BRACHER HDC, INC BOARD OF DIRECTORS REGULAR BOARD MEETING AGENDA Santa Clara County Housing Authority 505 West Julian Street, San Jose, CA 95110 Yosemite Conference Room A/B Thursday, October 11, 2018, 9:00 a.m. The Santa Clara County Housing Authority will make reasonable efforts to accommodate persons with disabilities. If you require special accommodations, please call (408) 993-2911 at least seventy-two hours in advance in accordance with the Rehabilitation Act of 1973. The Board of Directors may take any actions relating to the issues on the agenda following the Board s consideration of the matter and discussion of the recommended action. 1. Call to Order 2. Roll Call 3. Public Comment This portion of the meeting is reserved for persons desiring to address the Board on any matter not on this agenda. Speakers are limited to two minutes. The law does not permit board action or extended discussion of any items not on the agenda except under special circumstances. All statements that require a response will be referred to staff for reply in writing. Persons wishing to address the Board on a regularly scheduled item on the agenda are requested to complete a form located on the table as you enter the room. Individual speakers will be asked to limit their presentations to three minutes. Under the Brown Act, the public is guaranteed the right to provide testimony at any regular or special meeting on any subject which will be considered by the Board, before or during its consideration of the item (Government Code 54954). NOTE: The Chair may limit the number or duration of speakers on any matter. 4. Correspondence 5. Consent Calendar Pages 1-2 Pages 3-4 A. Approve Meeting Minutes from October 27, 2017. B. Approve Meeting Minutes from July 17, 2018. 6. General Business Pages 5-26 A. Approve the 2019 Operating Budgets for Rivertown Apartments and John Burns Gardens Apartments and and delegate authority to the President or designee to negotiate, amend, and execute agreements, and to take any and all actions as may be required to carry out the activities contemplated by the Operating Budget.
Pages 27-60 Pages 61-80 B. Accept the audit for Bracher HDC, Inc. for the FYE 12/31/17 dated August 15, 2018. C. Accept the 2018 Resident Satisfaction Survey report of the Agency s affordable housing portfolio. 7. Director Comments 8. Date, Time and Place for Next Meeting: October 10, 2019 at 9:00 a.m. Santa Clara County Housing Authority 505 W. Julian Street San Jose CA 95110 Yosemite Conference Room A/B 9. Adjourn
1 1 BRACHER HDC, INC. BOARD OF DIRECTORS SPECIAL BOARD MEETING MINUTES Santa Clara County Housing Authority 505 West Julian Street, San Jose, CA 95110 Yosemite Conference Room A/B Friday, October 27, 2017, 11:30 AM The Santa Clara County Housing Authority will make reasonable efforts to accommodate persons with disabilities. If you require special accommodations, please call (408) 993-2911 at least seventy-two hours in advance in accordance with the Rehabilitation Act of 1973. The Board of Directors may take any actions relating to the issues on the agenda following the Board s consideration of the matter and discussion of the recommended action. 1. Call to Order The meeting was called to order by Vice President Aleli Sangalang at 11:33 a.m. 2. Roll Call Present: Absent: Vice President/Treasurer Aleli Sangalang Vice President/Secretary Thomas Graham President Katherine Harasz 3. Public Comment This portion of the meeting is reserved for persons desiring to address the Board on any matter not on this agenda. Speakers are limited to two minutes. The law does not permit board action or extended discussion of any items not on the agenda except under special circumstances. All statements that require a response will be referred to staff for reply in writing. Persons wishing to address the Board on a regularly scheduled item on the agenda are requested to complete a form located on the table as you enter the room. Individual speakers will be asked to limit their presentations to three minutes. Under the Brown Act, the public is guaranteed the right to provide testimony at any regular or special meeting on any subject which will be considered by the Board, before or during its consideration of the item (Government Code 54954). NOTE: The Chair may limit the number or duration of speakers on any matter. There were no comments from the public. 4. Correspondence 5. Consent Calendar Approve Meeting Minutes from October 12, 2017. A motion was made to approve the Meeting Minutes from October 12, 2017, by Vice President/Secretary Thomas Graham and seconded by Vice President/Treasurer Aleli Sangalang, with a vote of two (2) ayes by Vice President/Treasurer Sangalang and Vice President/Secretary Graham; the motion passed.
2 2 6. General Business A. Approve an agreement with The John Stewart Company to provide property management services for John Burns Gardens; and, authorize the President or designee to execute documents to take all actions necessary to effectuate the agreement. A motion was made to approve an agreement with The John Stewart Company to provide property management services for John Burns Gardens; and, authorize the President or designee to execute documents to take all actions necessary to effectuate the agreement, by Vice President/Secretary Graham and seconded by Vice President/Treasurer Sangalang, with a vote of two (2) ayes by Vice President/Secretary Graham and Vice President/Treasurer Sangalang; the motion passed. 7. Director Comments 8. Date, Time and Place for Next Meeting: October 11, 2018, at 9:00 a.m. Santa Clara County Housing Authority 505 W. Julian Street, San Jose CA 95110 Yosemite Conference Room A/B 9. Adjourn The meeting was adjourned at 11:37 a.m. President Attest: Vice President Clerk of the Board
3 3 BRACHER HDC, INC BOARD OF DIRECTORS SPECIAL BOARD MEETING MINUTES Santa Clara County Housing Authority 505 West Julian Street, San Jose, CA 95110 Yosemite Conference Room A/B Tuesday, July 17, 2018, 9:30 a.m. The Santa Clara County Housing Authority will make reasonable efforts to accommodate persons with disabilities. If you require special accommodations, please call (408) 993-2911 at least seventy-two hours in advance in accordance with the Rehabilitation Act of 1973. The Board of Directors may take any actions relating to the issues on the agenda following the Board s consideration of the matter and discussion of the recommended action. 1. Call to Order President Katherine Harasz called the meeting to order at 9:42 a.m. 2. Roll Call Present: President Katherine Harasz Vice President/Secretary Thomas Graham Vice President/Treasurer Aleli Sangalang 3. Public Comment This portion of the meeting is reserved for persons desiring to address the Board on any matter not on this agenda. Speakers are limited to two minutes. The law does not permit board action or extended discussion of any items not on the agenda except under special circumstances. All statements that require a response will be referred to staff for reply in writing. Persons wishing to address the Board on a regularly scheduled item on the agenda are requested to complete a form located on the table as you enter the room. Individual speakers will be asked to limit their presentations to three minutes. Under the Brown Act, the public is guaranteed the right to provide testimony at any regular or special meeting on any subject which will be considered by the Board, before or during its consideration of the item (Government Code 54954). NOTE: The Chair may limit the number or duration of speakers on any matter. There was no public comment. 4. Correspondence There was no correspondence. 5. Consent Calendar 6. General Business
4 4 A. Accept the audit for the FYE 12/31/17 dated May 29, 2018 and the 2017 Tax Return for HACSC/Choices Family Associates, L.P.; and ratify distribution of excess cash in accordance with the audit. A motion was made to accept the audit for the FYE 12/31/17 dated May 29, 2018 and the 2017 Tax Return for HACSC/Choices Family Associates L.P.; and ratify distribution of excess cash in accordance with the audit by Vice President Aleli Sangalang and seconded by Vice President Thomas Graham, with a vote of three ayes by President Katherine Harasz, Vice President Aleli Sangalang and Vice President Thomas Graham; the motion passed. B. Accept the audit for the FYE 12/31/17 dated May 4, 2018 and the 2017 Tax Return for HACSC/Choices Senior Associates, L.P.; and ratify distribution of excess cash in accordance with the audit. A motion was made to accept the audit for the FYE 12/31/17 dated May 29, 2018 and the 2017 Tax Return for HACSC/Choices Senior Associates L.P.; and ratify distribution of excess cash in accordance with the audit by Vice President Aleli Sangalang and seconded by Vice President Thomas Graham, with a vote of three ayes by President Katherine Harasz, Vice President Aleli Sangalang and Vice President Thomas Graham; the motion passed. 7. Director Comments 8. Date, Time and Place for Next Meeting: October 11, 2018 at 9:30 a.m. Santa Clara County Housing Authority 505 W. Julian Street San Jose CA 95110 Yosemite Conference Room A/B 9. Adjourn President Katherine Harasz adjourned the meeting at 9:49 a.m. President Attest: Vice President Clerk of the Board
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6 6 raise their rents to Tax Credit maximum rents. The remaining nine residents pay less than 30% of income in rent and will receive a rent increase of no more than $50. The distributable cash is projected to be $457,028, 9% less than last year s budget. The debt service coverage ratio is 2.02 after deducting mandatory reserves. John Burns Gardens Apartments As the Owner of John Burns Gardens Apartments, staff recommends that the Board approve the 2019 operating budget (Attachment B). A summary of key facts is as follows: The property s income is expected to meet all expenses with a total operating income of $1,251,403 which covers the total operating expense of $661,551. The budget assumes a vacancy rate of less than 1%. Eleven residents pay less than 30% of income in rent and will receive a rent increase of no more than $50. The distributable cash is projected to be $64,558, 12% less than last year s budget. The debt service coverage ratio is 1.33 after deducting mandatory reserves. Fiscal Impact There is no fiscal impact arising from the Board s approval of the 2019 Operating budgets. Attachments Attachment A: Rivertown Apartments Operating Budget for 2019 Attachment B: John Burns Gardens Apartments Operating Budget for 2019
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28 28 Fiscal Impact There is no fiscal impact associated with the acceptance of the FYE December 31, 2017 Bracher HDC, Inc. audit. Attachments Bracher HDC, Inc. Financial Statements and Independent Auditor's report for FYE December 31, 2017.
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62 62 As in prior years, residents of the senior properties responded at a higher rate (36%) than residents at the family properties (19%), likely due to higher time demands on families. Overall, residents reported a high level of satisfaction in the areas of maintenance courtesy, building exterior appearance and community grounds. For most questions, the survey provided a response rate of 5 to 1; with 5 equating to Exceptional, 4 to Superior, 3 to Average and 2 or 1 indicating serious issues. Below is a summary of some of the resident scores for some of the questions: Survey Topic Housing Authority Resident Average Score SatisFacts Industry- Wide Benchmark Score Appearance and Condition of 4.18 4.01 Home Office Staff Courtesy, 4.23 4.28 Professionalism, Responsiveness and Availability Maintenance Staff Courtesy, 4.35 4.52 Professionalism, Speed and Quality of Work Community Safety and Security 4.02 4.07 I Would Recommend my Community to a Friend 91% 83% Fiscal Impact The survey cost approximately $18,500 to complete, including mailing, outreach, translation and compilation of the results. These costs were charged to each property s operating budget pro-rated based on the number of units in the property. Attachments Attachment A: 2018 Resident Satisfaction Survey Report Page 2 of 2 Bracher 10/11/18 6.C
63 63 Annual Survey Results Review Santa Clara Housing Authority 2018
64 64 Lia Nichole Smith VP of Education and Performance lsmith@internetbrands.com
2018 65 RESULTS 65
YOY 66 RESULTS 66
2018 RESULTS BY PROPERTY 67 67 PROPERTY AVERAGE SCORE RESPONSES RESPONSE RATE Klamath Gardens 5.00 2 13% Lenzen Gardens 4.72 38 41% John Burns Gardens 4.58 38 38% Bendorf Drive Apartments 4.57 39 39% Clarendon St. Apartments 4.53 27 34% Lucretia Gardens 4.39 4 25% Avenida Espana 4.33 24 29% Bracher Senior Housing 4.32 11 16% Rincon Gardens 4.28 57 30% Deborah 4.22 2 50% Miramar 4.17 4 25% Helzer Courts 4.10 22 14% Cypress Gardens 4.09 49 40% Villa Hermosa 4.09 45 46% Pimore Gardens 4.08 6 13% Morrone Gardens 3.99 34 34% Rivertown 3.97 12 12% Eklund 1&2 3.90 2 13% DeRose Gardens 3.88 26 35% El Parador 3.86 43 35% Sunset Gardens 3.82 37 51% Poco Way Apartments 3.79 15 12% Huff Gardens 3.77 18 26% San Pedro Gardens 3.71 2 11% Julian Gardens 3.67 3 33% The Willows 3.45 8 18% Blossom River Apts. 3.36 19 13%
2018 RESULTS: YOY BY PROPERTY 68 68 Property 2017 2018 YOY % Change Lucretia Gardens 3.80 4.39 16% Cypress Gardens 3.66 4.09 12% Klamath Gardens 4.48 5.00 12% Avenida Espana 3.96 4.33 9% Bendorf Drive Apartments 4.21 4.57 9% John Burns Gardens 4.22 4.58 9% Pimore Gardens 3.74 4.08 9% DeRose Gardens 3.62 3.88 7% Lenzen Gardens 4.50 4.72 5% Morrone Gardens 3.88 3.99 3% Blossom River Apts. 3.33 3.36 1% Clarendon St. Apartments 4.54 4.53 0% Huff Gardens 3.79 3.77-1% Miramar 4.22 4.17-1% Poco Way Apartments 3.81 3.79-1% Rincon Gardens 4.31 4.28-1% Eklund 1&2 3.97 3.90-2% Julian Gardens 3.76 3.67-2% Helzer Courts 4.21 4.10-3% Rivertown 4.12 3.97-4% Bracher Senior Housing 4.71 4.32-8% The Willows 3.76 3.45-8% El Parador 4.24 3.86-9% Villa Hermosa 4.51 4.09-9% Sunset Gardens 4.24 3.82-10% San Pedro Gardens 4.55 3.71-18%
2018 RESULTS: YOY BY REGION 69 69 Property 2017 2018 YOY % Change JSC 4.16 4.20 1% FPI 4.11 3.97-3%
OVERALL PERFORMANCE 70 70 Core 12 (the basics) Pride in Community Resident Engagement Renewal Drivers (most important) Renewal OVERALL SATISFACTION Likelihood
OFFICE PERFORMANCE 71 71 Question 2017 2018 Satisfacts Index Office staff courteousness, professionalism 4.27 4.23 4.22 Office staff responsiveness, dependability 4.22 4.17 4.08 Office staff availability to hear your requests, concerns 4.22 4.17 4.08
MAINTENANCE PERFORMANCE 72 72 Question 2017 2018 Satisfacts Index Maintenance staff courteousness, professionalism 4.29 4.35 4.49 Speed your service requests are handled 4.22 4.12 4.22 Quality of maintenance work done 4.33 4.24 4.29
PRIDE IN COMMUNITY 73 73 Question 2017 2018 Satisfacts Index Appearance and condition of the apartment home 4.18 4.18 3.98 Parking appearance, condition, adequacy 4.00 3.95 3.90 Community grounds and landscaping appearance, condition 4.18 4.24 4.29 Building s exterior appearance, condition 4.26 4.34 4.19 Common area appearance, condition, cleanliness (such as building entryways, lobbies, hallways, stairwells, elevators) 4.16 4.22 3.99 Building laundry facilities and/or in-home washer/dryer appearance, operation, condition 4.00 3.95 4.04 Community safety, security 3.93 4.02 4.08 Sense of community felt among residents and the staff 4.03 4.00 3.74 Would you recommend your community to a friend? 93% 91% 98%
PRIDE IN COMMUNITY 74 74 2017 2018
RESIDENT ENGAGEMENT 75 75 Question 2017 2018 Satisfacts Index Community sponsored social activities, events 4.03 4.14 3.78 Made use of optional resident services in the past 12 months 32% 28% N/A Is it okay that we include your name with your comments in the report management receives? 53% 64% 68%
RENEWAL DRIVERS 76 76 Driver Question 2017 2018 Satisfacts Index The value you receive for the rent that you pay 4.17 N/A 3.90 1 Sense of community felt among residents and the staff 4.03 4.00 3.74 2 Community social media (Facebook page, etc.) 3.61 N/A 3.82 3 How satisfied are you with the appearance and condition of your apartment home? 4.18 4.18 3.98 4 Community sponsored activities and events 4.03 4.14 3.78 5 Neighbors 4.02 N/A 4.03
EXECUTIVE SUMMARY 77 77 SUCCESSES 1. 5 communities @ Exceptional level 2. 10 communities @ Superior level 3. 11 communities improved over 2017 OPPORTUNITIES 1. Office performance 2. Maintenance performance 3. Community parking 4. Apartment appearance and condition 5. Community safety and security
NEXT STEPS 78 78 Action Plan Webinar Online reporting Portfolio survey results Best practices Completing the action plan template Resident follow-up letter
79 79 QUESTIONS?
THANK YOU! 80 80 Annual Survey Results Review Santa Clara Housing Authority 2018