Minnesota Housing INSTRUCTIONS FOR PREPARING AN 
AFFIRMATIVE FAIR HOUSING MARKETING PLAN

1.	Introduction - The Affirmative Fair Housing Marketing Regulations require that each applicant carry out an affirmative marketing program to attract prospective buyers or tenants of all majority and minority groups in the housing market area regardless of race, creed, color, religion, sex, national, origin, marital status, status with regard to public assistance, disability, sexual orientation, or familial status.  The applicant shall describe on this form the activities it proposes to carry out during advance marketing, where applicable, and the initial sales or rent-up period.  The affirmative marketing program also should assure that any group(s) of persons normally NOT likely to apply for the housing without special outreach efforts (because of existing neighborhood racial or ethnic patterns, location of housing in the Standard Metropolitan Statistical Areas (SMSA), price, or other factors), know about the housing, feel welcome to apply, and have the opportunity to buy or rent.  In addition to the specific advertising activities, please describe activities relating to instructions to staff on fair housing concerns.

2.	Part 2 - Applicant and Project Identification.  Parts A, B, C and D are self-explanatory.  With respect to Part E, specify approximate starting date of marketing activities to the groups targeted for special outreach and the anticipated date of initial occupancy.  Part F is to be completed only if the applicant is not to implement the plan on its own.  For Part G, indicate HOUSING funding sources.

3.	Part 3 - Type of Affirmative Marketing Plan.  Applicants for multifamily and subdivision projects are to submit a Project Plan which describes the marketing program for the particular project or subdivision.  Scattered site builders are to submit individual annual plans based on the racial composition of the geographical area.  For example, if a builder plans to construct units in both minority and non-minority geographical areas, separate plans shall be submitted for all of the housing proposed for both types.

4.	Part 4 - Direction of Marketing Activity.  Indicate which group(s) you believe are “least likely to apply” without special outreach. Considering factors such as price or rental of housing, the racial/ethnic characteristics of the neighborhood in which housing is (or is to be) located, and the population within the housing market area, public transportation routes, etc. 

5.	Part 5 - Marketing Program.  The applicant shall describe the marketing program to be used to attract all segments of the eligible population, especially those groups designated in Part 4 of the Plan as “least likely to apply”.  The applicant shall state:  the type of media to be used, the names of newspapers/call letters of radio or TV stations; the identity of the circulation or audience of the media identified in the Plan, e.g., Black/African American, American Indian/Alaskan Native, Asian, Hispanic/Latino, Native Hawaiian/Pacific Islander or White; duration of newspaper advertising, length and size of the ad; and frequency of broadcast advertising.  Community contacts include individuals or organizations that are well known in the project area or the locality, and can influence persons within the groups considered “least likely to apply”.  Such contacts may include, but need not be limited to:  neighborhood, minority and women's organizations, churches, labor unions, employers, public and private agencies, and individuals who are associated with these organizations and/or are well-known in the community.

6.	Part 6 - Future Marketing Activities.  State how you intend to continue your affirmative marketing efforts to maintain attained goals or correct any current occupancy concerns.

7.	Part 7 - Experience and Staff Instructions.
	a.	Indicate whether the applicant has previous experience in marketing housing to group(s) identified as ““least likely to apply” for the housing”.
	b.	Describe the instructions and training given to sales/rental staff.  This guidance to staff must include information regarding federal, state and local fair housing laws and this Affirmative Fair Housing Marketing Plan.  Copies of any written materials should be submitted with the Plan, if such materials are available.

8.	Part 8 - Additional Considerations.  In this section, describe other efforts, not mentioned previously, which are planned to attract persons in either those groups already identified in Part 4 of the Plan, “as “least likely to apply” for the housing”  or in groups not previously identified in the Plan.  Such efforts may include outreach activities to female-headed households.

9.	Part 9 - Current Occupancy or Anticipated Occupancy for New Projects.  For existing developments, list your current occupancy (by Head of Household) broken down in the categories provided.  For new projects, list the numbers you anticipate will occupy the units.

10.	Part 10 - Signatures.  The applicant's authorized agent signs the Affirmative Fair Housing Marketing Plan at the bottom and dates it.  By signing the Plan, the applicant assumes full responsibility for its implementation.  The Agency may at any time monitor the implementation of the Plan and request modification in its format or content, where the Agency deems necessary.

11.	Notice of Intent to Begin Marketing.  At least 90 days before the start of sales or rental marketing activities the applicant with an approved Affirmative Fair Housing Marketing Plan shall submit notice of intent to begin marketing, if applicable.  This notice is submitted either orally or in writing to the assigned HMO (Housing Management Officer) or HDO (Housing Development Officer) of Minnesota Housing.

Minnesota Housing 
Supplemental Instructions for Preparing Minnesota Housing Affirmative Fair Housing Marketing Plan (AFHMP)

NOTE:  It is preferred the AFHMP is typed.  Legible printing in ink may be accepted.   Completed form can be emailed, faxed, or mailed.  Clarification is sometimes needed for certain sections when completing the AFHMP.  Below are explanations in more detail for certain sections of the AFHMP that are often responded to incorrectly or not at all.

3.	Type of Marketing Plan
	More than likely you are completing an AFHMP for a multifamily housing development (i.e., an apartment complex), you would check Project Plan.  If you are doing a scattered site development (i.e., single family units), you would check Annual Plan.  For % minority residents by county please refer to Minnesota 
	 Housing Website:  http://www.mnhousing.gov/idc/groups/multifamily/documents/webcontent/mhfa_007961.pdf

4.	Direction of Marketing Activity
	Indicate only the people “least likely to apply”, currently residing in the marketing area.

5a.	Marketing Program - Commercial Media
	If advertisements are used, remember to indicate the size of the ad(s) and how long the ad will run.  If advertising through television or radio, indicate the length of the advertisement.

5b.	Marketing Plan - Brochures, Signs, and HUD’s Fair Housing Poster
	Minnesota Housing financed developments are to have a site identification sign that includes the Equal Opportunity Housing logo and/or statement along with the development’s name and rental information telephone number.

5c.	Community contacts
	ALL information requested is to be provided.  Minnesota  Housing provides a list of various community contacts on the web site (path below).  This information can be used to assist in completing the plan. (Note: the Agency does occasionally update the actual contact information, however, validity is not guaranteed.)  MN Housing recommends that actual contact information that is made (via letter, phone, flyer, etc.) and frequency of this contact is retained in a Fair Housing folder.  
https://www.mnhousing.gov/fair-housing.html
7a.	Experience and Staff Instruction
	Management agents or owners are to list any marketing activity they have done regarding marketing to the groups identified in #4 as “least likely to apply” without special outreach efforts. The kinds of marketing might include:
•	distributing brochures or flyers at grocery stores, housing fairs, community organizations, etc. advertising the availability of the housing,
•	identifying by name and city location other developments owned or managed by the management agent or owner also indicating which of the populations reside at that development (e.g., XYZ Management Company has successfully marketed housing to African Americans and Asians at ABC Apartments, St. Cloud, MN; and has marketed housing to American Indians in Bemidji for Bemidji Townhomes).

	If an owner or management agent has no experience marketing housing to the groups identified as “least likely to apply” in #4 than indicate none. “None” is an acceptable response if that’s the case.

7b.	Experience and Staff Instruction
	List all training staff who will receive and who provides the training to the staff on state, federal, and local fair housing laws as well as the AFHMP (e.g. XYZ Management Company staff attend annually fair housing training sponsored by HUD, or, staff attends the fair housing workshop offered at the annual conference sponsored by Minnesota Housing, Multi-Housing Association, et. al., etc.).

Attach a copy of the instructions to staff regarding fair housing.

8.	Additional Considerations
	Use this space to provide additional information, or helps to explain or clarify information given previously on the AFHMP (e.g., “XYZ Management Co. has a current waiting list that is updated annually for 20 families for a 24 unit ABC Apartments, St. Cloud, so there is no immediate need to advertise.  Enclosed is a copy of the waiting list.”)

9.	Anticipated or Actual Resident Demographics
	By head of household, indicate who presently occupies the development or to the best knowledge, who will occupy the development as a result of the marketing efforts made. The total number should not exceed the total number of units minus any units that are vacant at the time the AFHMP is being completed. This means if there are 30 units in the development, and all 30 units are occupied, the total number for African American/Black, American Indian/Alaskan Native, Asian, Hispanic/Latino, Native Hawaiian/Pacific Islander or White residents should total 30. Numbers for persons with disabilities (disabled), families with children, and persons on public assistance, will be a subset of the total number of the residents identified previously. This means they may be counted more than once.  For example, you may have an Asian resident receiving public assistance that also has a disability.

MINNESOTA HOUSING AFFIRMATIVE FAIR HOUSING MARKETING PLAN	
	
1.  INTRODUCTION	
State and Federal Affirmative Fair Housing Marketing Regulations require that each applicant subject to these Regulations carry out an Affirmative Marketing Program to attract prospective buyers or tenants of all minority and non-minority groups to the housing that the applicant is providing.  These groups include African American/Black, American Indian/Alaskan Native, Asian, Hispanic/Latino, Native Hawaiian/Pacific Islander or White in the Standard Metropolitan Statistical Areas (SMSA) or housing market area who may be subject to housing discrimination on the basis of race, color, creed, religion, sex, national origin, marital status, status with regard to public assistance, disability, sexual orientation, or familial status.	
2.  APPLICATION AND PROJECT IDENTIFICATION:	
A.	NAME OF APPLICANTS
     	B.	MINNESOTA HOUSING DEVELOPMENT (D) #
     	
	NUMBER OF UNITS (Indicate family, elderly, etc.)
     
	
ADDRESS (Include City, State and ZIP Code)
     	PRICE OR RENTAL RANGE OF UNITS:

FROM $       TO $     
	
TELEPHONE NUMBER
     	D.	FOR MULTIFAMILY HOUSING ONLY:
	ELDERLY	NON-ELDERLY	
C.  PROJECT NAME
     	E.	APPROXIMATE STARTING DATES

ADVERTISING        OCCUPANCY      	
	F.	NAME OF MANAGING/SALES AGENT (when applicable)
     
	
LOCATION / ADDRESS (Include City, State and ZIP Code)
     
		ADDRESS (Include City, State and ZIP Code)
     
	
COUNTY
     	G.	 MINNESOTA HOUSING PROGRAM (s) USED TO FINANCE
     
	
3.  TYPE OF AFFIRMATIVE MARKETING PLAN	
 Project Plan	Annual Plan (for single family scattered site units)
NOTE:   A separate Annual Plan must be developed for each area in which the housing is to be built.

Minority Area		 White (non-minority) Area	 Mixed Area (with      % minority residents)
                                                                                                                                                           (See # 3 Supplemental Instructions for %)	
4.  DIRECTION OF MARKETING ACTIVITY	
Indicate below which group(s) in the housing market area are “least likely to apply” for the housing because of its location and other factors without special outreach efforts.
 Black/African American	 American Indian/Alaskan Native	Asian 

 Hispanic/Latino	 Native Hawaiian/Pacific Islander	White	Other
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

	 Persons with Disabilities	 Families with Children

*  Failure to complete each section will delay approval of the AFHMP.

5.  MARKETING PROGRAM	
A.  COMMERCIAL MEDIA	
Check the media to be used to advertise the availability of this housing.

 Electronic Media	 Newspaper(s)/Publication(s)	 Radio	 TV	 Billboard(s)	 Other (Specify)
	
NAME OF NEWSPAPER,
RADIO OR TV  STATION, etc.	RACIAL/ETHNIC IDENTIFICATION OF
READERS/AUDIENCE	SIZE/DURATION
OF ADVERTISING	

     	
     	
     	

     	
     	
     	

     	
     	
     	

     	
     	
     	

     	
     	
     	

     	
     	
     	
B.  BROCHURES, SIGNS AND HUD'S FAIR HOUSING POSTER:	
(1) Will brochures, leaflets, or handouts be used to advertise?      Yes     No.  If yes, attach a copy or submit when available.  
(2) For project site sign, indicate sign size       x       ; Logotype size       x       .  
(3) HUD's Fair Housing Poster must be conspicuously displayed wherever sales/rentals and showings take place.  Fair Housing Posters will be displayed in the  Sales/Rental Office(s);  Real Estate Office(s); Model Unit(s);   Other (Specify)      
	
C.  COMMUNITY CONTACTS	
To further inform the group(s) “least likely to apply” about the availability of the housing, the applicant agrees to establish and maintain contact with the groups/organizations listed below that are located in the housing market area or SMSA.  If more space is needed, attach an additional sheet.  Notify Minnesota Housing of any changes in this list.  Attach a copy of correspondence to be mailed to these groups/organizations.  (Provide all requested information.)
	
NAME OF GROUP/ORGANIZATION	RACIAL/ETHNIC
IDENTIFICATION	APPROXIMATE DATE OF CONTACT
OR PROPOSED CONTACT	PERSON
CONTACTED OR
TO BE CONTACTED	
     	     	     	     	
     	     	     	     	
     	     	     	     	
     	     	     	     	
ADDRESS AND TELEPHONE NUMBER	METHOD OF CONTACT	INDICATE SPECIFIC FUNCTION OF  GROUP/ORGANIZATION 	WILL UNDERTAKE IN IMPLEMENTING THE MARKETING PROGRAM	
     	     	     	
     	     	     	
     	     	     	
     	     	     	

6.  FUTURE MARKETING ACTIVITIES (Rental Units Only)	
Check the block(s) that best describe future marketing activities to fill vacancies as they occur after the project has been initially occupied.

 Newspapers/Publications	 Radio	 TV	 Brochures/Leaflets/Handouts	 Site Signs

 Community Contacts	 Others (Specify)       
	
7.  EXPERIENCE AND STAFF INSTRUCTIONS	
A.	Indicate any experience in marketing housing to the group(s) identified as “least likely to apply”.  (See page 1, number 4).
     

B.	Indicate training to be provided to staff on federal, state and local fair housing laws and regulations, as well as this Affirmative Fair Housing Marketing Plan.  Attach a copy of the instructions to staff regarding fair housing.
     
	
8.  ADDITIONAL CONSIDERATIONS:	
     	
9.  ANTICIPATED OR ACTUAL RESIDENT DEMOGRAPHICS	
Please list the number of persons (by head of household). Use real numbers not percentages that you anticipate will occupy or presently occupy the units as a result of your affirmative marketing efforts.  The total number by Group(s) cannot exceed the total number of units occupied.

      Black/African American	      American Indian/Alaskan Native	      Asian 

      Hispanic/Latino	      Native Hawaiian/Pacific Islander	      White	      Other
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

	      Persons with Disabilities	      Families with Children	      Persons on Public Assistance
	
10.  SIGNATURES	
By signing this form, the applicant agrees, after appropriate consultation with Minnesota Housing, to change any part of the plan covering a project to assure continued compliance with affirmative fair housing marketing regulations.	
SIGNATURE OF PERSON SUBMITTING PLAN
     	
NAME (TYPE OR PRINT)
     	
TITLE AND COMPANY
     	
DATE
     	
MINNESOTA HOUSING USE ONLY	
APPROVAL BY	DISAPPROVAL BY	
SIGNATURE
     	SIGNATURE
     	
NAME (TYPE OR PRINT)
     	NAME (TYPE OR PRINT)
     	
TITLE
     	TITLE
     	
DATE
     	DATE