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Home My WebLink AboutAGENDA - 12092014 - HA Annotated Agenda (2) CALENDAR FOR THE BOARD OF COMMISSIONERS BOARD CHAMBERS ROOM 107, COUNTY ADMINISTRATION BUILDING 651 PINE STREET MARTINEZ, CALIFORNIA 94553-1229 KAREN MITCHOFF, CHAIR JOHN GIOIA, VICE CHAIR CANDACE ANDERSEN MARY N. PIEPHO FEDERAL D. GLOVER FAY NATHANIEL AQUEELA BOWIE JOSEPH VILLARREAL, EXECUTIVE DIRECTOR, (925) 957-8000 The Board of Commissioners respects your time, and every attempt is made to accurately estimate when an item may be heard by the Board. All times specified for items on the Board of Commissioners agenda are approximate. Items may be heard later than indicated depending on the business of the day. Your patience is appreciated. ANNOTATED AGENDA & MINUTES December 9, 2014 1:30 P.M. Convene and call to order. Convened and called to order at 1:45 p.m. CONSIDER CONSENT ITEMS: (Item listed as C.1 on the following agenda ) - Items are subject to removal from the Consent Calendar by request from any Commissioner or on request for discussion by a member of the public. Items removed from the Consent Calendar will be considered with the Discussion Items. DISCUSSION ITEMS D. 1 CONSIDER Consent Items previously removed. There were no items removed for discussion. D. 2 PUBLIC COMMENT (2 Minutes/Speaker) There were no requests to speak at public comment D.3 HEARING to consider adoption of Resolution No. 5183, entitled the "PHA D.3 HEARING to consider adoption of Resolution No. 5183, entitled the "PHA Certification of Compliance with the PHA Plans and Related Regulations Board Resolutions to Accompany the PHA 5-Year and Annual Plan," approving the Public Housing Agency (PHA) Annual Plan for fiscal year 2015-16 and Five-Year Plan for fiscal years 2015-2019, including revisions to the Admissions and Continued Occupancy Plan and the Section 8 Administrative Plan. Speaker: Mehdi Baroumandi, resident of Contra Costa. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Mary N. Piepho AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Fay Nathaniel AYE Commissioner Aqueela Bowie AYE ADJOURN Adjourned today's meeting at 2:00 p.m. CONSENT ITEMS: C.1 ADOPT Resolution No. 5182 to approve collection loss write-offs in the public housing program in the amount of $10,361.43 for the quarter ending September 30, 2014. Commissioner John Gioia AYE Commissioner Candace Andersen AYE Commissioner Mary N. Piepho AYE Commissioner Karen Mitchoff AYE Commissioner Federal D. Glover AYE Commissioner Fay Nathaniel AYE Commissioner Aqueela Bowie 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. PERSONS WHO WISH TO ADDRESS THE BOARD MAY BE LIMITED TO THREE (3) MINUTES AGENDA DEADLINE: Thursday, 12 noon, 12 days before the Tuesday Board meetings. RECOMMENDATIONS 1. OPEN the public hearing on the Housing Authority's 5-Year and Annual Plan for fiscal year 2015-2016 and Five-Year Plan for fiscal years 2015-2019, RECEIVE testimony, and CLOSE the public hearing. 2. ADOPT Resolution No. 5183 titled the "PHA Certification of Compliance with the PHA Plans and Related Regulations Board Resolutions to Accompany the PHA Plan" approving the Public Housing Agency (PHA) Annual Plan for fiscal year 2015-2016 and Five-Year Plan for fiscal years 2015-2019, including revisions to the Admissions and Continued Occupancy Plan and the Section 8 Administrative Plan. BACKGROUND Any local, regional or state agency that receives funds to operate a federal public housing or housing choice voucher (Section 8) program must submit a Public Housing Agency (PHA) Plan. The PHA Plan is a template that outlines public housing agency policies, programs, operations, and strategies for meeting local housing needs and goals. There are two parts to the PHA Plan: the Five-Year Plan, which each PHA submits to HUD once every fifth PHA fiscal year, and the Annual Plan, which is submitted to HUD every year. The Five-Year Plan describes the agency’s mission and the long-term goals for achieving that mission over the subsequent five years. The Annual Plan provides details about the PHA’s current programs and the resident population served, as well as the PHA’s strategy for addressing the housing needs of currently assisted families and the larger community. The Annual Plan also serves as the PHA’s yearly request for grants to support improvements to public housing buildings (through the Capital Fund Program). Action of Board On: 12/09/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Mary N. Piepho, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Fay Nathaniel, Commissioner Aqueela Bowie, 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: December 9, 2014 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: D.3 To:Housing Authority Bd of Commissioners From:Joseph Villarreal, Housing Authority Date:December 9, 2014 Contra Costa County Subject:Public Housing Agency Annual Plan for Fiscal Year 2015-2016 and Five-Year Plan for Fiscal Years 2015-2019 BACKGROUND (CONT'D) > As required by HUD, Housing Authority (HACCC) staff provided public notice of this hearing in the Contra Costa Times on October 18 and October 20, 2014. Staff met with the agency’s Resident Advisory Board (RAB) on October 1, October 8, and December 8, 2014 to discuss the proposed Plan. The following sections discuss the major changes proposed by staff to the Annual Plan and its elements approved by the Board last year and to HACCC’s policies. Public Housing HACCC’s Limited English Proficiency (LEP) Policies have been updated to list five steps that will be taken when an LEP Implementation Plan is written or updated. If HACCC determines it is appropriate to develop a written LEP plan, the following five steps will be taken: (1) Identify LEP individuals who need language assistance; (2) identify language assistance measures; (3) train staff; (4) provide notice to LEP persons; and (5) monitor and update the LEP plan. HACCC’s Reasonable Accommodation policy has been updated to clarify that a written request for accommodation is not required. HACCC will ask the family to make its request in writing using a reasonable accommodation request form provided by HACCC in order to document the request. However, HACCC will consider an accommodation request any time a family indicates that an accommodation is needed, regardless of whether the request is submitted in writing, and regardless of whether the request is submitted on HACCC’s Reasonable Accommodation form. HACCC will use this same process to address requests for physical modifications of units. HACCC will ask the family to make its request in writing, but this will not be required and HACCC will consider a modification request any time a family indicates that a physical modification is needed. Capital Fund The Capital Fund program provides PHAs with annual funding from HUD for public housing development, financing and modernization as well as for management improvements and security costs. Capital fund dollars cannot be used for luxury improvements, direct social services, costs funded by other HUD programs or any other ineligible activities as determined by HUD on a case-by-case basis. PHAs must report annually on how they plan to use outstanding capital funds as part of the PHA Plan process. The proposed PHA Plan shows ongoing and planned capital fund activity. The following projects have been budgeted for HACCC’s Federal Fiscal Year (FFY) 2014 and 2015 capital funding in the proposed PHA Plan: $264,000 for non-routine maintenance repairs (ordinary maintenance items such as window and flooring replacement or electrical repair where the scale of damage is beyond the scope of day-to-day maintenance) at various properties $250,000 for unscheduled and emergency unit modernization and site improvements at various properties $214,000 for site electrical repairs (transformers, poles, wires, etc.) at Alhambra Terrace in Martinez $162,000 for electrical repairs in individual units at Los Nogales in Brentwood $140,000 for construction and rehabilitation of on-site management offices at various properties $100,000 for exterior lighting repairs at Casa De Serena in Bay Point $80,000 for office, networking and computer equipment for on-site management offices at various properties $70,000 for general site improvements at various properties $60,000 for exterior lighting repairs at El Pueblo in Pittsburg $40,000 for playground repair at Vista Del Camino in San Pablo $40,000 for accessibility improvements at various properties The Capital Fund Five Year Action Plan is also attached. Staff expect to update these projections during calendar year 2015. An initial analysis of financing options for each public housing property is nearing completion. Once this is finished and brought to the Board for consideration, staff will adjust the Five Year Action Plan as appropriate. Further, staff used the FFY 2015 funding level as the projected funding in future fiscal years (FFY 2016 through FFY 2019) since that amount is known. These projections will be updated as actual funding levels become known. Housing Choice Voucher HACCC added the following items to Administrative Plan: HACCC’s Limited English Proficiency (LEP) Policies have been updated to list five steps that will be taken when an LEP Implementation Plan is written or updated. If HACCC determines it is appropriate to develop a written LEP plan, the following five steps will be taken: (1) Identify LEP individuals who need language assistance; (2) identify language assistance measures; (3) train staff; (4) provide notice to LEP persons; and (5) monitor and update the LEP plan. HACCC’s Reasonable Accommodation policy has been updated to clarify that a written request for accommodation is not required. HACCC will ask the family to make its request in writing using a reasonable accommodation request form provided by HACCC in order to document the request. However, HACCC will consider an accommodation request any time a family indicates that an accommodation is needed, regardless of whether the request is submitted in writing, and regardless of whether the request is submitted on HACCC’s Reasonable Accommodation form. HACCC will use this same process to address requests for physical modifications of units. HACCC will ask the family to make its request in writing, but this will not be required and HACCC will consider a modification request any time a family indicates that a physical modification is needed. The ability of voucher holders to self-certify assets under $5,000 as now permitted by HUD. The adoption of a minimum inspection period of 24 months (as opposed to 12) for units under the program. Units that fail any inspection or that receive complaints regarding physical condition will be inspected more frequently. HACCC must annually review utility allowances and is required by HUD to update them if there is a change of more than 10 percent in any of the allowances since the last time that allowance was revised. Because HACCC processes annual reexaminations several months in advance in order to ensure compliance with HUD processing timelines, it is possible that some clients would be subject to a retroactive decrease in utility allowance. This would have the effect of increasing the tenant share of rent. In order to give proper notice of such an increase, any voucher client subject to a retroactive decrease in utility allowance will be given an interim reexamination before the implementation of such change. This will ensure they are given at least a 30-day notice of the decrease in utility allowance and corresponding increase in their rent share. The voucher term for existing and portable voucher holders was increased from 90 to 120 days since these families are familiar with the program and this will decrease paperwork for both them and staff. New voucher holders will continue to be issued a 90-day voucher that can be extended. This will allow staff to counsel any families who are having trouble locating a suitable unit. Similarly, an abridged briefing packet will be provided to all families who move (including ports) who are currently on the voucher program instead of a full briefing. All new voucher families (including ports) will still be required to attend a full briefing. A complete copy of the proposed PHA Plan and attachments as well as the Administrative Plan and ACOP are 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 PHA Plan, the HACCC will be out of compliance with HUD requirements and may not receive any funding via HUD’s Capital Fund program until the PHA Plan has been submitted to, and approved by, HUD. HUD may also impose additional sanctions beyond the withholding of Capital Fund moneys. CLERK'S ADDENDUM Speaker: Mehdi Baroumandi, resident of Contra Costa. AGENDA ATTACHMENTS Resolution No. 5183 PHA 5 Year and Annual Plan 2015-19 Attachment A CFP Grant CA39PO1150113 CFP Grant CA39PO50115 CFP Grant CA39PO1150114 CFP Five Year Action Plan MINUTES ATTACHMENTS Signed Resolution 5183 RECOMMENDATIONS ADOPT Resolution No. 5182 to approve collection loss write-offs in the public housing program in the amount of $10,361.43 for the quarter ending September 30, 2014. BACKGROUND This collection loss is for the public housing program. The requested collection loss write-off reflects a total of 18 accounts that are recommended for write-off. The following chart illustrates the collection losses per quarter for the past four quarters: Conventional Program 09/14 $10,361.43 06/14 $22,139.84 03/14 $28,464.62 12/13 $35,642.60 Prior to submission of an account for write-off, staff makes every effort to collect money owed to Housing Authority of the County of Contra Costa (HACCC). Once an account is written-off, it may be referred to a collection agency for further repayment efforts. Action of Board On: 12/09/2014 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF COMMISSIONERS AYE:John Gioia, Commissioner Candace Andersen, Commissioner Mary N. Piepho, Commissioner Karen Mitchoff, Commissioner Federal D. Glover, Commissioner Fay Nathaniel, Commissioner Aqueela Bowie, 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: December 9, 2014 Joseph Villarreal, Executive Director By: June McHuen, Deputy cc: C.1 To:Housing Authority Bd of Commissioners From:Joseph Villarreal, Housing Authority Date:December 9, 2014 Contra Costa County Subject:Collection Loss Write-Off for the Quarter Ending September 30, 2014 BACKGROUND (CONT'D) > Past participants who owe HACCC, or any other housing authority, money may be denied admission to the public housing or housing choice voucher programs in the future unless the debt is repaid. Past participants can be denied admission in the future even if their debt has been written off. FISCAL IMPACT Uncollectable accounts impact on the budget by reducing total rental income. At the end of each quarter, the HACCC writes off those accounts that have been determined to be uncollectable. Once an account is written off, it can be turned over to a collection agency. For the quarter ending September 30, 2014, the collection loss write-off total is $10,361.43. CONSEQUENCE OF NEGATIVE ACTION Should the Board of Commissioners elect not to adopt Resolution No. 5182, these accounts would inflate the total accounts receivable for HACCC and present an inaccurate financial picture. CLERK'S ADDENDUM AGENDA ATTACHMENTS Resolution No. 5182 CLWO Report MINUTES ATTACHMENTS Signed Resolution 5182 C:\DOCUME~1\DESTIN~1\LOCALS~1\Temp\BCL Technologies\easyPDF 7\@BCL@E813527A\@BCL@E813527A.DOC THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5182 RESOLUTION APPROVING COLLECTION LOSS WRITE-OFF IN THE AMOUNT OF $10,361.43 FOR THE QUARTER ENDING SEPTEMBER 30, 2014 WHEREAS, certain vacated tenant accounts have been determined to be uncollectable by management; and WHEREAS, these tenant accounts may have been, or may be, turned over to a collection agency for continuing collection efforts; NOW, THEREFORE, BE IT RESOLVED, by the Board of Commissioners of the Housing Authority of the County of Contra Costa that the following amounts be written off for collection loss for the quarter ending SEPTEMBER 30, 2014 Conventional Program Dwelling Rent $ 1,842.36 Legal Charges $ 0.00 Maintenance & Other Charges $ 8,519.07 Total $10,361.43 PASSED AND ADOPTED ON ____________________________________by the following vote of the Commissioners. AYES: NOES: ABSENT: ABSTAIN: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED____________________________________ JOSEPH VILLARREAL, SECRETARY OF THE BOARD OF COMMISSIONERS AND EXECUTIVE DIRECTOR BY___________________________________________ C:\DOCUME~1\DESTIN~1\LOCALS~1\Temp\BCL Technologies\easyPDF 7\@BCL@7414274D\@BCL@7414274D.doc 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: September 30, 2014 ____________________________________________________________________________ I have reviewed the request for Vacated Collection Loss Write-Off Accounts submitted by the Housing Managers and recommend that the following amounts be written off/submitted as non- collectible: PROJECT RENT LEGAL MAINTENANCE TOTAL TENANT ACCOUNTS Alhambra Terr. Martinez CAL 11-1 -0- -0- -0- -0- 0 Bridgemont, Antioch CAL 11-3 $327.27 -0- $3,395.57 $3,722.84 1 Los Nogales, Brentwood CAL 11-4 -0- -0- -0- -0- 0 El Pueblo, Pittsburg CAL 11-5 $617.00 -0- $1,844.39 $2,461.39 3 Las Deltas, N. Richmond CAL 11-6 -0- -0- -0- -0- 0 Los Arboles, Oakley CAL 11-8 $543.00 -0- $720.50 $1,263.50 1 Las Deltas, N. Richmond CAL 11-9A -0- -0- -0- -0- 0 Las Deltas, N. Richmond CAL 11-9B -0- -0- -0- -0- 0 Bayo Vista, Rodeo CAL 11-10 $355.09 -0- $2,558.61 $2,913.70 4 Hacienda, Martinez CAL 11-11 -0- -0- -0- -0- 0 Casa de Manana, Oakley CAL 11-12 -0- -0- -0- -0- 0 Casa de Serena Bay Point CAL 11-13 -0- -0- -0- -0- 0 Elder Winds, Antioch CAL 11-15 -0- -0- -0- -0- 0 Vista del Camino San Pablo 4501 -0- -0- -0- -0- 0 Kidd Manor, San Pablo 4502 -0- -0- -0- -0- 0 TOTALS: $1,842.36 -0- $8,519.07 $10,361.43 9