A Home Improvements Matching Reimbursement Grant Program For Pinellas Park Homeowners Community Development Community Planning Division Technical Services Building 6051 78 th Avenue, North Pinellas Park, Florida 33781 Telephone: (727) 369-5614 To Provide superior yet cost-efficient municipal services to our community through teamwork, a can-do attitude, continual improvement, and genuine respect for all people.
Table of Contents Introduction 2 Guidelines and Criteria 3 Purpose.. 3 Target Area 4 Availability of Program Funds 4 Applicant Eligibility. 4 Ineligible Applicants... 5 Eligible Improvements 5 Ineligible Improvements 6 Maximum Grant Reimbursement Amount 7 Application Process... 7 Awarded Project Process and Timeline 8 Completion of Project Reporting 9 Authorization of Payment 9 Promotion of Project. 9 Forms Application Form and Signature Page. Exhibit A Project Description Form Exhibit B Project Budget Form Exhibit C Project Timeline Form. Exhibit D Affidavit of Ownership Exhibit E Application Criteria Checklist for Staff Review Exhibit F City of Pinellas Park 1
INTRODUCTION This packet includes the guidelines and forms required for submitting a Home Improvements Matching Reimbursement Grant application to the City of Pinellas Park. Applicants must meet the following eligibility criteria in order to qualify for grant funding from the City: An eligible applicant is a person or household having ownership rights of an eligible property within Pinellas Park s City limits and who can verify homestead exemption for the proposed project property. The applicant must identify and document a NEED. A NEED may be determined based on any of the following criteria: o The household income cannot exceed 120% of Pinellas County s median household income level. o The applicant has proof of having a Debt to Income ration of greater than 30%. o The applicant has proof of receiving County, State, or Federal assistance (i.e. food stamps, unemployment, and/or veteran s assistance). o The applicant is legally disabled or over the age of 65 years and is on a fixed income The review committee for the Home Improvements Matching Reimbursement Grant Program consists of City staff appointed by the City Manager. Staff representatives from Community Development Department (Building, Planning, and Zoning), Neighborhood Services, and the Community Policing Unit make up the committee. The Review Committee meets monthly, within ten (10) days of the application deadline. Completed application packages are due into the Technical Services Building, 6051 78 th Avenue, by 5:00 p.m. on the second Thursday of each month. Applications will be accepted while funds remain available. Late submissions will be considered at the next committee meeting, pending availability of funds. City of Pinellas Park 2
GUIDELINES AND CRITERIA 1 - Purpose The City Council of Pinellas Park has initiated a Home Improvements Matching Reimbursement Grant Program to help improve neighborhoods, correct code violations, and assist in rehabilitating a homeowner s property located within the City limits and outside of the Community Redevelopment Area (CRA). This grant program offers financial assistance for homeowners to address health, safety, and welfare issues on their residential property and improve the overall aesthetic character, accessibility and user friendliness of housing units and neighborhoods. The Home Improvements Grant Program is designed to bring the eligible homeowner s property into compliance with the Florida Building Code, 5 th Edition (2014), and to reduce ongoing and future maintenance costs, promote energy efficiency, and to preserve decent affordable owneroccupied housing. Improving the physical appearance of homes can significantly impact surrounding property values and the character of neighborhoods. The is a competitive 50:50 match reimbursement grant program. This grant program will match a homeowner s contribution dollar for dollar at a minimum request of $500.00 and a maximum amount of $5,000.00 for eligible home improvements made to qualifying residences located within Pinellas Park s City limits. All improvement plans and designs must be approved by the City of Pinellas Park prior to project start up and the applicant will be responsible for obtaining all required permits. Grant approval does not constitute a plan approval for permitting purposes. Projects funded through this program may not begin until any/all required building permits have been obtained by the applicant. Applicants are encouraged to select economical and efficient alternatives when developing their applications. Requests for grants will be handled as funds are available; and priority will be given for improvements falling into the following categories: Emergency repairs Code violations Accessibility modifications Emergency Repair: Any repair that requires immediate attention (within two business days) to ensure the ongoing health and safety of the occupants, and is not covered under any insurance policy. Examples include, but are not limited to, damage from natural disasters, major flooding from leaks, loss of air condition, loss of power, substantial structural damage, and any living condition deemed severely unsafe or unhealthy by City Inspectors. Code Violations: Any improvement or repair that remedies an existing code violation as defined by the City of Pinellas Park. City of Pinellas Park 3
Accessibility Modifications: Home changes made to adapt living spaces to meet the needs of one or more residents with physical limitations so that they can continue to live independently and safely. These modifications may include adding assistive technology or making structural changes to a home. 2 - Target Area All properties with proposed improvements must be located within the boundaries of the City of Pinellas Park, excluding the CRA. 3 Availability of Program Funds Funding for the is based on the City of Pinellas Park s approved budget for each fiscal year, which is October 1 st through September 30 th. Available funds are limited and not guaranteed to remain consistent from year to year. Grant application packets submitted after the monthly due date will be reviewed the following month, provided funds are still available. 4 Applicant Eligibility An eligible applicant is a person or household having ownership rights of an eligible property within Pinellas Park s City limits and who can verify homestead exemption for the proposed project property. Eligible properties are defined as follows: DWELLING, SINGLE-FAMILY DETACHED: A principal building comprised of a single property unit situated on its own lot and surrounded by open space or yards such that it is not attached to any other property by any means. This term shall include manufactured home properties. (Ordinance No. 3748, 3, 10-28-2010) DWELLING, MANUFACTURED HOME. A structure fabricated on or after June 15, 1976, in an off-site manufacturing facility with each section bearing a seal certifying that it is built in compliance with the federal Manufactured Home Construction and Safety Standards Act. When permanently attached to a permanent foundation in compliance with the Florida Building Code, a manufactured home shall be considered a conventional property. (Ordinance No. 3748, 3, 10-28- 2010) The applicant must identify and document a NEED. A NEED may be determined based on any of the following criteria: 1) The household income cannot exceed 120% of Pinellas County s median household income level. 2) The applicant has proof of having a Debt to Income ration of greater than 30%. 3) The applicant has proof of receiving County, State, or Federal assistance (i.e. food stamps, unemployment, and/or veteran s assistance). 4) The applicant is legally disabled or over the age of 65 years and is on a fixed income. City of Pinellas Park 4
5 Ineligible Applicants Properties located outside of the City of Pinellas Park. Persons who cannot verify homestead exemption for the proposed property s improvements may not apply for funding under this grant program.* Businesses, rental properties, or apartment complexes do not qualify for funding under this grant program. Any property that has benefitted from the total maximum grant award of $7,500.00 and has not changed ownership, shall not qualify for new funding during the life of this grant program. * In certain emergency situations, and with recommendation of a Department Administrator and approval from the City Manager, persons renting a property under a lease-to-own agreement, may be eligible for funding through this grant program. NOTE: In some circumstances, if an issue arises requiring immediate action and it has been brought to the attention of the City Manager by a Department Administrator, Director, or elected official, and the cost to remedy the issue is one thousand dollars ($1,000.00) or less; the City Manager (or his designee) may authorize, regardless of applicant eligibility, an expenditure of program funds to address the health, safety and welfare issues on the property without an applicant match. A signed letter outlining and authorizing the expenditure shall be submitted to the Community Development Department by the authorizing official. 6 Eligible Improvements Eligible improvements shall include all improvements that address health, safety, and welfare issues on the property and improve the overall aesthetic character, accessibility and user friendliness of housing units and neighborhoods. Eligible improvements shall also include all improvements that allow for easier access and use of a residential structure for disabled family members. All improvements shall be made of durable material that is not susceptible to rot and decay. All home improvements must be consistent with the Florida Accessibility Code, 5 th Edition (2014) for Building Construction and/or the City Land Development Code and Florida Building Code The applicant must agree to maintain improvements for two (2) years. All grant recipients will be required to sign a maintenance agreement for materials installed through this grant program. When funds are distributed for landscaping improvements, if the City s reclaimed water is available, the property owner must connect to the reclaimed system for irrigation. Examples of eligible improvements: Exterior lighting, Post lights, and Security lights (excludes low voltage lights); Window replacements; Driveway improvements; Exterior finishes, new siding, etc.; Irrigation systems for landscaping; Exterior painting; Entrances and doors; Landscaping, trees, landscape planters, mulching, perennial flower planting; Exterior restoration and repair; Sidewalks; City of Pinellas Park 5
Demolition (not required by Government); Roof replacement and repairs; Structural improvement; Porch remodeling; Weatherization & Insulation; Installation of energy efficient central heating and air (energy star rated); Energy efficiency upgrades (solar heat/water, protective film and other conservation measures); Building materials (as needed for eligible projects); Tree removal for trees that are causing damage to the home (roof, lines going to the home, cracking of foundation); Sewer pipe replacement; Connection of the City s reclaimed water, if available, to an existing irrigation system; Fences; Land Development fees for the Building & Zoning Divisions; Connection and Installation fees for Potable Water Sanitary Sewer and Reclaimed water Elevation expenses Hauling away of materials/debris. Equipment rental (i.e. saws, ladders, scaffolds, cement mixers, etc. [as needed for eligible projects]); ADA Accessibility projects;. The Grant Review Committee may deny funding for any project deemed not feasible for this grant program: 7 - Ineligible Improvements Home Improvement Matching Reimbursement funds cannot be used towards any repairs, modifications, or improvements which are not considered eligible under these guidelines. Funding will not be awarded to property owners whose primary address differs from the proposed project s property. Ineligible improvements include, but are not limited to: Program funds may not be used to purchase and replace items previously paid for by this grant program. Any/all interior improvements that do not address accessibility issues; Storage sheds of any size or kind; Purchase of tools and equipment (hammers, ladders, power tools, etc.); Interior window treatments (drapes, blinds, shades, etc.); Land Development fees for the Building and Zoning Divisions; Furnishings (including indoor and outdoor); Fountains, lawn sculptures, bird baths; etc.; Connection and installation fees for Potable Water, Sanitary Sewer, and Reclaimed Water; Hauling away materials Pools; Carpets; Improvements and/or expenses prior to written grant approval by the City. City of Pinellas Park 6
8 Maximum Grant Reimbursement Amount The City of Pinellas Park will consider applications for grants of up to fifty (50%) percent of the eligible costs. The maximum match grant in a single fiscal year for a project to an eligible applicant shall be $5,000.00. Subsequent home improvement applications may be submitted in following fiscal years for the same eligible property, provided ownership of the property is unchanged and the proposed project is dissimilar from a previously awarded project. The maximum grant funding for subsequent applications is $2,500.00. The maximum amount which can be received for an eligible property which does not change ownership is $7,500.00 over the life of this grant program. An applicant must submit separate applications for each home improvement project; and only one project will be funded during a single fiscal year. Should an eligible property that was previously funded for the maximum grant award through this program come under new ownership, the new owner may apply for a Home Improvements Reimbursement Matching grant provided the proposed improvements/modifications are not similar in nature as projects funded through this program in the previous three years (roofs and driveways have a ten-year waiting period). 9 Application Process Home Improvement Matching Reimbursement Grant Program application packets may be picked up from the City s Community Planning Division, located in the Technical Services Building, 6051 78 th Avenue, North. The grant packet includes project guidelines, an application, and a check off list detailing all of the required attachments. 1. Submit complete application packets to the City s Community Planning Division by the monthly due date (5:00 p.m. on the second Thursday of each month). Applicants may schedule an appointment with the Grants Coordinator to review the application packet for completeness prior to submitting the application. A completed application must include: Proof of homeownership Verification this property is the primary residence of the applicant (copy of driver s license and a recent Pinellas Park Utility bill statement) Proof of homeowner insurance Proof of Social Security disability (if applicable) Proof of income for the previous 60 days Proof of receiving County, State, or Federal assistance Detailed drawings, plans, or description of proposed improvements/modifications Project budget ( a template is included in the application packet) Two (2) verifiable (comparable) bids/quotes submitted by licensed contractors (if applicable) City of Pinellas Park 7
Two (2) or more color photographs clearly depicting the current conditions of the proposed project s improvement area 2. The Grants Coordinator reviews application packets for completeness and schedules a Grant Review Committee meeting to take place within 10 days of the monthly grant deadline. 3. The Grant Review Committee will review the application packages. Applicants will be notified by telephone of incompleteness, inaccuracies, or unsigned forms within their application and provided an opportunity to make corrections. Applicants may schedule an appointment to pick up incomplete applications or they will be mailed to the address of the proposed project. Incomplete applications will not be considered for funding. The City reserves the right to deny any project that does not align with the Grant Program s Guidelines. Applications submitted after the deadline may be reviewed with applications at the next month s review, pending availability of funds. The Grant Review Committee will determine whether the project should receive a grant and determine the amount of the award. In making the decision, the committee will consider the following factors and may give priority to projects that meet the following criteria: Is the proposed project located in the Pinellas Park City limits? Does the proposed project meet an accessibility need of the homeowner or resident of the property? Will the project positively contribute to the City s assisted redevelopment effort? Will the grant result in an improvement that would not be made otherwise? Does the project comply with the City s land development and zoning codes and ordinances? Upon review of all eligible application packets, City staff will notify the awardees, in writing. Should the awardee choose to accept the conditions of the Home Improvements Reimbursement Matching Grant Fund, an appointment will be scheduled for the awardee and a City designee to sign the Grant Agreement. The applicant and contractors must ensure that all work has received permits from the Building Development Division; and that all work is in compliance with the applicable codes and ordinances. Failure to do so, will result in the termination of the agreement and no funds will be issued to the awardee from the City. 10 Awarded Project Process and Timeframe The scope of work for the awarded project may begin on the day the agreement is signed; but must begin within thirty (30) days of the date the agreement was signed. This includes securing any/all building permits required by the City. Awardees will have 120 days from the date of the signed agreement to complete the project. The deadline date will be documented on the signed agreement. It is the awardee s responsibility to contact the Grants Coordinator of any unforeseen issues that may keep the project from being completed by the due date. Grant awardees must submit in writing, to the City, a request for extension within no less than one (1) month prior to the close out date on the Grant Agreement. City of Pinellas Park 8
Failure to contact the City to request an extension will result in termination of the agreement. Upon the City s approval for a project extension, an addendum with the updated project deadline date and signed by the awardee and a City representative, will be added to the original agreement. Inspections: Depending on the type and degree of work, regular inspections are made by Grant review staff and a City Inspector to coordinate and direct the work of the contractor. Inspections of completed work will be made by the City Building Development Division Inspector for permitted work. All work will be approved by the awardee and the City. Final Inspections: City staff and a City Inspector will inspect the project to determine quality of work and to ensure the specification requirements have been met. 11. Completion of Project Reporting Upon completion of the project, and before grant money disbursement, the awardee shall schedule an onsite visit with a member of the Grant Review Committee to verify the project has been completed in accordance with the Grant Program Guidelines and Grant Agreement. Grant awardees shall have thirty (30) days from the project s deadline date to submit a request for reimbursement from the City. Prior to disbursement of funding, the awardee shall submit to the Community Planning Division: A. A Project Completion Form (included with the awardee s copy of the Grant Agreement); B. A signed Request for Payment form. This form is the awardee s record of expenses, payment methods, permit costs, and incidentals. Please paper clip (do not staple) copies of receipts, cancelled checks or credit card statements, and all permits that apply only to the funded project. C. A minimum of two (2) color photographs depicting the completed project; 12. Authorization of Payment Within ten (10) business days after City staff determines that all aspects of the agreement have been met, a request for payment will be submitted to the Accounting Division. A check will be made payable to the awardee, generally within two (2) weeks of the request. Reimbursement checks will be sent to the address where the improvements were made. Awardees may make arrangements with the Grants Coordinator to pick up their checks if they so choose. 13. Promotion of Project The City of Pinellas Park reserves the right to use pictures, renderings, video footage, or descriptions of the work for any promotional purpose. City of Pinellas Park 9
City of Pinellas Park Application Form Exhibit A Office Use Only Date Received Received By: Application # Please complete this form in its entirety and MAIL or bring your application to: City of Pinellas Park, Community Planning Division, 6051 78 th Avenue, Pinellas Park, FL 33781; Attention: Grants Coordinator. Telephone: (727) 369-5614; Email: thillier@pinellas-park.com. 1. Applicant/Homeowner Name: 2. Address (Proposed Project Site): 3. Primary Telephone Number: Secondary Telephone Number: 4. Applicant s Email: 5. Have you or anyone else who can claim ownership or other interest in this property been awarded a Home Improvements Grant within the last three (3) years? YES NO (If yes, please explain.) 6. Describe the type of dwelling: Single-Family, Detached; Duplex; Manufactured Home 7. Home Improvement Grant Applicants: Please attach a detailed description of the improvements that are proposed. Attach supporting materials, such as drawings, pictures, bids/quotes etc. which will assist in the review and understanding of your project. a) Amount of Funding Requested: (This can be no more than 50% of the total project cost not to exceed $5,000; the minimum requested amount is $500 (total project $1,000) b) Total Cost of Improvements: Please attach the following documents in this order: A) This completed and signed application form (Attachment A); B) A short description of the project for which you ae applying (A Project Description form is included for your convenience [Attachment B]); C) A completed Budget Form with detailed expenses (Attachment C); D) A completed Project Timeline Form of each task to be conducted including start and end dates (Attachment D); E) A notarized Affidavit verifying ownership/residency; F) Renderings, Designs, or detailed plans of the proposed project; G) Two (2) comparable bids from licensed contractors or suppliers; H) Two (2) color photographs of the current state of the building where improvements will take place. (PLEASE COMPLETE PAGE 2 OF THIS APPLICATION THE SIGNATURE PAGE) **ONLY COMPLETED APPLICATIONS WILL BE CONSIDERED FOR FUNDING** Page 1 of 2
HOME IMPROVEMENTS MATCHING REIMBURSEMENT GRANT PROGRAM SIGNATURE PAGE Applicant(s) initials are required for items 1 8. Applicable Signatures are required for this application to be considered. I (we) the undersigned do hereby acknowledge and/or certify the following: 1. I (we) obtained, reviewed, and clearly understood the Guidelines and Criteria for the Home Improvements Matching Reimbursement Grant Program; Initials 2. I (we) understand that the submission of this application does not constitute a guarantee for funding under the ; and that it does not create any property, contract, or other legal rights in any person or entity to have the Grantor provide grant funding. Initials 3. If grant funding is approved, a designee(s) of the City of Pinellas Park shall have the right to inspect the work in progress, as well as the completed improvements. Initials 4. If grant funding is approved, I (we) agree to properly maintain the stated improvements for a minimum of two (2) years. Initials 5. I (we) understand any improvement work or costs related to this project that were started or incurred prior to the date of the signed agreement cannot be reimbursed to the applicant. Initials 6. All grant funding is contingent upon the continued availability of grant funds. The City of Pinellas Park reserves the right to decrease funding or cancel the grant program at its sole discretion. Initials 7. The City of Pinellas Park reserves unto itself its absolute right of discretion in deciding whether or not to approve a grant relative to this application. The applicant accepts that all decisions relating to the award of grant funds involve subjective judgments, on the part of the decision-making entity, related to the aesthetics of the proposed project and the granting of award funds for said project. Initials 8. The City of Pinellas Park, its employees and its agents shall be held harmless for any damages, both personal and property, which may result directly or indirectly from any incident associated with subject project of this application both during and after construction, and the City of Pinellas Park, its employees, and its agents shall not be liable for any debts incurred in association with the execution and completion of the subject project of this Application, and further that I (we) the Applicant/Applicants assume all responsibility for any and all of the aforementioned liabilities. Initials I (we) certify that all information is true and accurate to the best of my (our) knowledge, and if approved, work will be completed in accordance with the City of Pinellas park s codes and ordinances. Furthermore, if grant funding is approved, I (we) do hereby grant to the City of Pinellas Park unlimited rights to use photographic images of the proposed property for reporting and marketing purposes. Applicant s Signature Date Co-Applicant s Signature (If applicable) Date Page 2 of 2
City of Pinellas Park Exhibit B Office Use Application # Project Description Form Estimated Total Cost of Improvements: $ Property s Address: Include a need statement on this form Below please provide details of the project for which you are requesting a grant. PLEASE ATTACH BIDS AND/OR COST ESTIMATES TO THIS PROJECT DESCRIPTION PAGE
Exhibit C City of Pinellas Park Budget Form Applicant s Name: Property Address: (Site where purposed improvements will take place) Line Item Contractual Services Requested Amount from the City Amount of Matching Dollars Total Labor Equipment (windows, bike racks, benches, doors, etc.) Materials (paint, plants, mulch, etc.) Signage Other (Please Explain) TOTAL Budget Details City of Pinellas Park CRA - Home Improvements Reimbursement Matching Grant Program
Exhibit D City of Pinellas Park Proposed Project Timeline Start Date Task Completion Date City of Pinellas Park
Exhibit E AFFIDAVIT FOR HOME IMPROVEMENT REIMBURSEMENT MATCHING GRANT PROGRAM I (we) the undersigned attest to my (our) ownership of the property located at and confirm that this property is my (our) primary residence. The foregoing instrument was acknowledged before me this day of in the year 20 by who is personally known to me or who has produced as identification and who (did/did not) take an oath. I (We) swear that the information contained in this application to be to the best of my knowledge true and complete. I the undersigned, do understand and agree to the requirements of the Pinellas Park. Any alteration from the proposed project must be approved by the City Grants Coordinator before work is completed. _ Homeowner/Applicant Signature Date _ Co-Homeowner/Co-Applicant Signature Date STATE OF FLORIDA COUNTY OF PINELLAS Sworn to and subscribed before me this day of, 20 by who is personally known to me or has produced as identification. Notary Printed Name Notary Signature My Commission Expires: Commission Number:
HOME IMPROVEMENTS MATCHING REIMBURSEMENT GRANT PROGRAM CHECKLIST FOR STAFF REVIEW Applicants may refer to this checklist as a guide for submitting complete applications. The Grant Committee will reference this list to determine completeness and project eligibility. Criteria for Review YES NO N/A FORMS Completed Application and Signature Page Project Description Form Project Budget Form Project Timeline Affidavit Proof of Ownership/Residency Copy of Driver s License or Utility Bill documenting residency Proof of Homeowner s Insurance Proof of Income Proof of receiving County, State or Federal Financial Assistance Detailed Drawings/Plans of proposed repairs Two (2) Verifiable (comparable) Bids/Quotes by Licensed Contractors (If applicable) A minimum of two (2) Color Photographs clearly depicting the current conditions of the proposed project s improvement area. ELIGIBILITY Is the property within the Pinellas Park City limits? Is the applicant eligibility criteria met? Does the proposed project align with at least one of the priority categories: Emergency Repair; Code Violations; Accessibility Modifications Window Replacements Meets current building codes RECOMMENDATION Recommend this application for full funding Recommend this application for partial funding Do not recommend this project for funding NOTES: