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Inspections of the Commission's multifamily tax credit and tax-exempt bond properties are currently done by U.S. Inspection Group, Inc.
Before the inspections:
USIG will email the owner and property manager a notice of inspection about 2-4 weeks before the proposed inspection date - the email will include the usual information that WSHFC would provide. Respond back to USIG if you need to change the date.
Remember you must continue to provide at least 48 hours written notice of unit to all your tenants prior to the inspection date!
USIG will confirm the date a few days ahead of time by email or phone and will confirm their exact time of arrival before the inspection.
Day of inspection:
Upon arrival, USIG will provide the property manager with the list of units to be inspected and will provide a WSHFC Property Questionnaire which the PM must complete and send back to WSHFC with the inspection response or the resident package.
USIG will use HUD's UPCS standards to inspect your property, writing up deficiencies and taking photos. Depending on the type of property, USIG will inspect the exterior, common areas and 10-20% of the residential units.
WSHFC follow-up after inspection:
Generally within a week, WSHFC staff will email the owner and manager with a notice of the deficiencies found at the inspections and include a form which the owner can sign off on to confirm that all deficiencies are fixed.
When returning your response to WSHFC's deficiency notice, please provide the signed certification and any back-up documents (copies of maintenance work orders, vendor invoices, etc.). WSHFC is happy to accept inspection responses (including documents) via email.
Within two weeks of the inspection, you must mail in copies of the required resident packages; include the WSHFC Property Questionnaire if you haven't already returned it.
After the inspection is done, your property's Portfolio Analyst will interface directly with you to ensure that all deficiencies are resolved and will issue 8823's if UPS-related material noncompliance is found.
Apart from scheduling issues, all other inspection-related questions should continue to be directed to your property's Portfolio Analyst.
If disputes arise about reported deficiencies, either USIG or WSHFC may do a re-inspection, depending on circumstances.
What about properties with multiple funders?
WSHFC will continue to work with our funding partners to minimize multiple inspections each year for the same property. Where we can confirm that another funder is inspecting a property, we will not ask USIG to inspect the same property in the same year. If you have received confirmation from another funder that an inspection is taking place at your property, and USIG contacts you for an inspection, please immediately email Melissa Donahue, Asset Management & Compliance Division Manager.
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.
Compliance Monitoring Regulations for Section 42 (PDF) from Federal Register
UPCS Requirement (PDF) from Federal Register
Commission notices of inspection for Tax Credit Properties includes Checklist and Explanation of Certification Requirements Rev 05/2007
Call or email the Portfolio Analyst assigned to the property.
WEB RESOURCES FOR COMMON PROBLEMS
The following websites offer information about how to deal with some of the common deficiencies encountered during on-site inspections:
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
Environmental Health and Safety Information by Subject from WADOH mosquitoes, ticks, & much more
Flammable and Combustible Liquid Storage WAC 296-155-270 local codes and rules may be more restrictive
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.
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)
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.