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CMHA HOUSING CHOICE VOUCHER PROGRAM . INSPECTIONS WORKSHOP August 9, 2013. Welcome & Introduction . Priscilla Pointer Hicks, Director of HCVP Dorothy Noga McCarthy , Ombudsman Terry Foster, Manager of Inspections Jermaine Burge, Inspections Coordinator. CMHA Inspection Checklist .

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cmha housing choice voucher program

CMHA HOUSING CHOICE VOUCHER PROGRAM

INSPECTIONS WORKSHOP

August 9, 2013

welcome introduction
Welcome & Introduction
  • Priscilla Pointer Hicks, Director of HCVP
  • Dorothy Noga McCarthy, Ombudsman
  • Terry Foster, Manager of Inspections
  • Jermaine Burge, Inspections Coordinator
cmha inspection checklist
CMHA Inspection Checklist
  • Where to find it
    • http://www.cmha.net/hcvp/hqsinspectionchecklist
    • Follow the link to the HQS Inspection Checklist
    • This is a mandatory HUD form
program violations
Program Violations
  • IDENTIFYING THE VIOLATIONS
  • TIMELINE OF EVENTS
  • RESULTS
  • MAKING THE REPAIRS
emergency violations list
Emergency Violations List
  • A smoke detector that is missing, not working or not loud enough.
  • Kitchen range burners that do not ignite when the control knobs are turned to the “light” position without the use of an outside fire source.
  • A hazardous gas hook-up for a kitchen range, as evidenced by a strong gas smell.
  • No water
emergency violations list cont
Emergency Violations List cont…
  • No electricity
  • Sewer back-up
  • No Heat (during the period from October 15th to April 15th)
  • Gas leak
  • Unit not secure, including unlockable windows at a height within six feet of ground level and/or unit entry doors with missing or broken locks.
  • Anything deemed life-threatening
emergency violations timeline
Emergency Violations Timeline

Day 1

  • HCVP receives notification and contacts the landlord and tenant, landlord will receive notice of violations and an HCVP inspector will return the next day. If the next day is a weekend both parties will be contacted by phone and a physical inspection will be conducted the next business day.

Day 2

  • If violations are not corrected, the HAP will be abated, owner will have 14 days to make repairs. If repairs are completed before the re-inspection date, landlords should send a self-certification through the Landlord Portal, by selecting the Inspection Department’s email box.

(Remember: After abatement landlords will only receive money from the date the unit came into compliance)

emergency violations timeline cont
Emergency Violations Timeline cont…

Final Re-Inspection

  • HCVP Inspector will conduct final re-inspection 14 days after the 2nd failed inspection. If the unit does not pass, the contract will be cancelled. If the landlord is the responsible party, they may be listed on the ineligible vendors list.
emergency violations continued
Emergency Violations continued…

If the items are deemed tenant responsibility and repairs are not corrected by the next day, the tenant will be proposed for termination with the possibility of permanently losing their subsidy.

hqs acceptability requirements
HQS Acceptability Requirements
  • Units with windows that are designed to be open must be operable and must have screens and storms on all exterior windows of the unit, unless the unit is located in a building that has a total HVAC system and does not require windows that can be opened for fresh air.
hqs acceptability req cont
HQS Acceptability Req. cont…
  • If a clothes dryer is present in a dwelling unit, the dryer must be vented to the outside of the unit.
  • The dwelling unit must have storm doors on exterior entrance doors to the unit.  Exceptions may be made for multi-family units and historical preservation.
hqs acceptability req cont1
HQS Acceptability Req. cont…
  • Sanitary/Lavatory facilities must be in a separate, private room; must have a
    • Toilet and a fixed wash basin, both in working condition
    • A shower or tub and cold and hot running water
    • Utilize a public or private disposal system
    • Means of ventilation
    • Located such that access does not have to be solely through a bedroom.
hqs acceptability req cont2
HQS Acceptability Req. cont…
  • Exterior doors must be lockable with a turn style deadbolt on the inside.
  • Dwelling units must have working downspouts, and working gutters if present.
  • NO defective paint, i.e. chipping, peeling, damaged paint regardless if a child under 6yrs old is present in the home or not.
inspecting garages
Inspecting Garages

Single Family Units:

The interior and exterior condition of a

stand-alone garage will be inspected, regardless of whether the tenant has access into the garage.

inspecting garages cont
Inspecting Garages cont.

Multifamily Units:

  • Inspection of the garage interior will take place when the tenant has access only. We would verify this with the property owner or participant. If they have access and it’s just one large garage we inspect the entire interior area. When each tenant has their own individual garage we only inspect the one that the tenant uses.
  • For high rises with a parking garage inspect the path the tenant takes as well as the area that is assigned for the vehicle. Look for any potential hazards that may threaten the health and safety of the tenant, for example: exposed wires or any electrical hazard, tripping hazards, cutting hazards, door systems are working properly, walls and ceiling not in danger of collapsing, etc.
initial inspections timeline
Initial Inspections: Timeline
  • Metro Inspections, LLC is conducting all initial/ movers inspections.
  • Once an RFTA is submitted, Metro contacts the landlord within 24hrs with an inspection date, 7-10 business days after the submission of the RFTA.
  • ONLY 2 inspections are conducted on an initial/movers.
  • Re-inspections will be scheduled within 7-14 days after the 1st failed inspection.
annual inspections timeline
Annual Inspections: Timeline

1st Inspection

  • Inspector will direct landlord to the Landlord Portal for results. The Landlord will be given 30 days to correct violations.

2nd Inspection, 30 Days after 1st inspection

  • If all violations are not corrected , HAP will be abated on the 1st day of the following month.

3rd Inspection, 30 Days after 2nd inspection

  • Final inspection, if all violations are not corrected, the HAP contract will be cancelled at the end of the month.
the 3 r s
The 3 R’s

REPAIR

REPLACE

REMOVE

lead law citation
LEAD LAW: Citation
  • Cited for defective paint

AND

  • Child under 6 yrs old in the home

AND

  • Home built prior to January 1, 1978
lead law continued
Lead Law, continued…

Once Cited:

  • Owner has 10 days from initial move-in inspection or 29 days from an annual inspection to provide proper documentation.
  • Meeting lead-based paint requirements is located at www.cmha.net/hcvp/docs/MeetingLeadBasedPaintRequirements.pdf
  • All other inspections violations must be corrected during this time period.
lead law continued1
Lead Law, continued…

LEAD SAFE WORK PRACTICE

PASSED LEAD CLEARANCE TEST

LEAD-BASED PAINT CONTRACTOR CERTIFICATION FORM

COMPLIANCE

Documentation must be emailed to hcvplead@cmha.net or hand delivered to the HCVP office at 8120 Kinsman Rd, Resource Room #107

weather deferral
Weather Deferral

Annual Inspection:

Oct.15th-Apr.15th

Weather deferrals are ACCEPTED through HCVP or the City. All items must be corrected during the extended time given and the unit must pass the inspection or the unit goes into abatement at the 1st weather deferred inspection.

Initial/Movers Inspection:

NO weather deferrals.

Even if the City provides a landlord with a weather deferral, HCVP cannot go under contract until all items are corrected.

building quality rating
Building Quality Rating
  • Excellent Rating:
    • If building was constructed NEW 2009 or later
building quality rating continued
Building Quality Rating continued…
  • Above Average Rating:
    • If the building was constructed new 2005-2009 OR if the building was substantially rehabbed 2009-2013.
    • With at least a comprehensive kitchen and bathroom renovation (cabinets, wiring, floors, and appliances).
    • Inspectors must have a copy of all pertinent work receipts and permits to justify qualifications for the unit condition.
building quality rating continued1
Building Quality Rating continued…
  • Work receipts and permits must be shown at the time of the inspection.
  • Credit will not be given without the APPROVAL of the Inspections Manager.
  • Once approved, the unit’s Quality Rating can be increased.
  • For the Building Quality Rating criteria, please visit www.cmha.net/hcvp/docs/BuildingQualityRatingProcedure.pdf.
resolving municipal requirements
Resolving Municipal Requirements

Contact the building department in the municipality your unit is in, to receive information on all paperwork, fees, and inspections that the city may require for a unit to qualify as a rental property.

Remember: If your unit is not in compliance with

the City, the unit is not in compliance with the

CMHA HCVP.

city extensions and deferrals
City Extensions and Deferrals
  • Always communicate and provide proper documentation when given an extension or deferral for weather or major repairs.
  • The paperwork should always be mailed to HCVP; email via the Landlord Portal by selecting the Inspection Department email box.
extensions for re inspections
Extensions for Re-Inspections
  • All extension requests should be sent through the Landlord Portal, www.cmha.net/llportal, if assistance is needed, call Customer Service at 216-431-1471.
  • Request must be made 5 days prior to the

re-inspection date.

resource room
Resource Room

Inspection:

  • Available M-F 8am-5pm
  • Ask General questions
landlord portal
Landlord Portal
  • Change owner’s personal information
  • View all inspection results within 48hrs
  • Obtain detailed list and photos of failed items
  • View all HAP payments
  • View changes to the tenant’s rent portion
landlord portal continued
Landlord Portal continued
  • Link to ALL publications, forms, and newsletters
  • Submit inquiries
  • Submit extension request
  • Sign up for Email Blast and text message notifications