BRUNSWICK HOUSING

AUTHORITY

Section 8 Rental AssistanceHousing Choice Voucher Program

Landlord Briefing

Introductions Executive

DirectorAngela

Strickland

Director of HCVJewel Small

HCV SpecialistKristen Tidman

HQS InspectorRick Bassett

Accounting SpecialistLeslie Bautista

Director of ITBrian Collins

HCV Program Goals To 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.

Agenda

Roles and Relationships Responsibilities Leasing Process Inspections Financials Q & A

Roles and Relationships

Housing Authorit

y

HAP C

ON

TRACT

Landlord

LEASETenant

VOU

CH

ER

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.

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 program

Lease: Binding contract between the Landlord and the TenantA legally binding written agreement between

Tenant and Landlord regarding the unit being occupied.

Responsibilities Housing Authority:

Must determine applicant eligibility (verify income and other information), complete annual household re-examinations, and make timely housing assistance payments

Perform initial and annual inspections to ensure compliance with HUD HQS

Ensure contract rent amount is reasonable in comparison to other similar rental units in the area

Required to comply with all applicable HUD rules and regulations

Required to follow policies as outlined in the PHA Administrative Plan

Responsibilities Landlord:

Screen and select Section 8 voucher holders just as you would any other tenant renting the home/unit

Maintain the same landlord/tenant relationship with a Section 8 tenant as you would with any other non-subsidized tenant

Must abide by the terms of the Housing Contract and the terms of YOUR LEASE

Maintain the dwelling unit in safe and decent condition in accordance with Housing Quality Standards

Responsibilities Landlord (continued):

Collect appropriate rent amountProvide and maintain any and all

utilities as described on the Request for Tenancy Approval and in the lease

Comply 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

Responsibilities Tenant:

Find suitable housingAbide by program rules and family obligationsProvide income information, and family

composition in compliance with annual and interim re-examinations

Comply with all HQS InspectionsMaintain good housekeeping and be a good

neighborPay appropriate rent amount in the allotted time

as established by the lease agreement Provide and maintain any and all utilities as

required by lease

Leasing Process Eligible persons are invited to group briefing to complete

paperwork and be issued a Section 8 Housing Choice Voucher

Request for Tenancy Approval must be completed by prospective Landlord and returned to the Housing Authority for approval

Housing Authority complete the affordability worksheet to ensure tenant is financially able to rent purposed unit

If 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

Leasing Process Landlord, or their adult representative,

must be present to allow HQS Inspector to complete initial inspection of unit

If 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

Leasing Process Tenant 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.

Housing Quality Standards (HQS)

Inspections Types:

InitialAnnualSpecialRe-inspectionsQuality Control

HQS Inspections

InitialProperty must be inspected by HQS Inspector

prior to occupancy by a new applicant or transferring participant

HQS Inspection scheduled by Inspector after the Request for Tenancy Approval has been reviewed and found affordable for the prospective tenant

No payments will be made to a Landlord unless the HQS Inspection has been completed and successfully passed

Inspection Packet can be found online at www.brunswickpha.org

HQS Inspections

AnnualHUD 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 time

An adult (18 years of age or older) MUST be present at the time of the inspection

HQS Inspections

SpecialMay be requested by Tenants, Landlord/Owner, or

a 3rd Party as a result of problems identified with a unit between annual inspections

Any 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.

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, email 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 made

If the re-inspection fails due to a tenant not making appropriate repairs, the tenant will be terminated according to PHA policy.

HQS Inspections

Quality ControlHUD 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 Inspection

QC Inspections are done on a monthly basis

Both the tenant and landlord will receive a letter including the date and time the inspection will be held

Financials HAP 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.

Landlord Portal

At 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!