COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

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COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop

Transcript of COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Page 1: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

COMMUNITY HOME INVESTMENT PROGRAM

(CHIP)

2013 RECIPIENTS’ Workshop

Page 2: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

CONGRATULATIONS TO THE SFY 2013 RECIPIENTS

West Point, City of

Rome, City of

Hogansville, City of

Home Development Resources, Inc

Sumter County

Hawkinsville, City of

Brunswick, City of

Family Community Housing, Inc.

Vienna, City of

Douglas, City of

Jackson County

Troup County

Wadley, City of

Sandersville, City of

Thomasville, City of

Page 3: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Typical Hazards

Spending less than $1,000 in total CHIP project funds

Not returning “recaptured CHIP funds”

Allowing CHIP funds to sit in account for more than 7 days

Spending CHIP funds on ineligible property or applicant

Not seeking DCA guidance on conflicts of interest

Not following HOME regulations including record retention

Congrats on your Award

Page 4: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Congrats on your Award

• Signed by Certified Official• Should have returned two originals

by Monday, May 27, 2013• Executive Director of GHFA will

execute the Agreement• DCA will mail a copy of the

executed agreement to the State Recipient or Sub-recipient for their records

Activate Agreement

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Mayor, chairman of County Commission, Chairman of the Board of a Non-Profit, or other authorized official must execute the agreement.
Page 5: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant Signature Card (CA-1)

• Recipient may authorize up to a maximum of four signatories

• One signatory must be an employee of the State Recipient or Sub-recipient

• Indicate whether one or two signatures will be required for draw request

• Two authorized signatures are required if Certifying Representative designates him/herself

• Administrator employee may not be designated in lieu of the State Recipient or Sub-recipient employee

Congrats on your Award

mlewis
The State Recipient or Sub-recipient's Certifying Repesentative must also sign the Authorzed Signature Care to certify that the individuals named above are indeed authorized to request payment and that the signatures on the card are their own.
Page 6: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Program Policy & Activity Documents

Designate up to one individual to take certain actions:

Approve policy documents Section 3 Business and Employee Recruitment

Plan Affirmative Fair Housing Marketing Plan MBE/WBE Outreach Plan

Congrats on your Award

mlewis
The State Recipient or Sub-recipient's Certifying Repesentative must also sign the Authorzed Signature Care to certify that the individuals named above are indeed authorized to request payment and that the signatures on the card are their own.
Page 7: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Program Policy & Activity Documents – (Continued)

Designee may approve a request to DCA changing the scope of activities

Designee is authorized to receive all communications concerning grant implementation on behalf of the Grantee from DCA.

NOTE: The Designee must be an elected official or an employee of the State Recipient or Sub-recipient

Congrats on your Award

mlewis
The State Recipient or Sub-recipient's Certifying Repesentative must also sign the Authorzed Signature Care to certify that the individuals named above are indeed authorized to request payment and that the signatures on the card are their own.
Page 8: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant – General Banking Requirements

Must place all funds received from DCA into a separate, non-interest bearing local CHIP Housing Account (CHIP Account).

Any funds contributed as a minimum balance required by the banking institution must be non-CHIP funds.

Congrats on your Award

Page 9: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant – General Banking Requirements

Funds placed in local CHIP Account must be expended (checks written and distributed to the appropriate vendor or other payee) within seven (7) business days of receipt of the funds from DCA.

Funds not disbursed must be mailed to DCA within this seven (7) business day period.

Congrats on your Award

Page 10: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant – General Banking Requirements

Failed disbursements due to inaccurate wiring instructions on the drawdown request form will result in a $40 reduction in the administrative funds paid

This will reduce the administrative grant available to the State Recipient or Sub-recipient.

Congrats on your Award

Page 11: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant – General Banking Requirements

All payments will be made using either a wire transfer or an Automated Clearing House (ACH) transaction unless very limited, special circumstances require a manual check.

Congrats on your Award

Page 12: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant – Clearing General Conditions

Appendix B to each Agreement outlines each of the General Conditions that must be cleared by DCA prior to initiating the program.

Tier One Environmental Review Affirmative Fair Housing Marketing Plan MBE/WBE Outreach Plan (Rehab Only) Lead-Safe Work Practices On-Line

Certification Course Section 3 Business and Employee

Recruitment Plan Illegal Immigration Reform and

Enforcement Act, O.C.G.A. §13-10-91

Congrats on your Award

mlewis
Pass out a blank copy of each agreement so that they can view Appendix B
Page 13: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Activating Grant – Clearing General Conditions (Cont’d)

Appendix B to each Agreement outlines each of the General Conditions that must be cleared by DCA prior to initiating the program.

Georgia Security and Immigration Reform and Enforcement Act, O.C.G.A. §50-36-1(e)(2).

Grantee Staff or Contract Staff is a certified HQS Inspector

DCA’s P & P to be adopted by the local government

DCA’s Written Rehabilitation Standards to be adopted.

mlewis
Pass out a blank copy of each agreement so that they can view Appendix B
Page 14: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Addressing General ConditionsEnvironmental Review Requirements – Tier 1

Environmental – Tab A(Must be submitted to DCA and cleared prior to any draw down of funds)

• State Recipient▪ Complete Statutory

Checklist• Provide detailed

information• Publish in

newspaper• Request ROF• Receive Authority

to Grant Funds

• Sub-Recipients▪ DCA complete

Statutory Checklist• DCA publish in

newspaper• DCA charge sub-

recipient for cost of publishing

• DCA request ROF• DCA issues

Authority to Grant Funds after HUD clearance

Page 15: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Fair and open to all qualified applicants

Proof of houses being in standard condition and on market

at affordable price range

Get details and documentation from real estate community

Maintain applicant waiting list showing resolution of each

application

All printed CHIP literature must have fair housing logo

Affirmative Fair Housing Marketing PlanForms – Tab A

Page 16: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Implement the program marketing plan as set forth in the application Affirmative Marketing Plan

Begin taking applications and follow the fair and equitable application in-take process as set forth in your application

What is the basic marketing strategy?

Have all program applicants been pre-approved?

Affirmative Fair Housing Marketing PlanForms – Tab A (Cont’d)

Congrats on your Award

Page 17: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Grantee must: Make reasonable efforts to encourage the use of

Minority and Women Owned Business Enterprises (WBE/WBE)

Adopt as part of P & P Approved by DCA

MBE/WBE Outreach PlanForms – Tab B

Congrats on your Award

Page 18: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Lead-Safe Certification

• Lead-Safe Work Practices On-Line Certification Course

.C.G.A. §13-10-91

Congrats on your Award

Page 19: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Section 3 Business and Employee Recruitment Plan

Forms – Tab D

• Section 3 Business and Employee Recruitment Plan §13-10-91

Congrats on your Award

Page 20: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Illegal Immigration Reform and Enforcement Act, O.C.G.A. §13-10-91

Forms – Tab D.C.G.A

• Illegal Immigration Reform and Enforcement Act, O.C.G.A. §13-10-91..G.A. §13-10-91

Congrats on your Award

Page 21: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Addressing General Conditions:

Georgia Security and Immigration Reform and Enforcement Act, O.C.G.A. §50-36-1(e)(2)

Forms – Tab D

▪ Georgia Security and Immigration Reform and Enforcement Act, O.C.G.A. §50-36-1(e)(2).

Congrats on your Award

Page 22: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Congrats on your Award

Addressing General Conditions:

Grantee Staff or Contract Staff is a certified HQS Inspector

• Grantee Staff or Contract Staff is a certified HQS Inspector

Page 23: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Develop Your Local CHIP Program Policies and Procedures

Lead paragraph setting forth approved award (amount of award, activities, award date)

Eligible Borrowers

Eligible Activities

Application In-take

CHIP Loan Terms and Conditions

Minimum Property Standards

Congrats on your Award

Page 24: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Addressing General Conditions: Develop Local Program Policies and Procedures (cont’d)

Congrats on your Award

Written Rehabilitation Standards

General Property Improvements

Inspection, Work Write Up, Bidding Procedures

Contractor Qualifications

Loan Documentation and Loan Closings

Progress Payments, Change Orders, Close-Outs

Appeals and Complaints

Page 25: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Congrats on your Award

ACTIVITY PRE-SET UP

Income Verification Form (CC-8)

Certification to Use Unit as Principal Residence (CC-7)

Declaration of Citizenship Status (CC-3 and CC-4)

Certification as to Conflict of Interest (CC-6)

Copy of Warranty Deed

Documentation of Market Value of the Property

Page 26: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Congrats on your Award

Activity Pre-Set Up (CONTINUED)

Tier 2 Site Specific Environmental Checklist with Supporting Documentation (Environmental, Tabs D or E).

Must submit to DCA a Homeowner Rehabilitation Activity Pre-Set up Information Form (CA-3)

Page 27: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Environmental Review Requirements Tier 2

• State Recipients▪ Submit Site Specific

Environmental Screening Checklist

▪ Submit all supporting documentation

▪ DCA verify clearance▪ DCA issues Notice to

Proceed

• Sub-Recipients▪ Submit Environmental

Screening Checklist▪ Submit supporting

documentation• Floodplain/Wetland

Maps ▪ DCA completes Site

Specific Environmental Screening Checklist

▪ DCA performs clearance

▪ DCA issues Notice to Proceed

Page 28: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d)

Proof of Year of Construction of Housing Unit as evidenced by one of the following documents: Tax Record Appraisal Builder’s Deed Historic Survey Sanborn Fire Insurance Map Other legal documentation

Congrats on your Award

Page 29: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d)

Lead-Based Paint Visual Assessment if unit constructed prior to 1978

Initial Scope of Work Write-Up for Non-Lead Costs

Initial Scope of Work Write-Up for Lead Costs if unit constructed prior to 1978

Pictures of housing unit demonstrating need for work to be performed.

Pictures should reflect all of the work to be addressed on the regular work write up as well as the lead work write up.

Congrats on your Award

Page 30: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d) Reconstruction

For any Recipient that proposed reconstruction as part of their program design, on each individual unit, a Reconstruction Feasibility Test Form (CR-8) must be provided that provides the following information:

Narrative describing the needs for a unit to be reconstructed instead of rehabilitated.

Congrats on your Award

Page 31: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d) Reconstruction

Describe plans to relocate the unit residents during reconstruction

source of funds estimated length of time that relocation will

be necessary commitment from Recipient that sufficient

resources are available to the Recipient to cover the entire length of time that the relocation will be necessary.

An appraisal or third party documentation of the After Development Value of the Property.

Congrats on your Award

Page 32: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Reconstruction

All reconstruction activities must meet all of the following visitability requirements of OCGA 8-3-172

One No Step Entry through 36 inch door On first floor:

Each interior door is at least a standard 32 inch door, unless the door provides access only to a closet of less than 15 square feet in area

Each hallway has a width of at least 36 inches and is level, with ramped or beveled changes at each door threshold

Each bathroom wall is reinforced for potential installation of grab bars

Each electrical panel or breaker box (located inside on first floor), light switch, or thermostat is not higher than 48 inches above the floor

Each electrical plug or other receptacle is at least 15 inches above the floor

Page 33: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Activity Pre-Set Up (Cont’d)

Upon review of the information submitted as part of the Pre-Set Up phase: DCA will provide a Notice to Proceed Pre-Setup

Letter (CR-4)

The assigned DCA Project Number for the activity will be included.

The Recipient is free to enter into a contract with the homeowner and allow the homeowner to secure a contractor.

Congrats on your Award

Page 34: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Activity Pre-Set Up (cont’d)Rehab or Reconstruction

If upon review, the information is not compliant or insufficient:

DCA will issue a Pre-Set Up Deficiency Determination Email

Include the Project Number for the activity and identify any areas of non-compliance

Congrats on your Award

Page 35: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation:

Pre-Set Up Review Schedule

DCA will review the Homeowner Rehabilitation Assistance Activity Information Form and accompanying documentation within five (5) business days from receipt of the documentation and either:

(1) issue a Pre-Set Up Deficiency Determination Email or

(2) issue the Notice to Proceed Pre-Set up (CR-4)

Congrats on your Award

Page 36: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation:Pre-Set Up Review Schedule

If additional information has been submitted in response to a Pre-Set Up Deficiency Determination Email

DCA will issue either an additional Pre-Set Up Deficiency Determination Email or

Issue a Notice to Proceed Pre-Set up (CR-4) within five (5) business days from receipt of the

requested documentation.

Congrats on your Award

Page 37: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation:Pre-Set Up Review Schedule

DCA will scan and send electronically or fax: The Pre-Set Up Deficiency Determination Email

or The Notice to Proceed Pre-Set up (CR-4) to the State

Recipient or Sub-recipient and, if applicable, their Administrator.

Congrats on your Award

Page 38: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation:

Activity Set UpHomeowner Rehabilitation Assistance Activity Set Up Form (CA-4)

Accompanying Documentation Agreement between State Recipient or Sub-

recipient and Homeowner As evidenced by a copy of the Promissory

Note (CL-4R) Addendum to Construction Contract (CR-A10) Deed to Secure Debt Homeowner Rehab Assistance Deed to

Secure Debt (CL-1)Congrats on your Award

Page 39: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Activity Set Up

Contract between the Homeowner and Contractor Must include the Contractor’s Work

Write-Up After-Rehab Appraised Value Proof of Contractor Clearance Notice of Commencement Proof of Lead Renovator Certification Georgia Security and Immigration Compliance Act

of 2006 (CC-2)

Congrats on your Award

Page 40: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Activity Set Up (continued)

DCA will review the Homeowner Rehabilitation Assistance Activity Set Up Form and accompanying documentation to determine compliance with CHIP requirements

1. Issue a Homeowner Rehabilitation Assistance Activity

Deficiency Determination Email

or

2. Issue a Notice to Proceed Rehab Set up(CR-4b)

Congrats on your Award

Page 41: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Set-Up Review Schedule:

DCA will review the Set Up form and accompanying documentation, identify any deficiencies, and communicate those deficiencies within five (5) business days of receipt at DCA

DCA will issue a Notice to Proceed Rehab Set up (CR-4b) within five (5) business days of DCA’s receipt of a complete Set Up package.

Congrats on your Award

Page 42: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

DCA will scan and send electronically or fax the Notice to Proceed Rehab Set up (CR-4b) to the State Recipient or Sub-recipient and, if applicable, their Administrator.

Congrats on your Award

Page 43: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Revised Set Up Submission

Revised Set Up requests must be prepared on the Homeowner Rehabilitation Assistance Activity Set Up Form (CA-4)

Submit via mail, courier or hand-delivery to DCA with original signatures.

Make sure you check the “revision box” on the upper left hand corner and provide the name and phone number of the person completing the form.

Congrats on your Award

Page 44: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Revised Set Up Submission

DCA will review the Revised Set Up Form (CA-4) and accompanying documentation, Identify any deficiencies, and, if necessary, communicate those deficiencies within three (5) business days of receipt at DCA.

DCA will issue a Notice to Proceed Rehab Set up (CR-4b) within (5) business days of DCA’s receipt of a complete Set Up package.

Congrats on your Award

Page 45: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Revised Set Up Submission

If additional information is requested and received, DCA will review the additional information and communicate back to the State Recipient or Sub-recipient within (5) business days of its receipt of the additional information or issue a Contractor’s Notice to Proceed (CR-4b) within five (5) business days of receipt of the additional information.

Congrats on your Award

Page 46: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Revised Set Up Submission

DCA will scan and send electronically or fax the Notice to Proceed Rehab Set up (CR-4b) to the State Recipient or Sub-recipient and, if applicable, their Administrator.

Congrats on your Award

Page 47: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Setting-Up Activities

Activity Set Up All Pre-Set Up and Set Up requests must be submitted

via mail, courier or hand-delivery to DCA with original signatures

requests for additional documentation must also be submitted via mail, courier or hand-delivery to DCA.

Congrats on your Award

Page 48: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Set Up Cancellation Submission

All cancelled Set Up requests must be prepared on the Homeowner Rehabilitation Assistance Activity Set Up Form (CA-4)

submit via mail, courier or hand-delivery to DCA. Make sure to place an “x” next to the box designated for a

cancelled project on the upper left hand corner of the Form.

DCA will issue a cancelled confirmation within (5) business days of DCA’s receipt of the cancelled set up request.

Congrats on your Award

Page 49: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Request to Exceed Maximum

For Amounts Up to 20% of the Original Set Up Amount: may exceed the original set up amount for an individual housing unit by up to 20% without seeking DCA approval. must submit a revised Homeowner Rehabilitation Activity Set Up Form (CA-4).

1. CHIP Project Number2. Name of Homeowner

Congrats on your Award

Page 50: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Request to Exceed Maximum

Must submit a revised Homeowner Rehabilitation Activity Set Up Form (CA-4)

1. CHIP Project Number

2. Name of Homeowner

3. Address of Unit

4. Revised HOME Cost

Congrats on your Award

Page 51: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Request to Exceed Maximum

Accompanying Documentation Narrative describing the reasoning behind the

need for the increased assistance request Homeowner Affidavit to Execute

Amended Promissory Note (CL-A13) Signed Change Order Amending the Contract

between Homeowner and Contractor

Congrats on your Award

Page 52: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Request to Exceed Maximum

Must include Contractor’s Work Write-Up

Reconstruction Feasibility Form (CR-8) Contract between Homeowner and

Contractor After-Rehab Appraised Value Pictures documenting the need for the

revised scope of work

Congrats on your Award

Page 53: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Request to Exceed Maximum

DCA will consider the request and, if approved or denied, issue a Grant Notice (CA – 8).

Congrats on your Award

Page 54: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Request to Exceed Maximum

Any increases in project cost above 20% of the original project cost must be approved by DCA prior to initiating any work associated with the cost amendment.

Congrats on your Award

Page 55: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds

Must prepare and submit with supporting documentation to DCA a CHIP Drawdown Request Form (CA-2 and/or CA-2b).

Each item, including project delivery costs, for which payment is requested must be accompanied by supporting documenting of the cost. Should note that invoices simply reference “project delivery

costs” are not detailed or itemized and will not meet HUD’s or DCA’s requirements for detail and itemization.

Congrats on your Award

Page 56: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds

Each interim draw request must be accompanied with a schedule of work completed compared to the construction contract that is prepared by the contractor. Each item, including project delivery costs, for which payment is requested must be accompanied by supporting documenting of the cost.

Congrats on your Award

Page 57: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds

Must submit at the time of final construction draw:

Homeowner Rehabilitation Assistance Completion Form - (CA-5)

Contractor and Sub-Contractor Activity - (CR-3) Section 3 Report - (CC-1) Match Contribution Form - (CC-9), if State Recipient or

Sub-recipient agreed to provide Match Contribution

Congrats on your Award

Page 58: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds

Must submit at the time of final construction draw:

Supporting Documentation Final Schedule of Work Completed compared to the

Construction Contract Agreement between State Recipient or Sub-

recipient and HomeownerAs evidenced by a copy of the Amended and Re-Stated Promissory Note

Additional documents that may be required by DCA

Congrats on your Award

Page 59: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds

Must submit at the time of final construction draw: Final Lien Waivers Certificate of Final Inspection – (CR- 9) Pictures documenting completed work activity. Final Owner’s Satisfaction Statement – (CR-7) Copy of the recorded Collateral Assignment (CL-5) Contractor’s Certification of Work Completion Work

Homeowner

Congrats on your Award

Page 60: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds Administrative Funds

At the time of the final construction draw: May request payment of administrative funds, (if

administrative funds were awarded) The amount requested may not exceed 2% of

the funds drawn for the activity.

Congrats on your Award

Page 61: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds Project & Administrative Funds

Upon DCA’s determination that the documentation submitted with the CHIP Draw Request Form is determined to be complete DCA will initiate within five (5) business days of

DCA’s receipt of the Homeowner Rehabilitation Assistance Draw Request Form a formal request to HUD for funding.

If the draw documentation is complete should anticipate receipt of funds in your

account fourteen (14) business days from DCA’s receipt of a Draw Request Form.

Congrats on your Award

Page 62: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation : Drawing Funds Project & Administrative Funds

If DCA determines that the documentation submitted with the CHIP Draw Request Form is insufficient

DCA will contact the administrator or recipient to inform them of the deficiency

Congrats on your Award

Page 63: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation : Subsidy Form

In the event of the death of a homeowner(s) during the stated period of affordability, DCA will permit a State Recipient or Sub-recipient to allow within its stated program design for transfer of the property to an eligible low and moderate income household that is an immediate family member of the original homeowner. An “immediate family member” is defined as a spouse, parent, brother or sister, or child of that person, or an individual to whom that person stands in loco parentis. The State Recipient or Sub-recipient must provide procedures within its program design to qualify the immediate family member as an eligible household. All documentation must be submitted to DCA and retained in the files of the State Recipient or Sub-recipient.

Congrats on your Award

Page 64: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation : General Property Improvements

Improvements outside the scope of bringing a unit up to the state and local standards are generally not permitted unless the purpose of the improvement is to increase the energy efficiency or handicapped accessibility of the unit.

The costs of weatherization and handicapped accessibility improvements may not exceed $15,000 or more than 50% of the total cost of the rehabilitation work.

Congrats on your Award

Page 65: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation : Owner Contribution

Local program design for all Homeowner Rehabilitation Activities must not require any contribution for eligible project costs from an eligible homeowner with an income equal to or less than 50% of the Statewide Non-Metropolitan Area Median Income as adjusted for household size

Congrats on your Award

Page 66: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds : Owner Contribution

Household Size

Income Limit Below Which No Owner Contribution Can Be Required

1 $15,610

2 $17,840

3 $20,070

4 $22,300

5 $24,530

6 $26,760

7 $28,990

8+ $31,220

Page 67: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation: Drawing Funds : Project Delivery Fees

The following eligible Project-Related Soft Costs may be charged to the activity:

Processing of applications from the homeowner Appraisals required by HOME program regulations Preparation of work write-ups and work specifications Lead based paint inspections, risk assessments and

clearance testing Project underwriting Construction inspections Project document preparation Architectural, engineering or related professional services

required to prepared plans, drawings or specifications of a project

Fees for recordation and filing of legal documents, building permits, attorneys, private appraisals, and independent cost estimates

Project-specific environmental review Costs associated with informing a homeowner about

relocation rights or benefitsCongrats on your Award

Page 68: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation : Project Delivery Fees

For stick-built housing or Modular Housing constructed in 1978 or later years, the Project Delivery Fee may not exceed $3,000.

For all Manufactured Housing, the Project Delivery Cost may not exceed $1,000.

Congrats on your Award

Page 69: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Project Delivery Fees will be disbursed based on submission of invoices or other documentation evidencing the costs incurred

Project Delivery Fees will not be disbursed until the home buyer

has closed the deferred payment loan for the CHIP funded assistance

Homeowner Rehabilitation : Project Delivery Fees

Congrats on your Award

Page 70: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Homeowner Rehabilitation : Commitment & Expenditure Deadline

All project funds must be committed within 24 months of the date of the State Recipient or Sub-recipients agreement with GHFA

All funds must be expended within 30 months of the date of the State Recipient or Sub-recipients agreement with GHFA

At DCA’s sole and absolute discretion, failure to meet this requirement may result in DCA’s recapture of funds or in barring the State Recipient or Sub-recipient from participation in future funding rounds

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Page 71: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Period of Affordability

Begins on the date that the project is marked as completed in HUD’s Integrated Disbursement and Information System (IDIS)

Its length depends on the amount of CHIP investment in the property

The amount of CHIP investment consists of all CHIP funds invested in a unit, including Project Delivery Fees

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Page 72: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Period of Affordability

CHIP Investment Per Unit Length of Affordability Period

Less than $15,000 6 Years

$15,000 –$40,000 11 Years

More than $40,000 16 Years

Page 73: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Administrative Fee

DCA will permit an administrative fee equal to 2% of the total funds awarded for project costs, including Project Delivery Fees

Administrative fees will not be advanced until the final draw submitted for a Homeowner Rehabilitation or Down Payment Assistance Activity

Administrative Fees will be disbursed by multiplying the applicable administrative fee percentage (2%) by the amount of funds requested to be drawn for eligible project costs, including Project Delivery Fees

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Page 74: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Application Fee Charged to Home Buyer or Homeowner

An application fee may not be charged by any State Recipient or Sub-recipient to a prospective participant associated with any CHIP-financed Homeowner Rehabilitation activity.

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Page 75: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Administrative Fee DCA will permit an administrative fee to cover eligible costs of

administering the program, including: Providing citizens with information about the CHIP funded

program, including outreach activities Preparing a budget and schedule Preparing reports and other documents related to program

performance Office space and utility costs Purchasing equipment, insurance and office supplies Compliance monitoring Resolving audit and monitoring findings

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Page 76: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Award Adjustment

Entities that receive an Award Adjustment for project-related funds will also receive a corresponding adjustment for administrative funds

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Page 77: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Avoiding Conflict of Interest

Whenever a Recipient is not a direct party to a contract, the following Conflict of Interest provisions apply:  Conflicts prohibited Persons Covered Exceptions Factors to be considered for exceptions

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Page 78: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Amendments, Budget Revisions, and other Adjustments to Your Program

Must request a program amendment and receive prior approval from DCA in the following instances:

1. If the addition of a new activity or deletion of an approved activity is proposed;

2. If any activity is proposed that deviates from any designated target areas or targeted client population;

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Page 79: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Amendments, Budget Revisions, and other Adjustments to Your Program

3. If a revision is proposed which will result in a transfer between approved budget activities or in a change in any activity’s budget allocation of an amount; and,

4. If you plan to deviate from the planned number of stick-built or modular homes for a homeowner rehabilitation activity and undertake, in lieu of stick-built homes, the rehabilitation of owner-occupied manufactured housing.

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Page 80: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Amendments, Budget Revisions, and other Adjustments to Your Program

If the proposed amendment is approved or denied, DCA will issue a CHIP Grant Notice (CA-8).

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Page 81: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Keeping Records for Your Program

Must maintain financial and programmatic records covering all financial transactions and demonstrating compliance with all HOME regulations and other state requirements in an accessible manner for a minimum of five (5) years from the date of program close-out except under the following circumstances:

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Page 82: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Closing Out Your Program

There are two levels of close-out under CHIP:

1.Activity Close-Out

2.Program Close-Out.

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Page 83: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

All Activities: Closing Out Your Program

1. Activity Close-Out. Activity close-out must be completed at time of final draw.

2. Program Close-Out. Within thirty (30) days of payment of all CHIP-funded costs (with the exception of any unsettled third-party claims), the State Recipient or Sub-recipient should inform DCA that the CHIP Program is ready for close out and when the next annual audit is scheduled. The following shall be used by DCA and the State Recipient or Sub-recipient:

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Page 84: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Remember

As a recipient and administrator of CHIP funds, you must implement your program following the instructions outlined in the Homeowner Rehabilitation Guide as applicable as well as the CHIP Administrative Manual and the SFY 2013 CHIP Program Description.

Review the “CHIP Rehabilitation Guide” (Website)

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mlewis
PDF Version of the Manuals, all forms and the Work Write-up Tutorial will be located on the CHIP website.
Page 85: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Remember: Mailing Address for Setups, draws, and completion reports

Michelle Lewis

CHIP Program Manager

Georgia Department of Community Affairs

Office of Program and Public Affairs

60 Executive Park South, N.E.

Atlanta, Georgia 30329-2231

Page 86: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Contact Us

All CHIP forms are available on the DCA website at:

http://www.dca.ga.gov/housing/housingdevelopment/programs/homeinvestment.asp

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Page 87: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Thank You! CHIP Contacts:

Carmen Chubb, Assistant Commissioner for Housing, [email protected], 404-679-0607

Cassandra Knight, Division Director, Housing Policy and Administration Division, [email protected], 404-679-4805

Don Watt, Director, Office of Program and Public Affairs, [email protected], 404-679-0660

Michelle Lewis, CHIP Program Manager, [email protected], 404-679-0659

Detric Goss, Planning and Policy Development Specialist, [email protected], 404-679-0567

LaQuanta Pressley, Grants Consultant, [email protected], 404-679-0680

Congrats on your Award

Page 88: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

The Georgia Department of Community Affairs is committed to providing all persons with equal access to its services, programs, activities, education and employment regardless of race, color, national origin, religion, sex, familial status, disability, or age. For a reasonable accommodation, please contact Staci Tillman or Ron Pounds at (404) 679-4840 or mailto:[email protected]

Page 89: COMMUNITY HOME INVESTMENT PROGRAM (CHIP) 2013 RECIPIENTS’ Workshop.

Questions?