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The Housing Rehabilitation and Reconstruction Monitoring Reviews… How to Successfully Pass. The Monitoring Review Process. Why we review your program. Required by Federal law. Ensures that State mandates are met. Keep your program moving forward. Who monitors your program.

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the monitoring review process
The Monitoring Review Process

Why we review your program.

  • Required by Federal law.
  • Ensures that State mandates are met.
  • Keep your program moving forward.

Who monitors your program.

  • Regional CDBG representatives.
  • State Housing Consultant.
  • Federal HUD Auditors.
the monitoring review process3
The Monitoring Review Process

When can your program be reviewed?

  • Although normally scheduled, can be anytime.
  • Housing programs are commonly reviewed at two separate intervals: Monitoring I and Monitoring II.
the monitoring review process4
The Monitoring Review Process

How is the review process completed?

  • On site examination of several categories:
    • Program Policies and Procedures.
    • Construction Contract and Provisions.
    • Legal Review.
    • Individual Case files:
      • Home owner General Information.
      • Lead Based Paint hazard control.
      • Rehabilitation / Reconstruction data.
the monitoring review process6
The Monitoring Review Process

Section II

Policies and Procedures

Issues:

  • Minimum Property Standards – Include Reference to current State Building Codes.
  • Well defined Arbitration Procedure.
  • Bidding Procedures – closer review.
  • Include State Contractor License number.
  • Rehab Advisor Qualifications and Duties.
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The Monitoring Review Process

Section III

Standard Construction ContractProvisions

Issues:

  • Payment provisions, no more than 2 plus final, NO ADVANCE PAYMENTS – EVER.
  • Materials Conformance –from where does Material Specifications come?
  • Change Orders, must be approved by all parties in advance, must not exceed 20% w/o DCA approval.
the monitoring review process8
The Monitoring Review Process

Section IV

Legal Review

Issues:

  • Because the Rehab/Recon contract is between the home owner and contractor, this section is not absolutely required but VERY HIGHLY recommended. Have your city or county attorney review the generic documents to protect your community.
the monitoring review process9
The Monitoring Review Process

Section V

Individual Case Review File

Issues:

  • “Before” and “After” photo’s.
  • Rehab Advisor Work Write-Up with Cost estimate.
  • Method of Bid Selected, new emphasis on multiple bid request.
  • Quality of Work Write-up. Source of most all issues!
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The Monitoring Review Process

Section V

Individual Case Review File, (continued)

Issues:

  • Number of Progress payments: max 2 plus final.
  • Signed and dated Notice of Commencement.
  • Change orders: Keep close track of all changes and amounts.
  • Must have evidence that each progress payment has had Rehab Advisor inspection.
  • Signed and Dated Final Inspection Form indicating that all work has satisfactorily been completed.
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The Monitoring Review Process

Section V

Individual Case Review File, continued

Issues:

  • Contractor Release of Liens, must be obtained from all subs and material suppliers.
  • Payments made to contractor and “Totals Match”. Make sure original contract and all C/O amounts reconcile – have all evidence organized before monitoring visit!
  • “Certificate of Final Payment”. A document stating that the Contractor has been paid in full.
  • Copies of Warranties and Certifications in file.
  • Evidence of Recorded Lien. An ABSOLUTE!
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The Monitoring Review Process

Section V

Individual Case Review File: Lead Based Paint

Issues:

Lead Contract Agreement separate from Rehab Contract. Maintain separate and individual documentation and payment records.

the monitoring review process13
The Monitoring Review Process

Section V

Individual Case Review File: Reconstruction

Issues:

  • Rehab Feasibility Test in File.
  • Reconstruction Cost less (or equal to) community comparable.
  • Number of bedrooms and/or living area. (this is not subject to “One-for One” rule)
the monitoring review proc ess
The Monitoring Review Process

Housing Rehab/ Recon Monitoring

Review II.

This form is essentially the same as the Monitoring Review Form I with Sections II, III, and IV removed.

Both of these forms can be found in Appendix II of the CDBG Recipients Manual.

thank you
Thank You

Should you need additional information, please feel free to contact me at:

  • (404) 679-3128
  • e-mail: thomas.spinks@dca.ga.gov