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2015 Multifamily Application Procedures Manual
Introduction to the 2015 Multifamily Application ................................................................................ 3
Programs ................................................................................................................................................................... 3
General Organization of the Application .................................................................................................................. 3
Using this Manual ..................................................................................................................................................... 4
Instructions for Completing the Electronic Application ...................................................................... 5
Instructions for Converting the Excel file to PDF .................................................................................................... 6
Creating Bookmarks ................................................................................................................................................. 7
Pre-Application (for Competitive HTC only) ........................................................................................ 9
Pre-Application Delivery Instructions ...................................................................................................................... 9
Competitive Application Cycle ................................................................................................................................. 9
Pre-Application Submission Instructions and Required Documentation ................................................................ 10
Application.............................................................................................................................................. 13
Application Delivery Instructions ........................................................................................................................... 13
Competitive Application Cycle ............................................................................................................................... 13
Application Assembly Instructions ......................................................................................................................... 14
Required Forms and Exhibits for the Application .................................................................................................. 16
Part 1- Administrative Tabs .................................................................................................................................... 16
Part 2 – Development Site ...................................................................................................................................... 17
Part 3- Development Activities .............................................................................................................................. 25
Part 4- Development Financing .............................................................................................................................. 30
Part 5 – Development Organization ........................................................................................................................ 36
Part 6 – Third Party Reports ................................................................................................................................... 40
HOME/CHDO Information .................................................................................................................. 44
Application Delivery Instructions ........................................................................................................................... 44
HOME Program Information .................................................................................................................................. 44
CHDO Overview .................................................................................................................................................... 44
Supplemental Information .................................................................................................................... 45
Requests for Waiver and Staff Determinations ....................................................................................................... 45
Public Viewing of Pre-Applications and Applications ........................................................................................... 45
Applicable Rules and Reference Materials ............................................................................................................. 46
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In March 2012, the Texas Department of Housing and Community Affairs’ (“TDHCA” or
“Department”) Governing Board adopted resolution 12-019 which acknowledged the re-organization of
the Department and its divisions. This re-organization shifted program staff and responsibilities to more
closely align with the Department’s mission.
Under this structure, all multifamily funding programs were officially moved under the
Multifamily Finance umbrella. The multifamily components of the HOME, Neighborhood Stabilization
Program (NSP), and Housing Trust Fund (HTF) are now administered by Multifamily Finance Division
staff. All Single-Family financing for the HOME, NSP, and HTF programs will be administered by their
respective divisions, and will not be covered in this manual. The programs administered by the
Multifamily Finance Division currently include:
Multifamily NSP
Multifamily HTF
As a result of the Department’s re-organization and the subsequent changes to the Uniform
Multifamily Rules and Qualified Allocation Plan, staff also updated the Uniform Application in order to
simplify the application process for applicants.
General Organization of the Application
The 2015 Application has fully integrated each of the Multifamily Programs into one coherent
application and is divided into six (6) parts listed below, each of which will be briefly explained in this
section, and fully explained later in this Manual.
The Administrative section of the Application collects the most basic information about the
proposed Development and the Applicant contact information. The purpose of the administrative section
is to identify the program(s) to which the Application is submitted and includes the Applicant and
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The Development Site section of the Application includes all of the information related to the
physical location of the proposed Development site, such as the development address, census tract
number, flood zone designation, as well as information about the schools and elected officials in the
The Development Activities section of the Application includes all of the information about
what activity is being proposed, from what is being built to the services provided to the tenants. This
section includes the architectural drawings and information regarding existing structures on the
The Finance section of the Application includes all of the sources of financing, the development
cost schedule, annual operating expenses, and the rent schedule.
The Organization section of the Application includes information about the Applicant,
Developer, and Non-Profit entities involved with the Application, along with all of their owners,
managers, and board members. It includes the organizational charts and evidence of experience as well as
credit limit documentation.
The Third Party section briefly identifies the entities used for the Environmental Site
Assessment, Market Study, and Property Condition Assessment, as well as any other required reports.
Of particular interest is the fact that the application, with respect to the competitive 9% housing
tax credit program, is not separated into sections based on eligibility and selection criteria. Instead, items
that affect an application’s score are found throughout the application. For instance, scoring criteria that
are site-specific, such as Underserved Areas, are located in the Development Site portion of the
application, while other scoring criteria, such as the Commitment of Funding from a Local Political
Subdivision, are found in the Finance section.
The purpose of this manual is to provide a brief description of each tab in the application and
guidance as to the Department’s submission requirements and what is acceptable supporting
documentation. While the Department expects that this guide may not contemplate all unforeseen
situations, we hope that the information will provide an adequate foundation upon which you may build
your understanding of this program. This manual may in certain instances provide examples of
documentation that could be submitted to comply with a particular rule or requirement. In some instances
the rule may allow for alternative documentation not specifically contemplated herein, and in such
instances staff will review such documentation for compliance with the applicable rule.
The Department always stands ready to assist you in understanding the tax credit program and
other sources of multifamily financing offered by the Department and the means by which an application
is to be presented. The Department will offer direct assistance to any individual that requires this service
in the preparation of the multifamily application. However, the Department will not take the responsibility
of completing the application package for you. The Department looks forward to your continuing interest
in the Multifamily Finance programs and in the creation of safe and high quality affordable housing for
the citizens of the State of Texas.
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How to download the Electronic Application Materials
How to convert the Excel Application to PDF
All Applicants are required to use the 2015 Uniform Application, and/or any supplemental files
provided by TDHCA located at the following link: (http://www.tdhca.state.tx.us/multifamily/apply-for-
funds.htm
1. To download any of the electronic Application files, right-click on the link at the website
provided above, select “Save Target As” and choose the storage location on your computer.
The Excel file should be named in the following format -- <Application #_Development
Name>.xls (e.g. 15001_Austin_Crossing.xls). If an Application number has not been
previously assigned then the file should be named as follows -- <Development Name>.xls
(e.g. Austin_Crossing.xls).
2. Please do not transfer tabs from one Excel file to another, even if it is for the same
Application. If you plan to submit more than one Application, please make additional copies
of the 2015 Uniform Application file after completing portions of the Application that are
to all of your Applications and before completing any portions that are not common
to all of your Applications.
3. Any cell that is highlighted yellow is available to be manipulated by the applicant. All other
cells (unless specifically stated) are for Department use only, have been pre-formatted to
automatically calculate information provided, and are locked. Applicants may view any
formulas within the cells. Applicants may not add additional columns or rows to the
spreadsheets, unless otherwise stated.
4. All questions are intended to elicit a response, so please do not leave out any requested
information. If references are made by the Applicant to external spreadsheets those references
must be removed prior to submission to TDHCA as this may hamper the proper functioning
of internal evaluation tools and make pertinent information unavailable to TDHCA.
5. This electronic Application has been designed so that much of the calculations regarding
development cost, eligible basis, and eligible point items will automatically compute once
enough information has been entered. If you see a “#VALUE” or “DIV/0” in a cell these
values should disappear upon data entry in other tabs.
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Tip – Complete the Development Narrative and the Rent Schedule in the Development
Activities and Finance Parts of the Application first to take full advantage of the
6. Be sure to save the file as you fill it out!
If you have difficulty downloading files from the website, contact Jason Burr at (512) 475-3986, or
Jason.burr@tdhca.state.tx.us
Instructions for Converting the Excel file to PDF
Once the Excel Application file is completed and you are ready to convert the file to PDF, follow
Tip- Be sure to check all of the Page Breaks in the Excel files before you convert to PDF.
Excel 2007 Users:
, point to the arrow next to Save As, and then click PDF
or XPS.
1. In the File Name list, type or select a name for the workbook.
2. In the Save as type list, click PDF.
3. If you want to open the file immediately after saving it, select the Open file after publishing
check box. This check box is available only if you have a PDF reader installed on your
4. Next to Optimize for, do one of the following, depending on whether file size or print quality
is more important to you:
If the workbook requires high print quality, click Standard (publishing online and
If the print quality is less important than file size, click Minimum size (publishing
5. Click Options. Under Publish What select Entire Workbook and click OK.
Excel 1997-2003 Users:
1. With the Excel file open go to the Adobe PDF drop-down box from the task bar (if using
Excel 2007 click on “Acrobat” tab in the task bar)
2. Select “Convert to Adobe PDF” from the drop-down list (Excel 2007- select “Create PDF”)
3. The Adobe PDFMaker box will appear. One the left hand side of the box all of the sheets
within the Excel file will be listed and you will be prompted to select the sheets you would
like to covert to PDF. Once the sheets you want to convert are selected click on the “Add
Sheets” button to move those sheets over to the right-handed side of the Adobe PDFMaker
box, this will list the sheets selected to be converted to PDF.
4. Once all sheets you have selected appear on the right-hand side under “Sheets in PDF” click
on the “Convert to PDF” button.
5. You will be prompted to create a name and save the PDF file. The PDF file should be named
in the following format -- <Application #_Development Name>.pdf (e.g.
15001_Austin_Crossing.pdf). If an Application number has not been previously assigned
then the file should be named as follows --<Development Name>.pdf (e.g.
Austin_Crossing.pdf)
6. A pop-up box will appear that asks “Do you want to proceed without creating tags?” Click
Remember that there are forms that require a signature. Once you have executed all required
documents scan them and re-insert the scanned forms back into the order required. The Application
submitted should be the electronic copy created from the Excel file, not a scanned copy of the Excel or
PDF file. Scanned copies of the Application are difficult to read, and slow down the process for staff and
Once the file has been converted to PDF and all executed forms have been re-inserted into their
appropriate location within the file, you will need to create Bookmarks. Bookmarks may or may not have
already been created as part of the conversion process. You will need to designate or re-set the locations.
To correctly set the Bookmark locations you must have the PDF file open in Adobe Acrobat. Click on the
Bookmark icon located on the left-hand side of the Adobe Acrobat screen, or go to the task bar and select
these options in the following order:
View → Navigation Panels → Bookmarks
Optimal bookmark labels are about 15 characters or less, including spaces. This brevity almost
completely eliminates scrolling up/down and expanding/collapsing the bookmarks panel. The instructions
that follow are suggestions to help achieve this result. Do not indent any bookmark. This means that all
bookmarks are to be on the same level and not in an outline format with category and subcategory
headings. Set the text size of bookmarks to “small.” Name the bookmark Tabs as “1,” “2,” “3,” etc.
instead of “Tab 1,” “Tab 2,” “Tab 3,” etc. Do not designate a “Part” of the application or specify any
breakdown other than the tab number, e.g. “Part 3 Tab 3” is stated simply as “3.” If you desire bookmarks
for subdivisions of tabs, such as the individual sections of a “Supporting Documentation” tab, use a one
or two word descriptive name, e.g. “School Attendance Zone Map and/or school rating” would be named
“Schools,” and “Specifications and Building/Unit Configuration” would be named “B/U Config.” Name
the bookmarks associated with the Tabs using the names given by the instructions for completing each tab
later in this manual. Do not wrap the text of bookmarks. Set the properties of each bookmark to open the
page in “full page view.”
If a Bookmark has already been created for each tab within the Excel file, simply re-set the
bookmarks to the correct locations. To re-set the location for the Bookmarks, go to the first page of each
separately labeled form/exhibit. You will then right-click on the corresponding Bookmark for the
form/exhibit you are currently viewing. Select Set Destination and a pop-up box will appear asking you
the following: "Are you sure you want to set the destination of the selected bookmark to the current
location?" Select Yes.
If Bookmarks were not already created within the Excel file, then you will need to create these
Bookmarks. Go to
Document → Add Bookmark.
Right-click on the first Bookmark and re-name it for
the appropriate form or exhibit. You will then need to set the location of the Bookmark by going to the
first page of each form or exhibit, right click on the corresponding Bookmark and select Set Destination.
A pop-up box will appear asking you the following: "Are you sure you want to set the destination of the
selected bookmark to the current location?" Select Yes.
Tabs within the Excel Application workbook have been color coded to distinguish between
“Parts” of the Application consistent with this manual. Additionally, beside each bulleted item a label
to use for purposes of bookmarking the final PDF Application file is included in parentheses.
If after conversion of the Excel file to PDF you have extra blank pages of any exhibit, you can
delete those pages in order to limit the size of the file. To delete any extra, unnecessary pages identify the
page number(s) you want deleted. On the Adobe Acrobat Task Bar click on Document and select Delete
Pages from the drop down list. A box will appear prompting you to select which page(s) you would like
to delete. Enter the page numbers to be deleted and hit OK.
The PDF formatted file must be checked for the following prior to submission:
All tabs and/or volumes must be correctly bookmarked
Files should average less than 100 kilobytes per page
Files must be readable with free PDF file viewers including Adobe Reader and be
compatible with Adobe Reader 5.0 and above
Files should be saved so that “Fast Web View” (or page at a time downloading) is
Text within the PDF file should be searchable using the “Find” command in the PDF
If you have any questions on using or experience difficulties with the Microsoft Excel based
application, contact Kathryn Saar via email at kathryn.saar@tdhca.state.tx.us
. In some instances a file
may have small variations in bookmarks, file sizes, or readability that are not explicitly cited as
requirements in the rule. Staff will use a reasonableness standard in determining when such deviations
rise to the level of necessitating termination or other remedy.
Pre-Application delivery instructions
Information on the competitive nature of the program
Pre-Application submission instructions and required documentation
The Pre-Application will be submitted via an online form, which will be posted to the
Department’s website on January 2, 2015. A PDF of the form will be available on the website prior to that
date for planning purposes only.
Competitive Application Cycle
The Pre-Application and fee payment must be received by TDHCA no later than 5:00 p.m.
(Central Time Zone) on Thursday, January 8, 2015. The Department will accept walk in delivery of pre-
application fee payment only; the pre-application must be submitted via the link on the Department’s
website. The online Pre-Application will be disabled at 5:00 p.m. (Central Time Zone) on Thursday,
January 8, 2015. Applicants must ensure that the “Submit Pre-Application” button is hit prior to this
Mailed or courier payment must be received by TDHCA on or before 5:00 p.m. (Central Time
Zone) Thursday, January 8, 2015. Applicants are encouraged to submit payments early to ensure the
deadline is met. This may create the need to submit payment prior to completing the online form and
receiving the application number. In this case, the Applicant will need to include the development name
with the check so that staff can tie the payment to the appropriate Pre-Application.
TDHCA shall not be responsible for any delivery failure on the part of the Applicant. If the
Applicant chooses to use a postal or courier service to deliver the Pre-Application fee to TDHCA and
such service fails to deliver the payment by the deadline, then the Pre-Application will be considered
untimely and will not be accepted. Likewise, the Department shall not be responsible for internet
connectivity problems on the part of the Applicant.
Applicants are advised to take any steps necessary to ensure timely delivery of all application
materials. Failure to timely submit a Pre-Application may result in an application being ineligible for Pre-
application Participation points.
For each Pre-Application, the Applicant will follow a link on the Department’s webpage to
initiate submission. Once opened, the link will require the Applicant to enter the Primary Contact
person’s email address and the name and location of the development. This information will be used to
create a unique URL for the Applicant to use in order to return to the Pre-Application prior to submission.
A PDF of the online Pre-Application is located on the Department’s website for planning purposes only
(http://www.tdhca.state.tx.us/multifamily/apply-for-funds.htm
). Applicants cannot use the PDF to
submit a Pre-Application.
The online Pre-Application is broken out into five pages, as identified below. There are certain
fields marked with an asterisk, which are required to be completed. The form will not allow the Applicant
to move to the next page without completing such fields.
This page identifies the person(s) responsible for responding to question and deficiencies
issued by staff, and will be used to generate the Pre-Application log.
Use the Next button to advance to Page 2.
Page 2: Development Information
Enter the Development Name and Proposed Entity Name.
Choose the appropriate Development Type from the drop down list and, if applicable,
the Secondary Development Type and Previous TDHCA #.
If Acquisition/Rehab or Rehab Only is selected, a field will appear for Initial
If Reconstruction is selected, fields will appear for Units Demolished and Units
Choose the applicable Target Population from the drop down list.
Enter the Development’s Address, City, Zip Code, County, Region and Rural/Urban
Enter the 11 digit Census Tract; the field will not allow less than 11 digits. If the
Development is located within multiple census tracts, additional fields will appear. If
there are more than 5 census tracts, there will be a field on the final page of the pre-
application where a list can be attached.
IMPORTANT!! Double check that the census tract number is correct, as a change in census tract
between pre-application and full application may result in a loss of Pre-application Participation
Enter the Total LI Units, as well as the Total Market Rate (MR) Units and Total Public
Housing (PHA) Units, if applicable. The form will calculate the Total Units.
Enter the Annual Housing Tax Credit Request. Note that this should not exceed the
“Final Funding Amount” posted in the “2015 HTC Award Limits and Estimated Regional
Allocation” as of December 1, 2014
The form will calculate the Pre-App Fee Due. If payment has already been submitted to
the Department, answer Yes to the question, and a box will appear where the Check #
can be input. This fee is calculated without consideration for discounts related to
Applications with a non-profit sponsor, so the actual fee required may be less than what
appears on this form.
Check the boxes for the appropriate Set-Aside Elections, if applicable.
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