HomeMy WebLinkAboutAgenda - 09-08-1981 AGENDA
REGULAR'MEETING
CF
ORANGE COUNTY BOARD OF COMMISSIONERS
TUESDAY, 10:00 A.M.
SEPTEMBER 8, 1981
COMMISSIONERS' ROOM, ORANGE COUNTY COURTHOUSE
1. Would any member of the Board like to modify this agenda?
2. Would any member of the audience like to address the Board about:
A. Matters on this agenda;
B. Matters not on this agenda?
3. The Clerk Submits Minutes of meetings held August 19, 20 and 21, 1981,
for Board consideration.
4. Will the Board approve a contract between Orange County and the U.S.
Forestry Service?
5. The Manager recommends approval of:
A. An Administrative Plan between the Chapel Hill Housing Authority and
Orange County Housing Authority
B. A contract for the Rehabilitation Program in the Northern Fairview
Community Development area.
Mr. Kittrell and Mr. Stevenson will be present..
6. The Finance Director, Ms. Kathy Battern, introduces Messrs. John Midyette, CPA
and Tam WaShburn, CPA, of the AmOit Services Section of the Human Services
Department, State of North Carolina.
7. The Planning Board recommends approval of the Riveredge subdivision.
8. The Manager and Planning Staff report to the Board regarding subdivisions
in the University Lake Watershed now in the review/approval process.
9. The Manager presents for Board consideration the Electrical Inspection Fee
Schedule recommended by the Planning Director.
10. Will the Board set a date for a public hearing for consideration of
further extension of the Zoning Ordinance?
11. The Human Services AdVisory Commission will report to the Board regarding
the needs assessment project.
12. The County Attorney presents for Board consideration an amendment to the
Charter of the New Hope Volunteer Fire Department.
13. Will the Board consider an adjustment of $500 to Purchase Order # 2088
with Landmark Incorporated? Staff will comment.
14. Will the Board consider an offer from Vanguard Energy Company to repur-
chase land in Chapel Hill Townehip?
15. Will the Board consider a Resolution endorsing the purchase of land by
the Vanguard Energy Company in Chapel Hill TOwnthip?
16. The Manager recommends the Board unfreeze positions in:
a) the Department of Sodial Services--two clerical positions;
b) Central Services Purchasing—Central Services Clerk.
17. Will the Board consider a Proclamation proclaiming September 14-18
"Clean Up Litter Week" in Orange County? Ms. Bonnie Davis, Orange County
Home Extension Agent, has graciously volunteered to coordinate this
project with the Orange County Homemakers' Clubs.
18. Will the Board discuss SB711 regarding Sedimentation and Erosion Control
Programs?
19. Appointments:
a) Personnel Advisory Board
b) Senior Citizens Board
c) ABC Board
20. An executive session to discuss legal and personnel matters.
A G E/C a C} 4 MC 4- 8 - 8'/
ORANGE COUNTY COMMISSIONERS
Room No. 12
106 EAST MARGARET LANE
HILLSBOROUGH, N, C.
Elam GARRnm Chime. 27278
Namur WALT
RICHARD WHt1£E�
NcaudAN GUSTAV2SON
JAN PINNau
MEM<J
Tb: Gem Gumemrr,
FROM: PAUIETIE
RE: Enclosed. Contract
DATE: 8/14/81
The Forestry Service sent these contracts over for signatures.
I can't find in the Minutes Index a record of this ever coming
before the Board for appraval prior to this year. Would you
- -- - please advise Mr. Laws or myself as to whether or not this needs
to appear on the agenda; and if so, please examine this contract
in accordance with your usual high standards of acceptability to
Orange County,t etc,
Thanks Geof.
Enclosures: Agenda for 8/18/19/20/21
one original contract (I have two copies in my office)
COLEMAN, BERNHOLZ, DICKERSON, AGENDA Alr.MCBMENT 4
BERNHOLZ, GLEDHILL & HARGRAVE
ATTORNEYS AT LAW
no CHURTON STREET
HILLSBOROUGH,N.C. 27278
.219-732-2196
919-942.8000
CHAPEL HILL OFFICE
SUITE 20,FRANKUN BUILDING August 20 , 1981
37 E.FRANKLIN STREET
CHAPEL HILL,NC 27514
919-929-7151
LEGAL CLINICS
136 E.ROSEMARY STREET
NCNB PLAZA
CHAPEL HILI,NC 27514
919-929-0394
116 W.MAIN STREET
DURHAM.NC 27701
919-6854E131
ALONZO 13 COLEMAN,JR
STEVEN A.BERNHOLZ
DONALD FL DICKERSON, Ms. Paulette Pridgen-Pond
ROGER B, BERNHOLZ
GEOFFREY E.GLEDHILL Clerk to the Board of
DOUGLAS HARGRAVE Commissioners of Orange County
MARTIN J.BERNHOLZ
PATRICIA STANFORD HUNT Orange County Courthouse
DOUGLAS WEDS 106 Margaret Lane
a Counsei
BONNER D.SAWYER Hillsborough, North Carolina 27278
(1902.1972)
Re: Agreement for the protection, development
and improvement of forest lands in Orange
County, North Carolina
Dear Paulette:
Yes, the enclosed contract needs to be con-
- sidered and executed by the Board.
Very truly yours,
eoffr4., E. Gledhill
GEG/jac
•
Enclosure
u2`
AGENIA ATIAC VT 4
FC-42 STATE OF NORTH CAROLINA
(6-78) Department of
Natural Resources and Community Development
$ 56 250.00
Total Cooperative
Appropriation
$ 33,750.00 60 7
State
$ 22,500.00 40 7
County
AGREEMENT FOR THE PROTECTION, DEVELOPMENT AND IMPROVEMENT
OF FOREST LANDS IN ORAIarc COUNTY, NORTH CAROLINA
THIS AGREEMENT, made under authority of "An act to authorize Counties to cooper-
ate with State in Forest Protection, Reforestation and promotion of Forest Man-
agement," (Section 113-59 of the General Statutes of North Carolina - 1943), and
also under authority of another Section of the General Statutes, namely Section
113-54, by the North Carolina Department of Natural Resources and Community Develop-
ment (hereinafter called the Department), party of the first part, and the Board
of Commissioners of ORANGE , County in the State of North Carolina (hereinafter
called the Board), party of the second part, witnesseth:
That WHEREAS the said Board, recognizing the need for active forest protection,
development, reforestation, management and improvement in ORANGE
County, has accepted the offer of the Department for cooperation in accomplish-
ing this object:
Now, THEREFORE, in consideration of the mutual convenants hereinafter set forth,
the said parties contract and agree to maintain a legally appointed and equipped
Forest Ranger organization in said county at the joint cost of the State and
County, insofar as the joint funds will permit, as follows:
Part I. THE" DEPARTMENT AGREES:
1. To select, employ and appoint, after consultation with the Board,
a County Forester or County Forest Ranger for the:purposes of controlling forest
fires in said County; for detecting and extinguishing fires that break out; for
investigating the origin of forest, woodland and field fires; for enforcing State
forest fire laws; for taking such preventative measures, educational and other-
wise, as shall seem necessary to prevent forest fires; for developing and improv-
ing the forests through reforestation, promotion and practice of Forest Manage-
ment practices; and for protection from insects and diseases.
2. To furnish to each Forester or Forest Ranger so employed a badge
of office, stationery and report forms, instructional posters for use in the
County, Leaflets for distributing to landowners and others; to purchase necessary
equipment, communication systems, and other Forestry improvements deemed neces-
sary insofar as the joint funds will permit.
3. To pay the Forester or Forest Ranger for all official services
rendered, at a fair rate of pay. Rates of pay are to be established by the Depart-
ment in accord with existing State salary schedules.
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4. To direct supervise, instruct, and inspect, through its agents,
the work and conduct of the Forester or Forest Ranger, to discipline and, when
necessary, discharge such Forester or Forest Ranger.
5. To submit to the Board of Commissioners monthly (or at other
mutually satisfactory intervals) an itemized statement of all monies to be
paid by the County and those paid by-the Department for the proper conduct of
the work within said County.
•6. To make a 4i Abl annu&lhly frapi State, Federal, and other funds
allotted to it, the sum of},ndrPd hif-My sand dsoelvfars 033,750.00 ) as
its share of an annual budget of $56,250.00for carrying an the work in said
County.
Part II. THE BOARD AGREES:
1. To pay to the Department 40 7, of the total cost of the Forester
or Forest Ranger salaries and expenses and of other proper expenditures made in
connection with the over-all Forestry program in said County, upon receipt and
consequent approval of the periodic statements submitted by the Department.
Twenty two thousand
2. To appropriate annually the sum of five hundred dollars
($ 22,500_OX, which sum shall be available for expenditure under the terms of
this Agreement, and shall represent the County's share of the annual budget.
Part III. IT IS EXPRESLY"AGREED AND UNDERSTOOD BY BOTH PARTIES:
1. That this Agreement becomes effective July 1 ,19 _•
2. That the annual appropriations as set forth above may be re-
vised by mutual agreement between the Department and the Board, based on the
amount of annual appropriation desirable for the proper conduct of the Forestry
work, such revision to become effective at the beginning of a given Fiscal
Year. Any unused balance of County funds remaining at the end of a Fiscal
Year shall revert to said County unless otherwise mutually agreed upon by both
parties.
3. That the Board reimburse the Department as provided in Part II,
Item 1, by forwarding a county voucher drawn in favor of the Department for the
amount of the County's share of expenditures as set forth in the Department's
periodic statement to the Board. That such payments be made by the Board within
thirty days following receipt of the Department's billing.
4. The title to all improvements and equipment purchased and/or
constructed in connection with this agreement will rest with the Department;
such materials or their equivalent will remain in the County as long as this
Agreement is in effect, or as long as they are needed by the Department for
the proper conduct of the work therein.
5. That the Forester or Forest Ranger periodically or at the re-
quest of the Board, shall present to the Board statements of the work being done
within the County, so that said Board may be fully informed at all times re-
garding the Forestry finances and activities within the County.
52,4
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IN WITNESS WSEREOF, the said parties do hereunto affix their names
and seals upon the date herein below specified.
For the'Rard of County Commissioners of at 4yL County.
Date z/0-7f h / phai rman
Provisions for the payment of the monies to fall due under this Agreement
have been made by appropriation duly made or by bonds or notes duly
authorized, as required by the "County Fiscal Control Act".
Date g//rZP7 Finance Officer
For the North Carolina Department of Natural Resources and Community Development
Date Signature
Title
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AGENDA ATTACHMENT 5 A a8
Agenda Item
The following items are presented for your consideration by Mr. Albert
Kittrell , Community Development Director and Mr. Alvin Stevenson, Chapel Hill
Housing Authority Executive Director:
1.) Chapel Hill Housing Authority nnd Orange County Small Cities Program
Agreement to coordinate fundi:lg in the Northern Fairview neighborhood. The
Housing Authority presently administers the Section 8 Moderate Rehabilitation
Program throughout Orange County to assist landlords to bring their dwelling
units up to the minimum housing cude. Targeted for this program, are 10 units
in the Northern Fairview area. Orange County Small Cities Program is also
currently involved in rehabilitating units in Northern Fairview. This agree-
ment would authorize the Community Development staff to undertake the
inspections, write-ups and review of units for both programs for the sum
of $200 per unit. The intent of this agreement is to minimize duplicative
staff work and maximize monies available to these units. By using the
Moderate Rehabilitation program, low income families currently occupying the
units will receive rental assistance when rehabilitation is complete, enabling
them to stay.
2.) A memorandum and attachment from Mr. Stevenson, Executive Director, is sub-
mitted for your consideration. An administrative plan between Chapel Hill
Housing Authority and Orange County Housing Authority (i.e. the Board of
County Commissioners) was approved by the Board in 1976 for the Section 8
Existing Program and 1980 for the Section 8 Moderate Rehabilitation Program.
The administrative plan is a working document for staff to carry out the
programs as required by HUD. The responsibility for the program was accepted
by the Authority. HUD has requested that all authority's bring their plans
up to date.
The Manager recommends approval.
°
xGomlakMycRmzmz5a
ORANGE COUNTY COMMUNITY DEVELOPMENT DEPARTMENT
/06 EAST MARGARET LANE
HILLSBOROUGH, N C.
27278
(919) 732.2163
..,
MEMORANDUM
TO: William Laws, Acting County Manager
FROM: Albert Kittrell, CD Director '' L
DATE: September 1, 1981
SUBJECT: Contractual Agreement with the Chapel Hill Housing Authority
------------------- --------_----------------------------------------------_
The Orange County Community Development Department requests approval to
enter into a contractual agreement with the Chapel Hill Housing Authority in
an effort to rehabilitate ten(10) owner/investor dwelling units in the
Northern Fairview Target Area. The venture would leverage CD funds with
Orange County Section 8 Moderate Rehabilitation loan funds.
Specifically, the County's Community Development Housing Rehabilitation
Program is presently rehabilitating owner/occupant dwelling units. Each unit
receives a 100% rehabilitation grant at an average amount of $8,500' HUD views
owner/investor properties differently because investors are not generally low
or moderate income individuals. However, HUD is concerned with the low income
family occupying the unit. Therefore, the Northern Fairview Task Force and the
CD Department have jointly decided to encourage all owner/investors in the CD
Target Area to participate in the County's Section 8 Moderate Rehabilitation
program administered by the Chapel Hill Housing Authority,
This program requires that the owner/investor obtain personal or loan
funds to rehabilitate their dwelling unit. In return, HUD and the Chapel Hill
Housing Authority enters into a 15 year agreement with the owner/investor'
The owner/investor receives fair market rent for the unit plus an additional
amount to pay off the loan. The low income tenant pays one fourth of their
monthly income for rental charges. Moreover, the owner/investor agrees to
keep the unit in standard condition throughout this period.
As an incentive to participate in this program,the County's CO Department
will contribute $4`000 (approximately one half of the average grant amount
provided to owner/occupants) toward rehabilitating the unit. The CD Department
will realize at least a $4,500 saving for each unit that is placed under this
program.
��.
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Memo to:
William Laws
September 1 , 1981
page 2
To facilitate the timely administration of the County's Section 8 Moderate
Rehabilitation Program in the Northern Fairview Community, the Chapel Hill
Housing Authority has offered to coordinate administrative tasks with the
County's CD Department. We will be compensated $200 per unit administrative
cost. As stipulated in the oontractural agreement, the County's CD stsf= .ork-
load or responsibilities will not increase since these units have already
been earmarked for rehabilitation under the County's CD program.
AK/mb
Attachment: Contract
uCEmcAxTMcoMrmT 5 a
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COUNTY OF ORANGE AGREEMENT. .
THIS AGREEMENT is entered into this day of August , 1981,
between the Chapel Hill Housing Authority, hereinafter sometimes called "the
Authority"; and the Orange County Small Cities Program, hereinafter sometimes
called "Northern Fairview".
�
WHEREAS, the Authority h A th ity desires to conduct a Section 8 Moderate Rehabili-
tation Program in the Northern Fairview Small Cities Area, financed primarily
through funds made available through the U. S. Department of Housing and Urban
Development; and,
WHEREAS, Northern Fairview desires to assist the Authority in carrying
out this program and has the housing rehabilitation experience and technical
expertise to render effective assistance;
NOW THEREFORE, in consideration of the noted covenants and promises made
herein, the Authority and Northern Fairview agree as follows:
I. Scope of Services. Northern Fairview will use its resources and
personnel (except as set forth in Section III) in a good faith effort to meet
the objectives of the Section 8 Moderate Rehabilitation Program set forth in
the Orange County Section 8 Housing Assistance Payments Program Application
For Moderate Rehabilitation (dated July 23, I979) , specifically:
A. units rehabilitated to include at least $1,000.00
of eligible Moderate Rehabilitation work items in each
unit as verified by the Authority.
The specific functions to be performed by Northern Fairview in carrying out
the -elements of (I) of the overall program are described in Appendix A to
this Agreement. Northern Fairview shall perform these functions in accord-
ance with all applicable Federal regulations.
II. Term of Agreement. The term of this Agreement shall begin on
, and shall end at the earlier of the following:
A.
(date)
B. whenever Northern Fairview has completed units.
III. The Authority's Obligations, The Authority agrees to pay to
Northern Fairview the sum of $ jar un it for the services render-
ed under this Agreement, according to the payment schedule set forth in
Section IV. In addition, the Authority agrees to:
A. Assist property owner with proposal for Moderate
Rehabilitation Program;
B. Preliminarily screen existing tenant families
for eligibility;
C. Complete Preliminary Feasibility Analysis;
D. Screen proposals and notify owners of acceptance
or rejection;
E. Inform tenants of right to remain;
F. Estimate cost of temporary relocation of tenant
families, if necessary;
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9� . 3
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G. Refer eligible tenant families to owners of vacant units;
H. Complete Intermediate Feasibility Analysis;
I. Collate all documentation relevant to the Moderate
Rehabilitation Program;
J. Complete final calculation of base and contract ren t
levels;
K. Inspect unit for compliance with HUD Housing Quality
Standards;
L. Execute 15-year Housing Assistance Payments Contract
with owner;
M. Certify tenant family eligibility;
N. Execute Lease (and Addendum to Lease) between owner
and tenant family;
O. Maintain all required records on file;
P. Annually recertify tenant family;
Q. Annually reinspect units for continued compliance
with HUD Housing Quality Standards.
IV. Payment 8rrangements, The Authority will pay Northern Fairview the
sum of $ per unit for the services rendered under this Agreement.
Payment for all services rendered by Northern Fairview shall be made in full
upon the Authority's execution of a Housing Assistance Payments Contract(s) on
all units to be rehabilitated under the terms of this Agreement.
V. Termination of Agreement, This Agreement may be terminated at any'
time t me by mutual agreement or by thirty days written notification of either party
to the other party' Should termination occur for any reason, a final account-
ing shall be made of funds due Northern Fairview under this Agreement.
IN TESTIMONY WHEREOF, the Chapel Hill Housing Authority has caused this
Agreement to be duly executed in its behalf and its seal to be hereunto affixed
and attested; and the Orange County Small Cities Program has caused this Agree-
ment to be duly executed in its behalf.
CHAPEL HILL HOUSING AUTHORITY
Executive Director
ATTEST:
Accountant
ORANGE COUNTY SMALL CITIES PROGRAM
ATTEST:
. ���[
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APPENDIX A
Program Procedure
Listed below are the functions to be performed by the Chapel Hill Housing
Authority and the Orange County Small Cities Program in connection with the
Orange County Moderate Rehabilitation Prugram,
Function Performed by
1. Identification of units to be rehabilitated Orange County
2. , Receive and uusist, ornnerty owner with Moderate
Rehabilitation proposal Authority
3. • Screen existing tenant families for eligibility Authority
4. Notify owner of acceptance or rejection of
proposal Authority
5. Initial inspection of units to be rehabilitated Orange County
6. Complete Preliminary Feasibility Analysis Authority
7. ' [nform tenants of right to remain Authority
8. Prepare work write-up and cost estimate Orange County
9. Have owner to sign "Agreement to Enter Into
A Housing Assistance Payments Program Contract" Authority
10. Prepare construction contract documents for
owner and obtain bids from contractor for
owner Orange County
11. Make interim inspections during rehabilitation Orange County
12. Make final inspection of rehabilitation work Orange County
— 13. Complete close-out and prepare a statement
of disposition of funds Orange County
14' Inspect unit for MUD Housing Quality Standards Authority/Orange County
_ lG.~ Disburse all monies to contractor for completed
rehabilitation work Orange County
10. Prepare final calculation of Base and Contract
Rent Authority
17. Execute 15-year Housing Assistance Payments
Program contract with owner Authority
18' Certify tenant family eligibility Authority
19' Execute Lease, Statement of Family Respon-
sibility, and Addendum to Lease Authority
20. Make 60-day inspection of property from
date of final inspection Orange County
21. Follow-up complaints from owner regarding
contractor's work for the first year
guarantee period Orange County
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APPENDIX A
1. Identification of units to be rehabilitated
u. Preliminary determination of unit eligibility
2' Initial inspections of units proposed for program and determination
of rehabilitation work required to bring units up to the Community
Development Program standards
3. Preparation of work write-up and cost estimate
4. Prepare construction contract documents for owner and obtain bids
from contractors for owner
5. Interim inspection during rehabilitation
G. Make final inspection of completed rehabilitation work with owner
7. Complete close-out of house and prepare a statement of disposition
of funds
8. Disburse all monies to contractors for completed rehabilitation
work
9. Make 60-day inspection of property from date of final inspection
10. Follow-up complaints from owner regarding contractor's work for
the first year guarantee period
_--
.
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
s
* * GREENSBORO AREA OFFICE
iiimii 1 415 NORTH EDGE WORTH STREET
GREENSBORO.NORTH CAROLINA 27401
REGION iv June 5, 1981
IN REPLY REFER Ti
14,.141i111rioll
TO; ALL PHA' s WITH SECTION 8 EXISTING AND/OR MODERATE'
REHABILITATION ANNUAL CONTRIBUTION CONTRACTS
VHOM; GEORGE T. YOUNTZ, ASSISTED HOUSING MANAGEMENT BRANCH, 4 47,
cvl
SUBJECT: REVIEW OF ADMINISTRATIVE PLANS
All Public Housing Agencies (PHA' s) administering the Section 8 Exi 'l
Housing Assistance Payments Program and the Section 8 Moderate RehabilktilMtl '
Program are requested to carefully review their Administrative Plan for thi---
administration of the program. The Administrative Plan must contain the specific
operating plan objectives, procedures and staffing arrangements. Administrative
Plans must be changed where necessary to reflect your current operating procedure
and changes in Federal Regulations. The suggested format for the Administrative
Plans are listed as appendix 18 and 18-2, in HUD Handbook 7420.3 Rev.
The Administrative Plan is the Agencies' Bible" for the local implementation and
administration of the Section 8 Programs. Copies of the plan should be readily
available to each employee administering the program.
We direct your attention to areas where the Federal Regulations have been changed
since program inception, and to areas where greater emphasis has been given.
1 . Rent Reduction Incentive (Rent Credit)
(Reference; Federal Register/Vol. 45? No. 176/September 9, 1980)
2. Security Deposit; Reference; 24CFR, Section 882. 112
3, Rent Reasonableness; References; Letter from this office dated
May 29, 1981 ; HUD Handbook 7420.7, Chapter 6-5
4. Vacancy Payments; Reference; 24CFR, Section 882,105
5. Computation of Gross Family Contribution; Federal Register/Vol. 45,
No. 176/September 9, 1980
6. Selection of Eligible Applicants for Certificates
HUD Handbook 7420.7, Chapter 4-9
7. Notification of ineligible families in writing of their status and,
right to an informal hearing (Handbook 7420.7, Chapter 4, page 4-5,
paragraph 4)
2
8. Certificate Holders Packet (Handbook 7t420.7, Chapter 4,
paragraph 1-12C, page 44 and 45)
9. Preferences and priorities contained in the Administrative
Plan must agree with those in the EORP.
Administrative Plans must be reviewed and updated where necessary, Revisions
are to be submitted to this office for review within 90 days from receipt of
this notice.
ea67"ze-C-'
Chie
6/ •
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•
August 1981
ORANGE COUNTY HOUSING ASSISTANCE PAYMENTS PROGRAM ADMINISTRATIVE PLAN
I. OVERALL APPROACH AND GENERAL OBJECTIVES
The overall Objective of the Orange County Housing Assistance Payments Program is
to assist as many families as possible, to live in standard housing, when those
families could not otherwise afford to do so. This is a program for Orange County
residents. Applications taken from outside of the county area are accepted and
treated in the same manner as those from Orange County residents. However, certi-
ficates from other counties arm not transferred. This decision is based on the
very long waiting list and the limited supply of moderate, standard, rental housing
in Orange County.
The program is known as the Orange County Housing Assistance Payments Program.
Effort has been made to emphasize that, while it is administered by the Chapel Hill
Housing Authority, the program is an Orange County program. A telephone line is
maintained that can be used county-wide. Separate letterhead, checks, etc. , using
an Orange County logo, and an office centrally located in Hillsborough, help project
an image of a county-wide program.
Orientation of planners and inspection staff of Orange County, Hillsborough, Carrboro
and Chapel Hill was an important first step in this county-wide effort. Cooperation
was established and is maintained with all Social Services agencies in Orange County.
The Orange County Housing Assistance Payments Program is under the operational control
of the Chapel Hill Housing Authority Board of Commissioners. A separate body made
up of elected officials from each jurisdiction is responsible for necessary policy
LQRANGE COUNTY
HOUSING ASSISTANCE PAYMENTS PROGRAM
317 CALDWELL ST. EXT. CHAPEL HILL. NORTH CAROLINA 27514
MEMORANDUM
TO: Chairman and Members of the Orange County Housing Authority
FROM: Alvin E. Stevenson, Executive Director, Or. - !-- 'Linty
Housing Assistance Payments Progra .
DATE: September 1, 1981
SUBJECT: The Department of Housing & Urban Development's Request that
All PHA's with Section 8 Existing and/or Moderate Rehabilitation
Annual Contributions Contracts Review and Revise their Adminis-
trative Plans
On June 15, 1981, the Orange County Housing Authority received a
memorandum from Mr. George T. Yountz, of HUD's Assisted Housing Management
Branch, requesting that all PHA's administering Section 8 Existing and
Moderate Rehabilitation Programs review and, where necessary, revise their
Administrative Plans (see attached).
In response to this request, the Administration has reviewed the
Plans and prepared the required revisions. As specified in the HUD memo-
randum, the Administrative Plans have been revised to include all changes
in Federal Regulations since the inception of these programs and to include
changed administrative procedures that have resulted from the new HUD regu-
lations.
The attached Administrative Plans have been reviewed and approved
by the Commissioners of the Chapel Hill Housing Authority, who are referring
them to the Orange County Housing Authority for its consideration. The re-
vised Plans are to be submitted to the Department of Housing & Urban Develop-
ment, not later than September 15, 1981. Please advise if you need additional
information on these items.
Executive Director to report and recommend adoption.
Attachment(s) 3
cc: Mr. Bill Laws, Interim County Manager
Ms. Paulette Pridgen-Pond, Clerk to the Board of Commissioners
PHONE 96O4556
STATE OF NORTH CAROLINA
COUNTY OF ORANGE
THIS AGREEMENT, made and entered into this the
day of , 1980 , by and between THE COUNTY
OF ORANGE, hereinafter referred to as "County" , and the
CHAPEL HILL HOUSING AUTHORITY, hereinafter referred to as
"Authority" .
WITNESSETH:
THAT WHEREAS , County has been authorized to institute a
county wide Housing Assistance Program to be funded through an
Annual. Contributions Contract with the United States Department
of Housing and Urban Development, and
WHEREAS, the Chapel Hill Housing Authority is a Housing
Authority organized and existing under the Housing Authority
Laws of North Carolina, and
WHEREAS , the Authority has the requisite personnel and the
experience in administering a Housing Assistance Program in all
of Orange County, and
WHEREAS , the Parties hereto do agree that in the interest
of the program and its continued implementation, the Chapel Hill
Housing Authority is a proper agency to operate such a program
for and in behalf of the County of Orange under the terms and
conditions hereinafter set forth, and
WHEREAS, the Parties hereto desire to reduce their agree-
ment with respect thereto in writing.
Page 2
NOW, THEREFORE, in consideration of the aforesaid, the
Parties hereto do contract and agree as follows :
1. County does hereby contract and agree with Authority for
the operation of the county wide Housing Assistance Payments
Program, including Section 8 Existing and Section 8 Moderate
Rehabilitation, in behalf of the County.
2. This contractual arrangement shall begin on the
day of , 1980 , and shall exist and
continue for five years from the commencing day. The
following Annual Contributions Contracts between the County
and the Department of Housing and Urban Development are
effective until the dates given.
A-77-246 November 28 , 1982
A-77-247 November 28, 1982
A-77-248 November 28, 1982
A-77-5I7 November 28 , 1982
A-79-890 January .8, 1997.
3. That during the existence of this contract and the establish-
ment and operation of the program by the Authority, a multi-
jurisdictional board (the Coordinating Committee of the
Orange County Housing Program) shall have the responsibility
for periodic review and recommendation and the Board of
Commissioners of the Authority shall have day to day
operational control.
4. Authority agrees to transmit to County written reports
detailing its operations thereunder at such times as County
may request.
Page 3
5. The Parties hereto agree that the program to be conducted
hereunder shall be as set forth in the Administrative
Plans attached hereto as Exhibits A and B.
6. The Parties hereto further agree that the budgets for the
operation of said plans by the Authority shall be as set
forth in the budget documents attached hereto as Exhibits
C and D.
IN TESTIMONY WHEREOF, the said Parties have hereunto caused
this instrument to be executed in their respective names , and
attested with their official seals attached hereto, all the
day and year first above written.
Page 4
COUNTY OF ORANGE
BYop.....■•■■.
Chairman
ATTEST:
Clerk
CHAPEL RILL HOUSING AUTHORITY
By
Chairman
ATTEST :
tary
Executive Secre
ORANGE COUNTY lio$PP ADMINISTRATIVE PLAN Page 2
decisions. That body meets on a semi-annual basis and on call if there is a tenant
grievance.
The program has as a goal, evaluating and aiding the housing problems of the rural
sections of the county while giving technical assistance to all of the comunities,
and sharing available statistics.
Though there are problems with finding standard housing in the Fair Market Rent range,
Housing Quality Standards will not be compromised. Housing Quality Standards will
be addressed separately.
There is great emphasis on "normal tenant/landlord relationships" and staff works
toward this. While remaining sensitive to the special needs of low inocime families,
elderly and disabled tenants, the problems and positions of the landlord are respected
Equal Opportunity protection is given to the program participant, but no special favors
are asked or unusual requests made of the landlord on behalf of a tenant. Tenants
are always encouraged to deal directly with the landlord about an issue.
While priorities may differ scRewhat in the four (4) jurisdictions served, the overall
goals of the program are the same. Summarized, they are:
1. To assist a maximum number of families to live in decent housing.
2. To identify this program as an Orange County program.
3. To uphold Housing Quality Standards.
4. To foster and promote normal tenant/landlord relationships.
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 3
5. TO maintain all records in a manner which will permit evaluation
and study toward a better understanding of the overall housing
situation in Orange County.
II. OUTREACH TO FAMILIES AND LANDLORDS
Initially, staff net with agencies and groups throughout the county to explain the
operation of the program. Newspaper articles and television coverage announced the
beginning of the Rental Assistance program. As anticipated, response was greater
than staff could manage, so except for ongoing caumanication with Social Services
agency staffs, orientation to any individual or group that requests that, no formal
outreach has been done.
Applications are monitored for locality, race, income, bedroom size and family status
to make sure there is no group or area that needs extra outreach effort. Applications
are taken full time at the Chapel Hill Housing Authority Office and in Hillsborough
by appointment. There is a Housing Counselor in the Hillsborough area half of each
day, but not always in the office. Initially, applications were taken on a weekly
basis in other parts of the county. However, the Hillsborough location is the only
location where enough regular interest nukes staff time reasonable.
All program applicants are notified by postcard, of their eligibility and informed
that their name has been placed on a waiting list.
A brochure was developed and used widely during the first few program years. Extra
effort was, and is made to personally review the program with any interested landlord
or owner.
- — — ....6.•-••■._....._........________—..... „........_,
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 4
III. SELECTION & NOTIFICATION OF PARTICIPANTS
About once a month, or whenever there are program slots available, letters will be
sent to families who are at the top of the waiting list advising them of who to call
to arrange an appointment to receive a certificate.
Applicants are selected according to date and time of application. There are excep-
tions to this policy:
1. A family displaced by GOvernnent: Action. Any family being
temporarily or permanently relocated by the" Ccumunity Development
staff of any Orange County jurisdiction is considered displaced
by Government Action.
2. Distribution of bedroom sizes. If it is determined that the
program has not met its prescribed bedroom size distribution
goal, selection of applicants (until the desired correction
is achieved) will be according to bedroom size needed.
IV. VERIFICATION OF INCOME, DETERMINATION OF GROSS FAMILY COMMUMW
! All income related factors will be verified. Paycheck stubs, award letters, W-2
forms and signed forms sent to employers will be utilized. Statements of amounts
spent for Child care will be accepted when signed by the applicant unless there is
reason to doubt the statement. lAmber of family nembers will also be accepted unless
there is reason to believe the applicant is uncertain or deliberately falsifying
information.
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 5
Medical expenses which exceed three percent (3%) of the gross family income can be
deducted when determining the Gross Family Contribution. Medical expenses are to
be projected for one year and include costs of:
Medicine taken regularly;
Payment of hospital, doctor and dentist bills;
Medical insurance;
Eyeglasses and hearing aids;
Transportation costs directly related to medical treatment.
Clear documentation for all expenses is necessary.
Payment of medical bills must be documented.
Gross Family Contribution will be computed according to the regulations and all com-
putations will be checked for accuracy by a supervisor.
V. ISSUANCE OF CERTIFICATE
The Certificate will be issued at an individual interview and each certificate holder
will be give written material covering the following:
1. Basic program
2. Rent, gross, contract and FMR
3. Housing Assistance Payment
4. Standardness and inspections
5. Lease, discrimination
6. Search period limits
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 6
7. Landlord responsibilities
8. Who to call regarding housing and/or problems during the
search period.
Staff can gauge specifically the major problems the particular certificate holder is
going to have, i.e. , high rents, substandard units, landlords who refuse to partici-
pate. Attention is then directed to those problems.
Transportation assistance will be provided when possible, or in the case of the elderl
efforts will be made to secure volunteer help for the certificate holder who is lookinc
for housing.
A log, with names of all selected applicants, will be kept to facilitate monitoring
of time required for housing search and to provide staff with readily available infor-
mation as to any family who might need help or an extension of the search period. TWo
extensions, not to exceed thirty (30) days each,will be granted when requested.
HOUSING QUALITY
Housing Counselors have been trained to inspect for Section 8 Housing Quality Standards
An inspection is completed prior to every move-in, once each year after that, at move-
out, and when requested by either the tenant or the supplier.
No conditional approvals are granted. Either a unit passes, or it fails. If it fails,
payments will be abated for a given period of tine. The supplier and the participant
will be advised in writing of the payment abatement.
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 7
Housing Counselors will understand which conditions cause a unit to fail and which
conditions should be noted on the inspection report. Suppliers will be notified
immediately in writing of any repairs which need to be made or which are recommended.
The Unit Supervisor will check inspections for consistency and correctness. He or
she will check units inspected by all Housing Counselors, in all areas of the program
jurisdiction, and, of all housing types. A record will be maintained of all inspection
which have been done by the Unit Supervisor.
In areas where there is an Inspection Department, and units are found with code vio-
lations which affect the acceptance of a unit in the program, the Housing Counselor
may contact the Inspection Department.
VII. LEASE APPROVAL
Generally our awn lease will be used; however if a supplier wants to use a different
lease, the Bouisng Counselor and the Unit Supervisor will review it. If the lease
does not contain any prohibited lease provisions, or any other punitive clauses, it
will be approved. If the supplier wishes to add a "30 day clause" to the model lease,
he may do so. All leases will be for one (1) year, minimum.
No payments will be made until the lease has been executed by the supplier, as well
as by the program participant. A copy of the lease will be kept in the participant's
folder.
VIII. RENT REASONABLENESS
The Housing Counselor will decide, at the time of the inspection, whether the rent
requested by the landlord is tearable to rents in the area, for similar units.
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 8
The Counselor will place in the file, a form citing similar units, in the same areas,
that have comparable rents. If the Housing Counselor feels that the rent requested
is not in line with similar units, the supplier will be told, and will be told what
rent would be acceptable by the program. If the supplier wishes to protest, he may
first talk with the it Supervisor. If the is still unsatisfied, he may request a
hearing, in writing, with the Executive Director.
IX. FRAUD
Each program participant, every participating landlord, and every Chapel Hill Housing
Authority employee shall be notified in writing, at the beginning of participation,
of employment, of the practices that would constitute "Fraud" iii the Rental Assistanc4
Program. The letter will also explain what kinds of actions will be taken, should
fraudulent activities be discovered (see appendix) .
When fraud is suspected, or called to the attention of the staff, the participant wil]
be advised and asked for relevant verification. If fraud is present, the payments nab
be either stopped, or if it is felt that the fraudulent activity was not intentional,
a repayment may be demanded, and Housing Assistance Payments may continue. In any caE
the landlord or the participant may request a hearing before the Multi-Family Housing
Programs Manager. If a satisfactory resolution of the problem is not acheived, the
aggrieved party nay request a hearing in writing before the Alai-Jurisdictional Board
The decision of that Board shall be binding on the Housing Authority, but shall not
interfere with the right to judicial review, of the aggrieved party.
In addition to the "Fraud" letters, every effort is made, while explaining the program
to let the landlord or participant clearly understand his responsibilities.
.„. . . .
ORANGE canry HApp • u • IVE PLAN Page 9
X. PAYMENTS
Payments will be determined for each family at the time of Certification, when all
income and other factors are verified. Each participant will be instructed to notif'
the Housing Counselor about any changes in income or family size which would affect
his payment. RAch parent calculation will be reviewed for accuracy.
When a lease and contract have been signed, a payment control card will be prepared.
The card will note in addition to family identification, the amount of the payment,
the name of the landlord, family Characteristics and information about the unit.
Fach month, the payment card will be marked when the payment is made. All checks wil
be prepared and mailed to be received by the first (1st) of the month.
Checks will be signed by two (2) officials of the Chapel Hill Housing Authority. Cop:
of checks will be filed in the Accounting Department. Camputer print-outs will be ma
tamed, as well as the control cards, in the Section 8 Department.
Payments for utilities will be made directly to utility suppliers. Participants will
sign a waiver (see appendix) when the certificate is signed, allowing this. The pare
will usually be sent to the heating supplier. In soue cases where the amount is largE
more than one supplier will receive a check.
Checks will be written by a campubar and verified on the control card by staff before
mailing. The computer will also maintain year-to-date, and program-to-date totals
for each participant and each landlord.
The Unit Supervisor will be responsible for the monthly review of each control card, tc
make sure annual reviews have been completed and if the participant has reported change
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 10
XI. INFORMATION AND ASSISTANCE FOR PARTICIPAWFM1LIES
Referrals will be made to all Social Services Agencies in Orange County when program
participants present problems. Participants will be encouraged to deal directly with
landlords about housing problems. At no tine will the HAP agency request that a
participant be allowed to delay paying his portion of the rent, or deny an eviction
that is because of non-paymnt of rent.
The staff will be responsive to problems related to housing, especially as they relab
to any discrimination and will provide counsleing, transportation and housing search
assistance in those instances. The staff will be oriented around all available servi(
in Orange County and will make special efforts to know those agency personnel.
XII. REVIEW OF FAMILY CIRCUMSTANCES, RENTS AND UTILITIES AND HOUSING QUALITY
The payment control card prepared for each participating family will be used for one
year. Prior to the eleventh (11th) payment, the family will be notified of the need
for an annual review and inspection. Payment thirteen (13) will not be made until th4
review and inspection are complete.
Interim reviews will be made, and payments changed whenever a change in family size
and income are reported. Landlords and families will be advised in writing of any
changes.
XIII. TERMINATION AND FAMILY MOVES
At the tine of selection and issuance of Certificates of Family Participation, each
participant will be told about his responsibilities. These will be outlined also, in
the lease and Certificate which are given to him.
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 11
In the event of eviction, the case will be reviewed to determine whether there has
been any violation of the participant's rights. If the eviction is because of non-
payment of rent, the family will be terminated fran the program. This provision
will be stressed in orientation material given to each family.
Owners' requests for eviction will be reviewed pramptly by the Housing Counselor and
the Multi-Family Housing Programs Manager. Owners will be notified within seventy-tw
(72) hours if the request is to be denied.
Claims for payments of vacant units will be handled on a case-by-case basis; as well
as claims for "security deposit" money to pay for damages. Inspection of the unit is
mandatory and verification of appropiiate advertising may be necessary. Docurrentatia
will be included in the participant's folder.
When a family is terminated fran the program, selection of a replacement family will
be made from the waiting list and that family will be notified immediately.
Families may move if proper notice is given. Families are encouraged to rime if the
=me clearly upgrades housing quality. If a family moves, a new lease and contract as
executed, and it is then discovered that a damage payment is required to the old land]
from the agency, the tenant and the new landlord will be notified, in writing, immedia
that the amount must be repaid to the agency prior to the next year's contract. Insta
ment payments will be acceptable. The control card is noted, so that no second (2nd)
year contract will be executed if the required payment is not made.
Terminations for reasons of Gross Family Contribution exceeding the Housing Assistance
Payments are made at the end of the contract year. Payments are abated until that Um
and the participant Payment Control Card is placed in a Suspense File.
ORANGE COUNTY BAPP ADMINISTRATIVE PLAN Page 12
If a landlord terminates a lease and it is not the fault of the tenant (i.e., non-
pant of rent) the tenant is issued a new Certificate, his Control Card is placed
in a Suspense File, and he has sixty (60) days (optional extensions) to relocate.
XIV. COMPLAINTS AND APPEALS
Any grievances which have to deal with agency determinations, will be heard by the Boi
set up for that purpose by the Chairman of the Molti-Jurisdictional Board. All deter
minations will, bo=, mad- with participant understanding as primary goal to avoid unnece
ssary hearings. Determinations by that Board shall be binding on the Chapel Hill
Housing Authority, but shall not interfere with further legal action an the part of tl
aggrieved party.
XV. MONITORING PROGRAM PERFORMANCE
Careful nonitoring will be done. A report will be available to the Chapel. Bill Housir
Authority and to the Orange County Cournissioners around these functions.
1. Applications - number received in each jurisdiction;
overall characteristics of applicants.
2. Selection, Certification and Issuance of Certificates -
number of applicants selected and certified;
comparison of applicant characteristics.
3. Participants - number of families in payffent;
characteristics of those families (including average payment) .
Separate accounting reports will be available to either Board upon request.
ORANGE COUNTY HAPP ADMINISTRATIVE PLAN Page 13
Planning Departments of all four (4) jurisdictions will be able to examine Control
Cards when necessary; to determine relevant statistics for Housing Assistance Plans.
XVI. STAFF
The Chapel Hill Housing Authority contracts with the Orange County Public Housing
Authority to administer the Orange County Housing Assistance Payments Program. Alvin
E. Stevenson, Executive Director of the Chapel Hill Housing Authority is responsible
for that contract and for overseeing the program and implementation of the contract.
Mary J. MCCallister, Multi--Family Housing Programs Manager, Chapel Hill Housing Autho:
directly supervises all functions of the program and assists staff in all functions,
when necessary. She is responsible for monitoring, designing and evaluating all repo:
and monitoring systems. She supervises the Unit Supervisor, who is responsible for
supervision of Housing Counselors and a Clerk-Typist. The Unit Supervisor is respons.
for Quality Control of Inspections, correct and timely payments and for direct super-
vision of Housing Counselors and a Clerk-Typist.
There will be one (1) Housing Counselor for apTicuximately, each two-hundred (200) fand
lies. The Housing Counselor is responsible for the issuance of the Certificate,
inspections, leases and contracts, and re-examination at yearly intervals. The Housir
Counselor is responsible for counseling to the participant and landlord whenever that
is requested.
The Clerk-Typist will support the Section 8 Staff, generally. The Receptionist, as
well as the Clerk-Typist will take applications with assistance (when necessary) from
other staff.'
Fr THE CHAPEL HILL HOUSING AUTHORITY
317 CALDWELL STREET EXTENSION
CHAPEL HILL,N C.27514-TELEPHONE 968-4556
ALVIN E,STEVENSON
EXECUTIVE DIRECTOR
Dear
The Department of Housing and Urban Development has conveyed to us
its serious concerns about violations of the Section 8 Existing Housing
Program requirements . The HUD Office of Inspector General ( IG) has recei
ly identified cases of fraud by Public Housing Agencies ( PHAs) and theil
employees , owners/managers , and tenants participating in the Section 8
Existing Housing Program.
In order that the Department may provide Section 8 Housing Assist-
' ance to as many needy families as possible , all participants in this HUI
sponsored program must properly utilize Government funds and follow Dept
mental policy requirements . Incidencies of fraud , willful misrepresenta-
tion , or intent to deceive with regard to the Section 8 Existing Housinc
Program are criminal acts . If you are suspected of committing any fraud(
lent actions , we are required to refer the matter to the proper authorii
for appropriate action. This could lead to an investigation of the allec
tion and could result in your being accused of a Federal crime . You cou'
also be terminated from participation in the Program.
Some examples of fraud involving PHA employees identified by the
investigation included :
1 . Accepting payments from owners/managers to certify sub-
standard units as standards ;
2 . Certifying as eligible otherwise ineligible applicants ,
or coaching applicants to falsify documents ;
3. Changing an applicant ' s position on the waiting list ;
4 . Accepting kick/backs from owners/managers/tenants to
allow rents in excess of the reasonable rent limitations .
We urge you to report any violations of the Section 8 Existing
Housing Program. These violations should be reported immediately rather
than to continue in non-compliance with Program requirements .
If you know of any violations of fraud committed by other persons ,
including other PHA employees , tenants , or owners , please contact Mary
J . McCallister at 968-4556 . Also , please contact Mary McCallister if yot
have any questions .
Attached are letters we are sending to owners and tenants partici -
pating in the Section 8 Existing Program. We will take any action warrar
ed to ensure that cases of fraud are prevented or prosecuted and are
working with HUD to accomplish this task. THIS LETTER IS REQUIRED BY THE
DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT , AND IN NO WAY REFLECTS ON
YOUR PERFORMANCE .
Thank you for your cooperation ,
ORANGE COUNTY
HOUSING ASSISTANCE PAYMENTS PROGRAM
317 CALDWELL.ST EXT. CHAPEL HILL NORTH CAROLINA 27514
Dear
The Department of Housing and Urban Development (HUD) has conveyed to us its
serious concerns about violations of the Section 8 Existing Housing Program require-
ments. The HUD Office of Inspector General (IG) has recently identified cases of fri
by Public Housing Agencies (PHAs) and their employees, owners/managers, and tenants
participating in the Section 8 Existing Housing Program.
In order that the Department may provide Section 8 housing assistance to as
many needy families as possible, all participants in this HUD sponsored program
must properly utilize Government funds and follow Departmental policy requirements.
Incidences of fraud, willful misrepresentation, or intent to deceive with regard
to the Section 8 Existing Housing Program are criminal acts. If you are suspected
of committing any fraudulent actions, we are required to refer the matter to the
proper authority for appropriate action. This could lead to an investigation of
the allegation and could result in your being accused of a Federal crime. You could
also be terminated from participation in the program.
Some examples of fraud involving owners/managers identified by the IG's
investigation included:
1. Requiring extra ("side") payments in excess of the family's
share of the rent. As you know, any payment in excess of the
rent must receive prior approval by us.
2. Collecting assistance payments for units not occupied by Section
8 tenants.
3. Bribing PHA employees to certify substandard units as standard.
We urge you to report any violations of the Section 8 Existing Housing Program.
These violations should be reported immediately rather than to continue in non-
compliance with program requirements.
If you know of any violations or fraud committed by other persons, including
PHA employees, tenants, or other owners, please contact Mary J. McCallister at 968-
4556. Also, please contact the Section 8 Staff if you have any questions.
In addition, we are writing to tenants who are receiving Section 8 Housing
Assistance Payments requesting their assistance in preventing abuses of this program.
We will take any action warranted to ensure that cases of fraud are prevented or
prosecuted and are working with HUD to accomplish this task.
Thank you for your cooperaIjon,
wen/
Mary J McCallister
Housg Programs Manager
MJM:bbm
PFACMIC
[
,,, - •
ORANGE COUNTY
ti HOUSING ASSISTANCE PAYMENTS PROGRAM
317 CALDWELL ST. EXT. CHAPEL HILL NORTH CAROLINA 27514
f-:
.f,
a.-
.;,
Dear
The Department of Housing and Urban Development is seriously concerned about
i fraud in the Section 8 Existing Housing Program and has asked us (the PHA) to send
this reminder to all families in the program. Going along with these simple rules
will help you stay in the Section 8 Existing Housing Program and help the program
[
run fairly and honestly. Not following these rules could result in referral of
the matter for investigation and your being accused of a Federal crime.
Whenever appropriate, we will ask you for information about your income and
your family size so we can make sure that you are paying the right rent to your
landlord and that your house or apartment is the right size for your family. When
we ask for this information, be sure to:
1. Let us know about all income received by members of your
household and .income that you expect to receive in the next
year. Many people forget income from second jobs, overtime,
part-time jobs, and income received from child support.
2. Let us know the name of everyone expected to live in your
household in the next year. If your family size increases,
we will try to help you find a larger place to live.
Your rent payment to your landlord must not be more than the amount in your
lease that we calculated at the time of our review. If you are now paying (or if
your landlord asks for) any money in addition to this payment, please report this
to us at once. We will determine if these extra payments are legal . Most of these
payments are illegal and appropriate action will be taken against the landlord.
We will review your case and get back to you shortly. If necessary, we will help
you find another place to live.
It is very important that you report all income and any changes in the number
of people living with you. We urge you to be sure that you are meeting these respon-
sibilities so that you will continue to receive assistance, and so that this program
can serve as many families as possible.
If you know of any cases of fraud by landlord and/or PHA employees, or if you
have any questions on this subject, please call Mary J. McCallister at 968-4556.
Thank you for your cooperation,
C.- , 111
'vial,
Mary . McCallister
Hot ing Programs Manager
MJM:bbm
PHONE CiSR.A;cA,
t)!
WAIVER
I , , hereby agree to waive
Section 882.210C of the Federal Regulations , Title 24, Chapter VIII
which states , in part, that "If the Gross Family Contribution minus
the rent credit is less than the allowance for utilities and other
services , the PHA shall pay the difference directly to the family."
I hereby authorize the Orange County Housing Assistance Payments
Program to send any amount which is available for utility assistance
directly to a utility supplier on my behalf.
Signature of Participant
Signature of Witness
Date
************************************************************************
LIST BELOW THE PARTICIPANT'S UTILITY SUPPLIER(S) .
BE SURE TO NOTE WHETHER IT IS DUKE CHAPEL HILL, HILLSBOROUGH, OR MEBANE.
BE SURE TO NOTE WHETHER IT IS PUBLIC SERVICE GAS CHAPEL HILL OR MEBANE.
(Utility Supplier--First Choice) (Account Number)
--HEAT SOURCE SHOULD BE FIRST CHOICE OF UTILITIES--
(Utility Supplier--Second Choice) (Account Number)
NO UTILITY ASSISTANCE WILL BE ISSUED TO ANY PARTICIPANT UNTIL WE HAVE
A SIGNED WAIVER AND NAME OF CURRENT UTILITY SUPPLIER.
Counse1Qi
Fifth Year Type of Unit ;
Name : ID Contract Apartment
Jurisdiction Mobile Home
Moved: Prior to Move: _ PAYMENTS TO DATE : RENT $ Detached
Participant Deposit Responsibility $ UTIL $ #
Comments : PAYMENT RECORD;
Month Amount Payment Made
Supplier; Partial R U R U
1.
2
PROFILE ; # of # in # of 3.
Date Sex Race Age Inc. Minors Family Workers 4.
5 ,
6 .
7
8,
Family Displacement 10 .
Status Status 11.
12 .
PAYMENT INFORMATION;
Landlord Participant Net Source of Medical and Total Shopping
Gross Payment-Date Payment Payment Income Income Unusual Expenses Allowances Credit
$ $ $ $ $ $
UNIT INFORMATION; # of Utilities Included Utility Contract
Address Date Bedrooms In Rent Allowance Rent FMR Jurisdiction
$ $ $
Termination Date: _ Number of Payments Received
Reason: Amount RENT Paid $
Amount UTILITIES Paid - - -$
VACANCY LOSS Paid $ #998
UTILITY INFORMATION: DAMAGES/UNPAID RENT Paid- -$ #995
TnTAT riF 40QG t_ 4000
-
DEFINITIONS
1. HUD
2. PHA
3. Owner/Supplier
4. Existing Housing
S. Eligible Family
6, Lower Income Family
7. Very Low Income Family
8. Large Very Low Income Family
9. Very Large Lower Income Family
10, Head of Family
11. Spouse
12. Minor
13. Full-time Student
•
14. Annual Income
15, Income for Eligibility
16. Unusual Expenses
17, Gross Family Contribution
18. Allowances
• 19. Fair Market Rent
20. Gross Rent
21. Contract Rent
22. Allowance for Utilities
23. Utilities
24. Net Family Assets
25. Medical Expenses
26. Annual Contributions Contract
27. Minimum and Maximum Rents
28. Lease
29. Housing Quality Standards
30. Finders-Keepers Policy
31. Recertification
•
STATEMENT OF POLICY AND PROCEDURES
1. Eligibility for Admission
2. Applications
3. Income Limits
4. Rents
5. Certificate of Family Participation
6. Leasing of Dwelling Units
7, Interim Redetermination of Rent
8_ Computation of Family Income
9. Deductions
10. Assets
11. Misrepresentation of Facts
12. Evictions
13. Housing Assistance Payments to Owners
14. Security & Utility Deposits
1 .
15. Briefing of Certificate Holders
16. Responsibilities of the Owner
17. Responsibilities of the Family
18. Responsibilities of the PHA
19. Equal Opportunity Requirements
DEFINITIONS
1. HUD. The Department of Housing and Urban Development or its designee.
2. PHA. Public Housing Agency. Any State, county, municipality or other
governmental entity or public body (or agency or instrumentality
thereof) which is authorized to engage in or assist in the development
or operation of housing for low-income families.
3. OWNER/SUPPLIER. Any person or entity, including a cooperative, having
the legal right to lease or sublease Existing Housing.
4. EXISTING HOUSING. Housing that is in decent, safe and sanitary con-
,
dition.
5. ELIGIBLE FAMILY. A Family which qualifies as a Lower-Income Family and
meets other requirements of the Act. Family includes an elderly, handi-
capped, disabled, or displaced person and the remaining member of a
tenant family.
6. LOWER INCOME FAMILY. A Family whose income does not exceed 80 percent
of the median income for the area as determined by HUD with adjustments
for smaller or larger families.
7. VERY LOW INCOME FAMILY. A Family whose income does not exceed 50 per-
cent of the median income for the area, as determined by HUD, with
adjustments for smaller or larger families.
8. LARGE VERY LOW INCOME VAMILy. A Family whose income does not exceed
50 percent of the median income for the area and which includes six (6)
or more minors, or any lower income family with medical or unusual
expenses which exceed 25Z of income.
9. VERY LARGE LOWER INCOME FAMILY. A Family whose income does not exceed
80 percent of the median income for the area and which includes eight (8)
or more minors.
10. HEAD OF FAMILY. The family member who is held responsible and
accountable for the family (normally considered to be the lessee) .
11. SPOUSE. The husband or wife of the head of the household.
12. MINOR. A member of the Family household (excluding foster children)
other than the Family head or spouse, who is under 18 years of age or is
a full-time student.
13. FULL-TIME STUDENT. A Family member who is carrying a subject load
which is considered full-time for day students under the standards and
practices of the educational institution attended.
K
14. ANNUAL INCOME. Income from all sources anticipated to be received for
the 12-month period following the date of determination of income by
the Family head (even if temporarily absent) and each additional member
of the Family household who is not a minor.
15. INCOME FOR ELICIBILITY. The anticipated total annual income of a family
computed in accordance with whether or not a Family is a lower-income
Family or a Very Low-Income Family (except where a family has Net Family
Assets in excess of $5,000, income shall include the actual amount of
income, if any, derived from all of the Net Family Assets or 10% of the
value of all such assets, whichever is greater) .
16. UNUSUAL EXPENSES. Amounts paid by the Family for the care of Minors
under 13 years of age or for the care of disabled or handicapped Family
household members, but only where such care is necessary to enable a
Family member to be gainfully employed, and the amount allowable as
"Unusual Expenses" shall not exceed the amount of income from such
employment.
17. GROSS FAMILY CONTRIBUTION. The portion of the gross rent payable by an
eligible family.
18. ALLOWANCES. $300 for each Minor; Medical expenses which exceed 3 percent
of the Annual Income and Unusual Expenses.
19. FAIR MARKET RENT. The rent, including utilities (except telephone) ,
ranges, refrigerators, and all maintenance, management, and other
services, which, as determined at least annually by HUD, would be re-
.
quired to be paid in order to obtain privately owned, existing, decent,
safe, and sanitary rental housing of modest (non-luxury) nature with
suitable amenities.
20. GROSS RENT. The Contract Rent plus any Allowances for Utilities and
Other Services
21. CONTRACT RENT. The rent payable to the Owner under his Contract
including the portion of the rent payable by the Family.
22. ALLOWANCE FOR UTILITIES. An amount determined by the PHA as an
allowance for the cost of utilities (except telephone) and charges
for other services payable directly by the Family. Where the Family
pays directly for one or more utilities or services, the amount of
the Allowance is deducted from the Gross Rent in determining the
Contract Rent and is included in the Gross Family Contribution.
23. UTILITIES. Includes water, electricity, gas, other heating, refrig-
eration and cooking fuels, trash collection and sewerage services.
Telephone service is not included as a utility. (NOTE: Trash collec-
tion for Rent purposes only includes both trash and garbage collection).
Tf,r
24. NET FAMILY ASSETS. The value of equity in real property, savings,
stocks, bonds, and other forms of capital investment. Furniture and
automobiles are not included.
25. MEDICAL EXPENSES. Medical expenses which are to be anticipated and paid
during the 12-month period for which the Annual Income is computed, and
which are not covered by insurance (however, premiums for such insurance
may be included as medical expenses) .
26. ANNUAL CONTRIBUTIONS CONTRACT. ("ACC") A written agreement between
HUD and a PHA to provide annual contributions to the PHA to cover
housing assistance payments and other expenses.
27. MINIMUM AND MAXIMUM RENTS. Families will pay not less than 15% of
Adjusted Income and not more than 25% of Gross Income.
28. LEASE. A written agreement between an Owner and an Eligible Family
for the leasing of an Existing Housing Unit in accordance with the
Contract.
29. HOUSING QUALITY STANDARDS. Housing used under this program must meet
the Performance Requirements and Acceptability Criteria as set forth
in 882. 109, 24 CFR.
30. FINDERS-KEEPERS POLICY. A holder of a Certificate of Family Partici-
pation shall be responsible fur finding an Existing Housing Unit suit-
able to the holder's needs and desires in any area within the PHA's
jurisdiction. (A holder of a Certificate may select the unit which
the holder already occupies if the unit qualifies as Existing Housing) .
31. RECERTIFICATION. Annual review of a Family's income, composition and
exceptional medical or other unusual expenses,
"A!
STATEMENT,OF POLICY AND PROCEDURES
1. EL1CIBILITY FOR ADMIS6ION, The Chapel Hill Housing Authority shall
issue a "Certificate of Family Participation" to families who meet the
followIng requirements;'
a. Qualify as lower or Very Low Income Families.
b. Family income does not exceed the applicable income limits for
admission presctibed by HUD.
2. APPLICATIONS. Applications for Housing Assistance Payments will be
accepted subject to the following conditions:
a. Applications will be processed regardless of race, color, creed or
national origin of the family applying.
b. No attempt will be made to deny a certified family the opportunity
to rent a standard dwelling unit suitable to the family's needs.
c. The PHA shall certify families by date of application. At least
thirty (30) percent of the families certified shall be Very Low
Income Families at admission. At annual reexaminations the PHA will
ascertain whether 30 percent of all the assisted families are Very
Low Income Families and if the percentage is lower than 30 percent,
shall thereafter issue Certificates of Family Participation to achieve
a 30 percent level.
d. The PHA will establish and maintain a waiting list for applicants for
Certificates of Family Participation. If the PHA determines that it
cannot issue any more Certificates, all applicants will be placed
on the waiting list. The PHA will notify the families of this fact.
The PHA shall maintain a system to assure that it will be able to
honor all outstanding Certificates of Family Participation within its
Annual Contributions Contract.
3. INCOME LIMITS. The income limits established by the Department of
Housing and Urban Development will be used to determine eligibility of
Family Participation.
4. RENTS. The sum of the Contract Rent and any allowance for Utilities and
other services shall not exceed applicable Fair Market Rents which have
been established by HUD. The PHA shall determine and so certify that the
Contract Rent for the dwelling unit for which it approves a lease does
not exceed a rent that is reasonable in relation to the locality, quality,
amenities, facilities, management and maintenance of the unit.
P
5. CERTIFICATE OF FAMILY PARTICIPATION. The Certificate of Family Partici-
pation shall expire at the end of 60 days unless within that time the
Family submits a Request for Lease Approval.
If a Certificate expires or is about to expire a Family may submit the
Certificate to the PHA with a request for an extension. If the Family is
making an effort to locate suitable housing and the PHA feels there is a
reasonable possibility that the Family may find a suitable unit, an ex-
tension of up to 60 days may be granted. A determination by the PHA
that no further extensions shall be granted shall not preclude the
Family from filing a new application for another Certificate.
If an assisted family notifies the PHA that it wishes to obtain another
Certificate of Family Participation for the purpose of finding another
dwelling unit, or that it has found another unit, the PHA shall issue
another Certificate or process a Request for Lease Approval, as the case
may be, unless the PHA determines that the Owner is entitled to payments
or funds on account of non-payment of rent or other amount owed under
the Lease.
[ Families determined ineligible by the PHA shall be notified by letter of
the reason and that he or she has the right, within 10 days, to request
an informal hearing. The PHA shall retain for three (3) years a copy of
the application, notification letters, applicants response and, if any,
the record of any informal hearing and a statement of final disposition.
6. LEASING OF A DWELLING UNIT. An applicant shall apply for a Certificate of
Family Participation and when approved shall be responsible for finding a
housing unit suitable to the holder's needs and desires in an area within
the PHA's jurisdiction. A holder of a Certificate may select the dwelling
unit he already occupies if the unit qualifies.
When a Family has a unit it wants and the Owner has agreed to lease, the
Family shall submit to the PHA a Request for Lease Approval signed by
the Owner of the unit and the Family. A copy of the proposed lease,
complete except for entry of the portion of monthly rent the Family shall
be obligated to pay the owner, shall also be submitted to the PHA.
When the applicant has accomplished the above, the PHA will accomplish
the following:
a. Determine whether the Contract Rent is approvable in accordance
with the Fair Market Rent Schedule.
b. Determine the allowance for any utilities or services which the
Family is to pay directly.
c. Determine that the unit is decent, safe and sanitary in accordance
with the Housing Quality Standards.
d. Notify the Owner and the Family by mailing the approval or disapproval
form. A copy will be maintained in the applicant's folder.
e. If approved, the PHA will enclose two copies of a Housing Assistance
Contract to be signed and returned. The PHA will upon return of the
Contract, execute the Contract by the first day of occupancy specified
in the Lease and return an executed copy to the Owner.
•
At least once annually the PHA will:
a. Inspect the unit to assure that the Owner and Tenants are meeting
their obligations to maintain the unit in a decent, safe and sanitary
condition. All records of inspection shall be maintained in the
tenant's folders for three (3) years.
b. A written reapplication shall be submitted by a responsible member of
the Family and shall set forth all data and information necessary
for a redetermination of the amount of housing assistance payment
which should be made with respect to the Family.
c. Reexamine the Family income, composition, extent of medical or other
unusual expenses and redetermine the amount of Gross Family Contribution
and the amount of Housing Assistance Payment in accordance with the
current schedules and criteria established by HUD.
d. Determine an adjustment, if any, as of any anniversary date of the
lease not to exceed the annual adjustment factor for any substantial
change in Utility rates may be made.
e. Determine if the unit size is still appropriate for the family size.
If the unit is no longer appropriate the Family and the PHA shall try
to find an acceptable unit as soon as possible. If an acceptable
unit is found that is available for occupancy by the Family, and the
Lease with the first Owner can be terminated in accordance with its
terms, the Contract with the first Owner shall be terminated and
housing assistance payments shall be made available to the Family for
occupancy in the acceptable unit. Housing Assistance Payments will
not be terminated unless the Family rejects without good reasons the
offer of a unit which the PHA judges to be acceptable.
7. INTERIM REDETERMINATION OF RENT. Rent will be adjusted between regular
reexamination of changes in income or family size occur.
8. COMPUTATION OF FAMILY INCOME. All income of family members excluding
minors and full-time students, anticipated to be received for the next
twelve months must be considered during the computation of total family
income. (The head of a family or spouse will not be considered a minor) .
Income shall include, but not be limited to the following:
a. The gross amount, before any payroll deductions, of wages and salaries,
overtime pay, commissions, fees, tips, and bonuses.
b. The net income from operation of a business or profession or from
rental of real or personal property. (For this purpose, expenditures
for business expansion or amortization of capital indebtedness shall
not be deducted to determine the net income from a business.
c. Interest and dividends.
d. The full amount of periodic payments received from social security,
annuities, insurance policies, retirement funds, pensions, disability
or death benefits and other similar types of periodic receipts.
e. Payment in lieu of earnings, such as unemployment and disability
compensation, workmen's compensation and severance pay.
f. Public Assistance Grants.
g. Periodic and determinable allowances, such as alimony and child support
payments, and regular contributions or gifts received from persons
not residing in the unit.
h. All regular pay, special pay and allowances of a member of the Armed
Forces (whether or not living in the unit) who is head of the family
or spouse.
THE FOLLOWING ITEMS WILL NOT BE CONSIDERED AS INCOME:
a. Casual, sporadic or irregular gifts.
b. Amounts which are specifically for or in reimbursement of the cost
of medical expenses.
c. Lump-sum additions to Family assets, such as inheritances, insurance
payments (including payments under health and accident insurance and
workmen's compensation) , capital gains and settlement for personal
or property losses.
d. Amounts of educational scholarships paid directly to the student or
to the educational institution, and amounts paid by the Government to
a Veteran for use in meeting the costs of tuition, fees, books and
equipment. Any amounts of such scholarships, or payments to veterans,
not used for the above purposes or which are available for sub-
sistance are to be included in income.
e. The special pay to a serviceman head of a family away from home and
exposed to hostile fire.
f. Relocation payments made pursuant to Title II of the Uniform Reloca-
tion Assistance and Real Property Acquisition Policies Act of 1970.
g. Foster child care payments.
h. The value of coupon allotments for the purchase of food pursuant to
the Food Stamp Act of 1964 which is in excess of the amount actually
charged the eligible household.
i. Payments received pursuant to participation in the following volunteer
•
programs under the ACTION Agency:
1) National Volunteer Antipoverty Programs which include VISTA,
Service Learning Programs and Special Volunteer Programs.
2) National Older American Volunteer Programs for persons aged 60 and
over which include Retired Senior Volunteer Programs, Foster
Grandparent Program, Older American Community Services Program,
and National Volunteer Program to assist Small Business Experience,
Service Corps of Retired Executive (SCORE) and Active Corps of
Executives (ACE) .
9. DEDUCTIONS
a. Unusual Medical Expenses in excess of 3% of total family income, are
those which are anticipated to be paid during the twelve-month period
for which Annual Income is computed, and which are not covered by
insurance. Premiums for such insurance may be included as medical
expenses when paid by the family member.
b. Child care for minors under the age of 13 or care for a disabled/
handicapped family member, when necessary to enable a family member
to be gainfully employed, can be deducted. The deduction cannot
exceed the amount of income from such employment.
c. An amount of $300.00 per minor will be deducted from Total Family
Income.
d. An amount of $300.00 for each full-time student will be deducted from
Total Family Income.
10. ASSETS. Assets means the value of equity in real property, savings,
stocks, bonds, and other forms of capital investment. The value of
furniture and automobiles are excluded. Any income producing assets will
be included in total family income.
11. MISREPRESENTATION OF FACTS. If at any time the investigation reveals the
tenant misrepresented facts which caused him or her to be classed as
eligible when in fact he or she was ineligible, the Certificate of Family
Participation shall be cancelled. If such misrepresentation resulted in
payment of a lower rent than should have been paid, he or she will be
required to pay the difference to the PHA, and in justificable cases, the
PHA may take such action as it deems advisable.
12. EVICTIONS. An Owner shall not evict any Family unless the Owner complies
with the requirements of local law and of this policy. The Owner shall
give the family a written notice of the proposed eviction, stating the
grounds and advising the Family that it has 10 days within which to respond
to the Owner. The Owner must obtain the PHA's authorization for an eviction;
accordingly, notice shall also state that the Family may, within the same
period, present its objections to the PHA in writing or in person.
The PHA shall forthwith examine the grounds for eviction and shall authorize
the eviction unless it finds the ground to be insufficient under the Lease.
The PHA shall promptly notify the Owner and the Family of its determine-
. don (no later than 20 days of the date of the notice to the Family)
whether or not the Family has presented objections to the PHA. If the
Owner has not received a response from the PHA within the 20 day period,
he shall telephone the PHA. If the PHA states no notice has been mailed
within this, period the PHA shall be deemed to have authorized the eviction.
13. HOUSING ASSISTANCE PAYMENTS TO OWNERS. Housing Assistance Payments shall
“
be paid to an Owner in accordance with his Contract for the dwelling unit
under lease by an Eligible Family. These housing assistance payments will
cover the difference between the Contract Rent and the portion of said
rent payable by the Family as determined in accordance with HUD established
schedule and criteria.
If an eligible Family vacates its unit in violation of the provisions
of the Lease of tenancy agreement, the Owner shall receive housing assis-
tance payments in the amount of 80 percent of the Contract for a vacancy
period not exceeding 60 days or the expiration or other termination of the
Lease or tenancy agreement, whichever comes first; provided, however,
that if the Owner collects any of the Family's share of the rent for
this period in an amount which, when added to the 80 percent payments,
results in more than the Contract Rent, such excess shall be payable to HUD
or as HUD may direct; and provided further, that if the vacancy is the
result of action by the Owner, the Owner shall not receive any payment under
this paragraph if his action was in violation of the Lease or the Contract
or any applicable law or if the Owner fails to comply with the regulations
pertaining to evictions.
The OWNER shall not be entitled to any payment under the paragraph above
unless he :
a. Immediately upon learning of the vacancy, has notified the PHA of
the vacancy or prospective vacancy.
b. Has taken and continues to take all feasible actions to fill the
vacancy including, but not limited to, contacting applicants on his
waiting list, if any, requesting the PHA and other appropriate sources
to refer eligible applicants, and advertising the availability of the
units, and
c. Has not rejected any eligible applicants except for good cause
acceptable to the PHA.
The OWNER shall provide all the services, maintenance and utilities which
he agrees to provide in the Contract, subject to abatement of housing
assistance payment or other applicable remedies if he fails to meet
these obligations.
If theIHA notifies the OWNER that he has failed to maintain a dwelling
unit in decent, safe and sanitary condition and the Owner fails to take
corrective action within the time presecribed in the Notice, the PHA
may exercise any of its rights or remedies under the Contract, including
abatement of housing assistance payments (even if the Family continues
in occupancy) and termination of the Contract. If the Family wishes to
be rehoused in another unit with Section 8 assistance and the PHA deter-
mines to terminate the Housing Assistance Payments Contract, the PHA
shall issue to the Family another Certificate of Family Participation.
14. SECURITY AND UTILITY DEPOSITS. An Owner may require a Family to pay a
Security Deposit in an amount equal to the amount payable by the Family
toward one month's Gross Rent t Families shall be expected to obtain
the funds to pay security and utility deposits, if required, from their
own resources and/or other private or public sources.
If a Family vacated the unit, the Owner may use the deposit as reimburse-
ment for any unpaid rent or other amounts owed under the Lease. If the
Family has irovided a Security Deposit, and it is insufficient for such
reimbursement, the Owner may claim reimbursement from the PHA, not to exceed
an amount equal to the contract rent, minus the security deposit or minus
the security deposit that should have been collected.
•
If theIhmily vacated the unit owing no rent or other amounts under the
Lease, or if such amount is less than the amount of the security deposit,
the Owner thall refund the full amount or the unused balance, as the case
may be, to the Family.
15. BRIEFING OF CERTIFICATE HOLDERS. When a Family initially receives its
Certificate of Family Participation, a full explanation of the following
shall be provided by the PHA to assist the Family in finding a suitable
unit and to apprise the Family of its responsibilities and the responsibi-
lities of the Owner. Individual sessions will be held and adequate
opportunity shall be provided for Families to raise questions and to
discuss the information provided.
a. Family and Owner responsibilities under the Lease and Contract;
b. How to find a suitable unit;
c. Applicable housing quality standards and procedures for Family and
Owner inspections and for their individual certifications of
compliance with those standards;
d. Significant aspects of the applicable State and local laws; and
e. Significant aspects of Federal, State and local fair housing laws.
16. RESPONSIBILITIES OF THE OWNER. The owner shall be responsible for perform-
ing all of his obligations under the Contract and Lease. The Owner's
responsibilities shall include but not be limited to:
•
a. Performance of all management and renting functions;
* or $50.00, whichever is greater.
b. Payment for utilities and services (unless paid directly by the Family) ;
c. Performance of all ordinary and extraordinary maintenance;
d. Collection of Family rents;
fr
e. Preparation and furnishing of information required under the
Contract ; and
f. Compliance by the Owner with Equal Opportunity requirements.
17. RESPONSIBILITIES OF THE FAMILY. A Family receiving housing assistance
•
shall be responsible for fulfilling all its obligations under the Certi-
ficate of Family Participation issued to it by the PHA and under the
Lease with the Owner.
18. RESPONSIBILITIES OF THE PHA. The PHA (in administering its ACC with HUD)
shall be responsible for the following:
a. Publication and dissemination of information concerning the avail-
:
ability and nature of housing assistance for Lower-Income Families;
b. Public invitation of Owners to make dwelling units available for
leasing by Eligible Families and development of working relationships
and contacts with landlords and appropriate associations and groups;
c. Receipt and review of applications for Certificates of Family Parti-
cipation and maintenance of a waiting list;
d. Issuance of Certificates of Family Participation to Eligible Families;
e. Notification of families determined to be ineligible;
f. Provision to each Certificate holder of basic information on
applicable housing quality standards and inspection procedures, search
for and selection of housing, landlord and tenant responsibilities,
and basic program rules;
g. Determination of amounts of Gross Family Contributions;
h. Determination of amounts of housing assistance payments;
i, Review of and action on Requests for Lease Approval;
j . Making of housing assistance payments;
k. Reexaminations of Family Income, composition, and extent of
exceptional medical or other unusual expenses, and redeterminations, as
appropriate, of the amount of Gross Family Contribution and amount
of housing assistance payment in accordance with HUD-established
schedules and criteria;
k
� ~
1. Kedececm1naci*oa of amount of
rent payable by the Family and amount of
housing assistance payment in accordance with HUD-established schedules
and criteria as a result of an adjustment by the PHA of any applicable
Allowance for Utilities and Other Services;
m' Inspections prior to leasing and inspections at least annually to
determine that the units are maintained in decent, safe and sanitary
conditions, and notifications to Owners and Families of PHA
determinations;
n. Authorization of evictions;
o. Administration and enforcement of contracts with Owners and taking of
appropriate actions in case of noncompliance or default; and
p. Compliance by the PHA with equal opportunity requirements.
19- EQUAL OPPORTUNITY REQUIREMENTS. The PHA by participating in the Section 8
program agrees co comply with Title VI of the Civil Rights Act of 1964,
Title VIII of the Civil Rights Act of 1968, Executive Order I1063 and all
rules, regulations, a/uizequirementa issued pursuant thereto.
The PHA shall comply with Section 3 of the Housing and Urban Development
Act of 1988 and all applicable rules, regulations, and requirements.
ADMINISTRATIVE PLAN
ORANGE COUNTY
SECTION 8
MODERATE REHABILITATION PROGRAM
****
****
CHAPEL HILL HOUSING AUTHORITY
ALVIN E. STEVENSON
EXECUTIVE DIRECTOR
ADMINISTRATIVE PLAN
Revision Number 1
August 25, 1981
I . Statement of Overall Approach and Objectives
A. Program Objectives
The Orange County Moderate Rehabilitation Program plans to operate
with the following objectives and program goals paramount:
1. To provide standard housing on the private market to
one hundred low income families over a long period of
time, at rent that is affordable to them;
2. To prevent the displacement of low income families
throughout Orange County, where private investors find
provision of student and faculty housing more lucrative;
3. To complement Small Cities and Community Development Programs
in Chapel Hill , Hillsborough, and Carrboro through joint
planning with these communities , and where feasible, to
use grant money from these programs to finance rehabilitation
in the Moderate Rehabilitation Program; and,
4. To further unify housing development efforts and housing
standards throughout Orange County.
To accomplish these broad goals , the Section 8 Existing staff of
the Chapel Hill Housing Authority, which is familiar with the entire
County and has a good relationship with landlords in the County, will
be working closely with the Rehabilitation staff of the Housing Authority,
who will be performing the rehabilitation functions of the program.
Vacant Moderate Rehabilitation units, within a given area, will be
used to relocate eligible families displaced in those areas because of
Community Development activity.
The Executive Director of the Housing Authority, the Multifamily
Housing Programs Manager and the Housing Rehabilitation Manager have met
with planning staff in all jurisdictions to review the program and plan
for its most effective use in each area.
B. Administrative Approach
Administration of the program will be by the Chapel Hill Housing
Authority. The Executive Director will be responsible for the overall
program and the proper administration of the contract.
The Rehabilitation staff will be responsible for the following
functions:
1. Informal outreach to owners, lenders, and contractors, such
as answering of inquiries and issuing of Proposal packets
when indicated or reauested.
. ~~�
`
' 2
2. Development of the Proposal packet for owners.
3. Initial inspection of units proposed for the program.
4. Determination of family eligibility, if unit is occupied.
5. Proposal review and selection.
6' Preparation or review of detailed work write-ups and
cost estimates.
7. Preliminary Feasibility Analysis, using rough cost estimates,
income-expense analysis , and estimates of contract rent.
8. Assistance to the owner in selection of the contractor.
9. Final Feasibility Analysis , including calculation of contract
rents.
10. Assistance to the owner in obtaining financing.
11. Preparation of Agreement to Enter into HAP Contract, including
dates of commencement and completion of rehabilitation.
12. Inspections during rehabilitation; monitoring of construction
contract compliance; review of change orders.
13, Final inspection.
14, Receipt and review of acceptable completion documents; final
acceptance of rehabilitation work.
The Section 8 staff will be responsible for the following
functions:
1. Preparation and distribution of outreach material , as well as
informal outreach to owners and managers where a relationship
already exists.
2. Monitoring and issuing monthly assistance to owners.
3. Annual inspections and eligibility determination, and handling
of any interim problems that may arise between landlord and
tenant.
Accounting functions of the program will be handled by the Chapel
Hill Housing Authority Accounting Department, in the same manner as the
Section 8 Existing Program is hamdled.
Record keeping and reporting will be a function of the Section 8
staff. Monthly monitoring reports will be provided to the Housing
Authority Board of Commissioners and to the County Commissioners when
requested. HUD reports will be submitted on a timely basis.
II. PlanS forAdminist��tion of Moderate Rehabilitation Functiomin"
---
A. Owner Participation
All owners and landlords participating, and who have participated,
3
in the Section 8 Existing Program will be sent preliminary information
about the program. This will be in the form of a pamphlet which will
explain basic eligibility and functioning , and will include an invitation
to pick up or request a proposal packet from the Housing Authority office,
or the Section 8 office in Hillsborough.
All requests for information will be followed up by the Section 8
Moderate Rehabilitation Advisor, who will be qualified to perform the
initial screening. He/she will make preliminary decisions regarding:
1. Family eligibility;
2. Rehabilitation potential of the structure; and,
3. Financial feasibility as it relates to the owner's financial
situation.
If an owner needs assistance with the proposal form, the Section 8
Moderate Rehabilitation Advisor will assist the owner with the prepa-
ration of the form. The format of the proposal form will be like that
in Attachment I.
The proposal packet for the owner, in addition to the form, will
include several sheets dealing as simply as possible with various aspects
of the program. One will discuss rents, establishment and annual adjust-
ments, one sheet will concern types of financing that can be used, a
description of each type, and where to go or who to see about each kind
of financing. There will be a sheet stating simply the rights and re-
sponsibilities of the owner, the tenant family, and the program. That
will concern annual inspections and repairs, ineligible families, evictions
security deposits, and damage reimbursement.
Specific rehabilitation information, such as weatherization, what can
and cannot be included, as well as expected time frame for rehabilitation,
and a description of the staff inspection function will also be included
in the packet.
B. Review of Proposals
Proposals will be numbered according to the time they are received
and will he reviewed in that order. No time limit will be imposed on
receipt of proposals. Geographic target areas specified in the appli-
cation will be considered, so that a proposal form from one area may
take priority over a proposal from an untargeted area.
Within three days of the receipt of a proposal , the Authority
Section 8 Moderate Rehabilitation staff will review all proposals for
compliance with basic program requirements.
4
Proposals which are substantially incomplete, or which do not meet
program objectives , will be rejected outright. Since this program will
not allow permanent displacement, any proposal which indicates that over-
crowded or underoccupied units will be assisted and/or which indicates
that there will not be enough suitable sized units after rehabilitation
to accommodate present tenants , will be rejected at this stage. The
Section 8 Existing Housing Occupancy Standards will be used to determine
overcrowded or underoccupied units.
Proposals which indicate that present rents are at or above the
Moderate Rehabilitation Program Fair Market Rents, or proposals which
clearly indicate that the proposed project is infeasible, will also be
rejected.
Owners whose proposals are rejected will be notified of the reason(s)
for rejection. The notice will specify that the owner may request, within
ten days, an administrative hearing from the Authority; during which, the
reason(s) for the rejection will be explained in full and the owner will
be provided an opportunity to dispute the rejection.
All proposals which meet the basic proposal selection criteria will
be processed for scheduling and completion of the initial inspection. In
the event that more proposals than can be handled are received for one
area, priority will be given to the proposal which requires the most re-
habilitation.
C. The Rehabilitation Process
1. Initial Inspection
The initial inspection and Preliminary Cost Estimates will be
completed by the Rehabilitation Advisor as soon as possible after
a positive review of an owner's proposal .
The Housing Quality Standards for this program will be those
of the Housing Code existing in the area of operation, and shall
be consistent throughout the County. All rehabilitation work will
have to comply with the rehabilitation standards developed by the
Rehabilitation staff for acceptable grades of materials and accept-
able levels of workmanship.
The Rehabilitation Advisor will schedule the inspection and
will request the owner and tenant(s) to be present during the
inspection. The owner and tenant(s) will be encouraged to make
known their desired repairs; however, the Advisor will make the
final decision regarding repairs to be made under this program.
5
The Advisor will determine whether any major building systems or
components are in danger of failure.
Immediately after the inspection, the Rehabilitation Advisor
will complete a Preliminary Cost Estimate Report, detailing each
needed eligible repair and its cost, and estimating the cost of
energy-conserving improvements required by Section 882.405(s) of
the regulations.
The Rehabilitation Manager will monitor the quality of inspec-
tions by making spot inspections and comparing his findings to the
initial inspection report.
2. Preliminary Feasibility Analysis
The Feasibility Analysis will be completed by the Moderate
Rehabilitation Advisor, using the Preliminary Cost Estimate Report.
The Moderate Rehabilitation Advisor will :
a. Estimate the required amount and terms'of a conventional
rehabilitation loan, using the Cost Estimate Report and
loan data provided by local banks, or included in the
owner's proposal .
b. Determine a monthly amortization amount for the loan.
c. Establish a base rent, using the average rent data
contained in the proposal .
d. Calculate the gross rent for the unit(s) by adding
the Base Rent, the Loan Amortization Amount, and an
Allowance for any tenant paid utilities.
e. Compare the estimated gross rent(s) with the Fair
Market Rent Limits and make a determination of
feasibility.
The Advisor will explore any method of financing which might
be available to the owner at less cost. The Rehabilitation Advisor
will meet with every owner to discuss the Feasibility Analysis. At
this meeting, the proposed base rent for the unit(s) will be discussed.
If the owner maintains that the base rent is too low to permit adequate
maintenance and management of the rehabilitated unit, he will be re-
quired to submit expense data to the Advisor. This data will be anal-
yzed, based on knowledge of average management and maintenance expenses
in the area and on information provided by the HUD Field Office. Prop-
erty tax expenses will be obtained from city tax records , taking into
consideration any anticipated increases.
6
Using the HUD formula and approved estimates of expenses , a
new base rent will be calculated, and the monthly loan amortization
r:.
amount and any allowance for utilities added to it A determination
of feasibility, based on the resulting gross rent, will then be made.
If at any point during the Feasibility Analysis process, the
project is found to be unfeasible, the owner will be notified in
writing, and in person, of the reasons for the finding.
3. Referral of Proposals
If the rents proposed in the Feasibility Analysis are acceptable
to the owner, and the project is feasible, then the Moderate Rehabili-
tation Advisor will refer the Proposal to the Rehabilitation Manager.
The Rehabilitation staff will be responsible for scheduling all projec
to meet the approved leasing schedule. Proposals will be referred, kE
ing in mind approved unit distribution, geographic targets, and amount
of rehabilitation necessary.
In the event there are more acceptable proposals than program
allocations, the Rehabilitation staff will select those to be imple-
mented, considering the factors in the above paragraph.
4. Notification to Owners
Owners whose proposals have been selected will be sent a Notice
of Selection which will state that they have been selected for partici
pation in the program and will indicate the tentative number of units
to be assisted. Owners whose proposals are acceptable but cannot be
processed during the first stage will be informed that their proposals
are being held for future processing and that in thirty days they will
be notified again by the Authority of a date when the proposal will be
processed.
Notices to owners whose proposals have been selected for process-
ing will state that they have forty-five days in which to complete
the following required activities before an Agreement to Enter into
a HAP Contract can be signed:
a. Preparation of detailed work write-ups and cost estimates.
b. Selection of a contractor.
c. Cooperation with the Rehabilitation Advisor in the comple-
tion of a final feasibility analysis.
d. Obtaining a financing commitment.
e. Preparation of a lease form.
The Notice will also state that the Rehabilitation Advisor will
7
? meet with owners to discuss how he will assist them to complete
these functions.
Owners whose proposals were determined feasible with Rehabili-
tation money will be requested to contact a loan officer to complete
an application for a rehabilitation grant.
Owners will be notified in writing if their proposals are not
feasible, even with a grant. The Notice will state that if the
owner submits, within fifteen days, information disproving the
determination, the program will reconsider the owner's proposal .
5. Determination of Famil Eli 'ibilit
Prior to the selection and referral of proposals to the
Rehabilitation Manager, the Rehabilitation Advisor will determine
the eligibility of any family residing in the proposed unit. A
program briefing will be provided to an eligible family at that
time. Eligibility determination will be like that outlined in
the Administrative Plan for the Orange County Section 8 Existing
Program.
Tenants found ineligible will be notified in writing of the
determination and of their right to a hearing in accordance with
24 CFR 882.517(g) . Since the Authority will not enter into a
Contract for any unit occupied by an over-income family, proposals
which are for one unit only will be rejected if the tenant is
determined ineligible.
Owners will be notified in writing of the Authority's
determination and the Notice will state that if the owner re-
submits, within fifteen days, information disproving the Authority's
original determination, the Authority will reconsider its rejection.
6. Work Write-Ups and Cost Estimates
After a referral is received, the Rehabilitation staff will
schedule meetings with selected owners to explain the steps which
must be completed before an Agreement to Enter into a HAP Contract
can be signed, and to provide the following information for use in
the program:
a. A copy of the list of deficiencies and description of
work required and estimated cost determined as a result
of the initial inspection.
b. A sample work write-up and cost estimate completed on
the rehabilitation forms and blank copies of the forms.
17' • •
8
c. A standard form of a rehabilitation contract.
d. A list of approved contractors.
e. Davis-Bacon Wage Rates for the area, if applicable.
f. Information regarding available financing and program
information which can be given to potential lenders.
Since actual preparation of work write-ups and cost estimates
will be the responsibility of the owner, the initial meeting between
the owner and the Rehabilitation Advisor will be extremely important.
The Rehabilitation Advisor will have the opportunity to explain each
required form and to answer the owner's questions in privacy. The
meeting will allow the Advisor to gauge the owner's ability to meet
the responsibilities and to plan assistance which might be needed.
In addition to the initial meeting, the Rehabilitation Advisor will
be available to assist owners in the preparation of cost estimates
and work write-ups , and will , for all owners, review the completed
documents for consistency with the findings of the initial inspection.
Special assistance will be provided to owners of proposals covering
nine or more units , since Federal Labor Standards Provisions will
apply to these proposals.
If an owner wishes to complete more extensive work than is
required or can be supported by the Moderate Rehabilitation Program,
he/she will be required to prepare separate work write-ups and cost
estimates for the extra work and to enter into separate contracts
for the Moderate Rehabilitation supported work and the owner support-
ed work. Owners who are proposing to complete rehabilitation work
themselves will not be exempt from the requirement to prepare work
write-ups and cost estimates , nor from the Labor Standards Provisions
governing proposals with nine or more units.
7. Selection of Contractors
To help owners select a contractor, a list of approved contractors
will be developed by the Rehabilitation staff. This list will be basec
on the Rehabilitation staff approved Contractor List for its Rehabili-
tation Loan Program. The names of qualified contractors , including
minority contractors, who respond to the PHA's advertisement for
contractors, (included in the Notice of Availability of the Program)
and contractors recommended by the HUD Field Office will be added to
the basic list. All contractors who respond to the Notice will be
evaluated and qualified by the Rehabilitation staff, based on its
9
r.!
contractor selection criteria for the Rehabilitation Loan Program.
If there are insufficient minority contractors on the list, the
Authority will conduct additional outreach to minority contractors
through the Small Business Administration (SBA) and local and State
minority contractor associations.
Owners will not be required to use the list of qualified con-
tractors; however, owners who propose to use contractors not on the
list will have to obtain approval in advance from the Rehabilitation
staff. Owners will not be allowed to undertake work themselves un-
less they are licensed contractors or can demonstrate their ability
to perform the specific work items.
Contractors on the approved list will be invited to attend a
Contractor Briefing at the Authority offices , at which the Rehabili-
tation Advisor will explain the requirements of the Moderate Rehabili-
tation Program applicable to participating contractors. A description
of the Moderate Rehabilitation Program, a copy of a sample work write-
sample contract, Labor Standards Requirements, and Davis-Bacon Wage
Rates will be provided at the briefing. This procedure will assure
that all contractors understand program requirements.
Staff will recommend that owners obtain at least three bids for
completion of the approved rehabilitation work items. Owners who are
doing some or all of the work items themselves will not be exempt from
this recommendation. The Rehabilitation Advisor will assist in the
solicitation of contract bids, if the owner requests. In any case,
the written bids will be examined by the Rehabilitation Advisor be-
fore the Agreement to Enter into a HAP Contract is executed.
Owners will be expected to select the lowest responsible bidder;
however, latitude to select the best proposal , even if not the lowest
bid, will be allowed. Rehabilitation staff approval of the bid will
be required.
The Rehabilitation Advisor will hold a pre-construction conferenc
with each owner and contractor before work begins. At this conference
work items and cost estimates will be reviewed, a signed copy of the
rehabilitation contract will be obtained for the Authority's files ,
and the process by which the work will be inspected will be explained.
Deadlines for completion of work will be agreed upon. The procedure
for requesting changes to the contract and/or work write-up will be
carefully explained. Written materials describing any procedures
'7.r7
10
not specified in the contract will be provided to the owner and the
contractor.
A required part of this meeting will be a discussion between
owner, contractor, and the Rehabilitation Advisor regarding the
effect of the rehabilitation work on the tenant, and the measures
which will be taken to avoid damage to tenant property and disruption
of the tenant's normal routine. If temporary relocation is required,
the owner will be requested to contact the Section 8 Moderate Rehabili,
tation Advisor, who will be responsible for notifying the tenant of the
necessity for temporary relocation and of the tenant's rights in conne(
tion with the relocation. Temporary relocation activities are describ(
more fully in a later section of this Plan.
8. Final Feasibility Analysis
Utilizing the proposed contract amount from the selected bid, the
base rent calculated according to program regulations, an allowance
for utilities (if any) , and the estimated cost of temporary relocation
(if any) , and assuming the terms and rate of available financing and
a contingency of ten percent of the contract amount, the Rehabilitatior
Advisor will calculate the Moderate Rehabilitation Gross Rent and its
term. HUD regulations for establishing the loan period, contained in
24 CFR 882.409, will be followed. The financing rate will be calculate
at an anticipated rate, based on information obtained by the Authority
during its initial discussions with lenders, or based on information
supplied by the owner if he has obtained a financing commitment.
Based on this analysis, the Rehabilitation Advisor will make a
final determination of whether the owner's proposal is feasible under
the Moderate Rehabilitation Program Fair Market Rents and regulations.
For proposals which are not found feasible, the Rehabilitation Advisor
will evaluate whether the proposal could meet feasibility criteria if
work items were modified and/or the contractor's price were adjusted.
If the possibility of modification exists, the owner will be given
the opportunity to make the changes that would be necessary to bring
the proposal within approvable rent limits.
Proposals determined to be infeasible will be rejected at this
point, and owners will be sent a notification of rejection in accord-
ance with the procedures described in the section, Notification to
Owners, of this Plan.
Owners whose proposals are found to be feasible will be notified
of this fact and will be advised that, subject to the sprurinn nf
r -
11
financing and the submission of an acceptable lease, the Authority
will execute an Agreement to Enter into a Housing Assistance Payments
Contract with them. The letter will indicate that Rehabilitation
staff are available to assist the owner in requesting and obtaining
financing. A description of the Moderate Rehabilitation Program for
lenders , the Addendum to the Lease, and a suggested form of lease
will be enclosed with the notification.
D. Financing - Outreach to Lenders
Outreach to lenders has begun with identification and preliminary
orientation to banks that have previously granted rehabilitation loans,
Farmer's Home Administration, the Credit Union for the area's major employe
and lending institutions that have not previously participated in rehabili-
tation programs. Planners from three jurisdictions have been approached
concerning the use of grant money for landlords with houses in the develop-
ment areas. The mutual program benefits , and long term commitments derived
have been appreciated. This outreach will continue and very specific and
concise financing information will be available to all employees.
E. Relocation
No permanent displacement will be permitted in the Authority's Moderate
Rehabilitation Program, and consequently, permanent relocation will not be
an issue. Because of the limited amount of rehabilitation expected to be
accomplished through the Moderate Rehabilitation Program, and because of
the Authority' s preference for proposals which do not require temporary
relocation, very little temporary relocation of tenants should be necessary.
F. The Lease
The owner will be required to submit an acceptable lease before an
Agreement is executed. Moderate Rehabilitation staff will provide a copy
of the Addendum to the Lease and a suggested lease form which meets HUD
requirements, including the Moderate Rehabilitation provisions regarding
terminations specified in 24 CFR 882.514 and all requirements of State
and local laws.
It is expected that some owners will attach the Addendum to the Lease
to their present lease. However, most owners may not have written leases
with their tenants, and the suggested lease will be helpful to them. Moder-
ate Rehabilitation staff will be available to review owner-submitted leases
and to modify them to meet local and State landlord-tenant laws and HUD
regulations.
G. Execution of Aoreement and Rehabilitation Period
After the owner hag rnmnlatari =11 n-F 46n,
12
tation can begin, the Rehabilitation Advisor will prepare the Agreement
to Enter into a HAP Contract and will schedule a meeting to review the
Agreement with the owner. After consulting with the owner, the Authority
will enter the starting date for the rehabilitation work and the deadline
for its completion on the Agreement. The Authority's and the owner's
rights and responsibilities under the terms of the Agreement and Contract
will be carefully explained, and the importance of timely and correct compl(
tion of the work will be emphasized. The owner will sign the Agreement at
this meeting, and the Agreement will then be submitted to the Authority's
Rehabilitation Manager for review and signed by him or the Rehabilitation
Advisor.
Prompt completion of work, compliance with Labor Standards and
Davis-Bacon Wage Rates (where applicable) , and adherence to good constructic
practices will be monitored through periodic inspections of each unit by the
Rehabilitation Advisor. Inspections will be conducted, at least bi-weekly,
during the rehabilitation period. Normal scheduling will call for inspec-
tions as major work items are completed; however, where major work will be
hidden by walls , floors , etc. , inspections will be scheduled prior to final
cover-up. The Inspector will coordinate his/her inspections with the owner
and with the local Code Inspector(s) , when appropriate.
Where the Davis-Bacon Wage Rates will be required, the Rehabilitation
Advisor will review all payroll reports and will make spot interviews with
the contractors' employees during inspections to check on consistency of
their wages and working conditions with Federal Labor Standards.
During the rehabilitation period, the Rehabilitation Advisor will
provide brief weekly progress reports to the Section 8 staff. These reports,
which are more fully described in other sections of this Plan, will indicate
the percentage of work actually completed and the established deadline for
completion of rehabilitation, and will provide comments regarding any problen
which are occurring or anticipated.
Contractors will be required to request and obtain approval in writing
for any changes to the work specified in the Agreement which would alter
the design or the quality of the required rehabilitation, or which would
increase the contract amount. Generally, change orders will not be approved
unless the cause of the proposed change is beyond the contractor's control
and/or is in the best interest of the rehabilitation project. Where ap-
propriate, the contract amount and the proposed contract rents may be re-
duced. The Rehabilitation Advisor will be responsible for monitoring the
6 L 13
use of the contract contingency amount in order to assure that it is not
.;,
-..
...' exceeded due to change orders.
Every attempt will be made to avoid the necessity of requesting in-
!
creases in rents in excess of approved Fair Market Rents because of un-
anticipated work. Careful initial inspections and work write-ups and
frequent inspections will help to keep such situations to a minimum.
When unanticipated work is required, and cannot be completed without a
rent increase, which would result in higher rents which the Authority
cannot approve, the Rehabilitation Advisor will make a recommendation to
the Housing Rehabilitation Manager regarding the problem and will ask him
to make the appropriate request to HUD.
The Authority wishes to keep temporary relocation to a minimum and
has taken steps to discourage owners from undertaking it. During tenant
briefings, the Authority will notify tenants of their rights in the event
temporary relocation is necessary and will provide to each tenant a Notice
of the Right to Remain in Occupancy which states the tenant's rights with
regard to temporary relocation, in accordance with 24 CFR 882.407 (b) and
(c).
If any proposal which indicates a need for temporary relocation is
selected by the Authority, the owner will be required to obtain from the
tenant a written statement of willingness to temporarily move; the owner
will be responsible for all temporary relocation costs. The Authority
will provide assistance to affected tenants in the selection of suitable
temporary quarters and will monitor the adequacy of owners ' reimbursement
of tenant expenses, in accordance with 24 CFR 882.407 (c) (ii). In no
case will temporary relocation be permitted for longer than six months.
During monthly inspections of the unit(s) , the Rehabilitation Advisor
will closely monitor rehabilitation progress and will review owner pay-
ments to the relocated tenant. At least one visit to the relocated tenant
will be made during the course of the rehabilitation, in order to check on
the tenant's satisfaction with the temporary quarters.
H. Completion of Rehabilitation
1. Scheduling the Final Inspection
Owners will be required to contact the Rehabilitation Advisor
at least one week prior to the completion of rehabilitation work.
As well , the Rehabilitation Advisor will , during his/her inspections ,
be keeping track of the percentage of work completed. When he/she
is notified by an owner of impending completion of work, he/she will
,
14
tentatively schedule a final inspection based on the estimated comple-
: tion date and will remind the owner of the documents which he/she will
need to submit before the unit can be accepted.
The Authority will provide owners with a form containing all owne
certifications required by 24 CFR 882.510. The Certificate of Occupan
and other local approvals must be obtained by the owner from the appro
priate City Official (s) .
2. Completing the Final Inspection
The final inspection will be completed by the City Code Inspector
where applicable, and the Rehabilitation Advisor. Owners will be re-
sponsible for obtaining building and electrical code inspections if
the nature of the rehabilitation work requires them. At the final
inspection, all work items required by the Agreement will be inspected
and a determination regarding compliance with Housing Code and with
program rehabilitation standards will be made. The owner and the con-
tractor will be requested to participate in the final inspection so
that deficiencies can be discussed and agreed upon immediately after
the inspection.
A written copy of a punch list, detailing deficient work items ,
a schedule for their completion, and the amount which must be with-
held pending completion of the work items will be provided to the
owner and the contractor. For minor deficiencies or items which are
incomplete because of weather conditions, the Rehabilitation Advisor
will determine the amount which must be withheld from the contractor's
final payments. For other than minor deficiencies, he/she will deter-
mine whether the work can be corrected and whether proposed contract
rents should be reduced.
Because payment of contractor draws will be based on acceptable
completion of rehabilitation work, it is anticipated that owner-
contractor disagreements will be resolved while the work is being
completed. Therefore, few major disputes between the owner and
contractor should exist at the time of final inspection. In any
case, the Code Inspector and the Rehabilitation Advisor will review
the unit for code compliance only and will not get involved in
owner-contractor disagreements regarding the quality of the work.
3. Acceptance of the Unit
If there are any items of delayed completion which are minor
items or which are incomplete because of weather conditions, and
• -
15
in any case which do not preclude or affect occupancy, and all
other requirements of the Agreement have been met, the unit(s)
must be accepted. An escrow fund determined by the PHA to be
sufficient to assure completion for items of delayed completion
must be required, as well as a written agreement between the PHA
and the owner, to be included as an exhibit to the Contract,
specifying the schedule for completion. If the items are not
completed within the agreed upon time period, the PHA may tenni-
: nate the Contract or exercise other rights under the Contract.
If other deficiencies exist, the PHA must determine whether
and to what extent the deficiencies are correctable, and whether
the Contract Rents should be reduced. The owner must be notified
of the PHA's decision. If the corrections required by the PHA are
possible, the PHA and owner must enter into an agreement for the
correction of the deficiencies within a specified time. If the
deficiencies are corrected within the agreed period of time, the
PHA must accept the unit(s) .
Otherwise, the unit(s) may not be accepted, and the owner must
be notified with a statement of the reasons for nonacceptance.
No later than acceptance, the owner will be required to submit
the local permits and approvals required as evidence of completion
and the Actual Cost and Rehabilitation Loan Certifications , on the
form provided by the Authority. As well as these certifications,
the Certificate of Occupancy and any other required permits will
be obtained from the owner at the time of acceptance.
4. Preparation of the HAP Contract
The Rehabilitation Advisor will review the owner certifications
immediately following the inspection and will compare the Actual Cost
and Rehabilitation Loan Certifications to the Final Feasibility
Analysis and approved change orders. Contract Rents will be recal-
culated if rents specified in the Agreement need to be adjusted,
pursuant to 24 CFR 409(d) Changes in Initial Contract Rents During
Rehabilitation. If the HAP Contract is being signed before all minor
deficiencies have been resolved, an agreement describing the remaining
work items, their cost, and the date by which they will be completed
will be executed and attached to the HAP Contract.
Within one working day after acceptance of the unit, the
Rehabilitation Advisor will prepare a HAP Contract with a complete
file, to include the nrnnncal The. uAb 411 L_ . .
16
t.: Rehabilitation Advisor or the Housing Rehabilitation Manager, and
the owner will be requested to come to the Authority offices to
execute the Contract. When the owner comes to sign the Contract,
the Section 8 Moderate Rehabilitation Advisor will explain how
and when housing assistance payments will be made, and will answer
any questions the owner may have.
I. Management Period
1. Family Participation
It is anticipated that most units will be occupied at the time the
HAP Contract is executed, and vacancy loss payments will be required in
very few cases. Owners will be required to notify the Authority of
expected vacancies sixty days prior to the scheduled completion of the
rehabilitation or on the date the Agreement is executed, whichever is
later. If vacancies are anticipated, immediately after the owner's
notification, the Authority Section 8 staff will select at least five
applicant families to be referred to the owner.
The Section 8 Housing Counselor will contact owners of vacant
Moderate Rehabilitation units, at least once a week, to determine
whether their units have been leased. These procedures will allow
the Authority to determine whether the owner is entitled to vacancy
loss payments, based on the requirements of 24 CFR 882.413 and
882.509(d).
Families who are to be referred to owners will be briefed on
their responsibilities under the Section 8 Program, according to the
Existing Housing Program Administrative Plan. The specific require-
ments of the Moderate Rehabilitation Program will be explained to the
applicant during the briefing. If the family indicates that it does
not wish to participate in the Moderate Rehabilitation Program but
would prefer to participate in the Authority's Existing Housing
Program, the family's file will be returned to the Existing Housing
Waiting List.
2. Assistance to Families Who Move
Families who voluntarily decide to move from a Moderate Rehabili-
tation unit will be placed on the Authority's Section 8 Waiting List
and will be treated as any other applicants. The Authority hopes that
this approach will discourage frequent tenant moves. Any family that
moves, for which the Authority's Section 8 Program is required to pay
either vacancy loss payments or damage payments (which include unpaid
•
17
rent) , will no longer be eligible for assistance in this program.
If a family is forced to move through no fault of its own,
because the unit is no longer suitable based on an increase or de-
crease in family size (or because the family is evicted in violation
of the HAP Contract or the Contract is terminated by the Authority
for other reasons) , the family will be offered housing assistance
in the Authority's Moderate Rehabilitation, Existing Housing, and
Public Housing Programs in the order required by 24 CFR 882.517.
3. Ongoing Procedures Payments to Owners, Adjustments in Utility
Allowances and Rents, Annual Insiections, and Annual Reexaminations
Payments to owners will be made in accordance with the procedures
described in the Authority's Administrative Plan for the Existing Housing
Program.
For units in the program, utility allowances will be the same for
the Existing and Moderate Rehabilitation units and will be adjusted
annually as described in the Authority's Administrative Plan for the
Existing Housing 'Program.
Review of annual rent increases requested by owners , adjustment
of utility allowances, annual inspections, and annual reexaminations
will be coordinated so that only one annual adjustment to the HAP
Contract and Gross Family Contribution will be required, to be effective
on the anniversary date of the lease. The Authority's Section 8 Existing
Housing Program procedures described in the Authority's Administrative
Plan for that program will be followed in completing annual functions.
Requests for rent increases will be reviewed in accordance with 24 CFR
882.411. For every Moderate Rehabilitation unit, the Authority will
determine whether the proposed rents are materially different from
comparable unassisted units, taking into account the differences which
existed with regard to initial contract rents. The Authority will
utilize periodically updated surveys of other rental units in order
to make this determination.
4. Monitoring
The Executive Director will be advised by the Housing Rehabilitation
Manager and the Multifamily Housing Programs Manager of program progress
and problems on a regular basis. He will make all determinations regard-
ing department responsibilities and functions. He will participate in
spot inspections, final inspections , and any other program functions when
it is appropriate. He will directly monitor the administrative accounting
ia.
-
'
:
18
t
and fiscal reporting of the program.
f
-
, During the rehabilitation period, the Authority's Section 8 staff
will receive weekly reports from the Rehabilitation staff which will
provide information on the number of initial inspections conducted, the
number of final feasibility analyses completed, the percentage of comple-
tion of rehabilitation work, and other relevant information. These reports
[ on major program milestones, as well as the Authority's direct involvement
, in preparation of notifications to selected owners and execution of Agree-
,
ments and HAP Contracts, will allow the Section 8 staff to measure program
progress against HUD-approved rehabilitation and leasing schedules.
Participating tenants and owners will be thoroughly briefed on the
conditions under which tenancy can be terminated. During the initial
briefing, families will be instructed to contact the Section 8 staff if
they receive or are advised by the owner that they will receive a Termina-
tion Notice. When the HAP Contract is signed, owners will be instructed to
contact the Section 8 staff whenever they intend to terminate a tenant. The
section of the Contract requiring the owner to issue a Notice of Termination
and provide a copy to the Authority will be pointed out to the owner.
When the Section 8 staff becomes aware of a potential termination, it
will contact both tenant and landlord to make sure that both parties under-
stand their rights and obligations under the Moderate Rehabilitation Program
Owners who do not comply with program requirements will be terminated by the
Authority.
Through spot inspections and tenant feedback, the Authority will be
kept well informed of Contract violations. The Authority will make inspec-
tions at least annually in order to check on the management and maintenance
of the units. As well , the tenants will be instructed during the briefing
to contact the Section 8 staff if problems develop which cannot be resolved
between tenant and landlord.
APPENDIX A
Program Procedure
Listed below are the functions to be performed by the Chapel Hill Housing
Authority and the Orange County Small Cities Program in connection with the
Orange County Moderate Rehabilitation Program.
Function Performed by
1. Identification of units to be rehabilitated Orange County
2. j Receive and assist property owner with Moderate
Rehabilitation proposal Authority
3. Screen existing tenant families for eligibility Authority
4. Notify owner of acceptance or rejection of
proposal Authority
5. Initial inspection of units to be rehabilitated Orange County
6. Complete Preliminary Feasibility Analysis Authority
7. j Inform tenants of right to remain Authority
8. Prepare work write-up and cost estimate Orange County
9. Have owner to sign "Agreement to Enter Into
A Housing Assistance Payments Program Contract" Authority
10. Prepare construction contract documents for
owner and obtain bids from contractor for
owner Orange County
11. Make interim inspections during rehabilitation Orange County
12. Make final inspection of rehabilitation work Orange County
— 13. Complete close-out and prepare a statement
of disposition of funds Orange County
14. Inspect unit for HUD Housing Quality Standards Authority/Orange County
15. ), Disburse all monies to contractor for completed
rehabilitation work Orange County
16. Prepare final calculation of Base and Contract
Rent Authority
17. Execute 15-year Housing Assistance Payments
Program contract with owner Authority
18. Certify tenant family eligibility Authority
19. Execute Lease, Statement of Family Respon-
sibility, and Addendum to Lease Authority
20. Make 60-day inspection of property from
date of final inspection Orange County
21. Follow-up complaints from owner regarding
contractor's work for the first year
guarantee period nranna
,- 1
APPENDIX A
1. Identification of units to be rehabilitated
a. Preliminary determination of unit eligibility
2. Initial inspections of units proposed for program and determination
of rehabilitation work required to bring units up to the Community
Development Program standards
3. Preparation of work write-up and cost estimate
4. Prepare construction contract documents for owner and obtain bids
from contractors for owner
• 5. Interim inspection during rehabilitation
6. Make final inspection of completed rehabilitation work with owner
7. Complete close-but of house and prepare a statement of disposition
of funds
8. Disburse all monies to contractors for completed rehabilitation
work
9. Make 60-day inspection of property from date of final inspection
10. Follow-up complaints from owner regarding contractor's work for
the first year guarantee period
M 71/
532
AGENDA ATTACHMENT 7
ORANGE COUNTY PLANNING DEPARTMENT
HILLSBOROUGH
NORTH CAROLINA
27275
u.,010 or
17 It: •,
1•
coo.
MEMO
TO; Mr. Bill Laws, Acti-ng—Co9nty___Mari.,ager
FROM: Orange County Planning Department
DATE: August 25, 1981
RE: Planning Board recommendation on niveredge
Case
----------------------- —
This case was referred to the Planning Board for their consideration
at the August 17, 1981 meeting of the Planning Board.
The Planning Board recommends: approval.
MAJOR SUBDIVISION CHECKLIST
NAME OF SUBDIVISION HIVEREDGE OWNER OR DEVELOPER Morris Wei.sfel(l
S
ADDRESS �I19 County Lane Drive, Durham, NC �+:
c.
TOWNSHIP Hillsborough TAX MAP 38 B BLOCK LOT a & 2 Fire District Efland Kral
NAME OF SURVEYOR OR ENGINEER Alois Callemyn
Total number of lots ll To be developed in 1 or proposephase(s)d singl, e family Total number of acres 1 0.05
Typical dwelling units at present Individual
WATER SUPPLY: Public(name), Community
Y
SEWAGE TREATMENT: Public Community Individual Septeic tank x SCHOOL DISTRICT Orange
Access onto State Road (( 1134 Road Standard: Public X or Private Class A , B , C
Existing critical areas such as streams ( ),
Flood prone areas (X ), Historic Sites ( ), Other ( ), Explain:
On Eno River
Land uses in the general area: Residential
SKETCH PLAN RECEIVED (Date) 7-1-81 Approved (X ) Recommended Changes ( )
REVISED PRELIMINARY PLAN RECEIVED (Date)
PRELIMINARY PLAN RECEIVED (Date) 7-14-81 REVISED Control Officer h�[)rhaPl
Preliminary Review by Health Department Doug Holyfield 7-23-81 Department of Transportation tCotn
13urkhaid 7-1-81 Board of Education Dan Lunsford 7-15-81 P
OWASA (if possible)
-Mebane (if possible)
Other -Hillsborough (if possible).
-Orange/Alamance (if possible)
Preliminary Action by the Planning Board APPROVED August 17. 1981
Preliminary Action by the County Commissioners
FINAL PLAT RECEIVED (Date)
( ) All lots were approved by the Health Department
( ) Lots failing Health Departments approval are combined ior listed pd properly on the plat `
( ) Road Maintenance Agreement submitted (where applicable). Approved
( ) Improvements heave been provided for; completed, bond, letter of credit, cash. Date
( ) Final OWASA apl,roval (where applicable) on all plans & specifications. Date
( ) Final DOT approval on plat
Final action by the Planning Board
53q
ZalInt it fitIlhurvugh
Mayor Town Clark
Fred S Cum HILLSBOROUGH, NORTH CAROLINA 2178 Agatha Johnson
Contmiuioners Supt.Wass Wo4..r
Hance H.John= wor.v CE Rosemond
en
All A.Lloyd el!" Sava Sup
W.Paul Mersin 6-711. L-D.Wagoner
Remus J.Sm
RdFLSceTmS
Arnold W.Hamlet
4"44114.40.41'
August 18, 1981
Mr. Eddie Kirk
Orange County Planning Department
Orange County Courthouse
Hillsborough, N. C. 27278
Dear Eddie:
I am attaching a copy of the minutes of the Hillsborough Planning
Board meeting of August 5, 1981 at which time the Board reviewed the
Preliminary Plan for Riveredge Subdivision.
Should you need additional information, please call.
Sincerely,
Agat.4 ) 1764-'(01"-\--
ha ohnson, Town Clerk
53
Item four: Steve Yuhasz Request for a Courtesy Review
Mr. Yuhasz asked the Planning Board for a review of his Preliminary
Plan for Riveredge, a proposed subdivision on Seven-Mile Creek, He stated
the Soil and Erosion Control Department has commented and marked flood plain
easements. The Health Department has done perk tests and all proposed lots
do perk.
The Planning Board expressed concern about the rather steep slopes down
Seven Mile Creek and that since Seven Mile Creek is a potential water shed
the Board Board was concerned about lots of less than five acres so near
the creek.
Item five: Motion by Ms. Brady
Upon motion of Mr. Brody, seconded by Ms. Areford, the following was
moved and adopted by the Planning Board,
"In as much as Ed Riley, a duly appointed member of the Hillsborough
Plannign Board, has consistently failed to attend meetings of this Board
in spite of frequent reminders, both verbal and written, I moved that Mr.
Riley's name be dropped from the list of Board Members and a new member be
appointed in his place,"
Item six: Air Conditioner
Upon motion of Mr. Martin, seconded by Mr. Brown, it was moved and
adopted to ask that the air conditioner be left on when the Planning Board
has a scheduled meeting.
Item seven: West Hillsborough Rezoning
A one-half hour review of work done on the West Hillsborough rezoning
project took place. No action was taken.
Judy Cox, Chairperson •
.....
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AGENDA ATMCHMENT 8
ORANGE COIT-N. +1.-TY PLAT.3:NDIG DEPARTMENT
-RIT.T.sBOR OUGE
NORTH CAROLINA.
27278
60,14
f4I
1N :0"
MEMO
TO: Bill Laws, Acting County Manager ,,
FROM: Planning Staff
SUBJECT: History of Subdivisions that have been submitted to the
Planning Department and are within the University Lake Watershed.
DATE: August 26, 1981
Following is a list of Subdivisions that have been submitted to the
Planning Department for approval. They all are within the University Lake
Watershed and therefore would come under the moratorium on subdivisions
issued by the County Commissioners.
Some of these are reasonably old proposals that may not be built;
others are minor subdivisions, still others are recent sketch plans on which
design is continuing.
MAJOR: Property of Bobby Burnette - Sketch Plan - 6 lots
Calvander Subdivision - Sketch Plan - 26 lots
Property of Riggsbee Heirs - Sketch Plan - 13 lots
Sandburg Woods - Sketch Plan - 6 lots
Sguirrels Nest Section 2 - Sketch Plan - 16 lots
Valley Wood - Preliminary Approval expired - 23 lots
Forest Heath - Sketch Plan - 12 lots
Coffey Grounds - Sketch Plan - 6 lots
TOTAL SKETCH PLANS = 108 lots
MINORS: James M. Allen - 2 lots
Property of John Coffey - 3 lots
Property of Eugene Holloway - 2 lots
Property of Bryan Kempter - 2 lots
Property of Philip and Linda Kelmmer r 2 lots
Property of Glenn Parrish - 2 lots
Property of Millard Whitley - 1 lots
Property of tonald Sturdivant - 1 lot
TOTAL MINOR SUBDIVISIONS = 15 lots
/sw
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LI "09 C F - Sf
•
AGENDA ATrAaLKENT 9
ORANGE COUNTY PLANNING DEPART:1,17NT
'ffrT.J.SBOROUGH
NORTH CAROLLNA.
27278
L%.
4. if;-71
'Fb 4.00
MEMO
TO Bill Laws, Acting County Manager
•
FROM: Jim Polatty, Planning Director
DATE: September 3, 1981
SUBJECT: Proposed Inspections Fee Schedule
Please find enclosed the proposed Building Inspections Fee Schedule.
There are four alternative fee schedules. Each is based on a different
basis for achiev*ig a self sufficient building inspection division. The
overall policy upon which these four alternatives are based is to achieve
a self sufficient inspection division, defined as the total revenues
generated from the fee schedule equaling costs and expenditures. •
Tables I and II of the calcualtion sheet show the revenues and
expenses were close to even from 1977 to 1980. In the last fiscal year,
there was about a $35,500 deficit with the existing fee schedule. A
$39,500 deficit is estimated for fiscal year 1981 using the present fee
schedula,
Table III shows that 1977-1979 were high activity years in building
construction (> 400 permits) which were the years the inspection division
was approximately self sufficient. On the other hand 1980 had a much
lower activity, leading to the $35,500 deficit, 1981 is estimated to be
a low activity year with about a $39,500 deficit.
Planning staff counted the actual number of inspection trips in
calendar years 1979 and 1980. Based on this data, Table IV shows the cost
of each inspection trip using calendar year trip data (from Table III) and
total inspection cost data (from Table II) .
Alternative I is based upon each trip costing and earning $20.00.
Alternative II is also based upon each trip costing and earning $25.00.
Alternative III is set at $30.00 and Alternative IV is $40.00,
The first policy the Board of Commissioners should make is whether
to continue their policy of self sufficiency nor the Inspections Division,
Next, the Board of Commissioners needs to decide what time frame to
use in making the division self sufficient, Alternative I is based on
high construction activity and would have to be in Place during a busy year.
Alternative II is an average two years, one low volume and one high volume,
Alternative III is designed for a low volume year, which we are projecting
for this year, Alternative II has an advantage in that the increase in all
fees is- calculated for two years. The oresent inspection fee schedule
was adopted in 1375 and 1976 and to the best of my knowledge have not
changed since then.
•
5
Memo Bill Laws
September 3, 1981
Page 2
Some contractors will be upset by such a large increase contained
in Alternative II and IV. Of course, ultimately all costs will be
passed on to the consume;.
Alternative II will allow the Division to become self sufficient
over a two year average. This would occur if the construction activity
increases over the next two years. Alternative III provides for self
sufficiency this year. Inherent in Alternative II and IV is a review
and possible revision for next year.
By next spring, the cross training of insoectors will be sufficiently
advanced to allow us to mandate our double inspections. For instance we could
mandate inspecting the temporary Power and footing together, the plumbing
and mechanical rough-in together, the electrical and building final together,
etc. This way we could reduce the total number of inspection trips for
each new dwelling from eleven to either five or six!!
A policy is included concerning refund of Permit fees.
The mobile Some fee is significant. We have allowed our electrical
inspector to inspect for building, plumbing and electrical compliance.
This has reduced our trips front three or four to one: The four Alternative
schedules reflect only one trip.
Table VI of the calculation sheet estimates the budgeted revenue,
projected revenue from the existing fee schedule, budgeted revenue, and
estimated revenues fro the four Alternatives. Alternative II produces a
deficit of about 16,210 based on estimated revenues of $85,250. Alternative
III generates $104,315 of estimated revenue with a surplus of about $2,845.
We recommend Alternative III be adopted. Orange County should review
and adjust the inspections fee schedule during budget preparation each year.
Another important recommendation is the charge for Inspection
Failures. We estimate this will reduce our total trips and make contractors
more responsive to our inspectors.
ENCLOSURE
JP/sw
•
"EXISI7NG"AND PROPOSED IN rc..2IONS"FEE SCHEDULE
SCHEDULE A `
New residential buildings (one and two family) '
including townhouse or condaninum ownership
Existing Alternative I Alternative II Alternative III Ii ternative IV
0 - 1000 square feet gross a ea ** $ 60.00 $ 75.00 $ 90.00 $120.00
1001 - 1500 square feet ** 100.00 125.00 150.00 200.00
1501 - 2500 square feet ** 140.00 175.00 210..00 280.00
2501 - 4000 square feet ** 180.00 225.00 270.00 360.00
4001 - and over ** 220.00 275.00 350.00 450.00
SCHEDULE B
New MultiFamily residential buildings
(apartments, triplex, and fourplex)
First Unit ** 120.00 150.00 180.00 240.00
Each additional unit per building ** 60.00 75.00 90.00 120.00
SCHEDULE C
* Residential Repairs, renovations and .
Alterations
$ 0 - 2000 (Structural Changes) ** 20.00 30.00 40.00
$2001 - over ** 20. plus 2/TI 25. plus 3/M 30. plus 4/M 40. plus 5/M
SCHEDULE D
•• * Commercial, Industrial and Non-
Residential Building
$ 0 - 2000 ** 40.00 50.00 60.00 80.00
fr' $2001 - and over ** 40. plus 2/M 50. plus 3/M 60. plus 4/M 80. plus 5/M
1M^
SCIIEE7UIE E
.. Miscellaneous Inspections
1.0 Existing Alternative'I Alternative II Alternative III. P1 rernative IV
Decks ** $ 20.00 $ 25.00 $ 30.00 $ 40.00
Mobile Home $10.00 20.00 25.00 30.00 40.00
Mobile Home Park 25./park (INCLUDED IN ZONING FEES)
plus 1/
space
Modular Units (unit installation and
foundation any size) ** 60,00 75.00 90.00 120.00
Insulation Permit (when required) 20.00 25.00 30.00 40.00
New Accessory Buildings Jmenufactured,
assembled, or packaged) ** 20.00 25.00 30.00 40.00
New Accessory Buildings-(Site Built)) ** 40.00 50.00 60.00 80.00 ,
Electrical Temporary Service
60A 5.00 20.00 25.00 30.00 40.00
60A - up 10.00 20.00 25.00 30.00 40.00
Signs
1 sq. ft. to 399 sq. ft. ** plus/10 20.00 25.00 30.00 40.00
over 400 sq. ft. ** p1hs/10 60.00 75.00 90.00 120.00
Installation of Wood Burning
Stove or Other Alteration 0.00 20.00 25.00 30.00 40.00
Miscellaneous Electrical 8.00 20.00 25.00 30.00 40.00
Miscellaneous Plumbing 5.'00 20.00 25.00 30.00 40.00
Miscellaneous Building- 20.00 25.00 30.00 40.00
Electrical-Mobile Home 15.00 0.00 0.00 0.00 0.00
SCHEDULE F
Electrical Service Changes
Single Phase - 30 - 50 A 15.00 20.00 25.00 30.00 45.00
60 - 100 A 20.00 20.00 25.00 30.00 45.00
101 - 200 A 25.00 20.00 25.00 30.00 45.00
125 - 150 A 25.00 20.00 25.00 30.00 45.00
175 - 200 A 30.00 1 20.00 25.00 30.00 45.00
400 A 30.00 20.00 25.00 30.00 45.00
Three Phase - 30 - 50 A 20.00 40.00 50.00 60.00 90.00
60 - 100 A 25.00 40.00 50.00 60.00 90.00
2- .
Existing 'Alternative I Alternative II Alternative'III Alternative IV
. .e
Three Phase - 125 -- 150 A $30.00 $. 40.00 $ 50.00 $ 60.00 $ 90.00
175 - 200 A 30.00 40.00 50.00 60.00 90.00
400 A 40.00 40.00 50.00 60.00 90.D0
SCHEDULE G
Electrical Single Phase
Comm. Pesi. Comm. Pesi. Comm. Pesi. Comm. Resi.
20A, 30A, 40A, 50A 15.00 45.00 45.00 60.00 60.00 90.00 90.00 120.00 120.00
60A 20.00 45.00 45.00 60.00 60.00 90.00 90.00 120.00 120.00
70A 25.00 45.00 45.00 60.00 60.00 90.00 90.00 120.00 120.00
100A 25.00 45.00 45.00 60.00 60.00 90.00 90.00 120.00 120.00
125A 30.00 45.00 45.00 60.00 60.00 90.00 90.00 120.00 120.00
150A 34.00 45.00 45.00 60.00 60.00 90.00 90.00 120.00 120.00
200A 40.00 45.00 45.00 60.00 60.00 40.00 90.00 120.00 120.00
300A 50.00 20/.100A 45.00 30/,100A 60.00 90.00 90.00 50/100A 120.00
400A 60.00 20/,1002\ 45.00 30/100A 60.00 40/100A 90.00 50/100A 120.00
600A 75.00 20/.100A 45.00 30/100A 30/1002\ 40/100A 40/100A 50/100A 50/100A
800A 100.00 20/100A 45.00 30/100A 30/100A 40/100A 40/100A 50/100A 50/100A
1000A 150.00 20/100A- 45.00 30/100A 30/100A 40/100A 40/100A 50/100A 50/100A
I1200A 200.00 20/.1007\ 45.00 30/100A 30/100A 40/100A 40/100A 50/100A 50/100A
1400A 225.00 20/100A 45.00 30/100A 30/100A 40/100A 40/100A 50/100A 50/100A
1600A 250.00 20/,100A 45.00 30/100A 30/100A 40/100A 40/100A 50/100A 50/100A
Over 1600A 25./100A ,20.00/100A 30.00/100A 40.00/100A 50.00/100A
SCHEDULE ti
Electrical Three Phase
30A, 40A, 50A 20.00 45.00 60.00 90.00 120.00
60A 20.00 45.00 60.00 90.00 120.00
70A 25.00 ' 45.00 60.00 90.00 120.00
100A 25.00 / 45.00 60.00 90.00 120.00
125A 30.00 45.00 60.00 90.00 120.00
50.00 75.00 90.00 120.00 150.00
200A 60.00 75.00 90.00 120.00 150.00
13 300A 70.00 75.00 90.00 120.00 150.00
400A 90.00 75.00 90.00 120.00 150.00
-3-
,? EXisting Alternative I Alternative II Alternative_III Alternative IV
" ` 600A $100.00 $150.00 $250.00 - $350.00 4100.00
A "- 800A 150.00 150.00 250.00 350.00 400.00
'...
40 1000A 200.00 150.00 250.00 350.00 400.00
1200A 250.00 150.00 250.00 350.00 400.00
1400A 300.00 30/100A 40/1001\ 50/100A 6C/100A
1600A 400.00 30/100A 40/100A 50/100A 6)/100A
over 1600A 40/100A 30/100A 40/1001 50/100A ,0/1002\
SCHEDULE I
Plumbing
New Construction a Fixture Replacement
$ Fixtures
1 5.00 10.00 10.00 10.00 10.00
2 7.50 13.00 14.00 15.00 16.00
3 10.00 16.00 18.00 20.00 22.00
4 12.50 19.00 22.00 25.00 28.00
5 15.00 22.00 26.00 30.00 34.00
6 & above jblus 2.50/fixture plus 3/fixture plus 4/fixture plus 5/fixture plus 6/fixture
SCHEDULE J -
Residential Mechanical
Any covered ductwork or cadent 0.00 40.00 50.00 60.00 80.00
'(each system)
All exposed ductwork or factory 0.00 20.00 25.00 30.00 40.00
asseMbledi'and, onents (one
system)
Installation of each additional 0.00 10.00 10.00 each 15.00 each 20.00 each
system
Replacement of one system 0.00 20.00 25.00 30.00 40.00
Multi-Family - exposed ductwork 0.00 `40.00 50.00 each 60.00 each 80.00 each
(dwelling unit) (dwelling unit) (dwelling unit
Multi-Family - covered ductwork 20.00 25.00 each 30.00 each 40.00 each
(dwelling unit) (dwelling unit) (dwelling unit
-4-
SC10 XJ E X
Commercial Mechanical
Commercial Cooling (with separate distribution
system, including installation of a complete
cooling system with the distribution system,
condenser, receiver, doling tower; or
evaporative condenser coils and air handling
units, etc.)
Existing Alternative I Alternative II Alternative III Alter tine IV
First Unit $ 0.00 $ 20.00 $ 30.00 $ 40.00 $ 60.00
Each addition unit 0.00 10.00 15.00 15.00 20.00
Replacement of system 0.00 20.00 25.00 30.00 60.00
Y
Commercial Heating (Installation of a heating
system including boiler, furnace, duct heater,
unit heater, air handling units, and air
distribution system, etc.)
First Unit 0.00 20.00 30.00 40.00 60.00
Each additional unit 0.00 10.00 15.00 15.00 20.00
Replacement of a system 0.00 20.00 30.00 40.00 60.00 ,
Cali rcial heating and c poling (with crmbined
system including the distribution system, - •
boiler, furnace, ductwork, etc.) '.
First Unit 0.00 20.00 30.00 40.00 60.00
Each additional unit 0.00 10.00 15.00 15.00 20.00
Replacement of a system 0.00 20.00 30.00 40.00 60.00
Camercial Ventilation and Exhaust Systems
(include fans, blowers, and duct system for
re oval of dust, gases, fumes, vapors, etc.)
i
' i One system (including one fan & blower) 0.00 20.00 30.00 40.00 60.00
Each additional system 0.00 10.00 15.00 10.00 20.00
Hood fan commercial type cooking equipment 0.00 10.00 15.00 20.00 40.00
Commercial Range or Grill (each unit) 0.00 10.00 15.00 20.00 40.00
`t'' Deep Fat Fryer 0.00 10.00 15.00 20.00 40.00
�'
L•J Oven 0.00 10.00 15.00 20.00 40.00
-5-
ADDITIONAL INSPECTIONS
t}+ Additional inspections may be necessary through•the failure to comply hdth applicable ox e requirements and are designated
LID "Inspections Failures". The extra inspections fee is (Alternative I 20.00, Alternative II = 25.00, Alternative III =
30.00, Alternative IV = 40.00). This fee applies for all inspection ::nilures and shall be paid by the permit holder, before
or at the time of inspection.
MISCELLANEOUS INSPECTTCNS
Extra inspections shall also include those inspections that do not fall within any following fee schedule.
REFUND OF PERMIT FEES:
Fees for permits issued for construction which does not occur shall not be refunded_unless the applicant can show verifiable
hardship. A service charge, upon application of the person to whom'the permit was issued. Application for a refund must
be made within three (3) months of the date of issuance of the permit, be accompanied by the permit, show reason or cause
for a hardship as to why the refund should be made and show proof as-to no work having begun on the project. The service
charges retained by the County shall be equal to the minimum fee required for that type of permit, with the exception of
individual mobile homes, where the fee is fifty percent (50%) of the original fee.
* NOTE: Schedule C and D are based on the cost of construction using the latest publication of the Southern Snildng Code
valuation data. This data-shall be used for the type of construction, accompanying group and adjustment factor for North
Carolina.
** See Attachment A
-G-
ORANGE COUNTY SCHED OF FEES FOR BUILDING PEBNIT3 -~�r
COST OF WORK _^
101 - 1,000 ----$ 5.00
1,001 - 5,000 ---- 12.00 '/ � . '
5'001 - 15,000 ---- 20.00
I5,000 - 50,000 ---- 3^O0/M or fraction thereof
50,000 - 100,000 ---- 100.00 & $l.so/M or fraction
' thereof over $50,0OO
100,000 - 500,000 ---- 175.00 & $l,OO/\M or fraction
` thereof over $1OO,000
All over i1500,00O --- 575.00 & $.5O/il or fraction
thereof over $500,000
Mobile Homes ------~- 10.00
Mobile Home Park --- 25,00 Plus $1.00 for each
mobile home space
I5,00I to I6,000 ------------------------ $ 22.00
16,001 to I7,000 24.00
OO
I7,00I to 18,000 -------- 26.00
OO
l8,0OI to I9,000 ------------------------ 28.
I9,00I to 20,000 __._-__'__-------------' ]O.00
� 32.00
20,001 to
2I,001 to 22,000 34^00
22,00I to 23,000 ------------------------ 36.00
23,00I to 24,000 --- 38.0O
24^00I to25,000 40.00
I �6 OOO ��
25,001 to 26,000 42.00
---- - ,
26,00I to 27,000 --- 44.00
27,001 to 28,000 _ -------- 46.00
28,001 to 29,000' ________ 48.O0
29,00I to 30,000 __ ---- 50-00
30,001 to 31,000 52.00
3I,00I to 32,000 54.00
32,00I to 33,000 __- ----- 58.00 �,
33,00I to 34,000 58.00 ` �
34/OOI to 35,000 _--_- 60.00
35,001 to 36,000 - 62.00
36,00I to 37,000 - - 64.00
37'00I to 38,00O - - 66.00
38,0OI to 39,000 68.00
39,00I to 40,000 � 70.00
40,001 to 41,000 72,00
4I,00I to 42,000 74.00
42,00I to 43,000 76.00
43,00I to 44,000 ----- 78,00
44,00I to 45/000 ---- 8O.0O
45,00I to 16,000 - 82.00
46,001 to 47,000 _ --- 84,O0
47,08I to 48,000 _-___------ 86.00
48,O01 to 49,000 __ -------- 88.00
49`00I ' . . ----- 90.00
54 t:
. ,. . . .
CALCULATION SHEET
TABLE I
REVENUES - ACTUAL AND ESTIMATED
FISCAL YEARS
1977-1978 1978-1979 1979-1980 1980-1981 1981-1982 Projected
Budgeted Existing
Fee Schedul
---
Plumbing 11,557 9,957 9,488 8,337 10,000
Electrical(1) 29,794 33,341 29,886 24,825 25,000
Building 42,190 44,096 36,286 29,656 35,000
Mechanical --- --- --- 10,000
83,541 87,394 75,600 62,818 80,000 62,000
TABLE II
ACTUAL EXPENDITURES*
Building Inspections
86,650(3)
78,700(4)
98,359(5)
Division (2) 101,460(5)
TABLE III
... CALENDAR YEAR TOTALS
..... .
1975 1976 1977 1978 1979 1980 1981
Single Family Building
Permits 240 295 415 401 419 263 250(estimated)
Number Inspection Trips 5462 3634 3500(estimated)
TABLE IV
ESTIMATED COSTS PER YEAR FOR EACH INSPECTIONS TRIP
FISCAL YEARS
1978-1979 1979-1980 1980-1981 1981-1982
Trips in Calender Year 1979 = 5462 $15.86/trip $14.40/trip --- ---
Trips in Calender Year 1980 = 3634 --- $21,66/trim $27.01/trip $27.92/trip
Estimated trips in Fiscal Year
1981-1982 = 3500 --- --- --- $29.00/trip
TABLE V
TOTAL INSPECTIONS TRIPS
Single Family
Mobile Home Single Family Residence Room Additio:.
Building Footing X X X
Framing X X
Final X X X X
54 (
• - _ :
TABLE V - Continued Single Family
Mobile Home Sin.le Famil Residence Room Addition Deck
lumbing Rough-In X
Final X X
Electrical Temporary Power X
Rough-In X X
Final X X X
Mechanical Rough-In X X
_ Final X X X
Mobile Homes X X
OTHER INSPECTIONS
Miscellaneous Electrical (gas pumps, service changes, etc.)
Temporary Electrical Final
Miscellaneous Mechanical (change of heat, installation of wood burning stove, etc.)
Miscellaneous Plumbing (change or addition of fixtures, slabs, etc.)
Miscellaneous Building (decks, etc,)
Footnotes: (1)includes mobile home fees
(2)no comparable figures available
*Administrative Costs Included: (3)1978-1979 = 50% Earl Bason's time
(01979-1980 = 10% Ron Phillips' time
(5)1980-1981 & 1981-1982 = 5% Jim Polatty's time
TABLE VI
TOTAL
POSSIBLE FY1981-1982 ESTIMATED
REVENUES ESTIMATED PROJECTED ESTIMATED (DEFICIT)
ONE YEAR July 1-Oct 1 Oct 1-June 30 _ TOTAL OR SURPLUS
MISTING FEE 62,000 15,500 46,500 62,000 (39,460)
SCHEDULE
BUDGET $ 80,000 15,500 --- --- (21,460)
ALT. I 71,300 15,500 53,475 68,975 (32,485)
ALT. II 93,000 15,500 69,750 85,250 (16,210) ,
ALT. III 118,420 15,500 88,815 104,315 2,845 ,
ALT. IV 152,520 15,500 114,390 . 129,890 28,430
zwrimmErcrierrges
cbnat.
Type Cost cost
.011ding Size of Per of EXISTING ALTERNATIVE I (20/trip) NJ1ERNAT1VE II (25/trip) ADIEISUITIVo III (30/trip) N;ITtmrsiVf; IV (40/1rf!
Type (Sg._Ft.) F1xt., Cont. Foot 01dg. BLDG CE FL EL iii BLDG CE FT, EL '1o1' nUXi C£ FL EL 30)' BLDG CE I'L EL Tyr n1Jx7 1U> FL EL 110'_
",'siden1ia1. 750 6 5 35.00 26,250 44 0 18 45 101 60 20 25 45 150 75 25 30 60 190 90 30 35 90 749 120 40 40 120 120
' ,sident1nl 1000 n 5 35.00 35,000 62 0 22 65 149 60 20 31 45 156 75 25 30 60 190 90 30 45 90 255 120 40 58 120 132
-,s1dcntia1 1250 10 4 37.00 46,250 04 0 27 65 176 100 30 37 45 212 125 35 46 60 266 In0 40 55 90 339 2110 50 64 120 414
'rai6nLia1 1500 15 3 39.00 58,500 113 0 40 65 210 100 30 52 45 227 125 35 66 60 2116 190 48 no 90 100 2110 50 94 120 464
i•sidentla1 2000 20 1 43.00 06,000 154 0 52 70 276 140 40 67 45 292 175 45 06 611 366 210 90 11)5 90 455 208 60 124 120 504
• sslrc1.n.l 1000 10 5 35.00 35,000 60 0 27 100 107 95 30 37 75 237 149 45 46 90 330 192 55 55 420 422 245 nn 64 150 519
.nmrc19] 2000 20 4 37.00 70,000 130 0 52 100 202 176 30 67 75 340 254 45 06 90 475 332 55 105 I2n 612 420 no 124 150 774
h(Io Brno — — -- - 10 0 0 15- 25 20 0 0 0 20 25 0 0 0 25 10 0 0 0 30 40 (1 n 0 40
u�
10,1 C '4/
5 4
AGENDA ATTACHMENT 11
A Proposal for a
Community Needs Assessment Process
Submitted to the
Orange County Commissioners
by
the Orange County Human Services Advisory Commission
5f3i
I Introduction. Th1s proposal contains a revised work plan and budget
' for a This Needs Assessment to be carried out in Orange
'- Human .e full and winter l98l-82
u� during w during 1981-82. The proposal is based on
the plan drawn y the HSAC Committee on Needs Assessment.sment' On
August 13, the C Steering Committee voted to commit $2500 of its
$5000 budget to the plan with instructions to the Committee to modify
fy
the proposal consistent with that commitment of funds. Subsequently,
ted that the County Commissioners reques a plan p n be drawn up based on
an expanded budget.
This proposal responds to the County Commissioners request and is
based on discussions including members of the HSAC Needs Assessment
Committee, County staff members and project consultonts.
II. Goals of the Needs Assessment Process
A. Develop a tool by which the County Commissioners may better'
1. Identify those areas of their responsibility for Human ServfceS
that require special attention; in the first year this
specifically refers to identifying and evaluating the impact
of federal cutbacks on Orange County citizens in various
age groups.
2' Determine the priorities in funding Human Services;
3. Provide the public reliable background by which the priorities
set may be fully justified.
B. Develop a tool by which the agencies maximize their resources by:
1. More effective coordination of services;
2. Assuring relevance of services provided to community needs;
J. Elimination of unnecessary duplication;
4. Better education of the public regarding the County's programs
for human services;
5. Greater input and feedback from the public, including consumers
of Human Services.
III. Proposal Overview. This proposal involves several simultaneous activities:
collection of needs assessment and services,data; analysis of data by
representative citizen groups; developing recommendations based an the
data collected and transmitting those data to HSAC member constituents.
The process is conceived of as a 8 month project beginning in September
and ending in April. The intent is to make needs assessment data available
for community decision-makers for use in their budget decisions on a
continuous basis' The current proposal is viewed as providing a foundation
55 1 :
:
-Z-
for subsequent - needs assessment efforts.
IV. Project Work Plan
A, Needs data, Data on human services needs are to be compiled
through the following means:
l. Conduct of an Orange County social area analyses of population
characteristics relevant to human services needs based on 1980
census data'
2. Collection of analysis and review of existing studies of Orange
County residents' human services needs.
3. Other data sources including N. C. Department of Health county
mortality and morbidity data, population change projections, etc.
4. All data to be summarized and integrated for various population
age groups including: 0-6, 7-12, 12-18, 19-25, mature adults
26-60, 60+. Attention will be paid to the socio-economic
characteristics and geographic distribution and special concerns
of each age group including race and sex where relevant.
B. Services data.
1 . A protocol for review of agency mandates, programs, county
populations served, and service plans for the next year will
be developed,
2. Agencies will be interviewed to collect the services data,
where data is not already available from other public documents.
3. Agency services data will be analyzed with respect to services
offered for each age group.
4. When feasible, non-traditional or informal helping networks
will also be included in the services data analysis.
C. Community involvement and data analysis phase.
l' Committees of 15 persons will be recommended by the HSAC and
appointed by the County Commissioners to analyze and interpret
the needs and services data to the community. Where feasible
the groups will contain representatives of the population being
served, service providers and community leaders. A total of
six committees will be appointed, one for each of the age groups
previously identified.
-3-
2. Each committee will receive an orientation to its task and will
be asked to discuss and prioritize community needs in their area
of concern, based on the report prepared for them, other data
they may choose to collect, and committee discussion.
3. Each group will then discuss service gaps or duplication based
on the services report prepared for them.
4. Next each group will prepare a report detailing their view of
priority needs in view of the services picture as they have
analyzed it. The HSAC will develop a common format for these
reports.
5. Representative(s) from all the committees will meet to develop
an integrated set of recommendations that covers all of the age
groups to add to the subcommittee reports.
6. The total report will be disseminated to the HSAC and to the
general public for their continuing use.
7. The report will be updated on a regular basis.
Project Management and Implementation
The Orange County HSAC proposes that a steering committee be established to
oversee the Needs Assessment and to make decisions as to allocation of program
budget. This steering committee would include three HSAC members, including the
chairperson of the HSAC Needs Assessment Committee, the County Finance Director and
the Assistant County Manager.
Upon consultation with the project steering committee, the Assistant County
Manager would hire such consultants as needed to implement the projects. The Chair-
person of the HSAC Needs Assessment Committee would act as overall coordinator for
the project and communicate with the Commissioners and the HSAC for the project.
The HSAC Needs Assessment Committee, composed of HSAC Agency representatives
would provide advice and material assistance to the prgject, This Committee would
be appointed by the HSAC.
-4_
Assistance in carrying out the project will be sought from COG staff,
graduate and faculty volunteers and others as identified that can be sought with-
out cost to the County.
Proposed Staffing Plan
Staff for the project will come from several sources:
1. County Managers Office supervision time.
2. HSAC Members time contributions.
3. Volunteer assistance from UNC students and faculty.
4, Paid expert consultants.
S. Paid staff assistance,
The H3AC proposes that a project coordinator be hired for 6 months on a
consultant basis to carry out the major day-to-day operations of the project. The
Assistant County Manager would serve as the administrative supervisor for the project
coordinator. The Needs Assessment Steering Committee Chairperson would provide overall
project guidance to the staff assistant. A part time typist would also be hired for
the projeut.
In addition, such paid expert consultants would be hired as necessary to assist
in developing agency protocols, working with the six needs assessment priority setting
groups, and the dissemination of the final report,
Needs Assessment Project Roles and Responsibilities
County Commissioners
Provide Financing
Approve Basic Directions of Project
Appoint Priority Setting Groups
County Staff
Provide Managerial Direction for:
Services Data (County Finance Officer)
Needs Data (County Manager's Office)
Serve on Steering Committee (Asst. County Manager, Finance Officer)
Disburse Project Funds and Provide Financial Accountability
554
. .
-5-
HSAC Member Agencies (Through Needs Assessment Committee)
Provide Advice and Material Assistance for:
Various Data Collection Activities
Steering Committee Chairperson
Chair Project Steering '..:=mitts
Keep Commissioners and HSAC informed as to Project Development
Direct Community Priority Setting Activities
Project Coordinator
1. Services Data retrieval and analysis [under supervision of Consultants and
County staff).
2. Preparation of Services Data Reports to Priority Setting Cunmittees,
3. Assistance in preparation of Needs Data Reports to Priority Setting Groups.
4. Logistics of appointment, orientation, and staffing Priority Setting Groups.
5. Supervision of the preparation and dissemination of project materials.
6. Coordinate project evaluation.
Project Steering Committee
l, Advise in hiring project coordinator.
2. Monitor project activities and approve project procedures,
3. Participate in project evaluation.
Potential Consultant Roles
Assistance in development of a Services Data Protocol
Assistance in preparation of Services Data and Needs Data Reports to Committees
Training student facilitators for Priority Setting Groups (if needed)
Assistance in orienting Priority Group Chairpersons
Assistance in developing a common format for printing Group Reports
Consultation to final report writing Committee
Allocation of Project Funds «
Consultant Fees S 1^500
Project Coordinator (6 mu' @ S500.) 3`600
Project Typist (25 days @ $36') 908
Contingency 1,000
Total S 7,000
5��
-6'
Sources of Project Funds
$2,500 from Com1ssiuners allocation to HSAC
$4,E00 from Commissioners direct allocation to project
AMNIA ATM:EVENT 14 &
Bill,
Please place the enclosed Resolution on the
Commissioners agenda for action as soon as
possible. The offer to purchase and deed should
also be agenda attachment s . will have the original
offer to purchase and deed with me when the matter
is acted on by the Board.
14=-111411144 4. -Nw. ey E. Gledhill
GEG/jac
Fitr:)'(
COLEMAN, BERNHOLZ, DICKERSON, AGENDA ATTACHMENT 13
BERNHOLZ, GLEDHILL& HARGRAVE
ATTORNEYS AT LAW
110 CHURTON STREET
HILLSBOROUGH.N C 27278
9-7322196
-9128000
APEL HILL OFFICE
oUTE 20,FRANKUN BUILDING August 20, 1981
137 B.FRANKLIN STREET
CHAPEL HILL NC 27514
9199297151
LEGAL CLINICS
136 E-ROSEMARY STREET
NCNB PLAZA
CHAPEL HILL NC 27514
9199290394
116 W.MAIN STREET
DURHAM,N C 27701
919-6813-9631
ALONZO S COLEMAN JR Mr. William T. Laws
STEVEN A.BERNHOL2
DONALD R.DICKERSON Orange County Manager
900590 BERN'
GEOFFREY E.GLEDF Orange County Courthouse
OLi
DOUGLAS HARGRAVE 106 Margaret Lane
MARTIN J BERNHOLZ Hillsborough, North Carolina 27278
PATRICIA STANFORD HUNT
DOUGLAS WEBB
Of Counsel Re: Disposition of Purchase Order 02088
BONNER D.SAWYER
11902 19721 Amended with Landmark, Inc. and
Recommendation
Dear Bill:
The enclosed memo from Roscoe to Sam
recommends presentation of this matter to the Board.
To my knowledge, no action has been taken on Roscoe's
recommendation. Please review and advise.
Very truly yours,
1.
eoffre . Gledhill
GEG/jac
Enclosure
cc: Roscoe Reeve
55t
AGENDA ATTAc HNE NT 13 i4:1*/
CENTRAL LAND TITLE RECORDS PROJECT
ORANGE COUNTY
FROM
ROSCOE E.REEVE of Ln 158 EAST MARGARET LANE HILLSBOROUGH. N C. 27278
LAND RECORDS MGR
GERALDINE H.WEATHERS
ASST REGISTER OF DEEDS 'DATE: May 29, 1981
SUBJECT: Dispositionnof Purchase Order #2088 Amended
with Landmark Inc. and Recommendation.
TO: S. M. Gattis, County Manager
On Thursday, April 23, 1981, Geoffrey Gledhill and I,
along with Don Hollaway and David Rogers of the State Land
Records Management Program, met with Tim Smith, Vice President
of Landmark Inc., to discuss the claim that additional funds
were owed by Orange County to Landmark for the digitizing of
Orange County's tax maps.
It was determined and agreed to by all present that no
additional funds were owed by Orange County,and that Mr. Smith
had errored when he believed that our contract had not been
paid.
It was stated that Landmark had run over its cost on
the drafting of PIN's onto the tax maps by over $2000, by
4
Mr. Smith. The state officials suggested that if funds were
available, $500 would be a fair adjustment for Orange County
to make for the "good_faith° completion bf the project by
Landmark. I recommend that this adjustment be considered and
presented to the Commissioners for their consideration.
CC: Geoffrey Gledhill, County Attorney /
COLEMAN, BERNHOLZ, DICKERSON, AGENDA ATENCI-E4ENT 14 & 15
BERNHOLZ, GLEDHILL & HARGRAVE
ATTORNEYS AT LAW
110 CHURTON STREET
LSEICROuGH.N C 27278
732 2196
942 8000
HILL OFFICE
Suit 20.FRANIWN BUILDING August 20, 1981
137 E FRANKLIN STREET
CHAPEL MILL. C 27514
919-929-7151
LEGAL CLINKS
136 E ROSEMARY STREET
NCNB PLAZA
CHAPEL
um HILL N C 27514 Mr. Emery B. Denny, Jr.
919,929-
116 W MAIN STREET Haywood, Denny and Miller
.
DLIIHM4.N C 27701 Attorneys at Law
919-6E18-5611 P. O. Box 1020
ALONZO B COLEAN R.
STEVEN A.BERNHOL1 M J Chapel Hill, North Carolina 27514
DONALD R.DICKERSON
ROGER B.BERNHOLZ
GEOFFREY E.GLF.OHILL Re: Knolls Development/Sewer Assessment;
DOUGLAS HARGRAVE Your reference - Parcel #6974 and 8128
MARTIN J BERNHOLZ
PATRICIA STANFORD HUNT
DOUGLAS WEER Dear Emery:
CR Counsel
BONNER D.SAWYER
11502.19721 This letter is a follow-up to our telephone
conversation of some time age concerning the above two
parcels of land located within the Town of Chapel Hill.
Both parcels have unpaid sewer assessments and have
been referred to your office for collection. With
respect to parcel #6974, conveyed to Orange County
by deed recorded in Book 281, Page 1211, Orange County
Registry, Orange County will convey its interest in
the property to Vanguard Energy Company. This
conveyance will be expressly subject to any claims or
liens of the Town of Chapel Hill for assessments.
Our correspondence with Vanguard indicates that it is
willing to pay the assessment annually. It is
apparently not in a position to pay the entire sum
in one payment. Negotiations with Vanguard Energy
Company through Jack Carlisle, 7615 Fayetteville Road,
Raleigh, North Carolina 27603, concerning this matter
should prove fruitful.
I have nothing new to report regarding the other
parcel. We have been unsuccessful in efforts to sell
this property.
Very truly yours,
/Th
//GeofFE-71-i-r,,E Gledhill
GEG/jac
cc: Mr. William T. Laws
AGENDA ATIACEINIENT 14 56 C
NORTH CAROLINA
DEED
ORANGE COUNTY
THIS DEED, made and entered into this day of
, 19 , by and between ORANGE COUNTY,
Party of the First Part; and VANGUARD ENERGY COMPANY,
Party of the Second Part;
WITNESSET H:
THAT said Party of the First Part , in
consideration of the sum of One Thousand Three Hundred
and No/100 Dollars to it in hand paid, the receipt of
which is hereby acknowledged, has pursuant to North
Carolina General Statute Section 105-376 (c) , bargained
and sold, and by these presents does bargain, sell and
convey unto the said Party of the Second Part, its heirs
and assigns a certain tract of land lying and being in
Chapel Hill Township, Orange County, North Carolina, and
more particularly described as follows:
All that certain lot or parcel of land situate, lying and
being on the West side of Wentworth Street and known and
designated as part of Lot 1, Block B, of COLE HEIGHTS
EXTENSION No. 2 as surveyed and plotted by F. M.
Carlisle, in May, 1947, and which said lot hereby
conveyed is more particularly described as BEGINNING at a
stake on the West property line of Wentworth Street,
which is established by measuring North 6 degrees 55'
East from a point in line with North line of School
Street and running thence along the West property line of
Wentworth Street North 6 degrees 55' East 100 feet to a
stake in the South property line of Johnson Street
extended; running thence along the South property line of
the said street South 85 degrees 48' West 150 feet to a
stake in the Eastern line of the property formerly owned
by Pacific Mills; running thence with the line of that
property South 40 degrees 16' West 88 feet, more or less,
to a stake, the Northwest corner of property of F. M.
Carlisle, III; running thence with the line of that
property South 82 degrees 51' East 195 feet to the
BEGINNING.
TO HAVE AND TO HOLD, said lands and premises,
together with all privileges and appurtenances thereunto
UNIAN BERNHOLZ
KERSON BERNHOLZ belonging to it the said Party of the Second Part and its
Guxma
HARGgM/E.
- OREYS AT LAW heirs and assigns forever, free and discharged from all
1-1APEL N C
LLSBORCUGH C right, title, claim or interest of the said Party of the
First Part or anyone claiming by, through or under it.
This conveyance is made expressly subject to any and
all claims and liens of the Town of Chapel Hill, Orange County,
North Carolina for assessments and related charges, in the amount
of at least S1,327.37 ,
IN TESTIMONY NHEREOF, said Party of the First Part,
has hereunto set its hand and seal the day and year first above
written.
vR.A1,;GE
BY: (SEAL)
Anne Barnes, Chairperson
Orange County Board of Commissioners
ATTEST:
Paulette Priden-Pond
Clerk to the Orange County
Board of Commissioners
NORTH CAROLINA
ORANGE COUNTY
This is to certify that on this day personally appeared
before me Paulette Pridgen-Pond, with whom I am personally
acquainted, who being by me duly sworn says that Anne Barnes is
the Chairperson of the Board of Commissioners for the County of
Orange and that she, Paulette Pridgen-Pond, is the Clerk to the
Board of Commissioners for the County of Orange, a body politic
and corporate, described in and which executed the foregoing Deed;
that she knows the common seal of said County of Orange; that the
seal affixed to said instrument is said common seal; that the
name of the County of Orange was subscribed thereto by the said
Chairperson of the Board of Commissioners for the County of
Orange and that the said Chairperson of the Board of Commissioners
for the County of Orange and said Clerk to the Board of
Commissioners for the County of Orange subscribed their names
thereto and said common seal was affixed, all by and that said
instrument is the act and deed of said County of Orange.
WITNESS my hand and notarial seal, this the day
of , 1981.
Notary Public
My commission expires :
-2-
LEMAN BERM-SOLI
BEFINHOLZ
GLEDHILL
SL HAROP.ANE
TCRNEYS AT LAW
HAPEL HELL-N C
.L5BCROLICH.N C
562
AGENDA ATTACHMENT 14
NORTH CAROLINA
OFFER TO PURCHASE
, ORANGE COUNTY
THIS OFFER TO PURCHASE, entered into this aj day of
February, 1981, by and between VANGUARD ENERGY COMPANY of %Ls-
Ayerru4AA. R4/ak /1A: 0:703 , Party of the First Part; and
ORANGE COUNTY, Party of the Second Part;
WITNESSET H:
WHEREAS, on November 8, 1977 , ORANGE COUNTY Purchased the
lands described hereinbelow at public sale by Sheriff's Deed
recorded at Deed Book 281, page 1211, Orange County Registry;
WHEREAS, that said public sale was conducted pursuant to execution
issuing by the Court in civil action no, 77-Cy -706 entitled
"Orange County v. University Garden Apartment, Shelton Gene Lloyd
and Part and Lot 1, Block B and Cole Heights Extension No, 2 , "
same being an action of foreclosure for non-payment of Orange
County property taxes; WHEREAS, said Party of the First Part had
an ownership interest in said lands that were foreclosed and sold
for unpaid county taxes; AND WHEREAS, the said Party of the First
Part now desires to repurchase from ORANGE COUNTY said lands
hereinbelow described.
NOW, THEREFORE, in consideration of the following terms and
conditions, said VANGUARD ENERGY COMPANY makes the following offer
to purchase;
1. VANGUARD ENERGY COMPANY hereby offers to purchase the
following described land from ORANGE COUNTY: Being that certain
tract of land lying and below Chapel Hill Township, and describes
as follows:
All that certain lot or parcel of land situate, lying and being on
the WesL side of lie,ilLtio.ctil Stre,et and known and designated as part
of Lot 1, Block B, of COLE HEIGHTS EXTENSION No. 2 as surveyed and
plotted by F. M. Carlisle, in May, 1947 , and which said lot hereby
conveyed is more particularly described as BEGINNING at a stake on
the West property line of Wentworth Street, which is established
LEMAN. BERNHOLZ, by measuring North 6° 55' East from a point in line with North lin-
KERSON.BERNHOLZ of School Street and running thence along the West property line 0'
GLEDMLL Wentworth Street North 6° 55 ' East 100 feet to a stake in the Sout
HARORAVE
property line of Johnson Street extended; running thence along the
-TORNEY5 AT LAN
HAP.L HILL.NI C. South property line of the said street South 85° 48 ' West 150 feet
.LSBORCCOH.ti c to a stake in the Eastern line of the property formerly owned by
Pacific Mills; running thence with the line of that property South
40° 16 ' West 88 feet, more or less , to a stake, the Northwest
corner of property of F. M. Carlisle, III; running thence with the
line of that property South 82° 51' East 195 feet to the BEGINNING.
2. VANGUARD ENERGY COMPANY agrees to pay as a purchase
price for said land that price as determined by Orange County
Commissioners, or their designates and agents, at whatever time
Orange County finally determines the sale price for said property.
It is understood that the minimum sale price will be ONE THOUSAND
TWENTY-SEVEN AND 75/100 DOLLARS ($1,027.75) , but no representation
is made as to the final sale price.
3. Accordingly, the said VANGUARD ENERGY COMPANY hereby
pays and delivers to the law firm of COLEMAN, BERNHOLZ , DICKERSON,
BERNHOLZ, GLEDHILL & HARGRAVE, as escrow agents and County
Attorney for Orange County, the sum of ONE THOUSAND TWENTY-SEVEN
AND 75/100 DOLLARS ($1,027.75) , same to be held by said escrow
agent pending a final determination by Orange County of the sale
price for said property to VANGUARD ENERGY COMPANY.
4. In the event that said Orange County agrees to sell
said property to VANGUARD ENERGY COMPANY then Orange County, by
and nrough said escrow agent hereinabove named, will notify
VANGUARD ENERGY COMPANY in writing of the agreed upon purchase
price, and within 30 days of the date of said written notice the
said VANGUARD ENERGY COMPANY shall pay to said escrow agent any
balance due on said purchase price. Within ten (10) days of the
receipt of payment of the balance due, if any, on said purchase
price, Orange County will, deliver to the said VANGUARD ENERGY
COMPANY a deed conveying the above described premises.
5. It is understood by the said VANGUARD ENERGY COMPANY
that this offer is not at this time accepted by Orange County and
may after review and consideration be rejected by Oramrm County.
It is further understood that the said ONE THOUSAND TWENTY-SEVEN
AND 75/100 DOLLAR3 ($1,027.75) deposited contemporaneously here-
with with said escrow agent is a minimum possible purchase price
for said property. It is further understood and agreed that in the
BEAN-HCLT
sIEZ■SON MR:4110121 event that the said VANGUARD ENERGY COMPANY does not deliver to
GLWMILL
HAACRANE said escrow agent within the time described hereinabove, the
TCRNEYS AT LAW
HAPEL HILL N C
1-55CEOUCH N C
-2-
5B4.
balance of said purchase price, then the sum of TWO HUNDRED SEVENT -
FIVE AND NO/100 DOLLARS ($275.00) of said deposit will be for-
feited to Orange County for attorney 's fees associated with the
review of and preparation of this offer and said escrow agent will
refund the balance to the said VANGUARD ENERGY COMPANY or its
agent or agents.
This the ,a fl day of /4---c24 1981.
VAN/UARN0;;ALGY COMPANY
By: (SEAL)
ONE THOUSAND TWENTY-SEVEN AND 75/100 DOLLARS (S1,027 . 75)
good faith escrow deposit money received this date by COLEMAN,
BERNHOLZ, DICKERSON, BERNHOLZ, GLEDHILL & HARGRAVE,
CIA-4 ck 4-C.6 7 s'
ffaTA 'ARGRAV //tY
110 N. Churton Street
Hillsborough, North Carolina 27279
c 3,2-tf--(61 (919) 732-2196
BERNHOLZ.
:EASON BERNHOLZ
GLEDHILL
& HARGRAVE
TORNEYS AT LAW
HAPEL HILL N C
I-EBOROUGH N C
-3-
1-5L mr_INLUIS
565
NORTH CAROLINA
RESOLUTION
ORANGE COUNTY
WHEREAS, VANGUARD ENERGY COMPANY (Vanguard) of 7615
Fayetteville Road, Raleigh, North Carolina 27603 , has offered to
repurchase from Orange County land previously owned by it and
foreclosed by Orange County for non-payment of property taxes and
more fully explained in that offer to purchase attached hereto;
WHEREAS Vanguard has offered to purchase said land for the
sum of ONE THOUSAND TWENTY-SEVEN AND 75/100 DOLLARS ($1,027 .75)
and has deposited same with Douglas Hargrave as escrow agent;
NOW, THEREFORE, it is resolved that Orange County, by and
through its governing unit, pursuant to North Carolina General
Statute §105-376(c) , in its discretion will sell and convey to
Vanguard Energy Company a former owner of the property hereinbelow
described:
/All that certain lot or parcel of land situate, lying and being on
the West side of Wentworth Street and known and designated as part
of Lot 1, Block B, COLE HEIGHTS EXTENSION No. 2 as surveyed an'
plotted by F. M. Carlisle, in May, 1947, and which said lot hereb7
conveyed is more particularly described as BEGINNING at a stake on
the West property line of Wentworth Street, which is established
by measuring North 6° 55 ' East from a point in line with North lin
of School Street and running thence along the West property line o
Wentworth Street North 6° 55' East 100 feet to a stake in the
South property line of Johnson Street extended; running thence
along the South property line of the said street South 85° 48 '
West 150 feet to a stake in the Eastern line Of the property
formerly owned by Pacific Mills; running thence with the line of
that property South 40° 16' West 88 feet, more or less, to a stake
the Northwest corner of property of F. M. Carlisle, III; running
thence with the line of that property South 82° 51' East 195 feet
to the BEGINNING, (same having been purchased at foreclosure sale
by Orange County at Deed Book 281, Page 1211, Orange County
Registry) ,
The County Attorney is directed to prepare a deed conveying
4
same to Vanguard, cuilect the purchase price from the said
Vanguard, deduct attorney's fees of TWO HUNDRED FIFTY AND NO/100
DOLLARS ($250 .00) for preparation of said deed and all time
expended by said attorney in this matter, and disburse the balance
20LEMAN BERNHOLZ SEVEN HUNDRED SEVENTY-SEVEN AND 75/100 DOLLARS ($777.75) to Orange
>ICC-R.50N. BERN-HOLZ
GLEDHILL
County.
y.H AR G RAVE
ATTORNEYS AT LAW
CHAPEL HILL N c This the 6— day of , 1981.
HILLSBOROUGH.N C
ANNE BARNES, Chairman, Orange County
Board of Commissioners
/v1 F 9- 5 6
AGENDA /1/2MCIIMENT 16 A
@range Tuuntg Department of.4,,qacia1 ruirø
300 W TRYON STREET
HILLSBOROUGH NORTH CAROLINA 27278
BOARD TELEPHONE
HILLSBOROUGH OFFICE HBASOI .367 B2E1
SAM ENGLISH HILLSBOROUGH OFFICE 732 9361 7324)1E1
.ANICC SCHOPLER August 31, 1981 CHAPEL HILL OFFICE 929 04.6
ANNE BARNES
R J muRPHy MO
ERFIECTOR
THOPAAS WARD MEMORANDUM
TO: Bill Laws, Acting County Manager
FROM: Thomas M. Ward, Director Social Services
SUBJECT: Commissioners Agenda of 47.8-81
Re: Frozen Positions
We currently have two resignations in Clerical positions, one due to the pay
differential between our pay scale and that of private industry, and the
second due to the retirement of Mable Boggs.
These positions are very critical to our program at this time since our
Reduction-in-Force proposal has placed added duties an the clerical staff.
I strongly recommend the replacement of these two staff members.
Position #061335 - Clerk Receptionist II
This position is assigned to the main reception deck in
Hillsborough to handle telephone calls, take messages,
make appointments, wait on walk-in clients, pre-screen
Food. Stamp applicants, issue work permits, type as time
permits.
Position #06173 - Clerk/Typist III
This position provides primary typing for the WIN and Day
Care Staff; prepares, checks and processes for payment
all claims for Day Care reimbursement.
56't /1)/4) 1
4:
AGENDA ATTACHMiT 16 B
ORANGE COUNTY PERSONNEL DEPARTMENT
106 E. Margaret Lane
Hillsborough, N,C..27278
BEVERLY M.WHITEHEAD
PERSONNEL DIRECTOR
MEMORANDUM
TO: Bill Laws
Acting County Manager
FROM: Beverly M. Whiteheat
3211$‘'
Personnel Director
DATE: September 2, 1981
SUBJECT' Authorization to fill vacancy
This office is requesting authorization on behalf of Mark Rees to fill a vacant Central
Services Clerk-position in the Purchasing and Central Services Department. This positior
is vacant due to the transfer of an employee. Further, I have been advised by Mr. Rees
that the position is critical to continued operations in his department.
If this item can be placed on the September 8 agenda for the Board's consideration, I
would greatly appreciate it.
cc: Mark Rees, Acting Assistant County Manager
Paulette Pridgen-Pond, Clerk to the Board
AnEqualOpportunity/Affirmativerlafon Employer
/102 if 9- 11- .77
56c
AGENDA ATTACHMENT 17
PROCLAMATION
WHEREAS, the Honorable James B. Hunt, Governor of Norzn ceroiina, has designated
September 14 - 18 "Clean Up Litter Week" on North Carolina Highways;
and,
WHEREAS, The Orange County Board of Commissioners recognizes the benefits derived
to the County when the highways and streets in the County are kept free
of litter; and,
WHEREAS, the Board of Commissioners recognizes the negative impact on visitors
and citizens when litter is permitted to accumulate; and,
WHEREAS, the Orange County Board of Commissioners wishes to encourage and endorse
the concept of "Clean Up Litter Week;" and,
THEREFORE, asks the Citizens of Orange County, in cooperation with the Orange
County Board of Commissioners, the Homemakers' Extension Clubs of Orange
County and the Governor of North Carolina, to set aside the week of
September 14 - 18, as CLEAN UP LITTER WEEK IN ORANGE COUNTY.
NOW, BE IT THEREFORE PROCLAIMED,
THAT THE ORANGE COUNTY BOARD OF COMMISSIONERS DOES HEREBY
DESIGNATE SEPTEMBER 14 - 18 rtrAN UP LITTER WEEK IN ORANGE COUNTY
This., the . --- day of September, 1981.
ANNE BARNES, CHAIR
Orange County Board of Commissioners
56.,.
, —
AGENDA ATIACHMENT 18
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RCP JOE HACSNCY July 8, 1981 : •,1 -% .'":4
17TH 131,r4,c1.
P. 0. 130X 1329
CHAPEL HILL N C 27514
The Honorable Anne Barnes
Chairman, Orange County Commissioners
313 Severin Street
Chapel Hill, North Carolina 27514
Dear Anne:
I am writing to let you know that SB 711
Sedimentation Act Amendments, which provides
that local governments may not have stricter
sedimentation control regulations than the .
state standard, has been derailed and post-
pond f6r consideration if. October. This
I -
bill was included in the recommended aporo-
Priations special bill package at the last
moment by those interested in its passage.
My motion to delete it from the package was
supported by a majority of the members of
the full Appropriations Committee.
If you are interested in keeping the authority
for stricter controls in this area, I suggest
you make your position known to Ron Aycock
and other appropriate persons over here.
V y t uly yours,
i
1,s.
-------, ,,,i
JoiVlackney
,- •,
j"ill
:A Orange County Commissioners
57C
AGENDA A • i 18
r.----' - GENERAL ASSEMBLY OF NORTH CAROLINA
SESSION 1981
:,:-- .• ,-- ..-:.
. ....: ,..„. .,.
. . SENATE BILL 711
Short Title: Sedimentation Act Amendments. (Public)
Sponsor,: Senators Noble; and Hardison.
. • .
- • . •
Referred to: Appropriations. --
June 24, 1981
1 A BILL TO BE ENTITLED
2 AN ACT TO AMEND CHAPTER 113A OF THE GENERAL STATUTES TO REQUIRE
3 THAT LOCAL GOVERNMENT EROSION AND SEDIMENTATION CONTROL
4 PROGRAMS SHALL BE NO MORE RESTRICTIVE THAN THE STATE EROSION
q'.,.. 5 AND SEDIMENTATION CONTROL PROGRAM. _
-- __
6 The General Assembly of North Carolina enacts:
7 Section 1. G.S. 113A-54 (d) (1) , as the same appears in
8 Part II of 1978 Replacement Volume 31 of the General Statutes, is
9 amended to read as follows:
10 n (1) Assist and encourage local governments in developing
11 erosion and sedimentation control programs and, as part of such
12 assistance to develop a model local erosion control ordinance,
13 which shall be no more restrictive than the requirements of this
14 Article, and approve, approve as modified, or e-jaDprz.,72 local
15 plans submitted to it pursuant to G.S. 113A-60;n.
16 Sec. 2. G.S. 1131-60(b) , as the same appears in Part II
5,-
17 of 1978 Replacement Volume 31 of the General Statutes, is amended
18 to read as follows:
19 " (b) The Commission shall review each program submitted and
20 within 90 days of receipt thereof shall notify the local
21
. -__
571
GENERAL ASSEMBLY OF NORTH CAROUNA SESSION 1981
1 government submitting the program that it has been approved,4ft
2 approved with modifications, or disapproved. The Commission
3 shall only approve a program upon determining that its standards
4 equal and do not exceed those of the model local erosion control
5 ordinance developed in accordance with G.S. 113A-54 (d) (1) ."
6 Sec. 3. This act is effective upon ratification.
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2 Senate Bill ill