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Community HOME Investment Program (CHIP)

OFFICE OF PROGRAM AND PUBLIC AFFAIRS. Community HOME Investment Program (CHIP). 2013 RECIPIENTS’ Workshop. OFFICE OF PROGRAM AND PUBLIC AFFAIRS. CONGRATULATIONS TO THE SFY 2013 RECIPIENTS. OFFICE OF PROGRAM AND PUBLIC AFFAIRS. Typical Hazards.

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Community HOME Investment Program (CHIP)

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  1. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Community HOME Investment Program(CHIP) 2013 RECIPIENTS’ Workshop

  2. OFFICE OF PROGRAM AND PUBLIC AFFAIRS CONGRATULATIONS TO THE SFY 2013 RECIPIENTS

  3. OFFICE OF PROGRAM AND PUBLIC AFFAIRS TypicalHazards • 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

  4. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Activate Agreement • 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 Congrats on your Award

  5. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  6. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  7. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  8. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  9. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  10. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  11. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  12. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  13. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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.

  14. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Addressing General Conditions Environmental Review Requirements – Tier 1 Environmental – Tab A (Must be submitted to DCA and cleared prior to any draw down of 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 • State Recipient • Complete Statutory Checklist • Provide detailed information • Publish in newspaper • Request ROF • Receive Authority to Grant Funds

  15. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Affirmative Fair Housing Marketing Plan Forms – Tab A • 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

  16. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Affirmative Fair Housing Marketing Plan Forms – Tab A (Cont’d) • 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? Congrats on your Award

  17. OFFICE OF PROGRAM AND PUBLIC AFFAIRS MBE/WBE Outreach Plan Forms – Tab B 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 Congrats on your Award

  18. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Lead-Safe Certification • Lead-Safe Work Practices On-Line Certification Course • .C.G.A. §13-10-91 Congrats on your Award

  19. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Section 3 Business and Employee Recruitment Plan Forms – Tab D • Section 3 Business and Employee Recruitment Plan §13-10-91 Congrats on your Award

  20. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  21. OFFICE OF PROGRAM AND PUBLIC AFFAIRS • 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

  22. OFFICE OF PROGRAM AND PUBLIC AFFAIRS • Addressing General Conditions: • Grantee Staff or Contract Staff is a certified HQS Inspector • Grantee Staff or Contract Staff is a certified HQS Inspector Congrats on your Award

  23. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  24. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Addressing General Conditions: Develop Local Program Policies and Procedures (cont’d) • 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 Congrats on your Award

  25. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Homeowner Rehabilitation: Setting-Up Activities • 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 Congrats on your Award

  26. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Homeowner Rehabilitation: Setting-Up Activities • 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) Congrats on your Award

  27. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Environmental Review Requirements Tier 2 • 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 • State Recipients • Submit Site Specific Environmental Screening Checklist • Submit all supporting documentation • DCA verify clearance • DCA issues Notice to Proceed

  28. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  29. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  30. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  31. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  32. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  33. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  34. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  35. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  36. OFFICE OF PROGRAM AND PUBLIC AFFAIRS HomeownerRehabilitation: 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

  37. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  38. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Homeowner Rehabilitation: Activity Set Up Homeowner 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

  39. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  40. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  41. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  42. OFFICE OF PROGRAM AND PUBLIC AFFAIRS HomeownerRehabilitation: 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

  43. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  44. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  45. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  46. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  47. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  48. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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

  49. OFFICE OF PROGRAM AND PUBLIC AFFAIRS 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). • CHIP Project Number • Name of Homeowner Congrats on your Award

  50. OFFICE OF PROGRAM AND PUBLIC AFFAIRS Homeowner Rehabilitation: Request to Exceed Maximum Must submit a revised Homeowner Rehabilitation Activity Set Up Form (CA-4) • CHIP Project Number • Name of Homeowner • Address of Unit • Revised HOME Cost Congrats on your Award

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