Section 720. Relocation records

Part XII. Records, Reports and Audits

The district office will assemble and maintain records on project, parcel and case levels, showing the basis for major decisions and benefit determinations. Copies of all official forms and letters to and from displacees will be retained.

The following specific records will be retained:

1. State and Federal Project and Parcel identification.

2. Date of initiation of negotiations for project.

3. Names and addresses of displaced persons and their complete original and new addresses and telephone numbers (Library Forms RW-69A and 69B).

4. Personal contacts made with each displaced person, including for each:

a. Date of notification of availability of relocation payments and services (Library Forms RW-69A, RW-59 (1), (2), and (3) and RW-68A);

b. Name of the relocation agent offering or providing the relocation assistance (Library Forms RW-69A and RW-68A);

c. Whether the offer of assistance in locating or obtaining replacement housing was declined or accepted and the name of the individual accepting or declining the offer (Library Form RW-69B);

d. Date and substance of all relocation contacts (Library Form RW-68A);

e. Date on which the relocated person was required to move from the property acquired for the project (included in the confirmation or acceptance letter in the parcel file);

f. Date on which actual relocation occurred (Library Forms RW-67A or B); and

g. Type of tenure before and after relocation (Library Forms RW-69A and 69B).

5. For displacements from dwellings:

a. Number in family (Library Form RW-69A);

b. Type of property (Library Form RW-69A);

c. Monthly rental (Library Form RW-69A); and

d. Number of rooms occupied (Library Form RW-69A).

6. For relocated businesses, farms and nonprofit organizations:

a. Type of business (Library Form RW-69A);

b. Whether continued or terminated (Parcel File); and

c. If relocated, approximate distance moved (Library Form RW-67B).

Historical Notes

Derived from Volume 18, Issue 03, eff. November 21, 2001.

Statutory Authority

§ 25.1-402 of the Code of Virginia; 42 USC § 4601 et seq.