CMHA HOUSING CHOICE VOUCHER PROGRAM

INSPECTIONS WORKSHOPAugust 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 itO http://www.cmha.net/hcvp/hqsinsp

ectionchecklistO Follow the link to the HQS

Inspection ChecklistO This is a mandatory HUD form

Program ViolationsO IDENTIFYING THE VIOLATIONSO TIMELINE OF EVENTSO RESULTSO 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 1O 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 2O 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…

Final Re-InspectionO 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…

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 multi-family 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 InspectionO 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 inspectionO If all violations are not corrected , HAP will be

abated on the 1st day of the following month.

3rd Inspection, 30 Days after 2nd inspectionO 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 paintAND

O Child under 6 yrs old in the homeAND

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…

Documentation must be emailed to hcvplead@cmha.net or hand

delivered to the HCVP office at 8120 Kinsman Rd, Resource Room #107

LEAD-BASED PAINT

CONTRACTOR CERTIFICATION

FORM

PASSED LEAD CLEARANCE TEST

LEAD SAFE WORK PRACTICE

COMPLIANCE

Weather DeferralAnnual 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-

5pmAsk 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