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BOARD OF COMMISSIONERS MEETING April 24, 2017 Edgewood Homes 5:50 p.m. AGENDA Conference Room 1. Call of Roll 2. Approve Minutes of March 27, 2017 Board of Commissioners Meeting 3. Receive Comments from Tenants and Public

NOTE: The Chair will take tenant and public comment on each agenda item following the staff report on the item. Tenants and public wishing to comment on a topic not included on the agenda may do so at this time.

NOTE: All matters listed below on the Consent Agenda are considered under one motion and will be enacted by one motion. There will be no separate discussion on those items. If discussion is desired, that item will be removed from the Consent Agenda and considered separately

4. CONSENT AGENDA A. Receive March 2017 Public Housing Financial Reports B. Receive March 2017 Clinton Place Financial Reports C. Receive March 2017 Section 8 Financial Reports D. Receive Twelfth Year Progress Report on the HOPE Building Program and Approve Letter of Intent E. Resolution 2017-11: Approve 2017 Income Guidelines

F. Receive LDCHA Quarterly Demographics Report G. Resolution 2017-12: Approve Disposition of Obsolete Computer Monitors

5. REGULAR AGENDA A. Executive Director’s Report

B. Receive Final 2016 Financial and Compliance Audit Report C. Resolution 2017-13: Review Section 8 Funding Issues and Approve

Implementation of Appropriate Cost Saving Measures

6. Calendar and Announcements 7. Adjournment

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MINUTES OF A REGULAR MEETING OF LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY

BOARD OF COMMISSIONERS MEETING March 27, 2017 Babcock Place 5:30 p.m. Meal Site 1. Swearing in of Board Member Dr. Ellen Paulsen The meeting was called to order by Chair Star at 5:31 pm. Executive Director Oury admin-istered the oath of office to Dr. Paulsen. 2. Call of Roll Upon call of roll, the following Commissioners responded present:

Maria Duran Sue Hack Ellen Paulsen Bronson Star

Vice Chair Powers was absent by prior arrangement. Also present were members of the public Pat Benabe, Terri Roth, Beverly Branaugh, Nancy Kuhlmann, and Sandie Smith, and LDCHA staff members Beverly Hyatt, Ruth Lichtwardt, and Shannon Oury. 3. Approve Minutes of February 27, 2017 Board of Commissioners Meeting Commissioner Duran moved to approve the Minutes as presented. Commissioner Hack se-conded. The motion passed unanimously. 4. Receive Comments from Tenants and Public There were questions from the audience regarding hot water and water pressure in Babcock Place. Executive Director Oury explained that the boilers were aged and that steps were currently being taken to replace two of them, which should alleviate those water issues. A contract had just been signed with an engineer earlier that day. There was also discussion about nighttime security outside the building, and Ms. Oury informed the audience that an RFP for security services was currently being bid on and that the new contract would include personnel from the security firm checking the outside Babcock Place doors at night. Mag-nets with the security firm’s phone number would be distributed to residents. Chair Star urged the residents to not hesitate to call the police when they saw suspicious activity be-cause the police would rather be called even if it turns out to be nothing. Ms. Oury also said that the new security information and encouragement to call the police would be published in the newsletter. 5. CONSENT AGENDA A. Receive January 2017 Public Housing Financial Report B. Receive January 2017 Clinton Place Financial Report C. Receive February 2017 Section 8 / VASH Program Report

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The February Public Housing and Clinton Place financial reports were not in the Board packet because the fee accountant was on vacation and could not get them prepared in time. Commissioner Hack moved to approve the Consent Agenda as presented. Commissioner Duran seconded. The motion passed unanimously. 6. REGULAR AGENDA

A. Executive Director’s Report Executive Director Oury reported that the agency does not anticipate a Section 8 budget to be released until the end of June, and the expected proration is about 94%, nearly the same as during sequestration in 2013. Once the actual amounts are known, a revised Section 8 budget will be brought to the Board. Although the budget situation is very poor, the fact that the agency has been through a similar situation so recently has allowed staff to already restrict expenditures based on the successful steps taken previously. There is also no news on public housing funding. All the tools have been turned in but no announcement has been made on when to expect the final amount, and not even the likely proration is known. Ms. Oury explained for the benefit of Commissioner Paulsen that alt-hough the Board approves merit pay and COLA increases in the budgets at the beginning of the year, none are actually Awarded until the funding is certain so that the agency knows the budget will support it. HUD performed a REAC inspection of Edgewood Homes and the scattered sites and re-ceived a score of 86b. The agency always hopes for a score of 90 but is not unhappy with the score, especially since there were no life or health threatening issues noted. The prop-erties will not be re-inspected for two years. Dr. Paulsen asked how the score is reached, and Ms. Oury said that she would pull the explanation from the handbook and send it to the Board. There was discussion on the length of the handbook, and regarding what constitutes a life or health threatening issue. Ms. Oury gave a synopsis of the 2016 MTW Report and the matrix included in the report, which is HUD’s way of trying to evenly compare the disparate activities of the various MTW housing authorities. The Report is due on March 30th and will be submitted prior to that date. The HOPE Grant has been received for the 13th year of the program. The grant requires a matching grant from LDCHA. The LDCHA has an agreement with the City Development Office to cooperatively work on Affirmatively Furthering Fair Housing. HUD is requiring an assessment of fair housing in the community which is much more extensive than anything previously required. It will involve several meetings to determine patterns of segregation, racial and ethnic concentrations of poverty, etc. Fortunately, Lawrence does not have that sort of concentration of poverty. HUD has created massive data maps which are being used for information for the assessment. In April, which is Fair Housing Month. Scott Wagner with the City and Ms. Oury will be ap-pearing on Hank Booth’s radio show to talk about fair housing and to try to get participation in the assessment, and the LDCHA is also co-sponsoring a poster contest with the City.

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Ms. Oury will be attending the MTW conference in Washington DC during April 19-21, and Finance Director Hyatt will be attending Lindsey training the week prior. Ms. Oury synopsized the two types of HOME funds which the agency receives, and ex-plained the Transitional Housing Program which the HOME fund grant in this month’s report are for. The Community Development Advisory Committee has preliminarily determined to award the LDCHA $201,731, which is down from last year’s level of $300,000. Last year, however, the City had some unspent funds and so funded the entire amount of the request. Since the funds are being cut at the federal level, that amount might not be reached again, but can be operated at the current level. The Committee will recommend the allocation of the City’s HOME funds for the Transitional Housing program to the City Commission in May. One thing to keep in mind is that the President’s current budget eliminates all HOME and CDBG funds, which would be devastating to several agencies in the community. Additionally, the Committee is recommending approval of CDBG funding for construction of a Pedestrian Hybrid Beacon on Haskell Ave. and 16th Street. LDCHA staff has been very instrumental in advocating and supporting this project so residents of Edgewood Homes can safely cross the street to catch the bus or to access the Burroughs Trail.

B. Resolution 2017-09: Approve Records Retention Policy Executive Director Oury explained that the records retention schedule dated from 2001 and did not cover many of the types of records the agency has. Staff has been working on the new policy for two months, checking the policies of other agencies as a guide, and the new policy is much more comprehensive. It also covers disposition, which includes the secure shredding of documents by a contractor and a yearly purge of old documents, both of which are stored in locked bins until the contractor destroys them. Commissioner Duran moved to approve Resolution 2017-09. Commissioner Paulsen se-conded. The motion passed unanimously.

C. Resolution 2017-10: Approve Disposition of Obsolete or Inoperable Property Executive Director Oury said that the list of property was being brought to the Board in an-ticipation of the City’s free recycling event expected to take place in April or May, since many of the items on the list are electronics. She called the Board’s attention to one item, the 1994 Toyota Corolla, which does not run. Although a Kelley Blue Book value estimate was ob-tained, the Blue Book does not actually value inoperable vehicles. The car will be put up for bid to the highest bidder in as-is condition and will be listed on the LDCHA website. For the other items, anything broken will be thrown out but still useful items will be offered to resi-dents for a small price. Chair Star asked about the original use of the Toyota, and Ms. Oury said it was originally used by Resident Services and later by one of the inspectors until it began using a lot of oil. No one has used it for at least six months. The agency determined it was not worth the cost of keeping it on the insurance or fixing it up. Commissioner Duran moved to approve Resolution 2017-10. Commissioner Hack se-conded. The motion passed unanimously.

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D. Discuss Providing LDCHA Board of Commissioner Meeting Notices Executive Director Oury explained that although not required, it has been the practice of the LDHCA to place a monthly paid public notice ad in the newspaper for each Board meeting. With the recent new ownership of the Journal World, the credit and billing policies of the newspaper have changed and an apparently arbitrary credit limit has been placed on the agency’s account. This means that if an expensive ad, such as for a job, has been placed with the paper early in the month and has not yet been billed, the Board meeting ad might be refused at first because it takes the amount over the credit limit, and staff has to negotiate to have the limit set aside so the ad can run. Ms. Oury would like the Board’s permission to discontinue running the paid ad and continue sending out email and website notices. Commissioner Hack moved to allow the LDCHA to discontinue the paid ad but to continue sending out email and website notices. Commissioner Paulsen seconded. The motion passed unanimously.

E. Discuss Outline of Implementation Schedule for new “Smoke Free” Policy Executive Director Oury outlined LDCHA’s current smoking policy and explained that HUD is mandating a new no-smoking 25-foot perimeter around all public housing buildings. She called the Board’s attention to the maps provided which highlight how far that is from the buildings in Edgewood Homes, Babcock Place, and Peterson Acres I & II. One big issue is that at Babcock Place, LDCHA policy has allowed smoking on the balconies and under the overhand on the back patio, and the new rule will no longer allow that. Another issue is that at Edgewood Homes, residents have been allowed to smoke on their front porch or back patio, and now the smoking perimeter will be moved far enough away that the only places allowed will be in the street or near the playgrounds in the green space. As part of the implementation process, the Board will need to make some decisions about some issues on which HUD is allowing housing authorities some leeway. The 25-foot pe-rimeter is firm, but the Board can decide whether “electronic delivery systems” (e-cigarettes) will be allowed or banned. Ms. Oury is assuming that HUD will likely ban them in future if research shows vaping, or the second-hand vapor, to be harmful. Another decision is whether to apply this policy to all properties owned by LDCHA or only to public housing, or variations on this. She discussed Peterson Acres I and II at length. Another option allowed by HUD is to make the entire grounds of all public housing properties smoke-free, not just a 25-foot perimeter. And, the Board might want to consider constructing shelters for smokers outside the perimeter. It is not required by HUD. There will be several meetings scheduled to inform residents of the new rule and to take comments. Ms. Oury said that with a few exceptions, compliance with the current policy is good but that she anticipates the new HUD-mandated policy will drive residents back to smoking in their units. The rule must be implemented by June 1, 2018, at the latest. A new lease will need to be drafted.

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Commissioner Paulsen asked about the number of resident smokers. Ms. Oury said she believed there were 23 at Babcock Place and she did not know firm numbers at Edgewood Homes or Peterson Acres, although she suspects the number at Edgewood is high. Pat Benabe outlined the several objections she has to the new policy. Ms. Oury said this policy is not one that staff would ever have proposed, and Commissioner Hack said that since it is coming from HUD, the agency has no choice but to comply. There was discussion on e-cigarettes and the likelihood that they would eventually be banned by HUD also. Chair Star said that he would like to hear the comments from the residents on the various options and input from staff before deciding on the deadline. Ms. Oury outlined the likely timeline of the process, and said the subject would be addressed at each Board meeting. Every public housing resident would be receiving notice of the public comment meetings. There was discussion from the Board and Ms. Oury regarding the current 6-step process, and comment from the audience about who could smell that residents are smoking in their units. Ms. Oury said that feedback would be brought back to the Board at the April meeting. This item was for discussion only and no vote was taken. 7. EXECUTIVE SESSION Commissioner Hack moved to enter into executive session for 30 minutes for the purpose of the Executive Director’s evaluation. Commissioner Duran seconded. The motion passed unanimously and the meeting entered into executive session at 6:27 pm. Commissioner Hack moved to exit executive session. Commissioner Duran seconded. The motion passed unanimously and the meeting entered back into regular session at 6:56 pm. 8. Calendar and Announcements Executive Director Oury reminded the Board that the April 24 meeting will be the Annual Board Meeting, Regular Board Meeting, and Annual Meeting of Douglas County Housing, Inc. 9. Adjournment There being no further items of business, Commissioner Duran moved to adjourn. Commis-sioner Paulsen seconded. The meeting adjourned at 6:58 pm. _______________________________ ________________________________ Chair Secretary Attest

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING

April 24, 2017

AGENDA ITEM 4A: Receive March 2017 Public Housing Financial Reports. CURRENT ISSUE: As of March’s reporting period, Public Housing properties are at 25% through the budget year. Operating Income Total operating receipts from all sources show we are running 4% over budget projections at 29%. Interest income (3610) shows as running slightly over budget projections at 29%. We received nine (9) interest payments on custody investments through March. Interest In-come is a projection based on past fiscal years historical market investment rates. Total Other Income is showing as running 32% over budget projections at 57%. Recall, most of this is because of an annual draw totaling $119,613 made from the Capital Fund grants under its Operations budget line. This is a credit to Public Housing Other Income and is for operational reimbursements for the Executive Director, Finance Director, Maintenance Director and Business Office Assistant’s percentage of time worked under those two grants. HUD allows PHA’s to draw all eligible Operational Fund projected costs in one draw at the beginning of each fiscal year. The amount of subsidy contained in the budget, upon which this report is based, is a projection based on 2016 final eligibility reduced at an 85% proration level. Calendar year 2016 funding eligibility was $863,428 X 85% proration factor = $733,914. HUD has not released final proration levels and for initial funding Congress is operating under a Con-tinuing Resolution (CR) for the months of January through March. PHA’S have received approximately 85% of their 2017 initial funding eligibility (which is $885,579 X 85%) or $188,186 authorization in LOCCS (for three month’s). Operating Expenses Total operating expenses from all sources show we are running 4% under budget projec-tions at 21%. Administrative expenses are showing as running 2% under budget projections at 23%. Other Sundry (4190.18) shows as running 7% over budget projections at 32%. Staff will do an analysis on this budget line to find out what is causing it to run over budget projec-tions. Administrative Contracts (4190.19) shows as running 18% over budget projections at 43%. This is because of the onetime annual payment to Siemens for the Annual Soft-ware Upgrades contract under the Energy Performance Loan Contract. We expect this budget line to come in line with actual as we continue throughout the budget year.


April 24, 2017

Total utilities are showing as running 5% under budget projections at 20%. Water (4310), Electricity (4320) and Other Utility Expense (4390) are all running significantly under budget projections. Gas shows as running over budget projections at 54%. We expect this to be seasonal. Extraordinary Maintenance (4610) shows as running 27% over budget projections at 52%. This is because of the purchase of ice melt at the beginning of the year. In addition, we expect this budget line will come in line with actual as we continue throughout the budget year. Operating Surplus/(Deficit) Year-to-date Public Housing shows total operating revenues of $662,554 and total oper-ating expenses of $428,068 resulting in an operating surplus (provision for current year reserves) of $234,486. Recall, most of the reason we are seeing such a large operating surplus so early in the year is because of the one-time draw made under the Capital Funds Operations line totaling $119,613 credited to Public Housing Other Income. BOARD ACTION: Receive report.

Statement of Operating Receipts and Expenditures Page B- 1 Lawrence Housing Authority - Low Rent PHA: 1 Projects: 01,02,03,04,06,07,08 Period Ending: 03/31/2017 Fiscal Year Ending: 12/31/2017 No. of Units: 363 No. of U/M Avail. 1089 & 4356

-------Current------- --------Y-T-D-------- -------Budget-------- Budget Account Amount P.U.M. Amount P.U.M. Amount P.U.M. Status ============================================================================================================================= OPERATING RECEIPTS

RENTAL INCOME Dwelling Rental 1 3110 5 (111,220.20) (306.39) (329,940.70) (302.98) (1,301,564.00) (298.80) (971,623.30) Total Rental Income: (111,220.20) (306.39) (329,940.70) (302.98) (1,301,564.00) (298.80) (971,623.30)

OTHER INCOME Interest Earned On Genera 1 3610 5 (1,309.66) (3.61) (3,952.65) (3.63) (13,600.00) (3.12) (9,647.35) Other Income 1 3690 5 (4,830.39) (13.31) (9,597.34) (8.81) (40,000.00) (9.18) (30,402.66) Other Income - Rent For S 1 3690.1 5 (3,206.67) (8.83) (7,590.63) (6.97) (30,600.00) (7.02) (23,009.37) Other Income - Bert Nash 1 3690.104 5 (148.00) (0.41) (444.00) (0.41) (1,776.00) (0.41) (1,332.00) Transfer In From Mtw For 1 3690.11 5 0.00 0.00 (40.00) (0.04) (240.00) (0.06) (200.00) Other Income - Paii Manan 1 3690.116 5 0.00 0.00 0.00 0.00 (1,000.00) (0.23) (1,000.00) Other Income - Capital Fu 1 3690.121 5 0.00 0.00 (16,143.00) (14.82) (16,143.00) (3.71) 0.00 Hope House Year 12 Mgmt O 1 3690.122 5 (495.00) (1.36) (1,485.00) (1.36) (1,485.00) (0.34) 0.00 Other Income - Capital Fu 1 3690.123 5 0.00 0.00 (103,470.00) (95.01) (103,470.00) (23.75) 0.00 Other Income - 2017 Capit 1 3690.124 5 0.00 0.00 (170.50) (0.16) (36,997.00) (8.49) (36,826.50) Other Income - Other Sour 1 3690.2 5 (212.25) (0.58) (212.25) (0.19) (2,500.00) (0.57) (2,287.75) Other Income - Home Tbra 1 3690.6 5 (142.00) (0.39) (422.00) (0.39) (1,700.00) (0.39) (1,278.00) Other Income - 2012 Ross 1 3690.70 5 0.00 0.00 0.00 0.00 (3,600.00) (0.83) (3,600.00) Other Income - Admin Accr 1 3690.80 5 (300.00) (0.83) (900.00) (0.83) 0.00 0.00 900.00 Total Other Income: (10,643.97) (29.32) (144,427.37) (132.62) (253,111.00) (58.11) (108,683.63)

Total Income: (121,864.17) (335.71) (474,368.07) (435.60) (1,554,675.00) (356.90) (1,080,306.93)

OTHER RECEIPTS Operating Subsidy - Curre 1 8020 0 (188,186.00) (518.42) (188,186.00) (172.81) (733,914.00) (168.48) (545,728.00) Total Other Receipts: (188,186.00) (518.42) (188,186.00) (172.81) (733,914.00) (168.48) (545,728.00)

Total Operating Receipts: (310,050.17) (854.13) (662,554.07) (608.41) (2,288,589.00) (525.39) (1,626,034.93)

OPERATING EXPENDITURES

ADMINISTRATIVE EXPENSE Administrative Salaries 1 4110 5 43,763.16 120.56 88,906.56 81.64 404,790.00 92.93 315,883.44 Longevity Payments 1 4110.3 5 0.00 0.00 0.00 0.00 2,730.00 0.63 2,730.00 Legal Expense 1 4130 5 0.00 0.00 0.00 0.00 2,500.00 0.57 2,500.00 Staff Training 1 4140 5 (1,029.60) (2.84) 530.40 0.49 2,340.00 0.54 1,809.60 Travel 1 4150 5 (52.50) (0.14) 698.91 0.64 3,500.00 0.80 2,801.09 Accounting Fees 1 4170 5 528.00 1.45 1,056.00 0.97 6,340.00 1.46 5,284.00 Audit Fees 1 4171 5 0.00 0.00 0.00 0.00 4,430.00 1.02 4,430.00 Employee Benefit Contribu 1 4182 5 11,051.42 30.44 23,399.65 21.49 90,000.00 20.66 66,600.35 Employee Benefits - Longe 1 4182.3 5 0.00 0.00 0.00 0.00 470.00 0.11 470.00 Membership Dues And Fees 1 4190.12 5 (228.60) (0.63) 230.40 0.21 770.00 0.18 539.60

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04/19/2017 Prepared by Lindsey and Company, Inc. 14:43:36


-------Current------- --------Y-T-D-------- -------Budget-------- Budget Account Amount P.U.M. Amount P.U.M. Amount P.U.M. Status ============================================================================================================================= Telephone 1 4190.13 5 246.88 0.68 874.73 0.80 4,290.00 0.98 3,415.27 Coll Agent Fees And Court 1 4190.15 5 0.00 0.00 0.00 0.00 50.00 0.01 50.00 Forms & Office Supplies 1 4190.17 5 (823.37) (2.27) 851.88 0.78 8,750.00 2.01 7,898.12 Postage And Misc Sundry E 1 4190.18 5 (1,473.97) (4.06) 3,943.70 3.62 12,380.00 2.84 8,436.30 Administrative Contracts 1 4190.19 5 (369.50) (1.02) 10,271.18 9.43 24,070.00 5.53 13,798.82 Total Administrative Expense: 51,611.92 142.18 130,763.41 120.08 567,410.00 130.26 436,646.59

TENANT SERVICES Tenant Services - Salarie 1 4210 5 6,693.99 18.44 13,786.02 12.66 64,390.00 14.78 50,603.98 Tenant Services - Employe 1 4210.9 5 1,078.38 2.97 2,369.72 2.18 11,080.00 2.54 8,710.28 Tenant Services - Adminis 1 4220 5 0.00 0.00 (30.06) (0.03) 0.00 0.00 30.06 Tenant Services - Transpo 1 4220.1 5 235.26 0.65 780.13 0.72 4,990.00 1.15 4,209.87 Tenant Services - Program 1 4220.10 5 79.98 0.22 159.25 0.15 6,130.00 1.41 5,970.75 Babcock Place Bequest 1 4220.14 5 0.00 0.00 (360.00) (0.33) 0.00 0.00 360.00 Rso Custodial Services (1 1 4220.15 5 469.20 1.29 1,144.57 1.05 5,400.00 1.24 4,255.43 Total Tenant Services: 8,556.81 23.57 17,849.63 16.39 91,990.00 21.12 74,140.37

UTILITIES EXPENSE Water 1 4310 5 2,686.50 7.40 5,633.59 5.17 36,350.00 8.34 30,716.41 Electricity 1 4320 5 12,761.84 35.16 21,776.33 20.00 150,000.00 34.44 128,223.67 Gas 1 4330 5 8,171.41 22.51 25,383.15 23.31 47,290.00 10.86 21,906.85 Other Utility Expense 1 4390 5 5,792.06 15.96 11,608.78 10.66 70,190.00 16.11 58,581.22 Total Utilities Expense: 29,411.81 81.02 64,401.85 59.14 303,830.00 69.75 239,428.15

ORDINARY MAINTENANCE AND OPERATION Labor 1 4410 5 48,910.77 134.74 100,062.33 91.88 486,280.00 111.63 386,217.67 Materials 1 4420 5 5,582.94 15.38 8,464.03 7.77 35,000.00 8.03 26,535.97 Contract Costs 1 4430 5 3,422.75 9.43 5,668.09 5.20 48,800.00 11.20 43,131.91 Garbage Removal 1 4431 5 4,167.73 11.48 8,332.08 7.65 50,400.00 11.57 42,067.92 Employee Benefit-ord. Mai 1 4433 5 14,249.43 39.25 29,767.11 27.33 114,770.00 26.35 85,002.89 Total Ord. Maint. & Operations: 76,333.62 210.29 152,293.64 139.85 735,250.00 168.79 582,956.36

PROTECTIVE SERVICES Protective Services - Con 1 4480 5 1,088.00 3.00 3,264.00 3.00 17,010.00 3.90 13,746.00 Protective Services - Ext 1 4480.1 5 0.00 0.00 0.00 0.00 15,000.00 3.44 15,000.00 Total Protective Services: 1,088.00 3.00 3,264.00 3.00 32,010.00 7.35 28,746.00

GENERAL EXPENSE Insurance 1 4510 5 11,259.01 31.02 33,777.03 31.02 127,900.00 29.36 94,122.97 Payments In Lieu Of Taxes 1 4520 5 24,942.56 68.71 24,942.56 22.90 99,770.00 22.90 74,827.44 Collection Losses 1 4570 5 0.00 0.00 (603.52) (0.55) 18,000.00 4.13 18,603.52 Total General Expense: 36,201.57 99.73 58,116.07 53.37 245,670.00 56.40 187,553.93

Total Routine Expense: 203,203.73 559.79 426,688.60 391.82 1,976,160.00 453.66 1,549,471.40

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-------Current------- --------Y-T-D-------- -------Budget-------- Budget Account Amount P.U.M. Amount P.U.M. Amount P.U.M. Status =============================================================================================================================

OTHER EXPENDITURES Extraordinary Maintenance 1 4610 5 0.00 0.00 1,295.80 1.19 2,500.00 0.57 1,204.20 Property Betterments & Ad 1 7540.93 5 (176.79) (0.49) 83.19 0.08 10,210.00 2.34 10,126.81 Total Other Expenditures: (176.79) (0.49) 1,378.99 1.27 12,710.00 2.92 11,331.01

Total Operating Expenditures, Including Prior Year Adj. And Other Deductions: 203,026.94 559.30 428,067.59 393.08 1,988,870.00 456.58 1,560,802.41

RESIDUAL BEFORE DEPRECIATION (107,023.23) (294.83) (234,486.48) (215.32) (299,719.00) (68.81) (65,232.52) =================================================================================

RESIDUAL AFTER DEPRECIATION (107,023.23) (294.83) (234,486.48) (215.32) (299,719.00) (68.81) (65,232.52) =================================================================================

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April 24, 2017

AGENDA ITEM 4B: Receive March 2017 Clinton Place Financial Reports. CURRENT ISSUE: As of March, Clinton Place is at 25% through the budget year. Operating Revenue Total operating receipts from all revenue sources show we are running on line budget projections at 25%. Total Tenant Rent and HUD Subsidy combined shows as running on line budget projec-tions at 25%. Occupancy at the end of March was 99%; budget estimates for 2017 pro-jects a 97% occupancy rate. Operating Expenses Total operating expenses from all sources show as running 6% under budget projections at 19%. Manager Salaries (6330) show as running 6% over budget projections at 31%. This is due to a salary classification error and the correction will appear on April financials Gas (6452) is running 11% over budget projections at 36%; we expect this to be seasonal. Worker’s Compensation (6722) as well as Auto Insurance (6725) both show as running 4% over budget projections at 29%. Required risk protection policies in the 2017 budget gets based on prior year costs. It also includes any known rate increases or decreases at the time of the policy renewal. We expect a decrease in Workers Compensation and the Auto Insurance at the 05/01/17 to 04/30/18 upcoming policy renewal. Operating Surplus/(Deficit) As of the March reporting period, Clinton Place shows total revenues of $110,005 and total expenses of $48,116 with an operating surplus of $61,889. BOARD ACTION: Receive report.

Statement of Operating Receipts and Expenditures Page B- 1 Lawrence Housing Authority-Clinton Place PHA: 14 Projects: ALL Period Ending: 03/31/2017 Fiscal Year Ending: 12/31/2017 No. of Units: 58 No. of U/M Avail. 174 & 696

-------Current------- --------Y-T-D-------- -------Budget-------- Budget Account Amount P.U.M. Amount P.U.M. Amount P.U.M. Status ============================================================================================================================= OPERATING INCOME

Rent Revenue - Gross Pote 14 5120 5 (11,650.00) (200.86) (36,312.00) (208.69) (428,030.00) (614.99) (391,718.00) Hud Op Subsidy 14 5121 5 (25,300.00) (436.21) (72,502.00) (416.68) 0.00 0.00 72,502.00 Interest Income - Project 14 5410 5 (28.96) (0.50) (108.27) (0.62) (350.00) (0.50) (241.73) Other Revenue - Laundry A 14 5910 5 (633.49) (10.92) (988.11) (5.68) (3,900.00) (5.60) (2,911.89) Other Revenue - Tenant Ch 14 5920 5 (73.50) (1.27) (94.50) (0.54) (1,000.00) (1.44) (905.50) Total Operating Income: 14 (37,685.95) (649.76) (110,004.88) (632.21) (433,280.00) (622.53) (323,275.12)

OPERATING EXPENSE

Conventions & Meetings 14 6203 5 11.16 0.19 11.16 0.06 1,430.00 2.05 1,418.84 Advertising & Marketing 14 6210 5 0.00 0.00 40.00 0.23 480.00 0.69 440.00 Office Salaries 14 6310 5 1,730.88 29.84 3,519.46 20.23 32,140.00 46.18 28,620.54 Office Expenses 14 6311 5 179.28 3.09 206.51 1.19 1,800.00 2.59 1,593.49 Management Fees - Ldcha 14 6320.1 5 0.00 0.00 0.00 0.00 100.00 0.14 100.00 Manager Or Superintendent 14 6330 5 6,106.98 105.29 12,417.53 71.37 40,470.00 58.15 28,052.47 Legal Expenses 14 6340 5 0.00 0.00 0.00 0.00 100.00 0.14 100.00 Auditing Expenses 14 6350 5 0.00 0.00 0.00 0.00 690.00 0.99 690.00 Bookkeeping Fees/accounti 14 6351 5 105.00 1.81 210.00 1.21 1,260.00 1.81 1,050.00 Bad Debts 14 6370 5 0.00 0.00 0.00 0.00 700.00 1.01 700.00 Miscellaneous Administrat 14 6390 5 413.13 7.12 872.88 5.02 5,560.00 7.99 4,687.12 Longevity Payment 14 6391 5 0.00 0.00 0.00 0.00 930.00 1.34 930.00 Electricity 14 6450 5 (1,798.73) (31.01) 1,651.85 9.49 10,300.00 14.80 8,648.15 Water 14 6451 5 601.53 10.37 1,147.53 6.60 6,300.00 9.05 5,152.47 Gas 14 6452 5 340.48 5.87 1,368.90 7.87 3,790.00 5.45 2,421.10 Sewer 14 6453 5 1,287.54 22.20 2,575.08 14.80 16,290.00 23.41 13,714.92 Maintenance Expenses - Pa 14 6510 5 4,912.92 84.71 9,603.70 55.19 45,950.00 66.02 36,346.30 Maintenance Materials - S 14 6515 5 584.43 10.08 755.35 4.34 4,000.00 5.75 3,244.65 Maintenance Contracts 14 6520 5 143.26 2.47 564.86 3.25 7,480.00 10.75 6,915.14 Garbage And Trash Removal 14 6525 5 530.13 9.14 1,049.66 6.03 6,490.00 9.32 5,440.34 Heating/cooling Repairs A 14 6546 5 0.00 0.00 0.00 0.00 5,000.00 7.18 5,000.00 Extraordinary Maintenance 14 6546.1 5 771.54 13.30 1,249.05 7.18 20,000.00 28.74 18,750.95 Replacement Reserves - Ca 14 6546.2 5 942.00 16.24 942.00 5.41 3,780.00 5.43 2,838.00 Operating Reserves: Staff 14 6546.3 5 13.00 0.22 13.00 0.07 1,640.00 2.36 1,627.00 Property And Liability In 14 6720 5 863.74 14.89 2,591.22 14.89 10,230.00 14.70 7,638.78 Fidelity Bond Insurance 14 6721 5 0.00 0.00 0.00 0.00 220.00 0.32 220.00 Workmen's Compensation 14 6722 5 293.08 5.05 879.24 5.05 3,020.00 4.34 2,140.76 Medical Insurance & Other 14 6723 5 2,930.74 50.53 6,138.55 35.28 24,890.00 35.76 18,751.45 Health Insurance Employee 14 6723.1 5 0.00 0.00 0.00 0.00 160.00 0.23 160.00 Insurance - General Liabi 14 6724 5 7.78 0.13 23.34 0.13 0.00 0.00 (23.34) Insurance - Auto 14 6725 5 65.16 1.12 195.48 1.12 670.00 0.96 474.52 Resident Programming/acti 14 6900 5 29.98 0.52 89.94 0.52 2,610.00 3.75 2,520.06 Total Operating Expense: 14 21,065.01 363.19 48,116.29 276.53 258,480.00 371.38 210,363.71

Net Profit: 14 (16,620.94) (286.57) (61,888.59) (355.68) (174,800.00) (251.15) (112,911.41) -----------------------------------------------------------------------------------------------------------------------------



April 24, 2017

AGENDA ITEM 4C: Receive March 2017 Section 8/VASH Program Report BACKGROUND: The LDCHA Section 8 MTW program consists of 732 units of Section 8 Tenant Based Rental Assistance (TBRA). We are currently operating under a Continuing Resolution and HUD has not released the Section 8 MTW renewal funding allocation. Further, we expect it to be as late as July before HUD announces final renewal funding allocation proration levels for 2017. In the meantime, HUD is funding PHA’s at a 95% proration of 2016 funding levels. For LDCHA’s HCV Program the estimated amount is $4,278,507. This estimated renewal funding is based on a formula using 2016 Per Unit Cost’s (PUC) of $573.99 multiplied by 2016’s inflation factor (1.00) = $573.99 X 732 units X 12 months = $5,041,928 further reduced at a proration level of 95% or $4,789,832 less the embed-ded admin fee of $511,323 or $4,278,507 for CY 2017. This amount of $4,278,507 is a very preliminary estimate. Staff will prepare a budget revision for CY 2017 as soon as HUD announces final funding levels for 2017. Historically, the agency had an embedded admin fee in its HCV block grant until CY 2016 when HUD began breaking it out separately. The embedded admin fee in CY 2016 was $538,235. The embedded admin fee for CY 2017 (is based on CY 2016 funding levels or $538,235) further reduced at a 95% proration level or $511,323. The embedded admin fee funding is also an early estimate and a budget revision made once HUD announces the final levels. LDCHA also has three increments of VASH vouchers known as VASH 1 with 20 units, VASH 2 with 10 units and VASH 3 with 15 units. The initial year of VASH funding is a separate budget authority allocation and after the initial year renewal is based on Voucher Management Systems (VMS) prior year reported HAP costs. For 2016, this was $220,084. However, for the purpose of the 2017 budget calculation, VASH estimates for CY 2017 are $209,080. Again, this is an early estimate and this too will be part of the 2017 budget revision. Monthly disbursement of funds is in accordance with cash management procedures. Cash Management disburses funds on a basis of need, as opposed to funding years prior to 2012, disbursed at 1/12 of its annual budget authority renewal allocation. Additionally, because of cash management PHA’S are no longer able to build up significant amount of program reserves and hold them at the PHA level but held at the HUD level. Section 8 administrative expenses (are run through the Public Housing Program) and reimbursed by the Section 8 program at the end of the month.


April 24, 2017

CURRENT ISSUE: At 25% through the budget year, the Section 8 MTW program shows a total of $1,025,136 in total operating revenues and $1,268,619 in total operating expenses made up by the shortfall funding through the cash management process. Operating Income Total operating revenues are running 5% under budget projections at 20% or $1,025,136. Most of this decrease is in HUD operating subsidy. This is because HUD funding dis-bursements are monthly in accordance with cash management resulting in the program only receiving a partial month disbursement for January and full month disbursements for February and March for a total of $1,011,656. Operating Expenses On the expense side, total administrative expenses are running slightly under budget pro-jections at 24% or $173,270. Administrative Training (4140) shows as running 12% over budget projections at 37%. This is because of a onetime staff registration fee for Lead-ership Lawrence (paid at the beginning of FY 2017). Travel (4150) shows as running 9% over budget projections at 34% and because of the Executive Director’s related travel costs to attend the 2017 MTW Conference in Washington, DC. Total Housing Assistance Payments (HAP) for both MTW and VASH is running on line budget projections at 25% or $1,051,341. The program has 2,284 Section 8/VASH units under lease as of the last day of March 2017. This is an aggregate of 724 units under lease for Section 8 MTW and 38 for VASH. The program has spent a total of $23,319 as of March under the approved 2017 MTW LDCHA Vouchers as follows: $1,185 under the Douglas County Re-Entry Program; $16,270 under the Safe Housing Program and $5,864 under the Next Step Program. The program has spent a total of $20,688 as of March under the approved 2017 MTW Continued Activities as follows: $15,480 under the Expanded RSO & Homeownership program (RSE); $2,539 under the Homeless to Housed program (EHC) and $2,670 under the Douglas County Housing Inc (Youth) program (DCHI). These are MTW approved activities charged to the Section 8 MTW Program. In addition, March had two program participants successfully complete all requirements under the Homeownership Program. Both program participants received a $3,000 match eligibility to be used on the down payment cost for the purchase of their first home. Operating Surplus/(Deficit) LDCHA began to receive CY 2017 Budget Authority renewal disbursements in February and a partial disbursement in January. Recall, in CY 2016 HUD began transitioning PHA’S unspent cash reserve balances (as of 03/31/16 that originated from HAP funds). For LDCHA, this amount was approximately $2,369,400 and the transition began with the August 2016 Budget Authority renewal disbursement. LDCHA was required to spend


April 24, 2017

down agency held historical reserves until it reached this amount of approximately $2.4 million. As of 12/31/16, HUD transitioned back a total of $2,073,679 (in agency held historical reserves). This left a balance of $295,721 (in historical held reserves) to be transitioned back in CY 2017. LDCHA was disbursed a total of $1,011,656 of estimated CY 2017 Budget Authority. Based on VMS reporting total expenses (HAP, Administrative and approved 2017 MTW LDCHA Vouchers and Activities) equals $1,268,620 leaving a shortfall of $256,964. Ad-ditionally, our HUD Financial Analyst has received this shortfall request and is waiting for final approval from her Supervisor. She expects this to be approved and deposited into our bank account sometime during the week of April 24. As of the March reporting period, the Section 8 MTW/VASH program has earned an es-timated total of $1,282,100 in operating income (adjusted for the shortfall funding through March of $256,964). This includes interest income, fraud repayments as well as admin-istrative fees on HOME TBRA and HAP Portability. Total expenses show a total of $1,268,619. When looking at this the Section 8 HCV/VASH program has an operating surplus of $13,481. This operating surplus is the current year reserve held at the PHA level. When calculating program reserves held at the HUD level (in accordance with cash man-agement) HUD estimated obligation eligibility for three months (Jan through March 2017 Budget Authority) total $1,249,728 and disbursed $1,268,620 (adjusted for the shortfall funding of $256,964) leaving a difference of $18,892. This $18,892 is the amount of 2017 HUD held program reserves (from the 2017 HCV and VASH Budget Authority). For LDCHA to gain access to these funds we must justify expenditures through cash man-agement. BOARD ACTION: Receive report.

LDCHA SECTION 8 MTW/VASH - MARCH 2017 PROGRAM REPORT (25% OF THE BUDGET YEAR)

OPERATING INCOME;

ACCOUNT NAME A/C # CURRENT YEAR-TO-DATE BUDGET BUDGET STATUS % OF BUDGET YEAR

approved 02/27/17

2017 HUD MTW Budget Authority (732 Units) 2210 364,704.00 841,681.00 4,278,507.00 3,436,826.00 20%

2017 HUD VASH Budget Authority (45 Units) 2210 21,585.00 42,959.00 209,080.00 166,121.00 21%

2017 HUD MTW Embedded Admin Fees 3112 42,339.00 127,016.00 511,323.00 384,307.00 25%

2017 HUD VASH Admin Fees 3112 1,743.00 7,826.00 9,000.00 1,174.00 87%

Interest Earned on Operating Reserves 3300 583.71 1,743.85 6,700.00 4,956.15 26%

Fraud Repayments 3300.1 735.45 1,128.95 1,500.00 371.05 75%

Administrative Fees Earned for Portability 3300.P 15.12 101.64 500.00 398.36 20%

Administrative Fees Earned for HOME TBRA 3300.3 1,200.00 2,680.00 13,480.00 10,800.00 20%

HUD Homeownership Fees 3300.4 0.00 0.00 0.00 0.00

Insurance Dividend Returns 3300.5 0.00 0.00 0.00 0.00

TOTAL OPERATING RECEIPTS 432,905.28 1,025,136.44 5,030,090.00 4,004,953.56 20%

OPERATING EXPENDITURES:

ADMINISTRATIVE EXPENSES

Administrative Salaries 4110 54,209.62 126,775.82 501,130.00 374,354.18 25%

Experience Awards 4110.3 0.00 0.00 1,840.00 1,840.00

CA - Administrative Salaries 4110.75 0.00 0.00 0.00 0.00

Legal Expense 4130 0.00 0.00 500.00 500.00

Training 4140 1,029.60 1,029.60 2,750.00 1,720.40 37%

Travel 4150 2,211.19 2,211.19 6,500.00 4,288.81 34%

Accounting Fees 4170 963.00 2,823.00 12,240.00 9,417.00 23%

Audit Fees 4171 111.00 222.00 8,490.00 8,268.00 3%

Employee Benefits - Administration 4182 13,403.37 29,068.35 108,450.00 79,381.65 27%

Employee Benefits - Experience Awards 4182.3 0.00 0.00 320.00 320.00

Office Supplies 4190.01 1,642.23 1,642.23 8,500.00 6,857.77 19%

Publications 4190.11 0.00 0.00 0.00 0.00

Membership Dues & Fees 4190.12 446.40 446.40 1,490.00 1,043.60 30%

Telephone 4190.13 358.84 1,048.67 4,000.00 2,951.33 26%

Postage and Miscellaneous Sundry 4190.18 4,159.14 4,139.14 17,500.00 13,360.86 24%

Administrative Contracts 4190.19 2,778.47 3,174.47 19,270.00 16,095.53 16%

Maintenance & Operations 4400 11.56 11.56 120.00 108.44 10%

Workers Compensation Insurance 1211 0.00 0.00 21,100.00 21,100.00

Administrative Fees Paid for Portability 4590.P 201.46 516.83 3,000.00 2,483.17 17%

Depreciation Expense 4800 0.00 0.00 0.00 0.00

Replacements (Expendable) 7520.93 0.00 0.00 0.00 0.00

Betterments & Additions - Exp Equipment 7540.93 161.19 161.19 13,270.00 13,108.81 1%

TOTAL ADMINISTRATIVE EXPENSES 81,687.07 173,270.45 730,470.00 557,199.55 24%

HOUSING ASSISTANCE PAYMENTS

Housing Assistance Payments (732 Units) 4715 334,091.00 993,835.30 3,965,000.00 2,971,164.70 25%

Housing Assistance Payments (45 Units) 4715 16,701.00 57,506.00 225,330.00 167,824.00 26%

TOTAL HOUSING ASSISTANCE PAYMENTS 350,792.00 1,051,341.30 4,190,330.00 3,138,988.70 25%

2017 MTW HUD APPROVED LDCHA VOUCHERS

Douglas County Re-Entry Program DRP 0.00 1,185.00 8,000.00 6,815.00 15%

Safe Housing Program * DV 5,234.00 16,270.00 51,760.00 35,490.00 31%

Next Step Program * NS 1,796.00 5,864.00 28,000.00 22,136.00 21%

TOTAL LDCHA VOUCHERS 7,030.00 23,319.00 87,760.00 64,441.00 27%

2017 MTW HUD APPROVED CONTINUED & NEW ACTIVITIES

Expanded RSO & Homeownership RSE 10,161.56 15,480.32 65,000.00 49,519.68 24%

Homeless To Housed EHC 577.31 2,538.80 5,000.00 2,461.20 51%

Douglas County Housing Inc DCHI 2,491.55 2,669.31 30,000.00 27,330.69 9%

TOTAL MTW ACTIVITIES 13,230.42 20,688.43 100,000.00 79,311.57 21%

TOTAL ALL EXPENSES 452,739.49 1,268,619.18 5,108,560.00 3,839,940.82 25%

OPERATING SURPLUS/(DEFICIT) -19,834.21 -243,482.74 -78,470.00 165,012.74

Transfer fr MTW HUD or Agency held Reserves for LDCHA Vouchers 87,760.00

OPERATING SURPLUS/(DEFICIT) 9,290.00

VMS PMC's through February (expected to be uploaded to VMS by 04/20/17)


April 24, 2017

AGENDA ITEM 4D: Receive Twelfth Year Progress Report on the HOPE Building Pro-gram and Approve Letter of Intent

BACKGROUND: HOPE Building is a permanent supported housing program for chronically homeless per-sons with either a mental health or substance use disorder. It is funded under an annual continuation grant from HUD, plus a 25% agency match. It can serve up to 6 individuals. The agency leases a property at 834 Kentucky for this program. HOPE Building residents pay rent equal to 30% of their monthly-adjusted income. In many cases, rent is free until the resident begins to receive countable income (i.e. disability benefits or wages). The grant and match pay for leasing, and for a three-quarter-time Supported Housing Spe-cialist who works exclusively with the residents and coordinates other treatment services through our partner agencies, Bert Nash and DCCCA Centers, for mental health and substance abuse services. The 2017 twelfth year grant period was April 1, 2016 – March 31, 2017. The application process for renewal funding for the HOPE Building Program for the past several years has required a Letter of Intent to Renew. Since 2013 the Board has au-thorized the Executive Director to write a Letter of Intent in advance of the request, since the agency does not know when the request for renewal application will be issued. A copy of the letter that was sent last year is attached. The Year 12 grant was in the amount of $98,880. The LDCHA provided a $14,021cash match and in-kind contributions of $12,704. CURRENT ISSUE: Staff is not certain when the request for renewal applications will be issued. Previously there was not sufficient time to receive Board approval and staff wants to be prepared. The Letter of Intent requires the following commitment language: “Submission of this letter is acknowledgment that the agency Board of Commis-sioners fully endorses this application for funding, agrees to participate in program reviews performed by KSHC and/or HUD, and is willing to sign such a Memoran-dum of Understanding (MOU) binding the agency to this contractual responsibility, participation, and obligation." BOARD ACTION: Receive Progress Report on the HOPE Building program, and if appropriate authorize the Executive Director to submit a Letter of Intent to Renew in substantially the same format as the letter issued in 2016 if required and to commit the agency for the 25% match.

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HOPE Building Annual Report

Grant Year 12 (April 1, 2016 - March 31, 2017)

PERMANENT SUPPORTED HOUSING FOR CHRONICALLY

HOMELESS INDIVIDUALS WITH DISABILITIES

History As of the end of March 2017, the HOPE Building program (HOPE program) completed its twelfth year of operation. The HOPE program is funded by a grant from HUD’s Office of Community Planning and Development under the Continuum of Care (CoC) Homeless Assistance programs authorized by the McKinney-Vento Act, and by matching funds provided by the Lawrence-Douglas County Housing Authority (LDCHA). LDCHA received the initial grant for the program in 2003. The contract for the program was approved in 2004 and the agency began outreach to homeless individuals that fall. The program moved its first residents into the program in 2005. Beginning in fiscal year 2012, grant awards were contingent on the amount of federal funding that was available. The grant became competitive. The grantees’ applications were evaluated and scored. The scores were based on program performance, financial management, project design, leverage secured, target population served and level of community collaboration. The HOPE program was chosen to receive funding for its twelfth operating year.

Program Profile The goal of the program is to house and stabilize chronically homeless individuals with disabilities and help them achieve self-sufficiency. To be eligible, applicants must be chronically homeless at the time of application and have co-occurring diagnosis. A co-occurring diagnoses means that a person diagnosed with at least one mental health disability and at least one substance abuse/dependence disability. October 2015, LDCHA requested and received approval for a grant amendment permission to change the subpopulation targeted for service to chronically homeless persons with either a mental health or substance use disorder to better serve eligible persons within the geographic area. The LDCHA employs a Masters-level Supportive Housing Specialist (SHS) with an office at the HOPE Building program site. The SHS serves as the property manager and service coordinator for the residents as well as providing the initial HOPE Building intake and assessment for applicants. The SHS works with prospective applicants prior to and during the lease-up process. Also, the SHS works closely with the HOPE Building residents through individualized treatment planning, in which the residents actively participate. The goals are planned and implemented to help individuals increase their self-sufficiency. The HOPE Building program site is located near the intersection of Ninth Street and Kentucky Street. The location is convenient for the residents as it is within walking distance of many services. It is close to the main hub of the Lawrence bus transportation system. The structure contains six partially furnished apartments with a maximum housing capacity of six. Three of

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the units are studio apartments. The other three have their own separate sleeping and kitchen space but share a common bathroom. Each resident receives new bedding and basic household supplies, including toiletries, upon entry to the program. HOPE Building program residents pay rent equal to 30% of monthly-adjusted income. In many cases, rent is free until the resident begins to receive countable income, (i.e., disability benefits, wages). Residents that are receiving vocational rehabilitation services and have obtained employment may be eligible to receive earned income disallowance when factoring their rent as an incentive to enter the work force.

Community Partner Collaboration The HOPE Building Team coordinates the primary program activities. The team consists of DCCCA, Bert Nash and the SHS that consults on a range of issues from applicant’s suitability to the type of addiction and mental health services recommend for the residents. The HOPE Building Team also provides general evaluation of the overall program function. The HOPE Building program also collaborates with other agencies including social service agencies that are accessible via public transportation or within walking distance of the program. The Lawrence Community Shelter and the Bert Nash Homeless Outreach Team case managers assist the HOPE Building program SHS with referrals and applications. Identified below are some of the services in Grant Year 12 that the residents received.

Lawrence Community Shelter assisted residents with essential household items.

Health Care Access provided residents with health care services for a low cost. HOPE Program assists with those costs when necessary.

The Salvation Army provides residents with pantry items, medication, (if eligible), and supplemental furnishing items for incoming residents

Social Service League provides some items at move-in and throughout the year. (i.e. flatware, cups and dishes and household items.)

Lawrence Interdenominational Nutrition Kitchen, (LINK), serves meals that benefit residents.

Catholic Charities helps residents with vouchers for food and other essential items.

Just Food assists residents with food supplies.

Eligible residents received assistance with obtaining benefits from the Social Security Administration office. The Kansas Department for Children and Families (DCF) local office took applications and administered the Supplemental Nutrition Program (SNAP).

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Program Outcomes 10** In grant Year 12, HOPE Building program residents participated in on-going educational and life skills activities that help with budgeting, computing skills, coping skills, daily living skills, homemaking, and hygiene and health skills. These activities have proven to be beneficial to resident’s short and long-term housing stability.

Comprehensive Program Performance Measures

73% or (eight of eleven) of formerly homeless individuals remained in permanent housing programs, or exited to permanent unsubsidized housing during the operating year (HUD performance standard is 80%). One resident died during grant year 12.

The program experienced a bed utilization 79% during the grant year.

100% or (eleven of eleven) of residents were referred to and receive mental health services.

100% or (eleven of eleven) of residents were referred to and receive or have completed substance abuse treatment

91% or (ten of eleven) have undergone primary examinations, follow-up health examinations, or participated in wellness activities.

The grant supported the purchase of new beds for all apartments this year. The HOPE Building had an infestation of bed bugs this year warranting new beds.

The grant supported the purchase of new stove for Apartment 4.

The grant supported the purchase of new refrigerator for Apartment 1.

The HOPE Building program budget was reapportioned to help needy participants pay

for mental health services from Bert Nash.

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Grant Years Combined Data Summary At-A-Glance

Year 1

Year 2

Year 3

Year 4

Year 5

Year 6

Year 7

Year 8

Year 9

Year 10

Year 11

Year 12

Total

Residents Served 21 26 14 11 9 10 6 9 7 8 9 11 141

Applications Received* 80 26 21 28 13 13 5 6 2 9 10 13 226+

Applicants on the Waiting List**

1 4 1 1 0 0 2 1 0 0 2 1 14

Residents that became eligible for other LDCHA Programs

0 1 2 0 0 0 0 0 1 1 0 0 4

* Application acceptance began in October 2004. The number of applications accepted for 2005 is approximate. ** At the end of the grant year.

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HOPE BUILDING Annual Report Data Grant Year 11 (April 1, 2015 – March 31, 2016)

Persons Served during Grant Year 11

Number of Singles

Not in Families

a. Number on the first day of the operating year 5

b. Number entering program during the operating year 6

c. Number who left the program during the operating year 6

d. Number in the program on the last day of the operating year (a + b - c) = d

5

Persons Served by Ethnicity and Race during Grant Year 12

Ethnicity

a. Hispanic or Latino 0

b. Non-Hispanic or Non-Latino 11

Race

a. American Indian/Alaskan Native 0

b. Asian 0

c. Black/African American 2

d. Native Hawaiian/Other Pacific Islander 0

e. White 9

f. American Indian/Alaskan Native & White 0

g. Asian & White 0

h. Black/African American & White 0

i. American Indian/Alaskan Native & Black/African American 0

j. Other Multi-Racial 0

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Length of Stay for Residents that Stayed in the Program during Grant Year 12

a. Less than 1 month 1

b. 1 to 2 months 2

c. 3-6 months 0

d. 7 months-12 months 1

e. 13 months- 24 months 1

f. 25 months- 3 years 0

g. 3 years - 4 years 0

h. 4 years - 5 years 0

i. 5 years -6 years 0

Length of Stay for Residents who Left the Program during Grant Year 12

a. Less than 1 month 1

b. 1 to 2 months 1

c. 3-6 months 0

d. 7 months-12 months 1

e. 13 months- 24 months 1

f. 25 months- 3 years 1

g. 3 years - 4 years 0

h. 5 years - 6 years 1

Residents’ Special Needs during Grant Year 12 (Residents may receive supportive services for more than one condition)

a. Mental illness 11

b. Alcohol abuse 7

c. Drug abuse 4

d. HIV/AIDS and related diseases 0

e. Developmental disability 0

f. Physical disability 2

g. Chronic Health Condition 2

July 13, 2016 Ms. Cheryl Patrick Executive Director Kansas Statewide Homeless Coalition 2001 Haskell Ave. Lawrence, KS 66046 RE: Letter of Intent for 2016 Continuum of Care Renewal Submission Dear Ms. Patrick, This is to inform you that the Lawrence-Douglas County Housing Authority (LDCHA) will submit an application for renewal funding for 2016 CoC funding for its HOPE Building Program, a supportive housing program first funded in 2004. Primary Contact Person Rae Johnson 1600 Haskell Avenue Lawrence, Kansas 66044 Telephone: 785-423-0336 Fax: 785-749-6765 [email protected] Agency Description The LDCHA is an independent agency of the City of Lawrence and Douglas County Kan-sas. The agency has been in operation since 1968. The mission of the agency is to provide safe, sanitary and decent housing and support services to the low income popu-lation of Lawrence and Douglas County. The agency operates 9 housing programs in-cluding three programs specifically designed for different homeless populations including the HOPE Building Program. The total number of households served by LDCHA is over 1200. For 2016 the agency’s budget for all its housing programs is expected to reach $8 million. The agency mailing address is 1600 Haskell Avenue, Lawrence, Kansas, 66044

Project Description

The HOPE Building Program is a Permanent Supportive Housing program which provides housing and support services and treatment for 6 chronically homeless individuals who are diagnosed with a disability, including substance abuse, mental illness or other disa-bility. /The LDCHA leases six units at 834 Kentucky Street in Lawrence. Each participant

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mailto:[email protected]

undergoes an evaluation leading to an individualized program and treatment plan. Pro-gram implementation, supportive services and case management are carried out by a coordinator. Treatment services are provided by the local mental health and substance abuse treatment agencies. Program Budget The 2016 HUD approved budget for HOPE Building is $98,880 (excluding required agency match) broken down as follows: Leasing $42,796 Supportive Services $33,644 Operating Costs $16,592 Administration $5,848 Submission of this letter of intent is acknowledgment that the agency Board of Commis-sioners fully endorses this application for funding, agrees to participate in program re-views performed by KSHC and/or HUD, and is willing to sign such a Memorandum of Understanding (MOU) binding the agency to this contractual responsibility, participation and obligation. Sincerely, Shannon Oury Executive Director Lawrence-Douglas County Housing Authority


April 24, 2017

AGENDA ITEM 4E: Resolution 2017-11: Approve 2017 HUD Income Guidelines BACKGROUND:

HUD revises income eligibility guidelines for participation in federal housing assistance programs each year. These guidelines are the income eligibility criteria for all programs operated by the LDCHA.

Low-income is defined as 80% of the median family income for an area, subject to ad-justments for areas with unusually high or low incomes or housing costs. Families with gross household income above low-income guideline amounts are not eligible for LDCHA programs.

Very low-income is defined as 50% of the median family income for an area, subject to specified adjustments for areas with unusually high or low incomes. The LDCHA’s MTW Agreement requires that 75% of all families admitted to our Public Housing and Section 8 Housing Choice Voucher programs be very-low income families.

Extremely low-income is defined as the greater of 30/50ths (60 percent) of the Section 8 very low-income limit or the poverty guideline as established by the Department of Health and Human Services (HHS), provided that this amount is not greater than the Section 8 50% very low-income limit. It is an income target for admissions originally set by the 1998 Quality Housing and Work Responsibility Act. The FY 2014 Consolidated Appropriations Act changed the definition of extremely low-income to the above. The LDCHA has a waiver on this income target through our MTW Agreement, however 62% of households served by the LDCHA meet this guideline.

CURRENT ISSUE: The 2017 income guidelines were issued to HUD directors and field offices April 14, 2017 and were effective the same day as released. A fact sheet giving the new guide-lines is attached. These guidelines represent an across the board average 5% decrease over the 2016 income guidelines for the very low (50%) and low (80%) income limits. The extremely low income limits are set at the poverty guideline for Douglas County for the first time. The LDCHA must formally adopt the new guidelines by resolution of the Board. BOARD ACTION: Approve Resolution 2017-11.

RESOLUTION 2017-11 April 24, 2017

BE IT RESOLVED that the Board of Commissioners of the Lawrence-Douglas County

Housing Authority (LDCHA) adopts the 2017 HUD Income Limits Guidelines as pre-

sented to the Board of Commissioners this 24th day of April, 2017.

NOW THEREFORE the Board of Commissioners does hereby approve Resolution

2017-11.

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY

FAMILY 30% OF 50% OF 80% OF 100% of

SIZE MEDIAN MEDIAN MEDIAN MEDIAN(Extremely

Low)

(Very Low) (Low)

1 $14,950 $24,850 $39,800 $47,950

2 $17,050 $28,400 $45,450 $54,800

3 $20,420 $31,950 $51,150 $61,650

4 $24,600 $35,500 $56,800 $68,500

5 $28,780 $38,350 $61,350 $74,000

6 $32,960 $41,200 $65,900 $79,500

7 $37,140 $44,050 $70,450 $85,000

8 $41,320 $46,900 $75,000 $90,500

110 % OF FEDERAL FAIR MARKET RENTS FOR DOUGLAS CO. , KS.

0 BEDROOM 1 BEDROOM 2 BEDROOM 3 BEDROOM 4 BEDROOM 5 BEDROOM 6 BEDROOM

$598 $704 $930 $1,353 $1,638 $1,884 $2,129

FMR 2016 FAIR MARKET RENTS

$544 $640 $845 $1,230 $1,489 $1,712 $1,936

Lot Rent Pmt. Std $338 SRO FMR $408

MTW MIN MTW MAXMTW PMT

STDFLAT RENT FLAT RENT FLAT RENT FLAT RENT

FLAT

RENT

RENT RENT MAX SUBSIDY EDGEWOOD* SCATTERED

SITES 3&4

SCATTERED

SITE 6

SCATTERED

SITE 7

BABCOCK &

PETERSON I

Studio $185 $435 $598 $500

1 $185 $435 $704 $473 $388 NA NA $630/545

2 $215 $500 $930 $632 $520 NA NA $775

3 $255 $575 $1,353 $935 $807 $808 $804 NA

4 $275 $665 $1,638 $1,137 $990 $990 $989 NA

5 $315 $690 $1,884 NA NA $1,150 NA NA

EFFECTIVE: 1/1/2011 1/1/2014 1/1/2017 1/1/2017 1/1/2017 1/1/2017 1/1/2017 1/1/2007

*Adjusted for reasonable utility costs

PROJECT 1 BR 2 BR 3 BR 4 BR 5 BR

Edgewood $39 $44 $49 $54 NA

Sites 3, 4 $124 $156 $177 $201 NA

Site 6 NA NA $176 $201 $220

Site 7 NA NA $180 $202 NA

Site 8 $125 NA NA NA NA

EFFECTIVE: 1/1/2017

INCOME GUIDELINES FOR ADMISSION

EFFECTIVE 04/14/2017 as published by HUD, AMI $68,500

VOUCHER PAYMENT STANDARD - Effective 1/1/2017

RENT SCHEDULES: Moving To Work (MTW) & Public Housing Flat Rents

BDRM SIZE

CURRENT PUBLIC HOUSING UTILITY ALLOWANCE SCHEDULE

April 2017 Last Revised COMBINED FACT SHEET - 2017

Select a different county or county equivalent in

Kansas:

Select any FY2017 HUD Metropolitan FMR Area's

Income Limits:

Or press below to start over and select a different

state:

FY 2017 I�� L�� D�� S��

HUD.gov HUD User Home Data Sets Fair Market Rents Section 8 Income Limits MTSP Income Limits HUD LIHTC Database

FY 2017 Income Limits Summary

FY 2017 Income Limit

Area

Median

Income FY 2017 Income Limit

Category

Persons in Family

1 2 3 4 5 6 7 8

Douglas County $68,500

Very Low (50%) Income

Limits ($) 24,850 28,400 31,950 35,500 38,350 41,200 44,050 46,900

Extremely Low Income

Limits ($)* 14,950 17,050 20,420 24,600 28,780 32,960 37,140 41,320

Low (80%) Income Limits

($) 39,800 45,450 51,150 56,800 61,350 65,900 70,450 75,000

Selecting any of the buttons labeled "Explanation" will display detailed calculation steps for each of the various parameters.

* The FY 2014 Consolidated Appropriations Act changed the definition of extremely low-income to be the greater of 30/50ths (60 percent)

of the Section 8 very low-income limit or the poverty guideline as established by the Department of Health and Human Services (HHS),

provided that this amount is not greater than the Section 8 50% very low-income limit. Consequently, the extremely low income limits

may equal the very low (50%) income limits.

Income Limit areas are based on FY 2017 Fair Market Rent (FMR) areas. For information on FMRs, please see our associated FY 2017 Fair

Market Rent documentation system.

For last year's Median Family Income and Income Limits, please see here:

Prepared by the Economic and Market Analysis Division, HUD.

FY 2017 Income Limits Documentation System -- Summary for Douglas County, Kansas

1 of 1

FY 2017 I�� L�� D�� S��

HUD.gov HUD User Home Data Sets Fair Market Rents Section 8 Income Limits MTSP Income Limits HUD LIHTC Database

FY 2017 Extremely Low-Income Income Limits Calculation

The Quality Housing and Work Responsibility Act of 1998 established a new income limit standard based on 30 percent of median family

income, which was to be adjusted for family size and for areas of unusually high or low family income. A statutory change was made in

1999 to clarify that these income limits should be tied to the Section 8 very low-income limits. The preliminary 30 percent income limits,

therefore, are calculated as 30/50ths (60 percent) of the Section 8 very low-income limits.

The FY 2014 Consolidated Appropriations Act changed the definition of extremely low-income to be the greater of 30/50ths (60 percent) of

the Section 8 very low-income limit or the poverty guideline as established by the Department of Health and Human Services (HHS),

provided that this amount is not greater than the Section 8 50% very low-income limit.

The first step in establishing the Extremely Low Income Limit is establishing the preliminary 4-person income limit. This is derived by

multiplying the 4-person Very Low-Income limit by 0.6 (30%/50%) and rounding the product to the nearest 50. The calculations are

as follows:

Area4-person

Very Low-Income Limit

Preliminary 4-person

Extremely Low-Income Limit

Douglas County, KS $35,500 $21,300

1.

Preliminary Low-Income Limits for each person size are calculated, and compared to the poverty guidelines as established by the

Department of Health and Human Services.

Preliminary Extremely Low-Income Limits

Table (a)

Area

1-person

70% of 4-person

Limit

2-person

80% of 4-person

Limit

3-person

90% of 4-person

Limit

4-person

5-person

108% of 4-person

Limit

6-person

116% of 4-person

Limit

7-person

124% of 4-person

Limit

8-person

132% of 4-person

Limit

Douglas

County, KS$14,950 $17,050 $19,200 $21,300 $23,050 $24,750 $26,450 $28,150

Table (b)

Area

HHS

1-person

Guideline

HHS

2-person

Guideline

HHS

3-person

Guideline

HHS

4-person

Guideline

HHS

5-person

Guideline

HHS

6-person

Guideline

HHS

7-person

Guideline

HHS

8-person

Guideline

Contiguous

United States$12,060 $16,240 $20,420 $24,600 $28,780 $32,960 $37,140 $41,320

2.

If the poverty guideline is higher, that value is chosen.

Poverty Guideline Adjusted Extremely Low-Income Limits

Table (c)

Maximum of Table (a) and Table (b)

Area 1-person 2-person 3-person 4-person 5-person 6-person 7-person 8-person

Douglas County, KS $14,950 $17,050 $20,420 $24,600 $28,780 $32,960 $37,140 $41,320

3.

The poverty guideline adjusted Extremely Low Income Limits are checked to ensure they are not greater than the Very Low

Income Limits (50% Income Limits).

Very Low (50%) Income Limits

Table (d)

4.

FY 2017 Income Limits Documentation System -- Income Limits Calculations for Douglas County, Kansas

1 of 2



Final Extremely Low-Income Limits

Minimum of Table (c) and Table (d)



Calculator For Determining Extremely Low Income Limits For Families With More

Than 8 People

Technical Problems or questions? Contact Us.

FY 2017 Income Limits Documentation System -- Income Limits Calculations for Douglas County, Kansas

2 of 2


April 24, 2017

AGENDA ITEM 4F: Receive LDCHA Quarterly Demographic Report BACKGROUND: Staff compiles a report of the demographics of the various LDCHA programs for each quarter of the fiscal year. This can be considered a snapshot of the pro-grams when the report is compiled and may help to identify trends over time. The report includes the number of units under lease, basic household composition, household composition by race or ethnicity (this is voluntarily self-reported), in-come information, and the status of the heads of household of both current ten-ants and those on the waiting list. Pie charts have been included to better illus-trate selected statistics. CURRENT ISSUE: The Quarterly Demographic Report is attached. BOARD ACTION: Receive report.

DEMOGRAPHICS OF LDCHA PROGRAMS

2017 First Quarter

As of April 5, 2017

DESCRIPTION TOTAL PERCENTUnits Under Lease by Program

Standard Section 8 Units and Port-OutsSection 8 Units 754Port-Outs 6

Total Standard Section 8 Units and Port-Outs 760 60.5%Section 8 Portable Vouchers Administered (Port-Ins) 0 0.0%Public Housing Units 356 28.3%HOME Units 44 3.5%New Horizons 6 0.5%Clinton Place Units 58 4.6%HOPE Units 4 0.3%Peterson Acres II (that are not vouchers) 8 0.6%New Hampshire (that are not vouchers) 2 0.2%Oak St (that are not vouchers) 0 0.0%Douglas County Reentry Program Vouchers 2 0.2%Baldwin Units 4 0.3%Next Step Vouchers 3 0.2%Safe Vouchers 9 0.7%Total Units Under Lease by Program 1,256

All Active Tenants (Excludes Port-Outs) 1,250

Active Section 8 TenantsSection 8 Units: Non-VASH 716Section 8 Units: VASH 38

Total Active Standard Section 8 Tenants 754 98.2%Port-Ins 0 0.0%Douglas County Reentry Program Vouchers 2 0.3%Next Step Vouchers 3 0.4%Safe Vouchers 9 1.2%Total Active Section 8 Tenants 768

MTW Households 434Average Gross Income: MTW Rent Structure Households $23,761

Heads of Household by GenderMale 355 28.4%Female 895 71.6%Total by Gender 1,250

Couples 73Family Members 2,486Children 959Average Age of Children 9Average Family Members/Household 1.98

Heads of Household by RaceWhite 920 73.6%Black 203 16.2%Indian/Alaskan 66 5.3%Asian/ Hawaiian/Pacific Islander 15 1.2%Mixed 37 3.0%Other 6 0.5%Declined to Report 3 0.2%Total by Race 1,250 100.0%

SUMMARY 1 4/5/2017


2017 First Quarter

As of April 5, 2017

Heads of Household by EthnicityHispanic 57 4.6%Non-Hispanic 1183 94.6%Declined to Report 10 0.8%Total by Ethnicity 1,250 100.0%

Household Gross Income by Area Median Income (AMI)0% AMI To 30% AMI 774 61.9%31% AMI To 50% AMI 360 28.8%51% AMI To 80% AMI 107 8.6%81% AMI To 99% AMI 6 0.5%100% AMI And Over 3 0.2%Total by AMI 1,250

Gross Income Household Average: All Active Tenants $17,443

SUMMARY 2 4/5/2017


2017 First Quarter

As of April 5, 2017

40

28%

72%

Heads of Household by Gender

Male Female

74%

16%

5%1% 3% 1% 0%

Heads of Household by RaceWhite Black

Indian/Alaskan Asian/ Hawaiian/Pacific Islander

Mixed Other

Declined to Report

62%

29%

9%

0% 0%

Household Gross Income by AMI

0% AMI To 30% AMI 31% AMI To 50% AMI 51% AMI To 80% AMI

81% AMI To 99% AMI 100% AMI And Over

G R INCOME CHARTS 3 4/5/2017


2017 First Quarter

As of April 5, 2017

Status*Section 8

Vouchers Pct

Section 8

VASH Pct

+Public

Housing &

Affordable

Elderly Pct

HOME

City /

State /

New Hor. Pct

Clinton Place

& Baldwin Pct HOPE Pct Total Pct

Elderly 215 29% 10 26% 120 33% 7 14% 30 48% 0 0% 382 31%

Non-

Elderly,

Disabled

122 17% 17 45% 101 28% 26 52% 8 13% 1 25% 275 22%

All Other 393 54% 11 29% 145 40% 17 34% 24 39% 3 75% 593 47%

Total 730 58% 38 3% 366 33% 50 4% 62 5% 4 0% 1,250 100%

*Includes Port-Ins and Douglas County Reentry, but not Port-outs.

+ Includes Units at Peterson Acres II rented under Affordable Senior Housing Sliding Scale Rents.

** Includes Units at Clinton Place and Bert Nash Building for Independence

Elderly 46 17% 44 34% 0 0% 23 27% 0 0% 113 23%

Non-

Elderly,

Disabled

96 35% 45 35% 8 80% 42 50% 0 0% 191 39%

All Other 129 48% 41 32% 2 20% 19 23% 1 100% 192 39%

Total 271 55% 130 26% 10 2% 84 17% 1 0% 496 100%

Pct

Active Tenants by Head of Household Status

Waiting Lists by Head of Household Status

Status Total Pct

General

Housing &

Incoming

Portable

Vouchers Pct

HOME City

/ State Pct

Clinton

Place &

Baldwin Pct HOPE Pct

Babcock

Place &

Peterson

Acres

ACTIVE & WL TABLES 4 4/5/2017


2017 First Quarter

As of April 5, 2017

31%

22%

47%

Active Residents By Elderly/Disabled StatusAll Programs

Elderly Non-Elderly, Disabled All Other

29%

17%54%

Section 8 Residents By Elderly/Disability Status


33%

27%

40%

Public Housing Residents By Elderly/Disability Status


E-D CHARTS 1 5 4/5/2017


2017 First Quarter

As of April 5, 2017

40

23%

38%

39%

Waiting List By Elderly/Disability Status


14%

52%

34%

HOME Residents By Elderly/Disability Status

Elderly

Non-Elderly, Disabled

All Other

48%

13%

39%

Clinton Place Residents By Elderly/Disability

Status

Elderly

Non-Elderly, Disabled

All Other

E-D CHARTS 2 6 4/5/2017


April 24, 2017

AGENDA ITEM 4G: Resolution 2017-12: Approve Disposition of Obsolete Computer Monitors

BACKGROUND: The LDCHA Disposition Policy requires the agency to bid out excess property; if the property has no scrap or salvage value and a purchaser cannot be found, a statement is to be prepared listing the prospective bidders solicited and all other efforts made to sell the property, together with recommendations as to the manner of disposition. This statement is to be referred to the Board for its approval. CURRENT ISSUE: At the March 2017 meeting, staff requested approval of the Board to dispose of a list of items, many of which were computers, printers and other electronic equip-ment. The timing of the request was in anticipation of the City’s free electronic recycling event which is usually held in April. The date has since been announced as May 20, which allows one more Board meeting before electronic recycling will occur. In early April, the LDCHA received a donation of 11 used 19” flat screen computer monitors for staff use, which has allowed several staff members to replace their old, low-resolution 17” monitors with a better version. Additionally, some obsolete monitors were in storage at RSO and have been brought to the main office for disposal. Most of the monitors still work although several are showing signs of failure. The agency has offered the monitors to a contractor who declares they are of no value, and so is seeking authorization to allow staff to bid on the working monitors. The agency further requests approval to add any monitors which are not pur-chased by staff to the items which have already been approved for disposal at the City of Lawrence’s spring electronic recycling event. BOARD ACTION: Approve Resolution 2017-12 if appropriate.


BE IT RESOLVED that the Board of Commissioners of the Lawrence-Douglas County Housing Authority (LDCHA) approves Resolution 2017-12: Approve Disposition of Obso-lete Computer Monitors, as presented to the Board of Commissioners this 24th day of April, 2017. NOW THEREFORE the Board of Commissioners does hereby approve Resolution 2017-12.

1 Monitors for Disposal Spring 2017

LDCHA Obsolete Computer Monitors for Disposal Spring 2017

Inventory #

Item Disposition Date

Purchased

Original Purchase

Price

9420 Cybernet 14.5” LCD Monitor Employee bid or May 20 electronic recycling 12/1/2005 N/A

9430 Planar 15" LCD Monitor Employee bid or May 20 electronic recycling 9/15/2004 $ 370

9511 ACER 17" LCD Flat Panel Monitor Employee bid or May 20 electronic recycling 3/10/2006 $ 279

10072 ACER 17" LCD Flat panel Monitor Employee bid or May 20 electronic recycling 12/29/2006 $ 279






BOARD OF COMMISSIONERS MEETING

April 24, 2017

AGENDA ITEM 5A

Executive Director’s Report 2017 Funding Update Congress returns to Washington from spring recess on April 24, members will have only four full legislative days before the current continuing resolution (CR) – which is funding the federal government at fiscal year (FY) 16 levels – runs out. In order to continue funding the government after April 28, Congress must either pass a full-year CR for the remainder of FY 17 or a “cromnibus” bill in which some committees receive new FY 17 appropriations while others remain funded through a CR at FY 16 levels. There is strong bipartisan sup-port for passing the completed FY 17 Transportation, Housing, and Urban Development (THUD) appropriations bill as part of a cromnibus package. But controversial proposals to provide funding for a border wall and block federal grants for sanctuary cities could be added to the spending bill, which have the potential to derail negotiations and result in a full-year CR for all agencies or potentially a government shutdown. Clinton Place Rent Increase In March, staff submitted a utility analysis and a recommendation for an increase in the utility allowance for Clinton Place. The LDCHA received the attached automatic rent in-crease from the Kansas Housing Resources Corporation, which also approved an in-crease in the utility allowance. The monthly contract rent for this development will in-crease from $634 to $647 and a utility increase from $66 to $72 per unit beginning in September. Chair Star signed this request and the new Rent Schedule and it was re-turned to HUD. PHAS Score for FY 2016 – High Performer The LDCHA received a score of 92, which would result in the LDCHA achieving High Performer status without our MTW designation. Per the LDCHA Moving-to-Work Agree-ment with HUD, the LDCHA is allowed to maintain our High Performer status and not be officially evaluated pursuant to the Public Housing Assessment System (PHAS), which is why the designation is listed as “MTW Agreement”. Director of General Housing Eric Sader has resigned as of April 21 from the agency because he is relocating to Indi-ana. He was an extremely valuable member of management and he will be greatly missed. The job announcement has already been posted and applications are being accepted. Management would like to enter into a consulting contract with Mr. Sader for him to assist with the transition when a new director is hired. He would be compensated at $34 per hour. Additionally, the ED would like the authority to offer a new qualified candidate up to step 11 for this position. The Personnel Manual states that the all new positions should start at Level one, and gives the ED permission to increase that three steps. This position is so critical to the agency that a higher level of compensation is necessary to secure a qualified candidate.


BOARD OF COMMISSIONERS MEETING

April 24, 2017

Information on Resident Training in 2016

In 2016, LDCHA Resident Services directly assisted one Public Housing and seven

Section 8 participants with continuing education and vocational training. We spent a to-

tal of $3,785 on the following trainings courses:

Registered Nurse (RN) at Neosho County Community College,

Business Office Certificate at Johnson County Community College,

Application and license fees for RN, Pharmacy Technician, and Home Daycare,

one CPR / First Aid Certification, one Certified Nurse Aide (CNA), and one Van

Go Arts,

In addition, we assisted three clients with driving school and three clients with ob-

taining proper work attire.

U.S. Department of Housing and UrbanOFFICE OF PUBLIC AND INDIAN HOUSING

REAL ESTATE ASSESSMENT CENTER

Public Housing Assessment System (PHAS) Score Report for Interim Rule

25.00

Total Financial Score Unrounded (FASS Score - Audit Penalties)

2. Audit Penalties

PHAS Total Score

Capital Fund

Late Penalty Points

PHAS Indicators

PHA Name:

PHA Code:

Lawrence/Douglas County Housing Authority

Fiscal Year End: 12/31/2016

KS053

ScoreMaximum

Score

Report Date:

Designation Status: MTW Agreement

40

25

25

10

36

25

21

10

10092

0

Initial publishedPublished 04/13/201704/13/2017

04/13/2017

1. FASS Score before deductions

Financial Score Details

Submission Type:Maximum

Score

25.00

25.00

Score

0.00

Unaudited/Single Audit

25.00

90.00

10

5

10

2. Timeliness of Fund Obligation Points

MaximumScore

40

Occupancy Rate:

Timeliness of Fund Obligation:

Capital Fund Score Details

3. Occupancy Rate % 97.29

4. Occupancy Rate Points

Total Capital Fund Score (Fund Obligation + Occupancy Rate):

1. Timeliness of Fund Obligation %

5

Score

5. PHAS Interim Rule website - http://www.hud.gov/offices/reac/products/prodphasintrule.cfm

Notes:

3. "0" FASS Score indicates a late presumptive failure. See 902.60 and 902.92 of the Interim PHAS rule.4. "0" Total Capital Fund Score is due to score of "0" for Timeliness of Fund Obligation. See the Capital Fund

2. Due to rounding, the sum of the PHAS indicator scores may not equal the overall PHAS score.

1. The scores in this Report are the official PHAS scores of record for your PHA. PHAS scores in other systems are not to berelied upon and are not being used by the Department.

25

25

5

5

10

Management

Financial

Physical


April 24, 2017

AGENDA ITEM 5B: Receive 2016 Financial and Compliance Audit Report. BACKGROUND: The 2016 Financial and Compliance Audit was conducted from March 27–30 by Randal Niewedde and Jeffrey Wiens, CPAs. BOARD ACTION: Receive 2016 Audit Report.

1 Riverfront Place, Suite 700 N. Little Rock, Arkansas 72114 800-890-7058 www.lindseysoftware.com

April 6, 2017

Lawrence-Douglas County Housing Authority

Attn: Ms. Shannon Oury

RE: Status of Current Audit Findings (December 31, 2016)

Dear Ms. Oury

We appreciate the hard work you and your Housing Authority provide for the Lawrence-Douglas

Community and for the housing industry as a whole. We value you as a customer and thank you

for your business.

Due to the nature of the findings on your audit report I have conducted a review specifically

addressing the financial findings noted and offer the following:

1. GASB 68 – Combined Deferred Outflows and Deferred Inflows ($162,683). We have

reviewed this issue and concur with the auditor. However, it must be clarified that based

on the audit entries provided this finding resulted in a Zero effect on the Housing

Authorities financial status. This finding has no effect on any financial ratios HUD uses

to measure the financial health of the Housing Authority and is a reporting presentation

issue.

2. GASB 68 – Contributions made to pension plan after the measurement date

($25,758). We have reviewed this issue and concur with the auditor’s findings.

3. GASB 65 – Resources transmitted before their eligibility requirements are met

should be reported as a liability ($146,140). We have reviewed this issue and concur

with the auditor’s findings.

4. The accrual of Administrative Fee ($13,550). We have reviewed this issue and will

need some clarity from the auditor. If the auditor is calculating the Admin fees for the

entire year and not taking into account that HUD usually settles up every quarter then the

accrual of admin fees may be overstated. As a general practice, HUD funds the Admin

fees every month which usually leaves any accrual to be immaterial in nature. As of

February 2017, the Housing Authority has received $6,083 in admin fees. We have not

received any document to indicate which period these fees are related to. This amount is

less than the proposed accrual of $ 13,550. We will post the proposed AJE, however we

request that the Housing Authority be mindful, we have not received any final settlement

from HUD and this amount may need to be revised.

5. HOME Grant Funding. After reviewing the grant we concur with the auditor’s

findings. However, please note because the grant does not commence until 2017, it will

be important to clarify if the grant is “Pass-Through” Grant from a federal funded

program. If so, the grant may be under the provisions of the US Treasury Management

which means the funds need to be spent in a timely manner and in accordance with

guidelines outlined under the Grantor Agency and the Office of Management and Budget

(OMB). In addition, because the grant is coming from the County and if the Housing

Authority report is included in the County Audit report, it will be important that at the

1 Riverfront Place, Suite 700 N. Little Rock, Arkansas 72114 800-890-7058 www.lindseysoftware.com

end of the County’s fiscal year end and the Housing Authority’s fiscal year that this grant

is properly reconciled to ensure there is no differences between what the Housing

Authority is reporting and what the County may be reporting.

6. Required to report investments at market value. Even though the amount is

immaterial in nature we concur with the auditor.

7. Employee Benefits not properly Allocated between Admin and Maintenance

(Clinton Place). We concur with the auditor. Please note, as a general rule, allocation

methods and amounts are best if specifically outlined in any budgets prepared. Please be

sure all budgets prepared adequately support these specifics so as to ensure costs are

properly charged out.

Other Matters: FDS “State and Local Governments” – I have noted in the audit report, the

Housing Authority has an entity named “Douglas County Housing Inc.” Currently this entity is

as a Not-For-Profit entity under the FDS column “State and Local Governments”. This has been

reported as such through previous audits. We are requesting some clarity from the auditor on

this matter. It is of our opinion that any activity for the “Douglas County Housing Inc.” be

reported under the FDS column “Component Units.”

Finally, I want to comment that Lindsey Software takes pride in the accounting and software

services provided to our clients. We do recognize when we do make errors how this can cause

undue stress and anxiety to all parties involved. We will take steps to ensure these errors are not

repeated. We wish to continue to work in partnership with your staff, your auditor, and HUD to

ensure your financial reports are correct.

In the meantime, if you should have any question on these matters or any other items please feel

free to contact me.

Sincerely,

Will Lewis

Vice President

Lindsey Software

1 Riverfront Place, Suite 700

North Little Rock, AR 72114

501-372-5324 x149

WL 4-6-2016


April 24, 2017

AGENDA ITEM 5C: Resolution 2017-13: Review Section 8 Funding Issues and

Approve Cost Saving Measures and MTW Initiative Priorities

BACKGROUND: The LDCHA Section 8 funding is still not final but because there is a good likelihood that it will be less than staff anticipated in its budget planning. The agency needs to institute several cost saving measures. HUD announced that it is unlikely that the 2017 final funding will be available until July. If a full year Continuing Resolution is enacted, HUD estimates the funding would have an estimated proration of 94%, the current LDCHA Section 8 Budget sets the proration at 95%. HUD recommends that housing authorities project leasing and spending based on the 94% proration. This would result in the LDCHA receiving $50,412 less than estimated. CURRENT ISSUE: As the LDCHA did in 2013 with sequestration, the issuance of Section 8 vouchers will need to be suspended and restrictions placed on port-outs that increase the agency’s Housing Choice Voucher costs. Attached is an outline of the steps that can be adopted to reduce the agency’s Section 8 costs. The current adopted Section 8 Budget has a deficit projection of $78,470, which was to be covered by a transfer of HUD held reserves. At this point HUD is not providing the shortfall funding that should be available to the LDCHA, so the agency’s access to these funds is uncertain. There are several options to address the funding deficit with voucher costs. There are other options to reduce agency administrative costs. BOARD ACTION: Review and approve Resolution 2017-13 if appropriate.


April 24, 2017

Lawrence-Douglas County Housing Authority

Cost Saving Measures

Voucher Program Changes

No Section 8 vouchers will be offered to the General Housing waiting list until suf-

ficient funding is allocated.

For on-going voucher holders:

LDCHA will not approve outgoing portability (voucher holders who want to move

outside of Douglas County, KS) unless the housing authority in the other jurisdic-

tion will absorb the incoming voucher or has a voucher payment standard that is

lower than LDCHA’s. The LDCHA will notify the households of these measures in

briefing packets and by tenant letter when a port is requested. The LDCHA will

keep any request open for consideration for 6 months, and if the funding is prorated

at a higher than 95% and provides sufficient funding for ports, the agency will con-

tact the household and start the port process.

Requests to issue a second voucher to families separating so both parents can

keep housing assistance will be denied.

MTW Initiatives

Institute a freeze on all MTW Initiatives that required payment to a third party un-

less the obligation had already been incurred or committed to by March 1, 2017,

except Activity 09-5, the Homeownership Match.

Potential Additional Cost Saving Measures

Place a hiring freeze on 2 vacant positions, but fill the vacant General Housing

Director position.

Salary freeze for 2017.


Implementation of Appropriate Cost Saving Measures and

Suspension of Certain MTW Initiatives for 2017

BE IT RESOLVED by the Board of Commissioners of the Lawrence-Douglas County Housing Authority (LDCHA) that the following cost saving measures and suspen-sion of certain MTW initiatives will be implemented for 2017 to address the current funding shortfall:

Suspend the issuing of new vouchers as participants leave the Section 8 program until such time as there is sufficient funding to meet the obligation.

Suspend port-out of vouchers to jurisdictions with a higher payment standard unless that jurisdiction will absorb the voucher.

Institute a salary freeze.

Institute a hiring freeze for two open positions and any additional open positions until funding is sufficient to fill these positions.

Suspend MTW Activities that require third party payment, except Activity 09-5, the Homeownership Match.

NOW THEREFORE the Board of Commissioners does hereby approve Resolution 2017-13.

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