1.       CEO shall determine if the property is located in a flood plain and if so, request a copy of the flood insurance.

2.       Once the inspector establishes an emergency exists, CEO shall prepare work specifications, cost estimate and complete an environmental screening form.  The screening form and a copy of the work specification with cost estimate, shall be forwarded to OCD for review and completion by the environmental review specialist.

3.       CEO shall get a minimum of 2 written or verbal quotes for the work to be completed and document the file accordingly.  In some instances it may not be feasible to obtain 2 quotes due to the nature or urgency of the emergency; in this case the file must be documented explaining the reason for only one quote.

4.       Upon submission of the application CEO will review the income verification, asset and any additional requested documentation to determine eligibility.  Once eligibility is determined and the cost of the work is determined, CEO will prepare closing documents.

5.       Once the contractor is selected, CEO shall have the applicant execute a program agreement, mortgage, promissory note and agreement with the contractor prior to commencing the necessary repairs.  These documents shall be for an amount equal to the rehab work and will not contain the administrative fee.  CEO will also obtain copies of contractor’s liability insurance, workers compensation and lead insurance, if applicable.  If the emergency work includes lead hazard reduction activities, all work must be completed by a qualified lead abatement contractor, in accordance with the County’s Lead Hazard Reduction Program. 

6.       CEO shall complete the Supplement to Construction Contract (Exhibit C).

7.       CEO shall forward the Supplement to Construction Contract, mortgage and promissory note to the County, who will file the mortgage.

8.       Upon completion and final inspection of the work, CEO shall submit a request for payment signed by all parties, which shall include a 10% administrative fee, a copy of the work specs, bid tabulation sheet, indicating which contractor was awarded the job and a copy of the contractor agreement.

9.       For reimbursement of non-inspection expenditures associated with lead based paint, such as lead insurance, lab testing, sample kits, etc., CEO shall submit a request for payment for actual costs, along with appropriate documentation evidencing the cost.

 
FILE DOCUMENTATION REQUIREMENTS – The following documents must be available for review for a period of five (5) years following project completion:

 
HOME OWNER INFORMATION:

• Completed program application

• A copy of the deed and receipts evidencing that taxes are current or a copy of a payment plan with the County

• Proof of income for all household members (ex. one month pay stubs, evidence of social security benefits, worker's comp, pensions, etc.).

• Verification of assets, including past month's bank statement for all bank accounts.

• Evidence of current flood insurance, if applicable

CEO DOCUMENTATION:

• Completed environmental review screening form, along with a copy of the flood map

• Work specifications for emergency work, containing cost estimates

• Change orders, if applicable

• All contractor quotes received & bid tabulation sheet

• Contractor's Liability insurance in an amount not less than $500,000/$1,000,000, Worker's Compensation and lead insurance, if applicable, must be maintained in CEO's office

• Copy of lead testing results, if applicable, as well as, notifications to the homeowner.

• Program Agreement, Contractor Agreement and copies of the mortgage and promissory note.

• Completion certificate and request for payment signed by all parties, which shall include 10% administrative fee.