MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Proposed 2000-2001 Public Housing Assessment System (PHAS) Management Operations Certification
DATE: August 27, 2001
The attached resolution would approve the 2000-2001 Public Housing Assessment System (PHAS) Management Operations Certification for submittal to the U.S. Department of Housing and Urban Development (HUD). The PHAS Certification (Please see Attachment 1) must be submitted to HUD by August 31, 2001.
The Public Housing Assessment System (PHAS) Management Operations Certification establishes procedures whereby HUD evaluates the management of public housing agencies. The PHAS replaces the Public Housing Management Assessment Program (PHMAP). Similar to the PHMAP, the 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 System Management Operations Certification, the following indicators are used to measure a public housing agency’s overall performance.
1. Physical Condition – HUD randomly inspects a sample of apartments, and grounds to determine if the public housing agency is maintaining its properties in good repair and in a safe condition.
2. Financial Condition – HUD reviews the financial condition of the public housing agency to determine if rents and other charges are collected in a timely manner and also to determine if the agency has sufficient financial resources.
3. Management Operations – Public housing agencies use procedures established by HUD to provide information on overall management and operations on the PHAS Certification.
4. Resident Services and Satisfaction – HUD conducts a survey of a random sample of public housing residents has to determine residents’ level of satisfaction with the living conditions and services provided.
On August 28, 2000, the Council approved a PHAS Management Operations Certification for fiscal year 1999-2000. Fiscal year 1999-2000 represents our first rating under the PHAS Certification System. HUD’s review of the information on the Certification was completed in December 2000. The 1999-2000 PHAS Scoring Report is attached. The total PHAS score is 81 out of a maximum score of 100. Based on the results of the review of the information included on the PHAS Certification, HUD determined that Chapel Hill’s public housing program had standard performance. (Please see Attachment 2). Capital Fund
DISCUSSION
Data on the attached Certification provides information on Chapel Hill’s public housing program for fiscal year 2000-2001. The information on the Certification is the result of a self-evaluation of our performance during 2000-2001. 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 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 28 calendar days to prepare a vacant unit for occupancy in 2000-2001. The average unit turnaround days are determined by subtracting the total number of vacancy days exempted for Capital Fund activities 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, 2001 the Town has no unexpended Capital Funds over three fiscal years and no obligated funds over two years. The total amount of Capital Funds expended during 2000-2001 was $71,357. These funds were spent primarily on the Craig-Gomains renovations.
In September 1999, a HUD inspector 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 2000-2001, 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 2000-2001, non-emergency work orders were completed in about a 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 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.
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 drug 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 Capital Fund Program to support the staffing, training and office supply needs of the Residents’ Council. A Performance Agreement in the amount of $50,000 was executed with the Residents’ Council to support the staff positions of a Community Organizer, part-time Program Coordinator and part-time Community Center Director.
On July 26, 2001, copies of the PHAS Certification were distributed to the Residents’ Council for review and comments. A letter from the Residents’ Council reports that they agree with the expressing support of the proposed PHAS Certification (please see Attachment 3).
Housing and Community Development Advisory Board’s Recommendation: The Housing and Community Development Advisory Board reviewed the PHAS Certification on August 14, 2001. The members of the Board voted 3 to 0 to recommend that the Council approve the Public Housing Assessment System Management Operations Certifications as prepared.
Manager’s Recommendation: That the Council adopt the attached resolution approving the Public Housing Assessment System Management Operations Certification.
1. Public Housing Assessment System Management Operations Certification (p.7).
2. PHAS Score Report for Fiscal Year 2000 (p.12).
3. Letter from the Chapel Hill-Carrboro Residents’ Council (p.13).
A RESOLUTION APPROVING A PUBLIC HOUSING ASSESSMENT SYSTEM (PHAS) MANAGEMENT OPERATIONS CERTIFICATION (2001-08-27/R-8)
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, 2001;
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 27, 2001.
This the 27th day of August, 2001.