Announcements

Storm Damage Reporting

April 30, 2014

A Message from HUD Jacksonville:

To: All Owners and Agents of HUD Portfolio and Pipeline Projects in Florida

Due to the recent damaging storms in Alabama and Mississippi and other areas, this is a reminder on actions Owners and Agents should take before and after a storm. HUD’s primary concern is for the safety and well-being of the residents living in HUD and FHA communities, and for the people whose work makes these communities safe and secure.

Before a storm arrives, we ask that you please take the time to do these important things:

1. Please make sure vulnerable individuals (persons with disabilities, the frail elderly, people who do not have access to transportation) have the resources they need to survive a storm or to evacuate, if necessary. Make sure you have “emergency contact” information.

2. Check your generator and any other emergency equipment and make sure it is functional.

3. Review your Emergency Relocation Plan. You should have an Emergency Relocation Plan in place and updated at all times; please establish a plan and keep it updated at all times if one has not been established previously.

4. Let your HUD Project Manager know of any vacant units you have when a storm is approaching, and what size(s) those units are. This can be done by email and will be useful in the event persons are displaced from their homes and need to seek temporary housing.

5. Residents have a right of return if displaced, so be sure you contact displaced residents as soon as their units are once again habitable.

6. Ensure you have security in place to protect the personal belongings of displaced residents while they are away, and to prevent squatters.

7. If records and other property information (such as tenant files, bills and records) are on site, you may want to move them.

8. You may want to move certain items (computers, printers, etc.) to higher floors or off- site if they could be damaged.

9. Provide HUD, local and State agencies with an alternative phone and email address.

Immediately after a storm, please report to HUD by emailing DamageAssessmentsFlorida@hud.gov:

a. any health problems or injuries to residents or staff caused by the storm,

b. any displacement or necessary evacuation/relocation of residents,

c. any significant management problems you may now have as a result of the storm,

d. any damages your development may have suffered, and

e. any vacant units undamaged by the storm and what size(s) those units are, that are available for renting on a temporary or permanent basis.

Below is an excerpt from HUD Handbook 4350.1, Chapter 38, which outlines owner/agent responsibilities relating to emergencies and Presidential Declared Disasters.

OWNER/AGENT RESPONSIBILITIES

Owners/agents are responsible for:

· Applying for assistance with FEMA, SBA, HFA’s, etc.;

Knowledge of HUD’s Occupancy requirements and policies;
Contacting the local HUD office following a disaster;
Providing a status report for the residents and property condition;
Developing an emergency relocation plan to relocate residents prior to the storm especially at 202/811 Elderly or Disabled Properties and nursing homes;

· Ensuring that residents provide EMERGENCY contact numbers;

Developing tracking mechanisms to contact residents and determine their intent to return to the unit;
Develop a pre-disaster checklist that is shared with tenants in case of a disaster;
Self-reporting to the National Housing Locator (Owners can go to this site to list unit availability);
Determine the extent of damage, security needs, resident property protection needs, etc.
Maintaining prompt communication with HUD field staff when providing preliminary and final assessment surveys to assist with recovery planning;
Contacting the property’s insurance provider to apply for property and business interruption claims;
Contacting the mortgagee to inquire about forbearance options;
Contacting the assigned Section 8 Contract Administrator or PBCA;
Maintaining inventory of all residents, property, phone numbers, mailing address, and emails;
Determining which residents have been displaced due to unit damage or a failure of a major building system such as the electrical system, etc.;
Tracking each displaced resident’s temporary location and maintain contact information for each displaced resident, particularly if the property will likely have units off-line for more than 30 days; and,
Contacting the Federal Emergency Management Agency (FEMA) for on-going guidance and instruct residents to register with FEMA through 1-800-621-FEMA (3362), or www.fema.gov.

Other Announcements