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MINUTES - 09242002 - HA.2
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: September 24, 2002 SUBJECT: SECTION 8 ADMINISTRATIVE PLAN SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: ADOPT Resolution No. 5030 amending the Section 8 Administrative Plan dated April, 2002. II. FINANCIAL IMPACT: None. III. REASONS FOR RECOMMENDATION/BACKGROUND The U. S. Department of Housing and Urban Development (HUD) regulations rewire 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 interjurisdictionai portability, issuinglextending and denying certificates, occupancy standards, preferences, SRO housing, collection 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 attached modifications revise the Administrative Plan approved by the Board in October, 1998 to include recent changes in HUD Regulations and other changes in policy. A copy of the Executive Summary of revisions to the Section 8 Administrative Plan is attached for your review. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to adopt Resolution No. 5030, the Housing Authority would be unable to implement the proposed changes to the Section 8 Program. CONTINUED ON ATTACHMENT: YES SIGNATURE .w RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON September 24, 2002 APPROVED AS RECOMMENDED X OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A XUNANIMOUS (ABSENT Norte ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED September,24, 2()02 JOHN SWEETEN,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR J�" P IP.fBY � � 'DEPUTY H:\JudyHayes\MSOFF'ICE\WINWORD\BOARD\BO-Section 8 Admin Plan Revisions.DOC U THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5030 RESOLUTION APPROVING THE SECTION 8 ADMINISTRATION PLAN FOR THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA WHEREAS, the Contra Costa County Housing Authority ("PWA") administers a Section 8 Program; and WHEREAS, the 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; and WHEREAS, recent changes in HUD Regulations and agency policy are included in the Section 8 Administrative Plan, NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of the County of Contra Costa that the Section 8 Administrative Plan set forth as required by the U. S. Department of Housing and Urban Development (HUD) become effective immediately. PASSED AND ADOPTED ON September 24, 2002 by the following vote of the Commissioners. AYES: GioiA:, ummm, GMM DesAUINiNEt, GOER and MMA NOES: ABSENT: NGn ABSTAIN: NM I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED sWMMM 24, 2002 JOHN SWEETEN, CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY I t s8admin HOUSING AUTHORITY Of THE COUNTY Of CONTRA COSTA al�ardaole€sousing solutions Executive Summary April 2002, Section 8 Administrative Plan The proposed 2002 Administrative Plan is a written document that describes haw the Housing Authority will establish local policies to administer the Section 8 program according to HUD requirements. The plan states Housing Authority policies on matters for which the agency has discretion. The Administrative Plan is a supporting document to the Public Housing Agency Plan. In summary, the attached modifications revise the Administrative Plan approved by the Board in October 1998 to include recent changes in HUD Regulations and other changes in policy. The 2002 Administrative Plan is pending implementation upon acceptance by the Advisory Housing Commission and approval of the Beard of Commissioners. The Department of Housing and Urban Development (HUD) allows public housing agencies (HAs) broad discretion to adopt local policies for operation of the tenant-based programs. This plan reflects the exercise of those policy choices in a balanced approach consistent with the mission of the agency. Sections required by HUD regulations are indicated by citation to the Cade of Federal Regulation. The Section 8 Housing Choice Voucher Administrative Plan is not a comprehensive statement of the Housing Authority's procedures for program administration, but is intended to provide applicants, participants, owners, and the public with a basic understanding and guidance of the Housing Authority's Section 8 program. Changes to the revised 2002 Section 8 Administrative Plan: 1. Improved living conditions for very-low-income families by expanding and clarifying the administrative procedures for identifying and correcting Housing Quality Standards (HQS) deficiencies. Chapter 10 has been revised to include specific types of HQS deficiencies and time standards for repairs. 2. Significant changes in the citation of the Cade of Federal Regulations (CFR) are included. The Administrative Plan has been updated to make reference and citation to the updated CFR. These changes in the regulations are a result of statutory changes in the United States Housing Act of 1987. On October 21, 1998, President Clinton signed into law the 3133 ESTUDIL.LO STREET•P0.BOX 2759 0 MARTINET,CALIFORNIA 94553*PHONE (925)372-7400 FAX(925)372-0236 wvm contracostahousing.org Executive Summary Section 8 Administrative Plan Housing Authority of Contra Costa 8. Quality Housing and Work Responsibility Act (QHWRA) of 1998. The QHWRA constitutes a substantial overhaul of HUD's public housing and Section 8 assistance programs. 4. Clarification on other housing services administered by the Housing Authority is provided. Specifically, the Administrative Plan now includes Chapter 19, Shelter Plus Care, Chapter 29, Family Self-Sufficiency, and Chapter 21, Family Unification Program. 5. A glossary has been included to provide the definition of acronyms and terms used in the Section 8 Program. 6. Chapter 22, Program Integrity, has been inserted in the Administrative Plan. This chapter outlines the Housing Authority's policies for the prevention, detection and investigation of program abuse and fraud. This chapter also establishes specific procedures for staff to follow in uncovering and taking on alleged program abuse. The Program Integrity chapter is a HUD requirement as per CFR 982.54 The Housing Authority is responsible for complying with all subsequent changes in HUD regulations pertaining to these programs. If such changes conflict with this Plan, HUD regulations will have precedence, and the Administrative Plan will be revised accordingly. y ti 1 III Ons cif Contra costa Aut � tryof �h ditto Stfeet oosi 3133 -Stu' GA 94553 fi�art ��� -24()2 SECTION ADMINISTRATIVE PLAN April 2002 Chapter 1 Statement of policies and Objectives Chapter 2 Eligibility for Admission Chapter 3 Applying for Admission Chapter 4 Establishing preferences and Maintaining the Waiting List Chapter 5 Subsidy Standards Chapter 6 Factors Related to Total Tenant Payment Determination Chapter 7 Verification procedures Chapter 8 Voucher Issuance and Briefings Chapter 9 Request for Approval of 'tenancy and Contract Execution Chapter 10 Housing Quality Standards and Inspections Chapter 11 Owner Rents, lent Reasonableness and Payment Standards Chapter 12 Recertificatlons Chapter 13 Moves With Continued Assistance/Portability Chapter 14 Contract Terminations Chapter 15 Denial or Termination of Assistance Chapter 16 Owner Disapproval and Restriction Chapter 17 Owner or Family Debts to the HA Chapter IS Complaints and Appeals Chapter 19 Shelter plus Care Chapter 20 Family Self-Sufficiency Program Chapter 21 Family Unification Program Chapter 22 Program Integrity GLOSSARY Chapter 1 STATEMENT OF POLICIES AND OBJECTIVES INTRODUCTION The Section 8 Program was enacted as part of the Housing and Community Developrnent Act of 1974, which recodified the U.S. Housing Act of 1937. '-The Act has been amended from time to time, including the important Quality Housing and Work Responsibility Act of 1998 (QHWRA) and its requirements, including subsequent HUD instructions as they appy to the ection 8 Housing Choice Voucher Program, are described in and eeteU rrisgn this Administrative Plan. Administration of the Section 8 Program and the functions and responsibilities of the Housing Authority (HA) staff shall be in compliance v ith the HA's Personnel Policy and the Department of Housing and Urban Development's (HUD) Section 8 Regulations as well as all applicable Federal, State, Local and Fair Housing Laws and Regulations, A HOUSING AUTHORITY OVERVIEW he rousing Authority of the County of Contra Costa (HACCC) was established in 1942. HACCC currently owns Public Housing consisting of ,254 units and 82 Low Income Housing Tax Credit Units. The Housing Authority is a public housing agency as defined in the United States Housing Act of 1937, as amended, and in 24 C.F.R. Chapter VIII. T n addition, the Dousing Authority administers approximately 6,100 units under the Housing Choice Voucher Program. This enables us to provide housing and :ental assistance to low-income individuals and families with the availability of 7,436 dwelling units. The Housing Authority administers program and services in the ninth most populous county in California, with its population reaching approximately 930,000 as of January 1, 2086. The Housing Authority's jurisdiction covers about 733 square miles. However, the City of Richmond, and the City of Pittsburg administer their own respective section 8 programs. The western and northern shorelines are highly industrialized, while the interior sections are suburban/residential, cornmerciai and 'light industrial. 4/2002 ,Admin Plan 4 �it�ttfii7 Mu, !* i i:imnle p Concord ■�J�kt> r P 1 Pt9a*MA iiia s � Ji #t 4 Lafayefte s sirrtrill Ram 1-his variability of regi ins translates into an enormous challenge In the effective administration of the voucher program. Reducing the geographic isolation of ImAi-1ric+..me families is one of the key objectives of the HACCC. By identifying key geographic regions we are establishing multiple payment standards there by promoting tenant mobility and beginning deconcerntration of tenant based assistance in some of our concentrated lower income areas. We believe that neighborhood conditions influence the employment.. income, educational achievement, and social well being of low- income families. Even gre;-ter flexibility in establishing exception payment standards consistent with the changing rental mrket is crucial in bath minimizing the financial and administrative impact to the Housing Authority and more importantly provide stability for families trying to move out of poverty areas. The Housing Authority of the county of Contra Costa Is committed "n providing affordable housing solutions with the highest level of customer service. 4/2002 Admin Mar �- 2 B. PURPOSE OF THE PLAN (24 CFR 982.541 The purpose of the Administrative Plan is to establish policies for carrying out the programs in a manner consistent with NUC requirements and local objectives. The Plat covers both admission and continued participation in these programs. Policies are the same for all related programs unless otherwise noted. The HA is responsible for complying with all changes in ;BUD regulations pertaining to these programs. If such chances conflict with this Plan, HUD regulations will have precedence. The Board of Commissioners of the agency must approve the original Plan and any changes with a c=opy provided to HUD. C. LOCAL OBJECTIVES 24 CFS. 982.10] The -ection 8 Program is designed to -:achieve three major objectives: 1. To provide decent, safe, and sanitary housing for very love-income families while maintaining there rent payments at an affordable level. 2. To provide an incentive to private property owners to rent to very low ncome famines by c>ffering timely assistance payments. 3. To promote freedom of Dousing choice and spacial deconcentration yr very low income families of all races and ethnic backgrounds. �n addition, the HA has the following goals for the program: I . T o assist the local economy by i; creasing the occupancy rate and. the amount of funding flowing to the community. 2. To continue to provide rental options in a community where very few exist. 3. To encourage self-sufficiency of participants. D. ADMINISTRATIVE FEE RESERVE 24 CFS 982.54() (22)] All expenditures from the administrative fee reserve will be approved by the Executive Director or his/her designee in accordance with the fiscal budget approved by the Board of Commissioners. 4/12002 Admin Plan 1- 3 E. RANGE OF PROGRAMS he Housing Authority's aim is to administer the Section 8 Program to permit the vvidest range of ;sousing opportunities for luno--income Contra Costa County residents, To help meet this ;foal, the Housing Authority has sub- programs that target special populations and neighborhood revitalization efforts. A description of these pr=ograms is provided below. "r he Housing Authority of the County of Contra Costa does not discriminate based on race; color, religion, national oriciin, 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. The Family Self Sufficiency Program The Family Self Sufficiency (FSS) prograrn marries housing and social services to enable families to pursue employm=ent, job training, or othei education that will lead i-hem toward self-sufficiency, The ;Ultimate goal is to free families from public assistance after five years. A Family Self Sufficiency Action Plan has also been adopted by the agency and forwarded m HUD. A copy is attached, :Famiiv Unification Program The Housing Authority ~as a special program. of Section 8 assistance to beep families together .,hen 'their children are in danger of being placed in foster care because of their lack of suitable housing. The program enables fare lyes to unite with children who have already been placed in foster care for the same reason. The County's Social Services Department refers fami ies to the Housing Authority under this program, The Assistant Director for Dental Assistance oversees the irninlementation of this program: and acts as the agency's liaison to Social Services Moderate Rehabilitation Program This program has provided project based subsidized rental assistance :o eligible tenants. The subsidized assistance is for a time negotiated by the property owners in a contract with HUD administered by the Housing Authority, As these contracts expire, residents are eligible to convert heir ;project-based assistance to tenant-based Section S voucher-C., as funding is made available. 412002 Admin Plan Rental Rehabilitation Program The Dental Rehabilitation Program gives roans to ;Owners of affordable yenta' properties that need physical improvement. For units with no tenants in place, the Housing Authority puts the renovated unit on the rental referrai list For 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 he HACCC operates a Shared Housing Program that allows Section 8 recipients to share an apartment or a house with another Section 8 recipien- or a housernate not receiving assistance. The program is available to any Section 8 recipient. The owner of a shared housing unit may reside in the unit: A resident owner may enter into a HAP contract with the PHA. However, housing assistance may not be pain on behalf of an owner. An assisted person may not be related by blood or marriage to a resident owner. (CFR 982.615) Section 8 Home Ownership On September 1"), 2000, HUD issued is final rule to permit the use of Section 8 Vouchers assistance for home ownership purposes. Under the new regulations, PHAs may decide to allow Section 8 Boucher holders to use Federal assistance to purchase a single family home, manufactured home, condominium or interest in a cooperative. HUD also affords PHAs a large amount of discretion; to design its own programs to meet local needs. ;HACCC 'will be looking into this program in the near future. Shelter Mus Care Program _`his program provides recital assistance and a full range of services to -iomeless individuals who are mentally ill, have chronic alcohol oi- drug abuse Problems, or have AIDS or related disorders. The program is supported by a broad base of community service providers and the County Health Department. F. FAIR HOUSING POLICE [24 CFR 982.54(d)(6)] it is the policy of the Housing authority of the County of Contra Costa to comply Vly with all Federal, State and local nondiscrimination laws and with the rules and regulations governing '"air Housing and Equal Opportunity in housing and employment. -1/2002 admit; Plan; 'i Specifically, it is the policy of --he mousing Authority to comply with i itle VI of the Civil Rights Act of 19,64, itle \/T TT of the Civil Rights Act of 1968 (as .)mended by the Community Development Act of 1974 and the Fair lousing - Amendments Act of :1.988),. Executive Order 11063, Section 504 of the Rehabilitation Act of "1 73, the Age Discrimination Act of 19-75), Title II of the Americans With Disabilities Act and any legislation protecting the individi..:al t-ights of Section 8 recipient, applicants or staff which may be subsequently be enact-wd, Nondiscrimination Policy Discrimination Prohibited the HACCC shall not discriminate because of race, color, Sex, religion, ,Familial stratus, disability, handicap or national origin in awarding rental assistance coVered by a contract for annual contributions ender the United States Housing Act of 11937, as amended, (Regulatory Reference; 24 CFR § 100.5), persons v4ith questions or complaints regarding possible discrimination by either ; lous,ng Authority staff gar pri�,'ate iandloros shalt be provided with the 4oll-free number for HUD's ;=air Housing I n f 0 r m a ti oin hotline as well as the contact information for -antra osta County's Wain Housina ComDl`iance Officer,. Specific fictions Prohibited The mousing Authority ernployees and representatives shail, not because of race, color, sex, religion; disability, handicap, national origin or familial status: Deny to any family the opportunity to apply for housing assistance, nor deny to any qualified applicant the opportunity to seek to iease housing suitable to its needs; Provide housing assistance which is different from that provided others; subject a person to segregation is disparate treatment, Dene a person the opportunity to participate in a planning 0. advisory group that is an integral pant of rental housing programs. Discrimination Against Groups Prohibited. HACCC shall not aut&.riaticaliy deny assistance to a particular group or categoryof otherwise eligible applicants (e.g,, families with children horn to unmarried parents, single men, or families whose head or spouse is a sFudent). Each applicant in a particular group or category rust be treated on an individuai basis in the normal processing routine, 4/2602 Admin Pla - 6 Duty to Eliminate Barriers to Equal Housing Opportunity HACCC must identify and eliminate situations or procedures that create barriers to equal housing opportunity for all. In accordance with Section 504 of the Rehabilitation Act of 1973, housing providers must mare physical or procedural charges to permit people with disabilities to fake full advantage of the Section 8 Rental ;assistance program. (Legal Reference: Roci7ester .Housing Authon'ty v. Cason,748 F. Supp. 1002 (W.D.N.`{, 1990) hereafter cited as „Rochester"). Section 504 Grievance Procedure --he Housing Authority of the County of Contra Costa has adopted herei^ a grievance procedure to provide prompt and equitable resolution of complaints alleging any action prohibited by HUD regulations implementing Section 504 of the Rehabilitation Act of I973, as amended. The grievance procedure Is iriciuded in the procedure section of this Administrative Plan. Political and/or personal Favoritism (Prohibited HACCC must not permit policies to be subverted to do personal or political favors. Accepting an applicant from a lower waiting list position before one in a higher position, .except as specifically set forth in these adopted policies, violates HAC—C-C policy, federal law, and the rights of other families on the waiting list. .accessibility of Facilities and Programs acilities and programs used by participants shall be made fully accessibie. Application and management, offices, hearing roams, community centers, and so on must be available for use by residents with a full range of disabilities. Accessible Documents Documents Intended for use by applicants and participants shall be presented n full accessible formats for these with vision, or hearing impairments upon request. Materials will be written simply and clearly to enable applicants with learning or cognitive disabilities to understand as much as possible. Main Language Goals Some program concepts are complicated, In recognition of this, staff shall offer exam ples to help applicants and participants understand how the program works. In writing materials to be used by applicants and .residents, 4/2002 Admin Flan - 7 stair shall keep 'in mind that mental retardation, learning disabilities and cognitive disabilities may affect the applicants' ability to read or understand. Staff shall recognize that rules and benefits may have to be expialned verbally — perhaps more than once — and nest explain them repeatedly as ;seeded. Availability of Alternative Communication t the point o initial contact, HA- ' = staff must ask ail applicants whether t-hey need some form of communication other than Main language paperwork, ,Alternatives include sign language interpretation, ora; explanations either in person or by phone, lame type materials, information on tape; etc, applicants and participants in need of alternative cornmunication shall be encouraged to have someone (friend, relative, or advocate) accompany them': to i- ACCC to receive and explain housing materials. Reading Because some ,a,pl iicants will not be able to read (or m read English), intake staff must be prepared to read and explain anything that they would 711orma:ly nand to an applicant to reap or Fill out, :applicants Mio read or understand iittie English may furnish an .rterprete * there is a person on Housing authority staff Nho is competent to translate for the applicant or participant, ever,.v effort will be made to obtain her/his ;yelp. lousing Ooeradons willwilldistribute periodically a list, of^staff with language abilities _1'{,.lei• 'ha-n Encilis and of area acie it.les that,- .rrovide -ransiacing asJr...i'i<tar'?+r.., . Types of Information to be Accessible At a minimum, the roliowina information shall be in plain-language accessible formats; Marketing and informational materials Information about the application process 40 The application`: form Ali form letters, notices, etc, to applicant and residents General statement about reasonable accommodation orientation materials for new recipients The lease Guidance or instructions about care of a housing unit Information about opening, updating or -losing the waiting list Information related tel applicant rights (to hearings, etc.) 4/7-002 admire Plan Informing Owners of Nondiscrimination Requirements. Owners rentingto progra€�n participants or interested in renting to program participants will be informed of Fair Housing and Lguai Housing Opportunity requirements described above as part of the informatior provided in t~€e Owners' Packet. G. SERVICE POLICY /ACCOMMODATIONS [24 CFR 700.24(c )(3)] This policy is applicable to all situations described in this :administrative Plan �dhen a family initiates contact with the HA, when the IHA initiates contact with a family including when a family applies, and when the I~A schedules or reschedules appointments of any <ind, It is the policy of this HA to be service-directed in the administration of our housing programs, and to exercise and demonstrate a high Bevel of professionalism while providing housing services to the families within our jurisdiction. T he HA's policies and practices will be designed to provide assurances that a l persons with disabilities will be provided reasonable accom odat on so that they may fully access and utilize the housing program -and related, services. The avaiiability of specific accommodations will be made known by including notices on HA forms and letters to all families, and all requests -will be verified so that the HA can properly accommodate the need presented by the disability. ._i.he list of available units published weekly by lousing Operations will include known accessible units. Rea ests for reasonable accommodation from persons with. disabilities 'will be granted upon verification that they meet she need presented by the disa,b€lity, Requests for accommodation or modification will be verified wltr a. reliable knowledgeable, professional. Reasonable accomrnooation will be made -nor persons with a disability who r eauire an advocate or accessible offices. A designee will be allowed to provide some information, but only with the permission of the person with the disability. The 'A's facilities are accessible to persons with disabilities. Acces=sibility for the nearing impaired is provided by the _7, D/TDD telephone number through the Central Waiting List office at (510) 671-0442. 4/2002 Admin Plan i_ C� PROGRAM OUTREACH AND nEV ELOPME T Public Notice to Families. - VVhen advertising the v%alting lists to be o Lien or Closed, ,-he Hoosina Authority will :nfor-n. the public, through publication in a newspaper of goner al :irc ration, ininorit\:, media, and other suitable ;deans, of tine availability and nature of :housing assistance `or low-income families 'including assistance mil 7 respect to the units already occupied by the milies). The HA will a so distribute fact sheets to 'Ji- ;a; broadcasting media, and initiate personac ntracts with members of the news media and omni°,miry service personnel. The HA will also utilize public service announcements. The notices will include statements in languages other 'Chan =-hellish;. as needed. The notices will inform potentia; participants c.f the ;-)cations to apply forSection Renal Assistance, Affirmative Action The dousing Authority will to <e affirmative steps to provide opportunities to Persons who, because of i factors a €ac---', ethnic,-y, sex of head of iousenolr, aide or souroe ` t income ire less likely to apply for lection A:ssistanr-- Farm and Contents of ;notice The notice issued by the rousing Authority Publicizing the availability of assistance will be made in accordance vVith 'HUED guidelines f,-)r fair- housing, s,vhich requires the use of the equal housing opport!_inity logotype, statement, and siogan. -te notice Nsll contain tie following: A A brief desc-ri:otijon of the program, including the possibility that " ar dies may receive assistance in the units they currently occupy, and application locations. �ablic i nvitatirri o ri=her- `"lie Housing Authority of the Cou gty or %.- 'Contra Costa invite Oviners to l:)csrticipate in the Section 8 program through media advertisements and community outreach 'Regulatory Reference: 24 .=. c. 982.54'd)(5)), Owners %f\tho inquire about the program receNe a HACK information booklet describing the program Housing Operations 'jepartment staff responds to questions from interested ,owners. s.n addition, the Authority's publishes a wee l;v rental ref=erral list' for owners to advertise properties. The Housing Authority will periodically outreach to community areas ir. order to expand hrusing opportunities by encouraging participation by owners ,or units ioca4ed outside of poverty or minority concentratio'"s, Actions '/NJill include listings, marketing rackets, maps, resources, amenity legations, etc. ,areas targeted will be ariv census tract pattern 4/2002 Admir,, Man 10, that has =ewer than n 8.4% households below poverty or less than 12% minority according to the latest census. Advertising The Housing Authority invites Owners to rent to program participants through publication in a newspaper of general circulation, as well as through minority media, special needs advocacy organizations and other suita ie means. In, doing so, the Housing authority encourages the participation of Owners of units in areas other than low-income or minority concentrated areas. it is HACCC policy to comply with HUD advertising guidelines requiring the use of equal housing opportunity logotype, statement, and slogan, FRegulatory Reference; 24 CFR 208(a)] Networking In order to increase housing opportunities for rection 8 ;participants, the Housing Authority Unit Inspectors and Housing Operations Department personnel conduct periodic meetings with participating owners to improve owner relations and to recruit new owners (24 CFR 982.54(d)(5)), Housing Operations staff also endeavors to: Develop working relationships with local Owners and <-cal estate brokers' organizations; Establish contacts with civic, charitable, governmental or neighborhood organizations interested in housing for low-income, special needs and displaced families; Explain the program, including equal opportunity rerquirernents to real estate, landlord, and other groups that deal or are interested in housing low-income families; Apply aggressive outreach efforts to cornrnunity-based racial advocacy organizations. 4/2002 Admin Plan i, PRIVACY RIGHTS/ CONFIOENTIALITY POLICY 24 CFR 982.551] Applicants and participants, including all adult-sin w'heir 'ouseholds; are required to sign the HUD 9886 Authonzatlon for Release of 1informatJon. This doc ument incorporates the Federal Privacy Act Statement and describes the conditions 111nder which HUD 'Mil release family information. -il is required to protect the incorne information it obtai ns in accordance with the Privacy :pct of 19.4, U.S.C. 552a. HUD may -Ji.sclose information (other than tax reti-rrn information) for certain routine uses, such as to other government agencies for lave enforcement purposes, to Federal agencies for employment suitability purposes and to Has for the purpose of determining housing assistance. The HA is also required to pi"otect the income �nforma-:pan it obtains in accordance with any applicable Mate privacy :av4, 'HUD arid, HA employees may be subject to penalties for Tina �thjrized disciosures or improper uses of the income information `hat is obtained, based or; the consent form. Private owner's ,may not request or :receive ,i(formation authorized by this form. policy regarding eiease of information is in accordance witl? State ^�d ioca, laws -which may restrict the release of family information. Any and ail information vhich ;nroUid, lead one to determine the nature and/or ever,ty of a person's disability must be placed ii; a separate folder, marked "confidential" and Kept in the flip. 7-he personal information in this folder must not be released except on an `'asneeded"' basis in cases where ani ac;oi^ modation is under consideration. All requests for access and granting of accommodations based lir this information must be approved by the i)brector of Housing Assistance Programs. a-cordance °Jvvith HUD requirements, the HA %,Mll furnish prospective .),vv�ers ,,4ith the !ami!ys current address as shown in -he lir 's records arid, .f Known Co the HA, the nacre and address of the landlord -t the family`s current grid prior address. The HA will furnish prospective owners with information about the family's rental history or any history of drug i-affickina. .4 stat-,zment of the -A's police or release of information to prospective landlords •rvii be included in the ibriefing packet which is provided to the family arid, prn idea to c-wrers upon receipt of a request for lease approval. 4/2002 Adi7i r, Plan i- "2 The HA's practices and procedures are designed to safeguard the privacy of applicants and program participants. All applicant and participant files Antill be stared in a secure location only accessible by authorized staff. Files 'being transported will be moved in closed envelopes or otherwise Dandled appropriately. Files will never -be left unattended or placed in common areas. HA staff will not discuss family information contained in files unless there is a business reason to do so, Inappropriate discussion of family informatlon or improper disclosure of family information by staff may result in disciplinary action. 4%2002 Admin Plan 1- 13 EQUAL EMPLOYMENT OPPORTUNITY The HA practices affirmative a:tion in hiring, promotion and conditions of employment, Position vacancies are filled through recruitrneny among ethnic groups so that the composition and culture of the staff reflect the compos tfor and culture of the community, to the extent possible. All HA ;oL- �c�stings wfli display the affirmative action/equal employment opportune" ago and slogan prominently, K. RULES AND REGULATIONS This Administrative Plan is set forth t1 :jefine the HA*c ocai ;policies for operation of the housjna programs in t le context of Federal laws and Requiations. AH .s.soes related lo Section 3 not addressee in, this docufnera a -e governed by such Federal >-eguiations; the HACC,%'-- :Section 8 lean .Jal iai..iD Memos, Notices and guidelines, or other applicable iaw. in addition,. g:jidel#nes are provided thro g ; HACCC policy and procedu re inemorand.a. L. .JURISDICTION The jurisdiction " '-he HA includes the County cr Contra Costa, exc uding tie s ties of M hmor d and Pittsburg, ivil MONITORING PROGRAM PERFORMANCE 4" i ert' }rfor -flusinyVp£ "atio' s.,, ill oversee t" e 'iiork? l of the JtJinn tIaagers to insure orl,sistpnLy with Jut eac goals and compliance with the equal Opportunity '-lousing Plan for ,low Income and v'er'y low-income applicants, Lousing market surveys viii be done to prepare octimentation for any requests for adjus r;seats for Fair narket rents that might be necessary. As problems and discrepancies a, I H usieng Management staff 'will be instructed to try to resolve ail such, ?n addition, an ,auditor or Senior iManager will period icaiiy review program operations and ,erforrn on-site f ie d audits according to the HACCC`s "'internal Audit Policy, Ail records and ; enor-s will be kept and -prepared in acc rdance with, the HU ,Reg,€dation= and Guideiines and the agency's Oolicies and procedures, 4/2002 Admir J`an i_ ��i N. TERMINOLOGY he Housing Aut ority ,.f the County of Contra Costa is referred to as "HA"' o.r "Housing Authority" or "HACCC" throughout this document. "Family" ,s used interchangeably with "Applicant" or "Participant" ;and can refer to a single person family. enant" [ edo ; e;" tio oarticiaCltS in terrt3sf tnir relation iandlords. "Land lord" and "Owner" are used interchangeably. •`1✓t.,."+.`ae1b ii -v" JS ;sed where "handkc4a.p" was formerly used, "Ne—w Rule" refers to the HUD Occupancy Regulations effective 1.3/'::x%95 which were implemented in the County of Centra Costa January 1, 1996. "Old Rule" refers to the Regulations that were superseded on that date. `'iiloncitizens Rule" refers to the regulation effective June i.9, 1993 restricting assistance to 'U.S. citizens and eligible imm;igwants. to Section 8 orograr , is aiso known as the i ousina Choice Von cher program. :iQS" means the Housing duality Standards required by regulations as enhanced by the HA, "F-miiure to Provide" refers io all requirements in the first Family ;_;biigation. See Chapter 15, "Denial ar ; ermination of assistance" 'ee 'losSary for other terrnino'ogy. or jl assisted" A� applicant is continuously assisted under the 19 7 Housing Act if the family is already receiving assistance under any 1937 Housing Act program whien the family is admitted to the certificate or voucher program, See Glossary for additional definitions 4/2002 Admin Pian Chapter 2 ELIGIBILITY FOR ADMISSION [24 CFR Part 55, Subparts B, D & E; Part 982, .subpart ] INTRODUCTION This Chapter defines both HUD and the PHA's criteria for admission and denial of admission to the program. The policy of this PHA is to strive for :objectivity and consistency in applying these criteria to evaluate the eligibility of families who apply. The PHA staff will review ail information, provided by the family carefully and without regard to factors other than those defined in this Chapter. Families will be provided the opportunity to explain their circumstances, to furnish additional information if needed, and to receive an explanation of the basis for any decision mads: by the PHA pertaining to their eligibility. A. ELIGIBILITY FACTORS To be eligible for participation, ars applicant must meet HUD's criteria, as well as any permissible additional criteria established by the PHA, The HLID eligibility criteria ,are; An applicant must be a "family" An applicant must be within the appropriate Income Limits An applicant must furnish Social Security Numbers for all family members age six and older Am applicant must furnish declaration of Citizenship or Eligible immigrant Status and verification where required At least one member of the applicant family .crust be either a Ii.s. citizen or have eligible immigration status before the PHA .may provide any financial assistance. Am applicant cannot have been convicted of manufacturing or producing meth-amphetamine on the premises of any assisted hcusirg 4%2002 Admin Plan 2_i Ain an cannot be sub ect Mo a state lifetime :registration requirernent for sex offenses Reasons for denial of admission are addressed in the "Denial oY T'er-minaticr° ^f ,assistance" chapter.. _hese reasons for denial constitute additional admission criteria. The �-amily's initial eligibility for placement on the waiting list will be made in accordance with the eligibility factors. Evidence of Citizen-ship/Eligible Immigrant Status will not be ve€-ified until the family is selected roM tt,e waiting list :nor final eligibility processing for issuance of a VOUTcher, u1niess the PHA determines that such eligibility is in question, whether or not the family is at or near the top of the vvaiting iist. 4.12002 Adm~ n ;Plan 2-1 B. FAMILY COMPOSITION 124 CFR 982.2011 applicant must qualify as a Family. A Family may be a single person; or a group of persons, A "family" includes a family with or without child or children. 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 -nore live-in} aides is a family, i he PHA determines if any other group of persons qualifies as a "family". A single person family may be. An elderly person A displaced person A person with a disability individuals may not be considered disabled for eligibility purposes solely on the basis of any drug or alcohol dependence. Any other single person A child who :s termporarlly away from norne because of pfacer;�ent ;n foster care ,s considered a member of the family. This provl;s!on only pertains to the foster child's temporary absence from the home, and ;s Piot ,mended to artificially -enlarge the space available for other family members. A family also includes: Two or more persons who intend to share residency whose income and resources are available to meet the family's needs. Two or more elderly or disabled persons lining together, or one or more elderly, near elderly or disabled persons living with one or more live-ire aides is a family, 4/2002 Admin Plan ;_3 Head of Household Tne head of household is the adult member of the household who is ..esignated by ,:- Family as head, is wholly or party/ responsible for paying the rent, and has the legal capacity to enter into a lease :.ander State/local 'aw. Emancipated minors who gualif under Mate lave will be recognized as head of household. Spouse of Head Spouse mems ..he -husband ^r wife of the head, or the person identified as his/her domestic partner; regardless of marital status. For proper application of the Non-cit<zens Rule, the definition of spouse is: .he marriage partner who, in order to dissolve the reiatioa�sl~ip, would have be divorced. .t includes the partner in a common law marriage. The -term pours;` dotes not aptly to byfriendsir'Yraends, significant others, or co- heads. Uve-in :attendants A f ;.,,fishy .Iia { tnchude a !ive—in aide provided that S %lch 1ve—in aide- Is determined by the PHA to be essential to 1,,he care and wet, being of an elderly, person, a rear-elderly person, or r person with disabilties, is not obligated for the support of the person(s), and Would not be 'ivtng in the unit except to provide care -0r the person(s). A ive-in aide is treated differently than family members: 'ncome of the litre-in aide 'will . of be counted for Purposes of determinlnr eligibility or level of benefits. Live-in aides are not subject to Non-Citizen Rule requirements, Live-in aides may not be considered as a remaining member of the tenant farriily. 4/2002 Admin Pla., 2-4 Relatives are not automatically excluded from being live-in aides, but they must meet all of the elements in the live-in aide definition described above. A Live in: gide may only reside in the unit with the approval of the PHA, Written verification will be required from a reliable, knowledgeable professional, such as a doctor, social worker, or case worker. The verification provider must certify that a live-in, aide is needed for the care of the family member who is elderly, near-eiderly (50-611 or disabled. 24 CFR 982.316] At any time, the PHA will refuse to approve a particular person as a live-in aide or may withdraw such approval if; The .person commits fraud, bribery, or any oder corrupt or criminal act n connection with any federal Dousing program; The person commits drug-related criminal activity or violent criminal activity, or The person currently ewes rent or other amounts to the PHIA or to another PHA in connection with Section 8 or ;public housing assistance :ender the 1987 Act. Split Households Prior to Voucher Issuance Wher, a family on the waiting list splits into two otherwise eligible YarMUes due to divorce or legal separation, and the new families both claim the same placement on the wasting list, and there is no court determination, the PHA :.,rill make 'he decision taming into consideration the following factors: Which family member applied as head of household. Which family .unit retains the children or any disabled or elderly members. Restrictions that Were in ;lace at the time the family applied, role of domestic violence in the split. recom—mendations of social service agencies or qualified professionais such as children's protective services, Documentation of these =actors is the responsibility of the applicant families.. ff either or both of the families do not provide the documentation, they may be denied placement on the waiting list for failure to suppiy information requested by the PHA. 4%2002 Admin Plan 2-5 Multiple Families in the Same Household When families apply -which consistof two farniiies living together,, ;suer as a mother and father, and a daughter with her own Husband or chHdrenb ;r they apply as a family u nit, they u ll be treated as a family unit, Joint Custody ofChildren Children who are subject to a joint custody agreement but live with ohe ;parent at feast 5111/c of the time will be considered members of the household. "51113 of the time" is defined as 183 gays of the year, whit , :do not have to r consecutively. ",,,"Yhen both parents are �;; the acting List and both are trying to claim he child, the parent whose address is fisted in the school records will be allo��ed t: dairn the school-age child as a dependent. ,/2002 Adm�n Plan 2_6 .................. .............................................................. ......... ..._.... ....... C. INCOME LIMITATIONS [24 CFR 82.201(bi 982. 531 To be eligible for assistance, an applicant must: Have an :annual income at the time of admission that does not exceed the extremely low, very low-income limits for occupancy established by NUI . I o be Income eligible the family may be under the low-income liiri}t in any of the following categories; r24 CFR 982.201(b)] A very low income family. A low-income family that is continuously assisted under the 937 Housing Act. An applicant is continuously assisted ;t the family has received assistance under any 1937 Housing Act program within 1.20 days of voucher issuance, programs include any dousing federally assisted under the 1937 dousing Act. A low-income family or moderate income family that is displaced as a result of the prepayment of a mortgage or voluntary termination of a mortgage insurance contract under 24 CFR 248.1.65. To determ.ine if the family is 'ncornee>eligib;e, the PHA compares the Annual Income of the family to the applicable income limit for the family's .size. Families whose Annual Income exceeds the income limit will be denied adrnissiron and offered an administrative review. Portability: For initial lease-up ,at admission, fanAlies who exercise portability must be within; the applicable income limit for the jurisdiction of the receiving RHA in which they want to live. 4/2002 Admin Plan 2-7 , MANDATORY SOCIA. SECURITY NUMBERS [24 CFR 51216, 5.2,.8- Families are repaired to provide verification of Social Security iNurnbers For ali family members age 6 and oiler prior to admission, if they have been issued a num=ber by the Social Security Administration, This r1equfrement also applies to persons joining the family after" admission to the program, Failure to furnish verification of social security numbers is grounds For denial or '7ermination of assistance. Persons who have nct been issued a Social Security iNumber r"iust Sign a certification that they have nearer been issued a Social Security 3"Jumber. Persons ,uh -disclose their Social Security Number but cannot provide verification must sign a certification and provide verification witNn 60 days. Elderly persons mt.;st provide verification within 120 days. E, IMMIGRATION STATUS r24 CFR Part 5, Subpart Ej 1n {girder to receive assistance. a family member must be a i_ .S. citizen cr �:Hgible �m migrant. Individuals who are ;wither, may elect not to contend their statins, ~Eligible imrnigrants are persons who are in one of 'the immigrant categories as specified by For the ;Jkizenshi�/Eligible Immigration requirement, the status of each member of the Family is considered indivi(luaily before lie fa mly's status is defined, Nfixed Fammilies. A family is eligible for assistance as long as at feast one uember is a "dtizen or eligible lmrr.igrant. Families -hat include eligible and neligible individuals are :galled ;'mixed," Such applicant families will be given notice that their assistance will ;;e pro-rated and that they :nay request a hearing ;f they contest this determination. All members ineligible. Applicant families that include no eligible members are ineligible For assistance. Such farnHies will be denied admission and offered an opportunity for a bearing. ,Non citizen students. DeRned by HUD in the non-citizen regulations. Not eligible fnr assistance. Appeals, For this eligibility requirement only, the applicant is entitled to a nearing exactly iikEe =Bose provided for participants, 4/2002 r"?t:;n"An Plan 2-9 Verification of Status Before Admission The IRNA will not provide assistance to farnalies prior to the verification of eligibility for the individual or at least one member of the farnily pursuant -o this section. 4/12002 Admin Flan 2-9 F OWER CRITERIA FOR AWKISSIONS [24 CFFZ 982552(b)] The PHA v ill appiy the fol ovOng criteria, in addition to the HUD eligibility criteria, as grounds for venial of admission to the program-, The family rust not have vioiated any family obligation during a previous participation in the Section 8 program for 3 years orror to final eligibility deter rninatioi�. The PHA may make an exception, if the tamiiy member who, vio€aced Thi, family obligation is -iot a current member o The household on the application. The family rriust pay any outstancing debt owed the PHA or another PHA as a res,Qt of prior partidpation in any f'edera l housing program. within 10 days of PHA notice to repay, f ani; applicant deliberately Nsrepresents the information on :vnich ztigi ;ility or tenant rent is =st:atiished, the PHA may deny assistance and may refer the family =ileftecord to the proper authorit es for appropriate disposition. 'See Program lI tegrity Addendum i. 4/2002 ACimi tt Plan 2-19 G. TENANT SCREENING [24 CFR 982.3(37;] The PHA will take into consideration any of the criteria for admission described in the "Denial or Termination of Assistance" chapter. The PHA will not screen family behavior or suitability for tenancy. She PHA will not be liable or responsible to the owner or other persons for he family's behavior or the family's conduct in tenancy. The owner is responsible for screening and selection of the Family to occupy the owner's unit. At or before ?HA approval of the tenancy, the PHA will inform the owner that screening and selection for tenancy is the responsibility of the owner. The owner is responsible for screening families based on their tenancy `sistories, including such factors as; [24 CFR 982.307(a)(3)] Payment ofrent and utility bills 'wring For a unit and premises Respecting the rights of other. residents to the peaceful enjoyment of their housing ;rug-related criminal activity or other criminal activity that is a threat to the health, :safety or property of others; and Compliance with other essential conditions of tenancy. The PHA will advise families how to file a complaint if they have been discriminated against by an owner. The PHA will advise the family to make a Fair mousing complaint. The PHA may also report the owner- to HUD ;Fair Housing/Equal Opportunity) or the local Fair Housing -Organization, H. CHANGES IN ELIGIBILITY FsIF oR To AFFECTIVE DATE OF THE CONTRACT Changes that occur during the period between issuance of a voucher and !ease Lip may affect the family's eligibility or share of the rental payment. For example, if a family income exceeds the income limit prior to lease up, the applicants will not be eligible and will be notified in writing. 4/2002 Admin Pian 2-11 1. INELIGIBLE FAMILIES Families who are de.--ermined to be ineligible will be notified in writing of the reason for denial and given an opportunity to request an administrative :Pevievv, or an administrative nearing if they were denied due to non-c tizen status. See "Complaints and Appeals" chapter for additional information about reviews and hearings, J. PROHIBITED ADMISSIONS CRITERIA r982.202k1b) , Admission. to the program may not be based on where the =amily lives before admission 'Co the program. Admission to the grogram may not be based on: Liscrimination because members of the family a .e unwed parents, recipients of n.Jolic assis'ances or dhiidren born out of wedlock. Discrimination because a Family includes children. Whether a family diei..i'des to ?participate in a famiiv self suffic;en- rogram, or Other reasons as listed °n. the "Statement of policies and Objectives" hapten nder the Fair Housing and reasonable Accorn nodations sections. 4;2002 Admin P'ar. 2-1 l ....................................................................... ............................................................................ .................................................................................................................................................................................................... .............................. ......................................................................................................................................................... .............................................................................................................................................................................................................. 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................................................................................. .. ......................... Chapter 3 APPLYING FOR ADMISSION 24 CFR 982.204] INTRODUCTION The policy of the PHA is to ensure that all far-nilies who express an interest in housing assistance aro given an equal opportunity to apply, and are treated in a fair and consistent manner, This Chapter describes the policies and procedures for completing an initial application for assistance, placement and denial of placement on the waiting list, and limitations on who may apply. The primary purpose of the intake function is to gather information about the family, but the PHA will also :utilize this process to provide information to the family so that an accurate and timely decision of eligibility can be made. :applicants will be placed on the waiting list in accordance with this Plan. AY OVERVIEW OF THE APPLICATION TAKING PROCESS The purpose of application taking is to permit the PHA to gather information and determine placernent on the waiting list. The application will contain questions designed to obtain pertinent program information, Families --Atho wish to apply for any one of the PHA`s programs ;must complete a written application form when application-taking is open. applications will be rnade available in an accessible format upon request from a person with a disability. When the waiting list is open, any family asking to be placed on the waiting list for Section 8 rental assistance will be given the opportunity to complete an application. The full application takes place when the family reaches the top of the waiting list. At this time the PHA ensures that verification of all HUD and PHA eligibility factors is current in order to determine the family's eligibility for the issuance of a voucher. 4/2002 Admin Plan 3_1 PENT NG/CL. OSING OF .APPLICATION TAKING [24 CFR 982.206, 982.54(d)(1)] The PHA. will utilize the foilcwing procedures for opening she waiting lis e. When the PHA opens the waiting list, the PHA will advertise through public notice in the following newspapers, minority ;publications and media entities, location(s), and program(s) for which applications are being accepte-d": Newspapers: Contra Costa Times Peninsula Community News Minority Publications and Media Entities such as: El Gbservador Vietnam Daily News Public Service Announcements on radio stations such as: KL.IN1, 4<ARA, KAZA, K IAC, } FOG, KLOK, KBRG Local television,; stations such as: Channel 2 Channel 4 Channel 5 Channel Mailings to community organizations including organizations serving populations of persons with disabilities. presentations to agencies and community organizations. The notices will be made in an accessible format if requested, They will provide potential applicants with information that includes the PHA address and telephone number, how to submit an application, and information,: on eligibility requirements. Spon request from a person with a disability, additional time will be given as an accommodation for submission of an application after the closing deadline, This accommodation is to allow persons with disabilities the opportunity to submit an application in cases when a social service organization provides inaccurate or untimely information about the closing Gate. If the waiting list is open, the PHA will accept applications from eiigible families unless :here is good cause for not accepting the application, such as denial of assistance because of action or inaction by members of the family for the grounds stated in the `:.tenial or Termination of Assistance" chapter of this Administrative plan. -24 CFR, 982.205(b)(2); 4/2002 Admin Plan 3-2 familles unless there is good cause for not accepting the application, such as denial of assistance because of action or inaction by members of the famiiy for the grounds stated in the "Denial or Termination of Assistance" chapter of this Administrative Plan. [24 CFR 982.206(b)(2)] 4/2002 Admin Pian 3-3 Closing the Waiting List The ?NA may stop applications if there are enough applicants to fill anticipated openings for the next ,2 months. The waiting list may not be nosed if it °,NOUld have a discriminatory effect inconsistent with applicable civil nights laws. he open period shall be long enough to achieve a gaiting fist adequate to cover projected turnover and ney; allocations over the next 12 months. When the period for accepting applications is over, the PHA will add the new applicants to the list by: Separating the new applicants by date and time of application. Who May .Apel' When the waiting list is open; Any FarnHy asking :o be placed on the waiting ':ist for Section 8 rental assistance will be Niven the opportunity to complete an application. When the application is submitted to the PHA: t estab!isnes the family's date and -irne of application for plac.-ma .t order on the waiting list. 4/2002 Admin Plan 3-4 C. "INITIAL" APPLICATION PROCEDURES [24 CF-k" 982.204(b) The PHA will utilize a pre-application form. The informadon to be filled out by the applicant whenever possible. To provide specific accommodation for persons with disabilities, the information may be completed by a staff person over the telephone. It may also be nailed to the applicant and, if requested, ;t will be :malleo in an accessible format. The purpose of the pre-application is to permit the PHA to preliminarily assess family eligibility or ineligibility and to determine placement on the waiting list. Pre-applications Will not require an interview, The information on the appiicaton will not be verified until the applicant has been selected for Final eligibility determination, :Final eligibility will be determined when the full application, process is completed and all information is verified. Da APPLICANT STATUS WHILE ON WAITING LIST [CFR 982,204] Applicants are required to inform the PHA in,, writing of changes in address. Applicants are also required to respond to requests From the PHA. to update information on their application and to determine their ;merest in assistance. I; after a review of the pre-application the Family is determined to be prelinninarily eligible, they will be notified In writing or in an accessible format upon request, as a reasonable accommodation. E. TIME OF SELECTION [24 """FR 982.204, 5.410] When funding is available, families will be selected from the waiting list in their determined sequencef regardless of family size, sub ect to it.corne targeting requirements, When there is insufficient funding available for the family at the top of the ilst, the PHA grill not admit, any other applicant until funding is available #or the first applicant. F. COMPLETION OF A FULL APPLICATION Applicants will be required to: Complete a Personal Declaration Form prior to the full application interview. Participate in a full application Interview with a PHA representative during which the applicant will be required to furnish complete and 4/2002 Admin Plan 3-5 a�.cu .ate information; verbally as requested by tFe interviev4er: The DOHA riterviewer ;mill complete the ruli .application form with answers supplied by the applicant, Tl he agnlicant will, sign and certify ...hat 2Il information Is complete and accurate. the full application will be mailed or communicated as requested as an accommodation to a person with a disability. 4/2002 Admin Qla -6 J .......................... ....................................................................... ............................................................................ ............................................................................1.1.................. Requirement to Attend Interview The PHA utilizes the full application interview to discuss the family's circumstances n greater detail, to clarify information which has been provided by the family, and to ensure that the information is complete, The interview is also used as a vehicle to meet the informational needs of the family by providing inforin7ation about the application and verification process, as well as to advise the family of other PHA services or programs whicl R rnay be available. All adult family members are required to attend the interview and sign, the housing application. Exceptions may be made for students attending schoci out of state/for members for whom attendance would be a hardship. it is the applicant's responsibility to reschedule the interview if s/he rnlsses the appointment, If the applicant does not reschedule or misses two scheduled rneetings, the IRNA will cancel the application and ojithdraw their name from the Wait List. Applicants who fail to aupear and :ail to reschedule a missed appointment must make the request to reschedule no later than 10 days from staff person originai appo. n�ytr♦ ent date. The request must be nnade L the C7ri '� no scheduled S1uIe( theappointment. t3@C. If ars applicant fails to appear for a pre-scheduled appointment, the PISA Will automatically schedule a second appointment. If the applicant misses the second appointment without prior approval, the application is cancelled and withdrawn. Reasonable accornmodation will be made For persons with a disability who require an advocate or accessible offices. A designee will be allowed to participate in the interview process, but only with permission: or the persons } disability.t 4/2002 Admin Pian -7 If an application is denied due to failure to attend the full application interview, the applicant will be Notified in writing and offered an opportunity to request an administrative review. ,See "Complaints and Appeals "chapter.) All adult members must sign the HUD Form 9886, Pelease of Information, the application/the application form and all supplemental forms required by the PHA, the declarations and consents related to citizenship/immigration status and any other documents required by the PHA. applicants ,.101 be required to sign specific verification forms for information which is not covered by the HUD form 9886. Failure to do so will be cause for denial of the application for failure to provide necessary certifications and release as required by the PHA. If the PHA determines at nr after the interview that additional information or document(s) are needed, the PHA grill request the docurrent(s) or information in writing. The family will be given 10 days '.:o supply the information. If the information is not supplied in this time period, the PHA will provide the family a notification of ,denial for assistance. (See "Complaints and appeals" chapter) G. VERIFICATION 1;24 CFS 982.291(e)] `i^formation provided by the app icant will be verified, using the verification procedures in the "Verification Procedures" chapter. Family composition, income, allowances and deductions, assets.: full-time student status, eligibility and rent calculation factors, and other pertinent information will be verified. Verifications -nay not be more than 60 days old at: the time of issuance of the Voucher. H, FINAL DETERMINATION AND p4onFICATION OF ELIGIBILITY 1.24 CFF? 982.281 After the verification process is completed, the PHA will crake a final determination of eligibility. This decision is based :upon information provided by the family, the verification completed by the PHA, and the current eligibility criteria in effect. If the family is determined to be eligible, the PHA will mail a notification of eligibility. A briefing will be scheduled for the issuance of a voucher and the family's orientation to the housing program, 4/2002 .Ad i-in Plan 3-8 ...........I............- ........... ................................................................................................... .................................................................................................... ........................................................................................................................................................... 11..................................................................................... ......................... ............................................................................................................... ............................................................................................................................................................. ............................................. ..........................I.-.......... ...................................................................................................I'll,. . .................. ........................... ................................................................................................................................................................... ................................................I..............1 11.11 1..........I I.,....................................................................................................................................... .........................................................................................................................................................................I............ 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Chapter 4 ESTABLISHING PREFERENCES AND MAINTAINING THE WAITING LIST 24CFR 952.54d ( )l INTRODUCTION It is the HA's objective to ensure that the families are placed in !rhe proper order on the waiting list so that an offer of :assistance is net delayed to any family, or made to any family prematurely. This chapter defines the eligibility criteria and explains the HA's application system. By maintaining an accurate waiting list, the HA will be able to perform the activities {which ensure that ars adequate pool of qualified applicants will be available so that program funds are used n a timely manner. Special Admissions 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 neve increments of Section 8 Vouchers, additional applications may be taken. Applications for the speciai sub-programs may be filed in person at the Dousing Authority Offices, System All applications will be placed on a centralized, county-wide waiting list based on applicable preferences for applicant: selection, and the time and date of filing. " he HA places all Section 8 applicants on the same waiting list unless special programs require otherwise. Applicants will be notified of approximately hove long they may expect to be on the waiting list before being offered assistance. It is Housing Authority policy to administer the waiting list in a way that is consistent with the objectives of Title I of the Ml Rights Act of 1964 and NIC implementing regulations. Opening the Waiting List When the Housing Authority opens the waiting list, it ,will give public notice in accordance with the policy outlined in the section "Program Outreach" in Chapter 1 and Chapter 3 i . of this plan. A. ORGANIZATION OF WAITING LISA" i, The Housing Authority maintains information that permits it to select participants from the waiting list in accordance with 4/2002 Admin Plan; 4-1 admissions -policies establisi-ied r `this SeCtion 8 Administrative Man. The waiting list or special admissions r}gist contain the follo"ring information for each applicant listed; 2. applicant ;game; 3. Family size (number of bedrooms the family :qualifies for under HACC C's Occupancy Standards); 4. Qualification for a local preference; S. Racial or ethnic designation of the read of household; and 6. Date and time of application submittal. The waiting list will be maintained in accordance with the following guidelines: 1. The application will be a permanent file. 2, All applicants in the pool will be maintained in order of date and time of receipt of application. 3. All applicants mist meet the "Loi,,� income" eiigibility , wirements as established by HUD and as outlined in Chapter "'Eligibility for Admission." If i U'D awards the Dousing authority program funding for a specific purpose that is targeted to families iiving in specified units: ( ' ) The Housing Authority must use the assistance for the families living in such units without regard to whether or not the family was on the wait list (2) The Dousing Authority may admit a family that is not on the Housing Authority waiting list or without considering the family's waiting list position: as permitted with the targeted funding award. HACCC must lkeep records showing that the family was ass steel with HUD targeted funding are identified by codes in the automated system and are not maintained on separate lists. Examples of HUD-targeted ftinding include the following: A family displaced because of the demolition or disposition of a public housing project; A family residing in a multifamily rental housing project when HUD sells, forecloses, or demolishes the project; or A family residing in a project covered by an expiring project-based Section 8 contract at or near the end of the term. 4/2002 Admin Plan 4-2 B. PLACEME14T UN WAITING LIST When the waiting lists open, submittal of an application to me housing authority dues not guarantee placement on the waiting list. ,any appiicant apparently ineligi pie will be denied placement and offered the opportunity for an informal review. An appiicant will not be placed on the waiting list if any member of the amity has been evicted from any federally assisted housing during the past five years because of drug-related or violent criminal activity, except as otherwise provided in this Administrative Plan. Further, the regulations nov,r permanently prohibit the provision of housing assistance to any person convicted of manufacturing or producing methamphetarnine while o, assisted housing, as well as to any person subject to a .state lifetime registration requirement for sex offenders. in determining whether to deny assistance based on drug-related or violent criminal activity aside from the prohibitions listed above, the Housing Authority will exercise its discretion. The authority may decry or terminate assistance if evidence shows that a Family member has engaged in such activity whether or not the family member has been arrested or convicted. The HACCC ,will c^nsider all of the circumstances in each case including the seriousness of the offense. In appropriate cases, the HACCC r:.}ay ;permit remaining members of the family to continue receiving assistance and may impose a condition that family members engaged n 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 lUreatment program as a condition of being allowed to reside in the assisted snit. The Housing authority +nriil employ the considerations described irr this section as warranted by the factual situation. If an applicant makes a false statement in order to qualify, the Housing Authority will deny admission to the program for the family. Types of applicants With Preference: Over "Other Singles": Applicants who are disabled households (whether single or nota househoids meeting the definition of "military veteran;" and single persons displaced by governrnent action will be given a selection priority over all "Other Single" applicants. "Other Singles" denotes a one-person household in ;which the individual member is neither disabled, a veteran, or displaced by government action;. Such applicants will be placed on the waiting list in accordance with their local preferences. 4/2,002 ACin iIn Dian 4-3 C. PREFERENCE CATEGORIES 932,'21-11-213'r The Housing Authority of the County of contra no longer uses -edera# preference po#nt system., The : € thor#t\, r as chosen -ti assign, each arnily clacement or the waiting list or a first-come, first-served basis with'n he follc ving system.. oy. loca y adopted rating and ranking preferences; Rating Preferences Tier One (SignificantlyWeighted) ;lictirns of reprisals or hate crirnes, or witnesses and victims needing protection, referred by local law enforcement officials according to HA written procedures will, be granted assistance before other applicants. 'Act;ms of domestic violence who are referred by specific domestic Acilence, advocates according to HA wrltten procedures will be granted ,assistance before other applicants, raurnllies that Include a terminally ill person Oefined as a medically diagnosed ter-minally ill patient according to aA written procedures; will be granted admission before other applicants. Tier Two �leterans and their families, as defined in the attached glossary, 'viii be granted admission before other applicants listed below. Ranking Preference. Residents of Contra Costa County (including other HAJurisdictions) viil always gain admission prior to residents of other counties and municipalities. T his definition includes those persons working or offered vvork within the c o u )ty 'see attached Glossary for detailed definition). Disabled and displaced single-person households will be grated ad-mission before other singles, regardless of residency. J/2002 Admin mar 4-4 ........................ _.... ............................... ...... . .............. 0. SPECIAL. ADMISSIONS `24 CFR 982.20_3, 982-054(d)(3)1 .f HUD awards the HA prograr, funding 'that is targeted for : pecrtrcally reamed "amilles, the HA will ar emit `hese families under a Special Admission procedure. Special admissions families will be admitted outside of the regular waiting St process. They are not required to be on the program waiting list. The HA maintains separate records of these admissions. The following are examples of types of program fU ding t?at may be designated by HUD -"or families living in a specified unit- Ca family displaced be, of den olition or disposition of a public or Indian housing project; 2. A family residing in a multifamily rental housing project when HUID sells, forecloses or demolishes the project; . For housing covered by the Low j,rlcorne iiclusing Preservation and Resident Homeownership Act of 1990 f A family residing in a project c covered by an expiring p oJect-based Section 8 HAP contract; and non-purchasing family residing in a HOPE Z or HOPE ? project. E. TARGETED FUNDING 0lhen I iUD awards special funding for cerkain family types, families who qualify core from the regular waiting fist in the same order: When, a specific type of funding becomes available, the waiting list is searched for the first available family meeting the targeted funding criteria. The HA may have the following „targeted,' programs. Family Unification Designated Housing Allocation Plan — tion-elderly disabled on HUD Assisted P.H. `"waiting List Welfare to Work 4/2002 Admin Flan 5 CONTINUING _ L.IG B LIT`Y WHILE ON WAITING LIST 24C.8,982.2_10 c)(3-4)i Change in �rcumstances C-hanges in an applicants circumstances while on the waiting list may affect t ae family's entitlement to assistance. Applicants are required to notify the HA in writing according to this policy when their circumstances change. Cross-Listing of Public Housing and Section 8 The HA will not merge the waiting lists for public lousing and Section 8. However, -,ithe Section 8 waiting list or portions thereof are open when '-he applicant is placed on the public housing list, the HA roust offer .o place the famiiy on loth lists: Tf the public housina waiting list or portions thereof are open at the time an applicant applies for Section 8, the HA must o`fer to ;dace the family on he public :housing waiting list, , ORDER OF SELECTION '-24 FR, 982,207 (el 982.21LO `a ,fb)� The order of selection; is based or date and time. except as noted herein and except that disabled families and displaced singles will always be select-ed` Before other singles. Among applicants with Equal Preference Status The waitina lis= will be organized by date and time, FINAL VERIFICATION F24 (7P, 98221,2-1-0 Vic_, i3)(4) Information on applications will be updated as applicants are selected from the waiting list. At that time, the HA will: Obtain necessary verifications of preference at the interview and by third party verification. J_ FALSE STATEMENTS [24 FR 982.:551] If the applicant falsifies documents or makes false statements in order to qualify, s/he will be removed from the Waiting L!st and denied admission, an informal review may be requested n such cases, .L REMOVAL FROM WAITING LIST AND PURGING ; f4 LYR 982.204 4/2002 Ad,-n n Pian 4.5 If an ap iica nt fails L respond to a mailing from the A, t e applicant will be s nt writte : notification and given 30 days to contact the HA. If s/he fails to respond within 30 days the family will be removed From the waiting 11st. :tel extenslon will be considered an accommodation if requested by a person ,!,lith a disabilitty, If a letter Is returned by the Post Office without a forwarding address, the applicant will be removed without further notice,, and the envelope and letter will be maintained in the file to the best of the HA"s ability. If a letter is returned with a forwarding address, it will be re-mai'ed to the address indicated z--d timeframes will restart, if an applicant .s removed from the waiting list for ,allure to respond, s/he will not be entitled to reinstatement unless by the instruction} of the Executive Director after consideration of any documented extenuating circumstances. The waiting list will be purged approximately twice per year by a mailing to all applicants to ensure that the waiting list is current and accurate. The mailing will ask for current 'Information and confirmation of continued interest. 4/2012 Admin Pian 4-1 ................I.......................................................................................................................... .................................................................................................................................................................................................................... ............ ....... .................................................................................................................................................. .............................................................................................. 111.111,11.1............................ ..............I.- I I., ............... ........................... ......................... ........ 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I....11.1111.111.1....I.-...I I.........................................................................��....��..��..�.�..����.�.��.�'ll""I'lI ;.�����'ll""Ill.l.l.,��������'ll"�I Chapter SUBSIDY STANDARDS [ 4 CFS. 982.54(4)(9) INTRODUCTION HUD guidelines require that PHA's establish subsidy standards for the determination of family unit size; and that such standards provide for a minimum commitment of subsidy while avoiding overcrowding. The standards used for tele iunit size selected by the family must be within the rninimurn snit size requirements of HUD's Housing duality Standards. This Chapter explains the subsidy standards which will be used to determine the voucher size (farnily unit size) Tor various sized families when they are seiected from the waiting list, as well as the PHA's procedures when a family's size changes, or a family selects a unit size that is different rrorn the Voucher Size. A. DETERMINING FAMILY UNIT (VOUCHER) SIZE [24 CFR 982.402] The PHA does not determine who shares a bedroom/sleeping room, but there :-rust be at least one person per bedroom on the `,toucher. The PHA's subsidy standards for determining voucher size shalt be applied in a manner consistent with Fair Housing guidelines. F-or subsidy standards, an adult is a person 18 years or older. All standards in this section relate to the number of bedrooms on the ',toucher, not the family's actuai living arrangements. The unit size on the Voucher remains the same as long as the family composition ; -mains the same, regardless of the actual unit size rented. One bedroom will be generally be assigned for each two family ,members. 4/2002 Admin flan 5-I eneraliv; yr e PHA assians rune bedroom kc "--vc people rrith;: thie folic}`< ng a i(delines'. ;Jersons of diffe e-L :lenerat ons (such-: as grandparents), ersons of ane opposite se;, "other t a spouses) and unrelated ac u't� sihou1d vDe allocated a s;-:parate bedroom. uepar ate bedrooms should be .,:located for 'ersons of the opposite sex fother '--han adults ,vho have n, spousal relationship and children:: under 6). Foster children will be included in determining unit size, Live-in attendants will generally be provided a separate bedroom. leo additional bedrooms are provided for the attendant's family. :space may be provided for a child who is away at school but who lives with the family during school recesses. Space will not be provided for a family member; other than a spouse; who be ab,sent,. m..ost :of the time, such as a member who is away in the military. Single person families shall be allocated one bedroom. GUIDELINES FOR DETERMINING VOUCHER SIZE Voucher Size Persons in Household Minimum Number Maximum Number 0 Bedroom Bedroom 2 Bedrooms 2 6 3 Bedrooms � 8 4 Bedrooms 4 10 S Bedrooms 62 G Bedrooms 8 4/2002 Admin Plan 5-2 , EXCEPTIONS TO SUBSIDY STANDARDS [244 C-_=R 9822€`3(a) & (b)] the PHA shall grant exceptions from the subsidy standards it the 'a r ily req jests and the PHA determines the :exceptions are , stil ied by the ,-elationsh ip, health or disability of "'. mile members, or otherindividual circumstances. The PHS will grant an exception upon request as an accommodation for persons '.v L-n disabilities. C` rcurnstances may dictate a larger size than the subsidy standards permit when persons cannot share a bedroom because or a need, such as a: Verified medical or health reason; or E-lderly persons or persons with disabilities who may require a live-in attendant. Request for Exceptions to Subsidy Standards -The family may request a larger sized voucher, than indicated by the PHA`s subsidy standards. Such request must be made in 1,Adriting within 10 days of =Ehe PHA"s determination of bedroom size. '!,-h request must explain the need or justifica�,on for a larger bedroom.. Docurnertation verifying she need cr ustifica?� on will be required a appropriate. bequests based on health related reasons gust be verified by a doctor, medical professional, or social service professional. If the PHA errs in the bedroom size designation, the family will be issued a Voucher of the appropriate size. Changes for Applicants -The voucher size is determined prior to the briefing by comparing the family composition to the PHA subsidy standards. If an applicant: requires a chance- in the voucher size, based on the requirements of the PHA subsidy standards, the above references guidelines will apply. 4/2002 Admin Plan Changes for Parti-cipants The rnembers of .;"e family/ residing in ; fie unit ' 1L �i� be approved by the AM The farn y must obtain approval of any ad-ditionai Tamil-v r;embe- refiore she ne';'f r„e amber occupies the unit except for additions by Nrtl? r adoption, or court-award'ed custody, n which case the family must inform Me PHA within, 10 days. phe above reference: guideiines vtl;l app y.. Unde,housed and Overhoused Families If a unit does not meet- HOS space standards due to an increase in family s ze, (.unit too small), the PHA will issue a new voucher of the appropriate size and assist the family in locating a suitable unit. Pre-merger Certificate Families Only, If a pre-merger certificate family is occupying a unlit 'Nhic<^ has more bedrooms _-hare allocated under the PHA's subsidy standard's, and the gross rent exceeds the FMF, xcepdon dent for the family size under the FHA's subsidy standards, the PHA vill issue the family a new voucher, of the appropriate size, and assist the family it finding a suitable unity Pre-merger certificate families who are under-occupying a :snit as defined above will be issued a voucher and given a minimum of sixty days to kcate a neM _:nit before assKtance is terminated. In such cases the PHA`s VOLIcher term extension policy will be applicable. The PHA will also notlfy the ANN of the circumstances under which an excepdon will be granted, such as: if a family with a vi=ability s underhoused In an accessible unit. If a family requires the additional bedroom because of a health problern whic, has been verified by the PHA. 4/2002 Admin Pian 5-4 C. UNIT SIZE SELECTED {%4 CFP, 982 402,,c The fannjiy may select a different size dwelling unit -1-han that listed an the Voucher.. There are three criteria to consider. Subsidy Limitation The family unit size as determined for a family under the PHA subsidy standard for a family assisted in the voucher programs is based on the PHA's adopted payment standards. The payment standard for a family shall be the lower of: The payment standard amount for the family unit size; or The payment standard amount for the grit size rented by the family. Utility Allowance: The utility allowance used to calculate the gross rent is based on the actual size of the unit the family selects, regardless of the size authorized on the family's Voucher. Housing Quality Standards: The standards allow two persons per luring/sleeping roam and permit maximum occupancy levels 'assuming car) a living roam is used as a living/sieeping area) as shown in the table below. The levels may be exceeded if a room in addition to bedrooms and living room is used for sleeping, QS GUIDELINES FOR UNIT SIZE SELECTED Unit Size iIMaximum Number n Household Bedroom 1 Bedroom 4 2 Bedrooms 6 3 Bedrooms 4 Bedrooms 10 5 Bedrooms 12 6 Bedrooms 14 4/2002 Admin Plan 5- .................................................................................................................I ............................................................................................................................................................................................................................... .............. ........... ......................................................................................................................... ......................................................................................................................................................................................................................................... ....................................... ............................ ......... ............I I..''................. .......................................................................................................................................................................................................................................................................................... ..................................... ..............I., I.......................... ............ .......................................................................................................................................................................................................................................................................................... ............................ .........................................I.,...................................... .......................I.............I I................ .............1 11.111. ......................................................................................................................................................................................................................................................................................................... ............................ ..........................I.........................................................................................I..........................I.......................... .............................................................................................................................................................................................................................................................................................. ................................................................................................I............................I.....................I........................................I.,.................................................11...........I............. ................................................................................................................................................................................................................................................................................................................. ............I.............I.............................I.................................. ................... .....................I.......................................I..............I............. ....................................................................................................................................................I.................................................................................................................................................................. ...............I.............................................................I..................................I I...........................I I...........................I I..................I I I..............I.,.......... ...................................................................................................................................................................................................................................................................................................................... ..................... ....................................................................................................................I................I............I.........................I...........................I...............I.- I.......... .......................................................................................................................................................................................................................................................................................................................... .................................. 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Chapter 6 FACTORS RELATED TO TOTAL TENANT PAYMENT AND FAMILY SHARE DETERMINATION _ 4 CFR Part 5, Subparts E and F; 982.153,r 982-551] INTRODUCTION The PHA will ;ase the methods as set forth in this Administrative Plan to verify and determine that family income at admission and at annul reexamination is correct. The accurate calculation of annual Income and Adjusted income will ensure that families are not paying more or less money for :rent than their obligation under tate Regulations. This Chapter defines the allowable expenses and deductions to be subtracted from annual income and how the presence or absence of household members r-nay affect the Total Tenant Payment {TTP), income and TTP are calculated in accordance with 24 CFR Part 5, subparts � and F, and further Instructions set forth in HUD Notices and Memoranda. The formula for the calculation of TTP is specific and not subject to interpretation. The PHA's policies in this Chapter address those areas that allow the PHA discretion to define terms and to develop standards in order vo assure consistent application of the various factors that ,--late to the determination of TTP. =/2Q2 !admin Plan 6-1 A. INCOME AND ALLOWANCES '24 CFR 5,6091 lntiorr±e: 'ncl+..ides all monetary amounts which are -eceived on behalf of the "amity. "or purposes alf calculating the Total Tenant Pavment, HUD defines -what is to be calculated and what is to be excluded in the federal m—gulations. Tn accordance with '-his definition, all income is not specifically exclude.: <r, the regulations is counted. Annual income is defined as the gross amount of Income anticipated to be received by the family during the 12 months after certification or recertification. Gross income is the amount of income prior to any HUD allowable expenses or deductions, and does not include income which has been excluded by HUD, Annual income is used to determine whether or not applicants are within the applicable income limits, Adjusted =ncome is defined as the Annual income minus any HUD allov4able expenses and deductions. 1-11. D has fire allowable deductions from Annual Income: 1.. Dependent Allowance: $480 each for family members (other !than the bead or spouse) who are minors, and for f amiiy :members who are 18 and older who are full-time students or who are disabled. 2. Elderly/Disabled Allowance: $400 per family for families whose read or spouse is 62 or over or disable:, ;allowable Medical E..penses: Deducted for all family members of an eligible elderiy;disabled family, 4< Child Care Expenses: Deducted for the care of children under 1.3 avhen child care is necessary to allow an adult member to work, attend school, or activeiv seek employment. Allowable .Disability Assistance Expenses: Deducted for attendant vane or au;:Mary apparatus for persons with disabilities if needed to enable the individual or an adult family member to work. 4/2002 Admin Plan 6-2 B. MINIMUM RENT (24 CFR 5.616 Minimum Rent "Minima n rent" is $50. i linirnum rent refers to the Total Tenant Payment and incudes the combined amount a family pays towards rent aid/or utilities when itis applied. Hardship Requests for an Exception to Minimum Rent The PHA recognizes that in some circumstances even the minimum rent may create a financial hardship for families. The PHA will review all relevant circumstances brought to the PHA's attention regarding financial hardship as <t applies to the minimum rent. The following section states the PHA`s procedures and policies in regard to :minimum rent financial hardship as set Forth by the Quality Housing and Work Responsibility Act of 1998. HUt"7. has defined circumstances :ander which a hardship could be claimed. Criteria for Hardship Exception to order for a family to qualih/ for a hardship exception the family's circumstances must fall under one of the following HUD hardship criteria. T tie family has lost eligibility or is awaiting an eligibility determination or Federal, Mater or local assistance; The family would be evicted as a result of the imposition of the minimum rent requirement, The income of the family has decreased because of changed Circumstances, including. Noss of employment 'death in the family Other circumstances as determined by the PHA or HUD 4/2002 Admin Plan 6- TOW Notification to Families of -igh t to Hardship Exception The PHA will notify all families subject to minimum ~eats of their right to request a :minimum rent hardship exception. "Subject to minim-Lim -ent" nears the minimum rent was the greatest figure in the calculation of the greatest of 300/o ofd monthly income, 1011% of monthly income, minimum rent.. or welfare rent. The PHA notification will advise families that hardship exception determinations are subject to PHA review and hearing procedures. The PHA will review all family requests for exception `rom the minimum rent due to financial hardships. All requests for minimum rent hardship exceptions are required to be in writing. The PHA. will request documertatio n as proof of :;9nancial hardship. €he PHA will use its standard verification procedures to verify circumstances which have resulted in financial hardship. Requests for minimum rent exception must include a statement of the family hardship that qualify the -family for an exception. Suspension of Minimum Beat The PHA will grant the minimum rent exception to all families who request it, effective the first of the following month. The minimum rent will be suspended >b<ntil the PHA determines whether the hardship is: Covered by statute Temporary or long term "Suspension" means that the PHA must not use the minimurn rent caiculation until the PHA has made this decision. During the minimum sent suspension period, -the family will not be required to pay a minimum rent and the ;housing assistance payment will be increased accordingly. Ifthe PHA determines that the minimum rent is not covered by statute, the ?HA will impose a minimum rent including payment for minimum rent from the time of suspension. 4/2002 Admin Plar 6-4 Temporary Hardship If rlie PHA determines that the hardship is Temporary, a minimum rent will not be imposed for a period of up to 90 days from the date of the family's request. At the end of the temporary suspension period, a minimum rent will be imposed retroactively to the time of suspension. "'he PHA will offer a repayment agreement to the family for- any such rent not paid during the temporary hardship period. (See "Owner and Family Debts to the PHA" Chapter 17 for Repayment agreement policy). Long-Term Duration :Hardships [24 CFR 5.616(c)(3)-, mf the PHS determines that there is a qualifying long-term financial hardship, ' he PHA must exempt the family from the minimum rent requirements, 7"he PHA will reimburse tyre family for any minimum rent charges which tool effect after October 21, 1998 that qualified for one of the mandatory exceptions. 4/2192 Admin flan 6- DEFINITION OF TEMPO RARI LYlPERMANENTLY ASSENT ` "24 C,FR 982,541d)(10), 982,S51 the l must �..ompure all applicable income of every m;f/ rne.noer 'who is n the iease, 'nc'udina chose who are temporarily absent. n addition, he PHA must count the income of the spouse or the head of the household if ;'hat person ,s temporarily absent, even hat person is not on ;.he Fuse. ,=Temporarily absent" is defined as away from the unit for more than 60 days. ncorne of persons permanently absent will not be counted, If the spouse s temporarily absent and in the military, all military pay and allowances (except hazardous duty pay when exposed to hostile ='re and any other exceptions "' iilitary p ;; HUD may i ' 3r# 'j is counted i€3CTrc< Tw is the responsibility of the tread of household to report changes in family composition, The PHA will evaluate absences from the unit using this policy, Absence of Any Member Anq member of the household will be considered perr -anently absent if s/he s away from the unit for 90 days except as otherwise provided in this. C'hapter< ,absence due to Medical Reasons If any family member leaves the household to eater a facilit/ such as hospital, nursing home, or rehabilitation center; the ;SHA will seek advice from a reliable qualified source as to the 'likelihood and timing of their return. If the verification indicates that the family member will be permanently confined to a nursing home, the family member will be considered permanently absent. if the verification indicates that the family member will return in less than 1-80 consecutive days, the family member will not be considered permanently absent. if the person who is determined to be permanently absent is the sole member of the household, assistance will be terminated in accordance with the PHA's "Absence of Entire Family" :policy. /2002 Admin; P,lan 6-6 Absence Due to Full-time Student Status Fill time students who attend school away *rem the home will be treated in t fe following manner: A student (ether than bead of household or spouse) who attends school away from home but lures with the family during school ~ecesses may, at the family's choice, be considered either temporarily+ or permanently absent. If the family decides that the member is permanently absent, income of that member will not be included in total household income, the member will not be included on the lease, . and the member will not be included for determination of Voucher size. Absence due to incarceration If the ,pole member is incarcerated for more than 60 consecutive days, s/he will be considered permanently absent. Any member of the household, other han the sole member, will be considered permanently absent if s/he is incarcerated for 90 days. ""he PHA will determine if the reason for incarceration is for drug-related or violent criminal activity and may proceed to terminate housing assistance. Absence of Children due to Placement in Foster Care If the family includes a chid or children temporarily absent from the home dice to placement in faster care, the PHA will determine from the appropriate agency when the child/children will be returned to the home. If the time period is to be greater than 6 of ;months from the date of removal of the child/ren,, the Voucher size will be reduced. If all children are removed from the home permanently, the voucher size ;will be reduced in accordance with the ;TA's subsidy standards. 4/2002 Admin Plan b-t Absence of Entire Family I hese policy guidelines address situations when the ;aro€ly is absent from the unit, but has lot moved out of the un{}. Tn cases where the :'aro€ly has ;moved out of the unit, the PHA will terminate assistance in accordance with 3 appropriate termination procedures contained in this ?Ian. '=amities are required both to notify the PHA before they move out of a unit and to give the PHA information about any family absence from the unit. Families must notify the PHA if they are going to be absent from the unit for more than 30 consecutive days. if the entire family is absent from the assisted :snit for more than 60 consecutive days, the unit will be considered to be vacated and the assistance will be -terminated. If it is determined that the Family is absent from the unit, the PHA wili not continue assistance payments. HUD }egulat€ons require the PHA to terminate assistance ;f the entire family ;s absent from the unit for a -jeriod of more than 180 consecutive calendar days. „Absence" :means that. no family member °s residing in the ;.snit. to order to determine f the family is absent from the unit, the PHA may. Write letters to the family at the unit Telephone the family at the unit Interview neighbors Verify if utilities are in service Check w't.h the post office 4120012 Admin lan 6-8 A person with a disability may request an extension of time as an accommodation, provided that the extension does not go beyond the HUD- allowed 180 consecutive calendar days limit. the absence which resulted in termination of assistance was due to a person's disability, and the PHA can verify that the person was unable to notify the PHA in accordance with the family's responsibilities, and if funding is available, the PHA may reinstate the family as an accommodation f requested by the family, as long as the period was within 1-80 days, Caretaker for Children if neither parent remains in the household and the appropriate agency has determined that ,another adult is to be brought into the assisted unit to care for the children for an indefinite period, the PHA will treat that adult as a visitor for the first 30 days. 1'f by the end of that period, court-awarded custody or legal guardianship has been awarded to the caretaker, the Voucher will be transferred to the caretaker. If the appropriate agency cannot- confirm the guardianship status of the caretaker, the PHA will review the status at 80 day intervals. Tf custody or legal guardianship has not been awarded by the court, but the action is in process, the PHA. will secure verification from social services staff :)r^ the attorney as to the status. If custody is awarded for a limited time in excess of stated period, the PHA H state in writing that ti~e transfer of the Voucher is for that lim€ped time or as long as they have custody of the children. The PHA will use discretion as deemed appropriate in determining any further assignation of the Voucher o^ behalf of the children. The PHA will transfer the voucher to the caretaker; in the absence of a court ander, if the caretaker has been in the unit for more than 180 days and it is reasonable to expect that custody will be granted. When the PIMA approves a person to reside in the unit as caretaker for the child/ren, the income shouid be counted pending a final disposition. The PHA will work with the appropriate service agencies and the landlord to provide a smooth transition in these cases. If a member of the household is subject to a court order that restricts him/her from the home for more than 90 days, the person will be considered permanently absent. 4/2002 Admin Plan 6-g Visitors Any adult not included on the ;BUD 50058 who has been in the unit more -- than 30 consecutive days without FHA approval, or a total of 30 days in a 12- month period, °.,vill be considered to be living in the unit as an unauthorized household member. .Absence of evidence of any other address will be considered verification that the visitor is a member of the household. Statements from neighbors and/or the landlord will be considered in making the deterrmination, Use of the unit address as the visitor's current residence for any purpose that Is not explicitly temporary shall be construed as permanent residence. The burger; of proof that the individual is a visitor rests on the family, in the absence of such proof, the individual will be considered an unauthorized ;��ember of the iiousehold and the PHA gill terminate assistance since prior ;approval was not requested for the addition. in a joint custody arrangement, if the minor is in the household less than 18.2 days per year, the minor will be considered to be an eligible visitor and not a family member. 4/2002 Admin Plan 6-10 Reporting Additions to Owner and PHA Reporting changes in household composition to the PHA is both a HUD and a PHA requirement. The family obligations require the family to request PHA approval to add any other family member as an occupant of the unit and to inform the PHA of the birth, adoption or court-awarded custody of a child. The family must request prior approval of additional household members in writing. -if the family does not obtain prior written approval from the PHA, any person the family has permitted to move in will be considered an unauthorized household member. Families are required to report any additions to the Household in writing to It-he PHA within 10 days of the move-in date. An interim reexamination will be conducted for any additions to the Household. in audition, the lease mai require tle family to obtain prior- written approval MYom the owner when there are changes in family composition other than birth, adoption or court awarded custody. Reporting Absences to the PHA Reporting changes in household composition is both a I""lUD and a PHA requirement. .L% a famliy member leaves the {household, the family must report this change to the PHA, in writing, ywithin 10 days of the change and certify as to whether the member is temporarily absent or permanently absent. The PHA will conduct an interlm evaluation for changes which affect the Total Tenant Payment in accordance with the interim policy. 4/2002 Admin Plan 6-11 D. ,VERA INN INCOME When Annual Income be nticipated -or a full nv%ielve months, the PHA V: - Average �neY,,in sources of income treat vary to compute an annual income, or Annualize current income and conduct an interim reexamination if income changes. :f there are bonuses or overtime 'which the employer <:annot anticipate for t-he next twelve months, bonuses and overtime received the previous year will be used. F, by averaging, an estimate can be made for thl ose families whose income fluctuates from month 4_n month, this estimate wili ;e used so as to ~educe the number of Interim adjustments. #he method ;used -depends on the regularity, source and type of income. EMINIMUM INCOME here is no 0nimurn income requirement-. 4/2002 Admin Plan 6-12 F. INCOME OF PERSON PERMANENTLY CONFINED TO NURSING HO E24 C-;R 982.54(d)(1.0)1 'f a family member is permanently confined to a hospital or nursing home and there is a family member left n the household; the PHA will calculate the income by using the following :methodology and use the income figure which would result in a bower payment by the family: =xclude the Income of the person permanently confined to the nursing Dome and gyre the family no deductions for medical expenses of the confined �arnily member. G. REGULAR CONTRIBUTIONS AND GIFTS -24 CFRI 5.609] Regular contributions and gifts -eceived from persons outside the household are counted as income for caiculation of the Total Tenant Payment. Any contribution or gift received every 1-2 months or more frequently will be considered a "regular" contribution or gift, unless the amount is less than 600.00 pe; ,;/ear. This includes rent and utility payments made on behalf of the famiiy and other cash or on-cash contributions provided on a regular basis. xt does not include casual contributions or sporadic gifts. (See "Verification Procedures" Chapter 7 for further definition.) if the family's expenses exceed its known income, the PHA will inquire of the family regarding contributions and gifts. /2002 ,admin Plan H. ALIMONY AND CHILD SUPPORT ;24 CF-R, 55 609" regular al nnony and child support payments are counted as income [or calculation of Total Tenant Payment. if the amount of child support or alimony received is less than the amo. r t awarded by the court, the PHA will use the amount awarded by the court .snless the family can verify that they are net receiving the full amount anc verification of item(s) below are provided. The PHA will accept 're,ification that the family is receiving an amount less than the award if, The PHA receives verification from the agency responsible for enforcement or collection. 0 P. The family furnishes docurnentation of child support or alimony collection action filed through a child support enforcement/collection agency, -,r has filed an enforcement or collection action through an attorney t is the family's responsibility to supe=.y a certified copy or the divorce decree, 4/2002 admin Plan 5-y4 I. LUMP-SUM RECEIPTS 1-24 CFR .609] Lump-sum additions to Family assets, such as inheritances, insurance payments (including payments under health and accident insurance and _ worker's compensation), capital gains, .and settlement for personal or property lasses, are not included in income but may be included in assets. Lump-sum payments caused by delays in processing periodic payments such as unemployment or welfare assistance are counted as income. Lump sum payments from Social Security or SSI are excluded from income, but any amount remaining will be considered an asset. Deferred periodic payments which have accumulated due to a dispute will be treated the same as periodic payments which are deferred die to delays in processing. in rder to determine amount of retroactive tenant rent that the family owes as , result of the lump sum receipt; T,he ?NA ;vill calculate prospectively if the family reported the payment ,�tlthin 60 days and retroactively to datreceipt if the receipt was not reported within that time frame. 4/2002 Admin flan 6-15 Prospective Calculation Methodology Tf +he payment is .reported on a timely basis, the calculation will be done prospectively and .quill result in an interim adjustment caiculated as followers: The entire lump-sure, payrnent will be added to the annual it come at the time of the interir<*. The PHA =M] determine the percent of the year :remaining until the next annuai recertification as of the date of the interim At the next annual recertification, the PHA will apply the percentage balance to the lump sum and add it to the rest of the annual income. The dump sum will be added in the same way for any interims wvhi..h occur prier to the next annual recertification,. -i '-h- family can demonstrate that the payment derived from the above method will constitute a hardship. The SHA and 'family may enter Into a Payment Agreement or the balance sof" the amount, 4/7002 Adair! Plan 4 Retroactive Calculation Methodology The PHA will 0o back to the date the lump- sum payment was received, or wo the date of admission, or recertification, whichever is closer. The PHA will determine the amount of income for each certification period, including the lump sum, and recalculate the tenant rent for each. certification period to determine the amount due the PHA. The faintly must pay this "retroactive" amount to the PHA in a lump Mum. At the PHA's option, the € HA may enter into a Payment Agreement with the fanSy. The amount owed by the family is a collectible deist ever if rhe family becomes unassisted. Attorney.Fees :attorney Fees-rhe Family's attorney fees may be deducted from lump-sum payments when computing annual income if the attorney's efforts have recovered a lump-sums compensation, and the recovery paid to the family does not include ars additional amount in full satisfaction of the attorney fees. 4/2002 Admin Plan 6-l7 CONTRIBUTIONS TO RETIREMENT FUNDS a ASSET [24 'F 5,6g3(d ntrihutions to cornpamf ;-etiremert/pension funds are handled as fo While an individual! s -ernp€oyed, -ount as assets only -he amounts the "amily ran withdraw "without Yetiring or rerminat€ng employment. 'after retirement or germ€nat€on of employment, count any amount -:-h-- employee f;eemployee elects to receive as a lump sum, K. ASSETSDISPOSEDOF FOR LESS THAN FAIR MARKET VALUE 24 C R 5 603(d?(3, � he PHA must count assets disposed of for less than fair r"arket value during the two fears preceding certification or reexamination. T he PWA will count the difference between the market value ,and the actual payment received in calculating iota; assets. Assets disposed of as a result of foreclosure or oankruptcv are riot considered to be assets disposed of for less than fair market value. Assets disposed of as a result of a divorce or seoaration are not considered to be assets disposed of for less than ;air market value. , he PNA's nin€mum threshold for counting assets disposed of for less than -air lviarl<et value s $2,000.00, If the total value of assets disposed of within a one-year period is less than S2,000.00, they will not he consideree an asset. 4/2002 Admin Plan 6-18 L. CHILD CARE EXPENSES [24 CFR 5.6031 �_hild care expenses for children under 13 may be deducted from annual ncome if they enable an ;adult to work or attend school full time, or to actively seek employment. In the case of a child attending private school, only after-hours :are can be courted as child care expenses. Allowability of deductions for child care expenses is based on the following guidelines: Child care to work: The maximum child care expense allowed must be less than the amount earned by the person enabled to ;work. The "person enabled to work" will be the adult member of the hot. sehuoid who earns the least amount of income from working. Child care fOr school: The number of hours claimed for child care may got exceed the number of fours the family member is attending school, including reasonable travel time to and from school. A€,count of Expense: T he PHA will use known community standards as a guideline. If the hourly rate materially exceeds the guideline, the- PHA hePHA may calculate the allowance using the guideline, 4/2002 Admin Plan 6-19 M. MEDICAL EXPENSES '[24 CFR 5.609(a)(2), .5.603] When it -s ,jnclear in the HUD rides as to Ajhether or :not to allow n te;71 as a ,nnedica; expense, iRS Publication 502 will be used as a guide. ,lonprescr,ption medicines will be counted toward medical expenses fog families who qualify if the family furnishes legible receipts. Acupressure, acupuncture and related herbal medicines, and chiropractic -cervices will be considered allowable medical expenses. N. PRORATION OF ASSISTANCE FOR "MIXED" FAMILIES F24 CFR 5,51201 Applicability :Proration of assistance must be offered to any `mixed" applicant or participant family, A "mixed" family s one that includes at least one U.S. ti�en or eligible immigrant and any number of ineligible members. Prorated Assistance Calculation Prorated assistance is calcuiated by determining the account of assistance ,�)aya:ble if all family members were eligible and multiplying by the per;ent of she family members who actually are eligible. Calculations dor each housing program are performed on the HUD 0-0058 form. 0, REDUCTION IN BENEFITS See chapter on recertifications on how to Handle income cnaznges resUi`jng ✓omwe?fare grogram requirements. 4//002 Admin Plan 17-20 PUTILITY ALLOWANCE AND UTILITY REIMBURSEMENT PAYMENTS i24 CFR 982,x53, 982„51r1 The same Utility Allowance Schedule is used for all tenant-based programs. The utility allowance is intended to cover the cost of utilities not included in the rent. The allowance is based on the typical cost of utilities and services paid by energy--conservative households that occupy housing of similar size and type in the same locality. Allowances are not based on an individual family's actual energy consumption. T he PHA`s ;utility allowance schedule, and time utility allowance for an individual family, must include the utilities and services that are necessary in the locality to provide housing that complies with the housing quality standards, The PHA may not provide any allowance for non-essential utility costs, such as costs of cable or satellite television, The PHA must classify utilities in the utility allowance schedule according to the following general categories: space heating, cooking, water heating, water, sewer, trash collection; other electric, refrigerator (for tenant-supplied refrigerator), and range (cost of tenant-supplied range). The PHA will review the utility .allowance schedule annually, i the review finds a utility rate has changed by 10 percent or more since the last revision of the utility allowance schedule, the schedule will be revised to reflect the new rate. Revised utility allowances will be applied in a participant family's rent ~alculation at their ;next reexamination. The approved utility allowance schedule is given to families along with their Voucher. The utility allowance is based on the actual unit size selected. Where families provide their own range and refrigerator, the PHA will establish an allowance, 'There the calculation on the HUD 50058 results in a utility reimbursement payment due the family, the PHA will provide a Utility Reimbursement Payment for the family each month. 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................................................................................................................................................................................................................................................ ............................................ . . .................................................................................................................................................................. .......... ........ ......... ... ..... .... .. ............... ... ... . ........ .... .. ......................... ........................ ....................................... Chapter 7 VERIFICATION PROCEDURES [24 CFR Part S., Subparts 8, D, E and F; 982.108] INTRODUCTION rf HUD regulations require that the factors of eligibility and Total Tenant Payment/Family Share be verified by the Z. PHA staff will obtain written verification from independent sources whenever possible and will document tenant files whenever third party verifications are not possible as to why ;.,,Ird party verification was 'Impossible to obtain. Applicants and program participants rnu-st provide true and complete nformation to the PHA whenever information is requested. The PHA's verification requirements are designed to maintain program integrity. This Chapter explains the PHA's procedures and standards for verification of preferences, income, assets, allowable deductions, family status, and changes in family composition. The PHA will obtain proper authorization ;rom the family before requesting information from independent sources. 4/2002 Admin Plan A. METHODS OF VERIFICATION AND TIME ALLOWED [24 CFR 982.516] - The pHA ill verify information 'through ;tire four methods of verification _ acceptable to HUD in the following order. L. Third-Darty Written Z. Third-Party Oral , Review of Documents 4. Certification/Self-Declaration The PHA will allow 10 days for return of third-party verifications and 10 days to obtain other types of verifications before going to the next method. The PHA will document the file as to why third party written verification was not used. n=or applicants, verifications :may not be more than 60 days old at the time of Voucher issuance. For participants, they are valid for 1,28 days from rate of receipt. 1. Third-Party Written Verification Third-party verification is used to verify informal for tai#ectlyrit ; she source, Third-party -written verification forms will be sent and returned via l:irst Mass mail. The 'arnily will be required to sign an authorization "or the information source to release the specified information. Venficatior s received electronically directly "rom the source are considered third party written verifications, The PHA will accent ,verifications in the form of computerized printouts delivered by the famiiv from the following agencies: Social Security Administration Veterans Administration Welfare Assistance Unemployment Compensation Board City or County Courts 2. Third-Party Oral Verification Viral third-party verification will be used when written third-party !yerification is delayed or not possible. When third-party oral ;,verification is used, staff !till be required to complete a Verification 4/2002 admin Plan 7-2 Update/Third Party Verbal Verification form, noting with whorr+ they spoke, the date of the conversation, and the facts provided. If oral third party verification is not available, the PHA will compare the information to any documents provided by the Family. If provided by telephone, the PHA must originate the call. 3. Review of Documents In he event that third-party written or oral verification is unavailable, or the information has not been verified by the third party within 10 days, the PHA will annotate the file accordingly and utilize document's provided by the family as the primary source if the documents provide complete information. All such documents, excluding government checks, %Pjill be photocopied and retained in the applicant file. it cases where documents are viewed which cannot be photocopied, staff viewing the documents" will complete a Third ?arty Verbal Update form or document. The PHA will accept the following documents from the family provided that the document is such that tampering would be easily noted: Printed wage stubs; computer printouts from the employer if the source and amount are cleany indicated; signed letters (provided that the information is confirmed by phone); other documents r-oted in this Chapter as acceptable verification. The PHA will accept taxed documents and photocopies. If third-party verification is received after documents have been accepted as provisional verification, and there is a discrepancy, the PHA will utilize the third party verification. 4e Certification/Self Declaration When verification cannot be made by third-parte verification or review of documents, families will be required to submit a self-certification. Self-certification means an affidavit, certification or statement made under penalty of perjury. 4/2002 Admin Flan 7-3 B. RELEASE OF INFOR.MATIDN (24 CFR 5.230] Adult family members will be required to sign the HUD ' 886 elease of information/Privacy Act form. n addition, family ermbers Wille rewired •.o sign Npecific authorizatiin ;'arms when information is needed that is not covered by the HUD form 9886, Authorization for Release of ?nfcrm;ation/Privacy ,pct Notice. Each member requested to consent to the release of specific information will be provided ;with a copy of the appropriate farms for their review and :signature. Family refusal to cooperate with the HUD prescribed verification system will -esult in deni DL ITEMS TO 8E VERIFIED [24 CFR 982.5161 Ali income not specifically excluded by the regulations. ,-ull-tire student status including High School students who are 18 or over. Current assets including assets disposed of for less than fair mariket value in preceding two years. Child care expense, where it allows an adult family member to be employed or to further his/her education;. Total medical expenses of all family member in households whose bead or spouse is elderly or disabled. Disability assistance expenses to include only those costs associated with attendant care or auxiliary apparatus for a disabled member of the farnily, which allow an adult family member Lo be employed. Disability for determination of preferences, allowances or deductions. .Q< citizenship./eligible immigrant status Social Security Numbers for all family members over 6 years of age or older who have been issued a social security number. Marital status when needed for head or spouse definition for non-citizen eligibility purposes. Verification of Reduction in Benefits for Noncompliance: the PNA will obtain wri ten verification from the welfare agency stating that the family's benefits have been reduced for fraud or noncompliance before denying the family's request for rens: reduction. 4%2002 Admin Pian 7-5 Y VERIFICATION OF INCOME (24 CFR 982.516 1-his section defines -he methods the PHA M11 use to '.<=r fv various type.:-, of income. Employment Income Verification forms request -rhe empioyer to specif,f the, Dates of employment Amount and frequency of pay 'Date of the last pay increase ;<kelihccd of change of employment status and effective date of any known salary increase during the next 12 rnonths Year to :Date Earnings estimated income from overture, tips, bonus pay expected durin next 12 months 1. acceptable methods cf verification include, in this order; ?. Ernployment verification form completed by �he employer. 3. Check stubs or earning statements, whish indicate the employee's gross pay, frequency of p<av or year to date earnings. 4. W-2 forms plus income tax -etsurn forms, 5. Self-certifications or inronne tax, returns signed by the family may be used for verifying self-employment income, or income `rom tip =:nd other gratuities, Applicants and program participants may be requested to sign an authorization For release of information from the internal Revenue Service or urther verification of income. n aces ,here there are questions about the validity of information provided by the family, the Pyla will require the Ynost recent federal income tax statements, 4/2002 Admin Yvan /-0 Where doubt regarding income exists, a referral to TRS for confirmation will be made on a case-by-case basis. Social Security, pensions, Supplementary Security Income (SSI), Disability Income Acceptable methods of verification include, in this order: 1. Benefit verification farm completed by agency providing the benefits. 2. Award or benefit notification letters prepared and signed by the providing agency, 3. Computer report electronically obtained or in hard copy, 4, Bank statements for direct deposits. Unemployment Compensation Acceptable methods of verification include, in this order: i, Verification form completed by the unemployment compensation agency. 2, Computer report electronically obtained or in :yard copy, ,ron� unemployment office stating payment dates and amounts, 3. Payment stubs. Welfare payments or General Assistance Acceptable methods of verification include, in this order: PHA verification form completed by payment provider. Written statement from payment provider indicating the amount of grant/payment, start date of payments, and anticipated changes in payment in the next 12 months. 3, %,'-:omputer-generated Notice of Action. 4. Computer-generated list of recipients from Welfare Department. :Alimony or Child Support 'payments Acceptable methods of verification include, in this order: 1. i opy of a separation or settlement agreement or a divorce decree stating amount and type of support and payment schedules. 2 A letter from the person paying the support. 4/2002: Admin Plan 7-7 3., COPY -Of latest chec<, and/or payment stubs from Court Trustee. PHA must :-ecord the date, amount, and number of the checks 4. Family's :self-certification of amount received and of the likelihood of support payments being received in the future, or that support payments are not being received. I; payments are irregular, the family must provide: copy of the separation or settlement agreement, or a divorce decree stating the amount and type of support and payment schedules. ;ter, a statement from the agency responsible for enforcing payments to show that the family has filed for enforcement. Or, an affidavit from the family indicating the amount's) received. Or, a welfare Notice of action showing amounts received by the we#fare agency for child support. Or, a written statement from an attorney certifying that a collection or enforceMent action~ has been filed. Net Racoma from a Business In order to verify the net income from a business, the PHA will view IRS and Mln;anc ai documents from prior years and use this Information to anticipate the incorne for the next 12 months. Acceptable methods of verification include: L IRS Form 1040, including; Schedule C (Small Business) Schedule E (Rental Property Income) Schedule F (Farm Income) =f accelerated :depreciation was used on the tax return or rinancial statement, an accountant's calculation of depreciation expense; computed using straight-Brie depreciation rules. 2. Audited or unaudited financial statement(s) of he business. 3, Credit retort or loan application. 4/2002 Admin plan 7-8 4. Documents such as manifests, appointment books, cash books, bank statements, and receipts will be used as a wide for the prior six months kor lesser period if not in business for six months) t'o project income for the next 12 months. The family vuill be advised to maintain these documents in the future if they are not available. Family's self-certification as to net income realized from the business during previous years. 4/2002 Admin Flan J ✓ Child Care Business 111: an applicant/participant is operating a licensed day care bus iness, :,ncome will be verified as with any ether business. If the applicant/participant is operating a "cash and carry" operation (which a; or may not be licensed), the Hp� will require that the applicant/participant complete a form for each customer which indicates: name of person(s) whose child (chi#dren) is/are being cared for, phone number, number of hours child is being cared for, method of payment (check/cast!), amount paid, and signature of person, 7F the `amily has filed a tax return.., the family will be ret-quiree to provide it. If chile care services were terminated, a third-parte verification may be seat tic the parent whose child was cared . r, Recurring Gift rl?e `amiiy €"host furnish seif`certificatiot �r�hichntains is le olio��aln nformation: The person: who provides the gifts The value of Lh- gifts The reaular ty (dates) of the gifts The purpose of the gifts 4/2002 -Admin Plan 7-10 Zero Income Status Families clairning to have no income will be required to execute veruication forms to determine that forms of income such as unemployment benefits, ANI", SSI, etc, are not being received by the household. The PHA will request information from the State Employment Development Department. The PHA may run a credit report if information is received that indicates the family has an unreported income source. Full-time Student Status Only the first 480 of the earned income of full time students, other than :Mead, co-head, or spouse, will be counted towards family income. Financial aid, scholarships and grants received by full time students are not counted towards family income. Verification of full tune student status includes; Written verification from the registrar's office or other sc~coi officiai. School records =ndicating enrollment for sufficient number of C.redits to be Considered a ful-time student by the educational institution. 4/2002 Admin Plan 7-11 r x INCOME FROM ASSET'S [.24 CFR 982.5 .61 Savings Account Interest Income and Dividends Acceptable methods of verification include, M this order; ,. Account statements, passbooks, certificates of deposit, of Pi--4,4 verification forms completed by the financial institution. Broker's statementshoing ,value of stools or bonds and the warnings credited .the family. Earnings can be obtained from current newspaper quotations or oral broker's :verification, QRS Form 99 #from the f' nancial institution, provided ed `.lhat the ,DHA must adjust he infor air.;on to project earninns.expected �vr the next 12 months. InterestIncomefrom Mortgages or Similar Arrangements Acceptable methods of {verification inci .<de, in this order; ._.,. :A les. er 11-41f 3� an. accountant, attorney,ieY r t eal estate €.r`�µr :\��..i t3 Buyer or a financal Institut€ori stating interest dale for next months. A copy of the check paid by the buyer to the 'arnihy, not sufficient i nless a breakdown of interest aril ornd ai s shown.) 2. Amortization schedule shoring interest for the 12 months following the effective date of the certification or recertification., Net Rental Income from Property Owned :by Family Acceotabie methods of >ier fication inchude, in 'his order: S :-orm 1040, with Schedule E (Rental It..orne�. 2, Copies of latest resit receipts, leases, or other doc;,iirientation of rent amounts. . Documentation of allowable operating expenses of the property: ta' statements, irlsurarce invoices, bills for reasonable ~��aintenance and utilities, and barb statements or amortizatjon scr.edules showing monthly 'Interest expense. As a last .-esort, 4. �essee's written statement verifying resit payments to : ._. fay and family's =elf-cer+ificaticns as to net income realized. -4;2002. ,fid;-nin P: al G. VERIFICATION OF ASSETS Family Assets The PHA will require the information necessary to determine the current cash value of the family's assets, (the net amount the family would receive if the asset were converted to cash). Acceptable verification may include any of the following; Verification forms, letens, or documents from a financial institution or broker. Passbooks, checking account statements, certificates of deposit, bonds, or financial statements completed by a financial institution or broker. Quotes from a stock broker or realty agent as to net amount faM.H'V wouid receive if they liquidated securities or real estate. Real estate tax statem—nts the a proxirra e current market value can be deduceu "rom assessment. ,Financial statements for business assets. Cc-pies of closing documents showing the selling price and the distribution of the sales proceeds. Appraisals of personal property held as an investment. As a last resort, Familv's self-certification describing assets or cash held at the family's home or in safe deposit boxes. Assets Disposed of for Less than Fair Market Value (FMV) During Two Years Preceding Effective [date of Certification or Recertification, for ail Certifications and Recertifications, the PISA will obtain the Family's certification as to whether any member has disposed of assets for less than; fair market value during the two dears preceding the effective date of the certification or recertification. if the family certifies that they have disposed of assets for less 'nan fair market value, verification or certification is 4/12002 Admin Pian i-13 .-equ ;-ed that shows: (a) all assets disposed :;f for I--ss than FIw'iV b) b) the Nate they were disposed of (C) the amount the Iamily reeei,,,red. and d) the rarket value of the assets at the time of disposition. Third parte verification will be :.btaired winerever possible. 4/200 . Admin Plan 7- 4 ......... ......... ........ _. .._... - ..._.... ............................................................................................................................................................................................................................................................................................................................ G. VERIFICATION OF ALLOWABLE DEDUCTIONS FROM INCOME 24 CFR 982.5151 Child Care Expenses Written verification from the person who receives the payments is required, .f the child care provider is an individual, s/he must provide a statement of the amount they are charging the family for their services, Verifications must specify the child care provider's name, address, telephone number, the names of the children cared for, the number of hours the child care occurs, the rate of pay, and the typical yearly amount paid, including school and vacation periods. Family's certification as to whether any of those payments have been or will be paid or reimbursed by outside sources, Medical Expenses F=amilies who claim medical expenses will be required to submit a certification as Lo l>Nihether or not any expense payments have been, or will e, reimbursed by an outside source. .All expense claims will be verified bl; one or more of the methods listed below: Wr'tren verification by a doctor, hospital or clinic personnel, dentist, Pharmacist, of (a, the anticipated medical casts to be incurred by the family and regular payments due on medical bills; and bj extent to which those expenses will be reimbursed by insurance or a government agency. Written confirmation by the insurance company or employer of ` ealth insurance premiums to be paid by the family, Written confirmation from the Social Security Administration of Medicare premiums to be paid by the family over the next 1.2 months, A computer printout will be accepted. 4/2002, .Admin Plan 7-15 For Attendant Care: A reliable, k owledgeabie professional's c.ertifi atioin that the assistance of -- an attendant is necessary as a medical expertise and a projection of the number of hours the ;ware is iieeded for calculation purposes. Attendant's written confirmation of hours of care provided and amount and frequency of payments received from the family or agency (or copies of canceled checks the family used to make those payments) or stubs from the agency providing the services. Receipts, canceled checks, or pay studs that verify medical costs and insurance expenses likely to be incurred in the next 12 months. Copies of payment agreements or most recent invoice that verify payments made on outstanding medical bills that will continue over all or part of the next 12 months. receipts or other record of :medical .expenses incurred during the past ;months that can be used to anticipate future medical expenses. PHA may }se this .approach for "gene7ai medical expenses" such as non- prescription drugs and regular visits to doctors or dentists, but not for one time, nonrecurring expenses from the previous year. The PHA use miileage at the IRS rate, or cab, bus fare, or other public transportation cost for verification :of the cost of transportation directly related to medical treatment. 412002 Adrnin Play, 7-!6 Assistance to Persons with Disabilities [24 CFR 5.611( c In All Cases, the Family Must provide: Written certification from a reliable, knowledgeable professional that the person with disabilities requires the services of an attendant and/or the use of auxiliary apparatus to permit him/her to be employed or to function sufficiently independently to enable another family member to be employed. Wamily`s certification as to whether they receive reimbursement for any of the expenses of disability assistance and the amount of any reimbursement received. Attendant Care: Attendant's written certification of amount received from the family, frequency of receipt, and hours of care provided. Certification ;.f family and attendant and/or copies of canceled checks family used to rnake payments. Auxiliary Apparatus. !;receipts for purchases or ;goof of monthly payments and maintenance expenses for auxiliary apparatus. In the case where the person with disabilities is employed, a statement from the employer that the auxiliary apparatus is necessary for employment;. 4/2002 ;admin Plar: I-17 . VERIFYING !WON-FINANCIAL FACTORS 24 CFR 982.153(()(15)] Verification of Legal Identity In order to prevent urogram abuse, wee PHA ,will require applicants to furnish verification of legal identity for all family members,. The documents :isted below will be �:onsldered acceptable verification of team identity for adults, :tf a document submitted by a family Is illegible or otherwise questionable, rrore than one of these documents masa bereau,,red extricate of art , natralizat;on papers Church 'ssued baptismal certificate urgent, valid Driver's License U.S. military discharge (,DD 214) U.S. passport Voter's registration CompanWagency identification Card lepamnent of Motor Vehicles Identification Card Hospital records /2002 Admin Plan 7-�8 Documents considered acceptable for the verification of legal identity for minors may be one or more of the following: Certificate of Birth Adoption papers `Custody agreement Health and Hurnan Services ID. School records Verification of Marital Status Verification of divorce status will be a certified cony of the divorce decree; -igned by a -ours officer, S:!erif cation or a separation -nay be a copy of court-ordered maintenance or other records, 'verification of marriage status is a marriage certificate, 4%2()02 Admin Plan 7-19 Parniliai Relationships Certification 'Niil normally be considered sufficient verification ;f fam; v ~elationships, incases where :-easonable doubt exists, the family may be asked to provide verification. The following verifications will always 'be required if applicablie: Verification of relationship: uficia' identification showing 3g names Birth Certificates Baptismal certificates Verification of guardianship is: Court-ordered assignment Affidavit of parent- Verification aren-Verification from. social services agency School records 4/220-02 Admin Plan f-20 ......................................................................................................................._ -. Verification of Permanent Absence of Family Member If an adult member who was formerly a member of the household is -_ reported permanently absent by the family, the PHA vvili consider any of the following as verification; Husband or wife institutes divorce action. Husband or wife institutes legal separation. Order of protection/restraining order obtained by one family member against another. ?roof of another home address, such as utility bills, canceled checks for rent, drivers license, or lease or rental agreement, if available. Statements warn other agencies such as social services or a written statement from the landlord or manager that the adult far nily member is no ionaer living at that location. If the adult family :member is incarcerated, a document from the Court Or Correctional facility should be obtained stating how long they will be incarcerated. If no other proof can be provided, the PHA will accept a self-certification from the head of household or the spouse or co-head., if the ,ead is the absent member. Verification of Change in Family Composition The PHA may verify changes in family composition (either reported or unreported) through letters, telephone walls, utility records, inspections, landlords, neighbors, credit data, school or DMV records, and other sources. Verification of Disability }Verification of disability must be receipt of SSI or SSA disability payments under Section 223 of the Social Security ;pct or 102(7) of the Developmental Disabilities Assistance and Bill of Rights Act (42 U.S.C. 6001(7) or verified by appropriate diagnostician such as physician, psychiatrist, psychologist, therapist, rehab specialist, or licensed social worker, using the f IUD language as the verification:. format. 4/2002 Admin Plan 7-21 Verification of Citizenship/Eligible Immigrant Status 24 CFR 5.508, 5.51 },a.512, 5.514] o be eligible for assistance, individuais must be U.S. citizens or eligible immigrants. Individuals who are neither may elect -.got to contend their Status. ENcOble immigrants must '-all into one of the categories specified by the regulations and must have their status verified by Immigration and Naturalization Service INS , Each family member rust declare their status once. assistance cannot be delayed, denied, or terminated while verification of status is pending, except that assistance to appliCants may be delayed -;while the PHA hearing is pending. Citizens or Nationals of the United States are required to sign a declaration under penalty of perjury, Me PHA will not require citizens to provide documentation of citizenship. Eligible Immigrants who were Participants and 62 years old or older on 'tine 19, 1995, are required to sign a declaration of eligible immigration status and provide proof of age. ;pion-dtizens ,Mth eligible immigration status ;must sign a declaration of status and verification consent form and provide their original 's-nmigratior) documents which are copied front and back and returned to the family. The PHA verifies the status through the _1NS SAVE system, If this primary verification "ails to verify status, the PHA -rust request within ten days that the INS conduct a manual search, Ineligible family members who do not maim to be citizens or eligible immigrants must be listed on a statement of ineligible iiiy members signed by the head of household or spouse. Non-citizen students on student visas are ineligible members even though they are in the country lawfully. They :nest provide their student visa but their status will not be verified and they do not sign a declaration but are listed on the statement of ineligible members, x�allure to Provide. If an applicant or participant family member- fails to Sign required declarations and consent forms or provide documents, as required, they must be 'isted as an inel'glble member. If the enure family fads to provide and sign as required, the family may be denied or terminated for failure to orovidE required information. 4/2002 Admin Plan 7-22 Time of Verification or applicants, verification of 'U.S. citizenship/eligible immigrant status occurs at the same time as verification of other factors of eligibility for final eligibility determination. The PHA will not provide assistance to any family prior to the affirmative establishment and verification of the eligibility of the individual or at ieast one member of the family. or family :Members added after other members have been verified, the verification occurs at the first recertification or interim after the new member moves in. ;ince verification has been completed for any covered program, it need not be repeated except t-hat, in the case of port-in families, if the initial PIA does not supply the documents, the PHA must conduct the determination. Extensions € f 'Time to Provide Documents he PHA will grant an extension of 10 days for families to submit evidence IF eligible immigrant status Acceptable Documents of Eligible Immigration The regulations stipulate that only the following documents are acceptable unless changes are published in the Federal Register: Resident Alien Card (I-551) Alien Registration Receipt Card (I-151) Arrival-Departure Record (I-94) Temporary resident Card (I-588) Employment Authorization hard ( -58813) Recent issued by the INS for issuance of replacement of any of the above documents that shows individual's entitlement has been verified. A birth certificate is not acceptable verification of status. All documents in connection with U.S, citizenship/eligible immigrant status must be Kept five years, If the PHA determines That a family member has knowingly permitted another individual who is not eligible for assistance to reside permanently in the ;family's unit, the family's assistance will be terminated for 24 months, 4/2002 Admin Plan -23 considered prorating the _jnless 4he ineligible Individual has already been � Yamily°s assistance, Verification of Social Security Numbers 24 CFR 5,216] Social security numbers -nust be provided as a condition of eligibility for all family members age six and over if they have been issued a number-. Verification of Social Security numbers will be done through a Social Security Card issued by the Social Security Administration. if a family member cannot produce a Social Security Card, only the documents listed below howif g his or her Social Security Dumber may be used for verification, €lie family is .also rewired to certify in writing that the document(s) submitted ,, 'ieu of the Social Security Card Information provided is/are complete and accurate: A driver's license dentificaticn and issued by a Federal, State or local agency Identification card issued by a medical i sura ce company or provider ;including iedicare and Medicaid) n Identification .card issued by an employer or trade union ,An identification card issued by a rnedl�cal insurance cornpany Earnings statements or )ayroll stubs Sank Statements RS Form 1-099 Benefit award efters from government agencies ;retirement benefit letter Life insurance policies court records such as real estate, tax notices, marriage and drvcme,r ;udgm,ent or bankruptc,;,, records Verification of benefits or Social Security Number from Social Security Administration 4/2002 Admin Plan 7-24 New family members ages six and older will be required to produce heir Social Security Card or provide the substitute documentation described above together with their certification that the substitute information provided `=.s complete and accurate. This information is to be provided at the time the change in family composition is reported to the PHA. If an applicant or participant is able to disclose the Social Security Number but cannot meet the documentation requirements, the applicant or Oarticipant must sign a certification to that effect provided by the PHA. The applicant/participant or family member will have an additional sixty [60] days to provide proof of the Social Security Number. If they fail to provide this documentation, the family's assistance will be terminated. In the case of an individual at least 62 years of age; the PHA may gran an extension for an additional 60 days to a total of 120 days. If, at the end of L ris time the elderly individual has not provided documentation, the family°s assistance will be terminated. If the family member :states they have not been issued a number, the family member will be required to sign a certification co this effect. Medical Need for Larger Unit A written certification That a larger unit is necessary nryust be obtained from a reliable, 'knowledgeable professional. 4/2002 Admin Plan 7--25 ..............1 11 11 1.............. ..................................''I'll ........... .......................- ............I.''..,................................... ............................................................................................................................................................................................ ...............I I............................I I................ .................................................. .............................................................................................................................................................11.1111.11,11.11.111,....................................... ..............I......................................................I................I I I.., -................................................................................. ..........................................................................................................................................................I................ ................................... .............................I......................................I.,..................I................................................................................................................ ......................................................................................................................................................... ............................... .................I..........................I...............................................I..............11 1 ................................................................................................................................. ...............................................................................................................................................................................I..,.,............ .............................- ...........................I......................................I..................................................................I........................ .................................................................................................. ................................................................................................................................................................................................................... ........I..,....I......I...... ...... 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............................................................................................................................................ ................. ................................................ ............................................................................................................. ...................................... Chapter 8 VOUCHER ISSUANCE AND BRIEFINGS [24 CFR 982.301, 982.302] INTRODUCTION The PHA's goals and objectives are designed to assure that families selected to participate are equipped with the tools necessary to locate an acceptable housing unit. Families are provided sufficient knowledge and information regarding the program and how to achieve maximum benefit while complying with program requirements. When eligibility has been determined, the PHA will conduct a mandatory briefing to ensure that families knew how the program works. The briefing will provide a broad description of owner and family responsibilities, PHA procedures, and how to lease a unit. The family will also receive a briefing packet which provides more detailed information about the program including the benefits of moving outside areas of poverty and minority concentration. This Chapter describes how briefings will be conducted, the information that will be provided to families, and the policies for how changes in the family composition will be handled. A. ISSUANCE OF VOUCHERS 24 CFR 982.204(d)r 982.54(d)(2)] When funding is available, the PHA will issue Vouchers to applicants whose eligibility has been determined. The number of Vouchers issued must ensure that the PHA stays as close as possible to 100 :percent lease-up. The PHA performs a monthly calculation electronically to determine whether applications can be processed, the number of Vouchers that can be issued, and to what extent the PHA can over-issue ,issue more Vouchers than the budget ai ows to achieve lease up). The PHA may over-issue Vouchers only to the extent necessary to meet '=easing goals, All Vouchers which are over-issued must be honored. If the PHA finds it is over-leased, it gust adjust future issuance of Vouchers in order not to exceed the ACC budget limitations over the fiscal year. 4/2002 Admin Plan 8-1 , aRIEFING `HYPES AND REQUIRED ATTENDANCE 24C-FR 9302.301.11 Initial dal Applicant Briefing _ A full HUD-required briefing �,Ailll be conducted for applicant fam":lies 'olho are determined to be eligible for assistance. The briefings will be conducted in groups. f=amilies who attend group briefings and still have the need for individual assistance will be referred to Housing Program Specialist. The purpose of the ;briefing is to explain hove the program works and 'the documents in the Voucher hc'der's packet to families so that they are fully Informed about the program. 7"his will enable them to utilize the program to their advantage, and it will; prepare their to discuss it with potential owners and property managers, he ;SHA will not issue a Voucher to a family unless he household representative has attended a briefing and signed the Voucher, App.ican3ts ,,)vho provide prior notice of inability to attend a briefing will automatically be scheduled for the next briefing. Applicants who fail to attend 2 scheduled ioriefings, without prior notification and approval of the ;SHA, may be denied admission rased on failure to supply information: needed for certification. ,—he FHA will conduct individual briefings for families with disabilities at their home, upon request by the family, if required for reasonable accommodation. 4/2002 Admin Flan 8-2 _. .......................................................................... __ Briefing Packet [24 CIFR 982301(b)] The documents and information provided in the briefing packet for the Toucher program will comply with all HUD requirements. The PHA also includes other information and/or materials which are not required by HUD. The family is provided with the following information and materials; The term of the voucher, and the PHA policy for requesting extensions or suspensions of the voucher (referred to as tolling). A description of the method used to calculate the housing assistance payment for a family, including how the PHA determines the payment standard for a family; now the PHA determines total tenant payment for a family and information on the payment standard and utility aliowance schedule; how the PHA determines the maximum allowable rent for an assisted unit Where the family may :ease a ;.snit. For family that qualifies to lease a unit outside the PHA jurisdiction under portability procedures, the Information must include an explanation of how portability works. The HUD required tenancy ddendurn, which must be included in the ,ease. he Request for Approval of Tenancy form, and a description of the Procedure for requesting approval for a unit. A statement of the PHA policy un providing information about families to prospective owners. The PHA Subsidy Standards including when and how exceptions are made and how the voucher size relates to the unit size selected. The HUD brochure on how to select a unit and/or the HUD brochure "A Good Place to rive" on how to select a unit that complies with HQS. The HUD brochure on lead-based paint Information on federal, State and local equal opportunity laws and a copy of the housing discrimination complaint form. The PHA will also include the pamphlet "Fair Housing. It's Your Might". 4/2002 Admin Plan 8-3 A list or landlords or ether parties willing to :ease to ass;sted far—nii,es or help in the search and/or known units available for the voucher issued. The list includes landlords or other parties who are ,willing to ease units or help families find units outside :areas of poverty or minority concentration. If the family includes a person with disabilities, notice that the ITA mill provide Hst of available accessible units known to the PHA. The Family Obligations under the program. The grounds on }which the PHA may terminate assistance for a participant family because of family action or failure to act. PHA administrative hearing procedures including when the ?HA is required to offer a participant family the opportunity for an informal hearing, and how to request the hearing. The informations packet includes ars :explanation of hods portability works. The Briefing Presentation includes a map showing areas representing various income levels of the jurisdiction and surrounding areas for the purpose of expanding hosing opportunities for families. The briefing packet also includes; FHA's sample !vase for oc nwners who do not use a lease for their unassisted tenants. An Owner's Handbook, an 'NQS chedkiist and sample contract. Procedures for notifying the PHA and/dr HUD of program abuses such as side payments, extra {charges, violations of tenant rights, and owner failure to repair. The family's r.-ghts as a tenant and a program participant. Requirements For reporting changes between annual recertifications, information on security deposits and legal referral services. `.'xerclsing choice in residency 2002 Admin Play; 3-4 ......... ......... ......... ......... .. ......... ......... _ .._..... _..__......_ ....................... ........................................................................................................... ......... . . ........ .. Choosing a :snit carefully and ony after due consideration.. The Family Self Sufficiei cy program and its. advantages. If the family includes a person with disabilities, the PHA. will ensure compliance with CIFR 0,6 to ensure effective communication, Move Briefing A move briefing will be held for participants who will be reissued a Voucher to move, and who have been recertified within the last 120 days, and have given notice of intent to vacate to their landlord. This briefing includes incoming and outgoing portable families. C. ENCOURAGING PARTICIPATION IN AREAS WITHOUT LOW INCOME OR. MINORITY CONCENTRATION At the briefing, families are encouraged to search for ;musing in non- impacted areas, and the PHA will provide assistance to families who wish to do so, The PHA has :naps that show various areas and information about facilities and services in neighboring areas such as schools, transportation, and upporr ive and social services. The assistance provided to such families includes: Direct contact with landlords. Counseling with the family. ormal or informal discussions with landlord groups =ormal or informal discussions with social service agencies ;Meeting with fair housing groups or agencies D, ASSISTANCE TO FAMILIES WHO CLAIM DISCRIMINATION The PHA will give participants a copy of HUD Tarim 903 to file a complaint. 4/2002 Admin Plan 8-5 E. SECUR1>Y D POS7,T REQUIREMENTS F24 FR 982.313] ._arias Effective Prior to October 2, 1995 The arnount of Security Deposit which. could have been collected by ov4ners .j ider contracts effective prior to October 2, 1995 is: Under the pre-merger Certificate Program; the owner could have collected a Security Deposit in an amount not to exceed Total Tenant Payment c)r $50.00, whichever is greater; for non-lease-in-dace families. For the pre-merger Voucher Program, the owner, at his/her discretion, .would have collected a Security Deposit it an amount not to exceed 'PHA policy): Tl'e greater of 30 8 of adjusted monthly income or g for non- lease-in-place families. The amount :charged to unassisted tenants may, not exceed `he maximum allowed under state or local law. Leases Effective on or after 'October 2x 1995 r,;e owner is not required to but may coileCt a security depos<t from the tenant. Security deposits charged to families may ye any amount the owner wishes to charge, subject to the following conditions: Security deposits charged by owners may not exceed those charged to unassisted tenants nor the maximum prescribed by State or iocal law. For lease-in-place families, responsibility- for first and last month's rent is not considered a security deposit issue, In these cases; the owner should settle Lhe issue with the tenant prior to the oeainnma of assistance. 4/200 8drm n Plan: --- F. TERM OF VOUCHER (24 CFS. 982.303, 982.54(d)(11) During the briefing session, each household will be issued a Voucher ;,vnich represents a contract}-al agreement between the PHA and the Family .'oe:ifying the eights and responsibilities of each parrty �t does not constitute admission to the program, which occurs when the lease and contract become effective, Expirations he Voucher is Mid for a penod of 120 calendar days from the date of issuance. The family must submit a Request for Approval of the Tenancy and tease within the 120-day period unless an extension has been granted by the PHA. f the 'Voucher has expired, and has not been extended by the PHA or expires after an extension, the family will be denied assistance. T he family wfll not be entitled to a review or hearing. If the family is currently assisted, they may remain as a partic;pant in their unit if there is an assisted ;ease/contract in effect. Suspensions When a Request for Approval of Tenancy is received, the PHA will deduct tithe number of days required to process the re uest from the 120 day term of the voucher. Extensions Beyond 120 day of Termination of Voucher A farm y may submit a written request For an extension of the Voucher time period beyond 120 days. All requests for extensions must be received prior to the expiration date of t -- Voucher. Lxtensions may be granted at the discretion or the PHA up to a maximum or an additional' 60 day increments not to exceed a maximum of 240 days, primarily for these reasons: Extenuating circumstances such as hospitalization or a family emergency for an extended period of time which has affected the family`s ability to find a unit within the initial 120-day period. Verification is required. 4/2002 Admin Pian Th,e family w-... ,pr-eventec. from ,4T'lcli g _ L<nt ue to d':sabill y accessibility requirements, Assistance to Voucher Holders Families who require additional assistance dur!ng their search may cal. the °HA Office to request asstta ce. Voucher #ioieers d.! he no"Ifien at their �Driefing session that the PHA periodically :.updates the listing of available :nits and how t e update^ list ;may be obtained. The PHA will assist families with negotiations with owners and provide other. assistance reiated to the families` search for housing. 4/2002 Admin Plan; 8-8 .......................................................................................... ................. G. VOUCHER ISSUANCE DETERMINATION FOR SPLIT HOUSEHOLDS 24 CFR 982.3151 In those instances 1.Aahen a family assisted under the Section 8 program becomes divided nto t;talo otherwise eligible farnllies due to divorce, legal separation., or the division of the family, and the new families cannot agr-la as to which new family unit should continue to receive the assistance, and there is no determination by a court, the following "actors will determine which of the families will continue to be assisted; Which .or the two new family units has custody of dependent children. Which family member was the head of household when the Voucher was initially issued Misted on the initial application). The composition of the new gamily units, and which unit contains elderly or disabled members. Whether domestic violence was involved in the breakup, Which family members remain in the unit. Recommendations of social service professionais. Documentation of these factors will be the responsibility of the requesting parties. If documentation is not provided, the FOIA will terminate assistance on the basis of failure to provide information necessary for a recertification. 4/2002 Admin Plan 8-g 'H. REMAINING MEMBER OFTENANT FAMILY - RETEN-710N OF VOUCHER (24 CFR 982,3151 -o e ;of?si Bred tl"e remaining rhember of the tenar't f,. mi?y, %{te person? fust �ave been previously approved by the PHA to be living 'n the ur-it. A live-ire attendant, by defin tion, is Iot a member c-. , to :`arr,fly argil, will not be considered a remainina member o r the Family, _n order for a minor child to continue to receive assist-nce as a ; ema? :ng family ,member: The court has to have awarded emancipated minor status to the 33 inor, ',�i1 -;"'he ?HA has to have ver-'Si ted that social services and/or the Juveniie Court has arranged for another adult to be brought �iinto the assisted '..n L to care for the ch�!dt ren for anindefinite erie : A reduction in faimily size may require a reduction in... the voucher family unit size. 4,12002 Admin Plan 8-10 .................... ...................................................................... ............................................................ ..................... ........................................................................................................................................................................................................................ . .................................................................... .......................................................................................................................................................................................... .......... ............................................................................................................................... ........... ....................................................................................................................... .........I I..,..........I'll.....................1''.., 1 11.1........... .................................................................. .............I ............................................................................................................................... .................................................................................................................................1.., 1.11.1 1............I I.,...........I..................I............ .................................................................. .............I............I I.......... ............................................................................................................ ............. .................................................................................................................................................I..........................................I.,..........................I I...........I...........I .......................................... 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Chapter 9 REQUEST FOR APPROVAL OF TENANCY AND CONTRACT EXECUTION [24 CFR 982.3£ 2] INTRODUCTION X24 CFR 982.305(x)] 'The HA's program operations are designed to utilize available resources to a manner that Is effi'++ient and provides eligible families timely assistance based on the number of units that have been budgeted. The HA's objectives include maximizing HUD funds by providing assistance to as many eligible families and for as many eligible units as the budget will allow. After families are issued a voucher, they may search for a unit anywhere within the jurisdiction of the HA, or outside of the HA's jurisdiction if they qualify for portability. The family must find an eligible unit under the program rules, with an owner/landlord who is willing to enter into a Housing Assistance Payments Contract with the HA. This Chapter defines the types of eligible housing, the HA's policies which pertain to initial inspections, lease requirements, owner disapproval, and the processing of Requests For Lease Approval (RT A), 4/2002 Admin Pian g_1 A. REOUES7 FOR APPROVAL OVAL OF TENANCY r24 CFR 982¢302, The Requiest --or Tei anc Approval ( 77:Aj and a poen of t e proposed ease, includ'n,< the HUDI prescribed tenancy addendum, must be submitted by the family u—ing the term of the voucher-. The family must submit the Request for Terancy Approval n ,e farm and manner required by the I~I~A. " he Request for Tenancy Approval fRTA) must be signed by bath the owner and Voucher holder. The HA will not permit the family to submit more than one RTA at a time. The HA will review tihe )roposed lease and the Request for Tenancy Approval documents to determine whether or not they are approvable. The Request will be approved if: 1. The unit is an eligible type of housing 2. The unit meets HUD's mousing Quality Standards (and any additional cr teria as identified in this Administrative Plan) 3, The rent is reasonable 4. The Security Deposit is approvable in accordance with any iirnjtations in this plan. S. The proposed lease complies with HUD and PHA requirements (See "Lease Review" section below). 6. The owner is approvable, and there are no conflicts of interest. The arnily's share of the -rent may not exceed 40% of the Farn0y's ;monthly adjusted income at new admissions and moves, 4/2002 Admin Plan �-2 Disapproval of RTA :f the HA determines that the Request cannot be approved for any reason, the landlord and the family will be ;notified in writing, When, for any reason, an RTA is net approved, she HA 'vill furnish. another RTA fora to the fami'y along with the notice of disapproval so that the family can continue to search for eligible housing. he time limit on the urtificate or toucher will be suspended while the RTA is being processed, Restriction on Renting from Relatives IEffective curie 17, 1998 the Department of Dousing and Urban Development (HUD) has limited the circumstances under which landlords can lease a unit to relatives under the Section 8 program. ""his policy applies to new admissions and to transfers, "t-he dousing authority will not approve a unit if the landlord is related to any of the tenant's family members in one of the f0lievving ways: parent Lhild grandparent grandchild sister brother interested party PXCEPTION: The Dousing authority may approve a unit with the owner and tenant related if it is determined that approving the unit would provide reasonable accommodation for a family member who is a person with disabilities. 4/2002 Admin Plan? g_3 ELIGIBLE TYPES OF HOUSING [ 4 CFR 9S2.353, 82.54r (1 a 7-!e HA will approve �n-, :-.f he following types c�f housing it the Voucher programs: All structure types can be utilized Manufactured homes where the tenant leases the mobile home and the pad (Manufactured homes where the Tenant owns the mobile '?ome ars leases the pad Independent Group Residences Congregate facrlitles Single Roorn Occupancy Units owned (but not subsidized) by the HA (following HUD—prescribed requirements) Assisted Living Facilitates A tarnih can own a rental unit but cannot reside n it while being assisted, except in the case when the tami;y owns the mobile horse and leases the pad. A family may lease in and have an interest in a cooperative housing development, The HA may not permit a Vot.:cner holder to lease a unit which is receiving Project-used Section 8 assistance or any duplicative rental subsidies, The HA will not approve: A unit occupied by the owner _:)r by any person with an interest in the ..snit, other than manufactured homes described above. Nursing homes or other institutions that provide care. School dormitories and institutional housing. Any other types of housing ;prohibited by HUD, 4/2002 Admin D'an 9-4 C. LEASE REVIEW [24 CFS. 982.3081 The HA 'Mil review the lease, pariricuiarly noting the approvability of optional charges and compliance with regulations and Mate/local lair. Responsibility for utilities, appliances and optional services must correspond to those provided on the Request for Tenancy Approval. Owners may ether submit their own= lease or permit 'the HA to furnish the lease. In cases where the owner's lease is used, the HUD lease addendum crust be attached and executed. The HA will encourage owners to use a sample lease provided by the HA which includes the HUD-mandated language. blouse rules of the owner may be attached to the lease as an addendum, provided they are approved by the HA to ensure they do not violate any fair housing HUD provisions. Separate Agreements :separate agreements are not necessarily illegal side agreements. F-amilies and owners %hill be advised of the prohibition of illegal side payments for additional rent, or for !terns normally included ire the rent of unassisted families, or :nor items not .sho���rn on the approved iease. Owners and families may execute separate agreements for services, appliances ;other than range and refrigerator) and other items that are not included in the 'ease, if the agreement is in writing and approved by the HA. Any appliances, services or other items which are routinely provided to unassisted families as part of the lease (such as air conditioning, dishwasher or garage) or are permanently installed in the unit, cannot be put under separate agreement and must be included in the lease. For there to be a separate agreement, the family must have the option of not utilizing the service, appliance or other item. }f the family and owner have come to a written agreement on the amount of allowable charges for a specific item, so long as those charges are reasonable and not a substitute for higher rent, they will be allowed. All agreements for special items or services must be attached to the lease approved by the HA. If agreements are entered into at a later date, they must be approved by the HA :and attached to the lease. 4/2002 Admin Plan g-5 Actions Before Lease Term All of --he F 110 !!)g must ait, ays be .�-jmpleted before she beginning of the nit al '--erm of �-he lease for a --nit. , h,e -"HA has inspe,, ped t le unit a.nd as determined that the u :1- satisfies the NQS; The PHA has approved leasing of the unit in accordance with program requirements O. INITIAL INSPECTIONS 24 CFR 952.305(x) & (b) Szee "'Housing Quality -Standards and Inspections" Chapter 1` 0 of this Administrative Plan. '.ENT LIMITATIONS 24 CFR 982.503] In tl e 'Voucher grog{ af., HA n'=ay approve exception rents that are up to 110-0/a move the payment For no more than 200fa of budgeted units, exception Rents will be utilized to: Expand housing opportunities for families to move from poverty- impacted areas. Make accessible units available to persons with disabilities. Increase the housing choices availabie to iow-income families. ==,ent reasonableness will,i ;still be used as a measure of whether the rent :.S approvable. The HI A tracks all units for which an Exception Rent is approved manually or eiectronically to assure that not more than 209/o of the units under tt e Voucher program (based on the number of units shown on gine 4 of the asI.- budget submitted to HUD) have received approval for rents which exceed the payment standard by '-gyp to 10%. For the Voucher proararns, the HA will -na e a 'determination as to the reason.abieness of the proposed rent in relation ho comparable units at,ailabfe for lease on the private unassisted market, and .e rent charged by she 4/2002 Admin; Plan 9-6 owner for a comparable assisted or unassisted unit .n the building or premises. F< DISAPPROVAL OF P'ROP'OSED RENT 124 CFS. 982.502] in any of the programs, if the proposed Gross Rent 3s not reasonable, at the yam: y's request, the HA will negotiate with the owner to reduce the rent to a reasonable rent. At the family's request, the HA will negotiate with the owner to include some or all of the utilities in the rent to owner. If the rent can be approved after negotiations with the owner, the HA will continue processing the bequest for Lease .Approval. If the revised rent involves a change in the provision of utilities: .: neva bequest for Lease of Tenancy must be submitted by the owner. If the owner does not agree on the Pent to Owner after the HA has tried and failed to negotiate a revised rent, the -lA will inform the family and owner that the lease is disapproved. G. INFORMATION TO OWNERS S [24 CPL 352.307(b)r 9S2a34(d)(7)] The HA is required to provide prospective owners with the address of the applicant and the names and addresses of the current and previous landlord if known, The HA will make an exception to this requirement if the family's whereabouts must be protected due to domestic abuse or witness protection. The HA will inform owners that it is the responsibility of the landlord to determine the suitability of prospective tenants, Owners will be encouraged to screen applicants for runt payment history, eviction history, damage to units, and other factors related to the family's suitability as a tenant. he HA will not provide information regarding tenancy history, However, upon request, information will be provided orally or in writing to prospective owners regarding the names and addresses of the last two owners who have housed the family. The HA's policy on providing information to owners is included in the briefing packet and will apply uniformly to all families and owners. 4/2002 admin Plan 9-7 H,, OWNER 01 APPROV L 24 CFS 982.3061 Chante r 1.6 on "Owner and Restriction." .. CHANGE IN TOTAL TENANT PAYMENT (TTP) PRIOR TO MAP EFFECTIVE DATE Wwn t'he family reports changes i z factors that will affect the Total 7-errant Payment (TTP) prior to the effective date of the HAP contract at admission. the information will be ,verified and the Total Tenant Payment will be recalculated, -Tf the famlly does not report any change, the HA need not obtain new verifications before signing the HAP (Contract, even if verifications are more than 60 days old. '/2002 Admin Plan 9_g ,. CONTRACT EXECUTION PROCESS 24 CFR 982.305(c)] he ISA prepares the mousing Assistance Contract for execution, The family and she owner will execute the Luse agreement, and the owner and the HA will execute she ;SAP Contract, Copies of the docurnents will be furnished to the parties who signed the respective documents. The HA mares every effort to execute the HAIL Contract before the commencement of the lease tear;. The HAP Contract may not be executed more than 60 days after commencement of the lease term and no payments will be made until the contract is executed. The following HA representative(s) is/are authorized to execute a contract an behalf of the HA: Housing Programs Specialists, Housing Programs Supervisors, .�,nd the Housing Programs Director, Lead Specialist, Housing Program=s Analyst. Owners must provide the current address of Their residence ,not a Post Office box;. If families lease properties owned by relatives, the owner's current address will be compared to the subsidized unit's .address. Owners rust provide an Employer Identification [' umber or :social Security Number. Owners may be requested to submit proof of ownership of the property, such as a Grant Deed or Tax Bill, and a copy of the Management Agreement if the property is managed by a management agent. The owner will be asked to provide a business or horne telephone number. K. CHANGE IN OWNERSHIP A change in ownership does not require execution of a new contract. The HA will process a charge of ownership only upon the written request of the new owner and only if accompanied by a copy of an official vestry, ,e., recorded grant deed, or other official document showing the transfer of title and the Employee Identification Number of Social Security number of the new owner. 4/2:002 Admin Plan g_g eserved =� Ad-min Nam 9-10 ................... xxXxXxxx ............... .......... won ....I....... 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HQS standards are required both at initial occupancy and touring the terra of the lease. HQS standards amply to the building and premises, as well as the unit. Newly leased units must pass the NQS inspection on or before the beginning date of the assisted lease and HAP contract. The HA will inspect each unit under contract at least annually. The HA will also have an inspection supervisor perform quality control inspections on the Number of Files required for file sampling by SEMAP annually to maintain the NA's required standards and to assure consistency in the HA`s program. T his Chapter describes the HA's procedures for performing HQS and ether types of inspections, and HA standards for the timeliness of repairs. It also explains the responsibilities of'the owner and family, and the consequences of non-compliance with HQS requirements for both families and owners, The use of the term "HQS" in this Administrative ?lan refers to the combination of both HUD and HA requirements. 4/2002. Admin Plan 10-1 A. GUIDELINES17YPES OF INSPECTIONS [124 CFR 9$2.401(a), 982.405] The x A h,as adopted local requirements of acceptability in addition torhcsee ma€^;dated by the HUD Regulations. Efforts will be made at all times to encourage owners to provide housing above HQS minimum standards. The HA will n-ot promote any additional acceptability teria .,vhich is iikely to adversely affect the health or safety of participant families, or severely restrict housing choice. All utilities must be In service prior to the inspection. if the utilities are rot n service at the time of inspection, the Inspector will notify the tenant or owner (whcmever is responsible for the utilities according to the RLA) to have the utilities turned on. The inspector will schedule a re-inspection. If the tertant is responsible fcr supplying the stove and;or the refrigerator, the ?HA will allow the stove and refrigerator to be placed in the unit after. the unit has passed all other HQS. The PHA will conduct a re-inspection to verify the appliances. There are rcur types o, inspections the i1HA will Perform: t. Initial/Move-in, ConducL-ed upon receipt of Request for Approval of Tenancy, 2. Annuai: Aust be conducted within twelve months of the las'-- annual astannual ;nspection. �. Special/Compiaint: At request of owner, family or an agency or third-party. 4_ Quality Control 4/1.200 Admin ;pian a.0-2 3� :INITIAL HQS INSPECTION 24 CFR $2K401(a)] TinieW Initial HQS Inspection The HA will inspect the unit, determine whether the unit satisfies the HQS and notify the family and owner of the determination within 5 to 7 working days unless the specialist determines that it is unable to do so in the stated timeframe, in which case the file will be appropriately documented. The PNS! will maize every reasonable effort to conduct initial HQS inspections for the family and owner within S to 7 working days from the date received or the mite the unit is ready for inspection. The initial inspection will be conducted to: Determine if the unit and property meet the KAIS defined in this Plan. Document the current condition of the unit as to assist in future evaluations whether the condition of the ;.snit exceeds normal wear and tear. Document the nforrnation to be used for determination of rent- reasonableness. If the unit fails the initial Housing Quality Standards inspection, the family and owner will be advised to notify the HA once repairs are completed. On an initial inspection, the owner will be given up to 1.0 calendar days to correct the sterns noted as Fail, at the inspector's discretion, depending on the amount and complexity of work to be done. Af the time period given by the inspector to correct the repairs has elapsed, or the maximum number of failed reinspections has occurred, the family must select another unit. 4/2002 Adrnir, Plan 0-3 C. INSPECTIONS [24 CFR 982.405(a)] 'nye HA conducts �n inspection in accordance with Housing Qua ity Standards at least annually, 120 days prior to the fariNW re-exardnadon, so that the inspections are conducted at least annually, as required by SE AP. Special inspections may be scheduled between anniversary dates. NQS def"ic encies which cause a unit to fail nril lst be corrected by the landlord unless it is a f ailed item For which the tenant is responsible. The `ars lily is only responsible 'for breaches of HQS which are caused by: Non-payment of utilities paid by the family Not providing; or tailing to maintain appliances not provided by the owner; and Substantial .Jamages to the unit or premises caused ,D a household .member or guest beyond normal wear and tear; The family must allow the PHA to inspect the '.snit aL reasonable times with reasonable notice. [24 CHR, 982,5 . 'd"]. Inspection will be conducted in business 'gays only. Reasonable hours to conduct an inspection are between 8:30 a.m. and 4.30 p.m. The HA will notify the family in writing at least 14 calendar days prior to the inspection. -The family is notified of the date and time of the inspection appointment by mail, If the family or an adult family representative is unable to be ;present, they gust reschedule the appointment so that the inspection is completed within 30 calendar days of the original inspection, The 1"amily is notifped that it is a Family Obligation to allow the HA to inspect 7-he unit. if the family was responsible for a breach of HQS identified in Chapter 15, "Denial or Termination of Assistance, " they will be advised of their responsibility to correct the breach". If the family =does not contact the HA, to reschedule the inspection, or f the :-arnilN; or adult family representative misses two (2) inspection appointments, the HA will consider the family to have violated a Family Obligation and their assistance ,will be terminated in accordance with the termination procedures in the Plan. 4/2002 Admin Plan 0-4 The family and owner are provided a notice of the inspection appointment by mail. If the family is not at home for the reinspection appcintrn nt, a card Till be left at the unit and the abatement process will begin. The repair appointment letter contains a warning of abatement (in the case of owner responsibility). If the unit fails -iQS the unit will be reinspected 30 to 35 days after -he annual inspection. Time Standards for Repairs Life threatening emergency items which endanger ;.he family's health or safety must be corrected within 24 hours of notification;. Major repairs ;must be made ;f;jithin 1110 days. For non-emergence items, repairs must be made within 30 days. E,,,,/tensions on the :amount of time allowed for a repair to be completed may be granted fcr the following reasons; if the repairs due to a miss;ng part that is on order. A receipt may be requested to Verify the order. if there is a verifiable medical reason preventing either the tenant or owner from complying with the repair time line. if the repair is delayed :sue to inclement weather conditions. Other extenuating circumstances which are documented and verifiabe Repair extensions may only, be granted using the above criteria for repairs that do not seriously endanger the health or safety of the family, Rent Increases Rent to owner increases may not be approved if the unit is in a failed condition. 4/2002 Admin Plan low �PECIAL,'COMPL INT xNSPECTIO S [24 CFR 982.405(c)] P at any time the family ily or owner notifies the HA that- the unit des not- -n.e,?,' dousing Quality Standards, the HA will conduct an inspection, 1 he HA may 31se ,:undue a speclai inspection based on informaidon from third parties Such as neighbors or public officials. the HA will inspect only the items 'which were reported, but if the Inspector notices additional deficiencies that would cause the unit to fail NQS, the responsible party will be equired to make the necessary repairs. it the annual inspection date is atvithin 1220 days of a ,special inspection, and as long as all items are inspected that .are included n an annual inspection; the speciai inspection will be categorized as annua nd all annual procedures 'All'!.: be followed. E QUALITY CONTROL INSPECTIONS 24 CFR 982.405(b) Quality control >nspecticins -vv ll be performed by ane veaa ,zperiahc-t or., dhe number of piles required by SEL-MAP. The purpose of Quality %Clontrol inspections s to ascertain that each i,nspector is conducting accurate and cornpiete inspections, and to ensure :hat there is consistency among inspectors n .application of the HQS. The sampling of :dies 3Yvill include recently completed inspections (within the rior 3 months), a cross-section of neighborhoods, and a cross-section of inspectors. 4/2002 Admin Pian g-6 Modifications Modifications or adaptations to a unit. due to disability must meet all applicabie HQS and building cedes. ;tension for repair items not required by HCS will be granted for madiFications/adaptations to the unit if agreed to by the tenant and landlord. HA will allow execution of the HAP contract if unit meets all requirements and the modifications do not affect the livability of the unit. 4/2002 Admin Plan 10-i F EMERGENCY REPAIR ITEMS X24 CFR 982.4431(()] The rrilowing items are considered to be of an emergency nature and -n- Ust _ be coii,.-ected by she owner- or tenant (whoever is responsihie) within 24 r-iours or notice by the inspector, Emergency or Life Threatening :Mems: Gas leak Exposed/arcing electrical Severe Structural Damage: collapsed galls, floors, ceilings Severe, exposed broken glass if the threat to l e has been abated the HA ,may give a short extension (rot snore than 48 additional hours) whenever the responsible pray cannot be Fictified or it is impossible to effect the repair within the 24-hour period, frail elderly person or a newborn child are present, these could be `'3;fe i nreatening" terns depending or, weather, etc.. Ma1or Items to be completed vvithin _0 days. No PG&E Service No Water Service No Garbage Service Fully inoperable stove or refrigerator Fully inoperable sole toilet or Nath; backed . p plumbing Major infestation of vermin Severe water/roof leak Non-severe broken glass Security - inoperable exterior door iocks Flood damage inoperable beater If ti-e ;snit is uninhabitable due to a fire or other natural or rnanmade disaster, the contr'act will be terminated retroactively to the date or the occurrence. if - .he owner is r�sponsible for emergency' repairs, and rails to correct all he deficiencies cited in the original repair letter, the owne=r will be sent a 4/2002 A.dmin Plan 10-8 confirmation of Contract Termination. In addition, the rent will be abated according to the original repair letter. .If emergency repairs are completed before the effective termination date, the termination will be rescinded by the HA, if the tenant chooses to remain in the €snit, rent abatements, as appropriate, will apply. If t'e emergency repair item(s) are not corrected n the time period re uired ^y the HA and t is an HQS breach which a family :obligation, the HA will terminate the assistance to the family. The owner's payment will not be abated for the breach of HQS, however, the HAP contract will be terminated con unction with termination of assistance ro the am ly. Smoke Detectors I noperable smoke detectors are a serious health threat and will be treated by the HA as an emergency rail ;tern. If the HA determines Leat the family has purposely disconnected the smoke detector by removing batteries or other means) , the family will be required to repair the smoke detector within 24 hours and 'the HA will reinspect the ;snit the ;'c lowing day. The HA will issue a written warning to any family determined to have purposely disconnected the unit`s smoke detector: The warning will state that deliberate :disconnection of the units smoke detector is a health ai _J fire bazar: and is considered a violation of the NQS. 4/'2002 Admin Plan 0-9 CONSEQUENCES IF OWNER IS RESPONSIBLE NOWEMERGENCY ITEMS) [24 CFR 982,405: 982.4531 A.11len 't has been determined .hat .� snit 'vn ire program tails to meet Housing Quality 1-4,andards, and the owner is responsible for cornpfeting necessary repair(s) in the time period specified by the HA., the assistance payment tot e owner s,Ajill be abated. Abatement A Notice of potential abatement and termination will be included in the original repair Better sent to the owner, and the abatement will be effective from the day artier the dine date for repair completion. T he allowed time for repairs to be completed %.,trithcut abatement is generally 30 calendar days. depending on the nature of the repair(s) needed. The HA will reinspect abated units vvithiin 10 calendar days of the ovmer's notification that the work has been completed. If the owner makes repairs during the abatement period, payment will resume on the day the �.,,3nit boas repaired, as verified by HA reinspection. < fie family will be notif#ed of the reinspection date. '-lo retroactive payrr,ents bvifl be made to the owner for the period of time th;;e rent was abated and the unit did not comply with HQS. The notice of abatement states that the tenant is not responsible for the HA's portion of rent that is abated. Termination of Contract ?f the owner is responsible for ,repairs and ;ails to correct all nhe defic envies rated in the original repair tetter, the owner will be sent a Confirmation Of ortracr. Termination. In addition -he rent will be abated according to the original repair letter. bf repairs are completed before `the effective termination date, the termination will be rescinded by the HA f the tenant chooses to re;nain n the unit; rent abatements, as appropriatei will apply. 4/2g02 Admin Play 10-10 DETERMINATION OF RESPONSIBILITY 24 CFR 982.4€ 4, 382.54(d)(14)3 Certain HCQS deficiencies are considered the responsibility of the family: Tenant-paid utilities not in service Failure to provide or maintain family-supplied appliances Damage to the unit or premises caused by a household member or guest beyond normal wear and „ear "Normal wear and tear" is refined as items which could be charged against the tenant's security deposit under state law or court practice. `he owner is ,esponsible for all other HQS violations. 4f the family s responsible }gut 4he owner carries out the repairs, the owner vv}1l be encouraged to bill the family for the cost of the repairs and the family's file will be noted. IXONSEQUENCES IF FAMILY IS RESPONSIBLE 24 CFR 982x404(b)) if emergency or non-emergency violations of HQS are determined to be the responsibility of the family, the HA will require the family mare any repairs) or corrections within 30 calendar of days. If the repair(s) or corrections) are not made in this time period, the 'HA will terminate assistance to the family, ;after providing an opportunity for an informal hearing. Extensions in �hese cases must be approved by Director of Housing =rograms, The owner's rent will not be abated: for items which are the family's rvsponsil✓iliay. If the tenant is responsible and corrections are not made, the HAIL Contract {v+l: germinate when assistance is terminated. 4/2002 :admin Flan 10-ILl ACCEPTABILITY CRITERIA AND ADDITIONS TO HQS (24CFR 982.401 'a)] The HA adheres to the acceptabili"Ey Criteria in the program rergulat ons aid HUD' inspection Booklet with the additions descri=bed beiow. :Addition to HQS: Smoke Detectors for ersons with hearing disabilities. One smoke detector for rhe hearing impaired will be required for each impaired person in the household per the following criteria; Hearing impaired smoke detectors < meet the r0 flowing qualifications: X77 candela strobe sight 85 decibel (DBA) rust be located ,!vithin the bedroom or the h.eanng impaired, :person and hardwired ' o the �)riman,/ smoke detector. he HA =�Vil accept landlord or tenant certification "" ,at to a,poropria'M criteria have been meet. ;doors: Doors cannot have double key dead bolt locks. Security: each main swinging entry door of ;a dwelling unit must have an operable single cylinder dead bolt "lock. These doors inC ude any exterior door that %..ill allow access to the unit (front door, back door, the door from the unit to the garage and any 'do=c! s that allow direct _,_cess to the unit) Windows: If window secur ty bars or -security screens are present on emergency exit ;Avindow, they must be quipped j,vith a quick release system. The owner is responsible for risuring that the (family is instructed on the ;se or t-he quick release ,::vstern. 4/2002 Adm, in Plan 10-12, Bedrooms. Bedrooms in basements or attics are not allowed :unless they meet local code requirements and must have adequate ventilation and - er nergency exit capability. Verification with regard to Inca; cede requirement may be requested. Closets are required in bedrooms. Modifications c0 persons with disabilities: Modifications or adaptations to a :.snit due to a disability must meet all applicable NCS. !eater Neater Discharge Pipes: Discharge pipes must be within 6 inches of base. Discharge pipes must be made of rigid pipe material (not garden: 'pose or thin plastic pipe). Local Code should be followed to ensure :overall water seater safety.. (Owners should check with wilding %ode Department yr specific details). Pools; Pools should not be empty or create 'unsafe conditions for the family, Fences: jry saf—tyr reasons, owners may oe requested to install, repair or yen love a ?ence. Stags. 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Chapter 11 OWNED. RENTS, RENT REASONABLENESS, AND PAYMENT STANDARDS [24 CFR 982.505, 982.503, 982.504, 982.505] INTRODUCTION The policies in this chapter reflect the amendments to the HUD regulations, which were implemented by the Quality rousing and Work Responsibility Act of 1998 for the Section 8 Tenant-Based Assistance Program. These amendments became effective on October 1, 1999, which is referred to as the "merger date". T mese amendments complete the merging of the Section 8 Certificate and Voucher Programs into one program; called the Housing Choice Voucher Program, n accordance with the regulations, for those Section 8 participant famines where there is a HAP Contract in effect entered into prier to C>ctober 1, 1999, the HA will Continue to uphold the rent calculation methods of the pre- merger Regular Certificate, OTC, and "toucher tenancies !trail the 2"J regular reexamination of family income and composition following the ";merger date". However, all new leases, moves and new admissions takirg effect on or after October 1, 1999 will be subject to the regulations of the new dousing Choice Voucher Program, The HA w it determine rent reasonableness in accordance with 24 CFR 982_507(a). Tt s the HA's responsibility to ensure that the rents charged by owners are reasonable based upon unassisted comparables in the rental .market, fusing the -riteria specified in 24 CFR 982.587(b). This Ci{apter explains the HA's procedures for determination of rent- reasor?ableness, payments to owners, adjustments to the Payment Standards, and rent adjustments. 412002 Admin Plan k. RENTT OWNER 1 SHE HOUSING CHOICE VOUCHES. PROGRAM The D,eni to Owner ..s limited only by rent reasonableness. The HA m=ast der;onstrate that the Rent to Owner is reasonable in comparison to rent for othercomparable unassisted units. The only other limitation on rent to owner is the maximum ;Rent standard at initial occupancy 24 CFR 982.588`. At the time a family initially receives tenant-based assistance for occupancy of a dwelling unit, whether it is a new admission or a move to a different unit, the family share may not exceed 40 Percent of the family's monthly adjusted 'income. During the initial term of the lease, the owner may not raise the .rent to owner. 4/2002 Admin Plan -2 S. MAKING PAYMENTS TO OWNERS 124 CFR 3$2.4511 Once the HAP Contract is executed, the HA begins processing payments to One 'andlord. The -effective date and the amount of the HA payment is communicated to the Finance Department via computer transactions and ,vritten authorizations. A HAP register will be used as a basis for monitoring the accuracv and timeliness of payments. Checks are disbursed by the Finance Department to the owner each month. Checks may not be picked up by the owner at the HA. Regular monthly HAP checks will be disbursed no later than the f=ifth day of the month. However, in the case of New Contracts, the .first payment will be mailed approximately 3-4 weeks after .all required documents are completed and signed by the owner/tenant and received and approved by the HA. -becks that .are not received will not be t eplaced until a request has been recei UJed frorn the payee and a stop payment leas been put on the ch,ecl<, ,after verifying iJth the bank that the check is outstanding, another check %,/01 �De issued with the next check run. All HAP :becks are subject to prior receipt of funds from HUD. Late Payment to Owners The HA will not be obligated to pay any late payment penalty if HUD deter=mines that late payment is due to factors beyond the MIA's control, such as a delay in -he receipt of program funds from HUD, The HA will use administrative fee income or the administrative fee reserve as its only source or late payment penalty. The HA will not use any program funds for the payment, of late fee penalties to the owner. Excess Payments he total of rent paid by the tenant plus the HA housing assistance payment to the owner may not be more than the rent to owner. The owner must immediately return any excess payment to the HA. Owners who do not return excess payments will be subject to penalties as outlined in the "Owner or Family Debts to the HA" chapter of this Administrative flan. 4/2002 Admin Plan 11-3 REASONABLENESS DETERMINATIONS [24 CFR 382.507] The HA will determine and document ,,n a case-by-case basis that the approved rent is reasonable in connparison to rent for other comparable unassisted units in the market. This applies to all programs. Rent reasonableness determ�rations are Made when units are placed under -iA contract for the first t,me, when owners -eguest annual or special -ontract rent adjustments under the Choice Voucher Program. For the hoice Voucher Programs, the HA >,vill determine and document on a case-by-case basis that the approved rent; Noes not -e Geed rents -urrertly charged by the same owner For an eguivaient assisted or ihassis-ed unit in the same building or complex; and is . �asonable in re,ation --:o rents Currently charged by other o,.,�or ers ic;r comparable units in the unassisted rnarkut. At 'east j comparable units will be used For each rent :determination, one of which r uSt be from the first category above if possible. ' he HA �Nill not approve a lease until the HA determines that the initial rent to owner is a reasonable rent, The HA must redeternnine the i-easonable rent before any :ncrease inthe rent to owner, and if there is a Five percent decrease in the published FMR in affect 60 days oefore the con4. tir.acw anniversary (for the uinit size refired by the fannily) as compared ,gith the FMR in effect one ./ear before the contract anniversary, -'he HA n~iust redetermine rent reasonableness if directed by HUD and based on a need identified by the HA's auditing system, The HA may elect to redetermine rent reasonableness at any other time. At all times during the ssisted tenancy, the rent to owner may not exceed t11he reasonable rent as most recently determined or redetermined by the HA. The owner ,,,,ill be advised that by accepting each monthly housing assistance ;payment s/he be certifying that the resit to owner s not more than rent charged by the owner for comparable unassisted units in the premises. f requested; the owner must give '-he HA information on rents charged by tine owner for other units in the premises or elsewhere. he data for other unassisted units will be gathered From newspapers, Realtors, professional associations, inquiries of owners, :market surveys, the Internet and other available sources 4,`20. 2 Admin Pian 1-4 The market areas aor rent reasonableness are within the HA's jurisdiction. Subject units within a defined housing i-narker area will be compared to similar units within the same area. The following items will be used For rent reasonableness documentation: Square Footage Number of Bedrooms Facilities Location Dumber of Bathrooms Quality Amenities Date Built Unit T ype Management and Maintenance Services T e HA maintains an automated database which inciudes data on unassisted units for use by star in making rent reasonableness determinations per HA procedure. The data s updated on an ongoing basis. 'I he ,HA uses an "appraisal" mewhod and tests the subject unit again-t selected units in the same area wit;h Similar characteristics using automation to identify the average rent for units of like size and type within the same market area. Adjustments are made for favorable and unfavorable differences between the subject :snit and the comparables, Amenities, unit condition, services, and Facilities are evaluated when determining :rent reasonability. D. PAYMENT STANDARDS FOR THE VOUCHER PROGRAM 124 CFR 982.5031 Tire Payment Standard is initially set by the HA at the Fair Market Rent in effect at the time the Annual Contributions Contr act f or the first increment of Voucher funding is approved by HUD. The payment Standard is used to determine the maximum subsidy which can be paid by the HA on behalf of J `arrily, The Payment Standard is used to calculate the housing assistance payment ;or a family. In accordance with HUD regulation, and at the HA's discretion, the Voucher Payment Standard amount is set by the HA between 90 percent and 110 percent of the THUD published FMR. T his is considered the bask ranee. 4/2002 Admin Plan T h.e HA reviews the appropriateness of the Paymer- Standard annualb when He =MR is published. In determining whether a change is needed, the HA. ,ovill ensure teat the Payment Standard is always vvithin the range of 90 percent to 1I0 percent of the new FMR, unless ars exception payrnent standard has been approved by HII UD. The 1-A will establish 3 single voucher payment standard amount for each =MR area in the HA yurisdiction. For each FMR area, he € A will establish payment standard amounts for each "unit size The HA .may Nave a higher payment standard within the 1-IIA's jurisdiction if needed to expand housing opportunities outside areas of minority or poverty concentration, as long as he payment standard is within the 90-1100/a of FMR range. The HJA .,may approve a higher payment standard within the basic range w quired as a reasonable accommodation for a Family that includes a person >gith disabilities. Lowering of the Payment Standard Lowering of the FMR may require an adjustment of the Payment Standard. Additionally, .sta istica: ar-alysis may reveal LnaL Lne Payment Standard should be lowered. In a£.y case: the Payment Standard will not be set below 90 percent of the FMR without authorization from 4/2002 Adm�n =-Ian E. ADJUSTMENTS TO PAYMENT STANDARDS [24 CFR 982.5031 Payment Standards may be adjusted, within HUD regulatory limitations, to increase Housing Assistance Payments in order to keep families` rents affordable. 1De HA will not raise Payment Standards solely to make "high end" omits avallable to Voucher holders. The HA may use some or all of the measures below in making its determination whether an adjustment should be made to the Payment Standards, Assisted Families' Rent Burdens #f it is determined that particular unit sizes in the HA's jurisdiction have payment standard amounts that are creating rent burdens for families, the HA will imodif,;{ its pavment standards ror those particular unit .saes. The HA will nc 'ease its payment standard within the basic range :`or those particular }nit .sizes to !help reduce the percentage of annual income t :at participant families in the HA's jurisdiction are paying. `hie HA will establish a separate voucher payment standard, Yvithin the basic range, ror designated parts .ts jurisdiction ift determines that a higher oaymeht standard is needed in these designated areas to provide families with quality Dousing choices and to give families an; opportunity vo ;move outside areas of ''sigh poverty ,and low income. Quality of Units Selected The HA .Mll review the quality of Kinins selected by participant families when making the determination of the percent of income families are paying for housing, to ensure that Payment Standard increases are only made when needed to reach the raid-range of the market. '~lent to Owner Increases The HA may review a sample of the units to determiine how often owners are increasing rents and the average percent of increase by bedroom size. The sample will be divided into units with and without the highest cost utility included. A comparison will then be made to the applicable annual adjustment factor to determine whether owner increases are excessive in relation to the published annual adjustment factor. 4/2002 Admin Plan 11-7 Financial Feasibility Before increasing the Payment Standard, tl�e HA may re��aQ�v ire Oudget to determine the impact projected subsidy increases would have on funding avaHable for 1-he Proararn and number of families served. For this purpose; the HA will compare the number of families who could be served under a higher Payment Standa,d with the number assisted under current =avrrsent Standards. File Documentation A.. file 'v ill be retained by the HA for at least three years to document the analysis an findings to justify Aihether or not the Payment Standard -,,vas chanced. 4/2002 Admin O an .................................................................................................................................................................................................................................................................................................. . ...................... __ Fn EXCEPTION PAYMENT STANDARDS If the dwelling :unit is located in an exception area, the HA must use the appropriate payment standard amount established by the ISA for the exception area in accordance with regulation 24 CFR 982.503. 1-he HA has received HUD approval to establish a payment standard amount that is higher than the basic range. Enhanced Vouchers Statutory changes related to Housing Conversion actions for expiring Project Based federal assistance contracts under Section 236 or Section 221 "Opt Out Conversions for Expiring Project Based Federal Rental Assistance Contracts to Tenant used Assistance". in 11.999, Conaress enacted an Appropriation Act under 1 itie Iii', Section 08; allocating funds for enhanced subsidy payments for guaiified, privately held affordable multi--family housing developments, expiring as a result of prepayment of a mortgage or voluntary termination of a mortgage insurance contract under 24CFR 248 1-65, amlies impacted by conversion actionv are eligible to receive an enhanced payment standard while residing n preservation eligible projects, The enhanced payment standard will be applicable provided the grass rent is reasonable and exceeds the applicable PIMA payment standard. �-nhanced voucher assistance will continue as long as the family resides in covered project. Families receiving enhanced tenant based assistance have a special statutory minis um ent requirement. The families' new enhanced voucher minimum rent will be the Greater of 'A) the percentage of the monthly adjusted income the family paid for gross rent on the effective date of conversion, or M 30 percent of the family's current adjusted monthly income. If the family's income subsequently decreases to a significa nt extent (15% or more from the gross family income) the enhanced minimum Fent changes from an actual dollar amount to a specific percentage of income. Families moving from preservation eligible projects will receive a regular houting choice voucher. ./2802 Admin Plan 11-9 G. OWNER PAYMENT 3N THE PREMERGER REGULAR CERTIFICATE PROGRAM x'24 CFR 982.502(4) The HUD regulations relating to ooiner rent adjustments applicable �Co tine Regular Tenancy Program will be used until the HAP Cont:act is no longer effective, ;which will be no :aver than the second regular reexamination o= the family after the :merger date. The HA ;vill notif% owr;ers of their right"M request a rent adjustment. Owners must request t to rent increase in writing, Any ince se :'V`ili be effective the later of the anniversary date of the Contract, or (2) at ;east 60 days after the cwner's request is eceived. T he approval or disapproval decision regarding the adjustment will be based on HUD-required calculations and a rent reasonableness determination, The adjustment may, be an increase or a decrease, The notice of rent change does not affect the autornatic renelval of the lease and noes not require a new lease or contract or even an executed amendment. `=or terrnination5 of Pre--merger Regular Certificate .MAPS, see "Contract Terminations" Chapter 14. . OWNER PAYMENT IN THE PRE-MERGER OVER FAIR MARKET RENT TENANCY (OFTO) ND VOUCHER PROGRAMS [24 CFR 982.502(b) The HUD regulations relating to owner rent adjustments auplicabie to :;?e Over Fair Market Rent 1 enancy Program will be used until the HAP Co,-:-. ac_ is no longer effective, which will be no later than the second regular reexamination of the family after the merger date. yy 4/2002 Acimiiri Plan �_1 0 ..... ............ ........... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .......... ......... ... ......... . ........ ......... ......................................................................................................................................................................................................................... .............................................................. ........................................................................................................................................................................................ ............................................................................................................................. ........................................................................... ......... ......................I...................................... ............ .............................................................................................................................. ......................................................................................................................... .......... .................................................................. ..........................I I..................I..,.................................................................................................................................... ..........................................................................................................................I.........................................I.................I I I I.................I I....................................................................... 1.11................................I...................................I I..'', I............I............................................................................................................................................ ..........I., .......................................................................................................................... ...................................I I.............................. ............................................................................. 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Chapter 12 RECERTIFICATIONS [24 CFR: 982.516] INTRODUCTION In accordance with HUD, requirements, the PHA will reexamine the income and household composition of all families at least annually. Families will be provided accurate annual and interim rent adjustments. Recertifications and interim examinations will be processed in a manner that ensures families are given reasonable notice of rent increases. All annual activities will be coordinated in accordance with HUD regulation. it is a HUD requirement chat families report all changes in household composition. This Chapter defines the PHA's policy for conducting annual re-certifications and coordinating annual activities. It also explains the interim reporting requirements 'For families, and the standards for timely reporting. Ax ANNUAL ACTIVITIES 24 CFR 982.516, 982.405] There are three activities the PIMA rnust conduct on an annual basis. These activities will be coordinated whenever passible: Recertification of Income and Family Composition yQS Inspection Rent to Owner Adjustment following HUD requirements (Regular Tenancy Vouchers only) The PHA produces a monthly listing of units under contract 'Co ensure that timely reviews of rent to owner, housing quality, and 'factors related to Total Tenant Payment/Family Snare Can be made. Requests for rent adjustments and other monetary changes will be transmitted to the Inspections Unit. Reexamination of the family's income and composition must be conducted at least annually. Annual inspections: See "lousing Quality Standards and Inspections„ Chapter 10. Rent Adjustments; See "Owner Rents. Rent Reasonableness and Payment Standards" Chapter ll.. 4/2012 Admin Plan :.2-1 3 ANNUAL RECERTIFICATION/REEXAMINATION (24 CFR 982.5161 i~amilies are required to be r--certified at least annually, At the first interim or annual certification ons or after ?une 19, 1995, family members must report and verify their U.S. zitizensi ip/eligible immigrant status. ;ire-Merger Reexamination Issues For all pre-merger tenancies the :rent calculation methods will riot change �nitil the effective date of the second regular reexamination of family income and composition, following the merger date, unless the family moves or accepts a neve lease from the owner, if there has been anncrea,se in the payment standard prier to the effective date of the first regular reexamination of a pre-merger Toucher or Over Fair Market Qent Tenancy Certificate following the merrier date, the family vDill receive the benefit of the ;higher payment standard, provided there has not been a change in family size or composition that would require the IRNA to adjust file family unit size. ,Moires Between Reexaminations When families move to another dwelling unit: An annual recertification will be _,:heduled furdess a recer4ification has occurred in the :ast 5 months and the anniversary date will be changed. `ncome limits are not used as a test for continued eligibility at recertification. 412g0-, Admin Plan Reexamination Notice to the Family The PHA will maintain a reexamination tracking system and the household Will: be notified by mail of the date and time for their interview at least 90 Jays in advance of the anniversary date, If requested a an accommodation by a person with a disability, the PHA will provide the notice in an accessible format. The PHA will .also mail the nonce to a bird party, if requested as r easonable accommodation for a person with disabilities. These accommodations will be granted upon verification that they meet the need presented by rhe disability. Procedure The -P A's procedure for conducting annual recertifications will be; Scheduie the date and time of appointments and mail a notification to the family. Completion of Annual Recertification The PHA will have all recertifications for families completed before the anniversary date, This includes notifying the family of any charges in rent at least 30 days before the scheduled date of the change in family rent. Persons with Disabilities Persons with disabilities who are unable to come to the PHA's office will be granted an accommodation by conducting the interview at the person`s home or by mail, upon verif=ication that the accommodation requested meets the need presented by the disability. Collection of Information [24 CFR 982.516(f)] The PHA has established appropriate recertification procedures necessary to ensure that the income data provided by families is complete and accurate, The PHA representative will interview the family and enter the information provided by the family on the recertification form, review the information with the family and have them sign the form. The PHA will require the family to complete a Personal Declaration Farm prior to all recertification interviews. 4/2002 Admin Plan l2-3 Requirements to Attend T he following family members will be required to attend the i ecertification interview: The head of household, or The bead of ~eusehold and spouse, or All adult household ;members f the bead of household is unable 'Co attend the interview: The appointment will be ;rescheduled, or he spouse may recertify for the family. Failure to Respond to Notification to Recertify, F;e written nori`icaEion must .state which family rnnembers are required to attend `he inter�tie�+:.. The famiiY may Lail to request another appointment date. If ttae gamily does not appear for the recertificatian interview, and has not rescheduled or made prior arrangements with the IRNA, the PHA will not reschedule a second appointment. If the rfamily fails to appear for the second appointment, and has not rescheduled or made prior arrangements, the DNA will: Send family notice of termination and offer them an administrative hearing Exceptions to these policies may be made it the ,arnily ?s able to document an emergency situation that arevented them *cram canceling or attending the appointment or if regiriested as a reasonable accommodation for a person with a disability. 4/2002 Admin Plan 1 -4 Documents Required From the Family In the notification letter to the family, the PHA will include instructions for the family to bring the following: Documentation of all assets Documentation of any deductions,allowances Personal Declaration Form completed by head of household INS documents as needed, Verification of Information The PHA will follow the verification procedures and guidelines described in `Js Plan. Verifications for reexaminations ;,-gust be less than -120 days old. Tenant Rent Increase If tenant rent increases, a thirty day notice is mailed to the family prior to the scheduled effective date of the annual recertification. If less than} "hirty gays are remaining before the scheduled effective date of the annual r ecertification, the tenant rent increase will be effective on the firsi of the month following the thirty day notice. If there has been a misrepresentation or a material omission by the family, r if the family causes a dela' in rhe reexamination processing, there will be a retroactive 'increase in rent to the scheduled effective date of the annual recertification. Tenant Beat Decreases If tenant rent decreases, it will be effective on the anniversar y date. �f the family causes a delay so that t-he processing of the reexamination ;s not complete by the anniversary date, rent change will be effective on the first day of the month following completion of the reexamination processing by the PHA. 4/2002 Admin Man 12- REPORTING INTERIM CHANGES 24 CFR 982.516] Program participants ;must report all changes in household composition vo - `he PHA between :annual reexaminations, This includes additions due to birth, adaption and court-awarded custody. The family -nust obtain PHA aper ovai prior to all other additions to the household. If any new family member 's added, family income ,-rust include any income of the new family member. The PHA will conduct a reexamination to determine such.. additional income and will make he aoprcpriate adjustments iA the lousing -assistance payment and 1amlly unit size. The Uew.T: citizenship/eligible immigrant status of additional family members must be declared and verified as required at the first interim or ,regular recertification after moving into the unit. Interim Reexamination Policy The HA will not conduct inter#mi reexar°n!nations --when families have an increase Jr, income, except Mor FSS participants. Families .Mil be required to report all increases in income/assets within 34 gays f the r crease, 4/2002 Admin Plan 12-6 D. OTHER INTERIM REPORTING ISSUES An nterim z eexamination does not affect the date of the annual _ recertificat,on. The PHA may Conduct the annual or interim recertification by ,nail: For changes that will not result in a change 'in tenant rent or voucher size. As a reasonable accommodation when requested. (See "Statement of Policies and Objectives" chapter) Decreases in Income Participants may report a decrease in income and cutter changes which would reduce the amount of tenant rent, such as an increase in allowances or deductions. The PHA must calculate the &,ange if a decrease in incorrie is ;-eported, PHA Errors a" the PIMA mares a calculation error at admission to the program or at an annual reexamination, an interim reexamination will ;be conducted, if necessary, to correct the error, but the family will not be charged retroactively. Families will be giver decreases, °.Nhen applicable, retroactive to when the decrease for the charge }would have been effective if calculated correctly. 4/2002 Admin Plan -1 E. INCOME CHANGES RESULTING FROM WELFARE PROGRAM REQUIREMENTS heN, quill got ;-educeh. arilr sae of et for ;�, Ymife , ese y,re?;are assistance is reduced specifically because of; fraud; or failure to participate >M an economic self-sufficiency program or nencomoliance with a work activities requirement i�lcti� ever: the PHA �,ivill reduce the rent if the welfare =a assistance reduction a result of; The expiration of a lifetime time limit on receiving benefits, or A situation where the gamily has complied with� -weifare program rec4uirements but cannot or has not obtained employrne'nt. The PHA yvill notifsj affected families that they have the right r an t administrative hearing regarding these requirements. ;S©e "Verification Procedures" Chapter). Cooperation Agreements The PHA has takers a proactive approach to culminating an effective working relationship between} the PHA and the local welfare agency for 'the purpose of targeting economic serf- sufficiency) programs throughout the community that are available to Section 9 tenant-based assistance families. The PHPI, and the local welfare agency have mutually agreed to exchange information regarding any economic self-sufficiency and/or other appropriate programs or services that would benefit Section '3 tenant-based assistance. `amines. 4!%'002 Admin Plan 2-S FNOTIFICATION OF RESULTS OF RECERTIFICATIONS (HUD Notice PIH 98-8] T HUD f=arm 50058 will be completed and transmitted as required by HUD, the Notice of Lent Chance is mailed to the owner and the tenant, Tf .033e family disagrees with the rent adjustment, they may request an administrative hearing. 4{2002 Admin Plan G. TIMELY REPORTING OF CHANGES IN INCOME AND ASSETS 24 CFR 982.516(c Standard for Timely Reporting of Changes The YHA requires that families report interim changes to the PHA within 30 days of when the charge occurs. Any information, document or signature needed from the family which is needed to verify the change must be provided must be provided within 10 days of the change. If the change is not reported ��f�rithin the ;required '-,me period, or if the family fails to provide documentation or signatures, will be considered unt me y reporting, Prosed'ures when the Change is Reported in a Timely Hamner ne PHA Nil! got -y the family and she owner or any ch.ince =n the poi w:n }. / t� r� t�. £ ,�1 p�ayy Assistance avrnerL Lo be e4er-t;ve according to One fo'lowing guldeli9 es. Increase ir; -he Tenant bent effective on the first of the month following at least, thirty days; notice. decreases in the Tenant Pent are effective the first of the aunts i following that in which uhe change is reported. However-, no rent reductions ;'gill be processed until ail the facts have been ,verified, ;ever: it a retroacw've adiustment results. change will not de made until the third parry verification s received, 4/2002 admin Plan Procedures when the Change is Not Reported by the Family in a Timely Manner If the family does not report the change as described under Timely Reporting, the family ,will have caused an unreasonable delay in the interim reexamination processing and the following guidelines will apply; Increase in Tenant Rent will be effective retroactive to the date it would have been effective had it been reported on a timely basis. The ;amity will be liable for any overpaid housing assistance and nnay be required to sign a Repayment Agreement or mare a lump sung payment, Decrease in Tenant Rent will be effective on the first of the month following the month that the change ;was reported, Procedures when the Charge is Not. Processed by the PHA in a Timely Manner "Processed ire a tr£ely manner" means that the change goes into effect ort the date it should when the family reports the change in a timely ;Manner. If the change cannot be made effective on that elate, the change is not processed by the PHA in a timely manner. in this case, an increase will be effective after the required thirty days' notice prior to the first of the month after completion of processing by the PHA. If the change resulted in a decrease, the overpayment by the family will be calculated retroactively to the date it should have been effective, and the C lamiliv will be credited for the amount. 4/2002 Admin dart 12-11 -4, CHANGES IN VOUCHER SIZE AS A RESULT OF FAMILY COMPOSITION CHANGES (24 CFR 982.516( )] ;dee "Subsidy Standards" chapter.; . CONTINUANCE OF ASSISTANCE OR "MIXED" FAMILIES 24 CFR 5.513] Under the ''€oncitizens Rule, "Mixed" Families are families that include at feast one citizen s eligible immigrant and any number of ineligible members. The Noncitizens rule was implemented prier to November 29, 1996, and "Mixed" families who were participants as -,:Df dune 19, 1995, shall continue `eceiving full assistance if they meet all of the following criteria: the ;'lead of household or spouse is a U.S. citizen or leas eligible Immiarant status, AND All members of the family other than 1.the head, tine spouse, ;parents of the mead or the spouse; and children of the bead or spouse are citizens or eligible immigrants. T'he family may charge the head of househo d to qualify under this provision. J. MISREPRESENTATION OF FAMILY CIRCUMSTANCES if an.y participant deliberately misrepresents the information on which eligibili;. or tenant rent is established, the PHA may terminate assistance and may refer the family file/record to the proper authorities fcr appropriate disposition. S-ee Program Integrity Addendum.) ,/2002 Admin� ;an ��32 Reser/ed x./200.2 ..Admin Plan 12-"_3 .....................................I.-............................... ..............I I............I................ .................. ... I.,..........I.................................................I..........................................I ......................-.1 1......................................................................................................................... ................................................................................................................I..................I...............1 11 .......................................................................................................................................................................... ....................... ..............................................................................................I..................I I..'', .......................................................................................................................................................................................... ...................-.1.........................I.........................................................................................................................I I.................11 .................. ........I..'',.'' 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............................................................................................................................................ .................. .................................................................................................................................................................................................................................................................................................................................................................... .................. Chapter 13 MOVES WITH CONTINUED ASSISTANCE/PORTABILITY [24 CFR 382.314, 982.353, 382.355(x) INTRODUCTION HUD regulations permit families 1-o move with continued assistance to another unit within the PHA's jurisdiction, or to a unit outside of the FHA's Jurisdiction :under Portability procedures. The regulations also allow the PHA the discretion to develop policies which define any limitations or restrictions on moves. This Chapter defines the procedures for moves, both within and outside of, the PHA's 4urisdiction, and the policies for restriction and limitations on moves. A. ALLOWABLE MOVES A family may move to a new unit with continued assistance if; The assisted lease for the old unit has terminated because the PHA has terminated the HAP contract for owner breach! or the lease was terminated by mutual agreement or the owner and the family. The owner has given the family a nonce to Vacate, or has commenced an action to evict the tenant, or has obtained a court Judgment or other process allowing the owner to evict the family (unless assistance to the family will be terminated). The family has given proper notice of lease termination (and if the family has a right to terminate the lease on notice to owners, 4/2002 Admin Plan 13-1 3. RESTRICTIONS ON MOVES 124 CFR 98 .314, 982.552(a)� i:amilies may be permitted to move within the PHA's jurisdiction durinc. the initial year of assisted occupancy. - Families may be permitted to move outside the PHA's jurisdiction under portability procedures during the initial year of assisted occupancy, except for applicants as noted below. The PHA will deny permission to move if there Is insufficient funding for continued assistance. Tie PHA may deny permission to move if; The family has violated a Family Obligation. The family owes the PHA money. The 'Housing Programs 'Supervisor or Housing Programs director ;may make exceptions to ;:Nese restrictions if there is an emergency reason for the move over which the participant has no control. Exception for Applicants; Effective January !, 1998, the Housing Authority does not allow portability for initial eligibility applicants if they are living outside Santa Clara --ounty at the time they registered on the waiting list. These applicants are now required 'Co reside in Santa Clara County for the first year of their participation in the program, Applicants who liven Santa Clara County at the time of their waiting list registration may request and utilize portability `the first year upon receiving subsidy. 4/2002 Admin Plan _2 ........................................................................................................................................................................................................................... ........................................... ......................... ............................ C. PROCEDURE FOR MOVES 124 CFR 982.314] Issuance of Voucher Subject to the restrictions on moves, if the family has not been recertified within the last - months, the PHA will issue the voucher to move after conducting the recertification as seen as the family requests the move. If the family does not locate a new unit, they may remain in the current unit so long as the owner permits. The annual recertification date will be changed to coincide with the new lease-up date. Notice equirements The family _mus, give the owner the required number of days written notice of intent to vacate specified in the lease and must give a copy to the PHA simultaneously. =or units under a Certificate HAP contract effective before October Z, 1995, if she family vacates the unit without proper notice in writing to the owner, the family will be responsible for any vacancy loss paid by the PHA. Time of Contract Change A move within the same building or project, or between buildings owned by the same owner, �:will require an inspection and an amendment to the HAP contract and lease. In a move, assistance stops at the old unit at the end of the month in which the tenant ceased to occupy, unless proper notice was given to end a !ease midmonth. assistance will start on the new unit on the effective date of the lease and contract. 4/2002 Admin Plan 13_3 PORTABILITY X24 CFR 982.353 ,�rtability applies to families moving out of or into the PHA's Jurisdiction within the United States and its territories. J �< OUTGOING PORTABILITY 24 CFR 982.353,, 982.355] Within the limitations of the regulations and this policy, a participant family has the right to receive tenant-based }voucher assistance to lease a unit Uutside the PHA's Jurisdiction, anywhere in the United Mates, in the u isdiction of a PHA with a tenant-based program. When a family requests to moue outside of the PHA's jurisdiction, the request must specify the area to which the family wants to moue. if there is more than one PHA in the area in which. the family has selected a unit the PHA will choose the receiving PHA, Restrictions on Portability Applicants I` neither the mead or spouse had a domicile ^legal residence j in the PHA's aiurisdict}on at the date of Their �initial application for assistance; the family will not be permitted 4o exercise portability '.upon initial issuance of a Voucher. Upon initial issuance of a voucher the family must be income eligible ,ender the receiving PHA income iirnits during the 'initial 12-month period after admission to the program. Participants After an applicant has leased-up in the jurisdiction of trier initial housing agency, they cannot exercise portability during the first year of assisted occupancy, except in the following circumstances. The receiving and initial PHA agree to allow the move. t'he PHA will not permit families to exercise portability: ,f the family is in violation of a family obligation, or sx the family owes money to the PHA, or If the family has moved out of its assisted unit in violation of the lease. 4/2002 Admin; lila? 13-4 ..........................................._. ........................... ................................................................... ............................................................................................. F. INCOMING PORTABILITY 24 CFR 3823541 982v3SS Absorption or Administration The ;SHA ° ill accept a family with a valid Voucher from another Jurisdiction ,and adtmintster or absorb the Toucher. If administering, the family will be issued a "Portable" Voucher by the PHA. The term of the voucher will not expire before the expiration date of any initial PHA voucher. The family mast submit a request for approval of tenancy for an eligible unit to the receiving PHA during the term of the receiving PHA voucher. The receiving PIMA may grant extensions in accordance with this Administrative Plan. However, if the Family decides not to lease-up in the PHA's jurisdiction, they must contact the initial PHA to request an extension. The PHA may absorb all incorming portable families provided that there is `ending available. When the PHA does not absorb the incoming Voucher, it will administer the Initial PHA's Toucher and the receiving PHA's policies will prevail, rvor admission to the program a family must be income eligible it the area Nhere the c roily initially leases a unit with assistance under the program. The receiving PHA does not redetermine eligibility for a portable family that was already receiving assistance in the initial PHA Section 8 tenant-based program. The PHA will issue a "Portability Voucher" according to its own Subsidy Standards. If the 'Family ;gas a change in family composition which would change the voucher size, the PHA will change to the proper size based on its own Subsidy Standards, Income and Total Tenant Payment of Incoming Portables [982.353(4)] As receiving PHA, the PHA will conduct a 'recertification interview to verify the information provided. If the PHA conducts a recertification of the family it will not cause a delay in the issuance of a voucher, if the 'Family's income is such that a `fig subsidy amount is determined prior to lease-up in the PHA's jurisdiction, the PHA will refuse to eater into a contract on behalf of the family at 0 assistance. 4/2302 Admin Plat? 13-5 Requests for Approval of Tenancy wrief ng will be rnandatic ;v for ail portability r-amilies. _ When the Family -submits a Request nor -errancy Approval, it will be orocessed using the PHA's policies, l:f the Family does not submit a :Request Ifor Tenancy Approval or does not ,execute a lease, the Initial PHA will be Notified within 30 days by the PHA. if the Family leases up successful y, the PHA will notify the Initial PH ,.Mthin g days, and the billing process will commence. 1-he PHA will not€f•,r the initial PHA if the farnily fails to submit a request for approval of tenancy for an eligible unit wiriin the tern n of the voucher. fthe PHA denies assistance to the family, {lie PHA will notify the Initial PHA Wit—hin 30 days and the family AM1 be offered a review or hearing. T h- PHA will notif; the Family of its responsibility to contact the Initial PHA if the Family wishes to :rnove outside the PHA's jurisdiction under Continued portability. 4/2002 Admin Plan : -6 Regular Program 'Functions l e P-HA will perform 311 program functions applicable the tenet-based assistance program, such as: Annual reexaminations of family income and composition, Annual inspection or the unit, and Interim examinations when requested or deemed necessary by the PHA Terminations he PHA will notify the Initial PHA in writing of any termination of assistance ,within 30 days of the termination. If an Administrative Hearing is required and requested by the Family, the bearing will be conducted by the PHA, using the regular bearing procedures included in this Plan. A copy of the hearing decision will be furnished to the Initial PHA. he initial PHA will be responsible for collecting amounts owed by the Family or claims paid and for monitoring repayment. If the Initial PISA notifies the PHA that the Family is in arrears or the Family has refused to sign a Payment Agreement, the PHA will terminate assistance to the family. Required Documents As Receiving PHA, the PISA will require the documents listed on ti-ie €LUQ Portability Billing Form from the Initial PHA. Billing Procedures As Receiving PHA, the PHA will bill the Initial PHA. initially and when changes {:Icor for Housing Assistance Payments, and other amounts, nd ding Administrative Fees and Special Claims. The PHA will bill 1000% of the Housing Assistance Payment, 1003 ,"o of Special Maims and 80% of the Administrative Fee (at the Initial PHA"s rate) for each "Portability" Voucher leased as of the first day of the month. the PHA will notify the Initial PHA of changes in subsidy amounts and will expect the Initial PHA to notify the PHA of changes in the Administrative Fee amount to be billed. 4/2002 Admin Plan 13-7 I...................................................................................................... ........................................................................................................................................................................ ............................................. .................................................................... .......................... ....................................................................................................................................................................... .......................... ... 11.1..................................... ........... .......................... .........I'll, ''I'll..,............................................................................................................................11.1............................ .... ......................... ............. ..................................... .. ........ .................I........................................................... .........11.1.11 ................................................................................................................................................................ .......................... ..... ........................................... ........................... ............................................................. ........-.1.11,...........I............................ ........................................................................................................................ ............................... ..........I I I.................I.................I............................. ............. ..................................................11.......................................................................1., 11..........I.,......................................................................................................................................................... .................................. ........I.., I.,.................................................................... ............... I.....................I.......... ............................................. .................I..........................................................................I.,...........11...................-.-..................................................................................................................................... .................................... .............. 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............................................... Chapter 14 CONTRACT TERMINATIONS [24 CFR 982.311, 982.314] INTROOUCTION € he Housing Assistance Payments (HAP) Contract is the contract between the o-vvner and the SIA which defines the responsibilities of both parties. This Chapter describes the circumstances :ender- which the contract can be terminated by the HA and the owner, and the policies and procedures for such terminations. A. CONTRACT TERMINATION [24 CFR 982.311] he terra of the HAP Contract is the same as the term of the pease. The Contract between the owner and the HA may be terminated by the HA, or by the owner or tenant terminating the lease. No future subsidy payments on behalf of the family will be made by the HA to the owner after the month in which the 'Contract is terminated. he owner must reimburse the HA for any subsidies paid by the HA for any period after the contract termination date. if the family continues to occupy the unit after the Section 8 contract is terminated, the family is responsible for the total amount of rent die to the :owner. The owner will have no right to claim compensation from the HA for vacancy loss under the provisions of Certificate HAP contracts effective before October 2, 1995. ;after a contract termination, if the family meets the criteria for a move with continued assistance, the family may lease-up in another unit. The contract for the new unit may begin during the month in which the family moved from the old unit. 4/2002 Admin Plan 14-1 3. TERMINATION 3Y *THE FAMILY - MOVES £24 CFS. 982.314(c)(2)1 m ernination of the 1-ease r n_st ,e in -accordance i" the _vrrl s of -he seas ane notion period to the landlord is determined by the lease, Fn. ay not be 'ess than 30 days nor exceed 60 da,#s. :< TERMINATION OF TENANCY Y THE OWNER ... EVICTIONS X24 CFS. 982.310, 982.455] 1f the owner wishes to terminate the lease, the owner is required , ;ender the ?-ease, to provide proper notice as stated in the lease. The owner must provide the zA with a copy of the notice. The Owner ,must provide the tenant a written notice specifying the grounds or termination of tenancy, at or before the commencement of the lease termination, The notice Frnay be included in, or may be combined with any owner eviction nonce to :-he tenant. The owner notice means a nonce vo vacate, or a summons and complaint, or other initial legal pleading used under Mate or local !law to commence lease termination, The contract and lease require that the owner may only terminate the lease :'or the following reasons; I. Serious or repeated violation of the terms and conditions of the lease. 2. Violation of Federal, State or local lave that imposes obligations on the tenant in connection with the occupancy or use of the premises. 3. Other good Cause, including: (--rirninal activity by the tenant, any member of the household, a guest or another person under the tenant's control that threatens the health, safety or right to peaceful enjoyment of the premises by the other residents, or persons residing in the immediate vicinity of the premises. Any drug-=elated criminal activity on or near the premises. Tenant history or disturbance of neighbors, destruction of property, or behavior resulting in damage to the premises. 4%2 0�2 :admin Plan i4-i 4, Other Nord cause, after the first �.�ear of the ;ease, include;. Busi ness or economic reason for regaining possession of this unit. Owner's desire: to repossess the unit for personal use. Tenant's refusal to accept offer of a new lease. Housing assistance payments are paid to the owner under the terms of the HAP Contract. If the owner has begun lease termination action and the ar lily continues to reside in the unit, the HA will i?�ake housing assistance payments to the owner until the owner has obtained a cou ft Judgment or other process allowing the owner to evict the tenant. The HA will continue housing assistance payments until the family moves or s evicted from the unit. Such payments may be held pending verification of the termination date. If thhe action is finalized in court, the owner must provide the HA with legal documentation, including notice of the lock-out date. The HA must continue making housing assistance payments to the owner in accordance with the C-ontract as long as the tenant continues to occupy the unit and the Contract is not violated. By endorsing the monthly check from the HA, the owner certif=ies that the tenant is still in the unit and s/he is in compliance with the contract. A.t the termination is not due to a serious or repeated violation of ;.he lease, and if the HA has no other grounds for termination of assistance, the HA will issue a new certificate or voucher so that the family can move with continued assistance. 4/2002 Admin Plan 14-3 ERMINATION g OF THE CONTRACT °�}'1� . 982.552(a)(3)1 gyp8qJ5Meq The ce,m of tie HAP contract terminates .pJhen the lease teir w-rtes, when the HA errninates pro r rn assistance for the family, and '',v en the owner nas breacheo the HAP contract. any of yfte following actions ; gill be , onsdered a breach o: contract #;} t: e owner: 1. The owner has %/ielated any obligation under the HAP contract for the dwelling unit, including the owner's obligation to .maintain the unit to HQS standards, including any standards the HA has idopted in this policy. . The owner has violated any obligation under any other housing assistance payments contract under Section 8 of the 1937 A_--:t (42 U.S.C. 1427f). 3. The owner has committed fraud, bribery or any other corrupt or :wrirninal act in connection vvith any federal housing program. 4.. The owner has engaged in drug trafficking. 5. The owner Ias engaged 'n or threatened abusive �r violent behavior toward ISA staff. "Abusive or violent behavior toward HA personnel" includes ,verbal as well as physical abuse or violence. Use of expletives that are generally considered r salting, racial epithets, or :after language, written or oral, that =s cus omartay used ro insult or intLs imidate, may be cause for termination denial of assistance. "'Threatening" refers to oral or written threats or physical, gestures that.omrr.:nicate an intent to abuse or commit violence against a person. The HA may also terminate the contract if: The HA terminates assistance to the family. "I"he Family is required to move from a unit when the subsidy is too big for the family size (pre-merger Certificate Program) or the unit does not meet the HS spade standards because of an increase in family size or a change in family composition (Certificate and Voucher Programs). Fund`€rig is no longer available under the ACC. he:cohtract will terminate automatically if 180 days have passed since the ast housing assistance payment to the owner. 4/2.002 Admin Plan; 14-4 `e..-ruination of :Pre-merger Cartificate HXOS (24 CFR 982.5021(d'; T,;e HA must terminate program; assistance under any outstanding DHAP contract- for a regular tenancy under the pre-merger certificate program at she effective date of the second regular reexamination of family income and ccmposition on or after the merger Nate. At such L:ermination of assistance, the IAP contract will automatically terminate, The JHAwill olve the owner and family at least 12"'0 days written notice of such termination. The HA will offer, the family the opportunity for continued tenant-based assistance :ander the voucher program. Any OF70 tenancy HAP contract entered into prior to the merger- date will automatically be considered as a tenancy under the Toucher program, Such tenancies will be subject to the requirements of the voucher program, including calculation; of the Noosing Assistance Payment. However, as stated earlier in this section, pre-merger HAP calculations will remain applicable until the effective date of the second regular reexamination of family income and composition on or after the merger date. Notice of Termination 'When :.he HA terminates the NAP contract under the violation of HQS space standards, the HA will provide the owner and family written notice of termination of the contract, and the HAP contract terminates at the end of the calendar month that follows the calendar month in which the HA dives such notice to the owner. 4/2002 Admin Plan 14-5 ................................................................................................ .................................................. ............................................. .......................................... ...........................-.1-....................................................................................................................... ............I................. ......................-.................................. .........''I'll.-, I'll.,............. ....... ............................................................. ......................................................................................................................... ........... ........................... ...........11 - 1.11................................. .......1., 1''..,.............I I.................... ...................................... ..................................................................................................................... ................................ ...............................................................I........................... ........................... ............................ ........... .................................. ............I...........I I.,.................I.-.................................... .......I..'',...........-..,.....................-........................................................... ....................... ......................................I'll 1.1.11,.............................................................................................I...................................................................................................................I............. 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Chapter 15 ENTAL OR TERMINATION OF ASSISTANCE 24 CFR 982.552e 982.553] INTRODUCTION The PHA may deny or terminate assistance for a family because of the ^amily's action or failure to act. The PHA will provide families with a written description of the Family Obligations under the program, the grounds under which the PHA can deny or terminate assistance, and the HA's informal hearing procedures. This 11--hapter describes when the HA is required to deny or terminate assistance, and the HA's policies for the denial of a new commitment of assistance and the grounds for termination of assistance under an outstanding HAP contract. A. GROUNDS FOR DENIAL/TERMINATION [24 CFR 982.552, 982.553] If denial or termination is based upon behavior resulting frog a disability, the PHA will delay the denial or termination in order to determine if there is an accommodation, which would negate the behavior resulting from the disability. Form of Denial/Termination Denial of assistance for an applicant may include any or all of the following: Denial for placement on the HA waiting list Denying a voucher or withdrawing a certificate or voucher Refusing to enter into a HAP contract or approve a tenancy Refusing to process or provide assistance under portability procedures Termination of assistance for a participant may include any or all of the following; Refusing to eater into a HAP contract or approve a tenancy Terminating housing assistance payments under an outstanding HAP contract Refusing to process or provide assistance under portability procedures 4/2002 Admin Plan Mandatary. Denial and Tern-Anation [24 CFR 9824552(b) (10)(d YJ PHA ;mus- deny assistance to applicants, and terminate assistance participants: F any membeF of the family fails to sign and submit HUD or 'SHA .-equired consent forms for obtaining information. -Tf no member of the family s a U.S. Cit}7en or eligible immigrant. (See Section D) If the family is under contract and 180 days (or .12 months, depending on the HAP contract used) "ave elapsed since the PHA's laSt housing assistance payment vas made. (See "Contract Terminations" Chapter 14.) The PHA i-nust permanently deny assistance to applicants, and terminate the assistance of persons convicted of manufacturing or producing !methamphetamine in violation of any Federal or State law. if any member of the family has been evicted from federally assisted housing for a serious violation of the lease, the PHA, must deny admission for 1 year after the eviction occurred. The PHA must terminate program assistance iYor a family evicted from housing assisted under the Policy Procedure program for serious viclation di- fire lease. The PHA :must deny admission to the program for an applicant or terminate grogram assistance for a participant if any member of the family fails to sign and submit consent forms -or obtaining information in accordance with Part 5, subparts S and F. The PHA must deny admission or terminate assistance when rewired under she regulations to establish citizenship or eligible immigration status, If any member was evicted from assisted housing Mthin the past three years, unless the HA determines the conditions resulting in the eviction no longer exist, as described in the following section. If any member was convicted for the manufacture or production of ;methamphetamine while in federally-assisted housing. if any :member of the household is subject to a lifetime registration requirem=ent under a Mate sex offender registration program, 4/2002 Admin P'iar 15-2 -_ .. __ _ - ............................................................................................................................................................................................................................................................................................................................ Grounds for Denial or Termination of Assistance (24 CFR 9$2.552(c) The PIMA will deny program assistance or an applicant, or terminate program assistance for a participant, for any of the following reasons; The family violates any family obligation under the program as listed ir 24 CFR 982.551.. Any member of the family has ever been evicted from public housing. If any PHA has ever terminated assistance under the program for any member of the family. If any member of the family commits fraud, bribery or any other corrupt or criminal ac- in connection with any federal housing program. The family currently owes rent or other amounts to the PHA or to another PHA in connection with Section 8 or public Dousing assistance ;ender the 1957 Act. If the 'amily has not reimbursed any PHA for amounts paid to an owner under a HAP contract for rent, damages to the unit, or other amounts owed by the family under the Pease. The fainly breaches an agreement with a PHA to pay amounts owed to a PHA, or amounts paid to an owner by a PHA. The PHA, at its discretion may offer the family the opportunity to enter into a repayment agreement. The PIMA will prescribe the terms of the agree;rent. (See "Repayment Agreements" Chapter 17.) If the family falls to fulfill its obligation under thl e S-ect on 9 welfare-to- work voucher program. 4/2002 Admin Plan 15-3 If the `amily has engaged in or 'A.ireatened abusive or violent behavior toward PHA personnel. "Abusive or vicient behavior towards PHA persor��;ei" .dudes ;.verbal as well as ,physical abuse or violence, Use of ex pletives that are generally considered insulting; racial epithets, or other language, written or oral; that is customarily used to :result or intimidate, may be cause for termination or denial= "Threatening" ,.erers to oral or written threats or physical gestures that communicate an intent to abuse or ciommit violence. Actual physical abuse or violence will always be cause for termination. Any member of the family whose drug or alcohol abuse inten"eres �! ith Phe health; safety or peaceful enjoyment of ether project residents. C ime i Family Member (See One Strike policy section below.) YO any rnernber of the family commits drug-related criminal activity, or violent crirninal activity. (See Cine--strife policy below and 982.553 of the regulations) ��efer to "Eligibility for Adrnission" chapter, ' Other C'riteria for Admission" section for further information. wq 4 '2002 Admin Plan B. "ONE STRIKE" POLICY Purpose All fNderally assisted housing is intended to provide a place to live and; raise families, not a place to commit crime, to use or sell drugs or terrorize neighbors. It is the intention of the lousing Authority of the County cf ssanta aara to fully endorse and implement-a policy designed to: Delp create and maintain a safe and drug-free community Keep our program participants free from threats to their personal and family safety Delp maintain an environment where children can live safely, ;earn and grove up to be productive citizens Assist families in their vocatienal/educationai goals it -he pursuit of self-sufficiency Administration All screening and termination of assistance procedures shall be administered "airly and in such a way as not to violate rights to privacy ar discriminate on the basis of race, color, nationality, religion, familial status, disability, sex or other legally protected groups.. To 'the maximum extent possible, the PHA will irivoive other community and governmental entities in the promotion and enforcement of this policy. Screening of Applicants In an effort to pE evert future drug related and ether criminal activity, as well as other patterns of behavior that pose a threat to the health, safety or right t-c peaceful enjoyment of the premises by other residents, and as required by the Notice 96-27, the PHA will endeavor to screen applicants as thoroughly and fairly as passible. This includes but is not iimited to Ni ational Crimes and Information Computer �NCICs. -Such screening will apply to any member of the household who is 18 years of age or older, 412002 Admin Plan 'IUD Definitions Drug-related cri -nall .activitj is the illegal =;pan re, sale, 4istribution, use .jr possession ;:with intent to manufacture, sell, vistribut[e or use a controlled _substance. ag-related ;w~irriina activity means on or near the premises. ' ® eitr �a aiiri includes any criminal activity that has as one of its elements the use; attempted use; or threatened use: of physical force against a person or property, and :when the activity is being engaged in by any family member. Standard for Violation The PHA will deny participation in the grogram to applicants and terminate assistance to participants in cases where the PHA determines there is seasonable cause to believe that the person is illegail�i using a controlled rzubstance, or if the person Mouses alcohol in a .may that rn-ay interfere 'vvith the health, :safety or :right to peaceful enjoyment of the premises by other residents, including cases where the PHA determines that there is a pattern iileaai use of a controlled substance or pattern of alcohol abuse. �b the PHA ,i011 Consider the use of a Controlied substance or alcohol to be a pattern if 'here is ;More `---han one incident during the previous 1.2 months. .Engaged in or engaging in" vioient criminal activity means any act within ,�-he past , wear by applicants or participants, household members, or guefts which involved clm final activity that has as one of its elernents the usse, attempted use. or threatened use of physical force against the person of another, ;which resulted in the ,arrest and/dr conviction of the applicant or participant, t ousehold members, or guests. n evaluating evidence of negative past behavior, thel^ will glue fair I-onsideration to the seriousness of the activity ,with respect to hove it would affect other res<�i eats, and/or ?'kelihood of favorable conduct in the future which could be supported by evidence of rehabilitation. 4/2002 Admin Pian 15-6 Drug Related and Violent Criminal . activity Ineligibility if Evictedfor Drug-Related ,Activit-y, Persons evicted frorn public housing, Indian Housing, Section 23 or any Section 8 program because of drug-related criminal activity are ineligible for admission to the .3ectlon 8 program for a three-year period beginning on the date of such eviction. Applicants will be denied assistance if they have been: evicted from a unit assisted under the Housing Act of 1937 due to violent criminal activity within the last 1 year prior to the date of the certification interview. Participants will be terminated who have been: Evicted from a unit assisted under the Housing Act of 193, due to drug-related or violent criminal activity within the last year prier to the date of the notice to terminate assistance, and whose activities have created a disturbance in the building or neighborhood. if the family violates the lease for drug-related or violent criminal activity, the PHA will term-iinate assistance. yn appropriate cases, the PHA may permit the family to continue receiving assistance provided that family members determined to have engaged in the proscribed activities will not reside in the unit. if the ;violating member- is a min,r, the PHA may consider individual circumstances with the advice of Juvenile Court officials. The PHA may waive the requirement regarding drug-related criminal activity f. The person demonstrates.successful completion of a credible rehabilitation program approved by the PHA, or The circumstances leading to the eviction no longer exist. 4/2002 Admin Plan 15-7 Terminate-on of Ass s ante f r Participants If i:he family ,iiolates the ;ease for drug-related or vioient cri€ninal act vitt', _ the PHA ,vill weri•minate assistance. in appropriate cases, the PHA may permit the family to continue receiving orovided that family members determined to have engaged in the proscribed activities will :.not reside in the unit. If the v<olating member is a rsnor, '::ne PHA may consider individual dreurnstances with the advice of juvenile Cc=.art officials. Notice of Termination of Assistance -In anv case where the PHA decides to terminate assistance 'c `he family, the ~H ; must give the family s.�antten notice which states: 'he reason's) for the proposed terrnination, The effective date of the proposed termination, The family's right, if they disagree, to request an Administrative Tearing to be held before termination of assistance. The date by which a request f}or an informal hearing must be received by the PHA.. 7-he PHA will simultaneousiy provide written notice of the contract termination to the owner :so that it will coincide with the Termination of :assistance. The NJotic.e to the owner °,,vill not include any details regarding the reason for termination of assistance. Required Evidence Preponderance of evidence is defined as evidence which is of greater ,A,eight or more convincing than the evidence which is offered in opposition to it; that is, evidence which as a whole shop.Ajs that the fact sought to be proved is more probable than not. The intent is not to prove criminal liability, but to establish that the act(s) occurred. Preponderance of evidence may not be dete"n ined by the number of witnesses, but by the greater weight of all evidence. Credible evidence may be obtained from police and/or court records. restinmony from neighbors, when combined with other factual evidence car be considered credible evidence. Other credible evidence includes documentation of drug raids or arrest warrants. The PHA will pursue fact-Miriding efforts as needed to obtain credible evidence. 1/2002 Admin: Mari Confidentiality of Criminal Records i he PHA will ensure that any -Criminal record received is maintained confidentially, not misused or improperly disseminated, and destroyed once tine purpose for which it was requested is accomplished, i 4/2002 Admin Plan 3 MILYOBLIGATIONS Z24 CFR 982.551 The farnily must supply any information that the PHA or H; ID determines s necessary in the acirninistration of the program, including submission; of req,,.,#red evidence of citizenship or eligible immigration status 'as provided O, 24 ;`PR 982.551;. "., formation'° Includes any requested certification, release or other documentation. The family :rust supply any information requested by the PHA or HUD for use in a reguiarly scheduled reexamination ^'# interim reexamination "o* family income and composition in accordance with HUD requirernents. The family must disclose and verify Social Security Numbers (as provided by 24 �.�1~R 5.21,;) and rnust sign and submit consent forms for obtaining information in accordance with 24 CFR 5,230. ,ill information supplied by the family must be true and complete. s T family is responsible for an HQS breach caused by the family as i described in 982.404(b). The family must allow he PHA to inspect the unit at reasonable times and after reasonable notice, The family may not commit any serious o:- repeated violations of the =ease. The family must notify the owner and, at the .same time, notify the PHA before the family moves out of the unit or terminates the lease upon? notice to the owner, The family must promptly give the PH;? a copy of any owner eviction notice. The family --must use the assisted unit for residence by the family. Th.e unit nust be the famf'y's only residence. Tine composition of the assisted family residing in the unit rnu s=. be approved by the PHA. The family ;must promptly inform the PHA of the birth, adoption or court-marded custody of a child. The family must request PHA approval .-o add any other faamily member as an occupant of the unit. The family must promptly notify the ?HA i; any family member no longer resides in the unit. 4/2002 ,,dmin Plan 15-10 _.. - f the PHA has given approval, a foster chiid or a i ve-in aide may reside in the ;unit. If the family does not request approval or PHA approval is denied, the family may not allow a foster child or live-in aide to reside with the assisted family. Members of the household may engage in legal profit-making activities in the unit, but only if such activities are incidental to primary use of the unit as a residence by members of the family. The family must not sublease or let the ;unit. T he family must not assign the lease or transfer the unit. The family must supply any information or certification requested by the PHA to verify that :the family is living in the unit, or relating to family absence From the unit, including any PHA-requested information or certification on the purposes of family absences. The family must cooperate with the PHA for this purpose. The family must promptly notify the PHA of absence from the unit. The family must not ovin or have any interest in the unit. The ;Members of the family must not commit fraud, bribery or .any othel- corrupt or criminal act in connection with the programs. The members of the family may not engage in drug-related criminal activity/ or violent criminal activity. (See PHA one stake policy). An assisted family, or member: of the family, may not receive Section tenant based assistance ,chile receiving another housing subsidy, for the carne unit or for a different unit, .under any duplicative as determined by HU© or in accordance with HUD requirements) federal, Mate or iocai housing assistance program. 4/2002 Admin; Plan Housing Author'`ty Discretion f24 CFR 982d552(c)] deciding IAihether °to deny or terminate assistance because of action or ailure to act by members of the gamily; the PHA has discretion to consider all of the oircurnstances in each case, including the seriousness of the case. The PHA Ml use its discretion it reviewing the extent of participation or culpability of individual family members and the length of time since the violation occur;"'- ;�he PHA mai also review she family's more recent history and record of compliance, and the effects that denial or termination of assistance may have on other family members who were not ins owed in she action or failure to act. The PHA :nay impose., as a condition or continued assistance `or otter ra.mily members, a requirement that Family members who participated in or were. Culpable for the actior, or -"ailure to act, will not reside in the unit, The PH may permit the other members of a am!ily to continue in the program. 4,'2002 Admin Plan i - 2 ............................................................................................................................................................................................................................................................................................................................ __ Enforcing Family Obligations Explanations and Terms The Herrn 'Promptly" when used with the Family Obligations always means "within 10 days." Denial or termination of assistance is always optional except where this Plan or the regulations state otherwise. HQS Breach The !-lousing Programs Specialist or Supervisor will determine if an HOS breach as identified in 24 CFR 982.4€ 4 (b) is the responsibility of the family: Families may be given extensions to Lure HCS breaches by Assistant Housing Programs Director. Lease Violations T he f g lowing criteria will be used to decide if a serious or repeated violation of the lease will result in termination of assistance; f the owner terminates tenancy through court action for serious or repeated violation of the €ease. If the owner notifies the family of termination of tenancy assistance for serious or repeated lease violations, and the family moves from the unit .prior to the completion of court action, and the PHA determines that the cause is a serious or repeated violation of the lease based on available evidence. 'i the owner notifies the family of termination of tenancy assistance for serious or repeated lease violations, and the family moves from the unit prior to the completion of court action, and If there are police reports, neighborhood complaints cr other third party information, that has been verified by the HA. Nonpayment of rent is considered a serious violation of the lease. Notification of Eviction If the family requests assistance to move and they did not notify the PHA of an eviction within 10 days of receiving the Notice of Lease Termination, the move will be denied. 4%2002 Admin Plan 15.13 Proposed Additions to the Family PPHA will deny a fa,mil ;'s -equest to add additional ;amity r-nembers are: - Persons who have been evicted from public horsing. Persons who have Qreviously violated a family obligation listed in :24CFR 982.5zl of the HUG regulations. Persons who Commit drug-related Criminal ::activity or violent cri;yninal activity. ?ersons ,,,Aaho commit gaud, bribery or any other corrupt or criminal act in connection with any federal Dousing grogram. Persons ,,\jho currently ogre rent or other amounts to the PHA or to another PHA in connection with Section 8 or pubNc horsing assistance ;.ruder the 193,E Act. Persons who have engaged in or threatened abusive or violent behavior toward PHA personnel. Family Member Moves Out -amilies are required to notify the RHA if any rarnily member leaves the assisted household. When the family notifies 'he PHA, they roust furnish the follorino information; The date the family member moved out, The new address, if known, of the family member. A statement as to whether the family member is temporarily or Permanently absent. 4/2902 Admin Plan 5-14 Limitation on Profit-making Activity in Unit f the PHA determines that the use of the unit as a business is not incidental to its use as a dwelling unit, it will be considered a program violation. Tf the PHA determines the business is not legal, it will be considered a program violation. Interest in Unit The owner may not reside in the assisted unit regardless of whether (s)he is a member of the assisted family, unless the family owns the mobile borne and rents the pad. Fraud Tn each case, the PHA will consider which family members were involved, she circumstances, and any hardship that might be caused to innocent members, 4/2002 Admin Plan 15-15 FO :NON- I`3" Z S [24 CFR 5.514., 5.516, 5.518] Der.Dal or Termination due to Ineligible Immigrant Status Applicant or participant ,arnilies in which all members are neither U.S. Citizens nor eligible migrants are not eligible for assistance and must have their C :sistance terminated, 1"he PHA must offer the family an opportunity "wr a gearing. ;See ''eligibility for ,admission" chapters section on vitizenship/Eligible mniigration Statics. ssistance may not oe terminated while verification of the partic.pant family's eligible immigration status is pending. false or Incomplete Information When the PHA has wear, concrete, or substantial documentation (much as permanent resident card or information from another agency) that contradicts the declaration of citizenship made by an applicant or participant, an it °estimation iwill be -onduct=d and the individual ill be glven an opportunity to present relevant information. f the Individuai is unable to verify their citizenship, the PHA will give him/her an opportunity to provide a new declaration as an eligibie imi-nigrant or an opportunity to elect not to contend their status. The PHA will thei, verify,/ eligible status, deny, terminate, or prorate as applicable. Procedure '-for Denial or Termination If the family for any meriber) claimed eligible immigrant status and the INS ;primary and secondary verifications }ailed to document the statins, the family may make an appeal to the INS and request a hearing with the PHA either after the INS appeal or in lieu of the INS appeal. After the PHA has made a determination of ineligibility, the family will be notified of the determination and the :reasons and informed of. she option for prorated assistance (if applicable). 4/2002 Admin flan �S-16 E. ZERO ($0) ASSISTANCE TENANCIES HAP Contracts Prior to 10/2/95 For contracts that were effective prior to 10/2/95, the PHA is liable for unpaidrent and damages if the family vacates during the allowable 12 months after the last HAP payment. T he PHA must perform all of the functions normally required, such as reexaminations and inspections. The participant will be notified of the right to rerrnain on the program at 0 assistance for 1.2 months, If the family is still in the ;,snit after 12 months, Che assistance will be terminated. In order for a family to move to another unit~ during 'the 12 month, the rent for the new unit would have to be high enough to necessitate a housing assistance payment. HAP Contracts On or After 1012195 24 CFR 982.455 (a) For contracts effective on or after 1.0%2195, the PHA has no liability for unpaid' rent or darnages, and the family may remain in the unit at 10 assistance for up to 1.80 days after the last MAP payment. If the family is still in the (unit after -803 days, the assistance will be terminated. If, within the 180 day timeframe, ars owner rent increase or a decrease in the Total Tenant Payment causes the family to be eligible for a housing assistance payment, the PHA will resume assistance payments for the family. In order for a family to move to another unit: during the 1.803 days, the rent for the new unit would have to be high enough to ;necessitate a hosing assistance payment. F. OPTION NOT TO TERMINATE FOR MISREPRESENTATION [24 CFR 952.551, 982.552(c)] If the :family has misrepresented any facts that caused the PHA to overpay assistance, the PHA may choose not to terminate and may offer to continue assistance provided that the family reimburses the PHA in full within 30 calendar days. 4/2002 Admin Plan 15-17 G. AISREPRESENTATION IN COLLUSION WITH OWNER 24 C-FR 982.551, 982.552 c)] f the family intentionalil y, wMingly, and knowingly commits fraud or s involved in any other illegal scheme with the owner, the PHA ?,rill deny or terminate assistance. I. MISSED APPOINTMENTS AND DEADLINES (24 CFR 982,551r 982.552 (c)] <t s a Family Obligation to supply information, documentation, and -erttfl�, tion as needed for Lhe PHA to fulfill Ets responsibil!ties. The PHA schedules appointments and sets deadlines in order to obtain the required information, The Family Obligations also require that the family allow the PHA to inspect the unit, and appointments are made for this purpose. An applicant or participant who fails to 'seep an appointment, or to supply information required by a deadline without notifying the PHA, may be sent a i-iotice of enlai or Termination of Assistance for failure to provide required ir;for nation, or for failure to allow the HA to inspect the unit. The farm}y will be given information about the requirement to beep appointments and the number of tunes appointments dill be rescheduled, as specified in this Plan. Appoint-menu will be scheduled and time requirements will be unposed for the following events and circumstances: Eligibility for Admissions 'verification Procedures "toucher issuance and Briefings Housing Quality _tandards and inspections Recertifications Appeals Acceptable reasons for missing appointments or failing to provide information by deadlines are: Medical emergen=cy Family emergency 4%2002 Admin Olan 15-18 Pracedure ' 'hen Appointments are Missed or Information Not Provided For r£ost purposes in this Plan; the family will he given t%,.o opportunities before being issued a notice f s" termination or denial for breach of a family obligation. After is :uance of the termination notice, if the family offers to correct the breach ;.within the time allowed to request a hearing, the termination will be rescinded after the family dares the breach. 4/2002 ,Admin Pian 15-�.9 -.-......................................................................................................- .......... ......................................................................................-...--l''.''I'll,........... ........................................ ............................... .................................................................. .................... .............I...................................................---.................... ....................................-......................................''I'll'',.......I.,....''I'll''..................................................................................................................... ............11.1................................ ........I... 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........................................ ........... .......... ................ .......................... ....... ........................................................................................................................................................................................................................... ....................................................... ........ ......................................... ..................................................................................................................................................................................................................... . . ......... .......... ......................... ................................................................................................................................................. ... ... ............ ........... . ............................. .. . ................. ... ................................. I Chapter 18 OWNER DISAPPROVAL AND RESTRICTION 24 CFR 982.54, 982.306, 982.4831 INTRODUCTION t is the policy of the HA to recruit owners to participate in the program, and to provide owners with prompt and professional service in order to maintain an adequate supply of available housing throughout the jurisdiction of the HA. The regulations define when the HA must disallow an owner participation it the program, and they provide the HA discretion to disapprove or otherwise restrict the participation of owners in certain categories. This Chapter describes the criteria for owner disapproval, and the various penalties for owner violations. The mousing Authority will not enter into HAP contracts with Owners who have a history of serious or repeated violations under the Section 8 program rules, HACCC policy and procedures, or who have been convicted or are being prosecuted for violations of the federal or state Pair Housing laves and anti-discrimination provisions. 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 he or she believes counsels against disqualifications to the Director of Housing Assistance Programs 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 below and any curative actions taken by the owner since the disqualification. A. DISAPPROVAL OF OWNER 24 CFR 982.306, 9+82.34 (d)(8)] she owner does not have a right to participate in the program. For purposes of this section, "owner" includes a principal or other interested party. The HA will disapprove the owner for the following reasons: The owner is the parent, child, grandparent, grandchild, sister or brother of the Section 8 Voucher holder or another member of the household seeking to rent the unit. The lousing Authority may, at its discretion, provide reasonable accommodation to a person with disabilities and allow occupation of a unit owned by the relative, if the iunit"s characteristics accommodate the particular disability. 4/2002 Admin Plan l6-4 iJl3 or %cher agency directly has informed tt,e HA that the ,-)wner has been debarred, suspended, or subject to a €ir nited denial cf participation under 24 CFP, part 2�4. HUD has informed the HA that the federal government has instituted ars administrative or judicial action against the owner for violation of the Fair Housing Act or other federal equal opportunity requirements and such action is pending. HUD has informed the HA that a court or administrative agency has determined that the owner has violated the =air Housing Act or other federal equal opportunity requirements. T he owner has violated obligations under a housing assistance payments contract under Section 8 of the 1937 Act {42 U.S.C. 1437f). The owner has committed fraud, bribery or any other !corrupt act in connection with any federal housing program. The owner has :engaged in drug trafficking or other violent crimina€ behavior. The owner has a history or practice of non-compliance with the HQS fir units !eased under the tenant-based programs or with applicable housing standards for units !eased with project-based Section 8 assistance or !eased under any other federal housing program. T he owner has a history or practice of renting units 1-hat fail to meet State or local housing codes. The owner has no:. paid Mate or local real estate 'axes, fines or assessments. B. OWNER RESTRICTIONS AND 'PENALTIES E24 CFR 382.302 (a)(8), 982.483] If an owner commits fraud or abuse or is guilty of frequent or serious contract violations, the HA will restrict the owner from future participation in the program, for a period of time commensurate with the seriousness of the offense, The HA may also terminate some or all contracts with the owner. 4/2002 Admin Plan 1.� P 6-9^1 ....... ........................... ....................................................................................... Before imposing any penalty against an owner, the HA will review all relevant factors pertaining to the case, and will consider such factors as the owner's record of compliance and the number of violations. The HA guidelines for restrictions are contained in the table below: DISAPPROVAL Of OWNERS/PARTICIPATION RESTRICTIONS _ REACH � i HUD notification of violation of fair housing/federal equal ; Termination � � Owner fraud, bribery or other corrupt act in federal WrA/RT . i Tpwrnat�. of nont�4m .� I . ..�.tateL.lcs..al.. (W-warning, A-Abatement, R-reduction, T-Termination) Factors to consider in determining owner disqualification under this policy include. The harm that would result to the family if the Housing Authority does not approve the contact; The harm caused by the owner's violation of the program; ® Any actions taken by the owner to cure program violations; and The cost involved in the program violation, including money and agency time. C. OTHER REMEDIES FOR OWNER VIOLATIONS Overpayments: if the landlord has been overpaid as a result of fraud, misrepresentation or violation of the Contract, the HA may terminate the Contract and arrange for restitution to the HA and/or family as appropriate. he HA ;will make every effort to recover any overpayments made as a result of landlord fraud or abuse. Payments otherwise due to the owner may be debited in order to repay the HA or the tenant, as applicable. 4/2002 Admin Plan 16-3 .............................................................................................................................................................................................. .......... ........................................................................................................................................................................................................ ......................... ...................... .............................................................................................................. ..................................................... ............................... ..... ........................................................................................... ................................... ............... ......................................................... ....... .................................................................................... ........ ............11.......................................................................................................................................................... ............ I..........................I., I.................................................................... ............. ............................................................................................ ...........I I I.,...........I..''.,.................................................................................................................................................................... ................... .................I.........................I..,.,.......................................................................11 1 -.., -........... ............................................................................................. ..........-.11, 1 1............. .............................................................................................................................................................. ............... ..................................................................................................... ................................ .......... ................................................................ ..........I I.,................11 1...........-............................................................................................................................................................. .............................. ............. .............................................. ................................................ ....... ..................... ............ .............................................................. ............-..,............I I I.., .......................................................................................................................................................... .............................. ...................................................................................................................................I.., I., I., I...........I............-.., I.............I I I..,., I..,.......... 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Chapter 17 OWNER OR FAMILY DEBTS TO THE HA INTRODUCTION This Chapter describes the HA's policies for the recovery of monies which have been overpaid for families, and to owners. It describes the methods that will be utilized for collection of monies and the guideiines for different types cf debts. It is the HA's polio/ to meet the informational needs of owners and families, and to communicate the program rules in order to avoid owner and family debts. Before a debt is assessed against a family or owner, the file must contain documentation to support the HA's claim that the debt is owed. The file must further contain written documentation of the method of calculation, in a clear format for review by the owner or the family. When families or owners owe money to the HA, the HA will :make ever, effort to collect it. The HA will :ase a variety of collection tools to recover debts including, but not limited to; Requests for lump sum payments Civil suits Repayment agreements Abatements Reductions a Collection agencies Credit bureaus Ar REPAYMENT AGREEMENT FOR FAMILIES [24 CFR 792.103y 982.552 (b)(6-8)] A repayment Agreement as used in this Plan is a document entered into between the HA and a person who owes a debt to the HA. It is similar to a promissory note, but contains more details regarding the nature of the debt, the terms of repayment, any special provisions of the agreement, and the remedies available to the HA upon default of the agreement. The maximum length of time the HA will enter into a repayment agreement with a family is 24 months. The minimum monthly amount of monthly payment for any repayment agreement is $25.00. 4/2002 Admin Plan 17_1 here are Some circumstances in which 'the NA will not enter intc a repayment., agreement. "hey are. if the family already :gas a Repayment Agreement in arrears. If the HA determines that the farmily committed program fraud and ores the HA more than 2,000.00. I-aa to Payments A payment will be considered to be in arrears if the payment has not been r=aceived by the dose of the business day on which the payment was due. f the due date is on a weekend or holiday, the due date will be at the close of the next business day. If the family`s repayment agreement is in arrears, the HA may; .at Require the family to pay the balance in full; Pursue civil collection of the balance due; or Terminate the housing assistance. Tf the f arnHy requests a move to another ;.snit and has a repayment agreement in place for the payment of an owner claim, and the repayment agreement is not in arrears, the family will be permitted to move. if the family requests a move to another unit and is in arrears on a epayment agreement for the payment of an owner claire, the family will be required :o pay the balance in full, or be terminated from the program. Exceptions to this policy may be approved for the following circumstances only, Family size exceeds the HQS maximurn occupancy standards; or A natural disaster, /2002 Admin =tan 1 2 Guidelines for Repayment Agreements Repayment Agreements will be executed between the HA and the head of - household and spouse. "Monthly payments ;may be decreased in cases of hardship with a request from the family, verification of the hardship, and the approval of a Housing Programs Supervisor. 3, NON-REPORTING OF INFORMATION/DEB 'S DUE TO PROGRAM ABUSE 24 CFR 982.163] HUD's definition of program fraud and abuse is a single act or pattern of actions that: Constitutes false statement, omission, or concealment of a substantive fact, made with intent to deceive or mislead, and that results in payment of Section 8 program fu;nds in violation of Section 8 program requirements. Family Error/Late Reporting Families who owe i r•.,cney to the HA due to the family's failure to report increases in income will be required to repay in accordance with the guidelines in the Repayment Section of this Chapter. Program Abuse ?-amilies who owe :money to the HA due tC} program abuse will be reg���ted to. repay in accordance with the guidelines in the Repayment Section of this C hapter. If a family awes an amount which equals or exceeds $2,000.00 as a result of program abuse, the case may be referred for criminal prosecution. 4/2002 Admin Plan 17-3 C . OWNER ER DEBTS TO THE Hsi If the HA determines that the owner has retained Housing :assistance or _aim Payments the owner is trot entitled to, the -lA fray reclaim the amounts from Future 'dousing Assistance or Claim Payments owed the ',wn. er for any other units under contract. If `uture blousing ,assistance or Maim Payments are insufficient to reclaim the amounts ;awed, the HA will require the owner to pay the amount in full within two weeks and may pursue collections through the local ;court system, If the amount owed to the HA f om the owner is not repaid, the owner may be prohibited fromt future participation in any HA program. 4/2002 Admin dart 1 -�