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HomeMy WebLinkAbout1974-12-24 - Minutes - Archive• WAIVER OF NOTICE OF AND CONSENT TO SPECIAL MEETING L - We, the undersigned, do hereby accept notice of this SPECIAL MEETING, waiving any and all irregularities in the service of notice and do hereby consent and agree that the Commissioners of the Housing Authority of Fayetteville, Arkansas shall meet at their regular meeting place at 11:30 o'clock a.m., on the 24th day of December, 1974, for the following purposes: 1. Roll Call 2. To take Board action on application for $80,000 TTB money to use on housing projects 3. Executive session to discuss personnel matters • • • • MINUTES OF SPECIAL MEETING OF THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS The Housing Authority of the City of Fayetteville, Arkansas met in Special Session at 11:30 o'clock a.m., on Tuesday, December 24, 1974, in the office of the Authority, 111 North School Avenue, Fayetteville, Arkansas. Mr. Gould, Chairman, called the meeting to order. On roll call the following members were present: Commissioners: Gould, Morgan, Clinton, Underwood Commissioners Absent: None Others Present: Robert L. Dugan, Hugh Kincaid, Mayor Purdy The Chairman ordered that the following Waiver and Consent be spread upon the Minutes: WAIVER OF NOTICE OF AND CONSENT TO SPECIAL MEETING We, the undersigned, do hereby accept notice of this SPECIAL MEETING, waiving any and all irregularities in the service of notice and do hereby consent and agree._ that the Commissioners of the Housing Authority of Fayetteville, Arkansas shall meet at their regular meeting place at 11:30 o'clock a.m., on the 24th day of December, 1974, for the following purposes: 1. Roll Call 2. To take Board action on application for $80,000 TTP money to use on housing projects 3. Executive Session to discuss personnel matters /s/ J. W. Gould /s/ Roy Clinton /s/ Sherman Morgan /s/ Bill Underwood RESOLUTION NO. 168 A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS AUTHORIZING THE FILING OF APPLICATION TO PARTICIPATE IN THE TARGET PROJECTS PROGRAM (TPP) IN CONJUNCTION WITH PUBLIC HOUSING PROJECT ARK 97-1 rant Mr. Dugan explained the Resolution to the Board. He stated that there were two cities selected in Arkansas to participate in this program if they can show that they qualify. Fayetteville was one of these cities. If we can show that we qualify for this program, the Housing Authority will receive $80,000 to use in the project. We will have to indicate roughly the useage for this money. The Board discussed several ways the money could be used, such as painting the units inside and outside, hiring resident managers, landscaping, drainage, load-alls for trash, pest control. After discussion, Resolution No. 168 was adopted by motion of Mr. Clinton, seconded by Mr. Morgan, and carried unanimously. The Board then went into Executive Session,to discuss -personnel matters. Theyreconvened and approved salaries effective January 1, 1975, according to the attached schedule. Meeting was adjourned following. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS ATTEST: CHAIRMA PERSONNEL SALARY SCHEDULE • NAME POSITION FROM TO Robert L. Dugan Executive Director 16,500 17,100 William B. Wilson Controller 11,800 12,400 Delbert E. Allen Rehabilitation Officer 9,600 10,200 Lorene Lejeune Relocation Officer 7,200 7,800 Patricia Warford Admin. Assistant 5,400 5,700 Coretta Edwards Secretary 4,800 5,100 c • •41 souding cAutkority of the City of Fayetteville, Arkansas 1 NORTH SCHOOL ZIP 72701 TELEPHONE 521-3850 URBAN RENEWAL OFFICE Phone 442-5326 PART A TArGET PROJECT PROGRAM FOR ARK 97-1 FAYETTEVILLE HOUSING AUTHORITY RAYETTEVILLE, ARKANSAS ijouainy cautkority of the City of Fayetteville Arkansas 1 NORTH SCHOOL ZIP 72701 TELEPHONE 521-3050 URBAN RENEWAL OFFICE Phone 412-5326 TABLE OF CONTENTS 1) Clier letter from Executive Director 2) sol ut i on of Housing Authority 31 Narrative application 4) :_otter from the City of Fayetteville • • • �Qouoing cautkority of the City of Fayetteville, Arkansas 1 NORTH SCHOOL - ZIP 72701 TELEPHONE 521-3850 URBAN RENEWAL OFFICE Phone +42-5326 December 30, 1974 Mr. Wayne Hunter Assistant Secretary for Housing Management 451 Seventh Street, S.W. Washington, D.C. 20410 Dear Mr. Hunter: We appreciate very much the opportunity to participate in the Target Projects Program (TPP). We Feel it a signal honor to be chosen for this. Attached you will find the Part A Application for this funding of this program for Project ARK 97-1. With this letter we are formally requesting funding and approval for the application. RLD:pw Thank you, ic C , ( 4 (A Robert L. Dugan ?� Executive Director RESOLUTION NO. 1, F RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE HOD S I NG AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS AUTHORIZINfl THE kIEINq OF APPL_ I MT I Ota TO PARTICIPATE IN THE TARGET PROJECT.; PP.0 1PArt (TPP) !N IN CONJUNCTION WITH PUBLIC HOUSING PRO! i_ . T NRK '17-1 ',JHE REAS , the Housing Authority desires to a r t i c i pate in the Target Projects Program with respect to the specitied Project Ark 97-1, and; vhEREAS, the Housing Authority realizes the need for such a monetary uplift on Sites A and B; NOW, THEREFORE BE IT RESOLVED by the Board of Commissioners of the Housing Autrority of the City of Fayetteville that the Executive Director be authorized to file Part A of the application ard also be 't resolved that the Board agrees to the stipulations attached to this Resolution consisting of sixteen items. Passed and approved this 'j.,�--j day of ATTEST: SECRETP,SY 4-4 -4- £ i'. n 1974. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS CHAIRM. (1) That, if the LHA's Part A Application is approved by HUD, the LHA will submit a Part B Application in accordance with the procedures to be prescribed by HUD at a later date, and will use its beat efforts to assure that the Part B Application will be mutually acceptable to both the LHA and HUD. (2) That, if both the LHA's Part A and Part Applications are approved by HUD, in whole or in part, in a manner which is mutually acceptable to both the and HUD, the LHA will, as a precondition to the payment of TPP funds by HUD, comply with all policies, procedures, and • requirements prescribed by HUD for the program. • (3) That, in the LHA's best judgment, the tasks proposed for TPP funding in the IAA's Part A Application comply with HUD' s- criteria for the Target Projects l roram and will effect substantial improvements in the ph\ :cal and non-physical aspects of the candidate projo_r; and that those tasks are consistent with the L?IA's other plans regarding the candidate project, including those to be financed out of existing and proposed funding from sources other than TFP funds, such as operating subsidy formula levels and Mo0'2rnization funds, 30 that all such task:: • • f t 1 9 will crnstitute a well -coordinated efior!. to improve the physical and non-physical aspects of the candidate project. (4) That the TPP funds requested in the IJ1/t's Part 1A Application represent the LHA's best estimate at the present time of the actual funds which will be required for such purposes, over and above all other funds which will be, or may reasonably be expected to become available. (5) That the estimate of Modernization needs (including tasks and funding estimates) set forth in the Part A Application represents the Authority's best estimate at the present tisk of such neeoa , :ticiudirr tte exten� o:' r) i4 i rni n t_cn funds :•– g cn ds can bE met out have 1 reac_' been obligated to the ' . ' tl a TPP funds requested in the LILA's Part A App1 ► .::.,on and any operating funis lint. ,ding op rat .nst subsidy fore. 'la levels). (F) T f t' • he :.de rs `•Ands thn' • 1: ' xderr,ization di bre r.• v c s the leis a ' 11 1 , . :e p: —emit -It time , vi 1 1 not be obtigstve by HUD cn t!1. of tlit: Part A � i ,••it i on needs /�;�D. c ,it inn; but that COwest estimate of .•'.:��.• • lis in the Part A Application w•il; be `i._1'•111 jo :''ID in acid: inc ' overall n€, - for the re: rt. (7) That tiro! LHA understands that any TPP funds which may h.' I,1•: for candidlte 9 • • • *AA 3. • 41. project, will be for the purpose of effecrine improvements, over and above the present condition and ope ,:t ons of the project and any measures which can reasor.1bty 7 carried out without the use of such funds; that the LHS+ will therefore maintain at Inst its present level of support fur the project (in terms of both quantitative and qualitative :standards) out of funds other than TPP funds' and will use its best efforts to effect greater economy and efficiency in the use of such other funds. (8) That the LMA will make every effort to obtain the local government services and support described in the outline of such services and support included in the Pnrt A Appl z f at ion (see subparagraph 3h be icY) . :nd to obtain mnxinun acus tsonl1 unwires and support 'ren ' '• state goer:; men' 1'4d c,tnuntty or4ani zat i reg .; a:►. t'..•it the USA yin iev' • atlas 'Is taa l urt to of -az n tt locF11 government -ery I c e s e:=d s spp`,rt described it. the Pai•; Application may re-uit in vtth4rswal ►f the rcimmitmer,t -. lunch. by IILD. (9) That LILA will make appropri te st z' ' s , in those cases ...terra ineffective or inadecunte pnrsenne l are responsible for def ieiencies in Cie opc-r. t ion of the cat did.ite_ pr, ji =t. • t l >4 • M • "" 1-' *T ai- .71;1,64i '. tr -, •1 • (141. • • • t .,i • • (10) That the LHA will enforce the previsions of tenants' leases (including, but not limited to rent collection 'Ind prohibition of disruptive conduct) . (11) The t. ch€ LHA has instituted, or will institute, grievance procedures prescribed by tiUD. (12) That the LHA believes that the local municipal or judicial processes will not unreasonably thwart its efforts to enforce the provisions of tenants' leases; or, if the LHA believes otherwise, that it will use its best efforts to overcome such procedural impediment*. (13) That the LHA will observe the procedures to be prescribed by HUD for budgeting, accounting and fiscal reporting with regard to advancement tr payment of TPP funds. (14) That the LHA will diligently monitor and evaluate its Target Prnioett Program. in accordance with procedures to • be preset -1404 bar HUD, And iii t 1 comply with further (15) prc>cer ort s to he prescritwd • r;► t ,r r i pot is aid inspection* designed to Prattle MUD to mail; or r,nd f .1unte the program.: ►h t the U1A understand, and will comp l > .,, nt1 applic bit .:iviI Right• Laws, HUD rcnui rcm.' .,r : pursuant to these !Ards and Section 3 of the Housing ani Urbin Development Act of igti$, (16) Met t; c ! :»1 vitt _. t - "t to ito1-r - pl�n::in i::.:'1ctett-tion, and evaluation or tr, :r,;et Pro$tct* PrOkr7ram t. .s �:. A. J y� S: x1'_4.1 .`•12 TPP -• ARi; • SUMMARY OF CONDITIONS IN PROJECT ARK 97-1 • • (1) Basic characteristics of project: Site A (Lewis Plaza) is built on the West side of town, just west of the University campus. It is in an area of older, deteriorating homes. The area is generally poor and composed primarily of older people with a fixed income. The project is about 3 1/2 years old; it has 40 units of housing of brick and frame construction; it has a small community center in the complex. All units are occupied, making a total of forty families living there; these residents are primarily young. Site B (Willow Heights) is built on the East Side of town, just behind the Courthouse. It is in an area of older homes. The area is generally poor and is racially mixed as is the project. There are 40 units for general occupancy of brick and frame construction; it has a small community center of the same type of construction. Thirty-two of the units are occupied by families. The other eight could be if our maintenance people could find time for needed repairs and cleanup. (2) Physical Condition of Project All 80 dwelling units are sadly in need of paint, both exterior and interior, after 3 years. Site A does have 3 minor drainage problems which have developed. Site B is another matter entirely as far as drainage goes. Built on a beautiful site on the side of the mountain, each unit has its own drainage problem. Normal rainfall produces standing water in front of the units, and has caused much ,Rt, - 2 (3) erosion in spite of ripp-rapp on some of the slopes. We have no modernization program at the present. Our present operational budget is a deficit operation. We are operating with a subsidy and necessarily have not been able to meet the costs of needed repairs and improvements and will not be able in the next two years. The windows of each unit are draped; many of these need replacement. General Management Operations We have a director and a full time secretary in the central office - at Site J - not included in this application. This is adequate if you could see all three sites from one vantage point. We are in need of a project manager on each site A and B; his duties would cover supervision of move -ins and move -outs, minor maintenance handling, and acting as go-between, between management and the tenants. He would live and work on the project. The financial management is adequate. Rental income overall on the 3 projects is about $7,800 per month; fixed budgeted expenses are about $10,000 per month. Thus we need about a $26,000 annual subsidy. The hi -rise for the elderly (120 units) has mainly built in costs that contribute to the deficit operation state law requires night watchmen at night and on weekends (about $12,000 per year extra cost); a service contract on the elevators is about $5,200.00 per year. The trend in income is upward; over the past year, our rental income has TPP - ARK ";-i (3) increased about 12%, but so have our expenses. Our tenant selection policies and procedures are HUD approved. Income limits have recently been updated. Vacancy problems on Site 8 are not caused by lack of applicants but by a maintenance operation that is not sufficient. Rent collections are good; we have had no problems with ev i c i t i ons when they are necessary. We feel that under normal conditions the management operation is adequate. (4) Maintenance Operations We have three full-time maintenance people, one working foreman and two laborers. HUD, in a recent management audit, recognized the need for an additional man. We have not been able to get him in the budget. Defferred routine maintenance needs over the next two years include painting of all 80 units, refurbishing the landscape to provide adequate drainage, replacing of drapes, etc. These needs cannot be met with the crew that we have and the extremely tight budget we operate under. The average backlog of workorders is not bad, depending on the nature of the request. If we receive a call of an emergency nature, it is handled immediately. Other routine calls are answered and completed within 5 working days. TPP - ARK 97-1 (4) (5) Security and Safety 110 I would not say that crime is rampant in the project. Over the • past three years we have had one shooting and one killing on the east side. The attitude regarding crime is fairly normal, I would say. The attitude regarding vandalism is totally different. This is our major problem and one of the basic reasons that our maintenance effort is constantly behind. Vandalism in the past year has cost us approximately $4,000.00 in materials alone, not to mention labor. Glass breakage done was done in excess of $700.00. The police department is very good to answer calls when they are called. Many times they are not called due to tenant_ apathy. We do need some type of security program to protect against this. These needs cannot be met cut of regular operating budget. (6) Resident - Management Relations General relations between the two groups is good. The tenant organization is starting to cope with the tenant apathy that has been prevalent and is starting to want the tings that we want. I think that with this change in attitude we can start to combat vandalism from both sides. They recognize -,kr r ti- ; -' r Mrrnike and manpower. We have met with them and discussed our mutual problems. Upward Mobility The general character of the projects is this, a lack of family units with men as heads of the household, a preponderance of women on the Welfare rolls. We are trying to meet a need by attempting a day care center in the West side Community Center; this will free • • • (5) some women for work or schooling. We have no counselling services on job placement services as such, other than those provided by the local employment office or the O.E.A. office. (8) Tenant Services We have a small community center on each project. The City has made several attempts to operate them with a minimum of success. The centers have cooking facilities, storage and bathroom facilities, plus a small meeting area. There is a mini -playground in each project. An insufficient budget does not allow L.H.A. service personnel or programs, both of which, I believe, are necessary. The two tenant organizations are attempting to provide social activities for the children with the aid of some minimum funding from the City of Fayetteville, and Economic Opportunity Agency of Washington County. (9) Local Government Services and Support The City is committed to the operation of all three Community Centers in the project. They have performed admirably in the adult center in the hi -rise. On the other two sites, they have made several attempts at programs, but have failed due to tenant apathy. They are at the moment funding the tenants organization at the rate of $200.00 per month. To assess the City's efforts: they are trying to live up to the cooperation agreement; they are doing well in the hi -rise and not so well on the other two sites. Pilot payments are paid regularly and on time to the City. They are not providing any more services than required by cooperation agreement. (10) The state of Arkansas does not provide any services except those of their normal Social Services program. (11) There is no support from nongovernmental agencies. (12) I think all factors relevant to our problem are mentioned above, but let me correlate them in a succinct outline: A.) Tenant apathy, resulting in a. Vandalism, resulting in h. Increased maintenance workload, resulting in c. Inability of maintenance men to do routine maintenance, such as grass cutting, drainage work, painting, repairs, cleanup, etc., resulting in d. Deterioration of the projects, both inside and outside B.) Operational budget insufficiency, resulting in a. Inability to hire enough maintenance people b. Inability to foster programs to combat tenant apathy C.) The result under present conditions is a continuous downhill course for the two projects. D.) The solution - a shot in the arm with additional funding under the TPP program - plus a change in the tenant's attitude. I believe these two ingredients will effect a turnaround for our two projects. 1 firmly believe that we have the ingredient - ARL • • • l�) working; the tenants are beginning to realize that they have obligations also and are comenc;ng an effort to fulfill their part of the bargain. If we can secure the proposed funding under TPP we have the other ingredient. (8) d. OUTLINE OF PROPOSED TPP ACTIVITIES (1) General Management Operations A.) Hiring of two project managers for two years. $20,000 They will assist in orderly move -ins and move -outs. They will provide on-site representation for management, aiding in the coordination of maintenance work. (2) Deferred Routine Maintenance A.) Painting all 80 units both inside and out $28,000 B.) Replacement of some screen doors and drapes $ 7,000 C.) Correction of landscaping deficiencies $ 5,000 Security and Safety The use of some protective service to insure against vandalism. This service could be provided by an outside organization or by the tenants organization. $ 5,000 (4) Resident Management Relations We could render some financial assistance to the tenants groups in order to foster their growth and effectiveness. $ 5,000 (5) Upward Mobility Would be covered under above by providing jobs (security, project management). We would foster programs for job training, counselling and placement for project residents. (6) Tenant Services We would continue to offer the community space and equipment. We would have our project managers involved in orientation of new residents. We could possibly hire a parttime person to supervise tenant services. $ 5,000 e.) Outline of modernization needs. Really, at this time, we do not qualify for this type of funding. (3) • r • • • f.) Description of tenant participation We have met with tenants to assess our needs -- even before we were selected as a candidate for TPP funding. All of the above is simply a result of our mutual findings. There are some things involving capital improvements (trash pickup by means of centralized Lodall cubes - at a cost of $3,300 - etc.) which I have not included here. Outline of local government support and services (See letter from the City of Fayetteville enclosed in this package) g.) FAYETTEVILLE, ARKANSAS P. 0. DRAWER F December 26. 1974 OFFICE OF CITY MANAGER 72701 (501) 521-7700 The Honorable H.R. Crawford Assistant Secretary for Housing Management Department of Housing and Urban Development Washington, D.C. 20413 Dear Mr. Crawford: I am writing to you to express the City of Fayetteville's full support of the local Housing Authority's Part "A" application for Target Projects Program funds. The City of Fayetteville will continue to strive to fully meet its obligations under the existing cooperation agreement between the City of Fayetteville and the local Housing Authority with respect to the nature and extent of services to be provided by the City of Fayetteville to the project. The City of Fayetteville will cooperate with the local Dousing Authority in preparing a list of the specific types and levels of services required to be furnished by the local government to the project pursuant to the terms of the existing cooperation agreement. The City government will provide all reasonable services and support specified in the LHA's outline of Local Government Services and support to be provided the project. The local government will use its best efforts to aid the local Housing Authority in obtaining further assistance from the state government and from appropriate non-governmental organizations and institutions. State level social service agencies, the County govern- ment, the City Parks and Recreation Department, and other organizations whose purpose is to assist the poor and needy will be called upon to assist in making the TPP a success. If the local Housing Authority's Part "A" application is approved, the Fayetteville City government will cooperate with the LHA in preparing and supporting its Part "8" application with regard to detailed plans for local government commitments. Two specific areas in which the local City government expresses a strong desire to assist the local Housing Authority are: • • • The Honorable H.R. Crawford December 26, 1974 Page Two (1) A program to reduce crime and vandalism in the projects by working out a method to provide for continuous on-site security; and a program to improve the tenant attitudes concerning crime and vandalism. (2) Devise some method by %h ich more tenant participation can be obtained in the activities conducted within the project community centers and to develop programs which will be more meaningfu: and interesting to the tenants. If you have any questions or if I may be of additional service to you, please do not hesitate to contact me. Respectfully yours, Donald L. Grimes City Manager DLG:id .C.