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Relocation

As cleanup in the Newhall neighborhood moves forward, some residents may need to temporarily move out of their homes for a short period of time while construction is underway. Olin Corporation has prepared a Residents' Guide to explain the relocation process. The information below has been taken from this guide and edited for this website.

The project team's goal is to keep people in their homes. However, the safety of residents is the project team's primary concern. A decision by the project team to allow residents to stay in their homes during construction will be depend on whether utility service will be interrupted and if adequate pathways for residents to safely enter and leave their homes during construction can be made.

Resident's Guide

  1. Relocation: what it means, who is eligible
  2. The first meeting
  3. Planning for temporary relocation
  4. Temporary relocation assistance benefits
  5. Temporary housing options
  6. More about temporary housing: What about food, house bills and things I'll need to take with me?
  7. The return home
  8. Claims and appeals
  9. Notification

 

1. Relocation: what it means, who is eligible

What is temporary relocation assistance?
Relocation assistance is temporary housing, reimbursement for eligible, reasonable, out-of-pocket expenses and assistance from a personal relocation coordinator provided to persons who are required to move temporarily from their homes during construction activities for the cleanup project in the Newhall neighborhood of Hamden.

Who is eligible?
Eligibility for relocation assistance is limited to people who live in an affected residence that requires relocation during construction. Both owners and tenants must complete the Temporary Relocation Agreement.  Initial interviews are conducted with each household to discuss specific needs.

What are the criteria used to decide who must relocate temporarily?
Temporary relocation will be necessary if construction will interrupt on-site utilities or create conditions where there is no safe entrance to and exit from the property.

For what period of time will temporary relocation assistance be provided?
Temporary relocation assistance will be provided until residents can safely access their properties. The relocation coordinator will review with you how long a time you can expect to be out of your home. <return to top>

2. The first meeting

How do I find out if I have to move?
If your household needs to temporarily relocate, you will be notified as part of the Property-Specific Remedial Action Planning process.  You will be notified in writing and the relocation coordinator will also review with you in person.

When will I meet the relocation coordinator?
The relocation coordinator will be present during meetings to review your Property-Specific Remedial Action Plan - the plan that specifically details what needs to be done to cleanup your property and how your property will be restored once the waste fill has been removed. At this time the relocation coordinator will explain the temporary relocation program, answer questions and offer additional written relocation information. During this meeting the relocation coordinator and the head-of-household will complete a Temporary Relocation Questionnaire. Information collected in the questionnaire will allow the relocation coordinator to select the temporary housing best suited for your household. This meeting is the first step in the overall process. The relocation coordinator will continue to assist you until you have returned home.

The relocation coordinator’s business card will be given to you at the initial meeting. The business card will have the phone number (office and cell), e-mail address, mailing address, etc., so that you can contact the relocation coordinator if you have any further questions or concerns about the temporary relocation process.

What kind of household information will the relocation coordinator need?
The relocation coordinator will need to know the total number of household members, their age and gender, and other information of this nature. The questionnaire will also include questions about the number of bedrooms and bathrooms at the home, if there are children who attend school, if you have pets, if there is a family member who is disabled, etc. This questionnaire is needed to help determine the temporary housing that is best suited for your household.

Will I have to present any documents to the relocation coordinator?
Yes. You will need to present to the following household documentation to relocation coordinator:

What other issues will the relocation coordinator discuss with me at the first meeting?
Other issues that will be discussed may include the general construction work schedule, official notices that you will receive throughout the project, the nature of temporary housing and assistance that will be available to you, your needs and preferences, and your rights and responsibilities as a relocating resident.

When will I be notified that I will need to relocate to temporary housing?
You will be notified that you will need to relocate to temporary housing as soon as the relocation coordinator knows the schedule for construction at your home. At that time, a meeting will be scheduled with you for the purpose of discussing all issues related to temporary relocation. You will also receive a “Notice to Relocate to Temporary Accommodation” approximately 14 days before the date you will need to temporarily move from your home.

Will I be able to return to my home during construction?
No. Because of safety considerations associated with an active construction site, you will not be able to return to your home during the time that you are being provided with temporary housing. If special circumstances make it necessary for you to access your property during this time, please alert the relocation coordinator who may be able to assist you. <return to top>

3. Planning for temporary relocation

Should I make a checklist of all personal and household items that I will need at the temporary housing?
Yes. The relocation coordinator will assist you with checklist of all the personal and household items that you will need to bring to the temporary housing.

Where can I store my important paper documents while I'm residing in temporary housing?
The length of time most people will be out of their homes is so short that most people will find it preferable to keep their documents with them. If you don't wish to keep them with you, you may wish to store your important paper documents in a safety deposit box at a local bank. The relocation coordinator has surveyed a number of banks with local branches in the Hamden area and all provide safety deposit boxes. Such paper documents may include the following: deed, mortgage, tax records, medical records, passports, school records, birth certificates, pet's vaccinations documents, etc. If you think you would like to rent a safety deposit while you are residing in temporary housing, please discuss this with your relocation coordinator as it may be a reimbursable out-of-pocket expense.

Am I responsible for packing the personal and household items that I will need to relocate to temporary housing?
Yes. You will be provided the packing materials that you need beforehand in order to pack these items. You will also be eligible for a moving allowance to assist you in conducting the moves to and from the temporary housing.

What happens to my mail when I relocate to temporary housing?
Residents will work with the relocation coordinator to ensure that they receive mail in a timely manor. Construction contractor will do their best to make sure postal employees are able to deliver mail to mailboxes while work is being conducted in the front of the residence.

Will my utility accounts change at my home during the project?
No. Your utility connections (gas and electricity, water & sewer, as well as telephone, television, and Internet) at your home may be temporarily disconnected during construction but your account with these utility companies will remain active and will not be terminated. You will have to remain current with all of your utility bills at your home throughout the duration of the project.

Should I inform my health care or social services representatives that I will be relocating to temporary housing?
If your relocation will last for more than a few days, you may wish to contact your health care representative, your social services representative, or any other representative that you feel ought to know that you will be living in temporary housing for a period of time. The relocation coordinator can help you with this issue if you feel that it is necessary.

Will my Home Owner's Insurance policy change while I am staying in temporary housing?
Relocated residents are responsible for maintaining homeowner's insurance at their home.

Will my home be safe while I'm living in temporary housing?
A security company will be hired to monitor all the residences in your neighborhood undergoing construction and temporary fencing will be installed around the construction area. In addition, photos and videos will be used to document personal possessions (i.e., furniture, appliances, electronics, etc.) that will likely remain inside your home during the project.

What happens to my pet(s) when I am living in temporary housing?
If your pet is not allowed to stay with you at the temporary housing, the relocation coordinator will make arrangements to have your pet stay at a local kennel. You will not have to pay for any expenses related to your pet's temporary relocation.

Will I need renter's insurance at the temporary housing?
You should check with your current homeowner or renter's insurance provider to determine if belongings stored there will be covered under an existing policy at your home. Insurance for belongings stored in the temporary housing are not considered out-of-pocket expense that can be reimbursed.

What happens if there are changes to my household during the project?
If there are changes to your household during the project, you should inform the relocation coordinator immediately of these changes. <return to top>

4. Temporary relocation assistance benefits

What temporary relocation assistance will I be eligible for?
If your household has to relocate to temporary housing due to construction, you will be eligible to receive temporary relocation assistance when you complete the Temporary Relocation Agreement. Assistance includes temporary housing expenses, moving expenses, and incidental "out-of-pocket". Your relocation coordinator will notify you in writing and in person that you are eligible to receive temporary relocation assistance.

What are out-of-pocket expenses?
Out-of-pocket expenses are additional expenses that you have to pay from your pocket while you reside in temporary housing, such as pet boarding expenses, increased transportation expenses for employees and students, a moving allowance, etc. Reimbursement for all out-of-pocket expenses will have to be approved by the relocation coordinator in advance. The relocation coordinator will discuss the issue of out-of-pocket expenses with you at the initial meeting.

What happens if I have to purchase personal or household items at the temporary housing?
You shouldn't have to. Household items such those found in a furnished apartment's bathroom and kitchen will be provided. If you feel you have to purchase personal or household items at the temporary housing, you may be reimbursed for those out-of-pocket costs if you first seek approval for the purchase and if the expense is considered to be necessary and reasonable.

When will I become eligible for temporary relocation assistance?
You will become eligible for temporary relocation assistance when it is determined that you need to relocate to temporary housing because construction is likely to interrupt public utilities at your home, or if it's not possible to maintain safe entrance to and exit from the residence during excavation activities.

What forms will I have to complete in order to receive temporary relocation assistance?
You will have to complete a number of forms, including a claim form, a payment receipt form, an affidavit, if necessary, etc., in order to receive temporary relocation assistance. Your relocation coordinator will explain to you all the necessary documents that you will have to complete in order to receive temporary relocation assistance.

Will costs for alternate transportation and additional mileage to and from work be eligible?
Yes. When necessary, alternate transportation to and from school for school aged children and non-emergency transportation to and from a medical facility, if necessary, will be reimbursable. Residents may also claim reimbursement for additional mileage to and from their place of business incurred as a result of the temporary relocation.

Will I be reimbursed for moving my personal belongings to the temporary housing and back at the end of the process?
Yes. A moving expense allowance will be calculated in order to determine the amount that you will be eligible to receive. The moving expense is normally based on the size of your household and the length of time you will be displaced. The relocation coordinator will discuss the issue of your moving allowance with you at your first meeting. <return to top>

5. Temporary housing options

When will I know about the temporary housing options?
The relocation coordinator will discuss temporary housing with you and your household as soon as it is determined that your household will be eligible for temporary relocation assistance. You will not have to worry about having to find temporary housing. The relocation coordinator is responsible for matching the suitable temporary housing option with your household. This issue will be discussed with you in greater detail when you meet with the relocation coordinator.

What type of temporary housing option will be available to my family?
The type of temporary housing options that will be available to your household will depend on a number of factors. The number one factor that will determine the type of temporary housing option most suitable for your household is the amount of time that you will need to be temporarily displaced due to the project. For example, if it is determined that the process will be relatively short, the most suitable temporary housing option may be short-term accommodations in a hotel or motel. If, on the other hand, the construction is scheduled to take longer, then the most suitable temporary housing option may be a furnished apartment located close to your home. Again, your relocation coordinator will discuss these issues with you at the appropriate time.

What happens if I have a particular area that I would prefer due to my family’s circumstances?
If you have a particular preference due to your family’s circumstances, you can discuss this with the relocation coordinator at the time of the initial meeting.

What happens if a family member is disabled?
If a family member is disabled, the relocation coordinator will make arrangements to ensure that the housing option selected for you has the facilities required. <return to top>

6. More about temporary housing: What about food, house bills and things I'll need to take with me?

When will I need to relocate from my home to the temporary housing?
You will need to relocate from your home when you receive an official notice giving you a specific temporary vacate date. You will receive the official notice in person, hand-delivered by the relocation coordinator, and by either certified mail or FedEx Delivery, approximately 14 days prior to the date you will need to temporarily move from the home. The exact date will depend on the work schedule.

How long will I have to stay in temporary housing?
You will have to stay in temporary housing until the contractor can reconnect utilities that may have been interrupted during the construction on your property, and when safe entrance to and exit from the property can be maintained. When the relocation coordinator is notified that it is appropriate for you to return to your home, you will receive an official notice informing you of the date when you should return.

Will I have to pay rent and/or utilities at the temporary housing?
No. Rent and utilities at the temporary housing will be paid directly by Olin Corporation.

What happens if there are additional fees at the temporary housing?
All additional fees at the temporary housing, such as application fee, credit check fee, security fee, maintenance fee, etc. will be paid directly by Olin Corporation. However, payment of any ineligible incidental costs such as pay per view movies or room service at a hotel/motel unit will be the responsibility of the relocated resident.

How will the size of my temporary housing be determined?
The temporary housing will be selected using a “decent, safe, and sanitary” standard. This means that it must meet several requirements, one of which states that temporary housing must be adequate in size in order to accommodate the relocating resident’s entire family household. In other words, the number of rooms and living area needed to accommodate the relocating residents must meet or exceed local housing codes.

Another requirement is that each bedroom in the temporary housing may not be occupied by more than two persons and, children of the opposite sex over the age of 12 may not occupy the same bedroom. Your relocation coordinator will be able to fully explain these requirements.

What if I have a problem due to the location of the temporary housing?
If you have a problem due to the location of the temporary housing, you should discuss this issue with the relocation coordinator right away. The relocation coordinator will work with you to try and resolve the problem.

What if I am placed in a hotel or motel facility that does not have a kitchen or cooking facilities?
If the short-term temporary housing does not have a kitchen or cooking facilities, your household will be given an allowance for meals and incidental expenses. The longer-term housing, such as apartments, will have cooking facilities and residents relocating to these will not be eligible for the meal allowance.

How much will I be reimbursed for meals if I have to reside in a hotel or motel?
Your hotel or motel food allowance will be based on current federal government (GSA) rates for the New Haven area. Your relocation coordinator will provide more specific information at the initial interview.

Will I have to move any furniture from my home to the temporary housing?
No. All temporary housing will be furnished.

Can I stay with a friend or family member instead of at the temporary housing selected for me?
Yes. If you decide to stay with a friend or family member, you may receive an out-of-pocket allowance to help off-set additional costs incurred by your host. If you choose this alternative, your relocation coordinator will further explain this allowance to you and you will be asked to sign a document stating that you have chosen not to accept the temporary housing which has been offered to you.

Do I have to continue paying my rent or mortgage while I reside at the temporary housing?
Yes. You must continue to pay rent under the terms of your lease agreement with your landlord and pay any other monetary obligations associated with the property, such as mortgage, taxes, utilities, cable, telephone, and internet service, etc. The relocation coordinator will be able to provide more information and to assist you in this area.

Should I bring all my kitchen staples to the temporary housing?
If you stay in temporary housing with cooking facilities, many cooking items will be provided for you in the kitchen. A list of these items such as cooking oil, flour, spices, sugar, condiments, etc. will be provided to you prior to the move date so that you can select which specialty items you would like to bring with you from your home.

Who pays for the groceries that I’ll have to buy while in temporary housing?
If the temporary housing has full cooking facilities, you will be responsible for your own groceries. If the temporary housing does not have cooking facilities, you will be given a daily meal allowance based on a daily government meal rate.

Should I bring all my bathroom and laundry items to the temporary housing?
Basic non-perishable household staples including clothes basket, laundry soap, bleach, and fabric softener will be provided by Olin at the longer-term housing. You should bring any other bathroom and laundry items you think you will need. If you have allergies to specific laundry detergents, soaps, etc. we recommend that you bring your own cleaning products to the temporary housing.

What about my cleaning supplies?
You will not need to bring any cleaning supplies unless you choose to. Basic cleaning supplies will be provided as well as a professional cleaning for each temporary accommodation on a weekly basis.

What happens to all the food in my refrigerator and freezer?
Since the electricity at your home may be cut-off for certain periods of time during construction, you will be required to empty your refrigerator and freezer at the time of your temporary move. You should bring all these perishable items to the temporary housing as long as the housing is equipped with cooking facilities. Residents occupying housing without cooking facilities may submit a reasonable claim for reimbursement of the replacement value of perishable food items disposed of as a result of the move. This should be discussed with the relocation coordinator prior to the disposal of the items so that an inventory of the items can be prepared and a replacement reimbursement amount approved.

What happens if the temporary housing does not have laundry facilities?
If your home has laundry facilities and the temporary housing does not, you will be given a laundry allowance based on the size of your household and the amount of laundry that you wash in an average week. <return to top>

7. The return home

What are the criteria for residents to return to their homes?
Residents can return to their homes when the excavation contractor has reconnected any utilities that may have been disconnected during the construction, and when residents can get in and out of their house safely. When these conditions are met, the relocation coordinator will notify the residents by phone that they may return home. A written notification which includes the date and time that residents should reoccupy their home will be provided.

What if a resident does not wish to return to their home?
If residents choose not to return to their home after that date, they are responsible for any additional expenses that they incur. If there are perceived safety issues or other serious concerns about returning to their homes, residents should immediately raise such concerns to the relocation coordinator. <return to top>

8. Claims and appeals

How do I claim my monetary benefits?
The procedure that you must follow in order to claim out-of-pocket expenses is very simple. First, you must keep all receipts for these expenses and submit them to the relocation coordinator along with the proper claim form no later than 30 calendar days following your return to your home. Don’t forget that all out-of-pocket expenses must be approved in advance so it is important that you discuss any specific items with the relocation coordinator before incurring any expenses that you expect to be reimbursed for. The relocation coordinator will provide the claim form needed to claim reimbursement for out-of-pocket expenses and will help you complete the form.

What if I cannot afford to pay first and wait for reimbursement later?
The cost of temporary housing, utilities and other direct eligible costs such as television, internet and pet boarding fees will be paid directly by Olin whenever possible. If paying other identified and approved out-of-pocket expenses would cause a hardship, please discuss this with your relocation coordinator.

When does my eligibility for relocation assistance end?
Your eligibility ends on the day you are allowed to return home. You will have up to 30 days after you return home to complete and submit your remaining claims.

Can any decisions made about relocating residents’ eligibility, eligible costs, etc. be appealed?
Yes. Information on how to dispute and/or appeal a decision will be available in the Temporary Relocation Agreement that will be provided to you before relocating to temporary housing. This information will detail the procedure that you must follow and the deadline by which the request must be submitted in order for it to be considered. The relocation coordinator can assist you with the dispute/appeal process. <return to top>

9. Notification

How will I be kept informed of the project’s progress?
Your relocation coordinator will be providing you with several written notices regarding when you will need to move, what your eligibility will be for certain benefits, when you will be allowed to return to your home and when your temporary relocation benefits will terminate.

The CTDEP will provide information at its community office to be relocated from the Keefe Center to the former Hamden Middle School in spring 2011. Please contact the CTDEP to inquire about office hours. Additional types of notification provided to you, other affected residents and property owners by Olin or the CTDEP include the bulletin/newsletter, preparation and distribution of Property-Specific Remedial Action Plans, face-to-face meetings with property owners (and tenants) before any activities at the property, and updates to this website. <return to top>