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RENTAL CODE UPDATES – WHAT YOU SHOULD KNOW

Several years ago, the City of Fort Dodge inspectors were faced with a challenge – make the rental inspection process more efficient than it had been in previous years. Missed or rescheduled appointments, failure to follow through with necessary corrections and creative excuses plagued the process and wreaked havoc with days tightly scheduled with inspections. In a government where LEAN practices are encouraged and expected, rental inspections were ripe and easy picking when evaluating what areas could be significantly improved for the benefit of both City employees and our residents.

Easy picking doesn’t always mean the process is going to be fast. Inspection leadership worked with Fort Dodge Housing to see if streamlining the inspections processes into one inspection for both agencies was feasible. In the end, it wasn’t, but what came out of the discussions led to the new four-star system created by front-line staff that now makes up the City’s Rental Inspections ordinance. The updated ordinance became effective on October 1, 2022, and classifies properties using a four-star system.

The four-star system allows City inspectors to focus on the properties that truly need the most attention – those one- and twostar properties, while rewarding the property owners and managers who maintain four- and three-star properties, giving them a longer time span between inspection cycles. Landlords are able to promote their four- and three-star properties and tenants have another tool at their disposal when choosing a property to rent. Single units are pretty self-explanatory. The number of stars is determined by the number of visits it takes to pass a property. A visit is defined as any occasion in which City staff is physically present at a property or has allotted time in their schedule for an appointment during the course of an inspection cycle. So, if a property passes on the first visit, you have a four-star property. If a property passes on the fourth visit, you have a one-star property. Properties that require more than four visits to pass automatically go into suspension and property owners will need to remedy all violations and pay a reinstatement fee. Once those conditions are met, the property will be deemed one-star and be scheduled for re-inspection one year from the initial inspection date.

Multi-unit complexes receive a rating based on the last passed inspection. Think of them like a chain – a chain is only as strong as its weakest link. Let’s say a landlord has a 20-unit complex that is being inspected. 10 units pass on the first inspection (1st visit); 5 more pass on the re-inspection (2nd visit); 4 units pass on the second inspection (3rd visit); and the final unit passes on the third inspection (4th visit). Half the units passed on the first inspection, but the property as a whole receives a one-star rating and will need to be inspected again the following year.

Current landlords that may have unregistered properties will be given until December 30, 2022, to get the properties properly registered. Any rental property that is found to be unregistered and rented will be assessed the $300 fee AND be a one-star property. New property owners are required to have their units registered no later than thirty (30) days after purchase. If the property will be vacant for rehab or remodeling, property owners need to request an exemption form. This ensures the property is registered as required but can be removed from the rental program until it is ready to be rented. Failure to register in a timely manner will result in a $300.00 late fee. The property will also automatically be deemed a one-star property until the following year’s inspection cycle.

The Inspections team wants to make the process as easy as possible and that includes an open line of communication. They understand there are season issues and supply chain issues that can impact a property manager’s ability to comply with necessary repairs. They don’t want to come back to a property for a small violation – keep extra smoke detectors, batteries, light switch covers or any other small items handy. In some cases, the inspector will even help install the batteries. It seems simple, but sometimes just an email can keep a property from losing a star on its rating.

Another step they’ve taken in keeping open communications going involves the complaint-driven inspections. Too often, calls were coming in from disgruntled tenants wanted something done immediately when they had failed to communicate their concerns to the landlords. They may have been facing eviction or been behind on rent and were attempting to use the process to delay proceedings. Moving forward, tenants who wish to file a formal written complaint with the Inspections office must do so on a standard form provided by the department. Additionally, the complainant must be a current tenant, must not have an eviction in progress and must be current with their rent. The complainant must also be able to provide proof that they have already addressed their concerns with the property owner or manager.

As much as we hope we cover 100% of all scenarios when passing ordinances and resolutions or establishing standard operating procedures, we know we’re going to miss something – the one thing that would NEVER happens actually happens. Anyone who has questions is encouraged to reach out to our inspections team. We’re happy to hear constructive feedback and be a resource where possible.

• Troy Brandt, Building Official tbrandt@fortdodgeiowa.org

• Shawn George, Building Inspector I sgeorge@fortdodgeiowa.org

• Tim Breon, Nuisance & Rental Inspector tbreon@fortdodgeiowa.org

• Jennelle Jobe,

Neighborhood Wellness Coordinator jjobe@fortdodgeiowa.org