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Home My WebLink About09/19/2013WATERLOO HOUSING AUTHORITY BOARD Thursday, September 19th, 2013 8:15 or following the agenda meeting *****Council Chambers, 715 Mulberry Streets A. Approval of Agenda B. Approval of minutes from July 18, 2013 as proposed C. Old business D. New business 1. Approval travel of staffs attendance to an IAHO conference and training to Hawkeye Community College. 2. Approval of travel request for staffs attendance to Director's Meeting in Charles City, Iowa. 3. Approval and Resolution to accept a 2013 Capital Fund Grant from HUD for Rehabilitation and Modernization at Ridgeway Towers. 4. Approvals to accept a bid from Schaefer Tree Service to trim trees at Ridgeway Towers and haul away debris. 5. Approval of National Association of Housing Redevelopment Officials Membership 6. Approval to dispose of Public Housing/Section 8 tenant files that are withdrawn or terminated that are five years old. 7. Approval and Resolution of the use of WHA's HUD Administrative Fee Reserves to cover a Housing Assistance program (HAP) shortfall of approximately $ 60,000.00 due to the Sequestration. 8. Approval to place on file the Housing Authority report including the leasing, HAP report Adjourn WATERLOO HOUSING AUTHORITY, Governing Board Minutes July 18, 2013 8:20am Waterloo City Hall — Council Chambers Members Present: Schmitt, Welper, Getty, Jones. Waterman, Dillon, Anderson, Weidner, Washington, and Wessels Motioned by Welper, seconded by Getty that the Agenda and the minutes from the May 16, 2013 meeting be approved. Ayes: All Motion Carried. Motioned by Welper, seconded by Getty to approve following Agenda items: 1. Approval and Resolution for Beverly Cosby to travel to Minneapolis, MN for HQS Training. 2. Approval and Resolution for Ethel Washington to travel to Charles City to attend Director's Meeting 3. Approval to obtain RFP's for elevator service at Ridgeway Towers 4. Approval to obtain RFP's to trim trees and haul away debris at Ridgeway Towers. All. Motion carried. Motioned by Waterman, seconded by Welper to approve the following agenda items: 1. Approval of 2013 HUD Section 8 Management Assessment Program annual Evaluation (SEMAP) report. 2. Approval and Resolution of an amended HUD update of the Waterloo Housing Authority Section 8 Administrative plan. 3. Approval to accept RFP from Schumacher Elevator for maintenance service for Ridgeway Towers elevator. 4. Approval to place on file the Housing Authority report including the leasing & HAP report. Ayes: All Motion carried. Motioned by Getty, seconded by Dillon to adjourn the meeting. Ayes: All Motion Carried. JW Mayor BUCK CLARK CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie_ Annex • Waterloo, iA 50703 0 (1 S) 233-0201 Fax (319) 291-4288 September 19th, 2013 To: Mayor Clark and the Waterloo Housin T Board From: Ethel Washington, Director COUNCIL RE: Travel Request Authorization to attend IAHO training MEMBERS DAVID JONES Ward / CAROLYN COI F _ HAROLD GETTY Ward 3 QUENTIN M. HART {Yard 4 RON WEEPER tt and 5 BOB GREENWOOD Al -Large STEVE SCHMITT Al -Large The Waterloo Housing Authority request the board's approval of the attached travel requests for John Lenius, housing Inspector to attend the Iowa Association of Housing Officials (IAI-IO) Training. The Inspector will attend the training on Wednesday, Thursday and Friday. The Iowa Association of Housing Officials (IAHO) training is held at Hawkeye Community College, in Waterloo, Iowa on October 2, 3, and 4'h, 2013. The certification will provide information on healthy home inspections. All Inspectors are encouraged to attend the certification classes. The course will focus on health aspects as they are related to housing. Topics to be covered include; Understanding Biological Contaminants and allergens, cleaning and Reduction Recommendations for allergens, Volatile Organic Compunds, and Inspector Safety, related terminology and basic knowledge of what you are looking for to conduct inspections. IAHO's purpose is to provide a vehicle for the development, discussion and dissemination of housing inspection programs and processes; promotion of knowledge, ethical standards and competency of individuals and agencies engaged in housing inspections; and to encourage uniformity in code interpretation and enforcement. The above listed benefits will not only help you to become a better inspector, but will add to your Knowledge base by increasing your inspection knowledge The cost involving all staff attending training is $300.00 ; costs associated with this request will be paid from the FEDERALLY FUNDED Public I -lousing and housing Choice Voucher funds budget allocated for travel. Overtime will not be necessary. If you should have any questions, please contact me at 233-0201. EW: jw See Attachments: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Waterloo Community Development Attn: Mark Boesen 620 Mulberry Street Waterloo, IA 50703 'Act IAHO SiiitrIU CONFERENCE CERTIFICATION & RECERTIFICATION October 2, 3 & 4, 2013 Wanda Hi11-Doris Waterloo Housing Authority 620 Mulberry St. Waterloo, IA 50703 THE DETAILS: Conference reservations should be made with Tracy Schmidt, Hawkeye Community College, Center for Community Services, 5330 Nordic Dr, Cedar Falls, IA 50613, or call Tracy at 319-296-4005. Pre -registration is required and all registrations must be accompanied by a check or money order. All checks/money orders need to be made out to: Hawkeye Community College and mailed to 5330 Nordic Drive, Cedar Falls, IA 50613 c/o Tracy Schmidt Send to address above with name, social security number, organization and phone. All classes are held at Hawkeye Community College, Tama Hall; Waterloo, Iowa If you are not a member, please join our association. Contact Mark Boesen at Waterloo Comr' --=fv Development, 620 Mulberry Street, Waterloo, IA 50703. Or call 319-291-4^19. T1 'site address is: www.iaho.org Circle all courses being taken. COURSES: Healthy Homes Discussion Self Defense Training Round Table Discussion Health Module Health Module (cont.) COST FOR CONFERENCE: Healthy Homes Discussion w/Self-Defense Training October 2, 2013 October 3, 2013 October 4, 2013 8 am — 4:30 pm 8:30 am — 4:30 pm 8:30 am — 12 pm $150.00 — IAHO Members $200.00 — Non Members Health — Certification & Re -certification Health — Certification & Re -certification $150.00 — IAHO Members $200.00 — Non -Members Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES N''ard L CAROLYN COLL HAROLD GETTY Ward 3 QUENTIN M. HART Fl and 4 RON WELTER 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 a (319') 233-0201 Fax (319) 291-4288 September 18th, 2013 To: Mayor Ernest Clark and th WHA Board From: Ethel Washington RE: Acceptance and Approval to send staff to a Directors Meeting. Director is requesting approval of the Board to attend a meeting in Charles City on September 18th, 2013. The meeting will focus on some of the many of the vulnerabilities in the housing industry along with procedures, policies, and regulations that cause the most problems for agencies. The meeting is September 18th, 2013 in Charles City, Iowa. Overtime is not required to attend this workshop. The cost for lunch is $12.00. The meeting is funded through the Waterloo Housing Authority's Section 8 Federally Funded grant set aside for training. The Housing Authority' Director is requesting the board's approval of the staff's attendance to the Director's meeting. See attachment: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer ETHEL WASHINGTON From: Heidi Nielsen <cchra@mchsi.com> Sent: Monday, August 26, 2013 8:11 AM To: Cathy Burtness; Deb Bullerman; ETHEL WASHINGTON; Jeanie Heimer; Jon Harvey; Laura Olson; Michael Benning; Toni Rewoldt Subject: Next Meeting Good Morning, We have our next meeting scheduled for September 18, 2013 at 9:30. Please let me know whether or not you will be able to attend. The last meeting for 2013 is scheduled for November 20th 1-t e.Lc ,G N i e,L .w Ex-ecut ,e D vv'ector Chavie,zCity 1fGn.t4G49/ 501 Cedar Terra. 50-u h, Cha.rle4,City, IA 50616 641-228 -6661 i mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES W4rdI CAROI,FN COLE HIAROLD GIiFLY Ward 3 QUENTIN M. HART bard 4 RON WELDER Ward BOB GREENWOOD Al -large Si EVE SCHMIT1' At -Large CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Muieer i Sty. et. Carnegie Annex • Waterloo. !A 50703 ' +; 283-0201 Fax ('319) 291-4288 Sept 19`h, 2013 To: Mayor Ernest Clark and WHA Board From: Ethel Washington, Director (i Subject: Public Housing Authority Board Resolution Approving Agreement of a FY2013 Capital Fund Program Grant with the Department of Housing and Urban Development. The Waterloo Housing Authority (WHA) received notice of a Capital Fund grant of $45,153.00 through a letter on August 2013. The purpose of the funding is to perform modernization projects on Ridgeway Towers, examples of these improvements are: windows, kitchen cabinets, etc. However, the method of funding is a formula allocation. The Housing Authority's share was calculated on the basis of current information available in HUD's data system regarding the age of the units, the condition, the number of bedrooms and the total number of units. The Capital fund budget that is submitted can be revised at any time during the next four years and need to be expended during the next four years ( two years to obligate and two years to expend) for a range of projects from operating expenses at Ridgeway Towers (administration, operations, etc and other projects). The Housing Authority is required to conduct meetings between the Housing residents and staff; conduct an audit within nine months of their fiscal year and need to develop a HUD required housing plan between November and April of each year. With the help of the tenants the current Capital Fund Program and future funding priorities is a part of the planning process. The Waterloo Housing Authority's Director is seeking the board's approval to accept the 2013 Capital Fund Grant. Attachment CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer 2013 Capital Fund Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions Contract (form HUD-53012) U.S. Department of Housing and Urban Development Office of Public and Indian Housing Whereas, (Public Housing Authority) Waterloo Housing Authority IA050 (herein called the "PHA") and the United States of America, Secretary of Housing and Urban Development (herein called "HUD") entered into Consolidated Annual Contributions Contract(s) ACC(s) Numbers(s) KC-3047 dated 11/15/1995 Whereas, HUD has agreed to provide CFP assistance, upon execution of this Amendment, to the PHA in the amount to be specified below for the purpose of assisting the PHA in carrying out capital and management activities at existing public housing developments in order to ensure that such developments continue to be available to serve low-income families. HUD reserves the right to provide additional CFP assistance in this FY to the PHA. HUD will provide a revised ACC Amendment authorizing such additional amounts. $ $45,153.00 for Fiscal Year 2013 to be referred to under Capital Fund Grant Number IA05P05050113 PHA Tax Identification Number (TIN): On File DUNS Number: On File Whereas, HUD and the PHA are entering into the CFP Amendment Number Now Therefore, the ACC(s) is (are) amended as follows: 1.The ACC(s) is (are) amended to provide CFP assistance in the amount specified above for capital and management activities of PHA developments. This amendment is a part of the ACC(s). 2. The capital and management activities shall be carried out in accordance with all HUD regulations and other requirements applicable to the Capital Fund Program. 3. (Check one) a y For Non -qualified PHAs: /� (i) In accordance with the HUD regulations, the Annual PHA Plan has been adopted by the PHA and approved by HUD, and may be amended from time to time. The capital and management activities shall be carried out as described in the CFP Annual Statement/Performance and Evaluation Report (HUD-50075.1). OR (ii) If the Annual PHA Plan has not been adopted by the PHA and approved by HUD, the PHA may use its CFP assistance under this contract for work items contained in its CFP-Five-Year Action Plan (HUD-50075.2), before the Annual PHA Plan is approved. b. For Qualified PHAs: (i) The CFP Annual Statement/Performance and Evaluation Report (HUD-50075.1) has been adopted by the PHA and verified by HUD. The capital and management activities shall be carried out as described therein. OR (ii) If the CFP Annual Statement/Performance and Evaluation Report has not been adopted by the PHA and/or verified by HUD, the PHA may use its CFP assistance under this contract for work items contained in its approved CFP 5-Year Action Plan (HUD-50075.2), before the CFP Annual Statement/Performance and Evaluation Report is adopted by the PHA and verified by HUD. For cases where HUD has approved a Capital Fund Financing Amendment to the ACC (CFF Amendment attached), HUD will deduct the payment for amortization scheduled payments from the grant immediately on the effective date of this CFP Amendment. The payment of CFP funds due per the amortization schedule will be made directly to a designated trustee (Trustee Agreement attached) within 3 days of the due date. Regardless of the selection above, the 24 month time period in which the PHA must obligate this CFP assistance pursuant to section 90)(1) of the United States The PHA acknowledges its responsibility for adherence to this amendment. The parties have executed this Amendment, and it will be effective 9/9/2013. This is the date on which CFP assistance becomes available to the PHA for obligation. Housing Act of 1937, as amended, (the "Act") and 48 month time period in which the PHA must expend this CFP assistance pursuant to section 9(j)(5) of the Act starts with the effective date of this CFP amendment (the date on which CFP assistance becomes available to the PHA for obligation). Any additional CFP assistance this FY will start with the same effective date. 4. Subject to the provisions of the ACC(s) and paragraph 3. and to assist in the capital and management activities. HUD agrees to disburse to the PHA or the designated trustee from time to time as needed up to the amount of the funding assistance specified herein, 5. The PHA shall continue to operate each development as low-income housing in compliance with the ACC(s), as amended, the Act and at HUD regulations for a period of twenty years after the last disbursement of CFP assistance for modernization activities for any public housing or portion thereof and for a period of forty years after the last distribution of CFP assistance for development activities for any public housing and for a period of ten years following the last payment of assistance from the Operating Fund to the PHA. However, the provisions of Section 7 of the ACC shall remain in effect for so long as HUD determines there is any outstanding indebtedness of the PHA to HUD which arose in connection with any development(s) under the ACC(s) and which is not eligible for forgiveness, and provided further that, no disposition of any development covered by this amendment shall occur unless approved by HUD. 6. The PHA will accept all CFP assistance provided for this FY. If the PHA does not comply with any of its obligations under this Amendment and does not have its Annual PHA Plan approved within the period specified by HUD, HUD shall impose such penalties or take such remedial action as provided by law. HUD may direct the PHA to terminate all work described in the Capital Fund Annual Statement of the Annual PHA Plan. In such case, the PHA shall only incur additional costs with HUD approval. U.S. Department of Housing and Urban Development By Date: 7. Implementation or use of funding assistance provided under this Amendment is subject to the attached corrective action order(s). (mark one) : Yes )( No 8. At a public housing development level and in the format and frequency established by HUD, the PHA is required to report on all Capital Fund grants awarded that have not closed, including information on the installation of energy conservation measures. PHA Executive Director By Date: Title Title Previous versions obsolete form HUD-52840-A 03/04/2003 Mayor BUCK CLARK COUNCIL MEMBERS CITY OF WATERLOO, IOWA o WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 September 19th, 2013 To: Mayor Ernest Clark and Waterloo Housing Board. From: Ethel Washington Qi Re: Approval for trimming and manicuring the trees on the lot at Ridgeway 'lowers. Following is the criteria. D AVID JONES • Carefully selecting and trimming limbs and removing inferior ones Ward / • Remove all shoots (unless they have the potential for becoming good limbs) CARD YN • Effect separation between trees and or other plants for their mutual benefit COEF: • removal of debris from the lot and yard from trimmings • Elimination of large dead andmedium size branches HAROLD • Selection of key dominant limbs and elimination of the competing inferior GETTY Limbs Ward • Removal of sprouts on the main trunk and in the main branches and any necessary lifting off of the buildings QUENTIN M. HART 14ard4 Schaeffer Tree Service: Price 1500.00 RON Planetary Tree Service: NA WELDER Ward 5 Four Seasons Tree Service: NA BOB Twin City Tree Service NA GREENWOOD At -Large SIEVE SCHMITT At -Large The successful bidder understands the Waterloo I -lousing Authority shall cancel this arrangement with a thirty (30) day notice, if the Authority has knowledge that all conditions as stated in this bid request have not been fulfilled. The funds for the service will be taken from the Ridgeway Towers budget Fund 283 Activity 5450. The low bid for the total cost of the service was from Schaefer Tree Service. Therefore, the authority recommends approval of the bid from Schaefer Tree Service. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES bard 1 C.AROLYN HAROLD G ETTY Ward 3 QUENTIN M. IIART chard 4 RC)N WELPER Ward BOB GREENW '0!) 4i-Large SIEVE SCHMITT 47-Large CITY OF WATERLOO, IOWA E�FR ,t aP °if WATERLOO HOUSING AUTHORITY 'e 1/4 620 MulGetry Strut_ Carnegie Annex • Waterloo, [A S0703 4 (' E<) 233-0201 Fax (319) 291-4288 Date: July 24th, 2013 Waterloo, Iowa The Waterloo Housing Authority is requesting bids for the following services. The services WHA would require are as follows: TREE TRIMMING • Carefully selecting and promoting dominant limbs by removing inferior ones • Remove all shoots (unless they have the potential for becoming good limbs) • Effect separation between trees and or other plants for their mutual benefit • removal of debris from trimming • Elimination of large dead and medium size dead branches • Selection of key dominant limbs and elimination of the competing inferior Limbs • Removal of sprouts on the main trunk and in the main branch unions and any necessary lifting off the buildings BID PRICE /3 00 •-si f O5 ").bsi/IL /6o . 4 The bidder proposes to meet or exceed the above specifications for the total price quoted. Bids that do not meet or exceed the minimum specifications, as determined by the Authority, shall be rejected. All bid prices, upon submission of the bidder, are recognized by the Authority and the Accounting Service firm to be irrevocable for the minimum of thirty (30) calendar days from the date of Bid Opening. BID PROCEDURE The Procurement policy dictates that the Waterloo Housing Authority will accept the lowest responsible bid or whose bid meets or exceeds minimum specifications and whose contract proposal offers the greatest value to the Authority considering price, technical, or other factors. The bids will be opened at the Waterloo Housing Authority's office on August 30th at 1 pm. The project will be awarded on Sept. 19th, 2013 after board approval. Notice to proceed will be issued after the awarding of the project. Please label the envelope RIDGEWAY TOWERS TREES. However, the bidder understands that the Authority reserves the right to reject any bid that is either not considered responsible or not most advantageous to the Authority. Contract good for Three years. T e Wat aoo Housing Authority reserves the ri ht to reject any and all bids. = - mot- ti, yam, LLC- Ly: (Signre pca5 Prmted Name u..)rva Title Contracting officer and administrator Name of Company By Signature Printed Name Title Contracting officer and administrator CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward! CAROLYN COLF? II -aid HAROL.D GETLY Ward 3 QUENTIN M HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT AI -Large CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4286 Date: September 18th, 2013 To: Mayor Ernest Clark and the Waterloo Housing Authority Board From: Ethel Washington, Director Re: Renewal of the National Association Of Housing Redevelopment Officials Board Membership The Waterloo -Housing Authority is requesting the Board's approval of the Membership to National Association of Housing Redevelopment Officials Board. (NAHRO). For more than 60 years the National Association of Housing and Redevelopment Officials have fought to secure needed housing and community development programs and have represented the concerns of its members effectively. Today, NAHRO continues to champion the needs of all people —to be adequately housed and for their right to live in decent neighborhoods in thriving cities and towns. NAHRO's accomplishments and services clearly demonstrate their effectiveness as a leading advocate of decent, affordable housing. The NAHRO membership dues are $1225.00 annually and may include 12 associates. The membership will be funded through the Waterloo Housing Authority's FEDERALLY FUNDED Voucher budget. Therefore, the Housing Authority is requesting the approval of the board to renew the National Association of Housing Redevelopment Officials (NAHRO) Board membership. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL. MEMBERS DAVID .ONES Ward t CAROLYN trard HAROLD GETTY Ward 3 QUENTIN M. HART Hard 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 a ;319j 233-0201 Fax (319) 291-4288 September 19th, 2013 To: Mayor Ernest Clark and the Waterloo Housing Authority's Boar 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. Waterloo Housing Authority will not dispose of financial files until HUD/Finance. EMW: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward I CAROLYN COLE IFi.rd HAROLD GETfY Ward QUENTIN M. HART 6'ard 4 RON WELPER Ward 5 BOB GREENWOOD AI -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • "19) 233-0201 Fax (319) 291-4288 September 18th, 2013 To: Mayor Ernest Clark, Waterloo Housingoard Copy to Sherri Muller, HUD finance Subject: Resolution and approval to use Section 8 Administrative Fee Reserve to cover Housing Assistance Program (HAP) shortfall. A request is made on behalf of the City of Waterloo's Housing Authority, the use of the Section 8 Administrative Fee reserves for the purpose of sending an overage of HAP to HUD for the actual families participating on the Section 8 housing program. Half of the families with vouchers are seniors or people with disabilities, and many are families with children. These households typically have incomes well below the poverty line and cannot afford decent housing without assistance. Because of the sequestration cuts in HAP funding some of these families will go without assistance and will face extreme hardship, such as having to live in emergency shelters. We will utilize these funds if approved to pay the overage of actual HAP use for some of the Section 8 families we serve; the funds are set -a -side and the priority is to assist the Waterloo Housing Authority's Voucher families. The funds that are requested is approximately $63,000 from the WHA Section 8 Administrative Reserves which is approximately $21,000 per month for October, November and December of 2013. If you have questions on the above please contact me at 319-233-0201 Sincerely, Wat .o ousing Authority Ethel Washington, Director CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer 2 DUCKS &SCHWARTZ HUD ACCOUNTING & CONSULTING SERVICES July 23, 2013 Ethel Washington Executive Director Waterloo Housing Authority 620 Mulberry Street Waterloo, IA 50703 Dear Ethel. TOM LOUCKS RICK SCHWARTZ www.housingaccountant.com Enclosed please find your computer printout and bank reconciliation for the month ofJune 2013 for the following project: PUBLIC HOUSING SECTION 8 — VOUCHERS Year -to -Date Residual Receipts (or Deficit) & Operating Reserve Balance as ofJune 30, 2013 Low Rent Public Housing Residual Receipts* ($37,384.81) Operating Reserve* * $1,606,069.48 Housing Choice Vouchers ($99,777.62) $2,464,793.76 *Residual Receipts is the amount remaining after all income earned during the current year is used to pay current year expenses. If the amount is in parenthesis, current year expense exceeds current year income. **Operating Reserve is the cumulative amount of Residual Receipts since the date that the Housing Program first started its specific purpose in serving the community. If you have any questions concerning the above, please feel free to contact us. Thank you! LOUCKS & SCHWARTZ tf TONYAILANCHARD tonya@louckscpas.com P.O. Box 501 • Nappanee, Indiana 46550-0501 Phone: 574-773-2321 • Fax: 574-773-2461 • Email: rick@louckscpas.com HA Name Waterloo Housing Authority 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 Leased (excluding DVP) Unit Months Available (excluding DVP) Over/(Under) 1,004 1,056 -_ -- (52) 1,000 1,056 (56) 1,007 1,056 (49) 999 1,056 (57) 997 1,056 (59) 991 1,056 (65) 5,998 6,336 (338) Leasing Percentage -- 94.67% Other Admin Funding (FSS, H/O, Admin Fee DVP & Special Earned Fees) Admin Share of Fraud Recovery CALENDAR YEAR 2013 LEASING, HAP AND ADMIN FEE UTILIZATION HAP Funding (excluding DVP) $ 369,786 369,786 369,786 333,258 343,053 343,053 $ 360,640 365, 063 363,098 362,143 362,691 368,838 HAP Reserve HAP Cost HAP Share of Imputed Other HAP Reserve (NRA) (excluding Fraud FSS Escrow Interest on Adjustments to Increase HAP Reserve excluding DVP) Recovery Forfeitures HAP Reserve HAP Reserve (Decrease) (NRA) Interest 4,437 xxxxxxxxx xxxxxxxo( xx)o(xxXXx xx 00C<X1 x xxxxxxxxx x1Coo(xXo0( b00c000(x $ 9,146 $ 4,723 $ 6,688 $ 184,671 $ (28,885) $ (19,638) $ (21,347) $ 189,393 196,082 167,196 147,558 126,211 126,211 $ 184,671 189,393 196,082 167,196 147,558 126,211 126,211 Average HAP Cost $ 359.20 $ 365.06 $ 360.57 $ 362.51 $ 363.78 $ 372.19 HAP Budget Authority HAP Program Reserve held by HUD $ 369,786 $ 8,649 369,786 $ 8,649 369,786 $ 8,649 324,609 343,053 343,053 xxxxxx)Sxx xxxxxxxxx $ 126,211 126,211 126,211 126,211 $ 2,128,722 $ 2,182,473 $ 4,437 Xo0axxxxx >00000000< $ $ $ (49,314) 126,211 126,211 126,211 126,211 126,211 126,211- xt00000(xx $ $ 363.87 HAP Utilization -- 102.53% Interest Income on Admin Fee Reserve Other Income Admin Funds Expended from Other UNA Adjustments to (Donations & Admin Admin Fee $ 43,945 $ 1,459 $ - $ 3 $ - $ 41.504 $ - $ - $ 3,903 $ 2,529,496 44,198 1,458 - 3 - 55,070 - (9,411) 2,520,085 44,494 1,458 - 2 - 46,871 - - (916) 2,519,169 44,155 2.458 - 3 - 49,440 - (2,824) 2,516,345 44,070 1,458 - 3 - 72,1''4 - (26,583) 2,489,762 44,305 1,457 - 3 - 70,733 - - (24,968) 2,464,794 - - - - - 2,464,794 2,464,794 2,464,794 2,464,794 2,464,794 " - - 2,464,794 $ 265,168 $ 9,748 $ - $ 17 $ - $ 335,733 $ - $ - $ (60,800) xxxt000(xrx Jan Feb Mar April May June July Aug Sept Oct Nov Dec For VMS Reporting Total Voucher Cash and Investments $ 2,764,534 2,762,933 2,761,765 2,735,795 2,690,769 2,648,774 xxxxxxxxx $ 2,120,073 xxxxxxxlo( Balance Per Bank Statement(s) ADD: Deposits in Transit WATERLOO, IA - VOUCHERS - #185 BANK RECONCILIATION - ACCT. #1111.01 JUNE 2013 Cash -Vouchers $ 2,290,190.51 Cash -Ridgeway Towers $ 1,578,959.81 Investment $502,689.76 LESS: Outstanding Checks ACCT #10361 ACCT #10379 Check # Amount Check # Amount 4148 9,471.65 4149 19.95 Total Outstanding Checks 9,491.60 Adjusted Balance Per Bank $4,362,348.48 Balance Per Books LESS: VO 1111.01 $ 2,146,084.13 VO1165 $ 73,664.87 VO 1162 $502,689.76 PH 1111.01 $ 1,633,269.72 PH 1114 $ 6,640.00 ADJUSTED BALANCE PER BOOKS $4,362,348.48 Check # Acct#10361: 4136-4139 Acct#10379: N/A Deposit # Acct#10361: 96-104 Acct#10379: 83-92 NOTES: August 31st, 2013 THE WATERLOO HOUJSING AUTHORITY'S CURRENT REPORT As of the week of January 30"', 2012 the Waterloo Housing Authority has the capacity to serve 1056 Section 8, and 50 Public Housing tenants. Hiring a bookkeeper for housing on September 16th, 2013. Ridgeway Towers The Public Housing waiting list consists of approximately 15 tenants. Out of the 15 only 2 are tenants that qualify for Ridgeway Towers as they are under 55 years old or over income. A tenant may be terminated for violations of the program. Section 8 baselines 1056 Section 8 lease ups 1000 Public Housing lease up 50 Total 1050 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 1959 Applicants. The waiting list is still approximately 31/2- 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 27 Remaining on Voucher program 19 Nine have become independent and gone off the Section 8 program completely. RIDGEWAY TOWERS APARTMENTS/ PUBLIC HOUSING Ridgeway Towers are at 100% occupancy in the senior citizens apartments. PUBLIC HOUSING Total available Leased 50 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 47 Number of graduates May 2013 1 Number of participants job hunting 15 Number of participants' working/ 35 Number of participants going to school 9 Number of Participants with escrows 36 Total number of escrows paid out to participants 1 Total number of Escrows forfeited 0 Total amount Escrow forfeited 0 RIDGEWAY Towers projects in progress. Future Project: Detention system was installed in November of 2011 will tie a couple of punch list items ends this spring. 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 1.4-16 tenants going off the program each month approximately (180 per year). We pull approximately 35 to 40 prospective tenants off of the waiting list on a by- monthly basis for lease ups. We are slowing the process until we know what is going on with the sequestration. We are billed monthly by other Housing Authorities for tenants that ported/moved out of Waterloo to other cities. The numbers for that as of this month are 17. Working on the underground detention pond is in process and will be completed in the Spring. Beverly, Julie, Wanda and Janet Recertification's approximately 23 per month 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. Tenants going off of the program are approximately 16 per month. We are always playing catch up. Portability port fees are paid out to other housing authorities 1000 x 44.85 =44,450.00 administrative fee. Some of those fees go back out to other housing authorities for our portability's to other cities. Budgeted $ 4,134,000 million