MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposed 1999-2000 Public Housing Assessment System (PHAS) Management Operations Certification
The attached resolution would approve the 1999-2000 Public Housing Assessment System (PHAS) Management Operations 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, 2000.
BACKGROUND
The Public Housing Assessment System (PHAS) Management Operations Certification replaces the Public Housing Management Assessment Program (PHMAP) Certification. Similar to the PHMAP, the Public Housing Assessment System 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.
On August 23, 1999, the Council approved a Public Housing Management Assessment Program Certification for fiscal year 1999-2000. HUD’s review of the information on the Certification was completed in October 1999.
Based on the results of the review, HUD determined that the Chapel Hill’s Public Housing Program was designated as having a high performance in the following areas.
· Vacancy Rate and Unit Turnaround Time
· Modernization
· Rents Uncollected
· Work Orders
· Annual Inspections
· Financial Management
· Resident Services and Community Buildings
· Security
HUD rated the overall management of the Chapel Hill’s Public Housing Program during 1998-99 as a high performer. We received a total score of 100 percent, the maximum possible score.
In January 2000, the U.S. Department of Housing and Urban Development replaced the PHMAP Program with the Public Housing Assessment System (PHAS). The PHAS is intended to measure public housing agencies performance based on objective and uniform standards.
The PHAS Management Operations Certification include information on the following areas of management:
· Vacant Unit Turnaround Time
· Capital Fund
· Work Orders
· Annual Inspection of Dwelling Units and Systems
· Security
· Economic Self-Sufficiency
DISCUSSION
Data on the attached Certification provides information on Chapel Hill’s public housing program for fiscal year 1999-2000. The information on the Certification is the result of a self-evaluation of our performance during 1999-2000. 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 management indicators, which are discussed below:
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 21 calendar days to prepare a vacant unit for occupancy in fiscal year 1999-2000. The average unit turnaround days are determined by subtracting the total number of vacancy days exempted for Capital Fund 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.
Capital Fund
As of June 30, 2000 the Town has 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 1999-2000 was $636,632. It was expended on the Craig-Gomains renovations.
In September 1999, HUD inspectors performed an on-site inspection of documents related to contract administration and quality of work on the Craig-Gomains renovations. The results of this inspection indicated that there were no deficiencies in contract administration and quality of work.
Work Orders
During fiscal year 1999-2000, 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. On an average, in fiscal year 1999-2000, 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 Housing Condition Standards as defined by HUD. These standards require that no conditions exist that would pose immediate health or safety threats to the occupant.
The security element of the system provides information on a public housing agency’s performance in tracking crimes and crime related problems in public housing developments, 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 plan.
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 activity.
The Town has established 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, eighteen residents are enrolled the ACHIEVE! Program.
Regarding economic opportunities, funds were appropriated under the Comprehensive Grant Program to support the staffing, training and supply needs of the Residents’ Council. A Performance Agreement was executed with the Residents’ Council for supporting the staff positions of a Community Organizer, part-time Program Coordinator and part-time Community Center Director.
On August 18, 2000, copies of the Certification were distributed to the Residents’ Council for review and comments. In a letter dated August 20,2000, the Residents’ Council expressed its agreement with Public Housing Assessment System (PHAS) Management Operations Certification (please see Attachment 3).
Housing and Community Development Advisory Board’s Recommendation: The Housing and Community Development Advisory Board reviewed the Public Housing Assessment System (PHAS) Management Operations Certification on August 21, 2000. The Board voted 5 to 0 to recommend that the Council approve the Public Housing Assessment System (PHAS) Management Operations Certifications as prepared.
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. 1998-99 PHMAP Scoring Report (p. 11)
3. Chapel Hill-Carrboro Residents’ Council Letter dated August 21, 2000 (p. 12)
A RESOLUTION APPROVING A PUBLIC HOUSING ASSESSMENT SYSTEM (PHAS) MANAGEMENT OPERATIONS CERTIFICATION (2000-08-28/R-16)
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, 2000;
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 28, 2000.
This the 28th day of August, 2000.