Preparing For A REAC Inspection
Presented by:Patrick OrtizLead Housing Programs AnalystNew Mexico Mortgage Finance Authorityportiz@housingnm.org(505) 767-2263
To provide helpful inspection preparation information that a property can use to effectively prepare for a REAC inspection using its own staffAnswer any questions you may have regarding REAC inspectionsProvide new guidance from HUD and protocol clarificationsItems to have ready to expedite inspection
Prior to the REAC inspection date the property should conduct a complete (100%) inspection of the property and should include the 5 inspectable areas:SiteBuilding ExteriorCommon AreasBuilding SystemsUnits
The inspection can be completed using software or manually on paper. HUD does provide an inspection software on their REAC website.When conducting the inspection keep in mind that if an inspectable item exists it must function as designed by the manufacturer.The REAC inspection is a hands-on inspection. Whether the staff or a contractor conducts the inspection, they must physically test the function of the item.
Site is the area surrounding the building(s) of a property. It can be inspected at any time during the inspection.Fencing and GatesGroundsMailboxes/Project SignsMarket AppealParking Lots/Driveways/RoadsPlay Areas and EquipmentRefuse DisposalRetaining wallsStorm DrainageWalkways/Steps
Building exterior area encompasses all of the outside surfaces of a building.Accessible Entrances based on the Fair Housing and Equal Opportunity (FHEO) StandardsDoorsFire EscapesFoundationsLightingRoofsWallsWindows
A building system is any system that services more than one area of a building.Domestic WaterElectrical SystemElevatorsEmergency PowerExhaust SystemFire ProtectionHVACSanitary System
The common areas are areas within each building that are used by more than one resident or by the property administration.Basement/Garage/CarportCloset/utility/MechanicalCommunity RoomHalls/Corridors/StairsKitchenLaundry roomStorageTrash collection areaLobbyOfficePatio/Porch/BalconyPools and Related structuresRestrooms
A dwelling unit is the individual unit in which a resident lives. This can be anything from an efficiency apartment to a single family home.Bathroom itemsCall-for-aidCeilingsDoorsElectrical systemFloorsHVAC systemKitchen itemsLighting
DWELLING UNITS CONTINUED
Outlets/switchesSmoke detectorsStairsWallsWater heaterWindowsDryer vents
HEALTH & SAFETY HAZARDS
A Health and Safety Hazard is a specific deficiency that creates a danger to the health and safety of the residents or property staff. A Health and Safety Hazard can be found in any of the 5 inspectable areas and items include:Air Quality (Mold/Mildew)Electrical HazardsElevatorEmergency and Fire ExitsFlammable MaterialsGarbage and DebrisHazardsInfestationsExpired Fire ExtinguishersSmoke detectors, inoperative or missingMissing or misaligned chimney
INFORMATION TO HAVE DAY OF INSPECTION
Certificates (if applicable): Fire alarm, Building Sprinkler System, Elevator and Lead Based Paint Report and Disclosure if the property has a building built prior to 1978.Area Measures: Parking Lots/Driveways/Roads (square footage) and Walkways/Steps (square footage)Rent Roll: Should be current for the day of inspection and must contain all occupied units, vacant units and non-revenue units.Site map: This enables the inspector to navigate the property in a more efficient manner.
POINTS TO REMEMBER
You should not schedule the maintenance or service of any of the inspectable items the day of the inspection.If staff or contractors have work in progress or have recently completed work that required removal of panel covers exposing electrical wiring/connections, outlet/switch plate covers, etc. you will need to make sure these items have been properly installed.Carry a notepad and camera with you during the inspection to document the various findings.The staff is required to provide the inspector access to all inspectable areas within the sample units and building common areas.
ITEMS ALLOWED TO DO DURING INSPECTION
In a unit or common area you may install a light bulb to demonstrate that a fixture functions properly, if so, it is not a defect.If a pilot is out on two or more burners, you may light the pilot and test the burners. If they both function, a level 1 deficiency is recorded in lieu of a level 3.If the exhaust fan in the bathroom has been unplugged you may plug the exhaust fan in and if it functions properly there is no deficiency recorded.
Compilation Bulletinhttp://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/products/pass/pass_bulletinTop 25 deficiencies listsInspector Notices and User Guideshttp://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/products/pass/pass_docHUD websitewww.hud.gov