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HomeMy WebLinkAbout01/16/2014L Agenda Waterloo Housing Authority Board Thursday, January 16`h, 2014 Following the agenda meeting Council Chambers, 715 Mulberry Street A. Approval of Agenda 13. Approval of minutes from November 21st, 2013 meeting as proposed C. Old business C. New business 1. Approval of Ron Welper as Chairman and David Jones as Co-chairman of the Waterloo Housing Board. 2. Approval of travel request to the Iowa National Association, of Housing Redevelopment Officials (INAHRO) conference/training on April 30th thru May 1s`, and 2nd, of 2014. 3. Resolution and authorization to publish notice of WHA's PHA Plan for a 45 day comment period. 4. Approval to renew the annual HAPPY Software support contract for the Waterloo Housing Authority. 5. Approval to place on file the Housing Authority report including the leasing, HAP and Admin. Fee, utilization report 1 1,14or BUCK CLARK COUNCIL MEMBERS CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry'7treet, C2rne,gie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 January 16. 2014 To: Mayor Ernest Clark and Waterloo Housing Authority Board From: Ethel Washington DAVID Re: Approval of a chair and Co-chair for the Waterloo 'lousing Authority's board. JONES ar'ard I The Waterloo Housing Authority's Director at HUD's request is asking the board's approval of a chair and co-chair of the board. CAROLYN ( 1.)zr. With the board's ap proval pproval Ron Welper has agreed to serve as the chair and David Jones as iraxOLD the co-chair. The Director is respectfully requesting the board's approval of Ron Welper and David Jones to the above positions. GETTY Ward 3 QUENTIN M. HART 1['ard4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large Ethel Washington CITY WEBSITE: www.cityofivaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer ;t4 ayer BUCK CLARK COUNCIL MEMBERS DAVID TONES Ward .A.ROLYN { O F HAROLD GETTY Ward 3 QUENTIN M. HART Ward ; RON WELPER Ward BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOOS IOWA WATERLOO HOUSING AUTHORITY 620 Mulbernr Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 Date: January 16th, 2014 To: Mayor Ernest Clark and the Waterloo Housing Authority Board From: Ethel Washington, Executive Director RE: Resolution and approval of Travel Request for the Director and Two Housing Authority Coordinators The Waterloo -Housing Director is requesting the Board's approval to send the Two Coordinators and the Director to the Iowa National Association of Housing Redevelopment Officials (INAHRO) Conference and Certification. NAHRO Excellence in Customer Service Fire Safety Lead Paint Sampling "technician Cyhercrime/Passwords/tlo«, much of your information is online? NA [IRO Excellence in Customer Service, Healthy Homes Lead Paint Sampling Technician It will be held in Des Moines, Iowa on Wed, Thursday and Friday, April 291h, 30th, and May 1st, of 2014. Overtime is not required to attend the training. As part of this three day conference, our 2014 Spring Conference brings together hundreds of housing authority staff CD&R Tour Des Moines. Limited to 44 attendees. Pick up to begin at 8:00 a.m. on Thursday, May 1, departing the Marriott no later than 8:30 a.m. with a tour of the Martin Luther King Jr. neighborhood revitalization efforts/processes with several stops (single family homes) and tour Central Iowa Shelter & Services campus (Project Based Vouchers). Return by 12:00 noon to downtown Marriott. The Waterloo Housing Authority's total cost for meals, hotel and registration is $2047.00 a City vehicle will be used if available. The training will be expensed from funds allocated in the Waterloo Housing Authority's Voucher/ and Public Housing Program budget for training. Therefore, the Housing Authority is requesting the Board's approval of the Staffs attendance to the National Association of Housing Redevelopment Officials Spring Conference. See attachment: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Page 1 of 2 AHR ASSOCIATION OF HOUSING AND itEDFNE ,rursrsr,iy-t C7N iflA.L,S � �Legislative-,riore Home About NAHRO Contact Us Newsletter Priorities I Scholarships Conference Registration Conference Sponsors tt sponsolr ta ksaw haw cir Nkomo* ***tsar C ICH HE Conference Exhibitors 2014 NCRCIlowa NAHRO Annual Conference OWA 2014 NCRC / IA NAHRO Conference Schedule of Events TUESDAY, APRIL 29, 2014 • 5:30pm - Iowa Cubs Game — Scholarship Event WEDNESDAY, APRIL 30, 2014 • 9:O0am - NCRC Board of Directors Meeting • 1 1:30am - Welcome Lunch and Opening Session • 1 2:45pm - Plenary Session • 1:30 pm - Concurrent Sessions • NAHRO Excellence in Customer Service (goes until 4:30) • Fire Safety • Lead Paint Sampling Technician (goes until 4:30) • Cybercrime/Passwords/How much of your information is online (goes until 4 30 ) • 3:15 pm - Concurrent Sessions including (Part 2) • NAHRO Excellence in Customer Service (goes until 4:30) • Healthy Homes • Lead Paint Sampling Technician (goes until 4:30) • Cybercrime/Passwords/How much of your information is online (goes until 430) • 4:30 — 6:30pm - Product & Service Exhibition • 7pm -1 1 pm - Karaoke & Photo Booth Fun — Networking Event THURSDAY, MAY 1, 2014 • 7:00am - Breakfast • 8:O0am - Concurrent Sessions • CD & R Tour Des Moines (goes until noon) CD&R Tour Des Moines. Limited to 44 attendees. Pick up to begin at 8:00 a.m. on Thursday, May 1, departing the Marriott no later than 8:30 a.m. with a tour of the Martin Luther King Jr. neighborhood revitalization efforts/processes with several stops (single family homes) and tour Central Iowa Shelter & Services campus (Project Based Vouchers). Return by 12:00 noon to downtown Marriott. • Nan McKay Rent Calculation for Section 8 and PH (all day) • Human Resource Management — HR Issues for Small PHAs • Fair Housing: KC HUD Panel from Office of PIH, Counsel, and FHEO • Commissioners: Building the Board Team (all day) • 10:15am - Concurrent Sessions • Best Practices Show Case — Preston Prince & Clif Martin • CD & R Tour Des Moines (goes until noon) http://www.ianahro.org/conference/register.cfm 1/9/2014 Page 2 of 2 • Nan McKay Rental Calculation for Section 8 and PH (all day) • CFP Planning — NAHRO • Social Serve • Commissioners: Building the Board Team (all day) • 12:O0pm NCRC Lunch & Annual Meeting 1 :15pm - Concurrent Sessions • Succession Planning • The Fine Art of Branding your HRA — Red House Media • Nan McKay Rent Calculation for Section 8 and PH (all day) • What's Up Washington • Am I covered? • Commissioners: Building the Board Team (all day) • 3:OOpm - Concurrent Sessions • What's up Washington • Succession Planning • Nan McKay Rent Calculation for Section 8 and PH (ail day) • The Fine Art of Branding your HRA — Red House Media • Emerging Leaders • Drugs & Security in Public Housing • Commissioners: Building the Board Team (all day) 4:30 — 6:30pm - Product & Service Exhibition Reception • 6:30pm - Awards Banquet, Dinner, and Entertainment FRIDAY, MAY 2, 2014 • 8:00am - Breakfast IA NAHRO Annual Meeting & Breakfast • 9:O0am - Concurrent Sessions • Executive Director Round Table with Doug Romig, Des Moines & Steven Rackis, Iowa City • Preventative Maintenance • Social Media 101 (Part 1) • Capital Fund Rule — HUD Staff • 10:30am - Concurrent Sessions • PH HUD Roundtable • Section 8 HUD Roundtable • Social Media & Your HRA (Part 2) • Privacy Issues Lod in Lodging is available at the Dowtown Marriott at group conference rates. To make reservations: Des Moines Downtown Marriott, 700 Grand Ave., West Des Moines, Iowa. (515) 245-5500. Special Room rate is $99.00 plus tax. There is a $19 per day parking fee at the hotel. Book your Group rate: Iowa NAHRO Conference online now! If calling, please ask for the Iowa NAHRO room block. NOTE: Room block expires at 5:00 p.m. - Wednesday, April 7, 2014. EIRHA 17600 Commerce Park j Dubuque, IA 52002 1563-556-4166 I 1-800-942-4648 (Iowa Only) Relay Iowa 800-735-2943 http://www.ianahro.org/conference/register.cfm 1/9/2014 Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward] CAROLYN COLE :zra 2 HAROLD GETTY Ward 3 QUENTIN M. HART !yard 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 January 16th, 2014 To: The Honorable Mayor Earnest Clark, and the Waterloo Housing Authority Board From: Ethel Washington, Director RE: Resolution and Authorization to publish the notice of a Public Comment Period This is a written request for authorization to publish a notice of a 45-day Public Comment Period for the Waterloo Housing Authority five —year and annual 2014- 2019 Agency Plan to be published in the Waterloo Courier on Sunday January 26 and 29, 2014. The Agency Plan and related materials will be placed at the City Clerk's Office, the Waterloo Public Library and the Housing Authority's Office for review by the public from January 26 thru March. 21.'t 2014. At a later date, a request will be made to set the date of a Public Hearing at a special board meeting to consider public comments on the Agency Plan. Following the Public Hearing, if there are public comments they will be compiled. The board will consider the public comments as they review the Plan and make revisions as needed. On March 27tt', the Plan will be placed on the board's agenda for approval and submission via the Internet to the Dept. of Housing and Urban Development by no later than April 17tt', 2010. These steps are part of the requirements of Section 511 of the Quality Housing and Work Responsibility Act final rule published October 21, 1998. In addition to the Public Comment provisions described above, the Authority has met with some of the Public Housing and Section 8 residents to get their input on policies described by the Agency Plan. All members of the housing staff have met to provide their input. The written comments of the Authority residents, the staff and the notice to appear in the Waterloo Courier will be available at the Housing Authority for your information. If you have any questions or required additional information, please contact Ethel Washington at 233-0201- CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL MEMBERS DAVID TONES Ward! CAROLYN COTE HAROLD GETTY Ward 3 QUENTIN M. HART Wad 4 RON WELPER Ward BOB GREENWOOD At -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 January 16, 2014 To: Mayor Ernest Clark and Waterloo Housing Authority Board From: Ethel Washington Re: Resolution and approval of Happy Software contract renewal for the Waterloo Housing Authority. The Waterloo Housing Authority is seeking the renewal of their Happy Software contract. Happy Software provides the Waterloo Housing Authority with housing software support. The current support contract will expire on March 31, 2014. The cost of the contract renewal for the year is $10,241.00 half from Public Housing and the other half from the Section-8 prograrn p; this includes support for use of the software license. The cost will be expensed from funds allocated in the Waterloo Housing Authority's Public Housing and voucher program budget (line item 283-13-5452-1520). 5450 The Waterloo Housing Authority is requesting the Board's approval to renew the Happy Software contract for another year. CITY WEBSITE: www.cityofwaterlooiowa.corn WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer December 11, 2013 Ms. Ethel Washington, Executive Director Waterloo Housing Authority 620 Mulberry Street Waterloo, IA 50703 Quote Support Renewal This quote is valid until 1/10/2014. HAPPY Support Renewal Item Waiting List Renewal for 1 Year Occupancy Renewal for 1 Year Payments Renewal for 1 Year Direct Deposit Renewal for 1 Year 1099s & Payment History Renewal for 1 Year FileMTCS Renewal for 1 Year History Renewal for 1 Year FSS Pro Renewal for 1 Year Inspections Renewal for 1 Year Remote Screen Sharing Renewal for 1 Year Work Orders Renewal for 1 Year Tenant Accounts Receivable Renewal for 1 Year 11 Federal Street • Saratoga Springs, NY 12866 (518) 584-4668 • (888) GT HAPPY • Fax (518) 584-5388 vmv. happysoftware.com Price Quantity Price $855.00 1 $855.00 $2097.00 1 $2,097.00 $855.00 1 $855.00 $640.00 1 $640.00 $855.00 1 $855.00 $855.00 1 $855.00 $0.00 1 $0.00 $1391.00 1 $1,391.00 $1144.00 1 $1,144.00 $234.00 1 $234.00 $783.00 1 $783.00 $532.00 1 $532.00 Total HAPPY Support Renewal: Agency is responsible for sales and use tax if applicable. Support Renewal Quote 04/01/2014 - 03/31/2015. Prices subject to change. 12/11/2013 $10,241.00 Total: $10,241.00 Quote Number: 26449 CI HA Name Waterloo HosingAuthorit HA Number IA050 Jan Feb Mar April May June July Aug Sept Oct Nov Dec Jan Feb Mar April May June July Aug Sept Oct Nov Dec Unit Months Unit Months Leased Available (excluding (excluding DVP) DVP) 1,004 1.000 1,007 999 997 991 1,005 1,002 1,001 995 10,001 1,056 1,056 1,056 1,056 1,056 1,056 1.056 1,056 1,056 1,056 10,560 CALENDAR YEAR 2013 LEASING, HAP AND ADMIN FEE UTILIZATION HAP Funding Over/(Under) (excluding Leased DVP) Leasing Percentage -- 94.71 % Admin Fee Earned $ 43,945 44,198 (52) (56) (49) (57) (59) (65) (51) (54) (55) (61) (559) Other Admin Funding (FSS, H/O, Admin Share DVP & Special of Fraud Fees) Recovery $ 1,459 1,458 44,494 44,155 44,070 44,305 44,180 44,053 44,011 43,758 $ 441,171 1,458 2,458 1,458 1,457 1,459 1,458 1.458 $ 14,123 $ 369,786 369,786 369,786 333,258 343,053 343,053 268,093 381,844 335,788 344,438 335,789 335,789 $ 360,640 365,063 363,098 362,144 362,691 370,840 369,584 369,642 366,883 373,383 HAP Cost HAP Share of Imputed OtherHAP Reserve (excluding Fraud FSS Escrow Interest on Adjustments to HAP Increase Reserve HAP Reserve excluding uuud ng DVP) Recovery Forfeitures HAP Reserve HAP Reserve (Decrease) (NRA) Interest $ $ 4,130,463 $ 3,663,968 $ HAP Utilization - 88.71 Interest Income on Admin Fee Reserve $ 3 3 2 3 3 3 4 4 4 4 4,437 4,437 $ XXXXXXXXX XXXXXXXXX XXXXXXXXX XXXXXXXXX xxxxxxxxx XXXXXXXXX xxxxxxxxx XXXXXXXXX XXXXXXXXX xxxxxxxxx XXXXXXXXX )(XXxXXxxx $ 9,146 $ 4,723 $ 6,688 $ (28,886) $ (19,638) $ (23,350) $ (101,491) $ 12,202 $ (31,095) $ (28,945) $ 335,789 $ 335,789 $ 470,932 Funds Expended from Other UNA Adjustments to Admin (Donations & Admin Other Income ExpensesTransfers) Reserve Admin Fee $ 33 $ $ 41,504 55,070 46,871 49,440 72,114 70,733 57,571 46,545 43,708 59,562 $ 543,119 6,150 $ 6,150 $ 3,903 (9,411) (916) (2,824) (26,583) (18,818) (11,928) (1,029) 1,765 (15,800) $ (81,642) $ 2,529,496 2,520,085 2,519,169 2,516,345 2,489,762 2,470,944 2,459,016 2,457,986 2,459,751 2,443,952 2,443,952 2,443,952 xxxxxxxxx 1 $ 184,671 $ 184,671 189,394 189,394 196,082 196,082 167,196 167,196 147,558 147,558 124,208 124,208 22,717 22,717 34,919 34,919 3,824 3,824 (25,121) (25,121) 310,668 310,668 646,457 646,457 XXXXXXXXX xxXXXXXXX For VMS Reporting Total Voucher Cash and Investments Jan $ 2,764,534 Feb 2,762,933 Mar 2,761,765 April 2,735,795 May 2,690,769 June 2,648,774 July 2,538,466 Aug 2,550,712 Sept 2,522,798 Oct 2,552,798 Nov - Dec XXXXXXXXX Average HAP Cost $ 359.20 $ 365.06 360.57 362.51 363.78 374.21 367.75 368.90 366.52 375.26 $ 366.36 HAP Budget Authority HAP Program Reserve held by HUD $ 369,786 369,786 369,786 324,609 343,053 343,053 335,788 335,788 335,788 335,789 335,789 335,789 $ 4,134,804 8,649 8,649 8,649 $ 67,695 $ 21,639 $ 21,639 $ 12,990 $ 12,990 $ 12,990 XXXXXXXXX WATERLOO, IA - VOUCHERS - #185 BANK RECONCILIATION - ACCT. #1111.01 OCTOBER 2013 Balance Per Bank Statement(s) ADD: Deposits in Transit LESS: Outstanding Checks ACCT #10361 Check # Amount Total Outstanding Checks Adjusted Balance Per Bank Balance Per Books LESS: ADJUSTED BALANCE PER BOOKS Check # Cash -Vouchers Cash -Ridgeway Towers Investment ACCT #10379 Check # Amount j"/-,G474O VO PH _ PH Acct#10361: 4189-4201 Acct#10379: N/A Deposit # Acct#10361: 22-29 Acct#10379: 20-26 $ 2,112,864.08 $ 1,605,229.46 $502,706.58 0.00 $4,220,800.12 1,967,112.98 85,069.87 502,706.58 1,659,990.69 5,920.00 $4,220,800.12 NOTES: Dec 31st, 2013 THE WATERLOO HOUSING AUTHORITY'S CURRENT REPORT As of the month of October 2013 the Waterloo Housing Authority has the capacity to serve 1056 Section 8, and 50 ,Public Housing tenants. Ridgeway Towers The Public Housin waitin list consists of a roximately 20 tenants. Out of the 20 only a roximatel 6 are tenants that ualif for Rid ewa Towers most are over income. Section 8 baselines Section 8 lease ups 1056 97 Public Housing lease up Total 50 10200 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 1900-2000 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 30 Remaining on Voucher program 28 Nine have become independent and gone off the Section 8 program completely. 9 RIDGEWAY TOWERS APARTMENTS/ PUBLIC HOUSING Ridgeway Towers are at 100% occupancy in the senior citizens apartments. PUBLIC HOUSING Total available Leased 50 48 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 Dec 2013 0 Number of participants job hunting 15 Number of participants' working/ 35 Number of participants going to school 9 Number of Participants with escrows 25 Total number of escrows paid out to participants 0 Total number of Escrows forfeited 0 Total amount Escrow forfeited 0 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 each month approximately (120 per year). We are not pulling prospective tenants off of the waiting list at this point we are slowing the process until we know what is going on with the budgets. We are billed monthly by other Housing Authorities for tenants that ported/moved out of Waterloo to other cities. We are billing other housing authorities. The numbers that we are being billed for at this time is 22. Beverly, Julie, Wanda and Janet Recertification's approximately 23 per month each Movers approximately 15.5 per month either in town or out of town Complaints inspections approximately 3 per month New leases approximately 11 per month on the average for movers within the city. Tenants going off of the program are approximately 10 per month. We are always playing catch up. Portability port fees are paid out to other housing authorities. . Budgeted $ 4,134,000 million for 2013.