Housing Commission

CITY OF MANISTEE HOUSING COMMISSION Tuesday, August 9, 2016 Community Room - Harborview 4:00 PM AGENDA 1. Call to Order/Roll Call 2. Amendments to Agenda 3. Work Session Item[s] a. Presentation of the 2017 Proposed Operating Budget of the Public Housing Program 1) Staff Presentation 2) Commissioner Review and Discussion 3) Budget Proposals 2 b. Presentation of the 2017 Proposed Domestic Violence Grant Budget 1) Staff Presentation 2) Commissioner Review and Discussion 3) Budget Proposals 12 4. Motion to Adjourn 1  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly Operating Income Rental Income 3110-Dwelling Rental $600,000 $50,000 $530,000 $44,167 3120-Excess Utilities $10,000 $833 $10,000 $833 Total Rental Income $610,000 $50,833 $540,000 $45,000 Revenues-HUD PHA Grants 3401.1-Operating Grants 3401.2-Operating Subsidy Total HUD PHA Grants $40,000 $412,000 $452,000 $3,333 $34,333 $37,667 T $40,000 $490,000 $530,000 $3,333 $40,833 $44,167 Nonrental Income 3610-Interest Income-Gen. Fund. 2 3689-Tenant Income-Cable TV 3690-Tenant Income 3690.1-Non-Tenant Income RAF $1,140 $56,400 $30,000 $5,500 $95 $4,700 $2,500 $458 $1,140 $60,915 $30,000 $3,000 $95 $5,076 $2,500 $250 3690.4-Laundry Income $11,040 $920 $10,200 $850 3690.6-Fraud Recovery Revenue $2,400 $200 $1,700 $142 3690.9-Management Fee (DVG) $9,000 $750 $10,000 $833 Total Nonrental Income Total Operating Income D $115,480 $1,177,480 $9,623 $98,123 $116,955 $1,186,955 $9,746 $98,913 T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly Operating Expenses Routine Expenses Administration 4110-Administrative Salaries $154,965 $12,914 $161,909 $13,492 4130-Legal Expenses 4140-Staff Training 4150-Travel Expenses $20,400 $5,000 $2,000 $1,700 $417 $167 T $24,000 $5,000 $2,000 $2,000 $417 $167 4170-Accounting Fees 4171-Auditing 4182-Employee Benefits-Admin 3 4185-Telephone 4190.1-Publications 4190.2-Membership Dues and Fees R $9,500 $8,700 AF $68,898 $19,200 $1,400 $1,670 $792 $725 $5,742 $1,600 $117 $139 $9,500 $8,500 $78,580 $19,200 $1,400 $4,500 $792 $708 $6,548 $1,600 $117 $375 4190.3-Admin Service Contracts $28,460 $2,372 $33,500 $2,792 4190.4-Office Supplies $9,600 $800 $9,600 $800 4190.5-Other Sundry-Misc $15,000 $1,250 $15,000 $1,250 Total Administration Tenant Services D $344,793 $28,733 $372,689 $31,057 4220-Rec., Pub., & Other Services $5,200 $433 $5,200 $433 4221- Resident Employee Stipends $10,800 $900 $10,800 $900 4230-Contract Costs: Cable & Other $56,400 $4,700 $60,915 $5,076 Total Tenant Services $72,400 $6,033 $76,915 $6,410 Utilities T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly 4310-Water & Sewer $42,800 $3,567 $57,800 $4,817 4320-Electricity $108,000 $9,000 $92,000 $7,667 4330-Gas $28,800 $2,400 $25,800 $2,150 Total Utilities $179,600 $14,967 $175,600 $14,633 T 4 RAF D T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly Ordinary Maint. & Operation 4410-Labor, Maintenance $103,660 $8,638 $97,693 $8,141 4420-Materials $54,000 $4,500 $54,000 $4,500 4430.02-Heating & Cooling Contracts $18,000 $1,500 $18,000 $1,500 4430.03-Snow Removal Maintenance $10,000 $833 $2,500 $208 4430.04-Elevator Contracts $15,000 $1,250 $7,000 $583 4430.05-Landscape & Grounds Maintenance $1,500 $125 $1,500 $125 4430.06-Unit Turnaround Contracts 4430.07-Electrical Contracts 4430.08-Plumbing Contracts $30,000 $7,000 $7,000 $2,500 $583 $583 T $19,000 $5,600 $8,400 $1,583 $467 $700 4430.09-Extermination Contracts 4430.11-Routine Maintenance Contracts 4430.12-Miscellaneous Contracts 5 4431-Garbage Removal 4433-Employee Benefits-Maintenance 4440-Staff Training-Maintenance R $5,000 $7,000 AF $11,000 $16,000 $68,210 $2,000 $417 $583 $917 $1,333 $5,684 $167 $6,000 $7,000 $11,000 $16,800 $69,492 $2,000 $500 $583 $917 $1,400 $5,791 $167 4441-Staff Travel-Maintenance $2,000 $167 $2,000 $167 Total Ordinary Maintenance & Operations $357,370 $29,781 $327,985 $27,332 Protective Services 4480-Security Contract Costs Total Protective Services D $3,500 $3,500 $292 $292 $3,500 $3,500 $292 $292 General Expense 4510-Insurance $77,000 $6,417 $81,000 $6,750 4520-Payment in Lieu of Taxes $39,500 $3,292 $39,480 $3,290 4550-Compensated Absences $5,500 $458 $5,500 $458 4570-Collection Losses $12,000 $1,000 $30,000 $2,500 4580-Interest Expense EPC $73,378 $6,115 $71,567 $5,964 4950-Other General Expense $0 $0 $0 $0 T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly Total General Expenses $207,378 $17,282 $227,547 $18,962 Total Routine Expense $1,165,041 $97,087 $1,184,236 $98,686 T 6 RAF D T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly Non-Routine Expenses Extraordinary Maintenance $0 $0 $0 $0 Total Extraordinary Maintenance $0 $0 $0 $0 Casualty Losses-Not Cap. 4620.2 Casualty Losses-Materials $0 $0 $0 $0 4620.3 Casualty Losses-Contract Costs $0 $0 $0 $0 4620.4 Insurance Proceeds Total Casualty Losses $0 $0 $0 $0 T $0 $0 $0 $0 Total Non-Routine Expenses 7 Total Operating Expenses Operating Income (Loss) R$0 AF $1,165,041 $12,439 $0 $97,087 $1,037 $0 $1,184,236 $2,719 $0 $98,686 $227 Depreciation Expenses 4800-Depreciation-Current Year Total Depreciation Expense Surplus Credits & Charges D $0 $0 $0 $0 $0 $0 $0 $0 6010-Prior Year Adj.-Affecting RR $0 $0 $0 $0 Total Surplus Credits & Charges $0 $0 $0 $0 Capital Expenditures 7510-Principal Payments-EPC $25,892 $2,158 $31,245 $2,604 7520-Replacement of Equipment $5,000 $417 $5,000 $417 7540-Betterments and Additions $0 $0 $0 $0 7590-Operating Expenditures-Contra ($30,892) ($2,574) ($36,245) ($3,020) T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16  FY 2016 Proposed Budget FY 2017 Proposed Budget as prepared by Financial Analyst - based on 17 months. 2016 2016 2017 2017 Total Units: 214 Annual Monthly Annual Monthly Total Capital Expenditures $0 $0 $0 $0 HUD Net Income (Loss) ($18,453) ($1,538) ($33,526) ($2,794) GAAP Net Income (Loss) $12,439 $1,037 $2,719 $227 T 8 RAF D T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16 PHA Board Resolution U.S. Department of Housing OMB Approval No. 2577-0026 Approving Operating Budget and Urban Development (exp 04/30/16) Office of Public and Indian Housing - Real Estate Assessment Center (PIH-REAC) Public reporting burden for this collection of information is estimated to average 10 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB control number. This information is required by Section 6(c)(4) of the U.S. Housing Act of 1937. The information is the operating budget for the low-income public housing program and provides a summary of proposed/budgeted receipts and expenditures, approval of budgeted receipts and expenditures, and justification of certain specified amounts. HUD reviews the information to determine if the operating plan adopted by the public housing agency (PHA) and the amounts are reasonable, and that the PHA is in compliance with procedures prescribed by HUD. Responses are required to obtain benefits. This information does not lend itself to confidentiality. PHA Name: Manistee Housing Commission PHA Code: MI078 PHA Fiscal Year Beginning: 1/1/2017 Board Resolution Number: Acting on behalf of the Board of commissioners of the above-named PHA as its Chairman, I make the following certifications and agreement to the Department of Housing and Urban Development (HUD) regarding the Board's approval of (check one or more as applicable): X Operating Budget approved by Board resolution on: T Date AF Operating Budget submitted to HUD, if applicable, on: Operating Budget revision approved by Board resolution on: Operating Budget revision submitted to HUD, if applicable, on: I certify on behalf of the above-named PHA that: 1. 2. R All regulatory and statutory requirements have been met; The PHA has sufficient operating reserves to meet the working capital needs of its developments; 3. 4. 5. D Proposed budget expenditure are necessary in the efficient and economical operation of the housing for the purpose of serving low-income residents; The budget indicates a source of funds adequate to cover all proposed expenditures; The PHA will comply with the wage rate requirement under 24 CFR 968.110(c) and (f); and 6. The PHA will comply with the requirements for access to records and audits under 24 CFR 968.110(I) I hereby certify that all the information stated within, as well as any information provided in the accompaniment herewith, if applicable, is true and accurate. Warning: HUD will prosecute false claims and statements. Conviction may result in criminal and/or civil penalties (18 U.S.C. 1001, 1010, 1012.31, U.S.C. 3729 and 3802) Print Board Chairperson's Name: Signature Date Previous edition is obsolete form HUD-52574 (04/2016) 9 Operating Budget Type of Submission Fiscal year ending No. of months (check one) Type of HUD assisted projects(s) X Original X 12 months 01 X PHA/IHA-Owned Rental Housing Revision No: 12/31/17 other (specify)_____ 02 IHA Owned Mutual Help Homeownership Name of Public Housing Agency/Indian Housing Authority (PHA/IHA) 03 PHA/IHA Leased Rental Housing Manistee Housing Commission 04 PHA/IHA Owned Turnkey III Homeownership Address (city, state, zip code) 05 PHA/IHA Leased Homeownership 237 Sixth Avenue Manistee, MI 49660 ACC Number PAS/LOCCS Project No. HUD Field Office C-3077 MI07800000116D Detroit, MI No. of Dwelling Units No. of Unit Months Available No. of Projects 214 2568 2 Estimates Actuals or Actual PHA Budget Estimates Last Fiscal 12/31/17 FDS Yr. Current Budget Line Acct. 2015 Year 2016 Amount No. No. Description DOLLARS DOLLARS PUM (to nearest $10) Operating Receipts 70300 3110 Net Tenant Revenue 562,868 600,000 206.39 530,000 70400 3120 Tenant Revenue-Other (Excess Utilities) 11,257 10,000 3.89 10,000 70500 Total Rental Income 574,125 610,000 210.28 540,000 70600 3401.1 HUD PHA Operating Grant-CFP Draw to Operations 111,627 40,000 15.58 40,000 70600 3401.2 HUD PHA Operating Grant-Operating Subsidy 450,761 412,000 190.81 490,000 70700 Total Fee Revenue 562,388 452,000 206.39 530,000 70750 3610 Interest on General Fund Investments 1,150 1,140 0.44 1,140 71500 70000 3190/3690 Other Revenue Operating Expenditures - Administration 91100 91200 Total 4110 4171 Revenue Administrative Salaries Auditing Fees T 99,398 1,237,061 182,458 8,500 114,340 1,177,480 154,965 8,700 45.10 462.21 63.05 3.31 115,815 1,186,955 161,909 8,500 91400 91500 91600 91700 91800 91810 91900 91000 4190.6 Tenant Services 4182 4190 4130 4150 4170 4172 Total Advertising and Marketing Employee Benefits-Admin Office Expenses Legal Expense Travel Other (Accounting Fees) Management Fee Operating-Administrative AF - 82,895 93,784 24,621 9,843 - 27 402,128 - 68,898 89,830 20,400 2,000 9,500 - 344,793 - 30.60 34.35 9.35 0.78 3.70 - 145.13 - 78,580 88,200 24,000 2,000 9,500 - 372,689 92100 92200 92300 92400 92500 Utilities 4220 4221 4230 Total R Rec., Publ, & Other Services Resident Employee Stipend Contract Costs - Cable & Other Tenant Services 3,952 10,300 56,264 - 70,516 5,200 10,800 56,400 - 72,400 2.02 4.21 23.72 - 29.95 5,200 10,800 60,915 - 76,915 93100 93200 93300 93400 93500 93600 93800 4310 4320 4340 4340 4350 4360 Total D Water Electricity Gas Fuel Labor Sewer Utilities Expense 53,665 93,633 30,771 - - 178,069 42,800 108,000 28,800 - - - 179,600 22.51 35.83 10.05 - - - 68.38 57,800 92,000 25,800 - - - 175,600 Page 2 of 3 10 Name of PHA/IHA Fiscal Year Ending Manistee Housing Commission 12/31/17 Estimates Actuals or Actual PHA Budget Estimates Last Fiscal 12/31/17 FDS Yr. Current Budget Line Acct. 2015 Year 2016 Amount No. No. Description DOLLARS DOLLARS PUM (to nearest $10) Ordinary Maintenance and Operation 94100 4410 Labor 97,898 103,660 38.04 97,693 94200 4420 Materials 50,327 54,000 21.03 54,000 94300 4430 Contract Costs 107,739 127,500 40.03 102,800 94500 4433 Employee Benefits - Maintenance 62,830 68,210 27.06 69,492 94500 4434 Employee Benefits-Retirees - - - - 4440 Staff Training - Maintenance 1,298 2,000 0.78 2,000 4441 Staff Travel - Maintenance 1,546 2,000 0.78 2,000 94000 Total Maintenance 321,638 357,370 127.72 327,985 Protective Services 95100 4460 Labor - - - - 95200 4462 Contract Costs - - - - 95300 4480 Other - 3,500 1.36 3,500 95500 4461 Employee Benefits-Protective Services - - - - 95000 Total Protective Services - 3,500 1.36 3,500 General Expense 96100 4510 Total Insurance Premiums 80,974 77,000 31.54 81,000 96300 4520 Payments in Lieu of Taxes 37,145 39,500 15.37 39,480 96200 4540 Employee Benefit Contribution 838 - - - 96210 4550 Compensated Absences 5,882 5,500 2.14 5,500 96400 96720 96000 96900 4570 4580 Total Total Bad Debt-Tenant Rents Interest on Notes Payable - EPC Other General Expenses Operating Expenses T 33,362 74,862 233,063 12,000 73,378 207,378 11.68 27.87 88.61 30,000 71,567 227,547 97000 97200 90000 11040 Excess Nonroutine Expenditures 97100 4610 4620 Total Prior Year Adjustments 6010 Extraordinary Maintenance Casualty Losses-Non Capitalized Expenses AF Operating Revenue over Operating Expenses Prior Year Adjust. Affecting Operating Reserve 1,205,414 31,647 1,205,914 - 500 (62,717) 1,165,041 12,439 - - 1,165,041 - 461.15 1.06 - - 461.15 - 1,184,236 2,719 - - 1,184,236 - Memo Expenditures 11020 11630 11640 11620 7510 7520 7540 7540 R Required Annual Principal Payments Furniture & Equipment-Dwelling Purchases Furniture & Equipment-Admin Purchases Building/Site Improvements 20,988 14,418 1,514 10,646 25,892 5,000 - - 12.17 1.95 - - 31,245 5,000 - - 10000 Net D Change in Operating Reserve Unrestricted Net Assets Provision for and Estimated or Actual Unrestricted Net Assets at Fiscal Year End Unrestricted Net Assets at End of Previous Fiscal Year-Actual for FYE (date) 46,298 (18,453) 12/31/2015 (13.06) PHA/IHA Estimates (33,526) 411,709 Change in Unrestricted Net Assets - Current Budget year (check one) Estimated for FYE 12/31/2016 Actual for FYE (18,453) Unrestricted Net Assets at End of Current Budget year (check one) Estimated for FYE 12/31/2016 Actual for FYE 393,256 Net Change in Unrestricted Net Assets-Requested Budget year Estimated for FYE 12/31/2017 (33,526) Unrestricted Net Assets at End of Requested Budget Year Estimated for FYE 12/31/2017 359,730 Page 3 of 3 11  FY 2017 Proposed Budget as prepared by bookkeeper - based on 12 months. 2017 2017 Total Units: 214 Annual Monthly Operating Income 3110-Dwelling Rental $18,030.00 $1,502.50 3690-Tenant Income $500.00 $41.67 Total Operating Income $18,530.00 $1,544.17 Total Operating Income $18,530.00 $1,544.17 Operating Expenses Administration 4150-Travel Expense $0.00 $0.00 4170-Accounting Fees $1,600.00 $133.33 4172-Management Fees $10,000.00 $833.33 4190.5-Other Sundry-Misc. $0.00 $0.00 Total Administration Ordinary Maint. & Operation T $11,600.00 $966.67 4420-Materials 4430.02-Heating & Cooling Contracts 4430.06-Unit Turnaround Contracts 4430.08-Plumbing Contracts Total Ordinary Maintenance & Operations AF $3,000.00 $0.00 $0.00 $0.00 $3,000.00 $250.00 $0.00 $0.00 $0.00 $250.00 General Expense 4950-Other General Expense Total General Expenses R $1,200.00 $1,200.00 $100.00 $100.00 D Depreciation Expenses 4800-Depreciation-Current Year Total Depreciation Expense $9,900.00 $9,900.00 $825.00 $825.00 Capital Expenditures Capital Expenditures $0.00 $0.00 Capital Expenditures-Contra $0.00 $0.00 Total Capital Expenditures $0.00 $0.00 Total Operating Expenses $25,700.00 $2,141.67 Net Income (Loss) $2,730.00 $227.50 T:\Budget Proposals\2017\!2017 Proposed Budget 3rd Draft 7-29-16 12