Agenda - Wakulla County

Revised 11/17/11 Board of County Commissioners 

Wakulla County, Florida 

Agenda 

Regular Public Meeting 

Monday, November 21, 2011 

Invocation 

Pledge of Allegiance 

Commissioner Stewart 

Swearing-In Ceremony 

Judge Jill Walker 

Approval of Agenda: 

(The Chairman and members of the Board will approve and/or modify the official agenda at this time). 

Public Hearing 

(Public Hearings are held as required to receive public comments on matters of special importance or as prescribed by law. 

Public Hearings shall be heard at 5:00pm, or soon thereafter. Individual speakers are encouraged to adhere to a three (3) 

minute time limit. The Chairman has the discretion to either extend or reduce time limits, based on the number of speakers). 

1. Request Board Approval to Conduct the Public Hearing and Consider Adopting the Proposed 

Ordinance Amending the Commissioner Districts of Wakulla County 

(Melissa Corbett, Planner II) 

Awards and Presentations 

(Members of the Board will have the opportunity to acknowledge members of the community or commendable efforts at this time. 

Presentations will be made from individuals concerning issue of importance). 

Update Regarding Our Town Committee – John Shuff 

Announcement of Wakulla County Swine Show – Todd Carlton 

(To ensure fairness and encourage participation, citizens who would like to speak on any item will need to fill out a speaker’s card 

and turn in to Ms. Welch prior to the beginning of discussion on that particular item. Citizens are allowed a maximum of 3 

minutes to speak.

Board of County Commissioners 



November 21, 2011 Page 2 

Citizens to be Heard 

(Citizens will be heard between 6:30p.m. and 7:00p.m., or if the meeting concludes prior to 6:30p.m. or 7:00p.m. 

citizens will then be heard at the end of the meeting where applicable. Three (3) minute time limit; non-discussion by 

Commission; there shall be no debate and no action by the Commission). 

Consent 

(All items contained herein may be voted on with one motion. Consent items are considered to be routine in nature, are 

typically non-controversial and do not deviate from past Board direction or policy. However, any Commissioner, the 

County Administrator, or the County Attorney may withdraw an item from the consent agenda, either in writing prior to 

the meeting, or at the beginning of the meeting and it shall then be voted on individually. Every effort shall be made to 

provide such a request to the Chairman at least 24 hours before the meeting). 

2. Approval of Minutes – November 7, 2011 Regular Board Meeting 

(Brent X. Thurmond, Clerk of Court) 

3. Approval of Payment of Bills and Vouchers Submitted for November 3, 2011 – November 16, 2011 

(Brent X. Thurmond, Clerk of Court) 

4. Request Board Approval of Temporary Road Closure for the December 3, 2011 Panacea 

Christmas Parade 

(Larry Massa, WCSO) 

5. Request Board Approval of Temporary Road Closure on February 18, 2012 for Wakulla 

County Christian Coalition Black History Celebration and Parade 

(David Edwards, County Administrator) 

6. Request Board Approval to Submit the 2011 Edward Byrne Memorial Justice Assistance Grant 

(JAG) - Florida JAG Direct 

(Sheriff Donnie Crum, WCSO) 

7. Request Board Approval of the Wakulla County Equal Employment Opportunity Plan 2011- 

2013 

(Debbie DuBose, OMB Coordinator) 

8. Request Board Approval to Fund New Computers/Monitors from the Friends of Library Budget 

Rather Than Impact Fees 

(Scott Joyner, Library Director) 

9. Request Board Approval of a JPA Agreement for the Airport 

(Timothy Barden, Assistant County Administrator) This Item Has Been Tabled to the 12/5/11 BOCC Mtg. 

10. Request Board Approval of a Resolution and Budget Amendment to Accept E-911 State Grant Funds 

(Will Wright, OMB Analyst) 

11. Request Board Approval of the Wakulla County Housing Choice Voucher Administrative Plan 

(Sonora Walker, Meridian Community Services Group)





12. Request Board Approval of a Joint Resolution of the Coastal Counties of the Northwest Florida 

Panhandle Supporting Certain Federal Legislation 

(Jennifer Langston, Special Projects Coordinator) 

Consent Items Pulled for Discussion 

(Members requesting further information on items placed under “Consent Agenda,” may withdraw those items and 

place them here, for further discussion). 

Planning and Zoning 

(Members will be provided with planning and zoning amendment requests five (5) business days prior to the scheduled meeting. 

To the maximum extent possible, all support information and documentation for P&Z items shall be made available through a 

variety of means including the County website that will provide the public with the greatest opportunity to review documentation 

at the date of advertisement pursuant to Resolution No. 04-43. “In accordance with Sec. 24.01 of County Code, for all quasijudicial 

proceedings each Commission member must disclose all contact received from interested parties and/or their 

representatives, lobbyists, or any other third parties concerning any application and any personal investigation or knowledge 

being relied upon during the consideration of any quasi-judicial planning and zoning matters”.) 

General Business 

(General Business items are items of a general nature that require Board directions or pertain to Board policy 

13. Request Board Approval of LAP Agreement and Task Order for Arran Road Sidewalk Project 

(Cleve Fleming, Public Works Director) 

Commissioner Agenda Items 

(Items with supporting documentation shall be provided by a Commissioner to the County Administrator three (3) business days 

prior to the scheduled meeting. Items that are agendaed by Commissioners and fail to gain approval may not be replaced on the 

agenda by a Commissioner on the non-prevailing side for a period of six (6) months without approval of the Chairman unless 

there is substantive new information to present). 

14. Commissioner Moore – 

a. Request Board Approval of a Proposed Resolution Amending Resolution #11-15 

Relating to the Wakulla County Audit Committee 

15. Commissioner Merritt – 

a. Request to Change Speed Limit on Hwy. 61 – 

This Item Has Been Pulled from the Agenda 

16. Commissioner Artz – 

a. Community Board for the Community Center 

b. Resolution Concerning the Management of Water Resources in Florida 

c. Request for Community Planning Assistance for Wakulla Gardens and Medart from 

APA’s Community Planning Assistance Teams 

d. Letter of Support for LEED-ND Application





County Attorney 

(County Attorney items are items of a legal nature that require Board direction or represent general information to Board 

Members, staff or the public). 

17. Request Board Direction Regarding an Appeal of the Department of Economic Opportunity’s Denial 

of the County’s FFY 2011 Florida Small Cities CDBG Grant Application 

County Administrator 

(County Administrator items are items that require Board direction or represent general information to Board Members, 

staff or the public). 

Discussion Issues by Commissioners 

(The purpose of this section is for Commissioners to request staff action on various issues, including scheduling of a future 

agenda item for later Board action, based on the approval of a majority of the Board. No assignments or request for agenda 

items shall be given to the County Administrator or County Attorney without the express approval of the majority of the 

Board. The Board shall take no policy action without an agenda item unless such is accomplished through a unanimous vote 

of the Board. The remarks of each Commissioner during his or her “discussion items” shall adhere to Robert Rules of 

Order, for proper decorum and civility as enforced by the Chairman. 

Adjourn 

(Any departure from the order of business set forth in the official agenda shall be made only upon majority vote of the 

members of the Commission present at the meeting). 

The next Board of County Commissioners Meeting is scheduled for 

Monday, December 5, 2011 at 5:00 p.m.



November 21, 2011 


Page 5 

Regular Board Meeting and Holiday Schedule 

January 2011 – December 2011 

January 2011 February 2011 March 2011 

S M T W Th F Sa S M T W Th F Sa S M T W Th F Sa 

1 1 2 3 4 5 1 2 3 4 5 

2 3 4 5 6 7 8 6 7 8 9 10 11 12 6 7 8 9 10 11 12 

9 10 11 12 13 14 15 13 14 15 16 17 18 19 13 14 15 16 17 18 19 

16 17 18 19 20 21 22 20 21 22 23 24 25 26 20 21 22 23 24 25 26 

23 24 25 26 27 28 29 27 28 27 28 29 30 31 

30 31 

April 2011 May 2011 June 2011 


1 2 1 2 3 4 5 6 7 1 2 3 4 

3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11 

10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18 

17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25 

24 25 26 27 28 29 30 29 30 31 26 27 28 29 30 

July 2011 August 2011 September 2011 


1 2 1 2 3 4 5 6 1 2 3 

3 4 5 6 7 8 9 7 8 9 10 11 12 13 4 5 6 7 8 9 10 

10 11 12 13 14 15 16 14 15 16 17 18 19 20 11 12 13 14 15 16 17 

17 18 19 20 21 22 23 21 22 23 24 25 26 27 18 19 20 21 22 23 24 

24 25 26 27 28 29 30 28 29 30 31 25 26 27 28 29 30 

31 

October 2011 November 2011 December 2011 


1 1 2 3 4 5 1 2 3 

2 3 4 5 6 7 8 6 7 8 9 10 11 12 4 5 6 7 8 9 10 

9 10 11 12 13 14 15 13 14 15 16 17 18 19 11 12 13 14 15 16 17 

16 17 18 19 20 21 22 20 21 22 23 24 25 26 18 19 20 21 22 23 24 

23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 

30 31 

Regular Board Meeting 

Special Meeting 

Holiday 

Workshops 

Office Closure (Furlough Days)





PUBLIC NOTICE 

2011/2012 Tentative Schedule 

All Workshops, Meetings, and Public Hearings are subject to change 

All sessions are held in the Commission Chambers, 29 Arran Road, Suite 101, Crawfordville, FL. 

Workshops are scheduled as needed. 

Month Day Time Meeting Type 

November 2011 Monday, 21 4:00 P.M. Workshop: 

• To Review and Discuss the Tourist 

Development Plan 

Monday, 21 5:00 P.M. Swearing-In Ceremony/Regular Board Meeting 

December 2011 Monday, 5 5:00 P.M. Regular Board Meeting 

January 2012 Tuesday, 10 5:00 P.M. Regular Board Meeting 

Tuesday, 24 5:00 P.M. Regular Board Meeting 

February 2012 Monday, 6 5:00 P.M. Regular Board Meeting 

Tuesday, 21 5:00 P.M. Regular Board Meeting


Agenda Request 

Date of Meeting: November 21, 2011 

Date Submitted: November 10, 2011 

To: 

From: 

Subject: 

Honorable Chairman and Members of the Board 

David Edwards, County Administrator 

Melissa Corbett, Planner II 

Request Board Approval to Conduct the Public Hearing and Consider 

Adopting the Proposed Ordinance Amending the Commissioner Districts of 

Wakulla County 

Statement of Issue: 

This agenda item requests Board approval to conduct the Public Hearing and consider adopting the 

proposed Ordinance (Attachment #7) amending the District boundaries for the Wakulla County 

Board of County Commissioners. 

Background: 

Article VIII, Section 1, paragraph (e) of the Florida Constitution, as implemented in Chapter 124, 

Florida Statutes, requires the Board to divide the county into districts following each decennial 

census. Section 124.01, Florida Statutes, states that “…the Board of County Commissioners shall 

from time to time, fix the boundaries of the above districts so as to keep them as nearly equal in 

proportion to population as possible; provided, that changes made in the boundaries of the county 

commissioner districts pursuant to this section shall be made only in odd-numbered years.” In 

addition, the Wakulla County Charter states that the Board of County Commissioners should 

redistrict on the first odd-numbered year after each decennial census. The redistricting should be in 

districts of contiguous territory. The last time the Board revised the district boundaries was on 

August 27, 2001. A copy of the current districts adopted by the Board in 2001 is provided as 

Attachment #1. 

At the August 1, 2011 Board of County Commissioners meeting, the Board directed staff to 

advertise for a public hearing to adopt a revised district boundary map that equally distributes the 

2010 census population in Wakulla County. Subsequently staff and the County Attorney’s office 

prepared the required district boundary descriptions and draft Ordinance in preparation of the public 

hearing. 

The Board considered the revised district boundary map at their November 7, 2011 public hearing. 

At the conclusion of the public hearing, the Board determined it desirable to amend the map so that 

Panacea and Medart would be completely retained in their existing districts, District 4 and District 5 

respectively. A revised map was prepared and an advertisement was placed in the November 10, 

2011 edition of The Wakulla News for this public hearing to consider the revised map. A revised

Agenda Request: Request Board Approval to Conduct the Public Hearing and Consider 

Adopting the Proposed Ordinance Amending the Commissioner Districts of Wakulla County 


Page 2 

Ordinance and district boundary descriptions were also prepared. 

Analysis: 

The 2010 Census data for Wakulla County revealed that the County’s population grew from 22,866 

people in 2000 to 30,776 people in 2010. This is a 34.6% population increase, one of the highest 

rates of population increase in the State of Florida. While population growth has been high, the 

locations that people are moving to within Wakulla County are not uniformly distributed. A large 

majority of the Wakulla County population growth over the past ten years has occurred in the 

Crawfordville area. Because of this large growth rate in the central part of the County, it is 

necessary to reexamine and adjust the County Commission district lines. A proposed map 

illustrating the proposed adjusted district boundary lines is provided as Attachment #2. These 

district boundary lines are proposed to follow main roads within the County as often as possible in 

order to assure that new district lines are clear and easy to follow. Attachments #3-6 show close-ups 

of the proposed district boundary lines. 

It is important to ensure that the percent difference in population between the districts is kept to a 

minimum to allow for equitable distribution of the County’s population. The largest percentage 

difference between any of the district’s voting populations is 2.03%, which falls in the recommended 

percentage difference of 1% to 3%. 

It is the understanding of staff that due to the fact that the inmate population at the Wakulla County 

Correctional Facility does not vote, the Board does not desire for that population to be included in 

the redistribution of the district boundary lines. As of July 25, 2011 there was an inmate population 

at this facility of 1,307 individuals. The maximum capacity for the Correctional Facility is 1,397 

individuals and it is located in District 1. In order to effectively exclude the inmate population, the 

District 1 boundary lines were adjusted to include a population that is approximately 1,307 people 

larger than the other Districts. 

Budgetary Impact: 

The only budgetary impact with adopting the proposed Ordinance will be to update the County Code 

through Municode which is $19.50 per page. 

Options: 

1. Approve to Conduct the Public Hearing and Adopt the Proposed Ordinance Adjusting the 

Boundary Lines for the Wakulla County Board of County Commissioners. 

2. Do Not Approve to Conduct the Public Hearing and Do Not Adopt the Proposed Ordinance 

Adjusting the Boundary Lines for the Wakulla County Board of County Commissioners. 

3. Board Direction. 

Recommendation: 

Option #1

Agenda Request: Request Board Approval to Conduct the Public Hearing and Consider 

Adopting the Proposed Ordinance Amending the Commissioner Districts of Wakulla County 


Page 3 

Attachment(s): 

1. Map of current (2001) district boundaries 

2. Map of proposed (2011) district boundaries 

3. Close up of District 1 

4. Close up of District 3 

5. District boundary between Districts 4 and 5 near Panacea 

6. District boundary between Districts 4 and 5 near Medart 

7. Draft Ordinance with Boundary Map and District Descriptions





To: 

From: 

Subject: 


Brent X. Thurmond, Clerk of Court 

Approval of Minutes from the November 7, 2011 Regular Board Meeting 


This agenda item requests Board review and approval of the minutes of the November 7, 2011 

Regular Board Meeting (Attachment #1). 

Options: 

1. Approve the minutes of the November 7, 2011 Regular Board Meeting. 

2. Do not approve minutes. 

3. Board direction. 


Option #1 

Attachment(s) 

1. Draft of Minutes – November 7, 2011 Regular Board Meeting.

Draft 



Monday, November 7, 2011 

The Board of County Commissioners in and for Wakulla County, Florida met for a regular scheduled Board 

Meeting on Monday, November 7, 2011 with Chairman Mike Stewart presiding. Present were Commissioners 

Alan Brock, Lynn Artz, Randy Merritt, and Jerry Moore. Also, present were County Administrator David 

Edwards, County Attorney Heather Encinosa and Deputy Clerk Evelyn Evans. 

Invocation and Pledge of Allegiance led by Commissioner Stewart 

APPROVAL OF AGENDA 

(CD5:01) Commissioner Merritt moved to approve the Agenda with the following changes/modifications: 

Commissioner Artz – add under discussion a Letter of Support of a Grant for the Chamber of Commerce, and 

comments on a Workshop that she attended at the St. Marks National Wildlife Refuge 

Commissioner Brock – requesting to add two announcements, and pull item (5) from the Consent Agenda for 

discussion 

County Administrator – requesting to pull item (4) from the Consent Agenda for discussion 

Second by Commissioner Brock and the motion carried unanimously, 5/0. 

PUBLIC HEARING 

(CD5:02) 1. Request Board Approval to Conduct the Public Hearing and consider adopting the Proposed 

Ordinance amending the Commissioner Districts of Wakulla County 

Commissioner Moore moved to conduct the Public Hearing, accept the changes that Commissioner Artz 

brought forward, re-advertise and bring back for a Public Hearing on November 21, 2011. Second by 

Commissioner Merritt and the motion carried unanimously, 5/0. 

AWARDS AND PRESENTATIONS 

(CD5:24) Announcement by 2-1-1 Big Bend, Inc. – Jocelyn Fliger, Training Coordinator, and Francisco 

Thomas, Bilingual Counselor 

(CD5:27) Announcing America Recycles Day (Nov. 15, 2011) – Jo Ann Palmer, Nancy Paul, & Pamela Joy 

(CD5:30) Report of Recycling Task Force – Pamela Joy, Bruce Ashley, Jim Griner, Shelley Swenson, Jo Ann 

Palmer, & Cleve Fleming 

(CD5:50) Announcement of Operation Santa – Bruce Ashley 

Seeking donations and family referrals 

(CD5:54) Commissioner Brock – (a) United Way of the Big Bend has a goal of $90,000 this year and they are 

encouraging people to participate (b) Big Brothers/Big Sisters Fish Fry at Posey’s Dockside tomorrow night 

from 5:30-8:30 p.m. The costs of the tickets are $10.00 and music to be provided by The Possums.



CONSENT AGENDA 

Commissioner Brock moved to approve the Consent Agenda with the exception of items (4) and (5) that are 

pulled for discussion. Second by Commissioner Merritt and the motion carried unanimously, 5/0. 

2. Approval of Minutes – October 17, 2011 Regular Board Meeting 

Approve 

3. Approval of Payment of Bills and Vouchers Submitted for October 13, 2011 – November 2, 2011 

Approve – Bills and Vouchers for October 13, 2011 – November 2, 2011 

6. Request Board Approval to Schedule and Advertise a Public Hearing to consider adopting a Resolution of 

Intent to Use the Uniform Method of Collection for Assessments to Fund Fire, Emergency Medical Services, 

Solid Waste, Stormwater, Road Maintenance and Improvements, Clean Energy and Wind Resistance 

Improvements, and Other Neighborhood Improvements, Facilities, and Associated Services 

Approve – Proposed Resolution of Intent to Use the Uniform Method of Collection for Assessments to fund to 

fire, emergency medical services, solid waste, stormwater, road maintenance and improvements, clean energy 

and wind resistance improvements, and other neighborhood improvements, facilities, and associated services 

7. Request Board Approval to Schedule and Advertise a Public Hearing to consider an Ordinance regarding 

Special Events and Alcohol Permitting 

Approve – to schedule and advertise a Public Hearing to consider adopting the Proposed Ordinance regarding 

Special Events and Alcohol Permitting 

8. Request Board Approval of the 2012 BOCC Board Meeting Calendar 

Approve – the proposed 2013 Board Meeting Calendar 

9. Request Board Approval of a Resolution Establishing and Appointing Members to Serve on the Public 

Records Committee 

Approve – the Resolution creating and appointing Members to the Wakulla County Public Records Committee 

10. Request Board Approval of Amended MOU Between the University of Florida, IFAS Extension and 

Wakulla County – This item has been tabled to the November 21, 2011 Board Meeting 

11. Request Board Approval of Year-End Budget Adjustment 

Approve – to amend FY2010-11 budget and transfer funds needed from reserve account 

12. Request Board Approval of a Proclamation Declaring November 2011 as Pancreatic Cancer Awareness 

Month in Wakulla County 

Approve – the Proclamation declaring November 2011 as Pancreatic Cancer Awareness Month in Wakulla 

County 

19. Request Board acceptance of the October 5, 2011 Wakulla County for Youth Meeting Minutes 

Accept – the October 5, 2011 Wakulla County Youth Coalition Meeting Minutes 

CONSENT AGENDA ITEMS PULLED FOR DISCUSSION 

2



(CD5:56) 4. Request Board Approval to Schedule and Advertise a Public Hearing to consider adopting an 

Ordinance Establishing the Wakulla County Airport Committee 

Commissioner Brock moved to approve to schedule and advertise a Public Hearing to consider adopting an 

Ordinance establishing the Wakulla County Airport Committee, consisting of seven members. The County 

Administrator will select three of the members, and when all of the members have been selected, a Resolution 

will come back for a final vote. Second by Commissioner Merritt and the motion carried unanimously, 5/0. 

(CD6:04) 5. Request Board Approval to Schedule and Advertise a Public Hearing to consider adopting an 

Ordinance Establishing the Tourist Development Plan 

Commissioner Brock moved to approve to schedule and advertise a Public Hearing to consider adopting an 

Ordinance setting forth the Updated Tourist Development Plan, with a Workshop at 4:00 p.m. on November 21, 

2011 in order to review the plan prior to the public hearing. Second by Commissioner Artz and the motion 

carried unanimously, 5/0. 

PLANNING AND ZONING 

(CD6:20) 13. Request Board Ratification of Unrecorded Zoning Ordinances Historically Adopted 

Commissioner Brock moved to conduct the final Public Hearing and adopt the ratified unrecorded zoning 

ordinances, based upon the recommendation of the Planning Commission and the findings of fact and 

conclusions of law made by the Board and any evidence submitted at the Hearing hereon, and include the report 

from staff. Second by Commissioner Merritt and the motion carried unanimously, 5/0. 

GENERAL BUSINESS 

(CD6:21) 14. Request Board Approval of an Amended Contract with the Director of the Tourist Development 

Council 

Commissioner Merritt moved to approve the amended contract with the Director of the Tourist Development 

Council and retroactively approve the amendment back to October 1, 2011. Second by Commissioner Brock 

and the motion carried unanimously, 5/0. 

(CD6:36) 15. Request Board Approval to Pave Old Shell Point Road 

Commissioner Brock moved to approve Public Works to pave Old Shell Point Road and authorize the Chairman 

to execute Work Authorizations with Coastal Construction, Ernie Jaworski Trucking and C. W. Roberts. 

Second by Commissioner Artz and the motion carried unanimously, 5/0. 

CITIZENS TO BE HEARD – 0 

COMMISSIONER AGENDA ITEMS 

16. COMMISSIONER ARTZ 

(CD6:37) a. Update Regarding Wakulla County’s Request for Technical Assistance from the Sustainable 

Communities Building Blocks Program 

Commissioner Artz moved to accept the update regarding the resubmitted request for Technical Assistance. 


b. Community Board for Community Center – This item has been tabled to the November 21, 2011 Board 

Meeting 

(CD6:38) 16c. Request for Technical Assistance from LEED-ND Technical Assistance Program 

3



Commissioner Artz moved to approve applying for no-cost design assistance from the LEED-ND Technical 

Assistance Program. Second by Commissioner Brock, with Commissioners Stewart, Artz, Brock, and Merritt 

in favor, Commissioner Moore opposed, and the motion carried, 4/1. 

17. COMMISSIONER STEWART 

(CD6:42) a. Request Board Consideration and Approval to Waive Impact and Building Fees for all Habitat for 

Humanity Projects and Approval to Reimburse Fees for Current Application 

Commissioner Merritt moved to approve to Waive Impact and Building Fees for all Habitat for Humanity 

Projects and approve to reimburse Habitat in the amount of $299.00 for current application. Second by 

Commissioner Brock and the motion carried unanimously, 5/0. 

(CD6:43) b. Request Board Consideration of a Letter of Support for the City of St. Mark’s Application for a 

2012 EPA Brownfields Cleanup Grant for the property known as the former St. Marks Refinery Site 

Commissioner Moore moved to approve the Letter of Support on behalf of the BOCC for the City of St. Marks 

Grant Application. Second by Commissioner Artz and the motion carried unanimously, 5/0. 

20. COMMISSIONER MOORE 

(CD6:44) a. Request Board approval to be removed from the Canvassing Board and to appoint another 

Commissioner 

Commissioner Brock moved to approve removing Commissioner Moore from the Canvassing Board and 

appointing Commissioner Merritt to fill the vacancy. Second by Commissioner Artz and the motion carried 

unanimously, 5/0. 

COUNTY ATTORNEY - 0 

18. COUNTY ADMINISTRATOR 

(CD6:45) a. Request Board to Select Chairman and Vice Chairman for 2011-2012 

Commissioner Merritt moved to nominate Commissioner Brock as Chairman for 2011-2012, second by 

Commissioner Artz, and the motion carried unanimously, 5/0. 

Commissioner Artz moved to nominate Commissioner Merritt as Vice-Chairman for 2011-2012, second by 

Commissioner Stewart and the motion carried unanimously, 5/0. 

(CD6:47) b. Discussion/Direction for County Administrator to send letter to USDA to close out transfer station 

loan and grant 

Commissioner Brock moved to authorize the County Administrator send a letter to USDA to close out transfer 

station loan and grant. Second by Commissioner Artz and the motion carried unanimously, 5/0. 

(CD6:47) County Administrator announced that Jennifer Langston has tendered her resignation and he will 

bring information back to the Board regarding the advertising of a position. 

DISCUSSION ISSUES BY COMMISSIONERS 

(CD6:48) Commissioner Brock – Letter of Support for Chamber Grant – deferred to Commissioner Artz 

The Chamber is applying for historic preservation grant funding to put roller shades on the windows 

Commissioner Artz moved to approve a Letter of Support from the Board with the Chairman’s signature. 


4



(CD6:51) Commissioner Brock – (a) Special Events and Alcohol Permitting Ordinance was approved tonight 

for advertising and he encourages everyone to review it (b) Posey’s Dockside tomorrow night from 5:30-8:30 

p.m. for Big Brothers/Big Sisters fund raising. 

(CD6:52) Commissioner Merritt – The speed limit on highway 61 has been reduced to 35 and he is requesting 

that any speed limit change be done on clearly identified DOT criteria. 

(CD6:58) Commissioner Artz – (a) asked if Board Member committee and responsibilities would be changing 

since a new Chair was elected, with Staff providing that the assignments are coming out in December. (b) 

attended an interesting Workshop at the Refuge in St. Marks and she provided the Board Members with some 

information that she obtained from the meeting. 

(CD7:02) Commissioner Moore – Animals at CHAT for adoption 

There being no further business to come before the Board, Commissioner Brock moved to adjourn; second by 

Commissioner Merritt, and the motion carried unanimously, 5/0. 

The meeting concluded at 7:04 p.m. 

5





To: 

From: 



Subject: Approval for Payment of Bills and Vouchers Submitted for November 3, 

2011 – November 16, 2011 


This agenda item requests Board approval for payment of bills and vouchers submitted for 

November 3, 2011 – November 16, 2011. 

Background: 

It is the policy of the Board to pre-approve payment of bills and vouchers prior to the actual release 

of funds. 

Options: 

1. Approve payment of bills and vouchers submitted for November 3, 2011 – November 16, 

2011. 

2. Do not approve payment of bills and vouchers. 



Option #1 

Attachment(s) 

1. Statement of bills and vouchers submitted for November 3, 2011 – November 16, 2011.

WAKULLA CO BOCC 

Check/Voucher Register - BOCC Check Register by Vendor 

From 11/3/2011 Through 11/16/2011 

Check 

Vendor Name Invoice Number Description Check Date Number 

Check Amount 

Abernathy, Mickey NOV11-HA,JOHNSON, C NOV11 HUD Payment 11/3/2011 151122 

645.00 

Total 

151122 

645.00 

Total Abernathy, Mickey 645.00 

Ace Home Center/NAPA K83477 WAST-Tarp & cleaner at WWTP 11/16/2011 151317 

23.46 

Total 

151317 

23.46 

Total Ace Home Center/NAPA 23.46 

Acme Barricades LC 600476 PUBW-Road sign & Barricade rental, 

Pixie Rd & Dolly Rd 

11/16/2011 151318 

25.20 

Total 

151318 

25.20 

Total Acme Barricades LC 25.20 

Adrienne C. Rodgers NOV11-HA,McCULLAR, D NOV11 HUD Payment 11/3/2011 110311-1 

1,184.39 

Total 

110311-1 

1,184.39 

Total Adrienne C. Rodgers 1,184.39 

Advanced Business Systems 113215 EXTS-Copier Maintenance 11/16/2011 151340 

60.13 

Total 

151340 

60.13 

Total Advanced Business Systems 60.13 

AGENCY FOR HEALTHCARE ADMIN 201110 BOCC-Hospital, Nursing Home Bill, Oct 

2011 

11/16/2011 151341 

4,929.73 

Total 

151341 

4,929.73 

Total AGENCY FOR HEALTHCARE ADMIN 4,929.73 

Ahken Inc NOV11-HA,HOUSTON, A NOV11 HUD Payment 11/3/2011 151123 

455.00 

Total 

151123 

455.00 

Total Ahken Inc 455.00 

Airgas South 9900612316 PUBW-Argon Tank Rental for Shop 11/16/2011 151319 

16.40 

Total 

151319 

16.40 

Date: 11/17/11 04:28:39 PM Page: 1



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Airgas South 16.40 

ALLEN, JENNIFER NOV11-UA,ALLEN, J NOV11 HUD Payment 11/3/2011 151124 

115.00 

Total 

151124 

115.00 

Total ALLEN, JENNIFER 115.00 

ALSCO, Inc. LTAL462324 AMBU-Linens 11/9/2011 151284 

75.04 

ALSCO, Inc. LTAL462325 AMBU-Linens 11/9/2011 75.04 





Total 

151284 

453.92 

ALSCO, Inc. LTAL466180 AMBU-Linens 11/16/2011 151342 

75.04 



Total 

151342 

226.60 

Total ALSCO, Inc. 680.52 

Alvin Howard NOV11-HA,CRUM, M NOV11 HUD Payment 11/3/2011 110311-2 

850.00 

Total 

110311-2 

850.00 

Total Alvin Howard 850.00 

Amazing Mail Solutions, Inc. 152098 FIRE-UPS Ground 11/16/2011 151343 

306.04 

Total 

151343 

306.04 

Total Amazing Mail Solutions, Inc. 306.04 

American Express 21005 OCT11 CORT-Computers 11/9/2011 151285 

6,213.00 

Total 

151285 

6,213.00 

Total American Express 6,213.00 

Anilio Alonzo NOV11-UA,ALONZO, A NOV11 HUD Payment 11/3/2011 151125 

2.00 

Total 

151125 

2.00 

Total Anilio Alonzo 2.00 

Annie Spears NOV11-HA,VUOSO, S NOV11 HUD Payment 11/3/2011 151126 

750.00 

Date: 11/17/11 04:28:39 PM Page: 2



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151126 

750.00 

Total Annie Spears 750.00 

Apalachee Center Inc. 701110 BOCC-Baker/Marchman Act July 2011 11/9/2011 151286 

4,583.33 

Total 

151286 

4,583.33 

Total Apalachee Center Inc. 4,583.33 

April M. Sims NOV11-HA,DANZY, N NOV11 HUD Payment 11/3/2011 110311-3 

796.00 

Total 

110311-3 

796.00 

Total April M. Sims 796.00 

ASH, ELIZABETH A. NOV11-UA,ASH, E NOV11 HUD Payment 11/3/2011 151127 

36.00 

Total 

151127 

36.00 

Total ASH, ELIZABETH A. 36.00 

Banyan Bay Apartments NOV11-HA,BETHEL, B NOV11 HUD Payment 11/3/2011 110311-4 

559.00 

Total 

110311-4 

559.00 

Total Banyan Bay Apartments 559.00 

Bellamy, Owen, Jr. NOV11-HA,MONTGOMERY, NOV11 HUD Payment 11/3/2011 110311-5 

550.00 

Total 

110311-5 

550.00 

Total Bellamy, Owen, Jr. 550.00 

Bernard Bell NOV11-HA,BELL, M NOV11 HUD Payment 11/3/2011 151128 

545.00 

Total 

151128 

545.00 

Total Bernard Bell 545.00 

BEVIS, SHERIE V. NOV11-HA,WALKER, L NOV11 HUD Payment 11/3/2011 151129 

542.00 

Total 

151129 

542.00 

Total BEVIS, SHERIE V. 542.00 

Big Bend Electric, Inc. 18435 WAST-Rebuild 2 Pumps for Truck Stock 11/16/2011 151320 

2,850.00 

Date: 11/17/11 04:28:39 PM Page: 3



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151320 

2,850.00 

Total Big Bend Electric, Inc. 2,850.00 

Boomtown LLC NOV11-HA,GAVIN, K NOV11 HUD Payment 11/3/2011 110311-6 

576.00 

Total 

110311-6 

576.00 

Total Boomtown LLC 576.00 

Bound Tree Medical, LLC 80656633 AMBU-EMS disposable blankets 11/16/2011 151344 

284.05 

Total 

151344 

284.05 

Bound Tree Medical, LLC 80663696 AMBU-Catheters, gloves, supplies 11/9/2011 151287 

1,830.97 

Total 

151287 

1,830.97 

Total Bound Tree Medical, LLC 2,115.02 

BOURSAW, JENNIFER NOV11-UA,BOURSAW, J NOV11 HUD Payment 11/3/2011 151130 

98.00 

Total 

151130 

98.00 

Total BOURSAW, JENNIFER 98.00 

Brandi Williams NOV11-HA,JOHNSON, B NOV11 HUD Payment 11/3/2011 151131 

788.00 

Total 

151131 

788.00 

Total Brandi Williams 788.00 

Brenda Dabney NOV11-UA,DABNEY, B NOV11 HUD Payment 11/3/2011 151132 

78.00 

Total 

151132 

78.00 

Total Brenda Dabney 78.00 

Brooks Concrete Service 30257 WAST-Concrete for Generator Pad at 

Hickory Park LS 

11/16/2011 151321 

470.50 

Total 

151321 

470.50 

Total Brooks Concrete Service 470.50 

BROW, ROSE NOV11-UA,BROW, R NOV11 HUD Payment 11/3/2011 151133 

106.00 

Date: 11/17/11 04:28:39 PM Page: 4



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151133 

106.00 

Total BROW, ROSE 106.00 

BRYANT, JAWANA N NOV11-UA,BRYANT, J NOV11 HUD Payment 11/3/2011 151134 

184.00 

Total 

151134 

184.00 

Total BRYANT, JAWANA N 184.00 

C.W. ROBERTS CONTRACTING, INC. 41399 PUBW-319 Widening Proj, Trice Lane to 

Rose Alley 

11/9/2011 151276 

42,462.20 

Total 

151276 

42,462.20 

Total C.W. ROBERTS CONTRACTING, 

INC. 

42,462.20 

Callaway Auto & Truck Repair, Inc. 4714 VFD1-Towing, Brush Truck 2 11/16/2011 151345 

239.25 

Total 

151345 

239.25 

Total Callaway Auto & Truck Repair, Inc. 239.25 

CAPITAL HEALTH PLAN NOV11-Taylor BOCC-Retiree Insurance 

Premium-James Taylor 

11/9/2011 151270 

443.42 

Total 

151270 

443.42 

Total CAPITAL HEALTH PLAN 443.42 

Capital Regional Medical Center Atlanta 1010250253 WCSO-Local-Brandon Durrance 11/9/2011 151272 

184.56 

Total 

151272 

184.56 

Total Capital Regional Medical Center 

Atlanta 

184.56 

CAPITAL RUBBER & INDUSTRIAL SUPP 

CO 

50988 PUBW-Hydraulic Hose Repair 11/16/2011 151322 

48.14 

Total 

151322 

48.14 

Total CAPITAL RUBBER & INDUSTRIAL 

SUPP CO 

48.14 

Carlington A. Brown NOV11-HA,ANDREWS, R NOV11 HUD Payment 11/3/2011 110311-7 

893.00 

Date: 11/17/11 04:28:39 PM Page: 5



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

110311-7 

893.00 

Total Carlington A. Brown 893.00 

Carson Development 22 HOUS-Lease, August 2011 11/16/2011 151346 

1,500.00 

Carson Development 23 HOUS-Lease, September 2011 11/16/2011 1,500.00 

Carson Development 24 HOUS-Lease, October 11/16/2011 1,500.00 

Total 

151346 

4,500.00 

Total Carson Development 4,500.00 

Centurion Technologies 16308 LIBR-Smart Shield Renewal 11/16/2011 151347 

554.40 

Total 

151347 

554.40 

Total Centurion Technologies 554.40 

CENTURYLINK 4786 L102600288 CORT-Telephone & Other Hardware, 

Business edition software 

11/9/2011 151288 

1,715.63 

Total 

151288 

1,715.63 

Total CENTURYLINK 

4786 

1,715.63 

CenturyLink 1319 311133720 NV11 VFD1-Wakulla Station 11/16/2011 151348 

78.07 

CenturyLink 1319 311247870 NV11 LIBR-Monthly Service 11/16/2011 219.08 

CenturyLink 1319 311501100 NV11 TOUR-Monthly Phone/Internet 11/16/2011 135.58 

CenturyLink 1319 312120889 NV11 BOCC-Monthly Phone Svc 11/16/2011 886.72 

Total 

151348 

1,319.45 

CenturyLink 1319 312164793 NV11 CORT-Monthly Phone Svc 11/16/2011 151338 

583.12 

Total 

151338 

583.12 

CenturyLink 1319 850 9263931 NV11 EXTS-Telephone Svc 11/16/2011 151348 

244.02 

Total 

151348 

244.02 

Total CenturyLink 1319 2,146.59 

Chandra D. Roberts NOV11-HA,HUTCHINSON, NOV11 HUD Payment 11/3/2011 110311-8 

800.00 

Total 

110311-8 

800.00 

Total Chandra D. Roberts 800.00 

Date: 11/17/11 04:28:39 PM Page: 6



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Chase Card Services NOV 2011 CORT-Domestic Violence ON-CALL 

Cellphone 

11/16/2011 151349 

32.61 

Total 

151349 

32.61 

Total Chase Card Services 32.61 

Ciera S. Huewitt-Williams NOV11-UA,HUEWITT-WIL NOV11 HUD Payment 11/3/2011 151135 

34.00 

Total 

151135 

34.00 

Total Ciera S. Huewitt-Williams 34.00 

City of Sopchoppy - Water System 10-950 OT11 BOCC-1757 Lawhon Mill Rd 11/9/2011 151290 

18.00 

Total 

151290 

18.00 

City of Sopchoppy - Water System 12-8123 OT11 WAST-73 Country Way 11/9/2011 151277 

18.00 

City of Sopchoppy - Water System 13-15 OT11 WAST-Oak Street 11/9/2011 18.00 

Total 

151277 

36.00 

City of Sopchoppy - Water System 13-17 OT11 FIRE-2 Oak Street 11/9/2011 151290 

18.00 

City of Sopchoppy - Water System 13-20 OT11 ANIM-Animal Shelter 11/9/2011 240.09 

Total 

151290 

258.09 

City of Sopchoppy - Water System 13-6099 OT11 WAST-410 Arran Road 11/9/2011 151277 

18.00 

Total 

151277 

18.00 

City of Sopchoppy - Water System 14-225 OT11 BOCC-373 Shadeville Hwy 11/9/2011 151290 

67.09 

Total 

151290 

67.09 

City of Sopchoppy - Water System 14-3446 OT11 WAST-38 Jasper Thomas Road 11/9/2011 151277 

18.00 

City of Sopchoppy - Water System 14-8026 OT11 WAST-58 Ruby Lane 11/9/2011 59.60 

City of Sopchoppy - Water System 17-5059 OT11 WAST-32 Silkey Court 11/9/2011 18.00 

City of Sopchoppy - Water System 18-22 OT11 WAST-Hammocks Lift Station 11/9/2011 18.00 

Total 

151277 

113.60 

City of Sopchoppy - Water System 4-1195 OT11 AMBU-Medart VFD Lane 11/9/2011 151290 

72.08 

Total 

151290 

72.08 

City of Sopchoppy - Water System 4-650 OT11 WAST-2146 Lawhon Mill Road 11/9/2011 151277 

71.40 

City of Sopchoppy - Water System 4-729 OT11 WAST-2657 Sopchoppy Highway 11/9/2011 18.00 

City of Sopchoppy - Water System 5-1125 OT11 WAST-4707 Crawfordville Highway 11/9/2011 18.00 

Total 

151277 

107.40 

Date: 11/17/11 04:28:39 PM Page: 7



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

City of Sopchoppy - Water System 6-1950.01 OT11 BOCC-3115 Crawfordville Hwy 11/9/2011 151290 

78.52 

City of Sopchoppy - Water System 6-2300.01 OT11 BOCC-3093 Crawfordville Hwy 11/9/2011 63.76 

City of Sopchoppy - Water System 6-2350.01 OT11 BOCC-11 Bream Fountain Rd 11/9/2011 72.08 

Total 

151290 

214.36 

City of Sopchoppy - Water System 6-239 OT11 HOUS-Water/Sewer Bill 11/16/2011 151350 

61.26 

Total 

151350 

61.26 

City of Sopchoppy - Water System 7-2060 OT11 WAST-26 Hickory Avenue 11/9/2011 151277 

66.26 

Total 

151277 

66.26 

City of Sopchoppy - Water System 7-3815-01 OT11 AMBU-Trice Lane 11/9/2011 151290 

44.70 

Total 

151290 

44.70 

City of Sopchoppy - Water System 7-3925 OT11 PUBW-340 Trice Lane 11/16/2011 151323 

403.65 

Total 

151323 

403.65 

City of Sopchoppy - Water System 8-3440 OT11 WAST-2629 Crawfordville Highway 11/9/2011 151277 

18.00 

Total 

151277 

18.00 

City of Sopchoppy - Water System 8-4820 OT11 VFD1-88 Cedar Ave 11/9/2011 151290 

18.00 

City of Sopchoppy - Water System 8-5070 OT11 EXTS-84 Cedar Avenue-Office 11/9/2011 134.10 

City of Sopchoppy - Water System 8-5080 OT11 EXTS-84 Cedar Avenue-Other 11/9/2011 33.00 

City of Sopchoppy - Water System 9-125.01 OT11 BOCC-196 Ochlockonee St 11/9/2011 63.76 

City of Sopchoppy - Water System 9-290 OT11 BOCC-3056 Crawfordville Hwy 11/9/2011 127.21 

City of Sopchoppy - Water System 9-295 OT11 BOCC-3056 Crawafordville Hwy 11/9/2011 204.60 

Total 

151290 

580.67 

City of Sopchoppy - Water System 9-9527 OT11 WAST-60 Conifer Court 11/9/2011 151277 

41.11 

Total 

151277 

41.11 

Total City of Sopchoppy - Water System 2,120.27 

City of Tallahassee 0583775610 OT11 VFD1-3083 Shadeville Rd 11/9/2011 151291 

28.78 

City of Tallahassee 5064065808 OT11 AMBU-Station 3 Water 11/9/2011 15.69 

Total 

151291 

44.47 

Total City of Tallahassee 44.47 

Coastal Shores Properties Inc. NOV11-HA,CRAMER, M NOV11 HUD Payment 11/3/2011 151136 

750.00 

Total 

151136 

750.00 

Date: 11/17/11 04:28:39 PM Page: 8



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Coastal Shores Properties Inc. 750.00 

Colleen Skipper 092911-110611 CS BOCC-Local Travel Reimbursement 11/16/2011 151351 

93.50 

Total 

151351 

93.50 

Total Colleen Skipper 93.50 

Comcast 09587213373011 NV11 LIBR-High Speed Internet 11/16/2011 151352 

165.00 

Total 

151352 

165.00 

Comcast 09587237209010 OT11 AMBU-Shadeville Station 11/9/2011 151292 

93.90 

Comcast 09587237659017 OT11 AMBU-Trice Lane Station 11/9/2011 79.00 

Comcast 09587240413012 OT1 AMBU-Medart Station 11/9/2011 80.50 

Comcast 09587552922016 OT11 VFD1-Sopchoppy VFD 11/9/2011 113.95 

Comcast 09587586372013 OT11 WPRD-Community Center 11/9/2011 264.95 

Total 

151292 

632.30 

Total Comcast 797.30 

Confidential Shredding & Recycling, Inc. 6957 CORT-On-Site Shredding & Recycling 

Destruction 

11/16/2011 151353 

65.00 

Total 

151353 

65.00 

Total Confidential Shredding & 

Recycling, Inc. 

65.00 

Cornelius Jones, Jr. NOV11-HA,SPENCER, A NOV11 HUD Payment 11/3/2011 110311-9 

866.00 

Total 

110311-9 

866.00 

Total Cornelius Jones, Jr. 866.00 

CRYSTAL SPRINGS WATER 1664487 101911 BOCC-Bottled Water-Chamber 11/9/2011 151293 

14.42 

Total 

151293 

14.42 

Total CRYSTAL SPRINGS WATER 14.42 

Cynthia R. Newsome NOV11-HA,BOLLIVAR, B NOV11 HUD Payment 11/3/2011 110311-10 

723.00 

Total 

110311-10 

723.00 

Total Cynthia R. Newsome 723.00 

Dana Martin NOV11-UA,MARTIN, D NOV11 HUD Payment 11/3/2011 151137 

17.00 

Date: 11/17/11 04:28:39 PM Page: 9



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151137 

17.00 

Total Dana Martin 17.00 

Danny Hollon NOV11-HA,BARNES, M NOV11 HUD Payment 11/3/2011 110311-11 

599.00 

Total 

110311-11 

599.00 

Total Danny Hollon 599.00 

Danny O. Flynn NOV11-HA,ALONZO, A NOV11 HUD Payment 11/3/2011 110311-12 

420.00 

Total 

110311-12 

420.00 

Total Danny O. Flynn 420.00 

De Lage Landen 11350490 HOUS-Copier Lease 11/16/2011 151354 

253.41 

Total 

151354 

253.41 

De Lage Landen 11414154 / 1 AMBU-Ricoh/MPC2500 Periodic Pmt 11/9/2011 151294 

52.61 

De Lage Landen 11414154 / 2 FIRE-Ricoh/MPC2500 Periodic Pmt 11/9/2011 52.60 

Total 

151294 

105.21 

Total De Lage Landen 358.62 

Deanna Gravius DG - SEP11 JDGF-Travel Reimb 11/16/2011 151355 

466.20 

Total 

151355 

466.20 

Total Deanna Gravius 466.20 

Deanna L. Shriver NOV11-HA,ELLIOTT, A NOV11 HUD Payment 11/3/2011 110311-13 

343.00 

Total 

110311-13 

343.00 

Total Deanna L. Shriver 343.00 

Deanna Ramsey 10747 LIBR-9 Hrs Computer Classes 11/16/2011 151356 

450.00 

Total 

151356 

450.00 

Total Deanna Ramsey 450.00 

Denise Collins NOV11-UA,COLLINS, D NOV11 HUD Payment 11/3/2011 151138 

99.00 

Date: 11/17/11 04:28:39 PM Page: 10



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151138 

99.00 

Total Denise Collins 99.00 

DEPARTMENT OF MANAGEMENT 

SERVICES 

01-6796 CORT-Service through Oct 13, 2011 11/9/2011 151295 

157.04 

Total 

151295 

157.04 

Total DEPARTMENT OF MANAGEMENT 

SERVICES 

157.04 

Donald B. Flournoy NOV11-HA,WOOD, K NOV11 HUD Payment 11/3/2011 151139 

825.00 

Total 

151139 

825.00 

Total Donald B. Flournoy 825.00 

Donald Jefferson NOV11-HA,HARVEY, S NOV11 HUD Payment 11/3/2011 110311-14 

700.00 

Total 

110311-14 

700.00 

Total Donald Jefferson 700.00 

ESTES, MARY NOV11-HA,CRAWFORD, D NOV11 HUD Payment 11/3/2011 151140 

475.00 

Total 

151140 

475.00 

Total ESTES, MARY 475.00 

Flint Equipment Company B55159 PUBW-Pins & Bushings for Repairs on 

SW25 & RB48 

11/9/2011 151278 

1,248.49 

Total 

151278 

1,248.49 

Flint Equipment Company B55320 PUBW-Cabin Air Filters G13 11/16/2011 151324 

66.70 

Total 

151324 

66.70 

Total Flint Equipment Company 1,315.19 

FLORIDA ASSOCIATION OF COUNTIES 

TRUST 

2011090007 BOCC-FAC2419EP Deductible Ligitation 

Fees 1 Roddenberry, R 

11/16/2011 151357 

2,210.75 

Total 

151357 

2,210.75 

Total FLORIDA ASSOCIATION OF 

COUNTIES TRUST 

2,210.75 

Date: 11/17/11 04:28:39 PM Page: 11



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

FLORIDA MUNICIPAL INSURANCE 

TRUST 

NOV11-Ferrell BOCC-Retiree Life Insurance Premium 11/7/2011 151265 

4.73 

Total 

151265 

4.73 

Total FLORIDA MUNICIPAL INSURANCE 

TRUST 

4.73 

FLORIDA RETIREMENT SYSTEM 174242 BOCC-Contribution Adjustments Doug 

Jones May2011 

FLORIDA RETIREMENT SYSTEM 174585 BOCC-Contribution Adjustment Rodeny 

Revell 

11/7/2011 151266 

30.06 

11/7/2011 37.76 

FLORIDA RETIREMENT SYSTEM Employee-10/11 BOCC-Employee Contributions 11/7/2011 9,268.00 

FLORIDA RETIREMENT SYSTEM Retire-10/11 BOCC-Payroll Month 10/2011 11/7/2011 28,569.84 

Total 

151266 

37,905.66 

Total FLORIDA RETIREMENT SYSTEM 37,905.66 

FLORIDA U.C. FUND 9975147 JN11 BOCC-Unemployment Comp Tax 11/16/2011 151358 

349.74 

Total 

151358 

349.74 

Total FLORIDA U.C. FUND 349.74 

GE CAPITAL 56183436 PROB-Lexmark Copier Rental Sep 2011 11/9/2011 151296 

119.00 

GE CAPITAL 56326894 PROB-Lexmark Copier Rental Oct 2011 11/9/2011 119.00 

Total 

151296 

238.00 

Total GE CAPITAL 238.00 

George T. Dunlap IV NOV11-HA,ELKINS, J NOV11 HUD Payment 11/3/2011 110311-15 

405.00 

Total 

110311-15 

405.00 

Total George T. Dunlap IV 405.00 

Gloria Dowling NOV11-UA,DOWLING, G NOV11 HUD Payment 11/3/2011 151141 

38.00 

Total 

151141 

38.00 

Total Gloria Dowling 38.00 

GOVERNMENT FINANCE OFFICERS 

ASSOC 

0161039 (2011-2012) BOCC-Membership Dues T.Barden & 

W.Wright 

11/16/2011 151360 

250.00 

Total 

151360 

250.00 

Date: 11/17/11 04:28:39 PM Page: 12



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total GOVERNMENT FINANCE 

OFFICERS ASSOC 

250.00 

Gray Services I, Inc. NOV11-HA,ASHER, S NOV11 HUD Payment 11/3/2011 151142 

599.00 

Gray Services I, Inc. NOV11-HA,DABNEY, B NOV11 HUD Payment 11/3/2011 550.00 

Gray Services I, Inc. NOV11-HA,PAFFORD, L NOV11 HUD Payment 11/3/2011 779.00 

Total 

151142 

1,928.00 

Total Gray Services I, Inc. 1,928.00 

GreenSouth Equipment, Inc. P71845 WPRD-Mower repair JD ZT 11/9/2011 151297 

2,100.00 

Total 

151297 

2,100.00 

Total GreenSouth Equipment, Inc. 2,100.00 

Habitat For Humanity Wakulla 449899-449900 PLAN-Refund DPA Fee & Site Plan Fee 11/16/2011 151361 

130.00 

Total 

151361 

130.00 

Total Habitat For Humanity Wakulla 130.00 

Hal Council NOV11-HA,BOURSAW, J NOV11 HUD Payment 11/3/2011 110311-16 

495.00 

Total 

110311-16 

495.00 

Hal Council NOV11-HA,DELANEY, A NOV11 HUD Payment 11/3/2011 110311-17 

284.00 

Total 

110311-17 

284.00 

Hal Council NOV11-HA,PUTNAL, R NOV11 HUD Payment 11/3/2011 110311-18 

600.00 

Total 

110311-18 

600.00 

Hal Council NOV11-HA,ROACH, C NOV11 HUD Payment 11/3/2011 110311-19 

517.00 

Total 

110311-19 

517.00 

Hal Council NOV11-HA,SPILLANE, J NOV11 HUD Payment 11/3/2011 110311-20 

547.00 

Total 

110311-20 

547.00 

Hal Council NOV11-HA,YEOMANS, J NOV11 HUD Payment 11/3/2011 110311-21 

667.00 

Total 

110311-21 

667.00 

Total Hal Council 3,110.00 

HARVEY, SHANNON NOV11-UA,HARVEY, S NOV11 HUD Payment 11/3/2011 151143 

74.00 

Date: 11/17/11 04:28:39 PM Page: 13



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151143 

74.00 

Total HARVEY, SHANNON 74.00 

Highwoods LLC dba Bridlewood 

Apartments 

Highwoods LLC dba Bridlewood 

Apartments 

NOV11-HA,JONES, D NOV11 HUD Payment 11/3/2011 151144 

806.00 

NOV11-HA,PAGEL, J NOV11 HUD Payment 11/3/2011 513.00 

Total 

151144 

1,319.00 

Total Highwoods LLC dba Bridlewood 

Apartments 

1,319.00 

HUTCHINSON, ASHLEY NOV11-UA,HUTCHINSON, NOV11 HUD Payment 11/3/2011 151145 

74.00 

Total 

151145 

74.00 

Total HUTCHINSON, ASHLEY 74.00 

Intedata Systems Inc. 7235 PUBW-Soft Water Software Maintenance 11/16/2011 151325 

60.00 

Total 

151325 

60.00 

Total Intedata Systems Inc. 60.00 

Investors Realty of Tallahassee, Inc. NOV11-HA,ARNETT, S NOV11 HUD Payment 11/3/2011 110311-22 

437.00 

Total 

110311-22 

437.00 

Investors Realty of Tallahassee, Inc. NOV11-HA,BROW, R NOV11 HUD Payment 11/3/2011 110311-23 

550.00 

Total 

110311-23 

550.00 

Total Investors Realty of Tallahassee, 

Inc. 

987.00 

Jack Neece, Jr. NOV11-HA,ALTMAN, T NOV11 HUD Payment 11/3/2011 110311-24 

663.00 

Total 

110311-24 

663.00 

Total Jack Neece, Jr. 663.00 

Jacksonville Emergency Consultants 3900191 WCSO-Local-Olin Bush 11/9/2011 151275 

543.00 

Jacksonville Emergency Consultants 4923841 WCSO-Local-Bryce Boxberger 11/9/2011 644.00 

Jacksonville Emergency Consultants 4978091 WCSO-Local-Robert N. Daily 11/9/2011 644.00 

Total 

151275 

1,831.00 

Date: 11/17/11 04:28:39 PM Page: 14



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Jacksonville Emergency 

Consultants 

1,831.00 

James A. Pafford, Jr. NOV11-HA,THOMPSON, B NOV11 HUD Payment 11/3/2011 110311-25 

833.00 

Total 

110311-25 

833.00 

Total James A. Pafford, Jr. 833.00 

James Burge NOV11-HA,GAVIN, A NOV11 HUD Payment 11/3/2011 151146 

304.00 

Total 

151146 

304.00 

Total James Burge 304.00 

James T. Ward NOV11-HA,KNIGHT, M NOV11 HUD Payment 11/3/2011 110311-26 

542.00 

Total 

110311-26 

542.00 

Total James T. Ward 542.00 

Jamie Yeomans NOV11-UA,YEOMANS, J NOV11 HUD Payment 11/3/2011 151147 

218.00 

Total 

151147 

218.00 

Total Jamie Yeomans 218.00 

John R. Crews NOV11-HA,HALL, W NOV11 HUD Payment 11/3/2011 110311-27 

457.00 

Total 

110311-27 

457.00 

Total John R. Crews 457.00 

JONES WELDING & INDUSTRIAL 

SUPPLY, INC. 

JS 10396 PUBW-Welding Rod for Stock 11/16/2011 151326 

80.30 

Total 

151326 

80.30 

Total JONES WELDING & INDUSTRIAL 

SUPPLY, INC. 

80.30 

Joseph C. Norton NOV11-HA,ROBINSON, A NOV11 HUD Payment 11/3/2011 110311-28 

400.00 

Total 

110311-28 

400.00 

Total Joseph C. Norton 400.00 

Judy M. Langston NOV11-HA,LANGSTON, H NOV11 HUD Payment 11/3/2011 110311-29 

352.00 

Date: 11/17/11 04:28:39 PM Page: 15



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

110311-29 

352.00 

Total Judy M. Langston 352.00 

Karla Wood NOV11-UA,WOOD, K NOV11 HUD Payment 11/3/2011 151148 

132.00 

Total 

151148 

132.00 

Total Karla Wood 132.00 

Katrena Bell NOV11-UA,BELL, K NOV11 HUD Payment 11/3/2011 151149 

32.00 

Total 

151149 

32.00 

Total Katrena Bell 32.00 

Ketchum, Wood & Burgert 00000710 OCT11 BOCC-Medical Examiner 11/16/2011 151362 

6,689.00 

Total 

151362 

6,689.00 

Total Ketchum, Wood & Burgert 6,689.00 

King E. Thomas NOV11-HA,HARVEY, C NOV11 HUD Payment 11/3/2011 110311-30 

478.00 

Total 

110311-30 

478.00 

Total King E. Thomas 478.00 

Kokina C. Rosier NOV11-UA,ROSIER, K NOV11 HUD Payment 11/3/2011 151150 

8.00 

Total 

151150 

8.00 

Total Kokina C. Rosier 8.00 

Lashana Harris NOV11-UA,HARRIS, L NOV11 HUD Payment 11/3/2011 151151 

116.00 

Total 

151151 

116.00 

Total Lashana Harris 116.00 

Leon County Solid Waste 487 PUBW-C-1 Disposal 76.74 Tons 11/16/2011 151327 

3,182.82 

Total 

151327 

3,182.82 

Total Leon County Solid Waste 3,182.82 

LEWIS, JERRY NOV11-UA,LEWIS, J NOV11 HUD Payment 11/3/2011 151152 

22.00 

Date: 11/17/11 04:28:39 PM Page: 16



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151152 

22.00 

Total LEWIS, JERRY 22.00 

Librarians' Book Express LLC 1199953 LIBR-48 Books 11/16/2011 151363 

909.18 

Total 

151363 

909.18 

Total Librarians' Book Express LLC 909.18 

Linda Marshall 15014501 PUBW-Riversink Water Deposit Refund 11/9/2011 151279 

85.00 

Total 

151279 

85.00 

Total Linda Marshall 85.00 

Linde Gas North America, LLC 9311976336 AMBU-Oxygen 11/16/2011 151364 

136.68 

Linde Gas North America, LLC 9311976341 AMBU-Oxygen Tank Rental 11/16/2011 497.55 

Linde Gas North America, LLC 9311990438 AMBU-02 Cylinders 11/16/2011 99.13 

Total 

151364 

733.36 

Total Linde Gas North America, LLC 733.36 

Lori C. Farkas NOV11-HA,CHRISTMAS, NOV11 HUD Payment 11/3/2011 110311-31 

497.00 

Total 

110311-31 

497.00 

Lori C. Farkas NOV11-HA,MANNING, J NOV11 HUD Payment 11/3/2011 110311-32 

529.00 

Total 

110311-32 

529.00 

Lori C. Farkas NOV11-HA,RODEHEAVER, NOV11 HUD Payment 11/3/2011 110311-33 

482.00 

Total 

110311-33 

482.00 

Total Lori C. Farkas 1,508.00 

Lorraine James NOV11-HA,STULL, M NOV11 HUD Payment 11/3/2011 110311-34 

744.00 

Total 

110311-34 

744.00 

Total Lorraine James 744.00 

Louise Prance NOV11-HA,ROSIER, V NOV11 HUD Payment 11/3/2011 110311-35 

614.00 

Total 

110311-35 

614.00 

Date: 11/17/11 04:28:39 PM Page: 17



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Louise Prance 614.00 

M & L PLUMBING 110213 WPRD-Leak on Pipe, Newport 

Campground 

11/16/2011 151365 

198.50 

Total 

151365 

198.50 

Total M & L PLUMBING 198.50 

MANSFIELD OIL COMPANY 711358 PUBW-Diesel Fuel 11/9/2011 151280 

8,627.36 

MANSFIELD OIL COMPANY 711359 PUBW-Gasoline 11/9/2011 18,265.09 

Total 

151280 

26,892.45 

Total MANSFIELD OIL COMPANY 26,892.45 

Margaret Pelt NOV11-HA,MORRIS, M NOV11 HUD Payment 11/3/2011 110311-36 

461.00 

Total 

110311-36 

461.00 

Total Margaret Pelt 461.00 

Mark A. Prance NOV11-HA,McCULLAR, T NOV11 HUD Payment 11/3/2011 110311-37 

368.00 

Total 

110311-37 

368.00 

Total Mark A. Prance 368.00 

Martin Marietta Materials 9841097 PUBW-134.39 Tons Linestone Base for 

Patching 

11/16/2011 151328 

637.02 

Total 

151328 

637.02 

Total Martin Marietta Materials 637.02 

Matthew J. Raitz NOV11-HA,THOMAS, P NOV11 HUD Payment 11/3/2011 110311-38 

552.00 

Total 

110311-38 

552.00 

Total Matthew J. Raitz 552.00 

Melissa Crum NOV11-UA,CRUM, M NOV11 HUD Payment 11/3/2011 151153 

111.00 

Total 

151153 

111.00 

Total Melissa Crum 111.00 

Melody Lance Development Group, LLC NOV11-HA,BELL, K NOV11 HUD Payment 11/3/2011 110311-39 

825.00 

Date: 11/17/11 04:28:39 PM Page: 18



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

110311-39 

825.00 

Total Melody Lance Development 

Group, LLC 

825.00 

Meridian Management & Realty, Inc. NOV11-HA,ADAMS, J NOV11 HUD Payment 11/3/2011 110311-40 

631.00 

Total 

110311-40 

631.00 

Total Meridian Management & Realty, 

Inc. 

631.00 

Michael Dickson NOV11-HA,TRICE, M NOV11 HUD Payment 11/3/2011 110311-41 

657.00 

Total 

110311-41 

657.00 

Total Michael Dickson 657.00 

Michael Schatzman NOV11-HA,LEWIS, J NOV11 HUD Payment 11/3/2011 110311-42 

325.00 

Total 

110311-42 

325.00 

Total Michael Schatzman 325.00 

Michael Turner Construction 11-022 WAST-Form Concrete Pad for 

Generator, Hickory Park LS 

11/16/2011 151329 

450.00 

Total 

151329 

450.00 

Total Michael Turner Construction 450.00 

MICHELLE CRAMER NOV11-UA,CRAMER, M NOV11 HUD Payment 11/3/2011 151154 

181.00 

Total 

151154 

181.00 

Total MICHELLE CRAMER 181.00 

MID AMERICA HEALTH, INC. 2011000694 WCSO-Local 11/9/2011 151274 

1,600.00 

Total 

151274 

1,600.00 

Total MID AMERICA HEALTH, INC. 1,600.00 

MILDRED WIGGINS NOV11-UA,WIGGINS, M NOV11 HUD Payment 11/3/2011 151155 

129.00 

Total 

151155 

129.00 

Date: 11/17/11 04:28:39 PM Page: 19



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total MILDRED WIGGINS 129.00 

Mispel, Robin NOV11-UA,MISPEL, R NOV11 HUD Payment 11/3/2011 151156 

77.00 

Total 

151156 

77.00 

Total Mispel, Robin 77.00 

N.G. Wade Investment Co NOV11-HA,DAVIS, C NOV11 HUD Payment 11/3/2011 151157 

416.00 

Total 

151157 

416.00 

Total N.G. Wade Investment Co 416.00 

Nationwide Retirement Solutions PWE: 11/06/2011 PAY1-PR Ded PWE 11/6/2011 11/14/2011 151311 

1,070.00 

Total 

151311 

1,070.00 

Total Nationwide Retirement Solutions 1,070.00 

Nelson Landing Corporation NOV11-HA,BRYANT, J NOV11 HUD Payment 11/3/2011 110311-43 

535.00 

Total 

110311-43 

535.00 

Total Nelson Landing Corporation 535.00 

Nicholas Leone NOV11-HA,ROSIER, K NOV11 HUD Payment 11/3/2011 151158 

846.00 

Total 

151158 

846.00 

Total Nicholas Leone 846.00 

Office Business Systems 028383 PLAN-Ricoh Copier 11/16/2011 151366 

90.01 

Office Business Systems 028462 HOUS-Copier 11/16/2011 60.43 

Total 

151366 

150.44 

Office Business Systems 028482 / 1 AMBU-Copy Services (Split Invoice) 11/9/2011 151298 

219.31 

Office Business Systems 028482 / 2 FIRE-Copy Services (Split Invoice) 11/9/2011 219.30 

Total 

151298 

438.61 

Total Office Business Systems 589.05 

Office Depot Cincinnati 584234037001 BOCC-Office Supplies 11/9/2011 151299 

137.78 

Total 

151299 

137.78 

Date: 11/17/11 04:28:39 PM Page: 20



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Office Depot Cincinnati 137.78 

OFFICE OF STATE ATTORNEY SEP11 Cell CORT-Cell Usage for Sep 2011 11/16/2011 151368 

81.49 

Total 

151368 

81.49 

Total OFFICE OF STATE ATTORNEY 81.49 

Olah Fencing LLC 1007 WAST-Fencing Matls needed for Hickory 

Park LS 

Olah Fencing LLC 1007-a WAST-Install Fencing Around Hickory 

Park LS 

11/16/2011 151387 

1,050.00 

11/16/2011 550.00 

Total 

151387 

1,600.00 

Total Olah Fencing LLC 1,600.00 

Pamela B. Portwood TDC-43 / 1 TOUR-Director Services - October 2011 11/16/2011 151386 

3,083.33 

Pamela B. Portwood TDC-43 / 2 TOUR-BBSB Interpretive & Wayshowing 11/16/2011 700.00 

Plan Implementation 

Total 

151386 

3,783.33 

Total Pamela B. Portwood 3,783.33 

Panacea Area Water System 0158-00 OT11 VFD1-Panacea VFD 11/9/2011 151300 

70.76 

Panacea Area Water System 0846-00 OT11 VFD1-Ochlockonee Bay VFD 11/9/2011 80.76 

Total 

151300 

151.52 

Panacea Area Water System OCT11-874 pcs WAST-Oct 2011 S/C-874 pcs 11/9/2011 151283 

2,403.50 

Total 

151283 

2,403.50 

Total Panacea Area Water System 2,555.02 

Pat's Pump & Blower, LLC 86532 WAST-Rebuild Hoffman Blower, Emerg 

Repair 

11/16/2011 151330 

6,450.00 

Total 

151330 

6,450.00 

Total Pat's Pump & Blower, LLC 6,450.00 

Paul's Pest Control 5443410 NOV11 LIBR-Pest Control Renewal 11/16/2011 151369 

273.60 

Paul's Pest Control 818819 CORT-Courthouse PC Comm Quarterly 11/16/2011 25.00 

Paul's Pest Control 820654 AMBU-375 Shadeville Road 11/16/2011 28.00 

Total 

151369 

326.60 

Total Paul's Pest Control 326.60 

Date: 11/17/11 04:28:39 PM Page: 21



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

PEAVY & SON CONSTRUCTION CO., 

INC. 

710405-2 RET PUBW-Roadway Improvements, New 

Light Church Rd-SCRAP 

11/9/2011 151281 

60,215.00 

Total 

151281 

60,215.00 

Total PEAVY & SON CONSTRUCTION 

CO., INC. 

60,215.00 

Pitney Bowes Global Financial Services, 

LLC 

21550459867 NOV11 BOCC-Lease payment 11/16/2011 151370 

684.89 

Total 

151370 

684.89 

Total Pitney Bowes Global Financial 

Services, LLC 

684.89 

Preferred Governmental Insurance Trust 34302 BOCC-WC FL1 0651065 11-13 

(10/1/11-10/1/12) 

Preferred Governmental Insurance Trust COM#34302-2-11/2011 BOCC-Agreement WC FL1 0651065 

11-13 

11/9/2011 151301 

17,859.00 

11/9/2011 5,886.33 

Total 

151301 

23,745.33 

Total Preferred Governmental Insurance 

Trust 

23,745.33 

Premier Property Management NOV11-HA,BRADHAM, T NOV11 HUD Payment 11/3/2011 110311-44 

850.00 

Total 

110311-44 

850.00 

Premier Property Management NOV11-HA,ROSIER, S NOV11 HUD Payment 11/3/2011 110311-45 

582.00 

Total 

110311-45 

582.00 

Total Premier Property Management 1,432.00 

Pro-Tech Monitoring, Inc. R-5705 PEOB-Active MTD Monitoring OCT11 11/9/2011 151302 

944.86 

Total 

151302 

944.86 

Total Pro-Tech Monitoring, Inc. 944.86 

Progress Energy 01297 36278 OT11 VFD1-3083 Shadeville Rd 11/16/2011 151371 

51.30 

Total 

151371 

51.30 

Progress Energy 04413 41591 SP11 WPRD-Medart Park 11/9/2011 151304 

513.92 

Total 

151304 

513.92 

Date: 11/17/11 04:28:39 PM Page: 22



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Progress Energy 06684 30171 OT11 WAST-410 Wakulla Arran Road LS 11/16/2011 151332 

55.91 

Total 

151332 

55.91 

Progress Energy 11858 66274 SP11 WPRD-Medart Park 11/9/2011 151304 

292.90 

Total 

151304 

292.90 

Progress Energy 12569 10265 OT11 LIBR-4330 Crawfordville Hwy 11/16/2011 151371 

1,002.63 

Total 

151371 

1,002.63 

Progress Energy 18257 35332 SEP11 WPRD-Medart Park 11/9/2011 151304 

37.94 

Progress Energy 19374 97107 SEP11 WPRD-Medart Park 11/9/2011 116.66 

Progress Energy 19377 85120 SP11 WPRD-Medart Park 11/9/2011 19.29 


Total 

151304 

419.49 

Progress Energy 19642 82961 OT11 AMBU-48 Medart VFD Ln 11/16/2011 151371 

125.98 

Total 

151371 

125.98 

Progress Energy 20119 99118 OT11 WAST-60 Conifer Court LS 11/16/2011 151332 

16.49 

Total 

151332 

16.49 

Progress Energy 20322 59566 OT11 AMBU-3075 Shadeville Road 11/9/2011 151304 

159.55 


Total 

151304 

173.91 

Progress Energy 23195 93221 OT11 WAST-1 Redfish Lane LS 11/16/2011 151332 

13.79 

Progress Energy 25643 51222 OT11 WAST-36 Striffler St LS 11/16/2011 18.40 

Total 

151332 

32.19 

Progress Energy 29455 13399 OT11 VFD1-19 Wakulla Circle-Ochlockonee 

Bay VFD 

11/9/2011 151304 

652.18 

Progress Energy 31566 50559 OT11 BOCC-3093 Crawfordville Hwy 11/9/2011 494.73 

Progress Energy 31639 95063 OT11 BOCC-3056 Crawfordville Hwy-Pole 11/9/2011 9.62 

Progress Energy 31655 79174 OT11 BOCC-24 High Drive 11/9/2011 48.73 

Progress Energy 31658 67197 OT11 BOCC-202 Ochlockonee St 11/9/2011 619.92 

Progress Energy 31661 55212 OT11 BOCC-196 Ochlockonee St 11/9/2011 389.17 

Progress Energy 31707 63535 OT11 BOCC-3046 Crawfordville Hwy 11/9/2011 11.89 

Total 

151304 

2,226.24 

Progress Energy 48599 74373 OT11 WAST-216 Otter Lake Road LS 11/16/2011 151332 

156.75 

Progress Energy 51369 89382 OT11 WAST-4707 Crawfordville Hwy LS 11/16/2011 67.59 

Progress Energy 60205 94269 OT11 PUBW-Rehwinkel & Tafflinger Street 

Light 

11/16/2011 16.79 

Progress Energy 61384 47360 OT11 WAST-1060 Buckhorn Plaza LS 11/16/2011 18.96 

Progress Energy 64011 08812 OT11 WAST-18 Walker Street LS 11/16/2011 497.34 

Date: 11/17/11 04:28:39 PM Page: 23



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151332 

757.43 

Progress Energy 64034 12971 OT11 BOCC-48 Mound St 11/9/2011 151304 

71.96 

Total 

151304 

71.96 

Progress Energy 65944 24634 OT11 WAST-2792 Surf Road 11/16/2011 151332 

141.59 

Progress Energy 66052 25381 OT11 WAST-2484 Surf Road 11/16/2011 331.74 

Progress Energy 70959 92276 OT11 PUBW-7195 Coastal Highway Caution 

Light 

11/16/2011 33.66 

Progress Energy 72194 98457 OT11 PUBW-Caution Light at SR 267 11/16/2011 15.53 

Progress Energy 74718 47110 OT11 PUBW-Traffic Light at 4341 Bloxham 11/16/2011 21.77 

Cutoff Road 

Progress Energy 83244 16148 OT11 WAST-533 Emmett Whaley Road LS 11/16/2011 64.55 

Progress Energy 85453 55000 OT11 WAST-57 Sopchoppy Highway LS 11/16/2011 768.57 

Total 

151332 

1,377.41 

Progress Energy 88729 00320 OT11 BOCC-11 Bream Fountain Rd 11/9/2011 151304 

293.16 

Total 

151304 

293.16 

Progress Energy 91450 45280 OT11 VFD1-3083 Shadeville Rd 11/16/2011 151371 

55.46 

Total 

151371 

55.46 

Progress Energy 96399 18049 OT11 WAST-Sewer Plant, 2146 Lawhon Mill 

Road 

11/16/2011 151332 

6,998.99 

Total 

151332 

6,998.99 

Progress Energy 97396 01167 OT11 BOCC-1493 Coastal Hwy, Welcome 

Center 

11/16/2011 151371 

128.87 

Total 

151371 

128.87 

Total Progress Energy 14,594.24 

Public Risk Insurance Agency 21047 BOCC-Policy VFP 4410-5503D-00 

10/15/10-10/15/12 Natl Union F 

Public Risk Insurance Agency 21299 BOCC-Policy Add NO421383A 

10/1/2011-10/1/2013 

Public Risk Insurance Agency 21300 BOCC-Policy PKFL1 0651065 11-10 

10/1/2011-10/1/2012 

11/9/2011 151305 

4,372.00 

11/9/2011 470.00 

11/9/2011 165,271.00 

Total 

151305 

170,113.00 

Total Public Risk Insurance Agency 170,113.00 

Quality Water Supply 0249431 CORT-Water Supplies 11/16/2011 151372 

53.00 

Total 

151372 

53.00 

Date: 11/17/11 04:28:39 PM Page: 24



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Quality Water Supply 53.00 

Rebecca Putnal NOV11-UA,PUTNAL, R NOV11 HUD Payment 11/3/2011 151159 

109.00 

Total 

151159 

109.00 

Total Rebecca Putnal 109.00 

Redwood Biotech 352420 PROB-25 Saliva Testing kits, Handling 

Fees 

11/16/2011 151373 

207.62 

Total 

151373 

207.62 

Total Redwood Biotech 207.62 

RICOH AMERICAS CORPORATION 413740286 LIBR-Copier charges 11/16/2011 151374 

189.84 

Total 

151374 

189.84 

Total RICOH AMERICAS CORPORATION 189.84 

ROBINSON, ALFREDDIE NOV11-UA,ROBINSON, A NOV11 HUD Payment 11/3/2011 151160 

128.00 

Total 

151160 

128.00 

Total ROBINSON, ALFREDDIE 128.00 

Ruby Allen NOV11-HA,ASH, E NOV11 HUD Payment 11/3/2011 151161 

450.00 

Ruby Allen NOV11-HA,GODBOLT, A NOV11 HUD Payment 11/3/2011 343.00 

Ruby Allen NOV11-HA,THOMAS, V NOV11 HUD Payment 11/3/2011 400.00 

Ruby Allen NOV11-HA,WIGGINS, M NOV11 HUD Payment 11/3/2011 275.00 

Total 

151161 

1,468.00 

Total Ruby Allen 1,468.00 

Sandra Thomas NOV11-HA,DONALDSON, NOV11 HUD Payment 11/3/2011 110311-46 

510.00 

Total 

110311-46 

510.00 

Total Sandra Thomas 510.00 

Shanequa Hines NOV11-UA,HINES, S NOV11 HUD Payment 11/3/2011 151162 

72.00 

Total 

151162 

72.00 

Total Shanequa Hines 72.00 

Date: 11/17/11 04:28:39 PM Page: 25



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Sharon Stephens NOV11-HA,DOWLING, G NOV11 HUD Payment 11/3/2011 110311-47 

600.00 

Total 

110311-47 

600.00 

Total Sharon Stephens 600.00 

Shereka Clements NOV11-HA,CALL, S NOV11 HUD Payment 11/3/2011 110311-48 

817.00 

Total 

110311-48 

817.00 

Shereka Clements NOV11-HA,COLLINS, D NOV11 HUD Payment 11/3/2011 110311-49 

850.00 

Total 

110311-49 

850.00 

Shereka Clements NOV11-HA,HUEWITT-WIL NOV11 HUD Payment 11/3/2011 110311-50 

925.00 

Total 

110311-50 

925.00 

Total Shereka Clements 2,592.00 

Sherif Iskander NOV11-HA,GALLOWAY, S NOV11 HUD Payment 11/3/2011 110311-51 

443.00 

Total 

110311-51 

443.00 

Total Sherif Iskander 443.00 

Sherri Kraeft SK 100111-102811 EXTS-County Travel Reimbursement 11/16/2011 151375 

346.32 

Total 

151375 

346.32 

Total Sherri Kraeft 346.32 

Sherry Farmer NOV11-HA,LINDSEY, P NOV11 HUD Payment 11/3/2011 110311-52 

294.00 

Total 

110311-52 

294.00 

Total Sherry Farmer 294.00 

SONITROL 168702 / 1 AMBU-Monthly Security (Split Invoice) 11/9/2011 151306 

87.97 

SONITROL 168702 / 2 FIRE-Monthly Security (Split Invoice) 11/9/2011 87.97 

Total 

151306 

175.94 

Total SONITROL 175.94 

Southern Construction Co., LLC NOV11-HA,ALLEN, J NOV11 HUD Payment 11/3/2011 151163 

850.00 

Total 

151163 

850.00 

Date: 11/17/11 04:28:39 PM Page: 26



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Southern Construction Co., LLC 850.00 

SPRINT (KANSAS CITY) 370778255 OT11 HOUS-Long Distance Svc 11/16/2011 151376 

0.24 

Total 

151376 

0.24 

Total SPRINT (KANSAS CITY) 0.24 

ST OF FLORIDA C/S DISBURSEMENT 

UNIT 

PWE: 11/06/11 PAY1-Payroll PWE 11/06/2011 11/14/2011 151312 

417.29 

Total 

151312 

417.29 

Total ST OF FLORIDA C/S 

DISBURSEMENT UNIT 

417.29 

Stacy C. Cody NOV11-UA,CODY, S NOV11 HUD Payment 11/3/2011 151164 

34.00 

Total 

151164 

34.00 

Total Stacy C. Cody 34.00 

STAINS, SARAH NOV11-UA,STAINS, S NOV11 HUD Payment 11/3/2011 151165 

98.00 

Total 

151165 

98.00 

Total STAINS, SARAH 98.00 

STERICYCLE, INC. 1002917326 AMBU-Hazardous waste disposal 11/9/2011 151307 

269.99 

Total 

151307 

269.99 

Total STERICYCLE, INC. 269.99 

Steven P. Glazer, Broker NOV11-HA,BELL, F NOV11 HUD Payment 11/3/2011 110311-53 

546.00 

Total 

110311-53 

546.00 

Steven P. Glazer, Broker NOV11-HA,CODY, S NOV11 HUD Payment 11/3/2011 110311-54 

750.00 

Total 

110311-54 

750.00 

Steven P. Glazer, Broker NOV11-HA,FARMER, A NOV11 HUD Payment 11/3/2011 110311-55 1,407.00 

Total 

110311-55 

1,407.00 

Steven P. Glazer, Broker NOV11-HA,GODBOLT, L NOV11 HUD Payment 11/3/2011 110311-56 

472.00 

Date: 11/17/11 04:28:39 PM Page: 27



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

110311-56 

472.00 

Steven P. Glazer, Broker NOV11-HA,LINN, J NOV11 HUD Payment 11/3/2011 110311-57 

515.00 

Total 

110311-57 

515.00 

Steven P. Glazer, Broker NOV11-HA,NELSON, P NOV11 HUD Payment 11/3/2011 110311-58 

799.00 

Total 

110311-58 

799.00 

Total Steven P. Glazer, Broker 4,489.00 

Stratford Landing, LLC NOV11-HA,CRUMP, T NOV11 HUD Payment 11/3/2011 110311-59 

411.00 

Total 

110311-59 

411.00 

Total Stratford Landing, LLC 411.00 

SUNSHINE STATE ONE CALL 0000072263 PUBW-Monthly Assessment and Locates 11/16/2011 151333 

59.98 

Total 

151333 

59.98 

Total SUNSHINE STATE ONE CALL 59.98 

Susan Council NOV11-HA,HARRELL, W NOV11 HUD Payment 11/3/2011 110311-60 

294.00 

Total 

110311-60 

294.00 

Total Susan Council 294.00 

Susan Flournoy NOV11-HA,BRYANT, K NOV11 HUD Payment 11/3/2011 110311-61 

463.00 

Total 

110311-61 

463.00 

Susan Flournoy NOV11-HA,KILPATRICK NOV11 HUD Payment 11/3/2011 110311-62 

564.00 

Total 

110311-62 

564.00 

Susan Flournoy NOV11-HA,MILLS, R NOV11 HUD Payment 11/3/2011 110311-63 

514.00 

Total 

110311-63 

514.00 

Susan Flournoy NOV11-HA,ROBINSON, T NOV11 HUD Payment 11/3/2011 110311-64 

600.00 

Total 

110311-64 

600.00 

Total Susan Flournoy 2,141.00 

Date: 11/17/11 04:28:39 PM Page: 28



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Susie Vuoso NOV11-UA,VUOSO, S NOV11 HUD Payment 11/3/2011 151166 

25.00 

Total 

151166 

25.00 

Total Susie Vuoso 25.00 

TAC PROPERTIES, INC. NOV11-HA,TYLER, S NOV11 HUD Payment 11/3/2011 151167 

800.00 

Total 

151167 

800.00 

Total TAC PROPERTIES, INC. 800.00 

Tallahassee Augustine Club, LLC NOV11-HA,ANDERSON, C NOV11 HUD Payment 11/3/2011 110311-65 

574.00 

Total 

110311-65 

574.00 

Total Tallahassee Augustine Club, LLC 574.00 

TALLAHASSEE HOUSING AUTHORITY NOV11-HA,DAVIS, M NOV11 HUD Payment 11/3/2011 110311-66 

536.48 

Total 

110311-66 

536.48 

TALLAHASSEE HOUSING AUTHORITY NOV11-HA,WALKER, S NOV11 HUD Payment 11/3/2011 110311-67 1,009.28 

Total 

110311-67 

1,009.28 

Total TALLAHASSEE HOUSING 

AUTHORITY 

1,545.76 

Tallahassee Orthopedic Clinic III 18177601-71 WCSO-Local-Justin L. Mathis 11/9/2011 151271 

405.00 

Total 

151271 

405.00 

Total Tallahassee Orthopedic Clinic III 405.00 

TALLMAN, KATINA NOV11-UA,TALLMAN, K NOV11 HUD Payment 11/3/2011 151168 

28.00 

Total 

151168 

28.00 

Total TALLMAN, KATINA 28.00 

Talquin Electric Cooperative, Inc. 1016267 OT11 WAST-32 Nandina Way-Electric 11/16/2011 151334 

49.06 

Talquin Electric Cooperative, Inc. 1016268 OT11 WAST-32 Nandina Way-Water 11/16/2011 16.51 

Total 

151334 

65.57 

Talquin Electric Cooperative, Inc. 1568044992 OT11 VFD1-491 Crawfordville Hwy/Riversink 11/9/2011 151308 

76.60 

Date: 11/17/11 04:28:39 PM Page: 29



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151308 

76.60 

Talquin Electric Cooperative, Inc. 620119909 OT11 PUBW-Traffic Light at Bloxham and 319 11/16/2011 151334 

20.51 

Talquin Electric Cooperative, Inc. 7311556653 OT11 PUBW-689 Crawfordville 

11/16/2011 260.70 

Highway-Riversink 

Total 

151334 

281.21 

Talquin Electric Cooperative, Inc. 7311615673 OT11 AMBU-Trice Lane Station 11/9/2011 151308 

56.42 

Talquin Electric Cooperative, Inc. 7311616655 OT11 AMBU-Trice Lane Station 11/9/2011 138.63 

Total 

151308 

195.05 

Total Talquin Electric Cooperative, Inc. 618.43 

Tamla G. Asbury NOV11-HA,HINES, S NOV11 HUD Payment 11/3/2011 110311-68 

925.00 

Total 

110311-68 

925.00 

Total Tamla G. Asbury 925.00 

Terri M. Robinson NOV11-HA,KNIGHTON, C NOV11 HUD Payment 11/3/2011 110311-69 

257.00 

Total 

110311-69 

257.00 

Total Terri M. Robinson 257.00 

THE CHOICE INVESTMENT PROPERTIES NOV11-HA,ARDLEY, L NOV11 HUD Payment 11/3/2011 110311-70 

411.00 

Total 

110311-70 

411.00 

Total THE CHOICE INVESTMENT 

PROPERTIES 

411.00 

Thomas March 152000001 PUBW-Riversink Water Deposit Refund 11/9/2011 151282 

10.11 

Total 

151282 

10.11 

Total Thomas March 10.11 

THOMAS, VERA NOV11-UA,THOMAS, V NOV11 HUD Payment 11/3/2011 151169 

2.00 

Total 

151169 

2.00 

Total THOMAS, VERA 2.00 

Timothy F. Gray NOV11-HA,NEWBY, F NOV11 HUD Payment 11/3/2011 110311-71 

451.00 

Date: 11/17/11 04:28:39 PM Page: 30



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

110311-71 

451.00 

Total Timothy F. Gray 451.00 

Timothy J. Bozeman NOV11-HA,THOMPSON, E NOV11 HUD Payment 11/3/2011 151170 

498.00 

Total 

151170 

498.00 

Total Timothy J. Bozeman 498.00 

Tonjulla Bradham NOV11-UA,BRADHAM, T NOV11 HUD Payment 11/3/2011 151171 

32.00 

Total 

151171 

32.00 

Total Tonjulla Bradham 32.00 

Tony A. Barber NOV11-HA,BRADSHAW, V NOV11 HUD Payment 11/3/2011 110311-72 

604.00 

Total 

110311-72 

604.00 

Tony A. Barber NOV11-HA,HARRIS, L NOV11 HUD Payment 11/3/2011 110311-73 

875.00 

Total 

110311-73 

875.00 

Total Tony A. Barber 1,479.00 

Tonya Robinson NOV11-UA,ROBINSON, T NOV11 HUD Payment 11/3/2011 151172 

100.00 

Total 

151172 

100.00 

Total Tonya Robinson 100.00 

Toshiba America Business Solutions 56453953 EXTS-Copier payment 11/16/2011 151377 

307.00 

Total 

151377 

307.00 

Total Toshiba America Business 

Solutions 

307.00 

Traffic Safety Warehouse 1973A PUBW-Barricades 11/16/2011 151335 

171.00 

Total 

151335 

171.00 

Total Traffic Safety Warehouse 171.00 

TRI-STATE TERMITE & PEST SVC 11306 VFD1-88 Cedar Avenue 11/16/2011 151378 

15.00 

TRI-STATE TERMITE & PEST SVC 11357 VFD1-491 Crawfordville Hwy 11/16/2011 15.00 

TRI-STATE TERMITE & PEST SVC 11366 VFD1-3083 Shadeville Hwy 11/16/2011 15.00 

Date: 11/17/11 04:28:39 PM Page: 31



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151378 

45.00 

Total TRI-STATE TERMITE & PEST SVC 45.00 

UNITED STATES TREASURY FTW-110811 PAY1-941 Taxes PWE 11/6/2011-R 11/14/2011 151313 

11,183.24 

UNITED STATES TREASURY MC-110811 PAY1-941 Taxes PWE 11/6/2011-R 11/14/2011 3,392.20 

UNITED STATES TREASURY SS-110811 PAY1-941 Taxes PWE 11/06/2011-R 11/14/2011 12,165.37 

Total 

151313 

26,740.81 

Total UNITED STATES TREASURY 26,740.81 

UNITED WAY OF THE BIG BEND PWE:11/06/2011 PAY1-PR Deductions PWE 11/06/2011 11/14/2011 151314 

108.00 

Total 

151314 

108.00 

Total UNITED WAY OF THE BIG BEND 108.00 

USA BLUEBOOK 526139 WAST-Pipett Pump, dipper cup 11/16/2011 151336 

47.50 

Total 

151336 

47.50 

Total USA BLUEBOOK 47.50 

VALIC Deferred Comp PWE:11/06/11 PAY1-PR Deduction PWE 11/06/2011 11/14/2011 151315 

470.00 

Total 

151315 

470.00 

Total VALIC Deferred Comp 470.00 

Vanquish Holdings, LLC NOV11-HA,BUTLER, C NOV11 HUD Payment 11/3/2011 110311-74 

455.00 

Total 

110311-74 

455.00 

Total Vanquish Holdings, LLC 455.00 

VERIZON WIRELESS 6649645575 FIRE-Monhtly Phone Svc 11/16/2011 151379 

52.92 

VERIZON WIRELESS 6649647167 AMBU-Phone usage (12) 11/16/2011 880.64 

VERIZON WIRELESS 6649651855 BOCC-Monthly Phone Svc (8) 11/16/2011 997.08 

VERIZON WIRELESS 6650730620 BLDG-Inspector's Cell Phones 11/16/2011 52.79 

Total 

151379 

1,983.43 

Total VERIZON WIRELESS 1,983.43 

WAKULLA AREA TIMES 00016209 SOE1-November Voter Ed Ad 11/16/2011 151380 

200.00 

Total 

151380 

200.00 

Date: 11/17/11 04:28:39 PM Page: 37



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total WAKULLA AREA TIMES 200.00 

WAKULLA COUNTY BOCC - PAYROLL 

A/C 

PWE: 11/06/2011-R PAY1-PWE 11/06/2011-R 11/14/2011 151316 

88,249.28 

Total 

151316 

88,249.28 

Total WAKULLA COUNTY BOCC - 

PAYROLL A/C 

88,249.28 

WAKULLA COUNTY HEALTH 

DEPARTMENT 

NOV11-Mosq BOCC-Monthly Mosquito Control 11/9/2011 151309 

0.00 

Total 

151309 

0.00 


DEPARTMENT 

NOV11-Mosq BOCC-Monthly Mosquito Control 11/16/2011 151381 

1,503.16 

Total 

151381 

1,503.16 


DEPARTMENT 

OCT11-Mosq BOCC-Monthly Mosquito Control 11/9/2011 151309 

0.00 

Total 

151309 

0.00 


DEPARTMENT 

OCT11-Mosq BOCC-Monthly Mosquito Control 11/16/2011 151381 

1,503.16 

Total 

151381 

1,503.16 

Total WAKULLA COUNTY HEALTH 

DEPARTMENT 

3,006.32 

WAKULLA COUNTY WATER 02-15001500 OT11 VFD1-Riversink 11/16/2011 151382 

21.00 

Total 

151382 

21.00 

Total WAKULLA COUNTY WATER 21.00 

WAKULLA LP GAS 29425 CORT-Courthouse-611.4 Gallons of 

Propane 

11/16/2011 151339 

1,215.66 

Total 

151339 

1,215.66 

WAKULLA LP GAS 29475 (143800) EXTS-100 Gallons of Propane 11/16/2011 151383 

384.98 

Total 

151383 

384.98 

WAKULLA LP GAS 31905 CORT-Courthouse-765.5 Gallons of 

Propane 

11/16/2011 151339 

1,536.54 

Date: 11/17/11 04:28:39 PM Page: 33



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

151339 

1,536.54 

Total WAKULLA LP GAS 3,137.18 

Wakulla News 00012489 BOCC-Bicycle/Pedestrian Trail 11/9/2011 151310 

98.06 

Total 

151310 

98.06 

Wakulla News 0009MPU PLAN-Legal Ad 11/16/2011 151384 

175.20 

Wakulla News 0009N47 PLAN-Legal Ad 11/16/2011 175.20 

Wakulla News 0009N4C PLAN-Legal Ad 11/16/2011 719.84 

Wakulla News 0009PFJ BOCC-VAB Ad-Notice of Tax Impact 11/16/2011 186.82 

Wakulla News 201109 LIBR-3 Silent Auction Ads 11/16/2011 420.00 

Total 

151384 

1,677.06 

Wakulla News 296 (115 1272) BOCC-Legal Display Ad 11/7/2011 151269 

274.45 

Wakulla News 297 (115 1272) BOCC-Fire Chief Ad 11/7/2011 170.62 

Wakulla News 298 (115 1272) BOCC-Help Wanted County 

Administrator 

11/7/2011 77.50 


Administrator 

11/7/2011 151.12 

Wakulla News 300 (115 1272) BOCC-Help Wanted-Fire Chief 11/7/2011 85.31 


11/7/2011 146.26 

Administrator 

Wakulla News 303 (115 1272) BOCC-Help Wanted Full Time Firefighter 11/7/2011 80.44 

Wakulla News 304 (115 1272) BOCC-Help Wanted Animal Control 11/7/2011 73.13 

Wakulla News 305 (115 1272) BOCC-Calendar 11/7/2011 91.84 

Wakulla News 306 (115 1272) BOCC-Help Wanted Seasonal 

Employment 3/18, 25/10 

11/7/2011 131.62 

Wakulla News 307 (115 1272) BOCC-Help Wanted, Firefighter 11/7/2011 131.62 

Wakulla News 308 (115 1272) BOCC-Help Wanted, Budget Coordinator 11/7/2011 63.38 

Wakulla News 309 (115 1272) BOCC-Help Wanted HR & Purchasing 

Coordinator 

11/7/2011 51.19 

Wakulla News 310 (115 1272) BOCC-BoCC Calendar 11/7/2011 90.69 

Wakulla News 311 (115 1272) BOCC-Notice of Public Workshop 11/7/2011 64.10 


Wakulla News 313 (115 1272) BOCC-NOtice of Public Workshop 11/7/2011 64.10 

Wakulla News 314 (115 1272) BOCC-Help Wanted Emergency Medical 

Tech 

11/7/2011 107.26 

Wakulla News 315 (115 1272) BOCC-Help Wanted, Full-Time Paramedic 11/7/2011 56.06 

Wakulla News 316 (115 1272) BOCC-Help Wanted, Fire Chief 5/7, 

11/7/2011 146.26 

14/2009 

Wakulla News 317 (115 1272) BOCC-Help Wanted, Non Medical 11/7/2011 117.00 

Wakulla News 318 (115 1272) BOCC-Help Wanted, Housing 5/21, 

11/7/2011 136.50 

28/09 

Wakulla News 319 (115 1272) BOCC-Senior Management Service 11/7/2011 68.04 

Wakulla News 320 (115 1272) BOCC-Request for Proposals 6/25/09, 11/7/2011 241.40 

07/2/09 

Wakulla News 321 (115 1272) BOCC-Help Wanted, Office Assistant 11/7/2011 63.50 

Wakulla News 322 (115 1272) BOCC-Invitation to Bid 11/7/2011 63.04 

Wakulla News 323 (115 1272) BOCC-BoCC Calendar 11/7/2011 87.74 

Wakulla News 324 (115 1272) BOCC-Help Wanted, Weatherization 

Coordinator 

11/7/2011 87.75 

Wakulla News 325 (115 1272) BOCC-Help Wanted, Housing Office Asst 11/7/2011 117.00 

Wakulla News 326 (115 1272) BOCC-Help Wanted, Housing 11/7/2011 87.75 

Wakulla News 327 (115 1272) BOCC-Help Wanted, Animal Control 11/7/2011 78.13 

Wakulla News 328 (115 1272) BOCC-Help Wanted, Housing 11/7/2011 141.38 


Date: 11/17/11 04:28:39 PM Page: 34



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 


Wakulla News 331 (115 1272) BOCC-Office Assistance Ad, Fire Dept 11/7/2011 107.88 


Wakulla News 333 (115 1272) BOCC-Trick or Treat Ad 11/7/2011 20.00 

Wakulla News 334 (115 1272) BOCC-Ordinance of Yard Sales 11/7/2011 80.00 


Total 

151269 

4,069.62 

Total Wakulla News 5,844.74 

Wakulla Realty Inc. NOV11-HA,GREENE, K NOV11 HUD Payment 11/3/2011 110311-75 

661.00 

Total 

110311-75 

661.00 

Wakulla Realty Inc. NOV11-HA,NELSON, J NOV11 HUD Payment 11/3/2011 110311-76 

537.00 

Total 

110311-76 

537.00 

Wakulla Realty Inc. NOV11-HA,POPE, K NOV11 HUD Payment 11/3/2011 110311-77 

722.00 

Total 

110311-77 

722.00 

Wakulla Realty Inc. NOV11-HA,TALLMAN, K NOV11 HUD Payment 11/3/2011 110311-78 

750.00 

Total 

110311-78 

750.00 

Wakulla Realty Inc. NOV11-HA,TIMMONS, L NOV11 HUD Payment 11/3/2011 110311-79 

609.00 

Total 

110311-79 

609.00 

Wakulla Realty Inc. NOV11-HA,TIMMONS, S NOV11 HUD Payment 11/3/2011 110311-80 

584.00 

Total 

110311-80 

584.00 

Wakulla Realty Inc. NOV11-HA,TIMMONS, Y NOV11 HUD Payment 11/3/2011 110311-81 

550.00 

Total 

110311-81 

550.00 

Wakulla Realty Inc. NOV11-HA,WALKER, T NOV11 HUD Payment 11/3/2011 110311-82 

223.00 

Total 

110311-82 

223.00 

Total Wakulla Realty Inc. 4,636.00 

Wakulla Trace Apartments NOV11-HA,MORENO, S NOV11 HUD Payment 11/3/2011 151173 

467.00 

Wakulla Trace Apartments NOV11-HA,WARD, L NOV11 HUD Payment 11/3/2011 526.00 

Total 

151173 

993.00 

Date: 11/17/11 04:28:39 PM Page: 35



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total Wakulla Trace Apartments 993.00 

Wakulla Urgent Care NOV 2011 WCSO-Monthly Retainer Fee 11/9/2011 151273 

3,500.00 

Total 

151273 

3,500.00 

Total Wakulla Urgent Care 3,500.00 

Wallace Sousa NOV11-UA,SOUSA, W NOV11 HUD Payment 11/3/2011 151174 

138.00 

Total 

151174 

138.00 

Total Wallace Sousa 138.00 

WASTE MANAGEMENT-SPRINGHILL 

LANDFIL 

0014383-2248-7 WAST-Sludge Disposal 11/16/2011 151337 

2,091.28 

Total 

151337 

2,091.28 

Total WASTE 

MANAGEMENT-SPRINGHILL LANDFIL 

2,091.28 

Wendell C. Griffin NOV11-HA,THOMAS, S NOV11 HUD Payment 11/3/2011 110311-83 

575.00 

Total 

110311-83 

575.00 

Total Wendell C. Griffin 575.00 

West Payment Center 82384637 CORT-West Info Charges 11/16/2011 151385 

127.00 

Total 

151385 

127.00 

Total West Payment Center 127.00 

Yolanda Timmons NOV11-UA,TIMMONS, Y NOV11 HUD Payment 11/3/2011 151175 

102.00 

Total 

151175 

102.00 

Total Yolanda Timmons 102.00 

Yvonne Council NOV11-HA,ARNETT, W NOV11 HUD Payment 11/3/2011 110311-84 

453.00 

Total 

110311-84 

453.00 

Yvonne Council NOV11-HA,AVERA, S NOV11 HUD Payment 11/3/2011 110311-85 

458.00 

Total 

110311-85 

458.00 

Yvonne Council NOV11-HA,CAULEY, L NOV11 HUD Payment 11/3/2011 110311-86 

504.00 

Date: 11/17/11 04:28:39 PM Page: 36



From 11/3/2011 Through 11/16/2011 

Check 


Check Amount 

Total 

110311-86 

504.00 

Yvonne Council NOV11-HA,HERMANN, J NOV11 HUD Payment 11/3/2011 110311-87 

307.00 

Total 

110311-87 

307.00 

Yvonne Council NOV11-HA,JOHNSON, P NOV11 HUD Payment 11/3/2011 110311-88 

415.00 

Total 

110311-88 

415.00 

Yvonne Council NOV11-HA,MISPEL, R NOV11 HUD Payment 11/3/2011 110311-89 

667.00 

Total 

110311-89 

667.00 

Yvonne Council NOV11-HA,SOUSA, W NOV11 HUD Payment 11/3/2011 110311-90 

620.00 

Total 

110311-90 

620.00 

Yvonne Council NOV11-HA,STAINS, S NOV11 HUD Payment 11/3/2011 110311-91 

441.00 

Total 

110311-91 

441.00 

Yvonne Council NOV11-HA,TIDWELL, A NOV11 HUD Payment 11/3/2011 110311-92 

686.00 

Total 

110311-92 

686.00 

Total Yvonne Council 4,551.00 

Zora M. Franklin NOV11-HA,REED, J NOV11 HUD Payment 11/3/2011 110311-93 

187.00 

Total 

110311-93 

187.00 

Total Zora M. Franklin 187.00 

Report Total 665,318.69 

Date: 11/17/11 04:28:39 PM Page: 37





To: 

From: 

Subject: 


Major Larry Massa, Wakulla County Sheriff’s Office 

Request Board Approval of Temporary Road Closure for Panacea 

Waterfronts Christmas Parade on December 3, 2011 


This agenda item requests Board approval to temporarily close Hwy. 98 in Panacea from Jer-be-lou 

Road to Rock Landing and Clark Drive on December 3, 2011 from 6:00p.m. to 7:30p.m. for a 

Christmas Parade. 

Background: 

This is the 7 th Annual Event of the Waterfront Christmas Parade. The parade is hosted by the 

Panacea Working Waterfront Committee. 

Analysis: 

The road closure will allow the Panacea Working Waterfront Committee to host the Christmas 

parade on December 3, 2011. 

Options: 

1. Approve temporary road closure for Christmas Parade on December 3, 2011. 

2. Do not approve temporary road closure for Christmas Parade on December 3, 2011. 



Option #1





To: 

From: 



Subject: Request Board Approval of Temporary Road Closure on February 18, 2012 

for Wakulla County Christian Coalition Black History Celebration and 

Parade 


The Wakulla County Christian Coalition requests Board approval to temporary close Crawfordville 

Highway from Myrtle Avenue to Arran Road, on February 18, 2012 from 10:00a.m. until 12:00p.m. 

for the Annual African American Heritage Celebration Parade. 

Background: 

This is the 7 th Annual African American Heritage Celebration. The Wakulla County Christian 

Coalition intends to host this event annually. 

Analysis: 

The temporary road closure will allow the Wakulla County Christian Coalition to host a celebration 

to include a parade honoring Black History. 

Options: 

1. Approve road closure from Myrtle Avenue to Arran Road on February 18, 2012 from 

10:00a.m. – 12:00p.m. for the Annual African American Heritage Celebration Parade. 

2. Do Not Approve road closure from Myrtle Avenue to Arran Road on February 18, 2012 from 

10:00a.m. – 12:00p.m. for the Annual African American Heritage Celebration Parade. 



Option #1 

Attachment: 

1. Request from Wakulla County Christian Coalition





To: 

From: 

Subject: 


Donnie Crum, Sheriff 

Wakulla County Sheriff’s Office 

Request Board Approval to Submit the 2011 Edward Byrne Memorial Justice 

Assistance Grant (JAG) - Florida JAG Direct 


This agenda item requests Board approval for the WCSO to submit the Edward Byrne Memorial Justice 

Assistance (JAG) 2011 Florida JAG Direct Grant. 

Background: 

It is a grant requirement that the local government applying for the award make the grant application 

available for review to the governing body of the unit of local government. 

The Edward Byrne Memorial Justice Assistance Grant (JAG) Program (42 U.S.C. 3751(a)) is the primary 

provider of federal criminal justice funding to state and local jurisdictions. JAG funds support all 

components of the criminal justice system, from drug and gang task forces to crime prevention and 

domestic violence programs, courts, corrections, treatment, and justice information sharing initiatives. 

The JAG formula includes a direct allocation to units of local government based on population and local 

crime statistics. The 2011 allocation for Wakulla County is $5,992. The grant deadline is November 23, 

2011. 

Analysis: 

The WCSO is requesting approval to apply for the Edward Byrne Memorial Justice Assistance Grant. If 

awarded, the grant funds will be used to purchase mobile radios. The Federal Communications 

Commission (FCC) has mandated that all public safety licenses using 25 kHz radio systems migrate to 

narrowband 12.5 kHz channels by January 1, 2013. Using narrowband channels will ensure that 

agencies take advantage of more efficient technology and, by reducing channel width, will allow 

additional channels to exist within the same spectrum space. Agencies that do not meet the deadline face 

the loss of communication capabilities. Each officer must have the necessary equipment to communicate 

with the dispatch unit so that he or she can respond to any emergency call in the quickest time possible. 

It is also important for the officer to be able to contact fellow officers in the event a problem arises or 

escalates, and he or she needs assistance. This allows the officer to complete his or her shift with the 

equipment needed to ensure the safety of all those concerned. 


None.

Agenda Request: Request Board Approval to Submit the 2011 Edward Byrne Memorial Justice 

Assistance Grant (JAG) - Florida JAG Direct 


Page 2 

Options: 

1. Approve the WCSO to submit the 2011 Edward Byrne Memorial Justice Assistance Grant (JAG) 

to purchase mobile radios. 

2. Do Not Approve the WCSO to submit the 2011 Edward Byrne Memorial Justice 

Assistance Grant (JAG) to purchase mobile radios. 



Option #1 

Attachments: 

1. Edward Byrne Memorial Justice Assistance Grant Information





To: 

From: 

Subject: 



Timothy Barden, Assistant County Administrator 

Debbie DuBose, HR & Purchasing Coordinator 

Request Board Approval of the Wakulla County Equal Employment 

Opportunity Plan 2011-2013 


This agenda item requests Board approval of the Wakulla County Equal Employment Opportunity 

Plan 20011-2013 (Attachment #1). The County must have a current plan on file with the Federal 

Government in order to qualify for federal funding and grant opportunities. 

Background: 

Title VII of the Civil Rights Act of 1964 and the Americans with Disabilities Act (ADA) cover all 

private employers, state and local governments, and education institutions that employ 15 or more 

individuals. These laws also cover private and public employment agencies, labor organizations and 

joint labor management committees controlling apprenticeship and training. Congress enacted Title 

VII in order to improve the economic and social conditions of minorities and women by providing 

equality of opportunity in the workplace. The Department of Labor’s regulations prohibit 

discrimination in employment practices such as recruitment, rates of pay, upgrading, layoff, 

promotion, and selection for training. Employers may not make distinctions based on race, color, 

religion, sex or national origin in recruitment or advertising efforts, employment opportunities, 

wages, hours, job classifications, seniority, retirement ages or job fringe benefits such as employer 

contributions to company pension or insurance plans. 

The Wakulla County Equal Employment Opportunity Plan (EEOP) is updated and adopted by the 

Board every two years. The current plan expired in the spring and is overdue for renewal due to staff 

workload. Corrective measures are now being put in place to ensure this type of scenario does not 

reoccur. The required employment statistics have been gathered from all Constitutional Offices as 

well as offices that fall under the BoCC to help complete this report. 

Analysis: 

The purpose of the EEOP is to present the Board’s commitment that each employee (or job 

applicant) will have an equal opportunity with regard to recruitment, appointment, training, 

promotion, compensation, retention, discipline, separation and other employment practices without 

regard to race, color, national origin, sex, religion, age, marital status or disability. 

Since this plan has been out of place since the end of March and it is a requirement for new grant

Request Board Approval of the Wakulla County Equal Employment Opportunity Plan 2011- 

2013 


Page 2 

applications as well as existing grants staff recommends approval. 


None. 

Options: 

1. Adopt the Wakulla County Equal Employment Opportunity Plan for 2011-2013. 

2. Do not adopt the Wakulla County Equal Employment Opportunity Plan for 2011-2013 



Option #1. 


1. Equal Employment Opportunity Plan 2011-2013.


Wakulla County Board of County Commissioners 

Post Office Box 1263 

Crawfordville, Florida 32326 

EEO Coordinator: Deborah DuBose 850.926.9500 

The Wakulla County Equal Employment Opportunity Plan was adopted at the 

regularly scheduled meeting of the Board of County Commissioners, July 21, 2009. 

Effective date and duration of the EEOP: Effective March 1, 2011 thru March 31, 

2013. 

Policy Statement: 

It is the policy of Wakulla County to ensure each employee (or applicant) an equal 

opportunity in its practices relating to recruitment, appointment, training, 

promotion, compensation, retention, discipline, separation and other employment 

practices. Applicants for employment are afforded equal protection against 

discrimination as afforded Wakulla County employees. Both objective and 

subjective principles are used without regard to a person's race, color, national 

origin, sex, religion, age, marital status, or disability. 

____________________ 

____________________ 

J. David Edwards E. Alan Brock, Chairman 

County Administrator 

Wakulla Board of County 

Commissioners 

Office of Management and 

Budget 

Post Office Box 309 

Crawfordville, FL 32326 

(850) 926-9500 

(850) 926-9006 FAX

WAKULLA COUNTY BOARD OF COUNTY 

COMMISSIONERS 

AFFIRMATIVE ACTION PLAN 

(Equal Opportunity Plan) 

Data Year: March 2011-2013 

Plan Year: March 2011-2013 

J. David Edwards, County Administrator 

Deborah DuBose, EEO Coordinator 

Prepared by: 

Deborah DuBose, OMB Coordinator 

Virginia Dekle, OMB Analyst

TABLE OF CONTENTS 

I. Equal Employment Opportunity Policy Statement…………………..4 

II. 

III. 

IV. 

Anti-Harassment Policy………………………………………………..5 

Dissemination of Policy………………………………………………...6 

Responsibility for Administration…………………………………….6-7 

V. Personnel Program Components……………………………………..8-10 

A. Recruitment, Examination and Selection 

B. Promotions 

C. Classification and Pay 

D. Upward Mobility, Training and Career Development 

E. Employee Benefits and Work Environment 

VI. 

VII. 

Equal Opportunity Committee……………………………………….11 

Complaints of Discrimination…………………………………………11 

VIII. Reporting and Monitoring…………………………………………….12 

IX. 

Goals and Timetables………………………………………………….13-14 

A. Workforce Analysis 

B. Wakulla County Departmental Labor Statistics 

C. Wakulla County Community Labor Statistics 

D. Utilization/Underutilization Statistics 

E. Analysis 

2

ORGANIZATIONAL PROFILE 

MALES 

FEMALES 

Organizational 

Level 

Board of Co. 

Comm. 

Clerk of the 

Court 

Supervisor 

Of Elections 

TOTAL 

EMP. 

White 

African 

American 

(Black) 

Hispanic/ 

Latino 

Asian 

Pacific 

Islander 

AI/ 

AN 

TOTAL 

Males 

White Black 

Hispanic/ 

Latino 

Asian/ 

Pacific- 

Islander 

AI/ 

AN 

TOTAL 

Females 

136 71 4 2 77 50 9 59 

24 4 4 18 1 1 20 

4 1 1 2 1 3 

Tax Collector 10 1 1 9 0 9 

Sheriff 160 93 4 2 2 2 103 50 5 2 57 

Property 

Appraiser 

15 7 1 8 5 2 7 

TOTAL 349 177 9 4 2 2 194 134 18 3 155 

3

WAKULLA COUNTY 

EQUAL OPPPORTUNITY POLICY STATEMENT 

Wakulla County hereby affirms our commitment to equal employment opportunity for all employees 

and applicants without regard to an individual’s race, color, sex, religion, national origin, age, 

disability or marital status. 

Equal protection against discrimination will be afforded to all in recruitment, hiring, and promotion at 

all job levels within county government. Other personnel matters (such as compensation, benefits, 

transfers, retention, discipline, department-sponsored training, education and social and recreational 

programs) will also be administered in accordance with equal employment opportunity requirements. 

Employment practices will be administered in a nondiscriminatory manner for any qualified employee 

or applicant with a disability that can, with or without a reasonable accommodation, perform the 

essential functions of the job. Requests for accommodation may be made through the appropriate 

servicing personnel office or by contacting the ADA Coordinator, Office of Human Resources, 

Wakulla County Board of County Commissioners, 3093 Crawfordville Highway, Crawfordville, FL 

32327. 

Because the county is committed to equal employment opportunity, any form of employment 

discrimination, including retaliation, is strictly prohibited. No employee may be subjected to 

retaliation as a result of filing a complaint, testifying, assisting, or participating in an investigation, 

proceeding, or hearing with regard to discrimination, or otherwise opposing any unlawful 

discriminatory practice prohibited by the department’s policy and related state and federal laws. 

It is Wakulla County policy that each employee shall be allowed to work in an environment free from 

any form of discrimination, including sexual harassment, which is a form of sex discrimination under 

Title of the 1964 Civil Rights Act. 

Complaints should be filed with the County Administrator or the Board of County Commission Office 

within 180 days of the alleged action. Complaint may also be filed with United States Justice 

Department, U.S. Attorneys Office, 315 S. Calhoun, Tallahassee, FL 32301, The Florida Commission 

on Human Relations, 325 John Knox Rd., Bldg. F., Suite 20, Tallahassee, Fl 32303-4149 or the U.S. 

Equal Employment Opportunity Commission. 

It is the policy of Wakulla County to take affirmative steps to eliminate actual or potential 

discrimination, by providing opportunities in all areas of employment to ensure a workforce 

representative of the available labor market. 

4

II. ANTI-HARRASSMENT POLICY 

The County reaffirms our commitment to maintaining a work environment that is free of 

discrimination. In keeping with this commitment, we will not tolerate harassment by anyone, 

including any manager/supervisor, employee, vendor, or others engaged in business with the County. 

Harassment is unwelcome conduct based on an individual’s race, color, sex, national origin, religion, 

disability, age or marital status. Harassment becomes unlawful where it: (1) adversely affects tangible 

job benefits or other employment opportunities; (2) involves repeated actions, comments, or objects 

that unreasonably interfere with an individuals work performance; or (3) creates an intimidating, 

hostile or offensive work environment. Examples of harassment include, but are not limited to, the use 

of epithets or name calling, derogatory language, slurs, offensive jokes, and other forms of hazing 

motivated by an individual’s race, sex, religion, color, national origin, disability, age or marital status. 

Sexual harassment is a form of discrimination based upon a person’s gender. It is defined as 

unwelcome sexual advances, requests for sexual favors, and other verbal, physical or visual conduct of 

a sexual nature when: (1) submission to the conduct is an explicit or implicit term or condition of 

employment, (2) submission to or rejection of the conduct is used as a basis for an employment 

decision, or (3) the conduct has the purpose or effect of unreasonably interfering with an individual’s 

work performance or of creating an intimidating, hostile or offensive work environment. 

Sexual harassment includes, but is not limited to, unwelcome requests for demands for sexual favors 

or unwelcome sexual advances; inappropriate nonconsensual touching of another person’s body, 

including but not limited to kissing, pinching, groping, or fondling; repeated requests for dates or 

invitations to social events; use of sexually degrading words to describe an individual; jokes of a 

sexual nature; sexually explicit or suggestive objects; and use of inappropriate gestures or body 

language of a sexual nature. 

The County forbids retaliation against anyone who has reported harassment, whether it relates to the 

harassment against the individual raising the concern or against another individual. Retaliation is also 

prohibited against anyone cooperating in an investigation. 

It is the County’s policy to investigate complaints of discrimination thoroughly and promptly. To the 

extent allowed by law, the County will keep complaints confidential. If an investigation confirms that 

harassment has occurred, the County will take corrective action. Such action may include discipline 

up to and including dismissal. (Note: Any person who has harassed another or retaliated against 

another may also be subject to civil or criminal liability under state or federal law.) 

An employee or applicant who believes she or he has been subjected to harassment has the right 

to file a complaint. Complaints may be filed with the County’s Human Resource Office located 

at 3093 Crawfordville Highway, Crawfordville, FL 32327; phone number (850) 926.9500; or 

through the Florida Commission of Human Relations or the U.S. Equal Employment Opportunity 

Commission. 

__________________________ 

____________________________ 

Chairman, Board of County Commissioners 

EEO Office 

__________________________ 

Date 

5 

____________________________ 

Date

III. DISSEMINATION OF POLICY 

1. The basic and authoritative state of the Board of County Commissioners EEO Policy is 

referenced in the policy statement. Copies of the EEO Plan will be distributed to each new 

employee at the time of their orientation. The Plan will be included with the issuance of their 

employee handbook. Additional copies of the Plan will be available to applicants and the 

public at the Board of County Commissioners Office. 

2. The Board of County Commissioners will continue to express its policy through internal 

communication, media, management and supervisory staff meetings, union agreements 

(when applicable), and through employee orientation programs. 

3. The Board of County Commissioners has and will continue to reaffirm EEO policies 

periodically both verbally and in writing to our recruiting sources. This will be done in 

normal contacts with Job Services of Florida, technical schools, secondary schools and other 

recruitment sources. 

4. The Board of County Commissioners will continue to regularly reaffirm its policy to 

minority agencies, organizations and other groups. This will be done in writing with 

appropriate records maintained. 

5. The Board of County Commissioners will insure that the appropriate EEO clause is 

contained in all applicable purchase orders, leases, and subcontracts in accordance with EEO 

11246, as amended. 

IV. 

RESPONSIBILITY FOR ADMINSTRATION – OVERALL RESPONSIBILITY 

1. The Board of County Commissioners will have overall responsibility of the EEO and the 

implementation and administration of the EEO and Affirmative Action Program. The duties 

of this official will consist of organizing, directing, and controlling these problems through 

the designated Equal Opportunity Coordinator. 

2. The Board of County Commissioners will appoint an EEO Coordinator who will report to the 

County Administrator. Duties shall include, but not be limited to the following: 

A. Develop and implement policy statements, EEO Program, internal and external 

communications. 

B. Recommend human resource policy and procedure changes to the County 

Administrator which relates to the EEO Program. 

C. Assist in the identification of problem areas and assist in arriving at solutions to 

problems. 

D. Design and implement audits and reporting systems that will: 

6

1. Gather statistical information. 

2. Indicate needs for remedial action. 

3. Determine the degree to which the County’s goals and objectives are being 

attained. 

E. Insure that recruitment efforts include minority and women organizations, veteran 

groups, social services agencies, educational institutions, vocational rehabilitation 

agencies, and others to assure that employment opportunities information is widely 

disseminated to all segments of the population. 

F. Analyze class specifications, examination procedures (when appropriate) and other 

aspects of the recruitment, examination and employment and process to assure that 

artificial barriers to employment and/or promotion are eliminated. 

G. Recommend, where appropriate and consistent with economy and efficiency in 

providing county services, trainee classifications and job restructuring for the 

development of job classes that offer employment at all levels in the total range of 

skill possessed by employees and prospective employees. 

H. Provide career counseling to employees and supervisors on promotional opportunities 

and encourage minority and women employees’ participation in the promotion 

process. 

I. Serve as liaison between the County and enforcement agencies, minority 

organizations and community action groups. 

J. Keep management informed of the latest laws, rules or executive orders in the equal 

opportunity area. 

K. Conduct periodic studies of hiring and promotion practices to remove impediments to 

the attainment of goals and objectives. 

L. Conduct discussions with the Board of County Commissioners, Department 

Directors, Supervisors, and employees to be certain that the County’s policies are 

being followed. 

M. Review the qualifications of employees to insure minorities and females are getting 

full opportunities for transfer and promotion. 

N. Conduct periodic visits to insure that each locations in compliance with all 

appropriate EEO laws, regulations and County policies. 

O. Ensure supervisory commitment to Equal Employment Opportunity. 

7

V. PERSONNEL PROGRAM COMPONENTS 

A. RECRUITMENT, EXAMINATION AND SELECTION 

1. Recruitment efforts of the County will be tailored to reach the employment disadvantaged 

as well as the general public. 

2. Solicitation of applicants for availability and anticipated jobs will be actively pursued 

among all segments of the labor force for all job levels. Liaison between community 

groups, agencies and councils representing the under-employed groups will be developed 

and maintained by the EEO Coordinator. 

3. All applications will assure that all pre-employment information is job related and nondiscriminatory. 

Information which is not job related but necessary for tax, social 

security, pension and other benefit program records (such as date of birth, marital status, 

dependants, etc.) will be obtained only after employment. 

a. An Equal Opportunity Survey is included with each application. Information relating to 

sex, age, race and disability is requested on a voluntary basis. The survey is anonymous 

and the applicant may fill out any portion of the survey they wish or leave it blank. The 

data is used strictly for research and reporting purposes only, and will not be used in any 

way as part of the hiring decision. 

4. Individual applications, when completed will be given a numerical code to indicate racial 

or ethnic group (1-white, 2-black, 3-hispanic, etc.). This information will be used in the 

Personnel Function and/or by the EEO coordinator for EEO purposes ONLY. Minority, 

female and disabled applicants can be identified and referred for interviews, particularly 

in job classifications where these groups are under-represented. 

5. Department Heads and/or Division Directors will notify the Human Resource Officer by 

memorandum to request a replacement when a vacancy occurs. Notices of these 

vacancies will be posted on bulletin boards. 

6. The County will continually work towards the dissemination of notices for all job 

opportunities within the community. Job announcements shall be simple and easy to 

read. All job notices and announcements shall carry the designation “An Equal 

Opportunity Employer”, and/or “EEO/AA”. 

7. Notices of job vacancies will regularly be advertised in local papers. When the 

appropriate recruitment area for a particular job vacancy is statewide, regional or national 

in scope, pertinent professional journals, Florida Job Service, minority organizations and 

related recruitment lists will be utilized. 

8

8. In areas where certain groups or applicants are under-represented, special effort will be 

made to recruit qualified applicants from those groups. 

9. The County’s drug testing program is properly validated and meets the criteria as 

indicated in the EEO directives. 

10. Department Directors conducting interviews of job applicants will ask only questions 

relating to the individuals knowledge, skill and ability to perform the job in question. 

Departments will be required to maintain brief written records of each candidate 

interviewed, the candidate’s qualifications, and reasons for hiring or not hiring the 

particular individuals to insure that the selection process was based on job related criteria. 

The applications of candidates who were not hired will be returned to the file and can be 

considered for future vacancies based on the4 rules established for the retention of such 

records. 

B. PROMOTIONS 

1. All employees will be encouraged to apply for vacancies which occur when it is felt that 

the employee will at that time or in the future, benefit from a promotion opportunity. 

2. The County will make every effort to insure that all employees are made aware and that 

they are eligible for promotional opportunity based on the basis of individual 

qualifications regardless of race, color, religion, sex, national origin, age or disability. 

3. A system will be utilized to distribute educational material throughout the various county 

departments to advise employees of available training programs in the area to better 

prepare them for promotional opportunities. 

C. CLASSIFICATION AND PAY 

1. The Position Classification System of the county will group positions having similar 

duties and responsibilities; knowledge, abilities, skills, training and education and ranges 

of pay. The plan shall keep current throughout the year. 

2. Position descriptions and qualification standards will be reviewed annually to assure that 

such classifications and standards are current, accurate and job related. 

3. Minimum qualifications and requirements will call only for the minimum level of 

education, training, and/or experience or combination thereof to perform the job 

successfully. 

4. Career ladders shall be established where practical, that will permit movement from 

lower level job classes to higher level job classes. 

5. Equal pay for equal work will be provided for positions requiring equal levels of work. 

9

D. UPWARD MOBILITY, TRAINING AND CAREER DEVELOPMENT 

1. The job classification structure will be designed to allow persons who begin their 

employment at the entry level to work to higher vacant positions after successful 

performance in initial assignments when vacancies occur. 

2. Every effort will be made to eliminate “dead-end” positions which have little or no 

promotional potential by combining lower level routine duties with jobs recruiting greater 

skills where economically possible. Reassignments into other job series with greater 

opportunities for promotion will also be encouraged. 

3. Clerical employees with potential for greater responsibility will be encouraged to apply 

for technical and professional positions. 

4. On-the-job training opportunities will be provided when ever possible for the 

unemployed. 

5. When a practical need is evident, the county will establish a supervisory training program 

concerning sensitivity to workplace diversity, human relations and the employment of the 

disadvantaged. 

6. Tuition reimbursement programs will be available to employees, regardless of the level 

of positions, when the funds are available for such programs. 

7. The County will utilize a formal Employee Evaluation Program based on objective 

measurable factors. 

8. The Human Resource Coordinator/EEO Coordinator will conduct a study of the 

workforce to pinpoint the under-utilization of workers and will encourage employees in 

dead-end jobs to qualify for better jobs. 

E. EMPLOYEE BENEFITS AND WORK ENVIRONMENT 

1. The Board of County Commissioners and/or EEO Coordinator will assure that all 

benefits and conditions of employment are available to all county employees regardless 

of sex or status as a principal wage earner. 

2. All physical facilities, job placement and work duties shall be assigned on a nondiscriminatory 

basis. 

10

3. All work assignments shall be distributed equally among the members of a work crew 

and not assigned on a basis that would be discriminatory unless prohibited by union 

contracts. 

VI. 

EQUAL OPPORTUNITY COMMITTEE 

1. An EEO Committee will be composed of the EEO Coordinator as a permanent 

chairperson, one member representing employees selected because of his or her 

demonstrated interest in problems of minority employees and the third member chosen to 

represent management. 

2. The EEO Committee will assist in monitoring statistical data on applicants, new hires, 

transfers, promotions and terminations, etc. 

3. It shall be the duty of the EEO Committee to hear employees’ complaints of 

discrimination and recommend the necessary action to the County Administrator. 

VII. 

COMPLAINTS OF DISCRIMINATION 

1. Any applicant who feels that he or she has been discriminated against based on non-merit 

factors may direct their complaint to the EEO Coordinator or the County Administrator. 

2. Any employee who feels that he or she has been discriminated against should first talk 

with their direct supervisor within three (3) days. 

3. The next step is to discuss this with the Division Head or Supervisor and if a satisfactory 

answer is not received, the complaint will be discussed with the department Director 

within five (5) days. 

4. If no solution has been reached by this time, the employee may contact the EEO 

Coordinator. 

5. The EEO Coordinator will ask the employee to complete a complaint form stating the 

nature of the alleged discrimination and shall review the complaint as necessary. 

6. The EEO Coordinator shall attempt to resolve the complaint within thirty (30) calendar 

days and shall notify the employee of the decision. 

7. If the employee is not satisfied by the decision of the EEO Coordinator, a hearing will be 

set before the EEO Committee within twenty (20) working days after notification of the 

decision by the EEO Coordinator. 

8. After the hearing, the EEO Coordinator will make a written recommendation to the 

County Administrator. 

11

9. The County Administrator shall review the findings and recommendations of the EEO 

Committee and may seek additional facts and information concerning the alleged 

complaint. 

10. Within a reasonable period of time the County Administrator shall accept or modify the 

recommendations of the EEO Committee with appropriate notice in writing to the 

applicant or employee. 

11. All complaints, evidence gathered and disposition of such complaint will be in written 

form and retained in the office of the Human Resource Director. 

12. No disciplinary or retaliatory action will be taken against any employee who files a 

complaint and follows the above process. 

13. An employee also has a legal right to file the complaint with the U.S. Equal Opportunity 

Commission (EEOC). 

VIII. 

REPORTING AND MONITORING SYSTEM 

1. EEO data is obtained from applications submitted to the Human Resource Office. 

This information will be used by the Human Resource Office to identify minority and 

female candidates, particularly for jobs in which these groups are under-represented 

or under-utilized. 

2. Quarterly information will be compiled on the number of applicants by race, sex, 

disability, if any, and position under consideration. 

3. Semi-Annually the EEO Coordinator will compile and summarize a report of all 

personnel actions (hiring, promotions, training, discharge, resignation, etc.) by race, 

ethnic group, sex, disability, if any, and job classification. This semi-annual status 

report will be submitted to the Board of County Commissioners. 

4. The semi-annual report will contain a section for each department of the county 

government. The number of new hires, promotions, etc. will be compared to the 

department’s present composition to determine whether progress is being made 

toward the established goal of parity. If this goal is not being met, an attempt will be 

made to meet the under-utilization in the future. 

5. Departments may be required to explain to the County Administrator any problems 

encountered. The EEO Coordinator will assist the departments in resolving these 

problems. 

6. Once each year, at the time that the EEO-4 reports are due, a cumulative report on the 

year’s EEO progress will be made by the EEO Coordinator and presented to the 

Board of County Commissioners. 

12

IX. 

GOALS AND TIMETABLES 

Wakulla County’s long term goals in this Equal Opportunity Plan will be to achieve employment 

percentages equal to those of the available workforce. Achieving this goal will take a conscious effort 

to recruit employees from gender and race classes which are under-represented. Because the County 

has several different departments and/or divisions, it will take time to accumulate data and determine 

which groups are under-represented. The County expects to reach a level near parity within the next 

five to seven years. 

Short term goals will be set based on the immediate and expected needs of the county on a bi-annual 

basis. The first step will be to determine under-utilization at the department level. Next, each 

department will project vacancies due to expected turnover, retirements and positions lost as well as 

additional new positions due to newly authorized positions. In addition to regular recruiting, extra 

efforts will be made to recruit minorities and women. Once under-utilization and vacancies are 

known, data from the semi-annual reports, mentioned in section VII (4) of the EEO Plan, will be used 

to assess how the County is progressing toward its long term goal of parity. 

The following are the strategies the County will use to reach parity employment: 

1. Determine current and projected vacancies in each department of the County. 

Actively recruit for these positions with special attention given to recruiting minorities and 

females. 

2. Review promotion and transfer policies to ensure that minorities and women are considered 

for all vacancies for which they are qualified. 

3. Actively participate in “Career Days” at all local schools and actively recruit qualified 

minority and female applicants. 

4. In addition to attending local “Career Days”, make special efforts to attend “Career Days” at 

schools which are predominantly attended by minorities. 

5. Advertise vacancies in publications generally read by minorities and/or women. 

6. Assure that assistance is available to all employees, including minorities and women, to gain 

certification and advanced career training. 

13

WORKFORCE ANALYSIS 

The total population of Wakulla County according to 2010 Census is 30,776 and the current 

unemployment rate as of August 2011 is 82%. However, for purposes of this report the data listed 

below is based on the 2000 Census as the U. S. Census Bureau has not yet published the statistical 

information gathered from the 2010 Census. Total Population of Wakulla County in 2000 was 22,863. 

Females total 11,027 which equal 47.36% of the total population. Minorities, 3,622 people, make up 

to 15.84% of the population. There are 1,565 minority females, which is 14.19% of all females. 

Per 2000 U. S. Census, the civilian labor force of Wakulla County totals approximately 11,029. The 

unemployment rate for the county is 3.6%; 89.3% of the labor force is white, 7.8% of the labor force is 

black, 47.1% of the labor force is female and 12.10% is a minority. 

CURRENT WORKFORCE ANALYSIS 

The statistics in this section are current as of June 2011: The County’s labor force totals 349 

employees. 56% of the workforce is male, (91% of the males are white, and 4.6% are black). 44.4% 

of the workforce is female (86.5% of the female workforce is white, 11.6% is black). Only a minute 

percentage of the workforce is comprised of Hispanic, Asian/Pacific Islander, or American Indian 

races. 

UTILIZATION ANALYSIS 

The available labor force is 11,029. The percentage of female labor force to male is 56%. The 

officials/administrators job group is underutilized in the hispanic male as well as white female 

category. Professionals are underutilized in the white female category. In the technician category, 

white males appear to be the most utilized leaving the white female category underutilized. Protective 

Services are underutilized in the white male and female categories. The job category of 

paraprofessional is underutilized in the black male category. Office/clerical is underutilized in all 

categories except the white, black and hispanic female categories. Skilled craft is underutilized in all 

categories except the white female category. The category of service/maintenance is underutilized in 

all categories except white male and the black female category. 

GOALS AND STRENGTHS 

Wakulla County has addressed and improved it’s utilization of most of the categories. In the majority 

of the categories white females are the most underutilized. The skilled craft and paraprofessional 

groups are not highly available positions in Wakulla County. The County will actively take this report 

into consideration when using the steps in Section VIII of the EEO plan. It will be important for each 

division to make sure there are no barriers to hiring or promotion opportunities for any of the 

categories that are underutilized. The County is committee to Equal Employment for all through the 

use of the EEO Coordinator and the mechanisms which will be placed into effect the current 

underutilizations can be monitored and corrected. 

14





To: 

From: 

Subject: 



Scott Joyner, Interim Library Director 

Request Board Approval to Fund New Computers/Monitors from 

the Friends of Library Budget Rather Than Impact Fees 


This agenda item requests Board approval for the Wakulla County Public Library (WCPL) to pay for 

12 new computers and monitors out of the Library’s Friends of the Library Budget rather than 

Library Impact Fees. 

Background: 

At the October 3, 2011 meeting, the Board granted permission to the Library to go ahead with the 

purchase of 12 new computers and monitors with payment coming out of the Library’s Impact Fee 

budget. Upon further discussion, the Library would like to pay for the computers out of its Friends 

of the Library budget. This would be a great public relations achievement for the Friends of the 

Library and can be used in fundraising as showing all what the Friends of the Library do for WCPL. 

Analysis: 

The Library purchased 12 new computers and monitors and is requesting approval to fund them out 

of the Friends of the Library Budget. The total cost of the computers was $9,983.40 and total cost of 

the monitors was $2,278.77. As the 2 invoices were dated after October 1, the funds will go on the 

new fiscal year and will aid in the Local spending component of the Library’s State Aid to Library 

funding for FY2013-2014. This will also keep the Library’s Impact Fee balance at $71,832 (as of 

9/30/11) which will be used to finish the Library’s expansion beginning in early 2012. 


Upon the Board’s approval the funds for the purchase of the Dell Computers ($9,983.40) and 

monitors from CDW-G ($2278.77) will be paid for from the Friends of the Library-Office Supplies 

budget (001-1800-01-571-5510) after a budget amendment shifting the funds from Friends of the 

Library-Books/Materials budget (001-1800-01-571-5660). 

Options: 

1. Approve the payment of $9,983.40 to Dell Computers and $2,278.77 to CDW-G for the 12 

new computers and monitors from the Friends of the Library Budget.

Agenda Request: Request Board Approval to Fund New Computers/Monitors from the Friends 

of Library Budget Rather Than Impact Fees 


Page 2 

2. Do Not Approve the payment of $9,983.40 to Dell Computers and $2,278.77 to CDW-G for 

the 12 new computers and monitors from the Friends of the Library Budget. 



Option #1 


1. Dell Invoice for 12 desktop computers 

2. CDW-G Invoice for 12 monitors





To: 

From: 



Timothy Barden, Assistant County Administrator 

William Wright, OMB Analyst 

Subject: Request Board Approval of a Resolution and Budget Amendment to Accept E-911 

State Grant Funds 


This agenda item requests Board approval of a Resolution (Attachment #1) and Budget Amendment 

(Attachment #2) to accept grant funds for the FY2011-12 E-911 Wakulla County Sheriff’s Office 

Budget. 

Background: 

On September 19, 2011, the Board approved the Wakulla County Sheriff’s Office to apply for four 

State E911 Rural County Grants for the Wakulla County’s E911 System. 

The four grants submitted are listed as follows: 

1. 2011-2012 Maintenance Costs in the amount of $43,453.30 for Wakulla County’s E911 

System. 

2. Upgrade the End-of-Life Software Version of the Positron VIPER E911 System in the 

amount of $177,583.06. 

3. Replace the current Critical Failure recording equipment in the amount of $28,021.34 for 

Wakulla County’s E911 System. 

4. Replace manufacturer discontinued Spectracom Netclock in the amount of 7,330.92 for 

Time Synchronization of the Wakulla County E911 System. 

Analysis: 

The County has been awarded the following E-911 Rural County Grant Program funds listed 

below: 

1. $24,864.36 – E-911 System Maintenance 

2. $177,583.06 – Primary E-911 System Upgrade 

3. $21,016.34 – Logging Recorder Replacement (Award reduced $0.33 for calculation 

correction) 

4. $6,332.76 – NetClock Replacement 

In order to accept the State Grant funds the proposed resolution and budget amendment is required to

Request Board Approval of a Resolution and Budget Amendment to Accept E-911 State Grant 

Funds 


Page 2 

be approved by the Board of County Commissioners. 


The total grant funds awarded is $229,796.19 and will increase the FY2011-12 Budget. There was 

no match required. It should also be noted that $25,000 for the E-911 System Maintenance was 

anticipated and included within the FY2011-12 Final BOCC Budget and will not be included with 

the proposed resolution and budget amendment. 

Options: 

1. Approve the proposed Resolution and Budget Amendment Accepting State Grant Funds in the 

amount of $229,796.19 for the WCSO E911 System. 

2. Do Not Approve the proposed Resolution and Budget Amendment Accepting State Grant Funds in 

the amount of $229,796.19 for the WCSO E911 System. 



Option # 1 

Attachments: 

1. Resolution 

2. Budget Amendment


RESOLUTION #___________ 

WHEREAS, The Board of County Commissioners of Wakulla County, Florida has received funds 

from sources not anticipated in its budget for 2010 and 

WHEREAS, those funds hereinafter described were received for a particular purpose; and 

WHEREAS, Chapter 129.06, Florida Statutes, provides that the Budget Officer at any time within a 

fiscal year may amend a budget for that year when there is a receipt of funds from a source not 

anticipated in the budget and for a particular purpose, and expend it for a particular purpose; and 

WHEREAS, there is provision for such receipts and appropriations to be added to the budget of the 

proper fund: 

NOW, THEREFORE, The Board of County Commissioners does RESOLVE that the following 

described funds be appropriated and expended for the purpose indicated: 

Revenue: $177,583 – Primary E-911 System Upgrade – 190-DMS-03.0600-02.334200 

Expense: $177,583 – Primary E-911 System Upgrade – 190-DMS-03.0600-02.525.5340 

Revenue: $21,016 – Logging Recorder Replacement – 190-DMS-04.0600-02.334200 

Expense: $21,016 – Logging Recorder Replacement – 190-DMS-04.0600-02.525.5340 

Revenue: $6,333 – NetClock Replacement – 190-DMS-05.0600-02.334200 

Expense: $6,333 – NetClock Replacement – 190-DMS-05.0600-02.525.5340 

Authorized and directed to add said receipts and appropriations to the budget of the proper fund. 

PASSED AND ADOPTED, on this the ______ day of __________________, 2011 

_________________________________ 

Mike Stewart, Chairman 

Wakulla County, Florida 

For the 2011-2012 Budget Year 

ATTEST: 

______________________________ 


APPROVED AS TO FORM ONLY: 

_______________________________ 

Heather Encinosa, Esquire 

County Attorney



Budget Amendment Form 

Date: 

Department: 

11/18/2011 

OMB 

Budget Amendment: 

E-911 Block Grant 

G/L Account Number 

Budget Balance Calculations 

Fund 

Department 

Expense 

Group 

Object 

Code Description Beginning Budget Increase/Decrease Ending Budget % Change in Budget 

190-DMS-03 0600-02 525 5340 Contracted Services 0.00 177,583.00 177,583.00 0% 



190-DMS-03 0600-02 525 334200 State Grant - Public Safety 0.00 177,583.00 177,583.00 0% 



0.00 0% 

0.00 0% 

0.00 0% 

0.00 0% 

0.00 0% 

0.00 0% 

0.00 409,864.00 409,864.00 0% 

Justification: Provide revevnue and expense account codes for E-911 Block Grant 

Date of BOCC Action: 

11/21/2011 

Department Authorization: 

Date: 

OMB Authorization: 

Date: 

County Administrator Authorization: 

Date: 

Prepared by: 

William Wright 

H:\Agenda\2011 - Agenda\November 2011\Nov. 21, 2011\Agenda Request\Tab 10 Att.2.xls, Budget Amendment Date Printed 11/18/2011





To: 

From: 

Subject: 



Melissa Corbett, Planner II 

Sonora Walker, Meridian Community Services Group/Housing Administrator 

Request Board Approval of the Wakulla County Housing Authority’s 

Administrative Plan for the Housing Choice Voucher Program 


This agenda item requests the Board to approve the Wakulla County Housing Authority’s Administrative 

Plan for the Housing Choice Voucher Program. 

Background: 

The purpose of this Administrative Plan is to describe the policies for which Wakulla County 

Housing (WCHA) has discretion in the operation of its Section 8 Housing Choice Voucher 

(hereafter referred to as voucher or HCV Program) Program. While the program is operated in strict 

accordance with Federal regulations, the plan is not intended to restate HUD-mandated policies and 

procedures. To the extent that anything in this plan contradicts Federal law or regulations currently 

existing or hereafter amended from time to time, the Federal law or regulation shall take precedence. 

The goal of the plan is to provide an overview of Wakulla County Housing’s policies. Wakulla 

County Housing does not discriminate on the basis of race, color, religion, sex, sexual orientation, 

national origin, ancestry, age, physical or mental disability, or familial status in the admission to its 

programs and/or activities. WCHA will provide appropriate communication auxiliary aids and 

services upon sufficient notice. WCHA will also provide this document in alternative formats upon 

sufficient notice. 

The overall plan for the Housing Choice Voucher Program (HCVP) is designed to achieve five 

major objectives: 

1. To provide improved living conditions for very-low-income families while 

maintaining their rent payments at an affordable level; 

2. To promote freedom of housing choice and spatial deconcentration of very-lowincome 

and minority families; 

3. To provide decent, safe and sanitary housing for eligible participants;

Agenda Request: Request Board Approval of the Wakulla County Housing Authority’s 

Administrative Plan for the Housing Choice Voucher Program 


Page 2 

4. To provide an incentive to private property owners to rent to very-low-income 

families by offering timely assistance payments; and 

5. To provide guidance in the administration of the HCVP in compliance with HUD 

requirements, including maintaining well-organized and comprehensive records 

and facilitating HUD’s monitoring and review of WCHA ’s operation. 

The purpose of the Administrative Plan is to establish policies for carrying out the local HCVP in 

a manner, which is consistent with HUD requirements, however are not a mere restatement of 

HUD-mandated policies and procedures. The Administrative Plan covers both admission and 

continued participation in HCVPs. Policies are the same for all HCVPs, unless otherwise noted. 

Changes to the Plan are approved by the Wakulla County Board of County Commissioners. 

WCHA is responsible for complying with all subsequent changes in HUD regulations pertaining to 

these HCVPs. If such changes conflict with this Plan, HUD regulations will have precedence. 

Analysis: 

The Wakulla County Housing Authority administers the Housing Choice Voucher Program to serve 

very low to low income households to obtain rental subsidy throughout the County. The program 

utilizes funding from the U.S. Department of Housing and Urban Development and is operated in 

accordance with Federal laws and regulations. The goal of this plan is to provide a clear identifiable 

source by which participants and other members of the general public may have access to the 

Wakulla County Housing Authority policies, rules and requirements concerning the operation of the 

program. Wakulla County Housing Authority will work to identify housing needs, available 

financial resources and extend outreach for landlord participation. In addition, the Housing 

Authority will work towards improving the Section 8 Management Assessment Program (SEMAP) 

score to become more efficient to meet the needs of program participants with the anticipation to 

improve all indicators of the SEMAP scoring system excluding Family Self Sufficiency prior to 

September 30, 2012. 


None. 

Options: 

1. Approve the Wakulla County Housing Authority’s Administrative Plan for the Housing 

Choice Voucher Program. 

2. Do not approve the Wakulla County Housing Authority’s Administrative Plan for the 

Housing Choice Voucher Program. 



Option #1 

Attachments: 

1. PHA Plan

Wakulla County Housing Authority Administrative Plan for the 

Housing Choice Voucher Program 

Wakulla County Housing Authority 

ADMINISTRATIVE PLAN 

FOR THE 

HOUSING CHOICE VOUCHER 

PROGRAM



Board of Commissioners 

Approval Date 

Implementation Date 

Chapters Updated

Wakulla County Housing Authority Administrative Plan for 

the Housing Choice Voucher Program 

County of Wakulla 

BOARD OF COMMISSIONERS 

Mike Stewart 

Chairman 

District 3 

Alan Brock 

Vice Chairman 

District 1 

Randy Merritt 

District 2 

Jerry Moore 

District 4 

Lynn Artz 

District 5


Housing Choice Voucher Program



Table of Contents 

CHAPTER 1: STATEMENT OF POLICIES AND OBJECTIVE ..................................................... 1 

1.0 INTRODUCTION ................................................................................................................................................... 2 

1.1 MISSION 2 

1.2 PURPOSE OF THE PLAN .................................................................................................................................... 2 

1.3 FAIR HOUSING AND REASONABLE ACCOMMODATION POLICIES ............................................................... 3 

1.4 PRIVACY RIGHTS ................................................................................................................................................ 4 

1.5 STATEMENT OF LOCAL OBJECTIVES............................................................................................................... 4 

1.6 RULES AND REGULATIONS ............................................................................................................................... 4 

CHAPTER 2: ABOUT THE AUTHORITY .................................................................................... 5 

2.0 OVERVIEW ............................................................................................................................................................ 6 

2.1 HCV PARTNERSHIP............................................................................................................................................. 7 

2.2 ORGANIZATIONAL STRUCTURE ........................................................................................................................ 9 

2.3 LEGAL JURISDICTION .......................................................................................................................................... 9 

2.4 RECORDS RETENTION ........................................................................................................................................ 9 

2.5 IMPROVING ACCESS TO SERVICES FOR PERSON WITH LIMITED ENGLISH PROFICIENCY..................... 9 

CHAPTER 3: OUTREACH PROCEDURES .............................................................................. 11 

3.0 FAMILY OUTREACH........................................................................................................................................... 12 

3.1 OWNER OUTREACH.......................................................................................................................................... 12 

3.2 DISABILITIES ...................................................................................................................................................... 13 

CHAPTER 4: ELIGIBILITY FOR ADMISSION .......................................................................... 14 

4.0 OVERVIEW ......................................................................................................................................................... 15 

4.1 INCOME LIMITATIONS ....................................................................................................................................... 15 

4.2 FAMILY COMPOSITION ..................................................................................................................................... 15 

4.3 MANDATORY SOCIAL SECURITY NUMBERS ................................................................................................. 18 

4.4 CITIZEN/ELIGIBLE IMMIGRANT STATUS ......................................................................................................... 18 

4.5 OTHER CRITERIA FOR ADMISSION ................................................................................................................ 18 

4.6 SUITABILITY OF FAMILY ................................................................................................................................... 19 

4.7 CHANGES, WHICH OCCUR BETWEEN FINAL ELIGIBILITY DETERMINATION AND EXECUTED 

CONTRACT DATE .............................................................................................................................................. 20 

CHAPTER 5: APPLYING FOR ADMISSION............................................................................. 21 

5.0 HOW TO APPLY ................................................................................................................................................. 22 

5.1 OPENING/CLOSING OF PRE-APPLICATION WAITING LIST .......................................................................... 22 

5.2 PRE-APPLICATION PROCEDURES .................................................................................................................. 24 

5.3 NOTIFICATION OF FAMILY STATUS ................................................................................................................ 24 

5.4 COMPLETION OF FULL APPLICATION ............................................................................................................ 25 

5.5 FINAL DETERMINATION AND NOTIFICATION OF ELIGIBILITY ..................................................................... 25 

5.6 PREFERENCE DENIAL ...................................................................................................................................... 26 

CHAPTER 6: ESTABLISHING PREFERENCES AND MAINTAINING THE WAITING LIST ... 27 

6.0 APPLICATION POOL .......................................................................................................................................... 28 

6.1 WAITING LIST PREFERENCES......................................................................................................................... 28 

6.2 PREFERENCE ELIGIBILITY ............................................................................................................................... 29 

PREFERENCE CODES CHART......................................................................................................................... 30 

6.3 ORDER OF SELECTION .................................................................................................................................... 31 

6.4 REOPENING OF THE WAITING LIST FOR PREFERENCES ........................................................................... 31 

6.5 MAINTAINING THE WAITING LIST .................................................................................................................... 31 

6.6 UPDATING THE WAITING LIST ......................................................................................................................... 31 

6.7 FINALIZING APPLICANT DETERMINATION ..................................................................................................... 32 

CHAPTER 7: SUBSIDY STANDARDS FAMILY BEDROOM ALLOCATION ............................ 33 

7.0 HOUSING CHOICE VOUCHER SIZE ISSUED .................................................................................................. 34 

7.1 CHANGES IN THE HOUSING CHOICE VOUCHER SIZE ................................................................................. 35



CHAPTER 8:INCOME CONSIDERATIONS AND DETERMINATION OF TOTAL TENANT PAYMENT 

.................................................................................................................................... 37 

8.0 GENERAL POLICY ............................................................................................................................................. 38 

8.1 SPECIAL FAMILY CIRCUMSTANCES ............................................................................................................... 38 

8.2 AVERAGING INCOME ........................................................................................................................................ 42 

8.3 MINIMUM INCOME ............................................................................................................................................. 43 

8.4 TEMPORARILY ABSENT FAMILY MEMBERS’ INCOME .................................................................................. 43 

8.5 INCOME OF PERSON PERMANENTLY CONFINED TO A NURSING HOME ................................................. 43 

8.6 REGULAR CONTRIBUTIONS AND GIFTS; RECURRING CONTRIBUTIONS AND GIFTS..................................... 44 

8.7 ALIMONY AND CHILD SUPPORT...................................................................................................................... 44 

8.8 CONTRIBUTIONS TO RETIREMENT FUNDS ................................................................................................... 46 

8.9 GRANTS AND SCHOLARSHIPS ........................................................................................................................ 46 

8.10 ASSETS DISPOSAL FOR LESS THAN FAIR MARKET VALUE ........................................................................ 46 

8.11 CHILD CARE EXPENSES................................................................................................................................... 46 

8.12 MEDICAL EXPENSES ........................................................................................................................................ 47 

8.13 REDUCTION IN BENEFITS ................................................................................................................................ 47 

8.14 GENERAL ASSISTANCE.................................................................................................................................... 47 

8.15 INCOME FROM WORKING STUDENTS ............................................................................................................ 47 

8.16 MINIMUM FAMILY CONTRIBUTION TO RENT ................................................................................................. 48 

CHAPTER 9: VERIFICATION PROCEDURES ................................................................................ 49 

9.0 OVERVIEW ......................................................................................................................................................... 50 

9.1 METHODS OF VERIFICATION........................................................................................................................... 50 

9.2 RELEASE OF INFORMATION ............................................................................................................................ 52 

9.3 COMPUTER VERIFICATION .............................................................................................................................. 53 

9.4 ITEMS TO BE VERIFIED .................................................................................................................................... 53 

9.5 MINIMUM INCOME ............................................................................................................................................. 53 

9.6 ACCEPTABLE FORMS OF VERIFICATION....................................................................................................... 54 

9.7 VERIFYING FACTORS OF ELIGIBILITY ............................................................................................................ 59 

CHAPTER 10: BRIEFING OF FAMILIES AND ISSUANCE OF HOUSING CHOICE 

VOUCHERS………………………………………………...………………………………………….65 

10.0 HOUSING CHOICE VOUCHER BRIEFING ........................................................................................................ 66 

10.1 SECURITY DEPOSIT REQUIREMENTS............................................................................................................ 67 

10.2 HCV ISSUANCE .................................................................................................................................................. 68 

CHAPTER 11: PORTABILITY AND MOBILITY........................................................................... 69 

11.0 PORTABILITY ..................................................................................................................................................... 70 

11.1 MOBILITY ............................................................................................................................................................ 72 

CHAPTER 12: LOCATING SUITABLE HOUSING ...................................................................... 73 

12.0 RESPONSIBILITY FOR LOCATING HOUSING ................................................................................................. 74 

12.1 ELIGIBLE TYPES OF HOUSING ........................................................................................................................ 74 

12.2 REQUEST FOR TENANCY APPROVAL ............................................................................................................ 74 

CHAPTER 13: HOUSING QUALITY STANDARDS (HQS) INSPECTION.................................. 75 

13.0 OVERVIEW ......................................................................................................................................................... 76 

13.1 ACCEPTABILITY CRITERIA…………………………………................................................................................ 77 

13.2 HQS ENFORCEMENT…… ................................................................................................................................ 78 

13.3 CLEARING DEFICIENCIES ………….. 

.................................................................................................................. 79 

13.3 HQS FAILURE CAUSED BY FAMILY ................................................................................................................. 80 

CHAPTER 14: HOUSING CHOICE VOUCHER TENANCY APPROVAL AND HOUSING 

ASSISTANCE PAYMENT CONTRACT EXECUTION ............................................................... 81 

14.0 TENANCY APPROVAL AND CONTRACT EXECUTION PROCESS ................................................................. 82 

14.1 DOCUMENTS SUBMITTED................................................................................................................................ 83 

14.2 HOUSING CHOICE VOUCHER PAYMENT STANDARD LIMITATIONS ........................................................... 83 

14.3 RENT REASONABLENESS CERTIFICATION ................................................................................................... 83 

14.4 SEPARATE AGREEMENTS ............................................................................................................................... 83 

14.5 TENANCY APPROVAL/DISAPPROVAL............................................................................................................. 83 

14.6 HOUSING ASSISTANCE PAYMENT (HAP) CONTRACT EXECUTION ............................................................ 84 

CHAPTER 15: OWNER PAYMENT AND UTILITY ALLOWANCE ............................................. 86 

15.0 OWNER PAYMENT IN THE HCVP..................................................................................................................... 87



15.1 UTILITY ALLOWANCE........................................................................................................................................ 87 

15.2 MAKING PAYMENTS TO OWNERS .................................................................................................................. 87 

15.3 IRS “1099” STATEMENTS .................................................................................................................................. 87 

15.4 UTILITY REIMBURSEMENT PAYMENTS .......................................................................................................... 88 

CHAPTER 16: ANNUAL ACTIVITIES ............................................................................................. 89 

16.0 OVERVIEW ......................................................................................................................................................... 90 

16.1 ANNUAL REEXAMINATION/RECERTIFICATION.............................................................................................. 90 

16.2 ANNUAL HQS INSPECTION .............................................................................................................................. 91 

16.3 RENT INCREASES BY OWNER ........................................................................................................................ 93 

CHAPTER 17: INTERIM RE-CERTIFICATIONS.............................................................................. 95 

17.0 REQUIRED CHANGES TO REPORT IN WRITING............................................................................................ 96 

17.1 FORMS USED FOR RENT CHANGES .............................................................................................................. 97 

17.2 TIMELY REPORTING ......................................................................................................................................... 97 

CHAPTER 18: HOUSING QUALITY STANDARDS (HQS) COMPLAINTS .................................. 100 

18.0 OVERVIEW ....................................................................................................................................................... 101 

18.1 EMERGENCY REPAIR ITEMS ......................................................................................................................... 101 

18.2 ABATEMENT/HAP CONTRACT SUSPENSION............................................................................................... 101 

18.3 HOUSING ASSISTANCE PAYMENT CONTRACT TERMINATION ................................................................. 101 

18.4 RESPONSIBILITY OF THE FAMILY TO ALLOW INSPECTION ...................................................................... 101 

CHAPTER 19: TERMINATION AND FAMILY MOVES ................................................................. 102 

19.0 TERMINATION OF RENTAL AGREEMENT BY THE FAMILY ......................................................................... 103 

19.1 EVICTIONS ....................................................................................................................................................... 103 

19.2 HAP TERMINATION WHEN RENTAL AGREEMENT TERMINATES............................................................... 104 

19.3 TERMINATION OF CONTRACT BY WCHA...................................................................................................... 104 

19.4 UNIT TRANSFERS............................................................................................................................................ 105 

19.5 HOUSING CHOICE VOUCHER ISSUANCE DETERMINATION FOR SPLIT HOUSEHOLDS........................ 105 

19.6 REMAINING MEMBER OF THE TENANT FAMILY…………………………………………………..................... 106 

19.7 FAMILY MISREPRESENTATION...................................................................................................................... 106 

19.8 OWNER MISREPRESENTATION…….............................................................................................................. 106 

19.9 CHANGE IN OWNERSHIP................................................................................................................................ 107 

19.10 HOUSING CHOICE VOUCHER ISSUANCE PENDING................................................................................... 107 

CHAPTER 20: DENIAL OR TERMINATION OF ASSISTANCE ................................................... 108 

20.0 OVERVIEW ....................................................................................................................................................... 109 

20.1 FAMILY OBLIGATIONS AND RESPONSIBILITIES.......................................................................................... 110 

20.2 $0 ASSISTANCE TENANTS ............................................................................................................................. 113 

CHAPTER 21: MOVE-OUT INSPECTIONS.................................................................................. 115 

21.0 OVERVIEW ....................................................................................................................................................... 116 

CHAPTER 22: OWNER CLAIMS ................................................................................................. 117 

22.0 OVERVIEW ....................................................................................................................................................... 118 

22.1 UNPAID RENT .................................................................................................................................................. 118 

CHAPTER 23: COMPLAINTS AND APPEALS ............................................................................. 119 

23.0 OVERVIEW ....................................................................................................................................................... 120 

23.1 INFORMAL REVIEW PROCEDURES FOR APPLICATION ............................................................................. 120 

23.2 INFORMAL HEARING PROCEDURES FOR PARTICIPANTS ........................................................................ 121 

CHAPTER 24: MISSED APPOINTMENTS ................................................................................... 125 

24.0 OVERVIEW ....................................................................................................................................................... 126 

CHAPTER 25: REPAYMENT AGREEMENTS .............................................................................. 127 

25.0 OVERVIEW ....................................................................................................................................................... 128 

25.1 REPAYMENT AGREEMENTS .......................................................................................................................... 128 

25.2 REPAYMENT AGREEMENT GUIDELINES ..................................................................................................... 129 

25.3 OWNER FRAUD AND PROGRAM ABUSE ...................................................................................................... 129 

CHAPTER 26: ENTERPRISE INCOME VERIFICATION ........................................................... 130 

26.0 OVERVIEW ....................................................................................................................................................... 131



26.1 USE OF HUD”S EIV........................................................................................................................................... 133 

26.2 TENANT INCOME DATA REPORTS ................................................................................................................ 133 

26.3 INCOME DISCREPANCY REPORTS ............................................................................................................... 133 

26.4 EIV REQUIREMENTS ....................................................................................................................................... 134 

26.5 EIV IDENTITY REPORTS.................................................................................................................................. 134 

26.6 EIV VERIFICATION HIERARCHY..................................................................................................................... 135 

26.7 EIV VERIFICATION TECHNIQUE DEFINITIONS............................................................................................. 136 

26.8 EIV EXAMPLES……. ........................................................................................................................................ 140 

CHAPTER 27: PAYMENT STANDARDS FOR THE HOUSING CHOICE VOUCHER PROGRAM 

..............................................................................................................................................151 

27.0 DETERMINATION OF PAYMENT STANDARD................................................................................................ 152 

27.1 INITIAL PAYMENT STANDARD ....................................................................................................................... 152 

27.2 HIGH RENT LOCALITIES AREAS .................................................................................................................... 152 

27.3 AFFORDABILITY ADJUSTMENTS ................................................................................................................... 153 

CHAPTER 28: OPERATING RESERVE MANAGEMENT ASSESSMENT REQUIREMENTS..... 154 

28.0 OVERVIEW ....................................................................................................................................................... 155 

28.1 SEMAP Ceritification.......................................................................................................................................... 155 

28.2 SEMAP INDICATORS ....................................................................................................................................... 156 

CHAPTER 29: PROGRAM INTEGRITY......................................................................................... 159 

29.0 PROGRAM ABUSE AND FRAUD .................................................................................................................... 160 

29.1 PROGRAM ABUSE BY OWNERS ................................................................................................................... 164 

CHAPTER 30: VIOLENCE AGAINST WOMEN ACT (VAWA)...................................................... 166 

30.0 OVERVIEW …………………………........................................................................................................................167 

30.1 PROHIBITION AGAINST DENIAL OF ASSISTANCE TO VICTIMS OF DOMESTIC VIOLENCE, DATING 

VIOLENCE AND STALKING [Pub. L. 109-162]……………………………………….…………………………......167 

30.2 IMPLEMENTATION ...............................................................................................................................................168 

30.3 TERMINATING THE ASSISTANCE OF DOMESTIC VIOLENCE, DATING VIOLENCE, OR STALKING 

VICTIMS AND PERPETRATORS [PUB. L. 109-162, PUB. L. 109-271]................................................................169 

GLOSSARY OF ACRONYMS ...........................................................................................................170 

GLOSSARY OF TERMS IN SUBSIDIZED HOUSING.........................................................................174



CHAPTER 1: STATEMENT OF POLICIES 

AND OBJECTIVES 

1



Chapter 1. Statement of Policies and Objectives 

1.0 Introduction 

A 

B 

The Section 8 Program was enacted as part of the Housing and Community Development 

Act of 1974, which recodified the U.S. Housing Act of 1937 (the Act) and included Section 8 

as a substitute for the Section 23 Leased Housing Program. The Act has been amended 

from time to time and its requirements, as they apply to the Section 8 

Rental Assistance Program, currently administered as the “Housing Choice Voucher 

Program” (HCVP) are described and implemented through this Administrative Plan. 

Administration of the Section 8 Rental Assistance Program, and the functions and 

responsibilities of the Wakulla County Housing Authority’s (WCHA’s) staff, shall be in 

compliance with Wakulla County’s Human Resources Policy, WCHA ’s equal housing 

opportunity requirements, and HUD’s Section 8 regulations and existing 

operations/procedures, where applicable, as well as all federal, state and local fair 

housing laws and regulations. 

1.1 Mission 

The WCHA’s mission in its jurisdiction is the same as that of the Department of Housing 

And Urban Development (HUD) to provide safe, decent and sanitary housing conditions for 

very low-income families and to manage resources efficiently. The WCHA is to promote 

personal, economic and social upward mobility to provide families the opportunity to make 

the transition from subsidized to non-subsidized housing. WCHA ’s mission for serving the 

needs of low-income, very-low-income and extremely low-income families in its jurisdiction 

is the same as that of the Department of Housing and Urban Development: 

1.2 Purpose of the Plan 

The purpose of this Administrative Plan is to describe the policies for which Wakulla County 

Housing (WCHA) has discretion in the operation of its Section 8 Housing Choice Voucher 

(hereafter referred to as voucher or HCV Program) Program. While the program is operated in 

strict accordance with Federal regulations, the plan is not intended to restate HUD-mandated 

policies and procedures. To the extent that anything in this plan contradicts Federal law or 

regulations currently existing or hereafter amended from time to time, the Federal law or 

regulation shall take precedence. 

The goal of the plan is to provide an overview of Wakulla County Housing’s policies. Wakulla 

County Housing does not discriminate on the basis of race, color, religion, sex, sexual 

orientation, national origin, ancestry, age, physical or mental disability, or familial status in the 

admission to its programs and/or activities. WCHA will provide appropriate communication 

auxiliary aids and services upon sufficient notice. WCHA will also provide this document in 

alternative formats upon sufficient notice. 

A 

The overall plan for the Housing Choice Voucher Program (HCVP) is designed to achieve 

five major objectives: 

1. To provide improved living conditions for very-low-income families while maintaining 

their rent payments at an affordable level; 

2. To promote freedom of housing choice and spatial deconcentration of very-lowincome 

and minority families; 

3. To provide decent, safe and sanitary housing for eligible participants; 

2



B 

C 

D 

E 

4. To provide an incentive to private property owners to rent to very-low-income families 

by offering timely assistance payments; and 

5. To provide guidance in the administration of the HCVP in compliance with HUD 

requirements, including maintaining well-organized and comprehensive records and 

facilitating HUD’s monitoring and review of WCHA ’s operation. 

The purpose of the Administrative Plan is to establish policies for carrying out the local 

HCVP in a manner, which is consistent with HUD requirements, however are not a mere 

restatement of HUD-mandated policies and procedures. 

The Administrative Plan covers both admission and continued participation in HCVPs. 

Policies are the same for all HCVPs, unless otherwise noted. 

Changes to the Plan are approved by the Wakulla County Board of County Commissioners 

WCHA is responsible for complying with all subsequent changes in HUD regulations 

pertaining to these HCVPs. If such changes conflict with this Plan, HUD regulations will 

have precedence. 

1.3 Fair Housing and Reasonable Accommodation Policies 

Fair Housing Policy: 

A 

In the administration of this program, WCHA will comply with, and will require its Agents 

and owners to comply with, all applicable nondiscrimination and equal opportunity laws. 

It is the policy of WCHA to comply fully with all federal, state, and local nondiscrimination 

laws and in accordance with the rules and regulations governing fair housing and equal 

opportunity in housing and employment. 

B Specifically, WCHA shall not deny any family or individual the opportunity to apply for or 

receive assistance under HUD’s HCVP on account of race, color, sex, religion, creed, 

national or ethnic origin, age, family or marital status or disability. 

C To further its commitment to full compliance with applicable civil rights laws, WCHA will 

provide federal/state/local information to HCVP participants and applicants regarding 

“discrimination” and any recourse available to them should they feel they have been the 

victim of discrimination. Such information will be made available during the family 

briefing session and all applicable fair housing information and discrimination complaint 

forms will be made a part of the briefing packet. 

Reasonable Accommodation Policy: 

A 

WCHA is committed to a Reasonable Accommodation Policy. The purpose is to comply 

with and implement pertinent laws and regulations, which provide for non-discrimination 

and accessibility in federally funded housing and non-housing programs for people with 

disabilities. 

B Where there is a conflict between statutory and regulatory provisions applicable to people 

with disabilities, the most stringent provisions shall apply, and this shall include any state 

or local laws/regulations/codes, which may be more stringent than federal requirements. 

C WCHA and those who provide housing and receive federal financial assistance through 

WCHA shall make reasonable adjustments to their rules, policies, practices and 

procedures in order to enable an applicant or participant with a disability to have an equal 

opportunity to use and enjoy their assisted dwelling, the common areas of a dwelling or to 

participate in or access other activities conducted/sponsored by WCHA or the recipient of 

federal financial assistance. If providing an accommodation would result in a fundamental 

alteration in the nature of a HCVP or an undue financial or administrative burden, then 

WCHA need not provide that accommodation. 

3



D 

E 

F 

Housing posters and information, which are easily readable from a wheelchair, are 

provided in locations throughout WCHA ’s office. Except as otherwise provided, no 

qualified individual with a disability shall be denied the benefits of, be excluded from 

participation in, or otherwise be subjected to discrimination under any HCVP or activity 

that receives federal financial assistance, because WCHA ’s facilities are inaccessible 

to or unusable by persons with disabilities. 

WCHA ’s central office is accessible to persons with disabilities. Accessibility for 

the hearing impaired is provided by a TDD/TTY telephone service. 

WCHA will maintain lists of available housing submitted by owners in all neighborhoods 

within WCHA ’s jurisdiction to ensure “greater mobility and housing choice” to very-lowincome 

households served by this agency. The lists will be provided at the front desk, 

for families who call in and request it, and at briefings. 

G For portability families, the referral list will be provided to them after the agency staff has 

verified with the Initial Housing Authority that they hold a valid Housing Choice Voucher. 

H WCHA will review and update its equal housing opportunity requirements to ensure that 

these objectives are being met. 

1.4 Privacy Rights 

A 

B 

C 

Families will be required to sign the Federal Privacy Act Statement and HUD 

Authorization for Release of Information, Form 9886, which states under what conditions 

HUD will release tenant and owner information. 

WCHA ’s policy regarding release of information is in accordance with these documents. 

Requests for information must be accompanied by a written release request in order for 

WCHA to release any information involving an applicant or participant, unless disclosure 

is authorized under federal or state law. 

1.5 Statement of Local Objectives 

A There is a critical need for very-low-income housing assistance within the jurisdiction of 

WCHA , as evidenced by Waiting Lists for various HCVPs. WCHA is charged with 

meeting these needs through HCVPs primarily available from the Department of Housing 

and Urban Development. 

B There is also a need for decent, safe and sanitary housing units available for HCVP 

participants. There is not an abundance of affordable housing for very-low-income 

participants within the jurisdiction without the availability of a Housing Choice Voucher. 

C The strategy is to achieve these attainable goals efficiently and economically, while 

complying with the HCVP requirements and regulations. Such strategy and goals are 

enumerated in WCHA’s 5 Year Plan and Annual Action Plan. 

1.6 Rules and Regulations 

A 

All issues not addressed in this document related to tenants and HCVP participants are 

governed by HUD handbooks, federal regulations, memos and notices, and guidelines or 

other applicable law. 

4



CHAPTER 2: ABOUT THE AUTHORITY 

5



Chapter 2. 

About the Authority 

2.0 Overview 

A 

The intent of this section is to provide the public and staff with information related to 

overall operation of the program. 

The Housing and Community Development (HCD) Act of 1987 authorized a new version of 

tenant-based assistance – the Section 8 Voucher program. The Voucher program was very 

similar to the Certificate program in that eligible families were able to select housing in the 

private rental market and receive assistance in that housing unit. However, the Voucher 

program permitted families more options in housing selection. Rental housing still had to 

meet the basic housing quality standards, but there was no fair market rent limitation on rent. 

In addition, family contribution to rent was not set at a limit of 30 percent of adjusted income. 

Consequently, depending on the actual rental cost of the unit selected, a family might pay 

more or less than 30 percent of their adjusted income for rent. 

In 1998, the Quality Housing and Work Responsibility Act (QHWRA) – also known as the 

Public Housing Reform Act -was signed into law. QHWRA eliminated all statutory differences 

between the Certificate and Voucher tenant-based programs and required that the two 

programs be merged into a single tenant-based assistance program, now known as the 

Housing Choice Voucher (HCV) program. 

The purpose of the HCV program is to provide rental assistance to eligible families. The 

rules and regulations of the HCV program are determined by the U.S. Department of 

Housing and Urban Development. The PHA is afforded choices in the operation of the 

program which are included in the PHA’s administrative plan, a document approved by the 

board of commissioners of the PHA. 

The HCV program offers mobility to eligible families because they may search for suitable 

housing anywhere in the 

PHA’s jurisdiction and may also be eligible to move under portability to other PHAs’ 

jurisdictions. 

When a family is determined to be eligible for the program and funding is available, the PHA 

issues the family a housing voucher. When the family finds a suitable housing unit and 

funding is available, the PHA will enter into a contract with the owner and the family will enter 

into a lease with the owner. Each party makes their respective payment to the owner so that 

the owner receives full rent. Even though the family is determined to be eligible for the 

program, the owner has the responsibility of approving the family as a suitable renter. The 

PHA continues to make payments to the owner as long as the family is eligible and the 

housing unit continues to qualify under the program. To administer the HCV program, the 

PHA enters into a contractual relationship with HUD under an Annual Contribution Contract. 

The WCHA also enters into contractual relationships with the assisted family and the owner 

or property manager of the housing unit. For the HCV program to work and be successful, all 

parties involved – HUD, the PHA, the owner, and the family – have important roles to play. 

The roles and responsibilities of all parties are defined in federal regulations and in legal 

documents that parties execute to participate in the program. 

B 

The chart on the next page illustrates key aspects of these relationships. 

On March 7, 2011, the Board of County Commissioners for WCHA approved Meridian 

Community Services Group Inc. to administer the HCV program for the County. 

6



2.0 HCV PARTNERSHIP 

Congress 

Appropriates 

Funding 

HUD Provides 

Funding to WCHA 

Note: Program Regulations and Annual 

Contribution Contract (ACC) specifies the 

WCHA Obligations and Voucher Funding 

WCHA 

Administers 

Program 

Voucher specifies 

Family Obligations 

Housing Assistance 

Payments (HAP) 

Contract specifies 

Owner and WCHA 

Obligations 

Lease specifies tenant 

and owner obligations 

Family 

Owner/ 

(Program Participant) Lease Property Manager 

7



2.2 Organizational Structure 

Wakulla County Board of County Commissioners 

♦ Determines agency policies 

♦ Monitors operations 

♦ Promotes increased community understanding of housing programs 

Wakulla County Planning and Community Development Office 

Planning and Community Director 

♦ Oversees operation of Section 8 Department 

♦ Acts as liaison to provide information to landlords/tenants when managing the 

Section 8 program 

♦ Responds to and assists in resolving difficult issues pertaining to applicants, 

residents and citizens inquiries and complaints 

Meridian Community Services Group, Inc. 

Housing Choice Voucher Management and Oversight of Services- Administers 

the Section 8 Program 

Housing Director 

♦ 

Responsible for tenant based Section 8 program activities including eligibility, 

compliance, utilization and tenant-landlord relations 

♦ Coordinates and reviews the work of assigned staff 

♦ Oversees program eligibility operations and processes 

♦ Calculates tenant rent 

♦ Orientation of Section 8 tenants 

♦ Responsible for Incoming/Outgoing Portability 

Housing and HUD Technical Advisor 

♦ Interprets and reviews principles, practices, rules and regulations governing the 

Housing Authority according to Federal, State and local policies 

♦ Ensures all services comply with Housing Authority mandated rules, regulations, 

policies, procedures and requirements 

♦ Interprets and explains HUD regulations and Housing Authority policies and 

procedures pertaining to occupancy and eligibility 

Housing Inspector 

♦ Performs Housing Quality Standard inspections 

♦ Provide input on suitable housing quality standards that meet HUD requirements 

♦ Responsible for Rent Reasonableness certification and documentation on case by 

case basis 

♦ Performs move-out inspections for damage claim purposes when required 

Administrative Assistant 

♦ Provides administrative support to the Section 8 Department 

♦ Prepares documents 

♦ Maintains files 

♦ Monitors waiting list 

♦ Provides information to program participants and clients as requested 

♦ Assist with briefings and re-certification meetings 

♦ Provides back up on all aspects of eligibility and occupancy functions 

8



2.3 Legal Jurisdiction 

A 

The jurisdiction of WCHA includes all of the geographic areas of Wakulla County. 

2.4 Records Retention 

A 

WCHA will retain all tenant and owner-related records and files in accordance with HUD 

and Federal Regulations, or five (5) years, whichever is longer. 

2.5 Improving Access to services for Person with Limited English 

Proficiency 

Language for Limited English Proficiency Persons (LEP) can be a barrier to accessing important 

benefits or services, understanding and exercising important rights, complying with applicable 

responsibilities, or understanding other information provided by the HCV program. In certain 

circumstances, failure to ensure that LEP persons can effectively participate in or benefit from 

federally-assisted programs and activities may violate the prohibition under Title VI against 

discrimination on the basis of national origin. This part incorporates the Notice of Guidance to 

Federal Assistance Recipients Regarding Title VI Prohibition Affecting Limited English Proficient 

Persons, published December 19, 2003 in the Federal Register. 

The PHA will take affirmative steps to communicate with people who need services or information in a 

language other than English. These persons will be referred to as Persons with Limited English 

Proficiency (LEP). 

LEP is defined as persons who do not speak English as their primary language and who have a 

limited ability to read, write, speak or understand English. For the purposes of this administrative 

plan, LEP persons are HCV applicants and participants, and parents and family members of 

applicants and participants. 

In order to determine the level of access needed by LEP persons, the PHA will balance the 

following four factors: (1) the number or proportion of LEP persons eligible to be served or likely to 

be encountered by the Housing Choice Voucher program; (2) the frequency with which LEP 

persons come into contact with the program; (3) the nature and importance of the program, activity, 

or service provided by the program to people’s lives; and (4) the resources available to the PHA and 

costs. Balancing these four factors will ensure meaningful access by LEP persons to critical 

services while not imposing undue burdens on the PHA. 

In order to comply with oral-translation obligations, the WCHA will take the following steps: 

• The WCHA will analyze the various kinds of contacts it has with the public, to assess 

language needs and decide what reasonable steps should be taken. “Reasonable steps” 

may not be reasonable where the costs imposed substantially exceed the benefits. 

• Where feasible, the WCHA will train and hire bilingual staff to be available to act as 

interpreters and translators, will pool resources with other PHAs, and will standardize 

documents. Where feasible and possible, the WCHA will encourage the use of 

qualified community volunteers. 

• Where LEP persons desire, they will be permitted to use, at their own expense, an 

interpreter of their own choosing, in place of or as a supplement to the free language 

9



services offered by the WCHA. The interpreter may be a family member or friend. 

In order to comply with written-translation obligations, the WCHA will take the following steps: 

• The WCHA will provide written translations of vital documents for each eligible LEP 

language group that constitutes 5 percent or 1,000 persons, whichever is less, of the 

population of persons eligible to be served or likely to be affected or encountered. 

Translation of other documents, if needed, can be provided orally; or 

• If there are fewer than 50 persons in a language group that reaches the 5 percent trigger, the 

WCHA does not translate vital written materials, but provides written notice in the primary 

language of the LEP language group of the right to receive competent oral interpretation of 

those written materials, free of cost. 

10

Wakulla County Housing Authority Administrative Plan 

for the Housing Choice Voucher 

CHAPTER 3: OUTREACH PROCEDURES 

11



Chapter 3: Outreach Procedures 

3.0 Family Outreach 

A 

WCHA publicizes and disseminates information, as needed, concerning the availability 

and nature of housing assistance for very-low-income families. When WCHA ’s HCVP 

Waiting List indicates a need for additional families, WCHA will make it known to the 

public through publication in a newspaper of general circulation, minority media, and 

other suitable means the availability and nature of housing assistance for very-lowincome 

families, unless application-taking has been suspended according to HUD 

regulations. 

B Communities served by WCHA’s HCVP will be notified of the status and need for 

additional outreach. This notice must: 

1. Advise families that applications will be taken and supply information that includes 

the date, time, location and any limitations regarding those who may apply; 

2. Briefly describe the Housing Choice Voucher Program; and 

C To reach persons who do not have access to the newspapers, WCHA will distribute fact 

sheets to the broadcasting media. In addition, personal contacts with the news media 

and with community service personnel, as well as public service announcements, will be 

made. 

3.1 Owner Outreach 

A 

WCHA encourages property owners to participate in the program, especially those 

with rental units located outside areas of poverty and minority concentration, to make 

affordable housing available to eligible families, in accordance with equal housing 

opportunity requirements. Owner outreach activities include: 

1. Distribution of program brochures, handouts, flyers and other printed material are 

made available to recruit new owners, property managers, real estate companies 

and apartment associations by offering information on the advantages of 

participation in the HCVP 

2. WCHA maintains a referral list of rental units available by owners willing to accept 

tenants participating in the HCVP. The referral list is updated at least semi-monthly, 

and is provided at no cost to eligible persons with an active Housing Choice 

Voucher (HCV). 

3. As inquiries and prospective rental unit listings are called in, WCHA staff record the 

necessary information regarding available units and makes this information available 

to prospective families at HCV briefing sessions and to other participants who have 

an active HCV upon request. 

4. Rental units placed on the referral list are not pre-approved for the HCVP. WCHA 

staff will use discretion in accepting units for the referral list that appear to meet 

HCVP guidelines. If an WCHA client selects a unit, it will be subject to a rent 

reasonableness test and must pass a Housing Quality Standards inspection at that 

time. 

12



5. WCHA reserves the right to list only units that appear to qualify for the HCVP. If a 

property is questionable, has a history of failed inspections or excessive rents, an 

inspection or rent survey may be required before the unit can be listed. Owners 

who have violated a HCVP requirement may be prohibited from submitting a 

vacancy listing. 

3.2 Disabilities 

A 

In administering the HCVP, WCHA shall: 

1. Adopt a suitable means to assure that the notice reaches eligible individuals with 

disabilities in providing notice of the availability and nature of housing assistance for 

low-income families under HCVP requirements; 

2. Include encouragement of participation by owners having accessible units in its 

activities to encourage participation by owners; 

3. Include a current referral listing of available accessible units known to WCHA and, if 

necessary, otherwise assist the family in locating an available accessible dwelling 

unit when issuing a HCV to a family, which includes an individual with disabilities; 

4. Take into account any special needs of HCV holder’s ability to locate an accessible 

unit when considering requests by eligible individuals with disabilities for extensions 

of their HCV; and 

5. Enter into a HUD approved contract with participating owners, which shall include 

necessary assurances of non-discrimination. 

13

Wakulla C o unt y Housing Authority Administrative Plan 


CHAPTER 4: ELIGIBILITY FOR ADMISSION 

14



Chapter 4. 

Eligibility for Admission 

4.0 Overview 

A 

To be eligible for Housing Choice Voucher Program (HCVP) participation, an applicant 

must meet HUD’s criteria for eligibility determination, as well as any additional criteria 

established by WCHA . 

B HUD requirements include five factors for eligibility: 

1. Income limits 

2. Family composition 

3. Provision of Social Security number 

4. Citizenship/eligible immigrant status 

5. Other criteria for admission 

C Applicant’s initial eligibility for placement on the Waiting List will be made in accordance 

with the following factors and will not be verified until selection from the application waiting 

list for a Housing Choice Voucher (HCV) is achieved. 

4.1 Income Limitations 

A 

Annual Income for admission shall not exceed the very-low-income limits established by 

HUD or any other income limits as may be established by HUD. 

4.2 Family Composition 

A 

The applicant must qualify as a family. A family consists of one or more persons living 

together: 

1. Two or more persons sharing a residence whose income and resources are available to 

meet the family’s need and who are either related by blood, marriage, or have 

evidenced a stable family relationship for the past twelve months; 

2. An elderly family or single person; 

3. Disabled family, 

4. The remaining member of a tenant family, and; 

5. A displaced family. 

B 

A family shall also include two or more persons who are related by blood, adoption or 

marriage and a person or persons who regularly resides with them and has done so for 

more than one-year, and whose income and resources are available for use in meeting 

the living expenses of the group. Lodgers or visitors may not be included. 

C A family shall also include two or more persons with disabilities in cases where individual 

circumstances justify reasonable accommodation, as verified in writing by a licensed 

medical professional or professional directly associated with the case (e.g. caseworker, 

social worker, independent or supported living agency). 

D A family shall also include the remaining member of a tenant family, who is eligible to 

15



remain in the unit based on family composition and/or bedroom size requirement. If 

these requirements are not met, the remaining member shall be given 60 days to find a 

unit of appropriate size. 

E 

F 

A family shall also include a person who is temporarily absent from the family and intends 

to return within no more than six months. Family shall also include a member of the U.S. 

Armed Forces who is absent from the family, regardless of the length of their absence, if 

they intend to return to and reside with the family and their income and resources are 

available for use in meeting the living expenses of the family. 

Head of Household: 

1. The head of household is the adult member of the household who is designated by 

the family as head, is wholly or partly responsible for paying the rent, and has the 

legal capacity to enter into a rental agreement under state/local law. Emancipated 

minors who qualify under state law will be recognized as head of household. The 

head of household can only be changed due to death of head of household, change 

in marital status or other special circumstance to be determined by WCHA on a 

case- by-case basis. 

H 

Spouse of Head of Household: 

1. Spouse means the husband or wife of the head of household. 

2. For proper application of the Non-citizens Rule, the definition of spouse is: the 

marriage partner whom, in order to dissolve the relationship, would have to be 

divorced. It includes the partner in common law marriage. The term “spouse” does 

not apply to boyfriends, girlfriends, significant others, or co-heads of household. 

I 

Live-In Attendants: 

1. A family may include a live-in attendant who meets the following criteria: 

a. Provides a written medical statement(s) from a licensed medical professional, as 

required by WCHA . Such statement(s) allow WCHA to determine requirements 

essential to the care and well being of the elderly or disabled family member. 

This medical statement must include the type of care that will be provided, when 

the care is needed, and the time spent on each duty; and 

b. Is not obligated for the support of the elderly or disabled member; and would not 

be living in the unit except to provide for the care of the elderly or disabled family 

member; and whose income will not be counted for purposes of determining 

eligibility or rent; and may not be considered the remaining member of the 

tenant’s family. 

2. This live-in attendant must also submit required identification (e.g. Driver 

License/state issued identification card, Social Security card, birth certificate, alien 

registration card); and must be a legal resident in the U.S.A. 

3. At any time, WCHA may refuse to approve a particular person as a live-in-aide, or 

may withdraw such approval, if the person: 

a. Commits fraud, bribery or any other corrupt or criminal act in connection with any 

federal housing program; 

b. Commits drug-related criminal activity or violent criminal activity; or 

c. Currently owes rent or other amounts to WCHA or to another public housing 

agency (PHA) in connection with the HCVP or public housing assistance under the 

1937 Act. 

4. Relatives are not automatically excluded from being care attendants, but must meet 

the definition described above. 

16



5. When a live-in attendant is added to the household, WCHA must perform a criminal 

history check that includes, a background check for a registered sex offender. WCHA 

will comply with federal, state, and local requirements concerning sex offender status. 

6. Live-in attendant needs to be available according to the type of care and time 

specified for each duty on the medical statement. 

7. Family members of a live-in attendant may also reside in the unit providing doing so 

does not increase the subsidy by the cost of an additional bedroom and further 

provided that the presence of the live-in’s family members do not overcrowd the unit. 

8. A request to add a Live-in attendant that results in a change of bedroom size must 

include a written statement of a long-term need, from a licensed medical 

professional. The “long term need” must be at least twelve (12) months. The live-in 

attendant can be approved to reside in the unit for a shorter period of time if the 

family does not request a change in bedroom size. 

9. Live-in attendants cannot inherit the HCV as the surviving family member, in the 

event of the participant’s death. If the voucher holder ends participation in the HCVP, 

the attendant will not be entitled to a Housing Choice Voucher. 

J 

Multiple Live-In Attendants: 

1. A family may have multiple live-in attendants who work separate shifts provided that 

doing so does not increase the subsidy by the cost of an additional bedroom. 

2. Note Verification procedures in Chapter 9, Verifications. 

K 

Split Households Prior to Housing Choice Voucher Issuance: 

1. Applicants who are on WCHA ’s waiting list may have a change in family composition 

if two parties split up and each wants to retain their status (date/time) on the waiting 

list. 

2. In cases where WCHA must make a determination as to who will retain the Waiting 

List position, the Waiting List position may be retained by either of the two new family 

units if there is mutual consent of the heads of the two new family units or there is a 

determination by a Court of Law, as to which new family unit is to retain the position 

on WCHA ’s Waiting List. Otherwise, WCHA will determine, which of the two new 

family units will continue to retain the place on the Waiting List. 

3. In making this decision, WCHA shall consider, which family member has physical 

custody of the children. If there are no children in the household and the parties 

remain eligible and cannot make a decision as to who remains the applicant, WCHA 

will hold the application for ninety-days pending a decision by the parties. After that 

time, if there is no decision, the Housing Choice Voucher will be awarded to the 

person who is listed as head of household on the application. 

4. Documentation as to these factors will be the responsibility of the requesting parties. 

If documentation is not provided, WCHA reserves the right to make the decision 

based on who is listed as head of household on the application, as long as the 

individual qualifies as an eligible family. There may be an exception granted in the 

case of a battered spouse, with verification of this situation. 

17



L 

Multiple Families in the Same Household: 

1. It is possible to have what appear to be two families in the same household (such as 

a mother and father and daughter with her own family). If the family applies as a 

family unit, they shall be treated as a family unit. 

M Joint Custody of Children: 

1. When both parents are applying separately for the Housing Choice Voucher Program 

(HCVP), and both parents are attempting to claim the child, the parent whose 

address is listed in the school records will be allowed to claim the school-age child as 

a dependent. 

2. Non-school age 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. The 

definition of “51% of the time” is 183 days of the year, which do not have to run 

consecutively. 

4.3 Mandatory Social Security Numbers 

A 

Families are required to provide Social Security numbers or employer identification 

numbers for all family members age six and over if they have such identification prior to 

admission. All such members of the family must either: 

1. Submit Social Security number documentation; or 

2. Sign a certification that they have not been issued a Social Security number. If the 

family member is under the age of 18 at the time of admission, his or her parent or 

guardian can execute the certification. Such certification will be reviewed to 

determine the legal right to reside, and in determining the family’s rental contribution. 

3. Verification methods are described in Chapter 9, Verification Procedures. 

4.4 Citizen/Eligible Immigrant Status 

A HUD prohibits making financial assistance available to persons other than United States 

citizens, nationals, or certain categories of eligible non-citizens in the HCVP administered 

by WCHA. A family may be eligible despite the ineligibility of one or more family 

members. 

B Effective June 19, 1995, Section 214 of the Housing and Community Development Act of 

1980, as amended, was implemented by HUD and will be applied by WCHA in 

accordance with governing directives and local housing authority policy. 

C The family must provide a certification that identifies each family member as a U.S. citizen, a 

U.S. national, an eligible noncitizen or an ineligible noncitizen and submit the documents 

discussed below for each family member. Once eligibility to receive assistance has been 

verified for an individual it need not be collected or verified again during continuously-assisted 

occupancy. [24 CFR 5.508(g)(5)] 

4.5 Other Criteria for Admission 

A 

There are other criteria that must be met in order for an applicant to be determined 

eligible for assistance under the Housing Choice Voucher Program (HCVP). 

B If the family, as a previous participant in the HCVP, was terminated for receiving benefits, 

which they were not entitled to receive, the family may be declared ineligible. Families 

that have committed a willful and intentional misrepresentation will be denied admission. 

18



C Upon WCHA’s review, an applicant may be allowed to repay amounts owed in full if the 

family, as a previous participant in the HCVP, owes money to a PHA for a claim paid to 

an owner for unpaid rent, damages, vacancy loss or other program violations. At the 

final eligibility determination, amounts owed to WCHA or other PHA must be repaid as 

described in Chapter 25, Repayment Agreements. 

D An applicant family may be declared ineligible for the HCVP, if any member of the family 

has engaged in activities such as drug related activity, or violent criminal activity, as 

described in Chapter 20 of this Administrative Plan. 

E 

Initial screening of applicants will be comprised of routine inquiries of the family and any 

other information provided to WCHA. The inquiries will be standardized and directed to 

all applicants by inclusion of the inquiry on the application form. If WCHA has reason to 

believe that the applicant family or any member thereof, has engaged, or is engaging, in 

drug-related or violent criminal activity, WCHA may conduct a closer inquiry to determine 

whether the family should be denied admission. Verification of any past activity will be 

done at the final eligibility and may include a check of court conviction records or other 

records. WCHA must perform criminal history background checks necessary to 

determine whether any household member is subject to a lifetime sex 

offender/registration requirement in Florida and in any other states where the household 

members are known to have resided. 

F WCHA, and those who provide housing and receive federal financial assistance through 

WCHA, shall not: 

1. Ask if an applicant for a dwelling, has a disability, or if a person intending to reside in 

a dwelling, or anyone associated with an applicant, or resident, has a disability; or 

2. Ask about the nature, or severity, of a disability, of such persons. 

G WCHA may verify a person's disability only to the extent necessary, to ensure that 

applicants are qualified for the housing for which they are applying; that applicants are 

qualified for deductions used in determining adjusted income; that applicants are entitled 

to any preference they may claim; and that applicants who have requested a reasonable 

accommodation have a need for the requested accommodation. WCHA may require 

documentation of the manifestation of the disability that causes a need for a specific 

accommodation or accessible unit. 

H WCHA shall not: 

1. Ask what the specific disability is; 

2. Require applicants to provide access to confidential medical records in order to verify 

a disability; or 

3. Require specific details as to the disability. 

4.6 Suitability of Family 

A 

In issuing HCVP benefits, WCHA may not screen for factors, which relate to the suitability 

of the applicant family as tenants. It is the responsibility of the owner to screen HCVP 

recipients as to suitability and acceptability for tenancy. Such factors include (but are not 

limited to) history of rental payments to previous owner(s), outstanding debts owed to 

previous owners, history of damage to rental properties, police record, employment, etc. 

However, WCHA may take into consideration, before issuing a Housing Choice Voucher 

(HCV), whether the applicant owes money to WCHA or another housing authority, or 

should be denied access to the HCVP because of a history of drug or violent criminal 

activity. 

19



4.7 Changes, Which Occur Between Final Eligibility Determination and 

Executed Contract Date 

A 

Changes that occur during the period between final eligibility and the executed contract 

date will affect eligibility to lease the unit. 

B If an applicant is determined to be over-income at the eligibility interview and 

subsequently reports a decrease in income, the verification of income information must 

be presented to WCHA within 60 days of the date that applicant was notified. 

C Ineligible families will be given the opportunity to appeal, as outlined in Chapter 23 

(Complaints and Appeals), of this Administrative Plan. 

20



CHAPTER 5: APPLYING FOR ADMISSION 

21



Chapter 5: 

Applying for Admission 

5.0 How to Apply 

A 

The policy of WCHA is to ensure that applicants are treated in a fair and 

consistent manner. 

B Pre-applications are taken to compile a waiting list. Due to the demand for housing in 

WCHA’s jurisdiction, WCHA may take applications on an “open enrollment” basis, 

depending on the length of the waiting list. 

C Families wishing to apply for any of WCHA ’s programs may submit a preapplication 

during any period that the waiting list is open. 

D The application process will be undertaken in two phases: a preliminary application 

(referred to as a pre-application) will be taken first. When the family comes to the top of 

the waiting list and WCHA is ready to pull the family into the applicant pool for final 

eligibility determination, WCHA will take a formal application (referred to as a full 

application) and verify the information provided. 

E 

Acceptance of Pre-Applications: 

1. When the waiting list is open, interested persons may apply directly to WCHA . 

2. Any applicant who asks to be placed on the waiting list for the Housing Choice 

Voucher Program (HCVP) will be given the opportunity complete a pre-application as 

long as the Waiting List is open and WCHA is accepting applications. 

3. If the Waiting List is open, pre-applications will be distributed as determined by 

WCHA . 

4. Duplicative active pre-applications or full applications will not be honored. 

5. Individuals who have a physical impairment, which would prevent them from 

obtaining a pre-application in person, may have someone else secure a preapplication 

for them. 

6. WCHA has a system in place to assist families with disabilities. For example: 

families can contact WCHA at the TDD/TTY number for information regarding 

assistance to the hearing impaired. 

7. WCHA may also take pre-applications at designated outreach sites as it 

determines necessary to comply with special outreach efforts during the period that 

the Waiting List is open. 

8. Pre-applications do not require an interview, however full applications will. 

5.1 Opening/Closing of Pre-Application Waiting List 

• If WCHA is taking pre-applications on an open enrollment basis, and determines 

that the waiting list is too long, WCHA will utilize the following procedures for 

closing and opening the Waiting List. 

• Required public notices will provide potential pre-applicants with the necessary 

information to apply for assistance, including an WCHA telephone number to 

call, dates and times during which pre-applications will be accepted, and a brief 

22



program description, including information on eligibility requirements and local 

preferences. 

• Pre-applications will only be accepted from applicants during the advertised 

periods of enrollment. These enrollment periods are determined based upon 

the need of WCHA to augment its waiting list for any of the programs it is 

administering. 

A. Limited English Proficiency 

The PHA is required to take reasonable steps to ensure meaningful access to their 

programs and activities by persons with limited English proficiency [24 CFR 1]. 

Chapter 2 provides a full discussion on the PHA’s policies related to ensuring access 

to people with limited English proficiency (LEP). 

B. Suspension of Pre-Application Acceptance: 

1. If WCHA is taking pre-applications on an open enrollment basis, WCHA may suspend 

the taking of all pre-applications if the Waiting List is such that additional applicants 

would not be able to receive a HCVP within a period of 24 months. WCHA 

determines how long the list remains open. Suspension of pre-application 

acceptance is announced publicly. 

2. There are specific instances where WCHA may accept pre-applications if the Waiting 

List is closed: 

a. In cases where there are resident applicants who are being permanently 

displaced by governmental action of an WCHA member jurisdiction due ONLY 

to reasons of health or safety, WCHA shall accept a pre-application from 

applicants who claim such preference within 120-days before or after their date 

of permanent displacement. WCHA shall accept such pre-applications, but 

WCHA shall not issue Housing Choice Vouchers (HCV) to such eligible 

applicants in excess of ten percent (10%) of WCHA ’s monthly turnover of HCVs. 

In addition, pre-applications may be submitted in accordance with HUD rules and 

regulations for Special Housing Programs, such as the Family Unification 

Program, where WCHA has exhausted the specific program clients from its 

existing Waiting List. 

b. In the event of a federally declared disaster, WCHA may designate Housing 

Choice Vouchers to be made available for eligible displaced households if 

funding permits. Priority may be given to disaster victims who were residing in 

WCHA’s jurisdiction. 

E 

Reopening of the Waiting List: 

1. If the Waiting List is closed and WCHA makes the determination to open it, WCHA 

shall publicly announce the opening in the manner provided by federal regulation and 

the notice provisions contained in this document. 

2. This action is taken utilizing the following procedures: 

a. Notice in newspaper of general circulation; 

b. Posting such notice in plain view in the application location(s) office; 

c. Notice published in minority media publications within WCHA’s jurisdiction. 

3. WCHA will publish the application date(s) and program(s) for which pre-applications 

are being accepted in newspapers serving WCHA’s jurisdiction. 

4. The publication will also specify the location where completed pre-applications are 

23



accepted. Generally, pre-applications will be accepted at WCHA’s office in 

Crawfordville, Florida. 

5. WCHA will send the announcement to agencies whose clients are very low-income. 

Announcement flyers will be available in the front office of WCHA. 

6. Pre-application instructions will be posted in WCHA’s office, in other designated 

offices and made available through the voicemail system, and the WCHA 

website. 

7. The closing date of the pre-application process may be determined at the same time 

that WCHA initiates open enrollment. The open enrollment period shall continue until 

such time that the list contains sufficient pre-applicants for 24 months of operations or 

the pre-determined closing date as publicized. 

5.2 Pre-Application Procedures 

A 

WCHA will utilize a basic pre-application form. The requested information is to be 

completed as directed by WCHA. 

B The purpose of the pre-application is to permit WCHA to conduct an initial assessment of 

family eligibility or ineligibility and to determine placement on the Waiting List. 

C Once the pre-application is complete, WCHA staff will assess the applicant’s eligibility or 

ineligibility for selection as a HCVP participant. 

D The information on the pre-application form will not be verified until the client has been 

selected from the application pool for final application processing. Final eligibility and 

placement on the Waiting List will be determined when the full application process is 

completed and all of the pre-applicants information is verified. 

E Applicants are responsible for informing WCHA of changes in family circumstances (i.e. 

income/assets, family composition, address, and living situation) within 10 calendar days 

and are responsible for responding to requests from WCHA to update pre-applications. 

F 

Failure to provide information or respond to pre-application update requests may result in 

the applicant being removed from the Waiting List. When applicants are notified in 

writing that their pre-application has been rejected, WCHA will follow the policy 

contained in Chapter 23 (Complaints and Appeals) of this Plan. 

5.3 Notification of Family Status 

A 

B 

Based on the information on the pre-application, if the family is preliminarily determined 

eligible, the applicant will be informed of the probable date that they will be contacted to 

determine if they are eligible to receive a HCV. WCHA communication will in no way 

lead applicants to believe that the estimated date of the HCV issuance is exact, but will 

stress that the estimated date of the HCV issuance is subject to several factors that are 

beyond WCHA ’s control (i.e. preference determination, turnover, additional funding, etc.) 

This information, with respect to eligibility and estimated time-period to receive a HCV, 

will be presented in writing, and given to the applicant at the time of the interview or 

mailed to the applicant. 

24



5.4 Completion of Full Application 

A 

Applicants on the Waiting List will be requested to fill out a full application when WCHA 

estimates that a HCV can be issued within 60 days. 

B Once the applicant’s name is reached on the Waiting List, notification will be mailed to 

the pre-applicant. The pre-applicant will be scheduled for an initial interview appointment. 

C WCHA will interview the pre-applicant by asking questions and completing a full 

application including a completed self-disclosure form. Families are encouraged not to 

bring minor children to the interview. 

D 

Requirement to Attend Scheduled Meeting: 

1. It is the responsibility of the applicant to attend the scheduled application interview. It 

is the applicant’s responsibility to reschedule the interview if they miss the initial 

appointment. Requests for rescheduled appointments must be for reasonable or 

special accommodation needs, and must be requested in writing within one (1) month 

of the original appointment day. 

2. If the applicant does not reschedule and/or misses two (2) scheduled appointments, 

WCHA has the option to reject the pre-application. 

3. Rejection of the pre-application means that the household will be removed from the 

Waiting List and must reapply when pre-applications are being taken. Applicants will 

be notified in writing if their pre-application is rejected for this reason. 

4. Under reasonable accommodation, or due to medical reasons, if a family member 

cannot make the initial eligibility interview, a phone interview may be scheduled. In 

this case, the required documents must be delivered by a family member or care 

attendant to the applicant then mailed back to WCHA by a specified date. 

5. All adult family members 18 years of age and older are required to attend the 

interview with the head of household and sign the housing application. Exceptions 

are made for the severely disabled or students attending school out of state. In this 

case the paperwork will be given to the family to have it completed and returned. 

E 

Verification of Full Application Information: 

1. Information provided by the applicant will be verified in accordance with the 

provisions outlined in Chapter 9 of this Plan, including information on family 

composition, income, assets, allowances and deductions, preference status, full-time 

student status, and other factors relating to eligibility determination before the 

applicant is issued a HCV. 

2. All adult members 18 years and older must sign the HUD 9886 Release of 

Information Form and INS 214 Declaration in order for the application to be considered 

complete. 

5.5 Final Determination and Notification of Eligibility 

A 

Only one HCV will be issued per application. 

B After the verification process is completed; WCHA makes its final determination of 

eligibility, based on the same factors used in determining preliminary eligibility, but with 

verified data at this point in time. 

25



C 

The household is not actually eligible for HCV issuance until this final determination has 

been made, even though they may have been preliminarily determined eligible and may 

have been listed on the Waiting List. 

D Family circumstances can change between initial pre-application, subsequent updates, 

and final eligibility determination. Additionally, changes in HUD rules and regulations 

during the review process may affect an applicant’s eligibility. These circumstances make 

it necessary to make a final eligibility determination. 

5.6 Preference Denial 

A 

If WCHA denies a preference claimed by the pre-applicant, WCHA will notify the 

applicant in writing as to the reasons why the preference was denied, and offer the 

applicant an opportunity for an informal review within 10 calendar days of such 

determination. 

B The informal review, if requested, will be conducted by any person(s) designated by 

WCHA. 

C The designee may be an officer or an employee of WCHA , other than the person 

who made or reviewed the determination. At the time of the informal review, the 

applicant must provide proof of the preference for which they claim they are eligible. 

26



CHAPTER 6: ESTABLISHING PREFERENCES AND 

MAINTAINING THE WAITING LIST 

27

Chapter 6: 



Establishing Preferences and Maintaining the Waiting List 

6.0 Application Pool 

A 

An application pool will be maintained in accordance with the following factors: 

1. Applications will become part of a permanent file. 

2. Applications will be maintained in order of preference. Applications equal in preference will 

be maintained by random sequence. 

3. All applicants must meet income eligibility requirements as established by HUD. 

B The Waiting List may be updated every 12 to 24 months by WCHA . 

6.1 Waiting List Preferences 

A 

During the eligibility process, all applicants will be given the opportunity to show that they qualify for the 

preferences described in this chapter. 

1. If an applicant makes a false statement in order to qualify for a preference, WCHA will deny 

admission to the program for the family and they will be removed from the pre- applicant Waiting 

List. 

B 

Preference: Subject to preference requirements, WCHA will apply these 

preferences to all pre-applicants who qualify, weighted in descending order: 

1. Resident applicants (referred to as “members”) who live, work, have been hired to work in or 

report to an office located in the WCHA’s jurisdiction: 

a. If the applicant claims that they have lived or worked continuously in WCHA’s jurisdiction, and 

based upon a third party investigation report it is found that they were out of WCHA’s 

jurisdiction for a period of time, they will be denied admission based on willful misrepresentation 

and will be removed from the Waiting List. 

2. Special Relocation: (24 CFR 982.54(d)(e), 982.203) If HUD awards the WCHA program funding to allow 

families, WCHA will admit these families under a Special Admission procedure. Special admissions 

families will be admitted outside of the regular waiting list process. They do not have to qualify for any 

preferences, nor are they required to be on the program waiting list. WCHA maintains separate records 

of these admissions. 

a. Resident applicants who are being permanently displaced by an public housing agency within 

WCHA’s jurisdiction for reasons of health or safety: The member jurisdiction must provide 

documentation to WCHA, evidenced by action adopted by the governing body of the 

jurisdiction, that they have offered relocation assistance and benefits as legally required 

(including WCHA’s HCVP benefits) to the affected resident applicants. Such designation of 

preference shall not exceed ten percent (10%) of WCHA’s monthly turnover of HCV. 

Applicants shall be referred to WCHA for consideration by a member jurisdiction, and 

applicants must submit a pre- application within 120 days before or after the date the applicant 

is permanently displaced. WCHA shall extend this preference within the ten percent (10%) per 

month limitation. (See Opening/Closing of Application Waiting List in Chapter 5 of this 

document) 

b. Resident and nonresident applicants displaced by a federally declared disaster requiring 

mandatory evacuation: WCHA may designate Housing Choice Vouchers to be made available 

for eligible displace households if funding 

permits. Priority may be given to disaster victims who were residing in WCHA’s jurisdiction. WCHA 

will accept and prioritize the processing of eligibility for households referred through the responsible 

28



disaster agency, such as the Federal Emergency Management Agency (FEMA), and will require 

appropriate verification of circumstances and other eligibility criteria. 

3. Applicants who are currently serving, or have served in the U. S. armed forces, veterans who have 

been honorably discharged or surviving spouses of honorably discharged veterans (who have not 

remarried prior to or after the death of the veteran). 

4. Applicants (families/individuals) with earned income from recent employment who meet the following 

criteria: 

a. Only head of household, spouse or sole member can qualify. 

b. Must receive earned income, which is defined as salaries and wages, overtime pay, tips and 

bonuses, and any other form of compensation for work performed 

c. Work at least 20 hours per week for 42 weeks in any one-year period from the date of preapplication. 

Exception: If applicant is scheduled for an initial interview appointment in less than 

42 weeks from the pre-application date, the 

WCHA will consider the employment history prior to the pre-application date. 

d. Length of employment is calculated separately for each individual and cannot be combined with 

another person to qualify. 

e. Employment must be verifiable. Burden of proof is the responsibility of the applicant. 

5. Disability status. 

a. Must be disabled status for at least 12 months from the time of their initial interview date. 

b. To minimize the risk of discrimination, HUD requires that any working preference must also be 

given to applicant households whose head, spouse, or sole 

member is age 62 or older or is receiving Social Security disability, Supplement 

Social Security Income disability benefits, or any other payments based on the individual’s 

inability to work. 

6.2 Preference Eligibility 

A 

B 

Applicants will be placed on the Waiting List according to information provided by them as to their 

qualification for preferences. This preference claim will not be verified at the time of pre-application. 

If an applicant misrepresents an address to retain jurisdictional member preference, their file will be made 

inactive. 

C Applicant circumstances may change while awaiting a HCV offer or during the eligibility process, which 

may affect the applicant’s entitlement to a preference. Applicants are required to notify WCHA, in writing, 

within 15 calendar days from the date a change occurs. Whenever a reported change affects the 

applicant’s preference on the waiting list, the applicant’s name will be placed in the appropriate preference 

category, based upon the date and time WCHA receives the reported change. 

D However, to be finally determined eligible, applicants must still meet the preference category (ies) 

cited at the time that a HCV is expected to be available and a full application is completed during the 

WCHA intake review. 

E 

If the applicant's preference cannot be verified, the applicant will be notified of the preference denial 

and given the opportunity for an informal review as authorized in Chapter 5 of this document. 

29



PREFERENCE CODES CHART 

PRIORITY CODES: 

HIGHEST 

Special Relocation 

a. Referrals from other 

PHA’s: Residents 

displaced by 

government action for 

reasons of health or 

safety (Referred by HUD 

under qualifying criteria) 

b. Victims of a federally 

declared disaster 

requiring mandatory 

evacuation (if resources 

are available) 

PRIORITY CODES: 

LOWEST 

MEMBERS: (Residing or working in WCHA jurisdiction) 

Waiting List 

Waiting List 

Waiting List 

Category 

Category 

Category 

1 

2 

3 

U.S. VETERANS Non-VETERANS U.S. VETERANS 

Including: 

ELDERLY 

DISABLED 

WORKING 

FAMILIES 

Including: 

ELDERLY 

DISABLED 

WORKING 

FAMILIES 

That are not: 

ELDERLY 

DISABLED 

WORKING 

FAMILIES 

NON-MEMBERS: (NOT residing or working in WCHA jurisdiction) 

Waiting List Category Waiting List 

Waiting List 

5 

Category 

Category 

U.S. VETERANS 

6 

Non-VETERANS 

7 

U.S. VETERANS 

Waiting List 

Category 

4 

OTHERS: 

NON WORKING 

FAMILIES 

Waiting List 

Category 

8 

OTHERS: 

Including: ELDERLY 

DISABLEDWORKING 

FAMILIES 

Including: 

ELDERLY 

DISABLED 

WORKING 

FAMILIES 

That are not: 

ELDERLY 

DISABLED 

WORKING 

FAMILIES 

NON WORKING 

FAMILIES 

DEFINITIONS: 

Members – Living or working in member cities 

Working – Working a minimum of 20 hours per week for a period of 42 weeks in any one year 

from the date of pre-application 

Others – Single or family that do not meet any of the criteria in 1, 2, 3 for Members, or 5, 6, 7 for 

Non-Members 

The priority codes are to be used for applicants with the following application status codes: 

E – Eligible pre-application: This applicant is waiting for an interview. 

P – Initial interview, waiting for voucher: This applicant has been: A) Scheduled for an interview; 

B) Completed/made eligible and is waiting for a voucher. 

C – Assigned a Subsidy Number: This applicant is scheduled a briefing and assigned a Subsidy 

Number. 

H – Housed by Field Rep.: This applicant has been leased-up, and information transferred to 

Section 8 module. 

I – Made ineligible, Non-Member: This applicant has been made ineligible or has been placed 

back on Waiting List as a Non-Member. 

W – Withdrawn, made inactive: This applicant has been determined inactive or has withdrawn. 

Note: 5, 6, 7, 8 Preference Codes are Non-Member, and must be used with an “I” status code 

(JJ) – All other cities outside of WCHA ’s jurisdiction 

30



6.3 Order of Selection 

A 

The selection from WCHA ’s Waiting List will be made without regard to race, color, 

creed, religion, sex, disability, national origin, family status, marital status, or source of 

income. 

B The Pre-applicants will be selected according to preference status and random 

placement of the pre-application. 

C Interviews for completion of a full application are scheduled on this basis. 

6.4 Reopening of the Waiting List for Preferences 

A 

WCHA will announce the opening of its waiting list whenever it is determined that fewer 

applicants are on the waiting list than would provide 24 months of referrals for assistance 

from that waiting list. 

B When a new waiting list has been established, WCHA will purge and inactivate all nonmember 

applicant names remaining on a previous waiting list. These non-member 

applicants will be notified by mail and will be given an opportunity to re-apply for the new 

waiting list. 

6.5 Maintaining the Waiting List 

A 

After the preliminary eligibility determination has been made, applicants are placed on the 

appropriate Waiting List in order of preference. WCHA will maintain an accurate Waiting 

List, which conforms to HUD requirements. 

B The Waiting List will provide the following information regarding potentially eligible 

households who have an active pre-application: 

1. Name of head of household 

2. Date, time, and random placement number of the pre-application 

3. Unit size required 

4. Preference status codes 

5. Minority and ethnicity status 

6.6 Updating the Waiting List 

A 

WCHA may periodically update the Waiting List to ensure that it is current and accurate. 

WCHA will mail a notice to the applicant’s last known address, requesting information 

regarding their continued interest in maintaining a place on the Waiting List. 

B If the applicant did not notify WCHA of a move as required, WCHA will not be responsible 

for the applicant’s failure to receive the update request. 

C The request notice will include a deadline date by, which applicants must contact WCHA 

of their continued interest, by mail or in person. If WCHA fails to receive the applicant’s 

notice of continued interest by the deadline date, the applicant’s name will be removed 

from the Waiting List. 

31



D If the letter is returned by the Post Office, with the forwarding address noted, WCHA will 

resend the letter. If the letter is returned by the Post Office as undeliverable, this will be 

used as proof that the applicant has moved without notice to WCHA and that the 

applicant will be removed from the Waiting List. 

E WCHA does not accept responsibility for mail delays and/or non-receipt by the applicant. 

F 

If there is no response within the time period stated in WCHA ’s letter, WCHA will send 

the notice to the applicant for the denial of assistance with an opportunity for an informal 

review. 

6.7 Finalizing Applicant Determination 

A 

All completed and verified applications are added to an “eligible” list and families are 

scheduled for a briefing and issuance of HCVs, at a location specified in writing by 

WCHA, in accordance with this Administrative Plan. 

32



CHAPTER 7: SUBSIDY STANDARDS FAMILY BEDROOM 

ALLOCATION 

33



Chapter 7. 

Subsidy Standards Family Bedroom Allocation 

7.0 Housing Choice Voucher Size Issued 

A 

B 

C 

D 

HUD guidelines require WCHA to establish subsidy standards that determine the number 

of bedrooms a family will be issued on their Housing Choice Voucher (HCV). The 

subsidy standards must provide for the smallest number of bedrooms needed to house 

the family without overcrowding or conflicting with the space requirements of HUD’s 

Housing Quality Standards. 

WCHA establishes the payment standard by bedroom size. A family may lease a larger 

size unit than their HCV bedroom size, but may not initially lease a unit in which contract 

rent would result in the tenant’s portion exceeding 40% of the family’s monthly-adjusted 

income. However, after the initial rental agreement period, a HCV holder may choose to 

pay up to 50% of their gross monthly income for their portion of rent (only in the case of a 

rent increase). 

The unit size assigned to a participant in the Housing Choice Voucher Program (HCVP) 

serves as the basis for determining maximum rent that can be paid to an owner for the 

unit selected by the family under the Fair Market Rents established by HUD. 

The unit size for the HCV remains the same as long as the family composition remains 

the same, regardless of the actual unit size rented. 

E The subsidy standards for Rental Assistance issuance are set to determine the Housing 

Choice Voucher bedroom size to be issued. Guidelines for maximum Rental Assistance 

issuance are: 

1. Single persons will be issued a one bedroom Housing Choice Voucher. 

2. The head (and spouse, if applicable) of the household will be eligible for a separate 

bedroom. 

3. All other family members will use the standard of two persons per sleeping area 

except when WCHA allows exceptions that are justified by the health or disability 

of family member(s), and/or other individual circumstances necessary for 

reasonable accommodation. 

4. A family that consists of only a pregnant woman will be treated as a two-person 

family. 

5. Foster children will be included in determining unit size. 

6. These general guidelines are used in determining Housing Choice Voucher bedroom 

classification: 

MINIMUM # MAXIMUM # 

HOUSING CHOICE PERSONS IN PERSONS IN 

VOUCHER SIZE HOUSEHOLD HOUSEHOLD 

0 BR 1 1 

1 BR 1 2 

2 BR 2 4 

3 BR 4 6 

4 BR 6 8 

5 BR 8 10 

6 BR 10 12 

34



F 

WCHA may grant exceptions from the standards if WCHA determines the exceptions 

are justified by the health or disability of family members, and/or other individual 

circumstances necessary for reasonable accommodation. 

G All changes in family composition that are the result of a birth, an adoption, marriage, or a 

legal court action, must be reported to WCHA within 10 calendar days from the date the 

change becomes effective. When reporting and eligibility requirements have been met, 

the family may request approval for a change in their HCV for the appropriate number of 

bedrooms. 

Additional Family Members: 

A family must request written approval from WCHA before adding another member to the 

household, prior to that person moving into the unit. Approval for adding another 

member to the household is not automatic and will be determined by a number of 

contributing factors that include: direct benefit to the head of household, reasonable 

accommodation due to a disability, health and/or safety issues that directly affect other 

family members and funding availability. The addition of another household member may 

or may not result in approval for a change in the bedroom size of the HCV. 

H WCHA will consider the request according to the conditions outlined in this Plan, and 

determine whether or not the request will be granted. The necessity for an exception to 

unit size standards must be verified and documented. The granting of the exception shall 

be at the discretion of WCHA. 

I 

Special circumstances may dictate a larger size HCV than the Subsidy Standards 

including: 

1. An elderly or disabled person who requires a live-in attendant or who, for medical or 

other reasonable accommodation reasons, cannot share a bedroom, as verified in 

writing by a licensed medical professional. 

7.1 Changes in the Housing Choice Voucher Size 

A 

Housing Choice Voucher Issuance After Lease-up: 

1. When there is a change in family composition that would result in a decrease in the 

bedroom size the family would be eligible for, the adjustment will be made at the time 

of reexamination unless the family initiates the move. Exception; if the WCHA 

becomes aware of change after the re-exam interview, but before the re-exam 

effective date, the 60-day notice does not have to coincide with 

Re-exam month; it may be off by a month or more. 

2. When there is a change in family composition that results in an increase in bedroom 

size, WCHA will review the available options and inform the tenant of the applicable 

action that will be taken. In any instance, the tenant will be entitled to an increase in 

the Voucher bedroom size. If the tenant must move because of an overcrowded 

living situation, a minimum 60-day notice will be given. 

3. The unit considerations in this section should be used as a guide to determine 

whether the bedroom size should be changed and when. If a situation occurs which 

is not currently covered in this policy, the case will be taken to the housing supervisor 

who will review the situation and make a decision based on the individual 

circumstances and the verification provided. 

35



4. The HCV size will only be changed at an annual recertification or when the family 

requests that WCHA reissue a HCV to permit the family to move to a new unit. 

However, if WCHA made an error in the bedroom size designation, the family will 

be issued a HCV of the appropriate size in order not to penalize the family. 

5. WCHA establishes the payment standard by bedroom size. A family may lease a 

larger size unit than their HCV bedroom size. The payment standard to be used is 

based on the lower of the actual number of bedrooms in the unit or the HCV size 

issued to the family. HCV holders may not lease a unit where contract rent would 

result in the tenant’s portion exceeding 40% of the family’s monthly-adjusted income. 

This applies when the gross rent of the unit exceeds the applicable payment 

standard for the family. 

B 

Housing Quality Standards (HQS): 

1. HQS allow two 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 

2. These standards may be exceeded if a sleeping room other than a bedroom or living 

room is available and selected. 

3. For the HCVP, families are not restricted by the bedroom size of the unit they select 

for housing other than the minimum Housing Quality Standards, maximum 

occupancy and maximum tenant contributions of initial lease. 

36



CHAPTER 8: INCOME CONSIDERATIONS AND 

DETERMINATION OF TOTAL TENANT PAYMENT 

37



Chapter 8. 

Payment 

Income Considerations and Determination of Total Tenant 

8.0 General Policy 

A 

Income and the Total Tenant Payment are calculated in accordance with federal 

regulations for the Housing Choice Voucher Program (HCVP). 

B Annual Income is used to determine whether the family is within the required income 

limits for program participation. Annual Income represents the gross amount of income 

to be received by the household. 

C HUD has published allowable deductions and exclusions from annual income. When 

these applicable deductions and exclusions are considered, the result is adjusted 

income. 

D Both annual and adjusted income is used to determine the rent calculation for Housing 

Choice Vouchers (HCV). 

E Annual income is defined as the gross amount of income (prior to deductions) anticipated 

to be received by the family during the 12 months after certification or recertification. 

F 

WCHA must compute all income of every family member who is on the rental 

agreement, including authorized members of the household who are temporarily absent. 

If income for any family member is not coming into the household, the tenant shall 

provide: the name of the recipient of said income, documentation as to the special 

circumstances pertaining to the non-receipt of income by a family member, and third 

party verification of the arrangement. 

G In addition, WCHA must count the income of the spouse of the head of the household 

if that person is temporarily absent, even if that person is not on the rental agreement. 

H Income of persons permanently absent from the household will not be counted. 

I 

Income is defined by HUD regulations and is further interpreted in HUD notices, memos 

and guidelines. These rules must be followed. However, there are policy decisions, 

which are needed in order to ensure consistent interpretation of the HUD rules. 

J All families receiving rental assistance must have a minimum total tenant payment of $50. 

8.1 Special Family Circumstances 

General Conditions: 

A 

Families must report in writing to WCHA within fifteen days, any absence from the 

household of more than thirty consecutive days and shall report the change to the owner, 

consistent with the rental agreement provisions. Some special situations, are discussed 

below: 

B If a member of the household is absent from the assisted unit for more than 60 days in a 

twelve (12) month period, except for medical circumstances described below, the unit will 

not be considered to be their principal place of residence and the HCV assistance for the 

unit shall be adjusted accordingly. 

38



C 

If the sole member of the household leaves the household for more than 30 consecutive 

days or 60 non-consecutive days in a 12 (twelve) month period, the unit will not be 

considered to be their principal place of residence and the housing assistance payment 

for the unit will be terminated unless the participant requests an extension by submitting 

documentation from a reliable medical source that they will return within a maximum of 

180 days. 

D If the sole member of the household has to leave the household to go to a hospital or 

nursing home, written advice from a reliable medical source will be obtained as to the 

likelihood and timing of the 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 180 consecutive days. 

E 

F 

If the member’s child or children is/are temporarily absent from the household due to 

foster care, WCHA will try to contact Social Services to determine the length of time 

before the child or children will be returned. The situation will be reevaluated after 90 

days. The parent may retain their eligibility as a remaining member of the tenant family. 

However, they may have to be issued a different size Voucher. If the children are 

projected to be out of the home for more than the 180 days, the Voucher size will be 

reduced. 

If WCHA has determined that both parents must leave the household and the Department 

of Social Services and/or the Juvenile Court has determined that another adult is to be 

brought into the assisted unit to care for the children for an indefinite period, WCHA will 

not change the head of household without a court order. Any income received on behalf 

of the remaining family member will be counted during this period. This process does not 

preclude the fact that the Owner may choose not to accept the new adult caretaker. 

WCHA will work with the appropriate service agencies and the Owner to provide a 

smooth transition of the process(es) involved in these cases. 

G If a member of the household is subject to an order of protection that excludes someone 

from the home, they will not be considered under the temporarily absent policy during the 

period the court order is in effect. 

H If minors leave the household, the head of household will be required to provide 

documentation of legal guardianship or custody by another person. 

I 

Spouse: 

1. If the spouse leaves the household, the family must report the change in family 

composition to WCHA within ten (10) calendar days, stating the spouse is 

temporarily/permanently absent. 

2. If the spouse leaves the household and the period of time is less than 90 days, the 

family member will be determined temporarily absent unless the verification(s) prove 

otherwise, as specified in Chapter 9, of this Plan. 

3. Persons who report that a spouse has left the household in this situation must 

provide adequate proof of absence if they are to be considered permanently absent 

during the first 90 days. 

4. The spouse will be determined permanently absent if the family declares that the 

spouse has been gone for more than 90 days of the recertification period and 

declares the spouse is permanently absent in writing. 

39



5. The 90 days specified in this section starts from the time the remaining family spouse 

reported the change in family composition or the spouse actually left the unit, 

whichever is earlier. 

6. If the family member with children gives notice to WCHA before vacating the unit, 

WCHA will review the situation and make a determination as to who will retain 

the Voucher. 

J 

Adult Family Members Other than Spouse: 

1. Other persons who were declared to be members of the family may be declared 

permanently absent, such as members living in a spousal relationship, if the family 

declares that the person has been gone for more than 90 days of the recertification 

period and declares the person is permanently absent in writing. 

2. The 90 days specified in this section starts from the time the remaining family 

member(s) reported the change in family composition or the person actually left the 

unit, whichever is earlier. 

3. Persons who report that an adult family member other than spouse has left the 

household in this situation must provide adequate proof of absence if they are to be 

considered permanently absent during the first 90 days. 

4. If the person leaves the household and the period of time is less than 90 days, the 

family member will be determined temporarily absent unless the verification(s) 

specified in Chapter 9, of this document. 

5. If the family member with children gives notice to WCHA before vacating the unit, 

WCHA will discuss the situation and make a determination as to who will retain 

the Voucher. 

6. If the person has been absent from the household for more than 90 days and wants 

to return, the family must request WCHA ’s permission after the Owner has granted 

their permission. WCHA will review the family’s request. Factors, which will be 

considered include: 

a. Subsidy standards 

b. Health and safety 

c. Pattern of family composition changes 

d. Circumstances of current request 

K 

Adult Child: 

1. If an adult child goes into the military and leaves the household, they will be 

determined permanently absent. 

2. A student (other than husband or wife) who attends school less than 150 miles away 

from home but who lives with the family during school recesses may be considered 

permanently absent (income not counted, not on rental agreement, not counted for 

Voucher size) or temporarily absent (income counted, on rental agreement, counted 

for Voucher size) at the family’s option. A student who lives more than 150 miles 

from home will be determined permanently absent. 

3. Adult children of the head of household and/or spouse who were declared to be 

members of the family may be declared permanently absent if the family declares 

40



that the person has been gone for more than 90 days of the recertification period and 

declares the person is permanently absent in writing. 

4. The 90 days specified in this section starts from the time the remaining family 

member reported the change in family composition or the person actually left the unit, 

whichever is earlier. 

5. Persons who report that an adult child has left the household in this situation must 

provide adequate proof of absence if they are to be considered permanently absent 

during the first 90 days. 

6. If the person leaves the household and the period of time is less than 90 days, the 

family member will be determined temporarily absent unless the necessary 

verification(s) are provided. 

7. If the person has been absent from the household for more than 90 days and wants 

to return, the family must request WCHA ’s permission after the Owner has granted 

his/hers. WCHA will review the family’s request. Factors, which will be considered 

include: 

a. Subsidy standards 

b. Health and safety 

c. Pattern of family composition changes 

d. Circumstances of current request 

8. The person must not reside in the assisted unit until written permission is received 

from WCHA and WCHA has included that person as part of the assisted family in 

its records. 

L 

Jo int Custody of Children: 

1. If children are a part of an assisted household pursuant to a court order joint custody 

agreement, a document from the court indicating the nature of the custody will be 

submitted. 

2. 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. If the family includes 

a child who is temporarily absent from the home due to foster care, the standards in 

8.1.E of this Chapter will be used. 

3. If both families are on the program or the Waiting List, only one parent may claim the 

child. The parents will be encouraged to make a decision as to which parent claims 

the child as a family member. 

4. If there is no agreement by both parties, a determination will be made as to the 

majority of time spent with each party. “51 percent of the time” is defined as 183 days 

of the year (which do not have to run consecutively) and will be so be used to 

determine the “place of residence” for that child. 

M Visitors: 

1. Visitors are allowed to stay for up to 15 consecutive days in a 12-month period or up 

to 30 non-consecutive days in a 12-month period. 

2. Visitors who stay longer than 15 consecutive days and/or 30 non-consecutive days in 

a 12-month period must have written permission of the Owner with a copy on file with 

41



WCHA . Any visitor who has been in the unit more than 15 consecutive days or 

more than 30 non-consecutive days in a 12-month period will be considered to be 

living in the unit as a household member without the approval of WCHA causing 

grounds for termination. If the family wishes to add the person to the household and 

the person is approved by WCHA and Owner to be in the unit, the person will need 

to complete the Eligibility process and income from this person will be counted 

retroactively to when the person was originally living in the unit. 

3. Acceptable proof of an alternate location of such an individual’s permanent residence 

is specified in Chapter 9 of this document. 

4. Minors and college students who were part of the family, but who now live away from 

home during the school year and are not considered members of the household, may 

visit for up to 150 days per 12 (twelve) month period without being considered a 

member of the household as long as they have written permission of the 

owner/manager. 

5. 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 a visitor and not a family member. 

N 

Reporting to Owner: 

1. The additional person(s), whether a family member or a visitor, must be reported to 

the owner/manager. In the case of a minor child staying longer than the time 

specified, or college students who were part of the family but who now live away from 

home during the school year and are not counted as family members as described 

above, written permission must be obtained from the owner, allowing them to 

continue in residence as a visitor, with a copy on file with WCHA . 

O Reporting to WCHA : 

1. The family must declare a member as permanently or temporarily absent in writing to 

WCHA within 10 days of the change to the household composition. WCHA will 

advise the family at that time, or at reexamination, what the options are and how it 

might affect the total tenant payment or the Voucher size. 

2. The family should be counseled at briefings and reexaminations on the effect of the 

permanently/temporarily absent policy on rent and/or Voucher size. 

P Reporting Additions to Owner and WCHA : 

1. Reporting changes in household composition to WCHA is both a HUD and an WCHA 

requirement. 

2. Family obligations require the family to request WCHA ’s approval to add any other 

family member as an occupant of the unit and to inform WCHA of the birth, 

adoption or court-awarded custody of a child within 10 days. The family must 

request prior approval of additional household members in writing within 10 days. 

Such notification must also be done for the unit owner and his written approval must 

be forwarded to WCHA . 

8.2 Averaging Income 

A 

There are two ways to calculate income when it cannot reasonably be anticipated for a 

full year: 

42



1. Annualize current income (and subsequently conduct an interim reexamination if 

income changes); or 

2. Average known sources of income that vary in order to compute an annual income 

(no interim adjustment will be required if income remains what was initially 

calculated). 

3. WCHA will use the “averaging known sources” method for all families unless a 

Supervisor approves an exception to this rule. 

4. Last year’s income may be analyzed to determine the amount of income to be 

anticipated when the current year’s income cannot be clearly verified. 

B If, by averaging, a reasonable estimate can be made, that estimate is to be used to 

anticipate annual income over the next 12 months (as opposed to changing the HAP 

every month as the income fluctuates). 

C At reexamination, WCHA may use last year’s income, if the income cannot be 

anticipated for the coming year, and average, if necessary. 

8.3 Minimum Income 

A 

Housing Assistance Payments and related programs are available only to families 

earning less than 80% of the area median income. 

B Families assisted under the HCVP must pay a monthly minimum total tenant payment of 

not less than $50. 

C Families claiming to have no income will be required to execute verification forms 

quarterly to determine that sources of income (e.g. unemployment benefits, Temporary 

Assistance to Needy Families (TANF), Supplemental Security Income (SSI), etc.) are not 

being received by the household. WCHA reserves the right to call the tenant in the office 

for the verification process, call child protective services when appropriate and run credit 

checks. 

8.4 Temporarily Absent Family Members’ Income 

A 

Income of temporarily absent family members is included in total income for tenant rent 

calculation purposes. 

B If the spouse or the head of household is temporarily absent, their entire income is 

counted, whether or not they are on the rental agreement. The decision as to whether 

such a person is considered temporarily absent will be made in accordance with policies 

in this Plan. 

C If the spouse is temporarily absent and in the military, all military pay and allowances 

(except hazardous duty pay when exposed to hostile fire and any other exceptions to 

military pay HUD may promulgate) is counted as income. 

8.5 Income of Person Permanently Confined to a Nursing Home 

A 

If a person is permanently confined to the hospital or nursing home, and there is a family 

member left in the household, WCHA will calculate the total tenant payment, using the 

following method: 

43



B 

If the income of the confined person goes directly to the nursing home, WCHA will 

exclude the income of the person permanently confined to the nursing home and give the 

assisted tenant no medical deductions paid on behalf of the confined family member. 

C If the income of the confined person is paid to an assisted family member, WCHA will 

include the income of the person permanently confined to the nursing home and give the 

tenant the medical deductions allowable on behalf of the person in the nursing home. 

D For determination as to whether the person is confined to a nursing home on a temporary 

or permanent basis, see the definition of temporarily/permanently absent in Section 

8.1 D. in this Chapter. 

8.6 Regular Contributions and Gifts; Recurring Contributions and Gifts 

A 

For tenant rent calculation purposes, regular contributions and gifts received from 

persons within and outside the household are counted as income for a minimum period of 

one (1) year. Any contribution or gift received for (3) months or more in a 12-month 

period will be considered “regular” contributions or gifts. 

B This includes rent and utility payments paid on behalf of the family and other cash or noncash 

contributions provided on a regular basis. 

C It does not include casual contributions or sporadic gifts, (those received less than three 

(3) months) in a 12-month period. 

D A notarized affidavit must be obtained from the contributor or grantor, noting the source 

or such contributions or gifts. A notarized affidavit must also be obtained from the 

contributor or grantor verifying the termination of such contributions or gifts when 

applicable. Third-party verification will be used when obtainable. 

8.7 Alimony and Child Support 

A 

Regular alimony and child support payments are counted as income for tenant rent 

calculation purposes. 

B If child support is not received on a regular basis, WCHA must count the amount of child 

support in the divorce decree or separation agreement unless WCHA verifies that the 

income is not received. 

C In order to calculate any amount other than the amount in the specific award, WCHA must 

obtain a certification from the tenant as to how much is being received on an annual 

basis. Additionally, the tenant must provide documentation that the family has filed with 

the agency responsible for enforcing such payments. 

D When a report on child support is received from the Clerk’s office for the prior 

12 months, WCHA will use the amount received over the last 12 months, if no projection 

of anticipated income can be calculated. 

E Where there is no print-out, or where there is disagreement in the amount received in the 

verification documents, or statements, or where families have stated that they have never 

filed with an agency to enforce payments, WCHA will request information from the Clerk’s 

office. 

44



F 

WCHA will use the divorce decree provided by the family. If more information is needed, 

WCHA will request a copy of the divorce decree from the County Recorder’s office. 

G WCHA may also verify information with the former spouse. 

H If no other documents are obtainable, WCHA will accept an affidavit from the family of the 

amount they are receiving. 

I 

Lump-sum Receipts: 

1. Lump-sum additions to family assets, such as inheritances, insurance payments 

(including payments under health and accident insurance and worker’s 

compensation), capital gains, and settlement for personal or property losses, are not 

included in income. 

2. Lump-sum payments caused by delays in processing periodic payment (such as 

unemployment or welfare assistance) are counted as assets. 

3. Treatment of accumulated periodic payments due to the deferral of income resulting 

from a dispute is handled no differently than periodic payments deferred because of 

processing problems. 

4. WCHA may develop a calculation method, which calculates retroactively 

or prospectively, as long as full rent is received. 

5. For HCV rental assistance, the calculation will be done prospectively for families who 

report the lump-sum amount on a timely basis. 

6. Prospective Calculation Methodology: 

a. If the lump-sum amount is received and reported, resulting in an interim 

adjustment, it will be calculated as follows: 

b. The entire lump-sum payment will be added to the rest of the annual income at 

the interim reexamination; 

c. WCHA will determine the percent of the year the interim represented; 

d. At the next annual recertification, WCHA will take the remaining percentage of 

the year not used, apply it to the lump sum and add to the rest of the annual 

income; 

e. The lump sum will be used in the same method for any interims, which occur 

prior to the next annual recertification. 

J 

Attorney Fees: 

1. Attorney fees may be deducted from lump-sum payments when computing annual 

income when the attorney’s efforts have recovered a lump-sum compensation for the 

wrongful reduction or denial of a periodic payment, and the recovery does not include 

an additional amount in full satisfaction of the attorney fees. 

2. In such situations, the tenant does not actually recover the entire amount of the pastdue 

periodic payments because they must pay the attorney fees. 

3. This situation does not include those in which an amount is withheld from funds 

otherwise due the tenant to satisfy legitimate financial obligations unrelated to 

obtaining the income such as: 

a. Withholding from wages to apply to child support, alimony or a judgment creditor; 

b. Garnishment for failure to pay child support, alimony, or a judgment creditor. 

45



4. This situation does not include those instances where a tenant incurs attorney fees 

unrelated to asserting a right to a source of income, or where no income results from 

the attorney’s actions. These are the financial responsibility of the tenant and are not 

deducted in determining annual income. 

8.8 Contributions to Retirement Funds 

A 

Contributions to company retirement/pension funds are handled in the following manner: 

B While an individual is employed, WCHA will count only the amount the family 

can withdraw without retiring or terminating employment; and 

C After retirement or termination of employment, WCHA will count any amount 

the employee elects to receive as a lump sum. 

8.9 Grants and Scholarships 

A 

Educational scholarships include various educational entitlements, grants, work-study 

programs, and financial aid packages other than Title IV. They also include amounts 

received by veterans for educational purposes and student loans. 

B All such funds are exempt for both part-time and full-time students and will not be 

counted as part of the recipient’s income. 

8.10 Assets Disposal for Less Than Fair Market Value 

A 

B 

WCHA must count assets disposed of for less than fair market value during the two 

years preceding the examination or reexamination. WCHA will count the difference 

between 

the market value and the actual payment received. 

Assets disposed of as a result of foreclosure or bankruptcy are not considered to be 

assets disposed of for less than fair market value. Generally, assets disposed of as a 

result of a divorce or separation are not considered to be assets disposed of for less than 

fair market value. 

C WCHA ’s minimum threshold for counting assets disposed of for less than fair market 

value is $1,000. If the total amount of assets disposed of within a one-year period is less 

than $1,000, they will not be considered an asset for the two-year period. 

D If the total amount of assets disposed of within a one-year period is more than $1,000, all 

assets disposed of for less than fair market value will be counted as assets for two years 

from the date the asset was disposed of. 

8.11 Child Care Expenses 

A 

A childcare deduction will not be given for children under 13 years of age attending a 

private school, instead of a public school. However, if the private school also provides 

day care or after-school care, in addition to regular school hours for school-age children, 

the after-hours care can be counted as childcare expenses, as long as the family is 

eligible for a childcare deduction. 

B Adult members who would be considered unable to care for the child include: 

1. An adult member in a documented child abuse situation; 

46



2. A medically disabled or older person unable to take care of a small child, as 

determined by doctor’s statement. 

C The reasonableness criteria for allowing child care expenses as a deduction uses the 

following standards applied to Head of Household or spouse only: 

1. Childcare to work: The maximum childcare allowed would be based upon the amount 

earned by the person enabled to work. The “person enabled to work” will be the 

adult member of the household who earns the least amount of income from working. 

2. Child care for school: WCHA will compare the number of hours the family member is 

attending school and base the reasonableness standard on the number of hours 

attending school (with the addition of one hour travel time to and from school) versus 

the number of hours claimed for child care. 

3. Rate of Expense: WCHA will collect data to determine a reasonableness standard. 

The determination will be made only on a reasonable hourly rate. 

D If WCHA feels the childcare is unreasonable according to this standard, the standard may 

be used as the maximum. 

E If the childcare provider is an unlicensed individual, the individual must provide their 

Social Security number and a statement of the amount that individual is being paid or a 

childcare allowance will not be given. 

8.12 Medical Expenses 

A 

When it is unclear in the HUD rules as to whether or not to allow an item as a medical 

expense, IRS publications will be used as a guide. 

B Nonprescription medicines must be doctor recommended with a specific dosage, and 

verified current expenses projected for the dosage on the receipts must be provided in 

order to be considered as a medical expense. 

C Acupressure, acupuncture, herbal medicines, and chiropractic services will not be 

considered allowable medical expenses. 

8.13 Reduction in Benefits 

A 

If the family’s benefits such as Social Security/SSI or TANF were reduced through no 

fault of the family, WCHA will use the net amount of the benefit. 

B In the case of TANF, if the family’s benefits were reduced due to family error, omission, 

or misreporting, the gross amount of the benefit will be used as income. 

8.14 General Assistance 

A 

WCHA will use the gross amount of General Assistance for which the family is eligible. 

8.15 Income From Working Students 

A 

Earned income in excess of $480 from each dependent family member who is a full-time 

student is exempt from calculation of family income. 

1. Dependent family members attending high school are considered full-time students. 

47



2. Dependent family members attending a college or university, and carrying twelve (12) 

or more units per quarter/semester are considered full-time students. 

3. Dependent family members attending an institution of higher learning, who are 

considered full-time under that institution’s standards and practices are considered 

full-time students. 

B 

A change in full-time student status must be reported to WCHA within ten (10) calendar 

days. Failure to report will result in a repayment agreement effective retroactively to the 

beginning of the quarter/semester. If the numbers of units are not carried, or the criteria 

for full-time status under the institution of higher learning’s standards and practices are 

not met, the full-time student status will not be given and the individual’s income will be 

counted retroactively. 

C The income of a full-time student whose status changes to part-time will be included in 

the family’s calculation relative to the family’s portion of rent. 

8.16 Minimum Family Contribution To Rent 

A 

All households receiving rental assistance must pay a minimum total tenant payment of 

rent of $50.00. When a family is designated to pay a minimum rent they will be informed 

in writing. If the family believes that this amount would pose a hardship to the family, 

they may request a review/hearing as outlined in Chapter 23 (Complaints and Appeals). 

However, specific attention must be given to the minimum income statement found in 8.3 

of this Chapter. 

48



CHAPTER 9: VERIFICATION PROCEDURES 

49



Chapter 9. 

Verification Procedures 

9.0 Overview 

WCHA must verify all information that is used to establish the family’s eligibility and level of 

assistance and is required to obtain the family’s consent to collect the information. Applicants and 

program participants must cooperate with the verification process as a condition of receiving 

assistance. WCHA must not pass on the cost of verification to the family. 

A 

WCHA verifies family income, family composition, full-time student status, value of 

assets, factors allowing a preference, and other determinations regarding eligibility status 

before an applicant is issued a Housing Choice Voucher (HCV). 

B Applicants and program participants will be required to furnish proof of their statements 

whenever required by WCHA. 

C Families may be requested to sign an authorization for release of information from the 

Internal Revenue Service (IRS) for further verification of income. Additionally, families 

may be required to provide copies of their most recent federal income tax statements. 

Referrals to the IRS may be made for confirmation of income statements. Where 

reasonable doubt regarding income exists, a referral to IRS information will be made 

for confirmation on a case-by-case basis. 

D 

Use of HUD’s Enterprise Income Verification (EIV) System 

HUD’s EIV system contains data showing earned income, unemployment benefits, and 

social security benefits and SSI benefits for participant families. HUD requires the PHA to 

use the EIV system in its entirety. The process and procedures of the use HUD’s EIV 

system will be explained in detail in Chapter 26 of this plan. 

9.1 Methods of Verification 

In the order presented, WCHA will utilize the following verification methods: 

HUD authorizes the WCHA to use five methods to verify family information and specifies 

the circumstances in which each method will be used. In general HUD requires the PHA 

to use the most reliable form of verification that is available and to document the reasons 

when the PHA uses a lesser form of verification. 

WCHA Policy 

In order of priority, the forms of verification that the WCHA will use are: 

• Up-front Income Verification (UIV) 

• Review of Documents 

• Third-party Written Verification 

• Third Party Oral Verification 

• Self-Certification 

Each of the verification methods is discussed in subsequent section below. Chapter 26 contains an 

excerpt from the notice that provides guidance with respect to how each method may be used. 

50



A 

Third-Party Verification: 

1. Third-party verification is considered to be the most effective means of verifying 

information provided by the family. Verification forms will be sent by mail to the 

appropriate third party with a request that the form be returned via mail. It is 

the intent of WCHA that the form shall never pass through the hands of the 

family. 

2. The verification shall be in written form with a statement signed by the family 

permitting the source to release the requested information. 

3. Oral verification will be obtained through a phone call to the source or via an “in 

person” meeting. When third-party oral verification is used, staff will be required to 

complete a form noting the person they spoke with, the date of the conversation, and 

the nature of the conversation. All relevant facts will be documented on this form. 

4. The request for third-party verifications will be mailed by WCHA directly to the 

third- party source, and will request that the verification be returned to WCHA by 

mail. 

5. When WCHA uses oral third-party verification, the form “Document Viewed or Person 

Contacted” will be filled out by the staff person. 

B 

Use of Computer Printouts: 

1. Many agencies currently use computer-generated forms to respond to an WCHA 

request for “third-party written verification”. WCHA may accept such computer forms 

as documentation of third-party written verification. Entities known to use such forms 

may include (but are not limited to): 

• Social Security Administration 

• Veterans Administration 

• Welfare Assistance 

• Unemployment Compensation Board (including State disability) 

• Clerk’s Office (for child support) 

• Pharmacies (for prescription drugs) 

• Employers 

• Internal Revenue Service 

C 

Review of Documents: 

1. In the event that neither third-party written nor oral verification is possible, staff will 

request that the family bring in actual documents at the time of the application. 

2. All such documents, excluding government checks, will be photocopied and retained 

in the family’s file. 

3. Where “review of documents” occurs and forms cannot be photocopied, staff viewing 

document(s) will be required to complete a “Document Viewed” form. 

4. It is important that government checks never be photocopied! The “Document 

Viewed” form will be used to record the check verification. 

D 

Family Affidavit: 

1. When verification cannot be effectuated by either third-party verification or review of 

documents, families will be required to submit a statement of affidavit. 

51



2. Affidavits are only to be used as a last resort, when the other forms of verification are 

impossible to obtain. A non-affidavit family statement as a form of verification is not 

acceptable. 

3. When reasonable effort is being made by the family to obtain documents needed for 

verification, an affidavit may be used for allowances and deductions. Where there is 

no reasonable effort being made, the expense will be disallowed. 

4. A family cannot self-certify disabled status. 

9.2 Release of Information- Family Consent to Release of Information [24 CFR 982.516 

AND 982.551, 24 CFR 5.230] 

The family must supply any information that WCHA or HUD determines is necessary to the 

administration of the program and must consent to PHA verification of that information [24 CFR 

982.551]. 

Consent Forms 

It is required that all adult applicants and participants sign form HUD-9886, Authorization for 

Release of Information. The purpose of form HUD-9886 is to facilitate automated data collection and 

computer matching from specific sources and provides the family's consent only for the specific 

purposes listed on the form. HUD and WCHA may collect information from State Wage Information 

Collection Agencies (SWICAs) and current and former employers of adult family members. Only 

HUD is authorized to collect information directly from the Internal Revenue Service (IRS) and the 

Social Security Administration (SSA). Adult family members must sign other consent forms as 

needed to collect information relevant to the family’s eligibility and level of assistance. 

A 

At the application stage, all adults 18 years of age and older or emancipated minors will 

be asked to sign appropriate verification forms, as well as a blanket authorization Form 

9886 Form. Each member so requested to consent to the release of information will be 

provided with a copy of the appropriate forms for their review and signature. 

B Each and every verification form will contain the appropriate family member’s signature 

as proof of: 

1. Their consent to the “third party” for release of specified information; and 

2. Evidence of their understanding of the type/nature of information being sought. 

C Family refusal to cooperate with the HUD prescribed verification system will result in the 

termination of the household’s application and will result in ineligibility status. 

Penalties for Failing to Consent [24 CFR 5.232] 

If any family member who is required to sign a consent form fails to do so, WCHA will deny 

admission to applicants and terminate assistance of participants. The family may request an 

informal review (applicants) or informal hearing (participants) in accordance with the WCHA 

procedures. 

52



9.3 Computer Verification 

A Where allowed by HUD and/or other state or local agencies, computer matching may be 

done. 

B Where computer printouts are a feasible method of verification, those sources will be 

utilized. 

9.4 Items to be verified 

A 

Include the following: 

1. 

All income not specifically excluded by the regulations. 

2. Full-time student status, including High School students 18 years and over. 

3. Current assets, including assets disposed of for less than fair market value in the 

preceding two years. WCHA may exercise the option to exclude small assets (under 

$5,000 total) from third-party verification requirements. 

4. Childcare expense allowing an adult family member to be employed or to further their 

education. 

5. Total medical expenses of all family members in households whose head or spouse 

is elderly or disabled. 

6. Disability assistance expenses, including only those costs associated with attendant 

care or auxiliary apparatus, which allow an adult family member to be employed. 

7. Identity of all family members. 

8. Disability for determination of preferences, allowances or deductions. 

9. U. S. citizenship/eligible immigrant status. 

10. Social Security numbers for all family members. 

11. “Preference” status. 

12. Familial/marital status when needed for household head or spouse definition. 

13. Information for the family requesting a larger unit than applicable under WCHA’s 

Subsidy Standards (required for “medical purposes” or other extenuating 

circumstances). 

9.5 Minimum Income 

A No family, whose annual income exceeds the applicable income limits as set by HUD, 

shall be eligible for admission to the HCVP and related programs. 

B Families assisted under the HCVP must pay a monthly minimum total tenant payment of 

not less than $50. 

C Families who report no income will be referred to TANF/General Relief for application of 

assistance. If the family chooses not to apply, the amount the family could have qualified 

for will be used to determine their Total Tenant Payment (TTP). 

53



9.6 Acceptable Forms of Verification 

A Specific information must be obtained from third-party sources to verify the information 

provided by the family. The following verification information will be considered 

acceptable by WCHA in the order listed. 

B 

Employment Income: 

1. All verification forms MUST request the employer to specify the following information: 

a. Date(s) of employment form completed by the employer; 

b. Amount and frequency of pay; 

c. Effective date of the last pay increase; 

d Probability and effective date of any increase during the next 12 months; 

e Year to date earnings; and 

f. Estimated overtime, tips, and bonus pay expected during the next 12 months. 

2. Acceptable forms of verification include (in this order): 

a. Employment verification. 

b. Check stubs or earning statements showing employee’s gross pay per pay 

period and frequency of pay. 

c. W-2 forms if family has had the same job for at least two years and pay 

increases can be accurately projected. 

d. Affidavits or income tax returns signed by the family describing self-employment 

and amount of income or income from tips and other gratuities. 

C 

Social Security, Pensions, Supplementary Security Income (SSI), 

Disability Income: 

The WCHA will use a SSA benefit verification letter provided by the family or an EIV 

income report that displays the social security benefit amount as the third party 

verification. No additional verification will be conducted by the WCHA. 

In the case of applicants, the WCHA will request that the applicant provide a benefit 

verification letter dated within the last 60 calendar days for each family member that 

receives social security and/or supplemental security income. If the family does not have 

a current benefit letter: 

The WCHA will assist the applicant in obtaining a proof of income for all applicable 

family members from the SSA website, Social Security Online at 

www.socialsecurity.gov, or 

The WCHA will ask the applicant a proof of income for all applicable family members 

from the SSA toll free number (800-772-1213). 

D 

Unemployment Compensation: 

1. Acceptable forms of verification include: 

a. Verification form or computer printouts completed by the unemployment 

compensation agency. 

b. Records from unemployment office stating payment dates and amounts. 

54



E 

Welfare: 


a. For all Welfare Programs, the Welfare or Social Services agency’s written 

statements as to type and amount of assistance the family is now receiving, and 

any changes in assistance expected during the next 12 months. 

F 

Alimony or Child Support Payments: 


a. Copy of a separation of settlement agreement or a divorce decree stating amount 

and type of support and payment schedules; 

b. Printouts from the Districts Attorney’s office and the Social Services office for the 

disregard payment; 

c. A notarized statement from the person paying the support; 

d. Copy of latest check – WCHA must record the date, amount, and number of the 

check; 

e. Family’s notarized statement or affidavit of amount received or statement that 

support payments are not being received with a statement addressing the 

likelihood of support payments being received in the future; 

2. If payments are irregular forms of verification will include: 

a. Copy of separation or settlement agreement or a divorce decree stating amount 

and type of support and payment schedules. 

b. Statement from agency responsible for enforcing payments to show that family 

has filed. 

c. Family’s affidavit of amount received. 

G Net Income from a Business: 

1. The following documents show income for the prior years. WCHA must consult 

with families and use any of the following methods to estimate income for the next 

12 months: 

a. IRS Tax Return, Form 1040, including any: 

b. Schedule C (Small Business) 

c. Schedule E (Rental Property Income) 

d. Schedule F (Farm Income) 

e. Calculation of depreciation expense, computed using straight-line depreciation 

rules (required when accelerated depreciation was used on the tax return or 

financial statement) 

f. Audited or un-audited financial statement(s) of the business 

g. Loan application listing income derived from the business during the previous 12 

months 

h. Documents such as manifests, appointment books, cashbooks, bank statements, 

and receipts will be used as a guide for the prior 12 months (or lesser period if 

not in business for 12 months) to project income for the next 12 months (the 

family will be advised to maintain these documents in the future if they are not 

available) 

i. Family’s affidavit as to net income, including tips, realized from the business 

during previous years 

H 

Child Care Business: 

1. If a family is operating a licensed day care business and has been operating as a 

business, income will be verified as with any other business. 

55



2. If the family is operating a “cash and carry” operation (which may or may not be 

licensed) verification of income received may be more difficult. 

a. WCHA will require that the family be required to provide a form that shows: 

name of person whose child is being cared for, phone number, number of hours 

child is being cared for, method of payment (check/cash), and signature of 

person certifying to amounts paid for childcare. 

3. If the family has filed a tax return, the family will be required to provide it. 

4. WCHA may conduct an interim review and have the family provide a log with the 

following information: name, address and telephone number of the parent whose 

child is being cared for, hours per week and rate paid for childcare, and type of 

payment (cash or check). In cases where childcare was terminated, a signed 

statement as to effective date of termination from the parent whose child was cared 

for is required. If childcare services were terminated, a third-party verification will be 

sent to the parent whose child was cared for. 

I 

Recurring Contributions and Gifts (Considered only if received for a period of a 

year or more or will be received for a period of a year or more) 


a. Family’s notarized statement or affidavit that provides the required information. 

b. Notarized statement or affidavit signed by the person providing the assistance. 

(this statement must give the purpose, dates and value of gifts and or 

contributions reviewed) 

J 

Family Assets Now Held: 

1. For non-liquid assets, sufficient information is required to determine the current cash 

value, or the net amount the family would receive if the asset were converted to cash. 

These include: 

a. Verification forms, letters, or documents from a financial institution, broker, etc. 

b. Passbooks, checking account statements, certificates of deposit, bonds, or 

financial statements completed by a financial institution or broker. 

c. Quotes from a stockbroker or realty agent or a listing in the Wall Street Journal 

as to the net amount family would receive if the securities or real estate were 

liquidated. 

d. Real estate tax statements, if tax authority uses approximate market value. 

e. Copies of closing documents showing the selling price, the distribution of the 

sales proceeds and the net amount to the Section 8 HCV recipient. 

f. Appraisals of personal property held as an investment. 

g. Family’s notarized statements or signed affidavits describing assets or cash held 

at the family’s home or in safe deposit boxes. 

h. Net income from a business. 

K 

Assets Disposed of for Less than Fair Market Value during Two 

Years Preceding Effective Date of Certification or Recertification: 

1. For all certifications and re-certifications, WCHA will obtain the Family’s certification 

as to whether any member has disposed of assets for less than fair market value 

during the two years preceding the effective date of the certification or recertification. 

2. In cases where the family certifies that they did dispose of assets for less than fair 

market value this certification should include: 

a. All assets disposed of for less than fair market value; 

b. The date they disposed of the assets; 

56



c. The amount the family received; and 

d. The assets’ market value at the time of disposition. 

L 

Savings Account Interest Income and Dividends: 


a. Account statements, passbooks, certificates of deposit, etc., if they show enough 

information and are signed by the financial institution. 

b. Broker’s quarterly statements showing value of stocks or bonds and the earnings 

credited to the family. 

c. If WCHA accepts an IRS Form 1099 from the financial institution, WCHA 

must adjust the information to project earnings expected for the next 12 

months. 

M Interest Income from Sale of Real Property Pursuant to a Purchase 

Money Mortgage, Installment Sales Contract, or Similar 

Arrangement: 


a. A letter from an accountant, attorney, real estate broker, the buyer, or a 

financial institution stating interest due for next 12 months. It should be noted 

that a copy of the check paid by the buyer to the family is NOT sufficient 

verification, as an appropriate breakdown of interest and principal are not 

included. 

b. Amortization schedule showing interest for the 12 months following the effective 

date of the certification or recertification. 

N 

Rental Income from Property Owned by Family: 

1. One or more of the following are required to verify rental income for property owned 

by the family. The amounts reflected in these sources are subject to adjustment by 

WCHA staff based upon expected changes in the next 12 months. 

a. IRS Form 1040 with Schedule E (Rental Income). 

b. Copies of latest rent checks, leases, or utility bills. 

c. Documentation of family’s income and expenses in renting the property (tax 

statements, insurance premiums, receipts for reasonable maintenance and 

utilities, bank statements or amortization schedules showing monthly interest 

expense). 

d. Lessee’s written statement identifying monthly payments due the family and 

family’s affidavit as to net income realized. 

O Full-Time Student Status: 

P 


a. To receive full-time status participant must supply school transcript (available 

after completion of first semester). 

b. If transcript is not available, student registration or written verification from the 

registrar’s office, or appropriate school records indicating enrollment for sufficient 

number of units or other criteria to be considered a full-time student by the 

college, university, or other educational institution. 

c. The student must carry twelve (12) or more units per semester/quarter as defined 

by the standards and practices of the educational institution attended. 

Childcare Expenses: 


57



a. Written verification from the person who receives the payments. If the childcare 

provider is an individual, they must provide their Social Security Number and an 

affidavit of the amount they are charging the Section 8 HCV family for their 

services. 

b. Verifications must specify the childcare provider’s name, address, phone 

number, Social Security Number, the names of the children cared for, and the 

frequency (number of times the baby sitting occurs), the rate of pay, and the 

typical yearly amount paid, including school and vacation periods. 

c. Family’s certification as to whether any of those payments have been or will be 

paid or reimbursed by outside sources. 

Q Medical Expenses: 


a. Family’s certification as to whether any of those payments have been or will be 

reimbursed by outside sources. 

b. Written verification by a doctor, hospital or clinic personnel, dentist, pharmacist, 

etc., of: 

i) the estimated medical costs to be incurred by the family and of regular 

payment due on medical bills; and 

ii) the extent to which those expenses will be reimbursed by insurance or a 

government agency. 

2. The insurance company, or employer’s written confirmation of health insurance 

premiums to be paid by the family. 

3. Social Security Administration’s written confirmation of Medicare premiums to be paid 

by the family over the next 12 months. 

4. For attendant care: 

a. Doctor’s certification that the assistance of an attendant is medically necessary 

including diagnosis; prognosis; exact duties the attendant will perform and how 

often; and necessary medical equipment, if applicable. 

b. Attendant’s written confirmation of hours of care provided and amount and 

frequency of payments received from the family or agency (or copies of canceled 

checks the family used to make those payments). 

c. Family’s certification as to whether any of those payments have been or will be 

reimbursed by outside sources. 

d. Receipts, canceled checks, or pay stubs that indicate health insurance premium 

costs, etc., verifying medical costs and insurance expenses also likely to be 

incurred in the next 12 months. 

5. Copies of payment agreements with medical facilities, or canceled checks that verify 

payments made on outstanding medical bills that will continue over all or part of the 

next 12 months. 

6. Receipts or other records of medical expenses incurred during the past 12 months 

that can be used to anticipate future medical expenses. WCHA may use this 

approach for “general medical expenses” such as non-prescription drugs and regular 

visits to doctors or dentists, but not for one-time, non-recurring expenses from the 

previous year. 

a. Medical insurance deductible amounts may be used as a medical expense if the 

total medical expenses exceed this deductible amount. 

b. WCHA will use mileage at the IRS rate or cab receipts or bus fare itemization 

with to/from addresses listed for verification of the cost of transportation directly 

related to medical treatment. 

58



R 

Medical Need for Larger Unit: 

1. A licensed medical professional must certify that such arrangements are medically 

necessary. The licensed medical professional must verify: diagnosis, prognosis, 

exact duties the attendant will perform and how often, and, if applicable, necessary 

medical equipment. In cases where a larger unit is required for medical equipment 

only, the size and dimensions of the required equipment must be included in the 

certification that substantiates the need for an additional room. 

S 

Assistance to Disabled: 

1. Attendant Care: 

a. Attendant’s written certification as to: amount received from the family or agency; 

frequency of receipt of amounts paid; hours of care provided; and/or copies of 

canceled checks family used to make those payments. 

b. Certifications required in paragraph 3(b) below and/or copies of canceled checks 

family used to make those payments. 

2. Auxiliary Apparatus: 

a. Receipts for purchases of, or evidence of monthly payments for, auxiliary 

apparatus. 

b. In the case where the disabled person is employed, a statement from the 

employer that the auxiliary apparatus is necessary for employment. 

3. In All Cases: 

a. Written certification from a doctor or a rehabilitation agency that the disabled 

person requires the services of an attendant or the use of auxiliary apparatus to 

permit the disabled person to be employed or to function sufficiently 

independently to enable another family member to be employed. 

b. Family’s written certification as to whether they receive reimbursement for any of 

the expenses in paragraph 1 and 2 above and the amount of any reimbursement 

received. 

T 

Preferences: 

1. WCHA will use leases, utility bills, employer records, school records, driver’s licenses, 

voter’s registration records, Social Service Administrative records, or credit reports to 

verify residency. 

2. Displacement by Governmental Action: 

a. WCHA will use referrals from member governmental bodies to verify 

displacement. 

3. Veteran Status: 

a. WCHA will use the Statement of Service issued by the military, Form DD214. 

4. Working Families: 

a. WCHA will use employment records, previous year’s federal tax forms or other 

means to verify the employment status of potential candidates. 

9.7 Verifying Factors of Eligibility 

A 

Family Composition/Identity: 

1. Certification will normally be considered sufficient verification of family composition. 

In cases where reasonable doubt exists regarding specific family members, the family 

may be required to provide copies of the documents listed below in this section. 

59



2. The following types of verification will be acceptable as methods to document 

families’ statements regarding family status. There must be verification that the 

person exists in the household, therefore items such as birth certificates or other 

evidence that the person is included in the household must be submitted. 

3. Verification for adults include more than one of these forms: 

a. Certification of Birth naturalization papers 

b. Health and Human Services ID 

c. Church issued baptismal certificate 

d. Social Security ID 

e. Current, valid driver’s license 

f. Hospital records 

g. U. S. military discharge (DD214) 

h. Voter’s registration 

i. U. S. passport 

j. Department of Motor Vehicles Identification Card 

4. Verification for minors include more than one of these forms: 

a. Certificate of Birth 

b. Adoption papers 

c. Custody agreement 

d. School records 

e. Health and Human Service 

5. If none of the above documents can be provided, a third party who knows the person 

may be used for verification. 

6. If no legal records can be obtained to verify birth date, a notarized statement may be 

accepted to verify birth date if accompanied with an explanation of the reasons why 

such birth date documentation cannot be obtained. 

7. Verification of the exception granted for a battered spouse in a split household 

situation is described in Chapter 4, Eligibility, of this document. 

8. Verification of guardianship includes: 

a. Court-ordered assignment 

b. Notarized declaration of parent 

c. Verification from Social Services Agency 

d. School records 

9. It should be noted that some households may appear to consist of two families. In 

cases where a recipient has (e.g. mother and father and daughter with her own 

family) applied as a single family, they will continue to be considered as one family as 

long as they claim to be a single family and meet the family definition. 

B 

Verification of Marital Status: 

1. This verification is required to determine spouse for purposes of income, deductions 

and non-citizen status. 

2. Verification of divorce status is a certified copy of the divorce decree, signed by a 

Court Officer. 

3. Verification of a separation may include a copy of court-ordered maintenance other 

records or a notarized statement from spouse when all legal or statements from 

separated spouse cannot be obtained. 

60



4. Verification of marriage status is a marriage certificate. 

C 

Familial Relationships: 

1. The following verifications will be required, as applicable: 

a. Verification of relationship: 

i) Official identification showing names 

ii) Birth certificates 

iii) Baptismal certificates 

b. Verification of guardianship: 

i) Court-ordered assignment 

ii) Affidavit of parent 

iii) Verification from Social Services Agency 

iv) School records 

c. Evidence of a stable family relationship: 

i) Joint bank accounts or other shared financial transactions 

ii) Leases or other evidence of prior co-habitation 

iii) Credit reports showing relationship 

D 

Live-In Attendant: 

1. To determine whether a live-in attendant is “essential to the care and well being of 

the elderly or disabled person,” WCHA will request third-party verification(s) from a 

licensed medical professional familiar with the needs of the applicant requesting 

WCHA ’s approval of a live-in attendant. The request will seek precise information 

as to the services and time required by the applicant from the live-in attendant in 

order to enable the applicant to meet the bedroom size requirement, including 

diagnosis; prognosis; exact duties to be performed by attendant, when, and how 

often. 

2. Reasonable accommodation will be made in the verification process for disabled 

persons. 

3. A Family may include a live-in attendant who: 

a. Is needed or essential to the care and well being of the elderly or disabled family 

member for periods that include overnight care. A medical statement is required, 

and must include the type of care that will be provided, when the care is needed, 

and the time spent on each duty; and 

b. Is not obligated for the support of the elderly or disabled member; and 

c. Would not be living in the unit except to provide care of the elderly or disabled 

family member; and 

d. Whose income will not be counted for purposes of determining eligibility or rent; 

and 

e. May not be considered the remaining member of the tenant’s family. 

f. Must submit required identification (and driver license/state issued identification 

card, Social Security card, birth certificate, alien registration card). 

g. Must be a legal resident in the U.S.A. 

4. At any time, WCHA may refuse to approve a particular person as in live-in-aide, or 

may withdraw such approval, if the person: 

a. Commits fraud, bribery or any other corrupt or criminal act in connection with any 

federal housing program. 

b. Commits drug-related criminal activity or violent criminal activity. 

c. Currently owes rent or other amounts to WCHA or to another PHA in connection 

with Section 8 HCV or public housing assistance under the 1937 Act. 

61



5. Relatives are not automatically excluded from serving as care attendants. However, 

these individuals must meet the definition described above. 

6. When a live-in attendant is added to the household, WCHA must perform a criminal 

history check that includes, a background check for a registered sex offender. WCHA 

will comply with federal, state and local requirements concerning sex offender status. 

7. Live-in attendant needs to be available according to the type of care and time 

specified for each duty on the medical statement. 

8. Live-in attendants cannot be the remaining members of the tenant family if the 

person they are attending is no longer a participant on the HCV program. 

9. Family members of a live-in attendant may also reside in the unit, providing doing so 

does not increase the subsidy by the cost of an additional bedroom and further 

provided that the presence of the live-in’s family members do not overcrowd the unit. 

E 

Multiple Live-In Attendants: 

1. A family may have multiple attendants who work separate shifts provided that doing 

so does not increase the subsidy by the cost of an additional bedroom. 

a. NOTE: For further information refer to Eligibility for Admission in Chapter 4 of this 

document. 

F 

Special Family Circumstances: 

1. Absence of Spouse: 

a. If the spouse leaves the household and the period of time is less than 90 days, 

the family member will be determined temporarily absent unless one of the 

following verifications are provided (in order of preference): 

i) Husband or wife institutes divorce action. 

ii) Husband or wife institutes legal separation. 

iii) 

iv) 

Order of protection (e.g. restraining order). 

Acceptable proof of absence, which includes verification that the absent 

spouse is living in another location (e.g. utility bills, canceled checks for 

rent, driver’s license or lease or rental agreement in their name at another 

location or employment verification of their home address). 

v) If proof cannot be provided, as indicated above, WCHA will consider 

statements from other agencies such as the Social Services Agency or 

from the owner or manager of the assisted unit. 

vi) 

vii) 

If no other proof can be provided, WCHA will accept a 

notarized statement from the family. 

If the spouse is incarcerated, a document from the court or prison or a 

statement from their attorney or Probation Officer should be obtained as 

to how long they will be incarcerated. 

2. Absence of Adult Family Member Other than Spouse: 

a. If the person leaves the household and the period of time is less than 90 days, 



i) Order of protection (e.g. restraining order) 

ii) Acceptable proof of absence which includes verification that the absent 

person is living in another location (e.g. utility bills, canceled checks for 


location or employment verification of their home address) 

iii) If the above information cannot be provided, WCHA will consider 


62




iv) If no other proof can be provided, WCHA will accept a 


v) If the person leaving the household is incarcerated, a document from the 

court or prison or a statement from their attorney or Probation Officer 

should be obtained as to how long they will be incarcerated. 

G 

3. Absence of Adult Children: 

a. If the person leaves the household and the period of time is less than 90 days, 



i) Order of protection. 

ii) Acceptable proof of absence, which includes verification that the absent 

person is living in another location (e.g. utility bills, canceled checks for 


location or employment verification of their home address) 

iii) If the person leaving the household is incarcerated, a document from the 

court or prison or a statement from their attorney or Probation Officer 

should be obtained as to how long they will be incarcerated. 

iv) If the above information cannot be provided, WCHA will consider 



v) If no other proof can be provided, WCHA will accept a 


Visitors: 

1. Acceptable proof of an alternate residence of a person who claims to be a visitor, 

includes utility bills, or canceled checks for rent with the in their name of this 

individual included. 

Social Security Number: 

H 

The family must provide documentation of a valid social security number (SSN) for each member of 

the household, with the exception of individuals who do not contend eligible immigration status. 

Exemptions also include, existing program participants as of January 31, 2010, who have either 

previously disclosed social security numbers that HUD has determined to be valid or are 62 years of 

age or older and had not previously disclosed a SSN. 

1. Verification of Social Security numbers will be done though the provision of a valid 

Social Security card issued by the Social Security Administration 

2. If an applicant or family member cannot produce his or her Social Security card, 

military records or identification cards showing his or her Social Security Number may 

be used for verification. 

3. Otherwise, the family member must apply for a duplicate Social Security card for 

verification purposes. 

4. New family members will be required to produce their Social Security card at the time 

of their admission or provide the substitute documentation described above together 

with their certification that the substitute information provided is complete and 

accurate. This information is to be provided at the time the change in family 

composition is reported to WCHA, whether at the time of the annual or requested 

interim reexamination. 

5. If an applicant or participant is able to disclose the Social Security number, but 

cannot meet the documentation requirements, the applicant or tenant must sign a 

certification to that effect provided by WCHA. 

63



6. The applicant/participant or family member will have an additional sixty calendar days 

to provide proof of the Social Security number. If they fail to provide this 

documentation, the family’s assistance will be terminated. 

7. In the case of an elderly individual at least 62 years of age, WCHA may grant an 

extension for an additional sixty calendar days (total 120 calendar days). If at the 

end of this time, the elderly individual has not provided documentation, the family’s 

assistance will be terminated. 

WCHA may only reject documentation of a SSN provided by an applicant or participant if the 

document is not an original document, if the original document has been altered, mutilated, or is 

not legible, or if the document appears to be forged. 

I 

History of Drug and/or Violent Criminal Background: 

1. All adult family members may have their criminal history reviewed by WCHA. This 

record will be used to establish compliance with HUD regulations on the issuance and 

continued assistance for HCVP Assistance 

64



CHAPTER 10: BRIEFING OF FAMILIES AND ISSUANCE 

OF HOUSING CHOICE VOUCHERS 

65



Chapter 10. Briefing of Families and Issuance of Housing Choice Vouchers 

10.0 Housing Choice Voucher Briefing 

A 

Purpose of the Briefing: 

1. Families to be initially issued Housing Choice Vouchers (HCV) are required to attend 

briefing sessions conducted in either group sessions or individually. 

2. Notice is given to families that the issuance of HCVs must adhere to the dollar 

limitations set by the budget. 

3. To review and discuss the HCV holder’s packet of materials in order to fully inform 

the family about the HCVP so that they will be able to discuss it with potential 

participating owners and to inform the family of their rights and responsibilities. 

B 

Briefing Attendance Requirement: 

1. All families are required to attend the briefing when they are initially issued a HCV. 

No HCV will be awarded unless the household member, or their proxy who has been 

designated in writing, has attended a briefing. 

2. Families will be notified that if they are unable to attend the briefing, it will be 

rescheduled, provided the family contacts WCHA prior to the briefing time and 

date. 

3. Failure to attend a scheduled briefing will result in a notice being sent to the family, 

with a requirement to respond within 15 calendar days. If the family responds to the 

notice, they are scheduled for the next briefing. 

4. If the family does not respond to the notice, the family is sent a notice of ineligibility 

for failure to supply information needed for certification or recertification and will be 

removed from further consideration. 

5. Families must report changes in circumstances and changes will be recalculated. 

The family is requested to sign the HCV at the briefing. 

C 

Format of the Briefing: 

1. An WCHA staff member will conduct the briefing of HCV holders on a group 

or individual basis. 

2. In both the group and individual briefings, families are given an opportunity to ask 

questions. 

D 

General Policies: 

1. In addition to the briefing requirements that are to be covered as determined by HUD 

regulations, the following items shall be discussed thoroughly in the briefing session. 

a. Collection of the security deposit and any special terms provided for the payment 

of the deposit shall be between owner and tenant. WCHA is not responsible 

for damages or amount of security deposits. 

b. Information shall be included to explain that rents are calculated by use of the 

HCV Payment Standard in the HCVP. WCHA shall also explain the tenant’s 

responsibilities regarding increased rent payments when a family elects to rent a 

66



property where the rent is more than the combined total of the HCV subsidy 

allowed and their tenant payment in the HCVP. 

c. The conditions in the lease under which the owner may terminate tenancy and 

the conditions under which assistance for the program may be terminated by 

WCHA . 

d. WCHA will inform families that WCHA may refer suspected program abuse to the 

State Attorney’s office for investigation. Families will be informed that the 

filing of criminal charges may result. 

E 

Assistance to HCV Holders: 

1. Families who require additional assistance during their search for a unit may call 

WCHA staff. In addition, WCHA will provide a list of vacant units referred to WCHA 

by owners interested in participating in the HCVP. 

2. HCV holders are notified at their briefing session that WCHA periodically updates 

the listing of available housing units and are invited to pick up the updated list from 

the WCHA office. Additional assistance is provided upon request as needed. 

3. WCHA will assist families with rent negotiations with owners in the Housing Choice 

Voucher Program if requested by families. WCHA will also provide any other 

recommendations relative to the families’ needs for housing. 

F 

Household Obligations under the HCVP: 

1. Generally, under the HCVP, the relationship between tenant and owner is the same 

as in the private housing market. 

2. However, once a household receives HCVP assistance, they have the following 

additional obligations. The assisted family must comply with the obligations 

described in the Code of Federal Regulations. 

3. Procedurally, there are several concerns in meeting these obligations. The family 

must: 

a. Find a rental unit, which is the correct size (for the HCVP within Voucher 

Standard prescribed by regulation); 

b. Submit and sign the HUD-required forms, such as the HUD 9886 Authorization 

for Release form; 

c. Turn in proper forms to WCHA within 60 days so that the unit may be approved; 

d. Keep appointments set by WCHA for determination of continued eligibility; 

e. Notify WCHA in a timely manner, of changes in household composition 

and changes in income and assets. 

f. Report changes as specified in the Administrative Plan and as notified of at the 

briefing or recertification. Any increase in income will result in a difference in 

tenant portion of rent. 

10.1 Security Deposit Requirements 

A 

WCHA is not responsible for damages on contracts entered by the tenant and owner. 

The amount, method of collection, and distribution of security deposits, if any, are strictly 

a matter between owners and tenants. 

67



10.2 HCV Issuance 

A 

At the close of the briefing session, each household will receive a HCV, which is a 

contract between WCHA and the family, specifying the rights and responsibilities of 

each party. 

B The number of HCVs issued must ensure that WCHA stay at maximum lease-up. 

Therefore, WCHA will maintain monthly reports to determine when applications should 

be taken, the number of HCVs to be issued based on turnover statistics, and available 

funding. 

C 

Expirations: 

1. The HCV is valid for a period of sixty (60) calendar days from the date of issuance. 

Prior to expiration, the family may contact WCHA to inquire about assistance and 

WCHA will provide the family assistance in locating suitable housing. 

2. The family must submit a Request for Tenancy Approval (RTA) within this time period 

unless an extension has been granted by WCHA . 

D 

Extensions: 

A family may request an extension of the HCV time period. All requests for extensions 

should be received at least 15 calendar days prior to the expiration date of the HCV and 

must provide verification for the medical, extenuating circumstances or other reason that 

the tenant has not been able to utilize the HCV over the last 60 days. WCHA may 

extend the HCV for medical, extenuating circumstances or reasonable accommodation 

purposes for a maximum period of one hundred and twenty (120) days from the date of 

issuance. WCHA will review this request and may approve or deny said request in 

writing. 

Based on Section 504 Regulations, as a Reasonable Accommodation for families with a member who 

is disabled, the following will apply: 

If a family with a member who is disabled requests in writing an extension beyond the 

maximum 60-day limit, and makes such request within the 60 day limit, Wakulla County 

Housing will extend that Voucher for another 60 days. 

Before the 120th day, if a request is made in writing, Wakulla County Housing will grant 

another extension of 30 days for the following reasons and may consider extensions for other 

reasons not here listed: 

• extenuating circumstances, such as death or illness, which prevent the family from 

finding a unit; 

• the family submits "Request(s) for Tenancy Approval(s) which are denied by Wakulla 

County Housing or our Agent, or the units fail; 

• the family size, other special accommodations (e.g., disabled family member needs 

an accessible unit) or market condition makes finding a unit difficult. 

68



CHAPTER 11: PORTABILITY AND MOBILITY 

69



Chapter 11. Portability and Mobility 

11.0 Portability 

A 

B 

Housing Choice Voucher Program (HCVP) participants have the option of residing within 

the jurisdiction of the Housing Authority (HA) that issued their HCV (the Initial HA) or 

relocating to the jurisdiction of another Housing Authority (Receiving HA) anywhere in the 

United States. This is referred to as portability. 

WCHA as the Initial Housing Authority 

1. HCVP participants who receive their HCV from WCHA can move with their 

assistance outside of WCHA ’s jurisdiction. Restrictions to this portability feature are: 

a. An WCHA HCVP participant, who has entered into a Repayment Agreement with 

WCHA and has a current outstanding balance, may not move outside 

WCHA’s jurisdiction under portability until the remaining balance has been 

paid in full. 

b. An WCHA HCVP participant may not move under portability until any money they 

owe to their owner/landlord for unpaid rent or damages has been paid in full. 

2. Portability procedures to move outside WCHA ’s jurisdiction: 

a. An WCHA HCVP participant must submit a written request to transfer their HCV 

assistance to another HA outside Wakulla County. Such request must include 

the name and address of the Receiving HA, or where the “portability transfer 

packet” will be sent. 

b. In order to process a participant’s request for portability, WCHA will require: 

i. A copy of the tenant’s notice to vacate or a mutual rescission from the 

tenant and owner to verify the tenant is in good standing (does not owe 

money for unpaid rent or damages). After receiving notification, WCHA 

will complete the termination and discontinue Housing Assistance 

Payments to the tenant’s current owner. 

ii. WCHA will send the receiving HA a “portability packet” notifying the 

HA that an eligible WCHA HCVP participant has requested portability 

into their jurisdiction. 

iii. The receiving HA has the option of: 1) Administering WCHA ’s HCV 

issued to the portability family; or 2) Absorbing the WCHA participant 

into their HCVP, releasing the HCV for WCHA to reissue. 

iv. The Receiving HA is required by HUD to notify WCHA of the status of 

the portability tenant prior to the expiration date of the HCV and include 

the decision to administer the HCV or absorb the tenant. If WCHA has 

not received notification of a new lease/contract prior to the expiration 

date of the HCV, WCHA will terminate the HCV for the portability family, 

and reissue it to the next eligible name on the Waiting List. 

C 

WCHA as the Receiving Housing Authority 

1. HCVP participants who receive their HCV from another HA can move with their 

assistance into WCHA ’s jurisdiction. 

2. WCHA has the option of: 1) absorbing a portability family into WCHA ’s HCVP; or 

2) administering the initial HA HCV and billing the initial HA for reimbursement of 

HAP to an owner. WCHA will notify the Initial HA prior to the expiration date of 

the HCV of WCHA ’s intent to administer the HCV or absorb the tenant. 

70



3. As a general practice, WCHA will administer portable HCVs in order to reserve its 

available HCVs for applicants on WCHA ’s Waiting List. At management 

discretion, WCHA may exercise its option to absorb incoming portability families 

during brief periods when WCHA has HCV available and is not immediately able to 

lease a sufficient number of WCHA participants to optimize program utilization. 

4. WCHA will process the HCV from an initial HA under portability procedures 

as follows: 

a. Review incoming portability packet to determine that the following required 

documents have been included: 

i) Completed HUD billing form 52665 

ii) HUD Family Report 50058 

iii) Current income verification 

iv) Initial HCV with current issue and expiration dates 

b. A portable packet with missing required documents or with an expired HCV will 

not be processed further. WCHA will not extend the expiration date of an initial 

HCV for a portable family. WCHA will notify the portable family and refer them 

back to their initial HA. WCHA will notify the initial HA that the portability 

packet will be returned. 

c. For portable HCV received with 30-days or less prior to the HCV expiration, 

WCHA will advise the family that the remaining time left before their HCV 

expires may not be sufficient time to allow them to locate and lease an eligible 

unit. 

5. Upon successful completed review, portability packets meeting HUD requirements 

will be processed. WCHA will schedule an initial interview for the portable family 

to: a. Verify and update family income. 

b. Verify family composition and determine eligible HCV bedroom size based on 

WCHA occupancy standards. 

c. Inform the portable family of HUD portability regulations and WCHA policies 

and procedures. 

d. Provide leasing information that includes WCHA Payment Standards, the 

current referral list of vacant units, and the recommended rent range the family 

can use 

in searching for an eligible rental unit. 

e. Obtain required signatures of all adult family members on required documents, 

including notification of a criminal background check to be conducted on all adult 

members of household. 

f. Provide a copy of the current Utility Allowance Schedule. 

g. Inform family of WCHA policy of minimum $50 total tenant payment (TTP) 

for zero income reported on HUD form 50058. 

6. Leasing procedures for portability will include the following: 

a. WCHA will schedule an HQS move-in inspection within 15 days after a portable 

family submits an approved Request for Tenancy Approval (RTA). 

b. WCHA must receive an approved Request for Tenancy Approval (RTA) from the 

portable tenant prior to the expiration date of their HCV. 

c. An RTA submitted for a unit that will not be available or ready for a move-in 

inspection for more than 14 days may not be approved if the HCV has 30-days or 

less before expiration. 

d. If the unit fails the initial move-in Housing Quality Standards (HQS) inspection 

and repairs cannot be made timely, or time is not sufficient to schedule a second 

inspection to be performed prior to the expiration date of the HCV, the portable 

family will not be eligible for rental assistance from WCHA. The portable family 

will be referred back to their Initial HA and the portability packet will be returned. 

70



e. If an owner elects not to rent to the portable family after the expiration date of 

their HCV, the portable family will not be eligible for rental assistance from 

WCHA. The portable family will be referred back to their initial HA and the 

portability packet will be returned. 

7. WCHA may prohibit any move by the portable family during the initial lease term and 

may prohibit more than one move by the portable family during any one-year period. 

8. Accounts Receivable for portable HCVs that are administered by WCHA: 

a. WCHA will exercise options as outlined in HUD regulations to insure the timely 

collection of overdue portability accounts receivable. 

b. WCHA may refuse to accept additional portability families from an initial HA with 

past due receivable(s) until such outstanding amounts have been resolved. 

11.1 Mobility 

A 

The Tallahassee Housing Authority and Jefferson County Housing Authority each operate 

their own Housing Authority and are not within the jurisdiction of Wakulla County Housing. 

B To facilitate tenant moves between HA jurisdictions and to reduce administrative costs, 

the three HA’s entered into a Mobility Agreement (MOU). 

C This provision enables eligible program participants, with a Housing Voucher issued by 

their Initial Housing Authority (HA) of Tallahassee Housing Authority and Jefferson 

County Housing Authority or Wakulla County, to move into the jurisdiction of another 

Housing Authority operating within the County of Wakulla, under modified portability 

regulations, known as Mobility. Tenants requesting to move under the provisions 

governing Mobility are identified as Mobility tenants. 

. 

72



CHAPTER 12: LOCATING SUITABLE HOUSING 

73

Chapter 12. Locating Suitable Housing 

12.0 Responsibility for Locating Housing 



A 

Once a HCV has been issued, it is the family’s responsibility to locate suitable housing 

within the jurisdictional limits of WCHA , excluding the jurisdictions identified in Chapter 

2, of this Plan, unless they are using their HCV under the portability provisions. This 

means that the housing must be within the rent limitations set by WCHA , must meet 

Housing Quality Standards (HQS) requirements, including minimum bedroom size 

requirements 

for units. 

B WCHA will maintain updated referral lists of owners who have called WCHA to list 

their available units. The list will be made available to assisted families upon 

request. 

12.1 Eligible Types of Housing 

A 

All eligible rental housing units must have an assigned address, indicating a private 

rental unit for the exclusive use of the tenant. Eligible types of housing that may be 

utilized under the HCVP include: 

1. A single-family residence, a duplex, a triplex, apartments, townhouses, 

manufactured home and high-rise apartments. 

B 

Ineligible Housing Types cannot receive rental assistance under HUD’s HCVP (24CFR 

982.352). Ineligible housing includes the following types: 

1. Public Housing 

2. Nursing Homes 

3. Board-in-Care Facilities 

4. Psychiatric Treatment Facilities 

5. Jail/Prison 

6. College or school dormitories 

7. Rental units occupied by the property owner. 

It should be noted that WCHA might permit use of any special housing type, if it is 

needed as a reasonable accommodation, so that the Housing Choice Voucher 

Program is readily accessible to and useable by persons with disabilities. 

12.2 Request for Tenancy Approval 

A 

The Request for Tenancy Approval (RTA) must be submitted prior to the expiration of 

the Housing Choice Voucher. The Housing Choice Voucher shall expire at the end of 

120 days unless, within that time, the family submits a RTA. WCHA may extend the 

Housing Choice Voucher for medical, extenuating circumstances or reasonable 

accommodation purposes for a maximum period of one year from the date of issuance. 

B Both owner and Housing Choice Voucher recipient must sign the Request for Tenancy 

Approval Form. 

C The prospective Owner may be given, upon his request, the name and address of the 

last two owners for, which WCHA has records. 

D WCHA will review the documents to determine whether or not they will be approved. 

WCHA will also schedule a HQS inspection to determine that the unit meets the HQS and 

rent reasonableness test. 

74



CHAPTER 13: HOUSING QUALITY STANDARDS (HQS) 

INSPECTION 

75



Chapter 13. Housing Quality Standards (HQS) Inspections 

13.0 Overview 

A 

WCHA is required by HUD regulations to inspect each rental unit to ensure that it is 

“decent, safe, and sanitary” according to Housing Quality Standards (HQS). The HQS 

are used to determine whether or not the unit is acceptable so the family can receive 

financial assistance for the rent. 

B WCHA has adopted additional local requirements of acceptability defined below in 

Section 13.1 of this chapter. 

C No unit will be initially placed on the Housing Choice Voucher Program (HCVP) unless 

these standards are met. Units must also continue to meet the HQS for as long as the 

family remains in the unit with HCV assistance. 

D Efforts will be made at all times to encourage owners to provide housing quality, which 

exceeds HQS minimum standards. 

E There are four types of inspections WCHA will perform: 

1. Initial 

2. Quality Control 

3. Special 

4. Annual 

G 

F 

The HQS will take precedence over state and/or local housing codes unless approval to 

apply the more restrictive code(s) has been given by HUD’s local area office. 

HUD Performance and Acceptability Standards HUD's performance and acceptability standards 

for HCV-assisted housing are provided in 24 CFR 982.401. These standards cover the 

following areas: 

• Sanitary facilities 

• Food preparation and refuse disposal 

• Space and Security 

• Thermal Environment 

• Illumination and electricity 

• Structure and materials 

• Interior Air Quality 

• Water Supply 

• Lead-based paint 

• Access 

• Site and neighborhood 

• Sanitary condition 

• Smoke Detectors 

76



Additional guidance on these requirements is found in the following HUD resources: 

• Housing Choice Voucher Guidebook, Chapter 10. 

• HUD Housing Inspection Manual for Section 8 Housing 

• HUD Inspection Form, form HUD-52580 (3/01) and Inspection Checklist, form HUD-52580-A (9/00) 

• HUD Notice 2003-31, Accessibility Notice: Section 504 of the Rehabilitation Act of 1973; the 

Americans with Disabilities Act of 1990; the Architectural Barriers Act of 1968 and the Fair 

Housing Act of 1988. 

Tenant Preference Items 

HUD requires the PHA to enforce minimum HQS but also requires that certain judgments about 

acceptability be left to the family. For example, the PHA must ensure that the unit contains the required 

sanitary facilities, but the family decides whether the cosmetic condition of the facilities is acceptable. 

Additional Local Requirements 

The PHA may impose additional quality standards as long as the additional criteria are not likely 

to adversely affect the health or safety of participant families or severely restrict housing choice. 

HUD approval is required if more stringent standards are imposed. HUD approval is not required 

if the PHA additions are clarifications of HUD's acceptability criteria or performance standards [24 

CFR 982.401(a)(4)]. 

13.1 HQS Acceptability Criteria 

A 

WCHA adheres to the acceptability criteria in the program regulations and HUD 

Inspection Booklet with the following exceptions: 

1. WCHA will fail unsanitary conditions were exposed food, garbage, and excrement 

exist to a degree where health may be endangered. 

2. If the unit was constructed prior to 1978 and the family includes a child less than six years 

of age, with an identified Elevated Blood Level condition indicating potential exposure to 

lead paint, WCHA will conduct a visual assessment for deteriorated paint. Deteriorated 

paint includes any painted surface that is peeling, chipping, chalking, cracking, damaged 

or otherwise separated from the substrata. Referrals will be 

made as appropriate. 

For all interior deteriorated paint, Wakulla County Housing will require treatment and 

repainting regardless of the age of the building or age of the occupants. Inspectors will 

recommend landlords treat using safe work practices. When the building is older than 

1978 and there is a child under the age of six expected to live in the unit, a clearance test 

will be required. The unit must pass the clearance test before the unit can pass 

inspection. 

3. W i ndow s - A l l uni t s m u s t hav e w i ndo w s c r eens o n a l l w i n d o w s o f 

t h e hom e . I f windows have hinged grills, one window per bedroom and living 

room must have an interior release mechanism with a permanently attached 

activator. No removable keys or any other removable release method is allowed. 

4. Double-keyed all dwelling unit entrance and exit doors must have a single cylinder 

deadbolt that does not require a key to be operated from the interior of the unit. 

5. Keyed locks on interior doors are not acceptable. 

77



6. Microwave ovens may be substituted for an oven/stove. 

7. The unit must show an address, which must be visible from the street. 

8. The breaker box must have a cover to avoid exposed wiring. 

9. Smoke detectors, (at least one battery-operated or hard-wired smoke detector) must 

be present and working on each level of the unit, including the basement, but not 

including the crawl spaces and unfinished attic. 

a. Smoke detectors must be installed in accordance with and the meet the 

requirements of the National Fire Protection Association Standard (NFPA 74 or 

its successor standards). If any hearing-impaired person occupies the dwelling 

unit, smoke detectors must have an alarm system designed for hearing-impaired 

persons as specified in NFPA 74 (or successor standards). The tenant will pay 

the cost of such smoke detector. 

b. If the unit was under HAP contract prior to April 24, 1993, owners who installed 

battery-operated or hard-wired smoke detectors in compliance with HUD’s smoke 

detector requirements, including the regulations published on July 30, 1992 (57 

FR 33846), will not be required subsequently to comply with any additional 

requirements mandated by NFPA 74 (i.e. the owner would not be required to 

install a smoke detector in a basement not used for living purposes, nor would 

the owner be required to change the location of the smoke detectors that have 

already been installed on the other floors of the unit). 

10. Water heaters must have a temperature-pressure relief valve and discharge line 

(directed toward the floor or outside of the living area) as a safeguard against build 

up of steam if the water heater malfunctions. The discharge line must reach from the 

top of the tank to within six inches of the floor. If not, they are not properly equipped 

and shall fail. 

a. To pass inspection, gas or oil-fired water heaters must be vented into a properly 

installed chimney or flue leading outside. Electric water heaters do not require 

venting. The water heater must be properly braced, anchored with metal straps 

to the wall. At least two (2) of the devices stated must be used. 

b. If it is impossible to view the water heater, verification of safety of the system 

must be obtained from the owner or manager. 

c. Water heaters will pass WCHA requirements if the water heater has passed a 

local inspection. This applies primarily to hot water that is supplied by a largescale 

complex water heating system that serves multiple units (e.g. water heating 

system in large apartment building). 

11. Adequate heat shall be considered to be 68 degrees for all rooms used for living. 

12. All built-in electrical appliances/fixtures in the assisted unit must be in working 

condition or must be repaired, replaced or removed. 

13. All units must have a working ground-fault circuit interrupter (GFCI) protection 

for all outlets in the bathroom and for all outlets above countertop in a kitchen 

13.2 HQS Enforcement 

Following an initial inspection, Wakulla County Housing or its Agent will notify owners of items needing 

repair. If the owner is unwilling to make the necessary repairs, the applicant must find another unit that 

passes Housing Quality Standards before the Voucher expires. Families may receive assistance in a 

unit where repairs have not been completed only if those uncompleted repairs are not in violation of 

Housing Quality Standards. 

For units already occupied by participants: 

78



Life-threatening and Emergency items affecting health and safety must be corrected within 24 

to 48 hours. Life threatening items must be corrected within 24 hours. They include, but are 

not limited to: 

• Non-working smoke detector 

• Hazardous electrical violation 

• Loss of heat during the winter months 

Emergency situations must be addressed within 48 hours. Emergency situations include, but 

are not limited to: 

• Loss of running water 

• Loss of hot water 

Other HQS violations must be corrected within 15-30 days. Wakulla County Housing will notify the 

owner and tenant of the violations and the time limit within which to correct the violations. 

For Tenant caused HQS violations, Wakulla County Housing will notify the tenant and the owner of the 

violation and the time limit within which to correct the violation. Tenant caused HQS violations are: 

1. Family failure to pay for tenant-supplied utilities, 

2. Family failure to provide and maintain tenant-supplied appliance, and 

3. Damage caused by family or guest to unit or premises, which results in a HQS failure. 

Tenants must make restitution for tenant caused HQS violations. Failure to do so could result in 

termination of subsidy. 

13.3 Clearing Deficiencies 

A WCHA will schedule a timely inspection of the unit upon receipt of a Request for Tenancy 

Approval. The family and the owner will be notified of the results. 

B If the unit fails the HQS inspection, the family and owner will be advised to notify WCHA 

once repairs are completed. 

C On an initial inspection, the owner will generally be given up to 15 calendar days to 

correct the items noted as “Fail” depending on the extent of the repairs that have to be 

made, unless there are extenuating circumstances. In any case, the owner will be 

required to complete the repairs by the lease start date. 

D The owner may be allowed up to two re-inspections for repair work to be completed, at 

the inspector’s discretion, depending on the amount and complexity of work to be done. 

E 

F 

If the 15 calendar days have elapsed (or the unit has failed on two re-inspections if 

required by the inspector) and the HCV has expired, the family may be given an amount 

of time equal to the date of the signed RTA and the end of the 60 days Voucher Period. 

If the HCV has not expired and the time period given by the inspector to correct the 

repairs (or two failed re-inspections if required by the inspector) have occurred, the family 

may select another unit. 

G If a unit fails at annual inspection, the family and owner will be advised to notify WCHA 

once the repairs are completed. If the owner and/or tenant (if tenant caused damage or 

failure) do not make the required repairs or if the unit failed a second time upon reinspection, 

the HAP may be terminated and the tenant notified they will be required to 

move to another unit. 

79



13.4 HQS Failure Caused by Family 

A 

The family is responsible for HQS violations caused by the family. WCHA may terminate 

assistance for violations of the lease, such as: 

1. Failing to pay for tenant-supplied utilities. Utilities must not be disconnected more than 15 

days 

2. Failing to supply appliances required by the family under the lease 

3. Damaging the unit beyond normal wear and tear, including damage caused by 

guests or animals 

4. Being evicted for serious or repeated violations of the signed lease 

80



CHAPTER 14: HOUSING CHOICE VOUCHER TENANCY 

APPROVAL AND HOUSING ASSISTANCE PAYMENT 

CONTRACT EXECUTION 

80



Chapter 14. Housing Choice Voucher Tenancy Approval and Housing 

Assistance Payment Contract Execution 

14.0 Tenancy Approval and Contract Execution Process 

A 

Upon receipt of the Request for Tenancy Approval (RTA), WCHA will: 

1. Review the RTA, particularly noting the approval of the contract rent; 

2. Discuss any inconsistencies or omissions with the family and the owner; 

3. Check that there are no conflicts of interest; 

4. Negotiate the rent amounts, if applicable; and 

5. Schedule a Housing Quality Standard (HQS) inspection of the unit. 

6. Only one RTA will be accepted from a family at a time. 

B WCHA will endeavor to process the RTA, will contact the property owner within five 

business days, and strive to complete the initial HQS inspection within 15 calendar days, 

whenever possible. 

C The rental agreement will be approved, if: 

1. The unit meets HQS and any additional standard identified in this Administrative Plan; 

2. The rent is approvable and has been determined as reasonable for that unit; 

3. The family will not pay more than 40% of monthly-adjusted income; 

4. The proposed rental agreement complies with HUD requirements; 

5. The owner, unit and family continue to be eligible; and 

6. The owner has supplied a Social Security number or employer identification number. 

D If the rental agreement is disapproved, the owner and family will be provided an opportunity 

to correct the problem prior to a specific date established by WCHA. 

E If the rental agreement is approved, final computations of total tenant payment, tenant rent, 

utility reimbursement payment, and Housing Assistance Payments (HAP) will be completed. 

The Housing Assistance Contract will be prepared for execution. 

F 

Upon completion of the documents, the family and the owner will execute the rental 

agreement (and addendum if the owner’s lease is used) and the owner and WCHA 

will execute the HAP Contract. 

G Copies of the documents are furnished to the parties who signed the respective documents. 

81



14.1 DOCUMENTS SUBMITTED 

A 

WCHA does not have a model rental agreement, owners should use their own 

rental agreement, and the HUD Tenancy Addendum shall be attached. 

B The family shall be required to turn in the RTA prior to the expiration of the HCV. 

C Owners must provide the current address of their residence (not a Post Office box). 

D The owner must certify that the prospective tenants are not related to them by birth or 

marriage; that they are not grandparents, parents, brother or sister or children or other 

interested party of the prospective owner. If this certification is found to be fraudulent, all 

monies received from WCHA by the owner will be forfeited and returned to WCHA , and the 

tenants will be terminated from WCHA ’s HCVP. An exception may be made, if approving 

the unit would provide reasonable accommodation for a family member with disabilities, but 

under no circumstances, can an owner related by blood or marriage live in the assisted unit. 

E Owners must also submit proof of ownership of the property for single-family units and 

condominium units. If, a management agent manages the property, proof of a management 

agreement is required, in addition to an executed owner Declaration. 

F If this documentation is not provided, additional documentation may be required by WCHA . 

G Owners who relocate will be requested to file a change of address with WCHA . 

14.2 Housing Choice Voucher Payment Standard Limitations 

A 

The Housing Choice Voucher Payment Standard is applicable for a unit on the date of RTA 

approval, unless an exception rent is justifiable. 

B Examples of when exception rents are justifiable include: cases when a higher rent is needed 

due to reasonable accommodation, and when HUD approved exception rental payment 

standards for higher rent areas within WCHA ’s jurisdiction are applicable. Rent 

Reasonableness will still be used as a measure as to whether the rent is approvable. 

14.3 Rent Reasonableness Certification 

A 

Before entering into a HAP contract and before any increase in rent to owner, WCHA shall 

perform a Rent Reasonableness Certification. Such Certification shall be determined by 

comparison of the proposed rent to other unassisted units. To make this determination 

WCHA will consider the location, quality, size, unit type, and age of the contract unit and 

any amenities, housing services, maintenance and utilities to be provided by the owner in 

accordance with the Rental Agreement. 

B The owner must also certify that the rent charged, an WCHA client, is no more than rent 

charged by the owner for comparable unassisted units on the premises. 

C WCHA may not approve a rental agreement, or an extension thereof, until it is 

determined that the rent is reasonable and that the owner is not charging less rent for 

unassisted comparable units on the premises. At all times, during the assisted tenancy, 

the rent to owner may not exceed the reasonable rent in comparison to other unassisted 

units. 

D As part of the Rent Reasonableness documentation, WCHA may request the owner to 

provide data on as many as three comparable units that shall consist of, at the minimum, the 

apartment number, the bedroom size, the contract rent, and the utilities included in the rent. 

82



This may be required in all buildings of two or more units. It may be required at lease-up and 

every time the unit is inspected. 

E WCHA will maintain data for other unassisted units, which will be gathered from apartment 

associations, newspapers, realtors, professional associations, and inquiries of owners and 

tenants. 

F WCHA : 

1. Must determine whether the rent is reasonable; 

2. Must assist the family in negotiating the owner’s rent, if requested by the family; and 

3. Determine that the family does not pay over 40% of total annual adjusted income for rent. 

The tenant rent will determine eligibility. 

G For the HCVP, the Rent Reasonableness determination will be used by WCHA staff to 

advise participants regarding units that may be inadvisable to lease. 

14.4 Separate Agreements 

A 

Separate agreements are not to be construed as illegal side payments. Families and owners 

will be continuously advised of the prohibition of illegal side payments for additional rent, or 

for items normally included in the rent of other unassisted families. 

B Owners and tenants may execute agreements for services, appliances, (other than for range 

and refrigerator) and other items outside those, which are provided under the rental 

agreement, if the agreement is in writing and approved by WCHA . These payments are not 

to be construed as illegal side payments. 

C Any appliance, service or other items, which are routinely provided to non-subsidized tenants, 

as part of, the rental agreement (such as air conditioning, dishwasher or garage), or are 

permanently installed in the unit, cannot be put under separate agreement, and must be 

included in the rental agreement. For there to be a separate agreement, the tenant must 

have the option of not utilizing the service, appliance, or other item. 

D WCHA is not liable for unpaid charges for items covered by separate agreements 

and nonpayment of these agreements cannot be cause for eviction. 

E If the tenant and owner have come to an agreement on the amount of allowable charges for a 

specific item, so long as those charges are reasonable, and not a substitute for higher rent, 

they will be allowed. 

F Copies of all agreements for special items or services must be provided to WCHA . 

14.5 Tenancy Approval/Disapproval 

A 

B 

After WCHA has reviewed the RTA, rental agreement, certified and documented Rent 

Reasonableness, conducted an HQS inspection and passed the unit, checked the requested 

“contract rent” against the payment standards and found it to be reasonable or approved an 

restricted rent in the HCVP, WCHA approves the tenancy. 

If, WCHA determines that tenancy cannot be approved for any reason, the owner and 

the family will be notified of these reasons. 

83



C 

If the proposed, unexecuted rental agreement does not meet WCHA ’s requirements, WCHA 

will explain the problems to the owner and suggest how they may be corrected by a specific 

date. This period may be within 15 calendar days and prior to commencement of the rental 

period. (This does not include HQS approval or disapproval, which will only be done after the 

owner is given a reasonable period to make the repairs.) 

D In the HCVP, if the gross rent proposed exceeds the Payment Standard, WCHA shall discuss 

with the owner the possibility of either reducing the contract rent or including some or all 

utilities in contract rent. If the owner is not willing to reduce or adjust the rent and WCHA is 

satisfied that (1) the requested rent meets the test of rent reasonableness and (2) it has 

remaining “restricted rent” authority, WCHA may approve the restricted rent. If the unit 

chosen has more bedrooms than the HCV size, the restricted rent is not an option. The 

rental assistance holder will be required to seek another unit, if their HCV is still valid. 

E If, the owner accepts the offer of a revised rent, WCHA will continue processing the RTA. 

If, the revised rent involves a change in the provision of utilities, the owner will submit a RTA 

and contract approval. 

F 

If the owner does not agree on the contract rent or security deposit, after WCHA has tried 

and failed to negotiate a revised rent, WCHA will inform the tenant and owner that the rental 

agreement is disapproved. The tenant should continue to locate eligible housing if their HCV 

is still valid. 

G If the unit fails HQS inspection, WCHA will provide the Owner with a detailed list of items 

that must be corrected and provide the Owner a reasonable period of time to make the 

repairs. 

14.6 Housing Assistance Payment (HAP) Contract Execution 

A 

Prior to HAP contract execution, WCHA will respond to any reported changes regarding 

the family’s composition, as well as any critical information about income and allowances. 

B If, significant changes have occurred, the information will be verified and the total tenant 

payment will be recalculated. WCHA will not re-verify information or recalculate the total 

tenant payment merely because previous verifications are more than 60-days old, in such 

situations. 

C If circumstances have not changed (according to the family), WCHA need not obtain new 

verifications before signing the HAP Contract, even if verifications are more than 60-days old. 

D When the tenancy approval process is completed, WCHA will notify the owner and the family 

of the tenancy approval or disapproval. 

E If the tenancy is approved, WCHA will prepare the HAP contract and lease addendum. 

F 

To prepare the documents, WCHA will compute the total tenant payment, tenant rent, utility 

reimbursement (if any), and the HAP. 

G Once the tenancy documents are prepared, WCHA will get the documents executed by the 

family, owner, and WCHA , as appropriate, and send appropriate copies to each party. 

H WCHA may offer a signature consultation, especially where new owners are involved, to be 

attended by the owner and tenant, where responsibilities of both parties will be discussed 

prior to the signing of the rental agreement and contract. The documents may be mailed out 

for signature, as requested, if the owner has previously been briefed on program 

requirements. 

84



After final execution of the rental agreement and contract by the appropriate parties, a copy 

of the contract will be provided to the owner. A copy of the tenancy addendum will be 

provided to the family. Copies of all documents will be retained in the family's file. 

85



CHAPTER 15: OWNER PAYMENT AND UTILITY 

ALLOWANCE 

86



Chapter 15. Owner Payment and Utility Allowance 

15.0 Owner Payment in the HCVP 

A 

If, the total rent complies with “reasonableness” criteria, an owner may charge whatever 

rent the tenant agrees to pay. However, a tenant may not pay over 40% of their total 

monthly adjusted income for rent at initial lease-up. The Housing Assistance Payment 

(HAP) provided by WCHA will be the difference between the Contract Rent and the 

assigned tenant portion of rent. 

B The maximum subsidy level for each family is determined by the payment standard for 

the family less 30% - 40% of the family’s monthly-adjusted income. The 50% of income 

limit applies only to rent increases. WCHA may grant exceptions from the 50% gross 

monthly income limit for mixed family only and on a case-by-case basis. 

C The HCV size issued to the family is based on family size and composition. The 

Payment Standard to be used in the calculation is based on either the actual number of 

bedrooms in the unit or the HCV size issued to the family, whichever is lower. 

15.1 Utility Allowance 

A 

B 

The total tenant payment is the payment the family makes toward rent and an 

allowance for utilities. 

If the family pays for some or all utilities, WCHA will provide the family with a 

utility allowance. The allowances are based on current rates and average 

consumption estimates, not on a family’s actual energy consumption. 

C A utility allowance used will be based on the size of the unit. 

D The utility allowance is given as a reduction in the tenant’s portion of rent based on the 

HCV calculation formula and payment standards. 

E 

F 

WCHA will review the utility allowance schedule on an annual basis. If, a revision 

is needed, based on methods required by HUD, the utility allowance schedule will 

be revised. 

Approved utility allowance schedule(s) will be given to families along with their HCV. 

15.2 Making Payments to Owners 

Payments are generally made between the first and fifth of each month. In order to participate 

in the HCV program, owners must be willing to receive HAP via direct deposit. In addition, 

owners must notify the WCHA of any changes to their bank accounts. If owners fail to notify 

the WCHA, they will be subject to fees and/or penalties for non-compliance. 

15.3 IRS “1099” Statements 

A 

Owners will receive a 1099 at the end of the calendar year. The 1099 will be issued to 

the owner whose name appears on the check. 

B Owners who do not cash their check for more than three consecutive months will be 

requested to electronically deposit their checks to a financial institution. If they refuse this 

offer of direct deposit, checks will no longer be mailed. 

87



15.4 Utility Reimbursement Payments 

A 

Where the utility allowance exceeds the total tenant payment of the family, WCHA 

will provide a utility reimbursement payment to the family each month. 

88



CHAPTER 16: ANNUAL ACTIVITIES 

89



Chapter 16. Annual Activities 

16.0 Overview 

A 

There are two activities WCHA conducts on an annual basis. These activities may 

be coordinated whenever possible: 

1. Annual recertification of income 

2. Annual HQS inspection 

B 

WCHA maintains a listing of units under contract by month to ensure systematic 

reviews of contract rent, allowances for utilities and other services, and housing quality 

in accordance with the requirement for annual reexamination. Monetary changes are 

transmitted to the Wakulla County Finance Department to effect a change in the next 

appropriate rental payment. 

C Requests from families for reviews and/or inspections of units are handled in a timely 

manner. If the quality control check of files reveals a need for a special review, one is 

promptly performed. 

D The housing supervisor or other qualified person will re-inspect a sample of units under 

contract during WCHA ’s fiscal year, which meets the sample size requirements 

specified by HUD. 

16.1 Annual Reexamination/Recertification 

A 

Families will be requested to provide information on income, assets, allowances and 

deductions, and family composition at least annually. 

B When families move to another dwelling unit, the recertification date will not be changed 

but the new anniversary date will apply to inspection and owner rent adjustment. 

C Income limits will not be used as a test for continued eligibility at recertification. 

D When the family is called in for an annual recertification by WCHA and the family then 

reports a change that results in an increase or decrease in the total tenant payment, it will 

be effective on the scheduled effective date with the proper notices specified in herein. 

E If, instead, the family comes into WCHA ’s office to report a change, which results in 

an increase, or decrease in the total tenant payment, other than in response to an 

annual recertification, it will be considered an interim adjustment. 

F 

Reexamination Notice to the Family: 

1. WCHA will maintain a reexamination tracking system. At least 90-days in advance of 

the scheduled annual reexamination effective date, the head of household will be 

notified by mail that they and all adult members 18 years or older are required to 

attend a reexamination interview on a specified date (or rearrange a date in advance 

if the tenant is unable to participate in a regular interview in the office). Under 

reasonable accommodation, tenants age 70 years or older may also submit a written 

request for a phone interview. Tenants with a disability can submit a written request 

for a phone interview, along with a licensed medical professional’s verification of the 

disability. Required documents may be mailed to tenant, then mailed back or handdelivered 

by a family member or care attendant to WCHA. 

2. Families are encouraged not to bring minor children to the reexamination appointment. 

90



3. An application form will be mailed to the family or given to the family to complete at 

the interview. The family will be instructed to fill out the form and bring it, as well as 

the documents, which support the information in the form, to the interview. 

4. In order to optimize the most efficient use of program resources, WCHA may use the 

option of performing annual re-certifications by telephone or by mail for a selected 

category of program participants. 

5. If the family does not attend the rescheduled appointment, WCHA will send a 

termination of assistance notice, giving the family 10 calendar days to request an 

informal hearing. 

6. If the family responds to the termination notice within the 10 calendar days by 

contacting WCHA, an informal hearing will be scheduled and conducted by the 

appropriate section of WCHA. (See Informal Hearing procedures in Chapter 23, of 

this document.) 

7. If, the family does not contact WCHA within the time period for the informal hearing 

request, the date on the original termination notice becomes effective. 

G Verification of Information Provided: 

1. Verification will be done in conjunction with the policy and procedures identified in 

Chapter 9, Verification, of this plan. 

H 

Changes in Tenant Rent: 

1. When the information is analyzed, all necessary documents are prepared and signed 

by the tenant, and after all other requirements have been met, WCHA will recalculate 

the tenant’s portion of rent. 

2. WCHA will notify both the owner and tenant of its determination and of the new rent to 

be paid by the tenant (and new HAP to the paid by WCHA ) if applicable. 

3. If there is an increase in the tenant’s portion of the rent, the new rent portion will go into 

effect following a full thirty-day notice prior to the first of the month in which the new 

rent will apply. (If there has been misrepresentation by the tenant, or if the tenant 

caused a delay in the reexamination processing, there may be an increase in rent 

made retroactively to the date that the change occurred.) 

4. If there is a rent decrease, it will be effective on the scheduled effective 

reexamination date (unless the family has caused a delay in reexamination 

processing). 

5. If there is a change in tenant rent (increase or decrease) and the tenant is in the 

process of moving, the thirty-day notice requirement is waived and the most current 

TTP will be used to calculate the HAP and tenant portions. 

16.2 Annual HQS Inspection 

A 

WCHA will conduct an inspection using the HQS (and other standards approved in this 

Administrative Plan) at least annually. 

B The owner must be given time to correct the failed items. WCHA will apply 

these guidelines: 

91



1. If the item endangers the family’s health or safety (using the emergency item list 

below), the owner must be given 24-hours to correct the violation. 

2. For other deficiencies, which would not affect the health and safety of the occupants, 

the unit will be re-inspected within 30 days. WCHA must determine if extensions of 

time are warranted, depending on the nature of the work to be completed and WCHA 

’s determination of a reasonable deadline. 

C If the owner fails to correct deficient items, after they have has been given a reasonable 

time to correct the items, the HAP must be abated/suspended or if the deficiencies are 

not corrected, the HAP Contract must be terminated. Re-inspections for deficiency items 

will include only those items that failed. However, if the inspector encounters other 

deficiencies, the owner will be notified and the regular deficiency procedures will be 

followed. 

D 

Emergency Repair Items: 

1. The following items are to be considered of an emergency nature and are to be 

corrected by the owner within 24 hours of notice by the Inspector: 

a. Broken lock on first floor window or entry doors to unit; 

b. Escaping gas from gas stove; 

c. Major plumbing leaks or flooding; 

d. Natural gas leak or fumes; 

e. Electrical situation, which could result in shock or fire; 

f. No running water; 

g. Obstacle, which prevents tenant’s access or exit to or from unit; 

h. Non-functioning toilet if only toilet in house. 

i. Any health related conditions that adversely affect the health of an occupant. 

2. WCHA may give a short extension (not more than 48 additional hours) whenever the 

owner cannot be notified or it is impossible to repair within the 24-hour period. 

3. If emergency items are not corrected within 24 hours, or up to 72 hours if extension is 

granted, the owner will be given notice of the intent to terminate the HAP contract 

and that the HAP will be abated/suspended through the termination notice period. 

WCHA may send the notices simultaneously. 

4. If, due to an emergency, the family must be relocated to other accommodations, both 

owner and tenant will be advised to contact the Fair Housing Council or seek other 

legal advice on responsibility of payment for the alternative accommodations. 

E 

Abatement/Suspension: 

1. When it has been determined that a unit on the program has failed to meet HQS 

and/or has been found to exhibit an unreasonable rent requirement in which the 

owner has been given an opportunity to and has not been done so within the 

timeframe established by WCHA , the rent for the unit shall be 

abated/suspended. 

2. A letter of abatement/suspension notice shall be sent to the owner the next working 

day after the repair-failed re-inspection. The abatement/suspension shall continue 

until all items, which caused the unit to fail has been corrected. 

3. If, the owner makes repairs during this period and the tenant intends to stay in the 

unit, the abatement/suspension will end the first business day that the unit passes 

inspection. 

92



4. WCHA will inspect abated/suspended units within three working days of the 

owner’s contact with WCHA to report the completed work. 

5. No retroactive payments will be made to the owner for the period of time the rent was 

abated, and the tenant is not responsible to the owner for WCHA ’s portion of rent 

that was abated. 

F 

HAP Contract Termination: 

1. If, the owner fails to correct all the deficiencies cited at the end of the 

abatement/suspension period after re-inspection, the owner will be sent a notice of 

termination of the HAP Contract. 

2. While the termination notice is running, the abatement/suspension will remain in 

effect. 

3. If, repairs are done before the effective termination date, the termination can be 

rescinded by WCHA if the tenant chooses to remain in the unit. 

4. After the HAP Contract termination notice has been given, during the extended 

abatement/suspension period, only one more HQS inspection will be conducted. 

5. After the termination date has been reached and the owner and family agree that the 

tenant may remain in the unit and the unit passes HQS, a new RTA and rental 

agreement must be submitted to WCHA . Effective date of the HAP will be the day 

after the unit passes HQS. 

G Responsibility of the Family to Allow Inspection: 

1. WCHA must be allowed to inspect the unit at reasonable times with 

reasonable notice. 

2. The family is notified of the inspection appointment by mail. If the family is not able to 

be at home, the family must make arrangements to have an adult representative 

(over 18 years old) or the owner/manager present on their behalf. 

3. If the family missed the inspection appointment and did not arrange for the 

representative or the owner/manager to be present, a second and final inspection (or 

re-inspection) appointment will be scheduled. If the family misses two inspection 

appointments, WCHA will consider the family to have violated a family obligation and 

their assistance will be terminated, following the termination of assistance 

procedures. 

16.3 Rent Increases by Owner 

A 

Rent increases to owners under the HCVP are to be effective on or after the expiration 

date of the HAP Contract. The rent increase shall take effect on the first day of the 

month. Requests for rent increases on any other day of the month shall be effective on 

the first of the following month. Such requests for an increase must be submitted in 

writing to WCHA at least 60 days before becoming effective. 

B WCHA will certify and document on a case-by-case basis that the approved rent: 

1. Does not exceed rents charged by the owner for comparable unassisted units in the 

private market; and 

93



2. Is reasonable in relation to rents charged by other owners for comparable units in the 

private market. 

C Rent reasonableness will be performed in conformance with the policy spelled out in 

Chapter 14, of this Plan. 

D A HAP increase will only be paid if the unit passes HQS inspection. 

E 

If an owner does not complete needed repairs and there are 2 failed inspections, the 

HAP contract will be terminated and the rent increase will be void. 

94



CHAPTER 17: INTERIM RE-CERTIFICATIONS 

95



Chapter 17. Interim Re-certifications 

17.0 Required Changes to Report in Writing 

A 

The total tenant payment and tenant rent will remain in effect for the period between 

regularly scheduled reexaminations except: 

1. The tenant must report all changes in the household composition within 10 days of the 

change. 

2. The tenant may report any of the following changes that would result in a decrease in 

the tenant’s rent: 

a. Decrease in income; 

b. Increase in allowances or deductions; 

3. Decreases in the tenant portion of the rent will be effective the first day of the month 

following the month in which the change occurs, if reported before the fifteenth (15 th ) 

day of the month. The exceptions to this are: 

a. Tenants, who report a decrease, after receiving notification of an increase in their 

portion of rent, must pay one month of the increased portion before their reported 

decrease becomes effective. 

b. A change in the tenant’s portion of rent will not be made for reported decreases, 

lasting thirty (30) days or less. 

c. When an increase is reported within the required time frame, but the family 

member moves out before the increase becomes effective, WCHA will not 

require 

the tenant to pay the increased portion, after receiving verification. 

d. When an increase is not reported within the required time frame and WCHA 

receives verification the family member moved out before the increase became 

effective, do an immediate decrease, the tenant will not have to pay the increase 

in TTP, but will have to repay WCHA through a Repayment Agreement. 

4. The tenant must report any of the following factors, which could result in an increase 

in rent: 

a. Change in source or amount of income; 

b. Change in family composition (which could either provide additional income to 

the household or reduce the deductions and allowances for which the family 

qualifies); 

c. Change in full time-student status of dependent. 

B 

Any changes reported by tenants other than those listed in (1), (2), (3), or (4) above, or 

those situations listed below, will not be processed between regularly scheduled annual 

re-certifications. 

C Other Interim Reporting Requirements: 

1. For families whose annual income cannot be projected with any reasonable degree 

of accuracy, a reexamination shall be required every 90-days, as a minimum period. 

2. For families where an error was made at admission or reexamination, WCHA 

will perform an interim reexamination (and family will not be charged retroactively 

for error made by WCHA staff). 

96



3. For families whose rent has been based on incorrect or incomplete information 

supplied by family, there will be an interim reexamination performed, and the family 

may be required to enter into a repayment agreement with WCHA . If the omission 

or misrepresentation is determined to be willful, WCHA will terminate the family’s 

assistance. 

17.1 Forms Used for Rent Changes 

A 

WCHA staff is responsible for printing the HUD 50058, and a Notice of Rent Change. 

1. The Notice of Rent Change is sent to the owner and tenant. Signatures are not 

required by WCHA . The form must offer the family an opportunity for an 

informal hearing, because it changes the family’s total tenant payment or tenant 

rent. 

17.2 Timely Reporting 

A 

Standard for Timely Reporting of Changes: 

1. All changes in family income or family composition must be made in a timely manner. 

The family must report such changes to WCHA , in writing, and provide 

documentation to verify the change within 10 calendar days from the date which the 

change occurs. 

2. WCHA will process decreases only if the family reports them. 

3. If, the change is not reported in a timely manner, as defined above, or the family does 

not provide the documentation within the required timeframes, it will be considered 

untimely reporting and a program violation. 

B 

Procedures when the Change is Reported in a Timely Manner: 

1. WCHA will notify the family and the owner of any change in the HAP to be 

effective according to the following: 

a. The family will always be given a thirty-day notice prior to the first of the month 

for an increase in total tenant payment/tenant rent. Increases in the total tenant 

payment/tenant rent are to be made effective upon thirty-day notice, prior to the 

first of the month, so the change is always effective on the first of the month, 

rather than some date within the month. 

b. Decreases in the tenant rent are to be made effective the first of the month 

following that in which the change was reported. However, no downward rent 

adjustments are to be processed until all the facts have been verified, even if a 

retroactive adjustment results. 

c. Families may not waive the thirty-day written notice for an increase unless they 

are in the process of leasing up and their rental agreement is effective prior to the 

thirty-day notice. 

C 

Procedures when the Change is Not Reported in a Timely Manner: 

1. If the family does not report the change within 10 calendar days from the date that 

the change occurred, it will be considered a program violation and the family is 

subject to termination. 

97



2. The family may be allowed to sign a Repayment Agreement and receive continued 

assistance under the provisions of Chapter 25 Repayment Agreements. 

3. Increased tenant rent: The change will be effective retroactive to the date it would 

have been effective, had it been reported on a timely basis. 

4. Decreased tenant rent: The change may be effective on the first of the month 

following completion of processing by WCHA if all documentation is received (not 

on a retroactive basis). If documentation is not received after a reasonable amount 

of time after the final notice is sent, a no change letter will be mailed, and the 

change will not be processed. 

D 

Procedures when the Change is Not Processed by WCHA in a Timely 

Manner: 

1. “Processed in a timely manner,” means that the change is effective on the date it 

would have been effective had the tenant reported the change in a timely manner. 

2. If the change cannot be made effective on those dates resulting from timely reporting 

as described using the required notice periods, the change is not processed by 

WCHA in a timely manner. 

3. If WCHA staff does not process changes in a timely manner, an increase will 

be effective within the required thirty-day notice prior to the first of the month 

after completion of processing by WCHA . 

4. If the change resulted in a decrease in tenant portion of rent, an overpayment by the 

tenant will be calculated retroactively to the date it should have been effective and 

the tenant will be reimbursed. 

E 

Timing of Next Annual Recertification: 

1. In the event there is an interim adjustment completed, the next regular reexamination 

will be scheduled twelve months from the last effective date of the annual 

reexamination of family income and computation of tenant rent. 

F 

Changes in Family Composition: 

1. All changes in family composition must be reported within 10 calendar days of its 

occurrence. 

2. With the exception of birth/adoption/marriage or other operation of law, approval must 

be granted by WCHA prior to the addition of any new family member(s). Factors that 

will be included in the decision making process include, but are not limited to: 

reason(s) for request to add additional person(s); benefit, if any, to participant family; 

health and/or safety issue(s) affecting the participant family; reasonable 

accommodation; funding availability (for requests that necessitate an increase in 

Housing Choice Voucher (HCV) bedroom size). WCHA must perform criminal history 

background checks necessary to determine whether any household member is 

subject to a lifetime sex offender/registration requirement in Florida and in any 

other states where the household members are known to have resided. 

98



3. If, a HCV family member has been determined permanently absent, according to this 

Administrative Plan, the change to an appropriate size HCV shall be made effective 

immediately upon appropriate notice to tenant and owner. 

4. If a former family member wishes to return to the assisted unit and be included in the 

family composition, approval must be granted by WCHA , prior to their return. If their 

absence exceeds two years, approval will not be granted. If their return is within two 

years, the same factors used in the decision making process to allow the addition of 

a new family member (see paragraph above) will be considered. 

5. If WCHA has made an error or mistake on the issuance of a HCV, the 

same procedures will be followed. 

6. For the HCV holder, the change in WCHA ’s Payment Standard (and HCV 

bedroom size) shall be implemented at the next annual recertification. 

7. If a tenant does not report in a timely manner, the overpaid subsidy will be calculated 

by taking the larger size WCHA HCV Payment Standard and subtracting the smaller 

size WCHA Payment Standard to determine the overpayment. For example, if a 

family had a 3BR Payment Standard and actually qualified for a 1BR Payment 

Standard at recertification and did not inform WCHA , the overpayment calculation 

would be as follows: 

3BR Payment Standard 

-1BR Payment Standard 

= Overpaid Subsidy 

99



CHAPTER 18: HOUSING QUALITY STANDARDS (HQS) 

COMPLAINTS 

100



Chapter 18. Housing Quality Standards (HQS) Complaints 

18.0 Overview 

A 

All units must be inspected at least annually, using Housing Quality Standards (HQS). 

B If, at any time, the tenant or owner complains in writing that the unit does not meet HQS, 

WCHA will conduct an inspection. 

C WCHA staff is required to inspect only these items which the tenant or owner has 

complained about. If, the Inspector notices additional deficiencies that would cause the 

unit to fail the HQS, they must also note those items in the inspection report and require 

the owner to repair those deficiencies. 

D The owner may charge the tenant for repairs made due to tenant neglect or abuse. State 

or local codes or laws may guide what recourse, if any; the owner has in recovering any 

costs of repairs. The owner may choose to initiate legal action against a tenant. 

E The owner must be given time to correct the failed items. The same guidelines as 

identified in Chapter 16, will be used. 

F 

If the owner fails to correct failed items after they have been given a reasonable time to 

correct the items, the guidelines in Chapter 16, of this Plan regarding 

abatement/suspension of HAP and termination will be used. 

18.1 Emergency Repair Items 

A 

The emergency repair items, guidelines, and timeframes listed in Chapter 16, of this Plan 

will be used. 

18.2 Abatement/HAP Contract Suspension 

A 

The same policy, guidelines and timeframes identified in Chapter 16, of this Plan will be 

used. 

18.3 Housing Assistance Payment Contract Termination 

A 


used. 

18.4 Responsibility of the Family to Allow Inspection 

A 


used. 

101



CHAPTER 19: TERMINATION AND FAMILY MOVES 

102



Chapter 19. Termination and Family Moves 

19.0 Termination of Rental Agreement by the Family 

A 

Families are required to give a minimum of thirty day written notice to the owner only after 

the first term of the rental agreement has been completed to be in compliance with the 

rental agreement. 

B Families will be encouraged to rent on the first day of the month. Exceptions may be 

granted. 

C Families who wish to move under portability will be encouraged to give the owner sixty 

day written notice, prior to moving. 

D Families will be encouraged to provide WCHA with a copy of the Notice to Vacate, no 

less than thirty-days, (or sixty-days for portability families) prior to the vacate date for 

WCHA to perform certifications and rent calculations in a timely manner. 

E After the family has given the termination of rental agreement notice, the rental 

agreement notice may be extended beyond the notice period (thirty or sixty days) with the 

written permission of the owner, if submitted prior to the original notice termination date. 

F 

If the family gives notice that they no longer wish to receive housing assistance, the 

owner must be given proper notice in accordance with HAP contract requirements. The 

family must request a reinstatement to the program prior to the effective date of the 

termination. 

19.1 Evictions 

A 

Owners may give tenants notice only according to the Tenancy Addendum provisions 

and applicable law. 

B Owners are required to follow eviction procedures consistent with their rental agreement 

and HAP Contract and must comply with the requirements of federal, state, and local law. 

C If the owner wants to terminate the rental agreement with the tenant, they must use the 

means available in the rental agreement and HAP Contract. 

D 

Under an eviction, until the appropriate court determination, WCHA must continue making 

HAP to the owner in accordance with the HAP contract. While rental assistance payments 

continue, the tenant must continue to occupy the unit, and the conditions of occupancy 

must be consistent with the requirements under the HAP contract. Tenants with more 

than one court eviction will be denied Housing Assistance. 

E By endorsing the monthly check from WCHA , the owner certifies that the unit is in decent, 

safe, and sanitary condition, that the tenant is still in the unit, that the contracted rent is 

reasonable, and that the WCHA -approved rental agreement remains in effect. 

F 

Owners must provide a copy of the notice to the tenant of instituting court action and if 

the action is finalized in court, must provide WCHA with the documentation, including 

notice of the lockout date. 

G Other actions may result in the termination of the rental agreement or HAP Contract, 

such as: 

103



1. Where the owner requests a rent increase that WCHA cannot approve, WCHA 

would disapprove the rent increase request and will notify the owner and tenant in 

writing; 

2. The owner may choose not to make repairs required by the Housing Quality 

Standards (HQS); or 

3. The unit becomes overcrowded (according to HQS). 

H The tenant will be issued another Housing Choice Voucher (HCV) to move to another 

unit, unless there are grounds to deny or terminate assistance (see Termination of 

Assistance). 

19.3 HAP Termination when Rental Agreement Terminates 

A 

The HAP Contract between the owner or their agent and WCHA will terminate on the 

same day as the agreed rental agreement termination date. 

B WCHA will acknowledge the contract termination in conjunction with the rental agreement 

termination notification received by WCHA from the family. 

C No future subsidy payments on behalf of the renter family will be made by WCHA to the 

property owner or their agent after the Contract is terminated. The owner must reimburse 

WCHA for any rent subsidies paid by WCHA for any period after the contract termination 

date. 

D If the family continues to occupy the unit after the rental agreement and HAP Contract 

are terminated, the family will be responsible for the full amount of the Contract Rent/rent 

to owner and any other amounts owed as a result of continued occupancy. 

E The property owner waives all rights to claim compensation from WCHA for vacancy loss 

under the provisions of the HAP Contract. 

F 

If the family has not violated its HCV or does not owe WCHA money, the family must be 

offered a new HCV to search for another unit. 

19.4 Termination of Contract by WCHA 

A 

The HAP Contract will terminate automatically when the family moves from the unit or 

when the owner evicts the family. 

B WCHA may terminate the HAP Contract for the following reasons: 

1. The owner is not in compliance with the terms of the HAP Contract. Before 

terminating for this reason, WCHA must give the owner the opportunity to take 

corrective actions; 

2. The owner has committed fraud; 

3. WCHA terminates assistance to the family; or 

4. The family is required to move from a unit, which is overcrowded. 

C If WCHA terminates the HAP contract, the owner and family must be given proper notice 

in accordance with the HAP contract requirements. 

104



19.5 Unit Transfers 

A 

Families will be authorized to move with continued assistance unless: 

1. The family has violated a family obligation such as unpaid rent or damages. 

2. The family owes WCHA money under the conditions of this Administrative Plan. 

3. The Family has been evicted for just cause and WCHA has determined that the family 

is in violation of other obligations of the HCVP. 

B 

If the family locates another dwelling unit, it will be processed as a new move. The 

recertification date will not be changed, but the new anniversary date will apply to 

inspection and owner rent adjustment. 

C Briefing sessions emphasize the family’s responsibility to give the owner and WCHA 

proper written notice of any intent to move. The family must provide WCHA with proper 

legal written notice prior to vacating the unit. 

D Violation of the rental agreement can be grounds for termination of tenancy. 

E If the family vacates the unit without proper legal notice in writing to WCHA , it will be 

considered a violation of a family obligation and termination of assistance procedures will 

begin. 

F 

If a family moves to a new dwelling unit within the same building or project, the case will 

be processed as a new move. 

19.6 Housing Choice Voucher Issuance Determination for Split 

Households 

A 

In those instances when a family assisted under the HCVP becomes divided into two 

otherwise eligible families due to divorce or legal separation, the HCVP assistance may 

be retained by either of the two new family units where there is mutual consent of the 

heads of the two new family units or there is a determination by a Court as to which new 

family unit is to retain the HCVP assistance. 

B Where WCHA must make a determination as to who will retain the HCVP assistance and 

the new families cannot agree as to which new family unit should continue to receive the 

benefits of the HCVP assistance, WCHA must determine which of the newly formed 

families will continue to receive HCVP assistance. In making this decision, WCHA shall 

consider which family member has physical custody of the children. 

C If there are no children in the household, and the parties remain eligible and cannot make a 

decision as to who remains the participant, the HCV will be awarded to the disabled family 

member, if applicable. If both family members are disabled or if there is no disabled family 

member, the original head of household will be the party to retain the Housing Choice 

Voucher assistance. 

D Documentation regarding the above factors will be the responsibility of the requesting 

parties. If documentation is not provided, WCHA reserves the right to make the decision 

based on who is listed as head of household on the application, as long as the individual 

qualifies as an eligible family. 

E There may be an exception granted in the case of domestic violence, provided that 

written verification of this situation is documented. 

105



19.7 Remaining Member of the Tenant Family 

A 

Where a household receiving rental assistance splits, due to legal separation, divorce, or 

other event in which the head of household is no longer present, assistance will continue 

with respect to only one of the new family units. While generally the assistance will 

remain with the larger family unit, there may be instances where the assistance will stay 

with the new family unit, which consists of a single individual who can be treated as a 

remaining family member. 

B A live-in aide will not be considered a remaining member of the tenant family by definition. 

However, if WCHA determined during the time the head of household was still in the unit 

that the live-in aide actually was a family member, and then they will be treated as such. 

C A minor child (ren) will not be allowed to retain the status of remaining family member(s) 

unless: 

1. The court has awarded emancipated minor status to the minor; or 

2. WCHA has determined that both parents must leave the household and the 

Department of Social Services and/or the Juvenile Court has determined that another 

adult is to be brought into the assisted unit to care for the children. WCHA will follow 

the policy identified in Chapter 8, of this Plan regarding this situation. 

D This process does not preclude the fact that the owner may choose not to allow the new 

adult caretaker. WCHA will work with the appropriate service agencies and the owner to 

provide a smooth transition of the process (es) involved in these cases. 

E A change in Housing Choice Voucher (HCV) size may be necessary due to a change in 

family composition. This change may also necessitate the family’s move to another 

dwelling unit. 

19.8 Family Misrepresentation 

A 

If the family has committed fraud in connection with the HCVP, WCHA may terminate 

assistance and cancel the HAP Contract. 

B If the family has misrepresented income, assets or allowances and deductions, which 

would have caused them to pay more, WCHA will make every effort to recover any 

overpayments made as a result of tenant fraud or abuse. 

C WCHA may choose not to terminate assistance under the outstanding HAP Contract. 

Instead, WCHA may offer to continue assistance on the condition that the family agrees 

to reimburse WCHA for the overpayments. 

D Reference Chapter 25 of this Administrative Plan for Repayment Agreements. 

19.9 Owner Misrepresentation 

A 

If the owner has committed fraud or misrepresentation, such as, acceptance of 

overpayments by either the tenant or the public housing agency (PHA); filing of false 

claims to the PHA; or the owner knowingly allowing the tenant to commit fraud or 

program abuse in connection with the HCVP, WCHA will terminate the HAP contract and 

review the circumstances and family’s involvement to determine if the family is eligible for 

recertification to relocate to another unit with continuation of assistance. 

106



B 

C 

WCHA makes every effort to recover any overpayments made as a result of owner fraud 

or abuse. Reference Chapter 25 of this Plan for Repayment Agreements. 

If the owner has committed fraud, WCHA may restrict the owner from future participation 

in the program for a reasonable period of time, commensurate with the seriousness of the 

offense. 

19.10 Change in Ownership 

A 

B 

WCHA will process a change of ownership only upon the written request of the new 

owner and only if accompanied by a copy of the Grant Deed and/or Escrow Closing 

Statement or Recorded Receivership document or any other applicable court document 

showing the transfer of title and proof of Employer Identification Number of the 

corporation or the Social Security number, generally shown by a copy of the Social 

Security card if the owner is an individual. 

WCHA will update its files and records to reflect the new information received. 

19.11 Housing Choice Voucher Issuance Pending 

A This Section shall only be applicable when WCHA is advised, within no more than 21 

(twenty-one) days of a move-out date, that there is a dispute between an owner and 

tenant because of alleged damages to the unit beyond normal wear and tear and/or other 

alleged violations of the lease. 

B WCHA may postpone a decision whether or not to issue a new HCV pending the 

resolution of a dispute between a tenant and his/her prior landlord concerning alleged 

lease violations. In such cases, WCHA shall send the tenant written notification that 

he/she has 60 (sixty) days to resolve the dispute with his/her former landlord before 

WCHA makes a decision whether or not to issue a new HCV. 

C Pending decisions on HCV issuance shall be made when the landlord/tenant dispute is 

settled or as soon as reasonably possible after 60-days have passed since the 

notification date. If the dispute is not resolved within 60-day period, WCHA will either 

issue a new HCV to the tenant, or WCHA shall mail the tenant a written notice of 

termination stating the reasons therefore (i.e. “Serious and/or repeated lease violations”) 

and informing the tenant of the right to an informal hearing, if requested. 

107



CHAPTER 20: DENIAL OR TERMINATION OF 

ASSISTANCE 

108



Chapter 20. Denial or Termination of Assistance 

20.0 Overview 

A 

WCHA may deny or terminate assistance to families who owe rent or other amounts 

to WCHA or to another Public Housing Agency (PHA) in connection with the HCVP or 

public housing assistance under the United States Housing Act of 1937. 

B. WCHA may also terminate families who have violated one of their family 

obligations or responsibilities for the HCVP or public housing assistance. 

TERMINATION OF ASSISTANCE 

Pursuant to 24 CFR, §982.552(b) and §982.553(b), Wakulla County Housing may terminate 

subsidy to a Participant Family if any of the following activities, conditions, or events occurs 

or exists: 

• A participant family commits serious or repeated violations of the lease. 

• A participant family fails to meet the Family Obligations as stated in 24 CFR, §982.551 

and on the Voucher. 

Family obligations include: 

‣ Supplying any information that Wakulla County Housing or HUD determines to be 

necessary including evidence of citizenship or eligible immigration status, and information 

for use in a regularly scheduled reexamination or interim reexamination of family income 

and composition. 

‣ Disclosing and verifying social security numbers and signing and submitting consent forms 

for obtaining information. 

‣ Supplying any information requested by Wakulla County Housing to verify that the family is 

living in the unit or information related to family absence from the unit. 

‣ Promptly notifying Wakulla County Housing in writing when the family is away from the unit 

for an extended absence (30 days within any 45-day period). 

‣ Allowing Wakulla County Housing to inspect the unit at reasonable times and after 

reasonable notice. 

‣ Notifying Wakulla County Housing and the owner in writing before moving out of the unit or 

terminating the lease. 

‣ Using the assisted unit as the family’s only residence. 

‣ Notifying WCHA in writing, within two weeks of the event, of the birth, adoption or courtawarded 

custody of a child. 

‣ Obtaining written approval from WCHA and the landlord before adding any other occupants 

to the unit. 

‣ Requesting from WCHA written approval to add a live-in aide to the household. 

‣ Notifying WCHA in writing within two weeks of the event if any family member no longer 

lives in the unit. 

‣ Giving WCHA a copy of any owner eviction notice. 

‣ Paying any utility bills and supplying any appliances that the owner is not required to supply 

under the lease. 

‣ Notifying WCHA of changes in family income within 10 days of the change 

109



‣ Rectifying any damage caused by family or guest to unit or premises, which is an HQS 

failure. 

‣ Fails to make regular payments on monies owed to WCHA or any other Housing Agency. 

‣ Any household member is currently engaged in any illegal use of a drug. 

‣ A pattern of illegal use of a drug by any household member interferes with the health, 

safety, or right to peaceful enjoyment of the premises (as described above) by other 

residents. 

‣ Any household member engages in any drug-related criminal activity. 

‣ Any household member engages in any violent criminal activity. 

‣ A household member’s abuse or pattern of abuse of alcohol that threatens the health, 

safety, or right to peaceful enjoyment of the premises by other residents. 

‣ Any household member engages in any other criminal activity that threatens the health, 

safety or right to peaceful enjoyment of other residents and persons residing in the 

immediate vicinity of the premises 

20.1 Family Obligations and Responsibilities 

A 

At the time of the initial eligibility interview, HCV issuance, and annual reexamination, 

the head of household receives a statement of family obligations and responsibilities. 

Examples of the primary obligations and responsibilities are listed below: 

1. The family must: 

a. Provide verification or inquiries regarding the tenant's identity, household 

members, employment and income, assets, allowances or preferences 

claimed, criminal records, and residency. These organizations are to include, 

but are not limited to: Financial Institutions; Employment Agencies; Veteran’s 

Administration; Court Clerks; Utility Companies; Medical Institutions and 

Practitioners; Workman’s Compensation Payers; Public and Private 

Retirement Systems; Law Enforcement Agencies; Credit Providers; 

Educational Institutions; Public and Private; Pre-Schools, Elementary, 

Secondary, Academic, Intermediate, High Schools, Continuation High 

Schools, Junior Colleges, Universities and Trade Schools and any 

documentation required for an annual or interim reexamination of family 

income and composition. 

b. Allow WCHA to inspect the dwelling unit at reasonable times and 

after reasonable notice. 

c. Notify WCHA in writing before vacating the dwelling unit. 

d. Use the dwelling unit solely for residence by the family, and as the family’s 

principal 

place of residence. 

e. Abide by all terms of the signed rental agreement 

2. The family must not: 

a. Own or have any interest in the dwelling unit (other than in a manufactured home 

assisted under 24 CFR subpart F). If the owner is a cooperative, the family may 

be a member of the cooperative. 

b. Commit any fraud, bribery, or any other corrupt or criminal act in connection with 

any Federal housing program. 

c. Receive housing assistance under the HCVP while occupying, or receiving 

housing assistance under any federal housing assistance program (including any 

110



HCVP). 

d. Sublease or assign the rental agreement or transfer the unit. 

e. Abuse alcohol in a way that threatens the health, safety or right to peaceful 

enjoyment of other residents and persons residing in the immediate vicinity of the 


f. Engage in drug-related criminal activity or violent criminal activity. 

g. Engage in threatening, abusive, or violent behavior toward an WCHA employee. 

h. Allow persons who are not a part of the family composition, approved by the 

owner and WCHA , to use the assisted unit address for mailing purposes. 

B 

WCHA , when determining whether to deny or terminate assistance because of a 

household member’s action or failure to act, may consider all relevant circumstances 

such as the seriousness of the matter, the extent of participation or culpability of 

individual family members, mitigating circumstances related to the disability of a 

family member, and the effects of denial or termination of assistance on other family 

members who were not involved in the action or failure to act. 

C WCHA may impose as a condition of assistance or of continued assistance for 

other family members, a requirement that other family members who participated in 

or were culpable for the action or failure will not reside in an assisted dwelling. 

D 

WCHA will terminate the assistance for participants whose total tenant payment is 

sufficient to pay the full gross rent and six months has elapsed since WCHA made 

the last HAP payment. 

E 

Drug-related Criminal 

Activity: 

1. Drug-related criminal activity means: 

a. Current usage by an existing, or potential, household member of a 

controlled substance (as defined in the Controlled Substance Act). Current 

usage shall mean that the existing, or potential, household member used a 

controlled substance within one year of: 

i) The applicant’s initial interview; 

ii) 

iii) 

The participant’s request to add a family member; or 

The date of the notice of termination to the participant. 

2. If a member of the applicant family has been evicted from federally assisted 

housing for drug-related criminal activity, current usage shall mean that the 

termination of the household member for such a reason occurred within three 

years of the initial interview. 

3. A pattern of usage by a household member of a controlled substance, which 

interferes with the health, safety, or right to peaceful enjoyment of other 

persons residing in the immediate vicinity of the dwelling unit. 

4. Any conviction of a household member for the manufacture or production of 

methamphetamine on the premises of federally assisted housing. NOTE: federal 

law requires WCHA to deny an applicant, or to immediately terminate a participant 

family from the HCVP if a household member is found to have violated this 

definition of drug-related criminal activity: 

a. The manufacture of, sale or distribution of, or the possession with intent to 

manufacture, sell, or distribute, a controlled substance (as defined in the 

Controlled Substance Act). For purposes of this violation, it shall be construed 

to 

mean that the existing, or potential, household member engaged in such activity 

within five years of: 

i) The initial interview; 

111



ii) The date that a participant requests to add the family member; 

or iii) The date of the notice of termination to the participant. 

5. In determining whether to deny admission or terminate assistance for domestic 

violence by a household member who is no longer engaged in such behavior, 

WCHA shall consider whether such household member is participating in or has 

successfully completed an anger management program or has otherwise been 

rehabilitated successfully. WCHA may require the applicant or participant to 

submit evidence of 

the household member’s current participation in, or successful completion of, a 

rehabilitation program or evidence of otherwise having been 

rehabilitated successfully. 

6. WCHA will comply with the requirements of the Violence Against Women Act 

and Department of Justice Reauthorization Act of 2005 (VAWA) in considering 

denial or termination of assistance. 

F 

Violent Criminal Activity: 

1. Violent criminal activity shall mean any criminal activity that has as one of its 

elements the use, attempted use, or threatened use of physical force against the 

person or property of another. Any such activity must have occurred within five 

years of: 

a. The initial interview; 

b. The date that a participant requests to add the family member; 

or c. The date of the notice of termination to the participant. 

d. WCHA must perform criminal history background checks necessary to 

determine whether any household member is subject to a lifetime sex 

offender/registration requirement in Florida and in any other states where the 

household members are known to have resided. In all cases, WCHA will 

comply with federal, state and local requirements concerning sex offender 

status. 

G Basis for Determination: 

1. In determining whether to deny or terminate assistance based on drug-related 

activity or violent criminal activity, WCHA shall make a determination based on the 

preponderance of the evidence that the household member has engaged in the 

activity, regardless of whether the household member has been arrested or 

convicted for such activity. 

H 

Definition of Preponderance of Evidence: 

1. Preponderance of evidence, applicable to participants, is defined as evidence, 

which is of greater weight or more convincing than the evidence, which is offered 

in opposition to it; that is, evidence, which as a whole shows that the fact sought to 

be proved is more probable than not. 

I 

Credible Evidence: 

1. Credible evidence may be provided by the District Attorney’s office or other law 

enforcement or other governmental agency investigation. Testimony from 

neighbors, when combined with other credible evidence could be used toward 

determining whether a preponderance of evidence existed. 

2. Situations which would add to preponderance of evidence include, but are not 

limited to, drug raids, drugs found in the dwelling unit, evidence which is tied to the 

activity, arrest warrant issued, conviction, etc. 

112



J 

Other Conditions and Procedures for Termination of Assistance: 

1. If a Housing Assistance Payment (HAP) contract termination is necessary, or tenant 

assistance is terminated for the following reasons: (1) the tenant requests, in 

writing, to go off the program or (2) assistance is denied in accordance with the 

termination of assistance procedures, tenants and owners will be notified of this 

termination of assistance and the opportunity to request an Informal Hearing. 

2. If WCHA refuses to issue a Housing Choice Voucher (HCV), the tenant must 

be notified in writing and offered an opportunity for an Informal Hearing. The 

Informal Hearing, if requested, will be conducted prior to the termination of 

assistance. 

3. In any case where WCHA decides to terminate assistance to the family, WCHA 

must give both the family and the owner a 30-day written termination notice which 

states: a. The reasons for the termination; 

i) If, WCHA is terminating assistance for criminal activity as shown by a 

criminal record, WCHA must notify the household of the proposed action 

based on the information received, and must provide the subject of the 

record and the 

tenant with a copy of the criminal record. If the family requests an informal 

hearing, WCHA must give them an opportunity at that hearing to dispute 

the accuracy and relevance of the record. 

b. The effective date of the termination; 

c. The family’s right to request an informal hearing to be held before termination 

of assistance; and 

d. The family’s responsibility to pay the full rent to the owner if the family remains 

in occupancy after the date of the termination. 

20.2 $0 Assistance Tenants 

A 

$0 assistance tenants may remain on the program for six months from the effective 

date they went to $0 assistance. 

B If the family’s total tenant payment is sufficient to pay the full gross rent and six 

months has elapsed since WCHA ’s last HAP was made, the family’s assistance is 

terminated. 

C There are no expiration dates on rental agreements. There is no new Contract 

at recertification unless the owner offers the tenant a new rental agreement. 

D However, if the owner requests and is approved for a rent increase during this six 

month period, and the rent increase would result in a HAP payment, or if at 

reexamination time, the tenant had a loss of income that would result in a HAP 

payment, the payments would be resumed. 

E If payments are resumed, there would be an interim adjustment and an 

amendment would be sent to the owner and tenant indicating the new amounts. 

F When the six-month period has been completed, and the tenant is still at $0 

assistance, the owner will be notified of the termination of the HAP Contract, in 

accordance with the terms of the HAP Contract. The termination of assistance 

payments is made after the six-months period has been reached, not at the annual 

reexamination date. 

G WCHA will perform all of the duties and responsibilities normally required, such 

as reexaminations and inspections, during the six-month period. 

113



H The tenant will be notified of their right to remain on the program at $0 assistance for 

six- months. 

I 

J 

If the tenant wants to move to another unit during this six-month period, WCHA will not 

execute a new HAP Contract for the new unit at $0 assistance. A new HAP Contract 

will only be executed in the event of resumed assistance as indicated above. 

If the tenant moves to another unit at an approved higher rent that would result in a HAP 

payment, the $0 assistance provisions are no longer in effect, because a HAP is being 

paid on the new unit. 

114



CHAPTER 21: MOVE-OUT INSPECTIONS 

115



Chapter 21. Move-out Inspections 

21.0 Overview 

A 

WCHA has an option to conduct a move-out inspection, upon the owner or 

family’s request. Request for move out inspection must be in writing. 

B The owner or the owner’s representative will be requested to attend the move-out 

inspection. The owner will be notified as to when the inspection will take place. WCHA 

will encourage the owner to notify the tenant of the inspection date. 

C The owner and tenant will be encouraged to perform a move-out inspection together. 

116



CHAPTER 22: OWNER CLAIMS 

117



Chapter 22. Owner Claims 

22.0 Overview 

A 

The owner, subject to state and local law, may use the security deposit, including any 

interest on the deposit, as reimbursement for any unpaid rent payable by the tenant, any 

damages to the unit, or any other amounts that the tenant owes under the rental 

agreement. 

B The owner must give the tenant a list of all items charged against the security deposit, 

and the amount of each item. After deducting the amount, if any, used to reimburse the 

owner, the owner must promptly refund the full amount of the unused balance to the 

tenant. 

C If the security deposit is not sufficient to cover amounts the tenant owes under the rental 

agreement, the owner must collect the balance from the tenant. 

D Any serious or repeated violations of the rental agreement are grounds for WCHA to 

deny or terminate rental assistance for the family. (See Chapter 20, of this Plan regarding 

Denial or Termination of Assistance). 

22.1 Unpaid Rent 

A 

Unpaid rent is the tenant’s portion of rent due and payable while the tenant is under the 

assisted rental agreement and will be considered a program/lease violation. 

B Owners must notify WCHA in writing of unpaid rent and any other lease violations. 

118



CHAPTER 23: COMPLAINTS AND APPEALS 

119



Chapter 23. Complaints and Appeals 

23.0 Overview 

A 

WCHA responds promptly to complaints regarding participants or owners and 

investigates. WCHA may require that complaints be submitted in writing. 

Anonymous complaints are checked whenever possible. All written complaints or 

appeals will be responded to in writing by WCHA . 

23.1 Informal Review Procedures for Application 

A 

An “Informal Review” is conducted for applicants and shall include Housing Choice 

Voucher holders (HCV) who have requested lease approval, but have not been 

authorized by WCHA to sign the rental agreement, and where WCHA has not signed 

a HAP Contract with the owner under the Housing Choice Voucher Program (HCVP). 

B WCHA must provide applicants with the opportunity for an Informal Review 

concerning the following: 

1. WCHA ’s determination of their status on the Waiting List; 

2. WCHA ’s denial of participation in the HCVP; 

3. WCHA ’s refusal to issue a HCV; or 

4. An applicant who would be required to pay the minimum rent and believe that this 

would constitute a hardship. 

C Informal Reviews are not required for the following instances: 

1. Discretionary administrative determinations by WCHA ; 

2. General policy issues or class grievances; 

3. A determination of the family unit size under WCHA ’s subsidy standards; 

4. A determination not to approve an extension or suspension of a HCV term; 

5. A determination not to grant approval to lease a unit under the HCVP or to approve a 

proposed rental agreement; 

6. A determination that a unit selected by the applicant is not in compliance with 

Housing Quality Standards (HQS); or 

7. A determination that the unit is not in accordance with HQS due to the family size or 

composition. 

D 

WCHA shall give an applicant prompt written notice of a determination for which 

the applicant is entitled to an Informal Review. Said notice shall include: 

1. A brief statement of the reasons for WCHA ’s determination. 

2. The applicant shall be informed that they have a right to request an Informal Review 

of WCHA ’s determination within 15 calendar days of the date of the written 

notification. 

120



3. Applicants shall be notified that if they have a disability, they have a right to request 

reasonable accommodation as a consideration in the review process. 

4. The applicant will be informed how to request an Informal Review; 

5. If WCHA is denying assistance for criminal activity as shown by a criminal record, 

WCHA must notify the household of the proposed action to be based on the 

information received and must provide the subject of the record and the tenant with a 

copy of the criminal record. If the family requests an Informal Review, WCHA must 

provide them an opportunity to dispute the accuracy and relevance of the criminal 

record in the Informal Review process. 

E An applicant’s request for an Informal Review must be made in writing within ten (10) 

calendar days of the date of the written notification of the applicable determination. The 

request for Informal Review must be delivered to WCHA and date stamped upon receipt 

or received by WCHA in the mail and date stamped upon receipt. 

F 

The Informal Review shall be conducted by any person or persons designated by WCHA 

, other than a person who made or approved the determination under review or a 

subordinate of such person. 

G A notice of the Informal Review decision shall be provided in writing to the applicant 

within thirty calendar days of receipt of the applicant’s request for an Informal Review. 

The written notice shall include a brief explanation of the reasons for the final decision. 

H All requests for an Informal Review, supporting documentation, and a copy of the final 

decision shall be retained in the applicant’s file. 

23.2 Informal Hearing Procedures for Participants 

A 

Appeals by participants of WCHA ’s HCVP shall be administered as outlined in the HUD 

regulations for Informal Hearings. 

B Participants are households who have an effective assisted rental agreement and HAP 

Contract and are currently participating in the HCVP. 

C WCHA must provide HCVP participants with the opportunity for an Informal Hearing 

for determinations related to: 

1. Requests involving the calculation of total tenant payment or tenant rent including 

minimum rent where a tenant believes that such rent would cause a hardship, the 

family will be contacted and an explanation of the total tenant payment and tenant 

rent calculation will be made. If the family requests an Informal Hearing, the Informal 

Hearing procedures will be followed. 

2. For bedroom size determination, the family will be sent a copy of the Occupancy 

Standards. If the family requests an Informal Hearing, the Informal Hearing 

procedures will be followed. 

3. Denial or termination of assistance. 

4. Determination that a family is over-housed and is denied an exception to the subsidy 

standards. 

121



D Informal Hearings are not required for a family when WCHA : 

1. Fails a unit for HQS violations; 

2. Refuses to extend a HCV; 

3. Imposes sanctions against an owner who is not in compliance with HCVP 

requirements. 

E 

F 

Participants must be notified of their right to an Informal Hearing in most circumstances in 

which WCHA makes a determination affecting their eligibility or assistance. Participants 

shall be notified that if they have a disability, they have a right to request reasonable 

accommodation, if needed, to participate in the Informal Hearing process. 

WCHA will give the participant a prompt written notice of the determination, which 

will describe: 

1. The reason(s) for the termination or reduction in benefits; 

2. The procedures for requesting a hearing if the family does not agree with the 

termination (or reduction): 

a. If, WCHA is terminating assistance for criminal activity as shown by a criminal 

record, WCHA must notify the household of the proposed action based on the 

information received, and must provide the subject of the record and the tenant 

with a copy of the criminal record, upon written request. If the family requests an 

informal hearing, WCHA must give them an opportunity at that hearing to 

dispute the accuracy and relevance of the record. 

3. The timeframe for requesting a hearing. 

G The Informal Hearing shall be conducted by the Hearing Officer who is a person 

appointed by WCHA who is neither the person who made or approved of the 

determination under review, nor a subordinate of such person. 

H The participant will be given the option of presenting oral or written objections to the 

determination in question. The family has the right to legal counsel or other 

representation, at their own expense. The Hearing Officer shall regulate conduct of the 

hearing. Both WCHA staff and the family must have the opportunity to present 

evidence and/or witnesses. 

I 

WCHA may implement the following changes, prior to the Informal Hearing: 

1. Changes in the total tenant payment or tenant rent; 

2. Denial of a new HCV for a family that wants to move; 

3. Determination of number of bedrooms on a HCV. 

J 

For actions that will terminate the participant from the HCVP, WCHA will conduct the 

Informal Hearing prior to terminating assistance. 

K Participants will be notified of the Informal Hearing appointment, in writing after the 

receipt of the hearing request. The notice will specify: 

1. The date, time, and place of the hearing; 

122



2. The procedures governing the Informal Hearing; and 

3. A contact person and phone number to be used for questions or to reschedule the 

hearing. 

L 

The participant may request to reschedule or continue the Informal Hearing only upon 

showing “good cause”, which is defined as an unavoidable conflict in a meeting time with 

another agency, a doctor, or a company which seriously affects the health, safety or 

welfare of the participant. 

M If a participant does not appear at a scheduled Informal Hearing, or is more than 30 

(thirty) minutes late and has not arranged in advance to reschedule the Informal Hearing, 

the participant may be declared in default and a decision will be rendered. WCHA may 

set aside the default decision and reschedule the Informal Hearing only upon a showing 

of good cause (as previously defined) for the participant’s absence. In this event, the 

Informal Hearing will be rescheduled only one time. 

N If the head of household is incarcerated or otherwise unavailable, the family must 

designate another adult to appear at the Informal Hearing. 

O Participants have the right to: 

1. Examine the documents submitted to the Hearing Officer; 

2. Present any or all information pertinent to the issue of the hearing; 

3. Request that WCHA staff be available or present at the hearing to answer 

questions pertinent to the case; 

4. Be represented by legal counsel or designated representatives at their own expense. 

A minimum of four days advance notice must be made to WCHA of the legal 

counsel or designated person. 

P 

In addition to the other requirements contained in this Section, WCHA has a right to: 

1. Present evidence and all or any information pertinent to the issue of the Hearing; 

2. Have its attorney present; 

3. Have the staff person familiar with the case present at the Informal Hearing. 

Q The Informal Hearing shall concern only the issues identified in the “opportunity for 

hearing” notice. Evidence presented at the hearing may be considered without regard to 

admissibility under the rules of evidence applicable to judicial proceedings. 

R The Hearing Officer will make a determination on how the rule or regulation was correctly 

or incorrectly applied to information submitted at the hearing. A notice of the Informal 

Hearing findings shall be provided in writing to WCHA , and shall include a brief 

explanation of the reasons for the final decision. 

S 

Participants shall be notified of the result of the Informal Hearing as follows: 

1. A written notice of the decision will be sent to the family within 15 calendar days of 

the decision. 

2. The written decision of the hearing officer shall contain the following: 

123



a. A summary of the decision including the reasons therefore; 

b. Whether the decision is based on money owed by the family; 

c. If the family is to be allowed to enter into a Repayment Agreement, provide 

sufficient information to allow WCHA staff to compute the amount owed; 

d. If the Family is allowed the option to enter into a Repayment Agreement pursuant 

to a Retroactive Suspension, the decision shall state the number of months to be 

repaid; 

e. If the Hearing Officer is so requested by WCHA , the decision shall state if 

and when the family may reapply for HCVP assistance. 

T 

WCHA is not bound by Informal Hearing decisions in the following cases: 

1. Matters in which WCHA is not required to provide an opportunity for a hearing; 

2. Decisions contrary to HUD regulations or requirements; 

3. Decisions contrary to federal, state or local laws; 

4. Decisions that exceed the authority of the person conducting the hearing. 

U WCHA shall send a letter to the participant if it determines that WCHA is NOT bound 

by the Hearing Officer’s determination within 15 calendar days. The letter shall include 

WCHA ’s reasons for the decision. 

V All requests for an Informal Hearing, supporting documentation, and a copy of the final 

decision will be retained in the Tenant’s file. 

124



CHAPTER 24: MISSED APPOINTMENTS 

125



Chapter 24. Missed Appointments 

24.0 Overview 

A 

HUD regulations specify the following family obligations – to supply such certification, 

release of information, or documentation as WCHA or HUD determine to be necessary, 

including the submission of Social Security numbers and verifying documentation, the 

submission of signed consent forms for obtaining wage and claim information from State 

Wage Information Collection Agency, and submissions required for an annual or interim 

reexamination of family income and composition. 

B WCHA sets appointments to interview the family and obtain this information. 

C A family or tenant who fails to keep the specified appointment(s) without notifying WCHA 

shall be sent a notice of denial or termination of assistance for failure to supply necessary 

information including such certification, release information or documentation as WCHA 

or HUD determines to be necessary (or failure to allow WCHA to inspect the dwelling 

unit at reasonable times and after reasonable notice, if applicable) in the following 

situations: 

1. Full application 

2. Bringing in verification information 

3. Housing Choice Voucher (HCV) briefing 

4. Housing Quality Standards inspection and re-inspection 

5. Recertification 

6. Interim adjustment 

7. Other appointments or requirements to bring in documentation as listed in this Plan 

D WCHA will consider a letter or notice that was mailed to have been delivered if it is not returned 

to WCHA by the Post Office marked as undeliverable. 

E Process when appointment(s) are missed: 

1. For all of the functions above, the family will be given two appointments and if: 

a. The family does not appear or call to reschedule the appointment(s), as required, 

WCHA will begin denial or termination procedures. The family or tenant will be 

given an opportunity for an informal review or hearing, as appropriate. 

b. The Hearing Officer makes a determination in favor of the tenant; an appointment 

for the original function listed above for which the informal hearing is being held 

will be scheduled. 

c. If the rescheduled appointment is missed; the family will not have another 

opportunity for an informal review/hearing, unless the family submits 

documentation to the Hearing Officer that the family did not keep the 

appointment due to medical reasons or death of a family member. 

i) In that case, the Hearing Officer may decide to allow a rescheduled 

appointment. The Hearing Officer would then notify WCHA, who would notify 

the family within 15 calendar days of the submission of documentation to the 

Hearing Officer of the opportunity to have a rescheduled appointment. 

126



CHAPTER 25: REPAYMENT AGREEMENTS 

127



Chapter 25. Repayment Agreements 

25.0 Overview 

A WCHA is required to include in the administrative plan, policies concerning repayment by a 

family of amounts owed to the PHA [24 CFR 982.54]. This part describes WCHA’s policies for 

recovery of monies that have been overpaid on behalf of families, or to owners. 

B Except for repayment agreements that are the result of a hearing decision, a Repayment 

Agreement is to be implemented within 30 days after the family has been notified that 

they owe WCHA money. Failure to meet the Repayment Agreement timeframe will result 

in termination. If the family claims a financial emergency, the situation will be verified by 

staff. Upon verification, staff will make the decision to approve any deviation from the 

amounts owed or the terms of the agreement. 

C Families may owe WCHA money for unreported or underreported information that 

affected the assistance paid on their behalf to owners by WCHA. 

D WCHA will enter into one (1) Repayment Agreement with a family during the family’s 

tenure on the program. If an existing Repayment Agreement has a balance due; 

WCHA will not amend the Repayment Agreement to incorporate additional amounts 

due. Any additional money subsequently owed will have to be paid in full. If a family 

has a repayment agreement for failure to report income during the period that the 

family receives rental assistance, WCHA will consider a second failure to report as 

“willful and intentional” and will terminate assistance to the family. Families will not be 

allowed to initiate a move to another unit until amounts owed have been paid in full, 

unless the move is directed by WCHA personnel because the unit is overcrowded or 

under-occupied. 

E WCHA must notify the family of the amount of its liability and inform them of the 

consequences if they do not pay. 

25.1 Repayment Agreements [24 CFR 792.103] 

A The term repayment agreement refers to a formal document signed by a tenant and provided 

to the PHA in which a tenant acknowledges a debt in a specific amount and agrees to repay 

the amount due at specific time periods. Repayment Agreements are executed with families 

or owners who owe money to WCHA. 

B If WCHA determined that the family committed willful and intentional fraud, WCHA will: 

1. Terminate the Housing Assistance. 

2. Require the family to repay the entire amount in full. 

3. Take civil litigation action to collect the amount owed. 

4. Refuse future application or assistance. 

C 

In determining whether the family violated a family obligation, WCHA will consider if the 

family supplied the information willingly at the annual recertification. If the family did not 

supply the information needed at recertification, assistance will be terminated as a willful 

and intentional misrepresentation and a violation of a family obligation. 

D If the family supplied the information regarding the prior violation willingly and if WCHA 

determines there was no willful intent to defraud, WCHA may enter into a Repayment 

Agreement for amounts not to exceed $9,000 following the schedule below. If the amount 

owed is over $9,000, WCHA will give the family the option to pay the full amount owed in 

128



excess of $9,000, plus the initial deposit, and enter into a Repayment Agreement for the 

difference. If the family cannot pay the excess amount and the initial deposit the WCHA 

will terminate the family from participating with the program. In addition, WCHA will 

pursue other modes of collection, including referral to the Inspector General. 

E If WCHA enters into a Repayment Agreement with an assisted family, the Repayment 

Agreement will be set up as follows and the family must sign and make their initial 

payment within 30 days of notification: 

Monthly 

Payment 

Amount Owed Initial Payment Maximum Term Maximum 

$ 0 - $500 *Full Amount Immediate N/A 

$ 501 - $1,000 *$500 plus 20% of balance 3 Months $133.33 

$1,001 - $1,500 *$500 plus 20% of balance 6 Months $133.33 



*Due at the execution of the Repayment Agreement 

F If the family has signed a Repayment Agreement after the execution of its current HAP 

Contract and breaches the Repayment Agreement, WCHA may terminate assistance to 

the family for a breach of the Repayment Agreement. Also, if the family refuses to repay 

the debt or enter into a repayment agreement WCHA will terminate the assistance upon 

notification to the family, and shall then pursue other modes of collection. If the participant 

seeks to be discharged from the debt through a bankruptcy filing, and if the debt is due to 

fraud against the program, WCHA will object to the discharge of the debt in addition to 

terminating assistance to the participant. 

G If the family refuses to sign a Repayment Agreement for a failure to report household 

and/or income changes, it will be considered fraud. In this case, WCHA will terminate 

assistance for fraud, after the amount is verified. WCHA may also take the family to civil 

litigation for collection. If the amount is $10,000 or over, WCHA may forward the case to 

the Regional Inspector General for investigation. 

H If the tenant refuses to enter into a Repayment Agreement as a result of a hearing 

decision, WCHA will terminate HCVP assistance and may take the family to civil litigation 

for collection. 

I 

J 

If the family’s HCVP assistance is terminated and the repayment has not been satisfied, 

the balance is still owed and WCHA may take the family to civil litigation for collection. 

The tenant will be given an opportunity for an informal hearing prior to the termination of 

assistance unless the repayment agreement was the result of a prior hearing decision. 

25.2 Repayment Agreement Guidelines 

A 

Execution of Agreement - The head of household and spouse/co-head (if applicable) 

must sign the repayment agreement. 

B 

C 

Due Dates – All payments are due by the close of business on the 15 th day of the 

month. If the 15 th does not fall on a business day, the due date is the first business day 

after the 15 th . 

Non Payment – The family must make payments by the date due. If the payment is not 

received by the due date, the family has breached the repayment agreement and the 

WCHA will terminate assistance upon written notifications to the family. 

129



D WCHA does not have a hardship exception. The family must comply with the Repayment 

Agreement Guidelines despite any change in circumstances beyond the family’s control. 

25.3 Owner Fraud and Program Abuse 

When an action or inaction of an owner or participant results in the overpayment of housing assistance, 

the WCHA holds the owner or participant liable to return any overpayments to the WCHA. The WCHA 

will enter into repayment agreements in accordance with the policies contained in this part as a means 

to recover overpayments. When an owner or participant refuses to repay monies owed to the WCHA, 

the WCHA will utilize other available collection alternatives including, but not limited to, the following: 

• Collection agencies 

• Small claims court 

• Civil law suit 

A 

B 

C 

When WCHA determines that the owner has retained HAP to which the owner was not 

entitled, WCHA will notify the owner and immediately deduct amounts due from 

current and future HAP owed the owner. 

If the future HAP is insufficient to reclaim the amounts owed after billing, the additional 

amount(s) will be referred to a collection agency for action. Additionally, if the owner 

refuses to repay the debt or does not repay the debt, WCHA will ban the owner from 

future participation in the program. Furthermore, if the amount owed by the owner is not 

repaid, the WCHA will pursue other modes of collection, including referral to the Inspector 

General, litigation and debt collection agencies. If the owner seeks to be discharged from 

the debt through a bankruptcy filing, and if the debt is due to fraud against the program, 

the WCHA will object to the discharge of the debt. 

WCHA will use the current HUD guidelines and regulations in addition to the Fraud 

Addendum to this Plan as a guide in dealing with owner fraud and program abuse. 

130



CHAPTER 26: ENTERPRISE INCOME VERIFICATION (EIV) 

131



Chapter 26. Enterprise Income Verification (EIV) 

26.0 Overview 

A. WCHA is required to use HUD’s Enterprise Income Verification (EIV) system in its entirety 

as a third party source to verify employment and income information, and to reduce 

administrative subsidy payment errors in accordance with HUD administrative guidance [24 

CFR 5.233(a)(2)]. 

Failure to use the EIV system in its entirety may result in the imposition of sanctions, the 

assessment of disallowed costs associated with any resulting incorrect subsidy or tenant 

rent calculations, or both [24 CFR 5.233(b)]. 

WCHA will follow the verification guidance provided by HUD in PIH Notice PIH Notice 2010-3, 

Verification of Social Security and Supplemental Security Income Benefits, PIH Notice 2010- 

19, Administrative Guidance for Effective and Mandated Use of the Enterprise Income 

Verification System and any subsequent guidance issued by HUD. This chapter summarizes 

those requirements and provides supplementary PHA policies. 

HUD allows the PHA to use pay-stubs to project income once EIV data has been received 

in such cases where the family does not dispute the EIV employer data and where the PHA 

does not determine it is necessary to obtain additional third-party data. 

WCHA Policy 

The WCHA will use HUD’s EIV system in its entirety. When EIV is obtained and the family 

does not dispute the EIV employer data, the WCHA will use current tenant-provided 

documents to project annual income. When the tenant provided documents are pay stubs, 

the WCHA will make every effort to obtain at least two consecutive pay stubs dated within 

the last 60 days. 

The WCHA will obtain written and/or oral third-party verification in accordance 

with the verification requirements and policy in Chapter 9 in the following cases: 

• If EIV or other UIV data is not available, 

• If the family disputes the accuracy of the EIV employer data, and/or 

• If the WCHA determines additional information is needed. 

In such cases, the WCHA will review and analyze current data to anticipate annual income. 

In all cases, the family file will be documented with a clear record of the reason for the 

decision, and a clear audit trail will be left as to how the WCHA annualized projected income. 

When the WCHA cannot readily anticipate income based upon current circumstances (e.g., 

in the case of seasonal employment, unstable working hours, or suspected fraud), the 

WCHA will review and analyze historical data for patterns of employment, paid benefits, and 

receipt of other income and use the results of this analysis to establish annual income. 

B. Up-front income verification (UIV) refers to the PHA’s use of the verification tools available 

from independent sources that maintain computerized information about income and 

benefits. UIV will be used to the extent that these systems are available to the PHA. 

WCHA Policy 

132



The WCHA will inform all applicants and participants of its use of the following UIV 

resources during the admission and reexamination process: 

i. HUD’s EIV system 

ii. Department of Human Services 

iii. Child Support 

The WCHA may use other non-governmental sources such as the Work Number. 

There may be legitimate differences between the information provided by the family and UIVgenerated 

information. No adverse action can be taken against a family until the PHA has 

independently verified the UIV information and the family has been granted an opportunity to 

contest any adverse findings through the informal review/hearing process of the PHA. 

26.1 Use of HUD’s EIV System 

HUD’s EIV system contains data showing earned income, unemployment benefits, and social 

security benefits and SSI benefits for participant families. HUD requires the PHA to use the EIV 

system in its entirety. The following policies will apply to the use of HUD’s EIV system.The EIV 

system contains two main components: tenant income data reports and income discrepancy 

reports (exceeds threshold). 

26.2 Tenant Income Data (TID) Reports 

The data shown on TID reports is updated quarterly. Data may be between 3 and 6 months old at 

the time reports are generated. 

WCHA Policy 

The WCHA will obtain TID reports for regular reexaminations on a monthly basis as 

part of the regular reexamination process. 

TID reports will be compared to family-provided information as part of the regular 

reexamination process. TID reports may be used in the verification of annual income, as 

described in Chapter 6.I.C. TID reports may also be used to meet the regulatory 

requirement for third party verification, as described above. 

Policies for resolving discrepancies between TID reports and family-provided information will 

be resolved as described in Chapter 6.I.C. and in this chapter. 

TID reports will be used in interim reexaminations when it is necessary to verify and calculate 

earned income, unemployment benefits, Social Security and/or SSI benefits, and to verify that 

families claiming zero income are not receiving income from any of these sources. 

TID reports will be retained in participant files with the applicable regular or interim 

reexamination documents. 

When the WCHA determines through TID reports and third party verification that a family 

has concealed or under-reported income, corrective action will be taken pursuant to the 

policies in Chapter 29, Program Integrity. 

26.3 Income Discrepancy Reports (IDRs) 

The IDR is a tool for identifying families who may have concealed or under-reported income. Data in 

the IDR represents income for past reporting periods and may be between 6 months and 30 months 

old at the time IDRs are generated. 

Families who have not concealed or under-reported income may appear on the IDR in some 

circumstances, such as loss of a job or addition of new family members. 

133



WCHA Policy 

The WCHA will generate and review IDRs periodically. The IDR threshold percentage 

will be adjusted as necessary based on the findings in the IDRs. In reviewing IDRs, the 

WCHA will begin with the largest discrepancies. 

When the WCHA determines that a participant appearing on the IDR has not concealed or 

under-reported income, the participant’s name will be placed on a list of “false positive” 

reviews. To avoid multiple reviews in this situation, participants appearing on this list will be 

eliminated from IDR processing until a subsequent interim or regular reexamination has 

been completed. 

When it appears that a family may have concealed or under-reported income, the WCHA 

will request third- party written verification of the income in question. 

When the WCHA determines through IDR review and third party verification that a family 

has concealed or under-reported income, corrective action will be taken pursuant to the 

policies in Chapter 29, Program Integrity. 

26.4 EIV Request Requirements [PIH 2010-19] 

For each new admission or historical adjustment, the PHA is required to review the EIV 

Income Report to confirm/validate family-reported income within 120 days of the PIC 

submission date. 

For each interim reexamination of family composition or income, the PHA is required to 

have the following documentation in file: 

- ICN Page when there is no household income discrepancy noted on the household’s 

Income Discrepancy Report tab or Income Discrepancy Report. 

- EIV Income Report when there is an income discrepancy noted on the household’s 

Income Discrepancy Report tab or Income Discrepancy Report. 

For each annual reexamination of family income and composition, the PHA is required to 

have the following documentation in the tenant file: 

- No Dispute of EIV Information: EIV Income Report, current acceptable tenant-provided 

documentation, and if necessary (as determined by the PHA), traditional third party 

verification form(s). 

- Disputed EIV Information: EIV Income report, current acceptable tenant-provided 

documentation, and/or traditional third party verification form(s) for disputed 

information. 

- Tenant-reported income not verifiable through EIV system: Current tenant-provided 

documents, and if necessary (as determined by the PHA), traditional third party 

verification form(s). 

26.5 EIV Identity Verification Report 

The EIV system verifies tenant identities against SSA records. These records are compared to PIC 

data for a match on social security number, name, and date of birth. PHAs are required to use EIV’s 

Identity Verification Report on a monthly basis to improve the availability of income information in 

EIV [Notice PIH 2010-3]. 

When identity verification for a participant fails, a message will be displayed within the EIV system 

and no income information will be displayed. 

WCHA Policy 

The WCHA will identify participants whose identity verification has failed by reviewing EIV’s 

134



Identity Verification Report. The WCHA will attempt to resolve PIC/SSA discrepancies by 

obtaining appropriate documentation from the tenant, updating section 3 of the form HUD- 

50058, and transmitting a revised form HUD-50058 into PIC. When the WCHA determines that 

discrepancies exist due to WCHA errors such as spelling errors or incorrect birth dates, the 

errors will be corrected promptly. 

Note: The availability of certain income information in the EIV system, such as that pertaining to SS and SSI 

benefits, depends on the quality of PHA data and the timely submission of form HUD-50058 in the PIC system. The 

PHA must submit form HUD-50058 electronically, and ensure that data entered in section 3 of the form is complete 

and accurate. If a family’s form is not successfully submitted to PIC, income information will not be available in PIC 

[24CFR 908.201, Notice PIH 2010-3]. 

26.6 EIV Verification Hierarchy-Excerpt from HUD Verification Guidance Notice 

(PIH 2010-19, pp 11-14) 

PHAs should begin with the highest level of verification techniques. PHAs are required to access the 

EIV system and obtain an Income Report for each household. The PHA is required to maintain the 

Income Report in the tenant file along with the form HUD-50058 and other supporting documentation to 

support income and rent determinations for all mandatory annual reexaminations of family income and 

composition. If the Income Report does not contain any employment and income information for the 

family, the PHA should attempt the next lower level verification technique, as noted in the chart below. 

Level Verification Technique Ranking 

6 Upfront Income Verification (UIV) using 

HUD’s Enterprise Income Verification (EIV) 

system (not available for income 

verifications of applicants) 

5 Upfront Income Verification (UIV) using 

non-HUD system 

Highest (Mandatory) 

Highest (Optional) 

4 Written third Party Verification High (Mandatory to supplement EIV-reported income 

sources and when EIV has no data; Mandatory for non- EIV 

reported income sources; Mandatory when tenant disputes 

EIV-reported employment and income information and is 

unable to provide acceptable documentation to support 

dispute) 

3 Written Third Party Verification Form Medium-Low (Mandatory if written third party verification 

documents are not available or rejected by the PHA; and 

when the applicant or tenant is unable to provide 

acceptable documentation) 

2 Oral Third Party Verification Low (Mandatory if written third party verification is not 

available) 

1 Tenant Declaration Low (Use as a last resort when unable to obtain any type 

of third party verification) 

Note: This verification hierarchy applies to income determinations for applicants and participants. 

135

26.7 Verification Technique Definitions 

Third Party Verification Techniques 

A. Upfront Income Verification (UIV) (Level 6/5): The verification of income before or during a family 

reexamination, through an independent source that systematically and uniformly maintains income 

information in computerized form for a number of individuals. 

It should be noted that the EIV system is available to all PHAs as a UIV technique. PHAs are 

encouraged to continue using other non-HUD UIV tools, such as The Work Number (an 

automated verification system) and state government databases, to validate tenant-reported 

income. 

B. Written Third Party Verification (Level 4): An original or authentic document generated by a third 

party source dated either within the 60-day period preceding the reexamination or PHA request date. 

Such documentation may be in the possession of the tenant (or applicant), and is commonly referred to 

as tenant-provided documents. It is the Department’s position that such tenant-provided documents 

are written third party verification since these documents originated from a third party source. The PHA 

may, at its discretion, reject any tenant-provided documents and follow up directly with the source to 

obtain necessary verification of information. 

Examples of acceptable tenant-provided documentation (generated by a third party source) include, 

but are not limited to: pay stubs, payroll summary report, employer notice/letter of hire/termination, 

SSA benefit verification letter, bank statements, child support payment stubs, welfare benefit letters 

and/or printouts, and unemployment monetary benefit notices. 

Current acceptable tenant-provided documents must be used for income and rent determinations. 

The PHA is required to obtain at a minimum, two current and consecutive pay stubs for determining 

annual income from wages. For new income sources or when two pay stubs are not available, the 

PHA should project income based on the information from a traditional written third party verification 

form or the best available information. 

Note: Documents older than 60 days (from the PHA interview/determination or request date) is 

acceptable for confirming effective dates of income. 

C. Written Third Party Verification Form (Level 3): Also, known as traditional third party verification. 

I s a standardized form to collect information from a third party source. The form is 

completed by the third party by hand (in writing or typeset). PHAs send the form directly to the third 

party source by mail, fax, or email. 

It is the Department’s position that the administrative burden and risk associated with use of the 

traditional third party verification form may be reduced by PHAs relying on acceptable documents 

that are generated by a third party, but in the possession of and provided by the tenant (or applicant). 

Many documents in the possession of the tenant are derived from third party sources (i.e. employers, 

federal, state and/or local agencies, banks, etc.). 

The Department recognizes that third party verification request forms sent to third party sources often 

are not returned. In other instances, the person who completes the verification form may provide 

incomplete information; or some tenants may collude with the third party source to provide false 

information; or the tenant intercepts the form and provides false information. 

The Department requires PHAs to rely on documents that originate from a third party source’s 

136

computerized system and/or database, as this process reduces the likelihood of incorrect or falsified 

information being provided on the third party verification request form. The use of acceptable 

tenant-provided documents, which originate from a third party source, will improve the integrity of 

information used to determine a family’s income and rent and ultimately reduce improper subsidy 

payments. This verification process will also streamline the income verification process. 

D. Oral Third Party Verification (Level 2): Independent verification of information by contacting the 

individual income/expense source(s), as identified through the UIV technique or identified by the 

family, via telephone or in-person visit. PHA staff should document in the tenant file, the date and 

time of the telephone call (or visit to the third party), the name of the person contacted and telephone 

number, along with the confirmed information. 

This verification method is commonly used in the event that the independent source does not respond 

to the PHA’s faxed, mailed, or e-mailed request for information in a reasonable time frame, i.e., ten (10) 

business days. 

E. Non-Third Party Verification Technique -Tenant Declaration (Level 1): The tenant submits an 

affidavit or notarized statement of reported income and/or expenses to the PHA. This verification 

method should be used as a last resort when the PHA has not been successful in obtaining 

information via all other verification techniques. When the PHA relies on tenant declaration, the 

PHA must document in the tenant file why third party verification was not available. 

F. Exceptions to Third Party Verification Requirements 

HUD is aware that in some situations, third party verification is not available for a variety of reasons. 

Oftentimes, the PHA may have made numerous attempts to obtain the required verifications with no 

success, or it may not be cost effective to obtain third party verification of income, assets, or 

expenses, when the impact on total tenant payment is minimal. In these cases, the PHA is required 

to document in the family file the reason(s) why third party verification was not available. 

The exception to third party verification can be found at 24 CFR §960.259(c)(1) and §982.516(a)(2), 

which states, “The PHA must obtain and document in the family file third party verification of the 

following factors, or must document in the file why third party verification was not available.” 

1. Third party verification requirements. In accordance with 24 CFR §960.259(c)(1) and 24 CFR 

§982.516(a)(2) for the Public Housing and the HCV programs, respectively, the PHA must obtain and 

document in the tenant file third party verification of the following factors, or must document in the 

tenant file why third party verification was not available: (i) reported family annual income; (ii) the value 

of assets; (iii) expenses related to deductions from annual income; and (iv) other factors that affect the 

determination of adjusted income. 

2. How to comply with and reduce administrative burden of third party verification 

requirements of family annual income. PHAs can comply with and reduce administrative burden 

of third party verification requirements for employment, wage, unemployment compensation and 

social security benefits, and any other information that is verifiable using EIV by: 

a. Reviewing the EIV Income Report to confirm/validate tenant-reported income; and 

b. Printing and maintaining an EIV Income Report (or an EIV Individual Control Number 

(ICN) page for interim reexaminations as prescribed in Section 12 of this Notice) in the 

tenant file; and 

c. Obtaining current acceptable tenant-provided documentation to supplement EIV 

information; and 

d. Using current tenant-provided documentation and/or third party verification to 

calculate annual income. 

137

Note: 

Social Security benefit information in EIV is updated every three months. If the tenant 

agrees with the EIV-reported benefit information, PHAs do not need to obtain or request 

a benefit verification letter from the tenant. See PIH Notice 2010-03 for guidance on 

verifying Social Security benefit income through the EIV system. 

The PHA may also reduce the administrative burden of obtaining third party verification by relying on 

acceptable documents that are generated by a third party, but provided by the tenant. Many 

documents in the possession of the tenant are derived from third party sources (i.e. employers, 

federal, state and/or local agencies, banks, etc.). 

3. When the PHA is required to request written third party verification. The PHA must request written 

third party verification under the following circumstances: 

a. When the tenant disputes the EIV information and is unable to provide acceptable 

documentation to support his/her dispute (24 CFR §5.236(b)); 

b. When the PHA requires additional information that is not available in EIV and/or the tenant is 

unable to provide the PHA with current acceptable tenant-provided documentation. 

Examples of additional information, includes but is not limited to: 

i. Effective dates of income (i.e. employment, unemployment compensation, or social 

security benefits) 

ii. For new employment: pay rate, number of hours worked per week, pay frequency, 

etc. 

iii. Confirmation of change in circumstances (i.e. reduced hours, reduced rate of pay, 

temporary leave of absence, etc.) 

Note: 24 CFR §5.236(a), prohibits PHAs from taking adverse action based solely on EIV information. 

4. Type of file documentation required to demonstrate PHA compliance with mandated use of EIV 

as a third party source to verify tenant employment and income information (24 CFR 

§5.233(a)(2)(i)). 

A. For each new admission (form HUD-50058 action type 1), the PHA is required to do the 

following: 

i. Review the EIV Income Report to confirm/validate family-reported income within 

120 days of the PIC submission date; and 

ii. 

iii. 

Print and maintain a copy of the EIV Income Report in the tenant file; and 

Resolve any income discrepancy with the family within 60 days of the EIV Income 

Report date. 

B. For each historical adjustment (form HUD-50058 action type 14), the PHA is required 

to do the following: 

i. Review the EIV Income Report to confirm/validate family-reported income within 

120 days of the PIC submission date; and 

ii. 

iii. 

Print and maintain a copy of the EIV Income Report in the tenant file; and 

Resolve any income discrepancy with the family within 60 days of the EIV Income 

Report date. 

138

C. For each interim reexamination (form HUD-50058 action type 3) of family income and 

composition, the PHA is required to have the following documentation in the tenant file: 

i. ICN Page when there is no household income discrepancy noted on the household’s 

Income Discrepancy Report tab or Income Discrepancy Report. (PHAs have the 

discretion to print the EIV Income report, however, only the ICN page is required.) 

See sample screen shot below. 

Note: The ICN Page is available from the Summary Report tab. See sample screen 

shot below: 

Click here to generate 

printer-friendly ICN page 

139

ii. 

EIV Income Report when there is an income discrepancy noted on the household’s 

Income Discrepancy Report tab or Income Discrepancy Report. See sample screen 

shot below: 

D. For each annual reexamination of family income and composition, the PHA is required to 

have the following documentation in the tenant file: 

i. No Dispute of EIV Information: EIV Income Report, current acceptable tenantprovided 

documentation, and if necessary (as determined by the PHA), 

traditional third party verification form(s). See examples 1 and 3 below. 

ii. Disputed EIV Information: EIV Income report, current acceptable tenant-provided 

documentation, and/or traditional third party verification form(s) for disputed 

information. See example 2 below. 

iii. Tenant-reported income not verifiable through EIV system: Current tenant-provided 

documents, and if necessary (as determined by the PHA), traditional third party verification 

form(s). See example 3 below. 

26.8 EIV Examples of Disputes 

Example 1: No Disputed EIV Information & Tenant Provided Documents 

You are conducting an annual reexam with tenant, Mary Jones. Ms. Jones reports that she is 

employed at the ABC Box Company. You pull up the EIV income report for the Jones family, 

which shows quarterly wages from the ABC Box Company for the full year of 2008, and the first 

two quarters of 2009. Last year’s (2009) annual reexam reflects wages from the same employer. 

There is no other income information on the report. 

The PHA may streamline the income verification process by requesting Ms. Jones provide current 

pay stubs dated within the last 60 days of the interview or PHA request date. The PHA must 

obtain a minimum of two current and consecutive pay stubs from Ms. Jones. Since there is no 

disparity between tenant-reported and EIV-reported income, the PHA may obtain original and 

current tenant-provided pay stubs to calculate annual income. 

140

The PHA may not use quarterly EIV wage (or unemployment benefit) information to 

calculate annual income since this information is at least six months old and more current 

income information (from pay stubs) is available. 

Example 2: Disputed EIV Information & No Tenant-Provided Documents 

You are conducting an annual reexam with tenant, Bob Miller. Mr. Miller reports that his only 

source of income is monetary support from his sister, Betty Miller. You pull up the EIV income 

report for the Miller family, which shows quarterly wages from the Home Depot for the full year 

of 2008, and the first two quarters of 2009. There is no other income information on the EIV 

report. Last year’s (2009) annual reexam reflects no wage information and only source of 

income is other non-wage income (monetary support from family member). 

You inform Mr. Miller that the EIV system shows wages from the Home Depot and ask him to 

provide you with current pay stubs. Mr. Miller states that he does not work there and has no 

pay stubs. 

Because Mr. Miller disputes the EIV-reported income and is unable to provide documents to 

support his dispute, the PHA must request written third party verification from Home Depot. 

You mail a third party verification request form to the address listed for Home Depot. 

A few days later, you receive the third party verification request form back from Home Depot, 

which indicates that Mr. Miller has been employed there since January 5, 2008, and a payroll 

summary report, showing Mr. Miller’s bi-weekly gross and net pay since January 2008. Since the 

disputed EIV information has been confirmed to be correct by the independent third party source 

(Home Depot), the PHA will use the income information from the payroll summary report to 

calculate annual income. The PHA would also calculate the retroactive rent (using the 

information provided by Home Depot) since Mr. Miller failed to disclose his employment at the 

2008 and 2009, annual reexams. The PHA would also inform Mr. Miller of this retroactive rent 

and take action according to PHA-established policies. 

Example 3: Tenant Unreported Income, Income not Verifiable through EIV & Tenant- Provided 

Documents 

You are conducting an annual reexam with tenant, Sharon Duvet. Ms. Duvet reports that her only 

source of income is child support and provides you with four current and consecutive child 

support pay stubs. You 

pull up the EIV Income Report for the Duvet family, which shows: hire date at the District Police 

Department effective January 9, 2005; quarterly wages from the District Police Department for the 

full years of 2005, 

2006, 2007, and 2008, and the first two quarters of 2009. There is no other income information 

on the EIV Income Report. Last year’s (2009) annual reexam reflects income from only child 

support. You inform Ms. Duvet that the EIV system is showing wages from the District Police 

Department and you ask her to provide you with current pay stubs. Ms. Duvet admits that she 

has been working at the District Police Department and indicates that she can provide you with 

current pay stubs. You inform Ms. Duvet that you will also have to calculate her retroactive rent 

for the previous years in which she did not disclose her employment. You 

go over the EIV-reported wages with Ms. Duvet and she indicates that she does not dispute the 

information. 

Since Ms. Duvet does not dispute the EIV-reported information, the PHA may use the tenant 

provided documents to calculate income and rent for the 2010 annual reexam, and use the EIVreported 

earnings for years 2005 through 2008, to calculate the retroactive rent Ms. Duvet will 

141

owe. The PHA should require Ms. Duvet to provide her last pay stub from 2009, or her 2009 W- 

2, to calculate the retroactive rent for 2009. The PHA will use the tenant-provided child support 

pay stubs (child support income is not available in EIV) to calculate annual income from this 

source. 

E. What if the tenant does not provide the PHA with requested information? If the tenant 

does not provide the requested information, the PHA may mail or fax a third party verification 

request form to the third party source. The PHA is required to request third party verification 

when the tenant disputes EIV information and the tenant is unable to provide acceptable 

documentation to support disputed information. However, the PHA should also remind the 

tenant that s/he is required to supply any information requested by the PHA for use in a 

regularly scheduled annual or interim reexamination of family income and composition. 

The PHA may determine that the tenant is not in compliance with program requirements and 

terminate tenancy or assistance, or both, if the tenant fails to provide the requested information in a 

timely manner (as prescribed by the PHA). 

How to use EIV to reduce administrative and subsidy payment errors. EIV has the ability to 

identify other potential issues which may impact a family’s level of assistance. EIV contains 

stand- alone reports, which a PHA may generate at any time (i.e. Deceased Tenants Report, 

New Hires Report, Multiple Subsidy Report, Identity Verification Report, Income Discrepancy 

Report, Debts Owed to PHAs & Termination Report, and Immigration Report). However, it 

should be noted that the information from these stand-alone reports are contained in the 

Income Report for each household. PHAs are required to address any and all potential 

issues at the time of the annual or interim reexam, as conveyed in the Income Report. 

PHAs may use the stand-alone reports to monitor staff’s progress in reducing the following 

administrative and 

subsidy payment errors by using the listed reports: 

a. Incorrect/invalid SSNs/name/date of birth – Identity Verification Report 

b. Follow-up with families who need to disclose a SSN – Immigration Report 

c. Duplicate rental assistance – Multiple Subsidy Report 

d. Unreported increase in income – Income discrepancy Report 

e. Improper payments on behalf of deceased tenants – Deceased Tenants Report 

f. Unreported new employment (PHAs with interim increase policy) – New Hires Report 

g. Adverse Termination/Outstanding Debt to PHA – Debts Owed to PHAs & Termination Search 

In order to ensure PHAs are aware of potential subsidy payment errors, PHAs are required to 

monitor the following EIV reports on a monthly basis: 

1. Deceased Tenants Report 

2. Identity Verification Report 

3. Immigration Report 

In order to ensure PHAs are aware of potential subsidy payment errors, PHAs are required to 

142

monitor the following EIV reports on a quarterly basis: 

1. Income Discrepancy Report 

2. Multiple Subsidy Report 

3. New Hires Report (if your agency has an interim increase policy) 

G. How to use the EIV Income Report as a third party source to verify tenant employment 

and income information. The EIV Income Report provides a variety of information about 

each household member of the family. The report contains the following information for 

each household member: 

a. Personal identifiers: name, date of birth, and SSN 

b. Identity verification status (pending, verified, deceased, or failed) 

c. Employment information 

1. New Hire Information (W-4) 

i. Date hired 

ii. Employer name 

2. Employer name, address, and employer identification number of current and past 

employers 

3. Quarterly earnings 

1. Quarterly unemployment compensation 

2. Social Security benefit information 

1. Social Security (SS) benefits 

i. Payment status code 

ii. Date of current entitlement 

iii. Current net monthly benefit amount (if payable) 

iv. Gross monthly benefit history (last 8 changes in benefit amount) 

v. Lump sum payment amount and date 

vi. Payee name and address 

2. Dual Entitlement (Social Security benefits under another person’s SSN) 

i. Claim Number (the other person’s SSN) 

ii. Payment status code 

iii. Date of current entitlement 

143

iv. Current net monthly benefit amount (if payable) 

v. Gross monthly benefit history (last 8 changes in benefit amount) 


3. Supplemental Security Income (SSI) 

i. Payment status code 

ii. 

Alien indicator 

iii. Current net monthly benefit amount 

iv. Current monthly state supplement benefit amount (if available) 

v. Gross monthly benefit history (last 8 changes in benefit amount) 


4. Medicare data 

i. Payee name and address 

ii. Monthly hospital insurance premium amount, buy-in status, and buy-in start 

and end dates 

iii. Monthly supplemental medical insurance premium amount, buy-in status, 

and buy-in start and end dates 

f. Disability status and onset date 

g. Identity verification status 

h. Indicator of possible multiple rental subsidy 

i. Indicator of debt and/or termination information from another PHA (effective September 2010) 

All EIV Income Reports contain the date the report was generated and by whom; and the date EIV 

received each type of information. 

To minimize tenant underreporting of income, PHAs are required to obtain an EIV Income Report for 

each family any time the PHA conducts an annual or interim reexamination of family income and 

composition. 

In accordance with 24 CFR §5.236(b)(2)(3), PHAs are required to compare the information on the 

EIV report with the family-reported information. If the EIV report reveals an income source that was 

not reported by the tenant or a substantial difference in the reported income information, the PHA is 

required to take the following actions: 

1. Discuss the income discrepancy with the tenant; and 

2. Request the tenant to provide any documentation to confirm or dispute the unreported or 

underreported income and/ or income sources; and 

144

3. In the event the tenant is unable to provide acceptable documentation to resolve the 

income discrepancy, the PHA is required to request from the third party source, any 

information necessary to resolve the income discrepancy; and 

4. If applicable, determine the tenant’s underpayment of rent as a result of unreported or 

underreported income, retroactively*; and 

5. Take any other appropriate action as directed by HUD or the PHA’s administrative policies. 

*The PHA is required to determine the retroactive rent as far back as the existence of 

complete file documentation (form HUD-50058 and supporting documentation) to support 

such retroactive rent determinations. 

Note: A substantial difference is defined as an amount equal to or greater than $2,400, annually. 

The tenant must be provided an opportunity to contest the PHA’s determination of tenant rent 

underpayment. HUD regulations require PHAs to promptly notify tenants in writing of any adverse 

findings made on the basis of the information verified through the aforementioned income 

discrepancy resolution process. The tenant may contest the findings in accordance with the PHA’s 

established grievance procedures, as required by HUD. The PHA may not terminate, deny, suspend, 

or reduce the family’s assistance until the expiration of any notice or grievance period. 

When there is an unsubstantial or no disparity between tenant-reported and EIV-reported income 

information, the PHA is required to obtain from the tenant, any necessary documentation to complete 

the income determination process. As noted previously, the PHA may reject any tenant-provided 

documentation, if the PHA deems the documentation unacceptable. The PHA may reject 

documentation provided by the tenant for only the following HUD-approved reasons: 

1. The document is not an original; or 

2. The original document has been altered, mutilated, or is not legible; or 

3. The document appears to be a forged document (i.e. does not appear to be authentic). 

The PHA should explain to the tenant, the reason(s) the submitted documents are not acceptable 

and request the tenant to provide additional documentation. If at any time, the tenant is unable to 

provide acceptable documentation that the PHA deems necessary to complete the income 

determination process, the PHA is required to submit a traditional third party verification form to the 

third party source for completion and submission to the PHA. 

If the third party source does not respond to the PHA’s request for information, the PHA is required to 

document the tenant file of its attempt to obtain third party verification and that no response to the 

third party verification request was received. 

The PHA should then pursue lower level verifications in accordance with the verification 

hierarchy listed in section 8 of this notice. 

H. Tenant Repayment Agreement. Tenants are required to reimburse the PHA if they were 

charged less rent than required by HUD’s rent formula due to the tenant’s underreporting or 

failure to report income. The tenant is required to reimburse the PHA for the difference 

between the tenant rent that should have been paid and the tenant rent that was charged. 

This rent underpayment is commonly referred to as retroactive rent. If the tenant refuses to 

enter into a repayment agreement or fails to make payments on an existing or new repayment 

145

agreement, the PHA must terminate the family’s tenancy or assistance, or both. HUD does 

not authorize any PHA-sponsored amnesty or debt forgiveness programs. 

All repayment agreements must be in writing, dated, signed by both the tenant and the PHA, 

include the total retroactive rent amount owed, amount of lump sum payment made at time of 

execution, if applicable, and the monthly repayment amount. At a minimum, repayment 

agreements must contain the following provisions: 

a. Reference to the paragraphs in the Public Housing lease or Section 8 information packet 

whereby the tenant is in non-compliance and may be subject to termination of tenancy or 

assistance, or both. 

b. The monthly retroactive rent repayment amount is in addition to the family’s regular rent 

contribution and is payable to the PHA. 

c. The terms of the agreement may be renegotiated if there is a decrease or increase in the 

family’s income. 

d. Late and missed payments constitute default of the repayment agreement and may result in 

termination of tenancy and/or assistance. 

PHAs are required to determine retroactive rent amount as far back as the PHA has documentation of 

family reported income. For example, if the PHA determines that the family has not reported income 

for a period of five years and only has documentation for the last three years, the PHA is only able 

determine retroactive rent for the three years for which documentation is available. 

The monthly retroactive rent payment plus the amount of rent the tenant pays at the time the 

repayment agreement is executed should be affordable and not exceed 40 percent of the family’s 

monthly adjusted income. However, PHAs have the discretion to establish thresholds and policies for 

repayment agreements in addition to HUD required procedures. 

Example: 

• Family’s monthly adjusted income is $1,230. 

• Family’s monthly rent payment is $369 (30% of the family’s monthly adjusted income). 

• 40% of the family’s monthly adjusted income is $492. 

• The monthly payment for the repayment agreement should not exceed $123 per month 

($369 monthly rent + $123 repayment = $492, 40% of the family’s monthly adjusted 

income.) 

Repayment Time Period. The period in which the retroactive rent balance will be repaid is 

based on the monthly payments and original retroactive balance. 

Example: The tenant agrees to repay $1,000, by making a monthly payment of $25 for 40 

months. 

Repayment Options- Tenants have the option to repay the retroactive rent balance as follows: 

1. In a lump sum payment; or 

2. Monthly installment; or 

3. A combination of 1 and 2, above 

a. For example, a tenant may owe $1,000, make a lump sum payment of $300 and 

enter into a repayment agreement for the remaining balance of $700. 

I. How long should the PHA maintain EIV printouts in a tenant file? The PHA’s record 

retention policy will determine the length of time the PHA should maintain EIV printouts in a tenant 

file. PHAs are authorized to maintain the EIV Income Report in the tenant file for the duration of 

146

tenancy and no longer than three years from the end of participation (EOP) date. In accordance 

with revised regulation, 24 CFR §908.101, PHAs are required to maintain at a minimum, the last 

three years of the form HUD- 50058, and supporting documentation for all annual and interim 

reexaminations of family income. All records are to be maintained for a period of at least three 

years from the effective date of the action. 

J. Disclosure of an Individual’s EIV Information. The Federal Privacy Act (5 USC §552a, as 

amended) prohibits the disclosure of an individual’s information to another person without the 

written consent of such individual. As such, the EIV data of an adult household member may 

not be shared (or a copy provided or displayed) with another adult household member, unless 

the individual has provided written consent to disclose such information. 

However, the PHA is not prohibited from discussing with the head of household (HOH) and 

showing the HOH how the household’s income and rent were determined based on the total family 

income reported and verified. 

EIV information and any other information obtained by the PHA for the purpose of determining 

eligibility and level of assistance for a PIH rental assistance program may not be disclosed to third 

parties for any reason (even for similar verifications under other programs, such as eligibility for low 

income housing tax credit units, other federal or state assistance programs), unless the tenant has 

authorized such disclosure in writing. 

K. What to do if the EIV Information is incorrect. 

Sometimes the source or originator of EIV information may make an error when submitting or 

reporting information about tenants. HUD cannot correct data in the EIV system. Only the 

originator of the data can correct the information. When the originator corrects the data, HUD will 

obtain the updated information with its next computer matching process. Below are the procedures 

tenants and PHAs should follow regarding incorrect EIV information: 

Employment and wage information reported in EIV originates from the employer. The employer 

reports this information to the local State Workforce Agency (SWA), who in turn, reports the 

information to HHS’ National Directory of New Hires (NDNH) database. 

If the tenant disputes this information, s/he should contact the employer directly, in writing to dispute 

the employment and/or wage information, and request that the employer correct erroneous 

information. 

The tenant should provide the PHA with this written correspondence so that it may be maintained in 

the tenant file. If employer resolution is not possible, the tenant should contact the local SWA for 

assistance. 

Unemployment benefit information reported in EIV originates from the local SWA. If the tenant 

disputes this information, s/he should contact the SWA directly, in writing to dispute the 

unemployment benefit information, and request that the SWA correct erroneous information. The 

tenant should provide the PHA with this written correspondence so that it may be maintained in the 

tenant file. 

SS and SSI benefit information reported in EIV originates from the SSA. If the tenant disputes this 

information, s/he should contact the SSA at (800) 772–1213, or visit the local SSA office. SSA office 

information is available in the government pages of the local telephone directory or online at 

http://www.socialsecurity.gov. 

147

Note: The tenant may also provide the PHA with third party documents which are in the tenant’s possession to 

support their dispute of EIV information. The PHA, with the tenant’s consent, is required to submit a 

third party verification form to third party sources for completion and submission to the PHA, when the 

tenant disputes EIV information and is unable to provide documentation to validate the disputed 

information. The tenant’s failure to sign the consent form is grounds for termination of tenancy and/or 

assistance in accordance with 24 CFR §5.232. 

Debts owed to PHAs and termination information reported in EIV originates from the PHA. If a 

current or former tenant disputes this information, s/he should contact the PHA (who reported the 

information) directly in writing to dispute this information and provide any documentation that 

supports the dispute. If the PHA determines that the disputed information is incorrect, the PHA will 

update or delete the record from EIV. Former tenants may dispute debt and termination information 

for a period of up to three years from the end of participation date in the PIH program. 

Identity Theft. Seemingly incorrect information in EIV may be a sign of identity theft. Sometimes 

someone else may use an individual’s SSN, either on purpose or by accident. SSA does not require 

an individual to report a lost or stolen SSN card, and reporting a lost or stolen SSN card to SSA will 

not prevent the misuse of an individual’s SSN. However, a person using an individual’s SSN can 

get other personal information about that individual and apply for credit in that individual’s name. 

So, if the tenant suspects someone is using his/her SSN, s/he should check their Social Security 

records to ensure their records are correct (call SSA at (800) 772-1213); file an identity theft 

complaint with the local police department and/or Federal Trade Commission (call FTC at (877) 

438-4338, or visit their website at: http://www.ftc.gov/bcp/edu/microsites/idtheft/); and s/he should 

also monitor their credit reports with the three national credit reporting agencies (Equifax, TransUnion, 

and Experian). The tenant should provide the PHA written documentation of filed identity theft 

complaint. (Refer back to paragraph on Employment and wage information regarding disputed EIV 

information related to identity theft). 

Tenants may request their credit report and place a fraud alert on their credit report with the three 

national credit reporting agencies at: www.annualcreditreport.com or by contacting the credit 

reporting agency directly. Each agency’s contact information is listed below. 

L. National Credit Reporting Agencies Contact Information 

Equifax Credit Information Services, Inc. 

P.O. Box 740241 

Atlanta, GA 30374 

Website: www.equifax.com 

Telephone: (800) 685-1111 

Experian 

P.O. Box 2104 

Allen, TX 75013 

Website: www.experian.com 

Telephone (888) 397-3742 

TransUnion 

P.O. Box 6790 

Fullerton, CA 92834 

Website: www.transunion.com 

Telephone: (800) 680-7289 or (800) 888-4213 

148

M. Security of EIV Data. The data in EIV contains personal information on individual tenants 

which is protected under the Federal Privacy Act. The information in EIV may only be 

used for limited official purposes, as noted below. 

Official Purposes Include: 

1. PHAs, in connection with the administration of PIH programs, for verifying the 

employment and income at the time of interim and annual reexaminations. 

2. HUD staff for monitoring and oversight of PHA compliance with HUD program 

requirements. 

3. Independent Auditors hired by the PHA or HUD to perform a financial 

audit for use in determining the PHA’s compliance with HUD program 

requirements, including verifying income and determining the accuracy of 

the rent and subsidy calculations. 

Restrictions on disclosure requirements for Independent Auditors: 

(a) May only access EIV income information within family files and only within 

the offices of the PHA or PHA-hired management agent; 

(b) May not transmit or transport EIV income information in any form; 

(c) May not enter EIV income information on any portable media; 

(d) Must sign non-disclosure oaths that the EIV income information will be 

used only for the purpose of the audit; and 

(e) May not duplicate EIV income information or re-disclose EIV income 

information to any user not authorized by Section 435(j)(7) of the Social 

Security Act to have access to the EIV income data. 

Official Purposes Does NOT Include: 

1. Sharing the information with governmental or private entities not involved in the 

reexamination process specifically used for PIH rental assistance programs. 

Disclosing the EIV information to other private or public entities for purposes other 

than determining eligibility and level of assistance for PIH rental assistance 

programs is prohibited since these entities are not a party to the computer 

matching agreements with the HHS and SSA. The fact that these entities may 

find the EIV beneficial for similar eligibility and determination purposes for other 

low-income housing programs or public benefits, does not permit these entities to 

use or view information in the EIV system that is covered by the computer 

matching agreements. 

The computer matching agreements are governed by the Privacy Act and the 

Social Security Act. Specifically, sections 453(j)(7)(E)(ii) and (iv) of the Social 

Security Act (42 USC §653j) limit disclosure of the data matched between HUD 

and HHS’ National Directory of New Hires (NDNH) database to PHAs, 

Independent Auditors, the Inspector General (IG) and Attorney General, private 

owners, management agents, and contract administrators of Multifamily 

Housing programs. 

149

Penalties for Willful Disclosure or Inspection of EIV Data. 

1. Unauthorized Disclosure – felony conviction and fine up to $5,000 or 

imprisonment 

up to five (5) years, as well as civil damages. 

2. Unauthorized Inspection – misdemeanor penalty of up to $1,000 and/or 

one (1) year imprisonment, as well as civil damages. 

Penalties for Noncompliance with Mandated EIV System Use. PHAs may be subject to 

sanctions and/or the assessment of disallowed costs associated with any resulting incorrect subsidy 

or tenant rent calculation or both. It should be noted that HUD may impose a sanction on any PHA 

who does not have access to the EIV system or the PHA has access to the system, however, has 

not used the system within the last six months. To avoid sanctions or disallowed costs, PHAs should 

follow all formal and informal guidance provided to PHAs via webcast trainings, PIH Rental Housing 

Integrity Improvement Project (RHIIP) periodic electronic mailings, and any other HUD 

Headquarters’-generated guidance. 

Notice to Applicants and Tenants. PIH is providing PHAs with the attached EIV system information 

guide that PHAs may provide to applicants and tenants of PIH rental assistance programs. PHAs are 

not required to distribute this document. However, PHAs are strongly encouraged to provide 

applicants and tenants with the What You Should Know About EIV Guide to educate families about 

EIV and inform them of how it affects their family. 

150

CHAPTER 27: PAYMENT STANDARDS FOR THE 

HOUSING CHOICE VOUCHER PROGRAM 

151

Chapter 27. Payment Standards for the Housing Choice Voucher Program 

27.0 Determination of Payment Standard 

A 

HUD allows Housing Authorities to establish payment standards from 90% to 110% of 

published Fair Market Rents (FMRs) for tenant-based HCVPs. WCHA will use its 

authority to establish and modify its payment standards or create multiple payment 

standards in order to optimize housing choices for participants and respond to trends in 

the rental market throughout its jurisdiction. 

HUD typically updates FMRs on an annual basis, and WCHA will evaluate rent levels in 

its jurisdiction to establish payment standards for each bedroom size that are within the 

range required by HUD. In addition to market rents, WCHA will also consider HUD 

funding limits; average rents currently being paid for assisted units and the success rate 

for persons receiving HCV. If less than 70% of persons receiving a HCV are successful 

in leasing under the HCVP, WCHA may modify its payment standards and take other 

actions to enhance the success rate, providing there is sufficient funding from HUD. 

27.1 Initial Payment Standard 

A 

WCHA will utilize the most currently published FMRs to develop its initial payment 

standards. 

B The same payment standard, by bedroom size, will be used for all increments of funding 

within the Fair Market Rent area except high rent areas identified by WCHA . 

27.2 High Rent Localities Areas 

A 

WCHA has previously identified high rent localities and established a higher restricted 

payment standard for certain communities at up to 110% of the published Fair Market 

Rent. Localities and bedroom sizes that qualify for higher payment standards are 

reported to the HUD local area office in Los Angeles and are discussed with HCV holders 

during briefing sessions. The decision to implement higher payment standards will be 

based on availability of sufficient funding from HUD. 

B If sufficient funding is available, WCHA will use the following criteria to establish or modify 

payment standards and localities that qualify for higher “Restricted Payment Standards”. 

WCHA staff will periodically monitor and review: 

1. Market rents throughout the more than 30 cities and localities in WCHA’s jurisdiction; 

a. Tenant rent burdens (the proportion of income paid by tenants for rent); 

b. The success rate for households receiving HCV to locate and rental agreement 

units; and 

c. The number of assisted households residing in participating cities/localities and 

trends in these numbers over time. 

C The above factors will be used to determine which cities/localities are selected for 

restricted payment standards at up to 110% of the currently published FMR schedule. 

WCHA may adjust or make changes in the number of cities/localities or bedroom sizes 

that qualify for the higher payment standards during the year in an effort to improve 

housing choices and to deconcentrate participants. Such determinations will be brought 

before the H&CD Commission and reported to the Los Angeles Area Office of HUD. 

152



27.3 Affordability Adjustments 

A 

If sufficient funding is available, WCHA may also utilize its published restricted payment 

standards of up to 110% of the FMR for the purpose of reasonable accommodation to 

allow a disabled client to access housing that will address a health and/or safety issue 

related to the disability. 

153



CHAPTER 28: OPERATING RESERVE AND 

MANAGEMENT ASSESSMENT 

(SEMAP) REQUIREMENTS 

154



Chapter 28. Operating Reserve and Management Assessment (SEMAP) 

28.0 Overview 

A 

The threshold for the amount of expenditure that may be made from the Operating 

Reserve for other housing purposes without prior approval of the Board is set at any 

amount less than $80,000. 

B The Section Eight Management Assessment Program (SEMAP) is a tool that allows 

HUD to measure PHA performance in key areas to ensure program integrity and 

accountability. SEMAP scores translate into a rating for each PHA as high 

performing, standard, or troubled. Scores on individual SEMAP indicators, as well as 

overall SEMAP ratings, can affect the PHA in several ways. 

• High-performing PHAs can be given a competitive advantage under notices of 

funding availability [24 CFR 985.103]. 

• PHAs with deficiencies on one or more indicators are required to correct the 

deficiencies and report to HUD [24 CFR 985.106]. 

• PHAs with an overall rating of “troubled” are subject to additional HUD 

oversight, including on-site reviews by HUD staff, a requirement to develop 

a corrective action plan, and monitoring to ensure the successful 

implementation of the corrective action plan. In addition, PHAs that are 

designated “troubled” may not use any part of the administrative fee reserve 

for other housing purposes [24 CFR 985.107]. 

• HUD may determine that a PHA's failure to correct identified SEMAP 

deficiencies or to prepare and implement a corrective action plan required by 

HUD constitutes a default under the ACC [24 CFR 985.109]. 

28.1 SEMAP Certification [24 CFR 985.101] 

PHAs must submit the HUD-required SEMAP certification form within 60 calendar days after the 

end of its fiscal year. The certification must be approved by PHA board resolution and signed by 

the PHA executive director. If the PHA is a unit of local government or a state, a resolution 

approving the certification is not required, and the certification must be executed by the HCV 

program director. 

PHAs with less than 250 voucher units are only required to be assessed every other PHA fiscal 

year. HUD will assess such PHAs annually if the PHA elects to have its performance assessed 

on an annual basis; or is designated as “troubled” [24 CFR 985.105]. 

Failure of a PHA to submit its SEMAP certification within the required time frame will result in an 

overall performance rating of “troubled.” 

A PHA’s SEMAP certification is subject to HUD verification by an on-site confirmatory review at any 

time. 

Upon receipt of the PHA’s SEMAP certification, HUD will rate the PHA’s performance under each 

SEMAP indicator in accordance with program requirements. 

155



HUD Verification Method 

Several of the SEMAP indicators are scored based on a review of a quality control sample selected 

for this purpose. The PHA or the Independent Auditor must select an unbiased sample that 

provides an adequate representation of the types of information to be assessed, in accordance with 

SEMAP requirements [24 CFR 985.2]. 

If the HUD verification method for the indicator relies on data in the Form-50058 module (formerly 

known as MTCS) in the PIH Information Center (PIC), and HUD determines that those data are 

insufficient to verify the PHA's certification on the indicator due to the PHA's failure to adequately 

report family data, HUD will assign a zero rating for the indicator [24 CFR 985.3]. 

28.2 SEMAP Indicators [24 CFR 985.3 and form HUD-52648] 

The table below lists each of the SEMAP indicators, contains a description of each indicator, and 

explains the basis for points awarded under each indicator. A PHA that expends less than 

$300,000 in Federal awards and whose Section 8 programs are not audited by an independent 

auditor, is not be rated under SEMAP indicators 1-7. 

Indicator 1: Selection from the waiting list 

Maximum Score: 15 

SEMAP Indicators 

• This indicator shows whether the PHA has written policies in its administrative plan for selecting applicants 

from the waiting list and whether the PHA follows these policies when selecting applicants for admission 

from the waiting list. 

• Points are based on the percent of families that are selected from the waiting list in accordance with the 

PHA’s written policies, according to the PHA’s quality control sample. 

Indicator 2: Rent reasonableness 


• This indicator shows whether the PHA has and implements a reasonable written method to determine and 

document for each unit leased that the rent to owner is reasonable based on current rents for comparable 

unassisted units 

• Points are based on the percent of units for which the PHA follows its written method to determine 

reasonable rent and has documented its determination that the rent to owner is reasonable, according to 

the PHA’s quality control sample. 

Indicator 3: Determination of adjusted income 


• This indicator measures whether the PHA verifies and correctly determines adjusted income for each assisted 

family, and where applicable, uses the appropriate utility allowances for the unit leased in determining the 

gross rent. 

• Points are based on the percent of files that are calculated and verified correctly, according to the PHA’s 

quality control sample. 

Indicator 4: Utility allowance schedule 


• This indicator shows whether the PHA maintains an up-to-date utility allowance schedule. 

• Points are based on whether the PHA has reviewed the utility allowance schedule and adjusted it when 

required, according to the PHA’s certification. 

156



Indicator 5: HQS quality control inspections 


• This indicator shows whether a PHA supervisor re-inspects a sample of units under contract during the PHA 

fiscal year, which meets the minimum sample size requirements for quality control of HQS inspections. 

• Points are based on whether the required quality control re-inspections were completed, according to the 

PHA’s certification. 

Indicator 6: HQS enforcement 


• This indicator shows whether, following each HQS inspection of a unit under contract where the unit fails to 

meet HQS, any cited life-threatening deficiencies are corrected within 24 hours from the inspection and all 

other deficiencies are corrected within no more than 30 calendar days from the inspection or any PHAapproved 

extension or the PHA took appropriate action.. 

• Points are based on whether the PHA took appropriate action when the responsible party failed to correct all 

HQS deficiencies in accordance with required time frames, according to the PHA’s certification. 

Indicator 7: Expanding housing opportunities 

Maximum Points: 5 

• Only applies to PHAs with jurisdiction in metropolitan FMR areas. 

• This indicator shows whether the PHA has adopted and implemented a written policy to encourage 

participation by owners of units located outside areas of poverty or minority concentration; informs voucher 

holders of the full range of areas where they may lease units both inside and outside the PHA’s jurisdiction; 

and supplies a list of owners/property managers or other parties who are willing to lease units or help families 

find units, including units outside areas of poverty or minority concentration. 

• Points are based on whether the PHA has adopted and implemented written policies in accordance with 

SEMAP requirements, according to the PHA’s certification. 

Indicator 8: FMR limit and payment standards 

Maximum Points: 5 points 

• This indicator shows whether the PHA has adopted a payment standard schedule that establishes 

payment standard amounts by unit size for each FMR area in the PHA’s jurisdiction, that are within 

the basic range of 90 to 110 percent of the published FMR. 

• Points are based on whether the PHA has appropriately adopted a payment standard schedule(s), 

according to the PHA’s certification. 

Indicator 9: Annual reexaminations 


• This indicator shows whether the PHA completes a reexamination for each participating family at 

least every 12 months. 

• Points are based on the percent of reexaminations that are more than 2 months overdue, 

according to data from PIC 

Indicator 10: Correct tenant rent calculations 


• This indicator shows whether the PHA correctly calculates the family’s share of the rent to owner. 

• Points are based on the percent of correct calculations of family share of the rent, according to data from 

PIC. 

157



Indicator 11: Pre-contract HQS inspections 


• This indicator shows whether newly leased units pass HQS inspection on or before the effective date of the 

assisted lease and HAP contract. 

• Points are based on the percent of newly leased units that passed HQS inspection prior to the effective 

date of the lease and HAP contract, according to data from PIC. 

Indicator 12: Annual HQS inspections 


• This indicator shows whether the PHA inspects each unit under contract at least annually. 

• Points are based on the percent of annual HQS inspections of units under contract that are more than 2 

months overdue, according to data from PIC. 

Indicator 13: Lease-up 

Maximum Points: 20 points 

• This indicator shows whether the PHA enters HAP contracts for the number of units or funding reserved 

under ACC for at least one year. 

• Points are based on the percent of units leased during the last completed PHA fiscal year, or the percent of 

allocated budget authority that has been expended by the PHA, according to data reported to HUD through 

the PHA’s VMS reporting. 

Indicator 14: Family self-sufficiency (FSS) enrollment and escrow account balances 


NOT APPLICABLE TO WAKULLA COUNTY HOUSING AUTHORITY 

Success Rate of Voucher Holders 


• Only applies to PHAs that have received approval to establish success rate payment standard 

amounts, and isn’t effective until the second full PHA fiscal year following the date of HUD approval 

of success rate payment standard amounts. 

• This indicator shows whether voucher holders were successful in leasing units with voucher assistance. 

• Points are based on the percent of families that were issued vouchers, and that became participants 

in the voucher program. 

Deconcentration Bonus Indicator 


• Submission of data for this indicator is mandatory for a PHA using one or more payment standard 

amount(s) that exceed(s) 100 percent of the published FMR set at the 50 percentile rent, starting with 

the second full PHA fiscal year following initial use of payment standard amounts based on the FMRs 

set at the 50 th percentile. 

• Additional points are available to PHAs that have jurisdiction in metropolitan FMR areas and that 

choose to submit the required data. 

• Points are based on whether the data that is submitted meets the requirements for bonus points. 

158



CHAPTER 29: PROGRAM INTEGRITY 

159



Chapter 29. Program Integrity 

29.0 Program Abuse and Fraud 

A 

B 

The U. S. Department of Housing and Urban Development (HUD) conservatively 

estimates that $200 million is paid annually to program participants who falsify or omit 

material facts in order to gain a larger assistance payment than they are entitled to under 

the law. HUD further estimates that 12% of all HUD-assisted families are either totally 

ineligible, or are receiving benefits which exceed their legal entitlement. WCHA is 

committed to assure that the proper level of benefits is paid to all program participants, 

and that housing resources reach only eligible families so that program integrity can be 

maintained. 

Criteria for Investigation of Suspected Abuse and Fraud: 

Under no circumstances will WCHA undertake an inquiry or investigation of an 

assisted family arbitrarily. WCHA ’s expectation is that assisted families will comply 

with HUD requirements and program rules, and WCHA staff will make every effort 

(formally and informally) to orient and educate all assisted families in order to avoid 

unintentional violations. However, WCHA has a responsibility to HUD, to the 

community, and to eligible families in need of housing assistance, to monitor program 

applicants and participants for compliance and, when indicators of possible abuse 

come to WCHA ’s attention, to investigate such claims. 

WCHA will investigate a program applicant or participant only in the 

event of one or more of the following circumstances: 

1. Referrals, Complaints, or Tips: WCHA will follow up on referrals from other agencies, 

companies or persons that are received by mail, by telephone, or in person, which 

allege that an assisted family is in non-compliance with, or otherwise violating, 

program rules. Allegations will be requested in writing; however WCHA will follow up 

on other leads as appropriate. Such follow-up will be made, providing that the 

referral contains at least one item of information that is independently verifiable. A 

copy of the allegation will be placed in the tenant file. 

2. Internal File Review: A follow-up will be made if WCHA discovers (as a function of a 

re-certification, an interim reevaluation, or a quality control review) information or 

facts, which conflict with previous file data, WCHA’s knowledge of the family, or is in 

any way discrepant with statements made by the family. 

3. Verification or Documentation: A follow-up will be made if WCHA receives 

independent verification or documentation, which conflicts with representations in the 

tenant file, (such as public record information or credit bureau reports). 

C 

Steps WCHA will take to Prevent Program Abuse and Fraud 

WCHA staff will utilize various methods and practices (listed below) to prevent program 

abuse, non-compliance, and willful violations of program rules by applicants, assisted 

families, and Owners. The policy objective is to establish confidence and trust in the 

management by emphasizing education as the primary means to obtain compliance by 

program families. 

160



1. Things You Should Know: This program integrity bulletin (created by HUD’s 

Inspector General) will be furnished and explained to all applicants to promote 

understanding of program rules, and to clarify WCHA ’s expectations for cooperation 

and compliance. 

2. Program Orientation Session: WCHA staff will conduct mandatory orientation 

sessions for all applicants, either prior to, or upon issuance of a Voucher. At the 

conclusion of all program orientation sessions, the family representative will be 

required to sign a briefing declaration to confirm that all rules and pertinent 

regulations were explained to them. 

3. Owner/Owner Orientation Session: Orientation sessions will be conducted with new 

HCVP owners/agents prior to, or upon, execution of contract, in order to assure an 

understanding of owner, family, and WCHA obligations, and to prevent improper or 

illegal practices by owners/agents. 

4. Participant Counseling: WCHA staff will routinely offer tenant counseling as a part of 

every re-certification interview in order to clarify any confusion pertaining to program 

rules and requirements. 

5. Review and Explanation of Voucher and other Supplemental Forms: Staff will 

explain all required forms and review the contents of all re-certification documents 

prior to signature. 

6. Use of Instructive Signs and Warnings: Instructive signs will be conspicuously 

posted in common areas and interview areas to reinforce compliance with program 

rules and to warn about penalties for fraud and abuse. 

D 

Steps WCHA Will Take to Detect Program Abuse and Fraud. 

WCHA staff will maintain a high level of awareness to indicators of possible abuse and 

fraud by assisted families. 

1. File Reviews: Prior to initial eligibility, and at the completion of all subsequent recertifications, 

at least 5% of the family files will be reviewed. Such reviews shall 

include, but are not limited to: 

a. Changes in reported Social Security numbers or dates of birth 

b. Document authenticity 

c. Ratio between reported income and expenditures 

d. Review of signatures 

2. Observation: WCHA staff, including Inspectors, will maintain high awareness of 

circumstances, which may indicate program abuse or fraud. 

a. WCHA staff will review public Record Bulletins. 

3. Owner/Owner Audits: WCHA will conduct periodic random quality control audits of 

HCVP owners to assure compliance with the HAP Contract. Such audits may 

include, but are not limited to: 

a. Proof of ownership of assisted unit 

b. Rent collection receipts/records 

c. Maintenance/repair records 

d. An inspection of the unit 

161



E 

How WCHA Will Handle Allegations of Possible Abuse and Fraud. 

WCHA staff will encourage program applicants, participants, and Owners to report 

suspected abuse to WCHA. All such referrals, as well as referrals from community 

members and other agencies, will be thoroughly documented and placed in the tenant 

file. All allegations, complaints, and tips will be carefully evaluated in order to determine 

if they warrant follow-up. WCHA will not follow up on allegations, which are vague or 

otherwise non-specific. WCHA will investigate only allegations, which contain one or 

more independently verifiable facts. 

1. File Review: A file review will be conducted to determine: 

a. If the subject of the allegation is a program applicant or participant; 

b. If the allegation contains information not previously known to WCHA; 

c. If WCHA is the most appropriate authority to do a follow-up (more so than police 

or social services); 

d. If the participant’s past behavior lends credibility to the allegation; 

e. If there are any other corroborating complaints. 

2. Conclusion of Preliminary Review: If at the conclusion of the preliminary file review, 

there are facts contained in the allegation, which conflict with file data, and the facts 

are independently verifiable, WCHA will undertake an investigation to determine if the 

allegations are true or false. 

F 

How WCHA Will Investigate Allegations of Abuse and Fraud 

When WCHA has determined that an allegation or referral warrants follow-up, either the 

staff person who is responsible for the file or a person designated by WCHA to monitor 

the program compliance, will conduct the investigation. The steps taken will depend 

upon the nature of the allegation and may include, but are not limited to, the items listed 

below: 

1. Employers and Ex-Employers: Employers or ex-employers may be contacted to 

verify wages, which may have been previously undisclosed or misreported. 

2. Verification of Credit: In cases where the financial activity conflicts with file data, a 

Verification of Credit form may be mailed to the creditor in order to determine the 

unreported income source. 

3. Neighbor/W itnesses: Neighbors, and/or other witnesses may be interviewed if 

they are believed to have direct or indirect knowledge of facts pertaining to 

WCHA’s review. 

5. Other Agencies: Investigators, caseworkers or representatives of other benefit 

agencies may be contacted. 

6. Public Records: If relevant, WCHA may review public records kept in any 

jurisdictional courthouse. Examples of public records which may be checked include: 

real estate, marriage, divorce, Uniform Commercial Code financing statements, voter 

registration, judgments, court or police records, state wage records, utility records, 

and postal records. 

7. Head of Household or Family Members: WCHA may discuss the allegation (or details 

thereof) with the Head of Household or family member by scheduling an appointment at 

WCHA office. Under no circumstances will WCHA staff tolerate inflammatory language, 

accusation, or any unprofessional conduct or language. An additional staff person will 

attend such interviews. 

162



8. Inspector General Referrals: Where there is a preponderance of evidence of fraud or 

program abuse, especially involving large sums of money, WCHA may refer the case 

to the Inspector General’s Office. Examples of cases which require referral, include: 

a. Large deposits in assets with no relevant explanation 

b. Suspected collusion between the owner and tenant 

c. Evidence of non-residency or subletting 

d. Engaging in felonious drug-related or criminal activity 

e. Business generating money 

f. Unauthorized persons with high income 

G 

Placement of Documents, Evidence and Statements Obtained by 

WCHA 

Documents and other evidence obtained by WCHA during the course of an investigation 

will be considered “work product” and will be kept in a separate “work file”. The work file 

shall be kept in a locked file cabinet. Such cases under review will not be discussed 

among WCHA staff (unless they are involved in the process), or with individuals outside 

of WCHA. 

H 

Conclusion of WCHA ’s Investigative Review 

At the conclusion of the investigative review, the reviewer will report the findings to the 

Housing Program Supervisor or designee. It will then be determined whether a violation 

has occurred, a violation has not occurred, or if the facts are inconclusive. 

1. Evaluation of W CHA’s Findings: WCHA’s findings will be evaluated to determine the 

following factors: 

a. The type of violation (non-compliance, fraud); 

b. Whether the violation was intentional or unintentional; 

c. What amount of money (if any) is owed to WCHA; 

d. If the family eligible for continued participation; 

I 

Action Procedures for Documented Violations 

Once a program violation has been documented, the violation-type will determine the 

procedure taken by WCHA. Violations shall be classified in the following way: 

1. Procedural Non-compliance – Overpaid Housing Assistance: When the tenant 

owes money to WCHA for failure to report changes in income or assets, WCHA will 

issue a Notice of Overpayment. The Notice of Overpayment will contain the following: 

a. A description of the violation and dates; 

b. The amount owed to WCHA; 

c. A fifteen-calendar-day response period; 

d. The right to an Informal Hearing with instructions for the request of such hearing. 

2. Tenant Fails to Comply with WCHA Notice: If the Tenant fails to comply with WCHA 

notice, and a family obligation has been violated, WCHA will terminate assistance in 

the manner prescribed by the Administrative Plan. 

3. Tenant Complies with WCHA Notice: When a tenant complies with WCHA notice, 

the staff person responsible will meet with the tenant to discuss and explain the 

obligation or procedure, which was violated, and the consequences of future 

violations. The Head and /or co-head of the household will be required to attend the 

meeting. The staff person will then complete a “Notes to the Case”, give one copy to 

163



the family, and retain a copy in the tenant file. 

4. Intentional Misrepresentations: When a participant falsifies, misstates, omits, or 

otherwise misrepresents a material fact, which results (or would have resulted) in an 

overpayment of housing assistance, WCHA must establish: 

a. The Tenant had Knowledge that their Actions were wrong. This can be 

demonstrated by showing that the tenant was made aware of program 

requirements and prohibitions. The tenant’s signature on various certifications, 

briefing certificate, Personal Declarations, and “Things You Should Know” 

Information sheet are adequate to establish knowledge of wrongdoing. 

b. The Tenant Willfully Violated the Law. Any of the following circumstances is 

adequate to demonstrate willful intent: 

i) An admission by the tenant of the misrepresentation. 

ii) The act was done repeatedly and not reporting during a regularly 

scheduled reexamination. 

iii) A false name or Social Security Number was used. 

iv) There were admissions to others of the illegal action or omission. 

v) The tenant omitted material facts, which were known to them (e.g., 

employment of self or other household member). 

vi) The tenant falsified, forged or altered documents. 

29.1 Program Abuse by Owners 

A The following represent examples of program abuse by owners: 

1. Collecting extra (“side”) payments in excess of the family’s share of the rent or 

requiring the family to perform extraordinary services not included in the rental 

agreement in lieu of payments. 

All extra payments must be approved in advance by WCHA. The only extra payments 

which can be considered are those for extra amenities which are not included in the 

rent for any other units in the building and are not included in the rent in other 

comparable apartments/houses and which are contained in an agreement, signed by 

tenant and Owner, with a copy furnished to WCHA. Examples include membership 

fees for swimming pool usage or fees for parking facilities. 

2. Collecting assistance payments for units not occupied by HCVP tenants. 

3. Collecting false vacancy loss or damage claims. 

4. Bribes offered to WCHA employees to certify substandard units as standard and/or 

other violations of Housing Quality Standards (HQS), which involve 

misrepresentation or deceit. 

5. Residing in the assisted unit with the family. 

B 

Prevention: 

1. WCHA will discuss with the owners’ legal responsibilities with the owner at the time of 

the execution of the HAP Contract and in other owner workshops. 

2. WCHA will emphasize that appropriate action will be taken if evidence of program 

abuse is discovered. 

164



3. WCHA will point out to owners that signature on the HAP Contract constitutes notice 

of the program abuse requirements. 

4. WCHA will periodically remind all participating owners of the Agency’s intent to 

eliminate program abuse. 

C 

Cures: 

1. If WCHA has reason to believe that the owner may have abused the program, WCHA 

will initiate action to determine whether there has been abuse. This may include: 

a. Obtaining additional information from relevant County agencies and/or where 

appropriate, from another local agency, such as the Sheriff’s Department, to 

investigate fraud; 

b. Forwarding a summary of findings to the Inspector General’s office for cases 

where WCHA cannot conduct an initial assessment locally; 

c. Discussing the situation with the owner and considering WCHA administrative 

remedies if the owner’s errors are only minor and appear to be due to a mistake 

or oversight. 

165



CHAPTER 30: VIOLENCE AGAINST WOMEN ACT 

(VAWA) 

166



Chapter 30. Violence Against Women Act (VAWA) 

30.0 Overview 

Title VI of the Violence Against Women Act (VAWA) adds a new housing provision that establishes 

several categories of protected individuals. The Violence Against Women and Justice Department 

Reauthorization Act of 2005 protects tenant and family members of tenants who are victims of 

domestic violence, dating violence, or stalking from being evicted or terminated from housing 

assistance based on acts of such violence against them. These provisions apply both to public 

housing agencies administering public housing and Section 8 programs and to owners renting to 

families under Section 8 rental assistance programs. 

In general, the law provides in part that criminal activity directly relating to domestic violence, 

dating violence, or stalking, engaged in by a member of a tenant’s household or any guest or other 

person under the tenant’s control, shall not be cause for termination of assistance, tenancy, or 

occupancy rights if the tenant or an immediate member of the tenant’s family is the victim or 

threatened victim of that abuse. The law also provides that an incident or incidents of actual or 

threatened domestic violence, dating violence, or stalking will not be construed as serious or 

repeated violations of the lease by the victim or threatened victim of that violence and will not be 

“good cause” for termination of the assistance, tenancy, or occupancy rights of a victim of such 

violence. 

30.1 Prohibition Against Denial Of Assistance To Victims Of Domestic 

Violence, Dating Violence, and Stalking [Pub. L. 109-162] 

The Violence Against Women Reauthorization Act of 2005 (VAWA) prohibits denial of admission to 

an otherwise qualified applicant on the basis that the applicant is or has been a victim of domestic 

violence, dating violence, or stalking. Specifically, Section 606(4)(A) of VAWA adds the following 

provision to Section 8 of the U.S. Housing Act of 1937, which lists contract provisions and 

requirements for the housing choice voucher program: 

That an applicant or participant is or has been a victim of domestic violence, dating violence, or 

stalking is not an appropriate reason for denial of program assistance or for denial of admission, if 

the applicant otherwise qualifies for assistance or admission. 

Definitions as used in VAWA: 

The term domestic violence includes felony or misdemeanor crimes of violence committed by 

a current or former spouse of the victim, by a person with whom the victim shares a child in 

common, by a person who is cohabitating with or has cohabitated with the victim as a spouse, 

by a person similarly situated to a spouse of the victim under the domestic or family violence 

laws of the jurisdiction receiving grant monies, or by any other person against an adult or youth 

victim who is protected from that person’s acts under the domestic or family violence laws of 

the jurisdiction. 

The term dating violence means violence committed by a person who is or has been in a 

social relationship of a romantic or intimate nature with the victim; and where the existence of 

such a relationship shall be determined based on a consideration of the following factors: 

- The length of the relationship 

- The type of relationship 

- The frequency of interaction between the persons involved in the relationship 

167



The term stalking means: 

- To follow, pursue, or repeatedly commit acts with the intent to kill, injure, 

harass, or intimidate; or 

- To place under surveillance with the intent to kill, injure, harass, or intimidate 

another person; and 

- In the course of, or as a result of, such following, pursuit, surveillance, or 

repeatedly committed acts, to place a person in reasonable fear of the death of, 

or serious bodily injury to, or to cause substantial emotional harm to (1) that 

person, (2) a member of the immediate family of that person, or (3) the spouse 

or intimate partner of that person. 

The term immediate family member means, with respect to a person: 

- A spouse, parent, brother or sister, or child of that person, or an individual to 

whom that person stands in the position or place of a parent; or 

- Any other person living in the household of that person and related to that 

person by blood and marriage. 

30.2 Implementation 

The goal and purpose of this policy enables WCHA to serve the needs of adult and child 

victims of domestic violence, dating violence, sexual assault or stalking to enhance safety 

under the Housing Choice Voucher program. First, the Agency will not deny admission to an 

applicant who has been a victim of domestic violence, dating violence, or stalking. The 

applicant must comply with all other admission requirements. Also, the Agency will not 

terminate the assistance to a victim of domestic violence, dating violence, or stalking based 

solely on an incident or threat of such activity. The Agency still retains the right to terminate 

assistance for other criminal activity or good cause. All information provided by an applicant 

or tenant regarding VAWA will be held in strict confidence and will not be shared with any 

other parties, unless required by law. At this time, the Agency does not intend to put a victim 

of domestic violence admissions preference in place. The Executive Director will periodically 

review the need for such preference and may add an admissions preference for victim of 

domestic violence if a need is determined. To make sure all applicants are aware of the 

Violence against Women Act, the Agency notifies all applicants of the information included in 

the Act during the application process. 

A. Notification and Victim Documentation 

WCHA Policy 

The WCHA acknowledges that a victim of domestic violence, dating violence, or stalking 

may have an unfavorable history that would warrant denial under the WCHA’s policies. 

Therefore, if the WCHA makes a determination to deny admission to an applicant’s family, 

the WCHA will include in its notice of denial a statement of the protection against denial 

provided by VAWA and will offer the applicant the opportunity to provide documentation 

affirming that the cause of the unfavorable history is that a member of the applicant family is 

or has been a victim of domestic violence, dating violence, or stalking. The documentation 

must include: 

A signed statement by the victim that provides the name of the perpetrator and 

certifies that the incidents in question are bona fide incidents of actual or threatened 

domestic violence, dating violence, or stalking, and If there are concerns about the 

victim’s credibility, one of the following: 

168



• A police or court record documenting the actual or threatened abuse, or 

• A statement signed by an employee, agent or volunteer of a victim service 

provider, an attorney, a medical professional or another knowledgeable 

professional from whom the victim has sought assistance in addressing the 

actual or threatened abuse. The professional must attest under penalty of 

perjury that the incidents in question are bona fide incidents of abuse and the 

victim must sign or attest to the statement. 

B. Perpetrator Removal or Documentation of Rehabilitation 

WCHA Policy 

In cases where an applicant family includes the perpetrator as well as the victim of domestic 

violence, dating violence, or stalking, the WCHA will proceed as above but will require, in 

addition, either (a) that the perpetrator be removed from the applicant household and not 

reside in the assisted housing unit or (b) that the family provide documentation that the 

perpetrator has successfully completed, or is successfully undergoing, rehabilitation or 

treatment. 

If the family elects the second option, the documentation must be signed by an employee or 

agent of a domestic violence service provider or by a medical or other knowledgeable 

professional from whom the perpetrator has sought or is receiving assistance in addressing 

the abuse. The signer must attest under penalty of perjury to his or her belief that the 

rehabilitation was successfully completed or is progressing successfully. The victim and 

perpetrator must also sign or attest to the documentation. This additional documentation must 

be submitted within the same time frame as the documentation required above from the 

victim. 

C. WCHA Confidentiality Requirements 

All information provided to the WCHA regarding domestic violence, dating violence, or 

stalking, including the fact that an individual is a victim of such violence or stalking, must be 

retained in confidence and may neither be entered into any shared database nor provided to 

any related entity, except to the extent that the disclosure (a) is requested or consented to by 

the individual in writing, (b) is required for use in an eviction proceeding, or (c) is otherwise 

required by applicable law. 

30.3 Terminating the Assistance of Domestic Violence, Dating Violence, or 

Stalking Victims and Perpetrators [Pub. L. 109-162, Pub. L. 109-271] 

The Violence Against Women Reauthorization Act of 2005 (VAWA) provides that “criminal 

activity directly relating to domestic violence, dating violence, or stalking, engaged in by a 

member of a tenant’s household or any guest or other person under the tenant’s control shall 

not be a cause for termination of assistance, tenancy, or occupancy rights if the tenant or an 

immediate member of the tenant’s family is the victim or threatened victim of that domestic 

violence, dating violence, or stalking.” 

VAWA also gives WCHA the authority to “terminate assistance to any individual who is a 

tenant or lawful occupant and who engages in criminal acts of physical violence against family 

members or others, without evicting, removing, terminating assistance to, or otherwise 

penalizing the victim of such violence who is also a tenant or lawful occupant.” 

VAWA does not limit the authority of the WCHA to terminate the assistance of any participant 

if the WCHA “can demonstrate an actual and imminent threat to other tenants or those 

employed at or providing service to the property if that tenant is not evicted or terminated from 

assistance.” 

169



GLOSSARY OF ACRONYMS * 

* Please note that selected acronyms are defined in Glossary of Terms 

170



AAF 

ACC 

Annual Adjustment Factor 

Annual Contributions Contract 

ADA Americans with Disabilities Act of 1990 

BR 

CDBG 

CFR 

CPI 

CR 

Bedroom 

Community Development Block Grant 

Code of Federal Regulations 

Consumer Price Index 

Contract Rent 

CSA Community Services Agency (County of Wakulla ) 

EOHP 

FDIC 

FHA 

FICA 

FMR 

FY 

FYE 

GR 

HA 

HAP 

HAP Plan 

Equal Opportunity Housing Plan 

Federal Deposit Insurance Corporation 

Federal Housing Administration 

Federal Insurance Contributions Act – Social Security taxes 

Fair Market Rent 

Fiscal Year 

Fiscal Year End 

Gross Rent 

Housing Authority 

Housing Assistance Payment 

Housing Assistance Plan 

HCDA Housing and Community Development Amendments of 1981 

HCS Housing and Community Services Department (County of Wakulla ) 

HS 

Housing Services Department (County of Wakulla ) Website 

171



HCVP 

HMS 

HQS 

HSS 

HUD 


Housing Management Specialist (in a HUD Field Office) 

Housing Quality Standards 

Housing Support Services 

U. S. Department of Housing and Urban Development 

HURRA Housing and Urban/Rural Recovery Act of 1983 

HV 

IDIS 

IG 

IPA 

IPS 

IRA 

IRS 

MSA 

MTCS 

NOFA 

WCHA 

OMB 

PBA 

PHA 

Housing Voucher 

Integrated Disbursement & Information System - HUD 

Inspector General 

Independent Public Accountant 

Initial Payment Standard (applies to the Housing Voucher Program) 

Individual Retirement Account 

Internal Revenue Service 

Metropolitan Statistical Area (established by the U.S. Census 

Bureau) 

Multi-Family Tenant Characteristic System 

Notice of Funding Availability 

Wakulla County Housing Authority 

Office of Management and Budget 

Project-Based Assistance 

Public Housing Agency 

PMSA Primary Metropolitan Statistical Area (established by the U. S. 

Census Bureau) 

PS 

Payment Standard 

172



QC 

RAD 

RFP 

RIGI 

RRP 

RTA 

SEMAP 

TANF 

TR 

TTP 

UA 

URP 

VRS 

Quality Control 

Regional (HUD) Accounting Division 

Request for Proposals 

Regional Inspector General for Investigation 

Rental Rehabilitation Program 

Request for Tenancy Approval 

Section 8 Management Assessment Program 

Temporary Assistance to Needy Families (see Welfare Assistance 

under Glossary of Terms) 

Tenant Rent 

Total Tenant Payment 

Utility Allowance 

Utility Reimbursement Payment 

Voice Response System 

173



GLOSSARY OF TERMS IN SUBSIDIZED HOUSING 

174



ABSORPTION. In portability (under subpart H of this part 982), the point at which a receiving 

PHA stops billing the initial PHA for assistance on behalf of a portability family. The receiving 

PHA uses funds available under the receiving PHA consolidated ACC. 

ACCESSIBLE. The facility or portion of the facility can be approached, entered, and used by 

individuals with a physical disability. 

ADJUSTED INCOME. Annual income less allowable HUD deductions. 

ADMINISTRATIVE FEE. Fee paid by HUD to the PHA for administration of the program. See 

§982.152. 

ADMINISTRATIVE FEE RESERVE (FORMERLY “OPERATING RESERVE”). Account 

established by PHA from excess administrative fee income. The administrative fee reserve must 

be used for housing purposes. See §982.155. 

ADMINISTRATIVE PLAN. The plan that describes PHA policies for administration of the tenantbased 

programs. The Administrative Plan, and any revisions, must be approved by the PHA’s 

board and a copy submitted to HUD as a supporting document to the PHA Plan. See §982.54. 

ADMISSION. The point when the family becomes a participant in the program. The date used 

for this purpose is the effective date of the first HAP contract for a family (first day of initial rental 

agreement term) in a tenant-based program. 

ANNUAL ADJUSTMENT FACTOR (AAF). A factor published by HUD in the Federal Register, 

which is used to compute annual rent adjustment. 

ANNUAL CONTRIBUTIONS CONTRACT (ACC). A written agreement between HUD and 

WCHA to provide annual contributions to cover Housing Assistance Payments and other 

expenses pursuant to the Act. 

ANNUAL INCOME. The anticipated total annual income of an eligible family from all sources for 

the 12-month period following the date of determination of income, computed in accordance with 

the regulations. 

APPLICANT (APPLICANT FAMILY). A family that has applied for admission to a program but is 

not yet a participant in the program. 

AREA EXCEPTION RENT. An amount that exceeds the published FMR. See §982.504(b). 

“AS-PAID” STATES. States where the welfare agency adjusts the shelter and utility component 

of the welfare grant in accordance with actual housing costs. 

ASSETS. (See Net Family Assets.) 

ASSISTED TENANT. A tenant who pays less than the market rent as defined in the regulations 

for subsidized projects. 

AUXILIARY AIDS. Services or devices that enable persons with impaired sensory, manual, or 

speaking skills to have an equal opportunity to participate in, and enjoy the benefits of, programs 

or activities receiving federal financial assistance. 

175

BUDGET AUTHORITY. An amount authorized and appropriated by the Congress for payment to 

PHAs under the program. For each funding increment in a PHA program, budget authority is the 

maximum amount that may be paid by HUD to the PHA over the ACC term of the funding 

increment. 

CHILD. A member of the family other than the family head or spouse who is under 18 years of 

age. 

CHILD CARE EXPENSES. Amounts anticipated to be paid by the family for the care of children 

under 13 years of age during the period for which annual income is computed, but only where 

such care is necessary to enable a family member to actively seek employment, be gainfully 

employed, or to further their education and only to the extent such amounts are not reimbursed. 

The amount deducted shall reflect reasonable charges for child care. In the case of child care 

necessary to permit employment, the amount deducted shall not exceed the amount of 

employment income that is included in annual income. 

CITIZEN. A citizen or national of the United States. 

CODE OF FEDERAL REGULATIONS (CFR). Commonly referred to as “the regulations”. The 

CFR is the compilation of federal rules, which are first published in the Federal Register and 

define and implement a statute. 

CO-HEAD. An individual in the household who is equally responsible for the rental agreement 

with the head of household. A family may have a co-head or spouse but not both. A co-head 

never qualifies as a dependent. 

COMMON SPACE. In shared housing, space available for use by the assisted family and other 

occupants of the unit. 

COMPUTER MATCH. The automated comparison of data bases containing records about 

individuals. 

CONFIRMATORY REVIEW. An on-site review performed by HUD to verity the management 

performance of a PHA. 

CONGREGATE HOUSING. Housing for elderly persons or persons with disabilities that meets 

the HQS for congregate housing. A special housing type: see §982.606 to §982.609. 

CONSENT FORM. Any consent form approved by HUD to be signed by assistance applicants 

and participants to obtain income information from employers and SWICAs; return information 

from the Social Security Administration (including wages, net earnings from self-employment, and 

retirement income); and return information for unearned income from the IRS. Consent forms 

expire after a certain time and may authorize the collection of other information to determine 

eligibility or level of benefits. 

CONSUMER PRICE INDEX (CPI). CPI is published monthly by the Department of Labor as an 

inflation indicator. 

CONTIGUOUS METROPOLITAN STATISTICAL AREA (MSA). In portability (under subpart H 

of part 982), an MSA that shares a common boundary with the MSA in which the jurisdiction of 

the initial PHA is located. 

CONTINUOUSLY ASSISTED. An applicant is continuously assisted under the 1937 Act if the 

family is already receiving assistance under any 1937 Act program when the family is admitted to 

the Voucher program. 

172

CONTRACT. (See Housing Assistance Payments Contract.) 

CONTRACT AUTHORITY. The maximum annual payment by HUD to a PHA for a funding 

increment. 

CONTRACT RENT (CR). In the Section 8 Rental Assistance Program or HCVP, contract rent is 

the total rent paid to the owner, including the tenant payment and the HAP payment from WCHA. 

COOPERATIVE HOUSING. Housing owned by a nonprofit corporation or association, and 

where a member of the corporation or association has the right to reside in a particular 

apartment, and to participate in management of the housing. A special housing type: see 

§982.619. 

DEPENDENT. A member of the family household (excluding foster children) other than the 

family head or spouse, who is under 18 years of age or is a disabled person, or is a full-time 

student 18 years of age or over. 

DISABLED FAMILY. A family whose head, spouse, or sole member is a person with disabilities; 

or two or more persons with disabilities living together; or one or more persons with disabilities 

living with one or more live-in aides. 

DISABLED PERSON. See Person with Disabilities. 

DISPLACED PERSON. “Displaced person” means a person displaced by governmental action 

or a person whose dwelling has been extensively damaged or destroyed as a result of a disaster 

declared or otherwise formally recognized pursuant to federal disaster relief laws. 

ELDERLY FAMILY. A family whose head, spouse, or sole member is a person who is at least 

62 years of age; or two or more persons who are at least 62 years of age living together; or one 

or more persons who are at least 62 years of age living with one or more live-in aides. 

ELDERLY PERSON. An individual who is at least 62 years old. 

ELIGIBLE FAMILY. See Family. 

EMPLOYER IDENTIFICATION NUMBER (EIN). The nine-digit taxpayer identifying number that 

is assigned to an individual, trust, estate, partnership, association, company, or corporation. 

EVIDENCE OF CITIZENSHIP OR ELIGIBLE STATUS. The documents that must be submitted 

to evidence citizenship or eligible immigration status. (See §5.508(b).) 

EXCEPTION PAYMENT STANDARDS. Allows higher rental assistance subsidies in higher rent 

locations to increase the number of affordable housing opportunities and to promote the 

deconcentration of poverty areas. Specifically, this represents a payment standard based on 

111% to 120% of an area FMR, which requires specific approval from HUD. Note: WCHA 

does not currently use Exception Rents within its jurisdiction. 

EXTREMELY LOW INCOME FAMILY. A family whose annual income does not exceed 30 

percent of the median income for the area, as determined by HUD, with adjustments for smaller 

and larger families. HUD may establish income ceilings higher or lower than 30 percent of 

median income if HUD finds such variations are necessary due to unusually high or low family 

incomes (CFR 5.603). 

FAIR HOUSING ACT. Refers to Title VIII of the Civil Rights Act of 1968, as amended by the Fair 

Housing Amendments Act of 1988. 

173

FAIR MARKET RENT (FMR). The rent limit published in the Federal Register for Section 8 

HCVP, which includes utilities (except telephone) and ranges and refrigerators. It is used as a 

standard to obtain privately owned, existing, decent, safe, and sanitary rental housing of modest 

(non-luxury) nature with suitable amenities. Separate FMRs are established for dwelling units of 

varying sizes (number of bedrooms) and types. In the Voucher Program, it is used as a cap for the 

payment standard, used in the ACC calculation of subsidy dollars, and is used to calculate the 

administrative fee. For the Section 8 HCVP, the FMR is to be published by HUD annually in the 

Federal Register to be effective October 1. 

FAMILY. The family must quality as a family defined by WCHA and HUD. A “family” consists 

of one or more persons living together: (1) Two or more persons sharing residence whose 

income and resources are available to meet the family’s needs and who are either related by 

blood, marriage, or have evidenced a stable family relationship, for the past twelve months; (2) 

an elderly family or single person; (3) disabled family; (4) the remaining member of a tenant 

family; and (5) a displaced family. 

FAMILY RENT TO OWNER. In the Voucher program, the portion of rent to owner paid by the 

family. 

FAMILY SELF-SUFFICIENCY (FSS). Program designed to help families participating in the 

HCVP to become employed by providing education and training in order to become economically 

independent of public assistance. 

FAMILY SHARE. The portion of rent and utilities paid by the family. For calculation of family 

share, see §982.515(a). 

FAMILY UNIFICATION PROGRAM (FUP). A federal rental assistance program to assist in the 

reunification of children and families/emancipated youth. 

FAMILY UNIT SIZE. The appropriate number of bedrooms for a family as determined by the 

PHA under the PHA subsidy standards. 

FEDERAL AGENCY. A department of the executive branch of the federal government. 

FOSTER CHILDCARE PAYMENT. Payment to eligible household by state, local, or private 

agencies appointed by the state to administer payments for the care of foster children. 

FULL-TIME STUDENT. A person who is carrying a subject load that is considered full-time for 

students under the standards and practices of the educational institution attended, an educational 

institution includes a vocational school with a diploma or certificate program, as well as an 

institution offering a college degree. 

FUNDING INCREMENT. Each commitment of budget authority by HUD to a PHA under the 

consolidated annual contributions contract for the PHA program. 

GENERAL COUNSEL. The General Counsel of HUD. 

GROSS RENT (GR). The sum of the contract rent and the utility allowance. If there is no utility 

allowance, contract rent equals gross rent. 

GROUP HOME. A dwelling unit that is licensed by a state as a group home for the exclusive 

residential use of two to twelve persons who are elderly or persons with disabilities (including any 

live-in aide). A special housing type: see §982.610 to §982.614. 

HEAD OF HOUSEHOLD. The head of household is the person who assumes legal and financial 

responsibility for the household and is listed on the application as head. 

174

HOMELESS. Section 103 of the Stuart B. McKinney Act (42 USC 11302) states that the term 

"homeless" includes an individual who lacks a fixed, regular, and adequate nighttime residence: 

and an individual who has a primary nighttime residence that is: a) a supervised publicly or 

privately operated shelter designated to provide temporary living accommodations (including 

welfare hotels, congregate shelters, and transitional housing for the mentally ill); b) an institution 

that provides temporary residence for individuals intended to be institutionalized; c) a public or 

private place not designed for, or ordinarily used as, a regular sleeping accommodation for 

human beings. NOTE: a, b, or c must be located within the jurisdictions served by the Wakulla 

County Housing Authority. 

HOUSING AND COMMUNITY DEVELOPMENT ACT (HCDA). The Housing and Community 

Development Act of 1974 in which the U. S. Housing Act of 1937 (sometimes referred to as the 

Act) was re-codified and added to Section 8 Programs. 

HOUSING SERVICES DEPARTMENT WEBSITE. The Website address is 

http://www.mywakulla.com. 

HOUSING AND URBAN/RURAL RECOVERY ACT (HURRA). The Housing and Urban/Rural 

Recovery Act of 1983 legislation that resulted in most of the 1984 HUD regulation changes to the 

definition of income, allowances, and rent calculations. 

HOUSING ASSISTANCE PAYMENT (HAP). The payment made by WCHA to the owner of a 

unit under rental agreement by an eligible family, as provided in the HAP Contract. The payment 

is the difference between contract rent (rent to owner in the Voucher program) and tenant rent. 

HOUSING ASSISTANCE PAYMENTS CONTRACT (HAP CONTRACT). For Section 8 HCVP 

Assistance, the Housing Assistance Payment Contract which is executed by WCHA and owner 

pursuant to which WCHA makes HAP payments on behalf of an eligible family paid by WCHA . 

The HAP payment is the difference between the contract rent and the tenant rent. 

HOUSING ASSISTANCE PLAN. A Housing Assistance Plan submitted by a local government 

participating in the Community Development Block Program as part of the block grant application. 

HOUSING QUALITY STANDARDS (HQS). Uniform minimum standards established by HUD for 

determining whether a unit is decent, safe and sanitary. 

HUD. The Department of Housing and Urban Development or its designee. 

IMPUTED ASSET. Asset disposed of for less than fair market value during two years preceding 

examination or reexamination. 

IMPUTED INCOME. HUD passbook rate times total cash value of assets. Calculation used 

when assets exceed $5,000. 

INCOME. Income from all sources of each member of the household as determined in 

accordance with criteria established by HUD. 

INCOME FOR ELIGIBILITY. Annual Income. 

INCOME INFORMATION. Means information relating to an individual’s income, including: All 

employment income information known to current or previous employers or other income sources. 

All information about wages as defined in the state’s unemployment compensation law, including 

any Social Security number; name of the employee; quarterly wages of the employee; and the 

name, full address, telephone number, and when known, Employer Identification Number, of an 

employer reporting wages under a state unemployment compensation law. 

175

INCOME INFORMATION cont., 

Whether an individual is receiving, has received, or has applied for unemployment compensation, 

and the amount and the period received. 

Unearned IRS income and self-employment, wages, and retirement income. 

Wage, social security, and supplemental security income data obtained from the Social Security 

Administration. 

INDIVIDUAL WITH HANDICAPS. Any person who has a physical or mental impairment that 

substantially limits one or more major life activities, has a record of such impairment, or is 

regarded as having such impairment. 

INFORMAL HEARING. An opportunity to consider whether Housing Authority decisions relating 

to the individual circumstances of a participant family are in accordance with the law, HUD 

regulations, and PHA policies affecting a participant family’s assistance. (see 24CFR982.555). 

Such proceedings are conducted by an impartial person who was not involved in the decision or 

action taken by the Housing Authority. 

INITIAL PAYMENT STANDARD (IPS). The payment standard at the beginning of the HAP 

contract term. 

INITIAL PUBLIC HOUSING AGENCY. In portability, the term refers to both: 

A PHA that originally selected a family that later decides to move out of the jurisdiction of the 

selecting PHA; and, A PHA that absorbed a family that later decides to move out of the 

jurisdiction of the absorbing PHA. 

INITIAL RENT TO OWNER. The rent to owner at the beginning of the HAP contract term. 

JURISDICTION. The area in which the PHA has authority under state and local law to administer 

the program. 

LIVE-IN AIDE. A person who resides with one or more elderly persons, or near-elderly persons, 

or persons with disabilities, and who: Is determined to be essential to the care and wellbeing of 

the persons; is not obligated for the support of the persons; and; would not be living in the unit 

except to provide the necessary supportive services. 

LOCAL PREFERENCE. A preference used by the PHA to select among applicant families. 

LOW INCOME FAMILY. A family whose income does not exceed 80% of the median income for 

the area as determined by HUD with adjustments for smaller or larger families except that HUD 

may establish income limits higher or lower than 80% on the basis of its findings that such 

variations are necessary because of the prevailing levels of construction costs or unusually high 

or low incomes. 

MANUFACTURED HOME. A manufactured structure that is built on a permanent chassis, is 

designed for use as a principal place of residence, and meets the HQS. A special housing type: 

see §982.620 and §982.621. 

MARKET RENT. The rent HUD authorizes the owner of FHA insured/subsidized multi-family 

housing to collect from families ineligible for assistance. 

MEDICAL EXPENSES. Those total medical expenses, including medical insurance premiums, that 

are anticipated during the period for which Annual Income is computed, and that are not covered by 

insurance. A deduction for elderly or disabled households only. These allowances are given when 

calculating adjusted income for medical expenses in excess of 3% of annual income. 

176

MINOR. A member of the family household (excluding foster children) other than the family head 

or spouse who is under 18 years of age. 

MIXED FAMILY. A family whose members include those with citizenship or eligible immigration 

status, and members without citizenship or eligible immigration status. 

MOBILITY. Portability outgoing and incoming HCVP tenants who move from/to the 

Tallahassee Housing Authority, Jefferson County Housing Authority or Wakulla County 

Housing Authority. 

MONTHLY ADJUSTED INCOME. One-twelfth (1/12) of the adjusted income. 

MONTHLY INCOME. One-twelfth (1/12) of annual income. 

MULTI-FAMILY TENANT CHARACTERISTIC SYSTEM (MTCS). Part of WCHA monthly 

statistics generated and sent to HUD as part of the SEMAP performance rating system. 

NATIONAL. A person who owes permanent allegiance to the United States, for example, as a 

result of birth in a United States territory or possession. 

NET FAMILY ASSETS. (1) Net cash value after deducting reasonable costs that would be 

incurred in disposing of real property, savings, stocks, bonds, and other forms of capital 

investment, excluding interests in Indian trust land and excluding equity accounts in HUD 

homeownership programs. The value of necessary items of personal property such as furniture 

and automobiles shall be excluded. In cases where a trust fund has been established and the 

trust is not revocable by, or under the control of, any member of the family or household, the 

value of the trust fund will not be considered an asset so long as the fund continues to be held in 

trust. Any income distributed from the trust fund shall be counted when determining annual 

income under §5.609. In determining net family assets, PHAs or owners, as applicable, shall 

include the value of any business or family assets disposed of by an applicant or tenant for less 

than fair market value (including a disposition in trust, but not in a foreclosure or bankruptcy sale) 

during the two years preceding the date of application for the program or reexamination as 

applicable, in excess of the consideration received. In the case of a disposition as part of a 

separation or divorce settlement, the disposition will not be considered to be for less than fair 

market value if the applicant or tenant receives important consideration not measurable in dollar 

terms. 

NONCITIZEN. A person who is neither a citizen nor national of the United States. 

NOTICE OF FUNDING AVAILABILITY (NOFA). For budget authority that HUD distributes by 

competitive process, the Federal Register document that invites applications for funding. This 

document explains how to apply for assistance and the criteria for awarding the funding. 

OPERATING RESERVE. See "Administrative Fee Reserve". 

OWNER. Any persons or entity having the legal right to lease or sublease housing. This term 

means either the owner of the property or their representative, or the managing agent or their 

representative, as designated by the owner. 

PARTICIPANT. A family that has been admitted to the PHA program and is currently assisted in 

the program. The family becomes a participant on the effective date of the first HAP contract 

executed by the PHA for the family (first day of initial rental agreement term). 

PAYMENT STANDARD. The amount used to calculate the housing assistance a family will 

receive in WCHA ’s Housing Choice Voucher Program. 

177

PERSON WITH DISABILITIES. A person who has a disability as defined in 42 U.S.C. 423 or a 

developmental disability as defined in 42 U.S.C. 6001. Also includes a person who is 

determined, under HUD regulations, to have a physical or mental impairment that is expected to 

be of long-continued and indefinite duration, substantially impedes the ability to live 

independently, and is of such a nature that the ability to live independently could be improved by 

more suitable housing conditions. For purposes of reasonable accommodation and program 

accessibility for persons with disabilities, means an “individual with handicaps” as defined in 24 

CFR 8.3. Definition does not exclude persons who have AIDS or conditions arising from AIDS, but 

does not include a person whose disability is based solely on drug or alcohol dependence (for 

low-income housing eligibility purposes). See “individual with handicaps”. 

PORTABILITY. Renting a dwelling unit with HCVP assistance outside the jurisdiction of the initial 

PHA. 

PRE-APPLICATION (PRE-APP). Individuals or families who have filed their preliminary 

applications and are placed on WCHA’s Waiting List for certification as a HCV program tenant. 

PREMISES. The building or complex in which the dwelling unit is located, including common 

areas and grounds. 

PRINCIPLE PLACE OF RESIDENCE. The assisted family must use the assisted unit for 

residence by the family. The unit must be the family’s only residence. If the family is absent from 

the unit, then it will be considered to not be their principle place of residence. Examples of such 

proof of absences are utilities have been turned off, household furnishings have been removed, 

mail has been forwarded or not collected, family members are absent for more than 30 

consecutive days, or the Owner or others have reported the family has left the assisted unit. 

PUBLIC ASSISTANCE. Welfare or other payments to families or individuals, based on need, 

which are made under programs funded, separately or jointly, by federal, state, or local 

governments. 

PUBLIC HOUSING AGENCY (PHA). Any state, county, municipality, or other governmental entity 

or public body, or agency or instrumentality of these entities, that is authorized to engage or assist 

in the development or operation of low-income housing under the 1937 Act. 

PUBLIC HOUSING AGENCY PLAN. The annual plan and the 5-year plan as adopted by the 

PHA and approved by HUD. 

PUBLIC HOUSING AGENCY’S QUALITY CONTROL SAMPLE. An annual sample of files or 

records drawn in an unbiased manner and reviewed by the PHA supervisor (or by another 

qualified person other than the person who performed the original work) to determine if the work 

documented in the files or records conforms to program requirements. For minimum sample size 

see CFR 985.3. 

PUBLIC HOUSING COVERED PROGRAMS. The public housing programs administered by the 

Assistant Secretary for Public and Indian Housing under Title I of the 1937 Act. This definition 

does not encompass HUD’s Indian Housing programs administered under Title II of the 1937 Act. 

Further, this term does not include those programs providing assistance under Section 8 of the 

1937 Act. (See “Section 8 Covered Programs”). 

REASONABLE ACCOMMODATION. No qualified individual with a disability shall, solely on the 

basis of the disability, be excluded from participation in, be denied the benefits of, or otherwise be 

subjected to discrimination under any program or activity that receives federal financial 

assistance from HUD. For purposes of reasonable accommodation and program accessibility, an 

"individual with a disability" is any person who has a physical or mental impairment that 

178

substantially limits one or more major life activities; has a record of such an impairment; or is 

regarded as having such an impairment (24 CFR 8.3). The definition does not exclude persons 

who have AIDS or conditions arising from AIDS, but does not include a person whose disability is 

based solely on drug or alcohol dependence (for low-income housing eligibility purposes). 

RECEIVING PUBLIC HOUSING AGENCY (PHA). In portability: A PHA that receives a family 

selected for participation in the tenant-based program of another PHA. The receiving PHA issues 

a certificate or voucher and provides program assistance to the family. 

REEXAMINATION. Sometimes called recertification. The process of securing documentation of 

total family income used to determine the rent the tenant will pay for the next 12 months if there 

are not additional changes to be reported. There are annual and interim reexaminations. 

REGIONAL INSPECTOR GENERAL FOR INVESTIGATION (RIGI). Handles 

fraud and program abuse matters for HUD at the Regional Office level. 

REMAINING MEMBER OF TENANT FAMILY. Person left in assisted housing who may or may 

not normally qualify for assistance on their own circumstances. 

RENT TO OWNER. The total amount of rent payable to the owner by the family and WCHA per 

month for an assisted unit. 

RENT REASONABLENESS CERTIFICATION. During the initial rental agreement inspection 

and/or special inspection thereafter, WCHA shall perform a rent reasonableness certification. 

Such certification shall be determined by comparison of the proposed rent to other unassisted 

units. To make this determination, WCHA will consider the location, quality, size, unit type, and 

age of the contract unit and any amenities, housing services, maintenance and utilities to be 

provided by the owner in accordance with the rental agreement 

RENTAL AGREEMENT. A written agreement between an owner and an eligible family for the 

leasing of a housing unit. The Section 8 Housing Choice Voucher Program has a Tenancy 

Addendum to the rental agreement that has mandatory language, which must be incorporated 

into any rental agreement WCHA uses. 

REQUEST FOR TENANCY APPROVAL (RTA). An WCHA leasing form that is completed 

and submitted by the eligible family to the Field Representative to request inspection of a 

potential rental unit. 

RESPONSIBLE ENTITY. For the public housing, Section 8 tenant-based assistance, projectbased 

assistance, and moderate rehabilitation programs, the responsible entity means the PHA 

administering the program under an ACC with HUD. For all other Section 8 programs, the 

responsible entity means the Section 8 owner. 

RESTRICTED PAYMENT STANDARD. HUD allows Housing Authorities the discretion to 

employ higher rental assistance subsidies (up to 110% of the area FMR) in higher rent locations 

to increase the number of affordable housing opportunities and to promote the deconcentration of 

poverty areas. WCHA may employ Restricted Payment Standard in various “high-cost” areas 

within its jurisdiction (110% of FMR in selected areas). 

SECRETARY. The Secretary of Housing and Urban Development. 

SECTION 8. Section 8 of the United States Housing Act of 1937. 

SECTION 8 COVERED PROGRAMS. All HUD programs which assist housing under Section 8 

of the 1937 Act, including Section 8 assisted housing for which loans are made under section 202 of 

the Housing Act of 1959. 

179

SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP). A method by which HUD 

will rate WCHA ’s performance in administering the Section 8 rental assistance program. 

SECURITY DEPOSIT. A dollar amount (maximum set according to the regulations), which can 

be used for unpaid rent or damages to the owner upon termination of the rental agreement. 

SERVICE PERSON. A person in the active military or naval service (including the active reserve) 

of the United States. 

SINGLE PERSON. A person living alone or intending to live alone. 

SOCIAL SECURITY NUMBER (SSN). The nine-digit number that is assigned to a person by the 

Social Security Administration and that identifies the record of the person’s earnings reported to 

the Social Security Administration. The term does not include a number, with a letter as a suffix 

that is used to identify an auxiliary beneficiary. 

SPOUSE. The husband or wife of the head of the household. 

STABLE FAMILY RELATIONSHIP. (See also: Family) Two or more persons sharing residence 

whose income and resources are available to meet the family’s needs and have evidenced this 

relationship for the past twelve months or longer. 

SUBSIDIZED PROJECT. A multi-family housing project (with the exception of a project owned 

by a cooperative housing mortgage corporation or association) that receives the benefit of 

subsidy in the form of: 

Below-market interest rates pursuant to Section 221(d)(3) and (5) or interest reduction payments 

pursuant to Section 236 of the National Housing Act; or Rent supplement payments under 

Section 101 of the Housing and Urban Development Act of 1965; or Direct loans pursuant to 

Section 202 of the Housing Act of 1959; or Payments under the Section 23 Housing Assistance 

Payments Program pursuant to Section 23 of the United States Housing Act of 1937 prior to 

amendment by the Housing and Community Development Act of 1974; or Payments under the 

Section 8 Housing Assistance Payments Program pursuant to Section 8 of the United States 

Housing Act after amendment by the Housing and Community Development Act unless the 

project is owned by a Public Housing Agency; or A Public Housing Project. 

SUBSIDY STANDARDS. Standards established by a PHA to determine the appropriate number 

of bedrooms and amount of subsidy for families of different sizes and compositions. 

SUSPENSION. Stopping the clock on the term of a family’s Voucher after the family submits a 

request for tenancy approval. 

TENANCY ADDENDUM. For the Housing Choice Voucher program, the rental agreement 

language required by HUD in the rental agreement between the tenant and the owner. 

TENANT. The person or persons (other than a live-in aide) who execute the rental agreement as 

lessee of the dwelling unit. 

TENANT-BASED. The family may receive tenant-based assistance to lease a unit located: 

Anywhere within the initial PHA’s jurisdiction. Outside the initial PHA’s jurisdiction under the 

portability requirements. 

TENANT RENT. (Formerly called Net Family contribution.) The amount payable monthly by the 

family as rent to the owner. In the Voucher Program, tenant rent is rent to owner less HAP. 

TERM OF RENTAL AGREEMENT. The amount of time a tenant agrees in writing to live in a 


180

TOTAL TENANT PAYMENT (TTP). The total amount the HUD rent formula requires the tenant 

to pay toward rent and utilities. 

UNIT. Residential space for the private use of a family. The size of a unit is based on the 

number of bedrooms contained within the unit and generally ranges from zero (0) bedrooms to six 

(6) bedrooms. 

UTILITIES. Utilities means water, electricity, gas, other heating, refrigeration, cooking fuels, trash 

collection and sewage services. Telephone service is not included as a utility. 

UTILITY ALLOWANCE. If the cost of utilities (except telephone) and other housing services for 

an assisted unit is not included in the contract rent, but is the responsibility of the family 

occupying the unit, an amount equal to the estimate made or approved by a PHA or HUD of a 

reasonable consumption of such utilities and other services for the unit by an energy conservative 

household of modest circumstances consistent with the requirements of a safe, sanitary, and 

healthy living environment. 

UTILITY REIMBURSEMENT. In the Voucher program, the portion of the housing assistance 

payment which exceeds the amount of rent to owner. 

VERY LOW INCOME FAMILY. A low-income family whose annual income does not exceed 50% 

of the median income for the area, as determined by HUD, with adjustments for smaller and 

larger families. HUD may establish income limits higher or lower than 50% of the median income 

for the area on the basis of its finding that such variations are necessary because of unusually 

high or low family incomes. This is the income limit for the pre-merger Certificate and Voucher 

programs. 

VETERAN. A person who has served in the active military or naval service of the United States 

at any time and who shall have been discharged or released there from under conditions other 

than dishonorable. 

VIOLENT CRIMINAL ACTIVITY. Any illegal criminal activity that has as one of its elements the 

use, attempted use, or threatened use of physical force against the person or property of another. 

VOUCHER (HOUSING CHOICE VOUCHER or HCV). A document issued by a PHA to a family 

selected for admission to the Housing Choice Voucher program. This document describes the 

program and the procedures for PHA approval of a unit selected by the family. The Voucher 

also states obligations of the family under the program. 

VOUCHER HOLDER. A family holding a voucher with an unexpired term (search time). 

VOUCHER PROGRAM. The Housing Choice Voucher program. 

WAITING LIST ADMISSION. An admission from the PHA Waiting List. 

WELFARE ASSISTANCE. Income assistance from federal or state welfare programs, including 

assistance provided under Temporary Assistance for Needy Families (TANF) and general 

assistance. Does not include assistance directed solely to meeting housing expenses, nor 

programs that provide health care, childcare or other services for working families. 

WELFARE-TO-WORK (WTW) FAMILY. A family assisted by a PHA with Voucher funding 

awarded to the PHA under the HUD Welfare-to-Work Voucher program (including any renewal of 

such WTW funding for the same purpose). 

181





To: 

From: 

Subject: 



Jennifer Langston, Special Projects Director 

Request Board Approval of a Joint Resolution of the Coastal Counties of 

the Northwest Florida Panhandle Supporting Certain Federal Legislation 


This agenda item requests Board Approval of a Joint Resolution of the Coastal Counties of the 

Northwest Florida Panhandle Supporting HR 3096. 

Background: 

On September 19, 2011 the Board approved a joint resolution supporting SB 1400. Senate Bill 1400 

set out future allocations to impacted states, and specifies additional details regarding such funding 

allocations. Senate Bill 1400, or RESTORE (Resources and Ecosystems Sustainability, Tourism 

Opportunities and Revived Economy of the Gulf Coast) Act was introduced into the Senate with the 

support of Senators from all five Gulf Coast states. This legislation would bring 80% of the Clean 

Water Act penalties back to the Gulf Coast for Restoration. Without legislation from Congress, 

these penalties will go into the Federal Treasury, instead of the Gulf Coast. 

Additionally, the Board approved a Multi-County Joint Resolution in an effort to maximize its 

resources and come together to seek assistance to help mitigate and assist with recovery from both 

environmental and economic damages from the oil spill on May 16, 2011. The resolution displayed 

formal support of the pending federal legislation as a coordinated plan for the region. The seven 

coastal counties include Escambia, Santa Rosa, Okaloosa, Walton, Bay, Gulf, and Franklin. Staff 

has attended various meetings to ensure that Wakulla County is involved in regional discussions, 

especially as to potential allocations of future funding. The Florida Association of Counties is 

facilitating routine conference calls with the impacted counties as well. At the September 6 th Board 

meeting, the Board designated Commissioner Brock as the official liaison on matters related to the 

Deepwater Horizon event to represent the County at future meetings. 

Analysis: 

County Staff, FAC, and other Gulf Coast Counties participated in a Conference Call with 

Congressmen Jeff Miller and Steve Southerland regarding the House version of the allocation of BP 

charges from the Clean Water Act. Much of the language included in HR 3096 is same as the SB 

1400. The House version appears to contain provisions providing greater flexibility for economic 

restoration and infrastructure type projects. Additionally, the proposal provides greater restrictions 

on federal land acquisition projects (See Attachment #2 for comparison).

Agenda Request: Request Board Approval of a Joint Resolution of the Coastal Counties of the 

Northwest Florida Panhandle Supporting Certain Federal Legislation 


Page 2 

It should be noted that this issue is gaining traction at the State and Federal level. A future agenda 

item will be forthcoming to effectuate a Memorandum of Agreement with The Florida Association 

of Counties to assist in consulting, coordination, and advocacy of for the disproportionately affected 

counties. 


There is no budgetary impact associated with the passage of the proposed resolution. 

Options: 

1. Approve the proposed Joint Resolution in support of HR 3096. 

2. Do Not Approve the proposed Joint Resolution in support of HR 3096. 



Option #1. 


1) 8-County Resolution 

2) Legislative Comparison

RESOLUTION R2011-____ (Escambia County) 

RESOLUTION R2011-____ (Santa Rosa County) 

RESOLUTION R2011-____ (Okaloosa County) 

RESOLUTION R2011-____ (Walton County) 

RESOLUTION R2011-____ (Bay County) 

RESOLUTION R2011-____ (Gulf County) 

RESOLUTION R2011-____ (Franklin County) 

RESOLUTION R2011-____ (Wakulla County) 

A JOINT RESOLUTION OF THE COASTAL COUNTIES OF THE 

NORTHWEST FLORIDA PANHANDLE REGION, RELATING TO THE 

DEEPWATER HORIZON OIL SPILL IN THE GULF OF MEXICO; 

REQUESTING SUPPORT FOR CERTAIN FEDERAL LEGISLATION; 

DIRECTING DISTRIBUTION OF THE RESOLUTION; PROVIDING FOR 

AN EFFECTIVE DATE. 

WHEREAS, on April 20, 2010, the Deepwater Horizon well off of the coast of 

Louisiana exploded, rupturing the collection system on the Gulf floor which began 

spewing barrels of raw crude into the Gulf of Mexico; and 

WHEREAS, federal, state and local governments banded together to control and 

contain this spill but were unable to do so until after the well was finally capped on July 

15, 2010; and 

WHEREAS, the uncontained well spewed approximately 4.9 million barrels 

(205.8 million gallons) of oil into the Gulf of Mexico which impacted the entire Gulf of 

Mexico and caused damages in all states bordering the Gulf, including Alabama, 

Florida, Mississippi, Louisiana and Texas; and 

WHEREAS, this is the largest accidental marine oil spill in history; and 

WHEREAS, the spill caused both environmental and economic damages; and 

WHEREAS, individuals, businesses and governmental entities suffered effects 

from both the environmental and economic damage; and 

WHEREAS, the Federal Government has a system to collect penalties from 

responsible parties through the Clean Water Act; and 

1 of 14

WHEREAS, those monies may be reallocated by an Act of Congress to mitigate 

and assist with recovery from both the environmental and economic damages which 

were sustained by jurisdictions along the Gulf of Mexico; and 

WHEREAS, the eight most impacted counties in the State of Florida came 

together in November 2010, and have joined each other in solidarity to express the 

concerns for their impacted region and citizens; and 

WHEREAS, the eight impacted counties in the State of Florida hereby offer this 

resolution in support of House Bill 3096, the “Resources and Ecosystems Sustainability, 

Tourist Opportunities, and Revived Economies of the Gulf Coast States Act of 2011” 

(hereinafter referred to as “the Act”), which calls for Eighty Percent (80%) of the fines to 

be deposited in the Gulf Coast Restoration Trust Fund and reallocated to the Gulf Coast 

states with a portion directly allocated to Northwest Florida. 

NOW, THEREFORE, BE IT RESOLVED BY THE BOARDS OF COUNTY 

COMMISSIONERS AS FOLLOWS: 

Section 1. 

The recitals above are hereby incorporated in this resolution. 

Section 2. The undersigned coalition of Florida counties hereby supports the Act in 

its entirety as it relates to the Gulf Coast Restoration Trust Fund to address the needs of 

the Gulf Coast region directly impacted by the Deepwater Horizon oil spill. 

Section 3. This Resolution shall be effective upon execution by the last enacting 

County. The last enacting County is responsible for distribution of an original copy of 

this resolution back to each enacting County. Additionally, the Florida Association of 

Counties is hereby directed to provide a certified copy of this resolution to the following, 

as well as to the individual counties in the Northwest Florida Oil Spill Impacted Coalition: 

The Honorable Barack Obama 

President of the United States 

The White House 

1600 Pennsylvania Avenue NW 

Washington, DC 20500 

The Honorable Senator Bill Nelson 

U.S. Senate 

716 Hart Senate Office Building 


The Honorable Senator Marco Rubio 

U.S. Senate 

B40A Dirksen Senate Office Building 


2 of 14

The Honorable Congressman John A. Boehner 

U.S. House of Representatives 

1011 Longworth House Office Building 


The Honorable Congresswoman Nancy Pelosi 


235 Cannon House Office Building 


The Honorable Congressman Jeff Miller 


2416 Rayburn House Office Building 


The Honorable Congressman Steve Southerland 




The Honorable Congresswoman Corrine Brown 




The Honorable Congressman Ander Crenshaw 




The Honorable Congressman Richard Nugent 




The Honorable Congressman Cliff Stearns 




The Honorable Congressman John Mica 




3 of 14

The Honorable Congressman Daniel Webster 




The Honorable Congressman Gus M. Bilirakis 




The Honorable Congressman C.W. Bill Young 




The Honorable Congresswoman Kathy Castor 




The Honorable Congressman Dennis Ross 




The Honorable Congressman Vern Buchanan 




The Honorable Congressman Connie Mack 




The Honorable Congressman Bill Posey 




The Honorable Congressman Tom Rooney 




4 of 14

The Honorable Congresswoman Frederica Wilson 




The Honorable Congresswoman Ileana Ros-Lehtinen 




The Honorable Congressman Ted Deutch 




The Honorable Congresswoman Debbie Wasserman Schultz 




The Honorable Congressman Mario Diaz-Balart 




The Honorable Congressman Allen West 




The Honorable Congressman Alcee L. Hastings 




The Honorable Congresswoman Sandy Adams 




The Honorable Congressman David Rivera 




5 of 14

The Honorable Congressman Doc Hastings 




The Honorable Congressman Ed Markey 




The Honorable Congressman Ralph M. Hall 




The Honorable Congressman Eddie Bernice Johnson 




The Honorable Congressman Nick Rahall 




The Honorable Lisa Perez-Jackson 

Environmental Protection Agency 

Ariel Rios Building 

1200 Pennsylvania Avenue, N.W. 


The Honorable Rick Scott 

Governor, State of Florida 

Plaza Level 05, The Capitol 

400 South Monroe Street 

Tallahassee, Florida 32399-0001 

Doug Darling 

Deputy Chief of Staff 

Office of Governor Rick Scott 

State of Florida 

The Capitol 

Tallahassee, FL 32399-0001 

Ms. Mimi Drew 

DEP 

6 of 14

Marjory Stoneman Douglas Bldg 

Mail Station 10 

3900 Commonwealth Blvd 

Tallahassee, FL 32399-3000 

ADOPTED by the Escambia County Board of County Commissioners on the 

_____ day of ______________ 2011. 

BOARD OF COUNTY COMMISSIONERS 

OF ESCAMBIA COUNTY, FLORIDA 

ATTEST: ERNIE LEE MAGAHA 

Clerk of the Circuit Court of 

Escambia County 

By: _______________________________ 

Grover C. Robinson IV, District 4 

Escambia County Oil Spill Chairman 

By: _____________________ 

Deputy Clerk 

(SEAL) 

Approved as to form: 

___________________________________ 

Escambia County Attorney 

7 of 14

ADOPTED by the Santa Rosa County Board of County Commissioners on the 

_____ day of ______________ 2011. 


OF SANTA ROSA COUNTY, FLORIDA 

ATTEST: MARY M. JOHNSON 


Santa Rosa County 

By: _______________________________ 

Lane Lynchard, Chairman 

(SEAL) 

By: _____________________ 

Deputy Clerk 


___________________________________ 

Santa Rosa County Attorney 

8 of 14

ADOPTED by the Okalossa County Board of County Commissioners on the 

_____ day of ______________ 2011. 


OF OKALOOSA COUNTY, FLORIDA 

ATTEST: Don W. Howard 


Okaloosa County 

By: _______________________________ 

James Campbell, Chairman 

(SEAL) 

By: ___________________ 

Deputy Clerk 


___________________________________ 

Okaloosa County Attorney 

9 of 14

ADOPTED by the Walton County Board of County Commissioners on the _____ 

day of ______________ 2011. 


OF WALTON COUNTY, FLORIDA 

ATTEST: Martha Ingle 


Walton County 

By: _______________________________ 

Larry Jones, Chairman 

(SEAL) 

By: ______________________ 

Deputy Clerk 


___________________________________ 

Walton County Attorney 

10 of 14

ADOPTED by the Bay County Board of County Commissioners on the _____ 

day of ______________ 2011. 


OF BAY COUNTY, FLORIDA 

ATTEST: Bill Kinsaul 


Bay County 

By: _____________________ 

Deputy Clerk 

By: _______________________________ 

William T. Dozier, Chairman 

(SEAL) 


___________________________________ 

Bay County Attorney 

11 of 14

ADOPTED by the Gulf County Board of County Commissioners on the _____ 

day of ______________ 2011. 


OF GULF COUNTY, FLORIDA 

ATTEST: Rebecca L. Norris 


Gulf County 

By: _______________________________ 

Warren Yeager, Jr., Chairman 

(SEAL) 

By: _____________________ 

Deputy Clerk 


___________________________________ 

Gulf County Attorney 

12 of 14

ADOPTED by the Franklin County Board of County Commissioners on the 

_____ day of ______________ 2011. 


OF FRANKLIN COUNTY, FLORIDA 

ATTEST: Marcia Johnson 


Franklin County 

By: _______________________________ 

Noah Lockley, Jr., Chairman 

(SEAL) 

By: _____________________ 

Deputy Clerk 


___________________________________ 

Franklin County Attorney 

13 of 14

ADOPTED by the Wakulla County Board of County Commissioners on the 

_____ day of ______________ 2011. 


OF WAKULLA COUNTY, FLORIDA 

ATTEST: Brent X. Thurmond 



By: _______________________________ 

Mike Stewart, Chairman 

(SEAL) 

By: ___________________ 

Deputy Clerk 


___________________________________ 

Wakulla County Attorney 

14 of 14

The RESTORE Gulf Coast Act of 2011 

8/9/11 

Florida Association of Counties

RESTORE Act of 2011 

• S. 1400 

• The Resources and 

Ecosystem Sustainability, 

Tourism Opportunities and 

Revived Economy of the 

Gulf Coast Act of 2011 

(Section 1) 

• Sponsors (Nine) –Bipartisan/Regional 

– Landrieu & Vitter (Louisiana) 

– Shelby & Sessions (Alabama) 

– Hutchison (Texas) 

– Cochran & Wicker 

(Mississippi) 

– Nelson & Rubio (Florida) 

• H.R. 3096 

• The Resources and Ecosystem 

Sustainability, Tourism 

Opportunities and Revived 

Economy of the Gulf Coast Act 

of 2011 (Section 1) 

• Sponsors (Twenty six) 

– Miller, Southerland, Ross, 

West, Buchanan 

11/18/2011 2

Clean Water Act – Current Law 

• The Clean Water Act grants the federal 

Environmental Protection Agency authority 

to impose fines on parties responsible for oil 

spills. 

• These penalties are not required to be 

returned or spent in the injured 

jurisdictions. 

11/18/2011 3

RESTORE ‐ Overview 

• Dedicates 80% of Clean Water Act Fines to Gulf 

Coast Region 

• Provides resources to Gulf Coast states for 

immediate recovery 

• Establishes a Gulf Coast Ecosystem Restoration 

Council (Comprehensive Plan) 

• Establishes a long term Science & Fisheries 

Endowment (Gulf Coast Centers of Excellence) 

11/18/2011 4

BP Charges/Trust Fund 

• Establishes Gulf Coast Restoration Trust Fund 

(Section 3) 

• Dedicates 80% of charges for Gulf States 

(Florida, Alabama, Mississippi, Louisiana & 

Texas) 

– Example –Total Charges = $10 billion 

(Estimate only) 

• $8 billion for Gulf Coast Restoration Trust Fund 

11/18/2011 5

Allocations ($8 billion) 

• Section 4 –New Subsection 311 Federal Water 

Pollution Control Act (1972) 

– States – 35% or $2.8 billion 

– President’s Council – 60% or $4.8 billion 

• 50% Environmental Issues 

– Comprehensive Ecosystem Restoration Plan 

• 50% States 

– Impact formula –weighted avg. 

– Gulf Science & Fisheries –5% or $400 million 

– Definitions 

• Gulf Coast Ecosystem 

11/18/2011 6

State Allocation (35% or $2.8 B) 

• Each State 1/5 or 7% 

– Florida Example ‐ $560 million 

– Directly to counties (“coastal political subdivisions”) 

• Seventy five (75%) –Eight (8) impacted counties ($420 

million) 

– Wakulla, Franklin, Gulf, Bay, Walton, Okaloosa, Santa 

Rosa, & Escambia 

• Twenty five (25%) –Other counties ($140 million) 

– Jefferson to Monroe (Gulf of Mexico) 

11/18/2011 7

Gulf Coast Ecosystem Restoration Council – 

(60% or $4.8 B) 

• Trustees 

– Seven federal agencies 

– Five states (Governor) 

• Fifty (50%) percent or $2.4 billion 

– Develop & Implement ecosystem restoration plan 

• Environmental Projects 

• Florida $ unknown 

• No geographic limitation 

• Fifty (50%) percent or $2.4 billion 

• State by Impact Formula 

11/18/2011 8

Council –States (50% or $2.4 B) 

• S. 1400 

• Trustees oversight 

• Distribution by impact formula 

– Forty (40%) percent shoreline 

miles 

– Forty (40%) percent average 

distance from well 

– Twenty (20%) percent average 

population 

– Funding estimates 

• Louisianna (35%) 

• Florida, Alabama, 

Misssissippi (20%) ‐ $480 

million each 

• Texas (5%) 

• State (or consortia of local 

political subdivisions) plan 

submitted 

• Environment or Economic 

– 25% cap on infrastructure 

• H.R 3096 

• Trustees oversight 

• Distribution by impact formula 

– Forty (40%) percent shoreline miles 

– Forty (40%) percent average distance 

from well 

– Twenty (20%) percent average 

population 

– Funding estimates 

• Louisianna (35%) 

• Florida, Alabama, Misssissippi 

(20%) ‐ $480 million each 

• Texas (5%) 

• Consortia of local political 

subdivisions plan submitted 

• Coastal vs. Local 

• Environment or Economic 

– 25% cap on infrastructure 

11/18/2011 9

Gulf Science & Fisheries (5% or $400 million) 

• Oversight National Oceanic & Atmospheric 

Administration (NOAA) 

• Fifty (50%) ‐ Centers for Excellence 

– One grant per state per fiscal year (at least) 

• Fifty (50%) percent –Long term fisheries and 

ecosystem Endowment 

– Fifty (50%) of interest on the GCR TF earmarked 

11/18/2011 10

Florida Summary 

• State Pot (7%) ‐ $560 million 

• GCER Council –Unknown 

• GCER Council (Impact Formula) ‐ $480 million 

• Gulf Science –At least one project 

• Minimum Return –not less than 

$1,040,000,000 

11/18/2011 11

Definitions 

• Gulf Coast Ecosystem 

– Coast zones (Coast Zone Management Act of 1972) 

– Adjacent lands, water & watersheds (within 25 

miles) 

– Federal waters (Gulf of Mexico) 

• Coastal political subdivision (Florida Model) 

– Any local political jurisdiction that is immediately 

below the state including a county… 

11/18/2011 12

Other Major Differences between S. 1400 & H.R. 3096 

• S. 1400 • H.R. 3096 

• Limitation on federal 

land acquisition 

11/18/2011 13

Questions 

• Eligible activities 

– Conservation & 

“coastal” land 

acquisition vs. 

infrastructure 

projects 

– Improvements to 

“State” parks 

• Definition 

– Local vs. coastal 

political subdivision 

• (H) Public Input – 

optional 

– Local Restore Council 

language 

• Florida allocation 

formula for coastal 

political subdivisions 

11/18/2011 14





To: 

From: 

Subject: 



Cleve Fleming, Public Works Director 

Request Board Approval of FDOT LAP Agreement for the Arran Road 

Sidewalk Project and Approval to Advertise a RFP for Professional 

Consulting Services for Design and Permitting 


This agenda item requests Board approval of the Local Agency Program Agreement between 

Florida Department of Transportation and Wakulla County for the Arran Road Sidewalk Project 

and to approve staff to advertise a Request for Proposals for Professional Consulting Services for 

the Design and Permitting. 

Background: 

Safe Routes to Schools (SRTS) is a state program that assists local governments in the 

construction/creation of pedestrian paths in close proximity to schools in an effort to encourage safe 

alternate methods of transportation to schools. This program funds 100% of design and construction, 

with no local match required. 

In the Fall of 2010, Wakulla County applied for funding for this project with the support of the 

Wakulla County Sheriff’s Office, School Board, and the Community Traffic Safety Team. The 

design phase of this project was funded in FDOT’s FY 2012 budget for $40,000. The construction 

and CEI phases are to be funded in the future. 

In addition, the Agreement requires that the County follow federal requirements as specified in the 

LAP. Such requirements include the County to advertise and select a consulting firm to provide the 

professional services for this project. 

Analysis: 

At this time, staff is recommending approval of the LAP Agreement (Attachment #1) for the design 

of the Arran Road Sidewalk project. This project is for the design of 4,000 feet of sidewalk along 

the south side of Arran Road, from Crawfordville Elementary School to connect to existing sidewalk 

at the Wakulla County School Board Office. The project design is to be completed by December 31, 

2013.

Request Board Approval of FDOT LAP Agreement for the Arran Road Sidewalk Project and 

Approval to Advertise for Professional Consulting Services for Design and Permitting 


Page 2 

Additionally, staff requests authorization to work with the County Attorney to advertise a RFP for 

Professional Consulting Services for the Design and Permitting. 


There is no cost to the County; these are allocated funds ($40,000) to allow for the design of the 

Arran Road Sidewalk Project. 

Options: 

1. Approve the LAP Agreement for the Arran Road Sidewalk Design Project and Approve 

to Advertise a RFP for Professional Consulting Services for Design and Permitting. 

2. Do Not Approve the LAP Agreement for the Arran Road Sidewalk Design Project and 

Approve to Advertise a RFP for Professional Consulting Services for Design and Permitting. 


Attachments: 

1. LAP Agreement





To: 

From: 


Commissioner Moore 

Subject: 

Request Board Approval of a Resolution Amending Resolution #11-15 Relating to 

the Wakulla County Audit Committee 


This agenda item requests Board approval of the proposed Resolution Amending Resolution #11-15 

relating to the Wakulla County Audit Committee. 

Background: 

On June 21, 2011, the Board adopted Resolution #11-15 to ratify and confirm the composition of 

the Audit Committee and to prescribe the functions and duties of that committee. 

Analysis: 

This item requests to amend Resolution #11-15 to ensure proper budget monitoring and fiscally 

responsibility of spending. The proposed revision includes additional duties and functions for the 

Audit Committee and is listed as follows: 

• In accordance with Section 218.391, Florida Statutes, the audit committee is directed to 

perform the following functions and duties: (1)assist the County in selecting an auditor to 

conduct the annual financial audit required by Section 218.39, Florida Statutes; (2) to provide 

independent review and oversight of the County’s financial reporting, the County’s internal 

financial controls, and the County’s independent audit; (3) to review the County’s financial 

statements, the independent audit reports and provide follow up on corrective action, assessing 

performance of the independent auditor; (4) to meet at least monthly with the County 

Administrator or his designee to monitor the County’s and each Constitutional Officer’s 

spending in relation to its budget, revenue projections, and recommend any corrective actions 

that may be needed; (5) to provide at least a quarterly report to the Board of County 

Commissioners on its actions; and (6) to perform such other functions as required in 

accordance with generally accepted accounting principles and auditing standards. 

By revising Section 3 of Resolution #11-15 to include the additional duties and functions of the Audit 

Committee, the Board will have a higher level of knowledge as to where the County is financially on a 

quarterly basis.

Request Board Approval of a Resolution Amending Resolution #11-15 Relating to the Wakulla 

County Audit Committee 


Page 2 


None. 

Options: 

1. Approve the Proposed Resolution Amending Resolution #11-15 Relating to the Wakulla County 

Audit Committee. 

2. Do Not Approve the Proposed Resolution Amending Resolution #11-15 Relating to the Wakulla 

County Audit Committee. 



Option # 1 

Attachments: 

1. Proposed Resolution

RESOLUTION NO.________ 

A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF 

WAKULLA COUNTY, FLORIDA, RELATING TO THE WAKULLA 

COUNTY AUDIT COMMITTEE; AMENDING RESOLUTION NO. 11-15 

TO ADD ADDITIONAL MONITORING AND REPORTING DUTIES; AND 

PROVIDING AN EFFECTIVE DATE. 

WHEREAS, Section 218.391, Florida Statutes, mandates that charter counties 

establish an audit committee to assist the County in selecting an auditor to conduct the 

annual financial audit required by Section 218.39, Florida Statutes, and to perform other 

audit oversight purposes as determined by the Board; and 

WHEREAS, on June 21, 2011, the Board of County Commissioners adopted 

resolution No. 11-15 to ratify and confirm the composition of the Audit Committee and to 

prescribe the functions and duties of that committee; and 

WHEREAS, the Board now desires to add additional functions and duties to the 

audit committee to ensure proper budget monitoring and fiscally responsible spending. 

NOW, THEREFORE, be it resolved by the Board of County Commissioners of 

Wakulla County, Florida, that: 

SECTION 1. RECITALS. The above recitals are true and correct and are 

hereby incorporated herein by reference. 

SECTION 2. DUTIES. Section 3 of Resolution No. 11-15 is hereby revised to 

include additional duties and functions for the Audit Committee. In accordance with 

Section 218.391, Florida Statutes, the audit committee is directed to perform the 

following functions and duties: (1)assist the County in selecting an auditor to conduct 

the annual financial audit required by Section 218.39, Florida Statutes; (2) to provide 

independent review and oversight of the County’s financial reporting, the County’s 

1

internal financial controls, and the County’s independent audit; (3) to review the 

County’s financial statements, the independent audit reports and provide follow up on 

corrective action, assessing performance of the independent auditor; (4) to meet at least 

monthly with the County Administrator or his designee to monitor the County’s and each 

Constitutional Officer’s spending in relation to its budget, revenue projections, and 

recommend any corrective actions that may be needed; (5) to provide at least a 

quarterly report to the Board of County Commissioners on its actions; and (6) to perform 

such other functions as required in accordance with generally accepted accounting 

principles and auditing standards. 

SECTION 3. EFFECTIVE DATE. This Resolution shall become effective on 

________________, 2011. 

DONE AND ADOPTED in Wakulla County, Florida, this _____ day of 

Septemebr, 2011. 



ATTEST: 

____________________________________ 

ALAN BROCK, Chairman 

___________________________________ 

BRENT X. THURMOND, Ex Officio 

Clerk to the Board 

APPROVED AS TO FORM AND CONTENT: 

2

___________________________________ 

Heather Encinosa, Esq. 

County Attorney 

3





To: 


From: Lynn Artz, County Commissioner, District 5 

Subject: 

Community Board for the Community Center 


This agenda item requests Board approval to establish for the Wakulla County Community 

Center a Community Board of Directors that will be charged with a) advising the County 

Commission regarding the development of the Community Center site and programs, b) helping 

to plan and offer community activities, programs, and services, c) seeking grant funding, d) 

assuring community input and involvement, and e) providing long-range continuity and stability. 

Background/Description: 

During the spring of 2010, the County Commission approved the purchase of a 22-acre site at the 

intersection of Shadeville Hwy (61) and Trice Lane for development and use as a Community Center 

(instead of developing a smaller county-owned property shared by Public Works and EMS). In late 

2010, Commissioner Artz was designated the lead Commissioner for this Board priority. 

Planning for the Community Center is focused on three time frames… 

1) Long-range planning through the development of a conceptual master plan for the site 

2) Mid-range planning for facility renovation and construction using a legislative appropriation. 

3) Near-term planning to begin offering programs and activities at the site using the existing 

facilities. 

Near-Term Planning 

A Board workshop was conducted on June 24, 2010 to discuss options for beginning to offer 

programs, services, and recreational activities at the Community Center site. The next step was to 

prepare and issue a Request for Proposals (RFP) for self-sufficient, budget-neutral offerings that 

would require little or no renovation or improvement of the existing site and structures. Issuance of 

the RFP was postponed when extensive asbestos abatement forced Courthouse staff to move out of 

the County Courthouse and occupy the Community Center property until the spring of 2011. 

In May of 2011, an RFP for programming at the Community Center was announced. Capital Area 

YMCA was the sole respondent. A contract was to be negotiated with the Capital Area YMCA. 

However, negotiations slowed initially due to renovation needs, then were put on hold when WCSO 

personnel needed to move into one of the two Community Center buildings (due to the non-renewal 

of their facility lease).

Agenda Request: Community Board for the Community Center 


Page 2 

Long-Range Planning 

The Wakulla County Coalition for Youth (WCCY) worked with county staff to develop a survey to 

assess community needs, desires, and preferences for the Community Center. Data were collected 

through online surveys (e.g., Wakulla.com) and pencil-and-paper surveys at community events. A 

total of 692 completed surveys were collected during 2010. The results were presented to the 

County Commission at their February 7, 2011 meeting. 

To assure sufficient input from youth, WCCY engaged local high school students in the 

development of a survey for youth. A total of 370 middle and high school students participated in 

the survey. This survey identified students’ top preferences for indoor offerings (i.e., bowling, 

weight lifting, teen dances) and outdoor offerings (i.e., swimming pool, outdoor basketball courts, 

open field areas). The results were presented to the County Commission at their March 21, 2011 

meeting. 

A design team comprised of 2 volunteer architects, 1 landscape architect, 1 engineer, and 1 interior 

designer was formed to develop a conceptual master plan for the Community Center site. A first 

draft was generated in March of 2011 and was reviewed by WCCY, Wakulla County planning staff, 

Commissioner Artz, the YMCA, and others. The second draft of a conceptual master plan was 

produced and presented to the County Commission for review at a workshop on June 9, 2011. 

Following the Commission workshop, the design team was to use the community and Board 

feedback to create a revised and even more detailed conceptual master plan with identified phases. 

This master plan was to be presented to the County Commission in the Fall of 2011 for approval or 

further refinement. 

Mid-Range Planning 

Wakulla County received a $392,000 legislative appropriation to construct a Community Center. 

These funds must be expended by September of 2013. To meet this deadline, an RFP for 

renovations should be issued and awarded by June of 2012 (or an RFP for new construction should 

be issued and awarded by the end of the 2011). 

On June 9, 2011, the Board held a workshop to a) review the draft conceptual master plan for the 

Community Center site, and b) provide direction regarding priorities for facility 

construction/renovation and site development. The Board recommended that the legislative funds be 

used mainly to renovate the existing buildings. Accordingly, an RFP to renovate the two existing 

buildings will be issued and awarded by June of 2012. 

Analysis: 

A Community Board of Directors for the Wakulla County Community Center is proposed to help 

the Board of County Commissioners continue to build on the progress made to date with this 

important, yet complex, project. A Board of Directors can assist by a) advising the County 

Commission regarding the development of the Community Center site and programs, b) helping 

to plan and offer community activities, programs, and services, c) seeking grant and

Agenda Request: Community Board for the Community Center 


Page 3 

philanthropic funding, d) assuring community input and involvement, and e) providing longrange 

continuity and stability. 

The viability of the Community Center as a community resource may well depend on the 

formation of a Community Board. Such a Board will help to gain community buy-in for the 

facility and its programs and garner stronger community support at the outset. Thus, a 

Community Board will provide important support for the YMCA (as well as ongoing inputs) and 

help to assure the success of the YMCA’s offerings. A Community Board also will help to 

satisfy community demands for programs, activities, and services that are much broader than the 

YMCA can provide. Further, a Community Board can pursue grant funding and strengthen fund 

drives for things that the county and the YMCA cannot otherwise provide. 

A Community Center Board of Directors could be comprised of 10-12 members, each serving a 2- 

year term, with staggered terms. Ideally, the Board will be comprised of representatives from the 

YMCA, WCCY, the Senior Center, UF-IFAS Extension Service, Wakulla County Schools, public 

health, the development and philanthropic arena, and the business community. It may be 

advantageous to include representation from outlying communities (e.g., Panacea, Sopchoppy, St 

Marks) as well as the County’s service provider for the transportation disadvantaged. The Board, in 

turn, should establish a Youth Advisory Council and other Advisory Councils as needed. 

For all of these reasons, Commissioner Artz recommends that a Community Board of Directors 

for the Community Center be established in the very near future -- and prior to the finalization of 

a) an MOU or contract with the YMCA, and b) the issuance of any RFPs for facility renovations. 

Options: 

1. Approve establishing a Community Board of Directors for the Wakulla County Community 

Center. 

2. Do not approve establishing a Community Board for the Wakulla County Community Center. 



Option #1.





To: 



Subject: 

Resolution Concerning the Management of Water Resources in Florida 


This agenda item requests Board approval of a Resolution supporting the continuance of 

Florida’s longstanding, decentralized approach to managing our State’s water resources. 

Background/Description 

I. Legal and Political History 1. 

The Governor’s Conference on Water Management, convened by Governor Reuben Askew in 

1971, concluded that land management, growth policy and water management could not be 

separated. Subsequently, the 1972 Legislature enacted the Environmental Land and Water 

Management Act, thereby creating the Development of Regional Impact and Area of Critical 

State Concern programs; the Comprehensive Planning Act; the Land Conservation Act, which 

authorized the sale of state bonds to raise revenue to fund the acquisition of environmentally 

endangered lands; and the Water Resources Act. 

This latter act, found in Chapter 373, Florida Statutes, is based on the premise that: Water is a 

public resource belonging to the people of the state as a whole, not a commodity to be bought 

and sold. No citizen can permanently own the state’s water resources or totally deny another 

citizen the right to use this public resource. In order that water is allocated fairly and equitably, 

and with an eye towards maintaining the natural resources of the state, the law created the five 

water management districts with boundaries based on hydrologic or watershed boundaries, rather 

than political boundaries such as counties. It established water management district governing 

boards to be made up of lay citizens residing within these district boundaries, who are appointed 

by the Governor. Governing board members are advised by a staff of water resource scientists 

and other professionals. 

As water law and policy evolved, the concept of “local sources first” – utilizing all sources of 

water within a political boundary, be it county or region, before transferring water for long 

distances across boundaries - became policy. Unlike the allocation system of “prior 

appropriation” developed in the old American West, Florida law requires consideration of public 

interest and discourages the long-distance transfer of water across hydrologic boundaries and 

across county boundaries. A transfer of water must not diminish the availability of water to meet 

present and future needs of the sending area, and the receiving area must have considered all 

reasonable local sources and options.

Agenda Request: Resolution Concerning the Management of Water Resources in Florida 


Page 2 

The Florida Water Resources Act specifically excluded the concept of a State Water Board, 

proposed in the Model Water Code which formed much of the basis of Chapter 373. More 

recently in 2003, the Council of 100, comprised of state business leaders, recommended creating 

a statewide water supply commission. The proposal was vetted in Senate public hearings, but 

was never taken up for consideration by the legislature. It is clear that the Legislature and people 

of Florida felt that a state water board would result in more politically-driven inter-regional and 

inter-basin conflicts, and be a catalyst for massive transfers of water from water-rich to waterpoor 

areas of the state. As water is essential to the well-being of the state, the centralization of 

power over water resources was to be avoided. 

II. Water Use Permitting 1. 

Instead of an all-powerful state water board, the state Department of Environmental Protection 

was given general supervisory authority over the water management districts, and the authority 

to adopt a State Water Policy. The Governor and Cabinet serve as the appellate body to review 

water management district actions. Water management districts allocate water using a permit 

system designed to prevent wasteful water uses, to provide certainty to existing users, to ensure 

that water use is “reasonable and beneficial” – which means that the amount of water to be used 

is reasonable for its intended purpose, and that the purpose is beneficial in an economic, 

environmental, or public purpose sense, and to protect natural resources; and to provide for 

future users by requiring water managers to address comprehensive planning and resource 

development. 

This farsighted system has proved both workable and sustainable to a great degree. However, 

there are regions in Florida where, despite a water allocation program based on advanced 

science, detriments to the environment and water supplies have occurred and are still occurring. 

This was made evident in the Tampa Bay region where “water wars” raged for decades. It is 

obvious in the Central Florida Coordination Area, where the three largest water management 

districts are working together to overcome the prospect of groundwater being maxed out within a 

few years. In the Everglades, water supply issues and excessive tampering with the natural 

hydrology threaten to extinguish the largest wetland system in the lower 49 states. 

These situations underscore the fact that growth and development in Florida have placed 

tremendous challenges on the water management districts to ascertain and cope with the impacts 

to surface and groundwater, both in terms of excessive use, cumulative impacts, altered drainage 

systems, and discharges of pollutants. The districts have worked very hard to enhance their 

knowledge and capability, but the impacts that have been placed on our water resources since 

their creation are daunting. This is all the more reason why retaining seasoned scientists and 

technical experts and competent and capable regulators is more critical today than ever. 

III. Water Management District Taxing Authority 1. 

In 1976, the citizens of Florida accepted the Legislature’s recommendation and voted to amend 

the State Constitution (Article VII, Section 9) to authorize water management districts to levy up



Page 3 

to 1 mil (.05 mils in the Northwest Florida Water Management District) in ad valorem taxes 

(within the constraints of Ch. 373, F.S.) to raise funds from regional sources to provide water 

management, e.g. protect water supplies, provide flood protection, manage and preserve natural 

resources. The law also gave the districts the necessary regulatory authority to accomplish those 

missions. Restoration of important freshwater resources, including the Everglades, water 

recharge areas in central Florida, and the St. John’s River watershed, have been undertaken by 

use of these tax dollars. So has establishment of critical minimum flows and water levels, as 

directed by the Legislature, and the redesign and maintenance of flood control structures by the 

use of these tax dollars. 

IV. Water Management District Independence 1. 

Since their creation, the water management districts have functioned with a degree of 

independence, but under the general supervision of the Governor and Department of 

Environmental Protection and its predecessor agency (the Department of Environmental 

Regulation). It is fair to say that the Legislature has, from time to time, expressed resentment that 

the power to levy ad valorem taxes rests in the hands of appointed citizens. But local control on a 

scientific basis and the minimization of political influence were primary reasons the regional 

water management districts were created in the first place. 

The 2011 Legislature enacted major changes to Florida’s growth management, environmental, 

and water management laws and programs. The Department of Community Affairs, the growth 

management agency, was abolished, along with many of the laws passed to protect the state and 

taxpayers from inappropriate development. Chapter 120, F.S., the Administrative Procedures 

Act, which had previously required that applicants for environmental permits prove that their 

proposals would not cause harm to the environment, was changed (reversed) to require that 

opponents to the issuance of a permit prove that the proposal would cause harm, greatly 

lessening the chance of a successful permit challenge. In effect, more development and water 

withdrawal permits will surely be granted, some to the likely detriment of Floridians. 

The 2011 Legislature also authorized itself to review water management district budgets and it to 

set the maximum level of revenue that can be raised from district ad valorem taxes. The level of 

revenue from ad valorem taxes for fiscal year 2011-2012 represents a 39.4 percent reduction in 

overall district ad valorem revenue. The Governor and Legislative Budget Commission are each 

now authorized to disapprove any or all of the water management district budgets. By these 

actions, control of water supply, flood protection, and water resource protection and restoration 

projects has now been moved to the Legislature, which is exactly what the original drafters of 

the water management district legislation did not want. 

As a result of 2011 legislation and the Governor’s direction, Water Management District 2011- 

2012 fiscal year budgets (overall) have been reduced by $703. 3 million and staffs have been 

reduced by 596 positions. The following table represents a general comparison of budget and 

staff reductions in the 2011-2012 water management district budgets:



Page 4 

WMD budget reductions for 2011-2012 

District Budget Reduction % Reduction Staff Reductions % Reduction 

Northwest 16.8 M 14 7 5.7 

Suwannee 9.4 M 17 6 7.8 

St. Johns 35.5 M 14.5 186 23.3 

Southwest 122.0 M 44 54 6.4 

South 519.6 M* 48.3 343 16.6 

Total 703.3 M 39.6 596 11.9 

*South Florida WMD budget reductions include $194 M in payments for the US Sugarland purchase, $95 M for 

Certificates of Participation (COPs) and upward of $50 M in projects budgeted, but completed. 

This also includes an overall (all districts) reduction in ad valorem tax revenue of $247.7 M 

(39.4%) and $245 M reduction in land acquisition. 

While the benefit to individual homeowner’s might amount to a reduction in taxes of $20- 

$40/year, massive layoffs of staff in the districts means that experienced scientists are gone, 

knowledgeable planners who review permits, and seasoned attorneys who defend public-interest 

decisions and rules to protect the sustainability of Florida’s water resources are gone. The time 

provided to the agencies to review permits has been dramatically decreased, and with reduced 

staffing and less experience, how well will the interests of the public and future water users be 

protected? It is clear that work necessary to preserve and restore water resources for the future 

of Florida will slow down. 

Analysis: 

Many local jurisdictions have major concerns about the direction of water management in 

Florida. These concerns include . . . 

1. Loss of expertise and financial capacity of Water Management Districts. 1. 

How will water management districts in a fast growing state with many existing water 

problems be able to retain their capabilities to properly manage and protect water supplies, 

provide flood protection, and manage and protect natural resources with severely diminished 

funding and major staff reductions? The next major hurricane or drought will be another 

reminder of lessons learned from the past that led to in the 1972 water management system. 

It can be hoped that Tallahassee policy-makers will soon understand that sustainable water 

management is as essential to Florida’s economic development as it is to the protection of 

water and natural resources. 

2. The move towards creating the discarded concept of a State Water Board. 1.



Page 5 

Further centralization of control over water and water management districts in Tallahassee, 

rather than in scientifically based hydrologic/watershed regions, is a major concern which 

could lead to further politicization of the public’s water. That is not in the best interest of 

Florida, and would certainly harm water resources. Less-populated rural areas would be at 

the greatest risk. 

3. The move towards “privatizing” water or defining it as a commodity. 1. 

Water is a birthright in Florida. The people of Florida cumulatively own the state’s water and 

may use it in reasonable beneficial ways, i.e. drinking, growing crops, watering lawns, fishing, 

and swimming without paying anyone for that right. Because water is not a commodity, public 

and private utilities can charge only to treat and distribute it, they cannot now force anyone to 

pay for the water itself. In states west of the Mississippi River, water rights and laws are quite 

different. There, the first person to use, or “claim” water, essentially becomes its owner and has 

the right to decide who to sell it to and at what price. In many areas of the West “water rights” 

have become more valuable and costly than land. While there are no outright proposals to adopt 

western style water law, the concern exists, and most Floridian would not benefit from any water 

use dogma that would put unlimited water use rights into the hands of private interests. 

Because of such concerns, several of our neighboring Counties have passed Resolutions (e., Taylor 

Jefferson) or are considering Resolutions (e.g., Leon) such as proposed. Wakulla County should 

approve this Resolution. 

Budget Impact: 

None 

Options: 

1. Approve the Resolution supporting the continuance of Florida’s longstanding, decentralized 

approach to managing our State’s water resources. 

2. Do Not Approve the Resolution supporting the continuance of Florida’s longstanding, 

decentralized approach to managing our State’s water resources. 



Option #1 

Attachment: 

1. Resolution 

1. Information and analysis from the Florida Conservation Coalition (FCC) was provided by Estus Whitfield


RESOLUTION # ___________ 

A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS 


REGARDING THE MANAGEMENT OF WATER RESOURCES 

IN FLORIDA 

WHEREAS, water is vital to our life, health, and well-being; and 

WHEREAS, adequate and properly managed water resources are essential 

to both our economy and environment; and 

WHEREAS, the water management districts were established in Chapter 373 

of the Florida Statutes to manage water on a regional basis, to be overseen by 

governing boards comprised of lay citizens within the districts and appointed by 

the Governor; and 

WHEREAS, Chapter 373 of the Florida Statutes strongly discourages the 

transfer of water resources across water management district or county 

boundaries; and 

WHEREAS, in Florida, our water resources belong to the public – all its 

citizens; it is not a commodity that can be bought and sold. 

NOW, THEREFORE, BE IT RESOLVED, that the Wakulla County Board of 

County Commissioners, in regular session, duly assembled, 

This _____day of __________, 2011, hereby: 

1. Supports the water management structure and functions as delineated 

in Chapter 373, Florida Statutes; and 

2. Supports adequate funding for the water management districts, such 

that they may accomplish their lawful missions of managing and protecting 

regional and local water resources; and 

3. Opposes the centralization of the command and control of our regional 

and local water resources within the executive and/or legislative branches of 

government, or by a statewide board or authority; and

4. Opposes any effort to move water from public ownership to ownership or 

total control by private interests. 

DONE AND RESOLVED this ____________day of _____________________, 2011, 

A.D., by the Wakulla County Board of Commissioners, in regular session, duly 

assembled. 



ATTEST: 

____________________________________ 

ALAN BROCK, Chairman 

___________________________________ 

BRENT X. THURMOND, Ex Officio 

Clerk to the Board 

APPROVED AS TO FORM: 

___________________________________ 

Heather Encinosa, Esq. 

County Attorney





To: 



Subject: 

Request for Community Planning Assistance for Wakulla Gardens and 

Medart from APA’s Community Planning Assistance Teams 


This agenda item requests Board approval to seek community planning assistance for Wakulla 

Gardens and Medart from the American Planning Association’s Community Planning Assistance 

Team program. 


The American Planning Association (APA) and its professional institute, AICP, offer pro bono 

planning assistance to communities in need. Established in 1995, the Community Planning 

Assistance Team (CPAT) initiative focuses broadly on addressing issues of social equity, inclusion, 

accessibility, and sustainability in planning and development. CPAT projects seek to foster 

community education and civic engagement. The program is designed to bring planning resources 

and opportunities to communities with a demonstrated need for assistance and to strengthen the 

ability of local residents and other community stakeholders to influence or determine decisions that 

affect their quality of life. 

Analysis: 

Applications are due on December 13, 2011. Selected projects usually take about 7 months to 

complete. Project timelines typically consist of three main stages: a) Organization of materials 

and preliminary assessment of project site (team briefing book preparation), b) Team's on-site 

visit (community meetings, media releases, preliminary report), and c) Follow-up and final 

report. 

Commissioner Artz proposes to submit two applications, one requesting planning assistance for 

Wakulla Gardens and one requesting planning assistance for Medart -- is willing to take the lead in 

preparing both applications. Although it will be easier to make the case for need for Wakulla 

Gardens, selection may be less likely given the difficulty of the problem, prospects for completing 

the project within a limited amount of time, and possible difficulty recruiting suitably experienced 

and willing experts. Though the case for need in Medart is less strong, the problems are more easily 

and quickly addressed and there may be many more qualified and willing expert volunteers. 

Submitting two applications may increase our County’s chances of being selected for community 

planning assistance. Either community would benefit from expert planning assistance. 

Budget Impact:

Agenda Request: Request for Community Planning Assistance for Wakulla Gardens and Medart 

from APA’s Community Planning Assistance Teams 


Page 2 

The CPAT is a pro bono program, meaning that the program provides the time of senior-level 

planning experts to a community without compensation. However, there is a $50 application fee 

and, if selected the community is expected to raise funds to cover travel expenses and 

accommodations. 

Options: 

1. Approve submitting two applications to APA for community design assistance, one for Wakulla 

Gardens and one for Medart. 

2. Do not approve applying for community design assistance from APA. 

3. Authorize the payment of two $50 application fees ($100) to APA. 

4. Do not authorize the payment of any application fees. 



Options #1 & #3 

Attachments: 

1. CPAT Community Outreach Flyer 

2. Community Application





To: 



Subject: 

Request Letter of Support for Application for Sustainable Design 

Assistance for Crawfordville 


This agenda item requests Board approval of a Letter of Support to accompany Wakulla County’s 

application for Sustainable Design Assistance for Crawfordville from the LEED-ND Technical 

Assistance Program. 


At the November 7th Commission meeting, the Board approved applying for no-cost Sustainable 

Design Assistance from the LEED-ND Technical Assistance Program. Commissioner Artz agreed 

to prepare the application, which is due November 23. The application requires a Letter of Support 

from Wakulla County. 

Analysis: 

It is consistent with the Board’s prior decision to apply for no-cost technical assistance to also 

approve a letter of support. 

Budget Impact: 

None 

Options: 

1. Approve the attached letter of support – and authorize the Chairman to sign it. 

2. Do not approve the letter and do not authorize the Chairman to sign it. 



Option #1 

Attachments: 

1. Letter of Support





To: 

From: 

Subject: 


Heather J. Encinosa, County Attorney 

Request Board Direction Regarding an Appeal of the Department of 

Economic Opportunity’s Denial of the County’s FFY 2011 Florida 

Small Cities CDBG Grant Application 


This agenda item requests Board direction on whether the County wants to appeal the Department of 

Economic Opportunity’s Denial of the County’s FFY 2011 Florida Small Cities CDBG Grant 

Application. 

Background: 

On July 1, 2011, the Department of Economic Opportunity (formerly DCA) commenced an 

application cycle to secure applications from governments eligible to participate in the Florida Small 

Cities Community Development Block Grant program. The application cycle closed on August 15, 

2011. As directed by the Board in June of 2011 and approved on August 1, 2011, Wakulla County 

submitted its application request in the amount of $750,000 to the Department on August 15, 2011, 

under the Florida Small Cities Community Development Block Grant housing category to secure 

funding to assist with the substantial rehabilitation of approximately 10-15 houses for low income 

families located in Wakulla County. 

As a part of the Department’s due diligence process and pursuant to program rules, representatives 

from the Department conducted a site visit with Wakulla County on October 21, 2011, to determine 

the feasibility of the project in accordance with federal and state rules and to verify the accuracy of 

the information submitted in the application. After further review of the application by Department 

staff, it was determined that the Department was not able to consider the application further due to 

the Department’s determination that the application did not comply with Rule 9B-43.0041(3)(b)(1), 

Fla. Admin. Code, because the advertisement for Wakulla County’s second public hearing was 

published before the public meeting of the Citizens Advisory Task Force. 

Based on the Department’s publishing of the preliminary scores for applications submitted under the 

funding cycle’s housing category, Wakulla County has the second highest application 

score, indicating that the project would be funded. The application was rejected solely based upon 

the Department’s determination that the County did not comply with the Department’s Rule 9B- 

43.0041(b)(1) requiring that the Notice of Second Public Hearing be advertised after the Citizens 

Advisory Task Force (CATF) meeting is held. On October 24, 2011, the Department submitted a 

rejection letter along with the Notice of Administrative Rights to Wakulla County alerting of the 

Department’s decision. The County only had 21 days to respond.

Request Board Direction Regarding an Appeal of the Department of Economic Opportunity’s 

Denial of the County’s FFY 2011 Florida Small Cities CDBG Grant Application 


Page 2 

The Department’s denial of the County’s CDBG application was based upon a technical rule 

violation concerning the publication date of the ad for the second public hearing. Because the 

Wakulla News is a weekly newspaper and the tight meeting timeframes during this grant application 

cycle, the County could not control this publication date. This technicality had nothing to do with 

the underlying intent of the CDBG statutes and did not inhibit public input. 

Upon receipt of this information on November 8 and after consultation with the County 

Administrator, on November 14, 2011, the County Attorney filed a request for a rule waiver with the 

Department, arguing that this waiver request should be granted because the County can demonstrate 

that the purpose of the underlying statute was achieved and the Department’s rejection of the 

county’s FFY 2011 Florida Small Cities CDBG application will cause residents of Wakulla County 

to suffer substantial economic hardship due to the lack of funding resources to address substandard 

and unsafe housing and to create local construction jobs. Additionally, application of the publication 

timing requirements in Rule 9B-43.0041(3)(b)(1), Florida Administrative Code, violate essential 

principles of fairness with regard to Wakulla County since the County has only a weekly newspaper 

and limited public meeting dates available during the application cycle to meet the requirements of 

the rule. 

Additionally, on November 14, 2011, the County Attorney also filed a request for an extension of 

time until November 30, 2011 to file a formal request for an administrative hearing to appeal the 

Department’s final agency action. This extension of time was requested to allow time for the 

County Attorney to seek direction from the Board on whether to pursue this matter. 

Analysis: 

If the County wishes to pursue this $750,000 CDBG grant for housing rehabilitation, it will be 

necessary to file a petition for an administrative hearing in accordance with chapter 120, Florida 

Statutes, prior to November 30, 2011, to seek reversal of the final agency action based upon the rule 

waiver already requested. All time would fall under the hourly billing provisions of the Agreement 

for County Attorney Services. 

Options: 

1. Approve the County Attorney to File a Petition for an Administrative Hearing to 

Appeal the Department of Economic Opportunity’s Denial of the County’s FFY 

2011 Florida Small Cities CDBG Grant Application. 

2. Do Not Approve the County Attorney to File a Petition for an Administrative 

Hearing to Appeal the Department of Economic Opportunity’s Denial of the 

County’s FFY 2011 Florida Small Cities CDBG Grant Application. 

3. Board Direction 


Option #3

Agenda - Wakulla County

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?