2 Introductions Executive Director Angela Strickland Director of HCV Jewel SmallHCV SpecialistKristen TidmanHQS InspectorRick BassettAccounting SpecialistLeslie BautistaDirector of ITBrian Collins
3 HCV Program GoalsTo provide decent, safe and sanitary housing for very low income families while maintaining their rent payments at an affordable level.To promote fair housing and the opportunity for very low income families of all ethnic backgrounds to experience freedom of housing choice.To promote a housing program which maintains quality service and integrity while providing an incentive to private property owners to rent to very low income families.
4 Agenda Roles and Relationships Responsibilities Leasing Process InspectionsFinancialsQ & A
5 Roles and Relationships Housing AuthorityLandlordTenant
6 Roles and Relationships HAP Contract: Binding contract between the Housing Authority and the LandlordThe HAP contract is a written agreement between the PHA and the owner of the dwelling unit occupied by a housing choice voucher assisted family. Under the HAP contract, the PHA agrees to make housing assistance payments to the owner on behalf of a specific family occupying a specific unit and obliges the owner to comply with all program requirements.
7 Roles and Relationship Voucher: Binding contract between the Housing Authority and the TenantA written agreement between Program Participant and the Housing Authority. It outlines the obligations of the family while participating in the programLease: Binding contract between the Landlord and the TenantA legally binding written agreement between Tenant and Landlord regarding the unit being occupied.
8 Responsibilities Housing Authority: Must determine applicant eligibility (verify income and other information), complete annual household re-examinations, and make timely housing assistance paymentsPerform initial and annual inspections to ensure compliance with HUD HQSEnsure contract rent amount is reasonable in comparison to other similar rental units in the areaRequired to comply with all applicable HUD rules and regulationsRequired to follow policies as outlined in the PHA Administrative Plan
9 Responsibilities Landlord: Screen and select Section 8 voucher holders just as you would any other tenant renting the home/unitMaintain the same landlord/tenant relationship with a Section 8 tenant as you would with any other non-subsidized tenantMust abide by the terms of the Housing Contract and the terms of YOUR LEASEMaintain the dwelling unit in safe and decent condition in accordance with Housing Quality Standards
10 Responsibilities Landlord (continued): Collect appropriate rent amount Provide and maintain any and all utilities as described on the Request for Tenancy Approval and in the leaseComply with Fair Housing and American Disabilities Acts which prohibit discrimination against any person on the grounds of race, color, religion, national origin, gender, sexual orientation, and/or disability
11 Responsibilities Tenant: Find suitable housing Abide by program rules and family obligationsProvide income information, and family composition in compliance with annual and interim re-examinationsComply with all HQS InspectionsMaintain good housekeeping and be a good neighborPay appropriate rent amount in the allotted time as established by the lease agreementProvide and maintain any and all utilities as required by lease
12 Leasing ProcessEligible persons are invited to group briefing to complete paperwork and be issued a Section 8 Housing Choice VoucherRequest for Tenancy Approval must be completed by prospective Landlord and returned to the Housing Authority for approvalHousing Authority complete the affordability worksheet to ensure tenant is financially able to rent purposed unitIf not approved, Landlord may be requested to lower the requested rent amount.Please note: Landlords MAY NOT accept any additional monies or extract any additional charges from and against tenants above the approved rent amount. Acceptance of additional money is against Federal and State Law.If approved, the HQS Inspector will send out letters containing inspection date and time
13 Leasing ProcessLandlord, or their adult representative, must be present to allow HQS Inspector to complete initial inspection of unitIf unit fails inspection and you would like to participate in the program, all repairs must be made and you must contact the HQS Inspector to schedule a 2nd inspection. The unit MUST pass inspection before any payments will be made from the Housing Authority.After unit passes Initial Inspection a lease must be signed with Tenant and a copy provided to the Housing Authority
14 Leasing ProcessTenant must establish/transfer utilities they are responsible for paying into their name. Utility Verification form must be completed and returned to the Housing Authority.Once the case worker has the passed Inspection booklet, the signed lease, and the utility verification form in their possession, a move-in will be completed.The case worker will mail out a HAP Contract for Landlord signature, a copy of the HAP Contract for LL records, and a letter explaining portions of rent owed by the Tenant and the Housing Authority.
15 Housing Quality Standards (HQS) Inspections Types:InitialAnnualSpecialRe-inspectionsQuality Control
16 HQS Inspections Initial Property must be inspected by HQS Inspector prior to occupancy by a new applicant or transferring participantHQS Inspection scheduled by Inspector after the Request for Tenancy Approval has been reviewed and found affordable for the prospective tenantNo payments will be made to a Landlord unless the HQS Inspection has been completed and successfully passedInspection Packet can be found online at
17 HQS Inspections Annual HUD requires the PHA to inspect each unit under lease at least annually to confirm that the unit still meets HQS. The inspection may be conducted in conjunction with the families annual reexamination but also may be conducted separately .Letters are mailed to both the Tenant and the Landlord advising them of their scheduled date and timeAn adult (18 years of age or older) MUST be present at the time of the inspection
18 HQS Inspections Special May be requested by Tenants, Landlord/Owner, or a 3rd Party as a result of problems identified with a unit between annual inspectionsAny items identified as needing repair will result in a failed inspection. Repair deadlines can range from 24 hours to 30 days depending on failed items.Note:The Housing Authority encourages Tenants to consult their lease and speak with the Landlord. The lease agreement between the Tenant and Landlord should provide protocol on any repairs that may arise during lease term.
19 HQS Inspections Re-inspections 24 hours are given to correct any and all life threatening conditions. This notice can be given to Tenants /Landlords in person or via phone, or fax.Otherwise, a letter will be mailed within 5 days to both the landlord and tenant detailing who is responsible for correcting the violations. Generally, no more than 30 days will be given to make corrections.If the re-inspection fails due to a landlord not making appropriate repairs the unit will be abated for a maximum of 30 days during which time no HAP payments will be madeIf the re-inspection fails due to a tenant not making appropriate repairs, the tenant will be terminated according to PHA policy.
20 HQS Inspections Quality Control HUD requires a sample of units to be re-inspected by supervisor or other qualified individual to ensure that HQS are being enforced correctly and uniformly by the InspectionQC Inspections are done on a monthly basisBoth the tenant and landlord will receive a letter including the date and time the inspection will be held
21 FinancialsHAP payments are typically direct deposited on the 1st and additional payments on the 15th of every month (if weekend or holiday, payment deposits on next business day)New move-in payments: Payments begin on the tenants official move-in date recognized by the Housing Authority. A prorated payment will be made if tenant moved in after the first of the month.
22 Landlord PortalAt this point, we would like to Welcome Mr. Brian Collins who will be providing information, as well as a demonstration, of our new Landlord Portal!