HomeMy WebLinkAboutMINUTES - 06221999 - C205 Oc6
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HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
TO: BOARD OF COMMISSIONERS
FROM: Robert McEwan,Executive Director
DATE: June 22, 1999
SUBJECT: ADOPTION OF"PHA/IHA BOARD RESOLUTION NO.4068 APPROVING COMPREHENSIVE:PIAN
OR ANNUAL STATEMENT,COMPREHENSIVE GRANT PROGRAM(CGP)"AND AUTHORIZE
SUBMISSION OF A COMPREHENSIVE GRANT PROGRAM(CGP)APPLICATION FOR FEDERAL
FISCAL YEAR 1999
SPECIFIC REQUEST"(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
ADOPT PHA/IHA Board Resolution No.4068 Approving Comprehensive Plan Or Annual Statement,Comprehensive
Grant Program.(CCP)"
AUTHORIZE the Executive Director of the Housing Authority to submit a Comprehensive Plan and Grant Program
Application/Annual Statement to HUD;
11. FINANCIAL IMPACT:
None,except as noted under"Negative Consequences"below.
III. REASONS FOR RECOMMENDATION/BACKGROUND
Each year the Housing Authority is required by HUD to present an Annual Submission for the Comprehensive Grant
Program(CGP). In addition,every five years the Housing Authority is required to submit a Comprehensive Plan that further
details its strategy for use of CGI'funds. The Comprehensive Plan and Annual Submission is our application for funding under
the CGP. The CGP program provides modernization funding for public housing on a formula basis. The approximate amount
of funding for federal fiscal year 1999 is x;2.7 million. Attached herewith are copies of the Housing Authority's"Five Year
Strategic Planning Statement"and Five Year projected budget for this program.
Additionally,HUD requires that a resolution must be adopted certifying that the Housing Authority will comply with
certain Federal procedural and program provisions in administering the grant. This resolution will be included with the finalized
Annual Submission. A copy of this resolution is included herewith for your information.
IV. CONSEQUENCES OF NEGATIVE ACTION:
Should the Board of Commissioners elect not to authorize these actions,the Housing Authority would be unable to
access approximately$2.7 million of funding direly needed to modernize its existing public housing stock.
H:1 udyhm+z%MSOFFSCE\W#NWORD\BOARD\CGP soa:d order.doc
CONTINUED ON ATTACHMENT: YES SIGNATURE ,
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNTATURE(S): �' r
ACTION OF BOARD ON Sun e 2 , 1 APPROVED AS RECOMMENDED X)L__—OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY THAT THIS IS A
XX UNANIMOUS (ABSENT - - - - �} TRITE 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 dune 22, 1999
PHIL BATCHELOR,CLERK OF
THE BOARD OF COMMISSIONERS
AND COUNTY ADMINISTRATOR
lop
BY DEPUTY
h:yudyhrn soff' 1nword\board\cgp board order.doc
HA Board Resolution Approving U.S.Depamnent oft Housing fells rz�ms� ��3traa)
nt
Comprehensive Plan or Annual Statement !tom a Of P blic rated India
�at i3t�,iic a�lrttiii3tl dousing
Comprehensive grant Program (CCP) Resolution No. 4068
Public reporting e�¢ieSfrrt�rietWrt�M fey 46 1 )� ,tnrss+dlttgttsetleesittbre�t� t� we ft
d rinr arae rxeal rdtsg tlsls rtiesdi , #rsortrpleti fusri retr�erwirt¢tbs cdier n cfi rrtnas tetr . ..... cut...... r
,rpt ei ... of ftas txsll�i of�eatrests�sr�sldlrrg,ac�gestkiris ibr „ " f '�'Ia t#ie� ... Dain �',�' � Prisoi;
,I11 .flti u€itett oei:T.,. , . ,.13 t�f How g ani!Ehtsasi : tnfaietrietgtr '�,,,, cid, dtsr :
or sir,efnd a}`seers�i ie not rts+�uiresd to to,a t:oifdction est irrlarmution ursitalss trust oof6setiorj dielpieys s asiki isorttresl rswtsber.
00 tract t nets tante to ttm sbaft srhieassr.
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714cbieclkerto
lf.l dWff s"% ttteA,assi res...,. etf ?�:eta�st�tot et€1Authos�ty(F€A) #lsel3ttursesotr atisdetirs weNslsfs cttocir;
y.. ,yx�w+ .w�z�. •yam �{y. gat .y YYYy,.,
� �FfAi1/A�>iMWM�."v`l"' �^'^"�M .iti i'77'Y+w/i�galf R4i6RA#F�STi717J � �sR�llht.. .:. OaNAT '
are rieouired by regtaetion» The information reqtiested does not Derd melt to confide rWailty.
Acct sg erre) of loo rs€ t o rite y czw�n utwa t rthority 3t w� fhe) s t y
csor;tcsns:atte eee�uo tt3ep of i�txsiti �rtttz3cvclo.:....,.'elC fcorc3`s a�va t�1``�..,... erne.
or more as applicable):
Compo ben sive Plan Submitted on [71 Amendments to Comprehensive Pian Submitted on
Action Pian/Annual Statement Submitted on Amendments to Action Plan/Annual Statement
Submitted on
Icertify onbehalf ofthe:(HA Name) HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
1, Tisa HA will comply with al!policies,proctxlsstes,and requirements 9.
Thea iiAM du )'>w 2 scary ntal4 R">
prescribed by HUT) for modernization, including irnpiernenta kin of the 968.110(ci and(f)or 24 CFR 950,120(c)and(d);
modernization in a timely,efficient~and economical meaner, 10. The RA wiR :with#1 . el •
extrcc :p
2, The HA has established controls to ensure that any activity funded by the aaquisition require I m I ents under 24 CFR 968.108 or 24 CFR.930.117:
CGP is not also funded by any other HLM program. thereby preventing 11. Ther rout!!s ly w t3sesaq erlts ftntph)rmwt rl it)r
duplicate funding of any activity, under 24 CFR 969.110(a)or 24 CFR:954.115(ci):
3. The HA will not provide to any development mom assistance under the
provide sfutr snwaotust 12, 'Firer�€�:�ri#F. y'wtber: quit fcr� Vids
Cap thanisnecessary topaog, taltrssg _.:.>.... _:.:. ....
other government assistance provided; atadrts undor 2�fit 968.145�24 L�950.120£e);
4. proposed physical work will sneer rise modernization and energy 13. 'I`hte lArovilloosnglywi a rstrn#.. . ...
24 CSR 969.135 or 24 CPR 95012dit,
conservation standards under 24 CPR 968.115 or 24 CPR 950.610;
14. l >' P1Y v let' pante.hat8 a ttt>
5. The proposed activities, obligations and expenditures in the Annual meet is,ander 24 CFR.9168.110(k)or 24 CFR 950.1200+
sbdament arc consistent with the proposed or approved Comprehensive Plan
Of fisc HA; 15. Thea:"TA,bz w �, #1tt j y1
t:CiZltw t �w� ti ati�`.a,1 ~ ti:6�`- Z �a�L ( J�
And
6, The HA will comply with applicable nondiscrimination andequaldland518 2tR95t1652btt41 ), WA
opporrmnity requirements under 24 CFR 5.105(x)or 24 CPR 950.115, d lsaa vex# t tea t#!n
7. TbeHAwiUUlktaPMblittaffim2fiveactiOnt0awNdwAxiemWliOn nerd '
contracts to minority and women s business eaterpmes under 24 CFR y.trot in tise.0 tlte>aualves Pltrti
5.105(x)or 24 CFR 950.115(c),or the MA will,tis the greatest extent feasible, meat and any amendments thereto;
give preference to the award of modernization+contracts to Indian organza.
neons and Indian-owned economic entserprises under 24 CPR 950.175; 16, Tlrts'l Awsllrxsrtapiywstiaiise: icgwre cause-24� 1Ct2''
or 24 CFR 950.602 with respect to a Turnkey III development.arid'.
8. The HA has provided H1II3 or the responsible entity with any documen-
tation that the Department needs to carry out its review under the Nationat 17. The PHA well w ;ttrr€zspe Cal rcxpsu � 32 `
Rnvirottt=DzdPolicy Act:(N 'A)and odse rrelarad authorifm in acx dance
wit24 CFR 968.110(c),(d)and(m)or 24 CFR950.120(a),(b), and(h),and developmetu
h
will not obligate,in any manner,the expenditure of CGP funds,or otherwise 18, .Thei'sitadtrtsiation w+arlr:rovi€l pec houses that.is u;
undertake the activities identified in its Comprehensive Pian/Annual Stag and cost,but still blends in with the surrounding community.
anent,until tine HA receives written ncxifrcat'ionfr,m HUD indicating thatthe
Dcpuu=t has complied with its responsibilities under NEPA and other
relmued authorities;
Aflestead By: Board Chairman's flame; (Seal)
Joe Canciamilla
8aard Cha' n's Signature
a '
X
Warning: HLa tet see dairess and statements. Conviction may resrstt in criminat ano/or civil penalties, (18 U.S.C.1061,1010,torte: 31 U.S.C.3M 380¢)
Page 1 of 1 form HU0428 l(1'MM
ref:tf&ndbook74 8-
HA BoOrd Resolution Approving U.S.Clepidrttneirtart Housing t3 At sMvat:N �'lT�-W't7( 1131;0
and Ut$an Deveiopsnent
Comprehensive Plan or Annual Statement OfficeofPublic and Indian Housing Comprehensive Gant Program (CGP) Rpsol uti on No. 4068
Public reporting burden Iseadm dto a5min #+�tsertaa�r+�e,hu�udingttr�ii�rseiar�e��i+ `\
Meow g erirr at�ri trtait rwvi ate nista needed,anc3 mpis# sg atld revi�the oi`irtfortrratirxs. i nsttrse�rtts t rash
:.
at c>ttiar csi this rai�lle on #niottir tion fttcludirig suggestiotitr :bur #o firePAPofti tinsget7 dfir,i Fiecf t i:'r sj
� ,t of lfitrtratittn T
y,Us.: ofH and'1/rbsn.: ,flifaotsitsgtoc:,.#. tom. `fit t,rrr. ttts ;ticf>orxi l
or sponsor,and a person is not required to respond to,a collection of information unless that collection displays a valid OMB control number.
Do not sand this form to the above address.
ThfavAsefito.offriformation requireaft4i:assoondilloritoreoeive seeP gram soft Mousing Autt�fttlr ?3�ttpfisa�d 1st wi#coapt v �atattataty,
rtgu#etetryattciollleaM>iltttui €hili orris liodetisrmhteHlloottspliatx ,rsriritenttooarrtpiy,wiiliiE� nits tdthe
are required by regulation. The information requested does not lend itself to confidentlaifiy.
€A ti oof
ster Board
oitis.to t#te i ..p st nt of oxttsetnl g Ittttt -�EH#arrredI�eT velttp it �I reAg;}rg�!C ae erar n ...r..te..
A.t.ations:n m sap €may .41
t lt�wm$
or more as applicable):
Comprehensive Plan Submitted on Amendments to Comprehensive Flan Submitted on
Action Plan/Annual Statement Submitted on Amendments to Action plan/Annual Statement
Submitted on
F certify on behalf of the;(HA Name)
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
1. The KA will comply with all policies, procedures,and requirements9. Ilu�[A:witll. t x�+itt the n3fe: tirerietsts .:,WM,.
+ P Y
prescribed by HUD for modernization, including implementation of the 968.110(c)and(f)or 24 CFR 95O.120(c)and{d);
modernization in a timely,efficient and economical manner, i0. TI>e HA will y �e xne
2. The HA has established controls to ensure that any activity funded by the acquisition requirements under 24 CFR 968.108 or 24 CFR 950.11'7;
CGP is duplicate xf� of any activity-,ded by yother HCfF7 psr�gtarn thereby preventing 1 i. Thts I will c:ct iy 5r umments f' .tv
g Y ,,
under 24 CPR 968.110(a)or U t A 95O.115(d)
3. The HA will not provide to any development more assistance under the 12. .,Ilte l wi€1 1 ,i and
CGP than is necessary to provide affordable housing,after taking into accotutt
or CFR 968.
under 24 145 2CFR 95O.12O(c)4
other government assistance provided; audits u ,
4. The proposed 13. MRAwllfea plyvtrislrt rianttratr tat
p posed physical worst will meet the modernization and energy
conservation standards under 24 CFR 968.115 or 24 CFR 950.610; 24 CFR 968.135 or 24 CFR 95O.12f}(6
14. : ta wrll•'rly. paint .ttbag art; ctr
5. The proposed activities, obligations and expenditures in the Annual requirements under 24 CFTC 968.1 i(31k)or 24 CFR 95(1.12{1(8); .........
ne
Statement aconsistent with the proposed or approved Comprehensive Platt
of the HA; 15 'l$a hats t } 133L
Veringtewmtst
-
6. The HA will comply with applicable nondiscri Hina' aatlresltlertt � c�eroviFi22� �.�����t�j
p Y aPP tmn and equal (c9 325(ci}and9t58 2 95Q 652f } i( }, #t�(d};fate;
oppotltutity requirements under 24 CFA 5.105(x)or 24 CFR 950.115; andt ,
t3 t
7. The HA will take approbriate affirmative action to award modernization la Jtribal t caul k
contracts to minority and women's business enterprises under 24 CFR
5.1O5(a)or24CFR 950.115(e);orthe FHAwill,tothe greatest extent feasible, t tit andxnyxtnencimentvtheteta;
give preference to the award of modernization contracts to Indian organiza- 16. . EiA will 'lY Vilit-thr:000=1 , ,.." 4: 9W101.
tions and Indian-owned economic enterprises tureen 24 Ci"It 950.175; or 24 CFR950.602 with respect to a fiumkey Ill developmeat;'and
8. The HA has provided F FI3F)or the responsible entity with any docuttun- 17. T PEVA ape nal n8 Cwt
tation that the Department needs to carry out its review under the National � , ,\ .24
EnvsrontnentalPolicy Act(NEPA)PA)and othermlated authorities in accordance ' 1 '969
ylt
with 24 CFR 968.1 10(c),(d)and(m)or 24 CFR 950.12O(a),(b), and(h),and development
will not obligate,in any manner,the expenditure of CGP funds,or otherwise 18. T etto ern work wi€l prc+motc it:g that#s tit ig dessga
undertake the activities identified in its Comprehensive Plan/Annual State- and cost,but still blends in with the sounding community.
went,until the HA receives written notification from HIM indicating that the
Department has complied with its responsibilities under NEPA and other
related authorities;
Attested BY; Board Chairman's Narrm: (Seal)
I
JoR Canciamilla
Boa rd it an`s siq ur& &t®:
X
Warning: H96j4it p. ascots se claims and statements. Conviction may result in criminal and/or civil penatties. (18 U.S.C.1001.1010,1012: 31 U.S.C.3729,38M)
Page 1 of t form HUD-5 t 100) }
ref Handbook 74 ::4
COMPREHENSIVE GRAFT PROGRAM
FIVE "BEAR.STRATEGIC PLANNING
for 1999-2003
HOUSING AUTHORJTP OF THE COUNTY OF CONTRA COSTA
1n its most recent Five Year Physical":`deeds Assessment(1998-2002). the Housing Authority of the County of Contra
Costa(Authority)identified approximately$14.3 million in physical improvement needs throughout its 14 housing
developments. The Comprehensive Grant Program(CGP)funding for FFY 1999 will be$2,655,394. Although this
level of fimding varies somewhat from year to vear. it is reasonable to assume that approximately a similar amount
will be allocated for the next five years. Hence,the Authority anticipates receiving a total of$13,276,970 during the
upcoming five-year planning period to address some of these needs. Of that amount, a maximum of 20%, or
$2,655,000,may be spent for management improvements and a maximum of 10%, or$1,327,000 may be spent for
administration.
1 YWI 5 Year-T.
IPHYSICAL IMPROVEMENTS $1,859,394 $9,294,970
MANAGEMENT IMPROVEMENTS $531.000 $2,655,004
ADMINISTRATION/AUDIT 5265,000 51,327.040
ESTIMATED GRANT AMOUNT $2,655,T?4r $1.3,276,970
The Authority's philosophy regarding modernization is to use the majority of the funds for the year to comprehensive
modernize all of the units and buildings in one development at a time. This enables the agency to most efficiently and
effectively leverage the ftnnding available each year for modernization. Over the last fourteen years the Authority has
comprehensively modernized each of its family and senior developments under the CLAP and the Comprehensive Grant
Plan(CGP). During this current five year period,the Authority will begin modernization programs for two San Pablo
developments which are to be acquired by this agency, and make a considerable number of necessary upgrades to our
14 other developments.
I, PHYSICAL IMPROVEMENTS
Current CGP Activity: Following is a list of the most current CGP physical improvement activities:
1. The comprehensive modernization of the Hacienda senior development(CA011011)in downtown Martinez is
now complete. The work involved renovation of kitchens and bathrooms, repainting the interiors,new
flooring,lighting improvements, replacement of hardware,upgrading the elevator for handicap accessibility,
landscaping,converting two units for handicap accessibility compliance and other miscellaneous needed
repairs.
2, The Housing Authority establisher)a Preventive Maintenance Painting Program four years ago to focus on the
exteriors of buildings in the developments. The program has already made a positive impact on both the
appearance and the longevity of the buildings in the developments completed to date. One of the paint crew
positions is designated as a Section 3 Program position,promoting the employment of low income residents.
The paint crew has recently completed work in the Los Nogales and Bayo Vista developments.
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3. The renovation of Casa de Manana.,a 40 unit senior development in Oakley is nearing completion. Included in
the work is the remodeling of all unit kitchens and bathrooms,installation of new HVAC systems,interior
painting and flooring,two units converted:for handicap accessibility compliance, , privatization of all rear
yards with fencing,patio extensions,and concrete walkways,and remodeling of the administration office and
community building, including compliance with handicap accessibility standards.
4. The completed development of a Police Activities League/Resident Council facility in the Alhambra Terrace
development in Martinez, This facility provides computer training opportunities for neighborhood youth
through the Police Activities League,and a new meeting room for the Alhambra Terrace Resident Council.
The facility also increases police presence in the neighborhood.
5. Repairs to a landslide at the Central Office in Martinez have begun.The landslide, due primarily to the"El
Nino"rains,threatens both the administration building and our maintenance building.
6. Several dwelling units in the Las Deltas Annexes(CAO 1 I009A/B)which have sustained excessive damage due
to major vandalism problems have undergone extensive repair.The units are returned to occupancy once
repairs are complete.
7. Two units in the Bayo Vista(CAOOI 10 10)development are nearing completion of repairs of fire damage.
Planned Activities; Several major projects will be undertaken using CGP funds during the upcoming 5 year
- - period including:
I. Structural problems, including foundation work, on several dwelling units at Alhambra Terrace(CAO 11001)
in Martinez need to be corrected. Approximately$575,000 will be expended on improvements to this
development during the period.
2. A modernization program for the Y-add Manor senior development in San Pablo will begin,once the acquisition
process is complete. Preliminary expectations are for expenditures of nearly$350,000 in the 5-year cycle.
3. The Vista del Camino public housing development in San Pablo will undergo approximately$300,000 in
modernization activities,after acquisition. Improvements will include electrical upgrades,kitchen and
bathroom repairs,and site modifications.
4. Approximately$400,000 will be used to construct a new central warehouse/administration facility at Los
Medanos (CAO 11002)in Bay Point in order to better assist in the maintenance of the agency's 14
developments which are scattered throughout the 50 mile wide County.
5. Several dwelling units in the Las Deltas Annexes(CAO 11009A/B)which have sustained excessive damage due
to major vandalism problems will require extensive repair in order to be re-rented and help increase the
occupancy level at the development.While the number of units in need of repair cannot be projected for the
period.the repair cost averages$45,000 per unit.
6. Over$650,000 have been budgeted to continue the Preventive Maintenance Painting Program"established two
gears ago to address the continued deterioration of the exterior paint surfaces,during the 5-year period. The
"force account"painting crew will be assigned to paint the highest priority sites first and, in subsequent years
to paint the other sites as necessary. During inclement weather,this crew will be used to do needed interior
painting of dwelling units and administrative facilities.
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T The roofing at three developments is at the end of its economic life and will require replacement. Nearly
$780,000 will be expended to replace roofing at the Bridgemont, Los Nogales,and Los Medanos
developments.
8. An existing building at the Bayo Vista(CA0I 10 11)public housing development in Rodeo will be converted to
a computer learning center,through the Tenant Opportunities Program. The building will also include the
Bayo Vista Resident Council meeting room. The building will also be improved to meet current handicap
accessibility standards. Over$45,000 will be available to make these improvements.
9. The storage sheds at selected units in several developments are deteriorated. Approximately$50,000 will be
expended for shed replacement.
10, Screen doors at Elder Winds(CAO 11015)are deteriorating. $50,000 will be expended for replacements.
11. The electric distribution systems at two developments, Bayo Vista(CA011011)in Rodeo and El Pueblo
(CAO 11005)in Pittsburg are owned and maintained by the Housing Authority. These systems have been
difficult and costly to maintain. Additionally.administrative costs have been significant because the Authority
must read the meters and bill each resident family on a monthly basis. The Housing Authority plans to expend
nearly$640,000 to contract with the local utility company to upgrade the systems to their standards and turn
the systems over to these to maintain. Long term,the Authority will no longer be responsible for maintaining,
the system., reading the meters, and billing the resident families.
12. Ergonomic upgrades for the Housing Authority's administrative and clerical staff are needed. $20,000 will be
used to provide safe and ergonomically correct workspaces.
0. In addition to the above, other replacement will be made for deteriorated or dysfunctional physical components
at our public housing developments.
II. MANAGEMENT IMPROVEMENTS
The Housing Authority has three major objectives in its proposed use of CGP Management Improvement funds: 1) to
provide needed physical and personal security at various developments, 2) to strengthen our internal management and
fiscal controls, and 3) to continue to upgrade our computer systems in order to gain operational efficiencies and
controls and better access to management information.
1. For CGP Program Year 1999 of the$531,000 earmarked for management improvements,nearly$232,000
will be used to provide security guards and Deputy Sheriffs. This will provide the flexibility to address
specific security situations, as needed,at each development.
2. Funds are again being allocated to provide a Resident Services Coordinator/Programs Officer to help develop
and coordinate resident services and capacity as well as help implement programs. The Authority has also
allocated funds to provide an Assistant Director of Facilities Management to direct the Public Housing
Maintenance division. A Resident Services Coordinator will provide staffing for individual Resident Councils,
and the Board of Resident Council Presidents. A more coordinated and focused management of the
maintenance division is needed given the large investment in the capital stock that the agency has made in
recent years and the need to maintain the units at the highest standard in order to compete in the housing
market.
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3. In order to more efficiently press the administrative and accounting workload,upgrades to the computer
systems are will continue to be made for the field offices. To date,the three largest field offices have been
equipped with new PC's;the remaining offices are scheduled to receive these hardware upgrades in the next
year. The Authority is contemplating moving from its existing computer systems,one for accounting and one
for operations,to a new"integrated"computer system which will run on a Wide Area Network(WAN),
connecting all of our offices. This new system will integrate both fiscal and operations functions.
111. ADDITIONAL NEEDS
Accrual of additional needs during the five-year period may also cause some shifting of the priorities as the Authority
updates its five-year Action flan each year and may result in additional unfunded need at the end of the period. Urgent
repair needs which occur during the five-year period will be factored into the aratual update of the Action flan.
Emergency work will be done immediately.
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C:thly DocummW\CGPSTRAT.doc