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HomeMy WebLinkAboutMINUTES - 02272007 - HA.2 S- ` __ ? -� ` o TO: BOARD OF COMMISSIONERS .:`:_-�� ��=_�;,, Contra HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA Costa FROM: Commissioner Federal D. Glover �A~ �j Q u my Supe -----visor District V sr9 �en DATE: February 27, 2007 NA. SUBJECT: REVIEW OF HOUSING AUTHORITY POLICIES, PROGRAMS AND PROCEDURES SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION: 1. DIRECT County Administrator to coordinate a review of the policies, programs and procedures of the Housing Authority, including an immediate review of the Housing Authority's proposed budget for Fiscal Year 2007/2008. 2. DIRECT Housing Authority staff to immediately submit to the County Administrator, or his designee, a copy of the Housing Authority's approved budget for the fiscal year beginning April 1, 2006, including any supporting documentation. Also included should be a status report, explaining any area in which the Housing Authority is over or under budget. DIRECT Housing Authority staff to submit to the County Administrator, or his designee, no later than March 5, 2007, a draft of the Housing Authority's proposed budget for the fiscal year beginning April 1, 2007, including supporting documentation. 3. DIRECT Housing Authority staff to submit the County Administrator, or his designee, no later than April 30, 2007, a draft copy of any year-end reports required by the Department of Housing and Urban Development (HUD) for the fiscal year ending March 31, 2007, including supporting documentation. 4. DIRECT Housing Authority staff to submit all documents and information to the County Administrator, or his designee, requested or necessary to facilitate a review of the Housing Authority's policies, programs and procedures, including but not limited to the items listed in the Background Section below. All items are to be submitted to the County Administrator, or his designee, no later than April 30, 2007. FISCAL IMPACT: The Housing Authority's most recently-approved Agency-Wide Budget was in the amount of$98,220,945 for fiscal year ending March 31, 2007. The policies, programs and procedures of the Housing Authority impact the effective use of this money and the Housing Authority's eligibility for future funding. The initial fiscal impact of this action will be the cost of the review, including staff time and any required consultant time. All costs of this review should be paid from Housing Authority funds. CONTINUED ON ATTACHMENT: x YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECO ENDATION OF BOARD Cf MMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON ,'�L�—1p� APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. UNANIMOUS(ABSENT ) AYES: NOES: ABSENT: ABSTAIN: Contact: David E.Fraser,Chief of Staff 427-8138 ATTESTED ��� I cc: County Administrator p o� Housing Authority JOHN B.CULLEN,_CLERK OF THE BOARD OF County Counsel COM SS NERS AND BOARD OF SUPERVISORS B DEPUTY Federal D. Glover, Supervisor District V Review of Housing Authority Policies, Programs and Procedures February 27, 2007 Page 2 of 3 BACKGROUND: Adequate and affordable housing has been, and continues to be, an urgent need in Contra Costa County. The mission of the Housing Authority is to provide high-quality affordable housing solutions and promote self- sufficiency for low income people of this County. It is the goal of the Housing Authority to be a recognized leader in leveraging resources to create affordable housing programs and opportunities that contribute positively to the community. Recent reports, including the December Audit Report issued by the Office of the Inspector General of the United States Department.of Housing and Urban Development, have raised concerns about the operations of the Housing Authority. It has become clear that a thorough review of Housing Authority programs, policies and procedures is needed, so that the Board of Commissioners can be assured that the Housing Authority's programs are being effectively administered in accordance with all applicable state and federal laws and regulations. The Board needs to better understand the Housing Authority's programs, including areas in which there are deficiencies, so that it can ensure that the Housing Authority is making positive contributions to the communities in which it operates. It is proposed that the County Administrator coordinate a thorough review of all of the Housing Authority's policies, programs and procedures, and provide a report to the Board outlining the current status of the Housing Authority's operations and recommending ways in which the Housing Authority can improve. Housing Authority staff should immediately begin to gather and provide to the County Administrator, or his designee, the information necessary to conduct this review, including but not limited to the items listed below. a. A current organizational chart showing the names, positions and telephone numbers of all Housing Authority staff. b. A copy of all current Housing Authority policies and plans, including those listed below. If revisions to these items are proposed during the next fiscal year, a copy and/or description of any proposed revisions should also be furnished. (1) Agency Annual Plan and Five-Year Plan; (2) Section Eight Management Assessment Plan (SEMAP); (3) Section Eight Administrative Plan; (4) Admission and Continued Occupancy Plan (Public Housing); (5) Procurement Policies; (6) Personnel Policies. (7) Investment Policy (8) Any other policies or plans. C. A copy of all reports submitted to or required by the Department of Housing and Urban Development (HUD), beginning with Fiscal Year 03/04 to the present, including supporting documentation, and any HUD response. These documents would include: (1) SEMAP Certifications and Resolutions; (2) Public Housing Assistance Systems (PHAS) Certification and Resolution reports (Public Housing); (3) Audited Financial Assessment Sub-System (FASS) reports sent to HUD's Real Estate Assessment Center (REAC). Staff should provide an explanation for any audit findings and a report of corrective actions taken. (4) Voucher Management Systems (VMS) quarterly reports; (5) Labor Standards Enforcement reports (6) Monthly occupancy reports; (7) Monthly delinquency reports; (8) Monthly Housing Quality Standards (HQS) reports (9) Monthly Reexamination Reports (10) All year-end reports submitted to HUD. (11) Any other reports. d. A copy of all correspondence to and from HUD regarding Housing Authority programs, beginning with Fiscal Year 03/04 to present, including corrective action plans, reviews, ratings, monitoring visits, sanctions, Fair Housing reviews, audits and inspections. An explanation of the guidelines used by Housing Authority staff for submitting HUD correspondence to the Board of Commissioners should be included. Any current investigations or inquiries from HUD or any other federal investigatory agency should be highlighted and the status of those investigations or inquiries noted. Federal D. Glover, Supervisor District V Review of Housing Authority Policies, Programs and Procedures February 27, 2007 Page 3 of 3 e. Documentation pertaining to the Housing Authority's rating as a troubled agency and an explanation of the consequences of that rating. f. A summary of all outstanding contracts, including labor agreements, a copy of the contracts, and an explanation of the guidelines Housing Authority staff uses in determining whether to seek legal review of contracts and which contracts to submit to the Board of Commissioners for approval. g. A complete description of any other programs operated by the Housing Authority and any correspondence or reports pertaining to those programs, beginning with Fiscal Year 04/05 to the present. h. A summary of capital projects planned or currently underway and stage of development, including land acquisitions or dispositions and construction projects. The identity of all contractors, project costs, change orders and the reasons for the change orders, and similar information should be included. i. Housing Authority staff should provide a detailed report regarding the operation of the Section 8 program and the applicable HUD regulations and requirements. How many units are under budget? How many are leased-up? What are the HUD requirements in this regard? How are the Housing Quality Standards inspections administered? Are annual inspections being performed and, if so, on what schedule? On what schedule are annual reexaminations being done? Are inspections and examinations being done on a timely basis? What is considered at the time of the annual reexamination? What is considered at the time of entry into the program? What is the process for calculating tenant rent? How many units were inspected in 2006? How many reexaminations were done? If there are areas in which the Housing Authority is not in compliance with HUD regulations, the requirements should be noted and the Housing Authority's deficiencies, and the potential consequences, explained. j. Housing Authority staff should provide a calendar of HUD required tasks and deadlines for Fiscal Year 2007/2008, and quarterly reports on status. Housing Authority staff should also provide a calendar of HUD required tasks and deadlines for Fiscal Year 2006/2007 and indicate whether those deadlines were met. Were reports made on time? Has the Housing Authority been admonished or sanctioned for failure to make timely or accurate reports? It is recognized that this is a substantial undertaking and that this process will take time. However, the Housing Authority's next fiscal year begins on April 1, 2007, so some actions must be taken quickly. Of most immediate concern is the review of the Housing Authority's proposed Fiscal Year 2007/2008 budget. This review should be completed at the earliest opportunity so that the Board is fully informed before the Fiscal Year 2007/2008 budget is presented for formal approval. The calendar of HUD required tasks and deadlines for Fiscal Year 2007/2008 should be prepared and presented to the Board for review by April 3, 2007. The County Administrator's review of any year-end reports required by HUD should be presented to this Board for no later than June 5, 2007. The County Administrator's review of the SEMAP and PHAS reports, both of which require formal approval by Board resolution, should be completed and presented to the Board before the Board is required to take formal action approving these items. Generally, these reports must be submitted to HUD 60 days after the end of the fiscal year. Preliminary recommendations on the other items, or a status report, should be presented to the Board by September of this year. Housing Authority staff is directed to cooperate fully with the County Administrator's review of the Housing Authority's operations. The financial audit reports that are submitted to the Board for review in December of each year should include a full explanation of any findings or deficiencies including proposed corrective action.