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Home My WebLink About09/18/2014AGENDA WATERLOO HOUSING AUTHORITY BOARD Thursday, September 18111, 201 8:15 or following the agenda meeting *****Council Chambers, 715 Mulberry Streets 'k**** A. Approval of Agenda B. Approval of minutes from July 176, 2014 as proposed C. Old business D. New business 1. Approval to dispose of Public Housing and Section 8 files that are withdrawn or terminated from the program. 2. Approval to seek quotes to replace the window coverings in the community Room at Ridgeway Towers. 3. Approval of travel to seek a quote on the conversion of the HAPPY Software to HAPPY Housing Pro software for the Waterloo Housing Authority Public housing programs. 4. Approval and Resolution to accept the 2015 HUD FMR/ payment standards. 5. Approval to accept the bids for the winter snow removal from the Parking at 225 W. Ridgeway Ave. 6. Approval to place on file the Housing Authority report including the leasing, HAP report. Adjourn WATERLOO HOUSING AUTLIORITY, Governing Board Minutes July 17, 2014 at 8:15 AM Harold E. Getty Council Chambers — Waterloo City Hall Members Present: Welper, Jones, Lind, Morrissey, Dillon, Waterman, Washington, Mayer Motioned by Jones, seconded by Morrissey, that the Agenda be approved. Ayes: All Motion Carried. Motioned by Lind, seconded by Morrissey that the minutes from the May 15, 2014 meeting be approved. Ayes: All Motion Carried. Motioned by Morrissey, seconded by Waterman to approve the following agenda item: 1. Approval of all travel requests for Waterloo Housing Authority staff. Ayes: All. Motion carried. Motioned by Morrissey, seconded by Jones to approve the following agenda items: 2. Approval to accept the update to the Section 8 Administrative Plan policy Ayes: All. Motion carried. Motioned by Morrissey, seconded by Jones to approve the following agenda items: 3. Approval and resolution of 2014 Section 8 Management Assessment Program Annual Evaluation or (SEMAP) Ayes: All. Motion carried. Motioned by Morrissey, seconded by Jones to approve the following agenda items: 4. Approval and resolution to accept the HUD Statement of Operating Budget and Expenditures. Ayes: All. Motion carried. Motioned by Jones, seconded by Morrissey to approve the following agenda items: 5. Approval to place on file the Housing Authority report including the leasing, HAP and Admin. Fee, utilization report. Ayes: All. Motion carried. Motioned by Morrissey, seconded by Jones to adjourn the meeting. Ayes: All Motion Carried. SAM CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Catnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 September 18111, 2014 To: Mayor Ernest Clark and the Waterloo Housing Authority's Board. From: Ethel Washington, Director SUBJECT: Approval to dispose of Public Housing and Section 8 tenant files that are withdrawn or terminated from the program The Waterloo Housing Authority's Director is requesting the Board's approval to shred all tenant files that are five years and older. According to HUD, however, applications to the waiting list may be disposed of after two years from the time the applications are classified withdrawn or ineligible. Regular tenant family files and re-examination of family files in the low-income Public Housing and Section 8 housing program may be stored and disposed of after five -years. Each year we have a bi annual files day and need to destroy the files that are disposable after five years. EMW: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer CITY OF WATERLOO, WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 IOWA Fax (319) 291-4288 September 18, 2014 To: Mayor Ernest Clark and Waterloo Housing Authority board From: Ethel Washington Re: Resolution and Approval to seek a quote to replace the Community Room window coverings at Ridgeway Towers. The Waterloo Housing Authority is requesting the board's approval to seek quotes for window coverings in the Community Room at Ridgeway Towers. The community room has three windows that are 46.5 x 72 and a patio door that is 96 x 84. Housing authority is requesting the replacement of insulated window covering that is heat treated/fire resistant. The length of the insulated covering should be at least 12 inches below the lowest level of the window. This will ensure the greatest flow of warm air will not escape. Will look at sealing the bottom of the window to prevent air movement between the window and the window covering on the smaller windows. The Waterloo Housing Authority is requesting the board's approval to seek quotes for replacing the window covering in the community the cost will be expensed from funds allocated from the Waterloo Housing Authority's Public Housing operating budget. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 September 18, 2014 To: Mayor Ernest Clark and Waterloo Housing Authority Board From: Ethel Washington Re: Resolution and approval of Happy Software contract conversion for the Waterloo Housing Authority. The Waterloo Housing Authority is seeking a quote on the conversion of their Happy Software contract. The existing HAPPY Software support contract will be replaced by HAPPY Housing Pro Support. Housing Pro has been in existence for approximately five years. HAPPY is in the process of eliminating the old software and has given the HA the opportunity to convert over the last five years. The Waterloo Housing Authority abstained from the conversion due to software problems that needed to he tweaked. The current HAPPY Software support contract will expire on March 31, 2014. The cost will be expensed from funds allocated from the Waterloo Housing Authority's Public Housing and Voucher program budget (line items 283-13-5450 1520 & 283-13- 5452 1520). The Waterloo Housing Authority is requesting the Board's approval to convert to Happy Housing Pro Software. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 Date: September 18, 2014 To: Mayor Clark and Waterloo Housing Board From: Ethel Washington, Director Subject: Resolution to approve the 2015 payment standard The Waterloo Housing Authority is required to use the Fair Market Rents (FMRs) published by HUD in the federal register this past July to determine the maximum rent permitted for Section 8 Housing Voucher units. These FMRs are based on data from the census, which has been trended by national inflation factors. They are published each year for comment before becoming final. Due to the private market ratios, and adjustments to the federal income guidelines FIUD revisits and approves these limits each year. Each I -lousing Authority uses the guideline published for the area to determine their consumers' qualification for their programs. The Waterloo Housing Authority is requesting the approval of the 2015 payment standards. If you have any questions or need additional information please contact me at your convenience. See Attachment: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer WATERLOO HOUSING AUTHORITY 620 Mulberry " Suite 102' Waterloo Iowa 50703 * Phone (319) 233-0201 New Payment Standards effective As Of December 1, 2014 for leases and recertification. PAYMENTS STANDARDS & FMRs (Use beginning with 12/1/14 Recerts & Leases FY 2014 OBR 1BR 2BR 3BR 4BR 5BR ADD 15% NEW HA Payment Standards 463 545 684 884 1163 HUD 2015 FMR's 495 537 674 895 1194 5BR Old PS 446 545 684 862 1148 ADC GRANTS 1 2 3 4 5 6 361 426 495 548 610 670 INCOME GUIDELINES -EFFECTIVE MAY 2013 Taterloo-Cedar Falls, IA 3 1 2 3 4 5 6 7 8 30% extremely low 13500 15400 17350 19250 20800 22350 23900 25450 50% VERY LOW INCOME 22450 25650 28850 32050 34650 37200 39750 42300 80% LOW-INCOME 35950 41050 46200 51300 55450 59550 63650 67750 CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 Date: 09/18/2014 To: Mayor Ernest Clark and the WBoard From: Ethel Washington _c.1 1 The Waterloo Housing Authority manages a 50 -unit complex at 225 Ridgeway Ave., Waterloo, Iowa. The request was made for winter snow removal from the Parking lot and driveways at 225 W. Ridgeway Ave. from vendors below. Waterloo Housing Authority requested bids from the following services at Ridgeway Towers received calls back but did not receive an actual bid for the job. The services WHA would require are as follows: Wapsie Pines NA Remove snow from lot with snowplow Straight salt $ NA Apply deicer to parking lot salt/sand mix $ Remove snow from lot with snowplow Level 1 to be considered 2" accumulation $ Level 2 to be considered 2.1-4" accumulation $ Level 3 to be considered within 4.1-6" accumulation. $ Cameron Enterprises NA Remove snow from lot with snowplow Straight salt $ NA Apply deicer to parking lot salt/sand mix $ Remove snow from lot with snowplow Level 1 to be considered 2" accumulation $ Level 2 to be considered 2.1-4" accumulation $ Level 3 to be considered within 4.1-6" accumulation. $ Cedar Valley Lawn Service Straight salt $ NA Apply deicer to parking lot Salt/sand mix $179 Remove snow from lot with snowplow Level 1 to be considered 2" accumulation $ 100 Level 2 to be considered 2.1-4" accumulation $ 150 Level 3 to be considered within 4.1-6" accumulation. $ 200 Total cost is The Housing Authority request and recommends the bid from Cedar Valley Lawn Service. The funds for the service are expensed from the Ridgeway Towers Public Housing building and grounds maintenance budget. The contract is to commence on November 30th, 2014 to October 31St, 2015. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer HA Name HA Number Jan Feb Mar April May Juno July Aug Sept Oct Nov Dec Jan Feb Mar April May June July Aug Sept Oct Nov Dec Unit Months Leased (excluding DVP) CALENDAR TEAR 2014 LEASING, HAP AND ADMIN FEE UTILIZATION Waleiloo Housing Authority (A050 Unit Months Available (excluding Oven(Onder) DVP) Leased HAP Funding (excluding DVP) HAP Cost (excluding DVP) INP Share of Fraud Other HAP Reserve FSS Escrow Adjuslmenls to Increase HAP Reserve 970 1,056 (861 $ 365,60 5 398,846 $ - $ 4,748 .. ..- $ - ,--... ..... 3 21,579 v. 6 21, 21,579 963 1,056 (931 365,6860 342,377- 54543 52.120 151 - 23,454 45,034 947 1,056 (109) 365,680 346,321 - 5,913 - 25,172 70,206 933 1.056 (1231 372 269 337,170 - - - 35,099 105,305 922 1.056 (134) 372269 331,326 - - - 40,941 146,246 914 1,056 (1427 372.269 329,370 - - - 42,099 189,145 - - 2,389,390 ' ' - - - 189,145 - - - - - - - 189,145 - - - _ " - - - 189,145 - - - - - - - 189145 - - - - _ - - - 189,145 - - $ 277,074 $ 200 $ - 3 28 $ 1,004 $ 334,217 189,145 5,649 6.336 (687) $ 2,213 847 $2035414 $ - $ 10,712 $ - 3 189 145 XXXxxxxxx Leasing Percentage- 89.1655 Other Admin Funding (FSS, W0, Admin Share Admin Fee DVP & Spode] of Fraud Earned Fees) Recovery HAP Ulilizatlon - 91.9454 Pillared income Admin Fee Reserve Other Income Admin Expenses Funds Expended from Other UNA Adjasimenls to (Donations & Admin Admin Fee Reserve $ 46,999 $ 20D $ - g 5 $ 65 $ 47,842 $ - 3 23 $ (550) $ 2,399,505 47294 - - 4 4 94 80 54543 52.120 - - - 45.153 (9.650) 12.320 2,392 354 2,432 012 46.542 - - 45.883 - - 4 145 6,359 - - 112,3201 2,419.692 44.990 - 4 259 546,479 - - (29,04) 2.389,398 44.990 - 4 441 54.479- - (9,044) 2.389,398 - - - - - - 2,389,390 ' - - - - - - 2,309,398 - - - - - 2,389,398 _ " - - - - 2,389,398 - - 2.389 398 _ $ 277,074 $ 200 $ - 3 28 $ 1,004 $ 334,217 $ - $ 45,176 $ (10,657) x2,389,398 utoocxxxx Jan Feb Mar April May June July Aug Sept Ocl Nov Cleo Jan Feb Mar April May June July Aug Sept Ocl Nov Dee IIAP Reserve excluding uncollected fraud AM $ 21,579 45,034 70,206 105,305 146,246 189,145 189,145 189,145 189,145 189,145 189,145 189,145 Reported in VMS Total Voucher Cash and InvesMenls $ 2,477,230 2,481,003 2,548,993 2 569,339 2.598,680 2,641.560 LXX Average HAP Cosi $ 35964 $ 355.53 $ 365.70 $ 361.30 $ 359.36 $ 360.38 $ 360.31 HAP Program HAP Budget R68ene held Authority by HUD $ 365,680 365,600 365,680 425.275 $ 53,006 380,579 $ 61,316 380,579 $ 69,626 380,570 $ 450,205 300 579 $ 830,784 380,579 $ 1211,363 $ 1,211,363 $ 1,211,383 $ 1,211,363 $ 3.425.210 xxxxxxXXX Balance Per Bank Statement(s) ADD: Deposits in Transit WATERLOO, IA BANK RECONCILIATION JUNE 2014 Cash -Vouchers $ 1,954,790.74 Cash -Ridgeway Towers $ 631,801.42 Investment $1,502,740.34 LESS: Outstanding Checks ACCT #10361 ACCT #10379 Check # Amount Check # Amount Total Outstanding Checks 0.00 Adjusted Balance Per Bank $4,089,332.50 Balance Per Books LESS: VO 1111.01 $ 1,824,255.06 VO1165 $ 71,082.08 VO 1162 $502,740.34 PH 1111.01 $ 685,055.02 PH 1114 $ 6,200.00 PH 1162.05 $ 1,000,000.00 ADJUSTED BALANCE PER BOOKS $4,089,332.50 Check # Acct#10361: 4292-4304 Acct#10379: N/A Deposit # Acct#10361: 80-87 Acct#10379: 69-77 NOTES: August 315`, 2014 THE WATERLOO HOUSING AUTHORITY'S CURRENT REPORT As of the month of August 31sT, 2014 the Waterloo Housing Authority has the capacity to serve 1056 Section 8, and 50 Public Housing tenants. Ridgeway Towers The Public Housing waiting list consists of approximately 20 tenants. Out of the 20 only approximately 6 are tenants that qualify for Ridgeway Towers most are over income. Section 8 baselines 1056 Section 8 lease ups 930 Public Housing lease up 50 Total 981 WAITING LIST Applications for Section 8 tenants are taken every Thursday all day from 8am-4 pm, no appointment necessary. The Public Housing applications are taken daily. The Waterloo Housing Authority's Section 8 waiting list consists of approximately 1800 Applicants. The waiting list is still approximately 4+- years. Everyone is encouraged and welcome to apply to the Section 8 and Public Housing program. The Waterloo Housing Authority policy states the WHA will publicize the availability and nature of the Section 8 Program for extremely low-income, very low and low-income families should the waiting list become shorter than six- months, a newspaper of general circulation, and by other suitable means. Homeownership Voucher Homebuyers total Vouchers available 30 Closed Mortgages 29 9- over income and off the program completely Remaining on Homeownership Voucher program 20 RIDGEWAY TOWERS APARTMENTS/ PUBLIC HOUSING Ridgeway Towers are at 100% occupancy in the senior citizens apartments. PUBLIC HOUSING Total available 50 Leased 50 HOUSING STAFF ATTENDED THE FOLLOWING STANDING MEETINGS/FUNCTIONS WEEKLY, MONTHLY OR QUARTERLY a. Department head meeting Weekly b. Staff with Noel Bi -weekly c. Directors Meeting Quarterly d.Council Meeting Weekly e. RSVP Bi -Monthly f. Country View Monthly g. WHA staff meeting Bi -weekly h. Landlord meetings monthly Total FSS Participants on program 37 Number of graduates Aug 2014 0 Number of participants job hunting 11 Number of participants' working/ 25 Number of participants going to school 5 Number of Participants with escrows 20 Total number of escrows paid out to participants 0 Total number of Escrows forfeited 1 Total Number of Unemployed 11 RIDGEWAY Towers projects in progress, Future Project: As always the numbers below will fluctuate depending on the number of terminations, evictions or tenants that voluntarily left the program per week, month, and year. There is an average of approximately 10 tenants going off the program per month approximately (120 per year). We will be pulling tenants off of the waiting list and briefing /leasing up monthly. We are billed monthly by other Housing Authorities for tenants that ported/moved out of Waterloo to other cities. The numbers that we are being billed for at this time is 21. Beverly, Julie, Wanda and Janet Recertification's approximately 10 per month each Movers approximately 13 per month either in town or out of town Complaints inspections approximately 1-2 per month New leases approximately 11 per month on the average for movers within the city. We are always playing catch up. Portability port fees are paid out to other housing authorities. Budgeted For Vouchers $ 4,500,573.00 million for 2014 this does not include adm.fees