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Southwestern Affordable Housing Management Association (Special Training: REAC Inspections)

Join the Southwestern Affordable Housing Management Association for a special training session on REAC inspections. The agenda includes scoring, top 20 deficiencies, and property condition assessments. Learn about the scoring methodology, inspection areas, deduction calculations, and common inspection items. Enhance your understanding of building systems, dwelling units, and health and safety protocols. Don't miss this valuable training opportunity to improve your housing management skills.

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Southwestern Affordable Housing Management Association (Special Training: REAC Inspections)

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  1. Southwestern Affordable Housing Management Association (Special Training: REAC Inspections) February 21, 2008

  2. Training Agenda THURSDAY, FEBRUARY 21st: 1:00 pm – Welcome / Go over this thing 1:05 pm – Scoring 1:45 pm – “Top 20” 3:00 pm – BREAK (15 Minutes) 3:15 pm – “Inspection Day” Video 3:45 pm – TR/DBAs, DCD 4.0, Website 5:00 pm – End for the Day!

  3. SCORING

  4. The Goal Assign a score to the overall property condition based on the datacollected by the inspector • Measure physical condition • Objective & consistent • Accommodates all property types & configurations

  5. Scoring is Based on Objective Data The inspector records the existence and the severity of deficiencies according to preset criteria

  6. The Scoring Approach • Relative importance (“weights”) were assignedto each physical area, item, and deficiency in the inspection protocol • HUD applies the weightsto the inspection data to compute the score • The score is based on a 100 point scale

  7. Scoring Protocol The weights were assigned as part of a consensus process: - Industry stakeholder input • Multifamily Housing (Owners / Agents) • Public Housing Authorities • Trade groups • PHA industry groups - HUD information - Trade professionals’ experience

  8. Building Systems Building Exterior Site Common Areas Dwelling Units Fencing and Retaining Walls Grounds Lighting Mailboxes/Project Signs Market Appeal Parking Lots/Driveways/Roads Play Areas and Equipment Refuse Disposal Storm Drainage Walkways/Steps Doors Fire Escapes Foundations Lighting Roofs Walls Windows Domestic Water Electrical System Elevators Emergency Power Exhaust System Fire Protection HVAC Sanitary System 15% 20% 15% Bathroom Call-for-Aid Ceiling Doors Electrical System Floors Hot Water Heater HVAC System Kitchen Lighting Outlets/Switches Patio/Porch/Balcony Smoke Detector Stairs Walls Windows Areas&Items Basement/Garage/Carport Office Closet/Utility/Mechanical Other Community Spaces Community Room Patio/Porch/Balcony Day Care Pools and Related Structures Halls/Corridors/Stairs Restrooms/Pool Structures Kitchen Storage Laundry Room Trash Collection Areas Lobby 35% 15%

  9. Property Physical Condition Inspection Areas Health & Safety Deductions Site Building Whole Point Deductions From Final Score Common Areas Building Exterior Dwelling Units Building Systems Scoring Dynamics Wgt 15% 15% 20% 35% 15% 100%

  10. Wgt 15% 15% 20% 35% 15% 100% Property Physical Condition Inspection Areas Health & Safety Deductions Site Building Whole Point Deductions From Final Score Common Areas Building Exterior Dwelling Units Building Systems Wgt 15% 15% 20% 35% 15% 100% Wgt 18% 18% 23% 41% 0% 100% No Two PropertiesAre Alike (For example, if there are no Common Areas on a property, the other inspection areas become more important)

  11. Scoring Methodology Scores calculated based on: Area Pointsx Item Weight xCriticalityx Severity Ranges are: Area Points Site = 15 Bldg Systems = 20 Dwelling Units = 35 Bldg Ext = 15 Common Areas = 15 Item Weight(Examples) Smoke Detector = 0 Missing Toilet = 10 Damaged Ceiling = 4.5 Misalinged Chimney = 15.5 Criticality (5) Critical = 5.0 (2) Contributes = 1.25 (4) Very Important = 3.0 (1) Slight Contribution = 0.5 (3) Important = 2.25 Severity (3) Most Severe = 1.0 (2) Severe = 0.50 (1) Least Severe = 0.25

  12. (Area Points x Item Weight x Criticality x Severity / # Units) 35 x 0.045x 3.0 x 1.0 = 4.725 / 24 = 0.20 (Item Weight x Criticality x Severity) 4.5x 3.0 x 1.0 = 13.5% Point Deduction Scoring Dwelling Unit: Living Room, Ceiling - Holes/Missing . . . - Level 3 *Assuming 250 Units (24 Sample Units)

  13. (Item Weight x Criticality x Severity) 15.5x 5.0 x 1.0 = 77.5% (Area Points Item Weight x Criticality x Severity / # Buildings) 20 x 0.155x 5.0 x 1.0 = 15.5 / 5 = 3.10 Point Deduction Scoring Building Systems: Domestic Water, Misaligned Ventilation System - Level 3 * EH&S TICKET ITEM! * *Assuming 5 Buildings

  14. Scoring Dwelling Units: Smoke Detector, Missing/Inoperable - Level 3 * EH&S TICKET ITEM! * (Item Weight x Criticality x Severity) 0x 5.0 x 1.0 = 0 no point deduction *Assuming 15 Units (10 Sample Units) (Area Points x Item Weight x Criticality x Severity / # Units) 35 x 0 x 5.0 x 1.0 = 0 / 10 =no point deduction

  15. “TOP 20”

  16. DCD 2.3 INSPECTABLE DEFECTS

  17. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; Blah, blah, blah …

  18. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  19. BUILDING SYSTEMS DEF: Missing Pressure Relief Valve (Domestic Water) - L3

  20. BUILDING SYSTEMS DEF: Missing Pressure Relief Valve (Domestic Water) - L3

  21. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  22. BUILDING SYSTEMS DEF: Misaligned Chimney/Ventilation Systems (Domestic Water) - L3

  23. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  24. UNIT DEF: Convection/Radiant Heat System Covers Missing/Damaged (HVAC) - L3 Health and Safety - Hazards/Sharp Edges Health and Safety - Other/Possible Burn Hazard

  25. UNIT DEF: Convection/Radiant Heat System Covers Missing/Damaged (HVAC) - L3 Health and Safety - Hazards/Sharp Edges

  26. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  27. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  28. BUILDING SYSTEMS DEF: Missing Breakers (Electrical System) - L3 DEF: Missing Covers (Electrical System) - L3

  29. BUILDING SYSTEMS DEF: Missing Covers (Electrical System) - L3

  30. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  31. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  32. UNIT DEF: Damaged Hardware/Locks (Doors) - L3 Damaged Surface - Holes/Paint/Rusting/Glass (Doors) - L3 Health and Safety - Blocked Egress

  33. UNIT DEF: Damaged Hardware/Locks (Doors) - L2 Damaged Surface - Holes/Paint/Rusting/Glass (Doors) - L2

  34. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  35. Top 20 Deficiencies 1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor; 2. Misaligned Chimney– the vent stack on gas operated water heaters or furnaces are properly aligned; 3. Missing HVAC Covers – there are covers on all baseboard heaters; 4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items; 5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections; 6. Open Breaker Ports – Open breaker ports are covered; 7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged; 8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed; 9. Security Doors – security doors do not have dual-side key locks; 10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

  36. UNIT DEF: Range/Stove - Missing/Damaged/Inoperable (Kitchen) - L2

  37. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

  38. UNIT DEF: Plumbing - Leaking Faucets/Pipes (Kitchen) - L3

  39. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

  40. UNIT DEF: Lavatory Sink - Damaged/Missing (Bathroom) - L3 Bathroom Cabinets - Damaged/Missing (Bathroom) - L1

  41. UNIT DEF: Water Closet/Toilet - Damaged/Clogged/Missing (Bathroom) – L2

  42. UNIT DEF: Lavatory Sink - Damaged/Missing (Bathroom) - L3 Water Closet/Toilet - Damaged/Clogged/Missing (Bathroom) - L3

  43. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

  44. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

  45. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

  46. BUILDING SYSTEMS DEF: Missing Drain/Cleanout/Manhole Covers (Sanitary System) - L3

  47. BUILDING SYSTEMS DEF: Missing Drain/Cleanout/Manhole Covers (Sanitary System) - L3

  48. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

  49. COMMON AREAS DEF: Chutes Damaged/Missing Components - L3

  50. Top 20 Deficiencies (Continued) 11. Plumbing– pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired; 12. Damaged Sinks/Showers– any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working; 13. Clothes Dryers- are properly vented to the outside from units or laundry rooms; 14. Storm Water Sewers- are not clogged with trash or leaves; 15. Sanitary Sewer Damaged Covers–caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage; 16. Trash Chutes– hardware is in place and the chute door closes properly; 17. Trash Receptacles- are not overflowing and are adequate in size for the property; 18. Auxiliary Lighting– the back up lighting works even when the test light does not work; 19. Leaking Domestic Water– there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building; 20. Switchplate Covers– are not cracked or broken.

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