Clyde A. Haulman, Chair November 12, 2013 Paul T. Freiling, Vice-Chair Tuesday Judith N. Knudson 5:00 p.m.* D. Scott Foster Stryker Building Douglas G. Pons 412 N. Boundary St. WILLIAMSBURG REDEVELOPMENT AND HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING 1. Roll Call 2. Board Minutes: August 5, 2013 3. Open Forum 4. Public Hearing A. WRHA Public Housing Authority 5-Year Plan, Proposed WRHA Resolution #13-04 5. Quarterly Reports A. Quarterly Financial Report B. Quarterly Operating Report 6. Open Forum 7. Adjournment *The Williamsburg Redevelopment and Housing Authority Board will meet at 5:00 p.m. or immediately following the conclusion of the Williamsburg City Council Work Session.
WILLIAMSBURG REDEVELOPMENT & HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING August 5, 2013 The quarterly meeting of the Williamsburg Redevelopment & Housing Authority (WRHA) Board of Commissioners was held on Monday, August 5, 2013 at 7:15 p.m. in the City Council Chambers of the Stryker Building, 412 N. Boundary Street, Williamsburg, Virginia. CALL TO ORDER Chairman Clyde A. Haulman called the meeting to order. ATTENDANCE Present in addition to Mr. Haulman were Vice-Chairman Paul T. Freiling and Commissioners Judith N. Knudson, D. Scott Foster, Jr. and Douglas G. Pons. City Manager Jack Tuttle, Assistant City Manager Jodi Miller, City Attorney Christina Shelton and Secretary Donna Scott were also present. Staff Attending: WRHA Executive Director Peter Walentisch, Finance Director Phil Serra and Economic Development Director Michele DeWitt. BOARD MINUTES Ms. Knudson moved that the minutes of the WRHA Board of Commissioners June 10, 2013 Special Meeting be approved as submitted. Mr. Pons seconded the motion which carried by roll call vote of 5-0. Recorded vote on the motion: Aye: Pons, Foster, Haulman, Freiling, Knudson Nay: None OPEN FORUM Chairman Haulman opened the floor for comments on any topic. There being no comment the Open Forum was closed. PUBLIC HEARING A. Proposed FY14 Budget, Proposed Resolution WRHA #13-03 Finance Director Serra presented highlights of the Proposed FY14 Budget consisting of three funds: the Operations Fund, the Capital Fund and the Triangle Fund. He noted that the 2014 Fiscal Year begins on October 1, 2013 and is balanced at $662,600, up about 4.4% overall from the current budget. The Operations Fund The largest revenue source comes from rental income from the 104 units and has been stable over the past several months at approximately $38,000 per month; estimated to be $456,000 next year. The HUD operating subsidy for FY14 will be lower, although the specific amount is unknown at this time. The current subsidy is $174,000 and staff estimates a decrease to $160,000 next year.
WRHA Board of Commissioners Minutes August 5, 2013 Included in the expense side is funding for a new full-time position, Public Housing Administrator. The addition of this position is recommended by Executive Director Peter Walentisch after a four-month assessment of the WRHA operation. All other operating expenses are budgeted to continue at the same level of service to public housing residents in FY 2014. The Capital Fund Although the FY 2013 HUD subsidy has not yet been awarded, $100,000 is anticipated with the same for FY 2014. Dwelling structure improvements, most notably plumbing and cabinet replacements, will be the largest expense in this fund, and any residual funds will be transferred to the public housing operation within HUD guidelines. The Triangle Fund The City took over the operation of the Triangle Building in March 2013 however, the WRHA remains the legal owner and is responsible for major capital expenditures for the building. In addition, the WRHA owns the property located at 743 Scotland Street and until it is sold, is responsible for maintenance, insurance and payments in lieu of taxes. Reserves in this Fund are currently $126,000, and staff is recommending $50,000 be available for operating contingency, with $5,800 conservatively estimated be available for other expenses in FY 2014. In response to Mayor Haulman s question, City Attorney Shelton said if the anticipated HUD subsidy is not received, because the Housing Authority is separate from the City, this would be the Authority s responsibility, it would not be the City s liability. Ms. Shelton added that she would check with HUD regarding this eventuality. Mr. Walentisch noted this would be very unlikely and that the budget is very conservative. All jurisdictions are facing the results of cuts due to the sequestration. Mayor Haulman opened the Public Hearing. There being no comment the Public Hearing was closed. Mr. Pons moved that the Board of Commissioners approve Proposed Resolution WRHA #13-03 approving the Operating Budget for FY 2014. Ms. Knudson seconded the motion which carried by roll call vote of 5-0. Recorded vote on the motion: Aye: Pons, Foster, Haulman, Freiling, Knudson Nay: None {Resolution WRHA #13-03} QUARTERLY REPORTS A. Quarterly Financial Report Mr. Serra reviewed the Quarterly Financial Report as of June 30, 2013. He noted Revenues of $563,793 and Expenses of $437,754 leaving an excess in Operations of $29,453. Mr. Serra said this turn-around from a year ago is primarily due to the decrease in costs due to fewer people in the department. Although Housing Authority employees are part of the City payroll, all costs are reimbursed to the City. 2
WRHA Board of Commissioners Minutes August 5, 2013 B. Action Items Approval of Public Housing Maintenance Charges Mr. Walentisch presented the Public Housing Maintenance Charges which included changes necessary to keep up with the cost of labor and materials. HUD requires that the WRHA Board of Commissioners approve the maintenance fees charged to the public housing residents for damages to residential units caused by residents and/or their guests. If approved, the new maintenance fees would go into effect September 1, 2013. Ms. Knudson moved that the Board of Commissioners approve the list of maintenance charges for 2013 as presented. Mr. Freiling seconded the motion which carried by roll call vote of 5-0. Recorded vote on the motion: Aye: Pons, Foster, Haulman, Freiling, Knudson Nay: None Approval of Write-off for Uncollectible Receivables Mr. Walentisch said there were 14 tenants that moved out of WRHA public housing leaving unpaid rent, late fees and work order repairs in the amount of $13,237.48, net of any security deposits. In addition, there are three promissory notes totaling $640.41. Bad debt expense for FY 2013 will total $13,877.89 and although staff has determined this amount is not collectible, they will continue to actively pursue collection primarily with the State s Debt Set-off Program. Mr. Pons noted that FY12 uncollectible receivables were almost $22,000 versus a little over $13,000 for FY13. Mr. Walentisch added that he expects bad debt expense will be even less in the future as staff is able to stay on top of it. Ms. Knudson moved that the Board of Commissioners approve the write-off of outstanding receivables as of September 30, 2013 in the amount of $13,877.89. Mr. Freiling seconded the motion which carried by roll call vote of 5-0. Recorded vote on the motion: Aye: Pons, Foster, Haulman, Freiling, Knudson Nay: None Public Housing Advisory Committee Appointments Mr. Freiling moved that effective October 1, 2013, the WRHA Board of Commissioners reappoint to the WRHA Public Housing Advisory Committee for three-year terms to expire September 30, 2016: Joyce Alewynse Sharon Marchelya Elsie Castleman Benming Zhang Elizabeth White Ms. Knudson seconded the motion which carried by roll call vote of 5-0. 3
WRHA Board of Commissioners Minutes August 5, 2013 Recorded vote on the motion: Aye: Pons, Foster, Haulman, Freiling, Knudson Nay: None OPEN FORUM Chairman Haulman opened the floor for comments on any matter. There were no comments. ADJOURNMENT There being no additional business before the Board of Commissioners, at 7:45 p.m. Mr. Freiling moved for adjournment. Ms. Knudson seconded the motion which carried by unanimous roll call vote. Approved: November 12, 2013 Donna Scott, WRHA Clerk Clyde A. Haulman, WRHA Chairman 4
PHA Certifications of Compliance with PHA Plans and Related R e g u l a t i o n s U.S. Department of Housing and Urban Development Office of Public and Indian Housing OMB No. 2577-0226 Expires 08/30/2011 PHA Certifications of Compliance with the PHA Plans and Related Regulations: Board Resolution to Accompany the PHA 5-Year and Annual PHA Plan Acting on behalf of the Board of Commissioners of the Public Housing Agency (PHA) listed below, as its Chairman or other authorized PHA official if there is no Board of Commissioners, I approve the submission of the 5-Year and/or Annual PHA Plan for the PHA fiscal year beginning October 1, 2013, hereinafter referred to as the Plan, of which this document is a part and make the following certifications and agreements with the Department of Housing and Urban Development (HUD) in connection with the submission of the Plan and implementation thereof: 1. The Plan is consistent with the applicable comprehensive housing affordability strategy (or any plan incorporating such strategy) for the jurisdiction in which the PHA is located. 2. The Plan contains a certification by the appropriate State or local officials that the Plan is consistent with the applicable Consolidated Plan, which includes a certification that requires the preparation of an Analysis of Impediments to Fair Housing Choice, for the PHA's jurisdiction and a description of the manner in which the PHA Plan is consistent with the applicable Consolidated Plan. 3. The PHA certifies that there has been no change, significant or otherwise, to the Capital Fund Program (and Capital Fund Program/Replacement Housing Factor) Annual Statement(s), since submission of its last approved Annual Plan. The Capital Fund Program Annual Statement/Annual Statement/Performance and Evaluation Report must be submitted annually even if there is no change. 4. The PHA has established a Resident Advisory Board or Boards, the membership of which represents the residents assisted by the PHA, consulted with this Board or Boards in developing the Plan, and considered the recommendations of the Board or Boards (24 CFR 903.13). The PHA has included in the Plan submission a copy of the recommendations made by the Resident Advisory Board or Boards and a description of the manner in which the Plan addresses these recommendations. 5. The PHA made the proposed Plan and all information relevant to the public hearing available for public inspection at least 45 days before the hearing, published a notice that a hearing would be held and conducted a hearing to discuss the Plan and invited public comment. 6. The PHA certifies that it will carry out the Plan in conformity with Title VI of the Civil Rights Act of 1964, the Fair Housing Act, section 504 of the Rehabilitation Act of 1973, and title II of the Americans with Disabilities Act of 1990. 7. The PHA will affirmatively further fair housing by examining their programs or proposed programs, identify any impediments to fair housing choice within those programs, address those impediments in a reasonable fashion in view of the resources available and work with local jurisdictions to implement any of the jurisdiction's initiatives to affirmatively further fair housing that require the PHA's involvement and maintain records reflecting these analyses and actions. 8. For PHA Plan that includes a policy for site based waiting lists: The PHA regularly submits required data to HUD's 50058 PIC/IMS Module in an accurate, complete and timely manner (as specified in PIH Notice 2006-24); The system of site-based waiting lists provides for full disclosure to each applicant in the selection of the development in which to reside, including basic information about available sites; and an estimate of the period of time the applicant would likely have to wait to be admitted to units of different sizes and types at each site; Adoption of site-based waiting list would not violate any court order or settlement agreement or be inconsistent with a pending complaint brought by HUD; The PHA shall take reasonable measures to assure that such waiting list is consistent with affirmatively furthering fair housing; The PHA provides for review of its site-based waiting list policy to determine if it is consistent with civil rights laws and certifications, as specified in 24 CFR part 903.7(c)(1). 9. The PHA will comply with the prohibitions against discrimination on the basis of age pursuant to the Age Discrimination Act of 1975. 10. The PHA will comply with the Architectural Barriers Act of 1968 and 24 CFR Part 41, Policies and Procedures for the Enforcement of Standards and Requirements for Accessibility by the Physically Handicapped. 11. The PHA will comply with the requirements of section 3 of the Housing and Urban Development Act of 1968, Employment Opportunities for Low-or Very-Low Income Persons, and with its implementing regulation at 24 CFR Part 135. 12. The PHA will comply with acquisition and relocation requirements of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 and implementing regulations at 49 CFR Part 24 as applicable. Previous version is obsolete Page 1 of 2 form HUD-50077 (4/2008)
13. The PHA will take appropriate affirmative action to award contracts to minority and women's business enterprises under 24 CFR 5.105(a). 14. The PHA will provide the responsible entity or HUD any documentation that the responsible entity or HUD needs to carry out its review under the National Environmental Policy Act and other related authorities in accordance with 24 CFR Part 58 or Part 50, respectively. 15. With respect to public housing the PHA will comply with Davis-Bacon or HUD determined wage rate requirements under Section 12 of the United States Housing Act of 1937 and the Contract Work Hours and Safety Standards Act. 16. The PHA will keep records in accordance with 24 CFR 85.20 and facilitate an effective audit to determine compliance with program requirements. 17. The PHA will comply with the Lead-Based Paint Poisoning Prevention Act, the Residential Lead-Based Paint Hazard Reduction Act of 1992, and 24 CFR Part 35. 18. The PHA will comply with the policies, guidelines, and requirements of OMB Circular No. A-87 (Cost Principles for State, Local and Indian Tribal Governments), 2 CFR Part 225, and 24 CFR Part 85 (Administrative Requirements for Grants and Cooperative Agreements to State, Local and Federally Recognized Indian Tribal Governments). 19. The PHA will undertake only activities and programs covered by the Plan in a manner consistent with its Plan and will utilize covered grant funds only for activities that are approvable under the regulations and included in its Plan. 20. All attachments to the Plan have been and will continue to be available at all times and all locations that the PHA Plan is available for public inspection. All required supporting documents have been made available for public inspection along with the Plan and additional requirements at the primary business office of the PHA and at all other times and locations identified by the PHA in its PHA Plan and will continue to be made available at least at the primary business office of the PHA. 21. The PHA provides assurance as part of this certification that: (i) The Resident Advisory Board had an opportunity to review and comment on the changes to the policies and programs before implementation by the PHA; (ii) The changes were duly approved by the PHA Board of Directors (or similar governing body); and (iii) The revised policies and programs are available for review and inspection, at the principal office of the PHA during normal business hours. 22. The PHA certifies that it is in compliance with all applicable Federal statutory and regulatory requirements. PHA Name PHA Number/HA Code 5-Year PHA Plan for Fiscal Years 2013-2017 Annual PHA Plan for Fiscal Years 2013-2014 I hereby certify that all the information stated herein, as well as any information provided in the accompaniment herewith, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties. (18 U.S.C. 1001, 1010, 1012; 31 U.S.C. 3729, 3802) Name of Authorized Official Title Signature Date Previous version is obsolete Page 2 of 2 form HUD-50077 (4/2008)
WILLIAMSBURG REDEVELOPMENT AND HOUSING AUTHORITY Financial Report as of September 30, 2013 PUBLIC HOUSING - OPERATIONS Budgeted YTD Actual YTD Actual REVENUES: FY 2013 9-30-2013 9-30-2012 Dwelling Rent 401,000 451,490 401,889 Other Income 51,800 65,113 45,243 Operating Subsidy 182,000 190,377 184,946 Total Revenues 634,800 706,980 632,078 EXPENSES: Administrative 285,390 259,965 302,119 Tenant Services 47,600 23,575 57,124 Utilities 130,000 134,397 134,763 Maintenance 82,000 63,459 89,980 General Expenses 88,500 75,105 235,283 Total Expenses 633,490 556,500 819,269 Excess - Operating Revenues over Expenses 1,310 150,480 (187,191) PUBLIC HOUSING - CAPITAL Awarded YTD Spent Unspent CAPITAL FUND GRANT: FY 2012 9-30-2013 Balance 1406 - Capital Subsidy Used for Operations 67,241 67,241 0 1460 - Dwelling and Structure Improvements 60,000 47,472 12,528 1411 - Audit Cost 500 500 0 1430 - Fees & Cost 3,000 0 3,000 Total FY 2012 Capital Fund Grant 130,741 115,213 15,528 Notes: FY 2013 Capital Fund Grant is pending - have not received award notice from HUD. Projects completed under dwelling and structure improvements include: 1. Replacement of exterior pole lights. 2. Sealcoating and restriping of parking lots at two apartment sites. 3. Repairs and replacement of the Blayton Building compactor. 4. Cabinets and upgrading plumbing. 5. Landscaping at New Hope and Blayton Bldg to improve property security. 6. Heat pump replacement - Mimosa Drive. CHECKING ACCOUNTS, DEPOSITS, & INVESTMENTS FUND: Checking SunTrust Checking Old Point Money Market Old Point CD Old Point State LGIP Public Housing $201,664 -- $31,789 -- $36,254 $269,708 Triangle Mgt. $23,096 $124 -- $50,000 $63,031 $136,252 Total $224,760 $124 $31,789 $50,000 $99,285 $405,959 Total
Williamsburg Redevelopment & Housing Authority Quarterly Operating Report* June - October, 2013 HIGHLIGHTS OF COMMUNITY & PROGRAM ACTIVITIES * June 2013: June 11 - Blayton Building Weatherization Program, Closing Ceremony. Mayor, Advisory Committee Chair, Community Action Agency, city staff, and residents attended a closing ceremony on completion of major work completed by contractors. Event included CDBG speaker. June 23-27 - Selected Housing Authority teens attend an APTA Teen Youth Summit in Washington, D.C. June 24 - City s annual Summer Youth Achievement Program begins with 17 Housing Authority Youth enrolled. July 2013: July 4 - Friendship & Summer Volunteer Service begins at sites (once a week, sponsored by Colonial Behavioral Health). July 5 - Free Lunch Program begins at all Family sites (Mimosa Woods, Katherine Circle, and Sylvia Brown sites). July 10 - Books & Breakfast Program, sponsored by Williamsburg Regional Library is extended into summer and held at Blayton Building. July 17 - WRHA Advisory Committee holds first quarterly meeting at Municipal Building. Group discusses role, structure, and grievance procedures. July 24 - HUD/PIH Team from Richmond attends joint round table discussion with Mayor, City Manager, Advisory Chair, and city staff regarding changes in WRHA, Memoranda of Agreements between city and WRHA, and blended operational structure. Event included a tour of co-located administrative offices and housing sites.
WRHA QUARTERLY REPORT July - October, 2013 Page 2. August 2013: Aug. 3 - Public Housing Youth Field Trip to Nauticus, sponsored by William & Mary students. Aug. 9 - Mayor, City Council members, Advisory reps, and city staff attend closing ceremony for 2013 Summer Youth Achievement Program. Aug. 24 - Real Talk Road Trip to King s Dominion for Public Housing youth with anti-bullying theme, partnered with P.A.B. Aug. 30 - Erase the Need W-JCC School Program provides school bags and school supplies for Public Housing youth. September 2013: Sept. 9 - HIV/Health Testing held at Blayton House. All Public Housing residents invited. Sept. 25 - WHRO presentation to both Housing Authority Advisory Committee and Human Services Advisory Board members, as well as Community Action Agency and city staff on available programs and services for families and children in public housing, including free books and audio-visuals through mobile van services, etc. Sept. 26 - Blayton residents attend activity trip to Seafood Fest. Sept. 30 - Opening Session of Drums over Drugs Prevention Module for middle school-age youth, partnered with Spirit Works Foundation. October 2013: Oct.19 - P.A.B Anti-Bullying Prevention, Skate-A-Thon activity with youth. Oct. 27 - P.A.B. 1000Youth March, Free event with vendors, etc. Oct. 30 - WRHA Advisory Committee, Quarterly Meeting, Municipal Building Oct. 30 - Blayton Building Halloween Party, co-sponsored with HS Adult Services Unit, Social Workers.
WRHA QUARTERLY REPORT July - October, 2013 Page 3. SUMMARY I. OPERATIONS: The blended model of Housing-Human Services central intake for all walk-ins, phone calls, and appointments has continued to make progress in both expediting tenant needs, as well as effectively responding to inquiries on the same day. All Human Services staff continue to meet monthly to discuss mutual needs, purchasing, referrals, and more comprehensive services to Public Housing tenants. For example, combined client visits to the Housing-Human Services counter totaled 755 in July with 1,149 phone calls handled by the front office staff. City resident needs have been met with better efficiency, effectiveness, and improved customer services through this model. II. STAFFING: The half-time role of the Tenant Counselor, who s position was modified in March to meet Housing Authority tenant needs, has continued to contribute to the increase in tenant income (see budget page) as a result of one-on-one reviews with all public housing tenants. A recommendation has been made to continue this half-time role [.5 FTE] on a permanent basis. Additionally, with the stabilization and increase of projected budget income over the next year, a Public Housing Administrator position was posted on July 27, 2013, and a final candidate was identified and hired in October with a start date in November of 2013. This position will operate at a Deputy Director level within the Human Services staffing structure. III. COMMUNITY WRAP-AROUND SERVICES: Community wrap-around services serving both public housing youth and their families have been particularly strong this summer and fall. Additionally, the Human Services Self-Sufficiency Program offered Customer Service Academy training slots/seats to any Housing Authority residents who wished to attend. Participants also receive Certificates of Completion from Thomas Nelson Community College, as well as 6-8 Continuing Education Units [CEU s]. Academic achievement and career preparation by Housing Authority youth will continue to be highlighted during the FY 2013-14 school year. Partner agencies in the community, such as Community Action Agency, Child Development Resources [CDR], Colonial Behavioral Health, Literacy for Life, Meals on Wheels, and other agencies continue to support Blayton residents, as well as Public Housing families at the other three sites, in conjunction with the many services provided by city staff.