Inspection Procedures for Non-Profit Housing Corporations in Ohio

1. Inspection Procedures for Non-Profit Housing Corporations in Ohio July 8, 2011

2. 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.

3. Goals for Today • Review legal requirements concerning property inspections. • Review DHN recommendations regarding inspections. • Discuss procedures used by various housing corporations.

4. 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

5. Requirements

6. 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

7. 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)

8. DHN Recommendations Housing Corporation Self-Assessment Tool

9. 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.

10. 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.

11. 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

12. Inspection Procedures

13. Who Performs the Inspection? • Housing corporation management and maintenance personnel • Certified housing inspector (paid) • Firemen • HUD inspections done by HUD staff

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. Capital Replacement • Response time: As Provided in Capital Replacement Plan/Budget • No inconvenience/Cosmetic • Capital replacement (painting, flooring, driveways) • Personal requests of tenants

21. Record Keeping • Paper maintenance logs • Excel Spreadsheet • Quickbooks or other commercially-available software • Proprietary software (YARDI, etc.)

22. 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

23. Cathy Allen, Technical Assistance Consultant Disability Housing Network 419-732-1770 * 419-260-3949 cathyallen@disabilityhousingnetwork.org www.disabilityhousingnetwork.org

24. Questions and Answers