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Full Agenda AGENDA JANESVILLE COMMUNITY DEVELOPMENT AUTHORITY REGULAR MEETING WEDNESDAY, AUGUST 19, 2009, 5:30 P.M. COUNCIL CHAMBERS MUNICIPAL BUILDING 18 NORTH JACKSON STREET JANESVILLE, WISCONSIN 1.Roll Call. 2. Minutes of the Regular Meeting Held on June 17, 2009. “C” 3. Minutes of the Regular Meeting Held on July 15, 2009. “C” 4. Questions and Comments from the Public on Matters Not on the Agenda. 5. Identification of priorities and criteria for CDBG and HOME funding. 6. Action on a Request from Applicant (09-124) to exceed the loan maximum for a housing rehab project. 7. Review of 5-Year Plan and Annual Action Plan (Rent Assistance Program) and set for public hearing. 8. Action on a proposed revision to the Housing Improvement Program for lead projects exceeding $25,000. 9. Appearance by Home Improvement Client to Explain Loan Delinquency (Client #04-114) 10. Report: Second Quarter Collections Report 11. Neighborhood Services Directors Report a. Update on Consolidated Plan Process. b. Update on Invitations to July CDA for Project Completions. (08-113 & 08-303). c. Set Date for Special CDA Meeting to determine subrecipient awards for CDBG & HOME funding rd – (September 23?). d. Rate of Home Ownership 12. Matters Not on the Agenda. 13. Closed Session – Consideration of a Motion to Convene in Closed Session Pursuant to Wisconsin State Statute Section 19.85 (1) (f) to (A) Consider an Appeal to the CDA of an Client for a Home Improvement Program Loan; (B) Consider Approval of a Short Sale Request by Down Payment Program Participant to Satisfy their loan, Which the City of Janesville would have a Financial Interest In as a result of such a Loan. This Request will Consider the Financial, Medical, Social and/or Personal History of the HIP Program Client(s) Which Information Must be Kept Confidential Under Applicable Federal Regulations Including, but not Limited to, the Federal Privacy Act of 1974, 5 U.S.C. 552, etc. seq., As From Time to Time Amended, and Which, If Discussed in Public, Would be Likely to Have a Substantial Adverse Affect Upon the Reputation of the Participants or Applicants Referred to in such Application, Histories, Financial Data, and/or Related Personal Information Protected by Federal and Common Law. “C” Indicates an item that the Community Development Authority will take up under Consent NEXT MEETING REGULAR MEETING WEDNESDAY, SEPTEMBER 16, 2009 6:00 P.M.* COUNCIL CHAMBERS *Change in Time: An Open House will be held from 5:00-6:00 PM regarding the Consolidated Plan Minutes of the Janesville Community Development Authority (CDA) Regular Meeting June 17, 2009 Present: CDA Members: Jana Vegge, Michael Bachmeyer, George Fenn, Duke Ellingson, Russ Steeber Also present: City Staff: Jennifer Petruzzello, Carrie Clark.; Others: Andreah Briarmoon Absent: CDA member(s) Sylvia Moore , Tom McDonald The meeting was called to order by Chairperson Bachmeyer at 5:30 p.m. The minutes of the May 27, 2009 meeting were approved by consent. Under Questions and Comments from the Public on Matters Not on the Agenda, Andreah Briarmoon appeared to update the CDA on the status of the Case Feed Building. Clark presented the staff report and recommendation to incorporate current loan servicing practices into the Home Improvement Manual. Vegge suggested that staff modify the verbage 90-day letter to eliminate the word ‘proactive’ and replace with ‘contact’. A motion was made by Steeber, seconded by Ellingson, to approve the inclusion of the practices into the Home Improvement Program manual with changes made as suggested by Vegge. The motion passed unanimously. Petruzzello presented a proposal to amend the Home Improvement manual to include current practices related to the lead safe housing rule. A motion was made by Steeber, seconded by Fenn, to approve the inclusion of the lead-safe housing rule practices into the Home Improvement manual. The motion passed unanimously. Under agenda item #6, Petruzzello made a request to the CDA that they consider altering the Consolidated Plan Timetable and Citizen Participation process to allow for citizens to participate in an open house and public hearing regarding the Consolidated Plan. The change would result in the CDA meetings scheduled for September 16 and October 14 to begin at 6 p.m. Petruzzello indicated that a steering committee had been formed and met for the first time and would meet periodically throughout the planning process. After brief discussion, a motion was made by Steeber, seconded by Fenn to approve of the schedule change. The motion passed unanimously. Petruzzello informed the CDA that the City was recently awarded $1.7 million dollars in flood relief funding which would be used to reimburse the local share of flood damages, the local match of hazard mitigation and approximately $1 million would be available to local businesses that suffered flood damage. Steeber inquired what the million-dollar share to local businesses consisted of. Petruzzello indicated that it could be applied toward physical damages, economic impact, and/or flood prevention. She also indicated that the specifics of any program for local businesses have not been determined. Petruzzello also informed the CDA that the City Council approved the CDBG-R application and that it was now at the HUD-level awaiting final approval. NS is also in the process of acquiring our first NSP-funded property at 414 N Washington Street. There being no further business, Steeber motioned, seconded by Ellingson to adjourn the meeting. Motion passed unanimously. The meeting was adjourned at @ 6:03 p.m. These minutes are not official until approved by the CDA. Respectfully submitted, Carrie Clark, Housing Financial & Rehabilitation Specialist Minutes of the Janesville Community Development Authority (CDA) Regular Meeting July 15, 2009 Present: CDA Members: Michael Bachmeyer, Duke Ellingson, George Fenn Also present: City Staff: Jennifer Petruzzello, Randy Zwieg.; Others: Aaron Aegate, Peter Apted, Andreah Briarmoon, Daniel Erdman, Diane Erdman, Richard Frank, Norma Waering Absent: CDA member(s) Tom McDonald, Sylvia Moore, Russ Steeber, Jana Vegge THERE WAS NO QUORUM. No Action of the CDA could be taken. The minutes of the regular meeting held on June 17, 2009 could not be approved because there was no quorum. Under Questions and Comments from the Public on Matters Not on the Agenda, Peter Apted, 324 S. Academy, Andreah Briarmoon, 339 S. Locust, and Richard Frank, 1119 Elida Street appeared to speak to the CDA regarding the Case Feed Building. Ms. Andreah Briarmoon spoke to the CDA regarding the Consolidated Planning Process. Petruzzello provided an update regarding the Consolidated Planning Process and shared the ten issues that were identified as priorities by the focus groups, including: creating affordable, quality, housing stock for low to moderate income individuals, improving the existing housing stock, job training, rent assistance, healthcare, increasing home ownership opportunities, transitional housing for the general population, transportation, self-sufficiency programs, subsidized housing and education/training on HUD requirements. Since there was not a quorum, the CDA could not specify priorities to be shared with agencies requesting CDBG and HOME funding for 2010. A cover letter will be drafted explaining the consolidated planning process and the top priorities identified by the focus groups. Petruzzello provided a staff report regarding a request from Applicant (09-124) to exceed the loan maximum for a housing rehab project. The applicants were available to answer questions from CDA members. This item will be placed on the August CDA agenda. Petruzzello provided a staff report regarding project completions for clients 08-113 and 08-303. These items will be moved to closed session on the August CDA agenda if rehabilitation projects are not completed by that time. Petruzzello provided the Second Quarter Fair Housing Report. There was no activity in the second quarter. There were no items under the Neighborhood Services Directors Report. There were no items under matters not on the agenda. These minutes are not official until approved by the CDA. Respectfully submitted, Jennifer Petruzzello, Neighborhood Services Director NEIGHBORHOOD SERVICES MEMORANDUM August 10, 2009 TO: Community Development Authority FROM: Jennifer Petruzzello, Neighborhood Services Director SUBJECT: Item #5 – Identification of priorities and criteria for CDBG and HOME funding Executive Summary: Development of the 5 Year Consolidated Plan is currently underway. A draft plan has been created by MSA Professional Services (the consultant assisting the City with the preparation of its Consolidated Housing and Community Development Plan), with input from the Steering Committee. This draft was initially prepared without knowledge of the CDA’s priorities because there was not a quorum at the Authority’s July meeting. The planning process is at a point where it is necessary for the CDA to identify their top priorities. More detailed information will be provided and more specific goals will be identified for those items which are identified as priorities. In addition, the 2010 budget will be prepared with those priorities in mind. Staff recommends that the CDA identify three to four housing and public service activities to be identified as funding priorities for 2010. These priorities are those that the CDA should envision funding in the upcoming years. Background: MSA Professional Services has recently completed a series of 5 focus groups intended to garner increased public participation for the City’s CDBG and HOME Consolidated Planning process. The focus groups were conducted on June 23 and June 25. In total, there were 31 participants, including 6 persons who identified themselves as consumers of one or more of the programs funded through the CDBG and HOME programs. During each focus group, participants were asked to define the Strengths, Weaknesses, Opportunities, Threats, and Gaps in the housing and community development programs offered within the City of Janesville and Rock County. At the culmination of each session, participants were given three stickers that they placed next to the three things they felt were the highest priorities. On July 7, the Steering Committee heard a presentation from MSA on the results of these th focus groups. MSA defined the “top ten” priorities identified during the focus groups, and the Steering Committee privately ranked their top five priorities. The following list displays the priority objectives, in order of ranking: -Create affordable, quality, housing stock for LMI -Improve Existing housing stock -Job Training -Rent assistance -Healthcare -Increased Home-ownership Opportunities -Transitional Housing for the general population -Transportation -Self-Sufficiency programs (responsible renting, etc.) -Subsidized housing -Education/training on HUD requirements The goals of the CDBG program are to provide decent housing, a suitable living environment, and expanded economic opportunities. The goal of the HOME program is to buy, build, or rehabilitate affordable housing for rent or homeownership or to provide direct rental assistance to low-income individuals. Eligible activities include a wide variety of acquisition, rehabilitation, construction, and demolition activities associated with residential building, low-income housing, urban redevelopment, and public facilities. Only 15% of the CDBG funds may be used for public services. Public services include, though are not limited to, those concerned with employment, crime prevention, child care, health, drug abuse, education, fair housing counseling, energy conservation, welfare, homebuyer down-payment assistance, or recreational needs. Analysis: The establishment of clear priorities is critical to developing a planning document that is focused on housing and public service activities that will have the greatest impact in the community. Through the establishment of clear goals, the CDA will be positioned to evaluate funding requests from non-profit organizations who provide valuable public services to the community. CDA members are encouraged to compare the eligible activities and program goals to the priorities identified by the focus group and steering committee. Recommendation: Staff has compared the program goals with the priorities identified by the focus groups and recommends the CDA select 3-4 housing priorities and 3-4 public service activities to be identified as priorities: Housing Priorities: Create affordable, quality, housing stock for LMI Improve Existing housing stock Increased home ownership opportunities Transitional Housing for general population (infrastructure) Subsidized Housing (infrastructure) Public Service Priorities: Job Training or employment services Rent assistance Healthcare Transitional Housing for the general population (services) Transportation Self-Sufficiency programs Education / Training on HUD requirements NEIGHBORHOOD SERVICES MEMORANDUM To: Community Development Authority (CDA) From: Randy Zwieg Housing Rehabilitation Specialist II Date: August 14, 2009 Subject: Agenda Item #6 Consideration of a request for Applicant (09-124) to exceed the loan maximum for a housing rehabilitation project. Request: A request is being made on behalf of the owner for the CDA to exceed the maximum funding limit of $24,999 for a recently purchased loan. A preliminary cost estimate to complete the housing rehabilitation project is calculated to be approximately $96,000. A breakdown of the proposed $96,000 loan funding is as follows: Roofing and Exterior Painting 18,000.00 Mechanicals (HVAC, Elec. & Plumb.) 32,000.00 Windows and Insulation 15,000.00 Interior Renovation 29,000.00 Other (Contingency) 2,000.00 Total Improvements: $96,000.00 Analysis calculation of the available equity would be as follows: Estimated Fair Market Value 125,400.00 Recently Purchased Loan Factor x 1.20 Maximum Loan Available 150,000.00 (120% LTV) Existing Property Liens -54,000.00 Available Equity: $96,000.00 1 Overview: The property is a 2,750 square foot home located on Terrace Street. It is a contributing historic Queen Ann home in the Look West Neighborhood. The property had been previously converted to a two-unit rental property before being purchased by this applicant. Neighborhood Services has responded to seven nuisance and code complaints over the last ten years. The applicant has undertaken interior demolition work and intends to restore the property to a single family owner occupied home. Based upon our initial inspection of the property; the project involves extensive interior and exterior improvements. Present condition of the property is substandard and deteriorating due to deferred maintenance and lack of timely repairs. The roof leaks, the siding, trim and overhang needs painting. Windows are original and in generally poor condition. Numerous mechanical plumbing and electrical do not exist. Wall covering has been removed and insulation is nonexistent. Neighborhood Services, is unable to grant the funds needed to complete this project to bring the property into compliance with minimum Housing Quality Standards under the loan limit. Under the Recently Purchased Home Improvement Program guidelines, the maximum loan amount of any combination zero percent installment payment and forgivable loan shall not exceed $24,999. In order for the property owner to rehabilitate the property to a sound and readily maintainable (decent, safe and sanitary) condition, preliminary cost estimate of improvement work needed to put the property into compliance with federal guidelines would exceed the loan limit. The Community Development Authority reserves the right to determine loan amount on an individual basis. Without additional funding the property is uninhabitable. Attempts by the borrower to seek conventional financing have failed. Other alternative financing or nonconventional financing would be economically infeasible or create an economic burden (i.e. high interest loan). Recommendation: CDA authorize a loan of $96,000.00 which would be structured into two (2) separate loans: ? $48,000.00 would be half forgiven/half pay-back with the installment portion at a higher payment so as not to exceed a 120 payment amortization. ? $48,000.00 would be structured as a deferred payment loan for 10 years, after which time it would convert to an interest bearing loan (5%) with a payment not to exceed a 120 payment amortization. This loan would address the goals currently established for the home improvement program, including improving the quality of housing stock for low to moderate income families, promoting attractive neighborhoods with a variety of housing units, preventing housing stock from becoming blighted or vacant, preserving historic structures, improving energy efficiency, and promoting the revitalization and stability of neighborhoods. 2 NEIGHBORHOOD SERVICES MEMORANDUM August 11, 2009 TO: Community Development Authority FROM: Jennifer Petruzzello, Neighborhood Services Director SUBJECT: Agenda Item #7: Review Public Housing Agency 5-Year and Annual Plan and set for Public Hearing Background: Every five years, with annual updates, the Community Development Authority prepares a Public Housing Agency Plan, which provides information to the U.S. Department of Housing and Urban Development and citizens on the City’s goals for administering the Section 8 Rent Assistance Program. This year, the CDA will need to prepare the 5-Year Plan for the 2010-2014 fiscal years. The Department of Housing and Urban Development requires a 45 day notice period where the plan can be publicly inspected for comment. In addition, a public hearing must be held before approval of the plan. Finally, the plan must be submitted to HUD by October 16, 2009. The draft plan identifies the following goals and objectives for the next five years: 1. Expand the supply of assisted housing by applying for additional rental vouchers (if they become available). 2. Improve voucher management as measured by the self assessment process (increase SEMAP score, currently 87%). 3. Improve quality of assisted units (increase the first time pass rate of annual housing quality standard inspection, currently 59% fail the first inspection). 4. Improve quality of assisted units (provide rehabilitation and lead hazard reduction loans/grants to assisted units). 5. Improve quality of assisted units (provide landlord training). 6. Increase participation in Family Self Sufficiency Program (currently have 6 participants). 7. Ensure equal opportunity and affirmatively further fair housing. 8. Explore and implement a Section 8 Homeownership Program (if funding and resources allow). During the 2004-2009 time period, the Janesville PHA was able to make the following progress towards goals identified in the previous 5-Year Plan: 1. The Janesville PHA was able to temporarily increase our voucher management by increasing our SEMAP score to that of a high performer. J:\Development\Housing, Building & Neighborhood Services\Administration - HBNS\CDA Agenda Items\2009 1 Agenda Items\August 19, 2009\#7A Review Public Housing Agency Plan & Set for Public Hearing.doc 2. The Janesville PHA has consistently maintained a customer satisfaction level of greater than 90%. 3. The Janesville PHA has offered a landlord training program over the past two years to improve the quality of assisted housing, the number of landlords participating in the housing, and knowledge of fair housing. 4. The Janesville PHA continually works to affirmatively further fair housing through the distribution of information, posting of policy, provision of training and response to complaints. The Janesville CDA was not able to expand the supply of assisted housing because additional vouchers did not become available, and the high rental vacancy rate due to the economic downturn did not facilitate private partnerships. Attached is a copy of the draft Public Housing Agency Plan for 2010-2014. Recommendation: Staff recommends that the CDA approve the Public Housing Agency 5-Year and Annual Action Plan for publication and set for public hearing on October 14, 2009. J:\Development\Housing, Building & Neighborhood Services\Administration - HBNS\CDA Agenda Items\2009 2 Agenda Items\August 19, 2009\#7A Review Public Housing Agency Plan & Set for Public Hearing.doc PHA 5-Year and U.S. Department of Housing and Urban OMB No. 2577-0226 Development Expires 4/30/2011 Annual Plan Office of Public and Indian Housing 1.0 PHA Information PHA Name: Janesville CDA PHA Code: WI219 PHA Type: Small High Performing Standard HCV (Section 8) PHA Fiscal Year Beginning: (MM/YYYY): 01/2010 Inventory 2.0 (based on ACC units at time of FY beginning in 1.0 above) Number of PH units: _________________ Number of HCV units: 543 3.0 Submission Type 5-Year and Annual Plan Annual Plan Only 5-Year Plan Only 4.0 PHA Consortia PHA Consortia: (Check box if submitting a joint Plan and complete table below.) No. of Units in Each PHA Program(s) Included in the Programs Not in the Program Participating PHAs Code Consortia Consortia PH HCV PHA 1: PHA 2: PHA 3: 5-Year Plan. 5.0 Complete items 5.1 and 5.2 only at 5-Year Plan update. Mission. 5.1 State the PHA’s Mission for serving the needs of low-income, very low-income, and extremely low income families in the PHA’s jurisdiction for the next five years: The Janesville CDA’s mission is to provide rental assistance to eligible low-income, very low-income and extremely low income households, to provide safe, decent and sanitary households in the City of Janesville, to offer a Family Self Sufficiency Program, and to affirmatively further fair housing. Goals and Objectives. 5.2 Identify the PHA’s quantifiable goals and objectives that will enable the PHA to serve the needs of low-income and very low-income, and extremely low-income families for the next five years. Include a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5-Year Plan. The Janesville CDA has identified the following goals and objectives for the next five years: 1.Expand the supply of assisted housing by applying for additional rental vouchers (if they become available). 2.Improve voucher management as measured by the self assessment process (increase SEMAP score, currently 87%). 3.Improve quality of assisted units (increase the first time pass rate of annual housing quality standard inspections; currently 59% fail the first inspection). 4.Improve quality of assisted units (provide rehabilitation and lead hazard reduction loans/grants to assisted units). 5.Improve quality of assisted units (provide landlord training). 6.Increase participation in Family Self Sufficiency Program (currently have 6 participants). 7.Ensure equal opportunity and affirmatively further fair housing. 8.Explore and implement a Section 8 Homeownership Program (if funding and resources allow). During the 2004-2009 time period, the Janesville PHA was able to make the following progress towards goals identified in the previous 5-Year Plan: 1.The Janesville PHA was able to temporarily increase our voucher management by increasing our SEMAP score to that of a high performer. 2.The Janesville PHA has consistently maintained a customer satisfaction level of greater than 90%. 3.The Janesville PHA has offered a landlord training program over the past two years to improve the quality of assisted housing, the number of landlords participating in the housing and knowledge of fair housing. 4.The Janesville PHA continually works to affirmatively further fair housing through the distribution of information, posting of policy, provision of training and response to complaints. The Janesville CDA was not able to expand the supply of assisted housing because additional vouchers did not become available, and the high rental vacancy rate due to the economic downturn did not facilitate private partnerships. PHA Plan Update 6.0 (a) Identify all PHA Plan elements that have been revised by the PHA since its last Annual Plan submission: (b) Identify the specific location(s) where the public may obtain copies of the 5-Year and Annual PHA Plan. For a complete list of PHA Plan elements, see Section 6.0 of the instructions. ______________________________________________________________________________ HUD-50075 Page 1 of 2 form (4/2008) 7.0 Hope VI, Mixed Finance Modernization or Development, Demolition and/or Disposition, Conversion of Public Housing, Homeownership . Programs, and Project-based Vouchers Include statements related to these programs as applicable. Capital Improvements. 8.0 Please complete Parts 8.1 through 8.3, as applicable. Capital Fund Program Annual Statement/Performance and Evaluation Report. As part of the PHA 5-Year and Annual Plan, annually 8.1 tCapital Fund Program Annual Statement/Performance and Evaluation Report, complete and submithe form HUD-50075.1, for each current and open CFP grant and CFFP financing. Capital Fund Program Five-Year Action Plan. Capital Fund As part of the submission of the Annual Plan, PHAs must complete and submit the 8.2 Program Five-Year Action Plan, form HUD-50075.2,and subsequent annual updates (on a rolling basis, e.g., drop current year, and add latest year for a five year period). Large capital items must be included in the Five-Year Action Plan. Capital Fund Financing Program (CFFP). 8.3 Check if the PHA proposes to use any portion of its Capital Fund Program (CFP)/Replacement Housing Factor (RHF) to repay debt incurred to finance capital improvements. Housing Needs 9.0 . Based on information provided by the applicable Consolidated Plan, information provided by HUD, and other generally available data, make a reasonable effort to identify the housing needs of the low-income, very low-income, and extremely low-income families who reside in the jurisdiction served by the PHA, including elderly families, families with disabilities, and households of various races and ethnic groups, and other families who are on the public housing and Section 8 tenant-based assistance waiting lists. The identification of housing needs must address issues of affordability, supply, quality, accessibility, size of units, and location. Strategy for Addressing Housing Needs 9.1 . Provide a brief description of the PHA’s strategy for addressing the housing needs of families in the Note: Small, Section 8 only, and High Performing PHAs complete only for Annual jurisdiction and on the waiting list in the upcoming year. Plan submission with the 5-Year Plan. Additional Information . Describe the following, as well as any additional information HUD has requested. (a) Progress in Meeting Mission and Goals. Provide a brief statement of the PHA’s progress in meeting the mission and goals described in the 5- Year Plan. During the 2004-2009 time period, the Janesville PHA was able to make the following progress towards goals identified in the previous 5-Year Plan: 1.The Janesville PHA was able to temporarily increase our voucher management by increasing our SEMAP score to that of a high performer. 2.The Janesville PHA has consistently maintained a customer satisfaction level of greater than 90%. 3.The Janesville PHA has offered a landlord training program over the past two years to improve the quality of assisted housing, the number of landlords participating in the housing and knowledge of fair housing. 4.The Janesville PHA continually works to affirmatively further fair housing through the distribution of information, posting of policy, provision of training and response to complaints. 10.0 The Janesville CDA was not able to expand the supply of assisted housing because additional vouchers did not become available, and the high rental vacancy rate due to the economic downturn did not facilitate private partnerships. (b) Significant Amendment and Substantial Deviation/Modification. Provide the PHA’s definition of “significant amendment” and “substantial deviation/modification” A significant amendment or modification to the Annual Plan is one which conflicts with or is not consistent with the policies included in the Plan. New initiatives may be introduced that were not anticipated at the time the plan was adopted provided they do not conflict with any other provisions of the plan. A substantial deviation/modification from the 5-Year Plan is one that is not consistent with the goals included in the plan. New or additional activities may be undertaken provided they are not contrary nor conflict with the goals included in the 5-Year Plan. (c) Annual VAWA Report. The Janesville PHA has adopted an administrative policy regarding the VAWA. The PHA will not deny admission to any person in the HCV Program because that person is or has been a victim of domestic violence, dating violence, or stalking, provided that such person is otherwise qualified for such admission. Assistance will not be terminated by the PHA as a result of criminal activity, if that criminal activity is directly related to domestic violence, dating violence, or stalking engaged in by a member of the assisted household, a guest or another person under the tenant’s control, and the tenant or immediate family member is the victim or threatened victim of this criminal activity. ______________________________________________________________________________ HUD-50075 Page 2 of 2 form (4/2008) Required Submission for HUD Field Office Review 11.0 . In addition to the PHA Plan template (HUD-50075), PHAs must submit the following documents. Items (a) through (g) may be submitted with signature by mail or electronically with scanned signatures, but electronic submission is Note: encouraged. Items (h) through (i) must be attached electronically with the PHA Plan. Faxed copies of these documents will not be accepted by the Field Office. PHA Certifications of Compliance with the PHA Plans and Related Regulations (a) Form HUD-50077, (which includes all certifications relating to Civil Rights) Certification for a Drug-Free Workplace (b) Form HUD-50070, (PHAs receiving CFP grants only) Certification of Payments to Influence Federal Transactions (c) Form HUD-50071, (PHAs receiving CFP grants only) Disclosure of Lobbying Activities (d) Form SF-LLL, (PHAs receiving CFP grants only) Disclosure of Lobbying Activities Continuation Sheet (e) Form SF-LLL-A, (PHAs receiving CFP grants only) (f) Resident Advisory Board (RAB) comments. Comments received from the RAB must be submitted by the PHA as an attachment to the PHA Plan. PHAs must also include a narrative describing their analysis of the recommendations and the decisions made on these recommendations. (g) Challenged Elements Capital Fund Program Annual Statement/Performance and Evaluation Report ) (h) Form HUD-50075.1, (PHAs receiving CFP grants only Capital Fund Program Five-Year Action Plan (i) Form HUD-50075.2, (PHAs receiving CFP grants only) ______________________________________________________________________________ HUD-50075 Page 3 of 2 form (4/2008) _______________________________________________________________________________________________________________________________________ This information collection is authorized by Section 511 of the Quality Housing and Work Responsibility Act, which added a new section 5A to the U.S. Housing Act of 1937, as amended, which introduced 5-Year and Annual PHA Plans. The 5-Year and Annual PHA plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements concerning the PHA’s operations, programs, and services, and informs HUD, families served by the PHA, and members of the public of the PHA’s mission and strategies for serving the needs of low-income and very low-income families. This form is to be used by all PHA types for submission of the 5-Year and Annual Plans to HUD. Public reporting burden for this information collection is estimated to average 12.68 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. HUD may not collect this information, and respondents are not required to complete this form, unless it displays a currently valid OMB Control Number. Privacy Act Notice. The United States Department of Housing and Urban Development is authorized to solicit the information requested in this form by virtue of Title 12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at Title 12, Code of Federal Regulations. Responses to the collection of information are required to obtain a benefit or to retain a benefit. The information requested does not lend itself to confidentiality ________________________________________________________________________________________________________________________ Instructions form HUD-50075 Applicability2.Financial Resources. . This form is to be used by all Public Housing Agencies A statement of financial resources, (PHAs) with Fiscal Year beginning April 1, 2008 for the submission of their including a listing by general categories, of the PHA’s 5-Year and Annual Plan in accordance with 24 CFR Part 903. The previous anticipated resources, such as PHA Operating, Capital and version may be used only through April 30, 2008. other anticipated Federal resources available to the PHA, as well as tenant rents and other income available to 1.0 PHA Information support public housing or tenant-based assistance. The Include the full PHA name, PHA code, PHA type, and PHA Fiscal Year statement also should include the non-Federal sources of Beginning (MM/YYYY). funds supporting each Federal program, and state the planned use for the resources. 2.0 Inventory 3. Rent Determination. Under each program, enter the number of Annual Contributions Contract A statement of the policies of the (ACC) Public Housing (PH) and Section 8 units (HCV). PHA governing rents charged for public housing and HCV dwelling units. 3.0 Submission Type 4. Operation and Management. Indicate whether this submission is for an Annual and Five Year Plan, Annual A statement of the rules, Plan only, or 5-Year Plan only. standards, and policies of the PHA governing maintenance management of housing owned, assisted, or operated by 4.0 PHA Consortiathe public housing agency (which shall include measures Check box if submitting a Joint PHA Plan and complete the table. necessary for the prevention or eradication of pest infestation, including cockroaches), and management of 5.0 Five-Year Plan the PHA and programs of the PHA. Identify the PHA’s Mission, Goals and/or Objectives (24 CFR 903.6). 5.Grievance Procedures. Complete only at 5-Year update. A description of the grievance and informal hearing and review procedures that the PHA 5.1 Mission . A statement of the mission of the public housing agency makes available to its residents and applicants. for serving the needs of low-income, very low-income, and extremely low-income families in the jurisdiction of the PHA during the years 6.Designated Housing for Elderly and Disabled Families. . covered under the planWith respect to public housing projects owned, assisted, or operated by the PHA, describe any projects (or portions 5.2 Goals and Objectives . Identify quantifiable goals and objectives thereof), in the upcoming fiscal year, that the PHA has that will enable the PHA to serve the needs of low income, very low-designated or will apply for designation for occupancy by income, and extremely low-income families. elderly and disabled families. The description shall 1 include the following information: ) development name 6.0PHA Plan Update. 234 In addition to the items captured in the Plan and number; ) designation type; ) application status; ) template, PHAs must have the elements listed below readily available to date the designation was approved, submitted, or planned 5 the public. Additionally, a PHA must:for submission, and; ) the number of units affected. (a) Community Service and Self-Sufficiency. Identify specifically which plan elements have been revised 7. A description 1) since the PHA’s prior plan submission. of: (Any programs relating to services and amenities 2) provided or offered to assisted families; ( Any policies (b) Identify where the 5-Year and Annual Plan may be obtained by or programs of the PHA for the enhancement of the the public. At a minimum, PHAs must post PHA Plans, economic and social self-sufficiency of assisted families, (3) including updates, at each Asset Management Project (AMP) including programs under Section 3 and FSS; How the and main office or central off ice of the PHA. PHAs are PHA will comply with the requirements of community strongly encouraged to post complete PHA Plans on its official service and treatment of income changes resulting from (Note: applies to only website. PHAs are also encouraged to provide each resident welfare program requirements. council a copy of its 5-Year and Annual Plan. public housing). PHA Plan Elements8. Safety and Crime Prevention. . (24 CFR 903.7) For public housing only, describe the PHA’s plan for safety and crime prevention to Eligibility, Selection and Admissions Policies, including ensure the safety of the public housing residents. The 1. Deconcentration and Wait List Procedures. Describe statement must include: (i) A description of the need for the PHA’s policies that govern resident or tenant measures to ensure the safety of public housing residents; eligibility, selection and admission including admission (ii) A description of any crime prevention activities preferences for both public housing and HCV and unit conducted or to be conducted by the PHA; and (iii) A assignment policies for public housing; and procedures for description of the coordination between the PHA and the maintaining waiting lists for admission to public housing appropriate police precincts for carrying out crime and address any site-based waiting lists. prevention measures and activities. ______________________________________________________________________________________________________________________________________ Instructions HUD-50075 Page 1 of 3 form (2008) 9. ets. P A statement describing the PHAs policies and that the public housing agency plans to voluntarily convert; 2) requirements pertaining to the ownership of pets in public An analysis of the projects or buildings required to be 3) housing. converted; and A statement of the amount of assistance received under this chapter to be used for rental assistance or 10. Civil Rights Certification. A PHA will be considered in other housing assistance in connection with such conversion. compliance with the Civil Rights and AFFH Certification See guidance on HUD’s website at: if: it can document that it examines its programs and http://www.hud.gov/offices/pih/centers/sac/conversion.cfm proposed programs to identify any impediments to fair (d) Homeownership housing choice within those programs; addresses those . A description of any homeownership impediments in a reasonable fashion in view of the (including project number and unit count) administered by resources available; works with the local jurisdiction to the agency or for which the PHA has applied or will apply implement any of the jurisdiction’s initiatives to for approval. affirmatively further fair housing; and assures that the (e) Project-based Vouchers annual plan is consistent with any applicable Consolidated . If the PHA wishes to use the Plan for its jurisdiction.project-based voucher program, a statement of the projected number of project-based units and general locations and how 11. Fiscal Year Audit. The results of the most recent fiscal project basing would be consistent with its PHA Plan. year audit for the PHA. 8.0 Capital Improvements. This section provides information on a PHA’s 12. Asset Management. A statement of how the agency will Capital Fund Program. With respect to public housing projects owned, carry out its asset management functions with respect to assisted, or operated by the public housing agency, a plan describing the the public housing inventory of the agency, including how capital improvements necessary to ensure long-term physical and social the agency will plan for the long-term operating, capital viability of the projects must be completed along with the required investment, rehabilitation, modernization, disposition, and forms. Items identified in 8.1 through 8.3, must be signed where other needs for such inventory. directed and transmitted electronically along with the PHA’s Annual Plan submission. 13. Violence Against Women Act (VAWA). A description 1) of: Any activities, services, or programs provided or 8.1Capital Fund Program Annual Statement/Performance and Evaluation Report. Capital Fund offered by an agency, either directly or in partnership with PHAs must complete the Program Annual Statement/Performance and Evaluation Report other service providers, to child or adult victims of domestic violence, dating violence, sexual assault, or (form HUD-50075.1), for each Capital Fund Program (CFP) to be 2) stalking; Any activities, services, or programs provided undertaken with the current year’s CFP funds or with CFFP or offered by a PHA that helps child and adult victims of proceeds. Additionally, the form shall be used for the following domestic violence, dating violence, sexual assault, or purposes: 3) stalking, to obtain or maintain housing; and Any (a) activities, services, or programs provided or offered by a To submit the initial budget for a new grant or CFFP; public housing agency to prevent domestic violence, (b) dating violence, sexual assault, and stalking, or to enhance To report on the Performance and Evaluation Report progress victim safety in assisted families.on any open grants previously funded or CFFP; and (c) 7.0 Hope VI, Mixed Finance Modernization or Development, To record a budget revision on a previously approved open Demolition and/or Disposition, Conversion of Public Housing, grant or CFFP, e.g., additions or deletions of work items, Homeownership Programs, and Project-based Vouchers modification of budgeted amounts that have been undertaken since the submission of the last Annual Plan. The Capital (a)Hope VI or Mixed Finance Modernization or Development. Fund Program Annual Statement/Performance and 1) A description of anyhousing (including project number (if Evaluation Report must be submitted annually. known) and unit count) for which the PHA will apply for HOPE 2) VI or Mixed Finance Modernization or Development; and A Additionally, PHAs shall complete the Performance and Capital Fund timetable for the submission of applications or proposals. The Evaluation Report section (see footnote 2) of the Program Annual Statement/Performance and Evaluation application and approval process for Hope VI, Mixed Finance (form Modernization or Development, is a separate process. See HUD-50075.1), at the following times: guidance on HUD’s website at: http://www.hud.gov/offices/pih/programs/ph/hope6/index.cfm 1.At the end of the program year; until the program is completed or all funds are expended; (b) Demolition and/or Disposition. With respect to public housing projects owned by the PHA and subject to ACCs under the Act: 2.When revisions to the Annual Statement are made, (1) A description of anyhousing (including project number and which do not require prior HUD approval, (e.g., unit numbers [or addresses]), and the number of affected units expenditures for emergency work, revisions resulting along with their sizes and accessibility features) for which the from the PHAs application of fungibility); and PHA will apply or is currently pending for demolition or (2)3. disposition; and A timetable for the demolition or Upon completion or termination of the activities funded disposition. The application and approval process for demolition in a specific capital fund program year. and/or disposition is a separate process. See guidance on HUD’s website at: 8.2 Capital Fund Program Five-Year Action Plan http://www.hud.gov/offices/pih/centers/sac/demo_dispo/index.c Capital Fund Program Five-Year Action fm PHAs must submit the Note: t that Plan This statement must be submitted to the exten (form HUD-50075.2) for the entire PHA portfolio for the first approved and/or pending demolition and/or disposition has year of participation in the CFP and annual update thereafter to changed. eliminate the previous year and to add a new fifth year (rolling basis) so that the form always covers the present five-year period (c) Conversion of Public Housing. With respect to public beginning with the current year. 1) housing owned by a PHA: A description of any building 8.3 Capital Fund Financing Program (CFFP). or buildings (including project number and unit count) that Separate, written the PHA is required to convert to tenant-based assistance or HUD approval is required if the PHA proposes to pledge any ______________________________________________________________________________________________________________________________________ Instructions HUD-50075 Page 2 of 3 form (2008) portion of its CFP/RHF funds to repay debt incurred to finance (c) capital improvements. The PHA must identify in its Annual and 5-PHAs must include or reference any applicable memorandum year capital plans the amount of the annual payments required to of agreement with HUD or any plan to improve performance. service the debt. The PHA must also submit an annual statement (Note: Standard and Troubled PHAs complete annually). detailing the use of the CFFP proceeds. See guidance on HUD’s 11.0 Required Submission for HUD Field Office Review. website at: In order to be a http://www.hud.gov/offices/pih/programs/ph/capfund/cffp.cfm complete package, PHAs must submit items (a) through (g), with signature by mail or electronically with scanned signatures. Items (h) 9.0Housing Needs. Provide a statement of the housing needs of families and (i) shall be submitted electronically as an attachment to the PHA residing in the jurisdiction served by the PHA and the means by which Plan. the PHA intends, to the maximum extent practicable, to address those (Note: (a) PHA Certifications of Compliance with needs.Standard and Troubled PHAs complete annually; Small Form HUD-50077, the PHA Plans and Related Regulations and High Performers complete only for Annual Plan submitted with the 5-Year Plan). (b) FCertification for a Drug-Free Workplace orm HUD-50070, 9.1 Strategy for Addressing Housing Needs. Provide a description of (PHAs receiving CFP grants only) the PHA’s strategy for addressing the housing needs of families in (c) Certification of Payments to Influence the jurisdiction and on the waiting list in the upcoming year. Form HUD-50071, (Note: Federal Transactions (PHAs receiving CFP grants only) Standard and Troubled PHAs complete annually; Small and High Performers complete only for Annual Plan submitted (d)Disclosure of Lobbying Activities (PHAs with the 5-Year Plan). Form SF-LLL, receiving CFP grants only) 10.0 Additional Information. Describe the following, as well as any (e)Disclosure of Lobbying Activities additional information requested by HUD: Form SF-LLL-A, Continuation Sheet(PHAs receiving CFP grants only) (a) Progress in Meeting Mission and Goals. P HAs must (f) include (i) a statement of the PHAs progress in meeting the Resident Advisory Board (RAB) comments. mission and goals described in the 5-Year Plan; (ii) the basic (g) criteria the PHA will use for determining a significant Challenged Elements. Include any element(s) of the PHA amendment from its 5-year Plan; and a significant Plan that is challenged. amendment or modification to its 5-Year Plan and Annual Capital Fund Program Annual . (Note: Standard and Troubled PHAs complete (h) , PlanForm HUD-50075.1 Statement/Performance and Evaluation Report annually; Small and High Performers complete only for (Must be Annual Plan submitted with the 5-Year Plan). attached electronically for PHAs receiving CFP grants only). See instructions in 8.1. (b) Significant Amendment and Substantial Deviation/Modification. (i) Capital Fund Program Five-Year PHA must provide the definition Form HUD-50075.2, Action Plan(Must be attached electronically for PHAs of “significant amendment” and “substantial (Note: Standard and Troubled receiving CFP grants only). deviation/modification”. See instructions in 8.2. PHAs complete annually; Small and High Performers complete only for Annual Plan submitted with the 5-Year Plan.) ______________________________________________________________________________________________________________________________________ Instructions HUD-50075 Page 3 of 3 form (2008) Lead Safe Housing Rule Policy and Procedure Manual Addendum May 22, 2009 (revised August 12, 2009) HOME IMPROVEMENT PROGRAM Prepared By: City of Janesville Neighborhood Services Funded By: U.S. Department of Housing & Urban Development 1 TABLE OF CONTENTS 3-4 Definitions 5 Part I: Goals and Objectives of the Program 5-6 Part II: Requirements a.)Eligible Activities & Costs b.)Determination level of program applicability 7 Part III: Program Implementation 8-10 Part IV: Contract Requirements 11-12 Attachments A-B 13-16 Appendix A-D 17-18 Sample Proposal 19 Visual Assessment Form 20 Clean-up Checklist 2 DEFINITIONS Abatement means any measure or set of measures designed to permanently eliminate lead-based paint hazards. Abatement includes, but is not limited to: (NOTE: Specialized training and state licensing is required to perform this level of treatment) Encapsulation: (1) the application of an encapsulant which means a substance that forms a barrier between lead-based paint and the environment using a liquid-applied coating or an adhesively bonded covering. Enclosure: (2) the use of rigid, durable construction materials that are mechanically fastened to the substrate in order to act as a barrier between lead-based paint and the environment. Removal: (3) the separating of the paint from the substrate and disposal of the removed paint. Methods may o include one or all of the following; wet scraping, using a heat gun below 1100F, abrasive vacuum sanding and or chemical stripping. Replacement (4) : the elimination and disposal of both the paint and its substrate. The element is then replaced with a similar component. Clearance testing means an individual who is independent from the Contractor hired to do wipe sample testing of specific areas to determine work is complete and strict guidelines are met. Deteriorated paint means paint that is cracking, flaking, chipping, peeling, or otherwise separating from the substrate of a building component. Distinct painting history means the application history, as indicated by its visual appearance or a record of application, over time, of paint or other surface coatings to a component or room. HEPA (High Efficient Particulate Air) a specialized filter used primarily in vacuum cleaners to trap lead dust particles. Only filters rated at 99.97% can be used in lead reduction work. Interim Control means a set of measures designed to reduce lead based paint hazards for a shorter period of time at a lower cost. Lead-based pain t means paint or other surface coatings that contain lead equal to or in excess of .7 milligrams per square centimeter or more than 0.06 percent by weight. Lead-based paint hazard means any condition that causes exposure to lead from lead-contaminated dust, lead- contaminated soil, or lead-contaminated paint that is deteriorated or present in accessible surfaces, friction surfaces, or impact surfaces that would result in adverse human health effects. “Lead free” means a surface by surface inspection and testing reveals the absence of lead-based paint. “Lead safe” means that all surfaces are intact and test results show lead dust levels to be below permissible levels at the time of inspection. Lead safe manner means the procedures for minimizing lead dust generation and soil contamination during maintenance activities, as defined by the United States Environmental Protection Agency (EPA) and the United States Department of Housing and Urban Development (HUD). If these procedures are correctly implemented, the risk of lead exposure to maintenance personnel, children, residents, and the families of maintenance personnel can be minimized. The course meets requirements for training maintenance workers on lead-based paint hazards to be able to perform interim controls or standard treatments 3 Occupant notification means that Federal law requires contractors and owners of rental properties to inform occupants about the risks of lead-based paint before non-emergency repair, maintenance, and home renovation work begins. This law applies for all work on surfaces greater than 2 square feet per component. Contractors and property owners must distribute copies of the pamphlet Protect Your Family From Lead In Your Home before any work starts. Occupant protection means actions taken to protect occupants from lead-based paint hazards during the rehabilitation and/or lead remediation process. Paint condition ratings “intact”“fair” means if it is not fully then it is rated as unless more than 10 square feet of deteriorated paint on exterior components with large surface areas; or more than 2 square feet of deteriorated paint on interior components with large surface areas (e.g., walls, ceilings, floors, doors); or more than 10 percent of the total surface area of the component is deteriorated on interior or exterior components with small “poor” surface areas (window sills, baseboards, soffits, trim) then it is rated as . Risk assessment means an on-site investigation to determine the existence, nature, severity, and location of lead-based paint hazards, and the provision of a report by the individual or the firm conducting the risk assessment, explaining the results of the investigation and options for reducing lead-based paint hazards. Safe work practices means the procedures for minimizing lead dust generation and soil contamination during work activities, as defined by the (EPA) and the United States Department of Housing and Urban Development (HUD). If these procedures are correctly implemented, the risk of lead exposure to the workers, children, occupants, pets and the workers families can be minimized. Soil covering means soil which has been separated from human contact by the placement of a barrier such as a deck, fence, pavement or concrete, grass seed or sod, thorny or dense bushes, mulch, gravel or other landscaping materials. Standard treatments means a series of hazard reduction measures designed to reduce all lead-based paint hazards in a dwelling unit without the benefit of a risk assessment or other evaluation. Stabilization of deteriorated paint, the provision of smooth and cleanable horizontal surfaces, the correction of conditions causing rubbing, binding or crushing of painted surfaces and the treatment of bare soil. Worker protection means that workers shall be provided with a pre-employment physical to determine blood lead level and ability to wear appropriate respirator protection. Workers shall also be provided with a changing area equipped with washing facilities and protective clothing. 4 Part I: Goals and Objectives of the Program The City of Janesville has administered various programs relating to housing rehabilitation since 1978. Funding for these programs has come from a variety of federal and state sources. The current sources include the Community Development Block Grant (CDBG) Program and the Home Investment Partnership Program (HOME) administered by the U. S. Department of Housing and Urban Development (HUD). HUD has issued regulations to reduce lead-based paint (LBP) hazards in housing built before 1978 that are assisted by the federal government. Steps must be taken to make sure that any potential LBP hazard existing be identified and corrected. It is highly likely that in housing built before 1978 may contain interior and exterior surfaces containing LBP. All surfaces should be treated as if they are LBP and appropriate precautions taken. Remedial action is outlined under the “work specifications” which includes all areas where work is to be performed and it also includes other areas of concern where found. Any work performed on a property built prior to 1978 that disturbs a painted surface must be performed by a contractor or person recognized as properly trained in using safe work practices, proper site preparation, appropriate work methods and cleanup. All chipping, cracking and/or peeling paint surfaces where loose paint exists must be addressed, corrected and maintained. Continued maintenance and periodic reevaluation is essential in reducing potential future lead risk. The Office of Community Planning and Development (CPD) and the Office of Healthy Homes and Lead Hazard Control (OHHLHC) have jointly created the “Lead-Safe Housing Rule Checklist” and associated documents to aid in the implementation and compliance with the Lead-Safe Housing Rule (LSHR). The LSHR (24 CFR part 35, subparts B-R) became effective in all jurisdictions January 10, 2002. It implements sections 1012 and 1013 of the Residential Lead-Based Paint Hazard Reduction Act of 1992, which is Title X of the 1992 HCD Act. The LSHR requirements are based on practical experiences and new scientific methods for evaluating and controlling lead hazards in federally assisted housing. Part II: Requirements a.)Eligible Activities & Costs The following are eligible activities and costs under this program. 1. Combined lead paint inspections and risk assessments, including lead dust, soil and paint chip testing and associated laboratory costs. 2. Interim controls or standard treatments. 3. Abatement measures which may include any one or all of the following; removal, replacement, encapsulation and/or enclosure. 4. Occupant protection and temporary relocation of occupants when lead hazard control intervention work supported by this program is conducted in a unit. 5. Clearance activities. 6. Undertaking minimal housing rehabilitation activities that are specifically required to carry out effective lead hazard control, and without which the lead hazard control could not be completed and maintained. 5 b.)Determination level of program applicability 6 Part III: Program Implementation OUR RESPONSIBILITIES: Visual assessment prior to Risk Assessment/Lead Paint Assumption and Clearance. Establish one contractor or trained person responsible for final cleaning, all interim controls or standard treatments. Owner and/or Contractor (trained responsible party) to receive copy of Federal Regulations (CFR §35.1330/1335/1340). RISK ASSESSORS RESPONSIBILITIES: Visible paint chips in soil, window troughs or on floor is an immediate fail. Visual assessment and recommendations to pass clearance to be given to the Housing Rehab Specialist. Work site (area) clearance to be done only if specifically requested by the Housing Rehab Specialist. Additional work is not to be required except for routine "house-keeping/maintenance". Owner to be made aware of the limited nature of the Risk Assessment /Clearance. A note should be made to the owner regarding limits of liability and valid for that specific moment in time. CONTRACTOR RESPONSIBILITIES: Follow cleaning procedures upon completion of the project. To contact the Risk Assessor at least 48 hours prior to cleaning and to schedule directly a time at least one hour after and not more than 24 hours after cleaning has been completed. Bare soil will not be tested but will be treated with a minimum of grass seed and straw. (Weather permitting) i.e. snow cover, etc. Owner will agree to treat first available favorable condition with staff visual inspection required. To provide a copy of the pamphlet, Renovate Right: Important Lead Hazard Information for Families, Child Care Providers and Schools informing owner of the potential risk of the lead hazard exposure from renovation activity to be performed in dwelling unit. OWNER RESPONSIBILITIES: Provide booklet “Protect Your Family From Lead In Your Home.” To tenant of rental property. Utilities and sanitary facilities; Removal of wall hangings and window curtains; Moving of furniture away from exterior walls to center of room; Removal of debris or items from around the outside of the house; All packing of breakable and valuable items; Current home owner liability and fire insurance; Monitoring of painted surfaces, repairing any damaged paint and property maintenance after occupancy. 7 Part IV: CONTRACT REQUIREMENTS Article I Contract Document This document shall be attached to the Property Owner/Rehab Contractor Contract and is hereby incorporated therein. In the event of a conflict among contract documents, the provisions in this addendum shall prevail over all others. Article II Scope of Services All lead-based paint activities performed, including waste disposal, shall be in accordance with applicable Federal, State, or local laws, ordinances, codes or regulations governing evaluation and hazard reduction. In the event of discrepancies, the most protective requirements prevail. These requirements can be found in: OSHA 29 CFR 1926—Construction Industry Standards, 29CFR 1926.62—Construction Industry Lead Standards, 29 CFR 1910.1200—Hazard Communication, 40 CFR Pt.261—EPA Regulations, HUD Title X parts 1012-1013. The use of paint containing more than 0.06 percent dry weight of lead on any interior or exterior surface is prohibited. The level of lead hazard reduction is determined by the level of federal assistance. That calculation is attached to this contract as Exhibit A and incorporated herein.. For work up to and including $5,000, safe work practices must be used for all rehabilitation activities, and paint disturbed during the work must be repaired. For work over $5,000 up to and including$25,000, interim controls must be performed on the hazards or identified by the risk assessment and paint disturbed during the rehabilitation must be repaired standard treatments must be carried out for the entire unit. For work over $25,000, surfaces painted with lead-based paint that are disturbed during rehabilitation and hazards identified by the risk assessment all must be abated. Interim Controls may be performed on exterior surfaces if those surfaces are not undergoing rehabilitation. Article III Worker Protection and Prohibited Methods Workers shall be provided with a pre-employment physical to determine blood lead level and ability to wear appropriate respirator protection. Workers shall also be provided with a changing area equipped with washing facilities and protective clothing. All safe work practices shall be used. The following methods shall not be used to remove paint that is, or may be, lead-based paint: 1. Open flame burning or torching; 2. Machine sanding or grinding without a high-efficiency particulate air (HEPA) local exhaust control; 3. Abrasive blasting or sandblasting without HEPA local exhaust control; 4. Heat guns operating above 1100 degrees Fahrenheit or charring the paint; 5. Dry sanding or dry scraping, except dry scraping in conjunction with heat guns or within 1.0 ft. of electrical outlets, or when treating defective paint spots totaling no more than 2 sq. ft. in any one interior room or space, or totaling no more than 20 sq. ft on exterior surfaces; 6. Paint stripping in a poorly ventilated space using a volatile stripper that is a hazardous substance in accordance with regulations of the Consumer Product Safety Commission and/or a hazardous chemical in accordance with the Occupational Safety and Health Administration regulations. Article IV Records Records must be kept of each evaluation, clearance or hazard reduction report for at least three years. Article V Fines The Contractor is fully responsible for the means and methods of executing the scope of work. Therefore, the Contractor and Subcontractor agree to hold the Owner and the City harmless in the event of any fines from federal or local agencies controlling the lead hazard reduction work. The Contractor or Subcontractor agree to immediately (within 30 days) satisfy any and all fines or judgments presented by OSHA, EPA, the local or state health department, the state office of lead hazard control and any other governmental agency having jurisdiction over the lead hazard reduction work. 8 Article VI Worker Training All workers involved in lead hazard reduction activities must either be supervised by an EPA or State of Wisconsin Abatement Supervisor or have received HUD-approved training in lead-safe work practices prior to commencement of work. Article VII Occupant Protection During Lead Hazard Reduction The Contractor shall provide the City with a copy of the written Occupant Protection Plan as required by 40 CFR Pt. 745. Actions must be taken to protect occupants from lead-based paint hazards if the units will not be vacant during the rehab project. Occupants may not enter the work site during the lead hazard reduction activities. Reentry is permitted only after such activities are completed and the units have passed a clearance examination. Occupants of the unit do not have to be relocated under the following circumstances: 1. Rehab work will not disturb lead-based paint or create lead contaminated dust; 2. Hazard reduction activities can be completed within one 8 hour daytime period and the work site is contained to prevent safety, health or environmental hazards; 3. Exterior-only work is being performed where the windows, doors, ventilation intakes and other openings near the work site are sealed during hazard reduction activities, and cleaned afterward, allowing for a lead-safe entry to be maintained; 4. Hazard reduction activities will be completed within 5 calendar days and the work area is sealed, the area within 10 feet of the containment area is cleaned each day, occupants have safe access to sleeping areas, bathroom and kitchen facilities; and occupants are not permitted into the work sites until after clearance has been achieved. Article VIII Temporary Relocation During Lead Hazard Reduction If occupied units are to undergo more extensive lead hazard reduction activities, the occupants must be temporarily relocated. Most often, furniture and occupant belongings can be covered and sealed with protective plastic sheeting, although storage of major furniture and removal of all small furnishings during the hazardous materials reduction work may sometimes be necessary. The Owners/Occupants are responsible for carefully packing all breakables, removing all clothing from closets, and protecting any personal property. During the hazard reduction work, only workers trained in lead hazard reduction may enter the work site. This means that neither owners nor occupants are permitted to return to the work site during the day or at night. If the Owner/Occupant has special needs to re-enter the site, the City must be contacted. Only when the unit has been cleaned to the federally-mandated standards and passed a clearance examination is it safe and permissible for the Owner/Occupant to return to their home. The City will notify the Owner/Occupant with an Authorization for Re-Occupancy. If work is done in stages, interim dust lead clearance must be obtained prior tore-occupancy by the owners or occupants and other non-lead related rehabilitation workers. Final lead dust clearance must be repeated following the rehabilitation work to verify that the residence is free of lead hazards. If needed, there shall be an allowance for relocation costs of $500 per week for owner occupants. The Federal Uniform Relocation Act for temporary relocation costs will apply when tenants are required to relocate. Payment will be made once costs/expenses are verified. The total allowance has been made part of this contract and based upon the time designated in the bid for lead hazard removal. Article IX Worksite Preparation and Containment The worksite shall be prepared to prevent the release of leaded dust, and contain lead-based paint chips and other debris from hazard reduction activities within the worksite until they can be safely removed. Practices that minimize the spread of leaded dust, paint chips, soil and debris shall be used during worksite preparation. All objects that cannot be moved (cabinets, appliances, built-in furniture) shall be covered with plastic sheeting at and securely in place. Floors in the worksite shall also be covered with plastic sheeting sealed with tape. 9 Article X Cleaning Up and Clearance The contractor shall keep the premises clean and orderly during the course of the work and all debris shall be removed on a continuous daily basis and not be allowed to accumulate. All exposed interior surfaces shall be cleaned using a HEPA vacuum and wet washed with a detergent solution and clean water rinse to reduce the lead content. Clearance may not be performed sooner than one hour after completion of the final cleanup. Clearance dust sampling is for settled leaded dust and is a two-phase process. The initial clearance evaluation is a Visual Examination done by the City followed by “environmental sampling” for leaded dust. 1. The visual examination determines that the work on all interior and exterior surfaces to be treated was completed, that there are no deteriorated paint surfaces, and that no visible settled dust or debris is present in interiors and within 10 feet of exterior walls if exterior work was performed. 2. Environmental sampling involves dust sampling on the interior work area. The clearance examiner may decide that exact sampling scheme based on the type of treatment (s), visual observation, and professional judgment. 3. Clearance samples must determine the lead dust levels of the work site prior to re-occupancy. 4. Clearance must be performed by an individual who is independent from the Contractor hired to do the work. The following dust lead clearance thresholds must be met: Floors—40 ?g/ft2 Interior window sills—250 ?g/ft2 Exterior window troughs—400 ?g/ft2 5. Clearance must be performed by an EPA or State certified Risk Assessor, Lead Paint Inspector or a Clearance Technician. 6. If a component, such as a floor, fails the clearance dust standard, the floor in the room that failed must then be re-cleaned. A clearance dust sample must then be taken. The first clearance cost was made part of the total cost of rehabilitation. All subsequent cleaning and clearances costs shall be the sole responsibility of the Contractor. Article XI Handling of Lead Wastes/Disposal The Contractor is solely responsible for complying with federal and state requirements for the safe handling of lead wastes and the disposal thereof. Article XII Owner Responsibilities Owners shall provide utilities, sanitary facilities, and fire insurance. Owners shall be responsible for monitoring potential hazards, repairing damaged surfaces, and maintaining the property to prevent hazards from occurring after occupancy. 10 LEAD-SAFE HOUSING RULE CHECKLIST For GENERAL COMPLIANCE DOCUMENTATION (Program participants can use this checklist as a guide for determining whether or not they are proceeding in a manner required by the LSHR, and that they are maintaining documentation for each CPD-assisted project. Field Office staff can use the checklist as a means for familiarizing themselves with the kinds of documentation that should be maintained in order to demonstrate LSHR compliance. Compliance with the program-specific requirements may not be substantiated solely by the documents included on this general checklist.Additional guidance is provided as referenced in the checklist.) As appropriate, the following documents should be maintained in CPD-assisted project files for properties constructed before January 1, 1978, in order to demonstrate general knowledge and compliance with basic LSHR requirements. Standard forms are available in the Federal Register (FR), as indicated by the sources noted below. Citations from 24 CFR part 35 are also provided as additional references. Applicability Form ____ [§35.115] – A copy of a statement indicating that the property is covered by or exempt from 1 Lead Safe Housing Rule. (Note: (A) If the property is exempt, the file should include the reason for the exemption and no further documentation is required; (B) if the property is covered by the Rule, the file should include the appropriate documentation to indicate basic compliance, as listed below.) Summary Paint Testing Report or Presumption Notice ____ [§35.930(a)]– A copy of any report to indicate the presence of lead-based paint (LBP) for projects receiving up to $5,000 per unit in rehabilitation assistance. If no 2 testing was performed, then LBP is presumed to be on all disturbed surfaces. Risk Assessment Report ____ [§35.930(c)(2)] – A copy of a report (in addition to the requirements of §35.930(a)) to indicate any presence of lead-based paint hazards for projects receiving more than $5,000 per unit in rehabilitation 4 assistance. (Note: If the property receives more than $25,000 in assistance, more stringent requirements apply, including compliance with applicable state requirements, as appropriate. [See §35.930(d)]. Notice of Evaluation ____ [§35.125(a)] – A copy of a notice demonstrating that an evaluation summary was provided 3, 4 to residents following a lead-based-paint inspection, risk assessment or paint testing. Clearance Report ____ [§35.930(b)(3)]– A report indicating a “clearance examination” was performed of the work- site upon completion. Notice of Hazard Reduction Completion ____ [§35.125(b)] – Upon completion, a copy of a notice to show that a 5 LBP remediation summary was provided to residents. Source: Federal Register (FR), 64 FR 50139-50231, published September 15, 1999 -- Requirements for Notification, Evaluation and Reduction of Lead-Based Paint Hazards in Federally Owned Residential Property and Housing Receiving Federal Assistance. The appendices are on pages 50230-50231. 1 LSHR Regulation Applicability Form (See Attachment B to this memorandum.) 2 Appendix C--Summary Presumption Notice 3 Appendix A--Summary Inspection Notice 4 Appendix B--Summary Risk Assessment Notice 5 Appendix D--Hazard Reduction Completion Notice 11 ATTACHMENT B LEAD-SAFE HOUSING RULE -- APPLICABILITY FORM Address/location of subject property: ____________________________________________________________________ Regulation Eligibility Statements (check all that apply): ____ Property is receiving Federal funds. ____ Unit was built prior to 1978. Note: If both Eligibility Statements above have been checked, continue with the Exemption Statements below. Otherwise, the regulation does not apply, sign and date the form. Regulation Exemption Statements [24 CFR 35.115] (check all that apply): ____ Emergency repairs to the property are being performed to safeguard against imminent danger to human life, health or safety, or to protect the property from further structural damage due to natural disaster, fire or structural collapse. The exemption applies only to repairs necessary to respond to the emergency. ____ The property will not be used for human residential habitation. This does not apply to common areas such as hallways and stairways of residential and mixed-use properties. ____ Housing “exclusively” for the elderly or persons with disabilities, with the provision that children less than six years of age will not reside in the dwelling unit. ____ An inspection performed according to HUD standards found the property contained no lead-based paint. ____ According to documented methodologies, lead-based paint has been identified and removed; and the property has achieved clearance. ____ The rehabilitation will not disturb any painted surface. ____ The property has no bedrooms. ____ The property is currently vacant and will remain vacant until demolition. If any of the above Exemption Statements have been checked, the Regulation does not apply. In all cases, sign and date the form. I, ________________________________, certify that the information listed above is true (Printed Name) and accurate to the best of my knowledge. _________________________________________ ________________________ Signature Date _________________________________________ Organization 12 Appendix A--Summary Inspection Notice LEAD HAZARD EVALUATION NOTICE Address: _____________________________________________________ _____________________________________________________________ Evaluation Completed (circle one): Paint Inspection Paint Testing Risk Assessment Date: _________________ Summary of Results: ____ No lead-based paint or lead-based paint hazards were found. ____ Lead-based paint and/or lead-based paint hazards were found. (See attachment for details) Contact person for more information about the risk evaluation: Printed name: __________________________ Signature: ____________________________ Date: ____________________________ Organization: _____________________________ Street: ___________________________ City & State ______________________________ Zip ____________________________ Phone #: ___________________________ Person who prepared this notice: Printed name: ________________________ Signature: _____________________________ Date: ___________________________ Organization: _____________________________ Street: ______________________________ City & State _____________________________ Zip ____________________________ Phone #: _____________________________ 13 Appendix B--Summary Risk Assessment Notice Summarize the types and locations of lead-based paint hazards below or attach your own summary. The summary must list at least the bare soil locations, dust-lead locations, and/or building components (including type of room or space and the material underneath the paint), and types of lead-based paint hazards found: Contaminated Soil Areamg/g (ppm)Location ___ None ___ Perimeter ___ Play Area ___ Other Contaminated Dust Area µg/SF Location ___ None ___ Windowsill ___ Floor ___ Other ___ Other Other Hazards Component* Location Condition Friction or Lead Content Impact Surface? (if known) (good, fair, poor) mg/cm² (ppm) 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. * Components include but are not limited to (interior and exterior) windows, doors, trim, fences, porches, walls and floors. 14 Appendix C--Summary Presumption Notice LEAD HAZARD PRESUMPTION NOTICE The property listed below has not been evaluated for lead-based paint but it has been presumed that lead-based paint or lead based paint hazards are present. Address/location of property or structure(s) this notice of presumption applies to: __________________________________________________________________________________________ __________________________________________________________________________________________ Types of Presumption (Check all that Apply) ____ Lead-based paint is presumed to be present. ____ Lead-based paint hazard(s) is (are) presumed to be present. Contact person for more information about the presumption: Printed name: ______________________________ Street: ______________________________ Signature: ____________________________ City & State ______________________________ Date: ______________________________ Zip ______________________________ Organization: ______________________________ Phone #: ______________________________ Person Who Prepared this Notice of Presumption: Printed name: ______________________________ Street: ______________________________ Signature: ____________________________ City & State ______________________________ Date: ______________________________ Zip ______________________________ Organization: ______________________________ Phone #: ______________________________ Summary of Presumption. List the bare soil locations, dust-lead locations, and/or building components Presumed Hazards (including type of room or space and the material underneath the paint): Bare Soil (list any areas of bare soil): Dust Locations (check the following that apply): ? Window sills ? Window troughs ? Floors Other presumed lead hazards locations (check any of the following components that have deteriorated paint or are friction or impact surfaces): Exterior ? Windows ? Doors ? Trim ? Cladding ? Outbuildings ? Fences ? Porch A ? Porch B Interior ? Trim ? Doors ? Windows ? Walls ? Floors ? Ceilings 15 Appendix D--Hazard Reduction Completion Notice Notice of Lead Hazard Reduction Property Address:_________ ____________________ Today’s Date:________________________ Summary of the Hazard Reduction Activity: Start Date: _________ _________________________ Completion Date: _____________ ______ Location and type of activity. (List the location and type of activity conducted or attach a copy of the summary page from the clearance report or the lead hazard scope of work providing this information.) ____________________________________________________________ ____________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ _______________________________________________________________________________________ Date(s) of clearance testing: _____________________________ Summary of results of clearance testing: (a) _____________ No clearance testing was performed. (b) _____________ Clearance testing showed clearance was achieved. (c) _____________ Clearance testing showed clearance was not achieved. List any components with known lead-based paint that remain in the areas where activities were conducted. List the location of the component (e.g. kitchen-door, bedroom-windows). ________________________________________________________________________________________ ________________________________________________________________________________________ Person who prepared this summary notice Printed Name: _________________________________ Signature: _____________________________ Title: ______________________________________ Organization: __________________________ Address: __________________________________________________________________________________ Phone: ______________________ Fax: ________________________________________ Owner: _________________________________ Date: _______________________ (Give to Property Owner with work-write up) If you have any questions about this summary, please contact ______ ______ at _______________ 16 PROPOSAL CDA CONTRACT # - CONTRACTOR ID# Proposal # Name: Page Page # 1 of Address: City State Zip Date: 8/14/2009 Phone #: CERTIFICATION # Proposal Submitted To: Work To Be Performed At: Name: Michael Cody Street: Same Street: 327 Milton Ave. City: Janesville City: Janesville State: WI Zip Code 53548 State: WI Zip Code: 53545 Date of work write-up 8/14/2009 Telephone (608) 563-0479 Date of Risk Assessment 5/29/2008 Numbers: We hereby propose to furnish all the materials and perform all the labor necessary for the completion of: LEAD HAZARD REDUCTION (Interim Controls) in conjunction with REHABILITATION WORK Work as outlined in the attached request for bid lead hazard reduction work write-up. See conditions on back All material is guaranteed to be as specified, and the above work to be performed in accordance with the drawings and specifications submitted for above work and completed in a substantial workmanlike manner and in accordance with local, state and federal regulations for the sum of: ($ . ) With payments to be made as follows: In full upon completion and acceptable final clearance. Any materials ordered with a City of Janesville purchase order will be deducted from the contract amount. NOTE: Additional funds requested over the contract amount will not be honored without prior written program approval. Work to be started: On or before Work to be completed: On or before Any alteration or deviation from above specifications involving extra costs, will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to carry fire, tornado and other necessary insurance upon above work. Workmen's Compensation and Public Liability Insurance on above work to be taken out by the Contractor Respectfully Submitted___________________________________________________ (Name of Contractor’s Business) Per___________________________________________________ Authorized Signature (owner or agent) 45 NOTE: This proposal may be withdrawn by us if not accepted within days. ACCEPTANCE OF PROPOSAL The above process, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. Accepted this ______day of_______________________20______ Signature __________________________________Signature _______________________________ 17 PROPOSAL (back page) Contractor acknowledges the following: ? Has familiarized him/herself with the project and surroundings. ? Will notify the Housing Rehabilitation Specialist that he/she has scheduled with the homeowner the day that contractor will start the project by moving; worker, materials and equipment onto jobsite. ? Is current in carrying Workmen's Compensation and Public Liability Insurance regarding work within this contract and will informed the homeowner to carry fire, tornado and any other necessary insurance. ? If required, will accomplish all work that disturbs a painted surface according to Federal Regulations, and will only use workman to conduct work who are trained in safe work practices as defined in 24 CFR Part 35, §35.1330 of the Code of Federal Regulations. More information is available by calling the National Lead Information Center at 1- 800-424-LEAD or www.epa.gov/lead. Training may be obtained by contacting Milwaukee Lead and Asbestos Information Center by calling (414) 481-9070 or www.mlaic.com ? Price to include all labor and material necessary to complete the work including tax, permits, clean up, removal and disposal of all debris. ? All work to meet local ordinances, State codes and Federal Housing (HUD) requirements. ? All material to be guaranteed as specified and the work will be performed in accordance with all drawings and specifications and completed in a workmanship like manner installed per the manufactures recommendations and industry standards in accordance with the scope of work. ? Will provide proper and adequate disposal and clean up on a daily basis. ? Is responsible for meeting any applicable building codes, ordinances or regulations as they may pertain to the scope of work. Contractor will be responsible for obtaining any necessary permits, and the costs associated with said permits is included in the bid price. And will prior to requesting any payments submit documentation that all necessary permits were obtained. ? Exercise reasonable care in moving equipment & materials about dwelling to avoid damage to shrubbery and premises. ? Will verify the use of all products and product colors with Homeowner and with Neighborhood Services where specifically requested within the scope of work. ? That he/she will immediately inform the Homeowner and Neighborhood Services of any conditions discovered which effect the implementation of any specifics of the scope of work. ? That he/she and the homeowner will obtain approval from Neighborhood Services prior to entering into any changes to the scope of work so that a change order could be drafted by you the contractor prior to implementation of any change. ? Will inform the owner that he/she must remove any valuables from walls while work is performed. ? All product use and directions must be followed per the manufacture specifications and recommendations. Work to be completed in a workmanship like manner per industry guidelines and established standards. ? That he/she, if required, will coordinate clearance testing with Wisconsin Housing Inspection at (608) 756-3228. All areas in this project must not exceed the following HUD lead dust standards in order to be considered 2 2 2 complete: 40µ/ft(micrograms per square foot) of lead for floors; 250µ/ft of lead for widow sills; 400 µ/ftof lead for window troughs (wells). Contractor will be responsible to pay for additional clearance testing. 18 VISUAL ASSESSMENT FORM Date: Address: Owner: Contractor: Location Identify visible areas of dust, paint chips, painted debris, and deteriorated paint. Note areas of friction and impact (i.e. walls, ceiling, floors, doors, windows, trim, cabinets, etc.) Entry Area Living Room Dining Room Kitchen Common Area Bedroom #1 Bedroom #2 Bath #1 Exterior Other: Other: 19 Protocol for the Cleanup of Lead Dust Children, pregnant women, individuals with high blood pressure or animals should be removed and kept away from the areas to be cleaned. Protect yourself; avoid carrying lead dust to your car or your home. Change out of your work clothes and place them in a plastic bag to be washed separately. Clean off shoes or wear disposable shoe covers. Wash hands and face before eating, drinking or smoking and at the end of the day not Do eat, drink, smoke, chew gum or tobacco, apply cosmetics or lip balms while cleaning. Turn off forced air heating and air-conditioning. Close off rooms that have been cleaned or are not part of the cleanup. Be careful not to spread dust and contaminate other areas while cleaning. Gather the following items needed to perform a proper and adequate cleaning: ? 2 spray bottles ? Paper towels ? Cleaning detergent ? Heavy-duty 6-mil plastic garbage bags ? Latex or rubber gloves ? 2 or 3 large buckets. ? Mop with disposable heads ? Disposable mop head ? Duct tape ? not HEPA Vacuum (Standard household or shop vacuums with HEPA filters are acceptable) ? Be thorough-don’t rush. Use HEPA-wash-HEPA procedure and repeat until no residue is left. ? Start your cleanup work in the room or area furthest away from an exterior door. Carefully move any furniture and replace when done cleaning. Clean and vacuum all horizontal surfaces including chair rails, countertops, shelves, baseboards, floors, door tops, window troughs, windowsills and casing etc. Work from the top of each room toward the bottom and from the furthest corner in the direction of the door. ? Mix a cleaning solution. 1 part detergent to 10 parts water. ? Fill one spray bottle with the cleaning solution. Fill other bucket and spray bottle with warm clear water. ? Wear the latex or rubber gloves during the clean up process. ? Pick up any loose paint chips and other debris. Put into a heavy-duty plastic garbage bag. ? HEPA-Vacuum surfaces. ? Mist surfaces that are to be cleaned using the solution bottle. Wipe wet surface with paper towel. ? Spray the surface with water from the other spray bottle. Wipe away water with a clean paper towel ? NOTE: Use one paper towel per surface area, such as one window. ? Bare floors are to be HEPA-Vacuumed then mopped with the phosphate solution, rinsed with clear water using a not sponge. Dispose of mop head and sponge when each room and job is finished. Change rinse water often. Do use a broom or a conventional shop type or household vacuum. ? Allow surfaces to dry and then HEPA-Vacuum once more. ? Discard latex or rubber gloves, paper towels, mop heads and sponges into the heavy-duty plastic garbage bag. Seal with duct tape and place it in with normal household garbage. ? Dirty water should be flushed down the toilet. Never get rid of in a sink or dump out on the ground. ? HEPA-Vacuum carpeted vinyl or wood floor surfaces. ? Contact the Risk Assessor at least 48 hours prior to cleaning and to schedule directly a time at least one hour after and not more than 24 hours after cleaning has been completed. 20 NEIGHBORHOOD SERVICES MEMORANDUM August 14, 2009August 13, 2009 TO: Community Development Authority (CDA) FROM: Randy Zwieg, Housing Rehabilitation Specialist II SUBJECT: Item #8 Review and Approval of a revision to the Lead Safe Housing Rule addendum for inclusion into the Home Improvement Program manual. Background/Analysis: On June 17, 2009, the CDA approved the inclusion of the lead-safe housing rule practices into the Home Improvement Program manual. Upon review by the U. S. Department of Housing and Urban Development (HUD), it was determined that the manual does not fully identify all of the lead based paint requirements by activity. Therefore, the steps listed (page 6) to identify eligibility of the Lead Safe Housing Rule (LSHR) has been revised to more accurately reflect the requirements of the LSHR. Specifically, requirements for projects in excess of $25,000 have now been included. A chart, Summary of Lead Based Paint Requirements by Activity, replaces the steps listed on page 6 in the previous manual. This change reflects the department’s current practice and the Lead Safe Housing Rule. Recommendation: Staff is recommending that the revision to the addendum be approved and incorporated into the Home Improvement Program manual. cc: Jennifer Petruzzello, Neighborhood Services Director - 1 - NEIGHBORHOOD SERVICES MEMORANDUM August 14, 2009 TO: Community Development Authority FROM: Carrie Clark, Housing Financial & Rehabilitation Specialist SUBJECT: Agenda Item #9 – Appearance by Home Improvement Client to Explain Loan Delinquency Summary Home Improvement Program client 04-114 has been invited to appear before the Community Development Authority (CDA) to discuss their loan delinquency. This memorandum will briefly summarize the loans made to this client, the repayment provisions, and the current status of their loan. No action is required on the part of the CDA at this time, however, members may wish to ask questions of the client and/or give staff direction on how to proceed. Background Client 04-114 – This client has received one (1) loan from the City of Janesville to assist them in rehabilitating the property located at 533 S. Chatham Street. In June, 2004 a loan in the amount of $20,000 was made to this client from the Recently Purchased Home Improvement Program to assist them with making improvements to the electrical, heating, roof system and windows of their home. Under the terms of the loan agreement, one-half (½) of the loan amount ($10,000) is structured as a th forgivable loan, forgiven at the rate of one-tenth (1/10) per year over ten (10) years of continued occupancy. The other one-half (½ ) of the loan amount ($10,000) is structured as a zero-percent interest (0%) installment loan with payments set at $50.00 per month as long as the client remains income eligible. This client has been invited to appear before the CDA on at least 3 separate occasions at the point their loan becomes 6 months delinquent. The last invitation to appear was in November, 2008. The client did not appear but made a payment in the week following the meeting that brought the loan current to December, 2008. Staff also reviewed the client’s income and decreased the monthly payment to $75. No payments have been made since November, 2008.The loan is $699 in arrears. The following table summarizes the balances owed on this client’s loans: Loan # Amount Payment Balance 04-114D-1 10,000.00 7,000.00 0.00 04-114I-1* 10,000.00 50.00 0.00 04-114I-2 9,120.00 125.00 0.00 04-114I-3** 4,761.00 75.00 4,761.00 * refinanced to raise payment amount. ** refinanced to lower payment amount. Action No action is required on the part of the CDA at this time. However, CDA members may have questions of the clients and may also give staff direction on how to proceed. Cc: Jennifer Petruzzello, Neighborhood Services Director 1 NEIGHBORHOOD SERVICES MEMORANDUM August 14, 2009 TO: Community Development Authority FROM: Carrie Clark, Housing Financial & Rehabilitation Specialist SUBJECT: Agenda Item #10 2009- 2nd Quarter Collections Report Summary Neighborhood Services Staff has traditionally provided the CDA with a collections report detailing the status of our various loans and collection activities. This report will provide a summary of 2009 loan activity. Background nd The 2009 – 2 Quarter indicates we have approximately $4.31 million in outstanding loans, compared to $4.1 million in the first quarter of 2009. Of that figure, $1.08 million, or 125 loans, are structured as installment loans, where clients are required to make a monthly payment. The balance, or approximately $3.23 million is structured as deferred payment and/or forgivable loans, where no monthly payment is required. Seventy-six percent (76%) of those clients required to make a monthly payment are making those payments on-time, as agreed. The remaining twenty-four percent (24%) are in various stages of delinquency described in the following table: # Loans 30 days 60 days 90 days 120+ days 8 3 4 14 Collection activities are performed monthly by staff. Activities include sending a letter, of varying degree, and billing statement to each delinquent client. Clients are invited to appear before the CDA at the point they become 6 months delinquent. We are working with outside counsel on a number of foreclosure matters related to a number of Rental Rehabilitation Program loans in default. The following table describes the status of the second quarter of 2009 compared to first quarter of 2009. There is no action required on this matter as it is put forth for informational purposes only. Questions and/or comments from the CDA are welcome. 1 Report Data 4 th Qtr. 1 st Qtr. 2 nd Qtr. 2008 2009 2009 $Value 1,084,707.39 1,058,554.71 1,076,752.76 Installment Loans $Value 2,997,194.41 3,049,625.54 3,234,857.23 Deferred Loans Total $ $4,081,901.80 $4,108,180.25 $4,311,609.99 #Installment 117 118 125 Loans #Delinquent 30 30 29 Installment Loans $Value $78,370.63 $89,003.81 $87,394.81 Delinquent Loans #Loans 4+ 16 21 18 pymts delinquent $Value loans $67,197.39 $76,899.31 $79,550.40 4+ pymts delinquent Of the total $ delinquency, the majority can be attributed to the Rental Rehabilitation Program where multiple loans have been made to the same client. Included in the number of clients 4+ payments delinquent are those where the first mortgage holder has initiated foreclosure (5), the City of Janesville has initiated foreclosure (3), and the client has filed for bankruptcy protection (1). cc: Jennifer Petruzzello, Neighborhood Services Director 2 City of Janesville ëÇ»¿®Í¬®¿¬»¹·½Ð´¿²ÜÎßÚÌ Ì¸·­¼±½«³»²¬·²½´«¼»­Ò¿®®¿¬·ª»Î»­°±²­»­¬±­°»½·º·½¯«»­¬·±²­¬¸¿¬¹®¿²¬»»­±º¬¸» ݱ³³«²·¬§Ü»ª»´±°³»²¬Þ´±½µÙ®¿²¬øÝÜÞÙ÷ôØÑÓÛײª»­¬³»²¬Ð¿®¬²»®­¸·°ôر«­·²¹ Ñ°°±®¬«²·¬·»­º±®Ð»±°´»©·¬¸ß×ÜÍøØÑÐÉß÷¿²¼Û³»®¹»²½§Í¸»´¬»®Ù®¿²¬­øÛÍÙ÷Ю±¹®¿³­ ³«­¬®»­°±²¼¬±·²±®¼»®¬±¾»½±³°´·¿²¬©·¬¸¬¸»Ý±²­±´·¼¿¬»¼Ð´¿²²·²¹Î»¹«´¿¬·±²­ò GENERAL Û¨»½«¬·ª»Í«³³¿®§ ×ÒÍÛÎÌÉØÛÒÐÔßÒÝÑÓÐÔÛÌÛ Í¬®¿¬»¹·½Ð´¿² Ó·­­·±²æ ̸»³·­­·±²±º¬¸»Ý·¬§±ºæª`ñ±ŐÝÜÞÙЮ±¹®¿³·­¬±°®±ª·¼»¼»½»²¬¸±«­·²¹ô¿­«·¬¿¾´»´·ª·²¹ »²ª·®±²³»²¬¿²¼»¨°¿²¼»¼»½±²±³·½±°°±®¬«²·¬·»­¬±¬¸»®»­·¼»²¬­±ºÖ¿²»­ª·´´»òײ°¿®¬·½«´¿®ô¬¸» º«²¼»¼¿½¬·ª·¬·»­¿²¼°®±¹®¿³­­¬®·ª»¬±·²½®»¿­»¸±³»±©²»®­¸·°ô®»¸¿¾·´·¬¿¬»¿²¼·³°®±ª»¬¸»½«®®»²¬ 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Janesville Íèïïæ ØËÚ°®±ª·¼»­º«²¼·²¹º±®­«°°±®¬·ª»¸±«­·²¹º±®°»®­±²­©·¬¸¼·­¿¾·´·¬·»­ô­»°¿®¿¬·²¹¬¸»»´¼»®´§º®±³ ¬¸»¸¿²¼·½¿°°»¼±®¼·­¿¾´»¼ò Í»½¬·±²èøÛ¨·­¬·²¹ñʱ«½¸»®ôÓ±¼»®¿¬»Î»¸¿¾÷æ Û¨·­¬·²¹«²·¬·­­»´»½¬»¼¾§¬¸»¬»²¿²¬¿²¼ØËÜ°¿§­¬¸» ±©²»®¿­«¾­·¼§¾¿­»¼±²¬¸»?ªª?Ő¿¾·´·¬§¬±°¿§¿²¼¬¸»½±²¬®¿½¬®»²¬ò Ю±¶»½¬Þ¿­»¼ß­­·­¬»¼Ø±«­·²¹×²ª»²¬±®§ ̸»º±´´±©·²¹¬¿¾´»­¸±©­¿²·²ª»²¬±®§±º¿´´¬¸»°®±¶»½¬¾¿­»¼¿­­·­¬»¼¸±«­·²¹·²Î±½µÝ±«²¬§ò̸»»²¬·®» ·²ª»²¬±®§·­½±²­·¼»®»¼¬±¾»·²¹±±¼½±²¼·¬·±²ò Project Based Assisted Housing Inventory LocationNameProgramNumber of Units Disabled/ Accessible TotalFamilyElderly Beloit Emerson Apts S8/NC31283 Parkview Apts S8/NC451332 Scoville Center S8/NC15113516 Summerset Apts S2361203090 Total Beloit 3474328519 Janesville Alden St. Apts S8111111 Garden Court S8/NC133133 Grant Village S8/NC3232 Green Forest Run I S2022020 Green Forest Run II S2022020 Hamilton Terrace S8/NC4646 Janesville Commons S8/NC3232 Lexington Court S8/NC3232 Riverview Heights S8/NC12311112 Teamster Manor S202491237 Total Janesville 49814229660 Meadow Park ClintonS2363131 Edgerton Meadows I and II EdgertonS5151616 Edgerton Retirement S51524222 Housing Partners of Edgerton S5151616 South Meadows EvansvilleS51520191 Ezra A. Foot Memorial Manor FootvilleS5151091 Milton Meadows MiltonS51520191 Parkview Terrace I S221(d)(3)4242 Parview Terrace II S2363030 Orfordville Meadows OrfordvilleS5151616 Total Greater Rock County22502205 Grand Total (Beloit, Janesville, Rock County)1,07018580184 City of Janesville 22 5 Year Strategic Plan City of Janesville Ì»²¿²¬Þ¿­»¼Í»½¬·±²èײª»²¬±®§ ̸»¬»²¿²¬¾¿­»¼Í»½¬·±²è°®±¹®¿³·­¿¼³·²·­¬»®»¼¾§¬¸»¬¸®»»Ø±«­·²¹±®Ý±³³«²·¬§Ü»ª»´±°³»²¬ß«¬¸±®·¬·»­ ·²¬¸»Ý·¬·»­±ºÞ»´±·¬ôÖ¿²»­ª·´´»ô¿²¼Ûª¿²­ª·´´»òر®·¦±²Ó¿²¿¹»³»²¬Ý±®°±®¿¬·±²¿¼³·²·­¬»®­¬¸»ê𽱫²¬§©·¼» ª±«½¸»®­òÞ±¬¸Ö¿²»­ª·´´»¿²¼Þ»´±·¬¸¿ª»ª»®§´±²¹´·­¬­º±®¿­­·­¬¿²½»ò̸»Ý·¬§±ºÖ¿²»­ª·´´»½«®®»²¬´§¸¿­éðë °»±°´»±²¬¸»©¿·¬´·­¬ò̸»Ý·¬§·­½«®®»²¬´§¿­­·­¬·²¹·²¼·ª·¼«¿´­©¸±¿°°´·»¼·²ß°®·´±ºîððéòÝ«®®»²¬´§ô¬¸» ïñî ©¿·¬·²¹´·­¬·­¾»¬©»»²î¿²¼î§»¿®­º±®¬¸±­»©¸±´·ª»±®©±®µ·²Ö¿²»­ª·´´»ò Number of Vouchers Available Location 636 Beloit 543 Janesville 60 Evansville 60 County-wide 1,299 Total Û¨°»½¬»¼Ô±­­»­ 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