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Home My WebLink AboutMINUTES - 05222007 - HA.3 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA R A , TO: BOARD OF COMMISSIONERS FROM: Rudy Tamayo, Executive Director DATE: May 22, 2007 SUBJECT: Approve Resolution No. 5090 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. 5090 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, 2007. 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. 5090, 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: YES SIGNATURE udy ayo Executiv irector RECOMMENDATION OF EXECUTIVE DIRECTOR RECOM ENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): i ACTION OF BOARD ON MOW,c2a GMD APPROVED AS RECOMMENDED ✓ O*ER VOTE OF COMMISSIONERS ' / I HEREBY CERTIFY THAT THIS IS A V/ UNANIMOUS (ABSENT I ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DA�T/E SHOWN. ATTESTED /jqaa� 0"Z^ JOH#CULLE ,CLERK OF THE BOARD OF COMMISSIONERS AND COUNTY ADMINISTRATOR BY wdt_ - ,DEPUTY H:\JudyHayesWISOFFICE\WINWORD\BOARD\BO-PHAS Score.doc THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5090 i 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 by the following vote of the Comioission6rs. AYES: GIOIA, UILKEMA, BONILLA, GLOVER, &PIEPHO 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 � ! q JOHN CULLEN, CLERK OF THE ARD OF COMMISSIONERS AND , COUNTY ADMINISTRATOR By H:\JudyHayes\MSOFFICE\wINWORD\BOARD\BO-PHAS Resolution.doc Vacant-Unit Turnaround Time Page 1 of 1 Management Assessment for Public Housing Agencies LSkip navigation links Sub-Indicator 1: Vacant Unit Turnaround Time PHA Code : CA011 FYE : 03/31 Fiscal Year : 2007 PHA Name : County of Contra Costa Housing Authority Submission Type Submission ELEMENT DESCRIPTION AMOUNT V12400 Total number of turnaround days. 7,731 V12500 Total number of vacancy days exempted for Capital Fund. 16,570, V12600 Total number of vl cancy days exempted for other reasons. 60 V12700 Total number of vacant units turned around and lease in effect in the PHA's immediate past fiscal year. 134 V12800 Average number of calendar days units were in down time. 14.00 V12900 Average number of calendar days units were in make ready time. 17.18 V13000 Average number of calendar days units were in lease up time. IM90 V13100 Average Unit Turnaround Days. 8.22 l'f.f5 .s Save' Reset' NextxtSub I,ndlcator ,. I In_m Unit Turnaround I Capital Fund I Work Orders Annual Inspection I Security_ I Econ. Self-Suff Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS. httt)s://hudapps.hud.gov/HUD Systems/mass/vacant unit turnaround time.cfm 5/10/2007 Capital Furid . Page 1 of 2 Management Assessment for Public Housing Agencies [Skl�na jgaL links] Sub-Indicator 2: Capital Fund PHA Code : CA011 FYE : 03/31 Fiscal Year : 2007 PHA Name : County of Contra Costa Housing Authority Submission Type Submission ELEMENT DESCRIPTION AMOUNT Do you have any open Capital Fund programs(e.g. CGP, HOPE VI) CF10000 (Y/N)? Open = any program that does not have a pre-audit end date or that received apre-audit end date during the fiscal year being yes DIT 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 $ F2, 196,123.00 i 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 $ 2,196,123.00 being assessed. CF10200 Unexpended funds to be recaptured (enter dollar amt). $ 0.00 Unexpended fundi approved by HUD over 3 FFYs old (enter dollar , CF10300 amt). $ 0.00 CF10400 Unexpended funds with time extensions due to reasons outside of 0.00 PHA control (enter dollar amt). $ CF10500 Adjusted total unexpended funds. $ O Component 2: Timeliness of Fund Obligation CF11100 Total funds authol ized for grants over 2 FFYs old. $ F0 CF11200 Total funds obligated over 2 FFYs old. $ 0.00 CF11300 Unobligated fund IS approved by HUD over 2 FFYs old (enter dollar $ 0.00 amt). - Unobligated funds with time extensions due to reasons outside of 0.00 CF11400 pHA control (enter dollar amt). $ CF11500 Adjusted total un bligated 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 All 33 audit). (mmiddiyyyy) CF11800 The number of firldings related to contract administration. 0 CF11900 The number of findings related to contract administration that have 10 been corrected by the PHA. https://hudaops.hud.gov/HUD Systems/mass/capitalfund.cfm 5/10/2007 Capital Furid , Page 2 of 2 CF12000 The number of findings related to contract administration that the PHA is is in the process of correcting. I" 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. (mmidd/yyyy) CF12300 The number of fin I Ings related to the quality of the physical work. i0 CF12400 The number of findings related to the quality of the physical work �'----y that have been corrected by the PHA. I"_.._----._.-..._.. CF12500 that the PHA is iThe number of ln dings related to the quality of the physical work 10 the process of correcting. ... --- -.. Component 5: Budget Controls CF12700 Total amount of Capital Funds expended during the PHA fiscal year 2 281 224.00 being assessed. $ The amount of Capital Funds expended on approved work items CF12800 not subject to budget revisions during the PHA fiscal year being 2,281 224.00 i 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. - Save` Reset ' Next=Sub Indicator Inbox I Unit Turnaround I Capital Fund I (Work Orders I Annual Inspection I Security I Econ. Self-Su ff Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/capitalfund.c fin 5/10/2007 Work-Orders Page 1 of 1 Management Assessment for Public Housing Agencies [Skip navigation linksl megrsm1 �� i Sub-Indicator 3: Work Orders PHA Code : CA011 FYE : 03/31 Fiscal Year : 2007 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. 1,324 I W10100 Total number of emergency work orders completed /abated within 1,324 24 hours. ----•- - W10200 -- Percentage of emergency work orders completed /abated within 24 g 100.00 /g hours. _ _ Component 2: Non-Emergency Work Orders W10500 Total number of non-emergency work orders. IIIJ17 W10600 Total number of calendar days it took to complete non-emergency 2 work orders. Average number of days PHA has reduced the time it takes to — W10700 1.50 complete non-emergency work orders over the past three years. --- - - -- - - -' W10800 Average completion days. 0.00 Saves "Resef �Next7Sub Indicator Inbox Unit Turnaround Capital Fund Work Orders Annual Inspection I Security Econ. Self-Su ff Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/workorders.cfm?status_name=draft 5/10/2007 Annual inspection of Dwelling Units and Systems Pagel of 2 Management Assessment for Public Housing Agencies [Skip navigation links] Sub-Indicator 4: Annual Inspection of Dwelling Units and Systems PHA Code : CA011 FYE : 03/31 Fiscal Year : 2007 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 A10100 The sum of units exempted where the PHA made two documented attempts to inspect and is enforcing the lease. F-------------------.' A10200 Vacant units exemlpted for Capital Fund. 18 A10300 Vacant units exemlpted for other reasons. I� A10400 Total number of units inspected using the Uniform Physical 1 Condition Standards (UPCS). 1,14 A10550 Total number of un'its inspected that did not require repairs. 1,030 The number of units where necessary repairs were completed to comply with UPCS,either during the inspection, issued work orders 111 A10600 for the repairs, or eferred the deficiency to the current year's or next year's Capital Fund program. A10700 Adjusted units available. 1 141 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 priojects exempted from the inspection of systems. 0 A11300 The total number of projects where all systems were inspected in 15 accordance with the UPCS. All 1400 Total number of b l ildings. 431 A11500 Total number of b l ildings exempted from the inspection of 3 systems. A11600 Total number of buildings where all systems were inspected in 428 accordance with the UPCS. I The number of buildings and projects where necessary repairs A11700 were completed toi comply with UPCS either during the inspection, 37 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. https://hudapps.hud.gov/HUD_Systems/mass/annualinspection.cfm 5/10/2007 Annual Inspection of Dwelling Unit and Systems Page 2 of'2 100.00 i% A11900 Percentage of buildings inspected. 100.00 Sav ,113 t Nezt,Sub indicator `<;'I Inbox Unit Turnaround Capital Fund Work Orders I Annual Inspection Security Econ. Self-Su ff Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/fIUD_Systems/mass/annualinspection.cfrn 5/10/2007 Security Pagel of 2 Management Assessment for Public Housing Agencies (Skip nava aton links] o n 8 Sub-Indicator 5: Security PHA Code : CA011 FYE : 03/31 Fiscal Year : 2007 PHA Name : County of Contra Costa Housing Authority Submission Type : Submission 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. (mmiddiyyyy) _ S10100 The date that the I HA implemented the current procedures to track 03/18/1997 crime and crime-ri lated problems. (mmiddryyyy) The date that the PHA implemented a current cooperative system 03/18/1997 S10200 for tracking and reporting crime to local police authorities. (mmiddiyyyy) S10300 The number of crimes that the PHA can document it reported to 15 local police authorities. S10400 Percentage of developments where PHA can document it tracks 10 _6 '% 0.0 crime and crime-related problems. Component 2: Screening of Applicants S10500 The date the Board adopted current screening policies that reflect 01/07/1997 y the applicable criteria. (mmiddiyyyy) S10600 The date the PHA implemented current screening procedures that 01/07/1997 reflect the applicable criteria. (mmiddiyyyy) PHA can document current screening procedures result in ,rr S10700 successfully denying admission to applicants who meet the ye -, s applicable criteria (enter Yes or No). S10800 The total number of applicants denied who met the applicable 16 criteria Component 3: Lease Enforcement S10900 The date the Board adopted current eviction policies that reflect 01/07/1997 the applicable criteria. (mmiddryyyy) The date the PHA implemented current eviction procedures that 01/07/1997 S11000 reflect the applicable criteria. (mmiddiyyyy) 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. 12 https://hudapps.hud.gov/HUD_Systems/mass/security.cfm 5/10/2007 Security, Page 2 of 2 Component 4: Drug Prevention and/or Crime Reduction Program Goals S11350 The number of HUD-funded drug prevention and/or crime reduction 0 programs. S11450 The number of non HUD-funded drug prevention and/or crime 0 reduction programs that the PHA requests to be assessed. S11550. The number of documented program goals that are related to drug- 0 prevention and/orl crime reduction. S11600 The number of goals the PHA can document it met under the 0 implementation pians(s) for any and all of these programs. Percentage of goals that the PHA can document it met under the o S11700 0.00 .._.. .. 1/o implementation plans(s)for any and all of these programs. Save; `,Reset;• ,ter ` NeztSub Indicator I Inbox I Unit Turnaround Capital Fund I Work Orders I Araival Inspection Security Econ. Self-Suff djustment I Corarrien I Submit Comments or Questions?Please go to Technical Assistance_Center or Contact MASS https://hudapps.hud.gov/HLTD_Systems/mass/security.cfm 5/10/2007 Ecohomic Self-Sufficiency Page 1 of 1 Management Assessment for Public Housing Agencies [Skip navigation links] e111 F A0,11M IBM Sub-Indicator 6: Economic Self-Sufficiency PHA Code : CA011 FYE : 03/31 Fiscal Year : 2007 PHA Name : County of Contra Costa Housing Authority Submission Type Submission 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 tat are relateto econom E10200 The numlberof 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 implementation plan(s) for any and all of these programs. 0.00 MSave ; F2eset= Wbox I Unit_Turnaround I Ca HWIFtlmd � Work Orders ( Aiulual Inspecti_o.n � .S._ecu_rity. � Econ. Self-Suff� diustnient I Comment ( Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/economic_self sufficiency.cfm 5/10/2007