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3. Background Checks — Background checks on property managers will be conducted by the Police <br />Department in accordance with State Statutes. The Community Development Department will <br />collect the information as part of the application forms. Once a complete application is made, the <br />background check portion (signature page and photocopy of identification) will be separated from <br />the application packet and given to the Police Department for the background check and it will be <br />kept with the Police Department in accordance with data retention laws. The Police Department <br />will report back to the Inspector "pass" or "not pass." All information discovered during the <br />background check remains private with the Police Department subject to data practices laws. <br />4. Tax information — Tax identification numbers (corporate or social security numbers) shall be <br />collected and annually reported in accordance with State Law. For individuals who own rental <br />property (not corporations, LLCs, business entities, etc.) who provide social security numbers, that <br />data is stored securely in accordance with State Law. <br />D. Renewal Application — The renewal application will ask if anything previously submitted has changed. <br />If nothing has changed from the previous initial application or renewal application, the property owner <br />will certify a statement stating such. If any portion of the application has changed (property manager, <br />business address, or the like) the appropriate portion(s) of the application packet shall be provided. A <br />change in business ownership name or entity will be considered a new application. <br />E. Scheduling Inspections <br />1. Frequency of Inspection <br />i. New licenses — Must be scheduled for within three months of license application. <br />ii. Established licenses — <br />(1) Every three years for properties where minimal minor corrections were needed at the last <br />inspection; or <br />(2) Annually for properties with several or major corrections needed at the last inspection. <br />(3) Annually or bi-annually for any property on a 3-year cycle if requested by the property <br />owner. <br />(4) Apartment buildings on a three-year cycle will be inspected annually with approximately <br />one-third of its units inspected. To the fullest extent possible, the units will be divvied up <br />methodically: by floor (i.e., first floor one year, second floor the next year, and the third <br />floor the year after) or by verticality (units #_O1 through #_20 year one, units #_21 through <br />#_40 year two, and units #_41 through #_60 year three); or even/odd (if on a 2-year cycle <br />or a two-story building with fewer than 60 units). Common areas will be inspected <br />annually —if possible, in conjunction with the annual Fire inspection. Units will not be <br />chosen at random in that could result in uneven inspection scheduling or an appearance of <br />targeting certain units. <br />(5) A property can move from an annual schedule to a less frequent inspection schedule after <br />an inspection demonstrating no or minimal corrections needed. <br />Rental Inspections Procedures Policy <br />DRAFT - November 26, 2024 <br />Page 2 <br />