# Presentation: 234535

## ARE YOU READY FOR A SUPERVISORY VISIT???

## 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

## What will RD be Reviewing?

- Physical Condition & Maintenance of the property
- Compliance with occupancy requirements
- The property’s fiscal operation
- Civil Rights & Fair Housing Compliance

**Notes:**
We have provided you with a copy of the supervisory visit form that we use on these visits.  This gives a step and step of what RD will be looking at.  Like our internal reviews, we let you know the questions in advance.  Keep this available and review it periodically and especially before a RD visit.

## PREPARING FOR THE 

**PHYSICAL REVIEW**

## 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

**Notes:**
Also fences and retaining walls, are they free of trash and weeds?

Are bushes blocking the sign or  the windows?

## 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.

## 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

## Remember.....

- You don’t 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..........

**Notes:**
RD will be taking lots of pictures – make your property look good.

## NICE!!

## OOPS!!

## OOPS!!

## OOPS!!

## OOPS!!

## OOPS!!

## Let’s 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???

## Let’s 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

**Notes:**
What shape are the window screens in – torn, lots of holes?

## Let’s 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.

## Let’s 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.

## Let’s 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.

## Are your Tenants Happy??

## Preparing for the Fiscal Review

## 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

## 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?

## PREPARING FOR THE OCCUPANCY REVIEW

## 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

## 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?

## 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

## 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?)

## 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

## 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

## 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

## 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

## 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.

## 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.

**Notes:**
Again, we have provided you with a copy of this form 3560-11.  Keep it for a reference.

## 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)

## Protected Classes

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

##  Preparing for Compliance Review

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

## 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

## Waiting Lists

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

## Race

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

## Ethnicity

- Hispanic or Latino
- Not Hispanic or Latino

## Gender

- Male
- Female

## 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

## 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

## 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

## 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

## QUESTIONS

- ?