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Property Inspections

Properties are inspected regularly by Commission Portfolio Analysts or by one of our funding partners (currently Department of Commerce - Housing Services, the City of Seattle Office of Housing, City of Tacoma Community and Economic Development Housing Development Section and USDA Rural Development Washington - Rural Housing Service are doing inspections for us).  The property will receive a written notice before the inspection.  Resident Managers must send a written notification to ALL residents at least 48 hours prior to the inspection in accordance with state Landlord/Tenant Law. 

• Sample Resident Notification (Word)  Rev 03/2007

TAX CREDIT PROPERTIES

Section 42 states that HUD Real Estate Assessment Center (REAC) Uniform Physical Conditions Standards will be used for inspections of Tax Credit properties. Properties must be inspected a minimum of once every three years.

INSPECTION REGULATIONS

• Compliance Monitoring Regulations for Section 42 (PDF) from Federal Register
• UPCS Requirement (PDF) from Federal Register

CERTIFICATIONS REQUIREMENTS

• Commission notices of inspection for Tax Credit Properties includes a Checklist and Explanation of Certification Requirements Rev 05/2007

UNIT SELECTION

At least 20% of the properties’ units will be randomly selected for inspection.  The IRS stipulates that owners cannot be given advance notice of the units selected.   Owners are required to submit copies of Resident Certification packages for all units inspected no later than 10 business days after the inspection per the instructions during the inspection.  All packages are sent to the Commission's Seattle office.

INSPECTION PROCEDURES

Inspectors look for deficiencies in the following areas:

• Area 1—Site: Fencing & Gates, Grounds, Storm Drainage, Play Areas & Equipment, Walkways & Steps, Refuse Disposal, Mailboxes, Market Appeal, Parking Lots, Driveways & Roads, Retaining Walls
  
• Area 2—Building Exterior: Doors, FHEO Access, Fire Escapes, Foundations, Lighting, Roofs, Walls, Windows
  
• Area 3—Building Systems: Domestic Water, Electrical, Elevators, Emergency Power, Exhaust System, Fire Protection, HVAC, Sanitary System
  
• Area 4—Common Areas: Basement/Garage/Carport, Mechanical/Utility Closet, Patio/Porch/Balcony, FHEO Hallways/Routes, Stairs/Corridors, Kitchen, Laundry Room, Pools, Restrooms
  
• Area 5—Health and Safety: Air Quality, Electrical Hazard, Elevator, Emergency Fire Exits, Flammable Materials, Garbage & Debris, Hazards, Infestation
  
• Area 6—Units: Bathrooms, Call for Aid, Ceiling, Doors, Electrical System, Floors, Hot Water Heater, HVAC System, Kitchen, Laundry Area, Lighting, Outlets/Switches, Patio/Porch/Balcony, Smoke Detector, Stairs, Walls, Windows

INSPECTION FINDINGS

If there are items that need immediate attention or remedy, the inspector will complete an "Items Needing Immediate Attention or Remedy" (PDF)” form and leave a signed copy of this form at the property.  After the inspection is completed, the inspector will provide a written summary of any findings to the owner and property manager.  The owner is responsible for maintaining the property and correcting deficiencies, other deficiencies could exist that were not detected by the inspector.

BOND PROPERTIES

• Properties must be inspected a minimum of once every three years. 
• A minimum of 10% of the properties’ units will be randomly selected for inspections. 

THESE ENTITIES HAVE AGREED TO WORK WITH US TO STREAMLINE INSPECTIONS & REPORTING:

• HUD in Washington
• Internal Revenue Service
• Rural Development Washington
• Seattle Office of Housing 
• Tacoma Community and Economic Development Housing Development Section
• WA State Dept of Community Trade & Economic Development - Housing Division

QUESTIONS?

Call or email the Portfolio Analyst assigned to the property

WEB RESOURCES FOR COMMON PROBLEMS

The following websites below offer information about how to deal with some of the common deficiencies encountered during on-site inspections. 

• Accessibility - Fair Housing Accessibility First
• Bed Bugs and Beyond Article | Bed Bugs Addendum | New York City Department of Health - Preventing and Getting Rid of Bed Bugs Safely | HUD HQ Housing Notice on Bed Bugs - Housing Notice 2011-20, Guidelines on Bed Bug Control and Prevention, provides information and references to best practices regarding the prevention and control of bed bug infestations, and guidance on the rights and responsibilities of HUD, Owners and Management Agents (O/As) and tenants.
• Sample Capital Needs Assessment/Replacement Reserves Spreadsheet (Excel) from Seattle Office of Housing
• Child & Juvenile Safety Issue Videos - DSHS Education Videos  
• Drug Labs - WADOH Clandestine Drug Lab (CDL) Publications
• Domestic Violence - Crystal Judson Family Justice Center in Tacoma
• Eco-Cool Illustrated Remodel Tool from King County  
• Environmental Health and Safety Information by Subject from WADOH mosquitoes, ticks, & much more
• Exterminator License Check - Washington State Dept of Agriculture Pesticide and SPI Licensing
• Fair Housing Posters - HUD (PDF), King County Fair Housing Poster (PDF), Spanish: Cartel de Vivienda Justa (PDF)
• Fire Prevention Poster (PDF) from the Seattle Office of Housing and the Seattle Fire Department
• Fire Safety - Flash Point - Apartment Fire Safety E-Newsletter from the Seattle Fire Department
• Fire Safety Handbook for Apartment Managers - Seattle Fire Department
• Flammable and Combustible Liquid Storage WAC 296-155-270 local codes and rules may be more restrictive
• Health Communication - Brochures in 18 languages from the U.S. Committee for Refugees and Immigrants
• Healthy Homes - State Laws Relating to Healthy Homes
• Lead - HUD Healthy Homes and Lead Hazard Control
• Lead-Based Paint Program Accredited Training Providers from CTED
• Lighting - GE Virtual LightFair 2010
• Mold - Resources from EPA Indoor Air
• Plumbing Problems - Toiletology 101
• Recycling Assistance: 1-800-RECYCLE
• Safety & Construction Posters - WA State L & I
• Smoke Detectors Washington Code RCW 43.44.110 local codes may be more restrictive
• Smoke Free Housing - www.smokefreewashington.com | smokefreehousingnw.org is an informational resource for landlords and owners interested in learning more about going smoke-free at their multi-unit property.  The site provides important information about secondhand smoke and helpful tools to make a successful transition to a “no smoking” rule.
• Toxic Waste - Dept of Ecology Online Guide: What to do if you discover toxic wastes on your property
• Unit Turns - Green Unit Turn website was developed in partnership with the Affordable Housing Management Association (AHMA) of Washington and the City of Seattle's Office of Housing.  This information was gathered from experiences and recommendations of several affordable housing owners and managers who are engaging in cost effective green operations and maintenance practices. 

OTHER INFORMATION RELATED TO SITE VISITS

• Illegal Provisions in Rental Agreements - Office of the Attorney General Landlord/Tenant Law (PDF)
• The Events Calendar includes maintenance certification classes and specific events to help fix or prevent inspection deficiencies. Compliance Resources offers other helpful information.

SPECIFIC INFORMATION FOR RESIDENT

Residents should contact their Apartment Manager with any maintenance or repair requests.  Most properties request that residents fill out a written work request.

08/31/2011