Inspection Procedures for Non-Profit Housing Corporations in Ohio

July 8, 2011

How Webinar Technology Works

Only Cathy and the presenters can be heard; all others are in listen-only mode.

Cathy will send each participant a two-digit code to enter into your conference call. This will give us a chance to activate your audio for questions.

The control panel on your screen gives you a place to click to “raise your hand.” That will signal Cathy that you have a question.

If we don’t get to you during the session, we will follow up with you afterward.

Goals for Today

Review legal requirements concerning property inspections.

Review DHN recommendations regarding inspections.

Discuss procedures used by various housing corporations.

Today’s Presenters

Jill LaRock, Executive Director, Homecroft, Inc., Greene County

Eric Frentzel, Director of Facilities, Creative Housing, Franklin County

Cody Chrisman, NOAH Housing Coordinator, NOWAC, Williams County

Requirements

Annual Checklist for Housing

Community Capital Assistance Housing Survey

Form contains checklist. (This was sent out prior to today’s webinar.)

Inspections are self-initiated and conducted.

Best practice to include superintendent

Others Possible Inspections

HUD (811, Section 8, etc.) Ohio Housing Finance Agency (OHFA) (County) Metropolitan Housing Authority –

uses HQS standardized tool Counties and municipalities (when funding is

given)

DHN Recommendations

Housing Corporation Self-Assessment Tool

Self-Assessment Tool

70. HC has a furnace inspection by certified personnel.

71. HC has an electrical inspection by certified personnel.

72. HC tests for radon. 73. HC tests the quality of potable well water. 74. HC has a Property Committee.

Self-Assessment Tool, Cont.

77. HC has a policy and/or procedure for mold including how to inspect and what to do if found.

78. HC has a policy/protocol for the identification and treatment of bed bugs.

83. HC inspects all fire safety equipment according to NFPA and equipment inspection/replacement standards.

85. HC has fire safety as part of regular inspection.

Self-Assessment Tool, Cont.

91. HC inspects, at least annually, the entire property including all rooms, systems, attics, crawl spaces, exterior land, parking, etc using one of various tools:– HUD Housing Quality Standards– Greene County Inspection Form– Lorain County Accessibility Tool– Housing Corporation’s Locally-Developed Tool

Inspection Procedures

Who Performs the Inspection?

Housing corporation management and maintenance personnel

Certified housing inspector (paid) Firemen HUD inspections done by HUD staff

Additional Inspections

There are times other than formal inspections when HC personnel visit properties:

Management Inspection Board member orientation/familiarization Maintenance staff for performing work orders

Which Checklist to use?

DODD HUD Greene County Lorain County Accessibility Tool Creative Housing North Coast Community Housing Delaware Creative Housing Housing Corporation’s Locally-Developed Tool

Find these posted at www.disabilityhousingnetwork.org

What to do if a Problem is Discovered?

Determine Priority Level of Problem– Clear and immediate danger to tenant– Major inconvenience to tenant/likely to cause

property damage if not corrected– Minor inconvenience to tenant/improperly

functioning system or appliance– No inconvenience

Emergency

Response time: immediately Clear danger to tenant

– No heat– No water– Gas leak– Complete sewage backup– Broken locks/exterior door– Non-functioning fire alarm

Health and Safety

Response time: within 24 hours Major inconvenience to tenant/property

damage– Broken windows and doors– Clogged drains/fixtures– Non-functioning appliances– Serious roof leak– Pest infestation

Work Order

Response time: within two weeks Minor inconvenience to tenant

– Improperly functioning system: interior doors, drawers, windows.

– Slow draining fixtures/drains– Improperly functioning HVAC– Improperly functioning appliances– Pest problem

Capital Replacement

Response time: As Provided in Capital Replacement Plan/Budget

No inconvenience/Cosmetic– Capital replacement (painting, flooring, driveways)– Personal requests of tenants

Record Keeping

Paper maintenance logs Excel Spreadsheet Quickbooks or other commercially-available

software Proprietary software (YARDI, etc.)

DHN Technical Assistance

Funded by Ohio Developmental Disabilities Council

Provides DHN consultant who can:– Assist with self-assessment– Attend/facilitate board meetings– Attend/facilitate stakeholder meetings– Facilitate strategic planning retreats– Provide consultation on board development,

policy development and housing operations

Cathy Allen,

Technical Assistance Consultant

Disability Housing Network

419-732-1770 * 419-260-3949

cathyallen@disabilityhousingnetwork.org

www.disabilityhousingnetwork.org

Questions and Answers