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HomeMy WebLinkAbout11/17/20111 AGENDA WATERLOO HOUSING AUTHORITY BOARD Thursday, November 17th, 2011 8:15 or following the agenda meeting Council Chambers, 715 Mulberry Street A. Approval of Agenda B. Approval of minutes from September 29,2011 as proposed C. Old business C. New business 1. Approval and Resolution of contract agreement between the city of Waterloo Housing Authority and Robinson Engineering Company. 2. Approval of bid from WBC to replace Gate Valve at Ridgeway Towers 3. Approval of compensation information to HUD and to conduct comparability analysis: Notice issued from HUD August 2011. 4. Approval to place on file the Housing Authority report including the leasing, HAP and Admin. Fee, utilization report Adjourn 1 WATERLOO HOUSING AUTHORITY, Governing Board Minutes September 29, 2011 Waterloo City Hall — Council Chambers Members Present: Greenwood, Getty, Welper, Jones, Hart, Dillon, Wright, Anderson, Weidner, Washington, and Wessels Motioned by Getty, seconded by Hart, that the Agenda and minutes from the July 21, 2011 meeting be approved. Ayes: All Motion Carried. OLD BUSINESS Motioned by Getty, seconded by Hart to approve and make a resolution of the HUD SEMAP Evaluation Report. Ayes: All Motion Carried. NEW BUSINESS Motioned by Hart, seconded by Getty to approve the following Travel Requests" Gladys Rainey, Coretta Crawley, Julie Snider and Wanda Dorris to attend "Undoing Racism" Training, October 19th thru 21 st Ned Deberg and John Lenius to attend IAHO Training for certification on October 5th thru 7di Ethel Washington to attend Directors meeting in Charles City on November 16t Ayes: All. Motion carried. Motioned by Getty, seconded by Hart to accept the bid from Cedar Valley Used Appliance Sales and Service to purchase 49 used stoves from Ridgeway Towers. Ayes: All Motion carried. Motioned by Hart, Seconded by Getty to approve and accept the wellness contract from The Training Center for the tenant exercise program at Ridgeway Towers. Ayes: All. Motion carried. Motioned by Getty, seconded by Hart to accept a bid from BK Tile to replace and retil.e the shower liners on 5 handicapped bathrooms at Ridgeway Towers. Ayes: All. Motion carried. Motioned by Wright, seconded by Welper to table the Bids Approval for the Storm Water Study at Ridgeway Towers until next meeting. Ayes: All. Motion carried. Motioned by Getty, seconded by Hart to approve and accept the bid for Operation Threshold to manage the Family Self Sufficiency program for 2 years. Ayes: All. Motion carried. Motioned by Getty, seconded by Hart to approve and make resolution to accept the revised Public Housing Operation Budget for Ridgeway Towers. Ayes: All. Motion carried. Motioned by Hart, seconded by Getty to approve and amend the Section 8 policy regarding Dept owed. To allow for a "Statute of Limitation" time frame of 10 years. Ayes: All. Motion carried. Motioned by Getty, seconded by Hart to seek bids to repair the Gate Valve and isolate water to the Ridgeway Towers building. Ayes: All. Motion carried. Motioned by Hart, seconded by Getty to place on file the Housing Authority report including the leasing, HAP and Admin Fee utilization report. Ayes: All. Motion carried. Motioned by Getty, seconded by Hart to adjourn the meeting. Ayes: All Motion Carried. JW Mayor BUCK CLARK CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Camegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 November 17th, 2011 TO: Mayor Ernest Clark and the WHA Governing Board COUNCIL MEMBERS FROM: Ethel Washington, Director RE: Acceptance of standard form of agreement between the City Of Waterloo- Waterloo DAVID Housing Authority and Robinson engineering for storm water assessment and design. JONES Ward I Following is an agreement made as of November 1, 2011 between the City of Waterloo — CAROLYN Waterloo Housing Authority ("OWNER") and Robinson Engineering Company COLE ("ENGINEER"). Ward 2 HAROLD GETTY Ward 3 OWNER intends to have Robinson Engineers complete a storm water assessment and design at the city of Waterloo Housing Authority's Ridgeway Towers property located at 225 W. Ridgeway in Waterloo, Iowa (the "Project"). QUENTIN M. ENGINEER is to perform for or furnish to OWNER professional engineering and related HART services in all phases of the Project to which this Agreement provides. ENGINEER shall Ward 4 serve as Owner's prime design professional and engineering representative. RON WELPER Note: Price was decreased by $ 5,700.00; new price is $12,300.00 with Ward 5 project cost breakdown and timeline remaining the same. BOB GREENWOODI.he Waterloo Housing Authority is requesting the board's approval to accept the At -Large STEVE SCHMITT At -Large contract/agreement for the above project presented by Robinson Engineering Company. See attachment: CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer STANDARD FORM OF AGREEMENT BETWEEN THE CITY OF WATERLOO — Waterloo Housing Authority AND ROBINSON ENGINEERING COMPANY FOR PROFESSIONAL SERVICES THIS IS AN AGREEMENT made as of November 1, 2011 between the City of Waterloo — Waterloo Housing Authority ("OWNER") and Robinson Engineering Company ("ENGINEER"). OWNER intends to complete a stormwater assessment and design at the Waterloo Housing Authority Ridgeway Towers property located at 225 W. Ridgeway in Waterloo, Iowa (the "Project"). OWNER and Engineer in consideration of their mutual covenants herein agree in respect of the performance or furnishing of professional engineering services by ENGINEER with respect to the Project and the payment for those services by OWNER as set forth below. Execution of this Agreement by ENGINEER and OWNER constitutes OWNER's written authorization to ENGINEER to proceed on the date first above written with the first phase of the Basic Services described in Section 2 below and as further set forth in Exhibit A, "Further Description of Basic Engineering Services and Related Matters" ("Exhibit A") and in the other exhibits listed in Section 9 below. This agreement will become effective on the date first above written. Page 1 of 13 SECTION 1 — GENERAL 1.1 Standard of Care. ENGINEER shall perform for or furnish to OWNER professional engineering and related services in all phases of the Project to which this Agreement applies as hereinafter provided. ENGINEER shall serve as OWNER's prime design professional and engineering representative for the Project providing professional engineering consultation and advice with respect thereto. ENGINEER may employ such ENGINEER's Consultants as ENGINEER deems necessary to assist in the performance or furnishing of professional engineering and related services hereunder. ENGINEER shall not be required to employ any ENGINEER's Consultants unacceptable to ENGINEER. The standard of care for all professional engineering and related services preformed or furnished by ENGINEER under this Agreement will be the care and skill ordinarily used by members of ENGINEER'S profession practicing under similar conditions at the same time and in the same locality. ENGINEER makes no warranties, express or implied, under this Agreement or otherwise, in connection with ENGINEER's services. 1.2 Coordination with Other Documents It is the intention of the parties that the Standard General Conditions will be used as the General Conditions for the Project and that all amendments thereof and supplements there to will be generally consistent there with. Except as otherwise defined herein, the terms which have an initial capital letter in this Agreement and are defined in the Standard General Conditions will be used in this Agreement as defined in the Standard General Conditions. The term "defective" will be used in this Agreement as defined in the Standard General Conditions. 1.3 Definitions Wherever used in this Agreement the following terms have the meanings indicated which are applicable to both the singular and plural thereof: 1.3.1 Additional Services. Additional Services means the services to be performed for or furnished to OWNER by ENGINEER described in Section 3 of this Agreement. Page 2 1.3.2 Agreement. Agreement means this Standard Form of Agreement between OWNER and ENGINEER for Professional Services including those exhibits listed in Section 9 of this Agreement. 1.3.3 Basic Services. Basic Services means the services to be performed for or furnished to OWNER by ENGINEER described in Section 2 of this Agreement. 1.3.4 Construction Cost. Construction Cost means the total cost to OWNER of those portions of the entire Project designed or specified by ENGINEER. Construction Cost does not include ENGINEER's compensation and expenses, the cost of land, rights - of -way, or compensation for or damages to properties, or OWNER's legal, accounting, insurance counseling or auditing services, or interest and financing charges incurred in connection with the Project or the cost of other services to be provided by others to OWNER pursuant to Section 4 of this Agreement. Construction Cost is one of the items comprising Total Project Costs. 1.3.5 Contractor. Contractor means the person or entity with whom OWNER enters into a written agreement covering construction work to be performed or furnished with respect to the Project. 1.3.6 ENGINEER's Consultant. ENGINEER's Consultant means a person or entity having a contract with ENGINEER to perform or furnish Basic or Additional Services as ENGINEER's independent professional associate or consultant engaged directly on the Project. 1.3.7 Reimbursable Expense. Reimbursable Expenses means the expenses incurred directly in connection with the performance or furnishing of Basic and Additional Services for the Project for which OWNER shall pay ENGINEER as indicated in Exhibit B, "Payments to Engineer for Services and Reimbursable Expenses" ("Exhibit B"). 1.3.9 Standard General Conditions. Standard General Conditions means the Standard General Conditions of the Construction Contract (No. 1910-8) (1990 Edition) of the Engineers Joint Contract Documents Committee. 1.3.10 Total Project Costs. Total Project Costs means the sum of the Construction Cost, allowances for contingencies, the total costs of design professional and related services provided by ENGINEER and (on the basis of information of 13 furnished by OWNER) allowances for such other items as charges of all other professionals and consultants, for the cost of land and rights -of -way, for compensation for or damages to properties, for interest and financing charges and for other services to be provided by others to OWNER under paragraph 4.4, 4.5 and 4.7 through 4.14, inclusive. SECTION 2 - BASIC SERVICES OF ENGINEER 2.1 Study and Report Phase. Upon this Agreement becoming effective, ENGINEER shall: 2.1.1 Consult with OWNER to understand OWNER's requirements for the Project and review available data. 2.1.2 Advise OWNER as to the necessity of OWNER'S providing or obtaining from others data or services of the types described in paragraph 4.4 which are not part of ENGINEER'S Basic Services, and assist OWNER in obtaining such data and services. 2.1.3 Identify and analyze requirements of governmental authorities having jurisdiction to approve the portions of the Project designed or specified by ENGINEER with whom consultation is to be undertaken in connection with the Project. 2.1.4 Evaluate various alternate solutions available to OWNER as describe in Exhibit A, and, after consultation with Owner, recommend to OWNER those solutions which in ENGINEER's judgment best meet OWNER's requirements for the Project. 2.1.5. Prepare a report (the "Report") which will contain the statement of OWNER's requirements for the Project and, as appropriate, will contain schematic layouts, sketches and conceptual design criteria with appropriate exhibits to indicate the considerations involved and those alternate solutions available to OWNER which ENGINEER recommends. This Report will be accompanied by ENGINEER's opinion of Total Project Costs for each solution which is so recommended for the Project, including the following which will be separately itemized: opinion of probable Construction Cost, allowances for contingencies and for the estimated total costs of design professional and related services provided by ENGINEER and, on the basis of information furnished by OWNER, allowances for other items and services included within the definition of Total Project Costs. 2.1.7. Revise the Report in response to OWNER's comments, as appropriate, and furnish final copies of the Report in the number set forth in Exhibit A. 2.1.8. Submit the Report within the stipulated period indicated in Exhibit A. 2.1.9. ENGINEER'S services under the Study and Report Phase will be considered complete at the earlier of(1) the date when the Report has been accepted by OWNER or (2) thirty days after the date when such Report is delivered to OWNER for final acceptance, plus in each case such additional time as may be considered reasonable for obtaining approval of governmental authorities having jurisdiction to review the portions of the Project designed or specified by ENGINEER, if such approval is to be obtained during the Study and Report Phase. The duties and responsibilities of ENGINEER during the Study and Report Phase as set forth in this paragraph 2.1 are amended and supplemented as indicated in Exhibit A. SECTION 3 - ADDITIONAL SERVICES OF ENGINEER 3.1 Additional Services Requiring Authorization in Advance. If authorized in writing by OWNER, ENGINEER shall furnish or obtain from others Additional Services of the types listed in paragraph 3.1.1 through 3.1.19, inclusive, as amended and supplemented as indicated in Exhibit A. These services are not included as part of Basic Services except to the extent otherwise provided in Exhibit A. These services will be paid for by OWNER as indicated in Section 6. 3.1.1. Preparation of applications and supporting documents (in addition to those furnished under Basic Services) for private or governmental grants, loans or advances in connection with the Project; preparation or review of environmental assessments and impact statements; review and evaluation of the effect on the design requirements of the Project of any such statements and documents prepared by others; and assistance in obtaining approvals of authorities having jurisdiction over the anticipated environmental impact of the Project. 2.1.6. Furnish the Report to and review it with Owner. Page 3 of 13 3.1.2. Services to make measured drawings of or to investigate existing conditions or facilities, or to verify the accuracy of drawings or other information furnished by OWNER. 3.1.3. Services resulting from evaluation by ENGINEER during the Study and Report Phase at OWNER's request of alternative solutions in addition to those specified in Exhibit A. 3.1.4. Services resulting from significant changes in the scope, extent or character of the portions of Project designed or specified by ENGINEER or its design requirements including, but not limited to, changes in size, complexity, OWNER's schedule, character of construction or method of financing; and revising previously accepted studies, reports, Drawings, Specifications, or Contract Documents when such revisions are required by changes in laws, rules, regulations, ordinances, codes or orders enacted subsequent to the preparation of such studies, reports, Drawings, Specifications, or Contract Documents, or are due to any other causes beyond ENGINEER's control. 3.1.5. Services resulting from facts revealed about conditions: 3.1.5.1 which are different from information about such conditions that OWNER previously provided to ENGINEER under paragraph 4.4 and upon which ENGINEER was entitled to rely; or 3.1.5.2. as to which OWNER had responsibility to provide information under paragraph 4.4 is such information was not previously provided. 3.1.6. Providing renderings or models for OWNER's use. 3.1.7. Preparing documents for alternate bids requested by OWNER for Contractor's work which is not executed or documents for out -of -sequence work. 3.1.8. Undertaking investigations and studies including, but not limited to, detailed consideration of operations, maintenance and overhead expenses; the preparation of feasibility studies, cash flow and economic evaluations, rate schedules and appraisals; assistance in obtaining financing for the Project; evaluating processes available for licensing and assisting OWNER in obtaining process licensing; detailed quantity surveys of materials, equipment and labor; and audits or inventories required in connection with construction performed by OWNER. 3.1.9. Furnishing services of ENGINEER's Consultants for other than Basic Services; and furnishing data or services of the types described in paragraph 4.4 when OWNER employs ENGINEER to provide such data or services in lieu of furnishing the same under paragraph 4.4. 3.1.10. Services attributable to a variation in the number of prime contracts from the number specified in Exhibit A for work designed or specified by ENGINEER. 3.1.11. Services during out-of-town travel required of ENGINEER other than visits to the site or OWNER's office as required by Section 2. 3.1.12. Preparing for, coordinating with, participating in and responding to structured independent review processes, including, but not limited to, Construction Management, Cost Estimating, Project Peer Review, Value Engineering and Constructability Review requested by OWNER; and performing or furnishing services required to revise studies, reports, Drawings, Specifications or Contract Documents as a result of such review processes. 3.1.13. Determining the acceptability of substitute materials and equipment proposed during the Bidding or Negotiating Phase when substitution prior to the award of contracts is allowed by the Bidding Documents. 3.1.14. Providing field surveys for design purposes, engineering surveys and staking to enable Contractor to proceed with its work, and any type of property surveys or related engineering services needed for the transfer of interests in real property; and providing other special field surveys. 3.1.15. Preparation of operating, maintenance and staffing manuals to supplement Basic Services under paragraph 2.6.3. 3.1.16. Preparing to serve or serving as a consultant or witness for OWNER in any litigation, arbitration or other legal or administrative proceeding involving the Project (except for assistance in consultations which is included as part of Basic Services under paragraph 2.1.3 and 2.3.2). Page 4 of 13 3.1.17. Providing more extensive services required to enable ENGINEER to issue notices or certifications requested by OWNER under paragraph 4.12. 3.1.18. Other additional services performed or furnished by ENGINEER in connection with the Project, including services which are to be furnished by OWNER under Section 5, and services not otherwise provided for in this Agreement. SECTION 4 - OWNER'S RESPONSIBILITIES Except as otherwise provided in Exhibit A, OWNER shall do the following in a timely manner so as not to delay the services of ENGINEER and shall bear all costs incident thereto: 4.1. Designate in writing a person to act as OWNER's representative with respect to the services to be performed or fumished by ENGINEER under this Agreement. Such person will have complete authority to transmit instructions, receive information, interpret and define OWNER's policies and decisions with respect to ENGINEER's services for the Project. 4.2. Provide all criteria and full information as to OWNER's requirements for the Project, including design objectives and constraints, space, capacity and performance requirements, flexibility and expendability, and any budgetary limitations; and furnish copies of all design and construction standards which OWNER will require to be included in the Drawings and Specifications. 4.3. Assist ENGINEER by placing at ENGINEER's disposal all available information pertinent to the Project including previous reports and any other data relative to design or construction of the Project. 4.4. Furnish to ENGINEER, as requested by ENGINEER for performance of Basic Services or as required by the Contract Documents, the following: 4.4.1. data prepared by or services by others, including without limitation explorations and tests of subsurface conditions at or contiguous to the site, drawings of physical conditions in or relating to existing surface or subsurface structures at or contiguous to the site, or hydrographic surveys; 4.4.2. the services of an independent testing laboratory to perform all inspections, tests and approvals of samples, materials and equipment prior to Page 5 of and after installation, or to evaluate the performance of materials, equipment and facilities of OWNER, prior to specification, and during construction; 4.4.3. appropriate professional interpretations of all the foregoing; 4.4.4. environmental assessments, audits, investigations and impact statements, and other relevant environmental or cultural studies as to the Project, the site and adjacent areas; 4.4.5. field surveys for design purposes and property, boundary, easement, right-of-way, topographic and utility surveys or data, including relevant reference points; 4.4.6. property descriptions; 4.4.7. zoning, deed and other land use restrictions; and 4.4.8. other special data or consultations not covered in Section 2. OWNER shall be responsible for, and ENGINEER may rely upon, the accuracy and completeness of all reports, data and other information furnished pursuant to this paragraph. ENGINEER may use such reports, data and information in performing or furnishing services under this Agreement. 4.5. Provide, as required by the Contract Documents, engineering surveys and staking to enable Contractor to proceed with the layout of the work, and other special field surveys. 4.6. Provide official letter stating reason for access requests. ENGINEER will be responsible for getting final permission for access during project. 4.7. Examine all alternate solutions, studies, reports, sketches, Drawings, Specifications, proposals and other documents presented by ENGINEER (including obtaining advice of an attorney, insurance counselor and other consultants as OWNER deems appropriate with respect to such examination) and render in writing decisions pertaining thereto. 4.8. Provide approvals and permits from all governmental authorities having jurisdiction to approve the portions of the Project designed or specified by ENGINEER and such approvals and consents from others as may be necessary for completion of such portions of the Project. 13 4.9. Provide, as may be required for the Project: 4.9.1. accounting, bond and financial advisory, independent cost estimating and insurance counseling services; 4.9.2. such legal services as OWNER may require or ENGINEER may reasonably request with regard to legal issues pertaining to the Project, including any that may be raised by Contractor; and 4.9.3. such auditing services as OWNER may require to ascertain how or for what purpose Contractor has used the moneys paid on account of the Contract Price. 4.10. Provide such inspection or monitoring services by an individual or entity other than ENGINEER as OWNER may desire to verify: 4.10.1. that Contractor is complying with any law, rule, regulation, ordinance, code or order applicable to Contractor's performing and furnishing the work; or 4.10.2. that Contractor is taking all necessary precautions for safety of persons or property and complying with any special provisions of the Contract Documents applicable to safety. ENGINEER does not undertake in this Agreement to perform the services referred to in 4.10.1 and 4.10.2 above. The identity of any individual or entity employed to perform such services and the scope of such services will be disclosed to ENGINEER. 4.11. Advise ENGINEER of the identity and scope of services of any independent consultants employed by OWNER to perform or furnish services in regard to the Project, including, but not limited to, Construction Management, Cost Estimating, Project Peer Review, Value Engineering and Constructability Review. If OWNER designates a person or entity other than, or in addition to, ENGINEER to represent OWNER at the site, OWNER shall define and set forth in an exhibit that is to be mutually agreed upon and attached to and make a part of this Agreement before such services begin, the duties, responsibilities and limitations of authority of such other party and the relation thereof to the duties, responsibilities and authority of ENGINEER. ENGINEER will be requested to provide to OWNER or third parties in connection with the financing or completion of the Project. OWNER and ENGINEER shall reach agreement on the terms of any such requested notice or certification and OWNER shall authorize such Additional Services as are necessary to enable ENGINEER to provide the notice or certification requested under this paragraph. 4.13. If more than one prime contract is to be awarded for work designed or specified by ENGINEER, designate a person or entity to have authority and responsibility for coordinating the activities among the various prime contractors, and define and set forth the duties, responsibilities and limitations of authority of such person or entity and the relation thereof to the duties, responsibilities and authority of ENGINEER in an exhibit that is to be mutually agreed upon and attached to and made a part of this Agreement before such services begin. 4.14. Furnish to ENGINEER data or estimated figures as to OWNER's anticipated costs for services to be provided by others for OWNER (such as services pursuant to paragraph 4.4, 4.5 and 4.7 through 4.14, inclusive) and other costs of the types referred to in paragraph 2.1.5 so that ENGINEER may make the necessary calculations to develop and periodically adjust ENGINEER's opinion of Total Project Costs. 4.15. Attend the pre -bid conference, bid opening, preconstruction conferences, construction progress and other job related meetings and Substantial Completion and final payment inspections. 4.16. Give prompt written notice to ENGINEER whenever OWNER observes or otherwise becomes aware of any development that affects the scope or time of performance or furnishing of ENGINEER'S services, or any defect or nonconformance in ENGINEER's services or in the work of any Contractor. 4.17. Furnish, or direct ENGINEER to provide, Additional Services as stipulated in paragraph 3.1 of this Agreement or other services as required. 4.12. Prior to the commencement of the Construction Phase, notify ENGINEER of any variations in the language of the Notice of Acceptability of Work, or of any notice or certification other than such Notice that Page 6 of 13 SECTION 5 - TIMES FOR RENDERING SERVICES 5.1. ENGINEER's services and compensation under this Agreement have been agreed to in anticipation of the orderly and continuous progress of the Project through completion of the Construction Phase. Unless specific periods of time or specific dates for providing services are specified in this Agreement, ENGINEER's obligation to render services hereunder will extend for a period which may reasonably be required for the design, award of construction contracts, construction and initial operation of the Project including extra work and required extensions thereto. 5.2. If in this Agreement specific periods of time for rendering services are set forth or specific dates by which services are to be completed are provided and if such periods of time or dates are changed through no fault of ENGINEER, the rates and amounts of compensation provided for herein shall be subject to equitable adjustment. If OWNER has requested changed in the scope, extent or character of the Project, the time of performance of ENGINEER's services shall be adjusted equitably. 5.3. If OWNER fails to give prompt written authorization to proceed with any phase of services after completion of the immediately preceding phase, or if the Construction Phase has not commenced within the stipulated period identified in this Agreement after completion of the Final Design Phase or does not proceed in an orderly and continuous progression, ENGINEER may, after giving seven days' written notice to OWNER, suspend serviced under this Agreement. 5.4. If ENGINEER'S services for design or during construction of the Project are delayed or suspended in whole or in part by OWNER: 5.4.1. for more than three months through no fault of ENGINEER, ENGINEER shall be entitled to equitable adjustment of rates and amounts of compensation provided for elsewhere in this Agreement to reflect, among other things, reasonable costs incurred by ENGINEER in connection with such delay or suspension and reactivation and the fact that the time for performance under this Agreement has been revised; or 5.4.2. for more than one year through no fault of ENGINEER, or if ENGINEER for any reason is required to render Construction Phase services more than one year after Substantial Completion is achieved, the rates and amounts of compensation provided for elsewhere in this Agreement will be subject to equitable adjustment to reflect, among other things, changes in the various elements that comprise such rates of compensation. 5.5. In the event that the work designed or specified by ENGINEER is to be performed or furnished under more than on prime contract, or if ENGINEER'S services are to be separately sequenced with the work of one or more prime contractors (such as in the case of fast -tracing), OWNER and ENGINEER shall, prior to commencement of the Final Design Phase, develop a schedule for performance of ENGINEER'S services during the Final Design, Bidding or Negotiating and Construction Phases in order to sequence and coordinate properly such services as are applicable to the work under such separate prime contracts. This schedule is to be prepared and included in Exhibit A whether or not the work under such contracts is to proceed concurrently. SECTION 6 - PAYMENTS TO ENGINEER FOR SERVICES AND REIMBURSABLE EXPENSES 6.1. Method of Payment for Services and Expenses of ENGINEER. 6.1.1. For Basic Services, OWNER shall pay ENGINEER for Basic Services performed or furnished under Section 2 on the basis set forth in Exhibit B. 6.1.2. For Additional Services. OWNER shall pay ENGINEER for Additional Services performed or furnished under Section 3 on the basis set forth in Exhibit B. 6.1.3. For Reimbursable Expenses. In addition to payments provided for in paragraph 6.1.1 and 6.1.2, OWNER shall pay ENGINEER for Reimbursable Expenses incurred by ENGINEER and ENGINEER's Consultants as set forth in Exhibit B. The amount payable for Reimbursable Expenses will include a factor to the extent so indicated in Exhibit B. 6.2. Other Provisions Concerning Payments. 6.2.1. Preparation of Invoices. Invoices for Basic and Additional Services and Reimbursable Expenses will be prepared in accordance with ENGINEER's standard invoicing practices and will be submitted to OWNER by ENGINEER at least monthly. The amount billed for Basic Services and Additional Services in each invoice will be calculated on the Page7of 13 basis set forth in Exhibit B. Invoices are due and payable on receipt. 6.2.2. Unpaid Invoices. If OWNER fails to make any payment due ENGINEER for services and expenses within thirty days after receipt of ENGINEER'S invoice therefore, the amount due ENGINEER will be increased at the rate of 1.5% per month (or the maximum rate of interest permitted by law, if less) from said thirtieth day; and, in addition, ENGINEER may, after giving seven days' written notice to OWNER, suspend services under this Agreement until ENGINEER has been paid in full all amounts due for services, expenses and charges. Payments will be credited first to interest and then to principal. In the event of a disputed or contested billing, only that portion so contested may be withheld from payment, and the undisputed portion will be paid. 6.2.3. Payments Upon Termination 6.2.3.1. Termination by OWNER for Cause. In the event of termination by OWNER for cause under paragraph 8.1.1: 6.2.3.1.1. Upon the completion of any phase of Basic Services, progress payments due ENGINEER in accordance with this Agreement for all such services performed or furnished by ENGINEER and ENGINEER's Consultants through the completion of such phase will constitute total payment for such services. ENGINEER also will be paid for all unpaid Additional Services and unpaid Reimbursable Expenses. 6.2.3.1.2. During any phase of the Basic Services, ENGINEER also will be paid for such services performed or furnished in accordance with this Agreement by ENGINEER during that phase through the date of termination on the basis specified in Exhibit B. ENGINEER also will be paid for the charges of ENGINEER's Consultant employed to perform or furnish Basic Services to the extent such services have been performed or furnished in accordance with this Agreement through the effective date of the termination. ENGINEER also will be paid for all unpaid Additional Services and unpaid Reimbursable Expenses. 6.2.3.2. Termination by OWNER for Convenience. In the event of termination by OWNER under paragraph 8.1.2: performed or furnished by ENGINEER and ENGINEER's Consultant through the completion of such phase will constitute total payment for such services. ENGINEER also will be paid for all unpaid Additional Services and unpaid Reimbursable Expenses, and for termination expenses under subparagraph 6.2.3.2.3 below. 6.2.3.2.2. During any phase of Basic Services, ENGINEER also will be paid for such services performed or furnished by ENGINEER during that phase through the date of termination on the basis specified in Exhibit B. In addition, ENGINEER will be paid for the charges of ENGINEER's Consultants employed to perform or furnish Basic Services through the effective date of the termination. ENGINEER also will be paid for all unpaid Additional Services and unpaid Reimbursable Expenses, and for termination expenses under subparagraph 6.2.3.2.3 below. 6.2.3.2.3. In the event of termination by OWNER for convenience during or at completion of any phase of Basic Services, OWNER shall pay ENGINEER's reasonable expenses directly attributable to termination in accordance with rates applicable to the various categories of Additional Services measured from the date of termination, including other fair and reasonable sums for overhead and profit, and costs of terminating contracts with ENGINEER's Consultants. 6.2.3.3. Termination by ENGINEER for Cause. In the event of termination by ENGINEER for cause under paragraph 8.1.1, ENGINEER shall be entitled to receive compensation calculated as set forth in paragraph 6.2.3.2. 6.2.4. Records of ENGINEER 's Costs. Records of ENGINEER's costs pertinent to ENGINEER's compensation under this Agreement will be kept in accordance with generally accepted accounting practices. Copies will be made available to OWNER at cost on request prior to final payment for ENGINEER's services. SECTION 7 — OPINIONS OF COST OMITTED 6.2.3.2.1. Upon the completion of any phase of Basic Services, progress payments due ENGINEER in accordance with this Agreement for all such services Page 8 of 13 SECTION 8 - GENERAL CONSIDERATIONS 8.1. Termination. The obligation to provide further services under this Agreement may be terminated: 8.1.1. For cause, 8.1.1.1. by either party upon thirty days' written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. Notwithstanding the foregoing, this Agreement will not terminate as a result of such substantial failure if the party receiving such notice begins, within seven days of receipt of such notice, to correct its failure to perform and proceeds diligently to cure such failure within no more than thirty days of receipt thereof; provided, however, that if and to the extent such substantial failure cannot be reasonably cured within such thirty0day period, and if such party has diligently attempted to cure the same and thereafter continued diligently to cure the same, then the cure period provided from herein shall extend up to, but in no case more than, sixty days after the date of receipt of the notice. 8.1.1.2. by ENGINEER: 8.1.1.2.1. upon seven days' written notice if ENGINEER believes that ENGINEER is being requested by OWNER to furnish or perform services contrary to ENGINEER's responsibilities as a licensed design professional; or 8.1.1.2.2. upon seven days' written notice if the ENGINEER's services for design or during the construction of the Project are delayed or suspended for more than ninety days for reasons beyond ENGINEER's control. 8.1.1.2.3. In the case of termination under this paragraph 8.1.1.2, ENGINEER shall have no liability to OWNER on account of such termination. 8.1.2. For convenience, by OWNER effective upon the receipt of notice by ENGINEER. 8.2. Reuse of Documents. All documents including Drawings and Specifications provided or furnished by ENGINEER (or ENGINEER's Consultants) pursuant to this Agreement Page 9 of are instruments of service in respect of the Project, and ENGINEER and ENGINEER's Consultants, as appropriate, shall retain an ownership and property interest therein (including the right of reuse by and at the direction of ENGINEER and ENGINEER's Consultants, as appropriate) whether or not the Project is completed. OWNER may make and retain copies for information and reference in connection with the use and occupancy of the Project by OWNER and others; however, such documents are not intended or represented to be suitable for reuse by OWNER or others on extension of the Project or on any other project. Any such reuse without written verification or adaptation by ENGINEER and ENGINEER's Consultants, as appropriate, for the specific purpose intended will be at OWNER's sole risk and without liability or legal exposure to ENGINEER, or to ENGINEER's Consultants, and OWNER shall indemnify and hold harmless ENGINEER and ENGINEER's Consultants from all claims, damages, losses and expenses including attorneys' fees arising out of or resulting therefrom. Any such verification or adaptation will entitle ENGINEER to further compensation at rates to be agreed upon by OWNER and ENGINEER. 8.3. Insurance. 8.3.1. ENGINEER shall procure and maintain insurance for protection from claims under workers' compensation acts, claims for damages because of bodily injury including personal injury, sickness or disease or death of any and all employees or of any person other than such employees, and from claims or damages because of injury to or destruction of property including Toss of use resulting therefrom. ENGINEER shall list OWNER as an additional insured on ENGINEER's general liability insurance policy. 8.4. Controlling Law. This Agreement is to be governed by the law of the principal place of business of ENGINEER. 8.5. Successors and Assigns. 8.5.1. OWNER and ENGINEER each is hereby bound and the partners, successors, executors, administrators and legal representatives of OWNER and ENGINEER (and to the extent permitted by paragraph 8.5.2 the assigns of OWNER and ENGINEER) are hereby bound to the other party to 13 this Agreement and to the partners, successors, executors, administrators and legal representatives (and said assigns) of such other party, in respect of all covenants, agreements and obligations of this Agreement. 8.5.2. Neither OWNER nor ENGINEER may assign, sublet or transfer any rights under or interest (including, but without limitation, moneys that may become due or moneys that are due) in this Agreement without the written consent of the other, except to the extent that any assignment, subletting or transfer is mandated by law or the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. 8.5.3. Unless expressly provided otherwise in this Agreement: 8.5.3.1. Nothing in this Agreement shall be construed to create, impose or give rise to any duty owed by ENGINEER to any Contractor, Subcontractor, Supplier, other person or entity, or to any surety for or employee of any of them, or give any rights in or benefits under this Agreement to anyone other than OWNER and ENGINEER, 8.5.3.2. All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of OWNER and ENGINEER and not for the benefit of any other party. The OWNER agrees that the substance of the provisions of this paragraph shall appear in the Contract Documents. 8.6. Dispute Resolution. If and to the extent that OWNER and ENGINEER have agreed on a method and procedure for resolving disputes between them arising out of or relating to this Agreement, such dispute resolution method and procedure, if any, is set forth in Exhibit G, "Dispute Resolution." OWNER and ENGINEER agree to negotiate in good faith for a period of thirty days from the date of notice of all disputes between them prior to exercising their rights under Exhibit G or other provisions of this Agreement, or under law. 8.7. Allocation of Risks — Indemnification. 8.7.1. To the fullest extent permitted by law, ENGINEER shall indemnify and hold harmless OWNER, OWNER's officers, directors, partners, employees and agents from and against any and all Page 10 of 13 claims, costs, losses and damages (including but not limited to all fees and charges of engineers, architects, attorneys and other dispute resolution costs) caused solely by the negligent acts or omissions of ENGINEER or ENGINEER's officers, directors, partners, employees, agents and ENGINEER's Consultants in the performance and furnishing of ENGINEER'S services under this Agreement. The indemnification provision of the preceding sentence is subject to and limited by the provisions agreed to by OWNER and ENGINEER in Exhibit H, "Allocation of Risk", if any. 8.7.2. To the fullest extent permitted by law, OWNER shall indemnify and hold harmless ENGINEER, ENGINEER's officers, directors, partners, employees and agents and ENGINEER's Consultants from and against any and all claims, costs, losses and damages (including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all court or arbitration or other dispute resolution costs) caused solely by the negligent acts or omissions of OWNER or OWNER's officers, directors, partners, employees, agents and OWNER's consultant with respect to this Agreement or the Project. 8.7.3. In addition to the indemnity provided under paragraph 8.7.2 of this Agreement, and to the fullest extent permitted by law, OWNER shall indemnify and hold harmless ENGINEER and its officers, directors, partners, employees and agents and ENGINEER's Consultants form and against all claims, costs, losses, and damages (including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all court or arbitration or other dispute resolution costs) caused by, arising out of or relating to the presence, discharge, release, or escape of Asbestos, PCBs, Petroleum, Hazardous Waste, or Radioactive Material at, on, under or from the Project site. 8.8. Notices. Any notice required under this Agreement will be in writing, addressed to the appropriate party at the address which appears on the signature page to this Agreement (as modified in writing from time to time by such party) and given personally, by registered or certified mail, return receipt requested, by facsimile, or by a nationally recognized overnight courier service. All notices shall be effective upon the date of receipt. 8.9. Survival. All express representations, indemnifications or limitations of liability made in or given in this Agreement will survive the completion of all services of ENGINEER under this Agreement or the termination of this Agreement for any reason. 8.10. Severability. Any provision or part of the Agreement held to be void or unenforceable under any law or regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon OWNER and ENGINEER, who agree that the Agreement shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intention of the stricken provision. SECTION 9 - EXHIBITS AND SPECIAL PROVISIONS 9.1. This Agreement is subject to the provisions of the following Exhibits which are attached to and make a part of the Agreement: 9.1.1. Exhibit A, "Further Description of Basic Engineering Services and Related Matters", consisting of 2 pages. 9.1.2. Exhibit B, "Payment to Engineer for Services and Reimbursable Expenses", consisting of 1 pages. 9.2. This Agreement (consisting of pages 1 to 14, inclusive and the Exhibits identified above) constitutes the entire agreement between OWNER and ENGINEER and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified or cancelled by a duly executed written instrument. IN WITNESS WHEREOF, the parties hereto have executed this Agreement to be effective as of the date first above written. OWNER: Waterloo Housing Authority By: Robert Greenwood Title: Chair — Waterloo Housing Authority ATTEST: By: Janet Wessls Title: Secretary — Waterloo Housing Authority Address for given notices: Waterloo Housing Authority 620 Mulberry Street, Carnegie Annex Waterloo, IA 50703 Contact Person: Ethel Washington Contact Address: Waterloo Housing Authority 620 Mulberry Street, Carnegie Annex Waterloo, IA 50703 ENGINEER: Robinson Engineering Company By: R. K. Murthy, PE Title: President Address for given notices: Robinson Engineering Company 5751 Westminster Drive, Suite B Cedar Falls, IA 50613 Page 11 of 13 This is EXHIBIT A, consisting of 2 pages, referred to in the Agreement between OWNER AND ENGINEER for Professional Services, dated November 1, 2011. Further Description of Basic Engineering Services and Related Matters Sections 2, 3, 4 and 5 of the Agreement are amended and supplemented and the time periods for the performance of the Basic Services as indicated in Section 5 of the Agreement are established, all as indicated below: The scope of services for this agreement is as detailed below. 1. Preform a topographic survey of the area to establish existing conditions. (This work will be completed by KESS & Associates.) 2. Preform initial drainage calculations and produce a number of design alternatives to better accommodate the stormwater drainage on this site. These plans will be submitted to the Owner and the City of Waterloo Engineering Office for review. 3. Work with surrounding property owners to establish the limits of any utility easements that will be needed to connect the underground detention basin to the city storm sewer. (This work will be completed by KESS & Associates.) 4. Produce final design plans and a construction estimate for the design alternative that was chosen by the Owner. These plans will be submitted to the Owner and the City of Waterloo Engineering Office for final approval of the project. 5. Produce utility easement plats for any impacted businesses. 6. Meet with impacted business owners and the residents of Ridgeway Towers to go over the final design and answer any questions they may have. 7. Issue project for bidding. 8. Provide construction inspection services while the project is being constructed. Page 12 of 13 This is EXHIBIT B, consisting of 1 page, referred to in the Agreement between OWNER AND ENGINEER for Professional Services, dated November 1, 2011 Payments to ENGINEER for Services parties: Section 6 of the Agreement is amended and supplemented to include the following agreement of the Topographic Survey Preliminary Design Work with Property Owners Final Design Utility Easement Plats Final Meeting with Property Owners Project Bidding Construction Inspection Total Contract Cost Page 13 of 13 $1,600.00 $3,000.00 $1,000.00 $2,000.00 $1,200.00 $ 500.00 $1,000.00 $2,000.00 $12,300.00 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 Al -Large STEVE SCHMITT At -Large CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Camegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 November 17th, 2011 To: Mayor Ernest Clark and the WHA Board From: Ethel Washington Re: Approval and acceptance of bid to replace Gate Valve or Sluice Valve part under South stairway at Ridgeway Towers. The Waterloo Housing Authority is requesting the board's approval to accept bid for the replacement of isolation Gate Valve with a Ball Valve. The valve is necessary to shut off the Water to each apartment when making repairs to any leaky pipes in the building. The three requested bids for the repairs of the Gate Valve was from the following: WBC Mechanical Inc. To furnish labor and materials to repair the main city water leaky pipe after the meter and one (1) new isolation valve will be installed with the repairs. All copper fittings will be replaced with propress type fitting to decrease the repair down time. The repair will require a scheduled shut down of the incoming city water supply. Curran Plumbing: Total Total $ 1,699.00 NA Bergen Plumbing Heating and Cooling: To repair leak on 2 YZ" copper water line. Bid includes all necessary propress fittings and clamps. Bid is based on repair being completed during regular business hours. The repair will require a scheduled shut down of the incoming city water supply. Total $ 1,945.27 The low bid for the total cost of the service was from WBC Mechanicals. The funds for the service will come from the Ridgeway Towers Operating budget for maintenance. The housing authority recommends approval of the bid from WBC Mechanical. CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer Ridgeway Towers 225 W Ridgeway Waterloo, IA 50701 Plumbing Heating Cooling 828 Commercial Street, Waterloo, IA 50702 Office: (319) 234-1404 Fax: (319) 233-8426 Email: Julie@bergenphc.com Bid#JLGMCG100959 Quote valid for 14 days September 29, 2011 Phone: 230-5619 Fax: 291-4288 Repair leak on 2 1/2" copper water line. Bid includes all necessary Propress fittings and clamps. Bid is based on repair being completed during regular business hours. Total labor and materials $ 1,945.27 Submitted By: Accepted By: The above prices, s ecifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payments will be made as outlined above. if payment schedule noted above is not followed, signature below acknowledges that customer will pay legal fees to collect unpaid balances. Alternate payment options available, by written order only. If project exceeds 45 days — project will be billed by percentage completed to date. Bid Exclusions: All work not stated within proposal is considered a change order addition to be billed accordingly. Any alteration or deviation from above specifications involving extra costs will be executed upon written order, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. MECHANICAL 1801 Falls Avenue * Waterloo, IA 50701 * Phone (319) 233-6101 * Fax (319) 233-6102 QUOTE DATE: 9/22/2011 TO: W'LOO HOUSING AUTHORITY 621 MULBERRY ST WATERLOO, IA 50703 PROJECT: RIDGEWAY TOWER MAIN WATER LINE REPAIRS ITEM DESCRIPTION FROM: RICHARD HARTLEY ATTN: ETHEUDAVE PHONE# 230-5619 QUOTE# RH092211RTML WBC Mechanical Inc., to furnish labor and materials to repair the main city water leaky pipe after the meter. One (1) new isolation valve will be installed with the repairs. All copper fittings will be replaced with propress type to decrease the repair downtime. This repair will require a scheduled shut down of the incoming city water supply. This quote does not include the service call that was done earlier. TOTAL $1,699.00 One Thousand Six Hundred and Ninety -Nine 00/100 Dollars TERMS: Upon Completion: 100% PRICES ARE FIRM FOR 10 DAYS UNLESS OTHERWISE NOTED. PRICES QUOTED DO NOT INCLUDE TAX. IT WILL BE ADDED IF APPLICABLE. Standard manufacturer's warranty applies; one year from the date of startup or 18 months from the date of shipment, whichever occurs first. This is a parts only warranty. Because of the volatility of steel prices, if any material is subject to a surcharge by the ship date, the surcharge will be passed on to the customer at cost. WBC MECHANICAL Richard Hartley DATE (2) 9 -9,9 THIS CONTRACTOR SHALL ASSUME RESPONSIBILITY FOR ANY DEFECTS WHICH MAY DEVELOP IN ANY PART OF HIS WORK CAUSED BY FAULTY WORKMANSHIP BY THE CONTRACTOR. REPLACEMENT OF PARTS AND EQUIPMENT THAT ARE FAULTY WILL BE LIMITED TO THE WARRANTY PROVIDED BY THE EQUIPMENT MANUFACTURER. d4 ACCEPTED BY DATE BID TAB Ridgeway Towers parking lot repair, Waterloo BID OPENING: September 20- 2:00 P.M. Name of Company BID Bond Bid Price WBC Mechanicals No $1,699.00 $ Bergen Plumbing No $ $1,995.27 Curran Plumbing NA $ NA PRESENT AT THE OPENING WAS RUDY JONES Mayor BUCK CLARK CITY OF WATERLOO, IOWA WATERLOO HOUSING AUTHORITY 620 Mulberry Street, Camegie Annex • Waterloo, IA 50703 • (319) 233-0201 Fax (319) 291-4288 November 17th, 2011 COUNCIL TO: Mayor Ernest Clark and the WHA Governing Board MEMBERS FROM: Ethel Washington, Director DAVID JONES Ward 1 CAROLYN COLE Ward 2 HAROLD GETTY Ward 3 QUENTIN M. HART Ward 4 RON WELPER Ward 5 BOB GREENWOOD .4t-Large STEVE SCHMITT At -Large Re: Reporting Public Housing Agency Executive Compensation Information and conducting comparability analysis. Notice issued August 26th, 2011. HUD is requiring the Waterloo Housing Board to conduct a comparability analysis in determining PHA executive director and the five most highly compensated employees and certifying compliance with this requirement. Previous HUD guidance call for PHAs to set executive compensation, for executive directors, at a level within the range of that provided to comparable executive employees (see, for example, section 2-1 of (Public and Indian Housing) PIH Handbook 7401.7 (1987)). Consistent with this principle, while providing maximum flexibility to PHAs, PHA Boards of Commissioners or equivalent authorities should explicitly consider comparability in setting or making significant changes to the compensation of PHA executive directors. The specifics are up to each Board, and while PHAs normally need not provide the specific information utilized for this purpose to HUD, they are required to retain this information and provide it to HUD if requested in a particular case. It is important that all PHA Boards of Commissioners and equivalent authorities understand and implement these requirements. By executing the PHA Certification of Compliance along with the PHA Plans and Related Regulations to accompany the PHA 5-year and annual PHA Plan Penalty for PHA non-compliance. In the event that a PHA fails to: (1) comply with the PHA executive compensation reporting requirements; or (2) provide HUD, upon its request, with the specific information used by the PHA to conduct a comparability analysis in determining executive director compensation, HUD may impose temporary monetary sanctions on the PHA, pursuant to Section 6(j)(4) of the U.S. Housing Act of 1937. Background. As stated in recent public notices published in the Federal Register (i.e., 76 FR 23330 and 76 FR 40741), Public Housing Agencies (PHAs) that administer HUD -assisted public housing and housing choice voucher programs will be required to report CITY WEBSITE: www.cityofwaterlooiowa.com WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer to HUD annually the compensation provided to each of their five highest compensated employees, which will then be posted on HUD's website with job titles but without employee names. This will serve as a valuable transparency and oversight tool and a point of comparison for local PHA boards in determining appropriate compensation levels. To that end, all PHA boards will also be required to conduct comparability analyses when determining executive director compensation levels and certify that such an analysis has been performed. The Chairperson of the Board of Commissioners or other authorized PHA official will certify that the PHA has complied with the comparability analysis requirements, as they certify their compliance with all Federal requirements. The Waterloo Housing Authority is requesting the board's approval to conduct a salary survey annually of the five most highly compensated employees and submit outcome to HUD on a form conducive to HUD requirement. See attachment. U. S. Department of Housing and Urban Development Office of Public and Indian Housing Special Attention of: Public Housing Agencies; Public Housing Hub Office Directors; Public Housing Program Center Directors; Public Housing Division Directors; Regional Directors; Field Office Directors NOTICE: PIH-2011-48 (HA) Issued: August 26, 2011 Expires: Effective until amended, superseded, or rescinded Cross References: 76 FR 23330 76 FR 40741 Subject: Guidance on Reporting Public Housing Agency Executive Compensation Information and Conducting Comparability Analysis 1. Background. As stated in recent public notices published in the Federal Register (i.e., 76 FR 23330 and 76 FR 40741), Public Housing Agencies (PHAs) that administer HUD - assisted public housing and housing choice voucher programs will be required to report to HUD annually the compensation provided to each of their five highest compensated employees, which will then be posted on HUD's website with job titles but without employee names. This will serve as a valuable transparency and oversight tool and a point of comparison for local PHA boards in determining appropriate compensation levels. To that end, all PHA boards will also be required to conduct comparability analyses when determining executive director compensation levels and certify that such an analysis has been performed. 2. Purpose. This notice: (1) provides information and guidance on Form HUD-52725 to be used by PHAs to report executive compensation and explains its required use; and (2) explains how PHAs are to conduct comparability analyses with respect to compensation provided to executive directors and certify that they have done so. 3. Applicability. The requirements in this notice apply to all PHAs that administer a public housing or housing choice voucher program, except for PHAs that operate a housing choice voucher program only and receive less than 50 percent of their funding for employees from HUD (this includes all HUD programs). Exempt PHAs are requested but not required to submit the compensation information. 4. Reporting PHA executive compensation using Form HUD-52725. In order to determine operating subsidy eligibility under the public housing operating fund formula, PHAs that operate HUD -assisted public housing are required to complete and submit annually a HUD- 52723 form. Beginning with the next distribution of the HUD-52723, which is projected to occur in September 2011, an additional form, the Schedule of Positions and Compensation form, HUD-52725, will be distributed along with the HUD-52723. PHAs that do not operate public housing units and operate a housing choice voucher program only will also receive HUD-52725 forms at the same time. Attached to this notice are a HUD-52725 form and the accompanying instructions, which are similar to the procedures utilized by the Internal Revenue Service to collect information on the five most highly compensated employees of non-profit organizations receiving federal tax exemptions. 5. Submissions. PHAs that operate public housing will be required to complete the HUD-52725 form and submit it with their HUD-52723 form to their appropriate Field Offices. PHAs that do not operate public housing units and operate a housing choice voucher program only should complete and return the HUD-52725 form to their Field Office, even though they do not complete the HUD-52723. These PHAs must follow the same submission schedule as PHAs that operate public housing. 6. Conducting comparability analysis in determining PHA executive director compensation and certifying compliance with this requirement. Previous HUD guidance and sound administrative practice call for PHAs to set executive compensation, particularly for executive directors, at a level within the range of that provided to comparable executive employees (see, for example, section 2-1 of PIH Handbook 7401.7 (1987)). Consistent with this principle, while providing maximum flexibility to PHAs, PHA Boards of Commissioners or equivalent authorities should explicitly consider comparability in setting or making significant changes to the compensation of PHA executive directors or other chief executive officers. As determined by each Board, appropriate data as to comparability may include, for example, independent compensation surveys and information concerning compensation provided to comparable PHA executive directors, to comparable state and local public officials, and to comparable private sector executives. The specifics are up to each Board, and while PHAs normally need not provide the specific information utilized for this purpose to HUD, they are required to retain this information and provide it to HUD if requested in a particular case. It is important that all PHA Boards of Commissioners and equivalent authorities understand and implement these requirements. By executing the PHA Certification of Compliance with PHA Plans and Related Regulations to accompany the PHA 5-year and annual PHA Plan, the Chairperson of the Board of Commissioners or other authorized PHA official will certify that the PHA has complied with the comparability analysis requirements, as they certify their compliance with all Federal requirements. 7. Penalty for PHA non-compliance. In the event that a PHA fails to: (1) comply with the PHA executive compensation reporting requirements; or (2) provide HUD, upon its request, with the specific information used by the PHA to conduct a comparability analysis in determining executive director compensation, HUD may impose temporary monetary sanctions on the PHA, pursuant to Section 6(j)(4) of the U.S. Housing Act of 1937. Additionally, PHAs that receive assistance under section 9 that fail to substantially comply with any provision of the U.S. Housing Act of 1937 relating to the public housing program, may have withheld "amounts allocated for the agency under section 8" (see 6(j)(4)(A)(v)), and may face other remedies pursuant to HUD regulation. These provisions apply to MTW as well as non-MTW agencies. 8. Paperwork Reduction Act. The information collection requirements contained in this document are approved by the Office of Management and Budget (OMB) under the Paperwork Reduction Act of 1995, 44 U.S.C. 2501-3520. The OMB control number is 2577- 0272. In accordance with the Paperwork Reduction Act, HUD may not conduct or sponsor, and a person is not required to respond to a collection of information unless the collection displays a currently valid OMB control number. /s/ Sandra B. Henriquez, Assistant Secretary for Public and Indian Housing 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 1,017 1,056 (39) 1,014 1,056 (42) 1,012 1,056 (44) 1,011 1,056 (45) 1,002 1,056 (54) 994 1,056 (62) 985 1,056 (71) 984 1,056 (72) 8,019 8,448 (429) CALENDAR YEAR 2011 LEASING, HAP AND ADMIN FEE UTILIZATION HAP Share of HAP Funding HAP Cost Fraud (excluding DVP) (excluding DVP) Recovery FSS Escrow Forfeitures Imputed Interest on HAP Reserve Other Adjustments to HAP Reserve $ 352,568 352,568 352,568 $ 361,851 364,364 356,353 $ 944 $ 10 6 5 HAP Reserve Increase HAP Reserve (Decrease) (NRA) $ (8,329) (11,790) 352,568 364,747 352,568 352,568 400,953 359,480 364,350 362,275 351,774 355,195 17 8 20,077 (3,780) (12,179) (11,782) 10,370 49,196 4,293 $ 29,161 17,371 13,591 1,412 (10,370) (0) 49,195 53,488 $ 2,875,841 $ 2,880,910 $ 944 $ 46 $ 20,077 $ 15,999 53,488 53,488 53,488 53,488 xxxxxxxxx Leasing Percentage -- 94.92% Other Admin Funding (FSS, H/O, Admin Fee DVP & Special Earned Fees) Admin Share of Fraud Recovery $ 59,596 $ 4,920 $ - 59,427 2,916 - 59,315 2,916 - 59,915 2,916 - 59,403 4,916 - 52,962 2,916 - 52,377 2,920 - 52,264 2,916 - $ 455,259 $ 27,336 $ - HAP Utilization -- 100.18% Interest Income on Admin Fee Reserve Other Income Admin Expenses Funds Expended from UNA Other (Donations & Adjustments to Transfers) Admin Reserve Profit/(Loss Admin Fee Reserve $ 11 $ 178 $ 54,542 $ - $ - $ 10,163 $ 2,255,759 15 - 56,416 - - 5,943 2,261,701 14 - 45,444 - - 16,801 2,278,503 21 - 49,163 - 13,689 2,292,192 21 - 45,671 - - 18,669 2,310,861 21 - 52,279 216,075 219,695 2,530,557 4 - 61,920 - (6,619) 2,523,937 - 48,620 - 5,773 12,332 2,536,270 - - - - - 2,536,270 - - - 2,536,270 2,536,270 - - - - - 2,536,270 $ 107 $ 178 $ 414,053 $ - $ 221,848 $ 290,675 xxxxxxxxx January February March April May June July August September October November December Average HAP Cost $ 355.80 $ 359.33 $ 352.13 $ 360.78 $ 363.62 $ 364.46 $ 357.13 $ 360.97 $ 359.26 Total Voucher Cash and Investments $ 2,334,392 2,323,314 2,331,415 2,327,137 1,906,095 2,597,058 2,637,085 2,649,226 #11#11111#14141 WATERLOO, IA - VOUCHERS - #185 BANK RECONCILIATION - ACCT. #1111.01 AUGUST 2011 Balance Per Bank Statement(s) ADD: Deposits in Transit ($52.50 + $90.00) LESS: Outstanding Checks ACCT #10361 Check # Amount Total Outstanding Checks Adjusted Balance Per Bank Balance Per Books Cash -Vouchers Cash -Ridgeway Towers Investment ACCT #10379 Check # Amount $2,271,256.15 $ 1,562,171.03 $502,572.54 142.50 0.00 $4,336,142.22 VO 1111.01 $ VO 1165 $ VO 1162 PH 1111.01 9 j1' $ PH 1114 / $ LESS: ADJUSTED BALANCE PER BOOKS Check # Acct#10361: 3874-3884 Acct#10379: Deposit # Acct#10361: 7-16 Acct#10379: 7-13 Glt�-wy 2,146,653.26 79,211.04 FsS $502,572.54, 6,625.00 $4,336,142.22 Section 8 is at 95.3% Ridgeway is at 100 % As of today. November 7, 2011 THE WATERLOO HOUSING AUTHORITY'S CURRENT REPORT As of December 31, 2010 the Waterloo Housing Authority has the capacity to serve 1056 Section 8. and 50 Public Housing tenants. The Waterloo Housing Authority has the following actual number of tenants on our Public Housing and Section 8 program. The numbers below will fluctuate depending on the number of terminations, evictions or tenants that voluntarily left the program per week, month, and year. A tenant may be terminated for fraud, lack of utilities or Violent Criminal activities etc. Not of tenants contacted Section 8 baselines Section 8 lease ups 981 Public Housing lease up 50 Total 1031 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 1717 Applicants. The waiting list is approximately 21/2-3 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 28 Remaining on Voucher program 21 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 Weekly c.Directors Meeting Quarterly d.Council Meeting Weekly e. RSVP bi Monthly f. Country View Monthly g. WHA staff meeting by -weekly Total FSS Participants on program 53 Number of graduates Oct 2011 0 Number of participants job searching 18 Number of participants' working/ 34 Number of participants going to school 1.0 Number of Participants with escrows 37 Total number of Escrows forfeited 0 Total amount Escrow forfeited 0 RIDGEWAY Towers projects in progress. Future Project: Future projects will be the appliances are installed as of Wednesday November 9th 2011. Roof to be installed in 2012 at Ridgeway Towers Building. Still continuing to work on the water retention problem in the parking lot, Engineer hired. All of the above contribute to the quality of life of the Ridgeway Towers tenants. The concept of health -related quality of life refers to the tenant's physical and mental health overall.