2001-09-26 (Report) ~
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CITY OF ENCINITAS
~ - HOiTSING Ai1'I'HORI1"1I
AGENDA ktEPOIST
ibleeting Date: Sepiember 26, 2001
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TO: Honorable Mayor and Ci C uqcil ~
VIA: Kerry L. Miller, Ciry IyI ~
, FROM: Sandra Holder, Co m'ni uniry Develo ent Director~
Gary T. Barlrereo, Senior Planner
Amanda MiUs, Housing & Grants AnalystQ,)yJ
SUBJECT: Conside: appraval of the 2000/2001 Section 8 Manavement Assessment Program
(SEMAP) Certificatioa, and adoprian of Resolution 2001-01 autharitin6 submission to the U.S.
Department of Hotising and Urban Development.
BACKGROUND: The U.S. Dept. of Housing and Urban Development (HUD) rcquires un
~ objecive measure of housing agency performance in key Section 8 program areas. Tne Section &
Management Assessment Program (SEMAP) includes 15 performance indicators that H!!D will usc
to assess the housing agency performance. Housing agencies (HA) must annually submit a 5EM AP
certificatian form after the end of its fiscal yeaz. The HA board miut apprcrve the cenification.
ANALYSIS: Staff has performed the reviews and tesu to determine thc HA's responsc in the 15
prograrn areas. Some of the program areas aze also analyzed annually by independent auditors,
which review the City's integrity and accountability when using Fedenl funds. After review, staff
has determined that the Encinitas HA wili receive a standard performance rating.
RECOMIVYENDATION: Approve the 2000i2001 Se::tion 8 Managemene Assessment Program
Certification, and adoption of Resolution 2001-01 authorizing submission to the U.S. Depanmrnt of
Housing and Urban Development.
Attachrc:ents:
A-Resolution 2001-01
B- SEMAP Certification
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ATTACHMENT A
RESOLUTION 2001-01
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RESOLLJTION NO. 2001-01
~ RIESOLUTION CF THE HOYJSING AUTHORlTY OF THE CITY OF ENCINITAS
AUTHORI2;i+iG FISCAII. YEAR 2000/2001 SEMAP CER3'IFICATION
'FO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT.
WHEftEA5, it is the Housing Authority's desire to operate an effective Fsnd efficient housing
prograr.m; and
WF?~EItF;AS, the Department of Housing and Urban Development has requircd the Scction 8
Management Assessment Program (SEMAP) Certification; and
WIiEREAS, the City has performed the necessary program performance reviews; and
WHEREAS, the SEMAP Certification has been rcceivcu and approved by the Eious;ng
Authority at a public meeting; and
NOW, THERIEFORE, BE IT RESOLVED, by the Housing Authority of the City of
Encinitas as follovvs:
l. The 2000/2001 SEMAP Certification is hereby appruved; and
2. That the City Manager is hereby identified and authorized to be the official represcnta6ve of
the Housing Authority for all program submission requirements.
~ PASSED AND ADOPTED by the Efuusing Authority of che City of Encinitas at a regular mecting
thercoi; held on the 26th day of September, 2001, by the fu!lowing vote:
AYES:
NAYS:
ABSTAIN:
ABSENT:
MAGGIE HOULIHAN, Chair
City of Encinitas Housing Authoriry
ATTEST:
DEBOP.AH CERVONE, City Clerk
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ATTACNMEIV"S' B
~ SECTION 8 MANAGEMENT ASSESSMENT
PROGRAM CERTIFICATION
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Section 8 Management Assessment U.S. Department of Housing OMB Apprwal No. 2577-0215 (sap. Bl31I20S!)
rogram (SEMAP) OHidce o~Publi~cValnd tnd an Housing
~ertification
Publle reportfng burden lor this eolleetion ol Informatbn is estimated lo avarefle 12 hows per rosponse, includmq It+e Ume lor rovwwnq iruuucuau,
searcbing existing tlata sourees, gathedng and maintaining the tlata needed, and compleUng arW roviewmq Bw cotlactim of Infortnatan. Ttus aqency may
not eonduct or Sponsor, and you are not requfred to respond to, a coltoctqn ol inlormatbn unloss i7 tlisplays a curcently vahC OM9 corqrd numDer.
This colledion of inlonratlon is roquired by 24 CFR sec 9115.101 wNCh requires a Pubdc Housiny Agancy (PFiA) aomiMZlerng a Sectcn 8 terunt•oasea
assistance progrom to submk an annuat SEMAP Certffiuatbn within 6U days aRer the erW of its fixal yatr. Tlw inlortnalbn Irom tM PNA cmcerns tne
peAortnance of the PHA ana provides asaurance that there is no evitlence of seriously tleficwnt poAOrmanca. HUD usea tne intamat»n ana uu+er rfsu
to assess PHA management capabilities and deficiancies, and to assign an wara4 peAUmance rahng to the PHA. Responsea are maraaWry an0 me
infortnatbn collected does not lend itsell to confidenlialiry.
Instruetlons Respond to this certification form using the PHA's actual data lor the liscal year ;ust ended.
PMA Name ' For PMA fY Enarq (RUn/dC/YYYY) I Submisawn Daro (mrNObyyyy)
CITY OP PNCZ[iIT113 HOII9IN(i AOTHOIiZTY I
Check here It the PHA exrpends less than $300,000 a year in Federsl awards
Indicalors 1- 7 wili not be rated if the PHA expends lecs than 5300,000 a year in Fadoral awards and its Saction 8 progrartu aa not audrtoQ
;or compliance with regulations by an inaependent autlitw. A PHA that expends less than 5300,000 in Federel awarOS in a ycrv must stid
complete the uoitification for theso indicators.
PeAormanu Indicators
1. Selectlon Irom the Waiting List. (24 CFH 982.54(tl)(7) antl 982.264(a))
(a) The PHA has writtan policies in its aGministrative pWn lor selecting appliwnts Irom tne wamrq bst.
PHA R3spor.se Yes F;~ No =
(b) The PHA's qualiry control samples ol applicants reaching the top of ttia wanirtq list arxf ol atlmasiorss t+c-* tnat at bast %x d me h'riass n me
samples were selected from the waking list lor atlmission in accaJance with Mo PHA's pohcie•, arW rt+el the sebctwn crnana n+at tletennr+e0 mer o4xoe
on the waiting Iist and tbeir uder of salectbn.
PHA Responne Yas O No ~ .
~ Reasonable RenL (24 CFR 982.4, 982.54(d)(15), 982.158(Q(7) arW 982•507)
(a) Tha PHA has artd implements a reasonable wnnan method to tletermine an0 tlocument fa eacn urvt loased tfwt the ront W owner a reawrrwb DaaeO
on current rents br compareble unassistetl units (i) at the time o1lnHial leasmg. ("u) bufore ary mcrease n me rom to a.ner. erw ('w) at tna HAP wrrxt
anniversary if Ihere Is a 5 percent decretssa in the puDlished FMR in ettect 60 Cays beforo the HAP corurxt arnrvenary. TM Pru1's mertioa raias rna
eonsideretlon the location, size, typo, quality, anC age ol the program unit anC of surolar unassatoa uniu, ana arry amerxas. Musrq samces.
maintenance or ulifities provided by the ovmen.
PHA Responss Yes FV7 No a
(b) The PHA's q.wliry control sample of renant flles br which a tlelemuwNan of reasonado ront was repurea staws mat the P►u lowwve es wrttten
metAoG to detortnine reascnaDle renl and tlocumeNetl its Celerminatan thal the rent to owner is reasonaDb as roawretl fm (cMCk ane):
PHA Respon" O At leut 987G o} unib sur.pNd = 8010 97% of unlb wmpNd a Leu than 80% d wNs srrota0
3. Delermination ol Atljusted Ina::ne. (24 CFR part 5, subpart F arW 24 CFR 982.51E)
The PFU1's qua6ry conlyd samde ol tenant files shows tYwt at the fima of aamissbn aM raexaminatan, the PHA prooony o0tameC thr0 eoM wrM1C+bo^
af adjustoQ kwoma or dccurcMnted wRy NIrC Dar2y verlPration r+1: r,ot a•rsitaDle: useQ tfle •renfw' irfarrratien in Cete^rrnn+g iCp!tM +n!a,+e. p%~~
apributed allowances lor expenses: and, where ttia famiy is iesporuiDle lu ulilities untlar tne kase, the PFV1 usad uw appoprute udMy aeowancas 1a
the unit leazed in delertnininy the gross rent fa (cAeck one):
PHA Rasponss EZAt Isast 90% ot Oles wmplsd a 80 to 89% of Nes sampNd = Uu l1+an 110% d fiNs samplod
4. Utflity Albwance Schedule. (24 CFR 962.5M
TTis PHA mafntains an up-to-Eate utiliy albwance schetlule. TTe PHA reviewed utUFty rata data tnat N o0tained wrtnn the qst 12 mornt". aM e:}istwe
its u!IAry albwanee schedule il there has been a ehange ol tOX a more in a utiiiry rete sirce the last time the uWrty anonanca scMCule was rMSaC.
PHA Responss Yes O ►lo =
5. HOS Ouafrty Control Inspections. (24 CFR 982.405(b))
A PFIN supervisor (a olher qualified person) reimpected a sampe of urtits durirg "e PMA Rscat year. wnich met ttemnarc,rrn sampa sae repuwed Oy
HUD (see 24 CFR 985.2), la quathy contrd of MOS inspectbns. The PMA supervisors reinspecte0 samqe was drawm from recently cortqNtaG HOS
inspectiau and represents a cross sectbn of rwiflhborfaods and the work ol a cross section of inspecton.
PHA Rasponsa Yss No Q
6. NOS En(orcement (24 CFR 982.404)
The PHA's qualiry control sample of wse files with faite0 HOS inspectbns shows that. la all cases sartpktl, any bte0 Hrttveatenrq MOS aefiaenons
~ werewrteeted witliin 24 hours from uie inspeetion anC, an alier cNed MOS aeficiencres werc correctetl wrttvn m mwa tnan 30 cabnaar Cays hom vw
inspedion or arry PFIA•approvad extension, or, H HOS defcianaes were not rnrtected witMn ttx requirad Wne frama, the PHA stoppea nousirg assataricv
vermentx beainrdng no wier man the first of tne monm falaarkig the correctfa, aenoa. w ta~* prwnp and vgwa,s sc+wn to enrorce u+e rartry oobg.nons
for (eAxk one):
PHA Rqponw CE] At Wast 989L of esass umpled = Leaa tlun 90% of casts umpled
lortn HUO-52648 (82000)
Prevbw cCMbn Is obsoWo Paye 1 W 4 rN. 24 CFR Part 985
1+17-✓
7. Expendir.g Flousing Opportunities. (24 CFR 982.54(d)(5). 982J5300) and (b)(a), 982.301(a) and 983.301101(4) and (D)(121)•
Applles only to PHAs vvlth jurlWldlon In metropolllan FMR anu.
~ Cheek Mm If not aprNleabN n
(a) 7Aa PF1A Aas a writlon polky ro encawage pankipallon by ovmen a units outaioe areas ot povuM a rmnonty concenuation whch deany aewwwies
areas in its jurisdk.Klan that the PHA eonsWan areas of poverty or mirariry concentrntbn. and wtuch inuuaes xtana ua PMA wM uake to encaxaqe
omier peNGpelbn.
PIiA Rssponse tlss a No ~
(b) The PHA has documenlatlon Ihat shows that it fook actbns irWica!etl in ds wnnen polky to ercouraQe parbcqacan hy owran outsWe aress d povsny
and mincdty wneomraUon.
PHA Responsa Yes ✓ No Q
(c) The PHA has prepareti maps that show various areas, boih within and neighbor-.q rts jumCittbn, wiln lianufq opportixvtbs outtqe ueaq ot ,aisety
and mirqrity eonceMratbn; the PHA tws auembled inlortnatbn abouf joD oppohuuues, xnc»IS and xmcea n IAese areu: nna ma PFW wns tne maaa
and related inlortnatbn when brle8ng voucher holden.
PF1A Responae Yes O✓ No =
(d) The PHA's Inforrtwdon paekat lor voueAer Aolders eontains either a Wt of ownen wfw are wdbrq lo leax. a proputias avadeDle fv base, uu+oee
the voucher program, a a list of other organizatbns tnat will Aelp lamilios firxl wuta and tno est inUuOes DroDernes a orqunasooro mal oparote outs+ou
aretts of poverty or mCdwrhy cmcentration.
PHA Responvi Yss O No a
(e) sne Prw',t Inlortnatbn packet fncludes an explanation ol taw portabiliry wonu arvJ inchrdas n psl ol neiqnDainq PNAs wnn tne nvrw, noareu and
teleplime numbnr o: a portabiGy conWCC penon at nach.
I v, No
PHA Ra-sFaw Yss 7
(n The PFIA has anayzed whether voucher Mlaan have expenenco0 aiHicunies in M1rxfinp taus+nq a,tsiae arem W pwerty or nwwnry corKentranon
and, whore such difficutlies were fourW. tAe PHA has consiCered whettwr it is appropnate to saok apprwd d excnptan paymenc %urwara srtqwts n
s^r aan ol ns jurisdktbn and nas souqnt MuD approval wnen necessary.
PHA Response Ves No a -
8. Payment Standards. Tha PHA has adopted eurrent payment stanaards fa Ine vouasr proqram py unA arze fa eacn FMR aroa In u+e PHA Rruoenon
and, H applicaDle, lor each PHA-designated part of an FMR arsa, vMich tlo ral axwed 110 percent ot me cur.ent app6csds FMR aM *wrrcl+ Ara na
less then 90 percent ol Ihe curtent fMq (unless a bwer perant is approve0 Dy MY0). (V CFR 982.509)
PHA Responae Yes 27 No Q Is Enter current FMRs and payment standartls (PS)
716 856 1247 1a70
6BR FMR 1•BR FMR 2•BR FMR 3-BH FMR 4-BR i=UR
PS 689 PS 787 PS ~ PS 13Tt pg 1817
If tM PHA has jurlsdtction In mon than one F7dFi ana, and/or If tM PHA has estadlsMd uparsh paymnnt star+asrM Id a P1fA-dosiyruNd
part of an FlMR aroa, aKach slmllar FMR and paymeM standard eomparlsonf lar exh FMR ues and WslynatW one.
9. i+..nusl Reaxnminations. The PFU1 completes a reexaminatan fa eacn panfupatuiy lamAy at least every 12 rt+onttu. (24 CFR 982.516)
PHA Raeponsa Yes = No 2]
10. Cortact Tenant Rent Cakulations. The PFU1 cortecty cakuWies tenant rent in IM rental canficata proqram and tM lartw►y reM w cwner n ma rarral
voucher progr,;m. (24 CFR 982. Subpart Iq
pHA Heiponca Yta O No a
11. Precontred HOS Inspectiwis. Each newly leased unit passed HOS'vupaction belore Me Deqinn'siq tlaro ot me asslate0 base and MAP cornract. (24CFH
982.305)
PHA Rasponae Yes O✓ No a
12 Mnual HOS Inspections. The PHA inspects each unit under conlract at bast annualy. (24 CFR 982A05(a))
PHA Response Ysa a No a
13. Lease-Up. The PHA executes auis4vice contracts on behall ol efigible lamilies la tfx num0er d units Mat has Deen uWer DuOqet la at Mast ona year_
PNA Rsaponse Yes [E] No a _
i4a. Farniy SeYSkdGaerx.Y Erroln+ert. The PF1A 1aa e+roAed (arriies in FSS as ieqjre6 (24 CFR 984.105)
APDUm oriY b FMIAs mqukad b adnfinhEx en FSS progroin
Choek hen H not appilablm a
PNA Responw
a. Number of mandalory FSS sbts (Count units tunded under tho FY 1992 FSS IncmiUve awarGS and In FV 7993 and !ater
~ throuph 10/2011998. ExWude units (unded M connectlon with Section B and Section 23 projecl•Oased c.rxt
temikiatlord: pubdc housing demdiLbn, disposkion arK! replatement: HUO rtwMHamily properry aabs: prepak7 a
temdnated moAgages under settion 236 or aeetkn 221(d)(3): and Sectbn B renewal fun0iny. Sublract tha num0er d ~ i
fammillea ffwt suxessfuAy eomWeted their eoMraets on or aher 1021/1998.)
a, Nuanber ol mandatory FSS sbts under HUO-approved oxcoptbn 7j
Nxm MU6426t (8R000)
ProvkW Adifbn b nbsdute Pape 2 of 4 rol. 21 CFR Psrt C85
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b. Number ol FSS Iamiliea cunenlty enrolled
c. PatabiRty. If you are the l-iNfal PHA, enter the numbor i r:,milies cunenlry enroUetl in your FSS proqram. Wn Mq r ~
have mcved under portabiGy and wtwse Section B assi: t:wce b administered Dy arwthar PMA I _ J
Pereent ol FSS abb filled (b + c divfded by s) F-~
14b. 'r`nrceni ol FSS Panidpants wit7f Escrow Account Balanees. The PFL4 has made Pro9ress In supponfnp tairay seM•sulnciency ss nxasure0 Oy the
percent ol currentty enrolled FSS fami0ee with escrow aceount baWnces. (24 CFR 984.305)
Applles onty to PFiAs nquired to Wminlstw an FSS propnm.
Chsck Mro 1} not appliublo ~y
PHA Hasponse Yes a fb
Portabliiry: If you are the Inltlal PHA, enter the number of familles with FSS oscrow accounts cuneniry onroee0 i yow
FSS propram, but wha liave moved undrir portabiliry and whose Sectbn B asslstance is aaminatereo Dy anntner PMA
Deeoruentntlon Bonw Indkatw (Oplbnal and only lor PFW wilh junsdiction in matropoYtan FMR areas).
Ths PHA is submitling v+ith thb certificaHon data whkA ahow Ihat:
(1) HaH w rtare ol alt SeUbn B Iamilies with children assisted Dy the PFIA in hs prwxipal operaenq area rasitletl in bw poverr/ cenaw lracts st the eM d swo lost
PHA FY;
(2) 11ie Percent of Secrion 8 rtaver lamilias wiM cnildren wfa rtaved te bw poverty census traccs in mo PHA's pmcpal operannq aree d,rrq v+e lau PMA Fv
is at least two percentage points higher fhan the percent of ali Secfion 8 famllias wnh UulCran wno resiOeG n bw pavarty carwA tracb at M 6.w d ne last
PFL1 iY;
w
(3) The pareent of SecUon 8 mover famil{es wAth eNltlren who moved to bw pwerty census tncts in tne P►u's pmeipal opsratlnq an+ ovw n+s tw O.o
PHA FYs IS al 1e83t M'O pBlCBntafJe pOin13 high8r ItLln the p6rcant Of all $<<Ciqn 8 f2milie4 Mntt1 ChYC16n wtq r!!W!O n IOw pOVOriy COnIIUS ttaCtt N VM
eno a the second to last PHA FY.
PHA Rssponw Yes F 7v No Q 11 yn. atbeh eomphtW WeomeMratlon bonus Indesta s00enaum.
I hereby certily that, to the Wtst of my krwwledgo, the above responses under IM.e Seetan 8 UanagomeM Aaaesamant Proqrsm (ScMAP) ue uue anC aceurats
AIMpr the PHA fiscal year ind{catetl aDOVe. I also certily Ihat, to my present knowletlge, there q not evitlance ro wWKate senowly oanciant peAOmunca tnat casts
Dt on the pHA's can3cify to administer Sectbn 8 rentnl assistance in accatlance wnh Federal Ww ar.tl reqWatlcrw.
WomtrV FIUp wt prr,xnctta Wke Wins arxl sbDerr.cnb. Cawlctirn miy rasul n.rrcrW and'ar wA pagleus (18 US.C. 1007, 1010. 1Qiz 31 U_SC. 3729. 98D2)
Executive ih'rocta, signature CM1airperson. Board W Commissiaiers. aqnaturs
Date (mrtYddlyyyy) 8/19/2001 1 Date (mNOC/yyyy) 9/26/2001
The PH! may indude with its SEMAP cereficatlon a-vy infortnatan bearing on the accvracy r canpleiarwsaof the infortnaoon waC by t* MU n pwKlirq as
COAHkatiOn.
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Prevbus edltion b obsolete am MU6526M (8P2000)
Pafle 3 of 4 rM. 24 CFR PaA B&S
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~EMAP Certificatlon - Addendum for Reponing Data for Dec:oncentration Bonus Indicator
Data (rtuNOdyyyy) 8/39/2001 ~
PHA Naffm CITY O! El1CI[+7IT118 BQDSZHfi 11DTHORITY
Prlndpal Operating Area of PHA CI77 O! LNCINIT7IS ~
(TTw geographle entHy lor which the Cenaus tabulale.s data)
Spoeial Inatnxtlons }or atats w roglonal PNAS. Complele a cepy of this addeneum lor each mavopoNtan area a ponion d a mstmportan afw (Le.. prv+apd
opsradng areas) wht+re the ^kA hac as5lstetl 20 a more Sectlon B Iamiliea witA chikren in ttro last eomplated PMA FY. MUO witl rate tne areas ssparatNy
and the separate retings will then be welyhlad by the number ot assistc+s fartWies wiM chiltlron In each uea arW averaqe0 to OMaortMne OoMn pwxs.
1990 Census PweAy Rate ol Prindpal Operatlng Area , 8.3
CNteria to Obtaln Deconcsntrarion Indlcator Bonua Polnta
To qualify for bonus pdnts, a PHA must completa the requested infamation and answer yes la ony one ot the 3 rntena De1or. Fkr+vever.
State and regional PHAs must aMrays complete Ifne 1) b tw each metropolitan principat operating area
1) 23 a Number of Section 8 femilies with cNldren assisted by ttwf PHA in its principal operating area at the end d tne last PMA
FY who liva in tow poveAy census tracts. A Iow poverty census tract is a tract witA a povartY rato at a bebw the overall
poverty rate for the principat operating area ol the PHA, or at a below 10% wnichever ls greatm.
23 b. Total Seclion 8 families with childr6,l sssisted by the PFIA in its principal operaQng area at the end oF the 4ut PHA FY.
c. Percent of all Section B lamilies with children rnsiding in low poverty census tracts in the PFIA's pruncipal operating area
at the end of the last PHA FY (line a divided ty lirs b).
IS lifld C$0% Of fllOfO? Yq ED NO a
~ a. Percent of all Section B families with children residing in bw poverty census trxts in the PMA's pnncipal operating erea
at the end ol the lsst completed PHA FY.
b. Number o( Section B families with children who moved ro low poverty consus trects tluring the las: complcted PHA FY.
c. Number of Section S Iamiiies with chiidren who moved during the Iast compteted PHA FY.
_ d. Percent of all Section 8 mover famities with children who moved to bw poveriy census Irans Curing !:ne last PHA fw.al
year (line b divided by line c).
Is line d at least two percentage points higher than line a? Yes ~ No Q
3) a. Percent of alf Seciion 8 famifies wiih chitdren residing in tow paverty cenws tracLS in the PhtA's prirsciFat cperaLry aras
at the end of the second to last completed PHA FY.
b. NumberotSec0on89amilieswithchildrenwhomovedWlowpovertyeensustractsduringthe4uiMrocortqbleCPFU1FYS.
c. Number of Seetion 8 families with chi;dren who moved during the last two eortipleted PHA FYs.
d. Percent of all Sectim 8 rtaver families with chiidren who moved to Iow poverty census tra..^ts over the lazt two completad
PHA FYs (line b divideC ty line c).
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Is line d at Ieast hvo percentage points hgher tFwn line a? Ysa ~ N.
M one of the 3 erltefla abovt la mat, the PHA may be ellglble tor 5 bonus potnts.
See Inahuellons abovG eonceming bonus polnta }or State and reglonal PMAs.
0
lorm HU6526,118 (82000)
Pravlous edlbn Fs obsobta Peye 4 d a M. 24 CFR Pan 9e5
H01- V