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The Virginia Housing Partnership

By Maurice Simpson,2014-05-06 14:54
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The Virginia Housing Partnership

    Emergency Home Repair Program

    Fiscal Year 2008

    Operations Manual

    July 1, 2007 June 30, 2008

    Division of Housing

    Housing Preservation Unit

    501 North Second Street

    Richmond, Virginia 23219

     TABLE OF CONTENTS

    Section Page

    Background ....................................................................................................................................................... 1 Program Goal.................................................................................................................................................... 1 Eligible Administrators .................................................................................................................................... 1 Ineligible Service Areas .................................................................................................................................... 2 Eligible Activities .............................................................................................................................................. 2 Maximum Assistance ....................................................................................................................................... 3 Ineligible Activities ........................................................................................................................................... 3 Client Eligibility ............................................................................................................................................. 3-4 Matching Requirements ............................................................................................................................... 4-5 Program Schedule ............................................................................................................................................ 5 Local Administrator Agreement ..................................................................................................................... 5 Reporting........................................................................................................................................................... 5 Funds Disbursement......................................................................................................................................... 6 Home Repair Agreements ................................................................................................................................ 6 Grant Awards ................................................................................................................................................... 6

Appendices

    Definitions .......................................................................................................................................................... I Financial Management System Basics ........................................................................................................... II Program Forms ............................................................................................................................................... III

    Sample Application for Assistance

    Sample Authorization and Release

    Sample Home Owner/Renter Agreement

    Sample Landlord Certification

    Certification of Completion

    Request for Disbursement Form

    Quarterly Report Forms

    Categories for Match Sources

    FIPS Codes

    EMERGENCY HOME REPAIR PROGRAM EMERGENCY HOME REPAIR PROGRAM

BACKGROUND

    The Virginia Department of Housing and Community Development (DHCD) is designated to

    facilitate efforts among local private sector and public entities to implement housing initiatives.

    One of the programs of DHCD is the Emergency Home Repair Program (EHRP). This program is

    funded through an appropriation from the Virginia General Assembly.

    EHRP makes funds available for emergency repairs and accessibility improvements. These funds

    are administered locally by eligible organizations such as units of local government and nonprofit

    organizations which specify the service area and population to be assisted under the EHRP.

    PROGRAM GOAL

    The goal of the EHRP is to be a resource to improve housing occupied by low-income persons by

    completing limited repairs, removing imminent health and safety hazards and/or barriers to

    habitability in their homes.

    PROGRAM OBJECTIVES

    1) To complete minor repairs to housing units occupied by low-income persons, and to

    remove health and safety hazards.

    2) To make necessary adaptations and/or improvements to housing units occupied by low-

    income persons with disabilities.

    ELIGIBLE ADMINISTRATORS Local Administrators must be incorporated under the ADMINISTRATORS laws of the

    Commonwealth of Virginia, operate as nonprofit 501(c) 3 corporation, or be a unit of local

    government (including cities, towns, counties, housing authorities or other public agencies).

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INELIGIBLE SERVICE AREAS

    The program currently provides services in non-entitlement areas and does not include the

    following entitlement areas:

    Cities/Towns:

    Alexandria Blacksburg Bristol

    Charlottesville Chesapeake Christiansburg

    Colonial Heights Danville Fredericksburg

    Hampton Harrisonburg Hopewell

    Lynchburg Newport News Norfolk

    Petersburg Portsmouth Radford

    Richmond Roanoke Suffolk

    Virginia Beach Winchester

    Counties:

    Arlington Chesterfield Fairfax

    Henrico Loudoun Prince William

ELIGIBLE ACTIVITIES

Funds under this program may be used to make emergency repairs and accessibility

    improvements to housing units occupied by very low-income families and/or individuals who meet

    the requirements set forth in Client Eligibility section of this manual. The use of in-house labor to

    make repairs is an allowable program expenditure.

Work which may be performed with EHRP funds are:

     General Repairs

    ? Plumbing repairs

    ? Structural repairs where hazards exist, (i.e., roofs, ceilings, walls, floors,

    stairs, etc.)

    ? Electrical repairs where hazards exist

    ? Roof repair/replacement

    ? Repair/replacement of heating systems

     Accessibility Improvements

    ? Wheelchair ramps

    ? Hand railings, grab bars

    ? Kitchen and bathroom adaptations

    ? Doorway widening

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MAXIMUM ASSISTANCE

Project costs paid through the EHRP may not exceed $2,500. The program average cost per unit

    may not exceed $1,000 per year.

INELIGIBLE ACTIVITIES

Funds made available under this program shall not be used to:

    ? Make repairs on a unit in which the total project expenses from all funding sources

    exceed $5,000. Minor exceptions may occur with prior written approval from DHCD.

    ? Make repairs on a unit in conjunction with repair or rehabilitation work performed

    using HOME or Community Development Block Grant funds.

    ? Make repairs on a unit owned entirely or in part by the Local Administrator.

    ? Make purely cosmetic repairs.

    ? Pay administrative costs.

    ? Make repairs to storage sheds, outbuildings or other non-dwelling units.

    ? Make repairs to driveways or other means of ingress and egress which cannot be

    defined as an accessibility improvement.

CLIENT ELIGIBILITY

In order to receive assistance under the EHRP, households must meet the following eligibility

    requirements:

    ? Owner Occupied Units - Total gross household income from all sources cannot exceed

    80% of area median income (AMI), adjusted for family size, as currently determined by

    HUD. The most current area median income information may be found on the Virginia

    Housing Development Authority’s website at www.vhda.com under “Income and Rent

    Limits”.

    ? Rental Units - Total gross household income as above, AND:

    ? The property owner must provide a minimum dollar for dollar match for major

    improvements (total project costs exceed $500) made to their property (ex. roof

    and furnace replacements);

    ? The property owner must provide a minimum of 15% of total project costs as

    match for minor repairs and improvements (total project costs up to $500) made

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    to their property (ex. roof, electrical and plumbing repairs);

     NOTE: If the property owner refuses to provide required match, DHCD may

     approve other sources of match on a case by case basis.

    ? The property owner must also agree, in writing, not to increase the current rent

    as a result of the emergency repair(s), for a minimum of one year, to be

    determined by the Local Administrator.

    ? The property owner is not required to provide match:

    ? for accessibility improvements, or

    ? if he/she is income eligible for the EHRP.

     All households who meet THIS INCOME ELIGIBILITY CRITERIA and who have an

    emergency repair need as defined in the Eligible Activities section must have access to the

    EHRP.

     Funds must be made available to eligible clients on a first come-first served basis, limited only

    by project costs, the availability of funds, and scheduling requirements.

MATCHING REQUIREMENTS

A program-wide dollar for dollar match is required for the total EHRP grant award. There is no

    requirement that a dollar for dollar match be provided for each job. Match for any of the

    following items except item #l) must be documented in the project file for each project on which it is used. The match requirement may be met by using any of the following:

    1) Project costs for the following items may be claimed as administrative match not to

    exceed 15% of the total grant award. Administrative match is automatically calculated

    by DHCD based on total of project costs listed for the reporting period. Documentation

    is not required for this type of match.

     ? Outreach - staff time and travel

     ? Inspections/write-ups - staff time and travel

     Match "Packaging"

     Grant Management

     Reporting

    2) Cash provided from public or private sources, including the client.

    3) Supervised volunteer labor, or owner/occupant sweat equity (labor) valued at $5.00 per

    hour for unskilled labor and $7.50 per hour for semi-skilled labor; current market rates

    for licensed trades may be used as match provided a receipt or invoice is present in the

    client file stating the contractors name, address, license number, work performed, and

    total in-kind value.

    4) Donated or client provided materials, supplies, or equipment, at current fair market FY 2008 EHRP Operations Manual Page 4 of

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    value.

    5) In-house labor provided by employees of the Local Administrator may include travel

    expenses. This amount is to be based on the current hourly rate of pay but not to

    exceed general market rates for like labor. Appropriate employee time sheets must be

    maintained in job files to verify this match.

The Local Administrator will be required to keep documentation of matching resources in the

    individual project files and report match, by source, on the Quarterly Report.

PROGRAM SCHEDULE

The funding cycle for Fiscal Year 2008 shall be July 1, 2007 through June 30, 2008. All program

    activities for the fiscal year shall end on June 30, 2008.

LOCAL ADMINISTRATOR AGREEMENT

Terms and Conditions

    The Department will enter into Agreements with Local Administrators based on application approval and availability of program funds. The Department may deobligate and reallocate funds

    under this program if the Local Administrator fails to adhere to the terms and conditions outlined

    in the Grant Agreement or for other unacceptable performance. The Grant Agreement shall:

    1) Stipulate the total amount of Repair Funds awarded;

    2) Stipulate a specified contract period;

    3) Reference the dollar for dollar match requirement;

    4) Indicate the method of funds disbursement;

    5) Set forth performance requirements; and

    6) Give due dates for submission of required reports.

Local administrators further agree to maintain an accounting and financial records systems to

    properly control and account for program funds. Minimum acceptable standards for the financial

    accounting system can be found in Appendix II.

REPORTING

Local Administrators of the Emergency Home Repair Program shall submit Program Activity

    Reports on a quarterly basis. This report shall be made on a designated form provided by the

    Department and shall include all information requested. See Appendix III for copies of prepared

    reporting forms.

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Note: At this time, only Local Administrators who also administer the Weatherization Assistance

    Program may use the Weatherization Database for reporting.

FUNDS DISBURSEMENT

    Funds disbursement shall be made per the schedule outlined in the Grant Agreement, and will be approved based on satisfactory expenditure/reporting of previously disbursed state funds.

If the Local Administrator receives payments by electronic transfer, the Request for Disbursement

    may be submitted by facsimile. However, if the Local Administrator receives payments by check,

    the Request for Disbursement must be submitted by mail.

Information regarding electronic transfer, the Electronic Data Interchange or EDI, may be found

    through the Virginia Department of Accounts’ web site at www.doa.virginia.gov. Use the Quick Link for EDI.

Note: Local Administrators who also administer the Weatherization Assistance Program may use

    the Weatherization Database for invoicing.

HOME REPAIR AGREEMENTS

    Local Administrators which operate Emergency Home Repair Programs are required to enter into a Home Repair Agreement with the property owner of each housing unit approved for emergency

    repair. The Agreement shall specify the following:

    1) Emergency repair or accessibility improvement to be completed and the

    amount and sources of funds or donations for each item;

    2) When work will begin and estimated completion date;

    3) Any special arrangements, i.e., owner/occupant's work contribution or

    agreement to purchase materials (itemized); or contributions of donated

    labor or materials (itemized);

    4) Whether a private contractor or the Local Administrator's employees will

    perform the repairs, and the contact person to whom the property owner

    or occupant should address questions, complaints, etc; and

    5) Final inspection procedure, including owner/occupant's sign-off.

GRANT AWARDS

The total state EHRP allocation for FY 2008 is $352,725 in Repair Funds. These funds will be

    distributed among the Local Administrators who receive awards through the Department.

Each Local Administrator will receive base funding of $5,000, with $1,000 added for each

    additional locality, to a maximum of $10,000. The remaining funds will be allocated to localities

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by a formula based on low-income population and substandard housing factors from the most

    current U.S. Census information.

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APPENDIX I APPENDIX I

DEFINITIONS DEFINITIONS

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