CMHA’s Proposed Unit Standards

Introduction

Presented by Gregory Johnson, PHM, EDEP

Executive Director Cincinnati Metropolitan Housing

Authority

CMHA’s Gold Performance Standard

The CMHA Gold Performance Standard refers to the principles and values against which the agency performs.

– It’s how every CMHA employee will be measured, from the top down.

– It’s how our partners, vendors, contractors and consultants

will be measured.

– We will conduct our work with integrity, professionalism, accuracy and exceptional quality. We will take the initiative to seek creative problem-solving and continuous improvement. We will hold ourselves and each other accountable. We will provide timely and accurate communication both internally and externally. And above all, we will treat one another with the respect and dignity that each of us deserves.

Unit Standards

Presented by Boubacar Diallo, Manager of Owner Compliance

PHILOSOPHY

Housing Quality Standards (HQS) are the HUD minimum quality standards for tenant-based programs. The objective of the HCV Program is to assist low-income families in leasing decent, safe and sanitary housing at an affordable cost and in accordance with HUD and CMHA guidelines. Efforts will be made at all times to encourage owners to provide housing that exceeds HQS minimum standards. CMHA is responsible for assuring that each unit occupied by an HCV Program participant meets HUD’s and CMHA’s HQS guidelines.

POLICY• CMHA will inspect each unit under contract at least

annually. CMHA will also have an inspection supervisor perform quality control inspections on the number of files required for file sampling by SEMAP annually to maintain CMHA's required standards and to assure consistency in CMHA's program.

• HQS standards are required both at initial occupancy and during the term of the lease. HQS standards apply to the building and premises, as well as the unit. Newly leased units must pass the HQS inspection before the beginning date of the assisted lease and HAP Contract.

• CMHA’s HQS Handbook describes CMHA's guidelines and procedures for performing HQS inspections.

HQS HandbookWorkmanship will be

evaluatedAll design, construction, replacements, additions and repairs in rehabilitation/renovation construction shall be of quality conforming to nationally recognized standards.

HQS Handbook

Quality of Workmanship

Inferior workmanship could be cause for

HQS fail.

HQS HandbookInterior ceilings, walls, and floors shall be maintained free of holes, cracks, loose or deteriorated materials, or any other condition that constitutes a hazard to the occupants or is a harborage for insects or vermin, or admits water or dampness to the interior of the building.

HQS HandbookFloors; walls, including windows and doors; ceiling and other interior surfaces shall be maintained in good, clean and sanitary condition. Peeling and cracked or loose plaster, decayed wood, and other defective surface conditions shall be eliminated. At move in, carpets must be cleaned and the unit freshly painted

HQS Handbook• Carbon monoxide

(CO) alarms must be installed in all units/buildings with a fuel-burning appliance system/equipment or attached garage.

HQS HandbookWindows

All windows shall be fully supplied with window glass (not “Plexiglas”) that is glazed and without cracks or holes. Windows shall have sashes in good condition that fit reasonably well within frames and are capable of being easily opened and held in position by hardware, including window locks, on all floors of the unit. Windows will be maintained so as to prevent inclement weather from entering the structure. All windows must operate as designed. If windows are designed to be opened, they must have a functional locking device.

HQS HandbookCeiling condition

The ceiling must be sound and free from hazardous defects. “Unsound or hazardous” means the presence of defects such that either a potential exists for structural collapse or cracks or holes allow drafts to enter the unit. Unacceptable ceiling conditions include bulging, bowing or buckling, holes, missing parts, and loose surface materials falling or in danger of falling.

HQS Handbook

Poor Ceiling Condition and Poor Quality of

Workmanship

HQS Handbook• Each unit must have individual

meters to measure the family’s consumption if they are to be responsible for certain utilities. There cannot be multiple meters for the same utility if the tenant is responsible for paying the utility.

• The owner will be responsible for paying utilities for units with centralized meters.

• Complexes that have centralized meters and have a third-party calculate actual consumption for each resident and bill the residents individually are viewed as individual meters.

• All utilities must be in service at the time of the inspection.

• Utilities must be legally connected.

HQS HandbookBATHROOM

There is a permanently installed washbasin in the unit with running hot and cold water.

The washbasin is connected to a water supply and operating drain and has a gas trap.

The washbasin is in addition to the kitchen sink.

The floor and wall surface beneath and around the sink and lavatory is kept in good order and repair.

There must be no rust, hazardous cracks or chips.

The fixtures must match.

HQS HandbookWater heaters fail for the

following reasons:

• Gas water heaters located in bedrooms or other living areas where they may present a safety hazard. Exceptions may be made if safety dividers or shields are installed.

• Combustible materials near a gas water heater (approx. 30").

• Gas leaks. • Absence of temperature-pressure (T/P)

relief valve • Absence of discharge line to within 6" of

the floor • Flues without adequate clearance from

combustible materials. • Flues that are not tightly sealed at the

chimney. • Any leaks from hot water tank. • Tag by the utility company indicating an

unsafe condition.

HQS Handbook Certifications

In instances of all inspections or inspector uncertainty, certification or documentation from a professional, licensed service technician may be required to verity the proper operating condition and soundness of such items as furnaces, water tanks, electrical and plumbing systems. This is to assure that the facility is functioning adequately and safely.

HQS HandbookPest Control

Pest, insect, rodent or vermin infestation that requires a professional treatment to eliminate or control may need proper certification.

Units with bedbug infestations must be treated by a licensed exterminator. CMHA must see a copy of the results and treatment plan.

HQS Handbook• Owners will be responsible for

pest control in apartments and duplexes.

• Tenants are responsible for pest control in Houses and Mobile Homes if explicitly specified in the lease agreement.

• Exception: If there is no evidence to suggest that the resident’s Housekeeping, Sanitation, and Trash removal/storage contributed to the infestation, it will be the owner’s responsibility.

HQS Handbook• Any inoperable

appliance/equipment not required by HQS must be repaired or replaced. The appliance cannot simply be removed unless the tenant has agreed in writing. Removal of the optional equipment may result in reassessment of rent reasonableness for the unit.

HQS HandbookAll accessory structures to the dwelling including detached garages (whether or not they are a part of the rental agreement), fences (fence, posts and poles must be removed if it is determined they are hazardous), storage sheds and walls shall be maintained so they are structurally sound, in good repair and free of peeling paint, or such structures shall be razed to grade level and debris removed from premises. The site and immediate neighborhood must be free from conditions that would seriously and continuously endanger the health or safety of the family.

HQS HandbookAll areas shall be kept free from weeds or plant growth that would constitute an unkempt appearance. Lawns, shrubbery and trees shall be cut and trimmed during growing seasons Tree branches shall be cut back from roofs.

HQS HandbookRepeated Fail

Status– Units failing for

the same item on 3 consecutive occasions will be terminated from the program.

HQS HandbookInitial/Move-in Inspections

If more than 12 HQS violations (deficiencies) are found during the initial inspection, the inspection will terminate and a re-inspection will be scheduled.

HQS HandbookWater Bills

– When a tenant family gives CMHA notice that they want to vacate their current unit and the family is responsible for the water bill, the family must provide proof of a current, paid water bill prior to their move into a new unit.

– Property owners of units where the tenant will be responsible for paying the water bill must provide proof of a current, paid water bill along with the RTA.

HQS HandbookFireplaces, and other construction and devices intended for use similar to a fireplace, shall be stable and structurally safe and connected to approved chimneys. If usable, the owner must provide certification by a licensed technician documenting that the fireplace was recently cleaned (within the last 12 months) and is fully operational. If the fireplace is non-usable, the owner and tenant must provide CMHA with an affidavit stating tenant will not use fireplace.

Rent Adjustment Requests• An owner may request an adjustment to their

contract rent, in writing, once every twelve months within 90-60 days prior to the family’s move-in date.– A copy must be provided to the family at the same

time it is provided to CMHA.– Only one rent adjustment request will be processed

in a 12-month period.– Any rent adjustment request received by CMHA

outside of the 90-60 request period will be rejected by CMHA. The owner may resubmit the request at the appropriate time in order for the request to be considered.

Utility Responsibility ChangesTo address concerns when an owner changes utility types during the initial term of the lease, and consequently wants to alter responsibility for utility payments under the HAP contract:

CMHA will not allow for any changes in lease requirements governing tenant or owner responsibilities for utilities or appliances during the initial lease term. After the initial lease term, any change governing tenant or owner responsibilities for utilities must be pre-approved by CMHA. Failure to comply could result in contract cancellation and possible termination from the HCV Program.

Abatements /Contract Termination

• A Notice of Abatement will be sent to the owner, and the abatement will be effective the day after the due date for repairs.

• Once the contract has been terminated, the unit will not be eligible for participation with the program for 90-calendar days from the date of termination.

HQS Pre-Inspection Checklist• As a fail-safe, CMHA has developed an

HQS Pre-Inspection Checklist• The checklist will be made available on

CMHA’s website.• If you check “No/Needs Repair” for any of

the items on the pre-inspection checklist, your unit WILL FAIL HQS.

HQS Inspections

HQS Inspections

HQS Inspections

HQS Inspections