Transcript The Housing Rehabilitation and Reconstruction Monitoring

The Housing
Rehabilitation and
Reconstruction
Monitoring Reviews…
How to Successfully
Pass
The Monitoring Review Process
Why we review your program.
• Required by Federal law.
• Ensures that State mandates are met.
• Keep your program moving forward.
Who monitors your program.
• Regional CDBG representatives.
• State Housing Consultant.
• Federal HUD Auditors.
The Monitoring Review Process
When can your program be reviewed?
• Although normally scheduled, can be
anytime.
• Housing programs are commonly
reviewed at two separate intervals:
Monitoring I and Monitoring II.
The Monitoring Review Process
How is the review process completed?
• On site examination of several categories:
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Program Policies and Procedures.
Construction Contract and Provisions.
Legal Review.
Individual Case files:
• Home owner General Information.
• Lead Based Paint hazard control.
• Reconstruction data.
The Monitoring Review Process
GEORGIA DEPARTMENT OF COMMUNITY AFFAIRS
COMMUNITY DEVELOPMENT BLOCK GRANT
HOUSING REHAB/RECONSTRUCTION
MONITORING REVIEW I
Recipient:
DCA Grant Number:
Review Date:
Reviewer:
I.
Program Status:
a. Number of Rehabilitations Proposed
b. Number of Reconstructions Proposed
c. Number of Files Reviewed
See top of PAGE 1
Completed
Completed
Number of Site Inspections
The Monitoring Review Process
Section II
Policies and Procedures
Issues:
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# 8, Minimum Property Standards – Include
Reference to current State Building Codes.
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# 14, Well defined Arbitration Procedure.
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# 11, Bidding Procedures – closer review.
New Items:
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# 10, Must now include State Licensing.
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# 19, Rehab Advisor Qualifications and Duties.
See bottom of PAGE 1
The Monitoring Review Process
Section III
Standard Construction Contract Provisions
Issues:
• # 14, Payment provisions, no more than 2 plus final,
NO ADVANCE PAYMENTS – EVER.
• # 19, Materials Conformance –from where does
Material Specifications come?
• # 24, Change Orders, must be approved by all parties
in advance, must not exceed 20% w/o DCA approval.
New: # 28, Contractor License #
See PAGE 2
The Monitoring Review Process
Section IV
Legal Review
Issues:
• Because the Rehab/Recon contract is between the
home owner and contractor, this section is not
absolutely required but VERY HIGHLY
recommended. Have your city or county attorney
review the generic documents to protect your
community.
See PAGE 3
The Monitoring Review Process
Section V
Individual Case Review File
Issues:
• “Before” and “After” photo’s.
• Rehab Advisor Work Write-Up with Cost estimate.
• Method of Bid Selected, new emphasis on multiple
bid request.
New:
• Quality of Work Write-up. Source of most all issues!
See PAGE 4
The Monitoring Review Process
Section V
Individual Case Review File, (continued)
Issues:
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Number of Progress payments: max 2 plus final.
Signed and dated Notice of Commencement.
Change orders: Keep close track of all changes and amounts.
Must have evidence that each progress payment has had
Rehab Advisor inspection.
• Signed and Dated Final Inspection Form indicating that all work
has satisfactorily been completed.
See PAGE 5
The Monitoring Review Process
Section V
Individual Case Review File, continued
Issues:
• Contractor Release of Liens, must be obtained from all subs
and material suppliers.
• Payments made to contractor and “Totals Match”. Make sure
original contract and all C/O amounts reconcile – have all
evidence organized before monitoring visit!
• “Certificate of Final Payment”. A document stating that the
Contractor has been paid in full.
• Copies of Warranties and Certifications in file.
• Evidence of Recorded Lien. An ABSOLUTE!
See PAGE 6
The Monitoring Review Process
Section V
Individual Case Review File: Lead Based Paint
Issues:
• New policy: as of 2009 grant awards, must have
Lead Contract Agreement separate from Rehab
Contract. Maintain separate and individual
documentation and payment records.
See PAGE 7 and 8
The Monitoring Review Process
Section V
Individual Case Review File: Reconstruction
Issues:
• Rehab Feasibility Test in File.
• Reconstruction Cost less (or equal to) community
comparable.
• Same of more bedrooms and/or living area. (this is
not subject to “One-for One” rule)
See PAGE 9
The Monitoring Review Process
Housing Rehab/ Recon Monitoring
Review II.
This form is essentially the same as the Monitoring
Review Form I with Sections II, III, and IV removed.
Both of these forms can be found in Appendix II
of the 2009 CDBG Recipients Manual.
Thank You
Should you need additional
information, please feel free to
contact me at:
• (404) 679-3128
• e-mail: [email protected]