2020-03-18 Housing Authority Item H2 Public Housing Agency PlanMEETING DATE:
PREPARED BY:
DEPARTMENT:
SUBJECT:
March 18, 2020
Nikki Photinos
Program Coordinator
Development Services
AGENDA REPORT
Housing Authority
INTERIM DEPT
DIRECTOR:
CITY MANAGER:
Carrie Bedord
Karen Brust
Public Hearing for consideration and approval of the draft FY 2020 -25 Public Housing Agency
Plan for the City of Encinitas Housing Authority.
RECOMMENDED ACTION:
Approve the draft FY 2020 -25 Public Housing Agency (PHA) Plan and authorize the Encinitas
Housing Authority Executive Director (City Manager) to submit the FY 2020 -25 PHA Plan with
any required certifications to the U.S. Department of Housing and Urban Development (HUD).
STRATEGIC PLAN:
This report relates to the Community Planning Focus Area of the Strategic Plan.
FISCAL CONSIDERATIONS:
There are no fiscal or staff impacts to the recommended actions. HUD provides annual funding
to the City of Encinitas Housing Authority (EHA) for the Section 8 Housing Choice Voucher
Program (HCVP).
BACKGROUND:
The following is an overview of the federal Section 8 Program administered locally, and
PHA Plan requirements:
A. Federal Section 8 Housing Choice Voucher Program
The Section 8 HCVP was first authorized by Congress in 1974 and is HUD's major
program for assisting very -low income households to afford safe and decent housing
in the private market. A very -low income household earns less than 50% of the area
median income, which is equivalent to $53,500 for a family of four in 2019. Funding
is allocated from HUD to housing authorities on an annual basis to administer their
local rental assistance programs. Eligible households that receive a housing voucher
are responsible for finding a suitable housing unit of their choosing and where the
2020 -03 -18 Item #H2 Page 1 of 9
owner is willing to participate in the program. The households pay approximately 30
percent of their monthly income towards the rent and the Encinitas Housing Authority
provides the subsidy to cover the remainder of the monthly rent.
B. Encinitas Section 8 Program
The City of Encinitas Housing Authority was first established in 1994. The Encinitas
Housing Authority receives approximately $1,075,000 annually, which can support
rental assistance to approximately 100 very -low income Encinitas households.
Currently the maximum amount of subsidy provided ranges from $1,575 for a studio
to $4,014 for a four - bedroom in zip code 92024 and $1,782 for a studio to $4,554 for
a four - bedroom in zip code 92007.
C. Public Housing Agency Plan
Section 511 of the Quality Housing and Work Responsibility Act of 1998 created the
public housing agency five -year and annual plan requirement. The Public Housing
Agency Plan describes the mission of the agency, and the agency's long -range goals
and objectives for achieving its mission over the five -year period. In November 2008,
HUD issued a notice that provides administrative relief for qualified small public
housing agencies. A qualifying small public housing agency is defined as not
exceeding more than 550 combined units of Section 8 vouchers and public housing
and does not have a failing score under an annual Section 8 Management
Assessment Program ( SEMAP) review. HUD uses SEMAP to measure the
performance of public housing agencies that administer Section 8 HCV programs
and gives a rating of "High Performer," "Standard," or "Troubled."
As a qualified small public housing agency, with 136 Section 8 vouchers and a high
performer SEMAP rating, the EHA must complete the five -year PHA Plan, however,
is not required to complete annual action plans. The PHA Plan has been prepared
using HUD's standard template, and some of the sections are not applicable to the
EHA.
ANALYSIS:
A. FY2020 -25 Public Housing Agency Plan Overview
As described in the draft PHA Plan, the EHA will continue to serve the needs of very -low
income households within the City of Encinitas. The PHA Plan's goals and objectives are
contained within three broad themes: Efficiency and effectiveness; leveraging and
expansion of services; and ensuring fair housing.
Efficiencv and Effectiveness
To be rated a "high performer ", a Housing Authority must achieve a utilization rate of 95
percent. Utilization is the agency's use of HUD's voucher allocation or budgeted funds
(the percentage of allocated funds vs. expended funds during the year). The EHA will
strive to maintain a utilization rate of no less than 95 percent and continue to be a high
performer based on the SEMAP review.
Leveraginq and Expansion of Services
The EHA owns 16 units which are reserved for lower income households and strives to
maintain a 95 percent occupancy rate. Section 8 Housing Choice Voucher Program
Participants often occupy these units. Staff works closely with the property management
2020 -03 -18 Item #H2 Page 2 of 9
firm to ensure that vacancies are quickly re- rented, and whenever possible, refer new
Section 8 participants to fill the vacancy. Additionally, EHA staff will continue to reach
out to property owners participating in the Section 8 Program to inform them about
upcoming educational workshops and meetings.
Ensuring Fair Housing
The EHA, through other City programs (such as the CDBG- funded Encinitas Fair
Housing Program), will continue to retain the services of a Fair Housing provider for
residents, landlords, and property managers. A Fair Housing provider offers
tenant /landlord mediation, education and outreach, and assistance with housing
discrimination complaints. Additionally, EHA staff will participate in fair housing events,
and promote and further fair housing awareness, such as attendance of fair housing
workshops, trainings, or other City events.
B. Violence Against Women Act (VAWA) Goals
Based on conversations with HUD, staff is recommending additional actions be included
in the Section BA Violence Against Women Act (VAWA) Goals. Included are the
specific actions that the EHA has taken to comply with VAWA requirements, such as
providing referrals to agencies that provide domestic violence services and updating the
administrative plan to include VAWA.
C. Resident Advisory Board
HUD requires that each Housing Authority establish a Resident Advisory Board (RAB)
composed of Section 8 participants as part of the PHA plan process. The primary
function of the RAB is to make recommendations in the development of the PHA plan.
Participation in the RAB is limited to residents that are assisted under the Section 8 HCV
program, and Section 8 only Housing Authorities (those with no public housing) have
discretion in the RAB appointment process. EHA staff appointed six Section 8
participants to the RAB, and a meeting was held in January to facilitate feedback
regarding the development of the draft FY 2020 -25 PHA Plan. The RAB made
recommendations, with staff's assistance, to clarify two of the goals and their objectives
which are reflected in the proposed PHA Plan that is summarized below. The full Plan
can be found in Attachment 1. The RAB unanimously supported the goals and
objectives as revised in the draft FY 2020 -25 PHA Plan.
Public Review Draft:
Goal: Expand the quantity and quality of housing choices to participants.
Objectives: Encourage owner participation in the Section 8 program.
Continue good working relationships with existing owners.
Goal: Continue funding of Fair Housing administration for the EHA.
Objective: Participate in annual Fair Housing Events that promote and further fair
housing awareness.
RAB Recommendations
Goal: Expand the quantity and quality of housing choices to participants.
Objectives: Achieve a 95% occupancy rate for EHA owned units.
Continue good working relationships by informing and educating owners
about the Section 8 program.
2020 -03 -18 Item #H2 Page 3 of 9
Goal: Ensure compliance with Fair Housing Law.
Objectives: Continue funding of Fair Housing administration for the EHA.
Participate in annual Fair Housing Events that promote and further fair
housing awareness.
D. Public Noticing
The City's draft FY 2020 -25 PHA Plan was noticed and made available to the public for
at least 45 days for review and comment, from January 24 — March 9, 2020. Notice of
the public review and comment period was published in the Coast News and on the
City's website. No comments have been received as of the preparation of this report.
Any public comments received related to the PHA plan will be included for the EHA's
consideration. The PHA Plan must be submitted to HUD no later than April 15' (75 days
prior to the end of this fiscal year).
E. FY 2015 -20 Results
The draft FY 2020 -25 PHA Plan also identifies the EHA's past five -year performance on
goals and objectives, as shown in Section B.3 of the draft FY 2020 -25 PHA plan. The
EHA has met and /or exceeded all the goals and objectives during the previous five -year
period. For example, the EHA maintained a utilization rate of 97 percent during the
previous five -year period and received a "High Performer" SEMAP rating. In addition,
the EHA retained the services of a Fair Housing service provider for tenants and
landlords during the five -year period, and participated in many fair housing events, such
as regional trainings, and seminars.
ENVIRONMENTAL CONSIDERATIONS:
Pursuant to Public Resources Code Section 21065, this action does not constitute a "project"
within the meaning of CEQA in that it has no potential to cause either a direct physical change
in the environment, or a reasonably foreseeable indirect physical change in the environment,
and therefore does not require environmental review. The action before the EHA Board is to
consider and approve the five -year Public Housing Agency Plan and submittal to HUD.
ATTACHMENTS:
1. Draft FY 2020 -25 Public Housing Agency Plan
2020 -03 -18 Item #H2 Page 4 of 9
ATTACHMENT 1
5-Year PHA Plan U.S. Department of Housing and Urban Development OMB No. 2577 -0226
Office of Public and Indian Housing Expires: 02/29/2016
(for All PHAs)
Purpose. The 5 -Year and Annual PHA Plans provide a ready source for interested parties to locate basic PHA policies, rules, and requirements
concerning the PHA's operations, programs, and services, and informs HUD, families served by the PHA, and members of the public of the
PHA's mission, goals and objectives for serving the needs of low- income, very low- income, and extremely low- income families
Applicability. Form HUD - 50075 -5Y is to be completed once every 5 PHA fiscal years by all PHAs.
A. I PHA Information.
AA I PHA Name: City of Encinitas Housing Authority PHA Code: CA155
PHA Plan for Fiscal Year Beginning: (MM/YYYY): 07/2020
PHA Plan Submission Type: ® 5 -Year Plan Submission ❑ Revised 5 -Year Plan Submission
Availability of information. In addition to the items listed in this form, PHAs must have the elements listed below readily available to the public.
A PHA must identify the specific location(s) where the proposed PHA Plan, PHA Plan Elements, and all information relevant to the public hearing
and proposed PHA Plan are available for inspection by the public. Additionally, the PHA must provide information on how the public may
reasonably obtain additional information on the PHA policies contained in the standard Annual Plan, but excluded from their streamlined
submissions. At a minimum, PHAs must post PHA Plans, including updates, at each Asset Management Project (AMP) and main office or central
office of the PHA. PHAs are strongly encouraged to post complete PHA Plans on their official websites. PHAs are also encouraged to provide
each resident council a copy of their PHA Plans.
The 5 -Year PHA Plan is available on the City of Encinitas' website at www.encinitasca.2ov; and at City Hall, 505 South Vulcan Avenue,
Encinitas, CA 92024
PHA Plan Elements
1. Eligibility, Selection and Admissions Policies, including Deconcentration and Wait List Procedure
Eligibility is limited to very low income participants (i.e. <50% of area median income). The EHA has preference in the selection of
participants from its waiting list. The preferences have a point value and the applicants with the highest points along with date and time on
the waiting list will receive the highest priority. The preferences are: (1) resident of or employed in the Ciry of Encinitas; (2) elderly,
disabled, families with dependent children, homeless, or veteran; and, (3) date and time of application.
2. Financial resources
The EHA receives Section 8 Housing Choice Voucher annual funding of approximately $1,075,000.
3. Rent Determination
Rent is determined based on annual Fair Market Rents and the established Payment Standards, which are reviewed, evaluated, and
periodically revised.
4. Operation and Management
The EHA is operated within the City of Encinitas organization, which provides staffing, facilities, and supportive infrastructure. The EHA
owns 16 units that are not Public Housing units. The units may be leased to Section 8 HCV participants but are not project based Section 8
HCV units. Property management of the units is currently provided by a private property management firm in consultation with EHA staff.
5. Grievance Procedures
The EHA has an informal review and hearing procedure, as outlined in its Administrative Plan. Tf an applicant is determined to be ineligible
on the basis of income, household composition, or for any other reason, the applicant shall be notified promptly by letter of the determination,
including reasons. The applicant shall be infornied in the letter of their right to an informal review, if requested within fourteen days from the
date of the letter, to make written or oral objections to the EHA determination.
6. Designated Housing for Elderly and Disabled Families
The EHA does not have any Public Housing and therefore this element is not applicable.
7. Community Service and Self- Sufficiency
The EHA does not have any Public Housing and therefore this element is not applicable.
8. Safety and Crime Prevention
The EHA does not have any Public Housing and therefore this element is not applicable.
9. Pets
The EHA does not have any Public Housing and therefore this element is not applicable.
10. Civil Rights Certification
The EHA, through the City ofEncinitas's Analysis ofTmpediments to Fair Housing Choice and Consolidated Plan, actively participates in
regional fair housing activities, retains a fair housing administrative organization provider, and on a regional and local level implements
measures to overcome impediments to fair housing choice. The EHA has executed a Civil Rights Certification.
11. Fiscal Year Audit
The most recent audit (FY 2018 -19) did not identify any operational or financial findings of the EHA.
12. Asset Management
The EHA does not have any Public Housing and therefore this element is not applicable.
13. Violence Against Women Act (VAWA)
As identified in the Five -Year Goals and Objectives, the EHA, in conjunction with the City of Encinitas, continues to fund a local nonprofit
organization, which provides housing, food, and support services to abused or threatened victims of domestic violence, including women and
children.
2020 -03 -1 8 Page f ! form HUpr5oo755Y�2/O2(11g1
� � rage i �yj
2020-03-18 item #N2 Pamp- 6 nf 9-
Page 2 of 3 form HUD -50 -5Y (12 2014)
❑ PHA Consortia: (Check box if submitting a Joint PHA Plan and complete table below
Participating PHAs
PHA
Program(s) in the Programs) not in the No. of Units in Each Program
Code
Consortia Consortia PH HCV
Lead PHA:
B.
5-Year Plan. Required for all PHAs completing this foam.
Ilk
B.1
Mission. State the PHA's mission for serving the needs of low- income, very low- income, and extremely low- income families in the PHA's
jurisdiction for the next five years.
To promote adequate and affordable housing, economic opportur ity, and a suitable living environment for Encinitas residents o f all income levels.
Specific to lower income families, the EHA shall maximize available resources in providing decent, safe, and affordable housing to eligible
households.
13.2
Goals and Objectives. identify the PHA's quantifiable goals and objectives that will enable the PHA to serve the needs of low- income, very low -
income, and extremely low- income families for the next five years.
Goal: Manage the EHA's existing Section 8 program in an efficient and effective manner
Objectives: Maintain no less than a 95% utilization rate for available vouchers or budget authority
Achieve a high performer rating during the five -year period
Goal: Expand the quantity and quality of housing choices to participants
Objectives: Achieve a 95% occupancy rate for EHA owned units
Continue good working relationships by informing and educating owners in the Section 8 program.
Goal: Ensure compliance with Fair Housing Law
Objectives: Continue funding of Fair Housing administration for the EHA
Participate in annual Fair Housing Events that promote and further fair housing awareness
Goal: Ensure compliance with the Violence Against Women Reauthorization Act of 2013 (VAWA)
Objectives: Continue funding of local nonprofit providing emergency and transitional housing for victims of domestic violence
Continue participant awareness of available resources of the EHA in compliance with VAWA
13.3
Progress Report. Tnclude a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5 -Year Plan.
Goal & Objective: Manage the EHA's existing Section 8 program efficiently and effectively, and maintain no less than a 95% utilization rate for
available vouchers or budget authority
Pro_ress: The EHA achieved a 97% utilization rate
The EHA was rated a high performer by HUD for the fiscal year ended 06/30/2019.
Goal & Objective: Expand the quantity and quality of housing choices to participants, and achieve a 95% occupancy rate for EHA owned units
Progress: The EHA achieved a 100% occupancy rate for the EHA owned units, and several new property managers are participating in the Section
8 program.
Goal: Continue funding of Fair Housing administration for the EHA
Progress: Through funding from the Community Development Block Grant (CDBG) program, the City has contracted with Legal Aid Society to
provide fair housing services.
Goal: Ensure compliance with the Violence Against Women and Department of Justice Reauthorization Act of 2005 (VAWA)
Poo;ress: The City has continued to provide funding to a local nonprofit that provides emergency and transitional housing to victims of domestic
violence.
2020-03-18 item #N2 Pamp- 6 nf 9-
Page 2 of 3 form HUD -50 -5Y (12 2014)
B.4
Violence Against Women Act (VAWA) Goals. Provide a statement of the PHA's goals, activities objectives, policies, or programs that will
enable the PHA to serve the needs of child and adult victims of domestic violence, dating violence, sexual assault, or stalking.
As identified in the Five -Year Goals and Objectives, the EHA, in conjunction with the City of Encinitas, continues to fund a local nonprofit
organization which provides housing, food, and support services to abused or threatened victims of domestic violence, including women and
children.
The EHA has updated its Administrative Plan to comply with VA`VA and has trained staff on outside resources available to child and adult victims
of domestic violence, dating violence, sexual assault, or stalking. Staff provide referrals to outside agencies that provide such services, including
the Community Resource Center, which is located in Encinitas and provides domestic violence services in the EHA service area. The EHA will
continue to review cases of possible domestic violence to ensure that applicants and participants are not denied housing assistance based upon an
incident or incidents of domestic violence, dating violence, sexual assault, or stalking.
B.5
Significant Amendment or Modification. Provide a statement on the criteria used for determining a significant amendment or modification to the
5 -Year Plan.
A significant amendment or modification is any revision of an identified Goal or Objective that does not implement the intent of the Goal or
Objective.
B.6
Resident Advisory Board (RAB) Comments.
(a) Did the RAB(s) provide comments to the 5 -Year PHA Plan?
Y N
® ❑
(b) ITyes, comments must be submitted by the PHA as an attachment to the 5 -Year PHA Plan. PHAs must also include a narrative describing their
analysis of the RAB recommendations and the decisions made on these recommendations.
B.7
Certification by State or Local Officials.
Form HUD 50077 -SL, Certification by State or Local Officials of PHA Plans Consistency with the Consolidated Plan, must be submitted by the
PHA as an electronic attachment to the PHA Plan.
2020-03-18 item #H2 Pamp- 7 nf 9-
Page 3 of 3 form HUD -50 -5Y (12 2014)
oiry of � i
HOUSING AUTHORITY
RESIDENT ADVISORY BOARD MEETING
Encinitas City Hall
January 31, 2020 2:30 PM
f•11►111111*
Resident Advisory Board Attendees:
Tonya Bautista
Lupita Chavez
Andrea Edington
Lu Mohler, Housing Authority Board Member (Tenant Commissioner)
Carrie Rampp
Sarito Sun
Staff Attendees:
Jennifer Gates, Principal Planner
Nikki Photinos, Program Coordinator
Meeting began at approximately 2:35 pm
I. Introductions
Everyone introduced themselves
Overview of PHA Plan
Nikki Photinos went over the draft PHA plan
III. Comments on the PHA Plan
Members of the board had questions on the goals. They felt that the objectives
on two of the goals were too broad. Staff and members of the Resident Advisory
Board worked together to develop language which was approved by the Board
as the recommendations to the Housing Authority.
The recommendations are as follows:
Public Review Draft:
Goal: Expand the quantity and quality of housing choices to participants
Objectives: Encourage owner participation in the Section 8 program
Continue good working relationships with existing owners
Goal: Continue funding of Fair Housing administration for the EHA
Objective: Participate in annual Fair Housing Events that promote and further
fair housing awareness
2020 - 0,51` Vulcan Avenue, Encinitas, "rW 2 • Phone (760) 633 -2723 page 8 of 9
.uu- ,..Karim
Goal: Expand the quantity and quality of housing choices to participants
Objectives: Achieve a 95% occupancy rate for EHA owned units
Continue good working relationships by informing and educating
owners about the Section 8 program.
Goal: Ensure compliance with Fair Housing Law
Objectives: Continue funding of Fair Housing administration for the EHA
Participate in annual Fair Housing Events that promote and further
fair housing awareness
IV. Adjourn
Meeting adjourned at approximately 3:45 pm
2020 -03 -18 Item #H2 Page 9 of 9