City of Culver City, California
Agenda Item Report
Meeting Date: 08/13/2012 Item Number: C-5
CITY COUNCIL AGENDA ITEM: Approval of the Certification and Submission of the
Section 8 Management Assessment Program (SEMAP).
Contact Person/Dept.: Tevis Barnes,
Mona Kennedy- 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 (8/09/12) (E-Mail):
Department Approval:
Sol Blumenfeld: (08/07/12)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/08/12)
Chief Financial Officer Approval:
Jeff Muir (08/08/12)
City Manager/Executive Director Approval:
John M. Nachbar (08/09/12)
RECOMMENDATION:
Staff recommends the Culver City Housing Authority Board (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 Authority Chair and the Executive Director to execute the SEMAP
Certification on behalf of the Housing Authority
BACKGROUND:
SEMAP:
On September 10, 1998, HUD established SEMAP. The Section 8 Management
Assessment Program 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 HUD defined fourteen (14) 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
3. Determination of the adjusted income
4. Utility Allowance Schedule City of Culver City, California
Agenda Item Report
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
Public Housing Authorities are required to transmit their SEMAP certification via the
Internet within sixty (60) calendar days of fiscal year end (August 30, 2012).
DISCUSSION:
The Housing Authority is required to perform its own self-evaluation under SEMAP
on an annual basis. In order to accurately complete this certification, seventeen (17)
randomly selected Section 8 HCV Program participant case files were evaluated.
The number of files and file selection methodology is defined in 24 Code of Federal
Regulations (CFR) section 985.2. In summary, the CCHA self certification score is
125 points out of 145 points or 86% (this score is above the minimum required score
of 60%). The scoring of each indicator is attached. (Attachment 1). During the
2010/2011 fiscal year, the Housing Authority received a score of 100. In a letter
transmitted from HUD dated October 18, 2012, HUD verified the CCHA score and
gave the CCHA a rating of “high performance”.
FISCAL ANALYSIS:
HUD requires submission of SEMAP to ensure continued funding. For Calendar
Year 2012, the Section 8 HCV Program is budgeted for approximately $1.9 million
dollars. These funds are recognized in Fund 426-Section 8 Fund.
ATTACHMENTS:
1) CCHA Indicator Scoring
2) SEMAP Certification (HUD Form 52648)
MOTION:
That the Authority Board:
City of Culver City, California
Agenda Item Report
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 Authority Chair and the Executive Director to execute the
SEMAP Certification.
MEETING DATE: 08.13.12
AGENDA 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 Certification (HUD Form 52648)
4-7 ATTACHMENT 1
Culver City Housing Agency SEMAP Indicator Scoring:
Indicator 1: Selection from the Waitlist- The CCHA has written policies in its
administrative plan for selecting applicants from the waiting list and therefore is in
full compliance for this indicator.
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 not a significant
adjustment to utility rates for water however there was an increase in the rates
for gas which is documented and has been adjusted.
Indicator 5 — Housing Quality Standard (HQS) Control Inspections — The
Housing Authority remains in full compliance in FY 2011/2012 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
1 ATTACHMENT 1
participate 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.
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.
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.
Indicator 13 — Lease-Up — The Housing Authority continues to strive towards
improving the current lease up rate. It is anticipated that with the downturn in the
economy, more landlords will contact the CCHA to list their unit and make it
available to qualified program participants that have received a Section 8 HCV
Program Voucher.
Indicator 14-Family Self Sufficiency (FSS) - Since 1999 the Housing Authority
has been awarded over $521,900 to assist Section 8 HCVP participants achieve
their goal of self sufficiency. On July 23, 2012 the City Council approved a
2 ATTACHMENT 1
contract with St. Joseph's Center to provide case management, needs
assessment, job development services and supportive service referrals for the
FSS participants. Over the past year participation in the FSS Program has
increased and the FSS Coordinator continues to provide these services. A total
of fifty-one (51) households have participated in FSS. Of this number, fifteen
(15) have graduated. There are currently twenty-five (25) households enrolled in
the program.
3 ATTAM-19404 111\ 12, 2577-0215
(exp. 913012013)
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
Section 8 Management Assessment
Program (SEMAP)
Certification
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.
Instructions Respond to this certification form using the PE -IA's actual data for the fiscal year just ended.
PHA Name
For PHA FY Ending (mm/dd/yyyy) Submission Date (mm/dd/yyyy)
Culver City Housing Authority
06/30/2012 08/29/2012
Check here if the PHA expends less than $300,000 a year in Federal awards
fl
Indicators I - 7 will not be rated if the PHA expends less than $300,000 a year in Feal 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.
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
1 At least 98% of units sampled I I 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 tiles 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 I 1 I 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 I V I No
5. HOS 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 I
I At least 98% of cases sampled Less than 98% of cases sampled
form HUD-52648 (812000)
ref. 24FR Part 985
Previous edition is obsolete
Page 1 of 4 ATTA011MEN 2
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 uo)(
Applies only to PHAs with jurisdiction in metropolitan FMR areas.
Check here if not applicable I I
(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 Yee No I
(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
(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
YesIj
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 I ,/ I 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 973
1-BR FMR 1173
2-BR FMR 1465
3-BR FMR 1967
4-BR FMR 2367
PS 994
PS 1199
PS 1497
PS 2011
PS 2419
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 FNIR and payment standard comparisons for each FNIR 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 I I
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
25
families that successfully completed their contracts on or after 10/21/1998.)
or, Number of mandatory FSS slots under HUD-approved exception
form Hup-5p48 (8/2000)
ref. 24FR Part 985
Previous edition is obsolete
Page 2 of 4 ATTACHMENT 2
b. Number of FSS families currently enrolled
25
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
0
Percent of FSS slots filled (b c divided by a)
100.00
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 I
PHA Response
Yes
No
40
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:
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 daims 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.
form HUD-5648 (8/2000)
ref. 24 1 1ZFR Part 985
Previous edition is obsolete
Page 3 of 4 ATTACHMENT 2
SEMAP Certification Addendum for Reporting Data for Deconcentration Bonus Indicator
Date (mm/cItliyyyy)
PHA Marne
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 I I
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 I
No I
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 I I
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.
2)
3)
form HUD-52,648 (812000)
ref, 241CFR Part 985
Previous edition is obsolete