COMPLIANCE MONITORING PROCEDURES & CHECKLISTS | [ TOC | Intro | Part I | Part III | Part IV ] |
Compliance & Monitoring Responsibilities of LPAs
This section contains guidance to LPA on how to ensure compliance of their programs and projects with HOME regulations. It consists of 2 essential compliance tasks:
File Checklists
Maintaining appropriate project file documentation will be facilitated by the use of file checklists. While these checklists are not required, they are recommended. If you choose not to use these, review your file checklists to ensure that you have all of the necessary documentation.
The file checklists that follow are:
Program checklists pertain to the critical files necessary to have sufficient documentation of overall program compliance, while project checklists reflect the file documentation required for each individual house, building or project funded with HOME funds.
Ongoing Monitoring Responsibilities of LPAs
Home Buyer Assistance Programs
The ongoing monitoring requirements for owner-occupied rehab and home buyer assistance programs are to ensure that:
A properly recorded note and mortgage stipulating the terms of repayment of the HOME funds will be discovered by the closing attorneys or title company at time of sale, and to this extent it is self-enforcing. If the documents are not recorded, annual contact with the family as prescribed below (preferably with receipt of a mortgage statement or utility bill) and a review of local tax records is necessary to verify that they still own the home.
To ensure ongoing occupancy, the LPA may annually contact the family or send a non-forwarding certified letter to the family requesting them to certify that they still live there.
Files should be kept of the annual review activities recommended above, showing that each assisted household has been contacted, and that resales have been properly handled.
If a resale occurs and funds are recaptured prior to completion of the minimum compliance period, the funds should be returned to HTFC. If funds are received outside of the minimum compliance term, they will be treated as Program Income under the terms of your written agreement with HTFC. The Program Income file should document the receipt, and the funds should be deposited and reused for eligible HOME activities, or transferred to HTFC if required by your agreement. Recaptured funds and program income received after an agreement is closed out should be handled following the terms of the close-out agreement.
Owner-Occupied Rehab Programs
Under HOME regulations, there is no minimum ongoing compliance period for owner-occupied rehab. However, if the LPA has chosen to impose a compliance period, then it should follow procedures similar to those identified for homebuyer assistance.
If a resale occurs and funds are recaptured under an optional note and mortgage, these are considered Program Income, and not Recaptured Funds. Document the receipt of funds the Program Income file, and deposit and reuse of the funds as Program Income, or transfer to HTFC as required by your written agreement with HTFC.
Rental Rehab Programs
The ongoing monitoring requirements for rental rehab are to ensure that:
LPAs should consider the capacity of the property owner/manager to meet all of these obligations, and determine when it might be in the best interest of smooth operation and timely compliance to assist the owner or directly conduct some of these duties.
Regulations require that each project be reviewed at least annually to determine that the owner is meeting the occupancy and rent obligations. This may be done through onsite review or offsite review of reports and files. An owner's occupancy report is permissible, and a recommended version of that report can be found at the HOME Program web site at: www.hud.gov/offices/cpd/affordablehousing/library/forms/rentalcomplianceproject.pdf.
In addition, on-site unit inspections for HQS compliance be conducted only every 1 to 3 years. For the annual review (other than HQS), the LPA should contact the owner, obtain rent rolls, and income certification documents to determine that the owner is complying with items 1 through 3 above. This can be done on-site (which is recommended) or by the owner submitting documents to the LPA for review. The LPA should collect such documentation and also record notes of its review. Data collection forms and checklists are attached to assist the LPA with this review.
On-site inspections are required:
| Projects with more than 25 total units | Annually |
| Projects with 5 to 25 units | Every other year |
| Projects with fewer than 5 units | Every third year |
The inspection should be done by the LPA or contracted persons, using a HUD Section 8 HQS inspection form, noting violations of the rules. If the property is pre-1978 and is subject to the LBP rules, then the inspection must include visual assessment, and the inspector must have taken the visual assessment course online at HUD: www.hud.gov/offices/lead/training/visualassessment/h00100.htm).
If violations are found that appear to be tenant-caused, and there is evidence that the owner has been making a good faith effort to maintain HQS standards (documented by annual HQS inspections forms in the file), then the LPA may use discretion in obtaining the owner's consent to correct minor violations without citing it as a finding. However, if the violations are major and widespread, appear to be long-standing, and there is no evidence of ongoing efforts to maintain HQS standards (such as the absence of any HQS inspection documentation in the files), then the LPA should cite the HQS violations as part of the annual monitoring letter.
Any findings of non-compliance must be in writing to the owner, with a copy to HTFC, noting the findings and specifying the actions and time frame required to remediate the violation. The monitoring file should also contain any owner responses or follow-up, including notes of phone conversations and meetings.
| HTFC HOME Program LPA Owner-Occupied Rehab Program File Checklist | |||||
|---|---|---|---|---|---|
| Yes | No | Comments | |||
| PJ Contract/Agreement | ____ | ____ | ________________________________________ | ||
| PJ Lender Agreements (if any) | ____ | ____ | ________________________________________ | ||
| Administrative Plan Documents File | |||||
| Marketing/Outreach Plan | ____ | ____ | ________________________________________ | ||
| Application Processing Procedures | ____ | ____ | ________________________________________ | ||
| Written Rehab Standard | ____ | ____ | ________________________________________ | ||
| Procurement Policy | ____ | ____ | ________________________________________ | ||
| Owner Agreement | ____ | ____ | ________________________________________ | ||
| Note & Mortgage (if applicable) | ____ | ____ | ________________________________________ | ||
| Processing Documents | ____ | ____ | ________________________________________ | ||
| Affirmative Marketing Record | |||||
| Advertisement file | ____ | ____ | ________________________________________ | ||
| Record of Owner Outreach efforts | ____ | ____ | ________________________________________ | ||
| M/WBE Contractor Outreach Record | ____ | ____ | ________________________________________ | ||
| Section 3 Outreach Record | ____ | ____ | ________________________________________ | ||
| Beneficiary Data | ____ | ____ | ________________________________________ | ||
| Appeals by Applicants | ____ | ____ | ________________________________________ | ||
| Environmental Review Record | |||||
| Public Comments and Complaints | ____ | ____ | ________________________________________ | ||
| NOI/RROR | ____ | ____ | ________________________________________ | ||
| Conflict of Interest Determination Records | ____ | ____ | ________________________________________ | ||
| Financial Records | |||||
| Project Set-Up Reports | ____ | ____ | ________________________________________ | ||
| Invoices, Vouchers, Disbursement Trail | ____ | ____ | ________________________________________ | ||
| Monitoring Records | |||||
| LPA monitoring of projects | ____ | ____ | ________________________________________ | ||
| HTFC monitoring letters/response | ____ | ____ | ________________________________________ | ||
| Resales/Foreclosures | ____ | ____ | ________________________________________ | ||
| Program Match Documentation | ____ | ____ | ________________________________________ | ||
| Administrative Cost Documentation | ____ | ____ | ________________________________________ | ||
| Program Income | ____ | ____ | ________________________________________ | ||
| Program Audits & Response to Findings | ____ | ____ | ________________________________________ | ||
| HTFC HOME Program LPA Owner-Occupied Rehab Project File Checklist | |||||
|---|---|---|---|---|---|
| Project Identifier (project no., location, name) _______________________________________________________ | |||||
| Yes | No | Comments | |||
| Owner application | ____ | ____ | ________________________________________ | ||
| Owner income verification | ____ | ____ | ________________________________________ | ||
| Verification of ownership | ____ | ____ | ________________________________________ | ||
| After-rehab/construction value determination | ____ | ____ | ________________________________________ | ||
| Pre-construction HQS Inspection report | ____ | ____ | ________________________________________ | ||
| Environmental checklist & record | ____ | ____ | ________________________________________ | ||
| Relocation determination/records | ____ | ____ | ________________________________________ | ||
| Work write-up/specifications | ____ | ____ | ________________________________________ | ||
| LBP Checklist Addendum (if pre-1978) | ____ | ____ | ________________________________________ | ||
| Cost estimate | ____ | ____ | ________________________________________ | ||
| Contractor bid package/proposals | |||||
| Proposal Document Form | ____ | ____ | ________________________________________ | ||
| Contractors Invited to Bid | ____ | ____ | ________________________________________ | ||
| Bids Received/ Reviewed | ____ | ____ | ________________________________________ | ||
| Contractor Selection | ____ | ____ | ________________________________________ | ||
| Construction Documents | |||||
| Certificate of contractor insurance | ____ | ____ | ________________________________________ | ||
| Construction contract | ____ | ____ | ________________________________________ | ||
| Building permits & Notice to Proceed | ____ | ____ | ________________________________________ | ||
| Change orders (if applicable) | ____ | ____ | ________________________________________ | ||
| Progress inspections for draws | ____ | ____ | ________________________________________ | ||
| Contractor Affidavit/Waiver of liens | ____ | ____ | ________________________________________ | ||
| M/WBE contract report | ____ | ____ | ________________________________________ | ||
| Certificate of final inspection/HQS | ____ | ____ | ________________________________________ | ||
| IDIS/Financial documentation: | |||||
| Project set-up form | ____ | ____ | ________________________________________ | ||
| Contractor invoice(s)/vouchers | ____ | ____ | ________________________________________ | ||
| Evidence of contractor disbursement | ____ | ____ | ________________________________________ | ||
| Payment certification vouchers | ____ | ____ | ________________________________________ | ||
| Project completion report | ____ | ____ | ________________________________________ | ||
| Note and mortgage (if applicable) | ____ | ____ | ________________________________________ | ||
| LBP Addendum to Project File Checklists | ||
|---|---|---|
| LBP Compliance Item | Complies: Yes/No | Notes |
| Project commitment after 1/10/02 | ||
| Project Exemption Documentation (if applicable) | ||
| LBP Pamphlet given | ||
| Disclosure given to buyer/occupant | ||
| Visual assessment or risk assessment conducted & in file | ||
| Risk Assessment Disclosure to owner | ||
| Scope of work addressed LBP hazards | ||
| Contractor qualifications/certification | ||
| Occupant protections implemented | ||
| Clearance report | ||
| Clearance Disclosure to Owner | ||
| If rental, ongoing maintenance procedures | ||
| HTFC HOME Program LPA Home Buyer Assistance Program File Checklist | |||||
|---|---|---|---|---|---|
| Project Identifier (project no., location, name) _______________________________________________________ | |||||
| Yes | No | Comments | |||
| PJ Contract/Agreement | ____ | ____ | ________________________________________ | ||
| Lender Agreements (if any) | ____ | ____ | ________________________________________ | ||
| Administrative Plan Documents File | |||||
| Marketing/Outreach Plan | ____ | ____ | ________________________________________ | ||
| Processing Procedures | ____ | ____ | ________________________________________ | ||
| Rehab Standards (if rehab) | ____ | ____ | ________________________________________ | ||
| Procurement Policy | ____ | ____ | ________________________________________ | ||
| Owner Agreement | ____ | ____ | ________________________________________ | ||
| Note & Mortgage | ____ | ____ | ________________________________________ | ||
| Processing Documents | ____ | ____ | ________________________________________ | ||
| Affirmative Marketing Record | |||||
| Advertisement file | ____ | ____ | ________________________________________ | ||
| Record of Owner Outreach efforts | ____ | ____ | ________________________________________ | ||
| M/WBE Contractor Outreach Record | ____ | ____ | ________________________________________ | ||
| Section 3 Outreach Record | ____ | ____ | ________________________________________ | ||
| Beneficiary Data | ____ | ____ | ________________________________________ | ||
| Appeals by Applicants | ____ | ____ | ________________________________________ | ||
| Environmental Review Record | |||||
| NOI/RROR | ____ | ____ | ________________________________________ | ||
| Public Comments and Complaints | ____ | ____ | ________________________________________ | ||
| Conflict of Interest Determination Records | ____ | ____ | ________________________________________ | ||
| Financial Records | |||||
| Project Set-Up Reports | ____ | ____ | ________________________________________ | ||
| Invoices, Vouchers, Disbursement Trail | ____ | ____ | ________________________________________ | ||
| Monitoring Records | |||||
| Self-monitoring of projects | ____ | ____ | ________________________________________ | ||
| HTFC monitoring of program | ____ | ____ | ________________________________________ | ||
| Resales/Foreclosures | ____ | ____ | ________________________________________ | ||
| Program Match Documentation | ____ | ____ | ________________________________________ | ||
| Administrative Cost Documentation | ____ | ____ | ________________________________________ | ||
| Program Income & Recaptured Funds Documentation | ____ | ____ | ________________________________________ | ||
| Program Audits & Response to Findings | ____ | ____ | ________________________________________ | ||
| HTFC HOME Program LPA Home Buyer Assistance Program Project/Buyer File Checklist | |||||
|---|---|---|---|---|---|
| Project Identifier (project no., location, name) _______________________________________________________ | |||||
| Yes | No | Comments | |||
| Buyer application | ____ | ____ | ________________________________________ | ||
| Buyer income verification | ____ | ____ | ________________________________________ | ||
| After-rehab/construction value determination | ____ | ____ | ________________________________________ | ||
| HQS Inspection report | ____ | ____ | ________________________________________ | ||
| Environmental checklist | ____ | ____ | ________________________________________ | ||
| Relocation notice to seller | ____ | ____ | ________________________________________ | ||
| Buyer loan commitment/agreement | ____ | ____ | ________________________________________ | ||
| Note and mortgage recorded | ____ | ____ | ________________________________________ | ||
| IDIS/financial documentation: | ____ | ____ | ________________________________________ | ||
| Verified project set-up form | ____ | ____ | ________________________________________ | ||
| Evidence of disbursement | ____ | ____ | ________________________________________ | ||
| Project completion report | ____ | ____ | ________________________________________ | ||
| If rehab/new construction funded by HOME: | |||||
| Plans & Specifications | ____ | ____ | ________________________________________ | ||
| LBP Checklist Addendum (if pre-1978) | ____ | ____ | ________________________________________ | ||
| Cost estimate | ____ | ____ | ________________________________________ | ||
| Contractor bid package/proposals | ____ | ____ | ________________________________________ | ||
| Proposal Document Form | ____ | ____ | ________________________________________ | ||
| Contractors Invited to Bid | ____ | ____ | ________________________________________ | ||
| Bids Received/Review Documentation | ____ | ____ | ________________________________________ | ||
| Contractor Selection | ____ | ____ | ________________________________________ | ||
| Construction Documents | ____ | ____ | ________________________________________ | ||
| Certificate of contractor insurance | ____ | ____ | ________________________________________ | ||
| Construction contract | ____ | ____ | ________________________________________ | ||
| Building permits & Notice to Proceed | ____ | ____ | ________________________________________ | ||
| Change orders (if applicable) | ____ | ____ | ________________________________________ | ||
| Progress inspections for construction draws | ____ | ____ | ________________________________________ | ||
| Contractor Affidavit/Waiver of liens | ____ | ____ | ________________________________________ | ||
| M/WBE contract report | ____ | ____ | ________________________________________ | ||
| Certificate of final inspection/HQS | ____ | ____ | ________________________________________ | ||
| IDIS/financial documentation: | ____ | ____ | ________________________________________ | ||
| Contractor invoice(s)/vouchers | ____ | ____ | ________________________________________ | ||
| Evidence of contractor disbursement | ____ | ____ | ________________________________________ | ||
| Payment certification vouchers | ____ | ____ | ________________________________________ | ||
| HTFC HOME Program LPA Home Buyer Assistance Program Annual Compliance Review Checklist | |||||
|---|---|---|---|---|---|
| Name/Unit Address | Date Occupancy Verified | Date Ownership Verified Or Resale | |||
| ________________________________________________________________ | ____________ | ____________ | |||
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| HTFC HOME Program LPA Rental Rehab Program File Checklist | |||||
|---|---|---|---|---|---|
| Yes | No | NA/Comments | |||
| PJ Contract/Agreement | ____ | ____ | ________________________________________ | ||
| Lender Agreements (if any) | ____ | ____ | ________________________________________ | ||
| Administrative Plan Documents File | |||||
| Marketing/Outreach Plan | ____ | ____ | ________________________________________ | ||
| Application Processing Procedures | ____ | ____ | ________________________________________ | ||
| Written Rehab Standard | ____ | ____ | ________________________________________ | ||
| Procurement Policy | ____ | ____ | ________________________________________ | ||
| Owner Agreement | ____ | ____ | ________________________________________ | ||
| Note & Mortgage | ____ | ____ | ________________________________________ | ||
| Processing Documents | ____ | ____ | ________________________________________ | ||
| Affirmative Marketing Record | |||||
| Advertisement file | ____ | ____ | ________________________________________ | ||
| Record of Owner Outreach efforts | ____ | ____ | ________________________________________ | ||
| M/WBE Contractor Outreach Record | ____ | ____ | ________________________________________ | ||
| Section 3 Outreach Record | ____ | ____ | ________________________________________ | ||
| Beneficiary Data | ____ | ____ | ________________________________________ | ||
| Environmental Review Record | |||||
| NOI/RROR | ____ | ____ | ________________________________________ | ||
| Public Comments and Complaints | ____ | ____ | ________________________________________ | ||
| Conflict of Interest Determination Records | ____ | ____ | ________________________________________ | ||
| IDIS Records | |||||
| Project Set-Up Reports | ____ | ____ | ________________________________________ | ||
| Invoice, Voucher Disbursements Trail | ____ | ____ | ________________________________________ | ||
| Monitoring Records | |||||
| Self monitoring of projects | ____ | ____ | ________________________________________ | ||
| HTFC monitoring of Program | ____ | ____ | ________________________________________ | ||
| Resale Approvals | ____ | ____ | ________________________________________ | ||
| Program Match Documentation | ____ | ____ | ________________________________________ | ||
| Administrative Cost Documentation | ____ | ____ | ________________________________________ | ||
| Program Income Documentation | ____ | ____ | ________________________________________ | ||
| Program Audits & Response to Findings | ____ | ____ | ________________________________________ | ||
| HTFC HOME Program LPA Rental Rehab Program Owner/Property File Checklist | |||||
|---|---|---|---|---|---|
| Project Identifier (project no., location, name) _______________________________________________________ | |||||
| Yes | No | Comments | |||
| Owner application | ____ | ____ | ________________________________________ | ||
| Inspection report | ____ | ____ | ________________________________________ | ||
| Environmental checklist | ____ | ____ | ________________________________________ | ||
| Real estate taxes current at time of funding | ____ | ____ | ________________________________________ | ||
| Evidence of property insurance | ____ | ____ | ________________________________________ | ||
| LPA/Owner agreement | ____ | ____ | ________________________________________ | ||
| LBP Addendum (if pre-1978 property) | ____ | ____ | ________________________________________ | ||
| Work write-up & specifications | ____ | ____ | ________________________________________ | ||
| Cost estimate | ____ | ____ | ________________________________________ | ||
| Contractor bid package/proposals | |||||
| Bid Documents | ____ | ____ | ________________________________________ | ||
| Bids Received | ____ | ____ | ________________________________________ | ||
| Contractor Selection Documentation | ____ | ____ | ________________________________________ | ||
| Construction Documents | |||||
| Certificate of contractor insurance | ____ | ____ | ________________________________________ | ||
| Construction contract | ____ | ____ | ________________________________________ | ||
| Building permits & Notice to Proceed | ____ | ____ | ________________________________________ | ||
| Change orders | ____ | ____ | ________________________________________ | ||
| M/WBE Contracting report | ____ | ____ | ________________________________________ | ||
| Progress inspections for construction draws | ____ | ____ | ________________________________________ | ||
| Contractor Affidavit/Waiver of liens | ____ | ____ | ________________________________________ | ||
| Covenants, Note and mortgage recorded | ____ | ____ | ________________________________________ | ||
| Certificate of final inspection/HQS | ____ | ____ | ________________________________________ | ||
| IDIS/financial documentation: | ____ | ____ | ________________________________________ | ||
| Verified project set-up form | ____ | ____ | ________________________________________ | ||
| Invoice, vouchers, disbursement trail | ____ | ____ | ________________________________________ | ||
| Project completion report | ____ | ____ | ________________________________________ | ||
| Occupancy | ____ | ____ | ________________________________________ | ||
| Tenant Selection Plan | ____ | ____ | ________________________________________ | ||
| Waiting List | ____ | ____ | ________________________________________ | ||
| Affirmative Marketing Plan & Records (if 5+HAUs) | ____ | ____ | ________________________________________ | ||
| Monthly Rent Rolls/Unit Turnover List | ____ | ____ | ________________________________________ | ||
| Lease w/ Addendum Provisions | ____ | ____ | ________________________________________ | ||
| HOME Rental Project Status Summary | |||
|---|---|---|---|
| Date of Status Check: ________________________________ | |||
| HOME Assisted Unit (HAU) Count: | |||
Required | Occupied | Over-Income/ Vacant | |
| VLI | ______ | ______ | ______ |
| LI | ______ | ______ | ______ |
| | |||
| Are Project Files Complete? | YES | NO | |
| Do Rent Rolls reflect HOME limits? | YES | NO | |
| Are Tenant Files Complete? | YES | NO | |
| Are Recertifications current? | YES | NO | |
| Do Leases meet HOME requirements? | YES | NO | |
| Are Unit Inspections current? | YES | NO | |
| HTFC HOME Rental Project Unit Review Checklist | ||||||
|---|---|---|---|---|---|---|
| Unit No. | VLI | LI | OI/ Vacant | Contract Rent | Last Income Certification Date | Last HQS Inspection Date |
| _________ | _________ | _________ | _________ | _________ | ________________ | _______________ |
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| HOME LPA Rental Project Annual Monitoring Review: Individual Tenant File Review Checklist | |||
|---|---|---|---|
| Summary | | ||
| Unit No.___________ Date of Most Recent Certification_______________________ Income status (circle 1) | |||
| VLI | LI | Over Income |
| Maximum Allowable Rent $_____ | ||
| Utility Adjustment $_____ | ||
| Actual Contract Rent $_____ | ||
| File Document Checklist: | Document In File | |
| Rental Application/Income Disclosure Form | _______ | |
| Eligible Income Calculation Form | _______ | |
| Income Verification Documents | _______ | |
| Executed Lease | _______ | |
| HQS Inspection Form | _______ | |
| HQS Inspection Results (circle 1) | Pass | Fail |
| Conditions to be corrected: | ||
| ______________________________________________________________________________________ | ||
| ______________________________________________________________________________________ | ||
| ______________________________________________________________________________________ | ||
| ______________________________________________________________________________________ | ||
| ______________________________________________________________________________________ | ||
Last updated on 10/29/03