January 21, 2014 - Houston Housing Authority

Transcription

Transforming Lives & Communities
HOUSTON HOUSING AUTHORITY
BOARD OF COMMISSIONERS MEETING
JANUARY 21, 2014
HEATHERBROOK APARTMENTS
2000 TIDWELL
HOUSTON, TEXAS 77093
2640 Fountain View Drive, Houston, Texas 77057 | Phone 713.260.0500 | Tory Gunsolley, President & CEO
Board of Commissioners: Lance Gilliam, Chair | Assata-Nicole Richards, Vice Chair | Rueben C. Casarez | Nicola Fuentes Toubia |LaRence Snowden | Bobbie Figures | Phillis Wilson
BOARD OF COMMISSIONERS MEETING
TUESDAY, January 21, 2013
TABLE OF CONTENTS
AGENDA
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December 17, 2013 BOARD MEETING MINUTES
5
COMMENTS AND RESPONSES
15
NEW BUSINESS
Resolution No. 2704
Amended and Restated Bylaws of the Houston Housing Authority
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Resolution No. 2705
Rental Assistance Demonstration Mansions at Turkey Creek Application
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Resolution No. 2706
Closing and Transfer of Rental Assistance
Demonstration Units to Sweetwater Apartments
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Resolution No. 2707
Award of Contract for the demolition and removal
of Wilmington House Apartments to Arrow Services, Inc.
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Resolution No. 2708
Write-offs for the Period of October 1, 2013 to December 31, 2013
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Resolution No. 2709
Award of Contact for Playground Upgrades/Replacements at Historic Oaks of
Allen Parkway Village (HOAPV) to Total Recreation Products, Inc. (GameTime)
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BOARD REPORT
52
FINANCE REPORT
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HHA CALENDAR OF EVENTS
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2640 Fountain View Drive, Houston, Texas 77057 | Phone 713.260.0500 | Tory Gunsolley, President & CEO
Board of Commissioners: Lance Gilliam, Chair | Assata-Nicole Richards, Vice Chair | Tina Peterman | Nicola Fuentes Toubia |LaRence Snowden | Bobbie Figures | Phillis Wilson
BOARD OF COMMISSIONERS’ MEETING
TUESDAY, JANUARY 21, 2014 AT 3:00 P.M.
HEATHERBROOK APARTMENTS
2000 TIDWELL, HOUSTON, TEXAS 77093
AGENDA
AGENDA
I.
Call to Order
II.
Roll Call
III.
Annual Meeting – Election of Board Officers
IV.
Approval of the December 17, 2013 Houston Housing Authority Board Meeting Minutes
V.
President’s Report
VI.
Public Comments
VII.
New Business
a. Amended and Restated Bylaws of the Houston Housing Authority
(Resolution No. 2704)
b. Rental Assistance Demonstration Mansions at Turkey Creek Application
c. Closing and Transfer of Rental Assistance Demonstration Units to Sweetwater
Apartments
d. Award of Contract for Demolition and Removal of Wilmington House Apartments to
Arrow Services, Inc.
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e. Write-offs for the Period of October 1, 2013 to December 31, 2013
f.
VIII.
Award of Contract for Playground Upgrades/Replacements at Historic Oaks of Allen
Parkway Village (HOAPV) to Total Recreation Products, Inc. (GameTime)
Executive Session
Convene an Executive Session to discuss:
a.
b.
c.
IX.
Personnel matters in accordance with Section 551.074 of the Texas Government Code
Legal issues in accordance with Section 551.071 of the Texas Government Code
Real estate matters in accordance with Section 551.072 of the Texas Government Code
Adjournment
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2640 Fountain View Drive
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Houston, Texas 77057
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713.260.0500 P
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713.260.0547 TTY
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www.housingforhouston.com
MINUTES OF THE HOUSTON HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING
TUESDAY, DECEMBER 17, 2013
A meeting of the Board of Commissioners (“Board”) of the Houston Housing Authority (“HHA”) was held on
Tuesday, December 17, 2013, at Clayton Homes, 1919 Runnels, Houston, Texas 77003.
Chair Gilliam called the meeting to order at approximately 3:00 p.m. Chair Gilliam offered the use of a Spanish and
Swahili interpreter or translator to any in attendance. Secretary Gunsolley called roll and declared a quorum
present.
Present:
Lance Gilliam, Chair
Assata-Nicole Richards, Vice Chair
Phillis Wilson, Commissioner
Bobbie Figures, Commissioner
Nicola Fuentes Toubia, Commissioner (arrived during the President’s Report)
Tina Peterman, Commissioner
Tory Gunsolley, Secretary
Absent:
LaRence Snowden, Commissioner
APPROVAL OF MINUTES
Chair Gilliam called for discussion or approval of the November 19, 2013 Board of Commissioners meeting
minutes.
Secretary Gunsolley stated that there are a few changes to the November 19, 2013 Board minutes, the first change
is on page 6, in the fourth paragraph from the bottom page…. the sentence will be revised to read, “Secretary
Gunsolley responded that HHA submitted the RAD applications and as of today, we have not heard whether they
have been approved or not.”
He stated that another change is on page 12, in the second sentence from the bottom page…. the sentence will be
revised to read, “Commissioner Toubia asked if under the terms of the management agreement that HHA would
enter into, will there be a right of termination upon a 30 day notice.”
Secretary Gunsolley stated that the last change is on page 13, in the fifth paragraph, the words… “After further
discussion” will be stricken from the minutes.
Vice Chair Richards made a motion to approve the minutes for the November 19, 2013 HHA Board of
Commissioners meeting, as amended. Commissioner Figures seconded the motion. The minutes passed
unanimously.
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A Fair Housing and Equal Employment Opportunity Agency. For assistance: Individuals with disabilities may contact the 504/ADA Administrator at 713-260-0353, TTY 713-260-0547 or [email protected]
PRESIDENT’S REPORT
Secretary Gunsolley stated that the biggest item to report on is the federal budget and the federal budget picture.
He stated that we are currently under sequester and experiencing the lowest funding of our programs, in the
history of the programs. Secretary Gunsolley commented that the Murray-Ryan negotiated budget passed the
House last Thursday; and earlier today, the Senate voted to end debate and move towards approving that budget.
He explained that if the budget passes, this will help the overall non-defense discretionary budget line items. He
stated what will happen next is they will move individual accounts and we’re hopeful that our accounts will see
some relief, but he is not sure. He stated that he will keep the Board posted.
Secretary Gunsolley shared that on Friday, HHA will have a ribbon-cutting at Clayton Homes at 11:00 a.m. for the
B-cycle Bicycle Share station that is being installed. He stated that this cost the Housing Authority nothing
because of a grant received from the Coca Cola Foundation, and B-cycle is making this possible. Secretary
Gunsolley also shared that on Friday, HHA is hosting the Housing Choice Voucher Program (HCVP) Family SelfSufficiency (FSS) Graduation Luncheon at 11:00 a.m. and invited the Board to attend these events. He commented
that the luncheon is a great opportunity to see some of our families who are “seizing the opportunity” to end the
cycle of poverty. Secretary Gunsolley explained that the FSS Program allows participants to get increased income
over the course of five years, and instead of paying increased rent, it goes into an escrow account. He shared that
he was pleased to have signed two checks, along with Chair Gilliam for over $20,000 and stated that this is a
testament to those participants’ hard work and their successful embrace of the self-sufficiency module.
Vice Chair Richards requested a detailed report on the FSS Program.
Commissioner Toubia arrives.
Secretary Gunsolley stated that in December, rent collection dropped and several properties received an “F” in this
category. He explained that this is unfortunate, but it’s a recurring event that we usually experience in December
as families struggle with priorities and bills to pay. He stated that he expects in January or February that it will
bounce back. Secretary Gunsolley indicated that it is important to know that over the course of year, rent
collection is still above 99% and this is how HUD evaluates us.
Secretary Gunsolley remarked if there are other questions about this report, he is happy to answer them.
Vice Chair Richards asked if George Griffin, of the Agency and his staff are responsible for the FSS Program.
Secretary Gunsolley responded that the Agency has two FSS Programs, one in the voucher program and the other
in the public housing program.
Vice Chair Richards asked if the numbers in the report differentiate this.
Secretary Gunsolley replied that the numbers on page 45 are just for the voucher program. He stated that there
are 65 families in the Public Housing FSS Program, which is a much smaller program.
Vice Chair Richards asked Mr. Griffin, what is the cap for the Public Housing FSS Program?
Mr. Griffin responded, 50.
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Vice Chair Richards inquired about the funding for the Public Housing FSS Program.
Secretary Gunsolley stated the funding comes from a ROSS grant, and both programs are funded by grants from
HUD.
Vice Chair Richards also requested that the FSS report includes the total of the grants, the number of staff
allocated as case managers for both the voucher and public housing programs, and information on the detailed
activities for each program.
Commissioner Peterman asked how the Agency communicates this program to our residents.
Secretary Gunsolley responded that in the voucher program, we send mailing solicitations for new enrollment and
we inform participants at recertification. He further stated that public housing residents are informed in their
management offices and at recertification. Secretary Gunsolley explained that our challenge is being
oversubscribed, so we are not doing a lot of recruiting now because we don’t have slots available. He further
explained that we cannot have the escrow arrangement with residents who are not enrolled in the FSS program.
Secretary Gunsolley reminded the Board that HHA has been selected by HUD for a proper controlled study of the
FSS Program and its success. He stated that in the voucher program, we will increase outreach efforts in creating a
control group, and people will be randomly assigned to either the treatment FSS or the controlled. Secretary
Gunsolley shared that the Agency should receive about $60,000 of additional grant funds to help pay for additional
cost for participating in the study.
Vice Chair Richards asked who will be overseeing this research.
Mark Thiele, of the Agency responded that it will be MDRC.
Secretary Gunsolley stated that MDRC is a research company.
Vice Chair Richards asked if she could see the documentation on this research project.
Secretary Gunsolley responded in the affirmative.
Vice Chair Richards asked Secretary Gunsolley if he thinks that the FSS Program is the Agency’s most
comprehensive program to ending the cycle of poverty and moving our residents to economic self-sufficiency and
independence.
Secretary Gunsolley responded that it has the most proactive efforts and that’s where we get funded. He stated
that we also get funded for resident services, and the resident services department in public housing provides
some of those services, but it does not have the structured economic incentive of the escrow account.
Vice Chair Richards asked if we have documentation of the specific services that we provide residents around the
initiative of economic self-sufficiency and independence.
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Secretary Gunsolley replied that some of those services are listed on the calendar of events in the report, but he
will provide her more detailed information.
Commissioner Toubia inquired about the resident services contract costs in the affordable rental housing
program’s budget on page 25 of the report. She asked if these services are paid by the FSS grants and majority of
our FSS grants actually go to our voucher participants, should this be captured on the budget for the voucher
program, as oppose to the budget that covers the public housing program.
Secretary Gunsolley responded that they are separate grants, so the grant amounts allocated on page 25 are
related to the public housing program and the numbers on page 27 are related to the voucher program. He
clarified that the FSS grant in the voucher program is rolled into resident services expenses.
Vice Chair Richards asked for any further questions, concerns or comments.
PUBLIC COMMENTS
Ms. Kimberly Edwards addressed the Board with concerns about employment issues with the Houston Housing
Authority.
Secretary Gunsolley advised the Board that Ms. Edwards has filed claims with the U.S. Equal Employment
Opportunity Commission, as well as with the Texas Workforce Commission. He stated that this is a personnel
matter that is being handled by the Agency’s legal department.
Ms. Estell Punch, of 75 Lyerly addressed the Board with concerns about being harassed by another resident and
church services being held in the community room without permission from the manager. Ms. Punch said that the
manager has addressed the issue of her being harassed by another resident, but the preacher continues to provide
church service on Sundays to residents without permission from the manager.
Secretary Gunsolley stated that he is glad to hear that the new manager has been responsive to the harassment
issue and he will make sure that this continues. He also said that HHA staff will follow up with the manager about
the church service. Secretary Gunsolley explained that different dominations and faiths are allowed to have
church service with permission; but the informal rule is when outside groups come in to provide a service, we do
not want them collecting an offering. Secretary Gunsolley said that staff will follow up with the manager on this
issue.
Commissioner Wilson asked Ms. Punch who is the President of the Resident Council at Lyerly.
Ms. Punch replied that the Resident Council President resigned.
Vice Chair Richards thanked Ms. Punch for her comments and remarked that we are going to look into the issue
regarding the church service.
Mr. Robert Adams, of 75 Lyerly addressed the Board about the floor repairs in his unit. Mr. Adams said that he is
very pleased with the floor repairs that have been done by the maintenance staff, but is disappointed that the
contractor didn’t return to repair the floors. He also shared that he has a petition to keep the current
management company at Lyerly because residents are pleased with them and do not want them to leave at the
first of the year. Mr. Adams commented that he is pleased with the church service held in the community room
on Sundays at Lyerly and he wants this to continue.
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Secretary Gunsolley said that staff is going to review the policy because at the end of the day, we just want to have
a fair policy that everyone understands and has an equal opportunity to be able to worship in the community
space. He also said that staff will clarify with all of the management companies what the expectation is for using
the community space.
Chair Gilliam asked if there is a federal policy or any constraint that will cause us not to allow religious services to
occur on our properties.
Secretary Gunsolley responded that different states and different housing authorities have different policies. He
stated that different legal groups have had challenges both for and against having accesses.
Chair Gilliam asked what is the agency’s policy.
Secretary Gunsolley replied that he believes our policy is open, equal access with a restriction on fundraising and
solicitation.
Chair Gilliam stated that if the law allows us this policy, he would like further conversations about future actions.
Secretary Gunsolley stated that if we don’t have a policy, we’ll make sure that we craft a policy.
Chair Gilliam remarked that our facilities are to support our residents that live in our communities, and should Mr.
Adams choose to sponsor a group that wants to worship in the community space and be respectful to other
residents, he would welcome that. Chair Gilliam stated that unfortunately, sometimes we get controlled by the
federal government and they have rules and policies that we have to respect; even though sometimes we may not
agree with them. He further stated that he hopes that we can maintain the relationship with the community for
the use of our space.
Ms. Shelia Smith, President of the Resident Council at Irvinton Village addressed the Board and wished them a
Merry Christmas. Ms. Smith said that she is pleased with the improvements made at Irvinton Village and
commented that the Board, along with HHA staff and the management company is doing an awesome job. She
also thanked the Board for changes in policies, making new policies and listening to the voices of resident
considerations and concerns. Ms. Smith warned the Board to be cautious about some of the things that they hear
from residents and believing everything that they say without doing their own investigation first, then making a
decision. Ms. Smith thanked Secretary Gunsolley and the Board for a job well done and commented that she
appreciates them all.
Vice Chair Richards thanked Ms. Smith for her many years of service to her community and commented that the
Board is very involved and interested in how our communities are managed. She remarked that our job is to make
sure that our management companies understand that their job is to serve each and every resident with dignity
and respect; and the Board will make sure that they meet this expectation. Vice Chair Richards stated that the
Board’s job is to be systematic and as fair as they can be about any decisions that they make. She stated that
whatever changes are made, they are based on a systematic process that HHA takes very seriously because we
know that these are important relationships.
Mr. Joe Castro addressed the Board to inform them that he has expanded his business to provide moving services
for tenants in the Housing Choice Voucher program at a discounted rate. He said that he has flyers to give to
tenants to let them know he is open for business. Mr. Castro also mentioned that he provides utility services at a
20% to 30% discount for seniors on lights, cell phones and cable.
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Vice Chair Richards thanked Mr. Castro and shared that HHA has put a focus on increasing participation of minority
business owners, both women and individuals from minority categories.
Secretary Gunsolley remarked that Mr. Castro is looking to help voucher clients, not necessarily through HHA, but
through his Section 8 services. He stated that Mr. Castro can give his flyers to Mr. Thiele, of the Agency.
Vice Chair Richards commented that Mr. Castro is an individual that we want to know about because of
opportunities to respond to RFPs. She explained that even though his business just started, at some point there
will be moving and relocating opportunities; and we want to make sure that we are engaging as many businesses
as we can from a diverse population. Vice Chair Richards informed Mr. Castro to speak with HHA’s procurement
staff about business opportunities.
Ms. Blanca Leal, of Irvinton Village addressed the Board with concerns about her son’s vehicle being blocked in by
non-resident vehicles. Ms. Leal said that when she went to the management office to make a complaint, a police
officer was there but was not receptive in providing her any assistance in getting the vehicles moved. She
complained that non- residents frequently park their vehicles in resident parking spaces causing Irvinton’s
residents to have to park their vehicles off of the property.
Secretary Gunsolley stated that we will take this complaint seriously and asked Ms. Leal to meet with Mr. Griffin,
of the Agency, if there are more details that she wanted to share.
Vice Chair Richards remarked that many of the issues that we have been having at Irvinton are around language
and commented that when we don’t get the language component correct, it leads to a lot of miscommunication.
She asked how are we going to deal with the growing diversity of our communities and at least attempt to get the
language component accomplished to prevent simple communication issues and making sure residents are
communicated with effectively.
Commissioner Toubia suggested that maybe some of Vice Chair Richards’ colleagues who are in the language skills
field could offer their students some training. She commented that this may be a good opportunity for students,
who are fluent in one language and trying to learn English, to do some translating.
Chair Gilliam asked if there were any further comments, questions or concerns.
NEW BUSINESS
Resolution No. 2700 – Award of Contract for Exterior Painting at Oxford Place Apartments to Vivas Contractors,
Inc.
Secretary Gunsolley explained that Resolution No. 2700 is for the award of contract for the remainder of the
painting at Oxford Place to Vivas Contractors, Inc. in the amount not to exceed $116,300. He stated that the
previous contractor at Oxford Place was removed for violation of labor laws, and left approximately two-thirds of
the buildings to be painted. Secretary Gunsolley stated that HHA reissued an IFB in October and the lowest
responsive bidder was Vivas Contractors, Inc., who is a MBE. He further stated that their references check came
back positive and there are no conflicts of interest.
Chair Gilliam thanked staff for being active in making sure that we received good responses from the community
and expressed his contentment in having a MBE to provide this service.
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Vice Chair Richards also expressed her thanks to staff and stated that this is very encouraging as we move into a
new year.
Chair Gilliam asked for any further questions, concerns or comments regarding Resolution No. 2700.
Chair Gilliam asked for a motion to approve Resolution No. 2700.
Commissioner Wilson made a motion to approve Resolution No. 2700. Commissioner Toubia seconded the
motion. Resolution No. 2700 was passed unanimously.
Resolution No. 2701 – Approval of the 2014 Budgets
Secretary Gunsolley stated that Resolution No. 2701 is for the approval of the Housing Authority’s Operating
Budgets, including the Central Office Cost Center (COCC), the Low Income Public Housing Program (LIPH), the
Housing Choice Voucher Program (HCVP) and the Section 8 New Construction Program, which are Telephone Road
and Long Drive. He stated that the budgets are to be input into HUD Form 52574 and filed with HUD for their
approval. Secretary Gunsolley stated that he reviewed the budgets with the Board members prior to the meeting
today, and shared that the budget picture is not good. He explained that funding is down and cuts have been
made in every program, so we have had to cut expenses. Secretary Gunsolley commented that the good news is in
the affordable housing program. He stated that we have been able to cut our cost in operating expenses to have
operating revenue, so we will be running at $600,000 net retained earnings.
Secretary Gunsolley also clarified the bottom line where there is a negative $2.798 million. He stated that HHA is
planning to undertake $3.4 million of non-routine maintenance, which is maintenance above and beyond the
everyday maintenance. Secretary Gunsolley explained that this is part of our efforts at the Agency to improve the
conditions of the properties and make them places that anyone would be proud to call home. He stated that the
$3.4 million will come out of property reserve accounts and indicated that HHA has been operating in a financially
constrained environment, but adding to those property reserves. He further stated that this is an appropriate time
to tap those reserves to be able to continue non- routine maintenance.
Secretary Gunsolley commented that in the COCC, HHA projects about $300,000 less in revenues. He stated that
we have accordingly reduced our expenses and we expect to be able to operate the COCC at essentially “break
even.” He further stated that we are showing a small amount of net retained earnings, but we will look for
additional cost savings throughout the year.
Secretary Gunsolley indicated that HHA is transferring $1.1 million from the reserves account of the COCC to the
voucher program. He explained that the voucher program has had the deepest cuts and it’s been difficult to try to
present a balanced budget. He further explained that HHA has been unable to present a balanced budget in the
voucher program because the administrative fees that we receive from HUD to operate the program is only 69% of
what HUD tells us it cost to run the program. Secretary Gunsolley indicated that despite the cuts, HUD has not
given us the regulatory freedom to stop following some of the rules in the voucher program. He stated that we still
have to do all the things required to earn the 69%, like inspections, recertifications and everything else that goes
into running the office. He further stated that HHA has trimmed the cost, but is still showing a $1.7 million deficit.
Secretary Gunsolley explained that we can fund the deficit through the remaining $600,000 Section 8
administrative fees reserves and the $1.1 million contribution from the COCC. He remarked that there is hope that
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the recent Murray-Ryan Budget shows some increases to the line item, so that we will be able to decrease the
amount of cash infusion for this program and hopefully be able to “break even.” He stated that staff estimates
that if we net proration of about 75% to 78%, HHA will be able to “break even;” but nonetheless, we are
presenting conservative budget consumption at 69%.
Lastly, Secretary Gunsolley explained that the Section 8 New Construction Program is a separate silo of two
developments, Telephone Road and Long Drive. He stated that both property budgets balance and there should
be a $15,000 cash surplus at the end of the year.
Secretary Gunsolley stated that he is happy to take further questions or provide more details on the budgets.
Chair Gilliam expressed his thanks to staff for doing a great job on the budgets and asked if future budgets could
provide a comparison column to show percentages and changes from the previous year to the current year, so that
the Board will have an idea of what’s increasing and what’s decreasing. He stated that the goal is to sustain our
entire operation, forever. Chair Gilliam also stated that he asked staff to provide the Board with cash flow
statements and balance sheets, so that we can see what our assets and our liabilities are. He shared that this
information is now available to the Board. Lastly, Chair Gilliam expressed his concern about funding the deficit in
the voucher program. He stated that he has a concern about using our reserves to fund unsustainable loses and in
the process, drain our savings account to fund something that there is no answer to. Chair Gilliam stated if at
some point Congress chooses to stay on the path that it is on, in terms of funding level and we only get 69%, than
we are going to have to do something and it doesn’t feel good to know that our savings account is decreasing each
day. He stated that at some point, we will run out of savings and this money is really intended for a purpose other
than the voucher program.
Vice Chair Richards inquired about the elderly case worker position at Telephone Road. She asked if the position is
still going to remain because the budget indicates a “$0” salary.
Secretary Gunsolley replied that the position will still remain and explained that the salary is rolled into a grant
account that lives in the COCC.
Mr. Griffin, of the Agency responded that it is a grant.
Vice Chair Richards requested a report that list all grants that the Agency receives and wants it to show where the
dollars are allocated.
Commissioner Toubia thanked staff and their departments for scaling back on expenses because she can see the
difference from what we budgeted in 2013 to what our actual costs were. She commented that she appreciates
this because she knows it was very difficult.
Commissioner Toubia remarked that she made some observations and one was that the market unit rent was less
than what was expected in 2013. She stated that she has been assured that this is because our market units are in
older properties and heavily weighed on public housing, so there may be a misperception about these units. She
stated that as we look to develop, she hopes market rate units will be a big component of our new developments
because this is going to help us with some of our budgetary cost.
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Commissioner Toubia also inquired about the $7 million Disaster Housing Assistance Program (DHAP) funds and
whether there is a possibility that those funds could be recaptured because this is a lot of money. She remarked
that maybe it is time that we start writing our Congressmen and telling our friends to write their Congressmen so
that when they take a look at the Murray-Ryan Budget, increase what’s coming to HUD, so that we are not looking
at 69% but 75% and we won’t have to take the $1.1 million from the COCC. Commissioner Toubia stated that as a
Board, we should be thinking about the “big picture” of how to best manage our funds so that we have the
opportunity to service as many people as we can, without running significantly into the red.
Commissioner Peterman inquired about the budget for Telephone Road and requested a comprehensive report
that lists the “dollars in” and the “dollars out.”
Secretary Gunsolley stated that the entire Finance Subcommittee, including Commissioner Toubia received a
briefing on the budgets.
Chair Gilliam asked for a motion to approve Resolution No. 2701.
Vice Chair Richards made a motion to approve Resolution No. 2701. Commissioner Toubia seconded the motion.
Resolution No. 2700 was passed unanimously.
Resolution No. 2702 – Award of Contract for Exterior Painting at Historic Oaks of Allen Parkway Village (HOAPV)
to Qualified Construction, Inc.
Secretary Gunsolley asked the Board to table Resolution No. 2702.
Chair Gilliam asked for a motion to table Resolution No. 2702.
Commissioner Peterman made a motion to table Resolution No. 2702. Commissioner Wilson seconded the
motion. Resolution No. 2702 was tabled unanimously.
Resolution No. 2703 – Software Maintenance Agreement with Emphasys Software
Secretary Gunsolley stated that Resolution No. 2703 is for our annual software maintenance agreement with
Emphasys in the amount of $130,572.47. He stated that Emphasys Software is the owner and creator of Elite
Software which is the software used to run our voucher and public housing programs, financials and many other
sub modules. Secretary Gunsolley stated as part of that, we pay an ongoing annual maintenance contract which
keeps the software up-to-date and running. He also stated that one of the key benefits of the annual maintenance
agreement is if anything goes wrong with the software, they fix it and if HUD changes the rules, they provide a
patch to keep us compliant with new rules. He explained that HUD is known to change forms and this is the
software that automatically generates the forms that have to be sent to HUD.
Secretary Gunsolley informed the Board that this qualifies as a sole source purchase that does not require
competitive bidding because Emphasys is the only one who provides maintenance to their software.
Chair Gilliam asked for any questions, concerns or comments regarding Resolution No. 2703.
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Commissioner Toubia asked if last year’s contract with Emphasys was $115,000 and inquired about the increase.
Secretary Gunsolley replied that it was a little less last year and stated that it increased because it pretty much
increases every year.
Commissioner Toubia commented that she understands that they have a monopoly, and further asked if the
contract was based on the actual hours worked or is there just a fixed fee where we pay $130,000.
Secretary Gunsolley replied that we are paying for the privilege of keeping the software for another year. He
commented that with this particular software, agencies can either pay an annual maintenance fee or pay a
licensing fee every year. He further stated that software enterprises, like Emphasys require us to pay upfront and
continue to pay and pay, every year.
Commissioner Toubia remarked that she dislikes this, but stated that she moves to approve Resolution No. 2703.
Chair Gilliam asked for a second. Commissioner Peterman seconded the motion. Resolution No. 2703 was passed
unanimously.
Vice Chair Richards asked if a sign in sheet could be provided at the January 2014 Board meeting to identify the
management companies who attend and the specific properties that they represent.
EXECUTIVE SESSION
Chair Gilliam suspended the Public Session on Tuesday, December 17, 2013 at 4:31 p.m. to convene into Executive
Session to discuss personal, legal and real estate issues in accordance with Sections 551.074, 551.071 and 551.072
respectively, of the Texas Government Code.
PUBLIC SESSION RECONVENED
Public session reconvened at 5:34 p.m.
ADJOURNMENT
Chair Gilliam asked for a motion to adjourn the meeting.
Commissioner Wilson motioned to adjourn. Commissioner Figures seconded. The meeting adjourned at 5:34 p.m.
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RESPONSES TO COMMENTS RECEIVED AT THE TUESDAY, NOVEMBER 19, 2013
BOARD OF COMMISSIONER MEETING
A Meeting of the Board of Commissioners (“Board”) of the Houston Housing Authority (“HHA”) was held on
Tuesday, December 17, 2013, at Clayton Homes, 1919 Runnels, Houston, Texas 77003. The Board received several
comments during the public comment period; HHA’s responses to each comment are detailed below:
C = Comments Received
R= HHA Response
PUBLIC COMMENTS
C: Ms. Kimberly Edwards addressed the Board with concerns about employment issues with the Houston Housing
Authority.
R: This is a personnel matter that is being handled by the Agency’s legal department.
C: Ms. Estell Punch, of 75 Lyerly addressed the Board with concerns about being harassed by another resident and
church services being held in the community room without permission from the manager. Ms. Punch said that the
manager has addressed the issue of her being harassed by another resident, but the preacher continues to provide
church service on Sundays to residents without permission from the manager.
R: Public Housing Operations (PHO) has spoken with Ms. Punch, the Resident Council and the property manager at
Lyerly regarding this matter. HHA currently has a Standard Operating Procedure (SOP) that permits nondenominational church services. It was agreed that the current faith-based provider can continue to hold interfaith services in the community room as long as it remains open to anyone who wishes to attend. We have also
reminded the Resident Council that a collection should not take place on HHA property; anyone wishing to donate
should do so off property.
C: Mr. Robert Adams, of 75 Lyerly addressed the Board about the floor repairs in his unit. Mr. Adams said that he is
very pleased with the floor repairs that have been done by the maintenance staff, but is disappointed that the
contractor didn’t return to repair the floors. He shared that he has a petition to keep the current management
company at Lyerly because residents are pleased with them and do not want them to leave at the first of the year.
Mr. Adams also commented that he is pleased with the church service held in the community room on Sundays at
Lyerly and he wants this to continue.
R: It is Mr. Adams’ right to start a petition showing support for the existing Private Management Company (PMC).
However, after completing the procurement process for the entire portfolio, HHA has awarded the management
of Lyerly to a different PMC.
C: Ms. Shelia Smith, President of the Resident Council at Irvinton Village addressed the Board and wished them a
Merry Christmas. Ms. Smith said that she is pleased with the improvements made at Irvinton Village and
commented that the Board, along with HHA staff and the management company is doing an awesome job. She
also thanked the Board for changes in policies, making new policies and listening to the voices of resident
15
considerations and concerns. Ms. Smith warned the Board to be cautious about some of the things that they hear
from residents and believing everything that they say without doing their own investigation first, then making a
decision. Ms. Smith thanked Secretary Gunsolley and the Board for a job well done and commented that she
appreciates them all.
R: N/A
C: Ms. Blanca Leal, of Irvinton Village addressed the Board with concerns about her son’s vehicle being blocked in
by non-resident vehicles. Ms. Leal said that when she went to the management office to make a complaint, a
police officer was there but was not receptive in providing her any assistance in getting the vehicles moved. She
complained that non- residents frequently park their vehicles in resident parking spaces causing Irvinton’s
residents to have to park their vehicles off of the property.
R: HHA is in the process of finalizing the Public Housing Parking & Towing Policy. Once completed, this policy will
be given to each resident, made available for public inspection at each property, and enforced at all of our
properties.
16
Resolution No. 2704
REQUEST FOR BOARD AGENDA ITEM
1.
Brief Description of Proposed Item
Amended and Restated Bylaws of the Houston Housing Authority
2.
Date of Board Meeting:
January 21, 2014
3.
Proposed Board Resolution:
Resolution: That the Houston Housing Authority Board of Commissioners adopts and
approves the amended and restated bylaws of the Houston Housing Authority pursuant
to the memorandum dated January 7, 2014 from Brian Gage, Senior Policy Advisor to
Tory Gunsolley, President & CEO.
4.
All Backup attached?
X
Yes
No
If no, what is missing and when will it be submitted:
5.
Department Head Approval
6.
Statement regarding availability of funds by VP of Fiscal Operations
Funds Budgeted and Available
Signature
X
Yes
Date:
No
Source
Account #
VP of FO Approval
7.
Signature
Date:
Approval of President & CEO
Signature
Date:
A Fair Housing and Equal Employment Opportunity Agency. For assistance: Individuals with disabilities may contact the 504/ADA Administrator at 713-260-0353, TTY 713-260-0547 or
[email protected]
17
Resolution No. 2704
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
TORY GUNSOLLEY, PRESIDENT & CEO
BRIAN GAGE, SENIOR POLICY ADVISORE
AMENDED AND RESTATED BYLAWS OF THE HOUSTON HOUSING AUTHORITY
JANUARY 7, 2014
This memorandum summarizes the attached Amended and Restated Bylaws of Houston Housing
Authority.
BACKGROUND
On January 31, 1938, the Housing Authority of the City of Houston held its organizational meeting and
adopted bylaws of the Houston Housing Authority. Subsequent revisions of the bylaws have taken place
over time. The most recent amended and restated Bylaws were approved unanimously by the Board of
Commissioners on October 21, 1986. This amended and restated version will provide a much needed
update based on current best practices of HHA.
SUMMARY
Generally, references to the “Executive Director-Secretary” are changed to “Secretary”, and references
to the “Executive Director” are changed to “President and CEO”. Additionally, other non-substantive
stylistic changes were made.
Article I Section 2 describing the seal of the HHA is deleted.
Article I Section 3 is renumbered Section 2 and the address updated to reflect the 2640 Fountainview
Drive.
Article II, Article V, and Article VI delete the reference to “Section 1” since there is only one paragraph in
each Article.
Article III Section 4(b) is deleted to remove reference to the authority to affix the seal and subsequent
paragraphs are renumbered.
Article III Section 5 is deleted relative to the employment of an internal auditor, and subsequent sections
are renumbered.
Article IV Section 5 is amended to allow the Secretary to determine the order of business at meetings.
18
Resolution No. 2704
RECOMMENDATION
Accordingly, I recommend that the Board adopts the following Resolution:
Resolution: That the Houston Housing Authority Board of Commissioners adopts and approves
the amended and restated bylaws of the Houston Housing Authority pursuant to the
memorandum dated January 7, 2014 from Brian Gage, Senior Policy Advisor to Tory Gunsolley,
President & CEO.
19
Resolution No. 2704
■
■
713.260.0500 P
■
713.260.0547 TTY
■
AMENDED AND RESTATED BYLAWS OF THE HOUSTON HOUSING AUTHORITY
Adopted January 21, 2014
ARTICLE I -- THE AUTHORITY
Section 1 Name of Authority.
The name of the Authority shall be "Houston Housing Authority."
Section 2 Office of Authority.
The office of the Authority shall be at 2640 Fountainview Drive in the City of Houston, Texas, but the
Authority may have offices at such other place or places in the City of Houston, Texas as the Authority
may from time to time designate by resolution.
ARTICLE II -- COMMISSIONERS
The Commissioners may by resolution from time to time delegate such authority, powers and duties to
the Secretary as they may deem proper. The Commissioners shall determine policies of the Authority.
ARTICLE III -- OFFICERS
Section 1 Officers.
The officers of the Authority shall be a Chair, a Vice Chair, and a Secretary, who shall be the President
and CEO.
Section 2 Chair.
The chair shall preside at all meetings of the authority. At each meeting, the chair shall submit such
recommendations and information as he or she may consider proper concerning the business, affairs,
and policies of the authority. The actions of the chair shall at all times be in compliance with all
applicable federal, state and local laws.
Section 3 Vice Chair.
The vice chair shall perform the duties of the chair in the absence or incapacity of the chair. In case of
the resignation or death of the chair, the vice chair shall perform such duties as are imposed on the chair
until such time as the commissioners shall elect a new chair.
Section 4 Secretary.
The Secretary shall:
(a) Keep the records of the authority, act as secretary at the meetings of the authority and record all
votes, keep a record of the proceedings to be kept for such purpose, and perform all duties incident to
that office;
(b) sign such orders and checks for the payment of money and shall payout and disburse such money
under the direction of the commissioners and all such orders and checks shall be countersigned as duly
authorized by resolution to so act; and
20
Resolution No. 2704
(c) be the President and CEO of the authority and have general supervision over the administration of
the business and affairs of the authority, subject to the direction of the board of commissioners. The
President and CEO shall implement such procedures as are necessary to carry out and enforce board
policies and shall be charged with the management of the housing projects of the authority and shall act
in accordance with all applicable federal, state, and local laws.
Section 5 Additional Duties.
The officers of the authority shall perform such other duties and functions as may from time to time be
required by the authority or the bylaws and rules and regulations of the authority.
Section 6 Election or Appointment.
The chair and vice chair shall be elected at the annual meeting of the authority and shall hold office for
one year or until their successors are elected and qualified. The Secretary shall be employed and the
compensation, length of time, terms and conditions thereof fixed by resolution of the authority and
under such agreements as the commissioners may authorize by resolution.
Section 7 Vacancies.
Should the offices of chair or vice chair become vacant, the commissioners shall elect a successor from
its membership at a regular meeting or at a special meeting called for that purpose. Such election shall
be for the unexpired term of said office. Should the office of Secretary become vacant, the
commissioners shall employ a successor, as aforesaid.
Section 8 Bonds.
The authority by resolution, from time to time, shall designate a depository or banks for the funds of the
authority and shall fix the amount of surety and fidelity bonds covering all employees of the authority.
Section 9 Additional Personnel.
The authority may through its Secretary from time to time employ such personnel as it deems necessary
to exercise the power, duties, and functions prescribed by the Housing Authorities Law of the State of
Texas and all other laws federal, state and local, applicable thereto. Selection and compensation of such
personnel, including counsel and legal services, and discharge of such personnel where such is deemed
necessary for the good of the authority shall be determined and made by the Secretary.
ARTICLE IV -- MEETINGS
Section 1 Annual Meetings.
The annual meetings of the authority will be held during the regular meeting in January of each year at
the authority's regular meeting place and time in the City of Houston. Any meeting may be recessed
from time to time and from place to place by a majority of those present. At the annual meeting the
election of chair and vice chair shall be held.
Section 2 Regular Meetings.
Regular meetings shall be held in accord with the Open Meetings Act at such times and places as may
from time to time be determined by resolution of the authority. Any meeting may be recessed from
time to time and place to place by a majority of those present.
Section 3 Special Meetings.
The chair or vice chair of the board of commissioners shall, upon written or oral request of two
commissioners or upon written request of the Secretary, call a special meeting of the authority for the
purpose of transacting the business designated in the call. The call for a special meeting must be made
21
Resolution No. 2704
in accordance with the Texas Open Meetings Act as it currently exists or as it may be amended from
time to time. However, no action shall be taken except upon majority vote of all commissioners. Any
such meeting may be recessed from time to time and place to place by a majority vote of those present.
Section 4 Quorum.
At all annual, regular or special meetings of the board of commissioners, a majority of the
commissioners then qualified to act shall constitute a quorum for the purpose of conducting its business
and exercising its powers and for all other purposes, provided that any number may meet and adjourn
or recess to some other time, or until a quorum is obtained. Except as may be particularly provided in
the bylaws, a majority of the commissioners then qualified to act shall be necessary to pass any
resolution or take any official action.
Section 5 Order of Business.
At the regular meetings of the authority, the Secretary shall determine the order of business. All
resolutions shall be in writing and shall be copied in a journal of the proceedings of the Authority.
Section 6 Manner of Voting.
The Voting on all questions coming before the board of commissioners shall be by oral announcement,
and the ayes and nays shall be entered upon the minutes of such meeting.
ARTICLE V -- AMENDMENTS
Bylaws of the authority may be amended at any regular or special meeting by the vote of at least a
majority of the commissioners then qualified to act.
ARTICLE VI -- REPEAL
The foregoing constitute all the bylaws of the authority and any and all bylaws heretofore enacted and
not contained herein are repealed.
22
Resolution No. 2705
1.
Rental Assistance Demonstration Mansions at Turkey Creek Application
2.
January 21, 2014
3.
Resolution: That the Houston Housing Authority Board of Commissioners authorizes
the President & CEO to make necessary changes and corrections and execute all
necessary documents to submit an application to HUD to transfer 25 Rental Assistance
Demonstration units from the approved Kelly Village Application to Mansions at Turkey
Creek pursuant to the memorandum dated January 7, 2014, from Brian Gage, Senior
Policy Advisor to Tory Gunsolley, President & CEO.
4.
X
Yes
No
5.
6.
Signature
X
Yes
Date:
No
Source
Account #
VP of FO Approval
7.
Signature
Date:
Signature
Date:
23
Resolution No. 2705
M EM OR AN D UM
TO:
FROM:
SUBJECT:
DATE:
BRIAN GAGE, SENIOR POLICY ADVISOR
RENTAL ASSISTANCE DEMONSTRATION MANSIONS AT TURKEY CREEK APPLICATION
JANUARY 7, 2014
The memorandum recommends HHA submit an application to HUD to convert 25 Rental Assistance
Demonstration (RAD) units from the Kelly Village Application to be transferred to Mansions at Turkey
Creek.
BACKGROUND
In 2013, an Affiliate of HHA through APV Redevelopment Corporation acquired the general partnership
interest in Mansions at Turkey Creek, and contributed a $2.5 million loan to the property. On August 21,
2013, HHA submitted an application to HUD to convert 63 units of assistance at Kelly Village through the
Rental Assistance Demonstration. On December 24, 2013, HUD issued a Commitment to Enter into a
Housing Assistance Payments (CHAP) for the 63 units at Kelly Village.
The original Kelly Village Application proposed to place 37 units of housing at New Wilmington. Since
development at Wilmington has experienced difficulties with approval by the Texas General Land Office
(GLO), this application proposes 25 RAD units be transferred to Mansions at Turkey Creek and the
remaining 38 units be replaced in future phases.
APPLICATION FOR MANSIONS AT TURKEY CREEK
The Mansions at Turkey Creek Application would include 25 units converted through the RAD program
at rents of approximately $627 per month. The rental would be lower than current tax credit rents at
$787, but higher than public housing revenue of approximately $400. The residents would pay 30% of
the adjusted family income and the remainder of the program rents would be paid through a contract
with HUD.
Residents in RAD units would be eligible to receive a Housing Choice Voucher after two years in the
development. This is an incentive for families to maintain employment and good standing in the
development; it promotes self-sufficiency, housing choice, and allows residents to live where they have
higher opportunities of their choosing.
24
Resolution No. 2705
RECOMMENDATION
Accordingly, I recommend that the Board approves the following Resolution:
Resolution: That the Houston Housing Authority Board of Commissioners authorizes the
President & CEO to make necessary changes and corrections and execute all necessary
documents to submit an application to HUD to transfer 25 Rental Assistance Demonstration
units from the approved Kelly Village Application to Mansions at Turkey Creek pursuant to the
memorandum dated January 7, 2014, from Brian Gage, Senior Policy Advisor to Tory Gunsolley,
President & CEO.
25
Resolution No. 2705
Attachment 1A: Board Approval Form
Houston Housing Authority RAD Application for KELLY VILLAGE
AMP No:
Units
TX005000014
333
Type of Conversion
PBRA (Project Based Rental Assistance)
Proposed Units for Conversion and De Minimis
Summary
Total Units Proposed for Conversion
25
Units Proposed to be Reduced
308
Explanation for de minimis reduction
de minimis threshold
17
Unit Count
Units have already received Section 18 Demolition‐Disposition approval from HUD
63
Partial conversion
270
Pro Forma Sources and Uses
Sources of Funds
New First Mortgage Loan
Public Housing Operating Reserves
Public Housing Capital Funds
Replacement Housing Factor
Low Income Housing Tax Credit Equity ‐ 4%
Low Income Housing Tax Credit Equity ‐ 9%
Other
Other
Other
Total Sources of Funds
Amount
$11,532,464
$0
$3,341,948
$0
$0
$0
$0
$0
$0
$14,874,412
Per Unit
$45,764
$0
$13,262
$0
$0
$0
$0
$0
$0
$59,025
Uses of Funds
Acquisition Costs
Construction Costs
Relocation Costs
Professional Fees
Loan Fees and Costs
Reserves
Developer Fees
Total Uses of Funds
Amount
$14,032,464
$0
$0
$0
$0
$0
$841,948
$14,874,412
Per Unit
$55,684
$0
$0
$0
$0
$0
$3,341
$59,025
6.250% + 0.000% MIP / 33.0 years
Stabilized Cash Flow Pro Forma
Gross Potential Rents for RAD Units
Gross Potential Rents for Other Apartment Units
Gross Potential Rents for Commercial
Vacancy Loss and Bad Debt Loss
Other Income
Total
$188,100
$2,128,428
$0
($162,157)
$76,500
Effective Gross Income
$2,230,871
$8,853
($1,060,589)
($54,123)
($4,209)
($215)
$1,116,159
$4,429
($826,409)
($3,279)
$289,750
$1,150
Total Operating Expenses
Annual Deposit to Replacement Reserve
Net Operating Income
First Mortgage Debt Service
Operating Cash Flow PUPA
$7,524
$9,376
N/A
‐$643
$304
PHA's Explanation of Any Relocation of Tenants (Estimated Relocation Cost is $0)
N/A
PHA's Explanation of Capacity and Experience to Carry Out the RAD Conversion
EXPLANATION IS REQUIRED
26
Resolution No. 2705
Attachment 1A: Board Approval Form
Houston Housing Authority RAD Application for KELLY VILLAGE
PHA's Explanation of the Proposed Total Operating Cost being less then 85% of the 3 Year Historical Operating Expenses
2009
2010
2011
3 Year Historical Average Comparison
$1,752,060
$1,540,444
#N/A
Average
Proposed
$1,646,252
$1,060,589
This is an acqusition of units in a development that is not currently a part of the publci housing inventory. AFS are available but will not match the old development.
PHA's Explanation of the Capital Needs and Replacement Reserves Estimates
The property was buit in 2010, therefore there are no immediate or short term capital needs. Long term needs are estimated based upon replcement of systemens that have a lifecucle that would end prior to the 20 year term using currenmt construction costs.
Discussion of QAP timing
N/A
Demonstration of recent success obtaining 9% LIHTCs
N/A
Likelihood of obtaining 9% LIHTCs
N/A
I hereby certify to the following: (1) that I have the requisite authority to execute this application on behalf of the owner; (2) that HUD can rely upon this certification in evaluating the Application, (3) that I acknowledge that I have read and understand PIH Notice 2012‐32 (the "Notice"), which describes the Rental Assistance Demonstration (RAD) (the "Program"), and agree to comply with all requirements of the Program or Notice; (4) that all materials submitted in association with the application are accurate, complete and not misleading; (5) that the application meets all applicable eligibility requirements for the Program set forth in the Notice; (6) that the owner approves the creation of a single‐asset entity of the affected project if required by the lender to facilitate financing; (7) that, if selected for award, the owner will comply with the fair housing and civil rights requirements at 24 CFR 5.105(a) (general requirements) and will affirmatively further fair housing; (8) that there are no debarments, suspensions, or Limited Denials of Participation in Federal programs lodged against the applicant, PHA Executive Director, Board members, or affiliates; (9) that this Board Approval Form has been approved by the Board of Commissioners on the date noted below; and (10) that, if selected for an award, the PHA will comply with all provisions of HUD’s Commitment to Enter into a HAP (CHAP), which shall indicate the HUD‐approved terms and conditions for conversion of assistance, or will indicate to HUD within 15 days that it is refusing the terms of the CHAP and withdrawing from RAD participation. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties (18 USC Sections 1001, 1010, 1012; 31 USC Sections 3729, 3802)
PHA Certification: By Tory Gunsolley (Executive Director)
January 0, 1900
Signature:
Date:
27
Resolution No. 2706
1.
Closing and Transfer of Rental Assistance Demonstration Units to Sweetwater
Apartments
2.
January 21, 2014
3.
President & CEO or his designee to negotiate, modify, and execute any and all
agreements and other documents he determines are necessary or desirable and expend
Public Housing funds to facilitate the transfer of 26 Rental Assistance Demonstration
units from the HUD-approved Wilmington Application to Sweetwater Apartments
pursuant to the memorandum dated January 7, 2014, from Brian Gage, Senior Policy
Advisor to Tory Gunsolley, President & CEO.
4.
X
Yes
No
5.
6.
Signature
X
Yes
Date:
No
Source
Account #
VP of FO Approval
7.
Signature
Date:
Signature
Date:
28
Resolution No. 2706
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
BRIAN GAGE, SENIOR POLICY ADVISOR
CLOSING AND TRANSFER OF RENTAL ASSISTANCE DEMONSTRATION UNITS TO
SWEETWATER APARTMENTS
JANUARY 6, 2014
This memorandum recommends the Board of Commissioners authorizes the President and CEO to
negotiate and enter into all contracts and agreements he determines are necessary or desirable to
convert assistance of 26 Rental Assistance Demonstration (RAD) units from the former Wilmington
public housing development to Sweetwater Apartments.
BACKGROUND
APV Redevelopment Corporation (APV), an Affiliate of HHA, is facilitating a transaction to acquire
Sweetwater Apartments (the Project) and transfer RAD assistance units at the property. Currently, APV
has created a subsidiary entity and entered into such loans and agreements as were necessary to
replace the general partner of the owner of the Project with the APV subsidiary. In order to complete
the transaction, HUD must approve the RAD transfer and HHA must provide funds and enter into legal
documents to secure 26 RAD units to be assisted at the Project.
In August 2013, HHA submitted an application to HUD to convert 107 units of assistance at Wilmington
through the Rental Assistance Demonstration and transfer 26 of those units to the Project. On
December 24, 2013, HUD issued a Commitment to Enter into a Housing Assistance Payments (CHAP) for
the project, provided HHA and APV meet all the RAD requirements.
SWEETWATER FINANCING PLAN
The recommended authorization will enable HHA’s President and CEO, or his designee, to submit a
Financing Plan and any other required documents to HUD and to take any and all steps the President
and CEO or his designee deems necessary or desirable to secure HUD’s approval for the Financing Plan,
to provide all security interests and funds required by the loan documents, and to enter into all legal
documents with the APV subsidiary, the Project Owner, or other parties which are necessary or
desirable as part of the transaction.
The Contract Rents for the Project were determined by HUD based on Fiscal Year 2012 Federal
Appropriations and assumptions regarding applicable rent caps. The initial year rents will be confirmed
by HUD during the Financing Plan review, but the table below reflects the proposed rents in the CHAP.
Unit Count
11
15
Bedroom Size
2
3
Rent
$500
$557
Utilities
$71
$82
29
Gross Rent
$571
$639
Resolution No. 2706
The total development costs for the Project are projected to not exceed $14 million. An
existing bridge loan of approximately $9.9 million and an existing loan of APV funds of
approximately $2.6 million will be paid off at closing of the RAD transaction. APV will enter into
a private mortgage with an interest rate of approximately 5.25% amortized over not less than
30 years and of a term not less than 7 years. HHA will also provide a Capital Fund loan to the
Project of $2.6 million. Development costs not to exceed $1.5 million will be paid from Capital
Funds or excess Operating Fund Reserves to cover fees, costs, administration, and immediate
capital needs of the property.
This memorandum ratifies all prior actions taken by the President & CEO or his designee to effectuate
the Project and authorizes the President & CEO to take all actions necessary to complete the following
activities:
1. loan up to $2.6 million in public housing capital funds to the Project owner;
2. submit to HUD a Financing Plan for the Project and such other documents and information as
may be required by HUD or which the President & CEO or his designee determines are necessary
or desirable to transfer 26 Rental Assistance Demonstration (“RAD”) units from the Wilmington
property to the Project;
3. enter into a RAD Conversion Commitment with HUD, to execute a project-based housing
assistance contract with the Project owner, and to execute such other HUD-required documents
as are necessary to transfer the RAD units to the Project;
4. negotiate and enter into such agreements and documents with APV or a subsidiary thereof as
the President & CEO or his designee determines are necessary or desirable to transfer the RAD
units to the Project and to otherwise further development and operation of the Project;
5. negotiate and, to the extent required or desirable, enter into such agreements and
encumbrances for financing for the Project as may be necessary or desirable to transfer the RAD
units to the Project and to otherwise further development and operation of the Project;
6. negotiate, modify, and execute any and all other agreements and documents he determines are
necessary or desirable to facilitate the transfer of 26 Rental Assistance Demonstration units
from the HUD-approved Wilmington Application to Sweetwater Apartments.
RECOMMENDATION
Accordingly, I recommend that the Board adopts the following Resolution:
President & CEO or his designee to negotiate, modify, and execute any and all agreements and
other documents he determines are necessary or desirable and expend Public Housing funds to
facilitate the transfer of 26 Rental Assistance Demonstration units from the HUD-approved
Wilmington Application to Sweetwater Apartments pursuant to the memorandum dated
January 7, 2014, from Brian Gage, Senior Policy Advisor to Tory Gunsolley, President & CEO.
30
Resolution No. 2707
1.
Brief Description of Proposed Item:
Award of Contract for the demolition and removal of Wilmington House Apartments to
2.
January 21, 2014
3.
the President & CEO to negotiate and execute a contract with Arrow Services, Inc. for
the demolition and removal of Wilmington House Apartments in an amount not to
exceed $392,881.00, and make any necessary corrections and changes, pursuant to
the memorandum dated January 7, 2014 from Chris Bergmann, Vice President, REID
to Tory Gunsolley, President & CEO.
4.
X
Yes
No
5.
Signature
6.
X
Yes
Date:
No
Source
Account #
VP of FO Approval
7.
Signature
Date:
Signature
Date:
31
Resolution No. 2707
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
CHRISTOPHER BERGMANN, VICE PRESIDENT, REID
AWARD OF CONTRACT FOR THE DEMOLITION AND REMOVAL OF WILMINGTON
HOUSE APARTMENTS TO ARROW SERVICES, INC.
JANUARY 7, 2014
This memorandum recommends that the Houston Housing Authority Board of Commissioners
authorizes the President & CEO to enter into a contract with Arrow Services, Inc. for the
demolition and removal of Wilmington House Apartments. This contract will be for a term of
one hundred twenty (120) consecutive calendar days, with a not to exceed total of $392,881.00
(three hundred ninety-two thousand eight hundred eighty-one dollars).
BACKGROUND
APV Redevelopment Corporation (APV) had previously secured commitments to fund the
redevelopment of Wilmington House public housing development including proceeds of Low
Income Housing Tax Credits (LIHTC), Tax Exempt Bonds (Bonds), Operating Reserve Capital
Funds, CDBG- DR from the State of Texas General Land Office (GLO), and HOME Investment
Funds from the City of Houston.
In April of 2013, HHA advertised an IFB in local newspapers and on HHA website. The Scope of
Work included demolition of the existing 108-unit property and construction of a new 148-unit
energy efficient property with wall and roof insulation, roof with radiant barrier, low-e windows
and energy efficient appliances. The Bids were opened on May 2, 2013 and read out to all the
parties who attended the Bid opening. Qualifies Construction was awarded the contract
through a resolution approved by the Board in May 2013.
Subsequently, GLO informed HHA that although there was a contract in place to fund the
redevelopment, GLO would need to review the site selection to ensure compliance with the
Conciliation Agreement entered into between fair housing advocates and the Texas Department
of Housing and Community Affairs (TDHCA). GLO and TDHCA reviewed the award of CDBG-DR
funds and LIHTC Application and made the determination that the location of the project would
not comply with the Conciliation Agreement. Therefore, HHA’s proposal to demolish the
existing 107 units at Wilmington House Apartments and replace it with a new 148 unit property
that was not able to be funded with CDBG funds or LIHTC Equity, making redevelopment
infeasible.
32
Resolution No. 2707
The residents have been relocated pursuant to a relocation plan approved by HUD and the City
of Houston and the property is vacant. To avoid vandalism, it is proposed to award a contract to
demolish the property.
EVALUATION PROCESS
Invitation for Bids (IFB) #13-31 was published in November 2013 to select a Contractor for the
demolition and removal of Wilmington House Apartments. The IFB was advertised in Houston
Chronicle and on HHA website. The Scope of Work includes carrying out abatement of asbestos
containing materials, legal disposal of contaminants, demolition and removal of all existing
buildings, driveways, and sidewalks, backfilling and installing hydro mulch.
The Bids were publicly opened in HHA offices on December 20, 2013. The following Bids were
submitted:
Sl.
No.
1
Name of the Bidder
Base Bid Amount
($)
392,881.00
Remarks
(MBE/WBE)
Neither
2
Clean Air Remediation Environmental Services
400,000.00
MBE
3
Grant McKay Demolition Company
425,645.00
Neither
4
5
6
7
8
9
10
11
AAR, Inc.
Inland Environmental
Complete Property Services
D. H. Griffin of Texas, Inc.
ADG Construction, LLC
J. T. B. Services, Inc.
Oz Building Contractors
Wrecking Corporation of America
437,737.00
482,986.00
494,250.00
546,000.00
552,000.00
608,860.00
635,000.00
656,000.00
Neither
MBE, WBE
Neither
Neither
MBE
Neither
MBE, WBE
WBE
Arrow Services, Inc. submitted the lowest bid in the amount of $392,881.00. and has committed
to expend 25% of the total dollar amount on minority owned business subcontractors and 5% of
the total dollar amount on a woman owned business subcontractor. Arrow Services, Inc. has
committed to hire seven (7) Section 3 employees to comply with HHA Section 3 Policy. Arrow
Services, Inc. is not on the HUD Debarment List. Arrow Services, Inc. completed satisfactorily
various asbestos abatement contracts for HHA. Reference checks with Owners/Engineers and
Better Business Bureau (BBB) were returned positive. There is no conflict of interest.
RECOMMENDATION
the President & CEO to negotiate and execute a contract with Arrow Services, Inc. for
the demolition and removal of Wilmington House Apartments in an amount not to
exceed $392,881.00, and make any necessary corrections and changes, pursuant to
the memorandum dated January 7, 2014 from Chris Bergmann, Vice President, REID
to Tory Gunsolley, President & CEO.
33
Resolution No. 2708
1.
Write-offs for the Period of October 1, 2013 to December 31, 2013.
2.
January 21, 2014
3.
the President & CEO to write off vacated tenant accounts in the amount of $87,037.43
and make any necessary changes and corrections pursuant to the memorandum dated
January 5, 2014, from George Griffin, Vice President of Housing Operations to Tory
Gunsolley, President & CEO.
4.
X
Yes
No
5.
Signature
6.
Yes
Date:
No
Source
Account #
VP of FO Approval
7.
Signature
Date:
Signature
Date:
34
Resolution No. 2708
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
GEORGE GRIFFIN, VICE PRESIDENT OF HOUSING OPERATIONS
WRITE-OFFS FOR THE PERIOD OF OCTOBER 1, 2013 TO DECEMBER 31, 2013
JANUARY 5, 2014
authorizes the President and CEO to write-off vacated tenant accounts designated as
uncollectible in the amount $87,037.43.
BACKGROUND
The Houston Housing Authority (HHA) reduces public housing accounts receivable balances by
writing off bad debt that is owed by former tenants after the debt has been deemed
uncollectible. Write-offs are typically the result of tenants with balances owed to HHA leaving
without notice or due to eviction. HHA writes off vacated tenant accounts considered to be
uncollectible from the Agency’s books once per quarter. The current uncollected amount of
$87,037.43 reflects accounts not written off for the period of October 1, 2013 to December 31,
2013. Total write offs for FY 2013 is $295,999.46 which is $106,196.87 less than the budgeted
$402,196.33.
To ensure accuracy, HHA made certain that property managers notified former residents in
writing of any delinquent balances, and referred these balances to a private collection agency
(Pro Collect). HHA also ensured that the write-offs excluded former residents who have
transferred to the Housing Choice Voucher Program (HCVP). Any HCVP participants with
outstanding Public Housing balances must pay back all debt owed or they will be terminated
from the HCV Program. HHA only writes-off debt for residents who have left the program and
for whom HHA has no reasonable expectation of being able to collect the debts owed.
HHA takes the following steps to collect rent:
1. Rent Statements are provided to all public housing tenants on a monthly basis listing
their monthly rent payment and any other obligations (i.e., utilities, maintenance, etc.).
When payment is made to the office, the Property Manager ensures the amount being
paid is correct and payment source is made out to the property.
2. If rent payments are not received by the 5th working day of the month, the Property
Manager sends a 14-Day Notice to the tenants.
3. If rent payments are not received after the 14-Day Notice period, tenants are sent a 3Day Notice to Vacate.
35
Resolution No. 2708
4. The eviction process begins with filing procedures in County Court. The bad debt is also
referred to a private collections agency within 30 days.
Bad debt includes rent, maintenance fees, legal fees, utilities and other fees. HHA submits all
unpaid debt to the PIH Information Center (PIC) as required by the Department of Housing and
Urban Development (HUD).
The property names and recommended write-off amounts are as follows:
Property Name
1. Allen Parkway Village
2. Bellerive
2. Clayton
3. Cuney
4. Ewing
5. Forest Green
6. Fulton Village
7. Heatherbrook
8. Historic Oaks of APV
9. Historic Rental
10. Irvinton
11. Kelly Village
12. Kennedy Place
13. Lincoln Park
14. Long Drive
15. Lyerly
16. Oxford Place
17. Victory
18. Wilmington
Write-off Amount
$5,249.73
$15.00
$16,257.90
$9,170.21
$21.05
$4,001.60
$8,148.52
$15,260.57
$1,772.06
$0.00
$4,992.93
$9,264.01
$1,653.00
$2,335.64
$1,194.21
$274.09
$3,616.92
$1,348.39
$__430.00__
Grand Total:
$87,037.43
The following is a breakdown of the write-off amounts per category:






Rent
Unreported Income
Maintenance Charges
Legal Charges
Utilities
Other Fees
Grand Total:
$23,747.55
$7,316.42
$38,330.37
$5,695.05
$10,197.80
$1,750.24
27%
8%
44%
7%
12%
2%
$87,037.43
100%
HHA is writing these debts off consistent with HUD regulation. Not writing-off these debts
negatively impacts the Agency’s scoring on a critical HUD management test.
36
Resolution No. 2708
RECOMMENDATION
Resolution: The Houston Housing Authority Board of Commissioners authorizes the
President & CEO to write off vacated tenant accounts in the amount of $87,037.43 and
make any necessary changes and corrections pursuant to the memorandum dated
January 5, 2014, from George Griffin, Vice President of Housing Operations to Tory
Gunsolley, President & CEO.
37
Resolution No. 2709
1.
Award of Contact for Playground Upgrades/Replacements at Historic Oaks of Allen Parkway
Village (HOAPV) to Total Recreation Products, Inc. (GameTime)
2.
January 21, 2014
3.
President & CEO to execute a contract with Total Recreation Products, Inc. (GameTime) for
upgrades/replacements to old and outdated playground equipment at HOAPV in the
amount not to exceed $151,731.30 pursuant to the memo dated January 3, 2014 from
George Griffin, Vice President of Housing Operations to Tory Gunsolley, President & CEO.
4.
X
Yes
No
5.
6.
Signature
X
Yes
Date:
No
Source
Account #
VP of FO Approval
7.
Signature
Date:
Signature
Date:
45
Resolution No. 2709
MEMORANDUM
TO:
FROM:
SUBJECT:
DATE:
GEORGE GRIFFIN, VICE PRESIDENT OF HOUSING OPERATIONS
AWARD OF CONTRACT FOR PLAYGROUND UPGRADES/REPLACEMENTS AT HISTORIC
OAKS OF ALLEN PARKWAY (HOAPV) TO TOTAL RECREATION PRODUCTS, INC.
(GAMETIME)
JANUARY 3, 2014
authorizes the President & CEO to enter into a contract with Total Recreation Products, Inc.
(GameTime) for upgrades/replacements to old and outdated playground equipment at Historic Oaks
of Allen Parkway (HOPAV) in the amount not to exceed $151,731.30.
BACKGROUND
The existing playground equipment has deteriorated and rusted over time and needs to be replaced.
Along with the surface damage, there is no shade on the playground equipment and no sitting area
for families to watch their children (see Exhibit “A”). The responsive bidder will replace all four (4)
play areas with new playground equipment and 20 new benches with back support for families to
enjoy quality time with their children.
The scope of work includes the instillation of (1) Triple Tower Play Unit, (1) Mertlewood Play Unit,
(1) Largo Play Unit, (1) PrimeTime Color Run, (1) 8 ft. Picnic Table, (1) 8 ft. ADA Picnic Table, (2)
Receptables, W/Dome Top Inground, Engineered wood fiber for ground covering and (20) 6 ft.
Benches W/Back support. The scope also includes demolition of existing playground equipment.
(See Exhibit “B”)
EVALUATION PROCESS
A request for proposal (RFP) was sought on December 12, 2013 and proposals were received from
the following vendors.
Sl.
No.
1
2
3
Name of the Bidder
Base Bid Amount ($)
Remarks
Total Recreation Products, Inc.
PlayPower LT Farmington, Inc.
The PlayWell Group
$151,731.30
$226,413.00
$139,055.40
MWBE
MWBE
This vendor was selected because playground products are LEED certified and they are
committed to the environment by conscientiously maintaining a dedication to the use of
recyclable/reclaimed materials. Compared to the lowest bidder this was a stronger
proposal because all of the equipment provide by this vendor is shaded, benches have back
46
Resolution No. 2709
support, and the equipment covers more square footage. References were checked with the
Better Business Bureau (BBB) and were returned positive. There are no conflicts of interest.
RECOMMENDATION
President & CEO to execute a contract with Total Recreation Products, Inc. (GameTime) for
upgrades/replacements to old and outdated playground equipment at HOAPV in the
amount not to exceed $151,731.30 pursuant to the memo dated January 3, 2014 from
George Griffin, Vice President of Housing Operations to Tory Gunsolley, President & CEO.
47
48
49
50
51
BOARD REPORT FOR MONTH ENDING DECEMBER 31, 2014
Executive Summary……………………………………………..….................................53
Low-Income Public Housing…………………………………….................................54
Housing Choice Voucher Program…………………………………………………..........63
Real Estate, Investment and Development……………………………………..........64
Addendum: Open Solicitation Log …………….…………….………………..………..…65
Addendum: FSS Programs Report………….……………………………………...........66
Addendum: Operating Statements…………….……………………………….………..67
52
EXECUTIVE SUMMARY
LOW-INCOME PUBLIC HOUSING
The Low-Income Public Housing (LIPH) program had an adjusted vacancy rate of 0.4% on December 31, 2013.
As of January 1, 2014, rent collection for December was 99.4% of rents billed on an adjusted cash accounting
basis.
There are currently 18,977 active applications for the public housing central and site-based waiting lists, which
represents an increase of 1.6% in the last month.
HOUSING CHOICE VOUCHER PROGRAM
The HCV staff completed 867 annual re-examinations during July. The HCV department also completed 242
interims, 144 change of units (moves), 154 new admissions, and 48portability move-in transactions. On
December 31, 2013, 552 families were enrolled in the Family Self Sufficiency (FSS) program; 221 of the families
had an escrow balance as of that date. The PIH Information Center (PIC) reporting rate for the one-month
period ending December 31, 2013 was 100.0%.
53
MAJOR PROGRAM DASHBOARD
Low-Income Public Housing
October
Waiting Lists
18,314
Vacancy Rate
0.8%
Rent Collection
99.2%
Unit Turnaround Time (Days)
16.7
Avg. Non-Emergency Work Order Days
3.2
November
18,679
1.3%
96.0%
16.5
1.8
Voucher Programs (Excluding DHAP)
October
November
Households
17,786
17,861
ABA Utilization/Unit Utilization
104.5%/97.2%
104.6%/97.3%
Reporting Rate
100%
100%
Annual Reexaminations Completed
962
1,007
HQS Inspections
3,193
2,118
54
December
18,977
1.6%
99.4%
16.5
1.9
December
17,938
104.5%/97.4%
100%
867
1,910
PROPERTY MANAGEMENT SUMMARY
Vacancy
PMC
Lane
Orion
Tarantino
PMC
Lane
Orion
Tarantino
October
%
Grade
0.7
A
0.7
A
0.9
A
Unit Turnaround Time (YTD)
November
%
Grade
0.7
A
1.9
A
1.1
A
December
%
Grade
0.5
A
0.1
A
0.6
A
Emergency Work Orders
(Completed within 24 hours)
October
November
December
%
Grade
%
Grade
%
Grade
A
100
A
A
100
A
A
100
A
A
100
A
A
98.6
A
A
100
A
October
Days Grade
November
Days Grade
December
Days Grade
15.3
23.2
13.3
15.2
23.1
13.2
15.1
22.6
13.6
Lane
Orion
Tarantino
October
%
Grade
100.8
A
98.5
A
98.6
A
November
%
Grade
95.2
A
94.2
A
98.4
A
October
Days Grade
3.5
A
4.0
A
2.2
A
December
%
Grade
99.9
A
99.1
A
99.4
A
PHAS
Score
Occupancy
Rate
Avg. Total
Turnaround
Days
Rent
Collection
Percentage
Avg. W/O
Days
A
98 to 100
1 to 20
98 to 100
≤24
B
97 to 97.9
21 to 25
96 to 97.9
25 to 30
C
96 to 96.9
26 to 30
94 to 95.9
31 to 40
D
95 to 95.9
31 to 40
92 to 93.9
41 to 50
E
94 to 94.9
41 to 50
90 to 91.9
51 to 60
F
≥93.9
≥51
≥89.9
≥61
55
A
B
A
A
B
A
Routine Work Orders
Rent Collection
PMC
A
B
A
November
Days Grade
3.0
A
1.3
A
1.4
A
December
Days Grade
3.6
A
1.3
A
1.5
A
PUBLIC HOUSING MANAGEMENT ASSESSMENT
VACANCY RATE
Goal 2.0%
Actual 0.4%
This indicator examines the vacancy rate, a PHA's progress in reducing vacancies,
and unit turnaround time. Implicit in this indicator is the adequacy of the PHA's
system to track the duration of vacancies and unit turnaround, including down
time, make ready time, and lease up time.
RENT COLLECTION (YTD)
Goal 98%
Actual 99.2%
This report examines the housing authority's ability to collect dwelling rent owed by
residents in possession of units during the current fiscal year by measuring the
balance of dwelling rents uncollected as a percentage of total dwelling rents to be
collected.
EMERGENCY WORK ORDERS
Goal 100%
Actual 100%
This indicator examines the average number of days that it takes for an emergency
work order to be completed. Emergency work orders are to be completed within
24 hours or less and must be tracked.
NON-EMERGENCY WORK ORDERS
Goal 25 Days
Actual 1.9 Days
This indicator examines the average number of days that it takes for a work order to
be completed. Implicit in this indicator is the adequacy of HHA's work order system
in terms of how HHA accounts for and controls its work orders and its timeliness in
preparing/issuing work orders.
ANNUAL INSPECTIONS
Goal 100%
Actual 100%
This indicator examines the percentage of units that HHA inspects on an annual
basis in order to determine the short-term maintenance needs and long-term
modernization needs. Implicit in this indicator is the adequacy of HHA's inspection
program in terms of the quality of HHA's inspections, and how HHA tracks both
inspections and needed repairs.
56
A
B
C
D
E
F
0 to 2
2.1 to 3
3.1 to 4
4.1 to 6
5.1 to 6
≥6.1
A
B
C
D
E
F
98 to 100
96 to 97.9
94 to 95.9
92 to 93.9
90 to 91.9
≤89.9
A
B
C
D
E
F
99 to 100
98 to 98.9
97 to 97.9
96 to 96.9
95 to 95.9
≤94.9
A
B
C
D
E
F
≤24
25 to 30
31 to 40
41 to 50
51 to 60
≥61
A
B
C
D
E
100
97 to 99
95 to 96.9
93 to 94.9
90 to 92.9
F
≥89.9
VACANCY RATE AND TURNAROUND DAYS
Low-Income Public
Housing Development
PMC
ACC
Units
Approved
Units Offline
Total
Available
ACC Units
Occupied
Units
Vacant
Units
Occupancy
Percentage
Grade
Units
Turned
YTD
Avg.
Make
Ready
Days
YTD
Avg.
Total
Turnaro
und
Days
YTD
Grade
16.8
18.6
A
Allen Parkway
Village
Orion
278
0
278
278
0
100.0%
A
33
Bellerive
Tarantino
210
0
210
210
0
100.0%
A
22
4.5
6.8
A
Clayton Homes
Lane
296
0
296
296
0
100.0%
A
77
10.6
14.8
A
Cuney Homes
Tarantino
553
0
553
551
2
99.6%
A
144
12.3
15.2
A
Ewing
Tarantino
40
0
40
40
0
100.0%
A
5
12
16.2
A
Forest Green
Tarantino
100
0
100
97
3
97.0%
B
44
11
13.4
A
Fulton Village
Tarantino
108
0
108
108
0
100.0%
A
28
7.5
14.6
A
Heatherbrook
Tarantino
53
0
53
53
0
100.0%
A
14
7.1
13.6
A
Historic Oaks of
APV
Orion
222
0
222
221
1
99.5%
A
30
14.4
29.5
C
Historic Rental
Orion
40
0
40
40
0
100.0%
A
6
17.7
18.7
A
Irvinton Village
Lane
318
0
318
316
2
99.4%
A
81
8.9
16.0
A
Kelly Village
Lane
270
0
270
267
3
98.9%
A
47
9.7
16.3
A
Kennedy Place
Lane
108
0
108
108
0
100.0%
A
21
8.3
10.4
A
Lincoln Park
Orion
200
0
200
200
0
100.0%
A
40
9.8
14.7
A
Lyerly
Tarantino
199
1
200
198
2
99.0%
A
25
5.4
8.6
A
Oxford Place
Orion
230
0
230
230
0
100.0%
A
55
6.1
31.7
D
Victory Apartments
Orion
100
0
100
100
0
100.0%
A
25
4.5
13.0
A
3325
1
3326
3313
13
99.6%
A
697
10.0
16.5
A
PMC
S8 NC
Units
Units Offline
Total
Available
S8 NC Units
Occupied
Units
Vacant
Units
Occupancy
Percentage
Grade
Units
Turned
Avg.
Make
Ready
Days
Avg.
Total
Turnaro
und
Days
Grade
Long Drive
Tarantino
100
0
100
100
0
100.0%
A
24
4.8
5.3
A
Telephone Road
Tarantino
200
0
200
200
0
100.0%
A
30
3.6
3.9
A
300
0
300
300
0
100.0%
A
54
4.1
4.5
A
Totals
Section 8 New
Construction
Development
Totals
Six Month Trailing Occupancy Rate
PHAS
Score
A
B
C
D
E
F
Occupancy
Rate
98 to 100
97 to 97.9
96 to 96.9
95 to 95.9
94 to 94.9
≥93.9
Avg. Total
Turnaround
Days
1 to 20
21 to 25
26 to 30
31 to 40
41 to 50
≥51
100
99
98
97
96
95
94
93
92
98.7
57
99.0
99.0
99.2
98.7
99.6
TAX CREDIT APARTMENT LEASING/OCCUPANCY INFORMATION
Property
Heatherbrook
2100 Memorial
Pinnacle
Peninsula
Willow Park
Uvalde Ranch
Mansions at Turkey Creek
Sweetwater Point
PH-LIHTC
Fulton Village
Lincoln Park
Oxford Place
Victory Place
Property Manager
Units
Occupied (%)
Tarantino
Orion
Embrey
Orion
Embrey
Hettig-Kahn
Alpha Barnes
Lynd
176
197
250
280
260
244
252
260
100%
95%
98%
99%
100%
97%
98%
98%
Tarantino
Orion
Orion
Orion
108
200
230
100
99%
100%
98%
100%
6 Month Trailing Occupancy Rate
99%
97%
98%
97%
98%
97%
97%
97%
96%
96%
95%
94%
93%
July
August
September
*EXCLUDES PUBLIC HOUSING LIHTC PROPERTIES
58
October
November
December
RENT COLLECTION
Low-Income Public
Housing Development
PMC
Month
Billed
Month
Collected
%
Collected
Grade
YTD Billed
YTD
Collected
% YTD Collected
Grade
Allen Parkway Village
Orion
86,099
86,581
100.6%
A
998,713
995,088
99.6%
A
Bellerive
Tarantino
44,188
44,042
99.7%
A
483,324
483,251
100.0%
A
Clayton Homes
Lane
69,049
70,851
102.6%
A
716,891
703,489
98.1%
A
Cuney Homes
Tarantino
103,811
103,106
99.3%
A
1,186,581
1,164,740
98.2%
A
Ewing
Tarantino
8,203
8,133
99.1%
A
95,793
95,316
99.5%
A
Forest Green
Tarantino
20,027
19,821
99.0%
A
181,300
187,951
103.7%
A
Fulton Village
Heatherbrook
Apartments*
Historic Oaks of APV
Tarantino
29,056
29,102
100.2%
A
349,346
349,933
100.2%
A
Tarantino
9,353
9,208
98.4%
A
121,319
114,295
94.2%
C
Orion
59,709
60,136
100.7%
A
550,471
548,917
99.7%
A
Historic Rental
Orion
7,180
7,371
102.7%
A
96,546
95,272
98.7%
A
Irvinton Village
Lane
64,011
61,476
96.0%
B
676,794
671,419
99.2%
A
Kelly Village
Lane
58,850
58,674
99.7%
A
628,662
623,734
99.2%
A
Kennedy Place
Lane
19,945
20,614
103.4%
A
225,367
225,412
100.0%
A
Lincoln Park
Orion
34,820
31,841
91.4%
E
367,570
362,843
98.7%
A
Lyerly
Tarantino
45,455
45,242
99.5%
A
496,499
499,357
100.6%
A
Oxford Place
Orion
34,269
34,701
101.3%
A
413,517
402,031
97.2%
B
Victory Apartments
Orion
29,602
28,696
96.9%
B
299,470
296,920
99.1%
A
Wilmington
Orion
n/a
n/a
n/a
n/a
185,064
177,802
96.1%
A
723,625
719,595
99.4%
A
8,076,743
8,009,962
99.2%
A
Month
Billed
Month
Collected
%
Collected
YTD
Billed
YTD
Collected
% YTD
Collected
Grade
Totals
Section 8 New
Construction
Development
Long Drive
Tarantino
19,064
18,817
98.7%
A
212,438
212,118
99.8%
A
Telephone Road
Tarantino
48,680
48,349
99.3%
A
592,175
592,166
100.0%
A
67,744
67,166
99.1%
A
804,613
804,284
100.0%
A
Totals
PHAS
Score
6 Months Trailing Rent Collection Rate
Rent Collection
Percentage
A
98 to 100
B
96 to 97.9
C
94 to 95.9
D
92 to 93.9
E
90 to 91.9
F
≥89.9
100.0%
99.2%
99.4%
99.4%
98.9%
96.0%
97.7%
95.0%
90.0%
85.0%
July
August
59
September
October
November
December
EMERGENCY WORK ORDERS
Low-Income Public
Housing
Development
Allen Parkway
Village
Bellerive
Clayton Homes
Cuney Homes
Ewing
Forest Green
Fulton Village
Heatherbrook
Apartments
Historic Rental
Irvinton Village
Kelly Village
Kennedy Place
Lincoln Park
Lyerly
Oxford Place
Victory Apartments
Totals
PMC
Emergency Work
Orders Generated
Emergency W/O
Completed within 24
hours
Percentage
Completed within
24 hours
Grade
Orion
Tarantino
Lane
Tarantino
Tarantino
Tarantino
Tarantino
2
1
5
10
0
1
0
2
1
5
10
0
1
0
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
A
A
A
A
A
A
A
Tarantino
0
0
100.0%
A
Orion
Orion
Lane
Lane
Lane
Orion
Tarantino
Orion
Orion
2
0
0
1
0
0
0
0
0
22
2
0
0
1
0
0
0
0
0
22
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
100.0%
A
A
A
A
A
A
A
A
A
A
Emergency Work
Orders Generated
Emergency W/O
Completed within 24
hours
Percentage
Completed within
24 hours
Grade
0
7
7
0
7
7
100.00%
100.00%
100.0%
A
A
A
Section 8 New
Construction
Development
Long Drive
Telephone Road
Totals
PHAS
Score
A
B
C
D
E
F
Tarantino
Tarantino
Avg. W/O
Days
99 to 100
98 to 98.9
97 to 97.9
96 to 96.9
95 to 95.9
≤94.9
60
NON-EMERGENCY WORK ORDERS
Low-Income Public Housing
Development
Allen Parkway Village
Bellerive
Clayton Homes
Cuney Homes
Ewing
Forest Green
Fulton Village
Heatherbrook Apartments
Historic Rental
Irvinton Village
Kelly Village
Kennedy Place
Lincoln Park
Lyerly
Oxford Place
Victory Apartments
Totals
PMC
Work Orders
Generated
Average Completion
Time (Days)
Grade
1853
589
1140
2163
186
556
578
62
814
175
1010
1040
581
561
854
620
293
1694
2.5
1.2
2.1
3.3
1.8
2.1
2.1
1.1
1.2
1.3
3.8
2.8
7.4
2.7
1.1
11.9
10.7
1.9
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
A
Work Orders
Generated
Average Completion
Time (Days)
Grade
Orion
Tarantino
Lane
Tarantino
Tarantino
Tarantino
Tarantino
Tarantino
Orion
Orion
Lane
Lane
Lane
Orion
Tarantino
Orion
Orion
Section 8 New Construction
Development
Long Drive
Tarantino
162
1.0
A
Telephone Road
Tarantino
250
1.0
A
412
1.0
A
Totals
6 Months Trailing Non-Emergency Work Orders
PHAS
Score
Avg. W/O
Days
60
40
A
≤24
B
25 to 30
C
31 to 40
D
41 to 50
E
51 to 60
F
≥61
20
3.2
3.5
3.3
3.2
1.8
1.9
0
July
August
61
September
October
November
December
ANNUAL INSPECTIONS
Low-Income Public
Housing
Development
PMC
YTD Inspections Due
YTD Inspections
Performed
Percentage
Complete
Grade
Bellerive
Tarantino
210
210
100.0%
A
Clayton Homes
Lane
296
296
100.0%
A
Cuney Homes
Tarantino
553
553
100.0%
A
Ewing
Tarantino
40
40
100.0%
A
Forest Green
Tarantino
100
100
100.0%
A
Fulton Village
Heatherbrook
Apartments
Tarantino
108
108
100.0%
A
53
53
100.0%
Orion
500
500
100.0%
A
Historic Rental
Orion
40
40
100.0%
A
Irvinton Village
Lane
318
318
100.0%
A
Kelly Village
Lane
270
270
100.0%
A
Kennedy Place
Lane
108
108
100.0%
A
Lincoln Park
Orion
200
200
100.0%
A
Lyerly
Tarantino
199
199
100.0%
A
Oxford Place
Orion
230
230
100.0%
A
Victory Apartments
Orion
100
100
100.0%
A
Wilmington
Orion
108
108
100.0%
A
3,433
3,433
100.0%
A
Inspections Due
Inspections
Performed
Percentage
Complete
Grade
Tarantino
Totals
Low-Income Public
Housing
Development
PMC
A
Long Drive
Tarantino
200
200
100.0%
A
Telephone Road
Tarantino
100
100
100.0%
A
300
300
100.0%
A
Totals
PHAS Score
Inspections
Performed YTD
A
B
C
D
E
100%
97 to 99%
95 to 96.9%
93 to 94.9%
90 to 92.9%
F
≥89.9%
62
HOUSING CHOICE VOUCHER HUD-GRADED SEMAP INDICATORS
Score
ANNUAL REEXAMINATIONS REPORTING RATE
Goal 96%
Actual 100%
This Indicator shows whether the Agency completes a re-examination for each
participating family at least every twelve (12) months.
CORRECT TENANT RENT CALCULATIONS
Goal 98%
Actual 100%
Performance
10
5
0
≥96
90 to 95
≤89
5
0
98 to 100
≤97
5
0
98 to 100
≤97
10
8
5
≥80
60 to 79
≤59
10
5
≥30
≤29
This Indicator shows whether the Agency correctly calculates the family’s share
of rent to owner in the Rental Voucher Program.
PRECONTRACT HQS INSPECTIONS
Goal 100%
Actual 100%
This Indicator shows whether newly leased units pass HQS inspection on or
before the beginning date of the Assisted Lease and HAP Contract.
FSS ENROLLMENT
Goal 80%
Actual 102.6%
This Indicator shows whether the Agency has enrolled families in the FSS
Program as required. To achieve the full points for this Indicator, a housing
authority must have 80% or more of its mandatory FSS slots filled. There are
currently 549 slots on the FSS Program; 538 families are currently enrolled.
FSS ESCROW
Goal 30%
Actual 40.0%
This Indicator shows the extent of the Agency’s progress in supporting FSS by
measuring the percent of current FSS participants with FSS progress reports
entered in the PIC system that have had increases in earned income which
resulted in escrow account balances. To achieve the full points for this Indicator,
at least 30% of a housing authority’s enrolled families must have an escrow
balance. 221 of the 552 (40.0%) participating families currently have a FSS
escrow balance.
63
REAL ESTATE, INVESTMENT AND DEVELOPMENT
January 8, 2014
CAPITAL PROJECTS
LYERLY:

Parking improvements are complete. Paving Contractor is disputing savings being used to add
additional paving per HHA Change Order. Lawyers discussing resolution
KELLY:

Awaiting relocation of AT&T lines, completion moved to middle of January.
REO PROJECTS
MANSIONS AT TURKEY CREEK:

RAD Application to be submitted by 1/31/2014 for 25 Units
SWEETWATER POINT:


Greystone is underwriting for a refinance and will make a proposal by the end of the week.
RAD Application Approved 12/24/2013. We will move forward with 26 RAD units, pending board
approval, closing simultaneously with the refinance, expected to close end of 1st QTR.
CLAYTON:

HUD has approved disposition of small land tract to Buffalo Bayou Heritage Corridor. Contract is in
process. Redrafted contract to include HHA concerns. BBP is reviewing.
NEW RE-DEVELOPMENTS:
WILMINGTON REDEVELOPMENT:

Recommendation on contractor selection before the Board in January. Demo to start in early
February.
64
OPEN SOLICITATION LOG
JANUARY 2014
Type
Solicitatio
n#
Status
RFP
13-09
ON HOLD
HCVP
Criminal
Background
Check Services
RFP Issued:
02/06/2013
Proposals Due:
02/22/13
Received nine (9) responses. Awarded to
Information Logistics. Proposal on hold
IFB
13-15
CANCELLED
REID
RFP
13-17
IN REVIEW
HCVP
Redevelopment
of Wilmington
House
Apartments
Training and
Development
The awarded bid expired and Qualified
Construction would not extend it. Additionally,
due to necessary changes in scope, this IFB has
been cancelled.
Received two (2) responses.
RFP
13-19
IN REVIEW
REID
RFP
13-21
IN CONTRACT
PREPARATION/EX
ECUTION
PHO
RFP
13-22
IN CONTRACT
PREPARATION/EX
ECUTION
REID
Trustee Services
IFB
13-24
IN CONTRACT
PREPARATION/EX
ECUTION
PHO
RFP
13-25
OPEN
HVCP
Security
Surveillance
Camera for Kelly
village
Voucher Program
IFB Issued:
4/01/2013
Proposals Due:
05/02/2013
RFP Issued:
05/12/2013
Proposals Due:
06/12/2013
RFP Issued:
08/19/2013
Proposals Due:
10/11/2013
RFP Issued:
07/05/2013
Proposals Due:
07/25/2013
RFP Issued:
08/18/2013
Proposals Due:
09/03/2013
RFP Issued:
9/16/2013
Proposals Due:
10/7/2013
RFP
Issued:9/10/201
3
Proposals Due:
02/07/2014
Department
Description
Energy and Water
Audit and Energy
Performance
Contract
Property
Management
Service
65
Solicitation
Dates
Comments
Bid extended to November 1, 2013
Received three (3) responses. Bids sent to
evaluators to be evaluated
Contracts signed January 9, 2014.
Received four (4) responses, all are considered
complete and will be evaluated. Awarded to US
Bank.
Evaluation Summary Form submitted to PHO
Received four (4) responses
Notice of Intent to Award letter sent to awarded bidder - BL
Technology. Non award letters sent to bidders. Contract in
preparation.
Bid Opening held November 14, 2013. Received one (1) bid.
Bid sent to evaluators to be evaluated. Second bid deadline
updated on website. Received (2) two additional bids and
sent to evaluators for evaluation to be evaluated. Third bid
deadline updated on website. Received 3 additional bids and
sent to evaluators to be evaluated.
ADDENDUM: FSS PROGRAMS
FSS is a HUD program that enables families assisted through the Housing Choice Voucher (HCV)
program and Public Housing (PH) residents) to increase their earned income and reduce their
dependency on welfare assistance and rental subsidies.
The FSS program is available to PH residents and HCV program participants. While the main
components of the FSS program are common to both the PH and HCV FSS programs, these are
currently two different programs with separate sources of funding.
Once an eligible family is selected to participate in the program, HHA and the head of each
participating family execute a 5-year FSS Contract of Participation that specifies the rights and
responsibilities of both parties and the goals and services for the family. The family works with an
FSS coordinator to be connected to services to assist with completing their goals.
Some of the services coordinated through the program include: child care, transportation, education,
job training, employment counseling, financial literacy, and homeownership counseling, among
others.
To incentivize program participation, career advancement, and steps towards self-sufficiency, an
interest-bearing escrow account is established by HHA for each participating family. Any increases in
the family’s rent as a result of increased earned income during the family’s participation in the
program result in a credit to the family’s escrow account. Once a family successfully graduates from
the program, they may access the escrow and use it for any purpose.
In Public Housing, FFS efforts are augmented by ROSS grants, which enable the agency to provide
services to all Public Housing residents, and not strictly those enrolled in the FSS program. ROSS
funded activities include career planning, the provision of computer labs, life skills training, and
educational workshops/seminars (such as hurricane preparedness, diabetes awareness, alcohol/drug
awareness, health care fraud prevention, healthy eating on budget, etc.) hosted or coordinated by
program coordinators.
Grant amount (per
year)
Number of
Caseworkers
Number of Families
Served
HCV FSS
PH FSS
PH ROSS
~$274,000
~30,000
~$240,000
6
1
3
540-550
74
717
66
OPERATING STATEMENTS: 11 MONTH ENDING NOVEMBER 30, 2013
Year to Date
Budget
Year to Date
Actual
5,867,339
5,378,394
5,154,490
(223,904)
Salaries and Benefits
Facilities and Other Administrative
Expenses
3,784,400
3,469,033
2,730,498
738,536
2,332,159
2,137,812
2,077,342
60,470
Total Central Office Expenses
6,116,559
5,606,846
4,807,840
799,006
Cash Flow (Deficit) from Operations
(249,220)
(228,452)
346,650
575,102
Year to Date
Budget
Year to Date
Actual
12,842,283
11,772,093
10,958,114
(813,979)
1,793,772
1,644,291
1,619,718
(24,573)
10,497,760
9,622,947
10,585,008
962,062
642,464
588,925
281,198
(307,727)
25,776,279
23,628,256
23,444,038
(184,217)
8,385,753
7,686,940
7,159,811
527,129
588,319
539,293
270,145
269,148
Utilities
5,614,092
5,146,251
4,885,347
260,905
Maintenance
6,424,557
5,889,177
5,961,907
(72,730)
Protective Services
1,873,398
1,717,282
1,393,989
323,292
Insurance Expense
1,448,230
1,327,544
1,350,413
(22,869)
466,641
427,754
211,648
216,106
24,800,991
22,734,241
21,233,261
1,500,980
1,068,194
979,178
695,525
283,652
(15,395)
(14,112)
168,466
(182,578)
0
0
950,587
(950,587)
Central Office
Annual Budget
2013
Favorable (Unfav)
Variance
Operating Income
Total Operating Income
Operating Expenses
Affordable Housing Rental Programs
Annual Budget
2013
Favorable (Unfav)
Variance
Operating Income
HUD Subsidy - Low Rent Housing
HUD Subsidy - Section 8 New Construction
Tenant Rental Income
Other Income
Operating Expenses
Administrative Expenses
Tenant Services
Other General Expense
Total Routine Operating Expenses
Non Routine Maintenance
Replacement Reserve
Debt Service
(77,511)
(71,051)
396,199
Includes: Public Housing Units and Tax credit/market rate units located on Public Housing sites
Section 8 New Construction Rental units
67
467,250
OPERATING STATEMENTS: 11 MONTH ENDING NOVEMBER 30, 2013
Year to Date
Budget
Year to Date
Actual
10,517,439
9,640,986
8,181,589
(1,459,396)
Salaries and Benefits
5,212,918
4,778,508
4,907,226
(128,718)
Administrative Expenses
2,639,747
2,419,768
1,662,390
757,378
COCC-Management Fees
3,512,834
3,220,098
2,946,827
273,270
11,365,499
10,418,374
9,516,443
901,931
(848,060)
(777,388)
(1,334,854)
(557,466)
Beginning Admin Operating Reserves
1,769,051
1,769,051
1,769,051
Ending Admin Operating Reserves
920,991
991,663
434,197
124,414,887
114,046,980
112,526,427
(1,520,553)
67,454
61,833
55,342
(6,491)
130,805,751
119,905,272
117,871,801
(2,033,471)
HAP Current Year Excess (Use)
(6,323,410)
(5,796,459)
(5,290,032)
506,427
Beginning HAP Reserves
7,988,199
7,988,199
7,988,199
Ending HAP Reserves
1,664,789
2,191,740
2,698,167
Housing Choice Voucher Program
Annual Budget
2013
Favorable (Unfav)
Variance
Administrative Operating Income
Operating Expenses
Total Operating Costs Expenses
Housing Assistance Payments (HAP)
Housing Assistance Payment Subsidy
Investment Income on HAP Reserves
Housing Assistance Payments
68
24
23
11
9:00 GED Class @ NRC
9:00 Section 3 Career
Counseling @ NRC
10:00 Community
Empowerment – AVANCE
HCVP Rm 330
10
25
Counseling @ NRC
9:00 Food Fair @ HOAPV
12:30 Food Fair @ Bellerive
10:00 Community
HCVP Rm 330
18
Counseling @ NRC
10:00 Community
HCVP Rm 330
4
Counseling @ NRC
10:00 Real Talk w/Renee @
Bellerive
10:00 Community
HCVP Rm 330
TUESDAY
3
MONDAY
17
1:00 HCC Program
Information Session @
Oxford Place
SUNDAY
16
9
2
69
20
Counseling @ NRC
10:00 Creating a Safe
Environment Series @ Cuney
27
Counseling @ NRC
12:30 Food Fair @ Lyelry
26
Environment Series @ Lyerly
13
Counseling @ NRC
3:00 Lyerly Valentine Party
6
Counseling @ NRC
11:30 Real Talk w/Renee @
Cuney
THURSDAY
19
10:00 Money Matters Workshop
@ Oxford Place
12
@ Fulton Village
3:00 Bellerive Valentine Party
@ Clayton Homes
11:30 Real Talk w/Renee @ Lyerly
5
WEDNESDAY
February 2014
28
21
10:00 FSS - PCC
Coalition Meeting @
NRC
14
7
FRIDAY
22
15
8
10:00 FSS – Monthly
Mentoring @
Clayton Homes
1
8:00 Homeowners
Application Fair @
Habitat for
Humanity
SATURDAY

January 21, 2014 - Houston Housing Authority

Transcription

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