agenda regular joint meeting of the...

AGENDA

REGULAR JOINT MEETING OF THE BOARDS OF COMMISSIONERS OF THE

HOUSING AUTHORITIES OF THE CITY AND COUNTY OF FRESNO

5:00 P.M. ON NOVEMBER 16, 2011 1331 Fulton Mall, Fresno, CA 93721

Interested parties wishing to address the Boards of Commissioners regarding this meeting's Agenda Items, and/or regarding topics not on the agenda but within the subject matter jurisdiction of the Boards of Commissioners, are asked to complete a "Request to Speak" card which may be obtained from the Board Secretary (Tiffany Mangum) at 4:50 p.m. You will be called to speak under Agenda Item 3, Unscheduled Oral Communications.

The meeting room is accessible to the physically disabled, and the services of a translator can be made available. Requests for additional accommodations for the disabled, signers, assistive listening devices, or translators should be made at least one (1) full business day prior to the meeting. Please call the Board Secretary at (559) 443-8475, TTY 800-735-2929.

5:00 P.M.

1. CALL TO ORDER AND ROLL CALL

2. . APPROVAL OF AGENDA AS POSTED (OR AMENDED)

3. UNSCHEDULED ORAL COMMUNICATIONS At this time, all comments will be accepted from the public regarding a) any agenda item(s) under consideration at this meeting and/or b) any topics not scheduled on the agenda, but within the subject matter jurisdiction of the Boards of Commissioners. At the start of your presentation, please state your name, address and which agenda item(s) you will be addressing and/or topic you wish to speak on that is not on the agenda. Presentations are limited to a total of five (5) minutes per speaker.

.4. CONSENT

PAGE NO.

a. Approval of minutes of the Regular Joint Meeting of October 19,2011 -3-

b. Selection of General Contractor - Sequoia Courts Terrace and Sequoia -8-Courts

c. Selection of General Contractor - De Soto Gardens II -12-

d. Fresno Unified School District - Land Transfer -16-

5. INFORMATIONAL

a. Housing Authority recognition from the Boys & Girls Clubs of Fresno County

b. HAP Pacing -19-

c. Section 3 Update -22-

d. Moving-to-Work Overview -25-

e. Follow from Budget Workshop -29-

f. Audit Update: Additional Recommendations -30-

g. Construction Contracts -32-

6. ACTION

a. Approval to Receive and File the Report on Annual Audited Basic -33-Financial Statements (Continuedfrom October 19, 2011)

b. Approval of Contract Extension - Audit Services -34-

7. DIRECTOR'S REPORT

8. EXECUTIVE SESSION Pursuant to Government Code §54957(b), there is a need to discuss the appointment, employment, evaluation of performance, discipline, and/or termination process of a public employee.

Pursuant to Government Code 54956.8, there is a need for this legislative body to discuss real estate negotiations.

9. ADJOURNMENT

-35-

Minutes of the Regular Joint Meeting

Of the Boards of Commissioners of the


Wednesday, October 19,2011

5:00 p.m.

The Commissioners of the Housing Authorities of the City and County of Fresno (HACCF) met in a regular joint session on Wednesday, October 19, 2011, at the offices of HACCF, located at 1331 Fulton Mall, Fresno, California.

1. The meeting was called to order by Chairman Scott of the Board of Commissioners of the Housing Authority of the City of Fresno at 5 :08 p.m. Commissioners present and absent were as follows:

COMMISSIONERS PRESENT:

COMMISSIONERS ABSENT:

RUEBEN SCOTT, Chair ADRIAN JONES, Vice Chair JAMES COTTON JOHN PAUL YOUEL PAMKALLSEN CARY CATALANO

CRAIG SCHARTON

The meeting was called to order by Chairman Petty of the Board of Commissioners of the Housing Authority of the County of Fresno at 5:08 p.m. Commissioners present and absent were as follows:

COMMISSIONERS PRESENT:

COMMISSIONERS ABSENT:

JAMES PETTY, Chair KA Y KOELSCH, Vice Chair RENEETA ANTHONY JOSE RAMIREZ

KENDRA ROGERS RACHELZULOAGA

Also, in attendance were the following: Preston Prince, CEO/Executive Director; Tom Campagne, General Counsel; and others.

-3-

Page \2

2. APPROV AL OF AGENDA AS POSTED (OR AMENDED)

Upon motion by Commissioner Jones, seconded by Commissioner Kallsen, and with unanimous vote, the Board of Commissioners for the Housing Authority of the City of Fresno approved the agenda as amended.

Upon motion by Commissioner Anthony, seconded by Commissioner Ramirez, and with unanimous vote, the Board of Commissioners for the Housing Authority of the County of Fresno approved the agenda as amended.

3. UNSCHEDULED ORAL COMMUNICATIONS

None.

4. Signing of SEIU Memorandum of Understanding Amendment

Tracewell Hanrahan presented the Board with an amendment for the SEIU Memorandum of Understanding. Ms. Hanrahan thanked staff, specifically Kirstin Rohr and Melissa Schulz, for their efforts during this process. The agreement agreed upon will go through October 2013.

Present on behalf of SEIU included: Andy Christiansen-Business Representative, Roseann Dominguez-Chapter President, and Monica Alvarado-Shop Steward.

During the September 2011 meeting, the Boards reported after their Executive Session that they voted unanimously to approve the amendments, contingent upon ratification by SEIU membership.

Chairman Scott commended both SEIU and Housing Authority staff on their efforts during negotiations and their ability to come to a conclusion on the matters at hand. Present and signing were: Preston Prince-CEOlExecutive Director, Rev. Rueben ScottBoard Chair for the City, Jim Petty-Board Chair for the County, and the aforementioned SEIU representatives.

Roseann Dominguez spoke before the Boards expressing her appreciation and praising the efforts and skill of Staff during the negotiations process.

No further action was taken by the Boards.

-4-

5. CONSENT

(a) Minutes of the Regular Joint Meeting of September 28,2011.

(b) Approval of Parlier Migrant Center Operations Contract

(c) Approval of Award of Financial Advisory Services contract

Preston Prince indicated the memorandum for item 5b contained information highlighting the financial impact of the action being recommended. Commissioner Anthony requested indication of whether or not funding is included in the current year's budget. Chairman Petty requested the minutes reflect that Commissioner Koelsch's absence was due to illness and was an excused absence by the Board.

Upon motion by Commissioner Kallsen, seconded by Commissioner Catalano, and with unanimous vote, the Board of Commissioners for the Housing Authority of the City of Fresno voted to approve the Consent agenda as amended.

Upon motion by Commissioner Koelsch, seconded by Commissioner Ramirez, and with unanimous vote, the Board of Commissioners for the Housing Authority of the County of Fresno voted to approve the Consent agenda as amended.

6. INFORMATIONAL

a. HAP Pacing

Rebecca Craigo presented this item before the Board. The City HAP pacing is progressing well with regards to the budget expenditures and voucher utilization. There remains a shortfall, which was anticipated. The County HAP pacing has received some reconciliation resulting in less money than anticipated, which is based upon 2010 expectations. There remains a shortfall in funding. In addition, pending legislation is in the works that will allow unexpended HAP funding for administrative fees.

b. Budget Development Update 2012

Presented by Tracewell Hanrahan, this budget update will actually be a year-todate update for 2011, giving implications for the 2012 budget. The update covered the budget timeline, federal updates, funding sources and composition, adopted agency budgets, performance to budget across all divisions, material differences between revenues and expenses, and the outlook for the remaining budget year.

-5-

7. ACTION

a. Report of Annual Audited Basic Financial Statements

Michael Harrison, of Mayer Hoffmann McCann, presented the Board with a

summary of the Audit Report for year ending December 31, 2010. The report was

distributed to Board members prior to the meeting, and made available to the

public electronically via the Agency's website, or by contacting the Executive

Office.

Mr. Harrison's report yielded no material weaknesses, 5 significant deficiencies, and 9 other matters of concern on financial activities and reports of the agency. Additionally, there were no non-compliance issues or breaches of financial statements or reporting.

Commissioner Ramirez left the meeting during this presentation due to another

obligation.

No action was taken by the Boards as the County's Board did not have a quorum.

b. Management Responses to Audit Recommendations

Tracewell Hanrahan presented the management response to the Audit Report, in

addition to Rebecca Craigo.

It was determined that no action by the Board was necessary; thus, this was an

informational item.

8. DIRECTOR'S REPORT

In addition to the documented Director's report on Departmental and Division activity, the Director reported the following:

Fresno First Steps Home awarded the Housing Authority a $250,000 grant for homeless projects. At the media conference, Commissioner Youel said a few words on behalf of the Board. Additionally, a picture of the event was posted on the City's website. The monies will enable us to address citizens in the homeless encampments.

-6-

Page IS

Mr. Prince acknowledged Campagne, Campagne & Lerner for their generous support and

sponsorship of the dinner honoring Commissioner John Teixeira.

Finally, Mr. Prince expressed appreciation for all those who voted during the National

NAHRO election. The support of the Boards and staff has helped during the campaign

period. The announcement of the winners will be given Sunday morning in St. Louis.

9. EXECUTIVE SESSION

The Boards went into Executive Session at approximately 6:50 p.m. After approximately 20 minutes, the Boards came out of Executive Session. Per General Counsel, the Board reported there was no action taken.

10. ADJOURNMENT

There being no further business to be considered by the Boards of Commissioners for the

Housing Authorities of the City and County of Fresno, the meeting was adjourned at approximately 7:45 p.m.

Preston Prince, Secretary

-7-

To: The Boards of Commissioners of the Fresno Housing Authority

Date: November 10,2011

From: Preston Prince r2 ~ CEOlExecutive Director-~/.-

Board Meeting: November 16,2011

Agenda Item: 4b

Subject: Selection of General Contractor for Window Retrofit Upgrades City AMP CA0600001P, Sequoia Courts Terrace and Sequoia Courts Fresno CA 93706

At the Board Meeting on January 26, 2011, the Boards of Commissioners approved a plan to expend 2011 Operating Reserves on a number of key capital projects throughout the City and County. On that same date, the Boards also approved the Capital Fund plan. The Window Retrofit Upgrades for Sequoia Courts Terrace and Sequoia Courts are included in those plans.

On October 7, 2011 and October 9, 2011, staff issued an Invitation for Bid (IFB) to qualified contractors for the replacement of existing dual pane windows with retrofit Graham Thermal Industries windows with built-in anti-vandal screens at Sequoia Courts and Sequoia Courts Terrace in City AMP 1. The IFB was posted on our website, noticed in the Fresno Bee, and sent to the Fresno, MercedIMariposa, and TularelKings Builders Exchanges. There were two mandatory job walks held on Friday, October 5, 2011 and Wednesday, October 12, 2011. Bids were opened on Wednesday, October 26,2011, at 3:00 PM.

Seven general contractors and sub-contractors responded to this IFB. Criteria for the selection included price, experience with window retrofit, references and compliance with Section 3 and MBEIWBE requirements. The bidders submitted proposals with base bids as follows:

Sequoia Courts Terrace:

Vortex Construction Jesh-N Construction Fresno Window Company 2H Contractors Bay View Painting & Contracting DMG Construction Piana Construction

Sequoia Courts:

2H Contractors Vortex Construction Jesh-N Construction Bay View Painting & Contracting

-8-

$ 531,373.92 $ 557,000.00 $ 562,880.00 $ 563,160.00 $ 577,000.00 $ 606,200.00 $ 695,000.00

$ 227,760.00 (withdrawn- clerical error) $ 263,425.38 $ 267,000.00 $ 276,000.00

Fresno Window Company DMG Construction Piana Construction

$ 279,008.00 $ 305,700.00 $ 330,900.00

Staff reviewed the bids and researched the low bidder, based on the criteria stated above. Vortex Construction was the low bidder on both base bids and provided an HACCF Section 3 Certified Business Concern application with their bid. Vortex was certified as a Section 3 business concern.

V ortex Construction has worked for the Housing Authority of the City of Fresno on several capital renovations and has performed admirably. They have more than sufficient capacity to perform projects of this size.

We are recommending the award of a contract to Vortex Construction in the amount of $531,374.00 for window replacement at Sequoia Courts Terrace.

We are recommending an award of a second contract to Vortex Construction in the amount of $263,425.38, to retrofit the windows at Sequoia Courts.

Financial Impact

There are sufficient operating reserves and capital funds to cover the expenses of these contracts in the amount of $794,799.38 plus a 5% contingency of$13,171.27 for a total of $807,970.65. These projects were approved at the January 26,2011 Board Meeting.

RECOMMENDATION:

It is recommended that the Board of Commissioners of the Housing Authority of the City of Fresno adopts the attached resolution awarding Vortex Construction with the Contracts for the replacement of existing dual pane windows with retrofit Graham Thermal Industries windows at Sequoia Courts Terrace in the amount of $ 531,374.00 and at Sequoia Courts in the amount of $263,425.38, plus a 5% contingency of $13,171.27 to cover any unforeseen expenses, for a total amount of $807,970.65 from operating reserve and capital funds, and authorize the Chief Executive OfficerlExecutive Director and/or his designee to execute any and all documents associated with such action subject to receipt of sufficient funding from the Department of Housing and Urban Development.

-9-

BEFORE THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF FRESNO

RESOLUTION NO. __ _

RESOLUTION APPROVING AWARD AND EXECUTION OF CONTRACTS FOR RETROFIT WINDOW INSTALLATION AT SEQUOIA COURTS TERRACE AND

SEQUOIA COURTS IN CITY AMP 1, FRESNO, CA 93706

WHEREAS, the Commissioners of the Housing Authority of the City of Fresno hereby

approve the awards for contracts to perform retrofit window installation at Sequoia Courts

Terrace and Sequoia Courts to Vortex Construction in the amounts of$ 531,374.00 and

$ 263,425.38 respectively, plus a contingency of $ 13,171.27, to cover any unforeseen expenses,

for a total amount of $807 ,970.65from operating reserve and capital funds.

WHEREAS, the Commissioners of the Housing Authority of the City of Fresno

hereby award the contracts to Vortex Construction for retrofit window installations at Sequoia

Courts Terrace in the amount of$ 531,374.00 and Sequoia Courts in the amount of$ 263,425.38

respectively, plus a contingency of $ 13,171.27, to cover any unforeseen expenses, for a total

amount of $807,970.65 from operating reserve and capital funds.

WHEREAS, the award of this bid is subject to all parties' execution of the advertised

contract and ancillary documents, which do provide for the performance of such project work to

be accomplished within the specified budgetary amount.

NOW, THEREFORE, BE IT RESOLVED that Preston Prince as Chief Executive

OfficerlExecutive Director of the Housing Authority of the City of Fresno, or his designee, is

hereby empowered and authorized to negotiate and execute on behalf of the Housing Authority

of the City of Fresno, the aforementioned contracts and supporting documents with Vortex

Construction for:

1. The installation of retrofit windows at Sequoia Courts Terrace, City AMP 1, in the

amount of$531,374.00 from the Operating Reserve Fund.

2. The installation of retrofit windows at Sequoia Courts, City AMP 1, in the amount of

$ 263,425.38, plus a contingency of$ 13,171.27, to cover any unforeseen expenses

from the operating reserve and capital fund.

HOWEVER, said contracts shall be null and void without any effect or obligation

whatsoever until receipt of approval and receipt of sufficient funding from the funding

grant agency known as the Department of Housing and Urban Development.

-10-

PASSED AND ADOPTED THIS 16th day of November, 2011 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

-11-

To:

From:

Subject: Selection of General Contractor for Selected Renovations and Upgrades CA006000002P De Soto Gardens II And Parking Lot at Sierra Courts Terrace, Fresno, CA.


Board Meeting: November 16, 2011

Agenda Item: 4c

At the Board Meeting on January 26, 2011, the Boards of Commissioners approved a plan to expend 2011 Operating Reserves on a number of key capital projects throughout the City and County. The renovations and upgrades at DeSoto Gardens II and Sierra Courts Terrace, are included in that plan.

On September 11 and 18, 2011, staff issued an Invitation for Bid (IFB) to qualified contractors for selected renovations and upgrades at De Soto Gardens II, which included termite treatment & repairs, kitchen & bathroom renovations, replacement of range hoods, light fixtures and ceiling fans, bathroom vent fans, security screen doors, yard fences, windows, and installation of concrete parking lots. The IFB was posted on our website, noticed in the Fresno Bee, and sent to the Fresno, MercedIMariposa, and TularelKings Builders Exchange. There were two mandatory job walks held on Wednesday, September 21,2011 and Wednesday, October 5, 2011. Bids were opened on Wednesday, October 12,2011, at 10:30 A.M ..

Four general contractors responded to this IFB. Criteria for the selection included price, job experience, references, and compliance with Section 3 and MBEIWBE requirements. Recently, ten Section 3 residents participated in a pre-apprenticeship training program conducted· by the Joint Apprenticeship Training Council and sponsored by the Housing Authority. After completion of the three week training, four Section 3 clients passed the course and were placed on a pre-apprenticeship wait list. This IFB package contained a requirement that the selected contractor would enter into a signatory agreement with the Sheet Metal Workers Union for one (1) Section 3 resident. When the residents are hired by the contractor, they are accepted into the respective Unions as apprentices.

Four bidders submitted proposals with base bids as follows:

STW Construction (Fresno) Jesh-N Construction (Fresno) Gibraltar Construction (Annapolis MD) Brown Construction (Sacramento)

-12-

$580,900 $809,130 $905,334 $1,058,000

Staff reviewed bids and researched the low bidder, based on the criteria stated above. While STW Construction was the low bidder, they were considered "non responsive" for the following reasons:

a.) Did not list sufficient personnel to perform the renovation project. b.) No sub-contractors were listed to show an adequate work force. c.) Their bid was 30% below the Housing Authority's estimate. d.) The bidder made estimating errors resulting in an out-of-range bid.

As a result of the "non responsive" bid, consideration was given to the next lowest bidder, JeshN Construction Inc. This company is a Section 3 Certified Business Concern with the Housing Authority, currently performing work on two contracts in the city and county. They have worked on numerous capital renovation contracts over the last 10 years for the Housing Authorities and have performed admirably. Additionally, Jesh-N Construction has sufficient capacity to perform a project of this size.

Jesh-N Construction Inc., submitted an original bid of $809,130, however there was a cost reduction due to a fence design change, which reduced their bid to $769,630.

We are recommending the award of a contract to Jesh-N Construction Inc., in the amount of $718,000.00 from City Amp 2, FY 2011 operating reserves.

As part of the Invitation for Bid for selected renovations and upgrades at De Soto Gardens II, the contractor submitted a separate bid for placing a concrete parking lot at Sequoia Courts Terrace, in the amount of $51,630.00 for a total contract amount of $769.630.00, plus a 10% contingency of $71,800.00 to pay for termite damage repairs and any unforeseen expenses. These contracts will be paid from City Amp 2, FY 2011 operating reserve.

Financial Impact: Existing FY 2011 Operating Reserve funds are available from City Amp 2 to cover the expenses of these contracts in the amount of $769,630, plus a 10% contingency of$71,800.00 for a total amount of $841,430.00. These projects were approved at the January 26,2011 Board Meeting.

RECOMMENDATION:

It is recommended that the Board of Commissioners of the Housing Authority of the City of Fresno adopt the attached resolution awarding the contract for selected renovations and upgrades at De Soto Gardens II, City Amp 2, to Jesh-N Construction Inc., in the amount of $718.000.00, from City Amp 2, FY 2011 operating reserves, and $51,630 from City AMP I operating reserves, for placing a concrete parking lot at Sequoia Courts Terrace, for a total contract amount of $769,630.00, plus a 10% contingency of $71,800.00 from City Amp 2, FY 2011 operating reserve and to authorize the Chief Executive OfficerlExecutive Director and/or his designee to execute any and all documents associated with such action subject to receipt of sufficient funding from the Department of Housing and Urban Development.

-13-

BEFORE THE BOARD OF COMMISSIONERS OF THE HOUSING AUTHORITY OF THE CITY OF FRESNO

RESOLUTION NO. __ _

RESOLUTION APPROVING AWARD AND EXECUTION OF CONTRACT FOR SELECTED RENOVATIONS AND UPGRADES AT DE SOTO GARDENS II, 28 UNITS

AND NEW PARKING LOT AT SEQUOIA COURTS IN FRESNO, CA

WHEREAS, the Commissioners of the Housing Authority of the City of Fresno hereby

approves the bid and awards the contract to perform selected renovations and upgrades at De

Soto Gardens II on twenty-eight (28) residential units at De Soto Gardens II, in Fresno,

California, to Jesh-N Construction Inc., in the amount of$718,000.00, from City Amp 2

operating reserves, plus $51,630 for a new parking lot at Sequoia Courts Terrace, from City Amp

1 operating reserves for a total contract amount of $769,630, plus a 10% contingency of

$71,800.00 from City Amp 2, FY 2011 operating reserve to pay for termite damage repairs and

any unforeseen expenses.

WHEREAS, the award of this bid is subject to all parties execution ofthe advertised

contract and ancillary documents, which do provide for the performance of such project work to

be accomplished within the specified budgetary amount.

NOW, THEREFORE, BE IT RESOLVED that Preston Prince as Chief Executive

Officer/Executive Director ofthe Housing Authority of the City of Fresno, or his designee, is

hereby empowered and authorized to negotiate and execute on behalf of the Housing Authority

of the City of Fresno the aforementioned contract and supporting documents with Jesh-N

Construction Inc., in the amount of$718,000.00, from City Amp 2 operating reserves, plus

$51,630 for a new parking lot at Sequoia Courts Terrace, from City Amp 1 operating reserves for

a total contract amount of $769,630, plus a 10% contingency of$71,800.00 from City Amp 2,

FY 2011 operating reserve to pay for termite damage repairs and any unforeseen expenses.

HOWEVER, said contracts shall be null and void without any effect or obligation

whatsoever until receipt of approval and receipt of sufficient funding from the

funding grant agency known as the Department of Housing and Urban

Development.

-14-


AYES:

NOES:

ABSENT:

ABSTAIN:

-15-

To: The Boards of Commissioners of the Date: November 10,2011

Fresno HO~' ~Ority PrestonP' 4 CEOlExecu' e D' ector

Board Meeting: November 16,2011 From:

Agenda Item: 4d

Subject: Transfer of Fairview Avenue to Fresno Unified School District

The purpose of this memo is to inform the Boards about a request from Fresno Unified School District to transfer title of a "street" formerly called Fairview Avenue from the Housing Authority to Fresno Unified. This "street" is located between Edison High School and Desoto Gardens I and II, and was vacated by the City of Fresno in 1988. Title was vested to both Fresno Unified and the Fresno Housing Authority.

Fresno Unified recently passed a bond measure, Measure Q, which will enable the district to complete over $270 million of facilities projects. One of the first projects scheduled to break ground is at Edison High School. Fresno Unified will be constructing two new classroom buildings adjacent.to Fairview Avenue. Fresno Unified would like to make improvements to the "street" to enhance safety and access. To facilitate this, they would like to acquire full title;

The "street" is located on the Edison High School side of the block concrete wall that borders DeSoto Gardens. Staff has examined the area and has concluded that a transfer of title would not affect the property. In addition, Fresno Unified will allow The Housing Authority access at any time that may be needed to make necessary repairs to the wall, if required.

Financial Impact:

There is no financial impact to the Housing Authority. Fresno Unified has agreed to facilitate the title transfer process and pay for any legal fees that may be incurred as a result of the transfer.

RECOMMENDATION:

It is recommended that the Boards of Commissioners of the Fresno Housing Authority adopt the attached resolution approving the transfer of the "street" known as Fairview Avenue to Fresno Unified School District and authorizes the CEOlExecutive Director to execute any required documents necessary to complete the transaction.

-16-

BEFORE THE BOARDS OF COMMISSIONERS OF THE HOUSING AUTHORITIES OF THE CITY AND COUNTY OF FRESNO

RESOLUTION NOo __ _

RESOLUTION AUTHORIZING TRANSFER OF TITLE OF FAIRVIEW AVENUE TO FRESNO UNIFIED SCHOOL DISTRICT

At a duly constituted meeting of the Boards of Commissioners for the Housing Authorities of the City and

County of Fresno (HACCF), held on November 16,2011, the following resolutions were adopted:

WHEREAS, the Housing Authority desires to transfer title of a "street" formerly called Fairview

Avenue to the Fresno Unified School District, located between Edison High School and Desoto

Gardens I and II, and

WHEREAS, subsequent to Staff s examination and determination that a transfer of title would not

affect the properties, and the Housing Authority would be allowed access at any determined

necessary for maintenance or repairs related to the properties, and

WHEREAS the HACCF approves and authorizes the transfer of its title on said "street," formerly

called Fairview Avenue to the Fresno Unified School District;

NOW, THEREFORE, BE IT RESOLVED by the Boards of Commissioners of the Housing Authorities of

the City and County of Fresno as follows:

THAT Preston Prince as President, or his respective designees (each an "Authorized Officer" and

collectively, "Authorized Officers") and each acting alone, are authorized and directed to execute and

deliver, on behalf of the HACCF, such documents as necessary to cause a title transfer of the street

located between Edison High School and Desoto Gardens I and II, formerly known as Fairview

Avenue,


AYES:

NOES:

ABSENT:

ABSTAIN:

-17-

To:

From:

Subject:

The Boards of Commissioners of the Fresno Housing Authority

Preston P .(.J A 2 CEOlExe:2f:H-G'ector



Agenda Item: 5b

Monthly Update on 2011 Leasing and Housing Assistance Payments Pacing and Projections for the Housing Choice Voucher Program

This is to provide you with an update on the Housing Assistance Payments (HAP) pacing for the Housing Choice Voucher (HCV) Program for the month of October 2011, as well as projections for the remainder of the calendar year for the City and County HCV Programs.

Summary of Analysis

CityHCV

HAP expenditures for the month of October totaled $3,709,680, resulting in $119,261 over the projected HAP. The Per Unit Cost (PUC) increased from $546 to $555 for the month of October.

With the ongoing leasing activities, the HAP expenditures are projected at $43.9 million by yearend resulting in 99.4% utilization of HAP funding, and $3.7 million in HAP reserves.

The overall voucher utilization is projected at 98.15% for calendar year 2011.

CountyHCV

HAP expenditures for the month of October totaled $2,903,175, resulting in $99,843 over the projected HAP. The PUC increased from $507 to $527 for the month of October.

Due to continued leasing efforts, the year-end projection is estimated at $33.5 million for total HAP expenditures. We anticipate expending 88.8% of HAP funding, and end the year with a HAP reserve of $7.6 million.

The overall voucher utilization is projected at 95.46% for calendar year 2011.

-19-

ITY HAP ANALYSIS - CALENDAR YEAR 2011

egend:

=:J = Projection for the remaU1der of CY

. . lonlhly HAP Received 3,941,265 upplemenlal Funding Received alance

,-

lAP Paid 3,626,825 Init Months Leased (End of the Month) 6,618 er Unit Cost $ 548 $ lonthly Balance $314,440 umulalive Balance

,- -,eginning of the Month 53,402,680 nd of the Month $3,717,120 . .. .

'. 3,941,265

-. 3,564,871

6,517 547 $

$376,394 $690,834 -.

53,717,120 $4,093,514

CY 2011 HUD Budget Authority: ACe Baseline

Total CY 2011 Unit Months Available: Average PUC Ceiling:

'. 3,941,265 3,941,265 3,941,265

'. 3,591,900 3,909,562 3,736,119

6,597 7,179 6,856 544 $ 545 $ 545

$349,365 531.703 $205,146 51,040,199 51,071,902 51,277,048 '. $4,093,514 $4,442,879 $4,474,562 $4,442,879 $4,474,582 $4,679,728

'. DMIII ~"ALYSIS BASED ON THE APPROVED BUDGET AND YTD PERFORMANCE - CALENDAR YEAR 2011

.dmin Fee Funding-Based on HUD Distribution Lellers"" -- 427,720 427.720- 427720- 427,720 424,141 irst of the Month Unit Months 6,618 6.517 6,590 7,169 6,856 .dmin Fee Funding-Based on Unit Months··· 360,627 355.158 359,111 390.458 373,512 0% of Fraud Recoveries 1,088 659 601 541 869

Total Revenue 361,715 355.817 359,712 390,999 374.381

.dmin Expenses 333,680 280,169 396,387 352,714 428,249 tonthly Balance 28.035 75,648 -36,675 38,285 -53,868 :umulative Balance 103,683 67,008 105,292 51,424

'HUO Oistribulion letters reflect the actual monthly cash receipts for the agency. '*Funding based on unit months reflects the admin fee funds earned by the agency based on actual units leased up.

$

$44,482,191 6,779 6849712011 fOlward, now adding in VASH funding

81,348 $548 t

' . '. 3,941,265 3,427,806 3,427,806 3,427,806

' . '. 3,662,855 3,640,094 3,632,657 3,610,614

6,746 6,674 6,671 6,615 543 $ 545 $ 545 $ 546

$278,410 ($212,288) (5204,851) (SI82,808) $1,555,458 $1,343,170 $1,138,319 $955,511

. . '. $4,679,728 $4,958,138 $4,745,850 $4,540.999 $4,958,138 $4,745,850 $4,540,999 $4,358,191

. . '.

---36-2,950 '3s'i,95o-- - 362,955 365,002 6,746 6,674 6,671 6,615

367,556 363,658 363,496 360,464 3,468 1,20' 1,224 1.318

371,024 364,863 364,720 361 782

374,268 331,506 411,163 370,654 -3.244 33.357 -46,443 -8,872 48,180 81,537 35,094 26,222

Average PUC ceiling renects budget authority divided by authorized annual base line Unit Months available. To be within our Budget Authority. our average PUC should be at or below this ceiling PUC.

Updated as o' 11/4/2011 2:46 PM

· ., , · , 3,427,806 3,427,806 3,427,806 44,214,426

0 44,214,426

· .- , · , Percent Expended 3,709,680 3,655,~ " 3,607,080 43,948,141

6,689 6,5$ $::' ~'~~ '$

80,258 Utilization Rale

$ 555 $ 555. 548 .... ,.. ($281.874) ($228,078) , ($179,271) $22,190

~}t:f~'~'r! ff: ~~:}if[ 5673.637 ' $445,5~ , " $266,285 $266,285

· ., , '-$4,358,191 $4,076,317 ,_, $3,848,239 ["j ..

$4,076,317 $3,848,239 ", $3,668,965 $3,668,965 1.'"":,,r;i".F:t'/ ',,,(:,,c'

40%

· .- , · -

271,625 271,625 271,625 4,403,748 6,689 6,592 6.504 80,241

364,470 359,2,19 354,455 4,346,576 1.437 1,587 1,706 15,702

365,908 360,806 356,161 4,362,278

370.654 370.654 370.654

':3,M~~NLH!i~ ~ ~~:::;~i~;i;~·~;, -4,746 -9,1j48 -14,493 21,476 11,627 -2,866

:OUNTY HAP ANALYSIS - CALENOAR YEAR 2011

.egend:

:J = Projection for the remainder of CY CY 2011 HUD Budget Authority:

ACe Baseline: Total CY 2011 Unit Months Available:

Average PUC Ceiling:

$37 A88,581 • 5,604

67,248 5557 t

Aonthly HAP Funding 3,276,214 - 3,276:211 3,283,409 3,283,410 3,283,409 3,263,410 2,976,616 2,976,616 2,976,618 2,976,616 2,976,618 2,976,618 37,545,771 ;upplemenlal Funding Received 0 ~alance 37,545,771

~~~IIIIII~~~la~IIIIIIIIIIII"IIII!m~p!"~IIIIIG~~~~~II~~~~IE~~~"IE~~~"I!~~~"~~~II"~~~~II~~~~~~~~"~~~~~IIIE~~"' __ ~Im~~~~percentExpended iAP Paid 2,589,633 2,573,314 2,623,910 2,831,276 2,808,937 2,807,700 2,746,473 2,741,246 2,779,012 2,903,175 2,942,1~2 3,001,195 33,350,045 88,63% Jnit Months Leased (End ofthe Month) 4.987 4.949 5,084 5,391 5,382 5,399 5,335 5,399 5,465 5,509 . 5,58~ 5,695 64,198 Utilization Rate 'er Unit Cosl 519 520 516 525 522 520 515 508 507 527 $,: 527 527 $ 519

Aonthly Balance 5686,581 5702,897 $659,499 $452,132 $474,472 5475,710 $228,145 5235,372 5197,606 $73,443 $34,446 ($24,577) 'l'iii;{i~a~~,~ ~: I :umulalive Batance 51,389,478 $2.D48,,977 52,501,109 $2,975,581 $3,,45"2,9,' 53,679,436 $3,914,808 54,112,414 $4,185,857 $4,220,303 ~~,'95,726 f:!l._~ut~, ;1~,~,'?,26.130/';.(f:'S5~r leginning 01 the Month 3,386,898 4,073,479 4,776,376 5,435,875 5,888,007 6,382,479 6,838,189 7,066,334 7,301,706 7,499,312 7,572,755 7,607,201 ;~';lf'~~d,r''i;.·':;:' 1:,' ,nd 01 the Month 4,073,479 4,776,376 5,435,~7~ 5,888,007 6,362,479 6,838,18~ ~6,334 7,301,706 7,499,312 7,572,755 7,607,201 7,582,624 ';l"'-:.'~f,::(7,'$1i2:6241:;-:,':,

~1i1J'jJJM,!'N'!'B~~,~.ufi:t*t..:liltld!1~~.,miH1il:l~.):lM:.1lilil:ail':.I.:i1'I"1.I:A7::r1.I:rJ.,n

~dmin Fee Funding-Based on HUD Distribution Leiters"· =irst of the Month Unit Months ~dmlO Fee Earned-Based on Unit Months· .... 50% of taud Recoveries

1'\,.'') Total Revenue .....

328,400 4,977

271,783 1,119

272,902

328,400 4,949

270,267 1,602

271,869

328,400 5,082

277,467 447

277,914

328,400 5,391

294,197 738

294,935

317,476 5,382

293,709 1,549

295,258

280,458 5,249

294,630 1,549

296,179

120,473 5,335

291,165 1,549

292,714

279,350 5,399

294,630 1,549

296,179

279,350 5,485

299,286 1,549

300,835

279,350 5,509

300,585 1,549

302,134

279,350 5,583

304,592 1,549

306,141

279,350 5,695

310,655 1,549

312,204

3,428,757 64,186

3,477,358 4,500

3,481,858

!l.dmin ~pen5e5 245,218 210,768

~~:~:!tiv:I~~~:nce 27,664 :~:~~! .. ':;-. ~:;t't~rr~~~i~:::~G:t:'~i;:;;~,:';; 'Budget Authority equals the prior year average per unit cost multiplied by the number of units leased up in the current year. '*HUD Distribution leHers reflect the actual monthly cash receipts for the agency. '**Funding based on unit months reflects the admin fee funds earned by the agency based on actual units leased up. I Average PUC ceiling renects budget authority divided by authorized annual base line Unit Months available. To be within our Budget Authority, our average PUC should be at or below this ceiling PUC.

Updated as of 11/4/2011 2'45 PM

To:

From:

Subject:


Preston P . --c., CEOlExecut ve Director

Economic Opportunities Plan Update



Agenda Item: 5c

This past quarter, staff met with our community partners to discuss Section 3 processes, requirements, minority business participation, and employment and training opportunities.

Since June of this year, staffhas performed four (4) workshops for the Asian Business Institute and Resource Center (ABIRC). The Housing Authority has collaborated with ABIRC to provide Section 3 Business Concern Certification to their members as well as provide informational workshops on the following topics:

• Section 3 program; • Minority contractor business participation and certification; • Davis Bacon/Certified Payroll processes.

On August 1 and 2, 2011, Richard Atilano attended a Section 3 Coordinator Certification Training, held in Atlanta, Georgia and passed the certification exam. He received training on the requirements of compliance under the 24 Code of Federal Regulations, Part 135, as a Section 3 Coordinator or Compliance Professional.

On August 4,2011, Richard Atilano met with Mark Carson, Owner ofRMC Enterprises, (a newly certified Section 3 Business Concern) about upcoming bid opportunities. RMC Enterprises recently completed the renovations to the new County AMP 1 office in Pinedale.

On August 4, 2011, Richard Atilano met with Bree Comstock, Vice President, Ashwood Construction, Inc., and Doug Sibley, Regional Project Manager, Ashwood Construction, Inc., to discuss Section 3 hiring goals, meeting compliance and documenting their efforts. We have been working closely with Ashwood Construction to assist with certifying their sub-contractors as Section 3 Business Concerns.

On August 10, 2011, staff met with James Richardson, D&J Opportunities, to discuss our Section 3 pre-apprenticeship training program, as well as Housing Authority contracting procedures, the Disadvantaged Minority Business Enterprise certification process, and the Section 3 Business Concern Certification process.

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On August 15, 2011, staff met with Juan Rangel, Owner, Rangel's Heating and Cooling Service, to discuss future contracting opportunities, as well as Housing Authority contracting procedures, the Disadvantaged Minority Business Enterprise certification process, and the Section 3 Business Concern Certification process.

On August 26, 2011, Allysunn Williams and Richard Atilano met with Dora Westerlund, President/CEO of the Fresno Area Hispanic Foundation, to discuss Section 3 and Section 3 Business Concern Certification for the contractor members of the Hispanic Chamber of Commerce. Mr. Atilano explained the bid preferences Section 3 Business Concern receive when submitting bids and how it would benefit their members to apply for the certification. Staff offered to provide workshops to their members to explain Section 3 and the certification process.

On August 31, 2011, staff, in collaboration with Tate Hill, President of the Fresno Metro Black Chamber of Commerce, performed an Economic Opportunities workshop for the Fresno Metro Black Chamber of Commerce members and invited guest. Staff discussed Section 3 program requirements as well as minority business participation. Corrina Nunez, Project Manager, City of Fresno, attended the workshop to get Section 3 information as it relates to City HOME Funds. Staff sent her a copy of our Economic Opportunities Plan.

On September 6, 2011, staff met with Councilmember Oliver L. Baines and his Chief of Staff Gregory Barfield, to educate them on Section 3 and the Economic Opportunities Program of the Housing Authority. Staff also discussed working with the Councilmember on future economic opportunities for local clients and businesses.

On October 10, 2011, staff met with Jeff Johnston, Owner of Johnston Contracting. Johnston Contracting is the Construction Management Company for Renaissance at Santa Clara. Staff discussed Section 3 program requirements as well as minority business participation goals. Mr. Johnston was very interested and expressed a strong desire to work closely with the Housing Authority.

On October 27,2011, the Regional Green Jobs Coalition (RGJC) sponsored a Small Disadvantaged Business Enterprise (SDBE) workshop at the local Small Business Administration Center. Staffwas invited to present information on Section 3 and our Minority Business participation programs. The goals of the RGJC, through several workshops are to:

• Certify 60 new minority businesses • Increase SDBE's in the Valley by 17% • Strengthen local businesses • Stimulate local economy

Employment Opportunities

Two residents were recently hired by local contractors from the Sherwin-Williams Painters Training course. One client obtained employment with a contractor who works for the Affordable Housing Development Corporation (AHDC). Another client who currently lives at Yosemite Village has

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obtained employment with JESH-N Construction. JESH-N Construction is currently perfonning a renovation project at Monte Vista Terrace CAL 6-7 in Fresno.

There were four Section 3 public housing clients out of ten who passed the Union Pre-apprenticeship Course. All four have been scheduled to start work with local contractors performing renovations on our public housing properties. Total placements (6) have been:

Two - Hispanic Males Two - African American Males One - Hispanic Female One - White Male

The following companies have been certified as Section 3 Business Concerns:

JESH-N CONSTRUCTION, INC. AREA REMODELING & CONSTRUCTION R & R SERVICE CONTRACTORS, INC. MOLD SOLUTIONS INNOVATION COMMERCIAL FLOORING A&S GRADING SERVICES NOBLE CONSTRUCTION STW CONSTRUCTION CENCAL DEMOLITION, INC. UNLIMITED ENERGY SOLAR SOLUTIONS VORTEX CONSTRUCTION

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To:

From:

Subject:

The Boards of Commissioners of the Housing Authorities of the City and County of Fresno

Preston pr(7 q--" CEOlExeC~~~~tor Overview of Moving to Work Demonstration



Agenda Item: 5d

The purpose of this memo is to update the Board on the Moving to Work Demonstration project authorized by Congress in 1996. The Fresno Housing Authority is not currently eligible to participate in this demonstration, but is prepared to apply should eligibility criteria be expanded.

Background:

The Moving to Work (MTW) demonstration project was established to give public housing authorities (PHAs) and Department of Housing and Urban Development (HUD) flexibility to design and test various approaches for providing and administering housing assistance. Statutory objectives of MTW demonstration are reducing cost and achieving greater cost effectiveness in Federal expenditures; giving incentives to families to obtain employment and become economically selfsufficient; and increasing housing choices for low-income families.

Throughout the 1990s, several notable changes in the way key stakeholders began to envisage public housing, as well as significant changes in national social welfare policy, called into question the sustainability of the public housing program as it had been historically constructed. Included was a gradual shift in sentiment among policy makers and housing practitioners in favor of adopting more market-oriented strategies for providing housing assistance, as well as a growing interest in finding ways to deregulate and devolve the program to allow it to better attune to local market variations. MTW demonstration was authorized by Congress in 1996.

PHAs that participate in the MTW demonstration are permitted to combine their Public Housing (PH) Operating and Capital funds and Section 8 Housing Choice Voucher funds and use these funds interchangeably. This concept is also called the MTW "Block Grant" approach or "fungibility." The PHAs that are eligible for MTW develop a "customized" plan that fits their local market and submit the plan for HUD approval. Some examples of activities that MTW agencies are experimenting with include:

• using more streamlined process to receive housing assistance;

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• increasing housing choices;

• renovating public housing assets;

• increasing administrative efficiency;

• creating new partnerships; • leveraging public resources and maximizing private investments;

• making strategic investments 'that lead to empowerment and personal responsibility resulting in economic independence and self-sufficiency.

In addition to having the ability to combine funds from PH and HCV programs, PHAs also receive certain regulatory concessions, such as the ability to waive certain HOD regulations in favor of locally developed policies specifically aimed at the needs of the local housing authority and its resident populations that are otherwise not permissible. In order to ease HOD's regulatory burdens, designated MTW agencies used their MTW status to make changes in their PH rent rules and/or Section 8 subsidy formulas. Some agencies experimented with alternatives to the traditional percentof-income approach for calculating tenant rent contributions. A small number of MTW agencies experimented with some form of time limits on housing assistance. Other examples of activities that MTW agencies are permitted to do are rewarding employment and income growth; penalizing unemployment; creating rent incentives; providing on-site employment counseling and skill building; or conducting otherwise annual Housing Quality Standards (HQS) inspections, which are extremely burdensome on PHA staff, bi-annually.

Criteria for PHA Selection for MTW Status:

Congress either designates a PHA to a MTW status, or gives authority to HOD to select a certain number of PHAs to become MTW agencies. In 2009 Congress authorized HOD to designate three additional PHAs for the MTW status through Section 203 of the 2010 Act. In order to be considered, a PHA must have been designated as a High Performing agency under the Public Housing Assessment System (PHAS) and could not have administered more than 5,000 aggregate vouchers and public housing units. Later that year HUD submitted a report to Congress on MTW demonstration. In the report HOD recommended the following criteria for selection of potential MTW agencies:

• High Performance. In order for a PHA to receive a MTW status, it must be a High Performing agency under PHAS.

• Evaluation strategy and capability. PHA must demonstrate capability to effectively plan, implement, and administer the MTW program it has proposed.

• Demonstrated innovation. PHA's MTW plan must show cost reduction and effectiveness in Federal expenditures. The plan must be coherent, comprehensive and integrated and likely to promote resident self-sufficiency, support and reward work.

• Local support. PHA must establish resident and community support and involvement, i.e., the degree to which PHA residents and the wider community have been involved in the

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development of the plan, including support and involvement by resident organizations, councils, management corporations, other local nonprofit and for-profit organizations, and public entities.

• Identification of community needs. PHA must clearly identify its community's unique needs and the approach by which these needs will be addressed through MTW designation.

• Balanced distribution of MTW PHAs.

Currently, 35 agencies nationwide are designated the MTW status with 6 agencies from California (Please see Attachment A, Map of Participating Sites.) When MTW began, each MTW agency executed a unique Agreement with HUD regarding the conditions of its participation, length of term and exceptions to statutes and regulations. In 2006 HUD made a decision to develop a new MTW agreement that expanded and standardized the authorizations granted to MTW agencies with more rigorous and consistent requirements.

Financial Impact:

Under the MTW demonstration, PHAs receive the same funding they would have received had they not participated in the demonstration. MTW PHAs are, however, permitted to use HCV and PH funds interchangeably through the fungibility waiver that MTW demonstration allows.

Current Legislation in Support ofMTW:

• Gary Miller's (R-CA) Moving to Work Improvement, Expansion, and Permanency Act of 2011

• National Organization of African Americans in Housing (NOAAH) Proposal to Congress for Moving to Work Demonstration Expansion (which would include Fresno)

Recommendation:

This Board Memorandum is informational only; therefore, no action is required.

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Attachment A Map of Participating Sites

Alaska Housing Finance Corporation Atlanta Housing Authority Housing Authority of Baltimore City Boulder Housing Partnership* Cambridge Housing Authority Housing Authority of Champaign County

Charlotte Housing Authority

Chicago Housing Authority Delaware State Housing Authority

District of Columbia Housing Authority

Keene Housing Authority King County Housing Authority Lawrence-Douglas Housing Authority

Lexington-Fayette Urban County Housing Authority *

Lincoln Housing Authority Louisville Metropolitan Housing Authority Massachusetts Housing and CD Minneapolis Public Housing Authority

Housing Authority of the City of New Haven

Oakland Housing Authority Orlando Housing Authority Philadelphia Housing Authority Housing Authority of the City of Pittsburgh Portage Metropolitan Housing Authority

Housing Authority of Portland San Antonio Housing Authority Housing Authority of the County of San Bernardino San Diego Housing Commission Housing Authority of the County of San Mateo Housing Authority of the County of Santa Clara/City of San Jose Seattle Housing Authority Tacoma Housing Authority Tulare County Housing Authority Vancouver Housing Authority

*Not shown on the map, because these agencies were added in 2011

California Housing Authorities are shown in BOLD.

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To:

From:

Subject:


Preston P' c Q ~ CEOlExecu 1 e Director

Follow Up from Budget Workshop



Agenda Item: 5e

An opportunity will be provided during the Informational Section of the Board Meeting for the Commissioners to ask follow up questions and provide guidance for staff on the budget following the Budget Workshop on Tuesday, November 15,2011.

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To:

From:

Subject:

The Boards of Commissioners of the Fresno Housing Auth .ty

Preston Pru· ~r.I CEOlExecu·

Date: November 10, 2011


Agenda Item: Sf

Update on the status of findings and recommendations from the 2010 audit

At the meeting of October 19, 2011, Mr. Michael Harrison of Mayer Hoffinan and McCann presented the audited financial statements for the year 2010. Included in Mr. Harrison's presentation was a discussion of the current year's fmdings and several recommendations that his firm identified that would strengthen the internal controls of the Authorities. Following the presentation by Mr. Harrison, staff presented an action plan as to how the Housing Authority would address the eight significant deficiencies. There were also nine recommendations (not considered "fmdings" by the auditor) that were noted for the Boards. Staff indicated that updates on these recommendations would be provided to the Boards in the coming months. .

Staff has begun working on the recommendations, and at this time would like to report to the Boards on their progress.

Recommendation #11: Need for Enhanced Security Controls over Information Technology Systems

The auditor recommended that the Housing Authority increase its password security to match industry standards. This is and has been a recommendation of CMTi as well. The current IT Policy recommends the use of complex passwords and sets forth guidelines for their creation and maintenance that coalesce with the recommendations made by the auditor.

On December 1St, the Housing Authority will begin enforcing the recommended password security. Users' passwords will be required to be eight or more characters long. They will be required to meet industry standard complexity requirements. Passwords will be required to be changed every 60 days. Users will not be allowed to use any of their last six passwords. In addition, the failed input attempts until the account is locked will be lowered to four.

Recommendation #12: Enhancing Controls over Bank Reconciliations Preparation

The Accounting Depaitment does maintain the recommended internal controls over the bank reconciliation preparation process. Our current controls allow for separate employees to prepare deposits, prepare disbursements (checks), receive the bank statements and clear the checks and deposits in the systems. This allows for no one person to be involved in two or more of the

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activities relating to recording of checks and deposits, clearing of cancelled items from the bank or reconciling the bank statements. The incident identified was a result of a staff member going out on disability and their duties being reassigned for a short time until a replacement could be hired. Our controls will now specifically include a review of assigned duties for the entire department when staff members must be absent from their position.

Recommendation #14: Accounting for Investments in Joint Ventures

The Authorities, or their blended component units, are general partners in several limited partnerships related to the tax credit projects that the Authorities have developed. Annually the limited partnerships issue a schedule K-l that reports to each partner their share of the profits and/or losses for that year from the partnership. This amount is immaterial, for example YEC Limited's amounted to $30 for 2010, due to the percentage that the Authorities, or their component units, own. The Authorities in the past have not been adjusting the investments in joint ventures account on an annual basis to reflect the amounts on the K-ls. Effective for the year December 31, 2011 the investments will be adjusted to reflect the items on the K-ls annually.

Recommendation # 15: Financial Statement Reporting - Funds with Differing Year Ends

The Authorities have three programs that require audits that have differing year ends from that of December 31. These are the two CHF A programs and the OMS program in Parlier. Staff has contacted these two funding agencies and has been given approval to change the reporting to December 31 for the CHF A programs. This will involve a six month audit at December 31, 2011 and the annual audits from that point forward. OMS has not granted permission for the change in reporting year.

Recommendation #16: Communication of Completed Contracts

This item was a result of lack communication between the two departments as to when a project was completed and placed in service. In 2010, Kerman Acres was completed and opened for leasing in late October, but the asset was left as a work in progress in the general ledger. Effective in 2010, the Accounting department has dedicated an Accountant to the Planning and Community Department in an effort to be sure that the Accounting Department is aware of all projects and the items that would affect the accounting for them.

Staff recognizes that this is a partial listing of the recommendations and plans on bringing the progress on the others to the December meeting. Staff is available for any questions on these or any of the other findings or recommendations.

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To:

From:

Subject:

The Boards of Commissioners of the

Fresno Housing AU~'

Preston Pri-O! --..., CEOlExec;~~~ or

Construction Contracts



Agenda Item: .~ g

In preparation for the review and approval of selected finns for upcoming construction projects, staff will be presenting the board with infonnation regarding the various types of construction contracts available for the Fresno Housing Authority to utilize in development projects. An overview of the features and benefits of each type of method will be discussed.

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To:

From:

Subject:


Preston Prin{J A 1-C, CEOlExecut~~~!:ctor

Annual Audited Basic Financial Statements Year End - December 31, 2010



Agenda Item: 6a

Note: This memo is from the October 19,2011 Board Meeting. This item was continued due to the lack of a quorum. The Executive Director recommends approval for the receipt and filing of the 2010 Audited Basic Financial Statements, as presented at the October 19,2011 Board Meeting.

Attached are the annual audited Basic Financial Statements of the Housing Authorities of the City and County of Fresno (HACCF) for the year ending December 31, 2010. The audit was conducted by Mayer Hoffman McCann in accordance with generally accepted aUditing standards; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single audit Act of 1984; and the provisions of the OMB Circular A-128, Audits of State and Local Governments, and included tests of the accounting records ofHACCF and other procedures the firm considered necessary.

The auditors have issued an "unqualified opinion" that the financial statements are fairly presented in conformity with U.S. generally accepted accounting principles. An "unqualified opinion" is issued when the auditor does not have reservations as to fairness of the presentation of the financial statements in conformity with generally accepted accounting principles. Also included in the financial statements are the auditor's reports on the Schedule of Expenditures of Federal Awards, and HACCF's compliance with the laws and regulations and its internal controls that are required for a Single Audit engagement.

Mayer Hoffman McCann has identified eight significant weaknesses in the internal controls of HACCF (findings). These weaknesses are less severe than a material weakness but are important enough that in the auditor's opinion they merit attention by those in governance. There are seven current year findings and one from the prior year that are included in the attached financial statements. Management's responses to each finding are also included.

Michael A. Harrison, CPA, Shareholder, with Mayer Hoffman McCann will be in attendance to present a summary of the audit and answer any questions the Boards may have.

RECOMMENDATION:

It is recommended that the Boards of Commissioners of the Housing Authorities of the City and County of Fresno receive and file the audited Basic Financial Statements for the year ended December 31,2010.

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To:

From:


Preston Prin(J -+ ~ CEOlExec:~~r



Agenda Item: 6b

Subject: Approval of Contract Extension - Audit Services

At the Board meeting on November 17, 2010, a contract was awarded to Mayer Hoffinan McCann to perform audit services for the Housing Authorities of the City and County of Fresno. This contract award was a result of an RFP process. Following the award, concerns were raised by several board members of the ramifications of engaging the firm due to several issues that had recently been revealed. On January 26,2011, the City Board took action to terminate the contract, while the County Board had voted to confirm. At a special Board meeting on February 2, 2011, the City Board voted to re-engage Mayer Hoffinan McCann for the 2010 audit.

Mayer Hoffinan and McCann recently finished the 2010 audit. A presentation was made to the Boards on October 19,2011 of the audited financials, along with their fmdings and recommendations. Staff believes that the audit was thorough and professional and that the contract with Mayer Hoffinan McCann should be extended, which is allowable for an additional four one-year extensions under the RFP process conducted in 2010.

Financial Impact It is estimated that the 2011 audit will take more hours than the original estimate provided by the auditor and therefore the expected cost of the 2011 audit is estimated to be $96,250. The budget adoption for 2012 will include sufficient funds for this required expense.

Recommendation It is recommended that the Boards of Commissioners of the Housing Authority of the City and County of Fresno approve the award of a one year contract extension with the audit firm of Mayer Hoffinan McCann and authorize the Executive Director or his designee to enter into negotiations, subject to the terms of the original RFP for such contract.

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To: The Boards of Commissioners of the Fresno Housing Authority


Preston Prince ~ 12 Board Meeting: November 16,2011

From: Agenda Item: 7 CEOlExecutive Director

Subject: Director's Report

Ezecutiye OfDce

Training & Development

Indicated below are all of the out-of-state training and travel requests approved by the CEOlExecutive Director for October 2011.

Name Date Location Pumose Duarte, Michael 11/8-11/1 0/11 Washington, DC Ballard Spahr

Conference Hanrahan, Tracewell 10/22-10/25/11 St. Louis, MO NAHRO National

Conference Hanrahan, Tracewell 11/8-11110/11 Washington, DC Ballard Spahr

Conference Hanrahan, Tracewell 1111-1114/11 Washington, DC CLPHA Fall Meeting

Craigo, Rebecca 10/22-10/25/11 St. Louis, MO NAHRO National Conference

Williams, Allysunn 10/22-10/25/11 St. Louis, MO NAHRO National Conference

Commissioner John Teixeira

A reception honoring the 50 years of service of Commissioner John Teixeira was held on Tuesday, October 18, at the Downtown Club, Fresno. Mr. Teixeira was honored with the presence of several City and County Commissioners, community leaders, and fonner associates. There were approximately 55 attendees at this event. The event was considered a success in honoring Commissioner Teixeira.

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HousiDg MaBagemeDt

CITY AMPs

AMP 1 AMP 2 AMP 4

I Yosemite . Village

I Pacific Gardens

Renaissance Trinity

I Pare Grove I County AMPs

No of Properties

3 8 4

1

No of Properties

AMP I 6

AMP 2 6

AMP 3 6

AMP 4 4

AMP 5 5

AMP 6 5

I Granada I Common~

1

Special Programs

October City Occupancy 98.9%

Physical Units Rentable Units Vacant Units

182 180 1 251 249 3 233 230 5

69 68

56 55

Rehabilitation of Pacific Gardens Apartments is now complete

21 20 o

215 213 o

October County Occupancy 98.9%

Physical Units Rentable Units Vacant Units

151 149 0

194 178 3

180 176 4

152 151 2

176 175 3

112 111 3

16 15 1

October Special Programs Occupancy 98.6%

No of Properties Physical Units Rentable Units Vacant Units

Mariposa 1 40 40 1 Fann Labor Parlier 1 40 40 2 Fann Labor

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Occupancy Percentage

99% 99% 98%

98%

98

100%

100%


99%

98%

98%

99%

98%

97%

93%


98%

95%

Orange Cove 1 30 28 1 96% Farm Labor Mendota 1 60 60 0 100% Farm Labor Firebaugh 1 34 34 0 100% Family Apts. Garland Gardens 1 50 49 0 100% (CaIHFAl Parkside Apts. 1 50 50 0 100% (CaIHFA)

OCTOBER COUNTY ACTIVITIES:

Rehabilitation of Pacific Gardens Apartments was completed in October. All families that had been temporarily relocated have returned and are enjoying their new apartments. Fifty four of the 55 rehabilitated units are now occupied and the remaining one will be occupied shortly.

CITY BOYS & GIRLS CLUB, EAST FRESNO - East Fresno Boys & Girls Club, in conjunction with the Pinedale Boys & Girls Club, held a Safer Choices workshop. Planned Parenthood helped facilitate the workshop by presenting on STD's and HIV.

OCTOBER COUNTY ACTIVITIES:

COUNTY AMP 3 - The Maintenance Staff are servicing heaters, conducting repairs observed during the annual inspections, and preparing for the upcoming REAC inspections. Highland Energy Services is providing free weatherization upgrades for our units through Southern California Gas Company. Highland Energy Services began their weatherization upgrades at Kuflle Terrace in Orange Cove and will eventually service all County AMP 3 units in the coming weeks.

COUNTY AMP 4 - The Maldonado Plaza Migrant Center was granted an extension through November 30th, to accommodate residents who continue to have work in the area.

COUNTY AMP 5 - Seventy-two residents in Biola and Mendota received new refrigerators. Residents in Kerman were invited to partner with the Housing Authority and other local community builders in reading a book entitled "The Abundant Community" written by John McKnight and Peter Block. These participants have committed to attending the authors' workshop in Fresno on November 16.

On October 10, Property Manager, Kristen McIntosh, was a guest speaker at the Sir Optimists Club in Kerman. Her presentation included Fresno Housing Authority housing programs, community partnerships, and the availability of these services in Kerman.

A grand opening for the County AMP 5 office was held on October 22nd• Attendees included the Mayor

of the City of Mendota, Mayor Pro-Tem, Chief of Police, City Clerk, residents, and HACCF employees. This office serves residents in Mendota, Kerman, and Biola.

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COUNTY AMP 6 - New stoves and refrigerators are on order for Casarez Terrace I, Casarez Terrace II, Huron Apartments, and San Joaquin Apartments. Installation will be completed next month.

SPECIALTY PROGRAMS, GRANADA COMMONS - On October 10th Home Depot sponsored a "Kids Clinic" at Granada Commons. Seventy-eight children participated from the entire community to learn about tool safety; they also built their own birdhouse, tool box andlor wooden fire truck.

COUNTY BOYS & GIRLS CLUB. PINEDALE - Fifty youth members participated in a Gang Awareness Event. Members learned about the consequences of being in a gang and the negative effects of being associated with gangs. Activities included a visit with a police officer and a mini-presentation about gangs; a patrol car was provided for members to view, and a K-9 officer also was on site.

Del Rey - A campaign to "Say No to Gangs" began this month with a presentation to youth and a poster contest. There was a discussion about how gangs negatively affect families and the local community by their behavior. Youth also spoke about the good things that are happening in their community and shared good ideas about how they can stay away from participating in gangs; approximately 15 members participated in this presentation.

Red Ribbon Week plans are underway for this month. Twenty members participated in discussions about the danger of using drugs, the media glamorizing drug use by reporting stories of celebrities and proathletes in trouble, as well as personal stories.

On October 21 st, the Club held a "Fright Night Movie Night" for members. The youth watched scary movies as well as baked and decorated Halloween themed cookies to take home.

On October 28th, the Boys & Girls Club participated in the Del Rey School's "Annual Harvest Festival."

The Club had a booth for face painting. Informational flyers were distributed about what the Boys & Girls Club is about and the activities the Club offers. Eighty kids received flyers and visited the booth. There were about 200 people who participated in the city-wide event.

In conjunction with "Red Ribbon Week," the Club began their gang prevention presentations. The curriculum was well received and the week concluded with a "2-on-2" basketball tournament.

Reedley - The Boys & Girls Club participated in the City of Reedley's "Red Ribbon Week." A few members were asked to read the City's proclamation to the City Council and their audience. The Club was also represented by four members at the school board meeting asking for support for this event. Their participation was chronicled in the weekly newspaper, The Reedley Exponent.

Members continue to partner with area senior citizens at the Reedley Senior Center, Sierra View, and Golden Living Center, on exercise and health. Each Wednesday the youth and seniors participate in some low impact exercise followed by a healthy snack. Seniors have been teaching youth how to read food labels and how to make better food choices.

Sanger - The Youth Service Police Officer, Tom Reinhart, made a presentation to members on gangs. Members were given information on current gangs in the community and how to avoid being approached or enticed into a gang.

Staff provided assistance to older members of the Club on how to properly fill out a job application and compose a resume. Common employer expectations, how to dress for interviews, and other basic information were presented. Staff and youth also had a chance to role play, as interviewers and job seekers, to gain insight into the experience and be better prepared.

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Members and Staffhave been assisting the Housing Authority with keeping their facility clean, as it is being used daily during weekday mornings for computer literacy and nutrition classes for HA families. Members also assisted the Housing Authority with identifying and removing any graffiti from the housing complexes. The youth have also been picking up ,trash in the area so their surroundings are free of debris.

The "Good Neighbor" program is offering classes to members on knitting. Materials are provided and their first project was a scarf. Members are having a great time and are hoping to find an organization to make a donation of scarves.

Parlier - The Boys & Girls Club participated in the City of Parlier's "Red Ribbon Week" celebration held on Sunday, October 23 rd

• The Club provided gang prevention banners made by members for decoration at the event. The Club had a booth and distributed, "Circle of Respect" wristbands, informational brochures, and membership applications.

Huron - Boys & Girls Club members held a Gang Prevention week during the month of October. Activities included cleaning graffiti at Casarez Terrace I. A special presentation was made for parents and gang prevention literature was distributed to them.

This month's focus at the Club was about educating youth on gang prevention/intervention and bullying. Staff made presentations about these topics and youth were able to share their fear, as well as some experiences. Staff also advised youth on how to deal with any pressures and encouraged them to tell an adult.

Low Income Public Housing Wait List Report as of October 31, 2011

CITYLIPH 0 5,358 4,417 2,165 189 12,129

COUNTYLIPH 0 1,638 1,366 780 79 3,863

GARLAND-S8N/C 0 0 37 162 0 199

P ARKSIDE-S8N/C 0 0 21 17 45 83

HOP City 32 0 0 0 0 32

HOP Sanger 0 0 0 0 0 0

TOTAL 32 1 3 124 313 1

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Pobcy IJlId Operatiolls DeplU1111ellt

Accounting

The Accounting Department is in the process of implementing the Accounts Receivable module of the Elite system in order to track the portability receivables related to the Housing Choice Program. Isabelle Macillas continues to work with CMTI on the financial software upgrade. Charles Farnsworth is in the process of addressing questions on the audited Financial Data Schedule (FDS) from our analyst at HUD's Real Estate Assessment Center (REAC).

Steve Haya, Account Assistant, will be assigning the commodity codes to our active vendors this month in order to complete the vendor cleanup project. This cleanup is usually done every four to five years and will also help us in setting up vendors for direct deposit payments.

Jackie Hernandez, Accounting Technician, has completed the assignment of the Financial Data Schedule line numbers to each account in our chart of accounts. She will continue on the second phase of the project with regards to changing titles and inactivating accounts that are currently not in use. During the year-end work with our auditors, it was noticed that our account titles were not as clear as they could be. We also wanted to attach the new FDS codes so a report can be created to replace the Excel spreadsheet and eliminate having to input data from the genera1ledger.

Charles and Isabelle will be assessing the year-end process as discussed in the findings from our auditors, Mayer Hoffinan McCann, so that the agreed upon deadlines can be met. We are also reviewing the other recommendations and findings to prevent the reoccurrence of those issues.

Budget Development

The 2012 fiscal year Budget Development continues to progress. Preliminary budget reviews were held with the Executive Director and senior management in mid-October and staff is incorporating their feedback into their planning.

The budget team is closely monitoring news coming out on the federal budget and taking advantage of opportunities to apply for additional dollars whenever possible. Much of the federal budget hinges on the outcomes of the Super-committee; their decision is expected November 23rd

• In the meantime, the Senate has passed an appropriations measure that will fund HUD through next September but details of the bill are still forthcoming.

Human Resources

The Human Resources department has completed the time management training for staff to ensure consistency in tracking our usage of program. dollars. However, we have identified a need to add additional classes to ensure that all staff has received this important training. As a result, the additional classes have been scheduled for the months of November & December.

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The department also continues to recruit for various positions to fill current vacancies including temporary staffing needs. The Request for Proposals (RFP) timeline to improve processes relating to contracting with temporary staffing agencies will close later this month at which time staffing agency selections will be made.

In Risk Management we are currently drafting or updating policies on Return to Work, and the Injury and Illness Prevention Plan. These will create a clear process for employees who are out on leave (for an industrial injury or illness) to come back to work as healthy, productive colleagues. We are also updating Violence Prevention education to insure all employees understand the agency's zero tolerance for violence in the workplace.

The Safety Committee has completed the OSHA compliance inspections of all agency sites. Overall, the current position of the agency's sites show a stable and relatively safe working environment. A report of the fmdings will be issued to department representatives to begin the process of corrective actions and areas for improvement.

Continuous work with our third party Workers Compensation Administrators have allowed us to decrease the amount of open cases, and in doing so, significantly reduce the costs to the agency for Worker's Compensation benefits. A recent audit of the current active cases have shown that over the past six months, 12 open cases have been closed; this is a milestone achievement and cost savings for our agency.

The Housing Authority, in partnership with Kaiser Permanente's Health Works program, has offered the opportunity for employees to participate in an eight week walking program aimed at walking 10,000 steps a day. By registering for this program, employees received a free pedometer to track their steps, plus they received online tools and motivational support to help keep them going! We had 61 employees sign up for this program.

Open Enrollment is just around the corner starting at the end of November. The updated benefit renewal information will be presented in our upcoming health fair on December 1, 2011.

Facilities & Fleet

Fleet Services: We are in the process of performing an assessment of our fleet of trucks for the purpose of determining any necessary dispositions. The AMPs are assessing the trucks and will be making recommendations within the next several weeks. Proper steps will be followed for any dispositions.

Facilities: Sue Rutherford has been working closely with CMTi and has completed the inventory of the out of date computers for deployment amongst several non-profit organizations including the Boys and Girls Club.

Network Administration (CMTi)

October was a very busy month for IT. There were a considerable amount of agency staff changes and equipment relocations. In addition CMTi upgraded several network switches, replaced several old

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UPS units, and set up several new office spaces. This was all part of our efforts to keep the agency's infrastructure current. CMTi also worked on the IT budget for the agency with the goal of reducing operation costs for the upcoming year.

In addition CMTi upgraded the agency's mail gateway to a Microsoft hosted mail gateway solution. The mail gateway performs virus scanning and SP AM filtering on incoming and outgoing email. This upgrade has improved the speed in which email is sent in and out of the agency, as well as decreased the bandwidth requirements of its internet facing network connections. The upgrade came at no cost to the agency and saved the expense of purchasing a new unit, and in the future will save the agency the operation cost of maintaining its own mail gateway.

CMTi, in conjunction with the agency's accounting department, has been configuring and testing a major upgrade to the accounting software. The rollout of the new software is targeted for this November.

We are also planning for December implementation of enhanced security measures to bring the agency in line with industry standards, and as recommended by the recent audit. (Please see the board memo for this month.)

Communications

We celebrated Commissioner John Teixeira's 50 years of service to the agency, and retirement from the Board on Tuesday, October 18,2011. There were 55 friends and family members in attendance. Campagne, Campagne & Lerner sponsored the event.

The Fresno Housing Authority sponsored the Economic Development Corporation celebration of their 30th anniversary. Thirty community members were honored for their contributions and service.

Risk Takers Dream Maker's annual event will be held on November 17th• The Risk Takers, Dream

Makers luncheon showcases businesses, organizations, and people in the community who are making a difference by sacrificing their time, energy, and resources to improve the overall quality of life for all residents in Fresno. The six award categories are Southwest Fresno Community Leader, Southwest Fresno Business, Fresno County Community Leader, Fresno County Business, Non-Profit Organization, and President's Award. The Housing Authority submitted a nomination for the agency for one of the awards.

Mark of Distinction was held on Saturday November 12th at 5:30 p.m. Staff plan to attend the event representing the agency. This prestigious event acknowledges properties, managers, leasing professionals and maintenance technicians who are judged to be the best in our industry.

r

December 1 will be our annual Health Fair. We will be including the open enrollment session again this year. Employees will be given an opportunity to hear from our insurance representatives the options and changes to the Agency health plans. The Expo portion of the Health Fair will include health, wellness and educational information for employees, including flu shots.

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The annual Stewardship Event is scheduled for December 14,2011. Additional information will be provided on the upcoming event.

Assisted Housillg DivisloD

Assisted Housing Division Director's Report

Housing Choice Voucher (RCV) Issuance and Leasing Activity October 31 2011

1 Applications Pulled From Wait List 472 2933

2 Number of Applicant Responses through 10/3112011 212 45% 1121 38%

3 Number of Applicant Non-Responses through 9/30111 260 55% 1812 62%

4 Vouchers issued through September 30,2011 228 519

5 Vouchers issued in the month of October 40 228

5 Total Vouchers Issued YTD 2011 268 747

PRE-ISSUANCE STATUS

Applicant Files In Process: i.e.- pending review, pending 63 371

6 criminal background checks

7 to attend 4 42

8 Applicants Not Qualified YTD 56 187

9 Total Applicants in Pre-issuance Status 123 600

HOUSING ASSISTANCE PAYMENTS (HAP) CONTRACTS EXECUTED

10 365 306

11 October 26 144

12 Total HAP Contracts executed in 2011 391 450

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Housing Options Unit-Assisted Housing Division - October 2011

Sherwin Williams "Home Work" Painter Training Program October 3"' through October th, 2011 Home Work has helped thousmds of men and women across the country learn the skills to obtain goo¢aying jobs in the paint industry. FSS, ROSS, and LIPH clients participated in the one week Home Work painter training course. Every participant who completed the training receiveci certificate of completion for the course and a Renovation, Repair, and Paint Training Certification (RRP).

Operation Fresno Shape-Up October 8, 2011 United Way of Fresno County hosted "Operation Fresno ShapeUp" an event focusing on fitness and nutition, encouraging youth to live healthy. Lorenzo Nea,l who played professional football in the NFl" lead the group of youth, volunteers from United Way, Fresno Housing Authority, Fresno State student athletes and other community organizations to participte in exercising drills. The children and athletes had an informative Q & A session. Shirts,jump ropes, breakfast, lunch, and healthy snacks were provided throughout the day. Children were able to take home goodie bags filled with fruit, juices~d books. Due to its success, United Way will continue to host the event annually.

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FSS Workshops October 11, 2011 and October 22, 2011 . The Family Self· Sufficiency program organized and hosted two workshops in the month of Octoa-. The first workshop included information regarding Life Skills, Parenting, and Credit Counseling with a review in PFe Purchase Homeownership. The Credit Counseling and PrePurchase Homeownership information was provided by FHA's certified housing coun~lor. The second workshop, focused on FSS youth population 14 to 24 years of age. Guest speakers from Workforce Connection provided FSS participants with services including career planning and assessments, Fresno City College application enrollment assiabce, peer support, and community resources.

City ROSS Sixty-six (66) LIPH residents participated in the following workshop and educational presentations in the month of October:

• Nutrition Education - Guest speakers from University of California, Davis presented information regarding nutritious meals on a budget. Residents were educated about reading food labels accurately and identifying misleading information about food in advertisements.

• LIPH Computer Lab - Residents were introduced to basic computer techniques by receiving training in Microsoft Word to create documents and resumes. Other useful tips included navigatingj:E Internet and becoming familiar with computer tools.

County ROSS One hundred and fift)<-five (155) LIPH residents participated in the following workshops and educational presentations in the month of October:

• LIPH Computer Class - Residents were introdlced to basic computer techniques by receiving training in Microsoft Word to create documents and resumes. Other useful tips included navigating the Internet and becoming familiar with computer tools.

• Breast Cancer Awareness- Centro La Familia sponsored he presentation regarding prevention, health risks, and steps to address the disease. Men and women have, increasingly, experienced this illness and Centro La Familia continues to share information to eradicate it.

• Employment Readiness - County LIPH residents received information about various job training programs offered to the public at no cost. Proteus presenters also discussed job placement through their organization and other emergency services.

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Resident Services Program- Workshops, Events, and SelVices

Granada Commons Apartments

Youth Program Ninety-two (92) GC youth participated in workshops presented by Resident Services and community organizations:

On October 12,2011, over seventy-five (75) youth and adults participated in the Home Depot Kid Workshop. Families had the opportunity to build birdhouses with materials sponsored by the Clovis area Home DepotThe store also provided a free barbeque lunch to all participants. Each youth participant received a Home Depot apron and the barbeque grill, used for the event, was donated to the Granada Commons complex.

• Arts & Crafts - Materials to make paper animals such as rabbits, cats, and pigs were provided by the Resident Services Coordinator. This activity strengthened handeye coordination through folding, cutting, and gluing small parts.

• Homework Assistance - Resident Services Coordinator assisted children with understanding math concepts such as rounding and estimation. Other subjects covered included: reading, history, and science.

• Halloween Activities - Children made treat bags to celebrate Halloween. Children also completed educational packets incorporating math and reading activities.

• Halloween Party - Children participated in games, enjoyed snacks, and helped frost collies brought in by some of the parents. Goodie bags and toothbrushes were handed out.

Resident Services Coordinator assisted residents in the completion of the Fresno Housing Authorities' household survey. The surveys will provide an overview of what sr:vices are needed at GC.

Adult Program Nineteen (19) Granada Commons (GC) residents participated in adult education workshops conducted by the Resident Services Coordinator and various community organizations:

• Job Development - Workforce Connection reprc;sentative, Roxanne Hernandez, provided information on training opportunities for adults and teens. Flyers were given listing various training programs available. They received information regarding the enrollment process and eligibility requirements.

• Financial Literacy- Goldenl Credit Union representative, Flora Trujillo, demonstrated the process of opening a bank account. Residents were given information on different types of bank services. They

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also received definitions regarding common terminologJUsed by banks. Door prizes were given to those in attendance.

• Health - Fresno County Department of Public Health presented information on lead poisoning. Residents were given a list of candies banned, from grocery stores, containing lead. Residents were also given information on environmental sources of lead.

San Joaquin Vista Apartments

Adult Program Twenty-one (21) San Joaquin Vista (SJV) residents participated in adult education workshops;onducted by the Resident Services Coordinator and community organizations:

• Tenant Education - Firebaugh Police Department presented information regarding drug and gang prevention and intervention. Residents were shown samples of drug and gang paraphernalia. Participants were also educated about gang symbols, crors, and weapons used. Tenants were informed of increased awareness regarding their neighborhood surroundings. This would enable them to know what information to report to the police.

• Job Development- This presentation was directed by Workforce Connecon. Residents were introduced to various training programs offered by the agency. A list of free courses was offered to those attending the workshop.

• Health Workshop- Fresno County Department of Public Health presented insightful information on lead poisoning and prevention. Residents were shown common objects containing lead. They were also provided with a list of candies containing lead which have been banned from grocery stores.

Fresno Housing Authorities' household survey was conducted. The survey will provide an overview of what services are needed at SJV.

Yosemite Village Apartments

Youth Program Forty-three (43) Yosemite Village youth participated in the following education activities:

• Life Skills/Lead Awareness- Yosemite Village youth paticipants engaged in a discussion about the dangers of lead poisoning. The participants were educated on the numerous effects of lead in the body, one of which is the altering of brain function. Literature was offered at the workshop informing the attendees of everyday items containing lead. A suggestion was shared encouraging the youth to eat fresh produce and dairy, staying away from processed and imported fooslcontaining lead.

• Arts and Crafts - Origami designs were demonstated by the Resident Servces Coordinator and the participants created objects such as: birds, flowers, miniature houses, and various animals. The young people were also encouraged to be imaginative and create an unusual piece of art.

• Reading Comprehension - The residents spent tre afternoon reading from their favorite books. Each participant was given the opportunity to discuss what was read and how the reader was affected by it.

Adult Program Thirty-nine (39) Yosemite Village adult residents participated in the following personBand professional development workshops conducted by various community organizations:

• Parenting!"Protecting Your Family from Lead"- Department of Health representative, Clara Escamilla, visited Yosemite Village to discuss the dangers of lead. The dangrs of lead-based paint used in homes and on imported pottery were discussed. The adult residents were advised how to test

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household items for lead content and where the lead testing kits can be purchased. Participants were educated on testing their child-en for lead poisoning and what steps to take when they suspect their children have been exposed.

• Life Skills/Holiday Baking Workshop- Yosemite Village residents created homemade confections. They were encouraged to be imaginative and were able to shantheir sweets with their families.

Thirty-seven (37) adult and youth residents made this month's Octoberfest a great success. Residents enjoyed playing games and competed for the chance to win a prize. A costume contest was held with two winners receiving gift certificates from McDonalds. Homemade cupcakes, popcorn balls, and goodie bags were served.

Villa Del Mar Apartments

Youth Program One hundred and seventy (170) VDM youth participated in the following educational activities in October:

• Reading Comprehension - Participants spent the afternoon reading from their favorite books. They each had the opportunity to share their stories and what was learned from the readings.

• Mathematics - Young people were given math worksheets focusing on money ad spending habits. Examples of math situations from the worksheet included: making reasonable purchases and how to provide proper change. The worksheet also taught the placement defmitions regarding ones, tens, hundreds, and thousands.

• Physical Education - The residents participated in the children's games ofDuckDuck-Goose, Heads Up 7-Up, and completing various exercises.

• Arts and Crafts - The residents created pumpkin masks with beads, colorful cutouts, glue, and yarn. After the completion of the adivity, the children wore their masks as they paraded around to show off their creations.

Adult Program Twenty-five (25) VDM adult residents participated in the following personal and professional development workshops conducted by various community orgaizations:

• First Five/"Empowering Your Community"- Oweida Doxey, a representative from First Five, visited VDM to discuss the challenges young people face in receiving adequate education and how parents can be more pro-active. Parent advocacy training WIS provided by educating the residents on addressing the school system and gaining results by receiving needed services from the district. Residents were encouraged to join school site councils and to navigate the school district's website to obtain information about their school site.

• Job Development- Adult residents attended a "Dress for Success' workshop focusing on interview appearance and maintaining a professional style at work. A cosmetic consultant was present at the workshop. She educated the resdents on different and appropriate styles of makeup. Also, she demonstrated the differences in what makeup to apply for day or evening.

• Tenant Education/"Families Stand Together"- Valley Public Broadcasting (PBS) supplied adult residents with a guide regarding a family's response to the difficult economic climate. Topics of discussion included: adapting to life changes within the family, how a family deals with employment loss in household, and the effects of moving to a new residence after foreclosm: Residents received information on community resources such as Supplemental Nutrition Assistance Program (SNAP), Women, Infants, and Children (WIC), and KIDS NOWan insurance program for children.

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October was a great month! The Harvest Festival was a;uccess with forty-one (41) people in attendance. There was a costume contest and outdoor activities. Everyone received goodie bags and homemade popcorn balls.

LHCA Partnerships: • LHCA housing counselors provide housing counseling services at the United Way office every Tuesday

from 1:00 PM to 5:00 PM for credit, rental, pre/post purchase, and foreclosure intervention it ipart of United Way's SparkPoint one stop partnering with community partners to provide counseling services on an array of services.

• Housing counselors held foreclosure workshops on October I! in Fresno, October I~ in Madera, and a Spanish language workshop on October 1~. As the result of the foreclosure workshops, thirteen (13) new cases have been created to serve these families. The housing counselors completed the Freddie Mac Loan Modification Overview webinar this month.

Trainings/meetings atteoled by counselors in October include: • Northern California HOUSing Counseling Network Quarterly Meeting- Ten (10) agencies collaborated

on foreclosure assistance and programs available to assist families including Fannie Mae Lease Option, non-profits Rent to Own programs, and state/federal LHCA funding programs. At the meeting, REO Disposition and 203K mortgage information was presented by a HUD representative.

On October 23,2011, a Public Service Announcement (PSA) for the Fair Housing and ForeclosunPrevention workshops was broadcasted on UnivisionlTelefutura to reach the Hispanic community. Two other Univision newscasts informed the public of mortgage scams. During those broadcasts, the foreclosure prevention workshop'S information was provided toits audiences.

Details of the LHCA 16-Hour Homeownership Education & Counseling Course

First 8-hour Session: • Pre-Purchase Homebuyer Education

Comprehensive hcmeownership education by real estate agents, mortgage brokers, title and escrow officers, insurance agents, nonprofit GRID alternatives, and Fair Housing Council of Fresno.

• Financial Literacy Workshop Financial and budget management information is }Jovided and discussed.

• Home Financing and Budgeting Mortgage fmancing options and budgeting to prevent mortgage delinquency.

• Credit Education Five main criteria to raise credit score or maintain a high score for prime interest mortgage, managing debts, and revolving credit accounts.

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October was a great month! The Harvest Fesival was a success with forty-one (41) people in attendance. There was a costume contest and outdoor activities. Everyone received goodie bags and homemade popcorn balls.

LHCA Partnerships: • LHCA housing counselors provide housing counseling services at the United Way office every Tuesday

from 1 :00 PM to 5 :00 PM for credit, rental, pre/post purchase, and foreclosure interVBtion it is part of United Way's SparkPoint one stop partnering with community partners to provide counseling services on an array of services.

• Housing counselors held foreclosure workshops on October I! in Fresno, October Igtt in Madera, and a Spanish language workshop on October 1~. As the result of the foreclosure workshops, thirteen (13) new cases have been created to serve these families. The housing counselors completed the Freddie Mac Loan Modification Overview webinar this month.

Trainings/meetings attended by counselors in October include: • Northern California Housing Counseling Network Quarterly Meeting- Ten (10) agencies collaborated

on foreclosure assistance and programs available to assist families including Fannie Mae Lease Option, non-profits Rent to Own programs, and state/federal LHCA funding programs. At the meeting, REO Disposition and 203K mortgage information was presented by a HUD representative.

On October 23,2011, a Public Service Announcement (PSA) for the Fair Housing ancForeclosure Prevention workshops was broadcasted on UnivisionlTelefutura to reach the Hispanic community. Two other Univision newscasts informed the public of mortgage scams. During those broadcasts, the foreclosure prevention workshop'S information wasprovided to its audiences.

Details of the LHCA 16-Hour Homeownership Education & Counseling Course

First 8-hour Session: • Pre-Purchase Homebuyer Education

Comprehensive homeownership education by real estate agents, mortgage brokers, title and escrow officers, insurance agents, nonprofit GRID alternatives, and Fair Housing Council of Fresno.

• Financial Literacy Workshop Financial and budget management infamation is provided and discussed.

• Home Financing and Budgeting Mortgage financing options and budgeting to prevent mortgage delinquency.

• Credit Education Five main criteria to raise credit score or maintain a high score for prime interest mortgage, naging debts, and revolving credit accounts.

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• Fair Housing and Lending Recognizing and reporting discrimination in housing and lending under the Section VIII of the Civil Rights Act of1968.

• FHA Insured Mortgage Predatory lending, one of the fastest legal trends in the U.S., Wh more businesses in the U.S.than McDonalds restaurants, charging interest as high as 479%. Learning how to calculate the APR, and understanding the importarce of reading the "fme print", which can change a regularloan into a high interest loan.

• Mortgage Scam Awareness Awareness and reporting of mortgage fraud, and review of loan documents.

Second 8-hour session:

• Home Maintenance Hands-on home maintenance and minor repairs training including electrical, changing light fixtures, water heater service, fixing toilets, changing faucets, tile repair, sink maintenance, and painting techniques.

• Energy Star Energy-efficiency program, rebates, and solar programs.

PJallsillg aDd ComBJuDity Development

Housing Development Division

L Street Properties

The Helm Home plans are complete, and are ready for permits. Fresno State University has contacted the Planning department, and staff will be taking a class specializing in restoration and preservation on a tour of the Home on November 9th. Vivian Coats is a professor specializing in historic homes, and she will be leading the tour for the class. The RFP for stabilization work is near complete, and will be published this month.

The Housing Authority of the City of Fresno is proposing Mogavero Notestine Associates for the Architectural and Professional Services on the Droge Development and is currently working on the Contract.

An RFP for Construction Management At-Risk Services was released on September 25,2011 to provide pre-construction services and construction phase services. We had nine (9) General Contractors attend the non-mandatory site walk on October 6, 2011. The Housing Authority received 6 proposals by the October 21,2011 deadline and conducted a 5 panel review on Wednesday, October 26, 2011. Panel interviews are tentatively scheduled for early November.

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AltaMonte

The Alta Monte plans are complete, and pennit ready. The RFP for general contractors has closed. The project has 2 proposals that reach the competitive range, and staff has met with each fInn. They will be submitting a fmal proposal by the 2nd week in November. Staff is continuing to go through the due diligence process with PNC bank and the California Housing Finance Agency (CalHF A) with a loan closing date still anticipated in November.

PacifIc Gardens

PacifIc Gardens Construction Phase 2 is 100% complete. Phase 2 includes sixteen 1 bedroom units in

2 buildings. Four of the 16 units are compliant with Unifonn Federal Accessibility Standards

(UF AS), bringing the total number of on-line UF AS units to 18. All 56 units have been completed.

The tenants relocated from 10/24/11 through 10/27111, tenant occupancy is at 100%. Staff is

currently working on a 10% test for the project.

Parc Grove Commons Northwest

The next phase of Parc Grove Commons is currently in the fInancing and plans approval stage. The

Northwest phase is proposed at 148 one to four-bedroom units on approximately 7 acres.

Applications for the Multifamily Housing Program (MHP) and the Affordable Housing Program

(AHP) grants were submitted on August 31, 2011 and October 3, 2011, respectively. Preliminary site

and building plans were submitted to the City of Fresno for approval of the Conditional Use Permit

(CUP) on September 29,2011. Responses to the Request for Proposals for Construction Manager

At-Risk were received on October 17,2011 and interviews of the competitive proposals were

conducted on November 1,2011. Recommendations for the selected fInn will be presented at the

November board meeting.

Renaissance at Santa Clara

Staff recently received correspondence from the CA Department of Housing and Community

Development (HCD) that we are moving on to the fInancial feasibility phase on our Multifamily

Housing Program Supportive Housing (MHP-SH) application for Santa Clara. We should hear

official word in December. Staffhas also submitted an application to the Federal Home Loan Bank

through the Affordable Housing Program (AHP). These funds, if awarded, will greatly reduce the

Agency's construction commitment to the development. Staffis also working toward construction

fInance close and commencement, which is scheduled for late November/early December.

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Renaissance at Trinity

Renaissance at Trinity is now 100% complete; we received certificates of occupancy on August 4, 2011. This project is fully leased up, with all 20 units were leased up as of September 29,2011.

The Application for the Solar Rebate has been submitted for the installation of the Solar. Working on the Second Capital Contribution to the development; meeting all the requirements and submitting all documentation. Processing the submittal of the TCAC Carryover Allocation Ten Percent (10%) Test and Placed in Service Application. Also, setting up the internet service and coordinating the installation of the computer lab, for the residents.

Sierra Pointe

The cement contractor has tentatively agreed to repair the cracked sidewalks and approaches at the development. Staff will be working with the contractor on scheduling the repairs. We continue to work with Bank of the West to facilitate the fmancing process for the AHP Grant, in the amount of $10,000.00 per home, for the remaining 21 qualified home buyers.

Staff is working with a PG&E contractor, Building Alliance, to apply for a $500 HV AC rebate for 20 of the Sierra Point Homes. The rebates will go directly to the Housing Authority, which does qualify for the per home rebate. There are two homes remaining at the Sierra Pointe subdivision. One of the homes is currently in escrow. We continue to cross market this project with the NSP homes we have available.

Neighborhood Stabilization Program

Twelve NSP properties have been sold and eight homes are currently in escrow. We continue with our marketing effort for the NSP and Sierra Pointe properties. The homes are now listed on the website and feature descriptions, photos, maps and property information for each of the properties currently listed. Radio spots are scheduled on two local radio stations.

We submitted an alternative proposal to the City of Fresno, for the renovation of the two Park homes. We scaled back the scope of work on each home as requested by the city. If approved by the city of Fresno, we will partner with the Fresno City College Home Reconstruction Program, in order to renovate both properties.

Capital Projects Division

Staff is working on the following Projects:

Craig Reppe Security Screens and Window - Sequoia Courts Terrace - Bid Award Unit Foundation Repair - Rios Terrace II, Mendota - 10% Site Utilities - Oak Grove, Parlier - 5% HV AC - Kuffel Terrace, Orange Cove - 5%

-53-

Frank Rodriguez - ARRA - ADA Renovations - Shockly Terrace, Selma - Final unit 95% complete Renovations - Desoto Gardens II, Fresno - Contract Award Stucco renovation -Parkside Apartments, Huron - 25% Unit Fire - Sierra Courts Terrace, Fresno - Contract Award

Ken Krader - Warranty repairs - Sierra Point, Fresno - In process Sidewalks, gutters, parking pads - Mendoza Terrace II, Firebaugh, Preparing Bid Packet Water Heaters - Mendota and Fresno - 2% Roof Replacement - Magill Terrace, Fowler - Out for Bid

-54-

ROCED'URES

APPROVED

5:7 Tuition Reimbursement Program

P4 Complete Revision ( ) Partial Revision ( )New

2../2.../10 Date

1/2.,110

Pumose. To provide a policy and procedure for refunding reimbursing tuition costs to eligible HACCF employees who successfully complete approved courses of instruction. .

Objective. To provide the tools and resources required for staff to perform at the highest level possible, improve our succession plamrin.g, increasingly promote from within, and enhance service to the citizens of the City and County of Fresno by providing encouragement and financial assistance to employees who successfully complete courses of instruction, which may improve their effectiveness in their current positions, or which may enable them to attain promotional advancement within their present career field, or other careers servicing the people of the City and CountryofPresno.

* This policy is intended to replace any previous Tuition Reimbursement Program Policy in effect.

Policy. HACCP supports an employee's desire for continuing education, his/her attendance at seminars, short courses and degree programs, when the completion of the educational process can be expected to help an employee in the performance ofhis/her job or provide himlher with tools needed for the advancement to higher classifications within HACCF.

Maximum Reimbursement. Tuition reimbursement will be processed on a semester-to-semester or course-by-course basis.

Reimbursement shall not exceed $10,000 per calendar year per eligible employee and will be distributed to those individuals who receive a passing grade in the PasslFail system or grade of "C" or better in the Letter Grading system.

HACCF also reimburses for additional expenses directly related to taking approved courses, such as books and required fees. These additional expenses must be listed on the Tuition Reimbursement Request Ponn, which can be found in the HACCF Employee Handbook and on the In1ranet. HACCF does not reimburse for parking .

. Employee Eligibility. Participation in the Tuition Reimbursement Program is available to fulltime regular employees, full-time and conditional limited term, and at-will employees of HACCF.

Continued availability of tuition reimbursement is contingent upon continued full time employment of each eligible employee.

Participation eligibility .. Participation in the Tuition Reimbursement Program is limited to the availability of financial resources of HACCF.

Course and/or Program Eligibility. Individual courses directly related to the work of HACCF are eligible for reimbursement. Courses taken as a required part of a certificate or degree (Associate's, Bachelor'S, Master's, Doctorate or Juris Doctorate) program are eligible for reimbursement if the degree is directly related to the work ofHACCF. If the course is required as part of the degree program but not directly related to the work of HACCF (for example, physical education), the course is eligible for reimbursement. HACCF will detennine, in its sole discretion, whether the degree or individual course is HACCF-related.

Work Schedule Limitations. Unless specific approval of an employee's Director or direct Supervisor is obtained in advance, an employee may not take a course during scheduled working hours. When an educational program requires being away from one's job during normal work hours, the employee and hislher Director or direct Supervisor must make necessary arrangements to assure that expectations for ongoing work assignments are met. No legal or contractual obligations for overtime premium. can be incurred as a result of an employee taking a course that will be reimbursed under this Policy during his/her scheduled work hours.

Tax Considerations. As of the date of this policy statement, employer-provided educational assistance of an amount up to $5,250.00 per year is considered a tax-free benefit by the I.R.S. and applies to graduate and undergraduate level courses only. Educational assistance in excess of $5,250.00 per year must be reported on the employee's Form W-2 as taxable income. In providing this information, HACCF is not offering tax advice. Employees having questions concerning tax implications of tuition reimbursement benefits are urged to contact the Internal Revenue Service or other experts in tax law.

Procedures.

Application/or Pre-Approval o/Tuition Reimbursement. HACCF employees must obtain pre-approval for tuition reimbursement under this Policy. To do so, he/she must complete and return to hislher Director or direct Supervisor a Request for Tuition Reimbursement form, which can be found in the Employee Handbook andlor on the Intranet. The employee must retain the original form after approval and a copy will be kept in hislher personnel file.

Application/or Reimbursement upon Completion o/Course or Semester. Upon completion of the pre-approved course(s), the employee must return the approved original Request for Tuition Reimbursement form to hislher Director or Direct Supervisor, along with an official transcript of grades and proof of payment.

In order to be eligible for reimbursement, the Request for Tuition Reimbursement form must be submitted no later than 30 business days after successful completion of the course(s).

Proof of payment( s) can be established y either a bursar's receipt or a copy of cancelled check (front and back.)

Withdrawals and Cancellations. If the HACCF employee withdraws, cancels, drops, or substitutes the approved course(s), he/she must advise hislher Director or direct Supervisor in writing of the status of enrollment for approved course( s) within 15 days of the enrollment change. All substitutions and changes must be submitted on a Course Substitution Request form and pre-approved by the employee's Director or direct Supervisor. Requests for substitutions after the completion of a course will not be approved.

Exceptions.

Any exception to this policy requires the approval of the Executive Director and/or the Chief Operations Officer.

REQUEST FOR TUITION REIMBURSEMENT


Submit form to Department Director of direct Supervisor at least 2 weeks prior to registration for course or degree program for approvaL The form is then sent to COO for the final pre-approval and reimbursement decision.

PLEASE PRINT CLEARLY OR TYPE

NAME: EMPLOYEE ID#:

SCHOOL:

SCHOOL ADDRESS:

Start: / / Finish: / / Summer 0 Fall 0 Spring 0 Mo/Day/Y ear Mo/Day/Year

Check as appropriate and state your major: COURSE NO. COURSE TITLE NO. OF CREDITS __ A. Associates Degree: __ B. Bachelors Degree: __ C. MastersIPHD: __ D. Doctorate Degree: __ E. Certificate Program: __ F. Other:

IMPORTANT: PAYMENT IS The above courses are: SUBJECT TO AVAILABLE FUNDS. 0 Graduate Courses 0 Undergraduate Courses 0 Other Be sure to show the cost of EACH CREDIT as well as the total cost of all credits in applicable spaces below.

Anticipated Date ofProgramiDegree Completion: / / Failure to comply will result in rejection. Reimbursement is for TUITION Mo/Day/Year

ONLY.

Costj)er credit $ x Total # of Credits = Credit Cost $

Cost of Non-Credit Course $

LESS - Financial Aid Received from Other Sources - $

OTHER (books/fees must present receipts} TOTAL $ DescrIbe brIefly how the course/s will relate to your profeSSIOnal development objectives and! or the objectives of HACCF.

APPLICANT'S CERTIFICATION: I certify that I am familiar with the Policy and Procedures ofHACCF for tuition reimbursement and will comply with them. I will notify the Department Director or direct Supervisor if a course is failed or dropped.

Signed (Applicant): _____________________ _ Date: __________ _

DEPARTMENTAPPROVALOFCOURSES _______________________________ _

COO APPROVAL AMTAPPROVED~T~O~B~E~RE~~~~UR=-S=ED~:$~--------------------------------

DATE: _______ _ DATE: _____ _

THIS SECTION TO BE SIGNED UPON EMPLOYEE'S COMPLETION OF THE SELECTED COURSES DEPARTMENT APPROVAL OF COURSES DATE: _______ __ COO APPROVAL DATE: _______ _ AMT OF ACTUAL REIMBURSEMENT UPON SUCCESSFUL COMPLETION OF THE COURSE(S): $

COURSE SUBSTITUTION REQUEST FORM


Submit form to Department Director of direct Supervisor at least 2 weeks prior to registration for course or degree program for approval The form is then sent to COO for the final pre-approval and reimbursement decision.

PLEASE PRINT CLEARLY OR TYPE NAME: EMPLOYEE ID#:

SCHOOL:

SCHOOL ADDRESS:

Start: / / Finish: / / Summer 0 Fall 0 Spring 0 Mo/DayNear MolDayNear

Check as appropriate and state your major: COURSE DROPPED COURSE TITLE NO. OF CREDITS __ A. Associates Degree: __ B. Bachelors Degree: __ c. MastersIPHD: COURSE ADDED COURSE TITLE NO. OF CREDITS __ D. Doctorate Degree: __ E. Certificate Program:

F. Other: --

IMPORTANT: PAYMENTIS The above courses are: SUBJECT TO A V AILABLE FUNDS. 0 Graduate Courses 0 Undergraduate Courses 0 Other Be sure to show the cost of EACH CREDIT as well as the total cost of all credits in applicable spaces below.

Anticipated Date ofPrograrnlDegree Completion: / / Failure to comply will result in rejection. Reimbursement is for TUITION Mo/DayNear

ONLY.

Cost per credit $ x Total # of Credits = Credit Cost $

Cost of Non-Credit Course $

LESS - Financial Aid Received from Other Sources - $

OTIffiR (books/fees must present receipts) TOTAL $ DesCribe briefly bow tbe course/s wIll relate to your professIOnal development objectives and! or tbe objectives of HACCF.

APPLICANT'S CERTIFICATION: I certifY that I am familiar with the Policy and Procedures ofHACCF for tuition reimbursement and will comply with them. I will notifY the Department Director or direct Supervisor if a course is failed or dropped.

Signed (Applicant): _____________________ _ Date: __________ _

DEPARTMENTAPPROVALOFCOURSES _______________________________ _ COO APPROVAL AMTAPPROVED~F~O~R~RE==IMB~UR~S~E=ME--N~T~:~$-------------------------------

DATE: _______ __ DATE: _____ _

THIS SECTION TO BE SIGNED UPON EMPLOYEE'S COMPLETION OF THE SELECTED COURSES DEPARTMENT APPROVAL OF COURSES DATE: _______ __ COO APPROVAL DATE: _______ _ AMT OF ACTUAL REIMBURSEMENT UPON SUCCESSFUL COMPLETION OF THE COURSE(S): $ __________ _

-Tuition Reimbursement Overview

(Follow up from Budget Workshop)

Fresno Housing Authority

November 1 6, 2011

Housing Authorities of the City and County of Fre s no

-

Participation

- 2010 2011

Participation 35 30

Associate's 6 4

Bachelor's 19 16

Master's 9 8

Individual Courses 1 2 (Certification Progs)

Range of $105 - $10,000 $89 - $1 0,000 Reimbursement

Average Years of 8.99 years 8.61 years Service

Grades: A 74 71

Grades: B 14 25

Grades: C 2 1 1

Grades: 0 1 0

I

0 c CD V) -+ -e

0 :J V)

Q

.~ :J a.. n 0 3 3 CD :J -+ V) e(\)

l1li

Budget Development 2012

Reserve Analysis


November 1 6, 2011

Housing Authorities of the City and County of F re s no

-Budget Development

o The utilization of reserves may be necessa ry to

bridge the gap in funding for the 2012 operating

budget.

EJ Types of Reserves

• Reserves from Operations

• Restricted

• Unrestricted

• Reserves in Housing Relinquished Fund Corp.

Reserves from Operations

-D Restricted Reserves

• HAP

• Public Housing Operating Reserves

• Instrumenta lities

-Restricted Reserves: HAP

D Year end balance of $7.6 million • Pass through funds that can only be used to pay HAP on

behalf of tenants

• Cannot be used for operations

-Restricted Reserves: Public Housing

Ooeratina Reserves

2011 Proiected Reserve Balance

Less: 201 2 Offset

Reserves Available for Operations

o Housing Management

$9.0m

($2.4m)

$6.6m

EJ Utilize Restricted Public Housing Operating Reserves (HUD) to

fund 2012 shortfall

-Restricted Reserves: Instrumentalities

D HRFC earns cash from developments and

investments

c Used to further the supply of affordable housing or for

special programs

c Cash flows into HRFC during the course of the year

through operations and repayments of loans

Reserves from Operations

-o Restricted Reserves

• HAP

• Public Housing Operating Reserves

• Instrumenta lities

o Unrestricted Reserves • Surplus from Core Operations

• Affordable Housing Reserves

-Unrestricted Reserves

Retained Earnings in Core

Affordable Housing Reserves

Total Unrestricted Cash

$1.6 m

$0.4 m

$2.0 m

Unrestricted Cash Reserves available: $2.0 million

-Operations: Use of Restricted Reserves

Core Inst P&CD

Income $7.1 m $O.7m $4.8m $9.3m

Exeenses $7.6m $O.lm $4.3m $10.8m

Net ($O.5m) ~ $O.5m ($1.5m)

0 Instrumentalities t IJ Surplus can only be used to increase the

supply of affordable housing


$11.7m

$13.1 m

~

IJ Utilize Restricted Operating Reserves (HUD)

Total

$1.6m $35.3m

$O.4m

--Operations: Possible Use of Unrestricted Reserves

Core Inst P&CD I

Income $7.1 m $O.7m $4.8m $9.3m $11.7m

Exoenses" $7.00, ,$0.1 m·· ·$4:3m $JO~8m $13.1 m

Net ($O.5m) ~ $O.5m ($1.5m) ~

o Losses in Core and Assisted Housing: $2.0 million

$1.6m

$O.4m

o Surplus in P&CD and Affordable Housing: $0.9 million

o Funding Gap for 201 2: $1.1 million

o Utilize Unrestricted Reserves of $2.0 million

o Will leave $0.9 million in operating reserves or about

40/0 of the non-Public Housing operating budget·

Total

$35.3m

-Overview of Housing Relinquished Fund

Core. lHRFC

. Purpose of reserves within HRFC: to increase the supply of

affordable housing within the community.

o Cash Activity and Ba lances for 201 1

o Committed Funds for 2011

o Committed Funds for 201 2

o Proiected Cash Activity for 201 2

-HRFC: 2011 Cash

Cash Activity 2011

;o1!~~~glt~~~~"

..• ··:~tlb~;(tt(~~::tlfJft~~¢:fl6~~~;~~~~t~~nd ..• :, :',' , '~'.---.:- ." "c' / _-::' :," _

+4th;Q"tiiter )~:.; 'Proi~defd:'1~11Jw~S

Y:

···~11~~~~'~jr;~~~7Ie~~Jer()i~ct:·~~~efi~lrur~~J{;::{~;: .... '~:<::~::"~t J;::.::;(I~~~,.~Str:Ei.~!r:Santa"Cla~q, Pare Gf()ye,:,,~tc.) .

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~' 4 f~:Q~Q~€t#~':~<~~l}';"" . Proieet~d~;J;;>~tfJoWs '

Proiect~:dj'e'cu;End+" ",$'fl.4m, Cash Bafan'CE~ 2011 :

o By the end of 2011, we expect to have a total cash balance of $11.4m within HRFC.

-HRFC: 2011 Commitments

~as~~~~~flt~E'I~j~~tll141_~;;:;'~~·····~:,~~~\:··· ." , , M ".r " ~ ,_. 'r--- " .~ _ ~):, 11, .,.' ~ ~ '.,. ~

Proie~e(rY~a'r::~n{;(r, ' ,:' r12~6rri,~:,' .. ,,~;,,' i,'Par~,G~oY~~North _ -:- ~ .A I"" "", ,. • • ~ ",,, ,~ - "f~ I "t 0>- (~, ::( ,

Commitments' '" .',"~' <');"'" . 'c ,!;~' Santa Clara' R~maining.. .' 'Alt~ Mo~te

Uncornmitt~~L Fundi:'!-'v·~ ~'.:" .

.... ~7~res~ntsi.the.leyel·of·:cash that·.has.' not~;b~.~n. "'eti~h,ark~:d::f~ra 'spedficpurpose', byth~.1-1 RFC 8o'clrd ' ...... . ' " .' '.".' .

o Our goal is to have a reserve level (uncommitted funds) of no

less than $5.0m.

o Our available cash balance will still be at $11 .4m.

-HRFC: 2012 Commitments

. ~. ·.c'<~':'·::.};t~:;~';-i;:/'\;-~'-:"· ~'":,<~:_ .

-UDe~Oblrgpti9"~~' " ," ." .;;>~~?> i;<~::~;t·,~·,:,·:· , .... ,,::."

;em~7~~if~f$:@~ 2012

, /l$~~l.)',.::).".,., .. Rt!pre$~nt$~Jeductlons" in ",commitments '(is ,other", " . :·7{;;·:~;:,~~:~·::/'i, .. ~n~,~}jn~ncing"g~.~rces:arecq.(l,firmed"" , ")'"

\,>J~;t~~~h1FJL:, . -~ "

o At the end of 201 2, we anticipate the level of commitments

within HRFC to decrease to $5.5m.

HRFC: 2012 Cash

-Cash Activity 2012

, ,.,' ,,": ~f"'i~%~~~?6+·~~\~~. ~':~:~:~~>1\'1I-f)~/j'~;-:f', ~;;"~t ,,_~':. ~(f:'t:~,,~~,,"<~,,-'; '~'.~::::"

+ B .• ~, '.'~?'~~~- '~"'t1; ,,',", ,l, ," ':'i'~"'l' !'A ~~" v~d , ' .\ A Innln ",' (Ie ~1i"~';;;" ',; . " r'" ,)1' .~m ":'" ';1')" .' > , y ",' ,~~ l' ,f, ,;,I • '" "' ""- 'n~ _,.;

, ,~c~, < ''''''}~''r," ", ,', \, ;r,. , "<'. jI,~" " " ."/,, -Wi" "'. , .. '," BalancE!' ~ofi"'" ",' ~"," :,[,;~, "> :., : :~Y',' "". "1:;. ':~J~" ,

. . ·l,t~~~.\.;0: <~lfi~l: ;;·;~);r!·, /<~.r~; "::'h§.3~6rri;.:;,, Si~rra eo'i6t.etrl1ortgage'paylllen'~; .,

;-'·:·?:.-~)l?·~" . ~::;, :':.:.,:" , .. '.~: ";':' ,'- d. '<>'~<t~·" ,~"~;:.:-~' ~>-c_~'- ", .' ;" '~. ,,';. • :r, '. ",.'.-. ", .:" ''' ... -: -. ~ . c._" "l;~df' .;>':.,'f: ~LoartreRqym~rits from Trinity and" Pa,tcGroveSouth

~~l·";;\;t;;i,",> . '·JB.:;t~ -' .' ., , + . prc)i~~~~"\{~f:t9~$

• ' ,~ :;~: '~ "';:~"~~'-r<'~~', '::;)~'~.;;~~:::'·<~,·:'r"',· ... \ .. ,:, .,' Prolected::Y~aLJ:;n~:}~ .',; 'J$:1l~~~.o,m,;~:

Cash Balahd~'::2dl' 2 \-;:: I ,;:.<,;~~~,:i;":;t'~:;~,:'}

HRFC: 20.12 Cash vs. Commitments

-~as~~f1'f'J'I!!~!I~~:;I~\~~~:'-

.' _::~ .-. _,_<,\;,.',;; ::._.<'~ ,,' ~.:Y~::~'····. <':t; ;':" ,-.' .,~." ,. r:~.:::}~: ~':?; ,:!: t,t:<; ::t;~:; :1.1~::.:~<;~ti":Jl::';_·: ~ : .~::~: :r~\~{<.:. -~ :,E/}\~\ PrQ'ectea·!YedrEna;,;:i··:·:·······;···~'1'5;::5rrf;i~f':'~';;.'

Conl rl1 it~~rii~'~~r:··~fr;·; .• ~ •. ',jtT·· i';:1: >!;{~*~~t~,i;~··.~······:)}~~fif}~;·,j,i Remaining'

, . -:"~,

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-Item:

MOVING TO WORK Overview of the

Moving to Work (MTW) Program


November 16, 2011

Housing Authorities of the City and County of F re s no

..

-Goals of MTW Demonstration

o Authorized by Congress in 1996

o Enables selected Public Housing Agencies (PHA) to design and test innovative, locally-oriented strategies in pursuit of national goal of delivering rental assistance more efficiently c 35 PHAs across nation; six in CA

o Goals C Reduce cost and achieve greater cost effectiveness in

Federal expenditures

C Give incentive to families with children where the head of the household is working, seeking or preparing to work

C Increase housing choices for low-income families

..

-M TW Plan Examples

o Funding in form of Block Grant

C Designation allows for fungibility of funds

o MTW Agencies design customized plan based on

local needs

c Changes in rent rules or subsidy formulas

C Terms limits on housing

C Reward employment and income growth

C Provide additional services to residents and families

• Employment counseling, tutoring for children

-Becoming a MTW Agency

o PHA can become a MTW agency either through

D Designation by Congress

D HUD selection process

o Selection Criteria

C High Performer Designation

C Evaluation Capacity

D Demonstrated Innovation

C Local Support/Identification of Community Needs

C Balanced Distribution of MTW PHAs

D Aggregate number of housing vouchers and public housing units (currently 5000 max)

-Current legislation

D Statutory Efforts

C Gary Miller's (R-CA) Moving to Work Improvement and

Permanency Act of 201 1

c National Organization of African Americans in Housing

(NOAAH) Proposal to Congress for Moving to Work

Demonstration Expansion

D Appropriations Efforts

C Senate language was eliminated in conference

I () c CD V) -+ _e

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Q ::J 0..

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-Budget Development 2012

Budget Workshop


November 1 5, 2011

Housing Authorities of the City and County of Fresno

-Overview

D Budget Development Timeline

D Context: Strategic Plan

D Budgeting Strategies

D Revenue Overview

D Expenses Overview

D Agency Roll Up

-Budget Development Timeline

blI Early October: Managers complete templates

~ Mid-October: Budget review with Senior

Management and CEO

~ October Board Meeting: 2011 Budget Update

D Mid-November: Board Budget Workshop

D Dec 8 th Special Meeting: Follow Up if Necessary

D December 21 st Board Meeting: Adoption of 2012

Operating Budget

-Context: Alignment with Strategic Plan

Vision Fresno - an engaged county, where all residents have access to quality housing that contributes to vibrant communities, and where all residents are

empowered to achieve their educational and economic goals.

Mission Statement Create and sustain vibrant communities throughout

Fresno County

-Primary Strategies

FRESNO YJY~u~~! 9ge~!~XHOUSING A,UTHORITY ENGAGED

" RESIDENTS

o To accomplish its mission, The Fresno Housing Authority

will focus on four primary strategies:

C Develop and maintain quality affordable housing for low

income residents throughout the city and county.

C Design, implement, and sustain exceptional programs that

invest in residents

C Lead, encourage, and build partnerships with local, regional,

and national organizations

C Generate public will to address the housing needs of low

income households in Fresno

-Program Goals

l:PLACE

FRESNO ~~~U~I~J 9geM~XHOUSING

A IUTHORITY ENGAGED " RESIDENTS

o Develop and expand the availability of quality affordable housing options throughout the city and county of Fresno by growing and preserving appropriate residential assets and increasing housing opportunities for low income residents.

2: P E 0 P L E

o Respect community needs and knowledge - by listening, learning, and researching -and respond to issues compassionately, intelligently, and intentionally - by developing exceptional programs based on shared expectations.

3: PUB L I C

o Build support for housing as a key component of vibrant, sustainable communities through public information, engagement, and advocacy that promotes affordable housing and supports the advancement of Fresno's low-income residents.

4: PAR T N E R 5 HIP

o Collaborate to strengthen the Housing Authority's ability to address the challenges facing Fresno communities.

-Management Goals

FRESNO YJ~~u~~! 9ge~!~~HOUSING A,UTHORITY ENGAGED

" RESIDENTS

o Stabilize, focus, and extend activities to meet the

mandate of Fresno Housing Authority's mission

IJ Sustainability: Staffing, Finances, Effectiveness,

Evaluation, Technology, Facilities

IJ Structure: Governance

IJ Strategic Outreach: Communications, Government

Affairs, Public Policy

-Budgeting Strategies

o Do nothing different and wait for clarity

FRESNO YJ~!t~~l 9~e~~~XHOUSING

A 'UTHORITY ENGAGED " RESIDENTS

o Assume the worst and make draconian cuts now

Make measured budget adiustments utilizing some

reserves

-Total Agency Revenue Expectations

Income $80.9 million $2.6 million I $35.3 million 1$118.8 million

Change 0/0

from 2011 (9%) ( 15010) (9010) (9%)

I ~9 ~ :c Q Q

0 .., ::J

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» (I)

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'$. 3 3 -. ---. 0 CD ::s

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'$. 3 - -. - .." --. 0 ::s .... ,

Capital Fund (Public Housing)

-2010 2011 201 2 Proiected

Capital Fund Giant $3.6miUion $3.1 million $2.6.tnillion

Change 0/0 (160/0) (15%)

Admin Fee Earned $364,890 $308,373 $262,225

Change 0/0 (16010) (15%)

I - 0-::s 1\ -+ 0 :J C CD -

m >< iA-

eN CD

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CD -~ -;;::. < - CD ::l C CD

-Operating Revenue Overview

Core Inst P&CD Total

o P&CD: Finishing Proiects with City and RDA

D Neighborhood Stabilization Program (NSP) and Community Housing Partnership Program (CHPP)

o Assisted Housing: Reduced Admin Fees and Grants

D ROSS, Housing Counseling, Homeless Projects

o Housing Management: Reduced HUD Grants and Rental Income

D Reserve Offset

I 0-m - ~ >< X 0 " 0 CD :J ::s -CIt ..

CD CIt m

>< -EA- -EA- -c eN eN 0) 0)

CD - • ~ ~

3 3 n -- -- ~ -- --- -- CD 0 0 ::l ::l

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(0 3 EI -- '"""--- --- _. 0 0 m ::l :s - - ><

-C - - CD ~ ~ ';;F. ~ :::l - - V)

CD V)

-Expenses: Salaries and Benefits

2011 Budget

Core

$3.5 m .. P&CD

$1.8m $6.0m $4.2m

D Salaries, benefits, payroll taxes, worker's

compensation and temporary staffing.

Total

$15.5m

$15.5m

-Key Changes: Personnel Costs

o Total Budgeted Positions 2011: 242 FTE

o Total Budgeted Positions 2012: 239 FTE

o Position Eliminations C Community Development Specialist

C Community Development Manager

C Assisted Housing Coordinator

C NSP /CHPP (3 positions)

o Proposed Position Additions C Resident Services Manager

C Mixed Finance Analyst (Housing Management)

C Evaluation and Accountability Manager

-Operating Expenses: Administrative

Overhead

2011 Budget

Core

$3.1m

Inst P&CD

$O.lm $0.9m

o Professional Fees & Contracts

$5.8m

o Administrative & Management Fees (Inter-funds)

o Software & Equipment

o Office Supplies & Advertising

o Other (including Insurance)

$4.4m $0.2m

Total

$14.5m

$13.2m

-Key Changes: Admin Overhead

o Total Savings: $1.3 million

IJ Professional Contracts: $.2 million

IJ Occupancy: $.2 million

IJ Software and Equipment: $.1 million

IJ Other: $.8 million

• Dwelling Rents for Homeless Program

-Operating Expenses: Fleet & Facilities

2011 Budget

Change +/-

Core .. $0.5m

P&CD Total

$4.0m $0.5m $5.1 m

$4.8m

o Combined Savings in Utilities, Landscaping, Security,

Repairs, Maintenance, and Auto Costs

-Operating Expenses: Staff Development

2011 Budget

Change +/-

Core Inst

$0.6m

P&CD Total

$0. 1 m $0. 1 m $0.1 m $O.9m

$O.6m

o Travel, Training, Conferences, Staff Development and a II Staff Events

o Tuition Reimbursements

-Expenses: Other

2011 Budget

Core Inst P&CD

$1.6m

o Non-Capitalizable Proiect Costs

IJ Sierra Pointe

IJ Po rk Homes

IJ Remaining NSP

o Loan and Line of Credit Payments IJ NSP

IJ Farm labor and CHFA loans

IJ Affordable Housing

, Total

$0.7m $0.4m $2.7m

$3.0m

$O.3m

Operating Expense Overview

-2011 Budget

Core

$7.6m

Change + / - ($O.Om)

Change % (3%)

Inst

$O.lm

P&CD

$4.4m $l1.9m $13.4m $1.2m

($0.1 m) ($1.1 m) ($0.3m) $O.lm

(2%) (9%) (2%) 9%

D Overall Reduction in Expenses: $1.5 million or 4%

Total

$38.6m

$37.1 m

I z (D -+ »

<C CD :J n '< :AJ 0 --C \J ••

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CD -t-

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0 3 CD

--Agency Roll Up: Use of Restricted

Reserves

Core Inst P&CD

Income $7.1m $O.7m $4.8m $9.3m $11.7m $1.6m

Net ($O.5m) ~ $O.5m ($1.5m) ~ $O.4m

o Instrumentalities t D Surplus can only be used to increase the

supply of affordable housing


D Utilize Restricted Operating Reserves (HUD)

Total

$35.3m

-Agency Roll Up: Possible Use of

Unrestricted Reserves

Core Inst P&CD

Income $7.1m $O.7m $4.8m $9.3m $11.7m $1.6m

Net ($O.5m) ~ $O.5m ($1.5m) ~ $O.4m

o losses in Core and Assisted Housing: $1. 9million

o Surplus in P&CD and Affordable Housing: $.9 million

o Funding Gap for 2012: $1.0 million

o Utilize Unrestricted Reserves

Total

$35.3m

I D m c Z CD V) 0 -+ _e

0 ::J V)

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agenda regular joint meeting of the...

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