points x Item Weight x Criticality x Severity / # Units) 35 x 0.045x 3.0 x 1.0 = 4.725 / 24 = 0.20 (Item Weight x Criticality x Severity) 4.5x 3.0 x 1.0 = 13.5% Point Deduction Scoring Dwelling Unit: Living Room, Ceiling - Holes/Missing . . . - Level 3 *Assuming 250 Units (24 Sample Units)

  13. (Item Weight x Criticality x Severity) 15.5x 5.0 x 1.0 = 77.5% (Area Points Item Weight x Criticality x Severity / # Buildings) 20 x 0.155x 5.0 x 1.0 = 15.5 / 5 = 3.10 Point Deduction Scoring Building Systems: Domestic Water, Misaligned Ventilation System - Level 3 * EH&S TICKET ITEM! * *Assuming 5 Buildings

  14. Scoring Dwelling Units: Smoke Detector, Missing/Inoperable - Level 3 * EH&S TICKET ITEM! * (Item Weight x Criticality x Severity) 0x 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

  15. “TOP 20”

  16. DCD 2.3 INSPECTABLE DEFECTS

  17. 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; Blah, blah, blah …

  18. 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;

  19. BUILDING SYSTEMS DEF: Missing Pressure Relief Valve (Domestic Water) - L3

  20. BUILDING SYSTEMS DEF: Missing Pressure Relief Valve (Domestic Water) - L3

  21. 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;

  22. BUILDING SYSTEMS DEF: Misaligned Chimney/Ventilation Systems (Domestic Water) - L3

  23. 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;

  24. UNIT DEF: Convection/Radiant Heat System Covers Missing/Damaged (HVAC) - L3 Health and Safety - Hazards/Sharp Edges Health and Safety - Other/Possible Burn Hazard

  25. UNIT DEF: Convection/Radiant Heat System Covers Missing/Damaged (HVAC) - L3 Health and Safety - Hazards/Sharp Edges

  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 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. BUILDING SYSTEMS DEF: Missing Breakers (Electrical System) - L3 DEF: Missing Covers (Electrical System) - L3

  29. BUILDING SYSTEMS DEF: Missing Covers (Electrical System) - L3

  30. 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;

  31. 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;

  32. UNIT DEF: Damaged Hardware/Locks (Doors) - L3 Damaged Surface - Holes/Paint/Rusting/Glass (Doors) - L3 Health and Safety - Blocked Egress

  33. UNIT DEF: Damaged Hardware/Locks (Doors) - L2 Damaged Surface - Holes/Paint/Rusting/Glass (Doors) - L2

  34. 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;

  35. 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;

  36. UNIT DEF: Range/Stove - Missing/Damaged/Inoperable (Kitchen) - L2

  37. 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.

  38. UNIT DEF: Plumbing - Leaking Faucets/Pipes (Kitchen) - L3

  39. 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.

  40. UNIT DEF: Lavatory Sink - Damaged/Missing (Bathroom) - L3 Bathroom Cabinets - Damaged/Missing (Bathroom) - L1

  41. UNIT DEF: Water Closet/Toilet - Damaged/Clogged/Missing (Bathroom) – L2

  42. UNIT DEF: Lavatory Sink - Damaged/Missing (Bathroom) - L3 Water Closet/Toilet - Damaged/Clogged/Missing (Bathroom) - L3

  43. 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.

  44. 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.

  45. 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.

  46. BUILDING SYSTEMS DEF: Missing Drain/Cleanout/Manhole Covers (Sanitary System) - L3

  47. BUILDING SYSTEMS DEF: Missing Drain/Cleanout/Manhole Covers (Sanitary System) - L3

  48. 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.

  49. COMMON AREAS DEF: Chutes Damaged/Missing Components - L3

  50. 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.

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