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Home My WebLink AboutMINUTES - 06132006 - HA.1 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Rudy Tamayo, Executive Director DATE: June 13, 2006 SUBJECT: Approve Resolution No. 5075 certifying the Management Assessment System for Public Housing Operations for the Housing Authority of County of Contra.Costa SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: APPROVE Resolution No. 5075 certifying the Management Assessment System for Public Housing Operations for the Housing Authority of the County of Contra Costa for the fiscal year ending March 31, 2006. II. FINANCIAL IMPACT: Approval of this Resolution will not have any financial impact upon the Housing Authority. III. REASONS FOR RECOMMENDATION/BACKGROUND The current system used by the Department of Housing and Urban Development for assessing public housing agencies is the Public Housing Assessment System (PHAS). Part of the assessment process requires housing authorities to certify information regarding vacant unit turnaround time, capital fund obligation and expenditure, work orders, annual inspection of dwelling units, common areas and non- dwelling space, security, and economic self-sufficiency efforts. A printout of the electronic submission is attached. This Board Order and Resolution certifies this information to HUD, and this data will be evaluated by HUD. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve Resolution No. 5075, the Housing Authority would not be in compliance with the requirements of PHAS under Section 502 of the National Affordable Housing Act of 1990, as amended. CONTINUED ON ATTACHMENT: YLS SIGNATUR Rudy 'a ;o,•L cutiveDirector 61 RECOMMENDATION OF EXECUTIVE DIREC'T'OR RECOMMENDATION OF BOARD.COMMITTEE APPROVE OTHER SIGNATURE(S)-. ACTfON OF BOARD ON_ t1 3� APPROVED.AS RECOMMENDED O�HER VOTE OF COMMISSIONERS ,, ) I HEREBY CERTIFY THAT'11IIS 1S A UNANIMOUS (ABSENT YL ` ��/ ) 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 JOHN CULL N,CLERK OF '1'l-IE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY �� r 7'�C/�ua,+t DEPUTY H:\JudyHayes\MSOFFICE\WINWORD\BOARD\BO-PHAS Score.doc THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5075 RESOLUTION APPROVING THE MANAGEMENT ASSESSMENT SYSTEM CERTIFICATION FOR PUBLIC HOUSING OPERATIONS 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 Management Assessment System 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 U.S. Department of Housing and Urban Development. This Resolution shall be effective immediately. PASSED AND ADOPTED ON Arlt.• '16 :�Dd/ by the following vote of the C missioners. AYES: Uilkema,Piepho,DeSaulnier,Glover and Gioia 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 gCc JOHN CULLEN, CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR By 1 H:\JudyHayes\MSOFFICE\WINWORD\BOARD\BO-PHAS Resolution.doc V-,icant•Ullit•Turnaround Time Page 1 of 1 Management Assessment for Public Housing Agencies [SkVnav_igation links] c � o v a Sub-Indicator 1: Vacant Unit Turnaround Time PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Submission Type ELEMENT DESCRIPTION AMOUNT V12400 Total number of turnaround days. 13,888 V12500 Total number of vacancy days exempted for Capital Fund. 9,980 V12600 Total number of vacancy days exempted for other reasons. 1,599 V12700 Total number of vacant units turned around and lease in effect in 145 the PHA's immediate past fiscal year. V12800 Average number of calendar days units were in down time. 6.47 V12900 Average number of calendar days units were in make ready time. 4.82 V13000 Average number of calendar days units were in lease up time. 8.45 V13100 Average Unit Turnaround Days. 15.92 Next°Sub=indicator Inbo_ x Unit Turnaround I.Qapital...Fund I Work.Orders I Annual Inspection I Security I Econ.Self-Buff I Adjustment �Comment �Submit Comments or Questions? Please go to Technical Assistance_Center or Contact_MAS.S httnc•//wwwll.hud.i4ov/HUD Systems/mass/vacant_unit_turnaround_time.cfm 5/23/2006 k Capital Fund Page 1 of 2 Management Assessment for Public Housing Agencies' SWAMjSkip nav_iyation links, �.' �o Capital Fund 21 Wk a Sub-Indicator 2: Capital Fund PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Submission Type ELEMENT DESCRIPTION AMOUNT Do you have any open Capital Fund programs(e.g. CGP, HOPE VI) (YIN)? Open =any program that does not have a pre-audit end date CFIQOQO or that received a pre-audit end date during the fiscal year being yes assessed. Component 1: Unexpended Funds Over Three Federal Fiscal Years (FFYs) Old Total funds authorized over 3 FFYs old that do not have a pre-audit CF10050 end date or that received a pre-audit end date during the fiscal year $ 2,691,492.00 being assessed. Total funds expended over 3 FFYs old that do not have a pre-audit CF10100 end date or that received a pre-audit end date during the fiscal year $ 2,691,492.00 being assessed. CF10200 Unexpended funds to be recaptured (enter dollar amt). $ 0.00 CF10300 Unexpended funds approved by HUD over 3 FFYs old (enter dollar $ 0.00 amt). CF10400 Unexpended funds with time extensions due to reasons outside of $ 0.00 PHA control (enter dollar amt). CF10500 Adjusted total unexpended funds. $ 0.00 Component 2: Timeliness of Fund Obligation CF11100 Total funds authorized for grants over 2 FFYs old. $ 0.00 CF11200 Total funds obligated over 2 FFYs old. $ 0.00 CF11300 Unobligated funds approved by HUD, over 2 FFYs old (enter dollar $ 0.00 amt). CF11400 Unobligated funds with time extensions due to reasons outside of $ 0.00 PHA control (enter dollar amt). CF11500 Adjusted total unobligated funds. $ 0.00 Component 3: Adequacy of Contract Administration CF11700 The date of last HUD/Army Corps of Engineers on-site inspection 04/07/1999 and/or audit related to contract administration (include A133 audit). CF11800 The number of findings related to contract administration. 0 The number of findings related to contract administration that have CF11900 been corrected by the PHA. 0 The number of findings related to contract administration that the CF12000 PHA is in the process of correcting. 0 IT) QvctPmc/mass/capitalfund.cfm 5/23/2006 Capital Fund Page 2 of? Component 4: Quality of the Physical Work CF12200 Date of last HUD/Army Corps of Engineers on-site inspection 04/07/1999 and/or audit related to quality of the physical work. CF12300 The number of findings related to the quality of the physical work. 0 CF12400 The number of findings related to the quality of the physical work 0 that have been corrected by the PHA. CF12500 The number of findings related to the quality of the physical work 0 that the PHA is in the process of correcting. Component 5: Budget Controls CF12700 Total amount of Capital Funds expended during the PHA fiscal year $ 3,998,801.00 being assessed. The amount of Capital Funds expended on approved work items CF12800 not subject to budget revisions during the PHA fiscal year being $ 3,998,801.00 assessed. The amount of Capital Funds expended under budget revisions CF12900 with prior HUD approval during the PHA fiscal year being $ 0.00 assessed. The amount of Capital Funds expended under budget revisions not CF13000 requiring prior HUD approval during the PHA fiscal year being $ 0.00 assessed. Next.Sub-Indicator.. Inbox I Unit Turnaround I Capital Fund I Work Orders Annual Inspection Security Econ_Self-Suff I Adjustment Comment I Submit Comments or Questions?Please go to.Technical Assistance_Center or Contact.MASS httns://wwwll.hud.P,ov/HUD Systems/mass/capital.fund.cfm 5/23/2006 Sf tbmit Page l of 1 Management Assessment for Public Housing Agencies [Skip navigation links] PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Type Submission Your assessment was submitted to REAC on 05/23/06 08:25 PM Print Infix U_ni.t..T.ur.r��u�u.»d C,apita...l._F.und. W rl<Q-ders I Annual .Insp_e_.ctio1. 1 Se.cu.6 V 1 Econ..Self-Su_Cf Adiustnient I C'0m..1"en.t Comments or Questions?Please go to Technical Assistunce Center or Contact AMSS I1tlps://wwwll.hud.gov/HUD Systems/mass/mass_submit.cfm?status_nanie=review&CFI... 5/23/2006 ,A-djustments Page 1 of 1 Management Assessment for Public Housing Agencies (Skip navigation linksl Lc' e - Adjustmenta e PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Submission Type Adjustment For Physical Condition and/or Neighborhood Environment Please enter project number and click "Add"to add a project. Indicate which area the adjustment for physical condition and /or neighborhood environment applies for a project. Click"Save" before adding another project. Project Number Project Name Site Common Area Bldg Exterior CA011001 ALHAMBRA TERRACE (✓ F F. CA011003 BRIDGEMONT F F FT CA011004 LOS NOGALES F F F CA011005 EL PUEBLO F r CA011006 LAS DELTAS r F F CA011008 LOS ARBOLES F F F CA011009A LAS DELTAS ANNEX 1 F (✓ 17. CA011009B LAS DELTAS ANNEX 2 F Fl- F CA011010 BAYO VISTA . F F F CA011011 HACIENDA F F F CA011012 CASA DE MANANA F F F CA011013 CASA DE SERENA . [✓ F F CA011015 ELDER WINDS F F Inbox 1 Unit Turnaround 1 Capital Fund 1 Work Orders 1 Annual Inspection 1 Security.I Econ___Self-Suff 1 Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS httnc•/AxnxrxvI 1 hiirl RnOT- TTTl .Cvctamc/mace/mace arIM-,tmant rfm Ec-onomic Self-Sufficiency Page I of 1 Management Assessment for Public Housing Agencies [Ski naviact tion links] r Sub-Indicator 6: Economic Self-Sufficiency PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Submission Type : ELEMENT DESCRIPTION AMOUNT E10000 The number of HUD-funded economic self-sufficiency programs. 0 E10100 The number of non HUD-funded economic self-sufficiency 0 programs that the PHA requests to be assessed. The number of documented program goals that are related to E10200 economic self-sufficiency. 0 The number of goals the PHA can document it met under the E10300 implementation plan(s)for any and all of these programs. 0 E10400 Percentage of goals that the PHA can document it met under the 0.00% implementation plan(s) for any and all of these programs. IU .nbox � nit Turnaround I Capital Fund I Work Orders I Annual Inspection I Security I Econ. Self-Suff I Adjustment I Comment I Subnit Comments or Questions? Please go to Teclulical 4ssistance Center or Contact iV.4SS 1,++., •//.,,..,.:,1 1 lhiirl (Tnu/1=TT IT) Rvctamc/mace/a.rnnnmir. cPlf ciiffirienry r.fm 5/9.10006 Submit Page 1 of 1 Management Assessment for Public Housing Agencies LSk p navigation links PHA Code : CAOI I FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Submission Type : The board resolution date must be after'the end of the fiscal year and on or before the submission date. ! Submit Data The assessment has been successfully validated. The Executive Director may now submit the assessment. Executive Director's Certification Statement By submitting electronically, I attest that, as of the submission date, the above indicators, under the Public Housing Assessment System, are true and accurate for the fiscal year indicated. I further attest 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 disbarment of the signatories. I further attest that Board Resolution number 5075 approving this certification was passed on 05/23/2006 (mm/dd/yyyy) Submit:?;' Inbor_ I Unit Turnaround Fund I �V.ork Urders. I Annual Inspection. I Security_ I Econ. Self.--SUITS Adjustment I Ununent Comments or Questions?Please go to Technical Assistance Center or C onlact ;11,;1SS https://wwwJ I.Jiud.gov/HUD_Systems/mass/mass_submit.cfni?niessage_code=l&CFID=... 5/23/2006 Siibm.ission.Continents Page 1 of 1 Management Assessment for Public Housing Agencies Ski navigation links D D � PHA Comments PHA Code : CA011 • FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Type Submission Submission Comments Please enter any comments that you feel are pertinent to this submission. Your comments are for advisory purposes only and may not affect the outcome of your MASS score. i'.3 rnenLicmed Ln previous s•l.bmittals our p!oper!_y:S) are s .r.; c1IJ :_,.. of. 01.1i �.: . -._ ;�tne,;�r_, =,1 _.. lc�^ ltei:l ,;i.tt:.in a 'J;1 ,:here neighborhoods arebl:i_ahte-d, deiaa.i_da erl and most fami!.ies tall. well below the po�e:cti "I e-,rel .LII Contra Costa County. We COntlnUe to attem .p It t;: (nai_.nta7.n C)r,i.Y pi:operty(s) safe, decent, sanitai_y artd .I.n good .. repair. Project Based Asset fnana.cement will a:7..!0w us to develop a long term plan LhaL mal- invol-,re demo:l.i ior!, uIspcs 7-1;."n, arA or de-e_loperrint of re!...7 i.r.1c-ome m; r..d. ,_ell:-sesta inn. ,lea [lo'.1sing Inbox Uni(jjt rlja.-ou,nd I Capital Fund )YorkOrders I Annual Inspection Security, Sean. Sell=Suff Ac�fustm.ent I Comment I Submit Comments or Questions? Please go to Technical Assistance Center or C wact...XNS'S https://www l I.hud.gov/HUD_Systems/mass/mass—sub—com.cfi-n 5/23/2006 Security Page 1 of 2 Management Assessment for Public Housing Agencies [Skip navigation_links] 1•, ,.. � ..�_.,. .tee' �: r tli - - -:ate 1Q.ld Ga-"�J.l3rd£:1._ �� I3[�'�6' 9 Sub-Indicator 5: Security PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Submission Type :. ELEMENT DESCRIPTION AMOUNT Component 1: Tracking and Reporting Crime-Related Problems S10000 The date that the Board adopted current policies to track crime and 03/18/1997 crime-related problems. S10100 The date that the PHA implemented the current procedures to track 03/18/1997 crime and crime-related problems. S10200 The date that the PHA implemented a current cooperative system 03/18/1997 for tracking and reporting crime to local police authorities. S10300 The number of crimes that the PHA can document it reported to 18 local police authorities. Percentage of developments where PHA can document it tracks o S10400 crime and crime-related problems. 100.OQ/o Component 2: Screening of Applicants S10500 The date the Board adopted current screening policies that reflect 01/07/1997 the applicable criteria. S10600 The date the PHA implemented current screening procedures that 01/07/1997 reflect the applicable criteria. PHA can document that current screening procedures result in S10700 successfully denying admission to applicants who meet the yes applicable criteria (enter Yes or No). S10800 The total number of applicants denied who met the applicable 8 criteria Component 3: Lease Enforcement S10900 The date the Board adopted current eviction policies that reflect 01/07/1997 the applicable criteria. S11000 The date the PHA implemented current eviction procedures that 01/07/1997 reflect the applicable criteria. PHA can document that eviction screening procedures resulted in S11100 the evicting of residents who meet the applicable criteria (enter Yes yes or No). S11200 - The total number of evictions as a result of the applicable criteria. 5 Component 4: Drug Prevention and/or Crime Reduction Program Goals S11350 The number of HUD-funded drug prevention and/or crime reduction 0 programs. The number of non HUD-funded drug prevention and/or crime S11450 reduction programs that the PHA requests to be assessed. Q httnc:-/Auxxnv11 hiiii ani/HT TTI CV.CtPmC/ma.cc/cPr.ttriti rfm 5/23/2006 • 1 Security- Page 2 of 2 The number of documented program goals that are related to drug- S11550 prevention and/or crime reduction. S11600 The number of goals the PHA can document it met under the 0 implementation plans(s) for any and all of these programs. S11700 Percentage of goals that the PHA can document it met under the 0.00% implementation plans(s)for any and all of these programs. :.Neict:Sub=lndicator;.': :''.� lnl)-ox. Un.it..Tffn_.arou d. _Capital Fund % .Qrders Aruival_I ispection Security Econ._Self-Sufi Adjustment I Comment I Submit Comments or Questions? Please go to Technical...Ass�istanc-.e Center or Contact AIIASLS' httnc-/hai.uwt l hijd.Afly/TTTJI) Svstetns/mass/securitv.cfin 5/23/2006 Work Orders Page 1 of 1 Management Assessment for Public Housing Agencies JSkip navigation links e is • D a Sub-Indicator 3: Work Orders PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Type : Submission ELEMENT DESCRIPTION AMOUNT Component 1: Emergency Work Orders W10000 Total number of emergency work orders. 4,343 W10100 Total number of emergency work orders completed/abated within 4 343 24 hours. ' W10200 Percentage of emergency work orders completed l abated within 24 100.00% hours. Component 2: Non-Emergency Work Orders W10500 Total number of non-emergency work orders. 16,543 W10600 Total number of calendar days it took to complete non-emergency 22,333 work orders. W10700 Average number of days PHA.has reduced the time it takes to .05 complete non-emergency work orders over the past three years. W10800 Average completion days. 1.35 Next,Sub-.lndica.tor_l: I_n_bo_x Unit Turnaround Capital Fund Work Orders I Annual Inspection. Security Econ._Self-Buff Adjust men.t Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS hrrrn //wwwl l.hud.gov/HUD Svstems/mass/workorders.cfi-n 5/23/2006 Annual Inspection of Dwelling I- "s and Systems Page 1 of 2 Management Assessment for Public Housing Agencies [Skip avigation links] !44111 0 Sub-Indicator 4: Annual Inspection of Dwelling Units and Systems PHA Code : CA011 FYE : 03/31 Fiscal Year : 2006 PHA Name : County of Contra Costa Housing Authority Submission Type : Submission ELEMENT DESCRIPTION AMOUNT Component 1: Annual Inspection of Dwelling Units A10000 The total number of ACC units. 1,159 The sum of units exempted where the PHA made two documented A10100 attempts to inspect and is enforcing the lease. 0 A10200 Vacant units exempted for Capital Fund. 30 A10300 Vacant units exempted for other reasons. 9 A10400 Total number of units inspected using the Uniform Physical 1 120 Condition Standards (UPCS). ' A10550 Total number of units inspected that did not require repairs. 621 The number of units where necessary repairs were completed to A10600 comply with UPCS either during the inspection, issued work orders 499 for the repairs, or referred the deficiency to the current year's or next year's Capital Fund program. A10700 Adjusted units available. 1,120 A10800 Percent of units inspected by PHA. 100.00% Component 2: Annual Inspection of Systems Including Common Areas and Non-Dwelling Space A11100 Total number of projects. 15 A11200 Total number of projects exempted from the inspection of systems. 0 The total number of projects where all systems were inspected in A11300 accordance with the UPCS. 15 A11400 Total number of buildings. 431 A11500 Total number of buildings exempted from the inspection of 7 systems. A11600 Total number of buildings where all systems were inspected in 424 accordance with the UPCS. The number of buildings and projects where necessary repairs A11700 were completed to comply with UPCS either during the inspection, 242 issued work orders for the repairs, or referred the deficiency to the current year's or next year's Capital Fund program. A11800 Percentage of projects inspected. 100.00% A11900 Percentage of buildings inspected. 100.00% l,tt—H-1-0 t hmi vnv/HI TTS Svstems/mass/annlia.linsnection.cfm 5/23/2006 Annual Inspection.of Dwelling j T `s and Systems Page 2 of 2 Next.Sub indicator.:.. .. Inbox Unit Turnaround I Cakital Fund I Work Orders I Annual Inspection Security_ I Econ, Self-Suff I Admusi trent Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS htrnc•//wwwll.hud.Qov/HIJD Svstems/mass/annualinsnection.cfm 5/23/2006