Lesson 3:

Importance of Policies to Housing Programs and Communities

Policies serve as the backbone of many communities and organizations. They help by defining goals and charting the path to achieve these objectives. They spotlight key activities pivotal for the smooth functioning of housing management, such as the collection of rental arrears and capital replacement planning. Beyond the strategic, policies shed light on everyday operations, addressing general building rules, pets, parking, and no-smoking areas. Moreover, they also equip the board with directions on how to address issues when they emerge. Policies have many benefits, here are some of the most notable:

1. Consistency
   For a community to maintain its efficacy, consistency is key. Policies and procedures act as safeguards, ensuring that the organization’s processes remain undeterred over time, even amidst personnel changes. New board members benefit immensely from these established policies, enabling them to understand organizational operations and their role swiftly.
2. Accountability
   A community fortified with clear policies and procedures can stand firm against allegations of prejudice or legal violations. Established and consistently followed policies not only strengthen community credibility but also build trust among its members and stakeholders.
3. Efficiency
   A community without written policies may still function, but the introduction of formal, structured policies enhances efficiency. These written guidelines ensure alignment in expectations and operations, promoting optimal performance across the board.
4. Clarity
   Clear policies lay down explicit expectations regarding roles, responsibilities, and processes. When everyone in the organization is unequivocally aware of what’s expected, operations run seamlessly.

Understanding Housing Policy

At the heart of housing management is housing policy. This encompasses the actions of government bodies, impacting housing supply, standards, and urban planning directly or indirectly. Such policies, whether they concern legislation, tax incentives, or resource allocation, can influence house prices, affordability, and the availability of rental spaces. They can lead to investment in social housing or spur the private sector to develop more rental spaces.

In the Canadian context, housing policy is a shared responsibility across three levels of government. The absence of a robust pan-Canadian strategy means the nation lacks a comprehensive approach, a stark contrast to many industrialized nations that boast a solid national housing strategy funded by their Federal Governments. The significance of housing policy extends to its impact on homelessness, emphasizing the crucial role of safe and affordable housing in ensuring shelter for the most vulnerable. Most recently, Canada’s federal government implemented the National Housing Strategy.

The National Housing Strategy Housing Policy

The National Housing Strategy (NHS) is a housing policy that Canadas federal government created. It has set a ambitious 10-year, $70+ billion plan (based on figures as of my last training data in September 2021) to strengthen communities and cut chronic homelessness in half. The central goal of the NHS is to ensure Canadians across the country can access housing that meets their needs and that they can afford.

Key Objectives of the NHS:

1. Reduce Homelessness
   One of the core aims of the NHS is to reduce chronic homelessness by 50%.
2. Create More Housing Units
   Introduce new housing initiatives, repair existing ones, and maintain community housing.
3. Affordable Housing
   The aim is to make housing affordable for Canadians, ensuring that by 2030, new homes are created, and existing homes are repaired or renewed.
4. Support Vulnerable Groups
   This includes women and children fleeing family violence, seniors, Indigenous peoples, people with disabilities, those dealing with mental health and addiction issues, and veterans.

Connection to Housing Policy:

1. Understanding Core Need
   The term “core need” was introduced by Canada’s national housing agency, the Canada Mortgage and Housing Corporation (CMHC), to identify households spending more than 30% of their income on housing. This measure helps policymakers understand the extent of housing affordability issues and tailor responses appropriately.
2. Role of Different Government Levels
   Although the constitutional authority for housing resides with provincial governments, the NHS signifies a commitment at the federal level. Provinces may delegate housing responsibilities to regional and city governments, allowing for tailored approaches in different communities.
3. Historical Context
   Canada’s involvement in housing policy dates back to significant events such as the Depression and the post-war period. Historically, the government has provided various programs, grants, and loans aimed at ensuring Canadians have access to affordable and quality housing. The NHS continues and amplifies this legacy by integrating and expanding upon past and current housing initiatives.
4. Holistic Approach
   The strategy not only focuses on the physical aspect of housing but also recognizes the importance of related services such as health care, child care, and community involvement. It promotes a comprehensive approach, emphasizing collaboration among different stakeholders, including government agencies, non-profits, the private sector, and communities themselves.
5. Promotion of Innovation and Sustainability
   The NHS also supports innovative and sustainable housing solutions. Emphasizing the importance of environmental considerations, the strategy promotes energy-efficient housing and sustainable community planning.

In conclusion, the National Housing Strategy represents Canada’s comprehensive and long-term vision for housing, underpinning various policies and initiatives that aim to ensure all Canadians have access to safe, affordable, and high-quality housing.

Types of Housing Policies for Managers to Implement at the Community Level

Housing managers typically oversee housing that is designed to be affordable for a variety of residents, often including those with lower incomes, special needs, or other specific requirements. The exact housing policies that a community housing manager might implement can vary widely based on the local regulatory environment, funding sources, and specific community needs. However, some common types of housing policies for community housing managers include:

1. Eligibility and Selection Criteria:
   • Defining income thresholds for eligibility.
   • Setting criteria for priority populations, such as persons with disabilities, seniors, or the formerly homeless.
   • Processes for verifying tenant income and other eligibility factors.
2. Rent Setting and Adjustments:
   • Implementing rent-geared-to-income (RGI) models where rent is based on a tenant’s income.
   • Policies on annual rent reviews or adjustments.
   • Handling of utility costs, whether they are included in the rent or separate.
3. Maintenance and Repairs:
   • Regular inspections and preventative maintenance schedules.
   • Procedures for tenants to request repairs.
   • Allocation of responsibilities between the housing provider and tenants for different types of repairs or maintenance.
4. Conflict Resolution:
   • Processes for handling disputes between tenants or between tenants and management.
   • Mechanisms for formal complaints and their resolution.
5. Evictions and Terminations:
   • Grounds for eviction, which might include non-payment of rent, criminal activity, or violations of tenancy agreements.
   • Processes for issuing warnings, notices, and carrying out evictions in accordance with local laws.
6. Accommodations for Special Needs:
   • Policies ensuring accessible units for people with physical disabilities.
   • Considerations for individuals with mental health challenges, substance use issues, or other unique needs.
7. Community Engagement:
   • Opportunities for tenant participation in decision-making or advisory roles.
   • Hosting community meetings, feedback sessions, or other engagement events.
8. Safety and Security:
   • Implementing security measures, such as surveillance cameras or security personnel.
   • Policies on guest visits, access control, and reporting suspicious activities.
9. Sustainability and Environmental Policies:
   • Implementing energy-saving measures or other green initiatives.
   • Recycling and waste management policies.
10. Pets and Service Animals:
    • Determining if pets are allowed, any size or breed restrictions, and related deposits or fees.
    • Policies on service animals for persons with disabilities.
11. Subletting and Assignments:
    • Criteria under which a tenant can sublet their unit or assign their lease to someone else.
12. Updates and Communication:
    • Regular communication mechanisms, like newsletters or bulletin boards.
    • Processes for notifying tenants of changes to policies or other important information.

Each community housing environment is unique, and the specific policies adopted will need to reflect the unique characteristics and needs of that community. It’s also crucial for community housing managers to be familiar with local, regional, and national housing regulations and to ensure that all policies comply with legal requirements. Within Indigenous communities, these overarching regulations are considered optional but encouraged to comply with.

Policy and Compliance Issues with Housing Policy

Housing policy compliance can happen at two levels within communities. Housing managers within Indigenous communities can choose to comply with the local and national standards set for housing, and tenants can choose to comply with housing policies set by housing managers for their residency. Both are important aspects to look at.

Canada encompasses a broad set of regulations aimed at ensuring properties are adequately managed and maintained. It covers building codes, health and safety standards, and fair housing practices. Both in the mainstream Canadian context and within Indigenous communities, adherence to these regulations is paramount.

Effective management of housing policies and compliance, especially in Canada’s diverse landscape that includes Indigenous communities, requires dedication and a commitment to continuous learning. It’s not just about adhering to laws but also ensuring that housing provisions are safe, equitable, and beneficial for all stakeholders. By prioritizing compliance and engaging with relevant experts, housing managers can navigate the intricate world of housing regulations confidently and competently.

Tenant Compliance to Housing Policies Set by Housing Managers

For residential communities to function harmoniously and efficiently, it’s essential that tenants understand and adhere to the housing policies established by their housing managers. These policies ensure the well-being, safety, and satisfaction of all residents within a property.

Strategies for Addressing Non-Compliant Tenants

1. Open Communication:
   
   1. Initial Dialogue
      Engage in a calm and constructive conversation with the tenant to understand the reason for the non-compliance. There may be underlying issues or misunderstandings that can be resolved through open dialogue.
   2. Written Notification
      If verbal communication doesn’t resolve the issue, send a written notice detailing the specific non-compliance issue, referencing the relevant clause in the lease agreement.
2. Documentation:
   
   1. Record Incidents: Maintain a record of all instances of non-compliance, including dates, descriptions, and any evidence like photographs or witness statements.
   2. Keep Correspondence: Store all communication between you and the tenant, including emails, letters, and notes from phone calls or meetings. This will be helpful if legal action becomes necessary.
3. Mediation:
   1. Third-Party Intervention: If the issue persists, consider involving a neutral third-party mediator. This person can facilitate communication between both parties and help find a resolution.
4. Offer Solutions or Compromises:
   1. Flexible Arrangements: If possible, provide alternative solutions that might be more feasible for the tenant, e.g., setting up a payment plan if they’re struggling with rent.
   2. Educational Resources: If the non-compliance is due to a lack of understanding, offer resources or information sessions to educate the tenant about their responsibilities.
5. Formal Warning:
   1. Issue a Formal Notice: If the non-compliance continues, send a formal warning that outlines the potential consequences, such as fines or eviction if the behavior doesn’t change.
   2. Reference Lease Terms: Clearly refer to the terms and conditions of the lease agreement that the tenant is violating.
6. Financial Consequences:
   1. Fines: As per the lease agreement or housing policies, impose fines for repeated non-compliance.
   2. Withholding Security Deposit: If the non-compliance has led to property damage, consider withholding part or all of the security deposit to cover repair costs.
7. Legal Action:
   1. Seek Legal Advice: If you’re considering eviction or other severe measures, consult with a legal professional to ensure you’re following proper procedures.
   2. Eviction: As a last resort, after following all the necessary steps and giving the tenant ample opportunity to rectify their behavior, consider eviction. Ensure you follow the legal eviction process specific to your jurisdiction.
8. Prevention for the Future:
   1. Tenant Screening: To minimize the risk of non-compliance in the future, thoroughly screen potential tenants before signing a lease. This includes checking references and rental history.
   2. Clear Lease Agreements: Ensure that your lease agreements are clear, comprehensive, and provide details about the consequences of non-compliance.

While housing managers set policies, their successful implementation largely depends on tenant compliance. For tenants, understanding and adhering to these policies not only protects their residency but also enhances the quality of life within the community. Mutual respect and collaboration between housing managers and tenants are essential for creating thriving residential communities.