HomeMy WebLinkAboutMINUTES - 05092017 - Housing Authority
CALENDAR FOR THE BOARD OF COMMISSIONERS
BOARD CHAMBERS ROOM 107, COUNTY ADMINISTRATION BUILDING
651 PINE STREET
MARTINEZ, CALIFORNIA 94553-1229
FEDERAL D. GLOVER, CHAIR
KAREN MITCHOFF, VICE CHAIR
JOHN GIOIA
CANDACE ANDERSEN
DIANE BURGIS
FAY NATHANIEL
JANNEL GEORGE-ODEN
JOSEPH VILLARREAL, EXECUTIVE DIRECTOR, (925) 957-8000
PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO
AN ITEM THAT IS ON THE AGENDA, WILL BE LIMITED TO TWO (2) MINUTES.
The Board Chair may reduce the amount of time allotted per speaker at the beginning of each item
or public comment period
depending on the number of speakers and the business of the day.
Your patience is appreciated.
A closed session may be called at the discretion of the Board Chair.
Staff reports related to open session items on the agenda are also accessible on line at
www.co.contra-costa.ca.us.
ANNOTATED AGENDA & MINUTES
May 9, 2017
1:30 P.M. Convene and call to order.
CONSIDER CONSENT ITEMS: (Items listed as C.1 through C.2 on the following agenda ) -
Items are subject to removal from the Consent Calendar by request from any
Commissioner or on request for discussion by a member of the public. Items removed
from the Consent Calendar will be considered with the Discussion Items.
DISCUSSION ITEMS
D. 1 CONSIDER Consent Items previously removed.
There were no items removed from consent for discussion.
D. 2 PUBLIC COMMENT (2 Minutes/Speaker)
May 9, 2017 Contra Costa Housing Authority Minutes 1
There were no requests to speak at public comment.
D.3 CONSIDER approving revisions to the Section 8 Administrative Plan.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Fay Nathaniel ABSENT
Commissioner Jannel George-Oden ABSENT
D.4 CONSIDER accepting report on the opening of the Housing Authority's wait list.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Fay Nathaniel ABSENT
Commissioner Jannel George-Oden ABSENT
ADJOURN
Adjourned today's meeting at 1:40 p.m.
CONSENT ITEMS:
C.1 RECEIVE the Housing Authority of the County of Contra Costa's investment report
for the quarter ending March 31, 2017.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Fay Nathaniel ABSENT
Commissioner Jannel George-Oden ABSENT
C.2 ADOPT Resolution No. 5205 certifying the results for the Section 8 Management
May 9, 2017 Contra Costa Housing Authority Minutes 2
C.2 ADOPT Resolution No. 5205 certifying the results for the Section 8 Management
Assessment Plan, subject to U.S. Department of Housing and Urban Development
confirmatory review, for the Housing Authority of the County of Contra Costa, for the
period April 1, 2016 through March 31, 2017.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Fay Nathaniel ABSENT
Commissioner Jannel George-Oden ABSENT
GENERAL INFORMATION
Persons who wish to address the Board of Commissioners should complete the form provided for
that purpose and furnish a copy of any written statement to the Clerk.
All matters listed under CONSENT ITEMS are considered by the Board of Commissioners to be
routine and will be enacted by one motion. There will be no separate discussion of these items
unless requested by a member of the Board or a member of the public prior to the time the
Commission votes on the motion to adopt.
Persons who wish to speak on matters set for PUBLIC HEARINGS will be heard when the Chair
calls for comments from those persons who are in support thereof or in opposition thereto. After
persons have spoken, the hearing is closed and the matter is subject to discussion and action by the
Board.
Comments on matters listed on the agenda or otherwise within the purview of the Board of
Commissioners can be submitted to the office of the Clerk of the Board via mail: Board of
Commissioners, 651 Pine Street Room 106, Martinez, CA 94553; by fax: 925-335-1913; or via the
County’s web page: www.co.contracosta.ca.us, by clicking “Submit Public Comment” (the last
bullet point in the left column under the title “Board of Commissioners.”)
The County will provide reasonable accommodations for persons with disabilities planning to
attend Board meetings who contact the Clerk of the Board at least 24 hours before the meeting, at
(925) 335-1900; TDD (925) 335-1915. An assistive listening device is available from the Clerk,
Room 106. Copies of taped recordings of all or portions of a Board meeting may be purchased
from the Clerk of the Board. Please telephone the Office of the Clerk of the Board, (925)
335-1900, to make the necessary arrangements.
Applications for personal subscriptions to the monthly Board Agenda may be obtained by calling
the Office of the Clerk of the Board, (925) 335-1900. The monthly agenda may also be viewed on
the County’s internet Web Page: www.co.contra-costa.ca.us
May 9, 2017 Contra Costa Housing Authority Minutes 3
The Closed session agenda is available each month upon request from the Office of the Clerk of the
Board, 651 Pine Street, Room 106, Martinez, California, and may also be viewed on the County’s
Web Page.
AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings.
May 9, 2017 Contra Costa Housing Authority Minutes 4
RECOMMENDATIONS
CONSIDER Approving revisions to the Section 8 Administrative Plan.
BACKGROUND
Any local, regional or state agency that receives funds to operate a federal public housing or housing choice voucher
(Section 8) program must maintain an Administrative Plan that stipulates how HACCC interprets discretionary HUD
guidelines and the policies that have been adopted to implement these discretionary guidelines.
The U. S. Department of Housing and Urban Development (HUD) recently published the Housing Opportunity
through Modernization Act (HOTMA). HOTMA had a significant number of changes and HACCC's Administrative
Plan needs to be updated in order to comply with these changes.
The Administrative Plan will be updated as follows:
Revised the definition of an Independent Student for the purposes of determining if a student would qualify for
housing assistance independent of their parent(s) income. In addition, added the new classification of a
vulnerable youth and what would define them as being eligible for assistance as an independent student;
Added a topic to the applicant and resident briefing provided prior to issuance of the Housing Choice Voucher
that requires HACCC to explain the advantages of moving to a low-poverty area;
Action of Board On: 05/09/2017 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
ABSENT:Fay Nathaniel, Commissioner
Jannel George-Oden,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: May 9, 2017
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
D.3
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:May 9, 2017
Contra
Costa
County
Subject:HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN UPDATES
May 9, 2017 Contra Costa Housing Authority Minutes 5
BACKGROUND (CONT'D)
>
Added language regarding what constitutes life-threatening violations of the Housing Quality Standards
required by HUD of all assisted units;
Added language that specifies that HACCC must complete a risk assessment of a dwelling unit within 15
days after receiving a notification from a public health department or other medical provider of elevated
blood lead of a child 6 years old or less living in an assisted unit;
Revised the definition of PHA-Owned Units for the purpose of determining whether a PHA has an
ownership interest in a project-based voucher (PBV) assisted project and requires the use of a third-party
independent entity to conduct selection, rent reasonableness and inspections of PHA-owned units;
Added language that defined when HACCC would deny a portability transaction due to insufficient
funding. HACCC can delay, but shall keep the transfer open indefinitely until such a time as funding is
available to permit the transfer.
Updated language requiring that families whose assistance is being terminated be provided with a Notice of
VAWA Rights and HUD Form 5382. These are new form references for all VAWA activity;
Re-defined the payment standard for manufactured homes to be the lesser of the family unit size or the size
of the dwelling unit rented by the family. This aligns with the definition of the payment standard for all
other housing types under the Housing Choice Voucher Program;
Added the monthly payment made to amortize the initial loan borrowed to purchase a manufactured home
to the items included in determining the Space Rent for the manufactured home;
Clarified HACCC's policy to indicate that sign and language interpreters will be provided at HACCC's
expense when needed for an informal hearing. Previously the policy stated that it would be at the family's
expense;
Added language adopting an Emergency Transfer Plan and Request for Emergency Transfer form for
victims of domestic violence under the VAWA statutes. In addition, referenced the new VAWA Notice of
Occupancy Rights, VAWA Certification of the tenant, Tenant Statement Form HUD-5832 and Sample
Notice to Housing Choice Voucher Owners and Managers Regarding the VAWA Act and committed to
posting these documents on HACCC's website and as exhibits to chapter 16 of the Administrative Plan;
Changed the method for calculating the maximum PBV assistance from 20% of budget authority for the
Voucher program to 20% of the Authorized Units for the voucher program;
Added the ability to project-base an additional 10% of authorized PBV units for units targeted to homeless,
veterans or units providing supportive services with the assistance and also for units in census tracts with a
poverty rate of less than 20%;
Specified under what circumstances PBV assisted units cannot be counted against the 20% cap on total
PBV-assisted units. These include RAD units, formerly public housing, HUD Project Based Rental
Assistance (PBRA), HUD 811, HUD 202, Rent Supplement and Rental Assistance Program (RAP) housing
units. In addition, for all such properties, 100% of the units can be assisted with PBV assistance;
Further clarifies that for units exempt from the 20% threshold that are New Construction, they must be
replacing housing, that was assisted within five years from the project selection date andon the site of the
original project. In addition, former residents must be provided a preference for returning to the site, the
project was specifically identified as replacement housing for the original site and if the PBV assistance is
for more than the original number of units at the site, the added units cannot be considered for the exception
to the 20% exception threshold;
Adds HUD VASH PBV Set-Aside units to the list of excepted units when determining the 20% of assisted
units threshold for PBV assistance;
May 9, 2017 Contra Costa Housing Authority Minutes 6
In projects that are exempt from being counted towards the PBV 20% threshold, 100% of the units in the
project can receive project-based voucher assistance;
Clarified language about what HACCC must do prior to issuing a Request For Proposals for PBV
assistance or awarding PBV assistance based on a non-competitive selection;
Changed the maximum number of units that can be assisted with PBV assistance from 25% of a project to
the greater of 25 units or 25% of the units in the project;
Revised language regarding what constitutes proper exceptions to the 25 unit or 25% of total unit maximum
threshold. Now includes only units targeted to elderly, units providing supportive services or units located in
a census tract with a poverty rate of 20% or less. This change removed units targeted to the disabled as an
exception for new contracts executed after April 18, 2017;
Changed the initial term of PBV HAP Contracts from 15 years to 20 years with a maximum possible
extension of 20 years. The cumulative total years of assistance cannot exceed 40 years;
Granted HACCC authority to extend the initial term of existing PBV contracts to 20 years prior to
exercising an extension of HAP Contract option;
Removed the three-year limit on adding additional PBV assisted units to an existing PBV project subject to
proper HUD notification and project and program limitations on assistance;
Revised the list of PBV-assisted properties to include recent activity;
Created a new preference for homeless applicants who wish to apply for units converted from the
McKinney Moderate Rehabilitation Single Room Occupancy (SRO) program to RAD PBV;
Removed language that mandated supportive services participation for exception units. Families must be
offered services but HACCC can no longer require participation. Families who were receiving mandated
services and no longer wish to participate in the services shall not be terminated from their housing
assistance;
Added protections for victims of domestic violence to keep their assistance when they must terminate their
lease prior to the expiration of the initial 12-month term of the PBV lease. Ordinarily this would prevent
any further assistance.
In addition to the HOTMA required changes, staff proposes to update the Administrative Plan as follows:
Clarified HUD-required language regarding portability billing to reflect the 90 day deadline for billing the
initial PHA;
Added language to clarify that an informal hearing is not required when a port-in family's voucher expires
without the family leasing a unit;
Clarified that although the Homeownership program permits for a monthly assistance payment or a single
down payment assistance grant, HACCC cannot offer the single down payment assistance grant unless
funding is allocated by Congress. To date, such funding has not been allocated and thus only monthly
assistance may be offered;
Struck language that required a resident who requested an informal hearing to present to HACCC any
documents relevant to the hearing at least one day prior to the scheduled hearing (they may now be
provided at the hearing);
Added Language clarifying that when an owner provides appliances to a unit, they are responsible for
either maintaining the appliance if it malfunctions, or removing it from the unit. If they remove it, the unit
rent will be reduced to reflect the reduction in services;
Removed language prohibiting PBV assistance to projects with poverty rates of 75% or more.
May 9, 2017 Contra Costa Housing Authority Minutes 7
The proposed updates are attached. A complete copy of the proposed Administrative Plan is available for review
at HACCC’s main office.
FISCAL IMPACT
No direct financial impact.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to approve the changes to the Administrative Plan, HACCC will be
out of compliance with HUD requirements. HUD may also impose additional sanctions.
ATTACHMENTS
Proposed Changes to Section 8 Admin Plan
May 9, 2017 Contra Costa Housing Authority Minutes 8
May 9, 2017Contra Costa Housing Authority Minutes9
May 9, 2017Contra Costa Housing Authority Minutes10
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RECOMMENDATIONS
CONSIDER accepting report on the opening of the Housing Authority's wait list.
BACKGROUND
HACCC opened the public housing wait list to new applicants between February 27, 2017 and March 2, 2017.
Following is a summary of the applications that were received.
Total families that applied: 17,468
Total family members: 48,845 (est.)
Size Applications %
1BR 7,701 44.1%
2BR 5,733 32.8%
3BR 3,028 17.3%
4BR 790 4.5%
5BR 216 1.2%
Action of Board On: 05/09/2017 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
ABSENT:Fay Nathaniel, Commissioner
Jannel George-Oden,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: May 9, 2017
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
D.4
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:May 9, 2017
Contra
Costa
County
Subject:PUBLIC HOUSING WAITING LIST OPENING
May 9, 2017 Contra Costa Housing Authority Minutes 106
BACKGROUND (CONT'D)
>
Household Status # of Families %
Elderly 1,194 6.8%
Disabled 3,919 22.4%
Veteran 402 2.30%
Applicant Totals
Applicant Totals by Contra Costa Cities
Antioch 1,844 Martinez 257
Bay Point 337 Moraga 6
Bethel Island 7 Oakley 319
Brentwood 267 Orinda 8
Clayton 17 Pacheco 21
Concord 799 Pinole 139
Crockett 28 Pittsburg 1,060
Danville 29 Pleasant Hill 86
Discovery Bay 18 Pt. Richmond 3
El Cerrito 63 Richmond 2,094
El Sobrante 241 Rodeo 138
Emeryville 84 San Pablo 719
Hercules 153 San Ramon 90
Lafayette 19 Walnut Creek 140
TOTAL 8,986
Applicant Totals by City
Outside Contra Costa (50+
applicants)
Berkeley 321
Daly City 50
Fairfield 198
Fremont 121
Hayward 459
Livermore 64
Modesto 61
Oakland 2,728
Sacramento 297
San Francisco 1,015
San Jose 255
San Leandro 353
Stockton 315
Union City 67
Vallejo 627
TOTAL 6,931
All other applicants: 1,551
The wait list is now closed and will not open for new applicants again until any of the BR size lists are nearly
exhausted.
FISCAL IMPACT
None. Informational item only.May 9, 2017 Contra Costa Housing Authority Minutes 107
None. Informational item only.
May 9, 2017 Contra Costa Housing Authority Minutes 108
RECOMMENDATIONS
RECEIVE the Housing Authority of the County of Contra Costa’s investment report for the quarter ending MARCH
31 ,2017.
BACKGROUND
California Government Code (CGC) section 53646 requires the Housing Authority of the County of Contra Costa
(HACCC) to present the Board of Commissioners with a quarterly investment report that provides a complete
description of HACCC’s portfolio. The report is required to show the issuers, type of investments, maturity dates, par
values (equal to market value here) and the current market values of each component of the portfolio, including funds
managed by third party contractors. It must also include the source of the portfolio valuation (in HACCC’s case it is
the issuer). Finally, the report must provide certifications that (1) all investment actions executed since the last report
have been made in full compliance with the Investment Policy and; (2) HACCC will meet its expenditure obligations
for the next six months. (CGC 53646(b)).
The state-mandated report has been amended to indicate the amount of interest earned and how the interest was
allocated. The amended report is attached.
In summary, HACCC had $31,254.59 in interest earnings for the quarter ending March 31, 2017. That interest was
earned within discrete programs and most of the interest earned is available only for use within the program which
earned the interest. Further, interest earnings may be restricted to specific purposes within a given program.
The Housing Choice Voucher Program reserve as of 12/31/2013 held in cash and investments was transitioned to the
Action of Board On: 05/09/2017 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
ABSENT:Fay Nathaniel, Commissioner
Jannel George-Oden,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: May 9, 2017
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.1
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:May 9, 2017
Contra
Costa
County
Subject:INVESTMENT REPORT FOR THE QUARTER ENDING MARCH 31, 2017
May 9, 2017 Contra Costa Housing Authority Minutes 109
BACKGROUND (CONT'D)
>
HUD held program reserve account. The only restricted funds remaining in investments for the Housing Voucher
program is for the Family Self Sufficiency escrow account.
Non-restricted interest earnings within both the voucher and public housing programs must be used solely within
those programs, but such interest earnings can be used for a wider range of purposes within the individual
programs. The interest earned in the State and Local fund can be used for any purpose within HACCC’s scope of
operations.
The interest earned for the quarter ending March 31, 2017 is shown below. A more detailed report is attached.
Public
Housing
Housing Choice Voucher
Fund
Rental
Rehabilitation
Fund
State & Local
Unrestricted
Interest
Earned
Restricted
Interest Earned
Unrestricted
Interest
Earned
Unrestricted
Interest Earned
Unrestricted
Interest Earned
$5,407.78 $1,287.98 $18,207.50 $863.58 $5,487.75
FISCAL IMPACT
None. For reporting purposes only.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to accept the investment report it would result in an audit finding of
non-compliance and could ultimately affect future funding from the U.S. Department of Housing and Urban
Development (HUD).
CLERK'S ADDENDUM
ATTACHMENTS
Investment Report
May 9, 2017 Contra Costa Housing Authority Minutes 110
May 9, 2017 Contra Costa Housing Authority Minutes 111
May 9, 2017 Contra Costa Housing Authority Minutes 112
May 9, 2017 Contra Costa Housing Authority Minutes 113
May 9, 2017 Contra Costa Housing Authority Minutes 114
RECOMMENDATIONS
ADOPT Resolution No. 5205 certifying the results for the Section 8 Management Assessment Plan (SEMAP),
subject to HUD confirmatory review, for the Housing Authority of the County of Contra Costa (HACCC) for the
period April 1, 2016 to March 31, 2017.
BACKGROUND
HUD utilizes SEMAP to evaluate a public housing authority’s (PHA) management of the HCV program. SEMAP
scores are based on a combination of electronic data reported to HUD at regular intervals by PHAs and self-reported
scores based on internal audits conducted by PHA staff. PHAs use HUD’s SEMAP Certification form to submit their
scores. HACCC’s completed form for fiscal year 2017 is attached. The SEMAP rating consists of fourteen separate
performance indicators plus a Bonus Indicator. Scores for Indicators 1-8 on the attached SEMAP Certification form
are based upon HACCC’s internal review and an external review conducted by a consultant. Scores for Indicators
9-14 on the attached SEMAP Certification form are based on HUD’s automatic scoring of these Indicators. Based on
staff's certification, HACCC’s HCV program is entitled to receive 120 out of 135 possible points, which will result in
a SEMAP score of 89%. The rating becomes official after HUD reviews and approves the submission. If HUD
maintains this score, HACCC will qualify as a “Standard Performer” under HUD’s SEMAP program.
Action of Board On: 05/09/2017 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
ABSENT:Fay Nathaniel, Commissioner
Jannel George-Oden,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: May 9, 2017
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.2
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:May 9, 2017
Contra
Costa
County
Subject:CERTIFICATION FOR THE U. S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD)
SECTION EIGHT MANAGEMENT ASSESSMENT PLAN (SEMAP) FOR FISCAL YEAR ENDING
May 9, 2017 Contra Costa Housing Authority Minutes 115
BACKGROUND (CONT'D)
>
HACCC achieved a favorable score in all 13 of the SEMAP Indicators for which it is eligible. Specifically,
HACCC scored points in the following Indicators:
Selection From the Waiting List
Determination of Rent Reasonableness
Determination of Adjusted Income
Maintaining Current Utility Allowance Schedules
Conducting Quality Control Inspections
Housing Quality Standards Enforcement
Expanding Housing Opportunities
Maintaining Current Payment Standards
Conducting Annual Income Reexaminations
Correctly Calculating Tenant Rent
Conducting Pre-Contract Housing Quality Standards (HQS) Inspections
Annual HQS Inspections
Lease-Up/Utilization Rate
Because the Agency is no longer eligible, HACCC did not score any points in the following Indicator:
Family Self Sufficiency (FSS)
HACCC is no longer rated under SEMAP for this Indicator because we have graduated more FSS participants
than the minimum required by HUD. Were the Agency still rated, HACCC would receive points for this Indicator.
FISCAL IMPACT
HUD provides over $80 million annually to serve low-income families in Contra Costa County via the Housing
Choice Voucher (HCV) rental assistance program. Approval of this SEMAP certification is a condition for
continued funding.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to approve Resolution No. 5205, HACCC would be in jeopardy of
losing over $80 million in funding that provides rental assistance for low income families in Contra Costa County.
CLERK'S ADDENDUM
AGENDA ATTACHMENTS
Payment Standard
Resolution
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MINUTES ATTACHMENTS
Signed Resolution No. 5205
May 9, 2017 Contra Costa Housing Authority Minutes 116
May 9, 2017 Contra Costa Housing Authority Minutes 117
THE BOARD OF COMMISSIONERS
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
RESOLUTION NO. 5205
RESOLUTION APPROVING THE SECTION EIGHT MANAGEMENT ASSESSMENT PROGRAM
CERTIFICATION FOR THE HOUSING CHOICE VOUCHER PROGRAM AND AUTHORIZING
SUBMISSION OF RELATED DOCUMENTATION
WHEREAS, it is the desire of the Board of Commissioners of the Housing
Authority of the County of Contra Costa to continue to provide housing assistance payments for
qualified low-income tenants; and
WHEREAS, the Housing Authority of the County of Contra Costa desires to
ensure that its Housing Choice Voucher program functions within the standards of the U.S.
Department of Housing and Urban Development (HUD) Section 8 Management Assessment
Program (SEMAP);
WHEREAS, 24 CFR Section 985.101, a PHA to submit the HUD-required SEMAP certification form within
60 calendar days after the end of its fiscal year;
WHEREAS, the certification must be approved by PHA board resolution and signed by the PHA executive
director.
WHEREAS, a PHA's SEMAP certification is subject to HUD verification by an on-site confirmatory review
at any time.
NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AUTHORITY, as follows:
1. The SEMAP certification for the Housing Authority of the County of Contra Costa for the
period ending March 31, 2017, is hereby approved subject to any subsequent HUD
confirmatory reviews; and,
2. The Executive Director of the Housing Authority of the County of Contra Costa is
authorized to submit this certification and any related documentation to the U.S.
Department of Housing and Urban Development. This Resolution shall be effective
immediately.
PASSED AND ADOPTED ON _________________________ by
the following vote of the Commissioners.
AYES:
NOES:
ABSENT:
ABSTAIN:
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 ___________________________________
JOSEPH VILLARREAL, CLERK OF THE
BOARD OF COMMISSIONERS AND
EXECUTIVE DIRECTOR
By __________________________________________
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U.S. Department of Housing
and Urban Development (exp. 11/30/2016)
Office of Public and Indian Housing
Section 8 Management Assessment
Program (SEMAP)
Certification
OMB Approval No. 2577-0215
Public reporting burden for this collection of information is estimated to average 12 hours per response, including the time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may
not conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a currently valid OMB control number.
This collection of information is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant-based
assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the
performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data
to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the
information collected does not lend itself to confidentiality.
Performance Indicators
1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a))
(a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list.
PHA Response Yes No
(b) The PHA’s quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in the
samples were selected from the waiting list for admission in accordance with the PHA’s policies and met the selection criteria that determined their places
on the waiting list and their order of selection.
PHA Response Yes No
2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507)
(a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable based
on current rents for comparable unassisted units (i) at the time of initial leasing, (ii) before any increase in the rent to owner, and (iii) at the HAP contract
anniversary if there is a 5 percent decrease in the published FMR in effect 60 days before the HAP contract anniversary. The PHA’s method takes into
consideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services,
maintenance or utilities provided by the owners.
PHA Response Yes No
(b) The PHA’s quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written
method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one):
PHA Response At least 98% of units sampled 80 to 97% of units sampled Less than 80% of units sampled
3. Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516)
The PHA’s quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verification
of adjusted income or documented why third party verification was not available; used the verified information in determining adjusted income; properly
attributed allowances for expenses; and, where the family is responsible for utilities under the lease, the PHA used the appropriate utility allowances for
the unit leased in determining the gross rent for (check one):
PHA Response At least 90% of files sampled 80 to 89% of files sampled Less than 80% of files sampled
4. Utility Allowance Schedule. (24 CFR 982.517)
The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within the last 12 months, and adjusted
its utility allowance schedule if there has been a change of 10% or more in a utility rate since the last time the utility allowance schedule was revised.
PHA Response Yes No
5. HQS Quality Control Inspections. (24 CFR 982.405(b))
A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required by
HUD (see 24 CFR 985.2), for quality control of HQS inspections. The PHA supervisor’s reinspected sample was drawn from recently completed HQS
inspections and represents a cross section of neighborhoods and the work of a cross section of inspectors.
PHA Response Yes No
6. HQS Enforcement. (24 CFR 982.404)
The PHA’s quality control sample of case files with failed HQS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencies
were corrected within 24 hours from the inspection and, all other cited HQS deficiencies were corrected within no more than 30 calendar days from the
inspection or any PHA-approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance
payments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligations
for (check one):
PHA Response At least 98% of cases sampled Less than 98% of cases sampled
Instructions Respond to this certification form using the PHA’s actual data for the fiscal year just ended.
PHA Name For PHA FY Ending (mm/dd/yyyy) Submission Date (mm/dd/yyyy)
Check here if the PHA expends less than $300,000 a year in Federal awards
Indicators 1 - 7 will not be rated if the PHA expends less than $300,000 a year in Federal awards and its Section 8 programs are not audited
for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must still
complete the certification for these indicators.
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7. Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)).
Applies only to PHAs with jurisdiction in metropolitan FMR areas.
Check here if not applicable
(a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineates
areas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encourage
owner participation.
PHA Response Yes No
(b) The PHA has documentation that shows that it took actions indicated in its written policy to encourage participation by owners outside areas of poverty
and minority concentration.
PHA Response Yes No
(c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing opportunities outside areas of poverty
and minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the maps
and related information when briefing voucher holders.
PHA Response Yes No
(d) The PHA’s information packet for voucher holders contains either a list of owners who are willing to lease, or properties available for lease, under
the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations that operate outside
areas of poverty or minority concentration.
PHA Response Yes No
(e) The PHA’s information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and
telephone number of a portability contact person at each.
PHA Response Yes No
(f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentration
and, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts in
any part of its jurisdiction and has sought HUD approval when necessary.
PHA Response Yes No
8. Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the PHA jurisdiction
and, if applicable, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not
less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503)
PHA Response Yes No
Enter current FMRs and payment standards (PS)
0-BR FMR _________ 1-BR FMR _________ 2-BR FMR _________ 3-BR FMR ________ 4-BR FMR _________
PS _______________ PS _______________ PS _______________ PS_______________ PS _______________
If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established separate payment standards for a PHA-designated
part of an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated area.
9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516)
PHA Response Yes No
10. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent in the rental certificate program and the family rent to owner in the rental
voucher program. (24 CFR 982, Subpart K)
PHA Response Yes No
11. Precontract HQS Inspections. Each newly leased unit passed HQS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR
982.305)
PHA Response Yes No
12. Annual HQS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a))
PHA Response Yes No
13. Lease-Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year.
PHA Response Yes No
14a.Family Self-Sufficiency Enrollment. The PHA has enrolled families in FSS as required. (24 CFR 984.105)
Applies only to PHAs required to administer an FSS program .
Check here if not applicable
PHA Response
a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and later
through 10/20/1998. Exclude units funded in connection with Section 8 and Section 23 project-based contract
terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or
terminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of
families that successfully completed their contracts on or after 10/21/1998.)
or,Number of mandatory FSS slots under HUD-approved exception
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b. Number of FSS families currently enrolled
c. Portability: If you are the initial PHA, enter the number of families currently enrolled in your FSS program, but who
have moved under portability and whose Section 8 assistance is administered by another PHA
Percent of FSS slots filled (b + c divided by a)
14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by the
percent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305)
Applies only to PHAs required to administer an FSS program .
Check here if not applicable
PHA Response Yes No
Portability: If you are the initial PHA, enter the number of families with FSS escrow accounts currently enrolled in your
FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA
Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas).
The PHA is submitting with this certification data which show that:
(1) Half or more of all Section 8 families with children assisted by the PHA in its principal operating area resided in low poverty census tracts at the end of the last
PHA FY;
(2) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area during the last PHA FY
is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the last
PHA FY;
or
(3) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area over the last two
PHA FYs is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the
end of the second to last PHA FY.
PHA Response Yes No If yes, attach completed deconcentration bonus indicator addendum.
I hereby certify that, to the best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate
for the PHA fiscal year indicated above. I also certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that casts
doubt on the PHA’s capacity to administer Section 8 rental assistance in accordance with Federal law and regulations.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Executive Director, signature Chairperson, Board of Commissioners, signature
___________________________________________________________ _________________________________________________________
Date (mm/dd/yyyy) ____________________________________________ Date (mm/dd/yyyy) _________________________________________
The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its
certification.
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SEMAP Certification - Addendum for Reporting Data for Deconcentration Bonus Indicator
Date (mm/dd/yyyy) ____________________________
PHA Name ______________________________________________________________________________________
Principal Operating Area of PHA _____________________________________________________________________
(The geographic entity for which the Census tabulates data)
Special Instructions for State or regional PHAs. Complete a copy of this addendum for each metropolitan area or portion of a metropolitan area (i.e., principal
operating areas) where the PHA has assisted 20 or more Section 8 families with children in the last completed PHA FY. HUD will rate the areas separately
and the separate ratings will then be weighted by the number of assisted families with children in each area and averaged to determine bonus points.
1990 Census Poverty Rate of Principal Operating Area __________________________________________________
Criteria to Obtain Deconcentration Indicator Bonus Points
To qualify for bonus points, a PHA must complete the requested information and answer yes for only one of the 3 criteria below. However,
State and regional PHAs must always complete line 1) b for each metropolitan principal operating area.
1) __________ a. Number of Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA
FY who live in low poverty census tracts. A low poverty census tract is a tract with a poverty rate at or below the overall
poverty rate for the principal operating area of the PHA, or at or below 10% whichever is greater.
__________ b. Total Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA FY.
__________ c. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA’s principal operating area
at the end of the last PHA FY (line a divided by line b).
Is line c 50% or more?Yes No
2) __________ a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area
at the end of the last completed PHA FY.
__________ b. Number of Section 8 families with children who moved to low poverty census tracts during the last completed PHA FY.
__________ c. Number of Section 8 families with children who moved during the last completed PHA FY.
__________ d. Percent of all Section 8 mover families with children who moved to low poverty census tracts during the last PHA fiscal
year (line b divided by line c).
Is line d at least two percentage points higher than line a?Yes No
3) __________ a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area
at the end of the second to last completed PHA FY.
__________ b.Number of Section 8 families with children who moved to low poverty census tracts during the last two completed PHA FYs.
__________ c. Number of Section 8 families with children who moved during the last two completed PHA FYs.
__________ d. Percent of all Section 8 mover families with children who moved to low poverty census tracts over the last two completed
PHA FYs (line b divided by line c).
Is line d at least two percentage points higher than line a?Yes No
If one of the 3 criteria above is met, the PHA may be eligible for 5 bonus points.
See instructions above concerning bonus points for State and regional PHAs.
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