The URL can be used to link to this page

Home My WebLink AboutMINUTES - 05102016 - HA Comp Min Pkt 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 May 10, 2016 1:30 P.M. Convene and announce adjournment to Closed Session. Closed Session A. CONFERENCE WITH LABOR NEGOTIATORS (Govt. Code Section 54957.6(a)) 1. Agency Negotiators: Fran Buchanan and Shaunesy Behrens Employee Organizations: Public Employees Union, Local No. 1 2. Agency Negotiators: Fran Buchanan and Joseph Villarreal Unrepresented Employees: All unrepresented agency management employees and all other unrepresented agency employees There were no announcements from Closed Session. May 10, 2016 Contra Costa County Housing Authority Minutes 1 Call to Order and Opening Ceremonies DISCUSSION ITEMS CONSIDER CONSENT ITEMS: (Items listed as C.1 through C.1 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. D. 1 CONSIDER Consent Items previously removed. There were no items removed for discussion from the consent calendar. D. 2 PUBLIC COMMENT (3 Minutes/Speaker) Dulce, is concerned about a neighbor, whom she believes to be a veteran, who exhibits behavior indicating he may be mentally ill, and requests guidance in getting help for the gentleman. Supervisor Gioia invited Ms. Dulce to contact his office. She will meet with District I's Chief of Staff. D.3 CONSIDER adopting Resolution No. 5199 certifying the results for the Section 8 Management Assessment Plan, subject to HUD confirmatory review, for the Housing Authority of the County of Contra Costa for the period April 1, 2015 through March 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 Fay Nathaniel ABSENT Commissioner Jannel George-Oden AYE D.4 CONSIDER adopting Resolution No. 5201 approving the Memorandum of Understanding with Public Employees Union, Local #1 (attached), establishing the salary levels to be effective May 21, 2016 and other employment terms for Housing Authority Clerical and Maintenance employees represented by Local 1 for the period January 1, 2016 through June 30, 2018; CONSIDER authorizing the Executive Director to execute the Memorandum of Understanding with Public Employees Union, Local 1 on behalf of the Housing Authority; and May 10, 2016 Contra Costa County Housing Authority Minutes 2 Authority; and CONSIDER adopting Resolution No. 5202 establishing comparable salary modifications for unrepresented employees of the Housing Authority of the County of Contra Costa to be effective May 21, 2016. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Mary N. Piepho AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Fay Nathaniel ABSENT Commissioner Jannel George-Oden AYE ADJOURN Adjourned today's meeting at 1:45 p.m. CONSENT ITEMS: C.1 ADOPT Resolution No. 5200 to approve collection loss write-offs in the public housing program in the amount of $5,836.41 for the quarter ending March 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 Fay Nathaniel ABSENT Commissioner Jannel George-Oden AYE 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 May 10, 2016 Contra Costa County Housing Authority Minutes 3 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, 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. May 10, 2016 Contra Costa County Housing Authority Minutes 4 RECOMMENDATIONS ADOPT Resolution No. 5199 certifying the results for the Section 8 Management Assessment Plan (SEMAP), subject to HUD confirmatory review, for the Housing Authority of the County of Contra Costa (HACCC) for the period April 1, 2015 through March 31, 2016. BACKGROUND HUD utilizes SEMAP to evaluate a public housing authority’s (PHA) management of the HCV program. SEMAP scores are based on a combination of electronic data reported to HUD at regular intervals by PHAs and self-reported scores based on internal audits conducted by PHA staff. PHAs use HUD’s SEMAP Certification form to submit their scores. HACCC’s completed form for fiscal year ending 2015 is attached. The SEMAP rating consists of 14 separate performance indicators plus a Bonus Indicator. Scores for Indicators 1-8 on the attached SEMAP Certification form are based upon HACCC’s internal review and an external review conducted by a consultant. Scores for Indicators 9-14 on the attached SEMAP Certification form are based on HUD’s automatic scoring of these Indicators. Based on staff's certification, HACCC’s HCV program is entitled to receive 115 out of 140 possible points, which will result in a SEMAP score of 82%. The rating becomes official after HUD reviews and approves the submission. If HUD maintains this score, HACCC will once again qualify as a “Standard Performer” under HUD’s SEMAP program. Action of Board On: 05/10/2016 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:Fay 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: May 10, 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:May 10, 2016 Contra Costa County Subject:CERTIFICATION FOR THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) SECTION EIGHT MANAGEMENT ASSESSMENT PLAN (SEMAP) FOR FISCAL YEAR ENDING M May 10, 2016 Contra Costa County Housing Authority Minutes 5 BACKGROUND (CONT'D) > HACCC achieved a favorable score in 12 of the 14 SEMAP Indicators. Specifically, HACCC scored points in the following Indicators: Selection From the Waiting List Determination of Rent Reasonableness Maintaining Current Utility Allowance Schedules Conducting Quality Control Inspections Housing Quality Standards Enforcement Expanding Housing Opportunities Maintaining Current Payment Standards Conducting Annual Income Reexaminations Correctly Calculating Tenant Rent Conducting Pre-Contract Housing Quality Standards (HQS) Inspections Annual HQS Inspections Lease-Up/Utilization Rate While HACCC would be eligible for points for Indicator 14 Family Self Sufficiency Enrollment & Escrow Account Balances, due to the fact HACCC has graduated more participants than the minimum program size required, it is no longer rated for SEMAP purposes. The Deconcentration bonus is awarded to housing authorities that have metropolitan jurisdictions and can demonstrate that families with children either live in, currently, or are moving to, low poverty census tracts. To receive the bonus for in-place families, a housing authority must demonstrate that half or more of all HCV families with children reside in low poverty (<10%) census tracts. Unfortunately HACCC cannot claim these bonus points for FY 2015-2016 since fewer than 50% of the residents with children live in low poverty areas in Contra Costa County. HACCC did not score any points in 1 of the 14 Indicators. Specifically, HACCC did not score points in the following Indicator: Determination of Adjusted Income Determination of Adjusted Income measures performance on income verifications and if the verified information is used to properly calculate family income. Scoring for this Indicator has improved every year since HACCC became a standard performer. HACCC did not score any points in this Indicator this year due to multiple changes in the payment standards and an extremely large volume of rent changes in response to the rapidly rising housing market that overwhelmed staff. Additional resources have been brought in on a temporary basis to help staff with the increased workload. HACCC will also continue to utilize increased external and internal quality control measures to help identify and fix remaining weaknesses in staff's performance on this Indicator. FISCAL IMPACT HUD provides over $80 million annually to serve low-income families in Contra Costa County via the Housing Choice Voucher (HCV) rental assistance program. Approval of this SEMAP certification is a condition for continued funding. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to approve Resolution No. 5199, HACCC would be in jeopardy of losing over $80 million in funding that provides rental assistance for low income families in Contra Costa County. CLERK'S ADDENDUM AGENDA ATTACHMENTS May 10, 2016 Contra Costa County Housing Authority Minutes 6 SEMAP Payment Standard SEMAP Certification Form MINUTES ATTACHMENTS Signed: Resolution No. 5199 May 10, 2016 Contra Costa County Housing Authority Minutes 7 0 BR 1 BR 2BR 3 BR 4 BR FY2016 - Revised FMRs 1,380$ 1,663$ 2,103$ 2,932$ 3,268$ New Payment Standard - 90 % of FMR (East County)$1,242 $1,497 $1,893 $2,639 $2,941 New Payment Standard - 105 % of FMR $1,449 $1,746 $2,208 $3,079 $3,431 Payment Standards FINAL FY2016 REVISED FMRs May 10, 2016 Contra Costa County Housing Authority Minutes 8 form HUD-52648 (11/2013) ref. 24 CFR Part 985Page 1 of 4Previous edition is obsolete U.S. Department of Housing and Urban Development (exp. 11/30/2016) Office of Public and Indian Housing Section 8 Management Assessment Program (SEMAP) Certification OMB Approval No. 2577-0215 Public reporting burden for this collection of information is estimated to average 12 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a currently valid OMB control number. This collection of information is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant-based assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the information collected does not lend itself to confidentiality. Performance Indicators 1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a)) (a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list. PHA Response Yes No (b) The PHA’s quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in the samples were selected from the waiting list for admission in accordance with the PHA’s policies and met the selection criteria that determined their places on the waiting list and their order of selection. PHA Response Yes No 2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(f)(7) and 982.507) (a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable based on current rents for comparable unassisted units (i) at the time of initial leasing, (ii) before any increase in the rent to owner, and (iii) at the HAP contract anniversary if there is a 5 percent decrease in the published FMR in effect 60 days before the HAP contract anniversary. The PHA’s method takes into consideration the location, size, type, quality, and age of the program unit and of similar unassisted units, and any amenities, housing services, maintenance or utilities provided by the owners. PHA Response Yes No (b) The PHA’s quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one): PHA Response At least 98% of units sampled 80 to 97% of units sampled Less than 80% of units sampled 3. Determination of Adjusted Income. (24 CFR part 5, subpart F and 24 CFR 982.516) The PHA’s quality control sample of tenant files shows that at the time of admission and reexamination, the PHA properly obtained third party verification of adjusted income or documented why third party verification was not available; used the verified information in determining adjusted income; properly attributed allowances for expenses; and, where the family is responsible for utilities under the lease, the PHA used the appropriate utility allowances for the unit leased in determining the gross rent for (check one): PHA Response At least 90% of files sampled 80 to 89% of files sampled Less than 80% of files sampled 4. Utility Allowance Schedule. (24 CFR 982.517) The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within the last 12 months, and adjusted its utility allowance schedule if there has been a change of 10% or more in a utility rate since the last time the utility allowance schedule was revised. PHA Response Yes No 5. HQS Quality Control Inspections. (24 CFR 982.405(b)) A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required by HUD (see 24 CFR 985.2), for quality control of HQS inspections. The PHA supervisor’s reinspected sample was drawn from recently completed HQS inspections and represents a cross section of neighborhoods and the work of a cross section of inspectors. PHA Response Yes No 6. HQS Enforcement. (24 CFR 982.404) The PHA’s quality control sample of case files with failed HQS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencies were corrected within 24 hours from the inspection and, all other cited HQS deficiencies were corrected within no more than 30 calendar days from the inspection or any PHA-approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance payments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligations for (check one): PHA Response At least 98% of cases sampled Less than 98% of cases sampled Instructions Respond to this certification form using the PHA’s actual data for the fiscal year just ended. PHA Name For PHA FY Ending (mm/dd/yyyy) Submission Date (mm/dd/yyyy) Check here if the PHA expends less than $300,000 a year in Federal awards Indicators 1 - 7 will not be rated if the PHA expends less than $300,000 a year in Federal awards and its Section 8 programs are not audited for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must still complete the certification for these indicators. May 10, 2016 Contra Costa County Housing Authority Minutes 9 form HUD-52648 (8/2000) ref. 24 CFR Part 985Page 2 of 4Previous edition is obsolete 7. Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(b)(4) and (b)(12)). Applies only to PHAs with jurisdiction in metropolitan FMR areas. Check here if not applicable (a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineates areas in its jurisdiction that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encourage owner participation. PHA Response Yes No (b) The PHA has documentation that shows that it took actions indicated in its written policy to encourage participation by owners outside areas of poverty and minority concentration. PHA Response Yes No (c) The PHA has prepared maps that show various areas, both within and neighboring its jurisdiction, with housing opportunities outside areas of poverty and minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the maps and related information when briefing voucher holders. PHA Response Yes No (d) The PHA’s information packet for voucher holders contains either a list of owners who are willing to lease, or properties available for lease, under the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations that operate outside areas of poverty or minority concentration. PHA Response Yes No (e) The PHA’s information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and telephone number of a portability contact person at each. PHA Response Yes No (f) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentration and, where such difficulties were found, the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts in any part of its jurisdiction and has sought HUD approval when necessary. PHA Response Yes No 8. Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the PHA jurisdiction and, if applicable, for each PHA-designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503) PHA Response Yes No Enter current FMRs and payment standards (PS) 0-BR FMR _________ 1-BR FMR _________ 2-BR FMR _________ 3-BR FMR ________ 4-BR FMR _________ PS _______________ PS _______________ PS _______________ PS_______________ PS _______________ If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established separate payment standards for a PHA-designated part of an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated area. 9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes No 10. Correct Tenant Rent Calculations. The PHA correctly calculates tenant rent in the rental certificate program and the family rent to owner in the rental voucher program. (24 CFR 982, Subpart K) PHA Response Yes No 11. Precontract HQS Inspections. Each newly leased unit passed HQS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR 982.305) PHA Response Yes No 12. Annual HQS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a)) PHA Response Yes No 13. Lease-Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year. PHA Response Yes No 14a.Family Self-Sufficiency Enrollment. The PHA has enrolled families in FSS as required. (24 CFR 984.105) Applies only to PHAs required to administer an FSS program . Check here if not applicable PHA Response a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS incentive awards and in FY 1993 and later through 10/20/1998. Exclude units funded in connection with Section 8 and Section 23 project-based contract terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or terminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of families that successfully completed their contracts on or after 10/21/1998.) or,Number of mandatory FSS slots under HUD-approved exception May 10, 2016 Contra Costa County Housing Authority Minutes 10 form HUD-52648 (11/2013) ref. 24 CFR Part 985Page 3 of 4Previous edition is obsolete b. Number of FSS families currently enrolled c. Portability: If you are the initial PHA, enter the number of families currently enrolled in your FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Percent of FSS slots filled (b + c divided by a) 14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by the percent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305) Applies only to PHAs required to administer an FSS program . Check here if not applicable PHA Response Yes No Portability: If you are the initial PHA, enter the number of families with FSS escrow accounts currently enrolled in your FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction in metropolitan FMR areas). The PHA is submitting with this certification data which show that: (1) Half or more of all Section 8 families with children assisted by the PHA in its principal operating area resided in low poverty census tracts at the end of the last PHA FY; (2) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area during the last PHA FY is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the last PHA FY; or (3) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA’s principal operating area over the last two PHA FYs is at least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the second to last PHA FY. PHA Response Yes No If yes, attach completed deconcentration bonus indicator addendum. I hereby certify that, to the best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate for the PHA fiscal year indicated above. I also certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that casts doubt on the PHA’s capacity to administer Section 8 rental assistance in accordance with Federal law and regulations. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Executive Director, signature Chairperson, Board of Commissioners, signature ___________________________________________________________ _________________________________________________________ Date (mm/dd/yyyy) ____________________________________________ Date (mm/dd/yyyy) _________________________________________ The PHA may include with its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its certification. May 10, 2016 Contra Costa County Housing Authority Minutes 11 form HUD-52648 (11/2013) ref. 24 CFR Part 985Page 4 of 4Previous edition is obsolete SEMAP Certification - Addendum for Reporting Data for Deconcentration Bonus Indicator Date (mm/dd/yyyy) ____________________________ PHA Name ______________________________________________________________________________________ Principal Operating Area of PHA _____________________________________________________________________ (The geographic entity for which the Census tabulates data) Special Instructions for State or regional PHAs. Complete a copy of this addendum for each metropolitan area or portion of a metropolitan area (i.e., principal operating areas) where the PHA has assisted 20 or more Section 8 families with children in the last completed PHA FY. HUD will rate the areas separately and the separate ratings will then be weighted by the number of assisted families with children in each area and averaged to determine bonus points. 1990 Census Poverty Rate of Principal Operating Area __________________________________________________ Criteria to Obtain Deconcentration Indicator Bonus Points To qualify for bonus points, a PHA must complete the requested information and answer yes for only one of the 3 criteria below. However, State and regional PHAs must always complete line 1) b for each metropolitan principal operating area. 1) __________ a. Number of Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA FY who live in low poverty census tracts. A low poverty census tract is a tract with a poverty rate at or below the overall poverty rate for the principal operating area of the PHA, or at or below 10% whichever is greater. __________ b. Total Section 8 families with children assisted by the PHA in its principal operating area at the end of the last PHA FY. __________ c. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA’s principal operating area at the end of the last PHA FY (line a divided by line b). Is line c 50% or more?Yes No 2) __________ a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area at the end of the last completed PHA FY. __________ b. Number of Section 8 families with children who moved to low poverty census tracts during the last completed PHA FY. __________ c. Number of Section 8 families with children who moved during the last completed PHA FY. __________ d. Percent of all Section 8 mover families with children who moved to low poverty census tracts during the last PHA fiscal year (line b divided by line c). Is line d at least two percentage points higher than line a?Yes No 3) __________ a. Percent of all Section 8 families with children residing in low poverty census tracts in the PHA's principal operating area at the end of the second to last completed PHA FY. __________ b.Number of Section 8 families with children who moved to low poverty census tracts during the last two completed PHA FYs. __________ c. Number of Section 8 families with children who moved during the last two completed PHA FYs. __________ d. Percent of all Section 8 mover families with children who moved to low poverty census tracts over the last two completed PHA FYs (line b divided by line c). Is line d at least two percentage points higher than line a?Yes No If one of the 3 criteria above is met, the PHA may be eligible for 5 bonus points. See instructions above concerning bonus points for State and regional PHAs. May 10, 2016 Contra Costa County Housing Authority Minutes 12 May 10, 2016Contra Costa County Housing Authority Minutes13 RECOMMENDATIONS ADOPT Resolution No. 5201 approving the Memorandum of Understanding with Public Employees Union, Local #1 (attached), establishing the salary levels to be effective May 21, 2016 and other employment terms for Housing Authority Clerical and Maintenance employees represented by Local 1 for the period January 1, 2016 through June 30, 2018; AUTHORIZE the Executive Director to execute the Memorandum of Understanding with Public Employees Union, Local 1 on behalf of the Housing Authority; and ADOPT Resolution No. 5202 establishing comparable salary modifications for unrepresented employees of the Housing Authority of the County of Contra Costa to be effective May 21, 2016. BACKGROUND Resolution No. 5201 - Proposed MOU with Public Employees Union, Local 1 Negotiations with Public Employees Union, Local 1 (Local 1) have resulted in a tentative agreement for an MOU for the period January 1, 2016 through June 30, 2018. The new MOU provides for a 3.0% cost of living increase effective the beginning of the first full pay period after Board approval (May 21, 2016), a 2.5% cost of living increase effective December 31, 2016, and a 1.5% cost of living increase effective December 30, 2017. The MOU also calls for a one-time ratification payment of $750. Action of Board On: 05/10/2016 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:Fay 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: May 10, 2016 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: D.4 To:Contra Costa County Housing Authority Board of Commissioners From:Joseph Villarreal, Housing Authority Date:May 10, 2016 Contra Costa County Subject:APPROVE MEMORANDUM OF UNDERSTANDING WITH PUBLIC EMPLOYEES UNION LOCAL 1 AND ESTABLISH SALARY LEVELS FOR UNREPRESENTED EMPLOYEES FOR THE PERIOD JANUAR May 10, 2016 Contra Costa County Housing Authority Minutes 14 BACKGROUND (CONT'D) > The other proposed changes to the economic terms of the agreement are: A separate dental benefit payment for active employees. This payment will not extend to retirees. HACCC will make the following contributions toward dental insurance for active employees only during the term of the MOU: Employee only = $63.72/month; Employee + 1 = $110.81/month; and Employee + Family = $186.36/month. The current reimbursement for glasses/contacts will change from $175 annually, to $350 every 2 years. The boot allowance for maintenance staff will increase from $275 to $325 every 2 years. The MOU also provides for the following changes: HACCC will consider internal and external candidates for vacant positions jointly and in rank order after the testing and evaluation process. Currently, vacant positions must first be offered to internal candidates who meet the minimum qualifications. An employee is not eligible for a promotion if they have promoted once within last 12 months. Under the current MOU there is no limit. An employee is not eligible for a promotion if they have been demoted in the past 12 months. Under the current MOU there is no limit tied to demotion. A shop steward can represent an employee in a different unit/work area. HACCC will provide simultaneous notice to Local 1 and employees of job vacancies. HACCC management will provide vacation scheduling approval to employees by March 1st. The current MOU requires this notice by March 31st. Clean-up time of up to 10 minutes will be provided as needed. If less, or no, time is needed, then no clean-up time will be provided. HACCC management will meet with Local 1 at least 60 days after the MOU is signed to clarify employee training duties and responsibilities. Resolution No. 5202 - Unrepresented Employee Salary and Benefit Adjustments The Resolution provides for the following salary and benefit changes for unrepresented employees: A 3.0% cost of living increase effective the beginning of the first full pay period after Board approval (May 21, 2016); A 2.5% cost of living increase effective December 31, 2016; A 1.5% cost of living increase effective December 30, 2017; A $750 lump sum payment; A separate dental benefit payment for unrepresented active employees. This payment will not extend to retirees. HACCC will make the following contributions toward dental insurance for active employees: Employee only = $63.72/month; Employee + 1 = $110.81/month; and Employee + Family = $186.36/month. The reimbursement for glasses/contacts will change from $175 annually, to $350 every 2 years. FISCAL IMPACT The Housing Authority's current budget provides for the changes in the economic terms of the proposed MOU. Assuming current HUD funding levels, staff project that HACCC's reserve levels will not be decreased by the proposed salary and benefit modifications for represented and unrepresented employees. CONSEQUENCE OF NEGATIVE ACTIONMay 10, 2016 Contra Costa County Housing Authority Minutes 15 CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to adopt these actions, both HACCC's staff represented by Local 1 would be denied wage enhancements negotiated in good faith and calculated to be affordable to the agency and unrepresented staff would be denied similar wage increases. Additionally, HACCC would be legally obligated to immediately enter into new negotiations with Local 1. CLERK'S ADDENDUM AGENDA ATTACHMENTS Resolution 5202 Resolution 5201 Draft MOU MINUTES ATTACHMENTS Signed Resolution 5202 Signed Resolution 5201 May 10, 2016 Contra Costa County Housing Authority Minutes 16 THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5202 ESTABLISHING SALARY LEVELS FOR UNREPRESENTED EMPLOYEES EFFECTIVE MAY 21, 2016 The Board of Commissioners of the Housing Authority of the County of Contra Costa RESOLVES THAT: All unrepresented employees will be granted an increase in salary at three percent (3.0%) effective May 21, 2016 and two and one-half percent (2.5%) effective December 31, 2016 and one and one-half (1.5%) effective December 30, 2017. PASSED AND ADOPTED ON ____________________________________by the following vote of the Commissioners. AYES: NOES: ABSENT: ABSTAIN: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED____________________________________ JOSEPH VILLARREAL, CLERK OF THE BOARD OF COMMISSIONERS AND EXECUTIVE DIRECTOR BY___________________________________________ May 10, 2016 Contra Costa County Housing Authority Minutes 17 THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5201 WHEREAS, the Executive Director of the Housing Authority of the County of Contra Costa has submitted a Memorandum of Understanding to be entered into with Public Employees Union, Local #1 and the clerical and maintenance employees of the Housing Authority of the County of Contra Costa, units represented by Local #1; and, WHEREAS, the Memorandum of Understanding outlines compensation and practices for the clerical and maintenance employees of the Housing Authority of the County of Contra Costa, a unit represented by Local #1, during the term of the Memorandum of Understanding; and, NOW, THEREFORE BE IT RESOLVED that the Memorandum of Understanding referred to above, having been fully considered, is APPROVED and is hereby made applicable to the clerical and maintenance employees of the Housing Authority of the County of Contra Costa effective January 1, 2016 through June 30, 2018. PASSED AND ADOPTED ON ____________________________________by the following vote of the Commissioners. AYES: NOES: ABSENT: ABSTAIN: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED____________________________________ JOSEPH VILLARREAL, CLERK OF THE BOARD OF COMMISSIONERS AND EXECUTIVE DIRECTOR BY___________________________________________ May 10, 2016 Contra Costa County Housing Authority Minutes 18 May 10, 2016Contra Costa County Housing Authority Minutes19 May 10, 2016Contra Costa County Housing Authority Minutes20 May 10, 2016Contra Costa County Housing Authority Minutes21 May 10, 2016Contra Costa County Housing Authority Minutes22 May 10, 2016Contra Costa County Housing Authority Minutes23 May 10, 2016Contra Costa County Housing Authority Minutes24 May 10, 2016Contra Costa County Housing Authority Minutes25 May 10, 2016Contra Costa County Housing Authority Minutes26 May 10, 2016Contra Costa County Housing Authority Minutes27 May 10, 2016Contra Costa County Housing Authority Minutes28 May 10, 2016Contra Costa County Housing Authority Minutes29 May 10, 2016Contra Costa County Housing Authority Minutes30 May 10, 2016Contra Costa County Housing Authority Minutes31 May 10, 2016Contra Costa County Housing Authority Minutes32 May 10, 2016Contra Costa County Housing Authority Minutes33 May 10, 2016Contra Costa County Housing Authority Minutes34 May 10, 2016Contra Costa County Housing Authority Minutes35 May 10, 2016Contra Costa County Housing Authority Minutes36 May 10, 2016Contra Costa County Housing Authority Minutes37 May 10, 2016Contra Costa County Housing Authority Minutes38 May 10, 2016Contra Costa County Housing Authority Minutes39 May 10, 2016Contra Costa County Housing Authority Minutes40 May 10, 2016Contra Costa County Housing Authority Minutes41 May 10, 2016Contra Costa County Housing Authority Minutes42 May 10, 2016Contra Costa County Housing Authority Minutes43 May 10, 2016Contra Costa County Housing Authority Minutes44 May 10, 2016Contra Costa County Housing Authority Minutes45 May 10, 2016Contra Costa County Housing Authority Minutes46 May 10, 2016Contra Costa County Housing Authority Minutes47 May 10, 2016Contra Costa County Housing Authority Minutes48 May 10, 2016Contra Costa County Housing Authority Minutes49 May 10, 2016Contra Costa County Housing Authority Minutes50 May 10, 2016Contra Costa County Housing Authority Minutes51 May 10, 2016Contra Costa County Housing Authority Minutes52 May 10, 2016Contra Costa County Housing Authority Minutes53 May 10, 2016Contra Costa County Housing Authority Minutes54 May 10, 2016Contra Costa County Housing Authority Minutes55 May 10, 2016Contra Costa County Housing Authority Minutes56 May 10, 2016Contra Costa County Housing Authority Minutes57 May 10, 2016Contra Costa County Housing Authority Minutes58 May 10, 2016Contra Costa County Housing Authority Minutes59 May 10, 2016Contra Costa County Housing Authority Minutes60 May 10, 2016Contra Costa County Housing Authority Minutes61 May 10, 2016Contra Costa County Housing Authority Minutes62 May 10, 2016Contra Costa County Housing Authority Minutes63 May 10, 2016Contra Costa County Housing Authority Minutes64 May 10, 2016Contra Costa County Housing Authority Minutes65 May 10, 2016Contra Costa County Housing Authority Minutes66 May 10, 2016Contra Costa County Housing Authority Minutes67 May 10, 2016Contra Costa County Housing Authority Minutes68 May 10, 2016Contra Costa County Housing Authority Minutes69 May 10, 2016Contra Costa County Housing Authority Minutes70 May 10, 2016Contra Costa County Housing Authority Minutes71 May 10, 2016Contra Costa County Housing Authority Minutes72 May 10, 2016Contra Costa County Housing Authority Minutes73 May 10, 2016Contra Costa County Housing Authority Minutes74 May 10, 2016Contra Costa County Housing Authority Minutes75 May 10, 2016Contra Costa County Housing Authority Minutes76 May 10, 2016Contra Costa County Housing Authority Minutes77 May 10, 2016Contra Costa County Housing Authority Minutes78 May 10, 2016Contra Costa County Housing Authority Minutes79 May 10, 2016Contra Costa County Housing Authority Minutes80 May 10, 2016Contra Costa County Housing Authority Minutes81 RECOMMENDATIONS ADOPT Resolution No. 5200 to approve collection loss write-offs in the public housing program in the amount of $5,836.41 for the quarter ending March 31, 2016. BACKGROUND This collection loss is for the public housing program. The requested collection loss write-off reflects a total of 3 accounts are being recommended for write-off, representing an average of $1,945.47 per account. The following chart illustrates the collection losses per quarter for the past four quarters: Conventional Program 03/31/2016 $5,836.41 12/31/2015 $18,823.43 09/30/2015 $15,738.57 06/30/2015 $16,060.46 Prior to submission of an account for write-off, staff makes every effort to collect money owed to HACCC. Once an account is written-off, it may be referred to a collection agency for further repayment efforts. Past participants who owe HACCC, or any other housing authority, money may be denied admission to the public housing or housing Action of Board On: 05/10/2016 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:Fay 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: May 10, 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:May 10, 2016 Contra Costa County Subject:Collection Loss Write-Off for the Quarter Ending March 31, 2016 May 10, 2016 Contra Costa County Housing Authority Minutes 82 BACKGROUND (CONT'D) > choice voucher programs in the future unless the debt is repaid. Past participants can be denied admission in the future even if their debt has been written off. FISCAL IMPACT Uncollectable accounts impact on the budget by reducing total rental income. At the end of each quarter, the Housing Authority of the County of Contra Costa (HACCC) writes off those accounts that have been determined to be uncollectable. Once an account is written off, it can be turned over to a collection agency. For the quarter ending March 31, 2016, the collection loss write-off total is $5,836.41. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to adopt Resolution No. 5200, these accounts would inflate the total accounts receivable for HACCC and present an inaccurate financial picture. CLERK'S ADDENDUM AGENDA ATTACHMENTS CLWO-Resolution Write-Off Chart MINUTES ATTACHMENTS Signed Resolution 5200 May 10, 2016 Contra Costa County Housing Authority Minutes 83 THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5200 RESOLUTION APPROVING COLLECTION LOSS WRITE-OFF IN THE AMOUNT OF $5,836.41 FOR THE QUARTER ENDING MARCH 31, 2016 WHEREAS, certain vacated tenant accounts have been determined to be uncollectable by management; and WHEREAS, these tenant accounts may have been, or may be, turned over to a collection agency for continuing collection efforts; NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of the Housing Authority of the County of Contra Costa that the following amounts be written off for collection loss for the quarter ending MARCH 31, 2016 Conventional Program Dwelling Rent $ 549.27 Legal Charges $ 0.00 Maintenance & Other Charges $ 5,287.14 Total $ 5,836.41 PASSED AND ADOPTED ON ____________________________________by the following vote of the Commissioners. AYES: NOES: ABSENT: ABSTAIN: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED____________________________________ JOSEPH VILLARREAL, SECRETARY OF THE BOARD OF COMMISSIONERS AND EXECUTIVE DIRECTOR BY___________________________________________ May 10, 2016 Contra Costa County Housing Authority Minutes 84 M E M O R A N D U M TO: Joseph Villarreal, Executive Director FROM: Elizabeth Campbell, Director of Managed Housing Programs SUBJECT: Vacated Collection Loss Write-Offs DATE: March 31, 2016 ____________________________________________________________________________ I have reviewed the request for Vacated Collection Loss Write-Off Accounts submitted by the Housing Managers and recommend that the following amounts be written off/submitted as non- collectible: PROJECT RENT LEGAL MAINTENANCE TOTAL TENANT ACCOUNTS Alhambra Terr. Martinez CAL 11-1 -0- -0- -0- -0- 0 Bridgemont, Antioch CAL 11-3 -0- -0- -0- -0- 0 Los Nogales, Brentwood CAL 11-4 -0- -0- -0- -0- 0 El Pueblo, Pittsburg CAL 11-5 $549.27 -0- $5,287.14 $5,836.41 3 Las Deltas, N. Richmond CAL 11-6 -0- -0- -0- -0- 0 Los Arboles, Oakley CAL 11-8 -0- -0- -0- -0- 0 Las Deltas, N. Richmond CAL 11-9A -0- -0- -0- -0- 0 Las Deltas, N. Richmond CAL 11-9B -0- -0- -0 -0- 0 Bayo Vista, Rodeo CAL 11-10 -0- -0- -0- -0- 3 Hacienda, Martinez CAL 11-11 -0- -0- -0- -0- 0 Casa de Manana, Oakley CAL 11-12 -0- -0- -0- -0- 0 Casa de Serena Bay Point CAL 11-13 -0- -0- -0- -0- 0 Elder Winds, Antioch CAL 11-15 -0- -0- -0- -0- 0 Vista del Camino San Pablo 4501 -0- -0- -0- -0- 0 Kidd Manor, San Pablo 4502 -0- -0- -0- -0- 0 TOTALS: $463.00 $-0- $5,287.14 $5836.41 3 May 10, 2016 Contra Costa County Housing Authority Minutes 85 May 10, 2016Contra Costa County Housing Authority Minutes86