PREPARING FOR AN UPCS INSPECTION · Inspection Process from TDHCA View Schedule Every Three Years...
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PREPARING FOR AN UPCS INSPECTION
Transcript of PREPARING FOR AN UPCS INSPECTION · Inspection Process from TDHCA View Schedule Every Three Years...
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:[email protected]
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