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Property Inspections
To check if your property is scheduled
for a Tax Credit inspection during the calendar year, review the
“Report Types by Property Name List” on WSHFC’s
website. If your property’s
Review Type is “On-Site Tax Credit Inspection” or “On-Site Post 15
Inspection” then the property will be inspected sometime between March
and October.
Federal regulations require that LIHTC
properties are inspected a minimum of once every three
years. Inspections of the Commission’s LIHTC properties are currently
done by
U.S. Housing Consultants.
Review WSHFC
inspection noncompliance rules HERE. Updated:
December 2023
Before the inspections:
The vendor will email
the owner and property manager a notice of inspection 2
weeks before the
proposed inspection date – the email will include the usual information
that WSHFC would provide, including the WSHFC Property
Questionnaire. Note that IRS regulations prohibit
providing more than two weeks’ notice in advance of an inspection.
Remember you must provide at least 48 hours written notice prior to the inspection date to every tenant in the property. However, management failure to provide advance written notice will not be grounds for canceling a LIHTC inspection.
The vendor 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, the vendor will provide the property manager with a list of units to be inspected.
The vendor will use HUD’s NSPIRE standards to inspect your property, writing up deficiencies and taking photos. The vendor will inspect the exterior, building systems, common areas and 10-20% of the residential units (depending on federal and/or state requirements).
WSHFC follow-up after inspection:
After the inspection, your property’s Portfolio Analyst will email the owner and manager with a notice of the deficiencies found at the inspection and include a form which the owner can complete to confirm that all deficiencies are fixed.
When
submitting your response to
WSHFC’s deficiency notice, provide the signed certification and back-up
documents (copies of maintenance work orders, vendor invoices, etc.) as
required by your Portfolio Analyst. Your Portfolio Analyst will provide
an electronic submission form which you can use to submit all your
documents; please do not mail any documents to the Commission’s office.
Your property’s Portfolio
Analyst will interface directly with you to ensure that all deficiencies
are resolved, and will issue a noncompliance notice if any deficiencies
were found at the inspection (after providing a 90 day period to cure
identified deficiencies).
Apart from scheduling issues, all other inspection-related questions should be directed to your property’s Portfolio Analyst.
Review of resident files:
After the inspection, your Portfolio Analyst will email
you a list of
units for which resident certification packages must be submitted. Note
that federal regulations prohibit the Commission from reviewing resident
certifications for the same units that were visited at the inspection.
Within 10 business days of WSHFC’s resident certifications request email, you must provide electronic copies of all required resident certifications. Your Portfolio Analyst will provide an electronic submission form you can use to submit your resident certifications; DO NOT email certs to the Commission OR mail/fax any resident certification packages to the Commission’s office.
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:
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.
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
King County Fair Housing Poster (PDF), Spanish: Cartel de Vivienda Justa (PDF)
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
Lead-Based Paint Program Accredited Training Providers from Commerce
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.
12/07/2023