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Reminder of Procedures in the Event of Resident Displacement and/or Property Damage

The Office of Multifamily Housing has recently established a national Multifamily Housing Disaster Team (MFDT) for a coordinated consistent response to disaster events.

 Reminder of Procedures in the Event of Resident
Displacement and/or Property Damage

The Office of Multifamily Housing has recently established a national Multifamily Housing Disaster Team (MFDT) for a coordinated consistent response to disaster events.  The team is in its infancy; but, ready and available to provide technical assistance and support as you navigate through the aftermath of the event.  If you have any questions or need assistance, please reach out to the email/mailbox address below and a member of the MFDT will reach out to assist.  Please include your preferred method of contact in your request along with your concern/need. 
 
We want to remind you of the procedures and tools available for owners and residents impacted by disasters. This information will make post-recovery efforts go more smoothly if an event occurs that impacts your residents and/or your property.  A website has been established with information and guidance in the event of a storm event or disaster.   HUD encourages you to review this material before an event occurs.  The website, Multifamily Housing Guidance for Disaster Recovery, can be accessed at:
 
https://www.hud.gov/program_offices/housing/mfh/disasterguide
 
Following an event that impacts residents and/or properties, HUD has reporting obligations on the impact of disaster events for all multifamily housing HUD insured and/or assisted properties.  Owners and Management Agents are obligated to always immediately report physical damage to a property interior or exterior that has resulted from a fire, flood, wind, severe cold, or other natural disaster event.  It is most convenient for all parties if Owners and Agents proactively report to HUD.  Owners are encouraged to complete and forward a Preliminary Damage Assessment (Exhibit A3, Chapter 38) to the Department at damageassessmentsflorida@hud.gov. A fillable sample is attached for your convenience. 
 
Please note that a report of “no damage/impact” is needed as well, this will allow for a more efficient use of staff resources for outreach to owners/agents where no assessment information has been received. 
 
Updated reports should be submitted as additional information is available concerning resident displacement or regarding the level/amount of damage sustained.  While the Department is not a payee on an insurance loss draft for a property with an insured mortgage, HUD must still be notified of the event and any damage sustained to the property.  
 
With many disaster events, there is a need for temporary housing for survivors displaced from their primary residence.  Vacancy or potential resource information is shared with our partners that assist survivors with locating temporary housing.  Vacancy/potential resource information should be submitted to the email/mailbox address above.  It would be beneficial for the information to be submitted in table or Excel in the following format.  A sample of the data points is included below and a sample format is attached.
 
In the event your property is impacted by the disaster event, please note, the property owner is responsible for:
 
  • Ensuring that the property and records are secured, and that residents' possessions and valuables are secured and protected to the greatest extent possible.  
  • Contacting FEMA for on-going guidance and assisting residents with registering with FEMA through 1800-621-FEMA (3362), or www.fema.gov.
  • Applying for assistance with FEMA, Small Business Administration, Housing Finance Agency and others.
  • Contacting the local HUD office following a disaster.
  • Providing a status report for the residents and property condition; ? Ensuring that residents provide EMERGENCY contact numbers.  
  • Determining the extent of damage, security needs, resident property protection needs, etc.
  • Contacting the property's insurance provider to apply for property and business interruption claims.
  • 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.
  • Notifying HUD and 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.
  • REMINDER TO OWNERS IN IMPACTED AREAS: Owners should not evict tenants from their unit to make hurricane related repairs.  
The Department encourages you to revisit the instructions provided in Chapter 38 of Handbook 4350.1 for related Emergency/Disaster Guidance. Other Important Contact Information:  

Potential Resource/Vacancy Information Data Fields -
 
State County HUD Property ID Property Name Street Address City Property Phone Total Vacancies Vacant 0 BR Vacant 1BR Vacant 2BR Vacant 3BR+ Vacant 4BR+
 

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