The Southwest Housing Compliance Corporation (SHCC) was appointed as Contract Administrator for the state of Texas, effective September 1, 2000, and for the state of Arkansas, effective September 1, 2004. One of the contract requirements stipulated by the U.S. Department of Housing and Urban Development (HUD) is that we conduct an annual management and occupancy review of your property. The purpose of this review is verification of your compliance and evaluation of your operating policies and procedures in accordance with federal regulations. You will be notified approximately 60 days in advance of the date scheduled for the annual management review. The notification letter you will receive will contain the following additional information.
An SHCC Asset Manager or Occupancy Specialist will conduct the Management Review. In order to facilitate an efficient review, we intend to complete as much of the review as possible in our office prior to visiting your site.
THE SHCC LETTER THAT WILL NOTIFY YOU 60 DAYS IN ADVANCE OF THE MOR WILL STATE:
It is the intention of SHCC to minimize the disruption to your staff's routine and the amount of time we spend at your site. We request that you assist us in this regard by providing us with advance copies of your policies and procedures listed below. We request that you review the list of documents set out below and forward the documents/information to SHCC either by U.S. postal service or by Email. We request submission of these documents thirty days from the date of the letter notifying you of the upcoming management review. If you would like to submit your documents on disk or email, please ensure they are in Microsoft Word and/or Excel. Note: If you supplied SHCC with any Policies and Procedures for your last management review that are still applicable, you do not need to resend the documents/information. Please advise us of this in writing on company letterhead and specify which documents previously supplied are still applicable. We will use the previously supplied documents/information for the current management review.
We request that you review the list of requested documents outlined in Sections 1-4 below and forward them to our office no later than thirty days from the date of the letter notifying you of the upcoming management review.
1. Maintenance and Safety Written Policies, Procedures, Plans and Logs
• Preventive Maintenance policies/procedures, if any.
• General Maintenance policies/procedures (including procedures for completing Work Orders/Emergency Work Orders), if any.
• Work Order Log for the 30 days prior to the date of this letter, if any (including dates reported and completed) OR copies of all work orders for the last 30 days.
• Unit Inspection policies/procedures, if any.
• Energy Conservation Plan, if any.
• Safety Patrol Daily Activity Log for the last 12 months, if any.
• Lead-Based Paint certification (only applicable to properties constructed prior to 1978 that are housing children under six years of age.)
• HUD approved Lead-Hazard Control Plan, if applicable.
2. Leasing and Occupancy Policies and Procedures
• Application & Applicant Rejection Letter.
• Tenant Selection Plan.
• Current Waiting List.
• Income Targeting Monitoring System for 40% Extremely Low Income leasing requirements.
• Affirmative Fair Housing Marketing Plan (AFHMP), Form HUD-935.2.
• Lease and all Attachments (including House Rules and all Addendums)
• Rent Collection Policy (including eviction policy and sample letters for non-payment of rent)
• Tenant charge-back list
• List of charges in addition to rent (cable TV, meals, transportation, etc.). Identify those that are optional.
• Procedures for tenant file security (files locked/secured/confidential, who has access to files, retention time, how are files disposed of), if any
• Security Deposit Policy & two examples of Security Deposit dispositions.
• Pet Rules/Agreement and Pet Deposit Policies.
• Utility reimbursement check distribution procedures. Including policy when utility reimbursement checks go unclaimed, if any
3. Tenant/Management Relations
• Procedures for resolving tenant complaint/concerns.
• Social services provided at the project or within the neighborhood, if any. Identify provider (i.e. city/state, community group) and cost to project.
• Neighborhood Network Center & START business plan, if applicable. Describe what programs are offered.
4. General Management Practices
• Current List of Principals
• Formal ongoing training, if any. Describe type of training, provider, and frequency.
• List of all on-site staff charged to the project: Staff person, date hired, % of time charged to site, annual salary. If staff is housed in a Section 8 unit provide the unit size and whether employee is receiving subsidy. Please provide exact information, this information should not be estimated.
While every attempt has been made to make this list as thorough as possible, further documents may be requested at a later date. Furthermore, SHCC requests that you indicate in writing any information you do not have or is not applicable to the property.
Additional Enclosures. HUD has issued new reporting requirements that are handled administratively by SHCC as part of the annual MOR. The letter notifying you of the upcoming management review will contain additional information regarding those requirements, set forth in HUD-issued forms Addendum B-Part A: "Occupancy/Accessible Units/Program Accessibility" - Section I, II, III and Addendum C - Documents to be Made Available by Owner/Agent. You may contact us in advance if you have any questions.
We eagerly await the opportunity to serve you and your residents. Our ability to form a productive partnership is important to us. We hope that our work together will be geared towards providing the best possible affordable housing within the states of Texas and Arkansas. As always, you may contact SHCC via telephone or e-mail for any additional assistance or information.