PUBLIC NOTICE OF MEETING

Transcription

1 NACOGDOCHES HOUSING AUTHORITY STATE OF TEXAS COUNTY OF NACOGDOCHES PUBLIC NOTICE OF MEETING TAKE NOTICE THAT THE ANNUAL MEETING OF THE HOUSING AUTHORITY OF THE CITY OF NACOGDOCHES, TEXAS will be held at Nacogdoches Housing Authority Office Conference Room 715 Summit St. Nacogdoches, Texas commencing at 5:30 pm on the 29 th day of August 2018 to consider and act upon the following: Please Note: A quorum of the Nacogdoches City Council may attend the above stated board meeting. AGENDA 1. Call to Order - Roll Call 2. Oath of Office for new members and Public Access Option 3. Approval of Minutes of Previous Meeting 4. Financial report and Public Funds Investment Act Reports. 5. Resolution Writing Off Vacated Tenant Accounts Receivable 6. Resolution Approving Disposition of Capital Equipment 7. Resolution Revising Housing Choice Voucher Administrative Plan 8. Resolution Adopting Executive Director Succession Policy 9. Resolution Revising Management Organization Chart 10. Resolution Amending Cost Allocation Plan 11. Resolution Authorizing Signatories for All Depositories 12. Election of Chairperson and Vice Chair 13. Setting time and place for next meeting 14. Adjournment NOTICE: ANY INDIVIDUAL WITH PHYSICAL DISABILITIES WISHING TO ATTEND THIS MEETING WHO WILL REQUIRE SPECIAL ASSISTANCE, PLEASE CONTACT THE NACOGDOCHES HOUSING AUTHORITY OFFICE AT BY 12 NOON AUGUST 28, Witness my hand and the seal of said Housing Authority this 17th day of August Robert Crow, Secretary

2 MINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF NACOGDOCHES, TEXAS HELD ON MARCH 27, 2018 The Nacogdoches Housing Authority Board of Commissioners met on March 27, 2018, at 5:00 p.m. at the Nacogdoches Housing Authority office conference room 715 Summit St. Nacogdoches, Tx. Matthew Gallagher called the meeting to order at 5:09 p.m. Board members present were Karen Embry Jenlink, Matthew Gallagher, and Barry Bell. Housing Authority employee in attendance was executive director Robby Crow. Leo Mantey the Nacogdoches city planner was also in attendance. Karen Embry Jenlink moved to approve the minutes of the last meeting. Barry Bell seconded and the motion carried. Robby Crow presented the financial reports as of 2/28/2018, as attached. After some discussion Karen Embry Jenlink moved to accept the reports as presented. Barry Bell seconded and the motion carried. Resolution , as attached, Writing Off Vacated Tenant Accounts Receivable was presented and reviewed. After some discussion Barry Bell moved to approve the resolution. Karen Embry Jenlink seconded and the motion carried. Resolution , as attached, revising the Administrative Plan for the Housing Choice Voucher Program was presented and reviewed. After some discussion Karen Embry Jenlink moved to approve the resolution. Barry Bell seconded and the motion carried. Resolution , as attached, approving the Section 8 Management Assessment Program Certification was presented and reviewed. After discussion Barry Bell moved to approve the resolution. Karen Embry Jenlink seconded and the motion carried. The board members decided to not set the time and place for the next meeting but to allow the chairperson to call a meeting when needed. The meeting was adjourned at 5:55 pm. Chairman Secretary

3 Nacogdoches Housing Authority Balance Sheet Business Activities Accrual Basis As of July 31, 2018 Jul 31, 18 ASSETS Current Assets Checking/Savings 111 Cash 111.B Checking for bills (Citizens Bank) 44, MF MMA Managment Fee (Citizen's Bank) 63, Total 111 Cash 107, Total Checking/Savings 107, Other Current Assets 125 AR Misc LIHTC capital exp 5, LIHTC dues / Professional Assoc LIHTC Electricity LIHTC exterminating LIHTC grounds 2, LIHTC Inspections LIHTC insurance 1, LIHTC Intake clerk LIHTC Janitorial LIHTC Maintenance Labor 2, LIHTC make ready LIHTC Man Fee 2, LIHTC manager 3, LIHTC office supplies LIHTC payroll taxes & benefits LIHTC receptionist LIHTC repairs 1, LIHTC Telecommunication LIHTC water AR Misc - Other 3, Total 125 AR Misc 25, Total Other Current Assets 25, Total Current Assets 132, Fixed Assets 161 Land 292, Total Fixed Assets 292, TOTAL ASSETS 424, LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 312 Accounts payable <= 90 days 45, Payrol deduct 321.Af Aflac INS Insurance IRA IRA (Employee IRA contribution) Total 321 Payrol deduct Accrued Compensated Absences 1, Total Other Current Liabilities 47, Total Current Liabilities 47, Total Liabilities 47, Equity Net Invest in Capital Assets 292, Unrestricted net position 75, Net Income 9, Total Equity 377, TOTAL LIABILITIES & EQUITY 424, Page 1

4 4:41 PM Nacogdoches Housing Authority 08/15/18 Business Profit & Loss Budget vs. Actual Accrual Basis April through July 2018 Apr - Jul 18 Budget $ Over Budget % of Budget Ordinary Income/Expense Income Management Fees Earned 25, , % 711 Investment Income % 715 Other Income % Total Income 25, , % Gross Profit 25, , % Expense 911 Admin Salaries Temp Services % 911 Admin Salaries - Other 9, , % Total 911 Admin Salaries 9, , % 912 Auditing Fees % 915 Emp Benefits - Admin. 2, , % 916 Office expenses communications % training fees & supplies % supplies & equip % misc. 1, % Office Rent 1, , % Total 916 Office expenses 3, , % 918 Travel % 919 Other adm expenses % 930 Utilities 932 Electricity % 933 Gas % Total 930 Utilities % 940 Maintenance 943 Contracted Janitorial % Misc contracts % Total 943 Contracted % Total 940 Maintenance % 961 Insurance Premiums Property insurance % Liability insurance % Workman's comp % Total 961 Insurance Premiums % 962 General Expense Compensated Absences , , % Total 962 General Expense , , % Total Expense 15, , , % Net Ordinary Income 9, , , % Net Income 9, , , % Page 1

5 Nacogdoches Housing Authority Balance Sheet Nacogdoches Housing Development Corporation Accrual Basis As of July 31, 2018 Jul 31, 18 ASSETS Current Assets Checking/Savings 111 Cash 111.B Checking for bills (Citizens Bank) 3, CC1 12 Mth CD NHDC , NDC Nac Housing Dev Corp Checking 164, Total 111 Cash 272, Total Checking/Savings 272, Other Current Assets 127 RAD Loan current position 6, Total Other Current Assets 6, Total Current Assets 279, Other Assets 171 RAD loan noncurrent 376, Investments in Joint Ventures 152, Total Other Assets 529, TOTAL ASSETS 808, LIABILITIES & EQUITY Equity Unrestricted net position 730, Net Income 78, Total Equity 808, TOTAL LIABILITIES & EQUITY 808, Page 1

6 4:47 PM Nacogdoches Housing Authority 08/15/18 Nac Housing Dev Corp Profit & Loss Budget vs. Actual Accrual Basis April through July 2018 Apr - Jul 18 Budget $ Over Budget % of Budget Ordinary Income/Expense Income 711 Investment Income % 712 Mortgage Interest Income 2, , % 715 Other Income 76, , , % Total Income 79, , , % Gross Profit 79, , , % Expense Book-keeping Fee % 924 Tenant Ser - other 1, , % Total Expense 1, , , % Net Ordinary Income 78, , , % Net Income 78, , , % Page 1

7 Nacogdoches Housing Authority Balance Sheet NHA Communities LLC Accrual Basis As of July 31, 2018 Jul 31, 18 ASSETS Current Assets Checking/Savings 111 Cash 111.B Checking for bills (Citizens Bank) 61, PC Petty cash ROP NHA Communities LLC Operations 191, RRR NHA Communities LLC Reserve 312, Total 111 Cash 565, RSD NHA Communities LLC Sec Dep 16, Investments - restricted 132.RCD NHA Communities Reserve CD 264, Total 132 Investments - restricted 264, Total Checking/Savings 846, Other Current Assets 125 AR Misc LIHTC make ready LIHTC repairs LIHTC supportive services Total 125 AR Misc Accounts Rec Tenants 126.O Other 1, R Rent 2, Total 126 Accounts Rec Tenants 3, Total Other Current Assets 3, Total Current Assets 850, Fixed Assets 161 Land 195, Buildings 5,739, Furniture, Equip. & Machinery 161, Accumulated Depreciation -5,531, Infrastructure 122, Total Fixed Assets 687, TOTAL ASSETS 1,538, LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 312 Accounts payable <= 90 days 3, Accrued Compensated Absences 3, Tenant Security Deposits 16, Unearned Revenues RAD loan payable current 6, Total Other Current Liabilities 31, Total Current Liabilities 31, Long Term Liabilities 351 RAD loan payable noncurrent 376, Total Long Term Liabilities 376, Total Liabilities 408, Equity Net Invest in Capital Assets 289, Restricted Net Position 552, Unrestricted net position 253, Net Income 35, Total Equity 1,130, TOTAL LIABILITIES & EQUITY 1,538,280.03

8 4:55 PM Nacogdoches Housing Authority 08/15/18 NHA Communities LLC Profit & Loss Budget vs. Actual Accrual Basis April through July 2018 Apr - Jul 18 Budget $ Over Budget % of Budg... Ordinary Income/Expense Income 703 Net tenant rent 35, , , % 704 Tenant Revenue - Other 5, , , % 708 Other Gov Grants 100, , , % 711 Investment Income % 715 Other Income 715.OR Office Rent 6, , % 715 Other Income - Other 2, , % Total 715 Other Income 9, , % 720 Restricted investment income 1, , % Total Income 151, , , % Gross Profit 151, , , % Expense 911 Admin Salaries Temp Services % 911 Admin Salaries - Other 14, , % Total 911 Admin Salaries 14, , % 912 Auditing Fees % Management Fee Expense 13, , % 914 Advertising & marketing % 915 Emp Benefits - Admin. 4, , , % 916 Office expenses communications % training fees & supplies 1, , % supplies & equip % misc. 1, % Total 916 Office expenses 3, , , % 917 Legal 2, , ,439.0% 918 Travel 1, , % 919 Other adm expenses % 924 Tenant Ser - other 1, , % 930 Utilities 931 Water 1, % 932 Electricity 2, , % 933 Gas % 936 Sewer % Total 930 Utilities 4, , % 940 Maintenance 941 Labor Temp Services , , % 941 Labor - Other 28, , % Total 941 Labor 28, , , % 942 Materials 9, , , % 943 Contracted Garbage % HVAC 1, , % Grounds , , % Electrical , , % Plumbing % Extermination 1, , , % Janitorial 2, , % Routine maint % Misc contracts 2, , % Total 943 Contracted 8, , % 945 Emp Benefits- Maint 7, , , % Total 940 Maintenance 54, , , % 961 Insurance Premiums Property insurance 6, , , % Liability insurance % Workman's comp 1, , % Total 961 Insurance Premiums 8, , , % 962 General Expense Compensated Absences , , % Total 962 General Expense , , % 964 Bad Debt- Tenant Rents 1, , % 966 Bad Debt - other 3, , % Interest on notes payable 2, , % 971 Extraordinary maintenance % 974 Depreciation Expense % Total Expense 116, , , % Net Ordinary Income 35, , , % Net Income 35, , , % Page 1

9 Nacogdoches Housing Authority Balance Sheet DHAP-IKE Program Accrual Basis As of July 31, 2018 Jul 31, 18 ASSETS Current Assets Checking/Savings 111 Cash 111.V MMA Voucher (Citizen's Bank) 32, Total 111 Cash 32, Total Checking/Savings 32, Total Current Assets 32, TOTAL ASSETS 32, LIABILITIES & EQUITY Equity Unrestricted net position 512Post Adm Res Post-2003 (earned after FFY03) 34, Total Unrestricted net position 34, Net Income -2, Total Equity 32, TOTAL LIABILITIES & EQUITY 32, Page 1

10 4:45 PM Nacogdoches Housing Authority 08/15/18 DHAP-IKE Profit & Loss Budget vs. Actual Accrual Basis April through July 2018 Apr - Jul 18 Budget $ Over Budget % of Budget Ordinary Income/Expense Expense 924 Tenant Ser - other 2, , % Total Expense 2, , % Net Ordinary Income -2, , % Net Income -2, , % Page 1

11 Nacogdoches Housing Authority Balance Sheet Voucher Program Accrual Basis As of July 31, 2018 Jul 31, 18 ASSETS Current Assets Checking/Savings 111 Cash 111.B Checking for bills (Citizens Bank) 41, H Checking for HAP (Citizen's Bank) 14, V MMA Voucher (Citizen's Bank) 113 Restricted cash - for HAP 122, V MMA Voucher (Citizen's Bank) - Other 295, Total 111.V MMA Voucher (Citizen's Bank) 417, VC1 CD (Citizen's Bank CD) 119, VC2 CD (Citizen's Bank CD) 117, VC3 CD (Citizen's Bank CD) 119, Total 111 Cash 829, Total Checking/Savings 829, Other Current Assets 121 Portability receivable AR Misc 45, Fraud recovery Receivable 47, Allowance for doubtfull fraud -47, Total Other Current Assets 45, Total Current Assets 875, Fixed Assets 162 Buildings 2, Furniture, Equip. & Machinery 70, Accumulated Depreciation -69, Total Fixed Assets 2, TOTAL ASSETS 877, LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities 312 Accounts payable <= 90 days 312.H Acc. Pay HAP 1, Accounts payable <= 90 days - Other Total 312 Accounts payable <= 90 days 1, Accrued Compensated Absences 17, Total Other Current Liabilities 19, Total Current Liabilities 19, Total Liabilities 19, Equity Net Invest in Capital Assets 2, Unrestricted net position 512Post Adm Res Post-2003 (earned after FFY03) 529, Pre Adm Res Pre-2004 (earned before FFY04) 192, Total Unrestricted net position 721, Net Income 134, Total Equity 858, TOTAL LIABILITIES & EQUITY 877, Page 1

12 4:45 PM Nacogdoches Housing Authority 08/15/18 HCV Profit & Loss Budget vs. Actual Accrual Basis April through July 2018 Apr - Jul 18 Budget $ Over Budget % of Budget Ordinary Income/Expense Income 706 HUD Op Grts 706.adm HCV adm fees 199, , , % 706.RDa RAD Adm Fees , , % Total 706 HUD Op Grts 199, , , % 711 Investment Income 1, % HCV fraud recovery 1, % 715 Other Income 715.P Port-In HAP & AdmFee 11, , , % 715 Other Income - Other 5.00 Total 715 Other Income 11, , , % Total Income 212, , , % Gross Profit 212, , , % Expense 911 Admin Salaries Temp Services , , % 911 Admin Salaries - Other 113, , , % Total 911 Admin Salaries 113, , , % 912 Auditing Fees % 914 Advertising & marketing 1, , % 915 Emp Benefits - Admin. 35, , , % 916 Office expenses communications 1, , % training fees & supplies % supplies & equip 4, , % misc. 14, , % Office Rent 5, , % Total 916 Office expenses 26, , % 917 Legal % 918 Travel 3, , , % 919 Other adm expenses 2, , % 930 Utilities 932 Electricity % 933 Gas % Total 930 Utilities % 940 Maintenance 943 Contracted Janitorial % Misc contracts % Total 943 Contracted 1, % Total 940 Maintenance 1, % 961 Insurance Premiums Property insurance % Liability insurance 1, , % Workman's comp % Total 961 Insurance Premiums 2, , , % 962 General Expense 962.PF 80% port fees paid 2, , % Compensated Absences , , % Total 962 General Expense 2, , , % HAP for portables billed 10, , , % Total Expense 200, , , % Net Ordinary Income 12, , , % Other Income/Expense Other Income 706.HAP HUD HAP Funding 706.HCV HAP HCV funding 2,296, ,147, , % 706.RAD HAP RAD funding , , % Total 706.HAP HUD HAP Funding 2,296, ,244, , % Fraud HAP portion 1, % Total Other Income 2,297, ,245, , % Other Expense 973 Housing Assistance Payments 973.HCV HAP HCV 2,074, ,148, , % 973.RAD HAP RAD 100, , , % Total 973 Housing Assistance Payments 2,175, ,245, , % Total Other Expense 2,175, ,245, , % Net Other Income 121, , % Net Income 134, , , % Page 1

13 MONEY MARKET ACCOUNT.3510% OPEN , , , , , , NOW ACCOUNT.1060% OPEN , , , , , Month CD Citizen's.6510% 7/12/ , , , , Month CD Citizen's.8010% 11/12/ , , , , Month CD Citizen's.7560% 6/12/ , , , , REGULAR CHECKING OPEN 31, , , , , , TOTAL HCV FUNDS 31, , , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , , , , , NOW ACCOUNT.1060% OPEN , , , , , REGULAR CHECKING OPEN Month CD Citizen's % 3/5/ , , , , TOTAL NHA COMMUNITIES LLC FUNDS , , , , , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , NOW ACCOUNT.1060% OPEN , , , , , TOTAL BUSINESS FUNDS , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , NOW ACCOUNT.1060% OPEN , , , , Month CD Citizen's.7560% 6/15/ , , , , Month CD Citizen's % 3/5/ TOTAL NHDC FUNDS , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , NOW ACCOUNT.1060% OPEN TOTAL FEMA FUNDS , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , , , , , , NOW ACCOUNT.1060% OPEN , , , , , REGULAR CHECKING OPEN 31, , , , , , Month CD Citizen's.6510% 7/12/ , , , , Month CD Citizen's.8010% 11/12/ , , , , Month CD Citizen's.7560% 6/12/ , , , , Month CD Citizen's.7560% 6/15/ , , , , Month CD Citizen's % 3/5/ , , , , TOTAL ALL FUNDS 31, ,196, , , , ,825, ,210, , , ,779, , NACOGDOCHES HOUSING AUTHORITY PUBLIC FUNDS INVESTMENT ACT REPORT QUARTER ENDING 03/31/2018 BEGINNING MARKET VALUE 12/31/2017 ENDING MARKET VALUE 03/31/2018 CHANGES IN SECURITY MATURITY GENERAL OPERATING SECURITY REPLACEMENT HAP TOTAL GENERAL OPERATING SECURITY REPLACEMENT HAP TOTAL MARKET VALUE TYPE DATE FUND RESERVE DEPOSITS RESERVE RESERVES FUND RESERVE DEPOSITS RESERVE RESERVES HOUSING CHOICE VOUCHER FUNDS NHA COMMUNITIES LLC - RAD BUSINESS FUNDS Nacogdoches Housing Development Corp FEMA PROGRAM FUNDS SUMMARY ALL PROGRAMS PREPARED BY: INVESTMENT OFFICER

14 MONEY MARKET ACCOUNT.3510% OPEN , , , , , , NOW ACCOUNT.1060% OPEN , , , , , Month CD Citizen's.6510% 7/12/ , , , , Month CD Citizen's.8010% 11/12/ , , , , Month CD Citizen's % 6/12/ , , , , REGULAR CHECKING OPEN , , , , , TOTAL HCV FUNDS , , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , , , , , NOW ACCOUNT.1060% OPEN , , , , , , REGULAR CHECKING OPEN Month CD Citizen's % 3/5/ , , , , TOTAL NHA COMMUNITIES LLC FUNDS , , , , , , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , NOW ACCOUNT.1060% OPEN , , , , , TOTAL BUSINESS FUNDS , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , NOW ACCOUNT.1060% OPEN , , , , , Month CD Citizen's % 6/15/ , , , , Month CD Citizen's % 3/5/ TOTAL NHDC FUNDS , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , NOW ACCOUNT.1060% OPEN TOTAL FEMA FUNDS , , , , , MONEY MARKET ACCOUNT.3510% OPEN , , , , , , , , ,135, , NOW ACCOUNT.1060% OPEN , , , , , , REGULAR CHECKING OPEN , , , , , Month CD Citizen's.6510% 7/12/ , , , , Month CD Citizen's.8010% 11/12/ , , , , Month CD Citizen's % 6/12/ , , , , Month CD Citizen's % 6/15/ , , , , Month CD Citizen's % 3/5/ , , , , TOTAL ALL FUNDS ,210, , , ,779, , ,348, , , , ,989, , NACOGDOCHES HOUSING AUTHORITY PUBLIC FUNDS INVESTMENT ACT REPORT QUARTER ENDING 06/30/2018 BEGINNING MARKET VALUE 03/31/2018 ENDING MARKET VALUE 06/30/2018 CHANGES IN SECURITY MATURITY GENERAL OPERATING SECURITY REPLACEMENT HAP TOTAL GENERAL OPERATING SECURITY REPLACEMENT HAP TOTAL MARKET VALUE TYPE DATE FUND RESERVE DEPOSITS RESERVE RESERVES FUND RESERVE DEPOSITS RESERVE RESERVES HOUSING CHOICE VOUCHER FUNDS NHA COMMUNITIES LLC - RAD BUSINESS FUNDS Nacogdoches Housing Development Corp FEMA PROGRAM FUNDS SUMMARY ALL PROGRAMS PREPARED BY: INVESTMENT OFFICER

15 August 29, 2018 RESOLUTION # RESOLUTION WRITING OFF VACATED TENANTS ACCOUNTS RECEIVABLE WHEREAS, efficient financial management dictates that the Housing Authority of the City of Nacogdoches, Texas write off any old accounts receivable not likely to be collected; and WHEREAS, it is understood that the write off is for financial control purposes and does not absolve the persons listed below of their responsibility to pay the amounts owed; NOW, THEREFORE BE IT RESOLVED, by the Commissioners of the Housing Authority of the City of Nacogdoches, Texas, that the Accounts Receivables listed below be written off as loss: Vacated Tenant Amount Owed Bobbie Russell Maria Torres Shanae Flemon TOTAL for RAD property Bobbie Russell TOTAL for HCV Program

16 August 29, 2018 RESOLUTION # RESOLUTION APPROVING DISPOSITION OF CAPITAL EQUIPMENT WHEREAS, the Nacogdoches Housing Authority has obsolete, non-functioning, or dilapidated and fully depreciated capitalized equipment and inventory identified as: Dell Latitude D600 laptop purchased 11/03/2003 for a total of $2, Paint Sprayer Equipment serial # purchased 10/04/2005 for a total of $1, NOW THEREFORE BE IT RESOLVED by the Board of Commissioners of the Housing Authority of the City of Nacogdoches, Texas that the Executive Director may dispose of this equipment as needed and may donate it to other governmental or charitable organizations and remove it from the capital assets.

17 August 29, 2018 RESOLUTION # RESOLUTION REVISING ADMINISTRATIVE PLAN FOR THE HOUSING CHOICE VOUCHER PROGRAM WHEREAS, Federal regulations allow for Housing Authorities to adopt and amend policy on administration of the Housing Choice Voucher Program and WHEREAS, in order to increase efficiency, clarify procedures, and comply with changes in law or HUD regulation, NOW THEREFORE BE IT RESOLVED, that we the Board of Commissioners do hereby adopt the revisions to the Nacogdoches Housing Authority Administrative Plan for Housing Voucher Programs as attached.

18 5.7. Higher Education Student Eligibility No assistance shall be provided under to any individual who: Is enrolled as a student at an institution of higher education, as defined under section 102 of the Higher Education Act of 1965 (20 U.S.C. 1002); Is under 24 years of age; Is not a veteran of the United States military; Is unmarried; Does not have a dependent child, and Is not otherwise individually eligible, or has parents who, individually or jointly, are not eligible on the basis of income to receive assistance under section 8 of the 1937 Act EXCEPTION: Disabled students who began receiving disability assistance as of November 30, 2005 are exempt from the student eligibility restrictions Independent Student Status To be considered otherwise individually eligible a student must show independence from parents or guardians. All the following will be considered in determining student independence: (a). The individual must be of legal contract age under state law. (b). The individual must have established a household separate from parents or legal guardians for at least one year prior to application for occupancy or the individual meets the U.S. Department of Education s definition of an independent student. (c). The individual must not be claimed as a dependent by parents or legal guardians pursuant to IRS regulations. (d). The individual must obtain a 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 Grounds For Denial Of Program Assistance Denial of assistance for an applicant may include any of the following: denying listing on the waiting list, denying or withdrawing a voucher, denying addition to a participant s family, refusing to enter into a HAP contract or approve a lease, and refusing to process or provide assistance under portability procedures. In order to accurately verify eligibility, all adult family members must provide an unexpired government issued photo identification. When denying a family for violations or amounts owed from previous participation in a Federal housing program, any family member who was an adult in the household and had signed authorization forms indicating awareness of family obligations at the time of the previous participation is considered responsible for those violations or amounts owed. Assistance must be denied for each of the following reasons: The applicant does not meet the eligibility criteria described earlier in this plan. (e.g., the applicant family s annual income exceeds the income limit for a family of that size). Any adult family member refuses to sign or submit required consent forms (such as the authorization for release of information form or the declaration of citizenship and non-citizen status). Any family member has been convicted of manufacturing or producing methamphetamine (commonly referred to as speed ) on the premises of an assisted housing project (including the Page 12 NACOGDOCHES HOUSING AUTHORITY HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Revised August 2018

19 There are these criteria to consider: Utility Allowance Schedule Posted in the PHA office. The utility allowance used to calculate the gross rent is based on the smaller of the actual size of the unit the family selects, or the size authorized on the family s Voucher. Housing Quality Standards. HQS Standards allow 2 persons per living/sleeping room and would permit the following maximum occupancy, assuming a living room is used as a living/sleeping area: 0-BR 1 1-BR 4 2-BR 6 3-BR 8 4-BR 10 5-BR 12 6-BR 14 The Voucher payment standard for the family must be the lower of: (1) The payment standard for the family size; or (2) The payment standard for the unit size rented by the family. 9. FAMILY COMPOSITION, RESIDENCE, AND INCOME CONSIDERATIONS 9.1. Adding Members To The Participant Family: The family must inform the PHA in person at the PHA office by appointment within ten calendar days of the birth, adoption or court-awarded custody of a child. The family must bring birth certificates and or court documents to verify the change in family composition to the appointment. Reasonable accommodation for a family member with a disability may allow for written or telephone reporting. Except for the birth, adoption or court awarded custody of a child; the family must receive permission from the Landlord and the housing authority, in writing, before allowing any person, either a child or adult, not on the lease to move into the household. If anyone not on the lease moves into the house without written permission, the family will be in violation of the lease and family obligations and the rental assistance can be terminated. Except in cases of a reasonable accommodation to a current family member with a disability, the PHA will not allow any other person to be added to the family unless the person is married to the head of household or is another adult increasing the household non-excludable income and intending to share resources. In these cases if the person was a member of the household at the time of application but was not on the application or was removed from the application, and their income at the time of application if added to the family income would have caused the family to be ineligible, then they may not be added for at least two years from the admission date of the household. All individuals added to the household are subject to HUD s eligibility and the PHA s suitability standards. The individual will be considered an applicant until approved by the PHA and added to the participant family. The PHA will not approve the addition of adults to a family if the addition will increase the voucher size for which the family qualifies or if the adults do not pass the criminal history screening. Except for adoption or court awarded custody of a removed minor, a person who was removed from the household by declaration of permanently absent or separation agreement may not be Page 23 NACOGDOCHES HOUSING AUTHORITY HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Revised August 2018

20 the household by declaration of permanently absent or separation agreement may not be added to the household for at least 12 months from the effective date of admission or HUD showing removal Principal Place Of Residence: If all family members are absent from the dwelling for more than 390 consecutive monthsdays, or more than 120 days in a 12 month period, the unit will not be considered to be their principal place of residence and they will be terminated from the program. No family member may reside in another subsidized dwelling while absent. Except as stated under 9.3.1, 9.3.2, and no family member may lease, rent, or contract for a separate residence or dormitory for a term greater than 3 consecutive months or 120 days in a 12 month period. The family must report in advance to the PHA in writing if all family members will be absent from the dwelling for 30 consecutive days or more or if any member will lease, rent or contract for another residence or dormitory for 30 consecutive days or more Family Members Vacating And Other Considerations Sole Member of Household: If the sole member of the household has to leave the household for more than 3 consecutive months, the unit will not be considered their principal place of residence and they will be terminated from the program unless the tenant requests an extension for medical reasons by submitting documentation from a reliable medical source that s/he will return within a total of 6 months (an additional 3 months). If the sole member of the household has to leave the household to go to the hospital or nursing home, advice from a reliable medical source will be obtained as to the likelihood and timing of their return. If the medical source feels they will be permanently confined to a nursing home, they will be considered permanently absent. If they are temporarily confined, they will not be considered permanently absent. In no event, however, will the unit be considered their principal place of residence when they are out of the household for more than 6 months Spouse or Significant Other: If a spouse or significant other leaves the household and will be gone for 6 months or more of the reexamination period and the family declares them permanently absent in writing, they will be determined permanently absent and will be removed from the lease. An exception would be a spouse on active duty in the military. A military spouse will be considered temporarily absent. If a spouse or significant other leaves the household and the period of time is estimated to be less than 6 months, the family member will be determined temporarily absent unless one of the situations below occurs. If a spouse or significant other files for divorce, the person who leaves the household will be considered permanently absent. If a spouse or significant other is incarcerated, a document from the Court or prison should be obtained as to how long they will be incarcerated Other Adult: If any other adult in the household goes into the military and leaves the household, they will be determined permanently absent unless that adult s spouse or dependent remains in the unit. In that case the military adult will be considered temporarily absent. Page 24 NACOGDOCHES HOUSING AUTHORITY HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Revised August 2018

21 Single Parent / Guardian: If there is a one parent / guardian home and the children are taken away from the parent / guardian because of abuse or neglect, but after counseling the children will be returned, the PHA will try to find out from Social Services how long it will be before the children will return. The parent / guardian will retain his/her eligibility as a remaining member of the tenant family. S/he may have to be issued a different size Voucher. To determine whether and when the bedroom size should be changed, the case should be taken to the Housing Choice Voucher Coordinator who will use an approximate time of three months as a guide, depending on the individual circumstances and verification provided. If a single parent / guardian must leave the household and another adult brought in to take care of the children while the parent is away, the family might not be terminated if the head of household has not violated obligations under the program. The head of household must request and get approval from the PHA to add this adult as a family member, if this adult will be living in the unit longer than the visitor provisions defined in 9.3.7, below. If a single parent / guardian dies, a temporary adult guardian may be allowed to reside in the unit until a court-appointed guardian is established. In accordance with screening policies, the PHA may add the new guardian as the new head of household. The PHA will work with the local Department of Social Services to ensure that the best interests of the children are addressed Students: A student (other than head of household, spouse or significant other) who attends school away from home but lives with the family during school recesses may be considered permanently absent (income not counted, not on lease, not counted for Voucher size) or temporarily absent (income counted, on lease, counted for Voucher size) at the family s option. An adult may be designated a full time student between regular spring and fall semesters if they certify as to their intent to register as a full time student for the upcoming fall semester and they were a full time student during the most recent spring semester. If they fail to register as full time any employment income that was not used in calculating TTP because of their full time student designation will be counted retroactive to the date it would have been counted and any over payment of assistance as a result must be reimbursed by the family Joint Custody of Children: Children who are subject to a joint custody agreement but live in the unit at least 51% of the time will be considered members of the household. 51% of the time is defined as 183 days of the year, which do not have to run consecutively. In a joint custody arrangement, if the minor is in the household less than 183 days per year, the minor will be considered to be an eligible visitor and not a family member Visitors: The provisions of the lease between the family and the landlord will generally prevail as to visitors or guests. If the person is a visitor and does not intend to become a permanent member of the family, the PHA does not have to consider this a change in family composition. If the lease is silent on the issue of time limits for visitors or guests, then the PHA will allow not more than 3 days in a row and not more than 6 days in any month, without written permission from the PHA. However, the PHA has a duty to determine and approve the composition of the family. So, if a person will be living in the unit for more than 72 days per year, the family must request approval Page 25 NACOGDOCHES HOUSING AUTHORITY HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Revised August 2018

22 pay out of the bill whichever is less, will be used to project the medical expenses. Pharmacies may provide a listing of the medications purchased during the past 12 months and a projected average for the next 12 months will be calculated based on those figures. Any amounts paid toward medical insurance as verified by a copy of the in force policy will also be projected for 12 months and added to the anticipated medical expenses as well as the amounts paid toward Medicare as verified by the Social Security Administration. Nonprescription over the counter medication must be doctor recommended for a family member with a recommended dosage in order to be used as a medical deduction. When it is unclear in the HUD rules as to whether or not to allow an item as a medical expense, IRS Publication 502 will be used as a guide Declared Zero-income or Unreasonably Low Income: A family s income including excludable income will be compared to the minimum reasonable income for the family size on the Zero income worksheet. If the declared income is less than that minimum reasonable income on the worksheet, the worksheet will be completed and the difference between the declared income and the calculated income will be added to the families annual income. A third party attempt will be made to verify the source of the extra worksheet calculated income. 10. VERIFICATION PROCEDURES General Policy The PHA verifies family income, family composition, status of full time students, value of assets, and other factors relating to eligibility determinations before an applicant is issued a Voucher. The Executive Director will establish verification procedures acceptable to HUD and revise those procedures as needed. The PHA also verifies citizenship and noncitizen eligible immigration status once for each family member in accordance with 24 CFR Part 5 Subpart E 11. BRIEFING OF FAMILIES AND ISSUANCE OF VOUCHERS Briefings Purpose of the Briefing: The purpose of the briefing is to go over the Voucher holder s packet in order to fully inform the participant about the program so that s/he will be able to discuss it with potential participating owners Briefing Attendance Requirement: All adult family members are required to attend the briefing when they are initially issued a Voucher. No Voucher will be awarded unless the adult family members have attended a briefing. Exceptions may be made for students attending school out of state or for adults whom attendance would be a medical hardship. Exception will be made for members away for active military duty. The family must provide written documentation providing the reason that prevented them from attending the briefing. A family may reschedule the briefing for when the required adults can attend if they contact the Housing Authority within the designated time frame on the briefing notice. There is no guarantee that voucher funding will be available at the rescheduled time, but the Page 30 NACOGDOCHES HOUSING AUTHORITY HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Revised August 2018

23 family will not lose their place on the waiting list in that case and a new briefing date will be scheduled when funding is available. Exceptions may be made for adult family members who are temporarily absent. Two failures of an applicant to participate in scheduled briefings shall result in withdrawal of his/her application. The applicant will be notified of such withdrawal and determination of ineligibility and of his/her right to an informal review Format of the Briefing: A Housing Choice Voucher staff member may handle briefing of Voucher holders on a group or individual basis. (If group briefings are conducted), applicants are interviewed individually after the group briefing, given an opportunity to ask questions and are requested to sign their Voucher. The applicant is provided with the following voucher holders packet containing: a. Those items required by 24 CFR Section (b) of the regulations; b. A general information brochure explaining the basics of the rental program for landlord use; c. Description of Fair Market Rents Payment Standards and Housing Assistance Payments; d. Procedures for notifying HUD or the PHA of program abuses such as required side payments or other overcharges and Housing Quality violations in the unit; e. Notification of Violence Against Women Act provisions. f. Any supplemental material the PHA may deem necessary Other Briefing Information: In addition to the briefing requirements to be covered determined by HUD regulations, the following items shall be discussed thoroughly in the briefing session. The amount of the security deposit that can be collected by the owner as determined by State law and the use of that deposit after tenant move-out, shall be thoroughly discussed. Collection of the Security Deposit and any special terms provided for the payment of the deposit shall be between Owner and Tenant. Information shall be included to explain that rents are restricted to what is determined reasonable by the PHA. The PHA shall also explain the Tenant s responsibilities regarding increased rent payments when a family elects to rent a property where the rent is more than the combined total of the voucher subsidy allowed and their tenant payment in the Housing Voucher Program. Information on and encouragement to lease in areas outside economic deprivation and areas where the participant s race does not predominate will be provided. The applicant will be informed of the requirement to notify the PHA of any family composition change or family income increase after the voucher is issued but before the HAP contract is effective Household Obligations under the Housing Choice Voucher Program: Generally, under the Housing Choice Voucher Program, the relationship between tenant and landlord are the same as in the private housing market. However, once a household receives a Housing Choice Voucher, s/he has the following additional obligations: Page 31 NACOGDOCHES HOUSING AUTHORITY HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN Revised August 2018