Rental Unit Modification Grant Program Application Instruction Guide Thank you for your interest in the Rental Unit Modification Grant Program. Virginia Housing Development Authority (VHDA) has funding available to assist for the payment of modification work needed on rental units to make them accessible for a specific tenant. These funds are available to persons earning 80% or less of the area median income, based on 1 HUD Guidelines. The funds will be available on a first come/first served basis, for a maximum of $2,800. Funds can be used for any renovations that are needed to make the unit accessible for a person who is disabled. The funds do not pay for the cost of items that are required to be provided by the housing owner. For more information on Housing and Disabilities, please refer to the Department of Professional and Occupational Regulation. Applications will be accepted from Agents on behalf of the tenant. Examples of approved Agents are, but not limited to, the following: Centers for Independent Living (CILs), Local Housing Authorities, rehab hospitals for patients needing modification work on a rental unit prior to discharge, or landlords in need of accessibility modifications to a rental unit for a specific tenant. In recognition of the agents assistance with these applications, an administrative stipend of $200 will be paid only to the agents that work for CILs, Local Housing Authorities, and rehab hospitals for patients needing modification work on a rental unit prior to discharge. Once a complete application has been received and approved by the Grant Coordinator, a Grant Confirmation Form will be emailed to the Agent within two-three business days. All communications for the work to be completed will be between the Agent, Contractor, Applicant, and Landlord. The Grant Coordinator does not get involved in this communication process unless requested by the Agent. For more information regarding the grant application process, please refer to the RUAM Grant FAQ on the VHDA website at the following link: http://www.vhda.com/renters/documents/home%20modification%20assistance%20faq.pdf A complete application will consist of the following and should be submitted to vhdagrants@vhda.com. 1. Completed Checklist. 2. Proof of all sources of current year income for all members of the household (pay stub, copy of social security letter, bank statement, etc.) Please mark out account numbers and social security numbers before submitting paperwork. 3. Two (2) contractor estimates itemized with costs associated for materials, labor, building permit, selected contractor s W-9 (IRS Rev December, 2014), and a current contractor s/business license regardless of whether or not one has already been received for a previous job. 4. Copy of Building Permit when required by the locality. (Expected at start of job.) If a permit is not required, please submit a note explaining that one was not needed. 5. Email before Photos of the specified work area(s). 6. Written documentation where funding is being provided from other sources. 7. Portable Ramp Agreement when applicable (with tenant and landlord signatures). 8. Copy of Rental Lease Agreement (If applicant is living with family members, the family member must provide a copy of a valid rental agreement. Applicants paying rent to a family member that owns a residence is not eligible for this funding). 1 HUD Guidelines: http://www.vhda.com/businesspartners/propertyownersmanagers/income-rent- Limits/Pages/HUDMedianIncome.aspx page 1 of 15
The agent will have 4 months to work with the applicant and contractor and other involved parties to have the work completed. If the work cannot be completed in the allotted time, a written request for an extension must be sent to the Grant Coordinator explaining how much time is needed and the reason for the extension. Payments to the contractor will not be made until the job is complete, inspected and final paperwork has been received and approved by the Grant Coordinator. If additional funding is needed, a written request must be sent stating how much is needed and why it is needed. Remember the maximum grant amount is $2,800. If additional funding is being provided from other sources, please provide the source and amount in writing. If the funds are no longer needed, please provide in writing why the funds are no lon ger needed and send it to the Grant Coordinator immediately. If the work has not been completed by the deadline and the Grant Coordinator has not received any notification for an extension, the Grant Coordinator will contact the agent letting them know th at the applicant s application is in jeopardy of being voided. If for any reason an extension cannot be granted, the application will be voided. The work completed must meet ADA guidelines and building code requirements. (The individual or individuals completing the work must obtain a building permit at the start of the job in order to do the work if one is required by the locality.) Once the work is completed and the building inspector (when required by the locality) has signed off on the work, the following must be submitted to the Grant Coordinator for approval and payment: 1. Final Invoice addressed and billed to VHDA for only the portion owed by VHDA (materials and labor broken out separately). 2. Invoice from Agent addressed and billed to VHDA for administrative stipend of $200. Please reference Agent and Applicant name on the invoice. 3. Copy of Agents tax information (W-9 IRS Rev December, 2014). 4. A completed Inspection Report signed by the VHDA approved Agent and Applicant. 5. Email after Photos of the completed specified work area(s). If all of the required items have not been received by the Grant Coordinator, payment could be delayed. Please advise your contractors of the above required information. Once the above information has been received and approved, the Grant Coordinator will send the Agent an email confirmation. The Grant Coordinator will complete the paperwork for payment and send it to VHDA s finance department for payment. Please allow 10-15 business days for payment to be made to the contractor (excluding weekends and holidays unless otherwise notified). All payments are sent directly to the contractor unless the Agent requests otherwise. Please note that from time to time, the Grant Coordinator or other assigned VHDA Associate may stop by any location to inspect the work that has been done. If the Grant Coordinator or other VHDA Associate needs access to the housing unit, you will be contacted in advance to schedule an appointment to visit the unit. page 2 of 15
Rental Unit Modification Grant Program Application Please complete all information and email to vhdagrants@vhda.com. Funds will be available on a first come/first served basis, for a maximum of $2,800. Funds can be used for any renovations that are needed to make the unit accessible for a person who is disabled. The funds do not pay for the cost of items that are required to be provided by the housing owner. For more information on Housing and Disabilities, please refer to the Department of Professional and Occupational Regulation. Applications will be accepted from Agents on behalf of the tenant. Examples of approved Agents are, but not limited to, the following: Centers for Independent Living (CILs), Local Housing Authorities, rehab hospitals for patients needing modification work on a rental unit prior to discharge, or landlords in need of accessibility modifications to a rental unit for a specific tenant. Once a complete application has been received and approved by the Grant Coordinator, a Grant Confirmation Form will be emailed to the Agent within two-three business days. All communications for the work to be completed will be between the Agent, Contractor, Applicant, and Landlord. I. Agent Information Agent Name Agency Name Agency Street Address City, State, Zip Code Agent Email Address Agency Phone Number II. Applicant Information Applicant Name Street Address City, State, Zip Code Phone Number Address of Property to be renovated (if different from above) III. Brief Description of Applicants Disability IV. List all Persons Living in the Unit Name Relationship Age page 3 of 15
V. Scope of Work Explain the need for the home modification(s) as it relates to the individual with disabilities in the household. Please be specific as to the requested proposed modification(s). List estimates and contractor chosen to do the job. First Estimated Cost $ Second Estimated Cost $ Amount being requested for modification of the property (not to exceed $2,800) $ Name of Contractor Chosen to do the Job Include and attach estimates from two contractors detailing the cost of the job (labor and materials must be separated). VI. Other Funding - If the modification(s) exceeds $2,800, you must provide evidence of commitment of other funds being used to complete the modification. The Rental Unit Modification Grant will be disbursed only after all other funds have been utilized. Please list other sources of funding you plan to use to fund the modification project. Other sources include personal funds, other lines of credit or loans, civic organizations, grants, or gifts. Please attach the documentation. Source Amount VII. Applicant Income Information Indicate in the table below, all annual income for each adult in the household. Attach documentation of income for the current year (pay stub, copy of social security letter, bank statement, etc.). Please mark out account numbers and social security numbers before submitting paperwork. Income documentation must be for the current year in which the applicant is applying. Household Member Name Income Source Monthly Income Amount Total Annual Income $ City/County applicant resides in: Area Median Income @ 80% for total number in household: Please use the current HUD Income Limits for Section 8 properties for this calculation. $ page 4 of 15
The following forms must also be completed and submitted with the application. page 5 of 15
Rental Unit Modification Grant Program Application Checklist Applicant Name: Items required for approval: Proof of Current Year income from all sources for each adult living in the household. Contractors Estimate 1 (itemized list with costs associated to each item to also include the building permit when required by the locality.) Contractors Estimate 2 (itemized list with costs associated to each item to also include the building permit when required by the locality.) Selected Contractors W-9 (IRS Rev December, 2014) - (Mandatory) Selected Contractors Current Contractor or Business License (Mandatory) Scope of Work Rental Lease Agreement (with both landlord and tenant signatures). Email of Before Photos of specific work area(s). Items that may be required for approval: Written documentation where funding is being provided from other sources. Portable Ramp Agreement when applicable (with landlord and tenant signatures). Items required when work is complete: Final invoice from the contractor addressed and billed to VHDA that indicates only the amount due from VHDA. Final Invoice from the agent addressed and billed to VHDA for administrative stipend of $200 and Copy of agent s tax information (W-9 IRS Rev December, 2014). (Please provide an invoice number and reference Agent and Applicant name on the invoice). Email of After Photos of specific work area(s) Copy of Building Permit (when required by the locality) Inspection Report (signed by agent and applicant) Certificate of Appropriateness Historical Areas (if required by locality) page 6 of 15
Rental Unit Modification Grant Program Applicant Agreement Applicant Name: The Applicant certifies that all information provided herein, and all information in support of this application, is given for the purpose of obtaining assistance from the Rental Unit Modification Grant Program. The Applicant hereby certifies that all of the above statements are true, accurate and complete to the best of their knowledge and belief. The Applicant hereby consents to the verification of any information given in this application. Applicant understands that the information will be used to determine eligibility for this program and is subject to the requirements of Rental Unit Modification Grant Program Guidelines. The Applicant agrees to abide by the Rental Unit Modification Grant Program requirements in connection with any assistance received pursuant to this application. The Applicant hereby releases and agrees to indemnify and hold harmless the Agent and VHDA from any liability in connection with the performance of the accessible modifications. All information generated as a part of this program is confidential between the program applicant, program agent, and program coordinator. The Applicant certifies the property listed above is a rental and that the modifications to be done are approved by the landlord/owner. The Applicant also acknowledges that he/she is responsible for the upkeep of the modification, including but not limited to, repairs, weatherization, etc. The Applicant acknowledges that wooden ramps are the property of the landlords and must remain with said property. The Applicant acknowledges that a portable ramp is the property of the Center for Independent Living and when it is no longer needed must be returned to the Center for Independent Living. The Applicant understands that he/she may request information as to the specific work to be done to the property prior to signing this authorization and release, and upon signing this authorization and release, agrees to the work to be performed as determined by the Agent, and VHDA. The Applicant also acknowledges that he/she has been made aware of the following documents: 1. JOINT STATEMENT OF THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT AND THE DEPARTMENT OF JUSTICE REASONABLE MODIFICATIONS UNDER THE FAIR HOUSING ACT. 2. What You Should Know Before Hiring A Contractor (Board for Contractors, Department of Professional and Occupational Regulation). 3. Rental Unit Modification Assistance FAQ. Applicant Signature Date page 7 of 15
Rental Unit Modification Grant Program Landlord/Owner Agreement Applicant Name: Landlord/Owner Name: Property Address: In consideration for the Agent (these include but not necessarily limited to: Centers for Independent Living, Local Housing Authorities, Rehab hospitals, and Landlords in need of accessibility modifications for a specific tenant) and VHDA to make accessibility improvements to the property, the Landlord/Owner does hereby agree to the following: Landlord/Owner shall not raise the rent because of the increased value of the property due solely to the accessible modifications to the rental unit. Landlord/Owner hereby releases and agrees to indemnify and hold harmless the Agent and VHDA from any liability in connection with the performance of the accessible modifications. Landlord/Owner acknowledges that a wooden ramp that is attached to the said property must remain with said property. Landlord/Owner acknowledges that a portable ramp is the property of the Center for Independent Living and when it is no longer needed must be returned to the Center for Independent Living. Landlord/owner signature is considered to be approval for the accessibility modifications to be completed on the above property. Landlord/owner understands that he/she may request information as to the specific work to be done to the property prior to signing this authorization and release, and upon signing this authorization and release, agrees to the work to be performed as determined by the Tenant, Agent, and VHDA. Furthermore, in the event the unit becomes vacant, the Landlord is strongly encouraged to list the unit on www.virginiahousingsearch.com with the applicable accessibility features indicated. This is a free service to landlords and tenants. (See flyer for more information.) Landlord/owner also acknowledges that he/she has been made aware of the following documents: 1. JOINT STATEMENT OF THE DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT AND THE DEPARTMENT OF JUSTICE REASONABLE MODIFICATIONS UNDER THE FAIR HOUSING ACT. 2. What You Should Know Before Hiring A Contractor (Board for Contractors, Department of Professional and Occupational Regulation). 3. Rental Unit Modification Assistance FAQ. Landlord/Owner Signature Date page 8 of 15
Rental Unit Modification Grant Program Final Inspection Report (This report must accompany the final paperwork.) Applicant Name: Property Address: Agent Name: Brief Description of Accessibility Modification work completed: I hereby certify that I am satisfied with the work done on my residence and that it has been completed in a workmanship-like manner. Applicant Signature Date Agent Signature Date page 9 of 15
Resource Documents Any or all of the following resource documents should be submitted with the application when required or needed. Exception: The Landlord flyer should be provided to the Landlord at the signing of the Landlord Agreement. Printed copies of this flyer are available by contacting vhdagrants@vhda.com. page 10 of 15
page 11 of 15
SAMPLE PORTABLE RAMP AGREEMENT (CIL Letterhead) I,, understand that the portable ramp provided for my use (Applicant Name) by under the VHDA Rental Unit Accessibility (CIL) Modification Grant program is to be returned to the Agency. I also agree to contact the Agent to let them know when I move or no longer need the ramp. Agent Name: Agent Phone Number: Applicant: (Signature) (Date) Landlord: (Signature) (Date) (Copy to be provided to CIL, VHDA, and Applicant) page 12 of 15
SAMPLE CONTRACTOR ESTIMATE SHEET (Contractor name and address) Date: Proposal Submitted to: (CIL Agent) c/o VHDA 601 S. Belvidere St. Richmond, VA 23220 Client Name/Address: Qty Description Unit Price Line Total 1 Item One $ $ 1 Item Two $ $ 1 Item Three $ $ (Labor Cost) $ $ (Building Permit Cost, when required by locality) $ $ Subtotal $ Sales Tax $ Total $ Estimated costs are valid until page 13 of 15
SAMPLE RENTAL LEASE AGREEMENT FOR HOME RENTALS Rental Lease Agreement (This sample form is just for home rentals and should be used only when a standard rental lease agreement is not available.) (Tenant Name) is renting the residence located at (Address) and is current on his/her rent which is $ per month. Leasing term effective (start/end dates) The following modifications have been requested to be completed at this residence: Signatures: Landlord/Owner Date Tenant Date Agent Date page 14 of 15
Please email your completed application and photos to: vhdagrants@vhda.com For more information please contact the following: DEBBIE GRINER RUAM GRANT PROGRAM COORDINATOR c/o VHDA 601 S. BELVIDERE STREET RICHMOND, VA 23220 PHONE: 804-343-5579 FAX: (804) 343-8415 page 15 of 15