[Federal Register Volume 64, Number 120 (Wednesday, June 23, 1999)]
[Notices]
[Pages 33650-33697]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-15738]
[[Page 33649]]
_______________________________________________________________________
Part VI
Department of Housing and Urban Development
_______________________________________________________________________
Public Housing Assessment System, Physical Condition Scoring Process;
Notice
Federal Register / Vol. 64, No. 120 / Wednesday, June 23, 1999 /
Notices
[[Page 33650]]
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
[Docket No. FR-4509-N-07]
Public Housing Assessment System, Physical Condition Scoring
Process
AGENCY: Office of the Director of the Real Estate Assessment Center,
HUD.
ACTION: Notice.
-----------------------------------------------------------------------
SUMMARY: This notice provides additional information to public housing
agencies and members of the public about HUD's process for issuing
scores under the Physical Condition Indicator of the Public Housing
Assessment System (PHAS).
FOR FURTHER INFORMATION CONTACT: For further information contact Wanda
Funk, Real Estate Assessment Center, Department of Housing and Urban
Development, 1280 Maryland Avenue, SW, Suite 800, Washington, DC 20024;
telephone Customer Service Center at 1-888-245-4860 (this is a toll-
free number). Persons with hearing or speech impairments may access
that number via TTY by calling the Federal Information Relay Service at
(800) 877-8339. Additional information is available from the REAC
Internet Site, http://www.hud.gov/reac.
SUPPLEMENTARY INFORMATION:
Purpose of This Notice
The purpose of this notice is to provide additional information
about the scoring process for PHAS Indicator #1, Physical Condition.
The purpose of the Physical Condition assessment is to ensure that
public housing units are safe, decent, sanitary and in good repair,
using HUD's uniform physical condition standards for the assessment.
The physical condition assessment under the PHAS utilizes uniform
physical inspection procedures to determine compliance with the uniform
standards and is an important indicator of a PHA's performance.
Of the total 100 points available for a PHAS score, a PHA may
receive up to 30 points under PHAS Indicator #1. The physical condition
score is included in the aggregate PHAS score.
The information provided in this notice was originally published on
May 13, 1999 (64 FR 26166). HUD is publishing this information again
since it relates to the Public Housing Assessment System proposed rule,
published in the Federal Register on June 22, 1999. This notice is
different from the May 13, 1999 notice in the following respects: the
information concerning common areas and building exteriors or building
systems has been expanded; a new paragraph 16 is added to Section I,
and previous paragraph 16 is now paragraph 17; and another inspection
summary report model is provided.
The PHAS/REAC Physical Inspection and the HQS Inspection
The PHAS physical inspection is performed by HUD's Real Estate
Assessment Center (REAC), and is also referred to as the REAC physical
inspection. The REAC physical inspection encompasses virtually
everything covered by the Housing Quality Standards (HQS) inspection.
The REAC physical inspection, however, is more objective and more
defined in identifying and classifying deficiencies. While the HQS
inspection generates a reasonably subjective ``pass/fail'' designation,
the REAC inspection generates much more comprehensive results, such as:
Physical scores reported at the property level;
Area level scores for each of the five REAC physical
inspection areas; and
Observations of deficiencies recorded by the inspector
electronically at the time of the inspection.
The Physical Inspection Scoring Process
1. Definitions
The following are the important definitions of terms used in the
physical condition scoring process:
Score means a number between 0 and 100 that reflects the physical
condition of a property, inspectable area, or sub-area:
To record a health or safety problem, a letter is added to
the property score (a, b, or c); and
To note that smoke detectors are inoperable or missing, an
asterisk (*) is added to the property score.
Inspectable area means any of the five major components of the
property, which are:
Site
Building exteriors
Building systems
Common areas
Dwelling units
Sub-area means an inspectable area for one building. For example,
if a property has more than one building, each inspectable area for
each building in the property is treated as a sub-area.
Inspectable items refer to walls, kitchens, bathrooms, and other
things to be inspected in an inspectable area. The number of
inspectable items may vary from 8 to 17 items for each area. Weights
are assigned to each item as shown in Appendix 1 (Item Weights and
Criticality Levels).
Deficiencies refer to specific problems, comparable to HQS, that
can be recorded for the inspectable items, such as a hole in a wall or
a damaged refrigerator in the kitchen.
Criticality means one of five levels that reflect the relative
importance of the deficiencies for an inspectable item. Appendix 1 also
lists all deficiencies with their designated levels, which vary from 1
to 5, with 5 as the most critical. The deficiencies also have assigned
values used in scoring as follows:
------------------------------------------------------------------------
Criticality Level Value
------------------------------------------------------------------------
Critical.............................................. 5 5.00
Very important........................................ 4 3.00
Important............................................. 3 2.25
Contributes........................................... 2 1.25
Slight contribution................................... 1 0.50
------------------------------------------------------------------------
Based on the importance of the deficiency, reflected in its
criticality value, points are deducted from the property score. For
example, a clogged drain in the kitchen is more critical than a damaged
surface on a counter top. Therefore, more points will be deducted for a
clogged drain than for a damaged surface.
Severity means one of three levels that reflect the extent of
damage associated with each deficiency, with values assigned as
follows:
------------------------------------------------------------------------
Severity Value
------------------------------------------------------------------------
Severe......................................................... 1.00
Major.......................................................... 0.50
Minor.......................................................... 0.25
------------------------------------------------------------------------
Appendix 1 shows the severity levels that are possible for each
deficiency. Based on the severity of each deficiency, the score is
reduced. Points deducted are calculated as the product of the item
weight and the values for criticality and severity, as described below.
For specific definitions of each severity level, see the REAC's
``Dictionary of Deficiency Definitions,'' which is available from
REAC's Internet Site, http://www.hud.gov/reac and is reproduced in this
Notice as Appendix 2 (Dictionary of Deficiency Definitions).
Normalized area weights mean weights used with area scores to
create property level scores. The weights are adjusted to reflect the
inspectable items that are present.
2. Scoring Process Input
To generate accurate scores, it is crucial to determine the
appropriate relative weights of the various components of the
inspection; that is, which components are the most important, the next
most important, and so on. To develop the scoring
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methodology for the PHAS physical inspection, HUD utilized information
provided by several knowledgeable parties, including:
Professionals experienced in assessing the physical
condition of properties;
Representatives from the housing and public housing
industries; and
HUD professionals.
In an extensive series of meetings, these parties gave HUD valuable
advice and comments on the relative weights and values for inspectable
areas, items, criticality of deficiencies, and severity levels of
deficiencies.
3. Equity Principles
In addition to determining the appropriate relative weights, HUD
also took into consideration several issues concerning equity between
properties:
Proportionality. The scoring methodology includes an important
control, which does not allow any sub-area scores to be negative. If a
sub-area, such as the building exterior for a given building, has so
many deficiencies that the sub-area score is negative, the score is set
to zero. This control mechanism ensures that no single building or
dwelling unit can affect the overall score more than its proportionate
share of the whole.
Configuration of property. The scoring methodology takes into
account that properties have different numbers of units in buildings.
To fairly score properties with different numbers of units in
buildings, the area scores are calculated for building exteriors and
systems by using weighted averages of the sub-area scores, where the
weights are based on the number of units in each building.
Differences between properties. The scoring methodology also takes
into account that properties have different features and amenities. To
ensure that the overall score reflects only items are present to be
inspected, weights to calculate area and property scores are adjusted
depending on how many items are there to be inspected.
4. Deficiency Definitions
During a physical inspection of a property, the inspector looks for
deficiencies for each inspectable item within the inspectable areas,
such as the walls (item) of a dwelling unit (area). A specific
criticality level is assigned to each deficiency. The criticality level
reflects the importance of the deficiency relative to all deficiencies
for the item. One of three severity levels is also assigned based on
the observed condition.
The REAC's ``Dictionary of Deficiency Definitions'' specifically
defines the three levels of severity: severe, major, and minor. As
noted earlier, this dictionary is found in Appendix 2 to this notice,
and is also available on the REAC Internet Site.
5. Health and Safety Deficiencies
The REAC physical inspection emphasizes health and safety (H&S)
deficiencies because of their crucial importance to the well-being of
residents. H&S deficiencies can substantially reduce the overall
property score. As noted earlier, the H&S deficiencies are highlighted
by adding a letter to the numeric score. Letters to the numeric score
are added as follows:
If there are no H&S deficiencies, add a;
If there are H&S deficiencies that are not life-
threatening (NLT), add b; and
If there are exigent H&S deficiencies that are life
threatening(LT), i.e., calling for immediate attention or remedy--or
fire safety H&S deficiencies, add c.
Appendix 1 lists all H&S deficiencies with an ``LT'' designation
for exigent/fire safety and ``NLT'' for non-life threatening
deficiencies.
To ensure prompt correction of H&S deficiencies, the inspector
gives the property representative the list of every observed exigent/
fire safety H&S deficiency before leaving the site. The property
representative acknowledges receipt of the deficiency report by
signature. The inspector also transmits the deficiency report to HUD
not later than the morning after completing the inspection. HUD sends
to all PHAs inspection reports that summarize the H&S deficiencies
recorded by the inspector. These reports clearly show:
The number of H&S deficiencies (exigent/fire safety and
non-life threatening) that the inspector observed;
All observed smoke detector deficiencies; and
A projection of the total number of H&S problems that the
inspector potentially would see in an inspection of all buildings and
all units.
If there are smoke detector deficiencies, the physical condition
score will include an asterisk. However, problems with smoke detectors
do not currently affect the overall score. When there is an asterisk
indicating the property has at least one smoke detector deficiency,
that part of the score may be identified as ``risk.'' For example,
``93a, risk'' for 93a* and ``71c, risk'' for 71c*.
There are six distinct letter grade combinations: a, a*, b, b*, c
and c*. For example:
A score of 90c* means that the property contains at least
one exigent/fire safety H&S deficiency to be corrected, including some
smoke detector; deficiencies, but is otherwise in excellent condition.
A score of 55a means that the property is in poor
condition, even though there are no H&S deficiencies; and
A property in excellent physical condition with no H&S
deficiencies would have a score of 90a to 100a.
6. Scoring Process Elements
The physical condition scoring process is based on three elements
within a property:
Inspectable areas;
Inspectable items; and
Observed deficiencies.
7. Scoring as Weighted Averages
The score for a property is the weighted average of area scores,
with the area weights adjusted to take into account how many of an
area's inspectable items are actually present to be inspected.
The area scores are calculated by deriving weighted averages of
sub-area scores over buildings or dwelling units as appropriate.
The sub-area scores are calculated by deducting points for
deficiencies, based on criticality and severity levels. (Sub-area
scores may not be less than zero.) Points are also deducted for H&S
deficiencies.
8. Essential Weights and Levels
The process of scoring a property's physical condition depends on
the weights, levels, and associated values of several quantities:
Weights for inspectable areas (5 areas);
Weights for inspectable items within areas (8 to 17 per
area);
Criticality levels and their associated values for the
possible deficiencies within items inspected;
Severity levels and their associated values for
deficiencies; and
Health and safety deductions (exigent/fire safety and non-
life threatening) for site, buildings, and dwelling units.
9. Normalized Area Weights
A property's overall physical condition score is a weighted average
of area scores. Approximate relative weights appeared in the PHAS final
rule, published on September 1, 1998 (see 63 FR 46596, pages 46598-
46599):
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------------------------------------------------------------------------
Weight
Area (percent)
------------------------------------------------------------------------
Site....................................................... 15
Building exterior.......................................... 15
Building systems........................................... 20
Common areas............................................... 15
Dwelling units............................................. 35
------------------------------------------------------------------------
These weights are assigned if all inspectable items are present for
each area for each building and unit. Typically, some areas are missing
a number of inspectable items for some or all buildings or units. For
example, common areas may be missing in some buildings. When items are
missing for an area, the area weight is reduced to reflect the missing
item weights and then all area weights are ``normalized'' so that they
again add up to 100%. As an example, if there were no common areas, the
weights of the other four areas would be reduced to a total of 85%.
Each area's weight then would be divided by 0.85, resulting in
normalized weights of 17.6%, 17.6%, 23.5%, 0% and 41.2% for site,
building exterior, building systems, common areas and units,
respectively. These new weights add to 100%.
10. Site, Unit and Sub-Area Scores
These are the steps to arrive at site, unit and sub-area scores for
a site, building, or unit:
Step 1: Calculate an ``initial proportionate score''--the
difference between the possible points for the site, a building sub-
area, or a unit and the deductions associated with the deficiencies
recorded. The number of possible points is the total of the inspectable
item weights, ignoring the H&S item, for the site, or a building sub-
area, or unit.
Step 2: Calculate the deduction for an observed deficiency by
multiplying the relevant item weight by the criticality value and by
the severity value.
Step 3: In a similar manner, reduce the scores for any health and
safety (H&S) deficiencies observed, including those in the H&S item and
those in other non-H&S items. (The item weight for deficiencies
included in the H&S item is equal to the largest weight among the items
present.) At this point, the control to prevent negative scores is
applied. Thus, no one building or unit may affect an area score more
than its proportionate share would justify.
Step 4: Normalize the resulting proportionate scores to scores
based on 100 points by dividing by the total of weights of items
present to be inspected, other than the H&S item.
11. Area Scores
Within each area involving either multiple buildings or units, the
area score is a weighted average of the building sub-area scores or
unit scores. To calculate these weighted averages, follow these
guidelines:
Dwelling units: The area score is the weighted average of sub-area
scores for each unit, weighted by the total of item weights present to
be inspected in each unit.
Common areas: Like the dwelling unit score, the area score for
common areas is the weighted average of sub-area common area scores
weighted by the total weights for items inspected in the common areas
for each building. When computing area scores for common areas, there
may be special considerations when there are common buildings with no
units. All common buildings with no units are inspected. In those cases
where a sample is taken of buildings with units, the effect of common
buildings on the common area score should be reduced. This reduction is
accomplished by multiplying the weights for common buildings by the
number of units in inspected buildings, divided by the total number of
units in the property.
Building exteriors or building systems: The area scores for
building exteriors and building systems are weighted averages of sub-
area scores. The weights are the product of the total weights for
items, ignoring the H&S item, inspected for each building exterior or
systems times the total number of units for each building. (Note: the
total number of units is all units, not just units inspected.) When
computing area scores for building exterior or building systems, a
number of adjustments are made for common buildings without units. In a
manner identical to that for common areas, if buildings with units are
sampled, the weights of common building scores are reduced. Also for
weighting purposes, a common building is assigned the average number of
units in all buildings, including all common buildings and all
buildings with units, whether inspected or not. Finally, to adjust for
differences in size between common buildings, a common building's
weight is multiplied by the total weight of items present to be
inspected for the building's common areas.
12. Overall Property Score
To calculate the overall property score, the normalized area
weights are applied to the area scores.
13. Possible Points
Normalized area weights reflect both the initial weights and the
relative weights between areas of inspectable items actually present.
For reporting purposes, normalized weights are presented as the maximum
point contributions for each of the five inspectable areas. In the
Physical Inspection Report, sent to all PHAs, the following items are
listed:
Normalized weights as the ``possible points'' by area;
The area scores, taking into account the points deducted
for observed deficiencies;
The deductions for H&S for site, buildings and units,
where H&S deductions for buildings are combined for exteriors, systems
and common areas; and
The overall property score.
The Physical Inspection Report allows the PHA to see the magnitude
of the points lost by inspectable area, and the impact on the score of
the H&S deficiencies.
14. Examples of Physical Condition Score Calculations
To illustrate how physical condition scores are calculated, three
examples are provided below.
Example #1: Example #1 illustrates how the score for a sub-area is
calculated based on the following features:
#1a. Ignoring the H&S item, the other seven items have a total
weight of 100%, as shown in Appendix 1. If the building had no fire
escapes, an item with a nominal weight of 16.7%, then the total item
weight for the remaining non-H&S items would be 83.3%, which is then
the base (83.3 points) from which deductions are made to create the
``initial proportionate score'' as described, above, under Sub-Area
Scores.
#1b. Assume damaged vents were found in the roof. The criticality
level for this deficiency is provided in Appendix 1 as a 4, which has a
value of 3.00 as given, above, under Definitions. If, based on the
Dictionary of Deficiency Definitions (Appendix 2), it is determined
that the damaged vents seen are minor deficiencies, then the amount of
points deducted is the item weight (16.7) times the criticality value
(3.00), times the severity value (0.25), which equals 12.5 points.
#1c. If this is the only deficiency observed, then the initial
proportionate score for this sub-area would be 83.3 - 12.5 or 70.8
points.
#1d. Additional deficiencies or H&S deficiencies (calculated in the
same
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manner) would further decrease the sub-area score and if the score
dropped below zero, then it would be changed to zero.
#1e. The initial proportionate sub-area score is then normalized to
a 100 point basis by dividing by the total of the non-H&S item weights
(0.833), which would create the final score of (70.8)/(0.833) = 85.0
Example #2
Example #2 illustrates how the score for an area is calculated
based on the following features:
#2a. Consider a property with 2 buildings with the following
characteristics:
Building #1 (from Example #1, above):
--10 units
--83.3% of the weight for the items that were present in building
exterior
--Building exterior score is 85 points
Building #2:
--20 units
--100% of the weight for the items that were present in building
exterior
--Building exterior score is 70 points
#2b. The building exterior score for the building exterior area is
the weighted average of the individual scores. Each building exterior
score is weighted by the number of units and the percent of the weight
for items present in the building exterior.
#2c. The scores for buildings #1 and #2, above, are calculated
using the following formula: Building Exterior Score = sum of
[(Building score) times (Building weight divided by the sum of Building
weights)]
Building #1 weight: [(10 units)*(83.3% weight)] = 8.33
Building #2 weight: [(20 units)*(100% weight)] = 20
Total weight = 8.33 + 20, or 28.33
Building exterior score = (85 points)*(8.33/28.33) + (70
points)*(20/28.33)
= 25.0 + 49.4
= 74.4
Example #3
Example #3 illustrates how the score for a property is calculated
based on the following:
#3a. Consider a property with the following characteristics:
Site:
--Score: 90 points
--100% of weight of items present
--Nominal weight: 15%
Building Exteriors (from example #2, above):
--Score: 74 points
--92% of weight of items present
--Nominal weight: 15%
Building Systems:
--Score: 70 points
--80% of weight of items present
--Nominal weight: 20%
Common Areas:
--Score: 60 points
--30% of weight of items present
--Nominal weight: 15%
Dwelling Units:
--Score: 80 points
--80% of weight of items present
--Nominal weight: 35%
#3b. First, adjust the area weights for each area. Multiply the
weight of items present by the nominal weight for each area and add the
total:
Site: 15*100% = 15
Building Exteriors: 15*92% = 13.8
Building Systems: 20*80% = 16.0
Common Areas: 15*30% = 4.5
Dwelling Units: 35*80% = 28.0
------------------------------------------
Total: = 77.3
#3c. Adjust the area weights to ``normalize'' so that they add to
100. Divide each adjusted area weight by the total and multiply by 100
(this also results in the maximum possible points reported for each
area):
Site: (15/77.3)*10 =19.4
Building (13.8/77.3)*100 =17.9
Exteriors:
Building Systems: (16/77.3)*100 =20.7
Common Areas: (4.5/77.3)*100 = 5.8
Dwelling Units: (28/77.3)*100 = 36.2
#3d. Multiply the new ``normalized'' weights by the area scores,
above, divide by 100, and add the results:
------------------------------------------------------------------------
Points
------------------------------------------------------------------------
Site: 19.4 * 90/100................. = 17.5
Building Exteriors: 17.9 * 74/100 = 13.2
Building Systems: 20.7 * 70/100 = 14.5
Common Areas: 5.8 * 60/100 = 3.5
Dwelling Units: 36.2 * 80/100 = 29.0
------------------------------------------------------------------------
Total Property Score............ = 77.6
------------------------------------------------------------------------
15. Computing the PHAS Overall Physical Inspection Score
The physical inspection score for the PHAS for a PHA is the
weighted average of the PHA's individual project physical inspection
scores, where the weights are the number of units in each project
divided by the total number of units in all projects for the PHA.
Example:
Project 1 has a score of 60 and has 100 units.
Project 2 has a score of 80 and has 900 units.
The overall PHAS score is computed as follows:
Score = [60 x 100/(100+900)] + [80 x 900/(100+900)]
= 6 + 72
= 78
16. Accessibility Questions
For public housing developments for which accessibility
requirements are applicable, the physical inspection will include
determining if: (1) There is a wheelchair accessible route to and from
the main ground floor entrance of the buildings inspected; (2) the main
entrance for every building inspected is at least 32'' wide, measured
between the door and the opposite door jamb; (3) there is an accessible
route to all exterior common areas; and (4) for multistory buildings
that are inspected, the interior hallways to all inspected units and
common areas are at least 36'' wide.
17. Inspection Summary Report
Appendix 3 includes an inspection summary report which provides
another example of the information sent to PHAs.
Dated: June 14, 1999.
Donald J. LaVoy,
Acting Director, Real Estate Assessment Center.
BILLING CODE 4210-32-P
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BILLING CODE 4210-32-C
Appendix 2--Dictionary of Deficiency Definitions
Site Inspectable Items
Items to inspect for ``Site'' are as follows:
Fencing and Retaining Walls
Grounds
Lighting
Mailboxes/Project Signs
Market Appeal
Parking Lots/Driveways/Roads
Play Areas and Equipment
Refuse Disposal
Storm Drainage
Walkways/Stairs
Fencing and Retaining Walls (Site)
A structure functioning as a boundary or barrier. An upright
structure serving to enclose, divide or protect an area.
Note: This does not include swimming pool fences. Swimming Pool
Fences are covered under Common Areas--Pools and Related Structures.
This inspectable item can have the following deficiencies:
Damaged or Missing Gates
Damaged/Falling/Leaning
Holes
Missing Sections
Grounds (Site)
The improved land adjacent to or surrounding the housing and
related structures. This does not include land not owned or under
the control of the housing provider.
This inspectable item can have the following deficiencies:
Erosion Areas
Overgrown/Penetrating Vegetation
Ponding/Site Drainage
Rutting
Lighting (Site)
System to provide illumination of the community grounds.
Includes fixtures, lamps, stanchions, poles, supports, and
electrical supply.
This inspectable item can have the following deficiencies:
Broken Fixtures
Missing/Broken Bulbs
Mailboxes/Project Signs (Site)
Mailbox is a public container where mail is deposited for
distribution and collection. This does not include mailboxes owned
and maintained by the US Postal Service, such as the ``Blue Boxes.''
Project signs are boards, posters, or placards displayed in a
public place to advertise, impart information, or give directions.
This does not include signs owned and maintained by the city.
This inspectable item can have the following deficiencies:
Mailbox Missing/Damaged
Signs Missing/Damaged
Market Appeal (Site)
Evaluate only those areas or structures that are under the
control of the housing provider.
This inspectable item can have the following deficiencies:
Graffiti
Litter
Parking Lots/Driveways/Roads (Site)
An area for parking motorized vehicles begins at the curbside
and includes all parking lots, driveways or roads within the
property lines that are under the control of the housing provider.
This inspectable item can have the following deficiencies:
Cracks
Ponding
Potholes/Loose Material
Settlement/Heaving
Play Areas and Equipment (Site)
An outdoor area set aside for recreation or play, especially one
containing equipment such as seesaws and swings.
This inspectable item can have the following deficiencies:
Damaged/Broken Equipment
Deteriorated Play Area Surface
Refuse Disposal (Site)
Collection areas for trash/garbage common pick-up.
This inspectable item can have the following deficiencies:
Broken/Damaged Enclosure
Inadequate Outside Storage Space
Storm Drainage (Site)
System used to collect and dispose of surface runoff water
through the use of culverts, underground structures, or natural
drainage features, e.g., swales, ditches, etc.
This inspectable item can have the following deficiencies:
Damaged/Broken/Cracked
Debris/Obstruction/Sediment
Walkways/Stairs (Site)
Passages for walking and the structures that allow for changes
in vertical orientation.
This inspectable item can have the following deficiencies:
Broken/Missing Hand Railing
Cracks/Settlement/Heaving
Spalling
Damaged or Missing Gates (Fencing and Retaining Walls)
Gate structure is damaged or missing and does not prevent
passage.
This does not include gates for swimming pool fences. Gates for
swimming pool fences are covered under Common Areas--Pools and
Related Structures.
Note: Deficiency level depends on the fence's purpose.
Perimeter/Security Fences
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are assessed at a higher level than interior fences.
Severity Defined
Minor: N/A.
Major: Absence or damage to an interior fence gate which renders
a gate inoperable/ineffective.
OR
Damage to a perimeter or a security fence gate that is still
operational.
Severe: Absence or damage to a perimeter or security gate which
renders the gate inoperable/ineffective and potentially compromises
safety and/or security.
Damaged/Falling/Leaning (Fencing and Retaining Walls)
Structure is rusted, deteriorated, uprooted presents threat to
security and/or health and safety.
Note: Deficiency level depends on the fence's purpose.
Perimeter/Security Fences are assessed at a higher level than
interior fences.
Severity Defined
Minor: N/A.
Major: An interior fence is damaged so that it does not satisfy
its designed purpose.
OR
A perimeter/security fence and/or a retaining wall shows signs
of deterioration, but still serves its designed purpose and presents
no security/safety risk.
Severe: A perimeter/security fence and/or a retaining wall is
damaged to the point that it does not satisfy its designed purpose.
Holes (Fencing and Retaining Walls)
An opening or penetration.
Note: Some fences are not designed to keep intruders out or
children in such as rail fences, and these type of fences should not
be evaluated for holes.
Severity Defined
Minor: Hole is smaller than 6'' x 6'' piece of paper.
Major: N/A.
Severe: Hole is larger than 6'' x 6'' which allows passage of
animals and can pose a threat to the safety of children.
Missing Sections (Fencing and Retaining Walls)
Structure does not present an obstacle against intrusion or
egress--damaged by the destruction or removal of section.
Note: Deficiency level depends on the fence's purpose.
Perimeter/Security fences are assessed at a higher level than
interior fences.
Severity Defined
Minor: An interior fence has section missing.
Major: N/A.
Severe: A perimeter/security fence has a section missing which
compromises safety/security.
Erosion Areas (Grounds)
An area subjected to natural processes, such as weathering or
gravity, by which material is moved on the earth's surface.
Note: This does not include erosion from a defined storm
drainage system or in a play area. This type of erosion would be
covered under Site--Storm Drainage and/or Site--Play Areas and
Equipment.
Severity Defined
Minor: N/A.
Major: Visible collection of surface material indicated by
visible erosion deposits leading to a degraded surface condition
that would likely cause water to pool in a confined area, especially
next to structures, paved areas or walkways.
Severe: Extensive displacement of soil caused by runoff.
Condition is responsible for visible damage or the potential failure
of adjoining structures or systems, e.g., pipes, pavements,
foundations, building, etc.
OR
Advanced erosion in an area which creates an unsafe pedestrian
condition and/or renders an area of the grounds unusable.
Overgrown/Penetrating Vegetation (Grounds)
Plant life that has infiltrated unacceptable areas and/or has
grown beyond established parameters.
Severity Defined
Minor: N/A.
Major: Vegetation is of such size or density as to make the
visibility of hazards, such as broken glass, holes, etc., difficult.
OR
Plant life is in contact with an unintended surface, such as,
buildings, gutters, walkways, roads, fences/walls, roofs, HVAC
units, etc.
OR
Vegetation is of such size or density that it obstructs intended
walkways.
Severe: Plants have rendered visible damage to a component,
area, or system of the property or have made them unusable.
Ponding/Site Drainage (Grounds)
An accumulation of water and/or ice is observed to be collecting
in a depressed area or has collected on the grounds for which
ponding was not intended.
Note: This does not include detention/retention basins NOR
ponding on paved areas. Detention/retention basins are covered under
Site--Storm Drainage and ponding on paved areas is covered under
Roads, Walkways, and Parking Lots/Driveways.
Severity Defined
Minor: Shallow accumulation of water (less than 3 inches).
Major: An accumulation of water (from 3 to 5 inches in depth)
that affects the use of a section of the grounds; however, the
grounds are generally usable.
Severe: An accumulation of more than 5 inches in depth.
OR
An accumulation that has rendered a section of the grounds
unusable.
Rutting (Grounds)
A man made sunken track or groove/depression.
Note: These are typically made by a car, bike or other machine.
Severity Defined
Minor: N/A.
Major: Condition that is 6-8'' wide x 3-5'' deep.
Severe: Condition larger than 6-8'' wide x 3-5'' deep and has
the potential to cause serious injury.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards'').
Broken Fixtures (Lighting)
All or a portion of the lighting that is associated with the
site itself. This includes lighting attached to the building which
is utilized for such purposes as lighting the site, but does not
include exterior lighting, associated with the building.
Note: If a damaged fixture or fixtures presents a safety hazard,
rate it as severe, and recorded manually as a health and safety
concern. This includes, but is not limited to, broken fixtures that
have the potential to fall on pedestrians, or fixtures that could
lead to electrocution.
Severity Defined
Minor: N/A.
Major: Between 10% and 50% of the lighting fixtures surveyed are
visibly broken. The broken portion of the system does not constitute
an obvious safety hazard.
Severe: Over 50% of the lighting fixtures surveyed are visibly
broken; or the broken portion of the system constitutes an obvious
safety hazard.
Comments
Severe: If condition is a health and safety concern, it must be
recorded. (Includes but not limited to ``Electrical Hazards'' or
``Hazards'.)
Missing/Broken Bulbs (Lighting)
Lamps are missing or are broken from fixtures. May include
incandescent, fluorescent, mercury vapor, or others.
Note: This does not include building exterior lighting. Building
exterior lighting is covered under Building Exterior--Lighting.
Severity Defined
Minor: N/A.
Major: Between 10% and 50% of the fixtures surveyed have at
least a single bulb missing or broken.
Severe: Over 50% of the fixtures surveyed have at least a single
bulb missing or broken.
Comment
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards.'')
Mailbox Missing/Damaged (Mailbox/Project Signs)
Mailbox does not function properly due to deterioration, damage,
or is absent.
Severity Defined
Minor: Mailbox is damaged, vandalized, or deteriorated, but
functional.
Major: N/A.
Severe: Mailbox is damaged, vandalized, or deteriorated, and as
a result, is not functional.
OR
Mailbox is missing.
[[Page 33677]]
Signs Missing/Damaged (Mailbox/Project Signs)
Project sign is not readable due to deterioration, damage, or is
absent. This does not include locations that do not require a
project sign.
Severity Defined
Minor: Sign is damaged, vandalized, or deteriorated, but
readable.
Major: N/A.
Severe: Sign is damaged, vandalized, or deteriorated, and as a
result, is not readable.
OR
Sign is missing.
Comments
Severe: Missing signs should only be recorded where a sign is
required. This would follow from evidence that a sign has been
removed through vandalism and/or neglect, etc.
Graffiti (Market Appeal)
Visual observation of a crude, (not recognizable as an art
form), inscription or drawing scratched, painted or sprayed on a
building surface, retaining wall, or fence so as to be seen by the
public.
Note: Do not count full wall murals and similar art forms as
graffiti.
Severity Defined
Minor: Visual graffiti observed in at least one location/area.
Major: Graffiti observed in 2-5 locations/areas.
Severe: Graffiti observed in 6 or more locations/areas.
Litter (Market Appeal)
Subject to disorderly accumulation of objects, especially
carelessly discarded trash located on the property.
Note: Excessive litter should be judged as you would view a city
park in America.
Severity Defined
Minor: N/A.
Major: Excessive litter is observed on the property.
Severe: N/A.
Cracks (Parking Lots/Driveways/Roads)
Visible faults in the pavement, including longitudinal, lateral,
alligator, etc. This does not include cracks from settlement/
heaving.
Severity Defined
Minor: N/A.
Major: A crack which is up to \1/2\'' wide.
Severe: A crack larger than \1/2\'' or multiple cracks
accompanied by surface deterioration.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Ponding (Parking Lots/Driveways/Roads)
A visible accumulation of water and/or ice collecting in a
depression on an otherwise flat plane.
Severity Defined
Minor: Shallow accumulation of water (less than 3'').
Major: An accumulation of water that affects the use of a
section of a parking lot/driveway more than 3'' in depth. Parking
lot/driveway is passable.
Severe: An accumulation of water that has rendered a parking
lot/driveway unusable.
Potholes/Loose Material (Parking Lots/Driveways/Roads)
A hole resulting from road surface failure; or loose,
freestanding aggregate material is observed resulting from
deterioration.
Severity Defined
Minor: Failure of pavement due to potholes or loose material
that has not penetrated to or exposed the subsurface.
Major: Failure of pavement due to potholes or loose material
that has penetrated to or exposed the subsurface.
Severe: Loose material and/or potholes that render a parking
lot/driveway unusable/unpassable.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Settlement/Heaving (Parking Lots/Driveways/Roads)
Pavement that sinks and/or rises due to failure of subbase
materials.
Note: If there is a visible accumulation of water and/or ice
collecting in the depression, record the observation under ponding.
Severity Defined
Minor: Visual indication of settlement/heaving with no visible
surface cracks.
Major: Visual indication of settlement/heaving evidenced by
cracks and deteriorated surface material.
Severe: Settlement/Heaving that renders a parking lot/driveway
unusable/unpassable and/or creates unsafe pedestrian conditions.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Damaged/Broken Equipment (Play Areas and Equipment)
Forcibly fractured into pieces or shattered, incomplete,
inoperable, or missing.
Severity Defined
Minor: Visual estimate indicates some equipment (less than 50%)
does not operate correctly or is missing but pose no safety risk.
Major: Visual estimate indicates most of the equipment (more
than 50%) does not operate correctly or is missing but pose no
safety risk.
Severe: Equipment poses a threat to safety capable of causing
injury.
Deteriorated Play Area Surface (Play Areas and Equipment)
Damage to play area caused by cracking, heaving, settling,
ponding, potholes, loose materials, erosion, rutting, etc.
Severity Defined
Minor: Up to 10% of total surveyed play area surface shows signs
of deterioration.
Major: Deterioration of 10 to 50% of total surveyed play area
surface.
Severe: Deterioration of more than 50% of the surveyed play area
surface.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Broken/Damaged Enclosure (Refuse Disposal)
The outdoor enclosed area which serves as a trash/refuse site is
broken or damaged including its walls.
Note: This does not include areas not designed as trash/refuse
enclosures such as curb pick-up. Address condition of slab at
parking lots/driveways/roads.
Severity Defined
Minor: N/A.
Major: A single wall or gate has holes or missing components.
Severe: A single wall or gate of the enclosure has collapsed or
is leaning and in danger of falling.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Inadequate Outside Storage Space (Refuse Disposal)
Insufficient capacity for the proper storage of refuse until
disposal.
Note: This does not include curb side pick-up areas.
Severity Defined
Minor: Appearance of storage area is unsightly and needs
improvement, or the area surrounding the refuse storage area is
impacted by the presence of unpleasant odors.
Major: N/A.
Severe: Trash cannot be stored in the designated area due to
under-capacity of refuse storage.
Damaged/Broken/Cracked (Storm Drainage)
Separated into pieces. Broken, but not into parts (fractured).
Severity Defined
Minor: N/A.
Major: Visible structural damage/failure impacting the system's
effectiveness. Significant visible fracture evidence by large,
visible cracks.
Severe: Visible deterioration or failure of a large section
yielding an inoperable system.
Debris/Obstruction/Sediment (Storm Drainage)
Partial or complete blockage by broken or collapsed pipe,
infiltration of tree roots, accumulation of sediment, or other
obstructions.
Severity Defined
Minor: N/A.
Major: Accumulation of debris or sediment which causes or has
the estimated potential of significantly reducing the flow of storm
water.
Severe: Complete blockage of the system due to accumulation of a
large quantity of debris causing backups into adjacent area(s).
Broken/Missing Hand Railing (Walkways/Steps)
The hand rail is damaged or non-existent.
[[Page 33678]]
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The hand-rail for four or more stairs is completely
missing or damaged, loose or otherwise unusable.
Cracks/Settlement/Heaving (Walkways/Steps)
Visible faults in the pavement, including longitudinal, lateral,
alligator, etc. Pavement that sinks and/or rises due to failure of
subbase materials.
Note: This does not include cracks on parking lots/driveways or
roads.
Severity Defined
Minor: N/A.
Major: Evidence of cracks or other defects which do not affect
traffic ability.
Severe: Cracks/hinging/tilting and/or missing sections that
affect traffic ability.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Spalling (Walkways/Steps)
A concrete or masonry walkway that is flaking, chipping or
crumbling, possible exposing underlying reinforcing material.
Severity Defined
Minor: Small areas, (4'' x 4'' or less), of walkway/stairs are
affected.
Major: N/A.
Severe: Large areas, (greater than 4'' x 4''), of walkway/stairs
are impacted and affects traffic ability.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Building Exterior Inspectable Items
Items to inspect for ``Building Exterior'' are as follows:
Doors
Fire Escapes
Foundations
Lighting
Roofs
Walls
Windows
Doors (Building Exterior)
Means of access to the interior of a building or structure.
Doors provide privacy, control passage, maintain security, provide
fire and weather resistance. Includes entry to maintenance areas,
boiler and mechanical rooms, electrical vaults, storage areas, etc.
Note: This does not include unit doors.
This inspectable item can have the following deficiencies:
Broken/Missing Glazing/Glass
Damaged Frames/Threshold/Lintels/Trim
Damaged Hardware/Locks
Damaged Surface (Holes/Paint/Rusting)
Deteriorated/Missing Caulking Seals
Missing Door
Damaged/Missing Screen/Storm/Security Door
Fire Escapes (Building Exterior)
All buildings must have acceptable fire exits. This includes
both stairway access doors & external exits. These can include
external fire escapes, fire towers, operable windows on the lower
floors with easy access to the ground or a back door opening onto a
porch with a stairway leading to the ground.
This inspectable item can have the following deficiencies:
Blocked Egress/Ladders
Visibly Missing Components
Foundations (Building Exterior)
Lowest level structural wall or floor responsible for
transferring the building's load to the appropriate footings and
soil. Materials may include concrete, stone, masonry and wood.
This inspectable item can have the following deficiencies:
Cracks/Gaps
Spalling/Exposed Rebar
Lighting (Building Exterior)
System to provide illumination of building exteriors and
surrounding grounds. Includes fixtures, lamps, stanchions, poles,
supports, and electrical supply that are associated with the
building itself.
Note: This does not include site lighting.
This inspectable item can have the following deficiencies:
Broken Fixtures
Missing/Broken Bulbs
Roofs (Building Exterior)
Roof system consists of the structural deck, weathering surface,
flashing, parapet, and drainage system. They may be flat or pitched.
This inspectable item can have the following deficiencies:
Damaged/Clogged Drains
Damaged Soffits/Fascia
Damaged Vents
Damaged/Torn Membrane/Missing Ballast
Missing/Damaged Shingles
Ponding (Roofs)
Missing/Damaged Components from Downspout/Gutter
Walls (Building Exterior)
The exterior enclosure of the building or structure. Materials
for construction include concrete, masonry block, brick, stone,
wood, glass block. Surface finish materials include metal, wood,
vinyl, stucco.
Note: This does not include foundation walls.
This inspectable item can have the following deficiencies:
Cracks/Gaps
Damaged Chimneys
Missing Pieces/Holes/Spalling
Stained/Peeling/Needs Paint
Missing/Damaged Caulking/Mortar
Windows (Building Exterior)
Window systems provide light, security, and exclusion of
exterior noise, dust, heat, and cold. Frame materials include wood,
aluminum, vinyl, etc.
Note: This does not include windows that have defects noted from
inspection from inside the unit.
This inspectable item can have the following deficiencies:
Broken/Missing/Cracked Panes
Damaged/Missing Screens
Damaged Sills/Frames/Lintels/Trim
Security Bars Prevent Egress
Missing/Deteriorated Caulking/Glazing Compound
Peeling/Needs Paint
Broken/Missing Glazing/Glass (Doors)
The glass and/or compound/structure to support and hold glass or
other materials within a frame are missing or broken.
Severity Defined
Minor: For one or more doors, glazing is inadequate to secure
glass, but door is usable and presents no immediate security risk.
Major: N/A.
Severe: For at least one door, the operation, function, or
security of the door is destroyed by the missing or broken glazing
and/or glass. One door in this condition is sufficient to classify
the door system as severe.
Damaged Frames/Threshold/Lintels/Trim (Doors)
The frame, header, jamb, threshold, lintels, or trim, is visibly
warped, split, cracked, or broken in some manner.
Severity Defined
Minor: A single door's frame/threshold/lintel and/or trim is
damaged but does not hinder door operation. The damaged door frame
does not prevent door from being locked.
Major: More than one door has the minor damage defined above.
Severe: At least one door is rendered inoperable and/or
unlockable due to damage to the door's frame/threshold/lintel and/or
trim.
Damaged Hardware/Locks (Doors)
The attachments to a door to provide hinging, hanging, opening,
closing, or security are damaged or missing. Includes locks, panic
hardware, overhead door tracks, springs and pulleys, sliding door
tracks and hangers, and door closures.
Severity Defined
Minor: A single door's hardware, as defined above, is damaged
but does not hinder current door operation. The door functions, is
lockable, and the door's panic hardware is operable.
Major: More than one building exterior door has minor damaged
hardware as defined above.
Severe: A single door is rendered inoperable and/or unlockable
(if locking is required) due to damage to the door's hardware.
OR
A single building exterior door's panic hardware is not
operable.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually.
(Includes but not limited to ``Hazards.'')
[[Page 33679]]
Damaged Surface (Holes/Paint/Rusting) (Doors)
Damage in the door surface that may affect either the surface
protection or the strength of the door, or it may compromise
building security. Includes holes, peeling/cracking/no paint, or
significant rust.
Severity Defined
Minor: Any one door has either: small holes (less than \1/4\
inch in diameter); cracking/peeling paint; and/or the door or its
components are rusting.
Major: If more than one door has minor surface damage as defined
above.
OR
Any single door that has a hole or holes ranging in size from
\1/4\ inch up to 1 inch in diameter.
Severe: Any single door has a hole or holes larger than 1 inch
in diameter, or significant peeling/cracking/no paint or rust that
affects the integrity of the door surface.
Deteriorated/Missing Caulking/Seals (Doors)
Sealant and stripping designed to provide weather resistance or
caulking is missing or deteriorated.
Severity Defined
Minor: For a single door, missing or deteriorated caulk is
confined to small areas with no evidence of damage to the door and/
or surrounding structure.
Major: For a single door, missing or deteriorated caulk is
consistently evident for the majority of the door with no evidence
of damage to the door and/or surrounding structure.
OR
2 or more of the doors surveyed have minor deficiencies.
Severe: For at least one door, missing or deteriorated caulking
is evident along with evidence of leaks or damage to the door or
surrounding structure; or more than half the total door surveyed
have minor caulking deficiencies.
OR
The seal is missing.
Missing Door (Doors)
Door is absent.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: A single missing building exterior door constitutes a
severe condition.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Blocked Egress/Ladders (Fire Escapes)
Any part of the fire escape, including ladders, is visibly
blocked in a way that limits or restricts clear egress. (Note: This
may include actual fire escapes themselves, fire towers, windows on
the ground floor level that would be used in case of an emergency,
etc.)
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Items are stored or barriers are present such that clear
egress is restricted or blocked.
Visibly Missing Components (Fire Escapes)
Any components that affect functionality of the fire escape are
visibly missing.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Functional components are visibly missing (such as one
section of a ladder is not present or a railing is missing).
Cracks/Gaps (Foundations)
Visible split in the exterior of the lowest structural wall.
Note: Cracks that show evidence of water penetration should be
evaluated here.
Severity Defined
Minor: Visible hairline cracks that do not appear to provide
opportunity for water penetration.
OR
Minor broken pieces from settlement (e.g., a single brick).
Major: Cracks that exceed \1/8\'' in width or depth. May also
provide opportunities for water penetration.
OR
Large pieces, such as numerous bricks, that are separated from
the wall/floor.
Severe: Large cracks or gaps visibly estimated to exceed 3/8''
in width or depth possibly indicating a serious structural problem.
OR
Cracks that are the full depth of the wall and/or provide
opportunity for water penetration.
OR
Wall/floor sections that are broken apart.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Spalling/Exposed Rebar (Foundations)
The concrete or masonry wall that is flaking, chipping, or
crumbling possibly exposing underlying reinforcing material (rebar).
Severity Defined
Minor: Spalling is confined to areas affecting less than 10% of
the foundation wall area inspected.
Major: Obvious large spalled area(s) affecting 10% to 50% of any
individual foundation wall.
Severe: Obvious significant spalled area(s) affecting 50% or
more of any individual foundation wall.
OR
Spalling which causes any reinforcing material (rebar or other)
to be exposed.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Broken Fixtures (Lighting)
All or a portion of the lighting that is associated with the
building itself. This does not include lighting attached to the
building utilized for purposes such as lighting the site.
Note: If a damaged fixture or fixtures presents a safety hazard,
rate it as severe, and recorded manually as a health and safety
concern. This includes, but is not limited to, broken fixtures that
have the potential to fall on pedestrians, or fixtures that could
lead to electrocution.
Severity Defined
Minor: N/A.
Major: Between 10% and 50% of the lighting fixtures surveyed are
visibly broken. The broken portion of the system does not constitute
an obvious safety hazard.
Severe: Over 50% of the lighting fixtures surveyed are visibly
broken; or the broken portion of the system constitutes an obvious
safety hazard.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually.
(Includes but not limited to ``Electrical Hazards'' or ``Hazards.'')
Missing/Broken Bulbs (Lighting)
Lamps are missing or broken from fixtures. May include
incandescent, fluorescent, mercury vapor, or others.
Note: This does not include SITE Lighting. Site Lighting is
covered under Site--Lighting.
Severity Defined
Minor: N/A.
Major: Between 10% and 50% of the fixtures surveyed have at
least a single bulb visibly missing or broken.
Severe: Over 50% of the fixtures surveyed have at least a single
bulb visibly missing or broken.
Comments
Major: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards.'')
Damaged/Clogged Drains (Roofs)
The drainage system does not effectively remove water.
Note: Generally, this deficiency applies to flat roofs. This
does not include gutters and downspouts. Refer to Building
Exterior--Roofs--Missing Components from Downspouts/Gutters.
Severity Defined
Minor: N/A.
Major: Debris around or in a drain is observed with no evidence
of ponding observed.
OR
Drain is damaged but still functions.
Severe: Debris around or in a drain is observed with evidence of
ponding observed.
OR
Damage is such that drain no longer functions.
Comments
Severe: Inspection by roofing specialist is recommended if doubt
of the severity of the condition exists.
Damaged Soffits/Fascia (Roofs)
Soffit fascia and/or associated components are damaged. May
provide visible
[[Page 33680]]
opportunity for water penetration or other damage from natural
elements.
Severity Defined
Minor: Damage to soffit/fascia is visible but no obvious
opportunities for water penetration are observed.
Major: N/A.
Severe: Soffits/Fascia are missing (from where required) or
damaged so that water penetration is visibly possible.
Comments
Severe: Inspection by roofing specialist is recommended if doubt
of the severity of the condition exists.
Damaged Vents (Roofs)
Damaged vents on or extending through the roof surface or
components are damaged and/or missing. Vents may include, but is not
limited to, ridge vents, soffit vents, gable vents, plumbing vents,
or gas vent. (NOTE: This does not include exhaust fans located on
the roof. Exhaust fans are covered under building systems--exhaust
system.)
Severity Defined
Minor: The vents are visibly damaged but do not present an
obvious risk to promote subsequent roof damage.
Major: N/A.
Severe: Vents are missing or visibly damaged to the extent that
subsequent roof damage is possible.
Damaged/Torn Membrane/Missing Ballast (Roofs)
Visible rip or wear in the membrane. Includes punctures, holes,
cracks, blistering, and separated seams.
Note: Includes flashing.
Severity Defined
Minor: N/A.
Major: Ballast has shifted and no longer performs function.
Severe: Visible damage to the membrane with visible signs of
current damage and/or leaks.
Comments
Severe: Inspection by roofing specialist is recommended if doubt
of severity of the condition exists.
Missing/Damaged Components from Downspout/Gutter (Roofs)
Components of the drainage system are visibly missing. The
system includes gutters, leaders, downspouts, splashblocks and drain
openings.
Note: This does not include clogged drains. Refer to Building
Exterior--Roofs--Clogged Drains.
Severity Defined
Minor: Splashblocks are missing or damaged.
Major: N/A.
Severe: Drainage system components are visibly missing or
damaged providing opportunities for damage to the roof, structure,
exterior wall surface, interior, or surrounding grounds.
Missing/Damaged/Shingles (Roofs)
The shingles are missing or damaged which includes, but is not
limited to, cracking, warping, cupping or deteriorated.
Note: A square is defined as 100 square feet.
Severity Defined
Minor: N/A.
Major: Up to 2 squares of surface material or shingles are
missing.
Severe: More than 2 squares of shingles are observed to be
missing from surveyed roofing areas.
Ponding (Roofs)
Evidence of areas of standing water exists.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Evidence of standing water on roof causing potential or
visible damage to roof surface or underlying materials.
Comments
Severe: Inspection by roofing specialist is recommended if doubt
of the severity of the condition exists.
Cracks/Gaps (Walls)
Visible split, separation, or gap in the exterior walls.
Severity Defined
Minor: Crack that is less than \1/8\ inch in width or depth.
Major: Crack that exceeds \1/8\ inch in width or depth. May also
provide opportunities for water penetration.
OR
Pieces, such as numerous bricks, that are separated from the
wall.
Severe: Large crack or gap visibly estimated to exceed \3/8\
inch in width or depth possibly indicating a serious structural
problem.
OR
Crack that is the full depth of the wall and/or provides
opportunity for water penetration.
OR
Wall sections that are broken apart.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Damaged Chimneys (Walls)
The chimney, including the portion extending above the roof
line, has separated from the wall or has cracks, spalling, missing
pieces, or broken sections.
Severity Defined
Minor: N/A.
Major: Surface of chimney is cracking, spalling, or otherwise
showing visible surface damage.
Severe: Part or all of the chimney has visibly separated from
the adjacent wall. Cracked or fallen pieces or sections may
currently be present or there is a risk of falling pieces creating a
safety hazard.
Missing Pieces/Holes/Spalling (Walls)
Deterioration, such as missing pieces, holes or spalling in the
exterior wall surface. May also be attributed to rotting materials;
or, concrete, stucco, or masonry wall is flaking, chipping, or
crumbling.
Severity Defined
Minor: N/A.
Major: Any missing piece, such as, a single brick or section of
siding, or hole.
OR
Deterioration that affects an area up to 8\1/2\'' x 11''.
Severe: Deterioration that causes any reinforcing material (re-
bar) to be exposed.
OR
More than one missing piece, such as a few bricks, or section of
siding or holes that affects an area larger than 8\1/2\'' x 11''.
OR
Any size hole that completely penetrates the exterior wall.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Missing/Damaged Caulking/Mortar (Walls)
Caulking designed to provide weather resistance or mortar is
missing or deteriorated.
Note: This doesn't include caulking relative to doors and
windows as they are covered in other areas. All other caulking, etc.
should be addressed here.
Severity Defined
Minor: Mortar is missing around a single masonry unit.
OR
Deteriorated caulk is confined to less than 12 inches.
Major: Mortar is missing in around more than one contiguous
masonry unit.
OR
Deteriorated caulking is evident in an area longer than 12
inches.
Severe: N/A.
Stained/Peeling/Needs Paint (Walls)
Paint is cracking, flaking, otherwise deteriorated. Water damage
or related problems have stained the paint.
Note: This does not include walls that are not intended to have
paint, such as most brick walls, etc.
Severity Defined
Minor: Visible observations estimate that less than 50% of a
single building exterior wall is affected.
Major: Visible observations estimate that more than 50% of a
single building exterior wall is affected.
Severe: N/A.
Broken/Missing/Cracked Panes (Windows)
Glass pane is broken, missing or cracked.
Severity Defined
Minor: Glass pane is cracked, but no sharp edges are present.
Major: N/A.
Severe: Glass pane is missing or broken.
Damaged/Missing Screens (Windows)
Screen is punctured, torn, is otherwise damaged or is missing.
Severity Defined
Minor: Screen has significant punctures, tears, is otherwise
damaged or is missing.
Major: N/A.
Severe: N/A.
[[Page 33681]]
Damaged Sills/Frames/Lintels/Trim (Windows)
Window sills, frames, sash lintels, or trim are damaged by
decay, rust, rot, corrosion, or other deterioration.
Severity Defined
Minor: N/A.
Major: Damage does not affect the window's intended operation.
Severe: Damage affects the window's intended operation.
Missing/Deteriorated Caulking/Glazing Compound (Windows)
Caulking or glazing compound to provide weather resistance is
missing or deteriorated.
Note: This also includes Thermopane or insulated windows that
have failed.
Severity Defined
Minor: Missing or deteriorated caulk or glazing compound is
confined to small areas with no evidence of damage to the window
and/or surrounding structure.
Major: Missing or deteriorated caulk or glazing compound is
consistently evident for the majority of the window with no evidence
of damage to the window and/or surrounding structure.
OR
2 or more of the windows surveyed have minor deficiencies.
Severe: Evidence of leaks or damage to the window or surrounding
structure.
Peeling/Needs Paint (Windows)
Paint covering the window assembly/trim is cracking, flaking, or
otherwise failing; or window assembly/trim is not painted or is
exposed to the elements.
Note: This does not include windows that are not intended to be
painted.
Severity Defined
Minor: Peeling paint and/or a window in need of paint is observed.
Major: N/A.
Severe: N/A.
Security Bars Prevent Egress (Windows)
Security bars are damaged, constructed or installed, such that
egress is severely limited or impossible.
Note: This does not include windows not designed or intended for
egress.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The ability to exit through the window is limited by
security bars that do not function properly and, therefore, pose
safety risks.
Deteriorated/Missing Caulking/Seals (Doors)
Sealant and stripping designed to provide weather resistance or
caulking is missing or deteriorated.
Severity Defined
Minor: For a single window, missing or deteriorated caulk is
confined to small areas with no evidence of damage to the door and/
or surrounding structure.
Major: For a single door, missing or deteriorated caulk is
consistently evident for the majority of the door with no evidence
of damage to the door and /or surrounding structure.
OR
2 or more of the doors surveyed have minor deficiencies.
Severe: For at least one door missing or deteriorated caulking
is evident along with evidence of leaks or damage to the door
surrounding structure; or more than half of the total door surveyed
have minor caulking deficiencies.
OR
The seal is missing.
Building Systems Inspectable Items
Items to inspect for ``Building Systems'' are as follows:
Domestic Water
Electrical System
Elevators
Emergency Power
Exhaust System
Fire Protection
HVAC
Sanitary System
Domestic Water (Building Systems)
Portion of the building system that provides potable water
conditioning, heating, and distribution taking its source from
outside the building and terminating in domestic plumbing fixtures.
The system typically consists of water conditioners (filters and
softeners), water heaters, transfer and circulating pumps,
strainers, and connecting piping, fittings, valves, and supports.
Note: This does not include portion of water supply that
connects to the heating and cooling system. Also, the delivery
points of the system such as sinks and faucets in units or common
areas.
This inspectable item can have the following deficiencies:
Central Hot Water Supply Inoperable
Leaking Central Water Supply
Misaligned Ventilation System
Missing Pressure Relief Valve
Rust/Corrosion on Heater Chimney
Water Supply Inoperable
Rust/Corrosion on Central Water Components
Electrical System (Building Systems)
Portion of the building system that safely provides electrical
power throughout the building. Including equipment that provides
control, protection, metering, and service.
Note: This does not include transformers or metering that
belongs to the providing utility. Equipment that is part of any
emergency power generating system. Terminal equipment such as
receptacles, switches, or panelboards that are located in the units
or common areas.
This inspectable item can have the following deficiencies:
Blocked Access/Improper Storage
Burnt Breakers
Evidence of Leaks/Corrosion
Frayed Wiring
Missing Breakers
Missing Covers
Elevators (Building Systems)
Vertical conveyance system for moving personnel, equipment,
materials, household goods, etc.
This inspectable item can have the following deficiency: Not
Operable.
Emergency Power (Building Systems)
Standby/backup equipment intended to supply illumination or
power or both, (battery or generator set) during utility outage.
This inspectable item can have the following deficiencies:
Run-Up Records/Documentation Not Available
Exhaust System (Building Systems)
The system used to primarily exhaust stale air from the
building. Primarily from the kitchen and bathroom areas.
Note: This does not include elements related to the HVAC system.
This inspectable item can have the following deficiencies: Roof
Exhaust Fans Inoperable
Fire Protection (Building Systems)
Building System designed to minimize the effects of a fire. May
include the following: fire walls and doors, portable fire
extinguishers, and permanent sprinkler systems.
Note: This does not include fire detection, alarm, and control
devices.
This inspectable item can have the following deficiencies:
Missing Sprinkler Head
Missing/Damaged/Expired Extinguishers
HVAC (Building Systems)
Portion of the building system that provides ability to heat or
cool the air within the building. Includes equipment such as
boilers, burners, furnaces, fuel supply, hot water and steam
distribution, and associated piping, filters, and equipment. Also
includes air handling equipment and associated ventilation ducting.
This inspectable item can have the following deficiencies:
Boiler/Pump Leaks
Fuel Supply Leaks
General Rust/Corrosion
Gas Fired Unit `` Missing/Misaligned Chimney
Sanitary System (Building Systems)
Portion of the building system that provides for the disposal of
waste products with discharge to the local sewage system. Can
include sources such as domestic plumbing fixtures, floor drains,
and other area drains. Consists of floor drains and traps,
collection sumps, sewage ejectors, sewage pumps, and collection
piping, fittings, valves, and supports.
Note: This does not include site storm drainage. Refer to Site--
Storm Drainage.
This inspectable item can have the following deficiencies:
Broken/Leaking/Clogged Pipes or Drains (Sanitary System)
Missing Drain/Cleanout/Manhole Covers
[[Page 33682]]
Leaking Central Water Supply (Domestic Water)
Water visibly leaking from any water system component. Includes
valve flanges, stems, bodies, hose bibbs or from any domestic water
tank or its pipe or pipe connections.
Note: This includes both hot and cold water.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Water is visibly leaking.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards''.)
Misaligned Ventilation System (Domestic Water)
The ventilation system on a gas/oil fired water heater is
misaligned.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any misalignment/damaged which may cause improper or
dangerous venting of exhaust gases.
Missing Pressure Relief Valve (Domestic Water)
Pressure relief valve on central hot water heating system is not
present.
Note: This does not include the pipe from the PRV to the floor.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: No pressure relief valve present.
Rust/Corrosion on Central Water Components (Domestic Water)
The material condition of the equipment and/or associated piping
shows evidence of flaking, discoloration, pitting or crevices.
Severity Defined
Minor: N/A.
Major: Significant formations of metal oxides are visible or a
noticeable pit or crevice has developed.
Severe: Condition has rendered equipment and/or piping
inoperable.
Rust/Corrosion on Heater Chimney (Domestic Water)
The material condition of the water heater chimney shows
evidence of flaking, discoloration, pitting or crevices.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The water heater chimney shows evidence of flaking,
discoloration, pitting or crevices which may result in holes,
ultimately, allowing leaks of toxic gases from the chimney.
Water Supply Inoperable (Domestic Water)
Water is unavailable at unit or common area faucets.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Running water is unavailable within any area of the
building.
Blocked Access/Improper Storage (Electrical System)
The placing of any object that will delay or prevent access to
any panelboard or main power switch.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: One or more items are placed in front of the building
systems' electrical panel.
Burnt Breakers (Electrical System)
Breakers having carbon on the plastic body, or plastic body is
melted and scarred.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any signs of carbon residue or breaker is melted and/or
has arcing scars.
Evidence of Leaks/Corrosion (Electrical System)
Liquid stains, rust marks or other signs of corrosion are found
on electrical enclosures or hardware.
Note: Do not address surface rust if it does not affect the
condition of the electrical enclosure.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any corrosion that affects the condition of the current
carrying components. Stains and/or rust on the interior of
electrical enclosures or evidence of water leaks are present in the
enclosure or hardware.
Frayed Wiring (Electrical System)
Insulation may be frayed, stripped, or removed resulting in a
potentially dangerous condition.
Note: This does not include any wires not intended to be
insulated, such as grounding wires.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Nicks, abrasions or fraying of the insulation.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards.'')
Missing Breakers (Electrical System)
An open circuit breaker position in a panel-board, main panel
board or other electrical box containing circuit breakers; not
appropriately blanked-off.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Open breaker port.
Missing Covers (Electrical System)
Missing covers on any electrical device box, panel box, switch
gear box, control panel, etc., where visible electrical connections
are exposed.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Cover is missing resulting in exposed visible electrical
connections.
Not Operable (Elevators)
Elevator will not ascend or descend. Door will not open or
close. Door opens without cab being present.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any elevator that is either inoperable or doors open
without cab present.
Auxiliary Lighting Inoperable (Emergency Power)
Emergency lighting which provides illumination during periods of
power outage.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Auxiliary lighting does not function.
Severity Defined
Minor: N/A.
Major: Current records (within the last 12 months) are lost but
old records demonstrate proper use.
Severe: No records are available.
Roof Exhaust Fans Inoperable (Exhaust System)
The ventilation system to exhaust kitchen and/or bathroom air is
inoperable.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Roof exhaust fan unit is inoperable.
Missing Sprinkler Head (Fire Protection)
Any sprinkler head connected to the central fire protection
system is missing, visibly disabled, blocked, and/or capped.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any sprinkler head is missing, visibly disabled,
blocked, and/or capped.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Missing/Damaged/Expired Extinguishers (Fire Protection)
A portable fire extinguisher is not in its proper location, is
damaged or the extinguisher certification has expired.
Note: This includes fire hoses in fire cabinets.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Missing or damaged extinguisher, or expired extinguisher
certificate is observed.
[[Page 33683]]
Boiler/Pump Leaks (HVAC)
Escaping of water/steam from unit casing or system piping.
Note: This does not include fuel supply leaks. See Building
Systems--HVAC fuel supply leaks. Also, don't include steam escaping
from pressure relief valves.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Visible leak is observed.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Include but not limited to ``Hazards.'')
Fuel Supply Leaks (HVAC)
There is evidence of fuel escaping from a fuel storage tank or
fuel line.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any leakage of fuel from the supply tank or piping.
Gas Fired Unit--Missing/Misaligned Chimney (HVAC)
The exhaust system on a gas/oil fired unit is misaligned.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any misalignment which causes improper or dangerous
venting of gases.
General Rust/Corrosion (HVAC)
The material condition of the equipment and/or associated
piping/ducting shows evidence of flaking, discoloration, pitting or
crevices.
Severity Defined
Minor: N/A.
Major: Significant formations of metal oxides are visible or a
noticeable pit or crevice has developed.
Severe: Condition has rendered equipment and/or piping
inoperable.
Broken/Leaking/Clogged Pipes or Drains (Sanitary System)
Any visible leaks in sanitary system components or visibly
clogged drains.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Visible active leaks are observed within or around the
system components. Standing water, puddles, or ponding have occurred
which is indicative of leaks or clogged drains.
Missing Drain/Cleanout/Manhole Covers (Sanitary System)
The protective covers are not present.
Note: This also includes covers observed while walking the site.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Cover is missing.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Include but is not limited to ``Air Quality'',
``Hazards.'')
Common Areas Inspectable Items
Items to inspect for ``Common Areas'' are as follows:
Basement/Garage/Carport
Closet/Utility/Mechanical
Community Room
Day Care
Halls/Corridors/Stairs
Kitchen
Laundry Room
Lobby
Office
Other Community Spaces
Patio/Porch/Balcony
Pools and Related Structures
Restrooms/Pool Structures
Storage
Trash Collection Areas
Basement/Garage/Carport (Common Areas)
Basement: the lowest habitable story of a building, usually
below ground level. Garage: a building or wing of a building in
which to park a car. Carport: a roof projecting from the side of a
building or free standing, used to shelter an automobile.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Closet/Utility/Mechanical (Common Areas)
An enclosed room or closet housing machines and/or equipment
that service the building.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Community Room (Common Areas)
Meeting place used by members of a community for social,
cultural, or recreational purposes.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Outlets/Switches
Smoke Detector
Stairs/Hand Railings
Walls Damaged
Lighting Damaged/Inoperable
Windows Damaged
Day Care (Common Area)
Place that provides daytime supervision, training, and medical
services for preschool children or for the elderly.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Halls/Corridors/Stairs (Common Areas)
Passageway in a building, which organizes its rooms, apartments
and staircases.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Damaged
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Graffiti
Mailboxes Damaged
Kitchen (Common Areas)
A place where food is cooked or prepared. The facilities and
equipment used in preparing and serving food.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
Kitchen
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Laundry Room (Common Areas)
Place where soiled clothes and linens are washed and/or dried.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Laundry Room
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Lobby (Common Area)
A foyer, hall, or waiting room at or near the entrance of a
building.
This inspectable item can have the following deficiencies:
[[Page 33684]]
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Office (Common Areas)
Place in which business, professional, or clerical activities
are conducted. This inspectable item can have the following
deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Other Community Spaces (Common Areas)
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Patio/Porch/Balcony (Common Areas)
Covered entrance to a building, usually with a separate roof or
a recreation area that adjoins a unit.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Patio/Porch/Balcony
Stairs/Hand Railings Damaged
Walls Damage
Windows Damaged
Pools and Related Structures (Common Areas)
Swimming pools and related structures including fencing, etc.
This inspectable item can have the following deficiencies: Pool
and Related Structures--Damaged/Not Operational.
Restrooms/Pool Structures (Common Area)
A room equipped with a water closet or toilet, tub and/or
shower, sink, cabinet(s) and/or closet. This includes locker rooms
or bathhouses associated with swimming pools.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Restrooms
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Storage (Common Areas)
A room in which items are kept for future use.
This inspectable item can have the following deficiencies:
Ceiling Damaged
Doors Damaged
Floors Damaged
HVAC System Inoperable
Lighting Damaged/Inoperable
Outlets/Switches Damaged
Smoke Detector Inoperable
Stairs/Hand Railings Damaged
Walls Damaged
Windows Damaged
Trash Collection Areas (Common Areas)
Collection areas for trash/garbage common pick-up.
This inspectable item can have the following deficiencies: Trash
Collection Areas.
Electrical--Blocked Access/Improper Storage (Common Areas)
The placing of any object that will delay or prevent access to
any panelboard or main power switch.
Severity Defined
Minor: N/A.
Major: N/A
Severe: One or more items are placed in front of the unit's
electrical panel, impeding accessibility in time of an emergency.
Electrical--Burnt Breakers (Common Areas)
Breakers having carbon on the plastic body, or plastic body is
melted or scarred.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any signs of carbon residue or breaker is melted and/or
has arcing scars.
Electrical--Evidence of Leaks/Corrosion (Common Areas)
Liquid stains, rust marks or other signs of corrosion are found
on electrical enclosures or hardware.
Note: Do not address surface rust if it does not affect the
condition of the electrical enclosure.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any corrosion that affects the condition of the current
carrying components. Stains and/or rust on the interior of
electrical enclosures or evidence of water leaks are present in the
enclosure or hardware.
Electrical--Frayed Wiring (Common Areas)
Insulation may be frayed, stripped, or removed resulting in a
potentially dangerous condition.
Note: This does not include any wires not intended to be
insulated, such as grounding wires.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Nicks, abrasions or fraying of the insulation.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards.'')
Electrical--Missing Breakers (Common Areas)
An open circuit breaker position in a panel-board, main panel
board or other electrical box containing circuit breakers; not
appropriately blanked-off.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Open breaker port.
Electrical--Missing Covers (Common Areas)
Missing covers on any electrical device box, panel box, switch
gear box, control panel, etc., where visible electrical connections
are exposed.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Cover is missing resulting in exposed visible electrical
connections.
Ceiling--Bulging/Buckling (Common Areas)
Ceiling has bowed, deflected, is sagging, or has deviated from
original horizontal alignment.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Bulging, buckling, or sagging is observed.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Ceiling--Holes/Missing Tiles/Panels/Cracks (Common Areas)
Punctures in the ceiling surface. May or may not penetrate
completely. Panels or tiles may be missing or damaged.
Severity Defined
Minor: Small holes or missing tile/panel found in a ceiling,
visually estimated at no larger than a sheet of paper (8\1/2\ x 11
inches). Hole does not fully penetrate into the area above (cannot
see through it).
Major: A hole or missing tile/panel is found which is visually
estimated to be larger than a sheet of paper (8\1/2\ x 11 inches)
but does not fully penetrate into the area above (cannot see through
it).
OR
A crack greater than \1/8\'' wide and a minimum of 11'' long.
Severe: Any hole is found which fully penetrates into the area
above (can see through the hole to upper space).
[[Page 33685]]
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Hazards.'')
Ceiling--Needs Paint (Common Areas)
Paint is peeling, cracking, flaking, otherwise deteriorated, or
surface is not painted.
Severity Defined
Minor: Area affected is less than 4 square feet.
Major: Area affected is greater than 4 square feet.
Severe: N/A.
Ceiling--Water Stains/Water Damage/Mold/Mildew (Common Areas)
Visible evidence of water infiltration, mold, or mildew exists.
Damage such as saturation or surface failure may have occurred.
Severity Defined
Minor: For a single ceiling, visible indication of a leak, mold,
or mildew, such as a darkened area, exists over a small area (less
than 4 sq. ft.). Water may or may not be evident. Visual
observations estimate that less than 10% of the ceiling surface area
is affected.
Major: For a single ceiling, visible indication of a leak mold
or mildew, such as a darkened area, exists over a large area (more
than 4 sq. ft.). Water may or may not be evident.
OR
Visual observations estimate that 10% to 50% of the ceiling area
has minor damage.
Severe: Visual observations estimate that a large portion (50%
of its surface area) of one ceiling has been exposed to substantial
saturation or damage due to water, mold, or mildew. Visible cracks,
moist areas, mold, or mildew are evident. The ceiling surface may
have failed.
OR
Cases where visual observations estimate that more than 50% of
the ceiling area shows minor defined signs of damage, stains, mold,
or mildew.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Air Quality.'')
Doors--Broken/Missing Glazing/Glass (Common Areas)
The glass and/or compound/structure to support and hold glass or
other materials within a frame are missing or broken.
Severity Defined
Minor: For one or more doors, glazing is inadequate to secure
glass, but door is usable and presents no immediate security risk.
Major: N/A.
Severe: For at least one door, the operation, function, or
security of the door is destroyed by the missing or broken glazing
and/or glass. One door in this condition is sufficient to classify
the door system as severe.
Doors--Damaged Surface (Holes/Paint/Rusting) (Common Areas)
Damage in the door surface that may affect either the surface
protection or the strength of the door, or it may compromise
building security or privacy. Includes holes, peeling/cracking/no
paint, or significant rust.
Note: A restroom, fire door, or entry door impacted is severe.
Severity Defined
Minor: Any one door has either: small holes (less than \1/4\
inch in diameter); cracking/peeling paint; and/or the door or its
components are rusting.
Major: If more than one door has minor surface damage as defined
above.
OR
Any single door that has a hole or holes ranging in size from
\1/4\ inch up to 1 inch diameter.
Severe: Any single door has a hole or holes larger than 1 inch
in diameter or significant peeling/cracking/no paint or rust that
affects the integrity of the door surface.
Doors--Damaged Frames/Threshold/Lintels/Trim (Common Areas)
The frame, header, jamb, threshold, lintels, or trim, is visibly
warped, split, cracked, or broken in some manner.
Severity Defined
Minor: A single door's frame/threshold/lintel and/or trim is
damaged but does not hinder door operation. The damaged door frame
does not prevent door from being locked.
Major: More than one door has the minor damage defined above.
Severe: At least one door is rendered inoperable and/or
unlockable due to damage to the door's frame/threshold/lintel and/or
trim.
OR
Minor damage as defined above affects a restroom, entry, or fire
door.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Hazards.'')
Doors--Damaged Hardware/Locks (Common Areas)
The attachments to a door to provide hinging, hanging, opening,
closing, or security are damaged or missing. Includes locks, panic
hardware, overhead door tracks, springs and pulleys, sliding door
tracks and hangers, and door closures.
Severity Defined
Minor: A single door's hardware, as defined above, is damaged
but does not hinder current door operation. The door functions, is
lockable, and the door's panic hardware is operable.
Major: More than one door has minor damaged hardware as defined
above.
Severe: A single door is rendered inoperable and/or unlockable
due to damage to the door's hardware.
OR
Minor damaged as defined above affects a restroom, entry or fire
door.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Doors--Deteriorated/Missing Seals (Common Areas)
The seals and stripping around the door(s) designed to provide
fire resistance are damaged or missing.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: For a single door the seals are missing. Seals are
damaged to the point that they no longer serve the intended purpose.
Doors--Missing Door (Common Areas)
Door is absent.
Note: A restroom, entry or fire door impacted is severe.
Severity Defined
Minor: The missing door is not a restroom, entry, or fire door.
Major: Missing doors are not an entry, restroom, or fire door.
They present no hazard and visual observation shows two doors or up
to 50% of the doors are missing.
Severe: The missing door is a restroom, entry, or fire door.
OR
Visual observation estimates more than 50% of the doors are
missing.
Comments
Severe: If condition is a health and safety concern it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Floors--Bulging/Buckling (Common Areas)
Floor has bowed, deflected, is sagging, or has deviated from
original horizontal alignment.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Bulging, buckling, or sagging is observed.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Floors--Floor Covering Damaged (Common Areas)
Damage to the carpet, tiles, wood, sheet vinyl, or other floor
covering.
Severity Defined
Minor: For a single floor, floor covering may have stains,
surface burns, shallow cuts, small holes, tears, loose areas or
exposed seams. The covering is fully functional. Visual observation
estimates that less than 10% of the floor area is affected. Does not
present a safety hazard.
Having minor damage as described above are affected. Visual
observations estimate that 10% to 50% of the floors are affected.
Severe: For a single floor, large sections of the covering are
damaged estimated at more than 50% of the floor area.
OR
Floor covering damage that exposes the underlying material.
[[Page 33686]]
OR
Covering that has failed in most traffic areas.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Floors--Missing Flooring (Common Areas)
Flooring such terrazzo, hardwood, ceramic tile or other flooring
material is missing.
Severity Defined
Minor: For a single floor small holes in areas of the floor
surface. Visual observations estimate less than 10% of the floors
surveyed are affected. No safety problems exist due to this
condition.
Major: Visual observations estimate 10% to 50% of the floors
have minor holes/damage. No safety problem exists due to this
condition.
Severe: Visual observations estimate more than 50% of the floors
are affected by minor holes/damage; or the holes are sufficient for
safety to be compromised. One concern involving compromised safety
is sufficient to classify the floor system as severe.
Floors--Needs Paint (Common Areas)
For floors that are painted, paint is peeling, cracking,
flaking, or otherwise deteriorated.
Note: This applies to any painted floor surface, typically
concrete.
Severity Defined
Minor: For a single floor, a peeling condition exists. Up to or
less than 50% of the floor is affected.
Major: For a single floor, a peeling condition exists. More than
50% of the floor is affected.
Severe: N/A.
Floors--Rot/Deteriorated Subfloor (Common Areas)
Subfloor has decayed or is decaying.
Severity Defined
Minor: N/A.
Major: Condition is slightly noticeable. Small areas of rot or
spongy flooring are found. Inspection observations estimate less
than 10% of the floors are affected.
Severe: Large areas of rot are readily visible. Application of
weight causes noticeable deflection. Inspection observations
estimate more than 10% of floors are affected.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Floors--Water Stains/Water Damage/Mold/Mildew (Common Areas)
Visible evidence of water infiltration, mold, or mildew exists.
Damage such as saturation or surface failure may have occurred.
Severity Defined
Minor: N/A.
Major: Visible indication of a water stain, mold, or mildew,
such as darkened area, exists over a small area (4 sq. ft. or less).
Water may or may not be evident.
Severe: Visual observations estimate that a large portion of
floor has been exposed to substantial saturation or damage due to
water, mold, or mildew. Visible cracks, mold, moist areas and
flaking are evident. The floor surface may have failed.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Air Quality,''
``Hazards.'')
Lighting Damaged/Inoperable (Common Areas)
Lighting fixture is damaged, inoperable, or missing.
Severity Defined
Minor: N/A.
Major: The permanent lighting fixture is damaged, inoperable or
missing.
Severe: N/A.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards,'' ``Hazards.'')
Outlets/Switches/Cover Plates--Missing/Broken (Common Areas)
The flush plate used to cover the opening surrounding a switch
or outlet is damaged or does not exist. Switch or outlet is missing.
Severity Defined
Minor: Outlet or switch has broken cover plate which does not
result in exposed wiring.
Major: N/A.
Severe: An outlet or switch is missing.
OR
A cover plate is missing or broken resulting in exposed wiring.
Smoke Detector--Missing/Inoperable (Common Areas)
Smoke detector will not activate, or is missing.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: A single missing or inoperable smoke detector is severe.
Stairs--Broken/Missing Hand Railing (Halls/Corridors/Stairs)
The hand rail is damaged or non-existent.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The hand-rail for four or more stairs is completely
missing or damaged, loose or otherwise unusable.
Stairs--Broken/Damaged/Missing Steps (Halls/Corridors/Stairs)
The horizontal tread or stair surface is damaged or non-
existent.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Step is broken, damaged or missing.
Mailbox Missing/Damaged (Halls/Corridors/Stairs)
Mailbox does not function properly due to deterioration, damage,
or is absent.
Severity Defined
Minor: Mailbox is damaged, vandalized, or deteriorated, but
functional.
Major: N/A.
Severe: Mailbox is damaged, vandalized, or deteriorated, and as
a result, is not functional.
OR
Mailbox is missing.
Graffiti (Halls/Corridors/Stairs)
Visual observation of a crude, (not recognizable as an art
form), inscription or drawing scratched, painted or sprayed on a
building surface, retaining wall, or fence so as to be seen by the
public.
Note: Do not count full wall murals and similar art forms as
graffiti.
Severity Defined
Minor: Visual graffiti observed in at least one location/area.
Major: Graffiti observed in 2-5 locations/areas.
Severe: Graffiti observed in 6 or more locations/areas.
Walls--Bulging/Buckling (Common Areas)
Wall has bowed, deflected, sagged or has deviated from original
vertical alignment.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Bulging/Buckling or sagging is observed.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Walls--Damaged/Deteriorated Trim (Common Areas)
Cove molding, chair rail, base molding or other decorative trim
is damaged or has decayed.
Severity Defined
Minor: Small areas of deterioration in the trim surfaces. Visual
observations estimate that less than 10% of the wall area surveyed
is affected.
Major: Large areas of deterioration in the trim surfaces. Visual
observation estimate that 10% to 50% in any of the wall area
surveyed is affected.
Severe: Significant areas of deterioration in the wall surfaces.
Visual observations estimate that more than 50% of the wall area
surveyed is affected.
Walls--Damaged (Common Areas)
Punctures in the wall surface. May or may not penetrate
completely. Panels or tiles may be missing or damaged. Does not
include small holes created by hanging pictures, etc.
Severity Defined
Minor: A hole missing tile/panel, or other damage found in a
wall, visually estimated at no larger than 8\1/2\ x 11 inches. Hole
does
[[Page 33687]]
not fully penetrate into the adjoining room (cannot see through it).
Major: A hole missing tile/panel or other damage wall that is
larger than a sheet of paper (8\1/2\ x 11).
OR
A crack greater than \1/8\'' in wide and a minimum of 11'' long.
Severe: A hole of any size is found in one or more walls which
fully penetrates into an adjoining room (can see through the hole).
OR
Two or more walls have major holes.
Walls--Needs Paint (Common Areas)
Paint is peeling, cracking, flaking, otherwise deteriorated.
Severity Defined
Minor: Area affected is less than 4 square feet.
Major: Area affected is greater than 4 square feet.
Severe: N/A.
Walls--Water Stains/Water Damage/Mold/Mildew (Common Areas)
Walls are not watertight. Visible evidence of water
infiltration, mold, or mildew exists. Damage such as saturation or
surface failure may have occurred.
Severity Defined
Minor: For a single wall, visible indication of a leak, mold, or
mildew, such as darkened area, exists over a small area. (less than
4 sq. ft. by visual estimate). Water may or may not be evident.
Major: For a single wall, visible indication of a leak exists
over a large area (visually estimated at more than 4 sq. ft.). Water
is probably evident.
Major: Visual observation estimates that a large portion (more
than 50% of the surface) of one or more walls have been exposed to
substantial saturation or damage due to water, mold, or mildew.
Visible cracks, moisture area, mold and flaking are evident. The
wall surface may have failed. One occurrence of this condition is
sufficient to classify the wall system as severe.
OR
Visual observations estimate that more than 50% of the wall
surface in any one area shows signs of water damage, stains, mold,
or mildew.
Windows--Cracked/Broken/Missing Panes (Common Areas)
Glass or pane is cracked, broken or missing.
Severity Defined
Minor: Cracked window pane is observed.
Major: N/A.
Severe: Glass pane is broken or missing.
Windows--Damaged Window Sill (Common Areas)
The horizontal member of the window that bears the upright
portion of the frame is damaged.
Severity Defined
Minor: Sill is damaged but still present. The inside of the
surrounding wall is not exposed. No impact to window operation or
weather tightness is visually apparent.
Major: Sill is missing or damaged enough to expose the inside of
the surrounding walls and/or compromise its weather tightness.
Severe: N/A.
Windows--Security Bars Prevent Egress (Common Areas)
Security bars are damaged, constructed or installed such that
egress is severely limited or impossible.
Note: This does not include windows not designed or intended for
egress.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The ability to exit through the window is limited by
security bars that do not function properly and, therefore, pose
safety risks.
HVAC--Gas Fired Unit--Missing/Misaligned Chimney (Common Areas)
The exhaust system on a gas fired unit is misaligned.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any misalignment which causes improper or dangerous
venting of gases.
HVAC--Inoperable (Common Areas)
The heating, cooling, or ventilation system is inoperable.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The HVAC does not function, providing neither necessary
heating or cooling as designed. System does not respond when the
controls are engaged.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
HVAC--Noisy/Vibrating/Leaking (Common Areas)
The HVAC distribution components, including fans, are the source
of abnormal noise, unusual vibration, or leaks.
Severity Defined
Minor: N/A.
Major: The HVAC system exhibits or shows signs of abnormal
vibration, other noise or leaks when engaged. The condition does not
prevent the system from providing heating or cooling sufficient to
maintain a minimum temperature range in the major living areas of
the unit.
Severe: N/A.
HVAC--Radiator Covers Missing/Damaged (Common Areas)
Radiator cover is missing, damaged or inoperable.
Severity Defined
Minor: N/A.
Major: Radiator is damaged, impeding proper heating and cooling,
but not creating any type of safety hazard.
Severe: Radiator is missing, damaged or substantially not
installed to burn, fan or other potentially serious hazards.
HVAC--Rusted/Corroded (Common Areas)
The material condition of the equipment and/or associated
piping/ducting shows evidence of flaking, discoloration or pitting.
Severity Defined
Minor: N/A.
Major: Significant formations of metal oxides are visible or a
noticeable pit or crevice has developed.
Severe: Condition has rendered equipment and/or piping
inoperable.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Call-for-Aid Inoperable (Common Areas)
Call-for-Aid is inoperable.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: System does not function as intended.
Countertops--Missing/Damaged (Common Areas)
A flat work surface in a kitchen often integral to lower cabinet
space is missing or deteriorated.
Severity Defined
Minor: Counter-top surface is discolored; materials have begun
to separate or minor scratching and chipping is present.
Major: Surface shows advanced stage of deterioration and/or
scratching, chipping.
Severe: Countertop working surface is missing or deteriorated
and/or damaged and does not provide a sanitary surface to prepare
food.
Cabinets--Missing/Damaged (Common Areas)
A case, box or piece of furniture with sets of drawers or
shelves, with doors, primarily used for storage, mounted on walls or
mounted on floors.
Severity Defined
Minor: Cabinet is discolored; materials have begun to separate
or minor scratching and chipping is present. Cabinet assembly is
present; up to two cabinets may be only marginally functional.
Major: Several (up to 50%) cabinets are either missing, damaged,
or lacking adequate doors and/or shelves.
Severe: A significant number (more than 50%) of cabinets are
either missing, damaged, or lacking adequate doors and/or shelves.
Dishwasher/Garbage Disposal--Inoperable (Kitchen) (Day Care) (Other
Community Spaces)
A dishwasher or garbage disposal, if provided, does not work.
Severity Defined
Minor: N/A.
Major: The dishwasher or garbage disposal does not work.
[[Page 33688]]
Severe: N/A.
Exhaust Systems--Excessive Grease/Inoperable (Kitchen)
Failure of apparatus to draw cooking exhaust.
Severity Defined
Minor: Accumulation of dirt threatens the free passage of air.
Major: N/A.
Severe: Exhaust fan is inoperable or flue may be completely
blocked based on visual estimation.
GFI--Inoperable (Kitchen)(Restrooms/Pool Structures)
GFI is present and inoperable.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: GFI is present and is found inoperable.
Fencing--Damaged/Not Intact (Pools and Related Structures)
Fencing surrounding the swimming pool was observed to be
damaged.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any damage that compromises the integrity of the fence.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Hazards.'')
Pool--Not Operational (Pools and Related Structures)
Pool was not in operation during the inspection.
Note: If not operational due to seasonal changes the observation
should still be recorded that the pool was not in operation.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Pool was observed not to be operational.
Lavatory Sink--Damaged/Missing (Restrooms/Pool Structures)
Sink, faucet, or accessories are missing, damaged or inoperable.
Severity Defined
Minor: Presence of extensive discoloration and/or cracks in the
basin. Sink is still usable.
Major: N/A.
Severe: Absence or failure of the sink and/or associated
hardware. Sink is unusable.
Plumbing--Clogged Drains (Kitchen) (Restrooms/Pool Structures)
Water does not drain adequately in shower, sink, tub or basin.
Severity Defined
Minor: Water does not drain freely when stopper is disengaged.
Sink is usable.
Major: N/A.
Severe: Drain is completely clogged or has suffered extensive
deterioration. Sink is not usable.
Plumbing--Leaking Faucet/Pipes (Kitchen) (Restrooms/Pool Structures)
Sink faucet or piping leaks.
Severity Defined
Minor: Leak or drip that is contained by basin. Faucet is
usable.
Major: N/A.
Severe: Faucet leak and surrounding area is adversely affected.
OR
Piping leaks and surrounding area is adversely affected.
Range/Stove--Missing/Damaged/Inoperable (Kitchen)
Unit is absent or damaged.
Severity Defined
Minor: Unit's surface is dented, chipped or scratched. Operation
of doors or drawers is impeded but stove is operational. Burner is
misaligned and flame is not distributed equally. Pilot light is out
on one or more burners.
Major: N/A.
Severe: The unit is missing, or any burners and/or oven is
inoperable.
Refrigerator--Missing/Damaged/Inoperable (Kitchen)
The refrigerator does not perform adequately.
Severity Defined
Minor: Refrigerator has excessive accumulation of ice.
OR
Seals around doors are deteriorated.
OR
Operation of doors or drawers is impeded but refrigerator is
operational.
Major: N/A.
Severe: Refrigerator is missing or does not cool at all.
Sink--Damaged/Missing (Kitchen)
Sink, faucet or accessories are missing, damaged, or inoperable.
Severity Defined
Minor: Presence of extensive discoloration and/or cracks in the
basin. Sink & hardware are still usable for food preparation.
Major: N/A.
Severe: Sink or hardware is missing or is totally unusable for
food preparation.
Dryer Vent Missing/Damaged/Inoperable (Laundry Room)
Inadequate means is available to vent accumulated heat to
outside.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Dryer vent is missing or is visually determined to be
inoperable (blocked). Dryer exhaust is not effectively vented to the
outside.
Baluster/Side Railings Damaged (Patio/Porch/Balcony)
Baluster or side railing on this exterior improvement is loose,
damaged or inoperable, limiting the safe use of this area.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The baluster and/or side rails enclosing this area are
loose, damaged or missing, impeding the safe use of this area.
Restroom Cabinet--Damaged/Missing (Restrooms/Pool Structures)
Damaged or missing cabinets, vanity tops, drawers, shelves, and
doors to include medicine cabinets and vanities.
Severity Defined
Minor: One or more cabinets/vanities have missing and/or damaged
shelves, vanity tops, drawers, and/or doors, but all cabinets are
fully usable.
Major: N/A.
Severe: One or more cabinets are missing or are not usable for
storage due to their poor condition.
Shower/Tub--Damaged/Missing (Restrooms/Pool Structures)
Shower/tub or components are damaged or non-existent.
Minor: N/A.
Major: Presence of extensive discoloration and/or cracks in the
basin. Shower/tub is usable.
Severe: Absence or failure of the shower, tub, faucets or drains
and/or associated hardware. Shower or tub are unusable for any
reason.
Ventilation/Exhaust System--Inoperable (Restrooms/Pool Structure)
Failure of apparatus to exhaust air.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Exhaust fan is inoperable or restroom window cannot be
opened.
Water Closet/Toilet--Damaged/Clogged/Missing (Restrooms/Pool
Structures)
Water closet/toilet is damaged or non-existent.
Severity Defined
Minor: N/A.
Major: Fixture elements, such as but not limited to the seat,
the flush handle, the cover, etc., are missing or damaged.
Severe: Fractured or broken bowl will not retain water. Fixture
may not exist or a hazardous condition exists. Absence of all
flushing ability due to obstruction or other defect.
Chutes Damaged/Missing Components (Trash Collection Areas)
Structure that is utilized to direct garbage into the
appropriate storage container. Components include but are not
limited to the chute, the chute door.
Note: Do not evaluate the door that leads to the trash room.
Severity Defined
Minor: N/A.
Major: Substantially reduced capacity to dispose of refuse.
Severe: Broken or inadequate collection structure causes garbage
to backup into chutes. Compactors or components have failed.
Unit Inspectable Items
Items to inspect for ``Unit'' are as follows:
[[Page 33689]]
Bathroom
Call-for-Aid
Ceiling
Doors
Electrical System
Floors
Hot Water Heater
HVAC System
Kitchen
Lighting
Outlets/Switches
Patio/Porch/Balcony
Smoke Detector
Stairs
Walls
Windows
Call-for-Aid (Unit)
System to summon help. May be visual, audible, or both. May be
activated manually or automatically when pre-programmed conditions
are met.
This inspectable item can have the following deficiency:
Inoperable
Ceiling (Unit)
The visible overhead structure lining the inside of a room or
area.
This inspectable item can have the following deficiencies:
Bulging/Buckling
Holes/Missing Tiles/Panels
Needs Paint
Water Stains/Water Damage/Mold/Mildew
Doors (Unit)
Means of access to the interior of a unit, room within the unit,
or closet. Doors provide privacy and security, control passage,
provide fire and weather resistance.
This inspectable item can have the following deficiencies:
Damaged Surface Holes/Paint/Rusting
Damaged Frames/Threshold/Lintels/Trim
Damaged Hardware/Locks
Damaged/Missing Screen/Storm/Security Door
Deteriorated/Missing Seals (Entry Only)
Missing Door
Electrical System (Unit)
Portion of the building system that safely provides electrical
power throughout the building. Includes equipment that provides
control, protection, metering, and service.
This inspectable item can have the following deficiency:
Blocked Access to Electric Panel
Burnt Breakers
Evidence of Leaks Corrosion
Frayed Wiring
GFI Inoperable
Missing Breakers
Missing Covers
Floors (Unit)
The visible horizontal surface system within a room or area
underfoot; the horizontal division between two stories of a
structure.
This inspectable item can have the following deficiencies:
Bulging/Buckling Floor
Covering Damage
Missing Flooring
Needs Paint
Rot/Deteriorated Subfloor
Water Stains/Water Damage/Mold/Mildew
Hot Water Heater (Unit)
This inspectable item can have the following deficiencies:
Gas Fired Unit--Missing/Misaligned Chimney
Inoperable Unit/Components
Leaking Valves/Tanks/Pipes
Pressure Relief Valve Missing
Rust/Corrosion
HVAC System (Unit)
System to provide heating, cooling and ventilation to the unit.
This does not include building heating or cooling system
deficiencies such as boilers, chillers, circulating pumps,
distribution lines, fuel supply, etc., OR occupant owned or supplied
heating sources.
This inspectable item can have the following deficiencies:
Inoperable
Noisy/Vibrating/Leaking
Rust/Corrosion
Gas Fired Unit--Missing/Misaligned Chimney
Convection/Radiant Heat System/Covers Missing/Damaged
Kitchen (Unit)
A place where food is cooked or prepared. The facilities and
equipment used in preparing and serving food.
This inspectable item can have the following deficiencies:
Cabinets--Missing/Damaged
Plumbing--Clogged Drains
Plumbing--Leaking Faucets/Pipes
Range/Stove--Missing/Damaged/Inoperable
Refrigerator--Missing/Damaged/Inoperable
Dishwasher/Garbage Disposal--Inoperable
Range Hoods/Exhaust Fans--Excessive Grease/Inoperable
Countertops--Missing/Damaged
Sink--Missing/Damaged
Lighting (Unit)
System to provide illumination to a room or area. Includes
fixtures, lamps, and supporting accessories. This inspectable item
can have the following deficiencies:
Missing/Inoperable Fixture
Outlets/Switches (Unit)
The receptacle connected to a power supply or method to control
the flow of electricity. Includes two and three prong outlets,
ground fault interrupters, pull cords, two & three pole switches,
and dimmer switches.
This inspectable item can have the following deficiencies:
Missing
Missing/Broken Cover Plates
Patio/Porch/Balcony (Unit)
Adjoining patio, porch, or balcony.
This inspectable item can have the following deficiency:
Baluster/Side Railings Damaged
Smoke Detector (Unit)
Sensor to detect the presence of smoke and activate an alarm.
May be battery operated or hard-wired to electrical system. May
provide visual signal, audible signal, or both. Smoke detector must
be located on every floor.
This inspectable item can have the following deficiencies:
Missing/Inoperable
Stairs (Unit)
Series of 4 or more steps or flights of steps joined by landings
connecting levels of a unit. Includes supports, frame, treads,
handrails.
This inspectable item can have the following deficiencies:
Broken/Missing Hand Railing
Broken/Damaged/Missing Steps
Walls (Unit)
The enclosure of the unit and rooms. Materials for construction
include concrete, masonry block, brick, wood, glass block, plaster,
sheet-rock. Surface finish materials include paint, wall-coverings.
This inspectable item can have the following deficiencies:
Bulging/Buckling
Damaged
Damaged/Deteriorated Trim
Needs Paint
Water Stains/Water Damage/Mold/Mildew
Windows (Unit)
Window systems provide light, security, and exclusion of
exterior noise, dust, heat, and cold. Frame materials include wood,
aluminum, and vinyl.
This inspectable item can have the following deficiencies:
Cracked/Broken/Missing Panes
Damaged Window Sill
Deteriorated/Missing Caulking/Seals
Inoperable/Not Lockable
Peeling/Needs Paint
Security Bars Prevent Egress
Bathroom Cabinets--Damaged/Missing (Bathroom)
Damaged or missing cabinets, vanity tops, drawers, shelves, and
doors. Includes medicine cabinets and vanities.
Severity Defined
Minor: Cabinet or vanity has missing and/or damaged shelves,
vanity tops, drawers, and/or doors, but is fully usable.
Major: N/A.
Severe: Cabinet is missing or is not usable for storage due to
its poor condition.
Lavatory Sink--Damaged/Missing (Bathroom)
Basin (sink) that shows signs of deterioration, distress, and/or
is non-existent.
Severity Defined
Minor: Presence of extensive discoloration and/or cracks in the
basin. Sink is still usable.
Major: N/A.
Severe: Absence or failure of the sink and/or associated
hardware. Sink is unusable.
Plumbing--Clogged Drains (Bathroom)
Water does not drain adequately in shower, tub, or basin (sink).
[[Page 33690]]
Severity Defined
Minor: Water does not drain freely when stopper is disengaged;
however, sink or tub is usable.
Major: N/A.
Severe: Drain is completely clogged or has suffered extensive
deterioration. Sink or tub is not usable.
Plumbing--Leaking Faucet/Pipes (Bathroom)
Basin, shower, water closet, or tub faucet and/or associated
pipes leak water.
Severity Defined
Minor: Leak or drip that is contained by basin. Plumbing fixture
is usable.
Major: N/A.
Severe: Leak is steady and surrounding area is adversely
affected.
OR
Piping leaks and surrounding area is adversely affected.
Shower/Tub--Damaged/Missing (Bathroom)
Shower/tub or components are damaged or non-existent.
Note: This does not include Leaks.
Severity Defined
Minor: N/A.
Major: Presence of extensive discoloration and/or cracks in the
basin. Shower/Tub is usable.
Severe: Absence or failure of the shower, tub, faucets or drains
and/or associated hardware. Shower or tub is unusable for any
reason.
Ventilation/Exhaust System--Inoperable (Bathroom)
Failure of apparatus to exhaust air.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Exhaust fan is inoperable or bathroom window cannot be
opened.
Water Closet/Toilet--Damaged/Clogged/Missing (Bathroom)
Water closet/toilet is damaged or non-existent.
Severity Defined
Minor: N/A.
Major: Fixture elements, such as but not limited to the seat,
the flush handle, the cover etc., are missing or damaged.
OR
Toilet runs constantly.
Severe: Fractured or broken bowl will not retain water. Fixture
may not exist or a hazardous condition exists. Absence of all
flushing ability due to obstruction or other defect.
Inoperable (Call-for-Aid)
The system does not function.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: System does not function as intended.
Bulging/Buckling (Ceiling)
Ceiling has bowed, deflected, is sagging, or has deviated from
original horizontal alignment.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Bulging, bucking or sagging is observed.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Holes/Missing Tiles/Panels (Ceiling)
Punctures in the ceiling surface. May or may not penetrate
completely. Panels or tiles may be missing or damaged.
Severity Defined
Minor: Small holes or missing tile/panel found in a ceiling,
visually estimated at no larger than a sheet of paper (8\1/2\ x 11
inches). Hole does not fully penetrate into the area above (cannot
see through it).
Major: A hole or missing tile/panel is found which is visually
estimated to be larger than a sheet of paper (8\1/2\ x 11 inches)
but does not fully penetrate into the area above (cannot see through
it).
OR
A crack greater than \1/8\'' wide and a minimum of 11'' long.
Severe: Any hole is found which fully penetrates into the area
above (can see through the hole to upper space).
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Hazards.'')
Needs Paint (Ceiling)
Paint is peeling, cracking, flaking, otherwise deteriorated, or
surface is not painted.
Severity Defined
Minor: Area affected is less than 4 square feet.
Major: Area affected is greater than 4 square feet.
Severe: N/A.
Water Stains/Water Damage/Mold/Mildew (Ceiling)
Visible evidence of water infiltration, mold, or mildew exists.
Damage such as saturation or surface failure may have occurred.
Severity Defined
Minor: For a single ceiling, visible indication of a leak, mold,
or mildew, such as a darkened area, exists over a small area (less
than 4 sq. ft.). Water may or may not be evident. Visual
observations estimate that less than 10% of the ceiling surface area
is affected.
Major: For a single ceiling, visible indication of a leak mold
or mildew, such as a darkened area, exists over a large area (more
than 4 sq. ft.). Water may or may not be evident.
OR
Visual observations estimate that 10% to 50% of the ceiling area
has minor damage.
Severe: Visual observations estimate that a large portion (50%
of its surface area) of one ceiling has been exposed to substantial
saturation or damage due to water, mold, or mildew. Visible cracks,
moist areas, mold, or mildew are evident. The ceiling surface may
have failed.
OR
Cases where visual observations estimate that more than 50% of
the ceiling area shows minor defined signs of damage, stains, mold,
or mildew.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Air Quality.'')
Damaged Surface--Holes/Paint/Rusting (Doors)
Damage in the door surface that may affect either the surface
protection or the strength of the door, or it may compromise
building security or privacy. Includes holes, peeling/cracking/no
paint, or significant rust.
Note: A bathroom, bedroom, or entry door impacted is severe.
Severity Defined
Minor: Any one door has either: small holes (less than \1/4\
inch in diameter); cracking/peeling paint; and/or the door or its
components are rusting.
Major: If more than one building exterior door has minor surface
damage as defined above.
OR
Any single unit door except bathroom/bedroom and/or entry doors,
has a hole or holes ranging in size from \1/4\ inch up to 1 inch
diameter.
Severe: If any unit door has a hole or holes larger than 1 inch
in diameter, or significant peeling/cracking/no paint or rust that
affects the integrity of the door surface.
OR
If bathroom, bedroom and/or entry door has either minor or major
damage as defined above.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Damaged Frames/Threshold/Lintels/Trim (Doors)
The frame, header, jamb, threshold, lintels, or trim, is visibly
warped, split, cracked, or broken in some manner.
Severity Defined
Minor: A single door's frame/threshold/lintel and/or trim is
damaged but does not hinder door operation. The damaged door frame
does not prevent door from being locked.
Major: More than one door has the minor damage defined above.
Severe: At least one door is rendered inoperable and/or
unlockable due to damage to the door's frame/threshold/lintel and/or
trim.
Damaged Hardware/Locks (Doors)
The attachments to a door to provide hinging, hanging, opening,
closing, or security are damaged or missing. Includes locks, panic
hardware, overhead door tracks, springs and pulleys, sliding door
tracks and hangers, and door closures.
[[Page 33691]]
Severity Defined
Minor: A single door's hardware, as defined above, is damaged
but does not hinder current door operation. The door functions, is
lockable, and the door's panic hardware is operable.
Major: More than one door has minor damaged hardware as defined
above.
Severe: A single door is rendered inoperable and/or unlockable
due to damage to the door's hardware.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
Damaged/Missing Screen/Storm/Security Door (Doors)
Visible damage to surfaces including screens, glass, frames,
hardware, and door surface.
Severity Defined
Minor: One or more screen/storm doors has damage or is missing
screens/glass.
Major: One or more security doors has damage, but is still
operational and the security door still serves its design purpose.
Severe: A single security door is inoperable or missing.
(Missing only applies to those situations where a security door is
supposed to be present but is observed not to be there.)
Deteriorated/Missing Seals (Entry Only) (Doors)
The seals and stripping around the entry door(s) designed to
provide weather and fire resistance are damaged or missing.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: For a single entry door the seals are missing. Seals are
damaged to the point that they no longer serve the intended purpose.
Deteriorated/Missing Caulking/Seals (Windows)
The caulking or seal is missing, poorly installed, or
deteriorated.
Note: This also includes Thermopane or insulated windows that
have failed.
Severity Defined
Minor: Missing or deteriorated caulk or seals are observed. No
evidence of damage to window or surrounding structure exists.
Major: Missing or deteriorated caulk or seals are observed, with
some evidence of leaks or damage to the window or surrounding
structure visible.
OR
A Thermopane or insulated window has failed. (Typically
indicated by being fogged up.)
Severe: Missing or deteriorated caulk or seals are observed and
the window is not weather-tight. Evidence of leaks or damage to the
window or surrounding structure is readily apparent.
Missing Door (Door)
Door is absent.
Note: A bathroom, bedroom, or entry door impacted is severe.
Severity Defined
Minor: The missing door is not a bathroom, bedroom or entry
door.
Major: Missing doors are not an entry, bedroom, or bathroom.
They present no hazard and visual observation shows two doors or up
to 50% of the doors are missing.
Severe: The missing door is a bathroom, bedroom or entry door.
OR
Visual observation estimates more than 50% of the unit doors are
missing from areas other than the bathroom, bedroom, or entry door.
Blocked Access to Electric Panel (Electrical System)
The placing of any object that will delay or prevent the access
to any panelboard or main power switch in an emergency and cause a
fire hazard.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: One or more items are placed in front of the unit's
electrical panel, impeding accessibility in time of an emergency.
Burnt Breakers (Electrical System)
Breakers having carbon on the plastic body, or plastic body is
melted or scarred.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any signs of carbon residue or breaker is melted and/or
has arcing scars.
Evidence of Leaks/Corrosion (Electrical System)
Liquid stains, rust marks, or other signs of corrosion are found
on electrical enclosures or hardware.
Note: Do not address surface rust if it does not affect the
condition of the electrical enclosure.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any corrosion that affects the condition of the current
carrying components. Stains and/or rust on the interior of
electrical enclosures or evidence of water leaks are present in the
enclosure or hardware.
Frayed Wiring (Electrical System)
Insulation may be frayed, stripped, or removed resulting in a
potentially dangerous condition.
Note: This does not include any wires not intended to be
insulated, such as grounding wires.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Nicks, abrasions or fraying of the insulation.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Electrical
Hazards.'')
GFI--Inoperable (Electrical System)
GFI is present and inoperable.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: GFI is present and inoperable.
Comments
Severe: This creates a health and safety concern.
Missing Breakers (Electrical System)
An open circuit breaker position in a panel-board, main panel
board or other electrical box containing circuit breakers; not
appropriately blanked-off.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Open breaker port.
Missing Covers (Electrical System)
Missing covers on any electrical device box, panel box, switch
gear box, control panel, etc., where visible electrical connections
are exposed.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Cover is missing resulting in exposed visible electrical
connections.
Bulging/Buckling (Floors)
Floor has bowed, deflected, is sagging, or has deviated from
original horizontal alignment.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Bulging, buckling, or sagging is observed.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Floor Covering Damage (Floors)
Damage to the carpet tiles, wood, sheet vinyl or other floor
covering.
Severity Defined
Minor: Floor covering may have stains, surface burns, shallow
cuts, small holes or tears in non-traffic areas, loose areas,
exposed seams. The covering is fully functional. Visual observation
estimates that less than 10% of the floor area is affected. Does not
present a safety hazard.
Major: Floor covering may have burn marks, cuts, tears, holes,
or large sections of exposed seams exposing the underlying material.
The covering does not present a safety hazard. Visual observations
estimate that 10% to 50% of the floors are affected.
Severe: Large sections of the floor covering are damaged
estimated at more than 50% of the floor area.
OR
Floor covering damage that exposes the underlying material.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but not limited to ``Hazards.'')
[[Page 33692]]
Missing Flooring Tiles (Floors)
Flooring such as VCT, sheet vinyl, carpet or other flooring
material is missing.
Severity Defined
Minor: For a single floor small holes in areas of the floor
surface are missing. Visual observations estimate less than 10% of
the floors surveyed are affected. No safety problems exist due to
this condition.
Major: Visual observations estimate 10% to 50% of the floors
have missing flooring. No safety problem exists due to this
condition.
Severe: Visual observations estimate more than 50% of the floors
are affected missing flooring; or the missing flooring is sufficient
for safety to be compromised. One concern involving compromised
safety is sufficient to classify the floor system as severe.
Needs Paint (Floors)
For floors that are painted, paint is peeling, cracking,
flaking, or otherwise deteriorated.
Severity Defined
Minor: Area affected is less than 4 square feet.
Major: Area affected is greater than 4 square feet.
Severe: N/A.
Rot/Deteriorated Subfloor (Floors)
Subfloor has decayed or is decaying.
Severity Defined
Minor: N/A.
Major: Condition is slightly noticeable. Small areas of rot or
spongy flooring are found.
Severe: Large areas of rot are readily visible, application of
weight causes noticeable deflection.
Comments
Severe: Request an inspection by a structural engineer if doubt
about severity exists.
Water Stains/Water Damage/Mold/Mildew (Floors)
Visible evidence of water infiltration, mold, or mildew exists.
Damage such as saturation or surface failure may have occurred.
Severity Defined
Minor: N/A.
Major: Visible indication of a water stain, mold, or mildew,
such as darkened area, exists over a small area (4 sq. ft. or less).
Water may or may not be evident.
Severe: Visual observations estimate that a large portion (more
than 10%) of floor has been exposed to substantial saturation or
damage due to water, mold, or mildew. Visible cracks, mold, moist
areas and flaking are evident. The floor surface may have failed.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Air Quality'',
``Hazards.'')
Gas Fired Unit--Missing/Misaligned Chimney (Hot Water Heater)
The exhaust system on a gas or fired unit is misaligned.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any misalignment which causes improper or dangerous
venting of gases.
Inoperable Unit/Components (Hot Water Heater)
Hot water supply is unavailable due to system or system
component malfunction.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: After running for several minutes, water from the hot
water taps is not warmer than room temperature.
Leaking Valves/Tanks/Pipes (Hot Water Heater)
Water visibly leaking from any hot water system component.
Includes valve flanges, stems, bodies, or from any domestic hot
water tank or its piping.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Water is visibly leaking.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Electrical
Hazards.'')
Pressure Relief Valve Missing (Hot Water Heater)
Valve that regulates the temperature and pressure of the water
heater is missing.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: No pressure relief valve is present.
Rust/Corrosion (Hot Water Heater)
The material condition of the equipment and/or associated piping
shows evidence of flaking, discoloration, reduction in wall
thickness, pitting, or crevices.
Severity Defined
Minor: Patches of noticeable formations of metal oxides.
Major: Significant formations of metal oxides are visible and a
noticeable pit or crevice has developed.
Severe: Equipment and/or piping integrity has been compromised,
(e.g., leaks are visible).
Gas Fired Unit--Missing/Misaligned Chimney (HVAC)
The exhaust system on a gas or fired unit is misaligned.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Any misalignment which causes improper or dangerous
venting of gases.
Inoperable (HVAC)
The heating or cooling system is inoperable in the unit.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The HVAC in the unit does not function, providing
neither necessary heating or cooling as designed. System does not
respond when the unit controls are engaged.
Noisy/Vibrating/Leaking (HVAC)
The HVAC distribution components in the unit, including fans,
are the source of abnormal noise, unusual vibration, or leaks.
Severity Defined
Minor: N/A.
Major: The HVAC system in the unit exhibits or shows signs of
abnormal vibration, other noise or leaks when engaged. The condition
does not prevent the system from providing heating or cooling
sufficient to maintain a minimum temperature range in the major
living areas of the unit.
Severe: N/A.
Convection/Radiant Heat System Covers Missing/Damaged (HVAC)
Convection/Radiant heat system cover is missing or damaged.
Severity Defined
Minor: N/A.
Major: One or more covers are damaged, impeding proper heating,
but not creating any type of safety hazard.
Severe: One or more covers are missing, or substantially not
installed, enabling exposure to burn, fan or other potentially
serious hazards. A single occurrence constitutes a safety hazard.
Rust/Corrosion (HVAC)
A component(s) of the system show visible deterioration due to
oxidation or corrosion of system parts.
Severity Defined
Minor: N/A.
Major: Deterioration from rust and corrosion is observed on the
HVAC units in the unit. The condition does not prevent the system
from providing sufficient heating or cooling.
Severe: N/A.
Cabinets--Missing/Damaged (Kitchen)
A case, box or piece of furniture with sets of drawers or
shelves, with doors, primarily used for storage, mounted on walls or
mounted on floors.
Severity Defined
Minor: Cabinet is discolored; materials have begun to separate
or minor scratching and chipping is present. Cabinet assembly is
present; up to two cabinets may be only marginally functional.
Major: Several (up to 50%) cabinets are either missing, damaged,
or lacking adequate doors and/or shelves.
Severe: A significant number (more than 50%) of cabinets are
either missing, damaged, or lacking adequate doors and/or shelves.
Countertops--Missing/Damaged (Kitchen)
A flat work surface in a kitchen often integral to lower cabinet
space is missing or deteriorated.
Severity Defined
Minor: Counter-top surface is discolored; materials have begun
to separate or minor scratching and chipping is present.
[[Page 33693]]
Major: Surface shows advanced stage of deterioration and/or
scratching, chipping.
Severe: Countertop working surface is missing or deteriorated
and/or damaged and does not provide a sanitary surface to prepare
food.
Dishwasher/Garbage Disposal--Inoperable (Kitchen)
A dishwasher or garbage disposal, if provided, does not work.
Severity Defined
Minor: N/A.
Major: The dishwasher or garbage disposal does not work.
Severe: N/A.
Range Hood/Exhaust Fans--Excessive Grease/Inoperable (Kitchen)
Failure of apparatus to draw out cooking exhaust due to excess
dirt, excessive grease, and/or other operational problems.
Severity Defined
Minor: Accumulation of dirt or grease threatens the free passage
of air.
Major: N/A.
Severe: Range hood/ exhaust fan is inoperable or presents
serious electrical hazard to health or property. Flue may be
completely blocked based on visual estimation.
Plumbing--Clogged Drains (Kitchen)
Water does not drain adequately.
Severity Defined
Minor: Basin does not drain freely when stopper is disengaged.
Major: N/A.
Severe: Drain is completely clogged or has suffered extensive
deterioration
Inoperable/Not Lockable (Windows)
Window cannot be opened or closed due to frame damage, faulty
hardware, or other reason.
Severity Defined
Minor: Window is inoperable, but can be secured. Other operable
windows are present in the immediate area.
Major: N/A.
Severe: Window is inoperable and cannot be secured. No operable
windows are present in the immediate area.
Cracked/Broken/Missing Panes (Windows)
Glass or pane is cracked, broken or missing.
Severity Defined
Minor: Cracked window pane is observed.
Major: N/A.
Severe: Glass pane is broken or missing.
Damaged Window Sill (Windows)
The horizontal member of the window that bears the upright
portion of the frame is damaged.
Severity Defined
Minor: Sill is damaged, but still present. The inside of the
surrounding wall is not exposed. No impact to window operation or
weather tightness is visually apparent.
Major: Sill is missing, or damaged enough to expose the inside
of the surrounding walls and/or compromise its weather tightness.
Severe: N/A.
Plumbing--Leaking Faucets/Pipes (Kitchen)
Basin faucet or drain connections leak.
Severity Defined
Minor: Leak or drip that is contained by basin/pipes. Faucet is
usable.
Major: N/A.
Severe: Leak is steady. Surrounding area is adversely affected.
Water supply must be turned off. The faucet/pipe is not usable.
Range/Stove--Missing/Damaged/Inoperable (Kitchen)
Unit is missing or damaged.
Severity Defined
Minor: Unit's surface is dented, chipped or scratched. Operation
of doors or drawers is impeded but stove is operational. Burner is
misaligned and flame is not distributed equally. Pilot light is out
on one or more burners.
Major: N/A.
Severe: Unit is missing, or any burners and/or oven is
inoperable.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Hazards.'')
Refrigerator--Missing/Damaged/Inoperable (Kitchen)
The refrigerator is not present or does not cool adequately.
Severity Defined
Minor: Refrigerator has excessive accumulation of ice.
OR
Seals around doors are deteriorated.
OR
Operation of doors or drawers is impeded but refrigerator is
operational.
Major: N/A.
Severe: Refrigerator is missing or does not cool or work at all.
Sink--Missing/Damaged (Kitchen)
Sink, faucet or accessories are missing, damaged, or inoperable.
Severity Defined
Minor: Presence of extensive discoloration and/or cracks in the
basin. Sink & hardware are still usable for food preparation.
Major: N/A.
Severe: Sink or hardware is missing or is totally unusable.
Missing/Inoperable Fixture (Lighting)
Lighting fixture is missing, or does not operate normally.
Malfunction may be with the total system or with individual
components.
Severity Defined
Minor: Permanent lighting fixture is missing or inoperable, in
one room in a unit, and switched outlet exists in the room.
Major: Permanent lighting fixture is missing or inoperable in
two rooms, and no switched outlet exists in the room.
Severe: More than two rooms have missing or inoperable permanent
light fixtures, and do not have switched outlets within the rooms.
Missing (Outlets/Switches)
Outlet, switch or both are missing.
Note: This does not apply to empty junction boxes that were not
intended to contain an outlet or switch.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: An outlet or switch is missing.
Comments
Severe: If condition is a health and safety concern, it must be
recorded manually. (Includes but is not limited to ``Electrical
Hazards.'')
Missing/Broken Cover Plates (Outlets/Switches)
The flush plate used to cover the opening surrounding a switch
or outlet is damaged or does not exist.
Severity Defined
Minor: Outlets/switches has broken cover plate. The condition
does not result in exposed wiring.
Major: N/A.
Severe: A broken or missing cover plate results in exposed
wiring.
Baluster/Side Railings Damaged (Patio/Porch/Balcony)
Baluster or side railing on the porch/patio/balcony is loose,
damaged, or inoperable, limiting the safe use of this area.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The baluster and/or side rails enclosing this area are
loose, damaged or missing, impeding the safe use of this area.
Missing/Inoperable (Smoke Detector)
Smoke detector will not activate, or is missing.
Note: At least one smoke detector is required on each level.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: A single missing or inoperable smoke detector.
Broken/Missing Hand Railing (Stairs)
The hand rail is damaged or non-existent.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The hand-rail for four or more stairs is completely
missing or damaged, loose or otherwise unusable.
Broken/Damaged/Missing Steps (Stairs)
The horizontal tread or stair surface is damaged or non-
existent.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: Step is broken, damaged or missing.
Bulging/Buckling (Walls)
Wall has bowed, deflected, sagged or has deviated from original
vertical alignment.
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Severity Defined
Minor: N/A.
Major: N/A.
Severe: Bulging/Buckling or sagging is observed.
Comments
Severe: Request an inspection by a structural engineer, if doubt
about severity exists.
Walls--Damaged/Deteriorated Trim (Walls)
Cove molding, chair rail, base molding or other decorative trim
is damaged or has decayed.
Severity Defined
Minor: Small areas of deterioration in the trim surfaces.
Major: Large areas of deterioration in the trim surfaces.
Severe: Significant areas of deterioration in the trim surfaces.
Damaged (Walls)
Punctures in the wall surface. May or may not penetrate
completely. Panels or tiles may be missing or damaged. Does not
include small holes created by hanging pictures, etc.
Severity Defined
Minor: A hole, missing tile/panel, or other damage found in a
wall, visually estimated at no larger than 8\1/2\ x 11 inches. Hole
does not fully penetrate into the adjoining room (cannot see through
it).
Major: A hole, missing tile/panel or other damage is found in a
wall that is larger than a sheet of paper (8\1/2\ x 11).
OR
A crack greater than \1/8\'' in wide and a minimum of 11'' long.
Severe: A hole of any size is found which fully penetrates into
an adjoining room, (can see through the hole).
OR
Two or more walls have major holes.
Needs Paint (Walls)
Paint is peeling, cracking, flaking, otherwise deteriorated.
Severity Defined
Minor: Area affected is less than 4 square feet.
Major: Area affected is greater than 4 square feet.
Severe: N/A.
Water Stains/Water Damage/Mold/Mildew (Walls)
Walls are not watertight. Visible evidence of water
infiltration, mold, or mildew exists. Damage such as saturation or
surface failure may have occurred.
Severity Defined
Minor: For a single wall, visible indication of a leak, mold, or
mildew, such as darkened area, exists over a small area. (less than
4 sq. ft. by visual estimate). Water may or may not be evident.
Major: For a single wall, visible indication of a leak exists
over a large area (visually estimated at more than 4 sq. ft.). Water
is probably evident.
Severe: Visual observation estimates that a large portion (more
than 50% of the surface) of one or more walls have been exposed to
substantial saturation or damage due to water, mold, or mildew.
Visible cracks, moisture area, mold and flaking are evident. The
wall surface may have failed. One occurrence of this condition is
sufficient to classify the wall systems as severe.
OR
Visual observations estimate that more than 50% of the wall
surface in any one unit show signs of water damage, stains, mold, or
mildew.
Deteriorated/Missing Caulking/Seals (Windows)
The caulking or seal is missing, poorly installed, or
deteriorated.
Note: This also includes Thermopane or insulated windows that
have failed.
Severity Defined
Minor: Missing or deteriorated caulk or seals are observed. No
evidence of damage to window or surrounding structure exists.
Major: Missing or deteriorated caulk or seals are observed, with
some evidence of leaks or damage to the window or surrounding
structure visible.
OR
A Thermopane or insulated window has failed. (Typically
indicated by being fogged up.)
Severe: Missing or deteriorated caulk or seals are observed and
the window is not weather-tight. Evidence of leaks or damage to the
window or surrounding structure is readily apparent.
Peeling/Needs Paint (Windows)
Paint covering the window assembly/trim is cracking, flaking, or
otherwise failing.
Severity Defined
Minor: Peeling paint and/or a window in need of paint is
observed.
Major: N/A.
Severe: N/A.
Security Bars Prevent Egress (Windows)
Security bars are damaged, constructed or installed, such that
ingress/egress is severely limited or impossible.
Note: This does not include windows not designed or intended for
ingress/egress.
Severity Defined
Minor: N/A.
Major: N/A.
Severe: The ability to exit through the window is limited by
security bars that do not function properly and, therefore, pose
safety risks.
Health and Safety Inspectable Items
Items to inspect for ``Health and Safety'' are as follows:
Air Quality
Elevator
Flammable Materials
Hazards
Electrical Hazards
Emergency/Fire Exits
Garbage and Debris
Infestation
Air Quality (Health and Safety)
Indoor spaces must be free from high levels of sewer gas, fuel
gas, mold, mildew, or other harmful pollutants. Indoors must have
adequate ventilation.
The following deficiencies can be noted:
Mold and/or Mildew Observed
Propane/Natural Gas/Methane Gas Detected
Sewer Odor Detected
Electrical Hazards (Health and Safety)
Any hazard that poses a risk of electrical fires, electrocution,
or spark/explosion.
The following deficiencies can be noted:
Exposed Wires/Open Panels
Water Leaks On or Near Electrical Equipment
Emergency/Fire Exits (Health and Safety)
All buildings must have acceptable fire exits that are also
properly marked and operational. (This would include fire towers,
stairway access doors, & external exits.) These can include operable
windows on the lower floors with easy access to the ground or a back
door opening onto a porch with a stairway leading to the ground.
Note: This does not apply to individual units.
The following deficiencies can be noted:
Emergency/Fire Exits Blocked/Unusable
Missing Exit Signs
Flammable Materials (Health and Safety)
Any substance that is either known to be combustible or
flammable or is stored in a container identifying it as such.
The following deficiency can be noted: Improperly Stored.
Garbage and Debris (Health and Safety)
Accumulation of garbage and debris exceeding the capacity of the
storage area or not stored in an area sanctioned for such use.
The following deficiencies can be noted:
Outdoors.
Indoors.
Hazards (Health and Safety)
Physical hazards that pose risk of bodily injury.
The following deficiencies can be noted:
Sharp Edges
Other
Tripping
Infestation (Health and Safety)
Presence of rats, or severe infestation by mice or insects such
as roaches or termites.
The following deficiencies can be noted:
Insects
Rats/Mice/Vermin
Mold and/or Mildew Observed (Air Quality)
Evidence of mold and/or mildew; especially in such areas as
bathrooms and air outlets.
Propane/Natural Gas/Methane Gas Detected (Air Quality)
Strong propane, natural gas, and/or methane gas odors detected
that could pose risk of explosion/fire or health risk if inhaled.
Sewer Odor Detected (Air Quality)
Sewer odors detected that could pose risk if inhaled for
prolonged periods.
Exposed Wires/Open Panels (Electrical Hazards)
Exposed bare wires or openings in electrical panels.
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Water Leaks On or Near Electrical Equipment (Electrical Hazards)
Water is observed leaking, puddling, or ponding on or
immediately near any electrical apparatus. Poses risk of fire,
electrocution, or explosion.
Tripping (Elevator)
Elevator is misaligned (doesn't level properly) by more than \3/
4\'' with the floor. Presents tripping hazard during ingress/egress.
Emergency/Fire Exits Blocked/Unusable (Emergency/Fire Exits)
The exit is not useable or ingress/egress is limited due to
conditions such as debris, storage, door or window nailed shut,
broken lock or chained panic hardware.
Missing Exit Signs (Emergency/Fire Exit)
Exit signs must be present and clearly identify all emergency
exits. Illumination in area of sign must be provided.
Improperly Stored (Flammable Materials)
Improperly stored flammable materials. Potential risk of fire/
explosion is identified by the location or manner in which the
substance is stored.
Indoors (Garbage and Debris)
An accumulation of garbage that visibly exceeds planned storage
capacity or is located in an area not sanctioned for staging or
storing garbage or debris.
Note: Please review for fire hazard effects.
This does not include garbage and debris improperly stored
outside. See Garbage and Debris--Outdoors for this deficiency.
Outdoors (Garbage and Debris)
An accumulation of garbage that visibly exceeds planned storage
capacity or is located in an area not sanctioned for staging or
storing garbage or debris.
Note: this does not include garbage improperly stored indoors.
See Garbage and Debris--Indoors for this deficiency.
Sharp Edges (Hazards)
Any physical defect that poses the risk of cutting or breaking
human skin or other bodily harm, generally in commonly used or
traveled areas.
Tripping (Hazards)
Any physical defect that poses a tripping risk, generally in
walkways or other traveled areas.
Note: This does not include tripping hazards from elevators that
do not level properly. See Elevator--Tripping under Health & Safety
for these occurrences.
Other (Hazards)
Other general defects or hazards that pose risk of bodily
injury. (Must be specified by the inspector.)
Note: This would include items not specifically defined
elsewhere but pose a risk.
Insects (Infestation)
Infestation of insects including, but not limited to, roaches or
ants are observed throughout the unit or room especially in food
preparation and storage areas.
Note: This does not include infestation from rats/mice. See
Infestation--Rats/Mice/Vermin under Health & Safety for these
occurrences.
Rats/Mice/Vermin (Infestation)
The presence of rats or mice is indicated by sightings, rat or
mouse holes, or droppings.
Note: This does not include infestation from insects. See
Infestation--Insects under Health & Safety for these occurrences.
Appendix 3--Physical Inspection Summary Report
The Inspection Summary Report is designed to achieve two
objectives:
1. Provide the Public Housing Agency or owner and/or owner agent
(POA) with the background information i.e. addresses, phone numbers,
building names, etc., collected during inspection of a given
property so that any relevant discrepancies can be identified and
resolved.
2. Inform the POA of the physical condition of their property
captured during a REAC inspection.
The items described below introduce the information provided in
the Inspection Summary Report and are intended to meet the
objectives illustrated above.
Inspection Number: The inspection number is unique for each
inspection conducted by REAC. Each time a property is inspected by
REAC, a new inspection number is utilized. These unique numbers may
be used to communicate with REAC on any matter concerning a
particular inspection.
Property Information: Information related to a property is
provided:
Property identification number (in parentheses)--a unique number in
HUD databases
Property name
Status as a scattered site (Yes/No)
Relevant addresses, phone numbers, fax numbers, and e-mail addresses
for property
Each of these should be checked carefully for accuracy. Any
discrepancies should be reported to your contact in the HUD office
having jurisdiction over your property.
Building Unit Count: The total number of buildings and units on
the property are given, along with the number of buildings and units
actually inspected by REAC
Scores: An overall numerical score is given as a value from zero
to 100. Separate numerical scores are also given for each of five
areas:
Site
Building exterior
Building systems
Common areas
Units
The five area scores range from zero to the maximum number of
points possible for each area. The possible points for a given area
are determined for a specific property based on the inspectable
items actually present in each area. The sum of the area points
identifies what the overall score would be if there were no health &
safety (H&S) deficiencies. The overall numerical score is then
calculated by subtracting the sum of deductions for H&S deficiencies
from the sum of the individual ``area points.'' Examples of overall
scores are: 95c; 67b*; 84a*; 100b; 78a; and 43c*. The asterisk
indicates that H&S deficiencies were found with respect to smoke
detectors. The lower-case letter indicates whether or not other
kinds of H&S deficiencies were observed, as follows:
The letter ``a'' is given if no health and safety deficiencies
were observed other than for smoke detectors.
The lower-case letter ``b'' is given if one or more non-life
threatening H&S deficiencies, but no exigent/fire safety H&S
deficiencies were observed other than for smoke detectors.
The lower-case letter ``c'' is given if there were one or more
exigent/fire safety (calling for immediate attention or remedy) H&S
deficiencies observed.
Although all H&S deficiencies other than smoke detector problems
affect the scores with appropriate deductions, the letters grades
are added to highlight the serious nature of H&S deficiencies, all
of which need to be addressed by the POA.
Health and Safety Counts: In addition to the counts of actual
H&S deficiencies observed in the inspected buildings and units, the
estimated number of H&S deficiencies that would have been found had
all buildings and units been inspected is also given. This projected
count gives a sense of the total H&S problem for the inspected
property. The projection is calculated by dividing the counts
actually observed in buildings or units by the proportion of
buildings or units inspected. These projected counts for buildings
and units are added to the actual counts for site to determine the
total projection. The percent of buildings and units inspected is
additionally given to show the basis for the calculations.
Participants/Buildings/Units: Information provided includes:
Relevant addresses, phone numbers, fax numbers, and e-mail
addresses for participants; Name, year built, number of units and
address for each building on the property.
Note: All buildings on the property should be listed.
As before, each of these should be checked carefully for
accuracy and any discrepancies should be reported to your contact in
the HUD office having jurisdiction over your property.
Inspectable Items: This portion of the report details all
deficiencies found in the inspection. The main headings in the first
column refer to the inspectable area--site, building exterior,
building systems, common areas, unit, or health & safety, where the
deficiency was observed. The entries are ``inspectable items''
within which the deficiencies were found. Some items may not be
present for a given property. In such cases, appropriate adjustments
are made in the area weights used to obtain the overall score. Items
present, but with no deficiencies found, are not listed. The
potential inspectable items are:
Site: Fencing & retaining walls, grounds, lighting, mail boxes/
project signs, market appeal, parking lots/driveways, play areas &
equipment, refuse disposal, roads, storm drainage, and walkways.
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Building Exterior: Doors, fire escapes, foundations, lighting,
roofs, walls, and windows.
Building Systems: Domestic water, electrical system, elevators,
emergency power, fire protection, heating/ventilation/air
conditioning, and sanitary system
Common Areas: Basement/garage/carport, closet/utility/
mechanical, community room, day care, halls/corridors/stairs,
kitchen, laundry room, lobby, office, other community spaces, patio/
porch/balcony, pools & related structures, restrooms, storage, and
trash collection areas.
Unit: Bathroom, call-for-aid, ceiling, doors, electrical system,
floors, heating/ventilation/air conditioning, hot water heater,
kitchen, lighting, outlets/switches, patio/porch/balcony, stairs,
walls, and windows.
Health & Safety: Emergency/fire exits, electrical hazards,
flammable materials, garbage and debris, infestation, handrails, air
quality, hazards, and elevator.
NO/OD: The inspection protocol requires the inspector to check
for the existence of certificates for certain items such as lead-
based paint, elevators, etc. If all of the required certificates are
verified by the inspector, the report will not include any
certificate information. If any appropriate certificates are not
present, the first inspectable item listed will be ``certificates''
and the designation ``NO'' will be listed for each unavailable
certificate.
OD in this column refers to ``observed deficiency'' for the
given item.
Observation: The column lists the specific deficiencies observed
within a given inspectable item. Each deficiency has a definition,
which specifies what must be observed for that deficiency to be
recorded. Also noted in this column are observations about Health &
Safety items. These are:
(LT)--Exigent/Fire Safety (calling for immediate attention or
remedy)
(NLT)--Not Life Threatening
(SD)--Smoke Detector
Definitions for all deficiencies are given in the physical
inspection section at REAC's web site on the Internet (www.hud.gov/
reac/reaphyin.html).
Severity: Deficiencies differ by ``severity.'' The definitions
specify what must be recorded for a given deficiency under one of
three possible severity levels'minor, major and severe. The severity
level is given on the report to indicate which part of the
definition actually applies for the specific deficiency observed.
Severity levels are defined within a given deficiency and do not
necessarily indicate which deficiencies are the worst. For more
serious deficiencies, a major severity level may be more of a
problem and may reduce the overall score more than less serious
deficiencies with a severity level of ``severe.''
Location/Comments: Comments are required for all ``severe''
deficiencies.
BILLING CODE 4210-32-P
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[GRAPHIC] [TIFF OMITTED] TN23JN99.064
[FR Doc. 99-15738 Filed 6-22-99; 8:45 am]
BILLING CODE 4210-32-C