Social Housing Providers

In an effort to standardize and simplify the capital application process, the templates and documents referenced below must be completed and submitted to the Housing Division. 

To receive your templates, please reach out directly to Clyde Almeida, the Maintenance & Capital Support Officer at calmeida@london.ca.

Templates required:

• Capital Repair and Improvement Funding Application Form (CRIF)
• Letter of Intent:  The Letter of Intent is to communicate high-level information on the intended project and scope of the work over three years  with best estimates. This should be submitted before you start sourcing quotes from contractors.
• Capital Planning Template: The Capital Planning Template is a 10-year plan and must be completed and include an itemized list of expenditures from the first three years and estimates for the remaining seven years. This template must be submitted before you start sourcing quotes from contractors. 

Submission

Please send completed application documents to our Maintenance & Capital Support Officer, Clyde Almeida at calmeida@london.ca or via mail c/o Municipal Housing, Citi Plaza, 2nd Floor, 355 Wellington Street, London ON N6A 3N7

Please Note:  It is important to note that applications  will be evaluated based on relative need, quality of application and the ability to complete projects within a certain time frame. All successful applications will be formalized through an agreement.

Q:  What types of spends are considered Capital versus Operating?

A:  Capital expenses are list investments into the future. Examples of capital expenses might include the purchase of new equipment, or repairs and maintenance that extend the useful life of an asset.  Operating expenses are the day-to-day spends required to keep the business running. Examples of operating expenses include recurring annual repair costs, small maintenance jobs, routine landscaping etc.

Q:  Why do I need to submit a 3-year capital plan if only the first year is being evaluated for funding?

A:  A 3-year capital plan offers a more practical approach to capital planning such that you may find that trying to fit everything into year one may not be feasible and thus some items would be delayed to later years. A 3-year plan also allows the Housing Division to better understand the important and relative priority of each investment that is being considered.

Q:  How many quotes do I need to get for each project?

A:  For projects expected to cost more than $15,000, we recommend getting three quotes for each project. This allows for competitive pricing and service. If you cannot obtain three quotes, please document your rationale for note being able to obtain three quotes.  Quotes should be obtained from reputable and qualified contractors. Ask your colleagues for referrals and/or research the contractor's reviews. Quotes from reputable contractors should be detailed and contain an HST number.

Q:  Do I need to get quotes for all three years?

A:  Quotes are expected for all year one investments. Quotes are not expected for years two and three, but it is recommended that you use the best estimate available. For example, you might reference previous quotes or estimates in the Building Condition Assessment (BCA) report.

Q:  Which contractor's quote should I use for the year one of capital planning spreadsheet?

A:  You are not obligated to select the lowest quote, but you should justify why you've chosen a particular contractor (i.e. value for money, time to complete, etc.)

Q:  What should be provided to the contractor when asking for a quote?

A:  This will depend on the complexity of the project. At minimum, we suggest that following information be provided:

•  Project specifications such as details around what needs to be completed, minimum level of quality or specific products to be provided, what needs to be inspected and what existing fixtures need to be protected.
• Timeline for when you would like the project started.

Q:  What should I look for in a completed quote from a contractor?

A:  The level of information provided through quotes may vary by contractor, but the following items are important:

• A detailed description of the scope of work;
• Project start date and estimated completion date;
• Warranties re: workmanship and products;
• Registered HST number;
• Confirmation that the contractor has provided cost based on specifications or clarity on comparable alternatives and 
• Proposed payments terms.

Q:  What if I have previously submitted a multi-year plan, do I need to resubmit the year two and three asks?

A:  On applications where project submissions for year two and three have been approved, a re-submission of application in those funding years in not required. However, updated and valid quotes and possible financials will need to be provided before final consideration of during can be approved in those years.

Q:  Can Engineering or Project Management costs be included for consideration on funding application?

A:  For larger scope projects, Engineering and/or Project Management costs can be included in application for funding, however; the housing provider must take into consideration the timeline implications and project(s) completion deadline.

Q:  How do I know if I should hire a project manager?

A:  Project managers generally have some specialized expertise and are responsible for planning/overseeing projects to ensure they are completed in a timely fashion and within budget. For larger scope projects where a housing provider may require specific industry knowledge or where they feel the property manager will be ill-equipped to manage the added tasks associated with project oversight, it may be warranted to seek project management services. The City of London housing division will be reviewing the letters of intent and may suggest inclusion of project management services if not already identified.

Annual Information Return Forms

• Annual Information Return Guide
• Annual Information Return Submission Checklist
• Accountant Report with Appendix
• Auditor Confirmation Template for Federal Non-Profit Housing Providers

If you require an Annual Information Return Form, please email housing@london.ca

As part of the Subsidy/Budget approval process, the Housing Division has designed a new Subsidy Estimation Request Form for both mixed and 100% RGI Provincial Reform Non-Profits and Co-operatives.  The process is to provide information necessary to estimate annual subsidy/budget.

Housing providers please fill out the Subsidy Estimation Request Form below for approval.  Once complete, please ensure the form is signed for approval by two members of the Board of Directors and forwarded to the City of London, Housing Division as noted in the Subsidy Estimation Request Form Guidelines below.

• Subsidy Estimation Request Form Guidelines
• Application Request for Replacement Reserve Fund Expenditure

If you would like a copy of the Subsidy Estimation Form, please email housing@london.ca

Federal operating agreements require the City of London Housing Division to review and approve rental charges submitted by Section 95 Federal Non-Profit housing providers annually.

Section 95 Federal Non-Profit housing providers are to complete the form below and email, mail or fax it to the Housing Division six months prior to the proposed rental increase effective date.

• Lower End of Market Request Form

Housing provider forms are submitted directly to the Housing Access Centre to maintain the integrity of the coordinated access system. 

HDN 271 - Selection of RGI Households for Vacant Units (Replaces HDN# 268)

HDN 270 - 2025 Revenue and Cost Indices  (Replaces HDN#267)

                      Tables 1-4 of HDN #270

HDN 269 - Arrears Policy regarding eligibility for Rent-Geared-to-Income (RGI) subsidy (Replaces HDN#252)

HDN 266 - 2024 Rent Increase Guidelines

HDN 265 - Household Asset Limit

HDN 263 - Calculating Minimum Rent

HDN 262 - Treatment of Temporary Covid-19 Benefits

HDN 261 -  Maximum Household Income (Replaces HDN #257)

HDN 258 - Ceasing to meeting occupancy standards (Replaces HDN#178)

HDN 255 –  2022 Rent Increase Guideline (Replaces HDN#239)

HDN 254 – Vacancy Loss (Replaces HDN#206)

HDN 253 – In-Situ Policy (Replaces HDN#88 & HDN#36)

HDN 248 - Single Refusal (Replaces HDN#179)

HDN 244 - Updated Income & Assets Review Form (Replaces HDN#215)

                       RGI Annual Review Form

HDN 243 - Social Assistance, Pension & Tax Credit Rates for January, February & March 2020 (Replaces HDN#241)

HDN 242 - RGI Vacancy Lost

HDN 204 - Carbon Monoxide Alarms (Replaces HDN#202)

HDN 200 - New Mandatory Health & Safety Training

HDN 196 - Subsidy Surplus Fund

HDN 194 - Notices and Reviews of Decisions

                                 Request for Internal Review Form                               

                                 Request for Final Review Form

HDN 193 - Local Standard for Multi-Year Financial Plans

HDN 192 - Local Standard Leases-Occupancy Agreements

HDN 191 - Local Standard for Property Management

HDN 190 - Local Standard for the Remuneration of Directors

HDN 189 - Local Standard for Board Meetings

HDN 188 - Local Standard -Conflict of Interest (Replaces HDN#03)

HDN 183 - Housing Provider Annual Information Return & Reporting Requirements

HDN 181 - Local Rule - Maximum Absence from Unit (Replaces HDN#27)

HDN 180 - Local Rule - Certain Convictions (Replaces HDN#26)

HDN 177 - Local rule - Occupancy Standards (Replaces HDN#85)

HDN 174 - 2012 Ongoing Tenant Income Limits Sections 26 & 27 Housing Providers with Attachments

HDN 168 - Housing Services Act 2011

HDN 160 - Building Condition Assessments & Reserve Fund Studies

HDN 148 - Reporting for Audited Financial Statements & Annual Information Return Exceptions to Generally Accepted Accounting Principals (GAAP)

HDN 147 - Reporting for Audited Financial Statements & Annual Information Return  Exceptions to Generally Accepted Accounting Principals (GAAP)

HDN 146 - Local Rule for Adding to Original List of Housing Preferences (Replaces HDN#89)

HDN 140 - Market Revenue & Vacancy Loss Recognition - Federal

HDN 138 - Preventative Maintenance Management

• General Maintenance Schedule - Apartment
• General Maintenance Schedule - Townhouse
• Inspection Checklist - Apartment
• Inspection Checklist - Townhouse
• Maintenance Request Form

The Housing Division is able to modify the above standard forms to suit individual needs. Please contact housing@london.ca 

HDN 134 - Capital Expenditure & Reserve Guide   Attachment   

HDN 129 - Asbestos Management Program 

HDN 127 - Local Rule on Household Income Limits for Federal Non-Profit Section 95  Projects Only

HDN 126 - Rent arrear tracking form 

HDN 125 - Subsidy Estimation Request Form (Replaces HDN#10) 

HDN 122 - Change to Funding Model Under the Social Housing Reform Act, 2000

HDN 118 - Business Continuity Plan Attachment

HDN 114 - Residential Tenancies Act 2006

HDN 106 - Rent Arrears - Tracking by the Housing Access Centre Attachments

HDN 102 - Information Reporting Form   Attachments

HDN 100 - Amendment to the Ontario Fire Code Regarding Smoke Alarms

HDN 99 - Personal Information Protection and Electronic Documents Act (PIPEDA) 

HDN 98 - Refusal to Offer

HDN 97 - External Transfer of a Current Tenant from one Housing Provider to Another

HDN 87 - Local Rule for Internal Transfer (Update to HDN#34)

HDN 81 - Domestic Hot Water Tanks

HDN 80 - Rent Arrears - Tracking by the Housing Access Centre

HDN 74 - Rent Inflation Factor to be used in the Calculation of Minimum Market Rent in 2005 Fiscal Year  

HDN 73 - Asbestos Potential Health Risk due to Asbestos in Loose Fill Vermiculite Insulation 

HDN 69 - Classifying & Reporting Maximum Rent Households During the 12 month Eligibility Period     

HDN 66 - Adding Members to Existing Rent Geared-to-Income Assisted Households

HDN 59 - Independent Living Assessment Form   Attachment

HDN 55 - Subsidy Disbursement Policy

HDN 49 - Record of Refusal to Offer

HDN 48 - Housing Special Notice

HDN 35 - Local Rule for Divestment of Residential Property

HDN 30 - Market Rent Analysis Form Attachment

HDN 29 - Part V Service Agreement Companion Document - Attachment available upon request

HDN 24 - Policy on Rent Recalculation

HDN 23 - Policy on Time Requirement to Report Changes Affecting Rent Geared-to-Income

HDN 22 - Policy on Rent Geared-to-Income Increases

HDN 21 - Policy on Pursuit of Income for Rent Geared-to-Income Eligibility

HDN 18 - Guest Policy for Households

HDN 14 - Procedures on Obtaining Ministerial Consent ( attachment available upon request)

HDN 9 - Operating Framework

HDN 7 - Internal transfers

HDN 5 - File Retention

HDN 2 - Corporate Requirements - Operating Agreement

HDN 1 - Housing Division Notices and Administration                        

102 Elgin Hall
London ON N6A 5B9
Tel: 519-661-3787
Fax: 519-661-3687
Open 8:30 a.m. – 4:30 p.m. Monday to Friday

Room F2010
1460 Oxford Street East
London ON N5Y 5R2
Tel: 519-432-4282
Fax: 519-453-2826