Housing Commission

CITY OF MANISTEE HOUSING COMMISSION Tuesday, May 28, 2013 Council Chambers—City Hall 4:00 P.M. AGENDA 1. Roll Call 2. Amendments to Agenda 3. Approval of Minutes  Regular Meeting Minutes, April 23, 2013 4. Old Business  None 5. New Business  Resolution 2013-05 Submission to HUD of Recovery Agreement Accomplishments 6. Director’s Report  Key Performance Indicators  Discussion Notes 7. Finances  Pending 8. Communications None 9. Public Comment This is an opportunity for citizens to comment on Housing Commission affairs. Citizens in attendance may be recognized by the Commission President. Citizen comments are not limited to agenda items but should be directed to Housing Commission services, activities or areas of involvement. The City of Manistee Housing Commission Public Comment Policy limits each individual to a three (3) minute statement. The City of Manistee Housing Commission will receive public comments at this time and will respond at a later date if the Housing Commission determines a response is appropriate. 10. Executive Session 11. Commissioner Report/Comment 12. Motion to Adjourn UPCOMING MEETINGS: Date/Time Location Purpose Tuesday, June 11, 4:00 PM CMHC Conf. Room No agenda set at this time Tuesday, June 25, 4:00 PM Council Chambers Regular Meeting  CITY OF MANISTEE HOUSING COMMISSION Regular Meeting Minutes April 23, 2013 The Regular Meeting of the City of Manistee Housing Commission was held on April 23, 2013 at 4:00 p.m. at the City Council Chambers at City Hall. The meeting was opened at 4:11 p.m. by President Dale Priester. Members Present: President Dale Priester, Vice-President Doug Parkes and Treasurer Elbert Purdom. Members Absent: Commissioner Donna Korzeniewski, Excused. Amendments to the Agenda Renaming Item #11 to Potential Action on Union Wage Opener Negotiation. Item #12 becomes Commissioner Reports/Concerns Item #13 becomes Motion to Adjourn Approval of Minutes There were three sets of minutes for board review.  Annual Meeting of March 26, 2013  Regular Meeting of March 26, 2013  Work Session Minutes of April 17, 2013 Doug Parkes made a motion to approve all three minutes as written. Elbert Purdom seconded the motion. All members present voted in favor. Motion carried. Old Business There was no Old Business to discuss at this meeting. New Business Resolution 2013-04 Submission to HUD of Recovery Agreement Accomplishments - Some the items that have been address are: Aggressive Lease Enforcement, Documentation of HUD requirements presented to Judge, Training on EIV System, Letter from Attorney, Working with Great Lakes Collection Agency to collect bad debt, etc. Treasurer Purdom asked for a list of dates when the bad debt write-offs occurred. Doug Parkes made a motion to approve Resolution 2013-04 Submission to HUD of Recovery Agreement Accomplishments. Elbert Purdom seconded the motion. All members present voted in favor. Motion carried. Regular Meeting Minutes April 23, 2013 Page 2 Director’s Report Under Key Indicators the Occupancy Reports are between 98 and 99%. The houses are dragging our time down right now as there are repairs that need to be made. Unit Turns are really good with an average of 7.6 day. HUD requires a 20 day unit turn. Vacancy Categories fall mainly in the other category. The Financial Reserves were at 3.7 months for February at $337,510.00 and 3.6 for March at $328,144.00. Finances There was a loss in February 2013 of $9,414.97. This was due to overpayments and unusual contract work for damage due to the power outage that occurred in 2012. Clint reported that he thought that the March 2013 financial reports would be good, but there were payments indicated in the General Fund that should have been classified as CFP. There was also an issue with the correct amount coming out of payroll for an employee that has a child on the insurance, as the employees pay 50% of insurance for a child. Elbert noted that there was no water usage recorded in March and that February and March bills were paid in the same month. He also noted that the electric expense seemed high. Clint will check with Darrin. On the DVG Operating Budget, we receive a management fee that we can transfer to the General Fund. We don’t bill those units for maintenance cost. Dale mentioned that we had not accepted the January 2013 Financial Statements, they had previously been tabled. Doug Parkes made a motion to accept the January 2013, February 2013 and March 2013 Financial Statements and place them on file. Elbert Purdom seconded the motion. All members present voted in favor. Motion carried. Communications There were no communications Public Comment There were no Public Comments Regular Meeting Minutes April 23, 2013 Page 3 Executive Session At this time, Doug Parkes made a motion for the board to go into Executive Session at 4:39 p.m. to discuss a Wage and Benefit Opener that was agreed to with the 2012 Steel Workers Union Contract. Dale Priester made a motion to return to the Regular Meeting at 4:59 pm. Potential Action on Union Wage and Benefit Opener There was no action taken at this time on the Union Wage and Benefit Opener negotiation. Commissioner Report/Comment There were no Commissioner Reports or Comments. Adjournment There was no further business to discuss. Doug Parkes made a motion to adjourn the meeting at 5:02 p.m. Elbert Purdom seconded the motion. All members present voted in favor. Motion carried. _______________________________________ _______________________________________ Dale Priester Clinton McKinven-Copus President Executive Director Commission Secretary  CITY OF MANISTEE HOUSING COMMISSION Executive Session Meeting April 23, 2013 Doug Parkes made a motion for the board to go into Executive Session at 4:30 p.m. to discuss a Wage and Benefit Opener that was agreed to with the 2012 Steel Workers Union Contract. The union had notified Clint that they were requesting a Wage and Benefit Opener. Executive Director, Clinton McKinven-Copus presented the results of recent negotiations with the Union concerning the Wage and Benefit Opener. Commissioners discussed proposals. Dale Priester made a motion for the board to return to the Regular Meeting at 4:59 p.m. _______________________________________ _______________________________________ Dale Priester Clinton McKinven-Copus President Executive Director Commission Secretary Key Performance Indicators Reporting Month: May 28, 2013 Occupancy Occupancy: As Of May 20, 2013 Property Total Units Total Occupied Occupancy Rate HA Wide 214 211 98% Century Terrace 119 118 98% Harborview 48 48 100% Scattered Sites 47 45 95% Waiting List: As of May 20, 2013 Unit Size 1 Bedroom 2 Bedroom 3 Bedroom 4 Bedroom Applicants 47 42 28 5 Vacant Unit Turnaround Time: Total units from January 1—May 20, 2013: 29 Maintenance Turn Lease-Up Vacancy Days Total Days 201 45 252 Average Days 6.93 1.55 8.76 Days Allotted by HUD Maintenance Turn Lease-Up Vacancy Days 15 5 20 Executive Director Key Performance Indicators Meeting—May 28, 2013 Page 1 of 2  The Following Report is Under Reconstruction Vacancies Report: Time Period: January 1—March 19, 2013 Total Vacancies: 18 Total Eviction Medical Deceased Other Century Terrace 13 3 1 0 9 Harborview 3 0 1 0 2 Family Units 2 0 0 0 2 TOTAL 18 3 2 0 13 Financial Not Available at the Time of this Publication RESERVES—April 2013 Min. Months Required Min. Amount Required Actual Months Actual Amount 3 $270,000 KEY FINANCIAL INDICATORS—For the month of April 2013 Rent Roll Rent Collected Total Income Total Expense Profit/(Loss) Executive Director Key Performance Indicators Meeting—May 28, 2013 Page 2 of 2  Discussion Notes Commission Meeting: May 28, 2013 Clinton McKinven-Copus, Executive Director General Information Procurement of Services, Materials and Construction per CMHC Procurement Policy as amended August 25, 2009: Micro Purchases (purchases of less than $2,000) Authorization Required: Executive Director Description Solicitation Type Bids/Proposals Received Awardee Amount None Competitive Proposal (purchases greater than $100,000) Authorization Required: Executive Director & Board of Commissioners Description Solicitation Type Bids/Proposals Received Awardee Amount None Small Purchases (purchases greater than $2,000 and under $100,000 Authorization Required: Executive Director Description Solicitation Bids/Proposals Received Awardee Amount Type None Communications Received: None Family Units Floor Framing Structural Analysis: M.C. Smith has analyzed the floor framing structure of our family units and provided us with a plan to support the floor framing. The plan is able to be implemented using CMHC and we have begun the repair work. CMHC will implement the repair work upon the vacancy of a unit requiring repair. Executive Director Discussion Notes Meeting—March 26, 2013 Page 1 of 4  Old Business None New Business Resolution 2013-04 Submission to HUD of Recovery Agreement Accomplishments SNAPSHOT: The resolution approves submission of reports to the Detroit Field Office as related to the Recovery Agreement. Recovery Action Item Tracking Area Action No. Brief Description Status Governance 01 Lacks accurate monthly financial Completed: 06/28/2011 statements 02 Regular communication between the Completed: 02/26/2013 HC and the City of Manistee 03 Lacks an annual performance plan Pending and goals for the Executive Director by the Board 04 Board needs periodic training Completed: 03/26/2013 04a Implement Board training Pending: Requires HUD participation in setting up training plan 05 Demolition and clean-up of blighted Pending: property between Century Terrace Awarded $90,500 grant for and Harborview demolition and capping of property. Anticipated completion date 09/2013 Finance 01 Maintenance personnel costs Completed: 05/01/2012 significantly over budget; reduce by $60,000 02 Cash reserves below three months preferred by HUD  12/31/2013—3 months Completed: 12/31/2012  12/31/2014—4 months Pending  12/31/2015—5 months Pending Physical 01 Establish a maintenance policy, Pending: preventative maintenance program Anticipated completion date and related maintenance procedures 10/2013 Executive Director Discussion Notes Meeting—March 26, 2013 Page 2 of 4  Recovery Action Item Tracking Area Action No. Brief Description Status Physical 02 Maintenance staff is in need of Pending: training (to include established A request for technical policy and procedures). Complete a assistance has been placed skills assessment of staff, create a with the Detroit Field Office training schedule 03 Need to establish a non-smoking Pending: plan for all properties Plan for implementation anticipated by 10/2013 04 High average unit turnaround days Completed: 05/28/2013 (121.9). Reducing turnaround days of units to 20 calendars or less, 05 Lacks a Physical Needs Assessment Completed: 10/31/2011 (PNA) Complete Energy Audit Completed: 03/03/2008 Complete a lead-based paint study Completed: 02/08/1989 06 Need PNA of properties Completed: 10/31/2011 07 Reduce materials costs Pending:  Create an annual purchasing In process plan consistent with PHC annual budget planning per Procurement Handbook 7460.8 Rev. 2  Create an inventory sheet and monitor on a monthly basis  Create sign out sheet of materials Other 01 Increase and maintain Public Completed: 05/28/2013 Housing utilization of units 02 Increase revenue to the HC and Completed: 04/23/2013 lower tenant aged receivables 03 Lacks checks and balances of rent Completed: 08/01/2011 collection. Ensure proper internal control of deposits. 04 Minimize staff’s time completing a Completed: 05/28/2013 lease-in to complete other assigned duties. 05 Timely serving of 14-Day Completed: 08/01/2011 nonpayment of rent notices 06 Cross training of staff Pending: Executive Director Discussion Notes Meeting—March 26, 2013 Page 3 of 4  Total Action Total Action Items % Completed Total Action % Pending Items Completed Items Pending 21 14 66% 7 34% Financial Statements Not Available at the Time of this Publication April 2013 Public Housing DVG Program Executive Director Discussion Notes Meeting—March 26, 2013 Page 4 of 4  Resolution 2013-05 Submission to HUD of Recovery Agreement Accomplishments WHEREAS, the City of Manistee Housing Commission (CMHC) a Public Housing Authority (Public Housing Authority) has entered into Recovery Agreement and Action Plan dated October 15, 2012 with the U.S. Department of Housing and Urban Development, and ; WHEREAS, the CMHC is required to provide the Detroit Field Office of Public Housing with periodic reports of fulfillment of the Recovery Agreement and Action Plan, and; WHEREAS, the Detroit Field Office of Public Housing has not provided the CMHC with formal, written instruction of preparation of the periodic reports; NOW, THEREFORE, on the motion of , supported by , and voted upon as follows, BE IT RESOLVED, that the CMHC adopt the following resolution: IT IS HEREBY RESOLVED that the CMHC Board of Commissioners adopts, by this resolution, the following: All periodic reports will follow the internally prepared format detailing:  Report Date  Report Month  Report Number  Action Plan Area and Item Number  Status  Listing of attached documentation Reports shall be reviewed by the Board of Commissioners and approved by resolution authorizing the CMHC President and Executive Director to attest, by their signature, that the information in the report is a true and correct representation of the CMHC’s Recovery Agreement process. IT IS FURTHER RESOLVED that the CMHC Board of Commissioners approves, by this resolution, the submission to the Detroit Field Office of Public Housing the following reports: Action Area Item No. Report No. Completion Date Physical 04 03 05/28/2013 Other 01 03 05/28/2013 Other 04 03 05/28/2013 IT IS FURTHER RESOLVED that the CMHC Board of Commissioners authorizes, by this resolution, the CMHC President and Executive Director to sign the above listed reports attesting that the report is a true and correct representation of the CMHC’s Recovery Agreement process. Those voting in favor: Those voting against: Those absent or abstaining: RESOLUTION DECLARED PASSED CERTIFICATION I, Dale Priester, President of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 28th day of May 2013. _________________________________ Dale Priester, President I, Clinton McKinven-Copus, Secretary of the City of Manistee Housing Commission, do hereby CERTIFY that the foregoing is a true and correct copy of the Resolution adopted by the City of Manistee Housing Commission at a regular meeting held on the 28th day of May 2013. _________________________________ Clinton McKinven-Copus, Secretary 2  City of Manistee Housing Commission Action Plan Progress Report Report Date: 05-28-2013 Reporting Month: May 2013 Report Number: 03 Area: Physical & Other Action Plan Item Number: 04 & 01 Status: Completed 05-28-2013 Record of Progress NOTE: This progress report covers two Action Items: 1. Physical Area Action Plan Number 04 2. Other Area Action Plan Number 01 Description Supporting Documentation Physical Area Action Plan Number 04: High average unit turnaround Current (01/01/2013—05/28/2013) unit turn around: days (121.9 days)  Average Unit Turnaround Days 8.76  Reduce turnaround days of units to 20 calendar days or less,  Average Make Ready Days 6.93 include reducing make ready days to 15 days and lease up time  Average Lease Up Time 1.55 to 5 days Other Area Action Plan Number 01: High vacancy rate Public Housing Utilization of Units as of 05/20/2013:  Increase and maintain Public Housing Utilization of units  98% List of supporting documentation:  PHAS-Vacant Unit Turnaround Time 01/01/2013—12/31/2013  PHAS-Vacant Unit Turnaround Time 01/01/2012—12/31/2013  PHAS-Vacant Unit Turnaround Time 01/01/2012—02/24/2012  PHAS-Vacant Unit Turnaround Time 01/01/2011—12/31/2011 Page 1 of 2 I, Dale Priester, President of the Board of Commissioners, attest that the information in this report, including all attached documents, are a true and correct representation of the City of Manistee Housing Commission’s Recovery Agreement Process. May 28, 2013 Signature Date I, Clinton McKinven-Copus, Executive Director of City of Manistee Housing Commission, attest that the information in this report, including all attached documents, are a true and correct representation of the City of Manistee Housing Commission’s Recovery Agreement Process. May 28, 2013 Signature Date Page 2 of 2 Date: 05/20/2013 City of Manistee Housing Commission Page: 1 Time: 15:57:49 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2011 and 12/31/2011 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 001-0015 1711 Vine St 03/19/2010 03/19/2010 0 04/12/2010 24 03/01/2011 322 346 0 0 0 0 001-0033 105 Holly Ct 06/28/2010 06/29/2010 0 08/12/2010 45 08/11/2011 363 408 -132 0 0 0 001-0017 1719 Vine St 07/26/2010 07/26/2010 0 12/03/2010 130 03/04/2011 90 220 0 0 0 0 001-0014 1715 Vine St 08/04/2010 08/05/2010 0 12/15/2010 133 03/14/2011 88 221 0 0 0 0 001-0034 108 Park Ave 1 09/27/2010 09/28/2010 0 03/10/2011 164 04/01/2011 21 185 0 0 0 0 002-1422 237 6th Ave 422 10/05/2010 10/05/2010 0 01/12/2011 99 02/03/2011 21 120 0 0 0 0 002-1225 237 6th Ave 225 10/14/2010 10/15/2010 0 12/16/2010 63 04/18/2011 122 185 0 0 0 0 002-1314 237 6th Ave 314 10/15/2010 10/18/2010 2 12/30/2010 74 02/03/2011 34 110 0 0 0 0 002-1123 237 6th Ave 123 12/07/2010 12/10/2010 2 01/06/2011 28 06/17/2011 161 191 0 0 0 0 001-0021 102 Holly Ct 12/07/2010 12/10/2010 2 06/03/2011 176 06/15/2011 11 189 0 0 0 0 002-1021 237 6th Ave 21 12/13/2010 12/14/2010 0 01/11/2011 29 04/04/2011 82 111 0 0 0 0 002-1220 237 6th Ave 220 12/15/2010 12/17/2010 1 02/07/2011 53 05/01/2011 82 136 0 0 0 0 002-1025 237 6th Ave 25 12/31/2010 01/04/2011 3 03/01/2011 57 05/02/2011 61 121 0 0 0 0 001-0018 108 Holly Ct 01/04/2011 01/04/2011 0 04/04/2011 90 07/14/2011 100 190 0 0 0 0 002-1528 237 6th Ave 528 01/04/2011 01/04/2011 0 03/14/2011 69 03/21/2011 6 75 0 0 0 0 002-1118 237 6th Ave 118 01/05/2011 01/07/2011 1 03/15/2011 68 04/15/2011 30 99 0 0 0 0 002-1230 237 6th Ave 230 01/25/2011 01/25/2011 0 03/17/2011 51 05/20/2011 63 114 0 0 0 0 002-0508 273 6th Ave 508 01/28/2011 01/28/2011 0 02/11/2011 14 03/22/2011 38 52 0 0 0 0 002-0407 273 6th Ave 407 01/31/2011 01/31/2011 0 02/23/2011 23 04/15/2011 50 73 0 0 0 0 002-1103 237 6th Ave 103 02/08/2011 02/08/2011 0 03/29/2011 49 08/25/2011 148 197 0 0 0 0 002-1423 237 6th Ave 423 02/28/2011 02/28/2011 0 06/07/2011 99 07/12/2011 34 133 0 0 0 0 002-1027 237 6th Ave 27 03/13/2011 03/14/2011 0 05/19/2011 67 05/23/2011 3 70 0 0 0 0 002-1408 237 6th Ave 408 03/28/2011 03/28/2011 0 04/01/2011 4 04/06/2011 4 8 0 0 0 0 001-0006 306 12th St 03/31/2011 04/01/2011 0 04/26/2011 26 07/01/2011 65 91 0 0 0 0 001-0027 106 Park Ave 03/31/2011 04/01/2011 0 04/12/2011 12 05/16/2011 33 45 0 0 0 0 002-1015 237 6th Ave 15 03/31/2011 04/01/2011 0 04/07/2011 7 04/11/2011 3 10 0 0 0 0 002-1426 237 6th Ave 426 04/06/2011 04/06/2011 0 06/01/2011 56 06/16/2011 14 70 0 0 0 0 002-0306 273 6th Ave 306 04/08/2011 04/08/2011 0 04/28/2011 20 08/01/2011 94 114 0 0 0 0 002-1523 237 6th Ave 523 04/19/2011 04/19/2011 0 07/07/2011 79 07/11/2011 3 82 0 0 0 0 002-0503 273 6th Ave 503 04/24/2011 04/25/2011 0 05/12/2011 18 06/01/2011 19 37 0 0 0 0 002-1318 237 6th Ave 318 04/26/2011 04/27/2011 0 06/09/2011 44 07/18/2011 38 82 0 0 0 0 002-0207 273 6th Ave 207 04/30/2011 05/02/2011 1 06/16/2011 46 07/05/2011 18 65 0 0 0 0 002-1422 237 6th Ave 422 05/22/2011 05/23/2011 0 06/22/2011 31 08/30/2011 68 99 0 0 0 0 002-1229 237 6th Ave 229 05/31/2011 05/31/2011 0 06/24/2011 24 09/09/2011 76 100 0 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 2 Time: 15:57:49 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2011 and 12/31/2011 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 002-1023 237 6th Ave 23 05/31/2011 05/31/2011 0 06/29/2011 29 07/25/2011 25 54 0 0 0 0 002-0204 273 6th Ave 204 05/31/2011 06/01/2011 0 06/14/2011 14 08/03/2011 49 63 0 0 0 0 002-1528 237 6th Ave 528 06/20/2011 06/20/2011 0 07/06/2011 16 08/19/2011 43 59 0 0 0 0 002-1219 237 6th Ave 219 06/24/2011 06/27/2011 2 07/14/2011 18 09/09/2011 56 76 0 0 0 0 002-1220 237 6th Ave 220 06/30/2011 06/30/2011 0 07/18/2011 18 09/13/2011 56 74 0 0 0 0 002-1021 237 6th Ave 21 06/30/2011 07/01/2011 0 07/20/2011 20 08/29/2011 39 59 0 0 0 0 001-0002 110 Holly Ct 07/06/2011 07/06/2011 0 07/28/2011 22 08/15/2011 17 39 0 0 0 0 002-1514 237 6th Ave 514 07/31/2011 07/31/2011 0 07/31/2011 0 08/01/2011 0 0 0 0 0 0 002-0307 273 6th Ave 307 07/31/2011 08/01/2011 0 08/08/2011 8 08/30/2011 21 29 0 0 0 0 002-1504 237 6th Ave 504 08/02/2011 08/02/2011 0 08/30/2011 28 09/16/2011 16 44 0 0 0 0 001-0019 103 Holly Ct 08/03/2011 08/04/2011 0 10/05/2011 63 11/22/2011 47 110 0 0 0 0 002-0501 273 6th Ave 501 08/04/2011 08/04/2011 0 08/15/2011 11 08/29/2011 13 24 0 0 0 0 002-1426 237 6th Ave 426 08/08/2011 08/09/2011 0 08/22/2011 14 09/01/2011 9 23 0 0 0 0 003-1703 1703 Vine Street 08/10/2011 08/11/2011 0 08/17/2011 7 08/19/2011 1 8 0 0 0 0 002-1121 237 6th Ave 121 08/14/2011 08/14/2011 0 09/06/2011 23 09/16/2011 9 32 0 0 0 0 002-1521 237 6th Ave 521 08/18/2011 08/23/2011 4 09/12/2011 21 09/23/2011 10 35 0 0 0 0 001-0011 101 1/2 Holly Ct 08/22/2011 08/22/2011 0 09/15/2011 24 10/07/2011 21 45 0 0 0 0 002-1322 237 6th Ave 322 08/22/2011 08/29/2011 6 09/07/2011 10 09/26/2011 18 34 0 0 0 0 002-1122 237 6th Ave 122 08/31/2011 08/31/2011 0 09/06/2011 6 09/23/2011 16 22 0 0 0 0 002-1516 237 6th Ave 516 09/12/2011 09/12/2011 0 09/28/2011 16 11/17/2011 49 65 0 0 0 0 002-1324 237 6th Ave 324 09/20/2011 09/20/2011 0 10/13/2011 23 11/23/2011 40 63 0 0 0 0 002-1401 237 6th Ave 401 09/23/2011 09/23/2011 0 10/06/2011 13 10/07/2011 0 13 0 0 0 0 002-1530 237 6th Ave 530 09/30/2011 09/30/2011 0 10/18/2011 18 12/07/2011 49 67 0 0 0 0 002-1518 237 6th Ave 518 10/20/2011 10/20/2011 0 12/08/2011 49 12/22/2011 13 62 0 0 0 0 002-1320 237 6th Ave 320 10/20/2011 10/20/2011 0 11/21/2011 32 12/14/2011 22 54 0 0 0 0 002-1330 237 6th Ave 330 10/26/2011 10/31/2011 4 12/14/2011 45 12/16/2011 1 50 0 0 0 0 002-1317 237 6th Ave 317 11/08/2011 11/08/2011 0 12/01/2011 23 12/08/2011 6 29 0 0 0 0 Total Units: 61 28 2543 3011 5582 -132 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 3 Time: 15:57:49 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2011 and 12/31/2011 Element # - Description V12400 - Total number of turnaround days: 5582 V12500 - Total number of vacancy days exempted for Capital Funds: -132 V12600 - Total number of vacancy days exempted for other reasons: 0 V12700 - Total number of vacant units turned around: 61 V12800 - Average number of days units were in down time: 0.46 V12900 - Average number of days units were in make-ready: 43.85 V13000 - Average number of days units were in lease-up: 49.36 V13100 - Average unit turnaround days: 93.67 Date: 05/20/2013 City of Manistee Housing Commission Page: 1 Time: 15:55:08 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2012 and 02/24/2012 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 003-1707 1707 Vine Street 10/06/2011 10/07/2011 0 11/01/2011 26 01/18/2012 77 103 0 0 0 0 002-1419 237 6th Ave 419 10/25/2011 10/31/2011 5 01/12/2012 74 01/20/2012 7 86 0 0 0 0 002-1121 237 6th Ave 121 10/26/2011 10/26/2011 0 11/30/2011 35 01/17/2012 47 82 0 0 0 0 002-1226 237 6th Ave 226 10/31/2011 10/31/2011 0 01/19/2012 80 01/20/2012 0 80 0 0 0 0 002-0205 273 6th Ave 205 11/11/2011 11/11/2011 0 01/29/2012 79 01/30/2012 0 79 0 0 0 0 002-0510 273 6th Ave 510 11/21/2011 11/21/2011 0 01/25/2012 65 01/31/2012 5 70 0 0 0 0 002-1101 237 6th Ave 101 11/21/2011 11/21/2011 0 02/06/2012 77 02/20/2012 13 90 0 0 0 0 002-1221 237 6th Ave 221 11/28/2011 11/28/2011 0 02/08/2012 72 02/09/2012 0 72 0 0 0 0 002-0308 273 6th Ave 308 11/30/2011 11/30/2011 0 02/01/2012 63 02/02/2012 0 63 0 0 0 0 001-0036 300 12th St 12/01/2011 12/01/2011 0 02/13/2012 74 02/16/2012 2 76 0 0 0 0 002-1215 237 6th Ave 215 12/07/2011 12/08/2011 0 02/14/2012 69 02/16/2012 1 70 0 0 0 0 002-1117 237 6th Ave 117 12/15/2011 12/16/2011 0 02/15/2012 62 02/21/2012 5 67 0 0 0 0 002-0201 273 6th Ave 201 01/03/2012 01/04/2012 0 02/17/2012 45 02/22/2012 4 49 0 0 0 0 Total Units: 13 5 821 161 987 0 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 2 Time: 15:55:08 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2012 and 02/24/2012 Element # - Description V12400 - Total number of turnaround days: 987 V12500 - Total number of vacancy days exempted for Capital Funds: 0 V12600 - Total number of vacancy days exempted for other reasons: 0 V12700 - Total number of vacant units turned around: 13 V12800 - Average number of days units were in down time: 0.38 V12900 - Average number of days units were in make-ready: 63.15 V13000 - Average number of days units were in lease-up: 12.38 V13100 - Average unit turnaround days: 75.91 Date: 05/20/2013 City of Manistee Housing Commission Page: 1 Time: 15:52:01 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2012 and 12/31/2012 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 003-1707 1707 Vine Street 10/06/2011 10/07/2011 0 11/01/2011 26 01/18/2012 77 103 0 0 0 0 002-1419 237 6th Ave 419 10/25/2011 10/31/2011 5 01/12/2012 74 01/20/2012 7 86 0 0 0 0 002-1121 237 6th Ave 121 10/26/2011 10/26/2011 0 11/30/2011 35 01/17/2012 47 82 0 0 0 0 002-1226 237 6th Ave 226 10/31/2011 10/31/2011 0 01/19/2012 80 01/20/2012 0 80 0 0 0 0 002-0205 273 6th Ave 205 11/11/2011 11/11/2011 0 01/29/2012 79 01/30/2012 0 79 0 0 0 0 002-0510 273 6th Ave 510 11/21/2011 11/21/2011 0 01/25/2012 65 01/31/2012 5 70 0 0 0 0 002-1101 237 6th Ave 101 11/21/2011 11/21/2011 0 02/06/2012 77 02/20/2012 13 90 0 0 0 0 002-1221 237 6th Ave 221 11/28/2011 11/28/2011 0 02/08/2012 72 02/09/2012 0 72 0 0 0 0 002-0308 273 6th Ave 308 11/30/2011 11/30/2011 0 02/01/2012 63 02/02/2012 0 63 0 0 0 0 001-0036 300 12th St 12/01/2011 12/01/2011 0 02/13/2012 74 02/16/2012 2 76 0 0 0 0 002-1215 237 6th Ave 215 12/07/2011 12/08/2011 0 02/14/2012 69 02/16/2012 1 70 0 0 0 0 002-1117 237 6th Ave 117 12/15/2011 12/16/2011 0 02/15/2012 62 02/21/2012 5 67 0 0 0 0 002-0201 273 6th Ave 201 01/03/2012 01/04/2012 0 02/17/2012 45 02/22/2012 4 49 0 0 0 0 001-0016 1717 Vine St 01/16/2012 01/17/2012 0 01/18/2012 2 02/28/2012 40 42 0 0 0 0 001-0024 1709 Vine St 01/17/2012 01/18/2012 0 02/28/2012 42 03/15/2012 15 57 0 0 0 0 002-1218 237 6th Ave 218 01/24/2012 01/24/2012 0 03/01/2012 37 03/05/2012 3 40 0 0 0 0 002-0409 273 6th Ave 409 01/29/2012 01/30/2012 0 02/20/2012 22 03/02/2012 10 32 0 0 0 0 002-1508 237 6th Ave 508 02/01/2012 02/01/2012 0 03/08/2012 36 03/13/2012 4 40 0 0 0 0 002-1230 237 6th Ave 230 02/02/2012 02/02/2012 0 03/06/2012 33 03/12/2012 5 38 0 0 0 0 001-0031 306 1/2 12th St 02/13/2012 02/13/2012 0 03/15/2012 31 03/20/2012 4 35 0 0 0 0 002-1412 237 6th Ave 412 02/27/2012 02/29/2012 1 03/06/2012 7 03/19/2012 12 20 0 0 0 0 002-1523 237 6th Ave 523 02/28/2012 02/28/2012 0 03/01/2012 2 03/08/2012 6 8 0 0 0 0 002-1319 237 6th Ave 319 03/18/2012 03/20/2012 1 03/28/2012 9 03/29/2012 0 10 0 0 0 0 002-1419 237 6th Ave 419 03/19/2012 03/19/2012 0 03/21/2012 2 03/22/2012 0 2 0 0 0 0 003-1708 1707 1/2 Vine Street 03/19/2012 03/19/2012 0 03/26/2012 7 04/02/2012 6 13 0 0 0 0 001-0011 101 1/2 Holly Ct 03/26/2012 03/28/2012 1 03/30/2012 3 04/02/2012 2 6 0 0 0 0 002-0210 273 6th Ave 210 04/02/2012 04/02/2012 0 04/03/2012 1 04/04/2012 0 1 0 0 0 0 002-1129 237 6th Ave 129 04/02/2012 04/03/2012 0 04/10/2012 8 04/12/2012 1 9 0 0 0 0 001-0006 306 12th St 04/03/2012 04/04/2012 0 04/13/2012 10 04/17/2012 3 13 0 0 0 0 002-1123 237 6th Ave 123 04/09/2012 04/09/2012 0 04/18/2012 9 04/19/2012 0 9 0 0 0 0 002-1403 237 6th Ave 403 04/09/2012 04/09/2012 0 04/24/2012 15 05/03/2012 8 23 0 0 0 0 002-1228 237 6th Ave 228 04/18/2012 04/18/2012 0 04/27/2012 9 05/03/2012 5 14 0 0 0 0 002-1203 237 6th Ave 203 05/02/2012 05/02/2012 0 05/07/2012 5 05/14/2012 6 11 0 0 0 0 002-1101 237 6th Ave 101 05/10/2012 05/10/2012 0 05/11/2012 1 05/16/2012 4 5 0 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 2 Time: 15:52:01 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2012 and 12/31/2012 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 002-1525 237 6th Ave 525 05/30/2012 05/30/2012 0 06/05/2012 6 06/07/2012 1 7 0 0 0 0 001-0040 327 1/2 6th Stret 05/30/2012 05/30/2012 0 06/04/2012 5 06/07/2012 2 7 0 0 0 0 002-1320 237 6th Ave 320 05/31/2012 05/31/2012 0 06/07/2012 7 06/14/2012 6 13 0 0 0 0 002-1301 237 6th Ave 301 06/06/2012 06/08/2012 1 06/12/2012 5 06/13/2012 0 6 0 0 0 0 002-1303 237 6th Ave 303 06/11/2012 06/11/2012 0 06/03/2012 -8 06/20/2012 16 8 -8 0 0 0 001-0021 102 Holly Ct 06/13/2012 06/13/2012 0 06/25/2012 12 06/27/2012 1 13 0 0 0 0 002-1023 237 6th Ave 23 07/02/2012 07/02/2012 0 07/09/2012 7 07/10/2012 0 7 0 0 0 0 002-1217 237 6th Ave 217 07/06/2012 07/06/2012 0 07/23/2012 16 07/23/2012 0 16 0 0 0 0 001-0004 1713 Vine St 07/16/2012 07/17/2012 0 08/02/2012 17 08/03/2012 0 17 0 0 0 0 002-1027 237 6th Ave 27 07/17/2012 07/17/2012 0 07/25/2012 8 08/05/2012 10 18 0 0 0 0 002-1126 237 6th Ave 126 08/02/2012 08/02/2012 0 08/10/2012 7 08/10/2012 0 7 0 0 0 0 002-1108 237 6th Ave 108 08/04/2012 08/06/2012 1 08/13/2012 8 08/24/2012 10 19 0 0 0 0 002-1216 237 6th Ave 216 08/13/2012 08/13/2012 0 08/24/2012 11 08/28/2012 3 14 0 0 0 0 002-1427 237 6th Ave 427 08/14/2012 08/14/2012 0 08/16/2012 2 08/17/2012 0 2 0 0 0 0 002-1303 237 6th Ave 303 08/14/2012 08/14/2012 0 08/16/2012 2 08/24/2012 7 9 0 0 0 0 002-1203 237 6th Ave 203 08/16/2012 08/16/2012 0 08/24/2012 8 09/04/2012 10 18 0 0 0 0 002-1327 237 6th Ave 327 08/20/2012 08/24/2012 3 08/29/2012 6 08/30/2012 0 9 0 0 0 0 001-0015 1711 Vine St 08/23/2012 08/31/2012 7 09/10/2012 11 09/14/2012 3 21 0 0 0 0 002-1421 237 6th Ave 421 08/31/2012 09/04/2012 3 09/13/2012 10 09/17/2012 3 16 0 0 0 0 002-1230 237 6th Ave 230 09/03/2012 09/05/2012 1 09/19/2012 14 09/19/2012 0 15 0 0 0 0 001-0011 101 1/2 Holly Ct 09/04/2012 09/05/2012 0 09/14/2012 10 09/18/2012 3 13 0 0 0 0 001-0018 108 Holly Ct 09/12/2012 09/12/2012 0 09/26/2012 14 09/28/2012 1 15 0 0 0 0 002-1430 237 6th Ave 430 09/17/2012 09/19/2012 1 09/26/2012 8 10/01/2012 4 13 0 0 0 0 002-1121 237 6th Ave 121 09/18/2012 09/18/2012 0 09/24/2012 6 09/26/2012 1 7 0 0 0 0 002-1101 237 6th Ave 101 09/26/2012 09/27/2012 0 10/02/2012 6 10/05/2012 2 8 0 0 0 0 002-1130 237 6th Ave 130 10/01/2012 10/02/2012 0 10/08/2012 7 10/10/2012 1 8 0 0 0 0 002-0302 273 6th Ave 302 10/08/2012 10/08/2012 0 10/12/2012 4 10/17/2012 4 8 0 0 0 0 002-1215 237 6th Ave 215 10/09/2012 10/09/2012 0 10/11/2012 2 10/15/2012 3 5 0 0 0 0 002-1103 237 6th Ave 103 10/09/2012 10/09/2012 0 10/16/2012 7 10/18/2012 1 8 0 0 0 0 002-0310 273 6th Ave 310 10/17/2012 10/17/2012 0 10/24/2012 7 10/25/2012 0 7 0 0 0 0 002-1517 237 6th Ave 517 10/24/2012 10/24/2012 0 10/31/2012 7 11/05/2012 4 11 0 0 0 0 002-0409 273 6th Ave 409 10/25/2012 10/26/2012 0 11/02/2012 8 11/07/2012 4 12 0 0 0 0 002-1217 237 6th Ave 217 10/30/2012 10/30/2012 0 11/01/2012 2 11/02/2012 0 2 0 0 0 0 002-1127 237 6th Ave 127 10/31/2012 10/31/2012 0 11/09/2012 9 11/14/2012 4 13 0 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 3 Time: 15:52:01 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2012 and 12/31/2012 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 002-1427 237 6th Ave 427 11/04/2012 11/05/2012 0 11/08/2012 4 11/12/2012 3 7 0 0 0 0 002-1123 237 6th Ave 123 11/07/2012 11/08/2012 0 11/13/2012 6 11/15/2012 1 7 0 0 0 0 001-0020 302 1/2 12th St 11/19/2012 11/19/2012 0 11/30/2012 11 12/03/2012 2 13 0 0 0 0 002-0411 273 6th Ave 411 11/29/2012 11/29/2012 0 11/30/2012 0 11/30/2012 0 0 0 0 0 0 002-1319 237 6th Ave 319 12/02/2012 12/04/2012 1 12/05/2012 2 12/10/2012 4 7 0 0 0 0 002-1416 237 6th Ave 416 12/03/2012 12/03/2012 0 12/03/2012 0 12/05/2012 1 1 0 0 0 0 002-1501 237 6th Ave 501 12/03/2012 12/03/2012 0 12/03/2012 0 12/05/2012 1 1 0 0 0 0 002-1126 237 6th Ave 126 12/14/2012 12/14/2012 0 12/14/2012 0 12/17/2012 2 2 0 0 0 0 002-1423 237 6th Ave 423 12/20/2012 12/20/2012 0 12/28/2012 7 12/28/2012 0 7 0 0 0 0 Total Units: 77 26 1393 413 1832 -8 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 4 Time: 15:52:01 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2012 and 12/31/2012 Element # - Description V12400 - Total number of turnaround days: 1832 V12500 - Total number of vacancy days exempted for Capital Funds: -8 V12600 - Total number of vacancy days exempted for other reasons: 0 V12700 - Total number of vacant units turned around: 77 V12800 - Average number of days units were in down time: 0.34 V12900 - Average number of days units were in make-ready: 18.19 V13000 - Average number of days units were in lease-up: 5.36 V13100 - Average unit turnaround days: 23.89 Date: 05/20/2013 City of Manistee Housing Commission Page: 1 Time: 15:59:17 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2013 and 12/31/2013 Exempt Days Other Issued to Down-Time Maintenance Make-Ready Re- Lease-Up Vacancy Capital Down Make Lease Prj-Unit Street Apt # Vacated Maintenance Days Completed Days Occupied Days Days Funds Time Ready Up 001-0015 1711 Vine St 12/31/2012 12/31/2012 0 01/03/2013 3 01/04/2013 0 3 0 0 0 0 002-0501 273 6th Ave 501 01/02/2013 01/03/2013 0 01/04/2013 2 01/11/2013 6 8 0 0 0 0 002-1528 237 6th Ave 528 01/08/2013 01/08/2013 0 01/10/2013 2 01/14/2013 3 5 0 0 0 0 002-1303 237 6th Ave 303 01/10/2013 01/11/2013 0 01/14/2013 4 01/16/2013 1 5 0 0 0 0 002-0204 273 6th Ave 204 01/10/2013 01/10/2013 0 01/16/2013 6 01/17/2013 0 6 0 0 0 0 002-1530 237 6th Ave 530 01/22/2013 01/22/2013 0 01/24/2013 1 01/24/2013 0 1 0 0 0 0 002-1324 237 6th Ave 324 01/22/2013 01/22/2013 0 01/31/2013 9 02/04/2013 3 12 0 0 0 0 002-1523 237 6th Ave 523 01/29/2013 01/29/2013 0 02/07/2013 9 02/11/2013 3 12 0 0 0 0 002-1125 237 6th Ave 125 01/29/2013 01/29/2013 0 02/06/2013 8 02/08/2013 1 9 0 0 0 0 002-1508 237 6th Ave 508 01/31/2013 02/04/2013 3 02/05/2013 1 02/05/2013 0 4 0 0 0 0 002-0206 273 6th Ave 206 02/28/2013 02/28/2013 0 03/05/2013 5 03/07/2013 1 6 0 0 0 0 002-1518 237 6th Ave 518 03/04/2013 03/04/2013 0 03/06/2013 2 03/12/2013 5 7 0 0 0 0 003-1708 1707 1/2 Vine Street 03/04/2013 03/04/2013 0 03/11/2013 7 03/14/2013 2 9 0 0 0 0 001-0013 106 Holly Ct 03/04/2013 / / 0 / / 48 04/22/2013 0 48 0 0 0 0 002-1225 237 6th Ave 225 03/07/2013 03/07/2013 0 03/07/2013 0 03/08/2013 0 0 0 0 0 0 002-1129 237 6th Ave 129 03/11/2013 03/11/2013 0 03/11/2013 0 03/15/2013 3 3 0 0 0 0 002-1123 237 6th Ave 123 03/12/2013 03/12/2013 0 03/13/2013 0 03/13/2013 0 0 0 0 0 0 002-1419 237 6th Ave 419 03/21/2013 03/21/2013 0 03/25/2013 4 04/01/2013 6 10 0 0 0 0 002-1228 237 6th Ave 228 03/31/2013 04/01/2013 0 04/02/2013 2 04/03/2013 0 2 0 0 0 0 001-0033 105 Holly Ct 04/02/2013 / / 0 / / 51 05/24/2013 0 51 0 0 0 0 002-1108 237 6th Ave 108 04/21/2013 04/24/2013 2 04/29/2013 6 05/02/2013 2 10 0 0 0 0 002-1515 237 6th Ave 515 04/22/2013 04/22/2013 0 04/25/2013 3 04/26/2013 0 3 0 0 0 0 002-1517 237 6th Ave 517 04/30/2013 04/30/2013 0 04/30/2013 0 05/06/2013 5 5 0 0 0 0 002-1019 237 6th Ave 19 04/30/2013 05/01/2013 0 05/03/2013 3 05/08/2013 4 7 0 0 0 0 002-1027 237 6th Ave 27 05/01/2013 05/02/2013 0 05/06/2013 5 05/07/2013 0 5 0 0 0 0 002-1017 237 6th Ave 17 05/02/2013 05/02/2013 0 05/07/2013 5 05/08/2013 0 5 0 0 0 0 002-1130 237 6th Ave 130 05/05/2013 05/09/2013 3 / / 4 05/13/2013 0 7 0 0 0 0 002-1317 237 6th Ave 317 05/13/2013 / / 0 / / 3 05/17/2013 0 3 0 0 0 0 002-1101 237 6th Ave 101 05/13/2013 / / 0 / / 8 05/22/2013 0 8 0 0 0 0 Total Units: 29 8 201 45 254 0 0 0 0 Date: 05/20/2013 City of Manistee Housing Commission Page: 2 Time: 15:59:17 PHAS - Vacant Unit Turnaround Time Public Housing for Units Re-Occupied between: 01/01/2013 and 12/31/2013 Element # - Description V12400 - Total number of turnaround days: 254 V12500 - Total number of vacancy days exempted for Capital Funds: 0 V12600 - Total number of vacancy days exempted for other reasons: 0 V12700 - Total number of vacant units turned around: 29 V12800 - Average number of days units were in down time: 0.28 V12900 - Average number of days units were in make-ready: 6.93 V13000 - Average number of days units were in lease-up: 1.55 V13100 - Average unit turnaround days: 8.76  City of Manistee Housing Commission Action Plan Progress Report Report Date: 05-28-2013 Reporting Month: May 2013 Report Number: 03 Area: Other Action Plan Item Number: 04 Status: Completed 05-28-2013 Record of Progress Description Supporting Documentation Minimize staff’s time completing a lease-in to complete other assigned The Board of Commissioners, by the authorized signatures below, duties. declares the following:  Housing Commission staff will continue to spend the time required to review the Housing Commission lease and policies with new residents at the time of lease-in  The Housing Commission has been advised by Counsel that requiring new residents to watch a video review of the Housing Commission lease and policies, including signing that they have watched the video, may not be sufficient if eviction is required.  Based upon the o Housing Commission’s compliance with Public Housing program management, and that o Public Housing utilization of units record meeting the HUD required minimum of 98%, the Board of Commissioners determines that the creation of a lease-in video does not increase the Housing Commission’s ability to meet Public Housing program compliance and occupancy goals. The Board of Commissioners, by adoption of Resolution 2013-05 and the authorized signatures on this form, states that Action Plan Area Other Item Number 4 is completed. Page 1 of 2 I, Dale Priester, President of the Board of Commissioners, attest that the information in this report, including all attached documents, are a true and correct representation of the City of Manistee Housing Commission’s Recovery Agreement Process. May 28, 2013 Signature Date I, Clinton McKinven-Copus, Executive Director of City of Manistee Housing Commission, attest that the information in this report, including all attached documents, are a true and correct representation of the City of Manistee Housing Commission’s Recovery Agreement Process. May 28, 2013 Signature Date Page 2 of 2