HOUSTON HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING

MARCH 22, 2016

CLAYTON HOMES 1919 RUNNELS

HOUSTON, TEXAS 77003

Transforming Lives & Communities

BOARD OF COMMISSIONERS MEETING

Tuesday, March 22, 2016

TABLE OF CONTENTS

AGENDA 2

February 16, 2016 BOARD MEETING MINUTES 4

COMMENTS AND RESPONSES

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NEW BUSINESS

Resolution No. 2841

Award of Contract to Crestmark Construction for Sidewalk Restoration, Removal and Replacement for Cuney Homes

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Resolution No. 2842

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Authorization of the Program Wide Replacement of Appliances

Resolution No. 2843

20 Amendment of Property Management Services Contract

BOARD REPORT 23

FINANCE REPORT 38

HHA CALENDAR OF EVENTS 40

2640 Fountain View Drive, Houston, Texas 77057 | Phone 713.260.0500 | Tory Gunsolley, President & CEO

Board of Commissioners: Lance Gilliam, Chair |LaRence Snowden, Vice Chair | Nicola Fuentes Toubia | Shondra E. Wygal | Veronica R. Chapa | Bobbie Figures | Phillis Wilson

AGEN DA

AGENDA

I. Call to Order II. Roll Call

III. Approval of the February 16, 2016 Houston Housing Authority Board Meeting Minutes

IV. President’s Report V. Public Comments

VI. New Business

a. Award of Contract to Crestmark Construction for Sidewalk Restoration, Removal and

Replacement for Cuney Homes (Resolution No. 2841)

b. Authorization of the Program Wide Replacement of Appliances

(Resolution No. 2842)

c. Amendment of Property Management Services Contract (Resolution No. 2843)

VII. Executive Session

Convene an Executive Session to discuss: a. Personnel matters in accordance with Section 551.074 of the Texas Government Code b. Legal issues in accordance with Section 551.071 of the Texas Government Code c. Real estate matters in accordance with Section 551.072 of the Texas Government Code

BOARD OF COMMISSIONERS’ MEETING

TUESDAY, MARCH 22, 2016 AT 3:00 P.M.

CLAYTON HOMES

1919 RUNNELS, HOUSTON, TEXAS 77003

2640 Fountain View Drive, Houston, Texas 77057 | Phone 713.260.0500 | Tory Gunsolley, President & CEO

Board of Commissioners: Lance Gilliam, Chair | LaRence Snowden, Vice Chair | Nicola Fuentes Toubia | Shondra E. Wygal | Veronica R. Chapa | Bobbie Figures | Phillis Wilson

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VIII. Reconvene Public Session

IX. Adjournment

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2640 Fountain View Drive ■ Houston, Texas 77057 ■ 713.260.0500 P ■ 713.260.0547 TTY ■ www.housingforhouston.com  

MINUTES OF THE HOUSTON HHA BOARD OF COMMISSIONERS MEETING 

 

TUESDAY, FEBRUARY 16, 2016 

 

A meeting of the Board of Commissioners (“Board”) of the Houston HHA (“HHA”) was held on Tuesday, February 16, 2016, at Oxford Place, 605 Berry Road, Houston, Texas 77022.  Chair Gilliam called the meeting to order at 3:01 p.m. Chair Gilliam offered the use of an interpreter or translator to any in attendance.  Secretary Gunsolley called roll and declared a quorum present. 

  Present:   Lance Gilliam, Chair  

LaRence Snowden, Vice Chair  Bobbie Figures, Commissioner  Nicola Fuentes Toubia, Commissioner  Shondra E. Wygal, Commissioner  Veronica Chapa, Commissioner (arrived during the President’s Report) Phillis Wilson, Commissioner  Tory Gunsolley, Secretary  

  Absent:     APPROVAL OF MINUTES  Chair Gilliam called for discussion or approval of the January 19, 2016 Board of Commissioners meeting minutes.  Secretary Gunsolley  stated  that  a  revised  copy  of  the  January  19,  2016 minutes  have  been  distributed  based  on  the feedback provided during the pre‐meeting sessions with the Commissioners.  Chair Gilliam asked for a motion to approve the January 19, 2016 minutes.  

Commissioner Wilson made a motion  to  approve  the minutes  for  the  January 19, 2016 HHA Board of Commissioners 

meeting, as amended. Vice Chair Snowden seconded the motion. The minutes passed unanimously. 

 PRESIDENT’S REPORT  Secretary Gunsolley shared that this month, Mark Thiele, HHA’s VP of HCV Program, represented the HHA at the National Governors Association’s (NGA) Experts Roundtable Meeting because they were looking for a representative from the HHA and so, we were pleased to be able to attend.  He also shared that the HHA led a team at the TDHCA and the Corporation for Supportive Housing’s (CSH) Housing Services Partnership Academy to discuss strategies about providing housing and supportive services.  Secretary Gunsolley also shared that he had a meeting with HUD to discuss the various waivers that the HHA is looking for related to payment standards and HHA has officially received word that the 50% FMR payment standard waiver has been approved.   He stated that HUD asked us for more  information on the 120% payment standard for the high opportunity 

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areas and we are providing them with this information and awaiting more approvals.  Secretary  Gunsolley  announced  that  last week,  the  HHA  had  another  Section  3  class  related  to  the  Siemens’  work conducted by Motivation, Inc. and this training was focused on computer skills.  He indicated that there were 24 students who  went  through  a  computer  literacy  class  to  increase  their  computer  skills.    At  the  end  of  the  class,  they were presented with the 24 new laptops and printers.  Secretary Gunsolley shared that  the HHA received word  from HUD  that  they are distributing  the Capital Fund Program Grant for this year and the HHA is receiving just over $4 million.  He added that similarly, the President released his 2017 budget which  the  House  and  Senate  Republicans  have  announced  that  it’s  “dead  on  arrival.”    He  stated  that  if  the President’s budget is the “high watermark,” we may be in for some cuts.  He indicated that the budget only proposes an increase to the administrative  fee  in the voucher program, but the rest of the programs were  flat  funded or had small decreases once you factor in inflation.   Secretary  Gunsolley  continued,  stating  that  the  President’s  budget  also  introduced  a  substantial  increase  to  the Continuum of Care funding to create an extra 100,000 vouchers to help end homelessness, but it isn’t clear if any of the President’s budget is going to get enacted.   He indicated that this is an election year and we are probably going to see a continuing resolution get passed sometime after the election.  Lastly, Secretary Gunsolley stated that the HHA was very busy with a number of REAC inspections this past four weeks and he  is pleased  to  share  that  Lyerly  scored  a 95 out of  a 100,  Forest Green  scored  a 93 out of  a 100  and Kelly Village improved its score quite a bit and received an 87 out of 100.  He added that Irvinton Village also increased its score by 30 or 40 points and received an 80 out of 100.  Secretary Gunsolley indicated that the physical inspections are going well and in  the coming weeks  inspections  for Cuney Homes and Clayton Homes are going  to be done.   He  remarked  that he  is hoping that we will continue to prepare for these property inspections as well.  Secretary Gunsolley stated that this concludes his President’s Report.  Chair Gilliam asked in regards to the REAC Inspections, “Which community did we have a big problem at last year?”  Secretary Gunsolley responded that it was Cuney Homes.  Chair Gilliam asked if Cuney Homes has been re‐inspected.  Secretary Gunsolley responded, “No, not yet.”  Rick Johnson, of HHA, indicated that it will be re‐inspected on March 17th.  Chair Gilliam asked if we are ready for this inspection.  Secretary Gunsolley responded that we are ready.  Chair Gilliam remarked that he knows that there were some concerns in the community by our resident in Forest Green.  He asked if we have reconciled the complaints from residents with this REAC score we just received.  Secretary Gunsolley replied that he has sent a letter in response to the letter that he received from the attorney who was representing a number of tenants at Forest Green and asked the attorney to call him with any specific examples of things that we needed to address.   He  indicated that the attorney hasn’t responded and we have no specifics to follow up on, but we did have the recent inspection at Forest Green which was very good overall.  Commissioner Chapa arrives.  Commissioner Toubia asked in regards to the REID report, on the new roofs at Allen Parkway Village (APV), about the consultant fee, “Why do we need to retain consultants?    

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Secretary Gunsolley responded that this is in reference to Resolution 2840 which the Board will discuss today. He stated that they are not consultants in the true sense of the word, they are architects and so, the architect is drafting this scope of work.  Chair Gilliam asked for any further questions, concerns, or comments regarding the President’s Report.   PUBLIC COMMENTS  Ms. Connie Ortiz, of Oxford Place, apartment #615, addressed the Board with concerns about resident parking at Oxford Place, excessive  trash being  thrown on  the property, and kids vandalizing property and being disrespectful.   Mr. Ortiz complained that her vehicle has been vandalized twice on the property and she had to pay a $500 deductible as well as pay her rent on time.  She stated that residents have had their vehicle stickers for almost 11 months, but some residents have 4  to 6 vehicles  to an apartment with only one sticker. Ms. Ortiz also  indicated  that  the problem  is  that there are residents who do not live at Oxford Place who are parking on the property.  She expressed that this is not right especially to those residents who are doing the right thing.  Ms. Ortiz said that at 3:00 to 4:00 in the morning, there are people walking through the property because she sees and hears everything happening outside of her apartment from her bedroom window.  She indicated that there are shootings, fights and vandalism happening on the property and she constantly sees people throwing trash on the ground.  She stated that the maintenance men are spending 3 to 4 hours cleaning up trash, and so sometimes she helps pick up the trash, as part of her community service.  Ms. Ortiz commented that she  loves Oxford Place, she  loves  living at the property and she  loves Ms. Wilson, but stated that the kids at Oxford Place show no respect and vandalize things on the property.   She indicated that kids damaged her brand new vehicle twice with a BB gun.   Ms. Ortiz concluded that residents have had parking stickers for over 11 months now, but what  is  the purpose of  stickers  if parking  is going  to  continue  to be a problem.   She  said  that  residents are fighting over a parking space because there are multiple vehicles to an apartment which gets only one parking sticker.   Chair Gilliam asked Commissioner Wilson  if he  is correct to say that the Board has heard about the parking  issues here before.  Commissioner Wilson replied, “Yes.” She stated that the Board always hears about parking every time we come to Oxford Place.  Chair Gilliam remarked that the parking policy that management has put in place doesn’t seem to be working very well for Ms. Ortiz.  Secretary Gunsolley asked if the towing contract is in place and if PMC has started towing.  Rick Johnson, HHA’s Director of Asset Management, responded that the towing contract is in place and we are about to re‐issue a notice  to proceed with Fast Tow Wrecker Service  (Fast Tow). He  stated  that currently, HHA has  focused on towing inoperable vehicles and not unauthorized vehicles.  Chair Gilliam asked, “Does this means that we are towing or not?”  Mr. Johnson replied that we are towing, but residents still have to be warned first and then, Fast Tow is going in towing.  Vice Chair Snowden asked if we have issued a policy on parking and towing.  Secretary Gunsolley responded in the affirmative and stated that there is a policy.  Ms.  Cynthia  Fowler,  Orion’s  Regional  Supervisor,  stated  that  the  PMC  is  actually  towing  inoperable  vehicles.    She explained  that  they  are  giving  residents  14  days  to  correct  the  issue  and  if  it’s  not  corrected,  they  are  towing  these inoperable  vehicles.    She  added  that  they  have  issued  parking  stickers  to  the  person(s)  who  can  provide  the documentation  that  is required according to  the Parking and Towing Policy, but as  for  just going and  towing operating vehicles, they are not doing that.  Ms. Fowler stated that there is a mixture of housing units at Oxford Place and so, there 

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are market rate units and  there are public housing units and  for market rate units.   For market rate units, everyone  is compliant, but for those units that are not market rate, that’s where they have an issue.  Ms. Quentella Carrier, Orion’s Property Manager at Oxford Place, stated that the property has only 210 parking spaces and there are 250 residents that live at Oxford Place.  Ms. Fowler added that there are 210 parking spaces, 250 units and over 500 vehicles.  Vice Chair Snowden asked, “Does each unit have only one parking space?”  He stated that if you have 210 parking spaces and you have 250 units, there should only be 250 vehicles on the property, unless there are visitors.  Ms. Carrier replied that sometimes, there might be multiple vehicles for one unit.  Vice Chair Snowden asked, “How many passes does a resident receives per unit?”  Ms. Fowler replied, “One.”  Vice Chair Snowden  indicated that  if there  is one pass per unit, then there should only be 250 resident vehicles on the property.  Ms. Fowler disclosed that some occupants have more than one vehicle.  Vice Chair Snowden expressed that if a unit only gets one parking pass, then a resident can only park one vehicle, period.  Ms. Fowler asked, ‘What if there is a husband and wife who have two vehicles?”  Vice Chair Snowden replied that the policy that has been set.  Ms. Fowler reiterated that there are only 210 parking spaces and 250 units.  Vice Chair Snowden explained that if you only have 250 units and each unit has one pass, this means you should have 250 vehicles or less.  He inquired that unless she is telling him that some spaces, she has granted two passes.  Ms. Fowler responded, “No.”  She stated that everyone has one pass, but the property is still 44 parking spaces short.  Vice Chair Snowden asked if all 250 units have vehicles that the PMC has allocated spaces for.  Ms. Carrier replied, “Majority of them.”  She said that if proper paperwork was provided, a resident received a pass.  Chair Gilliam remarked that the issue is that we just don’t have a parking space for every unit.  Vice Chair Snowden asked if what she is saying means that the property should only be over 40 extra vehicles maximum if all units have a pass.  Ms. Fowler replied, “Yes, if all units have a pass?”  Vice Chair Snowden remarked, “But they don’t.”  Ms. Fowler answered, “Yes, but they don’t.” She stated that  if we have 75 visitors parking, there are only 20 spaces for visitors and so, this is a second issue.  Chair Gilliam asked, “So what’s the problem?”  Secretary Gunsolley responded, “Unauthorized vehicles.”   He  instructed Mr. Griffin, the Public Housing Operations staff and the PMCs to keep moving forward towing unauthorized vehicles that don’t have stickers.  He stated that we need to give residents a “drop dead” date on getting their documentation turned in.  Secretary Gunsolley indicated that the Board 

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has supported this for quite some time and he thinks all of our patience is used up at this point.  He advised staff to start towing vehicles of people who don’t have stickers and don’t belong at Oxford Place.  Chair Gilliam remarked that the other problem that he is concerned about, is the vandalism, trash and some other things that Ms. Ortiz mentioned.  He asked if residents or other people are doing these things.  Mr. Ortiz answered  that  it’s  the parents  sending  their young kids  to  take out  the  trash and  they  just  throw  it on  the ground and run.  She said that she often times go over there and pick it up because other people won’t do it.  Ms. Ortiz said that she doesn’t mind doing it because this is her home.  Commissioner Wilson remarked that this is a parenting issue.  Commissioner Wygal asked if residents call Precinct 6 and if so, do they come out.  Commissioner Wilson replied, “Yes, they come, but what can they tell a child that’s throwing trash on the ground.”  Chair Gilliam commented, “Not much.”  Commissioner Wilson voiced, “Her point exactly.”  Chair Gilliam thanked Ms. Ortiz for her comments.  NEW BUSINESS  Resolution No. 2837 – Section 8 Management Assessment Program Certification  Secretary Gunsolley stated that it gives him great pleasure that he is seeking authorization to submit the 2015 Section 8 Management Assessment Program (SEMAP) Certification that will confirm the Houston HHA’s voucher program as a High Performer again this year.  He acknowledged Mark Thiele, HHA’s VP of the HCV Program, Robin Walls, HHA’s Director of HCV Program and all of the hard work that their voucher staff do to get the HHA to this point.  He indicated that 5 points were lost from last year and we just missed it when we ran the numbers.   He explained that we had to have a 97.5% or better in the lease up indicator and we came in at 97.3%.   Secretary Gunsolley stated that we just missed it, but it’s still a 97%  in this  indicator and we are pleased with this and we shouldn’t have any problems getting those points back next year.  Vice Chair Snowden stated that  let the record show that the Board commended Mr. Thiele and his staff.     He remarked that  the Board doesn’t want accomplishments  like  this  to go unnoticed  for  the great work  that  they are doing  in our voucher program.  Commissioner Toubia moved to adopt Resolution No. 2837.  Commissioner Wilson seconded the motion.   Resolution No. 2837 passed unanimously.  Resolution No. 2838 – Award of Purchase Order to Replace 156 Electric Ranges and Vent Hoods at Historic Oaks of Allen Parkway Village (HOAPV) to Pasco, Inc.  Secretary Gunsolley stated that Resolution No. 2838  is seeking the award of the purchase order to replace 156 electric ranges and vent hoods at Historic Oaks of Allen Parkway Village to Pasco, Inc., not to exceed an amount of $145,000.  He specified that staff has undertaken an  inventory of all of the appliances at the HHA and the Board will be seeing future resolutions on other properties, as well as, with refrigerators being replaced.  He stated that most of all of these stoves were 10 years old and they have reached the end of their useful life.  Secretary Gunsolley added that the ESCO Contract, one part of  the  scope  is  installing  a  safety burner  into  the  stoves  and we didn’t want  to  spend  the  time  and money installing safety burners when the stoves needed to be replaced.   He stated that we wanted to get the new equipment into the new stoves.     Secretary Gunsolley continued, stating that Pasco, Inc. is on the purchasing cooperative for the State of which the HHA is a member.  He indicated that Pasco, Inc. has good references, their price was competitive and they were cheaper than the 

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other vendor who responded.  He added that Pasco, Inc. was the only company who were able to provide the HHA with turnkey solution for not only would they provide the stoves, they would also install them and remove and dispose the old stoves.  He indicated that the cost for this service is about $200 per unit which is cheaper than we would be able to do the work and  it allows us to get  it done  in one fell swoop rather than trying to pile  it onto the maintenance crew’s normal workload because  it could  take weeks or months  to get  these stoves  installed.   Secretary Gunsolley concluded  that he thinks that this would be a huge improvement for the residents at HOAPV.  Chair Gilliam asked for any questions, concerns or comments regarding Resolution No. 2838.  Vice Chair Snowden stated that as he mentioned to Secretary Gunsolley, he understands that we are members of these cooperative with the State and he’s not sure  if his questions  is more of a REID question or purchasing question, but he wants  to make  sure  that  if we are going  to  route  this  through  the  cooperative,  the HHA needs  to make  sure  that we identify people who are going to do the work.  He indicated that we need to make sure that the list of names that appear on the cooperative and that we select names from, is as comprehensive as possible.  He stated that he likes the idea that the cooperative gives us the speed that we need and that we are able to select often times MWBEs who come off this list, but he wants to make sure that we are not missing out on offering an opportunity to someone just because we are going this route.  Vice Chair Snowden indicated that this is a good thing, but he doesn’t want it to be a penalty because we are not being as inclusive as we should.  Commissioner Toubia  remarked  that on  the 156 electric  ranges,  it’s not  just $145,000  for  these  ranges; but  from  the $145,000, we are paying approximately $30,000  for  the  installation,  removal and disposal of  the existing  ranges.   She asked if this was correct.  Secretary Gunsolley responded that this is correct and indicated it includes the vent hoods as well.  Vice Chair Snowden asked, “What  is the plan as we go forward with other properties that are probably  in  just as much need for stoves?”  Secretary Gunsolley replied that at the March board meeting, the Board will see more resolutions for appliances and he is happy  to  share  the  list of  the overall purchasing plan.   He  stated  that  staff  is expecting  to  replace over $1 million  in appliances.  Commissioner Toubia asked if this cost is to replace appliances that are passed their useful life and to make the HHA more compliant with energy efficiency, which saves money in the long run.  Secretary Gunsolley responded that this is correct.  Chair Gilliam asked if this is consistent with our needs assessment.  Secretary Gunsolley replied, “Yes.”   Chair Gilliam asked for any further questions, concerns or comments regarding Resolution No. 2838.  Chair Gilliam asked for a motion to approve Resolution No. 2838.  Commissioner Wygal made  the motion  to  approve Resolution No. 2838.   Commissioner Chapa  seconded  the motion.   Resolution No. 2838 passed unanimously.  Resolution No. 2839 – Energy Services Agreement Change Order  Secretary Gunsolley stated that Resolution No. 2833  is authorizing him to negotiate and enter  into a change order with Siemens for some generator replacements and improvements at Lyerly and Bellerive.  He stated that he is bringing this to the  Board’s  attention  in  an  abundance  of  caution  as well  as  transparency.   He  indicated  that  the  Board  has  already approved these improvements as part of the $28 million ESCO package that we had entered into with Siemens.  Secretary Gunsolley explained that over the course of several months, we were working with HUD  for  its approval and HUD had made comments to HHA that these improvements weren’t really cost saving items and questioned the appropriateness of 

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using the loan proceeds to pay for these items.  He stated, ultimately, we decided that we would use capital funds to pay for these replacements and improvements.  He added that the HUD contract which was approved did not include these items, but the original Siemens’ contact does and it had the items being purchased with the loan proceeds, so this change order authorizes Siemens to go forward with the agreement using the capital fund program to do so.  Secretary Gunsolley continued, stating that primarily, we want to make these improvements for the health and safety of our elderly and disabled residents.  He indicated that currently at Bellerive, the existing generator is not large enough to power the entire building and that means  in a case  like Hurricane Ike where the power might be out for several weeks, residents would be without power, except for elevators and emergency lighting and that’s just not a good scenario for an elderly building because we have frail people who need to run emergency medical equipment and so they need power.  Secretary Gunsolley added that at Bellerive, the big cost item is to replace the current generator with a larger generator that is big enough to run the entire building.    Secretary Gunsolley further stated that at both Lyerly and Bellerive, we are installing Automatic Transfer Switches and a duel fuel ability.  He detailed that the Automatic Transfer Switch makes it a seamless process so that when the power fails it  automatically  turns  on  the  generator.    He  explained  that  it  recognizes  that  the  power  is  out  and  it  turns  on  the generator and powers up the building in a safe and seamless way so that many residents may not know that the power had gone out and has switched over to the generator.  Secretary Gunsolley stated that the HHA also wants the dual fuel for two reasons 1) it allows a continuous flow of the fuel.  He explained that the diesel generators can only run for about 24 hours based on the capacity of the fuel tank and so, in a disaster scenario, we would need to be arranging diesel delivery every day in order to keep the power on.  He indicated that natural gas will continue to flow provided that the lines were not disrupted.    Secretary Gunsolley stated that if the lines were disrupted, we then could switch back over to diesel and so, it provides us with kind of the ultimate redundancy and back up of the generator.  Secretary Gunsolley  stated  that  because we will  have  the Automatic  Transfer  Switch  systems,  2)  it  also  allows  us  to participate in CenterPoint Energy’s demand response program.  This program allows CenterPoint, during the hottest days of  the summer when  the grid  is  really under stress,  to  take  those buildings off of  the grid and  run on natural gas. For participating in this program, CenterPoint will pay the HHA about $30,000 a year. He added that CenterPoint is paying for the capacity whether it uses it or not.  He concluded that the HHA does have the capital funds available to pay for these improvements.  Chair Gilliam remarked that he knows that we have the funds available, but what funding were we going to use before we decided to use capital funds.  Secretary Gunsolley replied that the HHA had a plan in place because this was a part of that original Siemens’ plan and so, it had been contemplated  to be done all along, but  it was really HUD saying  that  they weren’t 100% comfortable with HHA using the loan proceeds.  He stated that the other capital funds are used for the appliances and similar items and we have a plan for the rest of the year.  He indicated that this didn’t necessarily subtract something from the list, but there are more capital needs than we have capital money so there are always things that we have to make decisions on and this one we just said it’s a health and safety issue.  Chair Gilliam asked if we were going to use the loan proceeds to pay the $1,455,052 amount before, but now we’re going to use capital funds, what can the loan proceeds be used for?   Commissioner  Toubia  responded  that  the  loan was written  down  from  the  original  $28 million.    She  stated  that  she understands  that  there  is a need  to have  these generators and  that  is why  this  is a priority  item  for  the HHA because these  are  both  properties  with  senior  citizens,  who  are  an  at‐risk  population.    She  asked  if  this  is  a  correct characterization.  Secretary Gunsolley replied that it’s correct.  Commissioner Toubia remarked that when she was looking through the money piece for this and she saw the $185,000 for an Automatic Transfer Switch, she thought wow, that’s a lot of money because when she thinks “switch”, she thinks “light switch.”  She asked Secretary Gunsolley if he could explain in a non‐technical way as possible, what this $185,000 

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switch does.  She indicated that she gets the seamless that turns it on, but what is the technology that causes this switch to be what she thinks is expensive.  Secretary Gunsolley explained that in a non‐technical way, part of the reason that it’s expensive is because it’s designed for  the  load of  the entire building.   He  stated  that  it’s not  like  a  “light  switch”  in a house, but  this  is  actually  a  fully computerized, automated system and so, it’s actually a computer that handles the load of the building as well as the load that the generator is generating and balances those loads.  Commissioner Toubia described to Chris Bergmann, HHA’s VP of REID, that she had an older home in Washington, DC and when she had to put air conditioning in that homes, she had to do a “heavy up” on her electricity, but she had to “heavy it up” so that instead of having 1000 watts, she could have 2000 watts to run her new air conditioner.  She asked if this was a similar comparison to this switch and generator.  Mr. Bergmann, of HHA, replied, “Yes, but it’s a lot bigger because we have an entire building.”  Commissioner Toubia thanked Mr. Bergmann.  Chair Gilliam asked for any further questions, concerns or comments regarding Resolution No. 2839.  Vice Chair Snowden asked, “Where does the $30,000 coming from CenterPoint Energy goes?”  Secretary Gunsolley replied that it will go to each of those projects budgets.  Commissioner Toubia inquired if the $30,000 is just revenue coming in.  She asked if this money is unrestricted funds to the HHA that will be allocated to help support those senior properties.  Secretary Gunsolley replied in the affirmative.  Commissioner Toubia stated that she noticed that there is approximately $42,000 in resident training awareness program.  She asked if this is the jobs program that we’ve been doing.  Secretary Gunsolley replied, “Yes.”   He stated that this money may or may not go to Motivation, Inc.’s contract, but  it’s the same effort of job training for resident.   Chair Gilliam asked for any more questions, concerns or comments regarding Resolution No. 2839.  Chair Gilliam asked for a motion to approve Resolution No. 2839.  Commissioner Wygal made  the motion  to approve Resolution No. 2839.   Commissioner Figures  seconded  the motion.   Resolution No. 2839 passed unanimously.  Resolution No.  2840  –  Contract(s)  for Architectural/Engineering  and Construction  Services  for  Capital  Improvement Projects  Secretary Gunsolley stated that Resolution No. 2840 is the resolution that the Board asked him to bring back this month and had changed the resolution to state, “it may only issue task orders over $150,000 with further approval” and struck ratification from the original resolution two months ago.  He stated that otherwise, the details of the board memorandum remains the same.  Chair Gilliam asked for any questions, concerns or comments regarding Resolution No. 2840.    Ms. Ortiz, of Oxford Place, asked if she could ask the Board a question.  Chair Gilliam replied, “Not at this time.”  He asked Commissioner Toubia if she has any questions or comments regarding this change.  

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Commissioner  Toubia  replied,  “No.”    She  remarked  that  she  is  fine with  this  change  and  the  language  is  good.    She indicated that she checked it against the Board’s other resolution and it’s now fine.  Chair Gilliam asked for any further questions, concerns or comments regarding Resolution No. 2840.  He asked Ms. Ortiz to continue with her question now.  Ms. Ortiz asked, “Where do these funds come from.”  Chair Gilliam responded that it comes from taxpayers.  Ms. Ortiz said that workers come to Oxford Place to pick up the trash, paint and we spent money to clean up the oil in the parking lot and now it’s back to the way it was and so, this was just a waste of money.  She stated that they can clean and paint, but  the kids will continue  to write bad names on  the walls and  this  is  just a waste of money.   She said  that  the property put mulch down and the kids raised it out and that was a waste of money too.  She said that kids don’t take care of anything here.  Commissioner Toubia explained Ms. Ortiz that she makes her bed every morning, even though she’s going to sleep in it at night and it’s going to get messed up, but every morning she makes her bed again.  She stated that it makes sense for the HHA to maintain the property, cleaning up those oil spills, cleaning up the trash, and doing the floors.  She added that the Board is very cautious about how it spends HHA’s money, but maintenance is a piece of it and so, this is the piece that we are doing and she understands  that  it’s  frustrating because  it’s also  frustrating  for  the HHA because we have so many properties that we have to take care of and we hate to see waste.   Commissioner Toubia stated that one of the reasons that we maintain the properties, is so that residents can understand that these properties are important to us so that they will hopefully take a little more pride in their homes.  She assured her that maintenance is never a waste of money, just like making her bed every morning isn’t a waste of her time.  Ms. Ortiz commented that if residents would took care of the property, it could last longer.  Chair Gilliam agreed.  He remarked that the HHA needs more residents like Ms. Ortiz and he really appreciates her.  Chair Gilliam asked for a motion to approve Resolution No. 2840.  Commissioner Wygal made  the motion  to approve Resolution No. 2840.   Commissioner Wilson  seconded  the motion.   Resolution No. 2840 passed unanimously.  EXECUTIVE SESSION  Chair Gilliam suspended the Public session on Tuesday, February 16, 2016 at 3:42 p.m. to convene into Executive Session to discuss personnel, legal and real estate issues in accordance with Sections 551.074, 551.071 and 551.072 respectively, of the Texas Government Code.  PUBLIC SESSION RECONVENED  Chair Gilliam reconvened Public Session at 4:43 p.m.    ADJOURNMENT  Chair Gilliam asked for a motion to adjourn the meeting.   Commissioner Toubia motioned to adjourn. Commissioner Figures seconded.  The meeting adjourned at 4:43 p.m. 

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 RESPONSES TO COMMENTS RECEIVED AT THE TUESDAY, FEBRUARY 16, 2016  

BOARD OF COMMISSIONER MEETING  

A Meeting  of  the  Board  of  Commissioners  (“Board”)  of  the  Houston  Housing  Authority  (“HHA”) was  held  on Tuesday,  February  16,  2016,  at  Oxford  Place,  605  Berry  Road,  Houston,  Texas  77022.    The  Board  received comments during the public comment period; HHA’s responses to each comment are detailed below:  C = Comments Received R= HHA Response 

 PUBLIC COMMENTS   C: Ms. Connie Ortiz, of Oxford Place, apartment #615, addressed the Board with concerns about resident parking at  Oxford  Place,  excessive  trash  being  thrown  on  the  property,  and  kids  vandalizing  property  and  being disrespectful.  Mr. Ortiz complained that her vehicle has been vandalized twice on the property and she had to pay a $500 deductible as well as pay her rent on  time.   She stated  that residents have had  their vehicle stickers  for almost 11 months, but some residents have 4 to 6 vehicles to an apartment with only one sticker. Ms. Ortiz also indicated  that  the problem  is  that  there are  residents who do not  live at Oxford Place who are parking on  the property.  She expressed that this is not right especially to those residents who are doing the right thing.  Ms. Ortiz said that at 3:00 to 4:00 in the morning, there are people walking through the property because she sees and hears everything happening outside of her apartment  from her bedroom window.   She  indicated that there are shootings, fights and vandalism happening on the property and she constantly sees people throwing trash on the ground.  She stated that the maintenance men are spending 3 to 4 hours cleaning up trash, and so sometimes she helps pick up the trash, as part of her community service.  Ms. Ortiz commented that she  loves Oxford Place, she  loves  living at the property and she  loves Ms. Wilson, but stated that the kids at Oxford Place show no respect and vandalize things on the property.   She indicated that kids damaged her brand new vehicle twice with a BB gun.   Ms. Ortiz concluded that residents have had parking stickers for over 11 months now, but what is the purpose of stickers if parking is going to continue to be a problem.  She said  that residents are  fighting over a parking space because  there are multiple vehicles  to an apartment which gets only one parking sticker.   R: In order to get an accurate number of parking spaces at Oxford Place, the spaces were counted by the PMC and there are a  total of 267 parking  spaces  to  include 15 handicap and 42 visitor  spaces, which  leaves 210 parking spaces for resident parking at the property. The PMC is following HHA Parking Policy by issuing parking permits to residents who are providing the required documents per the HHA Parking Policy.  PMC staff spoke with Ms. Ortiz on February 16, 2016 to request additional information if she could tell the manger where the children lived.  Ms. Ortiz stated that she did not know which units the children lived in.  Also, staff asked Ms. Ortiz when did she notice that her car had been vandalized, Ms. Ortiz stated that the first incident was when she went to the store but she knows that it was vandalized on property because she does not park around any cars when she goes to the grocery store, the second incident her car was vandalized was after she had told the children to get away from the car.  Staff has spoken to the head of households in the area that Ms. Ortiz lives and also have also held monthly Resident Safety Meetings to discuss the children at the property and other resident issues.   We thank Ms. Ortiz for taking pride in her community and assisting staff in keeping Oxford Place clean. 

13

Resolution No. 2841

Transforming Lives & Communities

REQUEST FOR BOARD AGENDA ITEM 1. Brief Description of Proposed Item

Award of Contract to Crestmark Construction for Sidewalk Restoration, Removal and Replacement at Cuney Homes

2. Date of Board Meeting: March 22, 2016 3. Proposed Board Resolution:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the

President & CEO to execute a contract with Crestmark Construction and make any necessary corrections and changes for upgrades/replacements to sidewalks at Cuney Homes in an amount not exceed $107,059.20, pursuant to the memorandum dated March 9, 2016, 2016 from George Griffin III, Vice President of Housing Operations to Tory Gunsolley, President & CEO.

4. All Backup attached? X Yes No If no, what is missing and when will it be submitted: 5. Department Head Approval Signature Date: 6. Statement regarding availability of funds by VP of Fiscal Operations Funds Budgeted and Available X Yes No Source Account # VP of FO Approval Signature Date: 7. Approval of President & CEO Signature Date:

14

Resolution No. 2841

Transforming Lives & Communities

MEMORANDUM

TO: TORY GUNSOLLEY, PRESIDENT & CEO

FROM: GEORGE GRIFFIN III, VICE PRESIDENT OF HOUSING OPERATIONS

SUBJECT: AWARD OF CONTRACT TO CRESTMARK CONSTRUCTION FOR SIDEWALK REPAIR, REMOVAL AND REPLACEMENT AT CUNEY HOMES

DATE: MARCH 9, 2016

This memorandum recommends that the Houston Housing Authority Board of Commissioners authorizes the President & CEO to enter into a contract with Crestmark Construction for repair, removal and replacement of sidewalks at Cuney Homes in an amount not to exceed $107,059.20.

BACKGROUND

As a result of the erosion and deterioration of the sidewalks, Cuney Homes had 13.21 points deducted from the March 18, 2015 REAC score. The repairs are recommended by the RAD Properties Conditions Assessment Report conducted by AEI Consultants. They estimated the cost would be approximately $120,000.00. SCOPE OF WORK The scope of work at Cuney Homes includes the replacement of approximately 1,709 linear feet of sidewalks in 37 locations, the abatement or repair of 3,137 linear feet of sidewalks in 249 locations, curb replacement in 14 locations, and 2 new concrete ADA ramps. The sidewalks which are removed during construction will be replaced with new sidewalks that have a thickness and width equivalent to the ones removed. The finish surface will match the existing sidewalks. The new sidewalks will have wheelchair ramps at the intersections of a curb or driveway. In the case of elevation differences, the sidewalks may be repaired by grinding the surface to reduce elevation differences. The work will be inspected for ADA compliance and concrete compression tests will be conducted to ensure quality workmanship. EVALUATION PROCESS Request for bids were posted for 30 days on Allied-Orion’s website and an email blast was sent to vendors. Sealed bids were received from three (3) vendors and opened on February 12th and the lowest responsive bidder was Crestmark Construction in the amount of $107,059.20. Crestmark Construction is a Minority Owned Business, has committed to 3% of the contract for Section 3, and all other required HHA/Allied-Orion paperwork.

15

Resolution No. 2841

SL. Name of Company Base Bid Amount ($) Remarks

1 Crestmark Construction $107,059.20 MBE

2 Camp Construction $130,077.05

3 W & R Construction $144,550.00 MBE

Crestmark Construction has successfully completed work for HHA in the past, is not on the debarred list and there are no conflicts of interest. Contractor will have 30-days for completion of project, weather permitting. RECOMMENDATION Accordingly, I recommend that the Board approves this resolution, which states:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the

President & CEO to execute a contract with Crestmark Construction and make any necessary corrections and changes for upgrades/replacements to sidewalks at Cuney Homes in an amount not exceed $107,059.20, pursuant to the memorandum dated March 9, 2016, 2016 from George Griffin III, Vice President of Housing Operations to Tory Gunsolley, President & CEO.

16

Resolution No. 2842

Transforming Lives & Communities

REQUEST FOR BOARD AGENDA ITEM 1. Brief Description of Proposed Item

Authorization of the Program Wide Replacement of Appliances

2. Date of Board Meeting: March 15, 2016 3. Proposed Board Resolution:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President & CEO to implement the program wide replacement of appliances including the purchase, installation and removal of refrigerators, ranges and vent hoods using a cooperative of which HHA is a member or other procurement methods, in an amount not to exceed $2,000,000 for the total program, pursuant to a memorandum dated March 9, 2016 from Christopher Bergmann, Vice President of REID, to Tory Gunsolley, President & CEO.

4. All Backup attached? X Yes No If no, what is missing and when will it be submitted: 5. Department Head Approval Signature Date: 6. Statement regarding availability of funds by VP of Fiscal Operations Funds Budgeted and Available X Yes No Source Account # VP of FO Approval Signature Date: 7. Approval of President & CEO Signature Date:

17

Resolution No. 2842

Transforming Lives & Communities

MEMORANDUM

TO: TORY GUNSOLLEY, PRESIDENT & CEO

FROM: CHRIS BERGMANN, VICE PRESIDENT REID

SUBJECT: AUTHORIZATION OF THE PROGRAM WIDE REPLACEMENT OF APPLIANCES

DATE: MARCH 9, 2016

This memorandum recommends that the Houston Housing Authority Board of Commissioners authorizes Tory Gunsolley, President & CEO of HHA to approve the purchase and installation of appliances in HHA’s Public Housing Properties using Capital Funds not to exceed $2,000,000. BACKGROUND An inventory of existing appliances in our public housing properties have been taken and staff has determined that approximately 2,000 ranges and vent hoods and 2,000 refrigerators have reached their useful life and need to be replaced (see attachment). The average age of the appliances is at least 10 years old. Many of the appliances are rusting and maintenance of the existing appliances is costly and time consuming. Also, the ESCO contract calls for installing safety burners on the electric ranges. Staff determined that prior to the safety burners being installed it would be more efficient and save any reinstallation costs as the old ranges are replaced. Reinstallation of the safety burners would void any warranty provided by the safety burner manufacture. The scope of work includes removal of the old refrigerators and ranges and vent hoods, disposal of the old appliances and installation of new refrigerators and GE Ranges and Vent Hoods. VENDOR SELECTION Last month, pursuant to Resolution 2838, the Board approved replacement of the old electric ranges at HOAPV (Included in the count below), which replacement is being accompanied by the installation of important safety burners, the HHA determined to accomplish a turnkey purchase and installation of the new ranges and vent hoods through a cooperative of which the HHA is a member. The HHA identified two vendors who sell ranges and vent hoods through HHA member cooperatives, HD Supply Facilities and Maintenance (“HD”) and Pasco Brokerage (Pasco), a WBE, which is able to provide a turnkey solution, wherein the vendor would provide the new appliances, install the new appliances, and remove the old appliance. Under this Appliance Replacement program, HHA may utilize the Cooperative to purchase and install the appliance if it is determined to be financially beneficial to the Agency. The HHA may also solicit request for quotes (RFQ) from other vendors which provide similar services. Agency

18

Resolution No. 2842

staff will have the discretion to select the vendor most beneficial to the agency. HHA staff will ensure that the selected vendor(s) have no conflict of interest nor appear on the HUD’s debarment list. The following is an estimate of appliances to be replaced per property is as follows:

Appliance Replacement Report

Ranges/Vents Developments Total Replaced in last 6 years Appliances older than 6 years

HOAPV 500 75 425

Historic Rental (HRI) 40 15 25

Ewing Apartments 40 5 35

Forest Green Townhomes 100 60 40

Bellerive Apartments 210 25 185

Kelly Village 270 60 210

Clayton Homes 296 80 216

Cuney Homes 553 58 495

Irvington Village 318 50 268

Refrigerators Developments Total Replaced in last 6 years Appliances older than 6 years

HOAPV 500 185 315

Historic Rental (HRI) 40 15 25

Ewing Apartments 40 5 35

Forest Green Townhomes 100 50 50

Bellerive Apartments 210 25 185

Kelly Village 270 30 240

Clayton Homes 296 75 221

Cuney Homes 553 68 485

Irvington Village 318 50 268

RECOMMENDATION Accordingly, I recommend that the Board considers this resolution, which states:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President & CEO to implement the program wide replacement of appliances including the purchase, installation and removal of refrigerators, ranges and vent hoods using a cooperative of which HHA is a member or other procurement methods, in an amount not to exceed $2,000,000 for the total program, pursuant to a memorandum dated March 9, 2016 from Christopher Bergmann, Vice President of REID, to Tory Gunsolley, President & CEO.

19

Resolution No. 2843

Transforming Lives & Communities

REQUEST FOR BOARD AGENDA ITEM  1.  Brief Description of Proposed Item    Amendment of Property Management Services Contract  2.  Date of Board Meeting:    March 22, 2016  3.  Proposed Board Resolution: 

Resolution:     That  the Houston Housing Authority Board of Commissioners authorizes  the President & CEO to make any necessary changes and corrections to the property management contracts  for  the  purpose  of  facilitating  the  referenced  amendment,  and  negotiate  and execute an amendment to each property management contract to provide independent cost estimates,  solicit  contractors, prepare bid packages and manage  the bid process per HHA policy, provide construction supervision and quality control, monitor vendor for compliance with  Section  3  and  Davis  Bacon,  process  contractor  progress  billing, manage  COH  Code Inspections, and procure warranty manuals and close out documents, and receive reasonable fees  for  this additional work, pursuant  the memorandum dated March 8, 2016  from Chris Bergmann,  Vice  President  of  REID  to  Tory  Gunsolley,  President  &  CEO.    Construction Management Fees will not exceed $100,000 per project without further Board approval. 

  4.  All Backup attached?                 Yes        X     No    If no, what is missing and when will it be submitted:     5.  Department Head Approval  Signature           Date:   6.  Statement regarding availability of funds by VP of Fiscal Operations    Funds Budgeted and Available            Yes         No  Source                                      Account #    VP of FO Approval  Signature          Date:  7.  Approval of President & CEO          Signature          Date: 

20

Resolution No. 2843

Transforming Lives & Communities 

MEMORANDUM   

TO:  TORY GUNSOLLEY, PRESIDENT & CEO 

FROM:  CHRIS BERGMANN, VICE PRESIDENT REID   

SUBJECT:  AMENDMENT OF PROPERTY MANAGEMENT SERVICES CONTRACT 

DATE:  MARCH 8, 2016   

This memorandum  recommends  that  the Houston Housing Authority Board of Commissioners authorizes  the  President &  CEO  to  negotiate  and  execute  an  Amendment  that will  stipulate provided services and construction management fees to be paid for Capital Improvement Projects with property management companies for all Housing Authority properties.  BACKGROUND  Presently, Tarantino Properties, Lynd, Orion Real Estate Services and J. Allen Management provide property management  services  to  the Houston Housing Authority.   The  current management contract stipulates that the Property Manager (PM) is to manage “Capital repairs, as directed (and separately funded) by the Owner” but does not stipulate a fee and/or conditions for the property manager to provide such services.    HHA has assessed the property condition of all HHA properties and needs to procure and manage a  large  number  of  construction  projects,  i.e.  roof  replacement,  accessibility  improvements, foundation repair, sidewalk/driveway replacement, etc.   These Capital projects are needed not only  to  protect/preserve  the  assets  physical  characteristics,  but  to maintain  life  and  safety compliance with all building codes and HUD requirements.  HUD provides HHA annual Capital Funds  to  fund capital  improvements  for  the public housing developments.  The funds must be obligated within two years of the award and expended within 4 years of the award.   All Tax Credit and Section 8 properties have a funded Replacement Reserve account that is set aside to pay for Capital projects needed for those properties.    All  property  management  companies  have  staff  who  are  very  familiar  with  procuring  and managing  Capital  projects,  and  the  activities  are  authorized  in  the  property  management contracts contingent upon additional funding for the construction management of the projects.    As part of the construction management of the projects, HHA will allow the property management companies to provide independent cost estimates, solicit contractors, prepare bid packages and manage  the bid process per HHA policy, provide construction supervision and quality control, monitor  vendor  for  compliance with  Section  3  and Davis Bacon, process  contractor  progress billing, manage COH Code Inspections, and procure warranty manuals and close out documents, and receive reasonable fees for this additional work.  

21

Resolution No. 2843

If  fees exceed this amount the Board of Commissioners would need to approve.   All  fees paid under this amendment would be paid from the HHA Capital Funds allocated annually for Public Housing Properties and from Replacement Reserves held in account for the Tax Credit Properties or Section 8 Properties. It is estimated that construction management fees would be based upon a percentage of  the cost of  the Capital Projects.   Three public housing property management contracts and two project‐based voucher property management contracts have exceeded their term,  and  need  to  be  revised  and  extended  in  order  to  maintain  continuity  of  property management.    The  revised  contracts would  align with  July 1,  2017,  as with  remaining public housing  property management  contracts,  to  allow  for  co‐terminus  expirations,  continuity  in management, and competitive bidding for new property management contracts on all properties at the same time in 2017.  RECOMMENDATION  Accordingly, I recommend that the Board considers this resolution, which states: 

 Resolution:   That the Houston Housing Authority Board of Commissioners authorizes the President  &  CEO  to  make  any  necessary  changes  and  corrections  to  the  property management contracts  for the purpose of  facilitating the referenced amendment, and negotiate and execute an amendment to each property management contract to provide independent cost estimates, solicit contractors, prepare bid packages and manage the bid process per HHA policy, provide construction  supervision and quality control, monitor vendor  for  compliance with  Section  3  and  Davis  Bacon,  process  contractor  progress billing, manage  COH  Code  Inspections,  and  procure warranty manuals  and  close  out documents,  and  receive  reasonable  fees  for  this  additional  work,  pursuant  the memorandum dated March 8, 2016 from Chris Bergmann, Vice President of REID to Tory Gunsolley, President & CEO.   Construction Management Fees will not exceed $100,000 per project without further Board approval.  

22

BOARD REPORT FOR MONTH ENDING FEBRUARY 29, 2016

I. Executive Summary……………………………………………..…..................................24 …

II. Low-Income Public Housing……………………………………..................................25

III. Housing Choice Voucher Program…………………………………………………...........34

IV. Real Estate, Investment and Development……………………………………...........35 V. Addendum: Open Solicitation Log …………….…………….………………..……………36

VI. Addendum: Periodic Report to the Board…………………………………….............37

VII. Addendum: Operating Statements …………….…………………………….…………..38

23

EXECUTIVE SUMMARY

LOW-INCOME PUBLIC HOUSING

The Low-Income Public Housing (LIPH) program had an adjusted vacancy rate of 1.4% on February 29, 2016. As of March 1, 2016, rent collection for January was 100.3% of rents billed on an adjusted cash accounting basis. There are currently 22,365 active applications for the public housing central and site-based waiting lists, which represents a decrease of 2.5% in the last month. HOUSING CHOICE VOUCHER PROGRAM

The HCV staff completed 1,398 annual re-examinations during January. The HCV department also completed 560 interims, 223 change of units (moves), 301 new admissions, and 25 portability move-in transactions. On February 29, 2016, 619 families were enrolled in the Family Self Sufficiency (FSS) program; 196 of the 520 (37.6%) families eligible for escrow currently have a FSS escrow balance. The PIH Information Center (PIC) reporting rate for the one-month period ending February 29, 2016 was 100.0%.

24

MAJOR PROGRAM DASHBOARD

Low-Income Public Housing

December January February

Waiting Lists 23,886 22,936 22,365

Vacancy Rate 1.2% 1.5% 1.4%

Rent Collection 98.5% 97.4% 100.3%

Unit Turnaround Time (Days) 19.9 8.0 10.8

Avg. Non-Emergency Work Order Days 2.4 2.2 2.7

Voucher Programs (Excluding DHAP)

December January February

Households 17,065 17,107 17,188

ABA Utilization/Unit Utilization 96.0%/97.5% 96.0%/97.3% 103.3%/98.8%

Reporting Rate 100% 100% 100%

Annual Reexaminations Completed 1,141 1,429 1,398

HQS Inspections 1,317 1,815 2,099

Waiting List 7,092 6,900 6,400

25

PROPERTY MANAGEMENT SUMMARY

PMC

Rent Collection

December January February

% Grade % Grade % Grade

Orion 98.9 A 98.8 A 100.2 A

Lynd 98.5 A 99.4 A 101.3 A

J. Allen 98.1 A 95.3 B 100.4 A

PHAS Score

Occupancy Rate

Avg. Total Turnaround

Days

Rent Collection

Percentage

Avg. W/O Days

A 98 to 100 1 to 20 98 to 100 ≤24

B 97 to 97.9 21 to 25 96 to 97.9 25 to 30

C 96 to 96.9 26 to 30 94 to 95.9 31 to 40

D 95 to 95.9 31 to 40 92 to 93.9 41 to 50

E 94 to 94.9 41 to 50 90 to 91.9 51 to 60

F ≥93.9 ≥51 ≥89.9 ≥61

PMC

Emergency Work Orders (Completed within 24 hours)

Routine Work Orders

December January February December January February

% Grade % Grade % Grade Days Grade Days Grade Days Grade

Orion 100 A 100 A 100 A 2.6 A 1.8 A 2.2 A

Lynd 100 A 100 A 100 A 1.2 A 1.1 A 1.1 A

J. Allen 100 A 100 A 100 A 1.8 A 3.4 A 2.9 A

PMC

Vacancy Unit Turnaround Time (YTD)

December January February December January February

% Grade % Grade % Grade Days Grade Days Grade Days Grade

Orion 0.8 A 1.2 A 1.1 A 28.0 C 8.0 A 9.5 A

Lynd 1.2 A 0.6 A 1.2 A 10.1 A 11.8 A 11.8 A

J. Allen 1.7 A 1.9 A 1.8 A 22.3 B 13.5 A 14.7 A

26

PUBLIC HOUSING MANAGEMENT ASSESSMENT

VACANCY RATE Goal 2.0% Actual 1.4% A 0 to 2 B 2.1 to 3

This indicator examines the vacancy rate, a PHA's progress in reducing vacancies, and unit turnaround time. Implicit in this indicator is the adequacy of the PHA's system to track the duration of vacancies and unit turnaround, including down time, make ready time, and lease up time.

C 3.1 to 4

D 4.1 to 6

E 5.1 to 6

F ≥6.1

RENT COLLECTION (YTD) Goal 98% Actual 98.9 A 98 to 100 B 96 to 97.9

This report examines the housing authority's ability to collect dwelling rent owed by residents in possession of units during the current fiscal year by measuring the balance of dwelling rents uncollected as a percentage of total dwelling rents to be collected.

C 94 to 95.9

D 92 to 93.9

E 90 to 91.9

F ≤89.9

EMERGENCY WORK ORDERS Goal 100% Actual 100% A 99 to 100 B 98 to 98.9

This indicator examines the average number of days that it takes for an emergency work order to be completed. Emergency work orders are to be completed within 24 hours or less and must be tracked.

C 97 to 97.9

D 96 to 96.9

E 95 to 95.9

F ≤94.9

NON-EMERGENCY WORK ORDERS Goal 25 Days Actual 2.7 Days A ≤24 B 25 to 30

This indicator examines the average number of days that it takes for a work order to be completed. Implicit in this indicator is the adequacy of HHA's work order system in terms of how HHA accounts for and controls its work orders and its timeliness in preparing/issuing work orders.

C 31 to 40

D 41 to 50

E 51 to 60

F ≥61

ANNUAL INSPECTIONS Goal 100% Actual 99.4% A 100 B 97 to 99

This indicator examines the percentage of units that HHA inspects on an annual basis in order to determine the short-term maintenance needs and long-term modernization needs. Implicit in this indicator is the adequacy of HHA's inspection program in terms of the quality of HHA's inspections, and how HHA tracks both inspections and needed repairs.

C 95 to 96.9

D 93 to 94.9

E 90 to 92.9

F ≥89.9

27

VACANCY RATE AND TURNAROUND DAYS

Low-Income Public Housing

Development PMC ACC

Units

Approved Units

Offline

Total Available ACC Units

Occupied Units

Vacant Units

Occupancy Percentage Grade

Units Turned YTD

Avg. Make Ready Days YTD

Avg. Total

Turnaround Days YTD Grade

Allen Parkway Village

Orion 278 0 278 276 2 99.3% A 3 6 8 A

Bellerive J. Allen 210 0 210 210 0 100.0% A 5 7 7 A

Clayton Homes J. Allen 296 1 295 292 3 99.0% A 15 13 16 A

Cuney Homes Orion 553 3 550 547 3 99.5% A 10 7 9 A

Ewing Orion 40 0 40 39 1 97.5% B 1 5 20 A

Forest Green J. Allen 100 0 100 99 1 99.0% A 8 11 12 A

Fulton Village Lynd 108 0 108 108 0 100.0% A 3 8 10 A

Heatherbrook Lynd 53 0 53 51 2 96.2% C 2 12 15 A

Historic Oaks of APV

Orion 222 0 222 221 1 99.5% A 4 3 5 A

Historic Rental Orion 40 0 40 40 0 100.0% A 0 0 0 A

Irvinton Village J. Allen 318 0 318 308 10 96.9% C 17 7 11 A

Kelly Village J. Allen 270 0 270 261 9 96.7% C 9 17 28 C

Kennedy Place Orion 108 2 108 105 3 97.2% B 1 5 9 A

Lincoln Park Orion 200 0 200 197 3 98.5% A 6 12 18 A

Lyerly J. Allen 199 0 199 197 2 99.0% A 4 7 9 A

Oxford Place Orion 230 0 230 227 3 98.7% A 8 5 6 A

Victory Apartments Orion 100 0 100 97 3 97.0% B 1 1 1 A

Totals 3325 6 3321 3275 46 98.6% A 97 7 11 A

Section 8 New Construction Development PMC

S8 NC Units

Units Offline

Total Available

S8 NC Units

Occupied Units

Vacant Units

Occupancy Percentage Grade

Units Turne

d

Avg. Make Ready Days

Avg. Total

Turnaround Days Grade

Long Drive Tarantino 100 0 100 100 0 100.0% A 6 8 8 A

Telephone Road Tarantino 200 0 200 199 1 99.5% A 5 5 7 A

Totals 300 0 300 299 1 99.7% A 11 6 8 A

PHAS Score

Occupancy Rate

Avg. Total Turnaround

Days

A 98 to 100 1 to 20

B 97 to 97.9 21 to 25

C 96 to 96.9 26 to 30

D 95 to 95.9 31 to 40

E 94 to 94.9 41 to 50

F ≥93.9 ≥51

98.1 98.3 98.398.8 98.5 98.6

92

93

94

95

96

97

98

99

100

September October November December January February

Six Months Trailing Occupancy Rate

28

TAX CREDIT APARTMENT LEASING/OCCUPANCY INFORMATION

Property Property Manager Units Occupied (%)

2100 Memorial Lynd 197 96%

Heatherbrook Lynd 123 97%

Mansions at Turkey Creek Alpha Barnes 252 100%

Peninsula Orion 280 99%

Pinnacle Embrey 250 98%

Sweetwater Point Lynd 260 98%

Uvalde Ranch Hettig-Kahn 244 97%

Villas at Winkler Lynd 234 97%

Willow Park Embrey 260 100%

PH-LIHTC

Fulton Village Lynd 108 100%

HOAPV Orion 222 100%

Lincoln Park Orion 200 99%

Oxford Place Orion 230 99%

Victory Apartments Orion 100 97%

*EXCLUDES PUBLIC HOUSING LIHTC PROPERTIES

98.0% 98.2% 98.6% 98.1% 97.7% 98.3%

85.0%

88.0%

91.0%

94.0%

97.0%

100.0%

September October November December January February

6 Month Trailing Occupancy Rate

29

RENT COLLECTION

Low-Income Public Housing Development PMC

Month Billed

Month Collected

% Collected Grade YTD Billed

YTD Collected

% YTD Collected Grade

Allen Parkway Village Orion $98,276 $96,942 98.6% A $199,246 $197,062 98.9% A

Bellerive J. Allen $47,356 $47,102 99.5% A $94,802 $94,352 99.5% A

Clayton Homes J. Allen $75,047 $77,042 102.7% A $147,411 $138,998 94.3% C

Cuney Homes Orion $112,289 $115,004 102.4% A $222,594 $225,833 101.5% A

Ewing Orion $7,470 $8,001 107.1% A $14,672 $15,060 102.6% A

Forest Green J. Allen $20,876 $20,877 100.0% A $41,055 $41,027 99.9% A

Fulton Village Lynd $28,912 $29,436 101.8% A $57,590 $57,835 100.4% A Heatherbrook Apartments*

Lynd $9,158 $9,136 99.8% A $18,541 $18,579 100.2% A

Historic Oaks of APV Orion $52,068 $51,318 98.6% A $102,937 $102,335 99.4% A

Historic Rental Orion $9,214 $9,202 99.9% A $19,376 $19,027 98.2% A

Irvinton Village J. Allen $65,286 $64,631 99.0% A $133,725 $131,398 98.3% A

Kelly Village J. Allen $58,982 $59,311 100.6% A $116,368 $115,726 99.4% A

Kennedy Place Orion $27,053 $26,995 99.8% A $52,817 $52,935 100.2% A

Lincoln Park Orion $36,951 $36,978 100.1% A $73,512 $73,244 99.6% A

Lyerly J. Allen $46,826 $46,690 99.7% A $94,013 $92,410 98.3% A

Oxford Place Orion $34,157 $34,211 100.2% A $68,212 $64,321 94.3% C

Victory Apartments Orion $27,140 $26,753 98.6% A $54,492 $53,911 98.9% A

Totals $757,062 $759,629 100.3% A $1,511,362 $1,494,053 98.9% A

Section 8 New Construction Development

Month Billed

Month Collected

% Collected YTD Billed

YTD Collected

% YTD Collected Grade

Long Drive Tarantino $23,852 $24,384 102.2% A $46,528 $47,326 101.7% A

Telephone Road Tarantino $50,421 $50,594 100.3% A $101,361 $100,966 99.6% A

Totals $74,273 $74,978 100.9% A $147,889 $148,292 100.3% A

PHAS Score

Rent Collection Percentage

A 98 to 100

B 96 to 97.9

C 94 to 95.9

D 92 to 93.9

E 90 to 91.9

F ≥89.9

99.3%

97.8%98.7% 98.5%

97.4%

100.3%

85.0%

90.0%

95.0%

100.0%

September October November December January February

6 Months Trailing Rent Collection Rate

30

EMERGENCY WORK ORDERS Low-Income Public

Housing Development PMC

Emergency Work Orders Generated

Emergency W/O Completed within

24 hours

Percentage Completed within

24 hours Grade

Allen Parkway Village

Orion 33 33 100.0% A

Bellerive J. Allen 0 0 100.0% A

Clayton Homes J. Allen 9 9 100.0% A

Cuney Homes Orion 0 0 100.0% A

Ewing Orion 0 0 100.0% A

Forest Green J. Allen 0 0 100.0% A

Fulton Village Lynd 1 1 100.0% A

Heatherbrook Apartments

Lynd 1 1 100.0% A

Historic Oaks of APV Orion 15 15 100.0% A

Historic Rental Orion 2 2 100.0% A

Irvinton Village J. Allen 0 0 100.0% A

Kelly Village J. Allen 16 16 100.0% A

Kennedy Place Orion 0 0 100.0% A

Lincoln Park Orion 0 0 100.0% A

Lyerly J. Allen 0 0 100.0% A

Oxford Place Orion 0 0 100.0% A

Victory Apartments Orion 22 22 100.0% A

Totals 99 99 100.0% A

Section 8 New Construction Development

Emergency Work Orders Generated

Emergency W/O Completed within

24 hours

Percentage Completed within

24 hours Grade

Long Drive Tarantino 0 0 100.00% A

Telephone Road Tarantino 0 0 100.00% A

Totals 0 0 100.0% A

PHAS Score

Avg. W/O Days

A 99 to 100

B 98 to 98.9

C 97 to 97.9

D 96 to 96.9

E 95 to 95.9

F ≤94.9

31

NON-EMERGENCY WORK ORDERS

Low-Income Public Housing Development PMC

Work Orders Generated

Average Completion Time (Days) Grade

Allen Parkway Village Orion 148 1.27 A

Bellerive J. Allen 90 5.00 A

Clayton Homes J. Allen 193 4.44 A

Cuney Homes Orion 441 2.26 A

Ewing Orion 38 5.29 A

Forest Green J. Allen 44 1.46 A

Fulton Village Lynd 80 1.03 A

Heatherbrook Apartments Lynd 25 1.21 A

Historic Oaks of APV Orion 82 2.30 A

Historic Rental Orion 20 1.55 A

Irvinton Village J. Allen 248 2.05 A

Kelly Village J. Allen 148 1.61 A

Kennedy Place Orion 145 1.55 A

Lincoln Park Orion 58 1.57 A

Lyerly J. Allen 55 2.41 A

Oxford Place Orion 46 9.30 A

Victory Apartments Orion 160 1.27 A

Totals 2021 2.68 A

Section 8 New Construction Development

Work Orders Generated

Average Completion Time (Days) Grade

Long Drive Tarantino 174 1.18 A Telephone Road Tarantino 219 1.02 A

Totals 393 1.10 A

PHAS Score

Avg. W/O Days

A ≤24

B 25 to 30

C 31 to 40

D 41 to 50

E 51 to 60

F ≥61

1.53 1.67 1.66 2.40 2.19 2.68

0

2

4

6

8

10

September October November December January February

6 Months Trailing Non-Emergency Work Orders

32

ANNUAL INSPECTIONS

Low-Income Public Housing

Development PMC YTD Inspections Due YTD Inspections

Performed Percentage Complete Grade

Bellerive J. Allen 41 41 100.0% A

Clayton Homes J. Allen 0 0 100.0% A

Cuney Homes Orion 122 122 100.0% A

Ewing Orion 6 6 100.0% A

Forest Green J. Allen 0 0 100.0% A

Fulton Village Lynd 0 0 100.0% A

Heatherbrook Apartments

Lynd 0 0 100.0% A

Historic Oaks of APV Orion 85 85 100.0% A

Historic Rental Orion 8 8 100.0% A

Irvinton Village J. Allen 32 30 93.8% D

Kelly Village J. Allen 0 0 100.0% A

Kennedy Place Orion 24 24 100.0% A

Lincoln Park Orion 55 55 100.0% A

Lyerly J. Allen 20 20 100.0% A

Oxford Place Orion 83 82 98.8% B

Victory Apartments Orion 22 22 100.0% A

Totals 498 495 99.4% B

Low-Income Public

Housing Development PMC Inspections Due

Inspections Performed

Percentage Complete Grade

Long Drive Tarantino 107 107 100.0% A

Telephone Road Tarantino 14 14 100.0% A

Totals 121 121 100.0% A

PHAS Score Inspections

Performed YTD

A 100%

B 97 to 99%

C 95 to 96.9%

D 93 to 94.9%

E 90 to 92.9%

F ≥89.9%

33

HOUSING CHOICE VOUCHER HUD-GRADED SEMAP INDICATORS

Score Performance

ANNUAL REEXAMINATIONS REPORTING RATE Goal 96% Actual 100% 10 ≥96 5 90 to 95

This Indicator shows whether the Agency completes a re-examination for each participating family at least every twelve (12) months.

0 ≤89

CORRECT TENANT RENT CALCULATIONS Goal 98% Actual 100% 5 98 to 100 0 ≤97

This Indicator shows whether the Agency correctly calculates the family’s share of rent to owner in the Rental Voucher Program.

PRECONTRACT HQS INSPECTIONS Goal 100% Actual 100% 5 98 to 100 0 ≤97

This Indicator shows whether newly leased units pass HQS inspection on or before the beginning date of the Assisted Lease and HAP Contract.

FSS ENROLLMENT Goal 80% Actual 120.9% 10 ≥80 8 60 to 79

This Indicator shows whether the Agency has enrolled families in the FSS Program as required. To achieve the full points for this Indicator, a housing authority must have 80% or more of its mandatory FSS slots filled. There are currently 512 slots on the FSS Program; 619 families are currently enrolled.

5 ≤59

FSS ESCROW Goal 30% Actual 37.6% 10 ≥30 5 ≤29

This Indicator shows the extent of the Agency’s progress in supporting FSS by measuring the percent of current FSS participants with FSS progress reports entered in the PIC system that have had increases in earned income which resulted in escrow account balances. To achieve the full points for this Indicator, at least 30% of a housing authority’s enrolled families must have an escrow balance. 622 families participate in the FSS program. 196 of the 520 (37.6%) families eligible for escrow currently have a FSS escrow balance.

34

REAL ESTATE, INVESTMENT, AND DEVELOPMENT MARCH 2016

REO PROJECTS

PUBLIC HOUSING DIFFERED MAINTENANCE AND CAPITAL IMPROVEMENTS

Upcoming Capital Projects

o Flat Roof Replacement at APV. To be presented to BOC for approval at the April meeting

o Pitched Roof Replacement at APV, cost est. in process. To be presented to BOC for

approval at the May meeting

o Bellerive Boiler/Pump/Water Softener replacement, to be presented to BOC for approval

at the May meeting.

o Lyerly Boiler and Pump replacement, to be presented to BOC for approval at the May

meeting.

REID has hired Lawrence Bowie as Manager of Capital Fund Projects. Bowie, as he likes to be

called, is a multifamily operation veteran and will be dealing with the PMC’s and all Capital Fund

projects to assure work is completed as required by HHA standards.

NEW DEVELOPMENT

CROSSTIMBERS & MAIN (INDEPENDENCE HEIGHTS)

Schematic Design is Complete.

Design Development has started and is schedule to be completed by April 15th, 2016

2640 FOUNTAINVIEW NEW APARTMENT DEVELOPMENT

Construction Drawings (CD’s) are being developed

Debt and equity proposals have been received and are in the process of being reviewed for

recommendation. Staff will meet with the Finance Committee to discuss debt/equity options

and determine the most appropriate course of action.

2650 FOUNTAINVIEW OFFICE RENOVATION

Construction Drawings were submitted to the COH on December 18th 2015. Permits have been

delayed at the COH, but expected to be received by end of March.

HHA and O’Donnell Snider are negotiating construction contract. To be signed by end of March.

HHA and CMCI our Move Consultant are negotiating the contract. To be signed by end of March.

Construction expected to start 2nd week of April 2016.

35

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37

OPERATING STATEMENTS: 1 MONTH ENDING JANUARY 31, 2016

Affordable Housing Rental Programs Annual Budget

2015

Year to Date Budget

Year to Date Actual

Favorable (Unfav) Variance

Operating Income

HUD Subsidy - Low Rent Housing 12,003,584 1,000,299 1,000,299 0

HUD Subsidy - Section 8 New Construction 1,807,202 150,600 147,571 (3,029)

Tenant Rental Income 11,650,271 970,856 1,020,442 49,586

Other Income 275,592 22,966 33,131 10,165

Total Operating Income 25,736,649 2,144,721 2,201,443 56,722

Operating Expenses

Administrative Expenses 8,963,954 746,996 579,407 167,589

Tenant Services 519,891 43,324 38,894 4,430

Utilities 5,599,323 466,610 399,190 67,420

Maintenance 9,178,569 764,881 613,862 151,019

Protective Services 2,090,395 174,200 139,881 34,319

Insurance Expense 1,431,483 119,290 162,236 (42,946)

Other General Expense 203,500 16,958 (1,597) 18,555

Total Routine Operating Expenses 27,987,115 2,332,260 1,931,873 400,387

Net Income from Operations (2,250,466) (187,539) 269,570 457,109

Non Rountine Maintenance 6,185,912 515,493 0 515,493

Debt Service 278,197 23,183 28,431 (5,248)

Provision/Reimbursement of Replacement Reserve (476,756) (39,730) 0 (39,730)

Funds From Reserves/CFP (8,237,819) (686,485) 0 (686,485)

Cash Flow (Deficit) from Operations 0 0 241,139 241,139

Includes: Public Housing Units and Tax credit/market rate units located on Public Housing sites Section 8 New Construction Rental units

Central Office Annual Budget

2015

Year to Date Budget

Year to Date Actual

Favorable (Unfav) Variance

Operating Income

Total Operating Income 5,721,950 476,829 465,279 (11,550)

Operating Expenses

Salaries and Benefits 3,670,747 305,896 289,222 16,674

Facilities and Other Administrative Expenses 1,681,621 140,135 100,235 39,900

Total Central Office Expenses 5,352,368 446,031 389,457 56,574

Surplus/(Use) of Business Activities Funds for COCC 369,582 30,799 75,822 45,024

38

OPERATING STATEMENTS: 1 MONTH ENDING JANUARY 31, 2016

Housing Choice Voucher Program Annual Budget

2015

Year to Date

Budget Year to Date

Actual Favorable (Unfav)

Variance

Administrative Operating Income

Total Operating Income 10,605,854 883,821 900,017 16,196

Operating Expenses

Salaries and Benefits 6,386,486 532,207 444,459 87,748

Administrative Expenses 2,066,761 172,230 87,230 85,000

COCC-Management Fees 3,634,430 302,869 309,111 (6,242)

IT Initiative 1,200,000 100,000 0 100,000

Total Operating Costs Expenses 13,287,677 1,107,306 840,800 266,506

Cash Flow (Deficit) from Operations (2,681,823) (223,485) 59,217 282,702

Beginning Admin Operating Reserves (25,490.00) (25,490) (25,490)

Ending Admin Operating Reserves (2,707,313) (248,975) 33,727

Housing Assistance Payments (HAP)

Housing Assistance Payment Subsidy 120,000,000 10,000,000 9,824,480 (175,520)

Investment Income on HAP Reserves 0 0 365 365

Housing Assistance Payments

120,000,000 10,000,000 10,100,902 (100,902)

HAP Current Year Excess (Use) 0 0 (276,057) (276,057)

Beginning HAP Reserves 298,318 298,318 298,318

Ending HAP Reserves

298,318 298,318 22,261

39

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40