1999-08-25 (Report)
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CITY OF ENCINIT
HOUSING AUTHORI '
AGENDA REPOR '~
'i:~
Meeting Date: August 25, 19r'~.fA~c
TO:
Honorable Mayor and City Council
'\ '
Robert T. Acker, City Manager .~J . .
Sandra Holder, Community Development Director b1f
Gary T, Barberio. Senior Planner ~
Amanda Mills, Huusing & Grants Analysv
SVBJECT: Consider approval of the ] 998/1999 Section 8 Managemcnt Asscssment Program
(SEMA Pi Certification, and adoption of Resolution 99-01 authorizing submission to the U.S.
Department of Housing and Urban Devdopment.
VIA:
FROM:
BACh.GROU~J2;, The U.S, Dept. of ('lousing and Urban Development (HUn) has established a
new requirement to objcctively measure huusing agency performance in key Section 8 program
areas, The Section 8 Management Assessment Program (SEMAP) includes 15 pcrfom1ance
indicators that H ( :\ \\': [ use to assess the housing agency performance. The new rule requires a
housing agency (HAl to annually submit a SEMAP certification form within 60 calendar days after
the end uf its ti~cal year. The HA board must approve the certification.
A~ALYSIS: Staff has performed the reviews and tests to determine the HA's n;sponse in the 15
program. <!rcas, Some ot rhe program arcas are ,dso analyzed annually by independent auditors,
which n:view the City's integrity and accountability when using Federal funds.
Future SEMAP certifications will use a rating system. HUD has deferred the rating system and audit
requirements until next year. The current review was offered as a trial period to give HA's an
opportunity to examine their praglam operations in the key areas measured by SEMAP and to
improve performance if necessary.
After review, staff has determined that there arc only two program areas in which the HA needs
improvement, The HA must complete a reexamination of each participating family and an
inspcl..tion of each dwelling unit annually, Our program allocation has been for 50 households.
Staff is running severa! months behind in completing the reexaminations and inspections.
Last ti~cal year we rccciv{:d an additional allocation to serve 50 disabled households. Therefore, a
signiticant amount of statT time was spent leasing up new participants onto the disabled program as
opposed to reviewing existing participants. Once all 50 new pmticipants have been leased-up, staff
will be able to catch up on annual reviews of existing participant households and dwelling units.
J-IJ. - /
Section 8 Management Assessment
Program (SEMAP)
Certification
U,S. Department of Hou:ling OMB Approval No, <!5TI-0215 ("XP, 1/31/200U)
and Urban Development
Glllce 01 Public and Indian HOUSing
P~lbltc reporting burden for lhls cc,lIectlOn of Infomldlion '5 estll"'lIr)d 10 aver<lq~ ~ 0 hv~rs per reSf)onse, Includ"'g Ille lime for 'evI(!wtng inslruClluns.
Sl)drctllng eXisting daltl S(HHrp,,":, ga'hering and rPrllnt;:l1n1ng tne data needeu. ;ln~1 cn" ~ Idlng tln;J reviewing Ihe COllection nt ln~o'm;JI;~m Thl!; agency may
nol conducl or sponsor, ",'U you are not reqlllred 10 rospond 10, ;; ~Gller.llon of I,,'or: I.U"", unless II d;sp:ays a currenlly valid OMB control numb,),-
ThiS t;ollechon of Irform.:.tlun is reqUired by 24 ('f-H "P( r;8~) 101 Wh,t~~l ;t.:tJlm,~;; a HC)U5Ing Ag(lrl~'f {HA) adrrllnls!eri:1g n Sec!i0n H ICflant bdsed assistance
p,o<pam 10 submit an annual SfM,4P Cprtlt'caIICf1 '~"", 60 d~ys aller t:w rend 01 'IS ';s,al year, rho .nformaloon f'om Ihe HA concerns Ihe pe"rmance
"" the HA and prOVIdes assurance Ihat !tIer" 15 110 ~vldcnce (II seriously deflclenl pl!,formance hLJD USC5 the i"'ormallon a'1d olher dala to assess HA
;'f1anaglJm!l~1 capat)fl:loer, and \loficlenCles, and 10 assign an overa!l performance ralong to the HA RI.sponses are mandatory and Ihe inlorrnatlon collected
,1(1CS nut ier.o ilseil 10 con',denloallly.
Instructions: Respond to this cerlillc<lt~(ln form uSing Ihe HA's actual data,
HA Name I For HA Fiscal Yea' Ending
CITY OF ENCINITAS HOUSING AUTHORITY JUNE 3CJ.H!99
; SubmiSSIon Date
AUGUST 30.1999
Check here if the HA expends less than :$300,000 a year In Federal awards; ,
Indlc<.otars 1 - 7 WIll not b~ rated ,f the HA expends les~ thiin $300,000 d year In FciO'.lral aw;uds and its Section 8 programs are not audited
tor compliance with regulations by an independent auditor .\n HA tna! expends less than $300,000 in Federal awards In a year must still
complete the certificalioll lor tnese inaicalors
Performance Indicators
1, S"!6clion from !tIe Waa:ng Usl. (24 CFR 98;> 54(d)(1) and 982204(a))
(al The HA has wntten pOIlCllJS in its adrr:lfHslralive plan for selechng applicants from Ihe Walling list.
HA Response
Yes x.
No
(t,) The H.A's quallt'l contr81 sample,; c.f applicants reachIng tile lop of Ihe waiting .iSI and adml5sions show Iha! al !t'asl 98% of the families on the samples
were 5elav~c Ir.)", the wwlir.g list to, aomlSSlon in accordanr.e with the HA's poliCies and melthe selection criteria lhal determined their places on the
'Nil1llrlg list 3nd therr ordE,r of Selecllon,
HA Response
Ve~ :X
No
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2, RoJiJsorl.~tle RI)r;f 1;>4 CFR 98~ 4,832 54((J)'151, 382.158(1)(7) and 982.503;
.a) The HA has an(] In-plements a reas0natle written melhod to d('(ermlne a"d documenl for each unilleased lhat Ihe rent to owner is reasonable hased
on cu,."'", ",r.ts fr" compara!)l" una,;slslcd u",ls i<) at 1M I;me ot inllial I('aslng, (il) belore any increase in the re,,! to own'H, and (iii) at the HAP contlacl
ann'vp.'sa'f ,f ln~re 1<; a S percenl decrcas" In tne published FMR '" elff'ct 60 days before lt1e HAP contract anniversary, The HA's method takes inlo
(0r.SllJ8ra:,,)n Ir,e locatIon, .';'Z,", typ, , quallly and age ot the program unll ana of similar unaSSlSled units, and any amenilies. housing services,
malnlenance or utilllles p(OW'ed 'Dy tne owners,
HA Re"",nse
Yes X
No
itll the HA.'J q';at.ty ':<.onl'l)l s.1mpl(: or le~ant fll% t.)r wtllch a delermlnation 01 'easonable rent was re~U1re>j shows thallhe HA followed its written method
10 ,jelormlne reasonable renlllnd documenteo ItS detcrmlnation that the rent to owne, is reasonable as requir'3d for (check one):
HA Response
X At least 98% ot units sampled
8_0 _t_o~72',o~~~samllie~ _. __~~=.LL~~~~an!C%~~,its sampled __
,), D,'I<)rm,r.,l""'~ ", 4d:;Jsted 'ncom,> (;>4 CFR pail 5, 5ubpart F and 24 CFR ge2,S16)
Tha riA's r:ualily (,,,('1'01 siur-ple 01 tf:'Iant /ties snows Iii'll at !he tim~ of admission and r'lexaminaloon. the HA prO;1erfy obtained third party verification
of adjuSI,'.l ,n,;OI"If' ()( documented why third ~arty ve,,',cation was not ava:lable; used Ihe verifie<! inlormalion in detl;.'rnining adjusted income; property
,llinblltf'f. 1I1o....."f1ces: 'lnd, v. here the family IS responsible for utilities under the lease, the HA used Ihe appropriate utility alto,""nces tor the unit leased
In di!lermlnit\g Ihe gross renl for (cneck one):
HA Response
X At least 90% of I!les sampled
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___80 _~890/~ ~~!~~ sarn~~d ____-h_~.J~~ tha_~_8~~~'lIIes_~am~~~_
4, UItIi~1 Al!owance c;chedule (24 CFR 982.517;
Tile HA lT1alnt:jlns an up-Ie-d, fe utility allo.....ancE, schl!dule The HA revu)wed ~tiIily rale data that it obtained within the last 12 months. and adjusted
lis ~I"ity allr,'dance 5chedutp if there has been a change cf 10% or more In a utility rale since Ihe last time the utility allowance schedule was revised.
HA Responll8 Yes i-X No ;-.---'
0, HCS UUill;ly (;onlrol Inspections (24 CFR 982 405(h')
An ~A :;lIper"wr ',or other qualltied pe'S0n) ,,,insl)octM a samplCl 1)1 ur.rls during thl) HA lisr.al year, Vlh'ch met the p'linitnum sample size required by
HUIJ !~ee ;><1 erR 985,?), 10' QUillrly conlrol of Has Inspections. The HA supervisor's rein, ..'cted sample Vias crawn from recently completed HaS
lOspeClr0ns and represents a cross 5eCll(ln 01 neighborhoOdS and the work at a C'oss sechon of inspectors.
HA Renponse
Yes ~-X-i
1.- .,
No i
6, HaS rdllrr."menl (24 CFR 902.<1<:4)
The HA's .~ua:lly control sample 01 case flies With :aill:d HCS ir.sp...;li..,ros :;1'l'W~ iI"di, 101 all cases sam pied, any cited II Ie-threatening HaS deficiencies
we,e :'JrrocI'ld wl:h", 24 ~.ours lrom Ine inspection and, al! other cited HaS defIciencies were canected wilhin no more than 30 clllendar days from the
,nspoc:,ol1 01 any HA-appr'Jved e~te;}!;IOn, 1", if HaS deficiencllls Wf'lle not r:orrected w!thin the raqlJirec lime frame, Ihe HA slopped hO'Jsing assistance
oayrn~nts OO',lln'Hng no lalll( than !ne fllst of Iho monlh following the correction peflOd, or look prompt find vigorous action to enforce the family obligations
IOf (chile;. Uo~9):
~tA Responso X At I~aat 98% of cues sampled Less than 98% of cases sampled
PreviOUS elllllon c, 006cllltll
Page 1 of 3
lorm HUD-52648 (6/99;
reI, 24 CFR Part 985
H)-~
7, Expanding Housing OpportuClIlIes (24 CFR 982.54(d)(5), 982,153(b)(3) and (b)(4), 982,301(a) (lno 963,301 (b)(5) and (b)(13)) (Applies only to Hils with
jurisdiction in metrooolitan FMR areas),
Check here If nol applicable: : - ..,
la) Thn HA has a wrillen ~oticy to (Jllcouraye partIcIpation h, owners 01 UCllt~ outside areas 01 poverty or mlnonty cnnccnlration which clp.arty delmeales
areas In its JurisdIction that :htl HA considers areas of poverty U. "';~ori!y concentration. and which includes acllons Ihe HA 1'1111 take to encourage owner
partic.lpatlon.
HA Respon"e Yes No :.X 1
(b) The HA ha~ documental.on th'lt shows that Illc,k aCllons mdicated in Its written policy to encourage parllc!patlon by owners outside areas of poverty
and mmorlly concentration
HA Respon:lO Yes X No :- ..,
rc) The HA nas preoared maps ihal sr,ow vario"s area~, both withIn and neighboring Its lunsdlctlon. wilt'> housing opportunities outside areas 01 poverty
and mlnonly concer:lration; !tIe HA has assembled IntormallCln aooullOb opportunities, schools and services in Inese areas; and the HA uses the maps
and relalr,d informallon when onefing certificate and voucher holders,
HA Response Yes X No
(d) Th~ HA's Infc'rn~llon packet/or t'~"illcate and voucher holders conlains either a list of ownpr, who Me willing to lease. 0; proPerties avaiidblE' for
'ea~e, under the renla; 'louche' or certi/icale programs, or a itsl of olher organizatIons that will help families find units and the list includes properties or
organl~allcns that cperate outSJlJ0 areas of poverty or minOrity concentration,
HA Response Yes :><._: No L__-.___
(e) The ~iA's IOfolIT'arior: ;lackel IOC' Ides an explanation of how POr'1billty wor'~s and includes a lisl of neighboring HAs with Ihe name, address and
lelephone number of a portability contact person al each,
HA Rbsponse Yes . )(' No r U~_j
(f) Hie HA has dnaiyzed whether certlhcate and voucher holders have experienced difficulties in frlding housing oulside areas of poverty or minorily
'conccnllation and, where such d;ff,cultles Vlere found, lhe HA has <:onsider9d wheiher iI is appropriate 10 seek approval of area exception rents in any
Dart of rb JU'" ,Jicllon and has soughl HUD approval when necessary,
HA Response Yes -'X No :---:
8, f'MR L,m.1 and Pavmen! StandardS. The ,nilial gross rents for al least 98% of units newly leased under the rental certificate program, olher than over.
FMH IlJnanof';s, are al or below llie applicable FMf1 or approved exccphon rent limIts and the HA has adopted curren~ payment standards for Ihe renlal
" ".! 'c" pr:Jgram by unll :;Ize for each FMR area in the HA jurisdIction and, If applicable, fer each HlID'approved exceplion rent area. which do nol exceed
fho ';t~r'ent appile ~L;s FMR or HUD.apprcvt;G exception rent IImlls and ..hich are not less than 80 percenl of the current FMRiexception renllimit (unless
a lower percent IS approvlJd by HUD), (24 CFR 982,508(a) and ,505(b)(3)i
HA Respon&e
Yes .x
No
Enter (.lJrrent FMRs and pa'lment standards (PSI
O.8R FMA 510
PS...LOQO(9
l,BR FMR 583
PS H_J OO~;::o__.__
2BR ~MH _...J.~f!._,
PS __.1Q.Q% __
2.81'1 FMR _Jil.1i..
ps_-1PP~
4-t3R FMR ~__
PS ---100% __
"the HA has jurIsdiction in more than one FMR area, and/or If HUD has approved exception re;llareas, attach similar FMR and payment slandard
comparisons for each FMR and ~xcepl;on rent area.
'J Annual Ref!xamlOatlons. fhe HA (.ompleles a reexam!nallon tor each particIpating family at least every 12 months. (24 CFR 5.617)
HA Response
Ye~
No : X
10, Corr~cl T"roanl Renl LaICulal;(\f\$, ,hI' HA corree"', ~a!culales lenant rent in the rent,,1 certificate program and the family's share of the renllo owner
In lhe renlal vOLcher program. (24 CFR 982, Suopart K)
HA Response
Yel> X
-..--.,
No'
11, ~', ecr .ntract HClS Inspections Each newly leasad urllt passcrJ HaS Inspection before !tIe beginmng dale of the asslsled lease and HAP contract. (24 CFR
gIl2.305)
HA AlISponse
Yes X
No
12, Annual H(JS InsrJecll.)ns, The HA Inspects cact, unit Under contract alleast annually, (24 CFR 982.405(a))
HA Response
YOlS
No: .~;
13. Lease.Up, rho 'lA (;xecutos assist.lnce condacts 011 oehalf of eligible families for the number of u~iIs thaI has been under buc1get for alleast one year.
HA Response
Yes I. X .
No
148. Fi'J'(Iily ~K-Sufhaer.;y b1rdlment (Appli'3S only 10 HAs required to adminISter an FSS program) TIle HA has enrolled fa!ll,fies in FSS as required. (24 CFR 984.105)
HA Rersponse
a, Numh,,' nl mafltW',r/ FSS slot, (Count units fund~:l undGr the FY 1392 FSS incenllve awards and in FY 1993 and laler
IhroUlJh the ~nd 10 last complp.l~ Fede,al FY, Exclude unils funded in CO'lnecllon with Section 8 and Section 23 proJect.
basad co"I'"cllermlJ,alions; public ~ousing demolition. diSpOSItion and replace!r.enl; HUD multifamily property sales;
preoall~ or terminated mortg8!;eS under sB\:tion 236 or secIlOI1221(d)(3); and SecliC)n 8 renewal funding, Subtracllhe Lr. ---,
number of families thaI successfuJ/'{ (:omplotlld their Conlr'lcts on or after 10/21/1998,)
1- - j
or, Nu",oor of mandatory FSS 51013 undor HUD-approved excepllon L_~ .
(Jrovlou6 ooltlon III ob!lCllete
Page 2 nf 3
form HUO-52648 (6199)
ref, 24 CFR PM 985
H"-7
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