IZ Workshop 2014: B1 affirmative fair marketing natick

Avalon NatickNatick, Massachusetts

Affirmative Fair Housing Marketing

March 2014

AVALON NatickNatick, Massachusetts

Table of Contents

I. Overview of Marketing Plan

II. Affirmative Marketing

III. Household Size Requirements

IV. Affordable Rent Schedule

V. Affordable Housing Open Enrollment & Lottery Plan

VI. Affordable Housing Application & Waitlist Process

VII. Outreach Contact List

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Avalon Natick3 Chrysler Road Natick, MA 01760

508-975-4333Affordable Housing Marketing

I. Overview of Marketing Plan & Certification

Avalon Natick comprises 407 studio, one-bedroom, and two-bedroom rental apartment homes within one 10-story and one 11-story residential tower, a separate 415-space structured parking garage supplemented with 215 surface spaces, a fitness center, an outdoor pool, a resident lounge and landscaped grounds.

The affordable apartments (54 one-bedroom and 48 two-bedroom apartments) are set aside for households not earning more that 80% Area Median Income for the Boston-Cambridge-Quincy MA-NH HUD Metro FMR Area (“moderate-income”).

There are 20 accessible apartments at Avalon Natick:Studio Apartments: 1 (market)One Bedroom Apartments: 6 (market), 4 (affordable)Two Bedroom Apartments: 6 (market), 3 (affordable)

As authorized representatives of AvalonBay Communities, Inc., respectively, each of us has reviewed this plan and agrees to implement this AFHMP, which shall be made effective as of the approval date. Further, by signing this form, AvalonBay Communities, Inc. agrees to review and update its AFHMP as necessary in order to comply with all applicable statutes, regulations, executive orders and other binding DHCD requirements pertaining to affirmative fair housing marketing and resident selection plans reasonably related to such statutes, regulations, executive orders, as same may be amended from time to time. We hereby certify that all the information stated herein, as well as any information provided herewith, is true and accurate

Name & Title Date

Signature

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A. Nondiscrimination and Reasonable Accommodations

1. Avalon Natick will not discriminate in the selection of applicants on the basis of race, color, national origin, disability, age, ancestry, children, familial status, genetic information, marital status, public assistance recipiency, religion, sex, sexual orientation, gender identity, veteran/military status, or any other basis prohibited by law.

2. Applicants with disabilities may request (i) modifications to the Apartment Home or the community or (ii) accommodations to our rules, policies, practices or services, if such modifications or accommodations are necessary to afford an equal opportunity to use and enjoy the premises.

3. AvalonBay has identified certain racial or ethnic minority groups may be less likely to apply for residency at Avalon Natick. While AvalonBay's application process cannot take into account any applicant's membership in a protected class, including race, national origin or disability, specific efforts will be made in marketing Avalon Natick to minority groups through the use of targeted publications identified in Section II in order to ensure that these groups are equally aware of and have equal access to the housing opportunities at Avalon Natick.

AvalonBay encourages applicants with diverse backgrounds to apply for housing at our communities. For those with Limited English Proficiency, the owner will utilize a Language Line Service, which provides translation services in a multitude of languages. The owner calls the number to explain the need, and an interpreter translates the information to the applicant.

The AvalonBay Level One Call Center associates, available 24 hours a day, are trained to accommodate relay calls for applicants and/or households that need TTY services. The Level One Call Center associate relays information and/or answers specific questions about the community to the relay operator, who disseminates the answers to the resident/applicant caller through a typing devise.

II. Affordable Apartments Affirmative Marketing Plan

AvalonBay Communities, Inc. will market the availability and application process for the Avalon Natick affordable apartments throughout the community. While these efforts were most heavily employed during the Avalon Natick open enrollment period, these media outlets are used for additional marketing at any time when the number of applicants for the affordable apartments is not sufficient. The outreach list is maintained and utilized at any time the number of applicants for the affordable apartments may not be sufficient.

A. Outreach to Section 8/Housing Choice Voucher Certificate Holders:

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The Owner will contact the local housing authority and/or other non-profit agencies responsible for administering the Housing Choice Voucher Program (i.e. Section 8) and provide them with:- An overall development description.- Moderate-income apartment description by size.- How to apply; where, when, etc.

Mailing directed specifically to families who have been issued certificates by the local housing authority, but have not located apartments. The local housing authority will advise the Owner of the number of outstanding certificates, in accordance with local housing authority records so the Owner may prepare a mailing. Privacy requirements forbid the Owner direct access to the names of the certificate holders. Letters may only be addressed and mailed by the local housing authority. The details, stamps, envelops, etc must be worked out between the Owner and the local housing authority.

B. Advertisements- Newspaper Advertising: Advertisements must be placed in local newspapers and minority

newspapers stating location, apartment size and what certificates and income-levels will be accepted.

Advertisements will be placed in the following periodicals: The Boston Globe, The Bay State Banner, El Mundo, Sing Tao, Sampan, and any additional newspapers necessary to reach the appropriate minority demographic.

C. Apartment Guides The New England Apartment Guide may be used on a monthly basis.

D. Community Contacts

Outreach is made to moderate-income households via local community resource contacts. These organizations are to be contacted and advised of the availability of apartments for certificate holders and moderate-income prospective residents so they may advise their clientele. (See attached list for names of organizations that may be added to the outreach. This list is maintained and updated on a regular basis).

E. Internet Advertising

1. The community will be advertised on multiple internet sites to include:Avalon Communities.com, Rentnet.com, Bostonapartments.com, Apartmentguide.com, BostonAvalon.com, and Rent.com. In addition, there is an internet “pay per click” campaign in order to attract applicants through internet searches.

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F. Required Community Listings

1. Accessible units are listed with MassAccess whenever they become available: (www.massaccesshousingregistry.org)

2. All affordable apartments are listed with MassAccess whenever they become available upon turnover. (http://www.chapa.org)

3. All available affordable apartments are reported to the Boston Fair Housing Metrolist, as known as the Metropolitan Housing Opportunity Clearing Center. The Metropolitan Housing Opportunity Clearing Center may be reached at 617-635-3321.

III. Household Size Requirements

A “household” shall mean two or more persons who will live regularly in the unit as their principal residence and who are related by blood, marriage, law or who have otherwise evidenced a stable inter-dependent relationship, or an individual. In order to make the best use of limited affordable housing resources, household size should be appropriate for the number of bedrooms in the home. The following minimum household standards are followed at Avalon Natick:

- For each affordable apartment home, there must be at least one person for each bedroom. A husband and wife, or those in a similar living arrangement, shall be required to share a bedroom.

- Exceptions to this minimum household requirement will be granted based upon an approved reasonable accommodation request.

- Preference for waitlist placement is awarded according to the household size requirements; refer to Section VI.

IV. Affordable Apartment Rent Schedule

A. The Affordable rent schedule is updated annually based upon changes to the AMI published by HUD. Monthly Rents are calculated by multiplying 30% by 80% of AMI and adjusted for family size for 1.5- bedroom and 3-2 bedroom, divided by 12, minus the utility allowance (“UA”).

B. An adjustment to the monthly affordable rent is made for the utility adjustment as provided by the local housing authority.

C. If apartments are successfully marketed to applicants with Housing Choice Vouchers, the rent may be based upon the current HUD published Section 8 FMR (+/- 10% as allowed by HUD) as long as the tenant portion does not exceed the maximum allowable affordable rent.

V. Affordable Housing Open Enrollment Plan and Lottery: The following open enrollment and lottery process was followed for the initial leasing of the affordable apartments at Avalon Natick in 2013

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A. The Affordable Housing Open Enrollment period lasted for 60 days and commenced 90 days prior to the initial occupancy date.

1. Within 30 days prior to commencement of the Affordable Housing Open Enrollment period, an Information Session was held to introduce prospective affordable housing applicants to the project, to provide an overview of the application and lottery process, and to answer any questions from prospective applicants.

B. The application process for the affordable apartments during the open enrollment process was as follows:

1. Applications were available during the Open Enrollment period. Applicants had to return all required information during the sixty-day open enrollment period.

2. The application approval process took approximately thirty (30) days. Once the affordable income applicants have been approved, the balance of the applicants will be placed on a waiting list.

3. Affordable income apartments shall be offered to households based on income eligibility.

4. Housing Choice Voucher holders (i.e. Section 8) who are eligible were encouraged to apply for the affordable apartments.

5. All adult household applicants were required to complete an AvalonBay Communities, Inc. Rental Application and an Affordable Housing Questionnaire (a pre-application)

6. Records for every application made by an applicant, with name, date, bedroom size required and the final status of the application, accepted, rejected, invalid certificate, etc. will be maintained. This data will be maintained for a minimum of seven (7) years.

C. Lottery

1. AvalonBay Communities, Inc. oversaw the lottery.

2. All qualified applications submitted during the open enrollment period were eligible for the lottery.

3. Applicants for the lottery were required to submit all required material by a specific deadline. Only applicants who are income eligible based upon self-reported figures and who submitted all required information were entered into the lottery.

4. Qualified applicants were grouped according to apartment size (one, two and three-bedroom apartments).

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5. Qualified applicants were selected at random through a lottery process, based on apartment size.

Each qualified applicant was assigned a registration number and placed in the lottery pools in which they qualify. The ballots were randomly drawn and ranked in the order which they were drawn. Units will be awarded (largest units first) by proceeding down the list of lottery winners to the first household size on the list which is the appropriate size for the available apartment. This process is repeated until all available units have been assigned to appropriately sized applicant households.

6. Once the initial affordable apartment allocation was fulfilled, all remaining applicants were placed on the wait list, specific to the bedroom size, according to their ranking number.

7. Minorities will be identified in accordance with the regulatory classifications established by HUD-defined area, which are: American Indian or Alaskan Native; Asian; Native Hawaiian or Other Pacific Islander; Black or African-American; Hispanic or Latino.

8. Preference for the accessible units was given to such physically disabled persons.

9. AvalonBay Communities, Inc. prepared complete application materials, including an application form, application certification form, and authorization for consent to release information, description of the use restrictions, and a description of the eligibility requirements.

D. Acceptance/Rejection/Notification to Remaining Applicants

1. Accepted Applications Applicants accepted for occupancy were notified verbally and in

writing and had a period of 7 business days to accept or refuse the apartment offer after such notification.

A copy of this letter was attached to the application and sent via US Mail.

A thirty (30) day period to process applications is approved during lease-up.

E. Processing Applications

1. All applications followed the Avalon Communities qualification process. This process is based on income and credit standing.

2. All applicants offered an apartment had to pass a credit screening and provide verification of their household income.

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3. Criminal background checks (CORI) are not part of the pre-qualification process.

F. Rejected Applicants

1. Applicants for affordable apartments deemed unacceptable for occupancy were notified in writing with the specific reasons for rejection(s), the appropriate point of contact to review the accuracy of the information received. Ex. Reporting credit bureau. There is not a formal appeal process, but the owner will discuss the rejection reason with the applicant and may accept additional information, which may overturn the decision.

2. Applicants deemed ineligible for occupancy (due to family size, invalidity or absence of a certificate, or inability to live independently) were notified in writing with the specific reason(s).

G. Notification to Remaining Applicants

1. Remaining applicants were informed in writing as quickly as possible that all apartments had been committed. It must be stated that they should seek housing elsewhere. They can be told that AvalonBay will keep their name on file should

an affordable apartment become available in the future. The applicant will still need to meet the income qualifications.

H. Applications Received after the Open Enrollment Period1. Applications received after the open enrollment deadline was not part of the

lottery. 2. Applicants were placed on a waitlist by bedroom size based upon the date an

application is received. This includes inquiries after the initial affordable apartments are leased.

3. As apartments become available, applicants will be contacted for interest in the affordable apartment and will be asked to provide additional documentation to ensure eligibility.

VI. Affordable Housing Application Process: The following application process is followed after the initial open enrollment and lottery process at Avalon Natick.

A. Pre-Applications- available in the Avalon Natick leasing office, via email through a request to [email protected] or an applicant can request to have a hard copy of the pre-application mailed or faxed to them by calling 508-975-4333.

1. Applicants interested in an affordable apartment must complete an Affordable Housing Questionnaire (i.e. a pre-application). The pre-application lists contact information, household information, and a self-reported household income value.

2. Approved Questionnaires will be time and date stamped upon receipt.

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3. Applicants will be placed on the waiting list for the apartment type they applied for (1 or 2 bedrooms). See Section B.

B. Affordable Housing Waitlist Policy

1. A separate waitlist is maintained for each apartment with a specific number of bedrooms (studios,1,2,3, etc), and for each program type (50%, 60%, 80%). There are separate lists for each apartment type (1, 2 bdrms) for the Avalon Natick 80% program.

2. Applicants may be on more than one waitlist at any given community.

3. A separate list must be maintained for handicapped accessible requests (units with adaptive features). As accessible apartments are available, these applicants receive priority for these apartments.

4. Applicants are added to the waitlist by the date they submit a pre-application and by preference points, if applicable.

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5. Pre-applications for persons with disabilities who require a reasonable accommodation with the applications process will be time/date stamped prior to being provided to such applicants. This time/date stamp will be used to place the applicant on the waitlist as long as it is not post marked more than 30 days of the time/date stamp.

6. Preference- Existing residents seeking transfer within the community for needs-based requests or compliance reasons will receive preference. Transfer requests based on a “want” will not be given priority over new applicants.

7. Applicants that meet the minimum household size standards as described in Section III will receive preference above those that do not meet this standard.

- Within the applicant pool, second preference is given to households requiring the number of bedrooms in the unit minus one, based on the minimum household criteria.

- Within the applicant pool, third preference is given to households requiring the number of bedrooms in the unit minus one, based on the minimum household criteria.

8. As apartments become available, the community must contact applicant at the top of the waitlist.

9. Applicants are allowed 2 opportunities to decline an apartment (a non- response is considered a decline). An applicant will be removed from the waitlist after declining an apartment twice.

10. A waitlist should be updated on an annual basis to ensure the most up to date information is captured. Additionally, the waitlist should be updated to remain consistent with the objectives of the housing program, and are adequately representative of the racial, ethnic and other characteristics of potential applicants in the housing market region.

11. The waitlist may be closed if the waiting period for applicant is estimated to be greater than two years. Factors such as the number of households remaining on the list, the likelihood of the continuing eligibility of such households, and the demographic diversity of such households may also impact the status of the list, subject to the approval of the subsidizing agency.

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12. The waitlist for each apartment size should contain enough applicants anticipated to be placed in the next 12 months. If the Avalon Natick waitlist is closed, the owner will begin to re-market the affordable apartments if the number of applicants on the waitlist for any given apartment size does not contain a sufficient number of applicants. Re-marketing will include activities described in Section II.

C. Lease-Up Records

1. The Owner/Agent will maintain records with regard to the processing of market applications to ensure they are in compliance with DHCD statutory requirements for income verification as discussed earlier.

a) These records will be maintained for a period of at least seven (7) years.

b) The analyst must be kept aware of ongoing lease-up procedures for the moderate income apartments conducted with local housing authorities to determine adequacy of marketing efforts, coordinate assignment of apartments if required, and receive a list of all approved low income/moderate income applicants.

c) Analysts must ensure utilization of the Resident Location Plan.

d) Records to be maintained in the permanent applicant file are:(a) Credit References(b) Income Verification(c) Approval/Rejection/Ineligibility Letters

VII. Outreach Contact List

Additional Outreach contacts in the area to be provided by DHCD and Local housing authority

PRINTED MEDIA

The Boston GlobePO Box 2378

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Boston, MA 02107

The Metro West Daily News33 New York Ave. Framingham , MA 01701617-929-2154 (Diane Mclcahey)

The Bay State BannerAfrican American925 Washington StreetBoston, MA 02124617-261-4600 (Janine Carr)

El MundoHispanic20 Columbia RoadCambridge, MA 02138617-522-5050 (Lisa ext 236)

Sing TaoAsian246 Harrison AvenueBoston, MA 917-426-9642 (Mr.Yan)

SampanAsian90 Tyler StreetBoston, MA 02124917-426-8673 (Georgiana)

LOCAL AND REGIONAL HOUSING AUTHORITIES AND AGENCIES

Natick Housing Authority4 Cottage StreetNatick, MA 01760

Dover Housing Partnership5 Springdale AvenueP.O. Box 250Dover, MA 02030

Framingham Housing AuthorityOne John J. Brady DriveFramingham, MA 01702

Needham Housing Authority28 Captain Robert Cook DriveNeedham, MA 02494

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Sherborn Housing Committee19 Washington StreetSherborn, MA 01770

Sudbury Housing Authority55 Hudson RoadSudbury, MA 01776

Wayland Housing Authority106 Main StreetWayland, MA 01778-4939

Wellesley Housing Authority109 Barton RoadWellesley, MA 02481

Weston Affordable Housing Trust11 town House RoadPO Box 378Weston, MA 02493

CIVIC GROUPS, SOCIAL SERVICES AGENCIES, AND OTHER NON-PROFIT ORGANIZATIONS

Natick Town Hall13 East Central StreetNatick, MA 01760

Natick Public Schools13 East Central Street Natick, MA 01760

Natick Public Library- Morse Institute Library14 East Central StreetNatick, MA 01760

Natick Service Council Inc2 Webster St.Natick, MA 01760

Natick Family Network179 Boden Ln, Natick, MA 01760

Natick Lions ClubNatick, MA 01760

Social Services of New England Inc

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17 W Central St. Natick, MA 01760

Elks Lodge95 Speen St. Natick, MA 01760

Bright Beginnings Children Ctr28 Wellesley Rd.Natick, MA 01760

American Red Cross116 Concord St. Framingham, MA 01702

Adolescent Consultation Services Inc110 Mount Wayte AveFramingham, MA 01702

Life Experience School2 N Main St Sherborn, MA 01770

Dover Town Hall5 Springdale AveP.O. Box 250Dover, MA 02030

Framingham Town Hall150 Concord St. Framingham, MA 01702

Needham Town Hall1471 Highland AvenueNeedham, MA 02492

Sherborn Town Hall19 Washington StreetSherborn, MA 01770

Sudbury Town Hall322 Concord RoadSudbury, MA 01779-1800Wayland Town Hall41 Cochituate RoadWayland, MA 01778-2614

Wellesley Town Hall525 Washington StreetWellesley, MA 02482

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Weston Town Hall11 Townhouse RoadWeston, MA 02493-2000

Massachusetts State Council Knights of Columbus470 Washington St. Suite #6Norwood, MA 02062

Rotary International – NatickDolphin Restaurant 12 Washington Street Natick, MA

Rotary International – Charles River (Wellesley-Natick) Courtyard Marriott Natick342 Speen StreetNatick, MA

Rotary International- FraminghamKen’s Steak House95 Worcester RoadFramingham MA

Rotary International- NeedhamNeedham Sheraton Hotel100 Cobot StreetNeedham Heights, MA

Rotary International- SudburyWayside Inn72 Wayside Inn RoadSudbury, MA

Rotary International- WestonWeston Golf Club275 Meadowbrook RoadWeston, MA

Freemason Lodge 1101 Highland AvenueNeedham, MA 02494

Bautista Enrico1300 Worcester St. Natick MA 01760

Park Square Revival Corporation405 Cochituate RdFramingham, MA 01701

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Metro West Bridge Christian Fellowship7 Strathmore RdNatick, MA 01760

Hartford Street Presbyterian Church99 Hartford StNatick, MA 01760

Saint Linus Rectory 119 Hartford StNatick, MA 01760

Church of Christ in Natick324 N Main St. Natick, MA 01760

Pilgrim Church25 Main St. Wayland, MA 01778

Saint Theresa Rectory35 Main St. Wayland, MA 01778

Congregation Sar Shalom841 Worcester St #127Natick, MA 01760

Community United Methodist Church5 Damon StWayland, MA 01778

Christian Science Reading Room971 Concord St. Ste 6Framingham, MA 01701

Temple Israel of Natick145 Harford St.Natick, MA 01760

St. Zepherin’s Rectory99 Main St.Wayland, MA 01778Christian Science Church887 Concord St.Framingham, MA 01701

St. George’s CCD74 School St. Framingham, MA 01701

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Wesley Methodist Church 8 Fairbanks WayFramingham, MA 01701

Fisk Memorial United Methodist Church106 Walnut St. Natick, MA 01760

Renewed Baptist Church 1 C St. Framingham, MA 01760

Boston Taiwanese Christian Church15 Elm StFramingham, MA 01701

Albanian Orthodox Church of the Annunciation 37 Washington AveNatick, MA 01760

Edwards Church Uee39 Edwards StFramingham, MA 01701

Victory Baptist Church7 Park AveFramingham, MA 01701

Celebration International Church6 Loker St. Wayland, MA 01778

Wellesley Park Assembly of God6 Loker St. Wayland, MA 01778

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Avalon Natick– Affordable Housing QuestionnaireFree Translation/Language Assistance Available Upon Request

Applicants with disabilities may request modifications to the rental unit and/or accommodations to our rules, policies, practices or services, if such modifications or accommodations are necessary to afford an

equal opportunity to use and enjoy the premises

NAME OF PRIMARY APPLICANT: __________________________Date of birth____________

Other applicants: Name__________________________Date of birth______________________

Name__________________________Date of birth______________________ Name__________________________Date of birth______________________

PHONE:____________________ CELL:______________________ EMAIL:_____________________

CURRENT ADDRESS: _________________________________________________Street Number & Name City St Zip

**Each occupant 18 years of age and older must complete an Application for Residency prior to Occupancy**

1) How many persons will be occupying the apartment home? _______________________

2) How many persons, including yourself, will be full time students? __________________

**Specific Guidelines apply please call the community for details**

3) What is your combined total gross annual household income from all sources? $

4) What size apartment home are you interested in? (circle one): Studio One Two Three

5) Anticipated Move-in Date:________________________________

6) Do you have any pets? (circle one) No Yes If yes, how many? _____ For Dogs What Breed and weight?_________________________________

7) Do you have a Housing Choice Voucher? (circle one) No Yes ______________________

Housing Authority Name____________________________________________________

9) List the AvalonBay Communities and/or Massachusetts towns where you want to live: AvalonBay Communities:

1. 2.

10) Are you currently on any other waitlist for AvalonBay Communities? (circle one) No Yes If yes, which communities? ________________________________________________________________________

11) Do you have any special housing needs? If so, please explain:

12) Are you currently homeless? YesNo (If yes, you must provide a letter from the shelter you currently reside)

If you will soon be homeless, list the approximate date of homelessness: __________________

Please return the completed questionnaire to: [email protected]; or (2) fax 508-975-4331 or (3)

mail or drop-off at Avalon Natick Leasing Office ATTN: Affordable Housing 3 Chrysler Road Natick, MA 01760

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