Tenant Selection Plan

The following information will outline the application processing and Tenant Selection Plan for Summit Hills Apartments owned by 620 Summit, Inc. and operated by Hebron House of Hospitality, Inc.

The primary objective for Summit Hills Apartments is to provide independent housing for low income households, in Waukesha County, who have a diagnosed disability.

Project Eligibility Requirements

  • Adult head of household must have a diagnosed disability. Tenant does not need to disclose the nature of the disability. However, a doctor who is licensed or credentialed to diagnosis and treat must sign off on theVerification of Disability form and return to our management office
  • All household members must meet citizenship requirements
  • All household members must have and provide social security cards or documentation of social security number

Income Limits

  • Household income must be at or under the 50% county median income limit at the time of initial eligibility review
  • CMI changes annually based on HUD data. In 2016the limit for a single person is $24,600.00

Acceptance of Applications

Anyone who wishes to become a resident of the property must complete a written application as prescribed by the Hebron House of Hospitality, Inc. herein referred to as the “management agent”. The application must contain enough information to enable the management agent to:

  • Tentatively determine the family’s eligibility for occupancy and housing assistance:
  • Family size
  • Household characteristics—such as elderly or disabled
  • Estimated anticipated annual income must not exceed program income limits (50% CMI)
  • Assets now owned
  • Has any family member disposed of assets for less than fair market value during the previous two years
  • Determine that all applicants have valid Social Security numbers. Applicants must disclose SSN for all family members at least 6 years of age and older and must provide proof of the numbers reported. If no SSN has been assigned to a particular family member, applicant must sign a certification stating that no SSN has been assigned. The applicant must provide SSN documentation to Management Agent within 60 days from the date on which the applicant certified that the documentation was not available to remain on the waiting list.
  • Determine that all applicants are U.S. citizens who have eligible immigration status as determined by HUD. All family members regardless of age must declare their citizenship or immigration status. U.S. citizens must sign a declaration of citizenship. Non-citizens (except those 62 and older) must sign a Verification Consent Form and submit documentation of their status or sign a declaration that they do not claim to have eligible status.
  • Determine the appropriate unit size (the names of all persons who would be living in the unit, their dates of birth and relationship of family members.)
  • Screen applicant by performing a criminal history background check, a nationwide sex offender check, and a past eviction history report. Applicant will be asked whether the family’s assistance or tenancy in a subsidized housing program has ever been terminated for fraud, nonpayment of rent, or failure to cooperate with recertification procedures.
  • Run all potential tenants through the Enterprise Income Verification System.

Application Processing

All prospective residents will be required to complete an application for residency at the property. The application will include, but not be limited to, the following information:

Updated- December 29, 2016

  • Household members personal information
  • Disclosure of financial information including all income and assets (Tenant Income Questionnaire)
  • Disclosure of any criminal history
  • References
  • Social Security card
  • Birth Certificate
  • EIV release form
  • Disability documentation

Applications for occupancy will be received at the main offices of Hebron House of Hospitality, Inc. in the city of Waukesha, Wisconsin. An application will be only be accepted when completed entirely and all required documentation is included.Applications will be date and time stamped when they are turned in.

Rejection of Applicants

Ineligible and rejected applicants will receive a written notice of rejection in writing. All those rejected or deemed ineligible will be given a notice of right to appeal.

Waitlist

When applications are submitted and there are no current or foreseeable vacancies, a waitlist will be created. Individuals placed on waitlist will be sent a letter of status and will be informed that the management agent will perform periodic check-ins to ensure the person wishes to remain on the list.

Upon vacancies, applicants will be taken off the list from the top and notified of the vacancy. Should the applicant no longer wish to reside at property, they will be removed from the waiting list. The next person on the waiting list will then be notified.

Waitlist maintenance will be performed at a minimum of every 6 months. All applicants on the list will be contacted to check interest in remaining on the waitlist. If a person on the waitlist is unable to be contacted after three (3) attempts have been made, they will be removed from the waitlist. All attempts will be documented by the management agent.

Opening and Closing of Waitlist

When the waitlist is opening or closing there will be a written notice sent to community partners and advertised on the Hebron House of Hospitality, Inc. website. Additionally, notices will be posted in staff offices as well as in the shelters.

The waitlist will be closed when the anticipated wait for an available unit exceeds one years’ time. Factors which calculate anticipated wait include the number of vacancies in the past year and the number of applications accepted.

When the waitlist is closed applications will not be handed out or accepted.

Occupancy Standards

Unit space allows for one (1) person to be housed in each specific unit. Medical personnel are the only exception (ex. live-in aide)

Vacant units will be assessed and opened up to the waitlist to choose the next eligible applicant on the list.

Unit Transfers

If a tenant is placed in an accessible unit but no longer needs the accessible features, the owner may request that the tenant move to another unit in the project if there is another physically disabled resident.

Tenants who were temporarily handicapped at the time of entry but are no longer or those who are placed in a accessible unit who do not require the features of the unit will be asked to sign an agreement at the time of the lease signing to relocate to another unit if another applicant is in greater need of the unit.

In-unit transfers will not be allowed unless there is an accessibility barrier or issue that is determined.

Determining Eligibility of Students for Assistance

Owners must determine a student’s eligibility at move-in, initialorannual recertification, and at the time of an interim recertification if one of the changes reported is that a household member is enrolled as a student, at an institution of higher learning.

The student must meet all of the following criteria to be eligible. The student must:

  • Be of legal age under state law;
  • Have established a household separate from parents or legal guardians for at least one year prior to application for occupancy OR meet the US Department of Education’s definition of an independent student;
  • Not be claimed as a dependent by parents or legal guardians pursuant to IRS regulations; and
  • Obtain certification of the amount of financial assistance that will be provided by parents, signed by the individual providing the support. This certification is required even if no assistance will be provided.

Fair Housing and Section 504

Under Federal Law, it is illegal to discriminate against any person or group of persons because of race, color, religion, national origin gender, handicap, familial status or sexual orientation.

In addition, Wisconsin Fair Housing prohibits discrimination because of age, ancestry, gender or marital status of the person maintaining a household, lawful source of income or in any other manner defined by federal, state or local fair housing and civil rights laws.

The project complies with Section 504 of the Rehabilitation Act of 1973. Reasonable accommodations for individuals with disabilities will be made upon request in writing to the management agent. What is considered “reasonable” is subject to review and approval by the management agent.

Additional Topics & Information

Applicant Notification andOpportunity to Provide Supplemental Information

It is permissible for an applicant to submit supplemental information at any time for any reason.

Procedures for Identifying Applicants’ Needs for Accessible Units

Units will be assigned to accommodate disabilities. Accessible units will be prioritized for those who have requested reasonable accommodations for their disability.

Updating the Waitlist

The waitlist will be updated each time a new application is received and added to the waitlist. If any prior applicants have a status update, the update will be recorded in the waitlist. Applicants will be given the opportunity to supply new data at any time.

Policy for Notifying Applicants of Change in Tenant Selection Plan

All applicants on the waitlist will be updated in writing if a change is made in the Tenant Selection Plan.

Charges for Facilities and Services

  • Laundry will be available to tenants free of charge in each community room
  • Parking is open to residents of the building at no additional charge.
  • Reasonable costs for utilities are included in monthly rent.

Security Deposits

The minimum security deposit for households without income will be $50.00. Otherwise the security deposit amount is equal to the amount for the first month’s rent or $50.00; whichever is greater.

Unit Inspections

Before executing the lease, the owner and tenant must jointly inspect the unit.Upon a tenant's request, he/she must be allowed to attend the move-out inspection conducted by the owner. If tenant does not wish to participate, the owner may do the inspection alone.

There will be annual unit inspections. Tenants are encouraged to attend, but not required.

Annual Recertification Requirements

Owners must conduct a recertification of family income and composition at least annually. Owners must then recalculate the tenants’ rents and assistance payments, if applicable, based on the information gathered.

Owners must obtain third-party verification directly from the third party source for the following terms: annual income from wages, unemployment and Social Security benefits when tenant is unable to provide acceptable income documentation or disputes the employment and income information in the EIV system.

Owners have the authority to require a criminal background check, including a State lifetime sex offender registration check, on tenants at recertification. Owners who adopt the policy of conducting criminal background checks, including a State lifetime sex offender registration check, at recertification must conduct the checks on all tenants at recertification. If the background checks indicate that the tenant is in violation of the provisions of the lease, the owner may evict the tenant in accordance with the lease and the owner’s standards for termination of tenancy.

Interim Recertification

A tenant can request an interim recertification at any time if a change has occurred that may affect their rent. The management agent is obligated to review the circumstance but is only obligated to perform the review if certain criteria has been met. An example of such criteria is if the tenant’s income has changed (increase or decrease) more than $200 per month.

All changes to income should promptly be reported to the management agent. The management agent will review if changes need to be made to the rental agreement in a timely manner.

Implementation of House Rule Changes

If any residency rules change, tenants will be notified in writing. Additionally, information will be posted in each of the community rooms.

Updated- December 29, 2016