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CALENDAR FOR THE BOARD OF COMMISSIONERS
BOARD CHAMBERS ROOM 107, COUNTY ADMINISTRATION BUILDING
651 PINE STREET
MARTINEZ, CALIFORNIA 94553-1229
CANDACE ANDERSEN, CHAIR
MARY N. PIEPHO, VICE CHAIR
JOHN GIOIA
KAREN MITCHOFF
FEDERAL D. GLOVER
FAY NATHANIEL
JANNEL GEORGE-ODEN
JOSEPH VILLARREAL, EXECUTIVE DIRECTOR, (925) 957-8000
PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC COMMENT OR WITH RESPECT TO
AN ITEM THAT IS ON THE AGENDA, WILL BE LIMITED TO THREE (3) MINUTES.
The Board Chair may reduce the amount of time allotted per speaker at the beginning of each item
or public comment period
depending on the number of speakers and the business of the day.
Your patience is appreciated.
A closed session may be called at the discretion of the Board Chair.
Staff reports related to open session items on the agenda are also accessible on line at
www.co.contra-costa.ca.us.
ANNOTATED AGENDA & MINUTES
March 8, 2016
1:30 P.M. Convene and call to order.
CONSIDER CONSENT ITEMS: (Items listed as C.1 through C. 4 on the following agenda) -
Items are subject to removal from the Consent Calendar by request from any
Commissioner or on request for discussion by a member of the public. Items removed
from the Consent Calendar will be considered with the Discussion Items.
DISCUSSION ITEMS
D. 1 CONSIDER Consent Items previously removed.
There were no consent items removed for discussion.
D. 2 PUBLIC COMMENT (3 Minutes/Speaker)
March 8, 2016 Housing Authority Official Minutes 1
There were no requests to speak at Public Comment.
D.3 CONSIDER ratifying the Housing Choice Voucher payment standards for the Housing
Authority of the County of Contra Costa effective February 8, 2016.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Mary N. Piepho AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Jannel George-Oden AYE
Commissioner Faye Nathaniel ABSENT
ADJOURN
Adjourned today's meeting at 2:00 p.m.
CONSENT ITEMS:
C.1 DENY claim filed by Latrice Hayden.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Mary N. Piepho AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Jannel George-Oden AYE
Commissioner Faye Nathaniel ABSENT
C.2 APPROVE and AUTHORIZE the Executive Director of the Housing Authority, or
designee, to execute a contract in the amount of $419,200 with Pro-Ex Construction, Inc.,
the lowest responsive and responsible bidder for the general rehabilitation of six dwelling
units at Bayo Vista in Rodeo, to exonerate any bid bonds and security deposits posted by
the bidders, and to take related actions pursuant to Section 22300 of the Public Contract
Code.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
March 8, 2016 Housing Authority Official Minutes 2
Commissioner Mary N. Piepho AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Jannel George-Oden AYE
Commissioner Faye Nathaniel ABSENT
C.3 ACCEPT the 3rd Quarter (Unaudited) Budget Report for the period ending
12/31/2015.
C.4 RECEIVE the Housing Authority of the County of Contra Costa’s public housing
rolling annual occupancy report for the period ending January 31, 2016.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Mary N. Piepho AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
Commissioner Jannel George-Oden AYE
Commissioner Faye Nathaniel ABSENT
GENERAL INFORMATION
Persons who wish to address the Board of Commissioners should complete the form provided for
that purpose and furnish a copy of any written statement to the Clerk.
All matters listed under CONSENT ITEMS are considered by the Board of Commissioners to be
routine and will be enacted by one motion. There will be no separate discussion of these items
unless requested by a member of the Board or a member of the public prior to the time the
Commission votes on the motion to adopt.
Persons who wish to speak on matters set for PUBLIC HEARINGS will be heard when the Chair
calls for comments from those persons who are in support thereof or in opposition thereto. After
persons have spoken, the hearing is closed and the matter is subject to discussion and action by the
Board.
Comments on matters listed on the agenda or otherwise within the purview of the Board of
Commissioners can be submitted to the office of the Clerk of the Board via mail: Board of
Commissioners, 651 Pine Street Room 106, Martinez, CA 94553; by fax: 925-335-1913; or via the
County’s web page: www.co.contracosta.ca.us, by clicking “Submit Public Comment” (the last
bullet point in the left column under the title “Board of Commissioners.”)
The County will provide reasonable accommodations for persons with disabilities planning to
attend Board meetings who contact the Clerk of the Board at least 24 hours before the meeting, at
(925) 335-1900; TDD (925) 335-1915. An assistive listening device is available from the Clerk,
March 8, 2016 Housing Authority Official Minutes 3
Room 106. Copies of taped recordings of all or portions of a Board meeting may be purchased
from the Clerk of the Board. Please telephone the Office of the Clerk of the Board, (925)
335-1900, to make the necessary arrangements.
Applications for personal subscriptions to the monthly Board Agenda may be obtained by calling
the Office of the Clerk of the Board, (925) 335-1900. The monthly agenda may also be viewed on
the County’s internet Web Page: www.co.contra-costa.ca.us
The Closed session agenda is available each month upon request from the Office of the Clerk of the
Board, 651 Pine Street, Room 106, Martinez, California, and may also be viewed on the County’s
Web Page.
AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings.
March 8, 2016 Housing Authority Official Minutes 4
RECOMMENDATIONS
RATIFY the Housing Choice Voucher payment standards for the Housing Authority of the County of Contra Costa
effective February 8, 2016.
BACKGROUND
Payment standards are used to calculate the housing assistance payment (HAP), or subsidy, that a housing authority
(HA) will pay on behalf of families leasing units under the program. Each HA must establish a schedule of payment
standard amounts by bedroom size. The range of possible payment standard amounts is based on HUD’s published
fair market rent (FMR) schedule for the FMR area within which the HA has jurisdiction. HACCC’s payment
standards are based on the FMRs for the Oakland-Fremont, CA Metro area which includes all of Alameda and Contra
Costa Counties. FMRs are based on the 40 th percentile of rents charged for standard housing in the FMR area. This is
the dollar amount below which 40 percent of the standard-quality rental housing units are rented. HAs may set their
payment standards amounts from 90% to 110% of the published FMRs without HUD approval. Payment standards
can be set higher or lower than this basic range in response to market conditions with HUD approval.
The level at which the payment standards are set directly affects the amount of subsidy a family will receive, and the
amount of rent paid by program participants. If the payment standard amount is too low:
Families may need to pay more for rent than they can afford; or
Families may have a hard time finding acceptable units or units in more desirable areas; or
Action of Board On: 03/08/2016 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Mary N. Piepho,
Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Jannel George-Oden,
Commissioner
ABSENT:Faye Nathaniel,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: March 8, 2016
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
D.3
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:March 8, 2016
Contra
Costa
County
Subject:Housing Choice Voucher Payment Standards Effective February 8, 2016
March 8, 2016 Housing Authority Official Minutes 5
BACKGROUND (CONT'D)
>
Housing choices will be narrowed and the HA’s efforts to affirmatively further fair housing will be undermined.
If the payment standards amounts are too high, owners may be encouraged to ask for higher than reasonable rents.
As approved by the Board on January 12, 2016, HACCC's payment standards were set at 95 to 105% of the FMRs
for all cities located in East County and at 125% of the FMRs for all other cities in HACCC's jurisdiction. The 125%
of FMR rate was the result of HUD-approved exception payment standards that were effective December 11, 2015.
As discussed at the Board's September, 2015 and January, 2016 meetings, the FMRs for Alameda and Contra Costa
Counties declined for the current federal fiscal year despite significant price increases in the rental market. As an
interim measure, HUD approved the 125% exception payment standard to address the disparity between the market
rents and the HUD published FMRs while HACCC and the other housing agencies in Alameda and Contra Costa
counties completed a rent study designed to meet the statutory requirements to update the final FMR amounts for this
federal fiscal year.
The study has been completed and approved by HUD. The results of the study show that rents in Alameda and
Contra Costa Counties are over 33% higher than the rents published by HUD on December 11, 2015. On February 8,
2016, HUD published the newly revised FMRs for Contra Costa County using the data from the study.
A comparison of the initial FMRs and the newly revised FMRs is shown below.
Bedrooms 0 1 2 3 4 5 6 7
Initial FMRs
December 11, 2015 $1,037 $1,249 $1,580 $2,202 $2,455 $2,823 $3,192 $3,560
Revised FMRs
February 8, 2016 $1,380 $1,663 $2,103 $2,932 $3,268 $3,758 $4,248 $4,739
Percent Change 33.08%33.15%33.10%33.15%33.12%33.12%33.08%33.12%
The proposed payment standards are shown below. They are based on the revised, HUD-approved FMRs. The
proposed payment standards are also based on market data and an effort to minimize voucher concentration in East
County while stemming the loss of vouchers in all other areas of HACCC's jurisdiction. The proposed payment
standards for the East County cities of Antioch, Bay Point, Bethel Island, Brentwood, Byron, Discovery Bay,
Knightsen and Oakley are set at 90% of the newly revised FMRs, the lowest point permitted by HUD without special
permission. The proposed payment standards for the remaining portions of HACCC's jurisdiction are set at 105% of
the FMRs.
Bedrooms 0 1 2 3 4 5 6 7
East County - 90%$1,242 $1,497 $1,893 $2,639 $2,941 $3,383 $3,824 $4,266
105% PS $1,449 $1,746 $2,208 $3,079 $3,431 $3,946 $4,460 $4,976
To minimize the number of cases that will have to be retroactively adjusted, the new payment standards only apply to
new contracts processed with effective dates of February 8, 2016 or later. For all other annual certifications, the new
payment standards will apply beginning on May 1, 2016.
FISCAL IMPACT
Funding for this program is provided by the U.S. Department of Housing and Urban Development (HUD). Funding
for the proposed change is provided for in the Housing Authority of the County of Contra Costa's (HACCC) current
budget.
CONSEQUENCE OF NEGATIVE ACTIONMarch 8, 2016 Housing Authority Official Minutes 6
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners not ratify the proposed payment standards, then HACCC will not be in
compliance with HUD regulations and could be subject to financial sanctions or other penalties.
CLERK'S ADDENDUM
March 8, 2016 Housing Authority Official Minutes 7
RECOMMENDATIONS
ACCEPT the 3rd Quarter (Unaudited) Budget Report for the period ending 12/31/2015.
BACKGROUND
This report is intended to provide the Board of Commissioners with an overview of the financial position of the
Housing Authority of the County of Contra Costa (HACCC) for the 3rd quarter period ending 12/31/2015. The report
begins with a summary of HACCC’s overall fiscal standing at the end of the quarter. The overall numbers are then
broken down by individual funds. Each fund overview includes a brief program summary and an explanation of the
variance between budgeted and actual performance.
AGENCY OVERVIEW: Budget Report
Changes in HACCC's overall budget position for the third quarter are shown in the chart below. Activity in the
housing choice voucher program (HCV) had the most significant impact on HACCC's budget.
Projected revenue increased by $3,761,739 primarily as a result of continued HCV utilization growth. The growth is
a result of new project-based units being brought online and new clients being called from the wait list to fill these
units. The increased revenues will be funded through the HUD-held restricted reserves with a current balance of
$5,772,593. Expenditures increased overall by $1,253,668 as a result of increased growth in HCV program, which
overshadowed a savings in operating expenditure of $592,517.
Action of Board On: 03/08/2016 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF
COMMISSIONERS
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of
Supervisors on the date shown.
ATTESTED: March 8, 2016
Joseph Villarreal, Executive Director
By: , Deputy
cc:
C.3
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:March 8, 2016
Contra
Costa
County
Subject:2015-2016 3rd Quarter Budget Report
March 8, 2016 Housing Authority Official Minutes 8
BACKGROUND (CONT'D)
>
HACC Agency Summary Annual Budget
3rd Quarter
Actual
12/31/15
Remaining FY
Estimate Annual Total Variance
Revenue $ 104,372,487 $ 82,041,104 $ 26,093,122 $ 108,134,226 $ 3,761,739
Expenditures $ 105,721,640 $ 80,544,898 $ 26,430,410 $ 106,975,308 $(1,253,668)
$ (1,349,153)$ 1,496,206 $ (337,288)$ 1,158,918
The net change to reserve totals for the end of the third quarter was a gain of $1,496,207 (the $1,496,206 shown in
the spreadsheet above is due to rounding). The net gain was a result of an increase to unrestricted reserves in the
amount of $1,312,913 and in restricted reserves of $183,294 as shown in the summary below.
Analysis of Agency
Reserves
Beginning
Balance 4/1/15
(Unaudited)
3rd Quarter ending
12/31/15
(Unaudited)
Reserve
Balance period
ending 12/31/15
(Unaudited)
Total Reserves $ 13,913,342 $ 1,496,207 $ 15,409,549
Restricted Reserves
Housing Choice Vouchers $ 5,524,220 $ 248,373 $ 5,772,593
Public Housing & Cap. Funds $ -0-$ -0-$ -0-
State & Local Programs $ 1,933,719 $ ( 78,294)$ 1,855,425
Housing Certificates Programs $ -0-$ 13,215 $ 13,215
Total Restricted Reserves $ 7,457,939 $ 183,294 $ 7,641,233
Unrestricted Reserves
Housing Choice Vouchers $ 3,058,940 $ 949,308 $ 4,008,248
Public Housing & Cap. Funds $ 803,588 $ 341,492 $ 1,145,080
State & Local Programs $ 2,592,875 $ 22,113 $ 2,614,988
Housing Certificates Programs $ -0- .$ -0- .$ -0- .
Total Unrestricted Reserves $ 6,455,403 $ 1,312,913 $ 7,768,316
As a reminder, almost all reserves are restricted for use within each program. The designation of restricted or
unrestricted reserves merely indicates that the funds are obligated for special use within the program (restricted) or
that they can be used for any purpose tied to the program (unrestricted). The only reserves that can be used freely are
unrestricted reserves within the State and Local Programs that are not tied to the tax credit properties. These reserves
can be used to support any of HACCC’s programs.
FUNDS OVERVIEW:
Housing Choice Vouchers
Program Summary - The HCV program provides assistance to families in the private rental market. HACCC qualifies
families for the program based on income. These families find a home in the private rental market and HACCC
provides them with a subsidy via a HAP contract with the property owner. HAP is paid by HACCC directly to the
owner. Through its HCV program, HACCC is authorized to provide affordable housing assistance to a maximum of
6,783 families. However, due to funding constraints, the program is only able to support approximately 6,300
families currently.
Summary of Difference Between Budgeted and Quarterly-End Estimate:
Revenue – While funding constraints do not currently allow HACCC to lease all 6,783 units it has been allocated, the
number of HCV units under contract has increased to an average leasing level of 6,371. The net variance of
March 8, 2016 Housing Authority Official Minutes 9
number of HCV units under contract has increased to an average leasing level of 6,371. The net variance of
$3,486,064 was a result of an increase in HAP funding in the amount of $3,093,187 and increased administrative fees
in the amount of $392,877. Both of these increases are due to a greater number of families receiving assistance than
were budgeted.
Expenditures – As stated above, expenditures are on pace with the increase in revenue. However, due to savings in
operating expenditures the variance is down to $1,794,797.
Housing Choice
Vouchers Annual Budget
3rd Quarter Actual
12/31/15
(Unaudited)
Remaining FY
Estimate Annual Total Variance
Revenue $ 84,931,760 $ 67,184,884 $ 21,232,940 $ 88,417,824 $ 3,486,064
Expenditures $ 85,589,875 $ 65,987,203 $ 21,397,469 $ 87,384,672 $ (1,794,797)
$ (658,115)$ 1,197,681 $ (164,529)$ 1,033,152
Analysis of Program Reserves:
Public Housing Operating and Capital Funds
Program Summary - HACCC owns and manages 1,179 public housing units at 16 different sites throughout the
County. Operating funds for these properties come from tenant rents as well as an operating subsidy received from
HUD that is designed to cover the gap between rents collected from the low-income tenants and annual operating
expenses. To help address long-term needs, HUD allocates the Capital Fund annually via formula to approximately
3,200 housing authorities. Capital Fund grants may be used for development, financing, modernization and
management improvements within public housing.
Summary of Difference Between Budgeted and Quarterly-End Estimate:
Revenue – The variance of $166,020 was primarily related to increases in tenant rent levels.
Expenditures - The variance of $368,833 is a result of unexpended capital fund improvements to date.
Public Housing
Operating and
Capital Fund
Annual Budget
3rd Quarter Actual
12/31/15
(Unaudited)
Remaining FY
Estimate Annual Total Variance
Revenue $ 10,324,043 $ 7,909,052 $ 2,581,011 $ 10,490,063 $ 166,020
Expenditures $ 10,581,858 $ 7,567,561 $ 2,645,465 $ 10,213,025 $ 368,833
$ (257,815)$ 341,491 $ (64,454)$ 277,037
Analysis of Program Reserves:
Public Housing & Capital
Fund
Beginning
Balance 4/1/15
(Unaudited)
3rd Quarter
12/31/15
(Unaudited)
Reserve Balance
period ending
12/31/15
(Unaudited)
Housing Choice Vouchers
Beginning
Balance 4/1/15
(Unaudited)
3rd Quarter
12/31/15
(Unaudited)
Reserve Balance
period ending
12/31/15
(Unaudited)
Restricted Reserves $ 5,524,220 $ 248,373 $ 5,772,593
Unrestricted Reserves $ 3,058,940 $ 949,308 $ 4,008,248
Total Reserves $ 8,583,160 $ 1,197,681 $ 9,780,841
March 8, 2016 Housing Authority Official Minutes 10
Restricted Reserves $ -0-$ -0-$ -0-
Unrestricted Reserves $ 803,588 $ 341,492 $ 1,145,080
Total Reserves $ 803,588 $ 341,492 $ 1,145,080
State and Local Programs
Program Summary - HACCC administers a variety of programs and activities that are either not funded by HUD or
that involve non-restricted HUD funds. Currently, HACCC is the managing general partner for two tax credit
projects (DeAnza Gardens & Casa Del Rio) and also has a contract with the City of Antioch to run their rental
rehabilitation program. HACCC receives management fees for administering the Public Housing and HCV programs
under HUD’s asset-management model.
Summary of Difference between Budgeted and Quarterly-End Estimate:
Revenue –The variance of $194,479 was primarily a result of an increase in management fees earned due to increased
utilization in the voucher and shelter plus care programs, increased rents in the tax credit properties.
Expenditures - The $45,434 variance is a result of staff turnover.
State & Local
Programs Annual Budget
3rd Quarter Actual
12/31/15
(Unaudited)
Remaining FY
Estimate Annual Total Variance
Revenue $ 5,272,282 $ 4,148,690 $ 1,318,071 $ 5,466,761 $ 194,479
Expenditures $ 5,667,073 $ 4,204,871 $ 1,416,768 $ 5,621,639 $ 45,434
$ (394,791)$ ( 56,181) $ (98,698)$ (154,879)
Analysis of Reserves:
State & Local Programs
Beginning
Balance 4/1/15
(Unaudited)
3rd Quarter
12/31/15
(Unaudited)
Reserve Balance
Period ending
12/31/15
(Unaudited)
Restricted Reserves $ 1,933,719 $ (78,294)$ 1,854,885
Unrestricted Reserves $ 2,592,875 $ 22,113 $ 2,614,985
Total Reserves $ 4,526,594 $ (56,181)$ 4,469,870
Housing Certificate Programs
Program Summary - HACCC administers two separate Housing Certificate Programs; Shelter Plus Care and
Moderate Rehabilitation (Mod Rehab). The Shelter-Plus Care Program provides rental assistance for hard-to-serve
homeless persons with disabilities in connection with supportive services funded from sources outside the program.
HACCC assists approximately 285 clients under this program. The Mod Rehab program was designed in 1978 as an
expansion of the rental certificate program. Mod Rehab was designed to provide low-cost loans for the rehabilitation
of rental units in an effort to upgrade and preserve the nation's housing stock. In return, the owner agreed to provide
long-term affordable housing for low income families. The program was repealed in 1991 and no new projects are
authorized for development. HACCC administers 28 Mod Rehab units.
Summary of Difference Between Budgeted and Quarter-End Estimate:
Revenue-The $84,824 variance in revenue is a result of decreased Federal funding for rent payments (HAP) and is
also the primary cause of the $126,862 reduction in expenditures.
Expenditure- The $126,862 variance in expenditure is primarily the reduction of HAP as outlined above, the
remaining $42,038 savings is tied to labor costs due to staff turnover.
March 8, 2016 Housing Authority Official Minutes 11
Housing
Certificate
Programs
Annual Budget
3rd Quarter Actual
12/31/15
(Unaudited)
Remaining FY
Estimate Annual Total Variance
Revenue $ 3,844,402 $ 2,798,478 $ 961,101 $ 3,759,579 $ (84,824)
Expenditures $ 3,882,833 $ 2,785,263 $ 970,708 $ 3,755,971 $ 126,862
$ (38,431)$ 13,215 $ (9,608)$ 3,607
March 8, 2016 Housing Authority Official Minutes 12
Analysis of Reserves:
Housing Certificate Programs
Beginning
Balance 4/1/15
(Unaudited)
3rd Quarter
12/31/15
(Unaudited)
Reserve Balance
period ending
12/31/15
(Unaudited)
Restricted Reserves $ -0-$ 13,215 $ 13,215
Unrestricted Reserves $ -0-$ -0- .$ -0- .
Total Reserves $ -0-$ 13,215 $ 13,215
FISCAL IMPACT
None. Information item only.
March 8, 2016 Housing Authority Official Minutes 13
RECOMMENDATIONS
DENY claim filed by Latrice Hayden.
BACKGROUND
*
FISCAL IMPACT
No fiscal impact.
Action of Board On: 03/08/2016 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Mary N. Piepho,
Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Jannel George-Oden,
Commissioner
ABSENT:Faye Nathaniel,
Commissioner
Contact: Joellen Balbas
925-335-1906
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: March 8, 2016
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.1
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:March 8, 2016
Contra
Costa
County
Subject:CLAIMS
March 8, 2016 Housing Authority Official Minutes 14
CLERK'S ADDENDUM
ATTACHMENTS
Housing Authority Claim
March 8, 2016 Housing Authority Official Minutes 15
March 8, 2016 Housing Authority Official Minutes 16
March 8, 2016 Housing Authority Official Minutes 17
March 8, 2016 Housing Authority Official Minutes 18
March 8, 2016 Housing Authority Official Minutes 19
March 8, 2016 Housing Authority Official Minutes 20
March 8, 2016 Housing Authority Official Minutes 21
RECOMMENDATIONS
APPROVE contract with Pro-Ex Construction, Inc. (Pro-Ex), the lowest responsive and responsible bidder, for
the General Rehabilitation of Six Dwelling Units at Bayo Vista (CA011010) in Rodeo, California (Project) in
the amount of $419,200; and
1.
AUTHORIZE the Executive Director of the Housing Authority, or his designee, to execute a contract with
Pro-Ex upon receipt of payment bonds and insurance certificates; and
2.
AUTHORIZE the Executive Director, or his designee, to exonerate any bid bonds posted by the bidders and to
return any checks or cash submitted for security in accordance with the bid documents and/or upon signature of
the contract; and
3.
AUTHORIZE the Executive Director, or his designee, to sign any escrow agreements prepared for the Project
to permit direct payment of retentions into escrow, or the substitution of securities for monies withheld by the
Housing Authority, to ensure performance under the contract, pursuant to Section 22300 of the Public Contract
Code.
4.
Action of Board On: 03/08/2016 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Mary N. Piepho,
Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Jannel George-Oden,
Commissioner
ABSENT:Faye Nathaniel,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: March 8, 2016
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.2
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:March 8, 2016
Contra
Costa
County
Subject:Contract With Pro-Ex Construction, Inc. For General Rehabilitation Of Six Dwelling Units At Bayo Vista In Rodeo,
CA
March 8, 2016 Housing Authority Official Minutes 22
RECOMMENDATIONS (CONT'D)
>
BACKGROUND
Six dwelling units identified in the Bayo Vista public housing development in Rodeo sustained significant fire and
vandalism damage in January, 2014. This project will rehabilitate the units, making them again available for
occupancy. A copy of the Bid Abstract is attached. Pro-Ex submitted the lowest responsive and responsible bid at
$419,200.
FISCAL IMPACT
The $419,200 cost for this Project will be funded by the Housing Authority’s (HACCC) annual Capital Fund grant
from the United States Department of Housing and Urban Development and the Authority’s insurance provider.
Funding for this project is provided for in HACCC's current budget.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to award the contract to Pro-Ex, HACCC will experience
scheduling delays, which may jeopardize the funding allocated to the project.
CLERK'S ADDENDUM
ATTACHMENTS
Bid Sheet
March 8, 2016 Housing Authority Official Minutes 23
March 8, 2016 Housing Authority Official Minutes 24
RECOMMENDATIONS
RECEIVE the Housing Authority of the County of Contra Costa’s public housing rolling annual occupancy report for
the period ending January 31, 2016.
BACKGROUND
Attached are the Housing Authority of the County of Contra Costa’s (HACCC's) rolling annual public housing
occupancy report for the period ending January 31, 2016, and the accompanying leasing trend report for the same
period. The occupancy report shows the percentage of each individual property that is leased at the end of a given
month. These are then subtotaled separately for all properties except North Richmond and for North Richmond alone
before being combined to show HACCC's overall occupancy percentage. North Richmond is shown separately
because staff is in the process of applying to HUD to remove that property from HACCC's public housing portfolio.
The trend report shows the sum of the number of new leases signed in a given month minus the number of new
vacancies. A positive umber shows that the occupancy rate increased during that period, a negative number indicates
a decline.
For reference, the U.S. Department of Housing and Urban Development (HUD) annually evaluates a public housing
authority’s (PHA) management of its public housing program using four indicators, referred to collectively as the
Public Housing Assessment System (PHAS). The management operations indicator is worth 25 points. Of these 25
points, the occupancy rate sub-indicator is worth 16 points. Occupancy points are assigned as follows:
Action of Board On: 03/08/2016 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Mary N. Piepho,
Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Jannel George-Oden,
Commissioner
ABSENT:Faye Nathaniel,
Commissioner
Contact: 925-957-8028
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the
Board of Supervisors on the date shown.
ATTESTED: March 8, 2016
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.4
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:March 8, 2016
Contra
Costa
County
Subject:Public Housing Rolling Annual Occupancy Report for the Period Ending January 31, 2016
March 8, 2016 Housing Authority Official Minutes 25
BACKGROUND (CONT'D)
>
≥98%16 Points
< 98% but ≥ 96%12 Points
< 96% but ≥ 94%8 Points
< 94% but ≥ 92%4 Points
< 92% but ≥ 90%1 Point
< 90%0 Points
HUD considers a PHAs entire portfolio when assigning points for the occupancy sub-indicator.
FISCAL IMPACT
None. For reporting purposes only.
CONSEQUENCE OF NEGATIVE ACTION
None. Information item only.
CLERK'S ADDENDUM
ATTACHMENTS
PH Rolling Occupancy Report
March 8, 2016 Housing Authority Official Minutes 26
DEVELOPMENT
No of
Units Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16
Avg. Occup.
Rates
Alhambra Terrace, Martinez 50 100.00% 100.00% 100.00% 100.00% 98.00% 98.00% 100.00% 98.00% 98.00% 98.00% 98.00% 96.00% 98.67%
Bridgemeont, Antioch 34 100.00% 100.00% 100.00% 100.00% 97.06% 94.12% 91.18% 94.12% 97.06% 97.06% 94.12% 94.12% 96.57%
Los Nogales, Brentwood 44 100.00% 100.00% 100.00% 100.00% 97.73% 95.45% 97.73% 100.00% 100.00% 100.00% 100.00% 100.00% 99.24%
El Pueblo, Pittsburg 172 98.26% 98.84% 98.84% 97.67% 98.84% 99.42% 99.42% 99.42% 99.42% 98.84% 98.84% 97.67% 98.79%
Los Arboles, Oakley 30 100.00% 96.67% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 99.72%
Bay Vista, Rodeo 242 97.11% 96.69% 97.11% 96.69% 95.87% 96.69% 96.28% 96.69% 96.28% 96.28% 95.04% 95.45% 96.35%
Hacienda, Martinez 50 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 96.00% 96.00% 99.33%
Casa de Manana, Oakley 40 97.50% 95.00% 100.00% 100.00% 97.50% 97.50% 100.00% 100.00% 100.00% 100.00% 97.50% 97.50% 98.54%
Casa de Serena, Bay Point 50 98.00% 98.00% 98.00% 98.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 98.00% 99.17%
Elder Winds, Antioch 100 96.00% 98.00% 98.00% 98.00% 97.00% 97.00% 100.00% 100.00% 100.00% 100.00% 99.00% 99.00% 98.50%
Vista Del Camino, San Pablo 100 100.00% 99.00% 100.00% 99.00% 99.00% 100.00% 100.00% 99.00% 99.00% 99.00% 99.00% 100.00% 99.42%
Kidd Manor, San Pablo 41 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 100.00% 97.56% 100.00% 97.56% 99.59%
Occup. Rate without N. Richmond 953 98.32% 98.22% 98.74% 98.32% 97.90% 98.11% 98.53% 98.64% 98.64% 98.43% 97.69% 97.38% 98.24%
Las Deltas, Richmond 72 40.28% 37.50% 37.50% 37.50% 36.11% 36.11% 36.11% 36.11% 36.11% 36.11% 36.11% 36.11% 36.81%
Las Deltas, Richmond 84 64.29% 64.29% 61.90% 60.71% 60.71% 58.33% 58.33% 58.33% 58.33% 58.33% 58.33% 58.33% 60.02%
Las Deltas, Richmond 54 48.15% 46.30% 46.30% 46.30% 46.30% 46.30% 46.30% 46.30% 42.59% 42.59% 40.74% 40.74% 44.91%
N. Richmond Occup. Rate 210 51.90% 50.48% 49.52% 49.05% 48.57% 47.62% 47.62% 47.62% 46.67% 46.67% 46.19% 46.19% 48.17%
Occup. Rate with N. Richmond 1163 89.94% 89.60% 89.85% 89.42% 88.99% 88.99% 89.34% 89.42% 89.25% 89.08% 88.39% 88.13% 89.20%
DEVELOPMENT Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15 Jan-16
Alhambra Terrace, Martinez 0 0 0 0 -1 0 1 -1 0 0 0 -1
Bridgemeont, Antioch 0 0 0 0 -1 -1 -1 1 1 0 -1 0
Los Nogales, Brentwood 0 0 0 0 -1 -1 1 1 0 0 0 0
El Pueblo, Pittsburg -1 1 0 -2 0 1 0 0 0 -1 0 -2
Los Arboles, Oakley 1 -1 1 0 0 0 0 0 0 0 0 0
Bay Vista, Rodeo 2 -1 1 -1 -2 3 -2 1 -1 0 -3 1
Hacienda, Martinez 0 0 0 0 0 0 0 0 0 0 -2 0
Casa de Manana, Oakley 0 -1 2 0 -1 0 1 0 0 0 -1 0
Casa de Serena, Bay Point 0 0 0 0 1 0 0 0 0 0 0 -1
Elder Winds, Antioch -2 2 0 0 -1 0 3 0 0 0 -1 0
Vista Del Camino, San Pablo 0 -1 1 -1 0 0 0 -1 -1 0 0 1
Kidd Manor, San Pablo 0 0 0 0 0 0 0 0 0 -1 1 -1
Total without N. Richmond 0 -1 5 -4 -6 2 3 1 -1 -2 -7 -3
Las Deltas, Richmond 0 -2 0 0 -1 0 0 0 0 0 0 0
Las Deltas, Richmond 0 0 -2 -1 0 2 0 0 0 0 0 0
Las Deltas, Richmond 0 -1 -1 0 0 0 0 0 -2 0 -1 0
N. Richmond Total 0 -3 -3 -1 -1 2 0 0 -2 0 -1 0
Total with N. Richmond 0 -4 2 -5 -7 4 3 1 -3 -2 -8 -3
Annual Occupancy Rates
2015-16
Annual Trend (New Lease-New Vacancies)
2015-16
Housing Authority of the County of Contra Costa
Housing Authority of the County of Contra Costa
March 8, 2016 Housing Authority Official Minutes 27