E.
Rent Collection Procedures
Rents are collected monthly and reminder notices are sent to tenants who have not paid
the rent by the 5th of the month. The preferred methods of payment are by check or
money order. Cash is discouraged by nor refused.
Sections 6.04 (2) and (3) and 6.06 (2) of 760 CMR address rent payments. The
Bellingham Housing Authority rent collection policy is based on these sections.
Rent Collection Policy *
1. Overview
The purpose of the Bellingham Housing Authority’s rent collection policy is to
establish consistent procedures and guidelines to be applied to all tenants with respect to
collection of rent, as well as to comply with the Department of Housing and Community
Development’s regulations.
2. Rent Payments
Tenants shall pay rent monthly in advance on or before the first day of each
month. Rent for any fraction of a month of occupancy at the beginning or end of a term
shall be charged on a pro rata basis. A tenant may make monthly rental payments in two
installments each month if he/she shows, in advance and in writing, good cause for the
request and the housing authority approves the request.
3. Failure to Pay Rent
In the event a tenant shall fail to pay any or all rent within seven days of the due
date, the Bellingham Housing Authority shall declare unpaid rent delinquent and issue a
14-day notice to quit. Prior to issuing said notice, except where tenant is habitually
delinquent in paying rent and has had a prior opportunity to discuss the reason for the late
or non payment of rent. Habitually shall be defined as five late payments within the last
six months.
In the event that tenant shall fail to pay all or any part of the rent within 30 days
of its due date, the housing authority shall impose a fee of $25 for failure to pay rent
when due. In addition, the housing authority shall charge one percent per month on the
unpaid balance from the date the payment was due.
If tenant shall have shown good cause for late payment to the housing authority
and if the housing authority and the tenant shall entered a repayment agreement, the
housing authority in its discretion may waive the interest or $25.00 fee. By charging
interest or a penalty for late payment of rent, the housing authority shall not have
condoned tenant’s breach of tenant’s obligation to pay rent and the housing authority
shall retain the right to issue a notice of termination of the lease, to bring eviction
proceedings against tenant and to collect arrearages, constable fees, and costs on account
of the tenant’s failure to pay rent when due.
4. Posting of Late Payments
Any rental money paid by the tenant shall be applied to the oldest month for
which a balance is still owed.
* Source: DHCD Management Plan Samples 10/05
Adopted:
F. Vacancy Procedures
A 30-day written notice is required for a tenant to terminate the lease. The tenant is
obligated to pay the rent during the 30-day period.
Total turn around time for a vacancy from is 21 working days (14 working days for
maintenance and seven for lease up). When a unit is vacated, the executive director
(sometimes with a maintenance man) does a move-out inspection. A work order is issued
on that date to rehab the unit. If there are damages beyond normal wear and tear, the
tenant and/or family may be billed.
When setting the date for the unit to be ready, the maintenance turn around time may be
extended depending on holidays, weather, vacations and simultaneous vacancies. The
work is performed by the maintenance staff unless the nature of the work, such as
plumbing or wiring, requires an outside contractor.
Administrative work is being done concurrent to apartment renovation. For
elderly/handicapped units (chapter 667), a minimum of two applicants should be screened
and ready to be offered a unit at all times. Because vacancies at family units (705) very
seldom occur, final screening is not begun for the next available applicant until a unit
becomes vacant. In all cases, references are checked, third party verification is completed
and a Criminal Offenders Record Information (CORI) check is done. Unit offers are sent
by certified mail, return receipt requested. An offer must be accepted within seven days
of the date of the unit offer letter or the applicant is removed from the waiting list. If an
applicant is removed from the wait list, he/she is not entitled to any priority or preference
for three years. Only one offer is made unless the applicants can produce documented
evidence (such as court or medical records) that the unit is not appropriate and would
cause severe and unreasonable hardship.
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