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Home My WebLink AboutMINUTES - 06101997 - C68 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Richard J. Martinez,Executive Director DATE: June 10, 1997 SUBJECT: ADOPT RESOLUTION NO.4006 APPROVING CERTIFICATION FOR THE PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM FOR YEAR ENDING MARCH 31, 1997 SPECIFIC REQUEST(S) OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: ADOPT Resolution No.4006 approving the Public Housing Management Program Certification for the Housing Authority of the County of Contra Costa and AUTHORIZE the Executive Director to submit this certification and any related documentation to the U.S.Department of Housing and Urban Development II. FINANCIAL IMPACT: None III. REASONS FOR RECOMMENDATIONMACKGROUND On January 17, 1992,the U.S. Department of Housing and Urban Development(HUD)issued a federal regulation in the Federal Register requiring that all public housing authorities submit a certification for the Public Housing Management Assessment Program(PHMAP)and all necessary related documentation. This certification must be made on an annual basis, following the end of the Housing Authority's fiscal year. The PHMAP has been established in accordance with Section 502 of the National Affordable Housing Act of 1990,as amended,and will help HUD ensure that public housing functions are well managed. The PHMAP Certification is a performance statement based on several management indicators as determined by HUD. The Certification is for the Housing Authority's fiscal year ending March 31, 1997. The Agency's presumptive PHMAP score for this year is 97. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve Resolution No.4006,the Housing Authority would be in default of its regulatory obligations required by HUD which could jeopardize continued funding for the operation of its Public Housing Programs. CONTINUED ON ATTACHMENT: YES SIGNATURE(;?!,,!� RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON June 10, 1997 APPROVED AS RECOMMENDED x OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A X 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 June 10, 1997 PHIL BATCHELOR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR OBY ,DEPUTY bophmap THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 4006 RESOLUTION APPROVING THE PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM CERTIFICATION AND AUTHORIZING SUBMISSION OF RELATED DOCUMENTATION WHEREAS, it is the desire of the Board of Commissioners of the Housing Authority of the County of Contra Costa to continue to provide decent, safe and sanitary housing for its tenants; and, WHEREAS,the Housing Authority of the County of Contra Costa("PHA")wishes to ensure that its public housing functions as a well-managed enterprise in accordance with Section 502 of the National Affordable Housing Act of 1990, as amended: NOW, THEREFORE,BE IT RESOLVED BY PHA, as follows: 1. The Public Housing Management Assessment Program certification for the Housing Authority of the County of Contra Costa is hereby approved; and, 2. The Executive Director of the Housing Authority of the County of Contra Costa is authorized to submit this certification and any related documentation to the Depart of Housing and Urban Development. This Resolution shall be effective immediately. PASSED AND ADOPTED ON Il lnp10' _1 q97 by the following vote of the Commissioners. AYES: Commissioners Rogers, Uilkema, Gerber, Canciamilla, DeSaulnier NOES: None ABSENT: None 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 junP 10, 1997 PHIL BATCHELOR, CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY4O&J—La phmapres-res U.S.Department of Housing OMB No.2577-0156(exp.6130/99} i' tifiG.i��*:,s;;Gl+y Management and Urban Development Assessment Program Office of Public and Indian Housing (PHMAP) Certification Public reporting burden for this collection of information is estimated to average d hours per response,including the time for reviewing instructions,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the coliection of information.Send comments regarding thin burden estimate or any other aspectot this collection of intotmation,including suggestions for reducing this burden,to the Reports ManagementOfficer,Paperworr Reduction Project(2577-0156),Office of information Technology,U.S.Department of Housing and Urban Development,id OM con=D.C.number. 3600. This agency may not collect this information,and you are not required to complete this form.unless it displays a currently valid OMB control number. Do not send this toren to the above address. ct of 1990 which established seven specific indicators and direct This information is collected to implement section 502 of the National Affordable Housing A the Secretary to develop no more than five other factors(indicators)deemed appropriate to assess the management performance of public housing agertcle: (PHAs)in ail major areas of management operations. PHAs will complete the PHMAP Certification form HUD-50072 and submit it to HUD. The information is used by HUD to assess all major areas of PHA's managementoperations.designate PHAs as troubled and mod-troubled.enter into a Memorandum of Agreemen (MOA)with troubled and mod-troubled PHAs,and report annually to Congress on the status of troubled and mod-troubled PHAs. This information is requirec for HUD to fulfill statutory requirements of the 1990 Act. The information collected does not tend itself to confidentiality. Instructions: A PHA/RMC/AME's responses to this certification form must be the PHA/RMC/AME's actual data:e.g.,prior to any adjustment: for modifications and/or exclusion requests to the indicators. Round percentages to the nearest two decimal points. indicator#1: Component#1: Item b: Total number of ACC days is obtained by multiplying the total number of units under ACC by the numbs of days in the year. This figure should be adjusted accordingly for units that are added during the fiscal year being assessed based on the dat: the unit(S)reached the end of the initial operating period(E)OP). For FY Ending Sumniss1O^Date P"RMC/AME Name HOUSING AUTHORITY OF THE COUNTY O 3/31/97 5/28/97 F CONTRA COSTA Prolem names)it RMClAME The management functions for the following indicator(s)have been assumed by an RMC/AME,and the RMC/AME certification is attached(entc indicator numbers or NIA}; indicator*11' Vacancy Rate and Unit Turnaround Time Component#1: Vacancy Rate a. PHA has implemented an adequate system to track the duration o7vacancies enter Yes or No) YES b. Total number of ACC days 409 8 c. Total number of non-dwelling days d Total number of employee occupied days _ e. Total number of days where units were deprogrammed � 0 I. Total number of actual vacancy days g Total number of vacancy days exempted for modernization 2'893 h. Total number of vacancy days exempted for market conditions N/A i. Total number of vacancy days where units were exempted due to law or regulations N/A j. Total number of vacancy days where units were exempted for other reasons N/A k. Percentage points reduction of actual vacancies within past three years(enter percent or N/A) N/A Component#2: unit Turnaround PHA shall respondto thequestions below,even if it certiflesto a grade of C oraboveonthe vacancy corttponeM a. PHA has implemented an adequate system to track unit turnaround,including down time.make ready time,and 3 YES lease up time(enter Yes or No) ! 21,836 b Total number of turnaround days � C. Total number of vacancy days exempted for modernization 2,89 t d Total number of vacancy days exempted for other reasons 1 N/A e Total number of vacant units turned around and leased in the PHA's immediate past fiscal year N/A f. Average number of calendar days units were in down time g. Average number of calendar days units were in make ready time N/A h. Average number of calendar days units were in tease up time N/A farm HUD-50072 (4r: previous editions are obsolete. page t of 4 slyi iiiitAi ref.Handbook 746 X114 Q.. Indicator 13: Rents Uncollected a. Dwelling rent owed by residents in possession at the beginning of the assessed f iscai year,carried forward from t$ 8,461 the previous fiscal year �$ 2,368,044 b. Dwelling rents billed during FY being assessed $ 2,376,505 c. Dwelling rents collected during FY being assessed Indicator#4- Work Orders a. PHA has implemented an adequate system to account for and control work orders(enter Yes or NO) YES Component#is Emergency Work Orders a. Total number of emergency work orders 6M66056 _ b. Total number of emergency work orders corrected/abated within 24 hours Component#2: Non-Emergency Work Orders EEEE#E E a. Total number of non-emergency work orders 23784 b. Total number of calendar days it took to complete non-emergency work orders 3576 c. Average number of days PHA has reduced the timed takes to complete non-emergency work orders over the past N/A three years(enter average number of days or N/A) Indicator#5- Annual Inspection of Units and Systems Component 9 1: Annual Inspection of Units a. PHA has implemented an adequate inspection program that generates quality inspections and tracks both I inspections and repairs(enter Yes or No) YES b. Total number of ACC units 1123 c. Units exempted where the PHA made 2 documented attempts to inspect and is enforcing the lease d. Vacant units exempted for modernization �N A 9. Vacant units exempted for other reasons N A -stringent 11 r f. Total number of units inspected using local code or HUD HOS if there is no local code orthe local code is less. 1140 g. Total number of units meeting local coda/HQS h. PHA completed all repairs an units where necessary for local code/HQS compliance either during the inspection. issued work orders for the repairs, or referred the deficiency to the current year's or next year's modernization I YES program(enter Yes or NO) Component#2: Annual Inspection of Systems a. Total number of sites b. Total number of sites exempted tram the inspection at systems C, Total number at sites where all systems were inspected in accordance to the PHA maintenance plan 1; d. Total number of buildings �373 0. Total number of buildings exempted from the inspection of systems 0 f. Total number of buildings where all systems were inspected in accordance to the PHA maintenance plan 3 3- g. PHA performed required maintenance on buildings and sites in accordance with specifications or local/PHA standards,orissued work YES orders for the repairs,or included the deficiencies in the current year's or next year's modernization program(enter Yes or NO) indicator#6* Financial Management Component#1: Cash Reserves a. Amount at cash reserves 1,22 817 PHA shall respond to the questions for eitherOption A or Option B,below,even if It certifies to a grade of C or i above on the cash reserves component. Component#2: Energy Consumption a. All PHA units have tenant-paid utilities(enter Yes or No) I YES Option A: Energy/Utlitty Consumption Expenses a. Total energy/utility consumption expenses 895,005 t rm HUD-50072 (4/9 Previous editions are obsolete. Page 2 of 4 ret Handbook 7460 Optiofi B,Energy Audit a. PHA has completed or updated its energy audit within the past 5 years(enter Yes or No) b. All of the recommendations that were cost effective were implemented(enter Yes,No or NIA) c. PHA has an implementation plan to implement all of the recommendations that were cost effective(enter Yes,No or N/A) d PHA is on schedule with its implementation pian based on available funds(enter Yes No or N/A) Indicator#7: Resident Services and Community Building PHAs with fewer than 250 units or with 100%elderly developments will not be assessed under this indicator unless otherwise specified below —� a. Check if PHA with fewer than 250 units or 100%elderly developments requests to be assessed under this indicator(enter Yes or No) Component#1: Economic uplift and Self improvement a. PHA requests to be assessed for all non-HUD funded programs implemented(enter Yes or No) =c — o b. PHA Board of Commissioners has adopted economic uplift and self-improvement programs(enter Y c. Percentage of family occupied units where a PHA can document it has implemented these programd. PHA monitors performance and issues reports concerning progress(enter Yes or Na) Component#2: Resident Organization a. PHA can document it recognizes resident councils,and has a system of communication and collaboration with and supports resident councils(enter Yes or No) YES b. Where no resident council exists,PHA can document it encouraged the formation of resident councils(enter Yes or No) YES Component#3: Resident Involvement a. PHA Board of Commissioners,by resolution,provides for resident representation on the Board and committees(enter Yes or No) YES b. PHA implemented measures that ensure residents have input into:(check all that are applicable) Security Screening/occupancy Maintenance 0 Operating budget Relocation X Resident programs X Modernization and development programs Component 94: Resident Programs Management a. PHA has HUD funded special programs(enter Yes or No) YES b. PHA has a Resident Management or Tenant Opportunity Program where the PHA is the contract administrator(enter Yes or No) � c. PHA requests to be assessed for ail non-HUD funded programs(enter Yes or No) NO d. Percentage of goals the PHA can document it met under implementation plan(s) 1007 of Indicator#S: Security PHAs with fewer than 250 units will not be assessed under this Indicator unless otherwise specified below a. Check if PHA with fewer than 250 units requests to be assessed under this indicator ( - Component#1: Tracking and Reporting Crime-related Problems --. a. PHA has Board adopted polices and implemented procedures to track crime and crime-related problems(enter Yes or No) YES b. PHA can document that it has a cooperative system for tracking and reporting crime to local police authorities(enter Yes or No) YES c. PHA can document it reports crime to local police authorities(enter Yes or No) YES d. Percentage of developments where PHA can document it tracks crime and crime-related problems 100 Component#2: Screening of Applicants a. PHA has Board adopted policies and implemented screening procedures that reflect the One-Strike criteria(enter Yes or No) b. PHA can document that screening procedures result in successfully denying admission to applicants who meet the One-Strike criteria(enter Yes or No) YES c. Screening procedures result in denying admission to applicants who meet the One-Strike criteria(enter Yes or No) YES Component#3: Lease Enforcement a. PHA has Board adopted policies and implemented eviction procedures that reflect the One-Strike criteria(enter Yes or No�im b. PHA can document that eviction procedures result inappropriately evicting residents who meet One-Strike criteria(enter Yes or No) YE S c. Eviction procedures result in the eviction of residents who meet the One-Strike criteria(enter Yes or No) YES — form HUO-50072 (4/9 Previous editions are obsolete. Page 3 of 4 ref.Handbook 7460 Companent#4: Grant Program Goals a. PHA has HUD funded drug prevention and/or crime reduction programs(enter Yes or No) YES b. PHA requests to be assessed for all non-HUD funded drug prevention and crime reduction programs(enter Yes or Ho) NO c. PHA can document that the program goals are related to drug and crime rates(enter Yes or No). YES d. Percentage of goals that the PHA can document it met under implementation plan(s)for any and all of these programs 90 Adjustments for Physical Condition and/or Neighborhood Environment a. PHA claims adjustment for physical condition and/or neighborhood environment(enter Yes or No) NO b. Total units(not exempted for any other reason)subject to both physical conditions and neighborhood environment N/A c. Total units (not exempted for any other reason)subject to physical conditions only N/A d. Total units(not exempted for any other reason)subject to neighborhood environment only N. We hereby certify that, as of the submission date, the above indicators, under the Public Housing Management Assessmen Program(PHMAP),are true and accurate for its fiscal year indicated above. The undersigned further certify that.to their presen knowledge,there is no evidence to indicate seriously deficient performance that casts doubt on the PHA's capacity to preserv( and protect its public housing developments and operate them in accordance with Federal law and regulations. Appropriat( sanctions for intentional false certification will be imposed, including suspension or debarment of the signatories. Chairoerson.Board of commissioners:(signature&date) Attested to by: (Executi tors signature&date) / is and J. Mar nez, Executive Director XMark DeSaulnier, :hairpers6n Board o'f Supervis A Board Resolution approving this certification is required and must be attached to the executed certification. RMC/AME certifica tions shall be signed by the corresponding organization's top executive or head. form HUD 50072 (4i9. Previous editions are obsolete. Page 4 of 4 ret.Handbook 7460