1995-02-22
Housing Autnority Reg.
Agenda 2/22/95
4310756700
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HOUSING AUTHORITY 2/22/95 ~
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CITY OF ENCINITAS
HOUSING AUTHORITY
REGULAR l\-IEETlNG AGENDA
505 South Vulcan Avenue
Encinitas, California 92024
Wednesday, February 22, 1995, 6:00 P.M.
THE ENCINITAS HOUSING AUTlIO~ITY IS AN AFFIRMATIVE ACTION PUBLIC
ENTITY AND. DOES NOT DISCRIMINATE ON THE BASIS OF RACE, COLOR,
NATIONAL ORIGIN, ~EX, RELIGION, AGE OR DISABILITY IN EMPLOYMENT OR
THE PROVISION OF SERVICE. IN COMPLIANCE WITH THE AMERICANS WITH
DISABILITIES ACT, IF YOU NEED SPECIAL ASSISTANCE TO PARTICIPATE IN
THIS MEETING, PLEAS~ CONTACT THE CITY CLERK AT 633-2601.
NOTIFICATION 48 ROuPlS PRIOR TO THE MEETING WILL ENABLE THE HOUSING
AUTHORITY TO MAKE REASONABLE ARRANGEMENTS TO ENSURE ACCESSIBILITY
TO THIS MEETING. ;'
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IF YOU WISH TO SPEAK TO AN ITEM ON THE AGENDA, PLEASE FILL OUT A
PINK SPEAKER SLIP AND HAND IT TO THE BOARD CLERK BEFORE THAT ITEM
HAS BEEN ANNOUNCED BY THE CHAIR. SPEAKER SLIPS WILL NOT BE
ACCEPTED FOR AN ITEM ONCE THAT ITEM HAS BEEN ANNOUNCED.
TO DONATE TIME TO ANOTHER PERSON, FILL OUT A SPEAKER SLIP
INDICATING THAT FACT. THE PERSON OR PERSONS DONATING TIME MUST BE
PRESENT WHEN THE SPEAKER TO WHOM THEY HAVE DONATED TIME IS HEARD.
CALL TO ORDER ROLL CALL
CLOSING AND ADOYI'ION OF THE CONSENT CALENDAR
1. Approval of 1/25/95 Regular Meeting Minutes. Contact Person:
City Clerk Cervone.
STAFF RECOMMENDATION: Approve Minutes.
ITEMS REMOVED FROM THE CONSENT CALENDAR BY THE PUBLIC
ORAL ~OMMUNlCATIONS (15 MTh-urESl
Ol&L COMMENTS (MAXIMUM OF THREE MINUTES PER PERSON) WILL BE HEARD FROM-~-"
PEOPLE WHO SUBMIT A WHITE SPEAKER SLIP TO THE CITY CLERK. THE LAW
PRECLUDES THE BOARD FROM TAKING ACTION UPON SUCH NON-AGENDA ITEMS. THE
ITEMS WILL BE aEFERRED TO THE CITY MANAGER. TIME DONATIONS ARE NOT
PERMITTED FOR ORA~ COMMUNICATIONS.
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IUm.ULAR AGENDA
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2.
Reconsideration. of Administrative Options for Section 9 Rental
Assistcnee Program. Contaot Person: Housing Coordinator Brown
STAFF RECOMMENDATION: Discuss the two options presented by "
Staff, and authorize the Executive Director to negot~.ate a
dontract with the County Housing Authority for the
administration of the Section 8 Rental Assistance Program.
I1EMSJ'~EMOY..ED FROM THE CONSENT CALENDAR BY THE BOARD
IJOARD I EXECU1'I:YE DIRECTOR REPORT
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Infor.mation Items -- No discussion or action to be taken
ADJOURNMENT
I, Deborah Cervone, certify that I caused the above agenda to be
posted on the City Hall bulletin board on .-a - I i 1995, 72 hours
before the meeting.
. ~OCL~
Board Clerk
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MINUTES OF ENCINITAS HOUSING AUTHORITY REGULAR MEETING
JANUARY 25, 1995, 6:00 P.M., 505 SOUTH VULCAN AVENUE.
CALL TO ORDER ROLL CALL
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Chairperson ~ano called the meeting to order at 7:05 P.M.
Present: Chairperson Gail Hano, Board Members.Lou Aspell, James
Bond, John Davis, and Chuck DuVivier.
Absent: None.
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Also Secretary Wasserman, Acting Attorney Potcer, Board Clerk
Present: Cervone, Assistant City Manager Benson, Community
Development Director Holder, Housing and Grants
Coordinator Brown, Deputy City Clerk Greene.
There being a quoru.m present, the meeting was in order.
CLOSING AND ADOPfION OF THE CONSENT CALENDAR
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Duvivier moved, Davis seconded to close and adopt the Consent
Calendar. Motion carried. Ayes: Aspell, Bond, Davis, DuVivier,
Hano; Nays: None.
1. Aooroval of 12/14/94 Boecial Meetincr Minutes. Contact Person:
Board Clerk Cervone.
STAFF RECOMMENDATION: Approve Minutes.
ITEMS REMOVED FROM THE CONSENT CALENDAR BY THE PUBLIC
None.
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, ORAL COMMUNICATIONS
None.
REGULAR AGENDA
2. Reconsideration of Administrative Options for 50 Section 8
Vouchers. Contact Person: Housincr Coordinator Brown.
There was Council consensus to continue this item to the February
22, 1995 Housing Authority meeting.
01/25/95 Reg. Mtg.
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01/25/95 Housing Authority Regular Meeting
I1EMS BEMQYED FROM THE CONSENT CALENDAR BY...I..-Im BOARD
None.
B9ARD_LEXECltfIVE DIRECTDR REPORT
None.
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AD.JO~Nr
Chairperson Hano ~eclared the meeting adjourned at 7:09 P.M.
Gail Hano, Chairperson
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Cervone, City Clerk
By: thy Greene,
Deputy City Clerk
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01/25/95 Reg~ Mtg.
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HOUSING AUTHORITY OF THE
CITY OF ENCINITAS
AGENDA REPORT .
Meeting Date: ilam~ FEBRUARY. 2 2, 1995
TO: Board of Commissioners
VIA: "~) Lauren M. Wasserman
r Secretary of the Board/executive Director
FROM: ...aLEommunlty Development Department
~:::"'n:iandra Holder, Director
Lynn Brown, Housing and Grants Coordinator
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SUBJECT~
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Reconsideration of administrative options for Section 8 Rental Assistance Program.
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. ISSUE;
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\y'hic.h administr~tive option to select for the Section 8 Rental Assistance Program.
BACKGROUND: ,
On July 27, 1994, the Board ~pprQved an appliction for Section 8 Vouchers under the
Notice of Funding Availability. offered by the U.S. Dept. of.Housing and Urban
Development (HUD). On October 21, 1994, HUe notified the Housing Authority (EHA)
that the appli~ation had been approved for 50 vouchers with an annual contract of
$380,800 ($t ;904,000 over a five year contract). On November 16, 1994. the Board
voted to contrs,ct with the City of Encinitas to provide staffing for the program.
ANAL VSlS;,
Since the Board voted to contract with the City for staffing, new developments have
occurred, as follows: .
· The 60 certificates which the County administers within the City Jurisdiction
do not automatically .port- into the Encinitas Housing Authority as originally
discussed with HUD. The County Housing Authority has told the City that these
60 certificates stay in their management since the County applied for and .
cd/glb/sr012595.ha1 (1/16/95)
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the City that these 60 certificat.es stay in their management since the
County applied for and received these certificates directly from HUD. Unless
the City can convince the County that it is In their best interest to have
, them administered by the Enclnitas Housing Authority, these certificates will '
not "port" Into the City. Staff has met with the County Housing Authority,
and they are not interested In transferring these 60 portables to the City.
Without these 60 certificates, the administrative budget originally presented
to the Housing Authority is reduced, providing insufficient funding to support
the Housing Specialist position as originally presented to the Board.
· The City is unsure that hiring a person on City staff as part of a contract
with the Housing Authority is the most economically efficient means of
administering the program: There is an economy of scale in operating a
Section 8 program, and until such time as the Housing Authority can reach a
threshold of at around 200 certificates/vouchers, the administrative funding
may barely keep up with the costs of administerino the program. With only
50 vouchers in the City's Section 8 program, Staff believes there is
inSUfficient administrative funding to set up and efficiently administer the
program.
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When the Board considered the various administrative options in November,
contracting with the City seemed to be the most feasible alternative. Based on the
reasons stated above, Staff is now exploring two administrative options:
1. Issuina a Reauest for Qualifications for a oarson or comoanv who wou!rL.!m
willino to establish a firm to administer the ~ection 8 or~Qram. Staff was originally
unsuccessfl,Jl in locating any existing companies to administer the Section 8
program. Since our original search, North Coast Housing, a non-profit agency, has
contacted Staff indicating they may be interested in discussing a con:tract with the
City to administer the program on behalf of the Board. North Coast 'presently does
not have staff with Section 8 experience; however, they may be interested in
recruiting a person with Section ,8 experience who could serve as half-time office
manager. Staff believes that they Will face the same recruitment challenges.
Additionally, it is, important for the Board to understand that if tJorth Coast
Housing is able to successfully recruit staff and this option proves feasible, the
City would .still incur 'administrative costs in managing the contract and handling
the financial and auditing requirements of HUD. It would be difficult to cover both
the administrative costs of North Coast Housing and the City with only,50
vouchers in the program. The Board should also consi~er that other non-profit
agencies may be interested in managing this program. If this option is selected,
the Board should issue a Request for Qualifications.
2. Neaotiate a contract with the County Housina Authoritv to manaae the 50
certificates. Staff met with the Interim Director of the County Housing Authority ,
to discuss their interest in administering the 50 certificates in accordance with the
Encinitas Administrative Plan, including the preferences for the waiting list. For
example, the EHA Plan allows a local preference for Encinitas residents or persons
who work in the City'. The County indicated a willingness to administer tttese 50
vouchers on behalf of the Board using their existing waiting list for Enclnitas
residents, which has approximately 200 names at the present time. The benefit to
the Board in entering into a contract with the County Housing Authority is that the
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..." ," .., .' aVoiding time delays In staff recruitment. There Is a definite 'advantage In the economy
of scale In the County's ,operatlon'al1d their expertise in Section 8. "
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FISCAL AND STAFF IMPACTS:
The administrative fee (revenue) for the fir~t year of the contract ,113$35,421 for 50
V.ouchers.' Should the Board decide to direct Staff to negotiate a contract with the
County Housing Authority, the County. has indicated that they would bEJabie to
operate the program within this administrative fee. If the contract is set up 'C"'qre the
funding flows directly from HUD. to the County, there would be negligible coStS to the
City.
RECOMMENDATION:
Discuss the two options presented by Staff, and authorize the Executive Director to
riegotiate a contract with the County, Housing Authority for the administration of the
Section 8 Rental Assistance Program.
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North
Coast
Housing
THISWAS INDIVIDUALLY ADDRESSED
TO ALL COUNCIL MEMBERS
CITY OF ENCINITAS
CITY CLERK
95 FEB 22 PM ,: 3'
February 22, 1995
Mr.Chuck DuVivier, Mayor
and City Council Members
City ofEncinitas
505 South Vulcan Avenue
Encinitas, CA 92024
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Dear Mayor Du Vivier:
We are please to submit this proposal for contract administration of the Encinitas Public
Housing Authority's Section 8 voucher program. We view this program as a futher
opportunity to be a partner to the City in the provision of affordable housing,
We hope you will give this proposal your favorable consideration. We offer a means of
keeping the administration of the program within Encinitas and fully accessible to City
policy makers and the City residents at a significant cost savings over the three year term
of our proposal.
We will be available to answer any questions that you or City staff might have about this
proposal.
Very truly yours,
NORTH COAST HOUSING
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Jo Ann Shannon
l Executive Director
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462 Stevens Avenue Suite 102 Solana Beach California 92075 (619) 436 8673
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SECTION 8 CONTRACT WITH
CITY OF ENCINIT AS
TABLE OF CONTENTS
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I. Executive Summary
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n. Implementation
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l~ r,,]chedule
Z\,j Personnel
. Additional Staff Person with Section 8 Expertise & Bilingual Ability
. Training of Supervisory Staff
3. Physical Space
. Local Office Accessible to City Residents and the Handicapped
. Additional room for extra staff person
4. Information Handling Capability
. Hardware
. Software
5. Local Administration with understanding of local priorities
6. Prograrn Cost
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m. Description of Section 8 Program
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1. Outreach to potential residents and apartment owners
. Advertisements
. Meetings
. Flyers
2. Resident Qualification and Creation of List
.. Initial public contact
. Review of pre-application with preliminary eligibility determination
. Verification of eligibility and preference status
3. Landlord Qualification, Execution of Leases and Housing Voucher Contracts
. PHQS Inspection and qualification of apartments
. Lease agreements
. Generation of Housing Voucher Contract
4. Voucher Maintenance and Record Retention
. Annual eligibility reexaminations and unit inspections
. Claims for damages, terminations and hearing procedure~
. Record retention
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IV. Budget
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City Caunell Reg.Mtg.
Agenda 2/22/90
ir3I0756699
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I. Executive Summary
North Coast HousirJg, Inc., proposes to administer the HUD Section 8 voucher program
under contract witn the Encinitas Public Housing Authority (EPHA). NCH is prepared to
offer this service within 60 days of the execution of the contract. The cost of the program
would exceed the HUD administrative anq preliminary fees during the first year of
~peration, but would provide signific(:fJltYings in ~he second and third years of
operation.
NCH will hire a person with bilingual ability and prior Section 8 experience. NCH has a
letter from an individual expressing interest in working for NCH as a part time employee.
In addition, NCH's program manager will undertake an extensive training program as a
means of assuring both compliance with HOD regulations and the umntenupted delivery
c,fthe program services. The budget includes the cost of these training sessions as first
year expenses but they are not recurring.
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North Coast Housing will administer the program from an office within the City of
Encinitas. The office will have adequate parking, will be located in close proximity to
public transportation, and will be fully accessible to the handicapped. The office will
provide a waiting area and private interview space. These office requirements will require
NCH to relocate to larger offices.
A key component oftms program proposal is the ability to efficiently process information.
NeH proposes to acquire an integrated hardware and software system to handle collection
and processing of information and production of periodic reports. A nationally
recognized commercial vendor provides a software program for the administration of
Section 8. The software allows for all stages of the process to be handled on.the
computer -- information collection during eligibility determination, maintaining the
eligibiHty list, writing the voucher contracts, issuing the monthly checks :md producing
periodic teports. As a non-profit, NCH would need to include the "sunk costs" of
acquiring the hardware and software as part of the first year budget that would not be
recurring.
In the first year of operation program costs exceed the HUD provided administrative and
preliminary fees, but in the second and third years of the program costs are significantly
reduced, providing a substantial savings to the City. Another benefit of this proposed
contract is the retention of the program within the community. NCH has a history of
working with the City ofEncinitas, has an office located in Encinitas and understands local
housing priorities.
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II. IMPLEMENTATION
Schedule:
North Coast Housing will require sixty days from the execution of the contract to begin
administering the Encinitas Housing Authority's Section 8 voucher program. Immediately
following acceptance of this proposal, NCH and the EPHA will negotiate and execute a
contract that clearly defines each participant's responsibility. NCH has based this proposal
upon the assumption that EPHA will issue a single check each quarter to NCH and that
NCH will then issue the monthly contract rent checks to individual landlords.
NCH has several significant tasks to accomplish during the initial 60 day start up period.
NCH win relocate from its current office, purchase the hardware and software needed to
process the program information, and hire an individual with prior Section 8 experience.
In developing this program proposal, NCH gathered information about the availability of
skilled employee candidates, negotiated a lease subject to EPHA approval ofthis proposal,
and specifically identified our hardware and software needs.
NCH proposes to allow ample time for negotiation and review of the proposed contract.
NCH will work with EPHA staff to identify contract issues. Those issues include
providing a revised time table for initial lease up, disposition of the 200 persons or
families now on the County Sec\~ion 8 list, and some provision for ensuring cash flow.
NCB: is basing this proposal upon the assumption that EPHA will review and approve the
quarterly estimate of contract payments, then pass through funds for those contracts on a
monthly basis. Our experience would indicate that a deposit equal to two months'
payments be maintained in a reserve account for this program.
Personnel:
A key component of this Section 8 program proposal is the hiring of an individual with
prior experience in administering a Section 8 program. The personnel demand for the
voucher program is one half-time employee. Fluency in Spanish would be highly
desirable. NCH staff will attend training sessions on all aspects of the program as a backup
for the person hired to perform the Section 8 activities.
NCH will advertise for the new halftime position immediately upon EPHA approval of the
contract. The open period for the submission of applications should be two to three
we~ks. NCH would subsequently schedule interviews, asking that EPHA staff participate
in that process. Hiring and bringing the new employee into the office would occur at the
end of the sixty day period. NCH has identified two possible candidates, one of whom is
bilingual.
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Physical Space:
North Coast Housing will conduct the Section 8 Administration program from an office in
the City ofEncinitas. NCH is proposing to relocate to a larger office that will meet the
requirements of the program. We are proposing to include a waiting area and a private
interview space that will help ensure confidentiality during client interviews.
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NCH has entered negotiations for a "store front" office space that will provide adequate
parking, close proximity to public transportation and accessibility for the handicapped.
This relocation of our office will require including the cost of increased rent in the
program's annual operating expenses. Having an office located within the City allows for
greater access by Encinitas residents and will allow City staff greater access to program
staff and records.
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Information Handling Ability:
The Section 8 program involves a high level of complexity in the collection, assessment
and retention of information that lends itself well to computer processing. Once
information is input from the initial application, that information can be used at every
subsequent step from eligibility determination through issuance of monthly contract checks
and h~ports.
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Nan McKay and Associates, a nationally recognized vendor, produces software that
includes initial application forms, voucher contracts and check writing ability. Nan McKay
annually updates the software to include program changes (a service that is extremely
important during this period of program uncertainty). Especially during the "rent up"
period, applicants should be qualified and voucher contracts approved as quickly as
possible. NCH's system should be in place as soon as a qualified Section 8 staff person is
hired.
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Local Administration of Program:
North Coast Housing has worked closely with the City ofEncinitas since its incorporation.
NCH will have a local program office and will be readily accessible to City staff and policy
makers. Coordination of the Section 8 program with later apartment acquisition and
rehabilitation programs could be more readily accomplished. Coordination of these
progratns can reduce the costs associated with relocation.
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Program Costs:
North Coast Housing is proposing a locally administered housing voucher program that
will cost less than the HUD paid administrative fee except in the start up year. NCH's
proposed budget exceeds the combined administration and preliminary fees during the
start up year by $5,379.00. The proposed budget shows cost savings in years 2 and 3, or
about $6,000.00 over the three years of the program budget.
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NCB: proposes a multi~year program contract with the provision for a performance
evaluation at the end ofthe first and second years. Satisfactory performance would be
required for NCH to vmtinue admin,stering the program. However, ifperfonnance is
satisfactory, NCH would' not be required to renegotiate the contract.
Personnel costs are for a part-time eligibility worker at $16,00.00 for salary and benefits.
We have a letter expressing interest in the proposed position from a prosp_ective employee
that has both the requisite experience and bilingual skills. The budget allots no
expenditure for NCH supervision in the first year. Instead, the budget includes a line item
of$2,OOO for training NCH stafl~ The budget includes $1,800 ($150 per month) for an
increase in office space, plus one third the cost of tenant improvements.
NCH is budgeting $5,000 for purchase ofthe Nan McKay software package and $1,850
for a computer meeting the software requirements. These costs are included only in the
first year budget. An updating service to keep the software current with regulation
changes is another $850 per year.
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HI. Discussion of Section 8 Rental Assistance Program
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North Coast Housing will assume administrative responsibility for the four major areas of
the SectionS Rental Assistance Program pursuant to Encinitas Housing Authority's
Administrative Plan, Equal Housing Opportunity Plan, and Title 24, Chapter VIII federal
regulations. These responsibilities include: 1) outreach to potential residents and property
owners, 2) resident qualification and the creation of a waiting list, 3) landlord qualification
including housing inspections and execution of lea.se agreements and housing voucher
contracts, 4) voucher maintenance and record retention.
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1. Outreach to )2Q!ential residents and apartment owners:
The program begins with an outreach effort to both residents and property owners to
provide a pool of potential participants.
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Advertisements: This effort will include placing advertisements in local newspapers
publicizing the availability of a rental assistance program. The ads will be prepared
according to program requirements and will include program information including a
description of the program's eligibility criteria and. application processing procedures.
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Meetings: NCH will also conduct personal outreach efforts to the real estate business
community to inform property owners about the program and to hopefully obtain
commitments from interested landlords to participate.
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Flyers: North Coast Housing will distribute flyers to those groups in the City unlikely to
find affordable housing in Encinitas as set forth.in the Equal Housing Opportunity Plan
including seniors and low-wage earners.
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2. Resident Oualification/Creation of Waiting List:
The most important aspect of the program is to develop a waiting list of eligible applicants
from which families can be selected according to the established preference criteria for
participation in the program. This aspect of the program requires the most administrative
resources.
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Review of application: NCH will review all applications that are received and
immediately create files to insure an accurate record of the date and time of the initial
contact. North Coast Housing will then verify whether the apparently eligible applicants
are truly eligible. An applicant will be presumed to be eligible if she/he qualifies with a
very low income family and does not have an outstanding validated claim for rent and/or
damages owed to any Public Housing Authority or property owner relative to previous
participation is a housing program administered by a public housing authority.
Verification will immediately follow receipt of a complete application during the "rent up"
period. After rent up, these applications will be placed on the waiting list, to be verified
when a voucher becomes available.
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Verification of eligibility: North Coast Housing will review all information required from
applicants to determine eligibility pursuant to the verification procedures set forth in the
Administrative Plan and federal regulations. The result of this verification procedure will
be a waiting list of eligible families who will then be ranked according to preferences set
forth by federal, state, and local regulations. This ranking determines selection for
participation in the program and will be done using a point system.
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Federal preference is given to families who are involuntarily displaced due to public action,
live ill substandard housing including homeless, pay more than 50% of monthly income for
rent, and Who are displaced by other than public action. Applicants meeting any of these
criteria will receive the most points.
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State preference relates to families of veterans who receive significantly fewer points than
those families meeting the federal preference criteria. Local preference is given to
residents and can be applied without regard to the federal and state preferences for no
more than 10% of the waiting list applicants. Otherwise, local preference has no assigned
points.
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NeH will complete any and all follow-up research necessary to insure that the basis upon
which a determination of eligibility and preference ranking is made, is accurate. NCH will
also include as part ofthis verification of eligibility, the size of the dwelling that is
appropriate for the applicant according to the Occupancy Standards set forth in the
Administrative Plan and the applicants Total Tenant Payment, i.e., the amount of rent the
family will pay. Once verification of all data is complete, the Certification of Ten ant
Eligibility (HUD Form 50058) is completed and signed.
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Issuance of Housing Voucher: Once an applicant is selected for participation, a housing
voucher is issued. This executed Housing Voucher will be presented to the family at a
briefing session at which the family will also received a comprehensive information packet
containing all of the requirements set forth in the Administrative Plan. The briefing
session will be conducted by NCH and will provide NCH and the family with an
opportunity to thoroughly review the program and the participant's responsibilities. The
initial term of a housing voucher is 60 days but may be extended in increments of 60 days
for a total term of not more than 120 days.
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The information packet will include an explanation of the Total Tenant Payment and the
rent payment that is considered appropriate for the family size and composition. The
families Total Tenant Payment will generally not exceed 30% of the family's income.
However, under the voucher program, a family can pay more or less than 30% of their
income on housing depending on whether they choose housing that rents for more or less
than the payment standards (fair market rents) established in the Administrative Plan. The
Housing AuthoritylNCH Payment will always be the difference between the payment
standardfor a particular unit size and 30% of afamity 's income (adjustedfor a utility
payment ifnecessary).
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If a family locates housing that rents for more than the payment standard, the family can
elect to live in the housing but the family is required to pay the amount that exceeds the
fair market rent. Should a family find housing that costs less than payment standard, the
family will realize the savings because the Housing Authority Payment will still be
calculated based upon the payment standard. However, in no event shall a family pay less
than 10% of their income. North Coast Housing will encourage residents not to over
extend themselves with housing payments that exceed 30% oftheir income. This potential
situation could reduce the benefit of a rental assistance program and will be discouraged.
Families will certainly be encourage to locate units that rent for less than the payment
standard to further reduce their housing payment.
3. Landlord Oualification. Executil)n of Leases and Housing Voucher Contracts:
Families holding vouchers are responsible for finding a unit that meets their size
requirements and negotiating the contract rent. Families must submit a request for lease
approval to NCH during the term of the housing voucher. When a family has found a unit
it wants and the owner is willing to lease, the Family shall submit to NCB: a request for
lease approval signed by the owner of the unit and the family, and a copy of the proposed
lease (hot executed). The lease must include all HUD-required provisions and may not
contain any provision prohibited by HUD. North Coast Housing caJ1not approve the lease
until the unit is inspected and a determination is made the unit meets the applicable
housing quality standards as set forth in the following section.
If a family is unable to locate an approvable unit where because of age, handicap, large
farrlily size, or other reasons, NCH will assist the family if requested. NCH will also
provide assistance where any family alleges that illegal discrimination on the grounds of
race, color, religion, sex, national origin, age, or handicap is preventing them from finding
a suitable unit. NCH will refer any such family to the City's Housing Division which
operates an aggressive fair housing program. The City will provide fair housing seIVices
for NCH using the existing 1/4 staff person and related resources already in place at no
extra cost. NCH will also provide information regarding the location of neighborhoods
where reasonably priced and appropriately sized housing is located.
NeH will respond to inquiries from property owners who have been approached by
families holding vouchers. NCH will explain all aspects of the program as they relate to
the property owner including lease provisions, lease approval procedures, housing quality
standards and inspections, provision of the housing voucher contract and payment
procedures. In addition, it will be made very clear that the issuance of a housing voucher
by NCH is nut a representation by NCH that a family is a good tenant. A housing
authority is not allowed to establish selection criteria based on the applicants suitability as
a tenant. The property owner must make their own decision in this regard.
Apartment inspection pursuant to HUD Housing Quality Standards: North Coast Housing
camlot approve a unit under a proposed lease until a determination is made that the unit
meets the applicable housing quality standards. Federal regulations governing this
program set forth specific performance requirements and acceptability criteria to which all
Page 8
Sect8.docl1:14 AM 2/22/95
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units leased under this program must conform. North Coast Housing will conduct the
inspections and complete the inspection report. NCH will inspect all units to which
vouchers have been committed at least annually and at other times as needed to ensure
that the owner is meeting the obligations of maintain the unit in decent, safe and sanitary
conditions.
..
One of the housing quality standards concerns space requirements for the particular type
afunit including the number of bedrooms. Regard1ess ofthe number of bedrooms stated
on the housing voucher, NCH may not prohibit a family from renting an otherwise
acceptable unit on the ground that it is too large for the family. In addition, NCH cannot
prevent a family from renting a unit with fewer bedrooms than stated on the housing
voucher, so long as the unit meets the applicable housing quality standards space
requirements.
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!:lousing Voucher Contract: After reviewing the lease agreement and completing the
housing inspection, North Coast Housing will either approve the unit and lease or notify
the family and owner if the unit and lease are not approved. Once the lease and unit are
approved, NCH will complete the housing voucher contract for signature by the owner.
The housing voucher contract is a HUn-prescribed contract between NCH and the owner
in which the Owner agrees to lease a unit to a specified eligible family and NCH agrees to
make housing assistance payment to the owner. Each month NCH will make a housing
assistance payment to the owner on behalf of the family.
...
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The housing voucher contract sets forth the housing assistance payment which is the
difference between 30% of the families income as previously determined and the
appropriate payment standard established in the Administrative Plan. The Housing
Authority must adopt new payment standards whenever federal regulations require and
under certain other prescribed circumstances.
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After completion of the Housing Voucher Contract, NCH will provide the owner with two
copies. of the housing voucher contract for signature by the owner. The family and the
owner then sign the lease and the owm:r provides a copy ofthe signed lease to the family
and NCH. The owner executes the contracts and provides them to NCH for execution.
After completion of these activities, North Coast Housing will insure that its files are
complete and contain all documentation required in the regulations.
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4. Voucher Maintenance and Record Retention:
NCH will conduct a regular voucher maintenance program including reexamination of
eligibility for changes in income and family composition. NCH will also reinspect housing
units for compliance with housing quality standards. We will also annually reevaluate
utility allowances. Any changes will be reviewed for adjustments to the housing assistance
plan or the issuance of a new housing voucher if indicated by a change in family size.
....
If a family moves and there is a claim for damages from a landlord, NCH will inspect the
unit to confirm the claim. For unpaid rents or damage claims, NCH will allow the owner
Page 9
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to retain the security deposit and may reimburse the owner for no more than one month} s
"rent.
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NCH will make decisions regarding the denial or termination of housing assistance and
conduct informal review of those decisions ofth~ applicant. However, ifany applicant
makes a request, EPHA may be legally required to conduct the informal hearings. NeH
will not play any participation in an eviction process, However, NeH will determine
whether or not the family or landlord will continue in the housing assistance program,
regardless of the court decided outcome.
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NeH will retain all records pertaining to the voucher program from outreach through
issuance of a housing voucher contract and its final termination. These records will
include, but not be limited to advertise, applications, verification documentation of
eligibility and perference status, request for lease approval, lease agreement and housing
voucher contract or notice of denial. These records will also include all records pertaining
to annual voucher maintenance.
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Sect8.docll:26 AM 2/2219S
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BUDGET
1\\ ~ (5
I ENCINITAS HOUSING AUTHORllY
"'''1. SECTION 8 RENTAL ASSISTANCE PROGRAM
i Year 1 Year 2 Year 3
ANNUAL OPERATING EXPENSES
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, SIIl.ries and Benefits (1/2 time employee) $ 16,000 $ 16,800 $ 17,640
NCH Supervision $ 4,200 $ 4,410
1 Audit $ 750 $ 788 $ 827
~t Annual Training $ 500 $ 525
Office Rent $ 1,800 $ 1,890 $ 1,985
'l Office Supplies $ 300 $ 315 $ 331
Telephone $ 900 $ 945 $ 992
Copying/Printing $ 1,000 $ 500 $ 525
l Postage $ 204 $ 214 $ 225
Legislation Update Service $ 396 $ 214 $ 225
d Advertising $ 500 $ 500
,"'j Mileage $ 300 $ 315 $ 331
I Software Maintenance/Update $ 850 $ 850
",oJ Bookkeeping $ 300 $ 315 $ 331
~ TOTAL ANNUAL OPERATING EXPENSES $ 21,950 $ 28,346 $ 29,696
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START UP EXPENSES
..
, Additional Personnel Cost for Start Up $
j 4,000
Tenant Improvements $ 800
. 1 Office Furniture $ 800
I Telephone Installation $ 225
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-,,-- ~ Program Software $ 5,000
; Equipment $ 2,200
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'l TOTAL START UP EXPENSES $ 17,125
,
.....i TOTAL PROGRAM EXPENSES
$ 39,075 $ 28,346 $ 29,696
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J PROGRAM FEES
~'1 Administrative Fee $ 19,946 $ 34,000 $ 35,700
J Preliminary Fee $ 13,750 $ $
,portable Fee
"~1 TOTAL PROGRAM FEES $33,696 $34,000 $35,700
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"1 Housing Authority Savings ($5,379) $5,654 $6,004
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JO ANN SHANNON
1715 OXFORD AVENUE
CARDIFF, CA 92007
(619) 942-5906
PROFESSIONAL HISTORY 1980 TO PRESENT
NORTH COAST HOUSING President
A founding director of this two year old low-income housing company. Accomplished all
aspects of establishing a non-profit corporation. Recently purchased a four plex and
currently in escrow to purchase a thirty unit project with resident participation.
THE.. BALDWIN COMPANY Project Manager, Cannel Del Mar
Responsible for all aspects of dev~~ioping a 1,000 acre planned community, including large
scale infrastructure coordillation,~ntitlement processing, citizen participation and product
scheduling and development.
BEDFORD PROPERTIES Area Manager and Project Manager, San Diego
Responsible for identifying ami developing new projects, the sale and leasing of existing
assets and managing the San Diego field office.
KAISER DEVELOPMENT COMPANY Senior Project Manager for Los Angeles County
Responsible for expanding operations through acquisitions and managing the planning and
entitlement processing of projects.
THE BENCHMARK GROtJ"'P Project Manager
First er.'~loyee of a start-up subsidiary development company to Municipal Services.
MUNICIPAL SERVICES Redevelopment Project Manager
Managed the successful adoption of ten redevelopment projects.
(
EDUCATION
MARV ARDUNIVERSITY; Cambridge, MA
Masters in City and Regional Planning
UNIVERSITY OF MASSACHUSETTS; Amherst, MA
B.S. Environmental Design
ADDITIONAL DATA
Real Estate Broker
City of Encinitas Housin!! Commissioner
Fonner City of Encinitas Planning Commissioner
1-;,)
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CHARLE~ E. ORR. .
1915 Montgomery Avenue
Cardiff-By- The-Sea, CA 92007
(619) 436-8673
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EXPERIENCE:
1
Principal, (5/88-Present), C-CORR Consulting: Performing project development
for non-profit low income housing corporations; preparation of environmental
impact reports; coordination of proposed changes in local government through
LAFCP process, including environmental review; project management for small
development projects; fiscal analyses and feasibility studies.
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Lecturer (Part Time), (1/89-6/93), San Diego State University: Teaching courses
in urban planning, including state and federal environmental regulations;
administrative management; and organizational behavior in the Department of
Public Administration and Urban Studies.
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Staff Analyst II, (7/85-5/88), San Diego Local Agency Formation Commission:
Analyzed proposed changes in local government organization, assessing land use,
fiscal impacts, environmental, and infrastructure capacity issues. Conducted
sphere of influence studies for several cities and special districts. Presented
analyses to Commission at public hearings. Supervised graduate student intern.
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Research Assistant as graduate student, (1/81-6/85), Institute of Governmental
Affairs, U. C. Davis: Academic research on a range of local governmental issues,
including a comparative fiscal study of California cities, statistical analysis using
SPSS on main frame. Graduate fellow at Institute of Political and Social
Research, University of Michigan, Summer 1984.
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Assistant Planner, (10/77-6/80), County of San Luis Obispo: Participated in
rewrite of land use element and zoning ordinance and the projects environmental
review. Reviewed applications for development and conditional use permits and
determined development criteria. Wrote and implemented interim zoning
ordinance. Worked with applicants and general public in review of projects.
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Information Officer, (7/73-1/77), Department of Community and Regional
Affairs, State of Alaska: Responded to media inquiries, planned and produced
publications, supervised writing, editing and production of informational materials,
"J.~pluding publications, films, and video productions.
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EDUCATION:
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Master of Arts, Political Science, University of California,
Davis, (1988), qualifying in fields of public law and administration.
Master of City and Regional Planning, California Polytechnic State
University, (1982), emphasis in fiscal analysis, infrastructure planning and
environmental assessment.
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)Jachelor of Science, University of Alaska, Anchorage, (1973).
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COMMUNITY SERVICE:
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,Editorial Advisory Board Member, EarthLight, a magazine on spiritualism and
ecology, published by the Pacific Y early Meeting, Religious Society of Friends.
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Board Member, (1/92-Present), North Coast Housing, Inc., a non-profit housing
development corporation.
Planning Commissioner, (8/90-2/91), City of Encinitas.
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Cardiff-by-the-Sea Community Advisory Board, (8/88-8/90), City of Encinitas,
vice-chairman (8/89-8/90).
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Chairman Graduate Student Association, (5/84-5/85), University of California,
Davis.
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REFERENCES:
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Nico Calavita, Associate Professor and Coordinator, Graduate Program in City
Planning, School of Public Administration and Urban Studies, San Diego State
University, San Diego, CA 92182-0367, (619) 594-4027.
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Bill Dean, Recycling Director, Mashburn Waste & Recycling Services, P. O. Box
6907, San Marcos, CA 92079, (619) 436-4151.
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Brook Nash, Executive Director, Solana Recycling, 137 N. EI Camino Real,
Bncinitas, CA 92024, (619) 436-7986.
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:a0'l'll B. IIODLJtt 0
3167 73rd A'Venue
Oakland, CA 94605
(510) 568-5572
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February 16, 1995
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.io-Anne Shannon
North Coast Housing
462 Stevens Avenue, Suite 102
SOlana Beach, CA 92075
,
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Dear Ms. Shannon:
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This letter is in regards to our telephone convers<lLtion
of February 15, 1995. Per your request, please consider this
letter of interest and the enelosed resume as my application
for the position of Housing Specialist.
I believe that my thorough knowledge in BUD assisted
housing programs, strong organizational and people skills
will be beneficial to your company in implementing the Sedtion
B Voucher program.
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Thank you for your consideration.
-,'
Sincerely,
'1u.t9, ~. r<)ol,\~
Ruth B. Mobley 0
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Enclosure:
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02/21/ge 16:00 FAX 5105625~40
TAYLOR..JWlF:.,.EBAY
IjD 003
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3167 73rd Av.nue
Oak1ancs, CA 94605
(510) 568-5572
.. EIPD.1:IIg
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MMNIS'l'RATICIN lND MANAGEMENT
· 12 years progressi\lely .responsible upedenee in subsidized housing with th~ City
ot A1CUMda Housing AUthOrity involving Federal, Stiate and private fund programs.
· ~g.d HiD Authority-owned units and adlrdnistered 1100 units of' section B
CIIrtific:ates & VouchEs.
· SUpervised tb6 EligibUi t.y !UDCt:icn nsponsibll for taking of applications and
detem1nation of atigibility for various housing progt'lImS ;md the Section 8 team
in perfcmiDg re-exami.natians, rent negotb.tions and. unit inspections to ensure
cal;lliaqc:e Of federal regulations and guidelines.
~
· Conducted orientation sessions for applicants, tenants and property owners Oil
hcws1ng prcgram rfilqLli..raaents.
* Acted as liaison vitti other H'ousih; Authorities in coordinating Section 8
portability ad:;i vi ties.
* praviCled soc:l111 services refer.ra1s to applicants and tenants.
PERsONNEL suPERVISION
· On going on-the-job training for the ent~r. Housing programs staff 6
· Developed and mainb.ined internal operating procedures tor the Eligibility and
section B divisions.
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* Dflsigned and ma1ntdned reports and schedUles to ensure the aocurac:y, quality and
timeliness of work.
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* Rent c:ollect.ic:m, served legal notices and represented the Authorit.y in eviction
proc:eedinglii and/or small claims court.
ANALYSIS AND ~UATION
]
* Reviewed and eJl'eCUted renta.l agreGmElIlts an<J Section 8 contracts.
... CC\1lputer c:onversion of Basic: Four System requiring start-up and shut-down daily.
Responsible for progranming, trouble-shooting and training staff in data entry.
.... Coor~inated Moc9uate Rehab &. Rent~l Rehab prograIQS including property insprooctions
and contnc::t enforc:E!llent.
* Assist.a in fiseal management, budget preparation and analysis, proc:urement and
reI_tad functions.
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Housing Soecialist
Housing Authari ty of Al8lleda CountY'
Hayward, California
CartifillKl oceuoanev ~ill1ist
'ml'OIR Property '1'8laps, .IDe.
QakllU1d, California
Jfoaslna a-oarams OJordimltor
Howling Authority of The City of AlZllMda
Alameda r Califor:n:ta
Bank: 'l'ellllr
~ First Naticmal BaDlI::
AJ.aIMda, California
~ Teller
Crnck::er Naticml Bank
BlIrImley, Cat:lfomia
Medical Assistant
Donald Beamer, MD
Qak:land, Califonda
oakland 'I'lc:hni.cal High Scbool, 1974
~e BrYmn Schools National Rec;istrv of Graduate, 1974
San Francisco, California, Medical Alsistil!1t
The Oakland SJd.ll center r 1975
Dakland. California, Banking So General BusiD8lls Courses
Housing Qualit.y Standards Inspector
Tenlmt :rnt:egrity-Det:ectiDg Fraud
Clnr Writing Skills
ManagelI'l!11t Administrat.or .
SUpervising People
MimagiDg Assertbely
IntllrView se1eetian
How to Write Reports
Public: Housing Mlmager, 1986
HOD MLlltifamily Housing ManagE!lllel1t. - seehian B voocher.'s, 1987
Speak Fll1Sllt Spanish
Alameda ci tv Hall
Emplcyee Excellem::e AWi!lrd, 1989
HOUllior;r Authoritv of The city of A1amIda
10 Years of Service HOnored Flllployae, 1989
Recognition of OUtstanding Perftmlll.llC:el 1988
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111t8 weBSTER STREET
AlAMEDA, C.....IFOnNI... SHSOt
(4151 52W422
INTaROFFICB MEMORANDUM
TO:
Ruth Pina .
Housing Programs Coordinator
Louise Van De Veera~~'
Di~eotor of Housing Programs
FROtH
DATE:
July 29, 1988
BE:
Recognition ot out_tanding Performanc~
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This is to of~iciAlly acknowledge your outotanding contribution
to the HOUSing Authority in coordinating the lease up of the 200+
Vpuchers at Bridgeport Apartments.
During the pe~iod from Nove~ber 1907 through May 1988 you were
instrQmental in accomplishing eligibility determinations, tenant
briefings, unit inspections, initial l~aae up and data entry.
You imple~ented aystems fo~ and prepared reports for tracking
progress and workod with Housing ^utho~ity and Bridgeport etatf
in a highly effeotive manner.
Largely as a reeult of your extraordinary dedication the Bousing
Authority was able to complete the Voucher lea.e up as smoothly
and rapidly au pose1ble.
Hith your outstanding work on this project you have made a major
eontribution to both the Housing Authority and to the community
whicb is greatly appreciated.
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City of AhlllU'df~~lifotnja
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September 11, 1989
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auth pina, Housing Programs Coordinator
~lamed8 Housing Authority
11g16 Webster: Street
~lameda, CA 94501
Re: Employee Excellence Award
Oear Ruth:
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I would like to personally congratulate you on being
selected as a winne!: of the "anployee Eltcellence Awa:rd. n You
were nominated for this award, by staff from within your
Department, and were selected as a winner by a committee
c~)Qsist.ing of three Department Directors and the city's
Management Analyst.
Alameda I S Elnployee Recognition progum was established to
reward and honor employees who consistently perfoIIIl above and
beyond job requirements. Your performance exemplifies this
objective.
On September 19, 1989, you will be pressnted by Mayor Corica
with an engJ:aved plaque dudng the City Council Me.ating. In
addition, your name will be added to the perpetual plaque located
in the City Hall Rotunda.
Cgng~atulations again. Keep up the GOOD WORK!
Very truly yours,
~~c.~#
city Manager
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C)lllce of the C"tty Manager. Room 301
City Hili
Smta Cu. Avenu. at Ou: StrMt . 94Ii01
4115.'148 4IlO5