HomeMy WebLinkAboutIR 7990 INFORMAL REPORT TO CITY COUNCIL MEMBERS No.- 7990
041"PlEp", March 26, 1996
JOP). To the Mayor and Members of the City Council
A. 0
C, Subject: OPERATIONAL MODIFICATIONS TO THE EMERGENCY
16
REPAIR PROGRAM
BACKGROUND:
On July 20, 1993, the City Council adopted M&C G-10225, which in part approved the
Housing Department's program design for the Emergency Repair Program (ER). The
Council's action established maximum limits of$5,000 to assist qualified homeowners in
making needed repairs addressing situations that pose danger either to the occupant or
their neighbors. Assistance is limited to homeowners with family incomes at or below
30% of the area median income, adjusted for family size. The latest figures provided by
the U.S. Department of Housing and Urban Development (HUD) set the maximum
income for a family of four in this category at $14,250 per year. On April 26, 1994, the
program was amended when the City Council approved M&C G-10633. This change
authorized the City Manager to give the Housing Director the discretionary authority to
exceed the funding limits up to 20% over the authorized limits.
DISCUSSION:
As a part of the Housing Department's on-going efforts to streamline its program
operations, bring about program efficiency and improve the effectiveness of service to our
customers, a number of recent changes have been implemented in the Emergency Repair
Program. The changes undertaken allow staff to prioritize calls; establish time frames for
both staff and clients; simplify contracts and supporting documentation; and permits staff
to act as the client's agent to authorize immediate repairs of some problems. The new
forms, documents and procedures comply with HUD requirements while simplifying our
processes and documents. The following highlights some of the major changes and the
reasons behind them.
1. Staff implemented a system to categorize eligible repairs, in order of severity,
in one of three priority classifications. Previously all calls for assistance were
responded to on a first-come, first-serve basis. By categorizing eligible repairs into
one of three priority groups, staff are able to address the most severe problems first.
The following list contains examples in each category:
• PRIORITY I - Gas leaks; major electrical problems; major plumbing
problems; and no primary heat source during winter.
• PRIORITY 2 - Defective room heater(s); other electrical problems; other
plumbing; damaged roofs; and structural problems.
PRIORITY 3 -Damaged or inoperable doors/windows; danglin
' RECORD
and weak flooring.
CITY SECTUARY
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L ISSUED BY THE CITY MANAGER T"y.W6RTff-,_t1E%1(S
INFORMAL REPORT TO CITY COUNCIL MEMBERS No
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3 OPERATIONAL MODCAT'IONS TO THE EMERGENCY
REPAIR PROGRAM
2. Staff implemented a "response time" goal for responding to calls within each
priority ranking. Staff has established goals for responding to requests for
assistance involving problems within each of the three priority categories. Staff are
to respond to Priority 1 calls within 24 hours; Priority 2 calls within 72 hours; and
Priority 3 calls within 120 hours of initially being contacted by a homeowner
requesting service.
3. Clients are able to authorize city staff to negotiate on their behalf, repairs
involving a "single trade contractor" and use a new one page contract for
repairs of$1500 or less. In cases where the problem can be addressed by a "single
trade contractor" (roofer, electrician, plumber, etc.) and the cost will be less than
$1500, a rehabilitation technician is able to contact a trade contractor immediately
and authorize the needed repairs. Previously repairs were only done after the
homeowner produced numerous documents, bids were requested then reviewed by
the rehabilitation technician, and the homeowner signed a standard repair contract.
4. Staff implemented the use of an "Affidavit of Eligibility" signed by the
homeowner as initial verification of income and property ownership. The form
is used in lieu of a warranty deed on repairs up to $2500, and as a preliminary
verification of income eligibility for the program. This allows work to progress with
minimum delays. Previously bids and contracts were delayed until the homeowner
had collected and provided the required supporting documents that often took weeks
or even months.
5. Homeowners are given a maximum of 30 days to provide the necessary
documentation that verifies their eligibility for assistance. Staff attempts to
have each homeowner complete the application and obtain copies of all required
documentation at the time of the initial inspection. In those cases where this is not
possible they explain the necessity to provide any missing documents within 30 days.
If the information is not received in a timely manner, the homeowner is sent a
reminder to provide the information by the deadline. This action is taken 15 days
after the original inspection. This change was implemented to clear files in progress
when the client fails to provide the necessary documents in a timely manner.
D
�4errel
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS