LANDLORD FORUM

Updated: 11/13

Founded in 1991, EDEN, Inc. is a non-profit housing agency

About EDEN

Mission: EDEN, Inc. provides, operates, and advocates for safe, decent, affordable housing and support services for persons living with disabilities or special needs who have low incomes and may be experiencing homelessness

.

Purpose and Goal of the Forum

The purpose of the Landlord Forum is to inform landlords about EDEN and explain the process it takes to become an EDEN landlord.

Our goal is to answer any questions you may have about the process

Landlord Forum Committee

• Paula Langford - Bookkeeper/Rental Specialist  

• Mike McKay - Manager of HQS Inspections

• Emily Nekic - Bookkeeper/Rental Specialist

• Jen Pfleiderer - Manager of Housing Programs

• Lori Ross - Housing Subsidy Coordinator

Advertise Your Unit • This is a Brand New Process!

• Moving forward we are using Go Sec 8 for our property listings

• Access to the website is available as a link on our website edeninc.org

• List your property directly on the website or fill out the form and fax it to (561) 416-9848

Potential EDEN Tenant Contacts You

• Treat potential EDEN tenants the same way you would treat other potential tenants• Please remember that it is your responsibility to screen applicants

FAIR HOUSINGLandlords are prohibited from discriminating against

potential tenants on the basis of:

Normal Landlord-Tenant Procedures

• Race• Color• Familial Status

• Sex • National Origin• Disability

**Good Resources**Cleveland Tenants Organization (http://www.clevelandtenants.org)

Housing Research and Advocacy Center (http://www.thehousingcenter.org)

Request For Lease Approval(RFLA)Processing Time – Approximately 3 Weeks once all Documents have been submitted 1) Rent Determination: 3-4 business days2) Inspection: 7-10 days3) Confirm move-in date with Owner: 2-3 days after passed inspection

*If the Unit does not pass inspection the first time the Move In Date Will Be delayed*

Documents to be Submitted with RFLAEffective November 1st the following documents must

be submitted with every RFLA1) Certification of Occupancy or Rental Registration

• Each city has its own occupancy requirements so depending on the city (i.e. Cleveland) we will also accept receipt that confirms that you paid the registration fee

2) Documentation that your taxes are current• Tax bill stamped paid or • Statement from the auditor’s website.

– If you owe taxes, a payback agreement

Tenant Instruction Page

-Overview of EDEN’s Moving Process

-Tenant Responsibilities

-Processing Time

**Tenant Should Keep This Page for Reference**

Owner/Landlord Instruction Page

-Overview of EDEN’s Moving Process-Owner’s Responsibilities-Processing Time

**Owner/ Landlord Should Keep This Page for Reference**

PAGE 1: RFLA

Owner information page

-Please be sure to mark the correct program name

-Federal Tax ID number/Social Security number must be provided for tax purposes

-Physical address is required

-Failure to Fill Out RFLA correctly with result in longer

processing time

**Please Print Clearly**

PAGE 2: RFLA

-Fill form out with tenant

-Unit’s address must be filled out correctly and completely with unit #

and ZIP Code

-Unit type must be checked (most commonly missed question)

-If owner is paying for utility, circle Owner

-If tenant is paying for utility, circle Tenant

-Make sure that either Gas or Electric is checked where it applies

-Signature of landlord and tenant must be on form to process

PAGE 3: RFLA

Disclosure of Lead Based Paint in the home

-Both Landlord and Tenant must sign and initial where it

applies

-Landlords have a duty to present tenant with the

pamphlet:

Protect Your Family from Lead in Your Home

Rent Calculations

Rent Reasonable• We use software called Go Sec 8 to determine a reasonable

rent amount.• Go Sec 8 gives us a rent amount based upon

• Comparable units in the area• Utilities paid for by the landlord• Amenities included in the unit that raise the value• Location of the unit

• Amenities can add value to a unit. Examples: wgarage wcentral air wextra Bathroom wfinished basement

wappliances**The Rent Reasonable amount can increase OR decrease after our inspection**

Things to keep in mind after a rent amount is set:

• The Client’s rent portion could change throughout the course of family’s tenancy. Their rent portion is based on their income.

• In accordance with our HAP Contract:

The Owner may not demand or accept any rent payment from

the tenant in excess of the tenant rent, and must

immediately return any excess rent payment by the tenant.

*Side deals in excess rental payments are illegal under the Federal False Claims Act*

• Once you accept the rent amount initially you cannot ask for a higher rent amount after the inspection passes

Housing Quality Standards

Key Items to Prepare for Inspection• All utilities (Gas, Electric, Water) must be on at the time

of the inspection• If the landlord is supplying appliances, all appliances

must be present and working at the time of inspection• A working smoke detector must be installed and working

on every level of the unit• GFI’s must be installed in the kitchen and bathroom, four

feet from the sink and properly grounded• A room is considered a bedroom as long as…

• The landlord, or a representative over the age of 18, must be present

• New units cannot be inspected when occupied (with some exceptions)

• Units will be re-inspected annually

• For Annual Inspections, if unit fails, you are given 30 days to make repairs

• The RFLA expires after 30 days; if repairs not made within timeframe, a new RFLA must be submitted

What you should know about HQS Inspections

• A list of Minimum Inspection Requirements can be accessed by visiting our website, however the check list is not all inclusive, it is merely a sample of what inspectors check

• Repairs should be made before inspector comes out to inspect

• Rent amount could change slightly based on the initial inspection

Move in Date• Once the inspection passes, the Finance Department will call

with final rent determination and will request a move-in dateIt is discouraged to let the family move in before the Fiscal Department calls

with the final rent determination.Once the Move-In Date is set:

1. Give the tenant their Keys

2. Sign Lease Agreement with Tenant

3. You will Receive HAP Contract in the Mail – Sign and Return it to EDEN. Rent will be held if the HAP contract AND lease are not returned within 30 days

**It is recommended that all landlords have their rent Direct Deposited into an account. Please find the Authorization Form on our website. **

**New Landlords Must Come in and Sign Paperwork**

Process for New Owners/Landlords• Accounts Payable Department will call for Landlord to

come into office once the unit passes inspection• The Following must be received for check to be issued to

new landlord: • Signed W-9• Signed HAP Contract• Signed Lease that Matches RFLA• Voided Check• Filled out Direct Deposit Form• Landlord Disclosure Form

Submit to EDEN within 30 days:

HAP Contract• Agreement Between Landlord

and EDEN• Required to be signed and

returned before second month’s rent will be released to you

• States that you cannot charge above amount on contract for any reason (excess water bill, etc.)

Lease Agreement• Agreement Between Landlord

and Tenant• Required to be signed by

tenant and landlord and submitted to EDEN before second month’s rent will be released

• Must match HAP contract as far as utility responsibilities, etc.

Ongoing Tenancy• Monthly Rental Payments are made between the 1st and 4th of each

month• Annual Inspections are completed each year – Usually 3 Months

ahead of the MID - You will be notified in writing of the date and time• We have Retention Specialists on staff to intervene in extreme

situations. • Tenants are permitted to move after the initial lease term ends

(usually after one year). A 30 day notice must be provided to both the Landlord and to EDEN.

• Always notify EDEN of any changes such as:o Change in Ownership of the Property (Or change of

owner’s address)o Tenant has vacated the Propertyo Violations or Non-Renewal of the Lease o Increases to the Rent (We need 45 days notice)

Rent Increases• A rent increase can be requested annually• You must give written notice to EDEN at lease 45 days

before the rent increase becomes effective• To request a rent increase you must fill out and return the

Rent Increase Request Form which can be found on our website: www.edeninc.org

• We will use Rent Reasonable to determine if EDEN will be able to increase the rent to the requested amount

• Increasing the amount of rent does not necessarily increase the tenant’s rent portion because their portion is based on their income, not the amount of rent being paid

Security Deposits• EDEN, Inc. does not always pay the Security Deposit.

Please discuss this with your potential tenant before filling out the RFLA

• When your tenant moves out of your unit you must return the security deposit or a written list of all items charged against the Security Deposit. It is encouraged to do a walk-through with your tenant before they return the keys

• The money or written list should be returned to the payer of the Security Deposit within 30 days of the tenant vacating. If you have any questions about who to return the deposit to, contact EDEN, Inc.

• Failure to comply with the Ohio Landlord Tenant Law R.C. 5321 regarding Security Deposit returns will result in EDEN, Inc. pursuing legal action

EDEN’s Programs

**Additional information on all of our programs can be found on our website: www.edeninc.org**

GRANT NAMEApprox. # of Participants

Length of Program PROGRAM IS OPEN TO

% of Income Paid by Tenant

HOMELESS

?

Shelter Plus Care (SPC) 1,400 Permanent Subsidy Program Adults & Families 30 YES

Supportive Housing Program (SHP) 150 Permanent Subsidy Program Adults & Families 30 YES

H-TBRA 40 Permanent Subsidy Program Adults & Families 30 NO

Housing Assistance Program (HAP) 150 Temporary Program: 1-2 years Adults & Families 40 NO

Mainstream Sec. 8 (lottery via EDEN) 50 Permanent Subsidy Program Adults & Families 30-40 NO

Returning Home Ohio (RHO) 25 Pilot Program Adults & Families 30YES

Home For Good 15 Pilot Program Adults & Families 30 YES

Emergency Solutions Grant (ESG) Varies Temporary – 2 months Families 0 YES

Website Features

Please be sure to visit our website where you will find: • Link to Go Sec 8• Rent Increase Request Form• Authorization Form to be Added to Direct Deposit• List of Minimum Inspection Requirements• List and Description of our Programs• Frequently Asked Questions about EDEN

Questions and Answers

• Questions regarding specific clients/situations can be discussed with one of the presenters individually

• If you have questions in the future, you can e-mail info@edeninc.org and your question will be answered

• Please feel free to ask any general questions