We hope you enjoy this new e-newsletter format! |
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Message from Chief HCV Officer Cheryl L. Burns |
As 2022 comes to a close, I'd like to take a moment to reflect and recognize some recent successes. First and foremost, please join me in welcoming the approximately 1,000 new HCV participant families who joined us through the Emergency Housing Voucher (EHV) program.
I’d also like to extend a special thank you to the 540+ property owners who stepped up to house these families in need over the past year. Our goal of renting all 1,100+ EHVs is in sight, and we could not have done it without you.
It's no secret that the past few months have been busy at CHA, and especially as the housing market continues to shift, our work together only becomes more urgent. That said, I want to assure our partners that we have heard your concerns and are working diligently to meet our clients’ needs in a timely manner. However, I also want to encourage everyone to use the range of available educational resources and to communicate with CHA through standard channels (preventing potential redundancy and allowing the appropriate staff to focus on assisting you).
This edition of Owner News is packed with resources to assist property owners in managing their accounts, and we encourage you to reply to this email and let us know which you find most helpful, and what additional resources you’d like to see in the future.
From all of us at CHA, we wish you a safe and joyous holiday season, and a happy start to 2023!
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The Chicago Housing Authority offices are open Monday through Friday, 8:30 AM to 5:00 PM, and closed on weekends as well as in observance of federal holidays.
Please take note of the following upcoming office closures:
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Christmas Eve | Friday, 12/23 @ 12 PM
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Christmas Day | Monday, 12/26
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New Year's Eve | Friday, 12/30 @ 12 PM
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New Year's Day | Monday, 1/2
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Dr. M.L. King Jr. Day | Monday, 1/16
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Lincoln's Birthday | Monday, 2/13
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Presidents' Day | Monday, 2/20
Note: The HCV Program continues to conduct most business remotely and offices continue to operate by appointment only. Click here to schedule an appointment with the Owner Services Team (60 E. Van Buren) or email ownerinfo@thecha.org.
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FAQ Corner: "Early" Move Out |
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One of the most common questions we hear from property owners is: What happens to CHA’s subsidy if a tenant abruptly moves out?
The short answer is that HCV is a tenant-based assistance program, and so when an HCV family is no longer living in a unit (regardless of the reason, length of time left on the lease, or personal possessions left behind), the Housing Assistance Payment (HAP) Contract will be terminated and subsidy payments will stop. Furthermore, contract termination is based on move-out date, not notification date ... and while HAP Contracts always terminate at the end of the month, terminations will be back-dated (and overpaid HAP will be recouped) if CHA was not notified in a timely manner. That’s why it’s so critical for the property owner to know if an HCV family is actually occupying the subsidized unit during their tenancy!
The long answer is multifaceted, and best explained by reviewing the broader context and then discussing what to do based on how/why a tenant moves out early.
Whether market rate or subsidized, some tenants will move without notice or explanation. To discourage this, most property owners include a section of their lease that requires tenants to provide at least a 30-day notice before moving out; some require even more. Penalties for lease violations vary by lease but are always enforced by the property owner and/or pursued in the appropriate courts of law. While the Chicago Residential Landlord and Tenant Ordinance (RLTO) does not require tenants to provide a certain amount of notice at move out, it does outline specific “Landlord Remedies” in the case of unit abandonment so under the right circumstances, a property owner could seek legal remedies.
All the above also applies for HCV participant families, but they are additionally required to give a 30-day notice to CHA before moving out, which triggers an Acknowledgement to Vacate notice to be issued to the property owner.
In addition, HCV families must give notice of temporary (30-90 consecutive day) absences from their unit. During the absence, all other obligations must still be met (i.e., appointments, inspections, etc.) and tenant portions/utilities must still be paid. CHA considers a unit abandoned if the entire HCV family has been absent for 90+ consecutive days (regardless of notice), if rent/utilities have been paid or if personal belongings remain in the unit. Both unit abandonment and lease violations are considered HCV Program violations. While it can take time, once notified, CHA will investigate any evidence of misconduct and may go as far as to terminate an HCV family’s assistance.
So how do we prevent this? Fear of retaliation and lack of easy communication channels are major reasons why tenants leave without notice. So, our #1 piece of advice is to maintain an open line of communication between property owners and tenants! While everyone wants a low-maintenance tenancy, the reality is that things come up … collaboration helps ensure both parties come out of a bad situation without major losses. A successful partnership starts at lease signing: Collect multiple points of contact for each household member (email, phone, etc.), and collect a non-resident’s emergency contact information, especially if your tenant lives alone. Communicating by email (preferable) or texts (allowable, but not encouraged) with timestamps will also help to organize a timeline of events. In case of phone calls, follow up with a written communication to re-iterate your conversation.
Continued after the break ...
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Tax Savings Program Applications Due Thursday
Qualified Illinois property owners who rent to HCV families can apply for property tax abatement savings! A separate application is required for each Property Index Number (PIN), and original, notarized applications must be submitted on an annual basis. If approved, the tax abatement will be realized on the second installment of the subsequent tax year.
Applications for the 2022 tax year are due by December 15, 2022.
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... continued from before the break
Here are some common scenarios and best practices for HCV property owners when managing early move out.
If some (but not all) HCV family members have left the unit:
- First, determine if the family member has temporarily or permanently moved out. College students or children under joint custody typically fall into a special category of temporary absences (if the subsidized unit is their permanent residence).
- Permanent absences should be reported to CHA and require the family to submit an Interim Re-Examination, removing that household member and their income from the voucher. Fewer people in the household may result in lower subsidy, which may then impact the family’s ability to afford their unit.
If the entire HCV family has left the unit with very little or no notice:
- The property owner should first attempt to contact the HCV family and notify CHA. CHA will investigate to determine when the HCV family moved out and issue a HAP Contract Termination notice to the property owner. Remember, the move-out date (not the notification date) determines the contract termination date. If necessary, the contract termination will be back-dated, and overpaid HAP will be recouped. CHA may also terminate the family’s assistance for the multiple program violations outlined in this scenario.
- The property owner must decide if it’s worth pursuing legal remedies against the former tenants for unit abandonment.
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A note on domestic violence: HCV families are protected from domestic violence, dating violence and stalking by both the Violence Against Women Act, which provides victims with options to move and maintain their voucher assistance, and the Illinois Safe Homes Act, which outlines options for victims to break their lease and move with little notice.
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A note on unauthorized tenants: If unauthorized tenants are occupying an abandoned unit, the property owner must decide what is best for them. Some may choose to formally lease the unit to the occupants, while others will begin the eviction process to reclaim possession. Either way, we recommend property owners seek legal counsel to manage the many moving parts in this scenario.
If a single HCV tenant passes away:
- If the death is discovered by the property owner, they should first contact 911 and attempt to notify an emergency contact or next of kin.
- Once the death is confirmed, the property owner should pass along the information to CHA. A certificate of death is always preferred, but an obituary is also helpful.
- The date of death is considered the move-out date, and if necessary, the contract termination will be back-dated, and overpaid HAP will be recouped.
- Property owners must work with an emergency contact or next of kin to remove any personal belongings from the unit.
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A note on Live-In Aides: While Live-In Aides are approved to reside in the unit with an HCV participant with a disability, they are not considered members of the household and do not have rights to “inherit” a voucher upon the participant’s death.
While none of these scenarios is ideal for anyone involved, remember there is a small buffer … HAP Contracts always terminate at the end of a month, ensuring that if an HCV family occupies a unit on the first of the month (and isn’t also occupying another subsidized unit), the property owner is paid HAP for the full month.
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Watch HCV Webinars On-Demand During Winter Hiatus |
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CHA is invested in the success of HCV property owners and managers. That’s why, after almost three years of weekly live webinars, we’re taking a brief winter hiatus to regroup and plan for the future of HCV education and events.
Don’t worry, you can still watch dozens of recorded sessions online, anytime. Click here to view the most popular recordings of all our past sessions.
On-demand webinar topics include:
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Have an idea about HCV education and events? We want to hear from you! Whether you’ve never attended one of our sessions before, or attend every week, share your suggestions and/or sign up to participate in our 1-hour focus groups.
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Resources for Property Owners |
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Have briefing-related questions, or want to request a 1:1 consultation? Our HCV Owner Outreach team is here to help. Email owneroutreach@thecha.org for assistance (y también ofrecemos estos servicios en español)!
Bookmark some of our favorite online resources:
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Check Inspection Appointments and Results: Visit chainspections.org and type in the vendor number, voucher number or inspection ID number.
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Download HAP Statements: Visit the HCV Owner Portal chahcvportal.org under the FINANCE menu.
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Interactive Mobility Area Map: Visit thecha.org/mobility and scroll to the bottom to type in the unit address.
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Affordability Calculator (for non-Mobility Area units): Visit the HCV Owner Portal chahcvportal.org under the MOVES menu.
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We appreciate your continued partnership! If you liked this newsletter, or have topic suggestions for newsletter articles or webinars, reply to this email and let us know.
Looking for past editions of Owner News? Visit the HCV Owner Portal chahcvportal.org under RESOURCES.
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