CMHA
HOUSING CHOICE
VOUCHER PROGRAM
INSPECTIONS WORKSHOP
July 18, 2014

CMHA Inspection Checklist
• Where to find it
• http://www.cmha.net/hcvp/hqsinspectionchecklist
• Follow the link to the HQS Inspection Checklist
• This is a mandatory HUD form

Program Violations
• IDENTIFYING THE VIOLATIONS
• TIMELINE OF EVENTS
• RESULTS
• MAKING THE REPAIRS

Emergency Violations List
• A smoke detector that is missing, not working or not loud enough.
• Kitchen range burners that do not ignite when the control knobs are turned to the “light” position without the use of an outside fire source.
• A hazardous gas hook-up for a kitchen range, as evidenced by a strong gas smell.
• No water

Emergency Violations List cont…
• No electricity
• Sewer back-up
• No Heat (during the period from October 15th to April
15th)
• Gas leak
• Unit not secure, including unlockable windows at a height within six feet of ground level and/or unit entry doors with missing or broken locks.
• Anything deemed life-threatening

Emergency Violations
Timeline
Day 1
• HCVP receives notification and contacts the landlord and tenant, landlord will receive notice of violations and an HCVP inspector will return the next day. If the next day is a weekend both parties will be contacted by phone and a physical inspection will be conducted the next business day.
Day 2
• If violations are not corrected, the HAP will be abated, owner will have 14 days to make repairs. If repairs are completed before the re-inspection date, landlords should send a self-certification through the Landlord Portal, by selecting the Inspection
Department’s email box.
(Remember: After abatement landlords will only receive money from the date the unit came into compliance)

Emergency Violations Timeline cont…
Final Re-Inspection
• HCVP Inspector will conduct final re-inspection 14 days after the 2 nd failed inspection. If the unit does not pass, the contract will be cancelled. If the landlord is the responsible party, they may be listed on the ineligible vendors list.

Emergency Violations continued…
If the items are deemed tenant responsibility and repairs are not corrected by the next day, the tenant will be proposed for termination with the possibility of permanently losing their subsidy.

HQS Acceptability Requirements
• Units with windows that are designed to be open must be operable and must have screens and storms on all exterior windows of the unit, unless the unit is located in a building that has a total HVAC system and does not require windows that can be opened for fresh air.

HQS Acceptability Req. cont…
• If a clothes dryer is present in a dwelling unit, the dryer must be vented to the outside of the unit.
• The dwelling unit must have storm doors on exterior entrance doors to the unit. Exceptions may be made for multi-family units and historical preservation.

HQS Acceptability Req. cont…
• Sanitary/Lavatory facilities must be in a separate, private room; must have a
 Toilet and a fixed wash basin, both in working condition
 A shower or tub and cold and hot running water
 Utilize a public or private disposal system
 Means of ventilation
 Located such that access does not have to be solely through a bedroom.

HQS Acceptability Req. cont…
• Exterior doors must be lockable with a turn style deadbolt on the inside.
• Dwelling units must have working downspouts, and working gutters if present.
• NO defective paint, i.e. chipping, peeling, damaged paint regardless if a child under 6yrs old is present in the home or not.

Inspecting Garages
Single Family Units:
The interior and exterior condition of a stand-alone garage will be inspected, regardless of whether the tenant has access into the garage.

Inspecting Garages cont.
Multifamily Units:
• Inspection of the garage interior will take place when the tenant has access only. We would verify this with the property owner or participant. If they have access and it’s just one large garage we inspect the entire interior area. When each tenant has their own individual garage we only inspect the one that the tenant uses.
• For high rises with a parking garage inspect the path the tenant takes as well as the area that is assigned for the vehicle. Look for any potential hazards that may threaten the health and safety of the tenant, for example: exposed wires or any electrical hazard, tripping hazards, cutting hazards, door systems are working properly, walls and ceiling not in danger of collapsing, etc.

Initial Inspections: Timeline
On behalf of CMHA, Metro Inspection LLC will be scheduling and conducting ANNUAL Housing Quality Standard (HQS) inspections for properties currently under contract.
This will also include:
• Emergencies
• Quality control inspections
• All annual inspections for CMHA-owned properties

Annual Inspections: Timeline
1 st Inspection
• Inspector will direct landlord to the Landlord Portal for results.
The landlord will be given 30 days to correct violations.
2 nd Inspection , 30 Days after 1 st inspection
• If all violations are not corrected , HAP will be abated on the 1 st day of the following month.
3 rd Inspection , 30 Days after 2 nd inspection
• Final inspection, if all violations are not corrected, the HAP contract will be cancelled at the end of the month.

The 3 R’s
REPAIR
REPLACE
REMOVE

LEAD LAW: Citation

Lead Law, continued…
 Owner has 10 days from initial move-in inspection or 29 days from an annual inspection to provide proper documentation.
 Meeting lead-based paint requirements is located at www.cmha.net/hcvp/docs/MeetingLeadBasedPaintRequirements.pdf
 All other inspections violations must be corrected during this time period.

Lead Law, continued…
EPA
Certification
PASSED LEAD
CLEARANCE TEST
LEAD SAFE WORK
PRACTICE
Pre-Renovation
COMPLIANCE
Documentation must be emailed to or hand delivered to the
HCVP office at 8120 Kinsman Rd, Resource
Room #107

Weather Deferral
Annual Inspection: Initial/Movers Inspection:
Weather deferrals are
ACCEPTED through HCVP or the City. All items must be corrected during the extended time given and the unit must pass the inspection or the unit goes into abatement at the 1 st weather deferred inspection.
Even if the City provides a landlord with a weather deferral, HCVP cannot go under contract until all items are corrected.

Building Quality Rating
 Excellent Rating:
 If building was constructed NEW 2009 or later

Building Quality Rating continued…
 Above Average Rating:
 If the building was constructed new 2005-2009 OR if the building was substantially rehabbed 2009-2013.
 With at least a comprehensive kitchen and bathroom renovation (cabinets, wiring, floors, and appliances).
 Inspectors must have a copy of all pertinent work receipts and permits to justify qualifications for the unit condition.

Building Quality Rating continued…
• Work receipts and permits must be shown at the time of the inspection.
• Credit will not be given without the APPROVAL of the
Inspections Manager.
• Once approved, the unit’s Quality Rating can be increased.
• For the Building Quality Rating criteria, please visit www.cmha.net/hcvp/docs/BuildingQualityRatingProcedure.pdf.

Resolving Municipal Requirements
Contact the building department in the municipality your unit is in, to receive information on all paperwork, fees, and inspections that the city may require for a unit to qualify as a rental property.
Remember: If your unit is not in compliance with the City, the unit is not in compliance with the
CMHA HCVP.

City Extensions and Deferrals
• Always communicate and provide proper documentation when given an extension or deferral for weather or major repairs.
• The paperwork should always be mailed to HCVP; email via the Landlord Portal by selecting the Inspection Department email box.

Extensions for Re-Inspections
• All extension requests should be sent through the
Landlord Portal, www.cmha.net/llportal, if assistance is needed, call 216-431-1471.
• Request must be made 5 days prior to the re-inspection date.

Resource Room



Landlord Portal
• Change owner’s personal information
• View all inspection results within 48hrs
• Obtain detailed list and photos of failed items
• View all HAP payments
• View changes to the tenant’s rent portion

Landlord Portal continued
• Link to ALL publications, forms, and newsletters
• Submit inquiries
• Submit extension request
• Sign up for Email Blast and text message notifications