STARK METROPOLITAN HOUSING AUTHORITY

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HOUSING QUALITY STANDARDS (HQS)

This Standard is not meant to take the place of the HUD HQS, but to provide a higher standard in areas where local housing acceptability standards exceed the federal standard. This Standard has been carefully prepared so as not to unnecessarily restrict the housing available for lease under the Section 8 program in SMHA's jurisdiction. All HUD minimum HQS requirements will be adhered to, except where Stark Metropolitan Housing Authority has adopted a higher standard as approved by HUD and contained herein.

This standard is written to address only those areas and items which exceed HUD minimums and not to serve as a complete standard. This SOP must be used along with the HUD HQS.

INITIAL INSPECTION
1. Unit inspections will be completed prior to approval of a lease or execution of a Housing Assistance Payment (HAP) Contract.
2. All units must have current liability insurance. Owners will be required to provide proof annually.
3. All units must comply with the Standard herein unless a variation is approved by the Section 8 Director.
4. Initial inspections for Voucher holders, to the greatest extent possible, will be completed no more than five (5) working days after the submission of a Request for Assisted Tenancy. Where possible, any necessary re-inspection should be scheduled on the date the owner indicates the unit will be ready.
5. All inspection determinations will be documented and kept in SMHA inspection files. This documentation will include:
  1. A completed copy of the inspection form. The inspection form MUST be completed with enough documentation and comments as to the current condition of the unit for use in event of a future claim by the owner.
  2. A rent reasonableness form with information relating to the unit's age, quality, amenities, location, requested rent, and utilities paid by the owner and the resident. (Appendix 2)
  3. A rent comparability form, listing units as comparable.
  4. A picture of the unit.
ANNUAL INSPECTIONS
Stark Metropolitan Housing Authority will inspect each unit at least once annually to determine if the owner is maintaining the unit in a decent, safe, and sanitary condition in accordance with this procedure.
1. Annual inspections will coincide with the anniversary date of the HAP Contract in the Certificate and Voucher programs and with the resident's initial lease date in the Mod Rehab Program.
2. Scheduling for inspections will be done in writing by the Section 8 clerk in accordance with the monthly re-exam schedules. Scheduling will be done ninety (90) days prior to the lease anniversary date to allow residents enough time to give a thirty (30) day notice and locate another unit, if the landlord is unwilling to make necessary repairs. (See Appendix 3)
3. SMHA's HUD approved inspection checklist will be used for initial and annual inspections to document unit condition and needed repairs. (See Appendix 4)
4. Any unit improvements and general upkeep must be noted and used in determination of annual increase eligibility. Units will not be given annual increases automatically.
5. If the owner has requested a rent increase, a rent comparability must be completed to determine whether the increase is approvable.
6. When an inspection has been scheduled and neither the resident or the owner is there, the inspector will place a door tag on the front door instructing the resident or landlord to contact the office.
FAILED UNITS
Any units containing HQS violations as specified herein, or as specified by HUD HQS, will fail.

At initial lease-up, all deficiencies must be corrected before a Housing Assistance Payment Contract is executed. In the case of a unit already on the program, all deficiencies must be corrected within the prescribed time in accordance with the Inspection Procedure. (See Appendix 5)

Extensions may be given in the following cases:
1. Poor weather conditions which prevent exterior work. This must be done in writing, giving a specified date for completion. (See Appendix 6)
2. A two (2) week extension, for good reason, may be given with approval of the Section 8 Supervisor or Section 8 Director IF the landlord requests the extension before the prescribed completion date. This extension must also be in the form of a written agreement. A good reason may include, but is not limited to such things as:
  1. A part on order.
  2. Once the work was started, it became more involved than anticipated due to unforeseen problems.
  3. Resident or landlord illness.
3. A thirty (30) day extension could be given for extenuating circumstances such as serious illness, death, etc. This type of extension MUST be approved, in a written agreement, by the Section 8 Supervisor or Director.
  
  Extensions may NOT be given on deficiencies which may affect the health or safety of the resident.
  
  All landlords will be given equal consideration for extension.
SPECIAL INSPECTIONS
Special inspections should be done by SMHA upon receipt of a complaint from participating families, owners, or other sources which concern lack of maintenance and services.
RE-INSPECTIONS
SMHA will re-inspect every failed unit to ensure all deficiencies have been properly corrected prior to initial HAP contract execution, and annually if Housing Assistance Payments are to continue.
ABATEMENTS
If repairs are incomplete upon re-inspection, and an extension has not been granted in accordance with Section III of this policy, SMHA must abate housing assistance payments until all deficiencies are corrected. If the owner chooses not to make the necessary repairs, the HAP contract must be terminated. If a unit has been abated for 30 days and repairs are not complete, contract termination will commence. If an abatement is processed for the sole purpose of failure to submit proof of liability insurance coverage or city code compliance and the requirement to submit is met within 30 days after the reinspection date, the abatement will be waived providing all HQS repairs were completed within the prescribed time.
TENANT PREFERENCES
Tenant preferences are areas where the tenant may determine the desirability or acceptability of a particular unit characteristic which is not covered by this Standard or HUD HQS.
EQUIPMENT
SMHA Inspectors must have the following equipment when doing an inspection:
1. thermometer
2. circuit tester
3. flashlight
4. camera
5. measuring tape (optional)
6. clipboard
7. ample supply of checklist forms
8. door tags

PROCEDURE

DOORS AND WINDOWS
All doors and at least one (1) window per room must be operable. Operable windows must be in good working condition in accordance with the use for which it was intended.
Inoperable and stationary windows must be permanently sealed and free from hazard and air infiltration.
1. OPERABLE WINDOWS
  1. Must open freely.
  2. Must stay open by use of weighted pipes, an approvable track, or properly installed metal clips.
  3. Must be free from broken or seriously cracked panes (in danger of falling out).
  4. Must be free of rotted wood which affects the integrity of the window.
  5. Must be free of excessive air infiltration.
  6. Must securely lock if first floor window. Second floor windows and above do not require locks unless easily accessible from outside porch roof, TV antenna, etc.
  7. Basements that do not have at least one operable window for ventilation or fire egress, will pass as long as the basement does not include a room used for sleeping.
  8. Window panes must be securely affixed and sealed in the sash with putty or glazing material.
2. DOORS
  1. Doors which access an exterior second floor porch which is unsafe, must be sealed.
  2. Exterior doors must be reasonably weather tight, and must open and close freely.
  3. Bathrooms must have a door.
  4. Each bedroom must have a separate entrance with a closeable door.
  5. All interior doors must operate properly and be free of hazard.
  6. Any exterior doors, including door to individual unit in multi-unit buildings, must have a single cylinder lock.
WALLS AND CEILINGS
1. Walls and ceilings must be free from holes which exceed a half inch (1/2") in diameter.
2. Walls at tub or shower area must be properly waterproofed.
FLOORS AND FLOOR COVERINGS
1. All uncovered wood floors, of a soft wood construction must be covered if there is evidence of splintering wood or unsanitary conditions.
2. Carpets or other floor coverings which are unsanitary, or present a trip hazard will fail. (Unsanitary carpet includes carpet that has collected excessive food spills, pet waste, dirt, etc.).
STAIRS, PORCHES, RAILS AND SIDEWALKS
1. All stairs or steps consisting of three (3) or more risers shall have a handrail.
2. Step risers must be of uniform height and must be no higher than eight (8) inches each.
3. Stair treads must be of uniform length and width and free from loose, missing, or seriously deteriorated boards.
4. All stair tread covers must be secure at all areas to prevent trip hazards.
5. Exterior walks, stairs, and porches must be free of deteriorated surfaces, such as missing boards or cement.
6. All accessible exterior porches which are higher than thirty (30) inches off the ground, must be enclosed by a railing and posts.
HEATING
1. All heating equipment must be adequate to provide heat to seventy (70) degrees Fahrenheit for families, and seventy-four (74) degrees Fahrenheit for elderly.
2. Each room must have an approvable direct heat source.
3. Electric semi-portable baseboard heaters are acceptable if secured to wall.
4. Units with steam heat may be accepted where there is not a heat source in each room, if the location of the radiator is such that it provides adequate indirect heat to all rooms served. Adequate heat is seventy (70) degrees Fahrenheit, or that which is comfortably warm by the current resident.
5. Heating Equipment
1. Gas fired, forced warm air, and gravity furnace.
  1. Gas line must have a shut off valve, dirt leg, and be free of leaks.
  2. Filters must be changed at least yearly.
  3. Flue pipes must be vented properly and sealed at chimney.
  4. Room registers that have an open/close flue, must operate properly or be locked in the open position.
2. Boilers
  1. See above for gas fuel boiler, gas line, and flue pipes.
3. Electric Baseboard
  1. Must have a cover and be in good working condition.
4. Kerosene, Gas, or Oil Space Heaters
  1. Residents using unvented fuel burning space heaters must remove the heater and the inspector must question the adequacy of the central heating system.
  2. The unit shall fail until such heaters are removed.
ELECTRIITY
A minimum of sixty (60) AMP service will be required for all units under the Section 8 programs.
1. All rooms used for living or sleeping must have two (2) working outlets OR one (1) working outlet and one (1) working light fixture.
2. Bathrooms must have one (1) grounded or GFI outlet near the sink areas and an overhead light.
3. Kitchens must have a grounded or GFI outlet near the sink area.
4. Overhead light fixtures must be connected to an approved wall switch in accordance with local city or jurisdiction codes. This applies to units only in areas governed by local codes. (Units already on the program will not be required to be retrofited to meet this requirement).
5. Overhead light fixtures must have a globe where designed to have a globe. The old style overhead fixture will not need to be changed, until mechanically necessary.
6. All outlets at water service areas must be grounded.
7. Other outlets that are of the three-prong type must be grounded.
8. Where an outlet at a water service area must be corrected to include a ground, or electrical work must be done to add an outlet, Ground Fault Interrupters (GFI) must be installed. As long as the GFI trips manually or with a tester, it should pass.
  Bathroom GFI's are only required to be 15 AMP circuits and do not require grounding. Kitchen GFI's are required to be 20 AMP circuits and do not require grounding IF on a single circuit by itself. However, if the kitchen 20 AMP GFI is on a circuit with other outlets, it MUST be grounded.
  
  Because SMHA inspectors can not reasonably be expected to make a determination as to the number of outlets per circuit, we will leave this technical aspect to the City Electrical Inspectors, and will note on the inspection report the requirements for GFI grounding.
9. Outlets which are part of a bathroom cabinet fixture must be grounded or disconnected.
10. If electrical work has been contracted, there must be a separate appliance circuit for major appliances such as refrigerators and dishwashers, etc.
11. When new electrical services are being installed or upgraded, the circuit box must be labeled on the inside door to list what circuits each breaker serves. All blank circuit panels in the box must be covered.
UTILITIES
1. Utilities must be on when the inspection is done including: electrical service, gas, and water. Landlords must be notified of this prior to inspection. If utilities are not on, the inspection must be rescheduled. DO NOT attempt to complete an inspection.
APPLIANCES
1. Appliances, whether they belong to the resident or the landlord, must be in good working condition.
2. All burners must work. Knobs must be present for burners and oven.
3. A microwave oven may be substituted for a tenant-supplied oven and stove or range. A microwave oven may be substituted for an owner-supplied oven and stove or range if the tenant agrees and microwave ovens are furnished instead of an oven and stove or range to both subsidized and unsubsidized tenants in the building or premises.
4. Gas ranges must have an approvable gas hook-up with a shut off valve and must be free of gas leaks.
5. Electric ranges must have an approvable 220 outlet properly secured to the wall.
HOT WATER HEATERS
1. Gas Water Heaters
  1. Must have a shut off valve and dirt leg on the gas line.
  2. Must have a shut off valve on the cold water lines.
  3. Must have a pressure release valve extended to within six (6) inches of the floor. This extension pipe must be a 3/4 inch pipe.
  4. Must be free of leaks.
  5. Must have a copper jumper (#6 ground wire) connected from the cold water line to the hot water line.
  6. Must be properly vented and sealed at the chimney.
  7. Must be properly vented and sealed at the chimney.
  8. Must be adequate in size to serve the resident family.
2. Electric Hot Water Heaters
  1. Must have a shut off valve on the cold water line.
  2. Must have a pressure release valve extended to within six (6) inches of the floor. This extension pipe must be a 3/4 inch pipe.
  3. Must have a copper jumper (#6 ground wire) connected from the cold water line to the hot water line to ground the hot water tank.
  4. Must be free of leaks.
  5. Must be adequate in size to serve the resident family.
PLUMBING
1. The unit must be free of leaks in water supply lines.
2. Sewer and waste lines must be sound and free of leaks or back ups.
3. Faucets must be free of drips and leaks when the tenant pays for the water.
4. Minor drips at faucets may pass when the landlord pays the water; if the leak does not affect the surrounding areas such as counter tops or base cabinets.
5. Waste lines at sinks and tubs must drain freely.
6. Toilets in which the water runs constantly must be rated fail, when the tenant pays the water bill.
7. Even though minor drips at faucets and toilets will pass when the landlord pays for the water, these minor deficiencies must be called to the landlord's attention on the inspection report.
GARAGES AND OUTBUILDINGS
1. Must be structurally sound, no broken windows, and free from collection of debris.
EXTERIOR
1. Exterior of the house must be comparable in condition to the houses in the surrounding neighborhood.
GENERAL HEALTH AND SAFETY
1. Fire Safety
  1. There must be a workable smoke detector located on each floor of the unit, including the basement.
  2. The unit must have an adequate fire exit. Windows are acceptable for the second floor. Third floor or above must have a fire escape or an acceptable second stairway and exit.
  3. If the unit is occupied by hearing-impaired persons, smoke detectors must have an alarm system designed for hearing-impaired persons in each bedroom occupied by a hearing impaired-person. Each bedroom occupied by a hearing-impaired person must have an appropriate alarm system connected to the smoke detector installed in the hallway.
2. Infestation
  1. Inspector will look for evidence of mice droppings in kitchen cupboards, drawers, and base cabinets. Inspectors will look for roaches in bath and kitchen, around sinks, and under base cabinets.
  2. The inspector shall question the tenants regarding mice, roaches, etc
  3. Any evidence of infestation requires treatment and a fail rating.
3. Code of Compliance
  1. All units subsidized under the Section 8 program must have a Certificate of Occupancy or a letter of code compliance as required by the jurisdiction in which the subsidized unit is located.
  2. Units located in areas not governed by bureau of code enforcement, are exempt from this policy.
  3. When inspecting a new unit, the inspector must request on the inspection report form that the landlord provide a City Certificate of Occupancy, or a letter of compliance before the unit will pass. If the unit is registered, the owner need only get a copy and send or bring it in.
  4. Landlords of all current program units that do not have a Certificate of Occupancy on file, must also be required to provide one as part of the annual inspection. The same policy described above applies if the unit has never been coded.
  5. Certificates of Occupancy will be kept in the inspection file. When a resident moves to a new unit, or goes off the program, the Certificate of Occupancy will be pulled and placed in a master file for possible reuse, if that unit is leased by another Section 8 tenant.
FOR PURPOSES OF THE MODERATE REHABILITATION PROGRAM SPECIFICALLY

Even though an item may not fail according to HUD HQS or this Standard, if the landlord was required by specification, as part of the rehabilitation work write up for which he is receiving debt service repayment through contract rents, that item must be present and in good working condition throughout the fifteen (15) year HAP contract term.

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