ARE YOU READY FOR A SUPERVISORY VISIT

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ARE YOU READY FOR A SUPERVISORY VISIT???
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How to Prepare for a Supervisory Visit???

• RD will notify the Owner/Management at least 2
  weeks prior to visit
• Owner/Management notifies Site Manager of the
  upcoming visit
• Owner/Management must notify all residents of
  upcoming visit

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What will RD be Reviewing?

• Physical Condition Maintenance of the property
• Compliance with occupancy requirements
• The propertys fiscal operation
• Civil Rights Fair Housing Compliance

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PREPARING FOR THE PHYSICAL REVIEW
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Top 11 Tips for maintaining Good Physical
Appearance

• Make sure all trash is picked up
• Clean Laundry Room, Breezeways, and other Common
  Areas
• Clean Exterior Doors Siding
• Do touch up painting if needed
• Prune Trees and Trim Shrubs

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Top 11Tips for maintaining a Good Exterior
Appearance

• Fix the Splashblocks damaged Downspouts
• Check exterior lighting and make repairs if
  needed
• Fill holes and low areas around foundations
• Clean out store rooms
• Be sure mowing is done and trimmings are swept
  up.
• Repair/Replace Damaged Window Screens, Shutters,
  etc.

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Other Physical Items to maintain

• For family complexes, is the playground area
  clean and in working condition
• If railings, decks or porches have loose boards,
  fasten them down
• Are gutters cleaned out and securely fastened
• Be sure caulking around tub, stool, etc. is
  adequate

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Remember..

• You dont have time to make major repairs such as
  roof replacement, concrete work, etc., but it is
  the little things that count and a picture is
  worth a thousand words.

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NICE!!
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OOPS!!
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OOPS!!
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OOPS!!
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OOPS!!
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OOPS!!
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Lets Look at the Some Units..

• RD is required to look at 20 of units or at
  least 6 units and we will look to see how often
  you are inspecting your units
• Review your Management Plan to verify how often
  the units are required to be inspected by you.
• Review your Management Plan to verify how often
  the units are to be exterminated.
• Are you managing the property in accordance with
  your Management Plan???

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Lets Look at Some Units.

• RD will inspect the vacant units to be sure they
  are rent ready.
• RD will randomly select other units to inspect
• Have all keys available
• RD will randomly interview tenants to hear their
  kudos and/or concerns
• Some key items RD will check
• Check that Smoke Detectors are working properly
• Check cleanliness of units

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Lets Look at Some Units (cont.)

• Are there any security issues (windows not
  working, insufficient locks, etc.)
• Have Air Filters been replaced on a regular
  schedule?
• Fogged and cracked/broken windows
• HVAC Cooling/Heating System operating properly.

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Lets Look at Some Units

• Be aware and responsive to your tenants needs and
  concerns
• Do they have any maintenance issues?
• Are they familiar with their Lease Agreement?
• Do they know who to contact if they need
  something fixed?
• Remind them that you are there for them if they
  should need something.

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Lets Look at Some Units (cont.)

• If you complete a physical inspection of their
  unit, keep a written report of your findings in
  their tenant file.
• Keep a maintenance file on each unit that
  identifies those repairs/maintenance activities
  that have been conducted on the unit.

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Are your Tenants Happy??
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Preparing for the Fiscal Review
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What Accounting Records will RD review???

• Rent Collection Practices (have accounting
  records and receipt books available for review)
• Accounts Receivables Payables
• Need to have current general ledger and balance
  sheets
• Status of Financial Accounts including
• Reserve Account
• Security Deposit
• Tax Insurance Account
• Operating Maintenance Account

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Accounting Records (continued)

• Have available current bank statements
• Do you have a Long-Term Capital Plan?
• RD will review reserve authorizations and compare
  it to or with the actual work completed at the
  site.
• Be knowledgeable of security deposit requirements
  and have records available
• Do you have a current copy of the approved
  budget?

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PREPARING FOR THE OCCUPANCY REVIEW
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Tenant File Reviews

• Be sure all files and information are on site,
  filed and easy to find
• Minimum of 6 tenant files will be reviewed
• Have file documentation for the 3 most recent
  evictions or terminations of tenancy
• Have any documentation for tenant grievances or
  appeals
• Have any rejected applications available

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TENANT FILES WHAT ARE WE LOOKING AT

• Is there an application in the file?
• Proper verification of income must be third
  party, not just copy of check or pay stub
• Is a properly executed lease in the tenant file?
• Have assets been properly certified and
  calculated
• Compare rents showing on the Tenant Certification
  to those on the Project Worksheet and the lease
  do they agree?

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TENANT FILES WHAT ARE WE LOOKING AT

• Are medical deductions properly verified
• Is the Tenant Certification properly completed,
  dated and signed
• Is there a move-in inspection in the file
• Is there unit inspections in the file based on
  the management plan

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TENANT FILES WHAT ARE WE LOOKING AT

• Is there a list in the file of unit repairs and
  maintenance records completed
• If tenant has lived in the property for more than
  3 years, records must be maintained for at least
  3 years (Are recertification notices in the file
  and have they been sent 75-90 days prior to the
  termination of the current Tenant Certification?)

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WORK ORDERS

• Have available for review
• Work order should include detailed information,
  i.e. the problem, date reported, unit number and
  name, when it was fixed, etc.
• Serves as a tracking log

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WAITING LISTS

• A sample of rejected, withdrawn applications will
  be reviewed for proper documentation
• Occupancy requirement are more or less people
  living in a unit than management plan calls for
  if so must move to appropriate unit if one is
  available

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WAITING LISTS

• All applicants must be placed on waiting list
• Document final action taken on each application
• Date and time a complete application will be
  recorded on the waiting list
• If application incomplete, must notify in writing
  within 10 days of what is still needed
• Race and ethnicity codes must be shown

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WAITING LISTS

• Categorize complete applications into 1 of 3
  very low income applicants, low income applicants
  and moderate income applicants
• 10 calendar days of receipt of complete
  application, notification to borrower of
  eligibility/rejection

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MISCELLANEOUS

• Have your site management hours posted with
  emergency numbers
• Are all required posters/documents posted and
  visible
• Transition Plan would be good idea to have a
  copy of this plan and review ahead of time to see
  what is completed, what is not, what is past due,
  etc. This will be reviewed by RD at the visit.

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ANNUAL PHYSICAL INSPECTIONS

• Grounds
• Common Areas
• 5 occupied units (minimum of 2)
• ALL vacant units
• Prepare the same way as for the physical part of
  a supervisory review.

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Compliance Review

• To ensure recipients of loans grants are
  complying with Federal Civil Rights Laws
• Equal Credit Opportunity Act (ECOA)
• Title VI of the Civil Rights Act of 1964
• Title VIII of the Civil Rights Act of 1968 (as
  amended of the Fair Housing Act)
• Section 504 of the Rehabilitation Act of 1973
• Age Discrimination Act of 1975
• Title IX of the Education Amendments of 1972
• Americans with Disabilities Act (ADA)

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Protected Classes

• Race
• Color
• Religion
• Sex
• Familial Status covers pregnant women
• National Origin Ethnicity
• Disability

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Preparing for Compliance Review

• Data/Information Collection Requirements
• Data to be kept by race, gender, ethnicity
• Applications
• Waiting Lists

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Application Collection Requirements

• Applications Received
• Applications Approved
• Applications Withdrawn
• Applications Rejected
• Applications on Hand
• Applications pending on which no action has taken
  place
• Since Last Compliance Review

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Waiting Lists

• Waiting List should be maintained by
• Race
• Ethnicity
• Gender
• Use Tenant Cert Codes

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Race

• White
• Black or African American
• American Indian or Alaskan Native
• Asian
• Native Hawaiian or Other Pacific Islander

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Ethnicity

• Hispanic or Latino
• Not Hispanic or Latino

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Gender

• Male
• Female

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Outreach Marketing Efforts

• Affirmative Fair Housing Marketing Plan (AFHMP)
• Community Contacts copies of letters and other
  methods used to reach minority populations and
  those less likely to apply for housing
• Copies of Newspaper Ads
• Nondiscrimination Statement Fair Housing Slogan,
  Logotype, or Statement Equal Opportunity
  Statement
• Leaflets and/or Brochures
• Project Sign
• Radio/TV
• Internet

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Items Required to be Posted in Accessible,
Conspicuous Location

• And Justice for All Poster
• HUD Fair Housing Poster
• Affirmative Fair Housing Marketing Plan
• How to Apply for Housing (location/time/contact
  info)
• Operating Rules Regulations (including Pet
  Rules)
• Tenant Grievance Procedure
• Office Hours
• Emergency Contact Information

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Accessibility Data

• Self-Evaluation copy must be available for
  public inspection
• Transition Plan (if needed) copy must be
  available for public inspection
• Transition Plan Improvements completed since
  prior review
• Management Plan
• Lease Agreement
• Identify Units with special design features
• Identify reserve parking spaces for disabled
• TDD or Relay Service Section 8/515 projects are
  required by HUD to use a TDD device
• Policy for responding to reasonable accommodation
  requests

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Exit Conference

• An Exit Conference will be conducted with
  Owner/Borrower to address findings, cause of
  findings, and possible resolutions.
• Advise of any Health Safety Issues, which must
  be corrected within 10 days.
• Written report to owner will follow

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QUESTIONS

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