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HomeMy WebLinkAbout2016-07-12-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 7/12/2016 ATTENDANCE: Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Presentation by Mr. Charles N. Utley regarding property located in Hyde Park, Dan Bowles Estate, Augusta, Ga. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Mary Davis Commissioner William Lockett Passes 2. Comprehensive update from the appropriate staffers regarding the city's Link Deposit Program. Report to include but not limited to the date of inception, copy of approved guidelines, initial and current amount of deposits, name of banking institutions and number of loans associated with the program, etc. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the recommendations as outlined by the Finance Director for the funds related to the Link Deposit Program. Motion Passes 4-0. Commissioner Mary Davis Commissioner Dennis Williams Passes 3. Motion to approve a Budget Resolution and a Contract with the Georgia Department of Natural Resources (DNR) for Meadow Garden Rehabilitation Project, and authorize the Administrator to execute a contract not exceeding $45,000 for rehabilitation of the windows at Meadow Garden. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Dennis Williams Passes 4. Motion to approve the minutes of the Administrative Services Committees held on June 14 and June 21, 2016. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner William Lockett Passes 5. Provide an update on efforts made to obtain a potential developer for the Regency Mall property. Explain how other communities have been successful in the rehabilitation of these eyesores and why we appear to be deadlocked or devoid of any constructive ideas. The defunct Regency Mall has stymied the growth of a large portion of the Gordon Highway - Deans Bridge Corridor. Eminent Domain should be considered but utilized as a last resort. (Requested by Commissioner Lockett) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Mr. Lockett votes No. Motion Passes 3-1. Commissioner Mary Davis Commissioner Dennis Williams Passes 6. Discuss information received from the Augusta Housing Authority relative to Item www.augustaga.gov the number of Section 8 Housing Units in Augusta by District. Determine what enforcement mechanisms are in place to force Section 8 Landlords to maintain their rental properties in accordance with existing policy. Consider imposing fines on repeat offenders. (Requested by Commissioner Lockett) Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve tasking the Clerk with scheduling a joint meeting with the Administrative Services Committee, the Housing Authority, the Administrator, the Marshal's Department, Code Enforcement and any other pertinent parties to discuss this matter. Motion Passes 4-0. Commissioner William Lockett Commissioner Mary Davis Passes 7. Presentation by Ms. Virginia Anderson and Mr. Jerry Walton regarding the valuation of their property in Hyde Park. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Mary Davis Commissioner William Lockett Passes Administrative Services Committee Meeting 7/12/2016 1:05 PM Attendance 7/12/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 7/12/2016 1:05 PM Charles N. Utley Department:Clerk of Commission Presenter: Caption:Presentation by Mr. Charles N. Utley regarding property located in Hyde Park, Dan Bowles Estate, Augusta, Ga. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 7/12/2016 1:05 PM Link Deposit Program Department: Presenter:Commissioner Marion Williams Caption:Comprehensive update from the appropriate staffers regarding the city's Link Deposit Program. Report to include but not limited to the date of inception, copy of approved guidelines, initial and current amount of deposits, name of banking institutions and number of loans associated with the program, etc. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Budget Resolution STATE OF GEORGIA ) AUGUSTA RICHMOND COUNTY AUGUSTA-RICHMOND COUNTY ) COMMISSION BUDGET AMENDMENT NO. 1 IT IS HEREBY ORDERED that the General Fund Budget for the year 2016 be amended to reflect increased revenue of $33,333.33 resulting from federal grant income of $33,333.33. IT IS FURTHER ORDERED that the appropriations be increased by $33,333.33 for payment of the Meadow Garden Rehabilitation Project. The total budget for the project is $33,333.33. REVENUES Grant from Georgia DNR $ 20,000.00 Local Match (In-Kind & Cash) $ 13,333.33 Minimum match from Daughters of the American Revolution (DAR). There is no penalty if the DAR overmatches the grant. Matching share can include the $1,200 local match from APDD in-kind services Total $ 33,333.33 APPROPRIATIONS Grant from Georgia DNR $ 20,000.00 Local Match (In-Kind & Cash) $ 13,333.33 Minimum match from Daughters of the American Revolution (DAR). There is no penalty if the DAR overmatches the grant. Matching share can include the $1,200 local match from APDD in-kind services Total $ 33,333.33 HARDIE DAVIS, JR., MAYOR Approved this ……the day of………... 2016 AUGUSTA, GEORGIA ______________________________ As its mayor Administrative Services Committee Meeting 7/12/2016 1:05 PM Meadow Garden Rehabilitation Project HPF Grant (FFY 2016) Department:Planning and Development Department Presenter:Director Melanie Wilson Caption:Motion to approve a Budget Resolution and a Contract with the Georgia Department of Natural Resources (DNR) for Meadow Garden Rehabilitation Project, and authorize the Administrator to execute a contract not exceeding $45,000 for rehabilitation of the windows at Meadow Garden. Background:In February a grant application was submitted to the Georgia Department of Natural Resources (DNR) to help finance the restoration of windows at a historic property known as Meadow Garden house museum located at 1320 Independence Drive. In May DNR awarded the city a $20,000 reimbursable grant for the project. The Georgia State Society, National Society Daughters of the American Revolution (DAR) is the owner of the property and is undertaking the project in partnership with the City of Augusta. The Augusta Planning and Development Department will provide management and technical support on the project. Analysis:A qualified historic window restoration contractor will be hired to complete the window repair project at Meadow Garden. The project involves the restoration of 28 historic wood windows that have deteriorated. The windows will be repaired in a manner that is sensitive to the character of the building and in compliance with the applicable rehabilitation standards. The Planning and Development Department will manage the project and provide some of the required in-kind match. The City of Augusta will not make a monetary contribution for the project, but can provide in- kind labor through the Augusta Planning and Development Department (APDD) to help manage the project. Financial Impact:This is a reimbursable grant program. As a result, the city will have to make periodic payments to the project contractor and then request reimbursement from DNR. The maximum reimbursable cost to the city is $20,000. The project budget is as follows: BUDGET HPF/Federal Share- $20,000.00 Matching Share- $13,333.33 (minimum match from DAR. There is no penalty if the DAR overmatches the grant. Matching share can include the $1,200 local match from APDD in-kind services) Alternatives:Accept the grant award or reject it and assist DAR in finding another way to repair the deteriorated windows. Recommendation:Approve the Budget Resolution and a Contract with the Georgia Department of Natural Resources (DNR) for Meadow Garden Rehabilitation Project, and authorize the Administrator to execute a contract not exceeding $45,000 for rehabilitation of the windows at Meadow Garden. Funds are Available in the Following Accounts: Org Key 220016309 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 7/12/2016 1:05 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committees held on June 14 and June 21, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 7/12/2016 1:05 PM Regency Mall Property Department:Clerk of Commission Presenter: Caption:Provide an update on efforts made to obtain a potential developer for the Regency Mall property. Explain how other communities have been successful in the rehabilitation of these eyesores and why we appear to be deadlocked or devoid of any constructive ideas. The defunct Regency Mall has stymied the growth of a large portion of the Gordon Highway - Deans Bridge Corridor. Eminent Domain should be considered but utilized as a last resort. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: 1 June 2016 Chapter 6 MAINTENANCE AND UNIT INSPECTIONS The Owner must maintain the housing unit and premises in accordance with the Housing Quality Standards (HQS) at all time. Maintenance and replacement must be in accordance with the standard practice for the building as established by the Owner. See Chapter 7, Housing Quality Standards Requirements. A. GENERAL MAINTENANCE The Owner shall provide all the services maintenance and utilities, which the Owner agrees to provide under the HAP Contract and Lease Agreement, subject to termination of housing assistance payments or other applicable remedies if the Owner fails to meet these obligations. B. INITIAL INSPECTION The Augusta Housing Authority will conduct an initial inspection upon each housing unit when an Owner decides to participate in the Section 8 Program. The Owner should try to correct any deficiencies before the unit is presented to the Augusta Housing Authority for inspection. This will prevent delays in the beginning of the Family’s rental assistance. If the unit does not meet HQS, the Owner will be notified in writing of the deficiencies that should be corrected. The Owner should contact the Augusta Housing Authority when the deficiencies have been corrected in order to schedule a re-inspection of the unit. The unit will pass inspection only after the deficiencies are corrected and verified. C. ANNUAL INSPECTION The Augusta Housing Authority will also inspect the dwelling unit leased to the Family at least annually to ensure that the Owner is meeting the obligation to maintain the unit in decent, safe, and sanitary conditions and to provide the agreed upon utilities and other services. D. SPECIAL INSPECTIONS In addition to the initial and annual inspections, the Augusta Housing Authority will inspect the dwelling unit leased to the Family at such other times as may be necessary to ensure that the Owner is meeting the obligation to maintain the unit in decent, safe, and sanitary condition and to provide the agreed upon utilities and other services. The Augusta Housing Authority will take into account complaints from the Family, Owner and/or any other information coming to its attention in scheduling special inspections. If the Owner fails to maintain a dwelling unit in decent, safe, and sanitary condition, the Augusta Housing Authority may exercise any of its rights and remedies under the HAP Contract, including termination of the housing assistance payments (even if the Family continues in occupancy) and termination of the Contract. If the Augusta Housing Authority determines to terminate the HAP Contract, and the Family wants to move to another dwelling unit with assistance under the Section 8 Program, the Augusta Housing Authority will issue another Voucher to the Family (unless the Augusta Housing Authority denies the issuance of the Voucher). 2 June 2016 E. RE-INSPECTIONS If the Augusta Housing Authority determines that the unit does not meet HQS at the annual and special inspections, the Augusta Housing Authority will notify the Owner in writing and provide a reasonable amount of time to make repairs. If the repairs are not made within the prescribed time period, the Augusta Housing Authority may abate payments to the Owner. The tenant is required to pay only their portion of the rent if the Augusta Housing Authority abates the HAP payments. 3 June 2016 Chapter 7 HOUSING QUALITY STANDARDS (HQS) REQUIREMENTS Before the Augusta Housing Authority will make payments to an Owner on behalf of the Family, the housing unit must meet HUD’s minimum Housing Quality Standards (HQS). HUD has implemented these standards nationwide to ensure that all assisted housing units under the Section 8 Housing Choice Voucher Program meet the minimum health and safety standards. The Owner must prepare the unit for inspection, participate in the inspection with the Augusta Housing Authority, and make repairs promptly. A. AREAS COVERED UNDER HQS There are eight (8) areas that must be reviewed for HQS compliance by an Augusta Housing Authority inspector: * Living room * Kitchen * Bathroom * Other Rooms Used For Living * Secondary Rooms (Not Used For Living) * Building Exterior * Heating and Plumbing * General Health and Safety After the HQS inspector has completed an Annual or Special Inspection of the unit, he/she must provide the Owner a summary decision or rating for the unit in accordance with HUD rules and regulations. B. HQS INSPECTION CHECKLIST ITEMS The HQS inspector will use the Form HUD-52580, Inspection Checklist Housing Choice Voucher Program, when conducting the inspections. The following is a listing of the conditions that must be verified by the housing inspector. A sample of this form is attached. Living Room * Is there a living room present? * Are there at least two working outlets or one working outlet and one working light fixture? * Is the room free from electrical hazards? * Are all windows and doors that are accessible from the outside lockable? * Is there at least one window, and are all windows free of signs of severe deterioration or missing or broken windowpanes? * Are the walls, ceilings and floors in good condition and free from hazardous defects? * Are painted surfaces free of defective paint? If there is a child under 6 with an elevated blood lead level, are the intact and nonintact paint on protruding chewable surfaces which are up to 5 feet from the ground and readily accessible to children under 6 years of age lead-free or adequately treated? Kitchen * Is there a kitchen present? * Are there at least one working outlet and one working, permanently installed light fixture? 4 June 2016 * Is the kitchen free from electrical hazards? * Are all windows and doors that are accessible from the outside lockable? * Are all windows free of signs of severe deterioration or missing or broken windowpanes? * Are the walls, ceilings and floors in good condition and free from hazardous defects? * Is there a refrigerator that works and maintains a temperature low enough so that food does not spoil over a reasonable period of time? * Is there a kitchen sink that works with hot and cold running water? * Is there space to store, prepare, and serve food? * Is there a working oven, and a stove (or range) with top burners that work? If no oven and if microwave is Owner-supplied, do other tenants have microwaves instead of an oven and stove (or range)? * Are painted surfaces free of defective paint? If there is a child under 6 with an elevated blood lead level, are the intact and nonintact paint on protruding chewable surfaces which are up to 5 feet from the ground and readily accessible to children under 6 years of age lead-free or adequately treated? Bathroom * Is there a bathroom present? * Is there at least one permanently installed light fixture? * Is the bathroom free from electrical hazards? * Are all windows and doors that are accessible from the outside lockable? * Are all walls, ceilings and floors in good condition and free from hazardous defects? * Are there operable windows or a working vent system? * Is there a working toilet in the unit for the exclusive private use of the Family? * Is there a working, permanently installed wash basin with hot and cold running water in the unit? * Is there a working tub or shower with hot and cold running water in the unit? * Are painted surfaces free of defective paint? If there is a child under 6 with an elevated blood lead level, are the intact and nonintact paint on protruding chewable surfaces which are up to 5 feet from the ground and readily accessible to children under 6 years of age lead-free or adequately treated? Other Rooms Used For Living and Halls * If used as a bedroom, are there at least two working outlets or one working outlet and one working, permanently installed light fixture? If not used as a room for sleeping, is there a means of illumination? * Is the room free from electrical hazards? * Are all windows and doors that are accessible from the outside lockable? * If used as a bedroom, is there at least one window? Are all windows free of signs of severe deterioration or missing or broke-out windowpanes? * Are walls, ceilings and floors in good condition are free from hazardous defects? * Are painted surfaces free of defective paint? If there is a child under 6 with an elevated blood lead level, are the intact and nonintact paint on protruding chewable surfaces which are up to 5 feet from the ground and readily accessible to children under 6 years of age lead-free or adequately treated? * Is there a working smoke detector on each level? Do the smoke detectors meet the requirements of National Fire Protection Act of 1974? * In units occupied by the hearing impaired, is there an alarm system connected to the smoke detector? All Secondary Rooms (Rooms Not Used For Living, Such As A Laundry Room or Storage Room) * Are all windows and doors that are accessible from the outside lockable? * Are all these rooms free from electrical hazards? 5 June 2016 Building Exterior * Is the foundation sound and free from hazards? * Are all the exterior stairs, rails, and porches sound and free from hazards? * Are the roofs, gutters, and downspouts sound and free from hazards? * Are exterior surfaces sound and free from hazards? * Is the chimney sound and free from hazards? * If the building was built prior to 1978. Are painted surfaces which are up to 5 feet from the ground or floor and readily accessible to children free of defective paint? If there is a child under 6 years of age with elevated blood level, are the intact and nonintact paint on protruding chewable surfaces which are up to 5 feet from the ground or floor and readily accessible to children under 6 years of age lead-free or adequately treated? * If the unit is a manufactured home, is it properly placed and tied down? Heating And Plumbing * Is the heating equipment or system capable of providing adequate heat (either directly or indirectly) to all rooms used for living? * Is the unit free from unvented fuel burning space heaters or any other types of unsafe heating conditions? * Does the unit have adequate ventilation and cooling by means of openable windows or a working cooling system? * Is the hot water heater located, equipped, and installed in a safe manner? * Is the unit served by an approved public or private sanitary water supply? * Is plumbing free from major leaks or corrosion that caused serious and persistent levels of rust or contamination of the drinking water? * Is plumbing connected to an approved public or private disposal system, and is it free from sewer back up? General Health and Safety * Can the unit be entered without having to go through another unit? * Is there an alternative fire exit from this building that is not blocked and meets local or state regulations as an acceptable exit? * Is the unit free from rats or severe infestation by mice or vermin? * Is the unit free from heavy accumulation of garbage or debris inside and outside? * Are there adequate covered facilities for temporary storage and disposal of food wastes, and are they approvable by a local agency? * Are interior stairs and common halls free from hazards to the occupant because of loose, broken, or missing steps on stairways: absent or insecure railings; inadequate lighting; or other hazards? * Do all elevators have a current inspection certificate? * Is the unit free from abnormally high levels of air pollution from vehicular exhaust? Are the site and immediate neighborhood free from conditions, which would seriously and continuously endanger the health or safety of the tenants? C. MOST COMMONLY FAILED ITEMS Below is a list of some of the most commonly failed items that are found during an inspection. 1. Peeling exterior and interior paint. 2. Missing or inoperable smoke detector. One detector is required on each level. 6 June 2016 3. Railings missing. Handrails are required at four (4) or more steps. Porch rails are required on porches over 30” high. 4. Outlet cover plates missing, broken or very loose. Outlets improperly wired. 5. Leaking plumbing fixtures. Missing gas traps at pipes. 6. Missing, improper covers on hot water heaters and furnaces. Missing temperature pressure relief valves (TPR). Drain line must be 6” off floor in unoccupied area. 7. Inoperable bathroom fan or no bathroom ventilation. 8. Missing or inoperable refrigerator; missing, cracked or broken vegetable bins, brackets; worn gaskets; missing or broken handles; etc. 9. Missing or inoperable ranges; inoperable burners on ranges or inoperable range hoods; and missing burner control knobs. 10. Cracked or broken windowpanes. 11. Tripping hazards caused by floor coverings such as carpeting. 12. Inoperable light fixtures. 13. Large holes in the walls. 14. Loose or inoperable commodes; and leaking toilets at base or supply line. 15. Trash and debris, inoperable vehicles and appliances and other furniture in the yard. 16. Loose door knobs, hinges, deadbolts (missing screws), loose or missing strikeplates. 17. Missing or broken window locks on the first floor windows or other windows accessible from the outside. 18. Evidence of leaks at walls or ceilings. 19. Fireplaces must be secured or certification provided that the fireplace is in good working condition. 20. Missing or torn window screens. The Owner should prepare the unit for inspection and make all repairs as promptly as possible. For any additional information on the most common fail items, contact a HQS inspector in the Assisted Housing Department. D. SUMMARY DECISION OR RATING ON UNIT When an inspector makes an inspection of a unit, the inspector will record the findings on Form HUD 52580, Inspection Checklist Housing Choice Voucher Program. Once a HQS inspector has inspected a unit, the inspector will rate the unit as Pass, Inconclusive, or Fail. · The term “Pass” means that the condition of the unit meets the minimum requirement for Federal, State, and/or local laws. · The term “Inconclusive” means that more information is needed for the inspector to make a determination on the inspection. For example, if the utilities are not on in the unit when the inspection is made, the inspector will mark the inspection checklist “Inconclusive” until the utilities are on and verified. · The term “Failed” means that the condition of the unit does not meet the minimum requirements and must be brought up to the standard prior to the tenant receiving housing assistance for the unit from the Augusta Housing Authority. The deficiencies will be reported to the Owner in writing. An itemized listing of the work items will be given to the Owner. The failed items must be corrected and verified prior to the execution of a new Housing Assistance Payments Contract or any future payments are made on an existing unit in which the Augusta Housing Authority is performing an annual inspection. 7 June 2016 E. HQS MINIMUM REQUIREMENTS Housing assisted under the Augusta Housing Authority’s Section 8 Housing Choice Voucher Program must meet the Housing Quality Standards (HQS) as outlined in 24 Code of Federal Regulations (CFR) 982.401. Before the Augusta Housing Authority can make a payment to the Owner on behalf of a Family, the housing unit must meet HUD’s minimum HQS. Information on the HUD minimum Housing Quality Standards is listed below: Sanitary Facilities. The bathroom must be located in a separate private room and have a flush toilet in proper operating condition. The dwelling unit must have a fixed basin in proper operating condition, with a sink trap and hot and cold running water. The dwelling unit must have a shower or a tub in proper operating condition with hot and cold running water. The facilities must utilize an approvable public or private disposal system (including a locally approvable septic system). Food Preparation and Refuse Disposal. The dwelling unit must have an oven, a stove or range, and a refrigerator of appropriate size for the Family. All of the equipment must be in proper operating condition. Either the Owner or the Family may supply the equipment. A microwave oven may be substituted for a tenant-supplied oven and stove or range. A microwave oven may be substituted for an Owner-supplied oven and stove or range if the tenant agrees and microwave oven is furnished instead of an oven and stove or range to both subsidized and unsubsidized tenants in the building or premises. The dwelling unit must have a kitchen sink in proper operating condition, with a sink trap and hot and cold running water. The sink must drain into an approvable public or private system. The dwelling unit must have space for the storage, preparation, and serving of food. There must be facilities and services for the sanitary disposal of food waste and refuse, including temporary storage facilities where necessary (e.g. garbage cans). Space and Security. At a minimum, the dwelling unit must have a living room, a kitchen area, and a bathroom. The dwelling unit must have at least one bedroom or living/sleeping room for each two persons. Children of opposite sex, other than children under six years of age, may not be required to occupy the same bedroom or living/sleeping room. Dwelling unit windows that are accessible from the outside, such as basement, first floor, and fire escape windows, must be lockable (such as window units with sash pins or sash locks, and combination windows with latches). The exterior doors of the dwelling unit must be lockable. Exterior doors are doors by which someone can enter or exit the dwelling unit. Thermal Environment. There must be a safe system for heating the dwelling unit (and a safe cooling system, where present). The system must be in proper operating condition. The system must be able to provide adequate heat (and cooling, if applicable), either directly or indirectly, to each room, in order to assure a healthy environment appropriate to the climate. The dwelling unit must not contain unvented room heaters that burn gas, oil, or kerosene. Electric heaters are acceptable. However, portable electrical heaters are not acceptable. 8 June 2016 Illumination and Electricity. There must be at least one window in the living room and in each sleeping room. The kitchen area and the bathroom must have a permanent ceiling or wall light fixture in proper operating condition. The kitchen area must also have at least one electrical outlet in proper operating condition. The living room and each bedroom must have at least two electrical outlets in proper operating condition. Permanent overhead or wall-mounted light fixtures may count as one of the required electrical outlets. Structure and Materials. Ceilings, walls, and floors must not have any serious defects such as severe bulging or leaning, large holes, loose surface materials, severe buckling, missing parts, or other serious damage. The roof must be structurally sound and weathertight. The exterior wall structure and surface must not have any serious defects such as serious leaning, buckling, sagging, large holes, or defects that may result in air infiltration or vermin infestation. The condition and equipment of interior and exterior stairs, halls, porches, walkways, etc. must not present a danger of tripping and falling. For example, broken or missing steps or loose boards are unacceptable. Elevators must be working and safe. Interior Air Quality. The dwelling unit must be free from dangerous levels of air pollution from carbon monoxide, sewer gas, fuel gas, dust, and other harmful pollutants. There must be adequate air circulation in the dwelling unit. Bathroom areas must have one openable window or other adequate exhaust ventilation. Any room used for sleeping must have at least one window. If the window is designed to be openable, the window must work. Water Supply. An approvable public or private water supply that is sanitary and free from contamination must serve the dwelling unit. Lead Based Paint. The purpose of this section is to implement Section 302 of the Lead-Based Paint Poisoning Prevention Act, 42 U.S.C. 4822, by establishing procedures to eliminate as far as practical the hazards of lead-based paint poisoning for units assisted under this program. This section is issued under 24 CFR 35.24 (b)(4) and supersedes, for all housing to which it applies the requirements of subpart C of 24 CFR part 35. 1. The requirements of this section do not apply to 0-bedroom units, units that are certified by a qualified inspector to be free of lead-based paint, or units designated exclusively for elderly. The requirements of subpart A of 24 CFR part 35 apply to all units constructed prior to 1978 covered by a HAP contract under part 982. 2. Definitions. Chewable surface. Protruding painted surfaces up to five feet from the floor or ground that are readily accessible to children under six years of age; for example, protruding corners, window sills and frames, doors and frames, and other protruding woodwork. Components. An element of a residential structure identified by type and location, such as a bedroom wall, an exterior windowsill, a baseboard in the living room, a kitchen floor, an interior windowsill in a bathroom, a porch, stair treads in a common stairwell, or an exterior wall. 9 June 2016 Defective paint surface. A surface on which the paint is cracking, scaling, chipping, peeling, or loose. Elevated blood level or EBL. Excessive absorption of lead, that is, a confirmed concentration of lead in whole blood of 20 ug/dl (micrograms of lead per deciliter) for a single test or of 15-19 ug/dl in two consecutive tests 3-4 months apart. HEAP. Means a high efficiency particle accumulator as used in lead abatement vacuum cleaners. Lead-based paint. A paint surface, whether or not defective, identified as having a lead content greater than or equal to 1 milligram per centimeter squared (cm/cm2), or 0.5 percent by weight or 5000 parts per million (PPM). 3. Requirements for Pre-1978 units with children under 6 years of age. If a dwelling unit constructed before 1978 is occupied by a Family that includes a child under the age of six years, the initial and each periodic inspection (as required under this part), must include a visual inspection for defective paint surfaces. If defective paint surfaces are found, such surfaces must be treated in accordance with this section. The Augusta Housing Authority may exempt from such treatment defective paint surfaces that are found in a report by a qualified lead-based paint inspector not to be lead-based paint, as defined in paragraph (I) of this section. For purposes of this section, a qualified lead-based paint inspector is a State or local health or housing agency, a lead-based paint inspector certified or regulated by a State or local health or housing agency, or an organization recognized by HUD. Treatment of defective paint surfaces required under this section must be completed within 30 calendar days of the Augusta Housing Authority notification to the Owner. When weather conditions prevent treatment of the defective paint conditions on exterior surfaces within the 30- day period, treatment as required by this section may be delayed for a reasonable time. The requirements in this paragraph apply to: All painted interior surfaces within the unit (including ceilings but excluding furniture); the entrance and hallway providing ingress or egress to a unit in a multi-unit building; and exterior surfaces up to five feet from the floor or ground that are readily accessible to children under six years of age (including walls, stairs, decks, porches, railings, windows and doors, but excluding outbuildings such as garages and sheds). 4. Additional requirements for Pre-1978 units with children under 6 years of age with an EBL. In addition to the requirements of this section, for a dwelling unit constructed before 1978 that is occupied by a Family with a child under the age of six years with an identified EBL condition, the initial and each periodic inspection (as required under this part) must include a test for lead- based paint on chewable surfaces. Testing is not required if previous testing of chewable surfaces is negative for lead-based paint or if the chewable surfaces have already been treated. Testing must be conducted by a State or local health or housing agency, an inspector certified or regulated by a State or local health or housing agency or an organization recognized by HUD. Lead content must be tested by using an X-ray fluorescence analyzer (XRF) or by laboratory analysis of paint samples. Where lead-based paint on chewable surfaces is identified, treatment 10 June 2016 of the paint surface in accordance with this section is required, and treatment shall be completed within the time limits in this section. The requirements in this section apply to all protruding painted surfaces up to five feet from the floor or ground that are readily accessible to children under 6 years of age: (1) Within the unit; (2) The entrance and hallway providing access to a unit in a multi-unit building; and (3) Exterior surfaces (including walls, stairs, decks, porches, railings, windows and doors, but excluding outbuildings such as garages and sheds). 5. Treatment of chewable surfaces without testing. In lieu of the procedures set forth in this section, the Augusta Housing Authority may, at its discretion, waive the testing requirement and require the Owner to treat all interior and exterior chewable surfaces in accordance with the methods set out in this section. 6. Treatment methods and requirements. Treatment of defective paint surfaces and chewable surfaces must consist of covering or removal of the paint in accordance with the following requirements: (1) A defective paint surface shall be treated if the total area of defective paint on a component is: a. More than 10 square feet on an exterior wall; b. More than 2 square feet on an interior or exterior component with a large surface area, excluding exterior walls and including, but not limited to ceilings, floors, doors, and interior walls; or c. More than 10 percent of the total surface area on an interior or exterior component with a small surface area, including, but not limited to windowsills, baseboards and trim. (2) Acceptable methods of treatment are: removal by wet scraping, wet sanding, chemical stripping on or off site, replacing painted components, scraping with infra-red or coil type heat gun temperatures below 1100 degrees, HEPA vacuum sanding, HEPA vacuum needle gun, contained hydroblasting or high pressure wash with HEPA vacuum, and abrasive sandblasting with HEPA vacuum. Surfaces must be covered with durable materials with joints and edges sealed and caulked as needed to prevent the escape of lead contaminated dust. (3) Prohibited methods of removal are: open flame burning or torching without HEPA exhaust; uncontained hydroblasting or high pressure wash; and dry scraping except around electrical outlets or except when treating defective paint spots no more than two square feet in any one interior room or space (hallway, pantry, etc.) or totaling no more than twenty square feet on exterior surfaces. 11 June 2016 (4) During exterior treatment, soil and playground equipment must be protected from contamination. (5) All treatment procedures must be concluded with a thorough cleaning of all surfaces in the room or area of treatment to remove fine dust particles. Cleanup must be accomplished by wet washing surfaces with a lead solubilizing detergent such as trisodium phosphate or an equivalent solution. (6) Waste and debris must be disposed of in accordance with all applicable Federal, State, and local laws. 7. Tenant protection. The Owner must take appropriate action to protect residents and their belongings from hazards associated with treatment procedures. Residents must not enter spaces undergoing treatment until cleanup is completed. Personal belongings that are in work areas must be relocated or otherwise protected from contamination. 8. Owner information responsibilities. Prior to execution of the HAP contract, the Owner must inform the Augusta Housing Authority and the Family of any knowledge of the presence of lead-based paint on the surfaces of the residential unit. A copy of the Disclosure of Information on Lead-Based Paint and Lead- Based Paint Hazards form is attached for guidance. 9. Augusta Housing Authority dates collection and recordkeeping responsibilities. The Augusta Housing Authority must attempt to obtain annually from local health agencies the names and addresses of children with identified EBLs and must annually match this information with the names and addresses of participants under this program. If a match occurs the Augusta Housing Authority must determine whether local health officials have tested the unit for lead- based paint. If the unit has lead-based paint, the Augusta Housing Authority must require the Owner to treat the lead-based paint. If the Owner does not complete the corrective actions required by this section, the Family must be issued a Voucher to move. The Augusta Housing Authority must keep a copy of each inspection report for at least three years. If a dwelling unit requires testing, or if the dwelling unit requires treatment of chewable surfaces based on the testing, the Augusta Housing Authority must keep the test results indefinitely and, if applicable, the Owner certification of treatment. The records must indicate which chewable surfaces in the dwelling units have been tested and which chewable surfaces in the units have been treated. If records established that certain chewable surfaces were tested or treated in accordance with the standards prescribed in this section, such chewable surfaces do not have to be tested or treated at any subsequent time. The Owner is required to notify and certify to the Section 8 participant of any know lead based paint in the dwelling unit. In addition, the Owner’s certification to the participant must be maintained in the tenant file that is kept by the Owner. A copy of the certification should be sent to the Augusta Housing Authority for the Section 8 participant record. 12 June 2016 Access. The dwelling unit must be able to be used and maintained without unauthorized use of other private properties. The building must provide an alternate means of exit in case of fire (such as fire stairs or egress through windows). Site and Neighborhood. The site and neighborhood may not be subject to serious adverse environmental conditions, natural or manmade, such as dangerous walks or steps; instability; flooding; poor drainage; septic tank back-ups or sewage hazards; mudslides; abnormal air pollution, smoke or dust; excessive noise, vibration or vehicular traffic; excessive accumulations of trash; vermin or rodent infestation; or fire hazards. Sanitary Condition. The dwelling unit and its equipment must be free of vermin and rodent infestation. Manufactured Homes. A manufactured home unit, whether Owner or renter occupied, shall comply with the foregoing standards. In addition, a manufactured unit shall a. Meet the definition of a manufactured home. A manufactured home is a structure, with or without a permanent foundation, which is built on a permanent foundation, is designed for use as a principal place of residence, and meet the Housing Quality Standards; b. Be equipped with at least one smoke detector in working condition, and, c. Must be placed on the site in a stable manner and be free from hazards such as sliding or wind damage. A manufactured home must be securely anchored by a tie-down device, which distributes and transforms the load imposed by the unit to appropriate ground anchors to resist wind overturning and sliding. Smoke Detectors. Each dwelling unit must have at least one battery-operated or hard-wired smoke detector, in proper operating condition, on each level of the dwelling unit, including basements but excluding crawl spaces and unfinished attics. Smoke detectors must be installed in accordance with and meet the requirements of the National Fire Protection Association Standard (NFPA) 74 (or its successor standards). If any hearing-impaired person occupies the dwelling unit, smoke detectors must have an alarm system, designed for hearing-impaired persons as specified in NFPA 74 (or successor standards). Additionally, Owners are subject to State and local laws as the laws pertain to building codes, regulations, and ordinances. 13 June 2016 F. NON-QUALIFYING UNITS Any type of existing housing meeting the Housing Quality Standards may be utilized under the Section 8 Housing Choice Voucher Programs, except for the types of housing listed below: 1. A unit that is receiving other assistance under the 1937 Housing Act, except assistance under Section 17 of the Act (the Housing Development Grant and Rental Rehabilitation Program); 2. A unit that is owned or otherwise substantially controlled by the Augusta Housing Authority administering the Annual Contribution Contract for the Section 8 Programs; 3. Nursing homes, units within the grounds of penal, reformatory, medical, mental and similar public or private institutions, and facilities providing continual psychiatric, medical or nursing services; 4. A unit that is occupied by its Owner (including the Owner of a manufactured home leasing a manufactured home space), except for a cooperative or mutual housing unit or a shared housing unit as described in 24 CFR 887.551 (a)(2); or 5. A housing unit as transitional housing in HUD’s Transitional Housing Demonstration Program. Administrative Services Committee Meeting 7/12/2016 1:05 PM Section 8 Housing Department:Clerk of Commission Presenter: Caption:Discuss information received from the Augusta Housing Authority relative to the number of Section 8 Housing Units in Augusta by District. Determine what enforcement mechanisms are in place to force Section 8 Landlords to maintain their rental properties in accordance with existing policy. Consider imposing fines on repeat offenders. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 7/12/2016 1:05 PM Virginia Anderson and Jerry Walton Department:Clerk of Commission Presenter: Caption:Presentation by Ms. Virginia Anderson and Mr. Jerry Walton regarding the valuation of their property in Hyde Park. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: