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HomeMy WebLinkAboutMINUTES - 02191985 - 1.5 (2) 1629 "r THE BOARD OF COMMISSIONERS, HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Adopted this Order on February 19 , 1985 , by the following vote: AYES: Commissioners Powers , Schroder , Torlakson, Fanden. NOES: None. ABSENT: Commissioner McPeak. ABSTAIN: None. SUBJECT: Authorization to Submit Preliminary Application in the Amount of $6,639,850 to the U. S. Department of Housing and Urban Development for the Comprehensive Improvement Assistance Program for Federal Fiscal Year 1985 The Board of Commissioners having received a memorandum and copy of the 1985 CIAP Preliminary Application from the Executive Director of the Housing Authority of the County of Contra Costa requesting that authorization be given to submit this Preliminary CIAP Application to the U.S. Department of Housing and Urban Development. This 1985 CIAP Preliminary Application, which requests $6,639,850 in modernization funding for the Bayo Vista housing development in Rodeo contains a five year (1985-89) funding request plan which totals $19,206,225 and adopts funding priorites developed and approved by the Advisory Housing Commission on December 17, 1984 after several public meetings on this subject held by the Long Range Strategy Subcommittee of the Advisory Housing Commission. IT IS BY THE BOARD ORDERED that the Executive Director of the Housing Authority of the County of Contra Costa be AUTHORIZED to submit a Preliminary Application for Federal Fiscal Year 1985 Comprehensive Improvement Assistance Program funds to the U.S. Department of Housing and Urban Development, in the amount of $6,639,850 to complete modernization work at Bayo Vista in Rodeo, and to execute all necessary HUD forms. Contra Costa County Housing Authority cc : County Administrator County Counsel I � � HOUSING AUTHORITY CW nu COUNTY OF CONTRA COSTA 3133 ESTUDILLO STREET P.O. BOX 2396 (115) 228-5330 MARTINEZ, CALIFORNIA 91353 CERTIFICATE I, Perfecto Villarreal , the duly appointed, qualified and acting Secretary/Treasurer - Executive Director of the Housing Authority of the County of Contra Costa, do hereby certify that the attached extract from the Minutes of the Regular Session of the Board of Commissioners of said Authority, held on _February 19 , 1985 is a true and correct copy of the original Minutes of said meeting on file and of record insofar as said original Minutes relate to the matters set forth in said attached extract. IN WITNESS WHEREOF, I have hereunto set my hand and the seal of said Authority this 19th day of February 1985 (SEAL) Ferfedto Villarreal , Secretary 208-jt-82 �35 I 1 1 1 HOUSING AUTHORITY of the 1 COUNTY OF CONTRA COSTA 3133 Estudillo Street P.O. Box 2396 Martinez, California 94553 F1- LED 4- onstruction entrat Administration February. 19, .1985 FE6�9 198 15)372-0791 & Engineering PHIL BATCHELO (415)372.7308 [l Fiscal fly C Vf ccig. & Financial Services 15)3728134 (J ousing Operations (4 15)372-7400 Mr. Arthur Kontura Jew Development Assisted Housing Management Branch 15) 372-7391 U.S. Department of Housing and Urban Development pecial Projects San Francisco Regional Office, Region IX (415)372.0796 Post Office Box 36003 ousing Offices San Francisco, CA 94102 02 Buchanan Road Antioch.CA 94509 (4 15)754-2565 Dear Mr.. Kontura: ,ich,CA9 i4509 The HousingAuthority of the Count of Contra Costa is ver »15)7572925 y Y y pleased to transmit with this cover letter its 1985 Preliminary Application (] 2425 Bisso L .,Suite 225 for the Comprehensive Improvement Assistance Program (CLAP). Our ncord,CA15)687-8791 application reflects a total request of $6,639,850 in Comprehensive ❑ 133 Estudillo street Improvement funds. These funds will enable' the Housing Authority to P.O. Box 2396 implement the third stage of critically needed physical improvements rlinez,CA 94553 15)372.8621 at the ,Bayo Vista housing development in Rodeo for the 1985 Federal [_� 01 N.Jade Street Fiscal Year. No. Richmond, CA 94802 1415)232.8492 The investment of CLAP funds in Bayo Vista, which is 'twenty-two & Rosemary Ln. ears old will correct serious h sical roblems. In addition, the kley,CA 94561 y p y p (415)625-2245 second stage funding will generate $602,000 in cost 'savings over a (� 75 EI Pueblo Avenue ten year period for this housing development. Isburg,CA 94565 5)432.3523 It is our strong hope that the entire amount of. requested CIAP funds California Street CA 5for Federal Fiscal Year 1985 will be funded. If any additional 5)799-4476 information is needed or if you have any questions concerning this Pueblo Avenue Preliati:nary Application,- -please contact me. In closing, I would estPittsburg(415)458 3202 'CA 94565 like to express my personal thanks to you and your Housing Management staff for your help in assisting us with the preparation ' of this Preliminary Application. Sincerely, ' ' Perfecto Villarreal Executive Director PV:jt, 1 I , :s r. HOUaSI;Nr', , UTHORITY 1of COUNTY OF, CONTRA COSTA 3133 Fsludillo Sireel P.O. fox 2396 • Marlinez, California 94553 Cmilml Adminislrnllon (4 15)372.0791 CIAP PRELIMINARY APPLICATION - FEDERAL FISCAL YEAR 1985 TABLE OF CONTENTS 1 Page I. Brief History.of Housing Authority 1 II. Targeted Project for CIAP Funding in Federal' Fiscal Year 1985 . . . . . . . . . . . 2 A. Statement Regarding Priority Order of the Project 1 for which Modernization Funding is Requested in 1985 FederaTF.iscal Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 ' III. CIAP Management Component . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9 IV. CIAP Physical Improvement Component . . . . . . . . . . . . . . . . . . . . . . 10-42 A. FiveYear- '(1985-'89) CIAP Funding Request Plan . . . . . . . . 10 1 B. ' Description of Proposed Work Items (HUD 52824) . . . . . . . 11-38 C. Planning and Administrative Costs . . . . . . . . . . . 39-40 D. Progress Report on Current CLAP Work . . . . . :.%. . . . . . . . . . 41 E. Project Time Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 1 V. Local Government Certification . . . . . . . . . . . . . . . . . . . . . . . . . . . 43-44 I VI. Exhibits . ... . . . . . . . :. :t: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45-58 Electrical Distribution A. Electra �... ' tribution Cost Benefit Analysis . . . . . . . . 45-46 B. HUD Biennial Maintenance Survey, CAL 11-10 . . . . . . . . . . 47-48 C. Housing Authority Accomplishments . . . . . . . . . . . . . . . . . . . . 49-51 r . . . . . . . . . . . . . . . . . . D. Housing Authority Goals for 1985-86 52-58 1 _ i. 1 t'• . 1' _i- HOUSING AUTHORITY of the COUNTY OF CONTRA, COSTA, 3133 Esludillo Slreel P.O. fox 2396 • Martinez, California 94553 Cenlrnl lldminislrollon (4 15)372-0791 CIAP PRELIMINARY APPLICATION - FEDERAL FISCAL YEAR 1985 BRIEF HISTORY OF HOUSING AUTHORITY J.'c t 3U ��•• r The Housing Authority of the County. of Contra Costa was organized in 1941. Its first four housing developments consisted of: CA011001, Alhambra Terrace, Martinez 52 Units - 1942 CA011002; Los Medanos, West Pittsburg 86 Units - 1942 CA011003', Bridgemont, Antioch 36 Units - 1942 CA011004, Los .Nogales, Brentwood 44�Units - 1943 rThese 218 units,,' in four locations, were of stucco construction and have remained structura'lly.sound. However, these units lack many of the ameni- ties which are considered standard today. second's Authoritphase -of construction was in 1952 when the following The y o g two developments were built-: ' CAO11005, E1 Pueblo, Pittsburg 176 Units - 1952 CAO11006, Las Deltas, North Richmond ',176 Units - 1952 From 1961 to 1968„the Authority constructed the following seven housing developments: CAO11008, Los Arboles, Oakley 30 Units - 1961 CAO11009A, Las Deltas Annex #1, North Richmond 90 Units - 1960 CAO11009B, Las Deltas Annex #2, North Richmond 60 Units - 1961 CA 0110010, Bayo' Vista, Rodeo 250 Units - 1964 CA0110011, Hacienda, Martinez 50 Units - 1967 r CA0110012, Casa de Manana, Oakley 40 Units - 1968 CAO110013, Casa de Serena, West Pittsburg 50 Units - 1968 1 In 1982 the .Authority's newest development was completed: CA0110015, Elder Winds, Antioch 100 Units - 1982 rCurrently, the Housing Authority of the County of Contra Costa, operating .in a county of .66),380 people, has in its housing programs the following units: Conventional Public Housing 1140 Units Sectionf8 Existing Housing 3301 Units Section 8 Aftercare Program 130 Units Section *8 Moderate Rehabilitation 235 Units LTOTAL 4806 Units Almost 80% ('900 ,units) •of. the Housing Authority's Conventional Public Housing stock is 20 to 40 years old. These units need extensive moder- nization to restore the housing to today's acceptable housing standards and to provide decent', safe and sanitary housing for current and future low- income families pf- Contra Costa County. Thus, it is imperative that HUD provide vitally needed' CIAP funding to conserve this valuable housing stock. r, i 1 HOUSING AUTHORITY of the COUNTY OF CONTRIA COSTA 313.S- Fstudillo Street P.O. Box 2396 .• Martinez, California 94553 Cenirei�tinrinislralion (4 15)3720791 TARGETED P R RGET PROJECT FOR CIAP FUNDING 'IN FEDERAL FISCAL YEAR 1985 r COMPREHENSIVE CIAP 1 CA0110010, Bayo' Vista: The Housing Authority targeted Bayo Vista for Comprehensive Modernization in Fiscal Year 1983 . and was awarded $250,000 in CIAP funds to ini tiate the planning of the physical improvements for inclusion in the Authority's_ FY1984 CIAP application. In 1984 the Housing Authority received $3, 700,000 as second stage funding to begin modernization work at Bayo Vista. Bayo Vista consists of 250 units and is the largest housing development managed by the Housing Authority. It has 32-1 bedroom, 75-2 bedroom, and 109-3 bedroom (33* of all 3-bedroom units in the Housing Authority), and 34-4 bedroom (40% of all 4-bedroom..units in the Housing Authority) units. Bayo Vista wasrcompleted in Septemb' r • 1963 and is located on 32.5 acres of 1 land in. Rodeo. "No major' mp•ro'vcme f'1.§CNive been made since its construc- tion. In 1983 the Housing Authority had to spend $200,000 to replace some of the worn-out roofs which leaked very badly. This problem presented a threat to the structural integrity of the buildings and needed to be corrected immediately. This is only one indicator of the work that is still needed to conserve this large housing development from,deteriorating into an unhabitable apartment complex. The kitchens are outdated and have exposed water heaters which present a safety problem;,,the wall heaters in the units are ihadequate and need replacement as they no longer adequately heat each apartment; the bathrooms are antiquated and need complete modernization; the windows are deteriorating and need, complete replacement; the units are not well insulated and not energy efficient, thereby causing a tremendous consumption of utilities. The rear doors are deteriorating and present a security problem;.,,,and many other interior and exterior impro- vements are needed. On the positive side, Bayo Vista is located on San Pablo Bay in Rodeo where there is a stable community. The surrounding area has a social and economic mix. Private residential growth for many years was at a minimum for this west Contra Coste County community. In the past five years, new housing is being rapidly developed in the surrounding area. In addition, Bayo Vista has a large community building which is used by a Headstart program to provide kindergarten,and day care services for many Bayo Vista youngsters. 'The community building is also used for numerous Tenant Association and social activities ,which benefit the tenants of Bayo Vista and the surrounding community. The investment of, CIAP •funds in Bayo Vista will definitely result in the project's longterm physical and socialiviability after CIAP work is completed. However, it is urgent that physical improvements be made at Bayo Vista to correct safety and health; hazards as well as prevent further major deterioration. of the physical structures and social stability of the complex. Now there- is an- opportunity to make a major intervention in the cycle of deterioration and have a significant positive impact on Bayo Vista by investing CIAP funds. The development is beginning to experience increased resident turnover because, of the deteriorating physical structures and the lack of ameni.ties, ,i.,e. ,., showers, adequate heating facilities, sufficient kitchen, storage,; ;good flooring, and other such amenities. These physical deficiencies were noted in the HUD Biennial Engineering Survey which was done on, August 23, 1984. -2- HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudillo Street • P.O. Box 2396 • Martinez, California 94553 Q Cenlral Administration (4 15)3720791 STATEMENT REGARDING THE PRIORITY ORDER OF THE PROJECT FOR WHICH MODERNIZATION FUNDING IS REQUESTED IN ' ;'' 1985 FEDERAL FISCAL YEAR The $6,639,850 in requested CIAP funds for the 1985 Federal Fiscal Year would be for the 250 unit family housing development known as Bayo Vista, CAL 11-10, in Rodeo. These funds would be for the third stage of modernization work in this development. If all of the requested funding is received, the Housing Authority would be able, to'.complete all necessary modernization work at Bayo Vista. The reasons this development was selected as the top priority project for 1985 CIAP funding are:' 1. The Housing Authority has adopted a policy of priority funding order for all housing developments needing modernization work. Bayo Vista is the top priority for Federal Fiscal Year 1985. 2. The Hodsing Authority feels that comprehensive modernization work which has been 'started in one housing development should be completed for all housing units in that development before proceeding with partial modernization work at another development. 3. In an August 7, 1984 letter, HUD stated that it would make a good 9 faith effort to provide the modernization funding required for Bayo Vista for the third stage in a subsequent year. i . ' -3- I ✓ I y �l HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudillo Street P.O. Box 2396 • Martinez, California 94553 Cenhnl Adi ilnisirnilmi !;ik'.ylF i4iJ►J7c.. ( I CIAP MANAGEMENT COMPONENT Introduction The $6,639;850 in CIAP funds being requested for Fiscal Year 1984 represents. .a major financial investment of the taxpayers' dollars. They cannot be taken lightly and every effort will be made to ensure that these monies are prudently managed and properly administered. It is, therefore, incumbent upon the Housing Authority of the County of Contra Costa to demonstrate to HUD that it possesses the management capabi- lity and fiscal integrity to be entrusted with these monies. iThe Housing Authority strongly believes that it can demonstrate this capa- bility. This statement is not based solely on what we intend to do, but also on what we have already done and successfully accomplished. To better understand the -'signficance and accuracy of this statement, it is important to quickly review, 'from a`managemen,t perspective, what has transpired at the.Housing Authority over the past few years: Review of General Management Problems: Prior to April, 1982 the Authority had been without a_full time Executive Director for almost a year. This was a very turbulent .time. for the Agency. It became the subject of intense controversy. The Housing Authority was investigated by- the Contra Costa Grand Jury; lambasted by.- the press; and ultimately it was taken over by the County Board of Supervisors. As a result, it became an Agency mired in confusion and turmoil. . Needless to say, this type of organizational environment had a severe and detrimental impact on the Housing Authority's ability to provide efficient and cost effective managementWiln the absence of specific leadership and direction, staff morale plummet-ed. As a result, accountability and produc- tivity were overshadowed by employee apathy and the acceptance of minimal per- formance standards in both the management and maintenance operations. All of the management symptoms commonly associated with a "troubled authority" came sharply into focus. Vacancies were high! Tenant accounts receivable were on the rise! The rate of employee absenteeism increased! Maintenance work orders were back-logged! New tenants were not being effec- tively screened! And in the end, the previous Board of Commissioners were asked to resign! These and numerous other symptoms reflected the extent to which the Housing Authority had become poorly and inefficiently managed. I Impact on _Targeted Project: These management problems were present throughout the Housing Authority, including the development targeted for Comprehensive modernization in this final application. Improved management capabilities since April, 1982 have succeeded in correcting the problems of management, but an infusion of CIAP funds to simultaneously make the necessary physical improvements is badly needed at this time in order for the Housing Authority to maintain its forward progress. I , I �t y P, -4- Management Im rovements ,(Current and Proposed): 9 p p In response to the overwhelming management problems plaguing the Housing Authority, the 'new Executive;Director ?nd Advisory Housing Commission implemented iriAugust 1982-,'a'comprchan;ive reorganization plan designed to improve operational efficiency and provide for more cost-effective manage- ment. The reorganization revolved around five major components: 1. Creationof five distinct management entities which gave the housing manager more autonomy and control over the day to day operations. 2. The establishment of a Maintenance Supervisor position for each ' management entity which provided direct daily supervision and monitoring of the maintenance operation. 3. The development of performance standards coupled with specific employee ,trainihO 'pibgrams designed to ensure increased produc- tivity that would-meet=-and maintain these standards. 4. The implementation of a "Project Based Budgeting" system that provides the'.manager with the tools necessary to more effectively monitor and control income and expenses at the project level. , 5. Increased levels of tenant participation in the area of security, maintenance, and general project appearance designed to foster tenant involvement and promote a feeling of "ownership" in the project. , Creation of Management Entities: The creation of management entities has placed the major responsibility for day to day operations in the hands of a housing manager who now has the authority to make and carry out decisions pertinent to his/her operation at the project level. As a result, the manager is being held accountable for achieving the Agency's performance standards in the most efficient and cost effective manner possible. Each housing manay^'er is required torsubmit monthly management reports to the Director of Housing- Operations describing the extent to which the pro- ject is succeeding in meeting the Agency's management objectives and per- formance standards. The data from each report enables the PHA to measure and evaluate the performance capability of each manager. This system also t affords the PHA with an "Early Warning" mechanism which can be used to detect and correct problems at the earliest possible moment. The PHA feels that it has implemented management safeguards that maximize its capability to protect the physical and financial assets for which it is responsible. Establishment of Maintenance Supervisor Position: A Maintenance Supervisor has been assigned, under the leadership of a Housing Manager, at each',ofr:a-he- five different management entities. The Housing Authority recruited from all maintenance personnel and selected the 1 most qualified and skilled workmen. The Maintenance Supervisor works closely with the Housing Manager and is more aware of the duties required to plan and carry out an effective maintenance operation. The Maintenance Supervisor plans daily routine work, determines the priorities, and schedu- .les all maintenance work 'for the project. r , CIAP Management Component. -5- aSupervisor, 'k 'n i ibl f r The Maintenance like the Housing Manager, s responsible o achieving the desired levels of performance and productivity that have been Q set by the Housing Authority and is being held accountable for achieving u the objectives within his operational jurisdiction. Performance Standards and Training: The PHA has developed specific performance standards in the following basic areas of management responsibility: Area of Responsibility: Performance Standard: Tenant Selection: A minimum of two previous landlord references and a home visit are to be made by the PHA staff prior to admission. Occupancy Rate: The monthly occupancy rate should not be less than 99% for all units available for occupancy. Turn Around Time: The maximum tush around time for D each dwelling unit should not exceed five (5) days. Make Ready Time: Preparation of vacant units for re- rental should not exceed four (4) working days. Rent Collection: Tenants Accounts Receivable should not exceed 10% of the total monthly charges of the tenants in . possession. Eviction. Appropriate legal notices for non- payment of rent will be filed in accordance with the steps in the PHA 's rent collection procedure. No time should be allowed to elapse between the maturity dates of each legally required notice. Work Orders; All maintenance work orders will be responded to within 24-hours of time reported, with the exception of Emergency Work Orders which will be responded to immediately. Safety: The Housing Authority should have an "accident free" year. Budgeting: The Manager/Maintenance Supervisor shall not exceed their approved -4vperating budget. Requests for revision shall require acceptable justification and documentation. rPreventative_ Maintenance: The Housing Authority will conduct a preventative maintenance inspection for each dwelling unit at least once a year. The introduction of.performance standards and accountability has served as the catalyst for increased effectiveness and efficiency in the Housing Authority's management operation. CLAP Management Component -6 1 Project Based Budgeting: A Project Based' Budget Component was put into effect for Fiscal year 1983184. This allows the `Housing Authority to monitor receipts and expenditures at the project level. It is at this level that rents are collected and a major portion of our expenditures arer- incurred for project maintenance. Project Based Budgeting places Housing Managers on a com- petitive basis as separate cost centers. Managers have the ability to quickly isolate those areas not contributing to organizational efficiency and react promptly with the-necessary corrective action. Each Housing Manager receives a monthly income and expense report and the Director of Housing Operations holds monthly meetings to review and discuss each report. Increased Tenant Participation: It is the PHA 's belief that tenants can, and should participate in improving security and maintenance in the project, both for the individual dwelling unit and all common areas. To this end, the Housing Authority ' will continue to, assist the tenant associations in developing training and information programs in such areas as: -Basic Home Pepair Skills -Energy Conservation 1 -Neighborhood Watch -Defensible Space Concepts Neighborhood Watch Programs have been successfully implemented at three of our housing developments. Jhe,tenant .associatlon leadership at each of 1 these developments'nds' taking,,an activer.role in the process. By increasing tenant knowledge and skills in security and other areas, they will be able to work cooperatively with staff in addressing areas of mutual concern. This approach will also serve to foster improved tenant/management relations at the project level. These management improvement efforts have strengthened the Housing Authority's management operation, increased its ability to improve and ade- quately maintain the physical facilities, and enabled the PHA to regain its credibility as a competent and professionally run organization. Fiscal Integrity and Ca abilit Y ' Even in spite of the turbulent times, the Housing Authority's fiscal department was still able to effectively convert all of its accounting functions from a manual system to a more efficient computerized system. The conversion was accomplished through the purchase of the Basic 4 Interactive Computer System. Initial equipment purchases consisted of the following: 1 Central Processing Unit with 96 KB memory system 2 - Disc drives with 35 MB capacity each 1 - 2935 Disc Pack, with 5-257 operating system ' 1 - 150 line per minute printer 1 - Desk/Work table 2 - 2935 Disc Packs1 5 - Video Display terminals CIAP Management,1-C(?mponent, :, ;, -7- t� 7'i',1�.'i7 �•71 This original equipment was obtained under a lease/purchase agreement with Cenval Leasing Corporation of Dublin. After lengthy review and evaluation of the lease agreement, the Housing Authority determined that outright purchase of the equipment would result in a cost savings of $15,895 .in interest payments. Therefore, outright purchase of the equipment was made in August, 1982 using our. Section 8 Operating Reserves. As the various a lications were converted to the new system, it was Ap Y necessary to add mone�equipment. There was a need for one additional line printer, two adder tit 6hal v deo�,?dlsp rayl terminals and a vendor-port modem: Furthermore, the additional equipment necessitated additional memory for the central processing.unit. Therefore, all of the additional ,equipment and 32 KB memory were purchased in December 1982 from our Section 8 Operating Reserves. The Housing Authority's increased computer capabilityewill serve to enhance the success of the Project Base Budgeting effort sincb ,it provides for an effective mangement information system. Data needed to' effectively monitor and evaluate performance will be available in a timely manner to both mana- gers and executive'staff. The computer is also able to produce daily cash reports to provide maximum utilization and investment-,of funds. This capability further enhances our effective investment program-',which has been successful for the past several years-. - Additionally, ears-: -Additionally, the Board recently adopted a new and 'comprehensive procure- ment policy and procedure which has since been implemented. The operational procedures of this new policy will provide effective monitoring and control of such direct expenses 'as materials and office supplies. The conversion of our antiquated telephone system to the new Horizon system was accomplished in September, 1982. We used our Section 8 Operating Reserves to finance this change. Substantial savings have been realized. We reduced one staff position of PBX Operator/Receptionist at an annual cost savings. of $20;000. The recent purchase of word processing equipment will significantly improve the Housing Authority 's information management systems and contribute to continued mana9ement improvement efforts. Outlook for the Future: Although the past posed a number of management problems, the Housing Authority since April, 1982 has been able to "get back on the right track". Evidence that the �Housing Authority is succeeding in this endeavor is ' reflected in the- Iiast of accomplishments that are described in Exhibit C. These accomplishments demonstrate several important facts about the direc- tion in which the Authority is moving. One, they show .very clearly that the Authority is willing to invest its own resources, both in terms of money and manpower, to ensure a more produc- tive, efficient ;a'nd cost-effective operation. Moreover, it has become increasingly obvious that the Housing Authority is winning in its battle to regain credibility within the County. The Housing Authority has further demonstrated its resolve to make and implement "tough" management decisions in order to curb rising expenses. It has also shown that it can be suc- cessful in securing and leveraging non-housing authority funds for major improvement items. In order to continue with !,t-sir-progressive, but prudent approach to the future, the Housing Authority has set forth its Fiscal year 1985186 organi- zational goals as described in Exhibit D of our application. Adherence to these goals, coupled with continued effective monitoring and evaluation will significantly improve the Housing Authority's internal operation in the -months and years to come. ' CIAP Mangement Component -8- In submitting this final, application for CIAP funding, the Housing Authority feels that it 'has soundly demonstrated that is possesses the necessary management. capability and fiscal integrity to achieve the desired results associated with stated objectives of the CIAP program. I 1 i , 1 ' CIAP Mangement Component -9- HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudilio Street P.J. Box 2396 • Martinez, California 94553 Central i+dminislralton '(415)372-0791 FIVE YEAR (1985-89) CIAP FUNDING REQUEST PLAN YEAR FFY 1985 FFY 1986 FFY 1987 FFY 1988 FFY 1989 TOTAL ' Project No. Martinez CAL 11-1 1, 711,400 1, 711,400 West Pittsburg ' CAL 11-2 2,380,900 2,380,900 Antioch ' CAL 11-3 1,012,000 1,012,000 Brentwood ' CAL 11-4 1,277,805 1,277,805 Pittsburg CAL 11-5 3,652,306 3,652,300 North Richmond CAL 11-6 ' Oakley CAL 11-8 1,113,220 1,113,220 ' North Richmond CAL 11-9A ' North Richmond CAL 11-9B Rodeo CAL 11-10 6,639,850 6,639,850 Martinez CAL 11-11 250,900 250,900 Oakley CAL 11-12 201,900 201,900 West Pittsburg CAL 11-13 965,950 965,950 Antioch CAL-11-15 6,639,850 ', 3,652,300 6,382,105 1,315,120 1,216,850 19,206,225 t ' -10-. i r ' N N o C? t CL < 2" , . — I . - X LL Z a m > ' a UJ r o d o a d p a ac z z a d i, o d a w ar t{ V A wP p a LL Y � 40 -W 4J m w U LL 0 a D M O t'L w G3 Z a t� N p p !a- G z W W Q y 43' cid p p Q t7 S N w cll H V)- N E-+ 0 w m r cn a� o a �, LLp o � � O to a zy m y zS U r-I H roroC.n O p > �-t � � � � ix Ll u r N u o ti o,_-�a a. 0. d H U r1 r1 ?+0 C. 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LL U, y m 2 >•+ c a U W O p cu m z J c U W Lu N w y 00 W Z U N C.0 nt F- = 0- .� a) d LL O y�N wT- < W ` G w LL - (13'- c am.. a ¢ •-1 cc uc0m O 0 F} ca Z_00 I o O cv } N 0 LL LL c'o 0- LL LL o _ E �ii� c + d w " o co d O m ~ no M t° `O v_ 1 a E a U- E _ cu 41 LL � -0Q cn N O v 0 C c m c c ro z c o E p O c = � to c .? 0 m O 0, m � U w ax 0 L E � w w Ri ate. E C 0 O 0 c E O O cUa 41 G V L VO 7 -u o a� U 0 o v o � } c a `m � U Q ct ~i �w d m O ~ N Q O >02 ` .-a = •W m Ir Opa_z O n O Z 4�j z U c n� D 'E 5 O L m v _ C a m c U 1-t w }'y Obo F'w LL jrT Q m `� •> •> H O 2 m D cn LU �+ N 2 C aZ -c O Q _ _ O V Z -37- � V CN no I c N N LL N OO n. 0 m Z_ D > 2 N 1 FW- w Q < O p p Q CL U J a D Z Z cc Q Q O F i tr O O U w Cc p 0 w U O > a Q) 4-1 (d D H _ Q. 4J a m a U (2) } Q a r-4 4J —1a w U a LL 00 O u ani m cd w D LL 00 LL F- a b +1 x bD H I O +-J W Q N �i a p 4 '17 W U U 0 -Li 44 co a N w 1--�. U m~ W O U ly U 0 b0 C7 v Z O w LL � �i 4-1 NQ W to p p U 4-jt� (n A cd a r-1 1-+ p O 'D rl Cn cd H P '> W O O P N CL Q H . F2, PC) {r (� a ? p w v .0 a N N cd UDC b D+ P 1.! J- ' w `c� 3 O W CV a q .1 0.i c5 a w H o � G. x 0 .y v a p z :-1 � a H a o H w r-1 > o> > F- H a P > x U z u r-1 P a c C w r-7 O RS p N .-1 W G f: o E.vl w 2 ccr+ T a w 3. a. o o . 3 a. r+ •r•1 z � x'o CL cd r 1 m 3 a a a o r-a o a a a cd a * �'v co A o4 z w Q U U w z u: w a+ 04 3 m- ; HOUSING .AUTHORITY ' of the COUNTY OF CONTRA COSTA 3133 Est.udillo Street P.O. Box 2396 • Martinez, California 94553 Central Administration (4 15)3720791 PLANNING COSTS In order to develop preliminary and final applications, the following staff members will provide a significant amount of time and effort. The applicable salary and fringe benefit costs are based on our current bi- weekly payroll cycle: Monthly - Title.. Name Salary Rate CLAP Portion Executive Director P. Villarreal $4,884 $2,254 Director of Housing Operations R, Martinez 3,501 3,232 Technical Director.. W. Foard 3,317 3,062 Asst. to. Technical Director P. Reiter 2,641 2,438 Director of Development A. Pizano 3,317 1,531 Fiscal Director P. Cross 3,399 1,569 Executive Secretary J. Tillman 2,359 1,089 Secy to Technical Director C. Galea 2,021 933 Secy to Director of Housing,: : Operations C. Paschall 2,021 933 1 Total Salary $17,041 Applicable Fringe Benefits 4,669 Applicable Insurance 330 Total Estimated CLAP Planning Costs $22,040 r • -39- 1 HOUSING AUTHORITY , of the COUNTY OF CONTRA. COSTA 3133 Fstudillo Street P.O. Box 2396 • Martinez, California 94553 Central Adm(nislrallon (4 15)372.0791 r ' ADMINISTRATIVE COSTS '# Administrative costs necessary for the additional design and implemen- tation of the physical and management improvement (i.e., costs to be incurred after modernization program approval) will be in the areas of ' non-technical and technical salaries, employee benefit contributions, and insurance. The Housing Authority expects to incur these costs over a 24-month period, as follows: Estimated % of Salary CIAP Title , Name Total Salary Applicable Portion Director of Development A. Pizano $ 85,302 25 $21,326 Technical Director W. Foar.d 85,302 75 63,977 rAsst. to Technical. Dir. P. Reiter 67,920 75 50,940 Secy to Technical Dir. C. Galea 53,448 75 40,086 Executive Director P. Villarreal 125,574 5 6,279 Dir. of Hsg. Operations R. Martinez 94,524 10 9,452 Fiscal Director P. Cross 91, 746 5 4,587 Maintenance Worker J. Steve 41,391 100 41,391 Maintenance Worker H. Johnson 41,391 100 41,391 1 Total Salary $279,429 rApplicable Fringe Benefits 75,442 Applicablb' lnsurance 5,589 1 , Total Estimated CLAP Administrative Costs $360,460 , r r r -40- r , , , . 1 HOUSING AUTHORITY of the 1 COUNTY OF CONTRA COSTA 3133 Fstudillo Street P.O. Box 2396 • Martinez, California 94553 Central Administration (415)372-0791 r PROGRESS STATUS OF CIAP WORK 1 1982 CIAP - COMPREHENSIVE CA011006 - Construction Contract work is being accomplished by W. A. Thomas Company, Inc.,, General Contractor 1983 CIAP - COMPREHENSIVE CA011009A & CA011009B - Construction contract work was awarded to MCS Systems, Inc. on December 18, 1984. Construction is scheduled to - _ begin) in' March 1985. 1984 .CIAP - COMPREHENSIVE CAO11010 The Architect is scheduled to complete bidding documents in February 1985 and bids are scheduled to be received during March 1985. r . . 1983 CIAP EMERGENCY ITEMS r CA011002, CA011003, CA011004 - Contracts have been awarded to PG & E for installation of Underground, Electrical and Gas Distribution piping. The date of ' the start of construction will be established by PG & E's Work Schedule. It is estimated work will begin in March - April 1985. CA011001, CA011002, CA011003 and CA011004 - The Engineer is scheduled to complete bidding documents for 'replacement of building and site Water Distribution Piping ' and building electrical wiring in March 1985. This work is being coordinated with PG & E and bids ar.e anticipated to be received during April 1985. i 1984 CIAP EMERGENCY ITEMS r CAO11001, CA011002, CA011003, CA011004 and CA011005 - Bidding documents for Sewer Cleanouts and Site Drainage are anticipated to be completed by the Architect in April 1985. r r i -41- HOUSING AUTIHORITY of the COUNTY OF CONTRA COSTA 3133 Fsludillo Street P.O. Box 2396 • Martinez, California 94553 Central Adrnin(slrallon (4 i5)372-0791 PROJECT TIME SCHEDULE e 'crew I Dny —77 cc ca ----- 1 N � tl tl 1 O N r n , c _ n M � HI N � O Q' " u 3 z n3►x y ,� a r r o o 0 A L ,y d cr � •; � � 4 I7 • � � O O Q u zo "t l7 „Iz ; 7k,9U r.0.oq.72 Q u is a cl. u 4 i4 4 a of i) & O 0. -(1_(1 0 p d O lL1 11 U Z m u d A Q i — u S d a � c OQ � � v � o u. � � a � • U U o� uJ V =42— L oc P-1 CTOVeQgm E �EQti f�C+`E-Eipv+ . THE BOARD OF COMMISSIONERS, HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Adopted this Order on by the following vote: ' AYES: NOES: ' ABSENT: ' ABSTAIN: - _--- —_—'-- SUBJECT: Authorization to Submit Preliminary Application in the Amount of $6,639,850 to the U.. .S. . Department of Housing and Urban Development ' for the Comprehensive,improvement Assistance Program for Federal Fiscal Year 1985 ' The Board of Commissioners having received a memorandum and copy of the 1985 CIAP Preliminary Application from the Executive Director of the Housing Authority of the County of Contra Costa requesting that authorization be given to submit this Preliminary CIAP Application to the U.S. Department of Housing and Urban Development. This 1985 CLAP Preliminary Application, which requests $6,639,850 in modernization funding for the Bayo Vista housing development in Rodeo,contains a five year (1985-89) funding request plan which totals $19,206,225 and adopts funding priorites developed and approved by the Advisory Housing Commission on December 17, 1984 after several public meetings on this subject held by the Long Range Strategy Subcommittee of the Advisory Housing Commission. tIT IS ,BY' THE- BOARD ORDERED that the Executive Director of the Housing Authority of the County of Contra Costa be AUTHORI7_ED to submit a Preliminary Application for Federal Fiscal Year 1985 Comprehensive Improvement Assistance Program funds to 'the U.S. Department cf Kousing and Urban Development, in the amount of $6,639,850 to complete modernization work at Bayo Vista in Rodeo, and to execute all nedessary HUD forms. t -43- Board of Supervisors County AdministratorContra Tom Powers • 1st District ounty Administration Building Costa Nancy C. Fehden artinez, California 94553 I } 2nd District 15) 372-4080 County Robert I.Schroder Phil Batchelor 3rd District �ounty Administrator - Sunne Wright McPeek 1r "j, r•i _ 41h District Tom Torlskson 5th District February 19, 1985 41. Mr. Perfecto Villarreal - Executive Director Housing Authority of the County of Contra Costa Post Office Box 2396 Martinez, CA 94553 Re: Proposed Comprehensive Improvement Assistance Program ' Dear Mr. Villarreal: We have examined your preliminary application for Comprehensive ' Improvement Assistance Program funding for Fiscal Year. 1985 from the U. S. Department ,of Housing and Urban Development. We find that your plans .are financially feasible and support your application for these funds,. The County has an executed Cooperation Agreement with the Housing Authority of the County of Contra Costa and it is committed to meet its obligations specified therein. Sincerely, ' PHIL BATCHELOR ,,a;J ;�rAl `�' `�' .` County Administrator ' PB:jt r , -44: HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 31?-3 Fstudillo Street P.O. Box 2396 • Martinez, California 94553 Central Administration (415)372-0791 COST BENEFIT FOR PLACING ELECTRICAL, TELEPHONE & TV SYSTEM UNDERGROUND The Utility Companies have agreed to install the Underground Distribution Systems in accordance with their requirements and take over the systems at no further ' costs to the PHA'. PROJECT CA011010 (250 Dwelling Units and Administration) t 1. Construction costs for Underground Distribution System $2,400 Cost Per Unit X 251 Units $602,000 2. Cost Savings to PHA ' a. Energy Cost Savings (at Current Electrical Rates) *. $99.00.per unit per year x 251 units x 10 years $249,000 b. Maintenance and Administration Costs by PHA ' * $61.00 per unit per year x 251 units x 10 years $153,000 C. Replacement costs for new Overhead Distribution System ' *** $2,400 per unit x 251 units 30 years x 10 years $200,000 d. TOTAL COST savings for payback period of 10 years $602,000 * For period 411183 - 3131184 total electrical costs for 250 units where electrical use is master-metered was $70, 729. 70. Average unit cost was $282.92 per year. Estimate electrical consumption savings of 35% which results in $99.00 per unit per year savings. ** This savings reflects elimination of maintenance staff costs having to read meters on quarterly basis, perform necessary maintenance to distribution system, and administrative staff costs having to comput ' consumption costs and bill tenants for excess consumption. *** Estimated replacement cost provided by P G and E. c.� —45" HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Estudillo Street P.O. Box 2396 • Martinez, California 94553 ' Central Adminislrallon (415)3720791 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA ' UTILITY COSTS 1978-84 CAL 11-10, BAYO VISTA UTILITY COSTS 11-10 WATER ELECTRIC GAS LABOR SEWER TOTAL 411178-3131179 18,362.60 38,363.23 38,409.45 489. 73 13,611.00 109,236.01 ' 411179-3131180 25,218.65 38,964.55 52,909.09 751.54 13,611.00 131,454.83 411180-3131181 17,669:90 53,691.27 83,287.89 787.43 13,611.00 169,047.49 411181-3131182 210,677.90 69,308.66 85,603.80 861.04 11,914.50 189,365.90 411182-3131183 25,027.46 76,877.33 119,336.57 772.39 19,902. 75 241,916:50 411183-3131184 31,662.43 70, 729. 70 126,309.95 950.82 24,000.00 253,652.90 ' ALL HOUSING AUTHORITY DEVELOPMENT UTILITY COSTS t411178-3131179 83,684.80 90,895.55 74,595.41 1,002.04 43,668.05 293,845.85 411179-3131180 95,061.34 89,349.81 97, 784.46 1,290. 70 51,537.03 335,023.34 411180-3131181 92,982.63 131,329.97 138,628. 73 1,331.93 57,394.87 421,668.13 411181-3131182 96,842. 77 168, 750. 76 147,062.38 1,326.41 56,157.17 470,139.49 411182-3131183 '99, 759.91 190,644.10 196,067. 78 1,527.45 73,466.49 561,465. 73 411183-3131184' 118,316.39 176,043.215 202, 733.25 1, 729. 73 82,480.42 581,303.05 U i -46- A U.S. DEPARTMENT OF HOUS!NG AND URBAN DEVELr7PMENT INSTRUCTIONS HOUSING-FEDERAL HOUSING COMMISSIONER 1. For each Item Inspected,check block Page I Of pages A,CREPORT OF PHYSICAL CONDITION AND jeac (I o Fully describe an correction DATE OF INSPECTION need«1 on each G and P Items ESTIMATE OF REPAIR COSTS'- checked, A = Acceptable ROJECT.NUMBER SECTION C- Condition needs correction. TIME SPENT P = Preventive action, or policy or "�.���+q procedure change needed, PREPARATION TRAVEL PRt'C O T 5t Altt1S (Check a �-I 2. After discussing Items with loan spec., Pplicable OPublic Hsg. Downed LIMO, and ovo or or management boxes) agent Indicate verget completion data ❑Indian ❑Leased In the space provided in the column Hoots HOUfS ❑Insured ❑HUD-Held R2HUD-Owned 011omeownership entitled TCO. INSPECTIONPA ION PCheck a linable boxes 3. TCO Target Completion Date URPOSE OF REPORT ( nn ) Praparo in nccordence with Handbook a. ❑Initial ORoutine - i ospecial 4350.1 Chapter 6, or Handbook Hours Hours KA Maintenance 7460.1 supp. 1, Chapter 8 as KAMaintenance ❑Upgrading ❑Protection appropriate. ROJECT NAME AND ADDRESS MANAGEMENT AGENT ANO/OR PHA TOTAL TIME Hours NAME CA 11-10 Bayo Vista -- Rodeo Contra Costa County TYPE TOTAL INS -TED Housi ng Authori ty Buildings _ USLIC HOUSING DATA " Nit.OF PROJ. RESIDENT MANAGER NAME Total Units EMPLOYEES End of initial operating period (EIOP) Vacancies t Date of full availability (DOFA) DATE HIRED / / Sec BUnits EXTERIOR ITEMS INSPECTED A C P COST' TCU INTERIOR ITEMS INSPECTED A C P COST' TCD 1. Exterior walls and foundations X 24.Floors,carpets,tiles x 2.Roofs,flashing,vents,chimneys X 25.Staits,walkways,community spaces 3.Gutters,downspouts,splashblocks, X 26. Cabinets,doors,closets,hardware 4. Drives,parking lots,paving,curbs 27. Painting,condition•walis&ceilings _ 5.Walks,steps,guardrails 28.Curtains and shades X 6. Fences,walls,gates 29. Refrigerators and ranges 7.Porches,balconies,fire escapes 30.Garbage disposal&exhaust fans 8. Doors,windows,screens _ e y _ 31.Compactors&incinerators cYc tai hirt�t�..__':-� ^'-�,ir, :192 .Garage and carports 32.Electrical fixtures ands stems . Lawns and plantings `! 33.Plumbing fixtures and systems _ .Sprinkler and drainage'system n 34. Heating and air conditioning j . Exterior lighting&distributions s. 35.Hot waters stem boiler room Exterior painting 36.Resident care of unit Underground gas,water,sewage plants. 37. 15.Security, systems __ TOTAL e ,:_ h 30. INTERIOR (Add items 24 thrtt 37) t ' MISCELLANEOUS ITEMS INSPECTED A C P COST' TCD TOTAL 39.Benches,play area and equipment X- 17. EXTERIOR (Add sterns/ rhru 16) 40.Laundry rooms,office 41.Storage,utility buildings X ENERGY EFFICIENCY ITEMS INSP. A C P COST' � TCD 42•Elevators f 18. I n s u I a t ion _ 43.Project signs Caulking and weatherstripping "'• ,' 44,Swirnming pools,spray pool Al/7 Storm doors and windows 46.Exterminating 21.Water saver devices f�Jt 46.Fire and Safety Ilazards _l( 46a.Sewage lift station,water,sewer plants (� _ 47.Commercial areas TOTAL ENERGY 48• J523' .EFFICIENCY(Add(rens 18 rhnr 22,1 TOTAL 49• M1 SC.(Add irons 39 rhru f8) 0. TOTAL COST(Add items 17, 23,38 and 49) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ I.EVALUATION OF MAINTENANCE OPERATION((heck one and UAbove Average ❑Below Average elaborate in Comments Section below) OSuperior Satisfactor ❑Unsatis factory INSPECTION MADE BY APPROVED BY NAME � tJ NAME David Ii. L/e ' flyron Flo �����, ITLE TITLE General Engineer . Acting Chief, Assisted Fiousin 'lana ement ATE1j11 DATE Bra 11 C1 n 1 j'J cot J 9`Y` �' i OCCUPANCY SIGNIFICANT TRENDS asonal OYES ONO Neighborhood change OYES ONO Is there a community facility? [DYES ONO ransient OYES ONO Management change ❑YES ONO f"Yes",explain -W4Wes",explain - Is there a day care facility? DYES ONO TEM Describe required correciipns'.6n,-C and Pt items. Uss CoWincation Sheet (HUD-9822•A) as necessary. When elaborating on DATE OF NO, over-all rating given on Line 5,Y comment upon effectiveness of management systems, performance of personnel and adequacy FOLLOW-UP of equipment and supplies. INSPECTION I=E -AT-T-ACk1ED-OVE-RAL--RLMARKs,-AND-LTCMI_ZED_RESPO-LASES_ J, • � I "Use this:column as needed, to estimate cost ofxoniblethla required re pairs. a places Previous Editions and Form HUD,-92470,which are Ghsoiete HUD-9822 (12-80) COPY I: OWNEWPHA -47, I 11 ' This 250-unit public housing project has been programmed for comprehensive rehabilitation. All of the deficient features have been identified as shown in the PHA' s CIAP FY '84 application. This engineering survey was conducted on a random basis. The following are some general findings as noted during the unit inspection. ' 6. Fence's, '(3al�conies, Fire F ajL s: The wooden fences are, deteriorated. Some board members are also ' missing. . 8. Doors, Windows, Screens: t` The window corner bracketsareweak and can be broken off easily. The wi,ndows 'should be replaced for securityi� nd maintenance reasons: The metal' screen doors are generally in disrepaired conditions. Many of them were, found with punctured wire mesh and dislocated self- closing door springs. 10. Lawns and Plants 1,-',,.-';"' ' . 5 Tree. limbs are overgrown. They should be cut back to clear contact with the adjacent building structure. Grass in the common area is in need of regular mowing. 16. Project Ground Area: 1 Littering was ,reported as a big concern in. this project. Tenants tend to dump their household debris in the project dumpsters and in the project grounds area. 24. Floors, Carpets, Tiles : Recommend replacing the floor tiles with 12 inch by 12 inch VAF. The existing asphalt tiles are generally in worn out condition. 26, Cabinets, Doors, Closets , Hardware: rA number of the bedroom closet sliding doors were off-track and some of them were..also misplaced. ' 51 . The C'ontr,a Costa County Housing Authority has 14 Low-Rent Public Housing ,Projectsi,wi-th,'a totali :of 1 ,140 dwell ing units. The maintenance is handled by five different area offices located at or near the projects. Each area office typically consisted of an administrative office and a main{:enance shop. The operation is under the direction of the central office in Martinez, California. The area office maintenance personnel included a maintenance supervisor and a number of maintenance mechanics. In average, there is one maintenance staff person for each 50 dwelling units. The PHA's maintenance operation is generally acceptable. We recommend the follow i;ng for improvement consideration: -48- r r:l HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Esluoiilo.st,01'4 ,P:O. Box 2396 • Martinez; California 94553 ., Central lldrninislralion 14 15)3720791 1 HOUSING AUTHORITY ACCOMPLISHMENTS SINCE APRIL, 1982 1. Eliminated four day, -ten hour work week and implemented five day, eight hour work week. . 2. Implemented Housing Authority reorganization which provided for decentrali- zation of. maintenance operation , Section 8 inspection program and elimina- tion of some Central Office administrative positions. 3. Obtained HUD funding in amount of $1.8 million to modernize 76 housing units at North Richmond development. 4., Obtained HUE;11 funding ,for $3.8 ,iilTion in rental subsidies over 15 year period to rehabilitate 44 housing n its in San Pablo under the Section 8 Moderate Rehabilitation Program. 5. Obtained $50;.Ci0Ql.,tS'olar,.,Elnlerg,y Dernonstration Grant from Pacific Gas and Electric Company to insta'l'l solar i'i0t water heating system in 50 unit elderly housing development in Martinez. 1 Obtained $325,000 in loan commitments from the County' s Community Development ,Block Grant Program and the Housing Authority' s Reserve Fund to provide financial gap funds for Muir California senior citizens housing development. ;r 7. Completed construction and housed 100 seniors in Housing Authority' s new elderly housing .development in Antioch. 8. Developed and implemented new by-laws for Advisory Housing Commission . 9. Established quarterly Join.t, Workshop schedule for Advisory Housing Commission to ,.meet with BoarrJ of Supervisors . 10. Implemented new security program for El Pueblo and established monthly security meetings fo•r El Pueblo residents and staff to meet with Pittsburg Police Department.. 11. Implemented Annual 'Clean-Up Day at Bayo Vista, E1 Pueblo and Las Deltas in North Richmond. 12. Increased lease-up of 3301 Section 8 Existing Housing Units from 85% to i 99%. 13. Presented findings and recommendations to Board of Supervisors in report entitled: Affordable Rental Housing in Contra Costa County: A Blueprint for Action. 14. Developed and implemented goals and objectives for Advisory Housing Commission and Housing Authority staff. 15. Implemented new telephone system ivr Central Administration which reduced telephone-related• costs and improved operating efficiency: F 16. Implementedreh,anges in.,.veh,i.c,l.e u1e ppl icy, occupancy policy and purchasing policy of Housing. Authority: 17. Established monitoring report system on key Housing Authority functions to ' insure pr.ogress,. productivity, and efficiency of housing programs and operations. 18. Implemented .a positive community relations and publ,,c information program: -49- I , 1 i I • 1 i 19. Reduced exper'ses and ,increased income to enable Housing Authority to pre= sent balanced budget for,: F;iscal Year, 1983-84 and 1984-85. 1 20. Implemented staff training proyr•am "Ut" IiOUS illy Au0101' i Ly JJerSU11llL, 1 . 21. Developed and implemented new employee evaluation form; 22. Coordinated with .County Personnel Department to conduct a pay and position classification study of non-exempt and exempt Housi-Ag Authority personnel . 1 23. Established an,,annual 'employee recognition award program. 24. Established higherperformance standards and accountability for Housing Authority staff. 25. Conducted energy audits ih-,-cooperation with Pacific Gas and Electric ' Company to implement energy conservation program. 26. Completed transfer of manual accounting systems to computer operation . 1 27. Began implementation of centralized rent collection system. 28. Developed and implemented project based budgeting system. 29. Implemented NYC, YTEP, and Work Test Program to provide youth and welfare recipients with work experience. 1 and maintained list of available housing 30. Establisheda 9 for Section 8 cer- tificate holders. 31. Completed 100%, lease-up of 135 unit Section 8 Moderate Rehabilitation Program. ' 32. Implemented new policy of charging rent for Housing Authority space used by social service agencies. ' 33. Obtained Article 34 Referendum authority for 200 senior citizen units in Antioch. � �c -; -ert,i r'.��at 34. Increased seIcuri,ty' depesit amount to be paid by new tenants who move into Housing Authority properties. I 35. Implemented a 30% Income to Rent ratio formula for determining rent paid by i tenants as mandated by HUD. 36. Established"an' Advisory Housing Commission budget subcommittee to work with staff in developing the Housing Authority' s annual budget. 37. Initiated ,staff research which led to discovery of error in computation of ' operating subsidy and negotiated recapture of $1,021,919 from HUD for the Agency' s Public Housing Program. 38. Obtained HUD, funding in the amount of $5,486,100 to modernize housing deve- lopments in 'North Richmond, Rodeo, Martinez, West Pittsburg, Pittsburg, Antioch and Brentwood. 39. Implemented County affordable housing program by assisting in .obtaining a commitment . of', 50 new rental units in San Ramon to be set at affordable rent levels, 85 new affordable units in Martinez, and 60 new affordable units in Pleasant Hill. . 40. Obtained special "Jobs Bill" funding of $59,000 for Housing Authority to implement recreation program in Rodeo and develop mini -parks in Martinez and West Pittsburg. 41. Submitted applications to HUD for 100 units of Section 8 Moderate ' Rehabilitation for Muir California and received the 100 unit allocation . I -50- t F 1 ' 42. Obtained $250,000 in CDBG funds to implement a new rental rehabilitation program in, Contra Costa County. 43. Submitted application to HUD for participation in the HUD Rental Rehabilitation- Program Demonstration ; III Round and requested 40 Section 8 certificates. 44. Submitted application to the California Department of Housing and Community Development for 60 units of family housing under the Rental Housing Construction Program. 45. Submitted revised Personnel Policyand Procedures to the Advisor Housing Y 9 Commission for their review and approval . 46. Submitted application and obtained funding from the California Department of Housing, and Community Development for 25 Section 8 Aftercare units. t47. Completed, work on converting open field to a baseball and track athletic field. at the El Pueblo housing development. l48. Provided Junds for the implementation of a new security program by the Sheriff's Department in North Richmond and the Pittsburg Police Department in El Pueblo.. 49. Worked with the County Planning Department to Dire a financial advisor to . assist in ,put,ting together additional tax-exempt bond issues which will Iproduce additionalaffordable rental housing: 50. Assisted "n establishing a county-wide Housing Advocates group with par- ticipation of representatives of city, county and private agencies i 1 �:. -51- HOUSING AUTHORITY of the COUNTY OF'CONTRA COSTA. 3133 Fsludillo Street P.O. Box 2396 Martinez, California 94553 "Ceti ii rdlninlsirnlion (415)3720791 CENTRAL ADMINISTRATION GOALS - FISCAL YEAR 1985-86 1 1. Maintain financial solvency of Agency and submit balanced budgets. 2. .Prepare annual operating budgets prior to end of fiscal year. 1 3. Conduct periodic program reviews to implement cost savings and increase staff. productivity. 4. Maintain positive organizational climate. . 5. Review .level of Housing Authority services provided residents. i6. Develop and implement staff training opportunities. 7. Keep Advisory Housing Commission and Board of Supervisors well informed of Housing Authority activities. 8. Review administrative and maintenance cost effectiveness. 9. Maintain positive public relations with general public and news media. 10. Seek funding for second stage modernization work of Bayo Vista in Rodeo for the HUD Comprehensive Improvement Assistance Program. 11. Seek funding 'for additional Section 8 certificate and Housing Vouchers. 12. Seek County Community Development Block Grant and HUD. funding for continuation and expansion of rental rehabilitation program. 13. Work with the Gounty' P,lanning Department and private sector in developing affordable tenial housing for low and moderate income persons. 14. Review .secyri.ty programs of Housing Authority managed developments to strengthen security of developments and continue cooperative efforts with law enforcement agencies. 15. Implement exterior painting program for four oldest.-housing developments. 16. Continue cooperation with community based agencies to provide drug prevention programs in Housing Authority developments. 17. Review recreation programs currently provided Housing Authority residents ' and continue 'cooperation with appropriate city and community agencies for expansion of recreational ,programs. I 18. Seek establishment of annual college scholarship program for high school seniors who live in County public housing developments. 19. Implement Prgject Self Sufficiency Program with funding from HUD and local funding sources. 20. Purchase updated telephone system for all project offices. 21. Continue implementation of strategy to use portion of Housing Authority reserves to assist in the development of additional affordable rental ' housing. 22. Continue efforts to modernize equipment used by staff to provide for a cost effective and efficient housing operation. -52 23. Negotiate mutually beneficial labor contracts with labor unions repre- senting re- senting Housing Authority employees. 24. Continue work with housing advocate groups to assist in the development of additional affordable rental housing. 25. Expand summer youth employment program in the Housing Authority. i 1 i 1 1 1 1 1 i 1 Central Administration Goals Fiscal Year 1985-86 -53- HOUSING AUTHORITY of the ,COUNTY OF CONTRA COSTA 3133 Fstudillo Street P.O. Box 2396 • Martinez, California 94553 ' 1 � ' Cenlrai lldministrolion 015►372.0791 it• i 1 I I 'GOALS 1985/86 FISCAL DEPARTMENT 1. Implement inventory of small tools and equipment assigned to main- tenance .personnel . 2. Perform annual clean-up and storage of books and records in February.., ' 3. Develop and implement accounts receivable computer program for collection of overpayments to landlords. 4. Develop and implement system to maintain records of claims paid to owners. 5. Develop and implement computer program for Section 8 HAP Contract Register. 6. Develop and implement computer program for management information. ' system of units served by project location. 1 I 1 -54- HOUSING AUTHORITY of the COUNTY OF CONTRA COSTA 3133 Fstudillo Street P.O. Box 2396 • Martinez, California 94553 Cenlral 7ldndnlstrallan (d 15)3720791 DEVELOPMENT DEPARTMENT GOALS 1985 - 1986 ,. I. New Development 1. Continue serving as liason between county, cities and private sector in the development of affordable rental housing in the county. ' 2. Submit housing proposals to Federal, State, and local programs available for the development of rental housing in the county. 3. Continue working towards the establishment of an affordable Rental Housing Development Fund in the county. 4. Conduct a one day workshop on: "Developing Rental Housing in the County. " This workshop 'could be sponsored by the Board of Supervisors. 5. Network of Housing Advocates/Informational Exchange: a. Continue by-monthly meetings b. Formalize group of "Housing Advocates" c. Establish a Public/Private Sector ' Affordable Rental Housing Task Force 6. Identify specific developable sites to construct projects containing affordable housing. II. REHABILITATION , 1.. Continae ,the implementation of the various Rental Rehabilitation Programs. 2. Submit applications to Federal, State, and/or Local funding sources for the continued implementation of the county's rental rehabilitation ' programs. 3. Provide assistance in the development and implementation of the Housing Authority's HUD-CLAP. i L -55= r HOUSING AUTHORITY of tile- COUNTY heCOUNTY OF CONTRA COSTA 3133 r-sludillo Slreel P.O. lox 23913 • Martinez, California 94553 �1; Centrallldrninislraliorr (415)3720791 TECHNICAL DEPARTMENT GOALS 1985 = 1986 1. The completion of the 1983 Emergency work on Replacement of Utilities at CA011001, CA011002, CA011003, and CA011004 is being coordinated with the underground ;work which must be installed by PG&E• Progress toward completion is being determined by PG&E's workload. ) , 2. Construction contract is underway on CIAP work at CA011006. 3. Construction contract is awarded on CIAP work at CA011009A and CA0110098. 4. Preparation of final application for 184 CIAP work is completed. 5. Receipt of bids for construction contract on 84 CIAP work at CA011010 is scheduled for February 1985. 6. Award construction contract for 184 CIAP work at CA011010 is pending receipt of bids in February; 1985. 7. Landscape work at Elder Winds has been completed and Contractor is obligated to undertake completion of remaining items. 8. Preparation ,of Preliminary Application for 185 CIAP is underway. 9. All extraordinary maintenance work items in 84185 Conventional Budget have been completed except Landscape and Irrigation at CA011004 and Convert Pre-School -space to Administration/Maintenance Space which were just recently ' released to Technical for bidding. 10. Installation of Energy Conservation measures is underway. 11. Development of long range plan for improvement of existing Housing Authority developments is proceeding in conjunction with CIAP. ' 12. Assist in developing plans which will result in the construction of new affordable rental housing. ' -56- 1 ' HOUSING AUTHORITY of (lie 1 COUNTY OF CONTRA COSTA 3133 F_sludillo Slreel P.O. Box 239,6 • Marlinez, California 94553 1 Cenlral AJminislrallon (4 15)3720791 1 1 DEPARTMENT OF HOUSING QPERAT.IONS - Fiscal Year 1985-86 Goa.ls i ° Implement .a' Computer Demonstration Program at the Martinez. Housing Office which will be designed to improve .overall operational efficiency. 1 Develop a set of detailed procedures for implementation ' of the HUD ,Housing Voucher Program. Conduct an orientation "Workshop" for owners participating in the Section 8 Existing Housing Program. i i 1 . GOALS 85/86 -57- 1 HOUSING AUTHORITY Of the COUNTY OF CONTRA COSTA 3133 Fstudillo Street P-0. Box 2396 Marlinez, California 94553 ' Central Administration 015)37 2.079 1 SPECIAL PROJECTS DIRECTOR GOALS Fiscal Year 1985-86 I. SECURITY . A. Monitor police service levels and advocate for equitable-services in the developments. B. Work with law enforcement agencies to develop special operations programs to suppress crime. C. Increase intensity of active operations to suppress crime with technology and to increase funding. ' D. ' Increase'se level of involvement in the field office (level for automobile abatement. ' E. Develop a comprehensive law enforcement. program .for the Housing Authority to address traffic .enforcement and criminal activities. II. MANAGEMENT A.', Moth to.r Materials Controls. B., AA Goals. C. Work with purchasing to develop MBE-MFE Program and increase goals. D. '. Expand Inspection and Controls to improve existing housing stock management. Work to improve safety. III. TENANT SERVICES ' •A., Advocate for improved social services: ' B: ' Promote networking programs. C, Develop a Summer Youth Recreation program. ' D. Develop a Community Garden program. E. Provide work opportunities for the youth. (Will work to increase on-going programming to 9 9 P 9 9 improve effectiveness) . SPDGO 1 -58-