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Title:
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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).
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City of Culver City, California
Agenda Item Report
Meeting Date: 08/17/2009 Item Number: C-2
CITY COUNCIL 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 Agency
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: (E-mail) Meetings and Agendas - City Council (08/12/09)
Department Approval:
Sol Blumenfeld (07/29/09)
City Attorney Approval:
Carol Schwab (by H. Baker) (08/03/09)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (08/05/09)
City Manager Approval:
Mark Scott (08/12/09)
RECOMMENDATION:
Staff recommends 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.
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 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
PHA’s are required to transmit their SEMAP certification via the Internet within sixty
(60) calendar days of fiscal year end (August 29, 2009).
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, ten (10) randomly selected Section 8 HCV
Program participant case files were evaluated.
Outlined below is the scoring of Key Performance Indicators (KPI). These eight (8)
KPIs 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 KPIs 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%). In summary, the
City self-certification score is 120 points out of 145 points or 83% (this is considered
a standard performance rating) based on the following evaluation.
Indicator 2 – Reasonable Rent –Ten (10) 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
ninety-one (91%) 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 2008/2009 in terms of performing
and subsequently auditing annual inspections. Ten (10) HCV Program participant
files were randomly selected and the Senior Structural Rehabilitation Specialist re- City of Culver City, California
Agenda Item Report
inspected the units to ensure HQS compliance. Files resulted in a one hundred
percent (100%) performance result.
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 we will hold our sixth annual Property Owner Appreciation Dinner on
August 13, 2009 at the Radisson Hotel. This year’s Mardi Gras 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 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:
• Working with BIG Imagination, a local public relations agency, to help create
and facilitate our outreach/public relations campaign.
• Hosting “The Art of …Affordable Housing” on June 17, 2009 where local
developers and housing advocates met to help educate the public on
affordable housing.
• Creating the HQS Grant which allows qualified owners with failed properties
to participate in a $500.00 reimbursement towards the improvement of their
property.
• 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 100% for this Indicator.
City of Culver City, California
Agenda Item Report
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.
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%). Currently the lease-up rate is 80%. The Housing Agency 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 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. On June 17, 2009 the Housing Division hosted the Art
of Affordable Housing Workshop. There were over seventy-five individuals in
attendance. This workshop included a panel of housing advocates and developers
that discussed the fundamentals of affordable housing.
The City Council also recently renewed the contract with St. Joseph’s Center to
provide Housing Relocation Specialist services. St. Joseph’s Center will continue to
assist the Housing Division 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 will work 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 will also identify resources and provide referrals
to each family depending upon their needs.
Indicator 14-Family Self Sufficiency- Since 1999 the Housing Division has been
awarded approximately $521,900 to assist Section 8 HCVP participants achieve
their goal of self sufficiency. It is hoped that an award amount will be granted this City of Culver City, California
Agenda Item Report
year. St. Joseph’s Center was recently reselected to provide case management
services and function as the FSS Coordinator. Over the past year participation in the
Family Self Sufficiency Program has more than tripled and the FSS Coordinator
continues to outreach and increase these numbers.
FISCAL ANALYSIS:
HUD requires submission of SEMAP to ensure continued funding. For Calendar
Year 2009, the Section 8 HCV Program is budgeted for approximately $1.65 million.
These funds are recognized in Fund 426-Section 8 Fund (42654100).
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
on behalf of the City.
MEETING DATE: 08.17.09
AGENDA 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 - 3
ATTACHMENT 1
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