City Guideline 2007-6: Quarterly Reporting on Vacancy Loss and Arrears

Date Issued Effective Date
July 18, 2007 Immediately

Applicability to Social Housing Programs

The policies and procedures in this City Guideline are to be implemented under the following programs.

Applicability Program
X Housing Providers, Section 103 & 106
Federal Non-Profit Housing, Section 26/27
Federal Non-Profit Housing, Section 95
Rent Supplement Programs for Sections 26, 27, 95 and New Affordable Housing Providers
Toronto Community Housing Corporation

Please note: If your program is not checked, this City Guideline does not apply to your project.

Background

During the next year the City will be introducing new monitoring and self-assessment tools for housing providers.

The City’s goal is to detect potential operating problems sooner and work with housing providers to correct them earlier. Some of the tools will also allow housing providers to identify problems more quickly and take corrective action.

The City has decided that arrears and vacancy loss must now be reported quarterly using the form attached as Appendix A. This additional reporting is permitted under Section 113 (6) of the Social Housing Reform Act (SHRA). Instructions are attached as Appendix B.

Action Required

  1. All Section 103 and 106 housing providers must report their vacancy loss and arrears using the report attached as Appendix A. Housing Providers must submit the report to their Social Housing Consultant no later than 15 days after the end of each fiscal quarterly period.  Providers may submit the report in print or electronic format.

Helpful Hint

  1. The City strongly recommends that Housing Provider boards receive vacancy and arrears information from staff in the same format as required by the City.
  2. Housing Provider boards should establish clear polices and guidelines for unit turnovers, and ensure that staff meet these guidelines.
  3. Housing Provider boards should establish payment, arrears, and eviction policies and procedures. These policies allow providers to assist their tenants or members by maintaining their tenancies, and not allowing personal debt to rise to unmanageable levels.
  4. An electronic version of the reporting form is available on the Social Housing Unit website.

Appendix BInstructions for Vacancy and Arrears Report

Vacancy report

This report is designed to show vacancy trends for a 12 month period, and monitor how vacancies are being addressed.

  • List the most recent month in the last column.
  • Record the unit number in the cell for each vacant month. Each row represents a vacant unit.
  • Record whether or not the vacant unit is incurring market or RGI vacancy loss. The type of vacancy loss is determined based on the classification of the prior tenancy or membership.

Arrears Report

Record the total amount of outstanding arrears

  1. for the past 30 days,
  2. the previous 30 to 60 days, and
  3. the previous 60 to 90 days.

Questions

If you have any questions, please contact your Housing Consultant or the HSS:

Housing Stability Services
Shelter, Support & Housing Administration
City of Toronto
365 Bloor Street East, 15th floor
Toronto, ON M4W 3L4
Telephone: 416-392-4126
Email: HSS@toronto.ca
Website: www.toronto.ca/socialhousing