City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council:
1) Approve the certification and submission of the Section 8 Management
Assessment Program (SEMAP) for the year ending June 30, 2006 to the U.S.
Department of Housing and Urban Development (HUD) and,
2) Authorize the Mayor and the City Manager 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
5. Housing Quality Standard (HQS) Control Inspections
6. HQS Enforcement
Meeting Date: 08/14/06 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,
Mona Karroum
Community Development
Department/Housing Division
Phone Number: (310) 253-5782
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master Notification List (08/09/06)
Department Approval:
Susan Evans (08/03/06)
City Manager Approval:
Jerry B. Fulwood (08/09/2006)
City Controller Approval: C-5 City of Culver City, California
City Council Agenda Item Report
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, 2006).
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. Regarding 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 –Twenty-eight (28) files from the survey sample
had proper documentation for this category. Files resulted in a ninety percent (90%)
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 FY 2006/2007 in terms of performing
and subsequently auditing annual inspections. Fifteen (15) HCV Program
participant files were randomly selected and the Senior Structural Rehabilitation
Specialist or Housing Administrator re-inspected the units to ensure HQS
compliance.City of Culver City, California
City Council Agenda Item Report
Indicator 7 – Expanding Housing Opportunities - Our strategy to encourage
owner participation of 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
August 3, 2006 at the Radisson Hotel. This year’s Hawaiian themed dinner is held to
recognize outstanding property owners who both manage and maintain their
property in an excellent manner. Over thirty (30) owners are scheduled to attend
this event. A Certificate of Appreciation and a small gift will be presented to each
attendee.
Housing staff continues to seek out new strategies to improve owner participation.
Some of these new strategies include:
Contacting local radio stations for further information on broadcasting
information regarding the program.
Scheduling meetings with local cable advertisement representatives to
discuss a possible televised commercial broadcast.
Purchasing advertisements in local newspapers to recruit owners for the
program.
Creating a “Coupon Book” to distribute to new participating owners. This
coupon booklet may include such items as a free carpet shampooing.
Planning a Housing Agency Management Association (HAMA) roundtable
discussion where local Housing Agencies meet and discuss different ways of
encouraging property owners to participate in the Section 8 program.City of Culver City, California
City Council Agenda Item Report
Hosting an “Open House” for Culver City property owners so they may meet
Housing Staff and learn more about the Section 8 Program.
HQS Grant which allows qualified owners with failed properties to participate
in a $500.00 reimbursement towards the improvement of their property.
Culver City is currently a Westside Rentals client. These rental listings are
distributed to Culver City Housing Choice Voucher holders.
The Division’s website is updated quarterly with the current Housing
information.
Additionally, we are conducting Owner Workshops where we provide information
and training about property management and maintenance.
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 continued one hundred percent (100%) compliance in
this area, staff will be given ongoing training.
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 – Our current lease-up rate is eighty percent (80%). HUD
requires a lease-up rate of at least ninety-five percent (95%). As of June 30, 2006,
we had 216 lease-ups (207 vouchers and 9 welfare-to-work). We currently have
approximately eleven (11) active voucher holders conducting housing searches. In
addition, we have four (4) households waiting to be briefed and certified pending
clearance of their criminal background check. 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.
The Housing Division has contacted our local HUD field representative to schedule a
meeting sometime in the end of August to discuss the possibility of opening up the City of Culver City, California
City Council Agenda Item Report
Section 8 waitlist sometime early next year. This will be done in attempt to increase
the lease-up rate.
FISCAL ANALYSIS:
HUD requires submission of SEMAP to ensure continued funding. For Fiscal Year
2006/2007, the Section 8 HCV Program is budgeted for approximately $2.4 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 City Manager to execute the SEMAP Certification.
MEETING DATE: August 14, 2006
CONSENT 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).
ATTACHMENT
Pages
1. SEMAP Certification 1-3U.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.
Culver City Housing Agency
For PHA FY Ending (mm/dd/yyyy)
06/30/2006
Submission Date (mm/dd/yyyy)
08/29/2006
PHA Name
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 Fe 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
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 -1 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
form HUD-52648 (8/2000)
Page 1 of 4 ref. 24 CFR Part 985
Previous edition is obsolete25
Previous edition is obsolete
Page 2 of 4
form HUD-52648 (8/2000)
ref. 24 CFR Part 985
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
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 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)
$789.00 $952.00 $1189.00 $1597.00 $1921.00
0-BR FMR 1-BR FMR 2-BR FMR 3-BR FMR 4-BR FMR PS $746.00 PS $900.00 PS $1124.00 PS $1510.00 PS $1816.00
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 exception5|10 10|2 4 . 0 0
No
VI 60%
PHA Response Yes
Previous edition is obsolete
form HUD-52648 (8/2000)
Page 3 of 4 ref. 24 CFR Part 985
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 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.|1013|