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Reac inspections explained!
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KNOCKING OUTREAC Presented by: Greg Nolan & Mark Pelton
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RECORDS OF FIGHTERS
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28 years in COOP property management Over 300 REAC inspections performed Regional Maintenance Supervisor REAC Inspector training Over 70 inspections in the 90’s Registered Cooperative Manager
IN THIS CORNER….
GREG ‘THE HAMMER’ NOLAN
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60 REAC inspections performed 8 years as a Regional Property Manager MAHC Trainer for 8 years Regional Property Manager Certified Apartment Property Supervisor (CAPS) 6 years as a Registered Cooperative Manager
MARK “JAW BREAKER” PELTON
AND IN THIS CORNER….
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How to schedule, prepare & conduct
Scoring
Deficiency Items
The report
How to appeal-instructions
What you will learn in this class?
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ROUND 1WHAT IS REAC?
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Acronym for
Real
Estate
Assessment
Center
ROUND 1: WHAT IS REAC? *HUD’s way of assessing Safe, Decent & affordable housing
What is the purpose of a REAC?
To give oversight on the physical condition of subsidized properties.
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Reverse auction-Mortgage Inspection Agreed upon day of inspection-who can
schedule-one person in the company
Period of Performance
Rescheduling Inspection/Delaying
Inspection
1. Site is undergoing Rehab-any type
2. Natural Disaster-Tornado/flood/fire
ROUND 1: HOW TO SCHEDULE?
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ROUND 2PREPARING FOR REAC
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When to Start◦After last REAC◦3 months before scheduled or anticipated REAC date.
ROUND 2:PREPARING FOR REAC
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Documents Needed
Property Map & Rent Roll Measurement of walkway by
square feet, parking lots & roadways by sq ft.
Notice of Inspection
Show Lead Based Paint Inspection Report & 5
member files showing LBP Disclosure form
Occupancy Rate 85% and above
ROUND 2: PREPARING FOR REAC
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Occupation Calculation
ROUND 2: PREPARING FOR REAC
# of Units: 87 # of Vacants: 13
74
Step 1: Subtract Number of Vacants from the number of units.
*74 is total number of OCCUPIED UNITS
Step 2: Divide # Occupied units by Total # of Units
74 ÷ 87 = 85.057471%
-
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Know your property Schedule unit inspections Inspect, Repair, Highlight Schedule exterior inspections Assess scope of work How many work orders
What work will be done by staff, contractors, or members. Cost of performing work: (concrete patching, drywall repairs) What was your last score? Have you completed unit inspections since the last REAC
inspection Did you fix items noted in last REAC inspection report?
ROUND 2: PREPARING FOR REAC
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ROUND 3REAC SCORES
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100-90 3 years89-80 2 years79-60 1 year59-31 Failing, not necessarily
referred to enforcement center30 & below Complete failure-automatically referred to enforcement
ROUND 3WHAT DOES THE SCORE MEAN?
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Why is enforcement action taken?When owners of HUD-assisted properties do not live
up to their responsibility to provide clean, safe and sanitary housing, the DEC steps in and takes action. Enforcement action may be taken against owners with physically substandard properties, those with financial audit findings, and those owners who fail to submit annual financial statements. The DEC may pursue civil money penalties or double damages where program violations have occurred.
ROUND 3ENFORCEMENT CENTER
* In more serious cases involving multifamily housing, the Department can abate owners’ federal subsidy payments and foreclose on properties.
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Level 1 Deficiency – Lowest amount of points Level 2 Deficiency – Higher amount of points Level 3 Deficiency – Even higher amount Exigent Health and Safety Deficiency - Highest
ROUND 3 DEFIECIENCY LEVELS
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ROUND 4CONDUCTING THE
INSPECTION
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Relationship with inspector 2 people to perform inspection with inspector Understand REAC Protocol Maintain good relationship with inspector Talk about common interest Diversion Tactics Have a copy of the compilation bulletin with you Ask inspector to show
you the definition of the deficiency Carry a maintenance package with you
ROUND 4 CONDUCTING THE INSPECTION
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Maintenance package◦ 1. Light bulb◦ 2. 9V batteries◦ 3. Screwdriver and pliers◦ 4. Switchplates and outlet covers◦ 5. breaker blanks◦ 6. paperclip
ROUND 4CONDUCTING THE INSPECTION
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ROUND 5SITE HITS
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If it’s there, it must function as it is designed to function. Fencing – Perimeter and building 3 to 4 Deficiencies Retaining walls Damaged or leaning
ROUND 5SITE HITS: LARGEST POINT VALUE
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Grounds◦ Overgrown/penetrating vegetation◦ Erosion/Rutting◦ Ponding Site Drainage
Parking lots◦ Cracks◦ Ponding◦ Potholes/loose material◦ Settlement heaving
ROUND 5SITE HITS: LARGEST POINT VALUE
245/17/2011
Play Areas◦ Damaged play area◦ Broken Equipment/Benches
Walkways /steps◦ Cracks/settlement/heaving◦ Spalling◦ Broken or missing handrail
4 or more steps Refuse disposal
◦ Damaged enclosure◦ Inadequate storage
ROUND 5: SITE HIT
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Graffitti◦ Level 1 – 1 place◦ Level 2 – 2 to 5 places◦ Level 3 – 6 or more
Litter – Excess Have a groundsman picking up
trash always in sight of the insp. Mailboxes/project signs.
◦ Sign damaged and cannot be read◦ Mailbox damaged or cannot
Lock
ROUND 5 SITE HITS: MARKET APPEAL
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ROUND 6EXTERIOR
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If it’s there, it must function as it is designed to function. Fire Escapes – Missing components
or blocked Foundation
◦ Cracks/gaps◦ Spalling/exposed rebar
Lighting◦ Bulb or fixture broken/missing
ROUND 6: EXTERIOR
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Roofs ◦ Shingles ◦ Vents◦ gutters ◦ soffitts
Walls◦ cracks/holes ◦ peeling paint◦ Caulking ◦ chimney
ROUND 6: EXTERIOR Windows
◦ Broken ◦ Sills◦ Bars◦ Paint & Screens
Doors◦ Hardware & frame◦ Surface & screen◦ Caulk
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ROUND 7SYSTEM HITS
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If it’s there, it must function as it is designed to function
Water
◦ Leaking spigots
◦ Misaligned flu
◦ Missing T&P valves
Fire Protection
◦ Sprinkler head
◦ Fire extinguisher
Disposable
Rechargeable
◦ Pull stations
HVAC System
◦ Fuel leaks
◦ Misaligned flu
ROUND 7: SYSTEM HITS
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Sanitary System◦ Broken pipes◦ Clean out covers
Elevators◦ Not operable
ROUND 7: SYSTEM HITS
Emergency power◦ Lights don’t work
Electrical system◦ Missing breakers ◦ Blocked◦ Frayed Wiring ◦ Cover missing
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ROUND 8UNITS
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If it’s there, it must function as it is designed to function.
Blocked Egress-doors & windows-Biggest Inside Hit Bathroom-faucets, tubs, drains, exhaust fans, toilets Doors
◦ Surface & Frame◦ Hardware
Floors◦ Carpet or tile ◦ % is bad
Kitchen ◦ Plumbing & Cabinets◦ Refrig. & Exhaust fan
ROUND 8: UNITS
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Windows◦ Hardware & Sill◦ Seal, lockability, broken glass
Stairs◦ Treads & Railing
Patio/porch/balcony Laundry area
◦ Dryer vent ◦ Washer pipes and drain
ROUND 8: UNITS
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ROUND 8: UNITS Lighting
◦ Must work – carry bulb Electrical
◦ Outlets◦ Covers◦ Switches
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ROUND 9Exigent Health &
Safety
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Electrical Hazards Emergency/Fire Exits Air Quality Flammable Materials-Gas
lines, propane, charcoal fluid Garbage Debris
ROUND 9: Exigent Health & Safety
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Hazards-Tripping, Sharp Edges Infestation Misaligned Flu in hot water heater or
furnace Will not enter a unit present with bed
bugs
ROUND 9: Exigent Health & Safety
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Smoke detectors that are inoperable or missing will be noted on the REAC report as a EH&S violation that has to be mitigated within 24 hours of inspection, but,
it is NOT a scoreable item.
ROUND 9: Exigent Health & Safety
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Cable trip hazards are non scoreable.
ROUND 9: Exigent Health & Safety
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ROUND 10COMMON AREAS
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Maintenance Garage Office Clubhouse or Community Room Exercise Room Pool & Playground
If an area has utilities it is inspectable
ROUND 10: Common Areas
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ROUND 11APPEALING A SCORE
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Technical Review-A technical review may be requested if during the inspection an objectively material error occurred that if corrected would result in an improvement of the properties overall score.
Building data errors Unit count errors Non existent deficiency errors Received within 30 days
ROUND 11: How to appeal a score
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A request for database adjustment initiates a review of the results of a physical inspection. A database adjustment may be requested for circumstances affecting the inspected property that are out of the ordinary, reflect an inconsistency with ownership or are allowed by city state code. Received with 45 days
ROUND 11: Database Adjustment
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ROUND 12REAC REFERENCES
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www.hud.gov/offices/reac Technical Assistance Center-1800-245-4860 DCD 2.3a Public Version User Guide Compilation Bulletin REAC Class in Washington, DC Questions/Comments
ROUND 12REAC References
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This presentation will be available on our website at:
www.ekirkpatrick.com