Fair Housing

& Reasonable AccommodationsRevised 1/4/2011

Fair Housing Laws and you Fair Housing: Seven federally protected

classes in addition to some state protected classes.

Fair Housing Laws are in place to ensure fair, equal and consistent treatment of applicants and residents.

Lawler Wood Housing requires ALL employees to strictly comply with federal, state and local Fair Housing Laws.

Fair Housing Topics Protected Classes Prohibited Actions Fair Housing Poster and Logo When properties receive Federal Assistance Civil Rights Related Program Requirements Limited English Proficiency Guest Cards Showing Apartments Reasonable Accommodations

Fair Housing Act, Title VIII of the Civil Rights Act of l968Federal civil rights laws addressing fair housing prohibit discrimination against applicants or tenantsbased on one or more of the followingclassifications: Race; Color; National origin; Religion

In 1974, the Fair Housing Act was amended to include another protected class Sex

In 1988, the Fair Housing Act was amended

Again with the passing of the Fair Housing

Amendments Act, which expanded the

coverage of the law to include two additional

classes. Handicap Status and Familial Status

Prohibited Actions

Under the Fair Housing Act, owners or other housing providers must not take any of the actions listed below based on race, color, religion, sex, disability, familial status, or national origin:

Deny anyone the opportunity to apply to rent housing, or deny to any qualified applicant the opportunity to lease housing suitable to his or her needs;

Provide anyone housing that is different from that provided to others;

Subject anyone to segregation, even if by floor or wing;

Prohibited Actions cont’d

Restrict anyone’s access to any benefit enjoyed by others in connection with the housing program;

Treat anyone differently in determining eligibility or other requirements for admission, in use of the housing amenities, facilities or programs, or in the terms and conditions of a lease.

Deny anyone access to the same level of services;

Prohibited Actions cont’d

Deny anyone the opportunity to participate in a planning or advisory group that is an integral part of the housing program;

Publish or cause to be published an advertisement or notice indicating the availability of housing that prefers or excludes persons;

Discriminate in the provision of brokerage services or in residential real estate transactions;

Discriminate against someone because of that person’s relation to or association with another individual; or

Retaliate against, threaten, or act in any manner to intimidate someone because he or she has exercised rights under the Fair Housing Act.

Obligation to Affirmatively Further Fair Housing The Fair Housing Act requires HUD to administer all

programs and activities relating to housing and urban development in a manner that affirmatively further fair housing.

HUD’s equal opportunity regulations: Under the requirement of affirmatively furthering fair

housing, an owner must engage in affirmative marketing to groups least likely to apply for the owner’s housing even if this group is different from the religious or ethnic group generally served by the owner organization. HUD conducts periodic compliance reviews to determine if owners are meeting these requirements and implementing their Affirmative Fair Housing Marketing Plans.

Affirmative Fair Housing Marketing Plan Form.

Fair Housing Poster

HUD-subsidized multifamily housing properties MUST display the Fair Housing poster.

Fair Housing Logo

Use Fair Housing Logo on all correspondence, advertising, business cards, notices etcetera.

http://www.hud.gov/library/bookshelf11/hudgraphics/fheologo.cfm

Fair Housing: When properties receive Federal Assistance

Recipients of Federal Assistance

Title VI of the Civil Rights Act of 1964 Title VI prohibits all recipients of federal

financial assistance from discriminating based on race, color, or national origin. Title VI applies to any program or activity receiving federal financial assistance, not just housing. Each federal agency has its own Title VI regulations.

Section 504 of the Rehabilitation Act of 1973 Section 504 prohibits discrimination based upon

disability in all programs or activities operated by recipients of federal financial assistance. Although Section 504 often overlaps with the disability discrimination prohibitions of the Fair Housing Act, it differs in that it also imposes broader affirmative obligations on owners to make their programs as a whole, accessible to persons with disabilities.

Additional Protections for Persons with Disabilities Although the Fair Housing Act generally requires applicants to

be given equal treatment and prohibits discrimination against anyone with respect to the prohibited bases, there are certain limited circumstances when the Act requires a housing provider to treat persons with disabilities differently to enable them to have equal access to, or enjoyment of, housing and other housing-related programs. Specifically, the Fair Housing Act requires housing providers to provide “reasonable accommodations” to persons with disabilities. This means an owner may have to modify rules, policies, practices, procedures and/or services to afford a person with a disability an equal opportunity to use and enjoy the housing. In addition, the Fair Housing Act contains specific accessibility requirements that apply to the design and construction of new multifamily housing built for first occupancy after March 13, 1991.

504 Obligations include the following: Making and paying for reasonable structural

modifications to units and/or common areas that are needed by applicants and tenants with disabilities, unless these modifications would change the fundamental nature of the project or result in undue financial and administrative burdens;

Operating housing that is not segregated based upon disability or type of disability, unless authorized by federal statute or executive order;

continued Providing auxiliary aids and services necessary

for effective communication with persons with disabilities;

Developing a transition plan to ensure that structural changes are properly implemented to meet program accessibility requirements; and

Performing a self-evaluation of the owner’s program and policies to ensure that they do not discriminate based on disability.

Operating their programs in the most integrated setting appropriate to the needs of qualified individuals with disabilities.

Accessibility

Section 504 regulations establish affirmative accessibility requirements for newly constructed or rehabilitated housing, including providing a minimum percentage of accessible units. In order for a unit to be considered accessible, it must meet the requirements of the Uniform Federal Accessibility Standards (UFAS).

Age Discrimination Act of 1975

This Act prohibits discrimination based upon age in federally assisted and funded programs or activities, except in limited circumstances.

It is not a violation of the Act to use age as a screening criteria in a particular program if age distinctions are permitted by statute for that program or if age distinctions are a factor necessary for the normal operation of the program or the achievement of a statutory objective of the program or activity.

Civil Rights Related Program RequirementsHUD-subsidized multifamily housing properties are subject to Civil Rights Related Program Requirements developed under civil rights authorities. These requirements reflect HUD’s obligation to ensure thatthe programs and activities that receive federal funds comply with federal civil rights laws.

Some of the Civil Rights Related Program Requirements include, but are not limited to, the items listed below. Occupancy policies, which include the following: Application requirements; Waiting list requirements; and Tenant selection requirements.

Use of residency preferences in a manner that does not have an unequal impact on members of any class of individuals protected by federal civil rights laws.

Consistent maintenance requirements; and Consistent policies across properties owned by

the same owner to ensure against steering, segregation, or other discriminatory practices.

Civil Rights Related Program Requirements cont’d

Title VI, Subtitle D of the Housing and Community Development Act of 1992 (42 U.S.C. 13641)

In 1992 Owners of certain HUD multifamily assisted developments authorized to elect to serve elderly families, and limit the numbers of disabled families residing in the projects or to adopt preferences for elderly families, depending upon the type of project and whether certain requirements are met.

While this statute is not a civil rights law, it is referenced in HUD Handbook 4350.3 Rev. Change 2, Chapter 2 because if it is applied incorrectly, an owner agent may be in violation of federal civil rights laws, as well as program requirements.

Fair Housing Compliance, Management and Occupancy review We must collect and maintain various types of

information regarding prospective and current tenants to help establish compliance with program requirements.

For subsidized properties, HUD requires that we gather

information about the race and ethnicity of applicants and tenants so that HUD can easily spot possible discrimination, track racial or ethnic concentrations, and focus enforcement actions on owners & agents with racially or ethnically identifiable properties.

FH Compliance, MOR cont’d

Ethnicity and Race of applicants and tenants is determined by self certification rather than an observation of the owner. The Department also requires that owners report the numbers of persons with disabilities served by their programs.

In order to avoid the risk of violating civil rights and nondiscrimination requirements, WE MUST consistently ask the same questions of all prospective and current tenants.

Improving Access to Services for Persons with

Limited English Proficiency (LEP). Take affirmative steps to communicate with

persons who need services or information in a language other than English.

Take reasonable steps to ensure meaningful access to the information and services they provide for persons with LEP. This may include interpreter services and/or written materials translated into other languages.

Each Property must have a LEP plan in place and update annually.

Record-Keeping

Records. Civil rights related records must be kept in a secure manner. The civil rights related records include race and ethnicity data.

Access to Records. Allow HUD staff and Contract Administrators access to the relevant records for their properties and other sources of information, as necessary, for determining compliance with civil rights and nondiscrimination requirements.

HUD or the Contract Administrator may request information from owners and agents:

When an individual complains to HUD that he/she has been the subjectof discrimination;……….. HUD FHEO staff performs a review of an owner’s overall

compliance with civil rights and nondiscrimination requirements; Or when HUD Multifamily Housing staff looks for indicators of

noncompliance on behalf of FHEO as part of a management review.

When performing limited reviews of civil rights and

nondiscrimination requirements as part of a management review, HUD Multifamily Housing staff should use the checklists and operating procedures developed between the Office of Fair Housing and Equal Opportunity and the Office of Multifamily Housing to determine the relevant information needed from the owner to conduct the review

Housing Discrimination Complaints and Compliance Reviews HUD is responsible for responding to complaints

involving the Fair Housing Act, Section 504 requirements, and other civil rights requirements.

Anyone who believes that he or she has been subject

to discriminatory treatment from the owner of a particular property may file a housing discrimination complaint.

If applicants or residents indicate to an owner/agent that they want to file a housing discrimination complaint,

the Community Manager should:

Refer the individual to HUD; Provide the individual with FHEO’s pamphlet,

Fair Housing – It’s Your Right (HUD-1686-FHEO, March 2001); and/or

Review property’s policies and procedures to determine whether the individual’s assertions have any merit and make corrections as necessary to ensure compliance with Fair Housing requirements.

We do not discriminate against applicants or residents on the basis of their race, color, religion, sex, national origin, familial status, disability, or handicap. In addition, we have a legal obligation to provide “reasonable accommodations” to applicants if they or any family members have a disability or handicap. Compliance actions may include reasonable accommodations as well as structural modifications to the unit or premises. A reasonable accommodation is some modification or change that we can make to our policies or procedures that will assist an otherwise eligible applicant with a disability to take advantage of the program.

If applicants or residents they are a victim of discrimination, they may contact Lawler Wood Housing by writing to 2000 Riverview Tower, 900 S. Gay Street, Knoxville, TN, 37902 or call (865) 637-7777

What is LWH Policy?

http://www.hud.gov/offices/adm/hudclips/forms/hud1.cfm

http://nhl.gov/offices/fheo/FHLaws/yourrights.cfm

HUD-1686-FHEO, March 2001

Compliance Reviews

Compliance reviews are conducted by FHEO staff in accordance with Departmental procedures.

You may receive a call from a shopper today!

Be prepared, know the Yes and No’s of Fair Housing.

Guest Cards- Yes I canWhether your applicant is on the telephone or just walked in, know what to ask. Name Address and or Contact Numbers What size apartment are you looking for? When do you need an apartment? How many household members? Are there any special amenities you are looking for? Do you require any special features in an apartment? I would love to show you our community, I have

____________ available, what day/time works best for your schedule? (2 or 3 date & time offers usually works best)

Don’t forget to smile

No I can’t How many kids do you have? Are your children boys or girls, will they share a room? Are you married? We only accept applications from old people Do you have a handicap? We don’t take single people Are you an American? We are not accepting applications (must have RPM approval

& copy of advertisement & notice showing wait list is closed)

Are you pregnant? …… these are just a few examples

Know how to ask questions

Wrong How many

kids/children? Are you married Or are

you single? Are you handicapped?

Right1. How many household

members?

2. Each member 18 & older must sign paperwork, will you be the only adult member?

3. Do you require any special features in your apartment home?

Showing Apartments When you have market ready apartments, allow every

applicant to view every market ready apartment OR select one or two to show each day and make sure you show the same apartments to all applicants and use the same route through the community to access units.

Document the units you show each day in a marketing binder. This can be done by listing the appropriate unit(s) at the top of your telephone log. Use a new log each day if needed. Place in marketing binder at the end of each day/week. As apartments are leased, you may remove from list of units to show.

Your marketing binder is part of your required record keeping for Fair Housing Compliance.

Think Fair Housing: No, No’s Unlawful Refusal to rent or Negotiate for Rental. (examples: not

applying screening criteria as outlined in resident selection plan; telling an applicant you are not accepting applications when you are).

Discouraging anyone from inspecting or renting a unit in a community, neighborhood or property.

Discouraging anyone from renting a unit by exaggerating the problems of a unit or failing to inform a person of good points of the unit in a community, neighborhood, or property

Indicating by words or actions that an available unit has already been rented.

Providing false or inaccurate information about the availability of unit to anyone (including discrimination testers), regardless of whether the person is actually looking for housing.

Discrimination in terms or conditions. When completing work orders, follow policies & procedures. Make sure your service staff understands Fair Housing Laws.

Follow Policies and Procedures to ensure Fair Housing Compliance

You are in control, only you can ensure Discrimination DOESN’T HAPPEN ON YOUR

WATCH

Want More Information?

Review HUD Handbook 4350.3 Rev. 1, change 2, Chapter 2

http://www.fhasecure.gov/offices/adm/hudclips/handbooks/hsgh/4350.3/index.cfm

Reasonable Accommodations & Modifications

Section 504 Key Facts

Resulting from the Rehabilitation Act of 1973 Effective July 11, 1988 Pertains only to Federally Funded Programs & Activities (does not

include privately owned properties with section 8 voucher program) Prohibits discrimination against persons with disabilities: includes

applicants, residents and employees. Physical accessibilities are covered in UFAS (Uniform Accessibility

Standards) Persons with Disabilities is the politically correct term, not

“handicapped”. The 504 definitions of a “person with disabilities” is the same as Fair

Housing Act and ADA.

Persons with Disabilities definition

Physical or mental impairment that limits one or

more major life activity.Examples: Obvious- Physical: sight, hearing, loss of use of legs or arms,

illnesses Less obvious- Physical: breathing problems, allergies, heart

limitations. Obvious Mental: developmental disabilities, schizophrenia Less obvious – mental: depression, anxiety disorders, bipolar

disorder.

What is a Reasonable Accommodation?

A reasonable accommodation is when an

applicant or residents requires an exception

to the rule or practice in order to use and enjoy the

property dwelling unit. Examples include but are not limited to: Designated Handicapped parking space Unit transfer to lower floor or H/C unit Live in Aide Animal Exceptions: Assistance Animal

What is a Reasonable Modification?

A reasonable modification is when an applicant or resident requires a physical structural

modification to the common areas or the apartment unit.

Examples include but are not limited to: Modification of access to buildings or common areas Modifications to plumbing fixtures. Addition of handrails and grab bars Modification to door hardware

Reasonable Accommodation Process

1. Resident, applicant or employee contacts management and request a reasonable accommodation or modification.Request may be in writing, by e-mail, in person (verbal), by telephone (verbal)

RA Process continued

2. If the applicant/resident/employee is at the office making the RA request, ask that he or she complete the RA request form.

If they refuse, then management will complete the form filling in the information to document the request the same as you would if applicant/resident/employee makes a request by telephone.

IF, the applicant/resident/employee makes a request in writing, remember they are not required to make the request on a specific form.

3. If the disability or need for the accommodation or modification is not readily observable OR the connection between the disability and requested accommodation is not readily apparent, the applicant/resident/employee will sign a Verification form and return it to the office.

Management mails or faxes form to the verifier (with return self addressed stamped envelope if by mail).

We cannot require a specific form if adequate information is provided by a different method however, the verification should answer two questions.

1) Is the person disabled?2) Is there a connection between the disability and the requested reasonable accommodation or modification?

Who can verify/sign the disability verification or RA verification?4350.3 chapter 3, page 3-71 Disability appropriate source of information, including but not limited to individual’s physician, care worker of the elderly, social worker, psychiatrist, or Veterans Administration.

US Department of Housing and Urban Development Office of Fair Housing and Equal Opportunity (FHEO) in a joint statement with US Department of Justice Civil Rights Division:

A Doctor or other medical professional, a peer support group, a non-medical service agency, or other reliable third party who is in a position to know the individuals disability may also provide verification of disability.

4. If the verification is not returned, it is managements responsibility to follow up with first the verification source and then with the individual making the request.

5. When the verification is returned, the Community Manager scans and emails

RA Request form, RA verification and any other documentation

to Susan Howell, LWH 504 Coordinator and cc’s Regional Property Manager either 1) requesting approval OR 2) explaining why the accommodation or modification should be denied.

6. Susan may contact the Community Manager and or applicant/resident if she feels further information is needed to make a decision or she needs to discuss the request before preparing a response.

7. If it is determined that we are unable to provide the exact modification or accommodation, we will try to offer an alternative accommodation rather than refusing the request.

Susan will prepare and mail the letter to the applicant, resident or employee and email a copy to the Community Manager and Regional Manager.

9. Per LWH policy the response should be forwarded within 30 days of the date that the RA request is received.

The site will maintain the original request, verification and a copy of the response in the resident file and also place a copy of all forms in a Reasonable Accommodation binder.

504 Binder

Only LWH 504 Coordinator can Deny Reasonable Accommodations or modifications

A request should only be refused if: The request is unreasonable It would result in a financial or administrative

burden It would fundamentally alter a program It is structurally infeasible