Loading...
HomeMy WebLinkAbout2004-11-16 - 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., November 16, 2004, in the City Administration Building, Room 326, Fayetteville, AR. Robin Ross, Chairperson, called the meeting to order at approximately 8:00 a.m. Commissioners Present: Janet Richardson, Robin Ross, Betty Turner Commissioners Absent: Richard Royal Others Present: Fredia Sawin, Laura Higgins (Fay. Housing Auth.), and Charlie Morasch (NW AR Times) Consent Agenda Ms. Ross asked that all items be removed from the Consent Agenda to discuss separately. Item I. -Minutes of Previous Annual Meeting- Ms. Ross requested a change under Old Business, Section A. of the minutes to show "conversion of Hillcrest Towers to Section 8 vouchers" in lieu of "conversion of public housing to Section 8 vouchers". Under New Business, Ms. Ross requested that the minutes show that she was also contacted by the League of Women Voters to participate in their meeting at Hillcrest Towers. Ms. Turner motioned to accept minutes with these changes, seconded by Ms. Richardson and carried unanimously. Item II. -Approval of October 2004 Financial Statement -Ms. Sawin gave an overview of how financial statements are laid out and what figures represent Section 8 and Public Housing costs. Financial statement was reviewed, Ms. Ross then asked for a motion to accept the October Financial Statement. Ms. Richardson so moved to accept, seconded by Ms. Turner and carried unanimously. Item III. -Approval of Resolution No. 717 Authorizing the Submission of Section 8 Management Assessment Program (SEMAP) Certification for Fiscal Year Ending 9/30/04 -Questions were asked by the board including Section 7 (Expanding Housing Opportunities) and Section 14a (Family Self -Sufficiency Program). Ms. Higgins' advised the board that this is an annual report submitted to HUD with information being gathered from the computer and matched to other reports such as the yearly audit and information submitted to PIC. Ms. Richardson moved to accept, seconded by Ms. Turner and carried unanimously. Item IV. -Approval of Resolution No. 718 Approving Purchase of New Section 8 Rental Assistance Vehicle -Ms. Richardson asked what the procedure was for securing a new • vehicle if one is needed. Ms. Sawin advised that it would be done under the Housing Authority's procurement policy. Ms. Sawin then reviewed with the board why a new vehicle was needed due to the age and mileage on the current car used. It was also noted that the current vehicle had required several repairs in the past. Ms. Ross requested that Ms. Sawin find out the proper procedure to bid for a new vehicle from HUD and report back to the board within two weeks. Ms. Richardson added that the Housing Authority look at fuel economy due to rising cost of gasoline when making this purchase. Ms. Turner then motioned to approve, seconded by Ms. Richardson and carried unanimously. Item V. -Approval of Resolution No. 719 Approving Access to Fayetteville Housing Authority Bank Accounts- Ms. Sawin advised that this resolution was added per the request of the banks in order to have a record of who is allowed access, such as signing checks, depositing or any other regular bank activity. Ms. Richardson then moved to approve Resolution No. 719, seconded by Ms. Turner and carried unanimously. Item VI. -Approval of Resolution No. 720 Authorizing the Submission of Public Housing Management Assessment Program (PHAS) Certification for Fiscal Year Ending 9/30/04 - Ms. Sawin reviewed the PHAS indicators and what each represented. Board asked questions around move out procedures. Ms. Sawin indicated that this year is an improvement from last year and will continue to work to get the days cut back even more. Work orders and inspections were also discussed by the board and Ms. Sawin. Ms. Richardson moved to accept Resolution No. 720, seconded by Ms. Turner and carried unanimously. • Old Business • A. Approval of Resolution No. 715 -Acknowledging the Cessation of the Amendment to the Procurement Policy and the Resumption of the Original Procurement Policy -Ms Sawin supplied a copy of the purchases made since Resolution No. 691 went into effect. Ms. Sawin could not say that this Resolution had saved the Housing Authority money as it did not affect much and only had occurred a couple of times. Ms. Sawin did worry that this resolution could hurt turnaround time and that according to HUD the $2,500.00 limit is the normal limit with most Housing Authorities. Other questions were asked by the board and it was agreed that this Resolution did not appear to have saved the Housing Authority money and was no longer necessary to remain at the $1,000.00 limit. Ms Turner motioned to accept, seconded by Ms. Richardson and carred unanimously. New Business A. Discussion of Future Plans to Upgrade Playground at the Morgan Manor Complex -Ms. Richardson advised she had heard that you could possibly partner with Community Development to assist in obtaining playground equipment for Morgan Manor and possibly the other sites if it is needed. Ms. Sawin advised she had checked with Yolanda Fields at Community Development and it would be next year before they could help. Ms. Turner suggested possibly a soccer field at the Morgan Manor site due to the large area of green space available there. Ms. • • • Ross suggested that all sites are looked at and then decide which one needs to be done first by some form of rating system. Ms. Ross also suggested possibly checking with local businesses for donations Ms. Sawin advised that if done a little at a time, money could be placed in the budget each year to cover smaller items. Ms. Richardson then agreed to go to each site (Morgan Manor, Willow Heights and Lewis Plaza) look at what needs to be done, do some more checking and get back with the board on her findings. Ms. Ross will also contact the City Parks Dept. B. Executive Directors Report -Ms. Sawin reviewed her written report with the board. Ms. Sawin advised that the resident's Christmas party will be on December 20, 2004 at 6:00 p.m. Ms. Richardson, Ms. Ross and Ms. Turner volunteered to serve food to the residents at this party. Ms Sawin advised the board to be present starting at 5:00 p.m. and thanked them for coming. Ms. Sawin turned in the applications for the Resident Board Member to Ms. Ross. C. Other Business -Ms. Richardson advised that the board will have to cancel their planned meeting with HUD representatives, as they are unable to travel until after the first of next year. Ms. Richardson will get back with them at that time and make arrangements for another meeting hopefully sometime in January. Ms. Sawin reported that the meeting with David Land of Lindsey & Co. has been verified for Thursday afternoon, December 9, 2004 at 4:00 p.m. - Ms. Sawin checked in the USPC certification training and would cost the agency around $785.00 plus test and cost of sending versus approximately $2,500.00 per year to hire it outside. Ms. Sawin also suggested that if training is done, that two people in the agency should be trained and the estimated cost would be around $4,000.00. Ms. Richardson stated she would lean towards training in lieu of hiring out and the board agreed. Ms. Ross asked Ms. Sawin to look into where the training locations would be. - Ms. Sawin advised that the module for the work order program would cost $1,000.00 and that our software already has the module for the live rent receipts. The agency would have to purchase a rent receipt machine which would cost around $500.00. - Ms. Sawin provided the figures the savings would be to the Housing Authority if the minimum rent was raised from $25.00 to $50.00. Savings to Section 8 would be around $11,000.00 a year and make Public Housing's rent roll increase around $12,000.00 per year. This will affect approximately 10% of tenants on Section 8 and 20% of tenants participating in Public Housing. Ms. Ross requested a resolution to possibly increase the minimum rents be presented at the next board meeting. - Ms. Richardson followed up on the Downtown Partnership and if the board felt it was important that the Housing Authority be a member. Ms. Ross agreed that there needed to be representation. Ms. Ross asked when they meet and Ms. Richardson advised she would find out and let everyone know. Ms. Sawin agreed that she would attend along with possibly the Resident Council president. - Ms. Richardson brought up Ms. Sawin's evaluation. Ms. Richardson will supply the board members a copy of her past evaluation and the rating scale used. Evaluation will be concluded at the December meeting in executive session. • • • If an increase in salary is attached to evaluation it will be retroactive to October 1, 2004. -Ms. Ross requested that a copy of the Resident board member applications be given to each board member for review and appointments will be set up by Ms. Sawin on Monday, December 6, 2004 starting at 5:30 p.m for 15 minute increments. Interviews will be conducted at Hillcrest Towers. The board agreed that they would like to have a candidate selected by the next regular board meeting on December 21, 2004. Ms. Sawin reminded Ms. Ross that her term will expire December 28, 2004 and that she needs to submit a new application. Ms. Ross will contact Kit Williams (City Attorney) and make sure she follows the proper procedure. Ms. Sawin indicated that the opening is already being advertised through the city channel. There being no further business, meeting was adjourned. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS Chairperson ATTEST: Secretary FAYETTEVILLE HOUSING AUTHORITY • #1 North School Ave. Fayetteville, AR 72701-5928 PH: (479)521-3850 FAX:. (479)442-6771 • • EXECUTIVE DIRECTOR'S REPORT November 12, 2004 1. The Lewis Plaza, Morgan Manor and Willow Heights Tenant Council were busy this past month raising funds from a bake sale to help support their Halloween party. They had lots of fun, sold all their baked goods and earned enough money to have a great Halloween party for the kids. They received several outside donations, a few donations from our office staff and earned around $280 from their bake sale. They learned that parties can be lots of fun but, to keep those little ones interested, you must have plenty of exciting games. They are in the process of planning their Christmas party which will be held at the Highrise Community Center this year. This was done to give them more room and get the Hillcrest Tenants involved. There will be a dinner served. The Housing Authority will furnish the meats (Turkey and Ham). You are invited and we hope to have a great turnout. The Fayetteville Fire Department has again volunteered to participate. This dinner will be on Monday, December 20th, 2004 at 6:00 p.m in the Highnse Community Center. 2. The Hillcrest Towers Community Center Bank Account now totals $1,450.00. All of this money goes to support any events and necessities to keep this Center going. There are a lot of tenants living at Hillcrest Towers who depend on this Community Center to help make their social lives complete. They come down for food, coffee, visiting, china painting, rummage sale, bingo etc. • • • PAGE 2 3. Public Housing has 11 vacancies, 1 at Morgan Manor, 1 at Lewis Plaza, 8 at Willow Heights and 1 at Hillcrest Towers. The Section 8 Program has No openings, it is at full capacity 437. 4. The Housing Authority has received a total of 7 applications for the resident commissioner position. In my last month's Executive Directors report, I stated that there were 8 applications received for the resident commissioner position. However, since last month, I have had one of those applicants come to me and ask that their name be withdrawn. After careful consideration, this person determined that the task at hand might be too much for them to handle. This person is currently involved in current tenant council activities and wants to stay focused on this. 5. In this month's Commissioner's packet, you will find a list of the entire paid out Contract labor for 10/1/03 to 9/30/04. This list will show what most of our contract labor is expended for including lawn service, elevator service and cleaning/painting. The lawn service and cleaning/painting service were the only contract labor that was procured. Also find enclosed a copy of the Resolution #691 which authorized the amendment to the procurement policy. Some of the small purchases which were over the $1,000 dollar limit included office furniture for the two new offices. These funds were expended from our Section 8 Account. This topic can be discussed more intently at the Board meeting. RESOLUTION NO. 715 RESOLUTION ACKNOWLEDGING THE CESSATION OF THE AMENDMENT TO THE PROCUREMENT POLICY AND THE RESUMPTION OF THE ORIGINAL PROCUREMENT POLICY WHEREAS, the Fayetteville Housing Authority voted to amend its Procurement Policy to reflect changes in the procurement methods regarding small purchase procedures. This amendment changed the dollar amount from $2,500 to $1,000 in regards to when the Housing Authority was required to solicit bids for small purchases. This amendment was approved and became effective on October 10th, 2003. This Resolution #691 amended the Procurement Policy for a period of one year ending on October 10th, 2004. NOW THEREFORE BE IT RESOLVED by the commissioners of the Housing Authority of the city of Fayetteville, Arkansas that this Resolution #715 be adopted to reflect the cessation of Resolution #691. And also to reflect the resumption of the original Procurement Policy which states that small purchases in excess of $2,500 will require solicitation of bids. I 1 PASSED AND APPROVED THIS 1 L4 "I \ i - DAY OF A) 0614 2004. THE HOUSING AUTHORITY OF CITY OF FAYETTEVILLE, ARKANSAS CHAIR(1V VPER ON ATTEST: SECRETARY • • RESOLUTION NO. 717 RESOLUTION AUTHORIZING THE SUBMISSION OF SECTION 8 MANAGEMENT ASSESSMENT PROGRAM (SEMAP) CERTIFICATION FOR FISCAL YEAR ENDING 9/30/04 WHEREAS, The Board of Commissioners of the Fayetteville Housing Authority is required to review the Annual SEMAP Certification and authorize the submission of the SEMAP Certification and WHEREAS, the Board of Commissioners of the Fayetteville Housing Authority did review the attached SEMAP Certification for Fiscal Year Ending 9/30/04 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 SEMAP Certification for Fiscal Year Ending 9/30/04 J� �/Q��� PASSED AND APPROVED THIS L C A AY OF AQQLN't&LA2004 ATTEST: SSRETARY 0,0,41„,), THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS CHAIRPERSON • • • Section 8 Management Assessment Program (SEMAP) Certification U.S. Department of Housing OMB Approval No. 2577-0215 (exp. 8/31/2003) and Urban Development Office of Public and Indian Housing Public reporting burden for this collection of information is estimated to average 12 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct or sponsor, and you are not required to respond to, a collection of information unless it displays a currently valid OMB control number. This collection of Information is required by 24 CFR sec 985.101 which requires a Public Housing Agency (PHA) administering a Section 8 tenant -based assistance program to submit an annual SEMAP Certification within 60 days after the end of its fiscal year. The information from the PHA concerns the performance of the PHA and provides assurance that there is no evidence of seriously deficient performance. HUD uses the information and other data to assess PHA management capabilities and deficiencies, and to assign an overall performance rating to the PHA. Responses are mandatory and the information collected does not lend itself to confidentiality. Instructions Respond to this certification form using the PHA's actual data for the fiscal year just ended PHA Name Fayetteville Housing Authority For PHA FY Ending (mmldd/yyyy) 09/30/2004 Submission Date (mm/dd/yyyy) Check here If the PHA expends less than $300,000 a year in Federal awards Indicators 1 - 7 will not be rated if the PHA expends less than $300,000 a year in Federal awards and its Section 8 programs are not audited for compliance with regulations by an independent auditor. A PHA that expends less than $300,000 in Federal awards in a year must still complete the certification for these indicators. Performance Indicators 1. Selection from the Waiting List. (24 CFR 982.54(d)(1) and 982.204(a)) (a) The PHA has written policies in its administrative plan for selecting applicants from the waiting list. PHA Response Yes tol No (b) The PHA's quality control samples of applicants reaching the top of the waiting list and of admissions show that at least 98% of the families in the samples were selected from the wa'ting list for admission In accordance with the PHA's policies and met the selection criteria that determined their places on the wailing list and their order of selection. PHA Response Yes No 2. Reasonable Rent. (24 CFR 982.4, 982.54(d)(15), 982.158(()(7) and 982.507) (a) The PHA has and implements a reasonable written method to determine and document for each unit leased that the rent to owner is reasonable based on current rents for comparable unassisted units (1) al the time of initial leasing, (ii) before any increase in the rent to owner, and (111) at the HAP contract anniversary if there is a 5 percent decrease In the published FMR in effect 60 days before the HAP contract anniversary. The PHA's method takes into consideration the location, size, type. quality, and age of the program unit and of similar unassisted units, and any amenities, housing services, maintenance or utilities provided by the owners. PHA Response Yes tie No (b) The PHA's quality control sample of tenant files for which a determination of reasonable rent was required shows that the PHA followed its written method to determine reasonable rent and documented its determination that the rent to owner is reasonable as required for (check one): PHA Response At least 98% of units sampled 80 to 97% of units sampled Less than 80% of units sampled 3. Determination of Ad'usted Income. (24 CFR part 5, subpart F and 24 CFR 982.516) The PHA's quality contro sample of tenant files shows That at the time of admission and reexamination, the PHA properly obtained third party verification of adjusted income or documented why third party verification was not available; used the verified information In determining adjusted Income; properly attributed allowances for expenses; and, where the family is responsible for utilities under the lease, the PHA used the appropriate utility allowances for the unit leased in determining the gross rent for (check one): PHA Response ✓ At least 90% of files sampled 80 to 89% of files sampled Less than 80% of files sampled Utility Allowance Schedu e. (24 CFR 982.517) The PHA maintains an up-to-date utility allowance schedule. The PHA reviewed utility rate data that it obtained within the last 12 months, and adjusted its utility allowance schedule if there has been a change of 10% or more In a utility rate since the last time the utility allowance schedule was revised. PHA Response Yes ✓ No t 5. HOS Quality Control Inspectons. (24 CFR 982.405 b)) A PHA supervisor (or other qualified person) reinspected a sample of units during the PHA fiscal year, which met the minimum sample size required by HUD (see 24 CFR 985.2), fo quality control of HOS'nspections. The PHA supervisor's reinspected sample was drawn from recently completed HOS inspections and represents a cross section of neighborhoods and the work of a cross section of Inspectors. PHA Response Yes • No 6. HQS Enforcement. (24 CFR 982 404) The PHA's quality control sample of case files with filed HOS inspections shows that, for all cases sampled, any cited life-threatening HQS deficiencies were corrected within 24 hours from the inspecton and, all other cited HOS deficiencies were corrected within no more than 30 calendar days from the Inspection or any PHA -approved extension, or, if HQS deficiencies were not corrected within the required time frame, the PHA stopped housing assistance payments beginning no later than the first of the month following the correction period, or took prompt and vigorous action to enforce the family obligations for (check one): PHA Response ✓ At least 98% of cases sampled Less than 98% of cases sampled Previous edition is obsolete form HUD -52648 (8/2000) Page 1 of 4 ref. 24 CFR Part 985 • • • Expanding Housing Opportunities. (24 CFR 982.54(d)(5), 982.153(b)(3) and (b)(4), 982.301(a) and 983.301(6)(4) and (b)(12)). Applies only to PHAs with jurisdiction in metropolitan FMR areas. Check here It not applicable (a) The PHA has a written policy to encourage participation by owners of units outside areas of poverty or minority concentration which clearly delineates areas in its judsdiclion that the PHA considers areas of poverty or minority concentration, and which includes actions the PHA will take to encourage owner participation. PHA Response Yes No (b) The PHA has documentation that shows that it took actions indicated in its written policy to encourage participation by owners outside areas of poverty and minority concentration. PHA Response Yes ✓ I No (c) The PHA has prepared maps that show various a eas, both within and neighboring its jurisdiction, with housing opportunities outside areas of poverty and minority concentration; the PHA has assembled information about job opportunities, schools and services in these areas; and the PHA uses the maps and related Information when briefing voucher holders. PHA Response Yes ✓ No (d) The PHA's information packet for voucher holde s contains either a list of owners who are willing to lease, or properties available for lease, under the voucher program, or a list of other organizations that will help families find units and the list includes properties or organizations That operate outside areas of poverty or minority concentration. PHA Response Yes ✓ No (e) The PHA's information packet includes an explanation of how portability works and includes a list of neighboring PHAs with the name, address and telephone number of a portability contact person at each. PHA Response Yes ✓ No (1) The PHA has analyzed whether voucher holders have experienced difficulties in finding housing outside areas of poverty or minority concentration and, where such difficulties were found. the PHA has considered whether it is appropriate to seek approval of exception payment standard amounts in any part of its jurisdiction and has sought HUD approval when necessary. PHA Response Yes ✓ No 8. Payment Standards. The PHA has adopted current payment standards for the voucher program by unit size for each FMR area in the PHA urisdiction and, if applicable, for each PHA -designated part of an FMR area, which do not exceed 110 percent of the current applicable FMR and which are not less than 90 percent of the current FMR (unless a lower percent is approved by HUD). (24 CFR 982.503) PHA Response Yes ✓ No Enter current FMRs and payment standards (PS) 0 -BR FMR 330 1 -BR FMR 416 2 -BR FMR 547 3 -BR FMR 738 764 4 -BR FMR PS 330 PS 416 PS 547 PS 738 PS 764 If the PHA has jurisdiction in more than one FMR area, and/or if the PHA has established separate payment standards for a PHA -designated part of an FMR area, attach similar FMR and payment standard comparisons for each FMR area and designated area. 9. Annual Reexaminations. The PHA completes a reexamination for each participating family at least every 12 months. (24 CFR 982.516) PHA Response Yes No 10. Correct Tenant Rent Calculations The PHA correct y calculates tenant rent in the rental certificate program and the family rent to owner in the rental voucher program. (24 CFR 982, Subpart K) PHA Response Yes I ✓ No 11. Precontract HOS Inspections. Each newly leased unit passed HOS inspection before the beginning date of the assisted lease and HAP contract. (24 CFR 982.305) PHA Response Yes No 12. Annual HOS Inspections. The PHA inspects each unit under contract at least annually. (24 CFR 982.405(a)) PHA Response Yes ✓ I No 13. Lease -Up. The PHA executes assistance contracts on behalf of eligible families for the number of units that has been under budget for at least one year. PHA Response Yes ✓. No 14a. Family SelfSuifidency Enrollment. The PHA has enrolled families in FSS as required. (24 CFR 984.105) Applies only to PHAs required to administer an FSS program. Check here If not applicable PHA Response a. Number of mandatory FSS slots (Count units funded under the FY 1992 FSS Incentive awards and in FY 1993 and later through 10/20/1998. Exclude units funded in connection with Section 8 and Section 23 project -based contract terminations; public housing demolition, disposition and replacement; HUD multifamily property sales; prepaid or terminated mortgages under section 236 or section 221(d)(3); and Section 8 renewal funding. Subtract the number of families that successfully completed their contracts on or after 10/21/1998.) or, Number of mandatory FSS slots under HUD -approved exception Previous edition is obsolete Page 2 of 4 form HUD -52648 (8/2000) ref. 24 CFR Part 985 b. Number of FSS families currently enrolled c. Portability: If you are the Initial PHA, enter the number of families currently enrolled in your FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Percent of FSS slots filled (b + c divided by a) 14b. Percent of FSS Participants with Escrow Account Balances. The PHA has made progress in supporting family self-sufficiency as measured by the percent of currently enrolled FSS families with escrow account balances. (24 CFR 984.305) Applies only to PHAs required to administer an FSS program. J Check here if not applicable PHA Response Yes No Portability: If you are the Initial PHA, enter the number of families with FSS escrow accounts currently enrolled in your FSS program, but who have moved under portability and whose Section 8 assistance is administered by another PHA Deconcentration Bonus Indicator (Optional and only for PHAs with jurisdiction In metropolitan FMR areas). The PHA is submitting with this certification data which show that: (1) Hall or more of all Section 8 families with children assisted by the PHA In its principal operating area resided in low poverty census tracts at the end of the last PHA FY; (2) The percent of Section 8 mover families with children who moved to low poverty census tracts in the PHA's principal operating area during the last PHA FY is al least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the last PHA FY; or The percent of Section 8 mover families with children who moved to low poverty census tracts In the PHA's principal operating area over the last two PHA FYs is al least two percentage points higher than the percent of all Section 8 families with children who resided in low poverty census tracts at the end of the second to last PHA FY. (3) PHA Response Yes 1 No If yes, attach completed deconcentratlon bonus Indicator addendum. I hereby certify that, to the best of my knowledge, the above responses under the Section 8 Management Assessment Program (SEMAP) are true and accurate for the PHA fiscal year indicated above. I also certify that, to my present knowledge, there is not evidence to indicate seriously deficient performance that casts doubt on the PHA's capacity to administer Section 8 rental assistance in accordance with Federal law and regulations. blaming: HUD will prosecute false claims and statements. Conviction may result In criminal and/or dvil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Executive Director, signature Chairperson, Board of Commissioners, signature Date (mmlddlyyyy) Date (mm/rid/yyyy) The PHA may Include vrith its SEMAP certification any information bearing on the accuracy or completeness of the information used by the PHA in providing its certification. Previous edition Is obsolete form HUD -52648 (8/2000) Page 3 of 4 ref. 24 CFR Part 985 RESOLUTION NO. 718 RESOLUTION APPROVING PURCHASE OF NEW SECTION 8 RENTAL ASSISTANCE VEHICLE WHEREAS, the current vehicle used for Section 8 Rental Assistance Inspections/Reexaminations is now eight years old with over 70,000 miles and WHEREAS, money is available from Section 8 fiscal year ending September 30, 2004 and if not spent would be recaptured. NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE FAYETTEVILLE HOUSING AUTHORITY that the ExecutiveDirector is hereby authorized to obtain bids through the Procurement Policy and purchase a new Section 8 Rental Assistance vehicle. PASSED AND APPROVED THIS I (.04- td-- DAY OF Me 0 em &L._ 2004 ATTEST: rvleL4,1/4- cjasie3 SECRETARY • THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS CF AIRPERSON RESOLUTION NO. 719 • RESOLUTION APPROVING ACCESS TO FAYETTEVILLE HOUSING AUTHORITY BANK ACCOUNTS WHEREAS, the Fayetteville Housing Authority currently uses three local banks including Bank of Fayetteville (CD Account only), Bank of America (savings and checking account) and Arvest Bank (checking, savings and CD account) and WHEREAS, the following individuals only will have access to the above referenced accounts; Fredia Sawin, Executive Director; Laura Higgins, Admin. Asst./Section 8 Director and Robin Ross, Chairperson. NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE FAYETTEVILLE HOUSING AUTHORITY, to authorize Fredia Sawin, Laura Higgins and Robin Ross as the only individuals to have access to the Fayetteville Housing Authority bank accounts. P A p o _ � c4,-�� ay � 'Douro/ Zoe, THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS • ATTEST: SECRETARY • CHAIRPERSON . RESOLUTION NO. 720 RESOLUTION AUTHORIZING THE SUBMISSION OF PUBLIC HOUSING MANAGEMENT ASSESSMENT PROGRAM (PHAS) CERTIFICATION FOR FISCAL YEAR ENDING 9/30/04 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 9/30/04 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 9/30/04. LL PASSED AND APPROVED THIS /o7'IDAY OF Aiaadig004. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS ATTEST: View Print Full Submission Page 1 of 5 Management Assessment for Public Housing Agencies • View/Print Full Submission PHA Code : AR097 FYE : 09/30 Fiscal Year : 2004 PHA Name : Housing Authority of the City of Fayetteville Submission Type : Submission Status : Draft • • Inbox 1 Unit Turnaround 1 vital Fund' Work Orders 1 Annual Inspection 1 Security' Econ. Self-Suff Sub -Indicator 1: Vacant Unit Turnaround Time ELEMENT DESCRIPTION AMOUNT V12400 Total number of turnaround days. 4,246 V12500 Total number of vacancy days exempted for Capital 0 Fund. V12600 Total number of vacancy days exempted for other 0 reasons. V12700 Total number of vacant units turned around and lease in 94 effect in the PHA's immediate past fiscal year. V12800 Average number of calendar days units were in down 1.34 time. V12900 Average number of calendar days units were in make 23.94 ready time. V13000 Average number of calendar days units were in lease up 19.89 time. V13100 Average Unit Turnaround Days. 45.17 trop of PagJ Sub -Indicator 2: Capital Fund ELEMENT DESCRIPTION AMOUNT Do you have any open Capital Fund programs(e.g. CIAP, CGP, HOPE VI, LBPRA, VRP)(Y/N)? Open = any program CF10000 that does not have a pre -audit end date or that received yes , a pre -audit end date during the fiscal year being assessed. Component 1: Unexpended Funds Over Three Federal Fiscal Years (FFYs) Old Total funds authorized over 3 FFYs old that do not have CF10050 a pre -audit end date or that received a pre -audit end $ 0.00 date during the fiscal year being assessed. Total funds expended over 3 FFYs old that do not have CF10100 a pre -audit end date or that received a pre -audit end $ 0.00 date during the fiscal year being assessed. CF10200 Unexpended funds to be recaptured (enter dollar amt). $ 0.00 https://www 11.hud.gov/HUD_Systems/mass/mass_view_irint_full_submission.cffn?part... 11/12/2004 • • • •View Print Full Submission Page 2 of 5 CF10300 CF10400 CF10500 Component 2: CF11100 CF11200 CF11300 CF11400 CF11500 Component 3: CF11700 CF11800 CF11900 CF12000 Component 4: CF12200 CF12300 CF12400 CF12500 Component 5: CF12700 CF12800 CF12900 CF13000 Unexpended funds approved by HUD over 3 FFYs old (enter dollar amt). Unexpended funds with time extensions due to reasons outside of PHA control (enter dollar amt). Adjusted total unexpended funds. Timeliness of Fund Obligation Total funds authorized for grants over 2 FFYs old. $ 0.00 Total funds obligated over 2 FFYs old. $ 0.00 Unobligated funds approved by HUD over 2 FFYs old (enter dollar amt). Unobligated funds with time extensions due to reasons outside of PHA control (enter dollar amt). Adjusted total unobligated funds. $ 0.00 Adequacy of Contract Administration The date of last HUD/Army Corps of Engineers on-site inspection and/or audit related to contract 11/16/2001 administration (Include A133 audit). The number of findings related to contract administration. The number of findings related to contract administration that have been corrected by the PHA. The number of findings related to contract administration that the PHA is in the process of 0 correcting. Quality of the Physical Work Date of last HUD/Army Corps of Engineers on-site Inspection and/or audit related to quality of the physical 11/16/2001 work. The number of findings related to the quality of the physical work. The number of findings related to the quality of the physical work that have been corrected by the PHA. The number of findings related to the quality of the physical work that the PHA is in the process of 0 correcting. Budget Controls Total amount of Capital Funds expended during the PHA fiscal year being assessed. The amount of Capital Funds expended on approved work items not subject to budget revisions during the $ 258,994.92 PHA fiscal year being assessed. The amount of Capital Funds expended under budget revisions with prior HUD approval during the PHA fiscal $ 0.00 year being assessed. The amount of Capital Funds expended under budget revisions not requiring prior HUD approval during the PHA fiscal year being assessed. $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 0 0 0 0 $ 258,994.92 $ 0.00 https://www 11.hud.gov/HUD_Systems/mass/mass_view_print_full_submission.cfm?part... 11/12/2004 • • • • View Print Full Submission Page 3 of 5 [Top of Pay, Sub -Indicator 3: Work Orders ELEMENT DESCRIPTION Component 1: Emergency Work Orders W10000 Total number of emergency work orders. W10100 Total number of emergency work orders completed / abated within 24 hours. W10200 Percentage of emergency work orders completed / abated within 24 hours. Component 2: Non -Emergency Work Orders W10500 Total number of non -emergency work orders. W10600 Total number of calendar days it took to complete non- emergency work orders. Average number of days PHA has reduced the time it W10700 takes to complete non -emergency work orders over the past three years. W10800 Average completion days. TLop odd AMOUNT 112 112 100.00% 1,295 3,310 1.79 2.56 Sub -Indicator 4: Annual Inspection of Dwelling Units and Systems ELEMENT DESCRIPTION Component 1: Annual Inspection of Dwelling Units A10000 The total number of ACC units. AMOUNT 252 The sum of units exempted where the PHA made two A10100 documented attempts to Inspect and Is enforcing the 0 lease. A10200 Vacant units exempted for Capital Fund. 0 A10300 Vacant units exempted for other reasons. 0 A10400 Total number of units inspected using the Uniform 252 Physical Condition Standards (UPCS). Total number of units inspected that did not require repairs. The number of units where necessary repairs were completed to comply with UPCS either during the A10600 inspection, issued work orders for the repairs, or 0 referred the deficiency to the current year's or next year's Capital Fund program. A10700 Adjusted units available. 252 A10550 252 A10800 Percent of units Inspected by PHA. 100.00% https://www 11.hud.gov/HUD_Systems/mass/mass_view_pnnt_full_submission.cfin?part... 11/12/2004 - View Print Full Submission Page 4 of 5 • • Component 2: A11100 A11200 A11300 A11400 A11500 A11600 Annual Inspection of Systems Including Common Areas and Non -Dwelling Space Total number of projects. 4 Total number of projects exempted from the inspection of systems. The total number of projects where all systems were Inspected in accordance with the OPCS. Total number of buildings. Total number of buildings exempted from the inspection of systems. Total number of buildings where all systems were inspected in accordance with the UPCS. The number of buildings and projects where necessary repairs were completed to comply with UPCS either A11700 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. A11800 Percentage of projects inspected. A11900 Percentage of buildings Inspected. Epp of Pane] 0 4 52 0 52 0 100.00% 100.00% ELEMENT Component 1: S10000 S10100 S10200 S10300 S10400 Component 2: S10500 S10600 S10700 S10800 Sub -Indicator 5: Security DESCRIPTION Tracking and Reporting Crime -Related Problems The date that the Board adopted current policies to track crime and crime -related problems. The date that the PHA Implemented the current procedures to track crime and crime -related problems. The date that the PHA implemented a current cooperative system for tracking and reporting crime to local police authorities. The number of crimes that the PHA can document it reported to local police authorities. Percentage of developments where PHA can document it tracks crime and crime -related problems. Screening of Applicants The date the Board adopted current screening policies that reflect the One -Strike criteria. The date the PHA implemented current screening procedures that reflect the One -Strike criteria. PHA can document that current screening procedures result in successfully denying admission to applicants who meet the One -Strike criteria (enter Yes or No). The total number of applicants denied who met the One - AMOUNT 09/23/1998 09/23/1998 09/23/1998 11 100.00% 09/23/1998 09/23/1998 yes 26 https://wwwl 1.hud.gov/HUD_Systems/mass/mass_view jrint_full_submfssion.cfm?part... 11/12/2004 • • • , - View Print Full Submission Page 5 of 5 Strike criteria. Component 3: Lease Enforcement S10900 The date the Board adopted current eviction procedures that reflect the One -Strike criteria. 511000 The date the PHA Implemented current eviction procedures that reflect the One -Strike criteria. PHA can document that eviction procedures result in S11100 appropriately evicting residents who meet the One - Strike criteria (enter Yes or No). SI1200 The total number of evictions as a result of the One - Strike criteria. Component 4: Drug Prevention and/or Crime Reduction Program Goals S11350 The number of HUD -funded drug prevention and/or crime reduction programs. The number of non HUD -funded drug prevention and/or S11450 crime reduction programs that the PHA requests to be assessed. S11550 The number of documented program goals that are related to drug -prevention and/or crime reduction. The number of goals the PHA can document it met S11600 under the Implementation plans(s) for any and all of these programs. Percentage of goals that the PHA can document it met S11700 under the Implementation plans(s) for any and all of these programs. app of Pagel 09/23/1998 09/23/1998 yes 6 0 0 0 0 0.00% Sub -Indicator 6: Economic Self -Sufficiency ELEMENT DESCRIPTION AMOUNT E10000 The number of HUD -funded economic self-sufficiency programs. The number of non HUD -funded economic self - E10100 sufficiency programs that the PHA requests to be assessed. E10200 The number of documented program goals that are related to economic self-sufficiency. The number of goals the PHA can document it met E10300 under the Implementation plan(s) for any and all of these programs. Percentage of goals that the PHA can document it met E10400 under the implementation plan(s) for any and all of these programs. [Top of Papal 0 0 0 0.00% Comments or Questions? Please go to Technical Assistance Center or Contact MASS https://www 11.hud.gov/HUD_Systems/mass/mass_view_print_full_submission.cfm?part... 11/12/2004