Memo - Rental Licensing and Inspection Program UpdateMemorandum
To: Mayor Eugene J. Maxwell and Members of the City Council
From: Christopher P. Kearney, Building Official
Date: December 5, 2008
Re: Rental Licensing and Inspection Program Update
Rental Licensing and Inspection Program Update
As you know, the updated Rental License Ordinance went into effect February 14, 2008. The
City hired Housing Inspector Mark Lucht in mid -May. Inspection staff has been diligent in
getting the new program in place. With any new program it took some time to get our field and
administrative processes in place. After training and getting up to speed, Mark Lucht was in the
field starting the first part of July. Mark has been concentrating on single family and duplex
dwellings. Liz Page has concentrated on inspecting apartment buildings when she is not
involved in her Cod Enforcement, Truth -In- Housing and Property Maintenance duties.
Website Update
The Rental License pages on the city website have been updated with new forms and
information regarding the new inspection program. You will find many of the new forms and
documents staff is using for the current inspection program.
Is the New Rental Inspection Program Working?
Staff believes the program is working and worth all the effort. Life safety issues such as
illegal bedrooms in basements, missing fire separation walls between garage and dwelling
units as well as other life safety issues are being corrected. Since July 1, 574 total dwelling
units have been inspected. A dwelling unit may be one or part of the following: single family
dwelling, duplex (two units), townhome, condominium or apartment. Of the 574 inspected
units, 329 were apartments.
There have been 15 re- inspection fees charged (2.75 %) of the 574 units inspected. The most
common corrections are listed below.
Single Family Home and Duplex Most Common Corrections
Tenant Violations
1. Remove items stored in main walking paths throughout dwelling unit to the exit doors
& windows (mainly bedrooms)
2. Electrical System Hazards; mostly the use of extension cords, cube adapters, and
three /six prong adapters
December 5, 2008
3. Clean out accumulation of combustibles throughout the dwelling unit; clear path to
gas meter & electrical panels; and clearance around all gas fired appliances
4. Illegal bedroom in basement
Owners Violations
1. Water Contamination; Backflow prevention devices for exterior hose bibs and laundry
tub faucets
2. Plastic dryer vents
3. Install, repair, or replace Insect Screens
4. Plumbing system and fixtures; Laundry tubs not secured, water & gas lines not
secured
Apartment Complexes Most Common Corrections
Tenant Violations
1. House keeping issues
2. Accumulation of Combustibles
Owners Violations
1. Exit signs — replace battery or back -up battery /bulb
2. Emergency back -up lights — replace battery
3. Smoke alarms — replace battery or if the alarm is older than 10 yrs replace the smoke
alarms
4. Plumbing leaks — water damaged ceilings
5. Litter
6. Dryer lint build -up
What Category are buildings falling into?
Dwellings that are inspected are categorized into three groups A, B or C based on the
severity of the deficiency as it relates to the Inspection Point System.
Category A - Properties with average of 4 or fewer points will be classified as Category A
and inspected on approximately a three -year cycle.
Category B - Properties with an average of 5 to 10 points will be classified as Category B
and inspected on approximately a two -year cycle.
Category C - Properties with an average of 11 or more points will be classified as Category
C and inspected on approximately a one -year cycle.
December 5, 2008
Category Summary/Total Inspection as of 12 -3 -2008
Dwelling Type
Category A
Category l
w
at C
November
Totals
Apartments
3
2
$3,975.00
1
6
Dwelling Type
Category A
Category B
Category C
Totals
Care Center
1
0
0
1
Dwelling Type
Category A
Category B
Category C
Totals
Assisted Living
1
0
0
1
Dwelling Type
Category A
Category B
Category C
Totals
Single Family
25
10
5
40
Dwelling Type
Category A
Category B
Category C
Totals
Duplexes
42
24
1
67
Total
Dwellings
Category A
Category B
Category C
Totals
5
74
36
7
115
Apartments
Units
Category A
Category B
Category
C
304
25
0
329
Rental Inspection Revenue
Month
August
September
October
November
-- Revenue
1 $5,025.00
$3,855.00
$3,565.00
$3,975.00
Moving into 2009 1 believe staff will get more proficient in the inspection and administrative
process of this program and units inspected per month will increase.
October 24, 2xxx
Current Residents
Hopkins, MN 55343
RE: NOTICE OF INSPECTION
Dear Hopkins Residents:
This letter is to notify you of the upcoming routine rental inspection that is scheduled at xxxx Apartments for Tuesday,
October xx 2xxx starting at 9:30 a.m. We will be checking to make sure that your unit meets the minimum code
standards set forth in the Hopkins Property Maintenance Code Section 405, the International Fire Code and /or other
ordinances and codes. The following axeas are your responsibility
1. Allow access to dwelling unit. Minnesota State Law 504 B.211, subd.2 (2000)504B.211 Residential tenant's right to
privacy. Subd. 2. Entry by landlord. Except as provided in subdivision 5, a landlord may enter the premises rented by a
residential tenant only for a reasonable business purpose and after making a good faith effort to give the residential tenant
reasonable notice under the circumstances of the intent to enter. A residential tenant may not waive and the landlord may
not require the residential tenant to waive the residential tenant's right to prior notice of entry under this section as a
condition of entering into or maintaining the lease. Subd. 3. Reasonable purpose. For purposes of subdivision 2, a
reasonable business purpose includes, but is not limited to:(1) showing the unit to prospective residential tenants during
the notice period before the lease terminates or after the current residential tenant has given notice to move to the landlord
or the landlord's agent; (2) showing the unit to a prospective buyer or to an insurance representative; (3) performing
maintenance work; (4) allo wing inspections by state county, or city officials charged in the enforcement of health,
housing building fire prevention or housing, maintenance codes; etc
2. Maintain clear exit paths (3 feet wide) and do not have an accumulation of combustibles (flammable
storage; boxes, papers, piles of clothing, etc). Section 405 IPMC 702.1 General. A safe, continuous and
unobstructed path of travel shall be provided from any point in a building or structure to the public way. IPMC 702.2
Aisles. IFC 315
3. Maintain a clean and sanitary dwelling unit. PMC 405 IPMC 304.1 General: Every occupant shall keep that part
of the structure which such occupant occupies or controls in a clean and sanitary condition. Section 405 Property
Maintenance IPMC 306.4 Extermination Multiple occupancy requires the following: The owner of a structure containing
two or more dwelling units, a multiple occupancy, a rooming house or a nonresidential structure shall be responsible for
extermination in the public or shared areas of the structure and exterior property. If infestation is caused by failure of an
occupant to prevent such infestation in the area occupied, the occupant shall be responsible for extermination. If there is
property maintenance issues or bug issues you need to report them to the manager (preferably in writing).
4. DO NOT TAMPER WITH THE SMOKE DETECTORS. This is a Minnesota State Statue 299F.362.
The citation is $500 for tampering with a smoke detector and the state law says a person is guilty of a
misdemeanor. If the detector keeps going off, report this to management.
As always, Y ou should notify management of any maintenance concerns or re quests. Your unit may be chosen for
inspection on Tuesday October xx 2xxx starting at 9 a.m. by the City of Hopk Hou sing Inspector and the
manager to ensure compliance. Failure to comply with ordinances may result in the issuance of an administrative
citation issued Administrative citations range from $200 to $500. You may be charged $35.00 if there is more than
one re- inspection that occurs per City ordinance Section 1020. If you have any questions or concerns you may contact
me at (952) 548 -xxxx. We anticipate and appreciate your cooperation!
Sincerely,
City of Hopkins
Cc: Property Manager
June 20, 2008
Attn:
Town Terrace Apartments
9904 Excelsior Blvd.
Hopkins, MN 55343
RE: Routine Rental Inspections of xxxxxx Apartments
Dear :
This is a letter to follow -up our phone conversation scheduling the Routine Rental Inspection for the City of
Hopkins for Tuesday. July 22, 2008 starting at 9.00 a.m. fore We will inspect the common a reas and
20% of the units in each huddink (xxx; 3 units; xxx Ave. S; 2 units; xxx" Ave. S; 3 units; xxx units; xxx
Excelsior Blvd; 3 units; xxxx Blvd.; 3 units; x-xx Excelsior Blvd; 3 units). All rental dwellings are subject to
inspection by City of Hopkins Rental Ordinance Section 407.05 to insure compliance with ordinances and codes.
There have been some changes since the last inspection. In February 2008 the City of Hopkins City Council
adopted resolution 2000 -003 amending the rental license ordinance which establishes inspection fees, and a point
system to determine the frequency of inspections. It also requires that the Crime Free Drug Free Lease Addendum
or equivalent wording in all leases and a criminal background check must be completed by a professional company
for all prospective tenants. Please make sure you take the time to thoroughly read over the enclosed
Resolution and Deficiency Point System as it will save you money.
For the unit inspections you may choose a mixture of vacant and occupied units or you may leave it up to me
and I will choose the units randomly. Please notify your tenants in advance that we are coming, so that if they
have any problems with the inspection or the condition of their unit, they may be addressed as soon as possible.
For your convenience, I have enclosed a letter for your tenants explaining what we will be looking for that they are
responsible for. You are not required to use this letter for your tenants, but may use it if you choose to.
What are we looking for? We are looking for health, safety, and property maintenance issues. The areas inspected
will include all common areas, the hallways, laundry rooms, and boiler and maintenance rooms, parking lot and
garages. The 2000 International Property Maintenance Code (IPMC) covers general interior and exterior
maintenance standards, as well as, light, ventilation, occupancy limits, plumbing facilities, mechanical and
electrical requirements and fire safety requirements Make sure all fire extinguishers have been serviced annually
and all smoke detectors are operating properly. See enclosed Most Common Repair Orders and Fire Self
Inspection Checklist.
Where can I find copies of the codes? You may find Hopkins ordinances online at htW Ilwww.hopkinsmii.corn look
under City Hall and then Ordinances and Policies. The City of Hopkins cannot provide anyone with copies of the
IPMC or the International Fire Code due to copyright laws. You may find them at a public library or purchase
them online at http: / /www. iccsa e. org
If the time and /or date chosen for the inspection will not work out for you, please contact me as soon as
possible with another date and time that will work for you. If you have any questions, please call me at (952)
548 -6323.
Sincerely,
Elizabeth Page
Housing Inspector
Cc: File
Enclosures
.'1� } lrl •
4 0
Most Common Repair Orders
SFD, Duplex, Triplex, Condos and Townh
Fire Prevention
• Missing, inoperable or improperly located smoke detectors. IPMC 704.1 points 10
• Remove items from hallway so that there is clear exit path to all doors and Nvindows. IPMC 702.1
points 6
• Repair door and/or lock to function properly. IMPC 303.15 Points 3
• Fire separation not maintained. IFC 703.1 points 4
• Fire Rated Doors shall self -close and latch. IPMC 303.15 and 304.6 IFC 703.2 points 3
• Remove excessive combustible materials from building and /or store properly. IFC 315 & Chapter 23
points 6
• Emergency escape openings /windows: IPMC 702.4 Required emergency escape openings shall be
maintained in accordance with the code in effect at the time of construction.
Interior
• Interior surfaces shall be free from defects. IPMC 304.3 points 4
• Tighten handrails and guardrails (interior and exterior). IMPC 304.5 points 3
• Repair stairs and walking surfaces to be free from defects. IPMC 304.4 points 6
• Doors shall be maintained in good condition and function properly. IPMC 303.15 points 3
• Insect Screens shall be in good condition & provided for all openings required for ventilation between
May 1" and October 1 IPMC 303.14 point I
PlumbinjZ & Mechanical
• Heat required: Shall supply sufficient heat at a minimum of 68 °F during the period of October l to
May 1 IPMC 602.3 points 6
• Mechanical Equipment /Appliances; shall be installed per the manufacturers recommendations and
maintained to perform the intended function. Fuel- burning equipment/appliances are properly connected
an approved chimney or vent IPMC 603.2 points 10. Maintain effective safety controls IPMC 603.4
points 10. Maintain clearances IPMC 603.3 points 6. Provide combustion air IPMC 603.5 points] 0.
Fuel saving devices is properly labeled and approved IPMC 603.6 points 6. Maintain duct systems free
of obstructions. IPMC 606.1 points 3
1
• No plastic dryer vents, flexible dryer vents are not to be over 6 feet in length, clean dryer lint traps,
replace missing dryer vent flaps on back -draft damper. IPMC 603.1 Minnesota State Mechanical, Fuel Gas
and Plumbing Code Section 504 points 6. Clothes dryers are properly vented to the exterior of the building
and independent of all other systems IPMC 403.2 points 4.
• Water Contamination: Remove hose and threads on faucet/spigot (laundry tubs, showers with hoses,
hose bibs, etc.) or install an anti - siphon (backflow preventer device). IPMC 505.2 points 6
• Plumbing system and fixtures: Shall be maintained in a safe, sanitary, functional condition, is free from
leaks. IPMC 504.1 & 504.2 points 5 each. Water system is free frorn hazards IPMC 504.3 points 10.
• Water Supply: An adequate amount of water shall be supplied. IPMC 505.2 points 10. Water heats to a
minimum of 120 °F at all fixtures IPMC 505.4 points 6
• Bathrooms and Toilet rooms: Shall have an open -able window or mechanical ventilation fan in the
bathroom that is properly vented to the exterior IMPC 403.2 points 3. Location shall provide privacy
and shall not constitute the only passageway to a hall or other space, or to the exterior IPMC 503.1
points 4.
Sanitation
■ Maintain clean and sanitary common areas. Maintain structure and equipment in good repair,
structurally sound and in a sanitary condition. (owner) IPMC 304.1 points 10
■ Maintain a clean and sanitary dwelling unit (tenants) IPMC 304.1 point 10
■ Maintain structures and dwelling units free from insects and rodents IPMC 306.1 points 6.
Electrical
• Installation: All electrical equipment, wiring and appliances shall be properly installed and maintained
in a safe and approved manner. IPMC 605.1 points 4
• Receptacles: Every habitable space in a dwelling shall contain at least two separate and remove
receptacle outlets. Every laundry area shall contain at least one grounded -type receptacle or a receptacle
with a ground fault circuit interrupter (gfci). Every bathroom shall contain at least one receptacle. Any
new bathroom receptacle outlet shall have ground fault circuit interrupter protection. IPMC 605.2 points
4
• Electrical System Hazards: No electrical hazards; no extension cords shall be used in lieu of permanent
wiring, make sure that all outlets and switches have cover plates on them, replace missing knockouts
and missing filler plates on the electrical panel. IPMC 604.3 points 4
• Lighting: Provide lighting in every public hall, interior stairway, toilet room, kitchen, bathroom, laundry
room, boiler room, and furnace room. IPMC 605.3 points 4
Exterior
■ Maintain exterior property and premises in a clean, safe, and sanitary condition. IPMC 302.1 points 2
2
• Maintain all structures and exterior property free from rodent harborage and infestations. IPMC 302.5
points 4
• Garbage & Recycling Facilities: Provide adequate garbage & recycling facilities City ordinance 605.02
points 6. Remove any refuse, litter, and garbage from the property that is not inside an approved waste
receptacle. City ordinance 605.02 & 615 points 6
• Exterior Surfaces: Walls shall be free from holes, breaks, loose or rotting materials and maintained
weatherproof and properly coated to prevent deterioration. IPMC 303.6 points 6. Protective treatment
required on exterior wood surfaces, siding and masonry joints, metal surfaces. IPMC 303.2 points 3
• Decorative Features (cornices, belt courses, corbels, terra cotta trim, walls facings and similar
decorative features): Maintain in good repair with proper anchorage and in safe condition. IPMC 303.8
points 2
• Accessory Structures: Maintain structurally sound and in good repair; these include: all accessory
structures, detached garages, fences and walls. IPMC 302.7 points 2
• Chimneys and Towers (smoke stacks, etc.): Maintain structurally safe and sound, and in good repairs.
Replace or repair missing and loose bricks or any other defects that are noted. IPMC 303.11 points 6
• Sidewalks and Driveways: Shall be kept in a proper state of repair, free from hazardous conditions, and
maintained free from hazardous conditions. IPMC 302.3 points 2
• Windows, Skylight and Door Frames: Shall be kept in sound condition, good repair and weather tight.
IPMC 303.13 points 4 Openable windows shall be easily openable and capable of being held in position
by window hardware. IPMC303.13.2 points 3 IPMC 303.13 points 4. Maintain all glazing free from
cracks and holes. IPMC 303.13.2 points 3
■ Remove junk vehicles or store inside an enclosed building or obtain current tabs and ensure that they are
operable. City Code Section 1325.01 Subd. 6 "Junk Car"
FYI:
The 2006 Minnesota Legislature passed a new carbon monoxide law (MN State Statue 299F.50) requiring CO
alarms in all single family homes and multifamily apartment units. Effective January 1, 2007 all newly
constructed single family homes and multifamily dwelling units for which building permits were issued on or
after January 1, 2007 shall be provided with approved CO alarms. Effective August 1, 2008, all existing single
family homes shall be equipped with approved carbon monoxide alarms. Effective August 1, 2009, all other
multifamily or apartment dwelling units shall be provid with CO alarms. All CO alarms must be certified
by nationally recognized testing laboratories that conform to the latest Und Laboratories Standards
(UL2034). CO alarms must be located within 10 feet of each sleeping room. For more information or if you
have questions, contact the State Fire Marshal Division at 651- 201 -7200 or visit their website at
} -11ww. fire. state. inn. us
City of Hopkins Rental Property Inspection Policy
The minimum standard to be used for inspections, pursuant Section 407.09 for compliance with
the Property Maintenance Code for buildings as adopted and amended by Hopkins Ordinance
shall include but not be limited to the inspection the building exterior, interior, common areas,
basement, garages, sheds and any other structures on the property.
Inspection Guidelines
Inspection guidelines are based upon any of the following factors and any other factors deemed
by the Building Official to promote an efficient inspections program:
(a) Geographic distribution and concentration of rental dwellings.
(b) Rental dwellings with delinquent property taxes.
(c) Property identified by the inspections division as having an excessive number of housing
code violations or a history of noncompliance or slow compliance with housing inspection
orders.
(d) Rental dwellings for which no license has been obtained.
(e) Rental dwellings with an excessive number of police calls for drug offenses, prostitution,
crimes of force or violence, and loud disturbances or parties.
(f) Sale of the equitable interest in a rental dwelling property.
(g) Conversion of homesteaded dwelling units to rental dwelling units.
(h) Rental dwellings registering complaints from but not limited to neighbors, tenants, landlords
or property managers.
Number of Units Inspected
• Ten (10) or fewer individual dwelling units in the building, minimum inspection
requirements include inspecting fifty (50) percent of the individual dwelling units, with a
minimum of at least one (1) dwelling unit.
• Eleven (11) to twenty -four (24) individual dwelling units in the building, minimum
inspection requirements include inspecting five (5) individual dwelling units.
• Twenty -five (25) or more individual dwelling units in the building, minimum inspection
requirements include inspecting twenty (25) percent of the individual dwelling units. The
specific individual dwelling units to be chosen for inspection shall be determined
pursuant to inspection division policy.
1.0 April 25.08
Frequency of Inspections
Dwellings will be categorized into three groups A, B or C based on the severity of the deficiency
as it relates to the Inspection Point System.
Category A - Properties with average of 4 or fewer points will be classified as Category A and
inspected on approximately a three -year cycle,
Category B - Properties with an average of 5 to 10 points will be classified as Category B and
inspected on approximately a two -year cycle.
Category C - Properties with an average of 11 or more points will be classified as Category C
and inspected on approximately a one -year cycle.
Substandard Dwellings
Deficiency points will be also used in the determination of a substandard dwelling as defined in
Section 407.10. If the rental dwelling structure is considered to be "substandard", the Building
Official or authorized representative may inspect additional units, up to all of the units in the
building.
Inspection Fees
Fees for inspection will be charged per the fee schedule established in Resolution NO: 2008 -003.
1.0 April 25. 08
City of
Hopkins Inspection Division (9 52) 548 -6320
1010 First Street S. Fax (952) 935 -1834
'
Hopkins Hopkins, MN 55343
Rental Unit Inspection
Property Owner:
Address:
Email:
711_ _ __ _ XT____L _
Property Name:
Address:
Tenant Name:_
PlinnP NumhPr
1 L1VL1V 1 \ NLLiV
ITEM #
V1 .
CODE
SECTION
CONDITIONS TO BE CORRECTED
DATE
CORRECTED
88 & 90
PMC 405
Remove items stored in main walking paths throughout dwelling unit to the exit
IPMC 702.1 &
doors & windows. Remove items stored in the hallway, and/or in front of
702.2
windows; store items neat and orderly.
103
IFC 703.2.3
Move rugs so unit door self closes /latches
91, 92 & 99
IFC 315.2.1
Clear out accumulation of combustibles throughout the dwelling unit. Storage
shall be maintained 2 ft 610mm or more below the ceiling in non -s rinklered
areas of buildings or a minimum of 18 inches below sprinkler head deflectors in
s rinklered areas of buildings.
27
PMC 405
Clean & sanitize dwelling unit. Clean refrigerator, stove, oven, sweep, mop,
IPMC 304.1
scrub floors to the edges), vacuum, dust, sanitize all surfaces including the
front of all cabinets; clean toilet, sink, bathtub /shower, mirrors, counter tops
and any other areas that are not clean or sanitary. Replace moldy shower
curtain(s). Pull refrigerator and stove out & scrub floor underneath (if it's a gas
stove call maintenance for assistance
33
PMC 405
Infestation of cockroaches, fruit flies, bed bugs found in your dwelling unit.
IPMC 306.4
You are re wired to coo erate with suggestions from the exterminator and
management to remove the infestation from y our dwelling unit. Clean kitchen
thoroughly; do not leave an dirty dishes out or food sources for the pests;
Examples: crumbs on counter and/or floor, wet rags, garbage, standing water,
cardboard boxes, newspapers, paper boxes, etc. Remove garbage daily; tie it u
between the time of its removal. Remove contact paper from kitchen surfaces.
Clean refrigerator; clean bathroom surfaces; All food must be in sealed
containers that are clean on the outside, all ap liances and surfaces must be
sanitized; No rags for the kitchen may be left out (put in a plastic bag between
uses); the floors must be vacuumed, swept and sanitized throughout the entire
dwelling; kitchen walls must be sanitized, etc.
1• 1 •�7_ TL dl1 LT TIT A
TL'T V
• The above violations were noted at the time of inspection l t]ese violations snatl De corrlpilru wiui uvllviul.Ilcz L 1:L 1 .
• Failure to comply with city ordinances may result in legal action and the issuance of an administrative citation (ranging from
$200 to $500).
• A $35.00 re- inspection fee will be charged for subsequent re- inspections after the first re- inspection per City Council
Resolution 2008 -003. Each re- inspection fee thereafter will double ($70, $140 and so forth).
• Notice: Work performed on facilities, buildings or systems may require permits from City Departments.
• Licensed contractors are required to work on rental properties for electrical, plumbing and mechanical repairs and installations.
• Re- inspection is due within 7 days unless otherwise noted.
Housing Inspector: Owner /Rep:
Signature: Signature:
Phone Number: Date:
Re- inspection Date White Copy — Property Owner /Representative
Yellow Copy - Tenant
Pink Copy — File
Unit: