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Home My WebLink About1999-11-17 - Minutes - ArchiveMINUTES 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 17, 1999 in the office of the Authority #1 North School, Fayetteville, Arkansas. Charles Clinehens, Commissioner, called the meeting to order. Commissioners Present: Clinehens, Watson, Childress Commissioners Absent: Hudspeth, Richardson Others Present: Bromo Wilson, Fredia Sawin The Minutes of the October 13, 1999 Regular Meeting were approved by motion, seconded, and carried unanimously. The October Financial Statement was approved by motion, seconded, and carried unanimously. RESOLUTION ACCEPTING ADDITIONAL 25 VOUCHERS TO THE EXISTING SECTION 8 VOUCHER PROGRAM. Resolution No. 636 was approved by motion, seconded, and carried unanimously. RESOLUTION AUTHORIZING THE SUBMISSION OF PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM (PHAS) CERTIFICATION FOR FISCAL YEAR ENDING 9/30/99. Resolution No. 637 was approved by motion, seconded, and carried unanimously. RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR COMP GRANT WORK FOR 1999 FUNDS FOR AR 097001. Resolution No. 638 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 • • RESOLUTION NO. 636 RESOLUTION ACCEPTING AN ADDITIONAL 25 VOUCHERS TO THE EXISTING SECTION 8 VOUCHER PROGRAM WHEREAS, the Housing Authority of the City of Fayetteville operates its Section 8 Existing Housing Voucher Program within the guidelines set forth by the Department of Housing and Urban Development, and WHEREAS, the Department of Housing and Urban Development, Little Rock office advised the Fayetteville Housing Authority that 25 vouchers were available to the Housing Authority as a result of 25 site based multi- family assisted units at Maple Manor Apartment, 3001 Wedington, Fayetteville, AR were being converted to 25 based vouchers. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE FAYETTEVILLE HOUSING AUTHORITY: The Fayetteville Housing Authority accept 25 tenant based vouchers into the Section 8 Program. PASSED AND APPROVED THIS .47;r DAY OFj1044491999 THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS CHAIRPERSON ATTEST: • • • RESOLUTION NO. 637 RESOLUTION AUTHORIZING THE SUBMISSION OF PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM (PHAS) CERTIFICATION FOR FISCAL YEAR ENDING 9/30/99 WHEREAS, The Board of Commissioners of the Fayetteville Housing Authority is required to review the Annual PHAS Certification and authorize the submission of the PHAS Certification and WHEREAS, the Board of Commissioners of the Fayetteville Housing Authority did review the attached PHAS Certification for Fiscal Year Ending 9/30/99 NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE FAYETTEVILLE HOUSING AUTHORITY: That the Executive Director of the Housing Authority is authorized to execute the attached PHAS Certification for Fiscal Year ending 9/30/99. PASSED AND APPROVED THIS /0- DAY OF /4 9 1999. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS ATTEST: CHAIRPERSON 0CT—'28:-99 01 :49 PM FOPPEF.T GIT', 1-10115:1I.4Ca All'r 18 Public Housing Assessment System (PHAS) Management Operations Certification Public mooning burden for this collection 01 information le estimated to average 2,15 hours per response, Including the time for reviewing Instructions, searching existing data SOurGes, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this Information, and you are not required.to complete this form, unless 11 displays a currently valid OMB control number. This Information 16 collected to implement section 502 al the National Affordable Housing Acl of 1990, e6 amended, which established specific Indicators to assess the management pedormanco of public housing agencies (PHAs) in ell major areas of management operations. PHA° will complete the PHAS Certification, form HUD -50072, end electronically submit it to HUD. II a PHA does not have this capabll ty in-house, the PHA should consider utilizing local resources, such as the library or another local government entity that has Internet access. In the event local resources are not available, a PHA may go to the nearest HUD Public and Indian Housing program office and assistance Will be given to the PHA to transmit This PHAS certification. The information Is used by HUD as a component of PHAS 10 966066 all mayor areas of PHA's management operations, designate PHAs es troubled and PHAs troubled with respect to the program for assistance from the Capital Fund under Section 9, enter Into a Memorandum of Agreement (MOA) with troubled PHAs, and report annually to Congress on the status of troubled PHAs and PHAs troubled with respect to the program for assistance from the Capital Fund under Section 9. This Information Is required for HUD to lullill statutory requirements of the 1990 Act. The information collected does not lend itself to conlldentiality. Instructions: A PHA/RMC/AME's electronic responses lo this certification must be the PHA/RMC/AME's actual data; e.g., prior to any adjustments to the indicators. Round percentages to the nearest two decimal points. For FY Ending (mm/dd/yyyy) U,6, Department of Housing and Urban Development Roal Estate Assessment Center 4 3 P.02 OMB NO. 2535.0108 (exp. 8/31/2001) PHAIRMGAME Name Fayetteville Housing Authority 9/30/99 Submission Date (mrn/ddfyyyy) Project name(,) II RMC/AME AR097001 ¢ 002 The management functions for the following sub -Indicator (s) have been assumed by an RMC/AME, and the RMC/AME certification will be completed and electronically submitted to HUD (enter sub -Indicator numbers or NIA): Sub -Indicator Number 1 Vacancy Rale and Unit Turnaround Time Component Number 1 Vacancy Rate V10000 Total number of ACC days ° V10100 Total number of non -dwelling days V10200 Total number of employee occupied days 91 ,9R0 0 0 V10300 V10400 Total number of days where units were deprogrammed Total number of V10500 Total number of V10600 V10700 actual vacancy days 0 6,591 vacancy days exempted for capital funds Total number of vacancy days exempted for market conditions Total number of vacancy days where units were exempted due to law or regulations v10800 V10900 Total number of vacancy days where units were exempted for other reasane Percentage points reduction of actual vacancies within past three years (calculated) V11000 V11100 Total available days (Read Only) Actual vacancy rate (Read Only) V11200 V11300 Adjusted vacancy days (Read Only) Adjusted vacancy rate (Read Only) 0 2,443 U ve cis Component Number 2 Unit Turnaround Time Note: The following fields are mandatory, regardless of the vacancy rate score V12400 Total number of turnaround days V12500 Total number of vacancy days exempted for capital funding .0 V12600 V12700 V12800 V12800 V13000 Total number of vacancy days exempted for other reasons Total number of vacant units turned around and leased in the PHA's Immediate past fiscal year Average number of calendar days units were In down time Average number of calendar days units were In make ready lime Average number of calendar days units were in lease up time V13100 Average Unit Turnaround Days (Read Only) 129 0 PrmMns editions are obsolete. Page 1 of 4 .82 25.50 form HUD -50072 (9/1999) ret Handbook 7480.5 • OC.T-2EI-97 01:49 P11 FORREST CAT'( HOu Ir1G 011T 1S:7rir.3304 P.O3 •Sub -Indicator Number 2 Capital Fund Component Number 1 unexpended Funds Over Three Federal Fiscal Years (FFYs) Old CF10000 Po you have any open capital fund (Components 1 and 2 - CIAP, Comp Grant, LBP; Component 3,4 and 5 - pre-audit/acancy Reduction and end date or thatreceived oa pre -audit ee l end date ) programs? Odur ngsthe any program year lbeing assessehat doeS notd.aa • • CF10050 Total funds authorized within 3 FFYs CF10100 Total lunds expended within 3 FFYs CF10200 Unexpended funds to be recaptured CF10300 Unexpended funds approved by HUD beyond 3 FFYs CF10400 Unexpended funds with lime extensions due to reasons outside of PHA's control CF10S00 Adjusted total unexpended funds (Read Only) Component Number 2 Timeliness of Fund Obligation CFI1100 Total funds authorized for grants older than 2 FFYs CF11200 Total funds obligated within 2 FFYs Yee No X $ 395,430.00. $ 395,430.00 $ $ $ 0 0r-) $ 260,534.00 $ 260,534.00. CF11300 Unobllgaled funds approved by HUD beyond 2 FFYs CFI1400 Unobllgated funds with lime extensions due to reasons outside of PHA', control CFI1500 Adjusted total unobllgated funds (Read Only) Is 0 s 0 Component Number 3 Adequacy of Contract Administration CFI 1700 The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit related to contract administration Grimm The number o1 findings related to contract administration. CFI1900 The number oI findings related to contract administration that have been corrected by the PHA CF12000 The number of findings related to contract administration that the PHA Is In the process of correcting Component Number 4 Quality of the Physical Work CF12200 The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit related to the quality of physical work CF12300 The number of findings related to the quality of physical work_ -{—_ 0 CF12400 The number of findings related to the quality oI physical work that have been corrected by the PHA I_, CF12500 The number of finding related to the quality of physical work that the PHA is in the process of correcting 1 0 (mm/dd/yyyy) 5/17/99 0 0 0 (mm/dd/yyyy) 5/17/99 Component Number 5 Adequacy of Budget Controls _. CF12700 Total amount of capital funds expended during the PHA Ilscal year being assessed CF12800 Amount'ol capital funds expended on approved work Items not subject to budget revisions during the PHA fiscal year being assessed CF12900 Amount of capital funds expended under budget revisions with prior HUD approval during the PHA fiscal year being assessed CF13000 Amount of capital funds expended under budget revisions not requiting prior HUD approval during the PHA fiscal year being assessed Sub -Indicator Number 3 Rents Uncollected 8 222,674.03_ $ 222.674.03. $ 0 $ 0 R10000 Dwelling rent owed by residents In possession al the beginning of the assessed fiscal year, carried forward from the previous fiscal year R10100 Dwelling rents billed during the fiscal year being assessed R10200 Dwelling rents collected during the fiscal year being assessed 810300 Rents uncollected (Read Only) R10400 Percentage of rents uncollected (Read Only) n._... _.....1BInne mn nhnnlnla $ 7,863.00 s296 395.00 $299,093.00 $ form HUD•50072 (8/1999) page 2 of 4 ref. Handbook 7480.5 00T-29-99 01 :Si) P11 FOP REST C I TY HO11S I IIG F111T 1 S r Oe• :3.1 2 4 Sub -Indicator Number 4 Work Orders Component Number 1 Emergency Work Orders W10000 Total number of emergency work orders 82 W10100 Total number of emergency work orders corrected / abated within 24 hours 82 _ W10200 Percentage of emergency work orders completed / abated within 24 hours (Read Only) Component Number 2 Non -Emergency Work Orders W10500 W10600 Total number of non -emergency work orders Total number of calendar days It took to complete non -emergency work orders W10700 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) (Read Only) W10800 Average completion days (Read Only) Sub -Indicator Number 5 Annual Inspection of Dwelling Units and Systems Component Number 1 Annual Inspection of Dwelling Units A10000 A10100 The total number of ACC units 1,469 1.483 The sum of units exempted where the PHA made Iwo documented attempts to inspect and Is enforcing the lease A10200 Vacant units exempted for modernization A10300 • A10400 A10500 Vacant units exempted for other reasons Total number of units Inspected using the Uniform Physical Condition Standards Total number of units Inspected meeting the Uniform Physical Condition Standards A10600 A10700 252 The number of units where necessary repairs were completed to comply with Uniform Physical Conditions Standards either during the Inspection, Issued work orders for the repairs, or relerred the deficiency to the current year's or next year's modernization program Adjusted units available (Read Only) A10800 Percent of units Inspected by PHA (Read Only) A10900 Percent meeting Uniform Physical Condition Standards (Read Only) 0 0 0 252 252 0 Component Number 2 Annual Inspection of Systems including Common Areas and Non -Dwelling Space A11100 A11200 A11300 Total number of contiguous sites (adjoining with no natural boundaries) Total number of contiguous sites (adjoining with no natural boundaries) exempted from the Inspection of ayetems The total number of contiguous sites (adjoining with no natural boundaries) where ell systems were Inspected In accordance with the PHA maintenance plan A11400 A11500 A11600 A11700 A11800 •A11900 Total number of buildings Total number of buildings exempted from the inspection of systems The total number of buildings where all systems were inspected In accordance with the PHA maintenance plan _ The number of buildings and sites where necessary repairs were completed to comply with the Uniform Physical Conditions Standards either during the inspection, issued work orders for the repairs, or referred the deficiency to the current year's or next year's Capital Fund program. Percentage of contiguous sites (adjoining with no natural boundaries) Inspected (Read Only) Percentage of buildings inspected (Read Only) • 0 4 52 52 0 Vnnn 1 nr 4 form I100•5O0T2 (8/t999) rel. Handbook 7460.6 OCT --28-7? 01:51 PH FORREST CITY HOI18111G OUT 1: 709:.=. T,:_:42_• P. 05 Sub -Indicator Number 6 Security and Economic Self-sufficiency • Component Number 1 Tracking and Reporting Crime•Relaled Problems 510000 The dale that the PHA Board adopted current policies) to track crime and crime related problems. 910100 The dale that the PHA Implemented the current procedures to track crime and crime -related problems. 510200 The date that the PHA Implemented a current cooperative system for tracking and reporting crime to local police authorities S10300 910400 The number of crimes that the PHA reported to local police authorities Percentage of developments whew PHA can document it tracks crime and crime -related problems Imm•d4-n19/23/98 tmnvddir m9/23/98 Immdmyrvyl9/23/ 98 100 % Component Number 2 Screening of Applicants 910500 • The date the PHA Board adopted current screening policies that reflect the One -Strike criteria 910600 The date the PHA implemented current screening procedures that reflect the One -Strike criteria (mmmdiywn 9/ 23%98 9/23/98 910700 PHA can document that current screening procedures result In successfully denying admission to applicants who meet the One -Strike criteria S10800 The total number of applicants denied who met the One -Strike criteria Component Number 3 Lease Enforcement 910900 611000 Yes X No 15 The dale the PHA Board adopted current eviction procedures that reflect the One -Strike criteria The date the PHA implemented current eviction procedures that reflect the One -Strike criteria (mmddryrry) 9/23/98 911100 PHA can document that current eviction screening procedures resulted in the eviction of residents who meet the One -Strike criteria ImnYdd/ywyl 9/23/ 98 Yes X No • S11200 • The total number of evictions as a result of the One•Strlke criteria 8 Compone t Number 4 Drug prevention, crime reduction and/or economic selr-sufflclency program goals 911300 The number of HUD -funded drug prevepllordcrIme reduction and/or economic self-sufficiency programs 0 611400 The number of non HUD•funded drug prevention/ crime reduction and/or economic self-sufficiency programs that the PHA requests to be assessed 0 911500 The number of documented program goals that are related to drug prevention/crime reduction and/or economic self-sufficiency 911800 The number of goals the PHA can document 11 met under the Implementation plants) for any and all of these programs 911700 Percentage of goals that the PHA can document it mel under Implementation plan(s) for any and all of these,programs (Read Only) Adjustments for Physical Condition end/or Neighborhood Environment. Please enter project number and name and Indicate which area the adjustment for Physical Condition end/or Neighborhood Environment applies for a project. 0 0 (Check all that spiny) Project No. Project Name Gita Common Areas Building Exteriors shoots as necessary for additional projects. Please enact% oddltlonal I certify that, as of the submission date, the above Sub -Indicators, under Public Housing Assessment System Indicator Number 3 Management Operations are true and accurate for the fiscal year Indicated. I further certify that, to my present knowledge. there le no evidence to Indicate seriously deficient performance that casts doubt on the PHA's capacity to present and protect Its public housing developments and operate them in accordance with Federal law and regulations. Appropriate sanctions for intentional false certification will be Imposed, including suspension or debarment of the signatory. A Board Resolution approving this certification Is required. I further certify that Board Resolution number certification was passed on (mm/dd/yyyy) 11 / 17/99 637 approving this Executive Dlroctor (signature) Oslo (mm/ddryyyy) Previous editions are obeolela. Page 4 of 4 form HUO.50072 (0/1999) ref. Handbook 7460.6 • • • RESOLUTION NO. 638 RESOLUTION AUTHORIZING THE AWARD OF CONTACT FOR COMP GRANT WORK FOR 1999 FUNDS FOR AR 097001 WHEREAS, The Fayetteville Housing Authority received bids on November 11, 1999 for Comp Grant Work for 1999 Funds, and which bids have been opened, tabulated and found in proper form and are listed on attached pages: AND WHEREAS, the lowest bid has been reviewed, and is within the Comp Grant & Operating Funds budget, and Barge, Waggoner, Sumner & Cannon firm, after review, recommend that we award contract to Roofing Systems, Rogers, AR. NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE FAYETTEVILL HOUSING AUTHORITY: 1. That the contract for this work be awarded to Roofing Systems in the amount of $68,710.00 2. That, Bromo Wilson, Executive Director of the Housing Authority is hereby appointed to serve as contracting office for the project. The contracting officer is also delegated by the Authority to execute the contract and all change orders of the project. PASSED AND APPROVED THIS /2� DAY OF4jA 1999 THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS CHAIRPERSON ATTEST: • • • BIDDER LIST PROJECT NO.: 13305-71 DESCRIPTION: FAYETTEVILLE ARKANSAS HOUSING AUTHORITY DATE. LOCATION: 10:00 AM-THURSDAYINOVEMBER 11, 1999 FAYETTEVILLE ARKANSAS CONTRACTOR AMOUNT MR SCOTT POYNER ROOFING SYSTEMS 10824 HOLLIDAY HILLS DRIVE ROGERS AR 72756 PHONE 501 521-5152 FAX. 501 359-3709 / (/ £� 9' tor n NATHANIEL SAINE NATHANIEL SAINE CONSTRUCTION CO 3915 W 10TH STREET LITTLE ROCK AR 72204 PHONE 501 664-1252 FAX: 501 664-4941 _ Q ROBERT T & L SERVICE ROUTE 1 BOX 4925 TEXARKANA ARK 71854 PHONE: 870 774-2021 FAX: 870 653-2992 -� 6� - �/ FIVE STAR ROOFING INC 2801 E 31st SOUTH MUSKOGEE OK 74403 PHONE: 1 800 683-8457 FAX: 918 687-0077 /,9S, y�1 DD J BEVERLY BROWN WHEELER CONSTRUCTION CO. 26308 HIGHWAY 365 NORTH NORTH LITTLE ROCK AR 72113 PHONE: 501 851-2493 FAX: 501 2 07 yf 4g� % • • • PAUL FRANKLIN & SONS 12382 W. HIGHWAY 62 FARMINGTON AR 72730 PHONE 501 267-5544 FAX: 501 267-5342 14 fly0d