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HOUSING AUTHORITY OF THE CITY OF ERIE Housing Choice Voucher Program (Section 8) Administrative Plan (Month/Day/Year)
HOUSING AUTHORITY OF THE CITY OF ERIE
Housing Choice Voucher Program (Section 8)
Administrative Plan
(Month/Day/Year)
HOUSING AUTHORITY OF THE CITY OF ERIE ERIE COUNTY, PENNSYLVANIA
HOUSING CHOICE VOUCHER PROGRAM
ADMINISTRATIVE PLAN
Revised Month/Day/Year Board Approved Month/Day/Year
HUD Submittal Month/Day/Year
Chapter Page1. PROGRAMAPPROACHANDOBJECTIVES.......................................................................................................................1-1
A. PURPOSEOFTHEADMINISTRATIVEPLAN.........................................................................................................................1-1B. OVERALLPROGRAMOBJECTIVES.......................................................................................................................................1-1C. STAFFINGANDADMINISTRATIVERESPONSIBILITY............................................................................................................1-2D. OUTREACHINITIATIVES.....................................................................................................................................................1-2E. ELIGIBLETYPESOFHOUSING.............................................................................................................................................1-3F. REGULATIONSGOVERNINGTHEPROGRAM......................................................................................................................1-4G. EQUALOPPORTUNITYREQUIREMENTS.............................................................................................................................1-3H. PRIVACYSTATEMENT.........................................................................................................................................................1-5
2. ELIGIBILITYANDADMISSION.........................................................................................................................................2-1
A. APPLICANTELIGIBILITY......................................................................................................................................................2-1B. WAITINGLIST.....................................................................................................................................................................2-6C. APPLICATIONPROCESS......................................................................................................................................................2-8D. INCOMETARGETING........................................................................................................................................................2-10E. PREFERENCES..................................................................................................................................................................2-11F. PREFERENCEDENIAL........................................................................................................................................................2-11G. SPECIALADMISSION(NON-WAITINGLISTSELECTION)....................................................................................................2-12H. FOSTERYOUTHTOINDEPENDENCEINITIATIVE(FYI).......................................................................................................2-12I. VASH……………………………………………………………………………………………………………………………………………………………………..…..2-13
3. VERIFICATION,INCOMEANDDETERMINATIONOFTTP.................................................................................................3-1
A. VERIFICATIONPOLICY......................................................................................................................................................3-1B. INCOME,ASSETSANDINCOMEEXCLUSIONS...................................................................................................................3-4C. TOTALTENANTPAYMENTANDMINIMUMRENT.............................................................................................................3-5
4. BRIEFINGSANDVOUCHERISSUANCE............................................................................................................................4-1
A. BRIEFINGS..........................................................................................................................................................................4-1B. FAMILYOBLIGATIONS........................................................................................................................................................4-2C. SUBSIDYSTANDARDS.........................................................................................................................................................4-4D. VOUCHERTERM.................................................................................................................................................................4-6E. VOUCHERPORTABILITY.....................................................................................................................................................4-6
5. APPROVALOFANINITIALLEASE...................................................................................................................................5-1
A. REQUESTFORAPPROVALTOLEASEAUNIT.......................................................................................................................5-1B. APPROVALPROCESS..........................................................................................................................................................5-1C. ADDITIONALDOCUMENTATION........................................................................................................................................5-1D. DISAPPROVALOFOWNER.................................................................................................................................................5-2E. FAIRMARKETRENT/PAYMENTSTANDARDLIMITATIONS..................................................................................................5-3F. EXCEPTIONPAYMENTSTANDARDS...................................................................................................................................5-3G. REASONABLERENTDETERMINATIONS..............................................................................................................................5-3H. SECURITYDEPOSITREQUIREMENTS..................................................................................................................................5-4I. SEPARATEAGREEMENTSACCEPTABLETOTHEHACE........................................................................................................5-4
6. HOUSINGQUALITYSTANDARDSINSPECTIONS..............................................................................................................6-1
A. HOUSINGQUALITYSTANDARDSAPPROACH.....................................................................................................................6-1B. VARIATIONSTOHQS..........................................................................................................................................................6-1C. ACCEPTABLEMETHODSOFINSPECTIONS..........................................................................................................................6-1D. INITIALINSPECTIONS.........................................................................................................................................................6-2E. BIENNIALINSPECTIONS……………………………………………………………………………………………………………………………………………….6-2F. SPECIALINSPECTIONS........................................................................................................................................................6-3G. ENFORCEMENTOFINSPECTION……………………………………………………………………………………………………………..………………..…6-3H. 24HOURDEFICIENCIES......................................................................................................................................................6-5I. ABATEMENTOFPAYMENT................................................................................................................................................6-5J. HAPCONTRACTTERMINATION.........................................................................................................................................6-6K. NOTIFICATIONOFINSPECTION..........................................................................................................................................6-6
7. PAYMENTSTOOWNERS................................................................................................................................................7-1
A. HOUSINGASSISTANCEPAYMENTS....................................................................................................................................7-1B. ADJUSTMENTSOFRENTTOOWNER..................................................................................................................................7-1
8. REEXAMINATIONS........................................................................................................................................................8-1
A. REPORTINGREQUIREMENTS........................................................................................................................................................8-1B. REPORTINGEXCEPTIONS..............................................................................................................................................................8-1C. ZEROINCOME...............................................................................................................................................................................8-2D. ANNUALREEXAMINATION............................................................................................................................................................8-2E. TRIENNIALREEXAMINATION.........................................................................................................................................................8-3F. INTERIMREEXAMINATION………………………………………………………………………………………………………………………………………………………8-3G. DISALLOWANCEOFEARNEDINCOMEFORPERSONSWITHDISABILITIES.....................................................................................8-4H. REPORTINGREQUIREMENT..........................................................................................................................................................8-5I. INCORRECTREPORTING................................................................................................................................................................8-5
9. SPECIALFAMILYCIRCUMSTANCES.................................................................................................................................9-1
A. FAMILYBREAKUP................................................................................................................................................................9-1B. REMAININGMEMBEROFTHEFAMILY................................................................................................................................9-1C. SINGLEMEMBERHOUSEHOLD...........................................................................................................................................9-1D. TEMPORARILYABSENTCHILD.............................................................................................................................................9-2E. JOINTCUSTODYOFMINORS...............................................................................................................................................9-2F. LIVE-INAIDE........................................................................................................................................................................9-2G. DISAPPROVALOFLIVE-INAIDE............................................................................................................................................9-3H. VAWA………………………………………………………………………………………………………………………………………………..………………………….9-3
10. EXCLUSIONSTOHOUSEHOLD......................................................................................................................................10-1
A. GENERALPOLICY..............................................................................................................................................................10-1B. ABSENTFAMILY/FAMILYMEMBER..................................................................................................................................10-1C. TEMPORARILYABSENTFAMILYMEMBERS’INCOME.......................................................................................................10-1D. OTHERABSENTFAMILYMEMBERS..................................................................................................................................10-2E. VISITORS..........................................................................................................................................................................10-2F. ABANDONMENTOFUNIT................................................................................................................................................10-2
11. TERMINATIONSANDFAMILYMOVES..........................................................................................................................11-1
A. LEASETERMINATION.......................................................................................................................................................11-1B. HAPCONTRACTTERMINATION.......................................................................................................................................11-2C. TERMINATIONOFASSISTANCETOFAMILY......................................................................................................................11-2D. FAMILYMOVES................................................................................................................................................................11-3E. DEFINITIONOFCONTINUOUSLYASSISTED......................................................................................................................11-4
12. INFORMALREVIEWS&HEARINGS...............................................................................................................................12-1
A. INFORMALREVIEWSFORAPPLICANTS............................................................................................................................12-1B. INFORMALHEARINGFORPARTICIPANTS........................................................................................................................12-3C. HEARINGOFFICERANDCONDUCTOFINFORMALREVIEWS/HEARINGS..........................................................................12-5D. INFORMALREVIEW&HEARINGDECISIONS.....................................................................................................................12-6E. RESTRICTIONONASSISTANCETONON-CITIZENS............................................................................................................12-6
13. REPAYMENTAGREEMENTS.........................................................................................................................................13-1
A. MISREPORTEDORUNREPORTEDINCOME.....................................................................................................................13-1B. OTHERAMOUNTSOWEDHACE.....................................................................................................................................13-1C. REPAYMENTAGREEMENTPOLICY..................................................................................................................................13-2D. REPAYMENTAGREEMENTBYOWNERS.........................................................................................................................13-2E. PROSECUTIONFORFRAUD............................................................................................................................................13-3
14. PROGRAMINTEGRITYANDPERFORMANCE................................................................................................................14-1
A. PROGRAMMONITORING.....................................................................................................................................................14-1B. ETHICS..................................................................................................................................................................................14-1C. QUALITYCONTROL...............................................................................................................................................................14-2D. FINANCIALREPORTING.........................................................................................................................................................14-2E. EXPENDITURETHRESHOLD...................................................................................................................................................14-2
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1.PROGRAMAPPROACHANDOBJECTIVES
A. PURPOSEOFTHEADMINISTRATIVEPLAN
ThisHousingChoiceVoucherProgramAdministrativePlan(“Plan”)establishestheHousingAuthorityoftheCityofErie’s(“HACE”)discretionarypoliciesandproceduresthatwillbeusedintheadministrationoftheHousingChoiceVoucherProgram(“HCVProgram”)inaccordancewithU.S.DepartmentofHousingandUrbanDevelopment(“HUD”)requirements.TheapproachtoprogramfunctionscontainedinthisPlanisapplicabletoadmissionandcontinuedoccupancyintheHousingChoiceVoucherProgram.TheModerateRehabilitationProgramwillbeadministeredinaccordancewiththeapprovedModerateRehabilitationPlan.TheSection8NewConstructionManagementPlanwillgoverntheoperationoftheSection8NewConstructiondevelopments,C.TedDombrowskiandBetterHousing.OtherPoliciesandPlansthatareusedintheadministrationofHACEprogramscanbefoundatwww.hace.org.
ThisAdministrativePlancomplieswiththerequirementsofTitle24oftheCodeofFederalRegulations(“CFR”)part982.54.ThegoalsoftheHousingChoiceVoucherProgramareconsistentwiththeCityofErie’sComprehensivePlan.HACEoperateswithinthelimitsoftheCityofErie,Pennsylvania,exceptforassistancethatisadministeredunderHACE’sportabilityprocedures.B. OVERALLPROGRAMOBJECTIVESTheoverallobjectivesfortheHousingAuthorityoftheCityofErieHCVProgramareintendedtoachievethefollowing:
• Providedecent,safeandsanitaryhousingataffordablecosttovery-lowincomefamilies;
• Expandhousingopportunitiesintheprivaterentalmarket.Includingareasoflowpoverty;
• Encourageparticipationbyownersofresidentialunitsoutsideofareasofpovertyor
minorityconcentration;
• Encourageself-sufficiencyofProgramparticipants;and
• AssurecompliancewiththeHUDregulations,EqualHousingOpportunityrequirements,andHACE’spolicies.
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C. STAFFINGANDADMINISTRATIVERESPONSIBILITYHACE’sHCVProgramDepartmentisresponsibleforadministeringtheHousingChoiceVoucherProgram.TheHCVProgramoperationsarespecialized,andthestaffisassignedtoperformsuchdutiesasintake;outreachtoownersandfamilies;eligibility;leasing/contracting;inspections;andincomeverification,includingreexaminationandcomputationoftenantrent.TheProgramCoordinator,AssistantProgramCoordinatorandHousingSpecialistshandleallphasesoftheHCVprogram,includinginitialexaminationsandlease-up,annualreexaminations,interimreexaminations.Temporarystaffmaybeassignedasneededtosupportdepartmentalfunctions.TheInspectorisresponsibleforalltheHousingQualityStandards(HQS)inspectionsfortheHCVProgramwiththeexceptionofqualitycontrol.TheHCVProgramCoordinatorreportstotheExecutiveDirector.Inaddition,theExecutiveDirector,theControllerandoneAccountantallocateaportionoftheirtimetoHCVProgramfunctions.HACEHCVProgramofficesareopenduringnormalworkinghoursof8:30amto4:30pm,MondaythroughFriday(exceptholidays).ThemaintelephonenumberofHACE’sHCVProgramis(814)456-2028.D. OUTREACHINITIATIVESFamilyParticipationHACEwillmakeavailableinformationaboutthebenefitsofparticipatingintheHCVprogram.Additionalmarketingtargetedtovery-low-incomefamilieswilloccurwhenthepoolofavailableapplicantsonthewaitinglistdecreasestoalevelthatmayaffecttheadmissionsofnewparticipantsorcausetheProgramleasingratestodecrease.Marketingmayincludethepublicationofinformationinlocalnewspaperofgeneralcirculation,publicannouncements,radioadvertisements,and/orspecificmarketingthrough“minoritymedia”.OwnerParticipationHACEwillcontinuetoencouragetheparticipationofqualifiedownersofeligibleaffordablehousinginallareasofitsjurisdiction,provideassistancetoHCVfamiliestoincreasehousingchoice,andtotakereasonableactiontobroadenarea-widehousingchoice.MarketingandoutreachtoownersareinitiatedbyHACEthroughthefollowingfunctions:
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1. TheHCVProgrammaintainsup-to-datelistingsofavailableunitsandinterestedowners.Ownersmayrequesttobeplacedonthelistingsheet.OwnersofrentalpropertywhocontacttheHCVProgramOfficewillbeencouragedtolistadditionalproperties.TheHCVProgramstaffcontinuouslymarketstheProgramthroughcontactswithexistingownersofHCVProgramproperties,generaldiscussionsdesignedtointerestnewownerparticipationandowneroutreachsymposiums.
2. InformationaboutowneropportunitiesinHACE’sHCVProgramisobtainablebycontacting
theHCVProgrammanagementoffice.Owner’sguidebooksareavailabletoprovidegeneralPrograminformationandtohighlightthebenefitsofprogramparticipationasanowner.
3. GeneralmarketingbyHACEmayincludethepublicationofadvertisementsinalocal
newspaperofgeneralcirculation,publicannouncements,radioadvertisementsand/orspecificmarketingthrough“minoritymedia”.
E. ELIGIBLETYPESOFHOUSINGTheHCVProgramprovidesparticipantswiththeopportunitytochooseaffordableprivate-markethousingthatmeetstheirneeds.ThefollowingtypesofhousingmaybeselectedbyparticipantsoftheHousingChoiceVoucherProgram(unlessotherwisedesignated)andareconsideredapprovablebyHACE.
• Single-familyresidences,duplexes,low-riseandgardenapartments,townhousesandhigh-rises.
HACEalsoapprovesthefollowingspecialhousingtypeintheHCVProgram:
• SingleRoomOccupancy(SRO)unitsasdefinedin24CFR982sub-partM.
Ingeneral,HACEisnotrequiredtopermituseofspecialtypesofhousinginitsprogram.However,HACEwillpermituseofanyspecialhousingtypeifneededasareasonableaccommodationsothattheprogramisreadilyaccessibletoandusablebypersonswithdisabilitiesinaccordancewith24CFRPart8.F. REGULATIONSGOVERNINGTHEPROGRAMTheHCVProgramisgovernedbyHUDHandbook7420.7,whereapplicable,federalregulation(24CFRparts5,982and985),HUDMemos,PIHNotices,HUDguidelinesand/orotherapplicablelaw.IfanyamendmentstoHUD’srules,regulationsorguidelinesconflictwiththisPlan,suchrules,regulationsorguidelineswillsupersede.
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G. EQUALOPPORTUNITYREQUIREMENTSHACEcomplieswithallapplicablefederal,stateandlocalnondiscriminationandequalopportunitylawsincludingtheFairHousingAct;TitleVIoftheCivilRightsActof1964;theAgeDiscriminationActof1975;ExecutiveOrder11063;Section504oftheRehabilitationActof1973;andTitleIIoftheAmericanswithDisabilitiesActandHUD’SEqualAccessRule24CFR5.106.TheHousingChoiceVoucherprogramrequiresallcompliancewithallequalopportunityrequirementsimposedbycontractorfederallaw,includingtheauthoritiescitedat24CFR5.105(a)andTitleIIoftheAmericanswithDisabilitiesAct,42U.S.C.12101,etseq.HACEprohibitsdiscriminationbasedonrace,color,religion,gender,age,nationalorigin,disabilityorfamilystatus,andprovideshousingwithoutregardtoperceivedsexualorientation,genderidentityormaritalstatus.HACE’sadministrativeofficeisaccessibletopersonswithphysicaldisabilities.ThemaintelephonenumberofHACEis(814)452-2425.HearingimpairedindividualsmaycontactHACEat(814)455-1797whichisaTDD/TDY/Voicetelephonenumber,orDial711forthePARelayServiceasindicatedinthissection.Informationonhousingdiscriminationwillbeprovidedtoeacheligibleapplicantincludedintheirvoucherbriefingpacket.IfafamilyclaimsthatillegaldiscriminationhaspreventedthemfromfindingorleasingasuitableunitundertheProgram,HACEwillprovidethefamilywithinformationonhowtocompleteandfileahousingdiscriminationcomplaint.OwnersofpropertyassistedundertheHCVProgrammustcomplywithallfederal,stateandlocalequalopportunityandfairhousinglaws,includingtheFairHousingAct.AnownerwhoviolatestheselawswillbedeemedtobeineligibleforparticipationintheHCVProgramandmaybesubjecttoprosecution.SpecialNeedsandReasonableAccommodationHACEwillmakeeveryefforttoreasonablyaccommodatepersonswithdocumentedspecialneedsasmandatedbytheAmericanswithDisabilitiesAct,42U.S.C.12101etseq.TheseeffortswillbemadeforallpersonswithwhomHACEconductsbusinessincludingbothapplicantsandtenantsinaccordancewith24CFRPart8.Section504oftheRehabilitationActof1973asamendedandHACE’sReasonableAccommodationPolicy.Additionalactions,whichmaybetaken,includebutarenotlimitedto:1. Additionaltelephonecallstoaccommodatethespecialneeds2. Schedulingadditionalappointments
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3. Contactingafamilymember,caseworkerorotherpersonwhoassiststhefamily,withtheapplicant/participant’spriorpermission
4. ProvidingalternateequallyeffectiveformsofcommunicationHomevisits5. Communicationsusingemailortextmessaging6. TheuseofaTTD/TTYtelephonenumber7. PARelayServiceDial711orthebelowtoll-freenumbers:
• TTY:1-800-654-5984• Voice:1-800-654-5988• Speech-to-Speech:1-800-308-9292• Spanish:1-844-308-9291
DocumentedSpecialNeed–mustbeasignedstatement,fromaqualifiedprofessionalwhoisfamiliarwiththeindividual(applicantorresident)andtheirdisability,indicatingthattheindividualwouldbenefitfromtheaccommodation.TheHousingAuthorityoftheCityofErieiscommittedtotheFairHousingAct,whichamongotherthings,prohibitsdiscriminationagainstpersonwithdisabilities.Inaccordancewithourstatutoryresponsibilitiesandmanagementpolicies,wewillmakereasonableaccommodationsinourrules,policies,practices,orservices,whensuchaccommodationsmaybenecessarytoaffordpersonswithdisabilitiesanequalopportunitytobeabletouseandenjoytheirhousingcommunity.HACEReasonableAccommodationPolicystatestheprocesstorequestareasonableaccommodationcanbefoundatwww.hace.org.IfatanytimeafamilyisuncooperativewithHACE’seffortswithrespecttoreasonableaccommodation,HACEwilltakeactioninaccordancewiththeregularoperatingpoliciesandproceduresofHACE,includingthosecontainedwithinthisPlan.H. PRIVACYSTATEMENTItisthepolicyofHACEtofacilitatetheprivacyofindividualsconferredunderthePrivacyActof1974,andtoensuretheprotectionofsuchindividual’srecordsmaintainedbyHACE. Therefore,unlessitisrequiredorpermittedbylaw,HACEshallnotdiscloseanypersonalinformationcontainedinitsrecordstoanypersonoragencyunlesstheindividualaboutwhominformationisrequestedgivesHACEwrittenconsenttosuchdisclosure.ThisprivacypolicyinnowaylimitsHACE’sabilitytocollectsuchinformationasitmayneedtodetermineeligibility,computerentordetermineanapplicant’ssuitabilityfortenancy.
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2. ELIGIBILITYANDADMISSION
A. APPLICANTELIGIBILITYEligiblefamiliesareadmittedtotheHCVProgrambaseduponfamilycomposition,incomelimits,citizenshipandothercriteriaasdefinedbyHACEandHUD.1. EligibilityCriteriaTobeeligibleforadmissionforparticipation,anapplicantmustmeetthecriteriaforeligibilitydeterminationasestablishedbyHUD,aswellasanyadditionalcriteriaestablishedbytheHousingAuthorityoftheCityofErie.HUDhasestablishedthefollowingbasicfactorsforeligibility:
• FamilyComposition• IncomeLimits• Citizenshipandeligiblenon-citizenstatus• AdmissioncriteriarelevanttopriorhistoryinanyHUD-assistedprogramsand
criminalhistorychecks.
2. FactorsforDeterminingEligibility
Thefamily’seligibilityforplacementonthewaitinglistwillbebasedonthefollowingfactorsandwillnotbeverifieduntilselectionfromtheapplicantpoolforhousingassistanceismade.Afamilyisdefinedasapersonorgroupofpersons:
a. Regularlylivingtogether,relatedbyblood,marriage,adoption,guardianship,
evidencingastablerelationship,operationoflaw;oranelderlyfamily,singleperson,singlepregnantwomanwithnootherchildren,oradisplacedperson,asdefinedbyHUD;
b. Whoseannualincome,atthetimeofadmission,doesnotexceedtheincomelimits
foroccupancyasestablishedbyHUDandpostedseparatelyinHACE’soffices;
c. Whomeetorexceedthescreeningcriteria;and
d. Otherindividuals,includingfosterchildren,live-inaides,andmemberstemporarilyabsent,maybeconsideredtobeapartofthefamilygroupiftheyarelivingorwillliveregularlywiththefamily.(RefertoChapter9ofthisplan.)
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3. IncomeLimits
ApplicantsmustqualifyforadmissiontotheHCVProgrambasedupontotalannualincomeforallmembersofthehouseholdfamily.Eligibilityisdeterminedusingthefollowingincomecategories:
a. Extremely-low-incomefamilies(IncomeTargetingEligible)
Familieswhoseincomes,atthetimeofadmission,donotexceed30%oftheareamedianincome.Seventy-five(75%)ofallnewadmissionstotheHCVProgramwillbeinthiscategory.b. Very-low-incomefamilies
Familieswhoseincome,atthetimeofadmission,donotexceedthevery-low-incomelimitsestablishedbyHUD,butaregreaterthantheextremely-low-incomelimit.c. Low-incomefamilies
Familieswhoseincomes,atthetimeofadmission,donotexceedthelow-incomelimitestablishedbyHUDandmustmeetreasonsidentifiedin24CFR982.201(b),(ii),(iii),(iv),(v)&(vi).4. CitizenshipAnapplicantmustbeeligibleasaCitizenoftheUnitedStatesoraNon-Citizenwhohaseligibleimmigrationstatusasdeterminedinaccordancewith24CFRpart5SubpartE.CitizensoftheRepublicofMarshallIslands,theFederatedStatesofMicronesiaandtheRepublicofPalauwhoareeligibleforassistance,areentitledtoreceiveapreferenceforhousingassistance,exceptthatwithinGuam,suchpersonsarenotentitledtohousingassistanceinpreferencetoanyUnitedStatesCitizenornationalresident.ADeclarationofCitizenshipStatusformmustbesignedforallfamilymembers,includingchildren.Verificationofeligiblecitizenshipstatuswillbeconducteduponreceiptofthefinalapplication.5. OtherCriteriaAllapplicantsandparticipantsoftheHCVProgrammustmeetotherspecificeligibilitycriteria.HACEwillperformcriminalhistorybackgroundchecksinPAandnationallytoincludewherehouseholdmembersareknowntohaveresided,inaccordancewith24CFR5.856.PolicereportsmayalsobeusedforverificationTheHousingAuthorityoftheCityofEriemaydenyprogramassistancetoanapplicant(ormayterminateparticipationforaparticipant)ifanyoneofthefollowingoccurs:
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a. Anymemberofthefamilyhasbeenevictedfromanypublichousing,Indianhousing,Section23oranyHCVProgrambecauseofdrug-relatedcriminalactivityasdefinedin24CFR982.4,orifanymemberofthefamilyhasbeenevictedfrompublichousingforanyotherreasoninthepast7years.The7yearperiodshallbeginonthedateofsucheviction.HACEwillobtainverificationfromthePublicHousingAuthority(“PHA”)ortheowneroffederallyassistedhousingifapplicable.
b. AnyPHAhasterminatedprogramassistanceforviolationoffamilyobligationsorprogram
regulationsundertheVoucherprogrambyanyfamilymemberinthepast7years.HACEwillobtainverificationfromthePHAifapplicable.
c. Anymemberofthefamilyhascommitteddrug-relatedcriminalactivityorviolent
criminalactivitywithinthepast7yearsasdefinedin24CFR982.4.
d. Anyfamilymember,inthepast7years,hasdemonstratedapatternoftheabuseofalcoholorapatternofillegaluseofacontrolledsubstancethatmayinterferewiththehealth,safetyorrighttopeacefulenjoymentofpersonsresidingintheimmediatevicinityoftheresidence(neighbors).IfHACEhasreasontobelievethatadetrimentalpatternexists,additionalinquirymaybeinitiatedthroughsuchresourcesaspoliceandmedicalrecords(ifavailable)todetermineifthereisathreattothehealth,safetyorrighttopeacefulenjoymentofneighbors.
e. Anyfamilymemberhaseverbeenconvictedofmanufacturingorproducing
methamphetamineonthepremisesofafederallyassistedhousingdevelopmentorunitinviolationofanyfederalorstatelaw.TheseindividualswillbepermanentlydeniedadmissiontoHACE’sHCVProgram.
f. Anymemberofthefamilycommitsseriousviolentcrimesasfollows:
• Anymemberhaseverbeenconvictedofamajorfelonysuchas:murder,rapeor
terrorism,butnotnecessarilylimitedtotheseitems,shallbedeniedhousingforaperiodof10yearsfromdateofsuchconviction;
• Haseverbeenconvictedofanyformofsexualcrime,orcrimesagainstminor
children,orhaveahistoryofarrestsforanyform(s)ofsexualcrimeorcrimesagainstminorchildrenshallbedeniedhousingforaperiodof10yearsfromdateofsuchconviction;or
• Anymemberhaseverbeenconvictedasasexoffenderandsubjecttoalifetime
registrationwithfederal,stateorlocallawenforcementagencies.TheseindividualswillbepermanentlydeniedadmissionbyHACE.
g. Thereisahistoryofcriminalactivityonthepartofanyapplicantfamilymemberinvolving
crimesofphysicalviolencetopersonsorpropertyandothercriminalactswhichwould
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h. affectthehealth,safetyandwelfareofotherresidents,includingbutnotlimitedtoarrestorconvictionfordrug-relatedoffenses.AnymemberofthefamilyhaseverengagedinorthreatenedabusiveorviolentbehaviortowardHACEpersonnel.
i. Thereisarecordofdisturbanceofneighbors,destructionofproperty,or,livingor
housekeepinghabitsatpriorresidenceswhichmayadverselyaffectthehealth,safetyandwelfareofotherresidentsorneighbors.
j. Anyfamilymemberhascommittedanyfraud,briberyorothercorruptorcriminalactin
connectionwithanyfederalhousingprogram.
k. ThefamilycurrentlyowesrentorotheramountstoHACEorforanyprevioustenancyinHUD-assistedhousingprograms.
l. ThefamilyhasbreachedanagreementwithHACEtopayamountsowedtoHACE,or
amountspaidtoanownerbyHACE.
m. ThefamilyhasnotreimbursedaPHAorotherfederallysubsidizedprogramsforamountspaidtoanownerunderaHAPcontractforrent,damagestotheunit(contractseffectivepriorto10-2-1995)orotheramountsowedbythefamilyunderthelease.
n. Anymemberofthefamilyfailstosignandsubmittherequiredconsentformsfor
obtaininginformation,includingformHUD9886.
o. OtherreasonsarerequiredbyHUDregulationsorotherapplicablelaw.6. ProtectionsundertheViolenceAgainstWomenActTheViolenceAgainstWomenandJusticeDepartmentReauthorizationActof2017(VAWA)isagenderneutralprotectionforthevictimsofdomesticabuse.Accordingly,victimsofdomesticabusewillnotbediscriminatedagainstduringtheapplicationprocesswithregardtoeligibility,orhavepenaltiesregardingcontinuedparticipation/tenancyifahouseholdmemberisthevictimofdomesticviolence,datingviolence,sexualassaultandstalking.HACEmaynotconsiderincidentsofdomesticviolence,datingviolence,sexualassaultandstalkingasseriousorrepeatedviolationsoftheleaseor“goodcause”forterminationofassistance,tenancy,oroccupancyrightsofthevictimofabuse.HACEmaynotconsidercriminalactivitydirectlyrelatingtoabuse,engagedinbyamemberofthetenant’shouseholdoranyguestorotherpersonunderthetenant’scontrol,causeforterminationofassistance,tenancy,oroccupancyrightsifthetenantoranimmediatememberofthetenant’sfamilyisthevictimorthreatenedvictimofthatabuse.
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HACEmayrequest,inwriting,thatthevictim,orafamilymemberonthevictim’sbehalf,certifythattheindividualisavictimofabuseadthattheformHUD-5382CertificationofDomesticViolence,DatingViolence,SexualAssault,orStalking,andAlternateDocumentationorotherdocumentationasnotedonthecertifiedform,becompletedandsubmittedwith14days,oranagreeduponextensiondate,toreceiveprotectionunderVAWA.Failuretoprovidethecertificationorothersupportingdocumentationwiththespecifiedtimeframemayresultinevictionortheterminationofrentalassistance.AllHACEtenant’s/participantswillsignaLeaseAddendum(FormHUD-91067)informingthemoftheirrightsunderVAWA.7. EvidenceofCriminalActivity
HACEwilldenyassistancetoafamilybasedupondrug-relatedcriminalactivity,violentcriminalactivity,oralcoholabuseifthepreponderanceofevidenceindicatesthatafamilymemberhasengagedinsuchactivity,regardlessofwhetherthefamilymemberhasbeenarrestedorconvicted.HACEwillusethepreponderanceofevidencedefinitioninBlack’sLawDictionary,whichis:“EvidencewhichisgreaterweightormoreconvincingthantheevidencewhichisofferedInoppositiontoit;thatis,evidencewhichasawholeshowsthatthefactsoughttobeprovedismoreprobablethannot.”8. EligibilityExceptions
a. HACEmaynotdenyadmissiontotheHCVProgramforafamilymember’sdrug-related
criminalactivityifthefamilymembercandemonstratethefollowing:
1) hasanaddictiontoacontrolledsubstance,hasarecordofsuchimpairment,orisaregardedashavingsuchanimpairment;and
2) hasrecoveredfromsuchaddiction,doesnotcurrentlyuseorpossesscontrolled
substances,and;• Hassuccessfullycompletedasuperviseddrugoralcoholrehabilitationprogram;
• Hasotherwisebeenrehabilitatedsuccessfully;or
• Isparticipatinginasuperviseddrugoralcoholrehabilitationprogram.
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b. HACEwillnotdenytheadmissiontotheHCVprogramforafamilymember’sdrug-relatedcriminalactivity,violentcriminalactivityoralcoholabuseifthefamilymemberinvolvedinsuchactivityorabuseisnolongeramemberofthehousehold.
c. However,HACEshallpermanentlydenyadmissiontoanyindividualsconvictedof
manufacturingorproducingmethamphetamineonthepremisesofafederallyassistedhousingdevelopmentorunitinviolationofanyfederalorstatelaw.
B. WAITINGLIST1. WaitingListMaintenanceTheHCVProgramofHACEmaintainsaseparatewaitinglistfromitsPublicHousingProgram.HACEutilizesarandomlotterysystemtopositionapplicantsonthefinalHCVwaitinglist.TheAuthoritywilldetermineareasonableperiodfortheopeningandclosingofapplications.HACEwillnotacceptapplicationspriortotheopeningandaftertheclosingoftheenrollmentperiod.Applicantsareselectedfromthewaitinglistinnumericalorderfromlowesttohighest.Onlyafterafinalapplicationiscompletedwilladeterminationbemadeonanapplicant’seligibility.
ApplicantsmustinformHACEofanychangestoinformationlistedontheapplication(e.g.,address,phonenumber,email).FailuretonotifyHACEofsuchchangesmayresultintheapplicant’sremovalfromthewaitinglist. Atminimum,thewaitinglistwillcontainthefollowingapplicantinformation:
a. Applicantname,addressandSocialSecurityNumberb. Familymembersc. Dateofapplicationd. Racialandethnicdesignationofheadofhouseholde. Lead-SafeHousingPreferenceforlocalfamilieswithchildren
2. CrossListing
IfHACE’swaitinglistforthePublicHousingProgramisopenwhenanapplicantisplacedonthewaitinglistforitsHCVProgram,theapplicantcanrequesttocompleteaPublicHousingpreliminaryapplication.
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3. Opening/ClosingoftheWaitingList
IfHACEistakingapplicationonanopen-enrollmentbasisanddecidestoclosethewaitinglist,HACEwilldosoinaccordancewithHUDregulations.
IfthewaitinglistisclosedandHACEdecidestoopenthewaitinglist,HACEshallpubliclyannouncetheopeninginthemannerprovidedin24CFR982.206.Duringtheperiodwhenthewaitinglistisclosed,HACEwillnotmaintainalistofindividualswhowishtobenotifiedwhenthewaitinglistisreopened.4. RemovingNamesfromtheWaitingListHACEwillremovethenameofanapplicantfromtheHCVwaitinglistwhenthereisnoresponsetoarequestforadditionalorupdatedinformation.SucharequestwillbemadebyHACEinwritingandaddressedtotheapplicantattheircurrentorupdatedaddresslistedontheapplication.Therequestwillincludeadeadlinedateandnoticeofremovalfromthewaitinglistfornon-compliance.Ifthereisnoresponsewithin14days,HACEwillnotifytheapplicant,bymail,thattheirrequestforhousingassistanceisdenied.ThenoticewillalsoinformtheapplicantoftheiropportunityforanInformalReview.Ifanapplicant’sfailuretorespondtoarequestforinformationorupdatewascausedbytheirverifieddisability,HACEwillprovidereasonableaccommodationtogivethemanopportunitytorespond.Anapplicantmayremovetheirnamefromthewaitinglistbyrequestingthattheirapplicationbecancelled.SuchrequestmustbemadeinwritingtoHACE.Subsequenttocancellation,anapplicantmayreapplywhenthewaitlistenrollmentperiodisopenagain,butwillnotbegivenconsiderationfortheirpositiononthewaitinglistundertheirpreviousapplication.5. FundingLimitationsIfHACEdoesnothavesufficientfundstosubsidizethefamilyunitsizeofthefamilyatthetopofthewaitinglist,HACEwillnotskipthetopwaitinglistfamilyinordertoadmitanapplicantfamilywithasmallerfamilyunitsizethatcanbeimmediatelysupportedwithavailablefunding.
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C. APPLICATIONPROCESS1. ApplicationPolicyThepolicyofHACEistotreatallapplicantsinafairandconsistentmanner.AllfamilieswhoareinterestedinapplyingforHACE’sHousingChoiceVoucherProgrammustcompleteapreliminaryapplicationwhenenrollmentisopen.HACEmaintainsasinglewaitinglistfortheHCVProgram.Anyfamilywhohasfailedtopayanoutstandingbalanceconsistingofuncollectedrentand/ormiscellaneouschargesowedtoHACEoranyotherfederallyfundedhousingprogramwillbepermittedtocompleteanapplication.However,aninitialdeterminationofineligibilitywillbemadebaseduponsuchdebtsowed.2. PreliminaryApplicationToparticipateintheHCVProgram,familiesmustmakeapreliminaryapplicationtoHACEusingtheformsprescribedbyHACEandHUD.AprospectiveapplicantcanobtainanapplicationfromHACEHCVProgramofficeorapplyonthewebsiteduringtheopenenrollmentperiod.Instructionsareprovidedwiththeannouncement.Applicantswillbenotifiedbymailoftheirpositiononthewaitinglist.3. FinalApplication
Whenanapplicanthasreachedthetopofthewaitlistandisselectedtoprocesstheirapplication,afinalapplicationpacketwillbemailedtocompleteandprovidenecessarydocumentationondateinstructed.Communicationmaybeconductedbyphone,mail,inpersonorothermeansacceptabletoHACE.Thefinalapplicationpacketmustbecompletedandsignedbythehead-of-household,spouseandallotheradultmembers.Applicantswhosubmitapplicationsorrelateddocumentsthatareincompleteand/orunsignedwillbeconsideredtobeineligibleforplacementonthewaitinglist.IfthepacketisreturnedtoHACE(e.g.unknownaddress,vacant,etc.)orthereisnoresponsebyduedate,theapplicationwillbepurgedfromthewaitlist.Iftheapplicantisremovedfromthewaitinglistbecauseoftheirfailuretorespondwasduetoaverifieddisability,HACEwillreinstatetheapplicanttotheirformerpositiononthewaitinglist.AlladultmembersmustsigntheReleaseofInformationFormsfortheapplicationtobeconsideredcomplete.
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Applicantswillberequiredtoprovidethefollowinginformationduringtheprocessingofthefinalapplication:
• Annualincome;• Assetinformation;• FamilyCompositionandproofofageofallfamilymembers;
(e.g.:BirthCertificates)• MedicalExpenses(disabledand/orelderly);• SocialSecurityCardsforallmembers;• Verificationofcitizenshipand/oreligiblenon-citizenstatus;• Verificationofdisabilitystatus;• PhotoIdforadults18yearsandover;and• OtherinformationHACEmayrequiretodetermineeligibility.
HACEwillmakespecialaccommodationstoassistanapplicantwithadisabilitytocompleteanapplication.Anapplicationinaccessibleformatmaybemadeavailableattherequestofthepersonwithadisability.4. NotificationofEligibilityforParticipationUponcompletionofthefinalapplicationandtheinformationcontainedtherein,theapplicantwillbesentoneofthefollowing:
a. Iftheapplicantmeetstheeligibilitycriteria,aletterwillbesent,whichwillindicate,
basedupontheapplicationsubmitted,thattheyappeartoqualifyforparticipationintheHCVprogram.TheywillalsoreceiveanextendedVoucherbriefingpacket.
Normally,uponnoticeofeligibility,anapplicantwillreceiveinformationregardingavoucherbriefing.IntheeventthatHACEisinashortfall(atimewhenfundingutilizationexceedsfundingreceivedbyHUD),applicantswillreceivenotificationofeligibilityonly.
Applicantswhoreceivedadeterminationofeligibilityduringshortfall,willbeissued
vouchersinapplicationnumberorderwhenadditionalfundingisavailabletoHACE.
b. ApplicantswhoaredeterminedtobeineligibleorunsuitableforadmissionwillbenotifiedpromptlybymailorothersuitablemeanssuchasemailofHACE’sdecision.TheseapplicantswillreceiveaNoticeofIneligibilityfromHACEstatingthebasisforsuchdetermination.HACEshallprovidesuchapplicantswithanopportunityforaninformalreviewofthedetermination.TheapplicantmustcontactHACEinwritingwithin14daysofreceiptoftheLetterofIneligibility.Upontimelyreceiptoftheapplicant’srequestforreview,HACEwillscheduletheinformalreview.Thereviewshalloccurwithina
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reasonabletimeframefollowingthedeterminationofineligibilityorunsuitability.TheLetterofIneligibilitytotheapplicantwillincludethereasonforthedetermination.Applicantsdeterminedineligibleforviolentcriminalactivityordrugrelateactivityasaresultoftheinformalreview,willbeconsideredineligibletoreapplyforaperiodof1year.Applicantsdeniedforotherreasonsmayreapplybaseduponthedecisionissuedatthereview.
Aftertheineligibilityperiodhasexpired,applicantsmayreapplyforhousingsubjecttotheconditionsdescribedinthesepolicies.
c.Intheeventthefamilyisineligibleduetonon-citizenstatus,HACEwillnotifythe
familyinwritingofineligibility.TheletterwillinformthemoftheirrighttoaDepartmentofHomelandSecurity(DHS)appealand/orPHAInformalReviewandotherapplicablerequirementsof24CFR5.5.
Intheeventofasubsidyshortfall,HACEwillbeunabletoselectapplicantsandprocesswaitlisteligibilitydeterminationsuntilfundingisavailable.Applicantswhowereinprocessbeforetheshortfallwillreceiveeligibilitydeterminations(referto4a).D. INCOMETARGETINGAllinformationontheapplicationwillbeverifiedwhenHACEestimatesthataVouchercanbeissuedwithin60days.Afamilywillnotbeselectedforadmissionuntilverificationofallrequiredinformationhasbeenprovided.Toassurecompliancewith§513oftheQualityHousingandWorkResponsibilitiesActof1998,familieswillbeselectedfromthewaitinglistbaseduponIncomeTargetingrequirementsinaccordancewiththefollowing: 1. SelectionwillbemadebaseduponHACE’sobligationthatatleastseventy-fivepercent
(75%)ofallnewadmissionstotheHCVProgramdonothaveincomesthatexceed30%oftheareamedianincome;
2. HACEwillmonitoradmissionsevery6monthstodeterminecompliancewiththe75%
IncomeTargetingrequirement;and
3. HACEwilladmitfamiliestotheHCVProgramtocomplywiththeIncometargetingrequirementandmayadjustthewaitinglistselectiontodoso.
AtanytimeHACEmay,atitssolediscretionandwithoutnotice,adjusttheselectionofIncomeTargetingEligiblefamiliestoanamountbetween75%and100%,ifithasdetermined,thataninsufficientnumberofhouseholdincomesdonotexceedthe30%areamedianincome.
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Wherenecessary,arequestwillbemadetoHUDbyHACEtoestablishandimplementdifferenttargetingstandards,for“goodcause”,inaccordancewithHACE’sAgencyplan.“Goodcause”mayinclude,butisnotlimitedto,therequirementtohouseeligiblefamiliesasspecialnon-waitinglistadmissionsandthetreatmentofthefamily’sincomeforthepurposesofeligibilityandFederalIncomeTargeting.E. PREFERENCESFamilieswhoqualifyforaPreference,asdefinedinthissection,willbeadmittedpriortofamilieswhodonothaveaPreference.AllPreferenceswillberatedasequal,havingnoindividualweightoraggregatevalueformultiplepreferences.HACEwillplacefamiliesonthewaitinglistbyapplicationnumber,andbythePreferencesasdescribedbelow:a. SpecialLead-SafeHousingPreferenceforLocalFamilieswithChildren
AnyapplicantfamilywhocurrentlyresidesinaunitwhichhasbeenselectedfortheHUD-fundedLeadHazardControlProgramoperatedbytheRedevelopmentAuthorityoftheCityofErieandwho:
• Has,asoneofitsmembers,achildunder6yearsofage;and
• ResidesintheCityofErie
b. YouthtoIndependence(FYI)VoucherPreferenceAneligibleFYIparticipantwhohascompletedtheir36monthvouchertermmaybeeligibleforaHCVpreferenceonthewaitinglist.F. PREFERENCEDENIALApreferencedoesnotguaranteeadmission.TheapplicantmustmeetallHACEtenantscreeningcriteriabeforebeingselectedasatenant.Iftheapplicant’sSpecialLead-SafeHousingpreferencecannotbeverified,theapplicantwillbeplacedbackonthewaitinglistintheiroriginalpositionandnotifiedofthepreferencedenialandgiventheopportunityforaninformalreview.IfanFYIparticipantwhosevoucherhasterminatedandisdeniedapreferenceforaHCV,theparticipantwillbenotifiedofthepreferencedenial,andgiventheopportunityforaninformalhearing.
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G. SPECIALADMISSIONS(NON-WAITINGLISTSELECTION)AspecialadmissionistheadmissionofanapplicantwhoisnotonHACE’swaitinglistorwhoisadmittedwithoutconsiderationoftheapplicant’swaitinglistposition.HACEwilladmitfamiliesasspecialadmissionsunderthefollowingconditions: 1. IfHUDawardsfundingthatistargetedforfamilieslivinginspecifiedunits:
• HACEwillusetheassistanceforthefamilieslivingintheseunits;and
• HACEwillmaintainrecordsshowingthatafamilywasadmittedwithHUD-targetedassistance.
2. HACEwilladmitafamilywhoispartofaHUDOfficeofInspectorGeneral(“OIG”)
witnessprotectionprogram,providedthattheOIGfurnishesawrittenthreatassessmentthatrecommendsre-housingthefamilytoavoidorminimizeriskofviolenceagainstfamilymembersasareprisalforprovidinginformation.
H.FOSTERYOUTHTOINDEPENDENCEINITIATIVEVOUCHERS(FYI)
FYIvouchersarereservedforyouthages18andnotmorethan24yearsold,whohaveleftfostercareorwillbeleavingfostercarewithin120daysandareatriskofbecominghomeless.
FYIvoucherswillberequestedfromHUDonanasneededbasisasreferredapplicantsapplyforhousing.ReferralstoHACEareonlyavailableforindividualswhoqualifythroughtheErieCountyOfficeofChildrenandYouth.
IfareferredapplicantiscurrentlyontheHCVwaitlist,theywillbeselectedinorderoftheirpositionontheHCVwaitlistinaccordancewithHACEadmissionpolicies.Theirapplicationcannotberemoved,cancelledorwithdrawn,inanticipationofaFYIvoucheravailability.
IfHACEHCVwaitlistisclosed,itwillreopenandclose,toacceptanFYIapplicantyouth,withoutopeningthewaitlistforotherapplicants.
FYIapplicantsaresubjecttothesamescreeningproceduresandeligibilityrequirementsasanHCVapplicant.Ifeligible,theywillbeofferedavoucheronceHACEreceivesapprovalfromHUD.Ifineligible,theycanrequestanInformalReview(seechapter12).
Thefamilywillhaveamaximumofthree(3)yearstousethevoucher.Attheendof3years,thevoucherwillbegiventoanotherFYIqualifiedapplicantorturnedbackintoHUD.IfthereisanHCVavailableatthetimeoftheFYIvoucherexpirationHACEoranotherHousingAuthoritymayabsorbthetenantintotheirHCVprogram.
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PortabilityrequirementsforaFYIvoucherarethesameasHACE’sstandardHCVwithoneexception.HACEhaselectedtowaivethe1styearresidencywithintheCityofEriesothatFYIapplicantsmayporttoErieCountyimmediatelywhentheyreceivetheirvoucher.OtherthanportingtotheCounty,aFYIvoucherholdermustresidewithintheCityofEriefor1yearbeforeportingelsewhere.I.VASHHACEadministersvouchersspecificallyforhomelessVeteransandtheirfamilieswhoarereferredbytheVeteransAffairsMedicalCenter(VAMC).TheVAMCmaintainstheVASHwaitlistandconductstheirscreeningforeligibility,priortoawrittenreferralforavoucher.HACEisrequiredtoverifyaLifetimeSexOffenderregistrationandincomelimitsfordeterminationofeligibility.Afteradmission,aparticipantwhowishestoaddanotherhouseholdmember,willbesubjecttotheHCVstandardscreeningcriteria.
VASHvouchersareportabletoanyHousingAuthoritythatadministersHCV’s.AspartoftheVASHvoucherrequirement,theVeteranmustagreetocomplywithrequiredcasemanagementactivitiesthroughtheVAMCorthevouchermaybeterminated.
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3. VERIFICATION,INCOMEANDDETERMINATIONOFTTPA. VERIFICATIONPOLICY1. Third-PartyVerificationHACEwillrequirethatallapplicantsandparticipantssignHUDandHACErequiredReleaseandConsentformsforthepurposeofobtainingindependentverificationspertainingtoeligibilityandrentdeterminations.Third-partywrittenverificationwillberequestedbyHACEtotheextentthatsuchverificationispossible.Incaseswhereappropriatethird-partyverificationcannotbeused,HACEwilldocumentthefileastowhyanothermethodwasused.HACEwillattempttoobtainallverificationsforthepurposeofdetermininganticipatedincomeandexpensesforthesubsequent12monthperiod.EnterpriseIncomeVerification(EIV)asaccessedinaccordancewithHUDrequirementshallbethefirstsourceofthird-partyverificationtotheextentthatsuchinformationisavailable.HACE,atitsdiscretion,mayuseotherHUD-allowedvariationsapplicabletothisverificationpolicy.Inaccordancewith24CFR§982.516(a)(2),HACEwillmakeveryreasonableattempttoobtainanddocumentintheapplicant/participantfilethirdpartyverificationofthefollowingfactors:
• Reportedfamilyannualincome;• Thevalueofassets;• Expensesrelatedtodeductionsfromannualincome;and• Otherfactorsthataffectthedeterminationofadjustedincome.
HACEwillusethemosteffectivethirdpartyverificationtechniquesavailableandwillapplytheminthepriorityorderlistedbelow:
a. UpfrontIncomeVerification(UIV)(Priority1):Theverificationofincomebeforeor
duringafamilyreexamination,throughanindependentsourcethatsystematicallyanduniformlymaintainsincomeinformationincomputerizedformforanumberofindividuals.
HUD’sEnterpriseIncomeVerification(EIV)systemshallbethefirstchoiceofUpfrontIncomeVerificationtobeusedinitsentiretytoverifytenantincomeandemploymentinformation.
HACEmayuseotherUIVresourcesincluding,butnotlimitedto:• Privatesectordatabases(e.g.,TheWorkNumber)• Stategovernmentdatabases
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b. WrittenThirdPartyVerification(Priority2):Anoriginalorauthenticdocumentgeneratedbyathirdpartysourcedatedeitherwithinthesixty(60)dayperiodprecedingthereexaminationorHACErequestdate.Suchdocumentationmaybeinthepossessionofthetenant(orapplicant),andiscommonlyreferredtoastenant-provideddocuments.HACEmay,atitsdiscretion,rejectanytenant-provideddocumentsandfollowupdirectlywiththesourcetoobtainnecessaryverificationofinformation.
Examplesofacceptabletenant-provideddocumentation(generatedbyathirdpartysource)include,butarenotlimitedto:paystubs,governmentawardletters,medicalbills,incometaxdocuments,checks,bankstatements,payrollreportsorotherdocumentsthatwouldprovideinformationastoapplicablecurrentorongoingamountsreceivedordisbursedbythefamily.HACEstaffwillreviewanddeterminethevalidityand/oraccuracyofthedocument.GovernmentcheckswillnotbephotocopiedbutwillbedocumentedbyHACE.Inallinstances,currentacceptabletenant-provideddocumentsmustbeusedforincomeandrentdeterminations.
HACEwillobtainataminimum,twocurrentandconsecutivepaystubsfordeterminingannualincomefromwages.Fornewincomesourcesorwhentwopaystubsarenotavailable,HACEmayprojectincomebasedontheinformationfromatraditionalwrittenthirdpartyverificationformorthebestavailableinformation.
Note: Documentsolderthan60daysareacceptableforconfirmingeffectivedatesofincome.c. WrittenThirdPartyVerificationForm(Priority3): Alsoknownastraditionalthirdparty
verification,itisastandardizedformtocollectinformationfromathirdpartysource.Theformiscompletedbythethirdpartybyhand(inwritingortypeset).HACEshallsendtheformdirectlytothethirdpartysourcebymail,faxoremail.
• MaildocumentationofarequestbyHACE,maileddirectlytoanappropriate
individualauthorizedtoreportapplicableinformationofthefamilymember,andreturneddirectlytoHACE.
• Facsimile-transmitteddocumentationdirectlyissuedtoHACEwhichhasbeen
signedorcertifiedbyanappropriateindividualauthorizedtocompletesuch verification.
• EmaildocumentationdirectlytransmittedtoHACEthatcontainsan
identifiableemailaddressfromwhichitoriginated,andindicatestheappropriate individualandentityrequestedtoverifytheinformation;oranattachedfilethat containstherequestedinformationthatclearlyindicatesauthenticity. ThisverificationmethodwillbeusedbyHACEwhereUIVandWrittenThirdParty Notification(Priority2)informationisnotavailable,ortoobtainadditional informationnecessarytoaccuratelyverifyinformationreceivedinhigherpriority categories.
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d. OralThirdPartyVerification(Priority4):throughcontactsmadebytelephoneorin
person,toanappropriatethirdparty.HACEstaffmemberwilldocument thefactsobtained,thedateandtimeofthecontact,thespecificpartywhoprovidedtheinformation,andotherdataonaformprescribedHACE.
Thisverificationmethodisusedintheeventthateithertwoattemptshavebeenmade
toobtainanywrittenthird-partyverificationwithoutsuccess,orthirdpartyverificationisnotpossible.
2. Non-Third-PartyVerificationWherethirdpartyverificationisnotavailableorwhereHACEhasmadenumerousattemptstoobtaintherequiredverificationswithnosuccess,orininstanceswhereitmaynotbecosteffectivetoobtainthirdpartyverificationofincome,assetsorexpenses,whentheimpactontotaltenantpaymentisminimal,HACEwilldocumentinthefamilyfileastothereason(s)whythirdpartyverificationwasnotavailable.Thetenantwillthenberequiredtosubmitthefollowing:
o Self-Certification:bytheapplicablefamilymemberwhoprovidesanotarizedstatementoraffidavitthatindicatestheitem(s)tobeverified.Thisformofverificationwillbeusedwhenallothermethodsarenotpossible.
3. CitizenshipVerification
ParticipationintheHCVProgramisrestrictedtocitizensoreligiblenon-citizensoftheUnitedStates.CitizensoftheRepublicofMarshallIslands,theFederatedStatesofMicronesia,andtheRepublicofPalauwhoareeligibleforassistanceasnon-citizens,areentitledtoreceiveapreferenceforhousingassistance,exceptthatwithinGuam,suchpersonsarenotentitledtohousingassistanceinpreferencetoanyUnitedStatescitizenornationalresident.
IftheDeclarationofCitizenship/EligibleNon-CitizenStatusindicatesthatverificationmustbedone,HACEwillrequestinformationfromDHS.Thisinformationwillberequestedfirstthrough“SAVE”procedure,thensecondaryverificationif“SAVE”doesnotverifyeligiblestatus.Note:Thisverificationisonlytobedonepriortoadmissionunlessanewfamilymemberjoinsthefamily.
Ifitisdeterminedthatafamilyhasanineligiblefamilymember,assistancewillbeofferedonapro-ratabasisinaccordancewithHUDHandbook7465.7.Failuretoacceptpro-ratedassistancewillresultindenialofassistanceandthefamilywillberemovedfromthewaitinglist.Theverificationofcitizenshipwilloccuronlyonceforeachmemberofthehousehold.
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4. HUD’sEIVSystem
HUD’sEIVsystemwillalsobeusedtoverifyifthefamilyisbeingassistedunderaHUDrentalassistanceprogramatanotherlocationorhasapastduebalanceatanotherlocation.HACEstaffwillrefertoHACE’sEIVpolicyforguidance.B. INCOME,ASSETSANDINCOMEEXCLUSIONS1. IncomeForthepurposeofdeterminingtenantrentandassistancepaymentsintheHousingChoiceVoucherProgram,incomeisconsideredtobetheannualincomeofallfamilymembers,monetaryornot,whichgoto,orareonbehalfof,thefamily,headorspouse,oranyotherfamilymember;orareanticipatedtobereceivedfromasourceoutsidethefamilyduringthe12-monthperiodfollowingadmissionorannualreexaminationeffectivedate;andasdefinedin24CFR5.609.Thisdefinitionincludesincomeearnedontangibleandintangibleasset(s)heldbyanyfamilymember,suchasinterest,dividendsandothernetincomeofanykindfromrealorpersonalproperty.2. AssetsOtherthanincome,assetsarealsousedtodetermineanapplicant’srent.Assetsincludethefollowingbutarenotlimitedto:
• Savingsaccounts;• Checkingaccounts;• Equityinrealproperty;• Stocks,bondsandtreasurynotes;and/or• Wholelifeinsurancepolicies.
Anyassetvaluedat$5,000orlesswillbeverifiedthe1styearandevery3rdyearthereafter.However,verificationofassetvaluedover$5,000canbemadethroughanythirdpartymeansinaccordancewithsectionAofthischapter.
3. IncomeExclusionsandDeductionsCertainincomewillbeexcludedwhendeterminingannualincomeofthefamily.HACEwillexcludefromitsannualincomedeterminationsthoseamountsidentifiedin24CFR5.609(c)andthoseamountsestablishedbyHUDinthefollowingcategories:
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Deductions
• Exemptionforelderlyordisabledfamilies;• Medicalexpensesforelderlyordisabledfamilies;• Auxiliaryapparatusandattendantcareexpenseforamemberofthefamilywho
hasadisability;• Childcareexpenses;and• Exemptionforminors,studentsorpersonswithdisabilities.
Exclusions
• Earnedincomeofminors;• Incomeofaneligiblelive-inaide;and• Otheramountsasdefinedin24CFR5.609(c).
Eligiblechildcareexpenseswillbelimitedtothelesseroftheamountearnedbythefamilymemberenabledtowork.Wheremorethanonefamilymemberworks,HACEwillassume,forthepurposeofdeterminingthislimitation,thatthechildcareexpensesenablesthelowestpaidindividualtowork.C. TOTALTENANTPAYMENTANDMINIMUMRENT1. TotalTenantPaymentHACEwillcalculatetheTotalTenantPayment(“TTP”)ofallparticipantsintheVoucherPrograminaccordancewith24CFR5.628.TheTTPisusedtocalculatethetenantrentintheVoucherProgram.2. MinimumRentHACEhasestablishedaminimumrentoffiftydollars($50)forProgramparticipants.HACEwillgrantanexemptionfromtheminimumrentalamountincasesoffamilyhardshipforanyofthefollowing:
a. Thefamilyhaslosteligibility,orisawaitinganeligibilitydetermination,forafederal,
stateorlocalassistanceprogram,includingafamilythatincludesamemberwhoisanon-citizen,lawfullyadmittedforpermanentresidenceundertheImmigrationandNationalityActwhowouldbeentitledforpublicbenefitsbutforTitleIVofthePersonalResponsibilityandWorkOpportunityReconciliationActof1996;
b. Thefamilywouldbeevictedasaresultoftheimpositionoftheminimumrent
requirement;
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c. Theincomeofthefamilyhasdecreasedbecauseofchangedcircumstance,includinglossofemployment;
d. Adeathinthefamilyhasoccurred;
e.OthervalidreasonsapprovedbyHACEonacase-by-casebasis.FamilieswillbeeligibleforthehardshipexemptiononlyifthehardshipisreportedinwritingtoHACE.HACEwillexemptthefamilybeginningthemonthfollowingthemonthinwhichtheexemptionwasrequested.VerificationwillbeconductedandHACEwilldetermineeligibilitybasedupontheabove-listedfactorsandHUDregulations.
a. Atemporaryhardshipis2monthsatminimumrentandmustbereimbursedtoHACE.b. Apermanenthardshipisover2months.Theminimumrentwillnotberequiredto
reimbursedHACE.3. ZeroIncomeInanyinstance,ifafamilyreportsthatithasnoincomebeingreceivedbyfamilymembers,HACEwillrequirethatthefamilyreportandcertifyevery90daysfollowingtheinitialreportingdateastothetotalhouseholdincome.HACEmaymakefurtherinvestigationintothefamily’sinformation,ifitappearsthatthefamilyisreceivingunreportedincomeasdefinedin24CFR5.609.
Toestablishanynon-monetarycontributionsreceivedbythefamily,HACEwillrequirethecompletionofthe“ZeroIncomeQuestionnaire”.4. UtilityAllowancesAUtilityAllowanceSchedulewillbedevelopedbyHACEfortheVoucherProgram.ThisUtilityAllowanceSchedulewillbecalculatedusingactualratesandaverageconsumptionestimatesprovidedbythelocalutilitycompanies.Theseallowanceswillbereviewedannually.Newallowanceswillbeissuedwheneverrateshavebeenincreasedordecreasedbyatleast10%cumulatively.Forutilitiespaidbythefamily,HACEwillincludeautilityallowanceinthecalculationofthefamily’sshareofrent.TheutilityallowanceisusedindeterminingthemonthlyHousingAssistancePayments(HAP)intheHousingChoiceVoucherProgram.5. UtilityAssistancePaymentsHACEwillpayonbehalfofthetenant,anamountbywhichthehousingassistancepaymentexceedstherenttoowner,directlytotheutilitycompanyforgas,electricor
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water/sewer/trash.AUtilityAssistancePayments(“UAP”)checkwillbeissuedatthebeginningofeachmonth.Itshallbetheresponsibilityofthetenanttoprovideautilityaccountnumber.
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4.BRIEFINGSANDVOUCHERISSUANCEA. BRIEFINGSHousingChoiceVoucherBriefingWhenafamilyistobeissuedaVoucher,theywillreceiveanextendedVoucherBriefingpacket.Thevoucherpacketisastepbystepguidetoleasinganapartment.ThefamilyisrequiredtoviewtheHACEHCVBriefingonourwebsiteincoordinationwiththepacket.
ThevoucherbriefingwillalsoinformthefamilyonhowtheHCVProgramworksincludingrecertificationsandinterims,HousingQualityStandardInspections,familyandownerresponsibilities,andwhereafamilymayleaseaunitinsideoroutsideHACE’sjurisdiction.ThefamilyisissuedtheirVoucherwiththepacket.
VoucherBriefingPacketInformation
Theapplicantwillbeprovidedataminimumthefollowingmaterials:
a. AVoucherpacketcontainingitemsrequiredby24CFR982.301(b);b. Printedpowerpointofthewebinar.c. Instructionsforsubmittingaunitd. RFTA,AmenitiesformandtheHUDTenancyAddendume. UtilityAllowanceschedulef. CityofEriecensustract
g.Acurrentlistofavailableunitsandinterestedowners h.Requirementstoreportingchangesinfamilyincomeandcircumstances I.TheHUDbrochure,AGoodPlacetoLive
j.HUDLead-BasedPaintBrochure/Notificationk.FSSProgrambrochurel.VAWAm.FairHousingEqualOpportunity(FHEO)housingdiscriminationn.LGBTQEqualAccesstoHUDProgramso.HACEMove-in/Move-outChecklist
RequiredViewingofVoucherBriefing Thefamilyisrequiredtoself-certifythattheycompletedwatchingthevideobysubmittinganemailorwrittenstatementalongwiththeirvouchernumber.FailuretosubmitthiscertificationwillvoidsubmissionsofRFTA’s.
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ExpandedHousingOpportunitiesTheHousingAuthorityoftheCityofErieincludeswitheachvoucherorientationpacketaHousingResourcelistthatincludesthenamesandtelephonenumbersofownerswhoareofferinghousingunitsthroughoutErie.HACEwillassistfamiliesinnegotiationswithownersandprovideanyotherrecommendationsrelativetothefamilies’needsforhousing.B. FAMILYOBLIGATIONSTheVoucherProgramfamilymustcomplywiththeobligationsdescribedin24CFR982.551asidentifiedintheirsignedHousingChoiceVoucher,andaslistedherein:ProvidingRequireInformation
• ThefamilymustprovideanyinformationthatHACEorHUDdeterminesisnecessaryintheadministrationoftheProgram.
• ThefamilymustprovideanyinformationrequestedbyHACEorHUDforuseinaregularlyscheduledreexaminationorinterimexaminationoffamilyincomeandcompositioninaccordancewithHUDrequirements.
• Thefamilymustprovideandverifysocialsecuritynumbers,andmustsignandsubmitconsentforms,inaccordancewith24CFRpart5subpartB.
• Anyinformationprovidedbythefamilymustbetrueandcomplete.HQSBreachCausedbytheFamily
• ThefamilyisresponsibleforanHQSbreachcausedbythefamilyasdescribedin
24CFR982.404(b).AllowingPHAInspection
• ThefamilymustallowHACEtoinspecttheunitatreasonabletimesandafter
reasonablenotice.ViolationofLease
• Thefamilymaynotcommitanyseriousorrepeatedviolationsofthelease.
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FamilyNoticeofMoveorLeaseTermination
• ThefamilymustnotifyHACEandtheownerbeforethefamilymovesoutoftheunitorterminatestheleaseuponnoticetotheowner.
OwnerEvictionNotice
• ThefamilymustpromptlygiveHACEacopyofanyownerevictionnotice.
UseandOccupancyoftheUnit
• Thefamilymustusetheassistedunitforresidencebythefamily,andtheunit
mustbethefamily’sonlyresidence.
• ThecompositionoftheassistedfamilyresidingintheunitmustbeapprovedbyHACE.
• ThefamilymustpromptlynotifyHACEifafamilymembernolongerresidesintheunit.
• IfHACEgivesapproval,afosterchildoralive-inaidemayresideintheunit.
• Membersofthehouseholdmayengageinlegalprofit-makingactivitiesintheunit,butonlyifsuchactivitiesareincidentaltoprimaryuseoftheunitforresidencebymembersofthefamily.
• Thefamilymustnotsubleaseorsublettheunit.
• Thefamilymustnotassigntheleaseortransfertheunit.AbsencefromUnit
• ThefamilymustsupplyanyinformationorcertificationrequestedbyHACEto
verifythatthefamilyislivingintheunit,orrelatingtothefamily’sabsencefromtheunit,includinganyrequestedinformationorcertificationregardingthepurposesoffamilyabsences.
InterestinUnit
• Thefamilymustnotownorhaveanyinterestintheunit.
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FraudandOtherProgramViolation
• Themembersofthefamilymustnotcommitfraud,briberyoranyothercorrupt
orcriminalactinconnectionwiththeProgram.CrimebyFamilyMembers
• Themembersofthefamilymaynotengageindrug-relatedcriminalactivityorviolentcriminalactivity.
OtherHousingAssistance
• Anassistedfamily,oranymemberofthefamily,maynotreceiveHCVtenant-
basedassistancewhilereceivinganotherhousingsubsidy,forthesameunit,orforadifferentunitunderanyduplicativefederal,stateorlocalhousingassistanceprogram.
C. SUBSIDYSTANDARDSTheunitsizeindicatedontheVoucherissuedtothefamilywillbebasedonthefollowingsubsidystandardscriteria:1. HeadofHouseholdandspouseorpersonsengagedinanyformofspousalrelationship,
willbeassignedonebedroom.
2. Allfamilymembersofthesamegenderwillbeassignedsothattwopersonswillsharethesamebedroom.However,HACEhasthediscretiontoseparatesamegenderchildrenthatare5yearsapart.
3.Oppositegenderpersonsmaynotberequiredtosharethesamebedroom.
4. Personslivingasco-headsofthehousehold(e.g.,twosisters)canbeeligibleforseparatebedrooms.
5. SubsidystandardswillbebasedonaminimumofonepersonperbedroomsizeVoucherissued.
6. Familymembersmaybeissuedseparatebedroomsformedicalreasons.AmedicalprofessionalacceptabletoHACEmustverifyareasonableaccommodationrequesttocertifyitismedicallynecessary.
7. Afamilythatconsistsofapregnantwoman(withnootherpersons)willbetreatedasatwo-bedroomfamily.
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IndeterminingtheVouchersizetobeissued,thefollowingwillalsoapply:
• Considerationwillbegivenforachildwhoisawayatschoolbutreturnstothe
unitduringrecesses.• Achildwhoistemporarilyplacedinfostercarewillbeconsideredtobea
memberofthefamilyhousehold.
• Anylive-inaideapprovedbyHACEtoresideintheunittocareforafamilymemberwhoisdisabled,orelderlywillbepermittedaseparatesleepingroom.Onlyone(1)bedroomperhouseholdispermitted.
• Anyfamilymemberleavingthehouseholdmustprovenewresidencyby
submittingverificationthatisacceptabletoHACE.HACEwillusethefollowingstandardsindeterminingVouchersize:
VOUCHERSIZEMINIMUMNO.
PERSONSMAXIMUMNO.
PERSONSSRO 1 10BR 1 21BR 1 22BR 2 43BR 3 64BR 5 85BR 6 106BR 9 12
• Reasonableexceptionstothesestandardsmaybemadeatthediscretionofthe
ExecutiveDirectorordesigneebaseduponindividualcircumstances.
• Afamilywhochoosestoleaseaunitwithfewerbedroomsthanislistedonthefamily’sVouchermustindicatetheirpreferencesinwriting.HACEwilldetermineiftheunitsizewillmeetHousingQualityStandards.
OverHousing/UnderHousing
a. Ifafamilysizedecreases,thevouchersizemayalsodecrease.Thiswillbeeffectiveat
theannualrecertification.
b. Ifafamilysizeincreasesandarenowunderhoused,theymaylocatesuitablehousingimmediatelyunlessthefamilysubmitsawrittenstatementtostayinunitandreceivesHACE’sapproval.
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D. VOUCHERTERMAtHACE‘sdiscretion,vouchersmaybeissuedat60,90orthetotal120dayterm.Thevouchertermplusanyextensionsmaynotexceedatotalperiodof120daysfromthebeginningoftheinitialterm.HACEmaygrantanadditionalextensionbeyondthemaximumof120daysasreasonableaccommodationforafamilywhoincludesamemberwhohasadisability.ThefamilymustsubmitaRequestforTenancyApprovalwithinthisterm.E. VOUCHERPORTABILITYTheterm“portability”referstotheprocessofleasingadwellingunitwithtenant-basedhousingvoucherassistanceoutsideofthejurisdictionofthePHAthatinitiallyissuesthefamilyitsvoucher(theinitialPHA).HACEwilladheretotheProgramregulationscoveringwhereafamilymaymoveandtheresponsibilitiesoftheinitialPHAandthereceivingPHA(thePHAwithjurisdictionovertheareatowhichthefamilymoves)foundat§982.353through§982.355,andNoticePIH2008-43HA.IncomingVouchersHACEwillacceptfamilieswhohavevalidVouchersfromanotherHousingAuthority’sjurisdiction.HACEwillhavethediscretiontobillincomingportableVouchersortoabsorbthem.Ifanincomingportablefamily’sincomeisgreaterthan30%oftheareamedianincome,HACEmaybilltheinitialHousingAuthorityfortheVoucher.HACE,as“receivingHousingAuthority”,maygranta30dayextensioninaccordancewithHUD.OutgoingVouchersInsomeinstances,afamilymaychoosetomovetoaPHA’sjurisdictionwherehousingcostsandpaymentstandardsarehigherthanthoseinHACE’sjurisdiction.Inthesesituations,ifthereceivingPHAdoesnotwishtoabsorbthefamilyintoitsownprogram,andintendstobillHACE,thereisapossibilitythatHACEmayNOThavesufficientfundingtosupportthatassistancepaymentinthe“highercost”jurisdiction.Therefore,insomecases,becauseoflimitedavailabilityoffunds,afamilymaynotbeabletorelocateintoanotherjurisdictionwithhigherpaymentstandards.HACEwillmakeeveryefforttoinformthefamilyofthesetypesoflimitationspriortothefamilyelectingtousetheportabilityfeatureinahighercostarea.HACEalsohastherighttowaivethe12monthresidencyrequirementsothatafamilymaymovetoalocationoftheirchoicesolongasthereceivingHousingAuthorityagreestothisarrangement.
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DenyingFamilyRequeststoMoveUnderthePortabilityProceduresThehousingchoicevoucherregulationsat§982.353providethatvoucherholders(withtheexceptionofnon-residentapplications)andparticipatingfamilieshavetherighttoreceivetenant-basedvoucherassistanceinaccordancewithprogramrequirementstoleaseaunitoutsideoftheinitialPHAjurisdiction.ThefamilymayleaseaunitanywhereintheUnitedStates,providedtheareaisinthejurisdictionofaPHAwithatenant-basedvoucherprogram.HACEmayonlydenyafamily’srequesttomoveunderportabilityifithasgroundstodosoundertheprogramregulations,whichareasfollows:
• HACEhasgroundstodenythemovebecauseofthefamily’sactionorfailuretoactasdescribedin§982.552or§932.553.TheViolenceAgainstWomenandDepartmentofJusticeReauthorizationActof2017(VAWA)definesexceptionstotheseprovisions.(SeeChapter2,SectionA7)
• Thefamilyisanon-residentapplicant,orthefamilywasanon-residentapplicantthathasnotyetbeenassistedinHACE’sjurisdictionfor12monthssincebeingadmittedtotheprogram(see§982.353(c)).
• Thefamilyisanapplicantandisnotincome-eligible(see§982.535(d)(1))inthe
areainwhichtheywishtoinitiallyleaseaunit.
• HACEdoesnothavesufficientfundingforcontinuedassistancetosupportthemoveinaccordancewith§982.314(e)(1)andasdescribedbelow.
DenyingPortabilityMovesDuetoInsufficientFundingHACEmayonlydenyarequesttomovetoahighercostareainaccordancewith§982.314(e)(1)ifHACEisunabletoavoidterminationsofhousingchoicevoucherassistanceforcurrentparticipantsduringthecalendaryearinordertoremainwithinitsbudgetaryallocation(includinganyavailableHAPreserves)forhousingassistancepayments.A“highercostarea”isdefinedasanareawhereahighersubsidyamountwillbepaidforafamilybecauseofhigherpaymentstandardamountsor“moregenerous”subsidystandards(e.g.,thereceivingPHAissuesa3-bedroomvouchertoafamilythatreceiveda2-bedroomvoucherfromtheinitialPHA).Beforedenyingthefamily’srequesttomoveduetoinsufficientfunding,HACEmustcontactthereceivingPHAandconfirmthatthereceivingPHAwillnotabsorbthefamily.IfthereceivingPHAiswillingtoabsorbthefamily,therearenogroundstodenytheportabilitymoveunder§982.314(e)(1).IfHACEdeniesthefamily’srequesttomoveunder$982.314(e)(1),itmustpromptlynotifythefamily(assumingthefamilyisstillaparticipantinHACE’svoucherprogram)oncethereissufficientfundingavailabletosupportthefamily’srequesttomove.HACEwillpromptlyprocessthefamily’srequesttomoveifthefamilyindicatesitstillwishestomoveatthattime.
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5. APPROVALOFANINITIALLEASE
A. REQUESTFORAPPROVALTOLEASEAUNITThefamilymustsubmittoHACEaRequestforTenancyApproval(RFTA),Amenitiesform,andaproposedleasethatincludesHUD’sTenancyAddendum.AlldocumentsmustbesubmittedduringthetermoftheVoucher.B. APPROVALPROCESSAfterthefamilysubmitsaRequestforTenancyApprovalandrequiredformsHACEwillreviewthedocumentsforapprovalinaccordancewiththefollowing: 1. DetermineiftheleasecanbeapprovedandincludestheTenancyAddendum; 2. Determineiftherentisreasonableandwithinapplicablelimits; 3. Negotiatetherent,ifrequired; 4. Determinecomplianceofleasingtofamilymembers;
5. DetermineifthepropertyandownersareeligibletoparticipateintheHCV
Program;6. InspectandapprovetheunitforHCVProgram;7. Advisetheowneroftheirresponsibilitytoscreentheprospectivetenantas
HACEhasnotscreenedthefamily’sbehaviororsuitabilityfortenancy;and8. Providethefollowinginformationtotheowner:
• Thefamily’scurrentaddress;and• Thenameandaddress(ifknowntoHACE)oftheownerofthefamily’s
currentandprioraddresses.Conditions1through6abovemustbemetbeforetheleasewillbeapproved.C. ADDITIONALDOCUMENTATIONHouseRulesoftheownermaybeattachedtotheleaseasanaddendum.OwnerswillberequestedtofileachangeofaddresswiththeHCVProgramOfficewhenapplicable.
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D. DISAPPROVALOFOWNERHACEwillrefusetoenterintoaHAPcontractanddenyapprovaltoleaseaunitfromanownerforanyofthefollowingreasons:
• Theownerhasbeendebarred,suspendedorsubjecttoalimiteddenialofparticipationunder24CFRpart24;
• Theownerhasahistoryofrefusingtoterminatetenancyoffamilieswhothreatenthehealthorsafetyofotherresidents,managers,HACEemployees;whodisturbthepeacefulenjoymentofothersresidingintheimmediatevicinity;orwhoengageindrug-relatedorcriminalactivity;or
• IftheownerhasnotpaidStateorlocalrealestatetaxes,finesorassessments.
• TheownerhasviolatedobligationsunderaHAPcontract;
• Theownerhascommittedfraud,briberyoranyothercorruptorcriminalactin
connectionwithanyfederalhousingprogram;
• Theownerhasengagedindrugtrafficking.
• Theownerhasahistoryorpracticeofnon-compliancewithHQSforunitsleasedunderHCVProgramorwithapplicablehousingstandardsforunitsleasedwithproject-basedHCVassistanceorleasedunderanyotherfederalhousingprogram;
• Theownerhasahistoryorpracticeofrentingunitsthatfailtomeetstateor
localcodes;or
• Theownerrefuses(orhasahistoryofrefusing)toevictfamiliesfordrug-relatedorviolentcriminalactivity,orforactivitythatthreatensthehealth,safetyorrightofpeacefulenjoymentofthepremisesbytenants,HousingAuthorityoftheCityofErieemployeesorowneremployeesorresidencesbyneighbors;or
• Theownerhasfailedtopayorhasfailedtocertifytothepaymentofcounty,
city,andschooltaxes,andmunicipalservices.
• TheownerisacurrentRegisteredSexOffenderorLifeTimeSexOffender.
• TheownerhasanoutstandingbalanceowedtoHACE.ForpurposesofthisAdminPlan,“owner”includesanyprincipalorotherinterestedparty.
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E. FAIRMARKETRENT/PAYMENTSTANDARDLIMITATIONS
HACEestablishesthePaymentStandardfortheHousingChoiceVoucherProgrameachtimethereisachangetotheHUD-publishedFairMarketRent(“FMR”).ThepaymentStandardfortheVoucherProgramwillbereviewedannuallyandmaybeincreased/decreasedinresponsetochangesintheFMRlimitations.InnoeventwillthepaymentStandardbelessthan90%orgreaterthan110%oftheapplicableFMR.FamiliesunderaHAPContractwillbeheldharmless,withnoreductioninsubsidy,foraslongasthefamilycontinuestoreceivethevoucherassistanceinthatunit.
F. EXCEPTIONPAYMENTSTANDARDS
SubjecttoHUDapproval,HACEmaydesignateanarea(orareas)initsjurisdictionasan“exceptionarea”.ExceptionPaymentStandards,ifutilized,willbegreaterthan110%,butnomorethan120%oftheexistingFMRsasestablishedbyHUD.Inapprovingtenancieswithhigherpaymentstandardsinexceptionareas,therentsmaybelimitedbyrentreasonablenessasdescribedinSectionGofthischapter.
HACEmayrequest,andHUDmayapprove,anexceptionpaymentstandardamountifrequiredasreasonableaccommodationforafamilythatincludesapersonwithdisabilities.Suchcaseswillbeassessedforconsiderationonanindividualbasis.
G. REASONABLERENTDETERMINATIONS
FortheHousingChoiceVoucherProgram,HACEwillmakeadeterminationastothereasonablenessoftherenttheownerisproposinginrelationtocomparableunitsinaccordancewith24CFR982.507.1. HACEwilldeterminerentreasonablenessinthefollowinginstances:
• Whenunitsareinitiallyleased; • Beforeanyincreaseinrenttoowner;• Whena10%decreaseintheFMRoccurs;and• IfdirectedbyHUD.
2. HACEwilldeterminerentreasonablenessbasedonthefollowing:
• Threecomparableunassistedunitsintheneighborhood;• Thepreviousrentchargedonrequestedunit;and• Otherunitsinthebuilding(apartmentcomplex).
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NOTE:Copiesoftherentreasonablenessformwillbemaintainedineachtenantfile.Ifthreecomparableunassistedunitscannotbelocatedduetolocalrentalmarketsize,oneunitwillbesufficienttoproverentreasonableness.
3 ForinitialVouchertenancies,HACEwill:
• Provideguidanceandadvicetothefamilyonwhethertherentisreasonableand
theunitisaffordable;
• Assistthefamilyinnegotiatingtheowner’srentifrequestedbythefamily;
• Notapproveanynewmoveinwherethefamilywillpayanamountforrentthatexceeds40%ofthefamily’smonthlyadjustedincome(exceptasprovidedbyHUD);and
• Usetherentreasonablenessdeterminationtodisapproveownerrents.
H. SECURITYDEPOSITREQUIREMENTS
HACEwilldenyapprovalofaleasewherearequesthasbeenmadetocollectfromafamilyasecuritydepositthatisinexcessofPAlandlordandtenantlaw,privatemarketpracticeorinexcessofamountschargedbytheownertounassistedtenants.Generally,intheEriemarketarea,andforthepurposesofdeterminingprivatemarketpracticeherein,asecuritydepositequalto1month’srenttotheownerisconsideredtobethestandard.
Whenthetenantvacatesadwellingunit,theowner,subjecttostateorlocallaw,mayusethesecuritydeposit,includinganyinterestthereon,inaccordancewiththelease,asreimbursementsforanyunpaidrentpayablebythetenant,damagestotheunitorforotheramountsthetenantowesunderthelease.I. SEPARATEAGREEMENTSACCEPTABLETOTHEHACEFamiliesarepermittedtopayextrachargesforadditionalamenitiesthatarenotincludedinthesamerentforotherunitsinthebuildingorinothercomparableapartmentsorhouses(e.g.,membershipforswimmingpool,useofparkingfacilitiesorfurniture).CopiesofallagreementsforspecialchargesorservicesmustbesubmittedtoHACEinwritingforapproval.HACEwillreviewtheagreementstodeterminewhethertheyareacceptableandreasonable.
NonpaymentofextrachargesfromseparateagreementsmaynotbeconsideredaviolationoftheleasecoveredundertheHAPcontract.
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6. HOUSINGQUALITYSTANDARDSINSPECTIONS
A. HOUSINGQUALITYSTANDARDSAPPROACH
TheHousingAuthorityoftheCityofEriewillcontinuetoassurethatallunitsinitsHCVProgrammeettheHousingQualityStandards(“HQS”)asdefinedin24CFR982.401.InspectionsforHQScompliancewillbeconductedinitiallypriortoleasingandbienniallyduringthetermofthelease.AdditionalinspectionsmayoccurifdeemedtobenecessarybyHACE,theownerorfamily.
HACEemploysorcontractswithqualifiedhousinginspectorswhohavebeentrainedontheHQSrequirements.EachinspectionconductedwillberecordedonaninspectionformwhichisprescribedbyHUD.AllinspectiondocumentswillberetainedbyHACEinaccordancewithHUDrequirements.
Theinspectiontypewillbeindicatedontheinspectionformasoneofthefollowingcategories:
• Initialinspection• BiennialInspection• SpecialInspection(compliantorqualitycontrol)
AspartHACE’sresponsibilitytoassureHQScompliance,correctiveactionwillalwaysberequiredonunitsthatdonotmeettheinspectioncriteria.EnforcementofHQSmayincludeabatementofassistancepaymentstoanownerortheterminationoftheHAPcontractforviolatingitsterms.AninitialHAPcontractwillnotbeexecutedbyHACEbeforetheunitpassesinspection.
Theownerwillbeallowed2re-inspectionsfordeficienciestobecorrected,atHACE’sdiscretion,dependingontheamountandcomplexityofworktobedone.
B. VARIATIONSTOHQS
HACEwillinspectunitsinitsHCVProgrambaseduponHQS.HACEhasincluded,initsinspectionregulations,additionallocalcodesforacceptabilityunderPlumbingandGeneralHealthandSafety.HACEisincompliancewiththemostcurrentbuildingcodesadoptedbytheCityofErie.AllplumbingcontainedintheassistedstructureandallwindowswithrespecttostormwindowswithintheassistedunitmeettheapplicablerequirementsoftheCityofErie.C. ACCEPTABLEMETHODSOFINSPECTIONSAphysicalinspectionisthestandardmethodofinspection.HACEshallconsiderthefollowingmethodsacceptableformsofverificationthataunitcomplieswithHQSstandards:
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1. Owner/Participantprovidedphotoofarepair2. VideoInspectionconductedbetweenHACEHCVInspector,Ownerand/or
Participant
ItistheresponsibilityofHACEtodeterminetheappropriateacceptablemethodofinspection.D. INITIALINSPECTIONSInspectionswillbeconductedpriortoafamily’sleasingofaunitundertheHousingChoiceVoucherProgram.OnceafamilysubmitsaRequestforTenancyApproval(“RFTA”)orotherHUDrequiredrequestforms,HACEwillpromptlyprocesstherequest,andtheinspectorwillscheduleanappointmentwiththeownerand/orfamilytooccurwithin15daysoftheRFTAsubmissionunlessotherwisedelayedbytheownerortenant,orduetootherreasonsoutsideofHACE’scontrol.TheRFTAmustbeproperlycompletedandsignedbyboththefamilyandownerbeforetheHACEwillprocesstherequestandinspecttheunit.Duringtheinspection,theinspectormayprovidetheownerwithgeneralinformationabouttheHCVProgramorspecificinformationpertainingtoHQS.Inaddition,theinspectormaynegotiatetherentalamount.Immediatelyfollowinga“failed”initialinspection,HACEwillissuetotheownerofthepropertyanoticeofthedeficienciesandatimelimitforcorrection.Theownergenerallywillbegivenupto30daystocorrectthedeficientitem(s).HACE’sExecutiveDirectorordesigneemayapproveareasonableextensionoftimedependingupontheextentorscopeofworkrequiredorweatherconditionsthatprohibitremediation.Inallcases,theownerwillbeencouragedtocorrectthedeficienciesinatimelymanner.ThedeficiencynoticewillinstructtheownertocontactHACEafterallciteddeficiencieshavebeencorrected.Aftertheexpirationdateofthedeficiencynotice(oranyapprovedextensionthereof),theleaseapprovalrequestwillautomaticallybedenied.ProvidedthattimeremainsontheirVoucher,thefamilymaysubmitanotherRequestforTenancyApprovalforthesameunitorforanotherunit.OnlyoneRequestforTenancyApprovalformmaybesubmittedatatime.
E. BIENNIALINSPECTIONS EachunitundertheHCVProgrammustbeinspectedafterthe1styearoftheHAPContracttoensurecontinuedcompliancewithHousingQualityStandardsand/oranyapprovedlocalvariances.Aftertheinitialinspectionbiennialinspectionswillproceed.EligibilityforbiennialswillbeatHACE’sdiscretion.HACEmaintainsanaccuratereportofallunitsinitsHousingChoiceVoucherProgramwhichincludesbiennialHQSinspectionstoensurethateachunitisinspectedwithin730daysofthelastfullinspection.Immediatelyfollowinga“failed”inspection,HACEwillissuetotheowner
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ofthepropertyanoticeofthedeficienciesandatimelimitforcorrection.Theownerwillbegivena24hournoticeorupto30daystocorrectthedeficientitem(s).
DuetounpredictableweatherduringthemonthsofNovemberthroughMay,HACEmayallowtheownertodelaycorrectingexteriordeficienciesthatexistinsuchareasaspaintingandconcrete.AllworkmustbecompletedbyJune1ofthegivenyear.Non-compliancebytheownerwillresultintheterminationoftheHAPcontract.F. SPECIALINSPECTIONS
Complaint
IfanownerorfamilycomplainsthatanunsatisfactoryconditionexistswithrespecttoHQS,HACEmaypromptlyconductacomplaintinspection.Immediatelyfollowinga“failed”compliantinspection,HACEwillissuetotheownerofthepropertyandfamilyanoticeofdeficienciesandatimelimitforcorrection.
QualityControl
Formonitoringpurposes,HACEwillconductaQualityControlinspectiononaminimumnumberofunitsunderHAPContractasdefinedinChapter14ofthePlanandinaccordancewithHUDregulations.G. ENFORCEMENTOFINSPECTIONSTANDARDSFollowingeachinspection,HACEwillnotifytheownerand/ortenantoftheresultsand,ifnecessary,adeadlineforcompliancewithHQS.Regardlessofhowthedeficiencieswerecaused,housingassistancepaymentswillbeabatediftheHQSdeficienciesarenotcorrectedbythecompliancedate.Reinspection’sbyHACEtoverifyHQScompliancewillincludeonlythosefailitemsforwhichtheowner(and/ortenant)waspreviouslynotified.Ifnewdeficienciesarediscoveredduringareinspection,anewdeficiencynoticewillbeissued,whichwillcontainacompliancedeadlinedateforthenewdeficiencies.OwnerHQSResponsibilitiesandRelatedActions:1. TheownermustmaintaintheassistedunitinaccordancewithHQS.
2. HACEwilltakepromptactiontoenforcetheowner’sobligationsforownerbreachofthe
HQS.
3. HACEwillnotifytheownerandtenantofHQSdeficienciesforwhichtheownerisresponsible.Thenoticewillprovideforthefollowing:
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• ForHQSfailures,theownerwillbegivenupto30daystocorrecttheitem(s).HACEExecutiveDirectorordesigneemay,attheirdiscretion,approveareasonableextensionoftimedependingupontheextentorscopeofworkrequired.
• Ifthedefectislifethreateningtothefamily’shealthorsafety,theownerwillbe
given24hourstocorrecttheviolation.Iftheownerfailstocorrectfaileditems,thepaymentwillbeabated,ortheHAPContractwillbeterminated.
4. HACEwillnotmakeanyassistancepaymentsforadwellingunitinwhichHQS
deficiencieshavenotbeencorrectedafterthenoticeperiodhasexpired.
5. If“lifethreatening”deficienciesarenotcorrectedwithin24hours,theownerwillbegivennoticeofintenttoterminatetheHAPContractandtheHousingAssistancePaymentwillbeabatedthroughtheTerminationNoticeperiod.
6. TheownerwillnotberesponsibleforabreachoftheHQSnotcausedbytheowner,andforwhichthefamilyisresponsible.HACEmay,however,terminateassistancetothefamilybecauseofabreachcausedbythefamily.
FamilyHQSResponsibilitiesandRelatedActions:
1. ThefamilyisresponsibleforabreachoftheHQSaslistedin24CFR982.404(b)(1)andas
describedherein:• Thefamilyfailstopayforanyutilitiesthataretobepaidforbythefamily;
• Thefamilyfailstoprovideandmaintainanyappliancesthatarerequiredtobe
providedbythefamily;or• Anymemberofthehouseholdorguestdamagesthedwellingunitorpremises.
2. HACEwilltakepromptactiontoenforcethefamilyobligationsforthefamily’sbreachoftheHQS.
3. HACEwillnotifytheownerandtenantoftheHQSdeficienciesforwhichthefamilyisresponsible.Thenoticewillprovideforthefollowing:• ForHQSfailures,thefamilywillbegivenupto30daystocorrecttheitem(s).HACE
ExecutiveDirectorordesigneemay,attheirdiscretion,approveareasonableextensionoftimedependingupontheextentofscopeofworkrequired.
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•
• Ifthedefectis“lifethreatening”,thefamilywillbegiven24hourstocorrecttheviolation.
• Ifthefamilyfailstocorrectfaileditems,HACEmayterminatethefamilyassistancein
accordancewith24CFR982.552.
• H. 24HOURDEFICIENCIES(LIFETHREATENING)Thefollowingfailedinspectionitemswillbeconsideredemergencyviolationsandmustbecorrectedwithin24hours.AtHACE’sdiscretion,otherlife-threateningconditionsmayexistthatarenotlistedbelow.
1. Airquality–propane,naturalgas,ormethanegasdetected2. Misalignedchimney,flueorventilationsystem3. Electricalshockorfirehazard–exposedwires;openpanels;waterleaksonornear
electricalequipment;missingbreakersorfuses;missingcovers;missingorbrokenoutlets;switchorcoverplates
4. Waterloggedceilinginimminentdangeroffalling5. Lackofunitsecurity6. Utilitiesnotinservice7. Lackofsufficientheattomaintainadequateinsidetemperatures8. Majorplumbingleaksorflooding9. Norunninghotwater10. Lackoffunctioningtoilet11. Smokedetector–missingorinoperable12. CarbonMonoxideAlarm–missingorinoperable13. Emergency/fireexits–blockedorunusable14. Fireescapes–blockedegressorladdersorvisiblymissingcomponents15. Flammablematerials–improperlystoresorlocated
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I. ABATEMENTOFPAYMENT24HourNoticeIfaunitfailstomeetHousingQualityStandardsandtheownerandtenanthavebeengivena24hourdeficiencynoticeforcompliance,andalldeficiencieshavenotbeencorrectedwithinthatperiod,theHousingAssistancePayment(“HAP”)willbeabatedthefirstofthemonthfollowingthedeficiencynotice.30DayNoticeIfaunitfailstomeetHQSandtheownerandtenanthavebeengivena30daynoticeofdeficiencyandthedeficiencieshavenotbeencorrectedwithin30days,theHAPwillbeabatedthefirstofthemonthfollowingthe30daynotice.Arequestforanadditional30daysmaybereviewedforapprovalupontenantand/orownerrequest.J. HAPCONTRACTTERMINATIONHACEwillterminateaHAPContractfornon-compliancewiththeHQSrequirements.Anadvancenoticeoftermination(usually30days)willbesentbyFirstClassMailtotheownertoinformthemoftheterminationdateandthereason.Inaddition,thefamilywillbenotifiedpromptlyoftheterminationnoticeandwillbeofferedaVouchertorelocate,asappropriate.Generally,theterminationwillbeeffectivethedayfollowingthelastdayoftheabatementperiod.However,dependingupontheseriousnessorrecurrenceofthedeficiency,HACEmaynotprovideanabatementperiodandmaysimplyterminatetheHAPContractfornon-compliance.IntheeventthataunitunderanactiveHAPContractpassesinspectionduringanabatementperiodorafterHACEprovidesnoticeofthetermination,theownerandfamilymayagreetocontinuetheleaseifthefamilyhasnotyetrelocated.Noassistancepaymentcanbemadefortheperiodthattheunitdidnotpassinspectionduringtheabatementperiod. K. NOTIFICATIONOFINSPECTIONParticipantfamilieswillbeprovidedreasonablenoticeofthedateandtimeinspectionsaretobeconductedbyHACE.Ifthefamilyisunabletobeathome,theymusteitherarrangeforanadultrepresentativetobepresentfortheinspectionorcontacttheHCVProgramOfficetoreschedule.Ifthefamilyorrepresentativeisnothomefortheappointment,andtheinspectordoesnotgainentry,HACEwillconsiderittobeamissedinspection.HACEwillscheduleasecondappointmentinthesamemanner.Ifthefamilymissestwo(2)scheduledinspectionappointments,HACEwillterminatetheirassistanceforviolatingtheFamilyObligationsasdefinedin24CFR982.551(d).ThefamilyhasarighttodisputetheterminationthroughHACE’sinformalhearingprocess.
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7. PAYMENTSTOOWNERSA. HOUSINGASSISTANCEPAYMENTS
HACEprovidesrentalassistanceforitsparticipantsbymakingHousingAssistancePaymentsto
theowner.TheHousingAssistancepaymentiscalculatedbyHACEbaseduponthecontractrentandTotalTenantPayment.
WhentheunithaspassedHQSandHACEhasprocessedalltherequireddocuments,theowner
and the familywill execute the lease and theTenancyAddendum. Theowner andHACEwillthenexecutetheHAPContractwithin60days.
Upon execution of theHAP Contract, all pertinent information regarding the owner and the
HAPpaymentwillbeincludedintheHAPRegister.InaccordancewiththeHAPContract,HACEconsiderstheHAPpaymentreceivedbytheownerafterdisbursementhasbeendepositedintotheauthorizeddesignatedowner/agentaccount.
B. ADJUSTMENTSOFRENTTOOWNER
Ownersmaynot request rent increasesprior to theexpirationof the first termof the lease.
Thereafter, ownerswill receive notification of their tenant’s annual recertification, informingthemhowandwhentheymayrequestanincrease.Itistheownersresponsibilitytonotifythetenant of their request. The new proposed rent must meet the rent reasonablenessrequirements,otherwiseHACEwilldenytheincrease.Onlyannualincreasesinaccordancewith24CFR982.507arepermitted.
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8.REEXAMINATIONS
HACEwill,foreachfamilywhoparticipatesintheHCVProgram,examinefamilyincome,sizeandcompositionatadmissionandatleastannuallyforthepurposesofdeterminingrent,assistancepaymentsandeligibility.Theexaminationwillincludeareviewofincomeandotherfamilyinformation.VerificationwillbeinaccordancewithChapter3ofthisPlan.ThefamilymustsubmitdocumentationandverificationthatHACEdeemstobenecessaryforthepurposeofdeterminingannualincome,adjustedincomeortotaltenantpayment,orforthepurposeofauditingthefamily’seligibilitytoreceiveassistance.Familieswithfixedincomesmaybeeligiblefortriennialreexaminations.A. REPORTINGREQUIREMENTS1. FamilieswhoparticipateintheHCVProgrammustreportallchangesinfamilyincome,
assets,compositionandotherrelateditemsasidentifiedin24CFRparts5subpartBinaccordancewiththe“Reporting”requirementsofthisPlan.Participantswhoreportnoincomewillbesubjecttothe“ZeroIncome”requirementsofthisPlan.
2. FamiliesmustsupplyallinformationrequestedbyHACEorHUDforuseduringadmissionofanapplicant,aregularlyscheduledreexaminationorinterimreexaminationoffamilyincomeandcompositioninaccordancewithHUDrequirements.“Information”includesanyrequestedcertification,releaseordocumentation.
3. HACEmustapprovethecompositionoftheassistedunitincludingapprovaloftheinclusionofafosterchildorlive-inaide.
4. Anyinformationsuppliedbythefamilymustbetrueandcorrect.
5. Failurebythefamilytocomplywiththesereportingrequirementsisconsideredtobeaviolationoftheirobligationsandgroundsforterminationofparticipation.
B. REPORTINGEXCEPTIONSFamilieswhoreceiveSocialSecurity,SocialSecurityDisabilityorSupplementalSecurityIncome(SSI)arenotrequiredtoreporttheirannualincreasewhenitoccurs.HACEwillnotincreasethefamily’stotaltenantpaymentuntiltheirnextregularlyscheduledannualreexaminationexceptwhenaninterimrecertificationisnecessaryasaresultofanyotherchangeslistedinthe“ReportingRequirements”sectionofthischapter.
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C. ZEROINCOMEInanyinstance,ifafamilyreportsthatithasnoincomebeingreceivedbyfamilymembers,HACEwillrequirethatthefamilyreportandcertifyevery90daysfollowingtheinitialreportingdateastothetotalhouseholdincome.HACEmaymakefurtherinvestigationintothefamily’sinformation,ifitappearsthatthefamilyisreceivingunreportedincomeasdefinedin24CFR5.609.Toestablishanynon-monetarycontributionsreceivedbythefamily,HACEwillrequirethecompletionofthe“ZeroIncomeQuestionnaire”.
D. ANNUALREEXAMINATION1. Effectiveontheanniversarydate,HACEwillconductareexaminationofthefamily’s
income,compositionandcircumstances.Theprocesswillbeginapproximately90dayspriortotheanniversarydate,whenHACEwillmailthefamilyacontinuedoccupancypacketandotherformsdeemedtobenecessarybyHACEforthepurposeofthereexamination.
2. Annualreexaminationmaybeconductedinperson,mail,phoneoranycommunicationapprovedbyHACE.
3. FailurebythefamilytocomplywithHACE’srequestsforinformationortosignconsentformswillresultintheterminationofthefamily’sparticipationintheHCVProgram.ThefamilywillhavetherighttoaninformalhearinginaccordancewithChapter12ofthisPlan.
4. Theeffectivedateofanannualreexaminationwilloccurontheannualreexaminationanniversarydateofthefamily.
FamilyObligationtoRecertify:
ThefamilywillbemailedarecertificationpacketthatincludesaHCVOccupancyform,authorizationforreleaseandotherrequiredformsthatmustbecompletedandreturnedwiththeincome,expense,asset,andallotherrequesteddocumentationbyduedateslisted.
Theannualrecertificationnoticewillstatethefollowing“ImportantDates”forcomplianceandpenaltiesfornon-compliance.Ifaparticipantfailstocomplyandprovidetherequiredinformation,theownerandparticipantwillbenotifiedthattheHAPContractandassistancewillbeterminatedfortenantviolationof24CFR982.551(b),failingtosupplyrequiredinformation,undertheFamilyObligations.Thefamilymayrequestaninformalhearing(seeChapter12)withintheduedatelistedontheannualrecertificationnotice.
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CompletionoftheAnnualReexaminations
Thefamily’sTTPwillbecalculatedbasedupontheinformationprovidedandverifiedduringtheannualreexamination.However,HACEmaydeterminetheTTPbydisallowingdeductionsandorallowancesthatitcouldnotsubstantiatethroughreasonableverificationmeans.AnychangeswillbeeffectiveontheannualreexaminationeffectivedateexceptasprovidedunderparagraphGofthischapter.
E. TRIENNIALREEXAMINATIONS
Theexceptiontoannualrecertificationswillbeforfamilieswithincomesthataremadeupof100%fixedincome.24CFRparts5,891,960and982permitsPublicHousingAuthoritiestoeliminateannualincomereviewsinsomeyearsbyapplyingaCOLAdeterminedbytheFederalGovernmenttofixedincomesources.Allotherformsmuststillbecompleted,signedanddatedyearly.
F. INTERIMREEXAMINATIONS
Ifanychangesoffamilycompositionoradecreaseofincomeoccurpriortoscheduledreexamination,thefamilyisrequiredtoreportthosechangeswithin20daystoHACE.Oncereported,aninterimreexaminationwillbeconducted.
1. Familiesmustreportallchangesinfamilyincome,assets,sizeandcompositionwhen
theyoccur.HACEwillconductinterimreexaminationsbetweenannualreexaminationsinaccordancewithHUDrequirementsandtheprovisionsofthisPlan.HACEwillnotincreasethefamily’srentbetweenannualreexaminationunlessthereisachangeinthesourceofincomeofanymember,orifanewfamilymemberhasanadditionalsourceofincomeinthehousehold.
2. Anydecreaseinrentthatresultsfromadecreaseinincomewillbeeffectivethefirstofthemonthfollowingthereportedchange.AllreporteddecreasesmustfirstbeproperlyverifiedinaccordancewiththeprovisionsofthisAdministrativePlan.
3. Anyinterimreexaminationthatresultsinanincreaseinrentwillbecomeeffectivethefirstdayofthesecondmonthfollowingtheincreaseinincome,exceptasprovidedinparagraphF-1ofthischapter.
4. AnychangethatresultsfromtheinterimreexaminationwillcontinueuntilthenextscheduledannualreexaminationwherebyallapplicableinformationwillbeusedinaccordancewithHUDregulations.
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5. Familieswhosewelfareassistanceisreducedspecificallybecauseoffraudorfailuretoparticipateinaneconomicself-sufficiencyprogramorcomplywithaworkactivitiesrequirementwillnothavetheirTTPsreducedbaseduponthebenefitreduction.HACEwillobtainverificationfromthewelfareagencypriortodenyinganyrequestforanincomereexaminationunderthisparagraph.
G. DISALLOWANCEOFEARNEDINCOMEFORPERSONSWITHDISABILITIES1. Initial12-MonthPeriodHACEwillnotincreasetheportionofrentofaqualifieddisabledfamilymemberasaresultofincreasedincomeduetoemploymentduringthe12monthperiodbeginningonthedateonwhichtheemploymentcommenced.EligiblefamiliesarethosewhoparticipateintheHCVProgram:
a. Whoseincomeincreasesasaresultofemploymentofadisabledmemberofthefamily
whowaspreviouslyunemployedfor1yearormore.Forpurposesofthissection,“previouslyunemployed”isapersonwhohasearned,intheprevious12monthsnomorethanwouldbereceivedfor10hoursofworkperweekfor50weeksattheestablishedminimumwage;
b. Whoseearnedincomeincreasesduringtheparticipationofadisabledfamilymemberin
anyfamilyself-sufficiencyorotherjob-relatedtrainingprogram;or
c. Whoseannualincomeincreasesasaresultofnewemploymentorincreasedearningsofadisabledfamilymember,duringorwithinthelast6monthsafterreceivingassistance,benefits,orservicesunderanystateprogramforTemporaryAssistanceforNeedyFamilies(TANF)fundedunderPartATitleIVoftheSocialSecurityAct,asdeterminedbythePHAinconsultationwiththelocalagenciesadministeringTANFandWelfare-to-Workprograms.
TheTANFprogramisnotlimitedtomonthlyincomemaintenance,butalsoincludessuchbenefitsandservicesasone-timepayments,wagesubsidiesandtransportationassistance,providedthatthetotalamountovera6-monthperiodisatleast$500.2. Phase-inofRentIncreasesinsecondyearUponexpirationoftheinitial12-monthperioddescribedinparagraph(1)ofthissection,therentpayablebyafamilymaybeincreasedduetocontinuedemploymentofadisabledfamilymember.Inthesecondyearofthe12-monthdisallowance,theincreasemaynotbegreaterthan50percentoftheamountoftheindividual’stotalincomeincrease.
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3. MaximumTwo-YearDisallowanceThedisallowanceofincreasedincomeofanindividualfamilymember,asprovidedinthepreviousparagraphsofthissection(G),islimitedtoalifetime24-monthperiod.Itonlyappliesforamaximumdisallowanceoftwelvemonthsforeachinstance,(100%disallowanceunderparagraphG-1andthe50%disallowanceunderparagraphG-2).H. REPORTINGREQUIREMENT1. FamilieswhoparticipateintheHCVprogrammustreportallchangesinfamily
compositionand/orincome,andotherrelateditemswithin20daysofthechange.Suchchangesmustbereportedinaccordancewiththe“Reporting”requirementsofthisPolicy.Participantswhoreportnoincomewillbesubjecttothe“ZeroIncome”requirementsofthisPolicy.
2. FamiliesmustsupplyallinformationrequestedbyHACEorHUDforuseinadmissionofanapplicant,aregularlyscheduledreexaminationorinterimreexaminationoffamilyincomeandcompositioninaccordancewithHUDrequirements.“Information”includesanyrequesteddocumentation,releaseorcertification.
3. HACEmustapprovethecompositionoftheassistedunitincludingapprovaloftheinclusionofafosterchildorlive-inaide.
4. Anyinformationsuppliedbythefamilymustbetrueandcorrect.
5. Failurebythefamilytoreport,within20days,applicablechangesthatwouldincreaseTTPwillresultinHACE’scalculatinga“retroactiverent”forthefamilybasedupontheactualdateofthechanges.AretroactiverentwillbedeterminedbycalculatingtheTTPthatthefamilyshouldhavepaidduringtheperiodthatthechangeswerenotreportedandsubtractingthattotalfromtheamountofTTPthefamilyactuallypaidforthesametimeperiod.ThisretroactiverentamountmayeitherbepaidinonepaymentorbyarepaymentagreementinaccordancewithChapter13ofthisPlan.IfHACEbelievesthatanyactionorinactionunderthisparagraphisintentional,HACEmaysimplyterminatetheparticipationofthefamilyandinitiatecourtactiontorecovermonetarydamages.
6. Failurebythefamilytocomplywiththesereportingrequirementsisconsideredtobeaviolationoftheirobligationsandgroundsforterminationofparticipation.
I. INCORRECTREPORTINGInanyinstance,ifHACEbelievesthatafamilyhasprovidedfalse,misleadingordeliberatelyinaccurateinformationtoHACE,HACEmayconductadditionalinvestigationtoobtainreasonableevidence,andterminatethefamily’sassistancewithpropernotice,and/or
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prosecutethefamilyinaccordancewiththelaw.Whereevidenceoffraudexists,HACEmayreferallinformationtoHUD’sOfficeofInspectorGeneralforfurtherinvestigation.
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9. SPECIALFAMILYCIRCUMSTANCES
A. FAMILYBREAKUPIfthefamilybreaksup,HACEmayterminatetheHAPcontractormaycontinuehousingassistancepaymentsonbehalfoffamilymembers.Thefactorstobeconsideredinmakingthisdecisionarebasedonthefollowing:• Whethertheassistanceshouldremainwithfamilymembersremainingintheoriginal
assistedunit.
• Theinterestofminorchildrenorill,elderlyordisabledfamilymembers.
• Whetheractualorthreateneddomesticviolencewasinvolvedinthebreakup.
• Ifajudicialdecreeisissuedbythecourtsinadivorce,HACEwillbeboundbythecourt’sdeterminationastowhichfamilymemberwillcontinuetoreceivetheProgramassistance.
B. REMAININGMEMBEROFTHEFAMILY“Remainingfamilymember”isdefinedasafamilymemberofanassistedtenantfamilywhoremainsintheunitwhenothermembersofthefamilyhavemovedoutoraredeceased.Aminorisnotconsideredtobearemainingmemberofthefamily,unless:• Theminorhasbeendeclaredemancipatedbythecourts;or
• Acaretakerwhohasbeenappointedbythecourtstooverseethewelfareoftheminor
movesintotheunit.
Ifguardianshipisawardedtothecaretaker,anewVouchermayberequiredduetothenewfamilycomposition.
C. SINGLEMEMBERHOUSEHOLD
TheHAPContractterminatesautomaticallyuponthedeathofasinglememberhousehold,includingsinglememberhouseholdswithalive-inaide.
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D. TEMPORARILYABSENTCHILDForthepurposesofdeterminingfamilycomposition,atemporarilyabsentchildisconsideredtobepartoftheassistedhousehold.Thisstatutoryprovisionisintendedtopromotefamilyreunificationbypermittingthefamilytorentaunitthatwillbelargeenoughtoaccommodatethewholefamilywhentheabsentchildreturnsfromfostercare.E. JOINTCUSTODYOFMINORSMinorsmustresidewithintheassistedhouseholdover50%ofthetimetobeconsideredamemberofthathousehold.Verificationwillberequiredthroughdocumentationprovidedbythecourt.Intheeventthereisjointcustody,HACEshallmakeareasonabledeterminationoffamilycompositionusing,butnotlimitedto,thefollowingresources:• Benefitsreceived
• Schoolenrollment
• Limitedmedicalrecords
• Anotarizedstatementfromtheparents
F. LIVE-INAIDE:Inadditiontofamilymembers,alive-inaidemaybeconsideredtobepartofthehouseholdforthecareandwell-beingofoneormoreelderlyornear-elderlypersonsorpersonswithdisabilitiesinaccordancewith24CFR966.4.Thelive-inaidemustvacatethepremiseswhenthefamilymemberwhorequirestheassistancemovesfromtheunitand/orthelive-inaideisnolongerrequiredforassistance.HACEwillrequirethatthelive-inaideis:
• Isessentialtothecareandwell-beingofthatperson;
• Isnotobligatedforthesupportoftheperson;
• Wouldnotbelivingintheunit,excepttoprovidethenecessarysupportiveservices;and
• Isnotasexoffendersubjecttoalifetimeregistration.
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HACEwillalsorequirearequestforareasonableaccommodation,fromamedicalprofessionalwhoisfamiliarwiththefamilymember,tocertifythatalive-inaideismedicallynecessaryforthecareandwell-beingofthefamilymember.AdeterminationoftheacceptabilityofsuchstatementwillbemadebyHACEpriortoapprovalofthelive-inaide.G. DISAPPROVALOFLIVE-INAIDEAtanytimeHACEwillwithdrawtheapprovalofalive-inaide,inaccordancewith24CFR982.316,ifthelive-inaide:
• Commitsfraud,briberyoranyothercorruptorcriminalactinconnectionwithanyfederalhousingprogram;
• Commitsdrug-relatedcriminalactivityorviolentcriminalactivity;
• CurrentlyowesrentorotheramountstoHACEinconnectionwithanyHCVProgramorpublichousingassistanceunderthe1937Act;or
• Hasarecordofdisturbanceofneighbors,destructionofproperty,or,livingorhousekeepinghabitsatpriorresidenceswhichmayadverselyaffectthehealth,safetyandwelfareofotherresidentsorneighbors.
Ifthelive-inaidehastheirapprovalwithdrawn,theyarenolongereligibletoremainintheassistedunitandwillbeconsideredtobeanineligiblememberofthehousehold.IftheineligiblememberremainsintheunitafterHACEprovidesnoticeoftheineligibility,HACEwillterminateassistancetothefamily.
H. VAWA The Violence Against Women and Justice Department Reauthorization Act of 2017 (VAWA) is a gender neutral protection for the victims of domestic abuse. Accordingly, victims of domestic abuse will not be discriminated against during the application process with regard to eligibility, or have penalties regarding continued participation/tenancy if a household member is the victim of domestic violence, dating violence, or stalking. HACE may not consider incidents of domestic violence, dating violence, or stalking as serious or repeated violations of the lease or “good cause” for termination of assistance, tenancy, or occupancy rights of the victim of abuse.
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HACE may not consider criminal activity directly relating to abuse, engaged in by a member of the tenant’s household or any guest or other person under the tenant’s control, cause for termination of assistance, tenancy, or occupancy rights if the tenant or an immediate member of the tenant’s family is the victim or threatened victim of that abuse. HACE may request, in writing, that the victim, or a family member on the victim’s behalf, certify that the individual is a victim of abuse and that the form HUD-5382 Certification of Domestic Violence, Sexual Assault, or Stalking, and Alternate Documentation or other documentation as noted on the certified form, be completed and submitted within 14 days, or an agreed upon extension date, to receive protection under VAWA. Failure to provide the certification or other supporting documentation within the specified timeframe may result in eviction or the termination of rental assistance. All HACE tenants/participants will sign a Lease Addendum (Form HUD-91067) informing them of their rights under VAWA.
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10. EXCLUSIONSTOHOUSEHOLD
A. GENERALPOLICY
IncomeandtheTotalTenantPaymentarecalculatedinaccordancewith24CFRpart5,subpartFforallfamilymemberswhoresideinthehousehold.
B. ABSENTFAMILY/FAMILYMEMBER
ThefamilymustdeclareanyfamilymemberwhoispermanentlyortemporarilyabsentbynotifyingHACEinwriting.HACEwilladvisethefamilyatthetimehowthismayaffecttheTotalTenantPaymentand/ortheVouchersize.HACEwillutilizethefollowingindeterminingtemporary/permanentabsences:
1. Absencebythefamilyfromtheirunitformorethan90dayswillbeconsideredbyHACE
tobeabandonmentoftheunit.Thefamily’sassistancewillbeterminatedandtheywillbeprovidedanopportunitytorequestaninformalhearing.(SeeSectionFofthischapterforabandonment)
2. Ifamemberofthefamilyleavestheunitfor90daysormore,theywillbeconsideredtobepermanentlyabsent.HACEwilldetermineifthefamily’sunitsizemustbechangedtomeetthesubsidystandards.HACEwillrevieweachfamily’scircumstancesonacase-by-casebasis.
3. Ifasingle-memberhouseholdisabsentformorethan90days,theirassistancewillbeterminated,unlesstheyrequestandaregrantedanextension.Third-partydocumentationacceptabletoHACEmustbesubmittedthatindicatestheywillreturnwithinthenext90days(maximumabsencecannotexceed180days).
C. TEMPORARILYABSENTFAMILYMEMBERS’INCOMEHACEwillincludetheincomeofalltemporarilyabsentfamilymemberswhendeterminingtheTTP.Ifthespouseortheheadofhouseholdistemporarilyabsent,theirentireincomeiscounted.Ifahouseholdmemberistemporarilyinalongtermcarefacility,adeterminationwillbereviewedonacasebycasebasis.
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D. OTHERABSENTFAMILYMEMBERThefollowingwillbeconsideredtobepermanentlyabsentfamilymembersandwillnotbeincludedinthehousehold:• Familymembersinthemilitary(excludinghead,spouseorco-head);and
• Childrenwhodonotresideinthehouseholdover50%ofthetime;and
• Familymemberswhohavebeenincarceratedformorethan180days.
E. VISITORSOvernightadultguestsarepermittedtovisitforupto14daysinacalendaryearwithHACE’swrittenapproval.Ifthevisitorstaysformorethan14daysintheyear,itwillbeconsideredtobeaviolationoftheFamilyObligationsandgroundsforterminationofassistancetothefamily.F. ABANDONMENTOFUNIT1. Abandonmentoftheleasedpremisesbythefamilyshallbepresumedwhenthefamily
movesoutallorsubstantiallyallofthefamily’sgoodsandpersonalitemsfromtheleasedpremises,and(a)anyrentbecomesdueandunpaid,and/or(b)noticetoterminateforanyotherleaseviolationhasbeenserved,and/or(c)mailisundeliverableorhasbeenreturnedtotheownerand/orHACE.
2. Uponabandonmentoftheleasedpremisesbyfamily,theownershouldmailawrittennoticetothefamilythattheyplantore-entertheleasedpremisesandtakepossessionofthesameandthattheyshalldisposeofanyremaininggoodsandpersonalpropertyintheleasedpremisesinaccordancewithStatelaw.
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11. TERMINATIONSANDFAMILYMOVES
A. LEASETERMINATION
Owner
1. Duringtheinitialtermoftheleaseorduringanyrenewalterm,theownermayonlyterminatethetenancybecauseof:a. Seriousorrepeatedviolationsofthelease.
b. Criminalactivity,whichincludes,butisnotlimitedto:
1) Illegaluseofacontrolledsubstance;
2) Anydrug-relatedcriminalactivityonornearthepremises;
3) Alcoholabuseandanycriminalactivitythatthreatensthehealth,safetyorrighttopeacefulenjoymentofthepremisesbyotherresidents;or
4) Othergoodcause,whichincludes,butisnotlimitedto:
• Disturbanceofneighbors.• Destructionofproperty.• Livingorhousekeepinghabitsthatcausedamagetotheunitor
premises.2. Afterthe1styearofthelease,theownermustgiveatleasta60daynoticetoterminate
theleaseforothergoodcauseasfollows:a. Abusinessoreconomicreasonforterminationofthetenancy(suchassaleof
theproperty,renovationoftheunit,ortheowner’sdesiretorenttheunitforahigherrent).
Family
1. Thefamilymayterminatetheleasewithoutcauseatanytimeafterthe1styearprovided
thatthefamilynotifiestheownerandHACEatleast30days,butnomorethan60days,beforethetermination.(SeeSectionDofthischapterforfamilymoves)
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MutualAgreement
1. Duringthe1styearofthelease,thetenantandownermayagreetoterminatethelease.AcopyoftheterminationagreementmustbeprovidedtoHACEatleast30dayspriortothemove.
B. HAPCONTRACTTERMINATIONOwner1. TheHAPcontractterminateswhen: a. Theownerhaslegalpossessionoftheunitsubsequenttoaneviction;or
b. TheownernotifiesthetenantandHACEthattheynolongerintendtoparticipateintheProgram.
HACE1. TheHAPcontractwillterminateautomaticallywhen: a. Theleaseterminates; b. HACEterminatesassistancetothefamily; c. Thefamilymovesfromthecontractunit;
d. 180dayshaveelapsedsincethelastHousingAssistancePaymenttotheowner;e. AvailableProgramfundingisnotsufficienttosupportcontinuedassistancefor
thefamily;f. Thecontractunitdoesnotmeetthesubsidystandards;g. ThecontractunitdoesnotmeetallrequirementsoftheHQS;orh. TheownerhasbreachedtheHAPcontract.
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C. TERMINATIONOFASSISTANCETOFAMILYHACEmayatanytimeterminateProgramassistanceforaparticipantforanyofthefollowingreasons:1. IfthefamilyviolatesitsobligationsundertheProgramasrequiredby24CFR982.551;
2. Ifthefamilydoesnotcomplywiththeregulationslistedin24CFR982.552(b)and(c);
3. IfHACEdeterminesthatanyfamilymemberhasengagedinillegaldrugactivity,criminal
activity,oralcoholabuse(seeapplicabledefinitionsinChapter2ofthisPlan);or
4. IfthefamilycommitsfraudinconnectionwiththeHCVProgram.HACEwillimmediatelyandpermanentlyterminatetheHCVassistance,ofpersonswhoareconvictedofmanufacturingorproducingmethamphetamineonthepremisesoftheassistedhousingdevelopmentorunitinviolationofanyfederalorstatelaw.“Premises”isdefinedasthebuildingorcomplexinwhichthedwellingunitislocated,includingcommonareasandgrounds.D. FAMILYMOVESTransfersIfthefamilydesirestomovetoanewunit,HACEwillissuetothefamilyanewVoucherifthefamilyhascompliedwithallthetenantobligationswhileintheircurrentunit.However,ifHACEdoesnothavesufficientfundingforcontinuedassistance,nomovewillbepermitted.IfafamilymovestoanotherunitwithoutnotifyingHACEinwriting,itwillbeconsideredtobeaviolationoftheFamilyObligation(s)andreasonfortermination.NumberofMovesFamiliesmaynotmoveduringthe1styearofthelease,unlessforgoodcause.HACEwilllimitthenumberofmovesthataHCVProgramfamilymaymaketo1peryear.ChargesagainstSecurityDeposit:Iftheownerisclaimingdamages,unpaidrentorutilitiesagainstthesecuritydeposit,theownermustsubmittothetenant:
• Verificationofpast-duerentorutilities• Verificationofdamagesthatmayincludebutisnotlimitedto:
o Invoicesorestimatesforrepairs/contractingrequiredduetotenantdamageso Photographicproofofdamages
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Iftheownerdoesnothavethetenantsforwardingaddress,emailorcellphone,tosendanattachmentortomail,theymaymailtotheirformeraddress.
Iftheownerandtenantdonotcometoanagreement,theownermustfileacivilsuittosettledispute.
Noticeofchargesagainstsecuritydepositmustbeprovidedtotenantwithin30daysofthetenantmove-outinaccordancewithPennsylvaniaStateLaw.E. DEFINITIONOFCONTINUOUSLYASSISTEDAnapplicantiscontinuouslyassistedunderthe1937HousingActifthefamilyisalreadyreceivingassistanceunderany1937HousingActprogramwhenthefamilyisadmittedtotheHousingChoiceVoucherProgram.HACEwillcontinuouslyassistafamilyifnomorethan120dayshaveelapsedsincethefamilyhasreceivedassistance,exceptasrequiredasareasonableaccommodationforafamilythatincludesapersonwithdisabilities.
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12. INFORMALREVIEWS&HEARINGS
HACEwillconductInformalReviewsandHearingsinaccordancewithallapplicableHUDregulationscontainedinSection24oftheCodeofFederalRegulations;HUDNotices;anyapplicablefederal,stateorlocallawgoverningsuchprocess;andthisAdministrativePlan.AnInformalReviewwillbeofferedtoanapplicantwhenHACEhasdeniedProgramassistance.AnInformalHearingwillbeofferedtoaparticipantfamilywhenspecificdecisionshavebeenmadebyHACErelatingtoindividualcircumstancesofthefamily.A. INFORMALREVIEWSFORAPPLICANTS1. AcceptableReasonsforInformalReviewsExceptasnotedbelow,HACEwillgiveanapplicantanopportunityforanInformalReviewofadeterminationbyHACEtodenyassistance.AnysuchdecisionwillbeprovidedpromptlytotheapplicantinwritinganddeliveredbyFirstClassMail.Thedecisionnoticewillincludeabriefstatementofthereasonforthedenial,theapplicant’srighttoareview,andtheproceduretorequestareview.2. UnacceptableReasonsforInformalReviewsHACEwillnotprovideanapplicantwithanopportunityforanInformalReviewforanyofthefollowingreasons:
a. DiscretionaryadministrativedeterminationsbyHACE.
b. Generalpolicyissuesorclassgrievances.
c. AdeterminationoffamilyunitsizeunderHACE’ssubsidystandards.
d. AHACEdeterminationnottoapproveanextensionorsuspensionofaVoucher
term.
e. AHACEdeterminationnottograntapprovaltoleaseaunitundertheProgramortoapproveaproposedlease.
f. AHACEdeterminationthataunitselectedbytheapplicantisnotincompliancewithHQS.
g. AHACEdeterminationthattheunitisnotincompliancewithHQSbecauseofthefamilysizeorcomposition.
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3. RequestforInformalReviewAnapplicantwillbeprovidedwithHACE’sprocedureforrequestinganInformalReviewintheNoticeofIneligibility.TheapplicantmustrequestanInformalReviewbywritingtotheaddresslistedinthenotice.TherequestforanInformalReviewmustbereceivedbyHACEwithin14daysofthedateofsuchnotice.Iftheapplicantfailstoproperlysubmittherequestwithintheprescribedtime,theywillforfeittheirrighttoanInformalReview,andthedecisiontodenyassistancewillbefinal.4. InformalReviewProcessTheInformalReviewwillbeconductedbyahearingofficerappointedbyHACEwhohasneithermadenorapprovedthedecisionunderrevieworbyasubordinateofsuchperson.Theprocesswillbeinaccordancewiththefollowing:
a. Theapplicantwillbenotifiedofthedate,timeandlocationoftheInformalReview
withinapproximately30daysofthereceiptoftherequest.HACEschedulesInformalReviewseachmonthandmaybeconductedbyphone,inpersonorothersuitablemeansapprovedbyHACE.
• Theapplicantmayrequest,inadvance,thatHACErescheduletheirreviewbecause
ofareasonableinabilitytoattend.• Anapplicant’sfailuretoattendascheduledInformalReviewwithoutadvance
notificationtoHACEwillbereasonforautomaticdenialoftherequestwithoutadecisionbythehearingofficeronthemeritsofHACE’sdeterminationtodenyassistance.
b. Personswithdisabilitieswillbeaffordedspecialconsiderationsintheschedulingand
conductingoftheInformalReviews.
c. Theapplicantwillhavearighttoexaminetheirfilepriortothereview.
d. HACEmustbegiventheopportunitytoexamine,atitsoffices,anyfamilydocumentsthataredirectlyrelatedtothereview.HACEmaycopyanysuchdocumentatitsexpense.IfthefamilydoesnotmakethedocumentavailableforexaminationbyHACE,thefamilymaynotrelyonthedocumentatthereview.
e. Theapplicantwillhavetherightofrepresentationbylegalcounselattheapplicant’s
expense.HACEmustbenotifiedinadvanceiftheapplicantintendstoberepresentedbylegalcounsel.
f. Evidence,witnessesandanyinformationapplicabletothereviewmaybepresentedby
eitherHACEortheapplicant.
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g. ThehearingofficerwillconducttheInformalReviewinamannerintendedtoensureproperorder.
h. Afinaldecisionwillbemadebythehearingofficerbaseduponthefactsandevidence
presentedattheInformalReview.B. INFORMALHEARINGSFORPARTICIPANTS1. AcceptableReasonsforInformalHearingsHACEwillgiveaparticipantanopportunityforanInformalHearingforcertainHACEdeterminationsrelatingtoindividualcircumstancesoftheparticipantfamily.AnyapplicabledeterminationwillbepromptlyprovidedtotheparticipantinwritinganddeliveredbyFirstClassmail.Thenoticewillincludeabriefexplanationofthedetermination,theapplicant’srighttoahearing,andtheproceduretorequestahearing.HACEwillofferaparticipantfamilyanInformalHearingforthefollowingreasons:
a. Adeterminationofthefamily’sannualoradjustedincome,andtheuseofsuchincome
tocomputehousingassistancepayments.
b. Adeterminationoftheappropriateutilityallowances(ifany)fortenant-paidutilitiesfromHACE’sutilityallowanceschedule.
c. AdeterminationofthefamilyunitsizeunderHACEsubsidystandards.
d. AdeterminationthataVoucherProgramfamilyisresidinginaunitwithalargernumber
ofbedroomsthanappropriateforthefamilyunitsizeunderHACE’ssubsidystandardsoradeterminationtodenythefamily’srequestforanexceptionfromthestandards.
e. Adeterminationtoterminateassistanceforaparticipantfamilybecauseofthefamily’s
actionorfailuretoactinaccordancewithapplicableHUDregulationsorHACEpolicies(see24CFR982.552).
f. Adeterminationtoterminateassistancebecausetheparticipantfamilyhasbeenabsent
fromtheassistedunitforlongerthanthemaximumperiodpermittedunderHUDregulationsorHACEpolicy.
2. UnacceptableReasonsforInformalHearingsHACEwillnotprovideaparticipantfamilywithanopportunityforanInformalHearingforanyofthefollowingreasons:a. DiscretionaryadministrativedeterminationsbyHACE.
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b. GeneralPolicyissuesorclassgrievances.c. EstablishmentofHACE’sscheduleofutilityallowancesforfamiliesintheProgram.
d. AHACEdeterminationnottoapproveanextensionorsuspensionofaVoucherterm.
e. AHACEdeterminationnottoapproveaunitorlease.
f. AHACEdeterminationthatanassistedunitisnotincompliancewithHQS(unlessa
decisiontoterminateassistancewasmadeduetotenantcausedHQSdeficiencies).
g. AHACEdeterminationthattheunitisnotincompliancewithHQSbecauseofthefamilysize.
h. AdeterminationbyHACEtoexerciseornottoexerciseanyrightorremedyagainstthe
ownerunderaHAPcontract.
3. RequestforInformalHearingsAparticipantfamilywillbeprovidedwithHACE’sprocedureforrequestinganInformalHearinginthedeterminationnotice.TheparticipantmustrequestanInformalHearingbywritingtotheaddresslistedinthenotice.TherequestforanInformalHearingmustbereceivedbyHACEwithin14daysofthedateofthenotice.Iftheparticipantfailstoproperlysubmittherequestwithintheprescribedtime,theywillforfeittheirrighttoanInformalHearingandthedeterminationwillremainasfinal.
HACEwillnotifythefamilythattheymayfirstaskforanexplanationofthebasisofaHACEdeterminationunderB.1a,b,andcofthissection.Ifthefamilydoesnotagreewiththeexplanation,theythenmayrequestanInformalHearinginaccordancewiththeInformalHearingrequestproceduresdefinedabove.4. InformalHearingProcessTheInformalHearingwillbeconductedbyahearingofficerappointedbyHACEwhohasneithermadenorapprovedthedecisionunderrevieworbyasubordinateofsuchperson.Theprocesswillbeinaccordancewiththefollowing:
a. Theparticipantwillbenotifiedbymailorothersuitablemeans,ofthedate,timeand
locationoftheInformalHearingwithinapproximately30daysofthereceiptofrequestbyHACE.Thehearingmaybeconductedbyphone,inpersonorothersuitablemeansapprovedbyHACE.
• Theparticipantmayrequest,inadvance,thatHACErescheduletheirhearing
becauseofareasonableinabilitytoattend.
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• Aparticipant’sfailuretoattendascheduledInformalHearingwithoutadvancenotificationtoHACEwillbereasonforimmediatedenialoftherequestwithoutadecisionbythehearingofficeronthemeritsofHACE’sdeterminationtoterminateassistance.
b. Personswithdisabilitieswillbeaffordedspecialconsiderationsintheschedulingand
conductingoftheInformalHearings.
c. Theparticipantwillhavearighttoexaminetheirfilepriortothehearing.
d. HACEmustbegiventheopportunitytoexamine,atitsoffices,anyfamilydocumentsthataredirectlyrelatedtothehearing.HACEmaycopyanysuchdocumentatitsexpense.IfthefamilydoesnotmakethedocumentavailableforexaminationbyHACE,thefamilymaynotrelyonthedocumentatthehearing.
e. Theparticipantfamilywillhavetherightofrepresentationbylegalcounselatthe
family’sexpense.HACEmustbenotifiedinadvanceifthefamilyintendstoberepresentedbylegalcounsel.
f. Evidence,witnessesandanyinformationapplicabletothehearingmaybepresentedby
eitherHACEortheparticipantfamily.
g. ThehearingofficerwillconducttheInformalHearinginamannertoensureproperorder.
h. Afinaldecisionwillbemadebythehearingofficerbaseduponthefactsandevidence
presentedattheInformalHearing.
C. HEARINGOFFICERANDCONDUCTOFINFORMALREVIEWS/HEARINGS1. HearingOfficerTheHearingOfficerforallHCVProgramInformalReviewsandInformalHearingswillbeHACEExecutiveDirectororothermemberofmanagementwithappropriateadministrativeauthority.Theyorasubordinateofsuchpersonwillhaveneithermadenorapprovedthedecisionunderreview.TheHearingOfficerwillberesponsibleforinsuringthatalleligiblerequestsforreviewsandhearingsarescheduledwithinapproximately30daysofthereceiptofsuchrequests.Followingeachofthereviewsandhearings,theHearingOfficerwillberesponsibleforpromptlyprovidingadecisionlettertotheapplicantorparticipantfamilyinaccordancewiththisPlan.
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2. ConductofinformalReviewsandHearingsTheHearingOfficerisauthorizedtoregulatetheconductofhearingsandreviewsattheirdiscretion.Thisisanon-judicialfunction;therefore,noformalprocedureisrequired.ItshallbetheresponsibilityoftheHearingOfficertoinsurethatadequateinformationispresentedandthattheorderofthehearingproceedsaccordingly.TheHearingOfficeralwayswillidentifythesession(partiespresent,date,time,place)andreadtheinitialHACEdeterminationordecisionwhichpromptedtherevieworhearing.ItistheresponsibilityoftheHearingOfficertotakepertinentnotesandacknowledgematerialandtestimonyneededtomakeareasonabledetermination.TheneedforataperecordingandtranscriptoftheproceedingsshallbeatthediscretionoftheHearingOfficer.D. INFORMALREVIEWANDHEARINGDECISIONSTheHearingOfficerisresponsibleforissuingtotheapplicantorparticipantawrittendecisionwithinareasonablelengthoftimefollowingtherevieworhearing.ThedecisionlettershallbesenttothefamilybyFirstClassMail.Theletterwillcontainastatementofthedecision,andthereason(s)forthedecision,includinganyapplicableHUDregulationsand/orHACEpolicies.Factualdeterminationsthatrelatetotheindividualcircumstancesofthefamilywillbebasedonapreponderanceofevidencepresentedattherevieworhearing.HACEisnotboundbyanydecisioncontrarytoHUDregulationsorrequirementsorotherwisecontrarytofederal,stateorlocallaw.E. RESTRICTIONONASSISTANCETONON-CITIZENSHACEwillcomplywiththeInformalHearingprovisionsforthedenialofassistanceonthebasisofineligibleimmigrationstatuscontainedin24CFRpart5subpartE.
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13. REPAYMENTAGREEMENTS
HACEprovides,incertaininstances,anopportunityforafamilywhoowesmoneytoHACE,foroverpaymentsofassistanceresultingfromunreportedormisreportedfamilyinformation,toenterintoarepaymentagreementandcontinuetoparticipateintheHCVProgram.HACEwillcalculatetheinstallmentamountsandprescribethetermsoftherepaymentagreement.OnlyonerepaymentagreementwillbeofferedtofamilieswhooweHACEmoney.IfcircumstancesresultinadditionalmoniesowedbythefamilytoHACE,suchmoniesmustbereimbursedinonepayment,whichwillbeduewithinnomorethan60daysofthenoticetothefamilybyHACE.FailurebythefamilytomeetthisrequirementwillresultintheterminationoftheHAPContract.A. MISREPORTEDORUNREPORTEDINCOMEWhenHACEidentifiescaseswherethefamilyhaserroneouslyreportedtheirhouseholdincome,orhasnotreportedalloftheirhouseholdincome,adeterminationwillbemadeastowhetherthefamily’sactionorinactionappearstobedeliberateandwhetheranyFamilyObligationshavebeenviolated.Arepaymentagreementmaybeofferedifthefamilyhasnot:
• Committedfraudorwillfullymisrepresentedinformation;
• ViolatedanyoftheFamilyObligations;or
• PreviouslybreachedarepaymentagreementwithHACE.B. OTHERAMOUNTSOWEDTOHACEAfamilymayoweHACEmoneyforreasonsotherthanoverpaymentsasstatedpreviouslyinthischapter(A).RepaymentagreementsforotheramountsowedmaybeofferedtofamiliesbyHACEdependingupontheoriginoftheoutstandingdebtandanyrulesgoverningthetypeofdebt.ThedecisiontoofferarepaymentagreementinthiscategorywillbemadeonanindividualbasisandisatthesolediscretionofHACE.
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C. REPAYMENTAGREEMENTPOLICYTherepaymentagreementwillbespecific,identifyingthereasonforthereimbursement,termoftheagreement,paymentfrequencyandduedate,installmentamountandotherbindingconditionsstructuredbyHACE.Arepaymentagreementmustbeexecutedbythefamily’sheadofhouseholdwithin30daysoftheofferbyHACE;otherwise,itwillbeconsideredtobearefusalbythefamilytoenterintotheagreement.Therepaymentagreementpolicyconformstothefollowing:
• Eachinstallmentwillbedueinadvancewithoutnoticetothefamily.PaymentswillbemadetoHACE’smainofficeoraddressidentifiedintherepaymentagreement.
• Arepaymentagreementforafamilywillconsistofatermofnolongerthan12
monthsunlessalongertimeisapprovedbytheExecutiveDirectorordesignee.
• Anybreachofthetermsorconditionsofarepaymentagreementwillresultintheterminationofprogramassistanceforthefamilyinaccordancewith24CFR982.552(c)(vii).
• IfafamilyisofferedarepaymentagreementformoniesowedHACE,andthefamily
refuses,theentireamountwillbedueimmediately.FailurebythefamilytopayHACEwillbeconsideredreasonfortheterminationofprogramassistanceunder24CFR982.552(c)(v).
• Advancenoticeofaterminationofprogramassistanceunderthisparagraphanda
righttoanInformalHearingwillbeprovidedtothefamilypriortoadiscontinuationofassistance.
• IfthefamilyparticipatesintheFSSprogram,HACEmayreducetheamountofthe
family’sescrowbalancebytheamountowedHACE.D. REPAYMENTAGREEMENTSBYOWNERSInsomecasestheownerofanassistedunitunderaHCVProgramHAPContractmayhavereceivedexcessassistancepaymentsthroughnofaultoftheirown.Whenoverpaymentscannotbedeductedfromtheowner’smonthlyHAPcheck,anagreementmaybeofferedbyHACEforreimbursement.Suchagreementwillbefornolongerthan12monthsandwillincludespecifictermsandconditionsstructuredatthediscretionofHACEandagreedtobytheowner.
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E. PROSECUTIONFORFRAUDIfHACEdeterminesthatthefamily(orowner,ifapplicable)hascommittedfraudafterarepaymentagreementhasbeenexecuted,HACEmayterminateassistanceandmayseekprosecutionthroughthecourts.Inallcasesinvolvingfraud,HACEhastherighttoprosecuteinaccordancewithapplicablelaws.
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14. PROGRAMINTEGRITYANDPERFORMANCE
A. PROGRAMMONITORINGMonthlyreportswillbemaintainedtomonitorthewaitinglistandoutstandingVoucherstoeffectivelymanagetheleasingscheduleandtoprovideHACEwithprogramdemographics.AHAPcontractregisterwillbemaintainedandregularlyreviewedtomonitorthemonthlyHousingAssistancePayments.B. ETHICSInaccordancewithfederalregulations,HACEnoranyofitscontractorsorsubcontractorsmayenterintoanycontractorarrangementinconnectionwiththetenant-basedprogramsinwhichanyofthefollowingclassesofpersonshasanyinterest,directorindirect,duringhisorhertenurewithHACEorfor1yearthereafter:
1. AnypresentorformermemberorofficeroftheHousingAuthority(exceptaparticipantcommissioner).
2. AnyemployeeoftheHousingAuthorityoranycontractor,subcontractoror
agentoftheHousingAuthoritywhoformulatespolicyorwhoinfluencesdecisionswithrespecttotheprograms.
3. Anypublicofficial,memberofagoverningbody,orStateorlocallegislatorwho
exercisesfunctionsorresponsibilitieswithrespecttoHACE’sprograms;or4. AnymemberoftheCongressoftheUnitedStates.
AnymemberoftheclassesdescribedabovemustdisclosetheirinterestorprospectiveinteresttotheHousingAuthorityandHUD.TheConflictofInterestprohibitionunderthissectionmaybewaivedbytheHUDFieldOfficeupontherequestofHACEforgoodcause.NoCommissionerorHACEemployeeshallsolicitorreceiveanygiftorconsideration.ViolationsoftheserequirementswillresultindisciplinaryactionasoutlinedintheHACE’sEmployeeHandbookandbedeterminedbyactionoftheBoardofCommissioners.
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C. QUALITYCONTROLHACEwillconductQualityControlreviewsinfivekeymanagementareasrelatingtospecificperformanceindicatorsoftheSectionEightManagementAssessmentProgram(“SEMAP”).ThereviewswillbecompletedbyHACEExecutiveDirector,amanagementdesignee,oranindependentcontractorinaccordancewith24CFRPart985todetermineperformanceforthefollowing: 1. SelectionfromtheWaitingList 2. ReasonableRent
3. DeterminationofAdjustedIncome4. HQSQualityControlInspections5. HQSEnforcement
TheQualityControlSampleswillbedrawninanunbiasedmannerandreviewedbytheappropriatemanagementindividualasdefinedaboveforthepurposeofdeterminingiftheworkdocumentedinthefilesconformstoprogramrequirements.Theminimumsizeofthesamplewillbeasfollows:
UNIVERSE MINIMUMNUMBERINSAMPLE
50orless 551-600 5plus1foreach50(orpartof50)over50601-2000 16plus1foreach100(orpartof100)over600Over2000 30plus1foreach200(orpartof200)over2000
E. FINANCIALREPORTINGAllfinancialreportingwillbeinaccordancewithapplicableHUDregulationsandGenerallyAcceptedAccountingPrinciples.F. EXPENDITURETHRESHOLDThethresholdfortheamountofexpendituresthatmaybemadefromtheOperatingReserveforotherhousingpurposeswithoutpriorapprovaloftheBoardissetat$1000.
