R-07-04-12-11D1 - 4/12/2007 RESOLUTION NO. R-07-04-12-11 D 1
WHEREAS, the City of Round Rock has applied for and received
funds from the United States Government under Title I of the Housing
and Community Development Act of 1974, Public Law 93-383, and
WHEREAS, the Community Housing Repair and Rehabilitation Program
is a Community Development Block Grant rehabilitation program available
to income eligible homeowners in Round Rock, and
WHEREAS, the City Council wishes to adopt the Community Housing
Repair and Rehabilitation Program Policies and Procedures, Now
Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Community Housing Repair and Rehabilitation Program
Policies and Procedures, attached hereto as Exhibit "All and
incorporated herein for all purposes, are hereby approved and adopted.
The City Council hereby finds and declares that written notice of
the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to the
public as required by law at all times during which this Resolution and
the subject matter hereof were discussed, considered and formally acted
upon, all as required by the Open Meetings Act, Chapter 551, Texas
Government Code, as amended.
RESOLVED this 12th day of April, 20
EL , Mayor
City of Round Rock, Texas
MEST:
M M
CHRISTINE R. MARTINEZ, City Se etary
0:\Wd=\RESOLiTTI\R70412D1.WPD/xmc/0179-0700
CITY OF ROUND ROCK
2007 COMMUNITY HOUSING REPAIR AND
REHABILITATION PROGRAM
POLICIES AND PROCEDURES
'' RAJ 1 ROCK, °TEAS
PURPOSE. PASSION,PROSPERITY.
Office of Community Development
301 West Bagdad,Suite 140
Round Rock TX 78664
512-341-3328 phone
512-341-3152 fax
CA
BITll
CITY OF ROUND ROCK
HOME REPAIR AND REHABILITATION PROGRAM POLICIES AND
PROCEDURES
2007
TABLE OF CONTENTS
1. General Provisions.................................................. 1
A. Purpose of the Program...................................... 1
B. Program Funding Source.................................... 1
C. Applicability of Other Federal/State Regulations........ 1
2. Types and Terms of Program Assistance...................... 1
A. Type of Award................................................. 1
B. Terms of Assistance.......................................... 1
C. Maximum Number of Awards............................... 1
D. Minimum Award ............................................. 1
3. Household Selection and Eligibility................................ 2
A. Ownership...................................................... 2
B. Occupancy......................................................
2
C. Property Taxes................................................. 2
D. Maximum Income ............................................. 2
E. Priorities......................................................... 3
4. Property Selection and Eligibility.................................. 3
A. Location......................................................... 3
B. Types of Structures............................................. 3
C. Maximum Number of Awards Per Property................ 4
D. Applicant's Insurance.......................................... 4
5. Determination of Gross Income....................................... 4
A. Method of Determining Income................................ 4
B. Annual Gross Income Calculation............................. 4
C. Sources of Income...............................................
4
D Income Exclusions..............................................
5
E. Federal Income Tax Returns................................... 7
6. Implementation Procedures.......................................... 7
A. Program Application.............................................
7
B Application Review............................................. 8
C. Environmental Review.......................................... 8
Home Repair and Rehabilitation Program
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D. Initial Property Inspection.................................... 8
E. Statement of Work............................................. 9
F. Transmittal of Statement of Work ........................... 9
G. Bid Estimates and Selection of Contractor.................. 9
H. Best Bid Evaluation............................................. 9
1. Award Notification............................................. 10
J. Notice to Proceed............................................. 10
K. Commencement of Work.................................... 10
L. Fund Disbursement/Contractor Payments................. 10
7. Contractor Selection................................................. 12
A. Performance of Work............................................. 12
B Letters of Intent............................................. 13
C. Warranty...................................................... 13
8. Appeals................................................................ 13
9. Program Changes................................................... 14
10. Files and Records................................................... 14
11. Property Close-Out................................................... 14
12. Awardee Employees Not Held Liable............................ 14
Attachment 1-Application Checklist...........................................15
Attachment 2 -Verification of Employment ..................................16
Attachment 3-Verification of Mortgage or Deed of Trust............... 17
Attachment 4-CDBG Program Eligibility Release Form............... 18
Attachment 5—Verification of Assets on Deposit........................... 20
Attachment 6-Property Rehabilitation Standards......................... 21
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1. GENERAL PROVISIONS
A. Purpose of the Home Repair and Rehabilitation Program (Program)
The primary Program objectives are to make health and safety related repairs to
owner-occupied homes. Priority will be given to very-low income applicant and
income eligible elderly or disabled occupants.
B. Program Funding Source
The funding source for this Program is through Community Development Block
Grant ("CDBG") funds, received from the U.S. Department of Housing and
Urban Development("HUD").
C. Applicability of Other Federal/State Regulations
While all rehabilitation awards are subject to the requirements of these Home
Repair and Rehabilitation Program Policies and Procedures (Program
Procedures), there may be additional special provisions and limitations on
rehabilitation awards depending on the funding source. Consequently, additional
requirements not shown in these Program Procedures may apply and thus, these
Program Procedures may be amended from time to time by the CDBG
Coordinator to reflect changes in the requirements of the funding source for this
Program.
2. TYPES AND TERMS OF PROGRAM ASSISTANCE
A. Type of Award
Rehabilitation: Maximum $25,000 per applicant; $25,000 lifetime per applicant
with no more than two awards total.
Limited Repairs: Maximum award $10,000 per applicant, $10,000 lifetime per
applicant with no more than two awards total.
B. Terms of Assistance
Assistance is in the form of a loan award. No repayment is required unless
Applicant does not retain ownership of the property for at least five(5)years from
the date of the lien note.
C. Maximum Number of Awards
An applicant may not be awarded more than one award for rehabilitation in a
three-year period even if the award is less than$25,000.
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An applicant may not be awarded more than one award for limited repairs in a
one year period, even if the award is less than$10,000.
D. Minimum Award Amount
No award will be made for less than$1,000 or more than $25,000.
3. HOUSEHOLD SELECTION AND ELIGIBILITY
Eligible applicant will be accepted into the Program in the order that their name appears
on the City's existing rehabilitation Program waiting list. In the case where no waiting
list exists, applicant will be selected on a first-come, first-served basis. Household
eligibility will be assessed on the following:
A. Ownership
Applicant must be named on the Warranty Deed or Title, as the owner of the
Property and principal resident. A Contract for Deed is not an acceptable form of
ownership.
B. Occupancy
Homeowner must reside in and been the owner(s) of the Property to be
rehabilitated for at least twelve (12) months prior to the submission of its
application. Applicant will retain ownership for at least five (5) years from the
date of the lien note.
C. Property Taxes
All delinquent property taxes shall be paid on the property prior to the Program
award, or the applicant must have qualified for and received the tax deferral as
allowed under Section 33.06 of the Texas Property Tax Code. Written
verifications must be placed in each applicant's file. For verifications conducted
via telephone, a fully completed telephone confirmation form (including, but not
limited to the date of contact, name of contact, and phone number of contact)
must be completed.
D. Maximum Income
For the purposes of this Program, all persons named on the title and all persons on
the Property are considered household members for the purposes of determining
income eligibility unless it can be proven through evidence satisfactory to the City
that a person named on the title is NOT living on the Property. The GROSS
annual income for ALL household members cannot exceed the applicable income
shown in the following chart:
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MAXIMUM INCOME CHART
Household Size Extremely Low Very Low Income Low Income
Income
(30%of Area Median) (50%of Area Median) (80%of Area Median)
1 $14,950 $24,900 $39,850
2 $17,100 $28,450 $45,500
3 $19,200 $32,000 $51,200
4 $21,350 $35,550 $56,900
5 $23,050 $38,400 $61,450
6 $24,750 $41,250 $66,000
7 $26,450 $44,100 $70,550
8 $28,200 1 $46,950 $75,100
Source: U.S. Department of Housing & Urban Development, March 20, 2007. These
income figures are subject to change annually.
E. Priorities
1. First priority shall be given to Applicants whose annual family income is
thirty percent (30%) or less than median as identified in the chart above
and income eligible elderly or disabled occupants.
2. Second priority shall be given to Applicants whose annual family income
is fifty percent(50%) or less than median as identified in the chart above.
3. Third priority shall be given to Applicants whose annual family income is
eighty percent(80%)or less than median as identified in the chart above.
4. If there is no waiting list, then applications will be considered on a first
come, first served basis.
4. PROPERTY SELECTION AND ELIGIBILITY
Eligibility will also be assessed on the following:
A. Location
To qualify for an award, the Property must be located within the corporate city
limits of Round Rock.
B. Types of Structures
Eligible structures include owner-occupied single-family property (one unit),
condominiums, and town homes.
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C. Maximum Number of Awards Per Property
A limit of one award during a three-year period, with no more than two awards
total for single family rehabilitation.
A limit of one award during a one period, with no more than two awards for
single family limited repairs project.
D. Applicant's Insurance
Proof of insurance is required.
5. DETERMINATION OF GROSS INCOME
A. Method of Determining Income
The City shall follow 24 CFR Part 5 requirements for computing annual income.
B. Annual Gross Income Calculation
Income is defined as the gross amount, before any deductions have been taken, of
income that is anticipated to be received by all adult household members and
persons during the upcoming twelve(12)months.
C. Sources of Income(24 CFR Part 5 Annual Income Inclusions)
Sources of income used in determining gross annual household income are as
follows:
1. All wages and salaries, overtime pay, commissions, fees, tips and bonuses and
other compensation for personal services (before any payroll deductions).
2. Net income from the operation of a business or profession. Expenditures for
business expansion or amortization of capital indebtedness cannot be used as
deductions in determining net income. An allowance for depreciation of
assets used in a business or profession may be deducted, based on straight line
depreciation, as provided in Internal Revenue Service regulations. Any
withdrawal of cash or assets from the operation of a business or profession
will be included in income, except to the extent the withdrawal is
reimbursement of cash or assets invested in the operation by the family.
3. Interest, dividends and other net income of any kind from real or personal
property. Expenditures for amortization of capital indebtedness shall not be
used as deductions in determining net income. An allowance for depreciation
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is permitted only as authorized in Section 5, Part C, Paragraph 2. Any
withdrawal of cash or assets from an investment will be included in income,
except to the extent the withdrawal is reimbursement of cash or assets
invested by the family. Where family has net assets in excess of $5,000,
excluding property, annual income shall include the greater of the actual
income derived from all net family assets or percentage of the value of such
assets based on the current passbook savings rate (.60 percent for 2004).
4. The full amount of periodic payments received from social security, annuities,
insurance policies, retirement funds, pensions, disability or death benefits and
other similar types of periodic receipts, including a lump sum payment for the
delayed start of a periodic payment.
5. Payments in lieu of earnings, such as unemployment, worker's compensation,
severance pay and welfare assistance, excluding, however, lump sum
payments under health and accident insurance such as worker's compensation
(except as provided in Section 5, Part D, Paragraph 3).
6. Welfare Assistance. If the welfare assistance payment includes an amount
specifically designated for shelter and utilities that is subject to adjustment by
the welfare assistance agency in accordance with the actual cost of shelter and
utilities, the amount of welfare assistance income to be included as income
shall consist of.
A. The amount of the allowance or award exclusive of the amount
specifically designated for shelter or utilities;plus
B. The maximum amount that the welfare assistance agency could in
fact allow the family for shelter and utilities. If the family welfare
assistance is ratably reduced from the standard of need by applying
a percentage, the amount calculated under this paragraph is the
amount resulting from one application of the percentage.
7. Periodic and determinable allowances, such as alimony and child support
payments, and regular contributions or gifts received from organizations or
from persons not residing in the dwelling to the extent that such payments are
reasonably expected to continue.
8. All regular pay, special pay and allowances of a member of the Armed Forces
(whether or not living in the dwelling) who is the head of the family, spouse
or other person whose dependants are residing in the unit (except as provided
in Section 5, Part D, Paragraph 7)
D. Income Exclusions
The following income exclusions shall apply in the determination of gross
income:
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1. Income from the employment of children under the age of 18 years.
2. Payments received for the care of foster children or foster adults (usually
persons with disabilities, unrelated to the tenant family, who are unable to live
alone). Note: Foster children shall not be used in the determination of
the number of persons in the household.
3. Lump-sum additions to family assets, such as inheritance, insurance payments
(including payments under health and accident insurance and worker's
compensation), capital gains and settlement for personal or property losses.
These items shall be considered as assets for the purposes of this Program.
4. Amounts received by the family that are specifically for, or in reimbursement
of,the cost of medical expenses for any family member.
5. Income from a live-in or periodic medical care assistant(e.g. visiting nurses or
care attendants) Note: A live-in or periodic medical care assistant shall not
be used in the determination of the number of persons in the household. Live-
in aide means a person who resides with one or more elderly persons, or near-
elderly persons, or persons with disabilities, and who:
(1) Is determined to be essential to the care and well-being of the persons;
(2) Is not obligated for the support of the persons; and
(3) Would not be living in the unit except to provide the necessary
supportive services
6. Amounts of education scholarships paid directly to the student or the
educational institution and amounts paid by the government to veterans for
use in meeting the costs of tuition, fees, books and equipment. Any amounts
not used for these purposes are to be included as income.
7. The special pay for a household member serving in the Armed Forces who is
exposed to hostile fire.
8. Amounts received under HUD-funded training Programs or received under a
public assistance Program that are specifically for out-of-pocket costs made
solely to allow participation in a specific Program.
9. Temporary,non-recurring or sporadic income.
10. Reparation payments paid by a foreign government pursuant to claims uner
the laws of that government by persons who were persecuted during the Nazi
era.
11. Annual earnings in excess of$480.00 for each full-time student 18 years and
older(excluding the head of household or spouse).
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12. Adoption assistance payments in excess of$480.00 annually per child.
13. Lump sum payments of SSI and lump sum payments of Social Security
benefits, the value of the allotment provided under the Food Stamp Act of
1977.
E. Federal Income Tax Returns
All household members and all persons named on the title shall be required to
provide Federal Income Tax Returns for the two previous calendar years. The
Federal Tax Return will be used as a basis to verify gross income as well as
household composition.
6. E"LEMENTATION PROCEDURES
The following implementation procedures may be modified at the discretion of the
CDBG Coordinator:
A. Program Application
Applications will be provided to persons in the order that their name appears on
the City's Program waiting list. If no waiting list exists, applications will be
provided on a first-come, first-served basis. The applicant must submit the
following documents:
1. Signed application for all persons named on the title including, but not limited
to,the following attachments:
Attachment 1- Application Checklist
Attachment 2 - Verification of Employment
Attachment 3- Verification of Mortgage or Deed of Trust
Attachment 4- CDBG Program Eligibility Release Form
Attachment 5 — Verification of Assets on Deposit
2. Copy of Warranty Deed or Title for single family homes, condominium, or
town homes.
3. Copy of signed complete set of most current and previous Federal Income Tax
Returns, including all schedules and attachments for all persons in the
household and named on the title.
4. Copies of paycheck stubs for the last thirty (30) days for all wage earners in
household or verification of wages from current employer.
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5. Other income documentation (supply a copy of the award letter or a copy of
the check or direct deposit bank statement):
a. Social Security/SSI
b. Retirement
C. Disability
d. AFDC
e. Interest on Savings/Income Earning Accounts
6. Three (3)most recent bank statements;
7. Proof that property tax payments are current;
8. Copy of Social Security Card;
9. Copy of valid current identification (e.g. driver's license or State of Texas
ID);
10. Signed Lead Based Paint Notification Form (required for properties built
before 1978;
11. Other support documentation as requested by the City.
B. Application Review
Upon receipt of the completed Application, City Staff reviews the application as follows:
1. City Staff determines if applicant and property are eligible based on
application and other supporting documentation.
2. If applicant does not satisfy the Program requirements, City Staff sends notice
of ineligibility to applicant documenting the reasons for ineligibility.
3. If applicant is deemed eligible, City Staff arranges for initial inspection of the
property to determine eligibility of the scope of repairs for the property.
C. Environmental Review
Upon receipt of the Application, City Staff prepares environmental documentation
assessing the environmental eligibility of the rehabilitation Property. City Staff
shall determine the level of Environmental Review required as per 24 CFR §58:
D. Initial Property Inspection
Once it has been determined that the applicant meets the basic financial and
property eligibility requirements, a meeting will be scheduled with the applicant
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at the property site with City Staff to discuss repairs being requested. Upon
confirmation of the need for repair, City Staff shall arrange for an independent
inspection of the home by the Construction Advisor with the applicant to inspect
and identify home maintenance items for repair or replacement, building code
violations, local code violations, and health and safety deficiencies, as
appropriate. The Construction Advisor shall be a licensed property Construction
Advisor in the state of Texas.
E. Statement of Work
Once the initial inspection has been conducted, a Construction Advisor prepares a
Statement of Work,which details the repair work to be done on the property.
F. Transmittal of Statement of Work
Once the Statement of Work is completed by a Construction Advisor, it is signed
by both the Construction Advisor and the applicant. The applicant must submit
the Statement of Work to City Staff for review. City Staff will determine if
Statement of Work is reasonable.
G. Bidding and Selection of Contractor
Bids will be obtained in accordance with the City's policies and procedures.
H. Best Bid Evaluation
City shall select a contractor using the following guidelines. All bids received
shall be evaluated based on the best value for the City. Best value will be
determined by considering all or part of the criteria listed, as well as any relevant
criteria specifically listed in the solicitation.
1. Bid price
2. Reputation of the bidder and of bidder's goods and services.
3. The quality of the bidder's goods or services.
4. The extent to which the goods or services meet the City's needs.
5. Bidder's past relationship with the City. All vendors will be evaluated on
their past performance and prior dealings with the City to include, but not
limited to, failure to meet specifications, poor quality, poor workmanship,
late delivery.
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6. City Staff will evaluate the bids received for each Statement of Work
utilizing the R.S. Means Residential Cost Data 2006 or latest version
and/or local estimating experience.
7. City Staff reviews Contractor bids for cost reasonableness. Any
equipment being replaced or repaired shall be substantially equal to the
original condition, unless an upgrade is required for Code compliance. If
the bids are determined to be unreasonable, City Staff will rebid and revise
Statement of Work.
I. Award Notification
1. City Staff approves the funding award and will notify the Applicant with
an award letter.
2. Upon acceptance of terms and conditions stated in the award letter,
Applicant shall sign the Community Housing Repair Program agreement
and the City shall enter into an agreement with the contractor.
3. Prior to the execution of the agreement with the contractor, City Staff shall
verify that the Contractor is not listed in HUD's Federal List of Debarred
Contractors, a listing of Contractors who are debarred from participating
in federally funded Properties.
J. Notice to Proceed
Upon the execution of all award documents, City Staff shall issue a written Notice
to Proceed to the Contractor with a copy to the Applicant.
K. Commencement of Work
Work will commence no later than thirty (30) calendar days after receipt of the
Notice to Proceed.
L. Fund DisbursementlContractor Payments
1. Request for Payment
Upon completion of work set out in the Award Letter and Agreement, the
Contractor will submit the following to City Staff-
a.
taffa. Original invoice identifying the work items completed and their
cost;
b. Original, completed and signed material and labor release forms;
and
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C. Copy of signed-off building inspection cards.
2. Pre-Payment Inspection
Upon receipt of all items in Section 6, Part K, Paragraph 1, a Construction
Advisor shall:
a. Inspect the property to ensure all work has been completed;
b. Determine if all applicable permits have been obtained; and
C. Obtain a signature from the Applicant on the Contractor Payment
Request form that indicates the Applicant is satisfied with the work
and the amount to be paid to the Contractor.
3. Prompt payment policy:
Payments will be made within thirty days after the city receives the
supplies, materials, equipment, or the day on which the performance of
services was completed or the day on which the City receives a correct
invoice for the supplies, materials, equipment or services, whichever is
later. The Contractor may charge a late fee (fee shall not be greater than
that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however, this policy does
not apply to payments made by the City in the event:
a. There is a bona fide dispute between the City and Contractor
concerning the supplies, materials, or equipment delivered or the
services performed that causes the payment to be late; or
b. The terms of a federal contract, grant, regulation, or statute prevent the
City from making a timely payment with Federal Funds; or
c. The is a bona fide dispute between the Contractor and a subcontractor
or between a subcontractor and its suppliers concerning supplies,
material, or equipment delivered or the services performed which
caused the payment to be late; or
d. The invoice is not mailed to the City in strict accordance with
instructions, if any, on the purchase order or contract or other such
contractual agreement.
4. Processing Payment
a. City Staff will request payment. Attached to the request will be:
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i. The original invoice; and
ii. Copy of the Contractor Payment Request Form.
iii. City of Round Rock purchase order authorization to pay (green
sheet).
b. The check will be made payable to the Contractor.
C. City Staff will make a copy of the check, making a "Received by"
notation where the Contractor or person picking up the check will
sign. If the check is to be mailed, a notation of the mailing date is
to be noted on the copy of the check.
5. Change Orders
When in the course of rehabilitation it becomes necessary to expand the
Statement of Work, a Change Order is processed as follows:
e. The Change Order is submitted to the City by the Contractor and
must be signed by the Applicant. Any change order is subject to
City approval and a Construction Advisor opinion.
f. The Change Order identifies:
i. the date of the Change Order; and
ii. a description of the items to be deleted, modified or added
and the change in cost.
g. The total cost of the award may not exceed $20,000. If a
contingency amount is not available, it may be necessary to delete
less critical work in order to be able to cover the cost of the more
serious repair work.
h. In the event that the total contract amount is changed, an
amendment to the agreement with the contractor will be made.
7. CONTRACTOR SELECTION
A. Performance of Work
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Applicants may NOT perform repairs themselves. All work must be performed
by Contractors meeting the requirements listed in Paragraphs B, C, D, E, and F
below.
B. Letters of Interest
The City of Round Rock will accept letters of interest from qualified Contractors
for the purpose of bidding on rehabilitating properties. Eligible Contractors shall
submit the following documentation to the City:
1. A photocopy of their current license from the State of Texas Contractors
State License Board indicating the classification (`B" for general and "C"
for specialized work).
2. Certificate of Insurance for general liability in an amount not less than
$100,000, naming the City of Round Rock as additional insured.
3. Evidence of current worker's compensation coverage, if applicable.
4. Not less than three (3)references.
5. Certification that that the Contractor will not discriminate against any
protected group of persons under State and Federal law.
6. A performance bond, if applicable.
C. Warranty
All work performed by the Contractor shall be warranted for a period of not less
than one (1) year. (The equipment shall be warranted against defects in material
and workmanship for a period of not less than twelve (12) months beginning with
the date of acceptance. If the manufacturer's standard warranty exceeds the
minimum required time, then the manufacturer's standard warranty shall be in
effect. The successful Contractor shall furnish a copy of the manufacturer's
warranty at time of delivery. Such warranty shall be stipulated in the bid
submitted from the Contractor to the City. For the warranty period, the Applicant
may require the Contractor to correct defects or problems arising from his or her
work. Should the Contractor fail to do so, the Applicant may take any necessary
legal recourse.
8. APPEALS
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If City Staff has disapproved an application for funding, an applicant may appeal the
decision in writing to the Director of the Planning and Community Development
Department within ten (10) days following receipt of the City's written notification. The
Director shall notify the applicant in writing of the final decision on the appeal of the
application for funding.
9. PROGRAM CHANGES
At the discretion of the Community Development Coordinator, the Program may be
modified to ensure timely expenditures of Program funds and to otherwise meet the intent
of assisting lower income applicants in improving their homes through the Program.
10. FILES AND RECORDS
The Community Development Coordinator shall maintain accurate files and records on
each applicant and shall retain all pertinent documentation for a period of five (5) years
after the completion of the Program. Such files shall be open for inspection in
accordance with the Texas Public Information Act.
11. PROPERTY CLOSE-OUT
City Staff shall ensure that upon completion of each rehabilitated Property, the following
close-out forms are retained in the files:
A. Homeowner Rehab Completion Report—CDBG;
B. Minority/Women Owned Business Enterprise (MIWBE)Report; and
C. Certificate of Completion and other such forms as may be required by the City.
12. EMPLOYEES NOT TO BE HELD LIABLE
No member, officer, agent or employee of the City of Round Rock shall be held
personally liable concerning any matters arising out of or in relation to the commitment
of CDBG Program funds with regard to feasibility or viability of the proposed project.
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ATTACHMENT 1
This form must be checked off and attached to the front of the
completed application.
❑ Signed application for all persons named on the title including, but not limited
to, the following attachments:
Attachment 1- Application Checklist
Attachment 2 - Verification of Employment Form
Attachment 3- Verification of Mortgage or Deed of Trust Form
Attachment 4- CDBG Program Eligibility Release Form
Attachment 5 - Verification of Assets on Deposit Form
❑ Original application form, completed and signed by applicant and co-applicant
❑ Copies of Tax Returns for the previous 2 years (must be provided for every
member of your household who is age 18 or older and employed)
❑ Copies of W2's for the past 2 years (W2's must be provided for every member
of your household who is age 18 or older and employed)
❑ Wages & salaries: Four (4) of the most recent pay stubs (Four consecutive;
must be provided for every member of your household who is age 18 or older
and employed). We do not accept bank statements or copy of checks in lieu
of pay stubs
❑ Verification of Benefits and/or Pensions (Social Security Award Letter for 2005
or 2006, Support/Alimony Statement, Military/VA Pension, TEC Form, Trust
Fund Benefits, Annuities, etc.)
❑ Verification of other income (net income from the operations of business,
child support, welfare assistance, unemployment letter)
❑ Verification of assets (Last 3 most recent statements of bank accounts,
equity, retirement and pension accounts, life insurance)
❑ Copy of Warranty Deed of your property
❑ A copy of your social security card
❑ A copy of picture identification by the applicant and co-applicant (Texas
Driver's license or Texas Identification Card or Passport.
❑ A copy of Home Insurance Policy
❑ Original and notarized Affidavit (Attached)
❑ Last bank mortgage statement (if applicable)
❑ Other income documentation (supply a copy of the award letter or a copy of
the check or direct deposit bank statement):
❑ Social Security/SSI
❑ Retirement
❑ Disability
❑ AFDC
❑ Interest on Savings/Income Earning Accounts
❑ Proof of property tax payment;
❑ Copy of valid c rr n identification (e.g. driver's license or State of Texas
ID);
❑ Signed Lead Based Paint Notification Form (required for properties built
before 1978;
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 17
ATTACHMENT 2
Verification of Employment
EMPLOYED SINCE: OCCUPATION:
SALARY:
- ROUND ROCK TEXAS
PURPOSE.PAAIOK P"PERII'Y EFFECTIVE DATE OF LAST INCREASE:
BASE PAY RATE:
City of Round Rock $---!Hour;or$ Meek;or$ /Month
Office of Community Development
301 West Bagdad,Suite 140 Average hours/week at base pay rate:_Hours
Round Rock,TX 78664 No.WEEKS .OR No.WEEKS_WORKEoNEAR
OVERTIME PAY RATE: $ /HOUR
EXPECTED AVERAGE NUMBER OF HOURS OVERTIME WORKED PER WEEK
DURING NEXT 12 MONTHS
AUTHORIZATION: FEDERAL REGULATIONS REQUIRE US TO Any other compensation not included above(specHy for
VERIFY EMPLOYMENT INCOME OF ALL MEMBERS OF THE commissions,bonuses,tips,etc.):FOR: ; PER
HOUSEHOLD APPLYWG FOR PARTICIPATION IN THE CDBG
PROGRAM WHICH WE OPERATE AND TO REEXAMINE THIS IS PAY RECEIVED FOR VACATION? ❑YES ❑No
INCOME PERIODICALLY. WE ASK YOUR COOPERATION IN
SUPPLYING THIS INFORMATION. THIS INFORMATION WILL BE IF YES,NO.OF DAYS PER YEAR_
USED ONLY TO DETERMINE THE ELIGIBILITY STATUS AND TOTAL BASE PAY EARNINGS FOR PAST 12 MOS.S
LEVEL OF BENEFIT OF THE HOUSEHOLD.
TOTAL OVERTIME EARNINGS FOR PAST 12 Mos.S
YOUR PROMPT RETURN OF THE REQUESTED INFORMATION PROBABILITY AND EXPECTED DATE OF ANY PAY INCREASE:
WILL BE APPRECIATED. A SELF-ADDRESSED RETURN
ENVELOPE IS ENCLOSED. DOES THE EMPLOYEE HAVE ACCESS TO A
RETIREMENT ACCOUNT? ❑YES ❑NO
IF YES,WHAT AMOUNT CAN THEY GET ACCESS To:
s
RELEASE: I HEREBY AUTHORIZE THE RELEASE of THE Signature of or Authorized
REQUESTED INFORMATION.
Representative
Title:
(SIGNATURE OF APPLICANT) Date:
Date: TELEPHONE:
OR A COPY OF THE EXECUTED"CDBG PROGRAM ELIGIBILITY
RELEASE FORM,"WHICH AUTHORIZES THE RELEASE OF THE
INFORMATION REQUESTED,IS ATTACHED.
WARNING: TITLE 18,SECTION 1001 OF THE U.S.CODE STATES THAT A PERSON IS GUILTY OF A FELONY FOR KNOWINGLY AND
WILLINGLY MAKING FALSE OR FRAUDULENT STATEMENTS TO ANY DEPARTMENT OF THE UNITED STATES GOVERNMENT.
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 18
ATTACEaMNT 3-
Client#
VERIFICATION OF MORTGAGEOR DEED OF TRUST
The applicant identified below has applied for a housing rehabilitation loan from . The
applicant has authorized this Agency in writing to obtain verification of the status of existing mortgages on the property
from any source named in the application. The requested information in this verification of mortgage is for the
confidential use of this Agency and the U.S.Department of Housing and Urban Development. Please furnish the
information requested below and return this form using the stamped,addressed envelope provided. If you have any
questions,please feel free to contact our office. Thank you for your cooperation.
Name Title Telephone No.
PART I. APPLICANT INFORMATION(To be completed by applicant)
Name of Applicant
Address of Applicant
Address of Mortgaged Property
Mortgage Account Number
PART II. LENDER INFORMATION(To be completed by applicant)
Name of Lender
Address of Lender
PART III. MORTGAGE INFORMATION(To be completed by LENDER)
Date of Mortgage Original Principal Amount$
Date of Maturity Current Principal Balance$
Monthly Payment: Principal and Interest $
Mortgage Insurance $
Real Estate Tax Escrow $
Hazard Insurance Escrow $
Other $
Total Monthly Payment $
Type of Mortgage: Conventional FHA VA _Other
Terms: Fixed ARM Other
Lien Position: 1st Mortgage 2nd Mortgage Other
Are Payments Current? Yes No If No,amount in arrears$ and periods of arrears
Termination fee or prepayment penalty$
Completed By: Name
Title Telephone No.
Signature Date
WARNING: Section 1001 of Title 18 of the U.S.Code makes it a criminal offense to make willful false statements
or misrepresentations to any Department or Agency of the United States as to any matter within its
jurisdiction.
Home Repair and Rehabilitation Program
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ATTACHMENT 4
CDBG Program Eligibility Release Form
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 20
CDBG Program
Eligibility Release Form
CITY OF ROUND ROCK,OFFICE OF COMMUNITY DEVELOPMENT Items initialed by applicantitenant.
301 WEST BAGDAD,SUITE 140
ROUND ROCK,TX 78664 Verification
Purpose: Your signature on this CDBG Program Required Initials
Eligibility Release Form,and the signatures of Income(all sources)
each member of your household who is 18 years Assets(all sources)
of age or older,authorizes the above-named Child Care Expense
organization to obtain Information from a third
party relative to your eligibility and continued Handicap Assistance
participation in the CDBG Minor Home Repair Expense(if applicable)
Program Medical Expense(if
Privacy Act Notice Statement: The Department of applicable)
Housing and Urban Development(HUD)is Other(list)
requiring the collection of the information derived
from this form to determine an applicant's
eligibility in a CDBG Program and the amount of Dependent Deduction
assistance necessary using CDBG funds. This
Information will be used to establish level of Full-Time Student
benefit on the CDBG Program;to protect the Handicap/Disabled
Government's financial Interest;and to verify the Family Member
accuracy of the information furnished. It may be Minor Children
released to appropriate Federal,State,and local
agencies when relevant,to civil,criminal,or
regulatory investigators,and to prosecutors. Authorization: I authorize the above-named CDBG
Failure to provide any information may result in a Entitlement City and HUD to obtain Information
delay or rejection of your eligibility approval. The about me and my household that is pertinent to
Department is authorized to ask for this eligibility for participation in the CDBG Program.
Information by the National Affordable Housing
Act of 1990. 1 acknowledge that:
Instructions: Each adult member of the household (1)A photocopy of this form is as valid as the
must sign a CDBG Program Eligibility Release For original.
prior to the receipt of benefit and on an annual (2) 1 have the right to review the file and the
basis to establish continued eligibility. Additional Information received using this form(with a
signatures must be obtained from new adult person of my choosing to accompany me).
members whenever they join the household or
whenever members of the household become 18 (3) 1 have the right to copy Information from
years of age• this file and to request correction of
Information I believe inaccurate.
NOTE: THIS GENERAL CONSENT MAY NOT BE
USED TO REQUEST A COPY OF A TAX (4)All adult household members will sign this
RETURN. IF A COPY OF A TAX RETURN form and cooperate with the owner In this
IS NEEDED,IRS FORM 4506,"REQUEST process.
FOR COPY OF TAX FORM"MUST BE
PREPARED AND SIGNED SEPARATELY.
Other Adult Member of the Household—Signature,Printed Name,and Date:
Head of Household—Signature,Printed Name,and Date: Family Member#2
_1 FlEAD
X
X
Other Adult Member of the Household—Signature,Printed Name,and Date:
Other Adult Member of the Household—Signature,Printed Name,and Date: Family Member#4
Family Member#3
X
Nome Repair and Rehabilitation Program
Updated 02/20/07 Page 21
ATTACHMENT 5
VERIFICATION OF: ASSETS ON DEPOSIT
Average Monthly
Checking Balance for Last 6 Current
Account No. Months Interest rate
ROUND ROCK TEXAS
PURPQSE.PA.loft PRwERITY
City of Round Rock
Office of Community Development Savings Current
301 West Bagdad,Suite 140 Accounts Current Balance Interest Rate
Round Rock,TX 78664
Certificate of
Deposit Withdrawal Current
Account No. Amount Penalty Interest Rate
AUTHORIZATION: Federal Regulations require
us to verify Assets on Deposit of all members of the
household applying for participation in the CDBG
Program which we operate and to reexamine this
income periodically. We ask your cooperation in IRA,Keogh,Retirement Accounts
supplying this information. This information will be
used only to determine the eligibility status and level
of benefit of the household.
Withdrawal Current Interest
Account No. Amount Penalty Rate
Your prompt return of the requested information will
be appreciated. A self-addressed return envelope is
enclosed.
Amount
(Average
Money Market 6-month
Funds Balance) Interest Rate
RELEASE: I hereby authorize the release of the Signature of or Authorized
requested information. Representative
(Signature of Applicant)
Date: Title:
Or a copy of the executed"CDBG Program
Eligibility Release Form,"which authorizes the Date:
release of the information requested,is attached.
Telephone:
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 22
ATTACHMENT 6
REHABILITATION STANDARDS
Code Correction Repairs:
At a minimum, at the completion of each Property, health and safety issues and code
violations shall be corrected. Every award made in this Program shall be used to finance
rehabilitation standards that address all health and safety issues and code violations, and
no award can be approved which would permit a dwelling unit, after rehabilitation, to be
out of compliance with applicable codes.
Applicable codes include:
1. the 2000 International Building Code;
2. the 2002 National Electrical Code;
3. the 2000 International Plumbing Code;
4. the 2000 International Mechanical Code;
5. Chapters 5-10 of the Uniform Housing Code;
6. ADA, Section 504, and
7. relevant sections of Title 24 that pertain to disability access;
8. City of Round Rock Code of Ordinances.
In addition to requiring that the building be brought into compliance with applicable
codes,the Program requires specific additional upgrades in all Properties. These include:
1. upgrade of electrical equipment grounding and bonding system;
2. GFCI replacement in kitchens,bathroom and exterior areas;
3. fire extinguishers;
4. smoke detector upgrades to current 2000 International Building Code;
5. installation of carbon monoxide detectors, if needed; and
6. exterior painting, if needed.
Removal of Architectural Barriers to Improve Accessibility:
Properties occupied by a disabled household member qualifies for services aimed at
removing architectural barriers under the Program. In cases where it is not structurally or
financially feasible to bring units into full compliance with Title 24 and Section 504,
limited repairs or improvements increasing overall accessibility may be undertaken
provided such repairs are conducted under a plan check, permit and inspection by the
City of Round Rock Building Inspection Division.
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 23
Examples of eligible repairs or improvements that will alleviate architectural barriers
include,but are not limited to:
1. Widening doorways and hallways;
2. Replacement of doorknobs with lever action handles;
3. Sliding doors;
4. Grab bars;
5. Ramps;
6. Transitional floor coverings;
7. Bathtubs and showers;
8. Toilet(alterations or modifications);
9. Electrical switches and convenience outlet relocation;
10. Kitchen cabinet modifications; and
11. Plumbing alterations or modifications.
ELIGIBLE IMPROVEMENTS UNDER
THE HOME REPAIR AND REHABILITATION PROGRAM
In addition to the above-noted eligible improvements, Program funds are available for
rehabilitation improvements that are considered necessary repair or replacement items:
1. Water heater;
2. Plumbing fixtures;
3. Window screens;
4. Heating units;
5. Doors;
6. Door locks;
7. Windows;
8. Porch and step structures;
9. Handrails and guardrails;
10. Plumbing;
11. Faulty sub-flooring (and floor covering if sub-flooring causes it to be
removed/replaced);
12. Electrical wiring(outlets and switch replacement);
13. Weatherization, such as window caulking;
14. Modifications which aid the mobility of the elderly and physically disabled,
such as shower units with seats, lever hardware, retrofitting toilets to achieve
adequate height, moving power points and light switches, ramping,
reconstructing doorways, lowering sinks in kitchens and bathrooms;
15. Fumigation and treatment of termites and pest control;
16. Air conditioners; and
17. Roofing.
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 24
INELIGIBLE IMPROVEMENTS UNDER
THE HOME REPAIR AND REHABILITATION PROGRAM
Ineligible improvements include the following:
1. Major replacement of systems including, but not limited to roofing, electrical
and plumbing;
2. Recreational items, such as BBQ's, bathhouses, greenhouses, swimming
pools, saunas,television antennas,tennis courts;
3. Luxury items, such as burglar alarms, burglar protection bars, dumbwaiters,
kennels, murals, flower boxes, awnings, patios, decks storage
sheds/workshops,microwaves and dishwashers;
4. Carpeting (other than carpet that is water-damaged carpet or shows excessive
damage or wear); and
5. Other items deemed ineligible by the Community Development Coordinator.
ELIGIBLE IMPROVEMENTS UNDER
THE LEWrED HOME REPAIR AND REHABILITATION PROGRAM
When it is not feasible to rehabilitate a home due to extensive repairs needed, limited
repairs can be made up to and not exceeding$10,000. These repairs are limited to the
following:
(1) HVAC repair or replacement;
(2) Roof repair or replacement;
(3) Electrical system repairs
(4) Plumbing repairs
ROUND ROCK,TEXAS
PURPOSE,PASSION.PROSPERITY.
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 25
Office of Community Development
301 West Bagdad,Suite 140
Round Rock TX 78664
Mona Ryan
Community Development Coordinator
Margie Lopez
Community Development Assistant
512.341-3328 CDBG Dept
512.341,3152 CDBG fax
www.roundrocktoxas.gov
Home Repair and Rehabilitation Program
Updated 02/20/07 Page 26
DATE: April 5, 2007
SUBJECT: City Council Meeting - April 12, 2007
ITEM: 11.D.1. Consider a resolution to adopt the Community Housing Repair and
Rehabilitation Program Policies and Procedures under the
Community Development Block Grant Program.
Department: Planning and Community Development
Staff Person: Mona Ryan, Community Development Coordinator
Justification:
This document provides information on the application process and the single family owner
occupied housing rehabilitation process.
Funding:
Cost: N/A
Source of funds: N/A
Outside Resources: N/A
Background Information:
This document was originally adopted by R-05-12-15-9F3 as the Minor Home Repair
Program Policies and Procedures. The program has evolved from minor home repair to
major rehabilitation with maximum funding of $25,000 per property.
Notice of a 30 day comment period for increasing funding from $20,000 to $25,000 was
posted after the Community Development Advisory Commission recommended approval of
the change at the February 8 meeting.
This document has also been amended to contain language that will allow limited repairs
when rehab is not feasible. Limited repairs will be allowed for HVAC, roof, electrical, or
plumbing and not exceed $10,000.
Public Comment:
Notice of a 30 Day Comment Period was posted on the bulletin board at City Hall on
February 12, 2007.