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HomeMy WebLinkAboutMarch 27, 2007 Spec. CITY OF COLUMBIA HEIGHTS 590 40th Avenue N.E., Columbia Heights, MN 55421-3878 (763) 706-3600 TDD (763) 706-3692 Visit Our Website at: www.ci.columbia-heights.mn./ts AGENDA HOUSING & REDEVELOPMENT AUTHORITY SPECIAL MEETING March 27, 2007 6:30 P.M. CITY HALL, CONFERENCE ROOM 1,590 40TH AVE., COLUMBIA HEIGHTS, MN 1. Call to Order 2. Roll Call Tammera Diehm, Chair Bobby Williams, Vice Chair Patricia Jindra, Secretary/Treasurer Bruce Nawrocki Bruce Kelzenberg Dennis Ecklund, Jr. 3. Pledge of Allegiance BUSINESS ITEMS 4. Resolution 2007-02, Approving the 2007 Management Assessment for Public Housing Agencies (MASS) Motion: Move to Adopt Resolution 2007-02, a Resolution of the Columbia Heights Housing & Redevelopment Authority confirming approval of the Management Assessment for Public Housing Agencies Certification for 2007; and furthermore, to direct the Executive Director to forward same to the U.S. Department of Housing and Urban Development. 5. Adjourn THE CITY OF COLUMBIA HEIGHTS DOES NOT DISCRIMINATE ON THE BASIS OF DISABILITY IN EMPLOYMENT OR THE PROVISION OF SERVICES EQUAL OPPORTUNITY EMPLOYER COLUMBIA HEIGI-ITS HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Special Meeting of: March 27, 2007 AGENDA SECTION: Business Items ORIGINATING EXECUTIVE NO: DEPARTMENT: HRA DIRECTOR APPROVAL ITEM: Adopt Resolution 2007-02, BY: Nick Gravemann BY: Approving the 2007 Management DATE: March 14,2007 Assessment for Public I-lousing Agencies BACKGROUND: MASS is a Management Operations Overview due every two years, which includes vacancy rates, unit turn over times, rent collected, work orders and annual inspections of units. Financial management, resident services and community/ building security are also including in this report. This report has two parts that must be submitted to HUD no later than 2/28/2007. The first part of this report is due as a hard copy to the local field office with a resolution number, the second part has to be submitted via the REAC website. Only the executive director can submit this form using the REAC website. RECOMMENDATION: Staff recommends Adoption of Resolution 2007-02, a Resolution approving the Management Assessment for Public Housing Agencies Certification for 2007. RECOMMENDED MOTION: Move to Adopt Resolution 2007-02, a Resolution of the Columbia Heights I-lousing & Redevelopment Authority confirming approval of the Management Assessment for Public I-lousing Agencies Certification for 2007; and furthermore, to direct the Executive Director to forward same to the U.S. Department of Housing and Urban Development. HRA ACTION: HRA RESOLUTION 2007-02 RESOLUTION OF THE COLUMBIA HEIGHTS HOUSING & REDEVELOPMENT AUTHORITY CONFIRMING AI'PROV AL OF THE MANAGEMENT ASSESSMENT FOR PUBLIC HOUSING AGENCIES CERTIFICATION FOR 2007. WHEREAS, The Department of the Housing and Urban Development requires that Public Housing Agencies submit the Management Assessment for Public Housing Certification for 2007; and WHEREAS, such Certification also requires the formal approval ofthe Board of Commissioners; NOW THEREFORE BE IT RESOLVED by the Board of Commissioners ofthe Columbia Heights Housing & Redevelopment Authority that the attached the Management Assessment for Public Housing Certification for 2007 and the necessary attachments are hereby approved. ADOPTED THIS day of ,2007. MOTION BY: SECONDED BY: AYES: NAYS: Chair- Tammera Diehm Attest by: Walter R. Fehst, Executive Director Public Housing Assessment System (PHAS) Management Operations Certification U.S. Department of Housing and Urban Development Real Estate Assessment Center OMS No. 2535-0106 (exp.5/31/2009) Public reporting burden for this collection of information is estimated to average 1.8 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may nol collect this information, and you are not required to complete this form, unless it displays a currently valid OMS control number. This information is collected to implement section 502 ollhe National Affordable Housing Act of 1990, as amended, which established specific indicators to assess the management performance of public housing agencies (PHAs) in all major areas of management operations. PHAs will complete the PHAS Certincation form HUD-50072 and electronically submit it to HUD. If a PHA does not have this capability In-house, the PHA should consider utilizing local resources, such as the library or another local government entity that has Internet access. In the event local resources are not available, a PHA may go to the nearest HUD Public Housing program office and assistance will be given to the PHA to transmit this PHAS certification. 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 respect to the program for assistance from the Capital Fund under Section 9, enter into a Memorandum of Agreement (MOA) with troubled PHAs and PHAs troubled with respect to the 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 respect to the program for assistance from the Capital Fund under Section 9. This information is required for HUD to fulfill statutory requirements of the 1990 Act. The information collected does not lend itself to confidentiality. Instructions: A PHNAME's electronic responses to this certification must be the PHNAME's actual data; e.g., prior to any adjustments to the indicators. Round percentages to the nearest two decimal oints. PHNAME Name For FY Ending Submission Date HRA Of Columbia Hei hts Project name(s) if AME 12/31/2006 Park View Villa The management functions for the following sub-indicator (s) have been assumed by an RMC, and the RMC certification will be completed and submitted to HUD (enter sub-indicator numbers or N/A): Sub.lndicator #1: Vacant Unit Turnaround Time V12400 Total number of turnaround days. 84 V12500 Total number of vacancy days exempted for Capital Fund. 0 V12600 Total number of vacancy days exempted for other reasons. 0 V12700 Total number of vacant units turned around and lease in effect in the PHA's immediate past fiscai year. 14 V12800 Average number of calendar days units were in down time. 3 V12900 Average number of calendar days units were in make ready time. 3 V13000 Average number of calendar days units were in lease up time. 3 V13100 Average unit turnaround days. b.U Sub.lndicator #2: Capital Fund Do you have any open Capital Fund programs (e.g., CGP, Hope VI,) (Y/N)? Open = any program that CF10000 does not have a pre-audit end date or that received a pre-audit end date during the fiscal year being assessed. Comnonent #1 and #2 (nlease circle yes or no) Yes No Comoonent #1: Unexoended Funds Over Three Federal Fiscal Years IFFYs) Old CF 1 0050 Total funds authorized over 3 FFYs old that do not have a pre-audit end date or that received a pre-audit 0 end date durino the fiscal vear beinn assessed. $ CF10100 Total funds expended over 3 FFYs old that do not have a pre-audit end date or that received a pre-audit 0 end date durina the fiscal vear beinn assessed. $ CF10200 Unexpended funds to be recaptured. $ 0 CF10300 Unexpended funds approved by HUD aver 3 FFYs old. $ n CF10400 Unexpended funds with time extensions due to reasons outside of PHA control. $ n CF10500 Adjusted total unexpended funds. $ n Comoonent #2: Timeliness of Fund Obliaation CF11100 Total funds authorized for grants older than 2 FFYs old. piij,'1~" CF11200 Total funds obligated over 2 FFYs old, $118.489 CF11300 Unobligated funds approved by HUD over 2 FFYs old. @ O.OlJ CF11400 Unobligated funds with time extensions due to reasons outside of PHA control, $U.lIlJ CF11500 Adjusted total unobligated funds. $u.un C t#3 Ad fC t Ad" t t' omponen equacy 0 on ract miniS ra Ion The date of the last HUD/Army Corps of Engineers on-site inspection andlor audit related to contract CF11700 administration (include A-133 Audit), 2/15/-200 CF11800 The number of findings related to contract administralion, 0 CF11900 The number of findings related to contract administration that have been corrected by the PHA, 0 CF 12000 The number of findings related to contract administration that the PHA is in the process of correcling, 0 5 C t#4 Q I't fth Ph . IW k omoonen U8111V 0 e nVSlca or The date of the last HUD/Army Corps of Engineers on-site inspection related to the quality of physical 2/15/2005 CF 12200 work, CF 12300 The number of findings related to the quality of physical work, 0 CF12400 The number of findings related to the quality of physical work that have been corrected by the PHA, 0 CF 12500 The number of finding related 10 the quality of physical work that the PHA is in the process of correcling, 0 ComDonent #5: Adeauacv of Budaet Controls CF12700 Total amount of Capital Funds expended during the PHA fiscal year being assessed. $0 The amount of Capital Funds expended on approved work items not subject to budget revisians during the $ 0 CF 12800 PHA fiscal year being assessed. The amaunt af Capital Funds expended under budget revisions with prior HUD approval during the PHA $ () CF 12900 fiscai year being assessed, The amount of Capital Funds expended under budget revisions not requiring prior HUD approval during $ 0 CF13000 the PHA fiscal year being assessed, Sub-Indicatar #3: Work Orders C t#1 E W kO d omponen merqency or r ers W10000 Tolal number of emergency work orders, 0 W10100 Total number of emergency work orders completed 1 abated within 24 hours, 0 W10200 Percentage of emergency work orders completed I abated within 24 hours. 0 % C t#2 N E W kOd omponen on. meraencv 1 or r ers W10500 Total number of non-emergency work orders, 587 W10600 Tolal number of calendar days it took to complete non-emergency work orders. 1292 Average number of days PHA has reduced the time it takes to complete non-emergency work orders over 5.00 W10700 Ihe pasl three years, W10800 Average completion days. 2.20 Previous editions are obsolete Page 2 of 5 form HlJD-50072 (5/2005) ref, Handbook 7460,5 Sub-Indicator #4: Annual Inspection of Dwelling Units and Systems Component #1: Annuallnsnection of Dwellinn Units A 10000 The total number of ACC units. 1nn The sum of units exempted where the PHA made two documented attempts to inspect and is enforcing 0 A10100 the lease. A 10200 Vacant units exempted for Capital Fund. a A 10300 Vacant units exempted for other reasons, U A 10400 Total number ot units inspected using the Uniform Physical Condition Standards (UPCS), TOO_ A 10550 Total number of units inspected that did not require repairs. 1'92_ The number of units where necessary repairs were completed to comply with UPCS either during the inspection, issued work orders for the repairs, or referred the deficiency to the current year's or next year's 8 A 10600 Capitat Fund program, A 10700 Adjusted units available. 100 A 10800 Percent of units inspected by PHA, 100 % C omoonent #2: Annuallnsoection of Svstems includinn Common Areas and Non-Dwellino Soace A11100 Total number of projects, 1 A11200 Total number of projects exempted from the inspection of systems. 0 A11300 The total number of projects where all systems were inspected in accordance with the UPCS, 1 A11400 Total number of buildings. 1 A11500 Total number of buildings exempted from the inspection of systems. U A11600 The total number of buildings where all systems were inspected in accordance with the UPCS, 1 The number of buildings and projects where necessary repairs were completed to comply with the UPCS either during the inspection, issued work orders for the repairs, or referred the deficiency to the current 1 A11700 year's or next year's Capital Funds program. A11800 Percentage 01 projects inspected, 100 % A11900 Percentage of buildings inspected. 100 % Sub-Indicator #5: Security C omoonent#1 : Trackino and Renortinn Crime-Related Probiems 810000 The date that the Board adopted current policies to track crime and crime-related problems, 4/ tJI ovU.L 810100 The date that the PHA impiemented the current procedures to track crime and crime-related problems. A I?,/?OOF The date that the PHA implemented a current cooperative system for tracking and reporting crime to local 4/23/200E 810200 police authorities. 810300 The number of crimes that the PHA can document it reported to local potice authorities, 1 810400 Percentage of developments where PHAcan document it tracks crime and crime-related problems. 100 % 810700 810800 Screen in of A licants The date the Board adopted current screening poticies that refiect the applicable criteria. The date the PHA implemented current screening procedures that reflect the applicable criteria. PHA can document that current screening procedures result in successfully denying admission to appticants who meet the applicable criteria. (Please circie yes or no) The total number of appticants denied who met the applicable criteria. 6 6 Com onent#2: 810500 810600 Component#3: Lease Enforcement Previous editions are obsolete Page 3 of 5 form HUD-50072 (5/2005) ref. Handbook 7460,5 810900 The date the Board adopted current eviction policies that retlect the applicable criteria. 4/23/2000 811000 The date the PHA implemented current eviction procedures that retlect the applicable criteria. 4/23/2006 PHA can document that current eviction screening procedures resulted in the eviction of residents who 811100 meet Ihe applicable criteria. (Please circle yes or no) Yes No 811200 The total number of evictions as a result ot the applicable criteria. 0 Comoonent#4: Drua Prevention andlor Crime Reduction Proaram Goals 811350 The number of HUD-funded drug prevention andlor crime reduction programs. () The number of non HUD-funded drug prevention andlor crime reduction programs that the PHA requests n 811450 to be assessed. 811550 The number of documented program goals that are related to drug prevention andl or crime reduction. 0 The number of goals the PHA can document it met under the implementation plan(s) for any and all of 811600 these programs. 0 Percentage of goals that the PHA can document it met under implementation plan(s) for any and all of 811700 these programs. n % Sub-Indicator #6: Economic Self-Sufficiency E10000 The number of HUD-funded economic self-sufficiency programs. 0 The number of non HUD-funded economic self-sufficiency programs that the PHA requests to be 0 E10100 assessed. E10200 The number of documented program goals that are related to economic self-sufficiency. () The number of goals the PHA can document it met under the implementation plan(s) for any and all of 0 E10300 these programs. Percentage of goals that the PHA can document it met under implementation plan(s) for any and all of 0 E10400 these programs. [% Adjustments for Physical Condition andlor Neighborhood Environment Please enter project number and name and indicate which area the adjustment for Physical Condition andlor Neighborhood Environment applies for a project. (Check all that apply) Project No. Project Name Site Common Areas Building Exteriors D D D D D D Piease attach additional sheets as necessary for additional projects. . I certify that, as of the submission date, the above sub-indicators, under 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 Previous editions are obsolete Page 4 of 5 form HUD-50072 (5/2005) ref. Handbook 7460.5 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 thaf Board Resolution number certification was passed on (mm/ddlyyyyy) approving this Executive Director (signature) Date (mm/dd/yyyy) x x Previous editions are obsolete Page 5 of 5 form HUD-50072 (5/2005) ref. Handbook 7460.5