I know that fannie mae recently changed its guidelines about multi-family property loans, and now allows a 5% down payment for 2-4 unit homes as long as the owner will occupy one unit.

The flooring costs came out to $6000 total ($500/month) which effectively reduced their monthly payment to $1000/month. 

I received a 15k down payment and am receiving monthly payments of $1578 for so many years.

Housing authorities are non profits and I know some are bigger than others.  

You could sell everything off and live off the cash.You could learn about seller financing and sell your properties over time, collecting payments each month without having to deal with tenants and toilets.Have you looked for a local investor group? 

One of the brokers said he could send me dealflow but required that I sign a non exclusive representation agreement.

You should certainly start the process earlier than maturity, especially at the very least within a couple months of the maturity date - there can always be things that cause delays and pushes and even missing the maturity date by a couple weeks can have harmful consequences (since it will technically be a default / missed payment even if the lender is OK with it).Also, commercial loans even with the strictest prepayment protections / lockout periods will almost always have at least a 3-month open period prior to the Maturity Date

We keep a credit on our account so we can just call down and order an inspection without having to either go there or wait til they get our payment. 

But you may be able to take over the mortgage payment from him. 

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