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Home My WebLink About11/20/2014L Agenda Waterloo Housing Authority Board Thursday, November 20th, 2014 Following the agenda meeting Council Chambers, 715 Mulberry Street A. Approval of Agenda B. Approval of minutes from September 183`, 2014 meeting as proposed C. Old business C. New business 1. Resolution and Approval to convert HAPPY software to HAPPY PRO Software. 2. Approval of travel request to the Attend a Family Self Sufficiency training on January 26-28-2015. 3. Approval to purchase window covering for Ridgeway Towers. 4. Approval and resolution to amend the Section 8 policy administrative plan to include the HUD/WHA Public Housing operating reserves statement and how HUD funds are to be expensed through the financial management center with a revised guidance on interest earned on HAP. 5. Approval to place on file the Housing Authority report including the leasing, HAP and Admin. Fee, utilization report WATERLOO HOUSING AUTHORITY, Governing Board Minutes September 18, 2014 at 8:20 AM Harold E. Getty Council Chambers — Waterloo City Hall Members Present: Welper, Jones, Lind, Morrissey, Schmitt, Dillon, Waterman, Washington, Mayer Motioned by Schmitt, seconded by Jones, that the Agenda be approved and the minutes from the July 17, 2014 meeting be approved. Ayes: All Motion Carried. Motioned by Schmitt, seconded by Morrissey to approve the following agenda items: 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 Approval to dispose of Public Housing and Section 8 files that are withdrawn or terminated from the program 2.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. Ayes: All. Motion carried. Motioned by Morrissey, seconded by Schmitt to approve the following agenda items: 3. Approval to accept the 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 FMRI payment standards. Ayes: All. Motion carried. Motioned by Schmitt, seconded by Morrissey to approve the following agenda items: 5. Approval to accept the bids for the winter snow removal from the parking lot at 225 W. Ridgeway Avenue. 6. Approval to place on file the Housing Authority report including the leasing, HAP report. Ayes: All. Motion carried. Motioned by Schmitt, seconded by Lind to adjourn the meeting. Ayes: All Motion Carried. SAM CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 November 20, 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 approval to convert the existing HAPPY support contract to HAPPY Housing Pro. Housing Pro has been in existence for approximately five years. The housing authority didn't replace the old software right away in order to give the company the opportunity to work the kinks out over the last five years. The current support contract will expire on March 31, 2014. The cost of the contract conversion is $15,180.00. This does not include the support for use of the software license . The cost will be expensed from the Waterloo Housing Authority's Public Housing and Voucher program budget (line items 283-13-5452-1520). 5450 The Waterloo Housing Authority is requesting the Board's approval to convert the Happy Software contract. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer nmast Software Making Your Job Easier! Quotation Worksheet: Page 2 QUOTATION WORKSHEET TRAINING QTY DESCRIPTION UNIT PRICE TOTAL PRICE 1 * TENMAST UNIVERSITY Tenmast University (TV) is a structured teaming process based on the tiered levels of school (freshman, sophomore, junior, senior). Training methods include online video tutorials, computer -based training (CBT), and webinars. These trainings are accompanied by corresponding learning assessments for each lesson/course. TU Students (aka Tenmast Users) access all training information, as well as track their individual training progress, by logging into their user account on the Tenmast University portal. TU is designed to provide consistent training on competencies in the Tenmast system that are essential to a well -run, cost efficient agency. See 'Tenmast University' section of proposal for more information. Price includes enrollment and unlimited access for all users. $4,000.00 $4,000.00 1 POWER USER TRAINING (at Tenmast Office in Lexington, KY) $2,000.00 $2,000.00 Tenmast will work with your organization to identify a team of experts from your agency who will be the primary points of contact for all details regarding your current and future use of the Tenmast system, and who will be responsible for entering your specific configuration into the system and validating the results of the conversion efforts. These individuals will travel to Tenmast in Lexington, KY for Power User training. The training will includes detailed instruction and discussion on advanced system setup, features, configuration, data conversion/validation, policies, procedures, and a review of the Data Conversion Order (DCO). Price Shown includes unlimited attendees - we encourage maximum participation. Travel costs are not included and are the responsibility of Client. Power User Trainings are typically 3-4 days. 16 HOURS OF DISCOVERY - BUSINESS PROCESS REVIEW (phone/web) This phase is used to consult Client current and ideal future business processes. Tenmast shares how the Tenmast software works with those business process, and working together, an ideal definition of key business processes are determined. The main goal is to increase productivity and improve workflow by examining agency practices and analyzing what works. This unique, detail -oriented process helps set Tenmast apart, as it creates a blueprint for the entire implementation process. 5 DAYS OF ON -SITE HOUSING TRAINING (all subsidies) Applicant List, Occupancy and Rent Calculation, Section 8 Tenant & Landlord, Rent Reasonableness, Tenants Accounts Receivable, PIC Submissions, Monthly Processes, Check Writing, Other Housing Processes $120.00 $1,920.00 $1,195.00 $5,975.00 TRAINING SUB -TOTAL > $13,895.00 *Client will be charged reasonable travel expenses at cost for on -site trainings. 67 ,f p 4)4,e,}ry nmast Software Making Your Job Easier! Quotation Worksheet: Page 3 QTY 1 BASIC DATA CONVERSION QUOTATION WORKSHEET DATA CONVERSION & LETTER MIGRATION DESCRIPTION UNIT PRICE TOTAL PRICE $4,080.00 $4,080.00 The Data Conversion includes basic information for your PHA to transition to Tenmast Software. Data Conversion consists of Tenant Details in accordance with the PIC system. Conversion may require some effort from the Client to ensure tenant information not gathered at PIC such as beginning balances or other similar information are entered into the new system. Data Conversion also includes a PIC Cleanup to ensure all Tenant Data at PIC is up to date BASIC DATA CONVERSION INCLUDES: BASIC Data Conversion Pre -Order (summary only) (summary only - see Data Conversion Pre Order for Basic Data Conversion for details) Client: Waterloo Housing Authority {IA) Subsidies & its: A Section 8 = E056 vouchers Mats: S Pub r Housina=50 units # Users: 7 Current System(s): Happy Convert Current Data Location Comments Households Yes PIC Tenant accounts Yes Yes Yes Ves Yes No No Ves No Spreadsheet PIC PIC/Spreadsheet Spreadsheet Spreadsheet Spreadsheet Fixed Assets Yes Spreadsheet BASIC DATA CONVERSION SUB -TOTAL 10 LETTERS : FORM LETTER MIGRATION $4,080.00 $90.00 $900.00 Form Letters are user defined documents that are printed from Tenmast programs with current data stored in the Tenmast system. Examples of form letters include Annual Recertification Letters, Expense Verification Letters, Asset Verification Letters, Notice of Abatement, etc. Form letters will be migrated from the legacy system to the Tenmast system by copying text from your current letters and inserting the existing data fields in the text of the documents. You must provide the text for all form letters to Tenmast in electronic format (RTF or DOC) during the Discovery process. If a form letter cannot be migrated to the Tenmast system by copying text from the current letter or form and inserting existing data fields in the text of the letter, the migration will require custom programming. 11 a letter in the legacy system requires custom programming to recreate the functionality of the letter in the Tenmast system, the cost of the custom programming will be quoted and billed at Tenmast's standard hourly programming rate, in addition to the charges in this Quotation Worksheel. "Quantity is estimated. Exact needs will be determined as we get closer to a final quote. DATA CONVERSION & LETTER MIGRATION SUB -TOTAL $4,980.00 nmast Software Making Your Job Easier! Quotation Worksheet: Page 4 QUOTATION WORKSHEET CLIENT: Waterloo Housing Authority (IA) DATE: 6/5/14 CONTACT: Ethel Washington, ethelm50@yahoo.com, (319) 233-0201 TENMAST REPRESENTATIVE: Dan Wright, dwright@tenmast.com, (877) 359-5492 ext. 1241 SUMMARY DESCRIPTION WINTEN2+ SOFTWARE PROGRAMS SUB -TOTAL COMMERCIAL SOFTWARE SUB -TOTAL TRAINING SUB -TOTAL DATA CONVERSION & LETTER MIRGRATION SUB -TOTAL TRAVEL (ESTIMATE) SUPPORT & UPGRADES - 1st year included in software license cost TOTAL PRICE $15,350.00 $1,375.00 $13,895.00 $4,980.00 $2,095.00 $0.00 PROJECT TOTAL a $37,695.00 UNLIMITED SUPPORT & UPGRADES - YEAR 1: $0.00 UNLIMITED SUPPORT & UPGRADES - YEAR 2: $6,875.00 Annual cost includes unlimited support, HUD updates, access to Tenmast University, and all software releases during the year. Tenmast will maintain compliance with ongoing changes in HUD Regulations, provide continuous product enhancements and resolution for user problems, and correct software bugs (If necessary) at no additional cost. Following Year 2, annual cost is subject to Increase at a rate not to exceed eight percent per year. Any Additional or Optional Items purchased may Increase annual cost. Client will be charged reasonable travel expenses for on -site visits. Travel estimate Includes airfare, rental car, lodging, parking, mileage and meals. All costs are estimated based on highest available cost data at the time of the quote. Your agency will be billed for Tenmast's actual cost incurred. Travel costs for training and installation for your Housing Authority are estimated at $2,095. Travel costs to by Client to Tenmast offices (including Power User Training) have not been Included. Enhancement requests are collected by Tenmast throughout the year. These enhancements are usually scheduled for release at a later dale for at no additional charge. Should your agency request a customization/enhancement specific to your agency, and you prefer faster delivery than a future release, your agency will be quoted separately for the project. Any custom programming not shown on this quote may be available upon review of company resources and PHA requirements. Such custom programming will be quoted at the rate of $120 per hour. During the Implementation/Discovery phase, Tenmast will provide analysis of necessary modifications to the software package proposed and cost estimates for said modifications. If custom reports requested by Client contain data not currently collected In the Tenmast system, there may be a custom programming charge and implementation schedule Involved with getting that added into the system. Tralnings should be limited to no more than 20 participates. Additional training limitations may Include the amount of equipment and facility space available for training. Training facility and equipment are provided by Client. Should Tenmast be requested to arrange training facility and/or training equipment additional costs will be billed to Client at actual cost incurred. Tenmast Is a reselier of all hardware sold. The vendor we use to purchase hardware from does not allow for returns, therefore we are unable to accept returns as well. Prices quoted are good for 90 days after which time the prices may change. Tenmast reserves the right to review these prices as needed. The WlnTen2+ system comes with a set of canned reports developed over the years to meet the requirements of the clients using our system. Any custom reports required by client during Implementation will be created by Tenmast at the cost of $300 per report. Commercial Software quantities are estimates. Exact needs to be determined. Tenmast will make every effort to convert data as stated in the proposal/quotation worksheet. Some data may not be possible to convert or may delay delivery fora variety of reasons. These reasons Include, but are not limited to, missing key information (SSN's, links to other data sets, etc.), no data Integrity (misspellings, bad calculations or macros), multiple data formats of similar data, elaborate Microsoft Excel files, and more. nmast Software Making Your Job Easier! Quotation Worksheet: Page 8 QTY QUOTATION WORKSHEET OPTIONAL SOLUTIONS DESCRIPTION Alternate Data Conversion Option: FULL DATA CONVERSION UNIT PRICE TOTAL PRICE 1 FULL DATA CONVERSION WITH DETAILED HISTORICAL DATA $23,300.00 $23,300.00 *INCLUDES 2 MOST RECENT YEARS OF HISTORY WHERE AVAILABLE. DATA CONVERSION FOR ADDITIONAL HISTORY MAY BE AVAILABLE FOLLOWING INITIAL DEEP DATA DIVE. *Tenmast may perform several data conversions depending on the scope of work as identified with the DCO (Data Conversion Order). Tenmast will write custom scripts to handle Client's data. The expectation will be that the client provides the data to Tenmast in the form of flat files or other agreed upon format. Communication with Client's technical staff and the data conversion team will be critical for success. To ensure quality training takes place client data will be re -processed into a database for training. This will allow Tenmast to again verify the integrity of the converted data and quantify the *Tenmast will perform data validation where an expert assists in conversion and validation - this dedicated validation period is used during final delivery for faster turnaround and to ensure the go -live date is met. Reports are run on both systems to verify all the information is correct. Nall is correct and approved, the HA will sign off on the final validation. FULL Data Conversion Pre -Order (summary only) (summary only - see Data Conversion Pre Order for Full Data Conversion with Historical Data for details) Client: Waterloo Housing Authority (IA) A. 'section d= 10%vouchers Subsidies & Units: 5 Publ c Housing= 50 units U Users: 7 Current System(s): Happy Convert Households Yes HaPPY Tenant *c aunts Yes Happy Yes HAPPY Yes Happy Yes Happy •as -,. Yes HAPPY No No Yes Happy .. • �"'.; '� Yes HAPPY Fixed Assets yes HaPPY 2 DAYS OF ON -SITE DATA VALIDATION & GO -LIVE ASSISTANCE On -site data validation is used during final delivery for faster turnaround and to ensure the go -live date is met. Reports are run on both systems to verify all the information is correct. If all is correct and approved, the HA will sign off on the final validation and approve the Go -Live. Tenmast Representative is also available to assist with initial use of the programs. $1,195.00 $2,390.00 FULL DATA CONVERSION SUB -TOTAL > $25,690.00 HAP SOFTW`,REY October 9, 2014 Ms. Ethel Washington, Executive Director Waterloo Housing Authority 620 Mulberry Street Waterloo, IA 50703 11 Federal Street • Saratoga Springs, NY 12866 (518) 584-4668 • (888) GT HAPPY • Fax (518) 584-5388 www.happysoftware.com Purchase Agreement Housing Pro Upgrade - Onsite Training 1, Ms. Ethel Washington, Executive Director of the Waterloo Housing Authority am authorized and agree to purchase from HAPPY Software, Inc. the products and services listed below. HAPPY Software Item Price Quantity Price HAPPY to Housing Pro Upgrade (per user) $500.00 7 $3,500.00 Includes: - Housing Pro Modules (for currently licensed HAPPY modules) - Required Database 11.0 Licenses HAPPY to Housing Pro Server Upgrade $1,500.00 1 $1,500.00 Includes: - Required Database 11.0 Server License /000000273512/ Total HAPPY Software: $5,000.00 C-923 27351 10/9/2014 8:36:13 AM El HAPPY Support Item Price Quantity Price Housing Pro Support - HAPPY Support Contract will TBD 1 $0.00 be transferred to cover Housing Pro (Current Support must be renewed on 03/31/2014). Includes:1 - Waiting List - Occupancy - FileMTCS - Payments - 1099s - Direct Deposit - TARs - Inspections - Work Orders - FSS Pro - Remote Screen Sharing Total HAPPY Support: $0.00 Services Item Price Quantity Price Phone -based Assessment and Kickoff Meeting $150.00 1 $150.00 (per hour) Project Management - Housing Pro Upgrade $150.00 6 $900.00 (per hour) - Review project plan and responsibilities Data Migration from HAPPY to Housing Pro $1,250.00 1 $1,250.00 (per day)2 - Test & Final Conversion - Configuration of Agency & Setup Data Internet -based Installation - Housing Pro Upgrade (per $150.00 4 $600.00 hour) - Server - Data Delivery On -site Initial Training - Housing Pro (per day) $1,250.00 3 $3,750.00 - 1 HAPPY Trainer for 3 days Intem@t-based Follow Up Training (per hour)3 $150.00 6.5 $975.00 - Scheduled approx 30 days after implementation Laptop Lab (per lab) $400.00 1 $400.00 - Used for hands-on training exercises Letterhead Scan (per scan) No Charge 1 $0.00 Signature Scan for Checks (per scan) No Charge 1 $0.00 Signature Scan for Letters & Forms (per 5 scans) No Charge 1 $0.00 /000000273512/ Total Services: $8,025.00 C-923 27351 10/9/2014 8:36:13 AM Expenses Item Price Quantity Price Travel Time (per day) $600.00 1 $600.00 Airfare - based on 21-day advance notice, no 387.00 1 $387.00 Saturday stay (will be billed at actual cost) Lodging (per night) based on GSA rates Meals and Incidentals (per day) based on GSA rates Ground Transportation, Gas, Tolls, Parking (per day) $122.00 $51.00 $85.00 4 5 5 $488.00 $255.00 $425.00 Notes and Conditions Total Expenses: $2,155.00 Total Due: $15,180.00 'Existing HAPPY Support Contract will be transferred to cover Housing Pro. 2 Conversion requires data to be provided within the timeframe outlined on the project schedule. 3 Follow-up training must be completed within 60 days of implementation. * Please see HAPPY Software's published Fact Sheets for specifications of software to be provided. Payment Terms: 10% due upon completion of Kickoff Meeting 40% due upon completion of Initial Training 50% due 30 days after Implementation (Go Live) The pricing on this Purchase Agreement is valid until 11/07/2014. Payment Terms are Net 30 days after delivery. A 1.5% monthly charge will be applied to all late payments. This agreement is subject to the terms and conditions of the HAPPY Software License and Definition of Support, and is final and binding unless cancelled in writing within 10 days of signing. Additional terms are not accepted. New York State is the choice of law and forum for any actions brought regarding this agreement. Purchaser is responsible for any applicable sales and use tax. x Ms. Ethel Washington, Executive Director Date Waterloo Housing Authority /000000273512/ C-923 27351 10/9/2014 8:36:13 AM TABULATION OF BIDS PROJECT: Software Ridgeway Towers Time 1:00 PM Date Nov 11,2014 NAME AND ADDRESS OF CONTRACTOR BID AMOUNT ALTERNATE # 2 -less disposals Happy Software Housing PRO $15,180.00 $ No Tenmast Software Tenmast $63, 385.00 $ reason for excessive cost Totally new software NA NA NA NA NA Certified by Tabulated by Ethel Washington, Housing Director CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 DATE: November 20th, 2014 TO: Mayor Ernest Clark and the WHA Board ./ From: Ethel Washington, Executive Director RE: Travel Request for Housing Authority Coordinators to attend Family Self Sufficiency Certification and Training The Waterloo Housing Director is requesting the Board's approval to send the Director to a HUD Program Coordinating Committee (PCC Certification training in Des Moines, Iowa. • The training will cover case management, including characteristics of effective case managers, the role of the case manager, the helping interview versus the housing interview, questioning techniques, client intake, client evaluation, case planning, and case managing Action Plan and the role of the Program Coordinating Committee (PCC). • Escrow accounts, including how escrow works, income and rent calculations, impact of income limits, crediting the escrow account, escrow interim, and final disbursements • Portability, including FSS rules for portability, responsibility of initial and receiving HAs, contract and escrow account issues The Waterloo Housing Authority's total cost for meals, Lodging and registration is $1,397.00. This training will be held in Des Moines, Iowa on January 26-28th, 2015 Overtime is not required to attend the training. The training will be funded through the Waterloo Housing Authority's housing FEDERALLY FUNDED Voucher Budget set aside for training. The Housing Authority Director is requesting the Board's approval of the Coordinator's attendance to the Family Self Sufficiency (FSS) Certification and Training. See attachment: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Family Self -Sufficiency - January 26-28 - Des Moines, IA* Page 1 of 2 Login 1 Shopping Cart (0) 1 FAQ 1 1-800-783-3100 Home Professional Services Program Management Inspections Training & Products Now In: Training PuhRc Housing 'Training —. Family Self -Sufficiency Family Self -Sufficiency - January 26-28 Des Moines, IA* Join Our Email List Join our email list, and get our new Section 3 eBook! - dick here. View Our Blog Read the NMA Blog: click here. Connect With Us Twitter Feed Tweets by Onanmckay Family Self -Sufficiency - January 26-28 - Des Moines, IA' Hosted by the City of Des Moines Municipal Housing Agency City of Des Moines Municipal Housing Agency 100 E. Euclid Ste, 101 Des Moines, IA 50313 Registration Contact: James Misner Phone: (600) 763.3100 x129 Email: imisnernnanmckay.00m Get Directions Please nole that this seminar ends day 3 at 12:00pm This seminar is setup as a double course. If you take the other class Self - Sufficiency Service Coordination you can receive a discounted price by December 261h. Click here to register for SSSC only. *We are able to offer a reduced price for this class because it is being hosted by a local housing authority. `Additionally, NMA has not secured a hotel room block for this seminar. Price: $825.00 -----Opnons FSS 8 SSSC Seminar and Online Exams FSS & SSSC Seminar Fee Only (before 12.26) Seminar and Online Exam o Seminar Only ...amity. 1 IMPORTANT: Enter first name. last name, and email address for each attendee: Description ' Related Products Product Reviews HOW TO REGISTER: FAX ORDERS: Fill out a PDF registration form and send to 619.2585791. ONLINE STORE ORDERS: Follow these instructions to order through our online store. 1. Fill in the quantity of seminars you'd like to purchase 2. Select one of the seminar and exam options 3. Add the full name of each attendee as you would like it to appear on the certificate and add an email address for each attendee 4. Click "Add to Cart" ':. 5. All seminars are subject to change, please plan accordingly by purchasing refundable airier°. HOTEL RECOMMENDATIONS: The Marriott Downtown Des Moines 700 Grand Ave Dos Moines, IA 50309 Phone: (515) 245-5500 Parking: Valet parking for 321 per day Website Embassy Suttee Hotel Des Moines Downtown 101 East Locust St. Des Moines, IA 50309 '.. Phone: (515) 244-1700 Parking: Self parking is $e per day, valet parking is $19 per day Website http://www.nanmckay.com/p-1572-family-self-sufficiency-janu... 11/14/2014 CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 November 20, 2014 To: Mayor Ernest Clark and Waterloo Housing Authority board From: Ethel Washington Re: Resolution and Approval to purchase and replace the Community Room entry way and office window coverings at Ridgeway Towers. The Waterloo Housing Authority is requesting the board's approval to replace window coverings i.n the at Ridgeway Towers. The 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 and it 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. Received request from: JC Penny: approval on all drapes to include the office and entryway is $ 1.200.00 Sears: approval on all drapes to include the office and entryway is $ 1230.00 The Waterloo Housing Authority is requesting the board's approval to replace the window covering in the community the cost will be expensed from funds allocated from the Waterloo Housing Authority's Public Housing operating budget. Added the office and entry (common) area windows CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Sears Insulated pinch pleated foam back heat resistant drapes 100x84 heat resistant for community room $ 330.00 Entryway 37 '/2 x 63 $ 100x2= 200.00 Office 50x 63 $140 x 2 280.00 Community room 23 x 63 $70 x6 $ 420.00 $ 1230.00 Po c l V i V c 1p f, e,./1* Tick- 1 , 7 h er�Lc J( �7 )( Barb Ackman Window 2060 Crossroads blvd Suite 189 Waterloo, Iowa 50702 backml@jcp.com T 319.232.6611 jcp.com JCPenney TABULATION OF BIDS PROJECT: Window Coverings Ridgeway Towers Time 12:00 PM Date Nov 11,2014 NAME AND ADDRESS OF CONTRACTOR BID AMOUNT ALTERNATE # 2 -less disposals JC Penny Window Coverings $1200 $ No Sears Window Coverings $1230 $ No NA NA NA NA NA Certified by i -6 (C Tabulated by Ethel Washington, Housing Director CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 Date: November 20th, 2014 To: Mayor Ernest Clark and WHA Board of Commissioners From: Ethel Washington, director �,J' RE: Approval and Resolution of the amended update of the Waterloo Housing Authority/ HUD public housing operating reserves amounts and HUD financial management center revised guidance on interest earned on HAP. Operating Reserves Amounts — To participate in the Operating Fund Financing Program (OFFP), PHAs should demonstrate that they have taken steps to maintain their operating reserves at a level that can be reasonably anticipated to sustain necessary operations given a moderate level of fluctuation in operations or appropriations. PHAs with 250 units or more should have at least 4-months worth of operating reserves available above the amount proposed as part of an OFFP transaction; PHAs with Less than 250 units should have at least 6-month's worth of operating reserves available. When reviewing OFFP proposals, HUD will also evaluate the impact of the allocation adjustment in the FFY Appropriations Act. To the extent that PHAs have reserve amounts in excess of 4 or 6 months as applicable, in addition to amounts associated with the proposed allocation adjustment, they may request approval to use excess operating reserves as HUD's Financial Management Center (FMC) revised guidance originally issued on March 19 to update the policy governing the remittance of interest earned on Net Restricted Assets (NRA) and excess Housing Assistance Payment (HAP) funds to the Treasury. Effective January 1, 2014, PHAs may now retain for administrative expenses up to $500 per year in interest earned on NRA and excess HAP funds. For the period January 1, 2012 through December 31, 2013, PHAs may only retain up to $100 in interest earned on NRA and excess HAP funds. PUBLIC HOUSING UNITS (Ridgeway Towers) Funds must be expensed on Public Housing units and must also use on fees for services however there is a need to track the hours that are spent on the units. If not AMPED can use reasonable cost to track per unit cost for HA services. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer . City of Waterloo Bank Reconciliation 09/30/14 HOUSING PROGRAMS FUNDS GENERAL LEDGER: 283 Cash -Ridgeway Towers Security Deposit Trust(RT) Cash - Vouchers Cash - FSS Escrow Investment void cash tfr GL Revenue not yet posted to AS400 : Fees not posted to GL HUD proceeds not pstd to GL GENERAL LEDGER TOTAL BANK STATEMENT 8708010361 BANK STATEMENT 8708010379 CERTIFICATES OF DEPOSIT CERTIFICATES OF DEPOSIT 25313 5/25/1976 UNRECORDED INTEREST UNRECORDED INTEREST UNRECORDED DIRECT DEPOSIT UNRECORDED INTEREST 8708010361 UNRECORDED INTEREST 8708010379 Transfer Pending DEPOSIT IN TRANSIT DUE TO GENERAL FUND DUE TO GENERAL FUND Fees charged to bank not ye DUE TO GENERAL DUE TO GENERAL OUTSTANDING CHECK # OUTSTANDING CHECK # unposted fees TRANSFER TO GENERAL TOTAL DIFFERENCE US BANK (RT) US BANK (Voucher) US BANK IPAIT IPAIT FTA Unrecorded IPAIT Interest US BANK US BANK US BANK US BANK cash settlement Revenue Accounting Health Med Flex t posted on the AS400 Fair Housing Banking for Voids Health Ins bank fee Ridgeway Towers 1,708,308.67 6,020.00 1,714,328.67 1,714,328.67 659,556.70 1,000,000.00 54,781.17 (9.20) 1,714,328.67 0.00 Prepared by Ruth Haley 10/8/2014 Vouchers 2,098,253.28 78,268.02 502,753.01 2,679,274.31 Sep-14 TOTAL 2,679,274.31 4,393,602.98 2,231,302.47 502,753.01 (54,781.17) 2,679,274.31 4,393,602.98 0.00 0.00 FY15 Bank Recon 0914.xlsx Housing Sep Final NOTES: October 31th, 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 923 Public Housing lease up 50 Total 973 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 Closed Mortgages 9- over income and off the program completely Remaining on Homeownership Voucher program RIDGEWAY TOWERS APARTMENTS/ PUBLIC HOUSING Ridgeway Towers are at 100% occupancy in the senior citizens apartments. PUBLIC HOUSING Total available Leased HOUSING STAFF ATTENDED THE FOLLOWING STANDING MEETINGS/FUNCTIONS WEEKLY, MONTHLY OR QUARTERLY 30 29 20 50 50 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 36 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 approximately $ 4,500,573.00 million for 2014 this does not include adm.fees