American Association of Service Coordinators. (Understanding the REAC Inspection Process)

Transcription

1 American Association of Service Coordinators (Understanding the REAC Inspection Process) 1

2 Purpose of this Presentation Provide an overview of REAC (Real Estate Assessment Center) and UPCS (Uniform Physical Condition Standards) Scoring overview Explain how you as Service Coordinators can assist when preparing for a REAC inspection Discuss the areas of the property that will be inspected and common deficiencies Provide a list of available resources Review the appeals process 2

3 PIH/REAC s Mission The Real Estate Assessment Center's (REAC) mission is to provide and promote the effective use of accurate, timely and reliable information assessing the condition of HUD's portfolio; to provide information to help ensure that HUD subsidized housing remains decent, safe and sanitary; and to restore the public trust by identifying fraud, abuse and the wasting of HUD resources. 3

4 PROTOCOL 4

5 Remember these general rules: REAC does not make policy. The REAC inspection is NOT a code inspection. If an something exist on your property, it must function as designed at the time of the inspection or it will typically be cited as a deficiency. 5

6 UPCS The Uniform Physical Condition Standards (UPCS) are the foundation of HUD/PIH-REAC s Physical Inspection Program. Creates the structure of the physical inspection. (Identifies five inspectable areas and health and safety hazards.) Establishes standardized definitions for inspectable items, the basis for electronic inspections via UPCS software. (Inspection data is validated, producing a score which indicates the physical condition of a property.) Provides a uniform, objective protocol for training inspectors performing inspections of all property types. 6

7 PHYSICAL INSPECTION STRUCTURE PROPERTY Site Building Building Exterior Building Systems Common Areas Units Inspectable Area Inspectable Areas 7

8 PHYSICAL INSPECTION STRUCTURE INSPECTABLE ITEMS SITE Fencing and Gates Grounds Mailboxes/Project Signs Market Appeal Parking Lots/ Driveways/Roads Etc. BUILDING EXTERIOR Doors Fire Escapes Foundations Lighting Roofs Walls Etc. BUILDING SYSTEMS Domestic Water Electrical System Elevators Emergency Power Fire Protection HVAC Etc. COMMON AREAS Basement/ Garage/Carport Community Room Day Care Halls/Corridors/ Stairs Etc. UNIT Bathroom Call-for-Aid Ceiling Doors Electrical System Floors Hot Water Heater Kitchen Etc. HEALTH & SAFETY Air Quality Elevator Emergency/Fire Exits Flammable Materials Electrical Hazards Etc. 8

9 UPCS SOFTWARE CONFIGURATION Deficiency Definitions No Observed Deficiency (NOD) - or - Level 1 Inspectable Area Inspectable Item Observed Deficiency (OD) Level 2 - or - Not Applicable (NA) Level 3 9

10 Dwelling Units Building Dwelling Units Living Room Ceiling Holes/Missing Tiles/Panels 10

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12 The Scoring Approach Assign a score to the overall property condition based on the data collected by the inspector Relative importance ( weights ) were assigned to each physical area, item, and deficiency in the inspection protocol HUD applies the weights to the inspection data to compute the score The score is based on a 100 point scale 12

13 Scoring Dynamics Inspection Areas Property Physical Condition Site Building Health & Safety Deductions Building Exterior Building Systems Dwelling Units Common Areas Whole Point Deductions From Final Score Wgt 15% 15% 20% 35% 15% 100% 13

14 No Two Properties Are Alike (For example, if there are no Common Areas on a property, the other inspection areas become more important) Inspection Areas Property Physical Condition Site Building Health & Safety Deductions Building Exterior Building Systems Dwelling Units Common Areas Whole Point Deductions From Final Score Wgt 15% 15% 20% 35% 15% 100% Wgt 18% 18% 23% 41% 0% 100% 14

15 As a Service Coordinator how can I help when preparing for a REAC inspection? 15

16 Educate Residents on the Inspection Process Remind residents of the purpose of the inspection. The inspector is there to ensure that their unit is Decent, Safe, Sanitary and in Good Repair and is not there to evaluate housekeeping. There will be a random sample of units to be inspected and there is a possibility that their unit may or may not be selected for inspection. The REAC inspector will be inspecting all rooms and will need access to test all windows and doors. Report all possible deficiencies are to management so they have an opportunity to make the necessary repairs prior to the inspection. 16

17 Unit Deficiencies Blocked Egress Blocked Access to an Electrical Panel

18 Unit Deficiencies (continued) Blocked Call-for-Aid Pull Cords

19 Unit Health & Safety Deficiencies Mildew on Tub Surround Evidence of Infestation

20 Report all potential deficiencies to Maintenance Plumbing Leaks Missing Outlet Covers

21 Outside the unit what other some of the other areas of the property that will be evaluated? 21

22 Site Site is defined as the area surrounding the building(s) of a property Example: Fencing and Gates, Grounds, Mailboxes/Project Signs. Only one site per property. Site may be inspected at any time during the inspection. 22

23 Site Deficiencies Trip Hazard Erosion Overgrown Vegetation Fence Damage

24 Building Exterior, Systems and Common Areas The inspector must record the physical condition of three areas for each sample building: Building Exterior - outside building surfaces (e.g., roofs, foundations, walls) Building Systems - civil systems that support the building (e.g., domestic water, HVAC) Common Areas - areas within each building that are usable by more than one resident or by the property administration. 24

25 Examples of Building Exterior Deficiencies Spalling on Foundation Missing Bricks Ponding on a Roof Missing Shingles

26 Examples of Building Systems Deficiencies Paint on Sprinkler Head Misaligned Chimney Inoperable Emergency Light Missing Cleanout Cover

27 Examples of Common Area Deficiencies Inoperable Fire Door Inoperable Exit Sign Dryer Vent Hose Disconnected Damaged Trash Cute Door

28 Things to Remember The inspection must be scheduled on a mutually agreeable date/time. Try not schedule the maintenance/service of any of the inspectable items the day of the inspection. If property staff or contractors have work in progress or have recently completed work that required the removal of panel covers exposing electrical wiring/connections, outlet/switch plate covers, etc. you will need to ensure that these items have been properly re-installed. Vacant units will be inspected on multifamily properties with an occupancy of 85% or lower (vacant units are never inspected in public housing properties). Carry a notepad and camera with you during the REAC inspection to document the various findings when appropriate. 28

29 Where can I download all this information and find additional guidance regarding the inspection process? 29

30 Physical Inspection Website Physical Inspection Website: sing/reac/products/prodpass 30

31 What type of information is available on the website? 31

32 Helpful Documents and Resources Guidelines for Technical Reviews and Database Adjustments Preparing for a REAC Inspection Compilation Bulletin Inspector Notices How to Inspect Electrical Devices Quality Assurance Questions of the Month YouTube Videos Much, much more 32

33 Inspecting Electrical Devices 33

34 Will the inspector look inside these devices if secured? Timers Disconnects Breaker Panels

35 What is the inspector looking for on my electrical device? Timers Disconnects Breaker Panels

36 Can I appeal a finding? 36

37 Technical Reviews You can appeal a physical score if you believe the inspection was not conducted in accordance with the Public and Indian Housing Real Estate Assessment Center (PIH-REAC) Uniform Physical Condition Standards (UPCS) inspection protocol or feel that certain inspection data may have been recorded in error that, if corrected, will result in an improvement in the property's overall score What qualifies for a Technical Review? - Building Data Errors - Unit Count Errors - Non-Existent Deficiency Errors What does NOT qualify for a Technical Review? - Disagreements over the severity of a defect - Deficiencies that were repaired or corrected 37

38 Database Adjustments You can request a database adjustment for the following reasons: What qualifies for a Database Adjustment? - Local conditions and exceptions - Ownership issues - Adverse conditions beyond the owner s control - Modernization work in progress What does NOT qualify for a Database Adjustment? - Deficiencies that were repaired or corrected - Deficiencies caused by residents - Items covered by the Technical Review process 38

39 Technical and Database Reviews For both technical reviews and data base adjustments remember to supply as much supporting documentation as possible. I.e. photos, deeds, certified letters of ownership, etc. Additional Information Guidelines for Requesting Technical Reviews and Database Adjustments YouTube Videos Database Adjustment Video: Technical Review Video: 39

40 For More Information

41 Any Questions? 41