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Home My WebLink AboutMINUTES - 06172008 - D.2 HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA TO: BOARD OF COMMISSIONERS FROM: Joseph Villarreal Executive Director DATE: June 17, 2008 SUBJECT: Approve Resolution No. 5103 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. 5103 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, 2008. 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). The Management Assessment Sub-System (MASS) is part of the PHAS assessment process. Housing authorities are required 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. The approval of Resolution 5103 ensures compliance with current HUD regulations. IV. CONSEQUENCES OF NEGATIVE ACTION: Should the Board of Commissioners elect not to approve Resolution No. 5103, 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 oseph Villarreal,Executive Director RECOMMENDATION OF EXECUTIVE DIRECTOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON KD(e 1:17 /C:) g APPROVED AS RECOMMENDED _ OTHER VOTE OF COMMISSIONERS I HEREBY CERTIFY THAT THIS IS A C�UNANIMOUS (ABSENT ) TRUE AND CORRECT COPY OF AN AYES: OES: ACTION TAKEN AND ENTERED ON THE ABSENT: ABSTAIN: MINUTES OF THE BOARD OF COMMISSIONERS ON THE DATE SHOWN. ATTESTEDp JOSEPH'VILLAkREAL,CLERK OF THE BOARD OF COMMISSIONERS AND EXECUTIVE DIRECTOR BY DEPUTYH:UudyHayes\MSOFFICE\WINWORD\BOARD\BO-MASS Submission 2008.doc THE BOARD OF COMMISSIONERS HOUSING AUTHORITY OF THE COUNTY OF CONTRA COSTA RESOLUTION NO. 5103 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 1"a-�o$ by the following vote of the Commissioners. AYES: Cot'1b(t UILK.C-�N/ 100N1u)k 4 6r0\je-w-_ NOES: ABSENT: '— ABSTAIN: 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 QCs pg JOSEPH V11 I ARREAL, CLERK OF THE BOARD OF COMMISSIONERS AND EXECUTIVE DIRECTOR By CADocuments and Settings\jhayes.000HA\Local Setting s\Tem pora ry Internet Files\011<2130\130-PHAS Resolutionl,doc Vacant Unit Turnaround Time Yage 1 of 1 Management Assessment for Public Housing Agencies (Skip navigation linksl ■ W13 it Sub-Indicator 1: Vacant Unit Turnaround Time PHA Code : CA011 FYE : ' 03/31 Fiscal Year: 2008 PHA Name : County of Contra Costa Housing Authority Submission Submission Type : ELEMENT DESCRIPTION AMOUNT V12400 Total number of turnaround days. 146,808 .......................................................... V12500 Total number of vacancy days exempted for Capital Fund. 30,288 V12600 Total number of vacancy days exempted for other reasons. 10 V12700 Total number of vacant units turned around and lease in effect in the PHA's (156 immediate past fiscal year. 'mtt - Wm V12800 Average number of calendar days units were in down time. V12900 Average number of calendar days units were in make ready time. 18.00 V13000 Average number of calendar days units were in lease up time. 122.00 V13100 Average Unit Turnaround Days. 105.90 eRset l�exst"134'd � . Inbox Unit Turnaround Capital Fund I Work Orders I Annual Inspection Security Econ. Self-Suff I Adjustment I.Qomment Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/vacant unit turnaround time.cfm 5/21/2008 �apital Fund. Page 1 of 2 Management Assessment for Public Housing Agencies Lkio navigation links] l Sub-Indicator 2: Capital Fund PHA Code : CA011 FYE : 03/31 Fiscal Year: 2008 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)(Y/N)? Open =any CF10000 program that does not have a pre-audit end date or that received a pre-audit end yeT3 date during the fiscal year being 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 end date or that $ CF10050 received a pre-audit end date during the fiscal year being assessed. 0.00 Total funds expended over 3 FFYs old that do not have a pre-audit end date or that $ CF10100 received a pre-audit end date during the fiscal year being assessed. 0.00 CF10200 Unexpended funds to be recaptured (enter dollar amt). 0.00 CF10300 Unexpended funds approved by HUD over 3 FFYs old (enter dollar amt). $ 0.00 CF10400 Unexpended funds with time extensions due to reasons outside of PHA control (enter dollar amt). 10.00 +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 amt). 0.00 CF11400 Unobligated funds with time extensions due to reasons outside of PHA control $ (enter dollar amt). 0.00 ,CF11500 Adjusted total unobligated funds. $ 0.00 3 Component 3: Adequacy of Contract Administration The date of last HUD/Army Corps of Engineers on-site inspection and/or audit 04/07/1999 CF11700 ......._.................I....................._: related to contract administration (include A133 audit). (mm/dd/yyyy) I I https://hudapps.hud.gov/HUD_Systems/mass/captalfund.cfm 5/21/2008 i i Capital Fund, Page 2 of t CFI 1BOO The number of findings relatedto contract administration. 10 CF11900 The number of findings related,to contract administration that have been corrected 0 by the PHA. ............................ ... ................I CF12000 The number of findings related;to contract administration that the PHA is in the 0 process of correcting. Component 4: Quality of the Physical Work -71 Date of last HUD/Army Corps of Engineers on-site inspection andlor audit related to 04107/1999 CF12200 quality of the physical work. (mm/dd/wriv CF12300 The number of findings related to the quality of the physical work. 10 CF12400 The number of findings related to the quality of the physical work that have been 0 corrected by the PHA. ' CF12500 The number of findings related to the quality of the physical work that the PHA is in 0 the process of correcting. ,. ................ Component 5: Budget Controls CF12700 Total amount of Capital Funds expended during the PHA fiscal year being assessed. 2 575,130.00 CF12800 The amount of Capital Funds expended on approved work items not subject to $ budget revisions during the PHA fiscal year being assessed. 2,575,130.00 The amount of Capital Funds expended under budget revisions with prior HUD CF12900 approval during the PHA fiscal.year being assessed. 0.00 CF13000 The amount of Capital Funds expended under budget revisions not requiring prior HUD approval during the PHA fiscal year being assessed. 0 00 av k �tesetz; �'S`ui lni a'tor� I Inbox I Unit Turnaround Capital Fund Work Orders Annual Inapection Security Econ. Self-Suff I Adjustment I Comment Submit Comments or Questions? Please go to Technical Assistance Center or Contact MASS i i 1 i i https://hudapps.hud.gov/HUD_Systems/mass/capitalfund.cfm 5/21/2008 I I j Work Orders Page 1 of 1 Management Assessment for Public.Housing Agencies [Skip navigation links] Sub-Indicator 3: Work Orders PHA Code : CA011 FYE : 03/31 Fiscal Year: 2008 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. 11,412 W10100 Total number of emergency work orders completed/abated within 24 hours. 1,356 W10200 Percentage of emergency work orders completed/abated within 24 hours: 96.03 Component 2: Non-Emergency Work Orders W10500 Total number of non-emergency work orders. 114,512 W10600 Total number of calendar days it took to complete non-emergency work orders. 141,429 W10700 Average number of days PHA has reduced the time it takes to complete non- 1.36 emergency work orders over the past three years. - - - W10800 Average completion days. 12.85 Saye R eta A'NextS =l 'di cator u ) Inbox I Unit Turnaround Capital Fund Work Orders Annual Inspection Security I Econ. Self-Suff I Adjustment Comment Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/workorders.cfm 5/21/2008 Annual Inspection of Dwelling Units and Systems Page 1 of 2 Management Assessment for Public Housing Agencies [Skip navigation linksl ■ Sub-Indicator 4: Annual Inspection of Dwelling Units and Systems PHA Code : CA011 FYE : 03/31 Fiscal Year: 2008 PHA Name : County of Contra Costa Housing Authority Submission Submission Type : ELEMENT DESCRIPTION AMOUNT Component 1: Annual Inspection of Dwelling Units A10000 The total number of ACC units. 1,175 A10100 The sum of units exempted where the PHA made two documented attempts to 0 inspect and is enforcing the lease. _......................... ._..... A10200 Vacant units exempted for Capital Fund. 138 A10300 Vacant units exempted for other reasons. 10 A10400 Total number of units inspected using the Uniform Physical Condition Standards 1 137 (UPCS). I _..... .. A10550 Total number of units inspected that did not require repairs. 1113 The number of units where necessary repairs were completed to comply with A10600 UPCS either during the inspection, issued work orders for the repairs,or referred 11,024 the deficiency to the current year's or next year's Capital Fund program. A10700 Adjusted units available. 11,137 A10800 Percent of units inspected by PHA. 100.00 r% Component 2: Annual Inspection of Systems Including Common Areas and Non-Dwelling Space A11100 Total number of projects. 115 A11200 Total number of projects exempted from the inspection of systems. 10 A11300 The total number of projects where all systems were inspected in accordance with 15 the OPCS. ..... ..................... .....' All 1400 Total number of buildings. 1431 A11500 Total number of buildings exempted from the inspection of systems. 0 A11600 Total number of buildings where all systems were inspected in accordance with 431 theUPCS. .__....................................____._.: The number of buildings and projects where necessary repairs were completed to A11700 comply with UPCS either during the inspection, issued work orders for the repairs, 431 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 % _Save 3'�Reset f.° Next Snub Indicatb� `I https://hudapps,hud.gov/NUD_Systems/mass/annualinspection.cfm 5/21/2008 Security Page 1 of 2 Management Assessment for Public Housing Agencies (Skip navigation links] milli Sub-Indicator 5: Security PHA Code : CA011 FYE : 03/31 Fiscal Year: 2008 PHA Name : County of Contra Costa Housing Authority Submission Submission Type ELEMENT DESCRIPTION AMOUNT Component 1: Tracking and Reporting Crime-Related Problems The date that the Board adopted current policies to track crime and crime-related 03/18/1997 problems. (mm/dd/yyyy) S10100 The date that the PHA implemented the current procedures to track crime and 03/18/1997 crime-related problems. (mm/dd/yyyy) S10200 The date that the PHA implemented a current cooperative system for tracking and03/1811997 reporting crime to local police authorities. (mm/dd/yyyy) S10300 The number of crimes that the PHA can document it reported to local police 41 authorities. I.....................................................................: S10400 Percentage of developments where PHA can document it tracks crime and crime- 100.00 related problems. M..._..._u.:..._.:_._.._........._..: Component 2: Screening of Applicants The date the Board adopted current screening policies that reflect the applicable 01/07/1997 S10500 _.........._......_1_........ _.......: criteria. (mm/dd/yyyy) S10600 The date the PHA implemented current screening procedures that reflect the 01/07/1997 „ .w... applicable criteria. (mm/dd/yyyy) PHA can document that current screening procedures result in successfully S10700 denying admission to applicants who meet the applicable criteria(enter Yes or FsIM No). S10800 The total number of applicants denied who met the applicable criteria 149 ............................................................................... Component 3: Lease Enforcement The date the Board adopted current eviction policies that reflect the applicable 01/07/1997 S10900 I................_......< criteria. (mm/dd/yyyy) The date the PHA implemented current eviction procedures that reflect the 01/07/1997 S11000 applicable criteria. mmddi_ ......_.........,.. ( yyyy) PHA can document that eviction screening procedures resulted in the evicting of S11100 residents who meet the applicable criteria (enter Yes or No). yes ,•`' S11200 The total number of evictions as a result of the applicable criteria. 137 Component 4: Drug Prevention and/or Crime Reduction Program Goals S11350 The number of HUD-funded drug prevention and/or crime reduction programs. 0 S11450 The number of non HUD-funded drug prevention and/or crime reduction programs 0 that the PHA requests to be assessed. - --fi https://hudapps.hud.gov/HUD_Systems/mass/security.cfm 5/21/2008 >ecurity Page 2 of 2 511550 The number of documented program goals that are related to drug-prevention 0 and/or crime reduction. . S11600 The number of goals the PHA can document it met under the implementation plans 0 (s)for any and'all of these programs. - S11700 Percentage of goals that the PHA can document it met under the implementation 0.00 plans(s)for any and all of these programs. _... _r._....._......_...,......,. Saue eset ' Ne�c#Sub-Ind�dator Inbox Unit Turnaround I Capital Fund I Work Orders Annual Inspection I Security I Econ. Self-Suff I Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/security.cfm 5/21/2008 ;conoinic Self-Sufficiency Page 1 of 1 Management Assessment for Public Housing Agencies (Skip navigation links Sub-Indicator 6: Economic Self-Sufficiency PHA Code : CA011 FYE : 03/31 Fiscal Year: 2008 PHA Name : County of Contra Costa Housing Authority Submission Submission Type : ELEMENT DESCRIPTION AMOUNT E10000 The number of HUD-funded economic self-sufficiency programs. 10 _....................................__._.._ E10100 The number of non HUD-funded economic self-sufficiency programs that the PHA requests to be assessed. ............ _._ ... .... E10200 The number of documented program goals that are related to economic self- 0 sufficiency. _ _ .................... E10300 The number of goals the PHA can document it met under the implementation plan 0 (s)for any and all of these programs. . .............._.._.........................................__ E10400 Percentage of goals that the PHA can document it met under the implementation 0.00 plan(s)for any and all of these programs. - —.m Savl� r-, eset'': InboxUnit Turnaround + Capital Fund I Work Orders I Annual Inspection I Security Econ. Self-Suff I Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/economic_self sufficiency.cfm 5/21/2008 ,djustinients ' Page 1 of 1 Management Assessment for Public Housing Agencies [Skip navigation links PHA Code : CA011 FYE : 03/31 Fiscal Year: ' 2008 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. Add Project Project Number Project Name Site Common Area Bldg Exterior CA011001 ALHAMBRA TERRACE F F r CA011003 BRIDGEMONT F F F CA011004 LOS NOGALES (✓ r r CA011005 EL PUEBLO C r CA011006 LAS DELTAS F F C CA011008 LOS ARBOLES F [ r CA011009A LAS DELTAS ANNEX 1 r r F CA011009B LAS DELTAS ANNEX 2 F r r CA011010 BAYO VISTA r F F CA011011 HACIENDA F C C,: CA011012 CASA DE MANANA F F r CA011013 CASA DE SERENA F F: F CA011015 ELDER WINDS F r F CA011017 VISTA DEL CAMINO F r c CA011018 KIDD MANOR F r r Inbox Unit Turnaround I Capital Fund Work Orders Annual Inspection ' Security Econ. Self-Sufi I Adjustment I Comment Submit Comments or Questions?Please go to Technical Ass/stance Center or Contact MASS https://hudapps.hud.gov/HUD_Systems/mass/mass_adjustment.cfm 5/21/2008 )ubmission Continents Page 1 of 1 Management Assessment for Public Housing Agencies [Skip navigation links] PHA Comments PHA Code : CA011 FYE : 03/31 Fiscal Year: 2008 PHA Name : County of Contra Costa Housing Authority Submission Submission Type 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. As mentioned in previous submittals our property (s) are very old. Most of our-developments are located within a high crime area where neighborhoods are blighted, delapidated and most families fall well below the poverty level in Contra Costa County. We continue to attempt to maintain our property(s) safe, decent, sanitary and in good repair. Project Based/Asset Management will allow us to develop a long term plan that will involve demolition, disposition, and or development of new income mixed-market rate self-sustaining housing. r ..w....... ...__. f Save Reset Iribox I_Unit Turnaround Capital Fund Work Orders I Annual Inspection I Security I Econ_Self-Suff I Adjustment Comment I Submit Comments or Questions?Please go to Technical Assistance Center or Contact MASS i https://hudapps.hud.gov/HUD_Systems/mass/mas's sub com.cfm 5/21/2008 i