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2010-07-13MOUND HOUSING AND REDEVELOPMENT AUTHORITY JULY 13, 2010 The Housing and Redevelopment Authority in and for the City of Mound, Minnesota, met in regular session on Tuesday, July 13, 2010, at 6:50 p.m. in the council chambers of city hall. Members present: Chair Mark Hanus; Commissioners David Osmek, Ray Salazar and Heidi Gesch. Members absent: Commissioner Greg Skinner Others present: City Attorney John Dean, Executive Director Kandis Hanson, City Clerk Bonnie Ritter, Amanda Schwarze 1. Open meeting Chair Hanus called the meeting to order at 6:50 p.m. 2. Approve agenda MOTION by Osmek, seconded by Gesch to approve the agenda. All voted in favor. Motion carried. MOTION by Osmek, seconded by Gesch to reconsider agenda approval. All voted in favor. Motion carried. Hanson requested the addition of item 5A, Resolution Approving the Management Assessment for Public Housing Agencies Report Submission. MOTION by Osmek, seconded by Salazar to approve the agenda as amended. All voted in favor. Motion carried. 3. Approve minutes MOTION by Osmek, seconded by Salazar to approve the minutes of June 22, 2010. All voted in favor. Motion carried. 4. Approve claims MOTION by Salazar, seconded by Gesch to approve claims in the amount of $13,052.67. All voted in favor. Motion carried. 5. Adopt Resolution Authorizina Acceptance of the 2010 Capital Fund Program (CFP) Amendment MOTION by Osmek, seconded by Gesch to adopt the following resolution. All voted in favor. Motion carried. RESOLUTION NO. 10 -05H: RESOLUTION AUTHORIZING ACCEPTANCE OF THE 2010 CAPITAL FUND PROGRAM (CFP) AMENDMENT 5A. Adopt Resolution Approving the Management Assessment for Public Housing Agencies Report Submission MOTION by Osmek, seconded by Salazar to adopt the following resolution. All voted in favor. Motion carried. RESOLUTION NO. 10 -06H: RESOLUTION APPROVING THE MANAGEMENT ASSESSMENT FOR PUBLIC HOUSING AGENCIES REPORT SUBMISSION Mound HRA — July 13, 2010 6. Adjourn MOTION by Osmek, seconded by Salazar to adjourn at 6:55 p.m. All voted in favor. Motion carried. 7t)EI, Chair Mark Hanus Attest: Bonnie Ritter, City Clerk 1 E �J u C MOUND HOUSING AND REDEVELOPMENT AUTHORITY RESOLUTION NO 10 -05H RESOLUTION AUTHORIZING ACCEPTANCE OF THE 2010 CAPITAL FUND PROGRAM (CFP) AMENDMENT WHEREAS, the Mound Housing and Redevelopment Authority and HUD have entered into a Capital Fund Program (CFP) Amendment to the Consolidated Annual Contributions Contract 2010 for the purpose of carrying out capital activities at the Indian Knoll Manor public housing development. NOW, THEREFORE BE IT RESOLVED that The Board of the Mound Housing and Redevelopment Authority authorizes the Executive Director, Kandis Hanson, to accept 2010 Capital Fund Program (CFP) Amendment as presented in Exhibit A and authorizes the proposed uses of such funds in accordance with the approved 2010 Capital Fund Annual Statement as presented in Exhibit B. Adopted this 13th day of July, 2010. Attest: Bonnie Ritter, City Clerk Chair Mark Hanus 2010 Capital Fund Capital Fund Program (CFP) Amendment To The Consolidated Annual Contributions 'ontract (form HUD - 63012) Whereas, (Public Housing Authority) HRA of the City of and the United States of America, Secretary of Housing Contract(s) ACC(s) Numbers(s) C-858 U.S. Department of Housing and Urban Development Office of Public and Indian Housing dated 6/3/1970 (herein called "HUD') &y-kibi+ A Consolidated Annual Contributions 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. $ 51.348.00 for Fiscal Year 2010 to be referred to under Capital Fund Grant Number MN46PO7450110 PHA Tax identification Number (TIN): On Fil 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. For Non- qualified PHAs: (1) 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. -AL 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 scheduled 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 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 90)(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 all 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. 7. Implementation or use of funding assistance provided under this Amendment Is subject to the attached corrective action order(s). (mark one) : 11 Yes © No B. The PHA acknowledges its responsibility for adherence to this Amendment. The panties have executed this Agreement, and it will be effective on_7/1S2010 This is the date on which CFP assistance becomes available to the PHA for obligation. U.S. Department of Housing and Urban Development y x u Directo By Date: B�' ... 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V. a► E � = a, a� .0 w of ° a v c a M to }' � y H a a u _a rZ a _ _ 4.. 1'o L o w a E Z ¢ a u W-1 00 00 01 t� 1!'1 Lf1 M C q-1 Ln 111 &A Ln w L1 � Q S Q o L N N N O N 1 1 1 MOUND HOUSING AND REDEVELOPMENT AUTHORITY RESOLUTION NO. 10 -06H A RESOLUTION APPROVING THE MANAGEMENT ASSESSEMENT FOR PUBLIC HOUSING AGENGIES REPORT SUBMISSION WHEREAS, the Mound Housing and Redevelopment Authority has contracted with the U.S. Department of Housing and Urban Development (HUD) to meet the need for affordable housing in our community and to provide a safe, secure place in which the elderly, disabled or handicapped citizens of Mound can reside comfortably, and WHEREAS, the U.S. Department of Housing and Urban Development has certain standards and reporting requirements that the Mound Housing and Redevelopment Authority is required to adhere to, NOW, THEREFORE BE IT RESOLVED that The Board of the Mound Housing and Redevelopment Authority approves the Management Assessment for Public Housing Agencies Report Submission as presented in Exhibit A. Adopted this 13th day of July, 2010. Attest: Bonnie Ritter, City Clerk Chair Mark Hanus 1 ragc i vi Management Assessment for Public Housin g Agencies g View/Print Full Submission PHA Code: MN074 FYE : 12/31 Fiscal Year: 2009 PHA Name: HRA OF THE CITY OF MOUND, MINNESOTA Submission Type: Submission Status: REAC Inbox I Unit Turnaround I Capital Fund I Work_Orders I Annual In I Security_ Econ. S elf- -Sufi Sub- Indicator 1: Vacant Unit Turnaround Time ELEMENT DESCRIPTION AMOUNT V12400 Total number of turnaround days. 1,110 V12500 Total number of vacancy days exempted for Capital 0 Fund. V12600 Total number of vacancy days exempted for other 0 reasons. V12700 Total number of vacant units turned around and lease in 13 effect in the PHA's immediate past fiscal year. V12800 Average number of calendar days units were In down 40.76 time. V12900 Average number of calendar days units were in make 21.60 ready time. V13000 Average number of calendar days units were in lease up 23.02 time. V13100 Average Unit Turnaround Days. 86.38 op fo E49M Sub- Indicator 2: Capital Fund ELEMENT DESCRIPTION AMOUNT Do you have any open Capital Fund programs(e.g. CGP, CF10000 HOPE VIKY /N)? Open = any program that does not have Y es a pre -audit end date or that received a pre -audit end date during the fiscal year being assessed. Component 1: Unexpended Funds Over Three Federal Fiscal Years (FFYs) Old Total funds authorized over 3 FFYs old that do not have CF10050 a pre -audit end date or that received a pre -audit end $ 0.00 date during the fiscal year being assessed. Total funds expended over 3 FFYs old that do not have CF10100 a pre -audit end date or that received a pre -audit end $ 0.00 date during the fiscal year being assessed. CF10200 Unexpended funds to be recaptured (enter dollar amt). $ 0.00 CF10300 Unexpended funds approved by HUD over 3 FFYs old $ 0.00 &vt 6; #- I A (enter dollar amt). ' SL CF10400 Unexpended funds with time extensions due to reasons 10.00 outside of PHA control (enter dollar amt). CF10500 Adjusted total unexpended funds. $ 0.00 Component 2: Timeliness of Fund Obligation CF11100 Total funds authorized for grants over 2 FFYs old. $ 52,900.00 CF11200 Total funds obligated over 2 FFYs old. $ 52,900.00 Unobligated funds approved by HUD over 2 FFYs old $ 0.00 CF11300 (enter dollar amt). CF11400 Unobligated funds with time extensions due to reasons $ 0.00 outside of PHA control (enter dollar amt). CF11500 Adjusted total unobligated funds. $ 0.00 Component 3: Adequacy of Contract Administration The date of last HUD /Army Corps of Engineers on -site CF11700 Inspection and/or audit related to contract 03/23/2009 administration (include A133 audit). CF11800 The number of findings related to contract 0 administration. CF11900 The number of findings related to contract administration that have been corrected by the PHA. 0 The number of findings related to contract 0 CF12000 administration that the PHA is in the process of correcting. Component 4: Quality of the Physical Work Date of last HUD /Army Corps of Engineers on -site CF12200 inspection and /or audit related to quality of the physical 02/11/2009 work. The number of findings related to the quality of the 8 CF12300 physical work. The number of findings related to the quality of the 6 CF12400 physical work that have been corrected by the PHA. The number of findings related to the quality of the 2 CF12500 physical work that the PHA is in the process of correcting. Component 5: Budget Controls CF12700 Total amount of Capital Funds expended during the $ 99,503.57 PHA fiscal year being assessed. The amount of Capital Funds expended on approved CF12800 work Items not subject to budget revisions during the $ 99,503.57 PHA fiscal year being assessed. The amount of Capital Funds expended under budget CF12900 revisions with prior HUD approval during the PHA fiscal $ 0.00 year being assessed. The amount of Capital Funds expended under budget CF13000 revisions not requiring prior HUD approval during the $ 0.00 PHA fiscal year being assessed. lion of Pag Sub - Indicator 4: Annual Inspection of Dwelling Units and Systems ELEMENT DESCRIPTION AMOUNT Component 1: Annual Inspection of Dwelling Units A10000 Sub- Indicator 3: Work Orders L ELEMENT DESCRIPTION AMOUNT Component 1: Emergency Work Orders 0 W10000 Total number of emergency work orders. 8 W10100 Total number of emergency work orders completed 1 8 A10300 abated within 24 hours. 0 W10200 Percentage of emergency work orders completed / 100.00% abated within 24 hours. Component 2: Non - Emergency Work Orders 28 W10500 Total number of non - emergency work orders. 114 W10600 Total number of calendar days It took to complete non- 190 emergency work order:. A10600 Average number of days PHA has reduced the time it 22 W10700 takes to complete non - emergency work orders over the 0.00 past three years. W10800 Average completion days. 1,87 Sub - Indicator 4: Annual Inspection of Dwelling Units and Systems ELEMENT DESCRIPTION AMOUNT Component 1: Annual Inspection of Dwelling Units A10000 The total number of ACC units. 50 The sum of units exempted where the PHA made two A10100 documented attempts to Inspect and is enforcing the 0 lease. A10200 Vacant units exempted for Capital Fund. 0 A10300 Vacant units exempted for other reasons. 0 A10400 Total number of units inspected using the Uniform 50 Physical Condition Standards (UPCS). A10650 Total number of units Inspected that did not require 28 repairs. The number of units where necessary repairs were completed to comply with UPCS either during the A10600 inspection, Issued work orders for the repairs, or 22 referred the deficiency to the current year's or next year's Capital Fund program. A10700 Adjusted units available. 50 A10800 Percent of units inspected by PHA. 100.00% Component 2: Annual Inspection of Systems Including Common Areas and Non - Dwelling Space EEQP- �.esl Sub- Indicator 5: Security A11100 Total number of projects. DESCRIPTION AMOUNT Total number of projects exempted from the inspection 0 Al 1200 of systems. The date that the Board adopted current policies to 06/12/1996 A11300 The total number of projects where all systems were 1 Inspected in accordance with the UPCS. The date that the PHA implemented the current 06/12/1996 A11400 Total number of buildings. 1 A11500 Total number of buildings exempted from the inspection 0 of systems. cooperative system for tracking and reporting crime to 06/12/1996 A11600 Total number of buildings where all systems were 1 Inspected in accordance with the UPCS. The number of crimes that the PHA can document it 0 The number of buildings and projects where necessary reported to local police authorities. repairs were completed to comply with UPCS either Percentage of developments where PHA can document 100.00% A11700 during the Inspection, Issued work orders for the - 1 repairs, or referred the deficiency to the current year's Screening of Applicants or next year's Capital Fund program. The date the Board adopted current screening policies 06/12/1996 A11800 Percentage of projects inspected. 100.00% A11900 Percentage of buildings inspected. 100.00% 06/1211996 EEQP- �.esl Sub- Indicator 5: Security ELEMENT DESCRIPTION AMOUNT Component 1: Tracking and Reporting Crime- Related Problems S10000 The date that the Board adopted current policies to 06/12/1996 track crime and crime - related problems. 510100 The date that the PHA implemented the current 06/12/1996 procedures to track crime and crime - related problems. The date that the PHA implemented a current S10200 cooperative system for tracking and reporting crime to 06/12/1996 local police authorities. The number of crimes that the PHA can document it 0 S10300 reported to local police authorities. S10400 Percentage of developments where PHA can document 100.00% it tracks crime and crime - related problems. Component 2: Screening of Applicants S10500 The date the Board adopted current screening policies 06/12/1996 that reflect the applicable criteria. S10600 The date the PHA implemented current screening 06/1211996 procedures that reflect the applicable criteria. PHA can document that current screening procedures S10700 result in successfully denying admission to applicants yes who most the applicable criteria (enter Yes or No). The total number of applicants denied who met the 5 S10800 applicable criteria -" Component 3: Lease Enforcement Sub - Indicator 6: Economic Self - Sufficiency ELEWNT DESCIUMN AMOUNT S10900 The date the Board adopted current eviction policies 06/12/1996 �a that reflect the applicable criteria. J S11000 The date the PHA implemented current eviction r 06/12/1996 E10100 procedures that reflect the applicable criteria. ._ PHA can document that eviction screening procedures S11100 resulted in the evicting of residents who most the yes applicable criteria (enter Yes or No). S11200 The total number of evictions as a result of the 0 E10300 applicable criteria. 0 Component 4: Drug Prevention and /or Crime Reduction Program Goals 511350 The number of HUD - funded drug prevention and/or 0 crime reduction programs. The number of non HUD - funded drug prevention and/or S11450 crime reduction programs that the PHA requests to be 0 assessed. S11550 The number of documented program goals that are 0 related to drug - prevention and/or crime reduction. The number of goals the PHA can document it met 511600 under the implementation plans(s) for any and all of 0 these programs. Percentage of goals that the PHA can document it met S11700 under the implementation plans(s) for any and all of 0.00% these programs. [Lou of Paael Sub - Indicator 6: Economic Self - Sufficiency ELEWNT DESCIUMN AMOUNT E10000 The number of HUD - funded economic self -sufficiency 0 programs. The number of non HUD-funded economic self - E10100 sufficiency programs that the PHA requests to be 0 assessed. E10200 The number of documented program goals that are 0 related to economic self -sufficiency. The number of goals the PHA can document it met E10300 under the implementation plan(s) for any and all of 0 these programs. Percentage of goals that the PHA can document it met E10400 under the implementation plan(*) for any and all of 0.00% these programs. [gyp of Panel Comments or Questions? Please go to Technical Assistance Center or Contact MASS PHA Code: MN074 FYE : 12/31 Fiscal Year: 2009 PHA Name HRA OF THE CITY OF MOUND, MINNESOTA Submission Submission Type : Submission Comments Please enter any comments that you feel are pertinent to this submission, Your comments are for advisory purposes only and may not affect the outcome of your MASS score. 1 Inbox I Unit Tzrmmad I C-u-MI-ERn-d I Work Orders I Annual Inspection I Security I Econ. Self-Suff I Adjustment I Comment Submit Comments or Questions? Please go to Technical Assistance Cggigr or Contact MASS 1 C", ..o d 1 f J1. i. i r • 1 Inbox I Unit Tzrmmad I C-u-MI-ERn-d I Work Orders I Annual Inspection I Security I Econ. Self-Suff I Adjustment I Comment Submit Comments or Questions? Please go to Technical Assistance Cggigr or Contact MASS Management Assessment for Public Housing Agencies OFAAC our assessment was submitted to REAC on 07/12/10 05:39 PM Print - 7 0; � [nix I Unit Turna round I vital Fund I Work Orders I Annual Inspection I Security I Econ. Sei -_�uff I Adiustmen t I Comment Comments or Questions? Please go to Technical Assistance Cdr r or Contact MASS l PHA Code: MN074 FYE : 12/31 Fiscal Year: 2009 PHA Nam: HRA OF THE CITY OF MOUND, MINNESOTA Submiasion Type Submission