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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.