Subject: Rental Management Office

HO-CHUNK NATION

POLICY & PROCEDURE

Subject: Rental Management Office

Title: Application, Admissions, and

Occupancy Policy and Procedures

Scope: Housing Rental Management and Financial

Operations

Effective Date: 03-17-2021

Issuing Authority: Clariss Funmaker

Issuing Authority Signature:

Rental Manager - Department of Housing

Clariss Funmaker

Approval Authority: Denise Wright

Approval Authority Signature:

Executive Director - Department of Housing

Denise Wright

Legislative Authority: Ho-Chunk Nation (HCN)

Employment Relations Act (ERA) 6 HCC § 5 CH. 1.

4. (b) Each department, division, or unit of the Nation,

with the prior approval and consultation of the

Executive Director of the Department of Personnel,

may develop, implement, and revise as necessary

internal procedures, operating rules and policies

pertaining to the unique operational requirements of

the work unit for efficient and effective performance.

Advance notice of internal unit procedures and rules

shall be provided to employees and must be posted in

public places to serve as notice to all employees.

Policy Number:

Revision Date: 11-12-2025

DOH-RMD-12-08-2023-001

1.0 Policy Statement:

1.1 The goal of the Ho-Chunk Nation Department of Housing’s Rental Management

Division (RMD) is to provide housing to qualified Ho-Chunk Nation (HCN) enrolled

families in a safe and healthy environment.

2.0 Purpose:

2.1 This sets forth policy and procedures for the RMD in the administration and in

compliance with applicable HCN codes in providing quality and safe rental units.

3.0 Rationale and Background:

3.1 Standardized Application, Admission, and Occupancy policy and procedures will

enable Rental Management staff efficient and effective administration of the Nation’s

Rental Properties and inform future occupants of requirements for eligibility.

3.2 All Department of Housing Policies are subject to Manager Discretion.

DENISE D. WRIGHT

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POLICY & PROCEDURE

4.0 Policy:

4.1 To inform Ho-Chunk enrolled tribal members of the policies and guidelines they must

follow in order to rent and maintain safe housing.

4.2 To enable the HCN RMD to provide a safe and wholesome living environment for

HCN Rental Property tenants.

5.0 Procedure:

5.1 To apply with the Ho-Chunk Nation Department of Housing Rental Management

Division, an application can be printed from the Ho-Chunk Nation Website or Tribal

Members can obtain a rental application from the Housing Office located in Tomah

or have one printed off from their local Branch Office.

5.2 An application must be completed in full and submitted to the Department of Housing.

5.2.1 The application can be submitted via mail to the address P.O. BOX 170,

Tomah WI 54660 or emailed to one of the following Rental Management

staff: Housing@Ho-Chunk.com.

5.2.2 In order for an application to be complete, an applicant must include the

rental application, income verification, enrollment verification (copy of

Tribal ID/CDIB), a release of information form, and DD214 if applicable.

All documents must be signed where signature is required.

5.2.3 All documents must be filled out and signed by each member of the

household that is 18 years of age or older.

5.2.4 Applications will be reviewed. If there is any information missing, the

applicant will be notified in writing or via telephone.

5.2.4.1

If the requested information is not provided, the application will

be inactive and applicant will not be placed on the waiting list

until all required documents are submitted, complete, and

signed.

5.2.4.2

Applications must be updated annually by the applicant in order

to remain on the waiting list if Tribal Member is eligible.

5.2.4.3

If the applicant does not update their application within the year,

Tribal Member will be removed from the waiting list and will

need to submit a new application

5.2.4.4

If the applicant is determined to be ineligible to rent due to

reason(s) within this policy, the applicant will be notified in writing

within ten (10) business days or notified via telephone.

5.2.5 The applicant must be able to afford the monthly rent plus all household

utilities.

5.2.6 The RMD reserves the right to reject the application of individuals applying

for housing in cases where it is determined that admission of the applicant

and/or any member of the household would be a detriment to other residents

and/or the community.

DENISE D. WRIGHT

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POLICY & PROCEDURE

5.2.7 A Criminal History Background Check will be conducted on the applicant

and household occupants 18 years of age and older to determine if the

applicant has a history of meeting financial responsibilities and has not

engaged in criminal or illegal activities that would have a negative effect on

other tenants and the community.

5.2.7.1

If the applicant has been convicted of or has reasonable

suspicion of engaging in the following crimes, they may be

ineligible to occupy or continue to occupy a Rental

Management Unit:

5.2.7.1.1 Violent crimes: Applicants convicted of violent crimes

will be permanently ineligible for any type of housing

from the HCN RMD. Violent crimes include, but are not

limited to, the following: Murder, Violent and/or

Malicious Animal Crimes, crimes against children,

sexual crimes, Felony assault/battery, Domestic

Violence, and assault with deadly weapons.

5.2.7.1.2 Drugs: Any member of an applicant’s household

convicted of showing involvement with the use,

possession, manufacturing, and/or distribution of any

type of controlled substances. Conviction of these types

of crimes will render the applicant ineligible to rent for a

period of two (2) years from conviction date.

5.2.7.1.2.1 Applicants who have been previously convicted

of any drug/alcohol crimes are ineligible to rent,

except if convicted person(s) are recovering or

has recovered from an addiction and submits

evidence including, but not limited to,

participation in or successful completion of a

treatment program.

5.2.7.1.3 Criminal activity: Applicants convicted of criminal

activity that could pose a threat to the health, safety, and

peaceful enjoyment of any other tenant’s premises are

ineligible to rent from the RMD for a period of two (2)

years. This will be based on the most recent date of

conviction. For the purpose of this policy, criminal

activity includes, but is not limited to, the following:

Stalking, damage to property, theft, burglary, or gang

activity. This will be determined on a case by case basis.

5.2.7.1.3.1 Applicants who have been previously convicted

of any of these crimes are ineligible to rent,

except if convicted person(s) is recovering or has

recovered from an addiction and submits

DENISE D. WRIGHT

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evidence including but not limited to

participation in or successful completion of a

treatment program or anger management.

5.2.7.1.3.2 If the applicant or occupant is eligible under this

section and they refuse to continue or complete

participation in a treatment program, they are

immediately terminating their rights to meet

eligibility criteria to rent or occupy a rental unit.

5.2.7.1.4 Prior Eviction or Abandonment: Applicants who

previously rented from the Department of Housing and

who were evicted or abandoned their unit may be

ineligible for future housing for a period of two (2) years.

Any debts incurred as a result of eviction, abandonment,

or termination must be paid in full before being

considered to rent again.

5.2.7.1.4.1 Once debt is paid in full, Tribal Member is

eligible to apply and be added to the waiting list.

5.2.7.2 Prior Eviction outside of Ho-Chunk Nation: Applicants who have

been evicted from Rental Units under Property Managements or

Individuals outside of the Ho-Chunk Nation will need to wait 2

years after eviction date to rent with the Department of Housing.

5.2.7.3 Fraud/Misrepresentation

5.2.7.3.1 Any fraud or material misrepresentation made by an

applicant in connection with the admission or continued

occupancy shall constitute grounds for ineligibility.

5.2.8 Once the applicant has a completed application, has met affordability, and

passed the background check, they will be placed on the waiting list in the

order of time and date the completed application was received.

5.2.8.1 Applicants are required to contact the RMD to update the

application whenever there is a change in the information

they previously provided, as this could affect their

continued consideration.

5.2.9 The RMD will communicate through written notification or telephone to

the applicant that they have been placed on the waiting list, or that they are

ineligible to rent from Rental Management with the reasoning.

5.3 Applications are valid for one year from the received date.

5.3.1 The RMD will send a courtesy notice via email, mail, and telephone to the

applicant a month before their application will expire to request an update.

5.3.2 If the applicant fails to update their application by the deadline given,

applicant will be removed from the waiting list, and must reapply.

DENISE D. WRIGHT

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POLICY & PROCEDURE

5.4 When the applicant is next on the waiting list and a unit becomes available, the RMD

will contact the applicant to verify that they are still interested in renting from the

RMD.

5.4.1 If applicant declines unit offered, they will go to the bottom of the waiting

list.

5.4.2 In order to prevent overcrowded conditions and under-utilized space, the

RMD may make exceptions due to unusual circumstances which will be

assessed on a case-by-case basis. Factors to be considered include age and

sex of children, potential changes in family composition, availability of unit

sizes, etc. Units shall be assigned in accordance with the following

schedule:

Number of Bedroom(s)

2

3

4

Minimum Number of Person(s)

1

3

6

Maximum Number of Person(s)

4

6

8

5.4.3 Pets

5.4.3.1 Tenants may be allowed up to two pets with an additional fee of

$25.00/month per pet.

5.4.3.1.1 Service Provider Pets and Emotional Support Animals

are exempt from this requirement (see policy)

5.4.3.2 All animals must be reported upon signing a Residential Lease

Agreement or when the tenant has a pet that is not listed on the

Residential Lease Agreement.

5.4.3.3 Verification of vaccinations must be provided and updated with the

RMD annually. All pets must wear a collar with veterinary tags.

5.4.3.4 All pet owners shall maintain current renter’s insurance including

liability insurance in the amount of $100,000.00.

5.4.3.5 Pets not covered under renters’ insurance are disallowed. Proof of

renters’ insurance must be filed.

5.4.3.5.1 Service Provider and Emotional Support Animals are

exempt from this requirement (see policy)

5.4.3.5.2 Therapy Pets must be included on renters insurance

5.4.3.6 Tenants must maintain and care for their pet, maintain a habitable

condition of the units, and prevent the creation of a nuisance,

unsanitary condition, or threat to health and safety of the Ho-Chunk

Nation Rental Management units, tenants, and community.

5.4.3.7 Pet owners will be held accountable for damage to property or

person(s) caused by their pets.

DENISE D. WRIGHT

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5.4.3.8 All animals must be on a leash, a chain of adequate length, or a

fenced-in area or other containment devices when outdoors and at

least twenty-five (25) feet from the house.

5.4.3.9 Failure to comply with this policy shall be deemed a violation of the

tenant’s lease obligations.

5.5 Applicant selection

5.5.1 Ho-Chunk Nation Veterans will have preference and must submit a DD214

along with their rental application

5.5.2 Applicants up next on waiting list will be offered rental unit. The RMD will

reach out to applicant through email, mail, and telephone.

5.5.2.1 Once approved the applicant will be notified of the required

documents that need to be submitted prior to scheduling the movein date.

5.5.2.2.1Security deposit and first month’s rental fee are to be received in

the RMD upon signing the lease.

5.5.2.1.1.1 Elders will be required to pay the full security

deposit and the Elder Maintenance Fee of

$100.00.

5.5.2.1.1.2 Elite Elders will be required to pay only the full

security deposit.

5.5.2.1.1.2.1 Should the Elite Elder or Elder be

absent from the rental unit for sixty

(60) days without medical or other

emergency needs, the RMD may

terminate the lease.

5.5.2.1.2 A receipt of payment must be given to the tenant. The

white copy will be given to the tenant, the yellow copy

will be given to the Finance Division Manager with the

payment, and the pink copy will be left in the receipt

book.

5.5.2.1.3 The payment will be deposited by the Housing Financial

team.

5.5.2.1.4 The Finance Division Manager will create an invoice in

the Financial System to charge the tenant for the security

deposit and first month’s rent at the Customer Level.

5.5.2.1.5 The Finance Division Manager will apply the payment

in the Financial System at the Customer Level.

5.6 Once the RMD receives a completed Utility Transfer Form, proof of Utility Transfer

must be provided to the RMD, and proof of Renters Insurance within 14 business days

after unit is offered. Upon submitted paperwork to the RMD, a lease signing may be

scheduled.

DENISE D. WRIGHT

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5.6.1 At the end of the 14th business day at 4:30pm, if the applicant hasn’t

submitted the appropriate documentation and shown proof, the unit offer

will expire and the unit will be offered onto the next available applicant on

the RMD Waiting List.

5.6.2 Payment for first month’s rent and security deposit must be brought to the

lease signing. IN THE FORM OF MONEY ORDER.

5.6.3 The Utilities are designated to the head of household through the Residential

Lease Agreement as the responsible party.

5.6.3.1 Should the tenant not have the utilities accounts in their name or not

pay a utility bill, the RMD will have to pay the bill and charge the

tenant. The utility bill and an administrative fee of $25.00 shall be

charged to the tenant’s account for each occurrence.

5.6.4 Heat is the responsibility of the tenant and the proper heat temperature is to

be maintained during the winter.

5.6.4.1 Should the RMD have to pay the heating utility bill, then the heating

utility bill, any associated charges, and an Administrative fee of

$25.00 shall be charged to the tenant’s account for each occurrence.

5.6.4.2 Repairs that are caused by the tenant’s failure to maintain heat

and/or neglect shall be charged to the tenant’s account.

5.6.5 Water/Sewer is the responsibility of the tenant.

5.6.5.1 Should the RMD have to pay the Water/Sewer utility bill, then the

Water/Sewer utility bill, any associated charges, and an

Administrative fee of $25.00 shall be charged to the tenant’s account

for each occurrence.

5.6.5.2 Repairs that are caused by the tenant’s failure to maintain

Water/Sewer and/or neglect shall be charged to the tenant’s account.

5.6.6 Electricity is the responsibility of the tenant.

5.6.6.1 Should the RMD have to pay the Electricity utility bill, then the

Electricity utility bill, any associated charges, and an Administrative

fee of $25.00 shall be charged to the tenant’s account for each

occurrence.

5.6.6.2 Repairs that are caused by the tenant’s failure to maintain Electricity

and/or neglect shall be charged to the tenant’s account.

5.6.7 If utilities are disconnected by utility companies due to negligence of

applicant payment, will result in an automatic non-renewal of Lease.

5.6.8 Any unpaid utility bills, that are threatened to appear on the HCN Tax Roll,

will result in an automatic non-renewal of Lease, unless proof of payment

has been received.

5.6.8.1 The RMD will grant access to the tenant’s unit to assist the utility

company’s request, for any disconnections due to negligence of

tenant.

DENISE D. WRIGHT

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5.7 Payments and Fees

5.7.1 Rental Fee

5.7.1.1 A monthly Rental Fee is due and payable on the first day of each

month. There is a grace period of five (5) calendar days for the

payment to be received in the Finance Division or postmarked by

the fifth day of the month.

5.7.1.2 If the tenant falls three (3) months behind in rental arrearages, a 28

calendar day Lease termination notice will be sent.

5.7.2 Late Fee

5.7.2.1 If the tenant is late in meeting the Rental Fee payment deadline, a

Late Fee is assessed in the amount of $25.00 per occurrence.

5.7.3 Non-Sufficient Fund (NSF) Fee

5.7.3.1 Should the tenant make payment with a check that does not have

sufficient funds, there will be a $25.00 NSF Fee added to the

tenant’s account.

5.7.3.2 If on two occasions an insufficient funds check is presented,

personal checks no longer will be accepted as a form of payment

from the tenant.

5.7.4 Maintenance/Repair Fee

5.7.4.1 Maintenance / Repairs that are caused by neglect or damage by the

tenant, household members, or guest(s) of the tenant or household

members, shall be charged to the tenant’s account.

5.7.4.2 Should the tenant cause extensive damage to the rental unit, the

RMD will terminate the Lease Agreement. Will be addressed on a

case by case situation.

5.7.4.3 Maintenance requests, which are submitted through via phone call,

email, etc., to the RMD. If the DOH staff member receives a

maintenance request from a tenant, they will forward the message to

the RMD. The RMD will then take appropriate action.

5.7.4.4 Upon a final move out inspection, if damages exceed the security

deposit, the Tribal Member / Tenant, will be held responsible for all

additional costs.

5.8 A residential lease agreement must be executed with the RMD personnel prior to

occupancy.

5.8.1 The following forms must be filled out at the time of move-in:

5.8.1.1 one (1) copies of the Residential Lease will be signed

5.8.1.2 An irrevocable per capita distribution form is required to be signed

prior to move-in.

5.8.2 A General Welfare deduction form will be an option to complete for

monthly rental deductions.

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5.8.2.1 Move-in inspection will be completed at time of move-in with

the tenant.

5.8.2.2 All required documents on the move-in check list, will be provided

at the time of move-in.

5.8.3 Transfer to a different unit

5.8.3.1 Current tenants requesting a transfer to another unit must submit a

new application to the management office.

5.8.3.2 Tenants to include Elite Elders, Elders, and those with Disabilities,

can request a transfer to a single level unit, with proper

documentation, the request will be granted upon availability.

5.8.3.3 When the application is completed and required documentation is

received, the applicant will be placed on the waiting list with all

other applicants.

5.8.3.4 Tenant will have the remainder of the current paid month to vacate

the premises.

5.8.4 Hoarding

5.8.4.1 Floors should be clean, clear, and free of hazards that could lead to

a trip and fall injury.

5.8.4.2 Trash should be disposed of according to local ordinances and not

left in or surrounding rental premises.

5.8.4.3 The rental unit should be free of the bullets listed below: 5.8.4.4

through 5.8.4.7 that contributes to rodent or insect infestation.

5.8.4.3.1 If the cause of the rodent or insect infestation is due to

the tenant’s negligence, the service charge will be

charged back to the tenant’s account.

5.8.4.4 The kitchen should be kept clear of spoiled food and grease.

Appliances should be kept clean

5.8.4.5 Pathways to front and back doors must be clear from furniture,

appliances, and debris.

5.8.4.6 Front and backyard should be free of debris, old trash, furniture, and

appliances

5.8.4.7 Parking lot/space should be free of grease and oil. No repairs of

automobiles are allowed on premises.

5.8.5 Change of Lessees

5.8.5.1 If the head of household is married or has a cohabitant that is nonHo-Chunk, and the head of household passes away during the period

of the lease or voluntarily vacates and removes themselves from the

Residential Lease Agreement, the non-native spouse or cohabitant

who remain, whichever may occur first, of the following options to

move from the unit that was formally occupied with a qualified HoChunk as head of Household:

5.8.5.1.1 No later than sixty (60) calendar days to vacate.

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5.8.5.1.2 If there is illegal activity occurring, the Rental

Management may proceed with immediate termination

of the lease.

5.8.5.2 In the event of Leaseholder Passing

5.8.5.2.1 If the head of household passes away during the period

of the Lease Agreement, the RMD will send written

notification of a notice to vacate no later than 60 calendar

days, in accordance with Wisconsin State Law

5.8.5.3 Lease cannot be transferred

5.8.5.3.1 If the head of household changes, the applicant’s family

size must meet the criteria of the unit size.

5.8.5.4 Subletting and subleasing of unit is prohibited.

5.8.6 Inspections

5.8.6.1 The tenant will permit the RMD to conduct interior/exterior

inspection of the unit as needed.

5.8.6.1.1 The RMD will enter a rental unit to perform emergency

maintenance service without notice.

5.8.6.1.2 The RMD will provide twelve (12) hours written notice

for Routine Inspections.

5.8.6.1.3 The RMD may enter in case of suspected criminal

activity without notice and may be accompanied by law

enforcement.

5.8.7 Communications/Complaints

5.8.7.1 Informal Complaints

5.8.7.1.1 If a tenant, employee, community member, or member

of the public makes an informal complaint, the RMD

team member will ask the complainant to submit his/her

complaint in writing.

5.8.7.1.2 If the complaint is not in writing, the RMD will not

follow-up with the complaint until it is in writing.

5.8.7.1.3 The complaint may be sent via email to Housing@HoChunk.com email address; or

5.8.7.1.4 The complaint may be sent USPS and mailed to:

Department of Housing, ATTN: RMD, PO Box 170,

Tomah, WI 54660.

5.8.7.1.5 Complaints without the name of the complainant

included shall NOT be investigated by the Department

of Housing.

5.8.7.2 Formal Complaints

5.8.7.2.1 If a tenant, employee, community member, or member

of the public makes a formal complaint in writing, then

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the RMD will respond according to the severity of the

complaint.

5.8.7.2.2 The severity of the complaint will be reviewed on a case

by case basis.

5.8.7.2.3 Failure to properly report any maintenance needed on a

rental unit directly to the DOH-RMD will result in a

lease violation and charges to the Tenant’s account.

5.8.8 Lease Violations

5.8.8.1 The tenant, all family members, and all other persons who are on the

premises must agree to conduct themselves in a manner that will not

disturb his/her neighbors’ peaceful enjoyment of their

accommodations.

5.8.8.1.1 Depending on the severity of a Lease Violation, lease

termination or eviction could be immediate, in

accordance with the Ho-Chunk Nation’s Eviction Code.

5.8.8.1.2 Should a tenant or member of the tenant’s household be

convicted of a sexual offense (felony or misdemeanor),

the offender shall be required to vacate the unit within

two (2) calendar days of the conviction. No further

admission will be afforded to an offender that has been

convicted.

5.8.8.1.3 Should a tenant or member of the tenant’s household be

convicted of a drug offense (felony or misdemeanor), the

offender shall be required to vacate the unit within two

(2) calendar days of the conviction.

5.8.8.1.4 Tenants shall not alter or change the locks on the unit. If

a lock needs to be replaced, the RMD must be notified

so that the lock can be keyed to the master system. All

such changes shall be done at the tenant’s expense.

5.8.8.1.5 There are other minor Lease Violations that the tenant

may receive via a five (5) calendar days for a right to

cure notice for the correction of violation. No more than

two (2) repeated violations of the same issue will result

in the Lease termination procedure to begin.

5.8.8.1.6 Should there be any action that further violates the lease

agreement, the RMD will follow the Lease Violation

Policy.

5.8.8.1.7 Should the tenant refuse to the Lease termination Notice

and refuse to vacate the unit within fourteen (14)

calendar days from the termination notice sent, the

eviction process will begin.

5.8.8.2 Additions of occupants to the Residential Lease Agreement

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5.8.8.2.1 New adult additions, 18 years of age or older and not

indicated on the original application, must complete the

application process prior to moving in. Adult additions

with felony convictions will not be approved.

5.8.8.2.2 New minor additions must have written notice sent to the

RMD with the name(s), age(s), and gender(s).

5.8.8.2.3 All additions to the Residential Lease Agreement will

not be finalized until the application process is complete.

5.8.9 Evictions

5.8.9.1 Evictions will be in accordance with Ho-Chunk Nation’s Eviction

Code.

5.8.10 Grievance Process

5.8.10.1

Upon filing of a written request, a complaint shall be entitled

to an opportunity for review.

5.8.10.1.1 If you disagree with a decision or action, please do not

hesitate to call the RMD staff member whose decision or

action concerns you. Maybe your matter can be resolved

informally, or the decision or action can be explained to

your satisfaction. While informal resolution is

encouraged, it does not affect your right to formally

complain, grieve, and appeal. Administrative remedies

must be exhausted, and you cannot skip this initial

process.

5.8.10.1.2 If you disagree with a decision or action of the RMD,

you have the right to file a formal complaint, grievance,

or request for review with the Executive Director of the

Department of Housing within thirty (30) calendar days

from the RMD’s decision or action. The Executive

Director of the Department of Housing will review your

case and respond in writing within fourteen (14) business

days.

6.0 Definitions:

6.1 Calendar day (Sunday – Saturday)

6.2 Business day (Monday – Friday) is 4:00 pm.

7.0 References:

7.1 Ho-Chunk Nation Employment Relations Act amended July 23, 2019

https://drive.google.com/file/d/1KcotbKpIm57C1mj7PIWQ1KHoJvCT3DGP/view

8.0 Related Forms:

8.1 Rental Management Application and Release of Liability

DENISE D. WRIGHT

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9.0 Policy & Procedure History:

03/11/2021: Issued by the Executive Director – Department of Housing

03/15/2021: Approved by the Executive Director – Department of Personnel

12/10/2024: Revised and approved by the Executive Director – Department of Housing

04/01/2025: Revised and approved by the Executive Director – Department of Housing

05/20/2025: Revised and approved by the Executive Director – Department of Housing

07/21/2025: Revised and approved by the Executive Director – Department of Housing

11/12/2025: Revised and approved by the Executive Director – Department of Housing

DENISE D. WRIGHT

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