Memo- May 11, 1999 Work Session
MAY-136-1999 11;15 PM HOPKINS.HRA 612 979 13441 P.132
. Hopkins HRA
Memo
Tal Honorable Mayor and cn.y Council
From. Karen Skepper, PubliC Housing Manager
DMeI 05106199
"- May 11. 1 999 Wort<. Session
Karen Skepper, Public Housing Men80er wUl be present at the May 11, 1999 city Coundl Work
Session to dlscuBS the Quality Houslng and Work Responsibility Act ThIs piece of federal legislation
will, over the COUI!:S of the next two years, transform the way Housing Authorities operate.
Attached is 8 summary of the Ad including the implementation dales. The first pages of the summary
detail actIVitIes that became effective on October 21, 1 a98_ Many of these components were optional
in the pest few years and the Hopkins HRA Is already in compliance. The majority of the Ad. will
It become effective on OCtober 1. 1999. This is where the HRA will need to focus In the upcoming
months,
.
. Pugs 1
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Advocate A_..: PHADA Summary of Changes to the Public Housing and Section 8 Program Page 1 of8
,.
The Quality Housing and e
Work Responsibility Act of
1998
PHADA Summary of Changes to the Public Housing and Section 8
Programs
The table below contains a summary of the "Quality Housing and Work
Responsibility Act of 1998," The table is not all inclusive -- it is intended to
offer a look at provisions that affect housing authority day-to-day
operatlons,
The summary focuses on those areas that wil1 undergo change as a result of
the law's passage For example, the table does 110t contain all of the
"eX1:enders," or the mandatory and voluntary adjustments to income
calculations, These provisions were in effect prior to the adoption of the
law and were made pennanent by its passage Other topics requiring more
in~depth coverage (demolition and disposition, sIte revit:alization,
homeownership, and co n version of pub lie housing to tenant-based
assistance) are not addressed here, e
The law srates. that, in general, the amendments made by the act will apply
beginning October I, J 999 (earlier if specified in the law or if regulations
are finalized), Although a few of the provisions became effective at the
time the law was enacted most will not be implemented until HUD
develops regulations, In three instances -- the formula for the operating
fund, the fonnula for the capital fund, and the procedures for funding
Section 8 renewals, Congress directed HUD to meet with HAs and others
to devise the regulations,
Fundin2 Issues Program Effective
Capiwl FUJld :!Beginnjilg fiscill ~";'ear 200-{i. HUD wi II ;;Uocate public hOllsing financial Public 10/1199
and Operating :Iresources to HAs IhroLlgl1l\\'O "f'lllll:lS_" the C:Jpitill Fund :lnd the Operaling HOllsing
FUl\d :F\lnd. HUn will c~lc\llnle the nmOlll1l 10 be ;"llloc;'\led 10 each HA Ilsing !
fonnul:lS d~\eloped by f he Department ,lIld HAs through negolinted ,
nIlell1:U<lllg HlJD Il\:IY extend the cITccli\'e dille of thc operating formula tip I I
I I
\0 si~ mOll[hs "ifsllch ildditiol1:'lllillle is nCCCSSilr)' to impJc1I1enl such I I
'fan llUI:\. " i
!
Capital Fund will include fUllds for ;'icli,'ilies stich ns dc\'e1opmenl and i
\\\odernl!l\1 ion of p\lblic hOllsing. \';1CilJlCy redllcliolL defcfTcd nmiJllcllilllce. I I
I I
I 'code compliance_ m:m;'lgemelll lmprOVeI\\ClIls.. demoliliOIl and repl:lCtlllelll. I
r~sidenl rdOC:llio II , capil:ll illlprO\Clllellls 10 ;'iSSISI \\,;th s.ecuril)' ;\I\d self- ;
S\lmCICIlC~ progr:\llls, :Ind homcowllcrsliip_
n..................- '~~ -. ,
Opcr;llin~ Fund re50\lrc~s nr~ for Ihe lIlanagemelll and operation of public , e
hO\1si Ilg llLlil 5, i IlChldl ng prC\'CIlI h'c llli\itllCI\;\J\CC, ;Illli-crime/dnlg nctivitics. i !
ser\'ice coordi n:Hors, SIlPPOI1 of residell! im'ol\'cl1IClll. illsllmllCc COSIS. energy i :
costs. costs :'\Ssoci:lled Wil^ Ihe COlllillllllil)' sCfyicc requiremellt nppropriale I !
coSlS for 11l1.",ed-fin;\l1ce projects. aud repnymCl1l or debt for rell:lbilil.Hioll I I
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Adyoc~te A,.: PHADA Summary of Changes to the Public Housing and Section 8 Program Page 2 of 8
activities,
. Fungibility: A) BegiMing with iimounts appropriated for fiscal year 2000. . A)lO/1/99
HAs Illlly use up to 20 percent of their capital funds (or operating activities.
E) Sltull!. norHroubh:d HAs may combine amounls from either fund for any B Em ti
eligible nctiviry_ This option is I!.v:lilnble only to agencies thill own or opera(e ) ec ve
"less than 250 public housing dwelling uuits_" noW
Capita] Fund ; Sa~'ings from c.ncr~' con!Sc.n'.Uion .. HAs are to receive "the full financial Public LO/l/99
and Operating I benefit from any reduction in the cost of utilities or WilSIC management" Housing.
Fonnllla: i resulting from eOllse.r"l';lliol1 improvcl11el\lS ill public housing projects as a
: pnn of Ihe opernting fund forl1luhL
,
Provisions !
Rel:ltillg to HA I Increases in rentullncome n Additionally, the law direCls l.halthe
Lncome i10pernllllg fonnula be designed 10 encourage HAs 10 hdp residellls increase
Illleir ellmed income, HAs are 10 "benefit from increases in sucll rental
I illcome." This income must be lIsed only for low-income housing or to
I benefit residelllS.
Ilnc:ome from joint "enturl.!S or consortill .- Any income generated will not
I reduce the HA's funding (except as indicated in the operating ftll1d fonllula
i and lhe capiml fund forUlllla).
--. .' ... ' .,.
Mi~ed.Finallee ! HAs may use c,lplt;tl fund ilssist,UlCC for a mixed-finance project. To the
Public Housing :lc:".1:el1! IhM income from such :l project reduces. public housing operating
i coslS_ the HA Illay use these Sn\'illgS to "rellt pri\';\[ely developed dwelling I
'11,lllli[S in the neighborhood of the mLxed-fin:mce project" These UllilS are to be I
~~pied by low-income f:l.1l\ilies,..eligiblc for public housing, _ '
Drug I HAs may :tpply for a l-ye.,lr gram thai will be retlewed for up to 4 additional PUblic lO/l/99
Elimination ~'ears if nppropnnliolls are avail<tblc and the HA is meeting the requirements Housing
_ Grant of the grant nnd other performal\Cl: t1leaSmes, Depending on the amO\lots
_ llppropri;tled and "olher fnctors" HUn may increase or decre.1se the amount
I of Ihe origiual grflnt :l.nd the amOlllll allocated in subsequenl yenrs, HUD is [0
! give :lpphcnnts lhnt ""illnse the grallls to continue or expand aClivities" an
i eligibility preference while nOI precluding the seleclion of agcncies with
i "urgenl or seriolls crime proble",s." HAs mny fonn consortia to apply for
'dnlg eliminaliOIl grants,
ThreeAlllolHh The del:iy in reiSSlIlI.I1ce of cenificares :'lnd vouchers was not e~1ended this Section 8 Repealed
Delay in ye:'U'_ This provision WaS first inslilllled ill the Balanced Budget
Reissuing Do\mpnymenr Act of 1996 and was subsequently e:oaended in each year's
approprintiol1S, Howc,<er. it was nOI extended for lisenl ye..1r 1999 and is
dlerefore 110 longer in etrect.
Section 8 ,Subject 10 :lppropri:\tioIlS. the law requires HUD \0 renew nil e:xpiriug tenant- Section 8 \HUD
TeU<111t.Bnsed :ibased ACTs using flll inflation factor based all local or regiol\j\1 f~ctors. 11\ required to
Renewalsnddilioll, Hun is to redefinc Ihe <lIlIOnlll ofassisrill1Ce provided 10 ench HA i issuenoLice
i ,b:lsed 01\ Ihe <lcHml number or families assiSled as of Occober I, 199/ (with I (/by 12fJ 1/98 i
I upward adju511l1CnlS ror iucremenla I and addilioll:ll f;1milies illllhorilCd after : 'i I
October t. 1<)97, l Final reg\1hHiol1s are 10 be deyclopcd through negotiated I ,
,inllemaking "UOI Jnler Ih:ll1 one rear :iftcr 1 he d:1.le of the ClIacl\l\em of lhis I :
I I~ct " ,
! ," . " !
'IAdministr:lti\'eThe fee stOlclnn: implelllclHcd III Public Lnw IO.t-Z04 (1997 Appropriations) ~ Effective
Fees lis made penll:'lllenC ;n lhis law, It relterntes the splil fees oC7,65 percelll. of INow I
! 'rhe base allloun1 for the firs! 60lllcn:J.ll!.bflScd ullits :Jl1d 7 percell! for the I
! unil5 above 600. The b:lse :l1110I\lI\ is \ he 5.'"l1l1l:: liS in the prc\'lolls law, As is, I
: Cllrr~III'" Ihe Case. He'D may 1Il:l\.:.~ :1.1\1\\1;\1 :ldjllSll1lCIIIS (ollIe bilSC amOllOI J
_.... >r. _._~'~,~.,~~~~~<11~~) G~.s_ ~~~ Ilg \~.Ig.C ~2.}~~,~r UobjcC(h::,I~: }ncasllrabl~ .?;\I:l!' I I i
. OlltioJl:!' ,o\ffcctill~ HA 0 r-~:Lnh:aliu"
Home Rille Under lh~ dCIIlOllSIr:lli;ll. [oc:]l go-vcnuilcl1ls may apply IQ HUD ;0 receive i[publiC jlElIeclive '
IFle,~ible Grant .he f\lnding Iha! lh~ D~pllnll1clll would olherwisc allocate 10 the local HA for !IHollsing II no\\'. I
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Advocate A,..: PHADA Summary of Changes to the Public Housing and Section 8 Program Page 3 of 8
Demollstration opernting federal housing programs. The amount made available to the anc:1 however, .
Program localilies panicipaling itllhe demonstration "shall be equallo the sum of the Sectioll8 HUD must
flmOllll(S of covered assiSlilJICe that would otherwise be IUllde. ;'\vnill'lble wIder develop the
[he proviSlOllS of this Act to the public hOl1sing agency for the jurisdiction." program,
Jurisdictions receiving the fUllding arc. required to operate the housing
progr"l\l under the s..'une ten\\s :\nd cOllditions tkl\ npplied \0 the HA.
However. the Iii\\' grnllls HUD ill1!hority to waive any teoll or condition if it is
I "npproprinre [0 e~rry out the purpose of the dellloIlstmlion..." The
Idemonstration is limited to 100 jlulSdicliolls during the 4-year period 1999
throngh 2002_ LOCrtlilit~ with high perfonning HAs are not eligible to
I participate in the demOllS\rntiOIl, HUD 111(1)' approve panicipation for up to
55 jurisdictions thnt are home 10 troubled HAs and up to 45 participants Illay
:Icome fToll! conunul\ities with st:lJ1dard performing HAs,
=-= ;.:rtr:!............ ~...~... ~~
!v1..ixed. Fill:\llceiiHAs ilIa)' provide cilpilal fHnd or operming fund ilssistllllce 10 mixed-finance Public UpOtl
IPublic Housing Ilprojecls ill lhe Conn of laMS. gr"nlS, guarantees or olher invc:.:lme11ls_ Unils Housing Issuance of
'assisted fTon1 these funds musl be operated tlnd maintained as public Regulations
housing.
Consortia and A)Two or more HAs mn)' form a consortium 10 Administer any or all housing Applies to 10/1199
Joim Ventures programs B)An H.A. may form <I\1d opcriltc wholly-mvncd or controlled HA, nO{
s\lbsidiilries (i nduding l\onprofi IS) which l1lClY be comrolled by the same progra.l\\5'
persons who nre oonrd mcmbers, ll\illl:Jgcrs. or slaff of the,HA HUD is [0
specify (he minimum reqllirelllel1ls for the fonllillioll !Iud Opcr<'llion of
Ilcol\sonlfl :1.nd joint \eIllHrCS,
- , ^
HA Mongnges iiWith HUD nppr~\';'lL HAs Illay grallt olhers a secflrity interest "in <1ny public Public
__.'_ " !lh01.lsing proj:ct or ot!l~r-2roperi)' oflll~ p~.lblic hOllsing_~~," Housing
IGeneral Program Operuting Pru\'isions _.,.
Non-Cilizen I A teclullcal change to Stnl\llory langungc eliminates lhe option that HAs had Public Effective A
I to "OPI-<Hlt" of applying rest fictiolls to assisting noncitizen hou5lng HOUS\tlg now ..
R. [applicauts and panicipallls, Effective with the passage of tl\e act, HAs must & Section
eqwremen n........ ' I I . . S' fl. de' 8
o toO I l~gJn (a app y t Ie pro\-,slons of eellon L 1-10 tIe Housmg:lIl OllunulUIy
P U I De\'eloplllefl1 Act of 1980, 1n JIlly of [')95. HUD issued II guidebook on tbe
req\liremems, The guidebook i:; enlitled "Restrictions Oil Assistance to
NOllcitizCllS" 7~65. 7.
Federal !.Repenled. HAs 1lt3y set up :\ system of preferences for occup.'1ncy based on Public upc.aled
Preferences 'lIoc<,1I housing needs and priorities, Housing
"
~ &~~
8
Income IEvery fiseal ye,.", e<lch HA 1l1\l51 reserve a minimulll of 40 percem of ilS Public ~ffcclive
Targeling Ipublic hOll;ing new adntissiolls for families "whose incomes do not exceed 30 Housing now
lpercem of tlle area median income,"
!E\.'ery fisc~1 ye.'lr. e.1ch HA mus\ reserve [1. minimum of 75 percelll of its Section 8
':Section 8 nt'\\' ndlllissio~lS for ["!\lilies "whose Incomes do nOI.exceed .30 I \
'-percent of Ihe ;1rea llledl:1l1 Illcome," HAs [hM e_xceed the SectIon g larget \, :.\
l1In~'. ill S01l1~ CirC\llllstnllCeS. npply ;l ponioll of the excess [0 the publlc::;i I I
' __ --' housing l;lrgelillg goal. _ . :
!Ineome Mi.xing III re:'lchillg the llen admissiolls l;Jrgets, HAs me required 10 :woid Public I I
i coucelllr:llillg \'er:- low-income f;lI11ilie:; in cenaiJl public hOlLsing prnjects or Housing !
i in cen:!in buildings :.\dditiotl:!lly. HAs IIlllsl work 10 dccOI\Celllrille poven.y , I
\ III public hOlisil1g To :lchie\'c this gO,l1. the 1<1\\' rcqllircs HAs 10 bring ! I
I "higher illCOlllC lel1;,\n[s 111\0 lower illcome projecls :lnd lower income len:IIIIS I I '
: into higher illcome projects h HAs are pcnnillcd 10 offer IIlCClIli\'cs 10 I ' :
_.. f:llndics ~~.~~.:~5' d~C~~~~lllr:llioll :~I,~~OI\lC l1\i:-;jn~:..,..,..~, ,J...~ r :
:Sitc-B:lsed K-\s 1lI:1Y \\I:1ill!;\ill \\:1itil1g lisI5 for pllblic hOllsing by e.slablishing:1 S) stelll ::Ptlbiic '1011/99 -
IWnitillg L15t$ llIlder "Inch :lpl'lic;ll1(S 111:1~ :\l1pl~ direcll> lo:\ par1icul;\r proje.C\ or I\\:\Y liHollsing :..
I d~slgnnle:l p:lnic.\II,:u project ill \\ 11ich Ill:: \I ish 10 reside Procedures must 1'1 -;! I
~ __,_C~?,~~~.E2_~\~~!1_~I~,CI\ II nglll~ ;,\Ild r:"r hOl1sll1g I;]\\,$ ~l j
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'Advocate A...: PHADA Summary of Changes to the Public Housing and Section 8 Program Page 4 of8
~
.
Tenant }-!A's righl 10 request criminAl b~ckgrOlll\d inf'onnatlon is expanded to Section 8 1011/99
. Screening and include applicants for 1<=113111- and project-based Section 8 programs. HAs are
Eviction authorized to process criminal history requests from owners of privately-
O""'lIed. assisled prcpenies ill I he HA's jurisdic:lion and Ill:\}' charge: the owne:r
I a re;lSOl\able fee for lhe service, Allhough leilani-based property Owners
I retnin Ihe responsibililY for screeniJlg remerS. HUD m<ly esmblish applicant
screening c:riterin for HAs.
The Iilw requires HAs 10 prohibit :\dllliss:ionlo feder.J.1 hOllsing programs for Public 10/1/99
any household th:\[ includes an individual "subject 10 a lifctime registration Housing
requirement under 11 Slale sex offender regislration program." HAs are and
directed to conduct criminal background checks on applicants thai include a Section 8
check to delennine whether the applicant is subject to the lifetime
regiSlralioll.
\ fI.1b[ic
I HAs also gnil1 the riglll to oblnin infonn<lliOIl from dn.ag treatment facilities Effective
:regardil1g applicants to public housing, The informalion I1IlIst he "solely Housing now
'IrelCllcd to whether the <lpplic:ull is currently engaging in tbe illegal use ora
lrol\trolled s\lbsl,mce, " The law specifies Ih:lI this provisions "shall lake effect
I upon enactment <1nd "itho\1lthe nccessi{}' of guidance from, or any
=.... I~g\llntion issued by. lhe Sccrelary,"
r nca me rlo,...-incom. fomili". HAs wilh r.w" Ih... 250 public housing .",il, moy
Provisions Ile.."l.Se a dwelling to an ovcr-iucolllC f<lmiJ}' if Ihcre are 110 cligible applicants.
The renl cannol be less Ih<'lll the cost 10 operate .he lInir.
I - _
!fB) HA'I are required ro dillreg:lr'd, for twelve monlhs_ rhe enmed income of Public 10/1/99
:lfamily 1lll:l\1bers who were ullc;llplo~'ed for ;J ye<lr or more and arc now Housing
:lemp!Oyed: r.,mily members whose emplo;mlelll income increases as a result, {Section 8
I of panicipalioll in any family self-sufficiency or job training progr:tm: or
Ilfllmily members who were receiving T ANF benefils In lhe lasr six months If funds
e i and whose e."Inled income increa5~s. During the following rwelve months the are made
fa.mily's rent may be increased by 50 percent of (he <l.mOlll1l [hat would have available)
been in effect without tIle disregard. 1nstenJ.' of the disregard, qualifying
famifies may ask rhe HA 10 set up an escrow account.
':11.1
C)lncome changes resulting from wclf:l.re program requirements. 1) Ita PubUc 1)10/1/99
family's w~lf:lte benefits are lowered due to the family's failure to comply Housing
,..;th progrnm requirements. Ihe HA !\lust not reduce the family's rent. 2) & Section 2)Effecuve
HAs are nOt to consider a loss of bene filS due 10 the expiration of lifelime 8 now
time [imil as a failure 10 comply and Ihe HA I1msr lower the lena11l'S ren!. 3)
II the fnmily's: benefit!> me reduct:d because of fr.lUd. the HA must lIot lower 3)Effectivc
the relt!'
now
Minimum Rem HAs are. to set n minimulIl mOlllhly renl ill "nol lUore than $50 per lllO II lIt " Effective
I The 1:]\\ specifies thnt the minil\1\I1ll rent includes the utility allowance. flOW
1 H!!-!dship e:-.:emptions aeply, ",,',
Fla[ Renls 'ITlle lilw requires cilch HA 10 establisll a fh.1 rem for each public hO\lsil1g Public 10/1/99
!\lI\iL rile flat relllll1\1St be based on Ihe v<lllle of I lie unil and designed so thaI Housing
il does 110! discollmge f:1milie5 workillg townrds economic self-sufficiency. 1 I
~.' 'It"_. 'I,. _.. -.... ..
Family Choice Each y~nr. e:lch public hOllsing f;lUlily Ill:)y choose 10 have their relll bnsed
lor Rent olllhej(lf'IlIu/n merhod or nJ7ar nmoullf S~l by the Hk For fhmilies electing
Amaulll .:the Oal relH_ the HA is re(')uircd 10 ree;o,;;\Ininc lhe f<lmily's income;\I le:JSI
I ouce e,'ef! three ~eilrs. (Rules regarding the minimutll rem apply.) HAs th;ll I
\ :llrt!ndy h;1,'e ceiling rellls or n:1I rents in pl<lce nl:lY continue to charge Ihese I
relllS bUI lIItlst give r.:sid~I1!S ,he opponunil)' 10 choose, I
.....1"/, =~ iI ...r.
Tr:l1\siliona) For lltl: pc::nod from CII;lCll1lCtl! to the tillll: whell the capil;11 rind opcfilling Pllblic I Effective
ICeiling Rellts formulas are implc:lI1elltcd. HA.s lI"l~' cOlllinllc existing ceiling rClllS "thai ; HOllsing 1110w
I
.
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Advocate A.., PHADA Summary of Changes to the Public Housing and Section 8 Program Page 5 of8
~
Ceiling Rents Housing now
reflect the reasonable market vlllue of the housing but not less than tlle
monthly cost to operate Ule housing," Additionally. under new langu..'1ge ill ..
lhe law, an HA may establish ceiling rents for family housing (housing not
predomil\:llely elderly or disnbledl at a reasonable rate but "not les~ than 75
percent of the "the monthly cost to oper<1le the hOUSlllg," Units designated for
I elderly or dis.1bled ill;]\' 11.1\'e rellt5 se! fll 100 percent of the monthly cost 10
Ilopert'lIe the UllitS, A deposi [ 10 <l repl.1CCll1Cllt reserve l1wy be a part of the
1\\1\ol1tlll)' c;;ost cnlculallol\. All11e HA's discretion. a deposit to <I replacemenr
.reserve Ill:'lY be :l p:ln of the llIomhly coslS under either method,
FamiI) Self- HAs nre 110t requited 10 e:\pand their FSS programs when rccclving new Public
Sufficiency \ ns,islance in public hO\lsing or Section 8. However, for those agencies that Housing
were required 10 hn\'!' <1n FSS progrnm. the statute continues the requirement. & Section
\ Tile required size of lllc progr;]111 is decrcnscd for c,ach family thilt "fulfills its 8
obligations under the COlllr:lCI of panicip<ltiol1." HAs may choose 10 continue
:l tocal FSS program.
ConununilY !iEnch adu!1 resident of public hOUSing muSl COtHribule g hours of community Public i 1O/l/99
Service i.servlce per month 10 the COl1\l1Hlllity in which the family resides. Exempled Housing
Re(')lIirel11enl [!1Ire those who are employed_ elderly. disabled. participating in <Ill ccol1onlic
iisdf sufficiency progrnJll. excll1ded from (he slate's work requiremcnts. or
!jenrollcd in a qUillifying stiltc progralll, The HA l1lU5111\Onitor fnulily's
i,complinnce :'I.1\11\1:llly ?l\d if Ihe fnlHil)' f<'lils 10 comply. the HA muSI not
Ilrellew the lease llnless the fmuily ;Llld lhe HA ellter into all agreemenlto
Ibrin~ the resident curn::11t with owed hours,
Residents ;!F;'lch go\'erning bC'l3rd of e<lch HA sh:lll conl:\in "not less than one member Public
Serving on i~'" i, d;,,,,', ""i,,,d b,. rhe HA" ,"d who "'" be eleoted by ,he ,,,ideo'" Housing
HA.'s Boards I .'rceprion.<; Slilles that require board I11cll1bers to be salaricd find serve on il ' & Section
full-time b:'lsis, HAs \\1th less 11\:\1\ 30G PH units may be exempted if the HA 8
I notified reside1\! ~d,'isory bonrd of the opportunity aLld \\;lh\1\ reasonable e
\ :illle lhe,reSlde~1l nd\isory bonrd has lIolnolif1ed the HA orimy residenrls
ll1tcresl III serVIng
Definitions I Pason "..irh Disabilifh.!5; no individual shall be considered a person with Effective
j,disabilltics. for p,urposes of eligibility for 10w.j Ilcome housing under {Ius litle, now
;Isole!l. olllhe baSIS of ;my dm~ or ",!collol dependence.
PelS in P\lblic IIA resideM mny own or h,lYe present cne or morc COlllmoll household pelS ill Public Upon
Housing "n p\lblic hotlsing dwelling lInit. The HA llIay establish re."lsonablc Housing publication
IlreQllirelllentS including a nominal fee 71l1d n pet deposit. In additiOll. the HA of final
}llay requi re ill1 escrOw :lccount for arher costs l10t covered. HAs ha....e tlle regulations
ilrighf to sellimits on the number of nnilllnls in a unit and may prohibit types
!"of 1I11imnls tl1m are c1nssitied ns d;lllgerolls Indi"idual Mimats. based on
Ilcer\<lin faclors. including the size and weigbt of lhe anil\\:\l may be rejected
liby the HA. HAs l1lay de\'eJo['l 01 ber reslriclions based on lhe size and type of
it'll! ild i ilg or projecl or other releq111t conditions, This seCiion takes cffect
,upon the d;lle of I he fi flal regul:1tions are issued .1fter nOlicc and opportunity
'.for public comment.
HOllsing HQS ;"ire sl:ll1d:lrds for safe alld habil:lblc housing cswblished 1) by l-fiJD or Sectioll 8 10/1/99 I
QunlifY ,2) by IOC:lll\Ousing codes or by codes :\dcp\ed by Ill!; H.A that meet or exceed I
S'nndnrds .HQS, HQS standards I1111St not sc\'erely restrict housing choice, The \
'Depnnlllelll Jl1n~ W:1I\ <: IlIe sl:llld:'lrd re('jllircllICIlt to signiticillllly incre.'1se
;:'lccess 10 affordable homing_ e:'\c.epl \\ here such Will\'er could nd'..ersely affecl \
I ,lssisted fal1lilies,
c:1ch public hQllsing. ';0111r:1Cl wid, HVD 1\1ust SllIle 1\1:'1\ lhc HA willmaiulain Public ,
public hellStll!', ul1its ill cOl1lpll:'\llce \\'11h sl:llldards lh:ll11\eel or c;o..;ceed Housing I I
i hOllsi I\g, L'!nllli IV $L:llIdJ rds tHQS). HUD U\;IY decide whclhcr SIiW~ or 10c;'\1 i
codes IIlC~[ or c,",ce,d HQ$, I :1
! \ i .
~~..==.:1.~"""'~~=--.-=-==-=-=...=..=..=:=E~. __" "'""1.JIlo.\_~_.r~.... ~....='
iPublic Honsillg Thc 1:1\\ directs HL U (0 includc lIel\ iIldic:Hors ill PH1\.1AP New crileria (0 ~ ; I
I '
IM:'l.llngelllenl be ~\'alll:\t.:d illdlldc Ih..- HA's pcrfOrlll<lIICC in prolllotillg [lIc economic self. I
IAssessl\l~l\1 sllfTiciC!llc\' or resid~J\'5, how crrccli\'cly [he HA ill\'oh'~s rcsidell's ill thc I !
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'. . Advocate A.,,: PHADA Summary of Changes to the Pub\ic Housing and Section 8 Program Page 6 of8
Program ndm)nistnuioll of public housing. whelher tIle HA has Rnd administers an
. effective screening and eviction strHtegy alld involves local govenuuent
officials nnd residents ill implel\lellling tbe stnnegics, and [he extenl to
which {he HA is, provid.ing "ncceptable basic housing conditions."
Occupancy Tile law direCIS HUD to publish occupancy standards that provide g\lid~mce :PUblic HUDis
Standards for falllilial Sf:\tlls discriminalioll complaints under [he F:lir Housing Ac[ Houslt\g required to
"which in\'ol\'e an occllpallc~\' standard established b)' a hOllsing provider," and publish a
The Depnnment is [0 publiSh the notice ill tile Federfll Register within sixty Section 8 notice by
d:1Ys after CHilclmem and it 10 is to contain "the specific aod unmodified 12f20/98
stand,lrds" frolll rNl)'s General Counsel's Memorandum from March 1991.
TIllS memOrAndum stales liI,'ll "<Ill occupancy standard 110 more restricti....e
Ilh... '00' ,,"00 P" .,..,,,.,,"" pI..' ooe' " ",,,,m,,bl, ...d ,""n'd b. pre~.."ed
lawful. abSel\1 special circumstauces,1\
I The law prohibits H\.-l) from "directly or indirectly" establishing national
,occup<lnC\' s;landllrds,
BA Plan Requirements: 5.-Year Plan and Annual Plan
Residem HAs mllSI establish a. residel\t ndvisory board [0 make recommendations for Public 10/1199
Advisory Board the HA's llllnu;lI plan, The HA must consider Ihe board's recolllmendations Housing
and submit them to HUD :Jlong wilh plan, An HA may be exempted from & Section
eSlabl ishiug a resident board if Ihe HA demonslrntes fhnt <In existiug resident 8
\Orgn1\i14Iioll represellts lhe illlcres[s of residenlS and the grollp can perfonn
the review nl\d reco\1u\l~l1daliol1 fUllctions,
HA 5-year Plan HAs ar~ to develop a ;'i-year pl<l1\ thm Slntes the HA's mission and [he
~I~~ency's goals and objc:ctiv.e~. '"'- Public
HA Annual The HA's allllual plan mnst address: 1) Needs, how the HA willmcet tlle HUD is to
Plan: Content needs of lmy-incomc and very low-income families: 2) Finan.cial resourccs, Housing publish
how the HA \villllse its resollTces: ]) ElI~ilJility. selection and admissions & Section interim rule
e llOlidcs for public housing tlnd Section 8 assistnnce including: A) waiting 8 120 days aier
\ lists. (including site-b:Lsed waiting IiSlS) ;md B} the policy for passage of
decOl1cemf:1tion of lower-income familics: -4) Rent determinations: 5) the act, final
I Operation and management. maintenance llnd management procedures rule by
I including lh~ prevelllion or erndicmiol\ of peSI iufestation. including
icockrollches: 6) Grie,'ance l\fOCcdures: 7) ClIlJ)ital improvcmenrs necessary 10/1/99
110 ensme IOllg-u:nn \i:lbility of the HA's projects: 8) Demolition and
disposition. l\ description and timetable for ltousiug that the HA will
demolish or dispose of 9) Desi~nalcd houslng pla.n! for elderly aDd
disabled r~milic!l: 10) COhvenion of publi~ housing including A) a
description oflhe units the HA is rCCJ\lired to or is vo1UlHarily convening 10
lel\:4l1t~based :'lssislnnC'e. B) an analysis of units required 10 be converted, a.nd
C) a stillellltl1t regarding assist:mce [0 be llsed with such conversions; 11)
I Bomeowner!ihill. iI descriplion of <In)' programs: 12) Community service
::and selr-sufridcnc~'. ;) descriplion of A) progroll\1s relfltil\g to services and
I "a\\lenilies_ B) policies or progrnms for Ihe enh:1I1cemenl of the ecollomic alld
, ,social self-s\lfficicnc;. or i\$sist~d families, C) how Ihe HA will compl)' wilh
i the con\lllllniry se/'"\'icc requirC:lI1cl1l: 1;1) Safety ~ml crime prc....ention.lhe
I
I :HA's measures 10 ensure tbe S~rel) of public hOllsing residenls ;'IlId
coordinaliol\ with ;'1pproprime law enforccl\lel\t org:mizatiolls 10 cnrry 011I
::pl~n5~ 14) PClS. policies rcl:lling 10 pel oWllcrship ilt public hOLlsil\g: 15)
::Ci\'i1 righl~ cenlfication. <I cenilic:1\ioll thai the HA will comply with litle \
: "1 of Ihe Ci\il Righls .-XC[ Of 1 %~, the F.1i r HOllsing Act, seclioll SO~ of lhe
I Ri:lIabilil~tioll Act of 1973. :lI1d lille: II of th~ AllIeriC:;llls wi[h Disabililies I
Act. ilHd \\ ill affirlJl,llj\ ch [urther fair hO\lsing. tG) Annu~11 audit, the results\\ 1 ;
,
I of tile I\\OSI r~celll fi:<.;;'\1 ~car iludit o[the public hOllsing :l$CllCY~ 17) Asset I
j :
m:III:ll!l.lml;'lI1. 110\\ lll~ HA willll\;ln;\gc ilS asscls including Ihe.' plan for (he 1
. IOll!;!.lNlll \~p.:r:11 1llg_ ':-:Ipil;ll ill\~SIIllCI1L r.:habilil;\\ iOIl. modernization, and :\ :\ I
dispOSllion: l~) Olher. :Jn~ Oilier illfc'lrJll:lIioll required by law. The law II I, j
dlr~c:ls HLJD 10 issue' :lH illl~rilll nile "not bIer than 120 days ana I ~ ,
: I
http://\VI.V\.l.1,phada,org/house/aniclesl820qhwra,html I 1119/98
612 979 0441 P.09
MF"IY-06~lSl99 11 : 20 PM HOPKINS.HRA
-
Advocate A..,: PRADA Summary of Changes to the Public Housing and Section 8 Program Page 7 of8
ell!1Clmen(" of llle act e
HUD 1ll1I]' develop Slre..:lllllined lUUlunl plan requirements for 1) small HAs
(fewer lh:lll 2:iO HillIs) thnt lire not designated by H1.JD as lroubled. 2) high
performing HAs. llnd J) HAs that l\dmillisler Section 8 only.
Merger of the Section 8 Certificate and Vou~hcr PrOl!:r~mS' -
Payment I!r; the Hew tellanl-based program, HAs lllUSl establish a payment sl;ll1d<lrd between 90 10/1/99
Stnnd;ud and I 10 perccnt oUile fair 111l\rkel rent (FMR.), If the riA's paymelll standard is less Lllan
90 percellt or lllOre rhan 110 percent of the Ftv1:R HUD may require that the HA seek
Depanmellla[ ;Jppro\'al for lhe stnndnrd, HUD is required to mOl1}(or rent burdens and if
!allY paymel1l slnndard results ill a significaut percentage offamiIies paying more Ulan
~~~rcel\t of adjusted income. HUn lIl;]y,~~quire lhe HA to adjust the srandard.
ACe ':Tlle l"w stales that HUD may "pro..ide :lssiSlancc to public hOllsiug agencies for tcn<1m-
Provisions Ilbilsed :lssisl:1.l\ce usillg rhe pilymelll st;Jlldard"," and cst<lblisil <'I set-aside "adjustment
, . _~ pool" o~ up T.o _5 percent 10./ldjusl pn.yIt1Cl~lS 10 H A.s to ensure affordability.
iTcnai-lt Rent 'fSUbjeCl 10 the minimulll rem requiremenlS. HA i'lre directed to calculate the family's renl
I based on whether the gross rent for lhe 1I1l..i1 (including an allowance for ulilides) is less
than or grearer lhan the paY1l1ent sTMdard, For families whose gross rent does not
exceed p()~lnel1' standdrd. the fami Iy pays [he higher of 30 percent of their adjusted
gross income, 10 percellt of U ll<ldj listed incomc, or the: welfare renT. For families whose
,gross rent exceeds p<i:ll1Cnl stalld<'lrd, tlle 1ll0l1thly housing assistance payment (HAP) is
! the amollnt tll;\[ lhe payment slnnd;Jrd t:xceeds the gre.ner of 30 perctnl of the family's
: adjusled ~ross incollle_ to percent of llllildjus:ted income. or the welfare rem.
Elimi [~~ti~1l of IlFor "ollc1'~cr f:\;~lilies 1:,Sing i:thc S;l;';;C ullit or complex wilose gr~ss rent d~s not Effective
the Shopping ile.'I;cecd the paYlllelll Sl<l1ldnrd. HAs :Ire to dClcrmine the relll based 011 the gre.1ler of 30 now
lnceulivc ,perCCII\ of Jdjllsted illcome_ 10 perctl\1 of lIJl:\djusted income or [he applicable welfare
I rel1l
....... " .
Initial Tenant The first time <i famity receives tenalll~b<lsed assisl<lllce under these provisions. the 1011/99
Rem faJluly is prohibited hom paying morc than ~o percent of their momhly adjusted
income for rent.
Denying HAs Illa)' reftlsc to elller iIHO a HAP Conlr.1ct \lrith an OWtler who ref\lses to or has a
Participation to his10ry of refming to tenninate tIle tenilllCy of a family who threatens health or safety of
Owners louler residents, lI1an;lgers. HA ~Illplo)'ecs. or the owner; disturbs (he peaceful enJoymr:nt
of olhers residing in lhe:: i lllm~di:lte vicinity: or enJ;<Iges in dnlg~relalcd or violent
T criminal OC(!\'ilv.
Lease Tenn i The lease is 10 be for n terlll not less tll;"\ll olle YC<ir. e;.;cept tbm the HA can decide to
approve n shoner tenll if it would imp rove housing opportunities and is a, "prevailing
11oc..'ll luarkr.:t practice."
Re(]t1ired Lc.1se The 1e.1se must incorporate bngu.Jgc penniuing (ermination for violeUI criminal
Language I aCliviry, dnlg-related c rilllill<ll <leI [vi ry or ilCliollS tl1,H threaten the he.111h, Mfely, or right
ro peaceful tl1joymwl of I be prellli scs by other tenants. HA employees or others residing
[S'pcction i in the immedi"te vicinir:-' of the premises,
'.Ins.pections are. 10 b.: l1l:\de within fifteen days <lfler receiving a request fro III the resident I
ITi lI1ellnes or landlord HO\le\'cr. HAs ,,'ith 1250 or more f<1l1\illcs me only reCJuired 10 inspecr Llle I
llllj( ill "a rC:lSOllable p.=riod" ;'lfier recei~'illg sllch i'I requesl. How the HA meets these
.\=,- ;&onls is t_o be cOllsider~nm's ~\'a,lllJ!jol~.of thc HA's pCrfo!m;J.lIce.:.,
IHA Late Fecs Tll~ HAP COlllrilCl Ill:l: i Ilelllde ;l laIC fee pro\'isioll :Jsscssing peu<lllics agailt.S1 the HA if
p:\~ Illellls l" Ihe O\qler are not lilllCI~, The penalties ShOllld reneel general COlllllllllUry
I pr;lclice and ttlUSI be p:'Ild frolll ,ldlllinislr<llive fees, Howc\'er. 110 pcnillly sh,,1l be
1 ;illlposed if Ille ri1IC paymelll IS dLle to faClors Ih:lllhc Secret;'!r:- determines /lre beyond
I
I [he control of the Hk ,
:r-
'HA-o.\11ed If:l fatui!; 1e.1SCS;J d\\elling lIni! o\\lIcd by ,111 HA. HUD sh;\ll reqllire.: the unit of I I
I
:Units g~ncrallocll gO\Cflllll~1I1 or another elllj!~ appro\'ed by HUD 10 l\\:1ke required lInit I I e
, Inspections and relit detallllll;,\liolls, The HA Sholl! P;lY for ally expenses ofsucll
I I
I LllSPCCliollS :lnd rCIlI dct~nl1ill:lIiolls, I I
I
~ ..= -.. ""-=-- _;1.",,-:: ..,--------.. =~ I
:Mallu[:\clll red All HA n1:\; 11\akc ;lSSISl:lllce pa;'lIlClllS 011 bchJlr of:l [<Iulll)' llLnI utilizes i1
hup:l/\', "\VW, phad a. () rg/hl1 uselcmic I es/S 20qh wri'l, h t m! 11/19/98
612 979 0441 P. 10
,MRy-e6 1999 11 : 21 PM HOPKINS.HRA
, ,.' I\QVQCate .f\....: PHADA Summary of Changes to the Public Housing and Section 8 Program Page 8 of8
Housing manufac~ borne asa principal place ofresidenc:c. Such payments may be made only
for lhe rental of 11\e real property. The HA shall establish a payment standard (that does
. not exceed amount set by HUn) for delennining the monthly assislance
Relocation of HUD is directed to provide tel1all1~based assistance for the relocation ofwiUltSSes in
Witnesses a.nd connection ,,,ith effons 10 combat crime in public And assisted housing. The relocation
Victims of lUust be a\ the requeSt of a law cnforcemeUl Or pro~cu\ion agen~. In addition, the:
Crime Dep:mmellt is to provide relocatiOIl assistance for public housing families who are
vi9tims of a crime of \'iolence that h:'ls been reported to an appTOprime law enforcement
agency.
Portability HUD is to es\ablish procedures for the compensation of public bousing ageflties dmt
issue vouchers 10 families that move imo or oul of Ole HAls jurisdiction_ Additionally.
the Departmen1 may reserve amounts to compensate HAs for the relocatin.lt families,
Miscell an~ous
Study of The study is to analyze tlle ndvanlages and disadvamages ofvarious metllods Applies to l-tUD to
Metllods for of regulating and evaluating HA perfonnanc:e, The contractor is to look at All HAs execute
Evaluating HAs tIle system currcndy in place. accredimtion models. perfonnance-based
models pro'V'iding for loc.1t residen!. and c:ouununity mONtoriug of HAs. and conU'Set
models using private Comrnc\ors for monitoring HAs. HUD is to request the within 90
National AcadelllY of Public Administration (NAPA) to conduce lhe analysis, days
If NAP A declines:. the Secretary is to select a COI\\raclor lhrough a
competilive prQC~ss.
PRADA Advocate (vol. 13~ number 20, 11/23/98)
CQtl)'ri1;.h1 199R )'h~ Public 1l00.sing ~\ulhor.ilic5 OirCchlnt ~\~rbtioll
p..,minl~ to noprlrr: I:"IY ~)~trlfl'd m.a:erla! n'tlU oe et:1aS-..d by eM\ac:.\rlg
. L,.-ry Manil'l At (20'2} ~~tlo!' 8dvr1~-.o~ ~I
ADVOCATE
.
hnp ://www. phada.org/house/articles/820q hwra, html 1\ /19/98
. May 11,1999
FURTHER ANALYSIS FOR INFORMATION TECHNOLOGY SOLUTION
Staff was requested to investigate further the possibilities for solving the current information
technology needs. Staff believes that the additional analysis supports Peat Marwick's conclusion
that the City hire an MIS Coordinator. Staff seeks authorization to proceed with this hire.
Peat Marwick presented its' recommendation for changes to our current information technology
structure.
> Hire one or two individuals to plan, coordinate and oversee the implementation of
information teclmology systems.
:Y Centralize the information technology budget for hardware, software and services.
::r- Develop a three year information technology plan for applications, hardware, software and
servIces.
~ Develop standards for hardware, software and applications.
::r- Implement a train the trainer concept for Microsoft Word, Microsoft Excel, Microsoft
Access, Microsoft PowerPoint, Microsoft Publishing, Govern Systems, GIS and PACE
. Financial Systems.
Concerns of the Council in regards to the recommendation were:
::r- Costs involved in hiring an individual.
);- Finding the right individual.
);> Hiring an individual for planning and implementation on a temporary basis and than hiring
individual to maintain the system.
Y Paying consultants to do the job.
Attachments:
. Attached you'll find staff analysis of council concerns.
. Draft of MIS Coordinator job description
. MIS Salary Survey
. KPMG's Information Technology Assessment Project Final Report
Lori Yager, Finance Director
. Jim Genellie, Assistant City Manager
1
. The City has a computer hardware and software investment in excess of $1.1 million dollars. To
service that investment the City is currently using existing staff. This has resulted in a low
overall user satisfaction (KPMG Report, page 8). This has also resulted in little work being done
on long term planning, security, and disaster recovery. The City's current situation is analogous
to having no mechanics and having public works employees work on the City's vehicles as they
have time available.
What options does the City have to address this problem?
HIRE TEMPORARY
We investigated the option of hiring a temporary employee for planning and implementation
purposes. We talked with other cities and counties that have had to resort to this option and
discovered the cost to be about double what the full time position cost was or is. If Hopkins was
planning on hiring a full time permanent position at $50,000 a year, an individual hired on a
temporary basis to perform designated tasks within a limited time frame would cost
approximately $100,000 a year. This was the case in two situations that we contacted. The
inflated cost is attributed to the short-term duration of the job.
HIRE CONSULTANTS
. Consultants are currently earning between $75 and $130 per hour for contracted number of
hours. To hire a consultant at $75 per hour to be available four hours a day would cost
approximately $78,000.
FINDING THE RIGHT INDIVIDUAL
We contacted a few cities of similar size to determine what the costs of their Information
Teclmology resources were. Several cities have one to two full time individuals on board. The
salaries ranged from approximately $38,000 to $60,000 depending on responsibilities and size of
city. We feel we have an opportunity to find an individual to meet our needs at a cost of about
$50,000.
WHY A MIS COORDINATOR SHOULD BE HIRED
The most pressing need is for user support. In order to address any user problems some employee
has to stop what he or she isdoing and attempt to fix the problem. This interruption can be for
minutes or hours. Ifhelp is not available then the problem goes unresolved until someone can get
free.
.
2
-
. While user support is the most pressing need, the City needs someone with the expertise and time
to address longer-term issues. The KPMG report specifies a number of areas where planning
needs to be done. Most of these issues, such as security, disaster recovery, and the centralization
of the IT budget would be addressed by the MIT Coordinator. More technical issues such as the
actual process of the transferring :from a Novell network to an NT network may require
assistance :from consultants.
The cost of this position is obviously a consideration. The wages of representative positions from
other cities are attached. Assuming that someone could be hired for around $50,000 the total cost
ofthis position would be approximately $64,000.
The City is currently paying two employees $7,300 in additional compensation for their IT
duties. This cost does not include the hours lost to their regular jobs. The City is also requiring
other employees to assist with IT. These hours are not tracked but the cost is considerable.
Additional costs are also incurred whenever systems are not working.
The City, therefore is currently, spending money on IT support. The problem is that this money
is not being spent efficiently.
.
.
3
-
[Q)~[fu
. Position Title: MIS Coordinator
Department: Administration
Reports To: City Manager
Salary Range: $42,000 - 56,900
INTRODUCTION
The primary responsibility of this position is to provide technical and professional
assistance for the City of Hopkins' information systems. Responsibilities include
planning, network administration and troubleshooting computer related problems.
ESSENTIAL DUTIES AND RESPONSIBJLlTIES:
1) Centralize IT budget for hardware, software, and services.
2) Develop three year IT plan for applications, hardware, software, and services.
a) Reduce the number of platforms.
b) Establish standards for hardware and software.
c) Establish procedures and schedule for hardware and software upgrades
d) Implement centralized software capabilities.
. 3) Administer the Novell and NT Networks including procedure documentation, new
user setup, security, training, management reporting, remote testing & setup, and
system backups/restores.
4) Develop an IT security policy
a) Virus protection and detection controls
b) Password controls
c) System security parameters
d) Security administration procedures
e) Security logging procedures
5) Prepare Backup and Recovery procedures
a} Provide for a remote site storage location for back up tapes.
b) Develop a disaster recovery plan.
c) Test the disaster recovery plan at least annually
d) Review the back up procedures to assure they provide the required retention
guidelines.
6) Install software and hardware equipment
7) Coordinate hardware and software troubleshooting
. a) Process user complaints
b} Resolve less complex problems
May, 1999
[Q)~[?lf
. c) Arrange for service on more complex problems
8) Develop and implement plan for "electronic" city hall
a) Oversee City's web site
b) Develop methods for on-line registration, scheduling, and license application
c) Develop methods for electronic payment of bills
9) Coordinate efforts between departments to ensure an efficient, cost effective
information system.
10)Perform needs assessments relating to equipment, software and training.
11 )Coordinate the purchasing of all computer systems and equipment.
12)Provide or arrange to provide on-going training to computer users on various
software programs.
OTHER DUTIES AND RESPONSIBILITIES
Perform other duties as assigned.
MINIMUM EDUCATION AND EXPERIENCE
1. Technical or college training in MIS/computer functions.
. 2. Technical knowledge of microcomputer hardware and software applications.
3. Two years (4,000 hours) network (Novell and/or NT) experience within the last four
years.
4. Ability to lift 35 pounds.
5. Ability to communicate in a clear and concise manner, both orally and in writing.
6. Ability to explain and write technical procedures and system information in an easily
understood and non-technical manner.
HIGHLY DESIRABLE QUALIFICATIONS:
1. Certified Novell Network Administrator.
2. Certified Microsoft NT Administrator
3. Experience with UNIX operating systems
4. Knowledge of Internet access and WEB page development,
5. Local government work experience.
.
May, 1999
. MIS SALARY SURVEY
City Title Salary or salary range Employees
Supervised
Apple Valley MIS Coordinator 47,400 - 54,000
Blaine MIS Coordinator 56,232
Burnsville MIS Coordinator 48,660 - 61,824 1
Chanhassen MIS Coordinator 40,872 - 61,296 (1998)
Coon Rapids MIS Coordinator 41,748 - 63,936 (1998)
Eagan IT Director 65,000 1
Eagan IT Assistant 50,000
Minnetonka MIS Coordinator 41,300 - 45,893
Robbinsdale IT Coordinator 41,100 - 54,080
Shoreview MIS Coordinator 42,000
Woodbury MIS Coordinator 44,600 - 48,800
.
.
. May 11, 1999
YEAR 2000 UPDATE
The City Council has indicated a desire for additional information regarding the Year 2000 issue.
The League of Minnesota Cities Year 2000 Action Guide has a Checklist for Elected Officials. I
have attached this checklist and provided information on how the City of Hopkins is addressing
the items contained on this list.
If Council Members need additional information regarding this issue I would be happy to supply
it. If Council Members would like to be more involved Year 2000 preparations please let me
know.
It is vital that the City Council has confidence in our efforts to address the Year 2000 issue.
Attachments:
. Checklist for Elected Officials
. . Checklist for Elected Officials - City of Hopkins
. Year 2000 Assessment Worksheet
e
1
--
.
Checklist for Elected Officials
0 Become informed on the Y2k issue - city stoff and loco I government organizations con be helpful
resources,
0 Make addressing the Y2k problem a top priority for your city,
0 Adopt a citywide Y2k policy,
0 Appoint a Y2k proiect coordinalor to head the city's efforts,
0 Discuss Ihe Y2k problem wilh fellow elected officials 01 011 levels of government, especially those
whose operations ore closely tied to your city,
0 Budget 0 contingency to address Y2k problems,
. 0 Hove the city aflorney reseorch legal ramifications of the Y2k problem for your city,
0 Provide 0 central Y2k information resource for the community - city newsletters, direct mailings ond
websites ore good information-shoring fools,
0 Make sure 011 city staff, the medio, residents, and businesses understand the bosics of the Y2k
problem and ore kept informed about the city's efforts,
0 Encouroge residents and businesses to take responsibility for their individual Y2k problems (talk with
their banks, employers, health core providers, etc.J,
0 Ensure that the city's efforts result in 0 citywide Y2k emergency management plan, The plan should
be completed and all city stoff should understand their roles in its implementation before New Year's
Eve, 1999.
.
League of Minnesota Cities ~ A Year 2000 Action Guide
. Checklist for Elected Officials
City of Hopkins
Become informed on the Y2k issue
. Council updates
September 25, 1998
December 17, 1998
December 31, 1998
March 16, 1999
March 25, 1999
April 16, 1999
Make addressing the Y2k problem a top priority for your City
. Progress is reviewed weekly by the Department Heads
Adopt a city-wide Y2k policy
. The City of Hopkins recognizes that the Year 2000 can affect computer hardware
and software as well as any other system or device that contains computer chips
(embedded systems). The City is committed to doing everything in its power to
assure that it will be able to deliver all of its basic services on and after January 1,
. 2000.
The City is also aware, however, that addressing the Y2k problem is a global issue.
Events outside the control of the City may impact its ability to provide basic services.
Although the City believes that major problems will not occur, contingency plans will
be prepared.
Appoint a Y2k project coordinator to head the city's efforts
. Jim Genellie, Assistant City Manager
Discuss the Y2k problems with fellow elected officials at all levels of government,
especially those whose operations are closely tied to your City
. Kelley, Folliard worksession
. Staff has met with Hennepin County, the Hopkins School District, and other cities.
Budget a contingency to address Y2k problems
. The 1999 contingency fund should cover any costs this year. Council and staff can
examine the need for contingency funding for 2000.
Have the city attorney research legal ramifications of the Y2k problem for your
City
. The City Attorney has been provided with information on Y2k legal issues as well as
. the steps the City has taken to address these issues.
. Provide a central Y2k information resource for the community
. City newsletter
. Hopkins Sailor
. City web site when activated.
Make sure all city staff, the media, residents, and businesses understand the
basics of the Y2k problem are kept informed about the city's efforts
. December 2, 1998 Hopkins Sun-Sailor article
. Hopkins Highlights: March/April 1999
. Hopkins Highlights: May/June 1999
Encourage residents and businesses to take responsibility for their individual
Y2k problems
. Hopkins Highlights: March/April 1999
. Hopkins Highlights: May/June 1999
. April 22, 1999 Neighborhood meeting
. May 22 Mainstreet Days
Ensure that the city's efforts result in a city-wide Y2k emergency management
plan. The plan should be completed and all city staff should understand their
roles in its implementation before New Year's Eve, 1999
. . Contingency planning is in progress
.
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