sarasota housing authority board of commissioners 269 s...

Sarasota Housing Authority

Board of Commissioners 269 S. Osprey Avenue, #100, Sarasota, FL 34236

AGENDA Regular Meeting of the Board

March 27, 2019, 4:45 P.M.

NOTES

I. CALL TO ORDER II. INVOCATION III. PLEDGE OF ALLEGIANCE IV. ROLL CALL V. APPROVAL OF MINUTES (5)

A. SHA Regular Board Meeting – February 27, 2019 VI. SPECIAL PRESENTATIONS

A. None VII. PUBLIC PRESENTATIONS VIII. RESOLUTIONS – Accepted By Consent (15)

A. Res 19-06: Approval of Amended ACOP

B. Res 19-07: Approval of Amended Procurement Policy IX. OLD BUSINESS (20)

A. Lofts on Lemon (Cohen Way) Update

B. Amaryllis Park Place (Orange Ave) Update

C. Landscaping Contract Update (E-Verify)

D. Exercise Room at Towers/Annex

Sarasota Housing Authority AGENDA

X. NEW BUSINESS (20)

A. President & CEO Goals Discussion XI. PROGRAM UPDATES – Accepted By Consent (5)

A. Monthly Financial Statements

1. SHA (Feb 2019)

2. Janie’s Garden (Feb 2019)

B. Board Committee Reports/Minutes

1. Resident Interest Committee Meeting-03/12/19

2. Development Committee Meeting-03/19/19

C. Housing Management Report

1. Public Housing Assessment System (PHAS) Report (All Programs)

2. Resident Characteristics Report

3. Monthly Occupancy Report (Janie’s Garden)

D. Housing Voucher Report

E. Capital Improvement Report

F. Resident Services Monthly Report XII. COMMISSIONER ANNOUNCEMENTS/COMMENTS (5) XIII. ADJOURNMENT

Next Meeting: April 24, 2019

Sarasota Housing Authority 269 South Osprey Avenue

Sarasota, Florida 34236

Regular Board Meeting February 27, 2019

4:30 P.M.

I. CALL TO ORDER: Chair David Morgan called the regular meeting of the Sarasota Housing Authority Board of Commissioners to order at 4:40 pm.

II. INVOCATION

III. PLEDGE OF ALLEGIANCE

IV. ROLL CALL

Commissioners Present: Chair David Morgan, Vice Chair Valerie Buchand (in at 5:05 pm), Commissioners John Colón, Duane Finger (in at 5:10 pm), Ernestine Taylor and Jack Meredith Commissioners Not Present: Pastor Peter Greenidge Attendees: Attorney Ricardo Gilmore SHA Personnel: William Russell, Paula Scruggs and Andrea Keddell

V. APPROVAL OF MINUTES A. SHA Board Meeting – January 23, 2019: Chair Morgan put up for discussion approval

of the minutes from January 23, 2019 Regular Board Meeting. Commissioner Colón made a motion to approve the meeting minutes with any

necessary corrections. Commissioner Meredith seconded the motion. Motion was voted on and passed unanimously (4-0). Commissioners Buchand

and Finger arrived after the vote.

VI. SPECIAL PRESENTATION A. None

VII. PUBLIC PRESENTATION

A. Dee Mooney addressed the board requesting support/approval of utilizing the empty room in the Annex for a low-impact exercise room with donated treadmills, rowing machines, bikes, pull-up/chin-up bars. She’d also like to charge a $5 per month membership fee and have passkeys for entry. She’s done some research on waivers of liability that could be utilized. Attorney Gilmore responded that the Gainesville Housing Authority has something

like this already in place and that it’s a good idea. However, Attorney Gilmore expressed concern about the proposed exclusivity, even though the reason is only to keep the room secure from vandalism and/or misuse.

General Board discussion took place that it’s a good idea. Attorney Gilmore will research the matter, advise the board and the board will

provide a response at the next board meeting.

Board Meeting

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VIII. RESOLUTIONS – CONSENT AGENDA

A. Res 19-03: Approval of Write-Offs B. Res 19-04: Approval of Operating Budget C. Res 19-05: Approval of Revised Personnel Policy Commissioner Colón made a motion to approve the consent agenda items. Commissioner Meredith seconded the motion. The motion was voted on and passed unanimously (4-0). Commissioners Buchand and Finger arrived after the vote.

IX. OLD BUSINESS

A. Lofts on Lemon (Cohen Way) Mr. Russell reported a DRC meeting was held with the City and SHA received 12

pages of comments. Response is due 3/13/19. Design work will begin once DRC comments are resolved. The City Manager is pushing for 8-foot sidewalks, which would put a limit on greenspace. Discussion took place regarding the fact that SHA shouldn’t be held to this requirement if other developments are not.

B. Amaryllis Park Place (Orange Ave) Relocation is going really well. Only 5 families left to be relocated. Once relocation

is completed, the demolition phase will begin. Mr. Russell reported that once these units are offline, SHA will have under 250 Public Housing Units. This will allow SHA to have full flexibility between Operating and Capital Funds.

Mr. Russell discussed new conversion/repositioning program that HUD is working towards implementing. Attorney Gilmore added that he has also received information on this repositioning program and believes it to be good and plausible but that is needs to be thought out.

Chair Morgan suggested holding a workshop to discuss this topic.

X. NEW BUSINESS A. President & CEO Goals Discussion Tabled until the next meeting. Chair Morgan will provide these goals to the

Board and Mr. Russell prior to the next meeting. B. President & CEO Merit Increase Chair Morgan reported that the Board is in favor of approving the merit increase

for April of 3%. Commissioner Colón made a motion to approve this. Commissioner Finger seconded the motion. The motion was voted on and passed unanimously (6-0).

C. HCV Waiting List Opening March 8, 2019 through March 21, 2019 Paula Scruggs reported that this would be the first opening of the HCV Waiting

List since January 2015. At this time there are approximately only 300 applicants on the waiting list and SHA is actively pulling from those. The opening will be done the same as it was done in 2015, through a lottery selection. However, instead of 1,000, SHA is selecting 1,500. All applications are accepted then a random lottery is run to select from those applications submitted during opening.

Board Meeting

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XI. PROGRAM UPDATES – ACCEPTED BY CONSENT A. Monthly Financial Statements B. Board Committee Reports C. Housing Management Reports D. Housing Voucher Report E. Capital Fund Program Report F. Resident Services Monthly Report Commissioner Buchand made a motion to accept the Program Updates Consent

Agenda. Commissioner Colón seconded the motion. The motion was voted on and passed unanimously.

XII. COMMISSIONER ANNOUNCEMENTS / MISC COMMENTS

A. Commissioner Colón also requested a workshop on the conversion/repositioning program.

B. Commissioner Buchand Expressed concern with following in other Housing Authority footsteps and

should focus on doing what’s right for SHA and this area. Commissioner Buchand also does not support SHA becoming a development agency.

Would like a workshop on hiring staff and replacing Mr. Hawthorn and that SHA should also look internally for applicants. Commissioner Morgan responded that this was discussed at the board retreat and is in Mr. Russell’s goals, to do a gap analysis to assure hiring within can take place whenever possible.

Reported that Art school students came to Towers Board Room to look at all the art and were impressed. Another tour is being planned.

Commented on the interest in the exercise room at the Towers/Annex. Commissioner Morgan stated it had been brought up under public comment and will be discussed further at an upcoming board meeting.

XIII. ADJOURNMENT

The Sarasota Housing Authority Board of Commissioners meeting was adjourned at 5:24 pm.

RESOLUTION 19-06

RESOLUTION APPROVING AMENDMENT TO SARASOTA HOUSING AUTHORITY’S (SHA) ADMISSIONS AND CONTINUED OCCUPANCY

POLICY (ACOP)

WHEREAS; HUD requires SHA to administer an ACOP under the guidelines that detail the local governing policies for the Public Housing Program consistent with HUD rules and regulatory requirements, as amended; and

WHEREAS; the ACOP defines policies for the operation for the Public Housing Program. If there is any conflict between this policy and laws or regulations from HUD the laws and regulations will prevail; and

WHEREAS; the attached SHA ACOP complies with the current HUD rules and regulations implementing the above reference public law; and

WHEREAS; SHA Staff recommends that the revised ACOP be adopted as final policy. NOW THEREFORE, BE IT RESOLVED THAT: The SHA Board of Commissioners adopts the attached SHA ACOP Amendment and resolves that it become effective immediately.

ACCEPTED BY: DATE: David Morgan, Chairman ATTESTED BY: DATE: William O. Russell III, President & CEO

Summary of ACOP changes

Removed all references to McCown Towers from the ACOP (they now fall under the HUD 4350 Guidebook)

Added this section to Special Student Rule:

• If the student is receiving an athletic scholarship that includes over $5000 a year for housing costs,

the student shall not be eligible for public housing.

Added this section regarding Over Income Residents:

• The Sarasota Housing Authority shall track all public housing residents who have an income over

120% of the Area Median Income (AMI). After exceeding this 120% threshold for 2 consecutive

years, the resident’s rent shall change. Exactly how this will occur depends on a HUD regulation that

has not yet been published. Details will be determined after the regulation has been published. This

is being inserted in the ACOP at this time to give our residents notice of this changing policy being

implemented by HUD.

Added the latest language regarding medical marijuana:

• New admissions of medical marijuana users are prohibited (this does not include FDA-approved

marijuana synthetics). HUD has ruled that federal law preempts state law on this issue.

Added this section under transfers:

• Accessible Units: Accessible units will be first offered to families who may benefit from the

accessible features who reside in the development that has the vacancy. If there are no families

residing in that development needing the accessible unit, it shall then be offered to applicants on the

waiting list who may benefit from the accessible features. Applicants for these units will be selected

utilizing the same preference system as outlined above.

• If there are no applicants who would benefit from the accessible features, the units will be offered to

other applicants in the order that their names come to the top of the waiting list. Such applicants,

however, will be requested to sign a lease rider stating they will accept a transfer (at the Housing

Authority’s expense) if, at a future time, a family requiring an accessible feature applies or a family

requires a transfer from a non-accessible unit. Any family required to transfer will be given a 30-day

notice.

Added email to the ways in which a family can be notified of a unit offer:

• The Sarasota Housing Authority will contact the family first by telephone to make the unit offer. If

the family cannot be reached by telephone, the family will be notified of a unit offer via email (if

available) and also first-class mail.

Added the flat rent setting procedures to include the SAFMR language

• No less than 80 percent of an applicable small area FMR (SAFMR) or 80% of the unadjusted rent1,

if applicable, as determined by HUD, or any successor determination, that more accurately reflects

local market conditions and is based on an applicable market area that is geographically smaller than

the applicable market area used in the first paragraph of this section. If HUD has not determined an

applicable SAFMR or unadjusted rent1, the Sarasota Housing Authority will rely on the applicable

FMR under the first option or may apply for an exception flat rent under the third option. No other

smaller geographical FMRs will be allowed by HUD; (See footnote 1 for HUD’s definition of

“unadjusted rent” as relates to Flat Rent requirements);

RESOLUTION 19-07

A RESOLUTION APPROVING AMENDMENTS TO THE PROCUREMENT POLICY FOR SHA

WHEREAS; The Sarasota Housing Authority (“SHA”) has an ongoing need to procure goods and services and must do so in compliance with OMB Guidelines from 2 CFR 200.317 - 200.326; and

WHEREAS; New procurement rules have been implemented government-wide under 2 CFR 200 and SHA wishes to update its policy at this time to reflect this new procurement rule; and

WHEREAS; The OMB Memorandum M-18-18 (attached) is effective immediately per the Office of Capital Improvements; and

WHEREAS; SHA staff wish to put into policy an increased micro purchase threshold from $3,000 ($2,000 for Construction) to $10,000, and the small purchase threshold from $100,000 to $200,000 per OMB and HUD; and

WHEREAS; SHA staff and our procurement consultant recommend that the board adopt the newly amended procurement policy for SHA’s use. NOW, THEREFORE, BE IT RESOLVED THAT: The SHA Board of Commissioners hereby approves of a new SHA procurement policy. ACCEPTED BY: DATE: David Morgan, Chairman ATTESTED BY: DATE: William O. Russell III, President & CEO

Procurement Policy (Revised 09/12/2018) Sarasota Housing Authority (SHA)

SARASOTA HOUSING AUTHORITY

Page 6

5.2 Small Purchase Procedures. For any amounts above the Petty Cash ceiling, but not exceeding $200,000, the Agency may use small purchase procedures. Under small purchase procedures, the Agency shall obtain a reasonable number of quotes (preferably three); however, for purchases of less than $10,000, also known as Micro Purchases, only one quote is required provided the quote is considered reasonable. To the greatest extent feasible, and to promote competition, small purchases should be distributed among qualified sources. Quotations for Small Purchases (QSP), or quotes, may be obtained orally (either in person or by phone), in writing (including fax or email), or through e-procurement. Award shall be made to the responsive and responsible vendor that submits the lowest cost to the Agency. If award is to be made for reasons other than lowest price, documentation shall be provided in the contract file. The Agency shall not break down requirements aggregating more than the small purchase threshold (or the Micro Purchase threshold) into several purchases that are less than the applicable threshold merely to: (1) permit use of the small purchase procedures or (2) avoid any requirements that applies to purchases that exceed the Micro Purchase threshold.

5.3 Sealed Bids. Sealed bidding, also known as Invitation for Bids (IFB), shall be used for all contracts that exceed the small purchase threshold and that are not competitive proposals or non-competitive proposals, as these terms are defined in this Policy. Under sealed bids, the Agency publicly solicits bids and awards a firm fixed-price contract (lump sum or unit price) to the responsive and responsible bidder whose bid, conforming with all the material terms and conditions of the IFB, is the lowest in price. Sealed bidding is the preferred method for procuring construction, supply, and non-complex service contracts that are expected to exceed $200,000.

5.3.1 Conditions for Using Sealed Bids. The Agency shall use the sealed bid method if the following conditions are present: a complete, adequate, and realistic statement of work, specification, or purchase description is available; three or more responsible bidders are willing and able to compete effectively for the work; the contract can be awarded based on a firm fixed price; and the selection of the successful bidder can be made principally on the lowest price.

5.3.2 Solicitation and Receipt of Bids. An IFB is issued which includes the specifications and all contractual terms and conditions applicable to the procurement, and a statement that award will be made to the lowest responsible and responsive bidder whose bid meets the requirements of the solicitation. The IFB must state the time and place for both receiving the bids and the public bid opening. All bids received will be date and time-stamped and stored unopened in a secure place until the public bid opening. A bidder may withdraw the bid at any time prior to the bid opening.



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7.1.3 Sealed Bids. The presence of adequate competition should generally be sufficient to establish price reasonableness. Where sufficient bids are not received, and when the bid received is substantially more than the ICE, and where the Agency cannot reasonably determine price reasonableness, the Agency must conduct a cost analysis, consistent with federal guidelines, to ensure that the price paid is reasonable.

7.1.4 Competitive Proposals. The presence of adequate competition

should generally be sufficient to establish price reasonableness. Where sufficient proposals are not received, the Agency must compare the price with the ICE. For competitive proposals where prices cannot be easily compared among offerors, where there is not adequate competition, or where the price is substantially greater than the ICE, the Agency must conduct a cost analysis, consistent with Federal guidelines, to ensure that the price paid is reasonable.

7.1.5 Contract Modifications. A cost analysis, consistent with federal

guidelines, shall be conducted for all contract modifications for projects that were procured through Sealed Bids, Competitive Proposals, or Non-Competitive Proposals, or for projects originally procured through Small Purchase procedures and the amount of the contract modification will result in a total contract price in excess of $200,000.

8.0 SOLICITATION AND ADVERTISING

8.1 Method of Solicitation.

8.1.1 Petty Cash and Micro Purchases. The Agency may contact only one source if the price is considered reasonable.

8.1.2 Small Purchases. Quotes may be solicited orally, through fax, E-

Procurement, or by any other reasonable method.

8.1.3 Sealed Bids and Competitive Proposals. Solicitation must be done publicly. The Agency must use one or more following solicitation methods, provided that the method employed provides for meaningful competition.

8.1.3.1 Advertising in newspapers or other print mediums of local

or general circulations.

8.1.3.2 Advertising in various trade journals or publications (for construction).



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8.1.3.3 E-Procurement. The Agency may conduct its public procurements through the Internet using e-procurement systems. However, all e-procurements must otherwise be in compliance with 2 CFR §200.317 through §200.326, State and local requirements, and the Agency’s procurement policy.

8.2 Time Frame. For purchases of more than $200,000, the public notice should

run not less than once each week for two consecutive weeks.

8.3 Form. Notices/advertisements should state, at a minimum, the place, date, and time that the bids or proposals are due, the solicitation number, a contact that can provide a copy of, and information about, the solicitation, and a brief description of the needed items(s).

8.4 Time Period for Submission of Bids. A minimum of 30 days shall generally be

provided for preparation and submission of sealed bids and 15 days for competitive proposals. However, the President & CEO may allow for a shorter period under extraordinary circumstances.

8.5 Cancellation of Solicitations.

8.5.1 An IFB, RFP, or other solicitation may be cancelled before

bids/offers are due if:

8.5.1.1 The supplies, services or construction is no longer required;

8.5.1.2 The funds are no longer available;

8.5.1.3 Proposed amendments to the solicitation are of such

magnitude that a new solicitation would be best; or

8.5.1.4 Other similar reasons.

8.5.2 A solicitation may be cancelled and all bids or proposals that have already been received may be rejected if:

8.5.2.1 The supplies or services (including construction) are no

longer required; 8.5.2.2 Ambiguous or otherwise inadequate specifications were

part of the solicitation; 8.5.2.3 All factors of significance to the Agency were not

considered;



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15.2 Informal Appeals Procedure. The Agency shall adopt an informal bid protest/appeal procedure for contracts of $200,000 or less. Under these procedures, the bidder/contractor may request to meet with the appropriate Contract Officer.

15.3 Formal Appeals Procedure. A formal appeals procedure shall be established for solicitations/contracts of more than $200,000.

15.3.1 Bid Protest. Any actual or prospective contractor may protest the solicitation or award of a contract for serious violations of the principles of this Policy. Any protest against a solicitation must be received before the due date for the receipt of bids or proposals, and any protest against the award of a contract must be received within ten (10) calendar days after the contract receives notice of the contract award, or the protest will not be considered. All bid protests shall be in writing, submitted to the Contracting Officer or designee, who shall issue a written decision on the matter. The Contracting Officer may, at his/her discretion, suspend the procurement pending resolution of the protest if the facts presented so warrant.

15.3.2 Contractor Claims. All claims by a contractor relating to

performance of a contract shall be submitted in writing to the Contracting Officer for a written decision. The contractor may request a conference on the claim. The Contracting Officer’s decision shall inform the contractor of its appeal rights to the next higher level of authority in Agency. Contractor claims shall be governed by the Changes clause in the relevant form HUD-5370.

16.0 ASSISTANCE TO SMALL AND OTHER BUSINESSES

16.1 Required Efforts. Consistent with Presidential Executive Orders 11625, 12138, and 12432, and Section 3 of the HUD Act of 1968, all feasible efforts shall be made to ensure that small and minority-owned businesses, women’s business enterprises, and other individuals or firms located in or owned in substantial part by persons residing in the area of the HACM project are used when possible. Such efforts may include, but shall not be limited to:

16.1.1 Including such firms, when qualified, on solicitation mailing lists; 16.1.2 Encouraging their participation through direct solicitation of bids or

proposals whenever they are potential sources;

16.1.3 Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by such firms;



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16.3.5 A labor surplus area business is defined as a business which, together with its immediate subcontractors, will incur more than 50% of the cost of performing the contract in an area of concentrated unemployment or underemployment, as defined by the DOL in 20 CFR §654, Subpart A, and in the list of labor surplus areas published by the Employment and Training Administration.

17.0 BOARD APPROVAL OF PROCUREMENT ACTIONS

17.1 Authority. The Board appoints and delegates procurement authority to the

President & CEO in the amount not to exceed $200,000 and is responsible for ensuring that any procurement policies and procedures adopted are appropriate for the Agency. All procurements that exceed $200,000 must have approval from the Board prior to award and/or contract execution.

18.0 DELEGATION OF CONTRACTING AUTHORITY

18.1 Delegation. While the President & CEO is responsible for ensuring that the Agency’s procurements comply with this Policy, the President & CEO may delegate in writing all procurement authority as is necessary and appropriate to conduct the business of the Agency.

18.2 Procedures. Further, and in accordance with this delegation of authority,

the President & CEO shall, where necessary, establish operational procedures (such as a procurement manual or standard operating procedures) to implement this Policy. The President & CEO shall also establish a system of sanctions for violations of the ethical standards described in Section 3.0 herein, consistent with Federal, State, or local law.

19.0 DOCUMENTATION

19.1 Required Records. The Agency must maintain records sufficient to detail the significant history of each procurement action. These records shall include, but shall not necessarily be limited to, the following:

19.1.1 Rationale for the method of procurement (if not self-evident); 19.1.2 Rationale of contract pricing arrangement (also if not self-evident);

19.1.3 Reason for accepting or rejecting the bids or offers;

19.1.4 Basis for the contract price (as prescribed in this handbook);

19.1.5 A copy of the contract documents awarded or issued and signed by

the Contracting Officer;

19.1.6 Basis for contract modifications; and

19.1.7 Related contract administration actions.

EXECUTIVE OFFICE OF THE PRESIDENT

OFFICE OF MANAGEMENT AND BUDGET

WASHINGTON, D.C. 20503

OFFICE OF FEDERAL FINANCIAL MANAGEMENT June 20, 2018

M-18-18

MEMORANDUM FOR CHIEF FINANCIAL OFFICERS AND HEADS OF SMALL EXECUTIVE AGENCIES

FROM: Tim Soltis ~~~ Deputy Controller, Office of Federal Financial Management

SUBJECT: Implementing Statutory Changes to the Micro-Purchase and the Simplified Acquisition Thresholds for Financial Assistance

In accordance with recent statutory changes set forth in the National Defense Authorization Acts (NDAA) for Fiscal Years 2017 and 2018, this memorandum raises the threshold for micro-purchases under Federal financial assistance awards to $10,000, and raises the threshold for simplified acquisitions to $250,000 for all recipients. Further, it implements an approval process for certain institutions that want to request micro-purchase thresholds higher than $10,000. Agencies are required to implement these changes in the terms and conditions of their awards, and recipients ofexisting Federal financial assistance awards may implement them in their internal controls.

Background

This memorandum applies to all Federal agencies, as defined at 5 U.S.C. § 551(1), that award grants or cooperative agreements. It implements changes to the micro-purchase and simplified acquisition thresholds for financial assistance under the NDAAs for Fiscal Year (FY) 2017 and FY2018. The micropurchase threshold refers to purchases ofsupplies or services using simplified acquisition procedures, not to exceed an established amount pursuant to the Office of Management and Budget (OMB) Govemmentwide Guidance for Grants and Agreements ("Uniform Guidance") at 2 C.F.R. § 200.67 (Micro-purchase). The simplified acquisition threshold refers to purchases of property or services using small purchase methods not to exceed an established amount pursuant to 2 C.F.R. § 200.88 (Simplified acquisition threshold). For Federal financial assistance awards, these purchases are acquired for use by a Federal program. The NDAA for FY2017 increased the micro-purchase threshold from $3,500 to $10,000 for institutions of higher education, or related or affiliated nonprofit entities, nonprofit research organizations or independent research institutes ( 41 U .S.C. § 1908). The NOAA for FY2018 increases the micro-purchase threshold to $10,000 for all recipients and also increases the simplified acquisition threshold from $100,000 to $250,000 for all recipients.

Implementing the NDAA for FY2017

Section 2 l 7(b) ofthe NOAA for FY2017 raises the micro-purchase threshold to$ I 0,000 for procurements under grants and cooperative agreements for institutions ofhigher education, or related or affiliated nonprofit entities, nonprofit research organizations or independent research institutes. 1

1 Pub. L. No. 114-328 (codified at 41 U.S.C. § I902(a)(2)).

The NOAA for FY2017 also establishes an interim uniform process by which these recipients can request and Federal agencies can approve requests to apply a higher micro-purchase threshold. Specifically, the 2017 NOAA allows a threshold above $10,000 if approved by the head of the relevant executive agency. For purposes of this approval, the institution's cognizant Federal agency for indirect cost rates will be the relevant executive agency as defined in 2 C.F.R. § 200.19 (Cognizant agency for indirect costs). To receive a higher threshold, the institution must either have "clean single audit findings" (i.e., in accordance with 2 C.F.R. § 200.520 - Criteria for a low-risk auditee), have an acceptable internal institutional risk assessment, or the higher threshold must be consistent with State law for public institutions.

Agencies should reflect this change through policy or terms and conditions in awards for those institutions. The effective date for this change was when the NOAA for FY2017 was signed into law on December 23, 2016. OMB intends to revise the Uniform Guidance to conform with the law. 2

Process for Requesting a Higher Threshold Under the NDAA for FY2017

Requests for approval should be submitted to the institution's cognizant Federal agency for indirect cost rates; however, institutions should contact the agency before sending the request to determine the correct point ofcontact. The cognizant Federal agency will assign review of the request to the appropriate office within the agency to determine whether to approve, and will maintain records and justification ofall approvals. The request should include the threshold level being requested and the justification(s) for it based on the criteria above per Section 2 I 7(b) of the NOAA for FY2017.

Implementing the NDAA for FY2018

This memorandum also implements provisions of the NOAA for FY 2018, Pub. L. No. 115-91 , which became law on December 12, 2017. Specifically, section 806 raised the micro-purchase threshold from $3,500 to $10,000, and section 805 raised the simplified acquisition threshold from $I 00,000 to $250,000. Pursuant to 2 C.F.R. § 200.67 (Micro-purchase) and 2 C.F.R. § 200.88 (Simplified acquisition threshold), these higher thresholds are not effective until implemented in the Federal Acquisition Regulation (FAR) at 48 C.F .R. Subpart 2. 1 (Definitions). 3

In order to allow maximum flexibility for grant recipients in light of the changes to the NOAA for FY2018, OMB is granting an exception allowing recipients to use the higher threshold of$10,000 for micro-purchases and $250,000 for simplified acquisitions in advance of revisions to the FAR at 48 C.F.R. Subpart 2.1 and the Uniform Guidance. Pursuant to 2 C.F.R. § 200.102 (Exceptions), OMB may allow exceptions to the Uniform Guidance when exceptions are not prohibited by statute. The exception takes effect upon the date of issuance of this memo. Agencies should apply this exception to all recipients. Recipients should document any change based on this exception in accordance with 2 C.F.R. § 200.318 (General procurement standards).

If you have any questions regarding this memorandum, please contact Mary Tutman at [email protected] or Gil Tran at Hai_M._ [email protected].

2 The American Innovation and Competitiveness Act, Pub. L. No. 114-329, § 207{b) {2017) states that the Uniform Guidance shall be revised to conform with the requirements concerning the micro-purchase threshold.

3 Codified at 41 U.S.C. § I902{t). 2

mailto:[email protected]

mailto:[email protected]

February 28, 2019

COCC 1,878,840.19$

HCV ‐ HAP 746,011.83

HCV ‐ Reserve 1,443,501.20

OCB 1,085,176.97

Towers 454,092.48

Annex 975,353.08

OCB‐SD 59,614.81

Towers ‐ SD 19,713.43

Annex ‐ SD 17,439.58

Rosemary Cohen 252,294.20

Development 112,787.13

Towers Reserves 910,485.79

Litigation Proceeds 720,739.25

RAD Rehab Account 177,168.97

HCV FSS Escrow 62,230.82

PH FSS Escrow 59,904.49

SHFC ‐ Operating 408,198.81

SHFC ‐ Restricted BB&T 231,842.84

SHFC ‐ Reserve 316,942.48

9,932,338.35$


Cash Position February 2019


Operating Statement

Eleven Months Ending 02/28/2019

Program: COCC Project: Consolidated

Period Period Period YTD YTD YTD Annual Remaining

Amount Budget Variance Amount Budget Variance Budget Budget

INCOME

HUD Revenue 11,772.00 10,477.00 1,295.00 130,602.00 115,247.00 15,355.00 125,724.00 4,878.00

Administrative Revenue 62,684.70 77,957.42 (15,272.72) 733,952.31 857,531.58 (123,579.27) 935,489.00 (201,536.69)

Other Operating Revenue 208.21 2,083.33 (1,875.12) 29,219.60 22,916.67 6,302.93 25,000.00 4,219.60

TOTAL INCOME 74,664.91 90,517.75 (15,852.84) 893,773.91 995,695.25 (101,921.34) 1,086,213.00 (192,439.09)

EXPENSES

Administrative Expense 67,177.38 78,436.00 11,258.62 790,100.42 862,795.99 72,695.57 941,232.00 151,131.58

4921.04 Resident Services - Council fee

0.00 0.00 0.00 1,250.00 0.00 (1,250.00) 0.00 (1,250.00)

4922.00 Relocation Expenses 2,033.97 0.00 (2,033.97) 2,033.97 0.00 (2,033.97) 0.00 (2,033.97)

Utilities Expense 86.54 141.67 55.13 1,375.31 1,558.33 183.02 1,700.00 324.69

Maintenance 576.00 195.83 (380.17) 10,247.52 2,154.17 (8,093.35) 2,350.00 (7,897.52)

Insurance Expense 1,213.05 2,004.00 790.95 26,619.16 22,043.99 (4,575.17) 24,048.00 (2,571.16)

General Expense (5,690.08) 19,442.60 25,132.68 92,507.15 213,868.60 121,361.45 233,311.20 140,804.05

TOTAL EXPENSES 65,396.86 100,220.10 34,823.24 924,133.53 1,102,421.08 178,287.55 1,202,641.20 278,507.67

SURPLUS 9,268.05 (9,702.35) 18,970.40 (30,359.62) (106,725.83) 76,366.21 (116,428.20) 86,068.58

© 2019 Management Computer Services, Inc. (MCS)

3/4/2019 1:25:13 PM

Printed by: Accountant Fee

Page 1 of 1www.pha-web.com


Operating Statement


Program: McCown Towers Annex Project: Consolidated



INCOME

Tenant Revenue 19,820.54 17,470.83 2,349.71 210,919.32 192,179.17 18,740.15 209,650.00 1,269.32

HUD Revenue 35,101.00 36,687.50 (1,586.50) 388,763.00 403,562.50 (14,799.50) 440,250.00 (51,487.00)

Other Operating Revenue 350.19 250.00 100.19 4,224.85 2,750.00 1,474.85 3,000.00 1,224.85

TOTAL INCOME 55,271.73 54,408.33 863.40 603,907.17 598,491.67 5,415.50 652,900.00 (48,992.83)

EXPENSES

Administrative Expense 11,639.50 11,615.50 (24.00) 128,047.12 127,770.51 (276.61) 139,386.00 11,338.88

Tenant Services 300.00 156.25 (143.75) 4,050.00 1,718.75 (2,331.25) 1,875.00 (2,175.00)

Utility Expense 15,461.05 10,685.00 (4,776.05) 135,479.41 117,535.00 (17,944.41) 128,220.00 (7,259.41)

Maintenance 11,283.95 14,196.42 2,912.47 189,037.19 156,160.56 (32,876.63) 170,357.00 (18,680.19)

Protective Services 2,883.57 3,208.33 324.76 32,422.79 35,291.67 2,868.88 38,500.00 6,077.21

Insurance Expense 284.80 1,223.75 938.95 13,102.80 13,461.25 358.45 14,685.00 1,582.20

4962.00 General Expenses 56.35 125.00 68.65 1,784.75 1,375.00 (409.75) 1,500.00 (284.75)

4964.00 Bad Debt Expense 172.00 208.33 36.33 3,650.12 2,291.67 (1,358.45) 2,500.00 (1,150.12)

TOTAL EXPENSES 42,081.22 41,418.58 (662.64) 507,574.18 455,604.41 (51,969.77) 497,023.00 (10,551.18)

SURPLUS 13,190.51 12,989.75 200.76 96,332.99 142,887.26 (46,554.27) 155,877.00 (59,544.01)


3/4/2019 1:37:23 PM




Operating Statement


Program: OCB Project: Consolidated



INCOME

Tenant Revenue 56,029.43 50,833.33 5,196.10 689,318.56 559,166.67 130,151.89 610,000.00 79,318.56

HUD Revenues 224,258.91 102,376.83 121,882.08 2,440,816.47 1,126,145.17 1,314,671.30 1,228,522.00 1,212,294.47

Other Operating Revenue 7,980.62 11,338.67 (3,358.05) 138,320.21 124,725.34 13,594.87 136,064.00 2,256.21

TOTAL INCOME 288,268.96 164,548.83 123,720.13 3,268,455.24 1,810,037.18 1,458,418.06 1,974,586.00 1,293,869.24

EXPENSES

Administrative Expense 72,534.86 56,964.67 (15,570.19) 791,208.20 626,611.33 (164,596.87) 683,576.00 (107,632.20)

Tenant Services 1,524.71 1,708.33 183.62 33,389.49 18,791.66 (14,597.83) 20,500.00 (12,889.49)

Utility Expense 38,746.25 34,388.33 (4,357.92) 444,226.61 378,271.66 (65,954.95) 412,660.00 (31,566.61)

Maintenance 48,898.23 53,807.42 4,909.19 669,835.77 591,881.57 (77,954.20) 645,689.00 (24,146.77)

Insurance Expense 2,317.85 8,027.75 5,709.90 90,174.51 88,305.25 (1,869.26) 96,333.00 6,158.49

General Expense 5,117.40 6,175.00 1,057.60 109,957.33 67,925.00 (42,032.33) 74,100.00 (35,857.33)

TOTAL EXPENSES 169,139.30 161,071.50 (8,067.80) 2,138,791.91 1,771,786.47 (367,005.44) 1,932,858.00 (205,933.91)

SURPLUS 119,129.66 3,477.33 (115,652.33) 1,129,663.33 38,250.71 (1,091,412.62) 41,728.00 (1,087,935.33)


3/4/2019 1:38:23 PM




Operating Statement


Program: Section 8 Voucher Project: Consolidated



INCOME

HUD Revenues 1,294,910.40 1,248,958.33 45,952.07 14,177,741.05 13,738,541.67 439,199.38 14,987,500.00 (809,758.95)

Other Operating Revenue 17,015.25 5,841.67 11,173.58 149,847.38 64,258.33 85,589.05 70,100.00 79,747.38

TOTAL INCOME 1,311,925.65 1,254,800.00 57,125.65 14,327,588.43 13,802,800.00 524,788.43 15,057,600.00 (730,011.57)

EXPENSES

Administrative Expense 67,806.43 72,485.92 4,679.49 803,239.37 797,345.14 (5,894.23) 869,831.04 66,591.67

Utilities Expense 285.04 241.67 (43.37) 2,852.08 2,658.33 (193.75) 2,900.00 47.92

Maintenance 613.28 622.92 9.64 11,318.74 6,852.07 (4,466.67) 7,475.00 (3,843.74)

Insurance 622.34 1,640.82 1,018.48 11,075.13 18,048.98 6,973.85 19,689.79 8,614.66

General Expense 182.85 250.00 67.15 3,742.71 2,750.00 (992.71) 3,000.00 (742.71)

HAP Expense 1,150,233.49 1,157,990.92 7,757.43 12,531,164.58 12,737,900.08 206,735.50 13,895,891.00 1,364,726.42

TOTAL EXPENSES 1,219,743.43 1,233,232.24 13,488.81 13,363,392.61 13,565,554.60 202,161.99 14,798,786.83 1,435,394.22

SURPLUS 92,182.22 21,567.76 70,614.46 964,195.82 237,245.40 726,950.42 258,813.17 705,382.65


3/4/2019 1:40:30 PM




Operating Statement


Program: Sarasota Housing Authority Project: Consolidated



INCOME

3692.00 Collection Loss Recovery

0.00 48,333.33 (48,333.33) 990.00 531,666.67 (530,676.67) 580,000.00 (579,010.00)

Tenant Revenue 105,267.06 46,244.17 59,022.89 1,212,870.16 508,685.83 704,184.33 554,930.00 657,940.16

HUD Revenue 1,636,582.36 1,484,412.42 152,169.94 17,958,983.68 16,328,536.59 1,630,447.09 17,812,949.00 146,034.68

Other Operating Revenue 18,656.54 12,016.67 6,639.87 246,675.73 132,183.33 114,492.40 144,200.00 102,475.73

3716.00 Gain/Loss on Capital asset

0.00 0.00 0.00 300.00 0.00 300.00 0.00 300.00

TOTAL INCOME 1,760,505.96 1,591,006.58 169,499.38 19,419,819.57 17,501,072.42 1,918,747.15 19,092,079.00 327,740.57

EXPENSES

Administrative Expense 203,932.63 228,140.92 24,208.29 2,504,252.18 2,509,550.12 5,297.94 2,737,691.04 233,438.86

Tenant Services 774.71 1,106.25 331.54 19,917.23 12,168.75 (7,748.48) 13,275.00 (6,642.23)

4922.00 Relocation Expenses 2,033.97 0.00 (2,033.97) 2,033.97 0.00 (2,033.97) 0.00 (2,033.97)

Utility Expense 66,004.01 54,582.08 (11,421.93) 709,660.94 600,402.92 (109,258.02) 654,985.00 (54,675.94)

Maintenance 77,927.13 116,520.00 38,592.87 890,620.62 1,281,720.01 391,099.39 1,398,240.00 507,619.38


Insurance Expense 4,738.66 14,507.65 9,768.99 162,365.12 159,584.14 (2,780.98) 174,091.79 11,726.67

General Expense (16,989.68) 2,379.17 19,368.85 31,164.45 26,170.83 (4,993.62) 28,550.00 (2,614.45)

4963.00 PILOT 0.00 2,507.17 2,507.17 52,195.20 27,578.83 (24,616.37) 30,086.00 (22,109.20)

4964.00 Bad Debt Expense 3,913.50 1,375.00 (2,538.50) 23,659.71 15,125.00 (8,534.71) 16,500.00 (7,159.71)

HAP Expense 1,152,069.75 1,168,954.60 16,884.85 12,579,509.41 12,858,500.60 278,991.19 14,027,455.20 1,447,945.79

TOTAL EXPENSES 1,500,171.82 1,596,489.50 96,317.68 17,040,224.41 17,561,384.53 521,160.12 19,157,874.03 2,117,649.62

SURPLUS 260,334.14 (5,482.92) (265,817.06) 2,379,595.16 (60,312.11) (2,439,907.27) (65,795.03) (2,445,390.19)


3/4/2019 1:39:02 PM




Operating Statement


Program: SHFC Project: Consolidated



INCOME

Tenant Revenue Other 69,881.69 61,071.92 8,809.77 729,797.14 671,791.09 58,006.05 732,863.00 (3,065.86)

Other Revenue 62.37 837.33 (774.96) 56,789.02 9,210.67 47,578.35 10,048.00 46,741.02

TOTAL INCOME 69,944.06 61,909.25 8,034.81 786,586.16 681,001.76 105,584.40 742,911.00 43,675.16

EXPENSES


4921.00 Resident Services 0.00 833.33 833.33 51,046.41 9,166.67 (41,879.74) 10,000.00 (41,046.41)

4921.01 Community Foundation Book Rich Grant Expense

0.00 0.00 0.00 2,065.50 0.00 (2,065.50) 0.00 (2,065.50)

Utilities Expense 6,776.86 6,681.25 (95.61) 72,690.26 73,493.75 803.49 80,175.00 7,484.74

Maintenance 16,900.00 10,208.33 (6,691.67) 149,358.13 112,291.67 (37,066.46) 122,500.00 (26,858.13)

Insurance Expense 4,608.12 4,791.67 183.55 47,182.23 52,708.33 5,526.10 57,500.00 10,317.77

General Expense 1,654.17 8,591.67 6,937.50 42,998.51 94,508.33 51,509.82 103,100.00 60,101.49

TOTAL EXPENSES 48,481.86 54,617.17 6,135.31 588,524.09 600,788.84 12,264.75 655,406.00 66,881.91

SURPLUS 21,462.20 7,292.08 14,170.12 198,062.07 80,212.92 117,849.15 87,505.00 110,557.07


3/4/2019 1:41:08 PM




Operating Statement


Program: RAD Towers Project: Consolidated



INCOME

Tenant Revenue 29,417.09 26,273.33 3,143.76 313,622.28 289,006.67 24,615.61 315,280.00 (1,657.72)

HUD Revenue 28,519.00 31,750.00 (3,231.00) 323,739.00 349,250.00 (25,511.00) 381,000.00 (57,261.00)

Other Operating Revenue 1,057.62 458.33 599.29 12,872.54 5,041.67 7,830.87 5,500.00 7,372.54

TOTAL INCOME 58,993.71 58,481.67 512.04 650,233.82 643,298.34 6,935.48 701,780.00 (51,546.18)

EXPENSES


Tenant Services 200.00 408.33 208.33 2,950.00 4,491.67 1,541.67 4,900.00 1,950.00

Utility Expense 11,425.13 9,125.42 (2,299.71) 125,727.53 100,379.58 (25,347.95) 109,505.00 (16,222.53)

Maintenance 22,714.43 15,947.42 (6,767.01) 232,133.99 175,421.60 (56,712.39) 191,369.00 (40,764.99)


Insurance Expense 300.62 1,611.33 1,310.71 21,393.52 17,724.67 (3,668.85) 19,336.00 (2,057.52)

General Expense 693.56 1,153.00 459.44 26,625.27 12,683.00 (13,942.27) 13,836.00 (12,789.27)

TOTAL EXPENSES 45,452.01 40,092.67 (5,359.34) 535,096.58 441,019.35 (94,077.23) 481,112.00 (53,984.58)

SURPLUS 13,541.70 18,389.00 (4,847.30) 115,137.24 202,278.99 (87,141.75) 220,668.00 (105,530.76)


3/4/2019 1:38:42 PM



Assets

Current AssetsCash

PETTY CASH 400.00CASH IN BANK GENERAL 282,791.07CASH IN BANK - DEVELOPMENT 129,949.18CASH IN BANK - SECURITY DEPOSITS 40,519.40

Total Cash 453,659.65

Accounts ReceivableA/R - RESIDENTS 11,999.00A/R - RESIDENTS - ACC UNITS 202.00A/R - PBV SUBSIDY 49.00A/R - VOUCHER SUBSIDY 41.00DUE FROM PARTNERS 100.00ALLOWANCE FOR DOUBTFUL ACCOUNTS (11,215.04)

Total Accounts Receivable 1,175.96

Deposits & EscrowsREAL ESTATE TAX ESCROW 13,835.00PROPERTY & LIABILITY INSURANCE ESCROW 38,146.05RESERVE FOR REPLACEMENTS 30,879.29ESCROWS - OTHER 277,609.07OPERATING RESERVE FUND 25,016.22AFFORDABILITY RESERVE 147,105.15

Total Deposits & Escrows 532,590.78

Other Current AssetsPREPAID PROPERTY INSURANCE 15,451.00

Total Other Current Assets 15,451.00

Total Current Assets 1,002,877.39

Fixed AssetsLAND 550,000.00BUILDINGS 10,972,231.79DEPOSITS - RECEIVABLE 1,182.63START-UP COSTS 46,000.00LIHTC FEE 349,236.00ACCUM. AMORT. - LIHTC MONITORING FEE (58,782.00)DEFERRED FINANCING FEES 134,334.82ACC - AMORT FINANCING FEES (Old) (9,951.00)RAR ADJ - ACCUM AMORTIZATION (46,000.00)

Depreciation & AmortizationACC DEPR BUILDINGS (1,326,312.00)ACC DEPR - MISC FIXED ASSETS (2,172.00)

Total Depreciation & Amortization (1,328,484.00)

Total Fixed Assets 10,609,768.24

Total Assets 11,612,645.63

Janies Garden IIIBalance SheetFebruary 28, 2019

Created on: 03/14/2019, 2:55 PM Page 1

Liabilities & Equity

LiabilitiesCurrent Liabilities

ACCOUNTS PAYABLE 8,504.94ACCRUED 1ST MORTGAGE INTEREST PAYABLE 387,077.51ACCRUED EXPENSE 4,022.00ACCRUED PARTNERSHIP EXPENSES 3,182.70SECURITY DEPOSIT REFUNDS IN TRANSIT 1,157.17

Total Current Liabilities 403,944.32

Other Current LiabilitiesSECURITY DEPOSIT LIABILITY 37,698.00SECURITY DEP INT LIABILITY 415.02PREPAID RENTS 12,413.23

Total Other Current Liabilities 50,526.25

Long Term Liabilities1ST MORTGAGE PAYABLE 1,288,011.642ND MORTAGE PAYABLE 2,815,931.00

Total Long Term Liabilities 4,103,942.64

Total Liabilities 4,558,413.21

EquityRetained Earnings 7,009,970.76Current Net Income 44,261.66

Total Equity 7,054,232.42

Total Liabilities & Equity 11,612,645.63

Janies Garden IIIBalance SheetFebruary 28, 2019

Created on: 03/14/2019, 2:55 PM Page 2

Month Ending 01/01/2019 Through Year Ending02/28/2019 02/28/2019 12/31/2019

Actual Budget Budget Diff Actual Budget Budget Diff Budget

RENT INCOME512000 - APARTMENT RENT - TENANT 29,086.00 57,248.00 (28,162.00) 58,694.00 114,496.00 (55,802.00) 686,976.00512001 - APARTMENT RENT- TENANT ACC ONLY 6,032.00 0.00 6,032.00 11,388.00 0.00 11,388.00 0.00512099 - APARTMENT RENT- ACC UTILITY REIMB 134.00 0.00 134.00 (1,066.00) 0.00 (1,066.00) 0.00512100 - SUBSIDY REVENUE 21,243.00 0.00 21,243.00 42,806.00 0.00 42,806.00 0.00518000 - OPERATING SUBSIDY - ACC 5,813.00 5,215.00 598.00 11,772.00 10,430.00 1,342.00 62,580.00

TOTAL RENT INCOME 62,308.00 62,463.00 (155.00) 123,594.00 124,926.00 (1,332.00) 749,556.00

VACANCIES522000 - VACANCIES - TENANT (2,287.00) (500.00) (1,787.00) (3,466.00) (1,000.00) (2,466.00) (6,000.00)

TOTAL VACANCIES (2,287.00) (500.00) (1,787.00) (3,466.00) (1,000.00) (2,466.00) (6,000.00)NET RENTAL INCOME 60,021.00 61,963.00 (1,942.00) 120,128.00 123,926.00 (3,798.00) 743,556.00

SERVICES INCOME531000 - COIN OPERATIONS 95.25 83.00 12.25 95.25 166.00 (70.75) 1,000.00533000 - TENANT APPLICATION FEE 90.00 0.00 90.00 150.00 0.00 150.00 0.00

TOTAL SERVICES INCOME 185.25 83.00 102.25 245.25 166.00 79.25 1,000.00

FINANCIAL INCOME541300 - INT INC - AFFORDABILITY RESERVE 163.81 0.00 163.81 163.81 0.00 163.81 0.00541400 - INT INC - OPERATING RESERVE 353.46 0.00 353.46 353.46 0.00 353.46 0.00

TOTAL FINANCIAL INCOME 517.27 0.00 517.27 517.27 0.00 517.27 0.00

OTHER INCOME592500 - LATE CHARGES 735.00 200.00 535.00 1,365.00 400.00 965.00 2,400.00593600 - LEGAL INCOME 1,496.50 0.00 1,496.50 2,518.00 0.00 2,518.00 0.00593800 - CLEANING FEE 135.00 0.00 135.00 135.00 0.00 135.00 0.00593900 - DAMAGES 380.00 0.00 380.00 465.00 0.00 465.00 0.00

TOTAL OTHER INCOME 2,746.50 200.00 2,546.50 4,483.00 400.00 4,083.00 2,400.00TOTAL INCOME 63,470.02 62,246.00 1,224.02 125,373.52 124,492.00 881.52 746,956.00

TOTAL CORPORATE EXPENSES

RENTING EXPENSES621000 - ADVERTISING 8.00 167.00 159.00 8.00 334.00 326.00 2,000.00622500 - CREDIT REPORTS 24.00 83.00 59.00 24.00 166.00 142.00 1,000.00624500 - INSPECTION FEES 0.00 166.00 166.00 0.00 332.00 332.00 2,000.00625500 - EVICTION EXPENSE 0.00 167.00 167.00 501.50 334.00 (167.50) 2,000.00

TOTAL RENTING EXPENSES 32.00 583.00 551.00 533.50 1,166.00 632.50 7,000.00

ADMINISTRATIVE EXPENSES631000 - OFFICE PAYROLL 3,035.22 1,695.00 (1,340.22) 7,279.49 4,236.00 (3,043.49) 22,822.00631100 - OFFICE EXPENSE 354.75 458.00 103.25 695.19 916.00 220.81 5,500.00631108 - MEMBERSHIP DUES EXPENSE 0.00 0.00 0.00 21.07 0.00 (21.07) 0.00631111 - BANK CHARGES 316.07 50.00 (266.07) 356.02 1,150.00 793.98 1,650.00631500 - OFFICE EQUIPMENT EXPENSE 15.41 50.00 34.59 15.41 2,504.00 2,488.59 3,000.00631502 - OFFICE/COMPUTER - SERVICES 0.00 0.00 0.00 0.00 0.00 0.00 3,500.00632000 - MANAGEMENT FEES 4,045.59 4,200.00 154.41 8,407.71 8,400.00 (7.71) 50,400.00632500 - ANSWERING SERVICE 0.00 29.00 29.00 0.00 58.00 58.00 350.00633000 - SITE MANAGER'S PAYROLL EXPENSE 0.00 1,762.00 1,762.00 0.00 4,008.00 4,008.00 22,601.00634000 - LEGAL EXPENSE 90.00 0.00 (90.00) 575.84 0.00 (575.84) 0.00634200 - TAX CREDIT MONITORING FEE 0.00 0.00 0.00 0.00 0.00 0.00 2,030.00635000 - AUDIT EXPENSE 0.00 0.00 0.00 0.00 0.00 0.00 10,000.00635300 - ALLOC. CENTRALIZED COMPLIANCECOSTS

0.00 0.00 0.00 0.00 0.00 0.00 2,440.00

635400 - SOFTWARE LICENSE EXPENSE 604.80 4,700.00 4,095.20 604.80 4,700.00 4,095.20 4,700.00636000 - TELEPHONE 99.14 183.00 83.86 198.27 366.00 167.73 2,200.00636500 - CABLE TV / INTERNET EXPENSE 0.00 232.00 232.00 186.57 464.00 277.43 2,784.00637000 - BAD DEBT EXPENSE 2,090.62 167.00 (1,923.62) 3,431.89 334.00 (3,097.89) 2,000.00637600 - SOCIAL SERVICE SUPPLIES 32.96 167.00 134.04 32.96 334.00 301.04 2,000.00637604 - SOCIAL SERVICE EXPENSE - 3rd Party 5,665.32 1,916.00 (3,749.32) 5,665.32 3,832.00 (1,833.32) 22,992.00638400 - TRAINING EXPENSE 0.00 200.00 200.00 364.80 200.00 (164.80) 850.00638500 - TRAVEL EXPENSE 209.83 42.00 (167.83) 209.83 84.00 (125.83) 500.00639000 - MISC ADMINISTRATIVE EXPENSE 0.00 133.00 133.00 0.00 266.00 266.00 1,600.00

Total ADMINISTRATIVE EXPENSES 16,559.71 15,984.00 (575.71) 28,045.17 31,852.00 3,806.83 163,919.00

OPERATING EXPENSE641900 - UNIFORMS EXPENSE 0.00 33.00 33.00 0.00 66.00 66.00 400.00643000 - MAINTENANCE PAYROLL 2,191.88 3,057.00 865.12 6,481.86 7,452.00 970.14 40,000.00643100 - JANITOR SUPPLIES 134.87 133.00 (1.87) 672.71 266.00 (406.71) 1,600.00645000 - ELECTRICITY 450.16 666.00 215.84 845.60 1,332.00 486.40 8,000.00645050 - ELECTRICITY - Vacant Unit 33.79 0.00 (33.79) 33.79 0.00 (33.79) 0.00645051 - ELECTRICITY - Vacant Unit Recovery 0.00 0.00 0.00 34.21 0.00 (34.21) 0.00645100 - WATER 2,238.75 2,633.00 394.25 5,207.17 5,266.00 58.83 31,600.00645300 - SEWER 3,244.31 3,333.00 88.69 7,179.00 6,666.00 (513.00) 40,000.00

Janies Garden IIIBudget Operating Report

As of February 28, 2019

Month Ending 01/01/2019 Through Year Ending02/28/2019 02/28/2019 12/31/2019

Actual Budget Budget Diff Actual Budget Budget Diff Budget

645500 - UTILITY PROCESSING / COMMISSIONS 64.80 72.00 7.20 138.10 144.00 5.90 864.00645551 - Vacant Unit Recovery Fees 0.00 0.00 0.00 8.50 0.00 (8.50) 0.00646000 - EXTERMINATING 162.00 408.00 246.00 324.00 1,158.00 834.00 10,326.00647000 - GARBAGE & RUBBISH REMOVAL 575.89 1,000.00 424.11 749.21 2,000.00 1,250.79 12,000.00647100 - FIRE SERVICE FEE / REPAIRS 227.19 0.00 (227.19) 530.11 0.00 (530.11) 4,000.00649000 - MISC OPERATING EXPENSE 95.96 250.00 154.04 95.96 500.00 404.04 3,000.00

TOTAL OPERATING EXPENSE 9,419.60 11,585.00 2,165.40 22,300.22 24,850.00 2,549.78 151,790.00

MAINTENANCE EXPENSE650503 - PROTECTION SERVICES - ALARM MONI-TORING

21.34 0.00 (21.34) 64.02 0.00 (64.02) 0.00

652001 - GROUNDS - Supplies 0.00 0.00 0.00 0.00 0.00 0.00 1,500.00652002 - GROUNDS - Contract 1,300.00 1,300.00 0.00 2,600.00 2,600.00 0.00 17,100.00653000 - EXTERIOR PAINTING / REPAIRS 202.18 150.00 (52.18) 202.18 300.00 97.82 1,800.00653500 - CLEANING EXPENSE 14.18 2,500.00 2,485.82 14.18 2,500.00 2,485.82 5,000.00654100 - REPAIRS - APPLIANCES 350.36 150.00 (200.36) 350.36 300.00 (50.36) 1,800.00654200 - REPAIRS - CARPET & FLOORS 0.00 150.00 150.00 22.63 300.00 277.37 1,800.00654300 - REPAIRS - CARPENTRY 243.81 350.00 106.19 324.66 700.00 375.34 4,000.00654400 - REPAIRS - ELECTRICAL 139.54 600.00 460.46 658.63 900.00 241.37 4,000.00654600 - REPAIRS - PLUMBING 450.52 350.00 (100.52) 627.19 700.00 72.81 4,000.00654800 - SERVICE CONTRACTS 0.00 100.00 100.00 0.00 200.00 200.00 1,200.00655100 - REPAIRS - HVAC 967.87 500.00 (467.87) 8,467.87 1,000.00 (7,467.87) 6,000.00656000 - DECORATING EXPENSE 0.00 0.00 0.00 0.00 0.00 0.00 900.00656001 - DECORATING - Painting Supplies 0.00 0.00 0.00 0.00 100.00 100.00 1,400.00656002 - DECORATING - Painting Contract 63.01 0.00 (63.01) 63.01 0.00 (63.01) 0.00657000 - MOTOR VEHICLE REPAIRS 21.76 83.00 61.24 21.76 166.00 144.24 1,000.00658000 - MAIN EQUIPMENT REPAIR 0.00 0.00 0.00 0.00 0.00 0.00 1,000.00658500 - SMALL TOOLS EXPENSE 0.00 330.00 330.00 0.00 360.00 360.00 1,300.00659000 - MISC MAINTENANCE EXPENSE 10.03 100.00 89.97 10.03 200.00 189.97 1,000.00

TOTAL MAINTENANCE EXPENSE 3,784.60 6,663.00 2,878.40 13,426.52 10,326.00 (3,100.52) 54,800.00

INTEREST EXPENSE682000 - 1ST MORTGAGE INTEREST 6,769.54 6,770.00 0.46 13,542.95 13,543.00 0.05 79,449.00

TOTAL INTEREST EXPENSE 6,769.54 6,770.00 0.46 13,542.95 13,543.00 0.05 79,449.00

TAXES & INSURANCE671000 - TAXES - REAL ESTATE 0.00 0.00 0.00 0.00 0.00 0.00 27,000.00671100 - PAYROLL TAXES 488.59 669.00 180.41 1,235.30 1,773.00 537.70 6,373.00671500 - TAXES - OTHER 26.28 0.00 (26.28) 26.28 0.00 (26.28) 0.00672000 - INSURANCE EXPENSE 0.00 0.00 0.00 0.00 14,500.00 14,500.00 56,500.00672100 - HEALTH INSURANCE 821.83 1,300.00 478.17 1,643.67 2,600.00 956.33 15,600.00672200 - WORKERS COMP INSURANCE 127.75 187.00 59.25 358.25 467.00 108.75 2,486.00

TOTAL TAXES & INSURANCE 1,464.45 2,156.00 691.55 3,263.50 19,340.00 16,076.50 107,959.00

EQUIPMENT PURCHASES721101 - Kitchen Appliances 0.00 0.00 0.00 0.00 0.00 0.00 2,000.00721102 - Flooring: Carpet & Tile 0.00 0.00 0.00 0.00 0.00 0.00 3,000.00721113 - Driveway/Parking Lot 0.00 0.00 0.00 0.00 0.00 0.00 20,000.00

TOTAL EQUIPMENT PURCHASES 0.00 0.00 0.00 0.00 0.00 0.00 25,000.00TOTAL CORPORATE EXPENSES 38,029.90 43,741.00 5,711.10 81,111.86 101,077.00 19,965.14 589,917.00NET PROFIT OR LOSS 25,440.12 18,505.00 6,935.12 44,261.66 23,415.00 20,846.66 157,039.00

NON-OPERATING EXPENSES790100 - R/E TAXE ESCROW DEPOSITS 2,486.58 2,250.00 (236.58) 4,817.31 4,500.00 (317.31) 27,000.00790101 - R/E TAXE ESCROW WITHDRAWALS 0.00 0.00 0.00 0.00 0.00 0.00 (27,000.00)790200 - PROPERTY INSURANCE ESC DEP 9,365.76 4,625.00 (4,740.76) 13,075.18 9,250.00 (3,825.18) 55,500.00790201 - PROPERTY INS ESC WITHDRAWALS 0.00 0.00 0.00 0.00 (14,500.00) (14,500.00) (55,500.00)791000 - PROV FOR REPLACEMENTS 1,854.00 1,854.00 0.00 3,708.00 3,708.00 0.00 22,248.00793000 - PROV FOR MORT PRIN AMORT 742.05 742.00 (0.05) 1,480.23 1,480.00 (0.23) 10,691.00

TOTAL NON-OPERATING EXPENSES 14,448.39 9,471.00 (4,977.39) 23,080.72 4,438.00 (18,642.72) 32,939.00NET CASH (+) / DEF (-) 10,991.73 9,034.00 1,957.73 21,180.94 18,977.00 2,203.94 124,100.00

Janies Garden IIIBudget Operating Report

As of February 28, 2019

JANIE'S GARDEN PHASE THREEPROFIT & LOSS STATEMENT

FOR THE PERIOD ENDING 2/28/19

Feb-19 Feb-19 Feb-19 YTD YTDNO. AND DESCIPTION NON-ACC ACC ACTUAL ACTUAL BUDGET VARIANCE COMMENTS

5120 APARTMENT RENT - TENANT (29,086.00) (6,166.00) (35,252.00) (69,016.00) (114,496.00) 45,480.00 5121 SUBSIDY REVENUE (21,243.00) - (21,243.00) (42,806.00) - (42,806.00) 5180 OPERATING SUBSIDY - (5,813.00) (5,813.00) (11,772.00) (10,430.00) (1,342.00) TOTAL RENT INCOME (50,329.00) (11,979.00) (62,308.00) (123,594.00) (124,926.00) 1,332.00

5220 VACANCIES - TENANT 2,287.00 - 2,287.00 3,466.00 1,000.00 2,466.00 5280 EMPLOYEE APARTMENT - - - - - - TOTAL VACANCIES 2,287.00 - 2,287.00 3,466.00 1,000.00 2,466.00

NET RENTAL INCOME (48,042.00) (11,979.00) (60,021.00) (120,128.00) (123,926.00) 3,798.00

5310 COIN OPERATIONS (59.25) (36.00) (95.25) (95.25) (166.00) 70.75 5311 VENDING INCOME - - - - - - 5330 TENANT APPLICATION FEE (55.98) (34.02) (90.00) (150.00) - (150.00) TOTAL SERVICE INCOME (115.23) (70.02) (185.25) (245.25) (166.00) (79.25)

5910 SECURITY DEPOSIT FORFEITURE - - - - - - 5921 MISC INCOME (320.33) (194.67) (515.00) (600.00) - (600.00) Damages, Cleaning Fees & Pet Fees5925 LATE CHARGES (457.17) (277.83) (735.00) (1,365.00) (400.00) (965.00) 5930 RETURNED CHECKS CHARGES - - - - - - 5933 UTILITY INCOME - - - - - - 5936 LEGAL INCOME (930.82) (565.68) (1,496.50) (2,518.00) - (2,518.00) 5981 RECOVERY OF BAD DEBTS - - - - - - 5982 RENT CONCESSIONS - - - - - - 5983 HAP CONCESSIONS - - - - - - 5984 RENT DISCOUNT - - - - - - TOTAL OTHER INCOME (1,708.32) (1,038.18) (2,746.50) (4,483.00) (400.00) (4,083.00)

TOTAL INCOME (49,865.55) (13,087.20) (62,952.75) (124,856.25) (124,492.00) (364.25)

6210 ADVERTISING 4.98 3.02 8.00 8.00 334.00 (326.00) 6220 COMMISSIONS - - - - - - 6225 CREDIT REPORTS 14.93 9.07 24.00 24.00 166.00 (142.00) 6245 INSPECTION FEES - - - - 332.00 (332.00) 6250 COLLECTION EXPENSE - - - - - - 6255 EVICTION EXPENSE - - - 501.50 334.00 167.50 6290 MISC RENTING EXPENSE - - - - - - TOTAL RENTING EXPENSES 19.90 12.10 32.00 533.50 1,166.00 (632.50)

6310 OFFICE SALARIES 1,887.91 1,147.31 3,035.22 7,279.49 4,236.00 3,043.49 See #6330 below6311 OFFICE EXPENSE 417.25 253.57 670.82 1,072.28 2,066.00 (993.72) 6315 OFFICE EQUIPMENT RENTAL EXPENSE 9.59 5.82 15.41 15.41 2,504.00 (2,488.59) 6320 MANAGEMENT FEES 3,026.91 1,018.68 4,045.59 8,407.71 8,400.00 7.71 6325 ANSWERING SERVICE - - - - 58.00 (58.00) 6330 SITE MANAGER'S PAYROLL EXPENSE - - - - 4,008.00 (4,008.00) See #6310 above6340 LEGAL EXPENSE 55.98 34.02 90.00 575.84 - 575.84 6350 AUDIT EXPENSE - - - - - - 6351 BOOKKEEPING FEES - - - - - - 6353 TAX CREDIT COMPLIANCE FEE - - - - - - 6354 SOFTWARE LICENSE 376.19 228.61 604.80 604.80 4,700.00 (4,095.20) 6360 TELEPHONE 61.67 37.47 99.14 198.27 366.00 (167.73) 6365 CABLE TV EXPENSE - - - 186.57 464.00 (277.43) 6370 BAD DEBT EXPENSE 1,300.37 790.25 2,090.62 3,431.89 334.00 3,097.89 637604 SOCIAL SERVICE EXPENSE-3RD PARTY 3,523.83 2,141.49 5,665.32 5,665.32 3,832.00 1,833.32 Have 3 months of 2019, $1888 each6376 SOCIAL SERVICE SUPPLIES 20.50 12.46 32.96 32.96 334.00 (301.04) 6384 TRAINING EXPENSE - - - 364.80 200.00 164.80 6385 TRAVEL EXPENSE 130.51 79.32 209.83 209.83 84.00 125.83 6390 MISC ADMINISTRATIVE EXPENSE - - - - 266.00 (266.00)

JANIE'S GARDEN PHASE THREEPROFIT & LOSS STATEMENT

FOR THE PERIOD ENDING 2/28/19

Feb-19 Feb-19 Feb-19 YTD YTDNO. AND DESCIPTION NON-ACC ACC ACTUAL ACTUAL BUDGET VARIANCE COMMENTS

TOTAL ADMINISTRATIVE EXPENSE 10,810.69 5,749.02 16,559.71 28,045.17 31,852.00 (3,806.83)

6419 UNIFORMS EXPENSE - - - - 66.00 (66.00) 6430 MAINTENANCE PAYROLL 1,363.35 828.53 2,191.88 6,481.86 7,452.00 (970.14) 6431 JANITOR SUPPLIES 83.89 50.98 134.87 672.71 266.00 406.71 6435 SWIMMING POOL PAYROLL - - - - - - 6436 POOL SUPPLIES - - - - - - 6450 ELECTRICITY 301.02 182.93 483.95 913.60 1,332.00 (418.40) 6451 WATER 1,392.50 846.25 2,238.75 5,207.17 5,266.00 (58.83) 6452 GAS - - - - - - 6453 SEWER 2,058.27 1,250.84 3,309.11 7,325.60 6,810.00 515.60 6460 EXTERMINATING 100.76 61.24 162.00 324.00 1,158.00 (834.00) 6470 GARBAGE & RUBBISH REMOVAL 358.20 217.69 575.89 749.21 2,000.00 (1,250.79) Missing February6490 MISC OPERATING EXPENSE 201.00 122.15 323.15 626.07 500.00 126.07 TOTAL OPERATING EXPENSES 5,858.99 3,560.61 9,419.60 22,300.22 24,850.00 (2,549.78)

6520 GROUNDS 808.60 491.40 1,300.00 2,600.00 2,600.00 - 6530 EXTERIOR REPAIRS AND PAINTING 125.76 76.42 202.18 202.18 300.00 (97.82) 6535 CLEANING EXPENSE 8.82 5.36 14.18 14.18 2,500.00 (2,485.82) 6541 REPAIRS - APPLIANCES 217.92 132.44 350.36 350.36 300.00 50.36 6542 REPAIRS - CARPET & FLOORS - - - 22.63 300.00 (277.37) 6543 REPAIRS - CARPENTRY 151.65 92.16 243.81 324.66 700.00 (375.34) 6544 REPAIRS - ELECTRICAL 86.79 52.75 139.54 658.63 900.00 (241.37) 6546 REPAIRS - PLUMBING 280.22 170.30 450.52 627.19 700.00 (72.81) 6547 REPAIRS - MISCELLANEOUS - - - - - - 6548 SERVICE CONTRACTS - - - - 200.00 (200.00) 6551 REPAIRS - HEATING & AIR CONDIT 602.02 365.85 967.87 8,467.87 1,000.00 7,467.87 Emergency AC & Heat 2 units $3750 each6560 DECORATING EXPENSE 39.19 23.82 63.01 63.01 100.00 (36.99) No RR on $$3750 + $37506570 MOTOR VEHICLE REPAIRS 13.53 8.23 21.76 21.76 166.00 (144.24) 6575 MAINT EQUIPMENT RENTAL EXPENSE - - - - - - 6580 MAIN EQUIPMENT REPAIR - - - - - - 6585 SMALL TOOLS EXPENSE - - - - 360.00 (360.00) 6590 MISC MAINTENANCE EXPENSE 19.51 11.86 31.37 74.05 200.00 (125.95) TOTAL MAINTENANCE EXPENSE 2,354.02 1,430.58 3,784.60 13,426.52 10,326.00 3,100.52

6710 TAXES - REAL ESTATE - - - - - - 6711 PAYROLL TAXES 320.25 194.62 514.87 1,261.58 1,773.00 (511.42) 6720 INSURANCE EXPENSE - - - - - - 6721 HEALTH INSURANCE 511.18 310.65 821.83 1,643.67 2,600.00 (956.33) 6722 WORKERS COMP INSURANCE 79.46 48.29 127.75 358.25 467.00 (108.75) 6725 EMPLOYEE BENEFITS - - - - - - TOTAL TAXES & INSURANCE 910.89 553.56 1,464.45 3,263.50 4,840.00 (1,576.50)

6820 INTEREST ON MORTGAGE 6,769.54 - 6,769.54 13,542.95 13,543.00 (0.05) 6870 LOAN SERVICING FEES - - - - - - 6840 LETTER OF CREDIT EXPENSE - - - - - - TOTAL FINANCIAL EXPENSES 6,769.54 - 6,769.54 13,542.95 13,543.00 (0.05)

7211 EQUIPMENT PURCHASES - - - - - - TOTAL OTHER EXPENSES - - - - - -

TOTAL CORPORATE EXPENSES 26,724.04 11,305.86 38,029.90 81,111.86 86,577.00 (5,465.14)

NET PROFIT OR LOSS (23,141.51) (1,781.34) (24,922.85) (43,744.39) (37,915.00) (5,829.39)

7901 PROVISION FOR R/E TAXES 1,546.65 939.93 2,486.58 4,817.31 4,500.00 317.31 7902 PROV FOR PROPERTY INSURANCE 5,825.50 3,540.26 9,365.76 13,075.18 9,250.00 3,825.18 7903 PROV FOR MIP INSURANCE - - - - - - 7910 PROV FOR REPLACEMENTS 1,153.19 700.81 1,854.00 3,708.00 3,708.00 -


Sarasota, FL 34236

Resident Interest Committee Meeting March 12, 2019

10:00 a.m. I. CALL TO ORDER: Commissioner Buchand called the Resident Interest Committee meeting

to order at 10:05 a.m.

II. INVOCATION III. ROLL CALL

Commissioners Present: Committee Chair Valerie Buchand and Commissioner Ernestine Taylor Resident Leaders: Catherine Bruno & Agnes Kirkland SHA Personnel: William Russell, Ken Waters (in 10:49 am) and Andrea Keddell General Attendees: Derrick Kirce, Sue Ladwig (UUC), Renee Alexandria and Dee Mooney

IV. SHA PROGRAM UPDATES Amaryllis Park (Orange Ave) Updates Mr. Russell reported all Orange Ave residents have found places to relocate to. SHA

is now working on selecting a demolition contractor. Commissioner Buchand wants to ensure families are prepared when they move to

different areas of the City. Lofts on Lemon (Cohen Way) Updates Mr. Russell reports that funds may have been secured for the last $2 million dollars

necessary to fund this development. Currently working on responding to the comments received from the City DRC. The

written response is due on 3/13/19. Once these are finalized the design phase can begin.

Misc Updates McCown: A meeting was held with McCown and Annex residents to discuss all the

upcoming projects for the property: • The parking lot is being recoated and restriped. More ADA spaces are being

designated and motorcycle size spaces are being designated to open up additional vehicle spaces.

• The entrance is being made ADA compliant and it is hoped that it will allow SHA to become a voting precinct.

• The breezeway is being levelled out and secured. Then the call system can be implemented. New benches will be put in the breezeway.

• A new AC system for the Annex so the building will have balanced air in the units and between the units and the hallways. This will help the mold issues.

Resident Interest Committee Meeting

P a g e 2

The afterschool program held in the Learning Center, OCB portable is consistently full. SHA is getting another portable donated from the school board so that additional age groups can be served (middle school and high school students). Girls Inc. has been doing a program for middle school girls once a week on our site and they are willing to provide transportation for the girls for programming at Girls Inc.

Commissioner Buchand inquired about training programs. Mr. Russell reported that he’s going to be meeting with Bill Sadlo on programing at the Roy McBean Club and possibly adding a tech school program located at the Boys and Girls Club (for both high school ages and adults). Commissioner Taylor inquired if Section 8 participants can participate in these programs. Mr. Russell responded that they’re not limited so Section 8 children could attend. The issue may be that they don’t get notifications of the programming. However, now that they are requiring e-mails during recerts that office staff have access to more program participants through e-mail. Commissioner Buchand suggested that they be added to these mailouts at least every few months so they can be aware of what’s being offered. • Commissioner Buchand inquired if there were any programs that would assist

children in making better choices. Mr. Russell stated there is a Teen Court program and the Brotherhood of Men and that other partnerships are being explored.

Resident Services (Janie’s Garden) Mr. Kirce reported February had $1,178 in assistance ($303.71 for Electric and $875

was for Rent/Security Deposit) Newtown Social Services Health Fair was held this past Saturday. Turnout was good

but could have been better if they’d been better advertised. A DIVAs program has been done regularly at Booker Middle School for girls. The

program is now being done at Janies since November on Tuesday s from 6-7 pm. A Financial Literacy class is being held next Tuesday night. Resident Council meeting is being held 3/12/19 at 6pm. Commissioner Buchand

mentioned that Tuesday evenings are difficult for her to make so Mr. Kirce said they could revisit the night of the week that this meeting is held.

Senior Activities days are held on Tuesdays (Games) and Thursdays (Movies) and household supplies are given away for prizes. Commissioner Buchand is working to get a screen set up for outside movie viewing.

ROSS Grant Services (Towers) Ms. Alexandria reported on the Art Therapy class that has become very popular. An

Art Exhibition was held in January for local community, political figures and the public that was very successful. Another show is being set for North Sarasota Library in April (April 15 or 16th until Mid-May). An open house is scheduled for 4/18/19.

Game Days are still being held. Guest doctor still visits to provide onsite services. They’re still working to put out a Resident Newsletter, the next in March. However,

Commissioner Buchand reports it’s been a challenge to get resident input on the content. • Discussion also took place on providing the Newsletter in other languages (i.e.

Russian and Spanish). Suggestion was made to look into software to accomplish this.


P a g e 3

Resident Services (SHA) Mr. Waters reported that a Spelling Bee is being held on 3/18/19 at the N. County

Library (was postponed). They currently have 23 participants. The winner will go on to spell at the FAHRO Spelling Bee in June.

There are 5 residents that have found a place to move. They should be moved in the next week or so. Commissioner Buchand inquired about where they were moving. Mr. Waters reports that many have moved outside the 34234 zip code.

A Tech Class (3-D Printing and Virtual Reality Robotics) started 3 weeks ago for middle school children on Friday s from 4:30 to 6:30 pm. Everyone is enjoying the class.

Scholarship applications went out to high school seniors and 9 have applied. Commissioner Taylor inquired about whether Section 8 residents receive these mailouts. Mr. Waters reported as the Section 8 residents are being recertified, they’re being asked for an e-mail address so they can begin getting these mail outs. • The Council ordered The Village, As I Knew It, Is No More... by B J Johnson and

want to give it to the seniors that are graduating so they have a part of their history as they finish high school. She needs to get a list of the graduates.

V. PROPERTY REPORTS

King Stone/Diamond Oaks/NSP No Updates Reported. Orange, Courts and Bertha Mitchell (OCB) No Updates Reported. Towers / Annex Report Ms. Kirkland reported that the door to the building sticks sometimes and the elevators

continue to break down and the front right one in the Towers shakes. Ms. Bruno reports that the bed bug problem continues in the Annex and believes it’s

the same resident over and over who takes things out of the trash (a mattress) and brings it up through the halls into the unit. Ms. Mooney stated that she learned at a recent conference that HUD suggests that household furniture and mattress should be wrapped by the housing authority to prevent garbage picking. Commissioner Buchand commented that she doesn’t believe the Pest Control company is doing a good job. She’d learned at a conference that electrical outlets and baseboards should come off when a unit is treated and that this company does not do this.

Ms. Mooney commented on the problem with the entrance to the parking lot is narrow and that it needs to be wider. Mr. Russell reported that once the parking lot renovation is complete that the entrance on Blvd of the Arts will be an “entrance only” and the opening on Coconut will be an “exit only.”

Ms. Mooney inquired about the possibility of utilizing solar and LED lighting to reduce utility bills. Mr. Russell has looked into this but that the installation companies have no incentive because there are no tax write-offs to install this technology. A consultant did review the property and there may be grants out there to fund this type of upgrade. LED lighting is being put in vacant units that are being turned.


P a g e 4

Janie’s Garden No Updates

VI. MISC BUSINESS Commissioner Buchand asks that no staff meetings are scheduled at the Towers on

Wednesday mornings from 10-12 because that’s when they hold the art classes there. Commissioner Buchand asked for an update on the liability issue of setting up a Gym.

Mr. Russell will be reaching out to Attorney Gilmore and the Gainesville Housing Authority, who already has a gym in place.

Commissioner Buchand reported there’s an interest in starting Resident Meetings at the Towers every other month. Mr. Waters confirmed that Council Elections are due by 3/31/19. A notice needs to go out for 30 days and then an election will be held in April.

Ms. Bruno asked if the building address numbers (i.e. 1300 and 1320 could be on each building so there are not any mix-ups on the units with the same numbers in the different buildings.

VII. CLOSING PRAYER

VIII. ADJOURNMENT

The Resident Interest Committee meeting was adjourned at 11:14 a.m.


Sarasota, FL 34236

Development Committee Meeting March 19, 2019

4:30 P.M.

I. CALL TO ORDER: The Development Committee meeting was called to order at 4:36 pm. II. ROLL CALL

Commissioners Present: Commissioners Jack Meredith (via Telephone), Duane Finger (in at 4:45 pm), and Ernestine Taylor Committee Members Not Present: Valerie Buchand SHA Personnel/Other Attendees: William Russell, Lance Clayton, Andrea Keddell and Brian Heeger (Duvernay & Brooks-via Telephone)

III. UPDATES FOR LOFTS ON LEMON (COHEN WAY)

Mr. Russell reported that the City Development Review Committee (DRC) returned 12 to 13 pages of comments and SHA’s formal response has been sent back to the DRC. Another meeting will be held once they review the response. Design plans should begin once this process is complete.

One issue the City is pushing for with this development is to put in wider sidewalks or rip up existing sidewalk on Lemon and put in a new walk and plant bed. SHA is questioning this since the City plans to redo this street in 5 years or so.

Funding looks to be secured (the final 2 Million) for the development, pending a final grant announcement. It will be a low-interest loan that will based on the cashflow of the property. A public announcement will happen once the deal is finalized.

Commissioner Meredith inquired as to when the project is expected to be completed. Mr. Heeger reported that anticipated completion is hoped to be around September 2019 for the closing.

IV. UPDATES FOR AMARYLLIS PARK PLACE (ORANGE AVE) Mr. Chambers is working on securing a construction manager and has asked Tandem

to look over Hoyts plans and provide some pricing projections. A meeting was held, and the proposed price was approximately $3 Million over budget. Mr. Chambers reported that a similar development recently closed in Orlando that came in at approximately $50,000 less per unit. Additional general contractors are being contacted. It is reported that the construction business in the area is slowing and pricing may become better within the next 6 months. • Commissioner Meredith offered to utilize his expertise to gage a cost estimate to

compare to cost submitted by bidding construction or general contractors. Commissioner Meredith stated he wants to ensure there is a plan to hire MWOB and

Section 3 contractors and subs. Mr. Russell agreed and stated they are working to set up an on-the-job training program for interested residents to learn an actual trade.

Development Committee Meeting

P a g e 2

Relocation for Orange Ave is almost complete. All families have found units and are in the process of relocating. Mr. Russell is hoping to get demolition completed as soon as possible. In the meantime, an agreement has been set up with the Fire Department allowing them to utilize the vacant buildings to assist in training (i.e. what to do when entering locked homes etc.).

Mr. Heeger reported they’re working to secure a demolition contractor. Commissioner Finger asked about the development management structure. Mr.

Russell responded that Gardner Capitol and Duvernay & Brooks are the Co-Developers for the projects. The financial advisor is Tag & Associates (Jeffery Lines/Jane Dixon). The initial management agent for the property will likely be Royal American.

The project start date is slated for July (this summer).

V. MISCELLANEOUS UPDATES Mr. Russell reported that demolition is in progress on the 22nd street properties to

ready the lots for future development.

VI. ADJOURNMENT The Development Committee meeting was adjourned at 5:01 pm.

Code Result

V12400 22

V12500 0

V12600 0

V12700 1

V12800 19.00

V12900 3.00

V13000 0.00

V13100 22.00

Code Result

W10000 14

W10100 13

W10200 92.86%

Code Result

W10500 65

W10600 103

W10700 1.55

W10800 1.58

Totals for McCown Towers Rent: $28,378.79 Paid: $28,044.89 (98.8%

Total number of non-emergency work orders.

Total number of calendar days it took to complete non-emergency work orders.

Avg. number of days PHA has reduced the time it takes to complete non-emergency work orders over the past 3 years.

Average completion days.

Total number of emergency work orders.

Total number of emergency work orders completed / abated within 24 hours.

Percentage of emergency work orders completed / abated within 24 hours.

Sub Indicator # 3: Work Order (Non-Emergency)Description

Average number of calendar days units were in make ready time

Average number of calendar days units were in lease up time.

Average unit turnaround days.

Sub Indicator # 3: Work Order (Emergency)Description

Total number of turnaround days

Total number of vacancy days exempted for Capital Fund.

Total number of vacancy days exempted for Other.

Total number of vacant units turned around and lease in effect in the PHA's immediate past fiscal year.

Average number of calendar days units were in down time.

Sarasota Housing AuthorityHUD - 50072: PHAS Management Operation Certification

Program: RAD Towers Project: All Date From: 02/01/2019 Through: 02/28/2019Sub Indicator # 1: Vacant Unit Turnaround Time Summary

Description

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Code Result

V12400 0

V12500 0

V12600 0

V12700 0

V12800 0.00

V12900 0.00

V13000 0.00

V13100 0.00

Code Result

W10000 6

W10100 6

W10200 100.00%

Code Result

W10500 24

W10600 46

W10700 0.52

W10800 1.92

Totals for McCown Towers Annex Rent: $19,727.00 Paid: $19,548.25 (99.1%


Program: McCown Towers Annex Project: All Date From: 02/01/2019 Through: 02/28/2019Sub Indicator # 1: Vacant Unit Turnaround Time Summary

Description




















Code Result

V12400 24

V12500 0

V12600 0

V12700 2

V12800 1.00

V12900 1.00

V13000 10.00

V13100 12.00

Code Result

W10000 20

W10100 17

W10200 85.00%

Code Result

W10500 112

W10600 178

W10700 1.55

W10800 1.59

Totals for OCB Rent: $53,720.43 Paid: $52,460.11 (97.7%)


Program: OCB Project: All Date From: 02/01/2019 Through: 02/28/2019Sub Indicator # 1: Vacant Unit Turnaround Time Summary

Description




















Month‐End: February

Occupied Vacant

Total

Days

Vacant # Subsidized

# of

Utility

Checks

Occupancy

% Occupied Vacant

Total

Days

Vacant # Subsidized

# of

Utility

Checks

Occupancy

%

RAD PBV (26) 25 2 9 25 0 92% RAD PBV (21) 20 1 16 21 0 95%

LIHTC (41) 38 2 19 10 95% LIHTC (33) 31 2 12 7 0 94%

PBV ‐ None PBV (14) 14 0 0 14 0

Market (19) 19 0 0 4 100% Market(0)

Total (86) 82 4 28 39 0 95% Total (68) 65 3 28 42 0 95%

Occupied Vacant

Total

Days

Vacant # Subsidized

# of

Utility

Checks

Occupancy

%

ACC (26) 25 1 28 0 3 96%

LIHTC (18) 18 0 7 9 100%

PBV (14) 14 0 0 14 100%

Market (14) 14 0 0 1 100%

Total (72) 71 1 35 24 3 99%

Janie's Garden Occupancy Report‐2019

Phase I Phase II

Phase III

All units are rented, we are just waiting on all of the turns to be

completed. We are down a maintenance guy but working on a

replacement. :)

HAP Utilization YTD All HAP Funds 96.6% Annual ABA only 101.8%

Leasing Update January February March April May June July August September October November DecemberHomeownership 13 13

Family Unification Program 28 29

Port out vouchers that belong to us 12 12

Veterans Supportive Vouchers Housed 159 155

Tenant Protection Vouchers 44 68

Regular Vouchers leased up 973 987

Project Based Vouchers 78 78

Mainstream 1 3

City Homeless Preference 1 1

YMCA Homeless Preference 14 14

Total Vouchers Leased first of month 1323 1360

42 16

Total vouchers issued and not leased up 60 56

HOUSING CHOICE VOUCHER MONTHLY BOARD REPORT

Port In vouchers that we administer for

other agencies

1


MEMO To: William Russell From: Lance Clayton CC: File Date: 3/19/19 Re: CFP Report – March

ONGOING PROJECTS: McCown Towers and Annex – Non-CFP

Annex Emergency Stairway Exit and Maintenance Repairs –Hayes Construction who is the contractor for the ADA and Parking lot project is working on a proposal to have the stairs repaired per the plans drawn by Ugarte. Hopefully within the next couple of weeks we should get the pricing. Parking and Entryway Upgrades – Hayes Construction is scheduled to begin work on March 25th.

Annex Painting and AC Reset –Working with Ugarte on additional scope in McCown and the West corridor AC in the Annex, once documents are complete, we will rebid this project.

OCB - CFP

Bertha Mitchell Stucco and Painting – Phases 1-3 are complete. Waiting on CFP 2019 funding to resume. Courts – No scheduled work at this time. OCB Office Upgrades – Interior design is complete. Survey work is complete. We are adding partial roof replacement to the scope. Architect is finalizing the bid set to go out for advertising.

GENERAL 22nd Street Lot – Demolition began March 15th and were scheduled to be complete by March 22nd. Rain today might push that date out. Landscape Architect –McCown/Annex - Gazebo, McCown/Annex - Master Landscape Plan and OCB - Office Entry Landscape plan. DWJA is currently working on these plans. We had a on-site meeting with DWJA on 1/17 and he has finished making a few minor revisions to the first draft of the Master Landscaping plan. Also, Devine Design is preparing a report of the condition of the current sprinkler system at McCown and Annex to incorporate into DWJA’s plan. We are working with HUD on approvals to proceed with work in phases.

End of Report

Resident Services Monthly Report

February 2019

Financial Assistance Financial assistance was provided to 10 families during the month of February. The assistance provided

was for both PH and HCV clients.

Rent $2,044.00

Utility $177.00

Security Deposit $1,000.00

Total $3,221.00

Pathways to a Better Life SHA has lost six PBL families due to the relocation of Orange Ave. property and one due to an

emergency VAWA transfer. Most of the families have utilized their voucher to move outside of the

immediate area. The PBL case manager has made a commitment to include all of the PBL families in

communications and SHA programming. The remaining families will continue to work their case plan

with the PBL case worker to move toward self-sufficiency. Participants are enrolled in SHA’s FSS program

and are required to either work full time or be in a combination of work and school full time.

After School Program The Sarasota Housing Authority’s afterschool program is held Monday – Thursday’s during the hours of

3:30 and 6:00. There are currently 40 students registered with and has an average of 23 per day. These

students are assisted with homework help, reading skills and online educational tutorials. There are two

certified teachers onsite to assist with the children’s educational needs as well as SHA tutors.

Agency Bus During the month of January SHA used the bus to transport resident of McCown Towers to Wal-Mart,

Publix. These outings gave resident the opportunity to shop for many items that they would not be able

to carry on public transportation or taxi service.

The Resident Services Coordinator has had many residents ask about the having a monthly trip to

various places. Planning has begun to have low cost monthly trips within Sarasota and Manatee

Counties.

February 2019 Newsletter

HAI Group’s Resident Scholarship Pro-gram has been providing scholarships to public housing and housing choice voucher residents since 2003. To date, we’ve awarded more than $1,000,000 to over 400 students! This year, we’ll be awarding scholarships worth $6,000 each to 20 residents to help them con-tinue their education. Students may enter— and win—scholarships for up to four consecutive years.

Entries must be submitted online by 5 pm EST Tuesday, April 30, 2019

www.housingcenter.com/scholarship

Robert L. Taylor Community Complex 1845 34th Street Sarasota, FL 34234 Mondays 3pm - 7pm

Boys and Girls Club Scholarships Available 2018 –2019 School Year

Registration is now open for the Roy McBean Boys and Girls Club’s af-terschool program. If you would like your child or children to attend this school year please visit the club as soon as possible or call 953-9549.

Free Membership

Sarasota Housing Authority 269 S. Osprey Ave. Sarasota, FL 34236 941.361.6210 www.sarasotahousing.org

Earn Now Pay Later

The Earned Income Disal-lowance, sometimes called Earned Income Disregard or EID. This is a program that allows tenants who have been out of work for a period of time or that have participating in a self –sufficiency pro-

gram to accept a job without having their rent increase right away. It encourages self-sufficiency by rewarding residents who go to work to increase their earnings. Household members who qualify will have the opportunity earn income and the earned income will not be counted towards their rent. For the first 12 months 100% of their income will be excluded or disre-garded. During the second 12 months only 50% of the earned income will not be counted towards the rent. Contact the property office to see if you qualify!

Sarasota Housing Authority Spelling Bee

The Sarasota Housing Authority will have its 1st Annual Spelling Bee. This Spelling Bee is open to students in grades 3-5 and 6–8. The winners of each grade-level will have the opportunity to compete at the state level against other housing authority students at the Disney Grand Hotel. If you would like to learn more about the Spelling Bee please visit the SHA Learning. Center or 941-361-6210 ext. 263.

Cash Prizes awarded to the winners!!!!

To Register Contact The Resident Services Department At 941-361-6210 Ext. 263

Community Service Reminder Public Housing Residents that are not working at least 30 hours per week or in-volved in a qualifying self-sufficiency pro-gram are required by HUD to complete a minimum of 8 hours per month in a community service activity. All residents must meet this requirement unless you are one of the following: 62 or older, Dis-abled or Working more that 30 hours per week. Please be aware that non-compliance is a lease violation that can result in eviction. If you need some assistance with finding community service projects, please see your Property Manager, Resident Services case worker or call 361-6210.

Sarasota Technical College

FREE GED Adult Education Classes

Registration is now open for GED, Adult Basic Education classes and TABE prep at the NEW STC Newtown Campus Located at 2400 Colson Ave. to Register for GED classes please call Susan at STC at 941-358-3175.

*FREE GED CLASSES*

Anyone who is 16 years of age or older and officially withdrawn from high

school is eligible to attend classes. The course includes the five subject area

covered on the GED exam (math, reading, writing, social studies, science).

Classroom materials and individualized instruction provided. Improve your

skills as you work at your own pace.

To register or for more information about GED classes please call STC-Newtown at 941-358-3175 or visit

the SHA Learning Center / Resident Services Office portable.

Are you in need of the FPL assistance?

You may qualify for LIHEAP assistance. The Salvation Army will be at the SHA Learning Center / Resident Ser-

vices Portable, located behind the property office on Thursday, March 14th, 9am-2pm to screen and pro-

cess LIHEAP requests for assistance.

What to bring

1. Your Picture ID, 2. Social Security Cards For Everyone Living in the Household, 3. Proof of ALL income for everyone living in

the household who had income in the last 30 days, and 4. Current Bill, Past due bill or Final Notice.

If you would like to sign up, please call Ken Waters or Michelle Stears at 361-6210.

Sarasota Housing Authority’s 1st Annual Spelling Bee will take place on March 18th, 1-5pm at the North County Library. (Transportation provided for those in need.) The Spelling Bee is open to students in grades 3-5 and 6–8. The winners of each grade-level will have the op-portunity to compete at the state level against other housing authority students at the Dis-ney Grand Hotel. If you would like to learn more about the Spelling Bee, please visit the SHA Learning Center or call 941-361-6210 ext. 263.

Prizes awarded to the winners of each category

March 2019 Newsletter

HAI Group’s Resident Scholarship Program has been

providing scholarships to public housing and housing

choice voucher residents since 2003. To date, we’ve

awarded more than $1,000,000 to over 400 stu-

dents! This year, we’ll be awarding scholarships

worth $6,000 each to 20 residents to help them

continue their education. Students may enter—

and win—scholarships for up to four consecutive

years. Entries must be submitted online by 5 pm

EST Tuesday, April 30, 2019

www.housingcenter.com/scholarship

Message from the Property Office

The Sarasota Housing Authority, in its continuing effort to enhance how we communicate with and serve our customers, is revising client forms to collect email addresses. The following are some benefits of cus-tomer communication/notification via email:

· A faster way to contact the resident about issues/problems

· A source of electronic notification for renewal notices and other information

· A reduction in postage

· A reduction in paper usage

· An alternative source for customer contact

For your convenience, SHA residents can provide their email address and/or update phone numbers

at any of our offices or by sending your email address to [email protected].

Thank you!!!

ATTENTION JOB SEEKERS!

If you are between the ages of 17-39 you could earn up to $495 in bonuses & stipends! Now accepting applications for immediate enrollment! Space is limited, so apply TODAY!

Forward March is a free job readiness program that partners with local employers to prepare job seekers

for employment in their community. Classes combine classroom and real world experience.

For more information, call (727) 221-2017 or email [email protected]

sarasota housing authority board of commissioners 269 s...

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