City of Culver City, California
Agenda Item Report
Meeting Date: 08/12/2013 Item Number: C-2
HOUSING AUTHORITY AGENDA ITEM: Approval of the Certification and
Submission of the Section 8 Management Assessment Program (SEMAP).
Contact Person/Dept.: Tevis Barnes,
Teresa Williams- Community
Development Department/Housing
Authority
Phone Number: (310) 253-5782
Fiscal Impact: Yes [] No [ X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [ X] Date: _______________
Public Notification (Email) Meetings and Agendas-City Council (08/06/13) E-Mail)
Department Approval:
Sol Blumenfeld (07/25/13)
Housing Authority General Counsel
Approval:
Carol Schwab (by H. Baker) (08/05/13)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (08/06/13)
Executive Director Approval:
John M. Nachbar (08/06/13)
RECOMMENDATION:
Staff recommends the Culver City Housing Authority Board:
1) Approve the certification and submission of the Section 8 Management
Assessment Program (SEMAP) to the U.S. Department of Housing and Urban
Development (HUD) and,
2) Authorize the Chair and the Executive Director to execute the SEMAP
Certification on behalf of the Authority.
BACKGROUND:
SEMAP:
On September 10, 1998, HUD established the Section 8 Management Assessment
Program (SEMAP). SEMAP was designed to assist HUD with measuring the
performance of Public Housing Authorities (PHAs) that administer the Section 8
Housing Choice Voucher (HCV) Program. Under SEMAP, PHA’s conduct a “self-
evaluation” based on 14 HUD defined indicators (24 Code of Federal Regulations
Section 985.1 – 985.3). A score of 60% or higher must be received to remain in
good standing with HUD. These indicators are as follows:
1. Selection of applicants from the waiting list
2. Reasonable rent City of Culver City, California
Agenda Item Report
3. Determination of the adjusted income
4. Utility Allowance Schedule
5. Housing Quality Standard (HQS) Control Inspections
6. HQS Enforcement
7. Expanding housing opportunities
8. Payment Standards
9. Annual program participant reexamination
10. Correct tenant rent calculation
11. Pre-Contract HQS Inspection
12. Annual HQS Inspections
13. Lease-up
14. Family Self Sufficiency
PHAs are required to transmit their SEMAP certification via the Internet within sixty
(60) calendar days of fiscal year end (or no later than August 30, 2013).
DISCUSSION:
The Culver City Housing Authority (CCHA) is required to perform its own self-
evaluation under SEMAP on an annual basis. In order to accurately complete this
certification, thirty two (32) randomly selected Section 8 HCV Program participant
case files were evaluated. The number of files and file selection methodology is
defined in 24CFR Section 985.2. In summary, the CCHA self-certification score is
145 points out of 145 points or 100% (this score is above the minimum required
score of 60%). The scoring of each indicator is attached. (Attachment 1)
In a letter transmitted from HUD dated August 30, 2012, HUD verified the CCHA
score and gave the CCHA a rating of “high performance” with a score of 145. HUD
defines a rating of high performance as a score of 145. (Attachment 2)
On May 16, 2013, the CCHA received a Certificate of Excellence in honor of
outstanding effort in achieving the prestigious designation of SEMAP High
Performer. A copy of the Certificate is attached for the Board’s information.
FISCAL ANALYSIS:
HUD requires submission of SEMAP to ensure continued funding. For Calendar
Year 2013, the Section 8 HCV Program is budgeted for approximately $1.6 million.
These funds are recognized in Fund 426-Section 8 Fund.
ATTACHMENTS:
1) CCHA Indicator Scoring
2) HUD SEMAP Notification Final Score Letter City of Culver City, California
Agenda Item Report
3) SEMAP Certification (HUD Form 52648)
4) Certificate of Excellence – SEMAP High Performer
MOTION:
That the Housing Authority Board:
1) Approve the certification and submission of the Section 8 Management
Assessment Program (SEMAP) to the U.S. Department of Housing and Urban
Development (HUD); and,
2) Authorize the Chair and the Executive Director to execute the SEMAP
Certification.
ATTACHMENT
Meeting Date: August 12, 2013
Item: Approval of the Certification and Submission of the Section 8
Management Assessment Program (SEMAP)
Attachments:
Pages
1. CCHA Indicator Scoring 1-3
2. SEMAP Notification Final Score Letter 4-5
3. SEMAP Certification 6-9
4. SEMAP Certificate of Excellence 10
Culver City Housing Agency SEMAP Indicator Scoring:
Indicator 1: Selection from the Waitlist- The CCHA has written policies in its
Section 8 Administrative Plan for selecting applicants from the waiting list and
therefore is in full compliance for this indicator. Quality control showed as least
100% of families were correctly selected.
Indicator 2: Reasonable Rent - As required by HUD, all Section 8 HCV
Program files must contain information pertaining to comparable rents of each
leased unit. Of the files evaluated, each contained rent reasonableness
information and resulted in a score of 100%.
Indicator 3 – Determination of Adjusted Income – This evaluation resulted in
a one-hundred (100%) performance rating. This high score in calculating
adjusted income and calculating correct program participant rent is directly
related to the creation of an internal Rent Calculation Audit Worksheet for each
file managed by the Housing Authority staff. Additionally, the Housing Specialist,
who oversees the daily management of the Section 8 HCV Program, conducts a
quality control review of each file upon completion.
Indicator 4- Utility Allowance Schedule- The Housing Authority maintains an
up-to-date utility allowance schedule. The Housing Authority has reviewed the
utility rates that were obtained within the last 12 months. The utility allowance
schedule must be adjusted if there was a change of 10% or more in a utility rate
since the last time the utility allowance was revised. There was no change to
utility rates for water, gas or electric.
Indicator 5 – Housing Quality Standard (HQS) Control Inspections – The
Housing Authority remains in full compliance in FY 2012/2013 in terms of
performing and subsequently auditing annual inspections. The Structural
Rehabilitation Specialist and Housing Administrator re-inspected the units
randomly selected for the SEMAP evaluation to ensure HQS compliance. The
result was a one hundred percent (100%) performance rating.
Indicator 6- HQS Enforcement- The Housing Authority has not failed any units
for 2011-2012 that required action within 24 hours due to health and safety
violations and therefore did not have a quality control sample for this indicator.
The result was a one hundred percent (100%) performance rating.
Indicator 7 – Expanding Housing Opportunities - The Housing Authority
strategy to encourage owner participation was implemented by the Housing
Authority’s increased efforts to enhance property owner outreach. A strong
relationship with property owners is essential to maintaining existing and
attracting greater property owner participation which results in expanded housing
opportunities. The activities created to maintain and attract property owners to
ATTACHMENT 1
1participate in the Section 8 HCV Program include small gestures like giving hand-
written “thank you" notes and making direct telephone calls to express Housing
Authority gratitude to property owners who participate in the Section 8 HCV
Program.
To maintain excellent customer service, staff responds to property owner
telephone calls within twenty-four (24) hours. Inspections for new lease-ups or
rent increases are also scheduled either the same day or within twenty-four (24)
to forty-eight (48) hours.
In addition, the Tilden Terrace project received temporary certificate of
occupancy on June 27, 2013 bringing 32 units of newly constructed affordable
housing units. Of the 17 families currently occupying the Tilden Terrace project,
two (2) are rental assistance participants. The remaining fifteen (15) applicants
are currently undergoing the certificate process.
Housing Authority staff continues to seek out new strategies to improve
participation. Our strategies to encourage property owners to continue
participation in the Section 8 HCV Program resulted in a 100% score for this
Indicator.
Indicator 8- Payment Standards- This evaluation resulted in a one hundred
percent (100%) performance rating as the CCHA has adopted current payment
standards for the voucher program by unit size. As an example, the payment
standard for a two (2) bedroom is $1,497.00.
Indicator 9-Timely Annual Reexaminations- This evaluation resulted in a one
hundred percent (100%) performance rating as the CCHA has completed a
reexamination to determine income eligibility and affordable rent payments for
each participating family at least every 12 months.
Indicator 10 – Correct Tenant Rent Calculations – Compliance is at one
hundred percent (100%). To assure continued one hundred percent (100%)
compliance in this area, staff will be given ongoing training to stay abreast of any
changes in HUD rules and regulations in this area. In addition, one staff person is
dedicated to receiving and reviewing the HUD notices that impact daily
operations.
Indicators 11 and 12 – Pre contract HQS Inspections and Annual HQS
Inspections – One hundred percent (100%) of all units newly leased passed the
HQS inspection before the execution of a lease and Housing Assistance
Payment (HAP) contract. Additionally, one hundred percent (100%) of all units
undergo an annual inspection. Housing staff also guarantees that initial
inspections will be scheduled within forty-eight (48) hours.
ATTACHMENT 1
2Indicator 13 – Lease-Up – The Housing Authority continues to strive towards
improving the current lease up rate. This is an increased challenge with
improvements in the housing market and economy overall.
Indicator 14-Family Self Sufficiency (FSS) - Since 1999 the Housing Authority
has been awarded over $588,114 to assist Section 8 HCVP participants achieve
their goal of self sufficiency. On July 23, 2012 the City Council approved a
contract with St. Joseph’s Center to continue to provide case management,
needs assessment, job development services and supportive service referrals for
the FSS participants. A total of fifty-one (61) households have participated in
FSS. Of this number, fifteen (18) have graduated. There are currently twenty-
three (23) households enrolled in the program.
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3ATTACHMENT 2
4ATTACHMENT 2
5form HUD-52648 (8/2000)
ref. 24 CFR Part 985 Page 1 of 4
Previous edition is obsolete
U.S. Department of Housing
and Urban Development (exp. 9/30/2013)
Office of Public and Indian Housing
Section 8 Management Assessment
Program (SEMAP)
Certification
OMB Approval No. 2577-0215
Public reporting burden for this collection of information is estimated to average 12 hours per response, including the time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may
not conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a currently valid OMB control number.
This collection of information is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant-based
assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the
performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data
to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the
information collected does not lend itself to confidentiality.
Performance Indicators
1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a))
(a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list.
PHA Response Yes No
(b) The PHA’s quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in the
samples were selected from the waiting list for admission in accordance with the PHA’s policies and met the selection criteria that determined their places
on the waiting list and their order of selection.
PHA Response Yes No
2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507)
(a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable based
on current rents for comparable unassisted units (i) at the time of initial leasing, (ii) before any increase in the rent to owner, and (iii) at the HAP contract
anniversary if there is a 5 percent decrease in the published FMR in effect 60 days before the HAP contract anniversary. The PHA’s method takes into
consideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services,
maintenance or utilities provided by the owners.
PHA Response Yes No
(b) The PHA’s quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written
method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one):
PHA Response At least 98% of units sampled 80 to 97% of units sampled Less than 80% of units sampled
3. Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516)
The PHA’s quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verification
of adjusted income or documented why third party verification was not available; used the verified information in determining adjusted income; properly
attributed allowances for expenses; and, where the family is responsible for utilities under the lease, the PHA used the appropriate utility allowances for
the unit leased in determining the gross rent for (check one):
PHA Response At least 90% of files sampled 80 to 89% of files sampled Less than 80% of files sampled
4. Utility Allowance Schedule. (24 CFR 982.517)
The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within the last 12 months, and adjusted
its utility allowance schedule if there has been a change of 10% or more in a utility rate since the last time the utility allowance schedule was revised.
PHA Response Yes No
5. HQS Quality Control Inspections. (24 CFR 982.405(b))
A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required by
HUD (see 24 CFR 985.2), for quality control of HQS inspections. The PHA supervisor’s reinspected sample was drawn from recently completed HQS
inspections and represents a cross section of neighborhoods and the work of a cross section of inspectors.
PHA Response Yes No
6. HQS Enforcement. (24 CFR 982.404)
The PHA’s quality control sample of case files with failed HQS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencies
were corrected within 24 hours from the inspection and, all other cited HQS deficiencies were corrected within no more than 30 calendar days from the
inspection or any PHA-approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance
payments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligations
for (check one):
PHA Response At least 98% of cases sampled Less than 98% of cases sampled
Instructions Respond to this certification form using the PHA’s actual data for the fiscal year just ended.
PHA Name For PHA FY Ending (mm/dd/yyyy) Submission Date (mm/dd/yyyy)
Check here if the PHA expends less than $300,000 a year in Federal awards
Indicators 1 - 7 will not be rated if the PHA expends less than $300,000 a year in Federal awards and its Section 8 programs are not audited
for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must still
complete the certification for these indicators.
ATTACHMENT 3
6form HUD-52648 (8/2000)
ref. 24 CFR Part 985 Page 2 of 4
Previous edition is obsolete
7. Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)).
Applies only to PHAs with jurisdiction in metropolitan FMR areas.
Check here if not applicable
(a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineates
areas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encourage
owner participation.
PHA Response Yes No
(b) The PHA has documentation that shows that it took actions indicated in its written policy to encourage participation by owners outside areas of poverty
and minority concentration.
PHA Response Yes No
(c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing opportunities outside areas of poverty
and minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the maps
and related information when briefing voucher holders.
PHA Response Yes No
(d) The PHA’s information packet for voucher holders contains either a list of owners who are willing to lease, or properties available for lease, under
the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations that operate outside
areas of poverty or minority concentration.
PHA Response Yes No
(e) The PHA’s information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and
telephone number of a portability contact person at each.
PHA Response Yes No
(f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentration
and, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts in
any part of its jurisdiction and has sought HUD approval when necessary.
PHA Response Yes No
8. Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the PHA jurisdiction
and, if applicable, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not
less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503)
PHA Response Yes No
Enter current FMRs and payment standards (PS)
0-BR FMR _________ 1-BR FMR _________ 2-BR FMR _________ 3-BR FMR ________ 4-BR FMR _________
PS _______________ PS _______________ PS _______________ PS _______________ PS _______________
If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established separate payment standards for a PHA-designated
part of an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated area.
9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516)
PHA Response Yes No
10. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent in the rental certificate program and the family rent to owner in the rental
voucher program. (24 CFR 982, Subpart K)
PHA Response Yes No
11. Precontract HQS Inspections. Each newly leased unit passed HQS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR
982.305)
PHA Response Yes No
12. Annual HQS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a))
PHA Response Yes No
13. Lease-Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year.
PHA Response Yes No
14a. Family Self-Sufficiency Enrollment. The PHA has enrolled families in FSS as required. (24 CFR 984.105)
Applies only to PHAs required to administer an FSS program.
Check here if not applicable
PHA Response
a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and later
through 10/20/1998. Exclude units funded in connection with Section 8 and Section 23 project-based contract
terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or
terminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of
families that successfully completed their contracts on or after 10/21/1998.)
or, Number of mandatory FSS slots under HUD-approved exception
ATTACHMENT 3
7form HUD-52648 (8/2000)
ref. 24 CFR Part 985 Page 3 of 4
Previous edition is obsolete
b. Number of FSS families currently enrolled
c. Portability: If you are the initial PHA, enter the number of families currently enrolled in your FSS program, but who
have moved under portability and whose Section 8 assistance is administered by another PHA
Percent of FSS slots filled (b + c divided by a)
14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by the
percent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305)
Applies only to PHAs required to administer an FSS program.
Check here if not applicable
PHA Response Yes No
Portability: If you are the initial PHA, enter the number of families with FSS escrow accounts currently enrolled in your
FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA
Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas).
The PHA is submitting with this certification data which show that:
(1) Half or more of all Section 8 families with children assisted by the PHA in its principal operating area resided in low poverty census tracts at the end of the last
PHA FY;
(2) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area during the last PHA FY
is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the last
PHA FY;
or
(3) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area over the last two
PHA FYs is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the
end of the second to last PHA FY.
PHA Response Yes No If yes, attach completed deconcentration bonus indicator addendum.
I hereby certify that, to the best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate
for the PHA fiscal year indicated above. I also certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that casts
doubt on the PHA’s capacity to administer Section 8 rental assistance in accordance with Federal law and regulations.
Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802)
Executive Director, signature Chairperson, Board of Commissioners, signature
___________________________________________________________ _________________________________________________________
Date (mm/dd/yyyy) ____________________________________________ Date (mm/dd/yyyy) _________________________________________
The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its
certification.
ATTACHMENT 3
8form HUD-52648 (8/2000)
ref. 24 CFR Part 985 Page 4 of 4
Previous edition is obsolete
SEMAP Certification - Addendum for Reporting Data for Deconcentration Bonus Indicator
Date (mm/dd/yyyy) ____________________________
PHA Name ______________________________________________________________________________________
Principal Operating Area of PHA _____________________________________________________________________
(The geographic entity for which the Census tabulates data)
Special Instructions for State or regional PHAs. Complete a copy of this addendum for each metropolitan area or portion of a metropolitan area (i.e., principal
operating areas) where the PHA has assisted 20 or more Section 8 families with children in the last completed PHA FY. HUD will rate the areas separately
and the separate ratings will then be weighted by the number of assisted families with children in each area and averaged to determine bonus points.
1990 Census Poverty Rate of Principal Operating Area __________________________________________________
Criteria to Obtain Deconcentration Indicator Bonus Points
To qualify for bonus points, a PHA must complete the requested information and answer yes for only one of the 3 criteria below. However,
State and regional PHAs must always complete line 1) b for each metropolitan principal operating area.
1) __________ a. Number of Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA
FY who live in low poverty census tracts. A low poverty census tract is a tract with a poverty rate at or below the overall
poverty rate for the principal operating area of the PHA, or at or below 10% whichever is greater.
__________ b. Total Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA FY.
__________ c. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA’s principal operating area
at the end of the last PHA FY (line a divided by line b).
Is line c 50% or more? Yes No
2) __________ a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area
at the end of the last completed PHA FY.
__________ b. Number of Section 8 families with children who moved to low poverty census tracts during the last completed PHA FY.
__________ c. Number of Section 8 families with children who moved during the last completed PHA FY.
__________ d. Percent of all Section 8 mover families with children who moved to low poverty census tracts during the last PHA fiscal
year (line b divided by line c).
Is line d at least two percentage points higher than line a? Yes No
3) __________ a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area
at the end of the second to last completed PHA FY.
__________ b. Number of Section 8 families with children who moved to low poverty census tracts during the last two completed PHA FYs.
__________ c. Number of Section 8 families with children who moved during the last two completed PHA FYs.
__________ d. Percent of all Section 8 mover families with children who moved to low poverty census tracts over the last two completed
PHA FYs (line b divided by line c).
Is line d at least two percentage points higher than line a? Yes No
If one of the 3 criteria above is met, the PHA may be eligible for 5 bonus points.
See instructions above concerning bonus points for State and regional PHAs.
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