MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Report on the 2003-04 Public Housing Assessment System (PHAS) Management Operations Certification
DATE: September 7, 2004
The purpose of this report is to provide information on the 2003-04 Public Housing Assessment System (PHAS) Management Operations Certification (please see Attachment 1) that was submitted to the U.S. Department of Housing and Urban Development (HUD) on August 30, 2004.
The attached resolution would approve the 2003-04 PHAS Management Operations Certification as required by HUD.
BACKGROUND
On June 30, 2004, the Council authorized the Manager to submit the Public Housing Assessment System (PHAS) Management Operations Certification to the U.S. Department of Housing and Urban Development (please see Attachment 2). The deadline for submitting the 2003-04 PHAS Certification was August 31, 2004.
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 Management Operations 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
Based on HUD’s review of our past PHAS Certifications no areas of management were identified as needing improvement.
DISCUSSION
Data on the attached Certification provides information on Chapel Hill’s public housing program for fiscal year 2003-04. The information on the Certification is the result of a self-evaluation of our performance during 2003-04. 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 22 calendar days to prepare a vacant unit for occupancy in fiscal year 2003-04. 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, 2004, 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 2003-04 was $200,684. These funds were spent primarily on the Pritchard Park renovations.
Work Orders
During fiscal year 2003-04, 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. 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 2003-04, non-emergency work orders were completed in 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 the 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, four 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 FY 2003–04 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.
HUD will evaluate the submitted information on the PHAS Certification to determine areas of good management and areas needing improvement. HUD’s review of the information should be completed by December 2004.
1. Public Housing Assessment System (PHAS) Management Operations Certification (p. 6).
A RESOLUTION APPROVING A PUBLIC HOUSING ASSESSMENT SYSTEM (PHAS) MANAGEMENT OPERATIONS CERTIFICATION (2004-09-07/R-11)
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, 2004;
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council approves the attached Public Housing Assessment System (PHAS) Management Operations Certification.
This the 7th day of September 2004.