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Ann Arbor Housing Commission Update October 8, 2012

Ann Arbor Housing Commission Update October 8, 2012. Jennifer Hall Executive Director jhall@a2gov.org 734 794-6721. Overview. Accomplishments since April 2012 Current Initiatives Future Needs and Concerns. Staffing. Hired a Facilities & Property Maintenance Manager (NEW)

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Ann Arbor Housing Commission Update October 8, 2012

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  1. Ann Arbor Housing Commission Update October 8, 2012 Jennifer Hall Executive Director jhall@a2gov.org 734 794-6721

  2. Overview • Accomplishments since April 2012 • Current Initiatives • Future Needs and Concerns

  3. Staffing • Hired a Facilities & Property Maintenance Manager (NEW) • Vacant Residency Manager posted • Hired Program Assistant – Waitlist & Leasing (Vacant for over a year) • Working with HR on Financial Analyst job description and wage survey (NEW)

  4. Staff Training • Crisis Management • Working with Mentally Ill tenants • HUD UPCS/REAC – hosted regional training • Supportive Housing • Landlord/Tenant eviction process • Certifications • Family Self Sufficiency • Homeownership • Procurement • Housing Choice Voucher Program Management • Specialized Maintenance Training

  5. Policies and Procedures • Hired Consultant • Every policy and procedure for public housing and voucher program reviewed and revised • Ensure compliance with HUD, Fair Housing, landlord/tenant laws etc. • Maximize efficiency and standardization • Updated Lease • Created Preventive Maintenance Plan • Updated Maintenance Policy • Working on Tenant and Staff Manuals for Public Housing Units • Working on Disaster Response and Emergency Response Plan

  6. Technology • Implemented Mobile Maintenance • Maintenance Techs use mobile devices to access work orders and enter completions • Implemented On-line Waitlist for Vouchers • Open for 48 hours • Over 17,000 applications • Pulled 500 names by random lottery to be on the waitlist • Overhaul of website • Laptops for public housing management staff so that they can hold office hours at remote sites • Working on on-line payments for tenants and electronic payments for vendors

  7. Increased Utilization! • Unit Turns • Previously 100+ days average • Currently 21 day average • Goal 14 days average • Occupancy • 99% (1-5 vacant units) • Previously (12 – 20 vacant typical) • Vouchers • Currently 1358 under contract • 1 year ago 1298 under contract • Goal is 1378 by December 2012

  8. Impact • Voucher Program – High Performer • Previously Troubled Status • Public Housing – Standard Performer • Previously Troubled Status • REAC Inspection Score • Increased from a 78 to a 81 on the East side • Increased from a 64 to a 86 on the West side • Increased Operating Revenue • Able to apply for additional HUD grants

  9. Maintenance • Duct cleaning all sites • Gutters clean, fix, replace all sites • Retaining walls and landscaping • Sidewalk grinding and concrete replacement • Fire Stops above stoves to prevent stove fires • Footing Drain Disconnects, applicable sites • Started roof replacement several buildings

  10. Energy Efficiency • LED photocell exterior lights • Energy Star appliances • Wrapping duct work and water pipes • DTE direct install program for units • CFL lighting, aerators and showerheads • Applying for DTE rebate program • Common Areas • Started insulating attic spaces • Started replacing windows • GOAL: Implement all recommendations from Energy Audits ($900,000 total, approx $300,000 done)

  11. New Partnerships • EMU • Repair and rebuild porches: Construction Management • Making furniture for staff room: Design Program • DDA • $260,000 for Baker Commons Roof & Energy Efficiency • County • $100,000 CDBG for water infiltration remediation & energy efficiency at Oakwood and N. Maple • $6,000 Public Health to develop Non-Smoking Policy • Adult Intern program (free to AAHC) • Weatherization at PILOT property • City • Energy Office on CCPG Greening Rental Housing • Multiple Departments on Bloomberg Challenge Grant • Housing Inspections on coordinated inspections and potentially combine inspection requirements

  12. Financial Concerns • Lack of stability and unknown future support from Congress • Presidential Election • May be increasing efficiency and utilization just to break even, or to lose less funding • HUD requiring AAHC to transfer Cranbrook administration contract to MSHDA because MSHDA is state-wide administrator • Loss of $55,000/year in revenue

  13. Public Housing Needs and Concerns • Need Air Conditioning all units • Health as well as security ($300,000 - $375,000) • Roofs and Windows • Not enough funds in capital budget • Some sites need to be demolished and rebuilt • Age, functionally obsolete, flooding • Security Cameras ($200,000 - $300,000) • Security Guards ($80,000 - $200,000/year)

  14. Long Term Capital Needs Solution • Preserve Public Housing by converting to Project Based Section 8 housing • Additional vouchers allocated by HUD • Access to Private Capital Investment • Local/State Gap Financing • Complete Rehabilitation • 15-20 Year Legal/Regulatory Structure • After first 15-20 year term, go through process again

  15. Services Needs and Concerns • Currently paying for services for Peace and CAN from capital budget ($80,000/year) • Need Additional Services in both public housing and voucher program • Ideally keep on-site youth programs with Peace and CAN (increase to $100,000/year) • Ideally contract with 1 provider for crisis and case management services all sites and vouchers ($200,000+/year)

  16. Personnel Needs and Concerns • AAHC staff are the lowest paid in the City • Ex. AAHC maintenance $31,952 starting salary (level 8) • Ex. Facilities maintenance $36,653 starting salary (level 14) • Ex. AAHC receptionist $29,790 starting salary (level 5) • Ex. Admin. Support Specialist $33,387 starting salary (level 10) • Difficult jobs • HUD Regulatory Compliance • Tenants are a difficult to serve population • Retention Necessary • Need across the board union pay increase • And progressions • Retirement Policy Change Impact • $78,000 additional in 2012/2013 but continues into future

  17. Other Revenue or Cost Saving Ideas • Rent Baker and Miller roof for cell tower/antennae • Comcast Marketing Agreement • Piggyback on other City Department contracts if negotiated better rates (lawn care, snow removal etc) • Piggyback on City gas provider contract • Determine if duplicating insurance coverage on City-owned buildings ($41,000/yr property insurance) • Applying for HUD Security grant (cameras, lighting) • Applied for HUD Services grant (received $34,500 for voucher program, waiting to hear on public housing)

  18. Summary • Top 3 Requests for City Council Budget Support • Support increase in pay range for union staff equivalent to other departments • Average of $4,000 salary + $1,000 benefits = $5,000/person • 16 employees = $80,000/yr • Continued annual coverage of retirement benefit increase due to change in how retirement benefits charged to funds • $78,000/yr in 2012/13 • Funding for Supportive Services • $80,000/yr for on-site community center staffing so that capital funds can be used for capital expenditures • $20,000 – $200,000 in additional funding would enable better crisis management and life skills training for all tenants

  19. Thank You • Information Technology • Police Department • Human Resources

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