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HomeMy WebLinkAboutHousing & Redevelopment Authority Resolution 9HOUSING AND REDEVELOPMENT AUTHORITY CITY OF PLYMOUTH Pursuant to due call and notice thereof, a Regular meeting of the Acusing and Redevelopment Authority of P ymouth, Minnesota was held on 40 the 200 day of December , '19 76 . The following members were present: The following members were absent: Chairman Hilde CommIsNioner Spaeth introduced the following Resolution and moved Its adoption: Housing and Redevelopment Authority Resolution # 9 ADOPTING AN ADMINISTRATIVE PLAN FOR 50 UNITS OF SECTION 8 HOUSING FOR THE PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY WHEREAS, the Housing and Redevelopment Authority of the City of Plymouth has made application for 50 units of Section 3 Existing Housing for the purpose of providing• low and moderate income persons with suitable housing; and WHEREAS, the HUD Local Area Off.ce has tentatively approved the Plymouth Housing and Redevelopment Authority Section 8 application; and WHEREAS, one requirement for fulfilling the HUD:administrative and statutory requirements is the adoption of an Administrative Plan for the local Section 8 proqram; Is NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY OF THE CITY OF PLYMOUTH, MINNESOTA that the City of Plymouth Housing and Redevelopment Authority Staff administer the local Section 8 program consistent with the Administrative Pian as attached hereto. The motion for the adoption of the foregoing Resolution was duly 4econded by Commissjone4 Hei,s , and Ripon vote being taken thereon, the following voted in iavor there o Actinn Chairman Hunt, Commissioners Neils_ Seibold and Spaeth The following voted against orabstained: . Whereupon the Resolution was declared duly—pas-s-e–d and adopted. ADMINisrItam: P;,,AI` Section 8 leased Existing Housing urogram - MN 46-I-:170-001 A Jointly funded program of the Plymouth Wusing & Redeve:lopmn:nt Authority and. the Department of Housing and Urban Development T. Statement of overall. AUvrl oacb. T7ie intent of the Plymouth Housing & Redevelopment Authority is to utilize the Section 8 Leasee] Existing Housing Program as part of an overall plan to make housing in Plymouth affordable to all persons of low and moderate incomes. As well, the Plymouth Housing & Redevelopment Auti:or. i.ty is presently overseeing a housing rehabilitation prograrn and is encouraging the develop- ment of elderly hcusing and new construction for low and iwderate .income families. It is anticipated that all of V ese progra,ns will. reach fruition in the next two to three years. This Adniinistrative Plan however will. only describe the planned activities for. the 1.976 application for housing assistance payments .for 50 housing units. T1. Plan for Carrying; Out Intake Functiuns. A. Wtreach to Families. 1. Procedures a. The Ci.t,, wi.l.:l. publish a. brochure explaining, in general terms, the Housing Assistance Prograin. '11)is will be distributed in a variety of: ways with the intention to -reach as many yual.:ifi.ed persons as possible. b. A radio message over WWJV wi.l.l. also publicize the program. c. 7"he City .intends to establish an exchange of lists of eligible persons with the Metro Housing & Redcvc:l.opmcnt Authority and the Mi n.ne€ polis Housing & Redevelopment Authority to :further broaden its outreach. d. Social service agencies in the Metro area wi.11 be contacted. for possible leads. e. Should too many el.igi.bl.c applicants apply, other nearby conmiunities with a Section 8 program will. be n.otifiLd of the City's Surplus in app::.icants. Further a public notice w.i.,he given starting that applications erre closed until. further notice. l. Relation to Other Inunctions Me -procedures listed above will be the primary means of outreach and are anticipated to provide the City with in ample number of appl:i cants . Every effort will be made to interrelate all. fulictions of the prog•rarn. Housing fi Redevelopment Authority activities are all. W be channeled through the City's Department of Planning & Cortmruni.ty Development. Department personnel are famil.i.ar with the program however the umjori.ty of the activities will be handled b• the Associate Pl.a.nner acting in the capacity of Housing & Redevelopment Authority Director.. Abmini.strative 1p'..an Section 8 Leased Wsting Housing Program - MM 46-E-170-001 Page 2 3. Staffing $ Casts Outreach HRA Director Secretary Month 1 20 lirs . 4 hrs. Month 2 8 hrs. 2 lirs . Month 3 4 hrs. 1 hrs. Month 4 Month 5 Month. 6 10 hrs. 2 hrs. Month 7 4 hrs. 0.5 hrs, Month 8 Month 9 Month 10 4 hrs. 0.5 lirs . Month 11 s lonth 3.2 Total. Hours 50 hrs. 10 hrs. Total. Expense 350 50 B. Screening and Selection 1. Procedures The Housing & Redevelopment Authority Director will perform all. screeniiig e and selection activities. This person will make general eligibility and program operation i.nfonnat;i.on wrailabl.e by phone and form letter encouraging prospective tenants to apply in person or, when difficult, to apply by mail or ph:ne. It shall be the responsibility of the LIRA Director to insure that the 30% Very Low -Income requirement is met, that the writ size distribution is followed, and that no more than the permitted number of certificates is issued. Phe selection priorities are fully detailed in the Tenant Selection acid Occupancy Policies. It is not anAcipated that forms in addition to those promulgated by Housing & Urban development will be necessary for the carrying out of Chis function. Selection of participuits is based upon the criteria and procedures as noted in the Tenant Selection and Occupancy Policies. 2. Relationship to Other Functions All functions of the program are interre;lated and although all Authority staff are familiar with the program the majority of activities are facilitated through the 1 -IRA Director. 0 Administrative Plan Section 8 l:,easccd Existing Housing Program tN 46-P-170-001 Page 3 3. Staffing and Costs HRA Director Sec.etary Month 1 6 firs. 2 1 rs . Month 2 12 hrs. 4 hrs. Month 3 15 firs. 5 firs. Month 4 15 hrs. 5 firs. Month S 15 hrs. 5 hrs. Month 6 12 hrs. 4 hrs. Month 7 12 firs. 4 h-: . Month 8 6 hrs. hrs. Month 9 6 hrs. 2 hrs. Month 10 8 firs. 3 firs. Month 1.1 8 firs. 2 firs. Month 12 5 hrs. 2 hrs.. Total flours 120 hrs. 40 firs. Total Fxpense 840 200 C. Verification and Detenainat:i.on of Gross Family Income and Shopping Incentive Credit 1. Procedures The HRA Director will verify and dete-mine Gross Family income and the Shopping Incentive Credit. Verification will, be based on copies of documents and other statements provided by the family and substantiated directly with sour•:as of income as detailed in the Tenant Selection and Occiipaitcy Policies. All information provided by the family W4 11 be placed on file prior to certification of the family and kept for the duration of the Families contract. •'lie MRA Director will. notify, by letter, all applicants a:-. to their eligi.bi.l i ty. The Shopping Incentive Credit will be determined upon selection of a suitable dwelling unit. As a result of a rental unit survey, no units are anticipated to be contracted that qualify for the Shopping Incentive Credit. 2. Relationship to OLiie;r Functions All functions of the program are interrelated and although all. Authority staff are Familiar with the program the majority of activities are facilitated through the HRA Director. 0 Administrative Plan Section 8 Leased Existing Mousing Program - MN 46-E-170-001 Page 4 b. BeCause of the limited number of units in the program, the close corununications; with the HRA Director can help to insure that fair.ilies understand the workings of til: program and their responsibilities. An example will be presented illustrating how to calculate Gross gent. Families will also be informed of the Shopping incentive Credit, how to inspect a unit in accordance with the inspection booklet, and will be given a Housing; flights Booklet and informed of procedures involved in filing a discrimination claim and an information sheet outlining their responsibilities as a tenant. Families who may need extensions of Certificates, help in finding units or encounter discrimination will be individually counseled. c. A Certificate will. be extended, if the family writes the [IRA Director precedent to expiration demonstrating that they have made a reasonable effort to find a unit and have been unable to locate one. If the Authority is aware of available units they may direct the families towards those. 0 3. Staffing and Casts HRA Director Secretary kbnth 1. 4 firs. 1 firs. Month 2 8 hrs . 2 firs. ftnth 3 12 firs. 3 firs. Month 4 12 firs. 3 hr.;. Month 5 12 firs. 3 firs. Month 6 8 firs. 2 firs. Month 7 8 firs. 2 firs. Month 8 3 hrs . 1 firs. Month 9 3 firs. 1 hrs. Month 10 4 hrs. 1 hrs. Month 11 4 firs. 1 firs. With 12 2 firs. Total Hours 80 firs. 20 firs. Total Expense 560 1.00 D. Brivfing and Issuance of. Certificates I. Procedures a. Briefing will be conducted by the I•IRA Director in individual sessions to extent possible and in other instances, in group sessions. :Packets of 1.11formation required by MUD, and other helpful. materials will be provided to the tenant and owner. No audio-visual aids will be used. Materials will only be prepared in one language. b. BeCause of the limited number of units in the program, the close corununications; with the HRA Director can help to insure that fair.ilies understand the workings of til: program and their responsibilities. An example will be presented illustrating how to calculate Gross gent. Families will also be informed of the Shopping incentive Credit, how to inspect a unit in accordance with the inspection booklet, and will be given a Housing; flights Booklet and informed of procedures involved in filing a discrimination claim and an information sheet outlining their responsibilities as a tenant. Families who may need extensions of Certificates, help in finding units or encounter discrimination will be individually counseled. c. A Certificate will. be extended, if the family writes the [IRA Director precedent to expiration demonstrating that they have made a reasonable effort to find a unit and have been unable to locate one. If the Authority is aware of available units they may direct the families towards those. 0 Administrative Plan Section.8 Leased Existing Housing Program - MN 46-1;-170-001 Page S d. After issuance of a certificate the family may continually correspond with the Housing Authority to learn of the availability of new units. The Authority will help process all apparent discri!nInation claims and offer support to t1w..families involved and -referral to the appropriate agencies that can help them. 2. Relation to Functions All functions of the program are interrelated and although all Authority staff are familiar with the program, the majority of activities are facilitated through the FIRA Director. 3. Staffing and Costs MRA Director Secretary Month 1 4 trrs . 1 firs. Month 2 8 firs. 2 firs. Month 3 14' hrs. 3 hrs. Month 4 12 hrs. 3 hrs. Month 5 12 hrs. 3 hrs. Month 6 8 hrs. 2 hrs. Month 7 8 hrs. 2 hrs. N1onth 8 3 firs. 1 hrs . Month 9 3 hrs. 1 hrs. Month 10 4 firs. 1 hrs. Month 1.1 4 hrs. 1-hrs.. Month 1.2 2 firs. Total Fours 80 hrs. 10 hrs. Total Expense x560 1.00 E. Inspections 1. procedures a. 71ie Authority will provide an iiispectior of the unit to be occupied. b. I.f- a question arises, the Plymouth Building Inspection will. be contacted'to i.uspect the unit also. The City will license and have regular inspection of all dwellings anticipated to be utilized under the proposed contract. c. Inspection will be scheduled immediately prior to contracting the unit thereby necessitating a combined visit to the unit site. fflien possible units in the same geographical area will. be scheduled at the same time. d. The inspection will follow the standards outlined in the Inspection Booklet provided by HUD. 2. Relation to Other Functions 40, a. The same staff will be assigned this function. Administrative Plan Section 8 Lensed &isting Housing Program - MN 46-E-170-001 r„:ge 6 b. If the writ fails inspection, the owner and the family will be informed in writing of the defects to be con•ected in order for the unit to be decent, safe, and sanitary. The Authority will have the final respon- sibility of deciding when the unit has been iimproved to meet minimum standards. 0 c. Reinspection will b, scheduled in accordance with -notification of correction or intent of correction by the owner. d. The HRA Director will schedule an inspection within 5 working days of receiving a request for lease approval. 3. Staffing and Costs a. Staffing and Costs Month 9 Month 10 Month 11 Month 12 Total Hours 10 hrs. 10 hrs. Total Expense $70 $50 b. Inspectors Flours Month 1 HRA Director Secretary Month 1 zrs. Z hrs. Month 2 2 hrs. 2 lirs . Month 3 2 hrs. 2 hrs. Month 4 2 hrs. 2 hrs. Month 5 Month 6 Month 7 Month 8 2 hrs. 2 hrs. Month 9 Month 10 Month 11 Month 12 Total Hours 10 hrs. 10 hrs. Total Expense $70 $50 b. Inspectors Flours Month 1 8 Month 2 8 Month 3 12 Month 4 10 Month 5 8 Month 6 Month 7 Month 8 2 Month 9 2 Month 10 Month 11 Month 12 Total Flours 50 Total Expense 350 Administrative Plat; Section 8 Leased Existing Housing.Program - MN 46-E-170-001 Page 7 F. Relations with Owners and Theis Agents 1. Procedures a. Letters will be mailed to all apartment owners in the City whose units are anticipated to be within the rental range of the program. Official notices will be published and a radio tape trill be given encouraging owners to participate. The HRA Director will endeavor to contact those unit owners who, through the comprehensive market study, are known to have units affordable for the program. The HRA Director will provide information and processing necessary to bring the eligible owners into the program and insure their informal participation. b. We have no specific concentrated areas of low-income and minority housing. c. The HRA Director will explain the program to owners who inquire about it. Each owner will be walked through the forms and processes of the Section 8 program. d. A determination of reasonableness of rent has been made by the HRA Director based on information i: -.,m the comprehensive market survey and according to the policies in the Section 8 regulations. e. If any rents are found to be low enough to enable the Shopping Incentive Credit to function, the I -MA Director will provide the necessary hiformation. f. Once the lease has been approved the HRA Director will ask the family to arrange for a meeting with the owner and that family during which time the lease and their HAP contract will be signed. I:f the owner or his representing agent cannot meet with the I -RA Director, HAP materials will be mailed to him for his review and signature. g. The Authority will. act quickly to process all nect.ssary papers and secure signature, thereby minimizing the chance of the loss of the unit. h. A complete card file and.individual record sheet itemizing cllent,-' rent payments and accompanying vouchers will be maintained un th, HRA office. 2. Relation to Other Functions a. A listing of owners who are currently participating w -J l be kept in the HRA office. Information about those owners will be available to program families. b. The staff remains the same. c. An itemization sheet with an individual listing of pa)%ents allocated for each unit along with an accompanying memorandum is sent to the accounting office each month. Checks will then be returned to the FIRA office for verification, signature and distribution. Administrative Plan Section 8 Leased Existing Housing Program Page 8 3. Staffing and Costs Month 1. Month 2 Month 3 Month.4 Month. 5 Month 6 Month 7 Month 8 Month 9 Month 10 Month 11 Month 12 Total Hours Total Expense PCV 46-E-170-001 G. Management During the Intake Period 1. Proce& HRA Dire:.tor 20 firs. 6 hrs. 4 hrs. 2 hrs. 2 hrs. w h z hrs . 2 hrs. 40 hrs. 280 Secretary 6 hrs. 2 hrs. 1 hrs. 1 hrs. 1.0 hrs. 50 a. The Director of Planning and Community Development oversees the [IRA Director and Secretary positions. His responsibility is to ascertain inttermediate and 'lung range housing needs and ccordinate these needs within the framework of the City's Land Use Guide Plan. He is not involved in the day to day operation of the HPA. The HRA Director is responsible for the ongoing operation of the I -IRA, i.e. outreach to families, screening and selection, Briefing and issuance of certificates, relations with owners anJ families, establish- ment of a budget and relations with HRA Coiinission. He would also supervise the Secretary in her functions. b. The FR,% Director received a one half day training seminar for the Section 8 Program through the local. area HUD office. In addition he has conferred with several HRA Directors regarding Section 8 management. Other staff will obtain training through exposure and experience in the Section 8 Program. c. Tice HRA Director will monitor the pace of enrollment by charting occupancies and vacancies as they occur. Response of the housing market will be assessed primarily by means of the questionnaire :-7ovided to prospective Section 8 applicants. A portion of this questionnaire is intended to determine how prospective applicants were made aware of the local Section 8 Program. The staff involved consists of a •Cul.1-time HRA .Director and a part-time secretary. As the staff involved is small, all problems and discrepancies will. be handled personally by the HRA Director. It .is staff's -policy that all problems and discrepan- cies will be documented in written form to prevent misinterpretation Administrative Plan Section 8 Leased ExistiLng Housing Program - MN 46-E-170-001 Page 9 and to facilitate later corrective action. Corrective action will be initiated by the HRA Director by memo, letter or by telephone. The appropriate local, county, state or .federal agency will be contacted in cases of discrimination. d. Records of certification will be kept indicating dates of certification, expiration of certification, and contract dates. Monthly activity reports indicating progress .in the Section 8 Program will be submitted ancldiscussed at the HfltA Commission meetings. 2. Staffing and Costs ii!tA. Director Secretary Month 1 20 hrs. 15 Frs. Month 2 12 hrs. 5 hrs. Month 3 12 hrs. 2 hrs. Month 4 10 hrs. 2 hrs. Month 5 8 hrs. 1 airs. Month 6 12 hrs. Month 7 8 hrs. Month 8 10 hrs. Month 9 6 'ars. Month 10 8 hrs. Month 11 6 hrs. Month 12 8 lirs Total Hours 120 hrs. 25 hrs. Total Expense 840 1.25 III. Planning for Administration of On -goring Functions A. On-going Relations with Families 1. Proc-idures a.. "Tabulations indicatiq expiration of leases and contracts will be used to determine when recertification is necessary. b. Families are encouraged to contact the Housing Authority wher. changes occur in their family composition and income. c. Upon notification by the family that the owner is not complying with lease provisions the Authority will talk to the owner of the un—c in an attu pt to resolve disputes. If no action is taken the Autrivrity will then contact the Building Inspection Division `!'e appropriate agency to insure compliance with obligations. If t.iz? nor continues to not take corrective action the Authority may elect to terminate the contract. d. When the Authority receives notification of a Family's intent to move, the HRA Director wil: check with the owner :o determine if all rent has been paid. If all is in order, the family will. be recertified. Y Administrative Plan Section 8 Leased Existing housing Program - MIN 46-E-170-001 Page 1€1 e. Families receiving assistance are encouraged to contact the Authority if problems arise. Although the HRA does not operate as a social service agency, referrals are easily made to other agencies who do function in this capacity. if a HAP contract is terminated a new family will be selected according to procedures stated in. the Tenant Selection and Occupan::y Policy. 2. Relation to other Functions Changes in family income or composition will be reflected at the first of the full. calendar month following review, 3. Staffing and Cnst HRR Director Secretary Month 1 Month 2 4 hrs. Month 3 6 hrs. 1 hrs. Month 4 8 Ilrs. 1 hrs. Month 5 8 hrs. 1 hrs. Month 6 8 hrs. 1 hrs. nth 7 8 hrs. I hrs. Month 8 8 hrs. 1 hrs. Month 9 8 hrs. 1 lirs. Myanth 1.7 8 hrs. 1 hrs. Month 11 8 hrs. 1. hrs. Month 1.2 6-hrs. 1 h rs . Total Hours 80 hrs. 10 hrs. Total Expense: 560 50 B. +fi-Going Relations with Owners 1. Procedures a. Payment Procedures 1.) When vouchers are received by the 'Housing Director the mrounts are itemized on a -re,-:ord sheet. Then amounts are transferred to a request .for payment form. The secretary will. sen:' checks directly to the owner within 10 days of receipt of th,-, voucher. 2) Payment amounts will be checked with records to assure they are accurate. 3) Statements of payments will be kept on file indicating all owners to whom checks were issued. b. Leases and contracts will expire at the end of oree year. lay noting forthcoming expiration dates the Authority can reasonably Insure they will be inspected at that time. y Administrative Plan Section 8 Leased Existing Housing Program - Mkt 46-E-170.001 Page 11 c. Owners' requests for eviction will be reviewed by the HRA Director along with tenants' complaints and other pertinent data including inspection of the unit if necessary. The Authority will indicate to both parties a 20 day limit date by which they will respond. d.. Condition of the unit will be recorded in the Dwelling Unit Inspection Report Booklet (HUD -5:580) prior to occupancy. Damages will be noted that occurred during tenant's stay. A vacant unit will be accepted as proof that the family has indeed vacated the premises. If the family gave proper notice, a copy of the notice should be on file in the HRA office. Owner's request for adjustments of rent will follow this procedure. e. The hRA will, inspect, the unit again to assure :it is in compliance with decent, safe, sanitary conditions. It will also determine that the owner has an intained his contract and lease agreements. Adjustment will take place at the end of the first lease year provided the new rent figure is still within the Fair Market Rent Limit. f. When a request -for special adjustment of rent occurs, the HRA will determine whether there have been suffici.ert changes in operating costs to necessitate that adjustwnt. 2. Relation to Other Functions a. Memorandums noting changes in ice. any former payment procedure will be sent to the accounting off b. These changes will take place at the beginning of the next month rental payment. 3. Staffing and Cost HRA Director Secretary Month 1 Month 2 2 hrs. Month 3 3 hrs. . 1 h; -s . Month 4 4 sirs. 1 firs. Month 5 4 hrs. 1. hrs. Month 6 4 irrs. 1 hrs. Month 7 4 hrs. 1 hrs. Month 8 4 firs. 1. hrs. Month 9 4 hrs. 1 hrs. Month 10 4 hrs. l hrs. Month 11 4 hrs. 1 hrs. Month 12 3 hrs. 1 hrs. Total Hours 40 hrs. 10 hrs. Total Expense 280 50 C. Monitoring the Market 1. Procedure Administrative Plan Section 8 Leased Existing !Mousing Program - MN 46-E-170-001 Page 12 a. On-going monitoring of Fair Market Rents will be accomplished through the continual feedback from applicant families as they search for suitable units. In addition annual market surveys will be conducted giving a more sophisticated analysis of fair market spread. b. The utility schedule which is based upon the average m.nthly cost for families living in various types of units will be adjusted to accommodate changes in utility costs. 2. Relation to Other functions a. Same personnel will be handling Ut.il.,ity Allowance and payments. b. Survey data indicating local rental costs will be submitted to HUD to add to information neces,-.Ltating a revision of fair market rents. S. Staffing and Costs HRA Director Secretary Month 1 Month 2 Month 3 Month 4 2 his. Month 5 2 hrs. Month 6 2 hrs. 1 hrs. Month 7 4 hrs. 1 hrs. Month 8 2 hrs. Month 9 2 firs. Month 10 2 hrs. 1 hrs. Month 11 2 hrs. 1 hrs. Montle 12 2 firs. 1 firs. Total Hours 20 tars. 5 hrs. Total Expense 140 25 D. Managing On -Going Ope-ations 1. Procedures The HRA Director will manage on-going roiations by scheduling a certain portion of each week to a review of how well all functions are progressing. 2. Relation to Other Functions All functions of the program are interrelated and although all Authority staff are familiar with the program, the majority of activities are facilitated through the HRA Director. 0 I! do Administrative Plain Section 8 Leased 'Existing Housing Program - MN 46-i-170-001 Page 13 3. Staffing and Cpsts FIRA Director r^creta Month 1 4 hrs. Month 2 6 hrs. Month 3 8 hrs. 2 hrs. Month 4 8 hrs. 2 hrs. Month S 8 hrs. 2 hrs. Month 6 8 hrs. 2 hrs. h 7 8 hrs. 2 firs. month 8 8 hrs. 2 furs, Month 9 8 hrs. 2 hrs. Month 10 8 hrs. 2 hrs. Month .11 8 hrs. 2 hrs. Month 12 8 firs. 2 hrs. Total Flours 9v hrs. 20 hrs. Total Expense 630 i.i0 0 Admini::trative Plan Section Igased Existing Housing Program - MN 46-E-170-001 Page 14 Initial Estimate of Required Annual Contributions SM)lement to Forms 52671, 52672, 52673 A. General I. A Financial Simnary .and analysis of immediate and long-range operating programs and p'.ans are represented by the and descriptive information presented in the document. 2. The procedure provided for in the administrative plan serves as a basis for ag?ncy operation and achievement of objectives. 3. The Section 8 Housing Assistance .Program has its uwn budgetory system of income and expenses. The schedule should reflect this bud,et. 4. The supporting schedules do reflect the appropriate pro rata distribution of the various programs. S. A comprehensive presentation of the agency's plan of operation is given in the Adminiatrative Plan. 6. The mmunt of funding allocated through the Annual Contributions Contract is sufficient to meet statutory operating requirements and provides for an adequate reserve level. 7. The submission provides an effective monitoring device for progress and staff= funr..tioning. 8. The submission re,,resents considerable effort on behalf of staff and executive members. 9. The HRA Director has the responsibilit, of insuring the adequacy and effectiveness of budget execution and c— trol.. The HRA Director also will be coordinator of the program. 10. Staff members have been delegated the necessary authority and responsibility to carry out this charge. 11. Corrective acta.ons may take place at any time during the term of operation when they are considered necessary to keep the program functioning smoothly. B. Initial Estimate of Re;!aired Contributions (Preliminary Cost) 1. Salary expenses include: HRA Director, Secretary and Building Inspectors. All staff members have other responsibilities beyond the Section 8 program. Other staff members will be utilized to provide accounting, inspections and other services to the program. All salaries have been documented by staffing schedules throughout the administrative plan. a. Existing staff have been u,ped to facilitate the program. b. Additional staff will be hired but will have other responsibilities besides the Rental Assistance Program. Administrative Plan. Section 8 Leased Existing Housing Program - MN 46-E-170-001 Page 15 c. The only additional furniture and equipment which will be purchased is a file cabinet. d. All other equipment used in the program is provided by the Authority at no cost to the program. 2. Salary expense have been properly pro -rated to the program in which the employees are involved. 3. Amounts listed in Part III represent reasonable estimate of costs involved in the actual functioning of the program. C. Estimate of Required ibinual Contributions 1. Internal. Procedures a. Monthly Gross Rents - A market survey was conducted in which almost 9W of the rental apartment units in. Plymouth were contacted. All of those rental figures were reviewed. The same procedure will be w-idertaken for other types of housing units. b. Amount Payable by the Famil - This is an estimate derived from income figures as indicated y participating and applicant families. c. Unit Months Under Lease -No previous experience to indicate a procedure to folTow. Accounting, Internal Control anj-1 %:-.porting A. Accounting 1. Accounting will be handled through staff presently employed by the City. 2. A workable system of records based upon HUD requirements as well as guidelines on filing have been developed. A portion of the records are administrative, the other portion are used in the functional aspects of the program. 3. Information relating to the Section 8 program will be discussed with W staff members regularly. B. Internal Control 1. Only one staff member is respansible for the Section 8 Program. 'There will be much inter -communication between all staff members providing opportunity for frequent review of the program. 2. Not applicable 3. Not applicable 4. Paywnts to owners are cross checked through the secretarial staff with payment records to assure accuracy. Payments are compared with voucher forms received by the HRA Director. Administrative Plan Section 8 Leased Existing Housing Program - MN 46-E-1.70-001 Page 16 C. Reporting 1. All reporting documents required by the Authority coincide with those rc-quirrd by HW. 2. A schedule of reportkag dates has not yet been established. 3. ITe KRA Director is respons:ible for meeting reporting deadlines. D., Staffing A diag.IM of organization is presented earlier in the Administrative Plan. nie inter -relationship between those staff members has been indicated sufficiently in an earlier portion of the .Plan.