Rehabilitations
Tenant Occupied and/or Owner/Occupied Multi-family or Single family rehab projects requirements. All instructions and/or sample documents can be downloaded from HCDD website.
Application - documents submitted to HCDD with Request for Proposal (RFP)
Assurance Letter
Agency assures HCDD that it has the capacity and the required means to provide assistance per the URA.
Rent Roll
Site Map
Appraisal(49 CFR 24.103)
Project must follow the standards set forth in the Uniform Standards of Professional Appraisal Practice (USPAP) and 49 CFR 24.103. Fair Market Value can only be based on Appraisal. Raw land acquisitions must also follow these appraisal requirements.
- Review appraisal.
- Appraisal Scope of Work
- Certify appraiser offered client the opportunity to walk property with appraiser.
Notice to Real Property(49 CFR 24.101(b)(1) or (2)
Please see Acquisition Requirements in Section I
Deed of Trust – applicable if property was owned prior to application (RFP)
NOTE: please see Section I for any acquisition requirements.
Relocation Plan
Describes property demographics, and addresses how the Agency will minimize displacement using temporary relocation and/or transfer of tenants.
Detailed Relocation Budget
Present line items for the types of available units within each property and line item for moving supplies (boxes/tape)
Underwriting – documents executed when Agency signs Agreement and returns it to HCDD
General Information Notice
Informs current tenants that the application for federal funding has been submitted to HCDD, tenant will not have to move permanently, may move temporarily, cost will be paid by Agency, tenant will have a decent, safe and sanitary place to live, more information will be provided at a later time. Thirty (30) days of letter date a copy of the tenants signed notice must be submitted to HCDD.
Section 8 Tenants
Email the Case Worker of each tenant informing Houston Housing Authority about project and the tenant will not have to move permanently, but may have to move temporarily, tenant will have a decent, safe, and sanitary place to live, and that more information will be provided at a later time.
@ City Council approval date –This is your ION date.
Temporary Relocation Assistance Notice
Notice must be addressed to the primary lease holder and sent to Tenants seven to ten days after CC approval. Thirty (30) days of letter date a copy of the tenantssigned notice must be submitted to HCDD.
Temporary Relocation Agreement
This document is optional. Please see HCDD website and/or training packet.
Rent Roll
Tenant Status Report (TSR) – download Rent Roll to spreadsheet and begin tracking tenants until end of construction, submit report by the 10thmonthly with supporting documentation (final account statements, deposit statements, court orders, MIN, BOL. Please see instructions HCDD website and/or training packet.
Begin using these documents -
Move In Notice (MIN)
Notice given to prospective tenants with their Lease application, must be signed and copy submitted to HCDD. Informs prospective tenants that property is under construction, they not eligible for relocation assistance and may have to move.
Breach of Lease (BOL) – a.k.a. 3 Day Vacate Notice
TAA guide form which includes URA verbiage informing the tenant that the undesirable behavior will jeopardize the tenant’s relocation eligibility. Notice given to any/all tenants for infractions of the lease terms and copy submitted to HCDD.
@ Loan Closing – documents sent after closing
90 Day Notice–
Addressed to the primary lease holder, sent seven (7) to ten (10) days after closing instructing tenant not to move, and informing tenant of their scheduled interview date, estimated construction begin date, contact information of Agency relocation personnel.Thirty (30) days of letter date a copy of the tenants signed notice must be submitted to HCDD.
Relocation Plan Schedule
Listing of tenant moves and costs
Section 8 Tenants
Email the Case Worker of each tenant informing Houston Housing Authority about project and the date tenant will either be moved into a temporary unit and back to original or tenant being transferred to a rehabbed unit. Email must be sent at least Thirty (30) days prior to move of tenant.
Compliance/Monitoring – documents submitted as applicable
Site Occupant Record (SOR)
Documentation of tenant interviews, family characteristics, gross monthly income, moving cost, and tenant needs. SOR must be executed prior to any tenant being moved out of their original housing unit.
TSR – reporting monthly with supporting documentation (see above)
30 Day Temporary/Transfer Notice
Addressed to the primary lease holder, and signed by tenant (proof of receipt). Instructs tenant actual move date, when to transfer utilities, new unit number, new rent (if applicable), boxes delivered date.
30 Day Return & Termination Notice
Addressed to the primary lease holder, and signed by tenant (proof of receipt). Instructs tenant actual move date and termination of temporary relocation assistance, when to transfer utilities, new unit number, rent, boxes delivered date and will include new lease for signature.
@ Relocation Close Out
Close Out –
Begins only when the last tenant has been placed into a rehabbed unit and all proof of Relocation Expenses have been paid and submitted to HCDD.
Relocation Expense Paid –
Detailed invoices with canceled checks (both front and back) must be received by RS for review and approval of reimbursement.
Documentation -
Both HCDD and HUD require the Agency to keep copies of all relocation documentation in residents/tenants file for three (3) years.
A Final Desk Review–
Done to verify that all required documentation has been submitted to HCDD, and approved relocation expenses have been paid by Agency.
Final Site Visit –
RS reviews tenant files to determine that all required documents are present in files. The RS will send a Compliance Review letter to Agency documenting any Findings/Concerns or closing out of Relocation portion of the project.
If applicable, a follow up to the Final Site Review will be done to address any outstanding Findings.
Section III