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2019
TCHAO
STATE OF THE DEPARTMENT
By
Wayne E. Pollard, Jr.
Housing Director
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“Nothing will work unless you do.”
― Maya Angelou
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LOOKING BACK
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WAYNE’S WORLD 10 YEARS AGO
Green Packets/Case files
FSS Caseload (1 Staff)
1900 Vouchers
No office celebration
Old Chevy Caprice (Too Embarrassed to Drive)
Limited Teamwork
Paper Inspection Forms
Poor External Relationship
Staff Daily Sign-in Sheets
Daily Annuals Re-certs
Monthly Annual Re-certs
No raises or limited raises
Staff internet privileges removed
Limited office space
Single monitor
Standard SEMAP Performer
Call-In Waitlist Process
No Staff Travel - Conference
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2018 HIGHLIGHTS
High Performer
New Laptops
Successful Father Day’s Program
Successful FSSGraduation/Job Fair
3rd Place United Way (2017)
2018 UW contribution was $4600
98% Lease-up
Successful Implementation of SAFMR
Successful Implementation of Assistance Connect
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2018 AUDIT FINDINGS
Procedures were not adequate to ensure accurate accounts receivable balances
Comparable units were not always used to determine Rent Reasonableness
Escrow payment to a FSS participant without adequate documentation
Duplicate payments were not always resolved in a timely manner
10/04/2019
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Are WE BETTER off Today than
10 years ago?
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STATE OF THE Department
ISVERY
Concerning!
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APPLE CEO, TIM COOK ORDERS HIRING SLOWDOWN
10/04/2019
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2019 CHALLENGES
Government Shutdown
Unknown Funding
SAFMR
Reduction in Staff
No Funding For FSS
10/04/2019
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GOVERNMENT SHUTDOWN
No Funding After February 28, 2019
Communication with All Stakeholders
How will the shutdown affect Participants and Landlords
How will the shutdown affect TCHAO staff
10/04/2019
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SAFMRS
Increased Rents
Increased Rent Increase Request
Review RFTA’s on the spot
Increase HAP – Serve less families - Less AF
10/04/2019
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HOW FUNDING WORKS
HAP vs AF vs Unit Months
Using 98% of HAP or Unit Months
Mon
Increase HAP – Serve less families - Less AF
10/04/2019
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UNKNOWN FUNDING
Limited Funding 2020-2022
Reduce Leasing Numbers
Limit Activities
No Overtime
Limit Rent Increases
10/04/2019
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REDUCTION IN STAFF
We need to cut $50K - $70K
We will not replace positions
Work Expectations Will Increase
Looking for staff that do more task
10/04/2019
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TRANSITIONINGDURING UNCERTAINTY
10/04/2019
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HOW WE CAN STILLSUCCEED IN 2019?
10/04/2019
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10/04/2019
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“Life is 10% of what happens
to you and
90% of how you react to it”.
By Charles Swindoll
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2019 THEME
FOLLOW
THROUGH
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What Does That Mean For You?
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DIRECTOR’S
EXPECTATIONS
FOLLOW
THROUGH
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INSPECTION DEPARTMENT
Enforce HQS
Photography Inspections
Communicate problems immediate
Address Rent Increases/Fraud Immediately
Closely review RR Certification and document.
10/04/2019
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OCCUPANCY COUNSELORS/FSS
Complete Interims ASAP – Work Number
Address Fraud Immediately
Get signed Zero Income Agreement
Address New Hire Report and EIV
Attendance……………..
AFS – Accurate and Timely
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FSS COORDINATORS
Field Visits (4 x a week)
Improve Documenting In Case File
FSS Performance Measurement
AFS – Accurate and Timely
Provide supportive documents for FSS Graduates
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CLERKS/RECEPTIONIST
RFTA’s & AC Involvement
Good Customer Service
Support the Front Desk
Accurate Data Input
Rent Increases/Background Checks
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FINANCE/BOOKKEEPER
TAR’S Project - NOW
Two Forecasting Tool
Timely VMS & Updates
Monthly tracking funding & Unit
Months usage
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LEASING DEPARTMENT
Flexibility
SAFRMs – RFTA Processes
Lock in HAP Contracts Timely
AFS – Accurate and Timely
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QUALITY CONTROL ANALYST
Oversee Fraud Investigations
Increase QC on HCV, FSS, Leasing and
Inspection
Update Admin. Plan- NOW!!!!!
New Hire Report
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EDUCATIONAL TRAINER
Young Adult Program- Generation
House-Keeping
Job Club
10/04/2019
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MANAGEMENT STAFF
Overseeing process – “Trust but Verify”
Handle problems with documentation
Keep Your Director informed…..
BRING SOLUTION TO THE TABLE NOT
ISSUES
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FOLLOWTHROUGH
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THE END