LOCAL RELOCATION OFFICES

The decision to establish a local relocation office is the responsibility of the acquiring agency and is an integral part of the relocation planning process. The decision should be made prior to the acquisition stage of the project and should be based on the anticipated volume of work and the needs and characteristics of the persons to be displaced. Early opening of an on-site office usually encourages communication by the project occupants. This is valuable from a public relations standpoint and facilitates relocation activities on a project.

A relocation site office should be located at a convenient site that is readily accessible, preferably near the project and to the persons displaced by the project. If possible, it should be located within walking distance or be convenient to public transportation. The office hours should be convenient for project residents and include evening hours if necessary. It is also good policy to employ persons in the local office who are intimately familiar with the project area and the problems of its residents. Local personnel can be a tremendous asset to any relocation program.

The following information should be made available in a local relocation office:

1. Current lists of comparable replacement housing that is for sale and for rent which are available without regard to race, color, religion, sex, age. or national origin. The listings must be suitable in price and size to fulfill the needs of the individuals and families being displaced.

2. 14

2. Current lists of available business and farm properties for rent or for sale when such properties are being acquired by the project.

3. Current information regarding security deposits, typical downpayment requirements, mortgage interest rates and terms, and average closing costs for residential property in the area.

4. Multiple listing services, apartment directory services, neighborhood and metropolitan newspaper advertisements where available, and various other sources of information regarding residential dwelling units.

5. Maps indicating the location of schools, parks, playgrounds, shopping areas, places of major employment, health facilitates, public transportation routes and other amenities in the area.

6. Schedules and cost of public transportation.

7. Copies of the State Relocation Brochure.

8. Claim forms for relocation payments.

9. Copies of local housing codes, ordinances, and local building codes.

10. Consumer education literature on housing, shelter costs, family budgeting, and other pertinent information useful to displacement.

11. Project plan sheets illustrating the project and the surrounding area.

The local relocation office can be beneficial to the acquiring agency as well as to displaced persons if it is supplied with qualified relocation personnel. The local office can be a valuable tool in building confidence in the acquiring agency.

If a relocation site office is not established, it is still very important that the information listed above be made available to displaced persons.

3. 1 CHAPTER 3. RESIDENTIAL RELOCATION A.

GENERAL

Promptly following initiation of negotiations for the subject property by the INDOT Buying Section, (RAAP #5) the parcel will be assigned to a Relocation Specialist. If the owner occupies the parcel, the Specialist shall identify the amount the acquiring agency offered for the owner-occupied residence on a lot typical for residential purposes.

1. Breakout/Carveouts

A residential breakout/carveout is required to determine the acquiring agency’s offer for the owner-occupied portion of the property when a dwelling

(1) is located on lands larger than typical for residential purposes;

(2) is a multi-family structure with one of the units occupied by the owner;

(3) is a combination residential and business structure with one of the units occupied by the owner; or

(4) contains a major exterior appurtenance.

(5) items not typically found in the typical residential area market.

The Relocation Specialist shall request a breakout/carveout from the Appraisal Section when one is needed. The Relocation Section is responsible for the accuracy of the breakout/carveout and may adjust it to reflect available comparable properties by providing an explanation showing the rationale. If the property is occupied by other than the owner, the Specialist shall secure a list of tenants from the landlord. (RAAP #9)

2. First Visit After Initiation of Negotiations (RAAP 8, 10, 12, Payment Notice & Legal Residency Certification)

The Relocation Specialist arranges to meet with the displacee to discuss the Relocation Program at the earliest possible date convenient for the displacee. During this first visit, the Specialist shall present his identification and shall

a. personally interview the person(s) to be displaced, but not duplicate the previous interview from the planning stage;

b. explain the relocation assistance that is available as a result of being displaced by the project, including

(1) where the Specialist may be reached and the location of the Central Relocation

3. 2 Office and Project Office, if any;

(2) a description of relocation services and resources available to assist displaced persons; and

(3) description of the assistance and information that will be provided by the Relocation Specialist during future personal contacts with the displacee;

d. complete the appropriate forms and secure sufficient information about the displacee's needs and the displacement dwelling as described in the appraisal to identify comparable replacement dwellings for referral and replacement housing payment determinations; (RAAP 12 & 14)

e. explain the applicable replacement housing payments to which the displacee may be entitled when purchasing or renting replacement housing and any related eligibility requirements;

f. determine the displacee(s) eligibility for replacement housing benefits from information provided by the displacee and based on whether the displacee (RAAP 13)

(1) has been in occupancy for 180 days before initiation of negotiations for the parcel; or

(2) has been in occupancy for 90 days before initiation of negotiations for the parcel;

or

(3) was in occupancy at the time a written notice of intent to acquire was issued, and (a) such occupancy has been or will be for at least 180 days prior to the date of

move; or

(b) such occupancy has been or will be for at least 90 days prior to the date of move;

g. explain that eligibility amounts are determined using comparable dwellings presently available for purchase or rent and that the address and probable sale or rental price of the dwelling used in the determination will be provided to the displacee;

h. explain that dwellings used in replacement housing determinations will be equal to or better than the subject dwelling according to the definition of comparability in the Uniform Relocation Act;

i. explain to handicapped displacees that the cost to make replacement dwellings for handicapped free of barriers may be added to the replacement housing payment for

3. 3 which they are otherwise eligible;

j. explain to the displacee that he cannot be required to move permanently until

(1) at least one comparable replacement dwelling has been made available and he has been informed of its location;

(2) sufficient time has been provided to negotiate and enter into a purchase agreement or lease for replacement housing;

(3) assurance has been provided of receiving the relocation assistance and acquisition compensation to which he is entitled, subject to reasonable safeguards, in suffi-cient time to complete the purchase or rental of replacement housing; and

(4) at least 90 days advance written notice has been provided before being required to move.

3. Advisory Assistance and Counseling

On the first and subsequent contacts, the Relocation Specialist will provide the displacee with current and continuing information on the availability, purchase prices, and rental costs of available replacement dwellings.

He shall advise that assistance and counseling is available in locating financing or completing lease arrangements for the replacement property. He will offer assistance in making moving arrangements and provide referrals as needed to both public and private agencies. He shall use Exhibit A. "Benefits and Services Available From Other Agencies"

as needed to provide assistance.

4. Multiple Occupancy

Multiple occupants of the displacement dwelling will be considered by the State to constitute one household. If two or more occupants of the displacement dwelling move to separate replacement dwellings, each occupant is entitled to a reasonable prorated share of all relocation payments that would have been made if the occupants had moved together to a comparable replacement dwelling. The State shall determine the prorated shares to which each person is entitled.

If the displacees are of the opinion that more than one household existed within the dwelling prior to displacement, it shall be the responsibility of the displacees to document the separate existence of each. Examples of separation points might include separation of living quarters, ratio of private to shared living space, separation of utility charges or payments, separate entrances, separate and adequate sources of income, sufficient amounts of separately owned furniture, living arrangements in previous dwellings, etc.

3. 4

The Relocation Manager will determine if separate households existed prior to displacement based on a preponderance of the documentation submitted. If the State deter-mines that multiple households existed, such occupants will be considered to have separate entitlements to all relocation payments. A comparable dwelling for each household would be based on the amount of private space that each household occupied separately in the displacement dwelling plus that space which was shared with the other household(s).