SR-04-08-2014-9AU in I Y ar
City of Report
Dania M01111eu
Housing Authority Board Meeting: April 8, 2014
Agenda Item: 9p
To: Chair and Housing Authority Members
From: Andy Agle, Director of Housing and Economic Development
Subject: Housing Authority Draft Administrative and Five - Year /Annual Plans
Recommended Action
Staff recommends that the Housing Authority Board:
1) Hold a public hearing, receive public comment;
2) Adopt the Housing Authority's proposed FY 2014 -2015 Administrative Plan and
Five - Year /Annual Plan (cumulatively, "the Plans ") provided in Attachments A and
C, respectively; and
3) Authorize the submission of the Administrative and Five - Year /Annual Plans to
the United States Department of Housing and Urban Development (HUD).
Executive Summary
The Santa Monica Public Housing Authority (PHA) is required to submit a
Five- Year /Annual Plan that describes the mission, goals and objectives, housing needs,
strategies and financial resources regarding rental housing vouchers it administers.
There are no significant changes proposed from the previous Five - Year /Annual Plan.
The Administrative Plan, in conjunction with the Five - Year /Annual Plan, describes
specific procedures, protocols and operational policies of the PHA and is required to be
updated annually. Most of the revisions reflected in the eighteen- chapter Draft
Administrative Plan are non - discretionary and reflect changes to make the Plan
consistent with new HUD regulations. Additionally, HUD regulations under
24 CFR 982.54 require the PHA to make local policy choices that provide guidance to
staff and consistency to program applicants and participants. Staff is proposing nineteen
revisions (see Attachment B) in the Draft Administrative Plan which represent
discretionary policy choices within the framework of HUD regulations. Both the
mandatory and proposed discretionary revisions can be categorized as strengthening or
clarifying program and participant protocols. This report presents the Plans and
summarizes key proposed discretionary changes.
Background
HUD provides federal funds to the PHA for rental assistance programs involving
approximately 1,300 extremely low -, very low -, and low- income households in
Santa Monica. The PHA programs are governed by federal regulations and policies that
permit the local jurisdiction authority over some policies which are discretionary.
The Administrative Plan (Plan) and Five - Year /Annual Plan establish policies and
procedures to administer the PHA's rental subsidy programs in a manner consistent
with federal laws and regulations. The plans include both mandatory and discretionary
policies that the PHA has adopted, which provide guidance to staff, program
applicants /participants and the public. If local policies conflict with HUD regulations,
HUD regulations take precedence.
The Administrative Plan is not a strategic or planning document, but rather an
operations manual of policies and procedures. Its purpose varies for each of the PHA's
constituencies:
It informs the Housing Authority Board and City Council regarding the policies of
• the PHA on all aspects of program operations.
• It serves as a policy and procedures manual for staff to adhere to uniformly and
consistently in their daily work.
• It provides the standard by which the participants and the public can determine if
program applicants and participants are being treated equitably.
• It notifies HUD of the policies the PHA has adopted in conformity with the
Regulations.
The context of the Plan begins with Congress, which enacts the laws that govern the
programs. HUD writes Regulations and Notices to interpret, clarify, and define the laws.
The PHA then develops policies and procedures consistent with the Regulations and
compiles these policies into the Plan. HUD requires the PHA to revise the Plan annually
to comply with changes in HUD regulations and statutes. The draft Five-Year/Annual
Plan represents and identifies policy direction anticipated for the next five -year period.
Discussion
The draft Administrative Plan is consistent with the Five Year /Annual Plan, reflects
changes in HUD regulations and PHA operations, and ensures staff consistency in
administration. However, most changes in this draft Plan reflect mandated federal
requirements. The draft Plan includes the citation of the Code of Federal Regulations
2
imbedded within each policy. Highlights of significant additions /revisions to the Plan for
the 2014 -15 fiscal year include the following discretionary policy changes:
1. Revise the number of days a family member can be absent from a unit before
being considered permanently absent.
2. Add the stipulation that leases must reflect all household members before an
additional household member can be added to the housing voucher.
3. Broaden the definition of the Tier 2 local preference for waitlist selection
regarding workers to include those in job training in Santa Monica.
4. Revise Tier 2 preference on the waitlist to specify that homeless persons must be
on the City's service registry.
5. Require that briefings with landlords and tenants include information on lead -
based paint.
6. Delete language regarding gender to determine housing voucher size (i.e.,
number of bedrooms in apartment that voucher amount is based upon).
7. Revise policy to reflect reliance on Los Angeles County Health Department to
verify infestation of bed bugs.
8. Revise to provide greater flexibility for the PHA to determine minimum initial
payment in conjunction with repayment agreements (agreements in which
program participant received excess subsidy and owes money to PHA).
The draft Five - Year /Annual Plan includes the overall mission, goals and objectives of
the PHA. Housing needs for Santa Monica are identified in the Five - Year /Annual Plan,
which also includes the following categories:
1. Eligibility, selection, admissions policy, and waitlist procedures
2. Financial resources
3. Rent determination
4. Operations and management
5. Grievance procedures
6. Designated Housing for Elderly and Disabled Families
7. Community service and self- sufficiency
8. Safety and Crime Prevention
9. Pets
3
10. Civil Rights Certifications
11. Fiscal Year Audit
12. Asset management
13.Violence Against Women Act
There are no significant changes from the previous Five - Year /Annual Plan.
Public Outreach
The draft Plans were made available for public comment beginning on
January 30, 2014. A notice was published in the Santa Monica Daily Press on
January 30, 2014, indicating the draft Plans were available on the City's website,
including the website address, and noting that the 45 -day comment period would end on
March 16, 2014. The notice further indicated that the City Council would consider
adoption of the draft Plans at its April 8, 2014 meeting. Comments received prior to
finalizing this staff report are listed, with PHA responses, in Attachment D.
The draft Administrative Plan (2014 -15), Five- Year /Annual Plan and summary of
proposed revisions are available on the City of Santa Monica Housing Division's
website:
http://www.smqov.net/Departments/HED/Housing and Redevelopment /Housing /Admin
/Annual Plan.aspx
Commission Action
The draft Administrative and Five - Year /Annual Plans have been presented to the
Housing Commission, Commission for the Senior Community, Social Services
Commission, and the Disability Commission. The Commissions were all supportive of
the draft Plans and did not make specific comments regarding the proposed revisions.
0
Financial Impacts & Budget Actions
There is no immediate financial impact or budgetary action necessary as a result of the
recommended actions.
Prepared By: Barbara Collins, Housing Manager
Andy Agle, Director
Housing and Economic Development
Forwarded to Housing Authority Board:
Rod Gould
Executive Director
Attachments:
Attachment A: Draft Administrative Plan
Attachment B: Proposed Discretionary Changes to Administrative Plan
Attachment C: Draft Five - Year /Annual Plan
Attachment D: Public Comments and Housing Authority Response
5
Reference:
ATTACHMENT A
FY 2014 -2015 DRAFT
ADMINISTRATIVE PLAN
is available at the City Clerk's
Office
Filed with Staff Report
04/08/2014, Item 9A
Within Legislative File
407 - 000 -01
Chapter 1
Chapter 2
page
page 3 -2
page 3 -8
page 3 -9
none
clarify that the
plan
Attachment B
Housing Authority has
delete description of additional family members
b b e ntfrom home before being considered
revise # of days that family member can e a s
absent' - from 90 to 60 consecutive days
add language clarifying that if absent family member is allowed to return to the
lease for the unit must also be modified to reflect the change in household
the
7page3-13 {staff is withdrawing this proposed revision.}
revise language clarifying that family members who declare their U.S. citizenship will not be required
to provided additional documentation unless the PHA receives information that the declaration may
not be accurate
page 3 -21 revise language clarifying that `immediate vicinity', as it relates to criminal activity, includes the entire
City of Santa Monica
oaae 3 -23 delete reference to specific company regarding provider for performing background checks
,r 4
Page 4 -10 broaden the Tier 2 preference for Santa Monica `workers' regarding waiting list selection to inc
persons in Job training or persons reviousl in Santa Monica workforce
Page 4 -10 revise the Tier 2 preference involving homeless applicants to require such persons be listed on
service registry and clarifying such persons must have become homeless in Santa Monica
1
Attachment B (continued)
Chapter 5
page 5 -5 add language indicating information about
provided to owners and tenants
page 5 -10 Deleting language regarding the gender of
size (i.e., # of bedrooms)
will be included in briefing packet
Hers as it relates to determining vc
:hapter 6
page 6 -3 revise language to be consistent with proposed change in Chapter'p page 8 regarding # from days that
family member can be absent from home before being considered `permanently absent' -from 180 to
60 consecutive days
;,hapter 7 p e 10, regarding local
pages 7 -17/18 Revise language to be consistent with proposed changes in Chapter 4, page 9 g
preference policy used in waitin list selection
Chapter 8
pages 8 -7/8 add language establishing that evidence of bed bug infestation must be determined by a Los Angeles
Count f inspector
a e 8 -16 revise language to allow flexibilit re ardin method of veri in repairs made to an apartment
Chapter 9 none
Chapter 10 none
Cha ter 11 none
Chapter 12 none
Chapter 13
page 13 -8 Revise language indicating that a letter from a property owner [landlord] confirming they are
represented by a professional management firm is satisfacto verification
Cha ter 14 none
Chapter 15 none
2
Attachment B rcontinuedl
Proposed Discretionary Revisions to Santa Monica Housing Authority Administrative Plan for FY 2014 -2015
Chapter/page
Proposed Revisions
Chapter 16
pages 16 -23/24
add language clarifying that all underreporting of tenant income will be treated as fraud except in
limited circumstances
pages 16 -23
revise language regarding repayment agreements to allow PHA flexibility in determining the minimum
percentage of down payment required
Chapter 17
none
Chapter 18
Pages 18 -19/20
clarifies the organizations involved in the Family Self- Sufficiency coordinating committee, rather than
particular individuals at the organizations
3
ATTACHMENT C
PHA 5 -Year and U.S. Department of Housing and Urban OMB No. 2577 -0226
Annual Plan Development Expires 4 /30/2011
Office of Public and Indian Housing
1.0
PIIA Information
PHA Name: Santa Monica Ha sin¢ Authority PHA Code: I I
_CAI
PHA Type: ❑ Small ❑ I -ligh Performing ❑ Standard ® HCV (Section 8)
PHA Fiscal Year Beginning: (MM /YYYY):. 07/2014
2.0
Imvento 1, (based on ACC units at time of FY beginning in 1.0 above)
Number of PH units: Number of HCV units: 1092
3.0
Submission Type
® 5 -Year and Annual Plan ❑ Annual Plan Only ❑ 5 -Year Plan Only
4.0
PIIA Consortia ❑ PHA Consortia: (Check box if'submitting ajoinl Plan and complete table belmvJ
No. ol'Units in Each
Participating PH As
PHA
Progmm(s) Included in the
Programs Not in the
Pro ram
Code
Consortia
Consortia
pH
HCV
PHA is
PIIA 2:
PHA 3:
5.0
5 -Year Plan. Complete items 5.1 and 5.2 only at 5 -Year Plan update.
5.1
Mission. State the FHA's Mission for serving the needs of low-income, very low- income, and extremely low income families in the PHA's
jurisdiction for the next Five years:
The mission of the PHA is the same as that of the Department of Housing and Urban Development: To promote adequate and
affordable housing, economic opportunity and a suitable living environment free from discrimination.
5.2
Goals and Objectives. Identify the PI-TA's quantifiable goals and objectives that will enable the PIIA to serve the needs of low -income and very
low- income, 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.
Expand the supply of assisted housing by applying for additional rental vouchers
Progress: No new, opportunities fU additional rental vouchers have been identified.
• Improve the quality of assisted housing by improving voucher management: SEMAP score - achieve High Performer status,
and increasing customer satisfaction by acknowledging all inquiries within 24 -hours
Progress: PHA's software upgrade to web -based application resulted in delayed reporting of housing quality inspections reducing
the overall SEMAP score. PIIA has made corrections to the software configuration addressing the issue. All inquiries are
acknowledged within 24 -hours of receipt.
Increase assisted housing choices by providing voucher mobility counseling, conducting outreach efforts to potential voucher
landlords, and increasing voucher payment standards,
Progress: The PHA conducts a continued outreach in the community in conjunction with Human Services and non -profit
organizations. No opportunities for increased voucher payment standards have been identified, 2006 exception payment standard
applies.
Continue to promote the utilization of deed restricted housing by optimizing tenants with Section 8 vouchers to increase mixed
income opportunities in varied parts of the City.
Progress: Ongoing
Continue to attend owner association meetings to increase interest in all of the SMHA rental assistance programs, including
the Section 8 program. Staff is currently assessing ways to increase landlord participation including but not limited to utilizing
project -based vouchers.
Progress: Ongoing
Page 1 of 2 form IIUD -50075 (4/2008)
6.0
Continue to respond expeditiously to any questions or complaints about housing programs administered by the SMHA. Within
this context, continue to make referrals to the appropriate agency including referrals to the City Attorney's Office, Rent
Control, Legal Aid, owner associations, and others.
Progress: Ongoing
Provide an improved living environment by designating developments or buildings for particular resident groups: elderly,
persons with access and functional needs, by continuing to coordinate with the Housing Production and Preservation Division
to develop greater opportunities for special needs housing development and rehabilitation integrated into the City of Santa
Monica.
Progress: Several developments have been horded specifically addressing the elderly and creating permanent supportive housing
for homeless and persons with access and functional needs.
Promote self- sufficiency and asset development of assisted households by increasing the number and percentage of employed
persons in assisted families: provide or attract supportive services to provide assistance to recipients' employability and to
increase independence for the elderly or families with access and functional needs.
Progress: Ongoing. There are currently 56 participants in the Family Self - Sufficiency Program (FSS). As of December 2013,
SMHA maintains escrow savings accounts totaling $160,752 for 28 participants. The average escrow balance is $5,747. SMHA
continues to contract with the St. Joseph's Center for FSS case management and referral services. It is difficult to attract persons to
the FSS program due to the high cost of living in Santa Monica. Those who participate are very successful and achieve their goals
at the end of the five -year period.
Ensure equal opportunity and affirmatively huther fair housing by undertaking affirmative measures to ensure access to
assisted housing regardless of race, color, religion, national origin, sex, familial status, and disability.
Progress: Ongoing
no 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 5 -Year and Annual PHA Plan. For a complete list of PHA flan
elements, see Section 6.0 of the instructions.
Supporting Document Applicable Plan
Appl:Ia pp g Component
On D F,ligibility, Selection, a
PHA Office Section 8 Administrative Plan Admissions Policies,
Website VAWA
Page 2 of 2 rant HUD -50075 (4/2008)
9.0
Housing Needs. Based on information provided by the applicable Consolidated Plan, information provided by HUD, and other generally available ti 11 housing eta, jurisdiction make , served nablby the P to identify ding elderly fmBies` fmnlili s,u with disabil lies` and households extremely
varl ous races and etlmic groups, and
e in
other families who are on the public housing and section 8 tenant -based assistance waiting lists. The identification of housing needs must address
issues of affordability, supply, quality, accessibility, size of units, and location.
Housing Nee(Ia of Families in the Jurisdiction by Family Type
«FV2009 -To
Type
-Data source: Santa Atonic, Housing Authority Wail lisl
Page 3 of 2 form HUD -50075 (4(2008)
Strategy for Addressing Housing Needs. Provide a brief description of the PHA's strategy for addressing [he housing needs of families m me
jurisdiction and on the waiting list in the upcoming year. Note: Small, Section 8 only, and High Pet to'*"'
g PHAs complete only for Anneal
Plan submission wit, the 5 -Vern- Plan.
Need: Shortage of affordable housing for all eligible populations
Strategy A: Maximize the number of affordable units available to the PI 1A within its current resources by undertaking measures to
ensure access to affordable housing among families assisted by the PI1A, regardless of unit size required, maintaining or increasing
Section 8 lease -up rates by marketing the program to owners, particularly those outside of areas of minority and poverty
concentration, and by effectively screening Section 8 applicants to increase owner acceptance of program, participating in the
Consolidated Plan development process to ensure coordination with broader community strategies.
Strategy' B: Increase the number of affordable housing units by applying fn, additional vouchers should they become available,
collaborating with the he numb and the Veteran's hs Administration to secure VASH vouchers for Santa Monica veterans, issue a
competitive Request fm' proposals (RFP) to identify and select housing sites in new or existing locations.
Need: Specifc Fundy TI'pes: Fmnifies at or belmv 30% of iner lam
Strategy C: Target available assistance to families at or below 30 %of AMI by exceeding HUD federal targeting requirements for
families at or below 30% of AMI in tenant -based Section 8 assistance.
Need: Specific Farnifl' Types: Families w or before 50% of median
Strategy D: Target available assistance to families at o' below 50% of AML SMHA maintains a preference for households in
which at least one adult family member is working a minimum of 36 hoc's per week in Santa Monica, applicants previously
employed in Santa Monica and now receiving retirement, unemployment, worker's compensation, vocational rehabilitation, or
disability benefits and those enrolled currently in educational, training, or upward mobility programs in Santa Monica.
Need: Specific Farnify Types: The Ffderly
Strategy F,: Target available assistance to the elderly by collaborating with the Housing and Preservation Division to identify new
using developments and rehabilitated housing sites.
opportunities for senior/disabled ho
Need: Specific Fronill, Types: Families with Disabilities
9.1 Strategy F: Target available assistance to Families with Disabilities by applying for special - purpose vouchers targeted to Families
with disabilities, should they become available, affirmatively market to local non- profit agencies that assist families with
disabilities, continue to administer the Continuum of Care program that requires participants to be both chronically homeless and
disabled.
• A HUD CoC tenant -based renewal grant in the amount of $1,783,681 was awarded to SMHA for contract year beginning
8/1/2013.
A CoC Project Based renewal grant in the amount of $105,653 was awarded effective Tune I, 2013. (Bet r
gants are
• subject to the annual renewal application process.)
A 5 -year CoC Project Based grant in the amount of $1,754,280 was awarded to Step Upon 5 °i Street in 2006. The grant
• has been renewed and $386,009 has been awm'ded for the contract year beginning on 10/1/2013. The development houses
up to 33 people.
HUD awarded a new 5 -year SPC Tenant Based grant to January 2008 year the SMHA in the amount of $1,216,800. The
• grant has been renewed and $214,371 has been awarded for contact year beginning 10/01/2013.
HUD also awarded a 5 -year Tenant Based grant in November 2009 in the amount of $1,365,000, 1'he 5 year term wit!
• expire in September 2014 and SMHA has already applied for renewal of the grant.
• SMHA has also renewed the SIP grant for contract year that began on 04/01/2013 for the amount of 446,882. SIP is now
part of the CoC program.
Disabled participants are referred to the Westside Center for Independent Living Division. P for assistance with disability related
issues and ADA needs funded by the City of Santa Monica Human Services Division. Property owner's are referred to the City's
Rental Repair Program to enhance accessibility on their property with a small grant.
Need, Specific Fandly Types: Races or etlnicities with disproportionate housing needs
Strategy G: Increase awareness of PI IA resources among families of races and ethnicities with disproportionate needs by
affirmatively marketing to races /ethnicities shown to have disproportionate housing needs,
Minority populations are over- represented in the SMHA programs compared to the City's overall population. 27% of Santa
Monica residents are persons of color verses 51 % pet Solis of color currently assisted by the SMHA. Caucasian households
comprise 48% of the SMHAs' participants while 70% of the City's population is Caucasian. The African- American community
comprises 4% of the City's population but 28% of the SMHA s' households. Hispanics comprise 13% of the City's population and
represent 22% of the SMHA participants. Asian- Americans comprise 9% of the City's population and 1% SMIIA households.
Page 4 of 2 form HUD -50075 (4/2008)
The pet sons served in Santa Monica are extremely poor, elderly, and disabled. Over 64 %of all program participants are elderly,
tion but 33 % of SMII 90
disabled or handicapped. Santa Monica's elderly population represents 15% of the City's popula
population. The average annual gross income Of each household is $14,215. Twenty -one SMI4A participants are over 0 while
o s s r services
Tlhet 127 (( ' ce dcates extra resources
addresthegrowing needs of a ba (,olde
heg Y r g lnspopulation impacts futtn p IA lanning development t .
population.
*Data based on the 2010 U.S. Census
The Housing Production and Preservation Division require affirmative marketing to minority races /ethnicities for all new
developments funded by the City of Santa Monica consistent with targeted marketing.
Strategy II: Conduct activities to affirmatively further fair housing by marketing the Section 8 program to owners outside of areas
ofpoverty /minority concentrations
* As of Janry 2012, 63 %of our households reside in census tracts with poverty under 13 while the remaining 37% reside in
ua
tracts with poverty rates that range from 13%to 17.5%. SMHA has a diverse population residing in all neighborhoods and
communities throughout the city. However, given the continuing increase in rental costs it is becoming more difficult to maintain a
significant program presence in areas of low poverty.
*Data based on the 2012 U.S. Census — American Connnunlb +Sta'ee)y
SMHA staff collaborates with the City Attorney's Office to address fair housing issues and has developed an ongoing relationship
with Legal Aid to address fair housing violations.
1. Eli ibilit' Selection Admissions Policios \,aitlfst procedures
Detailed PI IA's policies that govern resident or tenant eligibility, selection and admission including admission preferences are
addressed in the PIIA's Administrative Plan,
Yreferences;
Tier t
9.1 e involuntary Displacement (Disaster, Government Action, Action of Housing Owner, inaccessibility, Property
Disposition)
• Terminations resulting from funding shortfalls
• CoC participants who no longer require services
Tier 2
Residents who live and /or work in your jurisdiction
o Current residents of Santa Monica
o Chronically homeless, became homeless in Santa Monica
o Work a minimum 36 hours per week in Santa Monica er's
o Previously employed in Santa Monica and now, receiving retirement, unemployment, work
compensation, vocational rehabilitation, or disability benetds.
o Those enrolled currently in educational, training, or upward mobilit y programs in Santa Monica
Order of selection within tiers:
Veterans and veterans' families
Elderly singles
Disabled singles
Date and time
Screening:
The Santa Monica Housing Authority screens applicants for criminal or drug- related activity via LiveScan only tote extent
required by law m- regulation.
W nitlist:
'File waitlist is all closed to new applicants except for those identified in Tier I of the Administrative Plan: Involuntary
Displacement, Disaster., Government Action, Action of Housing Owner, Inaccessibility, Property Disposition, Terminations
resulting from funding shortfalls, CoC participants who no longer require services.
fit August 201 l the SMHA waitlist was opened, accepting applications for both Section 8 and the City of Santa Monica's
inclusionary housing program. This was done to provide greater opportunities for applicants to access the range of housing
programs offered by the City of Santa Monica. The list will be governed by the protocol and criteria established by the funding
source and governing regulatory restrictions. The SMHA Administrative Plan reflects this practice.
Page 5 of 2 form IIUD -50075 (4/2008)
2, Financial Resources
The Comprehensive Amoral Financial Report (CAFR) of the City of Santa Monica is available for review on the City's websile.
Resources; Section S only
Sources
Annual Contributions for Section 8 Tenant -Based
906c9e44rri $857
1,092 Section 8 Housing
Choice voueheis and
Assi 525
Assistance _
Estimated Administrative Fees
Administrative fees
& revised budget
HCV ro ram 0111
FSS program coordinator
Resident Opportunity mid Self- Sufficiency Grants:
$64,187
assures that FSS program
FSS Coordinator grant
participants are linked to the
supportive services they need
to achieve economic self -
sufficienc
$12,828,656
Estimated from all sources of
Total resources
funding _
3. Rent Determination
No changes since last update.
r O - t' and
FF! nder Y IIA Ms ante
Section 8 Vouchers
lJnits or Families Served at
Vear Beginning
981 leased up on 1/ 14 with in
goal of attaining 1,000 by the
Summer of 2014
56 active participants, 28 with
4 Vouchers per month on
average.
Management and Maintenance Policies
Administrative Plan
Enterprise Income Verification (EIV)
City of Santa Monica Administrative instructions
City of Santa Monica Consolidated Plan
Santa Monica Ilousing Authority Internal Control and Financial Policies
55. Grievance
Grievance and informal hearings are granted upon request and guided by the procedures specified in the PHA's Administrative
Plan. The City Attorney contracts for professional services with knowledgeable retired attorneys to act as a Hearing Officers for
Program participants who request an Infmnml Hearing.
Page 6 of 2 fort IIUD -50075 (4/2008)
— Public Housing only
7 Conr nunity Sclwice and Self- SnffieieneP
SMHA and the City of Santa Monica Fhunmr Services Division jointly fund case management services for PSS participants Case
.
management services include, but are not limited to the following: vocational and educational assessment, training and educational
referrals, child -care referrals, job readiness training, household budgeting training, etc. In addition, SMHA tenants are referred to
various community-based services where appropriate. SMHA contracts with a Licensed Clinical Social Worker to assist with
service provider referrals for participants and assesses participant needs to access and retain necessary support to remain housed.
Program
(start of FY 2004 -05 Estimate)
All new Section 8 participants receive F'S briefing materials and a letter soi
FSS participants have escrow, accounts that total $160,752 as of 12/01/2011
Name K Descul roc
K location, if appropriate)
moving expenses, run y
s and legal expenses. Also
r deposits, purchase of furniture,
56
;r of Participants
(As of: 12/01/2013)
program. 28 current
AnOeanon
Metho0
••...°
(development office /PHA
ablic housin or
(p g
(waiting listrandom
main office /other provider
Section 8 participants
selection /specific
name)
or both)
criteriadother)
PHA office
Section 8
Section 8
PHA office and St. Josephs
Section 8
All participants
CLARE Foundation
Center
Low income
Need
Human Services
Section 8
Available to all
PHA office
Section 8
specific criteria
Connections for Children
Section 8
As needed
Big Blue Bus, MTA
Section 8
As needed
Dept. of Children and
Section 8
Famil � Services
_,...,
Ornt. of Children and
Section 9
As needed As
As needed As
Weloployment and utility deposits, reunourse moo a,,,
for damage caused by tenants needed
80 %of one -month loss of
t rent if tenant moves without
and other move in costs
anagement, assist participants in As nee
housing and moving, referrals•
ortive services, teach
ndent living skills, help maintain
sobriety,, help with employment or
volunteer activities, arrange social
activities
pe er support services for mentally III
women in the CoC program, day center
and lunch
as
funded by Los Angeles
County, LAHSA, Lcgal
Aid
management
homeless
Center, St Joseph's Center,
Step Op on Second Street,
and Didi Hirsch
Community Mental Health
Services, Edelman Mental
Health Center and City of
Santa Monica Coordinated
Case Management
CLARE Foundation
Chrysalis
Low income
Venice Fanril Clinic
Women with mental
Ocean Park Community
illness
Center
8
8
7 of 2 form HUD -50075
only
9. Pets
N/A — Publio Housing only
10. Civil Ri.1hts Certifications
Civil rights certifications are included in the PHA Plan Certifications of Compliance with the PHA Plans and Related Regulations.
Statement of Consistency with the Consolidated Plan:
The PHA has based its statement of needs of families in the jurisdiction on the needs expressed d the Consolidated Plans .
'File
f thelConsolidated Plan and has consulted +vitln thesConsolidat d Planf agency l)dutring the de etlopmet t of this PHA Plan.
elopment
Activities to be undertaken by the PHA in the coming year are consistent with the initiatives contained in the Consolidated Plan.
Tile City of also Monica's c its adCpdable housing Housing The Santa Mon ca Hous'ingsElement contains Slhe n stnrecent assessment that tile Section
of housing needs and One resources and programs to address them. Much of the housing needs data is extrapolated from the
Housing Element and the Analysis of Impediments.
11. Fiscal
ection 8 program. A copy of the Single Audit can be obtained on the City Of
The Single Audit for FY 12.13 had no findings for S
Santa Monica's website.
12 Asset Asset lrv�ep1C °t °t
N /A— Public Housing only
13 Violence A tir st Women Act (VA \NA)
On August 6, [IUD issued a notice in the Federal Reg9sler A provide) overview of the applicability of the Violence Against law Women naReauthorization a Monica Housing Act f rtl013, public i compliance with lhe�pdated VAW A Reauthorization A 013 was enacted on March 7,
Ta l hiformation. Descrbe the follo+viag, Is+vell as any auanimna ,� ............. .... .__
ss in Meeting Mission and Goals. Provide a brief statement of the PHA's progress in meeting the mission and goals described in the 5-
lan. A continues with a tradition of success to address housing needs in the city. The work of the Housing Authm'ity is
istent with th mission and objectives outlined in the previous 5 -year and annual plans. Details of program success vi uded in the oarrativc of this plan and reported on the HOD Annual Performance Reviow (APR) Por each funded activity cant Amendment and Substantial Deviation/tvtodificlifi m Provide die PHA's definition of hen cha gt amendment" and "substantial
ionlmodification" HA defines a "Significant Amendment and Substantial De tia Admini irative Pl when changes arc made ei t e
servnedei /prior i reduced s on o the loss list
s (Cut rting re enue, if changes t are made t iileiFMRtbu only if i adversely y impacts o
ass that the amendment is consistent with the
10.0 tenants, and changes to t
he (he loss of sUance process if tenants are negatively impacted. When significant changes nanges are
proposed SMHA will post a 45 -day public review notice (24 CPR 903.I7(r)),
Consolidated Plan 24 CFR 903.15 (unless action is taken due to funding reduction of programs) and mast this approved by the
be
Housing made for Commission, One above D aPPauges that arcnadopnted to reflect changes inf HUDrregulatorryrequirements and will itnot be
considered significant amendments by HUD.
Si nificanl changes to this pIan include:
Addition of preferences beyond livehvm'k: Previously employed in Santa Monica and now receiving retirement,
unemployment o' workeor compensation, obility Programs in Santa anta Monica,disnbility benefits. "£hose enrolled currently in 11, ot
Page R of 2 Pmnn HUD -50075 (4/2005)
11.0 Required Snbmissinn fa' HUD Ficld Oftice Review. ht addition to tine PHA Plan template (t- IUD - 50075), PHAs inust submit the following
documents. Items (a) through (g) may be submitted with signature by mail or electronically with scanned signatures, but electronic submission is
encouraged. Items (h) through (i) must be attached electronically with the PHA Plan. Note: Faxed copies of these documents will not be accepted
by the Fieid Office.
(a) Fort HUD - 50077, PHA CePticalions of Compliance mnh the PHA Plans and Relaled Regulalmn, (which includes all certifications relating
to Civil Rights)
(b) Form HUD 50070, Cel7it7canonfw a Drug Fiee iPorkplace (PHAs receiving CFP grants only)
(c) Form HUD 50071, Ceitification ofPayinenls io influence Federal Transactions (PHAs receiving CFP grants only)
(d) Frain SF -LLL, Disclosure of Lobbying Activities (PHAs receiving CFP: grants only)
(e) Form SF- LLL -A, Disclosure ofLoblyingAclivnies Confirmation Sheet (PHAs receiving CFP grants only)
(r) Resident' Advisory Board (RAB) comments Comments received from the RAD must be submitted by the PRA as fln,attachment to he PHA
Plan PHAs must also include a narrative describing their analysis of the reconunendalions and the decisions made on these recommendations
(g) Challenged Elements
(h) Forr HUD- 50075.1, Capital Fnml Plogcam Annual Smannenf/Pelfonnance and Evaluation Report (PHAs receiving CFP grants only)
(i) Form HUD 50075.2, Capital Fund Program Five -Year Action Plait (PFIAs receiving CFP grants only)
Page 9 of 2 form HUD -50075 (4/2008)
This in(onnation collection is authorized by Section 51 t of the Quality Housing and Work Responsibility Act, which added a new secuun •• •� -• -° - --
of 1937, as amended, which introduced 5 -Year and Annual PHA Plans.'fhe 5 -Year and Annual PHA plans provide a ready source for interested parties to locate basic
PHA policies, Hiles, and requirements concerning the FHA's operations, programs, and services, and informs HUll, fmmili s served the PHA, and members of the
i
public of the I'FIA's mission and strategies For serving the needs of Inv- inemne and very low- income families. This form s used ed by all PHA types for submission
of the 5 -Year and Amoral Plans to }IUD. Pubiio reporting burden for this information collection is estimated [o average 12.68 8 hours per response, including the time for
reviewing instmetions, searching existing data sources, gathering and maintaining Iha data needed, and completing and reviewing the collection information. HUD
d
may not collect this infonnatioq and respondents are not required to complete this Conn, unless it displays a cnrtently vali OMB Control Number.
Privacy Act Notice. 'fire United States Doparnnan oPHousing and Urban Development is authorised to solicit the in(onnPonn requested in this form by virtue of Title
12, U.S. Code, Section 1701 et seq., and regulations promulgated thereunder at'fitle 12, Code oC Federal Regulations. Responses to the collection of Information are
required to obtain a benefit or to retain a benefit The information requested does not lend itself to Coll)
fidentinliry —
Instructions form HUD -50075
Applicability. This form is to be used by all Public Housing Agencies
(PHAs) with Fiscal Year beginning April 1, 2008 for the submission of their
5 -Year and Annual Plan in accordance with 24 CPR Part 903. The previous
version may be used only through April 30, 2008.
1.0 PHA Information
Include the full PHA name, PI IA code, PHA type, and PHA Fiscal Year
Beginning (MM /YYYY).
2.0 inventory
Under each program, enter the number ol'Annual Contributions Contract
(ACC) Public Mousing (PH) and Section 8 units (ACV).
3.0 Submission Type
Indicate whether this submission is for an Annual and Five Year Plan, Annual
Plan only, or 5 -Year Plan only.
4.0 PHA Consortin
Check box ifsubmilting a Joint PHA flan and complete the table.
5.0 Five- YearPlan
Identify the FHA's Mission, Goals and /or Objectives (24 CFR 903 6).
Complete only at 5 -Year update.
5.1 Mission. A statement of the mission of the public housing agency
for serving the needs of low - income, very low- income, and extremely
low - income families in thejurisdiction of the PHA during the years
covered under the plan.
5.2 Goals and Objectives. Identity quantifiable goals and objectives
that will enable the PHA to serve the needs arrow income, very raw
income, and extremely low- income families.
6.0 P1IA Plan Update. In addition to the items captured in the Plan
template, PHAs must have the elements listed below readily available to
the public. Additionally, a PHA must:
(a) Identify specifically which plan elements have been revised
since the PHA's prior plan submission.
(b) Identify where the 5 -Year and Annual Plan may be obtained by
the public. Al a minimum, PHAs must post PHA Plans,
including updates, at each Asset Management Project (AMP)
and main office or central office of the PHA. PHAs are
strongly encouraged to post complete PHA Plans on its official
website. PHAs are also encouraged to provide each resident
council a copy of its 5 -Year and Annual Plan.
PIIA Plan Elements. (24 CFR 9033)
Eligibility, Selection and Admissions Policies, including
Deconcentration and Wait List Procedures. Describe
the PHA's policies that govern resident or tenant
eligibility, selection and admission including admission
properonees for both public housing and HCV and unit
assignment policies for public housing; and procedures for
maintaining waiting lists for admission to public housing
and address any site -based wailing lists.
Financial Resources. A statement of financial resources,
including a listing by general categories, of the PHA's
anticipated resources, such as PHA Operating, Capital and
other anticipated Federal resources available to the PHA,
as well as tenant rents and other income available to
support public housing or tenant -based assistance The
statement also should include the non - Federal sources of
funds supporting each Federal program, and state the
plumed use for the resources.
3. Rent Determination. A statement of the policies of the
PHA governing rents charged for public housing and IICV
dwelling units.
4. Operation and Management. A statement of the Riles,
standards, and policies of the PHA governing maintenance
management of housing owned, assisted, or operated by
the public housing agency (which shall include measures
necessary for the prevention or eradication arrest
infestation, including cockroaches), and management of
the PHA and programs of the PHA.
5, Grievance Procedures. A description of the grievance
and informal hearing and review procedures that the PHA
makes available to its residents and applicants.
6. Designated Housing for Elderly and Disabled Families
With respect to public housing projects owned, assisted, or
operated by the PHA, describe any projects (or portions
thereof), in the upcoming fiscal Year, that the PHA has
designated or will apply for designation for occupancy by
elderly and disabled families. 'file description shall
include the following information: 1) development name
and number; 2) designation type; 3) application sums; 4)
dale the designation was approved, submitted, or planned
for submission, and; 5) the number of units affected.
7, Community Sm'vice and Self- Snfliciency. A description
of: (1) Any programs relating to services and amenities
provided or offered to assisted Families; (2) Any policies
or programs of the PHA for the enhancement of the
economic and social self- sufficiency of assisted families,
including programs under Section 3 and FSS; (3) How the
PIIA will comply with the requirements of community
service and treatment of income changes resulting from
welfare program requirements. (Note: applies to only
public housing).
8. Safety and Crime Prevention. For public housing only,
describe the PlIA's plan for safety and crime prevention to
ensure the safety of the public housing residents. 'file
statement must include: (i) A description of the need for
measures to ensure the safety of public housing residents;
(ii) A description of any crime prevention activities
conducted or to be conducted by the PHA; and (iii) A
description of the coordination between the PHA and the
appropriate police precincts for carrying out crime
prevention measures and activities.
Page I of 3 Irnep actions form HlJD-S0075 (2008)
9. Pets. A statement describing the PHAS policies and
that the public housing agency plans to voluntarily convert;
2) An analysis of the projects or buildings required to be
requirements pertaining to the ownership of pets in public
converted; and 3) A statement of the amount of assistance
housing
received under this chapter to be used for rental assistance or
10. Civil Bights Certification. A PHA will be considered in
other housing assistance in connection with such conversion.
compliance with the Civil Rights and AFFH Certification
See guidance on HUD's website at
hl[P'I/ snvm h d eo /olYce'loih /c mtcrs /sac /conversion.chm
if: it can document that it examines its programs and
proposed programs to identify any impediments to fair
housing choice within those programs; addresses those
(d) Honmeovnorship. -A description of any homeownership
impediments in a reasonable fashion in view of the
(including project number and unit count) administered by
the agency or for which the PHA has applied or will apply
resources available; works with the local jurisdiction to
for approval.
- implement all), of the jurisdiction's initiatives to
affirmatively further fair housing and assures that the
annual is consistent with any applicable Consolidated
Tel Project -based Vouchers. If the PHA wishes to use the
plan
project -based voucher program, a statement of file projected
Plan for its jurisdiction.
number orproject -based units and general locations and how
11. Fiscal Your Audit. The results of the most recent fiscal
project basing would be consistent with its PHA Plan.
year audit for the PHA.
8.0 Capital Improvements. 'Chic section provides information on a FHA's
12. Asset Management. A statement of how the agency will
Capital Fund Program. With respect to public housing projects owned,
assisted, or operated by the public housing agency, a plan describing the
carry out its asset management functions with respect to
the housing inventory of the agency, including how
capital improvements necessary to ensure long -term physical and social
public
the agency will plan for the long -tern operating, capital
viability of the projects must be completed along with the required
investment, rehabilitation, modernization, disposition, and
forms. Items identified in 8.1 through 8.3, must be signed where
directed and transmitted electronically along with the PHA's Annual
other needs for such inventory.
Plan submission.
13. Violence Against Woman Act (VA \VA). A description
of. 1) Any activities, services, or programs provided or
offered by an agency, either directly or in partnership with
other service providers, to child or adult victims of
domestic violence, dating violence, sexual assault, or
stalking; 2) Any activities, services, or programs provided
or offered by a PHA that helps child and adult victims of
domestic violence, dating violence, sexual assault, or
stalking, to obtain or maintain housing; and 3) Any
activities, services, or programs provided or offered by a
public housing agency to prevent domestic violence,
dating violence, sexual assault, and stalking, or to enhance
victim safety in assisted families.
7.0 Hope VI, Mixed Finance Modernization at- Development,
Demolition and /or Disposition, Conversion of Public Housing,
Homeownership Programs, and Project -based Vouchers
(a) hope VI or Mixed Finance Modernization or Development.
1) A description of any housing (including project number (if
known) and unit count) for which the PHA will apply for IIOPE
VI or Mixed Finance Modernization or Development; and 2) A
timetable for the submission of applications or proposals. The
application and approval process for I lope Vi, Mixed Finance
Modernization or Development, is a separate process. See
guidance on HUD's websi[e aC
i tto' // v v hud eovloffccsloih /p gams /pl /1 ooe6 /index cfm
(b) Demolition andlor Disposition. With respect to public housing
projects owned by the PHA and subject to ACCs under the Act:
(1) A description of any housing (including project number and
unit numbers [or addresses]), and the number of affected units
along with their-sizes and accessibility features) for which the
PITA will apply or is currently pending for demolition or
disposition; and (2) A timetable for the demolition or
disposition. The application and approval process for demolition
and /or disposition is a separate process. See guidance on HUD's
websile at:
L/h hud ko /(fchh /c trs /� /d•mo dsuo(ulexc
fh
Note: This statement most be submitted to the extent that
approved and /or pending demolition and /or disposition has
changed.
Tel Conversion of Politic Housing. With respect to public
housing owned by a PHA: 1) A description of any building
OF buildings (including project number and unit count) that
the PHA is required to convert to u nun -based assistance or
8.1 Capital Ford Program Annual Statement /Performance and
Evaluation Report. PHAS must complete the Capital Fund
P ogran Annual Statemeni/Peuformance and Evaluation Report
(form IiUD- 50075.1), for each Capital Fund Program (CFP) to be
undertaken with the aurenl year's CFP funds or with CFFP
proceeds. Additionally, the form shall be used for time following
purposes:
(a) T submit the initial budget for anew grantor CFFP;
(b) To report on the Performance and Evaluation Report progress
on any open grants previously funded or CFFP; and
(c) To record a budget revision on a previously approved open
grant or CFFP, e.g., additions or deletions of work items,
modification of budgeted amounts that have been undertaken
since the submission of the last Annual Plan. The Capital
Fund Program Annual Statement/Performance and
Evaluation Report must be submitted annually.
Additionally, PHAS shall complete the Performance and
Evaluation Report section (see footnote 2) of the Capital Fund
Program Annual State nendPer formance and Evaluation (ratio
HUD - 50075.1), at the following times:
I. At the end or the program year; until the program is
completed or all funds are expended;
2. When revisions to the Annual Statement are made,
which do not require prior DUD approval, (e.g.,
expenditures for emergency work, revisions resulting
from the PHAS application of Tangibility); and
3. Upon completion or termination of the activities funded
in a street lie capital fund program year.
8.2 Capital Fund Program Five- Yem'Action Plan
PHAS must submit dre Capilal Fund Program Fire -Year Aclion
Plan (parr HUD- 50075.2) for the entire PHA portfolio for the first
year of participation in the CPI' and annual update thereafter to
eliminate the previous year and to add a new fifth year (rolling
basis) so that the form always covers the present Five -year period
beginning with the current year.
8.3 Capital Fund Financing Program (CFFP). Separate, written
BUD approval is required f the I'HA proposes to pledge any
HUD -50075
portion of its CFP /RHF fiords to repay debt incurred to finance
capital improvements. The PHA must identify in its Annual and 5-
year capital plans the amount of the annual payments required to
service the debt. The PHA must also submit an annual statement
detailing the use of the CFFP proceeds. See guidance on HUD's
website at 11,0
http- /hsnvw hr d rov /of ices /pihlproemms /oh /caofimd /c(£p
9.0 Housing Needs. Provide a statement of the housing needs of families
residing in the jurisdiction served by the PHA and the means by which
the PHA intends, to ihemaximum extent practicable, to address those
needs. (Note: Standard and Troubled PHAs complete annually; Small
and High Performers complete only for Annual Plan submitted with the
5 -Year flan).
9.1 Strategy for Addressing (lousing Needs, Provide a description of
the PHA's strategy for addressing the housing needs of families in
thejurisdiction and on the waiting list in the upcoming year.
(Note: Standard and Troubled PHAs complete annually; Small
and High Performers complete only for Amoral Plan submitted
with the 5 -Year Plait).
10,0 Additional Information. Describe the following, as well as any
additional information requested by HUD:
(a) Progress in Meeting Mission and Goals, PHAs must
include (i) a statement of the PIIAs progress in meeting the
mission and goals described in the 5 -Year Plan; (it) the basic
criteria the PHA will use for determining a significant
amendment from its 5 -year Plan; and a significant
amendment or modification to its 5 -Year Plan and Annual
Plan. (Note: Standard and Troubled PHAs complete
annually; Small and high Performers complete only for
Amoral Plan submitted with the 5 -fear Plan).
(b) Significant Amendment and Substantial
DeviatimdModtOcation. PHA must provide the definition
of "significant amendment" and "substantial
deviationhooditication ". (Note: Standard and Troubled
PIIAs complete annually; Small and High Performers
complete only for Annual Plan submitted with the 5 -Year
Plan.)
(c) PHAs most include or reference any applicable memorandum
of agreement with HUD or any plan to improve performance.
(Note: Standard and Troubled PHAs complete annually).
Required Submission for HUD Field Office Review. In order to be a
complete package, PHAs must submit items (a) through (g), with
signature by mail or electronically with scanned signatures. !toms (h)
and (i) shall be submitted electronically as an attachment to the PI IA
Plat.
(a) Form HUD- 50077, PHA Certifications of Compliance with
the PHA Plans and Related Regulations
(b) Form [IUD- 50070, Cerlplication for a Drug -Free Workplace
(PIIAs receiving CFP grants only)
(e) Form HUD- 50071, Ce, itfication ofPayurenls to Influence
Federal Trnrsacliour (PHAs receiving CFP grids only)
BB Form SF -LLL, Disclosure of Lobbying Activites (PHAs
receiving CRP grants only)
(e) Form SF- I.LL -A, Disclosure of Lobbying Activities
Continuation Sheet (PHAs receiving CFP grants only)
in Resident Advisory Board (RAE) comments.
(g) Challenged Elements. Include any element(s) of the PHA
Plan that is challenged.
(h) Fonn HUD- 50075.1, Capital Fund Program Annual
Strleme tlPerfornmace and Evaluation Report (Must be
attached electronically for PHAs receiving CFP grants
only). See instructions in 8.1.
(i) Form HUD - 50075.2, Capital Fund P,agr ... Five -Year
Action Plan (Alust be attached electronically for PHAs
receiving CFP grants only). See instructions in 8.1
Instructions form IIUD -50075 (2008)
Attachment D
Public Comments and Housing Authority Response: Draft Administrative Plan
Public Comment-
Housing Authority Response'
What is the reason for proposing to
Extended absences from the home raise
reduce the number of days (from 90 to
a question about the continuing need for
60 consecutive days) a family member
the rental housing subsidy. The Plan
can be absent from the home before
has exceptions regarding family
being considered 'permanently absent'
members who are absent from the home
(Chapter 3, page 8)?
for extended periods (see page 3 -8).
Are there any exceptions made for
Yes. Military deployments are
1
people on the lease who are active with
considered employment and extended
the military or reserves and may be
absences due to employment are not
deployed for more than 60 days?
considered permanent absences.
Also, how about a person on the lease
Students who were part of the original
who may spend a semester or two in
participant household are considered
college but plan to live at home during
permanently absent from the household
the summer?
while away at school, unless the family
notifies the Housing Authority that the
absence is temporary and the student
will be returning to the household.
The chart is a reference /guide regarding
minimum and maximum occupancy
standards; the primary policy for
determining voucher size (i.e., 1 -bdrm,
The chart on page Chapter 5, page 10
2 -bdrm, etc.) is stated on the previous
regarding minimum and maximum
page (page 9): "The PHA will assign
2.
household size seems to allow a high
one bedroom for each two persons
number of persons for a given apartment
within the household... ". For clarity,
size.
staff will enhance the chart to include
both the voucher size standards and the
minimum and maximum occupancy
standards.
Attachment D [continued]
Public Comments and Housing Authority
Public Comment
There are several instances in the Plan
where the notification protocol states:
"PHA will notify the family by first class
3' mail "; have you considered revising the
Plan to allow notification to program
participants via email?
Chapter 12, page 8 states that a family
may not be absent from the unit for a
period of more than 180 days — this
4. seem inconsistent with Chapter 3
regarding when a family member will be
considered 'permanently absent' from
the home.
The definition of "currently engaged in"
[regarding drug use] is defined on page
5. 12 -6 as 'within the previous six months'
and on page 3 -20 as 'within the previous
twelve months'.
2
Response: Draft Administrative Plan
Housing Authority Response
The Housing Authority does provide
various courtesy notifications and
communications by email. However, for
formal actions taken by the Housing
Authority, regular mail is required otocol.
The policy described on page 8 involves
the absence of the entire family from the
apartment; the 180 day limitation is
current federal law and reflects a 'not to
exceed type of standard; the Housing
Authority has established a stricter
standard (see page 12 -8 further down)
which limits an absence of the entire
family to 90 consecutive days (before
terminating rental assistance).
The two different standards involves two
different aspects of the program: 1)
denial of initial eligibility to participate in
the program; and 2) termination from the
program once enrolled.