HomeMy WebLinkAboutMINUTES - 06202006 - HA.1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA NA
TO: BOARD OF COMMISSIONERS
FROM: Rudy Tamayo,;.Executive Director
DATE: June 20, 2006
SUBJECT: CERTIFICATION FOR SECTION EIGHT MANAGEMENT ASSESSMENT PLAN (SEMAP)
FOR FISCAL YEAR ENDING 3/31/2006
SPECIFIC REQUEST(S) OR iRECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
APPROVE Resolution No. 5076 certifying the results for the Section 8 Management Assessment
Plan (SEMAP), subject to audit revisions, for the Housing Authority of the County of Contra Costa for the
period from April 1, 2005 to March 31, 2006.
II. FINANCIAL IMPACT:
HUD provides over$80 million annually for the Section 8 Housing Choice Voucher rental
assistance program serving low-income families in Contra Costa County. Approval of the SEMAP
certification is a condition for continued funding.
III. REASONS FOR RECOMMENDATION/BACKGROUND
SEMAP is HUD's report card for Section 8 programs administered by housing authorities
nationwide. The Housing Authority of the County of Contra Costa (HACCC) collects data on the essential
operations of the Section 8 Housing Choice Voucher program. This data is reported annually to HUD and
scored according to HUD regulations.
There are fourteen separate indicators. Favorable ratings were scored on indicators measuring
proper management of the waiting list, adequacy and timeliness of property inspections, working to
expand housing opportunities, proper submission of electronic information, utilization of Housing
Assistance Payments, and determination of reasonable rents for properties enrolled in the program.
Out of the fourteen, two indicators received the lowest scores. First, there were still uncompleted
annual recertifications of tenants' income and eligibility at the end of the fiscal year. HUD requires these
certifications be completed annually. Not completing them annually lowers a housing authority's score.
CONTINUED ON ATTACHMENT: YES SIGNATU
RudK�(yo, cutive Director
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD
COMMITTEE
APPROVE OTHER
SIGNATURE(S)`
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY THAT THIS IS A
UNANIMOUS (ABSENT ) 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 OZ
JOHN CULLE ,CLERK OF
THE BOARD OF COMMISSIONERS
AND COUNTY ADMINISTRATOR
l���
BY ,DEPUTY
H:\JudyHayes\MSOFFICE\WINWORD\BOARD\BO-SEMAP FYE 3-31-06.doc
SEMAP Certification Page 1 of 3
HUD HOKE PIIS HOME Q&A SEA€tCH IIN DEX E-MAIL WAS Malta
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M ME MIN
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List Summary Certification ProFiie Comments
P:c Hcw-e Field Office: 9APH SAN FRANCISCO HUB OFFICE
WASS Main HousingAgency: CA01 i Contra Costa County
PIC Main PHA Fiscal Year End: 3/31/2006
Lo9off
Helo Desk
Guided Tour
OMB Approval No. 2577-0215
JC["IHY SE6lYBAr (1EF!151 1Cf'1 1 6`h K (F-age 1)
Public reporting burden for this collection of information is estimated to average 12 hours per
response, includi"g 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 l collected does not lend itself to
confidentiality.
Check here if the PHA expends less than $300,000 a year in federal awards F,
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. .
Performance indicators
1 Selection from Waiting List (24 CFR 982.54(4)(1) and 982.204(a))
a. The HA has written. policies in its administrative plan for selecting applicants from the
waiting list.
PHA Response Yes
b. The PHA's quality control samples of applicants reaching the top of the waiting list and
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
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
II
SEMAP Certification Page 2 of 3
-a. i ho ce maintenance r uti j ec provides by Tna
unassisted iaiiiw 8ilu any am, housing services, mai. an q iii provided
owners.
PHA Response Yes
b. The PHA's quality control sampie of tenani files for which a determination of reasoriabie
rent was required to show that the PHA followed its written method to determine reasonable
rent a.nd doC..L!Mented its determination that the rent to owner is reasonable as required for
(check one):
PHA Response At least 98% 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 show 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
4 Utility Allowance Schedule (24 CFR 982.517)
The PHA maintains an up-to-date utility 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 1/1e or more ore a utility rate since the last time the utility allowance schedule was
revised.
PHA Response Yes
5 HQS Quality Control (24 CFR 982.405(b))
The 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 cross section of inspectors.
PHA Response,' Yes
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 arid, 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
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 n,ot applicable F
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SEMAP Certification Page 3 of 3
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 {tS jUr{Sd{ct{on that the PHA—
considers areasll'of poverty or minority concentration, and which includes actions the PHA will
take to encourage owner participation.
PHA Response! Yes
b. The FHA 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
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
.+u�naG vS.s.,ennir.>`n' Inlormal,o^. ..Cu�I Jo^ ^vrr^i rl::'.-{{I{es, S:�.rl^.^.:S anc cerl.,! es {n inose areas,
and the PHA uses the maps and related information when briefing voucher holders.
PHA Response Yes
d. The PHA's information packet for certificate and voucher holders contains either a list of
owners who are swilling 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
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 tele;,,none number of a porta-Mitt'
contact person at each.
FHA responseYes
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
Page 1 of 2
Go to Comments
httns://www I I.hud.aov/plc/semav/smpassessmentcertification.asp 5/31/2006
SMAP Certification Page 1 of 3
HUD HOME PIH HOME Q&A SEARCH!INDEX EMAIL MASS Na;
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PIC Mair? PHA Fiscal Year End: 3/31/2006
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8 Payment Standards(24 CFR 982.503)
The PHA has adopted current payment standards for the voucher program by Knit 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
FMR Area Name Oakland-Fremont, CA FLAIR 1 of 1
Enter current FNiRs and payment standards (PS)
0-13R FMR 865 +" 1-BR FMR 1045 2-BR FMR 1238 3-BR FMR 1679 4-BR FLAIR 2079
PS 850 PS 1019 PS 1208 PS 1683 PS 2064
If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established
separate paymen"t standards for a PHA-designated part of an FMR area, add similar FMR and
payment standard comparisions for each FMR area and designated area.
9 Timely Aiiivai;RecY�am lira uCiiS(24 CFR 5.cC5 if)
The PHA completes a reexamination for each participating family at least every 12 months.(24
CFR 5.617)
PHA Response No
10 CorrectTen nt Rent CalCi1 tI^1161,24 CFR aVt, S VAw/ IQI t K
/
The PHA correctly calcuiates tenant rent in the rental certificate program and the famiiy rent to
owner in the rental voucher program (24 CFR 982,Subpart K)
PHA Response No
11 Pre-Contract HQS Inspections(24 CFR 982.305)
Each newly leased unit passes HQS inspection before the beginning date of the assisted lease
and HAP contract.(24 CFR 982.305)
PHA Response Yes
12 Annual HQS I`nspections(24 CFR 982.405(a))
The PHA inspects each unit under contract at least annually (24 CFR 982.405(a))
PHA Response 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. 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
httns://www l I.hud.gov/l)ic/semaD/smDassessmenteertificationcontd.asi) 5/31/2006
SEMAP Certification Page 2 of 3
14 Family Self-Sufficiency 124 CFR 984.185 and 984.305)
14a.Family Self-Sufficiency Enrollment. The PHA has enrolled families in
FSS as required,
Applies only to PHAs required to administer an FSS program.
Check here if nvtannlirrrahle
• •�
a. Number o. iiianuatuiy FSS sIOw (�.OUrit units !untied urluer tl"le FY 19;2
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.) 355
Or, Number of mandatory FSS slots under HUD-approved exception (If not
applicable; leave blank) Not Applicable
h Number of FCC faMilies currenthi n r."!I rA
c. Portability: If you are the initial PHP., 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 0
Percent of FSS slots filled (b+c divided by a) (This is a nonenterable field.
The system will+'calculate the percent when the user saves the page) 70
14b. Percent of FSS Participants with Escrow Account Baiances.The PHA
has made progress in supporting family self-sufficiency as measured by the
percent of curre qtly erSroll FSS faimilies Vvithescrow account baiances.(24
CFR 984.305)
Applies only to PHAs required
to administer an FSS program
Check here if not applicable 17
PHA Yes
Response
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 0
15 Deconcentration Bonus
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 atleast 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 FY is at least t`,n'o cerce ntaae
htt-Ds://www 1 l.hud.2ov/l)ic/semap/smpassessmenteertificationcontd.asp 5/31/2006
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'SEMAP Certification Page 3 of 3
points hioher than the oercent of all Section 8 families with r.hildran whn rPSirip-H in Inw nnvarty
- �- -
census tracts at.the end of the second to last PHA FY.
PHA Response"!REQ
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