Team Management 2000, Inc.

Purpose

Team Management 2000, Inc. is committed to supporting housing stability for individuals and families within the Newark (EMA). As part of our ongoing efforts, we provide financial assistance to cover security deposits for eligible clients entering new housing. This policy outlines the procedures and requirements for the disbursement and recovery of these funds.

Eligibility

Security deposit assistance is available to clients who:

• Are enrolled in Ryan White-funded programs.
• Are actively engaged in services.
• Have identified stable housing with a formal lease agreement.
• Provide proof of ability to afford the monthly rental requirement, after assistance.

Required Documentation

Prior to the release of any funds, clients must submit the following documentation:

1. Proof of Income – Must be current and demonstrate the client's ability to sustain the rental unit.
2. Signed Lease Agreement – Must include terms of tenancy, monthly rent, and signatures of both the tenant and landlord.
3. Proof of Ownership or Landlord Verification – Documentation that verifies the landlord's ownership of the rental unit (e.g., deed, property tax record, or business license).
4. Landlord Security Deposit Agreement – Completed and signed by the client, case manager, and the landlord.

Recovery of Funds

Once the client vacates the rental unit:

• Under no circumstances will the security deposit be returned directly to the tenant.

Tracking of Full and Partial Returns

To ensure accountability and transparency, Team Management 2000, Inc. has established the following process:

1. Deposit Recovery Log: A centralized, secure database will be maintained to track the status of all security deposits, including:
   • Original amount disbursed
   • Expected return date (based on lease termination)
   • Actual return date
   • Amount returned (full or partial)
   • Explanation of any deductions (with itemized documentation from the landlord)
2. Follow-Up Procedures:
   • A case manager will initiate follow-up communications with landlords within 15 days of the client's move-out date to coordinate return of funds.
   • A second follow-up occurs after 30 days if the deposit is not received or if supporting documentation for partial returns is pending.
   • Non-responsive landlords will receive a formal written request.
3. Documentation and Compliance:
   • All communications, itemized deductions, and receipts are scanned and filed electronically.
   • Recovered funds (both full and partial) will be recorded and tracked as program income within the same grant year in which they are returned.
   • Program income will be used to support housing assistance in accordance with federal and state regulations.

Client Agreement

Prior to receiving assistance, the tenant (or client) must sign the Landlord Security Deposit Agreement acknowledging their understanding of:

• One-time nature of financial assistance.
• Their responsibility to inform Team Management 2000, Inc. of any housing changes.
• The Team Management 2000, Inc. right to reclaim the deposit after the lease or tenancy.

Client Agreement Acknowledgment

Landlord Security Deposit Agreement

I, [Owner/Landlord Name] of the property located at [Property Address], acknowledge receipt of a security deposit on behalf of [Tenant Name].

I, [Owner/Landlord Name], agree to accept a security deposit from Team Management 2000, Inc. on behalf of [Tenant Name] in the amount of [$0.00], equivalent to [rent duration] rent, for the lease term beginning [Start Date] and ending [End Date], as outlined in the attached lease agreement.

The acceptance of this security deposit is subject to the following conditions:

1. The security deposit must be held in an interest-bearing account.
2. Upon lease termination or vacancy, the deposit (plus interest, minus any deductions for excessive damages) must be returned to Team Management 2000, Inc..
3. Security deposit shall not be credited towards any rent unless Team Management 2000, Inc. provides Landlord with written consent.
4. Under no circumstances may the security deposit be returned directly to the tenant.
5. Team Management 2000, Inc. will track all security deposit refunds and utilize funds as program income within the grant year funds were returned.

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