The URL can be used to link to this page

Home My WebLink AboutMINUTES - 06231998 - C151 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA ,: i ! TO: BOARD OF COMMISSIONERS FROM: Richard J.Martinez,Executive Director DATE: June 23, 1998 SUBJECT: ADOPT RESOLUTION NO.4040 APPROVING CERTIFICATION FOR THE PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM FOR YEAR ENDING MARCH 31, 1998 SPE IFIL REQUESTS OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: ADOPT Resolution No.4040 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 RECOMMENDATION/BACKGROUND 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, 1998. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve Resolution No.4040,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 A-AZ� RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE X APPROVE OTHER SIGNATURE(S):1'�, ZA�ff ACTION OF BOARD ON JUN 2 3 1998 APPROVED AS RECOMMENDED_ _OTHER 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 JUN 2 3 1"8 PHIL BATCHELOR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY >DEPUTY bophmap �` THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 4040 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 June 23, 1998 by the following vote of the Commissioners. AYES: Commissioners Uilkema, Gerber, DeSaulnier, Canciamilla, Rogers 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 June 23, 1998 PHIL BATCHELOR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY Jy I Y 4. t phmapres-res Public Housing Management U.S.Department of Housing OMB No.2571-of56(exp.6130, Assessment Program and Urban Development (PMMAP) Certification Office of Public and Indian Housing Public reporting burdenfor this collection of information is estimated to average 4 hours per response,including the time for reviewing instructions,searci• existing data sources,gathering and maintaining the data needed,and completing and reviewing the coliectiom of information.Send comments regarding burden estimate or any other aspect of this collection of Information,including suggestions for reducing this burden,to the Reports Management Offi( Paperwork Reduction Project(2577-0156),Office of Information Technology,U.S.Department of Housing and Urban Development,Washington,D.C.204 3600. This agency may not collect this information,and you are not required to complete this form,unless it displays a currently valid OMS control num: Do not send this form to the above address. This information is collected to implement section 502 of the National Affordable Housing Act of 1990 which established seven specific Indicators and dire the Secretary to develop no more than five other factors(indicators)deemed appropriate to assess the management performance of public housing ager{ (PHAs)in all major areas of management operations. PHAs will complete the PHMAP Certification form HUD-50072 and submit it to HUD. The informs is used by HUD to assess all major areas of PHA's management operations,designate PHAs as troubled and mod-troubled,enter into a Memorandur Agreement(MOA)with troubled and mod-troubled PHAs,and report annually to Congress on the status of troubled and mod-troubled PHAs. This informs Is required for HUD to fulfill statutory requirements of the 1990 Act. The information collected does not lend 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 adjustme for modifications and/or exclusion requests to the indicators. Round percentages to the nearest two decimal points. Indicatorfl:1: Component#i: Item b: Total number of ACC days is obtained by multiplying the total number of units under ACCs by the num of days in the year. This figure should be adjusted accordingly for units that are added during the fiscal year being assessed based on date the unit(s)reached the end of the initial operating period(EICIP). PHAIRMCtAME Name Fpr FY Ending Submission Date HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA 3/31/98 6/5/98 Project name(s)if RMCiAME The management functions for the following indicator(s)have been assumed by an RMC/AME,and the RMC/AME certification is attac (enter indicator numbers or N/A): Indicator#1: Vacancy Rate and Unit Turnaround Time Component#1; Vacancy Mate a. PHA has implemented an adequate system to track the duration of vacancies(enter Yes or No) YES b. Total number of ACC days 409,895 c. Total number of non-dweiiing days 14,527 d. Total number of employee occupied days 0 e. Total number of days where units were deprogrammed 0 I. Total number of actual vacancy days ) 14,597 g. Total number of vacancy days exempted for modernization 2,597 h. Total number of vacancy days exempted for market conditions 0 L Total number of vacancy days where units were exempted due to law or regulations 6,763 j. Total number of vacancy days where units were exempted for other reasons 0 k. Percentage points reduction of actual vacancies_within past three years(enter percent or NSA) Component#2. Unit Turnaround PHA shah respond to the questions below,even if It certifies to a grader of C or above on the vacancy component a. PHA has implemented an adequate system to track unit turnaround,including down time,make ready time,and lease up time(enter Yes or No) N/A b. Total number of turnaround days N A C. Total number of vacancy days exempted for modernization N/A d. Total number of vacancy days exempted for other reasons N/A e. Total number of vacant units turned around and leased in the PHA's immediate past fiscal year N/A I. Average number of calendar days units were in down time N/A g. Average number of calendar days units were in make ready time N/A h. Average number of calendar days units were in lease up time N/A form HUD-60072 (� Previous editions are obsolete. Page i of 4 ref.Handbook 74 Indicator#3: Rents Uncollected a. Dwelling rent owed by residents in possession at the beginning of the assessed fiscal year.carried forward from i the previous fiscal year 16.4763 b. Dwelling rents billed during FY being assessed $ 23418,667 c. Dwelling rents collected during FY being assessed + 2.409,341 indicator#4: Work Girders a. PHA has implemented an adequate system to account for and control work orders(enter Yes or No) YES Component#1: Emergency Work Orders a. Total number of emergency work orders 266 b. Total number of emergency work orders corrected/abated within 24 hours 266 Component#2 Non-Smargsncy'Work Ordem a. Total number of non-emergency work orders 9,031 b. Total number of calendar days it took to complete non-emergency work orders c. Average number of days PHA has reduced the time it takes to complete non-emergency work orders over the past three years(enter average number of days or NIA) 1.3 DAXS Indicator#5: Annual inspection of Units and Systems Component#1: Annul inspection of Units a. PHA has implemented an adequate inspection program that generates quality inspections and tracks bath inspections and repairs(enter Yes or No) YES b. Total number of ACG units 112-14 c. Units exempted where the PHA made 2 documented attempts to inspect and is enforcing the lease d. Vacant units exempted for modernization 0 e. Vacant units exempted for other reasons 0 f. Totalnumber of units Inspected using knWcodoorMUD HOS df there is no local code orthe local code is less stringent 1140 g. Total number of units meeting local codefHQS 1140 h. PHA completed all repairs on units where necessary for local codeiHOS 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 program(enter Yes or No) YES Component#2: Annual inspection of Systems a. Total number of sites 6 b. Total number of sites exempted from the inspection of systems c. Total number of sites where all systems were inspected in accordance to the PHA maintenance pian 6 d. Total number of buildings e. Total number of buildings exempted from the inspection of systems 0 I. Total number of buildings where all systems were inspected In accordance to the PHA maintenance plan 373 g. PHA perlormed required triamtenance on buildings and sites in accordance with spwAcadM or locailPHA standattis.or tissued work orders for the repairs.or incchuded the deficiencies in the ctxrent years or next years modernization program(enter Yes or No) YES Indicator#6: Financial Management Component#t: Cash Reserves a. Amount of cash reserves 1 7 t7 15 b PHA shall respond to the questions for either Option A or Option 8,below,even if it certifies to a grade of C or above on the cash reserves component. Co#nponent#2: Energy ConsunMption a. All PHA units have tenant-paid utilities(enter Yes or No) Option A: EnsrgyfUtifity Consumption Expenses i a. Total energy/utility consumption expenses PrsvtwA eddlers are,absoists. ., Option 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 WA) c. PHA has an imomentation plan to implement all of the recommendations that were cost effective(enter Yes.No or NIA) d. PHA is on schedule with its Implementation plan, based on available funds(enter Yes, No or N/A) Indicator#7: Resident Services and Community Building PHAs with fewer than 260 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 tinder 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 o) NO b. PHA Board of Commissioners has adopted economic uplift and self-improvement programs(enter Yes or No) YES c. Percentage of family occupied units where a PHA can document it has implemented these programs 90 d. PHA monitors performance and issues reports concerning progress(enter Yes or No) YES 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 f 7x maintenance a] Operating budget Relocation Resident programs Modernization and development programs Component#4: Resident Programs Management a. PHA has HUD funded special programs (enter Yes or No) b. PHA has a Resident management or Tenant Opportunity Program where the PHA is the contract administrator(enter Yes or No) YES C. PHA requests to be assessed for all non-HUD funded programs(enter Yes or No) 0 d. Percentage of goals the PHA can document it met under implementation ptan(s) Indicator#8; Security PHAs with fewer than 250 units will not be assessed under this indicator unless otherwise specified below t a. Check it PHA with fewer than 250 units requests to be assessed under this indicator Component#1. Wracking and Reporting Crime-related Problems a. PHA has Board adopted policies 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 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) YES 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) Component M Lease Enforcement a. PHA has Board adopted policies and implemented eviction procedures that reflect the Cine-Strike criteria(enter Yes or No) VVA �. b. PHA can document that eviction procedures result in appropriately evicting residents who meet One-Strike criteria:(enter Yes or No) YES c. Eviction procedures result in the eviction of residents who meet the One-Strike criteria(enter Yes or No) YES I 1 loan HUD-50072 (4 Previous editions are obsolete. page 3 of 4 ref.Handbook 74 Component#4: Grant Program Goats a. PHA has HUES funded drug prevention and/or crime reduction programs(enter Yee or No) b. PHA requests to be assessed for all non-HUD funded drug prevention and crime reduction programs(enter Yes or No) c. PHA can document that the program goals are related to drug and crime rates(enter Yes or No) d. Percentage of goals that the PHA can document it met under implementation plans)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 Yea or No) NO b. Total units (not exempted for any other reason) subject to both physical conditions and neighborhood environment c. Total units(not exempted for any other reason)subject to physical conditions only d. Total units(not exempted for any other reason) subject to neighborhood environment only; We hereby certify that, as of the submission date, the above indicators,under the Public Housing Management Assessment Pro& (PHMAP).are true and accurate for its fiscal year indicated above. The undersigned further certify that,to their present knowler there is no evidence to indicate seriously deficient performance that casts doubt on the PHA`s capacity to preserve and protect its pu housing developments and operate them in accordance with Federal law and regulations. Appropriate sanctions for intentional f certification will be imposed. including suspension or debarment of the signatories. ChalVerson,Board of Commissioners:(signature&date) Attested to by: (Executive Directoes signature&date) XJim Roger', Chairperson, Board Of Commissioner Richard 3, Tarti7nz, Executive Director A Beard Resolution approving this certification is required and must be attached to the executed certification. RMC/AME certifications shall be signed by the corresponding organization's top executive or head. form Ht1A-150072 {� Previous editions are obsolete. Page 4 of 4 ref..iistxlbrtok 74„