DLAP Sub Grant Quick Guide

Building Your Dilapidated Properties Inventory

Ready to Demo Checklist

STEP 1: Code Enforcement Report, Letter of Condemnation, property owner notification. 

STEP 2: Right of Entry = Legal documentation giving you the right to enter upon the property for demolition purposes. This may include, but not limited to the following:

• • Right of Entry legal documentation or court order

  • Voluntary Consent or Voluntary Agreement (For properties that will remain in private ownership, a lien or deed encumbrance will be required.) The encumbrance should be designed to protect the public funds used in the demolition and highlight the terms and conditions of the voluntary agreement.  

  • If the property is owned by the municipality or county, please provide a letter confirming the ownership on an official letterhead. 

  • Note: Right of Entry is for the purpose of asbestos testing, abatement, and demolition.  

STEP 3: SHPO Programmatic Agreement 

STEP4: Asbestos testing with report for each structure

STEP 5: Demolition Contract Bundle, which will include the following:

• • Bid Advertisement / Class II Legal Advertisement

  • Low Bid Comparison Sheet

  • Signed Contract

  • Signed Non-Disclosure Form with your contractor

• Asbestos Contract Bundle

  • Provide the same documentation as the demolition contract.

  • Not needed if asbestos abatement was included in the demolition contract. 

STEP 6: Request Authorization to Proceed = Once you have all the information listed above, email them to DEP.DLAP@wv.gov along with a request to proceed. You can greatly decrease review times by compiling documents for a targeted property into one pdf file and name it using the property address. Do not load up multiple properties into one pdf that's 100 pages or more. This can slow done the review time and filing process. 

Once you receive an Authorization to Proceed, please remind your asbestos contractor to submit their Asbestos Abatement Notification ten (10) days prior to demolition. Invoice payments for asbestos testing may begin as soon as your grant is awarded, but not before.

Efficiently managing your invoice requests is crucial to ensure the smooth progression of our operations. Please follow the comprehensive checklist below to streamline the process:

Step 1: Familiarize yourself with Appendix F - Financial Monitoring Plan.

Step 2: Complete Appendix K - Invoice Payment Request Form.

Step 3: Complete Appendix L - Dilapidated Property Inventory Form.

Step 4: Verify that all demolition, abatement, and testing invoices are meticulously linked to a specific project location (coordinates in decimal degrees) or street address. Each expense necessitates an accompanying invoice or receipt that matches the expenditure precisely.

Step 5: include before and after photos. You may caption and include the photos in a word document, but it’s preferable to have the actual photo emailed to DEP.DLAP@wv.gov. Please name the photos appropriately. For example “482 Main Street Somewhere, WV Before and 482 Main Street Somewhere, WV After” . 

Step 6: For your convenience, use the customized Appendix K - [Name of Entity] Invoice Payment Request Form on your flash drive as a cover sheet. Then combine it with corresponding invoices into one PDF file. You may incorporate Appendix L - Dilapidated Property Inventory Form in the PDF as well or send it separately as an Excel file. Keeping invoices in the same order as the properties listed in Appendix L will make the review process more efficient.

Important Note #1: The information on your Appendix K and Appendix H should be precise. Please use the customized form provided to you by the WVDEP Sub Grants Department in your award packet.  

Important Note #2: The "funding period" on the invoice must contain all of the dates of work completed. 

    Make note of the Funding period – all invoices/work should fall within those dates and those dates must be during the grant dates.

·         The Request Number must be consecutive with prior requests.

·        For DLAP reimbursements:

o   Check that all the receipts or invoices (or if the work done reflected on the invoice) are within the invoice funding period.

o   Make sure there is back-up documentation for any expenses.

o   Check math and consistency.

Step 7: Email the completed forms and invoices To: DEP.DLAP@wv.gov or reach out to Nancy Hunt (Nancy.L.Hunt@wv.gov) with questions. 

Please bear in mind that payments to the City or County might undergo a processing period of several weeks. Subsequently, it is the responsibility of the respective city or county to manage payments to contractors and other professional service providers.

To request copies of any of the documents mentioned above, please email DEP.DLAP@wv.gov 

Your adherence to this checklist is immensely appreciated, fostering efficiency and precision in our financial procedures.