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Property Inspections

To check if your property is scheduled for a UPCS 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 in the calendar year, typically no earlier than March and no later than 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 multiple third-party vendors.

January 2022 UPDATE:  Review latest Commission revision to inspection noncompliance guidance HERE.  Updated: 02/23/2022

Before the inspections:

The vendor will email 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.    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 and will provide a WSHFC Property Questionnaire which the property manager must complete at the time of inspection.

The vendor will use HUD’s Uniform Physical Conditions 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 noncompliance notices if UPCS-related noncompliance was found at the inspections.

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.

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.  In most cases, where we can confirm that another funder is inspecting a property, we will not ask our vendor(s) 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 our vendor  contacts you for an inspection, please immediately email Melissa Donahue, Asset Management & Compliance Division Manager.

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.

02/23/2022

 
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