HomeMy WebLinkAbout920682.tiff RESOLUTION
RE: APPROVE WELD COUNTY HOUSING AUTHORITY ADMINISTRATIVE MANUAL
WHEREAS, the Board of County Commissioners of Weld County, Colorado,
pursuant to Colorado statute and the Weld County Home Rule Charter, is vested
with the authority of administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Administrative Manual for the
Weld County Housing Authority, with the terms and conditions being as stated in
said manual, and
WHEREAS, after review, the Board deems it advisable to approve said manual,
a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Housing Authority Board, that the Weld County
Housing Authority Administrative Manual be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded,
adopted by the following vote on the 27th day of July, A.D. , 1992.
f� BOARD OF COUNTY COMMISSIONERS
ATTEST: A la vV ' t/`'� WELD COUNTY, COLORADO
ITS G4 41 � 1
Weld County Clerk to the Board
Geor e Kenn dy, Chairman
BY: (11,ithod
Deputy Cl k to the Board Constance L. Harbert, Pro-Tem
APPROVED AS 0 FORM:
C. W. Ki r y
County Attorney Gor . L cy
W. H. Webster
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JULY, 24, 1992
TO: CLERK TO THE BOARD
FROM: JUDY GRIEGO
SUBJECT: AGENDA ITEM FOR JULY 27, 1992 BOARD MEETING
APPROVAL OF WELD COUNTY HOUSING AUTHORITY
ADMINISTRATIVE MANUAL
We are recommending approval of the attached Administrative Manual for the Weld
County Housing Authority. The Manual details the policies and procedures of the
Housing Authority. Included in the Manual are the management policies for the
Community Development Block Grant and the Section 8 rental assistance programs,
as well as the administrative policies of the Housing Authority.
The Administrative Manual has been circulated to the Board of Commissioners for
their review in addition to being reviewed by the County Attorney's Office.
We are requesting that this item be placed on the agenda for consideration by the
Board at their July 27th meeting.
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TABLE OF CONTENTS
ADMINISTRATION PAGE
PURPOSE OF POLICIES 1
BOARD COMPOSITION 2
BOARD WORK SESSION/MEETINGS 2
INVESTMENT POLICY 3
PURCHASING POLICY 5
BOARD HEARING POLICY 9
TRAVEL POLICY 16
CDBG MANAGEMENT
PROGRAM PURPOSE 18
DESIGNATED AUTHORITY 19
CDBG OUTREACH 21
APPLICATION PROCESSING 22
ELIGIBILITY REQUIREMENTS 24
CDBG REHABILITATION ASSISTANCE 27
CONTRACTOR QUALIFICATIONS 32
CONTRACTOR SELECTION PROCEDURES 33
REHABILITATION PROCEDURES 35
CONTRACTOR DEBARMENT 39
CDBG TEMPORARY RELOCATION 40
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TABLE OF CONTENTS
CDBG MANAGEMENT PAGE
APPEALS PROCEDURES 42
LOAN ADMINISTRATION 43
EMERGENCY REHABILITATION ASSISTANCE(ERA) 44
SECTION 8 MANAGEMENT
STATEMENT OF OVERALL APPROACH AND OBJECTIVE 46
APPLICABLE FEDERAL REGULATIONS 47
APPLICATION PROCESS 48
ELIGIBILITY DETERMINATION 49
WAITING LIST & PROGRAM PREFERENCES 53
PURGING 58
BRIEFING FAMILIES AND ISSUING CERTIFICATES 59
OCCUPANCY STANDARDS 61
HOUSING QUALITY 62
LEASE APPROVAL & HOUSING ASSISTANCE PAYMENTS CONTRACT 63
TOTAL TENANT PAYMENT, SECURITY DEPOSIT & UTILITY 64
REIMBURSEMENT
HOUSING ASSISTANCE PAYMENTS 65
REVIEWING FAMILY CHARACTERISTICS 66
VOUCHER PAYMENT STANDARD 68
TERMINATIONS AND FAMILY MOVES 69
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TABLE OF CONTENTS
PAGE
DENIAL OF CERTIFICATES OR VOUCHERS 72
CLAIMS, REIMBURSEMENT AND COLLECTIONS 73
MUTUAL RECISSION OF A LEASE 75
COMPLAINTS AND APPEALS 76
MONITORING PROGRAM PERFORMANCE 79
SECTION 8 AUDIT AND OPERATING RESERVE POLICY 80
INFORMATION & ASSISTANCE FOR FAMILIES 81
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PURPOSE OF POLICIES
The intent of these written policies is to increase understanding of the
policies adopted by the Weld County Housing Authority, to decrease the need
for judgemental decisions in areas of policy and to contribute to the
uniformity of procedures in providing services to the general public.
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HOUSING AUTHORITY BOARD AND BOARD MEETINGS/WORK SESSIONS
COMPOSITION
Pursuant to CRS 29-4-504(2) the Weld County Board of County Commissioners is the
ex officio Board of Commissioners of the Housing Authority of Weld County. The
chairman of the Weld County Board of Commissioners shall be the chairman of the
Housing Authority of Weld County.
BOARD MEETINGS
The regular Board meeting of the Board of Commissioners of the Housing Authority
of Weld County shall be held on the fourth Monday of each month following the
regularly scheduled meeting of the Board of County Commissioners at or about 9:00
a.m. or on the following Wednesday in the event of a County Holiday falling on
the Monday. Special meetings may be called according to the procedures in Article
III Section 3-11 of the Home Rule Charter of Weld County.
WORK SESSIONS
The Work Session of the Housing Authority Board shall ordinarily be held on each
third Monday of each month at 10:00 a.m. , but work sessions may be held at other
times and dates provided notice is given in accordance with State law.
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INVESTMENT POLICY
The Housing Authority from time to time has a need to invest excess funds for the
purpose of increasing a reserve of funds which can be used for future housing
projects consistent with State Statutes and contractual obligations.
The following policies shall dictate the investment of any funds under the
fiduciary responsibilities of the Housing Authority.
1. RISK
Limitations of risk shall be achieved through investments into accounts
which are insured by the FDIC or the FSLIC all of which are backed by the
full faith and credit of, or a guarantee of principal and interest by a
government sponsored agency. All investment will also be in accordance
with applicable state regulations.
2. YIELD
The Weld County Housing Authority shall strive to achieve the highest
yield consistent with other provisions of this policy. The Board of
Commissioners of the Housing Authority shall authorize the investment of
all funds.
3. LIQUIDITY
All federally derived funds must be capable of being liquidated upon five
days notice. Therefore, no investment of federal funds may be made which
imposes a longer notice for redemption or which are not readily
marketable.
4. MATURITY
Investment shall be required to mature whenever permissible. Sale of
securities prior to maturity shall be avoided due to the inherent loss of
interest. Investments shall be limited to securities maturing in periods
of up to one year or lessor periods which coincides with anticipated
disbursements by the Weld County Housing Authority.
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INVESTMENT POLICY
5.,, APPROVAL OF INVESTMENT PLAN
The Weld County Housing Authority Board of Commissioners will be advised
regarding planned new investments, reinvestments and the sale of all
investment funds under it's authority. Approval of the investment of funds
must be secured prior to the investment.
6. SIGNATURE CARDS
Signature cards for all invested funds, exclusive of any funds invested
through the Weld County Treasurer, must have the following signatures:
Chairman of the Board of the Weld County Housing Authority
Vice-Chairman of the Board of the Weld County Housing Authority
Director of the Weld County Housing Authority
7. DOCUMENTATION OF SALE OR PURCHASE
Any document signifying the purchase or sale of investment or Weld County
Housing Authority available funds must contain the following signatures:
Chairman of the Board of the Weld County Housing Authority
Vice-Chairman of the Board of the Weld County Housing
Authority
Director of the Weld County Housing Authority
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PROCUREMENT POLICIES
STATEMENT OF PURPOSE
The' objective of the following procuremnet policies is to establish a basis for
consistent procedure in the purchasing of equipment, materials, supplies, and
contract services. The emphasis is to foster competition through sound and
consistent practices .
No employee, officer or agent of the Weld County Housing Authority shall
participate in the selection, or in the award or administration of a contract if
any of the above has a financial or other interest in the the firm selected for
the award. Housing Authority officers, employees, employees or agents shall
neither solicit no accept gratuities, favors, or any thing of monitary value from
contractors, potential contractors, parties for a sub agreement or supply
vendors.
Housing Authority officers,employees or agent shall not:
1. Knowingly exaggerate requirements for the purpose of temporaily enjoying
a better price.
2. Knowingly inderestimate requirements or deny the existance of a
requirement to avoid doing business with a particular business.
3. Knowingly misrepresent competitor' s prices, quality or services to obtain
concessions.
The Board of Commissioners of the Weld County Housing Authority shall have the
authority to approve all purchases on non-expendable equipment. Non-expendable
equipment shall be defined as tangible personal property having a useful life of
at least one year and an acquisition costs of $200.00 or more. Purchases of
$200.00 or more exclusive of contracts, shall require a Purchase order and
Requisition form to be completed and and submitted to the Weld County Purchasing
Department for processing in order to assure the most competitive government
price. Requisition for purchases shall include a clear description of the
qualitative nature of the material or product and iff appropriate set forth the
minimum standards which must be met in order for a bid to be considered. Brand
names may be used but must be qualified to reflect that equivalent material or
product may be accepted unless the material or product is to be used in concert
with pre-existing material or equipment. All purchases of non-expendable
equipment must be authorized in the Housing Authority budget and if appropriate,
approved by the funding source. All proposed purchases of non-expendable
equipment shall be evaluated to determine the need for the purchase and an
analysis shall be conducted to determine the feasibility of leasing rather than
purchasing equipment. The analysis may also include the feasibility of acquiring
surplus property whenever appropriate.
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PROCUREMENT POLICIES
All purchases of non-expendable equipment must be authorized in the Housing
Authority budget and if appropriate, approved by the funding source. All proposed
purchases of non-expendable equipment shall be evaluated to determine the need
for the purchase and an analysis shall be conducted to determine the feasibility
of leasing rather than purchasing equipment. The analysis may also include the
feasibility of acquiring surplus property whenever appropriate.
Purchases having a value of less than $200.00 shall be considered as office
supplies or small items of equipment and shall not require a requisition or
purchase order. Whenever possible supplies shall be procured through the Weld
County Department of Social Services business office after the comletion of a
supply order form. Purchases of office supplies or small equipment items which
cannot be procured through the Weld County Department of Social Services business
office shall require at least two bids from supply sources and shall be approved
by the Executive Director. The sole objective of securing at least two bids shall
be to obtain the most favorable price in consideration of the quality of the
product. The Housing Authority shall continuously strive to obtain new supply
sources. Although it is the policy to strive for competition, the
Housing Authority shall not be obligated to solicit bids from every supplier for
every requirement. All bids shall be based on established standards and
comparable specifications to the extent possible.
For any construction or equipment conttract over $10,000 the Weld County Housing
Authority shall conduct competitive bidding and shall require that the contractor
furnish a performance and payment bond for 100% of the contract price. In lieu
of the performance bond, a letter of credit or a cash escrow equaling 25% of the
amount of the contract may be provided.
For any construction or equipment contract over $25,000, the Housing Authority
shall conduct formal advertising except for procurement under the HUD
Consolidated Supply Program. The contractor shall also be required to meet the
performance and payment guarantees as defined above.
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Routing of Vouchers on Expenditures
An original invoice, plus a properly completed and approved Weld County Input
Doucment must be forwarded to the Weld County Accounting Division for processing
of,a Warrant. A copy of the above shall be retained in the monthly paid out file,
or. if applicable, in the client file, in the offices of the Weld County Housing
Authority. The County shall return the warrant to the Housing Authority for
mailing to the vendor. Vendors shall allow ten days for the processing of any
warrant. Weld County Housing Authority will not approve the payment of finance
charges.
ANY GOODS OR SERVICES PURCHASED WITHOUT PROPER AUTHORIZATION BASED UPON THESE
POLICIES WILL NOT BE PAID AND SHALL BECOME THE PERSONAL LIABILITY OF THE
INDIVIDUAL MAKING THE COMMITMENT TO THE VENDOR FOR THE UNAUTHORIZED PURCHASE. Any
employee found in violation of the provisions of this section shall be subject
to disciplinary action.
Procurement Procedures for Contract Proposals
On all Housing Assistance or Personal Services rendered, the Housing Authority
shall require that a contract be executed. Contracts relating to a specific
program shall require the following process:
1. Prior to the utilization of any independent contractor, the contractor
must meet the specific program criteria as established by the Housing
Authority. Contractors who have not been approved by the Housing Authority
may bid, however no contract will be awarded until the contractor meets
the minimum qualifications. Contracts will only be awarded to contractors
possessing the ability to perform successfully under the terms of the
respective contract. Consideration will be given to such matters as
contractor integrity, compliance with public policies, record of past
performance, and financial and technical resources to perform. No contract
will be awarded to any contractor who has been debarred by either a
Federal, State agency or by the Board of Commissioners of the Weld County
Housing Authority.
2. Contracts through the Section 8 Existing-Voucher and Certificate program
may be executed by the Executive Director. No payments shall be authorized
before and unless a contract has been executed or approved by the
Executive Director.
Rental Rehabilitation projects requesting funds in excess of $25,000 must
be approved by the Board of Commissioners of the Housing Authority.
Upon the approval of the Board, the Executive Director is authorized to
sign the respective Rental Rehabilitation Contract.
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Contracts through the Housing Rehabilitation Programs are normally between
the homeowner and the contractor. Unless otherwise restricted by program
requirements, bids shall be publicized by providing contractors with an
Invitation to Bid.
Bids through the Housing Rehabilitation program must be solicited from at
• least two contractors unless otherwise restricted by a funding source.
Bids through the Housing Rehabilitation Programs shall be solicited
through a sealed competitively bid process. A firm fixed-price contract
award will be made to the lowest responsive and responsible bidder whose
bid is the most advantageous to the housing program. The invitation to
bid will be publicly advertised through the list of previously qualified
contractors. The bid shall allow adequate time prior to the opening of the
bid for the contractor to prepare the bid. The invitation to bid shall
provide specifications and pertinent attachments which allow all
contractors to respond properly to the invitation to bid. All bids shall
be publicly opened at the time and place as specified in the invitation to
bid. Upon opening of the bids, all bids become the property of the Weld
County Housing Authority. All bids which are received after the bid
opening or are not complete to the satisfaction of the Weld County Housing
Authority are disqualified. The homeowner or the housing authority have
the right to reject any or all bids.
The Weld County Housing Authority will take all necessary affirmative action to
assure that minority firms, women business enterprises and labor surplus area
firms are encouraged to bid on all contracts or to particpate in all housing
programs. This shall include, but not be limited to the Section 8 Existing
Program as a landlord and the Rental Rehablitation Program. Affirmative action
shall include:
1. Placing qualified minority firms and women business on the bid
solicitation list.
2. Dividing projects, whenever feasible, into smaller tasks or quantities so
as to permit maximum participation of minority or women businesses.
3. Requiring the general contractor to take steps to affirmatively promote
the awarding of contracts to minority or women businesses .
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PROCEDURES FOR PROBABLE CAUSE HEARINGS
A. PURPOSE
1. The purpose of this outline is to provide the Housing
Authority Board with a set of procedures for use in
probable cause hearing.
B. PROCEDURES AND EVIDENCE:
1. The probable cause hearing shall be conducted informally
and not subject to strict judicial or technical rules of
procedure. A wide latitude in the manner of presenting the
respective positions should be afforded the parties. Any
person may present evidence at a probable cause hearing.
Evidence shall consist of:
a. Oral testimony.
b. Exhibits and documentary evidence of any kind.
c. Statements of the person presenting the evidence.
2. The person against whom the complaint is made may, in rebuttal,
present any of the evidence listed in B.1.
C. DETERMINATION OF PROBABLE CAUSE:
1. The complaining party shall have the burden of proving that probable
cause exists to have the burden of proving that probable cause exits
to have a hearing concerning the complaint. "Probable cause" is
defined as: a reasonable ground for belief in the existence of facts
warranting the proceedings complained of.
D. DECISION:
1. At the conclusion of the presentation of evidence, the Board shall
make an oral decision. The decision shall be to either dismiss the
case, continue the case to a time specified in the future, or to set
the case for a formal show cause or other type hearing at the time
specified in the future.
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PROCEDURES FOR PROBABLE CAUSE HEARING
E. NOTICE
1. Notice of the Probable Cause Hearing shall be sent by certified
mail, return receipt requested, to the person against whom the
complaint is made at least ten (1O) days prior to the date of the
hearing. Said notice shall be effective upon the date of mailing.
2. Notice may also be served upon the person against whom the complaint
is made in accordance with the Colorado Rules of Civil Procedure.
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GENERAL PROCEDURES FOR ADJUDICATORY TYPE HEARINGS
A. PURPOSE AND INSTRUCTIONS
1. The purpose of this outline is to provide The Board with a set of
general procedures necessary to conduct hearing in accordance with
due process standards. These procedures shall be used only when
section of the Weld County Administrative Code, or other Weld County
regulatory Ordinances or Resolutions, do not specifically address
the procedural problems which may arise in the course of
administrative hearings. If the specific procedure from the Code, an
Ordinance, or regulation, should conflict with any procedure from
this outline, then the specific procedure should be followed.
B. PRESENCE OF PERSONS AGAINST WHOM THE COMPLAINT IS MADE
1. A hearing may be conducted without the personal presence of the
person against whom the complaint is made so long as adequate notice
has been given.
C. REPRESENTATION
1. The person against whom the complaint is made or grieving party may
be represented by counsel at the hearing. The Housing Authority
staff may also be represented by counsel. The Board has the option
of having a legal advisor at the hearing.
D. POSTPONEMENTS AND EXTENSIONS
1. Postponements of hearing and extensions may be requested by either
party or his designated agent. However, the granting of such
postponements or extensions shall be made only upon the showing of
good cause and is at the discretion of the Housing Authority.
E. PRESIDING OFFICER
1. The Chairman of the Board shall serve as the presiding officer. The
presiding officer shall ensure that order is maintained and ensure
that all participants to be heard and to present oral and
documentary evidence. He shall be entitled to determine order of
procedure during the hearing and shall have the opportunity and
discretion to make all rulings on questions which pertain to
matters of the conduct of the hearing and to admissibility of
evidence.
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F. CONFLICTS OF INTEREST
1. A member of the Board may withdraw at any time if he deems himself
disqualified or for any other good reason, unless his withdrawal
makes it impossible for the Board to render a decision.
2. Upon a timely and good faith objection to any personal bias of any
member of the Housing Authority Board, the presiding officer shall
forthwith rule upon the objection as part of the record in the case,
and shall take any actions he deems appropriate in order to
alleviate the personal bias, if so found. Any possible objection to
personal bias shall be deemed waived if not made in good faith and
in a timely manner as determined by the presiding officer.
G. RIGHTS OF PARTIES
1. At the hearing, each of the parties shall have the right to:
a. Call and examine witnesses.
b. Introduce exhibits.
c. Cross-examine any witness on any matter relevant to the
issues.
d. Impeach any witness.
e. Rebut any witness.
2. If the person against whom the complaint is made or grieving party
does not testify in his own behalf, he may be called and examined as
of cross-examined.
H. PROCEDURE AND EVIDENCE
1. The hearing shall be conducted informally and is not subject to
strict judicial or technical rules of procedure. A wide latitude in
the manner of presenting the respective positions should be afforded
the parties. Evidence presented at the hearing may include the
following:
2. Each party shall, prior to or during the hearing be entitled to
submit memoranda concerning any matters being considered by the
Board. Such memoranda shall become a part of the hearing record.
3. The Board may receive and consider evidence not admissible under the
standard rules of evidence, if such evidence possesses probative
value commonly acceptable by reasonable and prudent men in the
conduct of their affairs.
4. The presiding officer may exclude unduly repetitious evidence.
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5. Objections to evidentiary offers may be made and shall be noted in
the record.
I. SPECIFIC PROCEDURES
1. Call the Board to order and take roll.
2. Announce the matter to be heard. Determine whether all parties
involved in the matter are present and that all such persons are
ready to proceed.
3. Call the representative(s) of the Housing Authority staff to proceed
with the case.
a. They may give a short statement of their case summarizing
their position.
b. They may present witnesses on direct examination. Thewitnesses
will each then be subject to cross-examination by the other
party and may be questioned by the Board. The
representative(s) may then question their witnesses on any new
matters brought up on cross-examination.
4. After the representative(s) of the Housing Authority havepresented
their case in chief, the other party is called to proceed and shall
present his case in the same manner as the Housing Authority.
5. The Housing Authority staff representative may then rebut any matter
brought out in the other party's case.
J. BURDEN OF PROOF
1. The Housing Authority shall have the burden of proving it'scase by
a "preponderance of the evidence". Likewise, the person against whom
the complaint is made shall have the burden of proving any
affirmative defenses by a "preponderance of evidence".
"Preponderance of evidence" is defined as that evidence which most
convincing and satisfying in the controversy between the parties,
regardless of which party may have produced such evidence. Colorado
Jury Instructions 2d, Section 3:1(4) .
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K. RECORD OF HEARING
1. A record of the hearing shall be kept that is of sufficient accuracy
to permit an informed and valid judgement to be made by any person
that may later be called upon to review the record and render a
recommendation or decision in the matter. The Board shall select a
method to be used for making the record and this may be accomplished
by use of a court reporter, electronic recording unit, or detailed
transcription or by taking minutes. If the Board selects a method
other than a court reporter and the person against whom the
complaint is made requests that a court reporter be used, then the
party shall pay for the costs of the use of the court reporter.
L. RECORD AND ADJOURNMENT
1. The Board may recess the hearing and reconvene the same for the
convenience of the parties or for the purpose of obtaining new or
additional evidence or consultation. Upon the conclusion of the
presentation of oral and written evidence, the hearing shall be
closed. The Board may thereupon, at a time convenient to itself,
conduct its deliberations outside the presence of the parties, Upon
conclusion of its deliberations, the hearing shall be declared
finally adjourned.
M. FINDINGS AND DECISIONS
1. Within five(5) working days after the final adjournment of the
hearing, the Board shall make a written report of it's finding and
decisions in the matter and submit the same to the person against
whom the complaint is made and the Housing Authority staff. The
decision shall be supported in the report by concise statements
citing the basis of it's decision. The decision shall be based upon
evidence produced at the hearing and may be announced orally and
reduced to writing in accordance with this section.
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GENERAL PROCEDURES FOR ADJUDICATORY-TYPE HEARINGS
N. NOTICE
1. Notice of the Adjudicatory-type Hearing shall be sent by certified
mail, return receipt requested, to the person against whom the
complaint is made at least ten (days) prior to the date of the
hearing. Said notice shall be effective upon the date of mailing and
shall be mailed to the address listed in the permit. Notice may also
be served upon the person against the complaint is made in
accordance with the Colorado Rules of Civil Procedure.
2. Said notice shall inform the person against whom the complaint is
made of the following:
a. The specific circumstances of the complaint; and
b. The time and date, and place of the Adjudicatory-type Hearing
L. CONTRACTOR DEBARMENT
Following a finding that the act complained of did occur, the Board must
then determine whether to debar or temporarily suspend the contractor. The
Board may take further testimony to determine whether aggravating or
mitigating circumstances existed for the violation. Aggravating
circumstances may include: willful or intentional acts resulting in
violation; pattern or practice of violations ; and prior disciplinary
actions. Mitigating circumstances include circumstances outside the
control of the contractor contributing to the violation; the violation
being an isolated incident; and lack of impact on the homeowner.
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TRAVEL POLICY
1. No County vehicles are provided to Housing Authority employees. It shall
be the responsibility of the employee to provide their own transportation
in the course of their employment.
2. Employees will be reimbursed for the use of their vehicle in the
performance of their assigned duties. The rate of reimbursement shall be
determined by the County. To receive reimbursement, the employee is
required to submit County Form Number 807-79-031, Personal Expense Form.
The Housing Authority requires that the employee submit receipts for any
personal expense other than mileage.
3. MILEAGE CHART
The mileage distances listed below are accepted by the Housing Authority.
Should the employee claim mileage in excess of these figures, it must be
justified on the Personal Expense Form
One Way from Greeley to: One Way from:
Ault 11 Erie to Brighton 25
Boulder 51 Erie to Denver 27
Briggsdale 31 Frederick to Longmont 15
Brighton 33 Fort Lupton to Denver 25
Colorado Springs 122 Fort Lupton to Erie 12
Dacono 34 Fort Lupton to Gilcrest 15
Denver 55 Fort Lupton to LaSalle 23
Erie 44 Fort Lupton to Longmont 25
Firestone 36 Fort Lupton to Platteville 10
Fort Collins 30 Fort Lupton to Wattenburg 4
Frederick 35 Grover to Ault 45
Gilcrest 12 Hudson to Commerce City 25
Grover 54 Keenesburg to Hudson 6
Johnstown 18 Milliken to Johnstown 3
Keenesburg 35 Milliken to Longmont 18
Kersey 12 Plattevile to Brighton 15
Longmont 40 Windsor to Johnstown 10
Mead 31
Milliken 18
Nunn 20
Pierce 15
Platteville 19
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,i2„7 POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
���1��• SUBJECT Administration
COLORADO DATE 7-27-92 PAGE 17
TRAVEL POLICY
MILEAGE CHART
One Way from Greeley to:
' Pueblo 168
Wattenburg 32
Wiggins 40
Windsor 15
The Housing Authority will reject claims that are not sufficiently explained.
Employees will be reimbursed for Per Diem for expenses which require them to
attend over-night conferences or training sessions at the current Weld County
Department of Social Services reimbursement rates
The current rates are:
Breakfast $5.50
Lunch 6.00
Dinner 14.50
Lodging expense will be reimbursed at the actual rate charged. The Housing
Authority will not pay for telephone charges incurred by the employee during the
employees stay.
92O682
POLICIES AND PROCEDURES
1544i7
SECTION HOUSING AUTHORITY
�ISUBJECT��• CDBG Management
COLORADO DATE 7-27-92 ?AGE 18
PURPOSE OF THE PROGRAM
On March 16, 1992, the County of Weld and the Weld
County Housing Authority (WCHA) , designated as grant
administrator, entered into contractual agreement with
the COLORADO DEPARTMENT OF LOCAL AFFAIRS, wherein Weld
County and the WCHA agree to develop, implement and
administer a COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG)
HOUSING REHABILITATION PROGRAM, for the rehabilitation of
approximately ten existing single-family dwellings,
for the benefit of low- and moderate-income families
residing in CENSUS TRACT 17, 18, 19.01 20 and 21, and
including the communities of Erie, Evans, Firestone, Fort
Lupton, Gilcrest, Johnstown and Platteville and the
rehabilitation of a Residential Child Care Facility in
Weld County.
It is the intent of WELD COUNTY' s CDBG PROGRAM to provide
decent, safe, and sanitary housing for low- and moderate-
income persons in the target area by rehabilitating their
homes to a condition which brings these structures into
compliance with all applicable codes and regulations of
WELD COUNTY or applicable municipality and the MINIMUM
PROPERTY REHABILITATION STANDARDS of the WCHA.
9206132
I POLICIES AND PROCEDURES
PittiI
SECTION HOUSING AUTHORITY
�� ��• Su3.;EC: CDBG Management
COLORADO DATE 7-27-92 PAGE 19
DESIGNATED AUTHORITY
A. The WCHA through Weld County has the designated
responsibility for the implementation of the CDBG
•
Contract.
B. Fiscal administration will be conducted by the WCHA
and Weld County's Finance Department and Accounting
Department. All program funds will be deposited with
the Weld County Treasurer in a separate account of the
WCHA. Most CDBG Program payments will be issued as
co-payee warrants, and final individual project
payments will be made once the CERTIFICATE OF
COMPLETION forms have been executed, attesting to
satisifactory project completion. Each request for
payment (input document) shall be accompanied by a
signed and dated contractor/service provider invoice.
General contractor payments shall be issued in the
following manner: 1. When approximately 807 of the
contract work has been satisfactorily completed and
inspected, and all sub-contractors, and suppliers
notarized lien waivers have been submitted to the
WCHA, a payment for 50% of the original contract
amount will be issued; 2. When 100% of the contract
work has been satisfactorily completed and inspected,
and all subcontractors and suppliers paid-in-full
notarized lien waivers have been submitted to the
WCHA, a payment for 30% of the original contract
amount will be issued; 3. Final payment of 20% of the
original amount will be issued no later than 30 days
following project completion, defined as satisfactory
completion of all contracted work, as determined by
inspection and submittal of all applicable finaled permits,
and the execution of the CERTIFICATION OF COMPLETION by the
contractor,homeowner, and WCHA; 4. Any cost increases
resulting from change-order additions to the contract
will be paid upon contract deadline and satisfactory job completion,
as defined in condition #3 and as a fourth payment; conversely,
any change-order decreases shall be deducted from the
contractor's third/final payment, as shall any late
penalties.
9206192
ljia POLICIES A AND PROCEDURES
VI* SECTION HOUSING AUTHORITY
WISUBJECTIIDe CDBG Management
COLORADODATE 7-27-92 PAGE 20
DESIGNATED AUTHORITY
5 . All amendments to the description of work/work
write-up shall be authorized by the WCHA in the form
of change-orders, and must be approved by the
• homeowner, contractor, and the WCHA in writing. No
change-order work may be performed until such
change-order documents has been signed by all parties
No payment requests will be approved for processing
for work which has not been inspected as
satisfactorily completed.
C. The WCHA staff responsible for the administration of
the CDBG Program are:
1. the DIRECTOR of WCHA;
2. the REHAB SPECIALIST;
3. the COMMUNITY SERVICES TECH; and
4. the Office Technician II.
D. The WCHA shall maintain accurate case files, reports
for each applicant. The case files shall consist of
personal data concerning each applicant and the
members of the applicant's household, and shall be
held in strict confidence. Information regarding
payment records, work write-ups, contract awards, and
bidding qualifications and procedures shall be made
available for public inspection at the offices of the
WCHA, located at 315 North 11th Avenue(the Walton
Building) in GREELEY, COLORADO, during regular
business hours by appointment. All files shall be
retained by the WCHA under the authority of the
RETENTION AND CUSTODIAL REQUIREMENTS for Records
section of the CDBG Grantee Handbook.
9=662
POLICIES AND PROCEDURES
41104 SECTION HOUSING AUTHORITY
WI5t3jEC CDBG Management
COLORADO DATE 7-27-92 PAGE 21
OUTREACH PROCEDURES
A. Information concerning CDBG Program goals, objectives
and guidelines and grant conditions have been and will
•
be distributed through civic, religious and social
organizations throughout the target area. Various
media resources will be utilized, as will door-to-door
outreach, to further publicize the program.
B. As a condition of the application submitted to the
Colorado Department of Local Affairs (DOLA) , the WCHA has at least one
public hearing in the target area, in order to familiarize its residents
with the CDBG Program's intent and the eligibility guidelines.
Before a Request for Release of Funds was submitted to the DOLA, a
public notice was published in the LONGMONT TIMES/CALL on January 24,
1992, which stated information regarding the program, and a deadline for
receipt of citizen comments and objections concerning the program. No
comments or objections were received.
920682
I(, POLICIES AND PROCEDURES
It \ 4,114 SECTION HOUSING AUTHORITY
�� ��• SUBJECT CDBG Management
COLORADO DATE 7-27-92 9AGE___22
APPLICATION PROCESSING
A. Applications for housing rehabilitation assistance
will be made available to all residents of the target
area. The length of the application period will be
determined by the WCHA staff, based on the size of
application pool after the time of initial outreach.
The application period may be extended or re-opened in
the event that an insufficient number of applicants
has been approved for assistance for the program year.
Dates of application acceptance and deadlines shall be
made public through local media resources.
B. A file will be established for each approved
applicant, which shall contain the following
paperwork:
1. application;
2. authorization for release of information;
3. verification forms for income, employment,
benefits,property ownership, mortage, assets, and
home owners insurance, credit history report;
4. lead based paint notice;
5. civil rights notice;
6. lien requirement notice;
7. temporary relocation notice;
8. HUD enviroment standards checklist;
9. enviromental review draw-down checklist;
10. photos of dwelling;
11. work write-up, notes, drawings;
12. applicant ranking form;
13. loan work sheet;
14. WCHA Board approval form;
15. contract between owner and contractor, with
additional conditions, addenum to the contract and
federal labor standards;
16. notice of recission;
17. proceed order;
18. affidavit of subcontractors;
19. change orders;
20. lien waivers;
21. payment record and payment documentation;
22. correspondence, including copy of client's letter
of determination;
23. inspection permits and certificate of
completion; and
24. project completion checklist.
92068.2
POLICIES AND PROCEDURES
411. SECTION HOUSING AUTHORITY
W I
a CARD Management
COLORADO DATE 7-27-92 PAGE 23
APPLICATION PROCESSING
C. Upon receipt of all requested verification, the WCHA
shall determine each applicant's eligibility, and
rank that applicant's need based on the date of
application receipt, the applicant's personal data,
and the initial inspection by the WCHA. All applicants
who are denied assistance shall be given the WCHA's
reasons for determination. Should a denied
applicant be in a situation considered rectifiable,
which would reactivate the application, s/he would be
given the opportunity to do so, and a redetermination
shall be made.
D. The WCHA and the locality's building inspector shall
conduct a preliminary inspection of the dwelling of
each approved applicant, and a preliminary work
write-up shall be prepared, based on the results of
this inspection. A walk-through inspection shall be
conducted for the benefit of local contractors wishing
to submit bids for the project. A final work write-up
shall be prepared based on any new information as a
result of the walk-through. The project shall
subsequently be bid out to; the general contractors
who attended the walk-through, or made alternative
arrangements.
920682
POLICIES AND PROCEDURES
71. ", SECTION Housing Authority
WISUBJECT CDBG Management
COLORADO DATE 7-27-92 PAGE 24
ELIGIBILITY REQUIREMENTS FOR CDBG ASSISTANCE
A. To be considered eligible for the CDBG program, an
applicant must own and occupy a residential
single-family dwelling in the designated target area.
to be considered owner of record, the applicant must
meet one of the following criteria:
1. The applicant must be listed as owner of the
property (and in cases of mobile homes, the
applicant must be listed as owner of mobile home
and the land on which it is located) on the WELD
COUNTY'S TAX ROLL. or possess a valid contract for
sale or DEED OF TRUST, each of which has been
recorded with the WELD COUNTY CLERK AND
RECORDER, which includes "reasonable rights of
redemption "and" quiet and peaceable possession of
the property",or
2. The applicant must possess a LIFE ESTATE,or Fee
Title evidenced by a WARRANTY DEED, OR QUIT CLAIM
DEED which has been filed for record with the WELD
COUNTY CLERK and RECORDER.
B. The identified property must not be located within the right-of-
way of any street, highway, or other public
right-of-way contemplated in the forseeable future.
Properties located in the 100-year floodplains, as
designated by FEMA maps and data provided by the
COLORADO WATER CONSERVATION BOARD, and as interpreted
and determined by WCHA staff, are not eligible for the CDBG Program.
C. The identified property must be considered
structurally sound for bringing other deficiencies
into compliance with all applicable codes and
standards, at a cost which is reasonable and
appropriate, giving consideration to the condition and
the value of the dwelling, and the availability of
funds. If the cost for rehabilitation is likely to
exceed 50% of the dwelling's assessed value, the WCHA
shall determine whether or not to proceed with rehab or address
alternatives to rehab, one being that the dwelling is
dilapidated beyond repair. Every effort will be made to assist any
displaced or potentially displaced family with alternative housing,
either directly or by referral.
D. The applicant must have either:
1. a 5% or $1,000 cash equity towards the purchase
price of the home (whichever is greater) ;or
920682
�l1 PR POLICIES AND PROCEDURES
AO L, SECTION HOUSING AUTHORITY
1111111c. SUBJECT mina Manag-meet
COLORADO DATE 7-27-92 PAGE 25
ELIGIBILITY REQUIREMENTS FOR CDBG ASSISTANCE
E. To qualify for rehabilitation assistance, all
applicants must meet the following HUD income
guidelines. These limits are for adjusted gross annual
income. A deduction against the adjusted gross annual
income will be applied in cases of continuing medical
expenses not covered by insurance, which exceed 3% of
the household's gross annual income.
LOW INCOME MODERATE INCOME
(50% of Area Median) (80% of Area Median)
one person $11,850 $19,000
two people $13,550 $21,700
three people $15,250 $24,400
four people $16,950 $27,100
five people $18,300 $29,300
six people $19,650 $31,450
seven people $21,000 $33,650
eight people $22,350 $35,800
F. Because CDBG funds are intended to serve low- and
moderate-income homeowners having no other means of
financing rehabilitation work, applicants with
substantial and available liquid resources will be
considered for assistance under the following
guidelines:
1. Applicants under the age of 62 having assets
of more than $5,000 will be required to contribute
the amount in excess of $5,000 toward the cost of
rehabilitation;
2. Applicants 62 years of age and older having assets
of more than $10,000 will be required to contribute
the amount in excess of $10,000 toward the cost of
rehabilitation.
The WCHA board reserves the right to waive any part of
this asset policy under extenuating circumstances as
presented to the WCHA Board and staff by an applicant.
920682
— �1n POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
�� ��• SUBJECT CDBG Management
COLORADODATE 7-27-92 ?AGE 26
ELIGIBILITY REQUIREMENTS FOR CDBG ASSISTANCE
G. The WCHA will rank clients using a point system
based on the following schedule:
•
Financial
Income at or below 50 15 pts
Assets $5,000 -$9,999 -5 pts
Assets over $10,000 -10 pts
Household Make-up
For each member age 62 or older 5 pts
For single, female head of household 5 pts
For Female head of household w/dependents 5 pts
For each household member 18 or younger 5 pts
For household w/disabled member 20 pts
Housing Condition
Plumbing Severe 10 pts
Electrical Moderate 5 pts
Heating Minor 3 pts
Structural Standard 0 pts
Overcrowding
other
Prior Assistance
Prior Award was $2,000 or less -10 pts
Prior Award over $2,000 -20 pts
Award was grant only -10 pts
All clients receiving more than 50 points will be
given a priority ranking. Those receiving less than
50 points will be put on a waiting list for future
consideration.
920682
tit POLICIES AND PROCEDURES
� 'i/
I/ '� � SECTION HOUSING AUTHORITY
�� ��• SUBJECT rABG Managpmpnr
COLORADO DATE 7-27-92 PAGE 27
CDBG REHABILITATION ASSISTANCE AMOUNTS
Once all eligibility requirements have been met by an
applicant and verified by WCHA staff, s/he will be
notified of approval for rehabilitation assistance,
based on the availability of funds. All rehabilitation
' deferred payment loans and non-deferred loans are subject
to the provisions of this MANAGEMENT PLAN.
A. All deferred payment loans and non-deferred loans
shall be secured by Promissory Notes and Deeds of
Trust, and, if applicable, Security Agreements,
which shall be in first or second position in the
chain of title. The WCHA Board reserves the right
to waive any part of this lien policy. Loans must
be re-paid in accordance with the terms of the
Promissory Note and the Truth in Lending Agreement.
B. Homeowners insurance coverage in an amount
suffient to cover the remaining balance of the
loan(s) must be maintained for the term of the
Note and Deed. In addition, the rehabbed unit must
continue to be occupied by the eligible homeowner
during the term of the Note and Deed.
owned and occupied for the terms of the liens.
C. The total costs of the rehabbed project shall be
considered as the total loan Deferred Payment Loans
and non-deferred Loans shall be provided as
follows:
1. Elderly, disabled or handicapped households
whose gross annual incomes are 50% or below 507
of the area's median income (as set forth by
HUD) are eligible for a 957 deferred payment
loan and a 5% non-deferred loan, based on the
costs of construction. Loans must be repaid over
a maximum term of two years at 3% interest;
2. Elderly, disabled or handicapped households
whose gross annual household incomes are between
51% and 60% are eligible for 80% deferred
payment loan and 20% non-deferred payment
loan, to be repaid over a term of three to four
years.
920682
tier POLICIES?OLICIES AND PROCEDURES
VSECTION HOUSING AUTHORITY
�� ��• Sum ECT CDBG Management
COLORADO DATE 7-27-92 ?AGE 28
CDBG REHABILITATION ASSISTANCE AMOUNTS
3. Elderly, disabled or handicapped households
whose gross annual household incomes are between
•
61% and 70% are eligible for 60% deferred
payment loan and 40% non-deferred loan,
repayable over a four-to-five year term at 3%
interest.
4. Elderly, disabled or handicapped households
whose gross household incomes are between 71%
and 80% are eligible for 50% deferred payment
loan and 50% loan, to be repaid over a five-year
term at 3% interest.
5. A deduction as provided under the Section 8
Existing program for minor children will be
applied toward each applicants gross annual
household income (after determining initial
income qualification) to determine the
applicants 's loan and deferred payment loan
percentages.
6. For other families who do not qualify as an
elderly, disabled or handicapped family, a
non-deferred loan at 3% interest shall be
provided. The term of the Note shall be
established by the Director of the Housing
Authority based upon the ability of the family
to repay the loan.
D. The CDBG program shall utilize the definition as
provided under the Section 8 program.
1. Elderly shall be considered as age 62
or over
2. a Disabled hosehold who has been
determined eligible for Social
Security Disability, SSI or Aid to the Needy
Disabled
3. Handicapped within the meaning of
Section 202 of the Housing Act of
1959; a handicapped person is one who
has a physical or mental impairment
which:
920682
I/7 POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SUBJECT CDBG Managempnr
COLORADO DATE 7-27-92 ?AGE 29
CDBG REHABILITATION ASSISTANCE AMOUNTS
a) is expected to be of long
continued and indefinite
•
duration,
b) substantially impedes his/her ability
to live independently; and
c) is of such a nature that such
disability could be improved by
suitable housing conditions.
E. If a debtor vacates or transfers ownership of his/her PROMISSORY NOTE
AND DEED OF TRUST prior to the maturity, the balance of the loan and
the deferred payment loan shall become immediately due and payable to
WCHA. If a joint owner dies or in some way becomes incapacitated, the
surviving spouse or lineal heir/s may assume the responsibilities of
the lien.
If a debtor vacates or transfers ownership of
his/her rehabilitated property under extenuating
circumstances, the WCHA Board reserves the right to
exercise the following options:
1. waive or defer the conditions of the Promissory
Note and Deed of Trust;
2. negotiate a percentage of the balance due; and/or
3. Provide for assumption of the loan to the new
owner at 3% interest.
The WCHA shall cancel the Promissory Note and have the
Public Trustee release the Deed of Trust for each
client when the conditions of each have been fully
satisfied by the debtor, surviving spouse of lineal
heir/s.
9.�0
'l/ o POLICIES AND PROCEDURES
`�
SECTION HOUSING AUTHORITY
SUBJECT CDBG Management
COLORADO DATE 7-27-92 PAGE 30
CDBG REHABILITATION ASSISTANCE AMOUNTS
F. No applicant may receive a grant/loan of more than
$10,000.00 unless:
1. $10,000.00 is insufficient to bring the property
up to local building codes and WCHA's minimum
property rehabilitation standards;
2. Every effort has been made by the applicant to
secure funding from other sources;
3. After review by the WCHA Board, a recommendation
has been made by the WCHA staff to provide
additional funds for the rehabilitation of the
applicant's dwelling; and/ or
4. In the event that alternative funding becomes
available to the applicant for rehabilitation,
s/he may be required to reimburse the WCHA for
any amount expended prior to alternative
fund availability.
5. Costs which exceed $10,000 shall be a 100% loan
based on the established interest rate. The term
of the combined loan may not exceed 5 years.
G. In the event that the applicant's dwelling is determined by the WCHA
and the local health department to be an immediate threat to the health
and safety of it's occupnts, the WCHA shall have the authority to use
CDBG funds for emergency repairs. The applicant must meet all
eligibility requirements of the CDBG Program, and the WCHA reserves the
right to waive prior verification of eligibility in cases of
immediate danger. Emergency repairs may not exceed $5,000.00 per
unit, and no applicant may receive more than one emergency
deferred payment
loan/non-deferred loan. CDBG Program deferred payment loan/non-deferred
loan percentages and conditions apply to CDBG emergency funds used.
H. The purpose of the Housing Reahabilitation program is to provide
decent, safe, and sanitary housing for low and moderate income persons
through the rehabilitation of owner-occupied dwellings, to a
condition which brings the unit into compliance with applicable County
Building standards of the Housing Authority.
92O682
- if ' POLICIES AND PROCEDURES
bf
l"'7 SECTION HOUSING AUTHORITY
SUBJECT CDBG Management
COLORADODATE 7-27-92 ?AGE 31
CDBG REHABILITATION ASSISTANCE AMOUNTS
Community Development Block Grant regulation require that when funds are
designated for the rehabilitation of properties fifty years of age and
older, prior review from the State Historical Society must be provided
so that a determination can be made whether the property is eligible for
inclusion in the National Register. Historically, properties which are
designated for inclusion require significant aesthetic rehabilitation
which can cause the cost of the project to exceed the budgeted amount.
Any project approved by the Colorado Historical Society for
inclusion in the National Register shall require the review and
approval of the Housing Authority Board prior to the approval of
a deferred payment loan or non-deferred loan. The Board shall
have the discretion to reject the project if it determines that
the rehabilitation of the project is not consistent with the
specified purpose of the program.
920682
,/ o POLICIES AND PROCEDURES
rip
SECTION HOUSING AUTHORITY
cSUBJECT CPRF Management
COLORADODATE 7-27-92 PAGE 32
CONTRACTOR QUALIFICATIONS :
A. Contractors must submit evidence of current worker's
compensation insurance coverage, naming the WCHA as
certificate holder for the duration of the project
(and contractors having no employees are exempt from
this requirement) ;
B. Contractor's must submit evidence of general liability
coverage, effective for the term of the project, which
covers:
1. $100,000 bodily injury and property damage(each
occurance)
2. $300,000 bodily injury and property
damage(aggregate) ,and
3. $100,000 personal injury;
C. Contractors must furnish three written references for
previous similiar work; and
D. Contractors must provide a letter of credit for
$10,000 with a local lending institution. An
alternative, may be to provide proff of lines of
credit with various suppliers and subcontractors,
sufficient to carry rehabilitation activities through
the term of the contract. No contract may be awarded
to any contractor who has not been cleared through the
STATE DEPARTMENT OF LOCAL AFFAIRS.
E. Contractors failing to meet any of these requirements
shall be considered unqualified, and their bids shall
be rejected.
9
POLICIES AND PROCEDURES
�.
SECTION HOUSING AUTHORITY
FYISUBJECT CDBG Management
COLORADO DATE 7-27-92 PAGE 33
CONTRACTOR SELECTION PROCEDURES
A. General contractors who attend a scheduled
walk-through and who sign in on the sign-up sheet
shall be invited to bid on the project. Contractors
who do not attend a walk-through are required to make
alternative arrangements through the WCHA prior to the
walk through in order to be invited to bid.
Subcontractors are also invited to
walk-throughs, although their bids must be submitted
directly to the general contractors. General
contractors shall be mailed bid packets, which contain
the invitation to bid, giving the date, time and
location of the bid opening; the instructions to
bidders, giving the requirements of acceptable bid
format;the bid and proposal form, on which the general
contractor shall declare the lump sum bid price and
all subcontractors, names, and addresses; and a copy
of the final work write-up, giving all line item bid
prices requested. Contractor's bids will be
evaluated on the basis of:
1. the contractor' s ability to complete
the project in a timely manner;
2. the most responsive and responsible
bid;
3. the Housing Authority's project cost
determinations.
The homeowner shall have the right to select the most
responsive and responsible bid. Any or all bids may be
rejected by the homeowner for any reason. If a low bid
is submitted by an unqualified contractor, his/her bid
shall be rejected, and the other bids may be
reconsidered. The WCHA and it's Board reserve the
right to enforce compliance with all the provisions of
the GENERAL CONTRACTOR'S CERTIFICATE OF PARTICIPATION.
B. The WCHA Board shall give the staff of the WCHA the
right to use it's discretion in disallowing the bids
of any general contractor who is simultaneously
in-progress with two or more projects under the CDBG
Program.
920682
//N POLICIES AND PROCEDURES
rnt f a�
i im; 1 SECTION HOUSING AUTHORITY
11111 . SUBJECT cnnn Management
DATE 7-27-92 ?AGE 34
COLORADO
CONTRACTOR SELECTION PROCEDURES
The purpose of this policy is to ensure that
a general contractor' s obligations are met with regard to
contractual deadlines and quality of workmanship;
further, this policy ensures that the WCHA acting as
program administrator under WELD COUNTY, meets it's
contractual obligations and deadline with the STATE OF
COLORADO. This policy may be waived or enforced, at
the WCHA' s discretion, based on, in part, such
factor's as the size and estimated duration of a
project under bid, and the capacity of a general
contractor to complete a project on schedule. Proceed
Orders and/or contract deadlines may be amended to
allow for simultaneous projects using the same general
contractor.
C. Each participating general contractor must have
signed a GENERAL CONTRACTOR'S CERTIFICATE TO
PARTICIPATE prior to signing a housing
rehabilitation contract with a homeowner.
920682
{ t POLICIES AND PROCEDURES
mil V
'r 1 SECTION HOUSING AUTHORITY
WISUEJECT1111C. CDBG Management
COLORADO GATE 7-27-92 ?AGE 35
REHABILITATION PROCEDURES:
Once a qualified contractor has been selected for a
job, a meeting shall be conducted at the homeowners
home, with the homeowner, contractor and WCHA
staff in attendance. All contract documents shall
be reviewed, and their execution by the homeowner
shall be witnessed by the WCHA. Any changes to the
final work write-up shall be in the form of change
orders, which are agreed to and signed by all parties.
A proceed order shall be signed, indicating the
start-up of the rehab work. The contract stipulates
penalties assessed the general contractor for delays
which are not approved in writing by the WCHA and the
homeowner. The homeowner shall be issued a notice of
recission, effective for three businesss days from the
date of execution of the documents.The homeowner shall
be required to sign a Deed of Trust and Promissory
Note as lien documents, prior to signing the contract
with the general contractor. The Deed of Trust and
Promissory Note will be retained by the Housing
Authority until the completion of the project. Should
the contract amount change, a revised Deed and Note
will be executed by the homeowner(s) . Upon completion
of the project the Note and Deed shall be filed with
the WELD COUNTY CLERK AND RECORDER. Frequent
inspections of on-going work shall be conducted by the
Housing Authority to ensure code and contract
compliance. All work is covered by a one-year
warranty.
920682
t a POLICIES AND PROCEDURES
„Atli'I lallog SECTION HOUSING AUTHORITY
IIIIIDC. SUBJt4T !`T1R(' M•• a .., „r
COLORADO
DATE 7-27-92 PAGE 36
CDBG REHABILITATION ASSISTANCE CONDITIONS
A. In cases for which it has been determined by the WCHA
that the applicant's continued residence during the
• period of rehab activities would be detrimental to the
completion of the work, or would pose a threat to the
health and safety of the household members, the
occupants will be encouraged to relocate for the
duration of the rehabilitation activities. In the
event that relocation is necessary, the WCHA will
follow the procedures set forth in the Uniform
Relocation Act of 1970, Title II, and it's policies
regarding conditions and monetary assistance
under the WCHA's Temporary Relocation Assistance
policies. In the event that the applicant refuses to
relocate, as determined necessary by the WCHA, the
WCHA reserves the right to deny any assistance to the
applicant.
B. Each recipient of CDBG Program assistance will be required
to execute a Deed of Trust and Promissory Note for the
amount of the rehabilitation deferred payment loan and non-deferred
loan. These instruments will be filed for record with the Weld County
Clerk and Recorder. Property liens will be enforced, pursuant to
conditions set forth in the Deed of Trust, Promissory Note, Truth-in-
Lending Agreement, any applicable Security Agreement, and the conditions
outlined in Sections V and XV of this Management Plan.
9206192
.. / t/ a- POLICIES AND PROCEDURES
,, .V
SECTION HOUSING AUTHORITY
Wine
SUBJECT CDBG Management
COLORADO DATE 7-27-92 PAGE 37
Contracting Rehabilitation Work
This section sets forth requirements and procedures
•
with respect to construction contracts for
•
rehabilitation financed through a deferred payment
loan and/or non-deferred loan and shall be undertaken
only through a written contract between the contractor
and the recipient of the loan. The Housing Authority
shall assist the recipient in arranging for and
obtaining an acceptable rehabilitation contract.
A. Form of Contract
The housing rehabilitation contract shall consist
of:
1. The Contract Document;
2. The Addendum to the Contract;
3. The bid proposal from the contractor; and
4. The final work write-up as approved by the
homeowner.
92068.2
if POLICIES AND PROCEDURES
i
SECTION HOUSING AUTHORITY
SUBJECT cnRG Manag mont
COLORADO DATE i-27-92 ?AGE 38
Alternative Self-Help Contract
As an alternative to contracting rehabilitation work, a recipient may be
allowed to serve as contractor for his own project under the following
conditions:
A. If it can be determined that by serving as
contractor the project can be completed at less cost
than by awarding the contract to a private
contractor;
B. It can be clearly demonstrated that the recipient
has the technical skills to complete the project in
a timely manner; and
C. The recipient can demonstrate that they have a line
of credit to purchase the material.
920662
POLICIES AND PROCEDURES
(Ea
SECTION HOUSING AUTHORITY
WIIIDe SUBJECT CDBG MANAGEMENT
COLORADO DATE 7-27-92 PAGE 39
CONTRACTOR DEBARMENT •
General Contractors may be debarred from the Weld County Housing Rehabilitation
for the following reasons:
A. Substandard quality of work on projects as awarded through the program
B. Confirmed complaints from homeowners concerning:
1. Derogatory comments toward homeowners or family members
regarding:
a. Worthiness for assistance
b. Living habits
c. Race, sex, religion, color, national origin, handicapped
status or familial status
C. Noncompliance with contractual provisions regarding:
1. Unauthorized deviation from the work write-up
2. Violation of the Federal Labor Standards
3. Falsification of program documents, including but not limited to
lien waivers
4. Failure to keep a project free from any and all liens, claims
and judgements
5. Failure to adhere to all program policies and procedures
6. Bid collusion between contractors or program fraud.
Prior to debarment, the General Contractor shall have a right to a hearing before
the Weld County Housing Authority. A hearing must be requested no later than
fourteen (14) days prior to the effective date of debarment. Hearings will be
held in accordance with the General Procedures for adjudicatory type hearings.
The decision of the Housing Authority shall be final.
When staff has given a contractor certified to participate in WCHA projects a
Notice of Intent to Debar and Decertify, the contractor shall have the right to
an informal hearing before the Weld County Housing Authority. The contractor
must request an informal hearing within fourteen days after the mailing by
certified mail, return receipt requested of the Notice of Intent to Debar from
WCHA staff. The Board will make a written determination of the decision within
ten (10) days after the hearing. Grounds for debarment shall be those set forth
in the General Contractors Certificate of Participation. The hearing procedure
shall be as set forth in the "General Procedures for Adjudicatory type hearings".
920652
//, POLICIES AND PROCEDURES
4O3SECTION HOUSING AUTHORITY
SUBJECT CDBG MANAGEMENT
COLORADO DATE 7-27-92 PAGE 40
CDBG TEMPORARY RELOCATION ASSISTANCE
A. The Housing Authority will determine if a temporary move is required in order
to facilitate the rehabilitation of the dwelling.
B.,: The following factors will be considered before approving a temporary move:
1. The number of people to be moved
2. The date of move-out
3. The length of time of the temporary relocation
4. Whether household items need to be moved
C. The Housing Authority will determine the number of bedrooms necessary for the
family and establish the minimum amount of rental cost that it will pay. The
Housing Authority will utilize the Section 8 Voucher Program criteria to
determine the amount of rent paid by the Housing Authority. The Housing
Authority will not be responsible for the cost of temporary housing beyond
the period necessary for the rehabilitation of the dwelling.
D. The Housing Authority will not be responsible for the payment of any security
deposit.
E. It shall be the responsibility of the family to locate the their own
temporary housing. All units must meet the Housing Quality Standards of the
Section 8 Program. The Housing Authority will not be responsible for the
payment of rent on a temporary replacement dwelling that has not been
approved by the Housing Authority.
92
i{j ,� POLICIES AND PROCEDURES
6
i1
SECTION HOUSING AUTHORITY
Wine SUBJECT CDBG MANAGEMENT
DATE 7-27-92 PAGE 41
COLORADO
CDBG TEMPORARY RELOCATION ASSISTANCE
F. If household items are to be moved, the Housing Authority will pay for the
costs of moving, provided that the costs are reasonable.
G. If household items are moved into non-commercial storage, such as a friend's
garage, etc. , the Housing Authority will pay a maximum of $25.00 per month
for storage. The Housing Authority will pay the actual cost of commercial
storage provided that the arrangement has been approved by the Housing
Authority in advance of the move.
H. Families who move will be temporarily relocated and will be responsible for
removing all trash and refuse, which inhibits the rehabilitation of their
dwelling, from their property prior to moving. Failure to do so may result
in denial of the rehabilitation assistance.
I. The assisted family is responsible for maintaining utility services during
the rehabilitation of their dwelling.
J. The family shall be responsible for disconnecting and removing all
appliances.
K. The Housing Authority does not guarantee that it will pay for all costs
incurred as a result of temporary relocation.
920662
!(� o• POLICIES AND PROCEDURES
#06- lAPRSECTION Housing Athority
SUBJECT CDBG Management
COLORADO DATE 7/27/92 PAGE 42
APPEALS PROCEDURES:
•
If an applicant has a grievance concerning the actions of
• the WCHA staff, or the procedures of the WCHA or the CDBG
Program with regard to his/her application for assistance
the grievance shall forward such complaint to the
Director of the Housing Authority. If, after contact with
Director, the applicant wishes to appeal any decision,
the applicant is required to submit a written request to
appeal, stating all perintent information, complaints,
comments, and relief sought, to the WCHA's Board. The
Board shall hold a hearing with the applicant and WCHA
staff in attendance. The Board shall make a determination
based on the findings of the hearing, and mail such
information to the applicant. A copy of this written
information shall be kept on file at the WCHA offices.
All WCHA Board determinations are final.
920
POLICIES AND PROCEDURES
SECT=ON HOUSING AUTHORITY
SUBJECT CDBG Management
COLORADODATE 7-27-92 PAGE 43
LOAN ADMINISTRATION:
All loans and deferred payment loans are administered by
the Weld County Housing Authority staff. Updated file
and computer records shall be maintained to reflect
client loan payments. All payment accounts shall be
established through the Weld County Accounts Receivable
system. Payments from clients shall be made directly to
the accounts receivable system Delinquent accounts shall
be assessed late fees, not to exceed thirty percent of
the monthly loan payment as agreed to in the client's
signed Truth-in-Lending Agreement (which outlines all
specific loan terms) . Clients in delinquent of default
status shall be notified of such status in writing, and
shall be given the opportunity to rectify their status,
and/or make alternative payment arrangements. Failure on
the part of the client to rectify default or delinquent
loan status, after two month' s arrearage in which time
the WCHA has contacted the client in writing, shall
result in lien enforcement. Client shall be notified in
writing of the commencement of foreclosure proceedings
by the WELD COUNTY'S ATTORNEY'S OFFICE.
920682
POLICIES AND PROCEDURES
SECT-ON HOUSING AUTHORITY
1111111€. SUBJECT CDRG Manag-ment
COLORADODATE 7-27-92 ?AGE 44
EMERGENCY REHABILITATION ASSISTANCE (ERA) PROGRAM
In the event that the applicant's dwelling is determined by the WCHA and the
totality's building inspector and/or the local health department to be an
immediate threat to the health and safety of its occupants, and the
applicant lives in WELD COUNTY, but outside the CDBG Program target area
exclusive of the city of Greeley) s/he may be eligible for ERA Program funds.
Though a separate program from the CDBG Program, the ERA Program shares some of
the same eligibility requirements and policies, as follows:
A. Applicants must meet the income eligibility
guidelines as set forth in the CDBG Program
requirements.
B. The CDBG Program's asset policy is applicable to ERA
Program applicants;
C. Verification of all personal data of applicant's
household members is required. However, the WCHA
reserves the right to waive verification prior to
approval of assistance, in cases of immediate
danger;
D. Homeowners insurance shall be required for
assistance of $2,000 or more;
E. Properties located in 100 year floodplains are
ineligible;
F. Emergency assistance may not exceed $5,000;
G. No applicant may receive more than one ERA
deferred payment loan/non deferred payment loan;
H. Applicant's for ERA funds who have received previous
assistance through the CDBG Program or DOH funds
will be required to repay 100% of ERA funds;
I. CDBG deferred payment loans/non-deferred loan
percentages and conditions apply to ERA funds. The
WCHA reserves the right to waive any loans;
J. Applicant's receiving $2,000 or more in ERA
assistance will be required to execute Promissory
920682
POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SuB,:ECT CDBG Management
COLORADO DATE 7-27-92 ?AGE 45
EMERGENCY REHABILITATION ASSISTANCE (ERA) PROGRAM
Note and Deed of Trust, which shall mature at the
end of the loan terms;
K. Applicants are required to secure two bids (WCHA
may secure these to expidite the process) for
emergency work and submit them to the WCHA, which
will choose the low bid and arrange for contract
signing between the homeowner and the contractor.
The WCHA staff reserves the right to solicit bids
instead, based on brief work write-ups and
emergency.
L. Fees charged for bids are not eligibile costs under
the ERA Program;
M. Contractors participating in the ERA Program are
not required to meet CDBG contractor standards. The
WCHA staff reserves the right to request references
and other information of contractors under
consideration, and to bar from consideration any
contractor which it feels cannot perform such work
as required to standards of the WCHA and the
locality.
N. An emergency situation shall be defined as one in
which there exists an imminent and correctable
threat to the health and safety of the
occupants, who were not the cause, either through
negligence or abuse, and who were aware of such
situations for fewer than three months, unless such
situation could not be determined sooner (due to
weather,etc. ) the WCHA reserves the right to
solicit the assistance and expertise of outside
resources to make such a determination of emergency
status before approval of any assistance.
roil/ a POLICIES AND PROCEDURES
AIR
SECTION HOUSING AUTHORITY
WISUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 46
STATEMENT OF OVERALL APPROACH AND OBJECTIVE
The Weld County Housing Authority will administer the Section 8 Program in a
mariner that will ensure consistent and fair treatment to all persons . The
Housing Authority will not discriminate in the treatment and any applicant or
participant because of race, religion, color, national origin, creed, sex, age,
or handicap or familial status. The Housing Authority is bound by the
nondiscrimination requirements of Federal, State, or local law. The Weld County
Housing Authority will abide by the nondiscrimination requirements of:
A. Title VI of the Civil Rights Act of 1964, which prohibits
discrimination based on race, color, or national origin in
programs receiving Federal financial assistance;
B. Fair Housing Act of 1988 24 C.F.R. Section 100.50, which
prohibits discrimination based on race, color, religion,
national origion sex, handicapped status or familial status in
the sale , rental, or advertising of housing.
C. Section 504 of the Rehabilitation Act Of 1973, which prohibits
discrimination based on handicap in programs receiving Federal
financial assistance; and
D. The Age Discrimination Act of 1975, which prohibits
discrimination based on age in programs receiving;
982
(/ p POLICIES AND PROCEDURES
to
ACI41.4 SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
�����• DATE 7-27-92 ?AGE 47
COLORADO
APPLICABLE FEDERAL REGULATIONS
HUD'Regulations Part 882; Section 8 Housing Assistance Payments Program -Existing
Housing, Part 813; "Definition of Income Limits, Rent and Reexamination", Part
888; "Section 8 Existing HAP Contract Rental Annual Adjustment Factors, Part 812;
"Definition of Family" and Fair Market Rent Schedules, as well as all HUD
required forms will be applied in the administration of the Section 8 Certificate
Program. The Section 8 Voucher Program is regulated per 24 C.F.R Part 887
920682
241) na POLICIES AND PROCEDURES
T'7
SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 48
APPLICATION PROCESS
Tenant Application. Applications may be requested by telephone or may be
requested by the applicant at our office located at 315 North 11 Avenue, Greeley,
Colorado. All persons must submit a completed application to be considered
eligible for a Section 8 Certificate or Voucher. All applicants will be informed
of the federal preferences at
the time of application.
The Housing Authority Board may determine to suspend the acceptance of
applications for all or certain bedroom sizes when the list grows to the point
where a family cannot expect to be issued, either a Certificate or a Voucher
within twelve months. In accordance with HUD regulations WCHA provides public
notice of the suspension of the acceptance of applications and the effective date
of that suspension by newspaper publication. In addition, county referral
agencies will be concurrently notified of the suspension of the acceptance of
application.
9Z
`f'4 POLICIES AND PROCEDURES
l � SECTION HOUSING AUTHORITY
WIkile. SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 49
ELIGIBILITY DETERMINATION
A. Once an application is received by WCHA, the eligibility of the
applicant will be determined through our verification process. All
applicants must sign an authorization form to verify any and all
' information pertinent to their eligibility determination. (#3) .
1. Assets: assets/resources of applicants and household
members
will only be verified by a third party source. Acceptable
documents:
a. Bank statements
b. Assessors statements
c. Copies of asset documents
d. Weld County case file records
2. Income: Acceptable documents:
a. TPQY (Social Security and SSI)
b. Public Assistance Payroll data showing
amount,name of payee and warrant date.
c. Copy of check stubs
d. Statement from employer
e. Statement from assistance agency
f. Idex, (wage data, UI, work comp. )
g. Self employment records
3. Child Care: Acceptable documents:
a. Statement from provider
b. Statement from social service agency
c. Copies of endorsed checks.
92O682
(if POLICIES AND PROCEDURES
•
Arei s
Il4,611SECTION HOUSING AUTHORITY
ISUBJECT Section 8 Manayen- .
COLORADO DATE 7-27-92 ?AGE 5n
ELIGIBILITY DETERMINATION
4. Medical expenses: Acceptable documents:
a. Statement from provider
b. Copies of cancelled checks
c. Copies of policies for health insurance
5. Attendant care: Acceptable documents:
a. Copies of cancelled checks
b. Statements for service providers
B. The Applicant must qualify as a family. A family consists of:
1. Two or more persons who have a family type
relationship; or
2. A single person who is:
a. Eligible by age (62 or over) to receive old age
benefits under Title II of the Social Security
Act; or
b. Handicapped within the meaning of Section 202
of the Housing Act of 1959; a handicapped
person is one who has a physical or mental
impairment which:
1) is expected to be of long continued and
indefinite duration,
2) substantially impedes his/her ability
to live independently; and
3) is of such a nature that such
disability could be improved by
suitable housing conditions.
c. Displaced by governmental action or when his or
her dwelling has been extensively damaged, and
recognized as a Federal Disaster (If an
applicant claims displacement status, the
applicant shall provide documentation to
confirm the displacement) ; or
4 l i POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
WISUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 51
ELIGIBILITY DETERMINATION
d. Disabled within the meaning of Section 223 of the Social
Security Act or Section 102 (b) (5) of the Developmental
Disabilities Services and Facilities Construction Amendments
1970 or meeting the disability definition of the State Aid to
the Needy Disabled Program (AND)
e. A single pregnant woman
3. Remaining member of a tenant family.
C. INCOME CRITERIA. Very Low Income Family. In order for a family to
qualify for the Section 8 Program, the family's annual income may not
exceed 50% of the median income as determined by HUD for the area
(#4) .
1. An exception to the Very Low income rule applies to
lower income families displaced by rental rehabilitation action
under 24 CFR Part 511. A lower income family in a rental
rehabilitation project that is forced to vacate as a result of
physical construction, housing overcrowding or a change in the use
of the unit is considerd displaced;or
2. The family has been continuously assisted under the
1937 Act.
.92O682
POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 52
ELIGIBILITY DETERMINATION
D. Approval/Denial Process:
1. Once the eligibility of the household has been
determined:
a. Ineligible households will be notified in
writing as to the status of their application and reason for
denial(#5) . A denied applicant may request and receive an
informal hearing with the Executive Director serving as
hearing officer. (See Procedures for Conducting Informal
Hearings) . Should the applicant disagree with the decision of
the hearing officer, the applicant may appeal to the Board of
Directors of the Weld County Housing Authority.
b. Eligible applicants will be notified in writing of their
eligibility for the Section 8 Program(#6) and be placed on the
appropriate waiting list based on family size and be provided
with an approximate date when a Certificate/Voucher will be
available. Applicants will be advised that placement on the
waiting list is no assurance that they will be eligible when
formal eligiblity is determined, at the time of the issuance
of a Certificate/Voucher.
noes?
ff_a POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
Section 8 Mangement
ISUBJECT
DATE 7-27-92 PAGE
COLORADO S3
WAITING LIST AND PROGRAM PREFERENCES
A;' Priority Status. As indicated in Section c(l) (b) , eligible
applicants on the waiting list will be offered a certificate or
voucher on a first come first serve basis based on the following
policy:
1. The Weld County Housing Authority in compliance with
Federal Register dated January 15, 1988, provides
preference to applicants who:
a. Is or will be involuntarily displaced as a
result of:
1. A disaster such as fire or flood that
results in the inhabitability of an
applicant unit . or
2. An activity carried out by an agency of
the United States or by any State or
Local governmental body or agency in
connection with code enforement or a
public improvement or development
program; or
3. An action by a housing owner that
results in the applicant' s having to
vacate the unit, where:
a. the reason for the owner's action
of the applicants's ability to
control or prevent;
b. the action occurs despite an
applicants's having met all
previously imposed conditions
of occupancy; and
c. the action taken is other
than a rent increase
POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
II SUBJECT Section 8 Management
C
COLORADO DATE 7-27-92 PAGE 54
WAITING LIST AND PROGRAM PREFERENCES
4. An applicant is also displaced if
a. the applicant has vacated his or her
housing unit as a result of actual or
threatened physical violence directed
against the applicant or one or more
members of the applicant's family by
a spouse or other member of the
applicants household; or
b. the applicant lives in housing with
an individual who engages in such
violence.
Si. The applicant lives in housing which is substandard as a result of the unit:
1. being dilapidated;
2. not having operable ind000r plumbing
3. not having a usable flush toilet inside the unit for the
exclusive use of the family;
4. not having a usable bathtub or shower inside the unit for
the exclusive use of the family;
5. not having electricity or the unit has inadequate or unsafe
electricity;
6. not having a safe or adquate source of heat;
7. not having a kitchen;
8. being declared unfit for habitation by an agency or unit of
local government.
92O662
{1J POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
MaeSUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 55
WAITING LIST AND PROGRAM PREFERENCES
B2. An applicant who is a "Homeless Family" is also considered as living in
substandard housing. A "Homeless family" includes any individual or family
who:
1. Lacks a fixed, regular and adequate nighttime residence; or
2. Has a primary residence that is:
a. a supervised shelter designed to provide temporary living quarters
b. an institution that provides shelter to individuals intended to
be institutionalized; or
c. a public or private place not designed for, or ordinarily used as
a regular sleeping accommodations for human beings.
C. The applicant is paying more than 50% of family income for rent
(including utility costs)
1. The rent shall be determined as the actual amount due to a landlord
under a lease or rental agreement ;and
2. Either the utility allowance for tenant paid utilities and
services, or:
a. If the family chooses, the average monthly utility payments made
by the family for the most recent 12 month or shorter period , if
information is not available for the entire period.
9205ri�Ti2
‘let A POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SUBJECT Section Management
COLORADO DATE 7-27-92 PAGE 56
WAITING LIST AND PROGRAM PREFERENCES
3. For purposes of calculating rent under this paragraph,
amounts paid to or on behalf of a family under any
energy assistance program must be subtracted from the
otherwise applicable rental amount to the extent that they
are not included in the family's income.
4. In the case of an applicant who owns a mobile home but who
rents the space upon which it is located rent shall include
the payment to amortize the purchase price of the home, as
calculated by HUD regulations.
D. Residents of our jurisdiction shall receive local preference in the
issuance of Vouchers or Certificates. Applicants who are working or have been
notified that they are hired to work within our jurisdiction shall be
considered as meeting the residency criteria. Residency shall not be based
on any length of time, however, the applicant must meet the residency criteria
at the time of issuance of the Voucher or Certificate in order to be
considered for this preference. Applicants who are homeless in Weld County
will be construed as meeting the residency requirement.
E. All applicants for the Section 8 Existing Program will receive a ranking point
score based on the following system:
Displacement Status--15 Points
Flood/fire displacement--additional 10 points
Substandard Housing-- 10 Points
Homeless Family-- additional 5 Points
Condemnation-- additional 15 Points
Paying 50% of income toward rent-- 10 Points
Residents of our jurisdiction--additonal 6 Points
Persons selected for participation in the Weld County NEW
DIRECTIONS PROGRAM-3 additonal Points
Other than above 0 Points
s
II! POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
�11k SUBJECT Section 8 Management
OLORADO DATE 7-27-92 PAGE 57
WAITING LIST AND PROGRAM PREFERENCES
Applicants with the highest ranking score will be issued a Certificate/Voucher
first. After consideration of the preferences stated here, time and date will be
the factors in determining order of admission. A family may certify that
they are eligible for any or all preferences at the time that they complete the
application or any time thereafter.
F. The Weld County Housing Authority has choosen to reserve 10% of Certificates
/ Vouchers issued for the prior fiscal year for applicants who do not meet a
federal preference.
Based on the 10% per cent authority above, an applicant that does not qualify
for a federal preference but has been approved for participation through the
County NEW DIRECTIONS Program will be offered a Certificate or Voucher after
they have been selected for participation in the program by the Weld County
Department of Social Services and upon being determined eligible for the
Section 8 Program. Clients selected through the NEW DIRECTIONS Program shall
remain eligible for participation in the Section 8 Program until they are no
longer eligible for housing assistance payments or until their termination
from the Section 8 program.
G. Rental Rehabilitation Program Requirements
1. A Rental Rehabilitation family who has been displaced
due to physical construction, overcrowding or change in
use of the unit will be given a priority over all other
Federal preferenced applicants.
For tenants who already occupy units that are approved through the rental
rehabilitation program, they may either choose to remain in a rehabilitated unit
or move to another unit within the jurisdiction of the Housing Authority or to
another jurisdiction if approved consistent with the portability provision of the
regulations.
92z
fir"‘jz POLICIES AND PROCEDURES
(� � SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 58
Purging Policy
A. Periodically, the Housing Authority will send letters to
applicant households to determine if they are still interested in
remaining on the waiting list (#7) . The intent of this policy is
to assure that the waiting list represents an accurate indicator
of families who are truly interested in participating in the
program. If an applicant household does not respond to the
letter within thirty (30) days or if the letter is returned as
undeliverable based on the most current address provided by the
applicant, the applicant is removed from the waiting list. If at
a later date the applicant wishes to be considered for the
program, they must reapply .
If an applicant is notified that a certificate/voucher is
available, he must respond to the notice within ten (10) days of
the mailing date. If we do not receive a response, the applicant
will be removed from the waiting list unless extenuating
circumstances prevailed which prevented the applicant from
notifying our office. The Executive Director will determine if
the reason(s) for the applicant is (are) acceptable.
Applicants who are issued a Certificate or Voucher and do not
submit a Request for Lease Approval for an eligible unit within
the allowed sixty (60) day period and do not ask for or are not
approved for an extension of time, will be removed from the
waiting list. Any such households must reapply for the program.
J2
POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SUBJECT Sa^*2or 8 Management
COLORADO DATE 7-27-92 PAGE 59
Briefing Families and Issuing Certificates
A. All families who are offered a Certificate or Voucher will
be required to attend a briefing session detailing the key
provisions of the Section 8 Certificate or Voucher Programs.
families who do not attend briefing sessions will not be issued a
Certificate/Voucher. Briefing sessions will address the
responsibilities of the family as well as requirements outlined in
882.109 B 1-10. Items to be addressed include:
1. how they go about finding a unit
2. finders keepers policy
3. the Fair Market Rent, Total Tenant Payment, Utility
4. Allowances, Tenant Payment
5. how to recognize discrimination
6. responsibilities under the lease
7. lead based paint hazards
8. security deposit provisions
9. reporting changes and reimbursement policy
If an applicant is determined to have difficulty in locating a unit,
assistance can be arranged either through the housing authority staff or a
referral source. As part of the certificate/voucher issuing process, clients
will be required to sign a form delineating their responsibilities under the
Section 8 Program.
Participants of the Voucher Program will be briefed on the distinctions
between the two programs. In addition to the items outlined in 882.209 B 1-
10, participants will be briefed on the following:
1. Expiration of housing vouchers
2. Portability
3. Shopping Incentives
4. Minimum Total Tenant Payment
5. Determination of HAP
6. Function of the Applicable Payment Standard
9206132
KAif POLICIES AND PROCEDURES
7„,
SECTION HOUSING AUTHORITY
1111111€. SUBJECT SPctU n. 8 Management-
COLORADO DATE 7-27-92 PAGE 60
Briefing Families and Issuing Certificates
As part of the briefing procedure certificate/voucher holders will be
provided a "packet" of written material as outlined in Section 882.109 b
1-10 and 887. 161, respectively. The packet, in addition to the above shall
contain a listing of properties rehabed through the Rental Rehabilitation
program. The Weld County Housing Authority reserves the right to over-
issue Certificates and/or Voucher based upon the lease-up experience of
the program and also consistent with the budget authority and
regulations governing the program(s) . Outstanding Certificates/Vouchers
will be honored on a first come first serve basis consistent with this
policy. Certificate/Vouchers holders affected by this policy will be
placed back on the waiting list and will be reissued the next available
Certificate/Voucher on a first come first serve basis.
B. Extension of Certificate or Voucher.
Families will be allowed sixty (60) days to locate a unit. Families who
do not find a unit prior to the 60 day period are required to submit a
written request for an extension. This request must contain an accurate
explanation of why they were not successful in locating a unit. An
extension will only be approved if extenuating circumstances existed which
prevented them from finding a unit. The Executive Director will determine
if the reason(s) for the inability to locate a unit warrant extending the
Certificate or Voucher time. No certificate/voucher holder will be
approved for an extension if they have not advised our office prior to the
expiring of the certificate/voucher of their difficulties in locating a
unit.
920682
{f 3 POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 61
Occupancy Standards
As a policy, the Weld County Housing Authority will issue the minimal size of
Certificate/Voucher. The following standards shall govern the issuance of
certificate/voucher size.
CERTIFICATE/VOUCHER SIZE NUMBER OF PERSONS
One Bedroom Maximum 2 persons
Two Bedroom Maximum 4 persons
Three Bedroom Maximum 6 persons
Four Bedroom Maximum 8 persons.
A. Applicant flexibility on unit size actually selected for Rental.
1. Larger-Sized Units. The family may select a larger
sized unit provided that the gross rent does not exceed
the Fair Market Rent for the certificate size assigned.
Under the Voucher program the maximum subsidy may not
exceed the Payment Standard based on the Voucher size.
2. Smaller Sized Units. The family may select a
smaller unit than assigned on the Certificate/
Voucher as long as there is at least one bedroom
or living/sleeping room for each two persons in
the household.
In some cases, the relationship, age, sex or handicap of the family may warrant
the assignment of a larger unit size than that which would be assigned under
the above occupancy standards. The Executive Director will make the final
determination to issue a larger size Certificate/Voucher based on Housing
Authority policy.
920682
c �� POLICIES AND PROCEDURES
‘ib
� SECTION HOUSING AUTHORITY
111111 . SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 62
Housing Quality
The WCHA will be using the Acceptability Criteria as outlined in 24 C.F.R 882.109
for the Certificate Program and 24 C.F.R. 251 for the Voucher Program. HUD form
HUD 52580, "Dwelling Unit Inspection Report Booklet" serves as the documentation
vehicle. Mobile home pad rent is not an eligible item under the Housing
Voucher Program.
Single room occupancy housing will not be approved at this point under the
voucher program.
92°66z
1/ POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
Ic1111e. SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 63
Lease Approval and Housing Assistance Payments Contract
Once a family finds a unit which passes the required inspection, a lease may be
approved. Approval involves ensuring that the contract rent is reasonable and
not, above the fair market rents, unless an exception is approvable by HUD
regulation. It includes ensuring that the term is at least one (1) year, but not
more than the ACC expiration date; that it includes required provisions in HUD
regulation, Part 813, Appendix VII. After the WCHA approves a lease, an
explanation of the HAP Contract must be provided to the family and owner with
careful attention given to outlining the responsibilities of each party.
Although the rent reasonableness test and the fair market limitation does not
apply to the Housing Voucher Program, the Housing Authority will advise the
family if the rent charged for unit located under the Voucher Program is
reasonable in relation to comparable units and must, if requested assist the
family in negotiating a reasonable rent. We will determine the reasonableness of
the rent by comparing it to the previous rent of the same unit, to rents of other
units in the building, and to our general experience with rents in the area in
order to meet the Rent Reasonableness requirement of the Certificate Program.
The owner may not terminate the tenancy during the first year except for family
malfeasance or nonfeasance.
lug
POLICIES AND PROCEDURES
�K
i SECTION HOUSING AUTHORITY
���1� �• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 64
Total Tenant Payment, Security Deposit and Utility Reimbursement
1. Total Tenant Payment. The total tenant payment for the
Section 8 Voucher and Section 8 Certificate Program will be
calculated using current HUD guidelines.
2. Security Deposits. Families participating in the Section 8
Certificate or Voucher Program will be required to pay a
security deposit when they move into a unit. The security
deposit will be the greater of thirty percent of monthly
adjusted income or $50.OO,whichever is greater. If the tenant is
is living in the unit prior to the issuance of the
Certificate/Voucher, the deposit paid initially by the family may not
be less than required under provisions of the Section 8 program.
3. Utility Reimbursement. If the Total Tenant Payment is less than the
utility allowance provided to the family the difference will be sent
to the family or if the family wishes, to the utility company/primary
heat provider. If they choose to have the payment sent directly to
themselves and are subsequently "shut off" the unit will then be
considered substandard and housing assistance will be terminated per
HUD rules.
_ 1/ a POLICIES AND PROCEDURES
IV
SECTION HOUSING AUTHORITY
T"!
������• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 65
Payments
The payment process involves calculating the payment amount, preparing and
delivering checks, and setting up accounting and audit procedures to insure
correct payments. Prompt payment is essential for maintaining owner support. The
system will also respond to change in the Total Tenant Payment, rent, utilities,
and special allowances.
The Executive Director will check the accuracy and timeliness of payment. A
systematic accounting procedure will be established with the assistance of the
Weld County Accounting Office. In addition, the payments will be mailed prior
to the actual rental due date to insure prompt payment. No payments will be
issued unless an active contract is in effect. Payment will be produced
within 10 day of the approval of a new contract. On-going HAP payments and
utility reimbursment payments will be mailed prior to the first day of the month.
9206friz
o POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
�����• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 66
Reviewing Family Characteristics, Rent, Utilities and Housing
Quality
Family income composition and extent of medical and unusual expenses will be
reviewed annually for all program participants. Changes in family
characteristics may affect eligibility for the program as well as amounts of
Total Tent Contribution and HAP payments, and whether the housing quality
requirement for unit/size is being met. If changes in family composition and/or
income occur during the one year certification period, families are required to
notify the Housing Authority within thirty (30) days. Although Section 8
Participants are required to report all changes which could effect eligibility
and/or payment amount, an interim recertification will not be instituted unless
the payment would be increased by $10.00 per month. Households reporting zero
income are required to complete and return a monthly status report (MSR #8) .
Housing quality inspections will be made annually or more often, when necessary,
depending upon complaints from participants. If a unit is reinspected either
during a monitoring inspection or an annual inspection and fails to meet the
Housing Quality Standards, the owner of the unit is notified of the deficiencies
and is provided a maximum of thirty (30) days to correct the deficiencies. If
the owner does not correct the deficiencies within the required time, the Housing
Assistance Contract will be terminated.
A family continuing in the program, who requests a new Certificate/Voucher, will
be issued a Certificate /Voucher of the appropriate size, at the appropriate
time, depending upon the program the family is participating in:
1. Participating families needing a different Certificate size in order
to be incompliance with occupancy standards as outlined in these
policies will be given preference for the appropriate size over
families on the waiting list.
2. Participating families needing a different size Voucher will be given
the appropriate size Voucher at the next annual reexamination or at the
time the family moves.
,9
fit POLICIES POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
I119e. SUBJECT Section 8 Management
DATE 7-27-92 PAGE 67
COLORADO
Reviewing Family Characteristics, Rent, Utilities and Housing
Quality
Upon request by the owner, rents may be increased in proportion to the increase
in,annual adjustment factors published in HUD's annual review of rent. Special
adjustments for general increases in costs of utilities and services beyond the
increase in fair market rents may be requested by the owner and must be approved
by HUD. Increases in rent at the expiration of the lease under the Housing
Voucher Program are not subject to the annual adjustment limitations. The
schedule of allowances for utilities and services must also be reviewed at least
once a year and changed as rate increases occur.
I, o POLICIES AND PROCEDURES
(it
SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADODATE 7-27-92 ?AGE 68
Payment Standard Housing Voucher
The Initial Payment Standard will be the Section 8 Certificate Fair Market Rent.
The WCHA will establish an Adjustment Standard schedule based on private rental
conditions consistent with the program budget authority. An adjustment standard
will not be adopted more than twice in a five year period. The Housing Authority
will provide an opportunity for public comment prior to adopting any adjustment
payment standard. The activities to be undertaken for public comment shall
include:
A. Posting notice of a public hearing in apartments served by
Housing Vouchers
B. Mailing notices to the County and the program participants
affected by the revision
C. Conducting a public hearing concerning the revisions to
the Adjustment Standard
D. Documenting all comments and proceedings of the hearing.
E. Publishing the adopted Adjustment Standard.
a POLICIES AND PROCEDURESA‘Ke
SECTION HOUSING AUTHORITY
�� ��• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 69
Termination and Family Moves
Participating families who wish to move and who do so in compliance with their
lease, and who secure agency approval of a new lease, will continue to receive
assistance through negotiation of a HAP contract with the new owner. Families
issued a Certificate/Voucher who move from the program area or become ineligible,
and owners who do not comply with the HAP contract, will be terminated from the
program.
Owners may evict families who violate their lease in compliance with program
rules.
Voucher and Certificate holders who choose to take advantage of the Portability
Provisions will be briefed on the procedures for relocating to another
jurisdiction. All portable Voucher and Certificate holders must notify the
Housing Authority of where they wish to move. The Housing Authority will contact
the PHA having jurisdiction in the area chosen by the Voucher or Certificate
holder to:
A. Determine whether the receiving PHA operates a housing
Voucher program or Certificate Program,
B. Determine if the Receiving PHA operates a housing Voucher
or Certificate program, whether they wish to issue their
own voucher or to administer the housing voucher or
Certificate for WCHA,
C. Verify that the family meets the income eligibility
requirements, and;
D. Confirm that the family has been issued a housing Voucher
or Certificate and the expiration date. Expiration dates
will not be extended for portable housing Certificate and
Voucher holders.
9zo6sz
# POLICIES AND PROCEDURES
AO \1�
��VP"���� .\ AIR SECTION HOUSING AUTHORITY
Wina SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 70
Termination and Family Moves
WCHA will reimburse the Receiving PHA for administrative functions at the rate
of'80% of our administrative fee for each unit. WCHA will provide reimbursement
of: the housing subsidy payed on behalf of an eligible family upon receipt of an
invoice from the Receiving PHA. Voucher and Certificate holders will not be
authorized to move more than once in twelve months consistent with their lease.
As a receiving PHA, WCHA will perform all functions appropriate to our own
Certificate and Voucher holder in addition to:
A. Notifying the initial PHA of the amount of subsidy paid
B. Notifying the initial PHA if the family has not submitted
a Request for Lease Approval by the expiration date
C. Bill the initial PHA for the housing subsidy paid on
behalf of a family
D. Notify the initial PHA for 80% of the initial PHA's
administrative fee for the unit
E. Notify the initial PHA when a family terminates from the
program.
The WCHA may deny a family the right to move under the regulatory portability
provisions as provided in 24 cfr 887 if the move in addition to previously
approved moves would constitute 15% of our housing voucher program. Families may
be denied portability in accordance with WCHA damage reimbursement policy. If a
tenant family is terminated for twelve (12) months or more, the family must
reapply and if eligible will be is placed at the end of the waiting list. They
are offered a certificate/voucher when their name reaches the top of the list,
but only if they do not owe any reimbursement for damages, unpaid rent or vacancy
loss. If they are terminated for less than one year, they may be recertified at
the discretion of the PHA, whenever a certificate/voucher is available, provided
there are no reimbursements due to the Housing Authority. Regardless of whether
they have been off of the program for less than twelve months and are being
reinstated or if they have reapplied , no client will be issued another
Certificate or Voucher unless they have payed off any claim paid on their behalf.
Families will be reminded every year at recertification time of their
responsibiliy to give proper notice of their intent to move.
fl
/a POLICIES AND PROCEDURES
4104 SECTION HOUSING AUTHORITY
�� ��• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 71
Termination and Family Moves
Tenants who wish to move to another unit must provide proper notice before
terminating. Tenants who wish to move to another unit and continue assistance
thiough the Section 8 existing program must participate in the move-out
inspection of their unit from which they are moving. Any participant who refuses
to participate in the move-out inspection without good cause, as determined by
the Executive Director, may be denied a certificate or voucher.
92°662
(4/ POLICIES AND PROCEDURES
40 SECTION HOUSING AUTHORITY
������• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 72
Denial of Certificates or Vouchers
An applicant will be denied a Certificate/Voucher in the following circumstances:
1. If the familiy owes money to the Weld County Housing Authority or to
another PHA in connection with the Section 8 Program or the Low-rent
Public Housing Program.
2. If the family executed a payback agreement for amounts owed under the
above mentioned housing assistance programs and failed to reimburse our
agency or another PHA.
3. If the applicant is guilty of fraud in connection with any federal
housing program.
4. If the family has violated any obligation relative to the Housing
Authority during a previous participation in the Certificate/Voucher
Program.
A Participant may be denied a new Certiciate/Voucher if the family wishes to move
with assistance under the following circumstances:
1. If the particpant owes money to the Housing Authority or any other PHA
in connection with the Section 8 Program or the Low-rent Public Housing
Program.
2. If the participant breached an agreement to pay back amounts owed to
the housing Authority for payments made on behalf of the family to an
owner in the Certificate/Voucher Program.
3. If the family committed fraud in connection with any Federal Housing
Program.
4. If the participant failed to meet any Family obligations under the
program.
A participant may be terminated from the Section 8 Certificate/Voucher Program
under the following circumstances:
1. If the participant has committed fraud in connection with any Federal
housing assistance program.
2. If the participant violated any family obligations in the Certificate/
Voucher Program.
3. If the participant no longer qualifies for the program.
4. If the family breaches an agreement any agreement with the Housing
Authority.
IN ANY OF THE ABOVE CASES, THE APPLICANT OR PARTICPANT WILL BE NOTIFIED OF THE
THEIR RIGHT TO AN INFORMAL HEARING , IN ACCORDANCE WITH THIS PLAN.
920682
iff o POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
WISUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 73
Claims, Reimbursement, Collections
The Weld County Housing Authority shares an on-going concern for tenants who
continue to cause damage to rental property while a participant of our Section
8 programs. To address this concern, any tenant who has caused damages to an
assisted unit and for which the Housing Authority has made a reimbursement
payment to a landlord, will be required to reimburse the Housing Authority for
any such claims. If the participant refuses or defaults in the payment of any
reimbursement, the participant may be subject to legal proceedings and/or
termination from the program at the end of their tenancy at their current
residence. The maximum amount of time allowed to make reimbursement to WCHA is
twelve (12) months. For any participant for which we have paid out a damage
claim, a special monitoring inspection will be conducted on a quarterly basis.
A report of the inspection will be provided to the landlord. If damages are
identified in the report , the landlord will be advised that he/she must attempt
to collect from the tenant by allowing the tenant ten (10) days to make the
payment. If he is unsuccessful in collecting from the tenant a claim may be filed
with the Housing Authority, however the landlord will not be reimbursed until the
tenant vacates the unit.
Under the Housing Voucher Program, owners will not receive a payment for vacated
units.
1. Filing of Claims. Move out inspections, through the Housing
Authority are available for any vacated unit to insure that damages
claimed by the owner are legitimate. Owners who plan to submit
claims for damages must have the unit inspected to ascertain the
extent of damages. If a unit is not inspected, the owner forfeits
any claim against the Housing Authority. Claims must be filed with
the Housing Authority in a timely manner consistant with State law.
If the landlord does not comlpy with State law, the amount of
security deposit collected from the tenant will be deducted from the
claim.
a. Assistance is provided by the Housing Authority for filing any
claim. Before a claim may be filed, the owner shall provide
actual costs of required repairs, as confirmed through the
move out inspection, and evidence of billing to and nonpayment
by the family. The tenant must be allowed an opportunity to
pay the damages/claim within two calendar weeks (14 days) . If
the tenant does not agree with the costs charged he/she may
request an informal hearing between themselves and the owner
with the Executive Director acting in the capacity of hearing
officer.
920652
� !if ` POLICIES AND PROCEDURES
I T { SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 74
Claims, Reimbursement, Collections
b. Reimbursement of Claims for damages and/or unpaid rent will
not exceed two (2) months contract rent,for the Certificate
program and one month through the Voucher program, less the
security deposit required at the initial execution of the
lease and Housing Assistance Payments Contract.
Landlords/Owners may not claim reimbursement for unpaid rent
or other tenant charges , including reimbursement of utilites
of more than two months. The payment of these charges are
assumed to be an obligation of the tenant. If the tenant does
not pay their contribution or provide reimbursement for
utility charges, as specified in the lease , it is assumed
that the landlord/owner has the right to evict the tenant.
c. VACANCY LOSS Through the Section 8 Certificate
Program, the owner shall receive 80% of the contract
rent for a vacancy period not exceeding one additional
month, or the expiration of the lease which ever comes
first. If the tenant does not provide proper notice
prior to vacating a unit an owner will not be entitled
to any payment unless the owner:
1. Immediately upon learning of the vacancy, has notified
the Housing Authority of the vacancy.
2. Has taken and continues to take all feasible action to
fill the vacancy.
3. Has not rejected any eligible applicant except for
grounds acceptable to the Housing Authority. Again,
vacancy loss is only available through the
Certificate program and is not available through
the Voucher program.
92068
POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SUBJECT Section 8 Management
COLORADO DATE 7-27-92 PAGE 75
Mutual Recision of a Lease
When an owner and a family wish to release one another from the lease prior to
the end of the term, a mutual recision can be negotiated between the two parities
(#9) . Such an agreement would have to be approved by the WCHA and would have to
include the following:
1. Date of recision of the lease
2. The understanding that the Housing Assistance Payments will cease as
of the date of mutual recision
3. That the owner agrees to relieve the PHA of any responsibility under
the Security Deposit and Vacancy Loss sections of the Housing
Assistance Payments Contract.
4. That should the family remain in the unit beyond the effective date
of the recision, the family is solely responsible for rent or other
charges due.
I
ff POLICIES AND PROCEDURES
SECT?ON HOUSING AUTHORITY
WII SUBJECT Section 8 Management
COLORADO DATE 7-27-92 ?AGE 76
Complaints and Appeals
Families and owners may find fault with appeal determinations made by our agency
relating to such matters as eligibility and compliance with the lease or HAP
Contract. Any family or owner who does not agree with a determination may
request an informal hearing within ten (10) days after the mailing date of the
notice advising them of the action.
Hearing Procedures.
The Weld County Housing Authority will provide an opportunity for an informal
hearing to either an applicant or a program participant based on eligibility
issues.
Applicant Hearings.
Whenever an action is taken regarding a decision denying assistance to an
applicant, including a decision to deny listing the family on the waiting
list, or issuance of a certificate or voucher, the applicant shall have
the right to an informal hearing. The applicant must request the hearing
in writing within ten (10) days after the mailing of the notice of action.
The hearing shall be conducted by an individual who has not been involved
in the action or an individual designated. Unless a conflict of interest
exists , the Executive Director shall serve as the hearing officer. After
the hearing, a written determination shall be provided to applicant,
stating the reasons for the decision within two calendar weeks (14 days) .
The Hearing procedure shall be as follows.
1. The hearing officer shall provide an explanation of the hearing
process.
2. A housing Authority representative who was responsibility for the
determination shall provide the background of the case and the
reasons and rules supporting the determination.
3. The family representative shall be provided an opportunity to
present their reasons why they disagree with the determination.
4. Each party shall have a right to question the other.
920652
{�� �� POLICIES AND PROCEDURES
�i i/ ;
r�' SECTION HOUSING AUTHORITY
SUBJE'C'T Section 8 Management
O
COLORADO DATE i-27-92 ?AGE 77
Complaints and Appeals
5. The determination shall be based on evidence presented at the
hearing.
6. After the informal hearing process is completed and the appellant
does not agree with the decision of the hearing officer, the
appellant shall be advised of his/her right to appeal to the
Commissioners of the Housing Authority Board.
The Housing Authority is not required to provide an informal hearing in
the following situations.
1. To review discretionary administrative determination by the Housing
Authority.
2. To review a determination of number of bedrooms entered on the
Certificate/Voucher under the standards established by the PHA.
3. To review a determination that a unit does not comply with Housing
Quality Standards or the determination and not to approve a lease
for the unit.
4. To review a decision not to extend the term of a Certificate/Voucher
beyond sixty (60) days.
920682
1°4if(PLI POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
SIDE ECT Section 8 Management
COLORADODATE 7-27-92 PAGE 7R
Complaints and Appeals
Participant Hearing
The Weld County Housing Authority shall provide an opportunity for an informal
hearing to participants to consider if decisions are consistent with law, HUD
rules or PHA policies. A hearing may be provided under the following
circumstances:
1. A determination of Total Tenant Payment or Tenant Rent.
2. A decision to deny or terminate assistance on behalf of the
participant.
3. A determination that a family is living in a unit too large for the
family based on PHA standards,
4. For families wishing to move to another unit, a determination of the
Certificate/Voucher size assigned to the family.
Participants will be notified of the action eleven (11) days prior to the
proposed measures taking effect. If the participant does not agree with the
Housing Authority's determination, the participant must notify that they wish to
have a hearing within ten (10) days of the mailing date of the notice of action.
If the participant does not request the hearing within the prescribed time
period, then the action will be taken as proposed.
The same hearing procedures as used for applicants shall be used for participant
hearings. At their own expense, the participant may be represented by an
attorney or other representative.
•
The Housing Authority is not required to provide an informal hearing to
participants under the following circumstances:
1. To review discretionary administrative determinations or
consider general policies or class grievances;
2. To review a determination that a unit does not meet HQS or
that a unit does not have sufficient bedrooms for the family
size.
3. To review a determination to enforce a Contract provision
against an owner, including the abatement or termination of
Housing Assistance Payments.
4. To review a decision not to approve an extension of a
Certificate/Voucher issued to a family which wants to move.
920682
tf _t;iic POLICIES AND PROCEDURES
IV
SECTION HOUSING AUTHORITY
�� ��• SUBJECT Section 8 Management
COLORADO DATE 7-27-92 ?AGE 79
Monitoring Program Performance
Our two main goals for assisting lower income families with their housing needs
axe to insure that eligible families are indeed being served in decent, safe and
sanitary housing and to meet the requirements of the leasing schedule.
Failure to have all the HAP Contracts executed within the leasing schedule could
be the result of inability of families to find suitable housing because of:
a. Inadequate briefing of families
b. Lack of units in the locale which meet the housing quality standards
c. Lack of owner understanding and cooperation with the program
d. Inaccuracy of fair market rent or
e. Inappropriate scheduling of certificates in relationship to staff
time.
Careful monitoring of program objectives and foresight in regard to potential
problems of the leasing schedule will be conducted continually.
The Executive Director of the WCHA will monitor the overall achievement of our
leasing schedule. It is the responsibility of the Executive Director to advise
the WCHA of any of the above issues which impede our progress in providing
services to eligible families.
The Executive Director of the Housing Authority will monitor compliance with
Housing Quality Standards and client eligibility by selecting a random sampling
of 5% of the units under contract and performing both a reinspection of the
respective units to assure that the units are indeed meeting HUD Housing Quality
Standards and a review of the case file. This process will take place on a
semiannual basis.
920652
f/ >' POLICIES AND PROCEDURES
SECTION HOUSING AUTHORITY
�ISUBJECT Section 8 Management
COLORADO DATE 7-27-92 ?AGE Rn
SECTION 8 AUDIT AND OPERATING RESERVE POLICY
An audit in conformance with OMB Circular A-128 will be conducted covering all
county government annually. The Weld County Housing Authority is included in the
comprehensive audit. The cost of the audit attributable to the Housing Authority
will be an obligation of the Housing Authority.
Operating Reserve accumulated through the proceeds from the administrative fee
of the Section 8 Certificate and Voucher program may be used for any statutory
purpose as approved by the Housing Authority Board. The Executive Director shall
be responsible for assuring that adequete funds are available for the effective
administrative administration of the Section 8 Certificate and Voucher Program.
Operating Reserve expenditures for other housing purposes shall require the
prior approval of the Housing Authority Board.
/ d POLICIES AND PROCEDURES
Iv SECTION HOUSING AUTHORITY
1 SUBJECT Section 8 Manangement
DATE 7-27-92 PAGE 81
COLORADO
Information and Assistance for Participating Families
We .acknowledge that some of the participating families experience ongoing non-
housing as well as housing problems. Our agency, is a member of the Weld County
Housing Coalition which has the local mission of coordinating housing related
issues for the county. The membership includes the varied social service
agencies of the County. Moreover, due to the physical location of the Housing
Authority ,being in the Social Services building, this also permits coordination
with the social service network. The Weld Information & Referral Services and
the Greeley Transistional House both provide case-management Services to
former homeless clients who have bee assisted through the Section 8 Program.
Hello