HomeMy WebLinkAboutMINUTES - 07142020 - Housing Authority
CALENDAR FOR THE BOARD OF
COMMISSIONERS
BOARD CHAMBERS ROOM 107, COUNTY ADMINISTRATION BUILDING
651 PINE STREET
MARTINEZ, CALIFORNIA 94553-1229
CANDACE ANDERSEN, CHAIR
DIANE BURGIS, VICE CHAIR
JOHN GIOIA
KAREN MITCHOFF
FEDERAL D. GLOVER
JOSEPH VILLARREAL, EXECUTIVE DIRECTOR, (925) 957-8000
To slow the spread of COVID-19, the Health Officer’s Shelter Order of June 16, 2020, prevents public
gatherings (Health Officer Order). In lieu of a public gathering, the Board of Supervisors meeting will be
accessible via television and live-streaming to all members of the public as permitted by the Governor’s
Executive Order N29-20. Board meetings are televised live on Comcast Cable 27, ATT/U-Verse Channel 99,
and WAVE Channel 32, and can be seen live online at www.contracosta.ca.gov.
PERSONS WHO WISH TO ADDRESS THE BOARD DURING PUBLIC
COMMENT OR WITH RESPECT TO AN ITEM THAT IS ON THE
AGENDA MAY CALL IN DURING THE MEETING BY DIALING
888-251-2949 FOLLOWED BY THE ACCESS CODE 1672589#. To indicate
you wish to speak on an agenda item, please push "#2" on your phone.
All telephone callers will be limited to one (1) minutes apiece. The Board Chair may reduce or
eliminate the amount of time allotted per telephone caller at the beginning of each item or public
comment period depending on the number of calls and the business of the day. Your patience is
appreciated.
A lunch break or 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.contracosta.ca.gov.
ANNOTATED AGENDA & MINUTES
July 14, 2020
1:00 P.M. Convene and call to order.
CONSIDER CONSENT ITEMS: (Items listed as C.1 through C.9 on the following agenda ) -
CONSIDER CONSENT ITEMS: (Items listed as C.1 through C.9 on the following agenda ) -
Items are subject to removal from the Consent Calendar by request from any
Commissioner or on request for discussion by a member of the public. Items removed
from the Consent Calendar will be considered with the Discussion Items.
DISCUSSION ITEMS
D. 1 CONSIDER Consent Items previously removed.
There were no consent items removed for discussion.
D. 2 PUBLIC COMMENT (1 Minute/Speaker)
There were no requests to speak at public comment.
D.3 CONSIDER approving amendments to the Housing Authority’s (HACCC)
Admissions and Continued Occupancy Policy in response to HUD’S COVID-19
Statutory and Regulatory Waivers.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
D.4 CONSIDER approving amendments to the Housing Authority’s (HACCC)
Housing Choice Voucher Administrative Plan in response to HUD’S COVID-19
Statutory and Regulatory Waivers.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
ADJOURN
Adjourned today's meeting at 3:59 p.m.
CONSENT ITEMS:
C. 1 DENY claim filed by Yvonne Baker.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.2 RECEIVE the Housing Authority of the County of Contra Costa’s investment
report for the quarter ending March 31, 2020.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.3 ACCEPT the 2019-2020 Fiscal Year End (Unaudited) Budget Report for the
period ending March 31, 2020.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.4 RATIFY and APPROVE the Housing Choice Voucher payment standards for the
Housing Authority of the County of Contra Costa effective June 1, 2020 in
response to COVID-19.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.5 AWARD and AUTHORIZE the Housing Authority Executive Director, or
C.5 AWARD and AUTHORIZE the Housing Authority Executive Director, or
designee, to execute a construction contract with Garland/DBS, Inc., in the
amount of $399,942 for the Roof Replacement Project, Bayo Vista Public
Housing Development, Rodeo area, and take related actions under the California
Environmental Quality Act.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.6 APPROVE and AUTHORIZE the Executive Director of the Housing Authority of
the County of Contra Costa, or designee, to execute a contract with the Contra
Costa County Sheriff's Department in an amount not to exceed $250,000 to
provide the Housing Authority’s Bayo Vista public housing development with
additional law enforcement services for the period July 1, 2020 through June 30,
2021.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.7 APPROVE and AUTHORIZE the Executive Director of the Housing Authority of
the County of Contra Costa, or his designee, to execute a twelve month contract
with the City of Pittsburg in an amount not to exceed $158,000 to provide the
Housing Authority’s El Pueblo public housing development with additional law
enforcement services for the period July 1, 2020 through June 30, 2021.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.8 APPROVE and AUTHORIZE the Executive Director of the Housing Authority of
C.8 APPROVE and AUTHORIZE the Executive Director of the Housing Authority of
the County of Contra Costa, or designee, to execute a contract with the Contra
Costa County Sheriff's Department in an amount not to exceed $125,000 to
provide the Housing Authority’s Las Deltas public housing development with
additional law enforcement services for the period July 1, 2020 through December
31, 2020.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover AYE
C.9 ADOPT Resolution No. 5229 to approve collection loss write-offs in the public
housing program in the amount of $ 40,643.89 for the quarter ending March 31,
2020.
Commissioner John Gioia AYE
Commissioner Candace Andersen AYE
Commissioner Diane Burgis AYE
Commissioner Karen Mitchoff AYE
Commissioner Federal D. Glover 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
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.
RECOMMENDATIONS
APPROVE amendments to the Housing Authority’s (HACCC) Admissions and Continued Occupancy
Policy in response to HUD’S COVID-19 Statutory and Regulatory Waivers.
BACKGROUND
On April 10, 2020, as part of its response to the COVID-19 pandemic, the U.S. Department of Housing and
Urban Development (HUD) waived many of its existing statutory and regulatory requirements for the
Public Housing and Housing Choice Voucher (HCV) programs, while establishing alternative methods to
continue program operations. HUD’s waivers were designed to “provide administrative flexibilities and
relief to public housing agencies (PHAs)” and “HUD strongly encourages PHAs to utilize any and all
waivers and alternative requirements as necessary to keep public housing and HCV programs operational to
the extent practicable.”
Every PHA that manages a public housing program is required by HUD to maintain a written Admissions
and Continued Occupancy Policy (ACOP) that establishes local policies for administration of the program
in accordance with HUD requirements. The ACOP, and any revisions, must be formally adopted by the
PHA Board of Commissioners or other authorized PHA officials. Normally, Board approval is required
prior to implementation of any changes to the ACOP. In order to implement the COVID-19 waivers as
quickly as possible, HUD authorized PHAs to immediately adopt temporary changes to their ACOPs.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: 9259578028
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: July 14, 2020
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:July 14, 2020
Contra
Costa
County
Subject:PUBLIC HOUSING ADMISSIONS and CONTINUED OCCUPANCY POLICY PLAN AMENDMENTS IN
RESPONSE TO HUD’S COVID-19 STATUTORY AND REGULATORY WAIVERS
BACKGROUND (CONT'D)
While HUD allowed early implementation, they also require the Board to formally adopt the related
COVID changes to HACCC’s ACOP by July 31, 2020.
HACCC adopted many of the administrative policies and procedures permitted by the HUD waivers.
Most of these changes are temporary and will expire at HUD’s direction. Currently, the majority of
HUD’s waivers expire on July 31, 2020, October 31, 2020 or December 31, 2020. HUD has indicated
that they will be extending some or all of their waivers, but have not yet made an official announcement
regarding extensions.
Staff implemented a number of changes to HACCC’s ACOP and staff is asking the Board to approve the
continued use of these changes for as long as permitted by HUD. The following are the proposed
temporary changes to HACCC’s ACOP (with current expiration date in parentheses):
· Delay annual family income and composition examinations (12-31-20);
· Suspend of the HUD Income Verification Hierarchy for Annual Examinations (7-31-20);
· Suspend of the HUD Income Verification Hierarchy for Interim Examinations (7-31-20);
· Suspend Enterprise Income Verification (EIV) report monitoring (7-31-20);
· Suspend the of the Community Service Requirement (3-31-21);
· Allow over-Income families to continue at their existing rent level until the family’s first annual
examination after the COVID waivers are lifted (12-31-20)
· Send notification to families within 30 days of making any changes to policies and rules in response to
COVID-19instead of providing impacted families with a 30-day notice prior to implementing the changes.
(7-31-20)
· HACCC will not ask HUD for new Public Housing Assessment System (PHAS) scores in 2020. The
existing PHAS scores will carry over until March 31, 2021 (3-31-21);
· Extend the period in which HACCC is required to submit recertification data into HUD’s PIC system from
60 days to 90 days after the effective date of any changes (12-31-20); and
· Suspend a household’s repayment agreement in the event of hardship (12-31-20).
Staff also implemented several changes in response to COVID that are intended to be permanent. These
are policies that were never implemented by HACCC, but were previously allowed by HUD. The
following are the proposed permanent changes to HACCC’s public housing policies and procedures:
· HACCC will utilize alternative methods, as needed, to conduct applicant interviews and to collect and/or
provide other information to families moving into units. These include video conferencing, telephone
briefings and any other electronic means deemed suitable; and
· Added additional formats for accepting documents such as jpeg, screen shots from phones, etc. so that
families can conduct business with HACCC remotely.
Finally, HACCC staff took the following action:
Suspended all eviction proceedings during the COVID pandemic (July 24, 2020).
The proposed updates are attached. A complete copy of the proposed ACOP is available for review at
HACCC’s main office.
FISCAL IMPACT
No direct financial impact.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to approve the changes to the ACOP, HACCC will be out
of compliance with HUD requirements. HUD may also impose additional sanctions.
CLERK'S ADDENDUM
ATTACHMENTS
Temp Changes
PIH Waiver
TEMPORARY CHANGES TO PUBLIC HOUSING POLICIES AND
PROCEDURES IN RESPONSE TO COVID -19
HUD has facilitated the adoption of specific waiver authority by PHAs in an effort to ensure
operations are not impacted and families can continue to be served during the Shelter in Place
Order by the Public Health Director and Emergency Declarations made by the Governor of
California and the President of the United States.
Pursuant to PIH Notice 2020-05 issued on April 10, 2020, HACCC has adopted the following
waivers and modified its policies and procedures to implement said waivers. These waivers
were adopted effective April 14, 2020 and expire as indicated below.
1. PH and HCV-2: Family Income and Composition: Delayed Annual Examinations
HUD is waiving the requirement that PHAs are required to conduct a reexamination of
family income and composition at least annually. Recognizing the foreseeable
difficulties in complying with this requirement in light of the COVID-19 emergency,
HUD is waiving this statutory and regulatory requirement to permit PHAs to delay
annual reexaminations of HCV and public housing families.
Policy Change:
HACCC will delay annual examinations of the income and household composition of
HCV and public housing families during the period permitted by HUD.
Expires: All annual examinations due in Calendar Year (CY) 2020 must be completed
by December 31, 2020.
2. PH & HCV - 3: Family Income and Composition; Annual Examination-Income
Verification requirements
HUD is waiving the requirement that PHAs must use the income hierarchy described by PIH
Notice 2018-18. HUD will allow PHAs to forgo third -party income verification requirements
for annual reexaminations, including the use of EIV, if a PHA opts to conduct annual
recertifications rather than delaying them. PHAs may consider self-certification as the
highest form of income verification to process annual reexaminations. This may occur over
the telephone (but must be documented for the written record by PHA sta ff), through an
email or postal mail with a self-certification form by the tenant, or through other electronic
communication. Income and family composition examinations and recertifications do not
have to be conducted in-person.
Policy Change:
HACCC will consider written and verbal self-declarations submitted by household adults as
primary verification of income and process reexaminations based on the self-certification.
Where available, third party verification will be accepted to augment or support the self
certification. The HUD Hierarchy and Techniques is suspended and will not be in effect
during the HUD declared period.
Expires: July 31, 2020
3. PH & HCV - 4: Family Income and Composition; Interim Examinations
HUD is waiving the requirements to use the income hierarchy described by PIH Notice 2018 -
18 and will allow PHAs to forgo third -party income verifications, including EIV. PHAs may
consider self-certification as the highest form of income verification for interim
reexaminations. Interim reexaminations are not required to be held in-person.
Policy Change:
HACCC will consider written and verbal self-declarations submitted by household adults as
primary verification of income and process reexaminations based on the self-certification.
Where available, third party verification will be accepted to augment or support the self
certification. The HUD Hierarchy and Techniques is suspended and will not be in effect
during the HUD declared period.
Expires: July 31, 2020
4. PH & HCV - 5: Enterprise Income Ve rification (EIV) Monitoring
HUD is waiving mandatory EIV monitoring requirements found in PIH Notice 2018 -18
through July 31, 2020.
Policy Change:
HACCC will not review EIV reports until the end of the waiver authority period. In the
event of discrepancies, the family will be required to submit corroborating evidence of
declarations.
Expires: July 31, 2020
5. PH-5 Community Service and Self Sufficiency Requirement (CSSR)
HUD is waiving this requirement and is alternatively suspending the community service and
self-sufficiency requirement. If a PHA adopts this waiver, tenants will not be subject to this
requirement until the family's next annual reexamination.
Policy Change :
HACCC will suspend the community service and self-sufficiency requirement for Public
Housing Residents beginning with those whose annual reexamination is effective May 1,
2020.
Expires March 31, 2021
6. PH-7 Over- Income Families
HUD is waiving the requirement that PHAs terminate rental assistance or charge an
alternative rent (flat rent) to families whose income exceeds the program maximum over two
consecutive reexamination cycles through December 31, 2020. Through this waiver PHA s
would be allowed to permit over-income families to remain in their units and pay the same
rental amount until that PHA conducts the family’s next annual income recertification.
Policy Change :
HACCC will permit over-income families to continue paying their existing rental amount
until the PHA conducts the family's next annual income recertification.
Expires: December 31, 2020
7. PH-10 Tenant Notifications for Changes to Project Rules and Regulations
HUD is waiving the requirement to provide 30-day notices to impacted families for changes
to policies, rules, and special charges to families, except for notices related to tenant charges,
through July 31, 2020. Although HUD is waiving the advanced notice, PHAs must still
provide adequate notification to families within 30 days of making such changes.
Policy Change :
HACCC will update policies and rules as needed and required by HUD where permitted
without providing 30-days to impacted families, however when changes are made HACCC
will send notification to families within 30 days of making the changes.
Expires: July 31, 2020.
8. PHAS, SEMAP and Financial Reporting Standards
(a): Public Housing Asses sment System (PHAS)
HUD will not issue PHAS scores that are pending or for fiscal years ending in 2020 unless a
PHA requests a PHAS score. HUD will carry forward the PHAs most recent PHAS score on
record.
Policy Change :
HACCC will not request that HUD issue a new PHAS score. HACCC’s existing PHAS score
will be carried forward .
Expires: HUD will issue new PHAS scores beginning with FYE March 31, 2021
9. Other Waivers
(a): PHA Reporting Requirements on HUD Form 50058
HUD is waiving the requirement that PHAs must submit form HUD-50058 within 60
calendar days after any action recorded on line 2b for transactions impacted by implemented
waivers and alternative requirements. Through December 31, 2020, HUD will permit PHAs
that adopt the waiver to submit their form HUD-50058 within 90 days after the effective date
of action to HUD. Although the waiver provides up to 90 days to submit form HUD -50058,
HUD encourages PHAs that have operational capacity to continue submitting fo rm HUD-
50058 within the normal 60-day timeframe.HUD will issue guidance in the near future that
will provide PHAs with workarounds to ensure that the delayed submission of form HUD -
50058 does not cause any fatal errors in the IMS -PIC system.
Policy Change :
HACCC will adopt the 90 day waiver during the COVID-19 response period and will use it
as needed. However, HACCC will strive to continue submitting line 2b transactions to the
HUD PIC database within 60 days after the effective date.
Expires: December 31, 2020
10. Repayment Agreements
Families are required to make repayments on unreported income or non-payment of rent on
Repayment Agreements executed between the tenant and /or and HACCC. HACCC
recognizes that COVID-19 has resulted in many households having their monthly income
affected by loss of employment, layoff or reduction in hours worked.
HACCC Policy:
In the event of hardship, on a case-by-case basis, HACCC will suspend a household’s
repayment agreement until December 31, 2020.
Expires: December 31, 2020
Availability of Waivers and Alternative Requirements
Adopted
Date
Adopted
Certification
Required End Date Completion
Deadline
PHA 5-Year and Annual Plan Submission Dates, Significant Amendment Requirements
Waiver ID
PH &
HCV - 1
HUD is establishing an alternative requirement for which PHAs with 6/30/20 or 9/30/20 fiscal year-end
(FYE) dates must submit their 5-Year and annual plansor civil rights certification for qualified PHAs no
later than 10/18/20 (75 days before 1/1/21). PHAs with 12/31/20 FYE dates must submit their 5-Year and
annual plans not later than 1/16/21 (75 days before 4/1/21). Unless HUD subsequently updates this waiver
authority, PHAs with 3/31 FYE dates will not be impacted.N/A
HUD is also waiving the requirement that PHAs cannot adopt significant amendments or modifications to
the annual plan without receiving Board approval and providing an open meeting for the public. PHAs
must still notify public housing residents and HCV families of any impacts that the significant amendment
may have on them as soon as practicable. This can be done by placing information on the PHA’s website,
leaving voice-mail messages for residents and additional follow-up communication. Policy changes
related to Section 18, Section 22, or the Rental Assistance Demonstration (RAD) are not included within
this waiver.N/A
Family Income and Composition; Delayed and Annual Examinations
PH &
HCV - 2
HUD will allow PHAs to delay annual reexaminations of HCV and public housing families. However, all
annual recertifications due in CY 2020 must be completed by December 31, 2020 and PHAs must comply
with the alternative requirement regarding increases in payment standards under HAP contract terms (see
HCV waivers below).N/A
The waiver and alternative requirement period of availability begins immediately on April 10, 2020, the issuance date of the notice. The specific waiver and alternative requirement period
of availability end dates are listed in each waiver discussed in the notice. The waivers are generally broken into three periods of availability categories: short-term, ending on July 31,
2020; long-term, ending on December 31, 2020; and waiver-specific end dates – dates that are unique to the waiver that may be based on fiscal years or specific activities.
PHAs are not required to use the waiver for the full period of availability and my go back to the standard program requirements at any time. HUD, through PIH notice, may also extend the
period of availability if deemed necessary.
Waivers for Both Public Housing and Housing Choice Voucher Programs
Page 1 of 13
PH &
HCV - 3
HUD is waiving the requirement that PHAs must use the income hierarchy described by PIH Notice 2018-
18. HUD will allow PHAs to forgo third-party income verification requirements for annual
reexaminations, including the use of EIV, if a PHA opts to conduct annual recertifications rather than
delaying them. PHAs may consider self-certification as the highest form of income verification to process
annual reexaminations. This may occur over the telephone (but must be documented for the written record
by PHA staff), through an email or postal mail with a self-certification form by the tenant, or through
other electronic communication. Income and family composition examinations and recertifications do not
have to conducted in-person.X 4/14/2020
Self-
Declaration of
Income needs
to be in all
Annuals 07/31/20 07/31/20
Family Income and Composition; Interim Examinations
PH &
HCV - 4
HUD is waiving the requirements to use the income hierarchy described by PIH Notice 2018-18 and will
allow PHAs to forgo third-party income verifications, including EIV. PHAs may consider self-
certification as the highest form of income verification for interim reexaminations. Interim reexaminations
are not required to be held in-person.X 4/14/2020
Self-
Declaration of
Income needs
to be in all
Interims 07/31/20 07/31/20
Enterprise Income Verification (EIV) Monitoring
PH &
HCV - 5
HUD is waiving mandatory EIV monitoring requirements found in PIH Notice 2018-18 through July 31,
2020.X 4/14/2020 N/A 07/31/20 07/31/20
Family Self-Sufficiency (FSS) Contract of Participation; Contract Extension
PH &
HCV - 6
HUD will consider the circumstances surrounding COVID-19 to qualify as “good cause” to extend a
family’s contract of participation in the FSS program for no more than 2 years through December 31,
2020.X 4/14/2020
Amendment of
COP needs to
be in file.12/31/20 12/31/20
Waiting List: Opening and Closing; Public Notice
Family Income and Composition; Annual Examination – Income Verification requirements
Page 2 of 13
PH &
HCV - 7
HUD is waiving the requirement that PHA’s must give public notice of opening a wait list by publication
in a local newspaper and by minority media and other suitable means through July 31, 2020. PHAs may
provide public notice of an open waitlist in a voicemail message on its main or general information
telephone number and through its website. These messages must meet applicable fair housing
requirements.N/A 07/31/20 07/31/20
Housing Quality Standards (HQS) Inspections
Initial Inspection Requirements
HQS - 1
A PHA may rely on the owner’s certification that the owner has no reasonable basis to have knowledge
that life-threatening conditions exist in the unit instead of conducting an initial inspection. A PHA may
add other requirements or conditions to the owner’s certification. The PHA is required to conduct an HQS
inspection on the units as soon as reasonably possible, but no later than October 31, 2020. The waiver
may also apply to PHA-owned units.
X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification by
owner and
tenant & Video
File When
Possible.07/31/20 10/31/20
Project-Based Voucher (PBV) Pre-HAP Contract Inspections, PHA Acceptance of Complete Units
HQS - 2
A PHA may rely on the owner’s certification that the owner that has no reasonable basis to have
knowledge that life-threatening conditions exist in the unit. A PHA may add other requirements. The PHA
must conduct an HQS inspection no later than October 31, 2020 but must do so as soon as reasonably
possible. If there’s a requirement under the Agreement to enter into a Housing Assistance Payment
(AHAP) contract for newly constructed or rehabilitated projects, the PHA may choose to allow the owner
to certify that the PHA requirement has been met. The waiver may also apply to PHA-owned units, if the
independent entity is unable to perform the inspection.X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification &
Video File
When Possible.07/31/20 10/31/20
Initial Inspection: Non-Life-Threatening Deficiencies (NLT) Option
Housing Agencies that delay Biennial inspections under any of these waivers must inspect the units as soon as reasonably possible, when it is safe to do so. Housing agencies retain the
right to conduct an inspection and the use of the waivers does not relieve owners of their responsibility to maintain the unit in accordance with HQS.
Housing Choice Voucher – Housing Quality Standards (HQS) Waivers
Page 3 of 13
HQS - 3
A PHA has the option to approve an assisted tenancy for units that fail HQS with non-life-threatening
conditions, as long as PHAs withhold housing assistance payments from the owner if the non-life-
threatening failing conditions are not corrected within 30 days. A PHA may now provide 60 days to
correct non-life-threatening failing conditions. This option is available for both tenant-based, project-
based units, and PHA-owned units.N/A 07/31/20 07/31/20
HQS Initial Inspection Requirement – Alternative Inspection Option
HQS - 4
A PHA may allow the occupancy of a unit prior to an initial inspection if the unit has passed an alternative
inspection in the past 24 months. The PHA may then make assistance payments retroactive to the
beginning of the lease term once the unit meets HQS. The PHA must also inspect the unit within 15 days
of the request for tenancy approval. This waiver would allow PHAs to waive the requirement to conduct
their own inspections for these units which have undergone alternative inspections. A PHA may begin
payments based on the alternative inspection and the owner’s certification that the owner has no
reasonable basis to have knowledge that life-threatening conditions exist in the unit. A PHA may add
other requirements. The initial inspection option is available to the PHA for both tenant-based and project-
based units. The waiver and alternative requirement may also be applied to PHA-owned units if the
independent entity is unable to perform the inspection.N/A 07/31/20 10/31/20
Biennial Inspections
HQS - 5 The Department is waiving the requirement that PHAs inspect the unit not less than biennially (certain
small, rural PHAs may inspect units triennially). All delayed biennial inspections must be completed as
soon as reasonably possible, but no later than October 31, 2020. This waiver may be applied to PHA-
owned units if the independent entity is unable to perform the inspection.X 4/14/2020
Delay all
Annual HQS -
Insert Flyer To
File
Announcing
COVID-19
Delay 10/31/20
Interim Inspections
Page 4 of 13
HQS - 6
This waiver states that if an HQS reported deficiency is life-threatening, the PHA must notify the owner of
the reported life-threatening deficiency and the owner must correct it within 24 hours of the PHA
notification or provide documentation that the deficiency does not exist. For non-life-threatening
deficiencies, the PHA must notify the owner within 30 days and the owner must either make the repair or
document that the deficiency does not exist within 30 days of the PHA notification. The PHA may add
other requirements. The PHA is not required to conduct an on-site inspection to verify the repairs have
been made, but may rely on alternative verification methods (photos, tenant certification, etc.). This
waiver may apply to PHA-owned units where the independent entity is unable to perform the inspection.X 4/14/2020
Create Policy
and forms to
document
failed items
repaired in 24
hours or 30
days as needed.07/31/20 07/31/20
PBV Turnover Unit Inspections
HQS - 7
The Department is waiving the regulation that requires a PBV unit inspection before the unit is leased to a
new family. The PHA may rely on the owner’s certification that the owner has no reasonable basis to have
knowledge that life-threatening conditions exist in the unit. The PHA may add other requirements. The
waiver may be applied to PHA-owned units if the independent entity is unable to complete inspections.
X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification &
Video File
When Possible.07/31/20 10/31/20
PBV HAP Contract – HQS Inspections to Add or Substitute Units
HQS - 8
The Department is waiving the HQS inspection requirement when substituting or adding a new unit to a
PBV HAP contract. Instead, the PHA may rely on the owner’s certification that the owner has no
reasonable basis to have knowledge that life-threatening conditions exist in the unit. The PHA may add
other conditions. The waiver may also be applied to PHA-owned units.
X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification &
Video File
When Possible.07/31/20 10/31/20
HQS Quality Control Inspections
HQS - 9 The Department is waiving its supervisory quality control inspections until October 31, 2020.X 4/14/2020 N/A 10/31/20 10/31/20
HQS Space and Security
Page 5 of 13
HQS - 10
The Department is waiving the regulation requiring one bedroom for every two people where the PHA
wishes to assist a current participant that needs to add a member or members to the assisted household as
a result of the COVID-19 emergency. This waiver does not apply to an initial or new lease.X 4/14/2020
Document File
to reflect Over-
Crowding
Homeownership Option – Initial HQS Inspection
HQS - 11
The Department is waiving the requirement for an initial HQS inspection before commencing monthly
homeownership assistance payments. The family is still required to obtain an independent professional
inspector and the PHA is still required to review the independent inspection and has discretion to
disapprove the unit because of the contents of the inspection report.X 4/14/2020
Document File.
Review Home
Inspection as
substitue for
HQS.07/31/20 07/31/20
Administrative Plan
HCV - 1
The Department is waiving the requirement that a PHA’s administrative plan must be formally adopted by
a PHA’s board. Must be formerly adopted as practicable following June 30, 2020, but no later than July
31, 2020.X 4/14/2020 06/30/20 07/31/20
Information When Family Is Selected – PHA Oral Briefing
HCV - 2
The Department is waiving the requirement that the PHA must give an oral briefing to families in the
HCV and PBV programs. The PHA must instead conduct the briefing by other means such as webcast,
video call, ex expanded information packet. The PHA must ensure that the method of communication for
the briefing effectively communicates with each family member, including those with vision, hearing, and
other communication-related disabilities and those with persons with limited English proficiency.X 4/14/2020
Document File
for Phone
Briefing and
how packet
provided.07/31/20 07/31/20
Term of Voucher – Extensions of Term
Current Lease Term or
One Year from Notice -
April 09, 2020
Housing Choice Voucher – General Waivers
Page 6 of 13
HCV - 3
The Department is waiving the requirement the voucher term extensions must be in accordance with the
PHA administrative plan.X 4/14/2020
Policy
statement
waiving proof
of search for
extension 07/31/20 07/31/20
PHA Approval of Assisted Tenancy – When HAP Contract is Executed
HCV - 4
The Department is waiving the requirement that the HAP contract may not be executed 60 days after the
lease term begins. A PHA may now execute a HAP contract after 60 days after the beginning of a lease
and make HAP back to the beginning of the lease term. The HAP contract must be executed no later than
120 days from the beginning of the lease term.X 4/14/2020 N/A 07/31/20 07/31/20
Absence from Unit
HCV - 5
The Department is waiving the requirement that a voucher family may not be absent from a unit for a
period of more than 180 consecutive calendar days. The PHA has discretion whether to continue the HAP
contract in this situation and not terminate due to extenuating circumstances (e.g., hospitalization,
extended stays at nursing homes, or caring for family members). The period of availability to continue
making these HAP payments despite the family’s absence ends on December 31, 2020. The PHA may not
make payments after this date if the family is absent and the HAP contract will terminate.X 4/14/2020
Document
absense from
unit and
intended date
of return.12/31/20 12/31/20
Automatic Termination of HAP Contract
HCV - 6
The Department is waiving the requirement to terminate a HAP contract 180 days after a housing
assistance payment is reduced to $0. This is in recognition that the COVID-19 emergency may cause the
temporary addition of household members which causes the calculation of HAP to reach $0. As an
alternative requirement, the PHA, following a written notice to the owner and family, may extend the
period of time following the last payment to the owner that triggers the automatic termination.
X 4/14/2020
Document file
and Policy
statement that
will resume
terminations
after
12/31/2020 12/31/20 12/31/20
Increase in Payment Standard under HAP contract term
Page 7 of 13
HCV - 7
The Department is waiving the requirement that if a payment standard is increased during the term of a
HAP contract, the increased payment standard shall not be effective until the family’s first regular
reexamination. Instead, the increased payment standard may be effective at any time (e.g., interim
reexamination, owner rent increase) after the effective date as long as it is not later than then family’s first
regular reexamination.X 4/14/2020
Adjusted 0 - 3
BR PS in All
non-East
County Citites 12/31/20 12/31/20
Utility Allowance Schedule – Required Review and Revision
HCV - 8
The Department is waiving the requirement to review the schedule of utility allowances and revise the
allowance if there has been a change of 10 percent or more in the utility rate since the last time the utility
allowance schedule was revised. PHAs may delay the review and update of utility allowances.N/A 12/31/20 12/31/20
Homeownership Option – Homeownership Counseling
HCV - 9
The Department is waiving briefing and counseling sessions to permit families to purchase a home
without fulfilling the normally applicable pre-assistance homeownership counseling requirements, though
HUD encourages families to continue the sessions that can be accomplished in accordance with social
distancing directives.N/A
Family Unification Program (FUP) Youth Age Eligibility to Enter HAP Contract
HCV - 10
The Department is waiving the requirement that FUP youth must be not more than 24 years of age (not yet
reached their 25th birthday) and is replacing it with the requirement that FUP youth be not more than 25
years of age (not yet reached their 26th birthday).N/A
Fiscal Closeout of Capital Grant Funds
PUBLIC HOUSING PROGRAM WAIVERS
Page 8 of 13
PH -1
The Actual Development Cost Certificates (ADCC) must be submitted 12 months from the date of
completion or HUD termination of a development activity, and the Actual Modernization Cost
Certifications (AMCC) must be submitted not later than 12 months from the activity’s expenditure
deadline.HUD is waiving the requirement that PHAs submit Actual Development Cost Certificates
(ADCC) and Actual Modernization Cost Certifications (AMCC) that fall between March 1, 2020 and
September 30, 2020 by six months.N/A
PH -2
HUD is waiving the Total Development Cost (TDC) and Housing Construction Cost (HCC) limits to
allow the amount of Public Housing funds committed to development of a project to exceed the applicable
limits by 25 percent without a waiver from HUD. Amounts in excess of 25 percent and up to 50 percent
may be approved on a case-by-case basis. This waiver is applied to public housing development, Mixed-
Finance development, and Choice Neighborhoods development.
Any Development Proposals submitted to HUD before December 31, 2021 are eligible for this waiver.
N/A 12/31/21
PH -3
HUD will allow non-high performer PHAs to use force account labor for modernization activities even if
the use of such activities is not included in the Capital Fund 5-Year Action Plan through December 31,
2020.N/A 12/31/20
PH -4 HUD is waiving the requirement that PHA policies in the ACOP must be duly adopted and implemented
with formal board approval. However, any informally adopted revisions under this waiver authority must
be formally adopted as soon as practicable after June 30, 2020 but not later than July 31, 2020.X 4/14/2020
Policy
statement that
will resume
requirement
after 7/31/2020 06/30/20 07/31/20
Total Development Costs
Cost and Other Limitations; Types of Labor
ACOP: Adoption of Tenant Selection Policies
Community Service and Self-Sufficiency Requirement (CSSR)
Page 9 of 13
PH -5
HUD is waiving and suspending the CSSR requirement. If a PHA adopts this waiver, a family will remain
exempt from the CSSR until their first reexamination after March 31, 2021.X 4/14/2020
Document file
and Policy
statement that
will resume
requirement
after 3/31/2021 03/31/21
First
reexamination
after March 31,
2021
PH -6 HUD is waiving and suspending the requirement to complete energy audits for PHA projects if the audit
is due to HUD before December 31, 2020.N/A 12/31/20
PH -7 HUD is waiving the requirement that PHAs terminate rental assistance or charge an alternative rent to
families whose income exceeds the program maximum over two consecutive reexamination cycles
through December 31, 2020. Through this waiver PHAs would be allowed to permit over-income families
to remain in their units and pay the same rental amount until that PHA conducts the family’s next annual
income recertification.X 4/14/2020
Document file
and Policy
statement that
will resume
requirement
after next
annaul
recertification 12/31/20 12/31/20
PH -8
HUD will allow PHAs to delay resident council elections beyond the three-year limit, if necessary,
through July 31, 2020. Delayed elections must be rescheduled and held as soon as reasonably possible
after July 31, 2020.N/A 07/31/20
As soon as
reasonably
possible
PH -9 HUD is allowing PHAs to delay the review and update of utility allowances. Any review and update of
utility allowances that were due at some point in time in CY 2020 must be completed by the end of 2020.N/A 12/31/20
Energy Audits
Over-Income Families
Resident Council elections
Review and Revision of Utility Allowances
Page 10 of 13
PH -10
HUD is waiving the requirement to provide 30-day notices to impacted families for changes to policies,
rules, and special charges to families, except for notices related to tenant charges, through July 31, 2020.
Although HUD is waiving the advanced notice, PHAs must still provide adequate notification to families
within 30 days of making such changes.
X 4/14/2020
Policy
statement that
will resume
advance notice
after 7/31/20 07/31/20
PHAS
a.
HUD is waiving the inspection requirement of PHAS and postponing physical inspections (except for
threat to life or property inspection) for all PHAs until further notice.
HUD will not issue PHAS scores that are pending or for fiscal years ending in 2020 unless a PHA
requests a PHAS score. HUD will carry forward the PHAs most recent PHAS score on record.
New PHAS scores will issued by HUD beginning with PHAs that have a fiscal year end date of March 31,
2021.
HUD is waiving the inspection requirement of PHAS and postponing physical inspections (except for
threat to life or property inspection) for all PHAs until further notice.
HUD will not issue PHAS scores that are pending or for fiscal years ending in 2020 unless a PHA
requests a PHAS score. HUD will carry forward the PHAs most recent PHAS score on record.
New PHAS scores will issued by HUD beginning with PHAs that have a fiscal year end date of March 31,
2021.
X 4/14/2020 N/A 03/31/21 03/31/21
SEMAP (Section Eight Management Assessment Program)
b.HUD will not issue SEMAP scores that are pending or for fiscal years ending in 2020 unless a PHA
requests a SEMAP score. HUD will carry forward the PHAs most recent SEMAP score on record.X 4/14/2020 N/A 03/31/21 03/31/21
PHAS, SEMAP and UNIFORM FINANCIAL REPORTING STANDARDS
Tenant Notifications for Changes to Project Rules and Regulations
Page 11 of 13
Uniform financial reporting standards; Filing of financial reports; Reporting Compliance Dates
c
HUD is waiving the unaudited and audited financial submission requirements and adopting an alternative
requirement.
Unaudited Financials: Submission of unaudited financials have been extended for six (6) months for
PHAs with fiscal year ends of December 31, 2019 and March 31, 2020. December 31, 2019 fiscal year
end PHAs now must submit their unaudited financials by August 31, 2020 and March 31, 2020 fiscal year
end PHAs now must submit their unaudited financials by November 30, 2020.
Audited Financials: Submission of audited financials have been extended for six (6) months for PHAs
with fiscal year ends of June 30, 2019; September 30, 2019; December 31, 2019; and March 31, 2020.
June 30, 2019 fiscal year end PHAs now must submit their audited financials by September 30, 2020;
September 30, 2019 fiscal year end PHAs now must submit their audited financials by December 31,
2020; December 31, 2019 fiscal year end PHAs now must submit their audited financials by March 31,
2021; and March 31, 2020 fiscal year end PHAs now must submit their audited financials by June 30,
2021.
X
PHA Reporting Requirements on HUD Form 50058
a.
HUD is waiving the requirement that PHAs must submit form HUD-50058 60 calendar days after any
action recorded on line 2b for transactions impacted by implemented waivers and alternative
requirements. Through December 31, 2020, PHAs will have 90 days to submit their form HUD-50058
after the effective date of action to HUD. Although the waiver provides up to 90 days to submit form
HUD-50058, HUD encourages PHAs that have operational capacity to continue submitting form HUD-
50058 within the normal 60-day timeframe.HUD will issue guidance in the near future that will provide
PHAs with workarounds to ensure that the delayed submission of form HUD-50058 does not cause any
fatal errors in the IMS-PIC system.X 4/14/2020
Will make
efforts to stick
to 60 days but
will use 90
days if needed.
90 Days
from
Effective
Date 12/31/20
Designated Housing Plans – HUD 60 Day Notification
Other Waivers and Administrative Relief
Page 12 of 13
b.
HUD is waiving the statutory requirement that HUD must respond to Designated Housing Plans that
demonstrate project compliance with requirements to establish occupancy by elderly and/or disabled
families no later than 60 days after receiving the plan. Currently, if HUD does not respond within 60 days,
the plan is considered accepted.
This waiver would allow HUD more than 60 days to review Designated Housing Plans through July 31,
2020 N/A
Extension of Deadline for Programmatic Obligation and Expenditure of Capital Funds
c.
HUD is extending both the Capital Fund obligation end date and the Capital Fund expenditure date for all
open Capital Fund grants by one year from the current obligation and expenditure end date. No
programmatic expenditure end date shall be extended beyond one month prior to the closure of the
relevant appropriation account.N/A
Page 13 of 13
RECOMMENDATIONS
CONSIDER approving amendments to the Housing Authority’s (HACCC) Housing Choice Voucher
Administrative Plan in response to HUD’S COVID-19 Statutory and Regulatory Waivers.
BACKGROUND
On April 10, 2020, as part of its response to the COVID-19 pandemic, the U.S. Department of Housing and
Urban Development (HUD) waived many of its existing statutory and regulatory requirements for the
Public Housing and Housing Choice Voucher (HCV) programs, while establishing alternative methods to
continue program operations. HUD’s waivers were designed to “provide administrative flexibilities and
relief to public housing agencies (PHAs)” and “HUD strongly encourages PHAs to utilize any and all
waivers and alternative requirements as necessary to keep public housing and HCV programs operational to
the extent practicable.”
Every PHA that manages an HCV program is required by HUD to maintain a written administrative plan
that “establishes local policies for administration of the program in accordance with HUD requirements.
The administrative plan and any revisions of the plan must be formally adopted by the PHA Board of
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
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: July 14, 2020
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:July 14, 2020
Contra
Costa
County
Subject:HOUSING CHOICE VOUCHER ADMINISTRATIVE PLAN AMENDMENTS IN RESPONSE TO HUD’S
COVID-19 STATUTORY AND REGULATORY WAIVERS
BACKGROUND (CONT'D)
Commissioners or other authorized PHA officials.” Normally, Board approval is required prior to
implementation of any changes to the administrative plan. In order to implement the COVID-19 waivers
as quickly as possible, HUD authorized PHAs to immediately adopt temporary changes to their
administrative policies and procedures. While HUD allowed early implementation, they also require the
Board to formally adopt the related COVID changes to HACCC’s administrative plan (Admin Plan) by
July 31, 2020.
HACCC adopted many of the administrative policies and procedures permitted by the HUD waivers.
Most of these changes are temporary and will expire at HUD’s direction. Currently, the majority of
HUD’s waivers expire on July 31, 2020, October 31, 2020, or December 31, 2020. HUD has indicated
that they will be extending some or all of their waivers, but have not yet made an official announcement
regarding extensions.
Staff implemented a number of changes to HACCC’s administrative policies and procedures and staff is
asking the Board to approve the continued use of these changes for as long as permitted by HUD. The
following are the proposed temporary changes to HACCC’s Admin Plan (with current expiration date in
parentheses):
· Suspension of the HUD Income Verification Hierarchy (7-31-20);
· Suspension of annual re-examination (12-31-20);
· Suspension of the use of the Enterprise Income Verification (EIV) System (7-31-20);
· Adoption of remote virtual initial inspections for new rental units coming on line when the owner refuses
on-site access for the HCV and PBV Programs (in-home must still be completed by 10-31-20);
· Suspension of in-home Annual HQS inspections (10-31-20);
· Adopt use of virtual inspection formats to conduct inspections for complaint, initial, annual or
re-inspection (7-31-20);
· Suspension of Quality Control inspections (10-31-20);
· Suspension of the Space and Security policies to permit families sheltering in place to “overcrowd” an
assisted unit (either duration of lease term or 4-10-21, whichever is longer);
· Suspension of initial inspection of homeownership units until cleared by HUD (7-31-20);
· Suspension of changes made to the Administrative Plan (7-31-20);
· Revised policies to conduct briefings for new participating families and families moving to new units by
utilizing alternative methods like video conferencing, telephone briefings or other electronic means deemed
suitable (7-31-20);
· Suspended the requirement that families provide proof of search in order to extend the search period on
their voucher (7-31-20);
· Suspended the period within which HACCC must execute a new HAP Contract. Permits a period longer
than 60 days if needed (7-31-20);
· Suspended policies terminating a participants subsidy if absent from the unit for more than 180 days
(7-31-20);
· Suspended policies terminating HAP Contracts where the tenant receives zero subsidy for a period of six
months (12-31-20);
· Modified the Payment Standards so that families would not be affected by increases in their rent portion
because their 2nd annual certification date occurred on or after the COVID-19 impact date (effective until
payment standards are modified in future);
· Suspended the Section 8 Management Assessment Program (SEMAP) submission requirements until
March 31, 2021 (3-31-21);
· Extended the period HACCC has to submit recertification data to the HUD PIC site from 60 days to 90
days after completion of the transaction in HACCC’s software system (12-31-20);
· Suspended all required payments to repayment agreements during the COVID pandemic (TBD); and
· Updated the Table of Contents to include a new section that outlines the temporary COVID changes being
adopted.
adopted.
Staff also implemented several changes to the Admin Plan in response to COVID that are intended to be
permanent changes. These are policies that were never implemented by HACCC, but were previously
allowed by HUD. The following are the proposed permanent COVID changes to HACCC’s Admin
Plan:
· Modified the re-inspection policy to include alternative methods such as virtual inspections, video
conferencing and photo evidence to determine that repairs are completed;
· Added additional formats for accepting documents such as jpeg, screen shots from phones, etc. so that
families can conduct business with HACCC remotely; and
· Revised the Briefing policy to include remote alternative methods for ensuring new
and continuing participants of the HCV Program are properly briefed.
Finally, staff is proposing two clarifications to the Admin Plan and the addition of homeless units at the
Lillie Mae Jones PBV site. The following are the proposed, non-COVID changes to HACCC’s Admin
Plan:
· Modified the Interim policy to ensure that when tenant rent portions are reduced due to a reduction in the
household income, it will be increased, with proper notice, once the income is restored;
· Clarified the requirement that program participants must report reduction in the income to zero of family
members, not just for heads of households; and
· Added 8 units at Lillie Mae Jones to the list of PBV units set aside for Homeless individuals and families.
These units are filled using referrals from the County’s Coordinated Ent ry System.
The proposed changes to the Admin Plan are attached. A complete copy of the proposed Admin Plan is
available for review at HACCC’s main office.
FISCAL IMPACT
No direct financial impact.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to approve the changes to the Admin Plan, HACCC will
be out of compliance with HUD requirements. HUD may also impose additional sanctions.
CLERK'S ADDENDUM
ATTACHMENTS
HCV Admin Changes
PIH Mega Waiver Summary
Availability of Waivers and Alternative Requirements
Adopted
Date
Adopted
Certification
Required End Date Completion
Deadline
PHA 5-Year and Annual Plan Submission Dates, Significant Amendment Requirements
Waiver ID
PH &
HCV - 1
HUD is establishing an alternative requirement for which PHAs with 6/30/20 or 9/30/20 fiscal year-end
(FYE) dates must submit their 5-Year and annual plansor civil rights certification for qualified PHAs no
later than 10/18/20 (75 days before 1/1/21). PHAs with 12/31/20 FYE dates must submit their 5-Year and
annual plans not later than 1/16/21 (75 days before 4/1/21). Unless HUD subsequently updates this waiver
authority, PHAs with 3/31 FYE dates will not be impacted.N/A
HUD is also waiving the requirement that PHAs cannot adopt significant amendments or modifications to
the annual plan without receiving Board approval and providing an open meeting for the public. PHAs
must still notify public housing residents and HCV families of any impacts that the significant amendment
may have on them as soon as practicable. This can be done by placing information on the PHA’s website,
leaving voice-mail messages for residents and additional follow-up communication. Policy changes
related to Section 18, Section 22, or the Rental Assistance Demonstration (RAD) are not included within
this waiver.N/A
Family Income and Composition; Delayed and Annual Examinations
PH &
HCV - 2
HUD will allow PHAs to delay annual reexaminations of HCV and public housing families. However, all
annual recertifications due in CY 2020 must be completed by December 31, 2020 and PHAs must comply
with the alternative requirement regarding increases in payment standards under HAP contract terms (see
HCV waivers below).N/A
The waiver and alternative requirement period of availability begins immediately on April 10, 2020, the issuance date of the notice. The specific waiver and alternative requirement period
of availability end dates are listed in each waiver discussed in the notice. The waivers are generally broken into three periods of availability categories: short-term, ending on July 31,
2020; long-term, ending on December 31, 2020; and waiver-specific end dates – dates that are unique to the waiver that may be based on fiscal years or specific activities.
PHAs are not required to use the waiver for the full period of availability and my go back to the standard program requirements at any time. HUD, through PIH notice, may also extend the
period of availability if deemed necessary.
Waivers for Both Public Housing and Housing Choice Voucher Programs
Page 1 of 13
PH &
HCV - 3
HUD is waiving the requirement that PHAs must use the income hierarchy described by PIH Notice 2018-
18. HUD will allow PHAs to forgo third-party income verification requirements for annual
reexaminations, including the use of EIV, if a PHA opts to conduct annual recertifications rather than
delaying them. PHAs may consider self-certification as the highest form of income verification to process
annual reexaminations. This may occur over the telephone (but must be documented for the written record
by PHA staff), through an email or postal mail with a self-certification form by the tenant, or through
other electronic communication. Income and family composition examinations and recertifications do not
have to conducted in-person.X 4/14/2020
Self-
Declaration of
Income needs
to be in all
Annuals 07/31/20 07/31/20
Family Income and Composition; Interim Examinations
PH &
HCV - 4
HUD is waiving the requirements to use the income hierarchy described by PIH Notice 2018-18 and will
allow PHAs to forgo third-party income verifications, including EIV. PHAs may consider self-
certification as the highest form of income verification for interim reexaminations. Interim reexaminations
are not required to be held in-person.X 4/14/2020
Self-
Declaration of
Income needs
to be in all
Interims 07/31/20 07/31/20
Enterprise Income Verification (EIV) Monitoring
PH &
HCV - 5
HUD is waiving mandatory EIV monitoring requirements found in PIH Notice 2018-18 through July 31,
2020.X 4/14/2020 N/A 07/31/20 07/31/20
Family Self-Sufficiency (FSS) Contract of Participation; Contract Extension
PH &
HCV - 6
HUD will consider the circumstances surrounding COVID-19 to qualify as “good cause” to extend a
family’s contract of participation in the FSS program for no more than 2 years through December 31,
2020.X 4/14/2020
Amendment of
COP needs to
be in file.12/31/20 12/31/20
Waiting List: Opening and Closing; Public Notice
Family Income and Composition; Annual Examination – Income Verification requirements
Page 2 of 13
PH &
HCV - 7
HUD is waiving the requirement that PHA’s must give public notice of opening a wait list by publication
in a local newspaper and by minority media and other suitable means through July 31, 2020. PHAs may
provide public notice of an open waitlist in a voicemail message on its main or general information
telephone number and through its website. These messages must meet applicable fair housing
requirements.N/A 07/31/20 07/31/20
Housing Quality Standards (HQS) Inspections
Initial Inspection Requirements
HQS - 1
A PHA may rely on the owner’s certification that the owner has no reasonable basis to have knowledge
that life-threatening conditions exist in the unit instead of conducting an initial inspection. A PHA may
add other requirements or conditions to the owner’s certification. The PHA is required to conduct an HQS
inspection on the units as soon as reasonably possible, but no later than October 31, 2020. The waiver
may also apply to PHA-owned units.
X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification by
owner and
tenant & Video
File When
Possible.07/31/20 10/31/20
Project-Based Voucher (PBV) Pre-HAP Contract Inspections, PHA Acceptance of Complete Units
HQS - 2
A PHA may rely on the owner’s certification that the owner that has no reasonable basis to have
knowledge that life-threatening conditions exist in the unit. A PHA may add other requirements. The PHA
must conduct an HQS inspection no later than October 31, 2020 but must do so as soon as reasonably
possible. If there’s a requirement under the Agreement to enter into a Housing Assistance Payment
(AHAP) contract for newly constructed or rehabilitated projects, the PHA may choose to allow the owner
to certify that the PHA requirement has been met. The waiver may also apply to PHA-owned units, if the
independent entity is unable to perform the inspection.X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification &
Video File
When Possible.07/31/20 10/31/20
Initial Inspection: Non-Life-Threatening Deficiencies (NLT) Option
Housing Agencies that delay Biennial inspections under any of these waivers must inspect the units as soon as reasonably possible, when it is safe to do so. Housing agencies retain the
right to conduct an inspection and the use of the waivers does not relieve owners of their responsibility to maintain the unit in accordance with HQS.
Housing Choice Voucher – Housing Quality Standards (HQS) Waivers
Page 3 of 13
HQS - 3
A PHA has the option to approve an assisted tenancy for units that fail HQS with non-life-threatening
conditions, as long as PHAs withhold housing assistance payments from the owner if the non-life-
threatening failing conditions are not corrected within 30 days. A PHA may now provide 60 days to
correct non-life-threatening failing conditions. This option is available for both tenant-based, project-
based units, and PHA-owned units.N/A 07/31/20 07/31/20
HQS Initial Inspection Requirement – Alternative Inspection Option
HQS - 4
A PHA may allow the occupancy of a unit prior to an initial inspection if the unit has passed an alternative
inspection in the past 24 months. The PHA may then make assistance payments retroactive to the
beginning of the lease term once the unit meets HQS. The PHA must also inspect the unit within 15 days
of the request for tenancy approval. This waiver would allow PHAs to waive the requirement to conduct
their own inspections for these units which have undergone alternative inspections. A PHA may begin
payments based on the alternative inspection and the owner’s certification that the owner has no
reasonable basis to have knowledge that life-threatening conditions exist in the unit. A PHA may add
other requirements. The initial inspection option is available to the PHA for both tenant-based and project-
based units. The waiver and alternative requirement may also be applied to PHA-owned units if the
independent entity is unable to perform the inspection.N/A 07/31/20 10/31/20
Biennial Inspections
HQS - 5 The Department is waiving the requirement that PHAs inspect the unit not less than biennially (certain
small, rural PHAs may inspect units triennially). All delayed biennial inspections must be completed as
soon as reasonably possible, but no later than October 31, 2020. This waiver may be applied to PHA-
owned units if the independent entity is unable to perform the inspection.X 4/14/2020
Delay all
Annual HQS -
Insert Flyer To
File
Announcing
COVID-19
Delay 10/31/20
Interim Inspections
Page 4 of 13
HQS - 6
This waiver states that if an HQS reported deficiency is life-threatening, the PHA must notify the owner of
the reported life-threatening deficiency and the owner must correct it within 24 hours of the PHA
notification or provide documentation that the deficiency does not exist. For non-life-threatening
deficiencies, the PHA must notify the owner within 30 days and the owner must either make the repair or
document that the deficiency does not exist within 30 days of the PHA notification. The PHA may add
other requirements. The PHA is not required to conduct an on-site inspection to verify the repairs have
been made, but may rely on alternative verification methods (photos, tenant certification, etc.). This
waiver may apply to PHA-owned units where the independent entity is unable to perform the inspection.X 4/14/2020
Create Policy
and forms to
document
failed items
repaired in 24
hours or 30
days as needed.07/31/20 07/31/20
PBV Turnover Unit Inspections
HQS - 7
The Department is waiving the regulation that requires a PBV unit inspection before the unit is leased to a
new family. The PHA may rely on the owner’s certification that the owner has no reasonable basis to have
knowledge that life-threatening conditions exist in the unit. The PHA may add other requirements. The
waiver may be applied to PHA-owned units if the independent entity is unable to complete inspections.
X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification &
Video File
When Possible.07/31/20 10/31/20
PBV HAP Contract – HQS Inspections to Add or Substitute Units
HQS - 8
The Department is waiving the HQS inspection requirement when substituting or adding a new unit to a
PBV HAP contract. Instead, the PHA may rely on the owner’s certification that the owner has no
reasonable basis to have knowledge that life-threatening conditions exist in the unit. The PHA may add
other conditions. The waiver may also be applied to PHA-owned units.
X 4/14/2020
Conduct Initial
if possible. If
not, Self
Certification &
Video File
When Possible.07/31/20 10/31/20
HQS Quality Control Inspections
HQS - 9 The Department is waiving its supervisory quality control inspections until October 31, 2020.X 4/14/2020 N/A 10/31/20 10/31/20
HQS Space and Security
Page 5 of 13
HQS - 10
The Department is waiving the regulation requiring one bedroom for every two people where the PHA
wishes to assist a current participant that needs to add a member or members to the assisted household as
a result of the COVID-19 emergency. This waiver does not apply to an initial or new lease.X 4/14/2020
Document File
to reflect Over-
Crowding
Homeownership Option – Initial HQS Inspection
HQS - 11
The Department is waiving the requirement for an initial HQS inspection before commencing monthly
homeownership assistance payments. The family is still required to obtain an independent professional
inspector and the PHA is still required to review the independent inspection and has discretion to
disapprove the unit because of the contents of the inspection report.X 4/14/2020
Document File.
Review Home
Inspection as
substitue for
HQS.07/31/20 07/31/20
Administrative Plan
HCV - 1
The Department is waiving the requirement that a PHA’s administrative plan must be formally adopted by
a PHA’s board. Must be formerly adopted as practicable following June 30, 2020, but no later than July
31, 2020.X 4/14/2020 06/30/20 07/31/20
Information When Family Is Selected – PHA Oral Briefing
HCV - 2
The Department is waiving the requirement that the PHA must give an oral briefing to families in the
HCV and PBV programs. The PHA must instead conduct the briefing by other means such as webcast,
video call, ex expanded information packet. The PHA must ensure that the method of communication for
the briefing effectively communicates with each family member, including those with vision, hearing, and
other communication-related disabilities and those with persons with limited English proficiency.X 4/14/2020
Document File
for Phone
Briefing and
how packet
provided.07/31/20 07/31/20
Term of Voucher – Extensions of Term
Current Lease Term or
One Year from Notice -
April 09, 2020
Housing Choice Voucher – General Waivers
Page 6 of 13
HCV - 3
The Department is waiving the requirement the voucher term extensions must be in accordance with the
PHA administrative plan.X 4/14/2020
Policy
statement
waiving proof
of search for
extension 07/31/20 07/31/20
PHA Approval of Assisted Tenancy – When HAP Contract is Executed
HCV - 4
The Department is waiving the requirement that the HAP contract may not be executed 60 days after the
lease term begins. A PHA may now execute a HAP contract after 60 days after the beginning of a lease
and make HAP back to the beginning of the lease term. The HAP contract must be executed no later than
120 days from the beginning of the lease term.X 4/14/2020 N/A 07/31/20 07/31/20
Absence from Unit
HCV - 5
The Department is waiving the requirement that a voucher family may not be absent from a unit for a
period of more than 180 consecutive calendar days. The PHA has discretion whether to continue the HAP
contract in this situation and not terminate due to extenuating circumstances (e.g., hospitalization,
extended stays at nursing homes, or caring for family members). The period of availability to continue
making these HAP payments despite the family’s absence ends on December 31, 2020. The PHA may not
make payments after this date if the family is absent and the HAP contract will terminate.X 4/14/2020
Document
absense from
unit and
intended date
of return.12/31/20 12/31/20
Automatic Termination of HAP Contract
HCV - 6
The Department is waiving the requirement to terminate a HAP contract 180 days after a housing
assistance payment is reduced to $0. This is in recognition that the COVID-19 emergency may cause the
temporary addition of household members which causes the calculation of HAP to reach $0. As an
alternative requirement, the PHA, following a written notice to the owner and family, may extend the
period of time following the last payment to the owner that triggers the automatic termination.
X 4/14/2020
Document file
and Policy
statement that
will resume
terminations
after
12/31/2020 12/31/20 12/31/20
Increase in Payment Standard under HAP contract term
Page 7 of 13
HCV - 7
The Department is waiving the requirement that if a payment standard is increased during the term of a
HAP contract, the increased payment standard shall not be effective until the family’s first regular
reexamination. Instead, the increased payment standard may be effective at any time (e.g., interim
reexamination, owner rent increase) after the effective date as long as it is not later than then family’s first
regular reexamination.X 4/14/2020
Adjusted 0 - 3
BR PS in All
non-East
County Citites 12/31/20 12/31/20
Utility Allowance Schedule – Required Review and Revision
HCV - 8
The Department is waiving the requirement to review the schedule of utility allowances and revise the
allowance if there has been a change of 10 percent or more in the utility rate since the last time the utility
allowance schedule was revised. PHAs may delay the review and update of utility allowances.N/A 12/31/20 12/31/20
Homeownership Option – Homeownership Counseling
HCV - 9
The Department is waiving briefing and counseling sessions to permit families to purchase a home
without fulfilling the normally applicable pre-assistance homeownership counseling requirements, though
HUD encourages families to continue the sessions that can be accomplished in accordance with social
distancing directives.N/A
Family Unification Program (FUP) Youth Age Eligibility to Enter HAP Contract
HCV - 10
The Department is waiving the requirement that FUP youth must be not more than 24 years of age (not yet
reached their 25th birthday) and is replacing it with the requirement that FUP youth be not more than 25
years of age (not yet reached their 26th birthday).N/A
Fiscal Closeout of Capital Grant Funds
PUBLIC HOUSING PROGRAM WAIVERS
Page 8 of 13
PH -1
The Actual Development Cost Certificates (ADCC) must be submitted 12 months from the date of
completion or HUD termination of a development activity, and the Actual Modernization Cost
Certifications (AMCC) must be submitted not later than 12 months from the activity’s expenditure
deadline.HUD is waiving the requirement that PHAs submit Actual Development Cost Certificates
(ADCC) and Actual Modernization Cost Certifications (AMCC) that fall between March 1, 2020 and
September 30, 2020 by six months.N/A
PH -2
HUD is waiving the Total Development Cost (TDC) and Housing Construction Cost (HCC) limits to
allow the amount of Public Housing funds committed to development of a project to exceed the applicable
limits by 25 percent without a waiver from HUD. Amounts in excess of 25 percent and up to 50 percent
may be approved on a case-by-case basis. This waiver is applied to public housing development, Mixed-
Finance development, and Choice Neighborhoods development.
Any Development Proposals submitted to HUD before December 31, 2021 are eligible for this waiver.
N/A 12/31/21
PH -3
HUD will allow non-high performer PHAs to use force account labor for modernization activities even if
the use of such activities is not included in the Capital Fund 5-Year Action Plan through December 31,
2020.N/A 12/31/20
PH -4 HUD is waiving the requirement that PHA policies in the ACOP must be duly adopted and implemented
with formal board approval. However, any informally adopted revisions under this waiver authority must
be formally adopted as soon as practicable after June 30, 2020 but not later than July 31, 2020.X 4/14/2020
Policy
statement that
will resume
requirement
after 7/31/2020 06/30/20 07/31/20
Total Development Costs
Cost and Other Limitations; Types of Labor
ACOP: Adoption of Tenant Selection Policies
Community Service and Self-Sufficiency Requirement (CSSR)
Page 9 of 13
PH -5
HUD is waiving and suspending the CSSR requirement. If a PHA adopts this waiver, a family will remain
exempt from the CSSR until their first reexamination after March 31, 2021.X 4/14/2020
Document file
and Policy
statement that
will resume
requirement
after 3/31/2021 03/31/21
First
reexamination
after March 31,
2021
PH -6 HUD is waiving and suspending the requirement to complete energy audits for PHA projects if the audit
is due to HUD before December 31, 2020.N/A 12/31/20
PH -7 HUD is waiving the requirement that PHAs terminate rental assistance or charge an alternative rent to
families whose income exceeds the program maximum over two consecutive reexamination cycles
through December 31, 2020. Through this waiver PHAs would be allowed to permit over-income families
to remain in their units and pay the same rental amount until that PHA conducts the family’s next annual
income recertification.X 4/14/2020
Document file
and Policy
statement that
will resume
requirement
after next
annaul
recertification 12/31/20 12/31/20
PH -8
HUD will allow PHAs to delay resident council elections beyond the three-year limit, if necessary,
through July 31, 2020. Delayed elections must be rescheduled and held as soon as reasonably possible
after July 31, 2020.N/A 07/31/20
As soon as
reasonably
possible
PH -9 HUD is allowing PHAs to delay the review and update of utility allowances. Any review and update of
utility allowances that were due at some point in time in CY 2020 must be completed by the end of 2020.N/A 12/31/20
Energy Audits
Over-Income Families
Resident Council elections
Review and Revision of Utility Allowances
Page 10 of 13
PH -10
HUD is waiving the requirement to provide 30-day notices to impacted families for changes to policies,
rules, and special charges to families, except for notices related to tenant charges, through July 31, 2020.
Although HUD is waiving the advanced notice, PHAs must still provide adequate notification to families
within 30 days of making such changes.
X 4/14/2020
Policy
statement that
will resume
advance notice
after 7/31/20 07/31/20
PHAS
a.
HUD is waiving the inspection requirement of PHAS and postponing physical inspections (except for
threat to life or property inspection) for all PHAs until further notice.
HUD will not issue PHAS scores that are pending or for fiscal years ending in 2020 unless a PHA
requests a PHAS score. HUD will carry forward the PHAs most recent PHAS score on record.
New PHAS scores will issued by HUD beginning with PHAs that have a fiscal year end date of March 31,
2021.
HUD is waiving the inspection requirement of PHAS and postponing physical inspections (except for
threat to life or property inspection) for all PHAs until further notice.
HUD will not issue PHAS scores that are pending or for fiscal years ending in 2020 unless a PHA
requests a PHAS score. HUD will carry forward the PHAs most recent PHAS score on record.
New PHAS scores will issued by HUD beginning with PHAs that have a fiscal year end date of March 31,
2021.
X 4/14/2020 N/A 03/31/21 03/31/21
SEMAP (Section Eight Management Assessment Program)
b.HUD will not issue SEMAP scores that are pending or for fiscal years ending in 2020 unless a PHA
requests a SEMAP score. HUD will carry forward the PHAs most recent SEMAP score on record.X 4/14/2020 N/A 03/31/21 03/31/21
PHAS, SEMAP and UNIFORM FINANCIAL REPORTING STANDARDS
Tenant Notifications for Changes to Project Rules and Regulations
Page 11 of 13
Uniform financial reporting standards; Filing of financial reports; Reporting Compliance Dates
c
HUD is waiving the unaudited and audited financial submission requirements and adopting an alternative
requirement.
Unaudited Financials: Submission of unaudited financials have been extended for six (6) months for
PHAs with fiscal year ends of December 31, 2019 and March 31, 2020. December 31, 2019 fiscal year
end PHAs now must submit their unaudited financials by August 31, 2020 and March 31, 2020 fiscal year
end PHAs now must submit their unaudited financials by November 30, 2020.
Audited Financials: Submission of audited financials have been extended for six (6) months for PHAs
with fiscal year ends of June 30, 2019; September 30, 2019; December 31, 2019; and March 31, 2020.
June 30, 2019 fiscal year end PHAs now must submit their audited financials by September 30, 2020;
September 30, 2019 fiscal year end PHAs now must submit their audited financials by December 31,
2020; December 31, 2019 fiscal year end PHAs now must submit their audited financials by March 31,
2021; and March 31, 2020 fiscal year end PHAs now must submit their audited financials by June 30,
2021.
X
PHA Reporting Requirements on HUD Form 50058
a.
HUD is waiving the requirement that PHAs must submit form HUD-50058 60 calendar days after any
action recorded on line 2b for transactions impacted by implemented waivers and alternative
requirements. Through December 31, 2020, PHAs will have 90 days to submit their form HUD-50058
after the effective date of action to HUD. Although the waiver provides up to 90 days to submit form
HUD-50058, HUD encourages PHAs that have operational capacity to continue submitting form HUD-
50058 within the normal 60-day timeframe.HUD will issue guidance in the near future that will provide
PHAs with workarounds to ensure that the delayed submission of form HUD-50058 does not cause any
fatal errors in the IMS-PIC system.X 4/14/2020
Will make
efforts to stick
to 60 days but
will use 90
days if needed.
90 Days
from
Effective
Date 12/31/20
Designated Housing Plans – HUD 60 Day Notification
Other Waivers and Administrative Relief
Page 12 of 13
b.
HUD is waiving the statutory requirement that HUD must respond to Designated Housing Plans that
demonstrate project compliance with requirements to establish occupancy by elderly and/or disabled
families no later than 60 days after receiving the plan. Currently, if HUD does not respond within 60 days,
the plan is considered accepted.
This waiver would allow HUD more than 60 days to review Designated Housing Plans through July 31,
2020 N/A
Extension of Deadline for Programmatic Obligation and Expenditure of Capital Funds
c.
HUD is extending both the Capital Fund obligation end date and the Capital Fund expenditure date for all
open Capital Fund grants by one year from the current obligation and expenditure end date. No
programmatic expenditure end date shall be extended beyond one month prior to the closure of the
relevant appropriation account.N/A
Page 13 of 13
RECOMMENDATIONS
(1) APPROVE specifications as proposed by Garland/DBS, Inc. ("Garland") for the Roof Replacement
Project at eight public housing units, Bayo Vista, Rodeo (Contract No. 26023)
(2) APPROVE the above project and take related actions under the California Environmental Quality Act
(CEQA).
(3) DETERMINE the project is a CEQA Class 1 categorical exemption, pursuant to Article 19, Section
15301 of the CEQA Guidelines.
(4) AWARD the construction contract for the above project to Garland in the amount listed in Garland's
proposal ($399,942) total, and DIRECT that Garland shall present two good and sufficient surety bonds
contractor shall present two good and sufficient surety bonds (performance and payment) in the amount of
$399,942 each and that the Executive Director, or designee, shall prepare the contract.
(5) AUTHORIZE the Executive Director, or designee, to approve construction change orders, as needed,
up to a maximum total of 10% ($39,994), which is in addition to the contract award amount.
(6) ORDER that, after the contractor has signed the contract and returned it, together with the bonds as
noted above, certificates of insurance, and any other required documents, and the Executive Director has
reviewed and found them to be sufficient, the Executive Director, or designee, is authorized to sign the
contract for this Board.
(7) ORDER that the Executive Director, or designee, is authorized to sign any escrow agreements prepared
for this project to permit the direct payment of retentions into escrow or the substitution of securities for
moneys withheld by HACCC to ensure performance under the contract, pursuant to Public Contract Code
Section 22300.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: 9259578028
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.5
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:AWARD OF CONSTRUCTION CONTRACT FOR ROOF REPLACEMENT PROJECT, BAYO VISTA PUBLIC
HOUSING DEVELOPMENT, RODEO CONTRACT No. 26023
RECOMMENDATIONS (CONT'D)
(8) DELEGATE, pursuant to Public Contract Code Section 4114, to the Executive Director, or
designee, the Board’s functions under Public Contract Code Sections 4107 and 4110.
(9) DELEGATE, pursuant to Labor Code Section 6705, to the Executive Director, or to any registered
civil or structural engineer employed by HACCC, the authority to accept detailed plans showing the
design of shoring, bracing, sloping, or other provisions to be made for worker protection during trench
excavation covered by that section.
(10) DIRECT the County Director of Conservation and Development to file a Notice of Exemption with
the County Clerk and AUTHORIZE the Executive Director, or designee to arrange for payment of a
$25 fee to Conservation and Development for processing and a $50 fee to the County Clerk for filing the
Notice of Exemption.
BACKGROUND
Over the past winter, eight public housing units, located in the Bayo Vista development in Rodeo, has
been experiencing roof leaks. The roof leaks, which have been increasing in frequency and severity,
have been temporarily addressed with patching and other repairs. However, the roofing at these
buildings are the end of their useful lives and require permanent replacement. In addition, there is likely
dry rot damage underneath the roofing that is in need of prompt repair.
HACCC solicited a quote for the roof replacement work from Garland, piggy-backing off of an existing
Master Intergovernmental Cooperative Purchasing Agreement between Garland and Cobb County, GA
and U.S. Communities (MICPA #14-5903). On May 11, 2020, Garland submitted a proposal to perform
the roof replacement project for $399,942. Staff has reviewed the proposal, which is comparable to our
own Independent Cost Estimate, and is satisfied it is a reasonable price for the work involved.
To enable the roof replacement project to be completed this construction season, the Executive Director
recommends that the Board take the following actions:
(1) Approve the project proposal specifications, which approval will give design immunity to the
Housing Authority.
(2) Determine that the roof replacement project qualifies as a categorical exemption under Class 1
(repair and maintenance of public structures, facilities) of the Guidelines for the California
Environmental Quality Act (CEQA). See the Notice of Exemption attached to this Board order.
(3) Award the construction contract for the above project to Garland for $399,942, direct the Executive
Director to prepare the contract, and authorize the Executive Director to sign the contract following his
review and approval of the signed contract, bonds, and insurance from Garland.
(4) Take the additional related actions listed in the Recommended Actions above.
FISCAL IMPACT
The construction contract will be funded 100% by HUD.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board not award the construction contract, as recommended, the roofing at these eight public
housing units will remain in substandard condition, with the potential for additional leakage and damage
during the next rainy season.
CLERK'S ADDENDUM
ATTACHMENTS
ATTACHMENTS
NOE
CALIFORNIA ENVIRONMENTAL QUALITY ACT
Notice of Exemption
To: Office of Planning and Research From: Contra Costa County
P.O. Box 3044, Room 113 Dept. of Conservation & Development
Sacramento, CA 95812 -3044 30 Muir Road, Martinez, CA 94553
County Clerk
County of: Contra Costa
Project Title : Roof Replacement Project, County File CP20-10 (FM19-0001).
Project Applicant: Housing Authority of the County of Contra Costa- 3133 Estudillo Street
Martinez, CA 94553- Contact: Robert Moore (925) 957-8025.
Project Location: The Roof Replacement project will take place at 8 public housing units located at
the Bayo Vista, Rodeo area of the County, at the following address es :
111 California Street, APN 357-352-001; 123 California Street, APN 357-352-001
134 California Street, APN 357-340-001; 136 California Street, APN 357-340-001
158 California Street, APN 357-340-001; 313 California Street, APN 357-362-001
315 California Street, APN 357-362-001; 1249 Trigger Road, APN 357-352-001
Description of Nature, Purpose and Beneficiaries of Project: This project involves roof replacement
of 8 units owned by the Housing Authority of Contra Costa County. This project also involve s the award
of a construction contract to Garland/DBS, INC, in the amount of $399,942 to allow the roof replacement
project and other related actions . Over the past winter, each of the eight public housing buildings have
been experiencing roof leaks , and potentially dry rot. The roof leaks, which have been increasing in
frequency and severity, have been temporarily addressed with patching and other repairs. The roofing
at these buildings are at the end of their useful lives and require permanent replacemen t.
Lead Agency: Department of Conservation and Development - Contact: Telma B. Moreira (925) 674-
7783.
Name of Person or Agency Carrying Out Project: Housing Authority of Contra Costa County-
3133 Estudillo Street, Martinez, CA 94553- Contact: Robert Moore (925) 957-8025.
Exempt Status:
Ministerial Project (Sec. 21080(b) (1); 15268 (a); Categorical Exemption, Section 15301
Declared Emergency (Sec. 21080(b)(3); 15269(a)); Other Statutory Exemption
Emergency Project (Sec. 21080(b)(4); 15269(b)(c)); General Rule of Applicability
Reasons why project is exempt: This project is exempt from CEQA as Section 15301 consists of the operation,
repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or public structures,
involving negligible expansion of the existing or former use.
If filed by applicant:
1. Attach certified document of exemption finding.
2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No
Signature: ________________________________Date_______________Title: _________________________
Contra Costa County Department of Conservation and Development
Signed by Lead Agency Signed by Applicant
AFFIDAVIT OF FILING AND POSTING
I declare that on I received and posted this notice as required by
California Public Resources Code Section 21152(c). Said notice will remain posted for 30 days from
the filing date.
Signature Title
Applicant: Department of Fish and Game Fees Due
Robert Moore EIR - $3,343.25 Total Due: $
Housing Authority of the
County of Contra Costa
3133 Estudillo Street
Martinez, CA 94553
(925) 957-8025
Neg. Dec. - $2,406.75 Total Paid $
DeMinimis Findings - $0
County Clerk - $50 Receipt #:
Conservation & Development - $25
RECOMMENDATIONS
DENY claim filed by Yvonne Baker.
BACKGROUND
DENY claim filed by Yvonne Baker.
FISCAL IMPACT
No fiscal impact.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: Scott Selby
925.335.1400
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: July 14, 2020
Joseph Villarreal, Executive Director
By: Stacey M. Boyd, Deputy
cc:
C. 1
To:Contra Costa County Housing Authority Board of Commissioners
From:David Twa, County Administrator
Date:July 14, 2020
Contra
Costa
County
Subject:Claims
CLERK'S ADDENDUM
RECOMMENDATIONS
ADOPT Resolution No.5229 to approve collection loss write-offs in the public housing program in the
amount of $ 40,643.89 for the quarter ending March 31, 2020.
BACKGROUND
The Housing Authority takes action to write off accounts that have been determined to be non-collectible.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.9
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:COLLECTION LOSS WRITE-OFF FOR THE QUARTER ENDING MARCH 31, 2020
BACKGROUND (CONT'D)
For this quarter ending March 31, 2020 a breakdown of the recommended write-offs, by housing
development, is provided in the following table:
CA011-001
Alhambra Terrace
Martinez $1,150.00
CA011-003
Bridgemont
Antioch $0
CA011-004
Los Nogales
Brentwood $0
CA011 005
El Pueblo
Pittsburg $6,665.00
CA011-006
Las Deltas
N. Richmond $988.00
CA11-008
Los Arboles
Oakley $1,407.31
CA011-009A
Las Deltas
N. Richmond $0
CA011-009B
Las Deltas
N. Richmond $4,069.97
CA011-010
Bayo Vista
Rodeo $19,828.50
CA011-011 Hacienda
Martinez $3,365.20
CA011-012 Casa de Manana
Oakley $0
CA011-013
Casa de Serena
Bay Point $0
CA011-015
Elder Winds
Antioch $3,170.91
CA011-4501
Vista del Camino
San Pablo $0
CA011-4502 Kidd Manor $0
TOTAL $40,644.89
A total of 20 accounts are being recommended for write-off, representing an average of $2,032.19 per
account.
The following table illustrates the collection losses per quarter for the past four quarters.
Conventional Program
THIS QUARTER
03/31/2020 $40,644.89
12/31/2019 $97,148.32
03/31/2018 $50,381.06
Prior to submission of an account for write-offs, the staff makes every effort to collect money owed to
HACCC. Once the account is written off, staff uploads debt amount to HUD's Debts Owed System, to
further Housing Authorities' efforts to collect monies owed. Past participants that owe Housing
Agencies may be denied admission to public housing or housing choice voucher programs in the future
unless the debt is repaid.
FISCAL IMPACT
Uncollectible amounts impact the budget by reducing total rental income. The Housing Authority of the
County of Contra Costa (HACCC) regularly writes off those accounts that have been determined to be
uncollectible. Once an account is written off, it can be turned over to a collection agency. For the period
ending March 31, 2020, the collection loss write-off total is $40,644.89.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to adopt Resolution No. 5229 these accounts would inflate
the total accounts receivable for HACCC and present an inaccurate financial position.
CLERK'S ADDENDUM
AGENDA ATTACHMENTS
Write Off Chart
RES Write Off
MINUTES ATTACHMENTS
Signed Resolution No. 5229
C:\Windows\TEMP\BCL Technologies \easyPDF 7\@BCL@8015A859\@BCL@8015A859.docx
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, 2020
____________________________________________________________________________
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 n on-
collectible:
PROJECT RENT LEGAL MAINTENANCE TOTAL TENANT
ACCOUNTS
Alhambra Terr. Martinez
CAL 11-1
$200.00
-0-
$950.00
$1,150.00
1
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
$6,540.00
-0-
$125.00
$6,665.0
1
Las Deltas, N. Richmond
CAL 11-6
$510.50
-0-
$477.50
$988.00
3
Los Arboles, Oakley
CAL 11-8
$198.00
-0-
$1,209.31
$1,407.31
1
Las Deltas, N. Richmond
CAL 11-9A
-0-
-0-
-0-
-0-
0
Las Deltas, N. Richmond
CAL 11-9B
$3,397.00
-0-
$672.97
$4,069.97
5
Bayo Vista, Rodeo
CAL 11-10
$17,023.25
-0-
$2,805.25
$19,828.50
5
Hacienda, Martinez
CAL 11-11
$781.34
-0-
$2,583.86
$3,365.20
3
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
$400.91
-0-
$2,770.00
$3,170.91
1
Vista del Camino
San Pablo
4501
-0-
-0-
-0-
-0-
0
Kidd Manor, San Pablo
4502
-0-
-0-
-0-
-0-
0
TOTALS:
$29,051.00
-0-
$11,593.89
$40,644.89
20
THE BOARD OF COMMISSIONERS
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
RESOLUTION NO. 5229
RESOLUTION APPROVING COLLECTION LOSS WRITE-OFF IN THE AMOUNT OF $40,644.89 FOR THE
PERIOD ENDING MARCH 31, 2020
WHEREAS, a 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
continued 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 f or period
ending March 31, 2020
Conventional
Program
Dwelling Rent
$29,051.00
Legal Charges
$0
Maintenance & Other Charges
$11,593.89
TOTAL
$40,644.89
PASSED AND ADOPTED ON ___________________________by the following vote of the Commissioners.
RECOMMENDATIONS
APPROVE and AUTHORIZE the Executive Director of the Housing Authority of the County of Contra
Costa, or his designee, to execute a twelve month contract with the City of Pittsburg in an amount not to
exceed $158,000 to provide the Housing Authority’s El Pueblo public housing development with additional
law enforcement services for the period beginning July 1, 2020 and ending June 30, 2021.
BACKGROUND
For the past twenty-three years (or more), HACCC has contracted with the City of Pittsburg to provide one
full-time police officer for additional community-oriented policing duties at the El Pueblo Housing
Development. The officer focuses on eliminating drug-related activities, eliminating violent crimes, and
working closely with residents to provide services beyond those normally offered by the police.
FISCAL IMPACT
The Housing Authority’s (HACCC) total cost for one year service will not exceed $158,000. Funding for
this contract is included in HACCC's current budget using the public housing operating subsidy provided
by the U. S. Department of Housing and Urban Development.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: 9259578028
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.7
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:CONTRACT WITH THE CITY OF PITTSBURG POLICE DEPARTMENT FOR COMMUNITY POLICING
SERVICES AT THE EL PUEBLO PUBLIC HOUSING DEVELOPMENT IN THE CITY OF PITTS
CONSEQUENCE OF NEGATIVE ACTION
If the Board of Commissioners does not approve this contract, the City of Pittsburg will not have sufficient
resources to continue providing additional law enforcement services to the residents of the El Pueblo public
housing community.
CLERK'S ADDENDUM
RECOMMENDATIONS
APPROVE and AUTHORIZE the Executive Director of the Housing Authority of the County of Contra
Costa, or his designee, to execute a twelve-month contract with the Contra Costa County Sheriff's
Department in an amount not to exceed $250,000 to provide the Housing Authority’s Bayo Vista public
housing development with additional law enforcement services for the period beginning July 1, 2020 and
ending June 30, 2021.
BACKGROUND
For over twenty-five years, HACCC has contracted with the Contra Costa County Sheriff’s Department to
provide one full-time Sheriff’s Deputy for additional community-oriented policing duties at the Bayo Vista
Housing Development in Rodeo. The Deputy focuses on eliminating violent crimes, and working closely
with the residents to provide services beyond those normally offered by the Sheriff's office.
FISCAL IMPACT
The Housing Authority’s (HACCC) total cost for one year service will not exceed $250,000. Funding for
this contract is included in HACCC's current budget using the public housing operating subsidy provided
by the U. S. Department of Housing and Urban Development.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: 9259578028
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.6
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:CONTRACT WITH THE CONTRA COSTA COUNTY SHERIFF'S DEPARTMENT FOR COMMUNITY
POLICING SERVICES AT THE BAYO VISTA PUBLIC HOUSING DEVELOPMENT
CONSEQUENCE OF NEGATIVE ACTION
If the Board of Commissioners does not approve this contract, the Sheriff's department will not have
sufficient resources to continue providing additional law enforcement services to the residents of the Bayo
Vista public housing community.
CLERK'S ADDENDUM
RECOMMENDATIONS
APPROVE and AUTHORIZE the Executive Director of the Housing Authority of the County of Contra
Costa, or his designee, to execute a six-month contract with the Contra Costa County Sheriff's Department
in an amount not to exceed $125,000 to provide the Housing Authority’s Las Deltas public housing
development with additional law enforcement services for the period beginning July 1, 2020 and ending
December 31, 2020.
BACKGROUND
HACCC has contracted with the Contra Costa County Sheriff’s Department for over twenty-five years to
provide one full-time Sheriff’s Deputy focused on additional community-oriented policing services at the
Las Deltas Housing Development in Richmond, CA (Development). Over the past few years, HACCC has
relocated every resident from the Development to other affordable housing units throughout Contra Costa
County under the Rental Assistance Demonstration Program (RAD). Now that all of the former tenants
have moved, HACCC is working with HUD to finalize the release of the Development from the public
housing program. Once this is complete, HACCC will begin the process of selling the property and/or
partnering with developers to create new, project-based affordable housing on-site. These last two steps
will take time to complete. While the property sits vacant, HACCC requires additional law enforcement
services to address criminal and nuisance activities in the Development.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: 9259578028
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.8
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:CONTRACT WITH THE CONTRA COSTA COUNTY SHERIFF'S DEPARTMENT FOR LAW ENFORCEMENT
SERVICES AT THE LAS DELTAS DEVELOPMENT
FISCAL IMPACT
(HACCC) total cost for the six-month service will not exceed $125,000. Funding for this contract is
included in HACCC's current budget using the public housing operating subsidy provided by the U. S.
Department of Housing and Urban Development (HUD).
CONSEQUENCE OF NEGATIVE ACTION
If the Board of Commissioners does not approve this contract, the Sheriff's department will not have
sufficient resources to provide additional law enforcement services to the property located in North
Richmond, CA.
CLERK'S ADDENDUM
RECOMMENDATIONS
ACCEPT the 2019-2020 Fiscal Year End (Unaudited) Budget Report for the period ending 3/31/20.
BACKGROUND
This report is intended to provide the Board of Commissioners with an overview of the financial operating
position of the Housing Authority of the County of Contra Costa (HACCC) for the Fiscal Year Ending
3/31/20. The report begins with a summary of HACCC’s overall fiscal standing at the end of the quarter.
The overall numbers are then broken down by individual funds. Each fund overview includes a brief
program summary and an explanation of the variance between budgeted and actual performance.
AGENCY OVERVIEW: Budget Report
HACCC's overall budget position for the Fiscal Year 3/31/20 is shown in the chart below. Activity in the
Public Housing Program had the most significant impact on HACCC's budget.
The variance in revenue and expenditures at the Agency Level is a summary of all variances reported at the
program levels. The program revenue and expenditure variance summary is as follows:
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
Commissioner
Contact: 9259578028
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.3
To:Contra Costa County Housing Authority Board of Commissioners
From:
Date:July 14, 2020
Contra
Costa
County
Subject:FY 2019-2020 Fiscal Year End Budget Report
BACKGROUND (CONT'D)
Revenue Variance Summary
Housing Choice Vouchers favorable variance $ 2,486,155
Public Housing favorable variance 1,124,544
State and Local favorable variance 918,415
Housing Certificate favorable variance 301,406
Agency Favorable Variance $ 4,830,520
Expenditure Variance Summary
Housing Choice Vouchers favorable variance $ -1,543,369
State and Local unfavorable variance - 689,295
Public Housing unfavorable variance - 937,842
Housing Certificate favorable variance - 397,583
Agency Unfavorable Variance $-3,568,089
HACC
Agency
Summary
Annual
Budget
4th
Quarter
Actual
3/31/2020
Remaining
FY
Estimate
Annual
Total
Variance
Revenue $
183,684,001
$
188,511,521
$ -0- $
188,511,521
$ 4,830,520
Expenditures $
184,610,904
$
188,178,994
$ -0- $
188,178,994
$(
3,568,090)
$ (929,903)$ 332,527 $ -0-$ 332,527
The net change to overall reserves was an increase of $332,527. The summary of Agency Reserves by Program and type is as
follows:
Analysis of Agency
Reserves
Beginning
Balance 4/1/19
(Audited)
4th Quarter ending
3/31/2020
(Unaudited)
Reserve
Balance period
ending 3/31/2020
(Unaudited)
Total Reserves $ 32,479,898 $ 332,527 $ 32,812,425
Net Invested in Capital Assets
Housing Choice Vouchers $ 353,584 $ 946,832 $ 1,300,416
Public Housing & Cap. Funds $ 6,419,660 $ 211,191 $ 6,630,851
State & Local Programs $ 13,474,466 $ (892,159)$ 12,582,307
Housing Certificates Programs -0--0--0-
Total Capital Assets $ 20,247,710 $ 2,769,238 $ 23,016,948
Restricted Reserves
Housing Choice Vouchers $ -0-$ -0-$ -0-
Public Housing & Cap. Funds
FISCAL IMPACT
None. Information item only.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to accept the investment report it would result in an audit finding of non-compliance
and could ultimately affect future funding from the U.S. Department of Housing and Urban Development (HUD).
CLERK'S ADDENDUM
RECOMMENDATIONS
RECEIVE the Housing Authority of the County of Contra Costa’s investment report for the quarter ending
March 31st, 2020.
BACKGROUND
California Government Code (CGC) Section 53646 requires the Housing Authority of the County of
Contra Costa (HACCC) to present the Board of Commissioners with a quarterly investment report that
provides a complete description of HACCC’s portfolio. The report is required to show the issuers, type of
investments, maturity dates, par values (equal to market value here) and the current market values of each
component of the portfolio, including funds managed by third party contractors.
It must also include the source of the portfolio valuation (in HACCC’s case it is the issuer). Finally, the
report must provide certifications that (1) all investment actions executed since the last report have been
made in full compliance with the Investment Policy and; (2) HACCC will meet its expenditure obligations
for the next six months. (CGC 53646(b)) The state-mandated report has been amended to indicate the
amount of interest earned and how the interest was allocated. The amended report is attached.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.2
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:INVESTMENT REPORT FOR THE QUARTER ENDING MARCH 31, 2020
BACKGROUND (CONT'D)
In summary, HACCC had $26,026.98 in interest earnings for the quarter ending March 31st, 2020. That
interest was earned within discrete programs and most of the interest earned is available only for use
within the program which earned the interest. Further, interest earnings may be restricted to specific
purposes within a given program. The Housing Choice Voucher Program reserve as of 12/31/2013 held
in cash and investments was transitioned to HUD held program reserve account. Non-restricted interest
earnings within both the voucher and public housing programs must be used solely within those
programs, but such interest earnings can be used for a wider range of purposes within the individual
programs. The interest earned in the State and Local fund can be used for any purpose within HACCC’s
scope of operations. The interest earned for the quarter ending March 31st, 2020 is shown below. A
more detailed report is attached.
FISCAL IMPACT
None. For reporting purposes only.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners elect not to accept the investment report it would result in an audit
finding of non-compliance and could ultimately affect future funding from the U.S. Department of
Housing and Urban Development (HUD).
CLERK'S ADDENDUM
ATTACHMENTS
Investment Report
RECOMMENDATIONS
RATIFY and APPROVE the Housing Choice Voucher payment standards for the Housing Authority of the
County of Contra Costa effective June 1, 2020 in response to COVID-19.
BACKGROUND
Payment standards are used to calculate the housing assistance payment (HAP), or subsidy, that a housing
authority (HA) will pay on behalf of families leasing units under the program. Each HA must establish a
schedule of payment standard amounts by bedroom size. The range of possible payment standard amounts
is based on HUD’s published fair market rent (FMR) schedule for the FMR area within which the HA has
jurisdiction. HACCC’s payment standards are based on the FMRs for the Oakland-Fremont, CA Metro area
which includes all of Alameda and Contra Costa Counties. FMRs are based on the 40th percentile of rents
charged for standard housing in the FMR area. This is the dollar amount below which 40 percent of the
standard-quality rental housing units are rented. HAs may set their payment standards amounts from 90% to
110% of the published FMRs without HUD approval. Payment standards can be set higher or lower than
this basic range in response to market conditions with HUD approval.
Action of Board On: 07/14/2020 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF COMMISSIONERS
AYE:John Gioia, Commissioner
Candace Andersen,
Commissioner
Diane Burgis, Commissioner
Karen Mitchoff,
Commissioner
Federal D. Glover,
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: July 14, 2020
Joseph Villarreal, Executive Director
By: June McHuen, Deputy
cc:
C.4
To:Contra Costa County Housing Authority Board of Commissioners
From:Joseph Villarreal, Housing Authority
Date:July 14, 2020
Contra
Costa
County
Subject:RATIFY AND APPROVE THE HOUSING CHOICE VOUCHER PAYMENT STANDARDS EFFECTIVE JUNE 1,
2020 IN RESPONSE TO COVID-19
BACKGROUND (CONT'D)
The level at which the payment standards are set directly affects the amount of subsidy a family will
receive, and the amount of rent paid by program participants. If the payment standard amount is too low:
Families may need to pay more for rent than they can afford; or
Families may have a hard time finding acceptable units or units in more desirable areas; or
Housing choices will be narrowed and the HA’s efforts to affirmatively further fair housing will be undermined.
If the payment standards amounts are too high, owners may be encouraged to ask for higher than reasonable
rents.
As approved by the Board on January 12, 2016, HACCC's payment standards were split into two different
amounts. One payment standard was established for all cities located in East County and a second payment
standard was established for the rest of the cities in HACCC's jurisdiction. This was done to give families
greater access to housing opportunities in low poverty neighborhoods throughout the County and to limit
the tendency for families to lease in high poverty areas concentrated in East County
The Board approved Payment Standards on September 24, 2019 that took effect October 1, 2019. These
payment standards were based on revised FMRs published by HUD on August 3, 2019. Despite the
strength of our rental market, HUD’s FMRs declined for some bedroom sizes. As a result, several of
HACCC’s payment standards were lowered in order to stay within HUD’s range of 90% to 110% of the
published FMR. Specifically, the studio through three bedroom payment standards outside of East County
were all reduced.
Assuming rent, utilities and household income stay the same, a family whose payment standard is reduced
will have to pay more for their rent and HACCC will pay less. In order to protect families from an
immediate financial impact, HUD regulations require that whenever the payment standard is reduced, it
will not be applied to a specific family's rent calculation until that family's second annual income
certification. The first families impacted by the 2019 decrease in payment standards were scheduled to have
their share of rent increase as of June 1, 2020. In order to prevent this during the COVID-19 pandemic, staff
raised the payment standards for the families affected starting June 1, 2020. As stated above, the affected
families are those living in studio, one, two or three bedroom units outside of East County. It is these
payment standards that were increased effective June 1, 2020. All other payment standards were left the
same since they were not going to have the same negative impact on families. The revised payment
standards fall within HUD’s 90% to 110% range of the currently published FMR. Due to past decreases in
HUD’s FMRs (despite a rental market that never really slowed), HACCC adjustment to the studio through
three bedroom Payment Standards restores them to the amounts that were in effect on October, 2017.
The proposed payment standards are as follows:
EAST COUNTY - Antioch, Bay Point, Bethel Island, Brentwood, Byron, Discovery
Bay, Knightsen, Oakley
0-BR 1-BR 2-BR 3-BR 4-BR 5-BR 6-BR 7-BR
PS $1,435 $1,723 $2,173 $3,017 $3,552 $4,085 $4,617 $5,150
% of FMR 96.44%95.30%97.05%99.18%95.48%95.49%95.47%95.48%
All Other Cities in HACCC’s Jurisdiction:
0-BR 1-BR 2-BR 3-BR 4-BR 5-BR 6-BR 7-BR
PS $1,578 $1,895 $2,390 $3,318 $3,945 $4,537 $5,129 $5,721
% of FMR 106.05%104.81%106.74%109.07%106.05%106.05%106.06%106.06%
FMR $1,488 $1,808 $2,239 $3,042 $3,720 $4,278 $4,836 $5,394
110% of FMR $1,636 $1,988 $2,462 $3,346 $4,092 $4,705 $5,319 $5,933
FISCAL IMPACT
Funding for this program is provided by the U.S. Department of Housing and Urban Development (HUD).
Funding for the proposed change is provided for in the Housing Authority of the County of Contra Costa's
(HACCC) current budget.
CONSEQUENCE OF NEGATIVE ACTION
Should the Board of Commissioners not adopt and approve the proposed payment standards, then a
significant number of families will suffer financially.
CLERK'S ADDENDUM