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) 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
7. Expanding housing opportunities
Meeting Date: 08/25/08 Item Number: A-8
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: [X] Attachments: [X]
Public Notification:
Master E-Mail Notification List (08/20/08)
Department Approval:
Sol Blumenfeld (07/23/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/20/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (08/20/08)
City Manager Approval:
Jerry B. Fulwood (08/20/08) City of Culver City, California
City Council Agenda Item Report
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 (or no later than August 29, 2008).
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, twenty-seven (27) 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. The following Performance Indicators not highlighted in
this report including: indicators 1 (selection of applicants from the waiting list); 4
(Utility Allowance Schedule); 6 (HQS Enforcement); 8 (Payment Standards); and 9
(Annual Program Participant Reexamination) received a score of one hundred
percent (100%).
The indicators highlighted in this report are as follows:
Indicator 2 – Reasonable Rent –Twenty-seven (27) 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 FY 2007/2008 in terms of performing
and subsequently auditing annual inspections. Fifteen (15) 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 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 HCVP Program. To
maintain excellent customer service, staff responds to owner and participants
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.
This year the fifth annual Property Owner Appreciation Dinner was held on August
14, 2008 at the Courtyard by Marriott. This year’s 1950’s themed dinner is held to
recognize outstanding property owners who both manage and maintain their
property in an excellent manner. Approximately sixty-five (65) people were
scheduled to attend this event. A Certificate of Appreciation and a small gift was
presented to each attendee.
Housing staff continues to seek out new strategies to improve owner participation.
Some of these new strategies include:
• Working with BIG Imagination, a local public relations agency, to help create
and facilitate our outreach/public relations campaign.
• Hosting a Housing Agency Management (HAMA) roundtable where local
Housing Agencies meet and discuss different ways of encouraging property
owners to participate in the Section 8 program.
• Hosting an “Open House” for Culver Culver City property owners so they
may meet Housing Staff and learn more about the Section 8 Program and
other programs offered by the Housing Division.
• Creating the Housing Quality Standard (HQS) Grant which allows qualified
owners with failed properties to participate in a $500.00 reimbursement
towards the improvement of their property. City of Culver City, California
City Council Agenda Item Report
• Informing property owners of our Neighborhood Preservation Program (NPP)
which provides grants to address deferred 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 provided with 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 – The Housing Division is currently below the required
lease-up percentage. HUD requires a lease-up rate of at least ninety-five percent
(95%). The Housing Division continues to aggressively pull eligible households from
our Section 8 HCV Program Waiting List. Vouchers are issued each month for
applicants that are found to have preliminary eligibility. Based on a vacancy rate of
less than two percent (2%), and rents far above the HUD allowed Fair Market Rent
(FMR), securing an affordable unit in Culver City and surrounding areas is
challenging.
As stated above, and with the challenging vacancy rate and high rents, the Housing
Division entered into a contract with BIG Imagination, to assist in putting a new face
on affordable housing by creating consumer friendly marketing materials and
brochures that will help to “Tell our Story”. The Housing Division is very encouraged
that this marketing/public relations campaign and outreach will assist in increasing
property owner participation. To date the Housing Division has had several
meetings with BIG Imagination and has been involved in brainstorming several
sessions. From this the following draft items have been created:
• CCHD Color Palette
• CCHD Logo
• Brochure Inserts
• Photos of CCHD Program Participants and Property Owners
• New Letterhead and Envelopes
• New Business Cards City of Culver City, California
City Council Agenda Item Report
• General Brochure
On August 12, 2008 the information above is being presented to the Advisory
Committee on Redevelopment (ACOR) for their review and comment.
Additionally, on January 7, 2008 the City Council and Redevelopment Agency
approved entering into a contract with St. Joseph’s Center to provide staff with a
Housing Relocation Specialist. St. Joseph’s Center will assist the CCHA with
housing relocation services for the Section 8 HCV Program and help participants to
utilize their vouchers by connecting families with potential property owners and
assisting them in the housing search. The Housing Relocation Specialist works with
each family in selecting the area in Culver City in which they will live, ensuring that
the family’s new home has easy access to community amenities such as bus stops,
grocery stores/shopping, public schools, libraries, hospital/healthcare, parks and
recreation facilities and child-care providers. The Housing Relocation Specialist also
identifies resources and provides referrals to each family depending upon their
needs.
Indicator 14-Family Self Sufficiency- The Housing Division recently submitted its
2008 Family Self Sufficiency (FSS) Coordinator Grant renewal application. Since
1999 the Housing Division has been awarded approximately $457,000 to assist
Section 8 HCV participants achieve their goal of self sufficiency. It is hopeful that an
award amount of $64,909 will be granted this year.
St. Joseph’s Center was recently selected to provide case management services
and function as the FSS Coordinator. In an effort to recruit additional FSS
participants, on June 24, 2008, all Section 8 HCVP Participants were sent flyers to
invite them to a July 8, 2008 FSS recruitment workshop. Seven (7) individuals
attended the workshop and three (3) of the attendees have shown interest in the
FSS Program.
FISCAL ANALYSIS:
HUD requires submission of SEMAP to ensure continued funding. For Calendar
Year 2008, the Section 8 HCV Program is budgeted for approximately $1.7 million
dollars. These funds are recognized in Fund 426 – Section 8 Fund.
ATTACHMENTS:
1) SEMAP Certification (HUD Form 52648)
City of Culver City, California
City Council Agenda Item Report
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.
ATTACHMENT COVER SHEET
Meeting Date: August 25, 2008
Item:
Approval of the Certification and Submission of the Section 8
Management Assessment Program (SEMAP) to the United
States Department of Housing and Urban Development
(HUD).
Attachments:
Pages
1. SEMAP Certification
1-3Section 8 Management Assessment
Program (SEMAP)
Certification
U.S. Department of Housing OMB Approval No. 2577-0215 (exp. 1/31/20
and Urban Development
Office of Public and Indian Housing
Public reporting burden for this collection of information is estimated to average 12 hours per response. including the time for reviewing instructioi
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency m
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-bas
assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns II
performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other da
to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and tl
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.
PHA Name
For PHA FY Ending (mm/dd/yyyy)
Submission Date (mmidd/yyyy)
Culver City Housing Agency
06/3 0/2 008
08/29/2008
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 era l awards and its Section 8 programs are net aUdite
for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must st
complete the certification for these indicators.
Performance Indicators
t Selection from the Wafting List (24 CFFt 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 wailing list and of admissions show that at least 98% of the families in thi
samples were selected from the waiting list for admission in accordance with the PHA's policies and met the selection criteria that determined their place
on the waiting list and their order of selection.
PHA Response Yes 1-
7] No
I
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 beset
on current rents for comparable unassisted units Oat the time of initial leasing, (ii) before any increase in the rent to owner, and (iii) at the HAP contrac
anniversary if there is a 5 percent decrease in the published FfeIR in effect 60 days before the HAP contract anniversary. The PHA's method takes intc
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
I I
(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
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
I I
At least 90% of files sampled
I I
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 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 9852), for quality control of HQS inspections. The PHA supervisor's reinspected sample was drawn from recently completed HOS
inspections and represents a cross section of neighborhoods and the work of a cross section of inspectors.
PHA Response Yes
111
No
5. 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 FIQS deficiencies
were corrected within 24 hours from the inspection and, all other cited HOS 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
I I
form HUD-52648 (8/2000)
Page 1 of 4 ref. 24 CFR Part 985
Previous edition is obsoleteNo
II lit
25
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 delinea
areas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encoun
owner participation.
PHA Response Yes IV 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 pove
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 pove
and minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the ma
and related information when briefing voucher holders.
PHA Response Yes
I/1
No
I
(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, unc
the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations that operate outsi
areas of poverty or minority concentration.
PHA Response Yes f-7-1 No
(e) The P1-IA's information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address al
telephone number of a portability contact person at each.
PHA Response Yes
I I No
(f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentratic
and, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts
any part of its jurisdiction and has sought HUD approval when necessary,
PHA Response Yes
171 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 jurisdictic
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 m
less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503)
PHA Response Yes n No
I I
Enter current FMRs and payment standards (PS)
$863.00 $1041.00 $1300.00 $1746.00 $2101.00
0-BR FMR 1-BR FMR 2-BR MIR 3-BR FMFt 4-BR FMR ps $949.00 PS $1145.00 Ps
$1430.00 PS $1921.00 PS $2311.00
If the PHA has jurisdiction in more than one FAIR area, and/or if the PHA has established separate payment standards for a PHA-designatel
part of an FNIR 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 :71
No
1 I
10. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent in the rental certificate program and the family rent to owner in the rents
voucher program. (24 CFR 982, Subpart K)
PHA Response Yes
No
11. Precontract HOS Inspections. Each newly leased unit passed HOS inspection before the beginning date of the assisted lease and HAP contract. (24 CFP
982.305)
PHA Response Yes
12. Annual HOS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a))
PHA Response Yes
Mo
13. Lease-Up. The PHA executes assistance contracts on behalf of eligible families forthe number of units that has been under budget for at least one year_
PHA Response
es
li!
14a. Family Se-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 underthe 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 sates; 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 4Previous edition is obsolete
form HUD-52648 (0/2000)
Page 3 of 4 ref. 24 CFR Part 985
b. Number of FSS families currently enrolled
2
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 e divided by a)
8.00
14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by I
percent of currently enrolled FSS families with escrow account balances. (24 CPR 984.305)
Applies only to PHAs required to administer an PSS program.
Check here if not applicable
PHA Response Yes
J
,
/J No
.10 4%.
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
Deconeentration 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 la
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 F
is at feast two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end qf the la
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 tw
PHA FYs is at least two percentage points higher than the percent of all Section B families with children who resided in low poverty census tracts at th
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 accurat
for the PHA fiscal year indicated above. lalso certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that cast
doubt n the PHA's capacity to administer Section 8 rental assistance in accordance with Federal law and regulations.
Warni - FILM will prosecute false claims l sata Conviction May Mutt in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 102 31 U.S.C. 3729, 3802)
Exec ture Chairperson, is ers, signature
- Da (mmiddfyyyy) Date (rnmicidlyyyy) t95
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 it:
certification.
4:a