HomeMy WebLinkAboutMINUTES - 07112000 - HA.1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA r�
TO: BOARD OF COMMISSIONERS
FROM: Robert McEwan, Executive Director
DATE: July 11, 2000
SUBJECT: ADOPT RESOLUTION NO. 4098 APPROVING THE MANAGEMENT OPERATING
CERTIFICATION PORTION OF THE PUBLIC HOUSING MANAGEMENT
ASSESSEMENT SYSTEMS FOR FISCAL YEAR ENDING MARCH 31, 2000.
If.�ii�li4�lYO�nlip��Yl
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
1. RECOMMENDED ACTION:
ADOPT Resolution No. 4098 approving the Management Operations Certification portion of the
Public Housing Management of the assessment systems 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.
11. FINANCIAL IMPACT:
None
Ill. REASONS FOR RECOMMENDATIONIBACKGROUND:
The U.S. Department of Housing & Urban Development requires an internal assessment of annual
performance data for the Public Housing program. This data is complied and submitted electronically
over the internet to HUD and it is also compiled on attached certification form HUD-50072.
The data is utilized by HUD to provide advisory performance scores for the Public Housing Management
Operations portion of the total Public Housing Assessment System (PHAS).
The raw data shown indicates performance in areas of 1) Vacant unit management, 2) Capital Fund
(Modernization Management), 3) Work order (maintenance) management, 4) Extent of inspected units,
buildings and sites, ) Crime control and lease enforcement and 6) Amount of resident economic self-
sufficiency activities.
CONTINUED ON ATTACHMENT: X YES SIGNATURE ,
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
I�YIIi�IIYIII�i1111111���Y�lll IIIr��IF1�1�I�1�Y11�
ACTION OF BOARD ON � APPROVED AS RECOMMENDED OTHER
VOTE OF COMMISSIONERS
I HEREBY CERTIFY THAT THIS IS A
UNANIMOUS (ABSENT . IV,,)4 TRUE AND CORRECT COPY OF AN
AYES: NOES: ACTION TAKEN AND ENTERED ON THE
ABSENT: ABSTAIN:_ _ MINUTES OF THE BOARD OF
COMMIS ONERS ON THE DATE SHOWN.
ATTESTED
P ATCI ELOF,CLERK OF
T BOARD OF COMMISSIONERS
AND COUNTY ADMINISTRATOR
BY - � °.�� ,DEPUTY
I
#,
III. REASONS FOR RECOMMENDATION/BACKGROUND: (continued)
HUD will utilize this data to provide a certain advisory "score" out of a possible 30 points which will be
available in approximately 60 days.
The attached HUD-50072 Management Operations Certification indicating this information for FY ending
3/31/00 is submitted for review and approval.
IV: CONSEQUENCES OF NEGATIVE ACTION:
Should the Board of Commissioners elect not to approve Resolution No. 4098, 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.
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�A,
THE BOARD OF COMMISSIONERS
HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
RESOLUTION NO.4098
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("PHA7)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 management operations protion of the Public Housing Assessment
System certification for the Housing Authority of the County of Contra
Costa is hereby approved;
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.
3. This Resolution shall be effective immediately.
PASSED AND ADOPTED ON duly 11, 2000 by the
following vote of the Commissioners.
AYES: MEDINA., GIOIA, UILKEMA, DESAULNIER, CANCIAMILLA and GERBER
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
COMMISSI HERS ON THE DATE SHOWN.
%F
ATTESTED
4 HIL ATCIIELOR,CLERK.OF
�� THE BOARD OF COMMISSIONERS
AND COUNTY ADMINISTRATOR
,rF
BY
phmapres-res
Public Housing Assessment U.S.Department of Housing C1M8 No.2635-0106
System (PHAS)!Management and Urban Development (exp.8/31/2001)
Operations Certification Real Estate Assessment Center
Public reporting burden for this collection of information is estimated to average 1.8 hours per response,including the time for reviewing instructions,searching e>Asting data
sources,gathering and maintaining the data needed,and completing and reviewing the collection of information.This agency may not collect this information,and you are not required
to-nnipleft this form,unless it displays a currently valid CMB control number.
This.intonation is collected to implement section 502 of the National Affordable Housing Act of 1990,as amended,which established specific indicators to asses the management
pwWriance of public housing agencies(PHAs)in all major aures of management operations. PHAs will complete the PHAS Certification form HUD60072 and dectronioaify submit it
to HUD. If a PHA does not have this capability th h xw,the PHA should consider utilizing local resources,such as the library or another local government entity that has lntemet
dm4m. In the event focal resources are not available,a PHA may go to the nearest HUD Public Housing program office and assistance will be givers to the PHA to twaianwit this PHAS
cion. The information is used by HUD as a component of PHAS to assess all major areas of PHA's management operations,designate PHAs as troubled and PHAs troubled
with rasped to the program for assistance from the Capital Fund under Section 9,enter into a Memorandum of Agreement(MCA)wt vowed PHAs and PHAs troubled with respect
to ihs program for assistance from the Capital Fund under Section 9,and report annually to Congress on the status of troubled PHAs and PHAs troubled with resrad to the program
nor assistance from the Capital Fund under Section 9.This information is required for HUD to fulfill statutory requirements of the 19W Act The information collected does not land itself
to Wildentialty.
!nstucticaw:A PHAJAME's elet%ro*responses to this certification must be the PHAlAME's actual data,e.g.,prior to any adjuslrwts to the indicafors Round percentages to the
nearest h!sm deramat_potihts.
PHA/AME Name -" For FY Ending Submission Date
Housing Authority
of the County of Contra Cosmo — 3/31/00 7/11/00
Project neme(s)NAME
N/A
The management functions for the following subandic ator(s)have been assumed by an RMC,and the RMC certification will be completed and submitted to HUD(enter sub-indicstar
numbers or NIA):
Sub-indicator#1:'Vacant Unit Turnaround Time
V12400 Total number of turnaround days. 17,412
(" V12500 Total number of vacancy days exempted for Capital Fund. 2,361
V12600 Total number of vacanSy dila s exempted for other reasons. 2 _87 6
V12700 Total number of vacant units turned around and lease in effect in the PHA's immediate past fiscal year. 261
V12800 Average number of calendar days units were in down time. 19.36
i V12900 Average number of calendar d units were in make ready time. 12.25
V13000 Average number of calendar days units were in lease up time. 11. 12
V13100
AveTZ unit turnaround days. (READ ONLY)
Sub-indicator#2:Cepltal Fund!
Do you have any open Capital Fund programs(e.g.,CIAP,CGP,Hope VI,LBPRA,VRP)(YIN)? Open
any program that does not have a pre-audit end date or t'rtat received a pre-audit end date during the
CF10000Component
fiscal ear being assessed. Com onent#1 and#2 les,e circle Yes of ilo3 _ l Yes No
No
_ J
Component#1: nexpended Funds Over Three Federal Fiscal Years FFYs Old
CF10050 Total funds authorized over 3 FFYs old that do not have a pre-audit end date or that received a pre-audit
end date durin the fiscal year bei ng assessed. $ .0(
CF10100 Total funds expended over 3 FFYs old that do not have a pre-audit end date or that received a pre-audit
f end date during the fiscal year being assessed. $ .00
CF10200 Unexpended funds to be recaptured. $ .0c
CF10300 Unexpended funds approved by HUD over 3 FFYs old. $
CF10400 Unexpended funds with time extensions due to reasons outside of PHA control. $
CF10600 Ad'usted total unexpended funds. $[READ ONLY]
Comwent#2: Timeliness of Fund Obligation
CF11100 Total funds authorized for grants older than 2 FFYs old. 1 $2,164,687.00
CF11M Total funds obligated over 2 FFYs old. $2,164 687 00
Previous editions are obsolete Page 1 of 5 form HUD-50072(4/2006)
ref.Handbook 7460.5
t
0A.
Public Housing Assessment U.S.Department of Housing OMB No.25350105
System (PHAS)Management and Urban Development (exp.8/3112001)
Operations Certification Real Estate Assessment Center
CF11300 Unobli ated funds approved by HUD over 2 FFYs old. $ 0.00
CF11400 Unobli ated funds with time extensions due to reasons outside of PHA control, $ 0.00
CF11500 Adjusted total unobligated funds. $[READ ONLY]
Comwent#3: equacy of Contract Administration
The date of the last HUDIArmy Corps of Engineers on-site inspection and/or audit related to contract 05/20/1999
CF11700 administration(include A-133 Audit). (mm/ddtyyyy)
CF 11800 The number of findings related to contract administration, —(}_
CF11900 The number of findings related to contract administration that have bm{n Corrected by the PHA.
CF12000 The number of findings related to contract administration that the PHA i.%in the process of correcting.
Component 04: uality of the Physical Work
The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit related to the quality of 05/22/1999
CF12200 physical work. (mm/ddlyyyy)
CF12300 The number of findings related to the quality of physical work. —0—
CF12400 The number of findings related to the quality of physical worts that have been corrected by the PHA. —0—
CF12500 The number of funding related to the quality of physical work that the PHA is in the process of correcting. —0—
Component#5: Adequacy of Budget Controls
CFIZ700 Total amount of Capital Funds expended during the PHA fiscal year being assessed. $
The amount of Capital Funds expended on approved work items not subject to budget revisions during the $
CF12800 PHA fiscal year being assessed. 12069,021
The amount of Capital Funds expended under budget revisions with prior HUD approval during the PHA $
CF i 2000 fiscal year being assessed.
The amount of Capital Funds expended under budget revisions not requiring prior HUD approval during
CF13000 the PHA fiscal year being assessed. 1,545,818
Sub-Indicator rya:Work Orders
Component#1: merqency Work Orders
W10000 Total number of emergency work orders. 1.166
W10100 Total number of entergency work orders completed/abated within 24 hours, 1 166
W10200 Percentage of emergency work orders completed 1 abated within 24 hours, (READ ONLY)�O
Comment.ent#2:_ Nan-Eme erc ncy Work Orders
W10500 Total number of non-emergency work orders. 11,411
W106M Total number of calendar days it took to complete non-emergency work orders. 15,503
Average number cf days PHA has reduced the time it takes to complete non-emergency work orders over
W10700 the past three years. [READ ONLY]
W10800 Average completion days. (READ ONLY)
Sub-Indicator#4:Annual Inspection of Dv alling Units and Systems
Component#1: Annual Inspection of Dwelling Units
A10000 The total number of ACC units. 1,229
The sum of units exempted where the PHA made two documented attempts to inspect and is enforcing
A10100 the lease. —0-
A10200 Vacant units exempted for Capital Fund. 10
Previous editions are obsolete Page 2 of 5 form HUD-50072(41"1000)
ref.Handbook 7460.5
Public Housing Assessment U.S.Department of Housing OMB No.2535-0106
System(PHAS)Management and Urban Development (exp,8/31/2001)
Operations Certification Real Estate Assessment Center
A10300 Vacant units exempted for other reasons, 4
A10400 Total number of units inspected using the Uniform Physical Condition Standards(UPCS). 1,195
A10550 'total number of units inspected that did not require repairs. 361
The number of units where iiecessary repairs were completed to comply with UPCS either during the
inspection,issued work orders for the repairs,or refereed the deficiency to the current year's or next year's
A10600 Capital Fund program. 834
A10700 Adjusted units available. [READ ONLY]
A108M Percent of units inspected by PHA. [READ ONLY]°]a
Component#2: Annual Inspection of Systems including Common Areas and Non-Dwelling Space
A11100 Total number of contiguous sites(adjoining with no natural boundaries). 16
Total number of contiguous sites(adjoining with no natural boundaries)exempted from the inspection of
A11200 systems. —0—
The total number of contiguous sites(adjoining with no natural boundaries)where all systems were
A113M inspected in accordance with the UPCS. 16
A11400 Total number of buildings. 421
A11500 Total number of buildings exempted from the inspection of s stems.
The total number of buildings where all systems were inspected in accordance with the UPCS. —
A11600 421
The number of buildings and sites where necessary repairs were completed to comply with the Uniform
Physical Conditions Standards either during the inspection,issued work orders for the repairs,or referred
A11700 the deficiency to the current year's or next year's Capital Funds program. 421
A11800 Percentage of contiguous sites(adjoining with no natural boundaries)inspected, [READ ONLY]%
A11900 Percentage of buildings inspected, [READ ONLY]%
Sub-indicator#5:Security
Com nt#1: inq and Reporfinq Crime-Related Problems
510000 The date that the Board adopted current policies to track crime and crime-reiated problems,
5101170 The date that the PHA implemented the current procedures to track crime and crime-related problems. 3/18/1997
The date that the PHA implemented a current cooperative system for tracking and reporting crime to local 03/18/199;
510200 police authorities. (mm/dd/yyyy)
S10300 The number of crimes that the PHA can document it reported to local police authorities. 19
510400 PercentaI r, ge of developments where PHA can document it tracks crime and crime-related problems. 100 %
Com onent#2: Screening of Applicants
S10500 The date the Board adopted current screening policies that reflect the One-Strike criteria. 1/07/1997
510600 The date the PHA implemented current screening procedures that reflect the One-Strike criteria. 1/07/1997
PHA can document that cur,'ant screening procedures result in successfully denying admission to ,�,
S10700 applicants who meet the One-Strike criteria.(please circle yes or no) Yes No
Slim The total number of applicants denied who met the One-Strike criteria. 3
Com ent#3: Lease Enforcement
510900 The date the Board adopted current eviction procedures that reflect the One-Strike criteria, 1/07/1991
511000 The date the PHA implemented current eviction procedures that reflect the One-Strike criteria. 1 07 199 7
Previous editions are obsolete Page 3 of 5 form HUD-50072(412000)
ref.Handbook 7460.5
r
RA-
Public Housing Assessment U.S.Department of housing OMB No.2535-0106
System (PHAS)Management and Urban Development (exp.6131/2001)
Operations Certification Real Estate Assessment Center
PHA can document that current eviction screening procedures resulted in the eviction of residents who
511100 meet the One-Strike criteria.(please circle yes or no) rY.,,I,7 No
S11WO The total number of evictions as a result of the One-Strike criteria. 1 r
Com ent0k. DruQ Prevention and/or Crime Reduction Program Goals
511350 The number of HUD-funded drug prevention and/or crime reduction programs. I
The number of non HUD-funded drug prevention andior crime reduction programs that the PHA requests
511450 to be assessed. —0---
S11550 The number of documented program goals that are related to drug prevention and/or crime reduction. 4
The number of goals the PHA can document it met under the implementation plan(s)for any and all of
511600 these programs. .4
Percentage of goals that the PHA can document it met under implementation plan(s)for any and all of
S117t}C these programs. [READ ONLY]°A
Sub-Indicator#8: Economic Self-Sufficiency
E10000 The number of HUD-funded economic self-sufficiency programs. 2
The number of non HUD-funded economic self-sufficiency programs that the PHA requests to be
E10100 assessed. --0—
E10200 The number of documented program goals that are relaters to economic self-sufficiency. 6
The number of goals the PHA can document It met under the implementation plan(s)for any and all of
E10300 these programs. 5
Percentage of goals that the PHA can document it met under implementation plan(s)for any and all of
E10400 these programs. (READ ONLYr/o
Adjustments for Physical Condition and/or Neighborhood Environment
Please enter project number and name and indicate which area the adjustment for Physical Condition and/or Neighborhood Environment appliP3 for
a project. Citeck all that apply)
Project No. Project Name Site Common Areas Building Exteriors
CA39PO11001 Alhambra Terrace. X X X
CA39P01_1002 Less Medanos Pueblo X X X
CA39PO11003 Brid emont
CA39PO11004 Los Nogales X
CA39P011006 Las Deltas X X X
CA39PO11008 Los Arboles X X
CA39PO11009A Las Deltas Annex 1 X X X
CA39P0110098 Las Deltas Annex 2 X X X
Please attach additional sheets as necessary for additional pmts.
Previous editions are obsolete Page 4 of 5 form HUD-50072(4/2000)
ref.Handbook 7460,5
COMMON BUILDING
PROJECT NO. PROJECT NAME SITE AREAS EXTERIORS
CA39P011010 Bayo Vista X X X
CA39PO11011 Hacienda X X X
CA39PO11012 Casa De Manana X X X
CA39P011013 Casa De Serena X X
CA39P011015 Elder Winds X
x
Public Housing Assessment U.S.Department of Housing COMB No.2535-0108
System (PHAS)Management and Urban Development (exp.8131/2001)
Operations Certification Real Estate Assessment Center
I certify that,as of the submission date,the above sub-indicators,ender Public Housing Assessment System indicator#3 Management Operations
are true and accurate for the fiscal year indicated. I further certify that,to my present knowledge,there is no evidence to indicate seriously deficient
performance that casts doubt on the PHA's capacity to present 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
signatory.
A Board Resolution approving this certification is required. I further certify that Board Resolution number approving this
certification was passed on(mmlddfyyyyy)
Executive Director ognahsre) Date(mmiddiyyyy)
X X
Previous editions are obsolete Page 5 of 5 form HUD-50072(4/2000)
ref.Handbook 7460.5
;h