HomeMy WebLinkAboutMINUTES - 06172008 - D.1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
TO: BOARD OF COMMISSIONERS
FROM: Joseph Villarreal, Executive Director J--
DATE: June 17, 2008
SUBJECT: CERTIFICATION FOR THE U. S. DEPARTMENT OF HOUSING AND URBAN
DEVELOPMENT (HUD) SECTION EIGHT MANAGEMENT ASSESSMENT PLAN
(SEMAP) FOR FISCAL YEAR ENDING 3/31/2008
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
APPROVE Resolution No. 5102 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 from April 1, 2007 to March 31, 2008.
II. FINANCIAL IMPACT:
HUD provides over $77 million annually for the Section 8 Housing Choice Voucher rental
assistance program serving low-income families in Contra Costa County. Approval of this 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 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 as outlined in Attachment 1. Favorable ratings were
achieved in indicators measuring determination of rent reasonableness, determination of adjusted income,
maintaining an up-to-date utility schedule, timeliness of property inspections as well as maintaining quality
control measures of inspections, working to expand housing opportunities, maintaining current payment
standards, calculating tenant rent correctly, enrollment & participation in Family Self Sufficiency as well as
proper submission of electronic information. The Authority scored poorly in two of them, Indicators nine
and thirteen.
CONTINUED ON ATTACHMENT: X YES SIGNATURE
oseph illarreal,Executive Director
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON Q(Q y fQ.Q APPROVED AS RECOMMENDED_ OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY THAT THIS IS A
UNANIMOUS (ABSENT y' ) 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
'tdSEI�VILLARREAL,CLERK OF
THE BOARD OF COMMISSIONERS
AND EXECUTIVE DIRECTOR
BY ,DEPUTY
H:UudyHayes\MSOFFICE\WINWORD\BOARD\BO-SEMAP FYE 3-31-08.doc
SEMAP CERTIFICATION FY ENDING 3/31/2007
June 17, 2008 .
Page 2
Indicator nine, Annual Reexaminations, received a score of 0. This score is based upon the
backlog of past due re-certifications during calendar year 2007. The Authority's Section 8 staff did not
complete 13% of all annual re-certifications within the time required under federal regulations. The
Authority has addressed this deficiency by reorganizing staff duties, physically moving the central office,
updating supervision standards, increasing relevant staff training, implementing new performance
standards and implementing quality control processes. This indicator has actually improved dramatically
over the past year as many of these changes were instituted.
Indicator thirteen, Lease-Up, received a low score because the Authority exhausted its waiting list
in December 2006 and was unable to replenish it due to deficiencies in the wait list process that HUD
required the Authority to correct before reopening the list. Staff has updated these policies and the
revisions were approved by the Board in December 2007 and May 2008. Additionally, HUD has now also
approved these revisions and so the Authority is moving forward with reopening the waiting list.
Federal regulations require that a housing authority develop and implement a Corrective Action
Plan (CAP) for any low scoring indicator. (This is distinct from the CAP imposed by HUD, which was in
response to a low rating on the Authority's overall score.) The CAP implemented by the Authority for
fiscal year 2007/2008 has been effective and allowed improvement in many areas. This has led to a much
higher score for many indicators for the 2007-2008 SEMAP score.
The Authority scored very high in all Indicators apart from nine and thirteen. Based upon the
Authority's scoring, it appears the Section 8 program is entitled to a score of 110 out of the 140 possible
points, a rating of 78.4%. This qualifies the Authority as a "standard performer" in HUD's SEMAP
program. However, until the Authority clears its outstanding CAP with HUD, and until HUD completes a
successful confirmatory review, this rating is not official.
IV. CONSEQUENCES OF NEGATIVE ACTION:
Should the Board of Commissioners elect not to approve Resolution No. 5102, the Housing
Authority would be in jeopardy of losing $77 million in funding that provides rental assistance for low
income families in Contra Costa County.
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THE BOARD OF COMMISSIONERS
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
RESOLUTION NO. 5102
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) ;
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, 2008, 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 b L-0 6 by
the following vote of the Commissioners.
AYES: -IOIAUILXCV\IA , Plie°Ho, $ooiL-L-A Cx'DJEP1 A' 'rc-ACE5 f;
NOES:
ABSENT:
I
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.
f
ATTESTED 0 8
JOSEP VILLARREAL, CLERK OF THE
BOARD OF COMMISSIONERS AND
EXECUTIVE DIRECTOR
By
H:\JudyHayes\MSOFFICE\WINWORD\BOARD\BO-SEMAP Resolution.doc
SEMAP Certification Page 1 of 3
LOG'OFF HUD HOME PIH HOME Q&A SEARCHOINDEX E-MAIL WASS MAIN
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List SI.comas°y Certification Profile Comments
Field Office: 9APH SAN FRANCISCO HUB OFFICE
Joseph Housing Agency: CA011 Contra Costa County
Villarreal
(MAS774) PHA Fiscal Year End: 3/31/2008
PIC Home
WASSMain _..._ ......._ .___ �., � __ _..__,__, . � __._ _,,,_......._. .
PIC Main
Logoff OMB Approval No. 2577-0215
SEMAP CERTIFICATION (Page 1)
SEMAP 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
DIS 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.
Check here if the PHA expends less than $300,000 a year in federal awards f7
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(d)(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 No
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2 Reasonable Rent(24 CFR 982.4, 982.54(d)(15), 982.158(f)(7)and 982.507) l
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
b. The PHA's quality control sample of tenant files for which a determination of reasonable rent was
required to show that the PHA followed its written method to determine reasonable rent and
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SEMAP Certification Page 2 of 3
documented 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%
or more in 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
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
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 r`
a. The PHA has a written policy to encourage participation by owners of units outside areas of poverty
or minorityconcentration 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
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
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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
d. The PHA's information packet for certificate and 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
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
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
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LOGOFF KUD HOME PlH HOME Q&A S€ARCHMNDEX E-MAIL WASS MAIN
Reports Re
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List Summary Certification Profile Comments
s Field Office: 9APH SAN FRANCISCO HUB OFFICE
......_.Joseph Housing Agency: CA011 Contra Costa County
Villarreal
(MAS774) PHA Fiscal Year End: 3/31/2008
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PIC Horne
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PIC Main . SEMAP CERTIFICATION (Page 2)
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Performance Indicators
SEMAP 8 Payment Standards(24 CFR 982.503)
The PHA has adopted current payment standards for the voucher program by unit size for each FMR
DIS 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 FMR 1 of 1
Enter current FMRs and payment standards (PS)
0-13R FMR 866 1-BR FMR 1046 2-BR FMR 1239 3-13R FMR 1680 4-BR FMR 2080
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
payment 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 Annual Reexaminations(24 CFR 5.617)
The PHA completes a reexamination for each participating family at least every 12 months.(24 CFR
5.617)
PHA Response No
10 Correct Tenant Rent Calculations(24 CFR 982, Subpart K)
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) f
PHA Response Yes
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) j
PHA Response Yes i
12 Annual HQS Inspections(24 CFR 982.405(a))
The PHA inspects each unit under contract at least annually (24 CFR 982.405(a))
PHA Response Yes
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 No
14 Family Self-Sufficiency(24 CFR 984.105 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.
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Check here if not applicable
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.) 309
Or, Number of mandatory FSS slots under HUD-approved exception (If not
applicable, leave blank) Not Applicable
b. Number of FSS families currently enrolled 115
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 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) 37
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 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 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 No
Go to Comments Back to Pagel
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