HUD # MA06- MHFA #

Transcription

1 ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing Date: RE: Management and Occupancy (MOR) and Property Management Review (PMR) for Project1 HUD # MA06- MHFA # Dear: As the Contract Administrator for HUD and in accordance with the MassHousing regulatory documents, I will be conducting the annual Management and Occupancy Review (MOR) and the Property Management Review (PMR) for Project1 beginning at time a m. on Date1. I anticipate the reviews will take one to two days as they involve a review of HUD policies and procedures based upon the form HUD-9834,a comprehensive physical inspection, an evaluation of your property management systems and a systematic review of your tenant files. I have enclosed two separate notices informing residents of the reviews. Both notices should be delivered at least seven days prior to the date of the reviews. The first notice is general in nature and informs all residents that i wil be visiting the development. It should be delivered to each tenant and posted in common areas such as the laundry room and mailbox area. The second notice is specific and notifies residents after their unit is randomly selected for inspection by me. This notice is to be delivered to residents after you receive unit selections from me. However, if other residents respond to the general notice and request an inspection of their unit, please add their unit to the list of units to be inspected. To expedite the reviews, please complete the attached exhibits and return them to me by date 2. In addition, please prepare for my review, items check marked on Addendum C, and review Parts Band C of Addendum B, Exhibit XII, in advance of the review. Also, please have ready for me to bring back to Masshousing items checked marked in Column (a) of Part D of Addendum B, Exhibit XiI. Before you sign any of the certifications confirm that the information you have provided is true and accurate. Otherwise, HUD may impose penalties pursuant to various sections of the U. S. Code. Moreover, HUD maintains that only the owner is authorized to sign the certifications.

2 . Exhibit I: Major Repairs/Capital Replacement Schedule. Exhibit II: Waiting List Summary. Exhibit III: Vacancy & Turnover. Exhibit iv: Marketing Practices (if applicable). Exhibit V: Commercial Leasing. Exhibit VI: Section 504/ADA (on-site). Exhibit VII: Annual Resident Services (on-site). Exhibit VIII: Payroll/Management Expenses. Exhibit IX: Vendor Contracting Practices. Exhibit X: Occupancy Profile. Exhibit XI: List of Current Principals and Board Members. Exhibit XII: Addendum B; Reviewer's Form, Part A-Section I, II, III I will require a copy of the following:. A current rent receivables listing, with totals broken out as (a) less than 30 days, (b) 30 to 60 days, and (c) over 60 days.. HUD approved Rent Schedule (Form HUD 92458) I ask that you review for accuracy the information I have provided on the Reviewer's Form of addendum B, Exhibit XiI. Should you find that you would like me to correct or add information, I ask that you do so on a separate page and attach it to the form. Also, please attach any documentation you may have in support of the addition or change you would like me to make. Under no circumstance, however, should you change or add information to the original Reviewer's Form that I have provided. I also ask that you have the following material available on-site at the time of the reviews:. The last three rejection notices mailed out and the corresponding applicant files. Resident files for move-ins, move-outs, recertification and rejections.. The current rent roll (or rent cards). Security deposit interest payment and refund records (if not in resident files). Current applicant wait list as well as a hard copy reflecting the last twelve months of changes. Security and/or Police Reports. Written tenant selection plan. Affirmative Fair Housing Marketing Plan. Management Plan. Management Agreement. Preventive Maintenance Schedule I look forward to meeting with you and your staff during the reviews. I recognize that you have many other commitments and I thank you in advance for your time and cooperation. Sincerely, Analyst1 Asset Manager cfo attachments ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

3 MANAGEMENT AND OCCUPANCY REVIEW NOTICE TO ALL RESIDENTS A Management and Occupancy Review of Project1 wil be conducted by a MassHousing representative, on Date1. This review is conducted each year and includes an inspection of the grounds, buildings, common areas, administrative policies and procedures, etc. If you have specific issues you wish to bring to the attention of the MassHousing representative, please notify the management office prior to the inspection. If you have any questions, please contact the Property Manager. ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

4 Property Management Review Notice of Unit Inspection To: Resident of Unit #: A Property Management Review of Project1 wil be conducted by Analyst1, who represents MassHousing, on Date1. This review is conducted each year and includes the inspection of the grounds, buildings, mechanical systems, and administrative policies and procedures, as well as an inspection of a representative sample of the apartments by a MassHousing Representative. ***Your Apartment has been selected at random for inspection*** The inspection by a MassHousing Representative is required to insure proper unit conditions in your apartment, for example, that all appliances are operable, and that there is adequate heat and hot water, etc. We urge you to be present during the visit, if possible. Moreover, it is importnt to ensure that the management agent is informed of any repairs needed in your apartment as soon as you become aware of them. If you have specific items you wish inspected by MassHousing, please let the asset manager know during the inspection of your apartment or leave written comments if you are unable to be present. Thank you for your cooperation. Property Manager ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

5 DEVELOPMENT: DATE OF INSPECTION: Units to be Inspected Please give the attached unit inspection notice to the residents whose apartments are listed below: UNITS TO BE INSPECTED: Units wil be faxed seven days prior to review date. ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

6 ADDENDUMC OMB Approval No Exp. 11/30/2011 DOCUMNTS TO BE MAE AVAILABLE BY OWNER/AGENT Instructions: Reviewers should place a check mark next to those items that must be available for review. General Documents I8 All Tenant Files and records (including rejected, transfer and move-out fies) I8 Curent waiting list I8 Last advertisement and/or copies of aparment brochures I8 HU-approved Rent Schedule (HU-92458) D Procurement Files D Work Order JouralslLogs D Cash Disbursement Joural D Fidelity Bond D PropertlLiability Insurance D Copies of the HU for the last twelve months for each subsidy contract D Curent anual budget D Quarerly budget variance reports D Reserve for Replacement Component Analysis I8 Copy of Rent Roll I8 Copy of Application I8 Copy of Lease, lease addendums and house rules I8 Copy of Pet Policy I8 Copy of Applicant Rejection Letter I8 Anual Unit Inspections I8 Fact Sheet "How your rent is determined" I8 Copy of the "Resident Rights & Responsibility" I8 Lead Based Paint Certifications I8 EH& S Certifications I8 All Operating Procedure Manuals I8 Documentation for Elderly Preferences Under Sections 651 or 658 I8 Income Targeting Tracking Log I8 List of all curent Principals and Board Members I8 Other - See Attachment 1 Civil Rights Front End Limited Monitoring and Section 504 Review Documents I8 Affirative Fair Housing Marketing Plan I8 Tenant Selection Plan I8 Recent Advertising I8 Fair Housing Logo and Fair Housing Poster form HUD-9834 (6/2009) Ref. HUD Handbook , REV-1 and HUD Handbook

7 ATTACHMENT 1 Enterprise Income Verification (EIV) Other: I8 EIV Coordinator Access Authorization Forms (CAAFs) II EIV User Access Authorization Forms (UAFFs) I8 EIV Owner Approval Letters I8 Security Awareness Questionnaire I8 Rules of Behavior (ROB) EN Reports to be reviewed by PBCA /TCA I8 Income Discrepancy Report I8 Failed Verification Report I8 Deceased Tenant Report I8 Multiple Subsidy Report

8 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT I MAJOR REPAIRS/CAPITAL REPLACEMENT SCHEDULE What major repairs/capital improvements have been planned over the next fiscal year? Target aior epairs om pie ion s imae os or Ipera inq M' R C I t Et tdc t Funding Source R/R 0 t What major repairs/capital replacements from the operating budget have been accomplished in the past fiscal year? Major Repairs Completion Date Cost What HUD approved major repairs/capital improvements from the replacement reserve account has been accomplished in the past fiscal year? Major Repairs Completion Date Cost For Project Based Section 8 Developments: If applicable, please explain why the capital improvements were not reimbursed from the replacement reserve account: ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

9 DEVELOPMENT: DATE OF INSPECTION: Internal Waiting List: EXHIBIT II WAITING LIST SUMMARY BRS' ize IT ype # 0 fo ver- housed R esi 'd en t s # 0fU n d er- h oused R esi 'd en t s TOTAL External Waiting List by Preferences: Last Update of Waiting list: L L Extremely Very BR S' ize IT,ype ow ow Low M o d. M ar k et Ttl o as A ccessi 'bl e TOTAL Racial/Ethnic Breakdown: Race Asian/Pacific Islander Black Native American # % # % ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

10 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT II VACANCY AND TURNOVER Attach turnover log or provide the following information for units that turned over in the last six months and report the following: Date Date Ready for Date # Days Unit# BR Size Type Vacated Re-rental Reoccupied Vacant List turnover activity over the last 12 months: Month Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total # of turnover Annualized Percentage of Turnover: % Average Number of Days taken to prepare a unit: _Days Average number of days taken to occupy a unit: _Days ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

11 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT IV MARKETING EFFORT List all newspapers/publications and other resources utilized for advertising of residential vacancies: Publication Frequency Expense Minority (daily, weekly, etc.) Yes or No ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

12 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT V COMMERCIAL LEASING OTHER INCOME PRODUCING SPACE/EQUIPMENT: Antennas Terms of lease and charges AlC Storage Space Parking ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

13 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT VI: SECTION 504/AMERICANS WITH DISABILITIES ACT INFORMTION 1a. Does the site have a 504 Coordinator? Yes No 1 b. If yes, please identify the Coordinator. 2a. Has the site staf received 504/ADA training SInce the last Propert Management Review? Yes No 2b. If yes, please identify the training. 3a. Has management implemented a formal reasonable accommodations policy and procedures in accordance with Section 504 and The Americans with Disabilities Act? Yes No 3b. Excluding transition costs, identify how much management has spent on reasonable accommodations within the past year. 4a. If eligible under Title VI, has management elected to have an elderly preference? Yes No 4b. If yes: 1. Is documentation regarding Title VI eligibility maintained on site? Yes No 2. How many units must be set-aside for persons under 62? _units 3. Are waiting lists and rent rolls kept in a maner that identifies near elderly applicants? Yes No 4c. This is to certify that the site is in compliance with all applicable 504/ ADA requirements. Yes No ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

14 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT VII ANNUAL RESIDENT SERVICES Resident Programs # of Resident In-House or Name of Dates Costs Services Contractor Name of Resident Service Salary & Number of Hours Devoted to Site $ Hours on Site: *Please attch job description for the Resident Services Coordinator. Does the site have a Resident Association? Yes No Does the site have a community room? _Yes _No ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

15 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT VII PAYROLL/MANAGEMENT COSTS List all staff paid from project accounts: Total Annual Cost: $ Name Title Date %of Annual Position approved in Hired time Salary or Management Plan charged Wage Yes/No to site List all staff that live on the property: Name Title Unit BR# Total Tenant How is rent/tenant Rent Share share paid (subsized, nonrevenue, concession) Special Fees: Management Fee: $ $ Per Unit/Month Per Unit/Month ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

16 DEVELOPMENT: DATE OF INSPECTION: EXHIBIT IX VENDOR CONTRACTING PRACTICES Please list the contractors and vendors. Please indicate by asterisk (*) whether there is an identity-ot-interest relationship between the contractor and the owner or agent. Service Name of Contractor Annual Amount ($) ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

17 DEVELOPMENT: DATE OF INSPECTION: SECTION 8 ( ).: 1! Units # of CONTRACTUAL # of ACTUAL A. OCCUPANCY PROFILE EXHIBIT X Occupancy Profile OBR 1BR 2BR 3BR 4BR 5BR 6BR Total RENT $ B. o OC. o OD. o OE. o OF o OG o OH o OJ If the contractual unit obligation is not being met, explain: Are subsidy vouchers filed in a timely manner? Is an updated HUD Handbook (4350.3) available on-site? Are vacancy/damage claims submitted in a timely fashion, and do they include the proper documentation in accordance with HUD requirements? Has this site elected to have an elderly preference? If yes, is this supported by the appropriate documentation and is this documentation maintained on site? Is management in compliance with the non-citizen rule? Does the development routinely apply for the Section 8 Annual Adjustments? Date of the last Annual Adjustment? If no, is the Replacement Reserve Account adequately funded to meet the Capital Needs? ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

18 DEVELOPMENT: DATE OF INSPECTION: Exhibit Xl List of Current Principals and Board Members NAM TITLE OTHER ***For Use by Sec. 8 PBCA Developments that ARE Financed by MassHousing

19 DEVELOPMENT Project1 DATE OF INSPECTION Date1 Exhibit XII Addendum B, Part A-Section I, II, II

20 Office of Fair Housing and Equal Opportunity And Office of Multifamily Housing Checklist for On-Site Limited Monitoring and Section 504 Reviews OMB Approval No Exp ADDENDUMB Multifamily Housing (Housing) staff or Performance-Based Contract Administrators/Traditional Contract Administrators (CA) must complete this Checklist when conducting on-site management reviews of subsidized and unsubsidized multifamily housing projects. The questions on this checklist cover topics that the Housing staff or CA can be expected to answer and is not intended to cover the full range of civil rights concerns. NOTE: This document does not require the Reviewer to make a determination of civil rights or Section 504 compliance. The Checklist is divided into four pars. Par A: Occupancy/Accessible UnitslProgram Accessibility (This section, along with instructions, must be forwarded to the owner/agent for completion prior to the on-site review. This document must be included in the Documents Reviewer Should Obtain from Owner. See Par D) Par B: Limited On-Site Monitoring Review (The Reviewer must complete this section during the on-site management review of all projects.) Par C: Section 504 Review (The Reviewer must complete this section during the on-site management review for all federally-assisted projects.) Part D: Documents Reviewer Should Obtain from Owner/Agent (during the on-site management review). Please Note that a "No" response to any question does not necessarily mean there is a fair housing/civil rights/section 504 violation. form HUD-9834 (6/2009) Ref. HUD Handbook , REV-1 and HUD Handbook

21 Project Name: Projectl FHAlroject#: Section 81P ACIPRAC#:MA06- To be completed by the Reviewer ADDENDUMB Name of the Owner/General Parer: Address of Owner/General Parer: Name of Address of Management Agent: _ Management Agent: _ Type of Development: 0 Cooperative 0 Elderly Only 0 Disabled Only D ElderlylDisabled 0 Family D Other(Specify)_ Total Number of Units: Total Subsidized Units: Type of Federal Financial Assistance (check all that apply): D Section 8 D Section 202 D Section 202/8 0 Section 2021P AC D Section 202 PRAC D Section 811 D Section 221 Number of Units of Each Size: 0 BR 1 BR Other (Specify)_ (d)(3)bmir 0 Section 236 D Other 2BR 3BR 4BR 5BR Resident Manager's Unit: DYes D No Date of First Occupancy: _ Service Coordinator Employed By Project: DYes 0 No Reviewed by: 0 Housing D PBCA DCA Reviewer: Date: Phone: This Section is for Multifamily Housing Staff only: Afer a review of the information provided by the owner/agent in Par A, the following as been determined: the Housing and Community Development Act of D The owner/agent is in compliance with Title VI, Subtitle D of 1992 D Possible noncompliance with Title VI, Subtitle D ofthe Housing and Community Development Act of Referred to the local Offce of Fair Housing and Equal Opportnity for additional review and appropriate action. D Title VI, Subtitle D ofthe Housing and Community Development Act of Not Applicable Reviewed By: (Name and Title) Page 2 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-1 and HUD Handbook

22 Project Name: Projectl FHAlroject#: Section 81P ACIPRAC#:MA06- PART A OCCUPANCY/ACCESSIBLE UNITSIPROGRAM ACCESSIBILITY Authority: Section 504 of the Rehabiltation Act of 1973 (24CFR Part 8) Fair Housing Act!itle VII Regulations (24 CFR Part ) Uniform Federal Accessibilty Standards (UFAS) (24 CFR Part 40) Regulatory Agreement ADDENDUMB For this Section, the reviewer must forward the form along with the instrctions for completion to the owner/agent prior to the on-site review. For subsidized projects, the owner/agent must complete the project information above and the information in Sections I, II, and II below. (See attached instrctions.) For unsubsidized projects, the owner/agent must complete the project information above and Sections I and II only. Section II consists of Section 504 compliance, which does not apply to projects that do not receive federal financial assistance. The reviewer wil obtain the completed form from the owner/agent during the on-site review. SECTION I - OCCUPANCY 1. This property was designed primarily for: 2. Indicate the number of units currently occupied by client groups below D Exclusively Elderly Exclusively Elderly - _ D Exclusively Disabled Exclusively Disabled - _ ElderlylDisabled - _ D Elderly and Disabled Near-Elderly Disabled - _ D Family Familv - 3. Is there a use agreement or any other document that indicates that this project must serve only elderly tenants? DYes DNo DUnknown If yes, specify type of document: _ Effective Date:- (Please attach a CODV of the document(s)indicated above.) 4. If this project is a "covered Section 8 housing project" (see instructions), is there an occupancy preference for the elderly in accordance with Section 651 of Title VI, Subtitle D of the Housing and Community Development Act of 1992? (Refer to HUD Handbook , REV-I) DYes DNo if No, proceed to Question 5. If yes, please indicate: a. the date of the elderly preference: _ b. the number of units that must be reserved for occupancy by non-elderly persons with disabilties _, and, c. the date used to determine the number of units reserved for non-elderly persons with disabilties_ 5. Is there an occupancy restriction for the elderly in accordance with Section 658 of Title VI, Subtitle D of the Housing and Community Development Act of 1992? (Refer to HUD Handbook , REV-I) DYes DNo - - I certify that this information is true and accurate. 6. Total Number of Units Exclusively 7. Total Number of Units Exclusively 8. Total Number of Units that must be for the Elderly for Persons with Disabilties occupied only by Non-Elderly Persons with Disabilties Warning: HUD will prosecute false claims and statements. Convictions may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.c. 3729, 3802) Date: Signature of Owner Page 3 of 13 form HU-9834 (6/2009) Ref. HUD Handbook , REV-I and HUD Handbook

23 Project Name: Projectl FHAroject#: Section 8IP ACIPRAC#:MA06- SECTION II - ACCESSIBLE UNITS ADDENDUMB Distribution of all wheelchair and other accessible units in the project. 1. All units 2. Total units with project-based rental assistance 3. Mobility accessible units 6. Number of persons on waiting list who have requested accessible units 7. Number of accessible units occupied by elderly or family tenants 8. Number of accessible units occupied by non-elderly tenants with disabilities who require the features of the unit 9. Number of accessible units occupied by elderly tenants with disabilties who require the features of the unit 10. Percentage of Total Units with Project-Based Rental Assistance (Total line 2 divided by Total line 1 x 100) _% 11. Percentage of Total Units that are mobility accessible (Total line 3 divided by Total line 1 x 100) _% 12. Percentage of Total Units that are vision and/or hearing accessible (Total line 4 divided by Total line 1 x 100)_% *if a unit is both mobilty accessible and vision or hearing accessible, count the unit only once in line 5. I certify that this information is true and accurate. Warning: HUD wil prosecute false claims and statements. Convictions may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010,1012; 31 U.S.C. 3729, 3802) Date: Signature of Ower Page 4 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

24 Project Name: Projectl FHA/roject#: Section 8/PAC/PRAC#:MA06- SECTION II - PROGRAM ACCESSIBILITY SECTION 504 OF THE REHABILITATION ACT OF 1973 Section 504 Coordinator (24 CFR 8.53 (a)) 1. Does the recipient (as defined in 24 CFR 8.3) employ at least 15 employees? ADDENDUMB DYes D No If "Yes", answer Question 2.; If "No" skip to Question Is at least one person designated to coordinate its Section 504 responsibilties? DYes D No D N/A If YES, provide the person's name and telephone number below. Name: Telephone Number: _ Program Accessibility Under Section 504, a federally assisted Housing Development is required to ensure that its program is usable by and accessible to persons with disabilties. This includes, but is not limited to, maintaining housing and non-housing facilities that are structurally accessible for persons with disabilities. The extent to which facilities must be strcturally accessible depends in par, on whether they are new, altered, or existing. In addition, owner/agents are required to ensure that effective communication methods are used while communicating with persons with disabilities. YES NO COMMENTS 3. Has the owner/agent taken steps to ensure IW;~"""'" I..i/ effective communication using; iii x j a. Qualified sign language and oral D interpreters? b. Readers? c. Use oftapes? d. Braile materials? Other (Describe); i certify that this information is tre and accurate. Warning: HUD wil prosecute false claims and statements. Convictions may result in criminal and/or civil penalties. (18 U.S.c. 1001, 1010,1012; 31 U.S.c. 3729, 3802) Signature of Owner Date: Page 5 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

25 Project Name: Projectl FHA/roject#: Section 8IP ACIPRAC#:MA06- INSTRUCTIONS FOR COMPLETING PART A ADDENDUMB General instructions: Complete the project name, FHAproject number, and section 8/pac/prac information in the form header for each page: SECTION I - Owner/Agent must respond to all questions in this secton. 1. Check the appropriate box that the project was designed to serve. (Check only one box. Do not leave blank.) Exclusively Elderly - defined as a person 62 years of age or older. (This option is for projects that were designed to serve only elderly persons/familes, i.e. Section 202 PRAC properties) Exclusively Disabled - Refer to HU Handbook , REV-I, Figure 3-6 for the applicable definition of disability. (This option is for projects that were designed to serve only persons with disabilities, i.e., Section 202/8 Projects for the Disabled and Section 8 i 1 projects. Please note that Section Projects for the Disabled were developed to serve only non-elderly persons with disabilities. However, the Section 8 i i Projects were developed to serve persons with disabilities regardless of age as long as the minimum age requirement (age 18) is met.) Elderly and Disabled - defined as a propert that serves the elderly and non-elderly persons with disabilities. (This option is for projects that were originally designed to serve only elderly persons/families, however the owner may have elected a preference under Section 651 of Title VI, Subtitle D of the Housing and Community Development Act of 1992 (Title VI-D) to reserve a percentage of units for non-elderly persons with disabilities in accordance with the provisions of Section 652, Title VI-D. See instrction 4 below for Section 651 definition.) Family - defined as all persons regardless of age or disability. (This option is for projects that serve all families with no restrctions or preferences as long as the minimum age requirement is met. Please note that family projects may have some units that are reserved for persons with mobility/vision!earng impairments which would require the applicant to meet the needs of the unit.) 2. Enter the number of units occupied by each client group. (please note that the term "near-elderly disabled" is defined as a person who is at least 50 years of age and below the age of 62 with a disability as defmed in HUD Handbook , REV-I.) (Enter zero "0" if there are no units occupied by the listed client group - do not leave blank) 3. lfthere is a use agreement or other document that references that the propert must serve only elderly persons, answer "Yes", indicate in the space provided, and attch a copy of the document(s) listed. lfthere is no use agreement or other document that references that the propert must serve only elderly persons, answer "No". If you are unclear on the term "use agreement," or are not able to locate the "use agreement" or any other document that defines the occupancy of your project, the answer is "unkown". Oter documents include the regulatory agreement, loan commitment papers, financial documents, bid invitation, owner's management plan, application for funding, and/or application for mortgage insurance. Please refer to HUD Handbook , REV-I, paragraphs 3-17 and lfyou do not have a copy of HUD Handbook , REV-I, copies can be obtained from ww.hudclips.org or the HUD Customer Service Center at (800) (Do not leave blank). 4. Section 65 I of Title VI-D permits an owner to give *preference to elderly families if (l) the project was originally developed to serve the elderly and (2) it is a "covered Section 8 housing project." "Covered Section 8 housing projects" are projects that were constrcted or substatially rehabilitated pursuant to assistance provided under section 8(b)(2) of the United States Housing Act of 1937, as in effect before October 1, 1983, that are assisted under a contract for assistance under such section. * A "preference" allows an owner to give priority to elderly persons when selecting tenants for occupancy. Section 651 of Title VI-D applies to the following programs:. The Section 8 New Construction Program, 24 CFR par 880. The Section 8 Substantial Rehabilitation Program, 24 CFR par 881. The State Housing Agencies Program (insofar as it involves new constrction and substantial rehabilitation), 24 CFR par 883. The New Construction Set-Aside for Section 515 Rural Rental Housing Projects Program, 24 CFR par 884. The Section 8 Housing Assistace Program for the Disposition ofhud-owned Projects (insofar as it involves substantial rehabilitation), 24 CFR par 886 subpar C "Covered Section 8 housing projects" do not include those developed with funding under the following programs: Section 202; Section 202/8; Section 202 or 811 PRAC; Section 221 (d)(3); and/or Section 236. If an owner elects a Section 651 preference for the elderly, the owner must reserve a number of units for non-elderly persons/families with disabilities. Title VI-D requires that the owner review the occupancy records on Januar 1, 1992 and October 28, 1992 (the date of enactment for Title VI-D), determine the number of non-elderly persons with disabilities that occupied units on those two dates, take the higher of the two numbers and then take the lesser of that number and 10 percent. For example, an owner has a "covered Section 8 project" that consists of 100 units and decides to implement an elderly preference under Section 651. The first thing the owner has to do is find the occupancy records for Januar 1992 and see how many units were occupied by non-elderly persons or families with disabilities on Januar 1. In this example, it was 10 units. Then the owner must find the occupancy records for October 1992 and see how many units were occupied by non-elderly persons/families with disabilities on October 28th (the date of the enactment of the Act). In this example it was 15 units. To obtain the number of units that must be reserved for non-elderly disabled persons or families, the owner must take the higher number of the two dates (Januar 1, 1992 and October 28, 1992), which, in this example is 15. Page 6 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

26 Project Name: Projectl FHAlroject#: Section 81P ACIPRAC#:MA06- ADDENDUMB Then the owner must compare that number with 10 percent of the total project units (in this example, it's 10) and use the lower number for the number of units that must be reserved. Since 10 is less than 15, for this example the owner must reserve 10 units for non-elderly disabled persons or families. If an owner determines that there were no non-elderly persons or families occupying units on either Januar 1, i 992 or October 28, 1992, the required number of units to be reserved for non-elderly persons with disabilities would be zero (0). However, owners are encouraged to exceed the number of reserved units for non-elderly persons with disabilities if the need exists in the community. Answer question 4 as follows: If there is an elderly preference in accordance with Section 651 of Title VI-D, answer "Yes". If there is no preference provided to elderly families, answer "No". (Do not leave blank). If yes, answer the following: (a) If there is an occupancy preference in accordance with Section 651, indicate the effective date of the preference. (b) If there is an occupancy preference in accordance with Section 651, indicate the total number of units that must be reserved for non-elderly persons with disabilties based on the two dates above. (c) If there is an occupancy preference in accordance with Section 651, indicate which date (see above) was used to determine the number of units that must be reserved for non-elderly persons with disabilities. 5. Section 658 of Title VI, Subtitle D of the Housing and Community Development Act of 1992 (Title VI-D) permits owners of "other federally assisted housing" to continue to restrict occupancy to elderly families in accordance with the rules, standards, and agreements governing occupancy in such housing in effect at the time the housing was developed. If (A) the project was originally developed to serve the elderly and (B) the project has continually served elderly tenants. These projects include: Section 202 Direct Loans (prior to the Section 202 PRAC program) Section 221 (d)(3) BMlR properties (New Constrction and Substatial Rehabilitation) Section 236 properties Answer question 5 as follows: If there is an elderly restrction in accordance with Section 658 of Title VI-D, answer "Yes." If there is no elderly restriction and occupancy is not limited to elderly applicants, answer "No." (Do not leave blank). 6. If the propert designates a number of units that can be occupied only by elderly persons, indicate the number of units. If the propert does not have units that can only be occupied by elderly persons, enter zero "0". (Do not leave blank). 7. If the propert designates a number of units that can be occupied only by persons with disabilities, indicate the number of units. If the propert does not have units that can only be occupied by persons with disabilities, enter zero "0". (Do not leave blank). 8. If the propert has units that must be occupied by non-elderly persons with disabilities, indicate the number of units. If the propert does not have units that must be occupied by non-elderly persons with disabilities, enter zero "0". (Do not leave blank). CERTIFICATION: Self-Explanatory (Must be signed and dated by the owner) SECTION II - Owner/Agent must respond to all questions in this section. 1. Enter the total number of units (by bedroom size) and enter total in the "Total" column. (Total must match numbers entered for each bedroom size. Do not leave blank.) 2. Enter the total number of units (by bedroom size) that are receiving project based rental assistance. (Total must match numbers entered for each bedroom size. Do not leave blank.) 3. Enter the number of mobility accessible units (by bedroom size) and enter total in the "Total" column. A mobility accessible unit is one that is located on an accessible route, and when designed, constrcted, altered, or adapted, can be approached, entered, and used by individuals with physical disabilities, including those who use wheelchairs. (Although accessibility features include items such as grab bars, flashing fire alars, widened doorways, entrance ramps, etc, this question should be answered by stating the number of subsidized units that (when constrcted) are fully accessible in accordance with the Uniform Federal Accessibility Standards (UF AS) which is used to ensure compliance with Section 504 of the Rehabilitation Act of These standards were jointly developed by the General Services Administration, the Deparment of Housing and Urban Development, the Deparment of Defense, and the United States Postal Service, under the authority of sections 2,3,4, and 4a, respectively, of the Architectural Bariers Act of 1968, as amended, Pub. L. No , 42 U.S.c Copies of the UFAS are available from the Architectural and Transporttion Bariers Compliance Board, 1331 F Street, NW, Suite 1000, Washington, D.C , Telephone: (202) , address: infoißaccess-board.gov. If the propert is accessible in accordance with Minimum Propert Standards (MS), indicate the number of units that are MPS accessible. Unsubsidized units should also be counted if they meet UFAS compliance requirements. (Total must match numbers entered for each bedroom size. Do not leave blank) 4. Enter the number of units (by bedroom size) that are accessible for vision or hearng impairments and enter total in the "Total" column. (Refer to UFAS. See instruction number 3 above) (Total must match numbers entered for each bedroom size. Do not leave blank) 5. Total the units from rows 3 and 4 for each bedroom size and enter total in the "Total" column. (Total must match numbers entered for each bedroom size. Do not leave blank.) 6. Enter the number of persons currently on the waiting list for an accessible unit (by bedroom size) requiring the features of the unit and enter total in the "Total" column. (Total must match numbers entered for each bedroom size. Do not leave blank.) 7. Enter the number of accessible units (by bedroom size) that are currently occupied by elderly or family tenants and enter total in the Total column. (Total must match numbers entered for each bedroom size. Do not leave blank.) Page 7 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

27 Project Name: Projectl FHAroject#: Section 8IPACIPRAC#:MA06- ADDENDUMB 8. Enter the number of accessible units (by bedroom size) occupied by non-elderly tenants with disabilities requiring the features of the unit and enter total in the "Total" column. (Total must match numbers entered for each bedroom size. Do not leave blank.) (These tenants must have a mobility impairment as defined above.) 9. Enter the number of accessible units (by bedroom size) occupied by elderly tenants with disabilities requiring the features of the unit and enter total in the "Total" column. (Total must match numbers entered for each bedroom size. Do not leave blank.) (These tenants must have a mobilty impairment as defined above.) 10. Self-explanatory (Do not leave blank.) 11. Self-explanatory (Do not leave blank.) 12. Self-explanatory (Do not leave blank.) CERTIFICATION: Self-Explanatory (Must be signed and dated by the owner) SECTION III - Owner/Agent must respond to all questions in this section. (Not applicable to unsubsidized projects) 1. The Section 504 Coordinator is required if the owner employs 15 or more employees in all its activities. This includes this project combined with other projects they may own and/or manage. Answer Yes or No. If yes, proceed to Question 2; ifno skip to Question Answer Yes or No to this Question. If yes, please provide the name and telephone number of the coordinator for Section 504 related activities at the project and go to Question 3. 3.Answer Yes or No to each item and provide comments as necessar. CERTIFICATION: Self-Explanatory (Must be signed and dated by the owner) Page 8 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

28 Project Name: Projectl FHA/roject#: Section 8/PAC/PRAC#:MA06- ADDENDUMB PARTB ON-SITE LIMITED MONITORING REVIEW Authority: 24 CFR 5, 108, 110 ly to owners of subsidized and unsubsidized ro' ects. YES NO COMMENTS 3. If there is an approved AFHMP as indicated in question 2, is it on site? 4. Has the owner/agent reviewed the AFHM within the last 5 years to ensure that the information is current and applicable? D D 5. Date of last AFHM Update b. National Origin/thnicity c. Sex d. Disability e. Familial Status Page 9 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

29 Project Name: Projectl FHA/roject#: Section 8IP ACIPRAC#:MA06- ADDENDUMB YES NO COMMENTS 7. Has the owner/agent developed and implemented a written Tenant Selection Plan? 8. Does the management agent maintain a waiting list of applicants by: (a) Name (b) Bedroom size (c) Application date and time? (d) Requests for accommodations and/or accessible units? (e) Preferences? 9. When a tenant/applicant notifies the owner/agent that he/she has been subject to unlawfl discrimination, does the owner/agent provide the applicant/tenant with information about how to fie a com laint with HUD? 10. Does the owner/agent maintain a record of fair housing complaints? Unable to Observe 11. Is there a local residency preference? If yes, was it approved by HUD? Date ofhud Approval: Page 10 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

30 Project Name: Projectl FHAroject#: Section 8/PAC/PRAC#:MA06- SECTION 504 REVIEW PARTC ADDENDUMB The Reviewer must complete this section to ensure compliance with Section 504 of the Rehabilitation Act of 1973 (Section 504). Please note that unsubsidized projects are not required to comply with Section 504, therefore ifthe project is unsubsidized, the Reviewer may proceed to Part D. 1. Is there a formal, written grievance procedure that provides for resolution of complaints alleging discrimination based on disability, as YES D NO D COMMENTS required by Section 8.53(b)? If Yes, document date procedures were adopted: Date: 2. Does the owner/agent utilize a telecommunications device for the hearing impaired (TTY)? If No: Is there an alternative procedure? Describe under "Comments" 3. When necessar, are auxiliar aides used to communicate with persons with disabilities? Describe under "Comments" Page 11 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-I and HU Handbook

31 Project Name: Projectl FHAroject#: Section 8IP ACIPRAC#:MA06- PARTD DOCUMENTS REVIEWER SHOULD OBTAIN FROM OWNER/AGENT ADDENDUMB The Reviewer wil only bring back documents upon request from FHEO. If the Reviewer receives a request from FHEO to obtain certin documents, indicate in column a. During the on-site review, request the documents and indicate the status in columns b, c, or d. For items checked in column c, the Reviewer must provide the owner/agent the FHEO address for forwarding the documents. 2. Most recent Afrmative Fair Housing Marketin Plan AFHM 3. Any of the following documents that are used for outreach as specifically stated in the project's AFHMP or used for other afrmative fair housing marketing. NewspaperslPublications Copy of Radio Ads and Announcements Copy of TV Ads and Anouncements Photograph of bilboards Letterhead Handouts Brochures and Leafets Photograph and site signs Other (Specify): 4. Project Profile showing occupancy data ~ D (See Par B, Question 5). 5. Written Tenant Selection Plan Page 12 of 13 form HU-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

32 Project Name: Projectl FHAroject#: Section 81P ACIPRAC#:MA06- ADDENDUMB 6. Written Grievance Procedure (par C, Question 3 and 24 CFR 8.53) 7. Application for Occupancy 8. Reasonable Accommodation Policy D D D D D D D D FHEO requested that the reviewer observe the following: The result of the observation is: Page 13 of 13 form HUD-9834 (6/2009) Ref. HUD Handbook , REV-l and HUD Handbook

33 Date: Project Name: Prior to the on-site review, you were provided Addendum B, Part A of HUD-9834 and you were requested to complete the document in its entirety for retrieval during the on-site review. Based on my review of the document provided, I am referring you to the procedures outlined in this letter. The document was either not provided or it was provided and incomplete. This information is used by HUD to provide accurate information for HUD's Multifamily Inventory of Units for the Elderly and Persons with Disabilities (MF Inventory). The MF Inventory is used to assist potential applicants with locating units for which they are eligible to occupy and monitor owner compliance with HUD's nondiscrimination program requirements. Therefore, this information is critical and must be submitted. Addendum B, Part A, Sections I, II, and II must be completed in its entirety. The form may not contain blanks; therefore a response is required for each question/section. More specifically, Section II must contain a number and may not be left blank. If the number in any column is zero, a zero must be entered. Accordingly, please submit Part A of Addendum B (completed in its entirety) to the local HUD Office of Multifamily Housing within ten (10) business days. Failure to complete the form in its entirety (including the owner's signature) will result in a determination of noncompliance with HUD's fair housing and civil rights nondiscrimination requirements. Noncompliance with HUD's fair housing and civil rights nondiscrimination requirements will result in a referral to HUD's Office of Fair Housing and Equal Opportunity for enforcement action and a flag entered into the Active Partners Performance System. Please submit the complete package to: The HUD-MF Project Manager (or Michael McGovern) HUD- Multifamily Program Center 10 Causeway St, Boston, MA Your assistance in this matter would be appreciated. I acknowledge receipt of this letter. Signature of Owner/Agent Signature of MOR Reviewer