Public Housing Admissions and Continued Occupancy Policies

208 Pages·2014·2.05 MB·English

Public Housing
Admissions and

Continued Occupancy

Policies
Housing Authority of the County of San Bernardino
715 E. Brier Drive | San Bernardino, CA 92408
[phone] | WWW.HACSB.COM September 2014
Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014
Contents

1 Introduction ............................................................................................................... 1-1
1.1 Purpose of Plan .................................................................................................. 1-1
1.2 Organization and Structure of HACSB ................................................................ 1-2
1.3 Mission Statement and Vision ............................................................................. 1-3
1.4 Local Objectives .................................................................................................. 1-3
1.5 Affordable Housing Programs ............................................................................. 1-3
1.6 Rules and Regulations ........................................................................................ 1-6
1.7 Fair Housing Policy [24 CFR §982.54(d)(6)] ....................................................... 1-6
1.8 Reasonable Accommodations Policies and Procedures [24 CFR 8.24] .............. 1-9
1.9 Program Accessibility [24 CFR 8.6] .................................................................. 1-10
1.10 Translation of Documents ............................................................................... 1-11
1.11 Physical Accessibility ...................................................................................... 1-11
1.12 Management Assessment ............................................................................... 1-12
1.13 Privacy Rights [24 CFR 982.551 and 24 CFR 5.212] ...................................... 1-12
2 Introduction ............................................................................................................... 2-1
2.1 Definitions of Family and Household ................................................................... 2-1
2.2 Definition of Members ......................................................................................... 2-5
2.3 Income Eligibility and Targeting [24 CFR 5.603(b)] ........................................... 2-11
2.4 Citizenship or Eligible Immigration Status [24 CFR 5, Subpart E] ..................... 2-11
2.5 Social Security Numbers [24 CFR 5.216 and 5.218, Notice PIH 2012-10] ....... 2-14
2.6 Family Consent to Release Information [24 CFR 5.230] ................................... 2-14
2.7 Screening for Criminal Background and Drug Abuse ........................................ 2-15
2.8 Screening for Suitability [24 CFR 960.203(c)] ................................................... 2-20
2.9 Criteria for Deciding to Deny Admission............................................................ 2-22
2.10 Notice of Eligibility or Denial ............................................................................ 2-25
2.11 Affordable Housing Program Determination .................................................... 2-26

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014
2.12 Informal Review for Applicants [24 CFR 960.208(a)] ...................................... 2-27
3 Introduction ............................................................................................................... 3-1
3.1 Applying for Assistance ....................................................................................... 3-1
3.2 Managing the Waiting List ................................................................................... 3-4
3.3 Resident Selection [24 CFR 960.201(a), 24 CFR 903.2(d), 24 CFR 1.4(b)(1)(iii)
and 24 CFR 903.2(d)(1), 24 CFR 960.206(e)(2) and 24 CFR 960.202(c)(2 ] ........... 3-9
4 Introduction ............................................................................................................... 4-1
4.1 Occupancy Standards ......................................................................................... 4-1
4.2 Unit Offers [24 CFR 1.4(b)(2)(ii); 24 CFR 960.208] ............................................. 4-3
5. Introduction .............................................................................................................. 5-1
5.1 Annual Income [24 CFR 5.609] ........................................................................... 5-1
5.2 Adjusted Income ............................................................................................... 5-22
5.3 Calculating Rent ................................................................................................ 5-26
5.4 Utility Allowance and Utility Reimbursement Payments .................................... 5-30
5.5 Proration of Assistance for “Mixed” Families [24 CFR 5.520] ............................ 5-30
5.6 Minimum Rent [24 CFR 5.630 and 5.630] ......................................................... 5-31
6. Introduction [24 CFR 960.259, 24 CFR 5.230 and Notice PIH 2010-19] .................. 6-1
6.1 General Verification Requirements [24 CFR 960.259 and 24 CFR 5.230] .......... 6-1
6.2 Verifying Family Information ................................................................................ 6-3
6.3 Verifying Income and Assets ............................................................................. 6-10
6.4 Deductions ........................................................................................................ 6-13
6.5 Streamlined Lease Assistance Programs ......................................................... 6-16
6.6 Transitional Assistance for MTW Families Program ......................................... 6-16
6.7 Verifying Certain Program Eligibility Criteria ..................................................... 6-18
7. Introduction .............................................................................................................. 7-1
7.1 Leasing [24 CFR 966.4(a)(2)] ............................................................................. 7-1
7.2 Inspections .......................................................................................................... 7-6
8. Introduction .............................................................................................................. 8-1

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014
8.1 Biennial Recertifications [24 CFR 960.257(a)(1)] ................................................ 8-1
8.2 Interim Recertifications [24 CFR 960.257 and 24 CFR 966.4] ............................ 8-4
8.3 Changes that Result in Program Redetermination .............................................. 8-7
8.4 Over-income Families ......................................................................................... 8-7
9. Introduction .............................................................................................................. 9-1
9.1 Assistance Animals ............................................................................................. 9-1
9.2 Pet Policies ......................................................................................................... 9-2
10. Introduction .......................................................................................................... 10-1
10.1 Community Service Requirement [24 CFR 960.600 – 609] ............................ 10-1
10.2 Definitions ....................................................................................................... 10-1
10.3 Notification Requirements [24 CFR 960.605(c)(2), Notice PIH 2009-48] ........ 10-5
10.4 Determination of Exemption Status and Compliance [24 CFR 960.605(c)(3)] 10-5
10.5 Documentation and Verification ...................................................................... 10-7
10.6 Noncompliance ............................................................................................... 10-7
10.7 Implementation of Community Service............................................................ 10-9
11. Introduction .......................................................................................................... 11-1
11.1 Emergency Transfers [24 CFR 966.4(h) and PH Occ GB, p. 147 ] ................. 11-1
11.2 HACSB Required Transfers [24 CFR 966.4(e)(8)(i)] ....................................... 11-2
11.3 Resident Requested Transfers ....................................................................... 11-4
11.4 Transfer Processing ........................................................................................ 11-6
12. Introduction .......................................................................................................... 12-1
12.1 Termination by Resident [24 CFR 966.4(k)(1)(ii) and 24 CFR 966.4(l)(1)] ...... 12-1
12.2 Mandatory Termination Reasons .................................................................... 12-1
12.3 Additional Termination Reasons ..................................................................... 12-3
12.4 Alternatives to Termination of Tenancy ......................................................... 12-11
12.5 Criteria for Deciding to Terminate Tenancy ................................................... 12-12
12.6 Terminations Related to Domestic Violence, Dating Violence, Sexual Assault, or
Stalking ................................................................................................................. 12-14

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014
12.7 Notification Requirements, Eviction Procedures and Record Keeping .......... 12-18
12.8 Informal Settlement Conference ................................................................... 12-21
12.8.3 Applicability [24 CFR 966.51] .................................................................. 12-23
12.8.4 Request for Informal Settlement Conference [24 CFR 966.54] ............... 12-23
12.8.5 Expedited Informal Settlement Conference ............................................ 12-24
12.8.6 Procedures Governing the Informal Settlement Conference ................... 12-25
13. Introduction .......................................................................................................... 13-1
13.1 Setting Utility Allowances [24 CFR 965 Subpart E] ......................................... 13-1
13.2 Establishing Flat Rents and Maximum Rents [24 CFR 5.504] ........................ 13-4
13.3 Family Debts to HACSB .................................................................................. 13-5
13.4 Record Keeping .............................................................................................. 13-6
13.5 Reporting Requirements for Children with Environmental Intervention Blood Lead
Level [24 CFR 35.1130(e)] ...................................................................................... 13-9
13.6 Violence Against Women Act (VAWA): Notification, Documentation and
Confidentiality ......................................................................................................... 13-9
13.7 Informal Hearings for Noncitizens [24 CFR 5.514] ........................................ 13-13

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014

CHAPTER 1
HACSB ACOP INTRODUCTION
1 Introduction
The Housing Authority of the County of San Bernardino (hereafter “HACSB” or “Housing
Authority”) administers the federally funded public housing program throughout the
County of San Bernardino. HACSB executed a Moving to Work Agreement (“MTW
Agreement”) with the U.S. Department of Housing and Urban Development (HUD) on
March 14, 2008. The MTW Agreement governs and supersedes, as appropriate,
applicable Federal laws, rules, regulations, contracts, and agreements that have been
or will be waived and/or modified by the MTW Agreement and subsequent Amendments
to the Agreement.

This Admissions and Continued Occupancy Plan, in conjunction with approved MTW
Plans and Amendments identify the operational policies for the HACSB Public Housing
program which hereafter will be referred to as the HACSB Affordable Housing program.

Administration of the Affordable Housing program and the functions and responsibilities
of the Housing Authority’s staff shall be in compliance with the agency’s Personnel
Policy and HUD regulations, where applicable, as well as Federal, State, and local Fair
Housing laws and regulations.
1.1 Purpose of Plan
The purpose of the ACOP is to establish policies that govern the Housing Authority’s
administration of its affordable housing program in a manner consistent with HUD
requirements, HUD Notices, and the Housing Authority’s MTW plan.

The policies in this ACOP comply with applicable local, State, HUD and other Federal
regulations, relevant memos, notices and guidelines, including fair housing and equal
opportunity requirements. If applicable regulatory changes conflict with this plan, HUD
regulations and HACSB’s MTW Plan will have precedence.

The Housing Authority adheres to its ACOP in administering all affordable housing
programs. The ACOP and any changes must be approved by the Housing Authority’s

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014

Board of Commissioners, and a copy of the ACOP must be provided to HUD. As much
as possible, revisions and additions are published to coincide with published changes in
the Housing Authority’s MTW Annual Plan.

Interim changes, including Board mandates and administrative updates reflecting
changes in law or regulatory requirements, will be made effective by memo from the
President/Chief Executive Officer or designee.
1.2 Organization and Structure of HACSB
The Affordable Housing Program is largely funded by the federal government and
administered by the HACSB. The Housing Authority’s jurisdiction includes:
• The unincorporated areas of San Bernardino County, California; and
• All cities within the County of San Bernardino with the exception of the
Cities of Upland and Needles.

The officials of the Housing Authority are known as commissioners or, collectively, as
the Board of Commissioners. Commissioners are appointed in accordance with state
housing law and generally serve in the same capacity as the directors of a corporation,
establishing policies under which the Housing Authority conducts business, ensuring
that policies are followed by staff and ensuring the agency is successful in its mission.
The Board is responsible for preserving and expanding the agency’s resources and its
continued viability.

Formal actions of the Housing Authority are taken through written resolutions, adopted
by the Board of Commissioners and entered into the official records of the HACSB.

The principal staff member of the Housing Authority is the President/Chief Executive
Officer (CEO), hired and appointed by the Board of Commissioners. The President/CEO
is directly responsible for carrying out the policies established by the Board and is
delegated the responsibility for hiring, training and supervising staff to ensure
compliance with federal and state laws and directives for the programs managed. In
addition, the President/CEO’s duties include budgeting and financial planning for the
agency.

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014

1.3 Mission Statement and Vision
The Mission Statement of the Housing Authority is:

HACSB empowers all individuals and families in need to achieve an enriched quality of
life by providing housing opportunities and resources throughout San Bernardino
County.
The Vision of the Housing Authority is:
HACSB is committed to creating a world in which all people have a stable and enriched
quality of life.
1.4 Local Objectives
As a public agency, the Housing Authority is committed to providing excellent service to
families and the community. The Housing Authority’s affordable housing programs are
designed to achieve three major objectives:

• To provide decent, safe, and sanitary housing for very low-income families
while maintaining their rent payments at an affordable level.
• To ensure that families pay fair and reasonable rents.
• To promote fair housing and the opportunity for very low-income families
of all ethnic backgrounds to experience freedom of housing choice.

In addition, the Housing Authority has the following goals for its programs:

• To encourage self-sufficiency of resident families and assist in the
expansion of opportunities which address educational, socioeconomic,
recreational, and other human services needs.
• To create positive public awareness and expand the level of family and
community support in accomplishing the Housing Authority’s mission.
• To maintain a high level of standards and professionalism in our day-to-
day management of all program components.
• To administer an efficient, high–performing agency through continuous
improvement of the Housing Authority’s support systems and commitment
to our employees and their development.

1.5 Affordable Housing Programs
The purpose of the affordable housing program is to provide affordable housing to
eligible families. The rules and regulations of the program are determined by HUD. The

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Housing Authority of the County of San Bernardino
Affordable Housing Programs ACOP
Revised: May 2014

Housing Authority is afforded choices in the operation of the program which are
included in the HACSB’s ACOP and the Housing Authority’s MTW Plans.
1.5.1 Affordable Housing Program Overview
HUD writes and publishes regulations in order to implement affordable housing laws
enacted by Congress. HUD contracts with HACSB to administer programs in
accordance with HUD regulations and provides an operating subsidy to the HACSB.

The job of the HACSB pursuant to HUD regulations is to provide decent, safe, and
sanitary housing, to low-income families at an affordable rent. The HACSB screens
applicants for affordable housing and, if they are found eligible and accepted, the
HACSB offers the applicant a unit. If the applicant accepts the offer, the HACSB will
enter into a contract with the applicant known as the lease. At this point, the applicant
becomes a resident of the affordable housing program. This policy uses the term
“family” or “families” for residents or applicants, depending on context.

Since the HACSB owns the affordable housing development, the HACSB is the
landlord. The HACSB complies with all of the legal and management responsibilities of
a landlord in addition to administering the program in accordance with HUD regulations
and HACSB policy.
1.5.2 Affordable Housing Program Types
The Housing Authority administers four distinct types of affordable programs.

• Streamlined Fixed Lease Assistance for Elderly/Disabled Families –
Elderly/Disabled families who become residents after November 1, 2014
or who were existing residents prior to November 1, 2014 and have a
recertification effective date of February 1, 2015 or later will participate in
the Streamlined Fixed Lease Assistance program. 1 Each resident family
has their income calculated based on gross income and receives no
allowances or deductions. Rent is determined based on a set percentage
of income throughout tenancy.

1 The FY 2013 Moving to Work Annual Plan included Activity 22: Streamlined Lease Assistance
programs. The Streamlined Fixed Lease Assistance program serves elderly/disabled families and the
Streamlined Tiered Lease Assistance program serves Career Focused Families. The Transitional
Assistance for MTW Families results from the creation of this program to transition families who were on
the program prior to the implementation of the Streamlined Programs into the applicable Streamlined
Lease Assistance program.

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Affordable Housing Programs ACOP
Revised: May 2014

• Streamlined Tiered Lease Assistance for Career Focused Families –
Non elderly/disabled families who become residents after November 1,
2014 or who were existing residents prior to November 1, 2014 and have
a recertification effective date of February 1, 2015 or later are part of the
Streamlined Tiered Lease Assistance for Career Focused Families
program. Each resident family has their income calculated on gross
income and receives no allowances or deductions. Rent is determined
based on an increasing percentage of income at each recertification.
• Transitional Assistance for MTW Families – Existing residents who
were admitted prior to November 1, 2014 and who have a a recertification
date prior to February 1, 2015 will participate in the Transitional
Assistance for MTW Families program until their next recertification, at
which time they will transition to the Streamlined Lease Assistance
program that they are determined to be eligible for. These residents are
subject to HACSB rules that were implemented for MTW families. These
specific rules will be noted in each ACOP chapter. Each of these families
will transition to the applicable Streamlined Assistance program at their
next regularly scheduled recertification.
• Work Requirement at Maplewood Homes– All current and future adult
non-exempt household members, between the ages of 18 and 62, residing
at Maplewood Homes will be required to participate for a minimum of
fifteen (15) hours per week in “work” or “work related” activities as
described below.2 Existing residents will be given a six (6) month grace
period to comply after the implementation date of January 1, 2013. New
residents will be given a six (6) month grace period which begins the first
day of the initial tenancy. After the six (6) month grace period has expired,
resident(s) are required to be actively participating in “work” activities.
Residents will also participate in either Streamlined Lease Assistance or
Transitional Assistance for MTW Families as applicable.

2 The FY 2010 Moving to Work Annual Plan included Activity 15: Pilot Work Requirement.

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