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Louisville Metro Housing Authority (Special Training: REAC Inspections) September 6-7, 2007. Training Agenda. THURSDAY, SEPTEMBER 6 TH :. 8:30 am – Welcome / Go over this thing. 8:35 am – Protocol. 10:00 am – BREAK (15 Minutes). 10:15 am – Protocol (Oh no, not more of it!).

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Louisville Metro Housing Authority (Special Training: REAC Inspections) September 6-7, 2007

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Louisville metro housing authority special training reac inspections september 6 7 2007

Louisville Metro Housing Authority

(Special Training: REAC Inspections)

September 6-7, 2007


Louisville metro housing authority special training reac inspections september 6 7 2007

Training Agenda

THURSDAY, SEPTEMBER 6TH:

8:30 am – Welcome / Go over this thing

8:35 am – Protocol

10:00 am – BREAK (15 Minutes)

10:15 am – Protocol (Oh no, not more of it!)

12:00 pm – LUNCH (1 Hour)

1:00 pm – “Inspection Day” Video

1:30 pm – Deficiencies, Definitions and

the Software, oh my!


Louisville metro housing authority special training reac inspections september 6 7 2007

Training Agenda (Continued)

THURSDAY, SEPTEMBER 6TH:

2:30 pm – BREAK (15 Minutes)

2:45 am – Deficiencies, Definitions …

4:30 pm – End for the Day


Louisville metro housing authority special training reac inspections september 6 7 2007

Training Agenda (Continued)

FRIDAY, SEPTEMBER 7TH:

8:30 am – Deficiencies, Definitions …

9:30 am – HQS vs. UPCS, Scoring, Appeals, etc.

10:00 am – BREAK (15 Minutes)

10:15 am – HQS vs. UPCS, Scoring,

Appeals, etc. (Continued)

11:30 am – End of Session


Louisville metro housing authority special training reac inspections september 6 7 2007

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.


Louisville metro housing authority special training reac inspections september 6 7 2007

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?


Louisville metro housing authority special training reac inspections september 6 7 2007

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?


Louisville metro housing authority special training reac inspections september 6 7 2007

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?


Louisville metro housing authority special training reac inspections september 6 7 2007

PROTOCOL


Louisville metro housing authority special training reac inspections september 6 7 2007

Our Mission

PIH/REAC’s Mission

The Real Estate Assessment Center's (REAC) mission is to …

… provide and promote the effective use of accurate, timely and reliable information assessing the condition of HUD's portfolio;

… to provide information to help ensure that HUD subsidized housing remains decent, safe and sanitary;

… and to restore the public trust by identifying fraud, abuse and the wasting of HUD resources.


Louisville metro housing authority special training reac inspections september 6 7 2007

UPCS

The Uniform Physical Condition Standards (UPCS) are the foundation of HUD/PIH-REAC’s Physical Inspection Program.

  • Creates the structure of the physical inspection.

    • (Identifiesfive inspectable areas and health and safety hazards.)

  • Establishes standardized definitions for inspectable items, the basis for electronic inspections via UPCS software.

    • (Inspection data is validated, producing a score which indicates

      the physical condition of a property.)

  • Provides a uniform, objective protocol for training inspectors performing inspections of all property types.


Louisville metro housing authority special training reac inspections september 6 7 2007

Building

Exterior

Building

Systems

Common

Areas

Units

Inspectable

Area

Inspectable

Areas

PHYSICAL INSPECTION STRUCTURE

PROPERTY

Site

Building


Louisville metro housing authority special training reac inspections september 6 7 2007

INSPECTABLE ITEMS

PHYSICAL INSPECTION STRUCTURE

SITE

Fencing and Gates

Grounds

Mailboxes/Project

Signs

Market Appeal

Parking Lots/

Driveways/Roads

Etc.

BUILDING

SYSTEMS

Domestic Water

Electrical System

Elevators

Emergency

Power

Fire Protection

HVAC

Etc.

UNIT

Bathroom

Call-for-Aid

Ceiling

Doors

Electrical System

Floors

Hot Water Heater

Kitchen

Etc.

BUILDING

EXTERIOR

Doors

Fire Escapes

Foundations

Lighting

Roofs

Walls

Etc.

COMMON AREAS

Basement/

Garage/Carport

Community Room

Day Care

Halls/Corridors/

Stairs

Etc.

HEALTH & SAFETY

Air QualityElevator Emergency/Fire Exits Flammable MaterialsElectrical Hazards Etc.


Louisville metro housing authority special training reac inspections september 6 7 2007

Deficiency Definitions

Level 1

Level 2

Level 3

UPCS SOFTWARE CONFIGURATION

No Observed

Deficiency (NOD)

- or -

Inspectable

Area

Inspectable

Item

Observed

Deficiency (OD)

- or -

Not Applicable

(NA)


Louisville metro housing authority special training reac inspections september 6 7 2007

Data

Collection

Device

Inspector gathers data using UPCS Software on a DCD

PASS SUBSYSTEM COMPONENTS

PASS

Physical Assessment

Subsystem

- Scoring

- Checklist

- Inspection Review

- Time Stamp Analysis

- Reporting

The

INTERNET


Louisville metro housing authority special training reac inspections september 6 7 2007

Observed

Deficiencies

Building Profile

Information

Predetermined

weights

and factors

SCORING

Physical

Assessment

Score


Louisville metro housing authority special training reac inspections september 6 7 2007

PHYSICAL INSPECTION PROTOCOL

  • Standard set of rules and procedures followed on all inspections as established in the UPCS.

  • Includes three phases:

    • Pre-Inspection

    • Inspection

    • Post Inspection

  • Each phase is completed in the above order


Louisville metro housing authority special training reac inspections september 6 7 2007

INSPECTOR’S ROLE

  • Perform objective, factual physical assessments.

  • Conduct inspections according to the HUD/PIH-REAC Physical Inspection Protocol.

  • Ensure success by complying with the UPCS.


Louisville metro housing authority special training reac inspections september 6 7 2007

CODE OF CONDUCT

  • Maintain professional conduct and demeanor at all times during the inspection and interaction with the inspection participants.

  • Display the HUD-issued photo id during the inspection.

  • Dress appropriately.

  • Be courteous and professional.

  • Be aware of cultural differences.

  • Defer resident questions concerning maintenance to the property

    representative.

  • Do not make promises about inspection results.


Louisville metro housing authority special training reac inspections september 6 7 2007

CODE OF CONDUCT (Continued)

  • Conflicts of interest – be aware!

  • Do not offer an opinion as to the quality of the site, building or unit.

  • Do not bring a firearm or other weapons onto a property.

  • Do not invade a resident’s privacy by attempting to open a closed door within a unit (bedroom, bathroom, etc.)

    without the permission of the resident or the property representative.


Louisville metro housing authority special training reac inspections september 6 7 2007

CODE OF CONDUCT (Continued)

  • Do not disclose any information to a third party about the inspection results. Defer to the property owner/representative.

  • Do not utilize local HUD offices, MF or PHA offices to conduct personal business (phone calls, inspection uploads, etc.)


Louisville metro housing authority special training reac inspections september 6 7 2007

SUMMARY

HUD Physical Inspections are:

  • Objective

  • Consistent

  • Comprehensive

  • Evaluations of HUD-supported properties

  • A step to help HUD prioritize and direct its resources

  • A method to ensure that we all work together to provide housing that is decent, safe, sanitary and in good repair


Louisville metro housing authority special training reac inspections september 6 7 2007

1

2

3

4

Receive

inspection

assignment

Download

property

profile

Confirm

inspection

Update

inspection

schedule

5

Travel to

property

Inspection Day

Inspection

Day

8

Visually verify/update

building

information

7

Verify/update property profile info.

a. property, b. participant,

c. certificate, d. area measures

Meet with property

representative

Generate

sample

6

9

Upload

completed

inspection

14

10

Inspect

a. site,

b.-d. building(s),

and e. units

11

12

13

a. Identify sample buildings

b. Enter generated

sample units

Confirm/verify

inspection

data

Complete

Notification

of Exigent and Fire

Safety Hazards

Observed form

(if needed)

and

provide a copy

to property

representative

PHYSICAL INSPECTION PROTOCOL


Louisville metro housing authority special training reac inspections september 6 7 2007

1

Receive

inspection

assignment

4

Update

inspection

schedule

3

Confirm

inspection

2

Download

property

profile

PHYSICAL INSPECTION PROTOCOL

PRE-INSPECTION


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 1: Receive Inspection Assignment

  • HUD awards RAP inspections to winning bidder.

  • Contractor/servicing mortgagee assigns inspection and notifies an inspector.

  • Property profile information is available for downloading from the REAC Web site.

PRE-INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 2: Download Property Profile

  • Inspector downloads Property Profile from the REAC Web site directly to the UPCS software on their DCD.

  • Downloaded information automatically populates appropriate fields in the UPCS software.

  • Property Profile contains the following information, and MUSTBE VERIFIED while on site!

    • Inspection number.

    • Property information: name, street address (no P.O. Box), and telephone number of the property, and number of buildings and units.

    • Participant information: participant’s name, role, and organization name, address, telephone number.

    • Building information: building name,

      street address (no P.O. Box), type,

      construction year, number of units.

PRE-INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 3: Confirm Inspection [Arrange Date

and Time]

  • Inspector contacts the authorized property representative (owner, management company or PHA) to:

    • Explain the purpose of the inspection

      • To objectively assess the physical condition of the property, not to create a laundry list of maintenance items

    • Negotiate mutuallyagreeable time for physical assessment

PRE-INSPECTION PHASE

  • Inspector should notify the TAC if the property owner refuses to permit an inspection.

  • All inspections must occur in presence of the property representative.


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 3: Confirm Inspection [Arrange Date

and Time] (Continued)

  • Informs property representative to:

    • Notify all residents of upcoming inspection

    • Have available for the inspector on

      day of inspection ...

      • Copy of document notifying residents

      • Total number of buildings and units

      • Address or unique building identifier for each building

      • Applicable certificates (e.g., elevators, boilers, etc.)

      • Occupancy rate

      • Rent roll

      • Site map or plot of property (if available)

      • Area measures for parking lots/driveways/roads and walkways/steps

Inspector sends an Inspection Notification Letter

PRE-INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 4: Update Inspection Schedule

  • Inspections are to be performed during normal business hours, which vary from agency to agency.

  • The inspector is responsible for updating the REAC Inspection Schedule for any and all changes and also for notifying any affected parties.

  • PIH-REAC Quality Assurance (QA)

    inspections are based on the REAC

    Inspection Schedule

    • Servicing mortgagee provides REAC

      with individual inspector schedules

    • PIH-REAC must be aware of all schedule changes

PRE-INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

Travel to

property

5

Meet with property

representative

Verify/update property profile info.

a. property, b. participant,

c. certificate, d. area measures

7

6

Visually verify/update

building

information

8

Generate

sample

10

Inspect a. site,

b.-d. building(s),

and e. units

a. Identify sample buildings

b. Enter generated

sample units

9

11

12

Complete Notification of Exigent and Fire

Safety Hazards Observed form (if needed)

and provide a copy to property representative

Confirm/verify

inspection

data

13

PHYSICAL INSPECTION PROTOCOL

INSPECTION


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 5: Travel to Property

Inspector must follow REAC rules for travel:

  • Inspector must be physically present and on time to conduct the inspection.

  • If the inspection cannot be performed or completed on the scheduled day, the inspector must call the TAC immediately.

  • If the weather prevents the inspector from

    arriving at the property, they must request

    approval from the TAC to declare the

    inspection “unsuccessful”.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

INCLEMENT WEATHER POLICY

  • Property representative maypostpone an inspection due to inclement weather.

    • Inspector must report immediately to REAC’s Physical Inspections Technical Assistance Center (TAC).

    • Inspector receives log number from the TAC to upload with the inspection confirming cancellation.

  • Inspectors should not inspect a property if a “Severe Weather Advisory” in in effect.

    • Includes, but is not limited to, hurricanes, tornadoes, thunderstorms, hail or any other adverse weather condition that would likely endanger the safety of the participants (includes any snowstorm for which such an advisory has been issued).


Louisville metro housing authority special training reac inspections september 6 7 2007

SNOW POLICY

  • In the absence of a severe weather advisory, inspectors should attempt to inspect all properties regardless of snow.

    • Any inspectable item not visible due to snow is recorded as NOD (No Observed Deficiency).

    • Provide comment indicating items were hidden by snow.


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 6: Meet with Property Representative

  • Inspector identifies himself as an inspector of

    HUD properties, not an employee of HUD.

  • Inspector verifies that residents were given

    written notification of inspection.

    • Inspector must notify the TAC, if residents were NOT notified and TAC will advise if inspector is to continue.

  • Inspector discusses inspection purpose with

    property representative.

    • To objectively record the physical condition of the

      property, NOT to instruct property representative

      on maintenance and repair.

  • Inspector explains sampling process

    • Generates random sample of units to inspect.

    • Reduces length of inspection.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 6: Meet with Property Representative

(Continued)

  • Inspector explains how Life-Threatening Health and Safety Hazards will be handled.

  • Inspector ...

    • Displays the HUD-issued photo id at all times.

    • Verifies rent roll (or other all-inclusive documents) to confirm proper building/unit count.

    • Verifies, if applicable, list of units relative to 504/FHA/ADA.

    • Verifies occupancy rate and records as percentage in DCD (for MF properties only).

    • Obtains area measures.

  • Inspector is always accompanied by

    the property representative while on

    the property.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 7: Verify/Update Property Profile

Information

  • The Property Profile …

    • Includes information on the property, participant, certificates and area measures.

    • Must be updated before the inspection begins.

    • Is used to generate statistically accurate building and unit inspection samples.

      • Incorrect sampling will invalidate the inspection which may require a re-inspection (at no additional cost to the Government)

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 7a: Verify/Update Property Information

  • Inspector verifies/updates property information prior to conducting the inspection, including:

    • Property name, address and telephone number.

    • Scattered site information.

    • Total number of buildings and units.

      • A building is defined as any structure that has a contiguous roofline, a permanent foundation, is enclosed on all sides, and at least one utility servicing it, such as electric, gas, water or sewer.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 7b: Verify/Update Participant

Information

  • Inspector verifies/updates participant information.

    • Participant name.

    • Participant role (e.g., site manager, owner, etc.)

    • Participant organization name.

    • Participant address and telephone number.

    • Participant e-mail address.

  • Participants may be individuals or organizations.

    • There should be at least 3 participants listed.

    • For PHA: must include Executive Director.

    • For MF: must include Owner and the Management Agent.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 7c: Verify Certificates

  • Inspectors should verify the existence of applicable certificates.

    • Check expiration date to ensure it is current.

    • Record results in UPCS software.

  • Inspectors should verify the existence of a Lead-Based Paint Disclosure Form and a Lead-Based Paint Inspection Report for buildings constructed built prior to 1978.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 7d: Obtain Area Measures

  • Inspectors should try to obtain Area Measures.

    • Refers to proportionality.

      • Proportionality is used to determine the percentage (square footage) of the defective area.

      • Proportionality only applies to:

        • Parking lots, driveways and roads.

        • Walkways and steps.

      • The rating level of the defect is based on the percentage of the defect.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 8: Visually Verify/Update Building

Information

  • Inspectors must validate building information

    • Building name and address

    • Building type

    • Building construction year (original year built – not rehabilitation date)

    • Total number of units

  • Failure to validate building information may result in an inaccurate count of buildings and units

    • Building and unit counts are used to generate the inspection sample

  • Inspectors must also determine if a building is uninspectable

    • Important to record uninspectable buildings before generating the sample

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

BUILDING TYPE DEFINITIONS

  • Common Building – A detached non-residential structure.

  • Duplex – A detached residential structure consisting of two units.

  • Low-Rise/Garden Apartments – A multi-unit residential structure consisting of two and one-half or less floors with a common hall entrance.

  • Mid/High-Rise Apartments – A multi-unit residential structure consisting of three or more floors with or without elevators.

  • Row/Town House – A single unit residential structure that is connected to a similar structure by a common sidewall with individual exterior unit entrance.

  • Single Family House – A detached residential structure consisting of one unit.


Louisville metro housing authority special training reac inspections september 6 7 2007

CLIENT ROOM POLICY

  • For nursing homes, group homes, and assisted living facilities, any room with a bed, or beds, is considered a “client room”.

    • Client rooms are to be inspected and listed as dwelling units.

      • Inspectors should change the number of units in the DCD to reflect client rooms.

    • All other areas of the facilities, including kitchens, dining areas, community areas, etc., are to be inspected as common areas.


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 9: Generate Sample

  • Inspector generates sample using the sampling function of UPCS software

    • Mathematical and statistical equations

    • Statistically valid random sample

    • Displayed as sequence of unit numbers

  • Designed to produce a sample that accurately reflects what would have been recorded if all buildings/units were inspected

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 9: Generate Sample (Continued)

  • Variations to protocol produce inaccurate samples and may invalidate inspections

  • Inspector must follow protocol steps

    • Verify/update all property information before generating sample

    • Generate only one sample for each inspection in UPCS software

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

SAMPLING “DO’s” AND “DON’Ts”

Do

Don’t

  • Verify all property and building information prior to generating the sample.

  • Use the all-inclusive list of units to determine sample units.

  • Select units in the order they are displayed.

  • Select alternate units in the order they are displayed.

  • Allow property owners to alter sample units.

  • Provide property owners with a list of samples prior to inspection.

  • Deviate from inspection protocol.


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 10a-b: Identify Sample Buildings and

Enter Generated Sample Units

  • UPCS software displays “Yes” in the “In Sample” field for each building included in the sample.

  • UPCS software displays sequence of unit numbers in the “Sample Units” text field.

    • Each number represents a unit in the selected building.

    • The order of the numbers represents the relative position of each unit on a complete list of units.

      • For example: The number 4 represents the fourth unit on the list.

  • Inspector adds sample units by using an ALL-INCLUSIVE list of units.

    • The list may be the rent roll if it includes vacant as well as occupied units.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

INSPECTION GUIDELINES

  • Direct specific resident complaints to the property representative.

  • Remind residents of the purpose of the inspection.

    • To record the physical condition of the unit, not evaluate housekeeping

  • Observe and inspect all five inspectable areas:

    • Site

    • Building Exterior

    • Building Systems

    • Common Areas

    • Units


Louisville metro housing authority special training reac inspections september 6 7 2007

INSPECTION GUIDELINES (Continued)

  • Call out all observed deficiencies and the severity level to the property representative as you perform the inspection.

  • Be alert to any Health & Safety hazards that may exist in an inspectable item.

  • Record items inside the development/property.

    • Any physical structures under the control of the housing provider (e.g., city streets and sidewalks) must be inspected.


Louisville metro housing authority special training reac inspections september 6 7 2007

HEALTH AND SAFETY HAZARDS

  • Inspectors must rate and record observed Health and Safety deficiencies

  • Health and Safety items include:

    • Air Quality

    • Electrical Hazards

    • Elevator

    • Emergency/Fire Exits

  • Certain Level 3 deficiencies automatically generate Health and Safety hazards

Flammable Materials

Garbage and Debris

Hazards

Infestation


Louisville metro housing authority special training reac inspections september 6 7 2007

LIFE-THREATENING HEALTH

AND SAFETY HAZARDS

  • Be observant of the life-threatening health and safety hazards listed on the Notification of Exigent and Fire Safety Hazards Observed form:

    A. Propane, natural, or methane gas

    B. Exposed wires or open electrical panels

    C. Water leaks on or near electrical equipment

    D. Blocked or unusable emergency or fire exits

    E. Blocked fire escapes or ladders

    F. Missing or misaligned chimney for gas-fired water heater/HVAC

    G. Window security bars preventing exit

    H. Expired fire extinguishers

    I. Inoperative/missing smoke detectors


Louisville metro housing authority special training reac inspections september 6 7 2007

LIFE-THREATENING HEALTH

AND SAFETY HAZARDS (Continued)

  • All observed life-threatening health and safety hazards ...

    • MUST be recorded in the DCD.

    • MUST be recorded on the Notification of

      Exigent and Fire Safety Hazards Observed form.

    • Include hazards found in buildings not in the sample.

  • Inspector notifies property representative of all hazards immediately.


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 11a: Inspect Site

  • Site is defined as the area surrounding the building(s) of a property

    • Example: Fencing and Gates, Grounds, Mailboxes/Project Signs.

  • Only one site per property.

  • Site may be inspected at any time during the inspection.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 11b-d: Inspect Building: Exterior, Systems and Common Areas

  • It is encouraged to complete all inspectable areas of a building, before inspecting another building.

  • The inspector must record the physical condition of three areas for each sample building:

    • Building Exteriors - outside building surfaces (e.g., fire escapes, lighting)

    • Building Systems - civil systems that

      support the building (e.g., domestic water,

      HVAC)

    • Common Areas - areas within each

      building that are usable by more than

      one resident or by the property

      administration.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 11b-d: Inspect Building: Exterior, Systems and Common Areas (Continued)

  • Inspector physically verifies that all

    buildings declared uninspectable meet

    REAC standards for that classification.

  • If a sample building is discovered to

    be uninspectable during the inspection:

    • Inspector indicates uninspectable reason

      in the UPCS software.

    • Inspector selects the next available alternate building.

      • Alternate building may be inspected at any time during the inspection.

      • Alternate buildings must be selected in the order they are displayed in the UPCS software.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 11e: Inspect Units

  • Per Code of Conduct, with respect to resident privacy, an inspector should not open closed doors within a unit. After property personnel provides access, inspector may open/close to test functionality of the door(s).

  • If a sample unit is declared uninspectable during the inspection:

    • Inspector indicates uninspectable reason using the UPCS software.

    • Inspector selects the next available alternate unit

      • Alternate units must be selected in the order they are displayed in the UPCS software.

      • Alternate unit may be inspected at any time during the inspection.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 11e: Inspect Units (Continued)

  • Alternate units are inspected when a sample unit is considered uninspectable.

  • UPCS software automatically generates alternate units.

  • Selection Guidelines for Alternate Units:

    • Alternate units must be selected in the order they are displayed.

      • Example: If the alternates for a sample are 5 and 3, 5 must be used as an alternate before 3.

    • If no alternate units exist in the sample building then select an alternate unit of the same building type.

    • If no alternate units exist for same building type then select an alternate unit in the next building type group.

    • If no other alternate units remain then call TAC for assistance.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

VACANT UNITS POLICY

  • Public housing properties:

    • Vacant units are included in the random sample.

    • Vacant units should not be inspected.

  • Multifamily housing properties:

    • Vacant units are included in the random sample.

    • Only inspect vacant units at properties with 15% or more total vacant units (85% or less occupancy rate).

    • At properties with less than a 15% vacancy rate, inspectors should not inspect vacant units, but replace them with alternates from the sample.


Louisville metro housing authority special training reac inspections september 6 7 2007

INSPECTING CLIENT ROOMS

  • Client rooms in nursing homes, group homes and assisted living facilities are inspected as dwelling units but do not always have assigned numbers.

    • To inspect these rooms, start room count at the lowest level, move to the right, and then up through the building to select rooms as they are listed in the sample.

  • Mixed-use facilities contain both client rooms and residential (apartment-style) dwelling units - the total number of units used to generate the sample will include both.


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 12: Confirm/Verify Inspection Data

  • Inspector uses “Check/Prepare/Import” function of UPCS software to automatically review inspection completion.

    • UPCS software verifies thoroughness and identifies any missing items.

    • Use function before leaving site.

  • Only completed inspections are accepted by the DCD for uploading to REAC.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 13: Complete Notification of Exigent

and Fire Safety Hazards Observed Form

  • Life-threatening hazards are documented on the Notification of Exigent and Fire Safety Hazards Observed form.

  • Property representative signs the form.

    • If representative refuses to sign, note the refusal on the form.

  • A copy of the form, signed by the inspector, must be left with property representative.

INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

CORRECTING LIFE-THREATENING

DEFICIENCIES

  • For Public Housing properties, life-threatening deficiencies must be corrected and/or abated within 24 hours and reported to the HUD field office within 3 business days.

  • For Multifamily Housing properties, life-threatening deficiencies must be mitigated immediatelyand reported to the HUD field office within 3 business days.


Louisville metro housing authority special training reac inspections september 6 7 2007

Upload

Completed

Inspection

Data

14

PHYSICAL INSPECTION PROTOCOL

POST INSPECTION


Louisville metro housing authority special training reac inspections september 6 7 2007

STEP 14: Upload Completed Inspection Data

  • Receipt # received by inspector when upload is complete.

  • Completed inspections must be uploaded to the REAC Web site within 24 hours.

  • Technical problems with uploading should be referred to the TAC immediately.

  • Inspections should be deleted from the DCD only after the inspections are accepted by REAC.

POST INSPECTION PHASE


Louisville metro housing authority special training reac inspections september 6 7 2007

VARIANCES

Subjectivity

Negligence

Gaming

  • Occur when inspectors do not follow the standard inspection procedures as defined by the Physical Inspection Protocol.

  • Negatively affect the accuracy and validity of physical assessments.

  • Types of variances:


Louisville metro housing authority special training reac inspections september 6 7 2007

TYPES OF VARIANCES

  • SUBJECTIVITY

    • When inspectors make personal judgments about the condition of a property or allow their personal biases to affect how they inspect

  • NEGLIGENCE

    • When inspectors purposely try to avoid following the Physical Inspection Protocol in order to reduce the time or effort required to inspect a property

  • GAMING

    • When inspectors perform illicit activities in an attempt to cheat the system


Louisville metro housing authority special training reac inspections september 6 7 2007

SUMMARY

  • Inspection protocol is designed to:

    • Standardize the inspection process

    • Provide HUD with consistent, objective

      and factual inspection data

  • Inspection protocol is divided into three

    main phases:

    • Pre-Inspection

    • Inspection

    • Post Inspection

  • Adherence to the protocol is critical for:

    • Accurate physical assessments

    • Maintenance of decent, safe, and sanitary housing in good repair


Louisville metro housing authority special training reac inspections september 6 7 2007

DEFICIENCIES, DEFINITIONS AND

THE SOFTWARE, OH MY!


Louisville metro housing authority special training reac inspections september 6 7 2007

DCD 2.3 INSPECTABLE DEFECTS

* Time to check out some pictures! *


Louisville metro housing authority special training reac inspections september 6 7 2007

Louisville Metro Housing Authority

(Special Training: REAC Inspections)

September 6-7, 2007


Louisville metro housing authority special training reac inspections september 6 7 2007

Training Agenda (Continued)

FRIDAY, SEPTEMBER 7TH:

8:30 am – Deficiencies, Definitions …

9:30 am – HQS vs. UPCS, Scoring, Appeals, etc.

10:00 am – BREAK (15 Minutes)

10:15 am – HQS vs. UPCS, Scoring,

Appeals, etc. (Continued)

11:30 am – End of Session


Louisville metro housing authority special training reac inspections september 6 7 2007

HQS VS. UPCS, SCORING,

APPEALS, ETC.


Louisville metro housing authority special training reac inspections september 6 7 2007

Housing Agency Inspects

to Standard

Field Office

Quality Assurance

Field Office

HUD

Headquarters

Housing Agency Inspects

to Standard

PIH-REAC

Quality Assurance

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

NEW: (UPCS)

  • Electronic

  • Point Deductions

  • Objective

  • More Consistent


Louisville metro housing authority special training reac inspections september 6 7 2007

44

Elements

41

Elements

The Standard

“Decent, safe, sanitary and in good repair.”

MEASUREMENT

1978 - 1998

Housing Quality Standards (HQS)

1998 - Future

Uniform Physical Condition Standards (UPCS)


Louisville metro housing authority special training reac inspections september 6 7 2007

Insulation

Curtains and Shades

Water Saver Devices

HQS vs. UPCS


Louisville metro housing authority special training reac inspections september 6 7 2007

Dwelling Units

Building

LEVEL 3

Dwelling

Units

Living Room

Ceiling

Holes/Missing Tiles/Panels


Louisville metro housing authority special training reac inspections september 6 7 2007

Item: Ceiling Condition

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.


Louisville metro housing authority special training reac inspections september 6 7 2007

Item: Ceiling Condition

HQS Guidance (paper)

UPCS Guidance (electronic)

*Covered under either:

“Bulging/Buckling”, “Peeling/Needs Paint” or “Water Stains/Water Damage/Mold/Mildew”.


Louisville metro housing authority special training reac inspections september 6 7 2007

Building Systems

Building

LEVEL 3

Building

Systems

Domestic

Water

Misaligned Chimney/Ventilation System


Louisville metro housing authority special training reac inspections september 6 7 2007

Item: Hot Water Heater

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.


Louisville metro housing authority special training reac inspections september 6 7 2007

Item: Hot Water Heater

HQS Guidance (paper)

UPCS Guidance (electronic)

*Covered under:

“Missing Pressure Relief Valve”.


Louisville metro housing authority special training reac inspections september 6 7 2007

Dwelling Units

Building

LEVEL 3

Dwelling

Units

Smoke

Detector

Missing/Inoperable


Louisville metro housing authority special training reac inspections september 6 7 2007

Item: Smoke Detectors

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.


Louisville metro housing authority special training reac inspections september 6 7 2007

Item: Smoke Detectors

HQS Guidance (paper)

UPCS Guidance (electronic)


Louisville metro housing authority special training reac inspections september 6 7 2007

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;


Louisville metro housing authority special training reac inspections september 6 7 2007

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.


Louisville metro housing authority special training reac inspections september 6 7 2007

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.


The goal

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


Louisville metro housing authority special training reac inspections september 6 7 2007

Scoring is Based on Objective Data

The inspector records the existence and the severity

of deficiencies according to preset criteria


Louisville metro housing authority special training reac inspections september 6 7 2007

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


Louisville metro housing authority special training reac inspections september 6 7 2007

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


Louisville metro housing authority special training reac inspections september 6 7 2007

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%


Louisville metro housing authority special training reac inspections september 6 7 2007

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%


Louisville metro housing authority special training reac inspections september 6 7 2007

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)


Louisville metro housing authority special training reac inspections september 6 7 2007

Scoring Methodology

Scores calculated based on:

Area Pointsx Item Weight xCriticalityx 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


Louisville metro housing authority special training reac inspections september 6 7 2007

Scoring Methodology (Continued)


Louisville metro housing authority special training reac inspections september 6 7 2007

Scoring Methodology (Continued)


Louisville metro housing authority special training reac inspections september 6 7 2007

(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)


Louisville metro housing authority special training reac inspections september 6 7 2007

(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


Louisville metro housing authority special training reac inspections september 6 7 2007

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


Louisville metro housing authority special training reac inspections september 6 7 2007

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.)


Louisville metro housing authority special training reac inspections september 6 7 2007

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


Louisville metro housing authority special training reac inspections september 6 7 2007

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

* OBJECTIVELY VERIFIABLE! *

How to document:

- Written Material

- Photographs

- Video


Louisville metro housing authority special training reac inspections september 6 7 2007

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)


Louisville metro housing authority special training reac inspections september 6 7 2007

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


Louisville metro housing authority special training reac inspections september 6 7 2007

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

* OBJECTIVELY VERIFIABLE! *

How to document:

- Written Material

- Photographs

- Video


Louisville metro housing authority special training reac inspections september 6 7 2007

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)


Louisville metro housing authority special training reac inspections september 6 7 2007

“In The Works”

  • DCD 4.0

    (a.k.a. RAPID 1.0)


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Download Inspection


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Inspection Profile


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Property Profile


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Inspection Sample


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Archive / Restore Inspections


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Inspect Common Areas

.

.

.

.

.

.

.

.


Louisville metro housing authority special training reac inspections september 6 7 2007

Prototype Look and Feel

Inspect Units

.

.

.

.

.

.

.

.

.

.

.


Louisville metro housing authority special training reac inspections september 6 7 2007

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.


Louisville metro housing authority special training reac inspections september 6 7 2007

http://www.hud.gov/offices/reac/

products/pass/pass_trng.cfm


Louisville metro housing authority special training reac inspections september 6 7 2007

For More Information

www.hud.gov/reac

1-888-245-4860

[email protected]


Louisville metro housing authority special training reac inspections september 6 7 2007

Any Questions?

Email: [email protected]

Phone: (202) 475-8567


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