MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposed 2002-03 Public Housing Assessment System (PHAS) Management Operations Certification
DATE: August 25, 2003
The attached resolution would approve the 2002-03 Public Housing Assessment System (PHAS) Management Operation Certification for submittal to the U.S. Department of Housing and Urban Development (HUD). The PHAS Management Operations Certification (please see Attachment 1) must be submitted to HUD by August 31, 2003.
BACKGROUND
The Public Housing Assessment System (PHAS) Management Operations Certification establishes procedures whereby HUD evaluates the management of public housing agencies. Using standard performance criteria for all agencies, HUD determines areas of good management and areas needing improvement.
Under the Public Housing Assessment Operations Management Certification, HUD reviews information in the following areas to determine a public housing agency’s overall performance.
· Vacant Unit Turnaround Time
· Capital Fund
· Work Orders
· Annual Inspection of Dwelling Units and Systems
· Security
· Economic Self-Sufficiency
On August 26, 2002, the Council approved a PHAS Management Operations Certification for fiscal year 2001-02. HUD’s final review of the information on the Certification was completed in May 2003.
Based on the results of HUD’s review of the information, the Chapel Hill’s public housing program was designated as a high performer. We received a total PHAS score of 93 out of a maximum score of 100. Please see Attachment 2 for the 2001-2002 PHAS Scoring Report.
DISCUSSION
Data on the attached Certification provides information on Chapel Hill’s public housing program for fiscal year 2002-03. The information on the Certification is the result of a self-evaluation of our performance during 2002-03. Using standard HUD work sheets, we compiled the information that is required for the Certification by evaluating financial reports, HUD monitoring reports and maintenance records.
The PHAS Management Operations Certification questionnaire requests data on the following management indicators:
Vacancy Unit Turnaround Time
Unit turnaround time is the average number of calendar days for preparing a vacant unit for occupancy. On an average, it took approximately 26 calendar days to prepare a vacant unit for occupancy in fiscal year 2002-03. The average unit turnaround days are determined by subtracting the total number of vacancy days exempted for Capital Fund renovations and other reasons from the total number of turnaround days and then dividing the difference by the total number of vacant units. HUD recommends that vacant units be prepared for occupancy within 30 days after the unit has been vacated.
Capital Fund
As of June 30, 2003, we have no unexpended Capital Funds over three fiscal years old and no obligated funds over two years old. The total amount of Capital Funds expended during 2002-03 was $632,308. These funds were spent primarily on the Pritchard Park renovations.
Work Orders
During fiscal year 2002-03, all emergency work orders were completed or abated within 24 hours. HUD recommends that 97% of emergency work orders be completed or abated within 24 hours or less. HUD defines emergency work orders as work items that pose an immediate threat to life, health, safety, property, or related to fire safety. An emergency work order that is abated means that the condition is corrected so that it no longer poses a threat to health or safety of the occupants. Examples of emergency work orders include those for gas leaks, hazardous electrical systems, and hazardous heating systems.
HUD defines non-emergency work orders as work items that do not pose an immediate threat to life, health, safety or property, or are not related to fire safety. In fiscal year 2002-03, non-emergency work orders were completed within an average of about one day. HUD recommends that all non-emergency work orders be completed within an average of 40 days or less.
Annual Inspection of Dwelling Units and Systems
All 336 of the Town’s public housing units are inspected quarterly to identify needed repairs that, if not made, could affect the safety of the residents. HUD recommends that all dwelling units be inspected at least once yearly.
All 336 housing units meet the Uniform Physical Conditions Standards (UPCS) as defined by HUD. These standards require that no conditions exist that would pose immediate health or safety threats to the occupant.
The Security component of the Certification provides information on a public housing agency’s performance in tracking crimes and crime related problems in public housing neighborhoods, and the implementation of applicant screening and resident eviction policies and procedures. It also provides information on performance in implementing a drug elimination or crime reduction grant.
The Department of Housing receives incident reports and crime statistics from the Police Department that are used to track crime problems in the public housing neighborhoods. The Department administers HUD policies under which a process has been established to carry out eviction procedures against residents who are involved in illegal drugs or criminal activities in accordance with eviction policies and lease terms approved by HUD and Town Council.
We have continued the ACHIEVE! Family Self-Sufficiency Program whereby public housing families are provided a variety of resources and services. These services assist families in obtaining education, employment and social skills necessary to achieve economic independence. Currently, six residents are enrolled in the ACHIEVE! Program.
Regarding economic opportunities, funds were appropriated under the Capital Fund Program to support the staffing, training and supply needs of the Residents’ Council. A Performance Agreement for the FY 2002–03 was executed with the Residents’ Council to support the Residents’ Council Under The Tree Program. The Funds are used to support part-time employment opportunities for residents of public housing.
On July 25, 2003, copies of the PHAS Certification were distributed to the Residents’ Council for review and comments. A letter dated August 15, 2003 from the Residents’ Council indicates agreement and support of the proposed PHAS Management Operations Certification (Please see Attachment 3).
Housing and Community Development Advisory Board Members Comments: Two members of the Housing and Community Development Advisory Board reviewed the Public Housing Assessment System (PHAS) Management Operations Certification on August 12, 2003. Members of the Board who attended the meeting were Tracy Dudley and Elizabeth Welsby. Carol Siebert, Henry Clark, and Richard Loeber were absent. The members in attendance agreed to recommend that the Council approve the Public Housing Assessment System (PHAS) Management Operations Certification as proposed.
Manager’s Recommendation: That the Council adopt the attached resolution approving the Public Housing Assessment System (PHAS) Management Operations Certification.
1. Public Housing Assessment System (PHAS) Management Operations Certification (p. 6).
2. 2001-2002 PHAS Scoring Report (p. 11).
3. Letter from Chapel Hill-Carrboro Residents’ Council (p. 12).
A RESOLUTION APPROVING A PUBLIC HOUSING ASSESSMENT SYSTEM (PHAS) MANAGEMENT OPERATIONS CERTIFICATION (2003-08-25/R-12)
WHEREAS, the U.S. Department of Housing and Urban Development requires the submission of a Public Housing Assessment System (PHAS) Management Operations Certification; and
WHEREAS, the Department of Housing and Urban Development requires that the Council of the Town of Chapel Hill approve a Certification for fiscal year ending June 30, 2003;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council approves the Public Housing Assessment System (PHAS) Management Operations Certification, as submitted to the Council on August 25, 2003.
This the 25th day of August 2003.
Public Housing AssessmentSystem (PHAS) Management Operations Certification |
U.S. Department of HousingAnd Urban Development Real Estate Assessment Center |
OMB No. 2535-0106 (exp. 8/31/2001) |
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Public reporting burden for this collection of information is estimated to average 1.8 hours 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 are not required to complete this form, unless it 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 indicators to assess the management performance of public housing agencies (PHAs) in all major areas of management operations. PHAs will complete the PHAS Certification form HUD-50072 and electronically submit it to HUD. If a PHA does not have this capability in-house, the PHA should consider utilizing local resources, such as the library or another local government entity that has Internet access. In the event local resources are not available, a PHA may go to the nearest HUD Public 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 PHAs troubled with respect to the program for assistance from the Capital Fund under Section 9, 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. |
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Instructions: A PHA/AME’s electronic responses to this certification must be the PHA/AME’s actual data; e.g., prior to any adjustments to the indicators. Round percentages to the nearest two decimal points. |
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PHA/AME Name For FY Ending
Town of Chapel Hill 06/30/2003 |
Submission Date
08/29/2003 |
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Project name(s) if AME
N/A |
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The management functions for the following sub-indicator (s) have been assumed by an RMC, and the RMC certification will be completed and submitted to HUD (enter sub-indicator numbers or N/A): N/A |
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Sub-Indicator #1: Vacant Unit Turnaround Time
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V12400 |
Total number of turnaround days. |
5,070 |
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V12500 |
Total number of vacancy days exempted for Capital Fund. |
3,036 |
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V12600 |
Total number of vacancy days exempted for other reasons. |
257 |
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V12700 |
Total number of vacant units turned around and lease in effect in the PHA’s immediate past fiscal year. |
67 |
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V12800 |
Average number of calendar days units were in down time. |
0.00 |
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V12900 |
Average number of calendar days units were in make ready time. |
11.94 |
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V13000 |
Average number of calendar days units were in lease up time. |
14.59 |
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V13100 |
Average unit turnaround days. |
26.52 |
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Sub-Indicator #2: Capital Fund
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CF10000 |
Do you have any open Capital Fund programs (e.g., CIAP, CGP, Hope VI, LBPRA, VRP) (Y/N)? Open = any program that does not have a pre-audit end date or that received a pre-audit end date during the fiscal year being assessed. Component #1 and #2 |
Yes |
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Component #1: Unexpended Funds Over Three Federal Fiscal Years (FFYs) Old |
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CF10050 |
Total funds authorized over 3 FFYs old that do not have a pre-audit end date or that received a Pre-audit end date during the fiscal year being assessed. |
$0.00 |
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CF10100 |
Total funds expended over 3 FFYs old that do not have a pre-audit end date or that received a pre-audit end date during the fiscal year being assessed. |
$0.00 |
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CF10200 |
Unexpended funds to be recaptured. |
$0.00 |
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CF10300 |
Unexpended funds approved by HUD over 3 FFYs old. |
$0.00 |
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CF10400 |
Unexpended funds with time extensions due to reasons outside of PHA control. |
$0.00 |
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CF10500 |
Adjusted total unexpended funds. |
$0.00 |
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Component #2: Timeliness of Fund Obligation |
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CF11100 |
Total funds authorized for grants older than 2 FFYs old. |
$0.00 |
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CF11200 |
Total funds obligated over 2 FFYs old. |
$0.00 |
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Public Housing AssessmentSystem (PHAS) Management Operations Certification
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U.S. Department of HousingAnd Urban Development Real Estate Assessment Center |
OMB No. 2535-0106 (exp. 8/31/2001) |
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CF11300 |
Unobligated funds approved by HUD over 2 FFYs old. |
$0.00 |
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CF11400 |
Unobligated funds with time extensions due to reasons outside of PHA control. |
$0.00 |
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CF11500 |
Adjusted total unobligated funds. |
$0.00 |
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Component #3: Adequacy of Contract Administration |
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CF11700 |
The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit related to contract administration (include A-133 Audit). |
09/29/1999 |
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CF11800 |
The number of findings related to contract administration. |
0 |
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CF11900 |
The number of findings related to contract administration that has been corrected by the PHA. |
0 |
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CF12000 |
The number of findings related to contract administration that the PHA is in the process of correcting. |
0 |
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Component #4: Quality of the Physical Work |
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CF12200 |
The date of the last HUD/Army Corps of Engineers on-site inspection and/or audit related to the quality of physical work. |
09/29/1999 |
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CF12300 |
The number of findings related to the quality of physical work. |
0 |
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CF12400 |
The number of findings related to the quality of physical work that has been corrected by the PHA. |
0 |
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CF12500 |
The number of findings related to the quality of physical work that the PHA is in the process of correcting. |
0 |
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Component #5: Adequacy of Budget Controls |
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CF12700 |
Total amount of Capital Funds expended during the PHA fiscal year being assessed. |
$632,308.15 |
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CF12800 |
The amount of Capital Funds expended on approved work items not subject to budget revisions during the PHA fiscal year being assessed. |
$632,308.15 |
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CF12900 |
The amount of Capital Funds expended under budget revisions with prior HUD approval during the PHA fiscal year being assessed. |
$0.00 |
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CF13000 |
The amount of Capital Funds expended under budget revisions not requiring prior HUD approval during the PHA fiscal being assessed. |
$0.00 |
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Sub-Indicator #3: Work Orders |
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Component #1: Emergency Work Orders |
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W10000 |
Total number of emergency work orders. |
56 |
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W10100 |
Total number of emergency work orders completed/abated within 24 hours. |
56 |
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W10200 |
Percentage of emergency work orders completed/abated within 24 hours. |
100% |
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Component #2: Non-Emergency Work Orders |
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W10500 |
Total number of non-emergency work orders. |
5,040 |
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W10600 |
Total number of calendar days it took to complete non-emergency work orders. |
8,993 |
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W10700 |
Average number of days PHA has reduced the time it takes to complete non-emergency work orders over the past three years. |
0 |
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W10800 |
Average completion days. |
1.78 |
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Sub-Indicator #4: Annual Inspection of Dwelling Units and Systems
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Component #1: Annual Inspection of Dwelling Units |
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A10000 |
The total number of ACC units. |
336 |
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A10100 |
The sum of units exempted where the PHA made two documented attempts to inspect and is enforcing the lease. |
0 |
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A10200 |
Vacant units exempted for Capital Fund. |
0 |
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Public Housing AssessmentSystem (PHAS) Management Operations Certification
|
U.S. Department of HousingAnd Urban Development Real Estate Assessment Center |
OMB No. 2535-0106 (exp. 8/31/2001) |
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A10300 |
Vacant units exempted for other reasons. |
0 |
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A10400 |
Total number of units inspected using the Uniform Physical Condition Standards (UPCS). |
336 |
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A10550 |
Total number of units inspected that did not require repairs. |
88 |
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A10600 |
The number of units where necessary repairs were completed to comply with UPCS either during the inspection, issued work orders for the repairs, or referred the deficiency to the current year’s or next year’s Capital Fund program. |
248 |
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A10700 |
Adjusted units available. |
336 |
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A10800 |
Percent of units inspected by PHA. |
100% |
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Component #2: Annual Inspection of Systems including Common Areas and Non-Dwelling Space |
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A11100 |
Total number of contiguous sites (adjoining with no natural boundaries). |
13 |
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A11200 |
Total number of contiguous sites (adjoining with no natural boundaries) exempted from the inspection of systems. |
0 |
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A11300 |
The total number of contiguous sites (adjoining with no natural boundaries) where all systems were inspected in accordance with the UPCS. |
13 |
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A11400 |
Total number of buildings. |
104 |
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A11500 |
Total number of buildings exempted from the inspection of systems. |
0 |
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A11600 |
The total number of buildings where all systems were inspected in accordance with the UPCS. |
104 |
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A11700 |
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, or referred the deficiency to the current year’s or next year’s Capital Fund program. |
104 |
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A11800 |
Percentage of contiguous sites (adjoining with no natural boundaries) inspected. |
100% |
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A11900 |
Percent of buildings inspected. |
100% |
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Sub-Indicator #5: Security |
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Component #1: Tracking and Reporting Crime-Related Problems |
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S10000 |
The date that the Board adopted current policies to track crime and crime-related problems. |
11/28/1994 |
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S10100 |
The date that the PHA implemented the current procedures to track crime and crime-related problems. |
11/28/1994 |
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S10200 |
The date that the PHA implemented a current cooperative system for tracking and reporting crime to local police authorities. |
11/28/1994 |
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S10300 |
The number of crimes that the PHA can document it reported to local police authorities. |
10 |
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S10400 |
Percentage of developments where PHA can document it tracks crime and crime-related problems. |
100% |
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Component #2: Screening of Applicants |
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S10500 |
The date that the Board adopted current screening policies that reflect the One-Strike criteria. |
12/04/1996 |
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S10600 |
The date that the PHA implemented the current screening that reflects the One-Strike criteria. |
08/11/1998 |
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S10700 |
PHA can document that current screening procedures result in successfully denying admission to applicants who meet the One-Strike criteria. (Yes or No) |
Yes
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S10800 |
The total number of applicants denied who met the One-Strike criteria. |
9 |
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Component #3: Lease Enforcement |
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S10900 |
The date the Board adopted current eviction procedures that reflect the One-Strike criteria. |
11/13/1997 |
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S11000 |
The date the PHA implemented current eviction procedures that reflect the One-Strike criteria. |
11/13/1997 |
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Public Housing AssessmentSystem (PHAS) Management Operations Certification
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U.S. Department of HousingAnd Urban Development Real Estate Assessment Center |
OMB No. 2535-0106 (exp. 8/31/2001) |
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S11100 |
PHA can document that current eviction screening procedures resulted in the eviction of residents who meet the One-Strike criteria. (Yes or No) |
Yes
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S11200 |
The total number of evictions as a result of the One-Strike criteria. |
5 |
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Component #4: Drug Prevention and/or Crime Reduction Program Goals |
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S11350 |
The number of HUD-funded drug prevention and/or crime reduction programs. |
1 |
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S11450 |
The number of non HUD-funded drug prevention and/or crime reduction programs that the PHA requests to be assessed. |
0 |
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S11550 |
The number of documented program goals that are related to drug prevention and/or crime reduction. |
3 |
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S11600 |
The number of goals the PHA can document it met under the implementation plan(s) for any and all of these programs. |
3 |
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S11700 |
Percentage of goals that the PHA can document it met under implementation plan(s) for any and all of these programs. |
100.00% |
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Sub-Indicator #6: Economic Self-Sufficiency
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E10000 |
The number of HUD-funded economic self-sufficiency programs. |
0 |
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E10100 |
The number of non HUD-funded economic self-sufficiency programs that the PHA requests to be assessed. |
2 |
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S11550 |
The number of documented program goals that are related to economic self-sufficiency. |
2 |
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S11600 |
The number of goals the PHA can document it met under the implementation plan(s) for any and all of these programs. |
2 |
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S11700 |
Percentage of goals that the PHA can document it met under implementation plan(s) for any and all of these programs. |
100.00% |
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Adjustments for Physical Condition and/or Neighborhood Environment
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Please enter project number and name and indicate which area the adjustment for Physical Condition and/or Neighborhood Environment applies for a project. (Check all that apply) |
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Project No.
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Project Name |
Site |
Common Areas |
Building Exteriors |
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Please attach additional sheets as necessary for additional projects. |
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Public Housing AssessmentSystem (PHAS) Management Operations Certification
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U.S. Department of HousingAnd Urban Development Real Estate Assessment Center |
OMB No. 2535-0106 (exp. 8/31/2001) |
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I certify that, as of the submission date, the above sub-indicators, under Public Housing Assessment System indicator #3 Management Operations are true and accurate for the fiscal year indicated. I further certify that, to my present knowledge, there is no evidence to indicate seriously deficient performance that casts doubt on the PHA’s capacity to present and protect its public housing development and operate them in accordance with Federal law and regulations. Appropriate sanctions for intentional false certification will be imposed, including suspension or debarment of the signatory.
A Board Resolution approving this certification is required. I further certify that Board Resolution Number 2002-08-26/R-__ approving this certification was passed on August 26, 2002. |
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Executive Director (signature)
X |
Date
X August 29, 2003 |
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