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HomeMy WebLinkAboutMINUTES - 09201994 - 1.53 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROMS Richard J. Martinez, Executive Director DATE: September 20, 1994 SUBJECT: SECTION 8 ADMINISTRATIVE PLAN SPECIFIC REQUEST(S) OR RECOMMENDATIONS) & BACKGROUND AND JUSTIFICATION I. RECOMMENDATIONS: ACCEPT the Administrative Plan for the Section 8 Certificate and Voucher Program.` II. FINANCIAL IMPACT None. III. BACKGROUND/REASONS FOR RECOMMENDATIONS: U.S. Department of Housing and Urban Development (HUD) regulations require all housing authorities that administer the Section 8 Program to have an administrative plan. The administrative plan must set forth the agency' s overall approach and objectives for program administration and a description of discretionary policies concerning maintaining, closing, and reopening PHA waiting lists, voluntary inter jurisdictionalportability, issuing/extending and denying certificates, occupancy standards, preferences, SRO housing, collecting amounts owed the PHA, informal reviews and hearings, recertifications, and directing Section 8 Program activities in support of local or area-wide community economic development.. The proposed administrative plan conforms to recent changes in HUD regulations and provides more detailed guidance than the Housing Authority's present administrative plan. The Housing Authority plans to implement the administrative plan along with a revised policy manual, which will give staff detailed guidance for program administration. IV. CONSEQUENCES OF NEGATIVE ACTION: The Housing Authority would be in violation of HUD requirements for operating the Section 8 Program. CONTINUED ON-ATTACHMENT: YES SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) : ACTION OF BOARD ON M 1994 APPROVED AS RECOMMENDED OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT Z 1 TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: iABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED . 92 y P11IL BATCHELO , CLERK OF THE BOARD OF COMMISSIONERS ANDn COUNTY ADMINISTRATOR BY �I�l , DEPUTY ROUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudillo Street • P.O. Box 2759 • Martinez,California 94553 FAX(5 10)372-0236 ADMINISTRATIVE PLAN STATEMENT OF OVERALL APPROACH & OBJECTIVES The Housing ;Authority' s aim is to administer the Section 8 Program to permit�, the widest range of housing opportunities for low-income Contra Costa County residents. To help meet this goal, the Housing; Authority has sub-programs that target special populations and neighborhood revitalization efforts. A description of these sub-programs is provided below: The Homeless, Assistance Program. The Housing Authority uses Section 8 Rental Assistance to enable eligible homeless families and single homeless adults to move from temporary and transitional shelters to permanent housing. The Housing Authority provides this assistance as part of a comprehensive strategy on homelessness that includes Contra Costa County government and local non-profit service providers. The shelter provider, usually a community-based nonprofit corporation or public agency, sets initial eligibility criteria for this program in consultation with the Housing Authority. Selections of participants for the program do not have to be made from HACCC' s County-Wide Waiting list. Rather, people meeting the provider's criteria are, referred to the Housing Authority to determine program eligibility. All other Section 8 Program rules and regulations apply. Some of the Section 8 assistance is part of a revolving pool; when participants no longer receive assistance, the provider is notified that it may refer a replacement homeless family for eligibility determination. Once the participant receives a Certificate or Voucher, policies and procedures for this program are the same as for the Section 8 Certificate and Voucher program. The only programmatic difference is that homeless participants do not have to come from the waiting list and are referred to the Housing Authority by a shelter operator or other nonprofit service provider. The Family Self-Sufficiency Program. The Family Self- Sufficiency '(FSS ) Program marries housing and social services to enable families to pursue employment, job training, or: other education that will lead them toward self-sufficiency. The ultimate goal is to free families from public assistance after five years. The FSS Coordinator first selects participants for this program from people enrolled in HACCC' s previous self-help program, Its Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 2 Operation Bootstrap, then from current participants in the Section 8 Program. Special rules apply to the program, which are spelled out in the Family Self-Sufficiency Action Plan attached. Family Unification Program. The Housing Authority has a set-aside of Section 8 assistance to keep families together when their children are in danger of being placed in foster care because of their lack of suitable housing. The program enables families to unite with children who have already been placed In foster care for the same reason. The County's Social Services, Department refers families to the Housing Authority under this program. The Assistant Director for. Rental Assistance oversees the implementation of this program and acts as the agency' s liaison to Social Services. Rental Rehabilitation Program. The Housing Authority runs a Rental Rehabilitation Program that gives loans to Owners of affordable rental properties that need physical improvement and Section 8 assistance to eligible tenants to rent the property. Under this program, recipients do not have to come from the Central Waiting List and are not subject to the federal preferences. The income eligibility criterion for the Rental Rehabilitation Program is the same as for the Section 8 Certificate and Voucher programs as set forth in the eligibility section of this manual. The Housing Authority will issue a Certificate or Voucher to applicants who live in units to be rehabilitated under the Rental Rehabilitation Program; such applicants may elect to stay in place or to 'move elsewhere. For units with no tenants in place, the Housing Authority puts the renovated unit on the rental referral list for- certificate and voucher holders who are searching for a unit. The owner selects the tenant of his choosing.. All other- Section 8 policies and procedures apply. Shared Housing. HACCC operates a Shared Housing Program that allows Section 8 recipients to share an apartment or a house with another Section 8 recipient or a housemate not receiving assistance. The program is available to any Section 8 recipient. Aftercare Program. The Housing Authority administers this program on behalf of the California Department of Housing and Community Development (HCD) , which offers rental assistance to very low-income physically, mentally, and developmentally disabled families requiring continuing care. The program `is administered in accordance with state law and normal HUD requirements. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 3 The Housing Authority of the County of Contra Costa does not discriminate on the basis of race, color, religion, national origin, sex (including sexual harassment) , handicap, or age, in any of its policies, procedures, or practices. This nondiscrimination policy covers admission and access to, or treatment or employment in, all Housing Authority programs and activities. Outreach to Families. The Housing Authority of the County of Contra Costa (HACCC) will publicize the availability and nature of housing assistance for lower-income families. To reach the greatest number of eligible persons, HACCC advertisements and/or announcements will be placed in a newspaper of general circulation, minority media, and other suitable sources. Advertising will make clear that eligible families may be able to use Section 8 assistance to help pay the rent for the units in which they currently reside, as long as the units meet program requirements on standards and rent. Notices will inform all interested families of locations throughout the County that accept applications. Publicity will state that applicants on the public housing waiting list and residents of public housing are eligible for Section 8 assistance and must apply specifically for the Section 8 Housing Assistance Payments Programs to obtain it. In addition, notices will make clear that applicants on the public housing waiting list will not affect their standing on that waiting list if they apply for Section 8. Contact with Owners. The Housing Authority attracts and maintains owner interest in the Section 8 Program through publicity, staff networks, and participant outreach. Publicity and Networking. Unit inspectors and Housing Operations Department staff contact property owners and real estate agents regularly to solicit their participation in the program and to keep them informed of program changes. Owners who ask about the program receive an information booklet. Housing Operations staff is always available for questions from Owners. The Rental Referral List. The Housing Authority maintains a rental referral list through which Owners can advertise the availability of units and their willingness to accept a Section 8 participant. Owners and managers actively participate in this service. Participants rely on the list heavily. Outreach by Participants. Section 8 Certificate or Voucher Holders also perform an outreach function as they enter the rental market looking for housing. HACCC gives participants Housing Authority,.; of the County of Contra Costa Administrative P1'an for the Section 8 Certificate & Voucher Program Page 4 flyers on the program to give owners and real estate agents they meet during their housing search. The Housing Authority plans to continue these efforts and will constantly seek to improve outreach materials. DESCRIPTION OF DISCRETIONARY POLICIES The Housing Authority's Section 8 Policy Manual governs the implementation of" the Section 8 Program and gives detailed instructions to staff. A copy of HACCC' s recently revised and restructured Section 8 Policy Manual will be submitted to HUD in a separate mailing. A description of discretionary policies concerning maintaining, closing, and reopening PHA waiting lists, voluntary interju°risdictional portability, issuing/extending and denying certificates, occupancy standards, preferences, SRO housing, collecting amounts owed the PHA, informal reviews and hearings, recertifications, and directing section 8 program activities in support of local or area-wide community economic development is provided below. Waiting List Policy It is the Housing Authority' s policy to accept and process applications for the Section 8 Rental Assistance Program following applicable HUD Handbooks and Regulations. When the Authority receives new increments of Section 8 Certificates or Vouchers, applications will be taken by phone. Applications for the special sub-programs, such as Rental Rehabilitation, may be filed in person at the Housing Authority Field Offices. The Authority will take applications from all persons apparently eligible for Section 8 assistance, unless the waiting list is so oversubscribed that it is likely that only those with federal preferences will ',`be helped over the next year. If the waiting list is open, the, Housing Authority will not refuse to take applications from apparently eligible families unless there is good cause for not accepting applications (such as a denial of assistance because of action or inaction by the family) for grounds specified, in the HACCC Section 8 Policy Manual and HUD regulations. All applications will be placed on a centralized, county- wide waiting list based on federal and/or local preferences for applicant selection, and the time and date of filing. The Authority places all Section 8 applicants on the same waiting list, noting each applicant' s preference for a Certificate or Housing Voucher. ,' Applicants will be notified of how long they may expect to be on the waiting list before being offered Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 5 assistance. It is Housing Authority policy to administer the waiting list in a way that is consistent with the objectives of Title VI of the Civil Rights Act of 1964 and HUD implementing regulations. The Central Waiting List/Portability Office maintains the Section 8 and Public Housing Waiting lists. Organization of the Waiting List. The Housing Authority maintains information that permits it to select participants from the waiting list in accordance with admissions policies established in the Section 8 Policy Manual. The waiting list must contain the following information for each applicant listed: ( 1 ) applicant name; (2 ) family size (number of bedrooms the family qualifies for under HACCC' s Occupancy Standards ) ; (3 ) qualification for a Federal Preference; (4 ) qualification for any ranking preference or local preference; and (5 ) racial or ethnic designation of the head of household. Opening the Waiting List. The Section 8 Waiting list is currently closed and has been closed since 1991. When HACCC opens the waiting list, the Housing Authority will give public notice in accordance with the policy outlines in the discussion on "Outreach to amilies" above. Closing the Waiting List. If the Housing Authority decides that the existing waiting list contains an adequate pool for available program funding, the Housing Authority may stop accepting new applications or may accept only applications meeting specific criteria. Even if HACCC is not accepting additional applications, the Housing Authority will accept applications from persons claiming a federal preference unless the Housing Authority determines that the waiting list already contains an adequate pool of applicants who are likely to qualify for a federal preference. Only the Executive Director and the Director of Housing Operations are authorized to make this determination. Updating the Waiting List. The waiting list will be updated periodically to remove the names of people no longer interested in receiving Section 8 rental assistance or who no longer qualify for the program. Applicants on the waiting list are required to report their continued interest and eligibility for assistance to the Housing Authority annually. The Housing Authority will mail postcards to those on the waiting list to remind them of this requirement, when the program is experiencing very little turnover. The Director of Housing Operations decides when the agency will update the waiting list in this manner. Applicants ' names will be removed from the waiting list only in the following instances: Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 6 ® Upon the Applicant's Request in writing, placed in the applicant' s file. ® Upon the Applicant's failure to notify the Housing Authority of his continued interest in the program within ,a specified period, after clear notice of the need to so. In this situation, HACCC staff must make reasonable efforts to contact the applicant by mail and phone to find out continued interest and document each effort in the applicant' s file. Moreover, the Housing Authority must notify or make reasonable attempts to notify the applicant of its intention to take his or her name off the list; ® Refusal of offers of tenant-based assistance under both the Certificate and Voucher programs. Admission. The Housing Authority will admit an eligible applicant for participation in the Section 8 Certificate or Voucher program either ( 1 ) as a "special admission" as defined by the Housing Authority' s Section 8 Policy Manual; or (2 ) as a "waiting list admission" as defined by the Section 8 Policy Manual and HUD regulations. Except for special admission, participants will be selected from the Housing Authority Waiting List. The order of admission from the waiting list will not be based on family size, or on the family unit size for which the family qualifies under HACCC Occupancy standards. If HACCC does not have sufficient funds to subsidize the family unit size of the family at the top of the waiting list, the Housing Authority will not skip the top family to admit an applicant with a smaller family unit size. Instead, the family at the top of the waiting list will be admitted when sufficient funds are available. Further, HACCC complies with HUD regulations, which prohibit denying an applicant admission to the Section 8 rental assistance programs based on' the family suitability for tenancy, where the family lives before admission to the program, where the family will live under the program, or family characteristics. Interjurisdictiori°al Mobility Every participant in the Section 8 Certificate or Voucher program receives a copy of a fact sheet prepared by HACCC explaining the portability features of Section 8 Assistance either at their initial briefing or upon issuance of assistance to transfer from ,their present unit. A copy of the explanation is attached. The: Housing Authority maintains reference books for participants to use to research potential neighborhoods including the McCormack's Guide to Contra Costa and Solano Counties and California Cities, Towns, and Counties: Basic Data Profiles for Housing Authority,: of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 7 All Municipalities and Counties and refers participants to the Contra Costa libraries for guides on communities outside California. Besides explaining that Section 8 assistance can be used outside the Housing Authority' s jurisdiction, HACCC briefings stress that participants can use their Section 8 Certificate or Voucher anywhere in the County, even in areas they might not initially consider. Awarding, Extending & Denying Assistance Eligibility.' HACCC's Section 8 program is for families, single pregnant women, elderly persons, the near elderly, displaced persons',, a remaining member of a tenant family, disabled persons, and single persons. Statutory Reference: Section 3 the United States Housing Act of 1937 ( "the Act" ) . To be eligible for the program, an applicant must ( 1 ) qualify as a "family, " as defined by HACCC, and (2 ) be income-eligible, and (3 ) provide accurate Social Security numbers for all members of the household who are at least six ( 6 ) years of age or certify (on Housing Authority approved form) that they do not have a Social Security number. Income Eligibility. To be income eligible, the family must be either: ® A very low-income family; or o A low-income family in any of the following categories: ® A low-income family that is continuously assisted under the Housing Act of 1937 ; ® A ,low-income family physically displaced by rental rehabilitation activity under 24 C.F.R. part 511; o A 'low-income non-purchasing family residing in a HOPE 1 or HOPE 2 project; 0 A low-income non-purchasing family residing in a project subject to a homeownership program under 24 C.F.R. 248. 173; and © A Jow-income family displaced as a result of the prepayment of a mortgage insurance contract under 24 C.F.R. 248 . 165. Income Eligibility: Certificates. A low-income family residing in a HUD-owned multifamily rental housing project when HUD sells, forecloses or demolishes the project is eligible for a Certificate. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 8 Determining Income Eligibility. The Housing Authority determines whether a family is income-eligible by comparing its annual gross income with the HUD-established very low-income limit or low-income limit for the area. The applicable income limit for issuance of a certificate or voucher when a family is selected for the program is the highest income limit (for the family size) for 'areas in the Housing Authority's jurisdiction. The applicable income limit for admission to the program is the income limit for the area where the family is initially assisted in the program. The family may only use the certificate or voucher to rent a? unit in the area where the family is income eligible at admission to the program. Definition of Family. A family is a group of two or more persons who regularly live together. A family may be a single person or a group of persons. A family includes a family with a child or children. In addition, a group of persons consisting of two or more elderly persons or disabled persons living together, or one or more elderly or disabled persons living with one or more live-in aids is a family. Single Person Families. A single person family may be an elderly person, a displaced person, a disabled person, and any other single person. Children in Foster Care. A child who is temporarily absent from the home because of placement in foster care is considered a member of the family. Definition of Continuously Assisted. An applicant is continuously assisted under the 1937 Housing Act if the family is already receiving, assistance under any 1937 Housing Act program when the family is admitted to the certificate or voucher program. A family is considered continuously assisted if it experiences a temporary break in assistance no more than 30 days. Families who have experienced a break in assistance over 30 days may petition to the Assistant Director for Rental Assistance Programs for an exception. Verification of Eligibility. The Housing Authority must receive information verifying that an applicant is eligible within the periods of sixty (60) days before the Housing Authority issues a certificate or voucher to the applicant. Housing Assistants calculate Total Tenant Payment, based on verified income information. The calculations are checked and verified by the Housing Manager. Periodic audits are conducted to insure on- going accuracy of the calculations. Issuance of Certificate of Family Participation or Housing Voucher. Once HACCC decides that an applicant is eligible for t Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 9 the Certificate or Housing Voucher programs and that there is sufficient funding to award a Certificate or Housing Voucher, the Authority will issue a "Certificate of Family Participation" or a Housing Voucher to a family on the County-Wide Waiting list. The Certificate or Voucher authorizes the family to look for a rental unit suitable for the program (the "Finders Keeper' s" Policy) , specifies the appropriate unit size for the household, and sets forth both the family's and the Housing Authority' s responsibilities. HACCC will not directly or indirectly reduce any family' s opportunity to choose among the available units. Grounds for Denial of Assistance. The Housing Authority may deny assistance to an applicant under the Section 8 Program if the applicant: ( 1 ) Currently owes rent or other amounts to the Housing Authority or another public housing authority concerning Section 8 or public housing assistance. However, if the applicant pays the amount owed in full by the time they reach the top of the waiting list, the Housing Authority will consider the applicant to be eligible for assistance. (2 ) As a previous participant in the Section 8 Program, has not reimbursed the Housing Authority or another public housing authority for any amounts paid to an Owner under a HAP contract for rent or other amounts owed by the family under its lease, or for a vacated unit. However, if the applicant pays the amount owed, the Housing Authority will consider the applicant to be eligible for assistance. (3) Has engaged in drug-related or violent criminal activity as defined by HACCC' s Section 8 Policy Manual and HUD regulations. (4 ) Breaches a repayment agreement with the Housing Authority. (5 ) Has committed fraud concerning any Federal housing program. (6) Has failed to comply with the requirements under the family' s contract of participation in the Family Self- Sufficiency program. (7 ) Does not sign and submit consent forms (and have all household members sign and consent) as required by this manual and HUD regulations. Applicants denied admission are informed of their right to request an informal review. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 10 Considerations for Denials Based on Drug-Related or Violent Criminal Activity. In determining whether to deny assistance based on drug-related criminal activity or violent criminal activity (defined further in the HACCC Policy Manual) , the Housing Authority will exercise its discretion to deny or terminate assistance if evidence shows that a family member has engaged in such activity, despite whether the family member has been arrested or 'convicted. HACCC will consider all of the circumstance in each case including the seriousness of the offense and the effects that the denial or termination would have on family members;- not involved in the activity. In appropriate cases, HACCC may permit remaining members of the family to continue receiving assistance and may impose a condition that family members engaged in the proscribed activities will not reside in the unit and/or require a family member who has engaged in the illegal use of drugs to submit evidence of successful completion of a treatment program as a condition of being allowed to reside in the 'assisted unit. The Housing Authority will employ the considerations described in this section as warranted by the factual situation. Disqualification of Owners for Repeated Program Violations. The Housing Authority will not enter into HAP contracts with Owners with a history of serious and repeated violations under the Section 8 program, rules, or HACCC policy and procedures. Factors to consider in determining owner disqualification under this policy include: 0 The harm that would result to the family if the Housing Authority does not approve the contract; 0 The harm caused by the Owner's violation of the program; 0 Any actions taken by the Owner to cure program violations; and 0 The cost involved in the program violation, including money and agency time. All owner disqualifications under this policy must be submitted to the Director of Housing Operations for approval. Decisions to disqualify will be considered on a case-by-case basis; an owner recommended for disqualification by a Housing Manager may present facts it believes counsels against disqualification to the Director of Housing Operations in writing. Owners disqualified from participation from the program may request to be reconsidered after a year has passed from the date of disqualification. The Director of Housing Operations will i Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 11 consider such requests according to the considerations discussed above and any curative actions taken by the Owner since the disqualification. Briefing of Certificate/Voucher Holders. When a family initially receives a Certificate of Family Participation or a Housing Voucher or is issued a transfer Certificate or Voucher, a full explanationl'of the following shall be provided to help the family: ® Family and Owner responsibilities under the Lease and Contract; 8 How to 'find a suitable unit; a How the "housing search clock" works; o The general locations and characteristics of the full range of neighborhoods in which the Housing Authority is able, to contract and units of suitable price and quality may be found; ® Significant aspects of applicable Federal, State, and Local laws, particularly concerning fair housing; ® Applicable Fair Market Rents and the rent reasonableness test with respect to the Certificate program;; ® How the Authority determines Total Tenant Payment and the Total Tenant Rent and the housing assistance payment'' for the Certificate program; o An explanation of the Payment Standards for the Voucher program;; 0 How the housing assistance payment is computed, the incentive for selecting a unit for less than the Payment Standard, and the minimum rent the family must pay under the Voucher program; ® The family's right to obtain copies of the Housing Quality Standards, the Contract, and other pertinent documents; ® The advisability and availability of blood lead level screening for children under seven (7 ) years of age; ® The features of and difference between the Certificate Program' and the Housing Voucher Program; o Information on housing opportunities through out the area; ® Information on portability; • Procedures for moving with continued assistance; 9 Housing. Authority policy on absences from the assisted unit; ® Housing- Authority policy on vacancy loss and damage claims;; and ® Active encouragement to families to consider the Certificate or Voucher as a means of finding housing in any non-impacted area. Housing Authority, of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 12 The Housing Authority conducts these briefings on a group basis and to provide participating families adequate opportunity to raise questions and discuss information. The Supervisor of the Central Waiting List/Portability Office generally conducts the briefings for,: initial participants, with Housing Managers taking over in her absence. Housing Managers brief transfer Certificate or Voucher recipients. During the briefing the Authority staff will discuss relevant information about the availability of local community resources for whil'ch families could apply to complement their housing assistance, such as food stamps, job training, budget counseling, and work incentive programs. Families who,„ report apparent discrimination will be assisted in filling out th''e appropriate HUD discrimination forms. At the time of the briefing, the family is given a booklet with the name and phone number- of local Fair Housing agencies, an HUD, who will assist them with complaints. Terms of Certificates/Vouchers. The Certificate of Family Participation orlHousing Voucher is valid for 60 days. The participating family must locate an apartment or house and submit a Request for Lease Approval within that time. Request for 'Extension of Initial Certificate or Voucher. If a Certificate/Voucher expires or is about to expire, a family may submit the Certificate/Voucher to the Housing Authority with a request for extension. Requests for extension must be submitted to the Central Waiting List/Portability Supervisor. The Central Waiting List/Portability Supervisor will review the family's efforts to locate: a suitable unit, the problems encountered, and figure out ways the Authority could help. If the Central Waiting List/Portability ';Supervisor believes that there is a reasonable possibility thatl'the family will find a suitable unit, the Authority may grant one or more extension not to exceed 60 days. In other words, the greatest possible time a family may have to search for a unitis 120 days. Expiration of a Certificate/Voucher does not preclude the family from filing a new application for another Certificate/Voucher when application taking resumes. Requests for Extension of Transfer Certificate or Voucher. If a transfer Certificate/Voucher expires or is about to expire, a family may submit the Certificate/Voucher to the Housing Authority with a request for extension. Requests for extension for transfer Certificates/Vouchers must be submitted to the Housing Manager of the field officer administering the Certificate or Voucher. The Housing Manager will review the family' s effortsto locate a suitable unit, the problems Housing Authority of the County of Contra Costa Administrative Plan for the Section S Certificate & Voucher Program Page 13 encountered, and find ways the Authority could help. If the Housing Manager believes that there is a reasonable possibility that the family will find a suitable unit, the Authority may grant one or more extension not to exceed 60 days. Expiration of a Certificate/Voucher does not preclude the family from filing a new application for another Certificate/Voucher. Housing Vouchers Exchanged for Certificates. If a Housing Voucher was exchanged for a Certificate, the initial term and extended term are measured by the date of the Housing Voucher' s issuance. Conversely, if a Certificate was exchanged for a Voucher, the initial term and extended term are measured by the date of the Certificate's issuance. The "Housing Search Clock. " The "clock" begins to run on participants search for a unit with the date of the briefing session. When counting the number of days the family has to find a suitable unit, the clock stops ticking when the family submits a Request for Lease Approval. The clock resumes ( 1 ) if the unit fails inspection;, (2 ) the Owner elects to cancel the Request; or (3 ) HACCC did not approve the unit for any reason. The Housing Search Clock will toll when a participant is physically unable to search for housing due to hospitalization or other extreme situation beyond his or her control. Requests to Exchange Type of Assistance. A Certificate holder may request to be issued a Housing Voucher in exchange for a Certificate and visa-versa. It is HACCC policy to comply with HUD regulations that require the Authority to exchange the Certificates for °Housing Vouchers, or the reverse, if the type of assistance sought is available at the time of the request. Transfer Certificate or Vouchers for Participating Families. Subject to the availability of Annual Contribution authorization and the participant's eligibility for continued participation, HACCC will issue a "transfer" Certificate or Voucher to a qualified assisted family who wishes to move to another unit. Transfer Certificates or Vouchers will be issued to assisted families who are required to move for no fault of their own, such as an increase or decrease in family size or natural disaster. Determination of Continued Participation Upon Family Break- Up. The following policies govern continued participation upon family break-up: Domestic Abuse. Subject to the availability of Annual Contributions Contract authorization, when the person alleged to have engaged in physical abuse leaves the assisted unit and the abused party remains in the household, either with or without dependents, the abused party Housing Authority,. of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 14 remaining in the assisted unit may receive the benefit of continued assistance. If a party is forced to flee an assisted unit for fear of domestic violence, the abused party may be awarded a transfer Certificate or Voucher to move to another unit. Verification of domestic abuse for purposes of allocating assistance when a family breaks up will be determined according to verification procedures established for the federal preference. Death of Head of Household. Federal regulations make remaining family members in an assisted unit eligible for continued assistance upon the death of the head of household. Often, however, the remaining are minors in need of an adult 'presence. It is the Housing Authority's policy to permit adult family members and other adults with a demonstrated, verifiable connection to the children in the assisted unit to replace the deceased head of household, as long as the adult meets the eligibility requirements of the program and the unit Owner consents. In such a situation, the adult entering the household will not have any continuing right to Section 8 assistance, as a remaining family member or otherwise, if the minor children leave the unit. Abandonment by Head of Household. If the Head of Household abandons the unit, leaving minor children or other remaining family members, the remaining family members may continue to receive assistance. If all the remaining family members are minor children, an eligible adult family member or person with a demonstrated, verifiable connection to the children may be permitted to reside in the unit and assume head of household status. The adult assuming head of household status must meet the eligibility requirements of the Section 8 program and obtain consent from the unit Owner. In such a situation, the adult entering the household will not have any continuing right to Section 8 assistance, as a remaining family member or otherwise, if the minor children leave the unit. Divorce/Separation of Families without Children. In the event of a divorce or separation of an assisted family that does not have minor children in the home and the divorce/separation is unrelated to domestic abuse, the person remaining in the assisted unit will continue to be assisted. If there are unusual circumstances that show that the above policy would present an undue hardship for the person leaving the assisted unit because locating alternative housing may be especially difficult due to a disability or handicap, she may petition the Assistant Director of Rental Assistance Programs for a transfer Housing Authority of the County of Contra Costa Administrative Plan for the Section S Certificate & Voucher Program Page 15 Certificate or Voucher. The determination of whether to grant such a, request will depend upon the factual situation, availability' of Annual Contributions Contract authority, and possible effects on the Section 8 waiting list. Divorce/Separation of Families with Children. In the event of divorce or separation of an assisted family with children, the adult with custody of the children will continue to *eceive the assistance. If the adults have joint custody, the person listed as head of household will retain the assistance. The allocation of assistance in response toiother custody arrangements will be considered by Housing Managers on a case-by-case basis in consultation with the Assistant Director for Rental Assistance Programs. Factors to be considered in such cases include: the availability,: of Annual Contributions, which adult is listed as head of household, the duration of time the child or children spend with each adult and the possible effect on the HACCC waiting list. Grounds for ;Termination of Assistance to Families. The Housing Authority may terminate housing assistance payments under either the Certificate or Voucher program on behalf of a participant under`' an outstanding contract or refuse to issue a transfer Certificate or Voucher: ( 1 ) If the participant has committed any fraud concerning any federal housing assistance program. (2 ) If the participant has violated any family obligation as set forth in the HACCC Policy Manual and HUD regulations. (3) If the participant has breached a repayment agreement with the Housing ,Authority. (4 ) If the participant fails to comply with the requirements of the family' s contract of participation in the Family Self- Sufficiency Program. (5 ) If the participant, or any member of the participant' s household, does not sign and submit consent forms as required by '"this manual and HUD regulations. (6 ) The family' s Total Tenant Payment is sufficient to pay the full gross tent and one year has elapsed since the last assistance payment was made. (The unit remains under HAP Contract for a full year unless the family moves. ) Notice to Owners and Participants. The Housing Authority shall give the Owner and the family at least 30 days notice f. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 16 of termination of assistance. The participant' s notice will contain the following information: ® The reasons for the termination; s The effective date of the termination; ® The right to request an informal hearing under HACCC' s Informal Review and Hearings Policy; ® Procedures for requesting an informal hearing; s Notice that the family will be responsible for paying full market rent to remain in the unit. The owner's 'notice will include the following information: ® The effective date of the termination; ® The families right to request an informal hearing and the impact of a hearing request on the effective date of termination; and ® Notice ,that the family will be responsible for paying full market rent to remain in the unit. In recognition of the serious impact termination of assistance could have on participants, it is HACCC policy to make every effort to contact the family personally before resorting to a 30-day notice. Attempts will be made to contact the family by letter and phone to schedule a face- to-face meeting to discuss the circumstances that could lead to a termination before issuing a formal termination notice. Cancellation' of Other Contracts & Owner Disqualification for Repeated ProgramViolations. In certain cases, the Housing Authority may decide to cancel all contracts or decline to enter into future HAP contracts with Owners who have a history of serious and repeated violations under the Section 8 program, rules, or HACCC policy and procedures. Factors to consider in determining owner cancellation and/or disqualification under this policy include: a The harm that would result to the family if the Housing Authority does not approve the contract; ® The harm caused by the Owner' s violation of the program; 0 Any actions taken by the Owner to cure program violations; and 0 The cost involved in the program violation, including money and agency time. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 17 All owner cancellations/disqualifications under this policy must be submitted to the Director of Housing Operations for approval. Decisions to disqualify will be considered on a case- by-case basis; an owner recommended for disqualification by a Housing Manager may present facts it believes counsels against disqualification 'to the Director of Housing Operations in writing. Owners disqualified from participation from the program may request to be reconsidered after a year has passed from the date of disqualification. The Director of Housing Operations will consider such requests according to the considerations discussed above and any curative actions taken by the Owner since the cancellation/disqualification. Occupancy Standards The Authority' s occupancy standards govern the number of bedrooms required to accommodate a family of a given size and composition. Certificate and Voucher awards based on bedroom size will be consistent for all families of like composition. In general, the standards permit two persons to occupy each bedroom, plus one person for the unit. The following standards accommodate the need to avoid overcrowding, increase housing opportunities, and to meet California Department of Fair Employment and Housing guidelines aimed at preventing discrimination against families with children. The maximum occupancy will require completion of an Occupancy Standards Waiver. For the �,minimum occupancy listed for the four and five bedroom Certificate/Vouchers, medical need for separate bedrooms must be documented. Participants who opt to be placed on the Waiting List fora Certificate/Voucher for the smallest bedroom size they are eligible for will not be considered for a transfer Certificate or Voucher listing more bedrooms unless family circumstances change. Number of Maximum Persons in Minimum Persons Bedrooms Unit in Unit One Bedroom Three People One Person Two Bedrooms Five People Two People Three Bedrooms Seven People Three People Four Bedrooms Nine People Four People** Five Bedrooms Eleven People Five People** ** Assumes a medical need for separate bedrooms. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Pacre 18 Occupancy Considerations. HACCC assignment of Certificates or Vouchers willtake into account the following considerations (See "Application of Occupancy Standards Chart" ) : Separate Bedrooms for Different Generations. It will not be necessary for persons of different generations or opposite sex, other than husband and wife, to occupy the same bedroom. An exception may be made for infants and young children up to the age of two or at the request of the family. Separate Bedrooms for Medical Reasons. For verified reasons of health (old age, physical disability, etc. ) , a separate bedroom maybe provided for an individual family member; Children Under the Age of Two Share Bedrooms. Two children, regardless of gender, are expected to share a bedroom until the youngest child reaches age two. Same Sex Children Share Bedrooms. Two children of the same sex are expected to share a bedroom, regardless of their ages. Living Room `Not Used as Bedroom. The living room will not regularly be used as a bedroom. Single Parent Has Own Bedroom. A single head of household parent shall not be required (but may choose) to share a bedroom with his/her children. Separate Bedroom for Non-Related Live-in Aide. A live-in care attendant who is not a family member will not be required to .share a bedroom with another household member. Special Circumstances Regarding Family Composition. Unborn children, minor children who are in the process of being adopted or placed into the custody of an adult in the household, foster children, and children who are temporarily absent from 'the home due to placement in foster care will be counted in determining applicable bedroom size. In addition, children and young adults who are away at school, but who live with the family during school recesses, may be counted in determining appropriate bedroom size. Children who are temporarily absent from the home according to the terms of a joint custody agreement may be counted in determining appropriate bedroom size. Assignment of a bedroom for children of whom the assisted parent does not have full or joint custody will depend on the terms of the custody decree. Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 19 Exceptions. The Central Waiting List Supervisor and Housing Managers may make reasonable exceptions to these guidelines and standard's. This discretion will be exercised on a case-by case' basis. Exceptions must be documented by an Occupancy Standard Waiver. Preferences HACCC employs both federal and local preferences. Federal and local preferences are to be administered in a way that is consistent with HUD' s affirmative fair housing objectives. Federal Preferences: Applicants are entitled to a federal preference if they can document that they have been: o Living in substandard housing (including being homeless or living in a homeless shelter) ; ® Paying more than 50% of their income for rent, or 0 Involuntarily displaced and not living in standard, replacement housing or will be involuntarily displaced within no more than 6 months from the date of the certification by the family or verification by the Housing Authority. Applicants may qualify for more than one federal preference. Each federal preference category is further defined in HACCC' s Policy Manual. Local Preferences: HACCC gives local preference to applicants: ® Who are families of Veterans or Servicemen, or • Who reside, work, or have been notified that they are hired to work in the Housing Authority' s jurisdiction. No minimum period of residency is required. (Residents of the cities of Pittsburg and Richmond do not qualify for this residency preference because each has a housing authority running a Section 8 Program. . ) Local preferences are used in selecting among applicants without regard to their federal preference status. Ten percent of the certificates and vouchers made available for occupancy per fiscal year may be awarded to local preference holders. Each local preference is defined fully in the definition section of HACCC' s Policy Manual. The local preference limit of ten percent of new admissions only applies to the admission of an applicant from the waiting list. A 'special admission is not counted against the local preference ;limit. In addition, the local preference limit does not apply when an applicant is received in HACCC's program under portability procedures. Housing Authority of the County of Contra Costa Administrative Plan for the Section S Certificate & Voucher Program Page 20 Use of Preferences in Admission. In selecting applicants, the Housing Authority determines if an applicant qualifies for a federal preference or a local preference. Local preference governs selection among applicants that do not qualify for a federal preference. Priority Ranking System. To administer the local preferences discussed above, the Housing Authority follows a priority ranking 'system that assigns points to applicants based on their preference category. The federal preferences are not combined or aggregated in any manner. Applicants are considered on the basis of `any federal preference they can verify. The local preference 'is employed to rank those qualifying for a federal preference. The priority points are as follows: Federal Preferences 4 points Local Preferences Residents 1 point Veterans or Servicemen 2 points Usually, applicants with the highest number of priority points will be awarded assistance first. In the event that two applicants have equal priority points and similar needs, the first to apply for assistance, based on date and time on the application, will be assisted first. Preferences for Elderly Families and Displaced Persons Over Single Persons. HACCC complies with HUD regulations requiring the Housing Authority to give preference to a family (with or without a federal preference) whose single member is a displaced person or whose head or spouse or single member is an elderly person or a disabled person over a single person (with or without a federal preference) who is not elderly, disabled, or displaced. Prohibition of Preference for Applicants Evicted for Drug- Related Criminal 'Activity. The Housing Authority will not give a federal or local ,preference to an applicant if any member of the family is a person who was evicted from housing assisted under the Housing Act of 1937 during the past three years because of drug-related criminal activity. However, the Housing Authority may give an admission preference in any of the following cases: ( 1) HACCC determines that the evicted person has successfully completed a rehabilitation program approved by the Housing Authority; (2 ) HACCC determines that the evicted person clearly did not participate in or know of the drug-related criminal activity; or (3 ) HACCC determines that the evicted person no longer participates in drug-related criminal activity. Informing Applicants About Preferences. The Housing Authority must inform applicants about available preferences. Housing Authority, of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Pane 21 The Housing Authority must give applicants and opportunity to show that the qualify for available preferences. Method of Selection. The Housing Authority selects among applicants on the"" waiting list with the same preference status by date and time of fapplication. Recertifications Regular Reexamination. The Housing Authority will reexamine the incomes and family composition of participants at least once a year (normally on the anniversary date of the effective date of the lease) to determine continued eligibility and make any adjustments in the family contribution for rent. During the regular re-exam the Housing Authority will also review changes in family size that might require a change to the amount of bedrooms entered on the Certificate or Voucher. Participants whose family composition has either reduced or increased are not required to move from their current unit. Rather, the number of bedrooms reflected on their Certificate/Voucher must be changed. Thus, if a family is overhoused, but its unit is within the Fair Market and reasonable rent for the smaller unit or the Owner will accept a lower rent, itlidoes not have to move. Units will also be inspected to ensure compliance with Housing Quality Standards. Interim Reexamination. The Authority will conduct interim reexaminations under the following circumstances: ® The family reports a decrease in household income (lasting more than 30 days ) , v The family reports an increase in family composition due to 'marriage, birth, adoption, or other addition to the household; or ® The family reports a decrease in family composition due to divorce, death, institutionalization, or other reduction. Temporary Determination of Income and Special Reexaminations. When it is not possible to estimate projected family income upon admission or regular reexamination because the person or family's circumstances are unclear, the Authority will make a temporary 'determination of income and schedule a special reexamination. If the person' s or family' s economic circumstances have not stabilized by the date of scheduled special reexamination, the Housing Authority will extend the reexamination. The Housing Authority will make temporary determinations in the following cases: ® the person/family has no income and no prospect of income,' or Housing Authority; of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 22 ® the person/family' s sole source of income is unemployment compensation. In the case of a participant reporting zero income, a special reexamination must be scheduled in 30 days. In the case of a participant reporting unemployment compensation as the sole source of income,!, special reexams may be scheduled up to 90 days after the temporary determination. Shared Housing The Housing Authority administers a individual lease shared housing program. Administrative guidance is provided to staff through the HACCC Policy Manual. Single Room Occupancy Housing HACCC does not have an SRO Housing Program. Collecting Amounts Owed to HACCC The Housing Authority collects funds owed to the agency from participants throiugh repayment agreements. Applicants to either the Section 8 or the public housing programs will not be assisted until they have repaid their debts to the Housing Authority in full. The Housing Authority may deny a participant' s request to move under the Section 8 Program with continued assistance if he or she owes a debt to the Housing Authority. Such participants will be offered the repayment agreement option, but will not receive transfer assistance until he or she establishes a pattern of regular, on-time payments on the agreement. Amounts owed by Owners with HAP Contracts with the Housing Authority are collected by deducting amounts from future checks, repayment agreements, or other means as appropriate to the circumstances (in'cluding court process or collection agencies) . Housing Quality Standards and Inspections HACCC assigns six unit inspectors to the Section 8 Program. The Unit Inspectors determine if units selected by participants meet Housing Quality Standards as set forth at 24 C.F.R. 882 . 109 & 887 .251. A Unit Inspector will conduct inspections by appointment prior to any lease approval. The inspector will use an inspection form provided by Section 8 Regulations for Housing Quality Standards to which all approved housing must conform. Emphasis will be ,placed on detecting possible Lead-Base Paint hazards, especially if young children are to occupy the unit. Housing Authority of the County of Contra Costa Administrative Plan for the Section S Certificate & Voucher Program Pane 23 To assure the best use of the inspector' s time, inspections will be scheduled for a day which is convenient for both the tenant and the inspector. Effort will be made to have both owner and tenant present at the initial inspection. Inspection forms to be used are those approved by HUD. For families who are Spanish-speaking,` a Spanish-speaking inspector will be present during inspection and negotiation. Owners whose units fail the inspection will be notified by the PHA through the mail and given an explanation on. why the unit failed; such notification shall be given within one '( 1 ) week following the inspection. Reinspections will be arranged on a day that is convenient for both the owner and the Unit Inspector so that reinspection may take place. Inspections will be made in as timely a manner as possible, in most instances within five days after the receipt of the Request for Lease Approval. A record of all dates will be kept on file. The progress and effectiveness of each individual Unit Inspector will be monitored through the use of a "Unit Inspector' s Monthly Inspection Log" which each inspector is required to complete and submit to their immediate supervisor, the Housing Manager. This monthly inspection log will enable the Housing Manager to evaluate outcomes by all Unit Inspectors for whom they are accountable. Additionally, a copy of each "Unit Inspector's Monthly Inspection Log" will be sent to the Department of Housing Operations for an agency wide cross- tabulation and an of outcomes by individual Unit Inspectors and management entities within the agency. Results of the agency-wide analysis will be shared with each Housing Manager to assure consistentand uniform application of Housing Quality Control Inspections. Quality Control Inspections. The Housing Authority will monitor Housing Quality Standards Inspections through the use of Quality Control Inspections. The primary purpose of the Quality Control Inspections will be to assure that only those units which meet the Housing Quality Standards are approved for program subsidies. Quality Control Inspections will also serve to catch inadvertent errors made by Unit Inspectors, provide data on the competence and consistency of the inspection staff and encourage higher levels of 'performance. The Housing Authority will conduct Quality Control Inspections for at least 5% of the approved units for both the Section 8 Certificate and Housing Voucher Programs. The sample will contain units inspected by each of the Housing Authority's Unit Inspectors. It will also contain random samples within each category of inspections (initial, annual and special) and units undergoing both initial and annual inspections. Units Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 24 that have been failed by the Unit Inspector will also be included in the 5% random `sample. Quality Control Inspections of units inspected by Unit'; Inspectors will be conducted monthly by the Housing Manager. The Housing Manager' s Quality Control Inspection will be compared ,with the Unit Inspector' s original inspection. Any differences between the Quality Control Inspection and the original inspectilbn will be discussed in detail in order to determine the basis on which each inspectors's decision was made. Results of the Housing Manager' s Monthly Quality Control Inspection will be submitted to the Department of Housing Operations for review and analysis. The Department of Housing Operations will be responsible for assuring that the 5% random sample requirement is being met by the Housing Authority. The Director of Housing Operations will also be responsible for implementing on-going HQS training for Unit Inspectors. I Quality Control Inspections will be on a sequential basis, that is, first there is an original inspection of the unit by the Unit Inspector (whether initial, annual, or special ) , and then the Housing Manager returns to perform a Quality Control Inspection. The Housing Manager will randomly select units inspected in the month preceding the month in which the Quality Control Inspection is conducted. For training purposes the Housing Manager may conduct simultaneous quality control inspections, that is, the Housing Manager and Unit ;Inspector will conduct the inspection at the same time and discuss differences immediately thereafter. Lease Approval and HAP Contract Execution The Unit Inspector will determine rent reasonableness. Rent reasonableness for both the Section 8 Certificate and Voucher Program in accordance with HUD regulations governing each program. HACCC exercises its discretion to reject a rent as unreasonable under the Housing Voucher program if the market is not functioning normally or where families are not able to negotiate reasonable rents on their own due to a concentration of ownership among few owners or where rent charged to voucher holders exceed those charged to certificate holders in comparable units. Such determination will be based on existing published Fair Market Rent Schedules, market conditions, comparable unit size and unassisted rent levels for the area. The Housing Manager will review the owner's lease to insure that it contains no prohibited clauses. Owners will be encouraged to use a standard lease adopted by this Agency. Once the lease has been approved and the inspection passed, the HAP Contract will be executed by a HACCC Housing Manager. The owner and the family will consider such execution as approval by HACCC to provide Housing Authority' of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 25 housing assistance. The family will move into the unit on the scheduled date for occupancy. The PHA staff anticipates that the time needed for inspection and lease approval will be approximately one ( 1 ) week. The owner will be° informed of this time factor and the staff will request that the owner not rent the unit during this period to a party other than the certified family. Payment to owners Once a HAP Contract has been signed with the Owner and Housing Manager, it is forwarded to the Fiscal Department to be processed for payment. There is a maximum turn around of four (4 ) days for new contracts; thereafter the Owner receives the assistance payment prepaid to be mailed on the last day. Annual adjustments to contract rents for the Section 8 Existing Contracts will be negotiated by the Unit Inspector after making an inspection of the unit and determining rent reasonableness. The negotiated rent will not exceed the applicable Annual Adjustment Factor (AAF) published in the Federal Register unless it is insufficient to compensate the Owner for the requested rent. In such cases the Unit Inspector may renegotiate the contract the contract rent within the Fair Market Rent limit so long as it is reasonable and does not exceed rents being charged for comparable unassisted units. Contract rents will be renegotiated as a last resort and only if the Owner will evict the family or not renew the lease at the Annual Adjustment Factor generated rent. The Fiscal Director will determine affordability adjustments to the Payments Standard under the Housing Voucher Program. Participating families will be advised at the time of their annual reexamination of income if the Agency has adopted an Adjustment Standard Schedule. An Owner's request for special adjustments will be evaluated by referring to all available evidence which supports or disputes the Owner's claim. If deemed warranted, the request will by sent to the HUD Area Office with a recommendation for approval. There are no special rent adjustment provisions for Voucher Contracts. Payment claims for damages or loss of rent due to irresponsible tenants will be investigated by the Housing Manager. Before 'payment is authorized, a letter will be mailed to the family at their last known address to advise them of their liability for this claim. Housing Authority' of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 26 Affordability Adjustments-Housing Voucher Program To assure continued Affordability the Housing Authority may, at its discretion, make annual affordability adjustments in order to assure that it is providing "affordable housing" opportunities to participants in the Section 8 Housing Voucher Program. Housing will, be deemed to be affordable when the Total Tenant Payment does not exceed 30% of the Voucher Participants monthly adjusted income. The method that will be used to calculate "Affordable Housing" is described below: Total Tenant Payment = 30% Monthly Adjusted Income = Affordable Housing On an annual basis the Housing Authority will conduct an "Affordable Housing" analysis to determine the possible need for an affordability adjustment. The primary information to be used when considering the need for, and amount of, an affordability adjustment will be the percent of participant income going towards the cost of housing. Other information that may be considered is the, availability and demand for housing in the private rental market. Utility Allowances Determining any needed revisions to the schedule of allowances for utilities and other services will be done on an annual basis by surveying utility costs and consumption rates with local utility companies. The Housing Authority will then make recommendations to HUD on possible allowance revisions. Utility allowances will be given based on actual size of the unit occupied and not :the bedroom size appearing on the certificate or voucher. The Utility Allowance Schedule is attached. Termination of Tenancy and Family Moves Families who notify the PHA that they wish to move will be instructed on the proper steps to take to ensure that they qualify for continued assistance. The Housing Manager will, in a timely manner, investigate and discuss any problems that the owner or tenant are having to try to resolve the problem. Matters that are related to eviction will be considered as urgent situations and every effort will be made to expedite a resolution as soon as possible. Informal Reviews and Hearings Applicants denied assistance are notified in writing of the decision and their right to request an informal review. Housing Authorityjof the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 27 Applicants on the waiting list or otherwise denied a federal preference are noitified of their right to request a meeting to discuss the decision. Assisted families are advised in writing of an intention to reduce or stop assistance. Such participants are also advised 'of their right to an informal hearing. HACCC's Informal Review and Hearing Procedure is attached. Monitoring Program Performance The Director of Housing Operations will oversee the work of the Housing Managers to insure consistency with outreach goals and compliance with the Equal Opportunity Housing Plan for lower income and very low income applicants. Housing market surveys will be done to prepare documentation for any requests for adjustments of fair market rents which might be necessary. As problems and discrepancies arise, Housing Management staff will be instructed to try to resolve all such matters at their level; however, if they are unable to do so, it will be brought to the attention of the birector of Housing Operations and the Assistant Director for Rental Assistance Programs. In addition, Quality Control Specialist will periodically review program operations according to HACCC' s Internal Audit Policy. All records 'and reports will be kept and prepared in accordance with the HUD Regulations and Guidelines pertaining thereto. Operating Reserve' Threshold HACCC's threshold for operating reserve expenditures may not exceed $100, 000 without prior approval from the HACCC Board of Commissioners. Further, the Board must make a determination that the expenditureslare necessary and reasonable for other housing purposes consistent with the Housing Authority' s authority under state and local law. Staffing Allocation Plan This agency is a county housing authority with a jurisdiction spanning 50 miles. Because of this, most program administration takes place in seven satellite office throughout the County, the majority of which are in public housing developments. Satellite offices are headed by a Housing Manager who oversees the 'work of Housing Assistants and Housing Clerks. Most Housing Managers are also responsible for some public housing program administration. Six unit inspectors are assigned to the Section 8 'Program, supervised by a Housing Manager. The waiting list andi,portability functions of the program are handled by a separate office headed by a Central Waiting List/Portability Supervisor staffed by two Housing Assistants. Twenty four Housing Authority of the County of Contra Costa Administrative Plan for the Section 8 Certificate & Voucher Program Page 28 Housing Assistants/Housing Clerks are responsible for the majority of consumer contact regarding continued eligibility and other program issues. A Family Self-Sufficiency Coordinator runs that program. The Director of Housing Operations and two Assistant Directors monitor the field offices and set Housing Authority policy �'in consultation with the Executive Director. A Quality Control Specialist also monitors program performance. Using Section 8 t10 Foster Housing & Community Development The Rental Rehabilitation Program described above is a significant contribution to the revitalization of Contra Costa communities. In 'iaddition, the Housing Authority works closely with the community development departments in the County and the cities on housing and community development strategies. September 1994 i