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Title:
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Certification and submission of the Section 8 Management Assessment Program (SEMAP) to the U.S. Department of Housing and Urban Development (HUD).
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
It is recommended that the City Council:
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 Mayor and the Chief Administrative Officer to execute the SEMAP
Certification.
BACKGROUND:
On September 10, 1998, the U.S. Department of Housing and Urban Development
(HUD) established the Section 8 Management Assessment Program (SEMAP).
SEMAP was designed to assist HUD with measuring the performance of Public
Housing Agencies (PHAs) that administer the Section 8 Housing Choice Voucher
(HCV) Program. Under SEMAP, PHA’s conduct a “self-evaluation” that is based on
fourteen (14) key indicators. 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
Meeting Date: August 22, 2005 Item Number: C-4
AGENDA ITEM:
Approval of the Certification and Submission of the Section 8 Management
Assessment Program (SEMAP) to the U.S. Department of Housing and Urban
Development (HUD)
Contact Person/Dept.: Tevis Barnes,
Pamela Jackson
Community Development
Department/Housing Division
Phone Number: (310) 253-5782
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List on August 17, 2005
Department Approval:
Susan Evans 8/11/05
CAO Approval:
Jerry Fulwood 8/15/05
City Controller Approval:
N/ACity of Culver City, California
City Council 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
PHA’s are required to transmit their SEMAP certification via the Internet within sixty
(60) calendar days of fiscal year end (August 29, 2005).
DISCUSSION:
The Community Development Department (CDD), Housing Division, is required to
perform its own self-evaluation under SEMAP on an annual basis. In order to
accurately complete this certification, thirty-one (31) randomly selected Section 8
HCV Program participant case files were evaluated.
Outlined below is the scoring of Key Performance Indicators. These eight (8) Key
Performance Indicators were highlighted based on the fact that they outline the
essential core functions of Section 8 HCV Program case management and program
participant file maintenance. Of note, regarding to the Performance Indicators not
highlighted in this report, all received a score of one hundred percent (100%). The
highlighted indicators are as follows:
Indicator 2 – Reasonable Rent –Thirty-one (31) files from the survey sample had
proper documentation for this category. Files resulted in a one hundred percent
(100%) performance result.
Indicator 3 – Determination of Adjusted Income – The survey resulted in a one
hundred percent (100%) performance rating. This high score in calculating adjusted
income and calculating correct tenant rent is directly related to the creation of an
internal Rent Calculation Worksheet for each file managed by the housing staff.
Additionally, the supervisor reviews each file upon completion.
Indicator 5 – Housing Quality Standard (HQS) Control Inspections – The
Housing Division remains in full compliance in FY2004/2005 in terms of performing
and subsequently auditing annual inspections. Sixteen (16) HCV Program City of Culver City, California
City Council Agenda Item Report
participant files were randomly selected and the Senior Structural Rehabilitation
Specialist re-inspected the units to ensure HQS compliance.
Indicator 7 – Expanding Housing Opportunities - Our strategy to encourage
owner participation for units outside of poverty areas and to minimize concentration
of subsidized households is implemented by our 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 participate in the Section 8 HCV Program include small gestures
like giving hand-written “thank you" notes to property owners who participate in our
housing programs and also giving twenty-five dollar ($25) gift cards to property
owners who enter into new leases through our Section 8 Housing Choice Voucher
Program or Rental Assistance Program. To maintain excellent customer service,
staff responds to owner and participants telephone calls within twenty-four (24) to
forty-eight (48) hours. Inspections for new lease-ups or rent increases are also
scheduled either same day or within twenty-four (24) to forty-eight (48) hours.
This year we will hold our third annual Property Owner Appreciation Dinner on
September 1, 2005 at the Radisson Hotel. This dinner is held to recognize
outstanding property owners who both manage and maintain their property in an
excellent manner. Sixty-five (65) owners are invited to attend this event. A
Certificate of Appreciation and a small gift will be presented to each attendee.
Additionally, we are projecting Owner Workshops where we provide information and
training about property management and maintenance.
In an effort to expand housing choice among Section 8 HCV participants, a
relationship with the Housing Authority of the City of Los Angeles (HACLA) was
developed resulting in the Culver City Housing Agency entering HACLA’s jurisdiction
of one-half (1/2) mile known as a “buffer area”. This buffer area allows Culver City
residents who are current participants of the Section 8 HCV Program to expand their
housing opportunities, while maintaining Culver City residency.
Our strategies to encourage property owners to continue participation in the Section
8 HCV Program resulted in a high score for this Indicator.
Indicator 10 – Correct Tenant Rent Calculations – Compliance is at one hundred
percent (100%). To assure one hundred percent (100%) compliance in this area,
staff will be given continual guidance and training in this area.City of Culver City, California
City Council Agenda Item Report
Indicator 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 current demand for affordable rental housing units
is steadily increasing. According to current market trends, the majority of new rental
housing developments target upper income households. Rents for existing units are
escalating beyond the ability of lower-income households to pay. Presently, there is
limited production and/or existing availability of rental housing units affordable to
lower-income households. The current market conditions have substantially
restricted the utilization of the Section 8 HCVP rental assistance program causing a
reduced lease-up rate. The Housing Division continues to aggressively pull eligible
households from our Section 8 HCV Program waiting list. Based on a vacancy rate
of less than two percent (2%), securing an affordable unit is challenging. To help
alleviate the situation and to expand housing access for residents of Culver City
participating in the Section 8 HCV Program, Culver City Housing has a relationship
with HACLA to enter their jurisdiction within one-half (1/2) mile of Culver City borders
and we continue to aggressively outreach to property owners.
FISCAL ANALYSIS:
HUD requires submission of SEMAP to ensure continued funding. For Fiscal Year
2004/2005, the Section 8 HCV Program is budgeted for $2.5 million dollars.
ATTACHMENTS:
1) SEMAP Certification (HUD Form 52648)
MOTION:
That the City Council:
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 Mayor and the Chief Administrative Officer to execute the SEMAP
Certification.
ATTACHMENT COVER SHEET
Meeting Date August 22, 2005
Item
Consider and Approve the Certification and Submission of
the Section 8 Management Assessment Program (SEMAP)
to the United States Department of Housing and Urban
Development
Attachment Page 1-3
1 Section 8 Management Assessment Program (SEMAP)
CertificationU S Department of Housing OMB Approval No 2577 0215 (exp 11/30/2006)
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 PHA s actual data for the fiscal year just ended
For PHA FY Ending (mm/dd/yyyy)
06/30/2005
Submission Date (mm/dd/yyyy)
08/29/2005
PHA Name
Culver City Housing Agency
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 Fec;j al 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|109| 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
i
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|109| 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 -/
v 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
If
At least 98% of units sampled
1 80 to 97% of units sampled
Less than 80% of units sampled|109| 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 venfied 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
At least 90°/ of files sampled
80 to 89°/ of files sampled
Less than 80/0 of files sampled|109| 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 10/0 or more in a utility rate since the last time the utility allowance schedule was revised
PHA Response Yes -/
• No|109| 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 9852) 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|109| 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 j At least 98% of cases sampled Less than 98% of cases sampled
i
No
i
No
form HUD-52648 (8/2000)
Page 1 of 4 ref 24 CFR Part 985
Previous edition is obsolete25|109| 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 junsdiction that the PHA considers areas of poverty or minonty concentration and which includes actions the PHA will take to encourage
owner participation
PHA Response Yes
i
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
i No
(c) The PHA has prepared maps that show various areas both within and neighbonng 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
li 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 expenenced difficulties in finding housing outside areas of poverty or minonty 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 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 /
v No
Enter current FMRs and payment standards (PS)
746 900 1124 1510 1714
0 BR FMR 1 BR FMR 2 BR FMR 3 BR FMR 4 BR FMR PS 746 PS 900 PS 1124 ps 1510 PS 1714
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|10 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
i
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
i
No
12 Annual HQS Inspections The PHA inspects each unit under contract at least annually (24 CFR 982 405(a))
PHA Response Yes
1/ I
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 |1010| 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 10/2011998 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
form HUD 52648 (8/2000)
ref 24 CFR Part 985
Previous edition is obsolete
Page 2 of 417|10 10|68 00
No
64%
PHA Response Yes
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
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 Junsdiction 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 pnncroal 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 pnncipal operating area dunng 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 dams and statements Conviction may result in cnminal and/or cml penalties (18 U SC 1001 1010 1012 31 U SC 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 beanng on the accuracy or completeness of the information used by the PHA in providing its
certification
form HUD 52648 (8/2000)
Page 3 of 4 ref 24 CFR Part 985
Previous edition is obsoleteSEMAP Certification - Addendum for Reporting Data for Deconcentration Bonus Indicator
Date (mm/dd/yyyy) PHA Name Pnncipal 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 pnncipal
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
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
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
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 dunng 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
1)
2)
3)
form HUD 52648 (8/2000)
ref 24 CFR Part 985
Previous edition is obsolete