Prepare your documents! The more prepared you are for the grievance hearing, the more respect the hearing officer or panel will have for you and your case. Use the worksheet at the end of these materials to help you prepare for your hearing.
In addition, here are some tips:
Very often hearing officers or members of the hearing panels are not knowledgeable about specific laws, regulations, and what is in the lease. For this reason, it is very important to identify the violation that is the issue, whether it is a violation of your lease, a regulation, or law. Have a copy of the rule, policy, or your lease so you can know and read the exact words and so the hearing officer or panel may take into consideration relevant laws, regulations, or housing authority policies and rules when making a decision. Be factual, not emotional, during your presentation.
To help you do this, list on paper the problem or problems and how you want the housing authority to solve them. Use the Worksheet. Play “devil’s advocate.” List all the arguments you can think of that the housing authority may make to prove its case and prepare your response to each one.
Do not ignore the housing authority’s case against you. Use the Worksheet. Figure out what documents you need to prove that the problems in your case do or do not exist. This can include letters, notes from phone calls, pictures, or any other documents that are important. Get these documents before the hearing!
This process of evidence gathering is called discovery.
Make an extra copy of each document that you want to give the hearing officer or hearing panel. Highlight the important sections. This makes it easier for the officer or panel to read and helps keep the issues clearer in everyone’s mind. Remember to keep copies of everything for yourself. Organize all these documents in a folder or three-ring binder so that when you go to the hearing you will be well prepared and not fumbling for papers. As you prepare, carry a small notebook with you or keep one near your telephone to document phone calls or meetings that are important to support your position. Note the date, time, people involved, and the summary of the discussion. This kind of documentation is helpful.
Find out if anyone has personal knowledge about the problem, and, if so, whether they are willing to tell the hearing officer or panel what they know. If people agree to testify, prepare them for the hearing. Tell them what you will be asking them and think about what the housing authority may ask them and go over this with them. If any of your witnesses live in public housing, they may be scared to testify. Remind them that they cannot be retaliated against or evicted for testifying. Be aware that things they say in their testimony or cross-examination could open up other issues that could be a problem for them.