Annual Inspections

Report
CMHA HOUSING
CHOICE VOUCHER
PROGRAM
INSPECTIONS WORKSHOP
August 9, 2013
Welcome & Introduction
O Priscilla Pointer Hicks, Director of HCVP
O Dorothy Noga McCarthy, Ombudsman
O Terry Foster, Manager of Inspections
O Jermaine Burge, Inspections Coordinator
CMHA Inspection Checklist
O Where to find it
O http://www.cmha.net/hcvp/hqsinspectio
nchecklist
O Follow the link to the HQS Inspection
Checklist
O This is a mandatory HUD form
Program Violations
O IDENTIFYING THE VIOLATIONS
O TIMELINE OF EVENTS
O RESULTS
O MAKING THE REPAIRS
Emergency Violations List
O A smoke detector that is missing, not
working or not loud enough.
O 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.
O A hazardous gas hook-up for a kitchen
range, as evidenced by a strong gas smell.
O No water
Emergency Violations List cont…
O No electricity
O Sewer back-up
O No Heat (during the period from October 15th to
April 15th)
O Gas leak
O 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.
O Anything deemed life-threatening
Emergency Violations
Timeline
Day 1
O 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
O 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 selfcertification 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…
Final Re-Inspection
O HCVP Inspector will conduct final reinspection 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…
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
O 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…
O If a clothes dryer is present in a dwelling
unit, the dryer must be vented to the outside
of the unit.
O The dwelling unit must have storm doors on
exterior entrance doors to the
unit. Exceptions may be made for multifamily units and historical preservation.
HQS Acceptability Req.
cont…
O 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. cont…
O Exterior doors must be lockable with a turn
style deadbolt on the inside.
O Dwelling units must have working
downspouts, and working gutters if present.
O 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
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.
Multifamily Units:
O 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.
O 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
O Metro Inspections, LLC is conducting all
initial/ movers inspections.
O 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.
O ONLY 2 inspections are conducted on an
initial/movers.
O Re-inspections will be scheduled within 7-14
days after the 1st failed inspection.
Annual Inspections: Timeline
1st Inspection
O 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
O 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
O Final inspection, if all violations are not corrected, the
HAP contract will be cancelled at the end of the month.
The 3 R’s
REPAIR
REPLACE
REMOVE
LEAD LAW: Citation
O Cited for defective paint
AND
O Child under 6 yrs old in the home
AND
O Home built prior to January 1, 1978
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, continued…
LEAD-BASED PAINT
CONTRACTOR
CERTIFICATION
FORM
PASSED LEAD
CLEARANCE TEST
LEAD SAFE WORK
PRACTICE
COMPLIANCE
Documentation must be emailed to
[email protected] or hand delivered to the
HCVP office at 8120 Kinsman Rd, Resource
Room #107
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
Excellent Rating:
 If building was constructed NEW 2009 or later
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
continued…
O Work receipts and permits must be shown at the time
of the inspection.
O Credit will not be given without the APPROVAL of the
Inspections Manager.
O Once approved, the unit’s Quality Rating can be
increased.
O For the Building Quality Rating criteria, please visit
www.cmha.net/hcvp/docs/BuildingQualityRatingProcedure.pdf.
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
O Always communicate and provide proper
documentation when given an extension or
deferral for weather or major repairs.
O The paperwork should always be mailed to
HCVP; email via the Landlord Portal by
selecting the Inspection Department email
box.
Extensions for Re-Inspections
O 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.
O Request must be made 5 days prior to the
re-inspection date.
Resource Room
Inspection:
 Available M-F 8am-5pm
 Ask General questions
Landlord Portal
O Change owner’s personal information
O View all inspection results within 48hrs
O Obtain detailed list and photos of failed
items
O View all HAP payments
O View changes to the tenant’s rent portion
Landlord Portal continued
O Link to ALL publications, forms, and
newsletters
O Submit inquiries
O Submit extension request
O Sign up for Email Blast and text message
notifications
Q&A

similar documents