LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF ... · BOARD OF COMMISSIONERS MEETING December...

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY

BOARD OF COMMISSIONERS MEETING December 17, 2018 AGENDA Babcock Place 5:30 p.m. Meal Site 1. Call of Roll 2. Approve Minutes of the November 26 Board of Commissioners Meeting 3. Receive Comments from Tenants and Public

NOTE: The Chair will take tenant and public comment on each agenda item following the staff report on the item. Tenants and public wishing to comment on a topic not included on the agenda may do so at this time. All matters listed below on the Consent Agenda are considered under one motion and will be enacted by one motion. There will be no separate discussion on those items. If discussion is desired, that item will be removed from the Consent Agenda and considered separately.

4. CONSENT AGENDA A. Receive November 2018 Public Housing Financial Reports B. Receive November 2018 Clinton Place Financial Reports C. Receive November 2018 Section 8/VASH Program Report D. Resolution 2018-35: Write Off Capital Inventory 5. REGULAR AGENDA

A. Executive Director’s Report B. Resolution 2018-36: Approve 2018 Public Housing Operating Budget

Revision #1 C. Discuss Draft Employee Performance Incentive Program Revision

6. CALENDAR AND ANNOUNCEMENTS

Employee Holiday Party December 20, noon – 2:00 pm

Executive Director out of office December 26-28

7. Adjournment

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MINUTES OF A REGULAR MEETING OF LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY

BOARD OF COMMISSIONERS MEETING November 26, 2018 Edgewood Homes 5:30 p.m. Conference Room 1. Call of Roll Chair Powers called the meeting to order at 5:31 pm. Upon call of roll, the following Com-missioners responded present:

Jamie Davison Wallace Meyer, Jr. Ellen Paulsen via Skype Joshua Powers

Vice Chair Duran was absent by prior arrangement. Also present were member of the public Dava Spohn, and LDCHA staff members Beverly Hyatt, Ruth Lichtwardt, and Shan-non Oury. 2. Approve Minutes of the October 22, 2018 Board of Commissioners Meeting Commissioner Paulsen moved to approve the Minutes as presented. Commissioner Da-vison seconded. The motion passed unanimously. 3. Receive Comments from Tenants and Public There were no comments. 4. CONSENT AGENDA A. Receive October 2018 Public Housing Financial Report B. Receive October 2018 Clinton Place Financial Report C. Receive October 2018 Section 8/VASH Program Report

D. Resolution 2018-29: Write-Off Tenant Accounts Receivables (TAR) in the Amount of $30,339.63

E. Resolution 2018-30: Write-off Uncashed, Unclaimed Checks in the Amount of $10,687.96

F. Resolution 2018-31: Approve 2019 Application for HOME Tenant Based Rent Assistance

G. Resolution 2018-32: Approve Revised Maintenance Schedule of Charges for Tenant-Caused Damages

Commissioner Meyer moved to approve the Consent Agenda as presented. Commis-sioner Davison seconded. The motion passed unanimously. 5. REGULAR AGENDA

A. Executive Director's Report Executive Director Oury reported that the LDCHA has received a letter from HUD granting conceptual approval of the Cottages at Green’s Lake. The agency also has received email

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notification that it will be awarded the grant from the Housing Trust Fund which will be used to install solar panels on the Cottages and built-in furniture in the interiors. The offi-cial grant notice letter should be coming shortly. Based on the agency’s final audited financials, HUD revised the LDCHA’s PHAS score for 2017 from 90 to 92. Both scores keep the agency in High Performer status, and the score of 92 now matches what LDCHA received in 2016. Recent research has shown that the agency has had continuous High Performer status since 1993. Bert Nash and LDCHA received a $80,000 grant from Kansas Housing Resources Cor-poration to continue the Community Support Services HOME TBRA program. This pro-gram provides rent subsidy for low income persons with serious and persistent mental illness. Ms. Oury discussed the cash management system which HUD is considering implement-ing for public housing. She outlined why it would make managing the agency’s public housing properties much more difficult. In answer to questions from the Board, she ex-plained that there would not be a public comment period, as what HUD is considering would be a new interpretation of an OMB circular which has already been out for some time. She called the Board’s attention to industry group comment contained in the packet and explained that she wanted the Board to be aware of it as a possible issue. Ms. Oury gave an overview of the attached draft Safe and Affordable Housing section of the Community Health Plan. She explained that she was particularly excited that the city of Eudora participated in the process. The LDCHA has housing vouchers throughout Douglas County but the other cities have not generally participated in affordable housing issues and she is glad that outreach has begun. She said that the Health Department would like the endorsement of the LDCHA for the draft plan. Commissioner Meyer moved to accept and endorse the draft plan. Commissioner Paulsen seconded. The motion passed unanimously.

B. Receive Report on 2018 Awards Under the Employee Performance Incen-tive Fund

Executive Director Oury called the Board’s attention to some calculations on the white-board and a spreadsheet included in the Board packet, and explained the several factors which have led to less of a surplus in the public housing budget than had been projected. She also pointed out factors which did contribute to expanding the funds available but which were outside control of the staff and therefore should not be considered as incen-tive. There was considerable discussion about what could be contributing to a drop in rental income, which staff will be analyzing, various demographics, and the agency’s mis-sion to serve the lowest income households. Ms. Oury explained that taking all those issues into account, the requirements for the incentive were not met in the public housing budget. She also gave background on Section 8 funds which need to be expended pur-suant to cash management or they will remain as HUD held reserves. RSO grant funds must be used by December 31 or they will have to be returned to HUD. The two other criteria, the PHAS and SEMAP scores remain high and achieve the agency’s program standards.

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There were several questions from the Board about the history of how the awards criteria were set and the measurements used. Ms. Oury said that the current criteria are set more on how the agency matches its projections and how the agency as a whole meets its program standards. It is not based on personal job performance and achieving goals. As long as an employee “meets expectations” at their review, their share of the incentive is based on the number of hours worked. She also explained the usual delay between per-formance reviews and employees receiving a raise because of the often considerable delay between their anniversary date and when the agency receives confirmation from HUD that it will have the funds to give raises. After considerable discussion, the Board directed that the policy be revised to give all annual performance reviews at the same time of year rather than on the employees’ an-niversary date. The Board also asked that the criteria for the incentive be revised to place a higher weight on individual performance. Ms. Oury said that she could bring a draft of such a revision to the December meeting. Commissioner Meyer moved to award the Employee Incentive in the amount of $80,000 and to look at revising the incentive criteria for next year. Commissioner Paulsen se-conded. The motion passed unanimously.

C. Resolution 2018-33: Approve Creation of a 501(c)3 Corporation, the Arti-cles of Incorporation and Bylaws

Executive Director Oury explained that the agency’s current 501(c)3, Douglas County Housing, Inc., has been accruing funds which are earmarked by the Board for develop-ment projects to expand the availability of affordable housing. Because DCHI has also been the entity which has been used to apply for grants for the youth programs, the amount of money in the account has created problems with grant-funding agencies since it appears on the surface that the entity has plenty of funds and might not need the grants. Due to this issue, the Board had directed that staff explore the creation of a new 501(c)3, Full Circle, Inc., which will be used exclusively for funding the youth programs. This Res-olution will approve the creation of the Full Circle 501(c)3 and the initial documents nec-essary to begin the process. Commissioner Meyer moved to approve Resolution 2018-33 as presented. Commis-sioner Paulsen seconded. The motion passed unanimously.

D. Resolution 2018-34: Revise Public Housing Market Rents for Edgewood Homes and Scattered Sites to Flat Rents

Executive Director Oury explained that market rents are only used by the LDCHA if an MTW participant reaches 80% of Area Median Income and they do not want to join the homeownership program. They were developed to mirror the value of the unit in the open market if it were not subsidized. They are also used if a participant fails to meet the work requirement. She emphasized that Resident Services works with anyone who is not meet-ing the work requirement to bring them into compliance and that no participant has ever been evicted for failing to meet it.

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Ms. Oury gave a synopsis of how the market rents were developed and periodically re-vised. After the last revision, HUD came out with a rule on flat rents that also said the flat rents can also be used at market rents. Adopting that will simplify setting the rents. There were questions from the Board on some of the amounts on the chart provided, which Ms. Oury attributed were likely due to location of the units. She explained the cal-culation that is used to set the flat rents. Commissioner Paulsen moved to accept Resolution 2018-34 as presented. Commis-sioner Davison seconded. The motion passed unanimously. 6. CALENDAR AND ANNOUNCEMENTS Ms. Oury invited the Board members to the Staff Holiday Party and potluck on December 20, and announced that she will be out of the office December 10-12. 7. Adjournment There being no further items of business, Commissioner Paulsen moved to adjourn. Com-missioner Davison seconded. The meeting adjourned at 6:47 pm. _______________________________ ________________________________ Chair Secretary Attest

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING

December 17, 2018

AGENDA ITEM 4C: Receive November 2018 Section 8 Program Report BACKGROUND: The LDCHA Section 8 MTW program consists of 732 units of Tenant Based Rental Assistance (TBRA) vouchers. Congress passed a budget on March 23 (and after five continuing resolutions) HUD released final Section 8 MTW renewal funding allocations on May 21. In the meantime, PHA’s were funded at a 99% proration of 2017 funding levels through May. For June and July, PHA’s were funded at a 99.5% proration level (based on CY 2017 VMS expenses). Effective with August and September, PHA’s were funded in accordance with Cash Management procedures (which disburses funds on the basis of need). October and November funding disbursements are based on July 2018 reported VMS HAP expenses (for all voucher types) as well as HUD approved 2018 MTW Activities plus an additional 2% margin. Renewal funding levels for CY 2018 Budget Authority is based on a formula using 2017 Per Unit Costs (PUC) of $588.91 multiplied by 2018’s inflation factor of 1.019 = $600.10 X 732 unit’s X 12 months = $5,271,278 (further reduced at a proration level of .99745) or $5,257,836 (less the 2018 embedded administrative fee in the amount of $564,612) or $4,693,224 for CY 2018. This final funding level of $4,693,224 is $295,641 higher than the CY 2018 original budget estimate of $4,397,583. In addition, the agency historically had an embedded administrative fee in its HCV Block Grant (until CY 2016) when HUD began to break this out separately. For LDCHA, HUD announced final embedded administrative fees for CY 2018 to be $564,612 (which is $47,859 higher than the original budget estimate of $516,753). Lastly, LDCHA has three increments of VASH vouchers known as VASH 1 with 20 units; VASH 2 with 10 units and VASH 3 with 15 units. After the initial year; renewal is based on actual leasing of available vouchers based on Voucher Management System (VMS) prior year reported HAP costs. HUD released final budget authority levels for VASH increments using CY 2017 final VMS reported HAP costs of $244,636 multiplied by 2018’s inflation factor of 1.019 or $249,284 further reduced at a .99745 proration level or $248,648 for CY 2018. This final amount of $248,648 (for VASH funding) is $16,244 higher than the 2018 original budget estimate of $232,404. Section 8 administrative expenses (are run through the Public Housing Program) and reimbursed by the Section 8 program at the end of each month. CURRENT ISSUE: At 92% through the budget year, the Section 8 MTW program shows a total of $4,821,837 in total operating revenues and $4,837,741 in total operating expenses (which will be made up by the shortfall funding request through Cash Management).


December 17, 2018

Operating Income Total operating revenues show as running 5% under budget projections at 87% or $4,821,836. Recall, this is mostly because HUD funding disbursements are monthly in accordance with cash management resulting in the program receiving eleven monthly cash management disbursements totaling $4,797,718 for the following: MTW/VASH HAP revenue (Operating Subsidy), Embedded Admin Fees and VASH Admin Fees earned. Operating Expenses On the expense side, total administrative expenses show as running slightly under budget projections at 89% or $649,587. Maintenance and Operations (4400) show as running 7% over budget projections at 99% or $693. Recall, this is for gasoline costs when the HQS Inspectors use the agency vehicle for Section 8 Housing Quality Standards inspections. Total Housing Assistance Payments (HAP) for both MTW and VASH show as running slightly under budget projections at 90% or $3,975,246. In addition, this includes year-to-date credits (for fraud recovery repayments) received in the amount of $1,537. Recall, HUD allows PHA’S to keep 50% of fraud repayments collected and recaptures the other 50%. Cumulative voucher utilization (as of the last day of November) show the program has a total of 8260 Section 8 MTW and VASH units under lease. This is an aggregate of 709 units under lease for Section 8 MTW vouchers and 42 for VASH vouchers. The program has spent a total of $115,027 under the 2018 MTW approved LDCHA Vouchers as follows: $18,531 under the Douglas County Re-Entry Program; $76,295 under the Safe Housing Program and $20,201 under the Next Step Program. The program has spent a total of $97,880 under the 2018 MTW approved Continued Activities as follows: $76,333 under the Expanded RSO & Homeownership program (RSE); $720 under the Homeless to Housed program (EHC) and $20,827 under the Douglas County Housing Inc (Youth) program. These MTW approved activities are charged to the Section 8 MTW Program. Operating Surplus/(Deficit) LDCHA has been disbursed a total of $4,797,718 (of estimated CY 2018 Budget Authority for MTW, VASH and Embedded Admin Fees). Based on VMS reporting total expenses for HAP, Administrative Expenses and approved 2018 MTW LDCHA Vouchers and Activities equal $4,837,741 (leaving an operating shortfall funding of $40,023). This has been sent to our Financial Analyst for review and approval against CY 2018 VMS reported expenses for HAP, Administrative and HUD approved MTW activities. As of the November reporting period, the Section 8 MTW/VASH program has earned an estimated total of $4,861,860 (adjusted for the shortfall funding request in the amount of $40,023). This includes interest income, fraud repayments as well as administrative fees on HOME TBRA and HAP Portability. Total expenses show a total of $4,837,741. When looking at this the Section 8 HCV/VASH program has an operating surplus of $24,119. This operating surplus (is the current year reserve) held at the PHA level.


December 17, 2018

When calculating program reserves held at the HUD level (in accordance with Cash Management) HUD estimated obligation eligibility for eleven months (Jan through November 2018 Budget Authority calculated at .99745) total $5,068,656 and disbursed $4,837,741 (adjusted for the shortfall funding in the amount of $40,023). This leaves a difference of $230,915. This $230,915 is the amount of 2018 HUD held program reserves as of the 11/30/18 reporting period (from the 2018 HCV and VASH Budget Authority calculated at .99745). For LDCHA to gain access to these funds we must justify expenditures through cash management. Finally, the Board approved a $40,000 match (from Section 8 MTW) at last month’s meeting for the awards under the 2018 Employee Performance Incentive Fund (EPIF). These awards will be paid in December and appear on next month’s financial statement. BOARD ACTION: Receive report.

LDCHA SECTION 8 MTW/VASH - PROGRAM REPORT AS OF 11/30/18 (92% through the budget year)

OPERATING INCOME;

ACCOUNT NAME A/C # CURRENT YEAR-TO-DATE BUDGET BUDGET STATUS % OF BUDGET YEAR

(Rev#1 approved 07/30/18

2018 HUD MTW Budget Authority (732 Units) 4902 206,536.00 4,029,531.00 4,693,224.00 663,693.00 86%

2018 HUD VASH Budget Authority (45 Units) 4902 11,195.00 226,058.00 248,648.00 22,590.00 91%

2018 HUD MTW Embedded Admin Fees 4902 47,051.00 517,561.00 564,612.00 47,051.00 92%

HUD VASH Admin Fees Earned 3112 4,710.00 24,568.00 22,959.00 -1,609.00 107%

Interest Earned on Operating Reserves 3300 640.55 6,758.76 8,760.00 2,001.24 77%

Fraud Repayments 3300.1 108.50 1,597.06 2,145.00 547.94 74%

Administrative Fees Earned for Portability 3300.P 0.00 -49.29 -50.00 -0.71 100%

Administrative Fees Earned for HOME TBRA 3300.3 1,438.00 15,812.00 17,250.00 1,438.00 92%

HUD Homeownership Fees 3300.4 0.00 0.00 0.00 0.00 0%

Insurance Dividend Returns 3300.5 0.00 0.00 0.00 0.00 0%

TOTAL OPERATING RECEIPTS 271,679.05 4,821,836.53 5,557,548.00 735,711.47 87%

OPERATING EXPENDITURES:

ADMINISTRATIVE EXPENSES

Administrative Salaries 4110 37,013.81 436,400.74 490,900.00 54,499.26 89%

Experience Awards 4110.3 0.00 1,832.50 1,820.00 -12.50 101%

CA - Administrative Salaries 4110.75 0.00 0.00 0.00 0.00 0%

Legal Expense 4130 630.00 1,581.75 3,500.00 1,918.25 45%

Training 4140 0.00 3,168.93 2,830.00 -338.93 112%

Travel 4150 714.43 3,658.46 7,820.00 4,161.54 47%

Accounting Fees 4170 951.00 11,238.00 12,750.00 1,512.00 88%

Audit Fees 4171 0.00 8,525.00 8,525.00 0.00 100%

Employee Benefits - Administration 4182 9,195.01 108,930.77 114,650.00 5,719.23 95%

Employee Benefits - Experience Awards 4182.3 0.00 312.28 310.00 -2.28 101%

Office Supplies 4190.01 1,555.18 7,564.30 8,500.00 935.70 89%

Publications 4190.11 0.00 0.00 0.00 0.00 0%

Membership Dues & Fees 4190.12 0.00 1,649.91 1,860.00 210.09 89%

Telephone 4190.13 421.60 4,145.98 4,810.00 664.02 86%

Postage and Miscellaneous Sundry 4190.18 1,850.56 11,835.69 17,920.00 6,084.31 66%

Administrative Contracts 4190.19 1,261.29 19,320.23 22,000.00 2,679.77 88%

Maintenance & Operations 4400 68.81 693.15 700.00 6.85 99%

Workers Compensation Insurance 1211 0.00 16,461.00 18,180.00 1,719.00 91%

Administrative Fees Paid for Portability 4590.P 76.54 1,091.67 2,000.00 908.33 55%

Depreciation Expense 4800 0.00 0.00 0.00 0.00 0%

Replacements (Expendable) 7520.93 0.00 0.00 0.00 0.00 0%

Betterments & Additions - Exp Equipment 7540.93 432.16 11,176.40 13,960.00 2,783.60 80%

TOTAL ADMINISTRATIVE EXPENSES 54,170.39 649,586.76 733,035.00 83,448.24 89%

HOUSING ASSISTANCE PAYMENTS

Housing Assistance Payments (732 Units) 4715 350,486.00 3,750,831.00 4,164,312.00 413,481.00 90%

Housing Assistance Payments (45 Units) 4715 19,271.00 225,952.00 258,941.00 32,989.00 87%

HAP Payments (Fraud - HUD's Portion) 4715.8 -108.50 -1,536.55 -2,145.00 -608.45 72%

TOTAL HOUSING ASSISTANCE PAYMENTS 369,648.50 3,975,246.45 4,421,108.00 445,861.55 90%

2018 MTW HUD APPROVED LDCHA VOUCHERS

Douglas County Re-Entry Program DRP 1,583.00 18,531.00 17,130.00 -1,401.00 108%

Safe Housing Program DV 14,313.00 76,295.00 94,640.00 18,345.00 81%

Next Step Program NS 481.00 20,201.00 23,060.00 2,859.00 88%

TOTAL LDCHA VOUCHERS 16,377.00 115,027.00 134,830.00 19,803.00 85%

2018 MTW HUD APPROVED CONTINUED & NEW ACTIVITIES

Expanded RSO & Homeownership RSE 14,937.83 76,333.03 91,350.00 15,016.97 84%

Homeless To Housed EHC 40.86 720.15 18,000.00 17,279.85 4%

Douglas County Housing Inc DCHI 988.20 20,827.18 32,500.00 11,672.82 64%

TOTAL MTW ACTIVITIES 15,966.89 97,880.36 141,850.00 43,969.64 69%

TOTAL ALL EXPENSES 456,162.78 4,837,740.57 5,430,823.00 593,082.43 89%

OPERATING SURPLUS/(DEFICIT) -184,483.73 -15,904.04 126,725.00 142,629.04

Operating shortfall expected to be received from HUD by 12/28/18 40,022.57

OPERATING SURPLUS/(DEFICIT) after shortfall funding request 24,118.53


December 17, 2018

AGENDA ITEM 4D: Resolution 2018-35: Write Off Capital Inventory CURRENT ISSUE: The LDCHA conducts an annual capital inventory and writes off any items that are lost, destroyed, broken, sold, disposed of, out of commission or obsolete. The capital inven-tory consists of all equipment and nonexpendable property with a value of $5,000 or more. As items are purchased they are recorded into the inventory property ledger by our Fee Accountant. However, only the Board has authorization to write off capital inventory (at which time it is removed from the property ledger). The annual inventory count for 2018 was conducted beginning mid October through early December, 2018. Attached is the capital inventory to be written off in fiscal year 2018. BOARD ACTION: Adopt resolution 2018-35.


December 17, 2018

RESOLUTION 2018-35

BE IT RESOLVED that the Board of Commissioners of the Lawrence-Douglas County Hous-

ing Authority (LDCHA) approves Resolution 2018-35, Write Off Capital Inventory, as pre-

sented to the Board of Commissioners this 17th day of December, 2018.

NOW THEREFORE the Board of Commissioners does hereby approve Resolution 2018-35 .


2018 CAPITAL INVENTORY WRITE-OFF

RESOLUTION #2018-35

OFFICE FURNITURE AND EQUIPMENT

REMAINDER

ITEM# DESCRIPTION PURCHASE DATE ORIGINAL COST DEPRECIATION VALUE REASON FOR WRITE/OFF PROGRAM

132 Telephone System 08/25/02 10,750.00 0.00 Obsolete Public Housing



141 Telephone System 08/28/09 5,092.80 0.00 Replaced in 12/17 Public Housing

7 Telephone System 11/01/02 6,310.00 0.00 Obsolete Section 8 MTW

12 Telephone System 08/28/09 8,205.09 0.00 Replaced in 12/17 Section 8 MTW

1 Telephone System 08/28/09 701.34 0.00 Replaced in 12/17 Clinton Place

2 Telephone System 08/28/09 141.47 0.00 Replaced in 12/17 LEH

OFFICE FURNITURE AND EQUIPMENT TOTALS 34,714.70 0.00

AUTOMOTIVE EQUIPMENT

7 2002 Chevrolet Van 07/01/02 16,964.00 0.00 Trade in with 2015 Nissan Cargo Van Public Housing

9 2006 Ford Ranger 04/10/06 10,953.00 0.00 Out of Commission Public Housing

AUTOMOTIVE EQUIPMENT TOTALS 27,917.00 0.00


December 17, 2018

AGENDA ITEM 5A

Executive Director’s Report Funding Update Congress passed a continuing resolution which funds the government for two weeks through December 21, 2018 and President Trump signed the measure into law. Law-makers will have to come to an agreement on a spending package by Dec. 21 or enact another continuing resolution to avoid a shutdown. Staff has been informed by HUD that the Section 8 funding for January and February will be based on HAP expense for September 2018, the most recent month validated in VMS. The monthly disbursement will also include an additional 2% margin. There is no infor-mation when the 2019 estimated eligibility will be announced. The lack of any information on the funding levels will make creating the 2019 budgets very difficult. Also recall that staff will bring the 2019 budgets to the Board in February rather than January. This will provide the Finance Director more time to complete year end for 2018 and get the infor-mation to our fee accountant earlier so we are able to get a draft of the Financial Data Statement (FDS) in time for us to review it. Babcock Place and Peterson Acres I - Senior Designation Babcock Place and Peterson Acres I received an elderly designation beginning in 2000 as follows:

Babcock Place (KS035002) has 120 units. All 120 units (100%) are in the desig-nation plan for elderly and near elderly.

Peterson Acres (KS053008) has 25 units. All 25 units (100%) are in the designa-tion plan, 20 units for elderly and near elderly, and 5 units are available for elderly or non-elderly disabled.

The LDCHA must request an extension of this designation every two years. The latest extension was requested in October of 2018 and the HUD letter granting the extension of the designation until 2020 is attached.

HUD Real Estate Assessment Center (REAC) Inspections HUD conducted a physical property conditions inspection of Clinton Place Apartments on December 12, and we do not yet know the score but staff believes it will not be as good as previous scores. There were no "life threatening" or Exigent/Health and Safety defi-ciencies found. The inspection did not go well, there were two consistent issues one was cracked seals on the windows and the other was numerous pull cords not being long enough. Staff is very concerned about the windows failing, they are approximately 10 years old and should not be failing. Staff will develop a plan to work on these issue and report the score to the Board when it is received.


December 17, 2018

Additional Funding for New Horizons Voucher The New Horizons Voucher program began in 2016 to housing guest of the Lawrence Community Shelter with a combined grant of $50,000 from Douglas County and $100,000 from the City of Lawrence. Douglas County contributed an additional $50,000 in 2017 and 2018 has authorized another $50,000 for 2019. The Affordable Housing Advisory Board has recommended to the City Commission additional funding of $110,000 for this program. That amount will be divided between Family Promise to pay $50,000 for a case manager for the households in this program and the rest $60,000 for rental assistance administered by the LDCHA. Facebook Page for LDCHA The LDCHA has a Facebook page for tenant services and programs called Full Circle, @FullCircle785. Resident Services staff use it to promote fun and free activities offered to LDCHA tenants, additional community events, and available local resources. Some community partners and tenants know that Full Circle is associated with the LDCHA, but others do not and it cause some confusion. Staff would like to develop an LDCHA specific page that is geared toward the larger com-munity and those interested in affordable housing issues. We believe that a well-managed Facebook page would enable the LDCHA to spread this new mission and vision and pro-mote the work that we do to for the community on a larger scale. For instance, we would feature pictures of our properties, promote our accomplishments, and feature our employ-ees similar to other organizations. In addition, this page would operate as a place for our community partners to celebrate our partnerships and mutual accomplishments. The pub-licity for the 50th Celebration illuminate the fact that the agency does so many things that the community is not aware of and we need to do a better job of educating the public on our services and successes. One of the goals of the LDCHA page is to control the news and information about our own organization. We will do this by engaging one-on-one with the community. Though it is not a public forum like Full Circle, we will allow for intentional discussion and engage-ment. This page will not serve as a space for reviewing our services. However, it will allow for us to more directly handle complaints and increase trust with community members. This would be ‘government organization’ page that will allow us to control ratings and comments by the public. Members of the community can like and follow the page and we can design a recruitment strategy as a part of a larger, overall social media content strat-egy. LDCHA administrators can post events such as Board meetings, make announce-ments, post surveys, and promote partnerships. This content will be based on a content calendar for each month. The content calendar will outline particular posts, frequency, and community engagement. The operation of the page will be based on set rules that each administrator will follow and enforce. These rules will cover such things as posting frequency, allowable content, and conduct. An example of these rules from the City is attached for review. If the Board


December 17, 2018

agrees the staff will develop a set of rules for LDCHA and bring them back to the Board for adoption in January. Late Fee Forgiveness In June the Board authorized a Late Fee Forgiveness as part of the 50th Anniversary Celebration. In June there were 60 current tenants who owe back due late fees. There were 15 tenants with a balance of $200 or more in late fees. The total amount of all Public Housing late fees owed was $9,125.

As of December 7th, 50 current tenants qualified for the late fee forgiveness for a total of $4,780. Seven of the fifteen tenants with a balance of $200 or more in late fees had those fees forgiven. Staff wishes to thank the Board for this initiative which has provided 50 households a fresh start will no late fees owed going into 2019.

çENTQ. U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT. KANsAs/MissouRi STATE OFFICE

GatewayTowerli, Room 200* * 400 State Avenue

Kansas City, KS 66101-2406

HUD

Home Page: www.hud.gov4N DE’J

NOV Z 7 ZU1B

Ms. Shannon OuryExecutive DirectorLawrence-Douglas County Housing Authority1600 Haskell AvenueLawrence, KS 66044

Dear Ms. Oury:

This letter is to inform you that Lawrence-Douglas County Housing Authority’srequest for renewal of the Designated Housing Plan submitted for Fiscal Year 2019beginning January 1, 2019 is granted. HUD received your request on October 23, 2018.The Plan will be in effect for an additional 2 years beginning January 1, 2019. Uponexpiration, you may submit a written request for another 2-year extension.

The Plan proposes to designate units for elderly and near-elderly families at thefollowing developments:

Babcock Place, KS035002, 120 unitsPeterson Acres, KS053008, 25 units

The Housing Authority will continue to make available to non-designated familiesunits that are comparable to those being designated. Amenities and services provided tothose who have need will be as closely matched as possible.

if you have any questions, please contact Tanya Burgin at (913) 551-5701. TheDepartment wishes you continued success in implementing your Designated HousingPlan.

Sincerely,

Frances M. ClearyDirectorOffice of Public HousingOffice of Field Operations

U.S. Department of Housing and Urban DevelopmentWashington, DC 20410-0100

12/13/2018

REAL ESTATE ASSESSMENT CENTER

638618 / 800007161

CLINTON PARKWAY2125 CLINTON PKWYLAWRENCE, KS 66047 -3713

Dear Owner:

Enclosed with this letter/electronic file is the latest Physical Inspection Summary Report for your property. Aninspector, certified by HUD in the use of the inspection protocol, performed the inspection. The report includesproperty and ownership profile information and shows each deficiency observed during the inspection. Alsoenclosed is a short description of the elements of the report to assist you in interpretation.

The physical inspection was completed pursuant to HUD regulations at 24 CFR Part 5 and Part 200. You mayreview the regulations at any time from the Real Estate Assessment Center (REAC) web site athttp://www.hud.gov/offices/reac. This site provides information about REAC and the physical inspection processand allows you to download a free copy of the inspection software and view deficiency definitions.

If the inspector noted any exigent health and safety (EH&S) deficiencies at the time of the inspection, you oryour representative received a report listing those deficiencies. HUD requires you to immediately correct ormitigate all such deficiencies and report your actions within three (3) business days of receipt of the report. If youhave not already done so, please provide the local HUD Office of Housing with a certification, on your letterhead,that these exigent items have been corrected. You must use the language in the enclosed certification to reportcompletion of the EH&S deficiencies. If your property is assigned to a Performance Based Contract Administrator(PB-CA), your certification should be sent to the PB-CA and not to the local HUD office. If the loan is under the232 program, your certification should be sent to the Account Executive with the Office of Healthcare Programs(OHP). Do not send your report to REAC.

Because your property received a score of 60 or above, HUD requires that you note and correct alldeficiencies as part of your ongoing maintenance program. If there are any special requirements for yourproperty, the local Office of Housing or PB-CA having jurisdiction will contact you. If, you are still working tocomplete approved work under an earlier PC or formal Plan of Action (PA), or you have not yet certifiedcompletion of a PC or PA, the Office of Housing requires that you contact the local HUD Office of Housing todiscuss this inspection and its relationship to work in progress, or, if a 232 loan, the local OHP. If the mortgageon your property is insured by HUD/FHA, please provide copies of all correspondence regarding this inspectionto your mortgagee.

If your property had any EH&S deficiencies, and you fail to correct all of these deficiencies within the requiredtimeframe, or falsely certify to repairs made, these noncompliance issues may adversely affect your eligibility forparticipation in HUD programs. Under HUD's Previous Participation Review and Clearance procedure, thesenon-compliance issues constitute a standard for disapproval pursuant to 24 CFR Section 200.230(c)(3) and HUDHandbook 4065.1 REV-1, paragraph 2-1(D)(1)(b). Under these circumstances, a flag (disqualifying entry) will be

placed in the Active Partner Performance Systems (APPS) in accordance with the textual "NOTE" at theconclusion of paragraph 2-1(D)(1) of the above referenced handbook. This letter is the only notice that you willreceive of the placing of a flag in the APPS for noncompliance.

We appreciate your cooperation during the inspection, and remind you of your ongoing responsibility tomaintain this property in a manner that is decent, safe, sanitary and in good repair.

Thank you for your cooperation.

Sincerely,

SAMUEL TUFFOURPROGRAM MANAGER, PHYSICAL ASSESSMENTSUBSYSTEMReal Estate Assessment Center

Enclosures

Inspection Snapshot

Inspection ID: 638618 Inspection Time: 09:59 AM - 01:40 PM

Inspection StartDate: 12/12/2018

Inspection EndDate: 12/12/2018

Property ID: 800007161 Property Type: Multifamily

Property Name: CLINTON PARKWAY

Inspection State: Successful Score: 80b

Inspection Summary Report (POA) for Inspection #638618

Report generation date/time:12/13/2018 08:20 AM Score Version: 1 Page: 1 of 23Report template version: 04/15/2011 Note: The report generation date/time does not reflect the inspection release date/time.

Property Profile

Property Name: CLINTON PARKWAYScattered Site? No Multiple Site? No

Address Line 1: 2125 CLINTON PKWY

Address Line 2:City: LAWRENCE State: KS

ZIP: 66047 Extension: 3713

Phone: (785) 841-1000 Extension:Fax: Email: [email protected]

Type

Building Units

Expected Actual Sampled Expected Actual Sampled

Residential 1 1 1 58 58 19

Common 0 - - -

Total 1 1 1 58 58 19

Occupancy InformationNo. of Occupied Units Occupancy Rate Inspect Vacant Units

57 98% No

Comments No report bed bugs at time of inspection Pitched roof access not reqired



Participant Profile

Management Agent [Primary Contact / Not Present During Inspection]Name (F, MI, L): Shannon OuryOrganization: LUCHAAddress Line 1: 1600 Haskell AveAddress Line 2:City: Lawrence State: KS

ZIP: 66044 Extension:Phone: (785) 830-2250 Extension:Fax: Email: [email protected]

Owner [Not Present During Inspection]Name (F, MI, L): Shannon OuryOrganization: LUCHAAddress Line 1: 1600 Haskell AvenueAddress Line 2:City: Lawrence State: KS


Site Manager [Not Present During Inspection]Name (F, MI, L): Bailey ButlerOrganization: Clinton ParkwayAddress Line 1: 2125 Clinton ParkwayAddress Line 2:City: Lawrence State: KS


Other [Present During Inspection]Name (F, MI, L): Doug MoleOrganization: Housing AuthorityAddress Line 1: 1600 HaskellAddress Line 2:City: Lawrence State: KS

ZIP: 66044 Extension:Phone: (785) 423-7228 Extension:Fax: (785) 842-9596 Email: [email protected]



Score Summary

AreaPossiblePoints

Deductions(ExcludingH&S)

Pre H&SPoints

H&SDeductions

Final Points

Site 9.70 0.00 9.70 0.00 9.70Building Exterior 17.64 3.94 13.70 0.00 13.70Building Systems 19.88 0.00 19.88 0.00 19.88Common Area 14.12 8.82 5.29 0.00 5.29Unit 38.66 6.28 32.37 1.29 31.08Total 100.00 19.05 80.95 1.29 79.66

Score Version: 1 Score Date: 12/13/2018 Final Score: 80b



Health & Safety Summary

Site Buildings Units Total

Non-Life Threatening (NLT)

Actual 0 0 12 12

Projected 0 0 37 37

Life Threatening (LT)

Actual 0 0 0 0

Projected 0 0 0 0

Smoke Detectors (SD)

Actual 0 0 0 0

Projected 0 0 0 0

Overall

Actual 0 0 12 12

Projected 0 0 37 37

Health and Safety Narrative1 site, 1 buildings and 19 units were inspected.

12 health and safety deficiencies(HSD) wereobserved.

Percentage Inspected:Site (PIS): 100%Building (PIB): 100%Unit (PIU): 33%

Projected HSD:Site = (Actual HSDS) / PISBuilding = (Actual HSDB) / PIBUnit = (Actual HSDU) / PIU

If all buildings and units were inspected, it isprojected that a total of 37 health and safetydeficiencies would apply to the property.



Systemic Deficiencies

Type Area Item DeficiencyB/U withdefects

TotalB/U %

Ordinary BE Walls BE- Missing Pieces/Holes/Spalling(Walls)

1 1 100

Ordinary CA Windows CA - Missing/Deteriorated Caulking/Seals/Glazing Compound (Windows)

1 1 100

Ordinary Unit Call-for-Aid Unit - Inoperable (Call-for-Aid) 11 19 58

Note:B/U - Indicates Buildings or Units

BE - Indicates Building Exterior

BS - Indicates Building Systems

CA - Indicates Common Areas

Capital items are repairs that generally require large cash outlays. (Items such as new roofs and new appliances)

Ordinary items are repairs that require smaller cash outlays. (Items such as light fixtures, fire extinguishers and smoke detectors)



Building/Unit Summary

Entity Expected Actual # Inspected # Reported Uninspectable

Building 1 1 1 0

Unit 58 58 19 1

Building 1 - 2125 [ Sample , Inspected ]

Address Line 1: 2125 Clinton Parkway

Address Line 2:City: Lawrence State: KS

Zip: 66047 Extension: ____

Type Constructed In Floors Expected Unit CountActual Unit

Count

Elevator Structure 1980 3 59 58

Comments:

Unit # # Bedrooms Occupied?UnInspectedReason?

102 1 Bedroom Yes

103 1 Bedroom No Vacant

106 1 Bedroom Yes

126 1 Bedroom Yes

131 1 Bedroom Yes

145 1 Bedroom Yes

202 1 Bedroom Yes

205 1 Bedroom Yes

209 1 Bedroom Yes

217 1 Bedroom Yes

222 1 Bedroom Yes

225 1 Bedroom Yes

230 1 Bedroom Yes

302 1 Bedroom Yes

306 1 Bedroom Yes

315 1 Bedroom Yes

318 1 Bedroom Yes

323 1 Bedroom Yes

328 1 Bedroom Yes



331 1 Bedroom Yes



Certificates

Certificate Item Certificate State

Boilers NA - This certificate is not applicable for this property

Elevators Yes - This certificate is provided or is not expired

Fire Alarms Yes - This certificate is provided or is not expired

Lead-Based Paint Disclosure Forms NA - This certificate is not applicable for this property

Lead-Based Paint Inspection Reports NA - This certificate is not applicable for this property

Sprinkler Systems Yes - This certificate is provided or is not expired



Score Details

Note: The inspection software allows for the recording of the same deficiency as many times as it occurs. However, it is only scored once.

The number within the parenthesis after the Deficiency indicates the number of observations for this inspectable area. For example; "Site -

Spalling (Walkway / Steps) (4)" indicates the deficiency was observed and recorded 4 times under Site. Each individual observation can be

found in the Deficiency Details section of this report.

Item Deficiency SeverityPoints

DeductedPoints

Received

Building 1 - 2125 - Building Exterior [Possible Points : 17.64]

Non-Health And Safety Deficiencies

Walls BE- Missing Pieces/Holes/Spalling (Walls) Level 2 3.94

3.94 13.70

Building 1 - 2125 - Common Areas [Possible Points : 14.12]


Windows CA - Missing/Deteriorated Caulking/Seals/GlazingCompound (Windows) (3)

Level 3 8.82

8.82 5.29

Building 1 - 2125 - Unit 102 [Possible Points : 2.04]


Windows Unit- Missing/Deteriorated Caulking/Seals/GlazingCompound (Windows)

Level 3 0.49

0.49 1.55



Bathroom Items Unit - Water Closet/Toilet-Damaged/Clogged/Missing (Bathroom)

Level 2 0.81

Doors Unit - Damaged Hardware/Locks (Doors) Level 2 0.11

Windows Unit- Missing/Deteriorated Caulking/Seals/GlazingCompound (Windows) (2)

Level 3 0.49

Health And Safety Deficiencies

Call-for-Aid Unit - Inoperable (Call-for-Aid) (NLT ) Level 3 0.10

1.51 0.53






DeductedPoints

Received


0.10 1.94



Bathroom Items Unit - Water Closet/Toilet-Damaged/Clogged/Missing (Bathroom)

Level 2 0.81

Windows Unit- Missing/Deteriorated Caulking/Seals/GlazingCompound (Windows) (2)

Level 3 0.49



1.40 0.64




Level 3 0.49



0.59 1.45



Bathroom Items Unit - Plumbing - Clogged Drains (Bathroom) Level 1 0.41



0.50 1.53



Bathroom Items Unit - Plumbing Leaking Faucet/Pipes (Bathroom) Level 1 0.24


Kitchen Items Unit - Refrigerator - Missing/Damaged/Inoperable(Kitchen)

Level 1 0.18

Walls Unit - Mold/Mildew/Water Stains/Water Damage Level 1 0.03




DeductedPoints

Received

(Walls)

0.67 1.36



Ceiling Unit - Mold/Mildew/Water Stains/Water Damage(Ceiling)

Level 1 0.03


Level 3 0.49



Windows Unit - Inoperable/Not Lockable (Windows) (NLT ) Level 3 0.22

0.83 1.21



Bathroom Items Unit - Plumbing Leaking Faucet/Pipes (Bathroom) Level 1 0.24

Walls Unit - Mold/Mildew/Water Stains/Water Damage(Walls)

Level 1 0.03



0.37 1.67





Level 3 0.49



0.80 1.23



Walls Unit - Mold/Mildew/Water Stains/Water Damage Level 1 0.03




DeductedPoints

Received

(Walls)

0.03 2.01




0.10 1.94




0.10 1.94




0.10 1.94



Deficiency Details

Item Location/Comments Deficiency/Severity Decisions

Site - CLINTON PARKWAY - Site(0)


Parking Lots/Driveways/Roads

2125cracks parking lot

Site - Cracks/Settlement/Heaving/Loose Materials/Potholes (Parking Lots/Driveways/Roads) - L2

- Damaged paving- Cracks greater than or equal

to 3/4"- This condition DOES NOT

RESULT in a Health andSafety concern.

Building 1 - 2125[Sample,Inspected] - Building Exterior


Walls north wall cracked siding BE- Missing Pieces/Holes/Spalling (Walls) - L2

- Hole(s)- Greater than 1/2" in

diameter, but smaller than asheet of paper

Building 1 - 2125[Sample,Inspected] - Building Systems

None

Building 1 - 2125[Sample,Inspected] - Common Areas


Halls/Corridors/Stairs Floor 3north stairs windowfogged

CA - Missing/DeterioratedCaulking/Seals/GlazingCompound (Windows) - L3

- Caulking, Seals, or GlazingCompound (includesthermopane or insulatedwindows)

- Deteriorated or missing- Window is damaged and not

weather-resistant OR thereis damage to thesurrounding structure ORthere is condensation ordiscoloration between theglass panes of aThermopane

Halls/Corridors/Stairs Floor 2west stairs windowfogged








Halls/Corridors/Stairs Floor 2fogged north





Building 1 - 2125[Sample,Inspected] - Unit 102


Windows Bedroomfogged

Unit- Missing/DeterioratedCaulking/Seals/GlazingCompound (Windows) - L3





None






Bathroom Items Bathroomloose seat

Unit - Water Closet/Toilet-Damaged/Clogged/Missing(Bathroom) - L2

- Toilet (Unit)- Seat, hinge, cover, or flush

handle is missing ordamaged

Doors Bedroomwill not latdch

Unit - Damaged Hardware/Locks (Doors) - L2

- All Other Doors (includescloset or other interiordoors)

- Hardware is damaged ormissing

- Other interior door does notfunction as it should orcannot be locked.






Windows Living Areafogged









Call-for-Aid Bathroomnot at base

Unit - Inoperable(Call-for-Aid) (NLT) - L3

- Alerts outside agency- Tested - Call-for-Aid as

installed does NOT serve itsintended function




Call-for-Aid Bathroomcord not to base





None



Bathroom Items Bathroomloose seat

Unit - Water Closet/Toilet-Damaged/Clogged/Missing(Bathroom) - L2

- Toilet (Unit)- Seat, hinge, cover, or flush

handle is missing ordamaged









- Deteriorated or missing




- Window is damaged and notweather-resistant OR thereis damage to thesurrounding structure ORthere is condensation ordiscoloration between theglass panes of aThermopane


Call-for-Aid Bedroomnot at base












Call-for-Aid Bathroomnot to base






Bathroom Items Bathroomslow

Unit - Plumbing - CloggedDrains (Bathroom) - L1

- Bathroom Sink- There is a problem with the

drainage- The basin will drain, but it is




slow


Call-for-Aid Bathroomcord not to base





None


None



Bathroom Items Bathroomat shower head

Unit - Plumbing LeakingFaucet/Pipes (Bathroom) -L1

- Shower or Tub (Unit)- There is a leak- There is a leak or drip, but it

is contained by the showeror tub basin

Doors Bathroommissing lock button


- Bathroom Door- Hardware is damaged or

missing- Door cannot be locked (only

if designed to lock).

Kitchen Items Kitchendamaged

Unit - Refrigerator - Missing/Damaged/Inoperable(Kitchen) - L1

- Refrigerator- Door seals are deteriorated

Walls Storagefurnce closet stains

Unit - Mold/Mildew/WaterStains/Water Damage(Walls) - L1

- Mold or Mildew (forexample, a darkened area)or Water Stains or WaterDamage (for exampleevidence of waterinfiltration)

- 4 square inches to 1 squarefoot and you may or may notsee water





None



Ceiling Storagefurnce closet

Unit - Mold/Mildew/WaterStains/Water Damage(Ceiling) - L1









Call-for-Aid Bathroomcord not to base board




Windows Living Areawindow will not stay up

Unit - Inoperable/NotLockable (Windows) (NLT)- L3

- Lock/Operability- Window cannot be opened

or will not stay open (If thewindow is designed to doso.)

- Window is on 3rd floor orbelow

- There is NOT anotheroperable window in thesame floor area.




- This condition MAYRESULT in a Health andSafety concern



Bathroom Items Bathroomshower head

Unit - Plumbing LeakingFaucet/Pipes (Bathroom) -L1

- Shower or Tub (Unit)- There is a leak- There is a leak or drip, but it

is contained by the showeror tub basin

Walls Storageat furnce closet wall





Call-for-Aid Bedroomnot to base board






Doors Living Areamissing plate from olddead bolt


- Entry Door to Unit- Hardware is damaged or

missing- Door does not function as it

should (it does not properlylatch).










Call-for-Aid Bathroomcord not at base broad






Walls Storagestain at furnce closet







Call-for-Aid Bedroomcord not at base broad







Call-for-Aid Bedroomnot at base board










Call-for-Aid Bathroomnot to base board






Notice: Modifications to the Inspection Summary Report

With the rollout of the new Uniform Physical Condition Standards (UPCS) inspection software (version 4.0).PIH-REAC now has the capability to collect more detailed information about observations made during theinspection of properties. Therefore, the report has been modified to provide this detailed information, and also tomake the results of the inspection more clear. The following explains the major changes to the report.

Changes to Score Summary - The section of the report, which summarizes the score, has been modifiedto better explain how the final score was derived for the property, and the source of lost points. Additionally,score information from the two most recent inspections of the property is provided to allow comparison tothis inspection's score.

Addition of scored and non-scored deficiency reports - The section of the report that displays observeddeficiencies has been divided into two sections: the Score Report and the Deficiency Report. Non-scoreddeficiencies refer to multiple deficiencies of the same type observed with the same sub-area, they arereported for informational purposes only and are not scored. Only one deficiency of the same type for thesame sub-area is counted for scoring purposes.

Score Report - a detailed account of only the scored deficiencies by sub-area.

Deficiency Report - A detailed account of all deficiencies, both scored and non-scored, by sub-area.In addition, standardized locations and more descriptive information for each deficiency are provided.

To read more about the above, and for additional assistance in understanding the report, you may access theInspection Summary Report Guide (version 4.0) athttp://www.hud.gov/offices/reac/products/pass/inspectionrpt40.cfm

PHYSICAL INSPECTION SUMMARY REPORT

The Inspection Summary Report is designed to achieve two objectives:

1. Provide the Public Housing Agency or owner and/or owner agent (POA) with the background information, i.e.addresses, phone numbers, building names, etc., collected during the property inspection.

2. Provide the POA the results of the REAC physical inspection of a specific property.

The items below describe the information provided in the Inspection Summary Report.

Inspection Number : The inspection number is unique for each property inspection conducted by REAC. Eachtime a property is inspected by REAC, a new inspection number is used. These unique numbers may be used tocommunicate with REAC on any matter concerning a particular inspection.

Property Information : Information related to a property is provided:

- Property identification number (in parentheses) - a unique number in HUD databases- Property name- Status as scattered site (Yes/No)- Relevant addresses, phone numbers, fax numbers, and e-mail addresses for the property

Each of these should be checked carefully for accuracy. All discrepancies should be reported to the REACPhysical Inspection Operations Center at 1-877-406-9220.

Building Unit Count : The total number of buildings and units on the property are given, along with the number ofbuildings and units actually inspected by REAC

Scores : An overall numerical score is given as a value from zero to 100. Separate numerical scores are alsogiven for each of five areas:

- site- building exterior- building systems- common areas- units

The five area scores range from zero to the maximum number of points possible for each area. The possiblepoints for a given area are determined for a specific property based on the inspectable items actually present ineach area. The sum of the area points identifies what the overall score would be if there were no health & safety(H&S) deficiencies. The overall numerical score is then calculated by subtracting the sum of deductions for H&Sdeficiencies from the sum of the individual "area points".

Examples of overall scores are: 95c; 67b*; 84a*; 100b; 78a; and 43c*. The asterisk(*) indicates that H&Sdeficiencies were found with respect to smoke detectors. The lower-case letter indicates whether or not otherkinds of H&S deficiencies were observed, as follows:

- The letter "a" is given if no health and safety deficiencies were observed other than for smoke detectors.

- The lower-case letter "b" is given if one or more non-life threatening H&S deficiencies, but no exigent/fire safety

H&S deficiencies were observed other than for smoke detectors.

- The lower-case letter "c" is given if one or more exigent/ fire safety (calling for immediate attention or remedy)H&S deficiencies were observed.

Although all H&S deficiencies, except for smoke detector problems and "other" hazards, affect the scores withappropriate deductions, the letter grades are added to highlight the serious nature of H&S deficiencies, all ofwhich need to be addressed by the POA.

Health and Safety Counts: In addition to the counts of actual H&S deficiencies observed in the inspectedbuildings and units, the estimated number of H&S deficiencies that would have been found had all buildings andunits been inspected is also given. This projected count gives a sense of the total H&S problem for the inspectedproperty. The projection is calculated by dividing the counts actually observed in buildings or units by theproportion of buildings or units inspected. The percent of buildings and units inspected is additionally given toshow the basis for the calculations.

Systemic Deficiencies: Defects observed in at least one third (1/3 rd ) of the inspected units or buildings are listedby whether or not they are repairs generally requiring large cash outlays ("Capital" items) or generally requiringsmaller cash outlays ("Ordinary" items).

Participants & Buildings/Units: Information provided includes:

- relevant addresses, phone numbers, fax numbers, and e-mail addresses for participants

- name, year built, number of units and address for each building on the property. Note: All buildings on theproperty should be listed.

As before, each of these should be checked carefully for accuracy and any discrepancies should be reported tothe REAC Technical Assistance Center (TAC) at 1-888-245-4860.

Inspectable Items: This portion of the report details all deficiencies found in the inspection. The main headings inthe first column refer to the inspectable area -- site, building exterior, building systems, common area, unit orhealth & safety where the deficiency was observed. The entries are "inspectable items" within which thedeficiencies were found. Some items may not be present for a given property. In such cases, appropriateadjustments are made in the points of each area. Items present, but with no deficiencies found, are not listed.Inspectable items are:

Site: fencing & gates, grounds, mail boxes/project signs market appeal, parking lots/driveways/roads, play areasand equipment, refuse disposal, retaining walls, storm drainage and walkways/stairs.

Building Exterior: doors, fire escapes, foundations, lighting, roofs, walls and windows.

Building Systems: domestic water, electrical system, elevators, emergency power, exhaust system, fireprotection, heating/ ventilation/ air-conditioning and sanitary system.

Common Areas: basement/garage/carport, closet/utility/mechanical, community room, day care,halls/corridors/stairs, kitchen, laundry room, lobby, office, other community spaces, patio/porch/balcony, pools

and related structures, rest rooms/pool structures, storage and trash collection areas.

Unit: bathroom, call-for-aid, ceiling, doors, electrical system, floors, heating/ventilation/air-conditioning, hot waterheater, kitchen, laundry area (room), lighting, outlets/switches, patio/porch/balcony, smoke detectors, stairs,walls and windows.

Health & Safety: air quality, electrical hazards, elevator, emergency/ fire exits, flammable materials, garbage anddebris, hazards, infestation.

Column labeled NO/OD:

NO: The inspection protocol requires the inspector to check for the existence of certificates for certain items suchas lead-based paint, elevators, etc. If the inspector verifies all the required certificates, the report will not includeany certificate information. If a certificate is not present, the first inspectable item listed will be "certificates" andthe designation "NO" will be listed for each unavailable certificate.

OD: If the inspector records a deficiency, then an OD in this column refers to the "observed deficiency" for thegiven item.

Column labeled Observation: The column lists each specific deficiency observed within a given inspectable item.Each deficiency has a definition, which specifies what must be observed for that deficiency to be recorded. Alsonoted in this column are observations about Health & Safety items. These are:

- (LT) - Exigent/Fire Safety (calling for immediate attention or remedy)

- (NLT) - Non-Life Threatening

- (SD) - Smoke Detector

Definitions for all deficiencies are given in the physical inspection section at REAC's web site on the Internet(www.hud.gov/reac/). Click on "Products" then "Physical Inspection" and then "Physical Inspection Definitions"

Column labeled Severity: Deficiencies differ by "severity". The definitions specify what must be recorded for agiven deficiency under one of three possible severity levels - level 1, level 2 and level 3. The severity level isgiven on the report to indicate which part of the definition actually applies for the specific deficiency observed.Severity levels are defined within a given deficiency and do not necessarily indicate which deficiencies are theworst. For more serious deficiencies, a level 2 severity may be more of a problem and may reduce the overallscore more than less serious deficiencies with a severity of level 3.

Location/Comments: Comments are required for all severity level 3 deficiencies.

Column labeled Ded.: This column gives the points deducted from the overall property score for the observeddeficienies. In the shaded heading the possible points are given for that area and building or unit. Although thelisted points deducted may sum to more than the possible points, the total deducted from the overall propertyscore for that area and building or unit does not exceed its possible points. The listing of points deducted isrounded to the nearest tenth of a point, so "<0.05" is listed when the points deducted is a very small fraction, butgreater than zero. Where there is a blank or zero, such as for lack of a certificate or observed smoke detectorproblems, it means no points are deducted from the property score.

PROJECT OWNER'S CERTIFICATION THAT ALL EXIGENTHEALTH AND SAFETY ITEMS HAVE BEEN CORRECTED

SEND OR FAX SIGNED COPY TO LOCAL MF OFFICE

[Name of Project Owner:] _________________________________________________________ (the "ProjectOwner"), the owner of [Project Name:] ________________________________________________________,[City:] __________________________, [State:] ________________ [Project Number:] _______________ (the"Project") by and through its duly authorized representative identified below, hereby certifies that:

1. All Exigent Health and Safety ("EH&S") items at the Project have been corrected. Such EH&S itemsinclude those identified in the Notification of Exigent and Fire Safety Hazards Observed, dated________________.

2. The attached Report accurately identifies the repairs that have been made to correct the EH&S items,the location of those repairs, and the date or dates the repairs were made. If repairs were not made,the dangerous condition was eliminated.

This certification is made by the Project Owner and is signed by a duly authorized representative of the ProjectOwner, who is so authorized by reason of his/her position as the [State Fully Relationship Between Signer ofCertification and Project Owner:] ________________________________________________________________________________________________________________________________________________________

_________________________________________________________________________________________.

All of the foregoing statements, as well as the date, signature and identifying information of the signer and theProject Owner that follows, are HEREBY CERTIFIED as true and accurate this _______ day of__________________, 20___.

Project Owner: _______________________________

By: Signature: _______________________________

Print Name: _______________________________

Title: _______________________________

City Social Media Terms of Use

1.0 Purpose

The purpose of this policy is to establish regulations that are intended to help facilitate and enhance the exchange of information and ideas through the City’s Social Media.

2.0 Terms of Use & Comment Policy

i. Any comment posted by a member of the public on an official City Social Media Page or Department Social Media Page is the opinion of the commentator only, and its publication on such Page shall not imply endorsement of or agreement by the City.

ii. All Social Media established by the City, including the City’s Social Media Page and those Pages utilized by individual City departments, is not intended to create a public forum. As such, each Page shall have, in a place visible to the public or accessible by link, a notice that comments containing any of the following forms of content shall not be allowed for posting and will be removed:

a. Comments not related to the topic of discussion;

b. Profane, obscene, uncivil, harassing, or inappropriate language or content;

c. Sexual content;

d. Solicitations of commerce;

e. Promotion or encouragement of illegal activity;

f. Information that may tend to compromise the safety or security of the public, public systems, the City, its employees, or public officials;

g. Content that reflects negatively on the City, its employees, or public officials, unless such comment relates to a matter of public concern and is otherwise in compliance with the remaining provisions of this policy;

h. Defamatory remarks, personal attacks, or threats against any individual person or group of people.

i. Content that violates a legal ownership interest of any party;

j. Any content in violation of or inconsistent with federal, state, or local laws and ordinances;

k. Links to any outside websites that are inconsistent with this policy;

l. Content that is repetitive or duplicative;

m. Any content not listed herein but that is otherwise inconsistent with the spirit of civility intended by these Terms of Use & Comment Policy.

iii. The following notice shall be provided along with the comment policy above: The City reserves the right to remove content that is deemed in violation of this policy, applicable law, or the City’s employee handbook. Any participant on a City Social Media Page or Department Social Media Page that repeatedly violates the commenting guidelines as set forth in this policy may be permanently removed from the City’s social media page(s). The City of Lawrence reserves the right to temporarily or permanently suspend access to any Page at any time.


December 17, 2018

AGENDA ITEM 5B: Resolution 2018-36: Approve 2018 Public Housing Operating Budget Revision #1 CURRENT ISSUE: The attached budget revision is necessary to reflect changes resulting from the Employee Performance Incentive Fund (EPIF) awards approved by the Board at last month’s meet-ing. In addition, this revision is necessary to include final HUD approved Operating Sub-sidy for Fiscal Year 2018. Lastly, this revision brings operating income and expenses in line with budget projections for 12/31/18 FYE. OPERATING INCOME Total Operating Income projects an overall estimated increase of $36,729 or $2,416,365 at 12/31/18 FYE. Most of this increase is in HUD Operating Subsidy (8020). Rental Income projects an overall estimated decrease of $29,190 or $1,279,860 (in an-nual tenant rental income). Unlike the private sector, LDCHA’s tenant rent is based on tenant income. In addition, LDCHA cannot set or control its tenant rental income. Total Other Income projects a slight overall estimated increase of $1,915 or $247,761 at 12/31/18 FYE. Interest Income projects an estimated increase of $3,550 or $18,550. Interest Income is a projection based on market investment rates. Market rates on cus-tody holding investments began to increase in late CY 2014 and we also began to see another rise in custody holding investments in August, 2015. Other Income Tenant Work Order, Damages and Late Fees (3690) projects an overall estimated decrease of $8,580 or $26,420. This budget line is a projection based on cur-rent fiscal year account activity. In addition, this budget line includes credits for the “Late Fee Forgiveness” incentive as part of the LDCHA 50th Year Anniversary. This was an incentive offered to any Public Housing resident with accumulated late fees on the books as of December. To be eligible for the late fee forgiveness credit tenant rent must have been paid on time (by the 5th business day of the month) for 3 months between the months of July and December. A total of forty-nine eligible residents received a credit towards their accumulated late fees in December. Of these were twenty-five in Edgewood Homes totaling $1,881 and twenty-four in Scattered Sites totaling $2,299 or a grand total of $4,180 in late fee forgiveness credits. Other Income – Capital Funds 3690.126, 3690.129 and Hope House 3690.125, 3690.127, 3690.128 and 3690.130 are for management operations for both active grants. This in-cludes operation reimbursements for the Executive Director, Finance Director, Business Office Assistant, Maintenance Director, Inventory Control Procurement Clerk as well as assigned Maintenance Worker’s (and are for work related to these grants). Other Income – Insurance Dividends 3690.4 shows an increase of $9,159 for insurance and antitrust settlements as follows: $638 for the 05/01/17-05/01/18 Resident Transport


December 17, 2018 Auto Refund; $3,523 for the 05/01/17-05/01/18 Workers Compensation Risk Protection and $1,475 for the 05/01/18-05/01/19 Workers Compensation Risk Protection Refund. Finally, the agency received $3,523 from the “Natural Gas Antitrust Settlements”. This $3,523 was the calculation in accordance with the terms of a settlement agreement the agency joined for all units of natural gas measurements converted to Dekatherms. A total of 27,721 dekatherms of natural gas for the applicable time period of January 1, 2000 through October 31, 2002 was refunded back to the agency for this settlement agreement. The estimated final proration for Public Housing Operating Subsidy results in a $63,169 increase from original budget projections. Similar to tenant rental income HUD Operating Subsidy is income over which the agency also has no control. The original budget pro-jection was based on preliminary 2018 subsidy eligibility of $937,206 X an 88% proration level or $824,740. Final proration levels for 2018 (released by HUD in early December) is 94.74% proration of 2018 subsidy eligibility. For LDCHA, this amount is $937,206 X 94.74% = $887,909. In October 2017 HUD announced that beginning with all PHA’s FY 2016 Operating Funds they would be appropriated and obligated for a two-year funding period. HUD calls this a “reserve hold over” for any corrections or de-obligations. Because of this, LDCHA re-ceived an additional $835 for FY 2017 operating subsidy. Lastly, funds have all been made available and drawn down in LOCCS. This FY 2017 reserve hold over (in the amount of $835) will show on the final 12/31/18 FYE financial reports. OPERATING EXPENSES Total operating expenses (from all sources) show an end of year projection of $2,063,120. This is an overall decrease of $42,090 from the 2018 original budget projection of $2,021,030. Total Administrative Expenses show an overall estimated increase of $63,440 or $618,060. Most of this increase falls under the following budget lines: Administrative Salaries (4110), Employee Benefits – Admin (4182) as well as Administrative Contracts (4190.19). Recall, the Employee Performance Incentive Fund (EPIF) was approved by the Board of Commissioners at last month’s Board meeting. The full amount of the awards was ap-proved by the Board in the amount of $80,000 (capped at $40,000 in any given year under Public Housing which also includes a Section 8 match of $40,000). Because of this Ad-ministrative Salaries (4110) shows an overall estimated increase of $19,690 or $431,120. This is mostly due to the cost of the EPIF awards (for the Administrative Staff’s calculated share). In addition, Employee Benefits (4182) shows an overall estimated increase of $40,010 or $108,350. This includes the employer’s share of payroll taxes (associated with the EPIF awards) for Social Security, KPERS and Unemployment. However, recall when the original Public Housing Operating Budget was prepared staff inadvertently failed to include the agency’s


December 17, 2018 portion of the cost of health and dental insurance. This resulted in a $28,340 understate-ment (in the original budget projection of $68,340) when the original operating budget should have been $96,680. This has caused the Employee Benefits line (Admin – 4182) to show as running significantly over budget projections (throughout most of the budget year since the 2018 original budget line item for account 4182 was understated). Administrative Contracts (4190.19) shows an overall increase of $7,510 or $32,710. This is mostly because of the onetime annual payment for the Siemens Performance Assur-ance Program as well as the Technical Support Services contract (under the Energy Per-formance Loan Contract). In addition, the Technical Support Services contract for FY 2017 was billed late and paid in January of 2018. The Technical Support Services con-tract for FY 2018 was paid in September. Total Tenant Services shows an overall estimated decrease in the amount of $5,550 or $82,940. Total Tenant Services Salary (4210) shows an overall decrease in the amount of $4,850 or $56,670. This is due to staff turnover (in February and March) under the Elderly Services Coordinator position. Tenant Services – Employee Benefits (4210.9) shows an estimated increase in the amount of $2,210 or $13,620. This is due to the new hire’s employee benefit selection for medical and dental insurance. Lastly, the Elderly Programming Line (4220.10) shows an estimated decrease of $2,670 or $580. This budget line is for Elderly Programming which is mostly supplies (such as ink and toner) for the Babcock Place computer lab, supplies for food donations and programming costs for weights, piano tuning, manuals and outside instructors for cooking and computer lab classes. In FY 2018 we had several volunteers for outside instructors for the cooking and computer lab classes. In addition, we had supplies on hand (from FY 2017) for food donations. Total Utilities show an overall estimated increase of $22,050 or $318,890. Utilities are a projection based on previous year consumption and experience including any known rate increases at the time the original budget is being prepared. Seasonal weather conditions also play a factor in increases or decreases to utility expense lines. Total Ordinary Maintenance and Operations show an overall estimated decrease in the amount of $20,200 or $736,150. Maintenance Labor (4410) shows an estimated de-crease in the amount of $10,510 or $475,080. Most of this is related to turnover in one Maintenance II as well as one Maintenance I position. Finally, the rewards paid in De-cember under the Employee Performance Incentive Fund are also included in Mainte-nance Labor (4410) for the maintenance employee’s calculated share. Total General Expense show an overall estimated increase of $2,770 or $266,660. This is mostly due to the increase in the agency’s 2018 annual Tenant Accounts Receivable Write off. The agency does an annual write off of tenant accounts that are uncollectible. This budget revision includes all TAR bad debts on the books as of 10/31/18 written off at the November Board meeting (for all public housing programs only under Collection Losses (4570).


December 17, 2018 Other Expenditures show an overall estimated decrease of $20,420 or $7,460. Casualty Losses (4620) show an increase of $33,200 and is for expenses on the fire unit at 1042 New Jersey (for tenant caused damages in February). Related to this is the credit ap-pearing under Proceeds from Insurers (7560.5) in the amount of $35,330. This is the total amount LDCHA received from the insurance company on the fire unit. Property Betterments and Additions (7540.3) show an estimated increase in the amount of $2,724 or $20,724. The original budget included $18,000 for the cost of a new truck (for the maintenance department). The actual cost of the new truck is $20,724 (which has been paid for and should be delivered by the end of the year). Most budget line items include annual projections for year-end accruals which are calcu-lated and recorded in December as part of the year end close-out in accordance with GAAP. What is not included in this budget revision are the materials inventory projection for FYE 12/31/18. Also not included in this budget revision are non-cash adjustments to the general ledger for compensated absences and doubtful accounts for tenants in resi-dency. These will be made with the 2018 year-end close-out and included on the 12/31/18 final year-end financial reports. The 2018 Public Housing Operating Budget revision projects total operating receipts of $2,416,365 and total operating expenditures of $2,063,120 with a provision for current year operating reserves of $353,245. This is $5,361 less than the original budget esti-mate of $358,606. Additionally, these Public Housing operating reserves are held at the PHA level. What is not included in this budget revision is the seventh annual loan repayment (ap-proved at the 01/23/18 Board Meeting and paid on 01/31/18) in the amount of $104,024 for the Energy Performance Loan Contract. BOARD ACTION: Approve Resolution 2018-36.


December 17, 2018

RESOLUTION 2018-36

BE IT RESOLVED that the Board of Commissioners of the Lawrence-Douglas County Hous-

ing Authority (LDCHA) approves Resolution 2018-36, Approve 2018 Public Housing Op-

erating Budget Revision #1, as presented to the Board of Commissioners this 17th day of

December, 2018.

NOW THEREFORE the Board of Commissioners does hereby approve Resolution 2018-36.


12/31/18 FYE PUBLIC HOUSING OPERATING BUDGET REVISION #1 (RESOLUTION 2018-36)

OPERATING INCOME:

FY 2018 BUDGET FY 2018 BUDGET INCREASE/

ACCT. # ACCOUNT DESCRIPTION Original 03/26/18 Revised 12/17/18 DECREASE

3110 Dwelling Rental 1,309,050.00 1,279,860.00 -29,190.00

3110.2 Dwelling Rental - FSS 0.00 0.00 0.00

3190 Nondwelling Rental 0.00 0.00 0.00

TOTAL RENTAL INCOME: 1,309,050.00 1,279,860.00 -29,190.00

OTHER INCOME:

3610 Interest Earned on General Fund/Investments 15,000.00 18,550.00 3,550.00

3690 Other Income - Tenants Damages & Late Fees 35,000.00 26,420.00 -8,580.00

3690.1 Other Income - Cell Tower and Laundry Income 30,320.00 28,330.00 -1,990.00

3690.104 Other Income - Bert Nash (BIND Management Fees) 1,776.00 1,776.00 0.00

3690.111 Other Income - Management Fees (Clinton Place) 100.00 100.00 0.00

3690.116 Other Income - Management Fees (Lawrence Expanded Housing) 300.00 300.00 0.00

3690.125 Other Income - 2017 Hope House (PP) Year 13 Management Fees 1,485.00 1,485.00 0.00

3690.126 Other Income - 2017 Capital Funds (ZS) Management Operations 104,908.00 122,410.00 17,502.00

3690.127 Other Income - 2017 Hope House (PP) Year 13 Maintenance Cost 100.00 176.00 76.00

3690.128 Other Income - 2018 Hope House (PS) Year 14 Management Fees 4,455.00 4,455.00 0.00

3690.129 Other Income - 2018 Capital Funds (ZT) Management Operations 44,362.00 26,860.00 -17,502.00

3690.130 Other Income - 2018 Hope House (PS) Year 14 Maintenance Cost 0.00 0.00 0.00

3690.11 Other Income - Donations (NA) 240.00 240.00 0.00

3690.2 Other Income - Bus Donations 2,500.00 2,200.00 -300.00

3690.3 Other Income - Receipts from NonExpendable Equipment 0.00 0.00 0.00

3690.4 Other Income - Insurance Dividends 0.00 9,159.00 9,159.00

3690.6 HOME TBRA Management Fees 1,700.00 1,700.00 0.00

3690.7 Other Income - ROSS Service Coordinators Grant 3,600.00 3,600.00 0.00

TOTAL OTHER INCOME: 245,846.00 247,761.00 1,915.00

TOTAL INCOME: 1,554,896.00 1,527,621.00 -27,275.00

OTHER RECEIPTS:

8020 FY 2018 HUD PH Op Subsidy * 824,740.00 887,909.00 63,169.00

8020 FY 2017 HUD PH Op Subsidy "Reserve Holdover Additional Eligibility" 0.00 835.00 835.00

TOTAL OTHER RECEIPTS: 824,740.00 888,744.00 64,004.00

TOTAL OPERATING RECEIPTS: 2,379,636.00 2,416,365.00 36,729.00

* Final HUD Eligibility for FY 2018 Public Housing Operating Subsidy

Amp 1 (Family Housing) Final Proration Eligibility = $632,226 X 94.74% = $598,971 (Amp 1 final for FY 2018)

Amp 2 (Elderly Housing) Final Proration Eligibility = $304,980 X 94.74% = $288,938 (Amp 2 final for FY 2018)

OPERATING EXPENSES:



4110 Administrative Salaries 411,430.00 431,120.00 19,690.00

4110.3 Experience Awards 2,280.00 2,280.00 0.00

4130 Legal Expenses 3,000.00 3,000.00 0.00

4140 Staff Training 1,290.00 1,870.00 580.00

4150 Travel 3,890.00 4,000.00 110.00

4170 Accounting Fees 6,340.00 5,810.00 -530.00

4171 Audit Fees 4,400.00 4,400.00 0.00

4182 Employee Benefits - Administration 68,340.00 108,350.00 40,010.00

4182.3 Employee Benefits - Experience Awards 390.00 390.00 0.00

4190.11 Publications 0.00 0.00 0.00

4190.12 Membership Dues & Fees 960.00 930.00 -30.00

4190.13 Telephone 5,550.00 4,540.00 -1,010.00

4190.15 Coll Agent Fees & Court Costs 50.00 50.00 0.00

4190.16 Fiscal Agent Fees 0.00 0.00 0.00

4190.17 Forms & Office Supplies 5,000.00 5,000.00 0.00

4190.18 Postage & Miscellaneous Sundry 16,500.00 13,610.00 -2,890.00

4190.19 Administrative Contracts 25,200.00 32,710.00 7,510.00

TOTAL ADMINISTRATIVE EXPENSES: 554,620.00 618,060.00 63,440.00

TENANT SERVICES:

4210 Tenant Services/Salaries & Emp Ben 61,520.00 56,670.00 -4,850.00

4210.3 Tenant Services - Experience Awards 0.00 0.00 0.00

4210.9 Tenant Services - Employee Benefits 11,410.00 13,620.00 2,210.00

4210.31 Tenant Services -Experience Awards (Employee Benefits 0.00 0.00 0.00

4220 Tenant Services 0.00 60.00 60.00

4220.1 Tenant Services - Bus Repairs & Transportation 4,460.00 4,740.00 280.00

4220.10 Tenant Services - Elderly Programming 3,250.00 580.00 -2,670.00

4220.12 Tenant Services - Edgewood Homes Events 1,000.00 440.00 -560.00

4220.13 Tenant Service - Babcock Place Events 1,000.00 980.00 -20.00

4220.15 RSO Custodial Services 5,850.00 5,850.00 0.00

TOTAL TENANT SERVICES: 88,490.00 82,940.00 -5,550.00

UTILITIES:

4310 Water 38,000.00 45,480.00 7,480.00

4320 Electricity 140,000.00 140,000.00 0.00

4330 Gas 50,000.00 55,630.00 5,630.00

4390 Other Utility Expense 68,840.00 77,780.00 8,940.00

TOTAL UTILITIES: 296,840.00 318,890.00 22,050.00

ORDINARY MAINTENANCE & OPERATION:

4410 Labor 485,590.00 475,080.00 -10,510.00

4410.1 Experience Awards 3,350.00 2,650.00 -700.00

4420 Materials 43,000.00 43,000.00 0.00

4430 Contract Costs 50,690.00 50,690.00 0.00

4431 Garbage Removal 55,570.00 50,070.00 -5,500.00

4433 Employee Benefits - Maintenance 117,580.00 114,210.00 -3,370.00

4433.1 Employee Benefits - Experience Awards 570.00 450.00 -120.00

TOTAL MAINTENANCE & OPERATION: 756,350.00 736,150.00 -20,200.00

OPERATING EXPENSES (CONTINUED):

PROTECTIVE SERVICES:


ACCT # ACCOUNT DESCRIPTION Original 03/26/18 Revised 12/17/18 DECREASE

4480 Protective Services 15,460.00 15,460.00 0.00

4480.1 Protective Services (Extra Foot Patrol) 17,500.00 17,500.00 0.00

TOTAL PROTECTIVE SERVICES: 32,960.00 32,960.00 0.00

GENERAL EXPENSES:

4510 Insurance 142,670.00 142,770.00 100.00

4520 PILOT 101,220.00 96,100.00 -5,120.00

4570 Collection Losses 20,000.00 27,790.00 7,790.00

TOTAL GENERAL EXPENSES: 263,890.00 266,660.00 2,770.00

TOTAL ROUTINE EXPENSES: 1,993,150.00 2,055,660.00 62,510.00

2018 BUDGET 2018 BUDGET INCREASE/


OTHER EXPENDITURES:

4610 Extraordinary Maintenance 2,000.00 2,870.00 870.00

4620 Casualty Losses 0.00 33,200.00 33,200.00

7520.93 Replacements (Under $5,000) 0.00 0.00 0.00

7520.3 Replacements (Over $5,000) 0.00 0.00 0.00

7540.3 Betterments/Additions (Over $5,000) 18,000.00 20,724.00 2,724.00

7540.93 Betterments/Additions (Under $5,000) 7,880.00 6,720.00 -1,160.00

7560.5 Proceeds from Insurers 0.00 -35,330.00 -35,330.00

7590 Operating Expense for Property - Contra 0.00 -20,724.00 -20,724.00

TOTAL OTHER EXPENDITURES: 27,880.00 7,460.00 -20,420.00

TOTAL OPERATING EXPENSES: 2,021,030.00 2,063,120.00 42,090.00

12/31/18 FYE PROVISION FOR OPERATING RESERVES/SURPLUS (DEFICIT) 358,606.00 353,245.00 -5,361.00


December 17, 2018

AGENDA ITEM 5C: Discuss Draft Employee Performance Incentive Program

Revision

BACKGROUND: At the November Board meeting, there was considerable discussion on the Em-ployee Performance Incentive Program (EPIP) and the Board directed that future program rewards be more directly tied to agency and staff performance through meeting annual goals. CURRENT ISSUE: A draft EPIP is attached for the Board’s review. Performance will be assessed on an individual, team and total organization basis, each defined and weighted in im-portance to the overall calculation as follows: o Individual goals, defined as individuals’ specific contribution to the organiza-

tion’s efficient and productive operation;

o Team goals, defined as the individual’s departmental achievement (the rollup

of individual goals to the department level); and

o Organization goals, defined as the total organization’s performance to meet/ex-

ceed HUD standards of excellence and to operate at/above financial plans suf-

ficient to afford to pay staff incentives.

The goals will be quantitative and measured by SEMAP, PHAS, PIC and annual audits. The EPIP is still completely discretionary upon Board approval annually but does allow for increased or decreased awards based on the surplus generated as set out in Attachment A. These amounts were set based on historical surpluses. Note that the Public Housing budget controls a greater portion of the EPIP award be-cause there are 16 employees who are paid only through the Public Housing budget and all but three other employees are paid partially from the Public Housing budget. See attached organizational chart. Each employee will be given an employee incentive plan so their goals are clear. There have been meetings with all the Departments to work on Team goals and each supervisor will work individually with each employee to set yearly goals. This will be completed in January each year.


December 17, 2018

Once the Board determines the parameters for the EPIP, the staff will modify the attached documents and draft a written policy to be adopted by the Board at the January meeting. This will include changes to the Personnel Manual. BOARD ACTION: Review and discuss draft EPIP, make suggestion for modifications and identify final parameters for policy development.

LDCHA Organizational Chart

December 2018

LDCHA Board of Commissioners

Executive DirectorShannon Oury

DirectorMaintenanceDoug Mole

Worker I Custodial

Inventory & Procurement

Jan See

Worker II Clinton Place

Delmar Jackson

Worker I LandscapingJames Hatch

Preventative Maint.Worker IIStacy Younkin

Maint. Supervisor Turnover III

Wayne Kennedy

Worker II TurnoverNoel George

Worker I TurnoverTyler Ellison

Worker I CustodialKimberly Martin

Maint. Supervisor Routine III

Todd Ellison

Worker IIRoutine

Director Senior HousingLori Dalrymple

Clinton PlaceProperty Manager

Bailey Butler

Senior Housing Services Coordinator

Alison Fullen

BP Bus DriverJudy Graversen-

Algaier

DirectorHousing Assistance

Nickie Daneke

Lead Occupancy CoordinatorNiki Fincham

Admissions Specialist

Navonne Easter

Occupancy Specialist

Audrey Schilling

Occupancy Specialist

Beth Martinez

ReceptionistDava Spohn

Housing Support Specialist HOPE

Rae Johnson

Director Prog & Property Mgmt &

Capital FundJerrad Lewis

Management Specialist

Natalie Mulryan

HQS Inspector / Pest Control Tech

Michele Boone

HQS InspectorTyler Torneden

Capital Fund Specialist

Brett Pettinger

Director Resident Services

Heather McNeive

Full Circle Youth Program CoordinatorMatthew Anderson

Early Childhood & Youth SpecialistSophia Holman

Part Time Youth Program Assistants

Michael Lay

Volunteer, VISTA, MTW assistants

Employment & Education Specialist

Linda Thomasson

MTW Office Assistant

(3 month temp)

Employment Specialist

Zoë Johannsen

Housing Support CoordinatorErin Sanders

Executive AssistantRuth Lichtwardt

Finance DirectorBeverly Hyatt

Business Office Assistant

Beth Anne Mole

MTW Coordinator/ Data AnalystGallal Obeid

Lawrence-Douglas County Housing Authority DRAFT: 12/11/2018 Employee Performance Incentive Plan

Objectives:

Recognize superior performance of LDCHA staff

Enable LDCHA staff to manage successful delivery of the agency’s mission “to transform lives through accessible, affordable housing opportunities for all Douglas County residents.”

Total Performance Incentive

Incentive based on this weighting

It will be adjusted by a multiplier to reward your actual results For example, with the award amount of $80,00:

Does not meet

target Less than target Meets target Above target

The Agency 50%

0% 0% 2.5%

$1000

2.6-3.5%

$1040-$1400

Your Department

25%

0% 1.0-2.4%

$200-$480

2.5%

$500

2.6-3.5%

$520-$700

You* 25%

0%

1.0-2.4%

$200-$480

2.5%

$500

2.6-3.5%

$520-$700

* An employee with a “Needs Improvement” performance rating is not eligible for the EPIP

Governance:

LDCHA intends to reward every team member through EPIP upon achievement of their annual goals. However, any award and final award amounts are discretionary and determined by the Board, based on a minimum Public Housing surplus and availability of matching Section 8 funds.

Performance against all pre-determined goals will be assessed annually by the manager of each department and reviewed/approved by the Executive Director and the Board of Commissioners.

Status reports of progress against goals at each level will be provided to all program participants quarterly; the Executive Director will review the agency’s overall performance and identify funds available for the EPIP at the November Board Meeting and will communicate to all participating staff annually.

Goals are to be set at levels in excess of each participants’ standard job expectations, to enable the overall organization to improve operationally and grow to provide more, better services to the Lawrence-Douglas County community.

Employee Performance Measures for Incentive Plan – Revised Draft 12/11/2018

Agency Wide Measures:

Financial Performance – achieve surplus in Public Housing anf Section 8 Budget

(Attachment A)

Program – Achieve High Performing Status

o Score 90 or above on latest PHAS

o Score 90 or above on latest SEMAP

General Housing Department Measures

HCV Annual Utilization of 98% (Not including MTW Special Vouchers)

Mainstream NEDS Annual Utilization of 80%

NEDS - Annual Utilization of 98%

Waitlist – Administration

Achieve QC Requirements

PPM Department Measures

Public Housing Occupancy annual 98%

Capital Fund Obligation compliance

FYE Occupancy Rate 96%

HQS – Rent Reasonableness / 24-hour Emergency / Correct UA

Waitlist – Administration / Pass Penalty

Senior Housing Measures

Annual Occupancy 98%

Achieve QC Requirements

Timely Recertification

Waitlist – Administration

Needs tenant services goal (yet to be determined)

Maintenance Measures

Vacant Unit Turnover

o Units needing Minor Repairs –ready within 18 days

o Units needing Major Repairs – ready within Mod approval date

Emergency Maintenance – within 24 hours

Safety Training: Quarterly

Procurement Compliance

Inventory/Disposition Compliance

Resident Services Office Measures

10% - Resident Services FSS Program Outreach - Greater than or equal to 80%

completion of follow up attempts by phone or email for service interests expressed on

Annual Recertification FSS Program survey (performed quarterly),

5% - Financial Literacy measure - Greater than or equal to 80% completion of follow up

with public housing tenants on late rent list monthly, completion = three attempts to

contact by phone, email, and/or home visit,

5% - Employment program measure - Greater than or equal to 50% of individuals on

MTW mandatory work requirement contracts will gain employment of 15 hours per week

or more,

5% - Youth program outreach measure – Greater than or equal to 75% of public housing

families with children ages 0-17 will receive information about youth programs and

scholarships (newsletters, flyers about programs, and in-person/phone outreach efforts)

Administrative Department Measures

All HUD Reports, Plans, PIC, MTW, SEMAP, HOME filed on time

Compliance with Procurement & Internal Controls, Audit, insurance renewals,

inventory completed and filed on time

Grant renewals filed on time

LOCCS

VMS filed on time

Attachment A Lawrence-Douglas County Housing Authority

Employee Performance Incentive Plan Surplus Payment Schedule* Draft

12/11/2018

*LDCHA intends to reward every team member through EPIP upon achievement of their annual goals. However, any award and final award amounts are discretionary and determined by the Board, based on a minimum Public Housing surplus and availability of matching Section 8 funds.

Public Housing Payment Schedule

PH Surplus Amount

S8 Surplus Amount

EPIP Allocation

$0.00

$225,000 $75,000 $60,000

$250,000 $100,000 $64,000

$275,000 $125,000 $68,000

$300,000 $150,000 $72,000

$325,000 $175,000 $76,000

$350,000 $200,000 $80,000

$375,000 $225,000 $84,000

$400,000 $250,000 $88,000

$425,000 $275,000 $92,000

$450,000 $300,000 $96,000

$475,000 $325,000 $100,000

DRAFT LDCHA Incentive Plan Form

Participant Name: Mary Jane

Team: General Housing (example)

Date: 8/1/2019

Component Goal Actual Achieved Rating

(LTT,MT,ET)

Individual-25%

1. 90% Customer Satisfaction 1/2.5

90% satisfaction rate MT=1

2. Reduce rent calculation errors by 10% .75/2.5

Reduced by 16% ET=1.25

3. Recertifications completed by deadline each month .75/2.5

All recertifications were completed by their deadline

MT=.75

Total 3/2.5

Team-25%

Section 8 Utilization 1. 98% 1.25/2.5

97% LTT= .75

2. NED Mainstream 80% NED Original 98% .25/2.5

80% Mainstream 98% Original

MT= .25

3.

Waitlist Administration QC compliance Each valued at .375/2.5

Waitlist and QC compliance exceeded requirements per SEMAP Reports

ET=1

Total 2/2.5%

Agency-50%

Financial Surplus: PH budget, matched by S8

1. Per Attachment A

PH=$350,000 S8=$275,000

$80,000

SEMAP – 2018 Reported 2019

2. 90% 1.25/2.5

92% ET=1.5

PHAS – 2018 Reported 2019

3. 90% 1.25/2.5

90% MT=1.25

Total 2.75/2.5

Available Incentive $ Amount

$80,000

Incentive Award for Individual

$2,100

Calculated for above example: With $80,000 EPIP Award amount: Agency: $40,000 0.0275*40000= $1,100*40 employees= $44,000 Department: $20,000 0.02*20000= $400*7 employees= $2800 Individual: $20,000 0.03*20000=$600 Total Incentive Award for the Individual is $2,100

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY BOARD OF ... · BOARD OF COMMISSIONERS MEETING December...

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