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MINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY
OF THE CITY OF FAYETTEVILLE, ARKANSAS
The Housing Authority of the City of Fayetteville,
Arkansas met in Regular Session at 8:00 A.M. Wednesday
November 19, 1997 in the office of the Authority #1
North School, Fayetteville, Arkansas.
Charles Clinehens, Chairperson, called the meeting to
order.
Commissioners Present: Clinehens, Childress,
Hudspeth, Richardson
Commissioners Absent: Fries
Others Present: Bromo Wilson, Fredia Sawin
The Minutes of the October 15, 1997 Regular Meeting were
approved by motion, seconded, and carried unanimously.
• The October Financial Statement was approved by motion,
seconded, and carried unanimously.
•
RESOLUTION AUTHORIZING THE SUBMISSION OF PUBLIC HOUSING
MANAGEMENT ASSESSMENT PROGRAM (PHMAP) CERTIFICATION FOR
FISCAL YEAR ENDING 9/30/97. Resolution No. 605 was
approved by motion, seconded, and carried unanimously.
There being no further business, the meeting was
adjourned.
THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
•
CHAIRPERSON
ATTEST:
•
•
RESOLUTION NO. 605
RESOLUTION AUTHORIZING THE SUBMISSION OF PUBLIC HOUSING
MANAGEMENT ASSESSMENT PROGRAM (PHMAP) CERTIFICATION FOR
FISCAL YEAR ENDING 9/30/97
WHEREAS, The Board of Commissioners of the Fayetteville
Housing Authority is required to review the Annual PHMAP
Certification and authorize the submission of the PHMAP
Certification and
WHEREAS, the Board of Commissioners of the Fayetteville
Housing Authority did review the attached PHMAP
Certification for Fiscal Year Ending 9/30/97
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE FAYETTEVILLE HOUSING AUTHORITY:
That the Chairperson of the Board of Commissioners and the
Executive Director of the Housing Authority are authorized
to execute the attached PHMAP Certification for Fiscal
Year ending 9/30/97.
PASSED AND APPROVED THIS DAY OF 997.
ATTEST:
SECRETARY
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
d
CHAIRPERSON
\h..
Housing Management
Assessment Program
(PHMAP) Certification
U.S. Department of Housing
and Urban Development
Office of Public and Indian Housing
OMB No. 2577-0156 (exp. 6/30/99)
Public reporting burden for this collection of information is estimated to average 4 hours per response, including the time for reviewing instructions, searching
lieIng data sources, gathering and maintaining the data needed, and completing and reviewing the collection of Information. Send comments regarding this
n estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Reports Management Officer, uction Project (2577-0156), Office of Information Technology, U.S. Department of Housing and Urban Development, Washington, D.C. 20410-3600. This
agency may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB control number.
Do not send this form to the above address.
This information is collected to implement section 502 of the National Affordable Housing Act of 1990 which established seven specific indicators and directs
the Secretary to develop no more than five other factors (Indicators) deemed appropriate to assess the management performance of public housing agencies
(PHAs) in all major areas of management operations. PHAs will complete the PHMAP Certlfication form HUD -50072 and submit It to HUD. The information is
used by HUD to assess all ma or areas of PHA's management operations, designate PHAs as troubled and mod -troubled, enter into a Memorandum of Agreement
(MOA) with troubled and mod -troubled PHAs, and report annually to Congress on the status of troubled and mod -troubled PHAs. This information is required
for HUD to fulfill statutory requirements of the 1990 Act. The Information collected does not lend itself to confidentiality.
Instructions: A PHA/RMC/AME's responses to this certification form must be the PHA/RMC/AME's actual data; e.g., prior to any adjustments
for modifications and/or exclusion requests to the indicators. Round percentages to the nearest two decimal points.
Indicator #1: Component #1: Item b: Total number of ACC days is obtained by multiplying the total number of units under ACC by the number
of days in the year. This figure should be adjusted accordingly for units that are added during the fiscal year being assessed based on the date
the unit(s) reached the end of the initial operating period (EIOP).
PHA/RMC/AME Name
Fayetteville Housing Authority / Fayetteville, AR
Projecl name(s) It RMC/AME
AR 097001 & 002
Far FY Ending
9/30/97
Submission Date
11/19/97
The management functions for the following indicator(s) have been assumed by an RMC/AME, and the RMC/AME certification is attached (enter
indicator numbers or N/A):
Indicator #1: Vacancy Rate and Unit Tumaround Time
•omponent # 1: Vacancy Rate
a. PHA has implemented an adequate
system to track the duration of vacancies (enter Yes or No)
Yes
b. Total number of ACC days
91,980
c. Total number of non -dwelling days
0
d. Total number of employee
occupied
days
0
e. Total number of days where units were deprogrammed
0
f. Total number of actual vacancy days
6,023
g Total number of vacancy days exempted
for modernization
0
h Total number of vacancy days exempted
for market conditions
0
i. Total number of vacancy days where units were exempted
due to law or regulations
0
j
Total number of vacancy days where units were exempted
for other reasons
0
k. Percentage
points reduction of actual vacancies within past three years (enter
percent or N/A)
N/A
%
Component # 2: Unit Turnaround
PHA shall respond to thequestlons below, even if it eartlflesto a grade of C or aboveonthe vacancy component
a. PHA has
lease up
implemented an adequate system to track unit turnaround, including down time, make ready time, and
time (enter Yes or No)
Yes
b Total number
of tumaround days
6,023
c. Total number of vacancy days exempted
for modernization
0
d. Total number of vacancy days exempted for other reasons
0
e. Total number of vacant units turned around and leased in the PHA's immediate
past fiscal year
115
.f. Average
number of calendar days units were in down time
0
g. Average
number of calendar days units were in make ready time
18.9
h. Average number of calendar days units were in lease up time
33.5
Previous editions are obsolete.
Page 1 of 4
IIIIa®WOWIIIW��
-0 4 -
toren HUD -50072 (4/97)
ref. Handbook 7460.5
•
a. Total energy/utility consumption expenses
Previous editions are obsolete.
Page 2 of 4
torn HUD -50072 (4/97)
ref. Handbook 7460.5
a Dwelling
the
rent owed by residents in possession at the beginning of the assessed fiscal year, carried forward from
previous fiscal year
$ 8,621
b. Dwelling
rents billed during FY being assessed
$ 320,145
c. Dwelling rents collected during FY being
assessed
$ 312,938
•
indicator #4: Work Orders
a. PHA has implemented
an adequate
system to account for and control work orders (enter Yes or No)
Yes
Component
#1:
Emergency Work
Orders
a. Total
number of emergency work orders
42
b. Total number of emergency work orders corrected/abated within 24 hours
42
Component # 2: Non -Emergency Work Orders
a. Total number of non -emergency work orders
1,513
b. Total number of calendar days it took to complete
non -emergency
work orders
1,423
c. Average number of days PHA has reduced the time it takes to complete non -emergency work orders over the past
three years (enter average number of days or N/A)
N/A
Indicator #5: Annual Inspection of Units and Systems
Component # 1: Annual Inspection
of Units
a. PHA
inspections
has implemented
and repairs
an
(enter
adequate inspection program that generates quality inspections and tracks both
Yes or No)
Yes
b. Total
number of ACC
units
252
c. Units exempted
where the PHA made 2 documented attempts
to inspect
and is enforcing the lease
0
d. Vacant units
exempted for modernization
()
e. Vacant units exempted for other reasons
0
f. Total number of units inspected
using local code orKUD }-10S lithere is no Iocal code orthe Iocal code is Iess stringent
252
•
g. Total number of units meeting
local code/HOS
252
h.
PHA completed all repairs on units where necessary for local code/HOS compliance either during the inspection,
Issued work orders for the repairs, or referred the deficiency to the current year's or next year's modernization
program (enter Yes or No)
Yes
Component
# 2: Annual Inspection of Systems
a. Total number of sites
4
b. Total number of sites exempted
from the inspection
of systems
0
c. Total number of sites where
all systems were
inspected
in accordance to the PHA maintenance
plan
4
d. Total number of buildings
52
e. Total number of buildings exempted from the inspection
of systems
0
f. Total number of buildings where all systems were Inspected
in accordance to the PHA maintenance
plan
52
g. PHA performed required
orders for the repairs,
maintenance on buildings and sites in accordance with specifications or local/PHA
or included the defidencies in the current years or next years modernization
standards, or issued work
program (enter Yes or No)
yes
Indicator #B: Financial
Management
Component
# 1: Cash Reserves
a. Amount
of cash reserves
$275.461
PHA shall respond to the questions for either Option A or Option 8, below, even if ft certifies to a grade of C or
above on the cash reserves component.
Component
# 2: Energy Consumption
a. All
PHA units have tenant -paid
utilities
(enter Yes or No)
Yes
Option A::Energy/Utility Consumption
Expenses
1
a. Total energy/utility consumption expenses
Previous editions are obsolete.
Page 2 of 4
torn HUD -50072 (4/97)
ref. Handbook 7460.5
c. Eviction procedures result in the eviction of residents who meet the One -Strike criteria (enter Yes or No
e
nous editions are obsolete.
Page 3 of 4
form HUD -50072 (4/97)
ref. Handbook 7460.5
Option B, Energy Audit
a. PHA has completed
or updated
its energy audit within the
past 5 years (enter Yes or No)
b. All of the recommendations
that were cost effective were implemented
(enter Yes, No or N/A)
PHA has an implernentatlon
plan to implement all of the recommendations that were cost effective (enter Yes, No or N/A)
PHA is on schedule
with
its implementation
plan, based on available funds (enter Yes, No or N/A)
Indicator #7: Resident Services and
Community Building
PHAs with fewer than 250 units or with 100% elderly developments will not be assessed under this Indicator
unless otherwise specified below
a. Check if PHA with fewer than 250 units or 100% elderly developments requests to be assessed under this indicator (enter Yes or No)
Component #1: Economic Uplift and Self Improvement .
a. PHA requests
to be assessed for all non-HUD lunded
programs Implemented
(enter Yes or No)
No
b. PHA Board
of Commissioners has adopted
economic uplift
and sett-improvement
programs (enter Yes or No)
c. Percentage of family occupied
units where
a PHA can document it has implemented
these
programs
ok
d. PHA monitors performance
and issues reports
concerning progress (enter Yes or No)
Component #2: Resident Organization
a. PHA
supports
can document it recognizes resident councils, and has a system of communication and collaboration with and
resident councils (enter Yes or No)
Yes
b. Where
no resident council exists, PHA can document it encouraged
the formation of resident councils (enter Yes or No)
Component #3: Resident Involvement
a. PHA Board of Commissioners, by resolution,
provides for resident representation on the Board and committees (enter Yes or No)
Yes
b. PHA implemented measures that ensure
residents have input into: (check all that are applicable)
budget
Security
•
Screening/occupancy
fl Maintenance
x
Operating
Relocation
Resident programs
fl Modernization and development programs
•omponent #4: Resident Programs Management
a. PHA has HUD funded special programs (enter Yes or No)
No
b. PHA has a Resident Management or Tenant Opportunity
Program where the PHA is the contract administrator (enter Yes or No)
No
c. PHA requests
to be assessed for all non-HUD funded
programs (enter Yes or No)
No
d. Percentage
of goals
the PHA can document it met under implementation
plan(s)
N/A %
Indicator #8: Security
PHAs with fewer than 250 units will not be assessed under this Indicator unless otherwise specified below
a. Check if PHA with fewer than 250 units requests
to be assessed under this indicator
Component #1: Tracking and Reporting Crime-related Problems
a. PHA has Board adopted
polices and implemented
procedures to track crime and crime-related problems (enter Yes or No)
Yes
b. PHA can document
that
it has a cooperative
system for tracking and reporting
crime to local
police authorities (enter Yes or No)
Yes
c. PHA can document it reports crime
to local police authorities (enter Yes or No)
Yes
Yes
d. Percentage of developments
where PHA can document it tracks crime and crime-related
problems
1 nn
Component
#2: Screening
of AppllcaMs
Yes
a. PHA
has Board adopted
policies and
implemented
screening
procedures that reflect the One-Strike criteria (enter Yes or No)
Yes
b. PHA can document that screening procedures result in successfully denying admission to applicants who meet
the One-Strike criteria (enter Yes or No)
c. Screening
procedures result in denying admission to applicants
who meet the One-Strike criteria (enter Yes or No)
Yes
Component
#3: Lease Enforcement -
a. PHA has Board adopted
policies and implemented eviction
procedures that reflect the One-Strike criteria (enter Yes or No)
Yes
. b. PHA can document that
eviction
procedures result in appropriately
evicting residents who meet One-Strike criteria (enter Yes or No)
Yes
c. Eviction procedures result in the eviction of residents who meet the One -Strike criteria (enter Yes or No
e
nous editions are obsolete.
Page 3 of 4
form HUD -50072 (4/97)
ref. Handbook 7460.5
•
We hereby certify that, as of the submission date, the above indicators, under the Public Housing Management Assessment
Program (PHMAP), are true and accurate for its fiscal year indicated above. The undersigned further certify that, to their present
knowledge, there is no evidence to indicate seriously deficient performance that casts doubt on the PHA's capacity to preserve
and protect its public housing developments and operate them in accordance with Federal law and regulations. Appropriate
sanctions for intentional false certification will be imposed, including suspension or debarment of the signatories.
Chairperson, Board of Commissioners : (signature & date)
Attested to by: (Executive Director's signature & date)
-P7-9 7X Cle4C--1'1
this certification is required and must e attached to the executed certification. RMC ME r .a
A Board Resolution approving eq
tions shall be signed by the corresponding organization's top executive or head.
Previous editions are obsolete. Page 4 of 4
form HUD -50f
ref. Handb Prei
Component
#4: Grant Program Goals
a. PHA
has HUD funded drug
prevention and/or crime reduction
programs
(enter Yes or No)
No
b. PHA requests
to be assessed
for all non -HUD funded drug
prevention and crime reduction
programs (enter Yes or No)
No
c. PHA can
document that the
program goals are related to drug and crime rates (enter Yes or No)
No
d. Percentage of goals that the PHA
can document it met under implementation plan(s) for any and all of these programs
N/A
1
Adjustments
for Physical Condition and/or Neighborhood Environment
a.
PHA claims adjustment
for
physical condition and/or neighborhood environment (enter Yes or No)
No
b. Total units (not
exempted
for
any other reason) subject
to both
physical conditions and neighborhood environment
N/A
c. Total units (not exempted
for any other reason) subject
to
physical conditions only
N/A
d. Total units (not exempted
for any other reason) subject to neighborhood environment only
N/A
•
We hereby certify that, as of the submission date, the above indicators, under the Public Housing Management Assessment
Program (PHMAP), are true and accurate for its fiscal year indicated above. The undersigned further certify that, to their present
knowledge, there is no evidence to indicate seriously deficient performance that casts doubt on the PHA's capacity to preserve
and protect its public housing developments and operate them in accordance with Federal law and regulations. Appropriate
sanctions for intentional false certification will be imposed, including suspension or debarment of the signatories.
Chairperson, Board of Commissioners : (signature & date)
Attested to by: (Executive Director's signature & date)
-P7-9 7X Cle4C--1'1
this certification is required and must e attached to the executed certification. RMC ME r .a
A Board Resolution approving eq
tions shall be signed by the corresponding organization's top executive or head.
Previous editions are obsolete. Page 4 of 4
form HUD -50f
ref. Handb Prei