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HomeMy WebLinkAboutMINUTES - 11161999 - C151-C152 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan,Executive Director DATE: November 16th, 1999 SUBJECT: ADOPT RESOLUTION NO. 4081 APPROVING THE PERFORMANCE AND EVALUATION REPORTS FOR HUD COMPREHENSIVE GRANTS NOS. CA039POI 1705,CA039POl 1706, AND CA039PO11707. SPECIFIC REQUEST{S)OR RECOMMENDATION(S)&BACKGROUND AND J JSTIFICATION 1. RECOMMENDED ACTION: ADOPT Resolution No.4081 approving the Performance and Evaluation Reports for HUD Comprehensive Grants Nos. CA039POI 1705,CA039POI 1706,and CA039POI 1707, and certifying that reasonable efforts have bee made to allow residents to review and comment on said report prior to submission to HUD. Il. FINANCIAL IMPACT: There is no fiscal impact associated with this action,except as stated under Negative Consequences below. Ill. REASONS FOR RECOMMENDATION/BACKGROUND In accordance with HUD regulations,the Housing Authority is required to provide reasonable opportunity to notify public housing residents the opportunity to review and comment on the draft Performance and Evaluation Report for each Comprehensive Grant awarded. These reports state the status of each of the budgeted work items,the amount of funds obligated and the amounts spent. The Comprehensive Grant Program is used to fund modernization and management improvements for the Housing Authority's Conventional Public Housing Developments. The reports for Grants CA039PO11705, CA039P011706,and CA039P011707 for the period ending'9/30/99 are now due. • In order to comply with the letter and intent of this regulation,the following steps were taken: • The draft reports were delivered to all Resident Councils. It is our belief,therefore,that reasonable efforts were made to notify residents of their opportunity to review the draft Reports. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve the execution of a contract the Housing Authority may experience scheduling delays,which may jeopardize funding allocated to this project. CONTINUED ON ATTACHMENT: SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE r APPROVE OTHER SIGNATURE(S): r� Af ACTION OF BOARD ON 3 ' x� } ` y ' ' APPROVED AS RECOMMENDED -0+HLqt VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A UNANIMOUS (ABSENT , ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTED PHIL BATCHELOR,CLtRK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY � DEPUTY _ _. ... THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO 4081 ADOPTING RESOLUTION NO. APPROVING THE PERFORMANCE AND EVALUATION REPORTS FOR HUD COMPREHENSIVE GRANT PROGRAM NOS. CA039POI 170596, CA039POI 170697 AND CA039POI 170798 WHEREAS, It is the desire of the Board of Commissioners of the Housing Authority of the County of Contra Costa to provide decent, safe and sanitary housing for its residents; and, WHEREAS,housing units and facilities in the conventional projects have been selected for modernization under the Comprehensive Grant Programs to assure the continued operation of decent, safe and sanitary housing; and, WHEREAS,copies of the draft Performance and Evaluation Reports have been posted at all Housing Authority offices and delivered to all Resident Councils; and, WHEREAS,the Housing Authority of the County of Contra Costa has made reasonable efforts to notify residents of its conventional public housing developments of their opportunity to review the draft Performance and Evaluation Report and comment on it prior to submission to HUD, NOW, THEREFORE,BE IT RESOLVED that the Board of Commissioners of the Housing Authority of the County of Contra Costa: I. Approves the Comprehensive Grant Programs Performance and Evaluation Reports for grants NOS. CA039PO1170596, CA039P01170697 and CA039POI 170798 for the period ending September 30, 1999. 2. Certifies that reasonable efforts have been made to allow residents to review and comment on the report prior to its submission to HUD,and the Executive Director of the Housing Authority of the County of Contra Costa is authorized to submit any additional information in support of this certification which may be required by HUD. 3. This resolution shall take effect immediately. PASSED AND ADOPTED ON NOVEMBER 16 1999 by the following vote of the Commissioners. AYES: GIOIA, UILKEMA, DESAULNIER and CANCIAMILLA NOES: NONE ABSENT: GERBER ABSTAIN: NONE 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. 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C) � r � 6 Erwu�cc�5t3ictr -i a V c000000 Cs te GL W -► 0 0 to 0 0 C5 -4 a 0 C) 0'• m tv C6 iz u CA ° 3 C 'F txto ZI M ¢i, a w '* 10c w c i o > Q N cn w I tn CL Ul 0) w wFA V V C W to V s R• ^� V W .y- Housing Authority of the County of Contra Costa TO: BOARD OF COMMISSIONERS FROM: Robert McEwan, Executive Director DATE: Tuesday, November 16, 1999 SUBJECT: APPROVE RESOLUTION NO.4080 EXPANDING THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA(AUTHORITY)BOARD OF COMMISSIONERS BY ONE MEMBER,TO INCLUDE A RESIDENT COMMISSIONER,AS MANDATED BY FEDERAL LAW SPECIFIC REQUEST(S)OR RECOMMENDATION(S)AND BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: 1. CREATE one additional seat on the Housing Authority of the County of Contra Costa Board of Commissioners, effective December 31, 1999 as mandated by federal law. This new"Resident Commissioner'"seat shall be filled only by an Authority public housing resident or a recipient of housing assistance in the tenant-based Section 8 Program operated by the Authority. 2. APPROVE the following selection process to fill the new Resident Commissioner seat: (1)[DIRECT the Executive Director to ask one of the existing two Resident Advisory Housing Commissioners if they are willing to serve as Resident Commissioner. If both are willing to serve, DIRECT the Executive Director the Authority to recommend to the Board at a future meeting which current Resident Advisory Commissioner should serve as Resident Commissioner. (2) Should neither of the two existing Resident Advisory Housing Commissioners be able to serve, or should the Board elect not to follow the recommendation made by the Executive Director, DIRECT the Executive Director to announce and solicit applications for the vacant Resident Commissioner seat in the same manner as vacancies for Resident Advisory Housing Commissioner are announced and solicited. Following the normal solicitation process, an eligible Resident Commissioner will be appointed by the Board of Supervisors, upon recommendation of the Executive Director. (3) Reappointments and vacancies following the initial term will be filled by the Board of Supervisors. 3. APPROVE the following initial and subsequent terms for the Resident Commissioner seat: If a Resident Advisory Housing Commissioner is appointed as Resident Commissioner, the term of the Resident Commissioner will be contiguous with the appointee's term on the Advisory Housing Commission(i.e.,two years or less). If someone other than a Resident Advisory Commissioner is selected, the term of the Resident Commissioner will be for a period of two years, commencing with the date of appointment. 4. DETERMINE that the purpose of the foregoing actions is to comply with federal law and that this action supersedes any preexisting regulation, policy or procedure of the Authority to the contrary. 5. DIRECT the County Administrator to modify the Board of Supervisors'agenda so that all Authority agenda items be grouped separately from other County business and establish a specific time for Authority business at the Board of Supervisors meetings. 11. FINANCIAL IMPACT: Minimal. The recommended action would require that an additional commissioner stipend of$50 per meeting be paid. This would generate approximately$200 per month of additional expense to the Authority. Ill. REASONS FOR RECOMMENDATION/BACKGROUND Section 505 of the Federal"Quality Housing and Work Responsibility Act of 1998"(QHWRA),as implemented by federal regulations (24 CFR Part 964)requires that any public housing authority that has a public housing annual contribution contract or administers a Tenant Based Section 8 program must provide for resident membership on their governing body. The law mandates that If the governing board of a housing authority consists of elected board members(as is the case with the Authority's Board of Commissioners), at least one additional"resident commissioner" CONTINUED ON ATTACHMENT: YES SIGNATURE RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) t ACTION OF BOARD ON F APPROVED AS RECOMMENDED OTHER VOTE OF COMMISSIONERS , -UNANIMOUS(ABSENT _FZ ) I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND AYES: --__-- NOES: ENTERED ON THE MINUTES OF THE BOARD OF ABSENT: –__- ABSTAIN: COMMISSIONERS ON THE DATE SHOWN. ATTESTED ' u �� , '` -- — PHIL BATCHELOR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR Rpt$o 1999-12 BYr z�sz,. x � �,� �..�C=� -- , DEPUTY 11 _. ._... . ......... ... .... ._..._... ._.... .... Z'n' 11 seat must be created by December 31, 1999. The open seat must be filled with an eligible resident,which is defined to mean"a resident who is directly assisted by a public housing agency and is eighteen years of age or older." 24 CFR §964.435. The Authority has a public housing annual contribution contract and administers a Tenant Based Section 8 program and,thus, is subject to these requirements Presently,the Authority has a seven member Advisory Housing Commission(AHC), appointed by the Board of Commissioners. Two of the seven members are"Advisory Resident Commissioners", i.e. they either are tenants at one of the Authority's public housing developments or they receive housing assistance under the Section 8 program. One Resident Advisory Commissioner seat is currently vacant. The term of each Resident Advisory Commissioner is 2 years,as provided by State law. The AHC meets monthly,and more frequently if needed. The Board reviews Authority business and passes on its recommendation to the Board of Commissioners. Members of the AHC are generally well informed about Authority business and are,therefore,the best prepared to serve as a Resident Commissioner on the Authority's governing body,the Hoard of Commissioners. However, it is possible that,for a variety of reasons,a current Advisory Resident Commissioner may choose not to serve as a Resident Commissioner. The recommended action provides for this possibility by then advertising the vacancy and subsequently appointing an eligible resident. It is anticipated that the creation of the Resident Commissioner seat will have a minor impact on Hoard of Supervisors meetings. On Tuesdays when the Board of Supervisors is required to act as the Authority's Board of Commissioners, the Board will briefly adjourn as the Board of Supervisors, call the Resident Commissioner to the front, reconvene as the Board of Commissioners and act on any Housing Authority business before it. When the Housing Authority business is concluded,the Board will adjourn as the Board of Commissioners and reconvene as the Board of Supervisors, acting in all of its other capacities. Most weeks,this should not take more than a few minutes. To further streamline the procedure and accommodate the Resident Commissioner, it is recommended that a procedure be developed by the County Administrator to allow the Board of Supervisors to convene as the Board of Commissioners at or near the same time every week and to group all Housing Authority items,whether they be Consent, Presentation, Short Discussion Items, Deliberation Items or Hearings,together in one place on the agenda. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve this action,the Authority could be found to be out of compliance with federal law. This could jeopardize current and future HUD funding. Paap 2 of 2 Board Order November 16, 1999 Board of Commissioner Seat _. .1.111. .1111 _..._....._..__. .........1.11_.1... .. . ........ ................ . ........ ......... ........... ........ ......... ....... ........ ........_. ........ ........ THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 4080 RESOLUTION APPROVING EXPANDING THE HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA(AUTHORITY)BOARD OF COMMISSIONERS BY ONE MEMBER, TO INCLUDE A RESIDENT COMMISSIONER,AS MANDATED BY FEDERAL LAW WHEREAS, Section 505 of the Federal "Quality Housing and Work Responsibility Act of 1998" (QHWRA), as implemented by federal regulations (24 CFR Part 964) requires that any public housing authority that has a public housing annual contribution contract or administers a Tenant Based Section 8 program must provide for resident membership on their governing body; and WHEREAS the law mandates that If the governing board of a housing authority consists of elected board members (as is the case with the Authority's Board of Commissioners), at least one additional "resident commissioner"seat must be created by December 31, 1999; and WHEREAS the open seat must be filled with an eligible resident,which is defined to mean"a resident who is directly assisted by a public housing agency and is eighteen years of age or older." 24 CFR§964.435. The Authority has a public housing annual',contribution contract and administers a Tenant Based Section 8 program and, thus, is subject to these requirements, NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners of the Housing Authority of the County of Contra Costa that the following actions be taken: 1. CREATE one additional seat on the Housing Authority of the County of Contra Costa Board of Commissioners, effective December 31, 1999 as mandated by federal law. This new "Resident Commissioner" seat shall be filled only by an Authority public housing resident or a recipient of housing assistance in the tenant-based Section 8 Program operated by the Authority. 2. APPROVE the following selection process to fill the new Resident Commissioner seat: (1) DIRECT the Executive Director to ask one of the existing two Resident Advisory Housing Commissioners if they are willing to serve as Resident Commissioner. If both are willing to serve, DIRECT the Executive Director the Authority to recommend to the Board at a future meeting which current Resident Advisory Commissioner should serve as Resident Commissioner. (2) Should neither of the two existing Resident Advisory Housing Commissioners be able to serve, or should the Board elect not to follow the recommendation made by the Executive Director, DIRECT the Executive Director to announce and solicit applications for the vacant Resident Commissioner seat in the same manner as vacancies for Resident Advisory Housing Commissioner are announced and solicited. Following the normal solicitation process, an eligible Resident Commissioner will be appointed by the Board of Supervisors, upon recommendation of the Executive Director. (3) Reappointments and vacancies following the initial term will be filled by the Board of Supervisors. 3. APPROVE the following initial and subsequent terms for the Resident Commissioner seat: If a Resident Advisory Housing Commissioner is appointed as Resident Commissioner,the terra of the Resident Commissioner will be contiguous with the appointee's term on the Advisory Housing Commission(i.e.,two years or less). If someone other than a Resident Advisory Commissioner is selected,the term of the Resident Commissioner will be for a period of two years, commencing with the date of appointment. 4. DETERMINE that the purpose of the foregoing actions is to comply with federal law and that this action supercedes any preexisting regulation,policy or procedure of the Authority to the contrary. Page 1 of 2 hAsharelres4080.doc _.... _...... ........_.. ....._... _.................. ......... ...... .... ..._. ........ ......... .......... ........ ....... ...... ..... ............................................. ....... S. DIRECT the County Administrator to modify the Board of Supervisors' agenda so that all Authority agenda items be grouped separately from other County business and establish a specific time for Authority business at the Board of Supervisors meetings. PASSED AND ADOPTED ON NOVEMBER 16, 1999 by the following vote of the Commissioners. AYES: GIQIA, UILKEMA, QESAULNIER and CANCIAMILLA NOES: NONE ABSENT: GERBER ABSTAIN: NONE 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 NOVEMBER 16, 1999 PHIL BATCHELOR.,CLERK.OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY Page 2 of 2 hAshare\res4080.doc