HomeMy WebLinkAboutMINUTES - 04082008 - SD.3 (3) HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA
TO: BOARD OF COMMISSIONERS
FROM: Joseph Villarreal, Executive Director
DATE: April 8, 2008
SUBJECT: Analysis of Collection Loss Write-Off for Past Three Years
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
ACCEPT write-off analysis for fiscal years 2004-2005, 2005-2006 and 2006-2007.
II. FINANCIAL IMPACT:
None.
III. REASONS FOR RECOMMENDATION/BACKGROUND:
The Board requested that staff provide a detailed report of the Authority's collection loss history.
This request was made in response to collection losses ranging from $105,000 to $153,000 over the last
three complete fiscal years. A detailed write-off analysis is attached for this period. The analysis shows
collection loss write-offs due to evictions, skips (when a tenant leaves the unit without notifying the
Authority), and regular move-outs. Move-outs occur for a variety of reasons. For example, it may be that
the family has left the program, in the case of an elderly person it may be that they are moving to an
assisted care facility or it may be that the tenant is facing eviction and decides to leave the unit before that
occurs. The analysis does not show miscellaneous write-offs because of their relatively small number.
The death of a tenant is an example of an occurrence that is not shown in the attached report.
When a tenant leaves a public housing unit owing money, HACCC will send a bill to the last known
forwarding address. The family will be given ten days to make contact before the Authority sends another
bill. Again the family will be given ten days to contact the Authority about the money owed before a third
and final bill is sent out. Unless the family has made some arrangement with the Authority, HACCC will
write-off any debt charged to a family that has not made at least one payment by the end of the third
month. Debts that are written off are referred to the County's Office of Revenue Collection (ORC) for
follow-up.
CONTINUED ON ATTACHMENT: X YES SIGNATURE
oseph Villarreal,Executive Director
RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON del- /� q/&nA _ APPROVED AS RECOMMENDED _OTHER
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 O I O
JOSE H VILL RREAL,CLERK OF
THE BOARD OF COMMISSIONERS
AND EXECUTIVE DIRECTOR
cc. CAO Office
BY , D UTY
H:UudyHayes\MSOFFICE\WINWORD\BOARD\BO-Collection Loss Write-off Analysis.doc
Collection Loss Write-off Analysis
April 8, 2008
Page 2
The Authority successfully recovers some money from former tenants whose debt has been
written off. ORC is able to collect a small percentage of debts that have been turned over by the Authority
and HACCC collects another small percentage when former clients come off one of the Authority's wait
lists. Applicants with outstanding debts to any housing authority are not eligible for the program. For
most families, repaying the Authority is preferable to being rejected for housing assistance. These
collections are shown as miscellaneous income so an accounting of the money recovered after being
written off is not available.
Several changes in 2005 and 2006 contributed to a significant increase in collection loss write-offs
over the past few years. First, the Authority began to standardize the Maintenance Department. New
procedures streamlined the system for assigning charges and a new computer system allowed the
Maintenance Department to accurately account for these charges. Second, the advent of improved
national income verification systems from HUD caused the rent owed by many families to increase due to
underreporting of income. In some cases these families decided it was better to move out than repay the
housing authority and in others, the underreporting was so great HACCC sought to end their participation
in the program. Finally, the Authority improved its eviction processes and became more steadfast in
pursuing cases based on nonpayment of rent and lease violations.
IV. CONSEQUENCES OF NEGATIVE ACTION:
None, informational item only.
Percentage of Total Write-off by Development per Quarter-
Jun-04 Percent of
Subtotal Total W/O
Bayo Vista $9,507.73 56.9%
EI Pueblo $5,171.59 31.0%
Total quarterly write-off(W/O) $16,686.96
Sep-04 Percent of
Subtotal Total W/O
EI Pueblo $13,483.26 40.8%
Bayo Vista $11,437.44 34.6%
Los Nogales $1,265.50 3.8%
North Rich $1,025.77 3.1%
Casa De Man $459.55 1.4%
Total quarterly write-off(W/O) $33,033.42
Dec-04 Percent of
Subtotal Total W/O
Bayo Vista $21,322.00 54.7%
North Richmond $9,614.53 24.6%
EI Pueblo $2,647.80 12.4%
Elderwinds $2,221.16 5.7%
Alambra Terrace $1,742.42 4.5%
Total quarterly write-off(W/O) $39,023.37
Mar-05 Percent of
Subtotal Total W/O
North Richmond $20,340.97 31.6%
EI Pueblo $18,997.18 29.5%
Bayo Vista $15,606.16 24.2%
Bridgemont $3,166.00 4.9%
Kidd Manor $1,880.45 2.9%
Alhambra $236.49 0.5%
Total quarterly write-off(W/O) $64,466.75
Jun-05 Percent of
Subtotal Total W/O
North Richmond $16,315.03 47.7%
Bayo Vista $10,459.77 30.6%
EI Pueblo $5,544.27 16.2%
Vista Del Camino $841.03 2.5%
Hacienda $227.69 0.1%
Kidd Manor $85.85 0.03%
Total quarterly write-off(W/O) $34,168.64
Percentage of Total Write-off by Development per Quarter
Sep-05 Percent of
Subtotal Total W/O
Bayo Vista $13,317.19 52.3%
EI Pueblo $4,584.61 18.0%
Los Nogales $1,689.32 6.6%
Elderwinds $1,491.21 5.9%
Los Arboles $1,469.14 5.8%
Total quarterly write-off(W/O) $25,477.33
Dec-05 Percent of
Subtotal Total W/O
North Richmond $11,069.91 48.9%
Bridgemont $2,273.62 10.1%
EI Pueblo $1,649.81 7.3%
Total quarterly write-off(W/O) $22,617.35
Mar-06 Percent of
Subtotal Total W/O
Bayo Vista $8,040.41 35.4%
Alhambra Terrace $6,829.64 30.1%
North Richmond $4,802.00 21.2%
Bridgemont $1,318.00 5.8%
Total quarterly write-off(W/O) $22,692.88
Jun-06 Percent of
Subtotal Total W/O
EI Pueblo $2,818.35 83.2%
Total quarterly write-off(W/O) $3,388.33
Sep-06 Percent of
Subtotal Total W/O
Bayo Vista $22,979.16 49.1%
EI Pueblo $7,348.97 15.7%
Vista Del Camino $7,273.63 15.5%
North Richmond $7,009.51 15.0%
Hacendia $1,027.43 2.2%
Elderwinds $150.00 0.3%
Total quarterly write-off(W/O) $46,796.70
Percentage of Total Write-off by Development per Quarter
Dec-06 Percent of
Subtotal Total W/O
EI Pueblo $17,161.02 38%
Bayo Vista $7,994.80 18%
North Richmond $6,429.19 14%
Los Arboles $5,529.42 12%
Casa De Manana $702.92 2%
Casa Serena $397.58 1%
Total quarterly write-off(W/O) $44,705.83
Mar-07 Percent of
Subtotal Total W/O
Bayo Vista $30,062.11 62%
Hacienda $10,189.65 21%
North Richmond $6,671.59 14%
Los Arboles $1,002.50 2%
EI Pueblo $124.14 0%
Total quarterly write-off(W/O) $48,305.61
Write Off Analysis 2004-2005
Jun-04 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
EI Pueblo $2,253.00 $1,617.28
Bayo Vista $1,671.67 $2,925.78
Bayo Vista $986.00 $1,847.25
Subtotal $4,910.67 $6,390.31 $11,300.98 67.7%
Skips
Move out
EI Pueblo $1,301.31
Bayo Vista $271.00 $632.33
Bayo Vista $360.21 $44.99
Bayo Vista $461.00 $307.50
Subtotal $1,092.21 $2,286.13 $3,378.34 20.2%
Evictions, Skips and Move outs Total $14,679.32 88.0%
Total quarterly writeoff(W/O) $16,686.96
Sep-04 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
Los Nogales $351.97
EI Pueblo $577.13 $750.23
EI Pueblo $3,241.62 $275.54
EI Pueblo $2,253.87 $1,616.41
North Rich $472.80 $41.50
North Rich $388.37 $123.10
Bayo Vista $3,708.00 $247.79
Bayo Vista $712.62 $1,868.95
Bayo Vista $0.00 $2,247.75
Bayo Vista $666.19 $627.50
Subtotal $12,020.60 $8,150.74 $20,171.34 61.1%
Skips
EI Pueblo $387.79 $1,414.27
Los Arboles $373.50 $540.03
Bayo Vista $0.00 $1,358.64
Subtotal $761.29 $3,312.94 $4,074.23 12.3%
Move out
EI Pueblo $0.00 $843.18
EI Pueblo $276.00 $1,301.31
EI Pueblo $63.91 $482.00
Casa De Man $0.00 $459.55
Subtotal $339.91 $3,086.04 $3,425.95 10.4%
Evictions, Skips and Move outs Total $27,671.52 83.8%
Total quarterly writeoff(W/O) $33,033.42
Write Off Analysis 2004-2005
Dec-04 Percent of
Total # Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
EI Pueblo 0.00 1,739.80
North Rich 2,872.60 692.33
North Rich 3775.6 235.00
North Rich 1204 835.00
Bayo Vista 4357 3,076.44
Bayo Vista 1533 2,015.16
Bayo Vista 342 5,593.42
Elderwinds 452.16 1,769.00
Subtotal 14,536.36 15,956.15 $30,492.51 78.1%
Skips
Move out
Alambra Terr 719.17 1,023.25
North Richmond 81 0
North Richmond 817 10.00
Bayo Vista 0 849.25
Bayo Vista 203 752.52
Bayo Vista 0 541.52
Bayo Vista 0 799.60
Bayo Vista 0 76.21
Bayo Vista 297.88 885.00
Subtotal 2118.05 4,937.35 $7,055.40 18.1%
Evictions, Skips and Move outs Total $37,547.91 96.2%
Total quarterly writeoff(W/O) $39,023.37
Mar-05 Percent of
Total # Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
Bridgemont $2,798.50 $367.50
EI Pueblo $986.10 $1,724.47
EI Pueblo $1,254.69 $2,190.50
EI Pueblo $101.00 $1,354.53
North Rich $3,789.50 $85.00
North Rich $1,761.00 $4,797.50
North Rich $3,598.41 $3,240.74
North Rich $2,177.00 $107.50
Bayo Vista $1,571.02 $311.25
Bayo Vista $1,286.97 $925.99
Bayo Vista $1,017.60 $1,266.75
Subtotal $20,341.79 $16,371.73 $36,713.52 56.9%
Skips
North Rich $0.00 $144.69
EI Pueblo $0.00 $865.00
Bayo Vista $924.25 $1,116.66
Subtotal $924.25 $2,126.35 $3,050.60 4.7%
Write Off Analysis 2004-2005
Mar-05 Continued
Move out
Alhambra $0.00 $296.49
EI Pueblo $0.00 $51.28
EI Pueblo $0.00 $48.18
EI Pueblo $0.00 $19.77
EI Pueblo $9,229.00 $1,172.66
North Rich $68.00 $359.13
North Rich $0.00 $212.50
Bayo Vista $643.50 $1,647.50
Bayo Vista $461.60 $803.50
Bayo Vista $118.50 $255.25
Bayo Vista $128.00 $27.45
Bayo Vista $219.70 $1,189.75
Bayo Vista $274.50 $1,232.05
Bayo Vista $0.00 $184.37
Kidd Manor $1,161.00 $719.45
Subtotal $12,303.80 $8,219.33 $20,523.13 31.8%
Evictions, Skips and Move outs Total $60,287.25 93.5%
Total quarterly writeoff(W/O) $64,466.75
Evictions, Skips and Move-outs by Development
Alhambra Kidd Manor
Evictions Evictions
Skips Skips
Move outs 2 Move outs 1
Bridgemont North Rich
Evictions 1 Evictions 4
Skips Skips 1
Move outs Move outs 4
Bayo Vista EI Pueblo
Evictions 12 Evictions 8
Skips 2 Skips 2
Move outs 17 Move outs 8
Casa De Man Los Nogales
Evictions Evictions 1
Skips Skips
Move outs 1 Move outs
Los Arboles Elderwinds
Evictions Evictions 1
Skips 1 Skips
Move outs Move outs
Write Off Analysis 2005-2006
Jun-05 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
EI Pueblo $3,627.65 $60.00
North Rich $2,110.00 $592.25
North Rich $430.57 $235.84
North Rich $396.00 $710.00
Bayo Vista $4,953.07 $1,181.71
Subtotal $11,517.29 $2,779.80 $14,297.09 41.8%
Skips
EI Pueblo $386.00 $820.00
EI Pueblo $108.90 $20.00
North Rich $575.00 $19.00
North Rich $1,947.56 $284.69
North Rich $2,257.30 $212.74
North Rich $4,356.00 $2,129.79
Kidd Manor $0.00 $85.85
Subtotal $9,630.76 $3,572.07 $13,202.83 38.6%
Move out
EI Pueblo $301.72 $220.00
North Rich $0.00 $58.29
Bayo Vista $308.00 $113.56
Bayo Vista $366.00 $1,917.00
Bayo Vista $50.40 $710.44
Bayo Vista $209.25 $160.57
Bayo Vista $295.85 $193.92
Hacienda $227.69 $0.00
Vista Del $462.53 $378.50
Subtotal $2,221.44 $3,752.28 $5,973.72 17.5%
Evictions, Skips and Move outs Total $33,473.64 98.0%
Total quarterly writeoff(W/O) $34,168.64
Sep-05 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
Los Nogales $1,654.20 $35.12
EI Pueblo $3,092.71 $611.43
Los Arboles $1,159.14 $310.00
Bayo Vista $1,074.54 $3,760.67
Subtotal $6,980.59 $4,717.22 $11,697.81 45.9%
Skips
EI Pueblo $42.11 $10.00 $52.11 0.2%
Move out
EI Pueblo $592.36 $236.00
Bayo Vista $919.00 $200.00
Bayo Vista $3,349.83 $943.75
Write Off Analysis 2005-2006
Sep-05 Continued
Bayo Vista $1,035.80 $569.55
Bayo Vista $940.80 $523.25
Elderwinds $0.00 $1,491.21
Subtotal $6,837.79 $3,963.76 $10,801.55 42.4%
Evictions, Skips and Move outs Total $22,551.47 88.5%
Total quarterly writeoff(W/O) $25,477.33
Dec-05 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
Bridgemont $626.08 $1,647.54
EI Pueblo $1,241.45 $310.81
North Rich $892.00 $82.49
North Rich $638.00 $45.00
North Rich $131.73 $2,597.61
North Rich $2,174.00 $3,634.79
Subtotal $5,703.26 $8,318.24 $14,021.50 62.0%
Skips
EI Pueblo $61.05 $36.50 $97.55 0.4%
Move out
North Rich $0.00 $874.29 $874.29 3.9%
Evictions, Skips and Move outs Total $14,993.34 66.3%
Total quarterly writeoff(W/O) $22,617.35
Mar-06 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
Alhambra $3,863.73 $2,965.91
North Rich $4,447.00 $355.00
Bayo Vista $7,672.91 $367.50
Subtotal $15,983.64 $3,688.41 $19,672.05 86.7%
Skips
Move out
Bridgemont $1,013.00 $305.00 $1,318.00 5.8%
Evictions, Skips and Move outs Total $20,990.05 92.5%
Total quarterly writeoff(W/O) ;;.$22,692.88
Write Off Analysis 2005-2006
Evictions, Skips and Move-outs by Development
Alhambra Kidd Manor
Evictions 1 Evictions
Skips Skips 1
Move outs Move outs
Bridgemont North Rich
Evictions 1 Evictions 8
Skips Skips 4
Move outs 1 Move outs 2
Bayo Vista EI Pueblo
Evictions 3 Evictions 3
Skips Skips 4
Move outs 9 Move outs 2
Casa De Man Los Nogales
Evictions Evictions 1
Skips Skips
Move outs Move outs
Los Arboles Elderwinds
Evictions 1 Evictions
Skips Skips
Move outs Move outs
Hacendia Vista Del
Evictions Evictions
Skips Skips
Move outs 1 Move outs 1
r
Write Off Analysis 2006-2007
Jun-06 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
EI Pueblo $1,944.00 $663.83 $2,607.83 77.0%
Skips
Move out
EI Pueblo $0.00 $210.52 $210.52 6.2%
Evictions, Skips and Move outs Total $2,818.35 83.2%
Total quarterly writeoff(W/O) $3,388.33
Sep-06 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
EI Pueblo $0.00 $420.66
EI Pueblo $4.00 $1,741.91
EI Pueblo $493.00 $2,986.97
North Rich $4,857.01 $2,152.50
Bayo Vista $1,718.69 $297.50
Bayo Vista $4,694.63 $3,107.64
Bayo Vista $0.00 $1,050.29
Bayo Vista $1,477.07 $46.25
Bayo Vista $100.33 $997.47
Bayo Vista $2,602.55 $1,624.20
Bayo Vista $968.48 $2,940.20
Hacendia $947.43 $80.00
Subtotal $17,863.19 $17,445.59 $35,308.78 75.5%
Skips
Vista Del $2,066.95 $2,095.83
Vista Del $1,866.00 $1,244.85
EI Pueblo $831.10 $871.33
Subtotal $4,764.05 $4,212.01 $8,976.06 19.2%
Move out
Bayo Vista $0.00 $1,099.73
Bayo Vista $66.26 $187.87
Elder Winds $0.00 $150.00
Subtotal $66.26 $1,437.60 $1,503.86 3.2%
Evictions, Skips and Move outs Total $45,788.70 97.8%
Total quarterly writeoff(W/O) $46,796.70
Write Off Analysis 2006-2007
Dec-06 Percent of
Development Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
EI Pueblo $587.85 $1,075.21
EI Pueblo $892.62 $510.43
EI Pueblo $1,123.00 $2,134.73
EI Pueblo $854.00 $1,266.16
EI Pueblo $986.00 $1,762.00
Los Arboles $1,419.44 $4,109.98
Las Deltas $0.00 $492.18
Las Deltas $0.00 $403.50
Bayo Vista $848.94 $563.00
Bayo Vista $46.32 $598.08
Subtotal $6,758.17 $12,915.27 $19,673.44 44.0%
Skips
EI Pueblo $560.25 $1,702.00
EI Pueblo $729.00 $955.97
EI Pueblo $0.00 $1,720.20
EI Pueblo $0.00 $301.60
Las Deltas $4,202.00 $426.51
Bayo Vista $2,550.46 $624.00
Casa Serena $330.08 $67.50
Subtotal $8,371.79 $5,797.78 $14,169.57 31.7%
Move out
Las Deltas $895.00 $10.00
Bayo Vista $0.00 $55.75
Bayo Vista $450.52 $100.32
Bayo Vista $39.67 $0.00
Bayo Vista $377.60 $142.50
Bayo Vista $5.02 $408.61
Bayo Vista $0.00 $550.06
Bayo Vista $403.20 $230.75
Casa De Man $12.00 $690.92
Subtotal $2,183.01 $2,188.91 $4,371.92 9.8%
Evictions, Skips and Move outs Total $38,214.93 85.5%
Total quarterly writeoff(W/O) $44,705.83
Mar-07 Percent of
Total # Rent Charges Maintenance Charges Subtotal Total W/O
Evictions
Las Deltas $9,142.40 $1,037.25
Bayo Vista $5,343.45 $342.50
Bayo Vista $7,132.56 $1,060.38
Bayo Vista $12,721.00 $1,192.63
Hacienda $5,512.66 $1,158.93
Subtotal $39,852.07 $4,791.69 $44,643.76 92.4%
PPr
Write Off Analysis 2006-2007
Mar-07 Continued
Skips
EI Pueblo $0.00 $124.14 $124.14 0.3%
Move out
Los Arboles $0.75 $1,001.75
Las Deltas $0.00 $10.00
Bayo Vista $85.39 $340.00
Bayo Vista $0.00 $12.50
Bayo Vista $0.00 $670.49
Bayo Vista $0.00 $1,070.79
Bayo Vista $0.00 $90.42
Subtotal $86.14 $3,195.95 $3,282.09 6.8%
Evictions, Skips and Move outs Total $48,049.99 99.5%
Total quarterly writeoff(W/O) $48,305.61
Evictions, Skips and Move-outs by Development
Casa De Manana Las Deltas
Evictions Evictions 4
Skips Skips 1
Move outs 1 Move outs 2
Bayo Vista El Pueblo
Evictions 12 Evictions 9
Skips 1 Skips 6
Move outs 14 Move outs 1
Casa Serena Elderwinds
Evictions Evictions
Skips 1 Skips
Move outs Move outs 1
Los Arboles
Evictions 1 Vista Del
Skips Evictions
Move outs 1 Skips 2
Move outs
Hacendia
Evictions 2
Skips
Move outs
I