HomeMy WebLinkAboutOTHER-2021-007 Orange County Assistance Policy Urgent Repair Program 2020 n4�CHCD
ORANGE COUNTY HOUSING&COMMUNITY DEVELOPMENT
Orange County Assistance Policy
Urgent Repair Program 2020
What is the Urgent Repair Program?
Orange County has been awarded $80,000 by the North Carolina Housing Finance Agency("NCHFA")
under the 2020 cycle of the Urgent Repair Program ("URP20").This program provides funds to assist very-
low and low-income households with special needs in addressing housing conditions which pose imminent
threats to their life and/or safety or to provide accessibility modifications and other repairs necessary to
prevent displacement of very-low and low-income homeowners with special needs such as frail elderly
and persons with disabilities.A total of 12 households will be assisted under URP20.
This Assistance Policy describes who is eligible to apply for assistance under URP20, how applications for
assistance will be rated and ranked, what the form of assistance is, and how the repair/modification
process will be managed. Orange County has designed this URP20 project to be fair, open, and consistent
with the County's approved application for funding and with NCHFA's URP Program Guidelines.
The funds provided by NCHFA come from the North Carolina Housing Trust Fund.Additional funds for
construction costs are provided by Orange County in the amount of$40,000.
EMERGENCY and HEALTH Notifications: Due to the current COVID-19 pandemic, increased awareness of
the need to protect Orange County representatives and the homeowners they service from various health-
related exposures has become more apparent than ever. Homeowners participating in URP must agree to
follow all local, state, and federal guidelines for emergency preparedness surrounding the COVID-19
pandemic and any other emergency declared that includes their property address for the duration of
construction on the property.
Who is eligible to apply?
To be eligible for assistance under URP20 applicants must:
• Reside within the county limits of Orange County and own and occupy the home in need of repair
• Have a household income which does not exceed 50%of the County median income for the
household size (see income limits below)
• Have a special need (i.e. be >62 years old, handicapped or disabled, a single parent with a
dependent living at home, a Veteran, a large family with >5 household members or a household
with a child below the age of six with lead hazards in the home).
• Have urgent repair needs that cannot be met through other state-or federally-funded housing
assistance programs
URP20 Income Limits* for Orange County
Number in 30%of Median 50%of Median
Household (very-low income) (low income)
1 $19,100 $31,850
2 $21,800 $36,400
3 $24,550 $40,950
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4 $27,250 $45,450
5 $29,450 $49,100
6 $31,650 $52,750
7 $33,800 $56,400
8 $36,000 $60,000
*Income limits are subject to change based on annually published HUD HOME Limits and will be updated each year.
This update will not require a re-approval of the governing authority.
Outreach efforts of the Urgent Repair Program
Orange County will advertise or publish an article about the Urgent Repair Program in local English-
speaking and Spanish-speaking newspapers serving the County (such as The Daily Tarheel, The News of
Orange and La Noticia), at senior centers throughout the County,with the County's partner agencies, and
on the County's website.
Selection of applicants
The County has devised the following priority system to rank eligible applicants, determine which of them
will be selected for assistance and in what order. Under this system, applicants will receive points for
falling into certain categories of special need and income.The applications will be ranked according to
which receive the most points.
Priority Ranking System for Orange County URP20
Special Needs(for definitions, see below) Points
Disabled, Elderly or Veteran Head of Household (62 or older) 4
Disabled, Elderly, or Veteran Household Member (not Head of Household) 3
Single-Parent Household (with one or more children in the home) 3
Large Family(5 or more permanent residents) 2
Emergency(may submit without regard to application deadlines) 2
Child under six years of age with lead hazards in the home 2
Income (See Income Table above) Points
Less than 30%of County Median Income 10
30%to 50%of County Median Income 5
Under NCHFA Program Guidelines, a minimum of 50%of households assisted must have incomes which
are less than 30%of the area median income for the household size, and no household with an income
exceeding 50%of the area median income will be eligible.This guideline will be adhered to strictly and will
be the primary factor in the selection of those households to be assisted under URP20.
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Recipients of assistance under the URP20 will be chosen by the above criteria without regard to race,
color, religion, national origin, sex,familial status and disability.
The definitions of special needs populations under URP20 are:
• Elderly:An individual aged 62 or older.
• Emergency: A situation in which a household member has an immediate threat of being evicted or
removed from a home due to health or safety issues within a time frame that the program can
complete a repair to stop eviction or removal.These applications will be received at any time
during the funding cycle and evaluated on the ability of the program to complete the work in a
timely manner that meets the goal of assisting homeowners to remain in their home.
• Disabled:A person who has a physical, mental or developmental disability that greatly limits one
or more major life activities, has a record of such impairment, or is regarded as having such an
impairment.
• Large Family:A large family household is composed of five or more individuals; at least four are
immediate family members.
• Head of Household:The person or persons who own(s)the house.
• Household Member: Any individual who is an occupant(defined below) of the unit to be
rehabilitated shall be considered a "household member" (the number of household members will
be used to determine household size and all household members are subject to income
verification).
• Occupant: An occupant is defined as any immediate family member(mother,father, spouse,
son/daughter of the head of the household, regardless of the time of occupancy); or non-
immediate family member who has resided in the dwelling at least 3 months prior to the
submission of the family's application.
• Single-Parent Household:A household in which one and only one adult resides with one or more
dependent children.
• Veteran:A person who served in the active military, naval, or air service, and who was discharged
or released therefrom under conditions other than dishonorable.
• Child with lead hazards in the home: a child below the age of six living in the applicant house which
contains lead hazards.
Client referral and support services
Many homeowners assisted through the Urgent Repair Program may also need other services. When the
Urgent Repair Program staff meet the homeowner during the work write-up process,they will discuss the
resources and programs available in Orange County and provide pamphlets and a list of the agencies with
contact information. With the homeowner's permission, a case file will be created and a staff person will
follow up with the homeowner concerning the available services in the referral network.
What is the form of assistance under URP20?
The County will provide assistance to homeowners, whose homes are selected for repair/modification in
the form of a loan. Homeowners will receive an unsecured deferred, interest-free loan,forgiven at a rate
of$2,000 per year, until the principal balance is reduced to zero.
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What is the amount of the loan?
The amount of the loan will depend on the scope of work necessary to address the identified imminent
threats to life and/or safety, and that will be determined by the County's rehabilitation specialist.There is
no minimum to the amount of the loan; however,the maximum life-time limit according to the guidelines
of URP20 is$10,000.
What kinds of work will be done?
Only repairs that address imminent threats to the life and/or safety of occupants of the dwelling unit or
accessibility modifications will be performed under the County's URP. Please understand that all
deficiencies in a home will likely not be able to be repaired with the available funds.
All work that is completed under URP20 must meet or exceed NC Residential Building Code.
Who will do the work on the homes?
The County is obligated under URP20 to ensure that quality work is done at reasonable prices and that all
work is contracted through a fair, open and competitive process.To meet those very difficult
requirements,the County will invite bids only from contractors who are part of an "approved contractors'
registry". Please request a copy of the County's Procurement and Disbursement Policy for further
information.
(Homeowners who know of quality rehabilitation contractors that are not on the County's Contractor
Registry are welcome to invite them to apply.)
A minimum of three approved contractors will be invited to bid on each job, and the lowest responsive
and responsible bidder will be selected for the contract. "Responsive and responsible" is described in the
Procurement and Disbursement Policy.
What are the steps in the process, from application to completion?
Now that you have the information about how to qualify for Orange County URP20, what work can be
done, and who will do it, let's go through all the major steps in the process:
1. Completing an Application form: Homeowners who wish to apply for assistance may apply by
completing an application form, available at http://orangecountync.gov/2211/Home-Repair-
Programs or by contacting Erika Brown at (919) 558-2700 or ebrown@ticog.org. Applications will
be accepted on a rolling basis beginning October 21, 2020 until all funds are committed. Proof of
ownership and income will be required.Those who have applied for housing assistance from the
County in the past will not automatically be reconsidered. A new application will need to be
submitted.
2. Preliminary inspection:The County's Rehabilitation Specialist will visit the homes of potential loan
recipients to determine the need and feasibility of repairs/modifications.
3. Screening of applicants:Applications will be rated and ranked by the County based on the priority
system outlined on page 2.The first round of households to be assisted will be selected by
November 30, 2020. Household income will be verified for program purposes only(information
will be kept confidential). Ownership of property will be verified along with other rating factors.
From this review,the twelve (12) most qualified applicants will be chosen according to the priority
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system described above.There will also be a list of alternates in the order of qualification. If fewer
than twelve (12) applications are received by November 30, or if funds remain to assist more than
twelve (12) units, applications will continue to be accepted on a rolling basis until all funds are
committed. Applicants not receiving notification by November 30, 2020 that they were chosen
may contact Erika Brown at(919) 558-2700 to confirm the disposition of the application.
4. Applicant interviews:Approved applicants will be provided detailed information on assistance,
program repair/modification standards and the contracting procedures associated with their
project at this informational interview.
5. Work write-up:The County's Rehabilitation Specialist will visit the home again for a more
thorough inspection. All parts of the home must be made accessible for inspection, including the
attic and crawlspace, if any.The owner should report any known problems such as electrical short
circuits, blinking lights, roof leaks and the like.The Rehabilitation Specialist will prepare complete
and detailed work specifications (known as the "work write-up". A final cost estimate will also be
prepared by the Rehabilitation Specialist and held in confidence until bidding is completed.
6. Formal agreement:After approval of the work write-up,the homeowner will sign a formal
agreement that will explain and govern the repair/modification process and an explanation of the
Promissory Note, which is considered a forgivable loan.This agreement will define the roles of the
parties involved throughout the process.
7. Contractor selection:The County will, at its discretion (based on the availability of the contractor,
demands of the job, and recent history of performance), select a contractor from the Contractors'
Registry.The Rehab Specialist will make an effort to offer opportunity to all qualified contractors
throughout each year by using the Registry on a rotational basis, returning to the top of the list
once all contractors have been offered an opportunity to participate. Identified contractors will be
provided with detailed work write-ups on each job and must submit a detailed and reasonable
quote for the proposed work.The contractor will bill the Orange County Housing and Community
Development Department and submit all invoices to the Rehab Specialist for review and approval
prior to any disbursements from the Orange County Housing and Community Development
Department.
8. Execution of loan and contract:The loan will be executed as well as the repair/modification
contract prior to work beginning on the project.This contract will be between the contractor and
homeowner, with the County signing as an interested third party.The cost of the actual work and
project related support costs up to the maximum amount of$1,000 will be included in the loan
document.
9. Pre-construction conference:A pre-construction meeting will be held at the home.At this time,
the homeowner, contractor and program representatives will be present and discuss the details of
the work to be done. Starting and ending dates will be agreed upon, along with any special
arrangements such as weekend or evening work hours and disposition of items to be removed
from the home (such as old plumbing, etc.). If the contract has been executed,the County will
issue a "proceed order" formally instructing the contractor to commence by the agreed-upon date
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within 24 hours of the pre-construction meeting.
10. Construction:The contractor will be responsible for obtaining any required building permits for
the project before beginning work. The permit must be posted at the house during the entire
period of construction. Program staff will closely monitor the contractor during the construction
period to make sure that the work is being done according to the work write-up (which is made a
part of the rehabilitation contract by reference) and in a timely fashion. Code Enforcement Officers
will inspect new work for compliance with the State Building Code as required by the guidelines of
URP20.The homeowner will be responsible for working with the contractor toward protecting
personal property by clearing work areas as much as practicable.
11. Change Orders:All changes to the scope of work must be reduced to writing as a contract
amendment("change order") and approved by all parties to the contract:the owner,the
contractor and two representatives of Orange County. If the changes require an increase in the
loan amount, a loan modification stating these changes in the contract amount must be completed
by the County, and executed by the owner. If the changes result in a decrease in the loan amount,
an estoppel informing the homeowner of these changes in the contract amount will be completed
by the County and conveyed to the owner.
12. Payments to contractor:The contractor will be paid following inspection of and satisfactory
completion of all items on the work write-up and change orders, if any, as outlined in the County's
Procurement and Disbursement Policy.The contractor will also be responsible for handing over all
owner's manuals and warranties on equipment, and reviewing with the homeowner all operating
and maintenance requirements for new equipment installed.
13. Closeout: Once each item outlined in section 12 has been satisfied and the homeowner has signed
a Certificate of Satisfaction,the job will be closed out(fully completed).
What are the key dates?
If, after reading this document, you feel that you qualify for this program and wish to apply, please keep
the following dates in mind:
• Applications available to the public starting October 21, 2020.
• First round of households selected from applications on November 30, 2020.
• All rehabilitation work must be under contract by October 13, 2021.
• All rehabilitation work must be completed by December 31, 2021.
How do I request an application?
• Contact Erika Brown
(919) 558-2700
ebrown@t*cog.org
• OR download an application online: http://orangecountync.gov/2211/Home-Repair-Programs
• OR pick up an application at the Orange County Department of Housing and Community
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Development office at 300 W.Tryon Street, Hillsborough, NC 27278.
Is there a procedure for dealing with complaints, disputes and appeals?
Although the application process and repair/modification guidelines are meant to be as fair as possible,
Orange County realizes that there is still a chance that some applicants or participants may feel that they
were not treated fairly.The following procedures are designed to provide an avenue for resolution of
complaints and appeals.
During the application process:
If an applicant feels that his/her application was not fairly reviewed or rated and would like to appeal the
decision made about it, he/she should contact Erika Brown within five (5) days of the initial decision and
voice their concern. If the applicant remains dissatisfied with the decision,the detailed complaint should
be put into writing.
A written appeal must be made within ten (10) business days of the initial decision on an application.
Orange County will respond in writing to any complaints or appeals within 10 business days of receiving
written comments.
During the repair/modification process:
If the homeowner feels that repairs or modifications are not being completed per the contract, he/she
must inform the contractor and the Rehabilitation Specialist.
The Rehabilitation Specialist will inspect the work in question. If it is found that the work is not being
completed according to contract,the Rehabilitation Specialist will review the contract with the contractor
and ask the contractor to remedy the problem.
If problems persist, a mediation conference between the homeowner and the contractor may be
convened by the Rehabilitation Specialist and facilitated by the Orange County Housing and Community
Development Director.
Should the mediation conference fail to resolve the dispute,the Director will render a written final
decision.
If the Rehabilitation Specialist finds that the work is being completed according to contract,the complaint
will be noted and the Rehabilitation Specialist and the homeowner will discuss the concern and the reason
for the Rehabilitation Specialist's decision.
Will the personal information provided remain confidential?
Yes. All information in applicant files will remain confidential. Access to the information will be provided
only to County employees who are directly involved in the program,the North Carolina Housing Finance
Agency and auditors.
What about conflicts of interest?
No officer, employee or other public official of the County, or member of the County Commissioners, or
entity contracting with the County that exercises any functions or responsibilities with respect to URP20
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shall have any interest, direct or indirect, in any contract or subcontract for work to be performed with
program funding, either for themselves or those with whom they have family or business ties, during their
tenure or for one year thereafter. Relatives of County employees, Board of Commissioners and others
closely identified with the County, may be approved for rehabilitation assistance only upon public
disclosure before the County Commissioners and written permission from NCHFA.
What about favoritism?
All activities under URP20, including rating and ranking applications, inviting bids, selecting contractors and
resolving complaints, will be conducted in a fair, open and non-discriminatory manner, entirely without
regard to race, color, religion, national origin, sex,familial status and disability.
Who can I contact about URP20?
Any questions regarding any part of this application or program should be addressed to:
Erika Brown David Saconn
(919) 558-2700 (919) 612-1527
ebrown@ticog.org dsaconn@orangecountync.gov
These contacts will do their utmost to answer questions and inquiries in the most efficient and correct
manner possible.
This Assistance Policy is adopted this day of 2021.
County Manager
Notary Public
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