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HomeMy WebLinkAbout2022-09-13 Policy & Services Committee Agenda Packet1 Materials related to an item on this agenda submitted to the Policy and Services Committee after distribution of the agenda packet are available for public inspection in the city’s website at www.cityofpaloalto.org POLICY AND SERVICES COMMITTEE Tuesday, September 13, 2022 Regular Meeting Council Chamber & Virtual 7:00 PM Pursuant to AB 361 Palo Alto City Council and Committee meetings will be held as “hybrid” meetings with the option to attend by teleconference/video conference or in person. To maximize public safety while still maintaining transparency and public access, members of the public can choose to participate from home or attend in person. Information on how the public may observe and participate in the meeting is located at the end of the agenda. HOW TO PARTICIPATE VIRTUAL PARTICIPATION CLICK HERE TO JOIN (https://cityofpaloalto.zoom.us/j/94618744621) Meeting ID: 946 1874 4621 Phone:1(669)900-6833 The meeting will be broadcast on Cable TV Channel 26, live on YouTube at https://www.youtube.com/c/cityofpaloalto, and streamed to Midpen Media Center at https://midpenmedia.org. PUBLIC COMMENTS Public Comments will be accepted both in person and via Zoom meeting. All requests to speak will be taken until 5 minutes after the staff’s presentation. Written public comments can be submitted in advance to city.council@cityofpaloalto.org and will be provided to the Committee and available for inspection on the City’s website. Please clearly indicate which agenda item you are referencing in your email subject line. Call to Order Oral Communications Members of the public may speak to any item NOT on the agenda. Action Items 1.Referral from City Council for Policy & Services Committee Rental Survey Program Discussion and Recommendations 2.Discussion and Recommendation to the City Council Regarding the City Council Values Statement (Follow up to City Council Referral from February 2022) Presentation 2 Policy and Services Committee Regular Meeting September 13, 2022 Future Meetings and Agendas Adjournment PUBLIC COMMENT INSTRUCTIONS Members of the Public may provide public comments to hybrid meetings via email, in person, teleconference, or by phone. 1.Written public comments may be submitted by email to city.council@cityofpaloalto.org. 2.In person public comments please complete a speaker request card located on the table at the entrance to the Council Chambers, and deliver it to the City Clerk prior to discussion of the item. 3.Spoken public comments using a computer or smart phone will be accepted through the teleconference meeting. 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Speakers will be notified shortly before they are called to speak. •When called, please limit your remarks to the time limit allotted. •A timer will be shown on the computer to help keep track of your comments. 4.Spoken public comments using a phone use the telephone number listed below. When you wish to speak on an agenda item hit *9 on your phone so we know that you wish to speak. You will be asked to provide your first and last name before addressing the Council. You will be advised how long you have to speak. When called please limit your remarks to the agenda item and time limit allotted. Click to Join Zoom Meeting ID: 946 1874 4621 Phone: 1(669)900-6833 AMERICANS WITH DISABILITY ACT (ADA) Persons with disabilities who require auxiliary aids or services in using City facilities, services or programs or who would like information on the City’s compliance with the Americans with Disabilities Act (ADA) of 1990, may contact (650) 329-2550 (Voice) 48 hours or more in advance. City of Palo Alto (ID # 14139) Policy and Services Committee Staff Report Meeting Date: 9/13/2022 Report Type: Action Items City of Palo Alto Page 1 Title: Referral from City Council for Policy & Services Committee Rental Survey Program Discussion and Recommendations From: City Manager Lead Department: Planning and Development Services Recommendation Staff recommends that the Policy and Services Committee (P&S Committee): • Discuss and provide feedback on the development of the Palo Alto Rental Survey Program (RSP). Executive Summary At its November 29, 2021 meeting, City Council adopted a package of rental protection policies that included further development of a Rental Survey Program (RSP).1 City Council directed staff to return to the Policy and Services Committee (P&S Committee) for feedback on a RSP. Specifically, City Council referred the design and implementation of a rental survey to the P&S Committee, including the proposed fees, resources, and a timeline. This report provides detailed background information on RSPs. In order for the P&S Committee and the community to help guide the development of Palo Alto’s RSP, this report also presents the following six design and implementation considerations upon which staff requests feedback at this time: A. Collection of Rental Survey Program Information, B. Program Participation, C. Frequency of Reporting, D. Rental Survey Program Cost, E. Rental Survey Program Fees, and 1 City Council Meeting Minutes, 11/29/21: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes- reports/agendas-minutes/city-council-agendas-minutes/2021/11-november/20211129/20211129amccs.pdf City Council City Manager Report ID # 13786, 11/29/21: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2021/11-november/20211129/20211129pccs.pdf City Renter Protection Policy Development Webpage: https://www.cityofpaloalto.org/Departments/Planning- Development-Services/Long-Range-Planning/Renter-Protection-Policy-Development 1 Packet Pg. 3 City of Palo Alto Page 2 F. Community Outreach and Engagement. As part of this initial RSP discussion at P&S Committee, staff will seek P&S Committee confirmation on the goals and desired outcomes for the RSP. For example, these could include vacancy trends and informing future policies. The desired program goals or functions will help guide decisions on timeline and prioritizing work, potentially affecting the scope of an initial program launch versus elements that could be added after the program is up and running. Background This section provides an overview of the renters and rental housing data in the City of Palo Alto (City); the intent of an RSP; examples of RSPs in other local jurisdictions; City Council direction; and the proposed review process for the RSP development. Attachment A provides an update on the renter protection policy work requested by City Council on November 29, 2021. It should be noted that the term “Rental Survey Program” is used throughout this report, consistent with prior discussion of this effort. Staff does welcome P&S Committee feedback on whether “Rental Survey Program” is an appropriate description (versus registry or other) based on program intent and characteristics. Palo Alto Renter and Rental Housing Information Renters comprise a sizable portion of Palo Alto community members. According to the latest 2020 American Community Survey (ACS) estimates for Palo Alto, 43.7% of Palo Alto occupied housing units are renter households (11,423 units), representing approximately 27,301 residents. The distribution of rental housing types in the City is listed in Table 1. Multi-family properties (3-50 or more units) cover about 68% of the rental unit types, followed by single-family homes at 30%, and mobile homes and duplexes at 1.5%. Attachment B provides more renter and rental housing information, including occupied rental unit types, renter income levels, and cost burden levels. With close to 44% of households being renters, the RSP could have far-reaching effects on residents and property owners. Table 1: Distribution of Rental Households by Rental Unit Property Type Mobile Home Boat, RV, Van, etc. Single Family Detached Single Family Attached Duplex Triplex and Four- plex Small Sized Rental Property (5 to 9 Units) Medium Sized Rental Property (10 to 19 Units) Medium Sized Rental Property (20 to 49 Units) Large Sized Rental Property (50 or More Units) Total # of Units 38 0 2,890 558 135 941 1,557 1,289 1,636 2,379 11,423 % of Total Units 0.3% 0.0% 25.3% 4.9% 1.2% 8.2% 13.6% 11.3% 14.3% 20.8% 100.0% 1 Packet Pg. 4 City of Palo Alto Page 3 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, B25032 Tenure by Units in Structure: https://data.census.gov/cedsci/table?q=units%20in%20structure&t=Housing%3AIncome%20%28Households,%20Families,%20Individuals%29%3AOwner%2FRenter%20%28Householder%29%20Chara cteristics&g=1600000US0655282&tid=ACSDT5Y2020.B25032 Rental Survey Program (RSP) Implementation of a RSP is a means by which to learn about the Palo Alto rental landscape as it is experienced by renters and landlords. The information obtained by the RSP would be more granular and distinct from aggregated information already available from the Decennial Census and American Community Survey (ACS). Learning more specific rental unit information, such as rents and tenancy duration, would help the City tailor rental policies to address the diverse needs of existing and future Palo Alto tenants and landlords. Furthermore, the RSP would collect information on the implementation of existing renter protections instituted by the state and City. For a list of existing state and local regulations, please refer to Attachment C. The City has the authority to develop and implement an RSP. This stems from the California Constitution, which authorizes cities to enact policies pertaining to land use, rents, and evictions in service of the public good and protect the health, safety, and welfare of residents.2 However, the City would need to amend the Palo Alto Municipal Code (PAMC) to fully utilize this authority. An RSP ordinance would: • empower the City to collect various types of rental information, • clarify what rental units are required to participate, • address confidentiality and privacy needs, • enable the collection of a cost recovery fee, and • support enforcement. Palo Alto already has a rental unit registration program; PAMC Section 9.72.050 requires landlords to register their residential rental properties with the City.3 However, the required information is limited to the name and mailing address of the owner or owners of the property, as well as the name, mailing address and contact telephone number of the person having the legal authority to effectively resolve disputes at the rental units.4 Although the PAMC allows for the City to collect a cost recovery fee in the amount set by City Council, no fee has ever been set, given the small nature of the existing program. The rental unit registration requirement applies to landlords with residential rental property, although some sections of Chapter 9.72 of the PAMC do not apply as broadly. For example, the requirement to participate in the conciliation and mediation of rental housing disputes described in PAMC Chapter 9.72 excludes property owners who own only one residential rental unit and property owners of two-unit residential rental properties if one of the units is owner-occupied. 2 See Cal. Const. art. XI, section 7. See also DeVita v. County of Napa (1995) 9 Cal. 4th 763, 782; Big Creek Lumber Co. v. City of Santa Cruz (2006) 38 Cal. 4th 1139, 1159. 3 PAMC Section 9.72.050 Property Registration: https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0-0-0-66901 4 The registration form is on the City of Palo Alto Human Service webpage for Tenant/Landlord Mediation Services: https://www.cityofpaloalto.org/Departments/Community-Services/Human-Services/Tenant-Landlord-Mediation- Services 1 Packet Pg. 5 City of Palo Alto Page 4 The Office of Human Services within the Community Services Department manages the existing rental unit registry program. The program does not have a high participation rate because staffing resource constraints limit staff ability to conduct dedicated landlord outreach. Given that the existing rental registration program focuses mostly on rental unit contact information and given the low participation rate, the program does not assist the City in developing rental policies. Examples of Local Rental Survey Programs Since City Council’s direction in November 2021, staff began exploring how other local jurisdictions implement RSPs. Table 2 lists Bay Area and California cities that have RSPs. Table 2 shows that many cities with RSPs also have local rent stabilization policies. However, a RSP does not have to have rent stabilization as its genesis; it can be implemented for the reasons the Palo Alto City Council supported. The memorandum in Attachment D reflects analysis of existing rental survey ordinances in California. It describes key components of those ordinances, such as rental unit registration requirements and reporting frequency. It also identifies decision points for the City to provide guidance for addressing these components. This memorandum was commissioned by Silicon Valley at Home (SV@Home) using funding from the Partnership for the Bay’s Future Challenge Grant program, which has supported a partnership between the City of Palo Alto and SV@Home over the last two years. The City Attorney’s Office reviewed this memo and found that it was a clear summary. Table 2: California Jurisdictions with Rental Survey Programs Source: Shajuti Hossain, Associated Attorney, Law Office of Julian Gross, Rental Survey Ordinances in California Memorandum to Matthew Reed, SV@Home, July 5, 2022. 1 Packet Pg. 6 City of Palo Alto Page 5 City Council Discussion During the three City Council meetings in November 2021, Council discussed that the creation and ongoing implementation of a RSP could help the City support certainty, stability, and fairness in the rental market for tenants and landlords. While there is diversity in the types of rental units available in the City, including single-family homes with rents up to the $10K+ range, the City Council discussion focused on the RSP gathering information for policy making that supports lower income and cost-burdened5 tenants. The major goal would be to have fair City policies for tenants and landlords that offer more stability and a safety net for those tenants. The City Council discussion included concerns about the City overly intervening in the rental market; however, the City Council believed it would be possible to design the RSP for the intended purposes. Review Process Following P&S Committee meeting feedback, staff will continue to work on the draft RSP ordinance, as well as refinement of the RSP design and implementation considerations outlined in the discussion section of this report. Staff proposes to return to the P&S Committee in Fall 2022 with follow up information and to receive further feedback. Similar to the process used to move the November 2021 rental protections policy package forward,6 staff proposes to then engage the HRC and PTC in Winter 2022/early 2023 before returning to the P&S Committee for their recommendation to City Council. Following City Council adoption of the RSP ordinance, staff will release an RFP to procure a consultant for the design and implementation of the RSP. Additionally, staff anticipates City Council consideration of staffing and other program resources in the Fiscal Year 2024 budget cycle. The anticipated launch of the RSP would be no later than the end of 2023. Discussion This section summarizes design and implementation considerations important to the development of the RSP, including the preparation of a draft RSP ordinance. Staff seeks P&S Committee and community feedback to help guide the development of Palo Alto’s RSP. Staff identified the following six considerations for feedback: 5 “Cost burden” is commonly understood as spending more than 30 percent of household income on housing. 6 City Council Meeting Minutes, 11/29/21: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes- reports/agendas-minutes/city-council-agendas-minutes/2021/11-november/20211129/20211129amccs.pdf City Council City Manager Report ID # 13786, 11/29/21: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2021/11-november/20211129/20211129pccs.pdf City Renter Protection Policy Development Webpage: https://www.cityofpaloalto.org/Departments/Planning- Development-Services/Long-Range-Planning/Renter-Protection-Policy-Development 1 Packet Pg. 7 City of Palo Alto Page 6 A. Collection of Rental Survey Program Information, B. Program Participation, C. Frequency of Reporting, D. Rental Survey Program Cost, E. Rental Survey Program Fees, and F. Community Outreach and Engagement. A. Collection of Rental Survey Program Information The RSP would collect information to assist the City with future rental housing policy development, as well as information for the implementation of existing renter protections instituted by the state and City. As a baseline, typical rental surveys include primary information describing the rental unit and its characteristics, as well as property owner and property manager contact information, and an affidavit verifying accuracy of information submitted. Beyond this, Palo Alto can design the RSP to best suit its own needs. While the type and use of RSP information collected by jurisdictions varies, the information provides insights into actual rents and other fees charged, the start and end of tenancies, and the reasons for tenancy termination. Most cities address privacy considerations and provide public reports reflecting aggregated information and not site-specific details. Some jurisdictions use their RSP for tenants and landlords to access services; some provide only a landlord portal, whereas others also include a tenant portal. To illustrate, Attachment E contains examples of information collected by the following jurisdictions: El Cerrito, Concord, East Palo Alto, Mountain View, San Jose, and Alameda. Attachment F contains examples of reports generated from the RSPs in Concord, Mountain View, and San Jose. At minimum, the City’s RSP would collect: • primary information describing the rental unit and its characteristics, • property owner and property manager contact information, • an affidavit verifying the accuracy of information submitted, and • the minimum information necessary to demonstrate compliance with state and local requirements and to help develop rental policy (Attachment C). Staff suggests the P&S Committee also consider and provide direction on the following additional components: • opportunities for landlords to submit information that is relevant to them, such as the time expended to complete the RSP reporting, costs/investments into the rental units, and other information that reflects the landlord experience and concerns, • opportunities for tenants to verify landlord submitted information and provide additional information that reflects the tenant experience and concerns, and • opportunities for landlords and tenants to access services, such as if they want to access the dispute resolution services, report if tenant relocation assistance is required, and 1 Packet Pg. 8 City of Palo Alto Page 7 other circumstances around which rental policy should be developed by the City so that the program helps gather information on the effectiveness of existing City policies. • Other information and data sets recommended for inclusion by the P&S Committee. B. Program Participation Staff does not recommend wide exemptions from RSP participation. Reasons include that the City is interested in understanding the full rental landscape to confirm the diversity in the rental market serving all incomes and because some expensive rental units might be shared by several low-income and cost-burdened households. Furthermore, some state and local requirements do pertain to most rental units in the City, such as the local requirement to offer a one-year lease and the local right to access conciliation and mediation in PAMC Chapter 9.72. Therefore, staff suggests retaining the RSP participation requirements currently defined in PAMC Chapter 9.72, which is any housing structure occupied as a dwelling or offered for rent or lease as a dwelling, whether attached, detached, single or multiple-family. This would also include accessory dwelling units (ADUs) and junior accessory dwelling units (JADUs). C. Frequency of Reporting To ensure that the RSP information is current, reporting updates would be needed at periodic intervals. In researching other jurisdictions, staff found that reporting is usually required annually or when a qualifying reporting event occurs; some jurisdictions require both. Examples of qualifying reporting events include: • when the rental unit becomes vacant, • when a new tenancy is established, • when an allowable rent increase occurs, and • when a landlord offers a one-year lease at renewal. Staff requests feedback from the P&S Committee on the approach to reporting frequency. Staff recommends requiring initial rental unit registration in the RSP and, thereafter, reporting based upon qualifying reporting events. This approach makes reporting into the program an integrated component of landlord/tenant activity, supports awareness of and following through on compliance, and allows the program to have current information. This means that landlords might access the RSP multiple times in a year for various reasons. For landlords with no qualifying reporting events at their unit, they would only need to submit an annual affidavit. Annual reporting has drawbacks. As examples, RSP annual reporting-only would prevent the City from being aware of trends in tenancy turnover rates and eviction trends such as the case if tenants were given the opportunity for at-fault circumstances to be cured if possible, or learn if rent increases are within state limits. Annual reporting would also establish the RSP as continuously out of date and remove opportunities to prepare policies to be more responsive to rental market conditions or a community emergency, such as in the case of the recent COVID-19 pandemic. Annual reporting may also be less helpful in ensuring that the RSP has 1 Packet Pg. 9 City of Palo Alto Page 8 current information needed for any landlord- or renter-requested mediation and conciliatory process. Event-based reporting addresses the information drawback examples mentioned above and many others. However, event-based reporting would require landlords to spend more time engaging with the RSP and there might potentially be more instances of non-compliance. D. Rental Survey Program Costs Staff is investigating the anticipated RSP costs for the development and setup of the program and the ongoing implementation costs. Based on staff research, anticipated minimum program costs would include: 1. RSP creation and maintenance – requires a procurement for RSP consultant assistance: a. RSP database design and functionality b. RSP guidance and resources website c. RSP online user interface/portal d. Ongoing maintenance of database and online user interface/portal 2. RSP implementation – requires new dedicated staff resources: a. Ongoing community member training, outreach, and assistance b. Ongoing administration of RSP contract/s, as needed c. Ongoing RSP information quality control, analysis, and reporting d. Enforcement Staff anticipates that RSP costs would vary in association with at least the following factors: • Level of RSP staffing for administration, ongoing education and outreach, and reporting, • Differences in online user interface design/portal, • Differences associated with the amount of information collected, • Degree of design compatibilities with geographic information system (GIS) and other City software programs, • Options for database reporting systems, and • Cost if program administration was outsourced, rather than fully staffed by City FTEs. Staff will continue to work on RSP cost estimates through gathering additional information from other jurisdictions. Actual cost estimates for Palo Alto would be prepared after receiving the results of the RSP RFP process. Note that the future RSP technical, contracting, staffing, ongoing monitoring/enforcement, and community outreach components cannot be absorbed by existing budgets without substantial impact to other programs or services. E. Rental Survey Program Fees Staff requests early P&S Committee feedback on a RSP fee and how that might be applied. Fees can off-set some program costs and could be based on the number of rental units required to participate in the RSP or other parameters. The City Council also discussed if the City might help 1 Packet Pg. 10 City of Palo Alto Page 9 offset the cost of implementing the RSP so that the fee would not need to be set at a full cost recovery level. Further, it is advisable to help reduce the chance of the fee and RSP participation costs being passed on to tenants by setting the fee as low as possible and for the RSP to have easy data entry to minimize landlord time necessary to submit. Some jurisdictions have restricted the fee from being passed on to tenants, but this might be difficult to meaningfully enforce. As discussed above, staff is still collecting information about RSP costs incurred by other jurisdictions, including the technical costs for the RSP online portal and database. Staff will report additional findings to the P&S Committee in Fall 2022 and will seek further guidance on resultant possible fees that may be considered for the RSP. F. Community Outreach and Engagement Community outreach and engagement would be central to the RSP to ensure that concerns, including costs and ease of implementation, are considered. Staff recognizes that the RSP may also be perceived differently by renters, as well as landlords of fewer units versus landlords with greater numbers of units. Outreach and engagement with renters will help understand the challenges faced, especially for low income and cost burdened households. Community outreach and engagement will have multiple phases, including initial development of the RSP, RSP rollout, and ongoing implementation. Staff will tailor the engagement activities based on the tasks at hand and identified stakeholders. These activities could include citywide community meetings, attendance at meetings hosted by relevant stakeholder groups, social media blasts, and surveys. After receiving P&S Committee feedback, staff will return to the P&S Committee in Fall 2022 with additional details of the proposed community outreach and engagement strategy. Timeline The City Council indicated that the implementation of a RSP for Palo Alto was one of three high priority assignments directed to staff in November 2021 (Attachment A). Staff proposes to continue extensive focus on the RSP. Staff already presented and the City Council acted on the second high priority assignment – the expansion of Tenant Relocation Assistance (TRA) to more rental units in Palo Alto. Staff work on the third priority assignment is also underway – the City Attorney’s Office is currently preparing a local ordinance for review by City Council that extends those eviction protections in AB 1482 to rental units in Palo Alto that received occupancy within the past 15 years. As the RSP requires considerable P&S Committee feedback and community engagement, staff identified the following tentative schedule for the next steps in RSP development. September 2022 • P&S Committee Meeting #1 1 Packet Pg. 11 City of Palo Alto Page 10 Fall 2022/Winter 2023 • P&S Committee Meeting #2 • HRC Meeting • PTC Meeting Spring/Summer 2023 • P&S Committee Meeting #3 • City Council Meeting(s) Following City Council adoption of the RSP ordinance, staff will release an RFP to procure a consultant to design and implement the RSP. Additionally, staff anticipates City Council consideration of staffing and other program resources in the next budget cycle for Fiscal Year 2024. The anticipated launch of the RSP would be no later than the end of 2023. Resource Impact As identified in the program cost and fee discussions above, additional staffing resources and associated budget are anticipated for development, implementation, and maintenance of any RSP. The resource impacts will be better understood as staff continues to research and develop the RSP. Completion of the initial work outlined in the timeline could be accomplished with existing budgeted staff resources in the Planning and Development Services Department, Office of Human Services, Information Technology Department, and the City Manager’s Office Communications Team. Staff hopes to also continue the ongoing collaborative partnership assistance with SV@Home. It is anticipated that the highest resource impact would be the consultant assistance needed for the RSP design and development and the subsequent rollout of the RSP database/reporting system. Ongoing RSP operation and maintenance will also require more than existing staffing and budget resources, given RSP staffing needs and a contract for ongoing maintenance and operation of the database/reporting system. Based on initial feedback from the P&S Committee, staff will conduct a more detailed cost analysis and return to the P&S Committee with more defined costs and proposed fee(s). Staff will incorporate any program costs into the FY 2024 budget process. Policy Implications Pursuing renter protection policy work is consistent with the goals in the City’s current Comprehensive Plan/Housing Element to provide adequate housing for all. The draft list of policies and programs in the Housing Element update effort also identifies the implementation of a Rental Survey Program. Therefore, it is anticipated that this effort would support the implementation of the forthcoming updated Housing Element. The creation and ongoing implementation of a RSP is considered a means to affirmatively further fair housing within Palo Alto, as well as a means by which to promote certainty, stability, and fairness in the rental market. It is not lost on staff that RSPs would have been helpful to all jurisdictions during the COVID-19 pandemic and economic recession to better assist tenants and landlords regarding rent relief availability and assistance. The RSP is a significant opportunity to collect information 1 Packet Pg. 12 City of Palo Alto Page 11 that can identify rental trends and confirm compliance with existing policy. This information can be used to amend and create policies that affirmatively further fair housing in Palo Alto. It would also allow Palo Alto to stay ahead and be nimble to react to future renter protection laws. Stakeholder Engagement Staff conducted initial stakeholder outreach ahead of the publication of this report to help initiate discussions and feedback. While preparing this report, staff sent email notifications to identified stakeholders informing them of this P&S Committee meeting and were encouraged to participate; staff also offered to meet to get feedback ahead of this meeting. Detailed community feedback is anticipated at the P&S Committee meeting and throughout forthcoming RSP phases. The following feedback was received thus far: 1. The RSP program (i.e., design, information collected, and process) warrants careful consideration, such as: a. Minimize the time and effort it would take for landlords to participate. b. Landlord and property management may require more resources for staff training. c. Reduce the potential need for enforcement. d. Address potential landlord and tenant privacy concerns for RSP information management and reporting. 2. There was interest in learning more about the Palo Alto-specific rental market, especially as it pertains to: a. Rental housing types and services provided, and what types and services might be missing across the community. b. Rental evictions, including types and frequency, so that existing available services might be offered and to also help avert potential homelessness, if applicable. c. Rents and if rent increases were within the parameters allowed by state law. 3. The RSP could be considered a way to assist in future community emergency response and resilience efforts such as earthquakes, pandemics, etc. 4. The RSP could be designed to help renters and landlords access existing services, such as mediation, and for tenants to verify information submitted. 5. Regarding RSP community outreach and engagement: a. Send outreach postcards and/or use other broad communication channels to property owners, being mindful that landlords managing many rental units may have perspectives different than landlords managing fewer or one unit. b. Consider developing specific outreach efforts to renters, considering that representation might be decentralized and that renters might have diverse needs and perspectives. c. Host structured community feedback forums so that feedback on specific topics could be readily provided. 1 Packet Pg. 13 City of Palo Alto Page 12 Environmental Review Policy discussions of the Rental Survey Program is not considered a project as defined by CEQA and no review is required. Attachments: • Attachment A: Renter Protection Policy Work Status Update • Attachment B: Profile of Renters and Rental Housing Units in Palo Alto • Attachment C: Existing Renter Protections at Local and State Level • Attachment D: Rental Survey Program Ordinances in Other California Jurisdictions • Attachment E: Rental Survey Program Information Collection Examples • Attachment F: Rental Survey Program Report Examples 1 Packet Pg. 14 August 28, 2022 Page 1 of 2 Summary and Status of Council Supported Renter Protection Policies On November 29, 2021, the City Council adopted a package of rental protection policies.1 The policies are summarized below. Since that Council meeting, staff have focused primarily on the three policies identified by Council as priorities. Some policies are also identified for incorporation into Housing Element programs. Policy Brief Description Status 1 Rental Survey Program (CC Motion #E) HIGH PRIORITY Establish a program that gathers information on rental units in City for purposes identified by Council. Council referred the design and implementation to the Policy & Services Committee, including proposed fees, resources, and timeline. P&S Committee meeting to receive feedback 9/13/22. 2 Expand Tenant Relocation Assistance (CC Motion #B) HIGH PRIORITY Update existing local ordinance to extend tenant relocation assistance requirements to properties with ten units or more Completed. Updated ordinance that expanded Tenant Relocation Assistance codified in the Palo Alto Municipal Code Section 9.68.035. 3 Eviction Reduction (CC Motion #C) PRIORITY Create local ordinance to expand eviction protections in AB 1482 to include rental units receiving occupancy within the last 15 years. Preparation of draft local ordinance underway. 4 Anti-Rent-gouging (CC Motion #D) Consider preparation of a local ordinance to expand the number of units covered by AB 1482 rent increase limitations. Council referred the anti-rent gouging topic to the Policy & Services Committee, including the review and discussion of measures to address loopholes. This is proposed for incorporation into the proposed Housing Element workplan. 1 City Council Meeting Minutes, 11/29/21: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes- reports/agendas-minutes/city-council-agendas-minutes/2021/11-november/20211129/20211129amccs.pdf City Council City Manager Report ID # 13786, 11/29/21: https://www.cityofpaloalto.org/files/assets/public/agendas-minutes-reports/agendas-minutes/city-council- agendas-minutes/2021/11-november/20211129/20211129pccs.pdf 1.a Packet Pg. 15 At t a c h m e n t : A t t a c h m e n t A : R e n t e r P r o t e c t i o n P o l i c y W o r k S t a t u s U p d a t e ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) August 28, 2022 Page 2 of 2 5 Security Deposit Limit (CC Motion #F) Create a local ordinance that limits the locally allowable amount of security deposit charged for unfurnished rental units to 1.5 times the monthly rent. Preparation of draft local ordinance underway. 6 Fair Chance Ordinance (CC Motion #H) Consider preparation of a local ordinance that supports fair chance policies. Council referred the fair chance policy topic to the Policy & Services Committee, including a staff analysis of consequences and unintended consequences. This is proposed for incorporation into the proposed Housing Element workplan. 7 Right to Counsel (CC Motion #G) Provide tenants with legal assistance in housing-related cases. Ongoing to identify ways to support County efforts on right to counsel. 8 Improving Implementation of Existing Renter Protection Policies (CC Motion #I) City review and assessment of the implementation of existing renter protection policies. Council referred this implementation review and assessment to the Human Relations Commission. HRC meeting on this topic anticipated in October 2022. 1.a Packet Pg. 16 At t a c h m e n t : A t t a c h m e n t A : R e n t e r P r o t e c t i o n P o l i c y W o r k S t a t u s U p d a t e ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Profile of Renters and Rental Housing Units in Palo Alto Rental Population and Rental Property Types: The United States 2020 Decennial Census counted a total of 28,904 housing units in Palo Alto with 26,677 units occupied and 2,227 considered vacant.1 The American Community Survey (ACS) 5-Year Estimates Comparison Profiles contains more detailed housing unit characteristics, though there is a small margin of error. The 2020 ACS2 estimates a total of 28,309 housing units in Palo Alto ±640 units for the years 2016-2020.3 Of the 28,309 housing units, the 2020 ACS estimates 2,159 vacant units with an owner vacancy rate of 0.6% and a rental vacancy rate of 6.8%.4 Of the 26,150 occupied housing units, 14,727 were owner-occupied and 11,423 were renter occupied.5 This translates to renter households representing 43.7% of occupied Palo Alto housing units in 2020. Regarding the distribution of the Palo Alto population, the 2020 ACS estimates that 40,129 (59.5%) people lived in owner-occupied housing and 27,301 people (40.5%) lived in renter-occupied housing.6 Renters live in a wide variety of property types, as shown in Table 1 and Figure 1. The largest portion of rental units are single family detached homes at 25.3%, followed by large apartment complexes of 50 units or more at 20.8%. Table 1: Distribution of Rental Households by Rental Unit Property Type Mobile Home Boat, RV, Van, etc. Single Family Detached Single Family Attached Duplex Triplex and Fourplex Small Sized Rental Property (5 to 9 Units) Medium Sized Rental Property (10 to 19 Units) Medium Sized Rental Property (20 to 49 Units) Large Sized Rental Property (50 or More Units) Total # of Units 38 0 2,890 558 135 941 1,557 1,289 1,636 2,379 11,423 % of Total Units 0.3% 0.0% 25.3% 4.9% 1.2% 8.2% 13.6% 11.3% 14.3% 20.8% 100% Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, B25032 Tenure by Units in Structure: https://data.census.gov/cedsci/table?q=units%20in%20structure&t=Housing%3AIncome%20%28Households,%20Families,%20Individuals%29%3AOwner%2FRenter%20%28Householder%29%20Chara cteristics&g=1600000US0655282&tid=ACSDT5Y2020.B25032 1 Source: U.S. Census Bureau, 2020 Census Redistricting Data (Public Law 94-171), H1 Occupancy Status: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=DECENNIALPL2020.H1 2 The next release of updated 2021 ACS data is anticipated in September 2022. 3 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, B25001 Housing Units: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=ACSDT5Y2020.B25001 4 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, DP04 Selected Housing Characteristics: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=ACSDP5Y2020.DP04 5 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, DP04 Selected Housing Characteristics: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=ACSDP5Y2020.DP04 6 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, B25008 Total population in Occupied Housing Units by Tenure: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=ACSDT5Y2020.B25008 1.b Packet Pg. 17 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Figure 1: Distribution of Rental Households by Rental Unit Property Type Affordable Rental Housing Units: As of 2021, Palo Alto has 2,250 deed-restricted and/or subsidized affordable housing units listed in the City’s inventory as built from 1968 through 2021.7 This includes 100% affordable housing developments, as well as below-market-rate (BMR) units included within market-rate housing developments. Of these affordable housing units, 242 are specified for ownership and the remaining 2,008 are rental units. Therefore, of the 2020 ACS estimated 11,423 renter-occupied housing units, only 17.6% of the City’s rental housing stock is regulated under affordability provisions. The remaining estimated 82.4% of occupied rental units in Palo Alto are market rate rental units. Rental Household Income: The incomes directly relate to the ability of households to afford rent without using a significant portion of their income for rent. Figure 2 shows the distribution of annual income of Palo Alto renter households, as estimated by 2020 ACS. 7 City of Palo Alto Affordable Housing List 2021, dated April 21, 2021. 1.b Packet Pg. 18 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Figure 2: Renter Household Income Distribution Table 2 shows the current 2022 Santa Clara County Area Median Income (AMI) and associated income limits for affordable housing units. This table also demonstrates the amount of income a household could earn and still qualify for affordable housing. The 2022 AMI for a four-person household in Santa Clara County is $168,500, up from $141,600 in 2020.8, 9 The 2022 AMI for a two-person household is $134,800 up from $113,300 in 2020. 8 Source: Department of Housing and Community Development Division of Housing Policy Development, 2022 State Income Limits Briefing Materials California Code of Regulations, Title 25, Section 6932, May 13, 2022, https://www.hcd.ca.gov/docs/grants-and-funding/inc2k22.pdf 9 Source: Department of Housing and Community Development Division of Housing Policy Development, 2020 State Income Limits Briefing Materials California Code of Regulations, Title 25, Section 6932, April 30, 2020, https://www.hcd.ca.gov/grants-funding/income-limits/state-and-federal-income-limits/docs/income-limits- 2020.pdf 1.b Packet Pg. 19 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Table 2: California Code of Regulations – Title 25 SS 6932 - 2022 Santa Clara County Median Income and Income Limits Source: Department of Housing and Community Development Division of Housing Policy Development, 2022 State Income Limits Briefing Materials California Code of Regulations, Title 25, Section 6932, May 13, 2022, https://www.hcd.ca.gov/docs/grants-and-funding/inc2k22.pdf The 2020 ACS does not list the number of household members within each household for which annual income is reported, so it is difficult to say how many Palo Alto households qualify for affordable housing. However, the 2020 ACS estimates an average household size for renters as 2.39 people/unit.10 The 2020 ACS estimates that the median household income of renters in Palo Alto is $130,979,11 which suggests many, perhaps half or more of Palo Alto renter households, make less than the 2022 AMI for Santa Clara County and likely qualify for affordable housing. Palo Alto Rents: Palo Alto rental rates vary across rental unit types. The 2020 ACS estimates that the median rent paid in Palo Alto for the 2016-2020 years was $2,679.12 This included long- term renters, those living in affordable housing units, renters who newly entered the local real estate market at market rate, and renters living in the many different rental unit property types. The median in and of itself indicates that half of the renters pay more than the median and half pay less. An older data source, the Bay Area Equity Atlas, reports on the estimated median rent of just market rate units in Palo Alto over time, ending in 2017 at $6,155 (Figure 3). As of July 2022, RentCafe.com (a nationwide apartment listing service) reported that $3,704 is the average rent across all rental unit types in Palo Alto (Figure 4). RentCafe.com also included a disclaimer that COVID-19 may have impacted rent prices in a way that is not yet reflected in their reports and the data might not accurately depict the current reality of the market. 10 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, DP04 Selected Housing Characteristics: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=ACSDP5Y2020.DP04 11 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, S2503 Financial Characteristics: https://data.census.gov/cedsci/table?q=s2503&t=Owner%2FRenter%20%28Householder%29%20Characteristics& g=1600000US0655282&tid=ACSST5Y2020.S2503 12 Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, DP04 Selected Housing Characteristics: https://data.census.gov/cedsci/table?t=Housing%20Units&g=1600000US0655282&tid=ACSDP5Y2020.DP04 1.b Packet Pg. 20 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Figure 3: Estimated Median Market Rent in Palo Alto, CA Compared with the Nine-County Bay Area 2011-2017 Source: Bay Area Equity Atlas: https://bayareaequityatlas.org/indicators/market- rent#/?geo=07000000000655282 1.b Packet Pg. 21 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Figure 4: Average Rent Trends in Palo Alto November 2018 – February 2022 Renter Cost Burden: The Department of Housing and Urban Development (HUD) defines cost burden as a household spending more than 30% of their annual income on housing. Cost burden indicates these households are the most challenged to pay their rent and have limited resources to use for other needs such as food, childcare, transportation, medical care, education, and other needs. It also influences the ability to save and serves as a measure of financial insecurity and risk of eviction if income is disrupted. As shown in Table 3, 62.5% of rental households in Palo Alto make $75,000 or more annually. Of those, 17% are still considered cost burdened. Furthermore, many households making less than $75,000 annually are considered cost burdened. While overall the 2020 ACS estimates that 38.3% of Palo Alto renter households are cost burdened, most of each income group earning below $75,000 are cost burdened. Source: RentCafe.com Palo Alto Average Rent, last updated July 2022: https://www.rentcafe.com/average-rent- market-trends/us/ca/santa-clara-county/palo-alto/ 1.b Packet Pg. 22 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Table 3: Estimated Palo Alto Renter Households Experiencing Cost Burden by Annual Household Income in the Past 12 Months (2020) Estimated Number of Occupied Rental Units Estimated Percent of Occupied Rental Units Estimated Number of Cost Burdened Rental Households Estimated Percent of Occupied Rental Units Cost Burdened by Income Level Annual Household Income Level Less than $20,000 1,173 10.3% 1,030 87.8% $20,000 to $34,999 658 5.8% 574 87.2% $35,000 to $49,999 578 5.1% 458 79.2% $50,000 to $74,999 1,237 10.8% 1,038 83.9% $75,000 or more 7,144 62.5% 1,276 17.9% Zero or Negative Income 296 2.60% Not available Not available No Cash Rent 337 3.00% Not available Not available TOTAL 11,423 100% 4,376 38.30% Source: U.S. Census Bureau, 2016-2020 American Community Survey 5-Year Estimates, S2503 Financial Characteristics: https://data.census.gov/cedsci/table?q=s2503&t=Owner%2FRenter%20%28Householder%29%20Characteristi cs&g=1600000US0655282&tid=ACSST5Y2020.S2503 Renter Housing Problems: HUD’s Office of Policy Development and Research prepares a data set called the Comprehensive Housing Affordability Strategy (CHAS) data based upon ACS compilations. Note that the most recent September 2021 release of CHAS data uses older ACS data for the 2014-2018 period. Staff anticipates more up to date information to be released in Fall 2022. CHAS data is used in the Community Development Block Grant (CDBG) Program, including for needs assessments. One frequently used summary provides a high-level view of housing problems for both owner and renter households. The four housing problems are defined as: incomplete kitchen facilities; incomplete plumbing facilities, more than one person per room; and a cost burden greater than 30%. The four severe housing problems are defined as: incomplete kitchen facilities; incomplete plumbing facilities; more than 1.5 persons per room; and a cost burden greater than 50%. Table 5 shows that as of the 2014-2018 ACS and CHAS data set, at least 41.9% of Palo Alto renters faced at least one of the four defined housing Denotes More than 50% of Units are Cost Burdened Denotes Less than 50% of Units are Cost Burdened 1.b Packet Pg. 23 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) problems and at least 25.7% of Palo Alto renters faced at least one of the four severe housing problems. Staff interprets that cost burden is contributing greatly to the high levels of reported housing problems in renter households, but that cannot explain all the percentages reported.13 Staff looks forward to the updated CHAS data release so that a more current picture can be presented. Table 5: Palo Alto Renter Housing Problems Summary Housing Problems Renter Households Percent Household has at least 1 of 4 Housing Problems 4,930 41.9% Household has none of 4 Housing Problems OR cost burden not available no other problems 6,830 58.1% Total 11,765 100% Severe Housing Problems Renter Households Percent Household has at least 1 of 4 Severe Housing Problems 3,020 25.7% Household has none of 4 Severe Housing Problems OR cost burden not available no other problems 8,740 74.3% Total 11,765 100% Source: HUD Office of Policy Development and Research (PD&R) Consolidated Planning/CHAS Data, released September 29, 2021 for the 2014-2018 period (2014-2018 ACS), Query: Data Year 2014-2018 Place Palo Alto City, Query date July 28, 2022: https://www.huduser.gov/portal/datasets/cp.html#2006- 2018_query. 13 Source: HUD Office of Policy Development and Research (PD&R) Consolidated Planning/CHAS Data, released September 29, 2021 for the 2014-2018 period (2014-2018 ACS), Query: Data Year 2014-2018 Place Palo Alto City, Query date July 28, 2022: https://www.huduser.gov/portal/datasets/cp.html#2006-2018_query. 1.b Packet Pg. 24 At t a c h m e n t : A t t a c h m e n t B : P r o f i l e o f R e n t e r s a n d R e n t a l H o u s i n g U n i t s i n P a l o A l t o ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Existing Renter Protections at the Local and State Levels State and local laws and requirements create a complex rental landscape for tenants and landlords to navigate. This summary is intended to provide a snapshot as of the time of the writing of this report and will be updated in the future, as laws and requirements change over time. The information provided in this summary does not, and is not intended to, constitute legal advice regarding tenants’ rights or landlords’ obligations; instead, all content is for general informational purposes only. Readers should contact their attorney to obtain advice with respect to any particular legal matter. City of Palo Alto Requirement to Offer a One-Year Lease – Palo Alto Municipal Code (PAMC) Section 9.68.030 The City requirement for a landlord to offer a one-year lease to a tenant or prospective tenant has been in place since 1980. Leases do not have to be for one year, as a tenant may reject the offer in writing. If the lease is for a minimum of one year, the lease must set the rent for the rental unit at a rate or rates certain and these rates must not be otherwise modified during the term of the lease. The requirement to offer a one-year lease does not currently extend to some rental units in Palo Alto, such as single-family dwellings or housing that is shared with the landlord. The requirement does extend to rental units in duplexes and multi-family dwellings, boardinghouses, lodging houses, and mobile home parks. Requirement for Tenant Relocation Assistance (TRA) – PAMC Section 9.68.035 The City requirement for landlords to provide TRA came into effect in 2018. As of winter 2022, the TRA requirement applies to tenants subject to a no-fault eviction from a rental unit on a property with 10+ units. The amount of tenant relocation assistance for no fault evictions is adjusted annually on July 1. Amounts also range by the number of bedrooms in a rental unit. An additional amount is applicable if a rental unit is occupied by a low-income household, someone who is 60 years of age or older, someone who is disabled, and/or someone that is a minor. When established in 2018, the lowest amount of tenant relocation assistance was $7,000 for a studio rental unit and the amount for a three or more- bedroom rental unit was $17,000. The assistance amounts have increased in subsequent years. The Tenant Relocation Assistance Calculations sheet(PDF, 151KB) contains the current tenant relocation assistance amounts. See also the Assembly Bill (AB) 1482 (Tenant Protection Act of 2019) discussion below for reference to tenant relocation assistance in state law. Requirement for Conciliation and Mediation of Tenant/Landlord Disputes – PAMC Chapter 9.72 and the City’s Human Resources website The City requirement for landlords and tenants to participate in the conciliation and mediation of rental housing disputes came into effect in 2002. This action was the result of a multi-year campaign by the Human Relations Commission (HRC) to respond to the concerns of tenants in Palo Alto who faced rising rents and other rental disputes without a viable forum to seek resolution. Rental housing disputes are fact-based grievances raised by any tenant, owner, or property manager regarding the occupancy or use of rental property limited to rental rate increases, deposits, repairs and maintenance, utilities, occupants, parking and storage facilities, privacy, quiet enjoyment, or use of common areas. 1.c Packet Pg. 25 At t a c h m e n t : A t t a c h m e n t C : E x i s t i n g R e n t e r P r o t e c t i o n s a t L o c a l a n d S t a t e L e v e l ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Every applicable rental agreement, lease, or other written document evidencing or changing the terms of tenancy for a residential rental property shall include or be accompanied by a notice summarizing the right to tenants to participate in this conciliation and mediation process, including but not limited to the protection against retaliation, and the name, address, and telephone number of the facilitation administrator. The requirement to participate extends to any rented property where there are two or more dwelling units or in cases where the unit is owned by an entity with ownership of two or more rental properties in the City. However, the requirement to participate does not currently extend to some rental units in Palo Alto, such as two-unit properties where one unit is owner-occupied. As part of implementing the requirement for conciliation and mediation, PAMC Section 9.72.050 requires landlords to register their residential rental properties with the City. The required information is limited to the name and mailing address of the owner or owners of the property, as well as the name, mailing address and contact telephone number of the person having the legal authority to effectively resolve disputes at the rental units. Although the PAMC allows for the City to collect a cost recovery fee in the amount set by Council, no fee has ever been enacted. The registration requirement applies to a landlord with residential rental property within the City, although the requirement to participate in the conciliation and mediation of rental housing disputes described in PAMC Chapter 9.72 excludes properties of only one rental unit or two-unit residential rental properties if one of the units is owner-occupied. State of California AB 1482 (Tenant Protection Act of 2019) - AB 1482 (Tenant Protection Act of 2019) came into effect in January 2022, although some of the protections about larger rent increases started in March 15, 2019. Unless local regulations are more protective, AB 1482 covers most rental units across the state. Some exceptions and exemptions to AB 1482 do apply, so it is important to understand how AB 1482 applies on a rental unit by rental unit basis. AB 1482 currently also has a self-repealing provision as of January 1, 2030. In summary, AB 1482 contains many new tenant’s rights and landlord responsibilities, primarily pertaining to evictions and limits on annual rent increases. Generally, AB 1482: • Limits the amount that rent can be increased in a single year to prevent excessive rent increases. • Requires landlords to have and state a fair reason for commencing an eviction, which is commonly referred to needing to have a “just cause” for an eviction. Landlords are required to provide their tenants notices of some of their overall rights under AB 1482, as well as notices regarding allowable rent increases and regarding evictions. For certain just cause terminations that are curable, landlords are required to give a notice of violation and opportunity to cure prior to sending an eviction notice if the violation is curable. Relocation assistance or a rent waiver in the form of one month’s rent is also required in the case of a no-fault just cause eviction, both of 1.c Packet Pg. 26 At t a c h m e n t : A t t a c h m e n t C : E x i s t i n g R e n t e r P r o t e c t i o n s a t L o c a l a n d S t a t e L e v e l ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) which can be credited against any other relocation assistance applicable and required by a local law. If landlords do not strictly follow AB 1482, then notices of lease terminations may be void. Generally, many types of rental units could be covered by AB 1482. As examples, the following types of rental units could be covered by the AB 1482 rent increase limitations and evictions protections: • Apartments if the unit received a certificate of occupancy before or earlier than the last 15 years, • Duplexes if the unit received a certificate of occupancy before or earlier than the last 15 years and if the owner does not live in the duplex, and • Single-family homes if the unit received a certificate of occupancy before or earlier than the last 15 years and if it is owned by a corporation. However, there are circumstances under which AB 1482 could only partially cover a rental unit. As examples, the following types of rental units could be covered by the AB 1482 rent increase limitations, but not covered by the AB 1482 evictions protections: • Housing units where a tenant is sharing a kitchen or bathroom facilities with a landlord/owner, and • Landlord/owner-occupied single family residential units where the landlord/owner rents/leases no more than two units or bedrooms, including ADUs or JADUs. Furthermore, there are also many circumstances under which a rental unit might be entirely exempted from and not be covered by the AB 1482 rent increase limitations1 and/or evictions protections,2 such as in the following instances: • If the tenant has continually rented and occupied the housing for less than 12 months, • Any housing (including apartments, duplexes, and single-family homes) if the unit received a certificate of occupancy within the previous 15 years, • Duplexes in which the landlord/owner lives in one of the units as their primary residence commencing at the beginning of tenancy, • Single family homes not owned by a corporation, • Housing that is restricted as affordable housing or that is subject to an agreement that provides housing subsidies for affordable housing, • Hotel occupancies, • Housing in a nonprofit hospital or care facility, • School dormitories, and 1 On November 29, 2021, Palo Alto City Council declined to ask staff to return with a local ordinance that extended the AB 1482 rent increase limitations to those rental units in Palo Alto that are currently exempted and not covered by AB 1482. However, Council did refer the topic of expanding rent increase limitations and anti-gouging policies to the Policy & Services Committee (P&S). As such, staff will return to P&S with this discussion. 2 On November 29, 2021, Palo Alto City Council asked staff to return with a local ordinance that closes the AB 1482 eviction protection gap for housing units in buildings (not single-family homes or duplexes) receiving certificates of occupancy within the previous 15 years so that the eviction protections of AB 1482 apply to those buildings. This would result in AB 1482 applying to more rental units in Palo Alto. City Council declined to cover additional units not covered by AB 1482’s eviction protection requirements, such as single-family homes not owned by a corporation, renters who live in a duplex that is landlord/owner occupied, and for tenants renting a unit for less than one year. 1.c Packet Pg. 27 At t a c h m e n t : A t t a c h m e n t C : E x i s t i n g R e n t e r P r o t e c t i o n s a t L o c a l a n d S t a t e L e v e l ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) • If local law is more protective than AB 1482 or units are already covered through a local rent- control law or local “just cause” law. AB 978 (Mobile Homes) – AB 978 came into effect in February 2021 and extends annual rent increase limitations and just cause eviction protections to renters in mobile home parks located within and governed by the jurisdictions of 2 or more incorporated cities. This legislation expires on January 1, 2030. Staff is unaware of any Palo Alto mobile homes that are covered by AB 978. AB 838 (State Housing Law) – AB 838 came into effect July 1, 2022. It requires jurisdictions to investigate any claims made about substandard housing in buildings and/or housing with lead hazards. Please see the text of AB 838, Health and Safety Code Section 17920.3, and Health and Safety Code Section 17920 for more information. This legislation does not expire. California Civil Code 1950.5- California Civil Code 1950.5 states that a landlord cannot charge more than two times the rent for an unfurnished unit and three times the rent for a furnished unit as a security deposit. 1.c Packet Pg. 28 At t a c h m e n t : A t t a c h m e n t C : E x i s t i n g R e n t e r P r o t e c t i o n s a t L o c a l a n d S t a t e L e v e l ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 350 W. Julian Street, Building 5, San José, CA 95110 408.780.8411 • www.svathome.org • info@siliconvalleyathome.org July 27, 2022 Mayor Burt and Councilmembers City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 Dear Mayor Burt, Vice Mayor Kou, and Councilmembers Cormack, Filseth, DuBois, Stone, and Tanaka: RE: Rent Registry We are pleased to submit the attached policy memorandum with the intent of supporting the development of the forthcoming rental survey ordinance. The memorandum analyzes key components of existing rental survey ordinances in California, and identifies decision points to inform the policy making process in Palo Alto. This memorandum was commissioned by SV@Home from The Renne Public Law Group®, LLP (RPLG), using technical assistance funds provided by the Partnership for the Bay’s Future as a component of the Challenge Grant program, which has supported a partnership between the City of Palo Alto and SV@Home over the last two years. The memorandum was produced at RPLG by Shajuti Hossain under the supervision of Julian Gross. During the course of this work, Julian Gross separated from RPLG, but agreed to continue to support Ms. Hossain through the project under the auspices of his new firm, Law Offices of Julian Gross. SV@Home has appreciated the value of the partnership we have had with the city, and looks forward to continued engagement as this process progresses. Sincerely, Mathew Reed Policy Director Board of Directors Kevin Zwick, Chair United Way Bay Area Gina Dalma, Vice Chair Silicon Valley Community Foundation Candice Gonzalez, Secretary Sand Hill Property Company Andrea Osgood, Treasurer Eden Housing Shiloh Ballard Silicon Valley Bicycle Coalition Bob Brownstein Working Partnerships USA Amie Fishman Non-Profit Housing Association of Northern CA Ron Gonzales Hispanic Foundation of Silicon Valley Javier Gonzalez Google Poncho Guevara Sacred Heart Community Service Janice Jensen Habitat for Humanity East Bay/Silicon Valley Janikke Klem Technology Credit Union Jan LIndenthal MidPen Housing Jennifer Loving Destination: Home Mary Murtagh EAH Housing Chris Neale The Core Companies Kelly Snider Kelly Snider Consulting Jennifer Van Every The Van Every Group STAFF Regina Celestin Williams Executive Director 1.d Packet Pg. 29 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r To: Mathew Reed, Silicon Valley at Home From: Shajuti Hossain, Associated Attorney Date: re: July 5, 2022 Rental Survey Ordinances in California I. INTRODUCTION This memorandum analyzes existing rental survey ordinances in California, describes key components of those ordinances, and identifies decision points for the City of Palo Alto (the “City”) to determine how it should address those issues in its forthcoming rental survey ordinance (“Ordinance”). This memorandum is not attorney-client privileged and does not constitute confidential legal advice. The California Constitution grants expansive police powers to cities, authorizing them to enact policies regarding land use, rents, and evictions to serve the public good.1 The City is thereby authorized to create rights and obligations on landlords and tenants as described below to protect the health, safety, and welfare of its residents. However, federal, state, and local laws impose some limitations on the exercise of municipal police power.2 Those limitations include federal and state constitutional provisions.3 In California, general law cities must follow state law.4 Charter cities may adopt and enforce ordinances that address municipal affairs pursuant to their police power even if they conflict with state law.5 However, charter city ordinances that address matters of statewide concern must be consistent with state law.6 Charter cities must also follow the terms of their own charters.7 1 Cal. Const. art. 11, § 7; Birkenfeld v. City of Berkeley (1976) 17 Cal.3d 129, 140, 159–160 [“police power [of a county or city] under this provision ... is as broad as the police power exercisable by the Legislature itself.”]; Fonseca v. City of Gilroy (App. 6 Dist. 2007) 56 Cal.Rptr.3d 374, 378-329. 2 Sacramentans for Fair Planning v. City of Sacramento (App. 3 Dist. 2019) 37 Cal.App.5th 698, 709. 3 See Concerned Dog Owners of California v. City of Los Angeles (App. 2 Dist. 2011) 123 Cal.Rptr.3d 774, 778. 4 Cal. Const. art. 11, § 7. 5 Id. at § 5(a); American Financial Services Assn. v. City of Oakland (2005) 34 Cal.4th 1239, 1251. 6 American Financial Services Assn, 34 Cal.4th at 1251. 7 Cal. Const. art. 11, § 5(a); Sacramentans for Fair Planning, 37 Cal.App.5th at 709. 1.d Packet Pg. 30 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 2 As of the date of this memorandum, we have found approximately a dozen California cities with rental survey ordinances. The table below lists those cities, their population size, and dates of adoption. This memorandum provides a summary of how each of them addresses key issues. City Date Approximate Population Local Rent Stabilization Los Angeles 1983 4,000,000 Yes Berkeley 1980 121,000 Yes Santa Monica 1998 92,000 Yes East Palo Alto 2010 28,000 Yes Mountain View 2016 82,000 Yes San Jose 2017 1,000,000 Yes Beverly Hills 2017 34,000 Yes El Cerrito 2019 25,000 NO Alameda 2019 79,000 Yes Concord 2020 129,000 NO San Francisco 2020 802,000 Yes Culver City 2020 39,000 Yes Oakland Expected 2022 425,000 Yes Palo Alto 67,000 NO Several of these ordinances, including those enacted in Los Angeles, Beverly Hills, and San Jose, have withstood federal constitutional challenges in court.8 Specifically, courts have dismissed constitutional claims of unreasonable search and seizure, Fourteenth Amendment due process, and equal protection against those 8 Apt Ass'n of Greater Los Angeles v. City of Beverly Hills (C.D. Cal 2019) WL 4137414; Apt Ass'n of Greater Los Angeles v. City of Los Angeles (C.D. Cal. 2019) WL 7856767; Hotop v. City of San Jose (N.D. Cal. 2018) 2018 WL 4850405. 1.d Packet Pg. 31 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 3 ordinances.9 Hotop v. City of San Jose also dismissed a federal contracts clause argument against the city’s rental survey ordinance.10 Although most rental survey ordinances are tied to local rent stabilization laws, they do not have to be; for example, the cities of El Cerrito and Concord have rental survey ordinances but do not have local rent stabilization laws. Although both cities passed their rental survey ordinances simultaneously or shortly after the state passed its rent stabilization law (AB 1482, Cal. Civil Code § 1947.12) in fall of 2019, both cities require registration of a different range of rental units than those subject to AB 1482.11 As described below, rental survey ordinances generally aim to achieve similar outcomes of increasing certainty, stability, and fairness in the rental market, while taking slightly different approaches. II. DISCUSSION A. Initial Rental Unit Registration Rental survey ordinances require landlords to register their rental units by certain dates or timeframes to track changes and trends in the local rental market. Palo Alto Municipal Code Section 9.72.050 already requires “landlords” to register their “residential rental properties,” as defined in Palo Alto Municipal Code Section 9.72.080, with their name and contact information. However, other rental survey ordinances require landlords to provide additional information, as described in Section B below. Some ordinances require landlords to register within a certain number of days after a particular event. For example, El Cerrito and Beverly Hills require registration within 30 days after receiving a notice from the city.12 East Palo Alto requires landlords to submit their registration within 30 days after commencing a new tenancy for a specific unit.13 Other ordinances require landlords to submit their initial registration by a certain date each year.14 For example, Los Angeles requires landlords to submit their registration by the last day of February of each year and 9 Id. 10 City of San Jose, 2018 WL 4850405. 11 For example, AB 1482 exempts new construction and single-family homes while El Cerrito does not (Cal. Civil Code § 1947.12(d)(4),(5); El Cerrito Municipal Code, § 10.100.020). However, Concord’s rental survey ordinance incorporates AB 1482 but also exempts multi-family homes of three units or less, unlike AB 1482 (Concord Municipal Code, §§ 19.40.010(a)(5), 19.40.110(a)). 12 El Cerrito Municipal Code, § 10.100.030(A); Beverly Hills Municipal Code, § 4-6-10(A). 13 East Palo Alto Municipal Code, § 14.04.080(A). 14 See Culver City Municipal Code, § 15.09.230(B)(1). 1.d Packet Pg. 32 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 4 Mountain View requires them by February 1 of each year.15 These two types of options are further described as follows: Option 1: City sends a notice of required registration to all landlords. The City can consider first sending a notice of required registration to all landlords, similar to El Cerrito. It may also consider starting with a longer deadline initially as landlords transition to complying with this new requirement. Under this option, other ordinances have set a certain number of days by which landlords must register any rental unit that was previously exempt but becomes governed by the ordinance for the first time. El Cerrito and Beverly Hills require landlords to register such a unit within 30 days after receiving notice from the city that it is no longer exempt.16 East Palo Alto requires registration within 60 days after the ordinance becomes applicable to the unit.17 Option 2: Ordinance requires landlords to register by a certain date each year. Alternatively, the City could require landlords to register by a certain date each year, similar to Los Angeles and Mountain View. This option would require landlords of rental unit that were previously exempt to register by that same deadline instead of having a separate registration window. B. Rental Unit Registration Information Palo Alto Municipal Code Section 9.72.050 already requires landlords to submit their name and contact information to the City. Other ordinances collect information regarding individual units, such as their location and size, current and past rent, any utilities included with the rent, occupancy status, history of capital improvements and whether those expenses were passed through to tenants, and housing services included with the rent.18 They also seek information on tenants, such as their date of move-in, household composition, and whether they receive a housing voucher or rental subsidy.19 These data can help local governments understand the diversity of their rental units, rents, tenants, tenancies, and changes in tenancies to make informed policy 15 Los Angeles Municipal Code, § 151.05(A)(5); Mountain View Community Stabilization and Fair Rent Act Regulations, Chapter 11, § B(1); see San Francisco Administrative Code, § 37.15(c). 16 El Cerrito Municipal Code, § 10.100.030(D); Beverly Hills Municipal Code, § 4-6-10(A). 17 East Palo Alto Municipal Code, § 14.04.080(I). 18 Berkeley Municipal Code § 13.76.080(B); East Palo Alto Municipal Code, § 14.04.080(A); El Cerrito Municipal Code, § 10.100.030(C); San Francisco Administrative Code, § 37.15(b)(2); Santa Monica Charter, Article XVIII, § 1803(q); Culver City Municipal Code, § 15.09.230(B)(1). 19 Id. 1.d Packet Pg. 33 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 5 interventions. Some ordinances allow the local government to seek additional information as it deems necessary.20 C. Rental Unit Registration Renewal El Cerrito, Mountain View, and Los Angeles require landlords to renew their registration each year.21 El Cerrito sets a default renewal deadline of June 30 each year but also requires the city to notify landlords of their renewal deadlines in case it should differ from June 30.22 Renewals can help local governments evaluate and ensure compliance with state and local eviction procedures. The City could consider requiring more frequent renewals, requiring registration amendments upon certain changes as described in the following section, or both. Renewals and amendments both help provide real-time data. Registration renewal can require landlords to include documentation of attempted changes such as landlords’ notices of lease violation and tenants’ notice of curing the violation. If a tenant’s notice was not made in writing, the City could require the landlord to describe the content, method of communication, and date or approximate date of the tenant’s notice. This data can help the City verify landlords’ notices and attempted evictions, evaluate how often landlords inform tenants of lease violations, how often tenants cure those violations, compliance with the City’s landlord-tenant dispute resolution process (Section 9.72.040 of the Palo Alto Municipal Code), and compliance with other existing law. The City can use this information to identify problems and design tailored policy interventions to address them. D. Rental Unit Registration Amendment In addition to requiring registration renewals, El Cerrito, Mountain View, San Francisco, and Beverly Hills require landlords to amend their registration within 30 days after a change in the registration information or termination or commencement of a tenancy.23 Alameda requires landlords to amend their 20 East Palo Alto Municipal Code, § 14.04.080(A)(7); El Cerrito Municipal Code, § 10.100.030(C)(11). 21 El Cerrito Municipal Code, § 10.100.030(B); Los Angeles Municipal Code, § 151.05(A)(5); Mountain View Community Stabilization and Fair Rent Act Regulations, Chapter 11, § B(1). 22 El Cerrito Municipal Code, § 10.100.030(A). 23 El Cerrito Municipal Code, § 10.100.030(E) [“A landlord shall notify the city if there is a change to the registration information for any rental unit. A landlord shall contact the city within thirty days of a change in a rental unit's ownership or management, or a change in the owner's or manager's contact information.”]; Mountain View Community Stabilization and Fair Rent Act Regulations, Chapter 11, §§ B(3)-(4) [requiring updates after a termination or commencement of a tenancy or change in ownership or management]; San Francisco Administrative Code, § 37.15(c) [“Unit information shall also be updated within 30 days of any change in the name or business contact information of the owner or designated property manager.”]; Beverly Hills Municipal Code, §§ 4-5-801(C),(D), 4-6-10(C),(D), [“C. Reregistration: When a rental unit is rerented after a vacancy, the landlord must reregister 1.d Packet Pg. 34 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 6 registration within 30 days after commencing a new tenancy and upon change of ownership of the unit.24 Culver City requires landlords to amend their registration “upon a new tenancy, and when there are changes in housing services for the covered rental unit.”25 East Palo Alto does not require registration renewals but requires registration amendments within 30 days after the commencement of a new tenancy. 26 It requires landlords to provide a reason for termination of tenancies, such as notice of termination or abandonment by the tenant or evictions pursuant to state law.27 The City could can require landlords to attach any related notices, such as the landlord’s notice of lease violation and intent to evict, unlawful detainer forms filed with a court, and/or the tenant’s notice of lease termination. State law already requires landlords to provide notices of lease violations to tenants in writing.28 This documentation can help the City flag spikes in evictions in real-time and understand the factors that are driving those spikes to inform potential policy solutions. Registration amendments can help capture constructive evictions, which are when landlords seek to terminate tenancies without initiating unlawful detainer proceedings through the court system. This information can help the City evaluate displacement of tenants, changes in the availability of affordable rental units, and how to design policy interventions. E. Affidavit East Palo Alto and Berkeley require landlords to include affidavits with their registration, including amendments and renewals, declaring that the information they provided is true and correct.29 El Cerrito’s rental survey treats providing false information as violations of the municipal code and chargeable as a misdemeanor or infraction.30 The City can consider these options to ensure landlords report truthful information. the unit with the City within thirty (30) days after the rerental. D. Registration Amendment: A landlord must file a registration amendment with the City within thirty (30) days of a change in a rental unit's ownership or management, or a change in the owner's or manager's contact information.”]. 24 Alameda Municipal Code, § 6-58.55. 25 Culver City Municipal Code, § 15.09.230(B)(3). 26 East Palo Alto Municipal Code, § 14.04.080(A) [“Within thirty (30) days after the commencement of a new tenancy for a specific rental unit, a landlord shall file a registration statement on a form provided by the board.”]. 27 East Palo Alto Rent Stabilization Board Regulations for Residential Tenancies, § 600(F)(1)(l). 28 Cal. Code Civ. Pro. § 1161(2)-(4). 29 East Palo Alto Municipal Code, § 14.04.080(B); Berkeley Municipal Code, § 13.76.080(C). 30 El Cerrito Municipal Code, § 10.100.030(C). 1.d Packet Pg. 35 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 7 F. Tenant Portal Along with its rental survey ordinance, San Jose developed a tenant portal through which tenants can view current information about the rent they pay and the date of their last rent increase by entering the address of their rental unit.31 They can also complete an online form to report a discrepancy.32 San Francisco’s ordinance permits its rent board to develop procedures for tenants to also report optional information about their units.33 The City could consider establishing a similar portal that includes optional questions of tenants such as their family size, ages, income, race or ethnicity, length of tenancy, prior place of residence, and number of years living in the City to better inform the City of its tenants’ backgrounds. These questions would not ask tenants to provide their names or any other personally identifiable information. This could be a helpful resource for the City because census data does not provide this type of information at granular levels and often includes information from outside of City boundaries. Tenants also may not feel comfortable sharing this information with their landlords but would be more willing to anonymously share the information with the City. Although this portal would not show a complete picture of Palo Alto’s tenants due to its optional nature, it would provide some data that is not currently available. Over time, the portal can become a common place for tenants to check their landlord’s registration and share information about themselves in the meantime. The City could market this portal as an opportunity for tenants to help the City prioritize the resources they need. G. Copy of Registration to Tenant El Cerrito’s ordinance allows the city to require landlords to provide tenants with a copy of their registration, including amendments and renewals, while allowing landlords to redact information that does not pertain to the particular tenant’s unit.34 Berkeley’s ordinance requires its rent stabilization board to provide a copy of the landlord’s registration statement with the occupant of the unit within 30 days after receiving it from the landlord.35 Culver City requires landlords to post a notice 31 San Jose Tenant Portal available at https://sjrentregistry.force.com/s/tenantphase2?language=en_US. 32 Id. 33 San Francisco Administrative Code, § 37.15(a). 34 El Cerrito Municipal Code, § 10.100.030(F). 35 Berkeley Municipal Code, § 13.76.080(H). 1.d Packet Pg. 36 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 8 of its rent registration requirements in a common area.36 The City can consider these options as well. If the City includes some provision about providing a copy to the tenant, the City could consider requiring landlords to translate copies of their registration into other languages, or offering translation services to landlords, for limited English proficient tenants. This could further the purposes of fairness and transparency in the rental market. Culver City requires landlords to post its notice of rent registration requirements in English, Spanish, and any other languages as required by the city’s housing division.37 Alternatively, the City could translate this Ordinance and associated guidance into languages commonly used in the community, similar to East Palo Alto which publishes notices of its rent stabilization and just cause ordinance in common languages online for landlords to provide to their tenants.38 The City already requires its landlord-tenant dispute facilitation administrator to provide notices of landlord-tenant dispute resolution rights under Chapter 9.72 of the Palo Alto Municipal Code in English, Spanish, Chinese, and Russian.39 Los Angeles also requires landlords to post a notice about its rent stabilization ordinance in a conspicuous location of the property in English and Spanish.40 San Jose and San Francisco have adopted more general language access policies that require city services to provide language assistance services as well.41 H. Administrative Regulations Mountain View requires its rental housing committee to issue rules and regulations to implement its ordinance, while El Cerrito authorizes its community development director, East Palo Alto and Santa Monica authorize their rent stabilization boards, and San Jose authorizes its city manager to do the same.42 Similarly, Alameda’s ordinance requires landlords to register their units “as provided in Regulations.”43 The City could authorize the City to promulgate regulations to implement the Ordinance as well. 36 Culver City Municipal Code, § 15.09.230(B)(5). 37 Id. 38 East Palo Alto Municipal Code, § 14.04.060. 39 Palo Alto Municipal Code, § 9.72.070(b). 40 Los Angeles Municipal Code § 151.05(I). 41 San Francisco Municipal Code, § 91.1 et seq; San Jose Language Access Policy 6.1.10, available at https://www.sanjoseca.gov/home/showdocument?id=17927. 42 Mountain View Municipal Code, § 1709(e); El Cerrito Municipal Code § 10.100.030(G); East Palo Alto Municipal Code, § 14.04.070(D); Santa Monica Charter, Article XVIII, § 1803(g); San Jose Municipal Code § 17.23.040. 43 Alameda Municipal Code, § 6-58.55. 1.d Packet Pg. 37 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 9 I. Confidentiality Other ordinances protect the privacy of individuals and proprietary information of businesses by prohibiting disclosure of most individual registration information. East Palo Alto requires its rent stabilization board to only use the information to enforce the rent stabilization and just cause ordinance, although it permits use of the data for taxing purposes.44 East Palo Alto and Berkeley require their rent stabilization boards to adopt rules and regulations for ensuring confidentiality of information.45 El Cerrito requires confidentiality and expects the City to compile the information in aggregate through a database.46 Like El Cerrito, the City could create a database of this information to generate reports on the numbers, sizes, rents, and lengths of tenancies of rental units in the City. These aggregated reports can help the City better understand its tenants and rental market in particular areas and across the City. J. Program Fee Section 9.72.050 of the Palo Alto Municipal Code already directs City Council to set a fee amount that landlords must pay for each rental unit to reimburse the City for its costs of maintaining registration records. Los Angeles sets the fee amount in its ordinance, while East Palo Alto, El Cerrito, Mountain View, Culver City and San Francisco direct the rent stabilization board, city council, or staff to set the fee amount.47 For rental units that were formerly exempt for part of the year, East Palo Alto requires the fee to be prorated based on the number of months left until the next fee is due.48 Palo Alto could consider adding a sentence to Section 9.72.050 of the Palo Alto Municipal Code to that effect. Berkeley’s ordinance set the initial fee amount and then directs its rent stabilization board to set subsequent annual fees.49 Berkeley also prohibits landlords from passing on the fee to tenants without prior approval from the rent board.50 Culver City permits landlords to pass through half of the initial registration fee to tenants, but requires noting it as a separate line item on the rent statement.51 Palo Alto could 44 East Palo Alto Municipal Code, § 14.04.150(A). 45 Id. at (B); Berkeley Municipal Code, § 13.76.090. 46 El Cerrito Municipal Code § 10.100.030(H). 47 Los Angeles Municipal Code § 151.05(B); East Palo Alto Municipal Code, § 14.04.150(C); El Cerrito Municipal Code § 10.100.040(B); Mountain View Municipal Code, § 1709(j)(1); Culver City Municipal Code, § 15.09.230(D)(1); San Francisco Administrative Code, § 37A.2(d). 48 East Palo Alto Municipal Code, § 14.04.080(I). 49 Berkeley Municipal Code, § 13.76.080(D). 50 Id. at § .060(N). 51 Culver City Municipal Code, § 15.09.230(D)(2). 1.d Packet Pg. 38 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 10 consider prohibiting landlords from passing the all or a portion of the fee onto tenants as well. K. Penalties Mountain View authorizes its rental housing committee to establish a schedule of penalties for noncompliance with the ordinance or its regulations.52 Los Angeles sets a penalty of 150 percent of delinquent fees and a penalty of $250 per day after the 7th day of failing to post a notice about the rent stabilization ordinance at the rental property.53 Berkeley sets a penalty of 100 percent of delinquent fees for every 6 months the fee and penalty remain delinquent.54 Berkeley and East Palo Alto explicitly prohibit landlords from passing penalties onto tenants.55 El Cerrito and Beverly Hills subjects any person violating its ordinance to the city’s administrative penalties.56 If a landlord in Santa Monica willfully and knowingly fails to register its unit, then its rent control board can authorize the tenant to withhold all or a portion of the rent until the landlord properly registers.57 After the landlord registers, the rent control board must determine what portion, if any, the tenant then owes to the landlord.58 The City could consider including similar provisions to enforce the Ordinance. East Palo Alto, Los Angeles, and Berkeley include a provision permitting the City to waive penalties for landlords who make a good faith attempt to comply, file their registration, pay their fees, and fulfill any other requirements of the ordinance and its regulations.59 El Cerrito’s administrative penalty procedure provide landlords the opportunity to contest assessments of penalties against them.60 The City could consider including a good faith exception and similar appeal procedure for landlords in this Ordinance. L. Lien or Debt East Palo Alto includes a provision that enforces the fees and penalties by deeming them debts to the city and authorizing the city to file a lien on properties for which 52 Mountain View Municipal Code, § 1709(d)(13). 53 Los Angeles Municipal Code § 151.15. 54 Berkeley Municipal Code, §§ 13.76.080(F). 55 Id. at (K); East Palo Alto Municipal Code, § 14.04.180(E). 56 El Cerrito Municipal Code § 10.100.050; Beverly Hills Municipal Code §§ 4-5-706, 4-6-12(E). 57 Santa Monica Charter, Article XVIII, § 1803(q). 58 Id. 59 East Palo Alto Municipal Code, § 14.04.080(F); Los Angeles Municipal Code § 151.15; Berkeley Municipal Code, §§ 13.76.080(F) [“The board may waive the penalty if payment is made within thirty days of the original due date. A landlord may request the board to waive all or part of the penalty if he/she can show good cause for the delinquent payment.”]. 60 El Cerrito Municipal Code § 1.14.080 et seq. 1.d Packet Pg. 39 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r July 5, 2022 Page 11 registration and fees are delinquent for more than 180 days.61 Berkeley deems fees and penalties as debts to the city but is silent on whether the city can file a lien on the property.62 The City could consider these options to enforce the fees and penalties as well. III. CONCLUSION In sum, the above components of other rental survey ordinances in California provide options for the City of Palo Alto to consider and adapt for local circumstances, in an effort to achieve a balance between receiving valuable information and minimizing administrative costs for the involved parties. 61 East Palo Alto Municipal Code, § 14.04.080(G). 62 Berkeley Municipal Code, §§ 13.76.080(G). 1.d Packet Pg. 40 At t a c h m e n t : A t t a c h m e n t D : R e n t a l S u r v e y P r o g r a m O r d i n a n c e s i n O t h e r C a l i f o r n i a J u r i s d i c t i o n s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r 1 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 2022 Rent Registry User Guide for Property Owners/Managers Also available at www.el-cerrito.org/rentregistry Step 1: To begin, access your account by visiting https://elcerrito.progressivecloud.net/webrenewals/. The screen below will then appear. To proceed, you will need your business license account number and security access code which can be located on your Business License Renewal Notice in the top right corner. Enter your account number, security code and click Continue. Step 2: Once you enter your account number and security code, you will automatically be taken to the Business License Payments screen. Here you will have the opportunity to review your account information and make changes, if needed. 1.e Packet Pg. 41 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 2 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 A. Below you will have the choice to select either the paper or email renewal notice option for the next renewal period, 2023, at which time renewals will be sent digitally only. B. If you need to modify your account information, indicate that your business has closed or print a copy of the current renewal notice, you can make that selection below. Otherwise, proceed by selecting Make a Payment, acknowledging the certification requirements, and clicking Continue. 1.e Packet Pg. 42 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 3 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 Step 3, Rent Registry: Once you reach this point, you can begin the Rent Registry. Start by entering your Business License Account Number and your Business Information will appear. You can make updates, as necessary. Step 4, Property Information: Here, you will begin to enter the Rental Property Information. A. The Assessor Parcel Number (APN) will auto populate from the 2020-2021 reporting period. You can also find the APN on your annual property tax statement or online here at the Contra Costa County Treasurer-Tax Collector’s Office. 1.e Packet Pg. 43 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 4 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 B. Please indicate the total number of unit for all units at the property, including any unit that may be occupied by the owner and/or on-site property manager. C. If any of your rental unit(s) are deed restricted, meaning that they are designated as affordable housing, please indicate that in this section. D. Next, specify the total number of rental units. For example, if you own/manage a duplex where 1 unit is occupied by the owner and 1 is occupied by a tenant, the total number of rental units would be 1. E. Please be sure to provide information about the property including year built, year purchased, and type of building. F. If there were capital improvements made between 7/1/2021 – 6/30/2022, please list those as well as the costs. In general, capital improvements increase the value of your property by adding and/or improving existing items. Some examples include bathroom remodel, kitchen remodel, replacement of windows, replacing all plumbing, replacing all electric wiring, etc. Capital improvements often require a permit from the City’s Building Department. Maintenance and repairs are typically associated with general maintenance of the property, such as replacement of a toilet. Step 5, Additional Questions: Please indicate if you are an El Cerrito resident, how many properties you own in El Cerrito (whether rented or owner-occupied), and the total number of rental units in El Cerrito. Step 6, Rental Unit/Property Information: Please provide the data for each rental unit. Most of this information will auto-populate from the 2020-2021 reporting period. If you need to add or edit information, follow these steps. A. Enter the basic property street address and unit number (if applicable). B. Indicate the occupancy status of the property: rented, vacant or owner-occupied. C. If a unit is exempt, please indicate that below. Some examples of exemptions include units where the rents are controlled/regulated (“deed restricted”) by a government agency, on-site manager’s living unit, and rental of rooms if the owner resides at the property. Visit www.el- cerrito.org/rentregisty for additional details. D. Please provide the number of bedrooms, bathrooms, and square footage. If you do not have information regarding the square footage, you can access this through the County’s ParcelQuest by clicking here. There may be instances, such as multi-unit properties, where unit-specific square footage is not available. In these circumstances, you may submit the total livable square footage for the property/building. 1.e Packet Pg. 44 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 5 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 Once you are done entering the Rental Unit/Property Information, click Save. If you need to add more units, click Add Rental Unit Information. If finished, click Complete to proceed. If there are any errors, the system will prompt you to enter the correct information. Please correct any errors to proceed. Step 7, Tenant History: Here, you are required to report Tenant History at the property/units between 7/1/2021 – 6/30/2022. This information will auto-populate using the 2020-2021 reporting period. If there were no changes in tenancy, click No change in tenant info. If there were move-outs, you must report those along with the move-out reason. You will also need to include any move-ins that occurred between 7/1/2021 – 6/30/2022 by clicking Add Additional Tenant History. Please also be sure to indicate whether a tenant is renting the property/unit with a Housing Voucher, such as Section 8. Step 8, Rental Rates: You are required to report Rental Rates for the period 7/1/2021 – 6/30/2022. Click edit to enter data for a unit. 1.e Packet Pg. 45 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 6 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 A. First, begin by providing the Monthly Rent 2022 for each property/unit between 7/1/2021 – 6/30/2022. B. Second, please provide the Date of Most Recent Rent Increase and Rent Increase Reason. If a rent increase was not issued during 7/1/2021 – 6/30/2022, please select Not Applicable. C. Third, please indicate if any utilities are included with rent. D. Click Save once done. Step 9, Complete Registry: Once you reach this point, please review the information, and click Complete Registry to proceed to payment. Step 10, Payment: A. Congratulations, you are almost done. To proceed, click Calculate Amount Due for an itemization of fees. To make payment, click Submit Payment. 1.e Packet Pg. 46 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 7 Questions? Website: www.el-cerrito.org/rentregistry | Email: housing@ci.el-cerrito.ca.us | Phone: 510-215-4314 B. Enter your credit card information and submit. CONGRATULATIONS, YOU ARE DONE! Next Steps: You will receive an email confirmation of your submission. Registration is deemed to be complete when all required information has been provided and all outstanding fees have been paid. A Notice of Completion will be provided upon review by City staff to property owners once all requirements are satisfied. 1.e Packet Pg. 47 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) PH (925) 350-6414 • FAX (909) 348-0465 Apply Online Today At: https://concord.hdlgov.com City of Concord Residential Rent Registry Application 8839 N Cedar Ave #212, Fresno, California 93720 Property Registration No. Expiration Date Reviewed By OFFICIAL USE ONLY Instructions: If Individual Owner, please provide your home address. If Trust, LLC or Corporation, please provide your business address. OWNERSHIP - Complete information below for all owners. If necessary, use the back of this form to list additional owners and their information. Home or Business Address Alt. No. PLEASE TYPE OR PRINT WITH PEN Title Title 2nd Owner Name 1st Owner Name Rental Property Address City, State & Zipcode Parcel Number: No. of Rental Units at this Property: Phone No. Ownership percentage Phone No. Email Address Is this person the primary contact? Ownership percentage Phone No. Email Address Is this person the primary contact? AUTHORIZED AGENT OR PROPERTY MANAGER - PERSON AUTHORIZED TO COMPLETE RENT REGISTRY DOCUMENTS, IF DIFFERENT FROM THOSE LISTED IN THE OWNERSHIP SECTION ABOVE. Company Name Address Is this person the primary contact: Email Address Phone No. Signature of Property Owner PRINT HERE Thank you for doing business in the City of Concord Date CERTIFICATION AND ACKNOWLEDGEMENT I declare under penalty of perjury under the laws of the State of California that the foregoing information is true and correct to the best of my knowledge. If an Authorized Agent or Property Manager has been designated, I hereby authorize and appoint the agent listed above to execute, under penalty of perjury, the City of Concord Rent Registry and other registration related documents for this property. I agree to be bound by each document filed by this person to the same extent as if I had completed the document and executed it under penalty of perjury myself. SIGN HERE  PLEASE FILL IN THE APPROPRIATE BOXES BELOW AND SIGN RETURN APPLICATION BY MAIL TO: City of Concord Rent Registry 8839 N. Cedar Ave #212 Fresno, CA 93720-1832 OR SCAN & RETURN APPLICATION BY EMAIL TO: concord@hdlgov.com EMERGENCY CONTACT FOR RENTAL PROPERTY: CONTACT NAME: TITLE: ___________________________________________ CONTACT PHONE: ____________________________________ City, State & Zip Code Email Address Is the owner a trust, LLC, Corporation or business partnership? Mailing Address Agent Name Yes Noor *If yes, please provide the full names and titles of all owners in the sections below. Home or Business Address 1.e Packet Pg. 48 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) RENTAL UNIT INFORMATION Instructions: List ALL units including vacant. Please include information for all units as of July 1, 2021. 1.UNIT # OR ADDRESS (IF DIFFERENT THAN PROPERTY ADDRESS 2.UNIT SQUARE FEET 3.NUMBER OF BEDROOMS IN UNIT 4.# OF PARKING SPACES ASSIGNED TO UNIT 5. IS UNIT OCCUPIED AS OF JULY 1ST 6.IS THERE AN ACTIVE LEASE IN WRITING? IF YES, WHAT TYPE OF LEASE? (12-MONTH, 6 MONTH, MONTH TO MONTH) 8. MOVE IN DATE OF CURRENT TENANT (MONTH & YEAR)9. BASE RENT AS OF JULY 1st 10. MONTHLY COST OF ADDITIONAL NON-OPTIONAL CHARGES AS OF JULY 1st NON- OPTIONAL CHARGES COST COLLECTED BY OWNER COLLECTED BY THIRD PARTY ELECTRICITY NATURAL GAS CABLE WI-FI GARAGE RECYCLING WATER SEWER COMMON AREA MAINTENANCE OTHER TOTAL NON-OPTIONAL CHARGES 11. MONTHLY COST OF ADDITIONAL OPTIONAL CHARGES AS OF JULY 1st OPTIONAL CHARGES COST COLLECTED BY OWNER COLLECTED BY THIRD PARTY PARKING STORAGE SPACE OTHER TOTAL OPTIONAL CHARGES 1.e Packet Pg. 49 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) THE FOLLOWING QUESTIONS REFER TO THE PERIOD OF JULY 1, 2021 THROUGH JUNE 30, 2022. 1.HOW MANY TIMES DID TENANCIES CHANGE ON THE PROPERTY? 2.FOR ALL TENANCY CHANGES, HOW MANY MOVE-OUTS WERE INITIATED BY THE TENANT? 3.HOW MANY MOVE-OUTS WERE INITIATED BY THE OWNER? a.HOW MANY OF THE FOLLOWING NOTICE OF TERMINATIONS WERE ISSUED? 3-DAY NOTICE 15-DAY NOTICE 30-DAY NOTICE 60-DAY NOTICE b.HOW MANY OF THE FOLLOWING TYPE(S) OF CAUSES OF ACTION FOR TERMINATION WERE USED? NON-PAYMENT OF RENT LEASE VIOLATION OTHER THAN NON-PAYMENT OF RENT UNIT REMOVED FROM THE MARTKET/ELLIS ACT OWNER OR RELATIVE MOVE IN DEMOLITION OR SUBSTANTIAL REMODEL COMPLIANCE WITH A GOVERNMENT OR COURT ORDER LEASE VIOLATION (IF DIFFFERENT FROM NON-PAYMENT OF RENT) 4.FOR EACH TIME A MOVE-OUT WAS INITIATED BY THE OWNER, WAS AN UNLAWFUL DETAINER CASE FILED IN COURT? YES or NO 1.e Packet Pg. 50 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Page 1 of 4 City of East Palo Alto Office of the City Manager Rent Stabilization Program 2415 University Avenue 2nd floor East Palo Alto, CA. 94303 Tel: 650-853-3157 Fax: 650-853-3115 rentprogram@cityofepa.org CHANGE IN REGISTRATION STATUS STATEMENT Submit this form when a unit or property that was formally claimed as exempt under the Rent Stabilization Ordinance is no longer exempt and therefore must be registered. Rental Property Address: Unit #: _____ # Units on property: _______ # Bedrooms: ______ # Bathrooms: ______ (If new Owner or agent, submit a Change of Ownership Form.) Owner Check if new owner or address  Agent Check if new agent or address  Name Name Address Address City, State, Zip City, State, Zip Phone ( ) Phone ( ) Email Email Send all future notices, correspondence and invoices to: OWNER  AGENT  Reason this unit is no longer claimed as exempt under the Rent Stabilization Ordinance (Check all that apply):  Tenant no longer under Section 8 contract  Two or Three unit property no longer owner-occupied  No longer owned by non-profit with rent covenants  Determined by Rent Stabilization Program to be ineligible for the exemption claimed  Other reason (Describe reason below or on page 3): ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Date basis for exemption ended, if unit was once exempt: __________________ Beginning date of current tenant’s initial lease or rental agreement: _________________ If rental unit is vacant, date unit became vacant: _____________ and submit completed Vacancy Registration Statement. When vacant unit becomes rented, submit Change in Tenancy Statement. For occupied units: Number of tenants included in initial rental agreement or lease: __________ Names of each tenant included in the lease or rental agreement: 1.____________________________________ 2.____________________________________ 3.____________________________________ 4._____________________________________ 5.____________________________________ 6.____________________________________ 7.____________________________________ 8._____________________________________ 1.e Packet Pg. 51 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) City of East Palo Alto Rent Stabilization Program Change in Registration Statement – Page 2 of 4 Property Address and Unit #: _______________________________________________________ For Current Tenant Report the Following Information At Initial Occupancy when tenant first moved into Unit: ______________ or, if tenancy started between January 1, 1996 – Dec., 31, 2005 report instead charges and discounts on January 1, 2006: At Current Date of _____________ Rent Charged (before adjustment for discounts or fees) $ $ Report Any Discount in Rent Provided (Leave blank if none) $ $ Describe Type of Discount provided: Report Any Fees Charged Tenant for Regulated Housing Services (Leave blank if no fees are charged): Water $ $ Garbage or Refuse Removal $ $ Sewer $ $ Gas / Heat $ $ Electricity $ $ Parking $ $ Pet Accommodation $ $ Gas / Heat $ $ Total Net Rent (Rent less Discounts plus Fees Charged) $ $ Report any Deposits Paid by Tenant that are being held by landlord (Leave blank if no deposits are held): Security Deposit $ $ Cleaning Deposit $ $ Pet Deposit $ $ Key Deposit $ $ Other Deposit: $ $ Check all Housing Services provided by landlord that are included in rent and tenant does not pay separately: Laundry access  Washer/dryer in unit  Kitchen appliances  Water  Garbage / Refuse removal  Pets allowed  Gas  Electricity  Extra storage space  Report Parking Assigned: # Covered parking spaces: ____ # Uncovered parking spaces:_____ 1.e Packet Pg. 52 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) City of East Palo Alto Rent Stabilization Program Change in Registration Statement – Page 3 of 4 Property Address and Unit #: ____________________________________________________ Rev 11/2013 If this unit is now rented, submit with this Change in Status Registration Statement the initial lease or rental agreement signed by tenant at the time tenant moved into this unit, and any current lease or rental agreement. If this unit is now vacant, complete the Vacancy Registration Statement below. When the unit becomes rented again, submit a Change in Tenancy Statement with the initial lease or rental agreement within 30 days of occupancy. VACANCY REGISTRATION STATEMENT Report Prior Tenancy Information: Date unit became vacant: _____________ Final rent charged to prior tenant: $____ Reason unit became vacant:  Voluntary  Abandonment by prior tenant  For cause eviction pursuant to Code of Civil Procedure § 1161  Notice by landlord pursuant to Civil Code § 827 or § 1946  Other reasons for eviction List changes in housing services, including parking spaces, offered to new tenant compared to the last tenant: Was the former tenant charged more than the Maximum Allowable Rent for this unit?  Yes  No If yes, was a rebate provided to the former tenant for any overcharges paid above the Maximum Allowable Rent back to August 2010?  Yes  No 1.e Packet Pg. 53 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) City of East Palo Alto Rent Stabilization Program Change in Registration Statement – Page 4 of 4 Property Address and Unit #: ____________________________________________________ Rev 11/2013 Provide below information if there are other reasons this unit is no longer claimed as exempt under the Rent Stabilization Ordinance, or other relevant information about the Registration of this rental unit or its current occupancy: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ______________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ ______________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________ Declaration: I declare under penalty of perjury under the laws of the State of California that to the best of my knowledge, the property is in compliance with the East Palo Alto Rent Stabilization Ordinance and that the information provided in this Change In Registration Status Statement is true and correct. I recognize that any inaccurate information contained in this statement may be deemed a misrepresentation. Signature _____________________________________ Date: __________________ Name (print) ___________________________________ Title: _________________________________________ 1.e Packet Pg. 54 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Change in Tenancy / Vacancy Registration Statement Rev. 11/2021 Page 1 of 2 City of East Palo Alto Rent Stabilization Program 2415 University Avenue, 2nd Floor East Palo Alto, CA 94303 Tel: (650) 853-3114 / Fax: (650) 853-3115 rentprogram@cityofepa.org CHANGE IN TENANCY / VACANCY REGISTRATION STATEMENT Submit this form at the start of a new tenancy with a copy of the lease or rental agreement and a signed copy of the Notice of Existence of the Ordinance Rental Property Address: Unit #: # Units on property: # Bedrooms: # Bathrooms: (If new Owner or Agent, submit a Change of Ownership Form.) Owner Agent Name: Name: Address: Address: City, State, Zip: City, State, Zip: Phone: Phone: Email: Email: New Tenant Information: Beginning Date of This Tenancy: Initial Rent: $ Section 8 Contract Provide the names of each tenant on the lease or rental agreement: 1. 2. 3. 4. Tenant names will be kept confidential in accordance with the Information Practices Act of 1977. Tenant Phone Number: Email: Security deposit: $ Cleaning deposit: $ Pet deposit: $ Housing Service Fees required by Rental Agreement: Water: $ Electricity: $ Gas: $ Sewer: $ Garbage removal: $ Parking: $ Pet: $ Storage: $ Other fees charged: $ Housing Services provided by landlord that are included in the rent include: # Parking spaces covered: # Uncovered spaces: Extra storage space Laundry access Washer/dryer in unit Kitchen appliances Water Garbage removal Pets allowed Gas Electricity Cable/satellite TV The amount of reduced, discounted, “free” rent offered: $ None: Average rent over the first 12 months if discounts or concessions are provided: $ 1.e Packet Pg. 55 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Change in Tenancy / Vacancy Registration Statement Rev. 11/2021 Page 2 of 2 City of East Palo Alto Rent Stabilization Program Change in Tenancy / Vacancy Registration Statement VACANCY REGISTRATION STATEMENT Prior Tenancy Information: Was the former tenant charged more than the Maximum Allowable Rent for this tenant’s unit? Yes No If yes, was a rebate provided to the former tenant for any overcharges paid above the Maximum Allowable Rent for this tenant’s unit from August 2010 or after? Yes No Lease or rental agreement signed by the owner or owner’s representative and the new tenant, or the Section 8 contract is attached. Declaration: I hereby under penalty of perjury declare that all the information in this Change in Tenancy / Vacancy Registration Form is true and correct to the best of my knowledge and belief. Print Name Signature Date Title: Date unit became vacant: Final rent charged to prior tenant: $ Reason unit became vacant: Voluntary Abandonment by prior tenant Non Payment of Rent Due to Substantial Repairs Permanent Removal From the Housing Market Through Demolition Permanent Removal From the Housing Market Through Ellis Act Owner / Relative Move-In Government Agency Order (such a code enforcement action) Court Order Other Reasons for Termination of Tenancy: 1.e Packet Pg. 56 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) mountainview.gov/rentstabilization Create an Online Account mvrent.mountainview.gov 1.e Packet Pg. 57 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Table of Contents Register as New User Property Registration and Exemptions Add Units Submit Termination Notices Submit Banked Rent Increase Notices Submit Tenant Buyout Information 1.e Packet Pg. 58 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization New User mvrent.mountainview.gov 1.e Packet Pg. 59 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 1: mvrent.mountainview.gov Go to Website: mvrent.mountainview.gov Click the Landlord icon 1.e Packet Pg. 60 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization First time user: Click Would you like to create an account? link Step 2: Register as New User 1.e Packet Pg. 61 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 3: User Information & Password Fill in required information and click “Submit” Password must be 8 to 16 characters, must contain a capital letter, and must contain at least one number. The system will send a verification email to the Email Address that was provided. 1.e Packet Pg. 62 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Navigate to your Email’s inbox Click on the verification link as shown below You will be redirected to a screen indicating your account was activated Click “Go Home”to return to the login screen Step 4: E-mail Verification 1.e Packet Pg. 63 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 5: Log In Enter your email address in the User Name field Enter your password & Login 1.e Packet Pg. 64 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Click “Add Property” to bring you to the property pop up Enter the APN and Pin combination for your property Click “Verify”to confirm the property address If all information is correct, click “Register” Step 6: Add Property 1.e Packet Pg. 65 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 7: APN & PIN Combo? The PIN and Assessor Parcel Number (APN) is located in the “Description” section of the Rental Housing Fee invoice If you need assistance please contact: Andrea.Kennedy@mountainview.gov 1.e Packet Pg. 66 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 8: Property Profile You have successfully added the property to your profile! Click into the property to edit the property details or click “Add Property” to add another property to your profile 1.e Packet Pg. 67 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Property Registration mvrent.mountainview.gov Back to table of contents 1.e Packet Pg. 68 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 1: Property Details Property registration allows you to manage multiple properties, update contact information and file for exemptions Navigate through the tabs on the top of the page to view/add property details Required information is noted in red: -Owner Contact -Manager Contact -Add unit information 1.e Packet Pg. 69 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 2: Owner Contact Information Fill in all required information and click “Add” *be sure to scroll down to complete the form Click “Add Contact”and select Owner from drop down menu Navigate to the “Contact Details” tab 1.e Packet Pg. 70 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 3: Manager Contact Information Fill in all required information and click “Add” *click “Same as Owner” box to prefill form with owner’s information Click “Add Contact”and select Manager from drop down menu Navigate to the “Contact Details” tab 1.e Packet Pg. 71 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Add Units to Property Profile Add Units Individually or Mass Upload Unit Information mvrent.mountainview.gov Back to table of contents 1.e Packet Pg. 72 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Add Site Address If your property has more than one site address, you can add the Site Address to your APN Click “Add”to add a new Site Address Fill in required information and click “Submit” Once the address has been added, it will appear in the Site Addresses section 1.e Packet Pg. 73 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Add Units Individually Click “Add Unit”in the property unit section Enter the unit number and other required information Click “Add”to save the unit information 1.e Packet Pg. 74 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Mass Upload Units Select “Add Multiple Units” from property unit section Click “Download Fillable Spreadsheet”from the pop up 1.e Packet Pg. 75 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Mass Upload Units An Excel document will be uploaded to your computer *use “0” if there has been no rent increase Save the completed Excel document to your computer Note: Any errors in the document may result in upload failure Upload the Excel document by clicking “Browse For File” Click “Add” to upload unit information * Delete example row before uploading document 1.e Packet Pg. 76 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Unit Display The newly added unit(s) will appear in the Site Address’s Unit table. If your unit qualifies for an Exemption, you will need to submit an Exemption request 1.e Packet Pg. 77 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 5: Exemptions If your property does not qualify for unit or property exemptions you can skip this step to finalize and submit your property registration. To skip click here If your unit or property qualifies for an exemption you MUST submit these requests PRIOR to submitting your registration. To submit an exemption request on the property click here To submit an exemption request on a unit(s) click here 1.e Packet Pg. 78 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Property Exemptions Property exemptions apply to: •Properties built after December 23, 2016 •Government or subsidized rental properties Back to table of contents 1.e Packet Pg. 79 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 1: Property Exemption Click the “Actions”menu at the top of the property profile Select “Apply for Exemption” in the dropdown menu 1.e Packet Pg. 80 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 2: Property Exemption 1. Select the reason for the property exemption 2. Upload document(s) to support your request by clicking “Browse For File” 3. Select the box indicating you are submitting the information under penalty of perjury 4. Click “Submit” to submit the exemption request 1 2 3 4 1.e Packet Pg. 81 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Unit Exemptions Unit exemptions apply to: •Owner occupies the unit as their primary residence •Owner spouse, domestic partner, children, parent(s) or grandparent(s) occupy the unit as their primary residence •Duplex Back to table of contents 1.e Packet Pg. 82 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 1: Unit Exemption In order to file a unit exemption, you must first add units to the property profile. Click “Add Unit” in the property unit section Enter unit number and other required information then click “Add” Click here for “Add Unit(s) to Property” Instructions 1.e Packet Pg. 83 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 2: Unit Exemption Click the Actions menu to the right of the desired unit Select “Apply for Exemption” in the dropdown menu 1.e Packet Pg. 84 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 3: Unit Exemption 1. Enter the date exemption started 2. Select the reason for the exemption 3. Upload document(s) to support your request by clicking “Browse For File” 4. Select the box indicating you are submitting the information under penalty of perjury 5. Click “Submit” to submit the exemption request 1 2 3 4 5 1.e Packet Pg. 85 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Finish and Submit mvrent.mountainview.gov Back to table of contents 1.e Packet Pg. 86 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 1: Finalize Now that you have entered the required information, you are ready to submit your registration! Click “Review And Submit” at the bottom of the page 1.e Packet Pg. 87 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 2: Review Review information for accuracy If information is not correct, click the “Back”at the top of the page If all information is correct, click “Submit” 1.e Packet Pg. 88 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Step 3: Submit Enter full name and title Select the box indicating you are submitting the information under penalty of perjury Click “Submit” You will receive an email confirming the status of your registration 1.e Packet Pg. 89 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Annual Registration Review, update and resubmit property information Apply for yearly unit exemptions 1.e Packet Pg. 90 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Next Steps Once you submit your registration you can: Submit Termination Notice Submit Termination Notice Follow-up (Coming Soon) Submit Banked Rent Increase Notice Submit Tenant Buyout Information 1.e Packet Pg. 91 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Termination Notices mvrent.mountainview.gov Back to table of contents 1.e Packet Pg. 92 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilizationmountainview.gov/rentstabilization Termination Notices Notices of Termination must be filed with the Rental Housing Committee within three (3) days of serving the Notice on the tenant. 9 Reasons for Termination 1. Failure to pay rent 2. Breach of Lease* 3. Nuisance* 4. Criminal Activity* 5. Failure to give Access* 6. Repairs/temporary vacancies** 7. Owner move-in** 8. Withdrawal from rental market** 9. Demolition** * Requires Notice to Cease, before termination notice ** Requires payment of relocation assistance to qualifying households and right of first return 1.e Packet Pg. 93 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Termination Notice Click the Actions menu for the Unit you wish to submit a notice Select “Submit Termination Notice” in the dropdown menu 1.e Packet Pg. 94 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Termination Notice 1 2 3 1. Enter the Tenant First and Last Name 2. Enter the date the notice was served to the tenant 3. Select the reason for eviction from the dropdown menu 1.e Packet Pg. 95 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Termination Notice 4. Upload the notice by clicking “Browse For File” 5. Check the “penalty of perjury” box 6. Enter the submitter’s contact information 7. Click “Submit” to submit the termination notice for review 4 5 6 7 1.e Packet Pg. 96 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Withdraw Termination Notice You may withdrawal your submission by clicking into the Case ID number in the Case History section to withdrawal the notice correct an error. 1.e Packet Pg. 97 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Withdraw Termination Notice Click “Withdraw” to formally withdraw your notice. An email confirmation will be sent to the email on file. 1.e Packet Pg. 98 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Banked Rent Increase Notices mvrent.mountainview.gov Back to table of contents 1.e Packet Pg. 99 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilizationmountainview.gov/rentstabilization Banked Rent Increase Notice Rent Increases Not Previously Charged •A rent increase, using both a Banked Rent Increase and the Annual General Adjustment may be higher than the AGA for a given year but cannot exceed an annual 10% increase of the current rent. Noticing Requirements •At least 30 days notice to tenant •Required text in Notice Notices of Banked Rent Increase must be filed with the Rental Housing Committee within seven (7) days of serving the Notice on the tenant. 1.e Packet Pg. 100 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Banked Rent Increase Notice Click the Actions menu for the Unit you wish to submit a notice Select “Submit Banked Rent Increase Notice” in the dropdown menu 1.e Packet Pg. 101 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Banked Rent Increase Notice Template Download the template by clicking “Download Template” in the pop up 1.e Packet Pg. 102 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Banked Rent Increase Notice 1 2 3 4 1. Enter the Tenant First and Last Name 2. Enter the date of the rent increase 3. Enter the date the notice was served 4. Enter the current rent and all applicable rent increase 1.e Packet Pg. 103 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Banked Rent Increase Notice 5.Upload a copy of the notice byclicking “Browse For File” 6.Check the “penalty of perjury” box 7.Enter the submitter’s contactinformation 8. Click “Submit” to submit BankedIncrease notice for review 5 6 7 8 1.e Packet Pg. 104 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Withdrawal Banked Notice (optional) You may withdrawal your submission by clicking into the Case ID number in the Case History section to withdrawal the notice or correct an error. 1.e Packet Pg. 105 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Withdrawal BankedNotice (optional) Click “Withdraw” to formally withdraw your notice. An email confirmation will be sent to the email on file. 1.e Packet Pg. 106 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Tenant Buyout Information mvrent.mountainview.gov Back to table of contents 1.e Packet Pg. 107 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilizationmountainview.gov/rentstabilization Tenant Buyout Information Tenant Buyout Disclosure Form •Provides notice to tenants of their rights under the CSFRA regarding offers to vacate a rental unit in exchange for compensation by the landlord. Buyout Information to RHC •Landlord’s full name •Tenant’s full name and address •Amount paid to the tenant(s) and the date when paid to the tenant(s) Buyout information and a signed copy of the Tenant Buyout Disclosure Form must be filed with the Rental Housing Committee (RHC) within fifteen (15) days of execution of a Tenant Buyout Agreement. 1.e Packet Pg. 108 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Tenant Buyout Disclosure Form Template Download the template by clicking “Download Template” in the pop up 1.e Packet Pg. 109 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Tenant Buyout Information Landlord’s contact information will auto populate Enter tenant contact information 1.e Packet Pg. 110 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Tenant Buyout Information 1.Enter the date the Tenant BuyoutAgreement was signed 2.Enter the date the Tenant DisclosureForm was signed 3.Enter the date of tenant move-out 4.Enter the benefit/money provided totenant 1 2 3 4 1.e Packet Pg. 111 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Submit Tenant Buyout Information 5. Upload a copy of the notice by clicking “Browse For File” 6. Check the “penalty of perjury” box 7. Enter the submitter’s contact information 8. Click “Submit” to submit Tenant Buyout Information for review 5 6 7 8 1.e Packet Pg. 112 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Withdrawal Tenant Buyout (optional) You may withdrawal your submission by clicking into the Case ID number in the Case History section to withdrawal the notice or correct an error. 1.e Packet Pg. 113 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m mountainview.gov/rentstabilization Withdrawal Tenant Buyout (optional) Click “Withdraw” to formally withdraw your notice. An email confirmation will be sent to the email on file. 1.e Packet Pg. 114 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m San José Housing Department • Rent Stabilization Program 200 E. Santa Clara St. 12th Floor, San José, CA 95113 • 408-975-4480 • www.sanjoseca.gov/landlord-propertymanager Instructions To ensure accuracy and avoid any delays, we strongly recommend that you register your apartments on-line at https://sjrentregistry.force.com. Incomplete submissions will not be processed. Apartments not registered by October 31, 2021, will be ineligible for annual rent increases and can result in an administrative citation. If you have any questions, please contact us at rentregistry@sanjoseca.gov or 408-975-4480. 2021 RENT REGISTRY FORM OWNERSHIP INFORMATION Owner Name Owner Address Street Address Apt/Unit # City State Zipcode PROPERTY INFORMATION Property Address Street Address City State Zipcode Total # of Units on the Property YOUR INFORMATION — Person completing the form Name Relationship Phone Email DISCLAIMER AND SIGNATURE I certify that my answers are true and complete to the best of my knowledge. Signature Date Mail completed forms to: Rent Stabilization Program Dept. of Housing 200 E. Santa Clara St, 12th Floor San Jose, CA 95113 1.e Packet Pg. 115 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department • Rent Stabilization Program 200 E. Santa Clara St. 12th Floor, San José, CA 95113 • 408-975-4480 • www.sanjoseca.gov/landlord-propertymanager • Instructions: Complete only one section (A, B, C, D, or E ) per unit. For example: to report a rent increase, complete section A. Please Note: Incomplete submissions will not be processed. Unit #: A.RENT INCREASE/DECREASE 1. New Monthly Rent $ 2. Effective Date (MM/DD/YYYY) 3. Rental Assistance Voucher YES NO B.NEW TENANT INFORMATION 1.Move Out Date of Previous Tenant 2.Vacancy Reason — Select one Voluntary Move Out Unapproved Holdover Subtenant Owner Move Out Criminal Activity Nonpayment of Rent Substantial Rehabilitation to the Apartment Material or Habitual Violation of the tenancy Ellis Act Removal Substantial Damage to the Apartment Owner Move In Refusal to Agree to a Like or New Rental Agreement Order to Vacate Nuisance Behavior Vacation of Unpermitted Apartment Refusing Access to the Apartment $ Effective Date of Rent (MM/DD/YYYY) 3.New Monthly Rent 4.Move In Date (MM/DD/YYYY) 5.Security Deposit Amount $6.Rental Assistance Voucher YES NO 7.Services Included in Rent — Select all that apply 8.Number of Parking Spaces Included in Rent Laundry Storage Pool 9.Tenant Names — Enter at least one (1) tenant name RENT REGISTRY FORM PAGE 1 (MM/DD/YYYY) 2021 1.e Packet Pg. 116 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) RENT REGISTRY FORM PAGE 2 San José Housing Department • Rent Stabilization Program 200 E. Santa Clara St. 12th Floor, San José, CA 95113 • 408-975-4480 • www.sanjoseca.gov/landlord-propertymanager C.VACANT UNIT 1.Move Out Date 2.Vacancy Reason — Select one Voluntary Move Out Unapproved Holdover Subtenant Owner Move Out Criminal Activity Nonpayment of Rent Substantial Rehabilitation to the Apartment Material or Habitual Violation of the tenancy Ellis Act Removal Substantial Damage to the Apartment Owner Move In Refusal to Agree to a Like or New Rental Agreement Order to Vacate Nuisance Behavior Vacation of Unpermitted Apartment Refusing Access to the Apartment D. OWNER OCCUPIED 1.Move Out Date of Previous Tenant 2.Vacancy Reason — Select one Voluntary Move Out Unapproved Holdover Subtenant Owner Move Out Criminal Activity Nonpayment of Rent Substantial Rehabilitation to the Apartment Material or Habitual Violation of the tenancy Ellis Act Removal Substantial Damage to the Apartment Owner Move In Refusal to Agree to a Like or New Rental Agreement Order to Vacate Nuisance Behavior Vacation of Unpermitted Apartment Refusing Access to the Apartment 3.Owner Move In Date E. NO CHANGE The rental information has not changed since the last registration of this unit. (MM/DD/YYYY)DD/ YYYY) (MM/DD/YYYY) (MM/DD/YYYY) 2021 1.e Packet Pg. 117 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) City of San José, August 2021 Housing Department Rent Stabilization Program Rent Registry User Guide City of San José Updated August 2021 © Copyright 2021 City of San José, Inc. All rights reserved. City of San José – Rent Registry User Guide 1.e Packet Pg. 118 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Contents PURPOSE........................................................................................................................................................................ 1 CREATING AN ACCOUNT ................................................................................................................................................ 2 ACCOUNT LOGIN ............................................................................................................................................................ 4 FORGOTTEN PASSWORD ................................................................................................................................................ 5 UPDATING YOUR PASSWORD......................................................................................................................................... 6 UPDATING YOUR EMAIL ADDRESS ................................................................................................................................. 7 DIRECT ENTRY .................................................................................................................................................................. 9 REGISTERING YOUR APARTMENTS FOR THE FIRST TIME .............................................................................................. 11 ENTERING A RENT INCREASE FOR AN EXISTING TENANT ............................................................................................. 12 ENTERING A NO CHANGE ............................................................................................................................................. 14 ENTERING A NEW TENANT (WHEN PREVIOUS TENANT HAS MOVED OUT) .................................................................. 15 UPDATING A UNIT AS VACANT .................................................................................................................................... 16 UPDATING A UNIT AS OWNER OCCUPIED .................................................................................................................... 17 CORRECT AN ERROR..................................................................................................................................................... 18 EXCEL TEMPLATE .......................................................................................................................................................... 19 1.e Packet Pg. 119 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 1 PURPOSE All rental apartments subject to the Apartment Rent Ordinance (ARO) must be registered yearly with the Rent Stabilization Program. The rent registry allows jurisdictions with rent-stabilization programs to collect data on apartments, monitor changes in tenancy and rents, and track allowable rent increases. The information will enhance the ability of City of San José staff to monitor compliance with the Apartment Rent Ordinance. Portal User Requirements The Online Rent Registry Portal requires the use of the following web browsers: •Google Chrome •Mozilla Firefox • Apple Safari Microsoft Internet Explorer is not supported. 1.e Packet Pg. 120 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 2 CREATING AN ACCOUNT The Owner Portal in the Rent Registry is only accessible to authorized owners after enrolling in the Rent Registry. Enrolling requires entering the [Property Owner Name] and [PIN] mailed to owners of rent- stabilized properties in San José. Once enrolled, you will have access to review your list of properties, register your apartments, track rent increases, and update occupancy status after a move-out/move-in. Subsequent access to the Rent Registry will only require entering your User Name and Password to log in. Step 1: Go to https://sjrentregistry.force.com and click on the icon located at the upper right side of the screen. Step 2: Click on “Not enrolled yet?” located at the bottom right of the login screen. *If you lost the PIN and/or Property Owner Name that was mailed to you, contact the City of San José’s Housing Department at 408-975-4480 or by email at RentRegistry@sanjoseca.gov for assistance. Owners of multiple properties under different ownership names will receive more than one unique PIN and Property Owner Name. 1.e Packet Pg. 121 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 3 CREATING AN ACCOUNT Step 3: You will be prompted to enter the following information to complete your enrollment: •First and Last name •User Name (Must be in an email format. Ex: John.Smith@cherryave.com (Duplicate User Name’s will not be accepted) •Create a Password (Must be at least 8 characters long & have a mix of letters and numbers. Ex: Housing25) •Property Owner Name (Sent to you by mail) • 6-digit PIN (Sent to you by mail) •Phone Type •Phone Number •Email Type •Email Address Once you have entered the required information, click on “Sign Up” to complete the enrollment. IMPORTANT: Refer to the Rent Registry letter mailed to you by the City of San José for your unique PIN # and Property Owner Name. These two pieces of information are unique to each owner. *Required fields 1.e Packet Pg. 122 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 4 ACCOUNT LOGIN Logging in to your account will give you access to the Rent Registry to register your apartments, track rent increases, and update apartment information. Step 1: Go to http://sjrentregistry.force.com and click on either the Owner Login icon located at the upper right side of the screen or the OWNER PORTAL. Step 2: Enter your User Name and Password and then click on “Log in”. 1.e Packet Pg. 123 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 5 FORGOTTEN PASSWORD If you forget your password, follow the steps below to reset it. Step 1: To reset your password, click on the icon located at the top right of the screen. Step 2: Click on “Forgot your password” located at the bottom left of the login screen. Step 3: Enter your User Name (in email format) and click on “Send Password Reset Email”. Instructions on how to reset your password will be sent to the email address on file. Note: You cannot reuse old password 1.e Packet Pg. 124 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 6 UPDATING YOUR PASSWORD Step 1: Log in to your account. Step 2: Click on the green login icon located in the upper right-hand side of the screen to access the drop-down menu. From the drop-down menu, click on “My Settings”. Step 3: Under Account Details, click on “Change Password”. Step 4: Enter your current password and new password. The new password must be at least 8 characters long and have a mix of letters and numbers (example: Housing25). Click “Save” when done. 1.e Packet Pg. 125 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 7 UPDATING YOUR EMAIL ADDRESS Updating your email address will change where email correspondence from the Rent Registry is sent. Note: your email address is not the same as your User Name. Step 1: Log in to your account. Step 2: Click on the green login icon located in the upper right-hand side of the screen. From the drop-down menu, click on “My Settings”. Step 3: Delete your current email address and then enter the new one in the email address field. Click “Save” to complete the update. 1.e Packet Pg. 126 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 8 UPDATING YOUR EMAIL ADDRESS Step 4: Check your email to finish changing your email address. Once you clicked the link that will conclude changing your email address. 1.e Packet Pg. 127 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 9 DIRECT ENTRY The Rent Registry offers two ways of registering your apartments: Direct Entry or Excel Template. The system will automatically default to Direct Entry mode. This section will show you how to register your apartments for the first time or how to make an update to your apartments by using Direct Entry. Step 1: Log in to the Rent Registry and then click on “Owner Portal". Step 2: If you own multiple properties, you will need to select a property address from the drop-down list. Otherwise, page will automatically display the list of units located within the property. Step 3: Every registration period the buttons will reset to Register or No Change . 1.e Packet Pg. 128 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 10 DIRECT ENTRY Step 4: After registration of a unit, the button will change to Update . Click on Register or Update on the main screen in the row that corresponds to the unit you want to register. Throughout the year, you can register a unit as many times as there are changes in tenancy or rental information. 1.e Packet Pg. 129 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 11 REGISTERING YOUR APARTMENTS FOR THE FIRST TIME If your apartment has never been registered in the Rent Registry, this section will show you how using the Direct Entry feature. By using Direct Entry, you register each unit one at a time. Step 1: Navigate to the main screen to view your list of units. If you own multiple properties, select the property address from the drop down menu of which you would like to register. Click on the Register button in the row that corresponds with the unit you want to register. Step 2: Select the occupancy status from the drop down menu. You can select between Occupied, Vacant, or Owner Occupied. Step 3: The rental information you must enter will depend on the occupancy status selected. All required fields must be completed in order for the system to accept your registration. Once you are done filling in the information, click on Register Unit. Step 4: After successful registration of a unit, a summary of the information entered will appear. 1.e Packet Pg. 130 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 15 ENTERING A RENT INCREASE FOR AN EXISTING TENANT An allowable rent increase is up to 5% once every 12 months. Follow the steps below to enter a rent increase for an existing tenant through the Direct Entry feature. Rent increases can only be entered after the unit has been registered in the Rent Registry. Step 1: Log in to the Rent Registry. Step 2: If you own multiple properties, select a property address from the drop-down list. Otherwise, page will automatically display the list of units located within the property. Step 3: From the list of units displayed on the main page, select the unit you wish to register a rent increase for by clicking on the purple Register button. If this button is not displayed, it means the unit has already been registered for the annual registration period. (You can still register the rent increase by clicking on the green "Update" button.) Step 4: Click on the green Rent Increase/Decrease button. Step 5: Enter the new monthly rent amount and effective date of increase. Then click Submit. 1.e Packet Pg. 131 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 15 ENTERING A RENT INCREASE FOR AN EXISTING TENANT Step 6: Review the rent history for this unit, as well as the percentage of increase to make sure the rent increase is in compliance with the Apartment Rent Ordinance (ARO). Rent increases over 5% will show in red under column heading “% Increased”. Note: If any of the rental information in your last registration is incorrect, click on the Correct an Error button to make corrections. 1.e Packet Pg. 132 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 16 ENTERING A NO CHANGE This section will guide you through the steps to register a no change by using Direct Entry when there has not been a rent increase or tenancy change since the last time information was entered. Please note that this feature is only available to use once each registration period. Step 1: Log in to the Rent Registry. Step 2: Navigate to your list of apartments. Step 3: If nothing has changed since the last registration period, click on “No Change” in the row that corresponds with the unit you are registering. Step 4: Review all the previously registered information. If everything is correct, click “OK”. 1.e Packet Pg. 133 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 17 ENTERING A NEW TENANT (WHEN PREVIOUS TENANT HAS MOVED OUT) This section will guide you through the steps to register a new tenant in Direct Entry when the previous tenant has moved out. Step 1: Log in to the Rent Registry. Step 2: Navigate to your list of apartments. Step 3: From the list of units displayed, select the unit you wish to update the tenancy of by clicking on the Register or Update button. Step 4: Click on New Tenant. Step 5: Answer the questions related to the new tenancy, including the vacancy reason for last tenant and move- out date of last tenant. Click on submit to complete the update. 1.e Packet Pg. 134 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 18 UPDATING A UNIT AS VACANT When there is a change in occupancy such as a vacancy, you can update the apartment information in the Rent Registry to reflect the change. If the apartment became vacant for any reason other than a voluntary move-out, a copy of the notice issued to the tenant must be submitted to the Rent Stabilization Program. Step 1: Log in to the Rent Registry (refer to pg. 4 for login instructions). Step 2: Navigate to the unit and click on Register or Update. Step 3: Click on Vacant. Step 4: Select the vacancy reason for last tenant and enter the move-out date of last tenant. Click on Submit to complete the registration. 1.e Packet Pg. 135 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 19 UPDATING A UNIT AS OWNER OCCUPIED When there is a change in occupancy such as an owner move-in, you can update the apartment information in the Rent Registry to reflect the change. Step 1: Log in to the Rent Registry. Step 2: Navigate to your list of apartments. Step 3: Click on Register or Update button. Click on the or button Step 4: Click on “Owner Occupied”. Step 5: Select the vacancy reason for last tenant, enter the moveout date of last tenant, and the owner’s move- in date. Click on Save to complete the update. 1.e Packet Pg. 136 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 20 CORRECT AN ERROR This feature allows you correct an error in your last entry of a registered unit. Please note this feature is only available in Direct Entry. Step 1: Log in to the Rent Registry. Step 2: Click on the Register or Update button next to the unit on the main page. Then click on Correct an Error button. Step 3: After making corrections, click on Update to submit the changes. 1.e Packet Pg. 137 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) EXCEL TEMPLATE The Excel Template is a useful tool for registering several units at once when they are located within the same building. When registering your apartments, you will need to report general unit information such as rent amounts, occupancy information, and the services included in the rent. Step 1: Log in to the Rent Registry and go to your list of properties. Step 2: On the main page click the icon titled "Excel Template". Step 3: Click the Excel icon 1-Generate and Download Template option. 1.e Packet Pg. 138 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) EXCEL TEMPLATE Step 4: Click on the box that corresponds with the action (e.g., No Change, Rent Increase/Decrease, New Tenant, etc.) that you want to apply to a unit. Once you have completed your selections, click on Download Template to generate an Excel sheet containing the units that had a check mark action applied to it. Step 5: Enter the new rental information into each corresponding row. Some fields require that you select from a drop-down list. 1.e Packet Pg. 139 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) EXCEL TEMPLATE Step 6: Once you've completed entering the rental information into the spreadsheet, click save and return to the Rent Registry web page and click on 2 - Upload Template. 1.e Packet Pg. 140 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 24 EXCEL TEMPLATE Step 7: Units with missing or incomplete rental information will have a red box next to it that says, 'View Missing Data.' Units with complete data will have a green box labeled 'View Data'. If there are errors, click on View Missing Data to identify the fields that require attention. Update the corresponding fields in the saved Excel template and then go back to the Rent Registry and click on Reupload. Continue this step until there are no more errors in your spreadsheet. Step 8: Once there are no errors, click on Submit. 1.e Packet Pg. 141 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Update Current Rent To update the current rent charged for a tenancy, follow the instructions below. 1.Click on the EYE icon to view your registration submission. 2.The Unit Details screen will appear. If the current rent and date of last rent increase need to be updated, follow the instructions below. 3.Click on the ‘ACTIONS’ button where the Current Rent needs to be updated. The Action Menu for the Unit will appear with a drop-down list of available actions. 4.Select ‘Update Current Rent’ from the drop-down menu. City of Alameda1.e Packet Pg. 142 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 5.The Update Current Rent pop-up window will appear. Enter the updated Current Rent and the Date of the Last Rent Increase. a.If the Base Rent needs to be updated, please contact Alameda Rent Program staff. 6.Check the Declaration Statement and enter your full name and title. 7.Click the ‘UPDATE’ button at the bottom right of the window to update the Current Rent. 1.e Packet Pg. 143 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 8. Click on the EYE icon to verify the Current Rent and Date of Last Rent Increase is up to date. 1.e Packet Pg. 144 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  Submit Unit Exemption Request  Certain units are exempt from the Rent Program Annual Fee. A landlord must submit a Unit Exemption  request for any unit at the property that qualifies to be exempt from the Rent Program Annual Fee.   The Unit Exemption applies to the upcoming fiscal year.  The eligible grounds for a Unit Exemption:  Unit is owner‐occupied. Unit is vacant and will remain vacant during the upcoming fiscal year. Unit is occupied by a ‘temporary tenancy’ defined in section 6‐58.15.TT, Alameda Municipal Code. Unit occupant does not pay rent. Unit has a commercial use and is not used as a residential rental unit. Unit is occupied by a property manager and there is a written agreement with the landlord under which the property manager does not pay the full amount of rent that would otherwise be paid for a comparable rental unit on the property. The rent registry has an error in the number of units on this property. This unit does not exist on the property. Please take note:  1.Applying for a Unit Exemption does not guarantee it will be granted. Staff reviews each submission to determine eligibility. 2.The appropriate documentation must be submitted to substantiate the grounds for the exemption. 3.If you have already submitted a Unit Exemption request, you cannot submit another request for the same unit unless the Unit Exemption request is denied by Alameda Rent Program staff. 4.A landlord may only apply for a Unit Exemption before registration is submitted when the property status is ‘Registration Open’ or ‘Registration Denied’. Process to apply for a Unit Exemption:  1.Navigate to the Address tab and click on the ‘ACTIONS’ button for the Unit for which an exemption needs to be submitted. City of Alameda 1.e Packet Pg. 145 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.      2. The Action Menu will display a drop‐down list. Select ‘Apply for Exemption’.     3. The Apply for Unit Exemption pop‐up window will appear.  At the top of the pop‐up window, the  APN, Primary Address, and Unit Address are displayed to verify that the correct Unit was  selected for the Unit Exemption application.   1.e Packet Pg. 146 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  4.Select the Reason for the Unit Exemption application.  Only one option may be selected. 5.Once the Reason for the Unit Exemption is selected, instructions will appear above the ‘Upload Document’ section to explain the required documents that must be submitted to substantiate the grounds for the Unit Exemption. 1.e Packet Pg. 147 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  6.Upload the required documentation.  Click on the ‘Browse for File’ area to select a document(s) from your device to upload. 7.Select one or more documents to upload to the Unit Exemption case.  Please ensure the uploaded documents meet the Required Documents qualifications. 1.e Packet Pg. 148 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  8.Once the appropriate document(s) have been selected and uploaded to the Unit Exemption pop‐up window, the document names will be listed below the ‘Browse for File’ area.  There is also an ‘X’ next to each document name, which allows the user to delete the document if it was uploaded by mistake. 9.Enter comments if you would like to share more information. This is optional. 10.Review all information entered on the Unit Exemption pop‐up window.  If all data is accurate, complete the Declaration Statement and Submitter’s Information sections. Click on the Declaration Statement check box, enter your Full Name, enter your Title from the drop‐down list. 1.e Packet Pg. 149 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  11. Click on the ‘SUBMIT’ button to submit the Unit Exemption request.        12. Once the Unit Exemption request is submitted, the Address tab will display an updated Unit  Status titled, ‘Applied for Exemption’.    13. The Case History section on the Address tab will update to include the new Unit Exemption case  that was submitted. The case status will display ‘Pending Review’.    1.e Packet Pg. 150 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  14. The Alameda Rent Program staff will review the Unit Exemption case submission.     15. If staff approves the Unit Exemption request, the case status will update to ‘Approved’ in the  Case History section. The unit status in the section above will be updated to ‘Exempt.’         16. If the Staff denies the Unit Exemption request, the case status will update to ‘Denied’ and the  unit status will be updated back to ‘Non‐Exempt.’ Staff will inform the Landlord of the reason  the Unit Exemption case was denied.                              1.e Packet Pg. 151 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  Register Rental Units  This section will describe how to register each Unit at the property.    As a reminder, units will be treated differently based on their Regulation Type (see Regulation Type  section for definitions):  Fully Regulated – more fields are required when the Occupant Type is a tenant Partially Regulated  – fewer fields are required when the Occupant Type is a tenant The instructions and screenshot images below describe the process for adding Unit Details to properties  that are Fully Regulated.  The process for adding Fully Regulated and Partially Regulated properties is  the same; only the required fields will differ.    Registering an Occupant  1.Click on the ‘ACTIONS’ button for the Unit where a Tenant Occupant needs to be added.  The Action Menu for the Unit will appear with a drop‐down list of available actions.  This action menu will have different menu options depending on property status.  When the property status is ‘Registration Open’ or ‘Registration Denied’, the Action Menu will display two options: 1) Register New Occupant; 2) Apply for Exemption. NOTE: The Unit Name cannot be edited. If there is an error in the Unit Name, please contact the  Alameda Rent Program and explain the issue.  City of Alameda 1.e Packet Pg. 152 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  2. Select ‘Register New Occupant’ from the drop‐down menu.       3. The Register New Occupant pop‐up window will appear. There is a ‘Reason of Change’ drop‐ down list and a field for ‘Occupant Type’. If the unit has not yet been registered, select “Late  Registration” in the drop‐down menu.            1.e Packet Pg. 153 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  4.  Next, choose the occupant type for the unit. There is an ‘Occupant Type’ drop‐down list and a  field for ‘Number of Bedrooms’.  The Number of Bedrooms will only need to be provided when  you first register unless a change happens to the unit size over time.    NOTE: If a tenant is a Rent Subsidized Tenant (such as a participant in the Section 8 Housing Choice  Voucher Program), please select Rent Subsidized Tenant.  NOTE: If you select the occupant type of Owner, Manager, or Non‐Residential Commercial, please  submit a unit exemption request. If the unit is vacant and will remain vacant for the entire fiscal year  (July 1 – June 30), you may also be eligible for a unit exemption.  1.e Packet Pg. 154 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  5. In this example, we will submit registration information for a Tenant in a Fully Regulated unit. In  the ‘Occupant Type’ field, select Tenant in the drop‐down menu.         6. After selecting ‘Tenant’ in the drop‐down menu, the Tenant fields will appear on screen.  (Reminder: The image below is displaying the Tenant fields for a Fully Regulated unit)      7. Enter all the required fields for the Occupant Type ‐ Tenant.    1.e Packet Pg. 155 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.    8. To add Tenant Information, there are three buttons: 1) Add Phone; 2) Add Email; and 3) Add  Tenant.  Use the appropriate buttons to add/enter the Tenant Information.       9. If there are any errors or missing fields, the system will display error messages in red on the  screen to indicate what is missing.    1.e Packet Pg. 156 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  10. The following is a list of fields for the Occupant Type – Tenant with a description of the field and  information as to whether the field is required.  Field Name Instructions  Fully  Regulated  Unit  Requirement  Partially  Regulated  Unit   Requirement  Number of  Bedrooms If the Unit is a Studio, enter ‘0’  Required  Required  Start Date  of Tenancy  Enter the date the current Tenancy established  was established Required  Required  Base Rent  Enter the amount of rent that was charged to  the tenant on September 1, 2019.    If the unit was not occupied by the current  tenant at that time, enter the rent charged on  the first date that rent was charged following  September 1, 2019  Required Not  Applicable  Current  Rent Enter the current monthly rent for the Tenant.  Required  Required  Date of  Last Rent  Increase  Enter the effective date of the last rent  increase.    If current tenant has never had a rent increase,  enter the Start Date of the Tenancy.  Required  Required  Housing  Services  Included  with Rent  Select all the Housing Services that are  included with the Rent for the current tenant. Required Not  Applicable  Tenant  Name  Submit contact information for tenants who  are aged 18 or older.    Required Not  Applicable  Tenant  Preferred  Language  Enter the Tenant Preferred Language, if  known. Optional Not  Applicable  Tenant  Phone Enter the Tenant Phone Number.  Optional  Not  Applicable  Tenant  Email Enter the Tenant Email Address.  Optional  Not  Applicable  1.e Packet Pg. 157 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  11. Once all required fields are accurate, complete the Declaration Statement and Submitter’s  Information sections. Click on the Declaration Statement check box, enter your Full Name, enter  your Title from the drop‐down list.        12. Click on the ‘SUBMIT’ button at the bottom right of the window to register the new occupant.            1.e Packet Pg. 158 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  13.The new occupant’s information will be updated. 14.Repeat for all units. 1.e Packet Pg. 159 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  Submit Property Exemption Request  Certain properties are exempt from Rent Ordinance 3250 and the Rent Program Annual Fee. A landlord  must submit a Property Exemption request for any property that qualifies to be exempt from the Rent  Program Annual Fee.   The Property Exemption applies to registration and the upcoming fiscal year.   The eligible grounds for a Property Exemption:  Commercial units, such as office condominiums, commercial storage units or units subject to Section 30‐15 of the Alameda Municipal Code (Work Live Studios). Community cabins Dwelling Units in which the Landlord owns the Rental Unit, occupies the Rental Unit as the Landlord’s Primary Residence and shares kitchen or bath facilities with one or more Tenants. Dwelling Units that are rented or leased to transient guests for 30 consecutive days or less. Dwelling Units, regardless of ownership, for which the Rents are subsidized or regulated by federal law or by regulatory agreements between a Landlord and (i) the City, (ii) the Housing Authority or (iii) any agency of the State of California or the Federal Government; provided, however, if the Dwelling Unit is in the Housing Choice Voucher Section 8 Program and is not owned by a public entity or a bonafide not for profit organization dedicated to the provision of affordable housing, as further defined by Regulations, the Dwelling Unit is exempt only as to the rent control provisions of the ordinance. If a Dwelling Unit no longer qualifies for the full or partial exemption under this subsection A, for example, the Landlord withdraws from a subsidy program or a regulatory agreement expires and/or is not renewed, the Dwelling Unit will immediately be subject to all provisions of the ordinance. Houseboats Mobile homes or mobile home lots Rooms in a building or Dwelling Unit that provides a structured living environment that has the primary purpose of helping formerly homeless persons obtain the skills necessary for independent living in permanent housing and where occupancy is limited to a specific period of time and where the occupant has been informed in writing of the temporary nature of the arrangement at the inception of the occupancy. Rooms in a building or Dwelling Unit where the primary use is providing short‐term treatment, assistance or therapy for alcohol, drug or other substance abuse and the room is provided incident to the recovery program and where the occupant has been informed in writing of the temporary or transitional nature of the arrangement at the inception of the occupancy. Rooms in a convent, monastery, fraternity or sorority house or in a building owned, operated or managed by a bonafide education institution for occupancy by students. Rooms in a facility that provide a menu of services including, but not limited to, meals, continuing care, medication management, case management, counseling, transportation and/or a wellness clinic, and for which services an occupancy agreement is typically required, and regardless of whether the occupant must pay additionally for some services. Rooms in a facility that require, as part of a person’s occupation and use of the room and the facility, some or all of the following: intake, case management, counseling and an occupancy agreement. City of Alameda1.e Packet Pg. 160 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.   Rooms in any hospital or in a facility for assisted living, skilled nursing, convalescence or  extended care.   Rooms in hotels, motels, inns, tourist homes, short‐term rentals, rooming or boarding houses,  provided that such rooms are not occupied by the same occupant or occupants for more than  30 consecutive days.    Please take note:  1. Applying for a Property Exemption does not guarantee it will be granted. Staff reviews each  submission to determine eligibility.   2. The appropriate documentation must be submitted to substantiate the grounds for the exemption.    3. If you have already submitted a Property Exemption request, you cannot submit another request  unless the Property Exemption request is denied by Alameda Rent Program staff.    4. A landlord may only apply for a Property Exemption before registration is submitted when the  property status is ‘Registration Open’ or ‘Registration Denied’.  Process to apply for a Property Exemption:  1. Navigate to the Address tab for the property that needs an exemption. Click on the ‘PROPERTY  ACTIONS’ button on the top right of the page.        2. A drop‐down menu will appear. Select ‘Apply for Property Exemption.’     1.e Packet Pg. 161 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  3. The Apply for Property Exemption pop‐up window will appear.  At the top of the pop‐up  window, the APN and Primary Address are displayed to verify that the correct APN was selected  for the Property Exemption application.       4. Select the applicable grounds for the Property Exemption.  Only one option may be selected.   Use the scroll bar to see the all eligible grounds for a Property Exemption.      1.e Packet Pg. 162 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  5. Once a selection is made, instructions will appear above the ‘Upload Document’ section to  explain the required documents that must be submitted to substantiate the grounds for the  Property Exemption.        6. Upload the required documentation to the Property Exemption request.  Click on the ‘Browse  for File’ area to select a document(s) from your device to upload to the Property Exemption  pop‐up window.      1.e Packet Pg. 163 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  7.Select one or more documents to upload to the Unit Exemption case.  Please ensure the uploaded documents meet the Required Documents qualifications 8.Once the appropriate document(s) have been selected and uploaded to the Property Exemption pop‐up window, the document names will be listed below the ‘Browse for File’ area.  There is also an ‘X’ next to each document name, which allows the user to delete the document if it was uploaded by mistake. 1.e Packet Pg. 164 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  9. Review all information entered on the Property Exemption pop‐up window.  If all data is  accurate, complete the Declaration Statement and Submitter’s Information sections. Click on  the Declaration Statement check box, enter your Full Name, enter your Title from the drop‐ down list.    10. Click on the ‘SUBMIT’ button to submit the Property Exemption request.         1.e Packet Pg. 165 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Questions? Contact the Alameda Rent Program at (510) 747‐4346 or rentprogram@alamedahsg.org.  11.The Case History section on the Address tab will update to include the new Property Exemption case that was submitted. The cases status will display ‘Pending Review.’ 12.The Alameda Rent Program staff will review the Property Exemption case submission. 13.If staff approves the Property Exemption case, the case status will update to ‘Approved’ in the Case History section. The property status in the section above will be updated to ‘Property Exempt.’ 14.If the Staff denies the Property Exemption, the case status will update to ‘Denied.’ Staff will inform the Landlord of the reason the Property Exemption request was denied. 1.e Packet Pg. 166 At t a c h m e n t : A t t a c h m e n t E : R e n t a l S u r v e y P r o g r a m I n f o r m a t i o n C o l l e c t i o n E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 1 | Page CITY OF CONCORD Date: March 31, 2022 From: City of Concord Subject: Landlord Rental Registration Activity- Update to December 13, 2021 Report Overview The City of Concord established a Rent Registry Program on July 1, 2021. Since May, 2021, HdL Companies, on behalf of the City, has contacted Concord property owners to notify them of and assist them with the City’s Rent Registry Program. Registration of units was due by July 31, 2021. As of the date of this report, 73 percent of landlords have completed their registration and 19 percent are in the process of registering their units. The data below provides baseline information as of July 1, 2021, for those properties currently registered; subsequent annual reports will build upon this data. Attached is the raw data spreadsheet from which this report is derived. Identifying information has been redacted. The raw data spreadsheet and this report reflect information obtained from units that have completed their registration. Please note, the City has continued to register units and update the data presented below since the December, 2021, report. As a result, the data presented in this report is an update to the December report and not a direct comparison. Landlord Registration Analysis Tables 1 – 3 illustrate the estimated inventory in the City and provide more detail about the status of the Rent Registry Program. Table 1 - Inventory Inventory Landlords Property Units* Landlord and Unit Es�mates 379 9,281 *Units are estimated as several owners have not registered. Complete 73% In Process 19% Unresponsive 8% Landlord Rental Registration Status 1.f Packet Pg. 167 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 2 | Page Table 2 – Completion Status Status Landlords % of Total (L) Property Units % of Total (U) Completed 279 73.6% 6,730 72.5% In-Process* 71 18.7% 2,293 24.7% Unresponsive 29 7.7% 258 2.8% Totals 379 100% 9,281 100% *In-process of registering units in the City’s Rent Registry database but not yet complete. Table 3-- Unresponsive (Please see Appendix A for more details on the Unresponsive Landlords) Current Status Landlords % of Total (L) Property Units % of Total (U) Returned to Sender 16 55.2% 176 68.22% Unresponsive 13 44.8% 82 31.78% Totals 29 100% 258 100% Registration of units was due by July 31, 2021. As of March 15, 2022, HdL has sent four notices to property owners by standard mail to offer assistance with the registration process and to ensure compliance. Several attempts were also made to contact property owners directly by phone and/or email when that information was available; however, the return from these efforts was minimal. To further drive compliance, three assessment notices were sent via certified mail and follow-up calls/emails were made to urge the remaining non-compliant property owners to register. Despite these efforts, 71 owners are still in the process of completing the registration of their properties and 29 owners have not responded (Appendix A). The HdL team and City staff are continuing to work with the in-process owners to complete their registration. HdL is currently undertaking collection actions on those accounts that are not fully registered. Citywide Rental Property Analysis Table 4a – Summary As noted below, there were 702 tenant-initiated and 103 owner-initiated changes in occupancy. Included within those 103 owner-initiated changes in occupancy are four unlawful detainers.* Please note that a countywide eviction moratorium was in place during the reporting period that offered protections for those tenants whose inability to pay rent was a direct result of the COVID-19 pandemic; if a tenant’s ability to pay was not a direct result of the COVID-19 pandemic, owner-initiated terminations were still permissible per California State law *An unlawful detainer is a legal way for a landlord to evict a tenant who maintains possession of real property without legal rights to do so. An unlawful detainer lawsuit is the step before eviction measures can be taken. Attribute Avg. Value Rent $1,716.90 Square ft. 776.4 Rent per Sq. ft. $2.25 Occupancy Rate 96.7% Bedrooms 1.63 Bathrooms 1.17 1.f Packet Pg. 168 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 3 | Page Table 4b – Change of Occupancy Table 4c – Owner-Initiated Termination Cause Change in Occupancy Count % of completed units % of Est. Total Units in Concord* Total 805 12% 9% Tenant Initiated 702 10% 8% Owner Initiated 103 2% 1% 3-day notice 2 15-day notice 96 30-day notice 1 60-day notice 0 Unlawful Detainer 4 * Units are estimated as several owners have not registered. See Table 1. Termination Cause Count Non-Payment of Rent 98 Lease violation other than non-payment of rent 1 Unlawful Detainer 4 Compliance with a Government or Court Order 0 Demolition or Substantial Remodel 0 Owner or Relative Move-In 0 Unit Removed from the Market/Ellis Act 0 Table 5 – Apartment Complex Size (Based on Completed Registrations) Size Count 4 Units 89 5-12 Units 70 13-24 Units 36 25-60 Units 47 More than 60 28 *"Properties" are represented by the number of account numbers and not by parcels or apartment names Table 3d – Occupany and Vacancy Percentage Table 3e – New Leases Rented Units 97% Vacancy 3% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Occupancy & Vacancy Percentage 394 400 496 531 0 100 200 300 400 500 600 Qtr3 Qtr4 Qtr1 Qtr2 2020 2020 2021 2021 Reported New Leases (Most recent full fiscal year) 1.f Packet Pg. 169 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 4 | Page Table 6 – Analysis of Average Monthly Rent + Non-Optional Charges By Number of Units By Avg. Cost Per Sq. Foot Unit Ranges Average Rent & Fees 4 Units $1,594.75 5-12 Units $1,639.57 13-24 Units $1,649.59 25-60 Units $1,646.39 More than 60 $1,829.73 Room Size Avg. Rent & Fees Per SqFt One Bedroom $2.50 Two Bedroom $2.12 Three Bedroom $2.00 Four Bedroom $1.63 By Geo-Area By Number of Bedrooms Area Name Average Rent & Fees Clayton Road $1,640.84 Downtown $1,994.60 Monument $1,719.03 North Concord $1,676.38 Room Size Average Rent & Fees One Bedroom $1,547.62 Two Bedroom $1,843.29 Three Bedroom $2,250.92 Four Bedroom $2,258.25 1.f Packet Pg. 170 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 5 | Page Appendix A: Table of Unresponsive Landlords DBA Business Street Address Business City and Zip # of Units (Est) BALHAN APTS 5319 BALHAN CT CONCORD, CA 94521-3729 4 BALHAN COURT APTS 5281 BALHAN CT CONCORD, CA 94521-3724 4 BERNAL APTS 1651 DETROIT AVE CONCORD, CA 94520-3356 27 BRISENO HALLER APTS 1661 HALLER CT CONCORD, CA 94520-4178 6 CASA DEL SOL 2061 GRANT ST CONCORD, CA 94520-2376 17 CLAYTON SIERRA APTS 2023 SIERRA RD E CONCORD, CA 4 COTTON HILLSBOROUGH APTS 2248 HILLSBOROUGH CT CONCORD, CA 94520-1646 4 DETROIT APTS 1201 DETROIT AVE CONCORD, CA 94520-5983 6 DIABLO GLEN APTS 4462 CLAYTON RD CONCORD, CA 94521-2837 4 FIFTH ST APTS 1737 FIFTH ST CONCORD, CA 6 FOURPLEX APTS 2300 PACHECO ST CONCORD, CA 94520-2018 4 GUZMAN BALHAN APTS 5305 BALHAN CT CONCORD, CA 94521-3727 4 LARRABEE QUEENS APTS 1906 QUEENS RD CONCORD, CA 94519-1702 10 LI MARCLAIR APTS 1462 MARCLAIR DR CONCORD, CA 94521-5369 4 MAJOR LACEY APTS 1132 LACEY LN CONCORD, CA 94520-4235 4 MARTIN CHESTNUT APTS 3550 CHESTNUT AVE CONCORD, CA 94519-2443 8 MASTER DETROIT APTS 1151 DETROIT AVE CONCORD, CA 94520-3140 5 MEADOW LN APTS 1145 MEADOW LN CONCORD, CA 94520-3795 8 MORSE CARLETON APTS 1472 CARLETON DR CONCORD, CA 94518-1117 4 NEW DETROIT APTS 1650 DETROIT AVE CONCORD, CA 94520-3392 12 NORD FRISBIE APTS 1590 FRISBIE CT CONCORD, CA 94520-4281 6 NORD HILLSBOROUGH APTS 2237 HILLSBOROUGH CT CONCORD, CA 94520-1655 4 OAKVIEW APTS 2055 FOX WAY CONCORD, CA 94518-2973 35 SABIN OLIVERA APTS 2415 OLIVERA RD CONCORD, CA 94520-1678 20 SHERBOURNE CAMARA APTS 2543 CAMARA CIR CONCORD, CA 94520-3160 4 SHIELD WALTERS APTS 2499 WALTERS WAY CONCORD, CA 94520-3674 4 SUN TERRACE APTS 3401 HILLSBOROUGH DR CONCORD, CA 94520-1567 30 TROLAN CONCORD APTS 1930 CONCORD LN CONCORD, CA 6 VLAHAKOS MARCLAIR APTS 1468 MARCLAIR DR CONCORD, CA 94521-7679 4 1.f Packet Pg. 171 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Mountainview.gov/rentstabilization Rent Stabilization Program Monthly Status Report FY 2021-22 (as of November 2021) Community Outreach and Education Information Requests and Public Inquiries* 834 Public Inquiries Made Public Inquiry Topics Tenant: 649| Landlord: 150 Other: 35 Bilingual Services via Helpline (Spanish as Primary Language) 293 (44% of all inquires) Community Workshops and Trainings, Office Hours, Events and Outreach Workshops and Trainings, Office Hours, Events Outreach 14 Workshops 22 Office Hours 23 Eviction Help Center Clinics and Pop-ups 4 mass mailings 12 307 targeted letters Mailings MV Voice Ads 143 Attendees 141 1:1 Support Provided 403 Attendees 11 733 Email Updates Email Subscribers Mediations and Conciliations The Mountain View Rental Housing Helpline and the Mountain View Mediation Program assist the Rent Stabilization Program by providing free mediation and conciliation services to landlords and tenants in Mountain View. These services help people come together to talk about and potentially solve their disputes in a controlled environment with the help of trained volunteer mediators. They help to resolve issues for rental properties in Mountain View, reducing the number of petitions filed with the City. 66 Mediations and Conciliations 44 of 66 Resolved (21 Pending, 1 Unresolved) 0 007 912121313 142835 41535562 81 399 0 100 200 300 400 Hardship PetitionRoll BackAdditional OccupantsTenant PetitionUnlawful Rent Tenant RelocationCSFRA CoverageLandlord Petition Rental Housing Fee/InvoicesSecurity DepositsLease QuestionsProperty RegistrationOther Unable to Pay RentHabitabilityEviction Protections Allowed Rent IncreasesCovid-19 Rent Relief 1.f Packet Pg. 172 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 2 Required Noticing Required Noticing 165 Banked Rent Increase Notices 432 Termination Notices 0 Tenant Buyout Notices 1 Additional Occupant Notices Just Cause Eviction Submittals (as Received by the City) No-Fault Notices At-Fault Notices Failure to Pay Rent Notices Tenant Relocation Assistance (Calendar Year) Properties in Redevelopment Units Affected Households that Received Assistance 7 5 5 1 0 339 126 297 4 0 115 143 60 53 29 2017 2018 2019 2020 2021 2017 2018 2019 2020 2021 2017 2018 2019 2020 2021 Rent Adjustment Petitions Prior Fiscal Years Current Fiscal Year FY 2017/18 Landlord: 13 Tenant: 5 FY 2018/19 Landlord: 3 Tenant: 49 FY 2019/20 Landlord: 1 Tenant: 11 FY 2020/21 Landlord: 0 Tenant: 21 FY 2021/22 Landlord Petitions: 1 Tenant Petitions: 2 (A: 1 , B: 1, C: 0) 0 53 15 00100000000000 10 20 30 40 50 60 Withdrawal OwnerMove-in TemporaryVacancy Demolition 0 2 1 2 0 0 0 1 0 0 0 0 1 0 0 0000 2 0 1 2 3 4 5 Breach ofLease Nuisance CriminalActivity Failure toGive Access Notice toCease 272 248 250 161 0 50 100 150 200 250 300 350 Failure toPay Rent 0 5 0 6 3 2 20 8 0 36 5 2 0 3 5 0 3 0 0 1011 7 7 5 00 10 20 30 40 FY 2017-18 FY 2018-19 FY 2019-20 FY 2020-21 0 1 1 0 0 0 1 00 5 10 15 20 25 30 FY 2020-21 1.f Packet Pg. 173 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 3 Market Conditions Vacancy Rates** Fully Covered Units after CSFRA Average Market Rent*** Fully Covered Units after CSFRA 54.3% increase Fully Covered Units 74.2% increase All Units 8.9% increase Partially Covered Units 2.4% decrease Newly Built Units Property Sales for Fully Covered Units Properties Sold Units Sold Properties for Sale 5 Properties 85 Units *Mountain View Rental Housing Helpline, November 2021; ** CoStar, November 2021; Disclaimer: Vacancy Rate data is for informational purposes only and not intended to be used as a benchmark for suspension of the CSFRA. See Section 1718 of the CSFRA for details; *** CoStar, November 2021 Average Asking Rent (market rent rate). 28.8% 10.2% 4.9% 3.8% 7.2% 4.8% 6.9% 0 0.05 0.1 0.15 0.2 0.25 0.3 0.35 0.4 Newly BuiltUnits PartiallyCovered Units All Units Fully CoveredUnits 4.5% 6.9% 0.0% 2.0% 4.0% 6.0% 8.0% 10.0% 12.0% $4,123 $4,002 $2,373 $2,585 $1,656 $2,884 $1,631 $2,517 1000 2000 3000 4000 5000 Newly BuiltUnits PartiallyCovered Units All Units Fully CoveredUnits $2,424 $2,517 $2,100 $2,200 $2,300 $2,400 $2,500 $2,600 $2,700 $2,800 32 29 22 21 39 35 33 23 12 11 10 24 0 10 20 30 40 50 16001213 257 505 960 356 371 221 308 229 94 556 0 500 1000 1500 2000 1.f Packet Pg. 174 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 4 METHODOLOGY Data unrelated to the CoStar databases or the MNOI CPI Indices was obtained by staff through use of internal record keeping and in partnership with external consultants and vendors, including Associated Right of Way Services (ARWS) and the Mountain View Rental Housing Helpline. Data gathered from CoStar utilizes as regimented and consistent search terms within the database as possible in an effort to adhere to the specifics of the CSFRA. The data provided by CoStar and used in the CSFRA Monthly Report was obtained as follows: • Vacancy Rate Data and Average Asking Rent Data (Average Market Rent): The search criteria included multi-family properties with three or more units built before 1995; multi-family properties with three or more units built from 1995 through 2015; multi-family properties with three or more units built after 2016; and all multi-family properties with three or more units using the Properties database. These four data points illustrate the average vacancy rate and average asking rent trends of vacant units for the total market, including units fully covered by the CSFRA (first occupancy before 1995), units partially covered by the CSFRA (first occupancy from 1995 through 2015), newly built units not covered by the CSFRA (first occupancy after December 23, 2016) and all units within Mountain View. • Multi-Family Property Sales for Units Built Before 1995: The search criteria for Multi-Family Property Sales for Units Built Before 1995 included multi-family apartment properties with three or more units that sold from 2011 through 2021 within Mountain View using the Sales Comp database. Non-Arm’s Length Sales, in which there is a relationship between the buyer and the seller of the property, were excluded. • Properties Currently for Sale: The search criteria for Properties Currently for Sale included multi- family apartment properties built before 1995 with three or more units currently for sale within Mountain View using the For Sale database. 1.f Packet Pg. 175 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program Annual Report2020 2021 1.f Packet Pg. 176 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–20212 While the past year challenged our City in unprecedented ways, it also illuminated the sense of community, togetherness and compassion that make San José such as special place. Nowhere was this spirit more apparent than in the work of the Rent Stabilization Program (RSP). As the COVID-19 pandemic continued, the Rent Stabilization Program (RSP) shifted its long-term priorities to focus on the recovery and continuation of housing stability for thousands of San José residents facing financial hardships due to the pandemic. The RSP team continued implementing the eviction moratorium and moratorium on rent increases to protect tenants. This urgent work was done while the RSP team continued to carry out its responsibilities to oversee the City’s ordinances that govern rental housing, implement the next phase of the San José Rent Registry, research and analyze housing trends, and educate property owner and tenants about their rights and obligations. MESSAGE FROM THE HOUSING DIRECTOR JACKY MORALES-FERRAND, DIRECTOR OF HOUSING ABOUT THE RENT STABILIZATION PROGRAM (RSP) The Rent Stabilization Program provides services to tenants in the City of San José who live in apartments and mobilehomes, property owners, and managers. The services include: •Responding to general inquiries and meeting with property owners and tenants to address issues, develop solutions, and answer questions; •Policy development and implementation, •Managing notices of tenancy termination, including reviewing notices to examine accuracy and analyze trends, •Managing tenant and property owner petitions, as well as scheduling mediations and administrative hearings, •Engaging and educating community members and community- based organizations through printed and digital medias, community presentations, site visits to both apartment complexes and mobilehome communities, and multilingual workshops. 1.f Packet Pg. 177 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 3 PROGRAM STAFF OUR TEAM CHRISTOPHER ALEXANDER Deputy City Attorney RONA ABELLA Analyst MICHEAL BACA Analyst LUISA GALDAMEZ Staff Specialist GUADALUPE GONZALEZ Analyst ELIZABETH GUZMAN Analyst VIVIANE NGUYEN Senior Analyst MARI PADILLA Office Specialist VANESSA PACHECO Staff Specialist NOEL PADILLA Analyst RAMO PINJIC Analyst THERESA RAMOS Senior Analyst LOURDES SAUCEDO Staff Specialist FRED TRAN Division Manager RACHEL VANDERVEEN Deputy Director MARISA VELA Analyst MONICA VELARDE Analyst LORIE FIBER FUSE Fellow ABHINAV GANESH Intern NAZ BALKAM Intern 1.f Packet Pg. 178 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–20214 ACCOMPLISHMENTS - 4 - Accomplishments - 5 - Housing Data - 8- Policy Changes & COVID-19 - 14 - Rent Registry - 17 -Petitions - 19 -Mediations - 20 -Just Cause Notices - 23 - Administrative Warnings & Citations - 24 - Legal Services - 26 - Mobilehomes WORKLOAD OUTPUT SUMMARY EMAIL BLASTS MAILERS SENT TO LANDLORDS AND/OR TENANTS 38,42920 PETITIONS PROCESSED WEBINAR MEETINGS 9 63 INFORMATIONAL VIDEOSWEBINAR VIEWS 271 9 INQUIRIES ADDRESSEDCOMMUNITY EVENTS 7,008 6,135 English 709 Spanish 162 Vietnamese 2 Others 20 for Landlords & Tenants 4 for Landlords 14 for Tenants 38 TABLE OF CONTENTS 1.f Packet Pg. 179 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 5 HOUSING DATA—RENT REGISTRY The Rent Stabilization Program collects data for rent stabilized properties, which are apartment buildings with three or more apartments, built before September 7, 1979. The Rent Registry allows Program staff to monitor compliance and analyze trends for rent stabilized properties subject to the Apartment Rent Ordinance. The Rent Registry is an online portal where property owners or managers register their rent stabilized apartments. San José’s Rent Registry collects information relating to rent increases, security deposits, vacancies, and vacancy reasons, and helps ensure San José tenants’ rights are protected. RENT REGISTRY GOALS • Utilize Rent Registry to track rent stabilized rents and annual rent increases. In addition, analyze the length of tenancy and turnover rates in rent stabilized apartments to measure effects of rent stabilization and compare to market rate turnover rates. • Leverage database as an enforcement mechanism of rent increases to ensure rent stabilization by informing landlords of improper rent increases beyond allowable 5% in the Rent Registry and allowing tenants to verify rent levels through the future Tenant Portal. Rent Stabilized Apartments in the Rent Registry PROPERTY OWNERS Unique Property Owners: 3,091 Total Registered Property Owners: 2,760 89% Registered APARTMENTS TOTALS Total Rent Stabilized: 38,421 Total Registered: 33,770 Apartments withdrawn through Ellis Act Ordinance: 12 88% Registered Rent Stabilized: 38,421 Total Registered: 33,770 Property Owners: 3,091 Total Registered: 2,760 0 4,000 8,000 12,000 16,000 3-BED 1,999 4-BED 46 2-BED 16,064 1-BED 16,783 STUDIO 3,019 31,774 (86%) Parking 26,080 (75%) Laundry 12,409 (37%) Pool 9,358 (27%) Storage 6,626 (20%) None of the four Apartments with Services 88% 89% 40,000 37,246 TOTAL REGISTERED APARTMENTS 0 5,000 10,000 15,000 20,000 25,000 30,000 35,000 1.f Packet Pg. 180 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) # OF UNITS DETAILS 2020–2021 12 •1 apartment with tenants receiving Ellis Act Ordinance notice and relocation benefits •9 tenants accepted tenant buyout •2 apartments were vacant at time of withdrawal 2019–2020 10 •8 apartments with tenants receiving Ellis Act Ordinance notice and relocation benefits •2 apartments were vacant at time of withdrawal 2018–2019 4 TOTAL UNITS 26 # OF UNITS 2020–2021 0 2019–2020 0 2018–2019 5 TOTAL UNITS 5 San José Housing Department – Annual Report 2020–20216 ELLIS ACT ORDINANCE WITHDRAWALS The City of San José’s Ellis Act Ordinance provides the legal process for owners who want to withdraw a Rent Stabilized apartment building from the rental market. During Fiscal Year 2020-2021, the Program received one notice of an intention to withdraw a 12-unit rent stabilized building under the Ellis Act Ordinance. This withdrawal impacts one tenant housed who is currently still housed in the building. The tenant is receiving relocation assistance and benefits consistent with the Ellis Act. The former tenants located negotiated tenant buyout agreements with the owner consistent with the Apartment Rent Ordinance requirements. The reason for the withdrawal was for demolishing for redevelopment to build new units. TOTAL RENT STABILIZED APARTMENT UNITS WITHDRAWN FROM MARKET TOTAL MARKET RATE APARTMENT UNITS WITHDRAWN FROM MARKET HOUSING DATA—PROGRAMS ELLIS ACT PROGRAM GOALS •Evaluate the impacts of the Ellis Act Ordinance by monitoring withdrawn properties that have been developed or have not been redeveloped, as well as evaluate impacts on tenants displaced by the economics of redevelopment •Monitor coordination of project management with the Planning, Building, and Code Enforcement for compliance with SB 330 1.f Packet Pg. 181 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 7 A tenant buy-out occurs when a property owner of a rent stabilized property enters into a mutual agreement with the tenant to terminate the tenancy through a voluntary agreement. Typically, the property owner offers the tenant money to voluntary agree to vacate the apartment on an agreed-upon date. The City regulates voluntary agreements under the Apartment Rent Ordinance Regulations (“Regulations”). They contain disclosure requirements to the tenants and noticing to the City whenever they are executed so that the City can review them for consistency with the Regulations. The tenant has 45 days after signing the agreement to change their mind. BUYOUT BY DISTRICTComplete Buyouts 10 in District 3 5 in District 6 Average tenant buyout per household 15 $7,256 HOUSING DATA—TENANT BUYOUTS 1.f Packet Pg. 182 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) ARO FEE TPO FEE EAO FEE MHRO FEE 2019–2020 Fee Levels $85.04 $8.76 $2,469 $24.24 2020–2021 Fee Levels $55.00 (-35%)$5.45 (-37%)$2,464 (-20%)$20.00 (-17%) San José Housing Department – Annual Report 2019–20208 POLICY CHANGES & COVID-19 IMPACT ON PROGRAMS Throughout the COVID-19 pandemic, the City of San José enacted an Eviction Moratorium and Moratorium on Rent Increases to ensure that residents that were still facing impacts of the pandemic were protected. These Moratoriums were extended several times as the pandemic progressed into 2021. POLICY PROGRAM GOALS: •Understand the effectiveness of policies intended to promote city-wide housing stability during COVID-19 relief and recovery efforts. •Educate and inform the rental community of rights and responsibilities with targeted outreach to renters with limited English proficiency, and renters with special needs such as seniors and people with disabilities. REDUCTION IN RENT STABILIZATION PROGRAM PER UNIT FEES FOR PROPERTY OWNERS To help reduce the financial burden on property owners during the pandemic, Rent Stabilization Program fees were temporarily reduced 35% in FY 20-21 for the Apartment Rent Ordinance Fee, 37% for the Tenant Protection Ordinance Fee, 20% for the Tenant Protection Ordinance, and 17% for the Mobilehome Rent Ordinance. 1.f Packet Pg. 183 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 9 EVICTION MORATORIUM Since March 2020, local and statewide eviction moratoria have served as critical tools to keep San José residents safe and housed during the pandemic. The public health measures put in place to control the spread of disease resulted in significant economic hardship for many business owners and their employees, leading to business closures and loss of jobs and work hours. Additionally, the transition to remote learning led to many workers being unable to return to the workplace due to childcare needs. To address the mounting financial impacts and the risk that residents would not be able to cover their rent, federal, state, and local governments enacted targeted eviction moratoria and dedicated billions of dollars in funding to rental assistance, aimed at mitigating the harmful effects of COVID-19 on housing stability. Now, federal rental assistance is available for tenants, property owners, and managers through the State of California and the local program, providing a resource to pay rental arrears before property owners pursue an eviction. The Moratoriums were intended to protect all residential tenants impacted by COVID-19 from evictions for nonpayment of rent. As the pandemic persisted for months, concerns were raised over the ability of tenants to pay their rental arrears. Compared to last year in 2019-2020, the Program received 608 unlawful detainers. This year, the program received 121 unlawful detainers. COVID-19 DATA Informational postcards mailed to landlords and residents 38,429 Moratorium-related calls handled by the Rent Stabilization team 1,324 E-blasts related to the moratorium 8 Views of moratorium videos on social platforms 3,418 1.f Packet Pg. 184 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202110 AMENDMENTS TO THE SAN JOSÉ EVICTION MORATORIUM FROM AUGUST 2020 TO JUNE 2021 To prevent a pending “eviction cliff”, the San José City Council extended protections for renters. The following events describe the actions taken by the City Council and Program staff: •August 25, 2020 The City reviewed the RSP staff recommendation to extend the Eviction Moratorium until September 30, 2020, and a staff report detailing the economic indicators that informed this recommendation. The memorandum also provides information on moratoria actions taken by government entities, impacts to property owners, and resources available to both property owners and tenants. •September 29, 2020 Staff provided to City Council a summary of the key differences between the components of the City of San José Eviction Moratorium, Santa Clara County Eviction Moratorium, and State Executive Order N-37-20. The following were analyzed in the summary: 1) Coverage, term and expiration, and nonpayment of rent protection 2) How to qualify as an affected tenant, notification by tenant to property owner, rent repayment period, and late fees 3) Eviction procedures. •January 26, 2021 The City passed the 2021 Eviction Moratorium as a stopgap measure in the event that the State did not extend its eviction protection measures following a sharp increase in COVID-19 cases and deaths during the winter. •June 22, 2021 The City passed the 2021 Eviction Moratorium extension on residential evictions until August 31, 2021 as a measure to protect tenants who continue to struggle to pay rent due to COVID-19 related financial hardship and ensure rental assistance can be disbursed to pay the outstanding rent debt. California Assembly Bill 832 was also passed in late June, replacing San José’s residential eviction moratorium. AB 832 applies to San José residential properties and similarly required tenants to pay at least 25% of rent due in July and August and provide their property owners with a signed declaration of continuing COVID-19 related financial distress to receive the eviction protections. POLICY CHANGES & COVID-19 1.f Packet Pg. 185 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 11 CITY OF SAN JOSÉ MORATORIUM ON RENT INCREASES • On April 28, 2020, the San José City Council enacted a temporary moratorium on rent increases for rent-stabilized apartments and rent-controlled mobilehomes. The moratorium expired on December 31, 2020. • On February 2, 2021, City Council enacted an additional temporary 2021 Moratorium on Rent Increases that prohibited rent increases from being charged between February 2, 2021 and June 30, 2021. Only apartments subject to the Apartment Rent Ordinance or Mobilehome Rent Ordinance are covered under this Moratorium on Rent Increases. This moratorium expired on June 30, 2021. As staff reviewed measures put in place over the last 14 months to protect the most vulnerable residents from housing instability and mounting debt, significant outreach in the community resulted in the recommendation that the 2021 Moratorium on Rent Increases end on its expiration date June 30, 2021. • On June 22, 2021, City Council approved sunsetting the 2021 Moratorium on Rent Increases. The 2021 Moratorium on Rent Increases fulfilled its purpose to promote housing stability during the COVID-19 pandemic by mitigating against increases to rent debt that could lead to increased homelessness. While the temporary 2021 Moratorium was necessary for the immediate preservation of public peace, health, and safety, staff’s recommendation to the Commission is to sunset the 2021 Moratorium on Rent Increases on its current expiration date of June 30, 2021, based upon research and public outreach with property owners, property managers, tenants from the rent stabilized apartments, and mobilehome community. 1.f Packet Pg. 186 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202112 POLICY CHANGES & COVID-19 STATE OF CALIFORNIA EXTENSIONS OF EVICTION MORATORIUM •Effective August 31, 2020, the COVID-19 Tenant Relief Act (“CTRA”) enacted temporary protections from eviction for residents unable to pay rent and other charges due on or after March 2020. CTRA was extended in January 2021 by SB 91, and again by AB 832, effective June 28, 2021. CTRA’s protections now apply to rent due between March 1, 2020 through September 30, 2021 and extend additional requirements through March 2022. AB 832 effectively replaced the City’s residential eviction moratorium with a statewide eviction moratorium. THE COVID-19 TENANT RELIEF ACT UNDER CALIFORNIA ASSEMBLY BILL 3088 AND SENATE BILL 91 •The COVID-19 Tenant Relief Act of 2020 (“CTRA”), commonly referred to as AB 3088, took effect on August 31, 2020. CTRA provides protections from eviction for residents unable to pay their full rent and other charges due between March 1, 2020 and January 31, 2021 due to circumstances directly related to the COVID-19 pandemic. It also extends “just cause” protections (as defined by the Tenant Protection Act, AB 1482), to all MORATORIUM MORATORIA DE AUMENTO DE ALQUILER sanjoseca.gov/covid19housing Apartment landlords are not allowed to increase Rent Ordinance before January 1, 2021. Mobilehome park owners are not allowed toincrease the amount of rent they collect for Ordinance before January 1, 2021. 408-975-4480 • RSP@sanjoseca.gov Los propietarios de apartamentos y casas móviles no pueden aumentar los alquileres de propiedades cubiertas por la ordenanza de alquiler de apartamentos o la ordenanza de renta de casas móviles. The City’s Rent Increase Moratorium Postcard mailer 1.f Packet Pg. 187 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 13 residential properties and tenancies through January 31, 2021. CTRA has been extended twice (under SB 91 and AB 832). The moratorium expired September 30, 2021. THE COVID-19 RENTAL HOUSING RECOVERY ACT UNDER AB 832 • Assembly Bill 832 (AB 832) and its predecessor bills created a robust rental assistance program for tenants who make less than 80% of the “area median income.” This program will pay 100% of a tenant’s back rent owed since April 1, 2020. Either a property owner or a tenant can begin the application process. If the property is the first to apply, the tenant must be sure to complete their application within 15 days. If a property owner refuses to participate, the tenant can receive the rent assistance money directly. AB 832 also extended protections through September 30, 2021 that were originally established under AB 3088, and further extended under SB 91. Under AB 832 tenants cannot be evicted for COVID-19 rent debt (rent due between March 1, 2020 to September 30, 2021) so long as they: • Pay at least 25% of rent due by September 30, 2021 for the period of September 1, 2020 through September 30, 2021. Tenants may do this by paying at least 25% each month, or by paying a lump sum equaling 25% of their cumulative rent owed during the time period, or by some other means; and • Submit to their property owner a signed Declaration of COVID-19Related Financial Distress within 15 days of receiving a notice for nonpayment of rent. • These protections end September 30, 2021. AB 832 contains further provisions preventing local jurisdictions from adopting eviction protection measures in response to the COVID-19 pandemic until April 1, 2022. AB 3088 Tenants’ Rights The Tenant, Homeowner and Small Landlord Relief and Stabilization Act of 2020 (AB 3088) is a state law that outlines new rights and responsibilities for tenants and landlords due to the COVID-19 pandemic. The law applies to all tenants, regardless of their immigration status or whether they have a formal lease. Staying SAFE after an eviction notice Stay in your home. If you receive an eviction notice, that does not mean you need to leave immediately. There may be legal protections to help you stay in your home.Advice from a lawyer is key. You should consult with a lawyer as quickly as possible. Visit LawHelpCA.org to find local legal aid options.Form must be returned to landlord within 15 days of receiving a Notice to Pay Rent or Quit for missed rent. Tenants should sign and return a Declaration of COVID-19 Financial Distress form to their landlord if they have been financially impacted by the pandemic. Quickly returning this form, within 15 business days, is the critical step for tenants to be protected from eviction.Everything should be documented. You should keep records as proof of all action and correspondence (e.g., sending the declaration, paying any portion of rent, etc.). Customized protections report, declaration forms, and more at housingiskey.com. How am I protected from eviction for unpaid rent under AB 3088? If you received a pay-or-quit eviction notice for missed rent since March 1, 2020, due to COVID-19 financial challenges, landlords are required to provide a “Declaration of COVID-19 financial distress” form with the 15-day pay-or-quit eviction notice. Signing and returning the form to your landlord within 15 business days of receiving the eviction notice is the critical step to being protected from eviction. If your household income is below $100,000/year, you are not required to provide any additional documentation besides the signed form. If I received any other type of eviction notice? Until February 1, 2021, a landlord can only evict you if they provide a legally valid reason. It is illegal for a landlord to give an eviction notice without a stated reason, and the stated reason must match one of the valid reasoyouns allowed by the law. You may also be protected through other federal, state, and local laws. Seek legal assistance to determine what protections apply. If I returned the form within 15 business days, how am I protected? Missed Rent from How are you protected from eviction?  What about the rent owed?  Mar. 1 - Aug. 31, 2020 You can never be evicted for failing to pay this rent. You cannot be evicted until February 1, 2021 for failing to pay this rent. If you pay 25% of your rent due during this period by January 31, 2021, you can never be evicted for failing to pay this rent. Sept. 1, 2020 - Jan. 31, 2021 You still owe the missed rent, even if you cannot be evicted for it. Your landlord could sue you for the missed rent. It is illegal for your landlord to retaliate or harass you because of your missed rent.  1.f Packet Pg. 188 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 243 paper registration forms provided to landlords who prefer not to submit information electronically 33,770REGISTERED APARTMENTS 2020–2021 88% San José Housing Department – Annual Report 2020–202114 RENT REGISTRY The Rent Registry website went live for the second registration period on October 1, 2020. Property owners and managers were provided 60 days to register their apartments in the portal. As of June 30, 2021, there were 33,770 apartments registered out of the total 38,421 apartments subject to the Apartment Rent Ordinance. That is a compliance rate of 88%. The steps taken by the Rent Stabilization Program to ensure a successful launch of the Rent Registry are depicted below. RENT REGISTRY KEY INITIATIVES 6 Rent Registry workshops 26 video tutorials 1 mailer to property owners and managers 1,257 phone, email, and in-person interactions to provide support 5 email blasts sent to email subscribers User guide produced in three languages 1.f Packet Pg. 189 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 15 The Rent Registry has enabled staff to better understand what is occurring in the rent-stabilized community, help promote and sustain compliance with the Apartment Rent Ordinance (“ARO”), as well as provide an invaluable tool for policymaking to support the rent stabilization community and carry out the purpose of the ARO. Data entered in the Rent Registry since the first registration period began in 2018 shows that rents for rent stabilized apartments have been increasing year over year. This data shows the importance of having a 5% allowable rent increase every 12 months is crucial to having affordable housing for San José residents. Without the Apartment Rent Ordinance, rent increases would not be regulated and tenants could potentially receive extremely high rent increases. RENT INCREASES IN RENT REGISTRY SINCE 2018 The focus for staff during Fiscal Year 2020–2021 was informing property owners about the Rent Registry, educating them about their obligations, and providing technical assistance throughout the registration process. The majority of properties were registered through the online portal. 243 properties were registered via the paper form for the second registration period. Due to the closure of City Hall, staff provided webinars and video tutorials to help property owners and managers register for the second registration period. These webinars and videos were done in English, Spanish, and Vietnamese. 1.f Packet Pg. 190 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) 5% 95% San José Housing Department – Annual Report 2020–202116 RENT REGISTRY The Rent Registry has also proven to be an essential tool in monitoring compliance with the City’s Ordinance. The 2020 Moratorium on Rent Increases prohibited rent increases to be issued to rent stabilized properties from April 28, 2020 to December 31, 2020. Staff contacted property owners and managers who identified in the Rent Registry that they increased their tenants’ rent during the time the 2020 Moratorium on Rent Increases was in effect. In response, staff has contacted property owners who indicated that they increased to determine whether the increase occurred and to educate the property owners on the moratorium and correct any improper rent increases. The education outreach campaign is ongoing. Thus far, the common outcomes of the campaign reported to staff were: •Owners made an error on the date of the rent increase such that the increase occurred outside of the moratorium •Owners actually negotiated rent decreases with their tenants •Owners, who improperly increased the rent, issued rent credits to their tenants HOUSING CHOICE VOUCHERS Housing Choice (Section 8) vouchers provide financial assistance to very low-income families, the elderly, and the disabled to help them afford housing in the private market. Voucher holders can live in rent stabilized apartments and are protected under the Apartment Rent Ordinance, however, voucher holders are exempt from the rent increase limits under the ARO. In Fiscal Year 2020-2021, 2,025 ARO apartments had tenants in the Housing Choice Voucher Program. Pie Chart: Registered Apartments participating in Housing Choice Voucher Program 36,396 (95%): Apartments not receiving voucher assistance 2,025 (5%): Apartments with voucher assistance 1.f Packet Pg. 191 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 17 The Rent Stabilization Program oversees tenant and property owner- initiated petitions. Through the Programs hearing officers, mediations and administrative hearings are conducted to assist in resolving rental issues under the Apartment Rent Ordinance. Mediations are held to settle disputes without the need for a more formal hearing. Participation in a mediation is voluntary. Hearings are held for cases not resolved through mediation. At these hearings, the hearing officer reviews evidence and hears testimony from the parties. After the hearing process, the hearing officer issues a detailed written decision. Most petitions are resolved through mutual agreement. PETITION PROGRAM GOALS •Ensure tenants and landlords who participate in the Petitions or Housing Mediation Programs follow through with the process, are accountable with the outcomes, and are satisfied or above satisfied with the process when completing Program survey. •Continue outreach and multilingual engagement to vulnerable communities to provide petition and mediation services to resolve tenant and landlord conflicts. PETITIONS 63 Total Petitions 23 Zoom Mediations/Hearings resulting in Voluntary Agreement PETITIONS DATA ZOOM MEDIATIONS As part of the COVID-19 pandemic response, the RSP team transitioned its mediation and hearings processes to the online Zoom platform for the entire 2020-2021 Fiscal Year. Prior to the end of the Fiscal Year, the team successfully closed all outstanding petition cases that were placed on hold at the beginning of the pandemic. While certain petitioners and respondents preferred to wait until in-person meetings were permitted as per Santa Clara County Health Orders, with the continued extension of stay-at-home orders due to the pandemic, the parties elected to hold the mediations over zoom. SUMMARY OF PETITIONS There were 63 petitions submitted in the last year. The Service Reduction Petition claims included infestation of cockroaches, rats, bedbugs, and mold, as well as leakage of water and lack of heat. 1.f Packet Pg. 192 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202118 Landlord Petitions Capitol Improvements 0 Fair Returns 0 - Total 0 Resolutions Petition % of Total Voluntary Agreement Arranged by Hearing Officer/ Mediator 23 37% Voluntary Agreement Arranged by Staff 0 0% Hearing Officer Decision 10 16% Staff Decision 3 5% Pending 14 22% Ineligible 7 11% Withdrawn 6 10% TOTAL 63 100% YEAR TOTAL PETITIONS 2014–2015 (Base Year)300 2015–2016 415 2016–2017 375 2017–2018 162 2018–2019 263 2019–2020 113 2020–2021 63 Tenant Petitions Service Reduction 56 Joint 4 Rent Increases 3 Total 63 PETITIONS SUMMARY OF PETITIONS There were 63 petitions submitted in the last year. The Service Reduction Petition claims included infestation of cockroaches, rats, bedbugs, and mold, as well as leakage of water and lack of heat. 37% 16%5% 22% 11% 10% Voluntary Agreements Petition Examiner Administrative Pending Hearing Officer Decision Ineligible Withdrawn RESOLUTIONS OF PETITIONS SUBMITTED FROM 2020-2021 1.f Packet Pg. 193 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 19 MEDIATION PROGRAM GOAL •Continue incorporating options to provide referrals and conduct online mediations and hearings to increase participation and flexibility for participants to complete process. HOUSING MEDIATION PROGRAM The Housing Mediation Program is a partnership between the Rent Stabilization Program and the Santa Clara County Office of Mediation and Ombuds Services (OMOS) and is designed to provide mediation services to property owner and tenant participants. Mediation offers a neutral platform for tenants and property owners to resolve housing related issues. The mediation is offered via electronic communication technology. Mediation offers tenants and property owners the opportunity to work with a mediator whose role is to help parties have difficult conversations, generate options, and reach voluntary resolution of their conflicts. It does not provide legal advice. Participants may also elect to receive coaching from the mediator, wherein the participant receives helpful communication tools. RSP staff are responsible for fielding inquiries and submitting referral paperwork to OMOS to get the mediation process started. The Program submitted 33 referrals to OMOS in the 2020-2021 year. Of these cases, the outcomes were: 20 cases mediated or conciliated with 3 reaching no agreement; 12 cases were coached, with 3 deciding mediation was not needed and 3 in which no response from one party resulted in no mediation; and 1 case seeking information only. MEDIATIONS 1.f Packet Pg. 194 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202120 JUST CAUSE NOTICES All apartment buildings with three or more units in the City of San José are subject to the Tenant Protection Ordinance. The Tenant Protection Ordinance requires all notices of termination provided to a tenant living in an apartment must receive one of the 13 “just cause” reasons. Property owners must submit copies of any notices provided to their tenants to the City of San José Rent Stabilization Program. TPO PROGRAM GOAL •Monitor notice compliance to reduce avoidable displacement by providing access to resources, and analyze data compiled to understand trends among just cause terminations. TERMINATION OF TENANCY NOTICES WITH JUST CAUSE REASONS FROM 1–13 From July 1, 2020 through June 30, 2021, the City received 9,717 Just Cause Notices Quarter 2017-2018 2018-2019 2019-2020 2020–2021 1 2,521 2,537 2,339 1,479 2 2,076 2,393 2,183 2,688 3 2,050 2,475 2,375 2,754 4 2,160 2,311 1,724 2,796 Total 8,807 9,716 8,621 9,717 1.f Packet Pg. 195 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 21 Under the Tenant Protection Ordinance, there are 13 Just Causes. Certain causes require the property owner to provide relocation assistance to the tenant. The table below illustrates the number of each type of termination of tenancy notice filed with the Rent Stabilization Program during this time period. JUST CAUSE SUBMISSIONS 2020-2021 #Just Cause Submissions Total % 1 Nonpayment of Rent 9,055 93.19 2 Material or Habitual Violation of Tenancy 378 3.89 3 Substantial Damage to the Rental Agreement 18 0.19 4 Refusal to Agree to a Like or New Rental Agreement 2 0.02 5 Nuisance Behavior 204 2.10 6 Refusing Access to the Apartment 3 0.03 7 Unapproved Holdover Subtenant 28 0.29 8 Criminal Activity 22 0.23 9 Substantial Rehabilitation of the Apartment 0 0.00 10 Ellis Act Removal 1 0.01 11 Landlord Move In 4 0.04 12 Order to Vacate 1 0.01 13 Vacation of Unpermitted Apartment 1 0.01 Subtotal with Just Causes 1–13 9,717 - TPO Exemptions 670 - Total with Just Causes 1–13 + Exemptions 10,387 May include apartments both covered and not covered by TPO e.g. single family homes, condos, townhouses 1.f Packet Pg. 196 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202122 JUST CAUSE NOTICES There were approximately 121 unlawful detainer notices submitted. An Unlawful Detainer is filed with the Santa Clara County Court to initiate the eviction process. In 2020- 2021, the number of Unlawful Detainers submitted to the program decreased by 80%. The decrease in Unlawful Detainers was due to the Eviction Moratorium which placed eviction protections for all residents who were unable to pay their rent due to the COVID-19 pandemic. UNLAWFUL DETAILNERS SUBMITTED JUST CAUSE SUBMISSIONS WITH JUST CAUSES 1–13 1.f Packet Pg. 197 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 23 On December 3, 2019, the City established an administrative citation process and schedule of fines for violations of the Apartment Rent Ordinance, Tenant Protection Ordinance, and Ellis Act Ordinance. ADMINISTRATIVE CITATION PROGRAM GOALS • Foster compliance with the Ordinances through educating the rental community on their rights and responsibilities, correcting curable violation, and citing instances of violations when necessary. • Identify instances of potential non-compliance and investigate and enforce such instances, and have a targeted approach to inform residents and landlords of their rights and responsibilities. • Strengthen enforcement with follow up on key requirements of the Ordinances, including landlords’ filing of tenancy termination notice to identify potential non-compliance After completing the first and second Rent Registry registration periods, Program staff conducted a review of non-registered ARO property owners and identified 157 property owners in violation. Program staff also found that of those property owners in violation, 37 have had a recent address change. Following the analysis of the Rent Registry data, 2,564 Notice of Violation and Corrective Action letters were mailed in December 2020 and 108 in January 2021. Since the initial 2,564 letters were issued in December 2020, an additional 1,713 properties have registered completely. As a result, the number of registered apartments increased from 49% to 87%. The Program will continue to provide these Notices and opportunities for property owners to comply with the requirements of the Rent Registry before issuing Administrative Citations. Program staff is currently working with the Finance Department to issue citations for property owners who remain out of compliance with Rent Registry requirements following the issuance of notices of violation and corrective action. ADMINISTRATIVE WARNING & CITATIONS 1.f Packet Pg. 198 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202124 LEGAL SERVICES: EDUCATION & REFERRALS San José Housing Consortium (comprised of Law Foundation, Bay Area Legal Aid, Senior Adults Legal Assistance, Asian Law Alliance, and Project Sentinel), was awarded a $500,000 contract to provide legal education and services to tenants and property owners beginning Fall 2018. The goal of the program is to increase housing stability by providing free property owner /tenant counseling, education, referrals, and legal assistance to low-income tenants and property owners. These services also include outreach and education to low-income tenants and property owners citywide. This year, the San José Housing Consortium held a total of 22 outreach and educational meetings. 22 Outreach events to property owners & tenants 1,092 Phone Calls to Legal Services Hotline 86 Legal Consultations 19 Legal Representation for Eviction Proceedings and Administrative Hearings PUBLIC ENGAGEMENT LEGAL SERVICES CLIENT DATA BY INCOME Q1 Q2 Q3 Q4 Total % Extremely Low At or below 30% of Median Family Income 171 126 161 163 621 55.30% Very Low Exceeds 30%, but does not exceed 50%25 23 20 29 97 8.64% Low/Moderate Exceeds 50%, but does not exceed 80%91 85 132 97 405 36.06% Totals 287 234 313 289 1,123 100% 1.f Packet Pg. 199 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 25 RACE AND ETHNICITY RACE AND ETHNICITY BY YEAR Q1 Q2 Q3 Q4 Total % White 105 71 121 90 387 28.29% Hispanic 57 34 56 64 211 15.42% African American or Black 15 14 12 10 51 3.73% Asian 64 58 52 46 220 16.08% American Indian or Alaska Native, Other Pacific Islander 15 11 2 10 38 2.78% Other 117 80 131 133 461 33.70% Totals 373 268 374 353 1,368 100% 2019–2020 2020–2021 White 751 387 Hispanic 455 211 African American or Black 118 51 Asian 224 220 American Indian or Alaska Native, Other Pacific Islander 16 38 Other 517 461 Totals 2,081 1,368 LEGAL SERVICES CLIENT DATA BY INCOME BY YEAR 2019–2020 2020–2021 Extremely Low At or below 30% of Median Family Income 1,017 621 Very Low Exceeds 30%, but does not exceed 50%195 97 Low/Moderate Exceeds 50%, but does not exceed 80%414 405 Totals 1,626 1,123 1.f Packet Pg. 200 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) San José Housing Department – Annual Report 2020–202126 MOBILEHOMES The Rent Stabilization Program provides services to mobilehome owners, park owners, park managers, and park residents. There are 59 mobile home parks in San José that are home to approximately 35,000 residents. The City is home to the largest number of mobilehome households in California. The Mobilehome Rent Ordinance covers 59 mobilehome parks and approximately 10,840 mobilehome spaces. 12 mobilehome parks are age-restricted communities, serving individuals fifty-five years and older, many of whom live on fixed incomes. The Mobilehome Rent Ordinance allows annual mobilehome space rent increases equal to 75% of the regional Consumer Price Index increase, with a minimum increase of 3% and a maximum of 7%. The Mobilehome Rent Ordinance permits annual rent increases calculated based upon the Consumer Price Index (CPI). Under the Ordinance, a property owner has the right to file a fair return petition for a rent increase beyond the maximum allowable rent increase, filing the petition with the Rent Stabilization Program (RSP). Service reduction claims may be heard by the Mobilehome Law Residency Program by submitting a complaint with the California Department of Housing and Community Development (HCD). A mobilehome owner or tenant may pursue their own civil action for a service reduction through a court of competent jurisdiction as well. Beginning July 1, 2020, the Mobilehome Residency Law Protection Program, as established by HCD, began taking Mobilehome Residency Law-related complaints and coordinating assistance to help resolve the most severe alleged violations that the Department receives. 59 Mobilehome Parks 10,840 Mobilehome Spaces 12 Age-Restricted Parks (Ages 55+) 47 Family Parks MOBILEHOMES IN SAN JOSÉ 1.f Packet Pg. 201 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) Rent Stabilization Program 27 Type of Inquiry 2019–2020 2020–2021 Rent Increases 52 33 Code Issues, maintenance, service 47 25 COVID-19 64 0 Evictions, Eviction Information 28 5 Fees, lease disputes, harassment, & deposits 23 13 Ordinances 42 0 Referrals 0 15 Miscellaneous, Requests for information 64 71 Site Visits 0 7 Total 317 169 MOBILEHOME PROGRAM GOALS • Preservation of mobilehomes and mobilehome parks as a source of affordable housing for senior citizens, residents on limited or fixed incomes, and other vulnerable residents. • Facilitate coordination and communications between mobilehome residents, park managers, and park owners as needed to streamline information. • Provide efficient and effective customer service to process petitions submitted by park owners covered by the Mobilehome Rent Ordinance and provide referrals to resolve conflicts to ensure continuation of tenancy for mobilehome residents. SUMMARY OF MOBILEHOME ISSUES The Rent Stabilization Program received 169 inquiries from the mobilehome community during 2020–2021. The types of inquiries are explained below. Due to restrictions in State law, the Rent Stabilization Program has limited authority to respond to many mobilehome issues. However, the Program provides the mobilehome community with education and information through outreach to protect the rights of residents and park owners as well as assisting in maintaining positive relationships. Program staff has continued to also provide remote services to the mobilehome community via phone, email and the online platform, Zoom. Program staff has also conducted site visits to help resolve issues or provide referrals to legal or social services information as needed. 1.f Packet Pg. 202 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) S 2020–2021 Rent Stabilization Program Annual Report San José Housing Department 200 E. Santa Clara St. 12th Floor, San José CA, 95113 sjhousing.org • 408-975-4480 1.f Packet Pg. 203 At t a c h m e n t : A t t a c h m e n t F : R e n t a l S u r v e y P r o g r a m R e p o r t E x a m p l e s ( 1 4 1 3 9 : R e n t a l S u r v e y P r o g r a m O v e r v i e w f o r F e e d b a c k ) City of Palo Alto (ID # 14731) Policy and Services Committee Staff Report Meeting Date: 9/13/2022 Report Type: Action Items City of Palo Alto Page 1 Title: Discussion and Recommendation to the City Council Regarding the City Council Values Statement (Follow up to City Council Referral from February 2022) From: City Manager Lead Department: City Manager Recommendation Staff recommends that the Policy and Services Committee Discuss and Make a Recommendation to the City Council to Consider Adopting a City Council Values Statement. Background At the April 12, 2022 Policy and Services Committee CMR #14243, the Committee discussed and reviewed the February 5th City Council retreat referral to recommend a set of values that would continue over successive years. The Committee voted to create an Ad Hoc committee consisting of Councilmember Cormack and staff. The motion stated the following: Direct staff to work with Council Member Cormack as an ad hoc to draft a set of values for the City to include Fiscal Sustainability, Environmental Sustainability, Social Justice, Healthy City Healthy Community, Innovation, Accountability/Transparency, Diversity and Equity, and consider describing City services such as Public Safety. (Minutes) The Ad Hoc met and developed a draft set of values and factored in mind existing missions and values statements that currently exist. These statements include the City’s Mission Statement, the Equity Mission Statement, and the Annual Budget Values Statement. Those statements are included here as reference material. City Mission Statement (Shown in the “Our City at Work” Document): The government of the City of Palo Alto exists to promote and sustain a superior quality of life in Palo Alto. In partnership with our community, our goal is to deliver cost- effective services in a personal, responsive and innovative manner. Equity Mission Statement: The City of Palo Alto is committed to creating a respectful, fair, and professional workplace and city. We will identify prejudices, eliminate inequities, welcome many 2 Packet Pg. 204 City of Palo Alto Page 2 perspectives, and use a collaborative approach to create an environment that works for everyone. The City's commitment to achieve equity in Palo Alto is the shared responsibility of our residents, organizations, governments, and other institutions. (link: www.cityofpaloalto.org/raceandequity) Values Statement in the Annual City Budget: - Quality: Superior delivery of services - Courtesy: providing service with respect and concern - Efficiency: Productive, effective use of resources - Integrity: straightforward, honest, and fair relations - Innovation: excellence in creative thought and implementation Discussion City of Palo Alto Values Values are organizational characteristics that are both stated explicitly and regularly reinforced. When defining values, there is a trade-off between being specific and covering all aspects of an organization. The effort to define a set of values can ideally both reinforce current practice and recommit to organizational focus. While the City Council is engaged in this effort to define the City Council Values Statement that responds to community priorities, it is also important that staff engage in a parallel effort to refresh the workforce organizational values. This effort will take place this Fall. For the City Council Values Statement, based on the topics the Committee asked the Ad Hoc Committee to explore for a values statement, as well as the existing mission statements, the Ad Hoc recommends the following statement for Committee review and feedback. Draft City Council Values Statement: The Palo Alto City Council has universally shared values that help guide our decisions and the work we do. These values include: 1. We will make decisions that balance revenues and expenses, now and in the future. 2. We will make decisions that respect the environment, now and in the future. 3. We will integrate equity into our decisions, considering how decisions affect people differently based on their identity or circumstances. 4. We are a learning environment that believes in trying new things and leading the way. 5. We will build a healthy, safe, and welcoming environment for all in our community. 6. We follow through on our commitments and believe in open communication with all members of our community. 2 Packet Pg. 205 City of Palo Alto Page 3 Timeline and Resource Impact The next step after the Committee review is to take the recommendation to the full City Council for consideration this calendar year. The goal would be to have the values statement adopted prior to the 2023 City Council retreat. There is no resource impact for the City Council Values Statement process. Stakeholder Engagement Annually at the City Council retreat and in the weeks preceding the retreat, the City Council solicits information from the public about the priorities the City Council should consider for annual priorities. The topic areas included in the draft City Council Values Statement above are based on topics that regularly come up as priority areas for the City Council. 2 Packet Pg. 206