Northwest Notes

Office of Public Housing

Region X - Alaska, Idaho, Oregon, Washington
FY2011 Quarter IV - October 14, 2011

The Director's Corner

HAPPY NEW YEAR to you all!!! With the start of FY2012, we are all anxiously awaiting final funding amounts. In FY 2012, we will have much of the same focus as in 2011 with emphasis on reducing public housing vacancies, improving Housing Choice Voucher utilization, closeout of the remaining ARRA grants, and focusing on PHA recovery, viability, and sustainability.

HUD published the FY 2012 NOFA Policy Requirements and General Section on September 19, 2011. Updates on FY 2012 NOFAs can be found online

Harlan Stewart, Director
Office of Public Housing
Seattle

Joy McCray, Program Center Coordinator
Office of Public Housing
Portland

FSS Workshop Highlights

With a crowd of over forty, Donna Nye, PHRS at the Portland Field Office, facilitates a discussion of the accomplishments and challenges that have arisen since the last FSS conference.

In Portland
by Chad Trepinski and Ray Phung, Portland

On September 27, the Portland HUD Office held its annual FSS Coordinator Counterpart Workshop in downtown Portland. The conference was attended by over 45 participants from various PHAs throughout Oregon and Southwest Washington. The morning commenced with an open discussion of the challenges and accomplishments that the coordinators have come across within the last year. These new challenges were identified as topics to further explore throughout the day. Hilaree Prepula from the Vancouver Housing Authority gave a presentation on their GOALS program and their collaboration with the Pacific Institute's STEPS to Economic and Personal Success Workshop.

PHAs were given a questionnaire highlighting several areas where coordinators might need help to strengthen their programs. This needs assessment included identifying needed services, program requirements, and other elements that would help their programs run more smoothly. HUD Staff also addressed the elements and areas of the FSS program the Portland HUD staff reviews during on-site audits. Kathryn Greenspan from HQ also joined the workshop via teleconference to answer questions from the Coordinators. The rest of the afternoon was dedicated to updating FSS Action Plans. FSS Coordinators who brought their current FSS Action Plans compared their plans with each required element. Coordinators were able to gather new ideas from other PHAs and get their plans up-to-date.

Joy McCray, Portland PCC, with HA of Lane Co. FSS Coordinator, Sandi Sanders. Sandi was honored for her continued service as a coordinator since the induction of FSS in 1993.

Overall, the coordinators were pleased to share ideas, to address challenges, and to network with other agencies, which ultimately improves their programs. The Portland HUD Office would welcome another PHA to host the annual FSS Coordinator Conference next year. If your agency is interested and have the space to accommodate 35-50 participants, please contact chad.trepinski@hud.gov or telephone (971) 222-2669.

In Seattle
By Rebecca Tuttle, Seattle

The Seattle Office of Public Housing's Annual FSS/Homeownership conference was held in Seattle on Thursday, September 29. Eleven PHAs attended, either by sending a representative(s) or by teleconference. Kathryn Greenspan from HQ also joined the group by teleconference. Ann Becker gave a Powerpoint presentation on changes to and the submission of the Logic Model.

Other topics of discussion included:

• How do other PHAs motivate their clients;
• When to begin developing the ITSP
• How do other PHAs handle post purchase counseling
• Program Coordinating Committees-what is the best utilization of these groups and with the lack of new vouchers reciprocating with these committees is difficult
• How to work with Union representatives, private businesses & other employment entities
• How many PHAs have a curriculum for training new lenders and/or realtors
• Can we bring people back on the program even though they graduated but are not yet self-sufficient

HUD-VASH Best Practices

Richard Wall, Seattle

Veterans Affairs Supportive Housing (HUD-VASH) vouchers can be difficult to utilize. The challenge of receiving referrals, issuing vouchers, and successfully locating housing for the veteran participant can often be daunting. With HUD's continued focus on housing homeless veterans, now is a good time to take a look at some best practices that have been employed by housing authorities that have successfully been utilizing their HUD-VASH voucher allocations.

The Housing Authority of Thurston County (HATC) in Olympia, Washington, has increased access between VA staff, veterans, and PHA staff by making office space at the housing authority available to VA staff. This allows for a better flow of information between the three parties. HATC has dedicated one person in their office to follow through the entire process with each veteran, from eligibility processing, to requests for tenancy approval, to inspection. This specialist gains a complete picture of HATC's HUD-VASH program, enabling better communication of successes and needs to PHA and VA staff.

HATC has also implemented direct outreach to owners in order to compile a list of landlords who want to work with veterans in the HUD-VASH program. Together with a resource list for potential deposit help, this can reduce unit search time for many veterans.

The Housing Authority of Snohomish County (HASCO) had a problem with which many HUD-VASH PHAs are all too familiar: VA staff working out of a VA hospital in a different community. This made for difficult communication with both veterans and the housing authority. When the VA expressed an interest in locating office space in Snohomish County, HASCO offered up space for two VA staff members. This has provided a more convenient location for VA staff and veterans to meet, while at the same time increasing communication between the VA and HASCO.

Additionally, HASCO has sent HUD-VASH program information to over 1,000 area landlords in an effort to encourage participation by owners and increase the lease-up rate of veterans on the program. The VA and HASCO are also involved with the local Veterans Homeless Committee (VHC). This excellent networking opportunity allows the VA, HASCO, and the VHC to share information about the resources that each organization can provide to homeless veterans.

These two housing authorities have demonstrated that increased communication between the VA and the PHA, coupled with owner outreach, can increase the success of the HUD-VASH program.

Home Forward Wins Section 3 Grant to Expand Job and Training Opportunities

Home Forward, the new name for the Housing Authority of Portland, was awarded $50,000 for the hire of a Section 3 coordinator. This coordinator will provide job training, employment, and contract opportunities for low-income residents in connection with HUD-funded projects and activities in their neighborhoods. Twelve organizations were awarded of the 85 that applied for a total of $600,000 in awards.

Those chosen were housing authorities located in areas with high unemployment and with a demonstrated commitment to partner with other local agencies. This is the first time in HUD history to competitively award grants to employ coordinators, funded out of Section 3 of the Housing and Urban Development Act of 1968. These grants will bolster that the goals of Section 3 to provide job training, employment, and contracting opportunities for low-income individuals.

Required Initial and Updated PIH EIV Training

CY 2012 PH Operating Subsidy

Dan Esterling, Portland

On September 26, 2011, the Department issued Notice 2011-55, which describes the Public Housing Operating Subsidy calculations for CY 2012. It provides PHAs with detailed instructions on submitting operating subsidy forms and describes changes in the process for 2012.

Highlights of the notice include the following:

• PHAs are required to submit their HUD 52723 and HUD 52722 forms electronically to their local HUD field office no later than October 31, 2011. CY2012 excel tools and instructions for completing the forms are located at the Financial Management Division's Project Based Funding website
  
  
• In an effort to reduce PHA reporting burden, the Department will be using data from FASS and IMS/PIC to pre-populate the CY2012 Excel tools. Certain fields will be editable by PHAs and the Field Office. See section 4(C) of Notice 2011-55 for additional information about pre-populated data. PHAs should note that beginning with CY 2013, HUD intends to use data from HUD source systems and will not allow editing of the excel tools. Therefore, PHAs are urged to ensure their HUD system reporting is accurate and timely.
  
  
• Notice 2011-55 also includes information on revising and appealing CY 2012 subsidy.

Operating Subsidy Allocation Adjustment

Perhaps the most critical element of Notice 2011-55 is the description and process for determining and requesting exclusions for the Operating Subsidy Allocation Adjustment. As PHAs are aware, there is a strong possibility that the 2012 Appropriations Act will include language that would require HUD to take into account PHA operating reserves in the calculation of PHA operating subsidy. This process is known as "Subsidy Allocation Adjustment." The notice describes the line items that are used for determining the amount of PHA operating reserves and the methodology for determining each agency's proportionate share of the allocation adjustment. PHAs should visit the web address listed above to learn additional information and determine a current estimate of each PHA's anticipated subsidy allocation adjustment. PHAs must be mindful that the current data is merely an estimate, and will change as the appropriation process is finalized.

PHAs may request exclusions for amounts included in their operating reserves no later than October 31, 2011. PHAs must submit this information to 2012allocationadjustments@hud.gov with the subject line "Exclusion Request 2012 Allocation Adjustment [insert PHA code]." Notice 2011-55 describes the criteria and supporting documentation required to submit a successful exclusion request. Please note that MTW agencies are not permitted to submit exclusion requests because the methodology for determining their subsidy allocation adjustment is different than non-MTW PHAs. PHAs are encouraged to submit their exclusion requests in advance of October 31, 2011 to ensure the Department has an opportunity to review the request.

If you have any questions about the Operating Fund calculation, contact your Financial Analyst.

Capital Fund Certification Period Now Open

The IMS-PIC Capital Fund (CF) Certification for FY2012 runs from 10/02/2011 to 11/04/2011. The CF Certification extracts data from approved Building and Unit Data. Before certifying, PHAs should submit any pending Building and Unit Data for approval of the Field Office. Any "loose-ends" should be taken care of before the certification process, which includes entering DOFA dates, Inventory Removals, and changes in Unit Designation (ACC/CF indicator).

When certifying, PHAs should look at the units, development by development, and verify the information in the "CAP FUND B&U Certification" tab. The list to the right of this article are all data elements that will affect the CF calculation, so verify these during the certification process. If you find a discrepancy with the data, reject the development and call the REAC-TAC center at 1-888-245-4860 to obtain a TAC Ticket number. Any development that is rejected must contain a comment that includes the TAC ticket number. PHAs should only enter TAC Ticket numbers if the development is rejected. If a ticket number is included but the development is not rejected, the ticket will not be reviewed. Please do not certify if a development is missing - instead contact the PIC Coach.

For more information on the Cap Fund Certification, refer to PIH Notice 2010-42.

DOFA actual date.
Construction date (if available).
Bedroom count.
Unit designation
Zip code (to determine RS Means rehab cost indexes).
Removed Units
Standing Unit Count
Program Type
DD Application Type

Portland and Seattle Field Offices Welcomes Two New Staff

Dan Esterling joins the Portland Field Office as a Portfolio Management Specialist. Dan previously worked in the Office of Public Housing Programs at HUD Headquarters and brings his HQ experience to the Portland Field Office. Dan also served as an attorney for the New York City Housing Authority. He can be reached at (971) 222-2602 or daniel.m.esterling@hud.gov

Cathy Hausheer joins OPH in Seattle as a Financial Analyst. Cathy previously held a position in the Office of Housing Multifamily where she was a Project Manager. Before joining HUD, Cathy's past federal work experience included the IRS and SSA. Cathy has also gained housing experience while working for the Kansas Housing Resource Corporation, a Performance Based Contract Administrator for the State of Kansas, and as an assistant manager of a tax credit property. She can be reached at (206) 220-6210 or at cathleen.k.hausheer@hud.gov.

Recently Published Guidance

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