Tacoma Housing Authority
Property Management Policies
Updated September 11, 2015
1. Introduction
1.1. Purpose of the Document
The purpose of this document is to share the policies Tacoma Housing Authority (THA) will use when it manages properties. THA does not own all of the properties that it manages. We hope that this document will be a useful guide for both tenants and THA staff. It is where tenants and staff can look to see what rules apply to tenancies. This document does not replace the lease but it is incorporated into the lease. Where any conflicts exist between this document and the lease, the lease should be used.
1.2. Tacoma Housing Authority’s Vision, Mission and Values
THA’s Vision
THA envisions a future where everyone has an affordable, safe and nurturing home, where neighborhoods are attractive places to live, work, attend school, shop and play, and where everyone has the support they need to succeed as parents, students, wage earners and neighbors.
THA’s Mission
THA provides high quality, stable and sustainable housing and supportive services to people in need. It does this in ways that help them prosper and help our communities become safe, vibrant, prosperous, attractive and just.
THA’s Values
Service
Work in service to others is honorable. We will do it honorably, effectively, efficiently, with pride, compassion and respect.
Integrity
We strive to uphold the highest standards of integrity and ethical behavior.
Stewardship
We will be careful stewards of the public and private financial and environmental resources entrusted to us.
Communication
We value communication. We strive to be open and forthcoming with our customers, employees and colleagues, our partners, and our communities. We will listen to others.
Diversity of Staff
We value the diversity of our staff. It makes us stronger and more effective.
Collegial Support and Respect
The work we do is serious. We seek to create an atmosphere of teamwork, support and respect. We also value a good humor.
Excellence
We strive for excellence. We will always seek to improve.
Leadership
Everyone at THA, the Board, management and staff, shares the leadership it will take to extend these values throughout THA’s work, to fulfill the mission and to advance the vision for our city.
1.3. Overview of Programs
This document applies to a variety of properties with different funding sources and rules. The primary types of funding are:
· RAD Project-Based Vouchers (RADPBV)
· Project-Based Vouchers (PBV)
· Housing Tax Credits (TC)
· Affordable Housing (AFF)
· Market Rate Housing (MKT)
Some properties or apartments might have more than one funding type. There is a table on page XX that lists each of the units THA manages and their funding type.
Below is a brief description of each funding type:
1.3.1. RAD Project-Based Vouchers (RADPBV)
RADPBV units are units that were previously funded with public housing. The unit funding has been converted to RADPBV through approval from HUD. The owner receives HUD funding to make the units available and affordable to households with very low incomes. The rules of this program are outlined in 24 CFR 982, THA’s Administrative Plan and through HUD PIH Notice 2012-32.
1.3.2. Project-Based Vouchers (PBV)
PBV units are units where THA is providing the owner with rental assistance payments in order to keep the units available and affordable to households with very low incomes. The rules of this program are outlined in 24 CFR 982 and THA’s Administrative Plan.
1.3.3. Housing Tax Credits (TC)
TC units were built using funds administered through the Washington State Housing Finance Commission (WSHFC). The use of these funds require the owner to keep units available and affordable to households between 30-80% of area median income (restrictions are set by unit) for 30 years. The rules of this program are outlined in XX.
1.3.4. Affordable Housing (AFF)
AFF units have a funding source other than RADPBV, PBV or TC that require the owner to keep rents affordable to very low income households.
1.3.5. Market Rate Housing (MKT)
MKT units are not income restricted and are rented to any qualifying household at rents competitive in the market.
Table 1:
COMPLIANCE MATRIX
2. Non-discrimination Policy
In compliance with federal and state law, this policy affirms the commitment of THA to protect people from discrimination. These laws protect THA staff, people who apply for THA jobs, and people who receive or apply to receive housing or other services from THA. THA takes these laws seriously.
THA will not unlawfully discriminate against anyone because of:
Race / Color / National OriginReligion / Gender / Disability
Sexual Orientation / Gender Identity / Creed
Age (over 40) / Marital Status / Familial Status (having minor children)
*We will not discriminate against anyone included in any other federal, state or local protected class.
Reasonable Accommodation or Unit Modification for Disabled Persons or Tenants
THA will reasonably accommodate the needs of disabled persons. Please ask for help if you are disabled and for that reason need help doing a THA job, complying with your THA lease, or using our services. Perhaps you need us to modify a rule, alter your job duties, change your THA apartment, or change how we communicate with you. If so, THA will try to accommodate you. To do that, we must determine (i) that you are disabled, (ii) that you need the accommodation because of your disability, (iii) that it would not cause THA an undue burden or cost, and (iv) that it will not fundamentally alter your essential job functions or THA’s programs. A full copy of THA’s Reasonable Accommodation policy and a request form were included as an attachment to the lease. To ask for help, contact any THA staff person.
No Retaliation
THA will not unlawfully retaliate against anyone because they in good faith exercised their rights.
If You Need Help
If you think THA has broken these laws or has not done as well as you expect, we would like to hear about it. You can tell any THA staff. You can get a complaint form at our office. You can also call:
THA Civil Rights Compliance Coordinator
902 South L Street, Tacoma, WA 98405
253-682-6212/Fax 253-627-2568
www.tacomahousing.org
The following agencies may also help you. Their services are free.
Tacoma Area Coalition of Individuals with Disabilities (TACID): (253) 565-9000/TTY: (253) 565-5445
CLEAR (legal services): 1-888-201-1014/TTY: 1 (888) 201-9737
Housing Justice Project (legal services): (253) 572-5134
Fair Housing Center of Washington: (253) 274-9523
City of Tacoma Human Rights & Human Services Department: (253) 591-5151
US Department of Housing and Urban Development: 1 (800) 877-0246
3. Interpretation and Translation Policy
THA shall endeavor to mitigate communication and language barriers to THA resources for people who receive housing benefits from THA or who are applicants to THA’s programs and whose proficiency in the English language is limited.
Definitions:
Participant: means all applicants for THA programs and all residents of THA housing.
Limited English Proficient (LEP): means a limited ability, on the part of participants who do not speak English as their primary language, to read, write, speak or understand English.
Executive Order 13166 (August 11, 2000): addresses assistance to recipients of federal financial assistance who have limited English proficiency in order to improve access to services for these individuals.
Translation: means replacing written text in English with equivalent written text in another language.
Interpretation: means replacing spoken or written text in English with equivalent oral text in another language.
Implementing Policy:
3.1. Identifying Need for Language Assistance
THA will ask for and record language service needs from all participants.
3.2. Methods of Language Assistance
THA will provide language assistance using methods that are time-tested, user-friendly, and cost-effective, including, but not limited to:
3.2.1. Contracting with qualified agencies or individuals for translation and/or interpreting services
3.2.2. Utilizing bilingual staff members for translation and/or interpretation
3.2.3. Utilizing community resources, partnerships and other relationships
3.3. Translation of Written Information
3.3.1. Vital documents shall be translated into select languages
3.3.2. THA shall regularly review and assess its written materials to determine which materials should be classified as “vital documents” that, if not understood, will result in the loss of housing. NOTE: The State of Washington requires that legal documents, including leases, be written in English. For this reason, THA will not translate swelling leases, addenda and riders.
3.3.3. Non-vital documents may be translated
3.4. Interpreting Services
3.4.1. THA shall to the extent possible provide qualified and/or certified interpreters and communication assistance to LEP participants who require such assistance to conduct formal THA-related business such as interviews, leasing, annual or interim re-certifications, conferences, grievance hearings and meetings. THA cannot guarantee the availability of professional interpreters in all languages spoken by THA residents or applicants. In some instances, residents or applicants may be required to provide their own interpreters. Resident interpreters should not be used to conduct formal THA business during which personal or confidential information is disclosed and neither should minors.
3.4.2. THA is obligated by its service agreements and contracts with professional interpreters to pay a minimum fee for interpreter services. If a participant fails to appear for a scheduled appointment or meeting for which an interpreter is provided, THA will require the participant to reimburse THA for the cost of the interpreter.
If the meeting at which the participant failed to appear is re-scheduled, the participant will be required to pay the cost of the interpreter for the second meeting or provide his or her own interpreter. It is at the supervisor’s discretion to waive this requirement for situations of hardship or extenuating circumstances beyond the participants’ control.
3.5. Staff Training
THA shall provide information and training to make staff aware of the need to provide participants the interpretation and translation services required by this policy.
4. Applications, Waiting List and Tenant Selection
This section describes THA’s policies for taking applications, managing the waiting list and selecting families from the waiting list.
4.1. Applying for housing
Any family that wishes to reside in a THA property must apply for admission to the program. One process is used for subsidized housing (PBV and PBVRAD). Another is used for unsubsidized housing (AFF and MKT).
4.1.1. Subsidized Housing
For subsidized housing units, THA uses a waiting list.
Applicants may apply for any subsidized housing property that THA manages. Applicants may obtain application forms from the PHA’s office during normal business hours. Applicants may also request – by telephone or by mail – that a form be sent to the family via first class mail. Applicants may also apply online at www.tacomahousing.org.
Completed applications must be completed online or returned to the THA by mail, by fax, or submitted in person during normal business hours. Applications must be complete in order to be accepted by the THA for processing. If an application is incomplete, THA will notify the family of the additional information required. The application date will be based on the date THA receives a completed application.
The PHA will send written notification of the preliminary eligibility determination within 30 business days of receiving a completed application.
4.1.2. Unsubsidized Housing
For unsubsidized housing units, THA will advertise vacancies as they are available.
4.2. Management of the Waiting List
THA will maintain waiting lists for each property it manages. The waiting list will be for subsidized housing units in those properties. All other vacancies will be advertised as they are available.
Placement on the waiting list does not indicate that the applicant is, in fact, eligible for admission. A final determination of eligibility and qualification for preferences will be made when the family is selected from the waiting list.
Applicants will be placed on the waiting list according the date and time their complete application is received by the PHA.
The PHA will assign families on the waiting list according to the bedroom size for which a family qualifies as established in its occupancy standards (see Chapter 5). Families may request to be placed on the waiting list for a unit size smaller than designated by the occupancy guidelines (as long as the unit is not overcrowded according to PHA standards and local codes). However, in these cases, the family must agree not to request a transfer for two years after admission, unless they have a change in family size or composition.
4.2.1. Closing the waiting list.
THA will generally leave the subsidized waitlist open but reserves the right to close it if the waitlist becomes too large.
4.2.2. Reopening the waiting list.
THA will announce the reopening of the waiting list at least 10 business days prior to the date applications will first be accepted. If the list is only being reopened for certain categories of families, this information will be contained in the notice. The notice will specify where, when, and how applications are to be received.
The public notice will be published in a local newspaper of general circulation, and also by any available minority media. It will also be published on www.tacomahousing.org.
THA’s outreach efforts will comply with fair housing requirements. This includes:
· Analyzing the housing market area and the populations currently being served to identify underserved populations
· Ensuring that outreach efforts are targeted to media outlets that reach eligible populations that are underrepresented in the program
· Avoiding outreach efforts that prefer or exclude people who are members of a protected class
THA’s outreach efforts will be designed to inform qualified families about the availability of units under the program. These efforts may include, as needed, any of the following activities:
· Submitting press releases to local newspapers, including minority newspapers
· Developing informational materials and flyers to distribute to other agencies
· Providing application forms to other public and private agencies that serve the low income population
· Developing partnerships with other organizations that serve similar populations, including agencies that provide services for persons with disabilities
4.3. Reporting Changes While on the Waiting List