housing authority of portland · (exec director tab) steve rudman 503.802.8455 public hearing...

Housing Authority of Portland Board of Commissioners Meeting

Multnomah County Building 501 SE Hawthorne Blvd.

(located at the east end of the Hawthorne bridge) Portland, Oregon

April 19, 2011, 6:15 PM

www.hapdx.org

HAP joined Portland City Commissioner Nick Fish on a tour to give the media a first look at Bud Clark Commons. Reporters were interested in all facets of the building’s operations, as well as its sustainable features.

Housing Authority of Portland Board of Commissioners Meeting

HOUSING AUTHORITY OF PORTLAND

INDEX FOR ELECTRONICALLY DISTRIBUTED BOARD OF

COMMISSIONERS BOARD MEETING PACKET FOR APRIL 19, 2011

Index Page 4 Notification Letter Page 6 Agenda/Consent Calendar Page 8 Minutes Page 20 Executive Directors Report Page 23 Staff Reports Page 28 Dashboard Report Page 32 Resolutions

Housing Authority of Portland Board of Commissioners Packet April 2011

2

PUBLIC NOTICE:

THE HOUSING AUTHORITY OF PORTLAND BOARD OF COMMISSIONERS

will meet on Tuesday, April 19, 2011

At 6:15 pm At the Multnomah County Building – Commission Room

501 SE Hawthorne Blvd, Portland


3

TO: COMMUNITY PARTNERS FROM: STEVE RUDMAN DATE: April 13, 2011 The Board of Commissioners of the Housing Authority of Portland will meet on Tuesday, April 19, 2011 at the Multnomah County Building – Commission Room 501 SE Hawthorne Blvd, Portland at 6:15 P.M. The commission meeting is open to the public. The meeting site is accessible, and persons with disabilities may call 503-802-8423 or 503-802-8554 (TTY) for accommodations (e.g. assisted listening devices, sign language, and/or oral interpreter) by 12:00 pm (noon), Friday, April 15.


4

CONSENT CALENDAR MINUTES


5

HOUSING AUTHORITY OF PORTLAND BOARD OF COMMISSIONERS MEETING

Multnomah County Building – Board Room 501 SE Hawthorne Blvd

Portland, Oregon April 19, 2011 6:15 PM

INTRODUCTION AND WELCOME PUBLIC COMMENT General comments not pertaining to specific resolutions. Any public comment regarding a specific resolution will be heard when the resolution is considered. MEETING MINUTES (Consent Calendar/Minutes TAB) Topic Minutes of March 15, 2011 Board of Commissioners Meeting

REPORTS / RESOLUTIONS Following Resolutions: 11-04 TOPIC Presenter/POC Phone # REPORT Executive Director’s Report

(Exec Director TAB)

Steve Rudman 503.802.8455

PUBLIC HEARING

Public Hearing to Hear Revisions to the Admissions and Continued Occupancy Policy at Bud Clark Commons

Dianne Quast Rachael Duke

503.802.8338 503.802.8408

01 Authorize Renewal of Employee Benefit Plan

Rebecca Gabriel Melissa Richardson

503.802.8502 503.802.8529

02 Authorize Adoption of the Guiding Principles for Development

Brian Lessler Mike Andrews

503.802.8507

03 Authorize Board of Commissioners Expense Reimbursement Policy and Protocols

Peter Beyer

503.802.8538

ADJOURN EXECUTIVE SESSION The Board of Commissioners of the Housing Authority of Portland may meet in Executive Session pursuant to ORS 192.660(2). Only representatives of the news media and designated staff are allowed to attend. News media and all other attendees are specifically directed not to disclose information that is the subject of the session. No final decision will be made in the session.


6

THE NEXT MEETING OF THE BOARD OF COMMISSIONERS The Board of Commissioners will meet Tuesday, May 17, 2011 at 6:15 PM. This meeting will take place at the Bud Clark Commons, NW 6th & NW Hoyt, Portland.


7

1

HOUSING AUTHORITY OF PORTLAND BOARD OF COMMISSIONERS MEETING MINUTES

March 15, 2011 Housing Authority of Portland

135 SW Ash Street, Portland, OR 97204 COMMISSIONERS PRESENT Chair Lee Moore, Vice Chair Harriet Cormack, Vice Chair Shelli Romero, Commissioners Gretchen Kafoury, Brian Lessler and Amie Pico STAFF PRESENT Katie Such, Mike Andrews, Peter Beyer, Michael Buonocore, John Keating, Kathy Kodis, John Manson, Shelley Marchesi, Trent Marsh, Dianne Quast, Melissa Richardson, Todd Salvo, Melissa Sonsalla, Celia Strauss, Grant Walters and more than 30 site staff employees COUNSEL PRESENT Steve Abel Chair Lee Moore called the meeting to order at 6:15 PM. PUBLIC COMMENT The public comment period was held until later in the evening. MEETING MINUTES Minutes of February 15, 2011 Chair Lee Moore asked for a motion to adopt the minutes of the February 15, 2011, Board of Commissioners Meeting. Commissioner Kafoury moved to adopt the minutes; Vice Chair Romero seconded the motion. The vote was as follows:

Chair Lee Moore – Aye Vice Chair Harriet Cormack – Aye Vice Chair Shelli Romero – Aye Commissioner Gretchen Kafoury – Aye Commissioner Brian Lessler – Aye Commissioner Amie Pico – Aye

CONSENT CALENDAR RESOLUTION 11-03-01 Authorization to Execute Amendment to Promissory Note with the Portland Housing Bureau for Dawson Creek Apartments Chair Lee Moore asked for a motion to adopt the resolution on the Board’s Consent Calendar. Commissioner Pico moved to adopt the resolution; Commissioner Lessler seconded the motion.


8

2

The vote was as follows: Chair Lee Moore – Aye Vice Chair Harriet Cormack – Aye Vice Chair Shelli Romero – Aye Commissioner Gretchen Kafoury – Aye Commissioner Brian Lessler – Aye Commissioner Amie Pico – Aye

REPORT Executive Director’s Report Deputy Executive Director Katie Such delivered the Executive Director report to the Board in Steve Rudman’s absence. She noted that Rudman was participating on a panel for CLPHA, speaking about HOPE VI. She also noted that staff are still hopeful for our HOPE VI application for Hillsdale Terrace. Such said the agenda for the evening would start with an update on how the Public Housing Preservation Initiative (PHPI) has progressed, in the context of proposals for disposition and subsidy change, an integral part of furthering PHPI. Two additional agenda items related to the plan for subsidy change – a resolution regarding the application for the disposition and an amendment to the current MTW Plan for the same purpose. Such reported staff were also pleased to present HAP’s budget for the next fiscal year, beginning April 1, 2011. Commissioners had been briefed on the budget in advance of the meeting, to ensure they were familiar with the document. Such said within the budget, we are in a slight deficit position. There is uncertainty around the federal budget. Staff feel we are positioned to plan for any severe cuts at the federal level. The budget also includes information about funding for a number of initiatives associated with the Strategic Directions the Board adopted last September. Funding for these items is through funds from previous years. This information is included in the budget on pages 34 and 35. Such said the Board would hear from John Keating with some good news from the Urban Institute. HAP has received a grant which fits in nicely with our Strategic Directions and will allow us to do interesting things with families at New Columbia and Humboldt Gardens. Such said the Board would also be asked to approve a construction contract for Eliot Square, a project within PHPI. Such also noted that handouts had been provided to the Board, with additional information about the public process for subsidy change, and a revised memo and resolution for the MTW Plan amendment. This revision addressed a technicality because HAP has not yet received approval from HUD for the MTW Plan. The revised memo and resolution provide for flexibility in making the subsidy change update.


9

3

Vice Chair Romero said she’s heard that the HUD Assistant Secretary for Civil Rights will be in Portland in April. She noted there may be an opportunity for the Board to have a conversation. REPORT Public Housing Preservation Initiative Update Mike Andrews and Dianne Quast presented the report to the Board. Andrews said staff thought it would be helpful to provide a report on the Public Housing Preservation Initiative (PHPI) as context for the later discussion around subsidy change. In 2007, HAP set out to reposition our portfolio because of challenges with the national public housing system. When PHPI was introduced, HAP owned about 160 units of single-family rental housing, which were inefficient and challenging to manage. We decided to sell those units and use the cash from those sales to address fundamental goals of PHPI. Andrews provided an update on the outcomes of those initiatives. Of the original 160, there are 18 properties left to sell. Funds from sales have been invested in the two fundamental goals – one-for-one replacement and capital improvements. The chart on page two of the report shows units created; as of right now, we are up to 145 units that have been replaced. The Hillsdale Terrace redevelopment would net 13 new public housing units at that community. That would put us over our one-for-one replacement goal. Madrona Place Apartments in Gresham and Hillsdale Terrace both include larger bedroom units. Andrews reported of the recent successes in investing in capital improvements in our family properties. The Sweet 16 and Fam 4 projects make up 20% of our traditional public housing portfolio, and we spent about $17 million on capital improvements across those units in the last two years. We also spent about $7 million on three major renovations at Peaceful Villa, Maple Mallory and Slavin Court in roughly the last five years. That leaves the balance of the portfolio, which we know needs to be addressed. Hillsdale Terrace has significant needs and the plan there is to redevelop entirely with the aid of a HOPE VI grant. We believe those capital needs are about $12-15 million. The other big area is the ten high-rise towers. With about 1,200 units, they comprise approximately 60% of our traditional public housing portfolio. The capital needs there are between $23 and $25 million and cannot be covered by the annual capital grant. Andrews said we think now that subsidy change will allow us to make those improvements. Underpinning all of this work is the feeling that we need to preserve the portfolio and keep it affordable, as well as address the capital needs. We believe subsidy change is the right way to do this for these properties. Andrews concluded the report and no authorization was needed at this time.


10

4

RESOLUTION 11-03-02 Authorization to Submit Section 18 Disposition Application to Support the Change in Subsidy at Ten (10) Public Housing Projects Mike Andrews and Dianne Quast presented the resolution to the Board. Quast provided an update of public outreach since the last Board meeting. Staff had meetings with Resident Advisory Committee, meetings at each of the ten high rises with residents, and a community stakeholder meeting in March. A summary of comments, questions and answers from those meetings is included in the resolution. Quast gave a summary of the meetings. There was good turnout at the ten high rise meetings, with an average of 35% of residents in attendance. Attendees at all the meetings asked similar questions about how the change would affect procedures, rents and utility payment. Many wanted to understand how the tax credit program works, how that will affect housing, and how that will help HAP address deferred maintenance. Quast said the biggest concern raised is about the Congregate Housing Services Program (CHSP) currently at three high rises. Because these three properties will no longer be public housing, we will no longer be able to house the program there, impacting 66 residents. We have three other properties that will be eligible for those CHSP households, Rosenbaum, Unthank, and Grace Peck, and we will begin to look this week at how to transfer those residents to those buildings. Other impacted households include six households that will be over tax credit income limits, and 30 households that have a head of household who is a full time student, which also does not qualify under the low income tax credit program. We’re looking at less than 100 out of 1,200 households that will have to deal with relocation, due to changes in the program rules when we move to project-based Section 8 and tax credits. Many asked if HAP would continue to own and manage the properties and if grievance policies would remain the same. We intend for both those things to stay the same. We will include information about the grievance procedures in the Section 8 Admin Plan as well as in the leases at those properties. Quast said that in all, community meetings were supportive for this action. Andrews said staff have been preparing so that the application will be well received by the special application center at HUD. We have had several conversations with HUD, as well as legal advisors, so we can structure the application correctly. Andrews said they have also briefed the Portland Housing Bureau about this change. A letter of support from the Mayor is required and that is underway. Andrews said we are well on our way to having the application prepared to submit, pending Board approval. Commissioner Pico asked if the households who will be ineligible because of CHSP, student status or income will be limited in their options for where they can move. Quast said our application includes a relocation plan for residents impacted. The households currently in CHSP will have the option to relocate to the three buildings where HAP can place the services or we’ll work with them to find other relocation options.


11

5

Commissioner Pico asked if any of those residents will be able to get a Section 8 voucher. Quast said a voucher would be an option for the households who will become ineligible. She also asked if there will be grievance support for households. Quast said the grievance procedures will be exactly the way it is now and that households can choose to bring in an advocate and we provide that information. Vice Chair Cormack said she was happy to see this moving along and appreciated the way the presentation was structured. She said she appreciated the hard work, the hearings, the feedback, and that it seems HAP is very well grounded to move forward with this strategy. Chair Moore said we have talked about the impact on residents and finances, but not about the impact on workforce. He asked Deputy Executive Director Such to address this. Such said it is HAP’s intent to manage and operate these properties in the same way as public housing, even after they are considered project-based Section 8 properties. We take a lot of pride in the way we manage our high rises. Such said that after providing the opportunity for public comment, staff would ask for specific authorization of the two resolutions. PUBLIC COMMENT Three people signed up for public comment. Chair Moore offered 15 minutes in total for the public comment period. Jonathan Donehower with the Operating Engineers began by saying many of their concerns, especially concerns for the residents, had been addressed in the presentation. There have been concerns from the group for the residents and for the change it will have on their work. They represent and maintain the public and affordable housing buildings and the concern is what will happen if HAP no longer fully owns those buildings and there are outside investors. Trent Marsh, HAP employee and shop steward for Local 701, said the trades group had concerns about tax credit investors having a say in who manages our property. They have heard from management that it is not their intention to have outside property management, but it could be a possibility if tax credit investors want that. Marsh asked what protections union employees will have, and what type of labor partnership will exist with outside owners. Grant Walter, representing Maintenance Generalists 1 and 2, is the shop steward for Local 296, which is the operating laborers’ local. He said this change brings uneasiness and one of their main concerns is the effect on the tenants. They’re there for them and when HAP starts displacing people, it sends a wrong kind of message. He said HAP


12

6

has been put into a situation before where we were told we could not take care of the properties because of outside tax credit investors and that’s a concern of the workforce. Chair Moore said it meant a lot to have so many staff in attendance at the meeting as a show of concern and support. He appreciated that they were there and said he’s heard how proud HAP is of our workforce and the work they do. He asked Such, Andrews and Quast to address the issues raised by public comment. Such spoke to address the concerns raised about tax credit financing. She said a big part of attracting investor equity into the high rises is using tax credit financing. The general partner, in this case HAP, is the general owner of the property and the limited partner is truly limited. Such said it is true that approval of outside investors is needed for major pieces of business, including decisions about how they will manage the property. We now have a history, at Humboldt Gardens and Bud Clark Commons, of working with investors and labor to ensure ongoing management by HAP staff. Quast said site staff’s care for residents is considered a strength of our property management team. That is our expertise, and that is why we will manage Bud Clark Commons and why we will continue to manage these high rises. Quast said that third party HQS inspections are a HUD requirement for project-based Section 8 units. It does not mean that annual preventative maintenance and property inspections will be completed by anyone other than site staff. This doesn’t displace any activities currently done by management and maintenance staff on the property. Commissioner Lessler said that as HAP staff go to the underwriter for tax increment financing and present the business plan as part of the LLC document requirements, he presumed the management plan included will set out that management will be done by HAP maintenance staff. Chair Moore offered additional time for public comment. None was requested. Chair Moore closed the public hearing portion of the meeting and again thanked staff, on behalf of the Board, for their attendance. RESOLUTION 11-03-02 Authorization to Submit Section 18 Disposition Application to Support the Change in Subsidy at Ten (10) Public Housing Projects Chair Moore asked for a motion to adopt the resolution. Commissioner Lessler moved to adopt the resolution. Vice Chair Cormack seconded the motion. The vote was as follows:

Chair Lee Moore – Aye Vice Chair Harriet Cormack – Aye Vice Chair Shelli Romero – Aye


13

7

Commissioner Gretchen Kafoury – Aye Commissioner Brian Lessler – Aye Commissioner Amie Pico – Aye

RESOLUTION 11-03-03 Authorization of Amendment I to FY2012 MTW Plan in Support of Resolution 11-03-02 Commissioner Kafoury moved to replace the resolution with what was handed out. Replacement provides for alternative to submit modification if the Plan has not yet been approved, or amendment if the Plan has already been approved. Chair Moore asked for a motion to adopt the amended resolution. Commissioner Kafoury moved to adopt the resolution. Commissioner Lessler seconded the motion. The vote was as follows:


RESOLUTION 11-03-04 Authorize Adoption of the FY2012 Annual Budget Chief Financial Officer Todd Salvo and Senior Financial Analyst Kathy Kodis presented the resolution to the Board. Salvo remarked that Kodis had stepped into the breach this year with the departure of Julie Satterwhite, and had managed the process throughout the agency. Salvo said he was bringing this year’s budget to the Board with confidence and was here to ask approval. Salvo said the Board had previously seen the budget at the Finance and Audit Committee meeting, the work session, or in one-on-one meetings. Commissioner Kafoury asked if there were any changes to the budget the Board had previously reviewed. Salvo said there were no changes made to the budget after the work session. Total revenue for FY2012 is budgeted at $105.5 million and total operating expenses are budgeted at $112.5 million, generating an operating loss of $7 million. In FY2012, we’re very slightly negative on cash flow, but effectively break even. In FY2011, we had a $1.2 million positive operating cash flow. There’s still a great deal of uncertainty about this year’s federal funding, so we look at that positive $1.2 million from last year as an opportunity to absorb what may happen with respect to our funding. Also in the budget are our Strategic Directions Implementation Initiatives. Those are funded completely from reserves; we are not using operating income from the current year to fund those efforts. We have funding in the current budget to accommodate our operating expenses, and we have funds in reserves for these initiatives.


14

8

The overall cash position is still strong and we have the capacity on our balance sheet to manage through this period. We know Congress’s current continuing resolution will go through April 8, 2011, and current speculation is it will be the last continuing resolution. Once the federal budget is finalized, Salvo anticipated revising the budget and coming back to the Board to discuss what that means going forward. Chair Moore commended Salvo and his staff on a tremendous job. He was happy to see no staff reductions and felt it was good news in the financial circumstances we’re working with. He also thanked Kodis for stepping in. Commissioner Kafoury moved to adopt the resolution. Vice Chair Cormack seconded the motion. The vote was as follows:


Vice Chair Cormack asked how long HAP would be able to operate if the federal government shut down. Salvo confirmed that we have sufficient reserves to operate for about a month. He said the situation is highly unlikely, but we do have the capacity with our reserves to operate at least temporarily. Commissioner Pico asked when was the last time staff received pay raises. Salvo said staff received pay raises within the last fiscal year. Our represented employees will begin labor negotiations at the end of March, and coupled with revenue uncertainty, we didn’t feel comfortable projecting pay increases in FY2012. Commissioner Pico asked if there was a possibility of pay decreases. Salvo said no, we would not have pay decreases. REPORT FY2011 Third Quarter Financial Results Todd Salvo and Kathy Kodis presented the report to the Board. Kodis said the third quarter financial report was very positive, with an operating income of $3.2 million, which compares favorably to the budgeted $0.4 million loss. Net assets have grown by $17.3 million. Kodis said operating revenue had a $2.2 million favorable variance; the largest contributor to that variance is HUD housing subsidy in both Section 8 and public housing. Operating expenses had a $1.4 million favorable variance. Major contributors are administrative personnel expense, other tenant services expense and other maintenance expense.


15

9

Other income expense had an unfavorable variance of $.7 million. The largest driver of that was an investment in partnership valuation charge resulting from the conversion of Dawson Park and Pearl Court from tax credit properties to agency owned affordable properties. Capital contribution proceeds have increased $13.3 million. This has consisted primarily of $4.5 million of capital fund for the public housing portfolio, $5.4 million in PDC grants for Bud Clark County, $0.7 million from Multnomah County for donated windows, and $1.9 million in ARRA funds for the Sweet 16 project. On the balance sheet, total assets are $352.7 million, which is an increase of $7.4 million compared to March 31, 2010. We continue to be in a highly liquid position with cash and investments of $34.8 million. RESOLUTION 11-03-05 Authorize Eliot Square Construction Contract Mike Andrews and John Manson presented the resolution to the Board. John Manson, Assistant Director of Construction Services, said this resolution requests authorization to enter into a capital improvements contract for renovation of Eliot Square. Eliot Square is being undertaken as part PHPI and will be the last site as part of the Fam 4 project. Work includes a new children’s playground and landscaping, but improvements will primarily be internal – plumbing, flooring, cabinets, electrical and energy efficiency upgrades. The successful bidder was North Pacific Construction and Remodeling, who submitted the lowest responsive, responsible bid. They are an emerging small business and have performed with HAP on six different renovations projects since 2004. Manson said the work is ready to go, we have permits in hand and construction is scheduled to start in April and last about six months. The work involves resident relocations of about 55 days per households. Meetings have been held with all of the residents and plans are in place for each household. Commissioner Pico asked where the families are relocated during those 55 days. Manson said the first ten households have already been relocated to other HAP sites. Once those first ten units are complete, the other residents will move within the complex. Commissioner Kafoury moved to adopt the corrected resolution. Commissioner Lessler seconded the motion. The vote was as follows:



16

10

Vice Chair Romero asked how this related to target business goals. Manson said in terms of target business, the company is an emerging small business and they’ll self perform about $450,000 worth of work. REPORT Urban Institute Grant Update John Keating and Michael Buonocore presented to the Board. Keating said Sue Popkins from Urban Institute approached HAP about working together to find funding and do an evaluation. The Urban Institute had an opportunity from the Open Society Foundation, who had $3 million to put toward poverty alleviation. The Urban Institute was awarded the funds and is conducting the demonstration project with HAP and two other sites in Chicago. Keating said the project will focus on Opportunity Housing Initiative participants at New Columbia and Humboldt Gardens. Three areas will be covered in this project: enhanced services for head of household to attain job skills and better employment, youth programs, and community health. Also, even though this program is for two years of funding, Urban Institute has committed to provide long term help to find other foundation dollars. Buonocore said the grant will also support Strategic Directions adopted last fall. Specifically, Strategic Direction #2 speaks to broadening participation and sharpening the focus of self-sufficiency programs and Strategic Direction #3 talks about partnership with HAP community, increasing self-sufficiency opportunities and engaging youth in our housing. This grant will allow us to take a whole family look at participants in self-sufficiency programming, which we haven’t really been able to do before. The timing is also ideal because staff are working on developing a cohesive strategy for resident services in North Portland. We can structure this in such a way that the Urban Institute will be able to evaluate the outcome. Vice Chair Cormack said from the Urban Institute news release indicated they were expecting HAP to come up with 100% match for their investment, and asked for clarification. Keating said that funding is not coming from HAP. HAP’s commitment is to show in-kind services we are already providing and we’re not expected to come up with additional funds. Commissioner Kafoury offered congratulations. Vice Chair Cormack asked if this was the third year of operations for Rosa Parks School. Keating said this is almost year five and Real Estate Operations has started conversations with N4C about transferring the school to Portland Public Schools. Vice Chair Cormack said so much time and energy was put into that neighborhood management agreement with Boys and Girls Club and Parks. She asked if there is


17

11

harmony among the entities and if goals are being met. Keating said many things have greatly improved. Truancy is down, although tardiness is a problem. Vice Chair Cormack asked if there are plans for youth as the summer approaches. Keating said the resident services team has great things lined up for the youth at New Columbia. He said staff will also be coming to the Board in May to discuss youth strategies and youth opportunities. ADJOURN There being no further business, Chair Moore adjourned the meeting at 7:45 PM. EXECUTIVE SESSION Following adjournment, the Board of Commissioners of the Housing Authority of Portland did meet in Executive Session pursuant to ORS 192.660(2). Attached to the Official Minutes of the Housing Authority of Portland are all Resolutions adopted at this meeting, together with copies of memoranda and material submitted to the Commissioners and considered by them when adopting the foregoing resolutions. A taped recording of the proceedings is also kept on file. Celia M. Strauss Recorder, on behalf of Steven D. Rudman, Secretary ADOPTED: April 19, 2011 HOUSING AUTHORITY OF PORTLAND _________________________________ Lee E. Moore, Sr., Chair ATTEST: _______________________________ Steven D. Rudman, Secretary


18

EXECUTIVE DIRECTOR’S

REPORT


19

1

M E M O R A N D U M

Office of the Executive Director

DATE: April 19, 2011 TO: Board of Commissioners FROM: Steve Rudman SUBJECT: April Executive Director’s Report I will keep my report brief this month, as our agenda in April is a short one and you have ample HAP reading this week in preparation for our retreat this Friday and Saturday. We are using the opportunity of this month’s board meeting to hold a public hearing on changes to our public housing administrative procedures that support the housing plan at The Apartments at Bud Clark Commons. We also will ask for authorization for renewing our employee benefits plans, and the Development Committee is presenting, for adoption, principles to guide our development activities. Before addressing this business, let me give you a brief update on what we understand about the federal fiscal year budget negotiations underway in Washington, D.C. We all watched the drama unfold last week as Congress negotiated an eleventh hour agreement on spending cuts under the threat of a government shutdown. This week the extent of those cuts is coming into focus for our programs. First the good news: Section 8 rent assistance funding and public housing operating funding is in line with our projections and the budget you approved in March. The reductions appear to be deeper in the public housing capital fund and the administrative funds we receive to run the Section 8 program. We’re not certain where the final numbers will land, as negotiations continue as I write this. Industry groups are working with Congressional staff to help them understand the impact these steep funding cuts will have, and we have reached out as well. While we can manage through these reductions this year, if they continue or deepen in our next fiscal year, we will be in a much different situation.


20

2

Hearing on Public Housing Changes As we have discussed with you over the course of the development, the housing plan for our apartments at Bud Clark Commons is unique. The plan involves providing permanent supportive housing for the most vulnerable among those who live outdoors in our community. I won’t go into it in depth here, as we will meet at the new facility for the May board meeting and devote time to explaining the housing program in detail. To support the plan we must amend our public housing administrative policies to include language that covers the processes we will use to select residents to live in our apartments. We are holding a hearing on the changes in April and then will bring them forward for your consideration at the May meeting. Renewal of Employee Health and Welfare Benefits We are pleased to bring you a resolution asking for approval to renew our health and welfare benefits for employees with a cost increase of just 2.8% -- approximately $72,000 – over the plan year, which begins on July 1. This is relatively modest growth compared with what other employers are experiencing. The only significant change to the plan is a move to $0 co-pays for preventative care, which will be required of HAP at some point in the future as a result of healthcare reform legislation. I want to thank our Labor Management Healthcare Plan Committee for working with us on this year’s recommendation. This nine-member group, which consists of represented and non-represented employees, provides input and advice to our human resources staff and is responsible for educating their constituencies on health care and health design issues. They have provided tremendous support over the years of their existence, and this year was no exception. Guiding Principles for Development The board’s Development Committee – Commissioners Bachrach, Lessler, Smith and myself – has worked on a broad framework for HAP’s development and community revitalization activities. These principles are being presented for adoption at the May board meeting. Upon adoption, the committee anticipates using the principles as a springboard to create a development strategy that will allow us to further refine our development activities. Mike Andrews, who heads our Development and Community Revitalization efforts, has been involved in the process and looks forward to working with the committee on these next steps. Upcoming Events Our next work session is Wednesday, May 4. Please note a location change for our regularly scheduled board meeting on May 17. We will meet at the Bud Clark Commons, 650 NW Irving Street. We look forward to giving you a tour and briefing on the housing program starting at 5:00 p.m. ahead of the 6:15 p.m. start to the board meeting.


21

STAFF REPORTS


22

Contract # Contractor Contract Amount Description Department Execution Date Expiration Date

C0864 Central City Concern

Conducting Application, Advertisements, Proposals, Evaluation

and Selection for Veterans Affairs Supportive Housing (VASH) & Programming; RFP 12/10-122

RA 2/1/2011 1/31/2016

C0855PSI Professional Services Industries,

Inc.$3,860

Special Inspection Services at Ainsworth Court

DCR 2/11/2011 5/21/2011

C0854 Macias Gini & O'Connell LLP $15,000 Financial Audit Services;

RFP 11/10-116ACTG 2/28/2011 9/30/2011

C0853 Marquam Group $15,000 Exchange Upgrade Windows 2007 to

2010 for IT ProjectDBS 2/28/2011 9/30/2011

C0860 ieSolutions $28,000 Property Manager for Rent Reform

Services; Informal RFPEXEC 3/1/2011 12/31/2011

C0861 Oaktree Digital $3,000 Website Redesign for the Agency; IRFP

11/10-117EXEC 3/1/2011 3/31/2012

C0863 Nan McKay $20,741 Update ACOP Policy REO 3/15/2011 3/2/2012

C0891 Innovative Changes $5,000Financial Literacy Workshops at

Hillsdale Terrace; Humboldt Gardens EXEC 3/24/2011 6/30/2011

C0847 Horizon Restoration $42,676 Repair Water Damage at Carlton Court REO 2/1/2011 2/15/2011

C0839 Kone Elevator $206,300

Installation and Purchase of New Elevators for Unthank Plaza; U.S.

Communities Governmental Cooperative Agreement Contract

REO 2/11/2011 7/1/2011

C0841 WMX and Great Kate! Construction $66,696 Door Improvement Project at Plaza

Townhomes; Informal RFBDCR 2/11/2011 3/31/2011

C0852 Walsh Construction Co. $962,809 Renovation at Ainsworth Court

Apartments; RFB 01/11-121DCR 2/1/2011 10/31/2011

C0842 George Morlan Plumbing $11,800 Replace and Install Water Heaters at

Sellwood CenterREO 2/18/2011 2/17/11*

C0862 M & M Construction $1,495 Asphalt and Stripping at the Madrona

ApartmentsDCR 3/11/2011 6/30/2011

C0859North Pacific Remodeling &

Construction$1,068,250

Modernization at Eliot Square; RFP 01/11-120

DCR 3/16/2011 11/30/2011

C0867 Pavilion Construction $23,693 Mail Kiosks at Eastwood Court and Fir

Acres; IRFB 03/11-123DCR 3/22/2011 3/31/2011

C0931 Sunset Heating Co. $5,475 Install Electric Furnace and Air Pump in

Peaceful Villa Community RoomREO 3/31/2011 4/15/2011

C0856 Canon Business Solutions $1,428 AnnuallyCanon ir3225 Multi-Function Machine

for the Bud Commons Trailer (moves to BCC 4th Floor in June)

REO 2/9/2011 2/28/2014


for the Bud Commons, 1st FloorREO 3/7/2011 4/30/2015


for Eastwood CourtREO 3/7/2011 3/31/2015

C0858 Coin Meter tbdProvision of Wahers and Dryers at

Public Housing Sites; IRFP 11/10-115REO 2/11/2011 2/21/2018

C0907Community Housing Resource Center

(CHRC)

Collaboration for Fiscal Management will provide Services for Housing, Homeownership Education, Case

Management, Empowerment, Outreach and Additional Education and Referrals.

Partners include Vancouver Housing Authority, Council for Homeless,

Second Step Housing, Share, Latino Community Resource Group and HAP.

REO 3/1/2011 3/1/2016

C0906 OSU Extension ServiceDelivery of Nutrition Education at Plaza

TownhomesREO 3/18/2011 3/1/2016

Procurement & Contracts Department MONTHLY CONTRACT REPORT Contracts Approved 2/1/11 -- 3/31/11

EQUIPMENT AND SUPPLIES

PROFESSIONAL SERVICES

CONSTRUCTION SERVICES

MEMORANDUM OF UNDERSTANDING (MOU)

REVENUE CONTRACTS

4/5/11 Page 1 of 2 Procurement and Contracts Department


23

Contract # Contractor Contract Amount Description Department Execution Date Expiration Date

C0719-4 Pavilion Construction (-$12,367)Equipment Stocked for Fire Unit 7890

and Misc. Items at Lexington CourtDCR 2/4/2011 1/3/11*

C0720-5 Pavilion Construction $14,257 Additional Work Items for Eastwood

Court and Carlton Court Modernization Project

DCR 2/7/2011 4/9/2011

C0569-1 City of Portland $40,000 Contract Addendum for Workforce

Hiring and Training Program Services DBS 2/7/2011 12/31/2011

C0840-1 Convergint TechnologiesAdds Wage Determination for

Security/Alarm Services at Jeanne Anne Apartments

DBS 2/14/2011 8/30/2011

C0629-2 SecuritasExtends Contract Expiration Date for New Market West Security Services

REO 2/15/2011 11/18/2011

C0458-2 MicroSkillExtends Contract Expiration Date for

On-Call Staff Training & Development Services

DBS 2/16/2011 1/31/2012

C0449-2Possibilities, Inc. (formerly Collaboration

Works)

Extends Contract Expiration Date for On-Call Staff Training & Development

ServicesDBS 2/18/2011 1/31/2012

C0133-6 Impact Northwest $683,410

Extends Congregate Housing Services Program at Northwest Tower, Dahlke Manor, Holgate House and Unthank

Plaza

REO 2/18/2011 10/31/2011

C0832-1 Brand Navigation LLC $15,000 Adds Additional Scope and Extends

Contract Expiration DateDBS 2/22/2011 12/31/2011

C0292-4 Professional Minority Group, Inc.NTE $99,999

AnnuallyOn-Call Abatement Services Contract DBS 2/22/2011 11/16/2011

C0250-2 Sound Community Ventures $5,000 Extends Contract Expiration Date for

Portfolio Review ACTG 2/25/2011 12/31/2011

C0720-6 Pavilion Construction $27,357 Concrete and Stairway Work at

Eastwood and Carlton Court Modernization Project

DCR 2/28/2011 4/11/2011

C0666-1 DocuMartExtends Contract Expiration Date for

Printing Services DBS 3/4/2011 2/28/2012

C0560-1 Pacific InnovationExtends Contract Expiration Date for

On-Call Flooring ServicesDBS 3/7/2011 7/31/2011

C0561-1 Lara's ConstructionExtends Contract Expiration Date for

On-Call Flooring ServicesDBS 3/7/2011 7/31/2011

C0455-2 Inspiration WorksExtends Contract Expiration Date for

On-Call Staff Training & Development Services

EXEC 3/7/2011 1/31/2012

C0753-2 Pavilion Construction ($2,817)Credit for Tactile Devices for Madrona

Apartments, Phase IDCR 3/9/2011 12/29/10*

C0350-2 Precision ImagesExtends Contract Expiration Date for

Printing Services DCR 3/10/2011 11/8/2011

C0675-2 Dana Wedel $12,000 Extends Contract Expiration Date for

Literacy Classes at Plaza TownhomesREO 3/14/2011 3/31/2012

C0833-2 Pavilion Construction $9,943 Additional Repairs at Madrona

Apartments , Phase IIDCR 3/18/2011 8/12/2011

C0833-3 Pavilion Construction $3,350 Heating and Flooring Services at Madrona Apartments, Phase II

REO 3/18/2011 8/12/2011

C0348-4 Eastside Van & StorageExtends Contract Expiration Date for

Moving ServicesDCR 3/21/2011 3/31/2012

C0306-1 Marc Nelson Oil ProductsExtends Contract Expiration Date for Oil

Products REO 3/21/2011 3/27/2012

C0756-1 Coalition of Community Health Clinics $5,800 Additional Scope and Services for

Vulnerable Resident Access to the Bud Clark Commons

REO 3/25/2011 9/30/2011

C0490-3 A + Childcare To You $4,600 Childcare Services at Multiple Sites

During EventsREO 3/28/2011 3/31/2012

C0677-2 Multnomah County $950 Window Installation and Repair by Nomarco for HWE Weatherization

ProjectDCR 3/29/2011 6/1/2011

C0397-4 G & L Janitorial $57,713 Extends Contract Expiration Date for New Market West Janitorial Services

REO 3/30/2011 3/31/2012

* = Final Field and/or Work Orders Following Substantial Construction Completion Date

AMENDMENTS TO EXISTING CONTRACTS

4/5/11 Page 2 of 2 Procurement and Contracts Department


24

Relocation

Project 0 1 2 3 4 S8 PH Private Purch. Other TotalRelocation to Date 0 4 11 132 11 79 51 15 4 8 157Relocation Remaining 0 0 0 4 0 4TOTAL RELOCATION 0 4 11 136 11 162

SalesTotal Total Gross Net Internal Net to

Project 0 1 2 3 4 Units Properties Proceeds Proceeds Costs HAPActual Sales to Date 4 11 108 10 133 121 25,139,116$ 23,946,830$ 1,235,885$ 22,710,945$ Projected Sales on Remaining Portfolio 28 1 29 29 4,550,700$ 4,245,057$ 310,303$ 3,934,755$ Subtotal for PHPI Initiative 0 4 11 136 11 162 150 29,689,816$ 28,191,887$ 1,546,187$ 26,645,700$

Homes Remaining in HAP's Portfolio(5) (8) (8) (8) (1,205,000)$ (1,123,060)$ -$ (1,123,060)$ TOTAL SALES - PROJECTED 0 4 11 128 11 154 142 28,484,816$ 27,068,827$ 1,546,187$ 25,522,640$

1:1 Replacement# of New Total Total Total $ / New Total

Project 0 1 2 3 4 PH Units Units Proj. Cost $/Unit PH Unit InvestmentsCurrentThe Jeffrey 20 20 80 16,600,000$ 207,500.00 - -

Martha Washington(6) 25 25 108 18,043,118$ 167,065.91 76,080$ 1,902,000$

Bud Clark Commons(8) 30 30 130 46,951,074$ 361,162.11 40,583$ 1,217,500$ Rockwood Station 25 25 195 271,514$ 1,392.38 N/A 107,920$

Madrona Place Apts(7) 3 20 22 45 45 4,536,487$ 100,810.82 100,811$ 4,536,487$ SUB-TOTAL: 75 3 45 22 0 145 558 86,402,193$ 154,843$ 53,544$ 7,763,907$

Yet to Replace 9

Potential

Hillsdale Terrace(3) 13 122 47,300,000$ 387,704.92 776,923$ 10,100,000$ Lifeworks Northwest 3 13 13 29 29 tbd 17,241$ 500,000$ SUB-TOTAL: 0 3 13 13 0 42 151 47,300,000$ 387,705$ 252,381$ 10,600,000$

Avg. Invest.per PH unit

TOTAL REPLACEMENT: 75 6 58 35 0 187 709 133,702,193$ 542,548$ 98,203$ 18,363,907$

Capital Improvements# of Total Moving to HAP

Project PH Units Proj. Cost Work Initiative PHPI ProceedsMisc Upgrades tbd 452,200$ - Sweet 16 296 12,075,341$ 803,000$ Demar Downs ADA - Sweet 16 addtnl scope N/A 187,200$ 46,800$ Hollywood East 288 1,700,000$ 484,300$ Tower Trio (Gallagher, Medallion, Williams) 281 35,280,892$ 3,000,000$ Eliot Square - part of the Fam4 30 1,461,750$ 500,000$ 951,000$ Fam4 (Carlton, Eastwood, Lexington) 75 3,935,615$ 1,575,000$

TOTAL CAPITAL IMPROVEMENTS: 970 55,092,998$ 500,000$ 6,860,100$

Unit Size

Unit Size

PHPI: Activity and Investment Summary as of February 28, 2011

Unit Size Means of relocation

Housing A

uthority of Portland

Board of C

omm

issioners Packet

April 2011

25

ARRA Administration# of Total HAP

Positions Positions Proj. Cost Proceeds

TOTAL ARRA ADMINISTRATION: 10 659,891$ 137,382$

NET PROCEEDS AVAILABLE 161,251$

(1) Net Proceeds are Gross Proceeds net of sales commissions, concessions, title and escrow fees and any other costs paid from escrow. Net Proceeds do not include internal selling costs ($1,235,885 through February 2011).

(2) Included are four units sold through the American Dream Homeownership program.

(3) 68 total PH units; replaces existing 60 units, 13 are new. PHPI encompasses 1:1 replacement as well as capital improvements.

(4) The Property Count now includes 2 of the four units sold through the American Dream Homeownership program. The property sales occurred prior to the sales team initiative and were included in the unit count, but not the property count on prior reports.

(5) HAP has committed to retaining 7 properties for future project relocation, which is included in the projected sales at $1,015,000. Additionally, a property with a longtime tenant included at a projected sales amount of $190,000 will remain in HAP's portfolio. Therefore, approximately $1,205,000 of the projected gross proceeds is not available to HAP for future projects.

(6) HAP has submitted an RHF Plan to HUD requesting that RHF Funding in excess of our New Columbia Debt Service be used for the Martha Washington project. HUD's approval of this plan would enable HAP to replenish PHPI funding in the amount of $581,121.75.

(7) Formerly known as Jeanne Anne Apts

(8) Formerly known as Resource Access Center

Housing A


Board of C

omm

issioners Packet

April 2011

26

DASHBOARD REPORT


27

Housing Authority of Portland - Dashboard Report For March of 2011

Property Performance Measures

1 40 40 0 1 0 15 15 10 0 0 40Occupancy

Number of Physical Rentable Vacant OccupancyProperties Units Units Units Percentage Studio/SRO 1 Bdrm 2 Bdrm 3 Bdrm 4 Bdrm 5+ Bdrm Total

Public Housing 44 2,053 1,986 74 96.3% 512 843 352 335 11 0 2,053Public Housing Mixed Financed Owned * 2 65 65 0 100.0% 0 15 40 10 0 0 65Public Housing Mixed Finance Tax Credit * 5 426 425 36 91.5% 130 93 89 62 45 7 426

Total Public Housing 51 2,544 2,476 110 95.6% 642 951 481 407 56 7 2,544Affordable Owned with PBA subsidy 6 496 496 11 97.8% 72 229 104 91 0 0 496Affordable Owned without PBA subsidy 11 1164 1,164 45 96.1% 312 311 396 131 14 0 1,164

Total Affordable Owned Housing 17 1,660 1,660 56 96.6% 384 540 500 222 14 0 1,660Tax Credit Partnerships 19 2,156 2,156 56 97.4% 721 587 456 230 145 17 2,156

Total Affordable Housing 36 3,816 3,816 112 97.1% 1,105 1,127 956 452 159 17 3,816Eliminate Duplicated PH Properties/Units -7 -491 -490 -36 -130 -108 -129 -72 -45 -7 -491

Combined Total PH and AH 80 5,869 5,802 186 96.8% 1,617 1,970 1,308 787 170 17 5,869Special Needs (Master Leased) 36 422 422

Total with Special Needs 116 6,291 6,224* property/unit counts also included in Affordable Housing Count

Financial 12/31/10Nine months ending 12/31/2010

Properties Units Properties UnitsPublic Housing $257.84 $343.81 $601.65 $520.19 $93.88 -$12.42 17 1,140 27 913Affordable Owned $593.67 $213.21 $806.88 $487.07 $9.43 $310.38 16 1,592 1 68 9 4 4

Tax Credit Partnerships $501.32 $53.73 $555.05 $329.47 $9.85 $215.73 18 2,048 1 108 13 4 2

Public Housing Demographics

# of % of Average Average Unit Adults no Family with Elderly DisabledPublic Housing Residents Households Households Family Size Size Children Children Not Elderly

0 to 10% MFI 444 19.4% 2.2 1.8 9.4% 9.9% 0.7% 5.2% 5.8% 8.9% 0.7% 0.3% 0.4% 3.3%11 to 20% 1,035 45.1% 1.7 1.4 34.9% 10.2% 11.9% 23.5% 10.7% 27.3% 1.6% 1.7% 0.3% 3.5%21 to 30% 529 23.1% 1.8 1.5 16.6% 6.5% 7.0% 10.6% 4.6% 14.7% 0.7% 0.7% 0.2% 2.1%31 to 50% 218 9.5% 2.3 1.8 5.1% 4.4% 2.4% 2.9% 2.3% 4.8% 0.3% 0.4% 0.2% 1.7%51 to 80% 58 2.5% 2.5 1.9 1.4% 1.1% 0.3% 0.3% 0.7% 1.0% 0.0% 0.1% 0.0% 0.7%Over 80% 9 0.4% 3.6 2.3 0.2% 0.2% 0.0% 0.1% 0.3% 0.0% 0.0% 0.0% 0.0% 0.0%All 2,293 100.0% 1.9 1.6 67.6% 32.4% 22.5% 42.7% 24.4% 56.7% 3.3% 3.2% 1.1% 11.3%

Waiting List Not Reported0 to 10% MFI 3,405 51.2% 2.1 1.6 1.0% 15.6% 19.7% 21.7% 2.5% 1.4% 0.8% 3.6% 1.4%11 to 20% 1,908 28.7% 2.3 1.6 1.4% 11.8% 10.1% 13.3% 1.2% 1.1% 0.4% 1.8% 0.7%21 to 30% 850 12.8% 2.4 1.7 0.8% 4.1% 4.0% 6.0% 0.3% 1.1% 0.1% 1.1% 0.2%31 to 50% 429 6.4% 2.5 1.8 0.6% 1.5% 2.4% 2.5% 0.3% 0.4% 0.1% 0.7% 0.2%51 to 80% 59 0.9% 2.0 1.7 0.1% 0.2% 0.3% 0.4% 0.1% 0.1% 0.0% 0.1% 0.0%Over 80% 3 0.0% 1.7 1.3 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%All 6,654 100.0% 2.3 1.6 3.9% 33.2% 36.5% 43.9% 4.4% 4.1% 1.5% 7.3% 2.5%

* Race and enthnicity are not required fields on the Waitlist Application in YardiOther Activity

#'s,days,hrsPublic Housing

Names pulled from Wait List 206Denials 2New rentals 33Vacates 31Evictions 2# of work orders received 1,550# of work orders completed 1,218Average days to respond 8.1# of work orders emergency 1Average response hrs (emergency) 15

SubsidyRevenue

PropertyRevenue

Households % Family Type (head of household)

Fiscal YTD ending 12/31/2010

Operating Expensew/o HMF

# of Properties meeting Debt

Coverage Ratio (DCR)

TotalRevenue

# of Properties/units Negative Net Operating Income (NOI)

HAP Management Fees (HMF)

Unit Mix

NOI# of Properties/units Positive Net Operating Income (NOI)

Black African American

WhiteNative

AmericanHispanic/

LatinoHawaiian/

Pacific Islnd

Per Unit Per Month

# of Properties DCR Not

Applicable

# of Properties not meeting

DCR

Asian

Race % (head of household)

1

Housing A


Board of C

omm

issioners Packet

April 2011

28


Rent Assistance Performance Measures

Utilization and Activity

Average HUD Subsidy Remaining Waiting List Voucher Average HUD SubsidyVouchers Vouchers Utilization Voucher Over(Under) Waiting List Names New Vouchers Vouchers Inspections Utilization Voucher Over(Under) New Vouchers VouchersAvailable Paid Percentage Cost Utilized Size Pulled Leased Terminated Completed Percentage Cost Utilized Leased Terminated

Tenant Based Vouchers 6,703 6,715 100% $582 -$187,968 1,452 32 7 29 826 99% $591 -$221,853 45 108Project Based Vouchers 1,191 1,159 97% $535 -$118,715 19 10 71 97% $523 -$224,160 58 32SRO/Mod Vouchers 512 486 95% $412 20 16 121 93% $416 $48,154 50 33

All Vouchers 8,406 8,360 99% $566 -$306,683 46 55 1,018 98% $572 -$397,859 153 173

Demographics

# of % of Average Average Unit Adults no Family with Elderly DisabledTenant Based Voucher Participants Households Households Family Size Size Children Children Not Elderly

0 to 10% MFI 629 9.9% 1.7 1.8 6.6% 3.3% 0.2% 0.6% 4.5% 4.3% 0.2% 0.3% 0.1% 0.4%11 to 20% 2,133 33.6% 1.8 1.9 22.1% 11.5% 7.6% 13.2% 11.4% 17.1% 1.2% 2.2% 0.2% 1.6%21 to 30% 2,048 32.2% 2.4 2.2 16.7% 15.5% 7.0% 11.2% 11.1% 16.7% 0.7% 1.8% 0.2% 1.7%31 to 50% 1,321 20.8% 3.2 2.5 6.2% 14.6% 3.0% 4.8% 8.0% 9.9% 0.5% 1.3% 0.1% 1.1%51 to 80% 207 3.3% 3.9 3.0 0.6% 2.7% 0.2% 0.5% 1.6% 1.3% 0.0% 0.2% 0.0% 0.1%Over 80% 19 0.3% 4.3 2.9 0.1% 0.2% 0.0% 0.1% 0.1% 0.1% 0.0% 0.0% 0.0% 0.0%All 6,357 100.0% 2.4 2.1 52.2% 47.8% 18.1% 30.4% 36.7% 49.4% 2.7% 5.7% 0.5% 5.0%

Waiting List Not Reported0 to 10% MFI 517 35.6% 2.2 1.3% 9.8% 16.9% 12.4% 1.7% 1.4% 0.4% 1.2% 1.6%11 to 20% 402 27.7% 2.0 3.2% 13.0% 8.9% 14.4% 1.2% 1.6% 0.3% 0.6% 0.7%21 to 30% 270 18.6% 2.4 3.5% 4.9% 5.1% 10.5% 0.4% 1.1% 0.1% 0.8% 0.6%31 to 50% 256 17.6% 2.5 1.8% 3.6% 7.1% 8.0% 0.7% 0.9% 0.1% 0.6% 0.4%51 to 80% 7 0.5% 2.4 0.1% 0.1% 0.1% 0.4% 0.0% 0.0% 0.0% 0.0% 0.0%Over 80%All 1,452 100.0% 2.2 9.8% 31.3% 38.1% 45.7% 3.9% 4.9% 0.9% 3.1% 3.3%

Short Term Rent Assistance

Shelter Plus Care 524 $282,427 $539Short Term Rent Assistance 441 $244,745 $555

Resident Services

Resident ProgramsHouseholds

Served/Participants

Congregate Housing Services Public Housing 69 $63,933 $927* as of previous month

Resident Services Coordination Public Housing 100 35 268 1246 6 45 108 1246

Community Supportive Services Public Housing 86 59 2Section 8 29 8 0

GOALS Program Public Housing 76 $113,661 0 0 $0 10 $0 -$1,883Section 8 228 $581,762 0 1 $46,884 3 $1,167 -$283

# HH Enrolled

Average Funds per Participant

Housing Program Served

# In GOALS# in Self

Sufficiency

Monthly Funding Amount

NewEnrollees

# of Participants

Escrow $ Held

Average Cost per Household

# of Graduates

# HH Transitioned

Health and Safety Stabilized

Unduplicated Number Served

# of Households Participating

$ Amount of Assistance Provided

# HH Stabilized

Current Month Status

Households

Calendar Year To Date

Black White Native Asian

Race % (head of household)

Hawaiian/ Hispanic

Current Month Activity

Avg Annual Earned Income Increase Over

Last Year

# Event Attendees

% Family Type (head of household)

Crisis Intervention

Support System

Enhanced# Events

Terminations or Exits

Escrow $ Disbursed

Escrow $ Forfeited

2

Housing A


Board of C

omm

issioners Packet

April 2011

29


Agency Financial Summary

Nine months ending 12/31/2010

Subsidy Revenue $6,941,461 $59,620,942 $54,182,246 $5,438,696Grant Revenue $876,554 $7,763,951 $7,310,860 $453,091Property Related Income $1,181,076 $10,804,460 $9,420,944 $1,383,516Development Fee Revenue $246,474 $3,149,865 $1,020,509 $2,129,356Other Revenue $307,186 $2,465,867 $2,151,045 $314,821

Total Revenue $9,552,752 $83,811,859 $74,085,603 $9,726,256

Housing Assistance Payments $5,464,254 $47,359,019 $45,053,798 $2,305,221Operating Expense $3,357,963 $28,605,067 $27,600,578 $1,004,489Depreciation $513,950 $4,538,158 $3,808,566 $729,593

Total Expense $9,336,167 $80,502,244 $76,462,942 $4,039,302Operating Income $216,585 $3,309,615 -$2,377,339 $5,686,954

Other Income(Expense) $507,344 $712,970 $4,126,252 ($3,413,282)Capital Contributions $2,557,137 $12,468,512 $16,670,218 ($4,201,706)

Increase(Decrease) Net Assets $3,281,066 $16,491,096 $18,419,131 ($1,928,034)Total Assets $351,830,884 $351,830,884 $345,260,042 $6,570,843Liquidity Reserves $19,860,543 $31,389,406 $25,907,775 $5,481,631

Development/Community Revitalization

New Development / Revitalization Construction Construction Current Total Cost PerUnits Start End Phase Cost Unit

Hawthorne Apartments * 48 Apr-09 Mar-10 Post Construction $7,914,653 $164,889Multnomah Village Lots tbd tbd tbd Concept tbd tbdBud Clark Commons *** 130 Nov-09 May-11 Construction $46,951,074 $361,162Hillsdale Terrace tbd tbd tbd Concept tbd tbdMadrona Place ** 45 Oct-10 Aug-11 Construction $4,536,487 $100,811Martha Washington 108 Aug-09 Jun-10 Post Construction $18,043,118 $167,066The Jeffrey 80 Jun-10 Sep-10 Post Construction $16,600,000 $207,500

Capital ImprovementAinsworth 88 Mar-11 tbd Preconstruction $1,980,000 $22,500Sweet 16 296 May-09 Sep-10 Post Construction $12,262,541 $41,428Tower Trio (GMW) 281 Dec-11 Jun-13 Concept $35,280,892 $125,555Hollywood East 288 Jun-10 Nov-10 Post Construction $1,700,000 $5,903FAM4 105 Aug-10 Apr-11 Construction $5,397,365 $51,403Misc Upgrades tbd tbd tbd tbd $452,200

Legend* Formerly known as University Place** Formerly known as Jeanne Anne*** Formerly known as Resource Access Center

MonthFiscal Year to

DatePrior YTD

Increase (Decrease)

3

Housing A


Board of C

omm

issioners Packet

April 2011

30

RESOLUTIONS


31

1

M E M O R A N D U M

DATE: April 19, 2011 TO: Board of Commissioners FROM: Rebecca Gabriel, Director of Business Services Melissa Richardson, Human Resources Manager SUBJECT: Authorizes the Housing Authority of Portland (HAP) to renew contracts for

employee health and welfare benefits with local providers Resolution 11-04-01 Background: HAP offers health and welfare benefits to eligible employees. Annually, decisions are made about the plan design of the benefits program and, through HAP’s benefit broker, contracts are negotiated with benefit providers. Once the contracts are negotiated and approved, HAP employees participate in open enrollment. Under state law, benefits are a mandatory subject of bargaining. HAP’s Labor Management Healthcare Plan Committee, established in 2003, is the forum through which HAP bargains health and welfare plan changes required by the escalating costs of medical and dental insurance benefits. Under the Memorandum of Understanding signed by HAP management, AFSCME and the Columbia Building Trades Council, the members of the nine-member Labor Management Healthcare Plan Committee are responsible for educating their constituencies about the activities of the Committee and for providing input and advice to the human resources staff about ways to educate employees regarding health care and health plan design issues. The agency’s benefits broker, The Partners Group, staffs the Committee. The Partners Group provides benefit analysis, healthcare plan utilization, information on health insurance trends and any other information deemed necessary for the Committee to make informed decisions about HAP healthcare plans and cost containment strategies. By a unanimous vote of the nine members of the Committee, the Committee members recommend that the Executive Director and the Board of Commissioners approve the healthcare plans summarized in attachment A. Acceptance of the Committee’s recommendation will result in an increase in health and welfare costs of 2.8% over the


32

2

2010-2011 plan year. All told, HAP’s health and welfare plan year expenses will increase from $2,691,625 for the July 1, 2010 to June 30, 2011 to an estimated expense of $2,763,229 for the July 1, 2011 to June 30, 2012 plan year. Under this recommendation, the only significant change to the health and welfare benefits is the move to $0 co-pays for preventative care, a change that would eventually be required of HAP due to healthcare reform legislation. Attachment A also reflects the mandated increase in HAP’s “blended” PERS rate. Effective July 1, 2011, HAP’s blended PERS rate or HAP’s PERS contribution over all PERS participation tiers will increase from 14.51% to 15.379%. Combined, the increases and HAP’s health and welfare benefits and HAP’s PERS rate resulted in an increase in total costs to HAP of 4.1% from a total of $4,674,039 to $4,866,687. Conclusion/Recommendation Staff recommends approval of Resolution 11-04-01 authorizing the renewal of Employee Health and Welfare Benefit Plans for the plan year.


33

3

RESOLUTION 11-04-01 AUTHORIZING THE RENEWAL OF EMPLOYEE HEALTH AND WELFARE BENEFIT PLANS FOR THE PLAN YEAR JULY 1, 2011 TO JUNE 30, 2012

WHEREAS, the representatives of the Housing Authority, AFSCME and the Columbia Pacific Building Trades Council have formed a joint Labor Management Healthcare Plan Committee for the purpose of evaluating, designing and recommending healthcare plans; and WHEREAS, the provision of health and welfare benefits is a mandatory subject of bargaining under the Public Employer Collective Bargaining Act; and WHEREAS, the duly authorized representatives of the Housing Authority of Portland have met in negotiation meetings with representatives of AFSCME and the Columbia Pacific Building Trades; and WHEREAS, the Committee has voted to recommend to the Executive Director and the Board of Commissioners that the healthcare plans be renewed; and NOW, THEREFORE, BE IT RESOLVED: by the Board of Commissioners of the Housing Authority of Portland to approve the recommendation of the Labor Management Healthcare Plan Committee to adopt the health plans as described in attachment A. Adopted: April 19, 2011 HOUSING AUTHORITY OF PORTLAND _______________________________ Lee E. Moore, Sr., Chair Attest: ________________________________ Steven D. Rudman, Secretary


34

Housing A


Board of C

omm

issioners Packet

April 2011

35

1

M E M O R A N D U M

DATE: April 19, 2011 TO: Board of Commissioners FROM: Development Committee, HAP Board of Commissioners

Michael Andrews, Director of Development and Community Revitalization SUBJECT: Adoption of Guiding Principles for Development Resolution 11-04-02 This memorandum presents, for adoption, the Housing Authority of Portland’s Guiding Principles for Development. The Board of Commissioners is specifically requested to adopt the attached Guiding Principles as presented by the Board of Commissioners’ Development Committee. In fall 2010, the Housing Authority of Portland (HAP) adopted Strategic Directions to guide the organization’s investments and programmatic decisions for the next three years. This document delineated four directions of focus: 1) Prioritization of Housing Resources, 2) Housing-Services Continuum, 3) Partnership with the HAP Community, and 4) Role in the Regional Housing Market. Direction Four, Role in the Regional Housing Market, intends for HAP to leverage its expertise in affordable housing operations, development, and rent assistance to further local and regional housing goals. To elaborate on Direction Four as it relates to development, the Development Committee of the HAP Board of Commissioners, with input from staff, developed a set of Guiding Principles for Development. These are intended to provide a broad framework for HAP’s development and community revitalization activities. These Guiding Principles are being presented to the Board for adoption. Upon adoption of these Guiding Principles, we anticipate further refinement of HAP’s development activities through the creation of a development strategy. The process for creating a development strategy will include an environmental scan of both local and national trends that will influence our activity. The results of this research will help shape the specific elements of the development strategy.


36

2

RESOLUTION 11-04-02

WHEREAS, the Housing Authority of Portland (HAP) was created in 1941 and seeks to encourage the provision of long-term affordable housing for low-income persons residing in Multnomah County, Oregon; WHEREAS, HAP currently serves over 33,000 people, through the ownership and operation of 2,500 public housing units and 3,700 affordable housing units, and through the provision of 8,000 rent assistance vouchers; WHEREAS, on January 13, 1999, HUD and HAP signed a Moving to Work Agreement that provides HAP with both the authority to pursue and adopt new policies and the flexibility to use HUD funding to maximize the effectiveness of this authority and increase the number of households served; WHEREAS, the need for quality affordable rental housing continues to increase at a pace that exceeds the supply of new units of affordable housing; WHEREAS, HAP has a history of and capacity to develop affordable rental housing and undertake larger community revitalization projects that benefit low-income people and the communities where they live; WHEREAS, market conditions have lead to a decreased amount of local development subsidy and pressure that constrains the amount of debt and equity available to affordable housing; and WHEREAS, HAP intends to establish a development strategy that reflects its Strategic Directions and the core capacities of its Development and Community Revitalization Department; NOW, THEREFORE, BE IT RESOLVED: that the Board of Commissioners of the Housing Authority of Portland hereby adopts the attached Guiding Principles for Development to guide future development activity and the creation of a development strategy. Adopted: April 19, 2011 HOUSING AUTHORITY OF PORTLAND _________________________________ Lee E. Moore, Sr., Chair Attest: _________________________________ Steven D. Rudman, Secretary


37

Final Version

Guiding Principles for Development

The Housing Authority of Portland (“HAP”) is a developer and owner of affordable rental housing. HAP’s Board of Commissioners has adopted policy that HAP’s primary focus is on the creation of rental housing that serves low and very low income households. HAP works closely with its jurisdictional partners (City of Portland, City of Gresham and Multnomah County) developing or preserving rental housing for low income households, in addition to developing housing that aligns its own strategic direction, policies, and operational plans. The demand for affordable housing in this community exceeds the ability to produce affordable housing due to limited financial resources. As a good steward of public resources, HAP recognizes its obligation to invest available resources wisely, and in service of the greatest public benefit achievable on every project. 1. Optimize the Number of Housing Units As a MTW Housing Authority, it is our goal to provide the optimal number of housing units in a cost effective manner to HAP’s target populations. For each project, HAP will strive to achieve an appropriate balance between social goals and cost effective development. The goal is to deliberately balance trade offs in the interest of optimizing the number of households served. 2. Utilization of Green Building Practices HAP’s policy is to employ sustainable or green technology which will benefit each project’s energy efficiency and affordability. To that end, HAP will utilize best construction practices and sustainable technology in all new construction and rehabilitation of housing units in a manner which contributes to the economic viability of the project in terms of reduced energy costs to occupants and HAP and in terms of a justifiable payback for incremental costs. HAP will use a payback analysis for costs associated with construction techniques, materials and equipment intended to achieve greater sustainability features. 3. Partnering HAP is in a strong position as a developer of housing for our target populations because we are well-capitalized, we have a growing target market and our MTW authority gives us flexibility in how we deploy our resources. In order to gain the maximum leverage from our capital and human resources, HAP should look for ways to engage partners in development activities as a viable methodology to achieve guideline number one.


38

1

M E M O R A N D U M

DATE: April 19, 2011 TO: Board of Commissioners FROM: Todd Salvo, Chief Financial Officer SUBJECT: Resolution defining Board of Commissioners’ expense reimbursement

policy and protocols Resolution 11-04-03 The Board of Commissioners is requested to approve Resolution 11-04-03 approving a policy regarding the reimbursement of out of pocket costs incurred by Commissioners and those costs necessary to the conduct of their official duties as members of the Board. Background: The Agency is finalizing an update to the employee expense reimbursements policy that will be included in the Employee Handbook. As part of this update, a policy is required that provides guidance relating to the identification and authorization of expenses that may, from time to time, be incurred by Board members. This policy addresses the types of expenses that are reimbursable and the necessary authorizations required. In addition, the policy relies on the limitations and protocols included in the Employee Handbook relating to expense incurred for travel, meals and lodging. Chair Moore has asked that this policy be developed and presented for Board consideration. There is no written document specifically addressing expenses incurred by Board members within current expense policies. A copy of the Board of Commissioners Expense Reimbursement Policy is attached to this resolution. Policy Implications This policy provides clarity and direction regarding expense authorization and reimbursement of expenses incurred by Commissioners acting in their official capacity and representing the Housing Authority of Portland.


39

2

Budget Implications and Financial Impact on HAP No budget implications are anticipated. Policy provides clarity and documents existing policy. No new expenditure authorities are included. Risks and Opportunities None anticipated. Operational Implications No impact. Conclusion/Recommendation In conjunction with the revision to employee business expense policies, the attached Board of Commissioners Expense Reimbursement Policy will establish clarity and protocols associated with those expenses that may be incurred by Commissioners as part of their Board duties. Staff believes this policy provides the necessary guidance and controls to ensure Agency expense policies are consistently applied. Staff recommends approval of Resolution 11-04-03.


40

3

RESOLUTION 11-04-03

WHEREAS, the Housing Authority of Portland maintains expense policies as part of the existing Employee Handbook, and such policies are being modified and updated; and WHEREAS, no written policy addressing expenses incurred by Board members currently exists as part of the existing expense policies; and WHEREAS, such written policy relating to Board members has been requested by the Board Chair and enhances the internal control environment of the Agency; NOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners approves the Board of Commissioners Expense Reimbursement Policy dated April 19, 2011. Adopted: April 19, 2011 HOUSING AUTHORITY OF PORTLAND _________________________________ Lee E. Moore, Sr., Chair Attest: ______________________________ Steven D. Rudman, Secretary


41

Board of Commissioners Expense Reimbursement Policy The Agency’s Board can be reimbursed for out of pocket costs associated with their duties as Commissioners. All reimbursements of expense must follow the Agency’s expense reimbursement policies that apply to employees. Types of expenses that are reimbursable include: Local Activities Any out of pocket costs necessary to attend Board meetings, community events, meetings with other jurisdictional partners, resident/participant meetings and other events or meetings where the Commissioner is representing the Agency in their official capacity as a Board member. Such expense can include travel to and from meetings and child care for the duration required to attend such meetings. Travel expense will consist of actual out of pocket costs for public transportation and any actual parking expense if driving. Use of a personal vehicle will be reimbursed at the federal IRS per-mile reimbursement rate. Generally, all other expenses requested for reimbursement must be approved in advance by the Board Chair and the Executive Director and must satisfy the general criteria of being reasonable and necessary to the conduct of the duties delegated to the Commissioner incurring the expense. Out of Town Travel All out of town travel required of Commissioners will be at the request of and authorized by the Board Chair and the Executive Director. Such travel will be for the purpose of representing the Agency at meetings, conferences or hearings where the Commissioner will be acting in their official capacity. Travel, meals and lodging costs will be reimbursed within the same guidelines and limitations that apply to Agency employees.


42

housing authority of portland · (exec director tab) steve rudman 503.802.8455 public hearing...

Documents