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Home My WebLink AboutMINUTES - 07131999 - SD2 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Robert McEwan,Executive Director DATE: July 13, 1999 SUBJECT: ADOPT RESOLUTION NO.4070 APPROVING CERTIFICATION FOR THE PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM FOR YEAR ENDING MARCH 31, 1999 SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION 1. RECOMMENDED ACTION: ADOPT Resolution No.4070 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 RECOMMENDATIO'v'1BACKGROUND 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, 1999. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve Resolution No.4070,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: SIGNATURE , RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): x ACTION OF BOARD ON APPROVED AS RECOMMENDED @*f4E-I- 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 iV T'CHE OR,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR /BY .4��DEPUTY bophmap THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 4070 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 Dousing 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 1994, as amended: NOW, THEREFORE,BE IT RESOLVED BY PHA, as follows: I. 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 Department of Housing and Urban Development. This Resolution shall be effective immediately. PASSED AND ADOPTED ON j N L y 13, gg g by the following vote of the Commissioners. AYES: GIOIA, UILKEMA, GERBER, CESA°ULNIER andCANCIAMILLA 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 f `,ter HIL B � CHELOR,CLERK.OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY Z _ r phmapres-res Pubft HoUsiflg Management U.B.Department of'Housing OMB No.2577-0158(" , "11199) Assessment Program and Urban DeveWpintent as35-o1f6(oxp."1r20a1) � (PHM/�R) Ce!""tifICatit�rl Office of Public and Indian Housing 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'he collection of information. This agency may not collect this Information,and you are not required to complete this form,unless it displays a currently valid OMS control number. This Information is collected to Implement section 502 of the National Affordable Housing Act of 1990 which established seven specific Indicators and directs the Secretary to develop no more than five other factors(indicators)deemed appropriate to assess the management performance of public housing agencies (PHAs)in all 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 management operations.designate PHAs as troubled and mod-troubled,enter Into a Memorandum of Agreement(MOA)with troubled and mod-troubled PHAs,and report annually to Congress on the status of troubled and mots-troubled PHAs.This information 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 td any adjustments 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 nays is obtained by multiplying the total number of units under ACC by the number 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 date the unit(s) reached the end of the initial operating period (EIOP). PHNRMC/AME Marne For€1°Ending Submission Date Housing Authority of vhe County of Contra Cresta j 03/31/99 06/20/99 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 attached (enter indicator numbers or N/A): Indicator*1: 'Vacancy Rate and Unit Turnaround Time Component# 1; Vacancy Rate _ r a. PHA has imoletmented an adequate system to track the duration of vacancies (enter Yes or No) - � Yes b. Total number of ACC days c. Total number of non-dwelling days e d. Total number of employee occupied days e. Total number of days where units were deprogrammed I. Total number of actual vacancy days 11,598.00 g. Total number of vacancy days exempted for modernization 2,909 h. Total number of vacancy days exempted for market conditions _ 0 Total number of vacancy days where units were exempted due to law or regulations(survel lance and 2751 ;. 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 N/A) N/A Component#2: Unit Turnaround PIMA shall respond to the questions below, evert if It certifies to a grader of C or above on the vacancy 1 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 NLA_ c. 'Total number of vacancy days exempted for modernization NIAi d. Total number of vacancy days exempted for other reasons t � e. Total number of vacant units turned around and leased in the PHA's immediate past fiscal year N f. Average number of calendar days units were in down time N/A g. Average number of calendar days units were in make ready time - i Previous editions are obsolete. Page t of 4 fort HUD-NO72 (4/97) ref.Handbook 7490.5 h. Average number of calendar days units were in lease up time N/A Indicator#3: Rents Uncollected a. Dwelling rent owed by residents in possession at the beginning of the assessed fiscal year,carried forward from the previous fiscal year $ 25,389 b. Dwelling rents billed during 1=Y being assessed $ 2,530.880 c. Dwelling rents collected during FY being assessed 2,52 81 Indicator ff#: Work Carders a. PHA has implemented an adequate System to account for and control work orders(enter Yes or No) Component# t: Emergency Work Carders a. Total number of emergency work orders 631 b. Total number of emergency work orders corrected/abated within 24 hours 631 Component# 2: Non-Emergency Work Carders a. Total number of non-emergency work orders 10.164 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 nonemergency work orders over the past three years (enter average number of days or N/A) 1.45 days Indicator#5: Annual Inspection of Units and Systems Component# 'I: Annual Inspection of Units a. PHA has implemented an adequate inspection program that generates quality inspections and tracks both 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 0 d. Vacant units exempted for modernization 0 e. Vacant units exempted for other reasons f, Total number of units inspected using iocal code or HUD HOS if there is no local nude or the local code is less stringent 1138 g. Total number of units meeting local code/HQS 1138 h. PHA completed all repairs on 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 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 0 c. Total number of sites where all systems were inspected in accordance to the PHA maintenance plan - 0 d. Total number of buildings 73--- e. Total number of buildings exempted from the inspection of systems f. Total number of buildings where all systems were inspected in accordance to the PHA maintenance plan 375 d-n , cr irrrl:rbdtin *'.; _Les 3n tin a=crt yams cr rat ye3e s rr (a Y�Cr Yes Nb) Indicator#6: Financial Management Component# I: Cash Reserves a. Amount of cash reserves (Rout i-r e Expense$4,569,590.00) 2,309,880 FHA shall respond to the questions for eftherOpt€on A or Option B,below,even If it certifies to a grade of C or above on the cash reserves component. Component#2: Energy Consumption a. All PHA units have tenant-paid utilities (enter Yes or No) Corm HUD-50072 (4/97) Previous editions are obsolete. Page 2 of 4 ret.Handbook 7460.5 Option A: Energy/Utility Consumption Expenses a. Total energy/utility consumption expenses Caption 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 N/A) 0; ]sW M 1P1ere=azr fir.=irvlamz a' csf:tin re=We wate est i (ems , Rb cr N/A) 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 250 units or with 100%elderly developments will not be assessed under this Indicator unless otherwise specified below a. C-lc 31 2A wah faEr t-m ZEiO umts cr M ekb--Iy d3,6xprats>eqBsts to be ammsEd u fts mtabx (ems cr Db) 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) 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 q d. PHA monitors performance and issues reports concerning progress (enter Yes o- No) Vas Component#2: Resident Organization a. PHA can document it recognizes resident councils, and has a systems of communication and collaboration with and supports resident councils (enter Yes or No) Yes b. Ukx--e m res=lat c==.1 Vis, RA=dooxmt it exnzapad t n tier=_of zemzk ems (niter Yew Iib) Yes Component #3: Resident Involvement a. FIR cf Q=swxnem, by,n9a;,a-,= poaricbs f remcbnt xqxaqff Zatix-cr t1n B=d arri c=ttem (aZer Yes cr 1b) Ye b. PHA implemented measures that ensure residents have input into: (check all that are applicable) Security [7X Screening/occupancy ® Maintenance U Operating budget Relocation [K Resident programs Modernization and development programs Component#4: Resident Programs Management a. PHA has HUD funded special programs (enter Yes or llo) Yea b. RA 1w a Pemdxt cr'DaTM ..airy P=_�P=vkme d-n AA is t1r. ( Yew cr Ib) Yes c. PHA requests to be assessed for all non-HUD funded programs (enter Yes or No) No d. Percentage of goals the PHA can document it met under implementation plan(s) 90% Indicator#8: 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. aA Im a=a aftvwd po c nm ad a.-dzxev_ed pmoxLmm = =me a-d==e-jelatea pa±Le-m (aZw Yew cr;,b) Y e s b. PHk can dioaxmt. dmt a�_-hm a -m s frr tri a-d -rj C=e to 10ml pax* es ( Cr Db) Yes c. PHA can document it reports crime to local police authorities (enter Yes or No) d. Percentage of developments where PHA can document it tracks crime and crime-related problems 100% Component#2: Screening of Applicants a. aA ins Bmod a±pbed pr_L�wd=T tlBt s t: c i ( y�cam' ) Y e p b. PHA can document that screening procedures result in successfully dc.:+ying admission to applicants who meet the One-Strike criteria (enter Yes or No) Yee c. Screening procedures result in denying admission to applicants who meet the One-Strike criteria(enter Yes or No) Yes Component#3: Lease Enforcement form HUD-50072 (4197) reViUi1S editions are obsolete. Page 3 Of 4 ref.Handbooks 7460.5 IBS Bpi 'paides ztd i- er.:ctacz} 'fit elect tY 0:� a (elm.,Its cr ) I Yes b RA cw-ctnztet d=s=±=pimmimm 3 - ^:r-y s=t:Irq--emmts vkt7 met Qma=Ae Ct7 t ( Yes Cr _ ) ( Na c. Eviction procedures result in the eviction of residents who meet the One-Strike criteria (enter Yes or No) j Yes Component#4: Great Program Goals a. PHA has HUD funded drug prevention and/or crime reduction programs (enter Yes or No) Ve b. Pi--t xe:�s tc be assemad f=al—xrr-rm fxrbd&W lm =--e rea c-1,11 rx r (fir Yes cr Iiia) No c. PHA can document that the program goals are related to drug and crime rates (enter Yes or No) es dl �of gmis d tie RA am-d=mw= it:tr i plan(s) a-d all of tb.se 9QY At%mbumts fcr Avaiiaal OmdLtim wAlor N 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/A s We hereby certify that, as of the submission date, the above indicators, under the Public.Housing Management Assessment Program (PHMAP), are true and accurate for its fiscal year indicated above. The undersigned further certify that, to their present knowledge, there is no evidence to indicate seriously deficient performance that casts doubt on the PHA's capacity to preserve and protect its public housing developments and operate them in accordance with Federal law and regulations. Appropriate sanctions for intentional false certification will be imposed, including suspension or debarment of the signatories. Chairperson,Board of C mission .(signature&date) Attested to by: (Executive Director's signature&date) 717 P' Uop far ". "a,Vr X Robert J. McEwan Executive Director A Board a lutl approving this certification is required and must bo attached to the executed certification. l�MC/AME certificatio sh,)dii be signed by the corresponding organization's top t:;xecutive or head. Previous editions are obsolete. Page 4 of 4 forme#��landbMta72 (46�)