BOARD OF COMMISSIONERS MEETING June 24, 2019 Edgewood Homes 5:30 p.m. AGENDA Conference Room
1. Call of Roll. 2. Approve Minutes of June 3, 2019 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.
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 May 2019 Public Housing Financial Report B. Receive May 2019 Clinton Place Financial Report C. Receive May 2019 Section 8 Financial Report D. Resolution 2019-17: Approve Continuation of the LDCHA as Contract Administrator for the Bert Nash Tenant Based Rent Assistance HOME Program Grant
5. REGULAR AGENDA A. Executive Director’s Report B. Review Draft MTW Plan and Amendments to Admin/ACOP and Approve for Distribution for Public Comment C. Discuss Capital Fund Evaluation Long-Range Plan D. Discuss Late Fee Forgiveness
6. Calendar and Announcements LDCHA offices will be closed Thursday, July 4th for the Independence Day holiday
7. Adjournment MINUTES OF A REGULAR MEETING OF LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING
June 3, 2019 Clinton Place 4:30 p.m. Meal Site
1. Call of Roll Chair Powers called the meeting to order at 4:35 pm. Upon call of roll, the following Com- missioners responded present:
Jamie Davison Maria Duran Walter Meyer, Jr. Ellen Paulsen Joshua Powers
Also present were members of the public James Dunn and Dava Spohn, and LDCHA staff members Beverly Hyatt, Ruth Lichtwardt, and Shannon Oury.
2. Study Session Executive Director Oury presented a PowerPoint overview of the demographics of the res- idents served by LDCHA, and those on the waiting lists. She gave an overview of the types of funding mechanisms available to the agency, and development constraints. There were many questions, and the Board concluded that it should explore several of the specific issues more in-depth at a later date.
3. Approve Minutes of April 24, 2019 Board of Commissioners Meeting Commissioner Paulsen moved to accept the Minutes as presented. Commissioner Meyer seconded. The motion passed unanimously.
4. Receive Comments from Tenants and Public Mr. Dunn commented that the City is apparently being very swift with code enforcement. He said a tenant of his had placed a couch on a porch on a Sunday, and the City had contacted him on Monday to have the couch removed. He also spoke about a tenant of his who was moving and had some incidents with the police. He suggested that it might be good for staff to encourage tenants to write an explanatory letter after incidents like that in order to provide a record if questions are raised about such incidents in the future. He said that he understands something like that might be done through Resident Services. Mr. Dunn also related a story to illustrate the importance of housing providers having backup for situations at which they cannot be present.
5. CONSENT AGENDA 1
A. Receive April 2019 Public Housing Financial Reports B. Receive April 2019 Clinton Place Financial Reports C. Receive April 2019 Section 8 Program Report Mr. Dunn requested more detail on Item 5C. Executive Oury explained that this year’s pro- ration from HUD was unexpectedly high, and the agency is working on a revised budget to incorporate the surplus. The Section 8 program is currently over 100% leased up.
Vice Chair Duran moved to approve the Consent Agenda as presented. Commissioner Davison seconded. The motion passed unanimously.
6. REGULAR AGENDA A. Executive Director’s Report Executive Director Oury reported that the public housing funding tools have been submitted to HUD but the final funding has not been announced yet. Funding through June has had a 97% proration. Once the final funding is confirmed, a new budget will be brought to the Board for approval.
Ms. Oury said the LDCHA has been approached by DCCCA to provide property manage- ment for units which DCCCA would develop. The tenants would be clients of DCCCA, which would provide all the case management. She said she wanted the Board to be aware that this conversation has happened, and the Board will be kept informed if this moves forward. Unlike the Bert Nash units in Baldwin City, this is not a HUD project and so the terms of any agreement to manage the property would be negotiated. Chair Powers asked about a timeline, and Ms. Oury said they are likely looking at a groundbreaking in 2021or 2022. The Board voiced support for this type of partnership.
Ms. Oury reported that just after the Board packet went out for this meeting, the agency received a letter from HUD accepting the submission of the 2017 and 2018 MTW Reports.
Chair Powers has been re-appointed by the Mayor for a second term on the LDCHA Board.
The determination letter from the IRS has been received which grants 501(c)3 status to the Full Circle Youth Program.
The final Annual Report has been taken to the City and County Commissioners, and will be mailed to the Congressional delegation.
The agency has received a $2,000 grant from Midco to purchase laptops for families.
Additionally, the agency has received a NAHRO Award of Merit for the Renter’s Ed pro- gram, which was established in 2002. The curriculum has recently been updated.
B. Discuss Preliminary Objectives for the 2020 MTW Annual Plan Executive Director Oury outlined the timeline for the Plan development process and went into detail on the two possible activities which staff has proposed. She asked if the Board has any input or ideas as well. 2
Ms. Oury explained that Activity 14-1 has been on hold for several years due to limitations in Lindsey, the agency’s software, and will now be closed out because Lindsey is not going to cooperate in developing a solution. Tracking the activity by hand would take an enormous amount of staff time, which is the opposite of what the activity was supposed to accomplish.
There was brief discussion on the proposed activities and the timeline. The Board re- quested that the results of proposed Activity 20-1 be tracked, and Ms. Oury assured the Board that the results must be tracked for the MTW Annual Report.
C. Resolution 2019-16: Accept the LDCHA 2019 Capital Fund Allocation Executive Director Oury explained that this is the highest Capital Fund grant ever awarded the agency. An assessment of major projects accomplished and future projects will be brought to the Board at the next meeting. Board approval is required to accept the grant.
Commissioner Davison moved to accept Resolution 2019-16 as presented. Vice Chair Du- ran seconded. The motion passed unanimously.
D. Update on Clinton Place 20 Year HAP Renewal Process Executive Director Oury explained that as reported at the last meeting, all the documents requested by letter for the renewal process had been submitted. Since the last meeting, a new letter had been received requesting entirely different documents, which have also been submitted. Ms. Oury called the Board’s attention to some of those, particularly the budget documents that are different than the adopted Clinton Place budget because some lines are consolidated and others are expanded. There is a required waiting period for the ten- ants to comment on the renewal. Once that is done, the last two documents will be submit- ted.
E. Consider Cancelling July Meeting Executive Director Oury said that unless there is pressing business to attend to, it has be- come the Board’s practice to cancel the July meeting. She does not know of any pressing business at this time.
Vice Chair Duran moved to cancel the July meeting. Commissioner Meyer seconded. The motion passed unanimously.
7. Executive Session to Discuss Non-Elected Personnel Matters Commissioner Paulsen moved to enter into executive session for 15 minutes, to discuss non-elected personnel matters. Commissioner Davison seconded. The meeting entered into executive session at 6:25 pm.
Commissioner Paulsen moved to exit executive session. Commissioner Davison se- conded. The meeting exited executive session at 6:44 pm.
3
Vice Chair Duran moved to approve the Incentive Plan EPIP goals for Executive Director Oury. Commissioner Paulsen seconded. There were four votes in the affirmative, one in the negative. The motion passed.
Commissioner Paulsen moved to authorize the new Supportive Housing Specialist be hired at the pay scale discussed. Commissioner Davison seconded. The motion passed unani- mously.
8. Calendar and Announcements Executive Director Oury informed the Board she will be out of the office June 13-17. Mr. Dunn commented that the new DARE drop-in center for the homeless opened today.
9. Adjournment There being no further items of business, Commissioner Paulsen moved to adjourn. Com- missioner Davison seconded. The meeting adjourned at 6:48 pm.
______Chair Secretary Attest
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LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 4A: Receive May 2019 Public Housing Financial Reports.
CURRENT ISSUE:
As of the May reporting period, Public Housing properties are at 42% throughout the budget year.
Operating Income Total operating receipts (from all sources) show we are running on line budget projections at 42% or $982,750.
Total Rental Income (3110) show as running 2% over budget projections at 44% or $563,320.
Interest income (3610) shows as running slightly under budget projections at 41% or $9,169. Recall, Interest Income is a projection based on past fiscal year historical market rate investments. In addition, we have received fifteen (15) interest payments on custody investments through May.
Total Other Income -Tenants (3690) shows as running significantly over budget projec- tions at 66% or $13,103. This is for work orders, late fee charges as well as tenant caused damages. There have been approximately ten (10) move outs (since the beginning of FY 2019) with a high amount of tenant caused damages.
Total Other Income Miscellaneous Revenue (3690 all) shows as running under budget projections at 37% or $64,781. Recall, the annual draw (in the amount of $46,780) has been made from the 2018 Capital Fund Grant and is for operational reimbursements for the Executive Director, Finance Director, Maintenance Director and Business Office As- sist percentage of time worked under Capital Funds. all eligible Operational Fund projected costs in one draw at the beginning of each fiscal year. This is drawn from the Capital Funds Operations budget line which is then credited to Public Housing Other Income. In addition, the draw under the 2018 Capital Fund grant (in the amount of $46,780) does not include any extra foot patrol hours paid to Mil-Spec Security. These too are eligible expenses (that can be charged to Capital Funds Opera- tions and credited to Public Housing Other Income). Extra foot patrol eligible expenses began with the Memorial Day Holiday. Lastly, the 2019 Public Housing Operating Budget includes revenue (in the amount of $46,515) for eligible Operational expenses under the 2019 Capital Fund grant. This draw will not be made until the ACC paperwork for the 2019 Capital Fund grant is approved by HUD and authorization for draw down of funds made available in LOCCS. Once funds are drawn from LOCCS (for the 2019 Capital Fund Operations) this budget line will come in line with actual. LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019 Again, the amount of subsidy contained in the budget (upon which this report is based) is a projection based on final 2018 subsidy eligibility reduced at a 90% proration level. Cal- endar year 2018 funding eligibility for Amp 1 (Family Housing) was $632,226 and Amp 2 (Elderly Housing) was $304,980 equals $937,206 further reduced at a 90% proration level or $843,485. Final proration levels have still not been released by HUD and for initial funding Congress is operating under two Continuing Resolution (CR of January and approximately 90% of their 2018 final funding eligibility were funded at approximately 88.7% proration levels. ration levels. A total of $317,099 for AMP 1 and $148,979 for AMP 2 are authorized in LOCCS (for six months available draw down).
for the FY 2019 HUD Operating Subsidy eligibility were sent to the HUD Field Office on April 16 for review and approval. Initial funding calculations show AMP 1 (Family Housing) eligibility at $652,064 and AMP 2 (Elderly Housing) eligibility at $306,352. Both tools were approved by the HUD Field Office (with no changes in eligi- bility amounts) and sent to Headquarters on April 19. Eligibility amounts for both AMPS are before HUD announces final proration levels for FY 2019. Again, we expect it could be late summer before final proration levels are announced.
Operating Expenses Total operating expenses (from all sources) show we are running 6% under budget pro- jections at 36% or $737,059.
Total Administrative Expense show we are running 6% under budget projections at 36% or $224,649. Membership Dues and Fees (4190.12) continue to show as running signif- icantly over budget projections at 77% or $985. Recall, this is for one time annual pay- ments made to NAHRO, KS NAHRO, Housing & Development Law Institute (HDLI) as well as The Chamber of Commerce. These are for 2019 annual membership dues & fees. In addition, we expect this budget line to come in line with budget actuals as we continue throughout the budget year. Forms and Office Supplies (4190.17) also show as running significantly over budget projections at 68% or $3,066. Recall, this is primarily due to a large supply order for copy paper, toner and ink for individual staff printers. Post- age & Miscellaneous Sundry Expenses (4190.18) show as running significantly over budget projections at 58% or $8,244. Again, this is due to three ads in the Lawrence Journal World for Maintenance Turnover positions. This is also due to the new logo for the Administrative Office signs located at the Main Office and RSO Office.
Total Utilities Expense show we are running slightly under budget projections at 40% or $133,449. Water (4310), Sewer (4390) and Electricity (4320) are all running under budget projections. Gas (4330) continues to show as running significantly over budget projec- tions at 61% or $39,384 which we expect to be seasonal. LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019 Total Other Expenditures continues to show as running significantly over budget projec- tions at 69% or $4,424. This is primarily due to Extraordinary Maintenance (4610.2) which shows as running significantly over budget projections at 149% or $4,458. Again, this is due to the purchase of ice melt at the beginning of the year as well as the purchase of sand in March.
Operating Surplus/(Deficit) Year-to-date Public Housing shows total operating revenues of $982,750 and total oper- ating expenses of $737,059 resulting in an operating surplus (provision for current year reserves) of $245,692.
BOARD ACTION:
Receive Report.
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 4B: Receive May 2019 Clinton Place Financial Report
CURRENT ISSUE:
As of the May reporting period, Clinton Place is at 42% throughout the budget year.
Operating Revenue Total operating receipts (from all revenue sources) show as running slightly over budget projections at 43% or $186,452.
Total Tenant Rent and HUD Subsidy combined (5120 and 5121) show as running slightly over budget projections at 43% or $184,487 (combined). Occupancy at the end of May was 97%; budget estimates for FY 2019 projectsa 97% occupancy rate.
Laundry Revenue (5910) continues to show as running 6% over budget projections at 48% or $1,543.
Operating Expenses Total operating expense (from all sources) show as running 13% under budget projec- tions at 29% or $98,408.
Legal Expense (6340) shows as running significantly over budget projections at 1308% or $654 due to legal issues regarding one tenant.
Miscellaneous Administrative Expense (6390) show as running 2% over budget projec- tions at 44% or $2,887. This is due to the one-time payment made in May for the annual filing of the 12/31/18 Annual Financial Statement (AFS). The AFS is a HUD requirement due to REAC by March 31 of every fiscal year. In addition, the AFS filing is contracted with Lindsey and Company. We expect this budget line to come in line with actual as we continue throughout the budget year.
Total Utilities show as running under budget projections at 34% or $14,753. Gas (6452) shows as running over budget projections at 49% or $1,912.
Auto Insurance (6725) continues to show as running significantly over budget projections at 102% or $1,275. Recall, this account includes the cost of the risk protection policy for one maintenance truck. In addition, it includes the cost of the risk protection policy for the 2004 Ford Econoline 250 (which is the resident transport van donated to Clinton Place a few years ago for the purpose of resident programming at Clinton Place). However, LDCHA intends to donate this van (in FY 2019 per the 2019 disposition policy). Finally, the Babcock Bus is now being used for resident programming at both Babcock Place (on Monday through Thursday) and at Clinton Place (on Friday). Once donated it will be The cost of the Babcock Bus resident transport policy will be allocated amongst both programs ac- cordingly (for the portion of time it is used to transport both Babcock and Clinton Place residents). LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Operating Surplus/(Deficit) As of the May reporting period, Clinton Place shows total revenues of $186,452 and total expenses of $98,408 with an operating surplus of $88,044.
BOARD ACTION:
Receive Report.
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 4C: Receive May 2019 Section 8/VASH Program Report
BACKGROUND:
The LDCHA Section 8 MTW program consists of 732 units of Section 8 Tenant Based Rental Assistance (TBRA). Congress passed a budget on February 15 (and after two continuing resolutions) HUD released final Section 8 MTW/VASH renewal funding prora- tion levels to PHA’s on April 12. In the meantime, PHA’S were funded through May at 99% estimated proration levels of January through August 2018 VMS data extrapolating August data to calculate September through December. The Section 8 MTW/VASH budget will be revised to reflect CY 2019 final funding levels and presented to the Board at the August 26 Board meeting. In addition, when looking at final funding levels this is approximately $380,813 of additional HUD funding for CY 2019.
Preliminary Budget Authority for CY 2019 (upon which this report is based) is based on a formula using 2018 Per Unit Costs (PUC) of $600.10 X 732 unit’s X 12 months = $5,271,278 further reduced at an estimated proration level of 99% or $5,218,566 less CY 2019 Embedded Admin Fees of $564,612 or $4,653,953 for CY 2019. Again, this amount (of $4,653,953 is the preliminary estimate). The Section 8 MTW/VASH budget will be revised (to reflect CY 2019 final renewal funding levels) and brought to the Board at the August 26 Board meeting.
Recall, 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 2018 was $564,612. Embedded Admin Fees for CY 2019 (is based on CY 2018 funding levels or $564,612) with no proration level announced yet by HUD. In addition, this Em- bedded Admin Fee (is also an early estimate). Revised CY 2019 Embedded Admin Fees will be included in the 2019 budget revision. We expect final CY 2019 final proration levels for Embedded Admin Fees to be announced by early summer.
In addition, LDCHA has three increments of VASH vouchers known as VASH 1 with 20 units, VASH 2 with 10 units and VASH 3 with 15 units. Renewal Funding (for VASH vouchers) is based on the Voucher Management Systems (VMS) prior year reported HAP costs. Reported VASH HAP costs for 2018 was $247,638. However, for the purpose of the 2019 original budget calculation, VASH estimates for CY 2019 were also calculated at 99% proration levels or $245,162. Again, this too was the early estimate and will be part of the CY 2019 Section 8 MTW/VASH budget revision.
Lastly, Section 8 administrative expenses (are run through the Public Housing Program) and reimbursed by the Section 8 program at the end of the month.
CURRENT ISSUE:
At 42% through the budget year, the Section 8 MTW program shows a total of $2,398,939 in total operating revenues and $2,345,147 in total operating expenses. LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Operating Revenue Total operating revenues are running 1% over budget projections at 43% or $2,398,939. HUD funding disbursements for FY 2019 MTW and VASH disbursements (accounts 4902 and 3112) are monthly in accordance with cash management. The program has been disbursed five months of CY 2019 Cash Management disbursements totaling $2,311,429.
Operating Expenses On the expense side, total administrative expenses show as running slightly under budget projections at 39% or $294,372. Office Supplies (4190.01) continues to show as running over budget projections at 56% or $4,506. This is primarily due to a large supply order for copy paper, toner and ink for individual staff printers. Membership Dues & Fees (4190.12) continue to show as running 29% over budget projections at 71% or $1,761. Recall this is because of onetime annual payments made to NAHRO, KS NAHRO, Hous- ing & Development Law Institute (HDLI) as well as The Chamber of Commerce for 2019 annual membership dues & fees. Again, we expect this to come in line with budget actu- als as we continue throughout the budget year. Administrative Contracts (4190.19) show as running 4% over budget projections at 46% or $10,135. This is due to the one-time annual payment for the HQS software inspection module. This is also due to Section 8’s allocation portion of the FY 2018 Financial Data Spreadsheet (FDS). The unaudited FDS is due to REAC by February 28 of every fiscal year. In addition, the unaudited FDS is contracted with Lindsey and Company.
Total Housing Assistance Payments (HAP) for both MTW and VASH show as running slightly over budget projections at 43% or $1,947,350. This includes credits for fraud recovery repayments (received through 05/31/19) in the amount of $1,683 (of which HUD recaptures 50% and LDCHA keeps the other 50% of fraud repayments received. The program has 3,881 Section 8/VASH units under lease as of the last day of May. This is an aggregate of 733 units under lease for Section 8 MTW and 43 for VASH.
The program has spent a total of $54,972 under the approved 2019 MTW LDCHA Vouch- ers as follows: $8,860 under the Douglas County Re-Entry Program; $41,444 under the Safe Housing Program and $4,668 under the Next Step Program.
The program has spent a total of $48,453 under the approved 2019 MTW Continued Activities as follows: $34,064 under the Expanded RSO & Homeownership program (RSE); $2,025 under the Homeless to Housed program (EHC) and $12,365 under the Full Circle Tenant Services, Inc. (Youth) program.
There has been a total of four successful program participants (under the Homeownership program as of 05/31/19). Finally, the approved 2019 MTW Continued Activities are charged to the Section 8 MTW Program.
Operating Surplus/(Deficit) As of the 05/31/19 reporting period, a total of $2,386,729 has been disbursed from HUD (for MTW, VASH and Embedded Admin Fees). The total amount (of $2,386,729) is a combined total of CY 2019 Cash Management disbursements (in the amount of $2,311,429) as well as CY 2018 HUD held program reserves received (in the amount of LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
$75,300). Based on VMS reporting total expenses (HAP, Administrative and approved 2019 MTW LDCHA Vouchers and Activities) equals $2,345,147 leaving an operating sur- plus of $41,582.
As of the May reporting period, the Section 8 MTW/VASH program has earned an esti- mated total of $2,398,939. This includes interest income, fraud repayments as well as administrative fees on HOME TBRA and HAP Portability. In addition, this includes CY 2018 HUD held programs reserves (in the amount of $75,300 disbursed by HUD and received in our bank account in May). Total expenses show a total of $2,345,147. When looking at this the Section 8 HCV/VASH program has an operating surplus of $53,792. This operating surplus is the current year reserve (held at the PHA level) as of 05/31/19.
When calculating program reserves held at the HUD level (for CY 2019 in accordance with Cash Management) HUD obligation eligibility for five months (Jan through May Budget Authority calculated at final funding levels of 99.5% total $2,435,225 and dis- bursed $2,311,429 (which does not include CY 2018 HUD held program reserves re- ceived in the amount of $75,300) leaving an operating surplus of $123,796. This $123,796 is the amount of CY 2019 HUD held program reserves (from the 2019 HCV and VASH Budget Authority final funding proration level of 99.5%). In addition, this does not include final funding levels for CY 2019 Embedded Admin Fees (again expected to be released by early summer). For LDCHA to gain access to these funds we must justify expenditures through Cash Management.
BOARD ACTION:
Receive report. LDCHA SECTION 8 MTW/VASH - PROGRAM REPORT AS OF 05/31/19 (42% through the budget year) OPERATING INCOME; FY 2019 BUDGET ACCOUNT NAME A/C # CURRENT YEAR-TO-DATE Approved 02/25/19 BUDGET STATUS % OF BUDGET YEAR
2019 HUD MTW Budget Authority (732 Units) 4902 374,015.00 1,956,963.00 4,653,953.00 2,696,990.00 42% 2019 HUD VASH Budget Authority (45 Units) 4902 22,148.00 108,030.00 245,162.00 137,132.00 44% 2019 HUD MTW Embedded Admin Fees 4902 47,051.00 235,255.00 564,612.00 329,357.00 42% 2019 HUD VASH Admin Fees Earned 3112 2,155.00 11,181.00 26,220.00 15,039.00 43% 2018 HUD MTW Budget Authority (777 Units) 4902 75,300.00 75,300.00 0.00 -75,300.00 0% Interest Earned on Operating Reserves 3300 680.28 3,343.26 8,100.00 4,756.74 41% Fraud Repayments 3300.1 326.88 1,683.01 1,000.00 -683.01 168% Administrative Fees Earned for Portability 3300.P 0.00 0.00 0.00 0.00 0% Administrative Fees Earned for HOME TBRA 3300.3 1,438.00 7,184.00 17,250.00 10,066.00 42% HUD Homeownership Fees 3300.4 0.00 0.00 0.00 0.00 0% Insurance Dividend Returns 3300.5 0.00 0.00 0.00 0.00 0% TOTAL OPERATING RECEIPTS 523,114.16 2,398,939.27 5,516,297.00 3,117,357.73 43%
OPERATING EXPENDITURES: ADMINISTRATIVE EXPENSES Administrative Salaries 4110 36,713.32 206,135.87 513,650.00 307,514.13 40% Experience Awards 4110.3 0.00 0.00 1,930.00 1,930.00 0% CA - Administrative Salaries 4110.75 0.00 0.00 0.00 0.00 0% Legal Expense 4130 48.05 463.05 2,500.00 2,036.95 19% Training 4140 427.50 1,192.50 5,000.00 3,807.50 24% Travel 4150 1,425.49 2,325.49 7,000.00 4,674.51 33% Accounting Fees 4170 1,056.00 5,175.00 12,170.00 6,995.00 43% Audit Fees 4171 0.00 0.00 8,525.00 8,525.00 0% Employee Benefits - Administration 4182 9,457.65 51,068.15 126,650.00 75,581.85 40% Employee Benefits - Experience Awards 4182.3 0.00 0.00 340.00 340.00 0% Office Supplies 4190.01 873.78 4,505.98 8,000.00 3,494.02 56% Publications 4190.11 0.00 0.00 0.00 0.00 0% Membership Dues & Fees 4190.12 343.70 1,760.77 2,480.00 719.23 71% Telephone 4190.13 368.45 1,849.95 4,740.00 2,890.05 39% Postage and Miscellaneous Sundry 4190.18 1,365.89 6,789.25 15,000.00 8,210.75 45% Administrative Contracts 4190.19 889.09 10,134.61 21,880.00 11,745.39 46% Maintenance & Operations 4400 62.65 288.92 1,500.00 1,211.08 19% Workers Compensation Insurance 1211 1,730.00 1,730.00 17,000.00 15,270.00 10% Administrative Fees Paid for Portability 4590.P 198.64 843.87 2,280.00 1,436.13 37% Depreciation Expense 4800 0.00 0.00 0.00 0.00 0% Replacements (Expendable) 7520.93 0.00 0.00 0.00 0.00 0% Betterments & Additions - Exp Equipment 7540.3 0.00 0.00 0.00 0.00 0% Betterments & Additions - Nondep Equipment 7540.93 0.00 108.50 2,360.00 2,251.50 5% TOTAL ADMINISTRATIVE EXPENSES 54,960.21 294,371.91 753,005.00 458,633.09 39%
2019 HOUSING ASSISTANCE PAYMENTS Housing Assistance Payments (732 Units) 4715 372,188.00 1,839,485.22 4,275,890.00 2,436,404.78 43% Housing Assistance Payments (45 Units) 4715 21,938.00 109,548.00 251,100.00 141,552.00 44% HAP Payments (Fraud - HUD's Portion) 4715.8 -326.87 -1,682.99 -1,000.00 682.99 168% TOTAL HOUSING ASSISTANCE PAYMENTS 393,799.13 1,947,350.23 4,525,990.00 2,577,956.78 43%
2019 MTW HUD APPROVED LDCHA VOUCHERS Douglas County Re-Entry Program DRP 1,902.00 8,860.00 18,780.00 9,920.00 47% Safe Housing Program DV 8,612.00 41,444.00 100,000.00 58,556.00 41% Next Step Program NS 919.00 4,668.00 14,000.00 9,332.00 33% TOTAL LDCHA VOUCHERS 11,433.00 54,972.00 132,780.00 77,808.00 41%
2019 MTW HUD APPROVED CONTINUED & NEW ACTIVITIES Expanded RSO & Homeownership RSE 1,276.16 34,063.89 83,000.00 48,936.11 41% Homeless To Housed EHC 41.94 2,024.54 8,000.00 5,975.46 25% Douglas County Housing Inc DCHI 2,085.32 12,364.82 30,000.00 17,635.18 41% TOTAL MTW ACTIVITIES 3,403.42 48,453.25 121,000.00 72,546.75 40%
TOTAL ALL EXPENSES 463,595.76 2,345,147.39 5,532,775.00 3,186,944.62 42%
05/31/19 OPERATING SURPLUS/(DEFICIT) 59,518.40 53,791.88 -16,478.00 -69,586.89 Transfer from MTW HUD or Agency held Reserves (for HUD approved LDCHA Vouchers) 0.00 132,780.00 OPERATING SURPLUS/(DEFICIT) 53,791.88 116,302.00
PMC'S (for Jan, Feb, Mar & Apr) and VMS for May uploaded to REAC on 06/20/19 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 4D: Resolution 2019-17 Approve Continuation of LDCHA as Contract Administrator for the Bert Nash HOME Tenant Based Rental Assistance Program Grant
BACKGROUND:
Since 1994, the LDCHA has administered HOME Tenant Based Rental Assistance (TBRA) grants for the Bert Nash Community Mental Health Center’s Community Support Services (CSS) program. These grants are part of the LDCHA Transitional Housing pro- gram. HOME program regulations limit TBRA assistance to 24 months. The Bert Nash CSS program provides case management and other services to persons with severe and persistent mental illness. The tenant can use the rent subsidy for a maximum of 24 months and must be a CSS client in when referred. HOME TBRA tenants can also apply for one-time grants to cover a security deposit and initial utility service deposits. Families or individuals who are eligible for both HOME and other LDCHA programs can have their deposits paid by HOME funds and get on-going rent assistance through General or Senior housing.
HOME TBRA tenants are screened for General Housing eligibility after 21 months and if they meet General Housing eligibility criteria are transferred into permanent housing, usu- ally a Section 8 Housing Choice Voucher, after reaching 24 months. In this way the HOME program has been a feeder program for the Section 8 Housing Choice Voucher program, and a way that non-eligible applicants can become eligible. HOME TBRA grants have a 24-month obligation period and an additional 12-month spend down period. Summaries of the HOME TBRA grants the LDCHA has administered for the Bert Nash Center and all HOME TBRA grants are attached.
CURRENT ISSUE:
The State of Kansas has notified the LDCHA that applications for 2019 HOME funds are due by June 28, 2019. Bert Nash Center staff meets regularly with the LDCHA Director of Housing Assistance to coordinate administration of the HOME grants. Staff from both agencies have determined that current funding will not be sufficient to house all families and individuals currently on the HOME CSS waiting list. There are also families in the Bert Nash CSS program that are in need of housing assistance that have not yet been referred to the waiting list. We anticipated applying for the maximum available but due to recent funding cuts in the HOME program nation-wide, current grantees do not anticipate receiving the full amounts requested.
The 2018 grant year awarded this program $80,000 As of June 19, 2019, 11 households remain on the waiting list for HOME/TBRA SPMI-specific housing, 5 households were recently offered housing vouchers. Over 446 area households are waiting for housing across all LDCHA programs (June 3, 2019). Families historically wait up to 18 months or longer to obtain a Housing Choice Voucher in Douglas County. HOME TBRA families LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
used to move much more quickly, averaging 13 months from application to stable housing prior to 2015. Due to low grant funding over the past 3 years the average wait time has increased for HOME participants as well reaching nearly an average 18-month wait. The program is in need of additional funds due to the high need. Additional families are added to the waitlist on a regular basis as Bert Nash continue to make referrals.
BOARD ACTION:
Review and approve Resolution 2019-17 if appropriate.
State of Kansas HOME TBRA Grants to the LDCHA as Contract Administrator for the Bert Nash Community Mental Health Center
TBRA GRANT ADMIN. % OR YEAR ADMIN AMOUNT SUBSIDY AMOUNT ACTUAL 1993 $300,000 $15,000 5% 1997 $225,000 $11,250 5% 1999 $100,000 $5,000 5% 2001 $75,000 $3,750 5% 2002 $100,000 $5,000 5% 2004 $100,000 $5,000 5% 2005 $88,427 $4,421 5% 2006 $100,000 $5,000 5% 2007 $100,333 $5,017 5% 2008 $100,000 $5,000 5% 2009 $100,000 $5,000 5% 2010 $100,000 $5,000 5% 2011 $100,000 $5,000 5% 2012 $111,462 $5,573 5% 2013 $110,000 $5,500 5% 2014 $ 75,000 $5,250 7% 2015 $ 75,000 $5,250 7% 2016 $ 80,000 $5,600 7% 2017 $ 75,000 $5,250 7% 2018 $80,000 $5,600 7% TOTAL $2,195,222 $117,461 5.5%
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
State HOME TBRA Participation Data:
GRANT HOUSEHOLDS INDIVIDUALS HOMELESS HOMELESS YEAR SERVED SERVED HOUSEHOLDS INDIVIDUALS 1993 70 107 30 42 1997 41 59 24 34 1999 47 66 28 33 2001 22 23 17 17 2002 20 23 12 15 2004 20 28 9 9 2005 14 16 9 11 2006 9 16 5 11 2007 6 8 5 7 2008 15 16 3 3 2009 11 13 2 2 2010 12 14 1 1 2011 23 29 0 0 2012 18 19 2 2 2013 16 19 0 0 2014 8 9 5 1 2015 8 9 0 0 2016 6 6 2 0 2017* 10 12 6 7 2018** 0 0 0 0
TOTAL * Duplicated from other grants due to spend down process (includes only households supported more than 8 months from said grant **Offers have been made, households are searching for units
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
HOME TBRA GRANT SUMMARY All HOME TBRA grants to the LDCHA
State to State to Bert SOURCE City LDCHA Nash/LDCHA YEAR TOTAL STATUS 1992 $ 300,000 $ 300,000 Closed 1993 $ 300,000 $ 300,000 Closed 1995 $ 200,000 $ 200,000 Closed 1996 $ 48,922 $ 48,922 Closed 1997 $ 150,000 $ 225,000 $ 375,000 Closed 1998 $ 150,000 $ 150,000 Closed 1999 $ 150,000 $ 100,000 $ 250,000 Closed 2000 $ 150,000 $ 150,000 Closed 2001 $ 150,000 $ 75,000 $ 225,000 Closed 2002 $ 164,000 $ 100,000 $ 264,000 Closed 2003 $ 290,000 $ 290,000 Closed 2004 $ 225,530 $ 100,000 $ 325,530 Closed 2005 $ 200,000 $ 88,427 $ 288,427 Closed 2006 $ 200,000 $ 100,000 $ 300,000 Closed 2007 $ 218,569 $ 100,333 $ 318,902 Closed 2008 $ 292,610 $ 100,000 $ 392,610 Closed 2009 $ 329,011 $ 100,000 $ 429,011 Closed 2010 $ 300,000 $ 100,000 $ 400,000 Closed 2011 $ 300,000 $ 100,000 $ 400,000 Closed 2012 $ 155,281 $ 111,462 $ 266,743 Closed 2013 $ 176,970 $ 110,000 $ 286,970 Closed 2014 $ 200,304 $ 75,000 $ 275,304 Closed 2015 $174,804 $ 75,000 $ 249,804 Closed 2016 $300,000 $ 80,000 $ 380,000 Open 2017 $193,717 $ 75,000 $ 268,717 Open 2018 $225,980 $80,000 $305,980 Open TOTAL $ 4,896,776 $ 348,922 $ 2,195,222 $ 7,440,920
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
RESOLUTION 2019-17 June 24, 2019
BE IT RESOLVED that the Board of Commissioners of the Lawrence-Douglas County Housing Authority (LDCHA) approves Resolution 2019-17: Continuation of the LDCHA as Contract Administrator for the Bert Nash Tenant Based Rent Assis- tance HOME Program Grant as presented to the Board of Commissioners this 24th day of June, 2019.
NOW THEREFORE the Board of Commissioners does hereby approve Resolution 2019-17.
Tenant Based Rental Assistance 2019 Application
2019 TBRA Applicants:
For the 2019 TBRA application round, the amount of funding that a grantee may apply for has increased from $300,000 to $400,000. The administration will be awarded as 7% above the granted amount; however, 2019 contracts will no longer pay administration funds that are not drawn during the grant period. Unexpended admin funds may be converted to subsidy, at KHRC’s discretion.
Additionally, the maximum number of months for a set up/tenant will be 12 months. As usual, tenants are eligible for recertification at the 12-month mark.
Eligible Applicants
HOME Program funds for the Tenant Based Rental Assistance program will be made available through a competitive application process. Eligible entities are local units of government, public housing authorities, and non-profit agencies. Applicants must have demonstrated experience managing a tenant based rental assistance program.
TENANT BASED RENTAL ASSISTANCE (TBRA) 2019 APPLICATION AVAILABLE FUNDING: $1,400,000
Applicant/Agency: Bert Nash CMHC/Lawrence-Douglas County Housing Authority
A. Application Process 1. Submittal Requirements The Kansas Housing Resources Corporation (KHRC) must receive one original of the application before 4:00 p.m. on Friday June 28, 2019. An acknowledgment (receipt) will be provided upon request. Applications submitted via mail or other delivery system should be sent using that company’s return receipt process, as this will be your notice that the application has been received. Submit the application package to:
Kansas Housing Resources Corporation Attn: TBRA Program Manager 611 S. Kansas Avenue, Suite 300 Topeka, Kansas 66603-3803
2. Eligible Applicants HOME Program funds for the Tenant Based Rental Assistance program will be made available to local units of government, public housing authorities, and non-profit agencies on a competitive basis. Applicants must have demonstrated experience managing a tenant based rental assistance program.
3. Standard Application Forms In an effort to provide the required information to the review team, to reduce required paperwork, and to encourage all eligible applicants to participate, only applications on standard forms will be considered. A complete set of forms must be submitted.
B. Application Instructions 1. Applications must include the following: Funding Summary (form provided in Application) Statement of Assurances and Certifications (form provided in Application) Narratives – Project Need and Project Impact Budget Worksheet Administrative Plan, must include Violence Against Women Act (VAWA) procedures if applying for a subsidy program
2. The applicants should review the entire application form and instructions before beginning to prepare the application. Applicants must submit one original of the application.
3. Only information received by the Kansas Housing Resources Corporation prior to the application deadline will be considered in the selection process. Failure to submit required information will be grounds for rejection of the application.
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C. Ratings Criteria (750 Points Maximum) 1. Project Need (300 points maximum) Applicants will receive up to 300 points based on comparison with other TBRA Project Need descriptions according to the following criteria: The application should provide identification and documentation of how the level of need for the TBRA request was determined by the applicant. Information should include the number of families on the current waiting list, the number of families currently receiving assistance, the total population and per capita income of the community, the proposed program tenants who fall at or below 30% of the median income, the proposed number of homeless, disabled, elderly, or single parent households, and those paying over 50% of their income for rent.
2. Project Impact (300 points maximum) Applicants will receive up to 300 points based on comparison with other TBRA Project Impact descriptions according to the following criteria: The applicant must describe how the program design addresses the identified need, how this program will enhance the community, and how this program will further the intent of providing housing to very-low income persons. The number of Section 8 or TBRA tenants from the/a previous year who moved to a Section 8 program or to self-sufficiency should be indicated. Other measures of success for previous tenants who received rental subsidies but later moved to self-sufficiency may be indicated. If services are offered in conjunction with rental assistance (e.g., homeless case management, disability support services, etc.) those services and the populations receiving them should be described. Note that participation in offered services cannot be a requirement for receiving TBRA.
3. Capacity (100) Points Administrative Plans will be evaluated. Areas reviewed will include the minimum requirements for the Administrative Plan indicated in the KHRC TBRA Policy. Points will be awarded for rental housing experience, administrative support for previous TBRA grant awards (if applicable), proposed marketing efforts to the proposed geographical area, and accuracy of reports if previous TBRA grant awards have been made. Compliance review issues for existing TBRA grantees will be considered.
4. Non-Local HOME Areas (50) Points Applicants in non- Local HOME Participating Jurisdictions (local PJs) will receive a funding preference. Within the HOME Program, the cities of Topeka, Lawrence, Wichita, Kansas City and Johnson County are considered local PJs. Local PJs receive HUD HOME funding directly. Applicants outside of these jurisdictions will receive 50 points. (NOTE: Applications serving local HOME PJs are restricted to serving special populations as identified in the Kansas Consolidated Plan.)
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TENANT BASED RENTAL ASSISTANCE FUNDING SUMMARY
APPLICANT DATA Name of Applicant : Bert Nash CMHC/Lawrence-Douglas County Housing Authority Contact Person: Gallal Obeid Telephone/Email: Area Code (785) Telephone 830-2243 E-mail: [email protected] Contact Address: 1600 Haskell Ave City/Zip Code: Lawrence, KS 66044 Local government U.S. Congressional District(s)* Public Housing Authority (PHA) State Senate District* Non-Profit State Representative District* For-profit *Districts for agency city/county location only
TBRA Proposed Activities Total Proposed Households (UNITS) Rental Subsidies Rental Subsidy 21 Security Deposits Security Deposit Subsidy 21 Utility Deposits* Utility Deposit Subsidy* 9 *Utility Deposit cannot be used as a stand-alone activity. Must be utilized with rental subsidy, security deposit subsidy, or both.
Total funding requested $ 300,000
Has applicant previously been awarded a HOME Grant? Yes No Year 2018 $ 80,000 Year 2016 $80,000 Year 2014 $75,000 Year 2017 $ 75,000 Year 2015 $75,000 Year 2013 $110,000 FUNDING HISTORY-MOST RECENT TBRA GRANT (IF APPLICABLE)* Check if not APPLICABLE data for grant award 2016 (Provide Grant Year)* January 1-December 31 2018 (List Year)* (DATA BELOW FOR ONE CALENDAR YEAR JANUA29*RY –DECEMBER AND ONE GRANT AWARD ONLY)* Total Tenant Households (UNITS) Served to Date from ONE Grant Award FOR ONE Calendar Year (Only) 11 Average TBRA Total Household UNITS (Total Number) Rental Subsidy Paid Per Unit $5014 Receiving Rental Subsidies 11
(Total Number) 6 (other grant years Average TBRA Security Deposit TOTAL HOUSEHOLD UNITS were leveraged for Paid Per Unit $419 Receiving Security Deposit spend down and Subsidies closing purposes)
3 (Total Number) 1(other grant years Average TBRA Utility Deposit PAID PER TOTAL Household UNITS were leveraged for UNIT Receiving Utility Deposit spend down and (Provided with Rental Subsidy and/or Security $40 Subsidies closing purposes) deposit)
Project Summary Please provide a brief description of the project. Describe how the proposed project is consistent with the Consolidated Plan. (See “Certification of Consistency” or “How to Use the Plan.”)
This project seeks to continue the current program with proven success since its inception in 1994, demonstrating the effectiveness of a strong partnership between Lawrence-Douglas County Housing Authority (LDCHA) and Bert Nash Community Mental Health Center. The project provides housing subsidy and supportive services to individuals with a severe and persistent mental illness. Security and utility assistance is also provided to those in need/request funds. This is a vulnerable population of persons who are typically disabled and needing assistance to live independently. These individuals would be homeless, precariously housed or forced to reside in substandard housing if these funds were not available. Excess funds after commitment to those needing rental subsidy will be provided on a deposit only basis to any households still within the target population benefiting from a deposit only model. While in TBRA subsidized housing, the tenant remains on the waiting list for permanent housing through other LDCHA housing programs. The waiting list for TBRA vouchers remains significant and voucher dollars are quickly committed, creating a serious lack of subsidy for individuals with a severe and persistent mental illness. The municipality’s TBRA program is also experiencing need far in excess of capacity. These individuals who remain homeless or precariously housed have an increased rate of hospitalization and struggle to stabilize their mental health symptoms without safe, affordable housing options.
Please provide your TBRA Tenant Selection Policy (24 CFR 92.209 (c) that is included in your Administrative Plan.
“The LDCHA will maintain separate waiting lists for applicants referred through Bert Nash to administer HOME TBRA grants.”
“After eligibility has been determined, applicant information is entered in to the tenant records system for waiting list placement. When record entry is complete, waiting lists are generated with applicants
4 who are placed on the waiting lists according to preference points in order of the date and time of application.” Estimated number of tenant households (total families/units) who will benefit from the proposed 2019 TBRA Program: 21 Estimated number of persons (including children in households) who will benefit from the proposed 2019 Program: 25
2019 Proposed TBRA Targeted Populations Please indicate the proposed number of participants who you think will fall within the following categories Category Number Percent to be Served (Percentages may involve a duplicate count). Homeless 15 71% Single Parent Households 2 10% Special Populations to be served, if Specific Special Populations to be applicable (Elderly, People with Served: Severe and Persistently Mental Illness, SPMI, other specific Mentally Ill (SPMI) 100% disabilities.) Numbers of each proposed Specific Special Population: 21 Households Paying more than 30% for rent 21 100% Paying more than 50% for rent 18 86%
Number of households currently on your waiting list for rental housing subsidy (Section 8)
339 Households for General Housing and 58 households for HOME TBRA City and State (April 2019). 8 households for HOME TBRA State (June, 2019)
How many months does your waiting list average? 14-18 Months List proposed number of tenant households to be served with 2019 grant funding: Median income to be served: 51%-60% 0 (# of households total) 31%-50% 3 (# of households total) 0%-30% 18 (# of households total) Census Per Capita Income for proposed county(ies) (refer to www.quickfacts.census.gov)*: County: Douglas County, KS Per Capita Income: $29,438 Median Income: $54,370 County Per Capita Income Median Income County Per Capita Income Median Income *If the applicant serves more than three counties list the three most representative counties within the area served.
Agency administering the grant. Give the experience level of the administrator. HIGH The Lawrence-Douglas County Housing Authority (LDCHA) will administer the grant. The agency has applied for and received multiple KHRC HOME TBRA grant, closed and administered many, and is
5 very open to continued collaboration to improve performance with KHRC. The LDCHA has administered HOME TBRA funds since the original grant was awarded in 1994 and has 50 years of experience providing affordable housing in Lawrence-Douglas County. Please see Attachment A for a list of contracts under administration. PROJECT SUMMARY
TBRA HOME Program funds requested (do not include 7% Administrative Fee): $300,000
Maximum amount requested cannot exceed $400,000.
FURTHERING FAIR HOUSING All applicants who receive a grant award must affirmatively further fair housing. Title VII and Executive Order 11063 requirements apply to all recipients, regardless of community size and/or racial/ethnic characteristics. The fair housing provisions apply to the community as a whole and pertain to the sale or rent of housing, the financing of housing, and the provision of brokerage services. MEANINGFUL STEPS TO FURTHER FAIR HOUSING MUST BE TAKEN. Such steps must be documented and will be monitored by the Kansas Housing Resources Corporation.
Marketing Procedures Describe your Marketing Plan for the proposed geographical area served. Please list all area newspapers, television stations, and radio stations in your area where you plan to advertise the availability of the TBRA program. Marketing efforts must take place in all geographical service areas. Marketing via referrals only, local presentations, or exclusive use of a waiting list are not considered effective marketing techniques. Press releases must be provided (possibly e-mailed) to all media within the jurisdiction of the grantee.
Name City Newspapers Lawrence Journal World, Lawrence University Daily Kansan Television Stations None
Radio Stations Kansas Public Radio, KJHK, Lawrence, Lawrence, KLWN, KNBU Lawrence, Baldwin Other Bert Nash CMHC Newsletter, Lawrence Bert Nash CMHC website, LDCHA website, social media
OTHER ATTACHMENTS
A detailed project location map must be attached to each application. Letters of commitment indicating support for the proposed TBRA Program and/or all proposed sources of non-federal matching/leveraging funds. TBRA Project Budget Form. Housing Administrative Plan Uniform Grant Guidance, 2 CFR 200, Subpart F, may require nonfederal entities to have a single or program-specific audit conducted for any year in which the nonfederal entity expends $750,000 or more combined from all federal sources. Medicare and Medicaid are not considered federal awards. A copy
6 of the applicant agency’s latest fiscal year’s audit including findings must be included with the TBRA application. Check here if audit report is not required due to applicant agency expending less than $750,000 annually in federal funding.
Bert Nash CMHC/Lawrence-Douglas Applicant: County Housing Authority CERTIFICATIONS
The applicant certifies that the information contained in the Application Summary is true and correct and the appropriate governing body has duly authorized the document. The applicant agrees that, if approved, this, with the attached Certifications, will become a part of the agreement for activities and services authorized under the HOME Investment Partnerships Program.
Name: Shannon Oury Name: Joshua Powers Title: Executive Director Title: Board Chairman Date: Date:
Signature: Signature:
______Signature of Chief Elected Official Date
If the applicant is a non-profit entity and not a local unit of government, the Executive Director and a Board member must sign the application.
Name: Patrick Schmitz Name: Brad Burnside Title: Chief Executive Officer Title: Board Chair Date: Date:
______Signature of Executive Director Date
______Signature of Board Member Date
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Applicant: Bert Nash CMHC/Lawrence-Douglas County Housing Authority
TENANT BASED RENTAL ASSISTANCE BUDGET WORKSHEET
2019 PROPOSED BUDGET FOR ESTIMATED PROGRAM HOUSEHOLDS Number of Bedrooms 1 2 3 4 5+
(1) Estimated Housing Cost (equals HUD FMR payment standard for county served. If more than 777 1010 1460 1773 2039 one county is served use the FMR for one county in your jurisdiction) (2) Average Monthly Adjusted Income x 0.30 233 303 438 532 612
(3) Est. Monthly Subsidy Cost [(1) minus (2)] 544 707 1022 1241 1427 (4) Enter number of months (24 months) 24 24 24 24 24 (5) Total Per Household Cost [(3) x (4)] 13056 16968 24528 29784 34248 (6) Enter estimated number of families (households) to be assisted 19 2 0 0 0 (7) Basic Cost by BR Size [(5) x (6)] 248064 33936 N/A N/A N/A (8) Per Household Security Deposit Cost 650 800 N/A N/A N/A (9) Estimated Number of Security Deposit Households 19 2 N/A N/A N/A (10) Total Estimated Per Household Security Deposit cost [(8) x (9)] 12350 1600 N/A N/A N/A (11) Per Household Utility Deposit Cost 40 40 N/A N/A N/A (12) Estimated Number of Utility Deposit Households (utility deposits must be provided with either rental subsidies or security deposits. 8 1 N/A N/A N/A They are not a “stand alone” activity) (13) Total Utility Deposit Costs [(11) x (12)] 320 40 N/A N/A N/A (14) Total Security and Utility Deposit Costs [(10) + (13)] 12670 1640 N/A N/A N/A (15) Total Cost by BR Size [(7) + (14)] 260734 35576 N/A N/A N/A (16) Total Estimated Cost (Add all costs in Row (15) Do not include 7% Administrative Fee $296,310 Provided by KHRC
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Applicant: Bert Nash CMHC/Lawrence-Douglas County Housing Authority
TENANT BASED RENTAL ASSISTANCE PROJECT NARRATIVES
The following describes the criteria and information for an applicant to apply for 2019 HOME TBRA funds. All applicants shall complete the HOME Funding Summary. The remainder of the application shall consist of four sections: (1) Project Need, (2) Project Impact, (3) Capacity, (4) Map/description of geographical jurisdiction served. Narratives for these sections shall be typed on standard letter-sized paper with appropriate headings and subcategories.
1. Project Need – Applicants must identify and document the need in the community or jurisdiction for TBRA. Information in the narrative should include the following:
a. Per capita income from the U.S. census for the city/county jurisdiction served. Reference: www.quickfacts.census.gov.
The per capita income in Douglas County, KS is $29,438 (US Census, 2018)
b. Number of families on the current waiting list for housing assistance in the community and the approximate amount of time a family waits on the list to be assisted.
339 Households for General Housing and 58 households for HOME TBRA City and State (April 2019). 8 households for HOME TBRA State (June, 5 2019). The average wait time is 14-18 months.
Bert Nash CMHC continues to make referrals to the HOME/TBRA program. As of June 5, 2019, 8 households remain on the waiting list for HOME/TBRA SPMI-specific housing. On average we receive 2-4 referrals a month for households that would be eligible for this program. Over 700 area households are waiting for housing across all LDCHA programs.
While waiting to obtain housing, severely and persistently mentally ill individuals frequently experience homelessness, problematic housing situations including living doubled-up, staying at the homeless shelter and limited financial resources. Without full funding Bert Nash CMHC/LDCHA will be unable to serve those on the current waiting list or any new applicants who would be referred to the HOME TBRA program. This creates a housing crisis for CSS/SPMI consumers. There are limited supportive housing options in Douglas County, with only 8 beds available for up to 90 days. These beds are restricted to chronically homeless individuals who have been recently hospitalized, in jail or receiving substance use treatment. Shelter beds are also limited and are not designed to address the needs of the SPMI homeless population. The State has decreased the amount of time individuals can receive benefits while awaiting disability. The time limit reduction continues to impact Douglas County residents. Without additional TBRA funds, the waiting lists for housing will grow, and homelessness among SPMI individuals will increase along with increased hospitalizations. Substance use and incarceration among homeless SPMI individuals will increase as well. There is significant need for TBRA funds to assist the SPMI population in Douglas County. Many of the CSS consumers are not eligible for the General Housing waiting list due to an inability to meet the tenant suitability criteria 9 that includes several years of good rental history. In 2018 households on the general housing waiting list averaged wait times of 7-11 months and due to low funding households on CSS TBRA program averaged wait times of up to 14 months. In 2019 CSS households are averaging a wait time of 18 months. The General Housing Waitlist is also averaging an 18 month wait time in 2019.These individuals can only be served through the HOME program, which does not take poor rental history into account and allows them to receive rental subsidy while participating in the CSS program. The CSS program provides additional community support services including resource acquisition and mitigation for credit issues. This program provides intensive, community-based support services from Bert Nash CMHC. 2018 grant funds are set to be fully obligated by August of 2019. There are currently 11 households on the waitlist, 2 searching and 3 offered. The 2019 funds will help house the current 6 households without offers and the additional 15 households to be referred by Bert Nash. Without this much needed subsidy, these households become at risk of becoming homeless due to their inability to pay full fair market rent. c. Tenant data-Number of families to be served who are below 50% of the area Median Income, homeless or rent burdened (paying more than 50% of their income for rent or paying more than 30% of their income for rent).
The entire population served by TBRA is projected at either below 50% of Area Median Income or rent burdened. This aligns with historic TBRA population data from Bert Nash/LDCHA’s years of TBRA administration. Approximately 71% are chronically homeless or homeless at the time of admission. It is estimated that 86% of households to be served by HOME/TBRA vouchers will be below 30% of Area Median Income. d. Description of any special population needs within the geographic area (elderly, disabled, handicapped, etc.)
The Lawrence Douglas County, KS region exhibits a high incidence of individuals experiencing homelessness, Severe and Persistent Mental Illness, and who are impoverished. For example, during the 2018 year the City of Lawrence Homeless Outreach program served an average of 100 individuals per quarter, with an average of 50% of those served experiencing a severe mental illness and 100% having incomes below 30% of the federal poverty rate. The same program served a total of 212 new individuals (persons newly experiencing homelessness) during the 2018 year. During the 2018 year, the Bert Nash CMHC (serving Douglas County, KS) served 433 adults experiencing a Severe and Persistent Mental Illness (SPMI), 31 of who reported experiencing homelessness. e. Number and percentage of homeless and single-parent households in applicant’s service area.
The Continuum of Care point-in-time count in 2018 contacted 294 individuals, including children who were experiencing homelessness in the Lawrence/Douglas County area. This included 196 (66% of the overall number of persons surveyed) adults and 91 (31% of the overall population surveyed) children age 24 and under identified as literally homeless with no permanent residence (those living in emergency shelter, transitional housing, or in places not meant for human habitation such as cars or on the streets). 8 out of 36 households with children (22%) and 64 out of 155 individuals without children (41%) meet the definition of chronically homeless (having been homeless for one year or more, or having had four or more instances of homelessness in the past three years and having a disabling condition). The number of household members with children surveyed in 2018 was approximately 23% fewer in 2018 than 2017, with the number of individuals without 10 children surveyed being approximately 11% higher in 2018 than 2017. The Point in Time count requires agencies to literally locate people experiencing homelessness in the community and administer a survey regarding where they stayed on a single night. Due to challenges in locating people in the community and the option that any person(s) may refuse to take the survey the count only provides a general “snapshot” of the homeless population and is not a standalone representation of the entire homeless population in Lawrence or Douglas County community. The Bert Nash Community Mental Health Center’s Homeless outreach program reported in its 2017 annual report serving a total or 444 clients, 181 of which were unduplicated, approximately 125 of which reported experiencing a mental illness, with an average of 32 chronically homeless served per quarter.
f. Description of any other rental subsidy program(s) operating in the service area.
There are approximately 1500 subsidized units in Douglas County. The Lawrence-Douglas Housing Authority administers about 1255 units through its General Housing and Senior Housing (the combination of project-based housing formerly known as Public Housing and tenant-based assistance formerly known as Housing Choice Voucher Section 8), Transitional Housing, and Supportive Housing programs. A list of contracts administered by the LDCHA is attached. Federally funded private development and not-for-profit units account for the remainder of the subsidized units.
2. Project Impact – Applicants must describe how TBRA addresses the needs described in the Project Need narrative. Information should include:
a. The number of households (families) and total number of individuals including children as well as a list of specific counties that will receive the proposed assistance.
Based on current evaluations, it is believed that 21 households or 25 individuals would be served at one point in time through KHRC’s TBRA program in Douglas County, if the project is fully funded.
Currently, Bert Nash consumers utilize TBRA/HOME vouchers in the community. The Bert Nash Center has diligently worked to develop relationships with private landlords as well as various management companies to provide housing opportunities in the community for individuals who experience severe and persistent mental illness as well as multiple experiences with homelessness. These individuals initially obtained housing despite problematic rental histories with the use of HOME/TBRA vouchers and after 24 months can or have been transferred to available Section 8 Housing Choice Voucher subsidy for which they would not have been eligible. Currently LDCHA has a 75% success rate for households that transfer to permanent general housing assistance. Full funding of this request would provide subsidy for all of the households who are currently on the waiting list to be served and most of those who will be applying throughout the remainder of the year. Without full funding there will be a significant housing crisis for the Bert Nash CSS population. If funded LDCHA would provide renter education and the Bert Nash CMHC would provide support services to eligible individuals, including case management, crisis intervention, job training, peer support and medication management, as well as other services identified to meet individualized needs. Bert Nash CMHC has had tremendous success supporting individuals in the community who utilize a HOME subsidy.
11 Adults who experience severe and persistent mental illness and have experienced multiple episodes of homelessness, present a unique housing challenge, as they are still in need of support and oversight while desiring freedom and independence. The goal for this grant request would be to provide this vulnerable population with vouchers for transitional housing in the community with wrap around services designed to provide the needed support and oversight while fostering independence, increasing skill level, and improving their sense of responsibility. This specialized transitional housing would allow these adults time and opportunity to develop necessary life skills, and improve their ability to maintain safe affordable housing of their choice while developing a good rental history. Bert Nash CMHC staff would be available traditional weekday hours as well as nights and weekends to provide support, education, advocacy, and hands on assistance with any issues that arise. b. Timeline describing the initial distribution of assistance to the final commitment of funds during the proposed three-year grant award funding.
The LDCHA maintains a waiting list of clients who have been referred by Bert Nash for housing assistance and determined to be eligible. There are currently 11 households on the LDCHA waiting lists in Bert Nash Community Support Services, 2 searching 3 offered. Within 1 month of grant award applicants on the waiting list will be offered assistance. Briefings will be conducted in compliance with the LDCHA Administrative Plan. It is anticipated that 6 households from the waiting list plus an additional 15 households that Bert Nash will refer, will be leased within 120 days of their offer date. Within 360 days of the award date, approximately 21 households will be housed with the initial funding distribution. This would allow for a full spenddown within the three-year cycle by utilizing the 12 month set up period for 2 periods.
Applications will continue to be taken and eligible applicants will be placed on the waiting list. Many households have been pre-identified but not yet referred by the CMHC due to current funding obligations being maxed out. Since 1994 there has been an average of over 50 applications submitted per year from Bert Nash/CSS clients. Any funds still existing upon full obligation of rental subsidy will be obligated on a deposit only basis to residual waiting TBRA households. c. Description of the plan for continued assistance for families after the end of the program (Section 8, self-sufficiency, etc.)
Every person who receives HOME TBRA, completes this program and is found eligible is placed on the waiting list for General Housing Assistance. Since 2000, LDCHA has graduated 390 participants of its HOME TBRA housing programs. Well over a decade since this inception, approximately one third of these participants are currently active and receive ongoing permanent housing assistance through LDCHA. Between 2000 and 2016, 75% of all families housed through HOME TBRA funds had been given permanent housing assistance, most often a Section 8 Housing Choice Voucher, at the end of 24 months. Although housing permanency with LDCHA is an option for those participants who need it, supportive services through LDCHA’s Residence Services program include educational and employment aid that bolster participant success for those who wish to live independent of federal housing assistance long-term. Some households even choose to participate in an LDCHA Homeownership Program, with 10 LDCHA families purchasing homes in 2015. 2 in 2016, 4 in 2017 and 8 in 2018. Permanent vouchers also carry with them the possibility of porting to other jurisdictions.
12 d. List impact (self-sufficiency) in terms of tenants who have moved in a previous year from the TBRA program to Section 8 or who no longer qualify for assistance due to an increase in income level.
The LDCHA closely monitors the HOME/TBRA program, graduating tenants to Section 8 Housing Choice Vouchers as appropriate in a timely fashion. The population served by this grant have not seen increases in income that disqualify them for ongoing assistance in the Section 8 program.
e. Description of other methods to be used to measure the success of the program.
LDCHA staff work very closely with the Bert Nash Residential Coordinator and other Bert Nash CMHC staff. Weekly meetings, regular telephone conversations, and case manager’s direct interactions with clients, and the LDCHA office supports this strong relationship.
Bert Nash CMHC staff interactions with private landlords and LDCHA staff have greatly increased communication and cooperation between all those who are working to provide safe, adequate housing for the clients. The Bert Nash staff has observed a significant increase in households who have obtained housing utilizing TBRA and maintained housing after transitioning to permanent Section 8 Housing Choice vouchers.
3. Capacity
a. Administrative Plan –The Plan must be attached and must meet minimum standards established in the KHRC TBRA Policy.
Please see attachment C of the LDCHA Administrative Plan for provisions of administration of Bert Nash CSS HOME TBRA program. Unless otherwise specified, LDCHA strives to maintain policy consistency between all programs, including Public Housing, Section 8 Housing Choice Voucher, and TBRA.
b. Rental Housing Capacity- The agency must have administrative support for the program, a history of rental housing administration and a proposed marketing plan that covers the geographical jurisdiction and is not limited to agency referrals, local presentations, etc. If applicant is a previous TBRA grantee, compliance issues and attempts to resolve issues should be described.
In continuous operation since 1968, LDCHA currently administers four federal housing assistance contracts and four HOME tenant based rental assistance contracts providing a total of 1255 units of assisted housing to the City of Lawrence and Douglas County, Kansas (LDCHA, April 2019). The LDCHA administers contracts providing 762 assisted housing units with a full-time department staff of six, and has maintained no less than a 96% or greater occupancy rate since 1988, and had a 98% occupancy rate in 2018.
There have been no Fair Housing and Equal Opportunity findings against the LDCHA and there are no open management or fiscal audit findings. HUD management and annual financial audits reveal that Section 8 and HOME TBRA HAP computations are in compliance with regulation.
13 The LDCHA has received Outstanding Performer status on its Public Housing Management and Performance reviews since 1993. LDCHA has also been designated a High Performing housing authority by HUD.
Since 1992 the LDCHA has worked closely with the Bert Nash Community Mental Health Center to increase housing opportunities for persons with recurring mental illness. In 1994 the LDCHA undertook administration of HOME tenant based rental assistance coupons for clients in the Bert Nash Community Support Service (CSS) program. This program has provided transitional housing and housing self-sufficiency support to 376 families. Of those served, 155 were experiencing homelessness.
4. Non-Local HOME Area
a. A map of the jurisdiction served must be provided.
See Attachment B
b. Applicants serving areas outside Local HOME Participating Jurisdictions (local PJs) will receive a funding preference. The cities of Topeka, Lawrence, Wichita, and Kansas City, and Johnson County are considered local PJs. Applicants outside of these jurisdictions will receive 50 points. (NOTE: Applications serving local PJs are restricted to serving special populations, as identified in the Kansas Consolidated Plan.)
Please note that this grant will serve families who are experiencing severe and persistent mental illness (SPMI), a population not otherwise prioritized and targeted for housing funds and related assistance in the local PJ HOME Program or other avenues presently available in Douglas County.
14 Statement of Assurances & Certifications
The grantee hereby assures and certifies with respect to the grant that:
1. It possesses legal authority to make application and to execute a housing program.
2. Its governing body has duly adopted or passed as an official act, a resolution, motion or similar action authorizing the person identified as the official representative of the grantee to submit the final statement, all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the grantee to act in connection with the submission of the final statement, and to provide such additional information as may be required.
3. That prior to submission of its application to the Kansas Housing Resources Corporation (KHRC), the grantee has met the citizen participation requirements, prepared its application and projected use of funds, and made the application available to the public, as required by Section 104(a)(2) of the Housing and Community Development Act of 1974, as amended, and implemented at 24 CFR 570.486.
4. It has developed its final statement (application) of projected use of funds so as to give maximum feasible priority to activities that benefit low-income families.
5. Its chief executive officer or other officer of the grantee approved by the KHRC:
a. Consents to assume the status of a responsible federal official under the National Environmental Policy Act of 1969 and other provisions of federal law as specified in 24 CFR 58.1(a); and
b. Is authorized and consents on behalf of the grantee and himself/herself to accept the jurisdiction of the federal courts for the purpose of enforcement of his/her responsibilities as such an official.
6. The loan will be conducted and administered in compliance with:
a. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), and implementing regulations issued at 24 CFR Part I;
b. Fair Housing Amendments Act of 1988, as amended, administering all programs and activities relating to housing and community development in a manner to affirmatively further fair housing; and will take action to affirmatively further fair housing in the sale or rental of housing, the financing of housing, and the provisions of brokerage service. Title VII and Executive Order 11063 requirements apply to all recipients, regardless of community size and/or racial/ethnic characteristics. The fair housing provisions apply to the community as a whole and pertain to the sale or rent of housing, the financing of housing, and the provision of brokerage services. MEANINGFUL STEPS TO FURTHER FAIR HOUSING MUST BE TAKEN. Such steps must be documented and will be monitored by the Kansas Housing Resources Corporation;
c. Section 109 of the Housing and Community Development Act of 1974, as amended, and the regulations issued pursuant thereto (24 CFR Section 570.602);
d. Section 3 of the Housing and Urban Development Act of 1968, as amended, and implementing regulations at 24 CFR Part 135;
e. Executive Order 11246, as amended by Executive Orders 11375 and 12086, and implementing regulations issued at 41 CFR Chapter 60;
f. Executive Order 11063, as amended by Executive Order 12259, and implementing regulations at 24 CFR Part 107;
g. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended and implementing regulations when published for effect; 15
h. The Age Discrimination Act of 1975, as amended, (Pub. L. 94-135), and implementing regulations when published for effect;
i. The relocation requirements of Title II and the acquisition requirements of Title III of the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended and the implementing regulations at 24 CFR 570.488;
j. Anti-displacement and relocations plan requirement of Section 104(d) of Title I, Housing and Community Development Act of 1974, as amended;
k. Relocation payment requirements of Section 105(a)(11) of Title I, Housing and Community Development Act of 1974, as amended;
l. The labor standards requirements as set forth in 24 CFR 92.354 and HUD regulations issued to implement such requirements;
m. Executive Order 11988 relating to the evaluation of flood hazards and Executive Order 11288 relating to the prevention, control, and abatement of water pollution;
n. The regulations, policies, guidelines, and requirements of 2 CFR 200 as it relates to the acceptance and use of federal funds under this federally assisted program; and
o. The American Disabilities Act (ADA) (P.L. 101-336: 42 U.S.C. 12101) provides disabled people access to employment, public accommodations, public services, transportation and telecommunications.
7. The conflict of interest provisions of 24 CFR 92.356 apply to any person who is an employee, agent, consultant, officer, or elected official or appointed official of the state, or of a unit of general local government, or of any designated public agencies, or subrecipients which are receiving funds. None of these persons may obtain a financial interest or benefit from the activity, or have an interest or benefit from the activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during their tenure or for one year thereafter, and that it shall incorporate or cause to be incorporated, in all such contracts or subcontracts a provision prohibiting such interest pursuant to the purpose of this certification.
8. It will comply with the provisions of the Hatch Act that limits the political activity of employees.
9. It will give the state, HUD, and the Comptroller General or any authorized representative access to and the right to examine all records, books, papers, or documents related to the grant.
10. It will comply with the lead paint requirements of 24 CFR Part 35.
11. The local government will not attempt to recover any capital costs of public improvements assisted in whole or in part with HOME funds by assessing properties owned and occupied by low and moderate income persons unless:
a. HOME funds are used to pay the proportion of such assessment that related to non-HOME funding, or
b. The local government certifies to the state that for the purposes of assessing properties owned and occupied by low and moderate income persons who are not very low income that the local government does not have sufficient HOME funds to comply with the provision of a. above.
12. It accepts the terms, conditions, selection criteria, and procedures established by this program description and that it waives any right it may have to challenge the legitimacy and the propriety of these terms, conditions, criteria, and procedures in the event that its application is not selected for HOME funding.
16 13. It will comply with the regulations, policies, guidelines, and requirements with respect to the acceptance and use of federal funds for this federally assisted program.
14. It will comply with all parts of Title I of the Housing and Community Development Act of 1974, as amended, which have not been cited previously, as well as with other applicable laws.
The grantee hereby certifies it will comply with the above stated assurances.
For LDCHA:
Signature, (Authorized local elected official if grantee is a governmental entity, or authorized Executive Director if grantee is a non-profit agency)
Shannon Oury Name (typed or printed)
Executive Director Title
Lawrence-Douglas County Housing Authority Applicant Agency/Housing Authority
Date
Bert Nash CMHC:
Signature, (Authorized local elected official if grantee is a governmental entity, or authorized Executive Director if grantee is a non-profit agency)
Patrick Schmitz Name (typed or printed)
Chief Executive Officer Title
Bert Nash CMHC Applicant Agency/Housing Authority
Date
17
Attachment A: LDCHA Contract Under Administration as of June 2019
PROJECT BASED – PUBLIC HOUSING PROGRAMS The Lawrence-Douglas County Housing Authority has developed and administered housing units for low-income families and elderly individuals since 1968. Project Date Project Name # Units 1972 Edgewood Homes – General Housing Assistance 124 1973 Babcock Place – Senior Housing 120 1982 Scattered Site 20 1983 Scattered Site 26 1987 Scattered Site 23 1989 Scattered Site 25 1994 Scattered Site – Senior Housing 25 TOTAL PROJECT BASED PUBLIC HOUSING UNITS 363
LAWRENCE TENANT BASED – SECTION 8 Housing Choice Voucher The Lawrence-Douglas County Housing Authority has administered tenant-based Section 8 contracts since 1977. Project Date Project Name # Units 1999 Moving To Work Demonstration Vouchers 592 2011 Conversion Vouchers - Pine Tree Townhomes 140 2013 Veteran’s Assisted Housing Vouchers (VASH) 20 2014 Veteran’s Assisted Housing Vouchers (VASH) 10 2015 Veteran’s Assisted Housing Vouchers (VASH) 15 TOTAL TENANT BASED SECTION 8 UNITS 777
Section 8 New Construction Project Date Project Name # Units 2006 Clinton Place Apartments 58 2011 Building Independence (Administered for Bert Nash 4 CMHC)
HOME TENANT-BASED RENTAL ASSISTANCE PROGRAM The Lawrence-Douglas County Housing Authority has administered HOME Tenant-Based Rental Assistance grants since 1993. Project Date Project Name Funding 2012 Bert Nash Mental Health CSS $ 111,492 2012 City of Lawrence $155,281 2013 Bert Nash Mental Health CSS $ 110,000 2013 City of Lawrence $176,970 2014 Bert Nash Mental Health CSS $75,000 2014 City of Lawrence $ 200,000 2015 Bert Nash Mental Health CSS $75,000 2015 City of Lawrence $174,804 2016 Bert Nash Mental Health CSS $80,000 2016 City of Lawrence $300,000 2017 Bert Nash Mental Health CSS $75,000 2017 City of Lawrence $193,717 18 2018 Bert Nash Mental Health CSS $80,000 2018 City of Lawrence $225,980 TOTAL HOME TBRA FUNDING $2,033,244 Note: All of each annual allocation of City of Lawrence HOME TBRA funding is dedicated to transitional housing programs for homeless persons.
SUPPORTED HOUSING PROGRAM Permanent supported housing for homeless individuals with mental illness and substance disorders. Project Date Project Name Funding 2014 Hope Building $ 95,542
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Attachment B: Detailed Project Location Map
20 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 5A Executive Director’s Report
New Horizons
City of Lawrence Grant Opportunity
In 2016 the LDCHA created the New Horizons tenant based rent assistance (TBRA) pro- gram with funds granted by the City and County. This program serves families with chil- dren who are guests at the Lawrence Community Shelter. There are currently 11 active households. The program has served a total of 15 households, of which so far 4 have been successfully transitioned, 1 abandoned, 1 terminated and 3 left the program volun- tarily in favorable status.
In 2018, the Board authorized the LDCHA to partner with Family Promise on a grant ap- plication for $200,000, of which $50,000 was to be paid to Family Promise to hire a case manager for this program. The Affordable Housing Advisory Board has recommended to the City Commission additional funding of $110,000 for this program. That amount was divided between Family Promise to pay $50,000 for a case manager for the households in this program and the rest $60,000 for rental assistance administered by the LDCHA. Staff would like the Board to approve a new application for $100,000 which would be divided 50/50 between Family Promise and the LDCHA.
Douglas County Grant Renewal
The LDCHA has a renewal grant request pending with the County for $50,000 for 2020. Douglas County has awarded a $50,000 grant each year for the New Horizon program for 2016-2019.
Update on the Cottages at Green’s Lake As a HUD-determined Responsible Entity, the City of Lawrence was required to complete Environmental Reviews for HUD-funded projects within the City of Lawrence. The re- views are handled by Community Development staff. The Environmental Review has been completed and was published for public comment and the affidavit of publication is attached. Staff will file this information with HUD in Washington and prepare the Request for Release of Funds.
At that point here are only two other items that need to be filed with HUD before the funds can be released to the LDCHA, the Site and Neighborhood Standards approval and a Development Proposal. Staff has contacted HUD to schedule this. These items should be completed by July.
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LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Additionally, the County Commission authorized the issuance of an RFP for a Construc- tion Manager for the Tier 2 and Tier 3 Behavioral Health Housing project. Mar Lan Com- pany was selected and the County is negotiating that contract now. The tentative sched- ule is to draft all documents by September and break ground in October.
Staff will bring a new lease for the Board’s review and approval at the August meeting. The Housing Trust Fund grant requires a 99 year lease to allow the LDCHA to execute the necessary documents to establish a security interest in the fixtures that the grant will provide funding for, including the solar panels, the bed bug room equipment and the other built-ins designed for the units. Additionally, for funding purposes the parties want to change the payment schedule to have at least two or three payments during the project.
Edgewood Basketball Backboards Project Staff has arranged with Van Go to have a project to repaint the rusted backboards for the 6 basketball courts at Edgewood Homes. This project will create an art opportunity for the youth and will improve the appearance of the property.
New Partnership: Landen Lucas Foundation – Sports for Life Full Circle Tenant Services, Inc., our new tenant services 501(c)3, has an exciting new partnership with the Landen Lucas Foundation - Sports for Life. Landen Lucas is a former KU Basketball standout and now plays professionally. His foundation is committed to giv- ing opportunities for underprivileged youth to play sports to build social and life skills. At their ‘Vino Voyage’ fundraiser on June 15th, $15,000 was pledged by private donors to directly benefit Full Circle Youth Program children in public housing and Section 8. https://landenlucasfoundation.org
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June 6, 2019
Kansas Athletics launches groundbreaking new model for student-athlete care Kansas Athletics is launching a new model of student-athlete care believed to be the first of its kind among major collegiate athletics programs. Kansas Athletics is collaborating with The University of Kansas Health System and LMH Health to launch Kansas Team Health, a new model of care that makes the resources of The University of Kansas Health System and LMH Health available to provide the best care possible for KU student-athletes, and clearly establishes the responsibility of care with medical professionals while minimizing potential conflicts of interest between coaches and sports medicine staff. LMH Health President and CEO Russ Johnson said, “LMH Health is proud to be part of this innovative care model that puts student- athletes at its center, and our pride comes from LMH Health and OrthoKansas being on the field and on the court taking care of KU student-athletes for almost 40 years. “We recognize that student-athletes perform best when they are their healthiest, so we care for the whole student-athlete with a comprehensive range of services and immediate access to sports medicine. Our partnership with The University of Kansas Health System creates a unique collaboration that combines the strengths of our community hospital and the state’s only academic medical center.” Kansas Athletics Director Jeff Long said, “The health, safety and well-being of our student-athletes is our highest priority. Additionally, we want our medical staff to have access to the resources they need to provide KU student-athletes the best medical care possible. This partnership strengthens our ability to achieve our highest priorities.” The new model is the result of purposeful efforts by the University of Kansas and Kansas Athletics to provide the highest level of care to student-athletes. This change positions Kansas as a national leader in addressing concerns and challenges across college athletics related to athletics department reporting structures and medical care. The three partner organizations first began exploring this model at the direction of KU Chancellor Douglas Girod, himself a surgeon. Since then, research and best practices provided by Dr. Brian Hainline, chief medical officer, NCAA Sport Science Institute, and widely publicized sports medicine challenges across the country confirmed for Chancellor Girod and Athletics Director Long the need to create a better model of student-athlete care. “The norm in college athletics has been for sports medicine practitioners to report to athletics department administrators,” Chancellor Girod said. “At KU, our student-athletes have received outstanding care, and we have not had issues related to supervision and adherence to best practices. That said, we knew we had a special opportunity to be innovative and get ahead of the curve. As a result, I believe we can tell all current and future student-athletes that they’re getting the best care and training in the country at the University of Kansas.” See Student-Athlete Care, page 2 Student-Athlete Care, continued from page 1 LMH Health is optimally positioned to serve Jayhawk athletes as part of Kansas Team Health given its outstanding sports medicine clinicians, convenient location in Lawrence and longstanding relationship with KU. Russ said, “Like the student-athletes, we live, work and play in this community, and our relationship with Kansas Athletics spans years of celebrating triumphs, caring for injuries, and assisting in recovery. Our team and The University of Kansas Health System share the highest standards for performance, quality and safety, and we are passionate about delivering excellence in sports medicine and overall health for Kansas Athletics.”
Join the American Hospital Association & #HAVhope We’re joining the American Hospital Association and lending our support to help end violence in our communities. Known as #HAVhope Friday, the Hospitals Against Violence initiative takes place June 7. Its aim is to end all forms of violence and to help hospital employees cope with the impact of violence, whether at home, on the job or in their neighborhoods. Join us in standing up to violence by taking part in #HAVhope. Download a sign and use #HAVhope on social media to highlight your work or commitment to combat violence in your community or workplace. Together we can make a difference.
The Senior leadership Team supports the American Hospital Association’s “Hospitals Against Violence” initiative.
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Staff updates Christopher Brychel, MD, joined Leighton Miller, FNP-BC, MSN, the Internal Medicine Group in joined OrthoKansas in mid-May. early May. Dr. Brychel earned a He spent five years as the director bachelor’s degree from Pittsburg of nursing services for Meade State University and went on to District Hospital in Meade, Kansas, receive his medical degree from and is a board-certified family the University of Kansas School of nurse practitioner. Leighton has Medicine. Following medical provided care to patients of all school, Dr. Brychel completed his internship, ages, from pediatrics to geriatrics. He received his residency and fellowship at Cedars-Sinai Medical nursing degree from the University of Kansas Center in Los Angeles. He is board-certified in School of Nursing. In addition to his work in internal medicine and specializes in infectious orthopedics, he has served as a nurse in family diseases. practice, emergency, labor/delivery and acute care departments. John Galligan, MD, joined OrthoKansas in May. Dr. Galligan, a board-certified Briefly at LMH Health orthopedic surgeon, specializes in treating foot and ankle problems. Storm help available He is a born and raised The LMH Health Foundation is saddened by the Midwesterner who earned his destruction around Douglas and Leavenworth medical degree from Creighton Counties caused by the tornado on Tuesday, University School of Medicine in Omaha, Nebraska. May 28. We wish to extend our gratitude to the He completed residency training in orthopedic employees who worked past their shifts—and who surgery at the University of Missouri-Kansas City in came in after the storm had passed—to keep the 2005, and fellowship training in foot and ankle hospital running during a time of need. surgery at the Foundation for Orthopaedic, Athletic and Reconstructive Research in Houston, Texas, in We are aware that some 2006. He completed an additional fellowship in hip LMH Health employee and knee arthroplasty in 2016 in New Zealand. homes and properties were damaged in the Walter Ingram, MD, joins the team at Reed storm and we are Internal Medicine in June. Dr. Ingram earned his organizing efforts to medical degree from the support them. University of Kansas School of Medicine and completed his If you know of an LMH Health employee that residency in internal medicine at was affected directly by the storm, please email Keesler Medical Center in Biloxi, Amy Addington. She will follow up with you about Mississippi and Walter Reed any opportunities to help these individuals as soon Army Medical Center in as we understand what is needed. Washington, D.C. He is board- Thank you for your dedication and for supporting certified in internal medicine and is a member of your fellow coworkers. We are better together! the American College of Physicians.
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Briefly at LMH Health Erin Henderson, social worker in oncology, said they really add a level of comfort for the patient. Port pillows provide comfort for “They are a big comfort and help the patients with oncology patients independence and give them the ability to do During cancer treatment, many oncology patients something in less pain or discomfort than before,” have a port inserted to deliver chemotherapy. After she said. their port is inserted, it can become uncomfortable if rubbed or aggravated. Seatbelts sometimes hit FYI Extra needs you! that spot and create additional discomfort. Is there something you’d like to see in FYI Extra? Bailey Butler, Property Management Specialist for Do you have photos of staff or coworkers the Clinton Place Apartments, created a port pillow celebrating an In Joy moment? We’d love to hear -making program for her residents. After Bailey’s from you! grandmother If you’ve got a submission for FYI Extra, send your passed away in content to Autumn Bishop and it may be included 2017, she decided in a future issue. to bring her grandmother’s sewing supplies to Jackie Hauber retires after 41 years the apartments to with LMH Health use for community On June 4, LMH projects. They like Health said goodbye to call this program to Jackie Hauber, and weekly event, facilities specialist, as “Sew it Thursday.” she retired after 41 years of service. “I reached out to the hospital to see if there were Jackie started any projects we could make for them,” Bailey said. working with “And port pillows were what they needed most.” Lawrence Memorial These pillows slide onto car seatbelts to protect the Hospital in 1978! port and take away discomfort. Liv Frost, social Jackie’s looking worker in Oncology, says not only is the pillow a forward to spending comfort for the patients, but it is a comfort to know time on projects at there is someone in the community thinking about home and crafting. them and looking out for them. Congratulations on “The kindness of other people and their concern is your retirement! a way the community shows genuine care to our patients,” she said.
These port pillows are free for patients whenever Credits they are available. They’re put in a basket in the This edition of FYI Extra was compiled by oncology office and patients are welcome to come Autumn Bishop with contributions from Amy by and take them at any time. Addington, Jessica Brewer, Starla Jones and “I think they are a necessity for patients with ports,” Darren Moore. If you have a submission for FYI Liv said. “These are not something you can just find Extra, email [email protected]. at any local store.”
4 For your calendar Let’s celebrate a successful TJC Survey! CareAware upgrades to new OS Who: LMH Health associates IT will be conducting the CareAware Operating What: Food Truck Fest System upgrade starting this week. The When: 11:30 a.m.-1:30 p.m., June 20, 2019 departments listed will experience a 4-hour Where: LMH Health parking lot in the imaging downtime while the upgrade completes. Please truck area. Off site locations will celebrate with a use Care Admins and desk phones while the catered lunch delivered to their facility. change is being completed. Why: To thank you for all of your efforts in making our TJC Survey a resounding success! 3 West 6/7/19 8 a.m.
A special thank you to the LMH Health 3rd Surgical 6/7/19 Noon Foundation for their sponsorship of this event. Mother Baby 6/10/19 8 a.m.
Peds unit 6/10/19 Noon
2nd Medical 6/11/19 8 a.m.
Kaw Valley FC season underway 2 East 6/11/19 Noon LMH Health and OrthoKansas are the official ICU 6/12/19 8 a.m. healthcare and sports medicine partners of Kaw Valley FC, a pre-professional soccer team owned Therapy 6/12/19 Noon and operated by Sporting Kaw Valley Soccer Association and developmental partner of Sporting Care Coordination 6/13/19 8 a.m. Kansas City. Palliative Care, Phar- The season has started off with a BANG! The macy, RT, Wound/ 6/13/19 Noon Cranes have a record of 4-0-1, with a tie coming in OSTO their season opener at St. Louis on May 18. Education 6/14/19 8 a.m. If you’d like to support the Cranes, you still have a few opportunities to catch the team in action. The AFW Staging and IT 6/14/19 Noon team will be playing throughout the summer at Rock Chalk Park in Lawrence and at the Hummer Sports Complex in Topeka.
June 7, 7:30 p.m., Rock Chalk Park
June 8, 7:30 p.m., Hummer Sports Complex
June 13, 7 p.m., Rock Chalk Park
June 15, 7:30 p.m., Rock Chalk Park
June 28, 7:30 p.m., Hummer Sports Complex
5 Employees celebrating anniversaries in July
40 years 15 years Twila Gates, Respiratory Therapy Janie Gish, Patient Accounts
35 years 14 years Linda Hasler, Social Work Michael Davis, Environmental Services Elizabeth Mowery, Operating Room Derek Neibarger, Health Information Management Corey Quattlebaum, Endoscopy Center Terri Rogers, Central Services & Supply 32 years Claudia Wilson, Emergency Department Philip Ketter, Laboratory 13 years 31 years Holly Dawson, OrthoKansas Katherine Buckley, Environmental Services Linda Koester-Vogelsang, Community Outreach & 12 years Engagement Carrie Booe, Lawrence OB/GYN Specialists Jennifer Glendening, Environmental Services 26 years Susan Hobart, Ultrasound Joyce Schmid, Admissions Katie McDaniel, Nuclear Medicine Petronila Oparaji, Rehab Nursing Unit 24 years Pamela Wingert, OrthoKansas Debra Rico, LMH Eudora Physical Therapy Patrick Smith, IT-Production Management 11 years Elizabeth Dodge, Recovery Room 21 years Megan Hawman, Ultrasound Andrew Trybom, CT Scanning Judy Ciambrone, Family Medicine of Baldwin City Michael Walters, Cardiac Rehab Christina Herrin, Pharmacy Starla Jones, IT-Production Management 19 years Jody Keltner, Obstetrics Toni Blankenship, Wound Healing Center Dr. Thomas Marcellino, Mt. Oread Family Practice Sonja Everhart, Recovery Room Kristina Pedraza, Physicians Central Billing Office Karen Kottwitz, Patient Accounts Kimberly Postlethwaite, Rehab Nursing Unit James Schneider, IT-Biomedical 18 years Shelley Terrell, 3 West Kelly McArthur, Patient Accounts Dianna Wiggins, Environmental Services Rebecca McClure, LMH South Physical Therapy Holly Soetaert, Lawrence OB/GYN Specialists 10 years Lauren Cobb, Volunteer Services 17 years Brian Haynes, IT-Biomedical Maria Felbush, Pediatrics Jennifer Narcomey, 2 North
16 years Lisa Crettol, Endoscopy Center See Employees, page 7 Scott Dieker, Education & Learning Services Faith Nilhas, Laboratory
6 Employees celebrating anniversaries in July
Continued from page 6 6 years Kyle Eichelberger, Pharmacy 9 years Marcia Flory, Emergency Department Jessica Pedersen, Occupational Health Abby Hein, Pharmacy Troy Enneking, Wound Healing Center Patricia Lemke, Speech Therapy Gregory Oehlert, Respiratory Therapy 8 years Jean Munsch, LMH West Endoscopy 5 years Kimberly Steffen, Internal Medicine Group Jennifer Baugh, Health Information Management Susan Andersen, Clinical Excellence & Value Shelby Bird, Diagnostic Radiology Nicholina Chronister, Laboratory Jessica Couch, Labor & Delivery Nancy Colwell, LMH West Endoscopy Tanya Eckhardt, Nursing Administration Donna Frantz, Lawrence General Surgery Erica Gudenkauf, LMH South Occupational Therapy Michelle Gisel, Internal Medicine Group Jeri Holwick, 3 West Karen Harris, Palliative Support Services Doris Jackson, Pharmacy Barbara Hart, Lawrence GI Specialists Jennifer Killough, Plastic Surgery Specialists of Michele Henry, Internal Medicine Group Lawrence Meganne Holzmeister, Respiratory Therapy Leslie Rials, LMH South Physical Therapy Ashley Hout, Internal Medicine Group Lauren Shmalberg, 3 West Deborah Ice-Turner, Patient Accounts Dr. Molly Imber, Internal Medicine Group 4 years Miriam Johnson, Internal Medicine Group Presentacion Mabitazan, Environmental Services Janelle Johnston, Internal Medicine Group Samantha Bowman, Operating Room Dr. Teresa King, Lawrence GI Consultants Ashley Casady, Speech Therapy Dwan McCullouth, Internal Medicine Group Nicole Dotson, Internal Medicine Group Kristina Mead, Internal Medicine Group Mollie Fearing, Pharmacy Lisa Mitchell, Pain Management Spencer Gwin, Physical Therapy Ashley Moreno, LMH West Endoscopy Margaret Harris, Sterile Processing Dr. Gerald Pees, Internal Medicine Group Kirsten Kay, LMH South Physical Therapy Dr. Christopher Penn, Internal Medicine Group Timothy Obiefule, IT-Production Management Julie Robbins, Treatment & Procedure Center Tammy Warehime, Obstetrics Karen Roberts, Internal Medicine Group Tamera Roecker, Internal Medicine Group 3 years Dr. Gregory Schnose, Internal Medicine Group Stephanie Norris, Oncology Dr. Richard Sosinski, Palliative Support Services Kimberly Squire, Baldwin Physical Therapy Cindy Steffey, Internal Medicine Group Haley Timmons, Sports Pavilion Performance Dr. Kevin Stuever, Internal Medicine Group Training Laura Sullivan, Internal Medicine Group Kristina Kramer, Human Resources Susan Turner, Internal Medicine Group Katie Barnes, 2 East Dawn Willard, Internal Medicine Group Dr. Darcy Conaway, Cardiovascular Specialists of Lawrence 7 years Dr. David Fritz, Lawrence Spine Care Jessica Brixius, Admissions See Employees, page 8
7 Employees celebrating anniversaries in July
Continued from page 7 Julia Mechler, Reed Internal Medicine Brandy Monson, Health Information Management 3 years Dr. Lida Osbern, Reed Internal Medicine Vaughn High, Facilities Management Natasha Otto, Reed Internal Medicine Christina Merreighn, Lawrence Pulmonary Kelsey Potuto, Lawrence OB/GYN Specialists Specialists Amanda Randel, Lawrence OB/GYN Specialists Melissa Norris, Lawrence Vein Center Susan Reiske, Reed Internal Medicine Katie Northup, Intensive Care Unit Brett Romme, Sports Pavilion Physical Therapy Terence Venniro, Lawrence Neurology Specialists Tyler Rush, Emergency Department Rachel Walters, Physical Therapy Michal Russell, Reed Medical Group MDVIP Margaret Wiebe, Oncology Melissa Schulte, Recovery Room Jessica Smith, Reed Internal Medicine 2 years Stephen Smith, Reed Internal Medicine Kristy Jackson, Lawrence Neurology Specialists Dena Stein, Reed Internal Medicine Heather Jump, Reed Medical Group MDVIP Edward Thomas, Emergency Department Kristen Alejos, Emergency Department Christopher Tomei, Central Services & Supply Sue Alldredge, Admissions Barbara Walters, Reed Internal Medicine Kristen Allen, Family Medicine of Tonganoxie Angela Andrew, Reed Internal Medicine 1 year Allison Arnold, Recovery Room Shawna Camargo, Nursery Gina Brinson, Family Medicine of Baldwin City Emily Carkhuff, Laboratory Dr. Joan Brunfeldt, Reed Internal Medicine Jaden Courter, 2 North Glenda Caldwell, Reed Internal Medicine Sara Ehret, Mt. Oread Family Practice Cynthia Carttar, Reed Internal Medicine Ty Hartman, 2 North Irene Chege, 2 East Kelsey Helus, Sports Pavilion Performance Training Kathleen Christie, Reed Internal Medicine Olivia Hodison, Emergency Department Dr. Walter Farrell, Reed Internal Medicine Adaira Kientz, Operating Room Shannon Farrow, Reed Internal Medicine Dr. Jason Miiller, Mt. Oread Family Practice Shawn Fiskin, Reed Internal Medicine Nikhita Ravikanti, Laboratory Michael Gibson, Emergency Department Brandy Ross, Laboratory Dr. Donald Hatton, Reed Internal Medicine Dr. Benjamin Smith, Internal Medicine Group Dr. James Hoffmann, Reed Internal Medicine Michael Soubie, Invasive Cardiology Dr. Eric Huerter, Reed Medical Group MDVIP Jessica Spencer, LMH South Physical Therapy William Johnson, Physicians Central Billing Office Katie Stiebens, Wound Healing Center Dr. Elaine Kennedy, Reed Medical Group MDVIP Anslie Tell, Pharmacy Peggy Kessel, Reed Internal Medicine Dr. Stuart Thomas, Lawrence GI Consultants Jason Kibbe, CT Scanning Frederick Trefz, Jr., Facilities Management Judson King, Reed Internal Medicine Jaselyn Williams, 3 West Patrick Klick, Nursing Administration Abeida Yussuf, Environmental Services Melissa Kramer, Family Medicine of Tonganoxie Justin Lillibridge, Facilities Management Lauren Lynch, Human Resources Michelle Lynch, Lawrence OB/GYN Specialists Rebecca McGuffin, Reed Internal Medicine
8 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 5B: Review Draft MTW Plan and Amendments to Admin/ACOP and Approve for Distribution for Public Comment
BACKGROUND:
The proposed amendments to the Admin/ACOP Plan are primarily for the purpose of adding new items that should be included, to reflect amendments to the MTW pro- gram, or for making various sections clearer or more consistent. All changes are in redline in the attached draft.
CURRENT ISSUE:
2020 MTW Plan - Draft The outline of the possible new activities, modification and proposed activity to close as outlined below was brought to the RAC for review on June 12. The RAC recom- mended approval of these to the Board.
Possible New Activities:
20-1: HQS Emergency Deficiency Initiative HQS Inspectors will be equipped with 9-volt batteries to replace dead batteries in smoke alarms at the time of inspection. Historically, the majority of emergency items identified at Annual Inspection are smoke alarms not operable due to batteries missing or needing replaced. This initiative is geared to promote fewer emergency items iden- tified at Annual Inspection and to facilitate a 24-hour emergency completion rate by the landlord. This initiative will save staff time in communicating this common emer- gency item to landlords, and prevent possible abatement, by correcting the issue on- site by LDCHA staff during the first inspection.
20-2: Headway Vouchers - Rent Assistance for Permanent Supportive Housing Tran- sition The proposed Activity would utilize MTW flexibility to provide up to 3 Headway Hous- ing (HWH) vouchers to individuals who have completed their treatment plan and are identified as eligible to exit the LDCHA’s Permanent Supportive Housing programs (HOPE Housing or the Cottages) to promote self-sufficiency in the least restrictive environment, while opening up the permanent supportive housing units to those in immediate need. The Headway vouchers would be operated as transitional vouchers with support services for a 24-month period and allow qualification for the Section 8 program.
Activity to Modify:
99-3: Work Requirement LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Delete the following exemption:
Households with one or two adults, neither of whom have disability status, who are over age 50, and who do not have children residing in the household.
This exemption but has not generally been utilized. There are currently 6 participants using this exception, 4 are working and the change will only be in the rent calculations. The other two will be provided the opportunity to apply for a Discretionary Exemption and if adopted, staff will assist these participants in making such a request.
Activity to Close:
14-1: Create a Biennial Housing Quality Standards (HQS) Inspection process for ex- isting Housing Choice Voucher (HCV) properties - Because software system cannot support this activity.
Admin/ACOP Amendments The amendments to the Admin/ACOP were brought for review to the Resident Advi- sory Council (RAC) on June 12. There were no objections to these changes.
The attached drafts will be distributed for public comment on July 22 and a public hearing on the amendments will be held August 21 at 5:00 pm at Edgewood Homes. The amended Admin/ACOP will come back before the Board with any comments re- ceived for final approval at its September meeting.
BOARD ACTION:
Review and approve the Draft 2020 MTW Plan for publication and the amendments to the Admin/ACOP, and approve for distribution for public comment if appropriate.
DRAFT
2020
Annual
MTW
Plan
June 20, 2019
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Table of Contents
I. Introduction ……………………………………………………………………………………… 3
II. General Housing Authority Operating Information ……………………………………… 9 A. Housing Stock Information ……………………………………………………………… 9 B: Leasing Information ……………………………………………………………………….. 10 C: Waiting List Information ………………………………………………………………….. 11
III: Proposed MTW Activities ……………………………………………………………………… 14 Activity 20-1: HQS Emergency Deficiency Initiative ………………………………….. 14 Activity 20-2: Independent Living Housing Program ………………………………….
IV: Approved MTW Activities …………………………………………………………………… A. Implemented Activities …………………………………………………………………… Activity 17-1: Self-Certification of Assets Under $20,000 ……………………………... Activity 16-1: Safe Housing Program ……………………………………………………. Activity 16-2: Next Step Vouchers ……………………………………………………….. Activity 14-2: Landlord on-site self-certification ……………………………………... Activity 14-3: Change effective dates of rent calculation variables …………… Activity 13-1: Affordable Housing Acquisition and Development Fund ………… Activity 10-1: Biennial recertification for public housing & Section 8 elderly &
disabled households ………………………………………………………………………. Activity 09-5: Homeownership matching grant ……………………………………... Activity 09-6: Revise definition of countable Income ………………………………. Activity 09-6.1: Exclude Asset Income of $20,000 or less ……………...…………….. Activity 09-8: Jail Re-entry Housing Voucher program …………………………….. Activity 99-1: Combined Public Housing and Section 8 HCV programs and
operations ………………………………………………………………………………….. Activity 99-2: Alternative rent structure ………………………………………………. Activity 99-3: Work requirement ……………………………………………………….. B. Not Yet Implemented Activities …………………………………………………………. Activity 18-1: Local Project Based Section 8 Voucher Program Targeted to
Special Needs Populations ……………………………………………………………… C. Activities On Hold ………………………………………………………………………….. D. Closed Out Activities ……………………………………………………………………… Activity 14-1: Biennial Section 8 HQS inspections …………………………………... Activity 12-1: Biennial Recertification for Section 8 elderly and disabled
households …………………………………………………………………………………... Activity 11-1: Financial assistance for vehicle repair ……………………………….. Activity 11-2: Partner with DCHI for youth programs ………………………………… Activity 11-3: Combine Administrative Plan and ACOP into one policy
statement ………………………………………………………………………………….. Activity 10-2: Expand employment related services to MTW households …….. Activity 10-3: Energy Conservation Improvements …………………………………. Activity 09-2: Mandatory orientation ……………………………………………………
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Activity 09-3: Expand case management services to MTW households ………. Activity 09-4: Biennial recertifications for MTW households ………………………… Activity 09-7: Homeless to Housed: Housing stabilization case management ….
V: Sources and Uses of MTW Funds ……………………………………………………………… A. Sources and Uses of MTW Funds ………………………………………………………… B. Local Asset Management Plan …………………………………………………………
VI: Administrative …………………………………………………………………………………. A. Board Resolution adopting 2020 MTW Plan …………………………………………… B. Public Participation / Comment on the 2020 MTW Plan …………………………….. C. Agency Directed Evaluation of the Demonstration ………………………………… D. Statement of Significant Amendment or Modification ……………………………… E. Declaration of Trusts ………………………………………………………………………. F. Resident Commissioner …………………………………………………………………….
Additional Appendix Items ……………………………………………………………………... Appendix I: LDCHA's MTW Demonstration Program ………………………………………. Appendix II: Certifications, Declarations, and Forms ……………………………………… Appendix III: Capital Fund Grant P&E Reports ……………………………………………….
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The Lawrence-Douglas County Housing Authority Mission is to preserve and expand affordable housing and provide opportunities for participants to
thrive through services and partnerships.
Section I: Introduction
In 2019 the LDCHA is celebrating its 20th anniversary of being an MTW agency. This 2020 MTW Plan provides the strategy for continuing the remarkable success of the MTW Demonstration, and also sets aggressive goals to facilitate the self-sufficiency of participants and significantly increase affordable housing choices in Lawrence, Kansas.
The LDCHA was created in 2001 through the merger of the Lawrence Housing Au- thority (KS053) and the Douglas County Housing Authority (KS160). The predecessor, Lawrence Housing Authority, was created in 1968 under the Kansas Municipal Hous- ing Act as an independent agency of the City of Lawrence charged with develop- ing, operating and managing low rent housing for the low income population of Lawrence, Kansas.
The LDCHA is governed by a five-member board of commissioners, two appointed by the Douglas County Commission and three by the Mayor of the City of Lawrence. One member must be a LDCHA program participant and is an appointee of the City. The LDCHA is operated by 40 dedicated staff members who administer a combined budget in excess of $8 million.
Innovation Through Moving To Work The LDCHA was selected by HUD as one of the original housing authorities to partic- ipate in the Moving to Work Demonstration program in 1998. The agency began im- plementation of the program on June 1, 1999, by adopting the following program initiatives to meet the Congressional MTW Objectives:
1. Abolish the separate public housing and Section 8 program (HCV) administrative structure and create a new program of housing assistance called General Hous- ing.
2. Change or eliminate four basic federal rules under the 1937 Housing Act that con- tradict customary social and economic norms and create administrative ex- pense. The changes include: The institution of suitability criteria as a part of eligibility criteria.
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Modifying the definition of countable income and adjusted income. The establishment of the concept of annual rent and abolishing interim re-ex- aminations. Comprehensive changes in the rent structure.
3. Establish a rent structure that provides affordability while it: Values the unit. Creates incentives to work. Motivates households to work through a work requirement for all work able adults. Establishes meaningful minimum and maximum rents. Increases PHA income by reducing federal subsidy or increasing housing assis- tance without additional subsidy.
4. Increase Housing Choice: For all Section 8 participants increase housing choice by permitting full discre- tion as to location, size and cost without regard to local Fair Market Rents.
5. Increase usage of existing federal funds: Increase public housing rental income by $150,000 per year. Free $500,000 per year of Section 8 subsidy. Use these amounts to serve an additional 100 low income households without additional federal subsidy.
6. Expand the Family Self Sufficiency program by 100% for MTW public housing and Section 8 households.
7. Provide homeownership opportunities including a $3000 down payment match.
The above initiatives created a locally driven housing program, and all of these initi- atives continue to be the foundation of LDCHA's MTW program.
In 2008 the agency signed a new 10 year standardized agreement extending the program to 2018. The new agreement provided expanded authorities for the agency, most significantly the establishment of LDCHA's MTW single fund budget with full flexibility that permits LDCHA through adoption of Activity 09-1 to combine its pub- lic housing operation, Capital Funds subsidies, and Section 8 HCV assistance into a single source to carry out its approved MTW activities. In May of 2016 the agency accepted HUD’s offer of a 10-year extension of its existing MTW Restated Agreement, extending the MTW program according to its current terms through 2028.
The regulatory flexibility granted through the MTW Restated Agreement allows LDCHA to develop and implement innovative, market-based solutions to pursue and fulfill the three MTW statutory objectives:
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Reduce cost and achieve greater cost effectiveness in Federal expend- itures;
Give incentives to families with children whose heads of households are either working, seeking work, or participating in job training, educational or other programs that assist in obtaining employment and becoming economically self-sufficient; and
Increase housing choices for low-income families.
LDCHA elected to participate in the MTW demonstration to make system-wide pro- gressive changes to its housing programs in a way that allows the agency to provide the educational, vocational, and social supports that low-income households need to increase their self-sufficiency.
Due to efficiencies allowed by MTW, the LDCHA has significantly increased its afford- able housing since joining the program at its inception, while actually decreasing the number of staff.
LDCHA is currently one of the smallest agencies in the MTW demonstration. The num- ber of households served may seem few comparably, however the impact in a com- munity the size of Lawrence is significant. Just a few examples include:
898, or 73% of LDCHA-assisted households, are at or below 30% of AMI and 263, or 21%, are at or below 50% of AMI.
171 previously homeless households were transitionally housed from 2008 to 2016, with 82% of those moving to permanent housing assistance.
73 additional units of affordable housing were built or acquired by LDCHA since 2006.
20 special use MTW vouchers have been created since 2010 to help meet the needs of special populations in our community.
89 participants became homeowners with a $3,000 down payment match between 2002-2018.
Furthermore, being an MTW agency has allowed LDCHA to fully participate in local discussions on affordable housing and homelessness issues, and to respond by part- nering with community agencies and government to provide expanded solutions.
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The MTW program has been more successful than initially envisioned and LDCHA re- mains committed to the innovative changes and opportunities this program has made available for participants.
LDCHA Short-Term MTW Goals
Retain and successfully administer all proposed and previously approved Activi- ties.
Execute capital improvements to preserve, maintain and revitalize our public housing portfolio, to make the properties attractive, safe and energy efficient.
Execute our operations in a manner to continue high performing status and to provide exceptional customer service.
LDCHA Long-Term MTW Goals
The agency’s long-term MTW plan is to continue to institute policies and programs that create incentives for households to work, to increase household income and to become self-sufficient. In so doing, the agency will continue to promote home- ownership and create additional housing opportunities for households.
The agency will look for ways to reduce administrative burden, focusing on en- hanced customer service and increased automation.
LDCHA is committed to expanding the stock of affordable housing through the acquisition, new construction, reconstruction or moderate or substantial rehabili- tation of housing or commercial facilities consistent with the objectives of the MTW demonstration. LDCHA plans to meet this goal through leveraging its MTW reserve funds to create innovative financing and development strategies through joint ventures or other partnerships.
LDCHA is committed to being a good steward of the housing programs it is charged with administering. The agency will explore creative ways to continue to meet the statutory objectives of the MTW Demonstration while sustaining the long term financial viability of the agency.
Non-MTW Related Housing Authority Programs and Partnerships
The LDCHA operates several additional housing programs besides the public housing and Section 8 HCV programs, and has developed several other partnerships that support LDCHA's MTW program.
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Clinton Place The largest is a 58-unit project based Section 8 multi-family development for the el- derly which the agency purchased in late 2006 and significantly renovated in 2007 with MTW funds.
Peterson Acres II The agency owns an 8-unit senior development that is fully handicapped accessible. This development is unsubsidized and operates with a below market sliding scale rate rent structure based on household income.
Lawrence Expanded Housing Seven units of LDCHA owned property that is unsubsidized and operates with below market sliding scale rent structure based on income. Preference is given to youth aging out of foster care and /or veterans.
HOME - State LDCHA administers a grant that funds an estimated 18 - 20 unit Tenant-based Rental Assistance (TBRA) program funded by the State of Kansas with HOME funds. The grantee for this program is the Bert Nash Community Mental Health Center. The LDCHA administers the program on behalf of the Bert Nash Center. Admission is re- stricted to Bert Nash clients.
HOME – City – Transitional Housing The LDCHA administers a Transitional Housing program that issues an estimated 15 - 20 units of TBRA and is grant funded annually by the City of Lawrence’s HOME allo- cation. This program is restricted to homeless families and individuals who do not oth- erwise qualify for public housing or Section 8 assistance.
In both the Bert Nash program and the City HOME program, participants must enter into a support service agreement. Participants have up to two years to meet the qualifications for public housing or Section 8 assistance. At the end of the two year period they are transferred to Section 8 assistance if they meet the eligibility qualifi- cations. After their completion of the Transitional Housing program, many partici- pants are then prepared to enter LDCHA's MTW program.
New Horizons LDCHA administers a grant from the City of Lawrence and Douglas County to house homeless families from the Lawrence Community Shelter. The program operates with the same requirements as the Transitional Housing Program. This program was devel- oped to address the needs of homeless families with children and supplement the LDCHA Transitional Housing program which has received significant reductions in HOME funds. It currently serves 10 households.
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HOPE Building The LDCHA also operates 6 units under the Continuum of Care Permanent Supportive Housing program for chronically homeless individuals who are dual diagnosed with mental health and substance abuse problems. The LDCHA uses MTW funds to pro- vide the required match for this program.
Building Independence III Building Independence III is a Section 811 PRAC 4-unit property located in Baldwin City, Kansas. The property is owned by the Bert Nash Center and operates under an annual housing assistance payment contract with HUD. The LDCHA is the owner’s management agent responsible for all aspects of administration, management, op- erations and maintenance of the property.
Partnership with Douglas County Child Development Association (DCCDA) The LDCHA leases Units 159 and 160 at Edgewood Homes without a fee to Positive Bright Start to operate an early childhood education program. The lease requires that at least 16 children of LDCHA residents be enrolled per year in a Positive Bright Start program. This space is also used for special educational services for these stu- dents and for providing evening childcare services for LDCHA parent/guardian MTW training opportunities. This program supports LDCHA's MTW program by providing convenient and affordable childcare for working parents.
HUD-VASH Vouchers The HUD-Veterans Affairs Supportive Housing Program (HUD-VASH) combines Hous- ing Choice Voucher rental assistance for homeless veterans with case management and clinical services provided by the U.S. Department of Veterans Affairs (VA). LDCHA was given the opportunity to join in this effort in 2013 and to expand its par- ticipation in 2014 and 2015. The LDCHA readily accepted this opportunity to serve our veterans, and for 2019 will administer a total of 45 VASH vouchers.
The Lawrence-Douglas County Housing Authority Vision is to transform lives through accessible, affordable housing opportunities for all Douglas County residents.
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(II) GENERAL OPERATING INFORMATION
ANNUAL MTW PLAN
A. HOUSING STOCK INFORMATION
i. Planned New Public Housing Units New public housing units that the MTW PHA anticipates will be added during the Plan Year.
# of Uniform Federal Ac- ASSET MANAGEMENT BEDROOM SIZE cessibility Standards TOTAL POPULATION PROJECT (AMP) (UFAS) Units UNITS TYPE* NAME AND NUMBER Fully Ac- 0/1 2 3 4 5 6+ Adaptable cessible Name/Number 0 0 0 0 0 0 0 Type (below) 0 0 Name/Number 0 0 0 0 0 0 0 Type (below) 0 0 Name/Number 0 0 0 0 0 0 0 Type (below) 0 0
0 Total Public Housing Units to be Added in the Plan Year
* Select “Population Type” from: General, Elderly, Disabled, Elderly/Disabled, Other
If “Population Type” is “Other” please describe:
N/A
ii. Planned Public Housing Units to be Removed Public housing units that the MTW PHA anticipates will be removed during the Plan Year.
NUMBER OF AMP NAME AND NUM- UNITS TO BE EXPLANATION FOR REMOVAL BER REMOVED Name/Number 0 N/A Name/Number 0 N/A Name/Number 0 N/A
0 Total Public Housing Units to be Removed in the Plan Year
iii. Planned New Project Based Vouchers Tenant-based vouchers that the MTW PHA anticipates project-basing for the first time during the Plan Year. These include only those in which at least an Agreement to enter into a Housing Assistance Payment (AHAP) will be in place by the end of the Plan Year. Indicate whether the unit is included in the Rental Assistance Demon- stration (RAD).
NUMBER OF PROPERTY NAME VOUCHERS TO BE RAD? DESCRIPTION OF PROJECT PROJECT-BASED Name 0 N/A N/A Name 0 N/A N/A
0 Planned Total Vouchers to be Newly Project-Based
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iv. Planned Existing Project Based Vouchers Tenant-based vouchers that the MTW PHA is currently project-basing in the Plan Year. These include only those in which at least an AHAP is already in place at the beginning of the Plan Year. Indicate whether the unit is in- cluded in RAD.
NUMBER OF PLANNED PROJECT- STATUS AT PROPERTY NAME RAD? DESCRIPTION OF PROJECT BASED VOUCH- END OF PLAN ERS YEAR* N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A
N/A Planned Total Existing Project-Based Vouchers
* Select “Planned Status at the End of Plan Year” from: Committed, Leased/Issued
v. Planned Other Changes to MTW Housing Stock Anticipated During the Plan Year Examples of the types of other changes can include (but are not limited to): units held off-line due to relocation or substantial rehabilitation, local, non-traditional units to be acquired/developed, etc.
PLANNED OTHER CHANGES TO MTW HOUSING STOCK ANTICIPATED IN THE PLAN YEAR
Cottages at Green’s Lake – 10 units planned to be developed in 2019 and 2020, 50% leased in 2020
vi. General Description of All Planned Capital Expenditures During the Plan Year Narrative general description of all planned capital expenditures of MTW funds during the Plan Year.
GENERAL DESCRIPTION OF ALL PLANNED CAPITAL EXPENDITURES DURING THE PLAN YEAR LDCHA will use its 2020 Capital Funds grant exclusively for maintenance and improvements to public housing de- velopments. The agency anticipates major expenditure for upgrades at turnover to the interiors of all its devel- opments to include new kitchens and baths.
Additionally, the agency will spend a total of $500,000 – $600,000 from MTW public housing reserve funds if cap- ital funds are not available for several major projects at Edgewood Homes and scattered sites, including lighting upgrades, security cameras,, siding, and shingle roof replacements.
B. LEASING INFORMATION
A. Planned Number of Households Served Snapshot and unit month information on the number of households the MTW PHA plans to serve at the end of the Plan Year.
PLANNED NUMBER OF PLANNED NUMBER OF PLANNED NUMBER OF HOUSEHOLDS SERVED UNIT MONTHS OCCU- HOUSEHOLDS TO BE THROUGH: PIED/LEASED* SERVED** MTW Public Housing Units Leased 4,272 356 MTW Housing Choice Vouchers (HCV) Utilized 9,072 756 Local, Non-Traditional: Tenant-Based^ 840 70 Local, Non-Traditional: Property-Based^ 36 6 Local, Non-Traditional: Homeownership^ N/A 4
Planned Total Households Served 14,220 1,192
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* “Planned Number of Unit Months Occupied/Leased” is the total number of months the MTW PHA plans to have leased/occupied in each category throughout the full Plan Year.
** “Planned Number of Households to be Served” is calculated by dividing the “Planned Number of Unit Months Occu- pied/Leased” by the number of months in the Plan Year.
^ In instances when a local, non-traditional program provides a certain subsidy level but does not specify a number of units/households to be served, the MTW PHA should estimate the number of households to be served.
PLANNED NUMBER PLANNED NUMBER OF LOCAL, NON-TRADI- MTW ACTIVITY NAME/NUMBER OF UNIT MONTHS HOUSEHOLDS TO BE TIONAL CATEGORY OCCUPIED/LEASED* SERVED* Tenant-Based Cottages at Green’s Lake 36 6 Property-Based Clinton Parkway Apts./58 684 57 Peterson Acres II/8 96 8 1725 New Hampshire/6 60 5 Homeownership Homeowner Matching Grant/N/A N/A 4
* The sum of the figures provided should match the totals provided for each local, non-traditional categories in the previ- ous table. Figures should be given by individual activity. Multiple entries may be made for each category if applicable.
B. Discussion of Any Anticipated Issues/Possible Solutions Related to Leasing Discussions of any anticipated issues and solutions in the MTW housing programs listed.
HOUSING PROGRAM DESCRIPTION OF ANTICIPATED LEASING ISSUES AND POSSIBLE SOLUTIONS
The Public Housing occupancy rate averages between 97% - 98%. There is a high turnover rate at the family developments as a result of LDCHA's strict lease enforcement of rent payment and anti-crime policies. The LDCHA con- ducts outreach to households with non-payment of rent issues.
The LDCHA has experienced difficulty filling 3 and 4 bedroom units due to lack of sufficient applicants. The LDCHA is working with local partners to MTW Public Housing identify large families that could utilize these units.
The Kansas Residential Landlord Tenant Act requires all lease holders to give 30 day notice of termination of the lease. This state law notice provision creates a 30 day delay from when a tenant accepts a public housing unit to when they can take occupancy. Vacancy days created by state law are be- yond the ability of the agency to control. The time voucher holders are requiring to lease up due to unit availability MTW Housing Choice Voucher has significantly increased, causing a reduction in utilization. Local, Non-Traditional N/A
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C. WAITING LIST INFORMATION
i. Waiting List Information Anticipated Snapshot information of waiting list data as anticipated at the beginning of the Plan Year. The “Description” col- umn should detail the structure of the waiting list and the population(s) served.
PLANS TO NUMBER OF OPEN THE HOUSEHOLDS WAITING LIST OPEN, PAR- WAITING LIST NAME DESCRIPTION WAITING LIST ON WAITING TIALLY OPEN OR CLOSED DURING THE LIST PLAN YEAR General Housing Federal MTW Community-Wide 311 Open N/A Public Housing – Combined/Merged Section 8 HCV Babcock Place / Peterson Acres I Site Based 179 Open N/A Federal MTW Public Housing Units Clinton Parkway Project Based Local Site Based 68 Open N/A Non-traditional MTW Peterson Acres II Project Based Local Site Based 60 Open N/A Non-Traditional MTW Next Step Federal MTW Housing Program Specific 1 Open N/A Choice Voucher Pro- gram Safe Housing Federal MTW Housing Program Specific 19 Open N/A Choice Voucher Program Douglas County Re- Entry Program Federal MTW Housing Program Specific 1 Open N/A Choice Voucher Program HOPE House Project Based Local Site Based 0 Open N/A Non-traditional MTW
Please describe any duplication of applicants across waiting lists:
The LDCHA has a combined public housing and Section 8 HCV waiting list per Activity 99-1, and all appli- cants receive offers for HCV and public housing units.
Additionally, there are three site based waiting lists that are designated for elderly and near elderly and an applicant can be on any site based wait list for which they meet the eligibility criteria.
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ii. Planned Changes to Waiting List in the Plan Year Please describe any anticipated changes to the organizational structure or policies of the waiting list(s), including any opening or closing of a waiting list, during the Plan Year.
WAITING LIST NAME DESCRIPTION OF PLANNED CHANGES TO WAITING LIST
Name N/A Name N/A
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Section III: Proposed MTW Activities: HUD Approval Requested
Activity 20-1 HQS Emergency Deficiency Initiative
A. Activity Description i. Initiative 20-1 to (HQS Emergency Deficiency Initiative) to include HQS Inspector being equipped with 9 volt batteries to replace in smoke alarms at the time of inspection. The majority of emergency items identified at Annual Inspection include smoke alarms not operable due to batteries missing or needing replaced. This initiative is geared to promote fewer emergency items identified at Annual Inspection and facilitating a 24-hour completion rate by the land- lord. This initiative will also prevent staff time in communicating emergency items to facilitate a quick completion time with landlords within 24 hours and possible abatement because such quick repairs be made on site by LDCHA staff. ii. The Activity will be beneficial to Agency Cost Savings to allow staff to utilize time more effi- ciently than facilitating 24-hour correction time and avoid abatement with landlord. The proposed activity will significantly reduce staff time savings upon implementation of Activity 20-1. Allowing an HQS Inspector to be equipped with 9 volt batteries to install in inoperable smoke alarms will greatly reduce the number of emergency deficiencies identified at Annual Inspection and result- ing in a correction to be made by the landlord within 24 hrs. Subsequently, the time for staff to facilitate these corrections with the landlord and communication to such would be eliminated, also resulting in some units not being abated at times when emergency items are not corrected or verified as corrected within 24 hours.
iii. The proposed activity will be implemented immediately upon approval and outcome reviewed annually.
B. Activity Metrics Information i. CE #1: Agency Cost Savings Unit of Benchmark Baseline Benchmark Outcome Measurement Achieved? Reduce facilitation of Cost of HQS Inspec- Reduce number of staff time to correct tor to facilitate 24- emergency deficien- 24-hour emergency hour correction of cies by 50% of previ- items that fail annual smoke alarm defi- ous year. 50% of 53 inspection due to a ciency due to need units that failed an- faulty smoke alarm or of battery replace- nual inspection in missing battery. The ment is equal to 1 2018 due to smoke cost of a battery $1.50 hour staff time or ap- alarms would save and cost of staff time proximately $25 per the agency approxi- $25 per hour to facili- hour. In 2018 53 mately $662. Projec- tate will save the units had smoke tion is based on elimi- agency $23.50 per alarm deficiency and nating 26 failed units each unit able to uti- could possibly have at $25/hour staff time. lize the proposed ac- avoided abatement. 26 x 25 = $662 tivity to allow the HQS 53 x 25 = $1,325 Inspector to change batteries to smoke alarms on-site.
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CE #2: Staff Time Savings Unit of Benchmark Baseline Benchmark Outcome Measurement Achieved? Monitor and track In 2018 53 units Reduce staff time by number of emergency failed Annual In- 50% of previous year. deficiencies corrected spection identifying Of 53 units that failed on site by installing smoke alarms either annual inspection in batteries that were missing or inopera- 2018 due to smoke missing or needing re- ble = 53 hrs. of alarms would save placed. This would staff time the agency approxi- eliminate 1 hr. staff mately $662. Projec- time at $25 per hr. to tion is based on elimi- facilitate correction of nating the staff time each unit within 24hrs for 26 failed units at 1 due to batteries in hour per unit staff need of replacement time = 26 hours of at annual inspection. staff time saved
ii. Baseline performance level will be based on the number of emergency deficiencies identified in 2018 as result of smoke alarms missing batteries or in need of replacement. In 2018, 68 units failed Annual Inspection and 53 of those units identified smoke alarms either missing or inopera- ble. A majority of smoke alarm findings were due to batteries simply missing or in need of re- placement. iii. The annual benchmark will be to reduce the number of emergency deficiencies identified and staff time facilitating 24-hour correction with the landlord to avoid abatement, by 50%. iv. Reduce the number of emergency smoke alarms failing annual inspection by 50%. The pro- posed activity would also benefit voucher landlords, as eliminating the quick correction time of 24 hours emergency items, will reduce call backs and possible abatements. v. The HQS Inspector will compile the metric data to include units that would otherwise be iden- tified as a 24-hour emergency deficiency due to a smoke alarm having missing batteries or in need of replacement. Additionally, the HQS Inspector will track the number of 9 volt batteries needed to implement the proposed activity of the course of the year and report annually. C. Cost Implications i. The proposed activity will result in cost implications in purchasing 9 volt batteries for utilization at time of annual inspection when it is found a smoke alarm is not operable due to a missing bat- tery or battery in need of replacement. However, the staff time saved to facilitate correction with the landlord in 24 hours and possible abatement if not corrected will outweigh any battery cost. This activity be beneficial to landlords, eliminating the time constraints to correct these items within 24 hours, and the administrative burden of possible abatement of HAP funds. ii. The proposed activity would result in cost implications to purchase 9 volt batteries. However, the cost saving to staff time outweighs this cost. LDCHA maintenance charges $1.50 per bat- tery plus labor. HQS Inspector time to facilitate cost correction, tracking, monitoring and verify- ing at one hour per staff time is approximately $25 per hour. D. Need / Justification for MTW Flexibility i. MTW Agreement, Attachment C: Section D: 5. Ability to Certify Housing Quality Standards The Agency is authorized to certify that housing assisted under MTW will meet housing quality standards established or approved by HUD. The certification form will be approved or provided by HUD. This authorization waives certain provisions of Section 8(o)(8) of the 1937 Act and 24 C.F.R. 982, Subpart I as necessary to implement the Agency’s Annual MTW Plan. 7. Establishment of an Agency MTW Section 8 Project-Based Program
15 d. All units that receive project-based Section 8 assistance must meet either (i) existing HQS standards established by the Secretary or (ii) a local standard for communities receiving project- based Section 8 assistance developed by the Agency and approved by the Secretary pursuant to this MTW Agreement, as applicable. This authorization waives certain provisions of Section 8(o)(8) of the 1937 Act and 24 C.F.R. 982 Subpart I as necessary to implement the Agency’s Annual MTW Plan. ii. The cited authorization is needed to engage the proposed activity to understand that all units will continue to meet existing HQS standards and LDCHA’s ability to certify HQS.
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Activity 20-2 Headway Housing Program – Rent Assistance for Permanent Supportive Housing Graduates
A. Activity Description i. The proposed Activity would utilize MTW flexibility to provide three (3) Headway Housing Pro- gram vouchers to individuals who complete their treatment plan and are identified as eligible to exit from the LDCHA’s Permanent Supportive Housing (PSH) programs. The decision to exit will be made by the participant and will promote self-sufficiency in the least restrictive environment, while opening up the permanent supportive housing units to those in immediate need. Partici- pants would be referred by Bert Nash or another service provider. To be eligible participants must meet the LDCHA General Housing eligibility requirements, except the good residential his- tory.
The Headway Housing voucher (HWH) participants must be in support services agreement while receiving HWH housing assistance. Support services will be provided by the Bert Nash Community Mental Health Team or another approved provider.
The HWH participant must find a rental unit in Lawrence or Douglas County, Kansas, with a landlord who will enter into a lease and are not subsidy contract with the LDCHA. The unit must be able to pass an inspection by the LDCHA.
Vouchers issued under this activity are not portable except for reasonable accommodation or VAWA reasons. HWH voucher-holders that are in good standing at the end of the 24-month pe- riod, including working at least 15 hours per week (or exempt from MTW as disabled or elderly), positive landlord recommendation, and no unresolved pending lease violations or eviction ac- tions, will be transferred to a standard Section 8 voucher. ii. Households Assisted by Services that Increase Self-Sufficiency; Households Transitioned to Self Sufficiency. iii. Program would be open for referral in 2020.
B. Activity Metrics Information i. SS #5: Households Assisted by Services that Increase Self Sufficiency Unit of Benchmark Baseline Benchmark Outcome Measurement Achieved? Number of house- Households receiv- Expected number of holds receiving ser- ing self-sufficiency households receiv- vices aimed to in- services prior to im- ing self-sufficiency crease self-sufficiency plementation of the services after imple- households partici- activity = 0 mentation of the ac- pate in case manage- tivity = 1 per year ment services and create housing stabil- ity plans to apply for the program. 1 PSH households re- questing referral by
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service provider to HWH program .
SS #8: Households Transitioned to Self Sufficiency Benchmark Unit of Measurement Baseline Benchmark Outcome Achieved? Number of households transi- Households transi- Expected house- tioned to self-sufficiency in- tioned to self-suffi- holds transitioned creased. The measurement ciency (<
HC #1: Additional Units of Housing Made Available Benchmark Unit of Measurement Baseline Benchmark Outcome Achieved? Number of new housing units Housing units of Expected housing made available for house- this type prior to im- units of this type af- holds at or below 80% AMI plementation of the ter implementation as a result of the activity. activity = 0 of the activity = 1-3
Formerly chronically home- less individuals with disabili- ties transitioning out of PSH.
ii. SS5: 0 SS8: 0 HC1: 0 iii. SS5: 1 household PSH applies and becomes HWH eligible per year SS8: 1 household transitions from PSH to HWH per year HC1: 1 household after 24 months of HWH tenancy, transitions to HCV. iv. Households would transfer from PSH to HWH reducing cost and promoting self-sufficiency. In addition the program would allow more availability of the transferred PSH units to additional vulnerable households. v. Data on applications, service provider referrals, eligibility status and program utilization will be provided through data reports from the Lindsay data system for the MTW Annual Reports. C. Cost Implications
18 i. The proposed activity will result in cost implications as a result of increasing up to 3 housing vouchers at one time. However, the activity would reduce costs for referred individuals as the HWH cost less than PSH. The program will also increase the household’s self-sufficiency. ii. The average cost per HWH voucher per year is $7000 per year. If all 3 vouchers are fully uti- lized at once, the cost would be an estimated $21,000 per year depending on the household in- come. After 24 months, households would be referred to the Moving to Work program and with an increase in self-sufficiency could lead to reduction in cost per household. D. Need / Justification for MTW Flexibility i. MTW Agreement, Attachment C: Section B: Authorizations Related to Both Public Housing and Section 8 Housing Choice Vouchers (4) Transitional/Conditional Housing Program. The agency may develop and adopt new short-term transitional housing programs consistent with the eligible use of Section 8 and 9 funds with supportive services…in collaboration with local community based organizations and government agencies. Successful participants in these programs will be eligible for transfer to the Agency’s public housing or housing choice voucher programs. The Agency will ensure that these programs do not have a disparate impact on protected classes, and will be operated in a manner that is consistent with the requirements of Section 504 of the Reha- bilitation Act. More specifically, under no circumstances will residents of such programs be re- quired to participate in supportive services that are targeted at persons with disabilities in general, or persons with any specific disability. In addition, admission to any of the programs developed under this section will not be conditioned on the presence of a disability or a particular disability. This section is not intended to govern the designation of housing that is subject to Section 7 of the 1937 Act. This authorization waives certain provisions of Sections 3, 4, 5, 8, and 9 of the 1937 Act and 24 C.F.R. 941, and 960 Subpart B as necessary to implement the Agency’s Annual MTW Plan. ii. LDCHA needs MTW authorization to create a transitional conditional housing program with MTW funds.
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Section IV: Approved MTW Activities: HUD approval previously granted
A. IMPLEMENTED ACTIVITIES
Activity 17-1 Exclude Asset Income from Income Calculations for Households with As- sets of $20,000 or less and Allow Self-Certification of Assets valued at less than $20,000 after initial certification. i. Plan Year Approved, Implemented, Amended Approved for 2017 Plan Implemented 2017
ii. Description / Update This Activity uses MTW flexibility to exclude asset income from income calculations for assets of $20,000 or less and allow self-certification of the value of assets of $20,000 or less after ini- tial certification. This meets the statutory objective to reduce administrative costs of recertifi- cations because the verification of asset income process is very time consuming and yields little benefit or impact on rent calculation.
Update: In 2019 this Activity, which was begun in 2017, was successfully implemented for all participants, including all households biennially recertified. iii. Planned Non-Significant Changes
No changes or modifications are planned.
iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned.
v. Planned Significant Changes
No changes or modifications are planned.
Activity 16-1 Safe Housing Program: Rent Assistance for Victims of Domestic Violence i. Plan Year Approved, Implemented, Amended Approved for 2016 Plan Implemented 2016
ii. Description / Update This Activity uses MTW flexibility to provide ten (10) Safe Housing Program (SHP) transitional housing vouchers issued to eligible households / individuals in the Willow Domestic Violence
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Center Program (WDVC), or another service provider who certifies the applicant's status as a victim of domestic violence, and is a Douglas County, Kansas resident. To be eligible a SHP participant must meet the LDCHA General Housing eligibility requirements, except the good residential history.
The SHP participants must be in a support services agreement while receiving SHP housing assistance. Support services will be administered by the WDVC or another provider. Partici- pants refusing to participate in a support service agreement will not have their housing assis- tance renewed at the next annual recertification.
The SHP participant must find a rental unit in Lawrence or Douglas County, Kansas, with a landlord who will enter into a lease and a rent subsidy contract with the LDCHA. The unit must be able to pass an inspection by the LDCHA.
Vouchers issued under this activity are not portable except for reasonable accommodation or VAWA reasons. SHP voucher-holders that are in good standing at the end of the 24 month period, including working at least 15 hours per week (if in the MTW rent structure), positive landlord recommendation, no pending lease violations or eviction actions, and similar factors will be transferred to a standard Section 8 voucher. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 16-2 Next Step Vouchers (NSV): Housing Assistance for Youth who have Aged Out of Foster Care i. Plan Year Approved, Implemented, Amended Approved for 2016 Plan Implemented 2016 Re-Proposed for 2018 Plan ii. Description / Update This Activity description and administration was modified to place the Next Step participants in the income based rent structure while maintaining the requirement that the participants meet the MTW work requirement which can be accomplished through working or participation in an educational program. This will treat these participants 18-21 years of age consistently with other young adults in MTW as set out in Activity 09-6.
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This will eliminate the requirement that these participants pay the MTW minimum rent as set in Activity 99-2. This will make interim recertifications available to these participants including the ability to be recertified to zero income and eligible for a utility allowance.
The impact of this change will be to encourage work while reducing the risk of eviction due to the fluctuation of employment normally experienced by this age group of participants.
These participants are able to voluntarily participate in the MTW rent structure (MTW Vol) if the rent calculation is advantageous to them due to the additional deductions. If a participant voluntarily participates in the MTW rent structure, the MTW hardship policy as outlined in Ac- tivity 99-2 is available to them. They may also elect to return to the income based rent struc- ture one time between annual re-examinations.
This Activity uses MTW flexibility to create up to five vouchers depending on available funding to house aged out foster youth for up to 36 months or until age 23, whichever comes first. To be eligible a youth must meet the LDCHA General Housing eligibility requirements except the good residential history. The NSV participant must find a rental unit in Lawrence or Douglas County, Kansas, with a landlord who will enter into a lease and a rent subsidy contract with the LDCHA. The unit must be able to pass an inspection by the LDCHA.
NSV voucher-holders that are in good standing, including stabilization, working at least 15 hours per week positive landlord recommendation, no pending lease violation or eviction ac- tions, and similar factors at the end of the 24 - 36-month period, or longer if required for edu- cational purposes, will be transferred to a standard Section 8 voucher. Participant would be able to transfer after 24 months but prior to 36 months if the LDCHA eligibility requirements are met and the participant requests the transfer.
All NSV participants must complete the LDCHA Renters Education program. LDCHA will also require voucher-holders under this activity to begin, continue, and/or maintain appointments and visits with social service providers as recommended by assessment to assist these households in the preparation of living independently and creating a stable living environment.
Vouchers issued under this activity are not portable except for reasonable accommodation or VAWA reasons. LDCHA reserves the authority to extend NSVs up to 12 months to allow full time students to complete their degree. iii. Planned Non-Significant Changes No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
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Activity 14-2 Create a Landlord On-Site Self-Certification that minor repairs are com- plete. i. Plan Year Approved, Implemented, Amended Approved for 2014 Plan Implemented 2014 ii. Description / Update This Activity uses MTW flexibility to revise the HQS certification to allow Landlord Self-Certifi- cation of Correction at LDCHA's discretion and in cases where all deficiencies are minor non- life-threatening, non-safety-hazard deficiencies as determined by an approved list maintained by LDCHA. The "Landlord On-Site Verification and Re-Inspection Form" is included in Appen- dix II.
Update: This Activity is being actively promoted to landlords, and more are using the Self-Cer- tification. iii. Planned Non-Significant Changes No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 14-3 Change the effective dates of variables affecting rent calculations to Janu- ary 1. i. Plan Year Approved, Implemented, Amended Approved for 2014 Plan Implemented 2014 ii. Description / Update This Activity uses MTW flexibility to change the effective dates for program changes that af- fect rent calculations such as Fair Market Rent, Voucher Payment Standard and Utility Allow- ance, etc., to correspond with the beginning of LDCHA's fiscal year, January 1. This reduces cost and achieve greater cost effectiveness by eliminating unnecessary reprinting of key agency documents.
23 iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 13-1 Create an Affordable Housing Acquisition and Development Fund. i. Plan Year Approved, Implemented, Amended Approved for 2013 Plan Implemented 2013 ii. Description / Update The LDCHA Board of Commissioners authorized the use of MTW reserve funds for the devel- opment of new low income affordable housing, and LDCHA may use its MTW flexibility to pur- chase land and/or improvements, or participate in project ownership and/or development by providing financing for direct construction or rehabilitation costs. LDCHA may leverage, where possible, additional funds from private and public sources (including Low Income Housing Tax Credits, Private Activity Bonds, or other available financing methods). This activity is designed to increase housing choice for low-income households utilizing MTW reserves. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
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Activity 10-1 Biennial recertification for public housing and Section 8 elderly and disa- bled households. i. Plan Year Approved, Implemented, Amended Approved for 2010 Plan Implemented 2010 ii. Description / Update Adopt alternative recertification schedule to conduct biennial recertification for all elderly and disabled public housing and Section 8 households on fixed incomes, to reduce the total num- ber of annual recertifications processed to reduce cost and achieve greater administrative effi- ciencies.
Hardship Policy: Participants may request a hardship and be recertified in the year identified to skip if their annual medical expenses have increased by 10% in the previous 12 months. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 09-5 Homeownership matching grant. i. Plan Year Approved, Implemented, Amended Approved for 2017 Plan Implemented 2017 ii. Description / Update Revised original MTW Homeownership Program to create equity between Public Housing and Section 8 to provide up to $3000 matching grant for MTW households that purchase a home. iii. Planned Non-Significant Changes
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No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 09-6 Revise definition of countable income. i. Plan Year Approved, Implemented, Amended Approved for 2009 Plan Implemented 2009 ii. Description / Update Excluded earned income of young adult children between the ages of 18 and 21 not enrolled full-time in school, and excluded earned income of young adult children between 18-24 if en- rolled full-time as a student, while retaining the work requirement for these groups. This Activ- ity is authorized by the MTW flexibility to establish alternate definitions of income, and to en- courage work.
This Activity was designed to not penalize the entire household for the fluctuations in employ- ment of young adult children. Additionally it reduces administrative cost by eliminating the need for frequent rent recalculations and encourages work through program enforcement for this population. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
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Activity 09-6.1 Exclude Asset Income from Income Calculations for Households with As- sets of $20,000 or less and Allow Self-Certification of Assets valued at less than $20,000 after initial certification. i. Plan Year Approved, Implemented, Amended Approved for 2009 Plan Implemented 2009 ii. Description / Update This Activity is designed to achieve greater administrative efficiency by eliminating the 12:12:48 month Earned Income Disallowance rule, and including those amounts as income, as permitted by the MTW flexibility that allows LDCHA to establish alternate definitions of in- come. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 09-8 Create a jail re-entry housing program i. Plan Year Approved, Implemented, Amended Approved for 2009 Plan Implemented 2010 ii. Description / Update Create 5 units of transitional re-entry vouchers in partnership with Douglas County Sheriff's Office for inmates participating in a re-entry program. The Sheriff's Office provides the ser- vices for this program. To be eligible for referral to the LDCHA the inmate being released from Douglas County jail must meet performance criteria established by the Jail Re-entry Program. To qualify for assistance the inmate must be a Douglas County resident and must not be ex- cluded under the federal housing mandatory prohibition rules.
27 iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 99-1 Combined Public Housing and Section 8 HCV programs and operations. i. Plan Year Approved, Implemented, Amended Approved for 2017 Plan Implemented 2017 ii. Description / Update This Activity uses MTW flexibility to establish a locally designed waiting list and tenant selec- tion criteria by combining the public housing family housing units and Section 8 HCV into one program called General Housing with one waiting list and single organizational program struc- ture. The objective of this Activity was to decrease the vacancy rate by using the same suita- bility criteria for both programs and offering the next available unit to the applicant at the top of the waiting list. Additionally it decreases administrative burden by reducing voluntary unit turnover cost. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
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Activity 99-2 Alternative rent structure. i. Plan Year Approved, Implemented, Amended Approved for 1999 Plan Implemented 1999 ii. Description / Update Developed alternative MTW rent structure with minimum and maximum annual rents that are adjusted periodically and applied to all non-disabled/non-elderly households in the General Housing program. The rent structure requires all non-elderly, non-disabled adults to pay a sig- nificant minimum amount of rent regardless of their income. To reward work, the agency set a maximum rent for each size unit.
Bedroom Size Minimum Maximum 1 Bedroom $ 185 $ 435 2 Bedroom $ 215 $ 500 3 Bedroom $ 255 $ 575 4 Bedroom $ 275 $ 665 5 Bedroom $ 315 $ 690
To encourage employment advancement the agency established a system of income deduc- tions that increase as hours of work increase.
Special income deductions for MTW households include: 10% earned income deduction for those working at least 35 hours/week $2,000 medical deduction for those working at least 35 hours/week full out-of-pocket dependent care deduction necessary to allow work or school attend- ance utility allowance as an annual income deduction, not as a monthly deduction from rent increase in the child dependent deduction to $840 per child capped at $1,680 per house- hold
Flat rents are not applied in the MTW rent structure, and MTW participants are not eligible for the flat rent option.
The LDCHA's Rent Hardship Policy permits a degree of rent relief if the household experi- ences a loss in income. Under the policy, a household not under termination may be recerti- fied based on the nature and amount of the income loss.
If loss of earned income equals or is greater than 50% of total reported earned income, then the MTW Hardship Rent shall be reset to $50 a month for the household for a three consecu- tive month period. Or If loss of earned income is at least 25% but is less than 50% of total reported earned income, the MTW Hardship Rent shall be reset $100 a month for the household for a three consecu- tive month period.
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Amend the policy to establish that hardships requests may be denied based upon a pattern of policy abuse per the LDCHA Fraud Policy - Resolution 539, as amended. The rent reduction is for a period not to exceed three months. A household may have a hardship rent reduction only once every 12 months from the end of an approved hardship request. If the household’s income loss is due to a condition that qualifies the individual for a disability under ADA, the household’s designation is changed from MTW to income-based and they are then recertified. The alternative rent structure and hardship policies are more fully outlined in Appendix I.
Section 8 portability is restricted. MTW households may not move outside the LDCHA’s juris- diction unless the household applies for and receives an exception from this rule as a reason- able accommodation for a disability, VAWA, or other good cause, such as taking a job in a dif- ferent city, education, or other household need. Households porting into the LDCHA’s jurisdic- tion must participate in the MTW program.
An important component of the LDCHA’s MTW rent structure is the feature of Annual Rent or Fixed Rent. Rent is fixed for one year and does not change, regardless of changes in household income or composition except in instances where a household permanently loses income through death, divorce, or when an income producing adult child whose income was included in the rent calculation moves out of the household. iii. Planned Non-Significant Changes
No changes or modifications are planned. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
Activity 99-3 Work Requirement i. Plan Year Approved, Implemented, Amended Approved for 1999 Plan Implemented 1999 ii. Description / Update This Activity establishes an MTW work requirement which applies to all households in the Gen- eral Housing program with a non-elderly non-disabled adult in the household. The work require- ment mandates that all able-bodied adults age 18 and older work a minimum of 15 hours a week. For a two-adult household with minor children, the work requirement can be met if one adult works 35 hours per week. Enrollment in a post-secondary education program or Work Training Program satisfies the work requirement. An adult child in the household is also subject 30 to the work requirement. Residents who fail to meet the work requirement must participate in the LDCHA’s Family Self-Sufficiency Program 15 hours per week. Failure to meet the work requirement is a major program breach.
Following are the exemptions to the work requirement and MTW rent structure:
Elderly/Disabled Status - All adult household members age 62 or over, or who have disability status that prevents employment. Temporary Medical Exemption - verified medical condition of a household member lasting longer than 3 months that limits or that prevents work activities. Must be certified to by a licensed physician or medical practitioner. Discretionary Exemption - households with only one adult who does not have elderly/disa- bility status and who, due to limitations of employment experience, education or training, or other significant barriers, is unable to earn sufficient income to meet the MTW minimum rent requirement. Work Requirement Exemption Only - Households receiving TANF Cash Assistance with one adult member who has been determined "not mandatory for work" by DCF. The house- hold will receive assistance under the MTW rent structure, but the person will not be subject to the work requirement.
Exempt households may elect annually to participate in the MTW rent structure if they meet the work requirement through employment income.
Failure to meet the work requirement results in a lease violation. If not corrected, tenant rent goes to full market rate for the unit. iii. Planned Non-Significant Changes Eliminate the exemption for households with one or two adults, neither of whom have disabil- ity status, who are both age 50 or over, and do not have children residing in the household. This exemption is not regularly utilized and can be addressed by the other exemptions. iv. Planned changes to Metrics/Data Collection
No changes or modifications are planned. v. Planned Significant Changes
No changes or modifications are planned.
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B. NOT YET IMPLEMENTED ACTIVITIES
Not Implemented: Activity 18-1 Local Project Based Section 8 Voucher Program Targeted to Special Needs Populations
i. Description, Why Not Implemented Approved for 2018 Plan Create a local Project Based Section 8 Voucher Program (PBV) with the following compo- nents: Allocate PBV subsidy non-competitively process to LDCHA-owned or controlled sites and transitional units, Prioritize assignment of PBV assistance to units designed to serve special populations with poverty rates 50% of AMI or below, Eliminate the 25% cap on the number of units that can be project-based on a single site for supportive or elderly housing, and for sites with fewer than 20 units, Waive the 20% cap on the amount of HCV budget authority that can be project-based, al- lowing LDCHA to determine the size of the PBV program, Modify eligible unit and housing types to include shared housing, cooperative housing, or transitional housing, Allow project partners to manage project wait lists with criteria as determined by LDCHA, Use LDCHA’s standard HCV process for determining Rent Reasonableness for units in lieu of requiring third-party appraisals, Eliminating or modifying the requirement that households living in a unit subsidized through a project-based voucher be given an opportunity to receive tenant-based rental assistance (“exit voucher”) if, after one year, they wish to move, however the participants will be given access to the LDCHA transfer policy, and Assign standard HCV payment standards to PBV units.
This Activity uses MTW flexibility to:
Reduce the administrative time and development costs associated with issuing a Request for Proposal (RFP) when LDCHA has a qualifying development for PBV program.
Increase housing choices for special populations.
Because this is a PBV program it is not considered a local non-traditional program.
These are new units that will serve individuals residing outside of the LDCHA inventory. These units will be constructed in conjunction with a new Mental Health Crisis Center.
A preference will be established for individuals with serious persistent mental illness who are stabilized at the crisis center and in need of housing. There will be supportive services through a partnership with the local Bert Nash Community Mental Health Center and a new peer support program.
Update: This Activity has not yet been implemented because the units have not been con- structed. The LDCHA is working with HUD to receive approval per PIH 2011-45 for funding.
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ii. Implementation Plan / Timeline The LDCHA anticipates completion of design and construction contract bidding by May 1, 2019, construction to be completed by the fourth quarter of 2019, or first quarter of 2020, lease up of at least 6 units is anticipated in 2020.
iii. Planned Non-Significant Changes
No changes or modifications are planned.
C. ACTIVITIES ON HOLD
No Activities are currently on hold.
D. CLOSED OUT ACTIVITIES
Closed Out: Activity 14-1 Create a Biennial Housing Quality Standards (HQS) Inspection process for existing Housing Choice Voucher (HCV) properties
i. Years Approved, Implemented, Closed Out Approved for 2012 Plan Never Implemented Closed Out 2020
Revise the HQS certification to permit biennial HQS inspections for units that have a record of good property maintenance, a history of making repairs in a timely manner, and have passed HQS on the first inspection for two consecutive annual inspections.
ii. Reason Activity was Closed Out It has been confirmed that due to limitations in Lindsey Software Systems, our housing soft- ware, the eligible properties and landlords cannot be easily tracked. Lindsey is not working to fix this limitation. The Activity was created to save time and costs for both staff and landlords but tracking it manually will take more staff time, not less.
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Closed Out: Activity 12-1 Biennial recertification for Section 8 elderly and disabled households i. Years Approved, Implemented, Closed Out Approved for 2012 Plan Implemented 2012 Closed Out 2015
Conduct biennial recertification for all elderly and disabled Section 8 households. ii. Reason Activity was Closed Out Combined with Activity 10-1, and closed out 12-1.
Closed Out: Activity 11-1 Biennial recertification for Section 8 elderly and disabled households i. Years Approved, Implemented, Closed Out Approved for 2011 Plan Implemented 2011 Closed Out 2015
Provide up to $500 per household for vehicle repair to assist MTW households with children to obtain or retain employment, employment training, or attend post-secondary education. ii. Reason Activity was Closed Out This Activity requires only the MTW Single Fund Authorization. It is being closed out and dis- cussion of annual outcomes will be included in Section V under "Activities that Will Use Only MTW Single Fund Flexibility."
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Closed Out: Activity 11-2 Partner with Douglas County Housing Incorporated (DCHI), to create the Full Circle youth program. i. Years Approved, Implemented, Closed Out Approved for 2011 Plan Implemented 2011 Closed Out 2015
Use DCHI, an affiliated nonprofit, to pursue private and public foundation grant funding that is restricted to nonprofit organizations in order to expand program opportunities and activities for LDCHA youth, particularly the children of parents participating in the MTW program. The Full Circle youth program provides year-round social, educational, health and recreational oppor- tunities for youth. ii. Reason Activity was Closed Out This Activity requires only the MTW Single Fund Authorization. It is being closed out and dis- cussion of annual outcomes will be included in Section V under "Activities that Will Use Only MTW Single Fund Flexibility."
Closed Out: Activity 11-3 Combine the Administrative Plan and the Public Housing ACOP into one policy statement. i. Years Approved, Implemented, Closed Out Approved for 2011 Plan Implemented 2011 Closed Out 2013
Combine Section 8 Housing Choice Voucher Administrative Plan and public housing Admis- sions and Continued Occupancy policy and Methods of Administration to create consistency and safeguard staff accuracy in the application of MTW policies under the public housing and Section 8 HCV programs. ii. Reason Activity was Closed Out Activity was completed, published for public comment and adopted by the Board of Commis- sioners on August 26, 2013.
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Closed Out: Activity 10-2 Expand employment related services to MTW households. i. Years Approved, Implemented, Closed Out Approved for 2009 Plan Implemented 2009 Closed Out 2015
Provide funding for technical training, education, certifications, employment counseling and childcare services to permit heads of household to seek, obtain and retain employment. This Activity is designed to reduce the barriers to employment and underemployment, to maximize a household's potential for securing long-term employment. ii. Reason Activity was Closed Out This Activity requires only the MTW Single Fund Authorization. It is being closed out and dis- cussion of annual outcomes will be included in Section V under "Activities that Will Use Only MTW Single Fund Flexibility."
Closed Out: Activity 10-3 Energy Conservation Improvements. i. Years Approved, Implemented, Closed Out Provided $1.5 million from the single fund MTW budget to finance comprehensive energy im- provements under HUD Energy Performance Contracting, resulting in guaranteed annual cost savings sufficient to provide funding for the 20 year investment. ii. Reason Activity was Closed Out The Energy Performance Contract was completed in 2011, and yearly reporting is provided to HUD Field Office to verify utility savings.
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Closed Out: Activity 09-1 Single fund budget with full flexibility. i. Years Approved, Implemented, Closed Out Approved for 2009 Plan Implemented 2009 Closed Out 2015
Combined its public housing operating and Capital fund subsidies and HCV assistance into a single funding source. ii. Reason Activity was Closed Out This Activity only requires the MTW Single Fund Authorization.
Closed Out: Activity 09-2 Mandatory Orientation i. Years Approved, Implemented, Closed Out Approved for 2010 Plan Implemented 2010 Closed Out 2015
Required mandatory orientation program for all new residents on the services and programs offered by the LDCHA Resident Services Office. This Activity educates residents about avail- able services to access in times of crisis that could lead to termination of their housing assis- tance, or as a resource for households motivated toward upward mobility, economic self suffi- ciency and homeownership. ii. Reason Activity was Closed Out This Activity requires only the MTW Single Fund Authorization. It is being closed out and dis- cussion of annual outcomes will be included in Section V under "Activities that Will Use Only MTW Single Fund Flexibility."
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Closed Out: Activity 09-3 Expand case management services to MTW households i. Years Approved, Implemented, Closed Out Approved for 2009 Plan Implemented 2009 Closed Out 2013
Provide case management for households below 40% AMI to reduce barriers to employment and underemployment to maximize household's potential for securing long-term employment. ii. Reason Activity was Closed Out Activity 09-3 will be absorbed into Activity 10-2 to encompass a broader scope of employment support. Previous benchmark of Activity 09-3, AMI increase, will report as income per SS #1.
Closed Out: Activity 09-4 Biennial recertifications for MTW households. i. Years Approved, Implemented, Closed Out Approved for 2009 Plan Implemented 2009 Closed Out 2015
Conduct biennial recertifications for public housing and Section 8 participants in the MTW rent structure who are at maximum rent or 50% AMI. ii. Reason Activity was Closed Out This Activity has never had the anticipated impact and it resulted in increasing complexity ra- ther than reducing staff time and achieving greater cost efficiency. This initiative is a voluntary election and is subject to fluctuating tenant income resulting in too many mid-year recertifica- tions. In 2012 there were 102 eligible to participate and only 24 elected to skip recertification. In 2013 there were only 70 eligible households and 38 elected to skip. In 2014 it is projected there will be 111 eligible for MTW biennial recertification and only 37 will skip. This Initiative is difficult to track and creates additional administrative complexity to our program without result- ing in a significant benefit to participants.
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Closed Out: Activity 09-7 Homeless to Housed i. Years Approved, Implemented, Closed Out Approved for 2009 Plan Implemented 2009 Closed Out 2015
Provide housing stabilization case management for recently homeless individuals who are housed in the LDCHA's Transitional Housing (TH) program and the Jail Re-Entry (JRE) pro- gram. ii. Reason Activity was Closed Out This Activity requires only the MTW Single Fund Authorization. It is being closed out and dis- cussion of annual outcomes will be included in Section V under "Activities that Will Use Only MTW Single Fund Flexibility."
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(V) SOURCES AND USES OF MTW FUNDS
ANNUAL MTW PLAN
A. ESTIMATED SOURCES AND USES OF MTW FUNDS
i. Estimated Sources of MTW Funds The MTW PHA shall provide the estimated sources and amount of MTW funding by Financial Data Schedule (FDS) line item.
DOLLAR FDS LINE ITEM NUMBER FDS LINE ITEM NAME AMOUNT
70500 (70300+70400) Total Tenant Revenue $1,328,063 70600 HUD PHA Operating Grants $6,143,471 70610 Capital Grants $350,100 70700 (70710+70720+70730+70740+70750) Total Fee Revenue $0 71100+72000 Interest Income $22,341 71600 Gain or Loss on Sale of Capital Assets $0 71200+71300+71310+71400+71500 Other Income $57,340 70000 Total Revenue $7,901,315
ii. Estimated Uses of MTW Funds The MTW PHA shall provide the estimated uses and amount of MTW spending by Financial Data Schedule (FDS) line item.
DOLLAR FDS LINE ITEM NUMBER FDS LINE ITEM NAME AMOUNT
91000 (91100+91200+91400+91500+91600+91700+91800+91900) Total Operating - Administrative $1,168,608 91300+91310+92000 Management Fee Expense $0 91810 Allocated Overhead $0 92500 (92100+92200+92300+92400) Total Tenant Services $151,081 93000 (93100+93600+93200+93300+93400+93800) Total Utilities $325,304 93500+93700 Labor $0 94000 (94100+94200+94300+94500) Total Ordinary Maintenance $701,692 95000 (95100+95200+95300+95500) Total Protective Services $32,956 96100 (96110+96120+96130+96140) Total Insurance Premiums $160,180 96000 (96200+96210+96300+96400+96500+96600+96800) Total Other General Expenses $120,597 96700 (96710+96720+96730) Total Interest Expense & Amortization Cost $0 97100+97200 Total Extraordinary Maintenance $0 97300+97350 HAP + HAP Portability-In $4,221,746 97400 Depreciation Expense $6,32,457 97500+97600+97700+97800 All Other Expense $0 90000 Total Expenses $7,514,621
Please describe any variance between Estimated Total Revenue and Estimated Total Expenses:
N/A 40
iii. Description of Planned Use of MTW Single Fund Flexibility The MTW PHA shall provide a thorough narrative of planned activities that use only the MTW single fund flexibility. Where possible, the MTW PHA may provide metrics to track the outcomes of these programs and/or activities. Activi- ties that use other MTW authorizations in Attachment C and/or D of the Standard MTW Agreement (or analogous section in a successor MTW Agreement) do not need to be described here, as they are already found in Section (III) or Section (IV) of the Annual MTW Plan. The MTW PHA shall also provide a thorough description of how it plans to use MTW single fund flexibility to direct funding towards specific housing and/or service programs in a way that responds to local needs (that is, at a higher or lower level than would be possible without MTW single fund flexibility).
PLANNED USE OF MTW SINGLE FUND FLEXIBILITY 2020 Sources and Uses of Funds Details
Lawrence-Douglas County Housing Authority has set aside MTW reserves to implement the following activities using the single fund flexibility:
Activity: Fiber Internet for Edgewood Homes Program Affected: Public Housing Year Identified: 2018 Effective Date: January, 2019 Funding Allocated: $ 50,000
Description of Activity: Use the MTW Single Fund reserves to fund the installation of a fiber broadband infrastruc- ture at Edgewood Homes. LDCHA has been approved for the second cohort of Connec- tHomeUSA, a movement to bridge the digital divide for HUD-assisted housing residents in the United States under the leadership of national nonprofit EveryoneOn. By helping residents in participating communities to get connected at home and providing access to digital literacy and educational content, Connect-HomeUSA aims to make public housing a platform for change. LDCHA is striving to be at the forefront of digital inclusion by having gigabit speeds available to residents for free.
There is a documented, well researched, significant gap (or digital divide) between low- income households and access to technology and the internet. This disproportionately affects low-income children and reduces their achievement in school by making it harder to get homework done, connect socially, and stay on par with their peers. We have two computer labs at Edgewood Homes, one for adults for employment and education and one for kids for games, homework, and social media. Many of our children at Edgewood Homes only have access to technology and the internet at school and at our computer lab. There is Lifeline internet service available to Edgewood tenants currently for $10 per month through a local provider, but tenants must choose between an internet Lifeline ben- efit or a cell phone Lifeline benefit. We believe it is important to have access to both ser- vices.
Activity: Funds for Acquiring Birth Certificates Program Affected: Public Housing & Section 8 Year Identified: 2018 Effective Date: January, 2019 Funding Allocated: $ 5,000
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Use up to $5,000 of MTW Funds to pay for applicants to get a birth certificate. Several partners, including Family Promise and the Lawrence Community Shelter provide some funding for this but sometimes those funds are unavailable. It is very common that LDCHA receives applications that are incomplete due to the household not having a birth certifi- cate for all family members. This activity would remove a barrier to housing.
Activity: Public Housing Capital Improvements Program Affected: Public Housing Year Identified: 2016 Effective Date: Ongoing Funding Allocated: 2020 - $500,000 - 6900,000
Description of Activity: The majority of the LDCHA’s public housing units are over 40 years old and the major systems including roofs, boilers, HVAC and plumbing systems have reached or exceed their useful life. The agency has evaluated these capital needs and will use MTW / Public Housing reserve funds to fund these projects when the Capital Fund Grant is insufficient for the completion of these projects.
Public Housing Capital Fund Project for 2020 Edgewood Homes Roofs Use the MTW / Public Housing reserve funds to fund the replacement of the shingle roofs on Edgewood Home 130-unit family public housing development. The existing roofs were installed in 1992-1993 and there have been a series of leaks in this development from the roof jacks. Estimated cost is $350,000-$400,000.
These projects are too large to be funded from the agency’s Capital Fund grants without negatively impacting the ability to fund turnovers and maintenance of the remaining public housing portfolio.
Activity: Provide Financial Assistance for Vehicle Repair Program Affected: Public Housing, Housing Choice Voucher, VASH Year Identified: 2010 Effective Date: January 1, 2011 Funding Allocated: $20,000 (estimated)
Description of Activity: Provide up to $500 per household for vehicle repair to assist MTW households to obtain or retain employment, employment training, or attend postsecondary education.
Activity: Partner with Full Circle Tenant Services, Inc. to create the Full Circle Youth Program. (Previously Douglas County Housing, Inc. [DCHI]) Program Affected: Public Housing, Housing Choice Voucher, VASH Year Identified: 2010 Effective Date: January 1, 2011 Funding Allocated: $50,000 (estimated)
Description of Activity: Use Full Circle Tenant Services, Inc, an affiliated nonprofit, to pursue private and public foundation grant funding that is restricted to nonprofit organizations in order to expand
42 program opportunities and activities for LDCHA youth, particularly the children of parents participating in the MTW program. The Full Circle youth program provides year-round so- cial, educational, health and recreational opportunities for youth.
Activity: Expand employment related services to MTW households. Program Affected: Public Housing, Housing Choice Voucher, VASH
Year Identified: 2008 Effective Date: January 1, 2009 Funding Allocated: $175,000 (estimated)
Description of Activity: Provide funding for technical training, education, certifications, employment counseling and childcare services to permit heads of household to seek, obtain and retain employ- ment. This Activity is designed to reduce the barriers to employment and underemploy- ment, to maximize a household's potential for securing long-term employment.
Activity: Homeless to Housed. Program Affected: Public Housing and Housing Choice Voucher Year Identified: 2008 Effective Date: January 1, 2009 Funding Allocated: $40,000 (estimated)
Description of Activity: Provide housing stabilization case management for recently homeless individuals who are housed in the LDCHA's Transitional Housing (TH) program and the Jail Re-Entry (JRE) program.
Activity: Mandatory Orientation Program Affected: Public Housing and Housing Choice Voucher Year Identified: 2008 Effective Date: January 1, 2009 Funding Allocated: $300 (estimated)
Description of Activity: Required mandatory orientation program for all new residents outlining the services and programs offered by the LDCHA Resident Services Office. This Activity educates resi- dents about available services to access in times of crisis that could lead to termination of their housing assistance, or as a resource for households motivated toward upward mo- bility, economic self-sufficiency and homeownership.
General Statement on Sources of Funds Since the 2020 allocation for HUD funded programs cannot be known at this time, the amounts listed for Public Housing Operating Subsidy and Section 8 HCV Budget Author- ity Renewal are based on 2019 funding allocations. For Capital Funds the allocation is based on the 2019 grant funding award.
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General Statement on Uses of Funds The uses of funds shows the aggregate expenses for all MTW programs the agency will operate by account and not program. However each individual program operated by the LDCHA contains a program specific budget.
The LDCHA plans to use funds in 2020 for intended purposes of the specific federal and resident services programs even though it will operate its Public Housing, Section 8 as- sistance and Capital Fund as a single fund budget with full flexibility. The agency will not reduce the number of public housing and Section 8 assisted units it has in 2020. Any development will be paid for through MTW reserves or leveraged funds. Public Housing, Section 8 and Capital Funds, as a single fund will be used to pay for the ad- ministrative, operational, maintenance costs and capital fund improvements of the re- spective program which includes previously approved MTW Activities.
Since all of the agency’s public housing and Section 8 HCV units/households are in the MTW program, even though not all households participate in the alternative rent struc- ture and work requirement, these programs are listed as MTW activities in the sources and uses.
Any surplus funds remaining at the end of 2020 will be used for MTW purposes outlined in the 2020 Plan and subsequent years.
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B. LOCAL ASSET MANGEMENT PLAN
YES i. Is the MTW PHA allocating costs within statute?
NO ii. Is the MTW PHA implementing a local asset management plan (LAMP)?
iii. Has the MTW PHA provide a LAMP in the appendix? NO
iv. If the MTW PHA has provided a LAMP in the appendix, please describe any proposed changes to the LAMP in the Plan Year or state that the MTW PHA does not plan to make any changes in the Plan Year. N/A
C. RENTAL ASSISTANCE DEMONSTRATION (RAD) PARTICIPATION
i. Description of RAD Participation The MTW PHA shall provide a brief description of its participation in RAD. This description must include the proposed and/or planned number of units to be converted under RAD, under which component the conversion(s) will occur, and approximate timing of major milestones. The MTW PHA should also give the planned/actual submission dates of all RAD Significant Amendments. Dates of any approved RAD Significant Amendments should also be provided.
RENTAL ASSISTANCE DEMONSTRATION (RAD) PARTICIPATION N/A
ii. Has the MTW PHA submitted a RAD Significant Amendment in the appendix? A RAD Significant Amendment should only be included if it is a new or amended version that requires HUD approval.N/A
iii. If the MTW PHA has provided a RAD Significant Amendment in the appendix, please state whether it is the first RAD Significant Amendment submitted or describe any proposed changes from the prior RAD Significant Amend- ment?
N/A
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Section VI: Administrative
A. Board Resolution Resolution 2019-__ was approved by the Board of Commissioners adopting the 2020 An- nual MTW Plan on September 23, 2019. It and the Certification of Compliance are in- cluded in Appendix II.
B. Public Participation / Comment on the 2020 MTW Plan Resident Advisory Committee The LDCHA Resident Advisory Committee participated in the development of this plan and recommended this Plan for approval on June 12, 2019.
Notice of Public Hearing and Comment Period
PUBLIC NOTICE
Additionally, the LDCHA's Draft MTW Annual Plan for 2020 was available to the public for review and comment during a 30-day period beginning July 22 and ending at 4:00 pm August 21, 2019.
During the public comment periods the Draft MTW Annual Plan for 2020 was available on the LDCHA website and printed copies of the Plan were available at City and County Offices and all the agency's administrative and management offices. The location of cop- ies and the public hearing were advertised in public notices published in the Lawrence- Journal World newspaper and the LDCHA website on July 22, 2019.
The public was invited to comment on the Plan in writing, delivered or mailed to Law- rence-Douglas County Housing Authority, 1600 Haskell Avenue, faxed to 785-842-9596, or emailed to [email protected]. Comments were received up to 4:00 p.m. August 21, 2019.
A public hearing on the Plan was held August 21, 2019, at 5:00 pm at Edgewood Homes.
No comments were received during the comment period. ____ members of the public attended the public hearing during the hearing and participated in discussion on the Plan, and no objections were presented.
C. Agency Directed Evaluation of the Demonstration None at this time.
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D. Statement of Significant Amendment or Modification LDCHA considers a "significant amendment or modification" as a discretionary change in a plan or policy of the agency that fundamentally alters the plan or policy, and which will require the formal approval of the Board of Commissioners. Specifically the following will be considered to constitute a significant amendment:
A material change in the policies regarding the manner which tenant rent is calcu- lated, A material change in the admissions policy, or Any change with regard to demolition or disposition, homeownership, Capital Fund financing, conventional or mixed financing development are considered significant amendments to the Capital Fund 5-Year Action Plan.
Changes that result from HUD regulatory requirements will not be considered a significant amendment or modification to either the 5-Year Capital Fund Action or MTW Annual plans.
Significant changes to the LDCHA MTW Program as defined by HUD Form 50900 will be made through a MTW Plan amendment as approved by HUD.
E. Declaration of Trusts The LDCHA filed Declaration of Trusts with the Douglas County Register of Deeds on all its public housing and agency owned housing on different dates over the years at the time the deeds were first filed with the registrar. The LDCHA has nine separate housing devel- opments. Each deed was filed with a Declaration of Trust.
F. Resident Commissioner The LDCHA is in compliance with the requirement that the agency have a commissioner who is a resident of one of the agency’s housing programs. Maria Duran, who is a public housing participant, is the resident commissioner. Ms. Duran was appointed to the Board by the Mayor of Lawrence for a four-year term in July 2016.
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Additional Appendix Items
Appendix I LDCHA's MTW Demonstration Program
Appendix II Certifications and Declarations, and Forms
Appendix III Capital Fund Performance and Evaluation Reports
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Appendix I:
LDCHA's MTW DEMONSTRATION PROGRAM
The LDCHA submits Appendix I to provide a comprehensive outline of its Moving to Work (MTW) program elements that have been developed during its participation in the MTW Demonstration through various MTW Plans submitted to HUD. Additionally, significant data of its MTW Program, maintained since the inception in 1999, will continue to be collected and presented with its annual reports.
The LDCHA merged the Public Housing and Section 8 Housing Assistance programs into one housing program called General Housing Assistance with one waiting list and two forms of assis- tance. A household whose name comes to the top of the waiting list is offered the first form of assistance available. An applicant is allowed to pass but will be assessed a pass penalty and moved down the waiting list to the date of the offer. Once an applicant has received an offer of all forms of housing and passes they are dropped from the waiting list.
All applicants for General Housing Assistance must meet suitability criteria as well as income eligibility criteria. Applicants with no prior rental experience can qualify by completing the Renter Education Program, the goal of which is to teach applicants various duties, responsibili- ties and rights as a leaseholder.
The agency developed an MTW rent structure that requires all non-elderly, non-disabled adults to pay a significant minimum rent regardless of their income. The LDCHA's rent structure goal was intended to move participants to work by making them responsible for paying a meaningful rent, high enough to require work but low enough to be affordable. To reward work, the agency set a maximum, or ceiling, rent for each unit by bedroom size. To encourage employment ad- vancement the agency established a system of income deductions that increase as hours of work increase. The LDCHA’s MTW rent structure requires a significant minimum payment regard- less of income and caps rent as income rises to encourage upward economic mobility. The minimum and maximum MTW rents are adjusted periodically by Board resolution.
Minimum and maximum MTW rents are:
Bedroom Minimum Maximum Size 1 Bedroom $ 185 $ 435 2 Bedroom $ 215 $ 500 3 Bedroom $ 255 $ 575 4 Bedroom $ 275 $ 665 5 Bedroom $ 315 $ 690
Actual MTW monthly rent is determined by: annualizing total household income subtracting allowable deductions multiplying the sum by 30% dividing the amount by 12
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Income deductions for MTW households include: 10% earned income deduction for those working at least 35 hours/week $2,000 medical deduction for those working at least 35 hours/week full out-of-pocket dependent care deduction necessary to allow work or school attend- ance utility allowance as an annual income deduction, not as a monthly deduction from rent increase in the child dependent deduction to $840 per child capped at $1,680 per house- hold
If the final amount is less than the minimum rent for the bedroom size occupied by the house- hold, the annual rent is increased to the minimum. If it is higher than the maximum rent, it is lowered to the maximum. If it falls between the minimum and maximum, it is set where it falls. Section 8 households may pay a rent higher than the maximum if they select a unit with a con- tract rent that exceeds the payment standard.
Application of MTW Rent Structure The alternative MTW rent policy and work requirement apply to all households in the General Housing program with a non-disabled adult age 62 or younger in the household. Exempt house- holds may elect to participate in the MTW rent structure if they meet the work requirement through employment income. There are limited exemptions permitted, as follows:
Elderly/Disabled Status - All adult household members age 62 or over, or who have disa- bility status that prevents employment. Temporary Medical Exemption - verified medical condition of a household member last- ing longer than 3 months that limits or that prevents work activities. Must be certified to by a licensed physician or medical practitioner. Discretionary Exemption - households with only one adult who does not have elderly/dis- ability status and who, due to limitations of employment experience, education or train- ing, or other significant barriers, is unable to earn sufficient income to meet the MTW min- imum rent requirement. Work Requirement Exemption Only - Households receiving TANF Cash Assistance with one adult member who has been determined "not mandatory for work" by DCF. The house- hold will receive assistance under the MTW rent structure, but the person will not be sub- ject to the work requirement.
Annual Rent An important component of the LDCHA’s MTW rent structure is the feature of Annual Rent or Fixed Rent. Rent is fixed for one year and does not change, regardless of changes in household income or composition except in instances where a household permanently loses income through death, divorce, or when an income producing adult child whose income was included in the rent calculation moves out of the household.
Work Requirement The work requirement mandates that all able-bodied adults age 18 and older work a minimum of 15 hours a week. For a two-adult household with minor children, the work requirement can be met if one adult works 35 hours per week. Enrollment in a post-secondary education pro- gram or Work Training Program satisfies the work requirement. An adult child in the household is
50 also subject to the work requirement. Residents who fail to meet the work requirement must participate in the LDCHA’s Family Self-Sufficiency Program 15 hours per week. Failure to meet the work requirement is a major program breach.
Other Approved Rent Reform Elements of the Rent Structure Section 8 portability is restricted. MTW households may not move outside the LDCHA’s jurisdiction unless the household applies for and receives an exception from this rule as a reasonable ac- commodation for a disability or other good cause, such as taking a job in a different city, edu- cation, or other household need. Households porting into the LDCHA’s jurisdiction must partici- pate in the MTW program, unless exempt.
Households that have both elderly/disabled members and non-disabled adult members are considered mixed eligibility households and are placed in the MTW rent structure.
Flat rents are not applied in the MTW rent structure, and MTW participants are not eligible for the flat rent option.
Rent Hardship Policy The LDCHA’s Rent Hardship Policy permits a degree of rent relief if the household experiences a loss in employment income or medical illness. Under the policy, a household may be re-certified to a $50 or $100 monthly rent based on the nature and amount of the income loss. The rent reduction is for a period not to exceed three months. A household may have a hardship rent reduction only once every 12 months, measured from the completion of any prior hardship .
If the household’s income loss is due to a condition that then qualifies the individual for a disa- bility under ADA, the household’s designation is changed from MTW to income-based and they are then recertified.
Homeownership Households that have an annual gross income which exceeds 50% of the Area Median Income (AMI) are offered an opportunity to join the homeownership program.
The LDCHA will provide a $3,000 matching grant for down payment or closing costs for house- holds that complete the Homeownership Program and purchase a house. Households partici- pating in the Homeownership Program that have income between 80%-99% of AMI are allowed to pay the MTW maximum rent for three to five years or until they purchase a home. Households who do not join the homeownership program may remain in their public housing unit until their gross annual income reaches 80% AMI at which time they become responsible for paying the full market rent without subsidy. The LDCHA encourages households to leave the housing assis- tance program when a household's gross annual income reaches 100% AMI, so that higher in- come households not interested in purchasing a house will move into the private rental market, thereby opening up units of affordable housing for households at or below 80% of AMI.
Households participating in Section 8 voucher must leave the program when their rent obliga- tion equals the full contract rent for their unit for six consecutive months. This is a provision of the Section 8 Housing Assistance Payment contract which serves as a term limit for higher income households.
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Public housing households that reach 100% of AMI at the annual recertification will be given a 6 month notice to vacate. If the household has not provided the LDCHA with notice of a pend- ing home purchase, the household will not be eligible for the homeownership down payment match. This will result in Section 8 HCV and public housing households being treated the same.
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Alternate Rent Historic Outcomes
Avg Gross Income AVG AVG AVG MTW RENT HOME- AVG HAP AVG / Participants / MTW YEAR GROSS TENANT CONTRACT PARTICI- OWNER- TO OWNER FAMILY SIZE Homeownership INCOME RENT RENT PANTS SHIP
BASELINE 2000 - 2001 YR 2 16,434 296 213 622 3 391 Year 2 2001 - 2002 YR 3 16,660 303 223 653 3 401 1 2002 - 2003 YR 4 17,967 288 375 676 3 517 5 BENCHMARK 2003 - 2004 YR 5 19,564 329 378 731 3 492 5 Increase metrics 2004 - 2005 YR 6 19,901 332 403 737 3 479 5 over time 2005 - 2006 YR 7 19,274 324 436 768 3 450 2 2006 - 2007 YR 8 20,372 349 422 786 3 456 9 2007 - 2008 YR 9 21,625 368 439 814 3 440 5 2008 - 2009 YR 10 20,446 367 499 874 3 426 7 2010 YR 11 19,776 358 510 872 3 411 7 2011 YR 12 19,793 355 513 870 3 411 3 2012 YR 13 21,060 376 551 929 3 477 8 2013 YR 14 22,558 388 539 937 3 478 7 2014 YR 15 23,937 411 521 950 3 472 5 2015 YR 16 27,429 424 526 961 3 485 10 2016 YR 17 24,345 417 536 977 3 479 2 2017 YR 18 24,736 419 561 981 3 475 4 OUTCOME 2018 YR 19 23,997 410 573 996 3 508 8 OVERALL AVERAGE 21,104 362 457 841 3 458 93
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Appendix II
Certifications and Declarations
Board Resolution 2019-__ Adopting 2020 Annual MTW Plan
Certification of Meeting MTW Statutory Requirements and Public Notices
Certification of a Drug-Free Workplace
Disclosure of Lobbying Activities
Affidavit of Publication for Public Notice Ad
Landlord On-Site Verification and Re-Inspection Form
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. . . . Lawrence. -Douglas County Housing Authority
Administrative / ACOP Plan
Combined Administrative Plan and Admission & Continued Occupancy Policies and Methods of Administration for All LDCHA Programs.
Approved by LDCHA Board August 26, 2013, Resolution 2013-14 Amended September 22, 2014, Resolution 2014-17 Amended September 28, 2015, Resolution 2015-17 Amended September 26, 2016, Resolution 2016-18 Amended September 25, 2017, Resolution 2017-19 Amended September 24, 2018, Resolution 2018-26
DRAFT
2019 Updates June 20
The mission of the Lawrence-Douglas County Housing Authority
is to promote quality affordable housing, economic opportunity, and a suitable living environment free from discrimination. 1600 Haskell Avenue, Lawrence, KS 66044 / 785-842-8110 / www.ldcha.org
. . . . Chapter . 4
Eligibility
Debts for Current or Previous Housing Program Participation
The LDCHA will not place on the waiting list or provide housing assistance to a household if any adult member currently owes a debt or other amounts to the LDCHA or any other housing authority / agency in connection with any federal housing assistance programs. Additionally no household will be provided assistance if any member has committed fraud, bribery, or any other corrupt or criminal act in connection with any federal housing program.
Tenant Suitability
The LDCHA screens all applicants for the waiting list on the basis of factors which relate to the suitability of the household as a tenant as allowed underpursuant to federal regulation. The applicant must be able to demonstrate that Nno household member may havehas a residential history reflecting a pattern of property damage (unpaid damages equaling $500 or greater), willful disregard for the safety and well-being of others, disregard for the peaceful enjoyment of neighbors, and/or inability to comply with contractual obligations within three (3) years prior to the date of application and/or the date assistance is offered to the household.
Page 21 in original document
. . . Chapter . . 7
Program Assistance
Selection
Offers of Assistance from respective waiting lists will be based on unit suitability to household size and composition and made in a manner to attain a broad range of mixed income and racial diverse housing communities at LDCHA properties. Agency solvency shall be a prime consideration in application of this tenant selection.
Tenants will be selected from among applicants eligible for dwelling units of a given size and special features in accordance with current federal regulations and the occupancy standards stated in Chapter 6 and in conformance with the local preferences system in Chapter 3. Applicants will be assigned to vacant Scattered Site units in conformance with the Scattered Site Management Plan that is contained in this Plan, as Appendix VIII.
Page 31 in original document . . . Chapter . . 12
Rent Structures, Income, Calculation and Payment Procedures
MTW Rent Structure Criteria
MTW Rent Structure Exemptions - households meeting the following are exempted from the MTW rent structure and work requirement: Elderly/Disabled Status - All adult household members age 62 or over, or who have disability status that prevents employment. Temporary Medical Exemption - verified medical condition of a household member lasting longer than 3 months that limits or that prevents work activities. Must be certified to by a licensed physician or medical practitioner. Employment LimitationsDiscretionary Exemption - households with only one adult who does not have elderly/disability status and who, due to limitations of employment experience, education or training, or other significant barriers, is unable to earn sufficient income to meet the MTW minimum rent requirement. Senior Status. Households with one or two adults, neither of whom have disability status, who are both age 50 or over, and do not have children residing in the household. Households with mixed status with at least one adult that is work able will be subject to the MTW rent structure. Voluntary MTW Rent Structure Participants: Households participating in the MTW rent structure on a voluntary basis are eligible for all MTW income and deduction waivers and must meet all MTW requirements.
Voluntary MTW rent structure participants may choose to change rent structures only one time between scheduled examinations.
Page 69 in original document
Flat Rents
A flat rent choice form is sent to the household offering them the flat rent or income based rent. This form is retained in the active tenant-unit file.
Flat rents are only available for public housing participants in the income based rent structure and to mixed households as defined in Chapter 4: Eligibility: Citizenship. The flat rent for Edgewood Homes and scattered sitepublic housing participants are set annually at no less than 80% of the applicable fair market rent, adjusted if necessary to account for reasonable utility costs. A mixed household will pay the higher of the flat rent or the total tenant payment if it exceeds the flat rent.
The flat rent for Babcock Place and Peterson Acres I senior housing are set according to 24 CFR 960.253(6) based on the market rate of comparable units, taking into account services and amenities provided. . . . . Flat rents are offered to. all income based rent structure households renting LDCHA public housing units as part of each scheduled. examination of income and rent calculation.
Households choosing the flat rent option will have the flat rent amount applied to their rent calculation as of the effective date of their scheduled examination. Households that do not return the flat rent choice form will have the lower of the income based or flat rent amounts applied as of the effective date of their scheduled examination.
Page 69 in original document
Exemptions From the Work Requirement
Persons permanently prevented from work due to disability, illness, injury or other physical or mental impairment of a permanent nature, expected to last 12 or more months. Persons age 50 or over who do not have children residing in the household. Persons required at home due to a verified medically determined condition of another household member that does not permit self-care, and care is not available from another person in the home. Persons/Parent needed to care for a child under 3 months of age or dependent adults in the home. This exemption cannot be claimed: By more than one adult two-parent in a households. When there is another person in the home who is capable of providing care.
Page 76 in original document . . . Chapter . . 18
Special Housing Types
Transitional Housing - Tenant-Based Rental Assistance (TBRA)
The LDCHA Transitional Housing provides up to 24 months of rent subsidy and one-time grants for security and utility deposits. Families in Transitional Housing rent from private market landlords and pay a part of the total rent. Monthly rent subsidy and security deposit grants are paid directly to the landlord by the LDCHA. Utility deposits are paid directly to the utility provider by the LDCHA. Support services are provided under agreements between the household and a service provider.
To be eligible for the Transitional Housing Program a household must have the following: a A gross annual income below 60% of the area median income for Douglas County Kansas, and meet Meet all LDCHA General Housing eligibility criteria, except residential history. The residential history requirement of three (3) years of good, independent residential history is waived when the household makes a commitment to participate in on-going self-sufficiency services. The household enters into a service agreement with a local social service agency and agrees to participate in services while in the Transitional Housing Program. The household cannot have a history of violence, drug related criminal activity, deliberate or willful damage to property, or have a member required to register due to a sex crime.
Transitional Housing households must take the LDCHA Renter Education Program and successfully complete the goals in their service agreement to be eligible for permanent housing through the LDCHA General Housing programs after 24 months.
Transitional Housing families must meet General Housing, or other LDCHA permanent housing program, eligibility criteria to continue receiving monthly rent subsidy after 24 months or when their service agreement ends. Households admitted to Transitional Housing are placed on a permanent housing admissions list in order of the date they are admitted to Transitional Housing. When they have been in the program for approximately 12 to 18 months LDCHA staff conducts an eligibility review to determine permanent housing eligibility. This includes a review of their current file for lease and program violations, a reference from their current landlord and their service provider and screening of public records for drug-related or violent criminal activity or registered offender status. Transitional Housing households meeting permanent housing criteria are admitted to the General Housing program, or other LDCHA permanent housing program if they have requested another program (for example, Senior Housing) and a unit is available. Households that are not eligible for permanent housing are given no less than a 60- day notice of the end of their housing assistance.
Households eligible for the Transitional Housing Program are housed from separate waiting lists for the following two programs:
Bert Nash Community Support Services Program for Persons with Mental Illness (CSS Transitional Housing Program)
The Bert Nash Community Support Services (CSS) Program requires the participant to be referred for housing by the Bert Nash Community Support Service program and have an agreement for . . services with the Bert. Nash Center. HOME TBRA funds from the State of Kansas can be used throughout Douglas .County. Families interested in the program who are not already in services with the Bert Nash Center. are referred to the Center.
Lawrence Homeless Transitional Housing Program
The Lawrence Homeless Transitional Housing program is funded through City HOME TBRA grants and provides rent subsidies through voucher contracts. To qualify for the program, families must be homeless at the time of application according to the federal definition of homelessness provided in 24 CFR 91.5:
1. Literally Homeless: individual or household who lacks a fixed, regular, and adequate nighttime residence. 2. Imminent Risk of Homelessness: individual or family who will imminently lose their primary nighttime residence. 3. Homeless youth, or families with children and youth under other federal statutes. 4. Any individual or family fleeing or attempting to flee domestic violence.
Formally homeless households on the waitlist may maintain HOME City TBRA eligibility at the time of program enrollment if the applicant was certified homeless upon admission to the Transitional Housing waitlist by an approved housing support provider. LDCHA will verify HOME applicants’ eligibility status at the time of voucher issuance.
Properties subsidized through the LDCHA Homeless Transitional Housing Program must be in the City of Lawrence.
MTW Transition Vouchers for Special Populations
The LDCHA created through the MTW Program transitional vouchers that provide 24 months of TBRA to the following special populations:
Safe Housing Voucher – for victims of domestic violence Douglas County Re-entry – for individuals participating in the Douglas County Sheriff’s Office Re- entry Program Next Step – for youth aging out of foster care New Horizons – for families with children at the Lawrence Community Shelter
Pages 104-105 in original document
. . . . .
Appendix
I Tenant Grievance Procedure - Resolution 30, as amended
II Security Deposit Payment Schedule - Resolution 804
III Pet Policy - Resolution 295, as amended
IV Rent Collection Policy - Resolution 70, as amended
V Fraud Policy - Resolution 539, as amended
VI One Strike Policy - Resolution 618, as amended
VII MTW Hardship Rent Reduction Policy - Resolution 696, as amended
VIII Scattered Site Management Plan
. . . . Scattered. Site Management Plan
Resolution 2019-__ September 23, 2019
Tenants or Applicants will be assigned to vacant Scattered Site units in conformance with this Scattered Site Management Plan and the lease. Where there are suitable vacant units in more than one LDCHA development, and where the tenant or applicant meets the criteria of the Scattered Site Management Plan, vacant Scattered Site units will be filled first. This action is taken to protect and secure property located in the community and consequently removed from management's close oversight.
The first priority is to place people from the General Housing waiting list before offering transfers for the convenience of the tenant or applicant.
General Housing waiting list applicant’s rental history must show they can abide by the terms of a lease: Not commit fraud against a housing authority, now or in the past Have 3 years of rental history and paid their rent consistently Have no family members who, as previous participants in federal housing programs, have been evicted or had their housing terminated for illegal drug activity in the past 3 years Owe no debt to another Housing Authority or subsidized housing complex No excessive damages
Any individual currently an Edgewood Homes tenant or on the program may become an applicant for Scattered Sites so long as the tenant is eligible, and abides by the rules, regulations and policies of the Lawrence Douglas County Housing Authority. For example, no lease or program violations for: Sanitation Disturbances Unauthorized Occupants Unauthorized Pets Late rent payments Excessive damages Maintain utility service Account must be current no monies owed for work orders or late fees Meet the MTW Program requirements, affordability is a must no less than 30% and no more than 40% of their income must cover rent and utilities Zero income persons cannot request a transfer or move in Tenants must have been in continuous occupancy a minimum of one year, cannot apply until this time has elapsed. Tenants must pay rent consistently on time for at least 12 months Tenants requesting transfers must come to the office to complete a Transfer Request form . . . . LDCHA management. will evaluate the tenant’s occupancy history and notify him/her of their status, and be notified of their eligibility Qualifying tenants will be placed on a transfer list and any negative information becomes known they will be removed from the transfer list
Therefore, the lease states and the tenant shall agree that should their behavior violate the above principle and the lease agreement, the LDCHA reserves the right to transfer the lessee to another LDCHA owned unit where direct supervision can be exercised.
The LDCHA in reviewing transfers and/or move-ins must ensure a transfer or move in will not affect the solvency of the agency.
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 5C: Discuss Capital Fund Evaluation and Long-Range Plan
BACKGROUND:
One of the LDCHA’s main goals is to execute capital improvements to preserve maintain and revitalize our public housing portfolio to keep the properties attractive, safe and en- ergy efficient. The Capital Fund 5-Year Action Plan is a rolling plan submitted and ap- proved by HUD annually. The 5-Year Action Plan for 2019-2023 has been submitted and currently pending approval by HUD. A history of major capital improvements and those planned for the future is described below.
CURRENT ISSUE:
Listed below is a detailed identification of the comprehensive improvements to be under- taken in the Capital Fund 5-Year Action Plan (with future capital funds and the use of agency reserves).
1. Edgewood Homes - Project 01 (built in 1972) 124 garden-style multi-family units
Future 5-year capital improvements (estimated costs-dates): Security cameras in cul-de-sacs $ 40,000 TBD* Security fence perimeter property $ 100,000 TBD* Roof replacement $ 350,000 TBD* Siding/shutters/gutter replacement $ 100,000 TBD* Foundation repair 7 units $ 140,000 TBD* Concrete replacement patio/sidewalk $ 150,000 TBD* Office security measures $ 20,000 TBD* Master lock system unit entry $ 150,000 TBD*
Past major capital improvements: LED Lighting Replacement for all Wall Packs and Pole Lights In Progress Provided safety signage at all playgrounds and basketball courts 2019 New signage at Administrative and Resident Service Office 2019 Concrete Sidewalk Tripping Hazards Repair 2019 Water Heater Replacement at 8 Units 2019 Furnace, Coil, AC Replacement at 11 Units 2019 Carpet replacement Resident Service Office 2018 1600 Haskell #229 Sewer Pipe Replacement 2018 Furnace, Coil, AC Replacement at 15 Units 2018 Asbestos Abatement in Units #144, #199, #230 2018 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Back Patio Replacement at Administrative Building 2018 Replaced all windows at RSO/Huppee/Daycare 2018 Furnace, Coil, AC Replacement Administrative Building 2018 Installed van accessible parking stall at Administrative Building 2018 Restriped Administrative and all cul-de-sac parking lots 2018 Asbestos abatement units #113-#116 2016 Unit 198 foundation and interior wall replacement 2014 Units 182-183-188 foundation and interior wall replacement 2013 Units 192-193 foundation and interior wall replacement 2012 Installed energy saving light and water fixtures EPC - 2010 Siding-trim replacement-painting, electrical upgrades ARRA - 2009 Replaced playground equipment at 6 playgrounds ARRA - 2009 Added washer-dryer hook-ups in (24) 1-bedroom units ARRA - 2009 Units 153-154-183-184 foundation repairs, curb & sidewalk repairs 2008 Unit 194 foundation repairs, 3 buildings reinsulated 2007 Maintenance shop expansion 2006 Barbara Huppee Community Building and 2 ADA units rebuilt 2004 Units 185 & 187 foundation repairs, curb & sidewalk repairs 2003 Exterior siding replacement and painting 2001-2002 Administrative office renovation 2001 Install air-conditioners 1996 Window replacements 1995
2. Babcock Place – Project 02 (built in 1973) 120 high-rise multi-family senior units
Future 5-year capital improvements (estimated costs-dates): Blind/curtain replacement 1st floor $ 15,000 TBD* Ceiling tile replacement 1st floor $ 100,000 TBD* Replace stairwell windows 14 windows $ 20,000 TBD* Office furniture $ 10,000 TBD* Plumbing upgrades - 20 units (4 per year) $ 40,000 Ongoing Renovate elevator cab interiors - 2 cabs $ 20,000 TBD*
Past major capital improvements: Construction of Gazebo In Progress Update and lengthen emergency pull cords 2019 Concrete Sidewalk Tripping Hazards Repair 2019 Concrete Slab for Gazebo 2018 HVAC Upgrade 2018 Replaced Boiler System 2018 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Hallway floor coverings - 6 floors 2018 Replace hallway smoke detectors 2017 Replace domestic hot water heaters and boilers 2016-2017 Mailbox, landscape and site work 2015 Meal-site & lobby furniture replacement 2013-2014 Chiller, cooling tower, thermostats, light & water fixtures EPC – 2011 Elevator modernization ARRA - 2009 Major plumbing repairs 2005-2009 Clean and waterproofing exterior walls 2005-2006 Clean and seal exterior stairwells and windows 2004-2005 Access control-camera system, condensing units, door closers 2004 Lobby, hallway and solarium renovations 2002-2003 Electrical inspection, fire alarm and sprinkler system 2000-2001 Replacement of 3 domestic and preheat boilers 1994-1995 Replacement of hall carpet, exterior and hall lights 1994 Conversion of 2 handicap accessible units 1993
3. Scattered Sites - Project 03-04 (built in 1984) 46 scattered site duplex, triplex and detached housing units
Future 5-year capital improvements (estimated costs-dates): Concrete replacement $ 75,000 TBD* Fence removal/replacement $ 5,000 TBD* Security lights $ 16,000 TBD* HVAC replacements - 5 units (1 per year) $ 10,000 Ongoing Plumbing upgrades - 5 units $ 10,000 Ongoing
Past major capital improvements: Power wash and paint exterior Project 3 In Progress Concrete Sidewalk Tripping Hazards Repair 2019 1121 New York Furnace, Coil, AC Replacement 2019 1310 Pennsylvania Furnace, Coil, AC Replacement 2019 234/236 Alabama Concrete Replacement 2019 Exterior siding painting - 46 units 2016-2017 Gutter replacements - 22 units 2015-2016 Gutter replacements - 20 units 2013-2014 1308-1310 Pennsylvania plumbing replacements 2012 428 Mississippi, 2005 Learnard driveway & sidewalk replacements 2012 326-424 Arkansas driveway replacements 2011 Energy saving light fixtures EPC – 2011 811-813 E 13th landscaping-grading, 1125-1131 Penn gutters 2010 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
Roof replacements - 25 units ARRA – 2009 Roof replacements - 19 units and roof repairs - 8 units MTW - 2008 Exterior siding painting - 46 units MTW - 2008 811-813 E 13th foundation repairs 2007 Window replacements - 46 units 2007 1541 New Hampshire - driveway replacement 2005 Furnace replacements - 12 units 2003 1033 New York foundation, interior walls, electrical and plumbing 2002 Install GFCI 1998 Install air-conditioners 1996
4. Scattered Sites - Project 06 (built in 1988) 23 scattered site duplex, four-plex and detached housing units
Future 5-year capital improvements (estimated costs-dates): Concrete replacement $ 75,000 TBD* Fence removal/replacement $ 5,000 TBD* Security lights $ 8,000 TBD* HVAC upgrades - 10 units (2 per year) $ 20,000 Ongoing Window replacements - 23 units $ 46,000 TBD* Plumbing upgrades - 5 units (1 per year) $ 10,000 Ongoing
Past major capital improvements: Concrete Sidewalk Tripping Hazards Repair 2019 1304 E. 21st Terrace Furnace, Coil, AC Replacement 2019 821 E. 13th Street Furnace, Coil, AC Replacement 2019 1314 E. 21St. Terr. Furnace, Coil, AC Replacement 2018 1225 Rhode Island #D Furnace, Coil, AC Replacement 2018 825 E 13th foundation repair 2014 1302-1312 E 21st vinyl siding and gutters 2014 1217-1225 Rhode Island vinyl siding and gutters 2013 Energy saving light fixtures EPC – 2011 Roof replacements ARRA – 2009 1302-1316 E 21st roof replacements 2009 Exterior siding and trim painting - 23 units MTW – 2008 1217-1225 Rhode Island roof replacements 2006 825 E 13th foundation repair 2006 Paint exterior siding and trim, install GFCI 1998 Install air-conditioners 1996
LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
5. Scattered Sites - Project 07 (built in 1992) 25 scattered site duplex and detached housing units
Future 5-year capital improvements (estimated costs-dates): Concrete replacement $ 75,000 TBD* Fence removal/replacement $ 5,000 TBD* Security lights $ 9,000 TBD* Window replacements - 25 units $ 50,000 TBD* HVAC replacements - 10 units (2 per year) $ 30,000 Ongoing Plumbing upgrades - 5 units (1 per year) $ 10,000 Ongoing
Past major capital improvements: Concrete Sidewalk Tripping Hazards Repair 2019 1508-1510 Pin Oak Siding and Gutter Replacement 2019 1404-1406 Pin Oak Siding and Gutter Replacement 2019 35 Winona Siding and Gutter Replacement 2018 1406 Pin Oak Furnace, Coil, AC Replacement 2018 800 N. 7th St. #D Furnace, Coil, AC Replacement 2018 Energy saving light fixtures EPC – 2011 Roof replacements ARRA – 2009 1600-1610 E 22nd roof replacements 2009 Exterior siding and trim painting - 10 units MTW – 2008 Vinyl siding and gutters - 15 units MTW – 2008 1508-1510 Pin Oak - reinsulated 2 units 2006 Install exterior pole lights 1998 Install air-conditioners 1996
6. Peterson Acres I - Project 08 (built in 1997) 25 scattered site - 12 duplex and 1 detached housing units
Future 5-year capital improvements (estimated costs-dates): Exterior trim painting - 25 units $ 25,000 TBD* HVAC replacements - 2 units $ 4,000 Ongoing Plumbing upgrades - 2 units $ 4,000 Ongoing
Past major capital improvements: Remove and install new flooring PA-W 2019 Concrete Side Walk Tripping Hazards Repair 2019 Power wash and paint exterior 2019 LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
2930 Peterson Acres #106 Coil, AC Replacement 2018 Striped parking lot 2018 Ramp and sidewalk replacements 2011-2012 Install energy saving light and water fixtures EPC – 2011 Roof replacements 2011 Exterior trim paint 2010 Curb and sidewalk replacements 2009-2010
7. Turnovers: Replace appliances and blinds, cabinets and countertops, doors, flooring, tubs and showers, soffits and walls, asbestos abatement during turnovers as needed and as part of modernization.
8. Equipment: Replace all tools, equipment and repairs as needed and identified as Capital Fund eligible expenses.
(TBD*) improvements to be determined at a later date
BOARD ACTION:
Receive report. LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING June 24, 2019
AGENDA ITEM 5D: Discuss the Late Fee Forgiveness Program
BACKGROUND:
The Agency’s Rent Collection Policy assesses a late fee of $25 if rent is paid after the fifth working day of any month. The late fee is due by the end of that month, however the LDCHA does not take any adverse action if a tenant does not pay the late fee. There is no escalating fee. This results in a significant number of tenants who owe late fees and cannot or do not pay them. In 2018 as part of the 50th Anniversary Celebration, the Board authorized a late fee forgiveness program.
In June 2018 there were 60 current tenants who owed back due late fees. There were 15 tenants with a balance of $200 or more in late fees. The total amount of all Public Housing late fees owed was $9,125.
As of December 7, 2018, 50 current tenants qualified for the late fee forgiveness for a total of $4,780. Seven of the fifteen tenants with a balance of $200 or more in late fees had those fees forgiven.
CURRENT ISSUE:
Staff would like to offer the Late Fee Forgiveness Program again in 2019 because of the success of the 2018 program. There are currently 56 households that owe late fees and could benefit from this program. There are still 8 tenants that owe a balance of $200 or more in late fees and staff would like one additional opportunity to work with this group.
BOARD ACTION:
Review and approve the 2019 Late Fee Forgiveness Program if appropriate.