AFHMPs - What You Need to Know

Hopefully, you noticed that you received a calendar reminder on August 3rd which said:

Annual AFHMP Marketing (open this event to see notes)

The notes read as follows:

If you have not already done so this fiscal year, be sure to send out your AFHMP letters, and do your advertising.

 As a reminder, you must:

-          Send letters to all Community Contacts listed in your                                            Marketing Plan

o   Letters must be individually addressed and dated – KEEP COPIES OF ALL SENT

-          Advertise in all sources listed in your Plan

-          Advise Pam if any sources are obsolete                                                                      (phone numbers, names,  returned letters)

-          Review your plan if it is due for updating,                                                                    and advise Pam of any requested changes

o   USDA Plans must be revised every three years
o   HUD Plans must be revised every five years

This calendar reminder will pop up yearly.  You do not need to do this marketing in August; I just wanted a yearly prompt to remind you of your requirements in the event that you had not already done your marketing.  

This also presents a great opportunity to review what your requirements are, especially in light of the fact that there are some new tools to assist you in this area.  The new AFHMP procedure and forms will be posted shortly.  

To review, you are required to take the following actions with regard to Affirmative Fair Housing Marketing:

Posting:
Your AFHMP must be posted.  

If possible, post the plan with all attachments. It should be posted in an easily accessible location (the same bulletin board where the RSP and other required notices are posted).

Annual Marketing (Using the new AFHMP Checklist 3-39a and Affirmative Marketing Tracking Sheet 3-39c):
Once a year, you must place ads and contact all Community Agencies specified in your Plan. 

You must document your efforts, so be sure to:

• Get tear sheets (copies) of all ads'
• Keep copies of all letters (and envelopes) sent to Community Agencies
• Note any obsolete contacts and advise the ADPM (me) that you need a replacement.  
• Clip this documentation together and label with the month and year marketing was completed.  It should generally be done at the same time each year.

**HINT* Make one month a year Update Month.  Look at your Resident Selection Plan and Handbook; do they need updates?  Next, review your Plan and complete letters and advertising..  Finally, do your Wait List Update. 

Annual Review of Plan (See Affirmative Marketing Tracking Sheet 3-39c):
As stated above, this should occur once yearly, and should be documented using the
Affirmative Fair Housing Marketing Tracking Sheet (3-39b).  This form will allow you to note any obsolete contacts that may need replacement.

3-year (USDA) or 5-year (HUD, CHFA, DOH, LIHTC) Review (Using AFHMP Update Worksheet 3-39b):
You will be contacted when your site's Plan is due for review.  If for any reason you are not contacted, and you believe your Plan is due for review, please email the ADPM (me) for instructions.  

HUD requires that plans be reviewed every 5 years, and updated only if that is required.  If the demographics have not changed, and your contacts are current, the plan may not require any changes.  I will simply review the plan and provide you with documentation that the plan requires no changes.

USDA requires that plans be updated every 3 years, which means that you require a new complete Plan.

The Update Process:
For the most part, updates will be completed by the ADPM (me).  It is imperative that all your information in OneSite is accurate and current.  Demographic information regarding race, ethnicity, and disability status is required for the Plan.  I pull the demographic reports from OneSite when completing the Plans.

DOH sites and others not using OneSite, you will be asked to provide demographic information on your applicants and residents. 

If the plan requires updating, you will also be asked to provide a digital color photograph of the site sign, as well as information on the dimensions of the logos on the site sign. 

Once a final draft is completed, it will be emailed to you for review.  Finally it will be sent to the regulatory body for approval.  You will have a copy on site; be sure to keep the approved plan on file.

Failure to Update as Required:
Please note that failure to perform the steps required can result in a finding on your Management Review / USDA Compliance Review.  

Additional Marketing:
Remember, the AFHMP targets your least likely to apply.  If you are finding that your wait list is dwindling, you may also want to undertake additional marketing to those most likely to apply.  You can do that whenever you like, and as many times as you like.  You must, at a minimum, complete your AFHMP advertising yearly.  Speak to your Regional Manager if you believe your site needs to do additional marketing to add to your Wait List.

Questions:
If you have any questions, please be sure to direct them to your Regional Manager / Assistant Director of Property Management / Director of Property Management.