2Fair Housing Laws and you Fair Housing: Seven federally protected classes in addition to some state protected classes.Fair Housing Laws are in place to ensure fair, equal and consistent treatment of applicants and residents.Lawler Wood Housing requires ALL employees to strictly comply with federal, state and local Fair Housing Laws.
3Fair Housing Topics Protected Classes Prohibited Actions Fair Housing Poster and LogoWhen properties receive Federal AssistanceCivil Rights Related Program RequirementsLimited English ProficiencyGuest CardsShowing ApartmentsReasonable Accommodations
4Fair Housing Act, Title VIII of the Civil Rights Act of l968 Federal civil rights laws addressing fair housingprohibit discrimination against applicants or tenantsbased on one or more of the followingclassifications:Race;Color;National origin;Religion
5In 1974, the Fair Housing Act was amended to include another protected class SexIn 1988, the Fair Housing Act was amendedAgain with the passing of the Fair HousingAmendments Act, which expanded thecoverage of the law to include two additionalclasses.Handicap Status and Familial Status
6Prohibited ActionsUnder the Fair Housing Act, owners or other housing providers must not take any of the actions listed below based on race, color, religion, sex, disability, familial status, or national origin:Deny anyone the opportunity to apply to rent housing, or deny to any qualified applicant the opportunity to lease housing suitable to his or her needs;Provide anyone housing that is different from that provided to others;Subject anyone to segregation, even if by floor or wing;
7Prohibited Actions cont’d Restrict anyone’s access to any benefit enjoyed by others in connection with the housing program;Treat anyone differently in determining eligibility or other requirements for admission, in use of the housing amenities, facilities or programs, or in the terms and conditions of a lease.Deny anyone access to the same level of services;
8Prohibited Actions cont’d Deny anyone the opportunity to participate in a planning or advisory group that is an integral part of the housing program;Publish or cause to be published an advertisement or notice indicating the availability of housing that prefers or excludes persons;Discriminate in the provision of brokerage services or in residential real estate transactions;Discriminate against someone because of that person’s relation to or association with another individual; orRetaliate against, threaten, or act in any manner to intimidate someone because he or she has exercised rights under the Fair Housing Act.
9Obligation to Affirmatively Further Fair Housing The Fair Housing Act requires HUD to administer all programs and activities relating to housing and urban development in a manner that affirmatively further fair housing.HUD’s equal opportunity regulations:Under the requirement of affirmatively furthering fair housing, an owner must engage in affirmative marketing to groups least likely to apply for the owner’s housing even if this group is different from the religious or ethnic group generally served by the owner organization. HUD conducts periodic compliance reviews to determine if owners are meeting these requirements and implementing their Affirmative Fair Housing Marketing Plans.
11Fair Housing PosterHUD-subsidized multifamily housing properties MUST display the Fair Housing poster.
12Fair Housing LogoUse Fair Housing Logo on all correspondence, advertising, business cards, notices etcetera.
13Fair Housing: When properties receive Federal Assistance
14Recipients of Federal Assistance Title VI of the Civil Rights Act of 1964Title VI prohibits all recipients of federal financial assistance from discriminating based on race, color, or national origin. Title VI applies to any program or activity receiving federal financial assistance, not just housing. Each federal agency has its own Title VI regulations.
15Section 504 of the Rehabilitation Act of 1973 Section 504 prohibits discrimination based upon disability in all programs or activities operated by recipients of federal financial assistance. Although Section 504 often overlaps with the disability discrimination prohibitions of the Fair Housing Act, it differs in that it also imposes broader affirmative obligations on owners to make their programs as a whole, accessible to persons with disabilities.
16Additional Protections for Persons with Disabilities Although the Fair Housing Act generally requires applicants to be given equal treatment and prohibits discrimination against anyone with respect to the prohibited bases, there are certain limited circumstances when the Act requires a housing provider to treat persons with disabilities differently to enable them to have equal access to, or enjoyment of, housing and other housing-related programs. Specifically, the Fair Housing Act requires housing providers to provide “reasonable accommodations” to persons with disabilities. This means an owner may have to modify rules, policies, practices, procedures and/or services to afford a person with a disability an equal opportunity to use and enjoy the housing. In addition, the Fair Housing Act contains specific accessibility requirements that apply to the design and construction of new multifamily housing built for first occupancy after March 13, 1991.
17504 Obligations include the following: Making and paying for reasonable structural modifications to units and/or common areas that are needed by applicants and tenants with disabilities, unless these modifications would change the fundamental nature of the project or result in undue financial and administrative burdens;Operating housing that is not segregated based upon disability or type of disability, unless authorized by federal statute or executive order;
18continuedProviding auxiliary aids and services necessary for effective communication with persons with disabilities;Developing a transition plan to ensure that structural changes are properly implemented to meet program accessibility requirements; andPerforming a self-evaluation of the owner’s program and policies to ensure that they do not discriminate based on disability.Operating their programs in the most integrated setting appropriate to the needs of qualified individuals with disabilities.
19AccessibilitySection 504 regulations establish affirmative accessibility requirements for newly constructed or rehabilitated housing, including providing a minimum percentage of accessible units. In order for a unit to be considered accessible, it must meet the requirements of the Uniform Federal Accessibility Standards (UFAS).
20Age Discrimination Act of 1975 This Act prohibits discrimination based upon age in federally assisted and funded programs or activities, except in limited circumstances.It is not a violation of the Act to use age as a screening criteria in a particular program if age distinctions are permitted by statute for that program or if age distinctions are a factor necessary for the normal operation of the program or the achievement of a statutory objective of the program or activity.
21Civil Rights Related Program Requirements HUD-subsidized multifamily housing properties are subject to CivilRights Related Program Requirements developed under civil rightsauthorities. These requirements reflect HUD’s obligation to ensure thatthe programs and activities that receive federal funds comply withfederal civil rights laws.Some of the Civil Rights Related Program Requirements include,but are not limited to, the items listed below.Occupancy policies, which include the following:Application requirements;Waiting list requirements; andTenant selection requirements.
22Civil Rights Related Program Requirements cont’d Use of residency preferences in a manner that does not have an unequal impact on members of any class of individuals protected by federal civil rights laws.Consistent maintenance requirements; andConsistent policies across properties owned by the same owner to ensure against steering, segregation, or other discriminatory practices.
23Title VI, Subtitle D of the Housing and Community Development Act of 1992 (42 U.S.C. 13641) In 1992 Owners of certain HUD multifamily assisted developments authorized to elect to serve elderly families, and limit the numbers of disabled families residing in the projects or to adopt preferences for elderly families, depending upon the type of project and whether certain requirements are met.While this statute is not a civil rights law, it is referenced in HUD Handbook Rev. Change 2, Chapter 2 because if it is applied incorrectly, an owner agent may be in violation of federal civil rights laws, as well as program requirements.
24Fair Housing Compliance, Management and Occupancy review We must collect and maintain various types of information regarding prospective and current tenants to help establish compliance with program requirements.For subsidized properties, HUD requires that we gather information about the race and ethnicity of applicants and tenants so that HUD can easily spot possible discrimination, track racial or ethnic concentrations, and focus enforcement actions on owners & agents with racially or ethnically identifiable properties.
25FH Compliance, MOR cont’d Ethnicity and Race of applicants and tenants is determined by self certification rather than an observation of the owner. The Department also requires that owners report the numbers of persons with disabilities served by their programs.In order to avoid the risk of violating civil rights and nondiscrimination requirements, WE MUST consistently ask the same questions of all prospective and current tenants.
26Improving Access to Services for Persons with Limited English Proficiency (LEP). Take affirmative steps to communicate with persons who need services or information in a language other than English.Take reasonable steps to ensure meaningful access to the information and services they provide for persons with LEP. This may include interpreter services and/or written materials translated into other languages.Each Property must have a LEP plan in place and update annually.
27Record-KeepingRecords. Civil rights related records must be kept in a secure manner. The civil rights related records include race and ethnicity data.Access to Records. Allow HUD staff and Contract Administrators access to the relevant records for their properties and other sources of information, as necessary, for determining compliance with civil rights and nondiscrimination requirements.
28HUD or the Contract Administrator may request information from owners and agents: When an individual complains to HUD that he/she has been the subjectof discrimination;………..HUD FHEO staff performs a review of an owner’s overall compliance with civil rights and nondiscrimination requirements;Or when HUD Multifamily Housing staff looks for indicators of noncompliance on behalf of FHEO as part of a management review.When performing limited reviews of civil rights and nondiscrimination requirements as part of a management review, HUD Multifamily Housing staff should use the checklists and operating procedures developed between the Office of Fair Housing and Equal Opportunity and the Office of Multifamily Housing to determine the relevant information needed from the owner to conduct the review
29Housing Discrimination Complaints and Compliance Reviews HUD is responsible for responding to complaints involving the Fair Housing Act, Section 504 requirements, and other civil rights requirements.Anyone who believes that he or she has been subject to discriminatory treatment from the owner of a particular property may file a housing discrimination complaint.If applicants or residents indicate to an owner/agent that they want to file a housing discrimination complaint,
30the Community Manager should: Refer the individual to HUD;Provide the individual with FHEO’s pamphlet, Fair Housing – It’s Your Right (HUD-1686-FHEO, March 2001); and/orReview property’s policies and procedures to determine whether the individual’s assertions have any merit and make corrections as necessary to ensure compliance with Fair Housing requirements.
31What is LWH Policy?We do not discriminate against applicants or residents on the basis of their race, color, religion, sex, national origin, familial status, disability, or handicap. In addition, we have a legal obligation to provide “reasonable accommodations” to applicants if they or any family members have a disability or handicap. Compliance actions may include reasonable accommodations as well as structural modifications to the unit or premises. A reasonable accommodation is some modification or change that we can make to our policies or procedures that will assist an otherwise eligible applicant with a disability to take advantage of the program.If applicants or residents they are a victim of discrimination, they may contact Lawler Wood Housing by writing to 2000 Riverview Tower, 900 S. Gay Street, Knoxville, TN, or call (865)
33Compliance ReviewsCompliance reviews are conducted by FHEO staff in accordance with Departmental procedures.You may receive a call from a shopper today!Be prepared, know the Yes and No’s of Fair Housing.
34Guest Cards- Yes I canWhether your applicant is on the telephone or justwalked in, know what to ask.NameAddress and or Contact NumbersWhat size apartment are you looking for?When do you need an apartment?How many household members?Are there any special amenities you are looking for?Do you require any special features in an apartment?I would love to show you our community, I have ____________ available, what day/time works best for your schedule? (2 or 3 date & time offers usually works best)Don’t forget to smile
35No I can’t How many kids do you have? Are your children boys or girls, will they share a room?Are you married?We only accept applications from old peopleDo you have a handicap?We don’t take single peopleAre you an American?We are not accepting applications (must have RPM approval & copy of advertisement & notice showing wait list is closed)Are you pregnant? …… these are just a few examples
36Know how to ask questions WrongHow many kids/children?Are you married Or are you single?Are you handicapped?RightHow many household members?Each member 18 & older must sign paperwork, will you be the only adult member?Do you require any special features in your apartment home?
37Showing ApartmentsWhen you have market ready apartments, allow every applicant to view every market ready apartment OR select one or two to show each day and make sure you show the same apartments to all applicants and use the same route through the community to access units.Document the units you show each day in a marketing binder. This can be done by listing the appropriate unit(s) at the top of your telephone log. Use a new log each day if needed. Place in marketing binder at the end of each day/week. As apartments are leased, you may remove from list of units to show.Your marketing binder is part of your required record keeping for Fair Housing Compliance.
38Think Fair Housing: No, No’s Unlawful Refusal to rent or Negotiate for Rental. (examples: not applying screening criteria as outlined in resident selection plan; telling an applicant you are not accepting applications when you are).Discouraging anyone from inspecting or renting a unit in a community, neighborhood or property.Discouraging anyone from renting a unit by exaggerating the problems of a unit or failing to inform a person of good points of the unit in a community, neighborhood, or propertyIndicating by words or actions that an available unit has already been rented.Providing false or inaccurate information about the availability of unit to anyone (including discrimination testers), regardless of whether the person is actually looking for housing.Discrimination in terms or conditions. When completing work orders, follow policies & procedures. Make sure your service staff understands Fair Housing Laws.
39Follow Policies and Procedures to ensure Fair Housing Compliance
40You are in control, only you can ensure Discrimination DOESN’T HAPPEN ON YOUR WATCH
43Section 504 Key Facts Resulting from the Rehabilitation Act of 1973 Effective July 11, 1988Pertains only to Federally Funded Programs & Activities (does not include privately owned properties with section 8 voucher program)Prohibits discrimination against persons with disabilities: includes applicants, residents and employees.Physical accessibilities are covered in UFAS (Uniform Accessibility Standards)Persons with Disabilities is the politically correct term, not “handicapped”.The 504 definitions of a “person with disabilities” is the same as Fair Housing Act and ADA.
44Persons with Disabilities definition Physical or mental impairment that limits one ormore major life activity.Examples:Obvious- Physical: sight, hearing, loss of use of legs or arms, illnessesLess obvious- Physical: breathing problems, allergies, heart limitations.Obvious Mental: developmental disabilities, schizophreniaLess obvious – mental: depression, anxiety disorders, bipolar disorder.
45What is a Reasonable Accommodation? A reasonable accommodation is when anapplicant or residents requires an exceptionto the rule or practice in order to use and enjoy theproperty dwelling unit.Examples include but are not limited to:Designated Handicapped parking spaceUnit transfer to lower floor or H/C unitLive in AideAnimal Exceptions: Assistance Animal
46What is a Reasonable Modification? A reasonable modification is when anapplicant or resident requires a physical structuralmodification to the common areas or theapartment unit.Examples include but are not limited to:Modification of access to buildings or common areasModifications to plumbing fixtures.Addition of handrails and grab barsModification to door hardware
47Reasonable Accommodation Process Resident, applicant or employee contacts management and request a reasonable accommodation or modification.Request may be in writing, by , in person (verbal), by telephone (verbal)
48RA Process continued2. If the applicant/resident/employee is at the office making the RA request, ask that he or she complete the RA request form.If they refuse, then management will complete the form filling in the information to document the request the same as you would if applicant/resident/employee makes a request by telephone.IF, the applicant/resident/employee makes a request in writing, remember they are not required to make the request on a specific form.
503. If the disability or need for the accommodation or modification is not readily observable OR the connection between the disability and requested accommodation is not readily apparent, the applicant/resident/employee will sign a Verification form and return it to the office.Management mails or faxes form to the verifier (with return self addressed stamped envelope if by mail).We cannot require a specific form if adequate information is provided by a different method however, the verification should answer two questions.1) Is the person disabled?2) Is there a connection between the disability and the requested reasonable accommodation or modification?
51Who can verify/sign the disability verification or RA verification? chapter 3, page 3-71 Disabilityappropriate source of information, including butnot limited toindividual’s physician,care worker of the elderly,social worker,psychiatrist, orVeterans Administration.
52US Department of Housing and Urban Development Office of Fair Housing and Equal Opportunity (FHEO) in a joint statement with US Department of Justice Civil Rights Division: A Doctor or other medical professional, a peer support group, a non-medical service agency, or other reliable third party who is in a position to know the individuals disability may also provide verification of disability.
54If the verification is not returned, it is managements responsibility to follow up with first the verification source and then with the individual making the request.When the verification is returned, the Community Manager scans and sRA Request form,RA verificationand any other documentation
55to Susan Howell, LWH 504 Coordinator and cc’s Regional Property Manager either 1) requesting approval OR2) explaining why the accommodation or modification should be denied.6. Susan may contact the Community Manager and or applicant/resident if she feels further information is needed to make a decision or she needs to discuss the request before preparing a response.
567. If it is determined that we are unable to provide the exact modification or accommodation, we will try to offer an alternative accommodation rather than refusing the request.Susan will prepare and mail the letter to the applicant, resident or employee and a copy to the Community Manager and Regional Manager.
579. Per LWH policy the response should be forwarded within 30 days of the date that the RA request is received.The site will maintain the original request, verification and a copy of the response in the resident file and also place a copy of all forms in a Reasonable Accommodation binder.504 Binder
58Only LWH 504 Coordinator can Deny Reasonable Accommodations or modifications A request should only be refused if:The request is unreasonableIt would result in a financial or administrative burdenIt would fundamentally alter a programIt is structurally infeasible