Res 068-95 5/16/1995RESOLUTION NO. (j �' -- a�
RESOLUTION APPROVING AND ADOPTING THE
REVISED SECTION 8 RENTAL ASSISTANCE
PROGRAM ADMINISTRATIVE PLAN AND FAMILY
SELF-SUFFICIENCY ACTION PLAN.
WHEREAS, the City of Wichita Falls operates the Section 8 Existing
Housing Assistance Programs through the Housing Division of the
Community Development Department, and;
WHEREAS, the City of Wichita Falls Housing Division is designated
by the Department of Housing and Urban Development as a Public
Housing Agency, and;
WHEREAS, the City Council acts as the Board of Directors for the
Public Housing Agency and must adopt various administrative actions
taken by the agency.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WICHITA
FALLS, TEXAS THAT:
The City Council of Wichita Falls, Texas hereby approves and adopts the
Section 8 Administrative Plan and Family Self-Sufficiency Action Plan for
the operation of the Section 8 Existing Housing Assistance Program, as
revised and approved by the U.S. Department of Housing and Urban
Development (HUD) in April, 1995.
PASSED AND APPROVED this the 16TH day of MAY
1995.
coo
MAYOR
RVE—O T R9
CIT' "LERK
I
u.
Section 8
Administrative Plan
f
Existing Housing
Assistance
Payments Program
Wich b--pValls
TEXAS
-------------
SECTION 8 ADMINISTRATIVE PLAN
(REV 2/95)
J�4
CITY OF WICHITA FALLS, TEXAS
1. STATEMENT OF OVERALL APPROACH AND OBJECTIVES
A Purpose.
1. Operational Structure.
2. Operating Reserve
B. Program Objectives.
1. Encourage Dispersal.
2. Improve Living Conditions.
C. Housing Selection and Choice.
1. Staff Assistance to Locate Housing.
2. Available Housing Selection.
3. Discrimination.
A. Outreach to Families and Contact with Owners.
1. Outreach Procedures.
2. Creation of Waiting List.
3. Information on the Rental Assistance Program.
4. Monitoring Locations of Housing.
5. Referral Assistance.
B. Completion of Applications.
1. Waiting List and Methods of Application.
C. Determination of Eligibility.
1. Determination of Applicant Eligibility.
2. Additional Information to Applicants.
D. Selection of Families
1. Current Participant's Preference.
2. Selections from the Waiting List.
3 . Federal Preference Definitions.
3. Ranking Preference
5. LocalPreferenae.
6. Preference for Public Housing Residents.
7. HOME Tenant Based Rental Assistance (TBRA)
8 Non - Waiting List Admissions
9. Disqualification for Preference
E. Verification of Income and
1. Defining income and sources of income.
2. Calculation of Total Tenant Payment.
3. Monitoring Calculations.
SECTIONS ADMINISTRATIVE PLAN
(REV 2195)
iI
i
1
2
2
2
3
3
3
3
3
3
4
4
4
4
4
5
5
5
6
6
8
9
9
9
10
14
14
14
14
15
15
15
15
16
16
CITY OF WICHITA FALLS, TEXAS
F., Separate Briefing of Families and 16
1. Scheduling Certification Briefings. 16
2. Information Verification. 17
3, Monitoring Participant Characteristics. 17
4. Family Unit size (Bedroom Size). 17
5. Offer of Assistance. 17
6. Briefing and Issuance of Certificates 18
7. Briefing and Issuance of Housing Vouchers 18
8. Portability an,l Family Moves 19
9. Rent Reasonableness 20
G. Housing Quality Standards and Inspections 20
1. Local Additions to HQS. 20
2. Waiver of HQS for Un vented Heaters. 22
3. Acceptability of the Unit. 22
4. Internal Schedules. 23
H. Lease Approval 25
1. Approval of Lease Formats. 25
2. Security Deposits. 26
3. Security Deposit Maximum. 26
4. Contract Completion. 27
1L. Payments to Owners/Tenants 27
1. Internal Billing Procedure. 27
2. Financial Records. 28
J. Information and Assistance 28
1. Community Services/Agencies Referrals. 28
2. Complaints. 29
3. Right of Appeal. 29
K Review of Family Circumstances, Rents, Utilities and Housing Quality Satnadards 29
1. Annual Reviews. 29
2. Recertification. 29
3. Non - Annual Reviews 29
4. Effective Dates of Changes. 30
L. Termination and Family Moves
30
I. Family Responsibilities.
30
2. Move outs.
30
3. Eviction.
31
4. Fraud/Misrepresentation.
31
S. Termination.
31
6. Failure to Meet HQS.
31
7. Cancellation of HAP Contract.
31
8. PHA Review.
32
9. Restriction on Being Added to Another Lease.
32
10. Moving and Portability.
32
M. Special Claims Payments
33
SECTIONS ADMINISTRATIVE PLAN
(REV 2/95)
CITY OF WICHITA FALLS, TEXAS
1. Certificate Program
34
2. Voucher Program
37
3. Tenant Related Damages,
37
4. Tenant Responsibilities
37
5. Information to Owners.
37
6. Repayment Requirements.
38
7. Repayment Offer from PHA.
38
8. Repayment Agreements.
38
N. Complaints and Appeals 38
1. Applicants Rights to Appeal. 38
2. Participants Rights to Appeal. 39
3. Discrimination. 39
4. Disagreements or Complaints. 39
5. Levels of Appeals. 39
0. Monitoring Program Performance
39
1. Management Policies.
39
2. Outreach to Owners.
39
3. Outreach to Groups.
40
4. Outreach to Social Services.
40
5. PHA Occupancy Rate.
40
6. Monitoring the Program.
40
7. Administrative Plan Revision.
40
P., Rental Rehabilitation Program 41
Q. Family Self-Sufficiency. 41
111. BUDGETING AND STAFFING NEEDS 41
SECTIONS ADMINISTRATIVE PLAN
(REV 2/95)
CITY OF WICHITA FALLS, TEXAS
1. STATEMENT OF OVERALL APPROACH AND OBJECTIVES
ON ADMINISTERING THE SECTION 8 EXISTING HOUSING PROGRAM
A. Purpose.
This Administrative Plan is designed to clarify items in the regulations
that give the PHA some latitude of operation. it is a combined plan which
covers the Certificate, Voucher, Family Self- Sufficiency, and the Section
17 Rental Rehabilitation Grant Programs.
1. Operational Structure.
The Section 8 Housing Assistance Payments Program for the City of
Wichita Falls will be operated in conformance with the most current
Federal Regulations and Department of Housing and Urban Development
(HUD) Guidelines. Administration of the programs will Department acting
as a Public Housing Agency (PHA). The lines of responsibility for the
operation of the program are depicted on Figure 1 below.
FIGURE 1
ORANIZATIONAL CHART - SECTION 8 HOUSING
CITY OF WICHITA FALLS HOUSING DIVISION
CITY COUNCIL AND CITY MANAGER OF WICHITA FALLS
COMMUNITY DEVELOPMENT DIRECTOR
HOUSING AND COMMUNITY
DEVELOPMENT ADMINISTRATOR
HOUSING COUNSELOR III
HOUSING COUNSELOR II
HOUSING COUNSELOR I
CLERK- TYPIST II
SECTION 8 ADMINISTRATIVE PLAN
PAGE 1 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
2. Operating Reserve.
a. The City of Wichita Falls Public Housing Agency, after reviewing
funding requirements for the successful operation of this agency with the
Finance and Accounting Departmont, has concluded that adequate
operating funds will be available through the remaining term of the Annual
Contributions Contract. To assure such level of funding will be available
in the future, the City of Wichita Fails has established a minimum
threshold of $125,000, that must be retained in the operating reserve
account. The Operating Reserve must be maintained as a resource to pay
Section 8 administrative costs that exceed earned administrative fees for
a PHA's fiscal year. Any amount to be used that will result in lowering the
reserve below the established threshold will require approval by the City
Council of the City of Wichita Falls, Texas.
b. The Public Housing Agency operates as a division of the City of Wichita
Falls. It is not an independent agency and has all financial support
services provided by the City's Finance and Accounting Department.
Financial transactions involving expenditures of any funds from either the
Annual Contributions Contract or the Operating Reserve cannot be
completed without the approval of a written Payment Authorization
Request from the Housing and Community Development Administrator to
the Chief Financial Officer. Purchases outside of the office supplies
stocked by the Purchasing Department, must be approved through the
Housing and Community Development Administrator, Community
Development Director and Purchasing Agent. Capital improvements over
$500 also require the City Manager's approval. No Operating Reserve
funds will be used for purposes other than housing related activities. The
City Manager has been empowered by the City Council to approve
expenditures of under $15,000 for budgeted activities. Any expenditures
over $15,000 must be approved in an open public meeting by the Wichita
Falls City Council.
B. Program Objectives.
The program objectives which shall be adhered to in the administration of
the Section 8 Existing Housing Program are:
1. Encourage Dispersal.
To encourage the greatest degree of freedom in housing choice and to
increase spatial dispersal as much as possible, within program
restrictions, while providing decent, safe and sanitary assisted housing in
SECTIONS ADMINISTRATIVE PLAN
PAGE 2 (REV 2/'95)
CITY OF WICHITA FALLS, TEXAS
areas outside those in which lower income and minority households are
normally concentrated.
2. Improve Living Conditions.
To provide improved living conditions for very low income families while
maintaining their share of the rent payments at affordable levels.
C. Housing Selection and Choice.
1. Staff Assistance to Locate Housing.
The City of Wichita Falls will continue to make every effort to assist
applicants and participants in locating suitable housing in any area of the
city they desire. Families are encouraged to look at all types of rental
units in every area of town during their housing search.
2. Available Housing Selection.
The quantity and quality of housing available to program participants,
outside of racially and financially impacted areas of the City, is
considered to be sufficient. The changes in the local economy have
increased the difficulty of finding units within the Fair Market Rents, but
there appears to have enough units in the price range for the successful
operation of this program. Past experience has demonstrated that
positive owner response to the Section 8 program is present in the City.
Further, housing rehabilitation, Code Enforcement and Section 8
inspections have found that, for the current and for future needs of the
program, the housing quality is acceptable. Efforts to increase areas of
available housing will continue to be stimulated through the marketing
methods described in Objective I of the Equal Opportunity Housing Plan
(EOHP), which is included by reference.
3. Discrimination.
If the applicant feels they have encountered discriminatory practices
during their housing search, the procedures identified in the EOHP will be
employed. Persons feeling they have been discriminated against may
also use the toll free 800 telephone number to report their complaint
directly to HUD.
11. PLANS FOR THE ADMINISTRATION OF PROGRAM FUNCTIONS
SECTION 8 ADMINISTRATIVE PLAN
PAGE 3 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
A. Outreach to Families and Contact with Owners.
1. Outreach Procedures.
Generally, the outreach procedures described in the Equal Opportunity
Housing Plan (EOHP), Objective 1, will be employed. In the event this
effort does not produce an application group consistent with the goal, an
intensification of advertising through the area media and a concentration
of outreach programming in neighborhood action groups will be utilized.
2. Creation of Waiting List.
All applications will be entered into the waiting list book, in the order of
the date and time the completed application was received at the PHA
office. The applicants will be identified as to whether or not they claim a
federal preference. Everyone will be given the opportunity to complete
an application unless the waiting list has been officially suspended
(closed) by the PHA using a public notice, published in a local paper of
general circulation, of that suspension. Any applicant found to be
ineligible will be notified, in writing, of why they are ineligible and
informed they may elect to remain on the waiting list, subject to the same
90 day renewals. However, if they are still ineligible when their. name
reaches the top of the waiting list they will be remove from the list and
informed of how and where they may appeal this determination. This
situation may occur in cases of being over - income or in failure to
complete a repayment agreement with the PHA.
3. Information on the Rental Assistance Program.
Owners and the real estate community will be informed of the rental
assistance program, utilizing the procedures described In the EOHP,
Objective 111.
4. Monitoring Locations of Housing.
To encourage sufficient units located outside racially or financially
impacted areas, the PHA will monitor the location of all leased units. If
sufficient units in non - impacted areas are not evident, then an intensified
outreach to owners and property managers will be accomplished.
a. The PHA will maintain maps designating minority and low- income
concentrations. A list of owners who have expressed a desire to
participate in the program will be available to all applicants and provided
SECTION 8 ADMINISTRATIVE PLAN
PAGE 4 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
to all participants. This list will include units both inside and outside of
these impacted areas.
b. The PHA will be responsible for explaining the program to any
interested persons, both pr 4pective owners or applicants. A Section 8
brochure has been developed which explains the program in detail to both
owners and tenants. Those owners who have signed a Request for Lease
Approval will have the program explained and any questions answered on
a one to one basis.
5. Referral Assistance.
All eligible applicants and participants will be provided referral
assistance during the search to locate suitable housing. The Housing
Division will maintain a current list, by bedroom size, of owners who have
expressed an interest in the Section 8 program and have available units.
The staff will provide the applicants with a listing of owners with available
Rental Rehabilitation Program units. This unit listing will be made
available to applicants and participants. Families are also encouraged to
check newspapers, yard signs, real estate offices, friends and word of
mouth in their search for housing. All persons seeking housing will be
referred to other subsidized apartment complexes and other owners of
available units that have been completed under the Rental Rehabilitation
Program.
_.Completion of Applications.
The Housing Division office will provide program eligibility information
and encourage all interested organizations and parties to participate.
Federal preferences will be explained and families encouraged to avoid
delays by gathering the verification required ahead of the actual
certification date. Persons with handicaps or disabilities that need
assistance In the completion of the application will be aided by the staff.
The Housing Division offices and Memorial Auditorium are accessible
areas that allow mobility restricted applicants to apply.
1. Waiting List and Methods of Application.
When the waiting list is open, an applicant can complete and return an
application any time between the hours of 8:00 AM and 5:00 PM on
Tuesdays at the Housing Division office in Memorial Auditorium, 1300
Seventh Street, Wichita Falls, TX. Applications will be reviewed for
completeness and will not be accepted until completed. The Housing
SECTION 8 ADMINISTRATIVE PLAN
PAGE 5 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
Division staff will use a mechanical Date -Time Stamp machine to mark the
time and date of acceptance of the completed application.
a. If the taking of applications has not been officially suspended, if funds
are available to assist the families. and there are no other persons with
federal preferences on the waiting list, a notice will be placed in the local
newspaper to the effect that applications will be accepted at any time and
the families assisted at the same time as they are placed on the waiting
list.
b. If there are eligible applicants with federal preferences that cannot be
housed immediately, they will be placed on the waiting list based on the
date and time the PHA received their completed application.
c. Applicants will be given an estimate of the range of months until
assistance can be expected to be available. The applicant is Informed at
the time of application that because of the low turnover rate, the
requirement to take families based on the date they apply and their
federal preference, and the number of persons on the waiting
list, most applicants will not be assisted within the first 90 days of their
application. They will have to renew their applications every 90 days
thereafter until they can be assisted. The application form has a
highlighted information block on both front and back of the form that
states that the application must be renewed every 90 days to remain
active on the waiting list. A pre - printed reminder form with instructions
on how to renew the application is given to the applicant when they apply.
The form has a blank space that the PHA uses to enter the first renewal
date.
d. Persons who work during the time period used for taking applications
will be allowed to complete an application either before or after normal
office hours on Tuesday or by mail. The application will be time and date
stamped after completion of the forms. Arrangements can be also be
made, with a 24 hour notice, for staff to accept applications outside of
normal working hours.
e. This list will provide sufficient Information to determine any federal
preferences and/or priorities for assistance as units become available.
C. Determination of Eligibility.
1. Determination of Applicant Eligibility.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 6 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
There are two major factors that are used to determine eligibility of
applicants. The applicant cannot exceed the very low income limits
established by HUD for the applicants' family size. The applicant must
also meet one of the familial situations (multi-
most current federal laws, regulations and guidelines.
a. Income sources are defined by federal regulations. Exceptions and
exclusions are listed and updated by HUD on a regular basis. Tables on
Median Family income, adjusted for family size, are published for each
area by HUD on a annual basis. The methods of calculating family share
(Total Tenant Payment) are determined by federal regulations.
b. All new participants must be defined as very low income and have
incomes less than 50% of the median family income adjusted for family
size. Lower income families (80% of median) that have been continuously
assisted since July 1984 can still continue to be assisted.
C. Social Security Numbers are required to be provided, by the family,
for all family members over the age of six years, if they have been
issued a number and card by the Social Security Administration.
Applicants may not become participants until the documentation is
provided, but they may retain their place on the waiting list during the
period they are awaiting verification.
1. All family members on the application must either: (a.) Submit
Social Security Number documentation in the form of a valid card issued
by the Social Security Administration or other methods approved in the
federal guidelines: or (b.) sign a certification that they have not been
assigned a Social Security Number. If the individual is under 18, the
certificate must be executed by a parent or guardian. Any participant
who obtains a Social Security Number after intial certification must
disclose this information at the next regular reexamination.
d. HUD has no statutory or regulatory definition of family. A family
may be either a single person or groups of persons. A family does not
have to include children but may include children. A commonly used
definition, which this PHA has elected to use as their own, Is "A family is
two or more persons sharing common residency, bath of whose income
and resources are available to meet the family's needs and who are
related by blood, marriage, operation of law, or who present evidence of
a stable relationship which has lasted over an extended period of time."
SECTION 8 ADMINISTRATIVE PLAN
PAGE 7 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
e. Pregnant single females are eligible to be classed as a multi- person
family even though at the present time there is only one person. If the
pregnancy is not evident, medical verification may be desirable. If the
applicant is still pregnant at the time their name comes to the top of the
waiting list, they.will be housed as a family. if the pregnancy terminates
without the live birth of a child prior to selection from the waiting list, the
female must be treated as a single person. If the pregnancy terminates
after selection from the waiting list, the mother is considered a
"remaining member of a tenant family."
f. Persons or families that have been evicted for drugs or violent crimes
will be not be eligible for at least three years or as determined using the
most current federal requirements and guidelines on this group.
g. Anyone found to be ineligible when their name comes to the top of the
list will be notified, in writing, at the address they furnished on the
application. The notification shall include information for requesting an
informal review following the steps outlined in the APPEALS Section of
this Plan.
2. Additional information to Applicants.
Along with the eligibility requirements listed above the PHA will strongly
remind the applicants of the following:
a. Applicants and participants will be warned that persons not on the
lease are not part of the family, even if they are related by blood,
marriage or legal instrument. Attendant care persons, whose incomes
are not counted for determining the eligibility and the rent of the family,
are not parties to the lease and would not be considered the remaining
member of the tenant family in the event the lessee dies or vacates the
dwelling unit.
b. The federal rules provide for denial of participation to an applicant or
termination of housing assistance to a participant if a family has breached
or breaches its Section 8 Family Obligations, or commits fraud in
connection with a federal housing assistance program. The PHA will also
deny participation or terminate assistance for failure to fulfill a repayment
agreement.
c. Families who have formerly participated in federal rental assistance
programs and moved without proper notification, as required in the
SECTION 8 ADMINISTRATIVE PLAN
PAGE 8 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
Family Obligations, are deemed to be ineligible for a period of three (3)
years from the date of that move.
d. In addition to the above guidelines, the PHA will also deny housing
assistance if an applicant has not repaid money owed to this or any other
PHA in connection with the public housing or Section 8 programs.
D. Selection of Families.
1. Current Participant's Preference.
If a change in the family size of a participant occurs, the result being that
a participant is now under or over housed, the PHA must move that family
to the correct family unit size unit before taking additional families from
the waiting list. The living room, kitchen and bathrooms will not be
counted as sleeping rooms.
2. Selections from the Waiting List.
Federal Preferences: Current Federal Regulations define, in detail, the
federal preferences for housing assistance and describe the methods by
which they will be verified. A list of federal preferences is printed on the
backside of the Section 8 application form and a more detailed list on a
separate sheet of paper is also provided and explained to the applicants
at the time of application. These federal preferences are used to
establish a family's priority within the PHA's waiting list
a. Families with the same date and time of application will be given
priority for assistance as indicated below:
First Families with a federal preference and the ranking
preference for working
Second Families with a federal preference;
Third Families or Single Persons without federal preference
Note: Single persons who are displaced or with a handicap or disability
will be assisted ahead of single persons without a handicap or disability.
SECTIONS ADMINISTRATIVE PLAN
PAGE 9 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
No individual preference of this grouping is higher or better the other.
They all have the same weight for family selection. An example of this
positioning means that a homeless family has the same preference as a
family that resides in a sub - standard unit; a displaced family has the same
need as one paying more than 50% of their income for rent, etc.
3. Federal Preference Definitions.
(note: these definitions may be changed by HUD or other federal rules,
check current federal regulations.)
A. Involuntarily Displaced
1. The applicant has been involuntarily displaced and is not living in
standard, permanent replacement housing or if within no more than six
months from the date of application, the applicant will be involuntarily
displaced.
2. An applicant is or will be involuntarily displaced if the applicant has
vacated or will have to vacate his or her housing unit as a result of one or
more of the following actions: (a.) A natural disaster within, such as a
fire or flood, that results in the uninhabitability of an applicant's unit; (b.)
Activity carried on by an agency of the United States or by any State or
local governmental body or agency in connection with code enforcement,
a public improvement or development program; or (c.) Action by a
housing owner that results in an applicant's having to vacate his or her
unit, where: (1.) The reason for the owner's action is beyond an
applicant's ability to control or prevent; (2. ) The action occurs despite
an applicant's having met all previously imposed conditions of occupancy;
and (3.) The action taken is other than a rent increase;
The HUD definition of displacement has been expanded to cover:
— Displacement to avoid reprisals (witness relocation). This applies when
a family member has provided information on criminal activity to a law
enforcement agency and, based on a threat assessment, the law
enforcement agency recommends rehousing the family to avoid reprisals.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 10 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
-- Displacement by hate crime. A hate crime means actual or threatened
physical violence or intimidation against a person or the person's
property that is based on the person's race, color, religion, sex, national
origin, handicap, or familial status.
-- Displacement by inaccessibility of unit. This applies when a family
member has a mobility or other impairment that makes the person unable
to use critical elements of the unit and the owner is not legally obligated
to make the necessary changes as a reasonable accommodation to the
disabled person.
a) Reasons for an applicant's having to vacate a housing unit include but
are not limited to conversion of the rental unit to non - rental or non-
residential use; closure of an applicant's housing unit for rehabilitation or
for any other reason; notice to an applicant that he /she must vacate a unit
because the owner wants the unit for the owner's personal or family use
or occupancy; sale of a housing unit in which an applicant resides under
an agreement that the unit must be vacant when possession is
transferred; or any other legally authorized act that results or will result
in the withdrawal of the unit from the rental market;
b) Such reasons do not include the vacating of a unit by a tenant as a
result of actions taken because of the tenant's refusal to comply with
applicable program policies and procedures with respect to the
occupancy of under occupied and overcrowded units or to accept
transfer to another housing unit in accordance with such policies and
procedures under a HUD - approved desegregation plan.
c) An applicant is also involuntarily displaced if he /she has vacated
his/her housing unit as a result of actual or threatened physical violence
directed against the applicant or one or more members of the applicant's
family by a spouse or other member of the applicant's household or the
applicant lives in a housing unit with such an individual who engages in
such violence.
Victims of domestic violence also are included in this group as displaced
persons. If an applicant claims domestic violence for a preference they
must certify that the former abuser will not reside with the applicant
family unless the HA has given advance written approval. If the abuser
returns to the family, household members are again exposed to the threat
of domestic violence. The purpose of the certification is two -fold: to
minimize or sanction cases where there is a bogus claim for federal
preference because of domestic violence, as well as cases where the
abuser's return to the household defeats the purpose of the federal
SECTION 8 ADMINISTRATIVE PLAN
PAGE 11 (REV 2/95)
CITY OF WICHITA FAILS, TEXAS
preference. The regulations provide that if a family is admitted on the
basis of this preference (involuntary displacement because of domestic
violence), the HA may deny or terminate assistance for breach of this
certification.
d) Verification of involuntary displacement will be established by the
following documentation:
(1.) Certification on a prescribed form from a unit or agency of
government that an applicant has been or will be displaced as a result of
disaster or by government action;
(2.) Certification of displacement because of domestic violence as
verified by the local police department, social services agency, court of
competent jurisdiction, clergyman, physician, or public or private facility
that provides shelter or counseling to the victims of domestic violence.
The definition of displacement by domestic violence has been clarified in
two ways. First, the victim does not have to have a property right (such
as a dwelling lease) to the unit where the voilence has occurred. Second,
the perpetrator of the voilence may not reside with the applicant family
after admission unless the HA has given advance written approval.
B. The applicant is living in substandard housing if the unit:
The HUD definition of substandard housing now specifically includes, as
homeless, participants in transitional housing programs.
1. Is dilapidated (does not provide safe and adequate shelter, and in its
present condition endangers the health, safety, or well being of a family,
or it has one or more critical defects, or a combination of intermediate
defects in sufficient number or extent to require considerable repair or
rebuilding). The defects may involve original construction, or they may
result from continued neglect or lack of repair or from serious damage to
the structure;
2. Does not have operable indoor plumbing;
3. Does not have a usable flush toilet inside the unit for exclusive use
of a family;
4. Does not have a usable bathtub or shower inside the unit for the
exclusive use of a family.
5. Does not have electricity, or has inadequate or unsafe electrical
service;
S. Does not have a safe or adequate source of heat;
7. Should, but does not, have a kitchen;
SECTION 8 ADMINISTRATIVE PLAN
PAGE 12 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
8. Has been declared unfit for habitation by an agency of government;
9. Overcrowded living conditions;
10. Applicants for housing who meet the definition of a "homeless
family" will be considered living in substandard housing. This includes
any individual or-family wt-c-
a. Lacks a fixed, regular, and adequate nighttime residence; and
b. Has a primary nighttime residence that is:
1) A supervised publicly or privately operated shelter designed to
provide temporary living accommodations, including welfare hotels,
congregate shelters, and transitional housing for the mentally ill;
2) An institution that provides a temporary residence for
individuals intended to be institutionalized; or
3) A public or private place not designed for, or ordinarily used
as, a regular sleeping accommodation for human beings.
Note: A "homeless family" does not include any individual imprisoned or
otherwise detained pursuant to an Act of the Congress of a State Law.
Verification that an applicant is living in substandard housing consists of
certification, on a prescribed form, from a unit, government agency or an
applicant's present landlord that the applicant's unit has one or more of
the deficiencies listed as substandard or from a public or private facility
that provides shelter for homeless individuals certifying that the applicant
is homeless.
C. Rent Burden
Now, applicants must be paying 50 percent or more of their gross monthly
income for rent for a period of at least 90 days.
The applicant is paying more than 50 percent of their monthly family
income for rent and utilities. Definition of rent is the actual amount due,
calculated on a monthly basis, under a lease or occupancy agreement
between a family and the family's current landlord, PLUS, the average
monthly payment actually made by the family for utilities for the most
recent one to 12 -month period OR the utility allowance determined for the
Section 8 Existing Housing Program under 24 CFR Part 882, Sub Parts A
and 887.157 (i) for tenant purchased utilities (except telephone).
Verification of an applicant's income and rent. The PHA must verify that
an applicant is paying more than 50 percent of family Income for rent, as
follows: (1) The PHA must verify a family's income in accordance with
the standards and procedures that it uses to verify income for the
purpose of determining applicant eligibility and Total Tenant Payment
SECTIONS ADMINISTRATIVE PLAN
PAGE 13 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
under 24 CFR part 813; (2) The PHA must verify the amount due to the
family's landlord under the lease or occupancy agreement -
(A) By requiring the family to furnish copies of its most recent rental
receipts (which could be cancelled checks or money order receipts) or a
copy of the family's current lease or occupancy agreement, or
(B) By contacting the landlord or its agent directly.
3. Ranking Preference
Families that have a federal preference AND in which the family head,
spouse or one or more adult members of the family are employed or the
family head or other adult member are attending training for employment
may be taken from the waiting list ahead of a family that does not have
this classification. Family heads, spouses or single person families that
are receiving a retirement pension, Social Security disability, or
Supplemental Security Income for their inability to work will be treated as
if they are working families.
4. Local%Residency Preference.
The City has elected NOT to establish a local or residency preference, at
this time, but has not given up this option for future consideration.
5. Preference for Public Housing Residents.
For both tenant -based programs, the rule provides that if a public housing
family was on the HA Section 8 tenant -based waiting list when admitted to
the HA's public housing (since April 26,1993), the HA federal preference
determination must be based on the documented situation of the
applicant at the time of admission to public housing (beginning of initial
public housing lease).
6. HOME Tenant Based Rental Assistance (TBRA)
Since the period of HOME rental assistance is limited, Section 8
tenant-based assistance may be used to provide continued rental
assistance for a family after termination of the HOME subsidy. To
facilitate the transition from short-term tenant -based assistance under
the HOME Program, the HOME statute provides that recipients of HOME
tenant based rental assistance will qualify for Section 8 tenant -based
selection preferences to the same extent as when they initially received
the HOME rental assistance. All families assisted under TBRA programs
are required to apply to the Section 8 program at the start of their
assistance.
SECTIONS ADMINISTRATIVE PLAN
PAGE 14 (REV 2/95)
CITY OF WiCHITA FALLS, TEXAS
7. Non - Waiting List Admissions
The Federal Register and Code of Federal Regulations (CFR) list
permitted special or non - waiting list admissions. Special admissions
occur when HUD provides a fixed amount of assistance that is directly
targeted to a specific group of persons and further instructs the PHA to
provide assistance to that group.
8. Disqualification for Preference
The new preference rule implements legislation that denies federal or
local preferences for a person or family evicted from Section 8 or public
housing in the last three years because of drug - related criminal activity.
An applicant family may not be granted a preference if any member of the
family was evicted in the last three years from Section 8 housing
(project -based or tenant - based) or from public or Indian housing because
of drug - related criminal activity. This rule follows the limitation
prescribed in the law. Under the law and this rule, preference is denied
only if the family member was evicted in the last three years, but is not
denied for an eviction prior to that time. The limitation in the law is
pegged to the time of eviction for drug - related criminal activity, rather
than the time when the crime was committed.
The HA may also deny admission to the tenant-based Section 8 programs
for any of the grounds stated in the program regulations, such as failure
to pay public housing rent, or committing fraud in a federal housing
program.
E. Verification of Income and
Determination of Total Tenant Rent
1. Defining income and sources of income.
The federal regulations determine what sources of income are counted
and what sources of income are not included in the calculations. The
gross annual income of a family is determined as a result of taking the
amount received during varied pay periods and making the figure an
annualized amount. To arrive at an annual income;
a. use the monthly income as reported times twelve,
b. take the weekly pay times 52 (weeks)and divide by twelve,
SECTION 8 ADMINISTRATIVE PLAN
PAGE 15 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
c. a payroll every two weeks is multiplied by 26 and then divided by 12,
d. amounts for paydays on the first and fifteenth are calculated by taking
the gross amount times 24 and divide by 12, or
e. for incomes based on a hourly pay -scale multiple by 2080 hours and
divide by twelve,
At both certification and reexamination, tenants will be briefed that the
level of their assistance is based in a large part on the information they
provide about their income, family size, number of dependents, child care
or medical expenses combined with handicappedidisabled expenses. The
tenants will be reminded that they are required to provide correct
information. The participants will be reminded that information given now
and for all future changes must be in writing.
2. Calculation of Total Tenant Payment.
The Housing Counselor(s) will be responsible for the calculation of the
Total Tenant Payment. The TTP will be based on the information of
income and documentation for deductions provided by the applicant and
verified by a third party. The calculation method will be in accordance
with federal regulations.
3. Monitoring Calculations.
The Housing and Community Development Administrator and /or Grants
Coordinator shall review five percent (5 %) of the determinations in order
to ensure accuracy of the calculations.
E. Separate Briefing of Families and
Issuance of Certificates and Vouchers
1. Scheduling Certification Briefings.
When the applicant is among the next group of families to be assisted
from the waiting list, the Housing Counselor ill will schedule an
appointment for the applicant to attend a certification briefing.
Applicants will be sent a letter stating the date, time and location of the
meeting and informed to bring all necessary data to complete their
application and verify their eligibility. An applicant's eligibility will be
determined based on the most current Federal regulations and
guidelines. Failure to attend this appointment without justifiable cause
SECTIONS ADMINISTRATIVE PLAN
PAGE 16 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
will result in removal of their name from the waiting list and the next
family will be notified.
2. Information Verification.
Third Party verification of the eligibility and preference documentation
provided to the PHA by the family shall be done by the Housing
Counselor(s), end follow -up contacts will be made with the data source if
there is a delay in their response.
3. Monitoring Participant Characteristics.
The Housing Counselor III will monitor and review the characteristics of
applicant families to ensure that: a. income levels of participants and
applicants will be in conformance with HUD regulations; b. the number of
HAP contracts in effect do not exceed ACC budget authorization for more
than 60 days; and c. there is sufficient funding to pay for all contracts
before a new contract is entered into.
4. Family Unit size (Bedroom Size).
The term "Family Unit Size" has a very precise meaning for this program.
The amount of assistance provided to the family is based on "Family Unit
Size ", the number of bedrooms the family must have within the unit to
meet HQS. Participants will be assigned the smallest bedroom size
appropriate to their family size and composition. The occupancy
standards in Paragraph 4-8 of HUD Handbook 7420.7 will be used as the
standard, for the minimum and maximum number of family members,
except that a very small child (under 2 years old) may share a one
bedroom unit with a single parent. A room that could be used for sleeping
can make the unit acceptable but may not justify the rent asked for the
unit.
5. Offer of Assistance.
A certificate or housing voucher will be offered, whichever type is
available. An applicant refusing one type of assistance will return to their
former place on the waiting list until the other type is available. As this
agency has only two types of assistance to be offered, turning down the
second type of assistance will result in the applicant being removed from
the waiting list.
All items in the briefing packet will be explained as well as:
SECTION 8 ADMINISTRATIVE PLAN
PAGE 17 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
a. how to find a suitable unit that meets HQS;
b. the need to shop for a unit with a reasonable rent;
c. the known owners of units and the availability of units;
d. the implication of the utility allowance in the Fair Market Rent and the
effect on the total amount of rent to the owner (contract rent);
e. the need to have the security deposits for the unit and for any tenant
paid utilities;
f. lease approval procedures;
g. tenant rights and responsibilities; and
h. owner rights and responsibilities.
Participants will be reminded that all information provided by the
applicant in their application has to be verified and that all future
transactions involved during the application process or in the assistance
program must be in writing.
6. Briefing and Issuance of Certificates
a. The briefing will conform with 24 CFR Part 882.209 and those
objectives described in the EOHP. Applicant will be briefed on the
importance of finding a unit that meets HQS or that can be made to meet
HQS and that the owner is willing to correct.
b. Each certificate holder will receive a Request for Lease Approval
(RFLA) which must be returned to the PHA within 60 days. If no RFLA is
received within 15 days, additional assistance will be offered the family.
If no RFLA is received within 30 days, the applicant will be contacted to
determine if any problems exist and additional assistance will be offered
to the family to find a unit.
C. Families approaching expiration date of certificates will be
counseled at the 45th day of the need to secure housing within the 60 day
time frame to prevent possible loss of assistance and issuance of the
certificate to the next eligible family.
d. The PHA has the sole option of extending the expiration date of the
certificate for up to an additional 60 days, distributed in one or more
phases, based on the PHA's review of a certificate holder's
circumstances.
7. Briefing and Issuance of Housing Vouchers
a. The briefing of applicants will conform with 24 CFR 887 and the
most current information and guidelines provided in the Federal Register.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 18 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
b. The Housing Counselor(s) will explain how the PHA computes the
subsidy payment under the Voucher program, the Payment Standard, the
minimum rent amount and the savings that the family receives by finding a
unit that rents for less than the payment standard.
Paragraphs 11. D. 6 (b), (c) and (d) of the certificate program above also
apply to the voucher program.
8. Portability and Family Moves.
a. If a family wishes to move to a new unit within the program area, they
will be offered a new certificate or voucher depending on the type of
assistance they currently have to look for new housing. The family will be
reminded to notify the Section 8 office, in writing, if they decide to vacate
their unit. The date of this notification will be indicated in the family's file.
The family will be advised that to continue on the program they must
contact the owner in writing and verify that all rent and utility bills are
current and paid to date.
b. If a family wishes to move outside the PHA program area, a review
briefing will be given on portability requirements. The PHA, as either the
initial or receiving PHA, will make every effort to absorb the assistance in
its own program and encourage the absorption of the rental assistance by
the receiving PHA's program.
I. Certificate Portability..
Portability of certificates is a statutory right for families wanting to
transfer within the boundaries of the state in which the PHA is located.
Wichita Falls is not contiguous to another MSA across the state line in
Oklahoma and therefore can restrict certificate transfers strictly to the
State of Texas.
ii. Voucher Portability.
The PHA will permit no more than fifteen (15 %) of its Vouchers holders to
transfer to other PHAs under the portability procedures. Families may
transfer to other PHAs, including those outside the State of Texas, under
the following conditions:
(1.) The receiving PHA will receive no more than 80% of the
administrative fee for the portable Voucher,
SECTION 8 ADMINISTRATIVE PLAN
PAGE 19 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
(2.) The receiving PHA may receive the preliminary fee for any new unit
(limited by cost justified expenses submitted up to the maximum amount
allowed for this purpose), if the portable Voucher qualified for the
preliminary fee,
(3.) The initial PHA must - Qimburse the receiving PHA for the full
amount of the housing assistance payments made by the receiving PHA
on behalf of the family,
(4.) Depending upon availability, families transferring to this PHA may
be issued a Certificate or a Voucher.
9. Rent Reasonableness
a. Rent reasonableness is based on many factors. One factor in
evaluating the rent is the total number of habitable rooms in the unit.
Dens, family rooms, laundry rooms, additional bathrooms and dining
rooms can be factors used by the owner in justifying a higher rent on a
unit. Some rooms used for other purposes may also be included as
living /sleeping rooms if the room meets all the requirements of a habitable
room. Once the minimum number of sleeping areas has been satisfied,
failure for a room to meet bedroom requirements does not mean that the
unit fails HQS, however it can affect the rent reasonableness of the unit.
b. The currently approved Standard Housing Code, Chapter III, will be a
major factor to justify reasonable rents for units at the time of an
inspection. Repair, re- surfacing or replacement of marginal paint/wall
coverings, marginal floor coverings, marginal owner- supplied appliances,
minimum electrical service or marginal amenities might be needed to
allow payment of the requested rent even if it is under the full FMRs. Any
owner wishing to improve his unit to facilitate a rent increase will be
briefed on the Investor -Owned Rental Rehabilitation Program or be
encouraged to renovate the rental units on their own.
G.. Housing Quality Standards and Inspections
1. Local Additions to HQS.
The housing acceptability criteria described in 24 CFR 882.109 and
887.251 and the clarification contained in the HUD Inspection Manual are
hereby accepted by the PHA, as the minimum Housing Quality Standards
(HQS). The HQS will be augmented with the following local additions:
a. Visible, contrasting house or apartment numbers will be displayed
on the unit as per Postal Service regulations.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 20 (REV 2195)
CITY OF WICHITA FAILS, TEXAS
b. Smoke detector(s) will be installed and maintained in all units as
per state law and HUD requirements as to placement and number.
C. Units without whole house central air conditioning shall have
screens, which are properly installed in frames, on all openable exterior
windows. Window air conditioning units do not satisfy the definition of
whole house central air conditioning.
d. The current edition of the Southern Building Code Congress
International Standard Housing Code shall be used to define the minimum
dwelling unit space requirements, fire protection and egress
requirements, electrical safety requirements, ventilation, light and
access. A series of papers may be published by the PHA with more
information to assist the PHA inspectors and landlords in better defining
acceptable standards.
e. The amount of rental assistance the PHA pays the landlord on
behalf of the tenant is based on the number of bedrooms for which the
family is eligible and the actual number of bedrooms in the unit.
The occupancy standards in Paragraph 4-8 of HUD Handbook 7420.7, for
the minimum and maximum number of family members, will be used as the
standard, except that a very small child (less than 2 years of age) may
share a one bedroom unit with a single parent.
Regulations state that no more than two persons may be required to
share living /sleeping rooms.
To be counted as a bedroom, the room must provide a private area where
family members may sleep.
If the only method to enter one area is to pass through another room, that
space may counted as be a living /sleeping area but will not be counted as
a bedroom.
The living room, kitchen and bathroom will not be counted as sleeping
rooms.
Units must have the minimum number of bedrooms / sleeping rooms
required for that family's size and composition.
f. Utilities must be turned on for the unit to meet HQS and for the owner
to receive a HAP check. Where a utility is to be paid by the tenant, there
SECTION 8 ADMINISTRATIVE PLAN
PAGE 21 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
will be a separate meter. The PHA may terminate assistance if the
utilities are not kept connected, as the unit no longer meets HQS. Owners
are responsible for the unit meeting HQS and should check to be sure that
their units have utilities turned on at all times. Participants can lose their
assistance for failure to meet their Family Obligations.
2. Waiver of HQS for Un- vented Heaters.
The City of Wichita Falls has been granted a variance on the HQS for the
use of un- vented space heaters. Units with un- vented heaters are
acceptable, if they meet BTU per cubic feet and other safety guidelines in
Appendix E of the HUD inspection handbook. The unit cannot, however,
be rented at the full FMR. The published FMRs are the maximum rents for
units which meet all HQS, and the PHA has frozen rents on units with
these un- vented heaters. Tenants will be cautioned on the extreme safety
hazards these un- vented heaters can create in closed spaces,
specifically bedrooms. Tenants will be encouraged to rent units with
vented heating systems. Owners will be shown a cost-benefit analysis of
the installing a vented system and strongly encouraged to make the
change to vented systems. The short pay back period required if they use
the annual adjustment factor to justify the higher rents, the increased
ease of renting the unit, and enhanced the safety of the tenant are all
strong reasons to encourage the change.
3. Acceptability of the Unit.
The PHA is the one and only authority to certify that the unit has passed
HQS.
a.) No assistance can be paid until the unit has passed HQS inspection,
the tenant and landlord have signed an approved lease form, and the PHA
and landlord have signed the Housing Assistance Contract.
b.) The HQS forms the basis for acceptability of a unit by the PHA. The
tenant family will be provided a copy of the booklet "A Good Place to Live"
which lists the minimum Housing Quality Standards and the items and
conditions that a tenant may find desirable. The tenant family is
encouraged to take the time to look at the unit and the neighborhood
before entering into a lease with the owner.
c.) A unit may be inspected by the PHA and found to meet HQS but not be
acceptable to the tenant. The tenant may not desire the unit because of
the unit's floor plan, room size or location. Appearance or size of
required appliances, lack of certain non - required appliances, or lack of
SECTIONS ADMINISTRATIVE PLAN
PAGE 22 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
hook -ups are additional reasons a tenant may decide not to rent the unit.
These choices should be explained to the participant during the briefing
and the tenant encouraged to evaluate the unit based on these items and
those in the booklet "A Good Place to Live" prior to submitting a RFLA on
a sight - unseen unit.
d.) A unit may also pass HQS, but not justify the rent requested by the
owner. The owner can decide to either improve the unit to make the rent
reasonable, accept the lower rent offered by the PHA or decide not to
rent the unit under the Section 8 program. Items like marginal paint
quality, soiled or worn floor covering may pass with comment but will hold
down the reasonable rent. The inspector will include a statement that if
the unit is leased, these items pass inspection but that no damage claim
will be paid in the future for these items at move -out
e. The currently approved Standard Housing Code, Chapter 111, will be a
major factor to justify reasonable rents for units at the time of an
inspection. Repair, re- surfacing or replacement of marginal paint/wall
coverings, marginal floor coverings, marginal owner - supplied appliances,
minimum electrical service or marginal amenities might be needed to
allow payment of the requested rent even if it is under the full FMRs. Any
owner wishing to improve his unit to facilitate a rent increase will be
briefed on the Investor -Owned Rental Rehabilitation Program or be
encouraged to renovate the rental units on their own.
f. If the tenant is responsible for yard maintenance, the owner will turn
over the property at move -in with the yard free of excess trash, tall grass
or weeds. In turn, yard conditions can be a damage claim item upon
move -out.
4. Internal Schedules.
The following internal system will be used to conduct initial and annual
inspections and re- inspections:
a. The Housing Counselor I will perform initial inspections based upon
the date of receipt of the Request for Lease Approval (RFLA). The tenant
will be furnished a copy of the HUD booklet "A Good Place To Live" and
informed that using this booklet is a good means of determining
acceptability under HQS and to expose any shortcomings the unit may
have. Participants will be reminded that the sooner they find a unit that
meets HQS, the sooner they can start receiving their rental assistance.
The inspector will contact the owner within 24 hours of receipt of the
RFLA to establish an inspection date within 48 hours or as soon as the
SECTIONS ADMINISTRATIVE PLAN
PAGE 23 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
owner can determine they will be ready for inspection. The inspection
form to be used shall be based on HUD Form - 52580.
b. If the unit fails inspection, the family and owner will be notified in
writing with a summary of items which resulted in a failed rating.
Differences in perception of acceptability between owners and inspectors
in regards to the adequacy of the unit will be resolved by the Housing and
Community Development Administrator.
c. A re- inspection will be conducted when the owner notifies the PHA that
all failed items have been corrected and the unit is ready.
d. Each unit shall be inspected or re- inspected for HQS at least once
annually. The inspection must occur and the unit must pass before the
contract anniversary date. The PHA shall maintain a list of contract
anniversary dates with which to schedule annual inspection dates. A
written notice will be provided to both owner and tenant at least 60 days
in advance of the date and time for the inspection. This time frame should
provide owners with approximately 45 days after the inspection in which
to correct any items that might have failed, thereby preventing abating
the rent until approved.
5. Rent Reasonableness and Increase Procedures
Owners may request an increase in rent based on the Annual Adjustment
Factors or for a special increases requested to cover unusual increases
in taxes, insurance, utilities or other operating expenses. The Housing
Quality Standard (HQS) and SBCCI Standard Housing Code will be used
as factors in the computation of any requested rent adjustments.
Marginal units which just meet minimum HQS, but are eligible for an
annual adjustment factor may be required to make such improvements as
are needed (i.e. installing vented heaters, remodeling kitchen or
bathroom, updating electric systems, or installing energy saving items) to
justify an adjusted rent.
A. Procedures for Determining and Certifying Rent Reasonableness for
all Section 8 Program Certificates
The staff will make every effort to determine that rent requested by the
landlord is reasonable. A comparability rental study conducted by the
Housing Agency is performed for each property and bedroom size to
assure that rent requests are comparable to unassisted units in the same
area.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 24 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
The Housing Agency will examine the following for the purpose of
determining rent reasonableness:
1. Rents in the immediate area or neighborhood or in similar nearby
neighborhoods if comparables are unavailable; and
2. Rental information obtained is from; classified advertisements in the
newspapers, the North Texas Apartment Owner Association, the off -base
housing referral office at Sheppard Air Force Base, from adjacent
apartment complexes and other sources.
B. Affordability Adjustment To Payment Standards
The PHA will annually consider adopting an affordability adjustment to
the Payment Standard. The PHA will begin analyzing local factors
related to the Voucher participants at the time of the notification of the
proposed FMR by HUD.
The factors to be used in the analysis will be: (1.) Participant rent
burden (the percent of the total tenant payment to the adjusted household
income of the Voucher participants), (2.) Participant rent burden
relative to the quality of the units selected by participant families as
measured by the rent reasonable comparison and the most current HQS
inspection, (3.) Participant rent burden relative to availability of units by
bedroom size and location, (4.) Actual contract rents for speck
bedroom sizes, and (5.) The change in the FMR and the applicable
annual adjustment factors published by HUD.
C. The need to allow families to move out of areas of minority
concentration. If it is determined that an affordability adjustment is
needed the PHA will adopt the new payment standard to be effective on
the date any new FMR becomes effective. The new payment standard will
be applied to current HAP contracts at the next anniversary date of the
contracts.
H. Lease Approval
1. Approval of lease Formats.
SECTIONS ADMINISTRATIVE PLAN
PAGE 25 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
The lease is a legally binding document between the landlord and the
Section 8 participant. The lease must be in a form that has been or can
be approved by the PHA. Any commonly used lease format may be used
by the owner for either the certificate or voucher program, provided the
proposed lease has all the HUD required provisions and has none of the
prohibited provisions, or the owner is willing to have the HUD prepared
"Addendum to Lease" form attached to the lease. The PHA has also
developed a model lease which serves this purpose.
2. Security Deposits.
The applicants will be informed, when the PHA receives the Request For
Lease Approval form, that they should start arranging funds for any
needed utility deposits for the unit. The RFLA provides information to the
PHA about the allocation of responsibility for utilities, appliances and
services provided and other conditions of the lease. The applicant should
not pay either the unit security deposit or utilities deposit I transfer I
connection charges until the unit has been inspected, the work items are
completed, the unit passes re- inspection, and the lease form has been
approved. Applicants and owners will be cautioned that the PHA is not
responsible for any rental assistance payments until all the following are
completed: 1.) the PHA has approved the RFLA, as to the form of the
lease, 2.) the applicant and landlord have signed that approved lease
form, and 3.) the Housing Assistance Payment Contract has been entered
into by the PHA and owner.
3. Security Deposit Maximum.
The PHA has elected to set the maximum security deposit that can be
asked by the owner for both the certificate and the voucher programs at
either the Total Tenant Rent amount or $50, whichever is greater. Both
owner and applicant will be informed of the maximum amount of security
deposit allowed under the HUD regulations. Owners are informed that
reimbursement for unpaid rent and damage claims (also vacancy in the
case of certificates) may not exceed the lesser of the amount owed the
owner or two months contract rent, minus the greater of the security
deposit actually collected or that could have been collected by the
landlord. The owners, after being reminded of the security deposit offset,
will be strongly encouraged to collect the maximum allowed. Both owner
and tenant will be informed that state law requires the repayment or
accounting of the security deposits within thirty days of termination of
lease or move -out.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 26 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
a. In addition to the lease requirements above, a RFLA under the
Certificate Program must be checked for consistency with Fair Market
Rent (FMR) and Rent Reasonableness. The reasonableness of the rent
will be determined on the basis of previous rent on the same unit,
previous rent on -a similar unit, rents on unassisted units held by the same
owner, and general knowledge of the rental market in the area for the
same type of unit. The requirement that the rent and utilities on a unit be
at or below FMR does not apply to the voucher program; however, the
rent reasonableness requirements does also applies to the voucher
program. The PHA must provide guidance and advice to the family on
whether the rent requested by the owner is reasonable, based on the
most current information that the PHA has on comparable rental units. If
the family requests their assistance, the PHA must assist the family in
negotiating a reasonable rent with the owner. Families on the Voucher
program will be strongly counseled on the need to find units that are
within their ability to pay the rent and utilities.
b. Owners and tenants will be reminded that the PHA is in no way
responsible for any rents prior to the execution of a contract between the
PHA and the owner. Owners will be asked not to allow families to move in
prior to lease signing.
c. Applicants will be briefed again-on the requirements of the program
and informed about the requirements to pay all their security and utility
deposits before the PHA can sign the contract. Applicants will again be
reminded that they are required to keep their portion of the rent paid,
their utilities connected and to maintain their unit in a safe, decent and
sanitary condition or they may lose their housing assistance. Owners will
be briefed on their requirements to keep the unit within HQS during the
entire lease period.
4. Contract Completion.
The Housing Counselor(s) will arrange an appointment date and time for
the execution of the proper type of assistance contract. Prior to
execution, the contract will be explained in detail and any items of
misunderstanding corrected. The owner will also be informed of contract
provisions and the PHA's policies on handling claims for reimbursement
of unpaid rent, vacancy or damages under each contract form.
I_. Payments to Owners/Tenants
1. Internal Billing Procedure.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 27 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
The PHA will submit to the Finance and Accounting Department a monthly
billing and a supplemental billing. The monthly billing will be completed in
a manner that the checks can be returned and mailed by the first day of
the month. Supplemental billing will usually be completed to mail checks
by the fifteenth of the month. This listing will include the name of party
receiving payment, amount of payment, and vendor number that
authorizes payment.
a. The Housing Division will maintain a detailed listing of payments by
landlord, tenant, address, utilities payments and a listing of any vendor
changes which occurred during the month.
b. Supplemental billings will include partial payments for new or
renewed contracts, corrected payments, and the claims payment for
damages, vacancy or unpaid rent.
C. Damage and Vacancy claim forms will be maintained in the tenant
files for future reference and possible repayment.
2. Financial Records. "
Checks will be processed by the Finance and Accounting Department and
returned to the Housing Division for posting to card files and mailing to
recipients. The Housing Division will keep all records pertaining to
family eligibility, income verification, unit inspections and leases in a
manner suitable for an unannounced federal performance audit. The
Finance and Accounting Department will provide financial management in
accordance with HUD guidelines. The department will maintain owner
rental payments and prepare IRS form 1099 for income tax purposes. The
PHA will maintain such manual ledgers as may be necessary for the day -
to-day operation of the program.
The PHA shall maintain a Housing Assistance Payments register which
will indicate all payments made to tenants and owners.
J. Information and Assistance forParticipating Families
1. Community Services/Agencies Referrals.
a. The entire staff will be kept informed and kept familiar with a wide
cross section of agencies that help lower income families. The staff will
be able to assist families with referrals to agencies that provide a wide
range of services. This assistance is not limited to housing matters.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 28 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
b. PHA staff members are available to assist with problems reported by
participating families and social service agencies. The Department of
Human Services or the Family Self- Sufficiency staff will provide
assessment and counseling to program participants and CO- ordinate
community outreach efforts with available community resources. The
PHA maintains a list of homes, apartments and mobile homes available to
program participants seeking units or wishing to relocate.
2. Complaints.
The Housing Counselor(s) will document reports, made by tenant families,
that the owner is not complying with the lease provisions or is not
maintaining the unit in compliance with the Housing Quality Standards.
The Housing Counselor(s) will, within 1 working day, investigate the
circumstances of the complaint.
3. Right. of Appeal.
If a family is terminated from the program, they will be notified in writing
as to the cause for termination and the right to appeal.
K.. Review of Family Circumstances, Rents, Utilities and Housing Quality
1. Annual Reviews.
The PHA will review Utility Allowances, Rent Reasonableness and any
possible changes to the Housing Quality Standards at least on an annual
basis. These reviews will be scheduled to be completed and be effective
with any changes in the FMRs. Reviews will be in accordance with the
most current information and guidelines available.
2. Recertifications.
The PHA will maintain a file, by month, of required re- examination dates.
All participants will be re- certified at least annually. The annual re-
certification process will follow the regulations for initial certification,
except that photocopies of existing data may be transferred to the new
file. Failure to respond to correspondence scheduling appointments for
recertification can cause tenant termination.
3. Non - Annual Reviews
SECTION 8 ADMINISTRATIVE PLAN
PAGE 29 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
a. Special reviews may be scheduled every 15 days for families,
expect for cases under a doctor's care, that have no verifiable income, or
that have incomes less than the current AFDC amounts. These families
will be referred to as many sources of assistance within the community as
possible.
b. Special reviews may be scheduled every 90 days for families with
unstable incomes that cannot be projected with any degree of reason.
C. A special review will be completed when the family informs the PHA
of any change in family income, family expenses or family composition.
d. A special review may also be required if evidence provided by other
agencies or individuals indicate the need to do a re- examination before
the next scheduled review date.
4. Effective Dates of Changes.
All efforts will be made to insure that any change that reduces the
tenant's share will be placed in effect as soon as possible, but no later
than the first of the next month after the change. Increases in Total
Tenant Rent will become effective 30 days after the next rental due date
following verification of the chance. Retroactive increases are charged
when the certificate /voucher holder has failed to provide required
information within 30 days of income or family change.
L. Termination and Family Moves
1. Family Responsibilities.
Briefing sessions will emphasize that along with family rights, there are
family responsibilities. Household heads will be reminded that all
transactions and requests must be in writing. Families will be reminded
that if their actions cause the PHA to pay any claims under the contract
on their behalf to the owner, they will be required to reimburse the PHA.
Any payment made by the PHA and received by the owner in good faith
that the tenant was still in the unit that month, will be treated the same as
a vacancy claim by the PHA and will require that the tenant reimburse the
program for the funds spent for the rental of an unoccupied unit. Families
that move without proper prior written notice to the owner and the PHA
will be denied future participation for a period of three (3) years for
breach of their Family Obligations.
2. Move outs.
SECTIONS ADMINISTRATIVE PLAN
PAGE 30 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
Utility disconnects, hookups or transfers are some of the many ways the
PHA has to establish move out dates. Movement from one unit to another
unit usually involves the connection or transfer of utilities at the new unit
and disconnection of utilities at the old unit.
3. Eviction.
Owners are required to follow eviction procedures consistent with their
contract, state and local laws.
4. Fraud /Misrepresentation.
If the family has committed fraud or misrepresentation in connection with
federal housing programs, the PHA may terminate assistance and cancel
the HAP contract. The PHA will make every effort to recover any
overpayments made on behalf of the tenant as a result of fraud or abuse.
5. Termination.
If the owner has committed fraud or misrepresentation in connection with
federal housing programs, the PHA will terminate the HAP contract and
review the circumstances and family's involvement to determine if the
family is eligible for re- certification to relocate to another unit with
continuation of assistance. The PHA will make every effort to recover any
overpayments made as a result of landlord fraud or abuse.
6. Failure to Meet HQS.
If the unit no longer meets minimum HQS because of the tenant's failure
to maintain the unit in a decent, safe and sanitary condition, including
failing to keep utilities on, and the tenant fails to bring the unit into
compliance, despite good faith efforts by the owner and the PHA, it may
be necessary to cancel the HAP contract. Every effort, including the use
of church and social service agencies' assistance will be used to correct
the problem and prevent the loss of assistance. If a contract is canceled
for this reason, the PHA may refuse to extend continued assistance to the
family for failure to conform to the Family Obligations.
7. Cancellation of HAP Contract.
If it is necessary to cancel a HAP contract due to the owner's failure to
respond to notification that the unit no longer meets minimum HQS, and
the current tenant has to be moved to continue receiving assistance, the
SECTIONS ADMINISTRATIVE PLAN
PAGE 31 (REV 2/95)
CITY OF WICHITA FALLS, TEXAS
PHA will not approve a new lease/contract on that unit for a period of one
year, and until the PHA receives assurances that the owner will fulfill the
program requirements in the future. '
8. PHA Review. -
Each case that results in eviction, termination of program participation,
or failure to give proper notice will be reviewed by the PHA. If the review
results in a determination of ineligibility for future program participation,
the family will be notified in writing describing the reason(s) and grounds
for that determination and the process to make an appeal.
9. Restriction on Being Added to Another Lease.
If the family or person was terminated from the program for cause, they
may not be added to any other family's lease until the three year period is
over. Any time a family is terminated from the program, the next eligible
family with the earliest application by date and time with a federal
preference will be notified of the availability of assistance.
10. Moving and Portability.
Certificate and housing voucher holders and participants will be informed
of the portability option during the initial briefing and at reexamination
sessions.
An applicant who holds an unexpired current rental certificate or rental
voucher of the issuing PHA (this is the PHA from which the the assistance
to the applicant or participate originates) is eligible for statutory
portability within the same state, even if (1) the issuing PHA has not
executed an assistance contract on behalf of the family, or (2) the family
does not live within the jurisdiction of the issuing PHA.
A PHA with either a certificate or housing voucher program into whose
jurisdiction the family moves (receiving PHA) with assistance under the
portability statute must assume the responsibilities of the issuing PHA
toward the family. The receiving PHA may either bill the issuing PHA for
the housing assistance payment on behalf of the family " may provide
assistance to the family utilizing funding under the ACC far its own
housing voucher or certificate program.
If no FHA with either a certificate or housing voucher program has
jurisdiction under State law for the area where the dwelling unit is located
to which the family ahs moved under statutory portability, the issuing PHA
SECTION 8 ADMINISTRATIVE PLAN
PAGE 32 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
must fulfill the PHA responsibilities under the housing voucher or
certificate programs, and must provide assistance to the family at the
new dwelling unit. In such cases, the issuing PHA may administer the
assistance directly or may subcontract with another PHA in the
immediate vicinity, or otherwise subcontract administration of the PHA
responsibilities. For this purpose, Federal law overrides State law
limitations on PHA jurisdiction and permits the issuing PHA to administer
outside its normal State -law jurisdiction or out of State.
Families assisted under the certificate and housing voucher programs
have a statutory right to move within the same State and, if applicable,
within the same or a contiguous metropolitan statistical area (MSA) in
which the jurisdiction of the PHA that issued a certificate or housing
voucher to the family (the issuing PHA) is located. The City of Wichita
Fails is the Central City of the Wichita Falls MSA in the State of Texas but
does not have an adjacent MSA in either Texas or Oklahoma.
If any portion of the issuing PHA jurisdiction is located in an MSA,
statutory portability applies if the dwelling unit to which the family wishes
to move is located (a) in the same State as the issuing PHA, or (b) in the
same MSA, or an MSA contiguous to the MSA, within which the
jurisdiction of the issuing PHA is located, regardless of state boundaries.
Housing voucher holders or participants that do not qualify for assistance
under the statutory (within state) portability provisions are permitted to
make portable moves under regulatory (out -of- state) portability
provisions of 24 CFR 887.557. Not more than 15% of the total number of
voucher holders will be able to move out -of- state.
NOTE; The City of Wichita Falls operates with the option that the initial
issuing PHA may limit family moves to not more than one in any 12 -month
period.
M. Special Claims Payments
This section will be copied and provided to owners at the time of a special
inspection and prior to submission of a special claim.
Owners will be reminded that under Texas Property Code, Chapter 92,
Sub - chapter C "Security Deposits for Residential Tenancies ", they are
required to provide the tenant with an accounting of their security deposit
within 30 days after the tenant surrenders the property. Surrender the
SECTION 8 ADMINISTRATIVE PLAN
PAGE 33 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
property means that all occupants of the unit have left. The tenant should
turn -in their keys when they leave; however, the state law that requires
re- keying or lock change out within seven days reduces an unpaid rent
claim based on the fact that the keys have not been turned -in. The owner
must furnish a tenant with a written description and itemized listing of all
deductions. However, under the law, the owner has no duty to seek out a
forwarding address. The owner may request that the Section 8 office
forward letters to tenants for whom the Section 8 program has knowledge
of their new address. The turn in of the keys by the tenant to the landlord
is a useful tool in establishing a move out date; however, the state law
that requires re- keying or lock change out does not make this the
definitive indication of move -out.
1. Certificate Program
a. The HUD Handbooks and the Housing Assistance Contract contain
rules for the payment to owners of vacancy loss and damage claims.
b. Damage, Unpaid Rent and Vacancy Loss Claims are considered
separate claims. An owner collecting a vacancy claim will not have the
unpaid rent and damage claim amount reduced by the amount of the
vacancy claim.
C. To claim unpaid rent, the landlord must have informed the PHA, in
writing, that the tenant has not paid their portion of the rent in the month
for which a payment has been omitted, and the owner must have taken all
actions provided under the contract/lease, including eviction, to remedy
the unpaid rent situation. Unpaid rents for any month prior to month in
which move -out or eviction occurs will not be approved without this
notice. In the case of certificates, reimbursement for unpaid rent must
not exceed the lesser of the amount owed the owner or two months
contract rent, minus the greater of the security deposit actually collected
or that could have been collected by the landlord.
d. In processing a Vacancy loss claim, the following procedures will
prevail:
i. The tenant must have vacated the unit in violation of the lease or
have been legally evicted by the owner for just cause.
ii. The owner must notify the PHA of both the vacancy and new leasing
date. The owner must make every reasonable effort to lease the unit after
the unit vacancy is known. This effort includes, but is not limited to
placing an ad in the local newspaper with the statement "Section 8
SECTION 8 ADMINISTRATIVE PLAN
PAGE 34 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
families welcomed ", seeking referrals by the PHA or other open market
methods. Copies of the ad must be provided the PHA.
iii. If the unit remains un- occupied, the owner will be allowed to claim
the remainder of the rent for the month in which the vacancy occurs.
The turn -in of keys by the tenant to the landlord is a useful tool in
establishing a move out date; however, the state law that requires re-
keying or lock change out reduces a unpaid rent claim. If a family moves
out in a manner that causes the PHA to pay the owner for periods when
the family is not in the unit, the PHA will require repayment of these
amounts by the tenant just as in the case of a vacancy claim. If the unit
remains unoccupied past the end of the first month, the owner will be
entitled to an amount of 80% of the daily contract rent for each day the
unit is vacant during the month immediately following the vacancy date.
iv. When the maximum allowable Unpaid Rent or Vacancy loss amount
has been calculated, any amounts already paid by the family for the
vacancy period will be deducted. The remainder will be the allowable
vacancy claim.
e. When computing reimbursement for a damage claim, the following
procedures will be followed:
L If the owner suspects that there may be damages, they shall
request an inspection immediately upon a tenant vacating the unit in
violation of the lease or at contract expiration. The owner. may
accompany the Housing Counselor(s) during the inspection for tenant
related damages. The tenant also has a right to participate in the
inspection if they desire to be there.
ii. At the time of inspection, items that may be claimed as damages
will be explained to the owner. Within the damage claim portion of the
special claim, the owner may request reimbursement for documented
haul -off costs associated with removal of the tenant's abandoned
furniture and clothing, as well as excess trash. If the tenant was
responsible for yard maintenance, and the inspection calls for yard
mowing and clean up, the owner may make a claim for these costs. The
PHA may use their discretion when determining actual tenant damages
and can prorate the cost of replacement, based on previous inspection
reports and the present condition of the unit.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 35 (revised 3195)
CiTY OF WICHITA FALLS, TEXAS
The owner will be reminded that no reimbursement can be made for:
(a.) items that were not identified as damaged in the inspection report,
(b.) normal cleaning (i.e., soiled floors and carpets),
(c.) normal repainting (general painting or covering of minor nicks and
scrapes), or
(d.) normal fair wear and tear repairs (i.e., worn carpets or floor
coverings, rotted or deteriorated doors, windows and screens, etc.).
iv. Only after tenant-related damages have been repaired and a
second inspection has been made to confirm that fact will a damage claim
be calculated. The claim shall be based on reasonable costs incurred to
repair the tenant - related damages. The owner must provide paid
itemized receipts for the labor and materials needed to correct these
damages. Receipts must be dated, identify the unit address, and be for
an item that was on the damage inspection. Bills for individuals providing
labor must include their name, mailing address and telephone number.
The landlord may not bill himself for his own labor since it is not
considered by the PHA to be an actual cost.
V. The owner must make every effort to recover the amount claimed
from the tenant. A copy of the request for payment from the tenant must
be provided to the PHA. If this effort results in no recovery within ten (10)
days, a claim may then be submitted to the PHA.
vi. The claim may include reimbursement for unpaid rent and the
actual cost of repairs for tenant related damages; however, the total
amount payable shall not exceed the amount of two (2) months contract
rent minus the greater of the security deposit the owner actually
collected or could have collected under the program guidelines.
vii. State law requires the property owner to notify the tenant of any
charges against the security deposit or to reimburse for any unused funds
within thirty (30) days of move out. In order to claim any part of the
security deposit, the owner must provide the tenant with information on
the claims for unpaid rent, damage or vacancy.
viii. The PHA has a responsibility to provide assistance to the maximum
number of families that it can fund within the program limits. The state
requirements and the PHA responsibility make it possible and essential
SECTIONS ADMINISTRATIVE PLAN
PAGE 36 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
that all special claims materials and procedures must be completed
within ninety (90) days of the initial move out inspection.
2. Voucher Program
Reimbursement claims are processed in the same manner as the
Certificate Program except for the following:
a. In the case of a tenant vacating a unit in violation of the lease, the
owner may retain the subsidy paid for the month in which the vacancy
occurred.
No other vacancy amounts can be paid by the PHA.
b. The owner may claim reimbursement for unpaid tenant rent and actual
cost of repairs for tenant related damages; however, the total amount
payable shall not exceed the contract rent for one (1) month, minus the
greater of the security deposit the owner actually collected or could have
collected under the program guidelines.
3. Information to Tenants
Certificate /voucher holders that remain in the same unit or with the same
landlord, but have tenant related damages on the annual /renewal
inspections, may be billed by their landlord for any PHA identified
damages by providing the tenant and PHA with detailed listing of
materials and billing for labor. The landlord may enter into an agreement
for the tenant to repay the damage amount on a monthly basis. A copy of
this agreement must be provided to the PHA and placed in the tenant's
file.
4. Information to Owners
Owners will be thoroughly briefed on claims for reimbursement, and the
collection of security deposits. Owners will be strongly encouraged to
collect the maximum amount of security deposit to which they are
entitled. The owner's rights and obligations to properly screen the
applicant's past rental history will be explained. While certificate or
voucher holders cannot be denied acceptance by the owner based on
race, familial status, color, religion, sex, national origin, handicaps, or
age, the owner may deny occupancy (the same as they may with
unassisted families) based on the following areas: (i) past record of late
or non - payment of rental obligations, (ii) abuse, damages or neglect of
property in the past, or (iii) references of previous landlords.
SECTIONS ADMINISTRATIVE PLAN
PAGE 37 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
5. Repayment Requirements.
Applicants and participants will be counseled, during certification and re-
certification briefing, of the PHA's policy on claims repayment and their
responsibility to reimburse the PHA for any moneys paid by the PHA on
their behalf to the owner for damages, vacancies or unpaid rents.
6. Repayment Offer from PHA.
The PHA is the sole source for both the offer of and the approval of any
repayment agreement. Families wishing to remain on the program will be
required to repay any amounts paid to the owner by the PHA on their
behalf during the current certification period. The monthly repayment
amount may be reduced, and /or the length of time may be extended by the
PHA, up to twenty -four months, in cases were tenant income has
decreased. No move will be permitted for any family that is still under a
repayment agreement. Persons leaving the program owing monies to the
PHA will have to repay those monies in full prior to being eligible for re-
admission.
T. Repayment Agreements.
Participants will be informed that only one repayment agreement at a time
will be authorized. Families with a current repayment agreement that
incur a second set of claims may only be renewed when one of the claims
is paid in full.
N. Complaints and Appeals
1. Applicants Rights to Appeal.
Applicants shall have the right to an informal review for most decisions
made by the PHA during the application and eligibility determination
process. The entire process is described in the Housing Division's
grievance procedure which is handed out during application taking and is
again given during the certificate or voucher briefing.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 38 (revised 3/95)
CITY OF WICHITA FALLS, TEXAS
2. Participants Rights to Appeal.
Participants shall have the right to an informal hearing for any action that
increases their share of the rent or in cases where the PHA reduces or
terminates assistance. Records vrili be maintained by the PHA on any
complaint or appeal.
3. Discrimination.
In any case of alleged discrimination, the PHA will refer the case to the
Commission on Human Needs or the regional HUD office as outlined in the
EOHP.
4. Disagreements or Complaints.
Both owners and tenants have the right to present any complaint or
disagreement to the PHA (i.e., vacancy or damage claims, contract or
lease interpretation, etc.).
5. Levels of Appeals.
If differences cannot be resolved on an informal basis with the Housing
Counselor III, a review or hearing will be requested with the Housing &
Community Development Administrator. In the event a solution is not
made then, the Community Development Director will be consulted. If
none of the above informal meetings produce agreement, a formal review
or hearing will be arranged with the City Manager. The appellant may be
represented by counsel, if desired, at any or all the above steps.
• . ..
1. Management Policies.
Establishing and maintaining high quality administrative and management
practices to achieve the goals of the PHA is a primary objective. The
PHA's primary goals are: (a) to promote greater housing opportunities for
lower income families, and (b) to stimulate applications and participation
from the widest range of eligible families.
2. Outreach to Owners.
The Housing Counselor III or Housing and Community Development
Administrator will meet with real estate agents, apartment managers,
SECTION 8 ADMINISTRATIVE PLAN
PAGE 39 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
property owners and rental property developers to encourage their
understanding and participation in the Section 8 program.
3. Outreach to Groups.
The Housing Counselor III or Housing and Community Development
Administrator will contact and provide information in the best forms
possible, written or verbal, to groups representing the elderly, disabled,
handicapped, or otherwise disadvantaged. These meetings will be
designed to stimulate applications and participation from these groups,
which in the past, have not applied in the proportions expected.
4. Outreach to Social Services.
The Housing Counselor III or Housing and Community Development
Administrator will maintain contact with the widest range of social
service agencies and groups to provide outreach to all eligible families,
who may not otherwise have knowledge of the program and the
procedures for applying.
5. PHA Occupancy Rate.
A minimum occupancy rate of 95% will be maintained by the PHA. The
future availability of certificates and vouchers will be monitored to
determine the number, type, bedroom size and approximate date of
availability in order to maintain this occupancy rate. A monthly bedroom
utilization report will be used for this purpose. Changes in the expected
turnover rate may cause the PHA to have more units under lease then are
authorized by the ACC. This overage should not exceed approved ACC
funding for more than 60 days.
6. Monitoring the Program.
The PHA will maintain and monitor applicant and participant composition
to ensure EOHP objectives and federal reporting requirements.
7. Administrative Plan Revision.
The program Administrative Plan and Equal Opportunity Housing Plan, as
submitted by this PHA, will be revised on an as required basis. These
plans will be revised when the PHA receives additional units or when
programmatic changes are published.
SECTION 8 ADMINISTRATIVE PLAN
PAGE 40 (REV 2195)
CITY OF WICHITA FALLS, TEXAS
P. Rental Rehabilitation Program
1. All certificates and vouchers allocated by HUD to the PHA for the
Grantee's Section 17 Rental Rehabilitation Program have been used, at
least once, for their stated use and no additional linked assistance is
expected or available.
2. If any very low income tenant, as define by federal regulations, is
displaced by Rental Rehabilitation Program activities, they will be offered
rental assistance as required by current federal guidelines. See the
section on Federal Preferences for assistance to non -very low income
families.
3. To help assure that the Rental Rehabilitation funds are used to benefit
eligible persons, the PHA will maintain a listing of all completed RAP units
and refer all new certificate or voucher holders of any vacant unit;
however, the families are free to move to any acceptable unit within the
Phi's jurisdiction consistent with the "finders- keepers" policy of
Subsection 882.103.
Q. Family Self- Sufficiency.
The Family Self- Sufficiency program operational guidelines are hereby
included as a part of this plan as if reproduced in their entirety. See
attached FSS action plan.
Ill. BUDGETING AND STAFFING NEEDS,
The attached figure displays the administrative salary costs and job
functions. All costs incurred in administration of this program will be
charged to either the Section 8 Certificate or Voucher Programs. No
persons reflected in the Section 8 budget will serve In a variety of
positions which will result in exceeding more than 100% of their allocated
time.
SECTIONS ADMINISTRATIVE PLAN
PAGE 41 (REV 2/95)
______________________________________________________________________
44xx Class Totals $20,474.78
_________________________________________ ___ ..__..________-------- - -____
5430 Car Radios (2 @ $600) $1,200.00
COMBINED TOTALS $173,007.13
SECTION 8 COMBINED CERTIFICATE AND VOUCHER
DETAILED BUDGET REQUEST 93 -94
----------------------------------------------------------------------
ACCT #
DESCRIPTICN /JUSTIFICATION
93/94
PERSONNEL SERVICES
4111
Salaries, Supervision (Hsg /CD Admin)
50% of Salary - balance 50% in CDBG
$20,420.40
4112
Salaries, Clerical (Clerk - Typist II) (100$)
$13,780.00
4113
Salaries, Operational (Hsg /CD Spec)
25% of Salary - balance 75% in CDBG
$9,961.12
Grants Coordinator (25% Section8 /75% CDBG)
$8,804.12
Housing Counselor III (100 %)
$26,840.32
Housing Counselor II (100 %)
$23,144.16
Housing Counselor I (100 %)
$18,532.80
Total for salaries
-------- ------
$121,482.92
4121
FICA on above salaries
$9,293.44
4122
Retirement on above salaries
$9,913.00
4123
Life Insurance - on above salaries
$256.49
4124
Health Insurance - on above salaries
$5,400.00
(Hsg /CD Admin, Hsg /CD Spec,
and Grant Coord. paid from CDBG)
41xx
Class Totals
$146,345.85
4214
Minor Furniture
$250.00
4220
Office Supplies
$2,000.00
-------------------------------------------------
42xx
---------------------
Class Totals
$2,250.00
______________________________________________________________________
MAINTENANCE AND REPAIR
4315
Central Garage Servcies (2 Cars @ 1,237)
$2,474.00
4320
Maintenance Office Furniture /Equip.
$262.50
------..______________________________.._____--------------______-------
43XX
------------.•---------------------------------------------------------
Class Totals
$2,736.50
UTILITIES AND OTHER SERVICES
4410
Telephone /Telegraph
$334.78
4430
Professional Fees
$9,275.00
4440
Educational Registrations
$1,500.00
4441
Memberships
$240.00
4442
Travel
$2,125.00
4470
Advertising
$1,500.00
Fair Housing advertising and activities.
Classified -ads seeking new landlords.
4471
Binding /Printing
$1,500.00
4491
Postage /Freight
$4,000.00
______________________________________________________________________
44xx Class Totals $20,474.78
_________________________________________ ___ ..__..________-------- - -____
5430 Car Radios (2 @ $600) $1,200.00
COMBINED TOTALS $173,007.13
:1]
a
x
x
X
x
VI
VP
X
x
X
z
Z)
it . .
U_
i ,
>1
>4
x
0
0
z
pQ
x
x
is
0
z
iq
is
x
x
x
>4
X
X
>4
x
X
_j
V1
0
z
D
U_
LIJ
x
x
Z
x
x
x
x
323
U_
D4
>4
x
lu
c
o
ivis a 31wV5
- cc
x
>4
x
>4
In
V
<
0�
P-4
J
z
Z
in
0
Q
U_
U_
:1]
a
T
I �
N
Da
9.°
1
S ,�8� FkpR�SSw
qy [J
r �
� ORS
�8T F
ODD 104, ,y £
pK H
wy
rn �.
i~
QI Y I
1 �
PKWY cn
Y
V
MgCOMMUNITY DEVELOPMENT
TARGET AREA. SHADED FLOCK
GREATER THAN OR AREAS AftE GRANT
LOW TO MODERATE I OME.T
N 0 51,0q
SOURCE: DEPT OF HOUSING
DEVELOPMENT 993 D URBAN
BE
I t
ENIRAL F
O
t) i;
Z
`-
Q
O
RAtHGEBER
= 0"'� 5000
MAP C.)F
WICHITA FALLS
TEXAS
I t
CITY OF WICHITA FALLS, TEXAS
CITY OF WICHITA FALLS, TX
FAMILY SELF - SUFFICIENCY
FAMILY SELF - SUFFICIENCY ACTION PLAN
s 1
(revised 3195)
��' 4
CITY OF WICHITA FALLS, TEXAS
1. INTRODUCTION
The Family Self - Sufficiency Program (FSS) strives to provide supportive
services to enable participating families to achieve economic
reliability and self-sufficiency. This action plan seeks to promote the
development of local strategies, coordination, and assistance under Section
8 housing with public and private resources.
An committee has been formed to Implement this program. This committee is
comprised of local educators, business directors, city government officials,
social service agencies and representatives of present Section 8 tenants:
The mission of the FSS program is to empower families to move from a state
of dependence to economic self- sufficiency. The objectives of the program
are:
1. Increase participant's self- esteem and self - worth.
2. Assist participants in acquiring the basic education needed to make
employment opportunities possible.
3. Assist participants with developing employment skills and training.
4. Assist participants In accessing available child care programs.
S. Enhance participant's parenting skills.
6. Assist participants in accessing other available community
resources.
7. Network with other social service agencies to avoid duplication of
services, and to Identify and mitigate gaps within current
programs.
All participants of the Section 8 housing Assistance program have been
notified of the Family Self - Sufficiency Program through notices mailed to all
current Section 8 housing participants (Attachment 1) and all applicants on
the waiting list will be notified of this program through a notice in the
CertificationNoucher Holder's Packet
Currently, the City of Wichita Falls has budget authority for 544 families in its
Section 8 Rental Assistance Programs. The City received approval for 45
additional vouchers on September 30, 1994. The City is currently processing
families of its first FFS assistance attached to the allocation of 16
certificates. The PHA is also performing outreach to attract 45 additional
families needed to meet the award of 45 additional Post 1989 rental vouchers
which require Family Self- Sufficiency (FSS) assistance. The following
informational charts provide a profile of the families now being assisted by
the City under the Section 8 Rental Assistance Programs and assists in the
informed selection of families to participate in the FSS program.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 1 (revised 3/95)
CITY OF WICHITA FALLS, TEXAS
TYPE OF
SEX
Male
RACE
Female
Number
BTENICITY
TOTAL
ASSISTANCE
H -O -H
white
slack
Native
Asian
Hispania
[144]
Certificate
Female
128
140
1
1
21
291
[470]
Male
62
190
18
1
2
13
96
77
90
16.S%
ISO
2
3
34
387
voucher
Female
63
42
0
0
11
114
105
Male
31
11
0
2
1
45
COMBINED 286 211 2 S 46 545
SOURCE OF INCOME
Family
Male
Family
Female
Number
%
7
Members
H -O -H
Members
H -o -H
SOCIAL SECURITY
[144]
7S
[197]
137
212
38.8%
EMPLOYMENT
[186]
44
[470]
143
188
34.4%
AFDC
[ 54]
13
{263]
77
90
16.S%
MISC.
r 20]
6
1110]
34
40
7.3%
141 404 100%
FAMILY SIZE
1
2
3
4
S
6
7
8 9 TOTAL AVG.
Head of Household
FEMALE
121
81
92
68
23
10
8
1 0 404 2.6
Family Members
121
162
276
272 115
60
56
8 0 1070
MALE
Farm y Members
47
47
29
58
13
39
18
72
19
95
12
72
2
0 1 141 2.9
168
111
105
86
42
22
14
10
0 9 406
1 1 545
running total
30%
S1%
70%
86%
94%
97%
99%
100%
The City has long cooperated with a number of local agencies in the joint
effort to obtain funding for educational services, training services and
additional housing services. The City has worked closely with members of
the Jerusalem Community Development Corporation and Habitat for
Humanity in preparing programs to increase the number of affordable
housing units available to low income families. The City has established a
Program Design Committee and a Selection Committee which have
interviewed and approved the first eight of the original sixteen families for the
FSS program. Members of the Interagency Forum helped the PHA to identify
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 2 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
the applicants abilities, shortcomings, and needs, developed a schedule
using available resources and corrected any gaps in the service available.
As the result of the experience gained in these joint efforts, it is anticipated
the services listed on page 13 will be needed by future FSS participants:
2. ESTIMATES OF PARTICIPATING FAMILIES
It is anticipated that the initial outreach effort used for the first sixteen FSS
participants has created a large enough pool of applicants to be
representative of the group overall, as identified In the charts above. The
City expects there will be no difficulty In filling FSS slots from the current
Section 8 participants and those coming on the rental assistance program
from the waiting list. During the Initial selection process, for the first-16 FSS
families, the agency received request from over 100 families for the 18 slots.
A check of income sources Indicates that 212 households (3^) have, as its
head, an individual that is elderly, disabled. or hands . A hi
percentage of these Individuals may choose not to clpp��aa , The current
high ratio of elderly and disabled tenants will 8o down as Te"now federal
preference replaces the previous HUD allocation of smaller bedroom sizes
that were set aside for elderly, disabled and handicapped persons. The high
number of two and three bedroom families that have been on the waiting list
for a long period will change the makeup of the participants with more
families in the 3 and 4 bedroom family unit size being on the program.
The typical Section 8 family (75% of current participants) is two or more
persons with a single female as head of household with two children. A
number of the single parent households with children below school age may
also elect not to participate until the children are older. Almost 35% of the
current participants are now employed, but are under - employed (less than 40
hours per week) or underpaid (working at or below the minimum wage).
Many would be enthusiastic about the program and apply but some will feel
that they can not afford the loss of money because of the time off work to
participate. Approximately 50 households can reasonably be expected to be
taken from the Section 8 participant rolls with another 25 available as they
are taken from the waiting list and briefed on the program. The program will
be expanded, as staffing and outside assistance allows, to serve these initial
families.
3 ELIGIBLE FAMILIES FROM OTHER SELF - SUFFICIENCY PROGRAMS
This is the City's initial effort to administer a self sufficiency program.
Therefore, there are no families In this category which are expected to
execute a FSS Contract of Participation.
4. FSS FAMILY SELECTION PROCEDURES
The City will select participants in an objective and nondiscriminatory
manner. The selection from the current participants of the Section 8 Rental
Assistance Program assures that the selection Is made without regard to
race, color, religion, sex, handicap, familiar status or national orgin. An
applicant for the FSS program that has not been selected may request a
review of the non - selection. A current Section 8 tenant who is a participate
on the FSS program who is informed that they are going to be terminated may
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 3 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
request a hearing. The review or hearing is the same procedure as that is In
place for the section 8 program.
All participants of the Section 8 Housing Assistance rams have been
mailed a FSS program brochure and a notification le0Owith a form to sign
and return by a specified date, If the family was interested. The City of
Wichita Falls Housing Agency will phase the first sixteen (16) applicants into
the FSS program. The remaining Pee applicants will be interviewed
for the first available opening according to their position on the FSS Program
sign -up List The PHA plans to employ a Program Coordinator who, in
conjunction with other members of the Task Force, will develop a selection
and screening criteria which must be met by all participants, as follows:
Selection Criteria
(1) Participant must be currently on the Section 8 Housing
Assistance Program or be an applicant attending the
certification briefing.
(2) Participant must currently be or can be classified as head of the
household.
(3) Participant must successfully complete the FSS orientation class,
an overview of the Family SelfSufficiency Program, including its
benefits and expectations.
(4) Completion of the FSS / TDHS Survival Skills course which
Includes discussion of the following topics:
a. Self- Esteem
f. Child Management
b. Housekeeping
g. Assertiveness
c. Budgeting
h. Coping Skills
d. Nutrition
I. Time Management
e. Personal Care
J. Community Services
(5) Participant must agree to adhere to all policies associated with
the FSS Program.
Upon completion of the preparatory training ram, participants will be
scheduled to sign the FSS Program Contract (HIID- 52650). Their case plan
and progress will be monitored by one of the Housing Counselors until the
FSS Coordinator is hired.
Participants in the first group of 1 S have attended a mandatory orientation
and filled out a more extensive application. The Selection Committee did
preliminary screening of the applicants and call twenty persons In for
personal interviews before selecting the first group. The remaining
applicants have had their applications returned to the FSS participant waiting
list to be combined with any applications received since the initial mail out
Selection from the FSS waiting list will occur using the following criteria:
(1) Fifty percent, or 31 slots, will be targeted to interested families
already enrolled in the following programs - JTPA, JOBS or the
Pell Grant (educational grant) an taken from FSS waiting list on a
FAMILY SELF-SUFFICIENCY ACTION PLAN
PAGE 4 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
first come, first served basis by date and time of receipt of their
request form.
(2) Families currently participating on the Section 8 rental
Assistance Program will be placed on the FSS waiting list on a
first come, first served basis by date and time of receipt of their
request form.
Any family who fails to perform any one of the following activities will be
removed from on the FSS participant waiting list
1 Fails to return the interest form by the date specified on the form;
2 Falls to attend the mandatory orientation;
(3 Falls to return the FSS Application form within ten days of
attending the orientation.
Families who enter the Section 8 Housing programs after the initial outreach
and orientation efforts will be briefed on the FSS program and encouraged to
apply for the FSS program at the time they receive their certificate or
voucher. The family will sign an form to express interest at this time and be
noted to attend the next orientation which will be scheduled as pr ram
turnover occurs and as the Initial participant waiting list is exhausted.
5. INCENTIVES TO ENCOURAGE PARTICIPATION
The City shall deposit the FSS escrow account funds for all families
participating in the FSS program into a single depository account The funds
will be deposited In a HUD approved investment account The total of the
funds will be supported in the accounting records by a subsidiary ledger
showing the balance for each family. The accounts will be credited monthly.
The investment income for funds in the escrow account will be prorated on an
equitable basis and credited to each family's account quarterly.
The escrow account funds will be disbursed when the family completes the
Contract of Participation or when 30% of their adjusted income equals or
exceeds the FMR for the size of the unit for which the family qualifies. in
either case, no family member can receive welfare assistance at the time of
disbursement The City may make Interim disbursements from the family's
escrow account for contract - related expenses if the family has fulfilled
certain interim contract goals. Such contract - related expenses include but
are not limited to:
1. School tuition or other school costs.
2. Job training expenses.
3. Clothes needed for an Interview.
4. Transportation- related expenses.
5. Business start-up expenses.
The City will work with the Program Design Committee to develop further
incentives for program participation.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 5 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
6.OUT EACH EFFO L
The City notified every active Section 8 participant by mailing an FSS
program notification letter (see attachment A). The FS8 interest form (see
attachment B) was enclosed for interested participants to respond to the
housing office by set deadline. Upon receipt of the FSS Interest form, the
families were scheduled to attend a mandatory orientation to introduce the
FSS program and answer any of their questions. After the orientation, those
that still have an interest will complete an FSS Application (see attachment
c).
The Housing staff will notify every new family of the FSS program as they are
briefed for participation In the Section 8 program. As the applicants are
issued their rental assistance (certificate or voucher) they will be
encouraged to participate In the FSS program, The turnover rate for rental
assistance should provide a steady flow of new applicants for the FSS
program.
Outreach will also be conducted to educate service providers so that they
can encourage mutual clients to participate. Oral presentations as well as
written information will be made available to these providers. Ongoing
outreach will also occur during the annual reexamination appointment.
Participants may acknowledge their interest by signing the FSS interest form
at this time.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 6 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
T.FSS ACTIVITIES AND SUPPORT SERVICES
The City has received numerous letters of commitments from agencies giving
their support. Many other organizations have expressed Interest in assisting
the program. The following agencies will be used in meeting the needs of FSS
participants.
Type of service Agency Nano
Child care facilities
Basic and remedial education programs
includes literacy training
Continuing educational opportunities
Health care
Legal aid and assistance
Substance abuse counseling and treatment
Transportation
Career counseling s
Employment opportunities
Job training
Survival Skills Training
Parenting Skills
Child Care, Inc.
City (CDBG) funds
Region IX
Education Center
and QED programs
HeadStart
Nov and VRJC
City/County Health
Units, WIC, School
Health Program
West Texas Legal
HHKR
Wichita Falls
Transit
TEC \Texas Rehab
NORTEZ Regional
Planning
Commission
(COG) JTPA
TDHC\PHA
HeadStart
CHILD CARE
The Texas Department of Human Services (fDHS) JOBS program assists
eligible families with child care costs. The Women's Y will be allotting a
certain number of slots for the FSS program. Child Care, Inc. provides child
care at reduced cost for low income working families.
TRANSPORTATION
The Housing staff is working with the City of Wichita Falls Transit to make
funds available for bus passes to assist with Bus transportation to
employment interviews, to educational facilities, to child care facilities,
medical transportation and to other supportive service agencies.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 7 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
EDUCATION SERVICES
Testing services are offered by licensed professional counselors to
administer achievement, ability and motivational testing at Texas
Rehabilitation Commission, Vernon Regional Community College, Regional iX
Education Services and Wichita Falls Independent School District North
Texas Regional Planning Commission (NORTEX) administers funds under
JTPA and can also to provide classroom training -occupational skills and
classroom training remedial skills. Region IX Education Service Center
provides GED preparation, General Education (Grade 1-8) and English as a
second language programs. HeadStart provides educational skills training
for both children and parents. Midwestern State University (MSU) offers
vocational and technical courses along with a comprehensive range of
supportive services.
PREPARATION AND EMPLOYMENT OPPORTUNITIES
Work Services Cooperation of Industrial Development Corporation provides
training in a protected environment and jobs in both protected and open
employment. Bacon Light House for the Blind Provides sheltered
employment for visually Impaired person. Texas Rehabilitation Commission
(TRC) is involved with individuals who are disabled and not able to obtain
employment. (JTPA) offers on- thelob- training, limited work experience, and
work experience programs. The T HS JOBS Proq-ram helps clients prepare
for employment by encouraging training and offering job search assistance
and employment Manning. Texas Employment Commission (TEC) operates
employment service programs and works closely with JTPA and Jobs
programs. Family Support Services (FSS) will provide a course on job
preparation and offers job counseling.
HEALTH SERVICES/PERSONALITY DEVELOPMENT
The Helen Farabee Center (Wichita Falls/Wichita County) MHMR center offers
counseling services which includes adults and adolescents. The Wichita
Fali&Wichita County Health Unit and Zale Health Clinic will provide medical
screening for the family. FSS staff will provide services on parenting skills,
household management, responsible home ownership, and alcoholisubstance
abuse counseling.
Goodwill Services, Inc. provides an independent living course which
includes welfare, housekeeping services, money management and meal
planning instruction.
_ Consumer Credit Counseling Services (CCCS) provides counseling covering
personal financial issues.
LEGAL AiD
West Texas Legal Services provides legal assistance or referrals for housing,
consumer, child support, family, employment, income maintenance, health,
education, and individual rights cases.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 8 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
LIVING ASSISTANCE
Salvation Army and Goodwill Industries have clothing available to low income
families. Interfaith Ministries, Inc. provides a food pantry and a clothes closet
to supplement other services. Community Action Corporation coordinates
energy assistance programs with the utility companies. Faith Mission,
Interfaith, Community Action Corporation, and the Salvation Army provide
funds to low income families for both rental and utility security deposits and
provide fund to prevent utility turn -offs.
8. IDENTIFICATION OF GAMILY SUPPORT NEEDS
Families are required to complete and submit an evaluation of current
circumstances and service needs form along with their Request to
Participate. The evaluation will require an effort on the family's part as it
requests extensive Information. This will eliminate those families who are not
serious about the FSS program. Assistance will be available for those
families who cannot read or write in completing the form. The evaluation
form is designed to gather information on education, work history, health and
financial issues, interests and goals.
The FSS Coordinator will review the evaluation and schedule an interview w
with each family to determine their needs and match them up with the
available services. Once the first 18 families and alternate families are
chosen, group classes will be designed to address common issues such as
financial assistance to attend school, current trends in the job market,
budgeting and credit, life and parenting skills. Families are required to
attend 50% of these classes before signing a Contract of Participation.
Failure to attend these classes will result in the family being removed from
the participant waiting list.
After attending the required classes, the FSS Coordinator will prepare the
family to execute the Contract of Family Participation. An individual training
and services plan will be developed and will include the specific services and
resources to be provided as well as the interim and final goals for the family.
The FSS Coordinator will continually monitor the effectiveness and
appropriateness of the services and goals. This case management will be
accomplished as follows
Portability
The Housing Agency will require the family to live in the Initial PHA's
jurisdiction in order to participate in FSS. Families choosing to move with FSS
must first demonstrate to the satisfaction of the Housing Agency that the
participating family will be able to fulfill its responsibilities under the Contract
at its new place of residence. Families choosing to move, who cannot achieve
the objectives and goals agreed upon under the Contract of Participation in
another location, will be terminated from the FSS Program and the
participating families FSS escrow account will be forfeited.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 9 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
If the family does not comply with the Contract of Participation the PHA may:
1. Withhold supportive services, or,
2. Terminate the family's participation in the FSS program.
The City will not terminate or withhold Section 8 Assistance solely because
the family does not comply with the Contract of Participation. Amounts in the
participants FSS escrow account, including any accumulated interest, will be
forfeited without recourse if the Contract of Participation is terminated.
The family will be notified by certified letter of either action described above.
The notice will explain that the family may request an inforn d hearing. The
procedures for requesting and conducting the hearing will be the same used
in the Section 8 programs and described in full in the administrative plan.
FSS families are subject to the same policies concerning the termination of
their Section 8 Housing assistance as described in the administrative plan.
The City will make every effort to assist the FSS family in meeting the
obligations of their contract Circumstances will be reviewed and the
contract renegotiated if warranted. Action will only be taken when it is
evident the family is not making a good faith effort to meet the obligations of
the contract.
The Contract of Participation may be terminated by:
M 2Mutual consent of the parties;
Failure of a participating family or a member of the participating
family to honor the terms of the contract;
r A participating family's achievement of self- sufficiency;
Expiration of the term of the contract and an extension there of:
A participating family's withdrawal from the Section 8 program;
Any act that is deemed inconsistent with the purpose of the
program; or
(T) By operation of law.
NOTE: If the had of the FSS household does not seek and maintain
employment as specified in the FSS contract, or does not find employment
during the contract's five -year term, the family has not met its FSS
obligation and they can be terminated from the FSS program without being
entitled to any of their escrow account.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 10 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
10. ASSURANCES OF NON - INTERFERENCE WITH THE RIGHTS OF NON-
PARTICIPATING FAMILIES
The City of Wichita Falls Public Housing Agency (Housing
Division) assures that a family's election to not participate
In the family self - sufficiency program will not affect the
family's admission to the Section 8 Housing Assistance
programs, the family's right to continued assistance
under the Section 8 Rental Assistance program, or the
family's right to occupancy In Accordance with its lease.
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 11 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
Ii. TIMETABLE
The City's expansion of its local FSS program to include the 45 new voucher
units will begin within twelve (12) months of HUD's execution of an Annual
Contributions Contract Full enrollment is expected to be achieved during the
first twelve months.
Orientation and submission of Requests for Participation. Individual
assessments with Supportive Housinngg Coordinator. Selection of FSS
participants. Group Classes. First FSS Contract of Participation executed.
Delivery of services begin. Full enrollment of FSS participants completed.
Following is the proposed timetable for implementation:
10111/94
Mailed out letters to Section 8 Participants
10111 /94
Held public meeting to explain program to
Social Service Agencies and other interested
parties to encourage cooperation and
assistance with the program (50 attended)
11/1/94
Mailed out letters to attending agencies to
form committees
11/11/94
The participants
are to return interest form
11/15194
Formed Selection
Committee from 14 agencies
12/19/94
Assessment of first group of applicants
January 95
Development of position description for FSS
Coordinator, meet with agencies to refine
their assistance, work with TDHS to develop
presentation of Life Skills Training Program
week of 03/30195
Life Skills Training Course
April 15,1995
First group of five to be
placed under FSS contract
May 15, 1995
four additional families added
June 15, 1995
four additional families added
July 15, 1995
four additional families added
Oct 15, 1995
eight additional families added
March 15, 1996
eight additional families added
July 15, 1996
eight additional families added
Oct 15, 1996
eight additional families added
1997
Twenty families this year
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 12 (revised 3195)
CITY OF WICHITA FALLS, TEXAS
CERTIFICATION OF COORDINATION WITH
SUPPORTIVE SERVICE PROGRAMS
This is to certify that the development of the services and activities under the
City's Family Self - Sufficiency program has been coordinated with the Jobs
Program, The programs under the JTPA, and other relevant employment,
Child Care, and education programs available in the City and activities will
continue their effectiveness, but services and activities that implementation
of such services and to be coordinated, not only to maximize also in order to
avoid duplication of data
Texas Department of Human Services (rDHS)
Texas Rehabilitation Commission (TRC)
Texas Employment Commission (TEC)
Child Care, Inc.
Interfaith Ministries
Helen Farabee Center of the Mental Health Mental Retardation
(MHMR)
Mental Health Association (MHA)
Association for Retarded Citizens (ARC)
Wichita FallslWlchita County Hear Unit
health care
immunization program
Zale Health Care Clinic
Women Infants and Children program (WIC),
Planned Parenthood
Women's Forum/Junior League
Council on Alcoholism and Drug Abuse
Community educational providers
Wichita Falls Independent School District
Reglon IX Education Service Center
Midwestern State University
Vernon Regional Junior College
NORTEX Regional Planning Commission
YMCA
Women's Y (YWCA)
Boy's and Girl's Club
(federally and state funded training programs JPTA, YOU, etc.).
FAMILY SELF - SUFFICIENCY ACTION PLAN
PAGE 13 (revised 3195)
ATTACHMENT 1
IMPORTANT
NOTIFICATION /APPLICATION
FOR
PAKILY SELF - SUFFICIENCY PROQRAX
The Wichita 'Falls Section 8 Housing Assistance Payments
Program will be administering a Family Self- Sufficiency
Program (FSS). The goal of this program is to enable families
currently being assisted by Section 8 to achieve economic
security and self- sufficiency.
Families who would like to participate in the FSS program will
be expected to attend all appointments set up by the Section 8
office. These meetings will explain program requirements and
family obligations.
If you are interested, please fill out the application below
and return to the Section 8 Housinq Office as soon as
possible. You will be notified of the time, date, and place
of the first meeting.
(PLEASE PRINT)
NAME:
ADDRESS:
CITY,STATE:
SIGNATURE
ZIP CODE:
FAMILY SELF - SUFFICIENCY
DATE
Attachment 2
OPERATIONAL CHART - FAMILY SELF - SUFFICIENCY PROGRAM
TASK FORCE CHAIRPERSON
FAMILY SELF - SUFFICIENCY
TASK FORCE COMMITTEE
SELECTION COMMITTEE
HOUSING AND COMMUNITY
DEVELOPMENT ADMINISTRATOR
FAMILY SELF - SUFFICIENCY
COORDINATOR
FSS FAMILY
FAMILY SELF- SUFFICIENCY
ox
LL
0
W
O
W
'v
c
1p
c
2=
•
s
M
v a�
3 `L
m�
o ow
L
W O
TO c
I H ?
Q m �
m
3 � o
ti
vs
;c
E
c
� a
� m
w c
Go
'0 a`
3
�E O.a Ca l
ji j .F
it �
8a. a0>
C_ y.5� c m
E0 O1a,a H
t C C
�.aN 7 til �O m
2 � I
C....c�aaa a
m X`
s H
N r- c
m o OLLL�
m O m
w
F
�V
at zy.+ C" w ._ A
O C C g 0 C m
U._aav3 ai3�
R
r
co
co
c �.
I' X
Z CL
CO
W
H Ir,
td C �.•
LL .2
co F- ti
LL
ti
w H
O �p V_
U
c
.G�
C
O
O
v `
cLL
>
>
t0 O
v t
a
�a
c
a
'a
o
rD
E
_
ti
vs
;c
E
c
� a
� m
w c
Go
'0 a`
3
�E O.a Ca l
ji j .F
it �
8a. a0>
C_ y.5� c m
E0 O1a,a H
t C C
�.aN 7 til �O m
2 � I
C....c�aaa a
m X`
s H
N r- c
m o OLLL�
m O m
w
F
�V
at zy.+ C" w ._ A
O C C g 0 C m
U._aav3 ai3�
R
r
co
co
c �.
I' X
Z CL
CO
W
H Ir,
td C �.•
LL .2
co F- ti
LL
ti
w H
O �p V_
U
8 E c j 2 0. c cC E4 cc �A — >. �
"
79 Us 0 Z
z >cWoc�sas a .mc 3y.
Q `coo a - o "-' $�
Egt� $8�c o 5�, o U.z E
z ``� is .� Y "c c m a ,� c O o m ft 32
M.
.�� o�I•c 8 8 m E lif g
1 E
boa?B,
m EmE '5
O zca a > m EEoErE
z 1R «�
to
co
m 0 E Li. a1
E c v,a� o c �Y•_ .�
tx
a LL
do
CL m
I-- a. m � O .0 GZ w(9 m `- CL 3 `S � > > 8 > c .8
U.
• • H mac. H'Siv 3
c '' �o c ; c° ' 1a-4 a �
o p c0= m Z' °
a o �O 1-
�cmo ate.. co�am .8a c a
mo CL �_ o
o O °° a .0 c. m o f c 8 U
JZ a 3W 08 0' j,V aj V = C y W C O
'a o 8 c o � �, :5 E V c s
ti» �Sd m= g vim amsvoi.c o,.y Z� s 2 m
y woaam mH cum ...c._m m U 1- WE WS
Q-W E_ � E m.E m a.' m c • • • •
SW omc =�.,�� v�r >�� cn�3
FAMILY SELF SUFFICIENCY APPLICATION
A. DEMOGRAPHIC INFORMATION
?I. Applicants Legal Name (Last, First,MI)
2. Address (street, City, State, Zip)
Date
Home Phone #
work Phone #
i Hailing Address (if different)
13. Marital
4. Race
19. Ethnicity
Emergency Phone #
Status
1 - white
vocational school
and Name
ram
2 - Black
1 - Hispanic
7. Have you ever been enrolled in a training or vocational
_Harried
_Single
3 - American Indian/
2 - Nonaispanic
List courses and sponsoring
Separated
Native Alaskan
Cgursp C m 1*ted
Agency (if known)
in course
4 - Asian /Pacific
xes -Date NO -Why Not
1)
1'Divorced
--Widowed
Islander
B. EDUCATION
5. Highest school Grade Completed:
6. Presently enrolled ins
(circle one)
High school -oED
college courses Describe:
1 2 3 4 5 6 7 8 9 16 11 12 GED
vocational school
ram
College 1 2 3 4
OthA
erTraining
7. Have you ever been enrolled in a training or vocational
program?
Yes
NO
List courses and sponsoring
t months
Years
Cgursp C m 1*ted
Agency (if known)
in course
Attended
xes -Date NO -Why Not
1)
2)
3)
4)
5)
6)
7)
I . what sources are currently being provided by any agency (i.e., daycare
1 transportation,.couns•ling) to you and/or members of your household?
(Use additional sheets if necessary)
AGENCY
AGENCY ADDRESS
TELEPHONE
NUMBER
SERVICE
PROVIDER
LENGTH
1}
Employer
occupation
2)
Part
Full
Time
Time
How long employed in
YEARS
3}
11. List previous four jobs held (if you bsve never been employed, write NA.
salary
salary
$
$
per
per
4}
Employer
occupation
Do you have any comments about these providers?
HOUSEHOLD COMPOSITION AND INCOME
9. If you
have a
are current employed, list current
job or occupation currently, write
job/occupation -if you do not
none.
salary
salary
S
S
per
per
wk.
hr.
Employer
occupation
Hourss
Part
Full
Time
Time
How long employed in
YEARS
this positions
MONTHS
11. List previous four jobs held (if you bsve never been employed, write NA.
salary
salary
$
$
per
per
wk.
hr.
Employer
occupation
Hourss
Part
Full
Time
Time
now long employed in
YZ.ARS
this positions
MONTHS
salary
salary
S
$
per
per
wk.
hr.
Employer
occupation
Hours:
Part
Full
Time
Time
How long employed in
YEARS
this positions
MONTHS
salary
salary
S
$
per
per
wk.
hr.
Employer
occupation
Hours:
Part
Full
Time
Time
Bow long employed in
YEARS
this positions
MONTHS
salary 5 per wk.
salary 5 per hr.
Employer
occupation
Hours:
How long employed in this position:
Part Time
NAME (first, last)
Full Time
YEARS MONTHS
11.
Are there any reasons that would prevent your
or work now? Explain and give target date.
from starting training
YES NO
12.
List people living in your households
Age
NAME (first, last)
RELATIONSHIP
DATE Or BIRTH
1)
1)
2)
2)
3)
4)
5)
4)
6)
17.
13.
Do you receive food stamp benefits? YES
If yes, how much is your monthly conti6ution
NO S
towards food stamps?
14.
Do you receive medical assistance? YES
NO
15.
Are there any adult (over 18 years of age) family members who will want
to participate in the Family Self Sufficiency Program? _ YES _ No
CHILD CARE
16.
Do you pay child care expenses?
YES (if yes, complete below:
NO (if no, go to item 18)
child,s Name
Age
yM of
In Home
C a
outside Hoses
Hours
per wk.
Cost
per wk.
1)
2)
3)
4)
17.
List the names of children for whom you would need child care services
if you took training courses or assume a full -time job.
1)
2)
3)
4)
5)
6)
SUPPORT SERVICES NEEDS
�18.
if you were selected to participate in this program,
what support
services would
you
need?
Child Care
Transportation Assistance
medical Care
1
EducationlGED
Job Training
Assistance
Assistance
Career Counseling
Job Search
Job Placement
Reading Skills
Other
Budgetary
Nutrition
Counseling
Drug /Alcohol
Job Preparedness
Math skills
Rehab or
Others {Specify}
counseling
19.
what kind of a
job
would you like to have?
28.
Do you require
any
accommodations for handicap accessibility?
YES
No
if yes, what accommodations do you
need?
21.
Do you need TDD /TDY
access to our staff? YES
NO
SIGNATURE (Please read and sign below)
I HEREBY CERTIFY AND ArrxRM UNDER PENALTIES or PERJURY THAT THE ABOVE
STATEMENTS ARE TRUE AND CORRECT. I UNDERSTAND THAT THE Housing Division,
City of Wichita FaIis WILL VERIFY THE STATEMENTS HEREIN, AND I HAVE NO
OBJECTIONS TO INQUIRIES BEING MADE.
WARNINGii SECTION 1881 OF TITLE 18 OF THE US CODE MMMS IT A CRIMINAL
OFFENSE TO MAKE WILLFUL FALSE STATEMENTS OR MISREPRESENTATIONS TO ANY
DEPARTMENT OR AGENCY OF THE US AS TO ANY MATTER WITHIN ITS JURISDICTION.
signature of Applicant Date
INTERVIEW ASSESSMENT SHEEVACTION PLAN
to be completed with the assistance of an interviewer
Name Telephone
Address case Number
To become self sufficient, my goals are:
Izmediate
1.
2.
3.
Future
1.
2.
3.
Services needed to reach goals:
1.
2.
3.
4.
5.
G
The steps of my Action Plan and Milestones are:
i.
2.
3.
4.
S.
s.
s.
9.
18.
GRIEVANCE PROCEDURE
CITY OF WICHITA FALLS
HOUSING DIVISION
Should any applicant for or recipient of ser"ces from the Housing Division wish to file a grievance against the
City of Wichita Falls pertaining to such services provided or applied for, the following procedure shall be
`oilowed to address the grievance:
I 'the person(s) filing the pnevance may either verbally or in -asting request an appointment with the Housing
& Community Development Administrator to present the complaint. At this informal stage of the resolution
rocess, the complaint may be presented either is written form or verbally. It is the Dinslon s intent to respond
to and resolve the complaint as quickly as possible and practical, but a response to the complainant should be
made no later than 10 working day% from date of reaetpt.
:. Should the reaposse by the Housing A Community Development Administrator not be satisfactory to the
persools) bringing the complaint, an appeal may be made directly to the Director of Community Development.
At this stage of the resolution process, the request for appeal and the complaint itself should be submitted in
wasting. The complaint should fully describe the nature of the pmbkm and contata all pertinent information
necriury to come to a thorough understanding of the situatan. The iafortnatoa prowled should include the
comptainaat's same. addttxs and daytime telephone number. The Director of Commusiry Development may
ask for sdditioual wrioes infornutios which may aid is understanding the scope of the probkm and has the
option of meeting with the persoo(s) isvohted before reaching a deetsiM A response to the complainant should
be made as expeditiously as practical, but so later than 10 working days from dam of receipt of all written
information provided or requested.
3. Should the response by the Director of Commtmiry Dewlopmeat tar be satishctory to the person(s) bringing
the complaint. as appeal assay be Haste directly to the City Manager'% Office requestiag review of the decision.
The requm for appeal and review should be matte in writing, A response to the complainant should be made
within 10 working days from recei4u of the request for appeal to the City Manager's Office.
4. Should the response from pry Oft" S" be anatcaeptable 0 the otimpiaissst, an sabUnuios process may
be undertakes which stiliM an irrWAMAl, third -psrtY is a Wnssl hating o C414M both sides of the issue and
reader a decks ion. Tie deaisios reached by arbitration will be biadiag epos both the complainant cad the City
of Wichita Falb. A written request a isitiase the arbitration proosas shosid be submitted to the City Manager's
Office. The City Masepes Otlica will aidmowiedls receipt of the squint cad ihitinte steps to arrange for the
arbitratios prooaa within 10 worttiag days of receipt *(the request.
Arbitration services offered through the Better Business of Nash Central Terns or services of a private
arbitrator will be scheduled as a time agreeable o all partial. At this stage of the resolution process. City
officials will be isvotved only to the eaaest of providing requested iaforstataa docvtneatatioa, or background
matertal requested by the arbitrator. The arbitrator, whether private a through the Better Business Bureau, will
have, or have a== to, technical eapertese relevant to the imam or subjects troolve0 in the complaint.
The following list ideatifies the aamn. addressdt, and telephone numbers of the person to coataa to file a
grievantoe:
Catberine Fed
Housiag t Commtuiry
Development Adosiaisrraror
Room 304
1300 Seventh Sara
Wickta Fsiia. TX 76301
(817)761.7454
David A. Chuk
Dirneaor of Comasuaity
Developwildit
Rotor 4w
1300 Seve:th Suess
Wichita Fu1la, TX 76301
(817) 761.7451
James Betias
City Manager
Roos i05
1300 5nntath Street
Wichita Falls, TX 76MI
(817) 761.7404
I (we), the ander%igned. have read, usderstas4 and received a copy of the gtievnsoe procedure described above
which is to be used for the purpose of resolving any cismplimu relatug to the Hoeisg Diivisioa of the City of
Wichita Falls.
Applicant
Co-applicant
BRIEFING PACKET
Date
Date