Res 011-94 1/18/1994RESOLUTION NO. 1 1 I'
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WICHITA FALLS, TEXAS APPROVING AND ADOPTING THE
REVISED SECTION 8 RENTAL ASSISTANCE PROGRAM
ADMINISTRATIVE PLAN AND EQUAL HOUSING OPPORTUNITY
PLAN; FINDING AND DETERMINING THAT THE MEETING AT
WHICH THIS RESOLUTION WAS PASSED WAS OPEN TO THE
PUBLIC AS REQUIRED BY LAW.
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.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF WICHITA FALLS, TEXAS:
Section 1: That the City Council of Wichita Falls, Texas
hereby approves and adopts the Section 8 Administrative Plan and
Equal Housing Opportunity Plan for the operation of the Section 8
Existing Housing Assistance Program, as revised in November 1993.
Section 2 : It is hereby officially found and determined that
the meeting at which this resolution was passed was open to the
public as required by law.
PASSED AND APPROVED this the day of fik.
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1( Arkil
MAYOR
ATTEST:
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LARKCIL)
Page 2 of 64 Pages
Agenda Item No.
Section 8
Administrative Plan
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Existing Housing
Assistance
Payments Program
401
Revised
November 1993
Wichita
T E X A S
Page 3 of 64 Pages
Agenda Item No.
CITY OF WICHITA FALLS, TEXAS
ADMINISTRATIVE PLAN
SECTION 8 EXISTING HOUSING
ASSISTANCE PAYMENTS PROGRAM
CERTIFICATE AND VOUCHER PROGRAMS
FAMILY SELF-SUFFICIENCY
RENTAL REHABILITATION PROGRAM
Page 4 of 64Pages
Agenda Item No.
I. STATEMENT OF OVERALL APPROACH AND OBJECTIVES
ON ADMINISTERING THE SECTION 8 EXISTING HOUSING PROGRAM 1
A. Purpose. 1
B. Program Objectives. 2
C. Housing Selection and Choice. 3
II. PLANS FOR THE ADMINISTRATION OF PROGRAM FUNCTIONS 3
A. Outreach to Families and Contact with Owners. 3
B. Completion of Applications, Determination of Eligibility
and Selection of Families. 5
C. Verification of Income and
Determination of Total Tenant Rent 10
D. Separate Briefing of Families and
Issuance of Certificates and Vouchers 10
E. Housing Quality Standards and Inspections 12
F. Lease Approval and Housing Assistance
Payment Contract or Housing Voucher Contract
Execution.16
G. Payments to Owners/Tenants 18
H. Information and Assistance for
Participating Families 19
I. Review of Family Circumstances, Rents,
Utilities and Housing Quality 20
J. Termination and Family Moves 21
K. Special Claims Payments 23
L. Complaints and Appeals 28
M. Monitoring Program Performance 29
N. Rental Rehabilitation Program 30
O. Family Self-Sufficiency 30
III. BUDGETING AND STAFFING NEEDS 30
Page 5 of 64 Pages
Agenda Item No.
I. 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 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 be by the Housing Division of the City's
Community Development 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 1
IHOUSING COUNSELOR II I
IHOUSING COUNSELOR I I
CLERK-TYPIST II
Page 6 of 64 Pages
Agenda Item No.
2 . Operating Reserve Expenditures Statement.
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 Department, 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 Falls 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 AnnualContributionsContractortheOperatingReservecannotbe
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. 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
n in areas outside those in whichassistedhousingaassgsanitary
lower income and minority households are normally
concentrated.
Administrative Plan
rev 11/93) -page 2
Page 7 of 64 Pages
Agenda Item No.
2 . 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. 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 . The quantity and quality of housing available to program
participants, outside of racially and financially impacted
areas of th y,e City, is considered to be sufficient 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 . 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.
II. PLANS FOR THE ADMINISTRATION OF PROGRAM FUNCTIONS
A. Outreach to Families and Contact with Owners.
1. Generally, the outreach procedures described in the Equal
Opportunity Housing Plan (EOHP) , Objective I, 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 ofoutreachprogramminginneighborhoodactiongroupswillbe
utilized.
Administrative Plan
rev 11/93) -page 3 Page 8 of 64 Pages
Agenda I tern No.
2 . A waiting list of applicants will be created and
maintained in book form. It will be divided into segments by
the different bedroom sizes authorized and shall have
sequentially numbered pages. 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 of that suspension that has been published in a
o local paper of general circulation. All applications will be
o entered into the waiting list book, in the order of the date
and time the completed application was received at the PHA
office. Any applicant found to be ineligible will be
o notified, in writing, of why they are ineligible and informed
o of how and where they may appeal this determination.
3 . Owners and the real estate community will be informed of
the rental assistance program, utilizing the procedures
described in the EOHP, Objective III.
4. 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 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 prospective 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.
Administrative Plan
rev 11/93) -page 4
Page 9 of 64 Pages
Agenda Item No.
r
5. 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 on
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 any owners of
available units that have been completed under the Rental
Rehabilitation Program.
B. Completion of Applications. Determination of Eligibility and
Selection of Families.
1. Completion of Applications. When the waiting list is
open, an applicant can fill out 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
o reviewed for completeness and not accepted until completed.
The Housing Division staff will use a mechanical Date-Time
Stamp machine to mark the time and date of acceptance of the
completed application.
The Housing Division office will provide eligibility
information to all interested organizations and parties.
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.
a. If there is no one on the waiting list for a specific
bedroom size, the taking of applications has not been
suspended, and funds are available to assist families,
applications will be accepted at any time for that bedroom
size 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.
Administrative Plan
rev 11/93) -page 5 Page 10 of 64 Pages
Agenda Item No.
c. Persons who work during the time period used for taking
applications will be allowed to complete an application
either before or after the briefing 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.
2 . Determination of Applicant Eligibility. There are two
major factors that are used to determine eligibility of the
family. The family cannot exceed the income limits
established by HUD and the family must meet one of the
familial situations as defined in the most current federal
laws and regulations.
a. Applicants will have their names placed in the segment
of the waiting list book for the proper bedroom size for
their family size, by the date and time the application is
received. Applicants will be given an estimate of the range
of months until assistance can be expected to be available.
b. The applicant is informed at application time that
because of the number of persons on the waiting list and the
low turnover rate, 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 that
states that the application is good for 90 days and 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.
c. This list will provide sufficient information to
determine any federal preferences and/or priorities for
assistance as units become available. Applicants will be
assigned within the waiting list to the smallest bedroom
size appropriate to their family size. 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 (up to 2
years of age) may share a bedroom with a single parent.
d. Anyone found to be ineligible 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.
Administrative Plan
rev 11/93) -page 6
Page 11 of 64 Pages
Agenda Item No.
3 . Along with the eligibility requirements listed above the
PHA has added 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,
would not be 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. Persons or families that are involved with drugs or
violent crimes will be examined and a determination made for
their eligibility to participate or to continue receiving
assistance using the most current federal requirements and
guidelines.
d. Families who have formerly participated in federal
rental assistance programs and moved without proper
notification, as required in the Family Obligations, are
deemed to be ineligible for a period of three (3) years from
the date of that move.
e. 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.
4 . Selection of Families for Offers of Assistance
a. 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.
Administrative Plan
rev 11/93) -page 7 Page 12 of 64 Pages
Agenda Item NO.
1. ) Families will be given priority for assistance as
indicated below:
First - Families with a federal preference and
RRP preference;
Second - Families with a federal preference;
Third - Families with RRP preference only;
Fourth - Families without either preference.
The Rental Rehab Program (RRP) funding is almost expended
and no one is expected to be given a preference based on
being displaced or relocated by the RRP. Any very low
income family dislocated by rehabilitation activity
funded by the Rental Rehabilitation Program may be issued
assistance, if they are counted as part of the PHA's 10 %
of applicants who can be issued assistance before those
with a federal preference.
2 . ) Federal preferences are; (1) families that are
displaced involuntarily, (2) families that currently live
in sub-standard housing or (3) those that are paying more
than 50% of their income for rent. None of the
individual preferences of this grouping is higher or
better the other and they all have the same weight for
family selection. An example of this process means that
a homeless family has the same preference as a family
that resides in a sub-standard unit; a displaced family
is equal to one paying more than 50% of their income for
rent, etc.
b. The PHA also has elected to allow selection for rental
assistance, up to 10% of the total number of assisted units,
to families with no federal preferences.
c. When the applicant is among the next group of families
to be assisted from the waiting list, the Housing Counselor
III 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 will result in removal
of their name from the waiting list and the next family will
be notified.
Administrative Plan
rev 11/93) -page 8
Page 13 of 64 Pages
Agenda Item No.
d. Third Party verification of the eligibility and
preference documentation provided to the PHA by the family
shall be done by the Housing Counselor(s) , and follow-up
contacts will be made with the data source if there is a
delay in their response.
e. The Housing Counselor III will monitor and review the
characteristics of applicant families to ensure that:
1) income levels of participants and applicants will be
in conformance with HUD regulations;
2) distribution between elderly/non-elderly authorized
units is maintained;
3) bedroom unit distribution is maintained within limits;
4) the number of HAP contracts in effect do not exceed
ACC authorization for more than 90 days; and
5) there is sufficient funding to pay for all contracts
before a new contract is entered into.
f. Applicants will be assigned to the smallest bedroom size
appropriate to their family composition. 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, exceptt that a very small child (up to 2
years of age) may share a bedroom with a single parent. If
changes in family size have occurred, with the result being
a participant that is underhoused or overhoused, the PHA
must move that family to the correct bedroom size before
taking families from the waiting list. The living room,
kitchen and bathrooms will not be counted as sleeping rooms.
C. Verification of Income and
Determination of Total Tenant Rent
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 dependants, child care or medical
expenses combined with handicapped/disabled 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.
Administrative Plan
rev 11/93) -page 9 Page 14 of 64 Pages
Agenda Item No.
1. 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,
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 payscale multiple by
2080 hours and divide by twelve.
2 . The Housing Counselor(s) will be responsible for the
calculation of the Total Tenant Payment. The TTP will be
based on the information on 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 . 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.
D. Separate Briefing of Families and
Issuance of Certificates and Vouchers.
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:
i) how to find a suitable unit that meets HQS; (ii) the need to
shop around for a unit at reasonable rent; (iii) the known owners
and the availability of units; (iv) the implication of the
utility allowance on the total amount of rent; (v) the need to
have the security deposits for tenant paid utilities; (vi) lease
approval procedures; and (vii) tenant and owner rights and
responsibilities. Participants will be reminded that all
information has to be verified and that everything involved with
the program must be in writing.
Administrative Plan
rev 11/93) -page 10 Page 15 of 64 Pages
Agenda Item No.
i. 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
at the 45th day of the need to securewillbecounseledaY
housing within the 60 day time frame to prevent possiblelossofassistanceandissuanceofthecertificatetothe
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.
2 . Briefing and Issuance of Housing Vouchers
a. The briefing of applicants will conform with 24 CFR 887andthemostcurrentinformationandguidelinesprovidedin
the Federal Register.
b. The Housing Counselor(s) will explain how the PHA
thecomputesthesubsidypaymentundertheVoucherprogram,
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 II. D. 1. (b) , (c) and (d) above also apply to
the voucher program.
Administrative Plan
rev 11/93) -page 11 Page 16 of 64 Pages
Agenda Item No.
E. Housina Quality Standards and Inspections
1. 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) and are to 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.
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 in behalf of the tenant is based on the number of
bedrooms for which the family is eligible. Regulations
state that no more than two persons may 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 be a living/sleeping area but
will not 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.
Administrative Plan
rev 11/93) -page 12
Page 17 of 64 Pages
Agenda Item No.
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.
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 will be 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.
g. 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.
h. Acceptability of the Unit.
The PHA is the one and only authority to certify that the
unit has passed HQS.
1. ) 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.
Administrative Plan
rev 11/93) -page 13
Page 18 of 64 Pages
Agenda Item No.
2. ) 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 are encouraged to take the time to look at the
unit and the neighborhood before entering into a lease
with the owner.
3 . ) 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 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 an sight-unseen unit.
4. ) 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 hold down the reasonable rent. The
inspector will include a statement that if the unit is
leased, these items pass inspec tion but that no damage
claim will be paid in the future for these items at move-
out.
i. 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 Rental
Rehabilitation Program or HOME Investor-Owned Rental
Rehabilitation Program or be encouraged to renovate the
rental units on their own.
j . If the tenant is responsible for yard maintenance, the
owner will turn over the property at move-in free of excess
trash, tall grass or weeds. In turn, yard conditions can be
a damage claim item upon move-out.
Administrative Plan
rev 11/93) -page 14 Page 19 of 64 Pages
Agenda Item No.
2 . 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 'IA Good Place To Lives 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 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
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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.
Administrative Plan
rev 11/93) -page 15 Page 20 of 64 Pages
Agenda Item No.
3 . 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.
F. Lease Approval and Housina Assistance
Payment Contract or Housina Voucher Contract
Execution.,
1. 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 . 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 RPLA 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/transfer/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 PRA has approved the RILA, 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.
Administrative Plan
rev 11/93) -page 16 Page 21 of 64 Pages
Agenda Item No.
o 3. 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 whi chever is greater. Both owner and applicant will be
o 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.
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 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 advise 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.
Administrative Plan
rev 11/93) -page 17 Page 22 of 64 Pages
Agenda Item No.
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.
2 . 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.
G. Payments to Owners/Tenants
1. 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 . 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.
3 . 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.
Administrative Plan
rev 11/93) -page 18 Page 23 of 64 Pages
Agenda Item No.
4 . 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.
5. The PHA shall maintain a Housing Assistance Payments
register which will indicate all payments made to tenants and
owners.
H. Information and Assistance for
Participating Families
1. 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.
2 . The Housing Counselor(s) will document reports, made by
tenant families, that the own er is not complying wi th 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 . 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.
4 . 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.
I. Review of Family Circumstances. Rents.
Utilities and Housing Quality,
1. 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.
Administrative Plan
rev 11/93) -page 19 Page 24 of 64 Pages
Agenda Item No
2 . 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
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 . 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 not become
effective for at least 30 days from the date of verification.
Retroactive increases are charged when the certificate/voucher
holder has failed to provide required information within 30
days of income or family change.
Administrative Plan
rev 11/93) -page 20 Page 25 of 64 Pages
Agenda Item No.
J. Termination and Family Moves
1. Briefing sessions will emphasize that along with family
right's, there are family responsibilities. 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. Utility hookup or transfers is one of 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 . Owners are required to follow eviction procedures
consistent with their contract, state and local laws.
4 . 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. 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. 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.
Administrative Plan
rev 11/93) -page 21 Page 26 of 64 Pages
Agenda Item No.
7 . 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 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 . 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
t'on and thegroundsforthatdetermination p rocess to make an
appeal.
9. 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
highest preference for that bedroom size will be notified of
the availability of assistance.
10. If a family wishes to move within the program area, they
will be offered a new certificate or voucher 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.
11. 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 or encourage the absorption of the
rental assistance within the PHA's own program.
a. ) 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 palls is not
contiguous to another MBA across the state line in
Oklahoma and therefore can restrict certificate transfers
strictly to the State of Texas.
Administrative Plan
rev 11/93) -page 22 Page 27 of 64 Pages
Agenda Item No.
b. ) 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,
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 reimburse 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.
K. 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. 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.
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 and Vacancy Loss Claims are considered separate
claims. An owner collecting a vacancy claim will not have a
damage claim reduced by the amount of the vacancy claim.
Administrative Plan Page 28 of 64 Pages
rev 11/93) -page 23
Agenda Item No.
c. In processing a vacancy loss claim, the following
procedures will prevail:
1) The tenant must have vacated the unit in violation
of the lease or have been legally evicted by the owner
for just cause.
2) 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 vacancy is
known. This effort includes, but is not limited to
placing an ad in the local newspaper with the statement
Section 8 families welcomed", seeking referrals by the
PHA or other open market methods. Copies of the ad must
be provided the PHA.
3) The owner will be allowed to claim the remainder of
the rent for the month in which the vacancy occurs. If a
family moves out in a manner that causes the PHA to paytheownerforperiodswhenthefamilyisnotintheunit,
the PHA will require repayment of these amounts 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.
4) When the maximum allowable vacancy loss amount has
been calculated, any amounts paid by the family for the
vacancy period will be deducted. The remainder will be
the allowable vacancy claim.
d. 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 payment has been
omitted, and must have taken all actions provided under the
contract/lease, including eviction, to remedy the 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 the 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.
Administrative Plan
Page 29 of 64 Pages
rev 11/93) -page 24
Agenda Item No.
e. When computing reimbursement for a damage claim, the
following procedures will be followed:
1) The tenant must have vacated the unit in violation
of the lease and moved to different landlord's property
or moved to different landlord's property at the end of
the contract period, or have been legally evicted by the
owner for just cause.
2) 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.
3) 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.
The owner will be reminded that there is no reimbursement
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. ) .
Administrative Plan
rev 11/93) -page 25
Page 30 of 64 Pages
Agenda Item No.
4) 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 may use a sample
repairs cost listing that has been prepared by the PHA or
they 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.
5) In order to claim any part of the security deposit,
Texas law requires that the owner must provide the tenant
with detailed information on the claims against the
security deposit for unpaid rent, damage or vacancy
within thirty (30) days of vacating. The owner must
first make every effort to recover, from the tenant, any
amount claimed in excess of the security deposit. A copy
of the tenant payment request must also be provided to
the PHA. If this effort results in no recovery of funds
within 10 days, a claim may then be submitted to the PHA.
6) The maximum claim amount will be the lesser of the
amount of damages, or two month's contract rent, minus
the greater of the security deposit the owner actually
collected or could have collected under the program
guidelines.
7) Texas State law requires the property owner to
notify the tenant of any charges against the security
deposit and provide the tenant with a complete itemized
list of those charges and/or to reimburse the tenant for
any unused amounts from the security deposit within
thirty (30) days of move-out. The PHA requires at least
ten (10) days from this notice/request, for the tenant to
pay the landlord. The PHA has a responsibility to
provide rental assistance to the maximum number of
families that it can fund within program limits. The
state requirements for settlement and the PHA
responsibility make it essential to ensure that all
special claims materials, request and procedures must be
completed within 90 days of the move out inspection.
Administrative Plan
rev 11/93) -page 26 Page 31 of 64 Pages
Agenda Item No.
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 claimed or paid for bv,
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 . 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. If the tenant is employed or receiving sufficient funds to
cover damage claims and their current location is known, the
landlord may be required to file a claim in small claims court
to recover the monies owed. Owners are encouraged to file in
Small Claims Court for any amount not, covered by the special
claims payment. The owner is ask to report, to the Credit
Bureau, any un-reimbursed losses caused by the tenant .
5. 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.
Administrative Plan
rev 11/93) -page 27
Page 32 of 64 Pages
Agenda Item No.
6. 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 monies paid by the PHA on their
behalf to the owner for damages, vacancies or unpaid rents.
7 . 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.
8. 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.
L. Complaints and Appeals.
1. 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.
2. 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 will be maintained by the PHA on any complaint or
appeal.
3 . 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 . 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. ) .
Administrative Plan
rev 11/93) -page 28
Page 33 of 64 Pages
Agenda Item No.
5. If differences cannot be resolved on an informal basis
with the Housing Counselor III, a review or hearing will be
with the Housingrequestedwig & Community Development
Administrator. In the event a solution is not made then,
the Community Development Director will be consulted. If
none of the above inform al meetings produce agreement,reement, 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.
M. Monitoring Program Performance
1. 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 . The Housing Counselor III or Housing and Community
Development Administrator will meet with real estate agents,
apartment managers, property owners and rental property
developers to encourage their understanding and participation
in the Section 8 program.
3. 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. 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. 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.
Administrative Plan
rev 11/93) -page 29 Page 34 of 64 Pages
Agenda Item No.
6. The PHA will maintain and monitor applicant and
participant composition to ensure EOHP objectives and federal
reporting requirements.
7 . The program administration, Administrative Plan and Equal
Opportunity Housing Plan, as submitted by this PHA, will be
revised on an as required basis.
N. Rental Rehabilitation Program
1. All certificates and vouchers allocated to the PHA for the
Grantee's 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 federal guidelines. See the section on Federal
Preferences.
3. To help assure that the Rental Rehabilitation grants will
be used to benefit eligible persons, the PHA will maintain a
listing of all completed RRP units and refer all new
certificate or voucher holders to these units; however, the
families are free to move to any acceptable unit within the
PHA's jurisdiction consistent with the "finders-keepers"
policy of Subsection 882. 103 .
0. 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 788 action plan.
III. BUDGETING AND STAFFING NEEDS
The attached figure displays the administrative salary costs and
job functions for the Section 8 program operated by the City of
Wichita Falls' Housing Division. 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.
Administrative Plan
rev 11/93) -page 30
Page 35 of 64 Pages
Agenda Item No.
SECTION 8 COMBINED CERTIFICATE AND VOUCHER
DETAILED BUDGET REQUEST 93-94
ACCT #DESCRIPTION/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 Sala ry - balance 75% in CDBG 9, 961. 12
Section8/75% CDBG)Coordinator (25% 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
Page 36 of 64 Pages
Agenda Item No.
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Page 37 of 64 Pages
Agenda Item No.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN
Page 38 of 64 Pages
Agenda Item No.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN
I. INTRODUCTION: The Family Self-Sufficiency Program (FSS)
strives to provide supportive services to enable participating
families to achieve economic reliability and self-sufficiency.
This goal seeks to promote the development of local
strategies, coordination, and assistance under Section 8
housing with public and private resources.
A. An Agency Task Force committee will be formed to
implement this program. This committee will be comprised
of local educators, business directors, city government
officials, social service agencies and representatives of
present Section 8 tenants:
B. The mission of this program is to empower families to
move from a state of dependence to economic self-
sufficiency. The objectives of the program are:
1. Assist participants in acquiring educational
opportunities.
2. Assist participants with developing employment
skills and training.
3. Assist participants in accessing available child
care programs.
4. Increase participant's self-esteem and self-worth.
5. 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.
II. ADVERTISEMENT: Applicants will be notified of the Family
Self-Sufficiency Program through notices mailed to all current
Section 8 housing participants (Attachment 1) and through the
Certification/Voucher Holder's Packet.
Page 39 of 64 Pages
Agenda Item No.
III. DEMOGRAPHICS: The Housing Division of the City of Wichita
Falls currently provides services for Section 8 clients within
the service area. We expect the FSS participants to be
representative of the current ethnic-racial make-up of current
assisted housing participants.Out of the 520 families
presently being assisted, 8% are Hispanic. 37% black, 1% Asian
and 54% white.
IV. SELECTION/SCREENING CRITERIA:The City of Wichita Falls
Housing Agency will phase sixteen (16) applicants into the FSS
program. The remaining FSS program applicants will be
enrolled in the first available opening according to their
application) on the FSS Program
position b time and date of pppY
Sign-Up List. The PHA plans to enter into Family Self-
Sufficiency Contracts with certificate/voucher holders for the
bedroom sizes indicated: one (1) 1-bedroom, ten (10) 2-
bedroom, five (5) 3-bedroom and one (1) 4-bedroom units, based
upon family composition. The Program Coordinator, 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:
A. Selection Criteria
1) Participant must be currently on the Section 8
Housing Assistance Program.
2) Participant must have some reliable method of
transportation.
3) Participant must currently be or can be classified
as head of the household.
4) Participant must successfully complete the FSS
orientation class(s) and one-week survival skills
training.
5) Participant must agree to adhere to all policies
associated with the FSS Program.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 2
Page 40 of 64 Pages
Agenda Item No.
B. Screening criteria -
1) Orientation - An overview of the Family Self-
Sufficiency Program, including its benefits and
expectations.
2) Application Completion Review - Upon completion of
orientation, applications will be taken and reviewed
by the Agency Task Force.Once reviewed, the
applicants will be sent letters of notification of
acceptance or non-acceptance, based on Selection
Criteria requirements.
3) Assessment - Applicants who meet Selection Criteria
will be scheduled for intake and assessment, and the
one-week 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
4) Acceptance - Upon completion of the Preparatory.
Training Program, participants will be scheduled to
sign the FSS Program Contract (HUD-52650) . Their
case plan and progress will be monitored by a case-
manager, or other assigned specialist.
V. Implementation Schedule: FSS participants will be enrolled
into the program accordingly; (Phase 1) Four (4) participants
in within twelve (12) months; (Phase 2) Four (4) additional
within eighteen (18) months; and (Phase 3) the remaining eight
8) participants enrolled within twenty-four (24) months.
This schedule is staggered because of several factors
associated with planning and implementing this type program.
Attachment 2) These factors include client attrition in the
program and the realization that intensive case management and
support are imperative in getting families engaged and
actively participating. These intervals will allow for this
process to more effectively take place.
VI. Program Designs: The program design will consist of several
tracks based on the individual needs of the client. Each
client may begin at a level of Remedial Education/GED, Job
Search/Employment, or a Training phase. The head of household
must seek and maintain suitable employment during the term of
the FSS Program and any extension thereof.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 3
Page 41 of 64 Pages
Agenda Item No.
vII. Escrow Account: An escrow account will be established for
each family participating in the FSS program once they have
obtained earned income. The Housing and Community Development
Administrator and Grants Coordinator will monitor these
accounts. The escrow account will be established and
maintained on a monthly basis for each individual participant.
Checks will be printed and deposited monthly into each escrow
account. The bank will furnish monthly statements showing
accumulated funds and interest.
vIII.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.
IX. Termination: The Contract of Participation may be terminated
by:
1) Mutual consent of the parties;
2) Failure of a participating family or a member of the
participating family to honor the terms of the contract;
3) A participating family's achievement of self-sufficiency;
4) Expiration of the term of the contract and any extension
thereof;
5) A participating family's withdrawal from the program;
6) Any act that is deemed inconsistent with the purpose of
the program; or
7) By operation of law.
NOTE: If the head of the 788 household doss not seek and
maintain employment as specified in the 788 contract, or
never finds employment during the contract's five-year
term, the family has not met its 788 obligation and they
can be terminated from the 188 program.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 4
Page 42 of 64 Pages
Agenda Item No.
X. Evaluation: A Management Information System (MIS) evaluation
system for in-house purposes, will be established.This
system will include tracking statistics, historical
repository, program effectiveness, and any other analysis
deemed necessary by the PHA.
XI. Organizational Structure: The FSS Program will be
administered through the Section 8 Housing Office under the
auspices of the Housing and Community Development
Administrator. (Attachment 4)
XII. Program Coordinating Committee:The Program Coordinating
organized with representatives(PCC) will be organ resentatives fromp
public and private sectors who have agreed to: (1) assist in
the development and implementation of program goals,
objectives and policies; (2) develop a plan of action; and (3)
identify and secure commitments of other public and private
resources to fulfill program goals.
xili.Partnership in the t lv Self-Sufficiency Program:
A. Public Sector:, This list is not all inclusive.
1) Texas Department of Human Services
2) Texas Rehabilitation Commission
3) Interfaith Ministries
4) Mental Health Mental Retardation (MHMR) , Mental
Health Association and Association for Retarded
Citizens (ARC)
5) Wichita Falls-Wichita County Health Unit
Immunization program, Women Infants and
Children program (WIC) , health care.
6) Planned Parenthood,
7) Women's Forum/Junior League
8) Council on Alcoholism and Drug Abuse
9) Community educational providers
Wichita Falls Independant School District,
Region IX Education Service Center, Midwestern
State University, Vernon Regional Junior
College
10) NORTEX Regional Planning Commision
federally and state funded training programs -
JPTA, YOU, etc. ) .
11) Texas Employement Commision.
12) YWCA/YMCA, Boy's and Girl's Club
13) Child Care, Inc.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 5
Page 43 of 64 Pages
Agenda Item No.
B. Private Sector:,
1) Banks
2) Local Businesses
3) Individual Development Coporation (IDC) , Work
Services Corporation
4) Sheppard Air Force Base
5) Savings & Loans/Credit Unions
6) Consumer Credit Counseling Services
XIV. Coordinating Committee:, As many agencies and organizations
will be enlisted to comprise the program coordinating
committee as possible.Sub-committees will be formed to
implement the Coordinating Committee's responsibility of
program oversight.
XVI. Conclusions: This comprehensive program is designed to help
people become self-sufficient. It is through the enhancement
and involvement of private and public resources that the
Housing Agency will address long-term solutions to the growing
need for assistance. Opportunities and advancements must be
made available in order to ensure that economic viability is
present to address the needs of clients in our community.
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 6
Page 44 of 64 Pages
Agenda Item No.
ATTACHMENT 1
IMPORTANT
NOTIFICATION/APPLICATION
FOR
FAMILY SELF-SUFFICIENCY PROGRAM
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 Housing 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: ZIP CODE:
SIGNATURE
DATE
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 7
Page 45 of 64 Pages
Agenda Item No.
Attachment 2
OPERATIONAL CHART - FAMILY SELF-SUFFICIENCY PROGRAM
TASK FORCE CHAIRPERSON
FAMILY SELF-SUFFICIENCY
TASK FORCE COMMITTEE
SELECTION COMMITTEE
I
HOUSING AND COMMUNITY
DEVELOPMENT ADMINISTRATOR
FAMILY SELF-SUFFICIENCY
COORDINATOR
FSS FAMILY
FAMILY SELF-SUFFICIENCY
PROGRAM ACTION PLAN page 8
Page 46 of 64 Pages
Agenda Item No.
ATTACHMENT 3
TIMETABLE OF IMPLEMENTATION OF FSS PROGRAM
STEPS/TASKS)
1. Select Chairman of Task Force. Meet with local government officials and By February 15, 1994)
request participation.
2. Establish Task Force Committee Contact local social agencies,businesses, By April 30, 1994)
membership.educators,etc.
3. Organize Program Coordinating By June 30,1994)
Committee(PCC)
4. Selection Committee Organization and training of Selection By September 30,1994)
Committee and sub-committees for
implementation of program
5. Acceptance of applicants First four(4)FSS for participation after By November 15,1994)
assessment and screening by Task Force
Committee
FAMILY SELF—SUFFICIENCY
PROGRAM ACTION PLAN page 9
Page 47 of 64 Pages
Agenda Item No.
EQUAL OPPORTUNITY
HOUSING PLAN
Wichi a11s
TEXAS
Page 48 of 64 Pages
Revised November 1993
Agenda Item No.
CERTIFICATIONS IN CONNECTION WITH THE OPERATION
OF A SECTION 8 EXISTING HOUSING PROGRAM
Instructions: The applicant agency must provide assurances and certify to all of the following items.
The applicant agency hereby assures and certifies that:
i) It will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and regulations pursuant thereto
Title 24 CFR Part I)which states that no person in the United States shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity for which the applicant receives financial assistance; and will
immediately take any measures necessary to effectuate this agreement. With reference to the real property
and structure(s) thereon which are provided or improved with the aid of Federal financial assistance extended
to the applicant, this assurance shall obligate the applicant, or in the case of any transfer of property, the
transferee, for the period during which the real property and structure(s) are used for a purpose for which the
Federal financial assistance is extended or for another purpose involving the provision of similar services
or benefits.
ii) It will comply with Title VIII of the Civil Rights Act of 1968 (P.L. 90-284)as amended, which prohibits
discrimination in housing on the basis of race, color, religion, sex or national origin, and administer its
programs and activities relating to housing in a manner to affirmatively further fair housing.
iii) It will comply with Executive Order 11063 on Equal Opportunity in Housing which prohibits discrimination
because of race, color, creed, or national origin in housing and related facilities provided with Federal
financial assistance.
iv) In establishing the criteria for the selection of tenants, the PHA or Owner will not utilize preferences or pri-
orities which are based on (1) the identity or location of the housing which is occupied or proposed to be
occupied or (2) upon the length of time the applicant has resided in the jurisdiction. The PHA or Owner
shall treat non-resident applicants who are working, or have been notified that they are hired to work,
in the jurisdiction as residents of the jurisdiction.
v) If the proposed project is to be located within the area of a local Housing Assistance Plan (HAP), the
applicant will take affirmative action to provide opportunities to ppii4cipate in the program to.persons
expected to reside in the community as a result of current or plat( employment.
booker 2A, 1993 }t]rg&CalanitY Dew-14ml aka
Date) Title) ignature)
Replaces Forms MUD-912 and MU0-11901, which are obsolete
MU0-916 i1-76)
Page 49 of 64 Pages
Agenda Item NO.
f
Section 8 Projects for Wichita Falls, Texas 18-Nov-93
EQUAL OPPORTUNITY HOUSING PLAN
CERTIFICATE AND VOUCHER PROGRAMS
1 CITY OF WICHITA FALLS, TEXAS
1300 SEVENTH STREET (PO BOX 1431)
WICHITA FALLS (WICHITA COUNTY) , TX 76307
TELEPHONE (817) 761-7454
Project Numbers Total Bedroom Distribution Remarks
Units
I 1 ier2 ACC
l I I34
TX-21-E498-003 18 1 5 9 2 1
TX-21-E498-004 42 3 5 19 12 3
TX-21-E498-005 30 1 3 17 6 3
TX-21-E498-006 14 0 0 14 0 0 (1)
TX-21-E498-007 37 3 8 11 12 3
TX-21-E498-009 19 1 2 8 6 2
TX-21-E498-013 16 2 4 5 2 3 (2)
Replacement Increments
TX-21-E498-012 I 157
50 I 27
4
43
9 18 ( 12
8 (
3)
ACC-Certificates 383 1 42 79 150 82 30 383
TX-21-V498-007 13 0 0 13 0 0 (1) & (3)
TX-21-V498-008 15 1 2 6 5 1
TX-21-V498-009 17 0 0 17 0 0 (3)
TX-21-V498-010 51 13 13 13 9 3 (3)
TX-21-V498-012 11 0 0 11 0 0 (3)
TX-21-V498-013 46 6 6 15 15 4 (3)
TX-21-V498-015 8 0 2 3 3 0 (4)
ACC-Vouchers 1 161 1 20 23 78 32 8
s=ss=ss==s
Note: (1) RRP Cert or Voucher- all funded as 2 bedroom
2) Post 1989 - New Increment (FSS)
3) Replacement Increment
4) Loan Management replacements
4 2/+ 1993
1 r
l lL
z
L '
1
Signature of Pero u•mitting Plan DATE
CATHERINE FITCH
HOUSING AND COMMUNITY DEVELOPMENT ADMINISTRATOR
Official Position
Page 50 of 64 Pages
Agenda Item No.
EQUAL OPPORTUNITY HOUSING PLAN
CERTIFICATE AND VOUCHER RENTAL ASSISTANCE,
THE RENTAL REHABILITATION AND
FAMILY SELF-SUFFICIENCY PROGRAMS
OBJECTIVE I: OUTREACH TO INCOME ELIGIBLE FAMILIES
A. Public Service Announcements/News Releases.
1. The PHA will brief the news media, as needed, on any
changes in the Section 8 program. All local media have
been very cooperative in providing free information on
the programs either as news items or public service to
the general public. News releases and public service ads
will be in accordance with HUD advertising guidelines and
mention the Equal Opportunity Housing statement or
display the logo.
2 . The PHA will distribute available information and
materials to interested parties through its office and
the following: the Public Housing Authority offices,
Community Action Groups, Sheppard Air Force Base Off-Base
Housing Referral Office, NAACP, United Way and area civic
clubs. These methods will afford the widest possible
base for publicizing the program.
B. Paid Advertisement.
1. If the on-going methods of free advertising the
programs do not provide a pool of eligible applicants in
the correct demographic proportions, a paid advertising
program will be utilized as needed. If a waiting list of
the proper mix does not exist when any additional
increments of units is authorized, all forms of media
including paid advertising will be used to inform
interested groups and individuals.
2. To the extent administrative funds are available,
advertisements will be published in the (Wichita Falls)
Times Record News and The Shopper (a weekly paper
delivered free to all area homes) . The ads will include
the "Equal Housing Opportunity" logo.
C. Special Outreach to Groups Less Likely to Amly.
1. Based on previous experience, persons of all races
that are elderly, disabled, handicapped or those working
persons with very low incomes are not expected to apply
for housing assistance without special outreach.
Page 51 of 64 Pages
Agenda Item No.
2 . To stimulate applications from the above groups,
information on the Section 8 programs will be
disseminated to organizations specializing in
rehabilitation (i.e. , Beacon Lighthouse of the Blind,
Texas Rehabilitation Center, North Texas Rehabilitation,
Individual Development Center, Work Services, Inc. , MHMR,
ARC, etc. ) , senior citizen groups, Region XI Education
Center, church groups, and other area service
organizations that can assist in informing these selected
groups.
D. Other Sources of Information. It has been determined that
because of the wide-spread information services described in
the above paragraphs that no additional action will be
required to provide outreach to the expected-to-reside
category. Information is provided to the Board of Commerce
and Industry (BCI) , Texas Employment Commission, Social
Security Administration, and Department of Human Services on
the Section 8 programs. A newsletter may be created and
distributed. This newsletter would contain appropriate
information and updated program revisions.
OBJECTIVE II: PROMOTING GREATER HOUSING OPPORTUNITIES FOR
FAMILIEB OUTSIDE AREAS OF LOW-INCOME AND MINORITY
CONCENTRATION
A. Low Income Areas. The City of Wichita Falls has defined
those areas of the City which have an above average
concentration of minority population or are financially
impacted. The attached figures 2 and 3 indicate impacted
areas using data available from 1990 Census counts. The
strategies developed to implement this objective will focus on
these defined areas.
B. Owner Notification. The media strategy to be used in
notifying owners of rental property of the availability of the
Section 8 Housing Assistance Payments Program will be the
strategy described in Objective I above. This will be a
recurrin g process of sufficient magnitude to assure the
u
availability of sufficient units to maintain lease-up of 95%
at all times.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 2
Page 52 of 64 Pages
Agenda Item No.
C. Unit Location. The Section 8 Existing Housing Program is
designed as a "finders-keepers" program.Applicants and
participants are informed that they may submit a Request for
Lease Approval on any unit they desire, regardless of
location, if that unit meets or can be made to meet the
program requirements and Housing Quality Standards. Much of
the affordable existing housing stock and most of the Rental
Rehabilitation Program units are located in the older areas
which are in general the impacted areas; therefore, the
desired level of participation outside impacted areas should
be at least 30% of all families. In order to encourage and
promote participation by owners of units outside low-income
and minority areas, the PHA will explain the Section 8 program
and provide information to the Wichita Falls Board of
Realtors, the North Texas Rental Property Associations and
local real estate developers inviting their participation in
non-impacted areas. The PHA will maintain records on all
families, by race, in each census tract to assure attainment
of this goal.
D. Request for Lease Approval. The Housing Counselor(s) will
explain program regulations and provisions to owners who have
submitted a Request for Lease Approval.This will be
accomplished in every case and shall include Local, State and
Federal regulations concerning procedures for equal housing
opportunities, and the complaint and appeal procedures.
E. Information on Fair Housing. Information on Local, State
and Federal Fair Housing laws and the use of Form HUD-903 ,
Housing Discrimination Complaint, will be provided to all
eligible applicants, owners and agencies other then those
which were listed in Objective I.
F. Unit and Owner Lists. The PHA shall maintain a current
list of interested owners with available units by bedroom size
to assist recipients of this program. As applicants are
qualified for participation in this program, the list of
available units will be provided as well as information on
other sources the applicant may use to find suitable housing.
G. Tenant Choice. Nothing in these procedures shall prohibit
a certificate or voucher holder from submitting a Request for
Lease Approval to continue occupancy in the dwelling unit
which the applicant presently occupies.
H. Accessibility_. The PHA staff may provide assistance to
families that because of age, handicap, disability or other
reasons are unable to locate acceptable units.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 3
Page '53 of 64 Pages
Agenda Item No.
I. Opertional Area. The operational area for the PHA shall
be limited only by the statutory requirements of current
federal laws and HUD regulations on servicing rental
assistance outside of the political limits of the city. As
there are no shared or adjacent MSA's across the state line in
Oklahoma, the staff will operate within the geographical
boundaries of the State of Texas.
OBJECTIVE III: ENSURING EQUAL OPPORTUNITY TO APPLICANTS FOR
PARTICIPATION IN THE EXISTING HOUSING PROGRAM AND IN THE
SELECTION OF PARTICIPANTS
The PHA will adhere to the procedures outlined in the most
current HUD regulations and guidelines in regard to
application taking, eligibility and selection criteria.
A. Completion of Applications.
The Housing Division office will provide information to all
interested organizations and parties. Federal preferences
will be explained and families encouraged to gather the
verification required. Persons with handicaps or disabilities
that need assistance in the completion of the application will
be aided by the staff. The Section 8 office is accessible
allowing mobility restricted applicants to apply.
1. 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 every Tuesday in the Housing
Division office in Memorial Auditorium, 1300 Seventh
Street, Wichita Falls, TX. Applications will be reviewed
for completeness, but not accepted until completed. The
Housing Division staff will use a mechanical Date-Time
Stamp to mark the time and date of acceptance of the
completed application.
a. If there is no one on the waiting list for a
specific bedroom size, the taking of applications has
not been suspended, and funds are available to assist
families, applications will be accepted at any time for
that bedroom size and families assisted 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.
If there are more persons with federal preferences than
can be assisted within a reasonable period of time (12
months) the PHA will formally close the waiting list on
that bedroom size by publishing public notices in a
paper of general circulation.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 4
Page 54 of 64 Pages
Agenda Item No.
c. Persons who work during the time period used for a.
Applicants will have their names placed in the segment
of the waiting list book for the proper bedroom size
for their family size, by the date and time the
application is received. Applicants will be given an
estimate of the range of months until assistance can be
expected to be available. Arrangements can be also be
made, with a 24 hour notice, for staff to accept
applications outside of normal working hours.
B. Determination of Applicant Eligibility.
There are two major factors that are used to determine
eligibility of the family. The family cannot exceed the
income limits established by HUD, and the family must meet one
of the familial situations as defined in the most current
federal laws and regulations.
i.Applicants will have their names placed in the
section of the waiting list book for the proper bedroom
size by the date and time the applicant is received.
Applicants will be given an estimate of the range of
months until assistance can be expected to be available,
and informed of this estimate because most 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 that states that the application is good for 90
days and 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.
2. This waiting list will provide sufficient information
to determine any federal preferences and/or priorities
for assistance as units become available. Applicants
will be assigned within the waiting list to the smallest
bedroom size appropriate to their family size. 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 (up to 2 years of age) may share a bedroom
with a single parent. The Living Room will not be
counted as a sleeping room.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 5
Page 55 of 64 Pages
Agenda Item No.
3 . Anyone found to be ineligible 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.
C. Additional Requirements
Along with the eligibility requirements above the PHA has
added the following:
1.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 would not be 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.
2. 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
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.
3. The eligibility of persons or families for
participation or to receive continued assistance that are
involved with drugs or violent crimes will be determined
using the most current federal requirements and
guidelines.
4. Families who have formerly participated in federal
rental assistance programs and moved without proper
notification, as required in the Family Obligations, are
deemed to be ineligible for a period of three (3) years
from the date of that move.
5. 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.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 6
Page 56 of 64 Pages
Agenda Item No.
D. Selection of Families for Offers of Assistance.
1. Selection for rental assistance will be governed by
the applicant meeting ALL of the following eligibility
criterion:
a. The applicant must qualify as a family, and
b. The gross annual income must fall within the
income limits established by HUD for the City of
Wichita Falls, Texas, and
c. The family is the next eligible family with the
highest preference and/or priority on the waiting
list.
2. Current Federal Regulations define in detail the
preferences for housing assistance and describe the
methods by which they will be verified. A detailed list
of these preferences is provided to and explained to new
applicants. These preferences are used to establish a
family's priority level on the PHA's waiting list.
a. ) Families will be given priority for assistance
as indicated below:
First - Families with a federal preference and
RRP preference;
Second - Families with a federal preference;
Third - Families with RRP preference only;
Fourth - Families without either preference.
b. )The Rental Rehab Program (RRP) funding is
almost expended and no one is expected to be given a
preference based on being relocated by the RRP. Any
very low income family dislocated by rehabilitation
activity funded by the Rental Rehabilitation Program
may be issued assistance, if they are counted as
part of the PHA's 10 % of applicants who can be
issued assistance before those with a federal
preference.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 7
Page 57 of 64 Pages
Agenda item Pro.
c. ) Federal preferences are (1) families that are
involuntarily displaced, (2) families that currently
live in sub-standard housing or (3) those that are
paying more than 50% of their income for rent. None
of the individual preferences of this second
grouping is higher or better than the other and they
all have the same weight for family selection. An
example of this process means that a homeless family
has the same preference as a family that resides in
a sub-standard unit. A displaced family is equal to
one paying more than 50% of their income for rent,
etc.
d. ) The PHA also has elected to allow selection for
rental assistance, up to 10% of the total number of
assisted units, to families with no federal
preferences.
e. ) When the applicant is to be among the next
group of families to be assisted from the waiting
list, the Housing Counselor III will schedule an
appointment for the applicant to attend a
certification briefing. Applicants will be
informed, in writing, of the meeting place, time and
date and 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 will result in removal of their
name from the waiting list and the next family will
be notified.
f. ) Third Party verification of the eligibility and
preference documentation provided to the PHA by the
family shall be done by the Housing Counselor(s) ,
and follow-up contacts will be made with the source
if there is a delay in their response.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 8
Page' 58 of 64 Pages
Agenda Item No.
g. ) The Housing Counselor III will monitor and
review the characteristics of applicant families to
ensure that:
1)the income levels of participants and
applicants will be in conformance with HUD
regulations;
2) distribution between elderly/non-elderly
authorized units is maintained;
3) bedroom unit distribution is maintained
within limits;
4) the number of HAP contracts in effect do
not exceed ACC authorization for more than 90
days; and
5) that there is sufficient funding to pay
for all contracts before a new contract is
entered into.
h. ) Applicants will be assigned to the smallest
bedroom size appropriate to their family size. 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 (up to 2 years of age) may share a
bedroom with a single parent. The living room will
not be counted as a sleeping room.
OBJECTIVE IV: PROVISION OF SERVICES AND ASSISTANCE TO
FAMILIES THAT ALLEGE THEY HAVE ENCOUNTERED DISCRIMINATION
DURING THEIR HOUSING SEARCH
A. The services to be provided to a family in finding a
suitable unit will include those services described in
Objective II, D-F.
B. If the applicant feels that discriminatory practices have
been encountered during the search for suitable housing,
referral will be made to the Commission for Human Needs as
established by the City of Wichita Falls. The PHA will assist
applicants in completing the Discriminatory Complaint form,
HUD-903. Applicants may also use the toll free 800 number to
report their complaint directly to HUD. Attempts will be made
to handle all complaints at the local level.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 9 Page 59 of 64 Pages
Agenda Item No.
OBJECTIVE V: UTILIZATION OF A LOCAL FAIR HOUSING ORGANIZATION
OR ORGANIZATION SERVING THE HANDICAPPED
The PHA does not propose to subcontract with a Fair Housing
Organization or organization serving the Handicapped in the
Existing Housing Assistance Payments Program. The Commission
on Human Needs of the City of Wichita Falls enforces
ordinances which prohibits the denial of employment, housing
or services because of race, color, religion, sex, national
origin, physical or mental handicaps, and familial status.
OBJECTIVE VI: PROMOTING EMPLOYMENT OPPORTUNITY IN THE PHA'S
EMPLOYMENT PRACTICES
A. The City of Wichita Falls, acting as the PHA, employs only
an administrative staff. This staff consists of * one Housing
and Community Development Administrator, * one Housing and
Community Development Specialist, one Housing Counselor III,
one Housing Counselor II, one Housing Counselor I, and one
Clerk Typist. (Note: * These positions are partially funded
by Section 8 administrative fees with the reminder from the
CDBG program. )
B.The City of Wichita Falls is an equal opportunity
employer. Through the adoption of an official Policy
Statement, an Affirmative Action Plan, and the Guide to City
Employment Practices, every effort is being made to comply
with equal opportunity employment practices within city
government.
THIS EQUAL OPPORTUNITY HOUSING PLAN IS A COMBINED PLAN WHICH
IS DESIGNED TO COVER THE SECTION 8 RENTAL CERTIFICATE, RENTAL
VOUCHER, FAMILY SELF SUFFICIENCY AND RENTAL REHABILITATION
GRANT PROGRAMS.
EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 10 Page 60 of 64 Pages
Agenda Item No.
L1 L VL .• l\..L LL A.l-11. L L " - LLL11IJ
FINANCIALLY I PAC;I Ed AREAS
COMMUNITY DEVELOPMENT BLOCK z,are"
I p,. TARGET AREA. SHADED AREAS ARE
GREATER THAN OR EQUAL TO 51.0
LOW TO MODERATE INCOME.
SOURCE: DEPT. OF HOUSING AND '_Pg1N
DEvELOPMEN T --1 993
11
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EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 11
Page 61 of 64 Pages
Agenda Item No.
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EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 12-
Page 62 of 64 Pages
Agenda Item No.
L___
CITY OF WICHITA FALLS, TFXAS
FINANCIALLY IMPACTED AREAS
N
COMMUNITY DEVELOPMENT ETLOCK GRAN T.
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SOURCE: DEPT. OF HOUSING AND UR AN
DEvELOPti1ENT --1993
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EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 11
Page 63 of 64 Pages
Agenda Item NO.
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EQUAL OPPORTUNITY HOUSING PLAN
rev. 11/22/93) page 12'
Page 64 of 64 Pages
1
Agenda Item NO.