Lewiston Lead Program Summary (2019 Funding)
June 16, 2021
For Investment Owners we require: Proof of Insurance on the property, Proof of ownership (Deed), Organizational Paperwork for Owner Corporations, and Tenant Applications. (Tenants must be low income qualified at 80% or 50% Median Family Income (MFI) per Current HUD Guidelines)
For Owner Occupied housing we require: Proof of income (Owner must be below 80% MFI per current HUD guidelines), Proof of Insurance on the property, Proof of ownership (Deed), Proof that a child under age 6 resides there or a sworn statement that a child under 6 spends a significant amount of time in that residence. (6 hours minimum per week)
The city of Lewiston Community Development Department will distribute applications and conduct applicant screening. Contact at 513- 3126 (x3251)
Owner Pre-Application
The property owner shall complete and submit the pre-application for screening. Application will require proof of insurance on the property, and the operating agreement for the owner on LLC or corporate owned properties, indicating member names and management roles. The application will be screened against Notice of Violations, and outstanding taxes or municipal debt associated with the property. Owners that are found to be in poor standing by the city will not be accepted until the City has resolved that issue and can consider them in good standing.
Initial Site Visit and Pre-approval
The Lead Program Manager (PM) and the City Code Officer (CO) will visit the property for a Health and Safety Inspection. Major items of concern that the Lead Grant cannot address in its scope of work may require the owner to contract the work or complete the major items before the project meets pre-approval. A Title Search will be conducted to verify ownership and identify any liens on the property.
Tenant Screening and Healthy Homes Assessments
The (PM) and the City Code Officer (CO) will document the Health and Safety inspection as acceptable and accept the pre-application. The Intake Coordinator (IC) will inform the owner of the required income documents the tenants must provide, and schedule a site visit. The owner will introduce the IC to the tenants, who will then collect copies of the income documents, fill out the tenant screening form with the tenants, and obtain the tenant signatures needed. If a tenant is missing documents, a list and an envelope will be provided for the tenant to use to return the document(s) to the program or to the landlord who can deliver to the program. The city Rehab Coordinator (RC) will attend this visit to conduct the Healthy Homes Assessment needed for program funding.
Half of the building units enrolled are required to be qualified at the 50% AMI threshold, and less than half of the units may be in the 80% AMI category, and with properties enrolling at least 5 units 1 unit may be accepted that is over income. This decision is reviewed by the program manager against regulations on a case by case basis when enrolling units.
Lead Inspection and Risk Assessments
Once the income screening has been completed back at the office and eligible units are confirmed for the Program Manager (PM). The PM will reach out to the Lead Project Developer (LPD) to conduct full Lead Paint Inspections and Risk Assessments (LIRAs) in only the eligible units. All Risk Assessments, and Healthy Homes Assessments will be returned to the PM so the size of the project can be reviewed. The PM will confer with the owner what their preference is regarding possible colors or material details. The Program Manager will also confirm if the owner needs to keep the project cost as low as possible, or if the owner would prefer better abatement methods that will raise the cost some and provide easier long term maintenance. The PM will advise the LPD and the Rehab Coordinator (RC) on what level of hazard control intervention each design should target. The owner preferences will be included with the bid Lead designs and the Healthy Homes Designs by the RC.
Designs are Created and Bid Out
The draft bid designs are provided to the Program Manager and the purchasing department will post the bid opportunity and schedule the pre-bid meeting at the project site. The pre-bid meeting will be documented for minutes and attendance. The PM will explain any special bid requirements. The Lead Project Developer (LPD) will conduct the project walk through and make design notes as needed. After design revisions have been approved or rejected, the designs will be finalized and returned to the PM. The PM will release the pre-bid meeting minutes and the bid revisions to the Purchasing agent for release to those in attendance.
Sealed Bid Process and Award
The bids are submitted to the City Purchasing Department, who will hold the public bid opening. Bids will be reviewed for completeness, total cost, and awarded based on the purchasing policy. Bid awards will be made and a funding approval letter will be sent to the owner along with the selected winning bid design.
Funding Mechanisms
For Investment Owners approved we allow up to $19,150 in Lead Grant Money per living unit and we require a $1,400 minimum match per living unit. (This includes buildings with an owner occupied unit).
For buildings with 8 units or more enrolling, we allow up to $18,000 in Lead Grant Money per living unit and we require a $1,550 minimum match per living unit.
For Single Family Owner Occupied housing approved we allow up to $23,000 in Lead Grant Money without a match requirement. Any cost above the initial $20,000 is the owner responsibility.
Healthy Homes grant funds are available, we assess our projects for non-lead hazards and we allow an average of $2,300 per unit (up to a maximum of $4,500)to address healthy homes hazards. (No match is required, though costs over the minimum we ask the owner cover.)
CDBG Rehab Loans may be available for qualified owners at a 1-3% interest rate.
Grant Closing Documents
Owner Affidavit that states the owner will remain living in the property for the 3 year compliance term if the project is an owner occupied unit. For rental units the owner will screen prospective tenants to meet the grant tenant income requirements and maintain affordable rents based on HUD funding guidelines. Owners are asked to give preference to families with children under age six if the applicant meets the owner’s regular screening requirements.
A Grant Security Mortgage is placed on the property with these requirements:
- Taxes and municipal charges are kept paid current
- The Property must be insured against fire for the total of all mortgages on the property
- The owner must retain ownership for 3 years during grant compliance.
- An owner Affidavit is required. This includes maintaining safe housing conditions.
(Note: The City may be willing to subordinate the grant mortgage upon request, if the owner is verified in compliance and is trying to refinance the property, without selling it.)
A Promissory Note and a Personal Guaranty signed by the individual owners will also be required.
Agreements and Contracts are Executed
When the owner has secured the required match funding and is ready to contract, grant closing documents will be signed by the owner and the city. The contracts for work will be executed after a pre-construction conference is conducted. The Construction Manager (CM) will acknowledge the contract for work and administer the process for Notifications, Relocations, Payment Processing, Inspections, and Clearances.
Projects are Inspected for Completeness
The final inspection is conducted by the Construction Manager, Rehab Coordinator, Program Manager, and Owner. The Code Officer will also review the project and sign-off.
Clearance Packet and Lead Safe Maintenance Plan
The file will be completed and the clearance packet prepared including the Healthy Homes Summary, and the Lead-safe Maintenance Plan provided to the Program Manager. These items along with a compliance letter and program screening information will be sent to the owner for the obligations of low income housing over the term of the grant.
Grant Funded Training:
Lead Abatement Worker Training is sponsored for workforce development and HUD Section 3 eligible workers. For Lead Safe Maintenance Training (EPA RRP), cost reimbursement is also provided.
Resident Education and Community Outreach:
Program units to will receive training for Lead Safe Cleaning using demonstration kits. Residents will learn about living safe with Lead Paint. Lead Paint Safety Awareness will also be promoted at community events and activities around Lead poisoning prevention.
Lead Programs in Maine
Kendall Scott, Lewiston Lead Program 513-3126 x3233
(Lewiston Information Page) https://www.ci.lewiston.me.us/790/Lead-Paint-Resources
Theresa Galvin, Portland Lead Program 874-8983
https://www.portlandmaine.gov/1902/Lead-Safe-Housing
Gail Wilkerson, Biddeford Lead Program 284-9115 x6
www.biddefordmaine.org
Kin Dydasco, Maine State Housing Authority Lead Program 624-5779
http://www.mainehousing.org/programs-services/HomeImprovement/homeimprovementdetail/lead-hazard-control-program