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HOUSTON HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING

NOVEMBER 15, 2016 THE PINNACLE ON WILCREST

9520 WILCREST DR. HOUSTON, TEXAS 77099

Transforming Lives & Communities

BOARD OF COMMISSIONERS MEETING

Tuesday, November 15, 2016

TABLE OF CONTENTS

AGENDA 2

October 18, 2016 BOARD MEETING MINUTES 4

COMMENTS AND RESPONSES

14

NEW BUSINESS

Resolution 2866

Approval of Dates and Locations for the 2017 Board of Commissioners Meetings

17

Resolution No. 2867

19 Change Order Policy

Resolution No. 2868

Payment Standards/High Opportunity Payment Standards 24

Resolution No. 2869

28

Employee Health and Welfare Benefits Renewals Effective January 1, 2017

Resolution No. 2870

36 Establish a Formalized Partnership with Graceful Living

BOARD REPORT 40

FINANCE REPORT 55

HHA CALENDAR OF EVENTS 57

2640 Fountain View Drive, Houston, Texas 77057 | Phone 713.260.0500 | Tory Gunsolley, President & CEO

Board of Commissioners: LaRence Snowden, Chair |Phillis Wilson, Vice Chair | Nicola Fuentes Toubia | Shondra E. Wygal | Tim Horan | Veronica R. Chapa Gorczynski | Kristy Kirkendoll

AGEN DA

AGENDA

I. Call to Order II. Roll Call

III. Approval of the October 18, 2016 Houston Housing Authority Board Meeting Minutes

IV. President’s Report V. Public Comments

VI. New Business

a. Approval of Dates and Locations for the 2017 Board of Commissioners Meetings

(Resolution No. 2866)

b. Change Order Policy (Resolution No. 2867)

c. Payment Standards/High Opportunity Payment Standards (Resolution No. 2868)

d. Employee Health and Welfare Benefits Renewals Effective January 1, 2017 (Resolution No. 2869)

e. Establish a Formalized Partnership with Graceful Living

(Resolution No. 2870)

VII. Executive Session

Convene an Executive Session to discuss:

BOARD OF COMMISSIONERS’ MEETING

TUESDAY, NOVEMBER 15, 2016 AT 3:00 P.M.

THE PINNACLE ON WILCREST

9220 WILCREST DRIVE, HOUSTON, TEXAS 77099

2640 Fountain View Drive, Houston, Texas 77057 | Phone 713.260.0500 | Tory Gunsolley, President & CEO

Board of Commissioners: LaRence Snowden, Chair |Phillis Wilson, Vice Chair | Nicola Fuentes Toubia | Shondra E. Wygal | Tim Horan |Veronica R. Chapa Gorczynski | Kristy Kirkendoll

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a. Personnel matters in accordance with Section 551.074 of the Texas Government Code b. Legal issues in accordance with Section 551.071 of the Texas Government Code c. Real estate matters in accordance with Section 551.072 of the Texas Government Code

VIII. Reconvene Public Session

IX. Adjournment

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2640 Fountain View Drive ■ Houston, Texas 77057 ■ 713.260.0500 P ■ 713.260.0547 TTY ■ www.housingforhouston.com

MINUTES OF THE HOUSTON HHA BOARD OF COMMISSIONERS MEETING

TUESDAY, OCTOBER 18, 2016

A meeting of the Board of Commissioners (“Board”) of the Houston HHA (“HHA”) was held on Tuesday, October 18, 2016, at Kelly Village, 3118 Green, Houston, Texas 77020. Chair Snowden called the meeting to order at 3:02 p.m. Secretary Gunsolley called roll and declared a quorum present.

Present: LaRence Snowden, Chair

Phillis Wilson, Vice Chair Nicola Fuentes Toubia, Commissioner Tim Horan, Commissioner Veronica R. Chapa Gorczynski, Commissioner Kristy Kirkendoll, Commissioner Tory Gunsolley, Secretary

Absent: Shondra E. Wygal, Commissioner Chair Snowden shared that he had the honor of spending the entire day with a great man who has served this country dutifully and historically with being a part of the March on Washington. He indicated that Congressman John Lewis, from Atlanta, is at Texas Southern University (TSU) today and it has been an amazing time. He stated that during this period of getting the vote out and making sure that we are doing our civic duty, many of us on the Board are doing our civic duty every month as we come to the Board meeting. Chair Snowden expressed that it was wonderful to see all of the students out at the rally, it was an honor to have Congresswoman Sheila Jackson Lee in attendance to talk about gun violence and gun legislation, and there were ministers from the area churches who attended as well. He acknowledged that he is so “hyped” now and remarked that it was a real honor to spend time with Congressman John Lewis. APPROVAL OF MINUTES Chair Snowden called for discussion or approval of the September 20, 2016 Board of Commissioners meeting minutes. Secretary Gunsolley stated that a revised copy of the September 20, 2016 minutes has been distributed to the Commissioners based on the feedback provided during the pre-meeting sessions. Chair Snowden asked for a motion to approve the September 20, 2016 minutes.

Commissioner Toubia made a motion to approve the minutes for the September 20, 2016 HHA Board of Commissioners

meeting. Vice Chair Wilson seconded the motion. The minutes passed unanimously.

PRESIDENT’S REPORT Secretary Gunsolley recognized Commissioner Tim Horan and indicated that he has joined the Board of Commissioners as a new appointment to the HHA this month. He stated that Commissioner Horan brings a wealth of experience on both the homeless and mental health sides, and also on tax credit development. He added that we now also have another

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attorney onboard. Secretary Gunsolley welcomed Commissioner Horan and commented that the HHA looks forward to his service. Applause. Secretary Gunsolley shared that this past week, he attended the groundbreaking ceremony on Reed Road, which is New Hope Housing’s newest project. He stated that the HHA was acknowledged at this event for our role. He indicated that New Hope Housing helps families transition out of homelessness. Secretary Gunsolley also shared that he attended the Coalition for the Homeless Annual Luncheon this past month and several of the Commissioners were able to attend as well. He stated that as a continuum, we are nearing 5,000 homeless veterans who have been served since we started this initiative 4 years ago. Applause. Secretary Gunsolley acknowledged Rick Johnson, HHA’s Director of Asset Management and William Bryant, HHA’s Energy Manager for their help with Councilwoman Karla Cisneros’ “Building Little Libraries” initiative this past Saturday. He stated that this initiative distributes books for little libraries at several of our developments as a part of our overall efforts to get libraries in every community centers. He added that in partnership with the Super Bowl Host Committee, they will be “rolling out” branding and information about how the HHA will be working with them to get thousands of home libraries put in the residences of the children. Secretary Gunsolley expressed that this is exciting news and so, the opening of the little libraries is just the “tip of the iceberg.” He indicated that the Host Committee contacted him today and told him that they had a big volunteer day where the volunteers were encouraged to bring children books and so, they have thousands of children’s books of which the HHA will be receiving a large portion that we will distribute. Secretary Gunsolley stated that in the board report, the fundamentals are still quite strong and we had another month in the property management summary where we has all “A’s”, except for one “B”, in rent collection. He also stated that the Section 8 Program remains strong with extremely high leasing and budget utilization. He indicated that we had one “F” in rent collection for the month at Oxford Place and that was due to six evictions that took place, two were “skip outs” and the other four were not and so, this is what hurt rent collection there. Secretary Gunsolley commented that staff is certain that we will bounce back at Oxford Place and the year-to-date is still adequate with rent collected at almost 97%. Secretary Gunsolley continued, stating that in the occasional report, we did an analysis of minority and women owned businesses (MWBEs) spending year-to-date, both broken down by development and also with the HHA spending. He indicated that overall at the developments, 66% of the contracts were awarded to MWBEs, with 56% being awarded to MBEs and 13% being awarded to WBEs. He stated that when we looked at HHA’s purchasing order spending, over 36% of the housing authority’s purchasing orders were awarded to MWBEs and so, this is great news in our continued efforts for minority participation. He remarked that we won’t stop there, but we’ll keep pushing to create more opportunities. Secretary Gunsolley specified that on the operating statement, the HHA financials are still strong. He stated that the Central Office Cost Center (COCC) is running a $1 million surplus and the Affordable Housing Rental Programs are also running about $1 million surplus. He indicated that the maintenance line item discrepancy that we have been watching is continuing to shrink, as we have done the bulk of the work in the beginning of the year and the budget has not caught up with it yet. He explained that the budget is catching up with the work that has been done now and we are down to about $115,000 discrepancy with $6.1 million year-to-date in the budget and so, this is trending in the right direction. Secretary Gunsolley continued, stating that we are also trending in the right direction on the non-routine maintenance line items where it is up to $2.3 million from just under $2 million on last month. He said that we will continue to “ramp up” this number in terms of spending, but this of course is outside of the ESCO work and the ESCO contract. He indicated that the ESCO contract was a $25 million contract and so, we have spent $18 million thus far on ESCO work. He remarked that the HHA is seeing real differences with this work and on the utility line in the budget, we are already showing a $620,000 positive variance and this is directly as the result of the ESCO contract. Secretary Gunsolley indicated that the voucher program still has a large positive variance of $800,000 in the “going paperless” initiative, which hasn’t started yet. He explained that we are conducting final interviews with vendors all next week and once staff makes a recommendation on their final selection, we will come to the Board with a resolution on “going paperless.” He stated that it is unlikely and doubtful that we will actually spend the bulk of this money in this year

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and so, this money will go into next year’s budget when we do next year’s plan and the positive variance will remain the balance of the year. Secretary Gunsolley stated that this concludes the President’s Report. Chair Snowden offered the use of an interpreter or translator to any in attendance. He asked for any questions, concerns or comments regarding the President’s Report. Commissioner Toubia remarked in regards to the occasional report, she noticed that there were two graphs that indicated our spending through the housing authority’s purchase orders and she noticed that there is just a slight difference. She asked if this was a typographical error because she wondered why the two graphs were there. Brian Gage, of HHA, responded that there were originally two columns, one for direct spending with MWBEs and a second column for indirect spending with MWBEs. He explained that the HHA purchased computers through a MWBE vendor, but the vendor directly purchased the computers with XEROX and so, the purchase was made through an MWBE, but the bill was paid directly to the vendor who supplied the computers. He indicated that this was counted and so, this computer purchase was an indirect purchase. Commissioner Toubia asked if the indirect purchases got a total of 36.5% MWBE spending, and then there was a 36.1% MWBE spending for direct purchases. Mr. Gage replied in the affirmative. He stated that the vendor actually made the commission off of the purchase of the computers, even though the HHA paid XEROX directly for them. Chair Snowden asked for any further questions, concerns or comments regarding the President’s Report. PUBLIC COMMENTS Mr. Michael Jones, Kelly Village’s Resident Council President, addressed the Board regarding the upcoming Super Bowl Host Committee event at Kelly Village and concerns about resident rent statements. Mr. Jones said that he is excited about the upcoming event with the Super Bowl Host Committee, the HHA and various other partners who have come together to make a special event at Kelly Village. He remarked that he is elated that the Committee decided to have it here and it makes him want to “stick his chest out.” It’s something positive for the children because the children not only need to know how to have fun, but to have fun together with an education to move forward and they are going to bring the spirit of champions right here in Kelly Village and two other communities are going to join us. Mr. Jones said that the one thing that he is really excited about is that the children coming together and participating as well as succeeding at what they get out into the work so they will know how to not only to accomplish goals, but to accomplish them as a team. Mr. Jones said that the secondly, he would like to thank Kelly Village for helping him becoming the kind of resident council president that he is today because he did not know what he was doing when he got the job, but he had a lot of people from Kelly Village to come and stand behind him. He also thanked the property management team and indicated that Kelly Village has the best management team there is and it makes no sense for residents coming to say otherwise. Mr. Jones said on the other hand, a lot of the residents have come to him concerning an issue about the rent statements. He explained that residents complained that every now and then the bill is much higher than it should be and it’s because of the utilities. He said that this can go on at least from 4 to 6 months and a lot of residents do not have the resources to set back this much money at one time as a “just in a case” kind of system. Mr. Jones indicated that he told residents that he will bring this to the Board’s attention because he doesn’t have an answer, so he is bringing this to the Board so that he can tell residents who is only paying $50 in rent and then their utilities add up to $300 after 6 months. Secretary Gunsolley stated that the Board passed a hardship policy for the excess utilities and usually it’s only the excess utilities that are the problem and if a resident goes to the management office and request a hardship because it would be difficult not to have a/c because of a disability or because they are elderly or because of an illness, i.e. asthma. He said that this allows us to waive the excess utilities. It’s hard for us to do it retroactively, but we have communicated this to everyone and so it might be residents who didn’t sign it originally. Secretary Gunsolley concluded that they need to sign up in the management office if they qualify.

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Chair Snowden remarked to Mr. Jones that if he works with the management team, J. Allen Management, this could be a good seminar for him to educate others in the community on what they should be able to do regarding excess utilities. He stated that after hearing Secretary Gunsolley’s remarks, he thinks that this would be a great opportunity for him to bring the residents together. He added that he is sure that HHA staff would be willing to work with him as well to get flyers done, posted and out in the community to let people know that he is doing some training. Secretary Gunsolley stated that the management office can coordinate one of their meetings to spread the word about the excess utility hardship policy. Chair Snowden thanked Mr. Jones for his comments. Michael Shirl, the Chief Operating Officer (COO) of The Women’s Home, addressed the Board to thank the Houston Housing Authority (HHA) for partnering with The Women’s Home with Jessie’s Apartment Place and with project-based vouchers (PBV). Mr. Shirl stated that he wants to thank the HHA for considering their application for 40 more PBVs for their new project, Family Place Apartments, which is their participation in the Mayor’s on-going efforts to house families who have experienced homelessness. He expressed his appreciation to the HHA for taking the time and energy to look at their application and consider it. Mr. Shirl thanked the Board for their support. Chair Snowden thanked Mr. Shirl for coming to meeting and remarked that we always looking for partners to work with us on making sure that housing, affordable housing and housing for the homeless is made available. He expressed his appreciation to Mr. Shirl for the work that he does with The Women’s Home and stated that we are looking forward to doing work with him as well. Ms. Blanca Leal, of Irvinton Village, apartment #407, addressed the Board with concerns about her community service hours. Ms. Leal complained that she has been doing community service hours since last year and Latisha Ingram, the service coordinator at Irvinton, gave her permission to do her community service in the computer lab on the second floor. She said that the property manager, Valencia Reine, gave her a lease violation because she hasn’t done community service hours, but she has done about 130 hours of community service hours in the computer lab for last year and this year altogether. She indicated that she has documentation that she has done 130 hours of community service, but the Ms. Reine wants her to redo these hours and she gave her only two months to complete the 130 hours of community service. Ms. Leal said that she told Ms. Reine that two months wasn’t enough time for her to complete those hours and so, she requested an extension until March 2017. She added that she asked Ms. Reine for written documentation that she has until March to complete the 130 hours of community service for proof, but she hasn’t provided her with any documentation yet. Ms. Leal indicated that she went to HHA to speak with Cheryl Rivers, Ms. Ingram’s supervisor, to see if she could get her assistance in getting this documentation from the property manager. She said that for her community service hours to be valid, the manager told her that she has to submit her receipts on the 20th of each month. She stated that her community service hours were submitted late, but it wasn’t her fault because the service coordinator doesn’t provide her with receipts until after the 20th of the month. Ms. Leal also complained that Ms. Ingram gave her 3 hours of community service for a meeting she attended, but Ms. Reine told her she would only give her one hour for attending the meeting. She expressed that it has been stressful on her to be running after people to get her receipts for her community service hours and all she wants is for the manager to take account of all the community service hours that she has already done. Secretary Gunsolley stated that community service has been a longstanding requirement for public housing since the Quality Housing and Work Responsibility Act of 1998 (QWHRA) and it has been much contested. He explained that recently, the Office of Inspector General (OIG) found HUD’s oversight of the housing authorities lack of enforcing community service and so, all of the HUD field offices have been increasing their scrutiny on the housing authorities enforcing the community service requirement. Likewise, he added that the HHA has pushed this requirement down to the management offices to enforce and so, there has been an increased level of scrutiny applied to community service. Secretary Gunsolley continued, stating that the best way to solve the problem going forward is to do community service somewhere else. He said that the HHA doesn’t want to be in the business of signing off on everyone’s community service hours and trying to manage it. He indicated that we will do it, but residents can do community service anywhere in their community and it doesn’t have to be at the HHA. He remarked that he will have staff talk to Ms. Leal and try to figure out if we can get the documentation that she needs signed off on because it’s just a question of us trying to comply with the HUD rules. Secretary Gunsolley stated that for the Board’s edification, the HHA is about 76% compliant for community

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service, which is at the top of Texas and for large housing authorities, and so we are at the very top in terms of compliance. Ms. Leal asked if she is going to get her hours back. Secretary Gunsolley said that he understands and he appreciates Ms. Leal for doing community service, but it’s a question of documentation and we can’t solve this matter right here, right now. Ms. Leal stated that she attended the previous Board meeting and complained about her neighbor hitting her. She indicated that wants to know what has been done because her neighbor looks as if she wants to confront her again. Secretary Gunsolley explained to Ms. Leal that we can’t discussed the actions the HHA took against another client, but staff has followed up on her concerns. Ms. Leal asked if she could speak with him about this matter in private. Secretary Gunsolley stated that he can’t tell Ms. Leal about what action we took against another client because it breaks confidentially. Chair Snowden thanked Ms. Leal for her comments and said that Mr. Johnson and Tonya Robicheaux, of J. Allen Management, are going to speak with her about her community service hours. Ms. Juana Williams, a Housing Choice Voucher (HCV) participant, addressed the Board with concerns about customer service and the mail process at HHA. Ms. Williams said that the number one issue that she want to speak to the Board about is customer service because she thinks that all clients are routed to the same call center and they all probably get the same treatment. She complained that every representative on the phone seems empowered to tell clients no, but they do not offer any options. For example, she stated that when she asked the representative if she could have her case worker’s first name initial so that I can try to figure out his email address, the representative responded no, she can’t provide this information to her. Ms. Williams also complained that when she asked the representative if she could have her case worker’s contact information, the representative told her no, she couldn’t give her this information either. She said that when she asks to speak to a supervisor, a supervisor was put on the phone; but essentially, the supervisor echoed that she could not have her case worker’s contact information. Ms. Williams indicated that she had to email public information at the HHA just to get her case worker’s contact information, therefore, she wants to know what is the policy on retrieving staff contact information at the HHA. She remarked that maybe customer service representatives do not know the policy and suggested that maybe they need to be educated on it. She commented that it’s difficult to navigate HHA’s website to figure out how to request public information because what is public information. She concluded that she believes this is a training issue, but staff can’t be empowered to just say no and not give clients an option or a solution. Ms. Williams said that secondly, she has an issue with how HHA handles its mail. She explained that she needed to report a decrease in her income and wasn’t in a position to come into HHA’s office to submit a change of income, so she mailed a change of income packet at the end of August. She stated that the agency’s Administrative Plan states that if the HHA receives a change of income request before the 15th of the month, HHA will acknowledge and process it the following month. She indicated that her rent was due in September and after calling and asking if HHA received it, she was told that staff received her packet on September 19th. Ms. Williams stated that this came as a shock and it made her think that her packet sat somewhere for at least two weeks and staff stamped the 19th on it like it wasn’t receive before the 15th. She wondered if this was true because no one could give her any good answers and everyone in the call center wants to tell her no. She said that her rent was now due in October and if she didn’t know how to save over the summer when she was still working full time, she would probably be trying to get with the guy who runs the women and family shelter. Ms. Williams indicated that her situation is pretty sad because her landlord still wants his $786 rent and he doesn’t care that the HHA will retroactive the payments. She said that her last paycheck was on August 12th and rent was due for September, October and it’s coming up again in November. She stated that she did her annual recertification on October 4th, but a month before this was done, HHA had her change of income packet because she needed help with her rent on October 1st. Ms. Williams said that whether the HHA retroactive payments or not, the landlord still wants his full rent because his mortgage is due and he can’t tell the mortgage company to “retro.” She expressed that this is an issue and so, she wants to know how the HHA plans to handle it. She stated that there is no way her packet took 19 days in the city

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of Houston, even if it’s “snail mail,” to make it to someone’s desk. She remarked that this makes her feel that someone was hiding her paperwork. Ms. Williams said that her last point is about the interim rent changes. She asked, “How can the HHA follow the Administrative Plan for rent changes when it’s short staffed?” She indicated that she doesn’t know the answer, but it’s not the tenant’s issue nor is it the landlord’s issue. She concluded that the HHA has to fix it, “someway and somehow.” Ms. Williams thanked the Board for being here today and opening up the floor for public comments. Secretary Gunsolley stated that he happens to know exactly how the mail gets handled. He explained that mail gets delivered to Housing Choice Voucher (HCV) department and to our central office mailroom for processing and it gets stamped in as soon as it comes into office, so it doesn’t get stamped later when it gets to someone else’s desk. He indicated that the voucher program mail gets placed into mail slots for the housing specialist, so he doesn’t know why there was a delay in receiving Ms. Williams’ mail. He said that he does know that we have had problems with the post office and that we received many complaints and based on those complaints, he has personally watched the mail process. Secretary Gunsolley assured that there is not a delay on HHA’s side with the mail processing once it gets to our office and he is not sure what happened with Ms. Williams’ change of income request. Unfortunately, he said that the only solution we have at this point is a “retro.” He indicated that the HHA is underfunded and we would like to have more staff, but we are getting funded at about $.84 on the dollar and so, when you multiply that by a $12 million staffing budget, that’s a lot of people who are not there. He added that Ms. Williams’ timing was also unfortunate because that’s when the wait list for the voucher program opened. He acknowledge that at this time, the process for everything else slowed down and so, that would have delayed her change of income. Secretary Gunsolley continued, stating that in terms of the call center, he first wants to apologize that she received poor customer service because that’s not what he wants. He indicated that the HHA wants good customer service and so, the call center was created to take all of the public facing, phone calls, emails and routine questions off of the shoulders of the case workers if they could be more efficient and have high caseloads. He explained that our caseloads, during the sequester, were as high as 800 per housing specialist, but right now, the caseloads are about 600 per housing specialist and this is an extremely high caseload. Secretary Gunsolley said that part of the reason that this is possible is because we have a call center that can deflect interruptions from the housing specialist. He added that on the other hand, this provides a natural tension for people who just want to talk to their housing specialist. He indicated that the call center is trained to be able to handle most questions, but we do have to find the right balance of being able to get to the case worker when needed. He said that staff has talked about if we should make all email addresses available on our website, but the downside of making all of the emails available is the amount of scams and the amount of hacking that goes on. He stated that his email is available on the website and practically every day he gets “fishing scams emails” and also has had several “ransom ware emails” and these are reasons we haven’t made all of the email addresses available publicly on the website. Secretary Gunsolley acknowledged that he understands Ms. Williams’ frustrations and he takes her comments to heart. He indicated that staff is going to keep talking about this matter and see if we can come up with a better mix, but this is the reason why we have the call center. He concluded that the HHA does have to figure out when is it appropriate to be able to refer clients to their housing specialist, but in the meantime, his email address is on the website if Ms. Williams’ has any other issues. Chair Snowden thanked Williams for her comments. NEW BUSINESS Resolution No. 2861 – Authorization for Pneumatic Gas Test at Cuney Homes Secretary Gunsolley stated that resolution authorizes him to make funds available and make any necessary corrections or changes in the amount not to exceed $193,404.48 for pneumatic testing of gas lines at Cuney Homes by AAA Plumbers, as well as a 10% contingency for payment to the property manager for construction management fees in the amount of $10,003.68. He added that we think that the contingency line is something that could very well happen because what the contractor does, is they pressurize the system. He explained that they cut off the gas and they pressurize the system and see if the pressure holds and obviously if the pressure doesn't hold that means we have a problem and a leak and it needs to be addressed rather quickly.

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Secretary Gunsolley continued, stating that if it's a small problem, we can go ahead and do it as a part of the contract, but if it's a really large problem, we will have to do separate work orders. He said that AAA Plumbers and two other firms responded to the bid that was posted and AAA Plumbers was the lowest bidder of $166,728 followed by Suncoast Plumbing and Crestmark Construction. He remarked that we have worked with AAA Plumbers in the past and they have done good work for us and they are promising to expend 5% of the contract amount to the HHA Self Sufficiency Fund and put their best efforts to subcontract work of 30% to MWBEs. Secretary Gunsolley said that AAA Plumbers is not a MWBE, but they are 50% minority owned. He indicated that there are not conflicts of interest with the PMC or with the HHA and their references were checked and were positive. Chair Snowden asked for any questions, concerns or comments regarding Resolution No. 2861. Commissioner Toubia asked Secretary Gunsolley if he had a chance to see what HHA paid five years ago when we did this work and can he recall who the contractor was. She inquired if it was the same entity. Secretary Gunsolley responded that he hasn't been able to put his hands on all of the documentation, but he has some of it. He explained that AAA Plumbers didn't do the testing at Cuney Homes, but they were selected for other properties. He indicated that Suncoast Plumbing was selected for some properties, so we are familiar with both firms. He added that the independent cost estimate was $116,000. Commissioner Toubia questioned, "$116,000?" Secretary Gunsolley replied in the affirmative and stated that he will discuss this matter with her offline in terms of actual cost. Commissioner Toubia thanked Secretary Gunsolley. Chair Snowden asked for any further questions, concerns or comments regarding Resolution No. 2861. Chair Snowden asked for a motion to approve Resolution No. 2861. Commissioner Chapa made the motion to approve Resolution No. 2861. Commissioner Toubia seconded the motion. Resolution No. 2861 passed unanimously. Resolution No. 2862 – Award of Project-Based Vouchers to The Women’s Homes/Adele and Ber Pieper Family Place Secretary Gunsolley stated that this resolution will authorize him to award project-based vouchers (PBV) to The Women's Home for their brand new and existing development on Hammerly Boulevard. He remarked that The Women's Home has been a great partner of ours in the past on other deals and this is in line with our mission and one of the main reasons that we do the PBV Program. Secretary Gunsolley said that as the Board knows, the HHA has had rolling applications where we issued RFPs, closed RFPs, evaluated the RFPs for whoever has applied and then posted another RFP. He indicated that for this round, The Women's Home was the only project that applied and scored high enough to be awarded vouchers. He stated that we will be coming back to the Board with some other applications that we are looking now at because we will continue to have the RFP open. Secretary Gunsolley stated that The Family Place is the next step for The Women's Home, as Mr. Shirl earlier talked about, and in the board packet, there are renderings of the property and so, we are excited to continue this partnership. Chair Snowden asked for any questions, concerns or comments regarding Resolution No. 2862. Commissioner Toubia asked with the PBV, if those do not count against the total number of vouchers that we are able to award. Mark Thiele, of HHA, responded that these vouchers do. Commissioner Toubia further asked, what approximate percentage of our vouchers are PBV versus "golden ticket" vouchers.

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Secretary Gunsolley responded that a PBV is still a "golden ticket" voucher because a person can move into a development that's project-based and after one year, this person is entitled to swap from a PBV to a move voucher. He explained that a person can live at The Women's Home for a year and if after this year, this person decides that he/she wants to go somewhere else, The Women's Home keeps the PBV, but the HHA exchange it for another voucher so the person still has mobility. Secretary Gunsolley asked Mr. Thiele, what is the total number of PBVs. Mr. Thiele replied that we have 560 PBVs. Chair Snowden commented to Mr. Shirl that he hopes that he received the board packet information to see their evaluation and criteria scores. He indicated that The Women's Home scored well, but he always finds room for improvement and so, he hopes that he will get with the evaluators to make sure that he figures out how they can do better. For instance, there are 20 points that you can get for being in a high opportunity area, but he gets it, if you are not in a high opportunity area, you can't get the points so he can excuse that. Chair Snowden remarked that he is going to push upon The Women's Home to not only continue to do great work, but to do greater work. Commissioner Chapa remarked that she knows overcrowding is an issue in our community, as is providing housing for families, and so she wants to say that she is grateful for the team that put this together and for the staff working with The Women’s Home because these are really difficult proposals to make happen and they are typically the highest need. She asked Mr. Shirl to please take her gratitude back to his staff and tell them that we appreciate their good work. Chair Snowden remarked to Mr. Shirl that the HHA will be looking forward to 40 more PBVs from The Women's Home. Chair Snowden asked for a motion to approve Resolution No. 2862. Commissioner Toubia made the motion to approve Resolution No. 2862. Vice Chair Wilson seconded the motion. Resolution No. 2862 passed unanimously. Resolution No. 2863 – Implementation of Revised Utility Allowance Schedules for Use in Applicable Housing Choice Voucher Programs Secretary Gunsolley stated that this resolution authorizes him to update and revise the utility allowance schedules for the voucher programs. He explained that the Commissioners will recall that this is something that we have to look at every year and if the utility rates have changed in part or in whole more than 10% of last year, we have to do a study and revise our utility allowance schedules. He said that once again, the results of the study indicated that there had been a change of more than 10% and we had to revise the utility allowance schedules and so, the Commissioners will note that there are a number of different schedules based on what type of house it is, is it an attached house, townhouse, row house or is it a large apartment complex or a mobile home and it also depends on bedroom size. Secretary Gunsolley continued, stating that it’s rather complicated, however, we have done the analysis and the utility allowances, generally speaking, have decreased anyway from 6% to 11%. He indicated that the bulk of the decrease will be between 7% and 9% in the utility allowance and this is largely due to the electric and gas rates decreasing. He stated that the water and sewer rates have gone up and the other rates have largely remained the same. Secretary Gunsolley added that effectively, this cost should be offset by lower utility rates that residents are already paying because this is what the utility allowance is designed to do, to provide a fair allowance reflecting a current utility market. Chair Snowden asked for any questions, concerns or comments regarding Resolution No. 2863. Chair Snowden asked for a motion to approve Resolution No. 2863. Commissioner Chapa made the motion to approve Resolution No. 2863. Commissioner Toubia seconded the motion. Resolution No. 2863 passed unanimously. Resolution No. 2864 – Write-offs for the Period July 1, 2016 to October 3, 2016 Secretary Gunsolley stated that this resolution authorizes him to write-off vacated tenant accounts in the amount of $77,424.46. He explained that this is the routine quarterly write-offs that we do every quarter and in this quarter, it’s higher than the last quarter which was a historically low quarter, but it is still a low quarter compared to 2015. He

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indicated that there was one discrepancy in the packet where the summary page did not total $77,434.46 as reflected in the board memorandum and this was because a couple of rows were skipped in this table. However, we do have $77,434.46 in write-offs. Chair Snowden asked for any questions, concerns or comments regarding Resolution No. 2864. Commissioner Toubia commented that she was looking at one of our previous board reports during the same period for 2012 and in that same quarter in 2012, we wrote-off about $126,751 and so, to Mr. Griffin, Mr. Johnson and the PMC, she wants to say thank you because this number is definitely trending in the right direction in four years, but she wants them to continue to keep getting these write-offs as small as they can. Commissioner Toubia stated that she knows that majority of the write-offs are attributable to the maintenance fees as oppose to rent collection and so, she appreciates their efforts to keep making this number smaller. Chair Snowden agreed with Commissioner Toubia’s comments and added that he takes great joy in watching this number go down. Chair Snowden asked for a motion to approve Resolution No. 2864. Vice Chair Wilson made the motion to approve Resolution No. 2864. Commissioner Horan seconded the motion. Resolution No. 2864 passed unanimously. Resolution No. 2865 – Award of Contract for New Construction of Independence Heights Apartments, a 154 unit Multifamily Construction Complex at 302 Crosstimbers Secretary Gunsolley stated that this resolution mirrors a resolution for the APV Redevelopment Corporation that will be voted on later this afternoon and it’s really the first step of reality for the Independence Heights Project going forward. He indicated that we have selected a general contractor after an extensive two-step process and this resolution is authorizing a construction contract of $22,250,000 as well as a 5% contingency of the hard cost contract, which is required by Texas Department of Housing & Community Affairs (TDHCA) underwriting standards, held outside of the contract for a not to exceed value of $23,362,500. Secretary Gunsolley continued, stating that this process started some time ago when we issued a RFP and advertised it very broadly across Texas, Louisiana, Mississippi and Alabama and also sent notices out to many general contractors inviting them to become pre-qualified using the HUD approved two-step procurement method with the general contractors. He stated that the first round of pre-qualifying, we had six general contractors, but all were not pre-qualified so we went out for a second round to try to solicit more interest. He indicated that two more firms applied, but only one of them was pre-qualified and so in step two, after we developed our final bid package and construction drawing, the qualified bidders were invited to bid and so, Citadel and The Gonzalez Group were the two firms out of the four who were already pre-qualified who choose to respond. Secretary Gunsolley stated that The Gonzalez Group was the lower bidder at $22,250,000 and this bid was slightly below our independent cost estimate. He indicated that their references have been checked and were positive and their firm is a MWBE. He added that The Gonzalez Group has committed to using a number of minority subcontractors and the HHA will be working with them, once a final contract is signed, about furthering minority contractor participation. He remarked that the HHA is excited and look forward to getting this project moving. Secretary Gunsolley asked if there are representatives from The Gonzalez Group in attendance today. Tony Gonzalez, of The Gonzalez Group, introduced himself to the Board and stated that he is one of the principals with the firm. Mike McClay, of The Gonzalez Group, also introduced himself to the Board and indicated that he is the project manager for this specific project. Chair Snowden thanked Mr. Gonzalez and Mr. McClay for coming to the meeting today and remarked that he looks forward, as this project moves forward, to working closely with them. He remarked that he appreciates that the firm selected is a minority firm and he also appreciates the comments that Secretary Gunsolley made that their firm is going to

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continue to reach out further with their subcontractors to help us continue to grow and improve our MWBE relationships. Chair Snowden expressed that he is a little disappointed about how we got only two firms out of the five or six to bid on this work, but he always take it upon himself to speak and preach to the staff to make sure that they are doing what they are supposed to be doing in terms of outreach. He stated that although he is happy with the results, he is not all the way happy with the process. He indicated that he wanted to see many general contractors from all of the States that this solicitation reached and so, this is not totally good. Chair Snowden added that while the outcome was good, the process was not so good and so, we are going to need more work on this. He congratulated The Gonzalez Group on their award. Chair Snowden asked for any further questions, concerns or comments regarding Resolution No. 2865. Commissioner Toubia inquired about the City Council meeting on this topic. Secretary Gunsolley responded that he can discuss this during executive session. Chair Snowden asked for a motion to approve Resolution No. 2865. Commissioner Toubia made the motion to approve Resolution No. 2865. Vice Chair Wilson seconded the motion. Resolution No. 2865 passed unanimously. Chair Snowden asked that representatives from the property management companies (PMC), in attendance today,

introduce themselves.

Representatives from the PMCs introduced themselves.

EXECUTIVE SESSION Chair Snowden suspended the Public session on Tuesday, October 18, 2016 at 4:05 p.m. to convene into Executive Session to discuss personnel, legal and real estate issues in accordance with Sections 551.074, 551.071 and 551.072 respectively, of the Texas Government Code. PUBLIC SESSION RECONVENED Chair Snowden reconvened Public Session at 6:07 p.m. ADJOURNMENT Chair Snowden asked for a motion to adjourn the meeting. Commissioner Toubia motioned to adjourn. Vice Chair Wilson seconded. The meeting adjourned at 6:07 p.m.

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2640 Fountain View Drive ■ Houston, Texas 77057 ■ 713.260.0500 P ■ 713.260.0547 TTY ■ www.housingforhouston.com

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RESPONSES TO COMMENTS RECEIVED AT THE TUESDAY, OCTOBER 18, 2016

BOARD OF COMMISSIONER MEETING

A Meeting of the Board of Commissioners (“Board”) of the Houston Housing Authority (“HHA”) was held on Tuesday, October 18, 2016, at Kelly Village, 3118 Green, Houston, Texas 77020. The Board received comments during the public comment period; HHA’s responses to each comment are detailed below: C = Comments Received R= HHA Response PUBLIC COMMENTS C: Mr. Michael Jones, Kelly Village’s Resident Council President, addressed the Board regarding the upcoming Super Bowl Host Committee event at Kelly Village and concerns about resident rent statements. Mr. Jones said that he is excited about the upcoming event with the Super Bowl Host Committee, the HHA and various other partners who have come together to make a special event at Kelly Village. He remarked that he is elated that the Committee decided to have it here and it makes him want to “stick his chest out.” It’s something positive for the children because the children not only need to know how to have fun, but to have fun together with an education to move forward and they are going to bring the spirit of champions right here in Kelly Village and two other communities are going to join us. Mr. Jones said that the one thing that he is really excited about is that the children coming together and participating as well as succeeding at what they get out into the work so they will know how to not only to accomplish goals, but to accomplish them as a team. Mr. Jones said that the secondly, he would like to thank Kelly Village for helping him becoming the kind of resident council president that he is today because he did not know what he was doing when he got the job, but he had a lot of people from Kelly Village to come and stand behind him. He also thanked the property management team and indicated that Kelly Village has the best management team there is and it makes no sense for residents coming to say otherwise. Mr. Jones said on the other hand, a lot of the residents have come to him concerning an issue about the rent statements. He explained that residents complained that every now and then the bill is much higher than it should be and it’s because of the utilities. He said that this can go on at least from 4 to 6 months and a lot of residents do not have the resources to set back this much money at one time as a “just in a case” kind of system. Mr. Jones indicated that he told residents that he will bring this to the Board’s attention because he doesn’t have an answer, so he is bringing this to the Board so that he can tell residents who is only paying $50 in rent and then their utilities add up to $300 after 6 months. R: J. Allen Management Company (JAMC) has placed the “Request for Individual Relief” at the front receptionist window to be distributed upon request for relief of monthly utility billings. JAMC has also entered into several repayment agreements with those resident’s requesting additional time to pay their excess utilities. When a duplicate billing for excess utilities is charged to the tenant’s accounts, a repayment agreement is offered to accommodate the unexpected balances. A review was done on several tenant’s accounts and it has been noted that there has not been a duplicate utility billing since the month of January 2015. C: Michael Shirl, the Chief Operating Officer (COO) of The Women’s Home, addressed the Board to thank the Houston Housing Authority (HHA) for partnering with The Women’s Home with Jessie’s Apartment Place and with project-based vouchers (PBV). Mr. Shirl stated that he wants to thank the HHA for considering their application for 40 more PBVs for their new project, Family Place Apartments, which is their participation in the Mayor’s on-going efforts to house families who have experienced homelessness. He expressed his appreciation to the HHA for taking the time and energy to look at their application and consider it. Mr. Shirl thanked the Board for their support.

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R: No response needed. C: Ms. Blanca Leal, of Irvinton Village, apartment #407, addressed the Board with concerns about her community service hours. Ms. Leal complained that she has been doing community service hours since last year and Latisha Ingram, the service coordinator at Irvinton, gave her permission to do her community service in the computer lab on the second floor. She said that the property manager, Valencia Reine, gave her a lease violation because she hasn’t done community service hours, but she has done about 130 hours of community service hours in the computer lab for last year and this year altogether. She indicated that she has documentation that she has done 130 hours of community service, but the Ms. Reine wants her to redo these hours and she gave her only two months to complete the 130 hours of community service. Ms. Leal said that she told Ms. Reine that two months wasn’t enough time for her to complete those hours and so, she requested an extension until March 2017. She added that she asked Ms. Reine for written documentation that she has until March to complete the 130 hours of community service for proof, but she hasn’t provided her with any documentation yet. Ms. Leal indicated that she went to HHA to speak with Cheryl Rivers, Ms. Ingram’s supervisor, to see if she could get her assistance in getting this documentation from the property manager. She said that for her community service hours to be valid, the manager told her that she has to submit her receipts on the 20th of each month. She stated that her community service hours were submitted late, but it wasn’t her fault because the service coordinator doesn’t provide her with receipts until after the 20th of the month. Ms. Leal also complained that Ms. Ingram gave her 3 hours of community service for a meeting she attended, but Ms. Reine told her she would only give her one hour for attending the meeting. She expressed that it has been stressful on her to be running after people to get her receipts for her community service hours and all she wants is for the manager to take account of all the community service hours that she has already done. R: A meeting was held with Ms. Blanca Leal, her son, Miguel Orta, Service Coordinator, Latisha Ingram, and JAMC’s Regional Supervisor, Tonya Robicheaux at Irvinton Village regarding her concerns of community service hours owed and performed. Ms. Robicheaux explained to Ms. Leal that the VCA (Voluntary Compliance Agreement) she signed provides her with 12 months to become compliant and stay current with her community service hours. Ms. Leal stated she will continue to work on bringing her hours current by volunteering at a local church. Ms. Leal provided 9 additional hours she has performed in the month of Oct 2016 during the meeting which were immediately counted and adjusted by Ms. Ingram which brought her current balance delinquent, total of 84 hours. It was explained to Ms. Leal that she does not have to wait to turn in her completed hours on the 20 th of each month and she could turn them in daily to the front office as she completes them. Ms. Leal was also informed to request a stamped receipt copy of her hours turned in for her records. After review of her file, it was noted that Ms. Leal will be age 62 in March 2017. At this time she will then be exempt from the community service requirement. C: Ms. Juana Williams, a Housing Choice Voucher (HCV) participant, addressed the Board with concerns about customer service and the mail process at HHA. Ms. Williams said that the number one issue that she want to speak to the Board about is customer service because she thinks that all clients are routed to the same call center and they all probably get the same treatment. She complained that every representative on the phone seems empowered to tell clients no, but they do not offer any options. For example, she stated that when she asked the representative if she could have her case worker’s first name initial so that I can try to figure out his email address, the representative responded no, she can’t provide this information to her. Ms. Williams also complained that when she asked the representative if she could have her case worker’s contact information, the representative told her no, she couldn’t give her this information either. She said that when she asks to speak to a supervisor, a supervisor was put on the phone; but essentially, the supervisor echoed that she could not have her case worker’s contact information. Ms. Williams indicated that she had to email public information at the HHA just to get her case worker’s contact information, therefore, she wants to know what is the policy on retrieving staff contact information at the HHA. She remarked that maybe customer service representatives do not know the policy and suggested that maybe they need to be educated on it. She commented that it’s difficult to navigate HHA’s website to figure out how to request public information because what is public information. She concluded that she believes this is a training issue, but staff can’t be empowered to just say no and not give clients an option or a solution.

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Ms. Williams said that secondly, she has an issue with how HHA handles its mail. She explained that she needed to report a decrease in her income and wasn’t in a position to come into HHA’s office to submit a change of income, so she mailed a change of income packet at the end of August. She stated that the agency’s Administrative Plan states that if the HHA receives a change of income request before the 15th of the month, HHA will acknowledge and process it the following month. She indicated that her rent was due in September and after calling and asking if HHA received it, she was told that staff received her packet on September 19th. Ms. Williams stated that this came as a shock and it made her think that her packet sat somewhere for at least two weeks and staff stamped the 19th on it like it wasn’t receive before the 15th. She wondered if this was true because no one could give her any good answers and everyone in the call center wants to tell her no. She said that her rent was now due in October and if she didn’t know how to save over the summer when she was still working full time, she would probably be trying to get with the guy who runs the women and family shelter. Ms. Williams indicated that her situation is pretty sad because her landlord still wants his $786 rent and he doesn’t care that the HHA will retroactive the payments. She said that her last paycheck was on August 12th and rent was due for September, October and it’s coming up again in November. She stated that she did her annual recertification on October 4th, but a month before this was done, HHA had her change of income packet because she needed help with her rent on October 1st. Ms. Williams said that whether the HHA retroactive payments or not, the landlord still wants his full rent because his mortgage is due and he can’t tell the mortgage company to “retro.” She expressed that this is an issue and so, she wants to know how the HHA plans to handle it. She stated that there is no way her packet took 19 days in the city of Houston, even if it’s “snail mail,” to make it to someone’s desk. She remarked that this makes her feel that someone was hiding her paperwork. Ms. Williams said that her last point is about the interim rent changes. She asked, “How can the HHA follow the Administrative Plan for rent changes when it’s short staffed?” She indicated that she doesn’t know the answer, but it’s not the tenant’s issue nor is it the landlord’s issue. She concluded that the HHA has to fix it, “someway and somehow.” Ms. Williams thanked the Board for being here today and opening up the floor for public comments. R: The HCVP Department takes Customer Service very seriously, both externally and internally, and is aware of the challenges faced by our clients and staff. HCV staff, including Mr. Thiele, met with Ms. Williams during the meeting and communicated with her via phone and email in the days following the meeting. Ms. William’s interim was processed on the morning of October 18 th, and made effective to September 1st, in accordance with our Administrative plan. The Call Center was designed to be full service; we have a first call resolution philosophy. It is neither efficient nor effective to regularly route calls to the Housing Specialists because it interrupts the other work being done, resulting in task switching or the call going to voicemail. There has been considerable research on task switching and it is inefficient and expensive. It is also challenging to track and monitor Housing Specialist responses or the accuracy of their responses for logistical reasons (primarily, the individual offices), which is why we switched to a call center that is monitored by a Supervisor and an Assistant Team Leader. We have used Ms. William’s concern as an opportunity to reinforce the importance of good customer service with the call center. Mail is received and delivered twice daily. While we have had challenges with the local Post Office, our review of Ms. William’s case did not indicate mail challenges, but rather a couple of particular situations, including a supervisor receiving the document immediately before a weeklong training. We agree with Ms. Williams that it is our responsibility to continue to improve our service “someway and somehow.” We will continue to work to implement improvements to our service delivery.

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Resolution No. 2866


REQUEST FOR BOARD AGENDA ITEM

1. Brief Description of Proposed Item

Approval of dates and locations for the 2017 Board of Commissioners Meetings

2. Date of Board Meeting: November 15, 2016

3. Proposed Board Resolution:

Resolution: That the Houston Housing Authority Board of Commissioners hereby approves the dates and locations for the January 2017 – December 2017 Board of Commissioners meetings, pursuant to the October 3, 2016 memorandum from Donna Dixon, Special Assistant to the President & CEO, to Tory Gunsolley, President & CEO.

Date Property Address

January 17, 2017 Long Drive Townhomes 6767 Long Drive, Houston, TX 77087

February 21, 2017 Allen Parkway Village 1600 Allen Parkway, Houston, TX 77019

March 28, 2017 Forest Green 8945 Forest Hollow, Houston, TX 77078

April 18, 2017 Irvinton Village 2901 Fulton, Houston, TX 77009

May 16, 2017 Pinnacle on Wilcrest 9520 Wilcrest, Houston, TX 77099

June 20, 2017 2100 Memorial 2100 Memorial, Houston, TX 77007

July 18, 2017 Kelly Village 3118 Green, Houston, TX 77020

August 22, 2017 Cuney Homes 3260 Truxillo, Houston, TX 77004

September 19, 2017 Oxford Place 605 Berry Road, Houston, TX 77022

October 17, 2017 Lyerly 75 Lyerly, Houston, TX 77022

November 21, 2017 Clayton Homes 1919 Runnels, Houston, TX 77022

December 19, 2017 Lincoln Park 790 West Little York, Houston, TX 77091

All Backup attached? Yes No If no, what is missing and when will it be submitted:

5. Department Head Approval Signature Date:

6. Statement regarding availability of funds by VP of Fiscal Operations Funds Budgeted and Available Yes No Source Account #

VP of FO Approval Signature Date:

7. Approval of President & CEO Signature Date:

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Resolution No. 2866


MEMORANDUM

TO: TORY GUNSOLLEY, PRESIDENT & CEO

FROM: DONNA DIXON, SPECIAL ASSISTANT TO THE PRESIDENT & CEO

SUBJECT: APPROVAL OF DATES AND LOCATIONS FOR THE 2016 BOARD OF COMMISSIONERS MEETINGS

DATE: OCTOBER 3, 2016

This memorandum recommends that the Houston Housing Authority Board of Commissioners approves a proposed schedule of dates and locations for the 2017 regular board meetings.

BACKGROUND

The proposed schedule continues the Board’s tradition of meeting at 3:00 pm on the third Tuesday of each month, with the exception of March and August. The March and August board meetings will be held on the fourth Tuesday of the month. It has been established that by holding meetings at the properties, residents, neighbors and other stakeholders are more prone to attend and participate at board meetings. Also by meeting on site, the Commissioners are allowed an opportunity to visit different properties and interact with residents. RECOMMENDATION Accordingly, I recommend that the Board considers this resolution, which states:

Resolution: That the Houston Housing Authority Board of Commissioners hereby approves the dates and locations for the January 2017 – December 2017 Board of Commissioners meetings, pursuant to the October 3, 2016 memorandum from Donna Dixon, Special Assistant to the President & CEO, to Tory Gunsolley, President & CEO.

Date Property Address

January 17, 2017 Long Drive Townhomes 6767 Long Drive, Houston, TX 77087

February 21, 2017 Allen Parkway Village 1600 Allen Parkway, Houston, TX 77019

March 28, 2017 Forest Green 8945 Forest Hollow, Houston, TX 77078

April 18, 2017 Irvinton Village 2901 Fulton, Houston, TX 77009

May 16, 2017 Pinnacle on Wilcrest 9520 Wilcrest, Houston, TX 77099

June 20, 2017 2100 Memorial 2100 Memorial, Houston, TX 77007

July 18, 2017 Kelly Village 3118 Green, Houston, TX 77020

August 22, 2017 Cuney Homes 3260 Truxillo, Houston, TX 77004

September 19, 2017 Oxford Place 605 Berry Road, Houston, TX 77022

October 17, 2017 Lyerly 75 Lyerly, Houston, TX 77022

November 21, 2017 Clayton Homes 1919 Runnels, Houston, TX 77022

December 19, 2017 Lincoln Park 790 West Little York, Houston, TX 77091

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Resolution No. 2867


REQUEST FOR BOARD AGENDA ITEM 1. Brief Description of Proposed Item

Change Order Policy

2. Date of Board Meeting: November 15, 2016 3. Proposed Board Resolution:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President & CEO to implement the Change Order Policy and make all necessary corrections and changes to effectuate the implementation of the policy, pursuant to the memorandum dated November 1, 2016 from Brian Gage, Senior Policy Advisor to Tory Gunsolley, President & CEO.

4. All Backup attached? X Yes No If no, what is missing and when will it be submitted: 5. Department Head Approval Signature Date: 6. Statement regarding availability of funds by VP of Fiscal Operations Funds Budgeted and Available X Yes No Source Account # VP of FO Approval Signature Date: 7. Approval of President & CEO Signature Date:

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Resolution No. 2867


MEMORANDUM


FROM: BRIAN GAGE, SENIOR POLICY ADVISOR

SUBJECT: CHANGE ORDER POLICY

DATE: NOVEMBER 1, 2016

This memorandum recommends the adoption of a change order policy as an amendment to the procurement policy for the Houston Housing Authority, as well as its affiliates and instrumentalities that would allow for the HHA staff or the President and CEO to approve change orders within the scope of approved contracts. BACKGROUND Houston Housing Authority does not have current policies or procedures that outline and provide guidance to staff on the process for approval of change orders to contracts. The establishment of a uniform policy and guidance would provide direction and consistency across the agency for approving change orders to approved contracts entered into by HHA. Change Orders are modifications made to the contract within the scope of the contract by the HHA. HHA contracts which use HUD funds contain the standard HUD changes clause from form HUD 5370. The terms of the changes clause, the HUD procurement guidebook, HUD regulations as well as, Texas state law recognize the need for change orders in the normal course of business. POLICY RECOMMENDATIONS The provisions of the HUD form and HUD guidebook are incorporated into the policy because they are directly applicable to the program and funding source if the contract utilizes federal funds. Change Order Cap - HHA staff incorporated a change order cap which would only allow a contract to be modified by a cumulative maximum of change orders of 25 percent of the original contract amount. Approval Authority - The Vice President or Department Head could approve Change Orders (cumulatively) up to $20,000 and the President and CEO for Change Orders that are greater than the $20,000 threshold. Additionally, any single Change Order of an amount greater than $100,000 could be approved by the President and CEO. The President and CEO would then provide a written justification to the Board at the next meeting. Change Orders that causes a contract to go over $100,000 - The President and CEO is authorized to approve the Change Order and notify the Board of the Change Order to the contract.

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Resolution No. 2867

RECOMMENDATION Accordingly, I recommend that the Board consider this resolution, which states:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President & CEO to implement the Change Order Policy and make all necessary corrections and changes to effectuate the implementation of the policy, pursuant to the memorandum dated November 1, 2016 from Brian Gage, Senior Policy Advisor to Tory Gunsolley, President & CEO.

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CHANGE ORDER POLICY

I. Background

A Change Order is a written modification to an executed contract approving a change to the original

plans, specifications, price, deliverables, or other performance measures of the contract. The Change

Order is an agreement between the contractor and the Houston Housing Authority (HHA) approving the

terms of the modifications that is binding once properly executed with authorized signatures. The

Change Order is within the scope of the contract and modifies existing work contemplated, or addresses

unforeseen circumstances and bid under a solicitation, it is not intended to add additional work to a

contract that would more appropriately be bid through a new solicitation. A Change Order is not a task

order or purchase order under a master agreement or indefinite quantity contract.

II. Contract Modifications

A. General. Occasionally, it is necessary to modify a contract or purchase order to reflect

changes in the required effort, period of performance, or price. Contract and purchase order

modifications shall be issued in writing.

B. Process. A change order is issued by the Contracting Officer after the award of a contract

in any of the contract terms, including specifications, completion time, description of the work, etc., within

the scope of the contract.

Change orders/modifications should include at least the following: a detailed description

of the proposed change in work, a reference to the applicable working drawings and

specifications, when applicable, a price (credit, debit, or no change) for the change in contract

work, estimate of additional time, if any, required to complete the work, the contractor’s itemized

breakdown of the cost of materials and labor and an itemized breakdown for any applicable

subcontractors, and the change indicate on the architectural or engineering drawings, if

applicable.

C. Limitations on Change Orders. The Changes clause contained in the Contract and General

Conditions, prescribes the specific circumstances in which a change order may be issued. For example,

adding the construction of a new building to a modernization contract would not be considered within

the scope of the contract or within the authority of the Changes clause but should be considered a new

contract (and subject to competition). No proposal by the Contractor for an equitable adjustment shall be

allowed if asserted after final payment under this contract.

1. For contracts under $100,000 The original contract price may not be increased

under this section by more than 25 percent.

2. For contracts greater than 100,000 to $1,000,000 the original contract price may

not be increased under this section by more than 20 percent.

3. For contracts greater than $1,000,000 the original contract price may not be

increased under this section by more than 10 percent or the Board approved contingency amount.

22

D. Approvals. A contract change order will not become effective until approved by the authorized

PHA official as set forth below.

1. Department Heads may approve change orders, which when accumulated with

prior change orders approved by the Department Head, total an amount less than $20,000.

2. Change orders which individually or when accumulated with prior change orders

approved by the Department Head, exceed $20,000, require approval by the President and CEO.

3. Individual change orders exceeding $100,000 require approval by the President

and CEO who shall report such action and the reasons therefor to the Board of Commissioners in

writing as soon thereafter as is practical. The dollar amounts of change orders approved by HHA

which pre-date such change order approval by the HHA, shall not be counted in computing the

accumulated change order amount subject to the limit set forth above for the Board of

Commissioners reporting

4. Change orders that modify the amount of the contract where the total contract

amount is greater than $100,000 will be reported to the Board of Commissioners in writing.

III. Recordkeeping.

The PHA shall maintain accurate records and documentation regarding contract modifications by

including a modification register or other record in each contract file. This register is required to provide

a permanent record of all actions taken in connection with each contract.

23

Resolution No. 2868



Payment Standards/High Opportunity Payment Standards


Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President and CEO to adopt Payment Standards effective January 1, 2017 and make any necessary corrections pursuant to the November 1, 2016 memorandum from Mark Thiele, Vice President of the Housing Choice Voucher Program to Tory Gunsolley, President and CEO.

4. All Backup attached? X Yes No If no, what is missing and when will it be submitted: 5. Department Head Approval Signature Date: 6. Statement regarding availability of funds by VP of Fiscal Operations Funds Budgeted and Available Yes No Source Not Applicable Account # VP of FO Approval Signature Date: 7. Approval of President & CEO Signature Date:

24

Resolution No. 2868


MEMORANDUM


FROM: MARK THIELE, VICE PRESIDENT OF THE HOUSING CHOICE VOUCHER PROGRAM

SUBJECT: PAYMENT STANDARDS/HIGH OPPORTUNITY PAYMENT STANDARDS


This memorandum outlines the payment standards for Housing Choice Voucher participants and applicants. This memo recommends holding the current Payment Standards constant, meaning that our 100, 110 and 120% Payment Standards remain the same as a dollar amount, but change as a percentage to 97, 107 and 117% because of the increase in the FMR. BACKGROUND HHA is responsible for adopting a payment standard schedule that establishes voucher payment standard amounts for each Fair Market Rent (FMR) area in HHA’s jurisdiction. HUD publishes new FMRs annually. HHA may establish the payment standard amount for a unit size at any level between 90% and 110% of the published FMR for that unit size. HHA staff evaluated zip code based small area FMR data provided by HUD in order to identify high opportunity zip codes and promote fair housing choice. HHA staff analyzed the current locations of subsidized households to determine which zip codes are more challenging to access at the present fair market rent, and excluded zip codes where there was evidence of significant market access. FY 2016 FMR EXCEPTION PAYMENT STANDARD (EPS) The Houston Area FMRs were rebenchmarked in 2014 to the 40th percentile because of the increased concentration of minorities and poverty in the metro area. HHA has previously appealed to HUD for an exception to continue to use 50th percentile Fair Market rents based upon the regulatory criteria that HHA had successfully deconcentrated poverty in all three of the previous years. HUD approved our requests for 2015 and 2016. In November 2016, HHA again requested an extension to continue utilizing the 50th percentile rents for FY 2017. We expect a response shortly from the HUD Field office and are optimistic that they will approve the use of the higher Fair Market Rents. The following table shows the proposed 40th percentile FMR’s published by HUD and the 50th percentile rent estimates provided by HUD. Our proposed Payment Standards are based on our anticipation that HUD will approve our request.

Houston-Baytown-Sugar Land, TX HUD Metro FMR Area 0BR 1BR 2BR 3BR 4BR

40th percentile $701 $797 $976 $1333 $1690

50th percentile $752 $855 $1048 $1432 $1814

25

Resolution No. 2868

CURRENT (FY 2016) AND PROPOSED (FY2017) PAYMENT STANDARD AMOUNTS This memo recommends holding the current Payment Standards constant, meaning that our 100, 110 and 120% Payment Standards remain the same as a dollar amount, but change as a percentage to 97, 107 and 117% because of the increase in the FMR. At the lower and middle level, this is consistent with our original model. For the exception payment standard (the highest tier), the 2016 HUD approval was at a dollar amount, so these also remain constant.

Low Current 100% Proposed 97% (of 50th) Change

0 734 734 0

1 830 830 0

2 1018 1018 0

3 1386 1386 0

4 1772 1772 0

5 2037 2037 0

6 2303 2303 0

7 2569 2569 0

8 2835 2835 0

Mid Current 110% Proposed 107% (of 50th) Change

0 807 807 0

1 913 913 0

2 1119 1119 0

3 1524 1524 0

4 1949 1949 0

5 2240 2240 0

6 2533 2533 0

7 2825 2825 0

8 3118 3118 0

High Current 120% Proposed 117% (of 50th) Change

0 880 880 0

1 996 996 0

2 1221 1221 0

3 1663 1663 0

4 2126 2126 0

5 2444 2444 0

6 2763 2763 0

7 3082 3082 0

8 3402 3402 0 *HUD provides guidance that FMRs for units >4 bedrooms are calculated by adding 15% to the 4BR FMR for each additional bedroom.

26

Resolution No. 2868

ADDITIONAL TARGETED PAYMENT STANDARD INCREASES As part of our commitment to expanding housing opportunities for the families we serve, HHA staff recommends submitting an additional application to HUD for an additional exception area payment standard, above the currently approved exception area for the 117% payment standard. The request would be for a subset of the area already designated as an EPS. For this fourth tier, HHA would submit an application to HUD for those areas where voucher holders have had the most difficulty securing housing even with a payment standard at 117%. Full Coverage Zip Codes Eligible for 117% FMR

77007 77008 77010 77019 77025 77027 77030 77041 77046 77056 77062 77007 77079 77084 77094 77095 77098 77336 77339 77345 77345 77346 77379 77380 77382 77388 77389 77407 77429 77433 77459

Full Coverage Zip Codes Eligible for 107% FMR

77002 77006 77021 77033 77034 77037 77038 77042 77043 77044 77045 77049 77054 77057 77066 77068 77069 77070 77072 77073 77075 77078 77082 77083 77085 77086 77090 77201 77373 77449 77530

Full Coverage Zip Codes Eligible for 97% FMR

77003 77004 77009 77011 77012 77013 77015 77016 77017 77018 77020 77022 77023 77026 77028 77029 77031 77032 77035 77036 77039 77048 77050 77051 77060 77061 77071 77074 77076 77080 77081 77087 77088 77091 77092 77093 77096 77099

Partial Coverage Zip Codes Eligible for 117% FMR

77005 77024 77059 77375 77377 77381 77384 77385 77386 77401 77406 77447 77450 77493 77494 77498 77546 77571 77573 77578 77581 77584


77040 77047 77058 77064 77065 77089 77338 77354 77355 77396 77477 77478 77479 77489 77507 77532 77536 77545 77562 77583 77586


77014 77055 77063 77067 77357 77365 77423 77445 77469 77471 77484 77502 77503 77504 77505 77506 77511 77520 77521 77535 77547 77587 77589

RECOMMENDATION Accordingly, I recommend that the Board considers this resolution, which states:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President and CEO to adopt Payment Standards effective January 1, 2017 and make any necessary corrections pursuant to the November 1, 2016 memorandum from Mark Thiele, Vice President of the Housing Choice Voucher Program to Tory Gunsolley, President and CEO.

27

Resolution No. 2869



Employee Health and Welfare Benefits Renewals Effective January 1, 2017


Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President & CEO to execute the contracts for medical benefits, dental insurance, and Employee Assistance Program (EAP) provided by HHA to all active full-time employees for an annual estimated cost increase of $115,002 to the Authority, and offering new voluntary Identity Theft Protection Insurance to employees pursuant to the November 15, 2016 memorandum from Dianne Mitchell, Human Resources Director to Tory Gunsolley, President and CEO.


28

Resolution No. 2869


MEMORANDUM


FROM: DIANNE MITCHELL, DIRECTOR, HUMAN RESOURCES

SUBJECT: EMPLOYEE HEALTH AND WELFARE BENEFITS RENEWALS EFFECTIVE JANUARY 1, 2017


This memorandum recommends that the Houston Housing Authority Board of Commissioners, authorizes the President & CEO to execute the renewal of employee health and welfare benefits contracts for Medical benefits with Housing Benefit Plan (HBP), Dental insurance with Guardian, Employee Assistance Program (EAP) with Aetna, and offering new voluntary Identity Theft Protection Insurance with InfoArmor for an effective date of January 1, 2017.

BACKGROUND

The contracts for the Houston Housing Authority’s Medical, Dental and EAP insurance are up for renewal. Houston Housing Authority issued Request-for-Proposals for Medical, Dental, EAP, and Identity Theft Protection insurance for the Employees of Houston Housing Authority. EVALUATION PROCESS All submissions were reviewed by Arthur J. Gallagher, HHA’s employee benefits broker, who presented their recommendations to the Houston Housing Authority’s Director of Human Resources, and who subsequently presented to the Benefits Review Committee which consist of Dianne Mitchell, Tory Gunsolley and Mike Rogers. Please see Exhibit I for summaries of the renewal and competitive bid analysis conducted by Arthur J. Gallagher. Medical renewal has been received with a rate increase of 9% to all participants of the Housing Benefit Plan (HBP). For 2017, HBP is changing the medical plan deductibles for Premier plan in-network deductibles from $250 individual/$750 family to $350 individual/$1,050 family, and the Value plan in-network deductibles from $750 individual/$1,500 family to $1,000 individual/$2,000 family. Corresponding out-of-network plan deductibles are also increasing. HBP is also changing their Pharmacy Benefits Manager (PBM) from PrimeTherapeutics to Optum Rx for better negotiated prescription drug costs. Medical proposals were received from Aetna and BlueCross BlueShield of Texas. HBP’s renewal increase of 9% is lower than all proposals from other medical insurance carriers for the equivalent plan options. The increase equates to an annual cost impact of $114,079 for HHA and $34,745 for employees. Dental Proposals were received from Aetna and MetLife. Proposals were received based on the current plan design. An analysis of the proposed rates and coverage was conducted for all proposals received. It was recommended that the dental carrier remain with Guardian. Guardian

29

Resolution No. 2869

proposed a 15% rate increase for the Dental PPO option and a 4% rate increase for the Dental HMO option with a total annual cost increase of $7,461. While Aetna and MetLife had lower proposed rates, their Dental HMO benefits were not comparable to Guardian, and the savings were not sufficient to justify the disruption to employees to change dental insurance carriers. EAP proposals were received from ComPsych, Ceridian LifeWorks, and Integrated Behavior Health. Aetna provided a renewal with a 6.3% reduction from current costs. LifeWorks has the lowest EAP rate but the $333 annual savings is not sufficient to change from Aetna who has provided superior EAP services to HHA over the years. Assuming enrollment remains the same, the proposed medical, dental and EAP plan renewal cost for the benefits program will result in an overall cost increase of 10% or $41,039 annually for employees and 9% or $115,002 for HHA. Identity theft protection insurance proposals were received from ID Watchdog, InfoArmor, and LifeLock. An analysis of the proposed rates and coverage was conducted for all proposals received. It was recommended that InfoArmor be selected as the identity theft protection insurance carrier for HHA employees as they offered the lowest rates with the most comprehensive package of services. This benefit will be offered as voluntary plan option fully paid by employees. PROPOSED BENEFIT PROGRAM CHANGES EFFECTIVE JANUARY 1, 2017 1) Medical Plan Renewal and Competitive Bid. Medical coverage will remain with The Housing Benefits Plan. 2) Dental Carrier Renewal and Competitive Bid. Dental carrier will remain with Guardian. 3) EAP Carrier Renewal and Competitive Bid. EAP services will remain with Aetna. 4) Identity Theft Protection Insurance Competitive Bid. ID Theft Protection services will be contracted with InfoArmor. RECOMMENDATION Accordingly, I recommend that the Board considers this resolution, which states:

Resolution: That the Houston Housing Authority Board of Commissioners authorizes the President & CEO to execute the contracts for medical benefits, dental insurance, and Employee Assistance Program (EAP) provided by HHA to all active full-time employees for an annual estimated cost increase of $115,002 to the Authority, and offering new voluntary Identity Theft Protection Insurance to employees pursuant to the November 15, 2016 memorandum from Dianne Mitchell, Human Resources Director to Tory Gunsolley, President and CEO.

30

Resolution No. 2869

Exhibit I

1) Medical Carrier Competitive Renewal & Plan Design

We recommend remaining with Housing Benefit Plan for medical coverage. HBP’s 9%

renewal is the most cost competitive option.

Housing Benefit Plan will be making plan deductible changes, and changing pharmacy

benefit managers from PrimeTherapeutics to Optum Rx.

HBP Medical Plan Designs and Rates

Current/Renewal Monthly Rates

Current HBP Premier Plan Renewal HBP Premier Plan HBP Value Plan w/Premier Rx HBP Value Plan w/Premier Rx

$250 PPO - Current $350 PPO - Renewal $750 PPO - Current $1,000 PPO - Renewal

Plan Provisions In-Net Out-of-Net In-Net Out-of-Net In-Net Out-of-Net In-Net Out-of-Net

l Annual Deductible

-- Individual $250 $500 $350 $700 $750 $1,500 $1,000 $2,000

-- Fami ly $750 $1,500 $1,050 $2,100 $1,500 $3,000 $2,000 $4,000

l Out-of-Pocket (includes ded and copays)

-- Individual $2,000 $4,000 $2,000 $4,000 $4,000 $8,000 $4,000 $8,000

-- Fami ly $6,000 $12,000 $6,000 $12,000 $8,000 $16,000 $8,000 $16,000

l General Coinsurance 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded

l Preventive Care $0 40% after ded $0 40% after ded $0 40% after ded $0 40% after ded

l PCP Office Vis i t $25 40% after ded $25 40% after ded $25 40% after ded $25 40% after ded

l Specia l i s t Office Vis i t $25 40% after ded $25 40% after ded $50 40% after ded $50 40% after ded

l Inpatient Hospita l 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded

l Outpatient

-- Anci l lary (x-ray, lab) 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded

-- Imaging (CAT, MRI, PET, etc.) 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded

-- Surgery 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded 20% after ded 40% after ded

l Emergency Room

l Urgent Care Center $50 40% after ded $50 40% after ded $50 40% after ded $50 40% after ded

l Retai l Rx (30-day supply) Prime Therapeutics OptumRx Prime Therapeutics OptumRx

-- Generic $10 $10 + 30% $10 $10 + 30% $10 $10 + 30% $10 $10 + 30%

-- Formulary Brand $35 $35 + 30% $35 $35 + 30% $35 $35 + 30% $35 $35 + 30%

-- Non-Formulary Brand $50 $50 + 30% $50 $50 + 30% $50 $50 + 30% $50 $50 + 30%

$150 copay, 20% after ded$150 copay, 20% after ded $150 copay, 20% after ded $150 copay, 20% after ded

1/1/2016 Monthly Rate Per Employee 1/1/2017 Monthly Rate Per Employee

Medical Medical (ER pays 70% of Premier PPO) Medical (ER pays 70% of Premier PPO)

HBP # Ees Employee Company Total Employee Company Total

Premier PPO

Employee Only 29 $196.27 $457.95 $654.22 $213.93 $499.17 $713.10

Employee + Spouse 5 440.08 1,026.84 1,466.92 479.68 1,119.26 1,598.94

Employee + Child(ren) 4 378.79 883.85 1,262.64 412.88 963.40 1,376.28

Employee + Family 7 508.25 1,185.92 1,694.17 553.99 1,292.66 1,846.65

Total/Avg 45 288.11 672.26 960.37 314.04 732.77 1,046.81

Subtotal Annual Medical 155,582 363,019 518,601 169,582 395,693 565,275

Value PPO

Employee Only 53 $116.76 $457.95 $574.71 $127.26 $499.17 $626.43

Employee + Spouse 8 261.79 1,026.84 1,288.63 285.35 1,119.26 1,404.61

Employee + Child(ren) 19 225.33 883.85 1,109.18 245.60 963.40 1,209.00

Employee + Family 22 302.37 1,185.92 1,488.29 329.58 1,292.66 1,622.24

Total/Avg 102 188.39 738.92 927.31 205.34 805.42 1,010.76

Subtotal Annual Medical 230,592 904,434 1,135,026 251,337 985,839 1,237,175

TOTAL ANNUAL MEDICAL 147 386,174 1,267,453 1,653,626 420,919 1,381,532 1,802,451

$ Diff from Current 34,745 114,079 148,824

% Diff from Current 9% 9% 9%

31

Resolution No. 2869

2) Dental Carrier Renewal and Competitive Bid Analysis

We recommend renewing with Guardian for Dental PPO and HMO coverage.

Guardian proposed a 15% increase for Dental PPO and 4% increase for Dental HMO. Athough Aetna and MetLife proposed more competitive costs, the plan benefits are not equivalent and the cost savings are not sufficient to disrupt employees.

Current Monthly Rates Proposed 2017 Dental PPO Plan Monthly Rates

Dental PPO Enroll Current Guardian PPO

2017 Renewal

Guardian PPO MetLife Aetna

Ee Only 34 $31.00 $35.65 $29.48 $31.35

Ee+Fam 30 85.00 97.75 80.61 85.96

Annual Cost 64 $43,248 $49,735 $41,047 $43,736

$ Change from Current $6,487 ($2,201) $488

% Change from Current 15.0% -5.1% 1.1%

Plan Provisions Guardian MetLife Aetna

Deductible NAP Plan Value Plan NAP Plan Value Plan High Plan Low Plan

Individual/Family $50/$150 $50/$150 $50/$150 $50/$150 $50/$150 $50/$150

Preventive

100%, does not apply to

annual max

100%, does not

apply to annual max

100%, applies to

annual max

100%, applies to

annual max

100%, applies to

annual max

100%, applies to

annual max

Basic 80% 100% 80% 100% 80% 100%

Major 50% 60% 50% 60% 50% 60%

Endodontics/Periodontics 80% 100% 80% 100% 80% 100%

Annual Maximum $1,000 $1,000 $1,250 $1,250 $1,250 $1,250

Rate Guarantee 1 year 1 year 1 year 1 year 1 year

Orthodontia (On plans w/ Ortho) - to age 18 Not Covered Not Covered Not Covered Not Covered Not Covered Not Covered

Current Monthly Rates 2017 Renewal Monthly Rates

Dental HMO Enrollment Guardian HMO Plan Guardian HMO Plan MetLife HMO Plan Aetna HMO Plan

Ee Only 54 $13.00 $13.52 $10.71 $11.26

Ee+Fam 39 34.00 35.36 28.38 29.45

Annual Cost 93 $24,336 $25,309 $20,222 $21,079

$ Change from Current $973 ($4,114) ($3,257)

% Change from Current 4.0% -16.9% -13.4%

Plan Provisions Guardian HMO Plan Guardian HMO Plan MetLife HMO Plan Aetna HMO Plan

Office Visit $5 $5 $0 $0

Prophylaxis - Adult D1110 $0 $0 $5 $0

Bitewing X-rays D0270 $0 $0 $0 $0

Sealant per Tooth D1351 $10 $10 $0 $0

Resin Composite Fil l ing - 1 Surface D2391 $35 $35 $30 $49

Extraction, Erupted Tooth D7140 $10 $10 $5 $0

Root Canal - Molar D3330 $170 $170 $305 $193

Gingivectomy per Quadrant D4211 $45 $45 No covered $39

Crown - Porcelain D2740 $270 $270 $335 $259

Complete Denture - Maxillary D5110 $345 $345 $505 $318

Orthodontia - Child to age 18 $2,500 $2,500 $2,410 $1,945

Proposed 2017 Dental HMO Plan Monthly Rates

32

Resolution No. 2869

3) EAP Vendor Renewal and Competitive Bid & Services

We recommend remaining with Aetna for EAP services. Aetna provided a 6.3% reduction for the renewal.

Although there are more competitive proposals, the annual savings of under $600 is not sufficient to change EAP vendor when Aetna has provided a superior level of EAP service over the past years.

4) Offer New Identity Theft Protection Insurance

HHA’s employee benefit survey indicated that employees are interested in identity theft protection insurance. We recommend offering voluntary employee-paid identity theft protection insurance through InfoArmor.

InfoArmor provided a proposal with the lowest cost for the more comprehensive package of services.

Standard Services Enroll Aetna - Current Aetna - Renewal ComPsych IBH LifeWorks

EAP only - 3 Counseling Sessions 185 $1.76 $1.65 Flat $3,575/yr* $1.55 $1.50

Work/life services 185 Included Included Included Included Included

Annual Cost 185 $3,907 $3,663 $3,575 $3,441 $3,330

$ Increase/(Decrease) from Current ($244) ($332) ($466) ($577)

% Increase/(Decrease) from Current (6.3%) (8.5%) (11.9%) (14.8%)

Other fees

(please provide details)

Training/Education:

$250/hr plus $150

location charge for

travel time

Training/Education:

1 hour included.

Addtl $250/hr. 2

hours included for

Benefit/Health Fairs

Training/Education:

$250/hr

On-site services

$250/hr

Training/Education:

1 hour included.

Addtl $300/hr. 2

hours included for

Benefit/Health Fairs

Fee Guarantee 3 years to 1/1/2020 3 years to 1/1/2020 5 years 1 year 3 years

Broker Commissions None None None None None

* Pricing subject to change i f over 200 employees .

Standard Services Aetna Aetna ComPsych IBH LifeWorks

1) Child/parenting resources Yes Yes Yes Yes Yes

2) Assistance locating child/elder services Yes Yes Yes Yes Yes

3) Critical incident stress

debriefing services (CISD)

$250/hr plus $150

location charge

$250/hr plus $150

location charge

$250/hr Unlimited included Unlimited included

4) Legal assistance/mediation

services

Yes, 1 thirty-minute in

person session

Yes, 1 thirty-minute in

person session

Yes, 1 thirty-minute

session

Information and

referral

Information and

referral

5) Financial counseling services Yes, 1 thirty-minute

in person session

Yes, 1 thirty-minute

in person session

Telphonic

consultation

Telphonic

consultation

Telphonic

consultation

6) Toll-free (24/7) access to live clinicians Yes Yes Yes Yes Yes

7) Manager/supervisor

consultation support

Yes Yes Yes Yes Yes

8) Management DOT and

drug/alcohol policy support

Yes Yes Yes Yes Yes

9) Master's level and above EAP clinicians Yes Yes Yes Yes Yes

10) Local in-person EAP

assessment & counseling

Yes Yes Yes Yes Yes

11) Work/Life Services

Debt-reduction support Yes Yes Yes Yes Yes

Community resources Yes Yes Yes Yes Yes

Communications material Yes Yes Yes Yes Yes

12) Online work/life portal Yes Yes Yes Yes Yes

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Resolution No. 2869

Standard Services ID Watchdog InfoArmor LifeLock

Voluntary Employee Pay All Platinum PrivacyArmor Plus Ultimate Plus

Employee Only $12.95 $9.95 $25.49

Employee & Spouse $22.95 $17.95 $50.98

Emplolyee & Child(ren) $22.95 $17.95 $36.11

Family $22.95 $17.95 $61.61

Portability Up to 1 year at same rate then

retail rate after.

At same rate At 10% discount off retail

Broker Commissions None None None

Standard Services ID Watchdog InfoArmor LifeLock

Identity Monitoring

Proactive Identity Monitoring (detects ID risks) P P P

Credit Applications P P

Tri-Bureau

P

Non-Credit Applications: P P P

Mortgage/Auto Loans P P

Utilities (wireless providers) P P

Pay Day Loans/Peer-to-Peer Lending P P P

Public Records P P P

Address Change Verification P P P

Checking Account & Check Reorders P P

Black Market Website Surveillance P P P(Limited third party chatroom

monitoring service)

Compromised Credential Monitoring P (limited data set) P

High Risk Transaction Alerts P

Actionable Identity Alerts P P P(email only)

Digital Identity Report P

Monthly “Secure Email” with ID Tips P P

Catches Synthetic Identity Fraud P P

Credit Monitoring

Credit Monitoring P P P

Single Bureau P Provided by TransUnion

Tri-Bureau P P P

Fraud Alerts or Freeze on Credit P P

(only when necessary)

P

(LifeLock was sued for setting these

broadly for all subscribers)

Online Annual Credit Reports P P

Monthly Credit Scores P P P

Monthly Scores Tracker P P P

Instant Inquiry Monitoring & Alerts P P

Threshold Monitoring & Alerts P

Expanded Data sources monitoring and proactive alerts P P

"Auto-On" Credit Monitoring P P

Identity Restoration

ID Theft Remediation (Fully Managed) P (24x7 Coverage) P (24x7 Coverage) (outsourced)

Accepts Pre-Existing ID Theft P

Online Identity Restoration P P

Lost Wallet Protection P P P

No internet Surveillance of wallet

items

Identity Theft Insurance‡ P P P

$1M Chartis $1M through AIG $1M Service Guarantee

Other

Social Media Monitoring P

Password Protection P

Reduce Junk Mail P P

Stop Pre-Approved Credit and Insurance Offers P P

End Telemarketing Calls P

Mobile Application (Droid & iOS) P

Child Eligibil ity P P P

No Reputational Risk P High reputational risk, FTC investigation,

misleading marketing, past claims

unjustifiable

34

Resolution No. 2869

5) Summary of Annual Cost Changes

Current Renewal 1/1/2017 (Recommended) Alternative

Vendor Annual Cost Vendor Annual Cost

Medical

Option 1 HBP Premier $518,601 HBP Premier $565,275

Option 2 HBP Value $1,135,026 HBP Value $1,237,175

Subtotal Medical $1,653,626 $1,802,451

Dental

DPPO Guardian $43,248 Guardian $49,735

DHMO Guardian $24,336 Guardian $25,309

Subtotal Dental $67,584 $75,045

Voluntary Vision NVA $10,582 NVA $10,582

EAP Aetna $3,907 Aetna $3,663

Basic Life/AD&D Guardian $27,477 Guardian $27,477

Subtotal Ancillary $41,966 $41,722

Grand Total Annual Cost $1,763,177 $1,919,217

$ Change from Current $156,041

% Change from Current 8.8%

Employee Annual Cost $428,593 $469,632

$ Difference N/A $41,039

% Difference N/A 10%

Employer Annual Cost $1,334,584 $1,449,586

$ Difference N/A $115,002

% Difference N/A 9%

35

Resolution No. 2870



Establish a Formalized Partnership with Graceful Living 2. Date of Board Meeting: November 15, 2016 3. Proposed Board Resolution:

Resolution: The Houston Housing Authority Board of Commissioners authorizes the President & CEO to negotiate a memorandum of understanding and lease with Graceful Living to provide coordinated health care services for elderly and disabled tenants at 2100 Memorial Apartments pursuant to the memorandum dated November 7, 2016 from George Griffin III, Vice President of Housing Operations to Tory Gunsolley, President and CEO.


36

Resolution No. 2870


MEMORANDUM TO: TORY GUNSOLLEY, PRESIDENT & CEO

FROM: GEORGE GRIFFIN III, VICE PRESIDENT OF HOUSING OPERATIONS

SUBJECT: OPENING THE PUBLIC HOUSING WAITING LIST


This memorandum recommends that the Houston Housing Authority Board of Commissioners authorizes the President & CEO to negotiate a memorandum of understanding and lease with Graceful Living to provide coordinated health care services for elderly and disabled tenants at 2100 Memorial Apartments. BACKGROUND The Houston Housing Authority (HHA) met with Graceful Living representatives and became aware of their interest in providing coordinated health care services for elderly and disabled tenants at 2100 Memorial Apartments who are beneficiaries of Medicare and Medicaid. Both parties mutually agreed to formalize a partnership with Graceful Living presenting a proposal to the HHA. Graceful Living is a new company and the leadership team consists of the following:

Dawna Boudreaux is a Registered Nurse with over 18 years of healthcare marketing and management experience. For the last 13 years until its sale to IPC in 2015, she served as the Chief Operating Officer for Geriatric Associates of America, PA (GAA), one of the largest primary care practices in Texas. GAA was a private practice comprised of physicians and nurse practitioners that provided attending physician and medical director services in nursing facilities, assisted living facilities and independent living facilities across Texas.

Roger Fearon has been an entrepreneur for more than 30 years creating opportunities and developing companies in the real estate development, marketing research, and green energy market spaces. Roger conceived the aging in place concept that became Graceful Living and co-founded MHOA Living, LLC to implement the concept. Roger has developed a total of five assisted living and memory care centers in conjunction with his brother at International Senior Services, which were sold in the early 2000’s.

Tim Leppard has been in the construction and utilities business for over 20 years in the Houston area. He was instrumental in renovating the historic Heights area in Houston in the early 2000’s by renovating existing homes and apartments as well as developing and constructing new ones. He has gone on to develop projects in the Memorial, West University, Braeswood and surround areas. His experience in the building industry has added valuable input to the creation of Graceful Living.

Graceful Living proposes to redefine the art of aging gracefully by delivering a comprehensive on-site program. HHA’s residents will be able to age in place in a holistic, pro-active environment and avoid long-term institutionalization in many cases. Their services consist of:

37

Resolution No. 2870

Concierge Physician Group – physician and nurse practitioners available to see residents on-site or in their own homes if they are unable to leave their home.

Healthcare & Wellness Screenings – Prevention is key to staying health and living longer. Graceful Living will deliver on-site routine screening and vaccine delivery of the residents.

Home Healthcare Agency – Home healthcare services on the skilled nursing level allowing for on-time or early release from hospital and more intense post outpatient surgery care on an episodic basis.

On-site Rehabilitation Services

Home Meal Delivery Services – Graceful Living recognizes the importance of well-balanced diet and access to meals delivered to resident’s home if needed.

Maid Services – Maid services can be scheduled on a regular or as needed basis.

Transportation – Transportation services are imperative to assist with maintaining independence.

Medical Billing & Insurance Specialists – medical billing reconciliation services

Personal “Residential Butler”– to assist with needs from arranging transporting to making dinner reservations

SCOPE OF WORK The HHA will lease space to Graceful Living to provide services to tenants, at 2100 Memorial Apartments. Graceful Living proposes to:

Meet with the Service Coordinator to identify the needs of the community and local resources available. Work closely with the Service Coordinator to ensure they are able to directly/indirectly assist with the delivery of all needed services.

Meet with interested tenants individually, ideally in their own apartments, to identify their current needs, any unmet needs and to develop a future plan should a health crisis occur. A comprehensive plan is developed together that represents the residents’ current living and health status, future goals, medical plan and appointment and crisis plan should a medical change occur.

Mail the residents’ family a packet about Graceful Living services, along with the residents’ living plan. The packet greatly impacts the families’ peace of mind, knowing that their loved one will have more resources to remain independent.

PAYMENTS FOR SERVICE After the first year of service, Graceful Living may charge the HHA a monthly fee to support personnel expenses for an on-site Residential Butler. HHA, at its option, may refuse the use of a Residential Butler. The fee is currently undetermined and shall depend on how much Graceful Living’s non-reimbursable expenses are once the program has been defined and is up and running.

38

Resolution No. 2870 Graceful Living and the HHA shall also share (50/50) of the cost to build-out dedicated space to host the program. Graceful Living shall pay the HHA a monthly lease fee (based on the market rate) to occupy space at 2100 Memorial Apartments. Graceful Living was not found on the HUD debarment list. References were also checked and there are no conflicts of interest. RECOMMENDATION Accordingly, I recommend that the Board considers this resolution, which states:

Resolution: The Houston Housing Authority Board of Commissioners authorizes the President & CEO to negotiate a memorandum of understanding and lease with Graceful Living to provide coordinated health care services for elderly and disabled tenants at 2100 Memorial Apartments pursuant to the memorandum dated November 7, 2016 from George Griffin III, Vice President of Housing Operations to Tory Gunsolley, President and CEO.

39

BOARD REPORT FOR MONTH ENDING OCTOBER 31, 2016

I. Executive Summary……………………………………………..….................................41 …

II. Low-Income Public Housing…………………………………….................................43

III. Housing Choice Voucher Program…………………………………………………..........51

IV. Real Estate, Investment and Development……………………………………..........52 V. Addendum: Open Solicitation Log …………….…………….………………..………..…53

VI. Addendum: Periodic Report to the Board……………………………………............54

VII. Addendum: Operating Statements…………….……………………………….………….55

40

EXECUTIVE SUMMARY

LOW-INCOME PUBLIC HOUSING

The Low-Income Public Housing (LIPH) program had an adjusted vacancy rate of 1.2% on October 31, 2016. As of November 1, 2016, rent collection for September was 97.4% of rents billed on an adjusted cash accounting basis. There are currently 14,076 active applications for the public housing central and site-based waiting lists, which represents an increase of 0.9% in the last month. HOUSING CHOICE VOUCHER PROGRAM

The HCV staff completed 1,112 annual re-examinations during October. The HCV department also completed 656 interims, 198 change of units (moves), 197 new admissions, and 57 portability move-in transactions. On October 31, 2016, 609 families were enrolled in the Family Self Sufficiency (FSS) program; 200 of the 484 (41%) families eligible for escrow currently have a FSS escrow balance. The PIH Information Center (PIC) reporting rate for the one-month period ending October 31, 2016 was 100.0%.

41

MAJOR PROGRAM DASHBOARD

Low-Income Public Housing

August September October

Waiting Lists 13,305 13,947 14,076

Vacancy Rate 0.8% 1.3% 1.2%

Rent Collection 98.3% 98.1% 97.4%

Unit Turnaround Time (Days) 1.4 1.4 1.4

Avg. Non-Emergency Work Order Days 1.7 2.2 2.86

Voucher Programs (Excluding DHAP)


Households 17,230 17,281 17,370

ABA Utilization/Unit Utilization 104.3%/97.1% 105%/97% 105.8%/97%

Reporting Rate 100% 100% 100%

Annual Reexaminations Completed 1,560 1,255 1,112

HQS Inspections 2,364 2,098 1,994

Waiting List 0 30,000 30,000

42

PROPERTY MANAGEMENT SUMMARY

PMC

Rent Collection


% Grade % Grade % Grade

Orion 98.5 A 96.7 B 98.8 A

Lynd 102.1 A 98.7 A 95.8 C

J. Allen 97.6 B 99.8 A 95.8 C

PHAS Score

Occupancy Rate

Avg. Total Turnaround

Days

Rent Collection

Percentage

Avg. W/O Days

A 98 to 100 1 to 20 98 to 100 ≤24

B 97 to 97.9 21 to 25 96 to 97.9 25 to 30

C 96 to 96.9 26 to 30 94 to 95.9 31 to 40

D 95 to 95.9 31 to 40 92 to 93.9 41 to 50

E 94 to 94.9 41 to 50 90 to 91.9 51 to 60

F ≥93.9 ≥51 ≥89.9 ≥61

PMC

Emergency Work Orders (Completed within 24 hours)

Routine Work Orders

August September October July August September

% Grade % Grade % Grade Days Grade Days Grade Days Grade

Orion 100 A 100 A 100 A 1.3 A 1.5 A 4.7 A

Lynd 100 A 100 A 100 A 1.2 A 1.3 A 1.4 A

J. Allen 100 A 100 A 100 A 2.2 A 2.1 A 2.9 A

PMC

Vacancy Unit Turnaround Time (YTD)

August September October August September October

% Grade % Grade % Grade Days Grade Days Grade Days Grade

Orion 0.7 A 0.8 A 1.1 A 1.6 A 1.6 A 1.6 A

Lynd 0.6 A 1.2 A 1.9 A 0.6 A 0.6 A 0.6 A

J. Allen 0.9 A 2.0 A 2.5 A 2.5 A 2.5 A 2.5 A

43

PUBLIC HOUSING MANAGEMENT ASSESSMENT

VACANCY RATE Goal 2.0% Actual 1.2% A 0 to 2 B 2.1 to 3

This indicator examines the vacancy rate, a PHA's progress in reducing vacancies, and unit turnaround time. Implicit in this indicator is the adequacy of the PHA's system to track the duration of vacancies and unit turnaround, including down time, make ready time, and lease up time.

C 3.1 to 4

D 4.1 to 6

E 5.1 to 6

F ≥6.1

RENT COLLECTION (YTD) Goal 98% Actual 98.5% A 98 to 100 B 96 to 97.9

This report examines the housing authority's ability to collect dwelling rent owed by residents in possession of units during the current fiscal year by measuring the balance of dwelling rents uncollected as a percentage of total dwelling rents to be collected.

C 94 to 95.9

D 92 to 93.9

E 90 to 91.9

F ≤89.9

EMERGENCY WORK ORDERS Goal 100% Actual 100% A 99 to 100 B 98 to 98.9

This indicator examines the average number of days that it takes for an emergency work order to be completed. Emergency work orders are to be completed within 24 hours or less and must be tracked.

C 97 to 97.9

D 96 to 96.9

E 95 to 95.9

F ≤94.9

NON-EMERGENCY WORK ORDERS Goal 25 Days Actual 2.86 Days A ≤24 B 25 to 30

This indicator examines the average number of days that it takes for a work order to be completed. Implicit in this indicator is the adequacy of HHA's work order system in terms of how HHA accounts for and controls its work orders and its timeliness in preparing/issuing work orders.

C 31 to 40

D 41 to 50

E 51 to 60

F ≥61

ANNUAL INSPECTIONS Goal 100% Actual 100% A 100 B 97 to 99

This indicator examines the percentage of units that HHA inspects on an annual basis in order to determine the short-term maintenance needs and long-term modernization needs. Implicit in this indicator is the adequacy of HHA's inspection program in terms of the quality of HHA's inspections, and how HHA tracks both inspections and needed repairs.

C 95 to 96.9

D 93 to 94.9

E 90 to 92.9

F ≥89.9

44

VACANCY RATE AND TURNAROUND DAYS

Low-Income Public Housing Development PMC

ACC Units

Approved Units Offline

Total Available ACC Units

Occupied Units

Vacant Units

Occupancy Percentage Grade

Units Turned YTD

Avg. Make Ready Days YTD

Avg. Total

Turnaround Days YTD Grade

Allen Parkway Village

Orion 278 0 278 276 2 99.3% A 13 7 2 A

Bellerive J. Allen 210 0 210 208 2 99.0% A 11 5 2 A

Clayton Homes J. Allen 296 0 296 293 3 97.0% B 32 22 1 A

Cuney Homes Orion 553 1 553 544 9 98.4% A 36 20 2 A

Ewing Orion 40 0 40 38 2 95.0% D 1 4 0 A

Forest Green J. Allen 100 0 100 99 1 99.0% A 9 10 1 A

Fulton Village Lynd 108 0 108 107 1 99.1% A 5 6 1 A

Heatherbrook Lynd 53 0 53 51 2 96.2% C 3 15 0 A

Historic Oaks of APV

Orion 222 0 222 219 3 98.6% A 10 4 2 A

Historic Rental Orion 40 0 40 40 0 100.0% A 1 3 0 A

Irvinton Village J. Allen 318 3 318 308 10 97.0% B 35 7 5 A

Kelly Village J. Allen 270 2 268 267 1 98.0% A 26 19 1 A

Kennedy Place Orion 108 1 108 108 1 100.0% A 4 9 0 A

Lincoln Park Orion 200 0 200 199 1 99.5% A 17 13 1 A

Lyerly J. Allen 199 0 199 199 0 100.0% A 8 6 1 A

Oxford Place Orion 230 0 230 228 2 99.1% A 12 11 1 A

Victory Apartments

Orion 100 0 100 100 0 100.0% A 4 11 0 A

Totals 3325 7 3323 3284 40 98.8% A 227 10 1 A

Section 8 New Construction Development PMC

S8 NC Units

Units Offline

Total Available

S8 NC Units

Occupied Units

Vacant Units

Occupancy Percentage Grade

Units Turne

d

Avg. Make Ready Days

Avg. Total

Turnaround Days Grade

Long Drive Tarantino 100 0 100 100 0 100.0% B 12 9 9 A

Telephone Road Tarantino 200 0 200 200 0 100.0% A 13 5 7 A

Totals 300 0 300 295 0 100.0% A 25 7 8 A

PHAS Score

Occupancy Rate

Avg. Total Turnaround

Days

A 98 to 100 1 to 20

B 97 to 97.9 21 to 25

C 96 to 96.9 26 to 30

D 95 to 95.9 31 to 40

E 94 to 94.9 41 to 50

F ≥93.9 ≥51

9999.3 99.4 99.2

98.7 98.8

92

93

94

95

96

97

98

99

100

May June July August September October

Six Months Trailing Occupancy Rate

45

TAX CREDIT APARTMENT LEASING/OCCUPANCY INFORMATION

Property Property Manager Units Occupied (%)

2100 Memorial Lynd 197 96%

Heatherbrook Lynd 123 94%

Mansions at Turkey Creek Alpha Barnes 252 99%

Peninsula Orion 280 97%

Pinnacle Embrey 250 99%

Sweetwater Point Lynd 260 98%

Uvalde Ranch Hettig-Kahn 244 95%

Villas at Winkler Lynd 234 98%

Willow Park Embrey 260 99%

PH-LIHTC

Fulton Village Lynd 108 100%

HOAPV Orion 222 99%

Lincoln Park Orion 200 99%

Oxford Place Orion 230 99%

Victory Apartments Orion 100 100%

*EXCLUDES PUBLIC HOUSING LIHTC PROPERTIES

97.1% 97.7% 97.6% 97.6% 97.5% 97.6%

85.0%

88.0%

91.0%

94.0%

97.0%

100.0%


6 Month Trailing Occupancy Rate

46

RENT COLLECTION


Month Billed

Month Collected

% Collected Grade YTD Billed

YTD Collected

% YTD Collected Grade

Allen Parkway Village Orion $91,604 $89,079 97.2% B $878,368 $862,770 98.2% A

Bellerive J. Allen $47,434 $47,359 99.8% A $428,890 $428,525 99.9% A

Clayton Homes J. Allen $71,649 $64,881 90.6% E $660,396 $630,768 95.5% C

Cuney Homes Orion $103,651 $98,685 95.2% C $964,289 $950,411 98.6% A

Ewing Orion $6,261 $6,013 96.0% B $56,955 $56,540 99.3% A

Forest Green J. Allen $19,997 $18,864 94.3% C $189,054 $186,792 98.8% A

Fulton Village Lynd $28,508 $27,029 94.8% C $251,514 $249,710 99.3% A Heatherbrook Apartments*

Lynd $8,927 $8,819 98.8% A $93,917 $92,703 98.7% A

Historic Oaks of APV Orion $53,616 $53,335 99.5% A $479,132 $478,647 99.9% A

Historic Rental Orion $7,556 $7,465 98.8% A $71,636 $69,356 96.8% B

Irvinton Village J. Allen $64,233 $64,176 99.9% A $580,216 $571,598 98.5% A

Kelly Village J. Allen $59,602 $54,910 92.1% D $526,249 $513,908 97.7% B

Kennedy Place Orion $29,245 $29,309 100.2% A $260,745 $260,643 100.0% A

Lincoln Park Orion $36,342 $38,385 105.6% A $297,154 $296,094 99.6% A

Lyerly J. Allen $46,442 $46,249 99.6% A $424,236 $419,519 98.9% A

Oxford Place Orion $34,511 $37,326 108.2% A $320,239 $316,149 98.7% A

Victory Apartments Orion $28,707 $27,254 94.9% C $246,982 $242,455 98.2% A

Totals $738,285 $719,138 97.4% B $6,729,972 $6,626,587 98.5% A

Section 8 New Construction Development

Month Billed

Month Collected

% Collected YTD Billed

YTD Collected

% YTD Collected Grade

Long Drive Tarantino $21,152 $21,865 103.4% A $203,831 $204,163 100.2% A

Telephone Road Tarantino $50,520 $50,518 100.0% A $454,953 $453,878 99.8% A

Totals $71,672 $72,383 101.0% A $658,784 $658,041 99.9% A

PHAS Score

Rent Collection Percentage

A 98 to 100

B 96 to 97.9

C 94 to 95.9

D 92 to 93.9

E 90 to 91.9

F ≥89.9

98.6%97.8%

98.9% 98.3% 98.1%97.4%

85.0%

90.0%

95.0%

100.0%


6 Months Trailing Rent Collection Rate

47

EMERGENCY WORK ORDERS


Development PMC Emergency Work Orders Generated

Emergency W/O Completed within

24 hours

Percentage Completed

within 24 hours Grade Allen Parkway Village

Orion 21 21 100.0% A

Bellerive J. Allen 0 0 100.0% A

Clayton Homes J. Allen 0 0 100.0% A

Cuney Homes Orion 4 4 100.0% A

Ewing Orion 0 0 100.0% A

Forest Green J. Allen 0 0 100.0% A

Fulton Village Lynd 0 0 100.0% A

Heatherbrook Apartments

Lynd 0 0 100.0% A

Historic Oaks of APV Orion 16 16 100.0% A

Historic Rental Orion 0 0 100.0% A

Irvinton Village J. Allen 0 0 100.0% A

Kelly Village J. Allen 8 8 100.0% A

Kennedy Place Orion 0 0 100.0% A

Lincoln Park Orion 0 0 100.0% A

Lyerly J. Allen 0 0 100.0% A

Oxford Place Orion 0 0 100.0% A

Victory Apartments Orion 13 13 100.0% A

Totals 58 58 100.0% A


Emergency Work Orders Generated

Emergency W/O Completed within

24 hours

Percentage Completed

within 24 hours Grade

Long Drive Tarantino 0 0 100.00% A

Telephone Road Tarantino 0 0 100.00% A

Totals 0 0 100.0% A

PHAS Score

Avg. W/O Days

A 99 to 100

B 98 to 98.9

C 97 to 97.9

D 96 to 96.9

E 95 to 95.9

F ≤94.9

48

NON-EMERGENCY WORK ORDERS


Work Orders Generated

Average Completion Time (Days) Grade

Allen Parkway Village Orion 142 1.02 A Bellerive J. Allen 119 1.25 A Clayton Homes J. Allen 232 7.21 A Cuney Homes Orion 145 1.26 A Ewing Orion 10 1.90 A Forest Green J. Allen 47 1.00 A Fulton Village Lynd 181 1.42 A Heatherbrook Apartments Lynd 9 1.11 A Historic Oaks of APV Orion 37 1.00 A Historic Rental Orion 16 1.00 A Irvinton Village J. Allen 170 1.12 A Kelly Village J. Allen 117 1.98 A Kennedy Place Orion 98 1.21 A Lincoln Park Orion 140 1.21 A Lyerly J. Allen 228 1.72 A Oxford Place Orion 62 1.35 A Victory Apartments Orion 132 21.88 A

Totals 1885 2.86 A


Work Orders Generated

Average Completion Time (Days) Grade

Long Drive Tarantino 139 1 A

Telephone Road Tarantino 144 1.03 A

Totals 283 1.02 A

PHAS Score

Avg. W/O Days

A ≤24

B 25 to 30

C 31 to 40

D 41 to 50

E 51 to 60

F ≥61

1.74 1.56 1.72 1.72.21

2.86

0

2

4

6

8

10


6 Months Trailing Non-Emergency Work Orders

49

ANNUAL INSPECTIONS


Development PMC YTD Inspections Due YTD Inspections

Performed Percentage Complete Grade

AVP Orion 278 278 100.0% A

Bellerive J. Allen 210 210 100.0% A

Clayton Homes J. Allen 296 296 100.0% A

Cuney Homes Orion 553 553 100.0% A

Ewing Orion 40 40 100.0% A

Forest Green J. Allen 100 100 100.0% A

Fulton Village Lynd 108 108 100.0% A

Heatherbrook Apartments

Lynd 53 53 100.0% A

Historic Oaks of APV Orion 222 222 100.0% A

Historic Rental Orion 40 40 100.0% A

Irvinton Village J. Allen 318 318 100.0% A

Kelly Village J. Allen 268 268 100.0% A

Kennedy Place Orion 108 108 100.0% A

Lincoln Park Orion 200 200 100.0% A

Lyerly J. Allen 199 199 100.0% A

Oxford Place Orion 230 230 100.0% A

Victory Apartments Orion 100 100 100.0% A

Totals 3,323 3,323 100.0% A

Low-Income Public

Housing Development PMC Inspections Due

Inspections Performed

Percentage Complete Grade

Long Drive Tarantino 200 200 100.0% A

Telephone Road Tarantino 100 100 100.0% A

Totals 300 300 100.0% A

PHAS Score Inspections

Performed YTD

A 100%

B 97 to 99%

C 95 to 96.9%

D 93 to 94.9%

E 90 to 92.9%

F ≥89.9%

50

HOUSING CHOICE VOUCHER HUD-GRADED SEMAP INDICATORS

Score Performance

ANNUAL REEXAMINATIONS REPORTING RATE Goal 96% Actual 100% 10 ≥96 5 90 to 95

This Indicator shows whether the Agency completes a re-examination for each participating family at least every twelve (12) months.

0 ≤89

CORRECT TENANT RENT CALCULATIONS Goal 98% Actual 100% 5 98 to 100 0 ≤97

This Indicator shows whether the Agency correctly calculates the family’s share of rent to owner in the Rental Voucher Program.

PRECONTRACT HQS INSPECTIONS Goal 100% Actual 100% 5 98 to 100 0 ≤97

This Indicator shows whether newly leased units pass HQS inspection on or before the beginning date of the Assisted Lease and HAP Contract.

FSS ENROLLMENT Goal 80% Actual 119% 10 ≥80 8 60 to 79

This Indicator shows whether the Agency has enrolled families in the FSS Program as required. To achieve the full points for this Indicator, a housing authority must have 80% or more of its mandatory FSS slots filled. There are currently 512 slots on the FSS Program; 609 families are currently enrolled.

5 ≤59

FSS ESCROW Goal 30% Actual 41.0% 10 ≥30 5 ≤29

This Indicator shows the extent of the Agency’s progress in supporting FSS by measuring the percent of current FSS participants with FSS progress reports entered in the PIC system that have had increases in earned income which resulted in escrow account balances. To achieve the full points for this Indicator, at least 30% of a housing authority’s enrolled families must have an escrow balance. 609 families participate in the FSS program. 200 of the 484 (41.0%) families eligible for escrow currently have a FSS escrow balance.

51

REAL ESTATE, INVESTMENT, AND DEVELOPMENT

NOVEMBER 2016

REO PROJECTS

PUBLIC HOUSING DIFFERED MAINTENANCE AND CAPITAL IMPROVEMENTS

Upcoming Major Capital Projects

o Allen Parkway Village – Pitch Roof Replacement. ICE (including contingency) $1,379,400. Bids

opened on 11.8.2016.

o Bellerive – Appliance Replacement. Purchase from co-op. Est. cost $188,040 via PO. BOC

Previously approved. Installation will be completed by end of November.

o Cuney Homes and Irvinton – Appliance Replacement, purchased from co-op, is in the planning

stage. Est. cost is $550,000. Order will be placed in the next 30 days.

NEW DEVELOPMENT

CROSSTIMBERS & MAIN (INDEPENDENCE HEIGHTS)

Gonzales was the low bid as General Contractor. Construction Contract is being negotiated.

Our goal is to close the financing by the end of 2016. Depends on COH approval of “Resolution of No

Objection” by November 31st. TDHCA must receive resolution at least 14 days prior to their board

meeting.

City is processing HHA request for a “Resolution of No Objection” required for tax credit application.

Public hearing was held October 4th, with no objection. Resolution has not been placed on COH Council

Agenda as of 11.8.16.

KELLY II LAND ASSEMBLEDGE

RFQ’s for an Architect to design the project have been received and are under review by staff.

2650 FOUNTAINVIEW OFFICE RENOVATION

Project is approximately 50% complete, and on schedule for an April 2017 completion.

52

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53

ADDENDUM: HOMELESS UPDATE – JANUARY 2012 THROUGH OCTOBER 2016

ADMISSION

GENDER

AGE

DISABILITY

VASH 1,000 66.5% 666 76.1%

OTHER 504 33.5% 209 23.9%

TOTALS 1,504 100% 875 100%

LENGTH OF STAY

2.6 Years 2.1 Years

MALE 1,128 75.0% 666 76.1%

FEMALE 376 25.0% 209 23.9%

19 to 20 1 0.1% 0 0.0%

20 to 30 61 4.1% 39 4.5%

30 to 40 175 11.6% 113 12.9%

40 to 50 237 15.8% 169 19.3%

50 to 60 562 37.4% 331 37.8%

60 to 70 430 28.6% 198 22.6%

70 to 80 33 2.2% 21 2.4%

80 to 90 5 0.3% 3 0.3%

90 plus 0 0.0% 1 0.1%

YES 1,045 69.5% 614 70.2%

NO 459 30.5% 261 29.8%

Head of Household Family Members Total

CoC RRH 1 177 421 598

CoC RRH 2 164 385 549

COH TIRZ/HHSP 31 19 50

The Way Home RRH 83 201 284

TOTAL 455 1026 1481

Currently on Program

End of Participation

RRH Current

Total

1,504 875 455 2,834

CURRENTLY ON PROGRAM END OF PARTICIPATION

RAPID REHOUSING UPDATE (2016 Update)

TOTAL HOMELESS HOUSING ASSISTANCE PAYMENTS MADE SINCE 2012

54

OPERATING STATEMENTS: 9 MONTH ENDING SEPTEMBER 30, 2016

Affordable Housing Rental Programs Annual Budget

2015

Year to Date Budget

Year to Date Actual

Favorable (Unfav) Variance

Operating Income

HUD Subsidy - Low Rent Housing 12,003,584 9,002,688 9,002,688 0

HUD Subsidy - Section 8 New Construction 1,807,202 1,355,402 1,352,757 (2,645)

Tenant Rental Income 11,650,271 8,737,703 8,841,034 103,331

Other Income 275,592 206,694 155,282 (51,412)

Total Operating Income 25,736,649 19,302,487 19,351,761 49,274

Operating Expenses

Administrative Expenses 8,963,954 6,722,966 6,356,949 366,017

Tenant Services 559,891 419,918 416,869 3,049

Utilities 5,599,323 4,199,492 3,492,656 706,836

Maintenance 9,178,569 6,883,927 7,248,550 (364,623)

Protective Services 2,090,395 1,567,796 1,439,033 128,763

Insurance Expense 1,431,483 1,073,612 1,080,332 (6,720)

Other General Expense 223,500 167,625 41,940 125,685

Total Routine Operating Expenses 28,047,115 21,035,336 20,076,329 959,007

Net Income from Operations (2,310,466) (1,732,850) (724,568) 1,008,282

Non Rountine Maintenance 6,185,912 4,639,434 3,157,910 1,481,524

Debt Service 278,197 208,648 198,814 9,834

Provision/Reimbursement of Replacement Reserve (476,756) (357,567) 0 (357,567)

Funds From Reserves/CFP (8,297,819) (6,223,364) (4,081,292) (2,142,072)

Cash Flow (Deficit) from Operations 0 0 0 0

Includes: Public Housing Units and Tax credit/market rate units located on Public Housing sites Section 8 New Construction Rental units

Central Office Annual Budget

2015

Year to Date Budget

Year to Date Actual

Favorable (Unfav) Variance

Operating Income


Operating Expenses

Salaries and Benefits 3,670,747 2,964,367 2,904,307 60,060

Facilities and Other Administrative Expenses 1,691,621 1,278,216 1,230,525 47,691

Total Central Office Expenses 5,362,368 4,242,583 4,134,832 107,751

Surplus/(Use) of Business Activities Funds for COCC 359,582 48,880 1,144,299 1,095,420

55

OPERATING STATEMENTS: 9 MONTH ENDING SEPTEMBER 30, 2016

Housing Choice Voucher Program Annual Budget

2015

Year to Date

Budget Year to Date

Actual Favorable (Unfav)

Variance

Administrative Operating Income


Operating Expenses

Salaries and Benefits 6,386,486 4,910,758 4,477,312 433,446

Administrative Expenses 2,066,761 1,550,071 1,506,522 43,549

COCC-Management Fees 3,634,430 2,725,823 2,868,628 (142,806)

IT Initiative 1,200,000 900,000 0 900,000

Total Operating Costs Expenses 13,287,677 10,086,651 8,852,462 1,234,189

Cash Flow (Deficit) from Operations (2,681,823) (2,132,261) (224,724) 1,907,537

Beginning Admin Operating Reserves 123,646 123,646 123,646

Ending Admin Operating Reserves (2,558,177) (2,008,615) (101,078)

Housing Assistance Payments (HAP)

Housing Assistance Payment Subsidy 120,000,000 90,000,000 93,003,090 3,003,090

Investment Income on HAP Reserves 0 0 2,808 2,808

Housing Assistance Payments

120,000,000 90,000,000 93,268,413 (3,268,413)

HAP Current Year Excess (Use) 0 0 (262,515) (262,515)

Beginning HAP Reserves 0 0 0

Ending HAP Reserves - 0 (262,515)

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