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Winterization Requirements
ATTACHMENT 7 Winterization Requirements and Cost Schedule
This section provides instruction for maintenance of utilities and winterization of properties to protect against freeze damage. It also addresses maintenance of wells and properties with sump pumps.
I. Utilities
Unless identified in the variations section of this attachment, utilities are to be turned off. In states where heat is to remain on, the temperature should be maintained at 55 degrees Fahrenheit unless otherwise noted in the local variations.
A. Condominiums and Attached Dwellings
At condominiums and attached dwellings in Planned Unit Developments (PUDs), water services and utilities should remain on if the systems are shared with other units. M&M Contractors should be contacted for directions on maintaining water services at properties where a community water service is involved and for electrical services at condominiums or townhouses, duplexes, attached dwellings in PUDs, where such services should be left on due to homeowners’ association or party wall requirements.
B. Equipment Damage
When there is a jurisdictional requirement for heat to remain on and a repair or replacement is needed to make the heating system operational, the Mortgagee should contact the M&M Contractor for instructions when the repair or replacement exceeds $250.00. The Mortgagee is responsible for damages to plumbing and heating systems caused by untimely and/or improper maintenance.
C. Sump Pumps
Where there is an existing sump pump used to keep basements or crawl space dry, the Mortgagee should leave the electricity on to assure the property is undamaged by flooding, regardless of whether the property is located in a state where utilities are required to be off. The Mortgagee should check to make sure the sump pump is operating. Mortgagees should request prior written approval from the M&M contractor if the cost of installing a sump pump exceeds $250.
D. Utility Accounts
Utility accounts including electricity, gas, home heating oil and water, should be in the Mortgagee’s name until conveyance of the property to HUD. The Mortgagee should pay the bill and may claim reimbursement for utility costs covering the period from the date of vacancy until the end of the billing cycle that includes the date of conveyance. Payment of a utility bill that includes charges for a portion of a billing cycle that is post conveyance is the exception to HUD’s policy on non-reimbursement of expenses after the conveyance date. It is the Mortgagee’s responsibility to notify the utility company that ownership of the security property has been transferred to HUD (to the attention of the M&M contractor), upon conveyance. A copy of the notice should be maintained in the claim review file.
In states where utilities should remain on, if there is any reason to believe that a Mortgagor may abandon a property, the Mortgagee should contact the utility company to request that the Mortgagee be notified of non-payment of utilities so that utilities can be transferred to the Mortgagee’s name and the heat remain on if the Mortgagor vacates.
E. Propane and Oil Systems
If the property has a propane or oil heating system, put a “KEEP FULL” contract on with a local supplier; in those jurisdictions, where the heat should remain “ON.”
II. Water
A. Domestic Water
If the water supply source is a public system, the utility should be contacted to turn off the water supply at the curb, unless otherwise indicated in the local variations. The Mortgagee should not cut water lines or remove water meters. (A non‑reimbursable charge may be imposed by the water utility for unauthorized water meter removal). The water department or provider should be notified when water is turned off so that a final meter reading can be done. The Mortgagee should ensure that this is completed. Where a water heater has to be installed, the Department will reimburse up to $350 for an electric water heater or up to $420 for a gas water heater, which includes the cost of installation.
B. Wells
If the water supply is a private well, the Mortgagee should turn off the well at the breaker panel and tape off the breaker, disconnect the water supply line between the property and pressure tank and install a hose bib on the pressure tank side of the breaker. The hose bib should then be tagged “For Water Testing”. All pressure tanks should be drained. If pump is surface mounted, drain pump housing, ‑ if submersible, then disconnect the check valve and drain all pump, suction, and discharge pipes. All fixtures should be winterized.
C. Reduced Pressure Zone Device (RPZ or RPZD)
A reduced pressure zone device (RPZ) is a type of backflow prevention device used to protect domestic water supplies from contamination. Mortgagees should contact the local health departments and/or state and local agencies with regard to any jurisdictional requirements for the installation and/or use of the RPZ device on all wet heat systems. Mortgagees should obtain two independent competitive bids and request prior written approval from the M&M contractor if the cost of installation of an RPZ valve exceeds $70.
III. Winterization
In jurisdictions where winterization is required, properties are to be winterized between October 1st and March 31st. For exceptions to these winterization time periods, see the Local Variation from General Requirements section on page 45. Properties should only be winterized once. However, a property should be re-winterized if the initial winterization is violated (no longer effective) and the Mortgagee obtains prior approval from the M&M Contractor.
Unless otherwise specified by local variation, the winterization process must include cleaning toilets and draining of all plumbing and heating systems in a manner sufficient to prevent freeze and/or other damage. Use of air pressure to clear the system, or in some cases, adding antifreeze to the system is both acceptable, provided that the effect prevents freeze-ups. All winterization should be performed in accordance with state and local codes, ordinances and regulations. Before and after photographs are required along with any other supporting documentation to support a claim for re-imbursement.
A. Dry Heat Systems
The hot water heater and all domestic water supply and distribution piping must be drained in a manner sufficient to prevent freeze and/or other damage. All faucets and valves should REMAIN OPEN during the process, and then closed after draining is completed. Adequate amounts of antifreeze are to be placed in all fixture traps, including toilet tanks and bowls.
B. Wet Heat, Radiant, Hydronic or Hot Water Baseboard Systems
The winterization requirements outlined above apply. In addition, the house boiler system must be drained in a manner sufficient to prevent freeze and/or other damage. All radiator vents are to be opened in the process. Bleeder pins should not be removed from the radiators. Any radiant heat piping should be drained and blown dry with the use of an air compressor and an adequate amount of antifreeze is to be put in the radiant piping.
C. Steam Heat Systems
The winterization requirements outlined above for Dry Heat Systems apply. Note: A steam heat system will have radiators with valves at the bottom of the radiator; a careful determination as to whether the system is hot water or steam is important to ensure proper action is taken. The Mortgagee should determine if the system is operable and if there are any leaks. If any problems with the steam heat system exist, this information should be reported to the M&M Contractor. Additionally, the Mortgagee must drain the property’s boiler system in a manner sufficient to prevent freeze and/or other damage. All radiator vents are to be opened in the process and bleeder pins should not be removed from the radiators, before shutting down the heating system. Pressurize the system with an air compressor to 35 pounds and inspect for leakage. The expectation for a properly prepared system is that it will hold air pressure with no leakage for a minimum of one‑half hour.
IV. Repair Bids
The Mortgagee may spend up to $250.00, for required repairs or installation of any new equipment required to maintain utilities or properly winterize a property including but not limited to, water wells, water meters, heating equipment, etc. Where such repairs will exceed $250, the mortgagee shall obtain two independent competitive bids and submit the bids to the appropriate M&M contractor for approval. Please advise the M&M where the meter may only be removed by the utility company.
Winterization Service Cost Schedule |
||||||
|
State Alabama |
Dry Heat
One Unit $90 |
Dry Heat
Add. Unit $50 |
Steam Heat
One Unit $140 |
Steam
Heat Add. Unit $90 |
Wet/
Radiant One Unit $460 |
Wet/ Radiant Add. Unit $230 |
| Alaska | $130 | $50 | $190 | $90 | $475 | $465 |
| Arizona | $80 | $50 | $120 | $90 | $460 | $230 |
| Arkansas | $75 | $50 | $130 | $90 | $460 | $230 |
| California | $75 | $50 | $130 | $90 | $460 | $230 |
| Colorado | $120 | $50 | $160 | $90 | $460 | $230 |
| Connecticut | $130 | $50 | $190 | $90 | $460 | $230 |
| Delaware | $90 | $50 | $145 | $90 | $460 | $230 |
| District of Columbia | $90 | $50 | $145 | $90 | $460 | $230 |
| Florida (Jacksonville) | $100 | $50 | $155 | $90 | $460 | $230 |
| Georgia | $100 | $50 | $150 | $90 | $460 | $230 |
| Hawaii | N/A | N/A | N/A | N/A | N/A | N/A |
| Idaho | $105 | $50 | $220 | $90 | $460 | $230 |
| Illinois | $75 | $50 | $145 | $90 | $460 | $230 |
| Indiana | $75 | $50 | $130 | $90 | $460 | $230 |
| Iowa | $75 | $50 | $370 | $90 | $460 | $230 |
| Kansas | $75 | $50 | $145 | $90 | $460 | $230 |
| Kentucky | $85 | $50 | $155 | $90 | $460 | $230 |
| Louisiana | $75 | $50 | $130 | $90 | $460 | $230 |
| Maine | $130 | $50 | $190 | $90 | $460 | $230 |
| Maryland | $90 | $50 | $145 | $90 | $460 | $230 |
| Massachusetts | $130 | $50 | $190 | $90 | $460 | $230 |
| Michigan | $75 | $50 | $155 | $90 | $460 | $230 |
| Minnesota | $120 | $50 | $245 | $90 | $460 | $230 |
| Mississippi | $75 | $50 | $130 | $90 | $460 | $230 |
| Missouri | $75 | $50 | $145 | $90 | $460 | $230 |
| Montana | $90 | $50 | $230 | $90 | $460 | $230 |
| Nebraska | $75 | $50 | $130 | $90 | $460 | $230 |
| Nevada | $105 | $50 | $145 | $90 | $460 | $230 |
| New Hampshire | $130 | $50 | $190 | $90 | $460 | $230 |
| New Jersey | $100 | $50 | $155 | $90 | $460 | $230 |
| New Mexico | $120 | $50 | $160 | $90 | $460 | $230 |
| New York | $100 | $50 | $130 | $90 | $460 | $230 |
| North Carolina | $75 | $50 | $155 | $90 | $460 | $230 |
| North Dakota | $120 | $50 | $245 | $90 | $460 | $230 |
| Ohio | $75 | $50 | $115 | $90 | $460 | $230 |
| Oklahoma | $75 | $50 | $130 | $90 | $460 | $230 |
| Oregon | $75 | $50 | $130 | $90 | $460 | $230 |
| Pennsylvania | $75 | $50 | $155 | $90 | $460 | $230 |
| Rhode Island | $130 | $50 | $190 | $90 | $460 | $230 |
| South Carolina | $75 | $50 | $155 | $90 | $460 | $230 |
| South Dakota | $130 | $50 | $190 | $90 | $460 | $230 |
| Tennessee | $90 | $50 | $150 | $90 | $460 | $230 |
| Texas | $130 | $50 | $130 | $90 | $460 | $230 |
| Utah | $135 | $50 | $140 | $90 | $460 | $230 |
| Vermont | $135 | $50 | $130 | $90 | $460 | $230 |
| Virginia | $75 | $50 | $145 | $90 | $460 | $230 |
| Washington | $75 | $50 | $130 | $90 | $460 | $230 |
| West Virginia | $75 | $50 | $130 | $90 | $460 | $230 |
| Wisconsin | $75 | $50 | $130 | $90 | $460 | $230 |
| Wyoming | $130 | $50 | $190 | $90 | $460 | $230 |
Local Variations from General Requirements
ATLANTA Homeownership Center
Illinois/Indiana
Winterize year round, regardless of the month the property is secured. However, heat will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Caribbean
Do not winterize.
Florida
The water supply should be shut off at the curb. Notify utility companies to cancel all services. Do not drain the water heater or water lines. Do not winterize.
Jacksonville Florida ONLY
Winterize from September 1 through April 30 from Jacksonville north to the Georgia line. However, heat will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
DENVER Homeownership Center
Colorado
Winterization is required from September 1 through April 30. Heat is to remain on in condominiums and town-homes.
Kansas, Missouri, Oklahoma
Winterization is required from September 1 through April 30. However, heat system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Minnesota, Montana, Iowa, North Dakota, Wyoming
Winterization is required from September 1 through April 30. Utilities and heat are to remain on.
Wisconsin
Winterization is required from September 1 through April 30. Turn water off at meter in house ONLY. Heating system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
SANTA ANA Homeownership Center
Turn water off at the street after winterization in all Santa Ana M&M contract areas, except Alaska.
Alaska
All properties should be winterized year round. Heat should be left on with the thermostat set at 55 degrees Fahrenheit. Properties should be conveyed with water, gas, and utilities ON. Propane and fuel oil delivery services should remain on automatic fill. Utilities should remain in the servicing Mortgagee’s name until conveyance. The servicing Mortgagee is instructed and authorized to switch utilities into HUD’s name effective on the date of conveyance.
Water service may be turned off at the street (key box) only if the property has a forced air or electric heating system and the domestic water system has been properly winterized.
Arizona/California
Winterize properties above 2,000 feet only. However, heat system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Hawaii/Pacific Islands
Do not winterize.
Nevada
No winterization except for Pahrump zip code 89041 and Mt. Charleston zip code 89124. All other winterization is completed on a case‑by‑case basis. However, heat system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Reno, Nevada
Winterize from September 15 through April 15. However, heat system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Oregon
Winterize from November 1 through March 31 only. However, heat system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Washington
Winterize from September 15 through April 15. However, heat system will remain in shut down mode. Utilities are to remain off unless required to operate a sump pump.
Yard Maintenance and Snow Removal Requirements
ATTACHMENT 6 Yard Maintenance and Snow Removal Requirements and Cost Schedule
(2008 Update)
I. Grass Cuts
Lawn cutting (initial and subsequent cuts) includes mowing the lawn, weeding, edge trimming, sweeping of all paved areas (sidewalks, driveways, patios, etc.), and removal of all lawn clippings, related cuttings, and incidental debris (newspapers, flyers, bottles, etc.). These services are included in the cost allowable for an initial cut and subsequent cut (re-cut). The disposal of all clippings and incidental debris should be in compliance with jurisdictional requirements. The costs allowable for trimming shrubs and snow removal are listed separately in the accompanying schedule. Before and after photographs are required for all cuts. All photographs should be dated.
Mortgagees should not order lawn maintenance if a homeowners’ association for such properties as condominiums covers this service.
A. Frequency
One initial grass cut is allowed during each grass-growing season followed by subsequent cuts periodically throughout the season. If a local variation requires that the grass be maintained year round, only one initial cut may be charged. If there is one grass-growing season in the geographical location of the property, one initial cut is allowed within a 12-month period. If there are multiple growing seasons, an initial grass cut is permitted at the beginning of each grass-growing season.
If conveyance occurs during the growing season, unless otherwise indicated in local variations, a final grass cut should be completed within two weeks of conveyance.
Grass should typically be cut twice a month between April 1st and October 31st, however, more frequent lawn cuts may be allowed in certain areas as indicated in the variances at the end of this attachment. Grass should not be cut between November 1st and March 31st unless prior written approval is obtained from the M&M Contractor or otherwise prescribed in the local variances. If the grass grows to six inches in length during the off-season, the Mortgagee should request prior approval to cut the grass.
B. Oversized Yards
For yards greater than 15,000 square feet, Mortgagees should submit an over-allowable request. Requests to exceed cost limits for larger lots should be accompanied by lot dimensions and the calculated square footage of the lot as well as photo documentation. Mortgagees may request over-allowable approval for an entire growing season. For each over-allowable request, the Mortgagee should provide one bid for the cost of the initial cut, one bid for each subsequent cut (all of equal cost) and the total number of subsequent cuts required. Even if the Mortgagee is approved for an entire season, HUD will only reimburse grass-cutting expenses actually incurred.
C. Specifications
Grass should be cut to a maximum of two inches in length. Grass and weeds are to be cut to the edge of the property line and to a maximum of two inches. Grass and weeds are to be trimmed around foundations, bushes, trees, and planting beds. Grass and weeds should also be trimmed flush with fences and other construction that would normally require trimming.
Shrubs are to be trimmed and cuttings removed once in a growing season, between April 1st and October 31st. An over-allowable should be submitted for any subsequent trimming of shrubs during the same growing season, with appropriate before and after photographs.
II. Snow Removal
The Mortgagee should maintain a safe and accessible property throughout the winter season. Snow should be removed from the entry, walkway, porch and driveway following a minimum three-inch accumulation. Mortgagees must comply with local codes and ordinances governing the removal of snow and ice. Before and after photographs are required for all snow and ice removal.
Yard Maintenance Cost Schedule |
||||||
|
State
|
Initial cut up to 10,000 sq. ft. |
Initial cut 10,001 sq. ft. to 15,000 sq. ft. |
Re-cut up to 10,000 sq. ft. |
Re-cut 10,001 sq. ft. up to 15,000 sq. ft. |
Snow Removal |
Trim Shrubs |
| Alabama | $70 | $90 | $65 | $85 | $0 | $30 |
| Alaska | $100 | $120 | $95 | $115 | $55 | $40 |
| Arizona | $75 | $95 | $70 | $90 | $50 | $40 |
| Arkansas | $70 | $90 | $65 | $85 | $45 | $40 |
| California | $100 | $120 | $95 | $115 | $55 | $45 |
| Colorado | $85 | $105 | $80 | $100 | $45 | $40 |
| Connecticut | $100 | $120 | $95 | $115 | $55 | $45 |
| Delaware | $95 | $125 | $90 | $120 | $45 | $35 |
| District of Columbia | $95 | $115 | $90 | $110 | $55 | $45 |
| Florida | $85 | $105 | $80 | $100 | $0 | $30 |
| Georgia | $85 | $105 | $80 | $100 | $0 | $30 |
| Guam | $110 | $130 | $105 | $125 | $0 | $45 |
| Hawaii | $110 | $130 | $105 | $125 | $0 | $45 |
| Idaho | $100 | $120 | $95 | $115 | $55 | $45 |
| Illinois | $85 | $105 | $80 | $100 | $45 | $30 |
| Indiana | $85 | $105 | $80 | $100 | $45 | $30 |
| Iowa | $85 | $105 | $80 | $100 | $45 | $40 |
| Kansas | $85 | $105 | $80 | $100 | $45 | $40 |
| Kentucky | $85 | $105 | $80 | $100 | $45 | $30 |
| Louisiana | $85 | $105 | $80 | $100 | $45 | $40 |
| Maine | $100 | $120 | $95 | $115 | $55 | $45 |
| Maryland | $100 | $120 | $95 | $115 | $55 | $45 |
| Massachusetts | $100 | $120 | $95 | $115 | $55 | $45 |
| Michigan | $85 | $105 | $80 | $100 | $45 | $35 |
| Minnesota | $85 | $105 | $80 | $100 | $45 | $40 |
| Mississippi | $85 | $105 | $80 | $100 | $0 | $30 |
| Missouri | $85 | $105 | $80 | $100 | $45 | $40 |
| Montana | $85 | $105 | $80 | $100 | $45 | $40 |
| Nebraska | $85 | $105 | $80 | $100 | $45 | $40 |
| Nevada | $90 | $110 | $85 | $105 | $50 | $40 |
| New Hampshire | $100 | $120 | $95 | $115 | $55 | $45 |
| New Jersey | $100 | $120 | $95 | $115 | $55 | $45 |
| New Mexico | $85 | $105 | $80 | $100 | $45 | $40 |
| New York | $100 | $120 | $95 | $115 | $55 | $45 |
| North Carolina | $85 | $105 | $80 | $100 | $45 | $30 |
| North Dakota | $85 | $105 | $80 | $100 | $45 | $40 |
| Ohio | $85 | $105 | $80 | $100 | $45 | $35 |
| Oklahoma | $85 | $105 | $80 | $100 | $45 | $40 |
| Oregon | $100 | $120 | $95 | $115 | $55 | $45 |
| Pennsylvania | $95 | $115 | $90 | $110 | $45 | $35 |
| Puerto Rico | $110 | $130 | $105 | $125 | $0 | $30 |
| Rhode Island | $100 | $120 | $95 | $115 | $55 | $45 |
| South Carolina | $85 | $105 | $80 | $100 | $0 | $30 |
| South Dakota | $85 | $105 | $80 | $100 | $45 | $40 |
| Tennessee | $85 | $105 | $80 | $100 | $45 | $30 |
| Texas | $85 | $105 | $80 | $100 | $45 | $40 |
| Utah | $85 | $105 | $80 | $100 | $45 | $40 |
| Vermont | $100 | $120 | $95 | $115 | $55 | $45 |
| Virginia | $95 | $115 | $90 | $110 | $55 | $45 |
| Virgin Islands | $85 | $105 | $80 | $100 | $0 | $30 |
| Washington | $100 | $120 | $95 | $115 | $55 | $45 |
| West Virginia | $95 | $115 | $90 | $110 | $55 | $45 |
| Wisconsin | $85 | $105 | $80 | $100 | $45 | $40 |
| Wyoming | $85 | $105 | $80 | $100 | $45 | $40 |
If property yard is over 15,000 square feet, contact the M&M contractor.
Local Variations from General Requirements
SANTA ANA Homeownership CenterArizona/ California/ Nevada
Grass should be cut year-round. Properties with desert landscaping require only once a month weed removal and are reimbursed as a re-cut.
Hawaii/Pacific Islands
Grass should be cut year round.
ATLANTA Homeownership CenterFlorida
Grass should be cut year round.
Debris Removal Service Requirements
ATTACHMENT 5 Debris Removal Service Requirements and Cost Schedule (2008 Update)
A Mortgagee may expend up to the amount listed in this attachment for debris removal without prior written approval from the M&M contractor. Costs such as labor hours, dump fees, and transportation (e.g., fuel, mileage, truck rental) should not be claimed in addition to the reimbursable amount as these costs are incorporated in the per unit allowable cost for debris removal. Before and after photographs are required.
The Department acknowledges that it is a common business practice of many property preservation contractors to wait until they have collected debris from several properties before taking the debris to an appropriate facility for disposal and that not all disposal facilities provide printed receipts. Therefore, where such receipts are not available, Mortgagees will not automatically be denied reimbursement for debris removal. However, the Department must be able to confirm the type and amount of debris that was removed and that all debris was disposed of properly. Therefore, Mortgagees must maintain a complete audit trail which will include: the name, address, and phone number of each company providing the debris removal service, the FHA case number and address of the property, the date of the disposal, the number of cubic yards of debris disposed and a listing of any items that are not ordinary household debris which would include health and safety items, tires, appliances, cars, trucks, boats, batteries, etc. The documentation must also provide the name, address and telephone number of all disposal facilities used.
If a dumpster was brought to the property, the supporting information must identify the date the dumpster was delivered to the property, the date it was removed, and the name, address and telephone number of the company supplying the dumpster.
I. Exterior
Mortgagees should remove all exterior debris, including abandoned vehicles, in accordance with applicable local laws. Items of personal property that are securely affixed and in good condition, such as a swing set or dog-house/kennel should not be removed if they add value to the property. However, if personal property is in disrepair or determined to be a health and safety hazard, it should be removed.
Mortgagees must maintain, in the claim file, salvage yard and dump fee receipts that substantiate all claimed debris removal. The documentation must include the date, address of the property(s) for which the debris is being dumped, number of yards dumped, and the number and type of appliances (e.g., refrigerators, stoves, dishwashers) being dumped or disposed. The receipt must indicate the name of the dump to verify that the debris has been disposed of legally.
Before and after photographs are required to support all required debris removal. Photographs should be dated and the property address indicated. If photographs are not available as documentation of required debris removal, HUD will not reimburse the Mortgagee for associated costs.
II. Interior (Including Attic, Basement, and Storage Spaces)
Mortgagees are not to remove interior debris except for:
• Debris that constitutes a health or safety hazard;
• Debris that has or is likely to result in issuance of a code violation, a fine and/or lien;
• Debris required to be removed as part of an eviction by local law enforcement or crews under the control and direction of local law enforcement where the Mortgagee has no control over the timing of removal.
If the clean out of a property’s interior is necessary, the clean-out should include removal and proper disposal of debris including:
• Shabby or torn carpet;
• Dilapidated, unsafe flooring;
• Health and safety hazards (See Hazardous Waste Removal, below), including dead animals; and personal effects (e.g., furniture, clothing, dishes, utensils), unless otherwise instructed by local law enforcement during an eviction.
Before and after photographs are required to document the existence of personal property items and all required debris removal. Photographs should be dated and the property address indicated. If photographs are not available as documentation of required debris removal, HUD will not reimburse the Mortgagee for associated costs.
III. Hazardous Waste Removal
Mortgagees are required to remove unhealthy or hazardous materials from the exterior and interior of properties prior to conveyance and should adhere to local municipal health and safety requirements with respect to proper disposal of said materials. For additional clarification, the Environmental Protection Agency (EPA) website lists common household items containing potentially hazardous ingredients that might be found in a garage, basement, or other storage space (http://www.epa.gov/epaoswer/non-hw/muncpl/hhw-list.htm). Further, as a matter of health and safety, refrigerators should be unplugged and refrigerator doors should be removed and stored if required by applicable state or local law or ordinance.
Materials considered unhealthy or hazardous that should be removed prior to conveyance include but are not limited to:
• Decaying food or other organic matter;
• Dead animals and animal feces;
• Pest infestations (see below);
• Broken glass or other sharp objects;
• Large containers of liquids;
• Large quantities of paint or paint products;
• Paints or solvents in any amount stored in or near papers, fabrics or other flammable materials; and
• Highly flammable chemicals (e.g., solvents, paint thinners, gasoline, motor oil and motor additives, etc.).
The following products, if found in quantities consistent with normal household use, are not considered hazardous waste for purposes of debris removal under this section.
• Non-flammable materials including reasonable quantities of paper and fabrics (unless stored near flammable chemicals);
• Common cleaning products and household chemicals such as insect repellent;
• Up to five gallons of paint and paint products;
• Lawn and garden products and fertilizers; and
• Pool chemicals.
EPA guidelines allow paint cans to be disposed of with regular debris, once treated. Paint is treated by brushing the paint onto cardboard or newspaper, allowing the empty can to dry with the lid off, or by adding absorbent material such as kitty litter, shredded newspaper, sand, or sawdust directly into the latex paint can. Dried paint may then be thrown in the trash and removed from the property as regular debris.
The M&M contractor must approve any costs associated with disposal action(s) required by a municipality.
IV. Bug and/or Pest Infestation
If, on the initial inspection, the Mortgagee finds evidence of pests (e.g., roaches, water bugs, mice, rats) that does not prevent clean-out of debris or is not a health or safety hazard, the Mortgagee may use over-the-counter products to exterminate the bugs. If the property is found to be infested with pests that constitute a health or safety hazard or prevent the clean-out or debris removal, the Mortgagee may utilize a professional Pest Control Service. A flea infestation does not require photographic evidence.
V. Personal Property and Debris Removal during Evictions
Some jurisdictions require a legal eviction to remove personal property from a vacant house. Mortgagees should follow local code and laws and exercise good judgment when distinguishing between personal property and debris. If Mortgagees have questions regarding personal property and debris, they should consult local counsel. If a Mortgagee is required by local law to remove trash and debris from the property as part of an eviction and the Mortgagee has no control over the timing of removal, the costs for removing the items are considered eviction expenses and are not subject to the debris removal cost guidelines, the maximum securing fee or the overall allowable cost limit. These costs are to be claimed as man-hours and should be deemed by the M&M contractor to be reasonable and customary for services performed in the area.
A. Personnel
In most circumstances, no more than four people should be necessary to complete an eviction for a townhouse or condominium and six people for a single family detached dwelling. If local law provides that a specific number of people should be provided, or if the law enforcement official conducting the eviction identifies a need for additional people to be present at the time of the eviction, this information must be documented in the claim review file. Similarly, if local or state law requires that a service be performed within a certain time frame or subject to specific removal or storage requirements, those requirements must be fully documented in the claim review file and costs are not subject to the allowable cost limit for the jurisdiction.
The removal of curbside debris following an eviction will be reimbursed as man-hours. No more than four man-hours at $20 per man-hour, per person at the scheduled eviction will be reimbursed for the removal and disposal of eviction debris. Dump fees and storage fees (as appropriate for the jurisdiction) will also be reimbursed.
If crews show up for canceled or re-scheduled evictions, the Mortgagee is only eligible to claim a maximum of one man-hour at $20 of labor per person.
B. Photographic Evidence
Photographs are required to support all personal property/debris removed from a property as part of an eviction. Eviction costs should be entered in item 305 of Part D of the claim form.
VI. Over-allowable Requests for Debris Removal Services
Mortgagees should obtain prior written approval from the M&M contractor for any debris removal expense that exceeds the cost per cubic yard or the total allowable number of yards indicated in the schedule. When requesting approval to exceed the debris removal cost limit, the Mortgagee should obtain two independent competitive bids. If the Mortgagee utilizes a field service company, that firm may provide one of the bids. The Mortgagee should obtain a second independent and competitive bid and submit the bids to the appropriate M&M contractor with an over-allowable request. Field service companies or contractors may not submit second bids directly to the M&M contractor. This violates the integrity of HUD’s requirement for an independent and competitive bid process.
The bids should specify the types and location of the debris, the number of cubic yards, and include photographic documentation. Any additional costs of non-general refuse should be factored into the final bid and clearly indicated for M&M contractor review. All second bids will be on the bidding company’s letterhead and will include the bidder’s name, address and telephone number. Upon receipt of the bids, the Mortgagee should date stamp them and attach them to a Request to Exceed Cost Limit for Preservation and Protection. Additionally, the Mortgagee should identify all other preservation and protection expenses to-date so that the M&M contractor will know if and by how much the Mortgagee will exceed the maximum allowable cost limit. Debris removed per local code is also subject to the established cost limits on debris removal. Mortgagees will not be reimbursed for the cost of obtaining bids.
Upon receipt of the required bids, the M&M contractor will, within five business days, take one of the following actions:
• Notify the Mortgagee to accept one of the bids submitted;
• Reject both bids and provide the Mortgagee with examples of similar work that has been recently performed at a more reasonable cost, or
• Notify the Mortgagee to convey the property without removing the debris.
|
Debris Removal Service Schedule |
|||||||||
| State |
Per Cubic Yard |
Max 1 unit 12 cu yd | Max 2 units 15 cu yd | Max 3 units 18 cu yd |
Max 4 units 21 cu yd |
Large appliance removal |
Vehicle Removal |
Pest infest. |
Tires |
| Alabama | $45 | $540 | $675 | $810 | $945 | $140 | $180 | $150 | $15 |
| Alaska | $35 | $420 | $525 | $630 | $735 | $95 | $125 | $75 | $15 |
| Arizona | $35 | $420 | $525 | $630 | $735 | $95 | $215 | $75 | $15 |
| Arkansas | $35 | $420 | $525 | $630 | $735 | $113 | $215 | $125 | $15 |
| California | $40 | $480 | $600 | $720 | $840 | $88 | $120 | $75 | $15 |
| Colorado | $40 | $480 | $600 | $720 | $840 | $100 | $160 | $125 | $15 |
| Connecticut | $55 | $660 | $825 | $990 | $1155 | $155 | $210 | $110 | $15 |
| Delaware | $55 | $660 | $825 | $990 | $1155 | $110 | $215 | $110 | $15 |
| District of Columbia | $55 | $660 | $825 | $990 | $1155 | $100 | $215 | $110 | $15 |
| Florida | $45 | $540 | $675 | $810 | $945 | $100 | $180 | $170 | $15 |
| Georgia | $50 | $600 | $750 | $900 | $1,050 | $140 | $205 | $113 | $15 |
| Guam | $40 | $480 | $600 | $720 | $840 | $88 | $125 | $10 | $15 |
| Hawaii | $35 | $420 | $525 | $630 | $735 | $88 | $125 | $10 | $15 |
| Idaho | $40 | $480 | $600 | $720 | $840 | $75 | $165 | $75 | $15 |
| Illinois | $40 | $480 | $600 | $720 | $840 | $125 | $155 | $140 | $15 |
| Indiana | $60 | $720 | $900 | $1,080 | $1260 | $55 | $95 | $140 | $15 |
| Iowa | $35 | $420 | $525 | $630 | $735 | $50 | $115 | $100 | $15 |
| Kansas | $35 | $420 | $525 | $630 | $735 | $40 | $140 | $100 | $15 |
| Kentucky | $50 | $600 | $750 | $900 | $1050 | $165 | $215 | $20 | $15 |
| Louisiana | $50 | $600 | $750 | $900 | $1,050 | $82 | $170 | $100 | $15 |
| Maine | $50 | $600 | $750 | $900 | $1,050 | $195 | $210 | $110 | $15 |
| Maryland | $55 | $660 | $825 | $990 | $1,155 | $195 | $215 | $110 | $15 |
| Massachusetts | $50 | $600 | $750 | $900 | $1,050 | $195 | $210 | $110 | $15 |
| Michigan | $50 | $600 | $750 | $900 | $1,050 | $135 | $240 | $50 | $15 |
| Minnesota | $40 | $480 | $600 | $720 | $840 | $75 | $125 | $150 | $15 |
| Mississippi | $55 | $660 | $825 | $990 | $1,155 | $140 | $215 | $45 | $15 |
| Missouri | $35 | $420 | $525 | $630 | $735 | $150 | $140 | $75 | $15 |
| Montana | $50 | $600 | $750 | $900 | $1,050 | $150 | $160 | $75 | $15 |
| Nebraska | $35 | $420 | $525 | $630 | $735 | $63 | $115 | $125 | $15 |
| Nevada | $40 | $480 | $600 | $720 | $840 | $75 | $165 | $75 | $15 |
| New Hampshire | $50 | $600 | $750 | $900 | $1,050 | $155 | $210 | $110 | $15 |
| New Jersey | $50 | $600 | $750 | $900 | $1,050 | $140 | $210 | $110 | $15 |
| New Mexico | $40 | $480 | $600 | $720 | $840 | $150 | $160 | $125 | $15 |
| New York | $45 | $540 | $675 | $810 | $945 | $105 | $140 | $110 | $15 |
| North Carolina | $55 | $660 | $825 | $990 | $1,155 | $130 | $230 | $35 | $15 |
| North Dakota | $40 | $480 | $600 | $720 | $840 | $75 | $125 | $125 | $15 |
| Ohio | $40 | $480 | $600 | $720 | $840 | $105 | $130 | $110 | $15 |
| Oklahoma | $35 | $420 | $525 | $630 | $735 | $100 | $190 | $40 | $15 |
| Oregon | $40 | $480 | $600 | $720 | $840 | $25 | $125 | $10 | $15 |
| Pennsylvania | $50 | $600 | $750 | $900 | $1,050 | $50 | $210 | $110 | $15 |
| Puerto Rico | $50 | $600 | $750 | $900 | $1,050 | $130 | $190 | $35 | $15 |
| Rhode Island | $50 | $600 | $750 | $900 | $1,050 | $195 | $210 | $110 | $15 |
| South Carolina | $55 | $660 | $825 | $990 | $1155 | $30 | $235 | $75 | $15 |
| South Dakota | $45 | $540 | $675 | $810 | $945 | $32 | $190 | $125 | $15 |
| Tennessee | $50 | $600 | $750 | $900 | $1,050 | $135 | $195 | $20 | $15 |
| Texas | $45 | $540 | $675 | $810 | $945 | $75 | $190 | $125 | $15 |
| Utah | $40 | $480 | $600 | $720 | $840 | $90 | $195 | $100 | $15 |
| Vermont | $50 | $600 | $750 | $900 | $1,050 | $195 | $215 | $110 | $15 |
| Virginia | $55 | $660 | $825 | $990 | $1,155 | $70 | $230 | $110 | $15 |
| Virgin Islands | $50 | $600 | $750 | $900 | $1,050 | $130 | $190 | $35 | $15 |
| Washington | $35 | $420 | $525 | $630 | $735 | $40 | $115 | $51 | $15 |
| West Virginia | $50 | $600 | $750 | $900 | $1,050 | $125 | $240 | $60 | $15 |
| Wisconsin | $40 | $480 | $600 | $720 | $840 | $150 | $115 | $100 | $15 |
| Wyoming | $45 | $540 | $675 | $810 | $945 | $77 | $190 | $75 | $15 |
*Reimbursement is per tire. If there are more than 6 tires, contact the M&M contractor
Lock Change/Securing Service Requirements
ATTACHMENT 3 Lock Changes/Securing Service Requirements and Cost Schedule (2008 Update)
Properties must be secured to prevent unauthorized entry and protect against weather related damage. The cost schedule to this attachment includes a Maximum Allowable Securing Fee for securing that includes the minimum securing requirements identified in I. below, as well as a flat fee for photographs. This attachment also identifies maximum allowable fees for securing swimming pools and completing temporary roof repairs, which are not included in the Maximum Allowable Securing Fee. The securing requirements listed below may be performed without prior approval from the M&M contractor if all individual expenses remain within the maximum cost allowable for that particular service. Written approval from the M&M contractor is required if the cost exceeds the maximum allowable for any particular service listed herein. Re-securing the property is allowed without prior approval, provided the costs are within the maximum allowable securing fee.
I. Minimum Securing Requirements (Post Foreclosure)
1. All windows and doors must be secured.
2. Broken glass should be replaced, unless the opening is to be boarded. All broken glass should be removed.
3. Locks on the front and rear entry doors should be replaced with one of the following master lock sets:
Kwikset No. 400T
Kwikset No. 400P
Kwikset No. 400V or equivalent, with identical key codes.
4. If there is a deadbolt lock on the main entry door replace handle set with a Kwikset lock or equivalent and disable the existing deadbolt.
5. Other entryways that provide immediate access to the living area, attached garage or basement area should be secured with a slide bolt, unless otherwise noted in variations. Or, if the secondary entryway has an existing deadbolt lock, re-key the deadbolt to the specifications of the front and rear entry doors.
6. Document key-codes to the existing/replacement lock in the Mortgagee’s Comments section of form HUD-27011 Part A, which must be provided to the M&M contractor.
7. Doors and windows should not be braced or nailed shut or the Mortgagee will be held accountable for resulting damage. Replace locking mechanism on windows if inoperable or missing.
8. Sliding glass doors should be double locked.
9. Detached garage doors and outbuildings should be secured with a padlock and hasp.
10. Unplug automatic garage door openers and secure garage doors, when applicable. Garage doors should be left in such a condition as to allow for opening and closing without the use of the automatic garage door opener. Leave the remote key(s)/transmitter(s) in a kitchen counter drawer.
Minimum Securing Requirement (Pre-Foreclosure)
1. At a minimum the Pre-foreclosure securing requirements should include the items listed in “I” above, except the rear entry door lock must not be changed to allow borrower access, if applicable.
II. Temporary Roof Repair
Roof damage left unattended exposes a property to deterioration; moisture accumulation and mold growth. A separate cost item in the amount of $400 has been created for temporary roof repair to protect the interior of properties from further damage. M&M approval is not required if the cost of the temporary repair does not exceed the maximum allowable amount of $400. The Mortgagee should submit form HUD-50002, “Request to Exceed Cost Limits for Preservation and Protection,” for any temporary roof repair that exceeds the maximum allowable for roof repair. Temporary repairs (e.g., tarping/patching/or replacing loose shingles) should be performed immediately upon discovery of roof damage. Tarps and other temporary measures may be used to prevent further deterioration only until permanent repairs can be completed.
If a property has sustained roof damage that is not surchargeable and the property is scheduled for conveyance within 30 days of the date a roof leak is discovered, the Mortgagee may convey the property with a tarp or other temporary repair. Mortgagees should notify the M&M in advance when they will convey a property with a temporary repair and should provide evidence that the damage is not surchargeable and was only recently discovered. Failure to provide this notification may result in re-conveyance.
If the damage is discovered 31 or more days prior to the conveyance date, the Mortgagee should affect a permanent roof repair, whether or not the damage is surchargeable. If the cost to permanently repair the roof exceeds the cost allowable for this item, the Mortgagee should submit an over-allowable request.
Properties with surchargeable roof damage may not be conveyed with a tarp or other temporary repair without the prior approval of the M&M contractor.
Mortgagees should retain before and after photographs and a detailed description of what actions were taken to prevent further roof deterioration or water leakage. The documentation must be maintained in the claim review file to support the reimbursement of the costs claimed.
III. Swimming Pools
Fees for securing or winterizing swimming pools and hot tubs or spas are not included in the maximum allowable limit per property. See below for the maximum costs for securing pools and spas. The costs for permits to drain pools/spas by local governments are included in the maximum limit for this cost item and will be reimbursed based on the actual cost incurred. Prior written approval from the M&M contractor is not required for securing or winterizing pools unless noted otherwise in variances below. Before and after photographs are required. At a minimum the Mortgagee should:
• Pump out pool leaving 4 feet of water in the deep end (this amount may vary depending on the elevation). After pumping, apply chlorine to control the algae in the remaining water. Circulate remaining water to mix chlorine. Isolate and drain pumps and filters. Remove all trash from interior of pool and haul away.
• If there is a pool cover present, secure and cover pool. Check with state and local codes to verify whether the pool should be fenced.
• If there are no jurisdictional requirements, and no existing pool cover, secure according to the diagram on page 20. However, no pool cover is required in Arizona, California, Hawaii, Nevada and Other Pacific Islands.
• Secure entrance gates to fences surrounding pools with a lock or padlock and chain when no lock is present.
• Replace any damaged or missing boards or sections of fence surrounding pools.
If the property has an above ground pool in good condition, built up with decking or other infrastructure that will support a pool cover, treat it as an in-ground pool. Above ground pools in poor condition or that cannot be secured in accordance with the guidelines herein, should be removed. If an above ground pool is removed, remediate any depression in the ground that might constitute a hazard.
WARNING:
Check local area standards before draining pool. In areas where there is a high ground water level, removing too much water may cause pool uplift and damage the pool.
IV. Photographs
Effective for all claims filed 30 days from the date of this Mortgagee Letter, preservation and protection actions should be documented using digital photography. Rather than establishing a maximum allowable number of photographs and reimbursing Mortgagees on a per picture basis, HUD will provide a flat fee reimbursement of $30.00 for photographs, regardless of the number of pictures required. The photographic fee is included in the lock change/securing maximum allowable cost per property.
Photographs are required to document inspections, initial property condition, one-time securing service, boarding, yard maintenance, debris removal, winterization and personal property/debris removal as part of an eviction. The Mortgagee should photograph the exterior and interior of the property at the time of the Initial Inspection. All photographs should be dated, labeled and maintained in the Mortgagee’s claim review file and made available to HUD or its M&M contractor upon request. If photographs cannot be produced at the time of the claim review, the following will be disallowed:
a. All unsupported expenses
b. All expenses claimed for personal property/debris removal including evictions
V. Lock Change/Securing Service Costs
The reimbursable cost limits for Lock Change/Securing Service are as follows:
| Lock Change/Securing Service Cost Schedule (NATIONWIDE) |
| Secure (Per Lock) | $40 |
| Secure Pool (Sq. Ft. Amt.) | $2.05 |
| Maximum Secure Pool | $1050 |
| Secure Hot Tub, Jacuzzi, Spa | $55 |
| Maximum Allowable for Lock Change/Securing | $350 |
Local Variations from General Requirements for Securing Pools and Spas
ATLANTA Homeownership Center
Indiana
Use 1”, 2”, or 3” x 4” hex netting to cover pool. Seams should be covered with 1” wood strips for securing.SANTA ANA Homeownership CenterArizona/California/Hawaii/Nevada/Other Pacific Islands
Do not cover pools. However, pools should be drained and secured according to the guidelines set forth below.
Add cross bars every 16” on center to framing for added strength and support.
The majority of REO Securing orders use HUD Guidelines.