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Quarterly Rental Licensing & Inspections Update and Presentation of Proposed Program ChangesCity of Dubuque City Council Meeting ITEM TITLE: SUMMARY: SUGGESTED DISPOSITION: Copyrighted August 5, 2024 Action Items # 03. Quarterly Rental Licensing & Inspections Update and Presentation of Proposed Program Changes City Manager recommending approval of a modified rental inspection program. Deputy Code Official Ben Pothoff will make a presentation on the proposed changes. Receive and File; Approve; PresentationSuggested Disposition: ATTACHMENTS: Description MVM Memo Staff Memo Updated Presentation_Uploaded 8.5.24 Presentation Type City Manager Memo Staff Memo Supporting Documentation Supporting Documentation Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Quarterly Rental Licensing & Inspections Update and Presentation of Proposed Program changes DATE: August 1, 2024 Dubuque heal All -America City 111111 2007.2012.2013 2017*2019 Housing & Community Development Director Alexis Steger is recommending a modification to the City rental inspection program. The biennial licensing and inspection model retains the current rental license application process but increases the duration of the license from 1 to 2 years. Rental properties would be inspected every renewal period (every two years). After the initial renewal period, on alternating renewal periods, rental license holders would have the option to perform a self -inspection if the property and license holder are in "good standing". The subsequent 2-year renewal would require a City inspection regardless of "good standing" status. To balance the inspection load from year to year, approximately half of the 11,000 units would be scheduled to renew each year. This biennial licensing and inspection model ensures that City's resources continue to be focused on properties and owners/agents where they are most needed. Rental property owners/agents or properties that are not in good standing will have an effective inspection cycle of 2 years, while those that do meet the in good standing criteria will have a City rental inspection no less than once every 4 years. In addition to focused resources, this model also promotes landlord -tenant communication during the renewal process. In addition, the implementation of a 2-year licensing and inspection cycle along with the implementation of automated processes in the new Citizenserve software will greatly reduce the administrative burden for the Rental Permit Clerk. Implementing the biennial licensing and inspection model would have a limited budget impact. The effective annual fee for each rental property would remain the same and the distribution of units that would come due each year would be similar, resulting in consistent and stable revenue to continue funding the division as intended. Deputy Code Official Ben Pothoff will have a presentation at the City Council Meeting. I respectfully recommend Mayor and City Council approval of the new rental inspection program. Michael C. Van Milligen MCVM:sv Attachment cc: Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Alexis Steger, Housing & Community Development Director Michael Belmont, Assistant Housing & Community Development Director Ben Pothoff, Deputy Code Official 2 Masterpiece on the Mississippi TO: Michael Van Milligen, City Manager FROM: Alexis Steger, Housing & Community Development Director DATE: August 1, 2024 RE: Quarterly Rental Licensing & Inspections Update and Presentation of Proposed Program changes Dubuque baking All -America City N411,' 1111: 2007*2012*2013 2017*2019 Introduction This memorandum provides a quarterly update on the City's rental licensing and inspections program and will introduce a proposed substantive change to the rental licensing and inspection program to City Council. Background The Inspection & Construction Services (ICS) division of the Housing & Community Development Department is responsible for the licensing and inspection of over 11,000 residential rental units in the City of Dubuque. Over the last eight years many improvements were made to the licensing and inspections program including: • Adoption of the International Property Maintenance Code (IPMC) in 2016. • Increased inspection staffing levels in 2016 and 2020. • Policy, process, and procedure changes including implementation of tiered inspection model and enforcement of the priority category designation for problem properties. • Reduced inspections cycle from over 7 years between routine inspections to less than 4 years. Renters are reporting concerns about the condition of rental units and expressing apprehension about retaliation when reporting complaints, despite this progress. Similar concerns were discussed at the Housing & Community Development Department's fiscal year 2025 budget hearing, prompting several City Council members to express support for further reducing the time between routine inspections. Update In the months since the FY25 Budget Hearing, two rental inspectors have been promoted into roles outside the division. It has become evident that achieving a three- year cycle of inspections is unlikely in the near term. Discussion In response to comments at the 2025 budget hearing, ICS staff quickly began exploring other licensing and inspections options and, ultimately, a biennial licensing and inspection model emerged as the preferred option. The biennial licensing and inspection model retains the current rental license application process but increases the duration of the license from 1 to 2 years. Rental properties would be inspected every renewal period (every two years). After the initial renewal period, on alternating renewal periods, rental license holders would have the option to perform a self -inspection if the property and license holder are in "good standing". The subsequent 2-year renewal would require a City inspection regardless of "good standing" status. For example: • July 2024: Apply for new Rental License, pay fees, pass City inspection. • July 2026: Apply for 2-year Renewal, pay fees. o In good standing: Option to self -inspect and submit certification of code compliance to the City. o Not in good standing: City inspection is scheduled • July 2028: Apply for 2-year Renewal, pay fees, pass City inspection. To balance the inspection load from year to year, approximately half of the 11,000 units would be scheduled to renew each year. This biennial licensing and inspection model ensures that City's resources continue to be focused on properties and owners/agents where they are most needed. Rental property owners/agents or properties that are not in good standing will have an effective inspection cycle of 2 years, while those that do meet the in good standing criteria will have a City rental inspection no less than once every 4 years. In addition to focused resources, this model also promotes landlord -tenant communication during the renewal process. In addition, the implementation of a 2-year licensing and inspection cycle along with the implementation of automated processes in the new Citizenserve software will greatly reduce the administrative burden for the rental permit clerk. The proposed program change was presented to the Dubuque Area Landlords Association on July 23rd Budget Impact Implementing the biennial licensing and inspection model would have a limited budget impact. The effective annual fee for each rental property would remain the same and the distribution of units that would come due each year would be similar, resulting in consistent and stable revenue to continue funding the division as intended. 2 Recommendation I respectfully request approval to present to City council the proposed biennial rental licensing and inspections program Prepared by Michael Belmont, Assistant Directory, Housing & Community Development and Ben Pothoff, Deputy Code Official. 3 le Rental Licensing & Inspections Update lc Introduction The Inspection & Construction Services division facilitates continuous improvement in our services including many improvements related to rental licensing & inspection services, however rental residents and concerned community members continue to report unsatisfactory housing conditions. Following similar comments received at the Housing & Community Development Departments fiscal year 2025 budget presentation, staff was asked to provide routine quarterly updates and review options to further reduce the time between inspections and to improve perceived issues with the condition of rental properties in Dubuque. • Revisiting Pass -Fail Rates The chart at the right was presented to Council in the FY25 budget presentation. Notable Progress: Overall rate of passing inspections continues to trend favorably. 100.00% 90.00% 80.00% 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% 87.16% 2018 2019 Inspection Results by Calendar Year (Includes HCV Inspections) 30.410% 2020 28.12% 2021 36.410%a 34.04% 28.04% 1.90% 0.580%a 2.37% 2022 2023 2024 • Fa filed 1111 No Entry • Fassed A Closer Look 80.00% 70.00% 65.00% 61.45 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% Inspection Results by Calendar Year (Including HCV Inspections) 69.84% 65.91% 63.74 38.55% 36.26% 34.00 34.09% 66.673i66.35% 66.67% 62.16 5 44.87% 44.83% 33.6 37% .84% 3.33 65.44% 63.13% 59.80% 52% 40.22%39.22% 35.00% 69.16% 39.39% 98% 1.889a 2.279a 4.41%0 3.26% 1.009a 1.28% 1.96% 0..93% 1.80% 0.00% 0.00% 0.00% 0.00%0.00%0.00%0.00%0.00%� 0.00% Jan Feb Mar Apr May Jun Jul Qtr1 Qtr2 2023 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Qtr3 Qtr4 Qtrl Qtr2 Qtr3 2024 f Failed f No Entry - Passed A Closer Look Inspection Results by Calendar Year (ExcludingHCV Inspections) 100.00% 93.75% 89.4]% 36 87.50% 90.00 84.21% 85.00% .09% 82.61N 80.95% 80.00% 75.41% 70.00% 60.00% 50.00% 30.00% 22.9 71.43 .35Vt6.18% 77.91% 74.07% 74.42% 33.75% 31.82% 5.71% 5.58% 17.9 17.39% 19.0 20.00% 15.00% 111 3% 11 53% 2.50% 10.00% 6-25`- 5. 46 3.7535 4.65% 4.55% 1.64% 0.00% 0.000.00%0.I 1 % 0.00% 2 703a 0.00% 0.00% 0.00% 0.00�/a 2.Od% 1.4796 2.861.233b 0.00% 0.00% �~ 7 1 • Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Qtrl Qtr2 Qtr3 Qtr4 Qtrl Qtr2 Qtr3 2023 2024 f Failed f No Entry ..Passed A Closer Look 70.00% 60.00% 51.28 48 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% 60.98% Inspection Results by Calendar Year (Only HCV Inspections) 62.502.86% 57.33% 55.9356.25 %a 53.66% - 53.709415133% 52.94 2,73 53.85 51.16% 2.00%51.92% 4.65% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Qtrl Qtr2 Qtr3 2023 Nov Qtr4 Dec Jan Feb Qtrl 4.00% 64.18N3.49% 3 82%36.51% 0.00% 0.00% 0.00% 0.00% Mar Apr May Jun Jul Qtr2 Qtr3 2024 - Failed f Na Entry f Passed lc Observations • When including both rental licensing and assisted housing inspections, June 2024 was the first month on record where a higher percentage of inspections passed than failed. • When removing assisted housing inspections, the rate of passing inspections remains at —30% and when looking exclusively at assisted housing inspections, the rate of passing inspections averages - 51 • Assisted housing inspections occur every 2 years. • Rental licensing inspections are currently being scheduled at just under 4 years between inspections. • Why we think this matters: • Frequency of inspections correlates with code compliance • Frequency of landlord -tenant interactions improves communication and the ability to address smaller concerns before they become more substantial. lc What Else Has Happened • Two rental inspectors have been promoted to positions outside the Inspection & Construction Services division which has slowed the pace of inspections, affecting our ability to further decrease the time between cycled inspections at this time. • A Combination Inspector has been used flexibly between building and rental inspections, to prevent back sliding on the inspection cycle, while the hiring and training processes occurs to fill the rental inspector vacancies. • The Citizenserve software implementation has begun and is taking resources as all rental staff are involved with the development. We anticipate a go live date on or before January 1, 2025, to coincide with proposed changes to rental licensing and inspections. le Rethinking Rental Licensing & Inspections Goals for Change • Decrease time between inspections (currently 4 years) • Increase efficiencies including reducing administrative bottleneck • Accomplish more frequent inspections without increasing staffing levels • Improve landlord -tenant communication and ability to resolve concerns • Reward high quality properties and property management • Increase frequency of inspections on marginal properties • Increase frequency of inspections where owners/managers are performing poorly • • • lc Fundamentals Application Process to remain the same with expanded ability to apply and pay fees online beginning in 2025 Licensing Inspections Modify the annual rental license to be a biennial license (every 2 years) Tie biennial license renewals to a passing inspection recorded in that cycle Self- Allow property owners/agents with properties in good standing to self -inspect and Certification self -certify that each unit is code complaint, every other two-year cycle. lc Key Upcoming Improvements Citizenserve Software • Allows property owners/agents real time online access to licensing, permitting, inspections, and code enforcement information including: • Capable of allowing property owners/agents to select date & time of rental inspections for all required in person inspections. • Access and pay invoices online. • Email notification options for code enforcement violations, license and permit application status updates, inspection updates, etc. lc Proposed Process *The proposed processes on next five slides outline how procedures are likely to be implemented. These are not finalized and may be altered to allow flexibility to adapt to changing conditions or new information. Application Process* Biennial Rental License and Inspections Cycle Application Process DRAFT: 712212024 Conditional rental license issued pending successful completion of SRPM training within 2 years (prior to dale of first license renewal). Property ownerIogent applies for rental license �ermir clerk processes application and initiates Internal review and inspection processes Nv Yes Housing sralf Communicates any deficiencies to property owner and allows time to correct Rental license issued, renewal date (oddleven) year established based on application date #2 years 1 Highlights • Application process is largely unchanged from the current state • Applications will be able to be directly entered into the new Citizenserve software • Licenses will be conditional for owners/agents that have not attended the Successful Rental Property Management (SRPM) training • R Renewal Process* Biennial Rental License and Inspections Cycle Renewal Process DRAFT: 712212024 Renewal documents include Information about how to schedule an inspection Fee paid and inspection scheduled by 3/1? Assigned inspector schedules inspection, sends inspection notice and delinquent fee invoice 2 year license renewal notice issued on January of next oddleven year Proceed with standard inspection process Eligible for self-ceniflcatIon inspection? ■ Inspection loop until property passes inspection including payment of all Outstanding fees Yrsi Renewal documents include information about how 10 self -inspect and self -certify Assigned inspector schedules inspection, sends inspection notice and delinquent fee invoice Assigned inspector schedules inspection and sends inspection notice Inspector monitors inspection caseload and verifies self -certifications upon receipt Self -certification received and approved by 711? Yes Renewal process complete, license renewed by assigned Inspector for 2 years Highlights • Renewal notices are issued every two (2) years • Renewal notices include: 1. 2-year license fee 2. Inspection scheduling notice -or- Self-inspection instructions • Owner/agent can select in person inspection if preferred 3. SRPM Information • Eligibility for SeIfCertification* Biennial Rental License and Inspections Cycle Eligibility Criteria for Self -Certification DRAFT: 712212024 Previous inspection was completed in person and achieved passing result Owner/agent has not been designated as Priority Category isIneligible for elf -certification lity criteria for self-certifica on Owner/agent rias attended SRPM No citations issued four IPMC violations at this properly in prior 2 year period TIT Rental fees paid prior to March 1st deadline Self -certification completed prior to July 1st deadline di Eligible for Self -certification Auditing SeIfCertifications* Biennial Rental License a►nd Inspections Cycle Audit Inspections DRAFT: 712212024 Selection criteria for audit inspections 1% random sample selected from self -certified inspection records Properties with a recorded complaint in previous year period (excludes grass/weeds, and garbage complaints) Evidence of falsification of prior self -certification lc Implementation & Load Balancing* Year 1 (2025) • Approximately 50% of rental units will be due for inspection. (- 5,000 units) • Properties passed in the previous 2-year period (2023-2024) that meet criteria could be eligible for self -certification. • Invoicing for odd year renewals will be for the full 2- year period and next renewal will not occur until 2027. • Attempts to load balance odd/even year renewals for larger property owners/agents will be considered in advance. • Invoicing for even year renewals will be for a 1-year period and next renewal period will be 2026 at which time the renewal will be for a 2-year license. Year 2 (2026) • Approximately 50% of rental units will be due for inspection. (-5,000 units) • Properties passed in the previous 2-year period (2024-2025) that meet criteria could be eligible for self -certification. • Invoicing for even year renewals will be for a 2-year licensing period. • No invoice for odd year renewals lc Summary Benefits of implementing the biennial licensing & inspections model include: • Balanced inspection workloads for city staff and property managers • Focused attention on properties and agents where indicators reflect potential problems • Promotes communication between landlords and tenants during the renewal process • Reduced administrative burden by splitting renewals across two years and utilizing automated processes in the new Citizenserve software • Budget neutral for the City and property owners • • lc Other Code Changes Current IPMC and local amendments: 605.2 Receptacles. Every habitable space in a dwelling shall contain not less than two separate and remote receptacle outlets. Every laundry area shall contain not less than one grounding -type receptacle or a receptacle with a ground fault circuit interrupter. Every bathroom shall contain not less than one receptacle. Any new bathroom receptacle outlet shall have ground fault circuit interrupter protection. All receptacle outlets shall have the appropriate faceplate cover for the location. Section 605.2. Receptacles. Amended to add: Exception: In lieu of every habitable space in a dwelling containing two separate and remote receptacle outlets, one receptacle and a separate permanently installed light fixture is allowable. Proposed local amendment: Section 605.2. Receptacles. Amended to read as follows: Every habitable space in a dwelling shall contain not less than two separate and remote receptacle outlets. Every laundry area shall contain not less than one grounding -type receptacle or a receptacle with a ground fault circuit interrupter. Every bathroom shall contain not less than one receptacle. All receptacles outlet within six feet 6') of any water source shall have ground fault circuit interrupter GFCI) protection. All receptacle outlets shall have the appropriate aceplate cover for the location. lc Other Code Changes Smoke Alarms: Increased Installation and Sealed Batteries Required • The new Smoke Alarm Standard incorporates prescriptive locations for the installation of smoke alarms as defined by the National Fire Protection Association (NFPA) Standard 72. This includes the need for a smoke alarm on each level of a property and inside each sleeping area. Although the NSPIRE Smoke Alarm Standard does not currently necessitate the use of sealed batteries, as of December 29, 2024, they will become a requirement, aligning with the Public and Federally Assisted Housing Fire Safety Act of 2022. Public and Federally Assisted Housing Fire Safety Act of 2022 • This bill requires each unit of federally assisted housing to contain hardwired or tamper -resistant battery -powered smoke alarms. The bill also requires the Department of Housing and Urban Development to complete a national campaign to educate the general public about health and safety requirements and how to properly use safety features in housing. lc Affect of Proposed Change • Priority Category Designation program does not change and will remain an effective option for enhanced enforcement. • Most Landlords are currently in Tier 2 status. Those that have a priority category designation are in Tier 3. The proposed model does not change the inspection cycle for Landlords with a Priority Category Designation • The ability to Self Certify, which was previously available in Tier 1 status, is still available to Landlords in "good standing" Thank you le Rental Licensing & Inspections Update lc Introduction The Inspection & Construction Services division facilitates continuous improvement in our services including many improvements related to rental licensing & inspection services, however rental residents and concerned community members continue to report unsatisfactory housing conditions. Following similar comments received at the Housing & Community Development Departments fiscal year 2025 budget presentation, staff was asked to provide routine quarterly updates and review options to further reduce the time between inspections and to improve perceived issues with the condition of rental properties in Dubuque. • Revisiting Pass -Fail Rates The chart at the right was presented to Council in the FY25 budget presentation. Notable Progress: Overall rate of passing inspections continues to trend favorably. 100.00% 90.00% 80.00% 70.00% 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 0.00% 87.16% 15.60% 8.20% 4.-4% '° 4.88% 3.360Y0 1.90% 0.58% 2.379'o Inspection Results by Calendar Year (Includes HCV Inspections) 30.41N 28.12% 34.04% 28.04% 36.41% 2018 2019 2020 2021 2022 2023 2024 4Failed - No Entry ♦ Passed R A Closer Look 80.00% 70.00% 65.00% 61.45 60.00% 50.00% 40.00% 30.00% 20.00% 10.00% 65.91% 63.74 38.55% 36.26 34.0034.09% Inspection Results by Calendar Year (Only HCV Inspections) 69.84% 66.67N66.35% 66.67% 62.16 5 44.87% 44.83% 33.6 37% .84% 3.33 65.44% 63.13% 59.80% .52% 40.22%39.22% 35.00% 69.16% 39.39% 3.26% 4.4136 1.00% 1.28% 1.963a 0.9836 1.889a 2.27% 0.93% 1.80% 0.009a 0.009a 0.009a 0.009a 0.00% 0.00% 0.00% 0.00% � 0.00% 0.00% Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Qtr1 Qtr2 Qtr3 Qtr4 Qtrl Qtr2 2023 2024 Qtr3 1 Failed Na Entry Passed • R A Closer Look 100.00% 93.759a 89.47% 90.00% 80.00% 75.41% 70.00% 60.00% 50.00% 40.00% 30.00% 22.9 Inspection Results by Calendar Year (Only HCV Inspections) 87.50% 84.21% 85.00% 09% 82.61% 80.95% 71.43 .35°/%6.18% 38.10% 6. 1''o 35.14% 30.81%32.35% 17.9 20.00% 15.00% 11 53% 11 53% 2 50% 10.00% 8.25'- 5. 4.65% 4.55o%a 3.75o/a 1'649b 0.009b 0.0096 0.1196 O.00o/n 2 7096 0.00% 0.00% 0.00% 0.00% 2 04% 1.47% 2 86% 1.23% 0.00% 0.00% Orr, • • • Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Qtr2 Qtr3 Qtr4 Qtrl Qtr2 Qtr3 2023 2024 77.91% 5.71% 74.07% 74.42% 33.75% 31.82% 5.58% Qtr1 17.39% 19.0 ♦ Failed t No Entry t Passed R A Closer Look 70.00% 60.00% 51.28 48 50.00% 40.00% 30.00 % 20.00% 10.00% 60.98% Inspection Results by Calendar Year (Only HCV Inspections) 62.509.P2.86% 57.339 55.93% 56.25 53.66N ' 53.70%3.33% 52.949Fb2.73 53.85 51.16% °-52.009'61.92N 64.1n9 3.49A 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% • • • • • r • • • r Jan Feb Mar Apr May Jun Jul Aug Sep Oct Qtr1 Qtr2 Qtr3 2023 Nov Qtr4 4.65% Dec 3 829G36.519b 4.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% Jan Feb Qtr1 Mar Apr May Qtr2 2024 Jun Jul Qtr3 f Failed f Na Entry f Passed lc Observations • When including both rental licensing and assisted housing inspections, June 2024 was the first month on record where a higher percentage of inspections passed than failed. • When removing assisted housing inspections, the rate of passing inspections remains at - 30% and when looking exclusively at assisted housing inspections, the rate of passing inspections averages -51 • Assisted housing inspections occur every 2 years. • Rental licensing inspections are currently being scheduled at just under 4 years between inspections. • Why we think this matters: • Frequency of inspections correlates with code compliance • Frequency of landlord -tenant interactions improves communication and the ability to address smaller concerns before they become more substantial. • lc What Else Has Happened • Two rental inspectors have been promoted to positions outside the Inspection & Construction Services division which has slowed the pace of inspections, affecting our ability to further decrease the time between cycled inspections at this time. • A Combination Inspector has been used flexibly between building and rental inspections, to back sliding on the inspection cycle, while the hiring and training processes occurs to fill the rental inspector vacancies. • The Citizenserve software implementation has begun and is taking significant resources as all rental staff are involved with the development. We anticipate a go live date on or before January 1, 2025, to coincide with proposed changes to rental licensing and inspections. • le Rethinking Rental Licensing & Inspections lc Goals for Change • Decrease time between inspections (currently 4 years) • Increase efficiencies including reducing administrative bottleneck • Accomplish more frequent inspections without increasing staffing levels • Improve landlord -tenant communication and ability to resolve concerns • Reward high quality properties and property management • Increase frequency of inspections on marginal properties • Increase frequency of inspections where owners/managers are performing poorly • • • lc Fundamentals Application Licensing Inspections Process to remain the same with expanded ability to apply and pay fees online beginning in 2025 Modify the annual rental license to be a biennial license (every 2 years) Tie biennial license renewals to having a passing inspection recorded in that cycle Self- Allow property owners/agents with properties in good standing to self -inspect and Certification self -certify that each unit is code complaint, every other two-year cycle. lc Key Improvements • Citizenserve Software • Allows property owners/agents real time online access to licensing, permitting, inspections, and code enforcement information including: • Capable of allowing property owners/agents to select date & time of rental inspections for all required in person inspections. • Access and pay invoices online. • Email notification options for code enforcement violations, license and permit application status updates, inspection updates, etc. R Application Process Biennial Rental License and Inspections Cycle Appllcetlan Proses" DRAFT: 712212024 Condrlional rental license issued pending successful completion of SRPM trailing within 2 years (prior to tee of first license renewal) Cperty awner1agent lies for rental license Permit clerk processes applIcation and Inkla.tes Interned review and inspection processes Rasing f communicates any deficiencies to property owner and ai1ows ttrte to correct A No til a Tea (—Rental license issued, renewal date I {odd;even) year established based an application date +2 years Highlights • Application process is largely unchanged from the current state • Applications will be able to be directly entered into the new Citizenserve software • Licenses will be conditional for owners/agents that have not attended the Successful Rental Property Management (SRPM) training • R Renewal Process Biennial Ren al License and Inspections Cycle Renewal Process DRAFT: 7/2212024 Renewal documents include information about how tp schedule an inspection Assigned inspector schedules inspection, sends inspection notice and delinquent fee invoice C2 year license rertiewaiice Issued on January of next oddleven year • Irrspection loop until property passes inspection inducting payment of all outstanding fees 7•s No Renewal documents include information about how to self -Inspect and self -certify Assigned inspector schedules inspection, sends inspection notice and delinquent fee invoice Assigned Inspector schedules inspection and sends inspection notice Inspector monitors inspection caseload end verlfles self -certifications upon receipt Self -certification received and approved by ifi? Yes Cenewal process omplete, license ewed by assigned pector tor 2 years ■ Highlights • Renewal notices are issued every two (2) years • Renewal notices include: • Invoicing — 2-year license fee; • Inspection scheduling notice or; • Self -inspection instructions for eligible properties • Owner/agent is able to select in person inspection if preferred • SRPM Information • 1 R Eligibility for Self -Certification Biennial Rental License and Inspections cycle Eligibility Criteria for Self -Certification DRAFT: 7122/2024 Previous inspectifIn was mpleted ii person and achieved passing resu'- Eligibility criteria far self -certification 7 V Cwnerfage has not been designated as Priority Ineligible for self -certification Ownerfagent has attended SRPM Fals No citations issued for !MC violations el this property in prior 2 year wriod antal fees paid prior to Mach 1st deadline elfrtlflcatio completed prior to July 1st deadline Eligible for self -certification Auditing Self -Certifications Biennial Rental License and Inspections Cycle Audit Inspections DRAFT: Z12212024 T 1% random sample selected from self -certified inspection records 'action criteria for audit inspections Properties with a recorded complaint in previous 2 year period (excludes grass/weeds, and garbage complaints) 1• Evidence of falsification of prior self -certification if' • lc Implementation and Load Balancing Year 1 (2025) • Approximately 50% of rental units will be due for inspection. (-5,000 units) • Properties passed in the previous 2-year period (2023-2024) that meet criteria could be eligible for self -certification. • Invoicing for odd year renewals will be for the full 2- year period and next renewal will not occur until 2027. • Attempts to load balance odd/even year renewals for larger property owners/agents will be considered in advance. • Invoicing for even year renewals will be for a 1-year period and next renewal period will be 2026 at which time the renewal will be for a 2-year license. Year 2 (2026) • Approximately 50% of rental units will be due for inspection. (-5,000 units) • Properties passed in the previous 2-year period (2024-2025) that meet criteria could be eligible for self -certification. • Invoicing for even year renewals will be for a 2-year licensing period. • No invoice for odd year renewals. lc Revisiting Goals Revisiting Goals • Decrease time between inspections (currently 4 years) • Inspection interactions (including self -inspections) would be every 2 years within in person inspections occurring at most every 4 years. • Increase efficiencies including reducing administrative bottleneck • Automation of multiple processes and reducing the annual renewal workload achieves this goal • Improve landlord -tenant communication and ability to resolve concerns • Accomplish more frequent inspections without increasing staffing levels • Reward high quality properties and property management • Increase frequency of inspections on marginal properties • Increase frequency of inspections where owners/managers are performing poorly • • Other Code Changes Current IPMC and local amendments: 605.2 Receptacles. Every habitable space in a dwelling shall contain not less than two separate and remote receptacle outlets. Every laundry area shall contain not less than one grounding -type receptacle or a receptacle with a ground fault circuit interrupter. Every bathroom shall contain not less than one receptacle. Any new bathroom receptacle outlet shall have ground fault circuit interrupter protection. All receptacle outlets shall have the appropriate faceplate cover for the location. Section 605.2. Receptacles. Amended to add: Exception: In lieu of every habitable space in a dwelling containing two separate and remote receptacle outlets, one receptacle and a separate permanently installed light fixture is allowable. Proposed local amendment: Section 605.2. Receptacles. Amended to read as follows: Every habitable space in a dwelling shall contain not less than two separate and remote receptacle outlets. Every laundry area shall contain not less than one grounding -type receptacle or a receptacle with a ground fault circuit interrupter. Every bathroom shall contain not less than one receptacle. All receptacles outlet within six feet 6') of any water source shall have ground fault circuit interrupter GFCI) protection. All receptacle outlets shall have the appropriate aceplate cover for the location. Other Code Changes Smoke Alarms: Increased Installation and Sealed Batteries Required • The new Smoke Alarm Standard incorporates prescriptive locations for the installation of smoke alarms as defined by the National Fire Protection Association (NFPA) Standard 72. This includes the need for a smoke alarm on each level of a property and inside each sleeping area. Although the NSPIRE Smoke Alarm Standard does not currently necessitate the use of sealed batteries, as of December 29, 2024, they will become a requirement, aligning with the Public and Federally Assisted Housing Fire Safety Act of 2022. Public and Federally Assisted Housing Fire Safety Act of 2022 • This bill requires each unit of federally assisted housing to contain hardwired or tamper -resistant battery -powered smoke alarms. The bill also requires the Department of Housing and Urban Development to complete a national campaign to educate the general public about health and safety requirements and how to properly use safety features in housing. • Thank you Ben Pothoff bpothoff@cityofdubuqe.org 563-690-6075 •