PREPARING FOR AN UPCS INSPECTION

Why do we inspect?

IRS/HOMERequirements. Partofouroverallcompliancestrategy.

Helpmaintainsupplyofsafe,decentandcleanaffordablehousing.

ToensurewedoourfiduciarydutywhenawardingTaxCreditsorFederalandState.AlsoimportanttheTexasLegislature.

Inspection Process from TDHCA ViewScheduleEveryThreeYearswithinsamequarter

AssigntoStafforContactorfor

month

NotifyPropertyofSiteVisit(threeto

fourweeks)

VisitSite2‐8Hourson–siteCreate

ReportWithin30‐45days

CAPeriod90Daysfromdatereportuploaded

WorkcompletedandCAprovidedin

responsefromsite

CAreviewedandInspectionClosedwithin45daysofReceipt

Inspection Process from Property View

NoticeComesUnexpectedly

Onlyhaveafewdaystogetready.Haveotherbigprioritiesandscheduledvacation.

What’stheUPCSQuestionnaire?WheredoIgetthe

form?

BetterPre‐inspect100%oftheunits.

Bettergetmysneakers.RemembertoNotifyTenantsdaybeforefor

eachinspection.InspectionDayTheinspectorislostandjustcalled.

Finallygothere,presentsunitlist,wepullkeysand

getgoing.

Wasn’tsobad.IhaveasmalllistofEHSitemstofixwithin24hoursandaCert.formtouploadwithin72hours

CheckmyCAandmakesureeachitemiscoveredwithanaction,

dateandsignature

PREPARING FOR AN UPCS INSPECTION

TheownerisresponsibleformaintainingaccurateandtimelycontactinformationinCMTS.10TAC§10.602(c)

Managementcompaniesandsitemanagersshouldensure allcontactinformationisupdated regularlyinCMTS.

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PREPARING FOR AN UPCS INSPECTION

Inspectionsmaybeconductedby:ComplianceDivisioninspectionstaff

BycontractorsspecializinginUPCSinspections.

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PREPARING FOR AN UPCS INSPECTION

• Generally,ifacontractorperformstheinspection,theassignedinspectorwillcalloremailtheownerand/orthedevelopmentmanagertosetadate.

• Aletteroremailconfirmingthedateandtimewillthenbesenttotheownerandthesite.ContactinformationissuppliedtotheinspectorbytheDepartment.

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Changes To Inspection Process

NewSamplemaybefrom20%to100%ofunits.100%israre.DependshowDevelopmentissetup(8609s).

NewandsimplerCAprocessintheworks.

PREPARING FOR AN UPCS INSPECTION

QuarterlyInspections Randomsample,100%?

Communicationwithonsitestaffandtenants

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Thisisthefirstscreenexternaluserswillsee

ClickHere

HowtoFindtheQuestionnaire

NextScreenCalledthePropertyDetailScreen

ClickHere

NextScreenTheywillsee.AbovetheywillseetheUSRstheyareusedto

Clickheretostartreport

Thisisthescreentheywillsee.TheonlyexceptionisthereisabuginthestageEnvironmentandthequestionsarenotshowingupbuttheyshouldinproduction.

OncetheyhavefilledoutthequestionnaireandsavedtheywouldreturnhereAndthentheywouldchoosetosubmit.

Clickheretosubmitthereporttotheagency

5 Inspectable Areas

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Pre-Inspection-What do you do?

Inform all tenants Inspect Site Common

Areas, Building Ext., and Systems

Inspect units (but you don’t know which units will be inspected)

Prepare keys, get comfortable shoes

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Exigent Health and Safety

Propane,natural,ormethanegasleaks ‐ Exposedwiresoropenelectricalpanels ‐ Waterleaksonornearelectricalequipment ‐ Blockedorunusableemergencyorfireexits ‐ Blockedfireescapesorladders ‐ Missingormisalignedchimneyforgas‐firedwaterheaterorHVACunit

‐ Windowsecuritybarspreventingexit ‐ Expiredfireextinguishers ‐ Inoperativeormissingsmokedetectors

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Important Information

Certificates(ifapplicable)for:Boilers,FireAlarm,BuildingSprinklerSystem,ElevatorandLeadBasedPaintReportandResidentDisclosureifthepropertyhasabuildingbuiltpriorto1978.

AreaMeasures:ParkingLots/Driveways/Roads(squarefootage)andWalkways/Steps(squarefootage).

RentRoll:Shouldbecurrentforthedayofinspectionandmustcontainalloccupiedunits,vacantunitsandnon‐revenueunits.Ifthepurposeofanyofthesedwellingunitschangestoanon‐dwellinguseyouwillneedtoinformtheinspectoranditmustberemovedfromtheunitcount.(e.g.Office,PoliceSubstation,etc.)

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Helpful Resources

http://www.tdhca.state.tx.us/pmcomp/inspections/index.htm

ManualUPCSinspectionchecklist:http://www.tdhca.state.tx.us/pmcomp/inspections/docs/REAC‐UPCS‐Inspection‐Checklist.pdf

https://portal.hud.gov/hudportal/HUD?src=/program_offices/public_indian_housing/reac/products/pass/

Helpful Resources

ContactList http://www.tdhca.state.tx.us/pmcomp/staff.htm PhysicalInspections StephenJung ManagerofPhysicalInspections(512)475‐3847 KimbalThompson TeamLeader,ConstructionInspections(512)475‐3887 MichaelPodoloff ConstructionSpecialist(512)475‐1643 ManuelPena,Jr. SeniorInspectionsSpecialist(512)475‐0207 MegTynanSeniorInspectionsSpecialist,CasualtyLoss(512)475‐0697 SkipBeaird SeniorInspectionsSpecialist(512)475‐4618 CherieShearfield InspectionsSpecialist(512)475‐3695 EnriqueTrejo InspectionsSpecialist(512)475‐2299 JohnMarsh InspectionsSpecialist(512)475‐4150 JohnNunley InspectionsSpecialist(512)475‐0458 WalterGriner InspectionsSpecialist(512)475‐3864 BrantPowell InspectionsSpecialist(512)475‐3859 20

Contact  Information

TEXASDEPARTMENTOFHOUSINGANDCOMMUNITYAFFAIRS

221E.11thStreet,Austin,TX78701

P.O.Box13941,Austin,TX78711‐3941

Phone:512‐475‐3800TollFree:800‐525‐0657

Web:www.tdhca.state.tx.usEmail:info@tdhca.state.tx.us

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