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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.