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HomeMy WebLinkAboutHousing & Redevelopment Authority Packet 09-25-2014MEETING AGENDA PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY THURSDAY, SEPTEMBER 25, 2014 - 7:00 p.m. WHERE: Medicine Lake Room City of Plymouth 3400 Plymouth Boulevard Plymouth, MN 55447 CONSENT AGENDA All items listed on the Consent Agenda are considered to be routine by the Housing and Redevelopment Authority and will be enacted by one motion. There will be no separate discussion of these items unless a Commissioner, citizen or petitioner so requests, in which event the item will be removed from the consent agenda and considered in normal sequence on the agenda. 1. CALL TO ORDER - 7:00 P.M. 2. CONSENT AGENDA A. Approve HRA Meeting Minutes for August 28, 2014. B. Plymouth Towne Square. Accept Monthly Housing Reports. C. Vicksburg Crossing. Accept Monthly Housing/Marketing Reports. 3. PUBLIC HEARING A. Section 8 Housing Choice Voucher Program. PHA 5 -Year Plan; proposed changes to the Housing Choice Voucher Administrative Plan; and, submission of HUD -50077 -CR. 4. NEW BUSINESS A. HRA Budgets. Review and approve 2015 HRA Budgets. 5. ADJOURNMENT DRAFT MINUTES PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY AUGUST 28, 2014 PRESENT: Chairman Jeff Kulaszewicz, Commissioner Toni Jelinek, and Commissioner Katie Black ABSENT: Commissioner Jim Willis and Commissioner Adam Schmitt STAFF PRESENT: Housing Program Manager Jim Barnes and Office Support Representative Tina Beckfeld OTHER: Grace Management Representative Jody Boedigheimer 1. CALL TO ORDER Chairman Kulaszewicz called the Plymouth Housing and Redevelopment Authority meeting to order at 7:02 p.m, 2. CONSENT AGENDA A. Approve HRA Meeting Minutes for July 24, 2014. B. PIymouth Towne Square. Accept Monthly Housing Reports C. Vicksburg Crossing. Accept Monthly IIousing/Marketing Reports MOTION by Commissioner Jelinek, seconded by Commissioner Black to approve the consent agenda. Vote. 3 Ayes. MOTION passed unanimously. 3. NEW BUSINESS A. Elim Care. Bond refunding request for Cornerstone Commons Assisted Living in Plymouth. Housing Manager Barnes gave an overview of the staff report. He stated thel/8 of one percent of the outstanding bond amount fee paid at closing by Elim Care. Commissioner Jelinek asked what the original interest rate was and what the new rate will be. Housing Manager Barnes explained bonds are issued in series using multiple interest rates. Commissioner Jelinek asked if the bonds were all issued at the same time. Housing Manager Baines responded yes, they all are issued at the same times just different increments and different interest rates, Draft Plymouth Housing and Redevelopment Authority August 28, 2011 Page 2 MOTION by Chairman Kulaszewicz, seconded by Commissioner JeIinek the attached resolution related to the refunding of the tax exempt housing revenue bonds on behalf of Elim Care and Cornerstone Commons Assisted Living of Plymouth project. Vote. 3 Ayes. MOTION passed unanimously. B. Joint Meeting date with City Council, HRA and Planning Commission to discuss future economic development. Housing Manager Barnes stated the joint meeting with City Council, HRA and Planning Commission to discuss future economic development is slated for Tuesday September 30, 5:30- 8:00 p.m. location to be determined. The Urban Land Institute has been invited to give a presentation and have a panel discussion. Industry leaders will answer questions and share what other communities are doing for redevelopment of those types of areas. Ultimately the direction the city takes will be determined by the City Council, but the HRA and Planning Commissions will play an important advisory role. 4. ADJOURNMENT MOTION by Commissioner Jelinek, seconded by Commissioner Black, to adjourn the meeting at 7:16 p.m. P PLYMOUTH TOWNE SQUARE MEMORANDUM To: Jim Barnes From: Jeff Lelivelt, Managing Director, Plymouth Towne Square Date: September 17, 2014 Re: PTS Monthly Report for August 2014 September Newsletter and Calendar attached Occupancy/Marketing Current Occupancy — 99 units (100%) Current Wait List Status One Bedroom — 59 applicants; closed Two Bedroom — 35 applicants Administrative/Building Operations The FOB entry system was installed on 817 with the final front door strike placed on 8128. Resident reaction has been very positive. Generator was re -tested on 818. It passed with flying colors. Work to repair parts of the roof that leak in the winter was completed on 8112. The City of Plymouth inspected the building on 8121. It passed and the new certificate has been posted. We met twice with contractors to secure bids for asphalt work in the parking lot and back driveway areas. Resident Services The annual Night to Unite was celebrated on 815 with 91 attendees. Breakfast with Ray was held on 8115. 34 residents attended. The resident meeting and Birthday Bash was held on 8121 with 54 attendees. 15500 37th Avenue North • Plymouth, MIST 55446-3250 Phone: (763) 550-9525 • Fax: (763) 551-0144 Owned by Plymouth Housing gad Redevelop—nt A rhariw Balance Sheet PLYMOUTH TOWNE SQUARE As Of August 31, 2014 ASSETS CURRENT ASSETS M 1 PETTY CASH M I OPERATING ACCOUNT M I SEC DEPOSIT CASH ACCOUNT INVESTMENTS - WORKING CAPITAL FUND INVESTMENTS - NEW DEBT SERVICE ACCOUNTS REC-TENANTS INTEREST RECEIVABLE ACCOUNTS REC-OTHER PREPAID PROPERTY INSURANCE PREPAID WORKERS COMP INSUR PREPAID OTHER TOTAL CURRENT ASSETS FIXED ASSETS LAND SITE IMPROVEMENTS BUILDING BUILDING IMPROVEMENTS TURN, FIXT & EQUIP -GENERAL FURNITURE & FIXTURES - HOUSEKEEPING COMPUTERS/OFFICE EQUIPMENT ACCUMULATED DEPRECIATION TOTAL FIXED ASSETS NON-CURRENT ASSETS TOTAL ASSETS LIABILITIES CURRENT LIABILITIES ACCOUNTS PAYABLE -TRADE ACCRUED PAYROLL ACCRUED COMPENSATED BALANCES ACCRUED INTEREST ACCRUED REAL ESTATE TAXES ACCRUED OTHER TOTAL CURRENT LIABILITIES LONG-TERM LIABILITIES SECURITY DEPOSITS BONDS PAYABLE - SERIES 2011A BOND PREMIUM TOTAL LIABILITIES EQUITY RETAINED EARNINGS RSRVD FOR DS RETAINED EARNINGS TOTAL EQUITY CURRENT YEAR INCOME!(LOSS) TOTAL LIABILITIES & EQUITY Ending Balance Total 500 193.286 54,507 877,197 210,990 85) 2,500 90 23,892 190 5,057 459,247 111,390 5,767,619 301,779 379,211 B,696 13,060 3,506,429) 24,455 2,006 1,454 36,849 20,924 44 54,704 2,920,000 65,819 108,648 1.560,342 1,366,225 3,534,571 4,902,796 85,431 3,040,523 3,125,954 1,668,990 107,852 4,902,796 Profit and Loss Variance PLYMOUTH TOWNE SQUARE Through AugLlSf 31, 2014 MTD Actual Budget Var. YTD Actual Budget Var. Year Budget INCOME APARTMENT RENTAL REVENUE 53,587 52,582 1,005 428,684 420,496 8,168 630,744 HRA INDIVIDUAL 17,917 17,917 0 143,336 143,336 0 295,004 GARAGE RENT 2,700 2,880 180) 23,329 23,040 26B 34,580 GUEST ROOM REVENUE 605 193 412 2,585 1,544 1,041 2,316 LAUNDRYREVENUE 794 855 61) 6.852 6.840 12 10,280 APPLICATION FEE REVENUE 90 53 37 205 424 219) 638 TRANSFER FEE REVENUE 0 0 0 0 500 500) 500 INVESTMENT INCOME 1,256 1,250 6 24,407 10.000 14,407 15,000 MISCELLANEOUS REVENUE 53 185 132) 185 1,480 1,295) 2,220 TOTAL INCOME 76,962 75,895 1,067 629,562 607,660 21,902 911,240 EXPENSES ADMINISTRATION MANAGER SALARIESIWAGES 3,952 3,877 85) 31,055 31,016 39) 46,524 PAYROLL TAXES 1,009 1,069 60 6,430 8,552 2,122 12,826 HEALTH INSURANCE 9B9 440 543) 9,969 3,568 6,401) 5,352 WORKERS COMP INSURANCE 98 176 60 587 1,424 837 2,135 MAINTENANCE SALARIESIWAGES 3,865 3,761 104} 28,499 30,088 1,589 45,132 EMPLOYEE COSTS 120 120 0 720 720 0 1,040 SEMINARITRAINING 0 25 25 0 200 200 300 BANK FEES B 5 3) 79 40 39) 60 DUES, SUBS & MEMBERSHIPS lou 0 100) 100 0 100) 0 LICENSE 8 PERMITS 200 694 694 223 094 672 694 MILEAGE REIMBURSEMENT 82 89 7 852 712 60 1,000 POSTAGEIOVERNIGHT EXPRESS 0 6 8 49 64 15 95 PRINTING 0 10 10 0 80 80 120 MANAGEMENT FEES 4,400 4,400 0 35,200 36,200 0 52,600 PROFESSIONAL LEES 817 350 467) 1,106 2,800 1,694 4,200 TELEPHONE EXPENSE 496 500 4 3,992 4,000 8 6,000 EQUIPMENT LEASEIREPAIR 0 130 130 3,140 1,040 2,100) 1,560 OFFICE SUPPLIES 32 95 63 930 760 170) 1.140 TOTAL ADMIN EXPENSES 16,179 15,957 222) 122,729 121,158 1,571) 181,250 RESIDENT SERVICES RESIDENT PROGRAWACTIVITIES 136 300 164 1,845 2,300 455 5,200 TOTAL RES SERV EXPENSES 136 300 164 1,645 2,300 455 5,200 MARKETING PROMOTIONALIPARTIES 0 15 15 0 120 120 180 TOTAL MARKETING EXPENSES 0 15 15 0 120 120 180 HOUSEKEEPING CONTRACT LABOR 1,574 1,521 53) 11 B33 12,166 335 16,252 CLEANING SUPPLIES 63 115 52 656 92u 264 1,360 TOTAL HOUSEKEEPING EXPENSES 1,637 1,636 1) 12,489 13,088 599 19,632 Profit and Loss Variance PLYMOUTH TOWNE S?1JARE 7hmugh August 711, 2014 MTD Actual Budget Var. YTD Actual Budget Var. Year Budget BUILDING & GROUNDS CABLE TV EXPENSE 55 60 5 443 480 37 720 UTILITIES - ELECTRICITY 2,796 2,900 104 16,518 19,900 382 27,300 UTILITIES - GAS 607 60D 107) 19,869 12,900 6,959) 22,000 UTILITIES - WATERISEWER 813 1,010 197 5,662 6,780 1,118 9,540 WATER SOFTENING SERVICE 357 345 12) 2,509 2,760 251 4,140 DOORS, KEYS & WINDOWS 0 350 350 4,782 2,800 1,982) 4 200 FIRE SYSTEM SERVICE 90 415 325 3,687 3,320 367) 4,980 LAWN SERVICElLANDSCAP/SNOW RMVL 939 1,600 651 20,451 12,800 7,651) 19,200 PEST CONTROL 0 465 465 365 3,720 3,355 5,580 TRASH REMOVAL 323 309 23) 2,742 2,400 312) 3,600 UNIT TURNOVER REPAIRS 150 2,667 2,517 10,370 21,336 1D,966 32,004 ELEVATOR -REPAIRS & MAINTENANCE 521 600 79 4,165 4,800 635 7,200 REPAIRS &MAINTENANCE - 617 1,500 883 20,692 29,500 8,608 35,500 BUILDING& GROUNDS SUPPLEES 1,959 1,500 359) 7.503 12,800 5,297 19,290 HVAC - REPAIRS & MAINTENANCE 21B 935 717 2,961 7,460 4,919 11,220 MISCELLANEOUS B & G EXPENSES 0 833 533 0 6,664 6,664 9,996 TOTAL BUILDING & GROUNDS 9,446 16,080 6,634 124,499 149,440 24,941 216,380 OTHER OPERATING EXPENSES PROPERTY & LIABILITY INSURANCE 2.621 2,638 17 20,440 21,104 604 31,650 PAYMENT IN LIEU OF PROPERTY TAX 2,615 2,597 25) 20,924 20,696 226) 31,044 TOTAL OTHER OPERATING EXPENSES 5,236 5,225 11) 41,364 41,800 436 62,700 TOTAL OPERATING EXPENSES 32,633 39,213 6,580 302,927 327,906 24,979 485,342 NET OPERATING INCOME I( LOSS) 44,349 36,682 7,667 326,635 279,754 46,881 425,898 DEPREC, INTEREST& OTHER EXPENSE DEPRECIATION EXPENSE 16,450 16,633 353 131,596 134,664 3,066 201,996 AMORTIZATION EXPENSE 527 527 0 4,212 4.216 4 6,324 RESERVEIREPLACE CAPITAL EXPENSE 17,074 2,D00 15,074) 23,761 32,000 6,239 32,000 INTEREST EXPENSE 7,370 7,370 0 59,211 56,960 251) 88,440 TOTAL DEPREC, INTEREST & OTHER 41,420 26,730 14,690) 218,782 229,840 11,056 328,760 NET INCOME 1(LOSS) 2,929 9,952 7,023) 107,852 49,914 57,938 97,138 Cm m N fl Q w N V Nq W LL, INp N T o N yN 0 N m OvvN m r1 N N r O F r eNN- a g q q q o q q q o g q q q q q q q q q o q o q q q e q o q a o w o a `y a TM a m D g q q q q q q o o g q a o q q q q q... o q q q o q o q q oc0 w o a N c md oZ w o a N o a 0 p a C a o 0 0 0 o g q o 4 4 g 4 q q q 4 q 4 4 0 q 9 o q p q o q q o r w o a n 0 0M LL p q ry N rn 6 t0 N o m o o N o o 0 t•1 w N W ry m Omi O T •N- N W a r-• M •- n v V f Cr CL v n m m o m w N o o a m ul w C Y m N h T r W CT a p q O V O h m O N O O N g O O N N m p m m Qi co p, c w O T d M a w q m n o g n m nr o m oeqiMamN 0 O pM a n p p o N N 1 N tl O n 0 0 •D O O O g q N Ir N M N O 8 M R `p p om N M O• 0 0 I N d 0 M O O N r V N w N n N n v r 01 n d LL a o m ry m o 0 0 0 0 0 •n m r ry o r- d M a W Nz w N w aw x Qz s z ug w vwwi F w L7 z11 w r w w w a W a F j j p w U z w F w w z / W K IL W."y w w LL z n z N z a m m rc a 1Q w Z u N w o a wCFWozJaw w 0 a W F Q W W ? 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Rent checks can be placed in the locked suggestion box. Resident Surveys can be slid under the office door. Our annual flu shots will be administered on Tuesday September 16 from 12pm to 1:30pm in the dining room. Please sign up in the office. The Resident Meeting and Birthday Bash will be held on Thursday September 1811 at 1: 30pm in the dining room. Breakfast with Chef Ray will be on Saturday September 20 at 8:30am in the dining room. Tickets will be on sale Monday September 15" and Tuesday September 16' in the dining room from 10:30am to noon. The entry doors have all been hooked up and are operational with your new FOBS. We even had a power outage test and they came through with flying colors_ 49 i r " g 1 y E e 4} E k i a the ha-ha corner Do you know that awesome feeling when you get into bed, fall right asleep, stay asleep all night and wake up refreshed and ready to take on the new day?.... yeah, me neither. I always take life with a grain of salt.... plus a lemon and a shot of tequila. Going to church doesn't make you holy any more than standing in a garage makes you a car.... Light travels faster than sound. That's why some people appear bright until you hear them speak. Change is inevitable.... except from a vending machine. My- 20- 7- UiRI groaners She was only a whiskey maker, but he loved her still... What do you call a fish with no eyes? ... a fsh. Nostalgia isn't what it used to be. When chemists die, they barium. Jokes about German sausage are the wurst. The soldier who survived mustard gas and pepper spray is now a seasoned veteran. What does a clock do when its still hungry? It goes Back four seconds, SEPTEMBER BIRTHDAYS Happy Birthday to the following residents who are celebrating birthdays this month! ANNE CROOKS 1 CONWAY TWITTY 1 BETTY CON WAY 3 HELEN RITTER 3 DICK YORK 4 PAULINE FICKER 8 HERBERT ANDERSON 14 ROBERT WOLLMAN 14 TOMMY LEE JONES 15 FERN BLAIR 19 DEE FLAA 20 BESS LORENCE 22 RUSS SMITH 23 RAY CriARLES 1 NIKOLAY KOCHERGIN 25 IRENE ROMANIUK 25 PAT WINDSOR 26 rrr LL O 2 3 CO 0 o oo pQ ni U U U U C F-4 O m N O m 01 O m O In 1fi 00 I 00 4 00 N 00 t]A U UcoUy, o U ani 0-a i8 0 api api G b w d ul ow U U U U P4 M C) 7-4 bLnG d Pn i U mi U 4-4 rii vn p rn U V3 A PT-( E-' A H 0 m 0 o 0 m 0 m 0 o 0 m 0 f1. 0 m 0 o 0 m' 0 m 0o 0m 0 O m O o O mN007-%01%N C 00 C1 C1 N I 00 ON ON i N N 00 O ON 00 ON Q N 4 Fri t de v7 N fit r2 V dm F U-- U o 0 QU o bjD U o o ctj O o o o o O o o o 4 00 00 00 ON 7-4 00 C1 t- N 00 0" 00 C1 r - I N N IJ Vicksburg Crossh-g MEMORANDUM To: Jim Barnes From: Sara Paquette Date: September 15, 2014 RE: Vicksburg Crossing Monthly Report for August 2014 September Newsletter and September Calendar attached Rentals: As of August 31st we have 93 occupied apartments with 1 vacant unit, and we have 2 deposits at this time, giving us a total of 0 apartments available to rent. The resident living in apartment 110 will be moving out at the end of August so we currently have a deposit on that apartment. The affordable apartment waiting list now has 51 names and we have been adding interested people to the list. On our moderately priced waiting list we have 14 people waiting for a one bedroom and 8 people waiting for either a 1+ den or a 2 bedroom. Listed below is a breakdown of units that are occupied and vacant. Style (Total #) Square Feet Bedrooms Occupied Vacant Deposits Est'd Move in Style A (23) 850 Sq Ft 1 Bedroom 23 0 1 October 1st Style C (8) 884 Sq Ft 1 + Den S 0 0 Style C2 (8) 950 Sq Ft 1 + Den S 0 0 Style D (8) 1187 Sq Ft 2 Bedroom S 0 0 Style D2 4 1281 Sq Ft 2 Bedroom 3 0 0 October 1st Style E (7) 1055 Sq Ft 2 Bedroom 7 0 0 Style E2 (3) 1055 Sq Ft 2 Bedroom 3 0 0 Affordable 33) 725 Sq Ft 1 Bedroom 33 0 0 TOTALS 1 193 0 1 3155 Vicksburg Lane N' • Plymouth, MN 55447 •Picone (763)559-1877 • Fax (763)559-0114 • Svnmv.ci.plymouth.mn.us 0WIled 6y i'13r11'10LLLk Housing and Redeve(opmeni Aut} ority EQUAL HOUSING OPPORTUNITY Move-Ins/Move-Outs: The residents in apartment 206 (style D2) moved out in August. Marketing We continue to be very busy giving tours to prospective residents who either contact us by phone, email or drop in. We are adding people to the waiting list for the various moderately priced apartments and for the affordable apartment. More of the prospects that come to visit are looking for something in the near future so it can be hard to accommodate them when we have a waiting list for all style apartments at this time. Resident Services Our Night to Unite parry was on Tuesday, August 5"' at 5:30. The residents really enjoyed the music provided by the vocal group After S. We cooked out hamburgers and served them with tomato, cheese, ketchup and mustard. We also had potato salad, chips, watermelon and ice cream sandwiches for dessert. We had our monthly birthday party on Thursday, August 21st. We decorated with balloons, festive napkins and plates. We listed the birthday people on a balloon poster and sang Happy Birthday. We also give each resident a card on their birthday. Building Issues No building issues this month. Balance Sheet VICKSB RG GROSSING As Of Auqust 31, 2014 ASSETS CURRENT ASSETS M I PETTY CASH M I OPERATING ACCOUNT M I SECURITY CASH ACCOUNT INVESTMENTS - WORKING CAPITAL FUND INVESTMENTS - DEBT SERVICE ACCOUNTS REC-TENANTS INTEREST RECEIVABLE ACCOUNTS REC-OTHER PREPAID PROPERTY INSURANCE PREPAID WORKERS COMP INSUR PREPAID OTHER TOTAL CURRENT ASSETS FIXED ASSETS LAND SITE IMPROVEMENTS BUILDING FURNITURE, FIXTURES 8, EQUIP -GENERAL COMPUTERS/OFFICE EQUIPMENT ACCUMULATED DEPRECIATION TOTAL FIXED ASSETS NON-CURRENT ASSETS TOTAL ASSETS LIABILITIES CURRENT LIABILITIES ACCOUNTS PAYABLE -TRADE ACCRUED PAYROLL ACCRUED COMPENSATED BALANCES ACCRUED INTEREST ACCRUED REAL ESTATE TAXES ACCRUED OTHER TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES SECURITY DEPOSITS BONDS PAYABLE BOND PAYABLE -2012A BOND DISCOUNT BOND DISCOUNT2012A TOTAL LIABILITIES EQUITY NET INVESTMENTS IN CAPITAL ASSETS RETAINED EARNINGS-RSRVD FOR DS RETAINED EARNINGS TOTAL EQUITY CURRENT YEAR INCOMEI(LOSS) TOTAL LIABILITIES $ EQUITY Ending Balance 500 914,431 62,298 361,981 9,375,346 740 833 360 24,756 192 3,846 874,593 238,793 9,025,428 341,736 8,6BO 2,1350,641) 8,354 1,909 1,454 409,310 36,656 228 61,753 9.675,000 9,890.000 25,610) 25,313) 11,833,046 9,883,177 23,136,941) Total 10,745,283 7,638,5BB 18,383,871 457,910 19,575,831 20,033,741 1,420,718) 229,151) 18,383,871 Profit and Loss Variance VICKSBURG CROSSING Throtigh August 31, 201,a MTD Actual Budget Var. YTD Actual Budget Var. Year Budget INCOME APARTMENT RENTAL REVENUE 93,262 69,785 3,497 743,448 719,540 23,908 1,079,940 APARTMENT RENTAL REVENUE - COUNTY 2,1e8 2,135 33 17,344 17,080 284 25,620 HRA SUBSIDY - TAX LEVY 4,167 4,167 0 33,335 33,336 0 50,004 GARAGE RENT 2,970 2,925 45 23,958 23,400 55B 35,100 GUEST ROOM REVENUE 600 130 470 2,230 1,040 1,190 1,560 LATE FEE REVENUE 60 15 45 360 120 240 180 APPLICATION FEE REVENUE _ 70 53 17 420 424 4) 636 TRANSFER FEE REVENUE 0 500 500) 500 1,000 500) 1,000 INVESTMENT INCOME 424 417 7 412 3,336 2,924) 5,004 MISCELLANEOUS REVENUE 399 450 51) 2,(520 3,600 980) 5,400 TOTAL INCOME 104,139 100,577 3,562 824,628 602,676 21,752 1,204,444 EXPENSES ADMINISTRATION MANAGER SALARIES 4,355 4,201 94) 34,137 34,088 49) 51,132 PAYROLLTAXES 860 1,038 169 6,197 8,304 2,107 12,456 HEALTH INSURANCE 1,168 1.624 456 10,549 12,992 2,443 19,488 WORKERS COMP INSURANCE 99 160 61 594 1,280 686 1,920 MAINTENANCE SALARIESMAGES 3,111 3,153 42 24,011 25,224 613 37,836 EMPLOYEE COSTS 120 120 0 720 720 0 1,040 SEMINARITRAI MING 0 25 25 185 200 15 300 DANKFEES 4 5 1 13 40 27 60 DUES, SUBS & MEMBERSHIPS 0 10 10 55 80 25 120 LICENSE & PERMITS 0 0 0 899 876 23) 876 MILEAGE REIMBURSEMENT 48 68 20 380 544 164 816 POSTAGFJOVERMIGHT EXPRESS 10 12 2 126 96 32) 144 PRINTING 0 5 5 50 40 10) 60 MANAGEMENT FEES 4,200 4,200 0 33,600 33,600 0 50,400 PROFESSIONAL FEES 817 267 550) 1,491 2,138 645 3,204 TELEPHONE EXPENSE 658 527 131) 5,220 4,216 1004) 5,324 EQUIPMENT LEASEIREPAIR 200 104 96) 1,844 832 1,012) 1,248 OFFICE SUPPLIES 212 90 1 22) 729 720 9) 1,080 TOTAL ADMIN FXPFNSES 15,873 15,669 204) 121,402 125,968 4,586 168,504 RESIDENT SERVICES RESIDENT PROGRAMIACTIVITIES 358 283 75) 2,402 2,264 138) 5,113 TOTAL RES SERV EXPENSES 358 283 75) 2,402 2,264 138) 5,113 MARKETING ADVERTISING 1 400 400 6.712 3,200 3,512) 4,800 PROMOTIONALIPARTIL-S 0 350 350 0 700 700 700 TOTAL MARKETING EXPENSES 0 150 750 6,712 3,960 2,812) 5,500 HOUSEKEEPING CONTRACT LABOR 026 1,030 104 7,353 8,240 887 12,360 CLEANING SUPPLIES 77 110 33 967 880 87) 1,320 TOTAL HOUSEKEEPING EXPENSES 1,003 1,140 137 8,320 9,120 800 13,660 Profit and Loss Variance VICKSBURG CROSSING ihPOugh Augusi 31, 2014 MTD Actual Budget Var. YTD Actual Budget Var. Year Budget BUILDING & GROUNDS CABLETV EXPENSE 119 125 6 1,060 1,000 60) 1,500 UTILITIES - ELECTRICITY 2,166 2,500 314 15,083 17,300 2,217 25,300 UTILITIES - GAS 512 400 112) 26,579 15,400 11,179) 22,700 UTILITIES- WATERISEWER 1,174 1,300 125 8,136 8,425 289 12,380 WATER SOFTENING SERVICE 100 182 2 1,235 1,456 221 2,104 DOORS, KEYS & WINDOWS 443 93 350) 505 744 139 1,116 VIRE SYSTEM SERVICE 157 321 436) 2,448 2,568 120 3,852 LAWN SERVICFAANDSCAPISNOW RMVL 1,100 1,225 125 14,e04 9,800 4,804) 14,700 PEST CONTROL 0 625 525 519 Lam 3,567 5,672 TRASH REMOVAL 599 300 299) 5,083 2T400 2683) 3,600 UNIT TURNOVER REPAIRS 4,163 2,763 1,400) 20,476 22,104 1,628 33,156 ELEVATOR -REPAIRS & MAINTENANCE 426 534 108 3,394 4,272 578 6,408 REPAIRS & MAINTENANCE 3,359 1,200 2,159) 16,061 20,300 2,219 27,400 BUILDING & GROUNDS SUPPLIES 269 750 481 5,082 6,000 918 9,000 HVAC - REPAIRS & MAINTENANCE 1,111 740 371) 6,363 5,920 443) 8,680 MISCELLANEOUS B & G EXPENSES 0 833 B33 0 6,664 6.964 9,990 TOTAL BUILDING & GROUNDS 16,398 13,891 2,507) 128,747 128,439 308) 187,844 OTHER OPERATING EXPENSES PROPERTY & LIABILITY INSURANCE 2,719 2,710 9) 21,322 21,580 358 32,520 PAYMENT IN LIEU OF PROPERTY TAX 4,582 4,664 B2 36.655 37,312 656 55,968 TOTAL OTHER OPERATING EXPENSES 7,301 7,374 73 57,978 58,992 1,014 68,488 TOTAL OPERATING EXPENSES 40,932 39,107 1,825) 325,560 328,703 3,143 489,129 NET OPERATING INCOME 1 t LOSS) 63,207 61,470 1,737 499,067 474,173 24,894 715,315 DEPREC, INTEREST & OTHER EXPENSE DEPRECIATION EXPENSE 30,723 30,723 0 245,781 245784 3 368.676 AMORTIZATION EXPENSE 208 208 0 1,663 1,664 1 2,496 RESERVE/REPLACE CAPITAL EXPENSE 0 0 0 12,358 42,100 29,732 42,100 INTEREST EXPENSE 58,473 37,456 21,017) 406,407 299,646 166,759) 449,472 TOTAL DEPREC, INTEREST & OTHER 89,403 68,387 21,016) 728,218 589,196 139,022) 862,744 NET INCOME I (LOSS) 26,196) 6,917) 19,279) 229,151) 1115,023) 114,128) 147,429) to O J a Vr bl 0 4 Z- Jl O t N W U LL Ij 3 p1 p v r i v r r i n m m rmi ry N m a dr n Q v n ti i w Nj NQ. mr 0 0 0 0 0 0 0 0 0 0 0 0 o a o 0 0 0 0 0 0 0 0 0 0 0 o a o p o o a o 0 0 0 W N a rM a 0 a o o p o 0 0 o a o p o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o p o p o p a o 0 C r Lu o n N O pm a 'oz a o a o 0 0 0 0 0 0 o p o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o a a o d o 0 0 0 0 0 W o a N o N a 00 a Q p o. o 0 0 o d d o 0 o p p o 0 o p p a o 0 0 0 0 0 0 0 o p 0 0 0 0 0 o p W p 0 C Q. a w m m r m m N a cu m w ry ry rr mw C1 a m a m c 0. a O p C1 a w n N C w N N v M •- N v v Oi O N N O N Oi p a m c a T 0. n 4 w n 1 M fl LS o M o a aLL Q O O O o P„ M _i W d d ry J J moi T N N Ownnivr c r r N ri ry v - a a lu z w LU lu w w w N w W N 2 w¢ h w to F Z w w U z w z z z x w a x z z w w w w a z V w rc¢ > j zww w n w F w w w ? r7 !L w w rc? w w w z g L7 g N N w w zw L y0.( w z w wofKaY uZi w~ a w w w z a mz a F? w E z LL w a m w w twit Y m a wwW2mZmaZ ? o l7 a N z z w rc O z w rte- ' m u z u w N m a o w o z o w a w u z 4 z g w 0 w w m waw ~ W g 0 N w z w w m w w N o w m 4 _ z vi w 0 Z x L,Jtin ¢ t~n LL i v~i w? vwi z¢ J Y H z Y ,n i¢ Q a a u w w z 6 a W W w w y z z} a z a z w w w? z p w a Z H w f ¢¢ T¢: w¢ v o a¢ a w o O n w O s O 0 p O x c t7 g °d o K 4 a= 3 w m m a a a r w o¢ z u u Z H W io m r M n o v o m n m m w e N N m N N W a 0 0 N V 9 !1 4 V M 9_ p 57 r M D p r m M V N p O 41 W ry N N a mr n o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o a o o a o 0 0 0 0 0 0 C r W O a N C M a 0 v o 0 0 0 0 0 0 0 0 0 0 0 0 o a o 0 0 0 0 0 0 0 0 0 0 0 W o I `! p p 6 M OZ G Q O O O O O O O O O O p O p p 4 8 p 0 6 6 O p p 0 0 0 O W O v N 4 r La UO y 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0LIr w NN o a N a U) W ` - pO ry a a W o - w w N N N N r I a T rj O m 117 d o M b D m w V N M m W N ONmv W N a QQCaNmML.2 p N m m V V M N m a A Q w p C a m m CL aa 0 of r •- •- N V t 7 tNG N 0 C] a it O NWNN r M 05 cti r V vri M vl m O M a N LL LL A m M o ^ S tl w r N V w Y T b W V NNmNOVN7 a m LW W aLLw Z Z T w wLLI NQw0ILLZ~ L w OZ F Q a 2 Z W, J W ul ~ w D t W w U m w a W a K i o ¢ F¢ w w r w w K M _ w W o 0$ a ¢ 0 2 0 O a Iii O °6 w w v z Z vWi W t7 z z w z C7 z 0 0 0 z r a a w N N z 3 w g a ti D m z r m z LaLMu z d O rc a a a w u 0 0} w a [7 ¢-J K J W x ~ Z W O G O a Xa a J z W K p m C7 w m O Z Of w d 'z V N; W 13 LU J J J W O W y w L p J Q~ = O) r a0 a g O y W F- O m v 5>> 3 0 g 4 w m= p a a F- W W a¢ rc? F z 0 z September 2014 imp We had a great turn out for our Night to Unite party. Thank you to everyone who helped in the kitchen and to the guys who did Tll slil Crc s in the grilling, the burgers were delicious. We will definitely be inviting After 5 back to Vicksburg Crossing to perform another time, everyone enjoyed their show. We have a very generous group at Vicksburg Crossing! Thanks to every- one who donated either school supplies or food, it is greatly appreciated. Our next big gathering will be Halloween, so start planning your costume! VO New Resident r I hope you have all had a chance to meet Harold Bakke who moved into apartment 101! Welcome to Vicksburg Crossing! 4r * % * * ..-, * ; * * 1 * * * .-I' * wv * * * -i-"; sr stir ems - r There is no labor a person does that is undignified; if they do it right. Bill Cosby Labor Day Holiday The office will be closed on Friday, August 29th and Monday, September 1 st for the Labor Day Holiday. My grandfather once told me that there were two kinds of people: those who do the work and those who take the credit. He told me to try to be in the first group; there was much less competition. Indira Gandhi Maintenance and Building Issues I realize that many people now use only a cell phone. If your only phone is a cell phone, and you use it to buzz visitors in the front entry security door, please do not give anyone access to the building unless you are in your apartment at the time. Thank You! Fall Pie Party We will be having a fall pie party, there will be a few different kinds of pie with toppings, and of course coffee to have with your pie. There will be no charge for the party but I will have a sign up sheet outside my office. The party will be on Monday, September 22nd at 2:00 in the community room. 04ie% AliF \}i \ii ie i } ii7i \li)-, .1/ i i} iyf\}/ 7 7I 711Z -. i}. }Z WZi}1 i}. 11Z i}. 7 0Z ifs }C1 7, q_ il\ I Rent is due on or before Friday, September 5th 40 11Z 7I,, i},- -E 7}} i -W i\}}E, )}}E, 7}}iE \7} i il} i moi}- i}. i}\ i} 7} i} i} 71 70- i}- 7F 711Z 711Z 70-- AA little common sense....." 1. It don't take a very big person to carry a grudge. 2. You cannot unsay a cruel word. 3. Every path has a few puddles. 4. The best sermons are lived not preached. 5. Don't judge folks by their relatives. 6. If you find yourself in a hole the first thing to do is stop digging. 7. Good judgment comes from experience, and a lot of that comes from bad judgment. 8. Letting the cat out of the bag is whole lot easier than putting it back in. 9. Life is simpler when you plow around the stump. Flu Shot Clinic As fall approaches it is important to make sure you protect yourself from the flu and we would like to make it easy for you. We will be offering a flu shot clinic again this year. The clinic will be on Tuesday, September 16th in the community room from 1:15-2:15. Homeland Health Specialists, inc. will be providing the clinic, they are Medicare certified, and will be offering the Quadrivalent Flu Vaccine. There is a sign up sheet outside my office. When you sign up please take a letter from Homeland Health Specialists and attached to the letter is a consent form you will need to fill out. On the day of the clinic you will need to bring both the consent form and copies of medical cards. 13 moo= Resident Coffee and Meeting Our next resident meeting will be Wednesday, September 3rd 9:00 in the community room. at Gardeners It is sad to think how quickly our gardening season is passing. We had wonderful gardens this year that provided an abundance of vegetables and flowers. Both garden plots were filled and I think everyone was pleased to have more spots available. Thanks again to Kathy and Nancy who kept our pots watered all summer. They still look wonderful!! would like to thank Eunice for sponsoring a garden tour. We had a nice day to view the gardens and our tour was followed by refreshments on the deck. I would like to remind residents to clean out their gardens by October 10th. Please remove all plants, stakes, and statues so that the garden plots are ready for spring planting. Thank You! ! ! Happy, Birthday • following residentsmonth: sea<emne tmi,dan w u ne eien,aoea o munaay, s:ve.mne. yam In me commvolry noom. E... The birthday celebration Iz open to all rezi0enb who wish to September birthdays will be celebrated on Thursday, September 18th in the Community Room. The birthday celebration is open to all residents who wish to me dawn and help us <elebrace. come down and help us celebrate. Even if it's not your birthday) Our blrthtlay W i' iz always on the 3b TM1urstlay of [M1e mon[M1. Even it it's not your birthday) Our birthday Narty is always •n the 3rd Thursday •f the month. James Hals[edJamesHalsted September 5thSeptember5th Susan LeAbetterSusanLedbetter September 7thSeptember7th Geri RaphaelGeriRaphael September I lthSeptember11th Helen RussettHelenRussett sePcemn. i i r September 11th Merle JohnsonMerleJohnson SeptemM1er 12thSeptember12th Oral PetersonOralPeterson September 25thSeptember25th 4-a LL r_ 0 m i. cn o t" Lo Q O to 0 ca Can ca ca ca Q C-4 0 10 cp 1- 10 co a IM - 1 2: C4 11-10 n Co G U) 00 Q O Q) J o D CD st 0":,), Qp u M co ca co Q) 0 Q) D ca 4) C3 2—, C4 co N a 1 9AgendaNumber3, PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY STAFF REPORT TO: Plymouth Housing and Redevelopment Authority FROM: Denise Whalen, Support Services Manager through Steve Juetten, Executive Director MEETING DATE: September 25, 2014 SUBJECT: PHA 5 -Year Plan; Proposed Changes to the Housing Choice Voucher Administrative Plan; and, Submission of PND -50077 -CR BACKGROUND: Section 511 of the Quality Housing and Work Responsibility Act of 1998 (QHWRA) created the requirement for submission of the public housing agency plans — a 5 -year plan and an annual plan. Sections 2701 and 2702 of Title V1I, the Small Public Housing Authorities Paperwork Reduction Act, provides qualified public housing agencies an exemption from the requirement in section 5A of the United States Housing Act of 1937 (the Act) to submit an annual Public Housing Agency (PHA) Plan. Plymouth HRA is considered a qualified public housing agency as it administers fewer than 550 vouchers and does not have a failing score under the Section 8 Management Assessment Program (SEMAP) during the prior 12 months. As such, Plymouth HRA is required to complete and submit items 1.0 — 5.2 of the Five -Year and Annual Plan template form HUD -50075 stating their mission and identifying their goals and objectives, along with the signed 50077 -CR, Civil Rights Certification. As a qualified public housing agency, Plymouth HRA is also required to comply with section 5A(b)(3)(b) of section 2072 of the Housing and Economic Recovery Act (HERA) regarding resident participation and a public hearing. A public hearing must be held; members of a resident advisory board must have the opportunity to review and comment on the Plan; and, the IIRA Board of Commissioners must approve the Plan. As required, a forty-five day notice was published in the Plymouth Sun -Sailor for the public hearing to be held Thursday, September 25, 2014. The proposed changes were submitted to the members of the HRA's Section 8 Resident Advisory Board for review and comment. One member submitted comments. The recommended changes that could be made were incorporated. The Housing Choice Voucher Administration Plan is located on the city's website at www.plymouthrnn.gov under Departments I Community Development I Housing I Section 8. PROPOSED CHANGES: Staff is proposing the following policy changes to the Administrative Plan: Chapter 2, 24I.B. Definitions of Reasonable Accommodation — Types of Reasonable Accommodations (Page 2-4). Revise per HUD regulations. Chapter 2, 2-II.E. Approval/Denial of a Request Accommodation (Page 2-5). Change the number of conditions to three since one condition was deleted. Chapter 2, 2-II.E. Approval/Denial of a Request Accommodation — HRA Policy (Page 2- 6). Revise per HUD regulations. Chapter 2, 2-I1G. Physical Accessibility (Page 2-8). Change to reference the latest PIH Notice. Chapter 3, 3-I.B. Family and Household (Page 3-2). Revise per HUD PIH Notice 2014- 20. Chapter S, 5-1I.B. Determining Family Unit (Voucher) Size — HRA Policy (Page 5-9). Correct typographical error. Chapter S, 541.. C. Exceptions to Subsidy Standards HRA Policy (Pages 5-9 and 5-10). Revised wording for clarification purposes. Chapter 6, 6-I. G. Assets — General Policies HRA Policy (Page 6-12 and 6-13). Change to reference the latest PIH Notice. Chapter 6, 6-II.D. Medical Expenses Deduction Definition of Medical Expenses — HRA Policy (Page 6-25). The chart is not needed since it changes yearly and the IRS Publication is referenced. Chapter 6, 6 -III D. Applying Utility Allowances — Overview (Page 6-36). Updated per FY 2014 Cost -Savings Implementation Guidance published June 26, 2014. Chapter 7, 7-III.B. Business and Self Employment Income HRA Policy (Page 7-16). Deleted to reflect cuiTent practice of verifying income. Chapter 7, 7-III.C. Periodic Payments and Payments in Lieu of Earnings — HRA Policy Page 7-16). Change to reference the latest PIH Notice. Chapter 8, 8 -LLA. The Inspection Process Overview (Page 8-7). Updated per FY 2014 Cost -Savings Implementation Guidance published June 26, 2014. Chapter 8, 8 -II. C. Annual HQS Inspections — Scheduling the Inspection (Pages 8-9 and 8- 10). Updated per FY 2014 Cost -Savings Implementation Guidance published June 26, 2014. Chapter 11, 11 -II, C. Changes Affecting Income or Expenses — Required Reporting — HRA Policy (Page 11-8). Revised the section and added a dollar amount for increases in 0A income before processing an interim adjustment (was needed to reduce the amount of time staff spends on interims). Chapter 12, Exhibit 12-1: Applicant/Tenant Certification and Statement of Tenant Obligations — Reporting Changes in Household Income (Page 12-19). Update to correspond with Chapter 11 changes. Chapter 12, Exhibit 12-1: Applicant/Tenant Certificate and Statement of Tenant Obligations — Inspections (Page 12-I8). Update to correspond with Chapter S changes. Chapter 16, II -13. Payment Standards — Unit -by -Unit Exceptions (Page 16-4). Change to reference the latest PIH Notice. Chapter 16, 16 -VC. SEMAP Indicators (Page 16-22). Updated per FY 2014 Cost - Savings Implementation Guidance published June 26, 2014. Chapter 17, 17 -V -VB. Hap Contract Requirements Term of HAP Contract (Page 17- 16). Correct typographical error. Chapter 18, I8 -I1. Non -Elderly Voucher Program for Persons with Disabilities (NED) Page I8-2). Change to reference the new PIH Notice. Glossary, GL -5, GL -6, GL -7, and GL -10. Revise per HUD PIH Notice 2014-20. RECOMMENDATION: Staff recommends that after holding the scheduled public hearing and considering any public comments, the HRA Board of Commissioners approve the PHA 5- Year Plan; proposed changes to the Administrative Plan to be effective immediately; and, submission of the 50077 CR to Housing and Urban Development (HUD) for the fiscal year beginning January 1, 2015. ATTACHMENTS: 1. HRA Resolution 2014-05 2. HRA Resolution 2014-06 3. PHA 5 -Year Plan for FY2015 HUD -50075 4. Civil Rights Certification, HUD -50077 CR 5. Proposed Changes to the Housing Choice Voucher Administrative Plan 3 CITY OF PLYMOUTH HRA RESOLUTION 2014-05 PHA Certifications of Compliance with the PHA Plan and Related Regulations: Board Resolution to Accompany the PHA Five -Year PHA Plan Acting on behalf of the Board of Commissioners of the Public Housing agency (PHA) listed below, as its Chairman or other authorized PITA ogicial if there is no Board of Commissioners, I approve the submission of the Five- Year PHA Plan for the PHA fiscal year beginning January 1, 2015, hereinafter referred to as" the Plan", of which this document is apart and make the following certifications and agreements with the Department of Housing and Urban Development (HUD) in connection with the submission of the Plan and implementation thereof.- 1. The Plan is consistent with the applicable comprehensive housing affordability strategy (or any plan incorporating such strategy) for the jurisdiction in which the PHA is located. 2. The PHA certifies that there has been no change, significant or otherwise, to the Capital Fund Program (and Capital Fund Prograrn/Replacement Housing Factor) Annual Statement(s), since submission of its last approved Annual Plan. The Capital Fund Program Annual Statement/Annual StatementlPerforinance and Evaluation Report must be submitted annually even if there is no change. 3. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the PHA, consulted with this Board or Boards in developing the Plan, and considered the reconunendations of the Board or Boards (24 CFR 903.13). The PHA has included in the Plan submission a copy of the recommendations made by the Resident Advisory Board or Boards and a description of the manner in which the Plan addresses these recommendations. 4. The PHA made the proposed Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 5. The PHA certifies that it will carry out the Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990. 6. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identify any impediments to fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further fair housing that require the PHA's involvement and maintain records reflecting these analyses and actions. 7. For PHA Plan that includes a policy for site based waiting lists: The PHA regularly submits required data to HUD's 50058 PIC/IMS Module in an accurate, complete and timely manner (as specified in PIH Notice 2008-11); The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; Adoption of site-based waiting list would not violate any court order or settlement agreement or be inconsistent with a pending complaint brought by HUD; The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair housing; 8. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of 1975. 9. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility by the Physically Handicapped. 10. The PHA will comply with the requirements of section 3 of the Housing and Urban Development Act of 1968, Employment Opportunities for Low -or Very -Low Income Persons, and with its implementing regulation at 24 CFR Part 135. 11. The PHA will comply with acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CFR Part 24 as applicable. 12. The PHA will take appropriate affirmative action to award contracts to minority, and women's business enterprises under 24 CFR 5.105(a). 13. The PHA will provide the responsible entity or HUD any documentation that the responsible entity or HUD needs to carry out its review under the National Environmental Policy Act and other related authorities in accordance with 24 CFR Part 58 or Part 50, respectively. 14. With respect to public housing the PHA will comply with Davis -Bacon or HUD determined wage rate requirements under Section 12 of the United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 15. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective audit to determine compliance with program requirements. 16. The PHA will comply with the Lead -Based Paint Poisoning Prevention Act, the Residential Lead -Based Paint Hazard Reduction Act of 1992, and 24 CFR Part 35. 17. The PHA will comply with the policies, guidelines, and requirements of OMB Circular No. A-87 (Cost Principles for State, Local and Indian Tribal Governments), 2 CFR Part 225, and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments). 18. The PHA will undertake only activities and programs covered by the Plan in a manner consistent with its Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its Plan. 19. All attachments to the Plan have been and will continue to be available at all times and all locations that the PHA Plan is available for public inspection. All required supporting documents have been made available for public inspection along with the Plan and additional requirements at the primary business office of the PHA and at all other times and locations identified by the PHA in its PHA Plan and will continue to be made available at least at the primary business office of the PHA. 20. The PHA provides assurance as part of this certification that: i) The Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before implementation by the PHA; ii) The changes were duly approved by the PHA Board of Directors (or similar governing body); and iii)The revised policies and programs are available for review and inspection, at the principal office of the PHA during normal business hours. 21. The PHA certifies that it is in compliance with all applicable Federal statutory and regulatory requirements. Plymouth HRA MN170 PHA Name PHA Number X Five -Year PHA Plan for Fiscal Years 2015 - 2019 Annual PHA Plan for Fiscal Years 20 -20 hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010,_1012; 4 31 U,S,C.3729,3802) Name of Authorized Official Jeffiey L. Kulaszewicz I Title Plymouth HRA Board Chairman Signature Date September 25, 2014 Adopted by the Plymouth Housing and Redevelopment Authority on September 25, 2014. Res]IRA/201412014-05 PHA 5 Year Plan CITY OF PLYMOUTH HRA RESOLUTION 201406 A RESOLUTION TO APPROVE THE PROPOSED CHANGES TO THE ADMINISTRATIVE PLAN AND AUTHORIZE SUBMISSION OF 50077 CR TO HOUSING AND URBAN DEVELOPMENT (HUD) WHEREAS, Housing and Redevelopment Authority (HRA) in and for the City of Plymouth, Minnesota operates a Section 8 Dousing Choice Voucher Program; and, WHEREAS, the HRA has established a Resident Advisory Board, the membership of which represents the residents assisted by the HRA; and WHEREAS, the HRA made the proposed changes to the Administrative Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the proposed changes to the Administrative Plan and invited public comment; and, WHEREAS, the Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before implementation by the IIRA; and, WHEREAS, the Administrative Plan and all attachments have been and will continue to be available at all times and for public inspection at the primary business office of the HRA and posted on the city's website; and, WHEREAS, the Plymouth HRA is required to complete and submit a signed 50077 CR, Civil Rights Certification on an annual basis. NOW, THEREFORE, BE IT RESOLVED BY THE HOUSING AND REDEVELOPMENT AUTORITY OF THE CITY OF PLYMOUTH, MINNESOTA, that the public hearing was held and the proposed changes to the Administrative Plan were duly reviewed and approved by the HRA Board. As such, staff is authorized to submit the Civil Rights Certification, 50077 CR to HUD. Approved this 25t3i day of September, 2014 by the Housing and Redevelopment Authority in and for the City of Plymouth, Minnesota. PHA 5 -Year and U.S. Department of Housing and Urban OMB No. 2577-0226 Development Expires 8/30/2011 Annual Plan Office of Public and Indian Housing 1.0 PHA Information PHA Name: Plymouth Housing and Redevelopment Authority PHA Code: M -N170 PHA Type: X Small X High Performing Standard X HCV (Section S) PHA Fiscal Year Beginning: (MM/YYYY): 0112015 2.0 Inventory (based on ACC units at time of FY beginning in 1.0 above) Number of PH units: Number of MCV units: 225 3.0 Submission Type 5 -Year and Annual Plan Annual Plan Only X 5 -Year Plan Only 4.0 PHA Consortia PHA Consortia: (Check box if submitting ajoint Plan and complete table below.) No. of Units in Each Program(s) Included in e Programs Not in thePI -IA Programth Participating PHAs Program Code Consortia Consortia PH HCV PHA 1: PHA 2: PHA 3: 5.0 5 -Year Plan. Complete items 5. r and 5.2 only at 5 -Year Plan update. 5.1 Mission. State the PHA's Mission for serving the needs of lotiv-income, very low-income, and extremely low income families in the PHA's jurisdiction for the next five years: The Plymouth Housing and Redevelopment Authority promotes and contributes to the economic health of the community through the creation and maintenance of affordable, life -cycle housing, and active participation in the City's development and redevelopment process. 5.2 Goals and Objectives. Identify the PHA's quantifiable goals and objectives that will enable the PHA to serve the needs of low-income and very low -intone, and extremely low-income families for the next five years, Include a report on the progress the PHA has made in meeting the goals and objectives described in the previous 5 -Year Plan. Plymouth I1RA will provide voucher mobility counseling. 'Alewill provide comprehensive information on Plymouth and surrounding jurisdictions. We will conduct outreach to potential landlords by having landlord workshops. We will continue to hold new owner briefings. We will continue our recruiting and retention efforts. We will continue to use higher payment standards to accommodate the rental market in Plymouth. Plymouth HRA will continue to increase customer satisfaction by providing courteous, expedient and nceurate response to owners and participants. We will concentrate on efforts to have 100% voucher utilization with our Annual Bud get Authority. Plymouth HRA will designate developments or buildings for particular resident groups (elderly or persons with disabilities). Renovations and upgrades have taken place at Plymouth Towne Square (affordable senior building) in 2013 and 2014. In 2006 Plymouth HRA built a new 96 -unit senior building— Vicksburg Crossing and has four units designated for housing choice vouchers. Plymouth HRA implements measures to promote income mixing in public housing by ;assuring access for lower income families into higher income developments. Stone Creek at Medicine Lake provides 34 affordable units with project-hased (S units), MHOP and Section 42 programs, This building opened in 2004. Plymouth HRA continues to provide project based assistance (5 units) at Vicksburg Commons. This 50 malt townbome complex opened in 2007 and provides affordable housing through voucher assistance and Section 42 programs. Plymouth HRA was involved in the construction process of a new apartment building West View Estntes, This 67 unit building opened in 20I2 and provides affordable work force housing and project based assistance (7 units) and accepts housing choice vouchers. Plymouth HRA has revised the Section o Administrative Plan to include a s'natemcut in the section on eligibility, selection and admissions to reflect (lie change in the definition of family and the requirement to provide equal Recess regardless of sexual orientation, gender identity or marital status. Plymouth HRA with CDBG funding, continues to offer the First Time Homebuyer and Rehabilitation Program to lose and moderate intone households. Plymouth HRA with CDBG funding, will continue to assist social service agencies that assist low income households. Page 1 of 2 form HUD -50075 (4/2008) 0 PHA Plan Update a) Identify all PHA Plan elements that have been revised by the PHA since its last Annual Plan submission: b) Identify the specific location(s) where the public may obtain copies of the 5 -Year and Annual PHA Plan. For a complete list of PHA Pl 10.0 elements, see Section 6.0 ofthe instructions. 7.0 Hope V, fixed Finance Modernization or Development, Demolition and/or Disposition, Conversion of Public Housing, meownership Programs, td Project -based Vouchers. Inchide statements related to these programs as applicable. 8.0 Capital Improv ents. Please complete Parts 8.1 through 8.3, as applicable. 8.1 Capital Fund Progra Annual Statement/Performanceynd Evaluation Report. As part of the PHA 5 -Year ac Annual Plan, annually complete and submit the apital Fund Progrmn Annual Statement/Per_fo•niance and Evaluation Report, Form H -50075. t, for each current and open CFP grant and CFFP ancing. 8 2 Capital Fund Program Five -Ye r Action Plan. As part of the submission of the Annual Platt, PHAs st complete and submit the Capital Fund Program Five -Year Action Plan, fo t HUD -50075.2, and subsequent annual updates (on a rolling bas' , e.g., drop current year, and add latest year for a five year period), Large capital i is must be included in the Five -Year Action Plan. 8.3 Capital Fund Financing Program (CFF Check if the PHA proposes to use any po n of its Capita] Fund Program (CFP)/Reply ment Housing Factor (RHF) to repay debt incurred to finance capital improvements. 9.0 Consolidated Pl , information provided by HUD, and outer generally availableHousingNeeds. Based on information provided by t\ ofdata, make a reasonable effort to identify the housingw-income, v low-income, and extremely low-income families who reside in the jurisdiction served by the PHA, including elderly lieswith d' bilities, and households of various races and ethnic groups, and other families who are on the public housing and Secasedass' tance waiting lists. The identification ofhousing needs must address issues of affordability, supply, quality, accessibility, sd to ion. 9.1 Strategy for Addressing Housing Needs. Provide In brief descr' tion o to PFIA's strategy for addressing the housing needs of families in the jurisdiction and on the waiting list in the upcoming year. Not . Small, Sce 'on 8 mdy, and High Performing PHAs complete only for Annual Plan submission with the 5 -Year Plan. 10.0 Il as any additional inform 'on HUD has requested. Additional Information. Describe U/ eviation/Modification, a) Progress in Meeting Mission and rief statement of the PHA's pro ing the mission and goals described in the 5 - Year Plan. iionb) Significant Amendnient and SubsProvide the PHA's f "significant intendment" and "substantial deviation/mod ifi cation" I t.0 Required Submission for HUD ield Office Review. In addition to the YHA Plan template (HUD -50N(5), PHAs must submit the following documents. Items (a) through g) may be submitted with signature by mail or electronically with scanned s iatures, but electronic submission is encouraged. Items (h) tEtro h (i) must be attached electronically with the PHA Plan. Note: Faxed copies o tese documents will not be accepted by the Field Office. a) Form HUD -50 PHA Certifications of Compliance with the PFIA Plans mid Related Regulations (which inclu all certifications relating to Civil Rig b) Form HU -50070, Cerlificationfor a Drug -Free Workplace (PHAs receiving CFP grants only) c) Norm D -5007E, Certification of Payments to 67f1uence Federal Transactions (PHAs receiving CFP grants only) d) Forn F -LLL, Disclosure of Lobbying Activities (Pl IAs receiving CFP grants only) e) F SF -LLL -A, Disclosure of Lobbying Activities Continuation Sheet (PHAs receiving CFP grants only) f) csident Advisory Board (RAB) comments. Comments received from the RAB must be submitted by the PHA as an attachment \ datiOnS. Plan. PI-IAs must also include a narrative describing their analysis of the recommendations and the decisions made on those recom g) Challenged Elements h) Form HUD -50075.1, Capital Fund Program Aruaual Statement/Perfot•rnnance and Evaluation Report (PHAs receiving CFP grants i) Form HUD -50075.2, Capital Fund Program Five -Year Action Plan (PHAs receiving CFP grants only) Nfo Applicablif- Page 2 of 2 form HUD -50075 (4/2008) Civil Rights Certification U.S. Department of Housing and Urban Development Office of Public and Indian Housing Expires 08/30/2011 Civil Rights Certification Annual Certification and Board Resolution Acting on behalf ofthe Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioner, I approve the submission of the Plan for the PHA of which this document is a part and make thefollowing certification and agreement with the Department ofHousing and Urban Development HUD) in connection with the submission of the Plan and implementation thereof The PHA certifies that it will carry out the public housing program of the agency in conformity with title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990, and will affirmatively further fair housing. Plymouth Housing and Redevelopment Authority MN170 PHA Name PHA Number/HA Code l hereby cerci that all the information stated herein, as well as information provided in the accompaniment herewith, is true and accurate. Waming• WD will rosecute fa se claims and statements. Conviction ma result in criminal and/or civil enalties. 18 U.S.C. 1001. 1010 -10L2 31 U.S.C. 3"724 3802 Mame ofAuthmzed Official Title Jeffrey L. Kulaszewicz HRA Board Chairman Signature Date 09/25/2014 form HUD -50077 -CR (1/2009) OMB Approval No. 2577-0226 2-II.B. DEFINITION OF REASONABLE ACCOMMODATION A person with a disability may require special accommodations in order to have equal access to the HCV program. The types of reasonable accommodations the HRA can provide include changes, exceptions, or adjustments to a rule, policy, practice, or service. Federal regulations stipulate that requests for accommodations will be considered reasonable if they do not create an "undue financial and administrative burden" for the HRA, or result in a fundamental alteration" in the nature of the program or service offered. A fundamental alteration is a modification that alters the essential nature of a provider's operations. Types of Reasonable Accommodations When needed, the HRA must modify normal procedures to accommodate the needs of a person with disabilities. Examples include but are not limited to: Pennitting applications and reexaminations to he ccntipleted by mail Using higher payMeirit standards either within the acceptable range or with HUD a moval of a payment standard outside the PMA range) if the HRA determines this is necessary to enable a)erso.n with disability to obtain a suitable housing, unit Conducting home visits Providing time extensions for locating a unit when necessary because of lack of availability of accessible units or special challenges of the family in seeking a unit Permitting an authorized designee or advocate to participate in the application or certification process and any other meetings with HRA staff P-xC ld3n to !he subsidy cinnrinrds ra q., ,r+ r;=- , ,,;n v . _ i vei E1-CCY FCi 2-II.C. REQUEST FOR AN ACCOMMODATION If an applicant or participant indicates that an exception, change, or adjustment to a rule, policy, practice, or service is needed because of a disability, HUD requires that the HRA treat the information as a request for a reasonable accommodation, even if no formal request is made Joint Statement of the Departments of HUD and Justice: Reasonable Accommodations under the Fair Housing Act]. The family must explain what type of accommodation is needed to provide the person with the disability full access to the HRA's programs and services. If the need for the accommodation is not readily apparent or known to the HRA, the family must explain the relationship between the requested accommodation and the disability. There must be an identifiable relationship, or nexus, between the requested accommodation and the individual's disability. PIRA Policy The HRA will require the family to make its request in writing using a reasonable accommodation request form. However, the HRA will consider the accommodation any Plymouth HRA Page 2-4 HCV Administrative Plan time the family indicates that an accommodation is needed whether or not a formal written request is submitted. The HRA may not waive a federal regulation as a reasonable accommodation unless explicitly authorized within the regulations. The HRA's authority with respect to reasonable accommodation is limited to areas of policy and procedural discretion. 2-II.D. VERIFICATION OF DISABILITY The regulatory civil rights definition for persons with disabilities is provided in Exhibit 2-1 at the end of this chapter. The definition of a person with a disability for the purpose of obtaining a reasonable accommodation is much broader than the HUD definition of disability which is used for waiting list preferences and income allowances. Before providing an accommodation, the HRA must determine that the person meets the definition of a person with a disability, and that the accommodation is necessary to afford the family an equal opportunity to access the HRA's programs and services. If a person's disability is obvious, or otherwise known to the HRA, and if the need for the requested accommodation is also readily apparent or known, no further verification will be required [Joint Statement of the Departments of HUD and Justice: Reasonable Accommodations under the Fair Housing Act]. If a family indicates that an accommodation is required for a disability that is not obvious or otherwise known to the HRA, the HRA must verify that the person meets the definition of a person with a disability, and that the limitations imposed by the disability require the requested accominodation. When verifying a disability, the HRA will follow the verification policies provided in Chapter 7. All information related to a person's disability will be treated in accordance with the confidentiality policies provided in Chapter 16. In addition to the general requirements that govern all verification efforts, the following requirements apply when verifying a disability: Third -party verification must be obtained from an individual identified by the family who is competent to make the determination. A doctor or other medical professional, a peer support group, a non-medical service agency, or a reliable third party who is in a position to know about the individual's disability may provide verification of a disability [Joint Statement of the Departments of HUD and Justice: Reasonable Accommodations Linder the Fair Housing Act] The HRA must request only information that is necessary to evaluate the disability -related need for the accommodation. The HRA will not inquire about the nature or extent of any disability. Medical records will not be accepted or retained in the participant file. 2-II.E. APPROVAL/DENIAL OF A REQUESTED ACCOMMODATION [Joint Statement of the Departments of HUD and Justice: Reasonable Accominodations tinder the Fair Housing Act]. The HRA must approve a request for an accommodation if the following -fourthree conditions are met: Plymouth HRA Page 2-5 HCV Administrative Plan The request was made by or on behalf of a person with a disability. There is a disability -related need for the accommodation. Iaen Ai:t The requested accommodation is reasonable, meaning it would not impose an undue financial and administrative burden on the HRA, or fundamentally alter the nature of the HRA's HCV operations (including the obligation to comply with HUD requirements and regulations). Requests for accommodations must be assessed on a case-by-case basis, taking into account factors such as the cost of the requested accommodation, the financial resources of the HRA at the time of the request, the benefits that the accommodation would provide to the family, and the availability of alternative accommodations that would effectively meet the family's disability - related needs. Before making a determination whether to approve the request, the HRA may enter into discussion and negotiation with the family, request more information from the family, or may require the family to sign a consent form so that the IIRA may verify the need for the requested accommodation. HRA Policy After a request for an accommodation is presented, the HRA will respond, in writing within ten (10) days. IftheRRAdenriesaFequest Will e€feeti<v ,. the fann-ily, s- t4ei-i If the HRA denies a request for an accommodation because it is not reasonable it would impose an undue financial. at -id administrative burden or fundamentally alter the mature of lie HRA's operations), Che HRA will discuss with the family whether an alternative acconunodation could effectively address the fain ty's disability -related needs without a fundamental alteration to the I-IC,V Eogram and without imposin = an undue financial and administrative burden. If the I -TRA believes that the .family has :Failed to ideitifyf a reasonable alternative accommodation after the interactive discussion and negotiation the IIRA will notify the family of its determination. The HRA will offer the family the right to an Informal He,ufinc-, if the condition of the reasonable accommodation re Test is an item eligible for an..Informal Hearing per. federal regulation. _ _ -- 2.II.F. PROGRAM ACCESSIBILITY FOR PERSONS WITH HEARING OR VISION IMPAIRMENTS HUD regulations require the LIRA to ensure that persons with disabilities related to hearing and vision have reasonable access to the HRA's programs and services [24 CFR 8.6]. Plymouth fMA Page 2-6 11CV Administrative Plan Additional examples of alternative forms of communication are sign language interpretation; having material explained orally by staff, or having a third party representative (a friend, relative or advocate, named by the applicant) to receive, interpret and explain housing materials and be present at all meetings. 2-II.G. PHYSICAL ACCESSIBILITY The HRA must comply with a variety of regulations pertaining to physical accessibility, including the following: lie--PTH-200644Notice PIH 2010-26 Section 504 of the Rehabilitation Act of 1973 The Americans with Disabilities Act of 1990 The Architectural Barriers Act of 1968 The Fair Housing Act of 1988 The HRA's policies concerning physical accessibility must be readily available to applicants and participants. They can be found in three key documents: This plan describes the key policies that govern the HRA's responsibilities with regard to physical accessibility. Notice PIH 406-1-3-2010-26 summarizes information about pertinent laws and implementing regulations related to non-discrimination and accessibility in federally -funded housing programs, The PHA Plan provides information about self-evaluation, needs assessment, and transition plans. The design, construction, or alteration of HRA facilities must conform to the Uniform Federal Accessibility Standards (UFAS). Newly -constructed facilities must be designed to be readily accessible to and usable by persons with disabilities. Alterations to existing facilities must be accessible to the maximum extent feasible, defined as not imposing an undue financial and administrative burden on the operations of the HCV program. When issuing a voucher to a family that includes an individual with disabilities, the HRA will include a current list of available accessible units known to the HRA and will assist the family in locating an available accessible unit, if necessary. In general, owners must pel nit the family to make reasonable modifications to the unit. However, the owner is not required to pay for the modification and may require that the unit be restored to its original state at the family's expense when the family moves. 2-II.11. DENIAL OR TERMINATION OF ASSISTANCE A HRA's decision to deny or terminate the assistance of a family that includes a person with disabilities is subject to consideration of reasonable accommodation [24 CFR 982.552 (2)(iv)]. Plymouth HRA Page 2-8 HCV Administrative Plan 3-I.B. FAMILY AND HOUSEHOLD [24 CFR 982.201(c), 24 CFR 5.100, 24 CFR 5.4033 HUD -50058 IB, p. 131 - T The terms family and household have different meanings in the HCV program. Family To be eligible for assistance an applicant must qualify as a family. A -family ale n+1, ., ehild children,together lly Y 4 h.l P 11]. , .41 t1des ,f _filthily YY a )e7c%5l-tYtsrY1 T g"rt$r r rr-y , " single '?iC-?ik-:-.s r....`i.i.i'xoi-3 3'9] moo_ _efi. T4ii_—>=4W1 he J.'he terra. family" includes, but is not limited to the following. regardless of actual or iierceived sexual orientation, gender idenli_ty, or marital status A single person, who may be an elderly person, displaced Person, disabled person, near -elderly person or an_y other single person; or 2 Aggroup of persons residing together and such group includes but is not limited to. i)A family with or without children (a c:h.i.ld who is tempor il.v away from the home because of placement :in foster eare is considered a member of the farnily)- ii An ciclerlL,i-ni.:ly; iii) A near -elderly family iv) A disabled family; v) A displaced family; and The remaining member ofa tenant farnil . HRA Policy Ar ritinily also--ineIudes two € r tnore4n1diyid-ua- ,--wh I fe not adopti-on-or-other-opemt-ion-o dem aiJ. e t., etl, sl: or certify r 1 „t L f` l l iizccir'di-r-i?zG-€irrrrc and Hsi-G`sL liT-e C n]..h;l.ble to t the girls of the family; crszri-c.rrr—ia nci.', c -n .. Each family must identify the individuals to be included in the family at the time of application, and must update this information if the family's composition changes. FajpjL1y Colntrosi#ion See definition of in CFR 5.403-. Household Household is a broader term that includes additional people who, with the HRA's permission, live in an assisted unit, such as live-in aides, foster children, and foster adults. 3-I.C. FAMILY BREAK-UP AND REMAINING MEMBER OF TENANT FAMILY Family Break-up [24 CFR 982.315] Plymouth HRA Page 3-2 HCV Administrative Plan HRA Policy The HRA will reference the following chart in determining the appropriate voucher size for a family: Voucher Size Persons in Household Minimum Maximum 1 1 4 2 2 6 3 3 8 4 5 10 The HRA will assign the first bedroom to head of household and other adult household member of the same generation regardless of sex. Thereafter, the I -IRA will assign one bedroom for each two persons within the household, except in the following circumstances-. Minor children of the opposite sex (other than children under age 13) will be allocated separate bedrooms. Live-in aides will be allocated a separate bedroom. Single person families will be allocated one bedroom. To be considered as part of the household foster children need to be living in the household for more than six months. The HRA will not issue a larger voucher due to additions of family members other than by birth, adoption, court awarded custody, or court awarded legal guardianship. A household add-on is not a member of the original family and is not a dependent of the voucher holder. A household add-on will not increase the voucher size for which a voucher hold qualifies without the household add-on. If a voucher holder voluntarily gives up the voucher rental subsidy, the household add-on does not have any rights to the voucher. S -ILC. EXCEPTIONS TO SUBSIDY STANDARDS In determining family unit size for a particular family, the HRA may grant an exception to its established subsidy standards if the HRA determines that the exception is justified by the age, sex, health, handicap, or relationship of family members or other personal circumstances [24 CFR 982.402(b)(8)]. Reasons may include, but are not limited to: For a single person who is not elderly, disabled, or a remaining family member, an exception cannot override the regulatory limit of a zero or one bedroom [24 CFR 982.402(b)(8)]. HRA Policy Th II' iti-n -an-exception to-subsid-y--st-andfffde eiAy dur- ,he 4me of an Plymouth HRA Page 5-9 11CV Administrative Plan The family must request any exception to the subsidy standards in writing. The request must explain the need or justification for a larger family unit size, and must include appropriate documentation. Requests based on health-related reasons must be verified by a knowledgeable professional source (e.g., doctor or health professional}? unle-eli5tiide disability related request for aocommodation is i:eiadi4y appafefli Or The family's continued need for an additional bedroom due to special or large medical equipment b-mrmust be re - verified at annual reexamination during the inspection of the unit. The actual equipment must be verified by the HRA before approving the additional bedroom. Thereafter, ti,n need of the ,.nib If the extra bedroom is not being used for the intended purpose, the HRA will reduce the subsidy standard and corresponding payment standard at the family's next recertification. The HRA will notify the family of its determination within 10 business days of receiving the family's request. If a participant family's request is denied, the notice will inform the family of their right to request an informal hearing. The family may select a rental unit which is larger or smaller than the assigned subsidy standard. If the unit selected by the family is different than their voucher size, the payment standard and the utility allowance of the lesser of the two will be applied to determine the housing assistance payment. 5-II.D. VOUCHER ISSUANCE [24 CFR 982.3021 When a family is selected from the waiting list (or as a special admission as described in Chapter 4), or when a participant family wants to move to another unit, the HRA issues a Housing Choice Voucher, form HUD -52646. This chapter deals only with voucher issuance for applicants. For voucher issuance associated with moves of program participants, please refer to Chapter 10. The voucher is the family's authorization to search for housing. It specifies the unit size for which the family qualifies, and includes both the date of voucher issuance and date of expiration. It contains a brief description of how the program works and explains the family obligations under the program. The voucher is evidence that the HRA has determined the family to be eligible for the program, and that the HRA expects to have money available to subsidize the family if the family finds an approvable unit. However, the HRA does not have any liability to any party by the issuance of the voucher, and the voucher does not give the family any right to participate in the HRA's housing choice voucher program [Voucher, form HUD -52646] A voucher can be issued to an applicant family only after the HRA has determined that the family is eligible for the program based on information received within the 60 days prior to issuance [24 CFR 982.201(e)] and after the family has attended an oral briefing [HCV 8-1]. HRA Policy If at any time after the briefing and before issuance of voucher, the HRA is made aware of household changes, the HRA retains the right to withhold issuing the voucher until Plymouth HRA Page 5-10 HCV Administrative Plan 6-I.G. ASSETS I24 CFR 5.609(b)(3) and 24 CFR 5.603(b)] Overview There is no asset limitation for participation in the HCV program. However, HUD requires that the HRA include in annual income the "interest, dividends, and other net income of any kind from real or personal property" [24 CFR 5.609(b)(3)]. This section discusses how the income from various types of assets is determined. For most types of assets, the HRA must determine the value of the asset in order to compute income from the asset. Therefore, for each asset type, this section discusses: How the value of the asset will be determined How income from the asset will be calculated Exhibit 6-1 provides the regulatory requirements for calculating income from assets [24 CFR 5.609(b)(3)], and Exhibit 6-3 provides the regulatory definition of netfamily assets. This section begins with a discussion of general policies related to assets and then provides IIUD rules and HRA policies related to each type of asset. General Policies Income from Assets The HRA generally will use current circumstances to determine both the value of an asset and the anticipated income from the asset. As is true for all sources of income, HUD authorizes the HRA to use other than current circumstances to anticipate income when (1) an imminent change in circumstances is expected (2) it is not feasible to anticipate a level of income over 12 months or (3) the HRA believes that past income is the best indicator of anticipated income. For example, if a family member owns real property that typically receives rental income but the property is currently vacant, the HRA can take into consideration past rental income along with the prospects of obtaining a new tenant. HRA Policy Anytime current circumstances are not used to determine asset income, a clear rationale for the decision will be documented in the file. In such cases the family may present information and documentation to the HRA to show why the asset income determination does not represent the family's anticipated asset income. Families with assets equal to or below $5,000 will complete a self -certification form indicating the amount of income expected to be received from assets. The self - certification from is signed by all adult members of the family. Assets indicated on the self -certification form will be reported as such on HUD Form 50058. [Notice PIH 2013- 03-26] Valuing Assets The calculation of asset income sometimes requires the HRA to make a distinction between an asset's market value and its cash value. The market value of an asset is its worth (e.g., the amount a buyer would pay for real estate or the balance in an investment account). Plymouth HRA Page 6-12 HCV Administrative Plan The cash value of an asset is its market value less all reasonable amounts that would be incurred when converting the asset to cash. HRA Poliev Reasonable costs that would be incurred when disposing of an asset include, but are not limited to, penalties for premature withdrawal, broker and legal fees, and settlement costs incurred in real estate transactions [HCV GB, p. 5-281. Lump -Sum Receipts Payments that are received in a single lump sum, such as inheritances, capital gains, lottery winnings, insurance settlements, and proceeds from the sale of property, are generally considered assets, not income. However, such lump -stun receipts are counted as assets only if they are retained by a family in a form recognizable as an asset (e.g., deposited in a savings or checking account) [RHIIP FAQs]. (For a discussion of lump -sum payments that represent the delayed start of a periodic payment, most of which are counted as income, see sections 6 -LH and 6-I.I.) Impacting Income front Assets X24 CFR 5.609(b) (3)] When net family assets are $5,000 or less, the HRA will include in annual income the actual income anticipated to be derived from the assets. When the family has net family assets in excess of $5,000, the HRA will include in annual income the greater of (1) the actual income derived from the assets or (2) the imputed income. Imputed income from assets is calculated by multiplying the total cash value of all family assets by the current HUD -established passbook savings rate. HRA Policy Families with assets equal to or below $5,000 will complete a self -certification form indicating the amount of income expected to be received from assets. The self - certification from is signed by all adult members of the family. Assets indicated on the self certification form will be reported as such on HUD Form 50058. [Notice PIH 2013- 0226] Determining Actual Anticipated Income from Assets It may or may not be necessary for the HRA to use the value of an asset to compute the actual anticipated income from the asset. When the value is required to compute the anticipated income from an asset, the market value of the asset is used. For example, if the asset is a property for which a family receives rental income, the anticipated income is determined by annualizing the actual monthly rental amount received for the property; it is not based on the property's market value. However, if the asset is a savings account, the anticipated income is determined by multiplying the market value of the account by the interest rate on the account. Withdrawal of Cash or Liquidation of Investments Any withdrawal of cash or assets from an investment will be included in income except to the extent that the withdrawal reimburses amounts invested by the family. For example, when a family member retires, the amount received by the family from a retirement plan is not counted as income until the family has received payments equal to the amount the family member deposited into the retirement fund. Jointly Owned Assets Plymouth HRA Page 6-13 HCV Administrative Plan older, and a disabledfamily is a family whose head, spouse, co-head, or sole member is a person with disabilities [24 CFR 5.4031. 6-II.D. MEDICAL EXPENSES DEDUCTION [24 CFR 5.611(a)(3)(i)] Unreimbursed medical expenses may be deducted to the extent that, in combination with any disability assistance expenses, they exceed three percent of annual income. The medical expense deduction is permitted only for families in which the head, spouse, or co- head is at least 62 or is a person with disabilities. If a family is eligible for a medical expense deduction, the medical expenses of all family members are counted [VG, p. 28]. Definition of Medical Expenses HUD regulations define medical expenses at 24 CFR 5.603(b) to mean "medical expenses, including medical insurance premiums, that are anticipated during the period for which annual income is computed, and that are not covered by insurance." HRA Policy The most current IRS Publication 502, Medical and Dental Expenses, will be used to determine the costs that qualify as medical expenses. Medical expenses are considered only to the extent they are not reiriabiu,sed by insurance or some other source. Sumin-m!i-ef-k}l ib Publication 1' kC S Bf 117ediC7-T3 (3t Sk(3 ii 5 C..l,, to -nee „4...,.. treatment preggams fl Ci=-3kS<}-3A£diC i-proce-dares ih ,_X11-6+ Ps), ..hiatdc trentynell 11-Goed`iary, lezak Don Ambulance serviQes .,.1 nome .,tet. ., gef4 i" o{f ^ ,d:..a i l7ciiii;, transportati0ii Hospitalizati©n,-t i g t rrrrcai a>c t- e stY 3d aae o tzsessai3 eq i{k i3t hwli-Ii1_ir4nb serv4ce5 C l-E-b SSfl,9I}ift5fn5 1 9i 41g-ilii 5=-6i'LIE6 1 S; f ;,,r.,,l;,, but E!Ht ¢3}lIr . recommended by a doctor- CosL and Felated to.medical . eds (e.g., aup&-for Medica}-imiari3t1thes ia ,,.1,. el e a „- i,.,,,.irails) af-iJk3gr7 t S1i3H1to k"y"'.-,ntiett NoteF_ s dart ids O .b1 Arse s okil :-Do d d-ikr ai 3 ttel Q-:I = j s"; eel-G S e, ucao > _ sn . ,,,,sr mk 3 lv;c-f-airt} de ilnc Publication -;l,,,aioal are of .-,,imb ,. oil b • ; Ice c i s kr other auFtcc. Plymouth HRA Page 6-25 HCV Administrative Plan Families requiring or requesting interim reexaminations will not have their HAP payments calculated using the higher payment standard until their next annual reexamination [HCV GB, p. 7-8]. Changes in Family Unit Size Irrespective of any increase or decrease in the payment standard, if the family unit size increases or decreases during the HAP contract term, the new family unit size must be used to determine the payment standard for the family beginning at the family's first regular reexamination following the change in family unit size. Reasonable Accommodation If a family requires a higher payment standard as a reasonable accommodation for a family member who is a person with disabilities, the HRA is allowed to establish a higher payment standard for the family within the basic range. [Notice PIH 2013-03-261 6-III.D. APPLYING UTILITY ALLOWANCES [24 CFR 982.5171 Overview A HRA -established utility allowance schedule is used in determining family share and HRA subsidy. The HRA must use the appropriate utility allowance for the si-efe'nit ac# t1r11y-1€used-b3-" illib=-a4K-"ia-rr voucher unit size for which the family qualifies using HRA subsidy standards. See Chapter 5 for information on the HRA's subsidy standards. For policies on establishing and updating utility allowances, see Chapter 16. Reasonable Accommodation HCV program regulations require a HRA to approve a utility allowance amount higher than shown on the HRA's schedule if a higher allowance is needed as a reasonable accommodation for a family member with a disability. For example, if a family member with a disability requires such an accommodation, the HRA will approve an allowance for air-conditioning, even if the HRA has determined that an allowance for air-conditioning generally is not needed. The family must request the higher allowance and provide the HRA with an explanation of the need for the reasonable accommodation and information about the amount of additional allowance required [HCV GB, p. 18-8]. Utility Allowance Revisions At reexamination, the HRA must use the HRA current utility allowance schedule [24 CFR 982.517(d)(2)]. IIRA Policy Revised utility allowances will be applied to a family's rent and subsidy calculations at the first annual reexamination that is effective after the allowance is adopted. 6-III.E. PRORATED ASSISTANCE FOR MIXED FAMILIES 124 CFR 5.520] HUD regulations prohibit assistance to ineligible family members. A mixed family is one that includes at least one U.S. citizen or eligible immigrant and any number of ineligible family members. The HRA must prorate the assistance provided to a mixed family. The HRA will first Plymouth HRA Page 6-36 HCV Administrative Plan if eeiation to 1e i- . , ofdep'r-e Gi do f ed tisi g stfaigm 143 If a family member has been self-employed less than three (3) months, the HRA will accept the family member's certified estimate of income and schedule an interim reexamination in three (3) months. If the family member has been self-employed for three 3) to twelve (12) months the HRA will require the family to provide documentation of income and expenses for this period and use that information to project income. 7-III.C. PERIODIC PAYMENTS AND PAYMENTS IN LIEU OF EARNINGS Social Security/SSI Benefits HRA Policy To verify the SS/SSI benefits of applicants, the HRA will request a current (dated within the last 60 days) SSA benefit verification letter from each family member that receives social security benefits. If the family is unable to provide the document(s), the HRA will help the applicant request a benefit verification letter from SSA's website at www.socialsecurity.goy or ask the family to request one by calling SSA at 1-800-772- 1213. Once the applicant has received the benefit verification letter they will be required to provide it to the HRA. To verify the SS/SSI benefits of participants, the HRA will obtain information about social security/SSI benefits through the HUD EIV System, and confirm with the participant(s) that the current listed benefit amount is correct. If the participant disputes the EIV -reported benefit amount, or if benefit information is not available in HUD systems, the HRA will request a current SSA benefit verification letter from each family member that receives social security benefits. If the family is unable to provide the document(s) the HRA will help the participant request a benefit verification letter fiom SSA's website at www .socialsecurity, gov or ask the family to request one by calling SSA at 1-800-772-1213. Once the participant has received the benefit verification letter they will be required to provide it to the HRA. For elderly and disabled families on fixed incomes, the IIRA will use the HUD EIV System for the most current information and recalculate the family incomes by applying any published cost of living adjustments ([Notice PIH 2013-03-261. 7-III.D. ALIMONY OR CHILD SUPPORT HRA Policy The HRA will seek verification for alimony and child support by the client providing previous 12 months of payment history. If the payments do not go through the court system, written third -party verification from the person paying the support must be notarized and provided. Plymouth HRA Page 7-16 HCV Administrative Plan Within 30 days after receiving the risk assessment report from the HRA, or the evaluation from the public health department, the owner is required to complete the reduction of identified lead- based paint hazards in accordance with the lead-based paint regulations [24 CFR 35.1325 and 35.1330]. If the owner does not complete the "hazard reduction" as required, the dwelling unit is in violation of HQS and the HRA will take action in accordance with Section 841.G. HRA reporting requirements, and data collection and record keeping responsibilities related to children with an environmental intervention blood lead level are discussed in Chapter 16. 8-I.F. VIOLATION OF HQS SPACE STANDARDS f24 CFR 982.4031 If the HRA determines that a unit does not meet the HQS space standards because of an increase in family size or a change in family composition, the HRA must issue the family a new voucher, and the family and HRA must try to find an acceptable unit as soon as possible. If an acceptable unit is available for rental by the family, the HRA must terminate the HAP contract in accordance with its terms. PART II: THE INSPECTION PROCESS 8 -ILA. OVERVIEW [24 CFR 982.405] Types of Inspections The HRA conducts the following types of inspections as needed. Each type of inspection is discussed in the paragraphs that follow. Initial Inspections. The IIRA conducts initial inspections in response to a request from the family to approve a unit for participation in the HCV program. The unit must pass the HQS inspection before the effective date of the HAP Contract. 4*m€I3iennial Inspections. HUD requires the HRA to inspect each unit Colder lease a#-aat am-mial-ly-on a biemiial basis to confirm that the unit still meets HQS. The inspection may be conducted in conjunction with the family's annual reexamination but also may be conducted separately. Special Inspections. A special inspection may be requested by the owner, the family, or a third party as a result of problems identified with a unit between annual inspections. Quality Control Inspections. HUD requires that a sample of units be reinspected by a supervisor or other qualified individual to ensure that IIQS are being enforced correctly and uniformly by all inspectors. Inspection of HRA -owned Units [24 CFR 982.352(h)] The HRA must obtain the services of an independent entity to perform all HQS inspections in cases where an HCV family is receiving assistance in a IIRA-owned unit. A HRA -owned unit is defined as a unit that is owned by the HRA that administers the assistance under the consolidated ACC (including a unit owned by an entity substantially controlled by the HRA). The independent entity must communicate the results of each inspection to the family and the HRA. The independent agency must be approved by HUD, and may be the Lunt of general local government for the HRA jurisdiction (unless the HRA is itself the unit of general local government or an agency of such government). Plymouth HRA page 8-7 HCV Administrative Plan Inspection Results and Reinspections HRA Policy If any HQS violations are identified, the owner will be notified of the deficiencies and be given a time frame to correct them. If requested by the owner, the time frame for correcting the deficiencies may be extended by the HRA for good cause. The HRA will reinspect the unit within 15 business days of the date the owner notifies the HRA that the required corrections have been made. If the time period for correcting the deficiencies (or any HRA -approved extension) has elapsed, or the unit fails HQS at the time of the reinspection, the HRA will notify the owner and the family that the unit has been rejected and that the family must search for another unit. The HRA may agree to conduct a second reinspection, for good cause, at the request of the family and owner. Utilities Generally, at initial lease -up the owner is responsible for demonstrating that all utilities are in working order including those utilities that the family will be responsible for paying. HRA Policy If utility service is not available for testing at the time of the initial inspection, the HRA will allow the utilities to be placed in service after the unit has met all other HQS requirements. The HRA will reinspect the unit to confirm that utilities are operational before the HAP contract is executed by the HRA. Appliances HRA Policy If the family is responsible for supplying the stove and/or refrigerator, the HRA will allow the stove and refrigerator to be placed in the unit after the unit has met all other HQS requirements. The required appliances must be in place before the HAP contract is executed by the HRA. The HRA will execute the HAP contract based upon a certification from the family that the appliances have been installed and are working. 8 -ILC. ANNUAL—BIENNIAL HQS INSPECTIONS [24 CFR 982.405(a)] Scheduling the Inspection Each unit under HAP contract must have aa-ffl+n.ua4.-a biennial inspection no more than 4-2-24 months after the most recent inspection. HRA Policy If an adult family member cant -tot be present on the scheduled date, the family can authorize the owner or owner's representative to be present at the inspection, or request that the HRA reschedule the inspection. The HRA and family will agree on a new inspection date that generally should take place within 15 business days of the originally - scheduled date. The HRA may schedule an inspection more than 15 business days after the original date for good cause. The HRA will automatically schedule up to two (2) inspection appointments. If the Plymouth HRA page g -g HCV Administrative Plan family misses the scheduled inspections without HRA approval, the HRA will consider the family to have violated its obligation to make the unit available for inspection. This may result in termination of the family's assistance in accordance with Chapter 12. The HRA reserves the right to inspect more frequently for marginal or higher risk runts. 8-II.D. SPECIAL INSPECTIONS [HCV GB, p. 10-30] The HRA will conduct a special inspection if the owner, family, or another source reports HQS violations in the unit. HRA Policy The individual who reports the deficiency must contact the responsible party (owner or tenant) and provide evidence they have made an adequate attempt to have the responsible party remedy the issue prior to the HRA agreeing to conduct a special inspection. During a special inspection, the PIRA generally will inspect only those deficiencies that were reported. However, the inspector will record any additional HQS deficiencies that are observed and will require the responsible party to make the necessary repairs. If the annual inspection has been scheduled or is due within 90 days of the date the special inspection is scheduled the HRA may elect to conduct a full annual inspection. 8-II.E. QUALITY CONTROL INSPECTIONS [24 CFR 982.405(b); HCV GB, p. 10-321 HUD requires a HRA supervisor or other qualified person to conduct quality control inspections of a sample of units to ensure that each inspector is conducting accurate and complete inspections and that there is consistency in the application of the HQS. The unit sample must include only units that have been inspected within the preceding 3 months. The selected sample will include (1) each type of inspection (initial, annual, and special), (2) inspections completed by each inspector, and (3) units from a cross-section of neighborhoods. 8-ILF. INSPECTION RESULTS AND REINSPECTIONS FOR UNITS UNDER HAP CONTRACT Notification of Corrective Actions The owner and the family will be notified in writing of the results of all inspections. When an inspection identifies HQS failures, the HRA will determine (1) whether or not the failure is a life threatening condition and (2) whether the family or owner is responsible. HRA Policy When life threatening conditions are identified, the HRA will immediately notify both parties by telephone, facsimile, or email. The notice will specify who is responsible for correcting the violation. The corrective actions must be taken within 24 hours of the HRA's notice. When failures that are not life threatening are identified, the HRA will send the owner and the family a written notification of the inspection results. The written notice will specify who is responsible for correcting the violation, and the time frame within which the failure must be corrected. Generally not more than 30 days will be allowed for the Plymouth HRA Page 8-10 HCV Administrative Plan HRA Policy Phi cl-o-t e l anges-w-k-ieh—ukkne e the amouriz-of-tenaw+ent; suehas dee Pease : allo.,>.,r,ces .. dedu4iens. Tke P14A will. ealetilate the change when. an inef ease in Hieeme is repeA 4f the inefe".1- oeetErs Witigin the 90, day annual. reeortifieation process, the change i4-le+n-ale,%4-f4eetA ean the amwal reeer-tifioation da! PaAieipants may report a deerease in income anj oiher- changes, whiGh would r-edtiee4he aurouni-vi- i -n- _Ahowaiiees oi: deduegoiis. If 4he dee+eas- income is less than $4 0.00 per mon4h a ehange wetild not bewillbodoneFrlii @C EIn HB }Iit'kii 3 an inte+im will be dene for the 1, 7l1+1. --P +i, - a Mon h and `ci-cr'sc-elict if the a.r._,.,..,. ; 00 'Ifs within-th"9D--F'a iial ret he eha-agewill -hemade-and due to illness, vacation, etc. n3e rnge will irdone An inte+ini is a"%e y cz r r= r rc .,T' n ,.,.,+i-nrE, .' i+tin sro n nl,n*.r.a Tnr .•.-..».-L,., , {'(. elks--1•t--d:-tFH:e. b Pa -tic:i ants must re portan increase in :income of $200 or more per month. The HRA will calculate the change when an increase in income is reported. If the increase in income ocetu's with the 90 -day annual recertification process, the change will be made and effective on the annual recertification date. If a family has no income for a week or two due; to illness, vacation, etc. no interim change will be done. An interim is done when there is a pattern of income; change for more than one month. Optional Reporting The family may request an interim reexamination any time the family has experienced a change in circumstances since the last determination [24 CFR 982.516(b)(2)]. The HRA must process the request if the family reports a change that will result in a reduced family income [HCV GB, p. 12-9]. If a family reports a decrease in income from the loss of welfare benefits due to fraud or non- compliance with a welfare agency requirement to participate in an economic self-sufficiency program, the fainily's share of the rent will not be reduced [24 CFR 5.615]. For more information regarding the requirement to impute welfare income see Chapter 6. HRA Policy Participants may report a decrease in income and other changes, which would reduce the amount of tenant rent, such as an increase in allowances or deductions. 11"ffi . income is less than $40.00 ff-F 4:H(-)Ft4]3 a ehai,,ge weWd not be waFranled and no i4erim A+11-be--clone--If the decrease in income is $40100 or more per month, an interim will be done for the following month provided the documentation is submitted by the 20th of the month and the client is not in the annual recertification process. If the decrease in income occurs within the 90 -day annual recertification process, the change will be made and effective on the annual recertification date. If a family has no income for a week or two due to illness, vacation, etc. no interim change will be done. An interim is done when there is rnofe-of-a pattern of income change for more than g ur— el ti eone month. Plymouth HRA Page 11-8 14CV Administrative Plan I understand that failure to report to the HRA any and all changes to my household members or to obtain prior approval to add a member will result in termination of my housing assistance. Reporting Changes in Household Income I certify that I will notify the HRA in writing of all changes in my household income within 10 calendar days of the change. Once a change is reported to the HRA, the information will be verified and the HRA will notify me in writing of whether or not my rent portion will change. I understand that: a. Employment income must be reported within 10 calendar days of being hired, promoted, or receiving a raise. b. If my household income increases $200 or more per month this must be reported. c. My rent will be recalculated when there are changes in household members to reflect total household income. d. If my household reports no income or minimal income resulting in a $50 tenant payment TTP) and begins receiving any income or additional income, this must be reported and will automatically result in a rent increase. A maximum of two consecutive months of zero income are granted; thereafter, the family is required to undergo a zero income self - certification. e. 4" e.se4old ine-exmc leereases by OF my al able e)Telis increar,-1 eliange to the HRA. The dee+easo i.. b- Of at I may report a decrease in household. income of $100 or more per month. An interim will be done for the followmonth )rovided the ro er documentation is submitted by the 20"' of the month and not cuirently in the annual recertification process. An interim is done when there is a pattern of income change for more than one month. I understand that if my income increases to a point where my portion equals the full rent, my assistance will terminate after six consecutive months of no assistance payments. I understand that if I fail to report any and all increases in my household income that I will be required to pay back overpaid benefits due to untimely reporting or non-cooperation with information requests and that my housing assistance may be terminated. i Moving I understand that the HRA only approves leases that begin on the 1st of the month and have a 12 month term. I understand that the HRA will only approve one move within a 12 -month period of time. I understand that a mutual termination of lease must be submitted if the agreement is made to terminate the lease before the end of the previously agreed upon term. I understand that if I want to receive assistance for the first of the month in another housing unit, including another unit in the same building, I am required to give the HRA a proper 60 day written notice. I am also required to give the landlord a proper notice as explained in my lease. I understand that I must vacate my current unit in "good standing" if I want to receive assistance in a new unit. Examples of not leaving in "good standing" include, but are not limited to: Plymouth HRA Page 12-18 HCV Administrative Plan leaving the unit with damage beyond normal wear and tear, failing to give proper notice to the landlord and the HRA, and owing money to the landlord or HRA. I understand that if I move to a new unit, the HRA cannot guarantee uninterrupted assistance. Gaps in assistance may be more likely if I move to another housing agency's area, due to different deadlines. I will be prepared to pay the first month's full rent. 6) National Portability I understand that I may use my Section 8 voucher anywhere in the United States where a tenant - based housing assistance program is administered. However, I understand if I am receiving assistance for the first time I will be required to living in the Plymouth HRA's jurisdiction for 12 months prior to using the portability feature. 7) Request for Tenancy Approval Deadline I understand that after I give the HRA a proper 60 day written notice to move, I am required to submit a completed Request for Tenancy Approval (RTA) form with information of my new housing unit to the HRA by 4:30p.m.on the 15th of the month for rent assistance to begin on the lst of the following month. If the 15th falls on a weekend or holiday, I have until 4:30p.m.on the next working day to supply the RTA. For moves outside of the Plymouth HRA jurisdiction, the RTA must be returned by the l Ota' of the month for assistance to be possibly processed for the first of the following month (depending on the receiving housing authority's policy). I understand I am responsible to ensure the RTA is received by the HRA office by the deadline. If the RTA is not at the HRA office by this deadline, my assistance in this new housing unit will be delayed at least one month. 8) Units Owned by Relatives I understand that I must not receive housing choice voucher program assistance while residing in a unit owned by a parent, child, grandparent, grandchild, site or brother of any member of my family, unless the HRA has determined, and has notified the owner and my family of such determination that approving rental of the unit would provide reasonable accommodation for a family member who is a person with disabilities. 9) Inspections I understand that the HRA is required to inspect and approve all assisted housing units before assistance begins and thereafter on a w.. arly-biennial basis. I understand that if the inspection does not pass or is not done on or before the 1st working day of the month, the assistance will not begin until the day the unit passes. The HRA rent portion will be prorated based on a 30 day month. I understand that it is my responsibility to negotiate the rent difference with my landlord. I understand for new or move -in inspections that if the unit is occupied by another family or the inspector cannot get into the unit early, the inspection will be done on the 1 st working day of the month. I understand for ),early biennial inspections, that I will be notified by -of the date and time. I understand that I am required to make sure that the inspectors can get in to my unit for the inspection. I understand that if I fail to cooperate by not allowing entry into my unit or canceling more than twice my assistance will be terminated. Plymouth HRA Page 12_14 HCV Administrative Plan Changes to payment standard amounts will generally be effective on January 1St of every year based on the proposed FMRs and will coincide with the effective date of the Utility Allowance Schedule. New payment standards will be applied beginning January 1St for new admissions, annual moves, re-examinations leasing in place and port -ins. Exception Payment Standards [982.503(c)] The HRA must request HUD approval to establish payment standards that are higher than the basic range. At HUD's sole discretion, HUD may approve a payment standard amount that is higher than the basic range for a designated part of the FMR area. HUD may approve an exception payment standard amount (in accordance with program requirements) for all units, or for all units of a given size, leased by program families in the exception area. Any HRA with jurisdiction in the exception area may use the HUD -approved exception payment standard amount. The total population of all HUD -approved exception areas in an FMR area may not include more than 50 percent of the population of the FMR area. Unit -by -Unit Exceptions [24 CFR 982.503(c)(2)(ii)] Unit -by -unit exceptions to the HRA's payment standards generally are not permitted. However, an exception may be made as a reasonable accommodation for a family that includes a person with disabilities. (See Chapter 2 for a discussion of reasonable accommodations.) This type of exception does not affect the HRA's payment standard schedule. When needed as a reasonable accommodation, the HRA may make an exception to the payment standard without HUD approval if the exception amount does not exceed 120 percent of the applicable FMR for the unit size [IICV GB 7-9] [Notice PIH 2013-0326]. HRA Policy A family that requires a reasonable accommodation may request a higher payment standard at the time the Request for Tenancy Approval (RFTA) is submitted. The family must document the need for the exception. In order to approve an exception, or request an exception from HUD, the HRA must determine that: The family has searched for an appropriate unit within the payment standards; There is a shortage of affordable units that would be appropriate for the family; The family's TTP would otherwise exceed 40 percent of adjusted monthly income; and The rent for the unit is reasonable. Success Rate" Payment Standard Amounts [24 CFR 982.503(c)] If a substantial percentage of families have difficulty finding a suitable unit, the I -IRA may request a "success rate payment standard" that applies to the entire jurisdiction. If approved by HUD, a success rate payment standard allows the HRA to set its payment standards at 90-110 percent of a higher FMR (the 501h, rather than the 40t1, percentile FMR). To support the request, the HRA must demonstrate that during the most recent 6 -month period for which information is available: Fewer than 75 percent of families who were issued vouchers became participants; Plymouth HRA Page 16-4 1ICV Administrative Plan Indicator 7: Expanding housing opportunities Maximum Points: 5 This is applicable to the HRA as it has a jurisdiction in metropolitan FMR areas This indicator shows whether the HRA has adopted and implemented a written policy to encourage participation by owners of units located outside areas of poverty or minority concentration; informs voucher holders of the full range of areas where they may lease units both inside and outside the HRA's jurisdiction; and supplies a list of landlords or other parties who are willing to lease units or help families find units, including units outside areas of poverty or minority concentration. Points are based on whether the HRA has adopted and implemented written policies in accordance with SEMAP requirements, according to the HRA's certification. Indicator S: FMR limit and payment standards Maximum Points: 5 points This indicator shows whether the HRA has adopted a payment standard schedule that establishes payment standard amounts by unit size for each FMR area in the HRA's jurisdiction, that are within the basic range of 90 to 110 percent of the published FMR. Points are based on whether the HRA has appropriately adopted a payment standard schedule(s), according to the HRA's certification. Indicator 9: Annual reexaminations Maximum Points: 1.0 This indicator shows whether the HRA completes a reexamination for each participating family at least every 12 months. Points are based on the percent of reexaminations that are more than 2 months overdue, according to data fiom PIC. Indicator 10: Correct tenant rent calculations Maximum Points: 5 This indicator shows whether the HRA correctly calculates the family's share of the rent. Points are based on the percent of correct calculations of family share of the rent, according to data from PIC. Indicator 11: Pre -contract HQS inspections Maximum Points: 5 This indicator shows whether newly leased units pass HQS inspection on or before the effective date of the assisted lease and HAP contract. Points are based on the percent of newly leased units that passed IIQS inspection prior to the effective date of the lease and HAP contract, according to data from PIC. Indicator 12: Annual -Biennial HQS inspections Maximum Points: 10 This indicator shows whether the HRA inspects each unit under contract at least annullybiennial1.y. Points are based on the percent of annual HQS inspections of units under contract that are more than 2 months overdue, according to data from PIC. Plymouth HRA Page 16-22 HCV AdminisLrative Plan The project's name, street address, city or county, state and zip code, block and lot number if known), and any other information necessary to clearly identify the site and the building; The number of contract units in each building, the location of each contract unit, the area of each contract unit, and the number of bedrooms and bathrooms in each contract unit; Services, maintenance, and equipment to be supplied by the owner and included in the rent to owner; Utilities available to the contract units, including a specification of utility services to be paid by the owner (included in rent) and utility services to be paid by the tenant; Features provided to comply with program accessibility requirements of Section 504 of the Rehabilitation Act of 1973 and implementing regulations at 24 CFR part 8; The HAP contract term; The number of units in any project that will exceed the 25 percent per project cap, which will be set-aside for occupancy by qualifying families; and The initial rent to owner for the first 12 months of the HAP contract term. Execution of the HAP Contract f24 CFR 983.204] The HRA may not enter into a HAP contract until each contract unit has been inspected and the HRA has determined that the unit complies with the Housing Quality Standards (HQS). For existing housing, the HAP contract must be executed promptly after the HRA selects the owner proposal and inspects the housing units. For newly constructed or rehabilitated housing the HAP contract must be executed after the HRA has inspected the completed units and has determined that the units have been completed in accordance with the agreement to enter into HAP, and the owner furnishes all required evidence of completion. HRA Policy For existing housing, the HAP contract will be executed within 10 business days of the HRA determining that all units pass HQS. For rehabilitated or newly constructed housing, the HAP contract will be executed within 10 business days of the HRA determining that the units have been completed in accordance with the agreement to enter into HAP, all units meet HQS, and the owner has submitted all required evidence of completion. Term of HAP Contract [FR Notice 11124108] The IIRA may enter into a HAP contract with an owner for an initial term of no less than one year and no more than 10 years. HRA Policy The term of all PBV HAP contracts will be negotiated with the owner on a case-by-case basis and for an initial term of no less than one year and no more than 10 years. At any time before expiration of the HAP contract, the HRA may extend the term of the contract for an additional term of up` o-5 years if the HRA determines an extension is appropriate to continue providing affordable housing for low-income families or to expand housing Plymouth IIRA Page 17-16 HCV Administrative Plan 2) Family Move: Normal Payment Standard is applicable. The normally applicable HRA payment standard is always used to detennine the family's maximum voucher subsidy when the family moves from the project. 3) Enhanced Voucher Minimum Rent Requirement for Stayers. Families assisted with enhanced voucher assistance have a special statutory minimum rent requirement. The law requires that a family receiving enhanced voucher assistance must pay for rent no less than the rent the family was paying on the date of the eligibility event for the project in question. 4) Calculating HAP for Enhanced Voucher Assistance. Regardless of whether the owner's new gross rent after the eligibility event exceeds or is less than the HRA's payment standard, the housing assistance payment for a family that stays in their present unit (or moves from an oversized unit to an appropriate size unit within the project) is the following: The gross rent for the unit minus the greatest of: 30 percent of the adjusted family income; 10 percent of the family's gross monthly income; the welfare rent in as - paid states; the enhanced voucher minimum rent; or such other minimum rent established by the HRA. 5) Movers from the Project — All Regular Housing Choice Voucher Rules Apply. If a resident decides to move from the project with the voucher assistance, they will be issued a regular housing choice voucher and all applicable housing choice voucher rules apply. The HRA currently administers Enhanced Vouchers at one housing community: Willow Creek Aparhnents (North and South) 18 -II. Non -Elderly Voucher Program for Persons with Disabilities (NED) [Notice PIH 2013-19] In December, 1998, Plymouth IIRA was awarded 15 Mainstream certificates (now vouchers) to enable persons with disabilities to rent affordable private housing of their choice. Pursuant to Notice PIH 2O11 322013-19 the 15 Mainstream vouchers will now be known as NED vouchers. Policies and Procedures: 1) Reestablishing NED HCVs. The current 15 mainstream vouchers will be coded as NED vouchers. 2) Reissuance of Turnover Vouchers. All NED turnover HCVs will be reissued to the next NED family on the HRA's waiting list. 3) Waiting List Maintenance. The IIRA operates one waiting list for all programs. When a NED voucher becomes available, it will be issued to the next eligible NED family from the waiting list. The HRA will not skip over a NED family when a regular voucher becomes available. 4) Reasonable Accommodations and Related Issues. A family may always request a reasonable accommodation to permit program participation by individuals with disabilities. Such requests pertain to Exception Payment Standards; Exceptions to Subsidy Standards; and, Voucher term. Plymouth LIRA 18-2 HCV Administrative Plan Cooperative (term includes mutual housing). Housing owned by a nonprofit corporation or association, and where a member of the corporation or association has the right to reside in a particular apartment, and to participate in management of the housing. A special housing type: see §982.619. Coveredfamilies. Statutory term for families who are required to participate in a welfare agency economic self sufficiency program and who may be subject to a welfare benefit sanction for noncompliance with this obligation. Includes families who receive welfare assistance or other public assistance under a program for which Federal, State or local law requires that a member of the family must participate in an economic self-sufficiency program as a condition for the assistance. Dating violence. Violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the victim; and where the existence of such a relationship shall be determined based on a consideration of the following factors: The length of the relationship The type of relationship The frequency of interaction between the persons involved in the relationship Dependent. A member of the family (except foster children and foster adults) other than the family head or spouse, who is under 18 years of age, or is a person with a disability, or is a full-time student. Disability assistance expenses. Reasonable expenses that are anticipated, during the period for which annual income is computed, for attendant care and auxiliary apparatus for a disabled family member and that are necessary to enable a family member (including the disabled member) to be employed, provided that the expenses are neither paid to a member of the family nor reimbursed by an outside source. Disabledfamily. " famiT, whose head, sq)ouse. or gole Fneffille-i.p ati, ,a;...,l,;,;+;F,,,. wc >r rF er tzn5-witl disat}i kties livi o t{fget e ;-E o r c i-r ore re .. with disabilities living Nvith e _ of Inefe li'v;e ; iwdes 11 fatnil whose head (including co-head souse or sole member is a person with a disability_. Disabled person. See Person with Disabilities. Displacedfamily. A family in which each member, or whose sole member, is a person displaced by governmental action, or a person whose dwelling has been extensively damaged or destroyed as a result of a disaster declared or otherwise formally recognized pursuant to Federal disaster relief laws. Domestic violence. Felony or misdemeanor crimes of violence committed by a current or former spouse of the victim, by a person with whom the victim shares a child in common, by a person who is cohabitating with or has cohabitated with the victim as a spouse, by a person similarly situated to a spouse of the victim under the domestic or family violence laws of the jurisdiction receiving grant monies, or by any other person against an adult or youth victim who is protected from that person's acts under the domestic or family violence laws of the jurisdiction. Plymouth HRA GL, -5 l-1CV Administrative Plan Domicile. The legal residence of the household head or spouse as determined in accordance with State and local law. Drug-related criminal activity. As defined in 42 U.S.C. 1437f(f)(5). Drug-trafficking. The illegal manufacture, sale, or distribution, or the possession with intent to manufacture, sell, or distribute, of a controlled substance as defined in section 102 of the Controlled Substances Act (21 U.S.C. 802). Economic Self -Sufficiency Program. Any program designed to encourage, assist, train or facilitate the economic independence of assisted families, or to provide work for such families. Can include job training, employment counseling, work placement, basic skills training, education, English proficiency, Workfare, financial or household management, apprenticeship, or any other program necessary to ready a participant to work (such as treatment for drug abuse or mental health treatment). Includes any work activities as defined in the Social Security Act (42 U.S.C. 607(d)). Also see §5.603(c). Elderly family. A -family- lro ;e head; } t e, of s ele ,..,,,,,- be f is a pers .n ,least- 62--ye-a of age; 01, lv"o mr-nnere persons whe aye tl—easA-62.-yearsf f age l;. ; g iege,.hef; mo erg e atleast 62 t _ ofage. , ...... , ,:, , . mefe,,. : A .fgnz l' whose head (including co-head), spouse or. sole inember is a person who is at least 62 years off Elderly Person. An individual who is at least 62 years of age. Eligible Family (Family). A family that is income eligible and meets the other requirements of the Act and Part 5 of 24 CFR. Employer Identification Number (EIA9. The nine -digit taxpayer identifying number that is assigned to an individual, trust, estate, partnership, association, company, or corporation. Evidence of citizenship or eligible status. The documents which must be submitted to evidence citizenship or eligible immigration status. (See §5.508(b).) Extremely Low Income Family. A family whose annual income does not exceed 30 percent of the median income for the area, as determined by HUD, with adjustments for smaller and larger families. HUD may establish income ceilings higher or lower than 30 percent of median income if HUD finds such variations are necessary due to unusually high or low family incomes. (CFR 5.603) Facility. All or any portion of buildings, structures, equipment, roads, walks, parking lots, rolling stock or other real or personal property or interest in the property. Fair Housing Act means title VHl of the Civil Rights Act of 1968, as amended by the Fair IIousing Amendments Act of 1988 Fair market rent ;FM). The rent, including the cost of utilities (except telephone), a.- established sestablishedbyHUDforunitsofvaryingsizes (by number of bedrooms), that must be paid in the housing market area to rent privately owned, existing, decent, safe and sanitary rental housing of modest (non -luxury) nature with suitable amenities. See periodic publications in the Federal Register in accordance with 24 CFR part 888. Plymouth HRA GL -6 HCV Administrative Plan Family. Includes but is not limited to the following, regardless of actual or l)erceived sexual orientation, gentler identity, or marital statttsan&-e-ari-be4urt-hx l R4-pu A faFi1J , w,Ch or-Y"iC-Fen (the fellild 46M the nr sa.,+ery e.,re is ,,..-1i:Rff. `_+A4 , ',Hid family Ara elderb,- family or a near elderly fmail A displaocd iamil„ jai_ r a l}moi l ei4 er dielace l: p l li ie r the fem.,,, ing memb • of a +urian+ family. A sin Lle person who rm, be an elderly person, displaced person, disabled person, near - elderly erson or ply other singleperson: or Amp of persons residing togeiher and such.groups includes, but is not limited to: A family with or without children a child who is tem orarily away from the home because of placement in foster care is considered a member of the family- An elderly family A near. -elderly, i:arnily, A. disabled family; A displaced f- iii_; and The remaining member of a tenant family. Family rent to owner. In the voucher program, the portion of rent to owner paid by the family. Family self-sufficiency program (FSS program), The program established by the HRA in accordance with 24 CFR part 984 to promote self-sufficiency of assisted families, including the coordination of supportive services (42 U.S.C. 1437u). Family share. The portion of rent and utilities paid by the family. For calculation of family share, see §982.515(a). Family unit size. The appropriate number of bedrooms for a family, as determined by the HRA under the HRA subsidy standards. Federal agency. A department of the executive branch of the Federal Government. Foster Child Care Payment. Payment to eligible households by state, local, or private agencies appointed by the State, to administer payments for the care of foster children. Full-time Student. A person who is attending school or vocational training on a full-time basis carrying a subject load that is considered full-time for clay students under the standards and practices of the educational institution attended). (CFR 5.603) Funding increment. Each commitment of budget authority by IND to the HRA under the consolidated annual contributions contract for the IIRA program. Gross rent. The sum of the rent to owner plus any utility allowance. Plymouth HRA GL -7 HCV Administrative Plan Monthly income. One twelfth of annual income. Mutual housing. Included in the definition of "cooperative." National. A person who owes permanent allegiance to the United States, for example, as a result of birth in a United States territory or possession. Near -elderly family. A family whose head (including co-head), spouse, or sole member is a person who is at least 50 years of age but below the age of 62; or two or more persons, who are at least 50 years of age but below the age of 62, living together; or one or more persons who are at least 50 years of age but below the age of 62. living with one or-YN fe live in aide Netfamily assets. (1) Net cash value after deducting reasonable costs that would be incurred in disposing of real property, savings, stocks, bonds, and other forms of capital investment, excluding interests in Indian trust land and excluding equity accounts in HUD homeownership programs. The value of necessary items of personal property such as furniture and automobiles shall be excluded. In cases where a trust fund has been established and the trust is not revocable by, or under the control of, any member of the family or household, the value of the trust fund will not be considered an asset so long as the fund continues to be held in trust. Any income distributed from the trust l:und shall be counted when determining annual income under 5.609. In determining net family assets, HRAs or owners, as applicable, shall include the value of any business or family assets disposed of by an applicant or tenant for less than fair market value (including a disposition in trust, but not in a foreclosure or bankruptcy sale) during the two years preceding the date of application for the program or reexamination, as applicable, in excess of the consideration received therefore. In the case of a disposition as part of a separation or divorce settlement, the disposition will not be considered to be for less than fair market value if the applicant or tenant receives important consideration not measurable in dollar terms. Noncitizen. A person who is neither a citizen nor national of the United States. Notice of Funding Availability (NOFA). For budget authority that HUD distributes by competitive process, the Federal Register document that invites applications for funding. This document explains how to apply for assistance and the criteria for awarding the funding. Office of General Counsel (OGC). The General Counsel of HUD. Owner. Any person or entity with the legal right to lease or sublease a unit to a participant. PHA Placa. The annual plan and the 5 -year plan as adopted by the HRA and approved by HUD. HRA's quality control sample. An annual sample of files or records drawn in an unbiased manner and reviewed by a HRA supervisor (or by another qualified person other than the person who performed the original work) to determine if the work documented in the files or records conforms to program requirements. For minimum sample size see CFR 985.3. Participant (participant family). A family that has been admitted to the HRA program and is currently assisted in the program. The family becomes a participant on the effective date -of the first HAP contract executed by the HRA for the family (first day of initial lease term). Plymouth I -IRA GL -10 I ICV Administrative Plan Agenda Number A.• PLYMOUTH HOUSING AND REDEVELOPMENT AUTHORITY STAFF REPORT TO: Plymouth Housing and Redevelopment Authority FROM: Jim Barnes, HRA Manager and Denise Whalen, Support Services Manager through Steve Juetten, Executive Director MEETING DATE: September 25, 2011 SUBJECT: 2015 Draft HRA Budgets BACKGROUND: In the summer of each year, staff begins the process of developing the following year's budget. As you recall, the City initiated a two year budgeting program in 2008. This is being done so that the City can better prepare for expenditures in the future, which will aid in long-term strategic planning, In July and August, staff reviewed the 2014 budget to ensure they were in line with revenues and expenditures, which they are. The 2015 budget is the second budget year of the 2014-2015 biennial budgets, The IIRA budgets are included in the budgets submitted to the City Council. HRA activities are covered by three separate program budgets: the Community Development Block Grant (CDBG), Section 8, and the HRA General Fund. The CDBG budget is supported primarily by federal funds, except for some overhead (such as allocations for data processing and facilities management), which are funded through the HRA property tax levy. The Section 8 program is supported entirely with federal dollars and the HRA General fund is supported almost entirely by property taxes. The senior building budget will be reviewed in October. The Council traditionally adopts the HRA's budget as part of the overall City budget. The Council has authority over the amount of the HRA property tax levy, so ultimately they control the main revenue source for many HRA programs under the General Fund, The HRA has authority over the HRA General Fund and Section S program budgets; however the City Council is the Grantee for the CDBG program so they have more authority over that program budget. For the 2015 budget year, the HRA overall tax levy is proposed to be $551,277, which is the same amount as the past six years. CDBG (250) There are no significant changes to the CDBG budget being proposed for 2015. Staff is anticipating this year's award to be similar to the 2014 allocation. The actual amount will not be known until the second quarter of calendar year 2015. The property tax support for this budget is currently at $13,500 for 2015, This is the same amount as 2014. SECTION 8 (254) The Section 8 budget reflects the continued operation of the housing choice voucher program. At this time, staff does not know what the funding allocation will be from Housing and Urban Development (HUD) for 2015. Staff anticipates that the funding received should be adequate for housing assistance payments (HAP). Staff anticipates that the administrative fees for 2015 will be funded at approximately 80 percent and used this percentage when preparing the budget. There are sufficient finds in the unrestricted net assets account to cover any shortfall in administrative expenses for the 2015 budget. Minor changes were made to the 2015 budget to more accurately reflect current revenue and expense patterns since the 2015 budget was first prepared in 2014. Staff continues to monitor revenues and expenditures closely for 2014. The HAP funding for 2014 is being funded at 100 percent. Thd administrative fees received for this year were ultimately funded at 79 percent. The spreadsheet showing estimated Revenue and Expenditures has been attached for information. HRA General Fund (258) The revenue for the 2015 General fund budget has increased because of an accounting change that now includes interest income on an outstanding TIF note we have with Common Bond. This is a relatively small increase of $6,825. For 2015, expenditures remain relatively flat with a small increase of $4,556 in the senior housing rent assistance line item which is the subsidy for the two senior buildings. The remaining increase is spread out between salary, benefits and overhead costs. Finally, for 2015 we have not made any changes to the Garland property budget from the previous year. The property receives approximately $9,900 in revenue and will use 5,000 of that for repairs and maintenance. The remaining funds will be transferred to the HRA reserves. RECOMMENDATION: Staff recommends that the Plymouth Housing and Redevelopment Authority Board of Commissioners discuss the 2015 HRA budgets and recommend that the City Council adopt the 2015 HRA preliminary budgets. ATTACHMENTS: 1. HRA Levy History 2. 2015 HRA Preliminary Budgets 3. HRA Reserve Account(s) Balances 4. Section 8 Budget Forecast HRA LEVY HISTORY Levy Year Amount Percent Increase from prior year 2015 (Proposed) 551,277 0% 2014 551,277 0% 2013 551,277 0% 2012 551,277 0% 2011 551,277 0% 2010 551,277 0% 2009 551,277 5.11% 2008 524,477 4.14% 2007 503,617 7.22%) 2006 542,835 10.65%) 2005 607,556 4.33% Ln m LO ON 2 a C> N C> Lr} ro C> Ln r1i NLn N 0 L 0Ln L9m 0u O LT 0 0 C3C, C) CD C3 CD 6 co E 0 C)p. CD CD N i CD CD CD W sr Lr j Ln i 0 E 03 LU di E 21J t lu Z, E CL EQJ CL E o o CL W 1=0 lc,, n j IT) j vLI) CIL 2CL Ul F, o oC:l co Z c -4Lr) CD z Cl C) 4 U) E ai aj Lu L Lu E C:> C: i N C) C) c) c) rQ, Ln LA Ln cp p kD N m cc LU QtD O r64 0 GO D 0 r64CD N. CY) m U pi t tD LO C) OI. C3 ro ro i C, 4rb 1 cn C:I) U-1 4S 13 o : E: C: 0 cli ILD U fu OL a) di CD Ln C) NC=, C) M 001 CD N Lr, Lrl O i U) Cl) zi U wu 0) 0 vC: 0 cD n V) r- cD m M ;r T c) LD rn LT 1 cli C: L a) Li E wZ. to u M- ZJ i E o 0) ai 0 ai C=. E p: Lt) V) rq V) 0 0 0( U t Fc--,-QIT —CD 0 CD CD CZ) Ln C I rh Ln C co E V C)p. 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