Open Mic for New Coordinators

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Open Mic for New Coordinators
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Who is SHHP?

• Supportive Housing Homeless Programs, is a
  division within the Colorado Department of Human
  Services (CDHS)
• We are unique among housing authorities
• Mission Statement
• To develop and provide resources and housing
  services that facilitate self-sufficiency,
  stability, and safety for Colorados homeless and
  persons with special needs.

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Partner Agencies

• SHHP partners with agencies throughout the state
• Act as an extension of the housing authority
• Must adhere to SHHP policies procedures and
  Federal regulations

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Partnership
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Responsibilities

• Partner Agency
• Works directly with families landlords
• Ensures family eligibility
• Performs HQS Inspections
• Completes paperwork for actions
• Ensures compliance with program requirements

• SHHP
• Implements HUD regulations through policies
  procedures
• Provides training technical assistance
• Ensures performance compliance
• Program administration, including paying landlords

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Family Responsibilities

• Cooperate fully with the agency, SHHP HUD by
  complying with program performance disclosure
  requirements
• Secure suitable housing that is decent, safe,
  sanitary and affordable
• Comply with the lease

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Necessary Tools

• Resource Manual including the Section 8 SC
  Admin. Plans, Schedules, Forms and Process Sheets
• A Housing Only File All activity regarding
  the familys Section 8 participation must be
  documented and remain available for review both
  as long as the file is active at least 3-years
  after termination

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Administrative Processes

• Pre-Application/Wait List
• Voucher Issuance
• New Admission
• Annual Reexamination
• Interim Reexamination
• Tenant Moves

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Incentive Requirements

• Completed Annual Re-Exams must be turned in 40
  days prior to the effective date (the 20th)
• All HQS inspections must be completed prior to
  the 365th day to be considered on-time
• New Admissions leased within 30 days from voucher
  issuance

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Income/Asset/Expense Verifications Levels of
Acceptability

• Level 5 Best Enterprise Income Verification
  (EIV)
• Level 4 2nd Best Third Party Written family
  may not facilitate completion of the verification
• Level 3 Third Party Oral

• Level 2 Document Review
• Level 1 Least Acceptable Self-declaration
  or Self-certification, must be notarized

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Zero Income Policy
What if someone has no income?

• If ANY adult family member reports zero income,
  they must complete a Zero Income Reporting Form.
• The form must be completed every 30 days for as
  long as the family member reports zero income.
• The coordinator must review the form thoroughly
  for changes take action accordingly.

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Annual Re-Examinations

• Completed at least once every 12 months
• All income, assets and allowances must be
  re-verified and documented in your files
• Lease/HAP Contract renewals must be completed
  with landlord, if applicable
• Need of reasonable accommodations and disability
  status must be re-verified annually

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Annual Re-Examinations

• Re-examination period begins 120 days before the
  anniversary/effective date
• All Paperwork is due to SHHP at least 40 days
  before anniversary date (Remember the 20th)
• Re-examinations will be processed in a manner
  that gives families reasonable notice of changes
  in HAP tenant rent portions (at least 30 days
  prior to change)
• For moves, you must provide all necessary
  paperwork to SHHP w/in 10-business days of the
  date on the HAP Contract (the effective lease-up
  date)

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Annual HQS Inspections

• Units must be inspected every 365 days
• Allow time for no-shows, dont wait until the
  last minute to attempt an inspection
• A failed inspection is still an annual inspection
• Inspections that are late by even 1 day are still
  late and pose a reporting problem for SHHP and
  audit/incentive problems for your agency

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Decent, Safe Sanitary

• Unit must meet Housing Quality Standards (HQS) at
  lease-up
• Inspection completed by a SHHP certified
  inspector
• Inspect the entire unit including common areas
  and site/neighborhood
• Passes Tenant may move in
• Fails Process stops, landlord may make repairs
  prior to occupancy coordinator re-inspects unit
  OR family may find another unit
• SHHP may NOT pay on units that do not pass

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Lifes Little Changes

• Families must report changes w/in 10 days of the
  change
• Interim examinations must be processed in time to
  give the family reasonable notice of changes.
• Interims must be submitted, with all relevant
  documentation, by the 10th of each month in order
  to be effective the 1st of the following month.
• Requests submitted after the 10th, or if relevant
  documentation is submitted after the 10th, will
  not be effective until the month following the
  next immediate month.
• Case-by-case basis

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Terminations

• Lenient
• Accountability
• Follow the Steps
• Document EVERYTHING!

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Resources

• SHHP Administrative Plan
• SHHP Website
• Action Alerts
• Additional Trainings

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Questions and Answers