Los Alamos County Single Family Housing Rehabilitation Program Policies and Procedures

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1 Los Alamos County Single Family Housing Rehabilitation Program Policies and Procedures Purpose The purpose of the Los Alamos County Housing Rehabilitation Program is to provide financial and technical incentives to very low and low income homeowners which will encourage and enable them to make repairs which address a clear public health or safety hazard to the occupants; to make improvements which will decrease the unit s energy and water consumption; and to make improvements which allow seniors to age-in-place in their own home. The enabling Ordinance for the Housing Rehabilitation Program outlines the program parameters including eligible activities, loan terms and applicant eligibility. These Policies and Procedures provide a framework for program activities and outline the various roles for the County staff, homeowner participants, contractors, Loan Review Committee and any other entities that are participating within the program. It should be noted that these Policies and Procedures will continue to be updated as needed, particularly as conditions change or situations arise which highlight the need to make necessary changes that ensure that the County, its program partners and participating homeowners are appropriately served and protected. General Program Description The Housing Rehabilitation Program provides assistance to the low and moderate income homeowner in all of these areas. The County will arrange financing, either directly or through its funding partners and offer either grants, deferred payment loans or below market interest rate loans, with the amount and type of assistance in inverse proportion to the income level of the applicant. Upon receipt of an application, County staff will determine the homeowner s eligibility for the County housing rehab program and will then review the financial assistance programs available to an eligible homeowner, based on household income and program parameters. Staff will work with the homeowner to determine the maximum amount which the homeowner can borrow, based on program interest rates, loan terms, Loan-to-Value (LTV) ratios and other underwriting criteria being used in the program. Coinciding with this process and in consultation with the homeowner, Program staff will prepare a work write-up and cost estimate, will supply a list of potential contractors that perform the type of work being sought, will create a bid package that the homeowner can distribute to prospective contractors, will review the bids with the homeowner, will provide a sample construction contract for use by the homeowner with the contractor that the 1/20/2015 1

2 homeowner chooses, and will inspect the work performed to check compliance with the terms of the contract and with written housing rehabilitation standards included as part of the bid package. Program staff will review and approve all draw requests and will perform a final inspection, the successful outcome of which will be a prerequisite to final release of funds. Low income households are defined as those earning between 50% and 80% of Area Median Income (AMI), as adjusted by size of household and as defined by the Department of Housing and Urban Development. Those households with annual income between 50%-59.9%% of AMI qualify for a 1% deferred payment loan from the Program; those households with annual income between 60%-69.9% of AMI qualify for a 2% deferred payment loan from the Program; those households with annual income between 70%-79.9% of AMI qualify for a 3% deferred payment loan from the Program. Procedure #3 provides a more detailed description regarding income eligibility determination. The applicant must occupy the property as its principal residence and must be the owner of record. Applicant must have owned the home and lived in the home for at least 12 months immediately prior to applying for assistance. An applicant who has previously been a participant in the County s housing rehabilitation program will not be allowed to apply for a period of seven years upon completion of the work performed previously under the program. Loan Limits and Servicing The maximum loan/grant subsidy that may be provided to any applicant from federal, state and county sources combined in the form of a grant, deferred payment loan or low interest amortizing loan is $45,000. Maximum grant amounts are established by the individual federal grant program for which a very low income household may qualify. The minimum loan/grant subsidy amount is set at $1,000. Although County funds would be used, there are three options for originating and servicing the loans. This function could be handled either by a commercial bank or a non-profit entity under contract to the County, or by the County itself. The selection of the service provider for this function will depend upon the anticipated volume of loans. In any case, underwriting criteria and loan terms would be determined by the County, in consultation with the contract lender, if applicable. Affordability Controls Those applicants who receive financial assistance in the form of a deferred payment loan from the Program shall execute at closing, a note in the amount of the loaned funds and a mortgage and restrictive covenants instrument which secures the note and restricts the use of the property to that which is contemplated under this program. These notes and mortgages will be subordinated to the first mortgage on the property. 1/20/2015 2

3 Recipients of program assistance must agree that they shall maintain the property as affordable housing for as long as the loan funds are unpaid and outstanding, or the affordability period for the property, whichever is longer. For loans under $15,000, the affordability period is set at five years. For deferred payment loans which accrue simple interest, no interest is charged after the five year period. In addition, after five years, the amount of principal and interest (if applicable) is reduced at a rate of twenty percent per year for five years beginning on the sixth anniversary of the date of the note. For loans from $15,000 -$40,000, the affordability period is ten years, after which time no interest is charged after the ten year period. In addition, after ten years, the amount of principal and interest (if applicable) is reduced at a rate of twenty percent per year for five years beginning on the eleventh anniversary of the date of the note. Those applicants who may receive a grant under other federal or state programs will be subject to the long term affordability controls specific to each individual program. Those applicants who receive an amortizing loan are not subject to any long term affordability controls under this program. Income Eligibility Applicants will be evaluated for program income eligibility utilizing criteria established by HUD and MFA. The procedure outlining the forms and methodology for determining income eligibility is contained in. In general, annual income is defined as the gross amount of all adult household members anticipated to be received during the coming twelve month period. To accomplish this, a snapshot of the household s current income can be used to project future income, unless documentation is available or provided that indicates that current circumstances are about to change. Income from the following sources are counted: wages, salaries and tips, commissions and bonuses; net income from operation of a business; interest, dividends, net income from real or personal property; social security, annuities, pensions, disability or death benefits; unemployment and disability compensation; welfare assistance; alimony, child support and regular contributions or gifts; and armed forces income. Eligible Projects There are three types of eligible projects for which financial assistance under this program may be given. These are: 1) General rehabilitation activities that address building code violations. Aging-in-place improvements for seniors and/or disabled individuals are also included in this category; 2) energy and water conservation improvements which will demonstrate reduced energy and/or water usage according to an energy and/or water audit prepared in advance by the County Public Utilities Department; and 3) emergency repairs required for basic health and safety of the occupants 1/20/2015 3

4 General rehabilitation activities include improvements necessary to bring owner-occupied homes into compliance with County building codes and current Program rehabilitation standards. Aging-in-place improvement that are also allowable improvements under this category made include such improvements as entry way modifications, portable and custom ramps, vertical platform lifts, stair lifts, vanity with roll under access, roll in showers for wheelchair access and the like. Examples of emergency situations requiring repairs to preserve basic health and safety include repair or replacement of broken or non-functioning furnaces, hot water heaters, sewer repair and the like. Examples of energy efficiency projects include energy efficient windows, installation of insulation, and associated weatherization activities. In addition to these eligible projects, the cost of lead-based paint or asbestos abatement which may be involved in rehabilitation of older homes is an eligible project expense under this program. Examples of improvements projects which are not eligible for financial assistance under this program include but are not necessarily limited to the following: interior remodeling not related to one of the three eligible types of projects described above: garages; additions; porches; new siding or stucco, unless necessary to prevent water from entering the home; and landscaping. Eligible Project Costs Eligible expenses include the cost of materials, labor, contingency reserve, overhead and construction profit, permits, fees, improvement survey, appraisal and inspection fees, architectural/engineering fees, relocation expenses (if needed) up to 120 days, loan origination fees and closing costs and all required costs of lead based paint or asbestos inspection, testing and abatement. Application and Evaluation Process The County or designated partners will initiate the program by announcing funding availability in the newspaper, radio and on its websites. Los Alamos homeowners will be invited to submit completed pre-application forms for assistance over a period of 90 days (depending upon level of response, this timeframe may be adjusted). Program staff will meet with the applicant upon receipt of the pre-application, will verify the applicant's initial eligibility for the program and will explain how the program and process works. The applicant will be entered on a waiting list and the Program Representative will schedule a visit to inspect the home and make a preliminary written recommendation regarding the scope of work required to address the homeowners request and to perform the work in compliance with the rehabilitation standards set forth in 1/20/2015 4

5 another section of this narrative. As part of this analysis, the Program housing Program Representative will also investigate whether there is any lead-based paint or asbestos concerns, and if so, how these must be addressed in compliance with federal and state regulations. After the site visit, staff will provide a general scope and cost for the work and confirms that the nature of the work qualifies for the program, the applicant will be contacted and invited to complete a full application. The application will include information required to verify income, assets, household size, proof of home ownership and homeowners insurance, title insurance policy and payment of property taxes and current assessed valuation of the property, principal amount due on outstanding mortgages, itemization of all outstanding debts and monthly payments, among other items. Upon receipt and review of all required information, staff will confirm applicant and project eligibility, the percentage of Los Alamos County Area Median Income within which the applicant household falls and the alternatives for financial assistance which are available under the program, if available. Staff will then meet with the applicant to inform them of the options for financial assistance and will, upon the approval of the applicant, submit the application for pre-approval of a maximum funding amount from the County Loan Review Committee and outside funding agencies, if applicable. The general cost estimate performed by staff will provide one parameter for the establishment of maximum funding amount, along with individual program requirements and underwriting criteria. Upon receipt of a pre-approval commitment for funding, staff shall work with the homeowner to perform a detailed work write-up, detailed cost estimate and project budget. The work write-up would serve as the scope of services to be included in the bid package to be used for soliciting contractor bids on the work. The cost estimate will be used to establish a benchmark for evaluating and determining the cost reasonableness of contractor bids and to help determine the final subsidy/loan amount. Applications will be processed on a first come-first served basis, according to the date when the final applications are determined to be complete by staff and logged in to the system. The only exception to this approach is in the instance of an application for emergency repairs to correct basic health and safety threats to the occupants. Such projects will take priority over all others. County Loan Review Committee A County Loan Review Committee shall serve as an advisory/review committee to the County and to make recommendations to the County Administrator on all loan approvals. Unless the County delegates the authority to make loans with County money to another organization, the County Administrator will need to approve all loans, after reviewing the recommendations of the County Loan Review Committee. This County Loan Review Committee will consist of five members with knowledge of housing rehabilitation, finance and real estate sales. The County Administrator shall recommend appointments to the Governing Body, who shall make the final decision on appointment of committee members. 1/20/2015 5

6 Underwriting Criteria Underwriting consists of an objective analysis of the risks associated with a loan, as well as conformity to program parameters. The application, credit report, verifications and all requested documentation shall be reviewed by program staff and/or authorized program partners. Underwriting shall be performed by the County or by a partner designee, utilizing program-approved underwriting criteria. In the instances where loans are to be provided by a bank under a program partnership agreement, the underwriting shall be performed by the bank which is originating and servicing the loan, under contract to the Program, using underwriting criteria that has been developed jointly between the bank and the County. For the non-amortizing deferred payment loans, the primary underwriting criteria is total loanto-value. Maximum loan-to-value is set at 95%. The combined loan amounts of first, second, and third mortgages (if applicable) on the property would be compared to the pre rehabilitation value of the home, as determined by an independent appraisal. Project Management Overview In General Once the applicant has received notification that funding has been approved, Program staff will prepare a bid package which reflects the work write-up previously performed. The applicant shall request a bid from at least three contractors, all of whom must be on the list of approved contractors maintained by the Program. In order to be on the approved list, a contractor must be licensed and in good standing with the State of New Mexico licensing body and in full compliance and good standing with all registration licensing requirements stipulated by Los Alamos County. In addition, the contractor must be in good standing with the housing rehabilitation program, and shall not have any contract violations or owner complaints pending adjudication and resolution. The contractor must provide evidence of liability insurance and workers compensation coverage as required by State law and such insurance must remain in full force and effect for the term of each job. The contractor must not be on any suspended or debarred list, and must provide evidence of acceptable bonding. The housing Program Representative shall review all bids with the owner. Any accepted bid cannot be greater than 15% or less than 15% of the staff s cost estimate for the proposed work. If all bids for a project are higher or less than the established limits, Program staff will review the bids for extenuating circumstances. In such instances where extenuating circumstances are determined to exist by Program staff, the project shall be excluded from this limitation. Once a contractor is selected, the homeowner and the contractor shall execute a construction contract. This must be done prior to the commencement of any construction activity. The County is not a party to the construction contract. Only that work specifically included in the work write-up will be included in the construction contract. Among other contractual 1/20/2015 6

7 provisions, the contract shall state that the work must be completed within 120 days of the contractor s receipt of the notice to proceed. In addition, change orders to the scope of work may only be approved under the following provisions: where deficiencies are uncovered and identified after the start of the rehabilitation work; where materials as set forth in the work write-up specifications are to be changed; and where corrections are necessary due to an emergency situation. Under no circumstances shall a contractor be paid for any work completed outside of the contract, unless a written change order is executed by the owner and contractor and is approved by the appropriate program representative. Any change order must be approved prior to the contractor starting the work. Core Program Rules 1. Property owners must occupy the property as their principle residence and qualify as low- and moderate income at the time assistance is committed to the project. Applicants who own multiple residential properties are not eligible to apply to the program. 2. The subject property must be located within Los Alamos County and must be an owneroccupied single family residence. The home can be detached, a duplex, triplex, quadraplex, townhome, condominium or manufactured home, but not a mobile home. 3. All property taxes on the property must be current and the homeowner must have homeowners insurance in an amount equal to the replacement cost of the home. The property must have a current assessed value, as determined by the Los Alamos County Assessor s office, that does not exceed the current published Federal Housing Administration s 203(b) mortgage limits for a single family residence, which is $380,650 as of February, Property owners are eligible for participation in the Single Family Rehabiltiation Program one time only per applicant (not property). 5. Adjusted gross annual income cannot exceed 80% of the median income limits * as established by HUD for the area and adjusted to household size. 6. Income qualifications must be completed at the initial occupancy or when program assistance is provided, whichever is later. Note: Income verifications are good for six months from date of initial income approval. Updates to household income verifications must be completed if more than 6 months old. 7. The minimum level of program financial assistance is $1,000 per project. 1/20/2015 7

8 8. All properties built prior to 1978 must comply with the Lead Based Paint Regulations as established by HUD and the Enviromental Protection Agency (EPA). 9. The applicant must carry a current Homeowner s Property Insurance policy at the time of loan closing. Los Alamos County shall be named as additional insurer (2 nd Mortgagee). The Homeowner Property Insurance Policy shall remain active until the loan has been repaid and/or forgiven. 10. Eligible expenditures are limited to rehabilitation construction (hard costs) which may include project-approved site improvements, utility connections and demolition, and reasonable and necessary soft costs (engineering/architectual services, testing, appraisal fees, legal fees, recording fees, etc.) 11. Any debt secured against the property must be in good standing (current); includes 1 st and 2 nd mortgages, lines of credit, etc.) to be considered for the program. Bankruptcies: Homeowner s who have filed and completed any type of bankruptcy must wait one (1) year from the bankruptcy dismissal date to apply for the Single Family Rehabilitation Loan Program Judgments: Homeowner s who have judgments or liens secured against the property must be cleared from their record and released through county/court records prior to participating in the Single Family Rehabilitation Loan Program. 12. The appraised value of the property after rehabilitation must not exceed current years published *FHA 203(b) mortgage limits. As of October 1, 2011, the maximum mortgage limits for Arapahoe and Adams County for a single-family unit: $368,000. *Subject to change without notice as issued by HUD 1/20/2015 8

9 HUD Established Income Limits and FHA Mortgage Limits Insert Current Here 1/20/2015 9

10 Program Assistance Technical Assistance Shall be provided by the program staff to the homeowner for such assistance including but not limited to property inspections, written work descriptions, bid procurement, contract Staffistration, funds disbursement, construction inspections and project close-out. Financial Assistance Low income households are defined as those earning between 50% and 80% of Area Median Income (AMI), as adjusted by size of household and as defined by the Department of Housing and Urban Development. Those households with annual income between 50%-59.9%% of AMI qualify for a 1% deferred payment loan from the County; those households with annual income between 60%-69.9% of AMI qualify for a 2% deferred payment loan from the County; those households with annual income between 70%-79.9% of AMI qualify for a 3% deferred payment loan from the County. Program funds applied to cover the cost of the rehabilitation shall be as follows: A. Loans: 1. Must meet the low-moderate income eligibility requirements 2. Must own and occupy the property for the life of the loan affordability period Terms: Percent interest* Repayment is due in full whenever one or more of the follow occurs: The borrower(s) sell the property; The borrower(s) pass the property on to surviving heirs prior to or upon his/her death; The borrower(s) add another person or entity on title to the property other than who was originally on title at the time the rehabilitation loan was signed; The borrower(s) no longer occupy the property due to the following situtations: o The borrower moves out of the subject property, continues to own the subject property and rents the property to a tenant o The borrower moves out of the subject property, continues to own the subject property and someone other than the owner of record occupies the property. B. Program Limits and Restrictions (project expenditures) Minimum total project costs shall be no less than $1,000. 1/20/

11 Maximum project/unit loan costs, include eligible rehabilitation hard costs and related soft costs combined with appraised value of the home, does not exceed estabished FHA Mortgage Limits according to specific county. When an appraisal is used to determine the current property value, the costs of such appraisal shall be included as an allowable expenditure and shall thus be charged to the loan. Appraisals and/or County Assessments shall be used to assess project limitations. When the loan encumbrances exceed 95% of the value, program staff may deny the loan application or request the Loan Review Committee to consider approving the loan based upon need and other criteria. In cases where the LTV exceeds 95% after rehab value, due to unforeseen construction adjustments, the owner(s) shall provide written consent acknowledging the such calculated equity LTV, which will be place in the file for future reference. Applicants who have a Reverse Mortgage are not eligible to participate in the Single Family Rehabiltiation Loan Program due to their encumbrace for the reverse mortgage. The total maximum appraised value plus the project costs cannot exceed the FHA 203(b) mortgage limits as estabished by HUD. Program funds expended shall be applied in such a manner so that the completion of the rehabilitation project, the property shall meet the established rehabilitation standards and shall be incompliance with all applicable Aurora Building Codes and Ordinances as adopted by and amended by the Los Alamos County. Priority of completed rehabilitation work shall be in accordance with the approved Rehabilitation Property Standards as summarized herein below: 1. Health, safety, code corrections, and meeting the needs of handicap accessibility of the owner-occupant(s) of the property; 2. Building enclosure, weatherization and energy efficiency; 3. Property improvements and neighborhood stabilization; and 4. General remodel and interior upgrades of a non-luxury nature. Mobile and manufactured homes not on a permanent foundation are NOT elibilble for work under the Single Family Rehabilitation Program. Under the Single Family Rehabilitation Program guidelines, the program PROHIBITS projects to be completed under a Self-help type of agreement. All projects under the program must be competitively bid and awarded to the lowest responsible/responsive bidder. All contracts will be awarded to an Independent, Licensed and Insured General Contractor. 1/20/

12 PROCEDURE 1 Submission of Application Summary Application procedure for the Housing Rehabilitation Program. In general, application packets will be made available in a first come, first serve basis at the CEDD offices and also through designated program partners if applicable. Position Program Specialist, Housing Manager or other Program Official/Designee Action 1. Applicant contacts the CEDD or program partner and requests information on the Housing Rehabilitation Program. 2. Program Representative provides the applicant with the descriptive information (eligibility requirements,etc.) of the program. 3. Program Representative will mail an application package out to the applicant. The following documentation must be submitted by the applicant in order to be considered for the program: a. Program Application filled out and signed by all parties on title to the property; b. Proof of Ownership: 1. Copy of Warranty Deed; or 2. Deed of Trust; 3. Current year Property Tax Notice from the appropriate county c. Proof of Household Income to include but not be limited to the following 1. Copy of two (2) most current pay stubs from all household members 18 years of age or older; 2. Copy of current years Social Security Benefity Statement, Disability Benefit Statement, Retirement/annunity Benefit Statement, Child Support Registrar and Divorce Decree; 3. Copy of three (3) most current Federal Tax Returns for all household members 18 years of age or older; 4. Copy of three (3) most current bank statements for all household members 18 years of age or older; 5. Copy of the owner/applicants current month Mortgage Statement. d. Proof of Homeowner Property Insurance (can proceed with application without it but must have it for the loan closing) e. Completion of the Supplemental Income Questionaire; f. Copy of State of New Mexico Identification for all household members 18 years of age or older. 1/20/

13 PROCEDURE - 2 Determination of Applicant Eligibility Procedures used to review the application and applicant s eligibility for participation in the Program Program Specialist, Housing Manager or other Program Official/Designee 1. Review application and attached documentation for eligiblity based on Owneroccupancy and qualified household income. *Household Income Limits are established by HUD per household size and subject to change without notice. 2. Verify that the applicant has provided copies of all required documentation pertaining to ownership and income as identified on page 2 of the manual. 3. Complete the Income Eligibility Form based on the income verifications and submitted documentation to determine the total anticipated annual household income and percentage of median income ratio. 4. Income will be predicted for a complete 12 month period (forward from date of most current income documentation). Any income after the 1 st of the year will be adjusted to reflect any possible income increases such as raises, bonus s, benefit increases, etc. that may fall into this 12 month total period. Example: Household income of one (1) includes Social Security benefits for John Smith. John receives $1100 month effective Jan. 1, He applied in September of 2011 for the program. In 2012, Social Security will be giving a 3% increase to social security benefits. Calculation of John s income as follows: $1100 x 4 month (Sept, Oct, Nov. Dec) = $4,400 income for 2011, plus $1100 x 3% for a new monthly benefit of $1133 per month beginning in Jan $1133 x 8 months of 2012 = $9,064 Total anticipated income for the 12 month period = $4,400 + $9,064 = $13,464 anticipated income for John. Ratio is based on 2011 income limits on a household of one (1) = $13,464 / 54,750 (median income for hh of one) = 25% of the median income. 1/20/

14 PROCEDURE - 3 Establishing Project File for New Applicant Procedure for beginning a new project file for qualified applicant Program Specialist, Housing Manager or other Program Official/Designee 1. Staff receives the approved application and documentation from CD Staff. Staff creates a project file utilizing the appropriate project file check list, labels, section and title as established for the program. 2. Staff verify that the applicant(s) have given written permission to secure a credit report and other required verification (signature on second page of application). 3. Order the Ownership/encumbrance report (O&E). 4. A Credit Report is requested on all parties on title to the property using the name, address and social security number(s) listed on the application and/or on their indiviudal tax returns. Credit reports will be obtained from Trans Union or the most current reporting agency being used by the Community Development office. A copy of the credit report will be placed in the project file. 5. A review of O&E report to determine that the applicant is the property owner on record and check for any recorded liens against the property. If a recorded lien is discovered, program staff will determine what appropriate action to be taken, if any. If the property is held in joint tenancy, all parties on title must sign the application to the program. If a party on title is deceased, a copy of the death certificate must be obtained from the surviving owner and placed in the project file. In the case of a divorce, a copy of the divorce decree must be obtained for the file and the Rehab Program Supervisor shall determine the need, if any, for a recorded change of title (e.g., Quit Claim or refinance necessary). If the former co-borrower retains joint title to the property, then both parties must sign all documents. 6. A review is conducted of all information on the credit report to determine debt against the property (compare mortgage statement) and applicant s payment history. The credit report will be used to verify the following minimum information: 1 st Mortgage payment history and current principle balance 1/20/

15 Any junior liens or additional debt secured against the property and payment history as applicable Information regarding judgements against the applicant Bankruptcy information, if any Ownership of multiple properties, if any Any credit concerns shall be analyzed by program staff and referred to County staff for appropriate action to be taken, if any. In the event that a active bankruptcy (not discharged) is disclosed on the credit report, the applicant will be notified to obtain written permission from the Bankruptcy court to incur further debt prior to approval of the application. 7. Program staff review any potential problems/issues pertaining to the credit report and/or O&E report. Based on the information obtained from the O&E, Credit Report, Income Eligibility Summary, etc. shall determine eligibility of the applicant and advise County staff to proceed to the next step in the application process or advise the applicant in writing of their ineligibility. 8. Obtain the assessed value from Assessor to determine available equity for the program. A copy of the county assessed value will be placed in the project file. As deemed necessary and on a case by case basis, an appraisal may be ordered and used to detemine property market value. 9. Input the project information into the established program tracking database, put project file together and assign project file number to the project. 1/20/

16 PROCEDURE - 4 Initial Site Review and Inspection Process Procedure for initiating the Home Inspection to determine property eligibility and rehabilitation requirements Program Specialist, Housing Manager or other Program Official/Designee 1. Project will be taken in the order it has been received/approved as identified on the rehab waiting list, if applicable. All applications are processed on a first come, first serve basis. Note: Program Specialist is responsible for reviewing all project files, making sure all documents have been obtained and verifying what further documentation or action is required in order to proceed with the rehabilitation of the project. 2. Contact the applicant/owner to schedule the intital home inspection. ON STRUCTURES BUILT PRIOR TO Provide the applicant/owner with the Lead-Based Paint Notification pamphlet and obtain the signed Confirmation of Receipt of Lead pamphlet. Program Representative shall place the Confirmation of Receipt of Lead pamphlet in the project file. 4. Perfom the Lead-Based Paint interview with the applicant and obtain the sign acknowledgement of such interview. The achknowledgement shall be placed in the project file. 5. Inspect the property for any possible Lead Based Paint Harzards. The Inspection for lead hazards is performed by a Colorado Certified Lead Based Paint Inspector/Risk Assessor and documented on the Property Inspection Checklist. Note: The Property Inspection Checklist is consistent with HUD s Final Rule, 24 CFR Part 35, Requirements of Notification, Evaluation and Reduction of Lead Based Paint Hazards in Federally owned Residential Property and Housing receiving Federal Assistance. The Final Rule was effective September 15, Program specialist shall incorporate into the Description of Work the recommendations/requirements pertaining to the official Lead Based Paint Risk Assessment regarding possible Lead Based Paint Hazards in the property based on any of the following documentation: 1. Visual Lead Based Paint Hazard Inspection Report; 2. Laboratory sample sheet for samples submitted to the qualified lab; 1/20/

17 3. Laboratory sample results; and 4. Written Risk Assessment, if applicable. ON ALL REHABILITATION PROJECTS 7. Program specialist shall, in conjunction with the Lead Based Paint Hazard inspection, perform a complete site inspection of the property using the Property Inspection Checklist, noting any violations of the HUD Section 8 Housing Quality Standards, County Codes, health and safety, and energy efficient issues as related to the established rehabilitation standards. The Property Inspection Checklist will generate the property improvements/corrections according to the following priorities: a. Health, safety (including Lead Based Paint Hazards) and code corrections/compliance; b. Energy Efficiency compliance (includes window, door replacement and insulation issues); and c. General property improvements and repairs (interior and exterior) of a non-luxury nature, as equity in the property allows. 1/20/

18 PROCEDURE - 5 Description of Work and Project Estimate Procedures for completing the Description of Work (DOW), project estimate and owner approval for the anticipated rehabilitation of the property Program Specialist, Housing Manager or other Program Official/Designee 1. Prepare a complete DOW, detailing the scope and specifications of the rehabilitation work anticipated for the project. The DOW shall be based on the initial inspection as discussed with the homeowner and include the Lead Risk Assessment, if applicable. If the project has lead based paint hazards identified, the DOW shall be divided into two separate sections as follows: a. Section One of the DOW shall contain all itetmized and estimated costs associated with the rehabilitation work related to health, safety, code compliance, energy efficiency improvements, HUD requirements and eligible general property improvements. b. Section Two of the DOW shall contain all itemized and estimated costs associated with the lead based paint hazard reduction work (e.g., window removal, wall prep., and removal of any materials that contain lead based paint). 2. Prepare a line item estimate for the DOW based on published estimating resources and previous construction bidding experiences. The estimated cost of Section One shall be used to determine the anticipated loan costs associated with the rehabilitation of the property. The esitmated cost of Section Two will be use to determine the anticipated cost of lead based paint reduction work as a grant to the homeowner. The combination of Section One and Section Two will be used to determine the estimated cost of the project. 3. Submit both Section One and Section Two proposed DOW and cost estimate to the Rehab Supervisor for review and approval. The cost estimate will be reviewed against available equity based on county assessment or property appraisal vs. debt secured against the property to determine feasibility of the rehabilitation DOW. If equity is not sufficient to cover the costs of Section One of the DOW, the scope of work will be reduced, if possible, to include only priority items a and b of Procedure 4. 1/20/

19 4. If necessary, evaluate DOW items for possible deductions to reduce the scope of work, if necessary, then sign and date the DOW as approved to form. 5. Provide a written copy of the approved DOW, with the estimated costs associated to the described work, to the homeowner for review, comments and final approval. The homeowner s signature on the DOW form certifies their acceptance of the DOW and estimated project costs. Note: Program Representative shall incorporate any changes or adjustments requested by the homwowner that are within the limits and guidelines of the program in to the DOW prior to bidding of the project. 1/20/

20 PROCEDURE - Loan Approval Procedure for Loan Review Committee and Loan Approval Program Specialist, Housing Manager or other Program Official/Designee, committee, County Adminsitrator 1/20/

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