Download Joint Meeting July 15, 2008

Berkeley Housing
Authority
Year in Transition
2007-2008
Board of Commissioners
Berkeley Housing Authority
Joint Meeting
July 15, 2008
City Council
City of Berkeley
Year in Transition
Fiscal Year 2007-08
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120 Day Initial Transition Period
Conditions for Subsidy
Accomplishments
Key HUD Indicators
Management Improvements
Staff Development
Challenges and Opportunities for
Fiscal Year 08-09
Finance Indicators
120 Day Initial Transition Period
• Staffed agency w/Executive Director; temp staff and
consultants from CGI (July – December)
• Procured workers compensation and liability insurance
through Special District Risk Management Authority
• Developed/approved temporary job classifications
(including review with appropriate bargaining unit)
• Developed organizational structure for Authority
• Ratified Council’s position with respect to preserving
union protections for BHA employees
Conditions for Subsidy
• Ratified union protections for BHA employees (post 120day transition period)
• Made required payment on HUD 108 Consolidated Loan
(assumption of the HUD loan is under legal review)
• Projected SEMAP score for FY 07-08 is “Standard
Performer” (60)
• Projected PHAS score for FY 07-08 is “Troubled”
• Identified representatives for “2x2” committee
Conditions for Subsidy (continued)
• Regular monthly meetings; two ½
day retreats
• Annual Presentation to City Council
July 16th
• Mid-year and annual budgets
submitted as required
• Reaffirmed union protections for
employees (June 2008)
Accomplishments
• Achieved minimum 95% reporting rate for S8 family
re-certifications (September); maintained throughout the year
• Public Housing Wait List: accepted new applications, created list of
500 potentially eligible families (December)
• Honored with “2007 Special Achievement in
PHA Administration” award (HUD-February)
Accomplishments (continued)
• Achieved 100% occupancy in RHCP (May)
• Fostered collaboration with Berkeley Police Department; addressed
138 inquiries
• Standardized and simplified process for requesting reasonable
accommodation; processed 72 requests
• Developed class specifications for all permanent, authorized
positions; performed related recruitments
• Improved management of LIPH and RHCP programs: rent collection
and lease enforcement (initiated 3 evictions for nuisance
activity/program violations)
Accomplishments (continued)
• Enhanced communications
with clients
– Quarterly newsletters
– Forms and information posted on
Website
– Updated bulletin boards in BHA
lobby
– Notice to clients regarding
availability of translation services
– Notice to program participants
about “Violence Against Women
Act”
Key HUD Performance Measures
• Established, implemented, standardized new
governance structure
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Adopted regular meeting schedule (and location)
Adopted Bylaws
Appointed committees: Finance, Personnel and Policy
Initiated orientation/training for commissions
Overview of programs and roles and responsibilities of
Commissioners
– Provided NanMcKay handbook on role of Commissioners
– Purchased NAHRO membership for each Commissioner
Key HUD Performance Measures
(continued)
• Adopted Annual Plan (Mar) including
– Comprehensive revision of the
Administrative Plan (S8)
– Comprehensive revision of the Admissions
and Continued Occupancy Policy (LIPH)
• 100% performance of pre-contract
inspections
• Increased performance and reporting
of HQS inspections
Management Improvements
• Annual HAP contract confirmation process with S8
landlords
• Systematic pre-admission criminal background checks
for all adults admitted to programs
• Implemented automated, on-line, verification systems for
various public and private income reporting agencies
• On-line monitoring systems for reasonable
accommodations and administrative hearings
• On-line monitoring systems to track completion of annual
reexaminations
Staff Development
• Training and travel for finance staff and commissioners
to participate in professional training courses
• In-service training with HUD staff on reporting and
income verification systems
• Training, testing and certification for Housing Specialists
and Housing Occupancy Manager
• Focus on employee morale
Staff Development (continued)
• Initialized library of resource materials
– Purchased handbooks for staff from
NanMcKay
– Section 8 Eligibility handbook for all
Housing Specialists
– Administrative Plan and Admission and
Continued Occupancy Policy for all staff
– Developed list of “helpful” internet sites
– Bi-weekly in-service training on various
eligibility factors
Challenges and Opportunities for
Fiscal Year 08-09
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Feasibility study on viability of LIPH Program
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Ensure long-term affordability of large family rental units
Achieve relief from regulatory compliance and reporting
requirements
Complete permanent staffing of all positions
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Review contracting options (e.g. inspection services)
Complete implementation, documentation and training on Elite
software
Further refine HUD mandated policies:
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Limited English Proficiency Plan
Section 3 Hiring Plan
Continuity of Operations Plan
Challenges and Opportunities for
Fiscal Year 08-09 (Continued)
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Evaluate operational
efficiencies
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Initiate a strategic planning
process
Analyze work flow processes
Complete a detailed Standard
Operation Procedure Manual and
train staff
Financial Highlights
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Maintained separate PHA General Ledger
Produced timely and accurate periodic financial reports
Adopted financial policies and procedures
Prepared and Adopted BHA Annual Budget
Procured Independent Public Accountant (IPA) for FY 08
and FY 09
• Procured Comprehensive Insurance
• Capital Funds
Maintained Separate BHA General
Ledger
• BHA-Wide and Individual Funds
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Low Income Public Housing (LIPH) Fund
Rental Housing Construction Housing (RHCP) Fund
Capital Fund
Section 8 Fund
Mod/Rehab fund
Security Deposit Loan Fund (SDLF)
Family Self Sufficiency (FSS) fund
• Emphasys General Ledger Conversion
Produced timely and accurate periodic
financial reports
• BHA-Wide and Individual Funds
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Balance Sheets
Income Statements
Budget to Actual Reports
FAS PHAS Scores
Capital Fund
• Lease-up and Funding Utilization
– Section 8 Vouchers
– Mod/Rehab
• Other Reports as needed
– HUD Specific
• On-time SAGIS Certification
– Internal and External Reporting
Adopted financial policies and
procedures
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Banking
Investments
Petty Cash
Procurement
Record Retention
Utility Allowance
Write-off
– Tenant Receivables
– Physical Assets
Prepared and Adopted BHA Annual
Budget
• BHA-Wide
• Individual funds
• Coordinated with City
Manager’s Office
• Separate Budgets
Submissions for
– RHCP Fund
– Capital funds
Procured Independent Public
Accountant (IPA) for FY 08 and FY 09
• Developed a Request for Proposal
• Identified ten Certified Public Accounting Firms that were
invited to bid on the project,
• Conducted a bidder’s conference to respond to any
questions from proposing firms,
• Reviewed submittals,
• Interviewed the proposing firms,
• Scored and ranked the proposals,
• Developed a staff report with recommendations
• Board appointed Independent Public Auditor for Audit
Services for Fiscal Years ending June 30, 2008 and June
30, 2009.
Procured Comprehensive Insurance
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Procured
Comprehensive
Insurance from
Special District Risk
Management
Authority (SDRMA)
Capital Funds
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Closed Out FY 2004
Obligated all of 2005 and 2006
Expended all allowable 2005, 2006 and 2007
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Administration Costs
Management Improvements
Ensured FY 2008 Capital Fund monies were
allocated in eLOCCS
Acknowledgements
The “Year in Transition” was challenging, yet
rewarding. We wish to thank those who
continue to partner with us to ensure a quality
program for our clients and a healthy work
environment for our staff.
Acknowledgements
• U.S.Department of Housing and Urban Development
Steven Schneller, Public Housing Director
Melina Whitehead ~ Gerard Wendt ~ Jeff Jackson
Claire Garcia ~ Carol Joseph ~ Baljit Khosa
Andrew Nguyen ~ Joyce Prado
Acknowledgements
City of Berkeley
Phil Kamlarz, City Manager
Gail Feldman; Wanda Williams; Angela Gallegos-Castillo (City
Manager’s Office); Robert Hicks; Jenny Chew; Rey Garcia; Sharon
Thygesen; Luis Perez (Finance); Gail Wrear (Auditor); Roxana
Andrade; Roger Asterino; Lourdes Chang; Yolanda Gorman; Carlos
Romo; Tim Stroshane (Housing); Dave Hodgkins; Dave Abel; Paul
Church; Veronica McMath (Human Resources); Donna Lasala;
Lance Brady; Jason Ferguson; Joe Koontz; Ken Plante; Keith
Skinner; Norlinh Stubbs; Dana Westmoreland (Information
Technology); Dennis Ahearn; Andrew Frankel; Andrew Greenwood;
Alyson Hart; Mary Kusmiss; John Nutterfield; Casimiro Pierantoni
(Police); Claudette Ford; Hallie Llamas; Carmela Rejwan; Stan
Norton; Roland Anolin; Harvena Tracy (Public Works); Jay Kelekian;
Debra Hutton; Lillian Mayers; Jacquelyn Morgan; Kathy Lee (Rent
Stabilization Board)
Acknowledgements
Community Partners
Bay Area Legal Aid
Center for Independent Living
Disability Advocacy
East Bay Community Law Center
National Housing Law Project
Acknowledgements
Housing Partners
Affordable Housing Associates
Resources for Community Development
Satellite Housing Inc
Chris Gouig, Alameda County Housing Authority
Mike Pucci, Alameda City Housing Authority
Jon Gresley, Oakland Housing Authority
Tim Jones, Richmond Housing Authority
Acknowledgement
The staff of the Berkeley Housing Authority for keeping the
vision before you and never accepting failure as an option.
Tia M. Ingram, Executive Director
Patricia Baker~ Tilda Barnes~ Rhonda Clark~ Lynda DeShazier
Tracy Jackson~ Veronica Jefferson~ Althea Maybon
Lugertha Smith~ Jayla Soukphaly~ Delania Williams~ Jesy Yturralde
Consultants: CGI, Inc; Eugene Jones; Chris Cristobal
Clarence Block; Charlie Francis
Jennifer Bell ~ James Diamond: Law Office of Goldfarb & Lipman
Acknowledgements
Board of Commissioners
For your commitment, dedication and unwavering support.
Thank you for continuing to challenge us to
strive for excellence.
Carole Norris, Chair
Wise Allen; Michael McBride; Marjorie Cox; Dorothy Hunt
Melissa Male; Adolph Moody