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Home My WebLink AboutCOUNCIL - AGENDA ITEM - 03/21/2000 - RESOLUTION NO. 28 APPROVING FOR SUBMISSION TO THE AGENDA ITEM SUMMARY ITEM NUMBER: DATE: March 21, 2000 FORT COLLINS CITY COUNCIL STAFF: Julie Love SUBJECT: Resolution No. 28 Approving for Submission to the U.S. Department of Housing and Urban Development the Public Housing Assessment Certification for the Fort Collins Housing Authority. RECOMMENDATION: Staff recommends adoption of the Resolution. EXECUTIVE SUMMARY: The Public Housing Assessment System (PHAS) was established to objectively measure public housing agency performance in key public housing program areas. PHAS is intended to enable HUD to ensure program integrity and accountability by identifying management capabilities and • deficiencies. Housing Authorities (HAs) must submit the HUD-required PHAS certification form within 90 calendar days after the end of its fiscal years. The certification must be approved by Housing Authority Board resolution and be signed by the board of commissioners' chairperson and by the executive director. Upon receipt of the PHAS certification, HUD will rate the HAs' performance under each PHAS indicator and prepare a profile which shows the rating for each indicator. HAs with PHAS scores of at least 90 percent shall be rated high performers. HAs with PHAS scores of 60 to 89 percent shall be rated standard. HAs with scores of less than 60 percent shall be rated troubled. Attached is the certification form detailing the PHAS indicators. Many of the indicators are verified through our electronic submission of data to HUD or through the annual audit. RESOLUTION NO. 28 OF THE BOARD OF COMMISSIONERS OF THE FORT COLLINS HOUSING AUTHORITY APPROVING FOR SUBMISSION TO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT THE PUBLIC HOUSING ASSESSMENT CERTIFICATION FOR THE FORT COLLINS HOUSING AUTHORITY WHEREAS, Section 508 of the National Affordable Housing Act of 1990 (the"Act"), as amended, established certain indicators to assess the management performance of public housing agencies such as the Fort Collins Housing Authority (the "Authority") in all major areas of management operations; and WHEREAS,the Public Housing Assessment System("PHAS")was established to implement Section 508 of the Act; and WHEREAS,public housing agencies are to submit PHAS certification forms within ninety (90) calendar days after the end of their fiscal years, which certification must be approved by resolution of the governing body of the housing authorities and signed by the Board of Chairperson and b the Executive Director; and Commissioners Chaup y , WHEREAS, the Executive Director of the Authority has submitted for the Board's review a proposed PHAS certification; and WHEREAS,the Executive Director has recommended approval of said certification,based upon her verification of the information contained therein. NOW,THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE FORT COLLINS HOUSI NG AUTHORITY as follows: Section 1. That the Public Housing Assessment System certification attached hereto as Exihibit "A" and incorporated herein by this reference is hereby approved by the Board for execution by the Chair and the Executive Director. Section 2. That the Chair of the Board and the Executive Director are hereby authorized to execute the above-referenced certification. Passed and adopted at a regular meeting of the Board of Commissioners of the Fort Collins Housing Authority,held this 21 st day of March,A.D. 2000. Mayor, Ex officio Chairperson ATTEST: Secretary EXHIBIT 16APP Public Housing Assessment System U.S.Department of Housing OMB No.2535-0106 and Urban Devsiopment (up.aM12001) (PHAS) Real Estate Assessment Center Eubanagement Operations Certification lk reporting burden for this Collection of Information Is estimated to average 2.15 hour per response,including the time for reviewing Instructions,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the Collection of Information. This agency may not Collect this Information,and you am not required to Complete this form,unless N displays a currently valid OMB control number. This information is Collected to implement section 502 of the National Affordable Housing Act of 1990,as amended,which established specific InQotors to assess the management performance of public housing agendas(PHAS) in all major areas of management operations. PHAS WIN complete the PHAS Certification,forth HUD.50072,and electronically subMt it to HUD. If a PHA does not have this Capability in-house,the PHA should Consider utOWng local resource:,such as the library or another local government entity that has Internet access. In the event local resources an not available,a PHA may go to the nearest HUD Public and Indian Housing program office and assistance will be given to the PHA to transmit this PHAS certification. The information Is used by HUD as a Component of PHAS to assess all major areas of PHA's management operations,designate PHAS as troubled and PHAS troubled with respect to the program for assistance from the Capital Fund under Section 9,enter into a Memorandum of Agreement(MOA)with troubled PHAS,and report annually to Congress on the status of troubled PHAS and PHAS troubled with respect to the program for assistance from the Capital Fund under Section 9.This Information is required for HUD to fulfill statutory requirements of the 1990 Act. The information collected does not lend Itself to Confidentiality. Instructions: A PHA/RMC/AME's electronic responses to this certification must be the PHA/RMC/AME's actual data; e.g., prior to any adjustments to the indicators. Round percentages to the nearest two decimal points. PHAIRMC/AME Name For FY Ending(mMddyyyy) Submission Date(mMddlyyyy) Fort Collins Housing Authority 12/31/99 03/22/00 Pmject name(s)if RMC/AME The management functions for the following sub-indicator(s)have been assumed by an RMC/AME, and the RMC/AME certification will be completed and electronically submitted to HUD (enter sub-indicator numbers or N/A): Sub-Indicator Number 1 Vacancy Rate and Unit Turnaround Time Component Number 1 Vacancy Rate V10000 Total number of ACC days 56,210 V10100 Total number of non-dwelling days 0 10200 Total number of employee occupied days 0 V10300 Total number of days where units were deprogrammed V10400 Total number of actual vacancy days V10500 Total number of vacancy days exempted for capital funds V 10600 Total number of vacancy days exempted for market conditions V10700 Total number of vacancy days where units were exempted due to law or regulations 0 V10800 Total number of vacancy days where units were exempted for other reasons V10900 Percentage points reduction of actual vacancies within past three years(calculated) _3.7 % V11000 Total available days (Read Only) V11100 Actual vacancy rate (Read Only) A 7 % V11200 Adjusted vacancy days (Read Only) 3,771 V11300 Adjusted vacancy rate (Read Only) % Component Number 2 Unit Turnaround Time Note: The following fields are mandatory, regardless of the vacancy rate score. V12400 Total number of turnaround days 3,771 V 125DO Total number of vacancy days exempted for capital funding V12600 Total number of vacancy days exempted for other reasons V12700 Total number of vacant units tumed around and leased in the PHA's immediate past fiscal year V12800 Average number of calendar days units were in down time 2,545 V 12900 Average number of calendar days units were in make ready time 3 ,226 llft13000 Average number of calendar days units were in lease up time 3100 Average Unit Turnaround Days (Read Only) 97 form HUD-SNN72 (8/1999) Previous editions are obsolete. Page 1 of 4 ref. Handbook 7460.5 f Subdndicator Number 2 Capital Fund Component Number 1 Unexpended Funds Over Three Federal Fiscal Years(FFYs)Old CF10000 Do you have any open capital fund(Components t and 2-CIAP, Comp Grant, LBP; Component 3,4 and 5—Vacancy Reduction and Hope VI)programs? 'Open'is any program that does not have a pre-audit and date or that received a pre-audit end date during the fiscal year being assessed. Yes No X CF10050 Total funds authorized within 3 FFYs $ CF10100 Total funds expended within 3 FFYs $ CF10200 Unexpended funds to be recaptured $ CF10300 Unexpended funds approved by HUD beyond 3 FFYs $ CF10400 Unexpended funds with time extensions due to reasons outside of PHA's control $ CF10500 Adjusted total unexpended funds (Read Only) $ Component Number 2 Timeliness of Fund Obligation CF11100 Total funds authorized for grants older than 2 FFYs $ CF11200 Total funds obligated within 2 FFYs $ CFI 1300 Unobligated funds approved by HUD beyond 2 FFYs $ CFt 1400 Unobligated funds with time extensions due to reasons outside of PHA's control $ CF11500 Adjusted total unobligated funds (Read Only) $ i Component Number 3 Adequacy of Contract Administration ` CFI 1700 The date of the last HUD/Artn y Corps of Engineers on-site inspection and/or audit (mmlddlyyyy) related to contract administration CF11800 The number of findings related to contract administration. r—�- - CF11900 The number of findings related to contract administration that have been corrected by the PHA CF12000 The number of findings related to contract administration that the PHA is in the process of correcting E Component Number 4 Quality of the Physical Work CF12200 The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit (mmldtl/yyyy) related to the quality of physical work CF12300 The number of findings related to the quality of physical work CF12400 The number of findings related to the quality of physical work that have been corrected by the PHA t CF12500 The number of finding related to the quality of physical work that the PHA is in the process of correcting i Component Number 5 Adequacy of Budget Controls CF12700 Total amount of capital funds expended during the PHA fiscal year being assessed $ z a CF12800 Amount of capital funds expended on approved work items not subject to budget revisions during $ the PHA fiscal year being assessed i CF12900 Amount of capital funds expended under budget revisions with prior HUD approval during $ r the PHA fiscal year being assessed CF13000 Amount of capital funds expended under budget revisions not requiring prior HUD approval during $ i the PHA fiscal year being assessed Sub-Indicator Number 3 Rents Uncollected R10000 Dwelling rent owed by residents in possession at the beginning of the assessed fiscal year,carved forward from the previous fiscal year $ 1 009 R10100 Dwelling rents billed during the fiscal year being assessed $ R102DO Dwelling rents collected during the fiscal year being assessed S 94 R10300 Rents uncollected (Read Only) $ _ R10400 Percentage of rents uncollected (Read Only) % form HUD.50072 (ar1090) Previous editions are obsoieie. Page 2 of 4 ref.Handbook 7460.5 Sub-Indicator Number 4 Wprk Orders Component Number 1 Emergency Work Orders W10000 Total number of emergency work orders 186 W 10100 Total number of emergency work orders corrected/abated within 24 hours 18 W 10200 Percentage of emergency work orders completed I abated within 24 hours (Read Only) % Component Number 2 Non-Emergency Work Orders W 10500 Total number of non-emergency work orders W 10600 Total number of calendar days it took to complete non-emergency work orders -4,961 W 10700 Average number of days PHA has reduced the time it takes to complete non-emergency work orders over the past three years(enter average number of days) (Read Only) n W10800 Average completion days (Read Only) 6 Sub-Indicator Number 5 Annual Inspection of Dwelling Units and Systems Component Number 1 Annual Inspection of Dwelling Units At 0000 The total number of ACC units 910 A10100 The sum of units exempted where the PHA made two documented attempts to inspect and is enforcing O the lease A10200 Vacant units exempted for modernization At 0300 Vacant units exempted for other reasons A10400 Total number of units inspected using the Uniform Physical Condition Standards 154 A10500 Total number of units inspected meeting the Uniform Physical Condition Standards A10600 The number of units where necessary repairs were completed to comply with Uniform Physical . Conditions Standards either during the inspection,issued work orders for the repairs,or referred the 26 deficiency to the current year's or next year's modernization program A 10700 Adjusted units available (Read Only) A10800 Percent of units inspected by PHA (Read Only) % A10900 Percent meeting Uniform Physical Condition Standards (Read Only) % Component Number 2 Annual Inspection of Systems including Common Areas and Non-Dwelling Space Al1100 Total number of contiguous sites(adjoining with no natural boundaries) A11200 Total number of contiguous sites(adjoining with no natural boundaries)exempted from the inspection O of systems A11300 The total number of contiguous sites(adjoining with no natural boundaries)where all systems were inspected in accordance with the PHA maintenance plan 0 A11400 Total number of buildings 76 A11500 Total number of buildings exempted from the inspection of systems Al 1600 The total number of buildings where all systems were inspected in accordance with the PHA maintenance plan 66 Al 1700 The number of buildings and sites where necessary repairs were completed to comply with the Uniform Physical Conditions Standards either during the inspection,issued work orders for the repairs, D or referred the deficiency to the current year's or next year's Capital Fund program. Al 1800 Percentage of contiguous sites(adjoining with no natural boundaries)inspected (Read Only) % A11900 Percentage of buildings inspected (Read Only) % form HUD-50072 (8119991 Previous editions are obsolete. Page 3 of 4 ref.Handbook 7460.5 Sub-Indicator Number 6 Security and Economic Self-sufficiency Component Number 1 Tracking and Reporting Crime-Related Problems S10000 The date that the PHA Board adopted current policies to track crime and crime related problems. , (M S10100 The date that the PHA implemented the current procedures to track crime and crime-related problems. (mm S10200 The date that the PHA implementeda current cooperative system for tracking and reporting crime to pmn local police authorities S10300 The number of crimes that the PHA reported to local police authorities S10400 Percentage of developments where PKA can document it tracks crime and crime-related problems Component Number 2 Screening of Applicants SID50D The date the PHA Board adopted current screening policies that reflect the One-Strike criteria (mMdo S10600 The date the PHA implemented current screening procedures that reflect the One-Strike criteria S107DO PHA can document that current screening procedures result in successfully denying admission to applicants who most the One-Strike criteria Yes S10800 The total number of applicants denied who met the One-Strike criteria Component Number 3 Lease Enforcement r S10900 The date the PHA Board adopted current eviction procedures that reflect the One-Strike criteria (Mwl y S 11000 The date the PHA implemented current eviction procedures that reflect the One-Strike criteria Idurdddty, S11100 PHA can document that current eviction screening procedures resulted in the eviction of residents who meet the One-Strike criteria Yes X S11200 The total number of evictions as a result of the One-Strike criteria f Component Number 4 Drug prevention,crime reduction and/or economic self-sufficiency program goals S11300 The number of HUD-funded drug preventiontceime reduction and/or economic self-sufficiency programs S11400 The number of non HUD-funded drug prevention/crime reduction and/or economic self-sufficiency programs that the PHA requests to be assessed S11500 The number of documented program goals that are related to drug prevention/crime reduction and/or economic self-sufficiency S1160D The number of goals the PHA can document it met under the implementation plan(s)for any and all of d these programs j S11700 Percentage of goals that the PHA can document it met under implementation plan(s)for any and all of these programs (Read Only) Adjustments for Physical Condition and/or Neighborhood Environment Please enter project number and name and indicate which area the adjustment for Physical Condition and/or Neighborhood Environment applie Check as that apply 4 Project No. Project Name site Common Areas r f t t Please attach additional sheets as necessary for additional projects. I certify that,as of the submission date,the above Sub-Indicators,under Public Housing Assessment System indicator Number 3 6 Operations are true and accurate for the fiscal year indicated. I further certify that, to my present knowledge,there is no evident seriously deficient performance that casts doubt on the PHA's capacity to present and protect its public housing developments _ them in accordance with Federal law and regulations. Appropriate sanctions for intentional false certification will be impose suspension or debarment of the signatory. A Board Resolution approving this Certification is required. I further certify that Board Resolution number al certification was passed on (mmlddlyyyy) Executive Director(sig"lum) Date prl'Mr form Previous editions are obsolete. Page 4 of 4 ref.H i