Rev-1 chg-2 c chapter 38: multifamily emergency/disaster guidance section introduction



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Does the property have any of the following:


1. Power?







2. Water?







3. Vehicle Access?







4. Standing Water?







5. Were the buildings flooded?

If yes, how deep and for how long?









6. Is the property accessible and safe to enter?







7. Are permits or clearances required to re-occupy, repair, or re-construct the property?







8. Has management personnel taken photographs of the damage? If yes, request a scanned or faxed copy of the photographs.







UNITS

How many units are damaged and cannot be reoccupied?      

YES

NO

N/A

1. Can residents be moved to other units on-site?







2. Are you aware of other projects where these residents can be relocated?







3. Can all residents return to their units immediately?







4. Can all residents return to their units within the next two weeks?







5. Can all residents return to their units within one month?







Overall Damage (please indicate)

 None  Minor  Moderate  Major  Severe

Disaster Code (please indicate)

 1  2  3  4  5  6  7  8  9

Codes: 0 = No Damage-No Dislocation; 1=Power Outage – No Dislocation; 2=Minor Damage – No Dislocation; 3=Minor Damage-Dislocation; 4=Modest Damage-No Dislocation; 5=Power Damage-Full Dislocation; 6=Severe Damage-Minor (<50%) Dislocation; 7=Severe Damage-Significant (>50%) Dislocation; 8 = Severe Damage – Red Flagged; 9=Severe Damage-Demolition; 10=No Assessment

Priority Code (please indicate)

 Green  Yellow  Red

Comments:     


Name of Reviewer:      

Title of Reviewer:      

Date:      











APPENDIX A-4
VACANCY UTILIZATION/DISPLACED RESIDENT REPORT


Disaster Vacancy Utilization/

Displaced Resident Report

for Multifamily Housing Properties

U.S. Department of Housing

And Urban Development

Office of Housing

Federal Housing Commissioner



Public Reporting Burden for this collection of information is estimated to average .25 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The purpose of this form is to assist the owner in assessing the energy conservation needs of the property. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Reports Management Officer, Office of Information Policies and Systems, U.S. Department of Housing and Urban Development, Washington, D.C. 20410-3600 and to the Office of Management and Budget, Paperwork Reduction Project (2502-0582), Washington, D.C. 20503. Do not send this completed form to either of the above addresses.



Instructions: Using this assessment checklist, HUD staff must complete this form by contacting HUD and non-HUD owners/management agents in the disaster affected area to identify available vacancies.

Date:     

Affected Property Name:      

Affected Property Address:     

County:     

Disaster Name: (if known)       Unknown


Have any evacuates been housed in the property?       If yes, number of families housed and unit size.      

Are there any vacant units that may be used for housing residents displaced by the storm?       If yes, how many? Please list Unit size, type and date unit(s) will be ready for occupancy:


Property Name/Address

Number Available

Unit Size

Unit Type

(Family, Elderly, Persons with Disabilities, etc.)

Date Available for Occupancy

HUD Property?

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

     

     

     

     

     

 Yes  No

Name of Reviewer:      

Title of Reviewer:      

Date:      

Telephone Number:     


APPENDIX A-5

FINAL DISASTER ASSESSMENT



Final Disaster Assessment

for Multifamily Housing Properties


U.S. Department of Housing

And Urban Development

Office of Housing

Federal Housing Commissioner






Public Reporting Burden for this collection of information is estimated to average .25 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The purpose of this form is to assist the owner in assessing the energy conservation needs of the property. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Reports Management Officer, Office of Information Policies and Systems, U.S. Department of Housing and Urban Development, Washington, D.C. 20410-3600 and to the Office of Management and Budget, Paperwork Reduction Project (2502-0582), Washington, D.C. 20503. Do not send this completed form to either of the above addresses.



Instructions: Using this assessment checklist, HUD staff must complete the general property information section and perform an on-site assessment to verify the information in the preliminary report for final determination of damage.

On-Site Assessment Date:     

Property Name:      

Property Address:     

Owner:      

Owner Phone Number:      

Alternate Contact/Phone Number:      

Email Address:      



On-Site Management Agent:      

Management Agent Phone Number:      

Alternate Contact/Phone Number:      

Email Address:      



IREMS Number:     

FHA Number:      

 N/A

Section of the Act:      

 N/A

Contract Number:      

 N/A

Total Units:     

Total Assisted Units:     



Type of Subsidy

Client Type

 Section 8  PAC

 Section 236  Section 221(d)(3) BMIR

 Rent Supplement  RAP

 PRAC  Unsubsidized

 Family

 Disabled

 Elderly

 Elderly/Disabled

 Other (please specify)


Describe the building exterior damage. (Provide a general description per building, # of buildings, etc.) Indicate below and provide a description. If no exterior damage, indicate “N/A.” Use additional sheets as necessary.


Debris Removal/Disposal

Description:     


Garage/Carport

Description:     


Accessory Structures (e.g., pool, playground, mail kiosk, etc.)



Description:     


Landscaping



Description:     


Fencing/Entrance


Description:     


Other


Description:     



Describe the building interior damage. (Provide a general description per building, # of buildings, etc.) Indicate below and provide a description. If no interior damage, indicate “N/A.” Use additional sheets as necessary.


Doors

Description:     



Flooring



Description:     



Interior Walls



Description:     


Ceilings


Description:     


Cabinetry


Description:     


Appliances

Description:     


Electrical System

Description:     


Plumbing System

Description:     



Mechanical System

Description:     


Other


Description:     


If applicable, describe the exposed exterior/interior electrical damage.
 N/A


Description:     

Describe any temporary work that has been performed or is still needed.
 N/A



Description:     

Description of Damage

(Use additional sheets if necessary)



Unit of Measure

Quantity

Cost per unit

Total

     

     

     

     

$     

     

     

     

     

$     

     

     

     

     

$     

     

     

     

     

$     

     

     

     

     

$     

Total Damages

$     


Summary of Findings

Total Number of Units Affected:      

Occupancy Level Prior to Disaster      %

Current Occupancy Level:

     %

Total Number of Relocated Residents:      

Expected Duration of Relocation:      

(please indicate)



 Days  Months  N/A

Are Permits or clearances required to re-occupy, repair, or re-construct the property?  Yes  No


Photographs – Attach a minimum of 12 digital color photographs depicting damage to the property. Label each photograph with the specific location and date photograph was taken (building number, unit number, specific location on the property, such as fence on west property line, etc.). Provide a brief description of the damage depicted in the photograph and provide at least two photographs for each category of damage.

Comments:     

Name of Reviewer:      


Title of Reviewer:      

Date:      


APPENDIX A-6
SAMPLE CONFIRMATION LETTER TO OWNER/AGENT FOR SCHEDULED FINAL ASSESSMENT


U.S. Department of Housing and Urban Development

DATE
To:

Re: Disaster Assessment for

Dear Mr.:

This letter serves as follow-up to our telephone conversation regarding the scheduled on-site disaster assessment for the subject project. The damage assessment is scheduled for________. This review will be conducted to verify information obtained during the preliminary damage assessment, determine the extent of damage, and assess the overall needs of the residents and property.

Our HUD representative will physically inspect selected occupied and all vacant units and common areas. In preparation for the on-site damage assessment, please ensure copies of photographs or other damage related materials are available for the reviewer and that keys are available to all property common areas and units. Also, please ensure that all residents are provided with at least the required 24-hour advance notice, so that our inspector may enter occupied units.

We encourage you to have knowledgeable property personnel available to assist with and accompany our staff during the assessment the assessment. The goals of this review are to expedite the damage assessment, identify repair needs, and evaluate your property and restore the property to its operating condition.
We will provide you with a copy of the Final Assessment Report so that you can provide our office with a repair and recovery plan within 30 days or less of the date you receive the Final Assessment Report.

Thank you for your cooperation in this matter. If you have any questions, please contact me at:______________________ or by email at:


Sincerely,

(Name)

Project Manager


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