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Home My WebLink About05/17/20127'1 J L AGENDA Waterloo Housing Authority Board Thursday, May 1'TH 2O12 Following The Agenda Meeting Council Chambers, 715 Mulberry Street A. Approval of Agenda B. Approval of minutes from March 22" 2012 as proposed C. Old business D. New business 1. Approval and resolution to accept bid on the replacement of the roof on a shed at Ridgeway Towers. 2. Approval and resolution to accept bid to tuck -point the senior apartment building at Ridgeway Towers 3. Approval to request bids for fee account services 4. Approvals and resolution to subordinate a city of Waterloo Housing Authority loan for 531 Dundee Ave., Waterloo, Iowa. 5. Approval to dispose of old furniture, and destroy tenant files that are older than fives years. 6. Approval to place on file the Housing Authority report including the leasing, HAP and Admin. Fee, utilization report 7. For informational purposes Waterloo Housing evaluation from HUD. Adjourn 1 WATERLOO HOUSING AUTHORITY, Governing Board Minutes March 22, 2012 8:15am Waterloo City Hall — Council Chambers Members Present: Cole, Getty, Jones, Schmitt, Welper, Dillon, Wright, Anderson, Weidner, Washington, Wessels Motioned by Schmitt, seconded by Cole that the Agenda be approved. Ayes: All Motion Carried. Motioned by Cole, seconded by Schmitt that the minutes from the January 19, 2012 meeting be approved. Ayes: All Motion Carried. Motioned by Getty, seconded by Schmitt to accept the FY12 Capitol Funds Grant in the amount $46,822. Ayes: All. Motion carried. Motioned by Cole, seconded by Schmitt to approve Waterloo Public Housing Authority's FY12 Annual Agency Plan. Ayes: All. Motion carried. Motioned by Getty, seconded by Cole to approve the renewal of the FY12 Happy Software service contract for the Waterloo Housing Authority. Ayes: All. Motion carried. Motioned by Schmitt, seconded by Cole to approve the submission of the application for the Family Self Sufficiency Housing Choice Voucher Grant. Ayes: All. Motion carried. Motioned by Getty, seconded by Cole to approve the request to seek bids for the replacement of the roof on a storage shed at Ridgeway Towers. Ayes: All. Motion carried. Motioned by Getty, seconded by Cole to approve the request to seek bids to tick point the building at Ridgeway Towers. Ayes: All. Motion Carried. Motioned by Schmitt, seconded by Cole to approve the purchase of two computers and monitors for the Ridgeway Towers computer lab. Ayes: All. Motion carried. Motioned by Cole, seconded by Schmitt to accept the bid for lawn care services at Ridgeway Towers from Cedar Valley Lawn Care. Ayes: All. Motion carried. Motioned by Wright seconded by Cole to approve the Storm Water Flow Analysis design for Ridgeway Towers. Ayes: All. Motion carried. Motioned by Cole, seconded by Schmitt to place on file the Housing Authority report including the leasing, HAP and Admin Fee utilization report. Ayes: All. Motion carried. Motioned by Schmitt, seconded by Cole to adjourn the meeting. Ayes: All Motion Carried. JW Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 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 May 17th, 2012. To: Mayor Ernest Clark and the Waterloo Housing Authority's Board From: Ethel Washington Re: Approval of bid for shingles and installation of Roof on Shed The Waterloo Housing Authority is requesting the authorization of the board to replace the roof on a detached shed, dispose of debris at Black Hawk County Landfill, install new painted roof edge, install roof felt, install 30 year architectural shingles and clean up and remove all construction materials and debris at Ridgeway Towers (Public Housing complex). Bids were requested from the following companies: Prairie Services, Peters, B&G Builders, Don Gardner construction and Cardinal Construction. The following companies submitted bids, Don Gardner Construction and B&G Builders. Don Gardner Construction Co. Inc. Will install new metal roof edging on the building clean up, remove all construction materials, remove existing shed shingles, remove all of the bad %" O.S.B. sheeting and install new architectural 30-year shingles. Dispose of debris at County Landfill Total price $2,270.00 B&G Builders Remove all of the bad 1/4" O.S.B. sheeting and install new, install 30-year architectural shingles and clean up and remove all construction materials. Remove existing shed shingles and dispose of debris at Black Hawk County Landfill. Total price $ 1,378.00 The overall low bid for the total cost was from B&G Builders. The funds for the services will come from the Ridgeway Towers Operating budget. Therefore, the housing authority recommends approval of the bid from B&G Builders. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affrmalive Action Employer CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Carnegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 May 17th, 2012 Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD At -Large STEVE SCHMITT At -Large To: Mayor Ernest Clark and the WHA Board of Commissioners. From: Ethel Washington, Director Re: Approval to accept bid on tuck -pointing apartment building at 225 W. Ridgeway Towers. Bids were requested from Restoration services, Cardinal Construction, B& B Builders and Bowers Masonry keceived bids from the following company's bid the project: B&B Builders: Grind and tuck point -cracked mortar Grind and tuck -point holes above 1st and 2" stories windows approximately 200-250 Holes. Caulk hairline cracks with clear caulk, stain and caulk hole in brick to match color of brick. Pressure wash area's where there are white stains. All material will be submitted for review to assure a color match. All debris will be picked up at the end of each workday and hauled away at completion of project. Care will be taken to minimize damage to the lawn. Total cost $ 11,200.00 Restoration Services: Grind and tuck -point holes above 1st and 2"d stories windows. Caulk hairline cracks, stain and caulk hole in brick to match color of brick. Pressure wash area's where there are white stains. All material will be submitted for review to assure a color match. All debris will be picked up at the end of each workday and hauled away at completion of project. Care will be taken to minimize damage to the lawn. Total cost $ 6,330.00 The funds for the projects will come from the Ridgeway Towers Capital Fund Budget. The Director of the Housing Authority is requesting the authorization of the board to accept the bid from Restoration services for the Tuck Pointing project. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 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 May 17th, 2012 To: Mayor Ernest Clark and the Waterloo Housing Authority's Board From: Ethel Washington Re: Routine housing fee accounting services in accordance with the HUD Annual contribution contracts (ACC) specifications . The Waterloo Housing Authority is requesting the board's approval to seek bids for fee accountant services. The Waterloo Housing Authority is seeking the services to contract a firm to perform housing accounting services as are requested under the Annual contribution contracts made by and between the Housing Authority and the Department of Housing and Urban Development, (hereunder called "HUD") and such principles, standards, classification and description of accounts as may be prescribed. Fee accountant will perform all operations necessary to maintain General Ledger and Subsidiary ledgers for the Authority; and to prepare, maintain or furnish, as applicable the financial reports and forms. Public Housing HUD Budget Preparation Section 8 HUD Budget Preparation and other services as needed that are not included in monthly fee. The authority will request the following from the firm the monthly fee for each of the programs Public Housing and Section 8, Capital Funds, Family Sufficiency and other services as needed. The Waterloo Housing Authority Director is requesting the board's approval to obtain proposals for the above services. 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 COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 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 May 17111, 2012 Mayor Ernest Clark and the Waterloo Housing Authority's Board From: Ethel Washington RE: Subordination Agreements for 531 Dundee Ave, Waterloo, Iowa. The Waterloo Housing Authority received a request from Veridian Credit Union to subordinate the City's position on a $812. 51 Forgivable down payment loan to Second place (or same position as old loan). The balance on the loan is $162.50. This loan was given to the Ms. Miller through the Waterloo Housing Authority's Down Payment Program. Approval of the subordination requests will enable Ms. Miller to refinance her first mortgage at Veridian to lower the interest rate from 6.25% to 3.125%. Enclosed is the Subordination Agreements for execution by the Chairperson of the Waterloo Housing Authority's board. See Attachment: EMW CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer SUBORDINATION AGREEMENT The City of Waterloo, Iowa, acting by and through the WATERLOO HOUSING AUTHORITY, makes this Agreement WHEREAS, Kelly A. Miller, is refinancing certain real estate, which is commonly known as 531 Dundee Ave, Waterloo, Iowa. Legal described as follows: Lot 79 And The South '/ f Lot 78, First Addition To Galloway In The City of Waterloo, Black Hawk County, Iowa. WHEREAS, said Kelly A. Miller received a Mortgage loan from the City dated December 6th, 2007 and filed for record on January 15th, 2008 in City Lot Mortgage Book 2008014103, WHEREAS, this Mortgage loan secures the sum of $812.51 but provides that said Mortgage loan will be forgiven by the City if said KELLY A MILLER retains legal possession of this property for a period of five years from the date of the Mortgage; and WHEREAS, the City is willing to subordinate this Mortgage interest to a new Mortgage loan to be given by said KELLY A. MILLER to Veridian Community Credit Union. Now, therefore, in consideration of the mutual benefits accruing to the City and Kelly A. Miller, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, it is hereby declared, understood and agreed as follows: 1. That the Mortgage securing the Note in favor of Veridian Community Credit Union. shall unconditionally be and remain at all times a lien or charge on the real estate described herein, prior and superior to the lien of the Mortgage to the City, which was given by KELLY A. MILLER, dated December 6, 2007 and filed for record January 15th, 2008, in City Lot Mortgage Book 2008014103. 2. That the Mortgage executed by KELLY A. MILLER to the City, is and shall be subject both in lien and payment to the Mortgage dated 12/06/2007, made by KELLY A. MILLER to Bank of America and the lien of said latter Mortgage shall not be affected or impaired by judicial sale under a judgment recovered under the Mortgage given to the City, but any such sale shall be expressly subject to the lien of the Mortgage dated December 6th, 2007 to Bank of America. Subordination Agreement dated this 2012 in Waterloo, Iowa. CITY OF WATERLOO, IOWA acting by and through the WATERLOO HOUSING AUTHORITY Robert Greenwood State of Iowa, County of Black Hawk ss: On this , before me, a Notary Public in and for the State of Iowa, personally appeared Robert Greenwood to me personally known and, who being by me duly sworn, did say that he is the Chairperson of the City of Waterloo's Housing Authority Board of Commissioners, and that said Robert Greenwood, by authority of the City of Waterloo Housing Authority's board of commissioners, acknowledges the execution of this instrument to be the voluntary act and deed of said Board of Commissioners, by it voluntarily executed. Notary Public in and for the State of Iowa My Commission Expires: Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY 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) 291-4288 May 17th, 2012 To: Mayor Ernest Clark and Waterloo Housing board of commissioners From: Ethel Washington Re: Approval to dispose of items that are of no value and to destroy files that are five years or older. The Waterloo Housing Authority has a floor model TV, Leaf cart with vacuum and old refrigerator with no value on the inventory list. The items above hold no monetary value. The housing authority is also requesting the authority to destroy files that are five years or older. The Waterloo Housing Authority's. Director is requesting the board's approval to dispose of the above items. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer NOTES: March 26th, 2012 THE WATERLOO HOUSING AUTHORITY'S CURRENT REPORT As of the week of January 30`h, 2012 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 17 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 987 X Public Housing lease up 50 Total 1037 X 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 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 x 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 Total FSS Participants on program 55 Number of graduates April 2012 0 Number of participants job 15 Number of participants' working/ 40 Number of participants going to school 10 Number of Participants with escrows 37 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: Roof on the building will be replaced in the near future. 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 10-15 tenants going off the program each month approximately (120 per year). We pull approximately 35-40 prospective tenants off of the waiting list on a by - monthly basis for lease ups. We are billed monthly by other Housing Authorities for tenants that ported/moved out of Waterloo to other cities. Working on the underground detention pond, Roof on shed and tuck pointing the Ridgeway Towers building. Housing Authority Name Waterloo Housing Authority HA Number January February March April May June July August September October November December January February March April May June July August September October November December Unit Months Leased (excluding DVP) IA050 Unit Months Available (excluding DVP) Over/(Under) Leased 977 969 971 1,056 1,056 1,056 (79) (87) (85) 2,917 3,168 Leasing Percentage -- 92.08% Admin Fee Eamed $ 53,026 (251) Other Admin Funding (FSS, H/O, Admin Share DVP & Special of Fraud Fees) Recovery 52,843 52,773 $ 158,641 $ CALENDAR YEAR 2012 LEASING, HAP AND ADMIN FEE UTILIZATION HAP Funding HAP Cost (excluding DVP) (excluding DVP) HAP Share of Fraud Recovery FSS Escrow Forfeitures Imputed Interest on HAP Resery Other Adjustments to HAP Reserve Increase HAP Reserve $ 365,142 $ 358,402 $ - $ 595 $ 2 $ - $ 7,337 $ 161,213 365,142 359,123 - 2 - 6,022 167,235 365,142 358,982 - - 2 - 6,162 173,397 - - - - 173,397 - - - - - - 173,397 - - - - - 173,397 - - - - 173,397 - - - - - 173,397 - - - - 173,397 - - - - 173,397 - - - - - - - 173,397 - - 173,397 $ 1,095,426 $ 1,076,506 $ - $ 595 $ 6 $ - $ 19,521 xxxxxxxxx HAP Utilization -- 98.27% Interest Income on Admin Fee Reserve Other Income Admin Expenses Funds Expended from UNA Other (Donations & Adjustments to Transfers) Admin Reserve Admin Fee $ 5 $ - $ 57,194 $ - $ - $ (4,164) $ 2,585,684 4 - 55,055 - - (2,208) 2,583,476 4 - 59,665 - - (6,888) 2,576,588 - 2,576,588 - 2,576,588 - - - - - 2,576,588 - - - - - - 2,576,588 - - 2,576,588 - - - - - 2,576,588 - - - 2,576,588 _ - - - - 2,576,588 - - - - 2,576,588 $ 13 $ - $ 171,914 $ - $ - $ (13,260) xxxxxxoo( January February March April May June July August September October November December Average HAP Cost $ 366.84 $ 370.61 $ 369.70 $ 369.05 Total Voucher Cash and Investments $ 2,793,366 2,791,943 2,776,864 $ 8,362,173 Mayor BUCK CLARK COUNCIL MEMBERS DAVID JONES Ward I CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 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 May 17th, 2012 To: Mayor Ernest Clark and the Waterloo Housing Authority's Board From: Ethel Washington, Director Re: Waterloo Housing Authority high performance evaluation from HUD The Public Housing Assessment System (PHAS) is designed to serve as an oversight tool that will effectively measure the performance of Public Housing Agencies. Public Housing Authorities (PHA) are measured using HUD standards that are objective and uniform. To facilitate this objective, HUD has structured Public Housing Assessment System PHAS to evaluate four major areas. HUD also conducted a Section 8 Management Assessment Program (SEMAP) review in 2011. This review of WHA policies and performance in managing the Section 8 program (which provides rent subsidies to low-income and developmentally disabled families and individuals) indicated an extremely well run program that has also earned the agency a High Performer designation for 8+-years in a row. Using a points system, the extensive standardized review measured the performance of our agency in 14 areas such as proper selection of applicants from waiting lists, sound determination of reasonable rents, accurate verification of family income and timely housing inspections. Achieving High Performer status often means national recognition by HUD. Furthermore, this designation confirms that the Waterloo Housing Authority is an excellent steward of the resources entrusted to it by the public. This is also a valuable tool to help the housing authority assess their performance as well. See attached report. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer U. S. Department of Housing and Urban Development OFFICE OF PUBLIC AND INDIAN HOUSING REAL ESTATE ASSESSMENT CENTER Report Date: 1/17/2012 Public Housing Assessment System (PHAS) Score Report for Interim Rule Physical Financial Management Capital Fund Late Penalty Points PHAS Total Score PHAS Designation Initial PHAS score issued date: 2/17/2012 36 40 25 25 25 25 10 10 0 96 100 High Performer 1. FASS Score before deductions 2. Audit Penalities Total Financial Score Unrounded (FASS Score - Audit Penalties) 25.00 25.00 25.00 25.00 Timeliness of Fund Obligation: 1. Timeliness of Fund Obligation 2. Timeliness of Fund Obligation Points Occupancy Rate: 3. Occupancy Rate % 4. Occupancy Rate Points Total Capital Fund Score (Fund Obligation + Occupancy Rate): Notes: 1. The scores in this Report are the official PHAS scores of record for your PHA. PHAS scores in other systems are not to be relied upon and are not being used by the Department. 2. Due to rounding, the sum of the PHAS indicator scores may not equal the overall PHAS score. 3. "0" FASS Score indicates a late presumptive failure. See §§ 902.60 and 902.92 of the Interim PHAS rule. 4. "0" Total Capital Fund Score is due to score of "0" for Timeliness of Fund Obligation. See the Capital Fund Scoring Notice. 5. PHAS Interim Rule website - http://www.hud.gov/offices/reac/products/prodphasintrule.cfm 100 5 10 5 10