HRA 09-05 Public Housing Assessment System . , . .. " .. . . . . . . . . . . .. . . - __. . .. _ .....
G� OF
NpPKINs
. May 15, 2009 HRA Report 2009-05
� . PUBLIC HOUSING ASSESSMENT SYSTEM `
ProAOSed Action
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Staff recomrnends approval of the following motior�: Adopt Resolution 461, authorizing the .
submission of the Public Housin� Assessment S s�(PHAS)1Vlanagement Certification.
With approval of the action, staff will submit the necessary certification via the internet to the : t �''
Department of Housing and Urban De�elopment:
Over�iew` _
' The Public Housing�Assessment (PHAS) is a comprehensive:tool that measures a puhlic liousing .'
agency based on standards that are based on four indicators:
• Physical Conclition
• Financial Condition
• Management Operations `;
• Resident' Service and Satisfaction ` ! r }
•' As part of PHAS, s ecificall the Mana ement O erations indicator we are re uired to submit
_< . P Y g p , q .
information in relation to property management and maintenance. The submission is done by
utilizing a:'HUD on-line system and is sent electronically.
Sunporting Documents
� • HRA Resolution 461 .
• Management Assessmerit Draft
' Alternatives
The HRA board has the following: alternatives regarding this action: "'
1. Approve the action as recommended by staff.
2. Continue the item for additional information. This wilLresult:`in a late submission that couYd
cause a failing xating for this indicator.
:. Stacy" Unowsky, Public ousing Manager :
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HOUSING AND REDEVELOPMENT AUTHORITY
IN AND FOR THE CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. 461
RESOLUTION AUTHORIZING SUBMISSION OF THE PUBLIC HOUSING
MANAGEMENT ASSESSMENT CERTIFICATION TO HUD.
WHEREAS, the Housing and Redevelopment Authority In and For the City of
Hopkins, Minnesota, (the "Authority") operates a Low Rent Public Housing Program;
and
WHEREAS, the Authority, as a requirement of the Housing and Urban
Development, finds it necessary to prepare and submit the management assessment as
part of the PHAS certification; and
WHEREAS, the Authority has prepared the submission for fisca� year ending
3/31/09; and
• NOW, THEREFORE, BE IT RESOLVED, that the Authori Board of
tY
Commissioners hereby authorizes the submission of the Public Housing Management
Assessment for the period beginning April 1, 2008, and ending March 31, 2009.
Adopted this 19 day of May 2009.
Chair
ATTEST:
Executive Director
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' View Print Full Submission Page 1 of 5
Management Assessment for Public Housing Agencies
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View/Print Fu115ubmission ' �
� PHA Code : MN078 FYE ; 03/3'I Fiscal Year : 2009
' PHA Name : HRA OF HOPKINS, MINNESOTA
, Submission Type : SubmisSioll Status : Draft
Tnbox ( Lr1i� Turna� � C;at�ital I�und ��'�rk (�rders � A��.n.ua1 I�zs�3ectioi� � Seeurrit�- � Fcc�n. �elf-Su�'f'
Sub-Indicator 1: Vacant Unit Turnaround Time
ELEMENT DESCRIPTfON AMOUN7
V12400 Total number of turnaround days 247
V12500 Total number of vacancy days exempted for Capital �
Fund.
V12600 Total number of vacancy days exempted for other 20
reasons.
1 V12700 Total number of vacant units fiurned around and lease in �
I effect in the PHA's immediate past fiscal year.
� Average number of calendar days units were in down
V12800 t�me 5.00
� Average number of calendar days units were in make
v129U0 ready time. 25.00 �
V13000 Average number of calendar days units were in lease up 15.00
time.
V13100 Average Unit Turnaround Days 45.40
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Sub-tndicator 2: Capital Fund
ELEMENT DE C
I S RIPTfON AMOtINT
� Do you have any open Capita( Fund programs(e.g. CGP,
CF10000 HOPE Vt)(Y/N)? Open = any program that does not have yeS
a pre-audit end date or that received a pre-audit end
date during the fiscal year being assessed.
Component 1: Unexpended Funds Over Three Federal Fiscal Years (FFYs) Old
Totai funds authorized over 3 FFYs o!d that do not have
CF10050 a pre-audit end date or that received a pre-audit end $ 0.00
date during the fiscal year being assessed.
Tntal funds expended over 3 FFYs oid that do not have
CF10100 a pre-audit end date or that received a pre-audit end $ 0.00
date during the fiscal year being assessed.
��;f
CF90200 Unexpended funds to be recaptured (enter dollar amt). $ 0.00
CF10300 Unexpended funds approved by HUD over 3 FFYs old � 0.00
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(enter dollar amt).
� CF10400 Unexpended funds with time extensions due to reasons $ 0.00
outside of PHA control (enter dollar amt).
CF10500 Adjusted total unexpended funds. $ 0.00
Component 2: Timeliness of Fund Obligation
CF11100 Total funds authorized for grants over 2 FFYs old. $ 0.00
CF11200 Total funds obiigated over 2 FFYs old. $ 0.00
CF11300 Unobligated funds approved by HUD over 2 FFYs old $ 0.00
(enter dollar amt).
CF11400 Unobligated funds with time extensions due to reasons � 0.00
outside of PHA control (enter dollar amt).
CF11500 Adjusted total unobligated funds. $ 0.00
Component 3: Adequacy of Contract Administration
The date of last HUD/Army Corps of Engineers on�site
CF11700 inspection and/or audit related to contract 12/14/1998
administration (include A133 audit):
CF11800 The number of findings related to contract �
administration.
CF11900 The number of findings related to contract 0
administration that have been corrected by the PHA.
. The number of findings retated to contract
CF12000 administration that the PHA is in the process of Q
� correcting.
Component 4: Quality of the Physical Work
Date of last HUD/Army Corps of Engineers on-site
CF12200 inspection and/or audit related to quality of the physical 12/14/1998
work.
CF12300 The number of findings related to the quality of the �
physical work.
CF12400 The number of findings related to the quaiity of the �
physical work that have been corrected by the PHA.
The number of findings related to the quality of the
CF12500 physical work that the PHA is in the process of 0
correcting.
Component 5: Budget Controls
CF12700 Total amount of Capital Funds expended during the $ 110,227.69
PHA fiscal year being assessed. �
The amount of Capital Funds expended on approved
CF128Q0 work items not subject to budget revisions during the $ 110 ,227.69
PHA fiscal year being assessed.
The amount of Capital Funds expended under budget
CF12900 revisions with prior HUD approval during the PHA fiscal $ 0.00
year being assessed.
The amount of Capital Funds expended under budget
� CF13000 revisions not requiring prior HUD approval during the $ 0.00
PHA fiscal year being assessed.
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Sub-Indicator 3: Work Orders �"""�'1
,,��
ELEMENT DESCRIPTION ANlOUNT
Component 1: Emergency Work Orders
W10000 Totai number of emergency work orders. 14
W10100 Total number of emergency work orders completed ! 14
abated within 24 hours.
W10200 Percentage of emergency work orders completed / 100.00%
abated within 24 hours.
Camponent 2: Non-Emergency Work Orders
� W10500 Total number of non-emergency work orders 447
� W10600 Total number of calendar days it took to complete non- 887
� emergency work orders.
Average number of days PHA has r�duced the time it
W10700 takes to complete non-emergency work orders over the 0.00
past three years.
W10800 Average compietion days. 1,98
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Sub-Indicator 4: Annual Inspection of Dwelling Units and Systems �
ELEMENT DESCRIPTION AMOUNT
Component 1: Annual Inspection of Dwelling Units
A10000 The total number of ACC units. 76
The sum of units exempted where the PHA made two �
A10100 documented attempts to inspect and is enforcing tlie 0
lease.
A10200 Vacant units exempted for Capital Fund. 0
A10300 Vacant units exempted for other reasons. 0
i A10400 Total number of units inspected using the Uniform 76
� Physicai Condition Standards (UPCS).
A10550 Total number of units inspected that did not require 30
repairs.
The number of units where necessary repairs were
completed to comply with UPCS either during the
A10600 inspection, issued work orders for the repairs, or 46
referred the deficiency to the current year's or next
year's Capital Fund program.
A10700 Adjusted units available. 76
A10800 Percent of units inspected by PHA. 100.00% �
Component 2: Annual Inspection of Systems Including Common Areas and Non-Dwelling
Space
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A11100 Total number of projects. 1
� A11200 Total number of projects exempted from the inspection �
of systems.
A11300 The total number of projects where all systems were �
inspected in accordance with the UPCS.
A11400 Total number of buildings. 1
A11500 Total number of buildings exempted from the inspection 0
of systems.
A11600 Total number of buiidings where all systems were �
inspected in accordance with the UPCS.
The number of buildings and projects where necessary
repairs were completed to comply with UPCS either
A11700 during the inspection, issued work orders for the 1
repairs, or referred the deficiency to the current year's
or next year's Capital Fund program.
A11800 Percentage of projects inspected. 100.00%
A11900 Percentage of buildings inspected. 100.00%
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Sub-Indicator 5: Security
� ELEMENT DESCRIPTION AMOUNT
Component 1: Tracking and FZeporting Crime-Related Problems
S10000 �he date that the Board adopted current policies to 01/07/2003
track crime and crime-related problems.
S10100 The date that the PHA implemented the current 01 /07/2003
procedures to track crime and crime-related problems.
The date that the PHA imp{emented a current
S10200 cooperative system for tracking and reporting crime to 01/07/2003
local police authorities.
S10300 The number of crimes that the PHA can document it 5
reported to local police authorities.
S10400 Percentage of developments where PHA can document 100.00%
it tracks crime and crime-related problems.
Component 2: Screening of Applicants
S10500 The date the Board adopted current screening policies 01/07/2003
that reflect the applicable criteria.
S10600 The date the PHA implemented current screening 01/07/2003
procedures that reflect the applicable criteria.
PHA can document that current screening procedures
S10700 result in successfully denying admission to applicants yes
who meet the applicable criteria (enter Yes or No).
• S10800 The total number of applicants denied who met the � .
applicable criteria
Component 3: Lease Enforcement
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S10900 The date the Board adopted current eviction policies 01/07/2003
that reflect the applicable criteria.
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S11000 The date the PHA implemented current eviction Q1/07/2003 �
procedures that reflect the applicable criteria.
PHA can document that eviction screening procedures
S11100 resulted in the evicting of residents who meet the yes
applicable criteria (enter Yes or No).
S11200 The total number ofevictions as a result of the �
appiicable criteria.
Component 4: Drug Prevention and/or Crime Reduction Program Goals
S11350 The number of HUD-funded drug prevention and/or �
crime reduction programs.
� The number of non HUD-funded drug prevention and/or
S11450 crime reduction programs that the PHA requests to be 0
assessed.
S11550 The number of documented program goals that are �
related to drug-prevention and/or crime reduction.
The nwmber of goals the PHA can document it met
S11600 under the implementation plans(s) for any anci all of 0
these programs.
Percentage of goals that the PHA can document it met
S11700 under the implementation plans(s) for any and all of 0.00%
these programs.
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i Sub-Indicator 6: Economic Self-Sufficiency
ELEMENT DESCRIPTION AMOUNT
E10000 The number of HUD-funded economic self-sufficiency � ,
programs.
The number of non HUD-funded economic self-
E10100 sufficiency programs that the PHA requests to be 0 i
assessed. �
E10200 The number of documented program goals that are • � �
related to economic self-sufficiency.
The number of goals the PHA can document it met
E10300 under the implementation plan(s) for any and all of p
these programs.
� Percentage of goals that the PHA can document it met
E10400 under the implementation plan(s) for any and all of 0.00%
these programs.
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Comments or Questions? P/ease go to Technicat Assisfance Genter or Cantact /t�ASS
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