Housing Quality Standards

1
Housing Quality Standards

• Understanding Failed Inspections

2
Mastering the Basics

• Documentation
• Understanding FAIL Items
• Procedure Updates

3
What is the Point of HQS?

• Decent, Safe Sanitary
• Health Safety Criteria -No negotiating-Fail
  items must be corrected verified
• Decency Suitability Criteria -May be tenant
  choice-May use Pass w/ comment to address
  concerns

4
Why Comply with HQS?

• Protect Families
• Standards ensure that Federal dollars are not
  spent on inadequate housing
• Standards also ensure an adequate supply of
  rental housing is available
• Failure to comply may result in monetary
  sanctions against SHHP

5
The Task of HQS Inspections

• Each unit must be inspected thoroughly
• A lease and HAP Contract may not be signed before
  a unit has passed inspection
• All determinations must be adequately documented
  and in the tenants file
• Documentation must include actual number of
  bedrooms, age of unit, quality of unit,
  amenities, location
• The information should support the determination
  of rent reasonableness

6
The HQS Checklist

• Long Form has detailed explanations
• Short Form for the experienced inspector
• Encourages consistency in evaluation and
  determination of pass/fail items from unit to
  unit
• Always complete the entire form, no items should
  be omitted

7
Make sure to fill out the booklet in its entirety
8
Inspection Types
9
Initial Inspection

• Either a New Admission or a Move
• Before tenant moves in (unless a new admission is
  renting in place)
• Occurs only when the unit is ready
• MUST PASS prior to the execution of a lease HAP
  Contract

10
If you lease voucher within 30 Days you receive
750
11
Annual Inspections

• Must be completed at least once every 365 days
• Is marked as a re-inspection on the HQS
  Checklist
• Does not have to coincide with Annual
  Recertification

12
Annual HQS Inspections6/1/07 3/1/08
13
Other Inspections

• Special - Results from a 3rd party such as HUD
  needing to view a unit
• Complaint Results from a complaint from any
  source regarding the units condition
• Emergency - Takes place when there is a perceived
  emergency, generally w/in 24 hours
• Quality Control Supervisory inspections of a
  number of units based on HUD regulations
• All are marked as Special inspections on the
  Checklist

14
Inspection Equipment

• Circuit Tester
• Flashlight
• Measuring Tape
• Clipboard
• Checklist forms
• Pocket Thermometer
• Pointer/dowel
• Screwdriver

• Spare standard face plates/outlet covers
• Spare 9 volt batteries
• A camera
• Sanitizing wipes/gel or surgical gloves
• Small towel or paper towels

15
General Requirements

• Rules Policy

16
Owner Responsibilities for HQS

• Defined in the HAP Contract, Lease Lease
  Addendum
• Must maintain the unit to Housing Quality
  Standards make repairs promptly
• Failure to maintain may result in abatement of
  the assistance payment or termination of the HAP
  Contract
• Not Responsible for Tenant caused breaches of HQS

17
Tenant Responsibilities for HQS

• Keep the unit in a safe sanitary condition
  during the term of the lease
• Advise the owner when repairs are needed
• Be responsible for tenant-caused damage
• Pay any utilities that the owner is not required
  to pay for per the lease
• Cooperate with SHHP your agency in
  accomplishing inspections

18
Tenant Caused Breaches of HQS

• Failure to pay utilities that are the familys
  responsibility per the lease
• Failure to provide/maintain appliances not
  supplied by the owner (Stove /or Refrigerator)
• Damage to the unit beyond normal wear tear
  caused by a household member or guest

19
Determinations of Pass/Fail the Checklist

• If one element fails, the entire unit fails
• Pass with Comment The checklist provides
  space to notate items of concern that are not
  serious enough to fail under HQS or that are
  items of tenant preference
• The checklist should also be used to comment on
  needed repairs or other conditions that affect
  value for rent reasonableness purposes

20
Inconclusive may be the answer

• If you cannot observe an element, such as a water
  heater under a house, you must mark it
  inconclusive
• Inconclusive is not a Pass, and must therefore be
  treated as a FAIL

• To resolve an inconclusive finding, the
  landlord must provide a certification from a
  knowledgeable professional that the item has been
  inspected is in good working order

21
Access

• You are not required to crawl under houses but
  you must check crawl spaces for obvious problems
• You will not usually need to go up on a roof, it
  may be marked unobserved
• However, evidence of problems must be investigated

22
203 Failed Inspections10/1/07 3/15/08
23
Days Until Unit Passed
19 going beyond the initial 30 days
24
Standards

• Assessing Failed Items

25
Determining Room Location

• Orient on the front door, as if standing outside
  looking at the front entrance of the unit
• Right/Left right, left or center of the unit
• Front/Rear back, front or center of unit
• Floor Level the floor the unit is located on
• These directions help in communicating which room
  contains deficiencies

26
Space Standards What Each Unit Must Have

• A living room
• Kitchen area
• Bathroom
• At least one sleeping or living/sleeping room for
  every two persons
• Location size of rooms are tenant preference

27
Electricity and Security
28
Is it a fail?

• If electric service is not on for a new
  admission, you may check inconclusive if the bill
  will be in the residents name but it is a fail
  if the landlord will be paying the bill

• Electricity must be turned on in order to test
  appliances, lights outlets
• No electricity at a annual inspection is a FAIL

29
Common Fail RatingsElectrical

• Broken or frayed wires
• Exposed or bare metal or copper wires
• Loose or improper wire connection to an outlet or
  improper splicing of wires
• Light fixtures hanging from electrical wire/cord
  w/ no other firm support

• Missing or cracked switch/outlet cover plates
• Exposed fuse box connector/connections or missing
  knock-outs
• Overloaded circuits electrocution fire hazard
• Overloaded circuits

30
(No Transcript)
31
Electrical HazardsContinued

• Rubber or plastic coated wire mounted on an
  exterior surface (wall or ceiling) in manner that
  may result in brakes, cuts or other damage
• Lamp cord used as a permanent part of the
  electrical system
• Non-working outlets

• Electrical cords that run under rugs or other
  floor coverings
• Improper connections, insulation or grounding of
  any part of the electrical system
• Wire laying in or located near standing water or
  too near where water might splash

32
Common Fail Ratings Security

• No locks on windows or doors accessible from
  outside
• Double-sided keyed deadbolt locks
• Dowel rods used in windows or sliding door
  threshold as lock/stopper

33
Fail Ratings for WindowsSevere Deterioration

• Missing or broken panes
• Dangerously loose, cracked panes
• Accessible windows that cannot be locked
• Windows without a tight seal, allowing serious
  drafts into the unit

34
Window Conditions that rate a Pass with Comment

• Minor cracks in a window pane where there is no
  cutting hazard
• Splintered sills
• Minor rotting of the window frame
• Missing putty that results in loose panes but
  there is no danger of the pane coming out

35
Tenant Preferences Inspection Tips

• Cracked panes of glass are a tenant preference
  unless they are a potential safety hazard or
  cause drafts
• Screens the tenant decides if the screens, or
  lack of, meet their needs

• Always be clear which window you are describing
• Become familiar with types of windows, some
  terminology how to make basic, minor repairs
  such as installing weather stripping replacing
  putty

36
Good documentation is a must to back up any
decision you make!
37
General Room Standards
Living Rooms Kitchens Bathrooms
Bedrooms
38
Common Fail RatingsLiving Room

• Inoperable electrical outlets
• Cracked face plates
• Short in wiring
• Doors/Windows accessible from outside do not lock
• Damaged carpet or tile causing tripping hazard

39
Common Fail RatingsKitchens

• Stoves
• Burners not operable
• Covered in grease
• Refrigerator
• Does not keep correct
• temperature
• Sink
• Inoperable garbage disposal
• Leak in plumbing

40
(No Transcript)
41
(No Transcript)
42
Hot Plates are not acceptable as sole cooking
appliance
43
Common Fail Ratings Bathrooms

• Toilets
• Lack of water supply
• Constantly runs
• Clogged or malfunctioning mechanisms in water
  tank
• Basins
• Not permanently attached to wall or floor
• Lack of cold and hot water
• Severe leaks or lack of gas trap
• Showers/Tubs
• Low water pressure
• Slow drain
• Damage to grout or seals
• Excessive Mold

44
(No Transcript)
45
(No Transcript)
46
Common Fail RatingsBedrooms

• Windows
• Do not open/painted shut (if only one)
• Do not lock and accessible from outside
• Walls Floors
• large holes
• Tripping hazards (carpet coming up, etc)
• Tack strip exposed presenting cutting hazard
• No smoke detectors

47
Common Fail RatingsOther Rooms Used for Living

• Basic electrical safety standards
• Inoperable outlets, no cover plates, etc
• Entrance halls
• Doors accessible from outside not secure
• Floors
• Tripping hazards

48
Potential Hazards Secondary Rooms

• Hazards may include
• Unstable stairs
• large holes in floors/walls/ceilings
• evidence of imminent structural collapse
• seriously deteriorated windows/doors, protruding
  nails
• Frequency of use e.g. basement stairs with no
  railing - how often is it really used?
• Control of access A room which can be closed
  off/locked would reduce risk to the resident

49
Heating and Plumbing

• HVAC Water heaters Plumbing Sewer

50
What is Adequate?

• Compare the size of the system to the area to be
  heated
• System must be capable of maintaining temp over
  period of time
• Portable space heaters are not adequate
• Heat is not required in secondary rooms

51
Common Fail RatingsHeating Equipment

• Potential for fire
• Escaping gases
• Fuel tank storage not raised off the floor
• Unprotected fuel lines
• Presence of combustibles around the furnace
• Inadequate source of clean air return
• Leaks in radiators
• Un-vented fuel space heaters (kerosene, oil, etc)

52
(No Transcript)
53
(No Transcript)
54
Common Fail RatingsWater Heaters

• Combustible materials are
• piled up around the heater
• Gas leaks
• Cracked or broken vent
• pipes and flues
• No temperature-pressure relief valve and
  discharge line

NO PRV drain pipe
55
Plumbing Sewer

• Water and Plumbing
• Unit must be connected to approvable public or
  private system
• For private (ie. Wells) discuss with owner
  whether the well has been tested in the past
• Sewer
• Unit must be connected to approvable public or
  private system
• For private (ie. Septics) discuss with owner to
  make sure it meets local code and health standards

56
Building Exterior

• Foundation Stairs/Rails Roofs/Gutters

57
Stairs, Porches Railings

• The condition and equipment of exterior stairs,
  porches, walkways, etc., must not present a
  danger of tripping or falling
• Stairs which lead to the unit but are not
  physically attached to the building are also
  included in HQS
• Porches 30 inches off ground require a railing
• General Rule
• If you have reached the 4th step and are still
  outside of the unit, there must be a railing

58
Common Fail Ratings forRoofs Gutters

• Damaged gutters which created excessive pooling
  of water on or around foundation
• Interior damage to ceilings or walls
• Serious buckling or sagging
• Large holes or defects which allow water or air
  to enter unit
• Missing/damaged shingles
• Missing flashing

59
General Health Safety

• Housekeeping
• Infestation
• Refuse Disposal
• Common Halls/Areas
• Interior Air Quality
• Neighborhood Conditions
• Smoke Detectors

60
Handling Housekeeping

• Always focus on the HQS Standards
• Evaluate housekeeping only if decent/safe/sanitary
  conditions are affected
• Housekeeping issues may be addressed 1 of 4
  ways-Trip Hazards-Fire Hazards-Health/Safety-
  Infestation

61
Infestation

• Serious Infestation determination should be
  made whether unit is free from rats or severe
  infestation by mice and vermin
• Note areas where inadequate barriers exits which
  could lead to infestation
• Tenant may decide whether minor problems such as
  occasional roaches or mice would effect their
  livability
• Bedbugs Verification that landlord sprayed for
  bedbugs will be sufficient to PASS unit

62
Debris/Refuse Disposal

• Heavy Accumulation large piles of trash, garbage
  and discarded furniture and debris
• Accumulation that cannot be picked up by an
  individual within one or two hours
• Adequate facilities
• Covered trash cans
• Dumpsters
• Garbage chutes

63
Fail Ratings for Neighborhood/Common Areas

• Other buildings on the property that appear
  dilapidated or un-kept and pose a hazard to the
  family
• Fire hazards
• Abnormal air pollution or smoke which persists
  throughout the year
• Proximity to open sewage

64
Smoke Detectors

• Each unit must have at least one battery-operated
  or hardwired smoke detector
• One per level of the unit including the basement
• Installed outside of each separate sleeping area
  in the immediate vicinity of the bedrooms

65
SD cont.

• In new construction there must be a smoke
  detector in each sleeping room
• Hardwired detectors must be on an un-switched
  portion of branch circuit or on a separate branch
  circuit
• Hearing impaired
• Must be placed in the bedroom
• Must have a visible signal

66
HQS Reporting Procedures

• Reporting Passes Fails

67
Annual/Special HQS ProceduresPasses

• Within 365 days of previous inspection
• Landlords are encouraged the attend
• SHHP sends 120 day notice of annual inspection to
  tenant, owner agency
• Inspection Appointment Letter
• Notification of completed inspection to SHHP w/in
  3 days

68
(No Transcript)
69
Annual/Special HQS ProceduresFails

• A Fail on an annual inspection is still an annual
  inspection must be reported to SHHP immediately
• No Entry/No Show count as annual HQS, and puts
  the unit in Fail status Tenant Fail
• Copy of Failed HQS Memo to tenant, owner SHHP
• SHHP sends Fail Letter to landlord, tenant and HC
  indicating failed items, timeframe allowed for
  repairs, and future abatement
• SHHP will pursue contract termination
• if fails are not resolved

70
When filling out fail items please indicate fail
not how to fix it
71
Emergency Fails

• Emergency 24 hour repair
• See SHHP Administrative Plan - No water, no
  electricity, inability to maintain adequate heat
  in winter, Natural Gas leaks, unusable toilet
  (when only one), more
• Notify SHHP immediately of the 24 hour fail.
• Copy of Failed HQS Memo to tenant, owner and SHHP
  

72
Abatement

• Abatement Suspension of HAP Assistance
• SHHP will begin HAP Abatement for all HQS fails
  that remain in fail status beyond the
  24hrs/30days
• Abatement begins the 1st of the month post
  24hr/30 days
• Re-instatement of HAP once fail is resolved
• If unit remains in fail status beyond the
  Abatement period, SHHP will send Termination of
  HAP letter
• SHHP cannot abate for tenant caused fails

73
Re-Inspection for Fails

• Two ways to verify Pass Status
• Physical re-inspection
• Landlord provides documentation/receipts that
  repairs were made.
• If landlord provides documentation, they must
  also submit Failed HQS Memo indicating time and
  status of repairs

74
(No Transcript)
75
HQS Caused HAP Termination

• HAP Contract termination effective 1st of the
  month following the Abatement period
• SHHP Termination of HAP letter sent to owner,
  tenant and RC
• Tenant given options based on term of HAP
• Remain in unit w/o assistance
• Re-lease once unit passes HQS
• Move

76
HQS Incentive

• All required inspections per reporting quarter
  must be complete to receive incentive for HQS
• ONE LATE NO INCENTIVE
• Tenants who are scheduled to move and Annual HQS
  is approaching
• If they are still in unit, you must do HQS
• If they have moved out of unit, and Annual
  Re-exam and Annual HQS are approaching, process
  an Annual Re-exam Searching.

77
Incentive at Work HQS Inspections
75 on time
98 on time
78
Q A