WRHA Board of Commissioners

AGENDA City of Williamsburg WRHA Board of Commissioners Monday, May 9, 2022 A meeting of the WRHA Board of Commissioners will be held Monday, May 9, 2022 in the Stryker Center, 412 N. Boundary Street commencing at 5:00 PM. Page 1. CALL TO ORDER 2. ROLL CALL 3. MATTER OF SPECIAL PRIVILEGE A. Consideration and Approval of a Remote Participation Request from 3 Commissioner Caleb Rogers for the May 9, 2022, WRHA Board of Commissioners Meeting - Andrew Trivette, City Manager 4. BOARD MINUTES A. February 7, 2022 4-8 5. OPEN FORUM 6. QUARTERLY REPORTS A. Quarterly Financial Report 1. Quarterly Financial Report 9 - 11 B. Quarterly Operating Report 1. Quarterly Operating Report 12 - 46 7. NEW BUSINESS A. Presentation of the WRHA Annual Financial Report 2021 - Aaron 47 Hawkins, Member at Robinson, Farmer, Cox Associates 8. OPEN FORUM 9. ADJOURNMENT *The Williamsburg Redevelopment and Housing Authority Board will meet at 5:00 p.m. or immediately following the conclusion of the Williamsburg City Council Work Session. The Williamsburg Redevelopment & Housing Authority Board of Commissioners invites public comment on any subject during "Open Forum." To speak, fill out a Speaker's Card (available at the door) and give it to the Clerk of Council. Please direct all comments to the Chair, limited to 5 minutes. Thank you.  WRHA Board of Commissioners Agenda Item Summary Prepared For Staff Contact Andrew Trivette, City Manager Agenda Item Wording Consideration and Approval of a Remote Participation Request from Commissioner Caleb Rogers for the May 9, 2022, WRHA Board of Commissioners Meeting - Andrew Trivette, City Manager Background Information Pursuant to the Code of Virginia Section 2.2-3708.2 and City Ordinance 19-15 Commissioner Caleb Rogers has requested to participate in the May 9, 2022 WRHA Board of Commissioners Meeting remotely. The Board must approve this request by majority vote prior to Mr. Rogers joining the meeting. Previous Relevant Action None. Staff Recommendation Approval of a remote participation request from Commissioner Caleb Rogers for the May 9, 2022 WRHA Board of Commissioners meeting.  MINUTES City of Williamsburg WRHA Board of Commissioners February 7, 2022 A meeting of the WRHA Board of Commissioners was held on February 7, 2022 at 5:00 in the Stryker Center, 412 N. Boundary Street. 1. CALL TO ORDER Mayor Douglas G. Pons called the meeting to order. 2. ROLL CALL The following members were present: Chairman Douglas G. Pons, Vice-Chairman W. Pat Dent, Barbara L. Ramsey, Edward "Ted" Maslin, Carol Breitfeller, and Vivian Prescott. Also present were City Manager Andrew Trivette, Assistant City Manager Michele Mixner DeWitt, City Attorney Christina Shelton, Executive Director Tyrone Franklin, and Commission Clerk Sandi L. Filicko. Staff Attending: Public Housing Administrator JaLauna Burton, Fiscal Agent Julie Phares, and Finance Director Barbara Dameron. 3. MATTERS OF SPECIAL PRIVILEGE A. Consideration and Approval of a Remote Participation Request from Commissioner Caleb Rogers for the February 7, 2022, WRHA Board of Commissioners Meeting - Andrew Trivette, City Manager Motion by Ramsey, seconded by Dent , to allow remote participation by Caleb Rogers 6-0-0 by roll call vote: Aye-Breitfeller, Ramsey, Pons, Dent, Maslin, Prescott Nay: Abstain: Recuse: Absent: Rogers Upon the approval of remote participation, Caleb Rogers joined the meeting. 4. BOARD MINUTES Page 1 of 5  A. November 8, 2021 Motion by Ramsey, seconded by Dent , move to approve the minutes of November 8, 2021 7-0-0 by roll call vote: Aye: Breitfeller, Rogers, Ramsey, Pons, Dent, Maslin, Prescott Nay: Abstain: Recuse: Absent: 5. OPEN FORUM None 6. QUARTERLY REPORTS A. QUARTERLY FINANCIAL REPORT 1. Presentation of the Quarterly Financial Report Quarterly Financial Report October 2021- December 2021 B. QUARTERLY OPERATING REPORT 1. Presentation of the Quarterly Operating Report Quarterly Operating Report October 2021 - December 2021 Ms. Burton updated Council on the process that she has been going through in order to get rent relief for tenants that are in arrears to try to avoid evictions. At the time of the meeting, there were 11 tenants delinquent. 7. NEW BUSINESS A. Consideration and approval of policy changes to the Williamsburg Redevelopment and Housing Authority's Admission & Continued Occupancy Policy (ACOP) Fair Market Rent HUD provides a proposed Fair Market Rent, annually. The Authority utilizes 80% of HUD’s annual proposed Fair Market Rent to calculate the Authority’s WRHA Board of Commissioners February 7, 2022 Page 2 of 5  annual Flat Rents. The 2022 Fair market Rents were increased from 2021; therefore, the Authority’s Flat Rent will need to be increased. Motion by Rogers, seconded by Ramsey, that the Williamsburg Redevelopment & Housing Authority Board of Commissioners approve the ACOP revisions 7-0-0 by roll call vote: Aye-Breitfeller, Rogers, Ramsey, Pons, Dent, Maslin, Prescott Nay: Abstain: Recuse: Absent: B. Discussion of Possible Next Steps in the Williamsburg Redevelopment and Housing Authority Merger with the City of Williamsburg The Williamsburg Redevelopment and Housing Authority began a merger process with the City of Williamsburg in February of 2013. Since that time the blended model has included the City Council comprising the majority of the WRHA Board for Directors, adding two citizen members to the board, and increasing the support provided by City departments, and additional funding for the Authority through the City's Capital Improvement Plan. Annually the Authority accepts funding from the United States Department of Housing and Urban Development (HUD). The acceptance of these funds requires meeting federal requirements for the operation of WRHA housing sites, board composition, and limit redevelopment/expansion opportunities. Should WRHA decide to stop accepting funds from HUD, a 10-year expiration clock begins running down at the end of which WRHA and the City will be released from federal operational requirements. This was the vision for a completed merger of the WRHA and the City and is the next step in the process. Staff will begin this discussion with the WRHA Board and accept direction on completing a review of funding needs and process for a full presentation at the WRHA Board meeting in February. This timeline provides an opportunity for WRHA action to inform the City's budget process for FY23. Motion by Ramsey, seconded by Rogers, the Williamsburg Redevelopment & Housing Authority Board of Commissioners directed Executive Director Tyrone Franklin to continue to not accept any more funding from HUD in FY23 to give City Council time to prepare to absorb the additional $700,000 that will be needed annually to be appropriated to the Williamsburg Redevelopment and Housing Authority to replace funds lost from HUD. 7-0-0 by roll call vote: Aye: Breitfeller, Rogers, Ramsey, Pons, Dent, Maslin, Prescott Nay: Abstain: Recuse: WRHA Board of Commissioners February 7, 2022 Page 3 of 5  Absent: C. Consideration and approval of Contract with Turnkey Technology to provide a web-based security camera system in WRHA communities in the amount of $150,000. On January 13, 2022, the Williamsburg City Council appropriated $250,000 of the American Rescue Plan Act revenue funds (ARPA) for the purchase of a web-based security system and installation of additional lighting in and around WRHA housing communities. This project will greatly improve security measures in our communities that will allow WRHA residents to feel safe. Attached is a Verkada information sheet that highlights the features of the security camera system and a price quote for installation from Turnkey Technology. For procurement, the Finance Department will be using the NCPA - National Cooperative Purchasing Alliance RFP. Other Virginia Housing Authorities have used this same vendor including the City of Newport News, Portsmouth, and Charlottesville to name a few. One added benefit will be that the Williamsburg Police Department can monitor our sites as well as WRHA staff. Motion by Ramsey, seconded by Rogers, that the Williamsburg Redevelopment & Housing Authority Board of Commissioners approve the contract with Turnkey Technology for the purchase and installation of a web-based camera security system in the amount of $150,000. 7-0-0 by roll call vote: Aye: Breitfeller, Rogers, Ramsey, Pons, Dent, Maslin, Prescott Nay: Abstain: Recuse: Absent: 8. UNFINISHED BUSINESS None 9. OPEN FORUM Mayor Pons opened the Open Forum portion of the meeting for comments on any topic. None 10. ADJOURNMENT WRHA Board of Commissioners February 7, 2022 Page 4 of 5 At 6:14 p.m., there being no additional business before Council, the Williamsburg Redevelopment and Housing Authority Board of Commissioners meeting of February 7, 2022, was adjourned. Motion by Ramsey, seconded by Breitfeller, move to adjourn 7-0-0 by roll call vote: Aye: Breitfeller, Rogers, Ramsey, Pons, Dent, Maslin, Prescott Nay: Abstain: Recuse: Absent: Douglas Pons, Chair Sandi Filicko, Clerk of Council WRHA Board of Commissioners February 7, 2022 Page 5 of 5  WRHA Board of Commissioners Agenda Item Summary Prepared For Staff Contact Tyrone Franklin, WRHA Executive Director Agenda Item Wording Quarterly Financial Report Background Information Quarterly Financial report January 2022- March 2022 Attachments Quarterly Financial Report January 2022- March 2022 FINANCIAL OVERVIEW Quarterly Financial Report January 2022 – March 2022 Rent revenues for the 2nd quarter came in at $110,503. This amount represents 51% of the annual projected rent revenues of $428,000. It appears that WRHA rent revenues are slowly recovering to pre- covid collections rates. The Other Income line item identified in the financial report includes revenue generated from the laundry service contract, debt set-off collections and work-orders paid by tenants. To date, the Authority has received $15,716 in revenue from this line item, which represents 46% of the budgeted amount of $34,440. The Authority has programmed $285,000 in Operating Funds to be received by HUD. During this quarter, we have received $154,883 or 54% of the projected amount. There has been no draw-down from HUD’s Capital Fund Program at this time. These funds are usually made available to WRHA during the 4th quarter. The total amount budgeted in this line item is $260,000. Total revenues generated during the 1st and 2nd quarter was $388,383 and the total amount of expenditures was $468,128. Expenses were over revenue by $79,745. During this reporting period, our checking accounts, deposits, and investments are doing well with a total amount of $1,121,285. Page 2 of 2 FINANCIAL OVERVIEW Quarterly Financial Report January 2022 – March 2022 Rent revenues for the 2nd quarter came in at $110,503. This amount represents 51% of the annual projected rent revenues of $428,000. It appears that WRHA rent revenues are slowly recovering to pre- covid collections rates. The Other Income line item identified in the financial report includes revenue generated from the laundry service contract, debt set-off collections and work-orders paid by tenants. To date, the Authority has received $15,716 in revenue from this line item, which represents 46% of the budgeted amount of $34,440. The Authority has programmed $285,000 in Operating Funds to be received by HUD. During this quarter, we have received $154,883 or 54% of the projected amount. There has been no draw-down from HUD’s Capital Fund Program at this time. These funds are usually made available to WRHA during the 4th quarter. The total amount budgeted in this line item is $260,000. Total revenues generated during the 1st and 2nd quarter was $388,383 and the total amount of expenditures was $468,128. Expenses were over revenue by $79,745. During this reporting period, our checking accounts, deposits, and investments are doing well with a total amount of $1,121,285.  WRHA Board of Commissioners Agenda Item Summary Prepared For Staff Contact Tyrone Franklin, WRHA Executive Director Agenda Item Wording Quarterly Operating Report Background Information Quarterly Operating Report January 2022- March 2022 Attachments Quarterly report 03-2022 updated 219 Before and after Blayton Classes - Laundry facilities  Williamsburg Redevelopment & Housing Authority QUARTERLY REPORT January 2022 – March 2022 1. OPERATING REPORT Turn arounds The Authority has turned two units during this quarter. One eviction due to nonpayment of rent and one eviction due to a Lease violation. All turnarounds have been completed internally by the maintenance staff with the assistance of the Resident Stipend workers. Painting and cleaning of these units were contracted to assist with time management. Maintenance installed all carpet jobs needed in the Blayton units. The maintenance team is now equipped to address all work orders within the time allotted. There are 17 units with outstanding balances totaling $17,881.47. The Authority will be filing unlawful detainers for all households with balances who have applications on file with Virginia Rent Relief for 45 days and older, beginning May 2, 2022. The Virginia Rent Relief program announced the closing of the application process on May 15, 2022, at 11:59 p.m., for new applications. Applicants who have submitted their application after April 21, 2022, will be processed on a first come, first-served basis. Anyone who has not applied as of May 15, 2022, will be responsible for their full balance owed to the Authority. The Authority will continue to work with residents, providing other resources to assist them with rental payments before moving forward with unlawful detainers. The Authority will be moving forward to collect unpaid balances within the extended covid rent mortarium which ends June 2022. Resident Stipend The Authority continues to work with two Resident Stipend volunteers. The volunteers assist with cleaning the Blayton building on Tuesdays and Fridays, small landscaping tasks on all sites and picking up trash daily. These residents are provided a 1099 and are treated as contractors to the Authority. The funds received under a resident service stipend are not included in annual income. A resident service stipend is a modest amount (not to exceed $200 per individual per month) received by a resident for performing a service for the PHA, on a part-time basis, that enhances the quality of life in the development [24 CFR 5.600(c)(8)(iv)]. Page 2 of 35 Work Force Housing All rental houses in the Work Force Housing program are fully occupied. Renovation activities have been initiated at 219 Longhill Road and will be leased by April 29, 2022. All plumbing leaks and work orders found in 219 Longhill Road has been completed by staff. Maintenance staff has also installed carpet in this unit which provided savings in the budget by avoiding contractors. Remediation of mold at 409 Oak Tree Road was performed throughout the air conditioning ducts and in the attic. The next phase for this property will involve renovation activities in preparation for occupancy. The Homebuyer Preparedness Program implemented by the Authority is an effective tool to assist employees in purchasing a new home. As per the Lease, tenants shall attend no less than four (4) classes offered by the Authority. Waiting List The Authority accepted online applications for the Public Housing Waiting List from 8:00 a.m. – 4:30 p.m. on March 8, 2022, and there were 1,488 entries received. Reasonable Accommodations were made during this time for applicants who stated they were disabled by making appointments prior to this date. The Authority is currently at 100% occupancy. BEDROOM SIZE BEFORE MARCH 8 AFTER MARCH 8 1 83 684 2 67 514 3 53 236 4 17 45 5 7 4 (6 BEDROOM-2) TOTAL 181 1,488 The Authority is working to receive verifications from all applicants. Those who have not submitted all required information by the April 8th deadline have been provided an additional 3- week extension to April 29th. This will be the final deadline. Applicants in noncompliance will become inactive and removed from the waiting list. A robust waiting list ensures we will be able to quickly fill a unit when one becomes available. Project updates Page 3 of 35 With the financial support of the City of Williamsburg, the Authority has initiated the installation of a new web-based security camera system in and around the Blayton Building and all family sites: Sylvia Brown Apartments, Katherine Circle, and Mimosa Wood Apartments. The installers are presently coordinating all electrical wiring and internet services necessary for the system. The web-based security system is cost effective and predictable. Some features include: • Person of interest: Profiles created for wanted persons (known drug dealers, people with warrants, criminals at large) The system will send alerts to officers when they are recognized on site • License plate of Interest: Alerts of vehicles with specified license plates • Motion alerts: Monitors areas by receiving notifications when motion is detected at pre- set tine frames. • People Analytics: Search for suspects based on description The Authority has applied for the Virginia Housing FY22 Public Housing Revitalization Grant for the construction of (3) laundry service facilities. The laundry facilities are to be located at the following family sites: Sylvia Brown Apartments, Katherine Circle, and Mimosa Wood Apartments. The facilities will address the needs of tenants who have faced hardships due to limited access to nearby laundromats. In addition, these amenities will also allow WRHA to attract renters from across various medium income categories. The cost for the development is approximately $228,612. Additionally, The Authority will also use a portion of the FY22 Public Housing Revitalization Grant for HVAC unit replacements located at the following family sites: Sylvia Brown Apartments, Katherine Circle Apartments and Mimosa Woods Apartments. Funding provided will allow the installation of several units that are energy efficient. The total amount of grant funding for this project is $70,568. Public Housing Quarterly Activities William and Mary students graciously volunteered their time to the Authority. They worked throughout the Blayton building property, completing small beautification projects. The volunteers were there every other Thursday, from 10am to 12 pm. The students also worked on the exterior of the Blayton building planting flowers on the front and on the side of the building. The Authority partnered with United Healthcare to provide a Healthy Happy Hour. The objective of the Healthy Happy Hour is to assist the elderly/disabled residents of the Blayton Building with Medicare Advantage plans to assure their medical needs are met without a financial burden. This event took place on April 20 and will continue June 29 and Sept. 28, 2022. Page 4 of 35 The Authority partnered with Jeter Solutions to provide a Homebuyer Preparedness Program for Work Force Housing tenants and Public Housing residents. Attendees learned about the home- buying process, how to prepare for home ownership, budgeting and what financing options are available for 1st time homebuyers. The Authority plans to offer additional classes on the following dates: April 8 – First Time Homebuyers Class May 4 – How Credit Works May 21 – NACA Workshop June 1 - TBA July 7 - TBA August 3 - TBA Sept 7 – TBA Personnel (employee training) JaLauna Burton and Tiara Murphy attended the online Rent Relief Training on 04/13/2022. JaLauna Burton attended the Virginia Residential Landlord Tenant Act webinar on 04/13/2022. Tyrone Franklin, JaLauna Burton and Tiara Murphy attended the 2022 VAHCDO Annual Conference and Scholarship Luncheon on April 20-22, 2022. NOTE: 1. Recurring activities include: a. 2nd Wednesdays Williamsburg Regional Library bookmobile- Blayton Building b. William and Mary volunteers- Blayton Building c. Monthly Homebuyer Preparedness Program- All residents Page 5 of 35  WORKFORCEHOUSING 219 LONGHILLROAD - BEFORE Page 6 of 35 Page 7 of 35 Page 8 of 35 Page 9 of 35  Workforce Housing 219 LONGHILLROAD AFTER — Page 10 of 35 I,Zl.121!1.w..4 49.14%. Page 11 of 35 JaLauna C. Burton, PHS Public Housing Page 12 of 35 Page 13 of 35 Page 14 of 35 .IaLauna C. Burton, PHS Public Housing Page 15 of 35 Page 16 of 35 Page 17 of 35 Page 18 of 35 Page 19 of 35 Page 20 of 35 JaLauna C. Burton, PHS Public Housing Page 21 of 35 Page 22 of 35 JaLauna C. Burton, PHS Public Housing Page 23 of 35 Page 24 of 35 Page 25 of 35 ,__=_\_.;___M__..§ .% . ____..__m__ E W__ % . W .._.__=__ EE .M_;_____‘_ 2 _..é-w—- Page 26 of 35  -‘ -I 5' \ 6 }. ‘fol , ‘/‘r. J ;r ./I",.‘¢' 7 ' -4 Mn» TV; ..'a;*‘ I F‘. _ -__--. [J - . 4,, \ 5 ' I "I .1 Page 27 of 35 ‘.8 ‘er 3;‘; Page 28 of 35 Page 29 of 35  ‘*3r.". ‘..,. -; -~.’a'' cl‘ Page 30 of 35  WILLIAMSBURG REDEVELOPMENT & HOUSING AUTHORITYHAS PARTNERED WITHJETERFINANC SOLUTIONSTO PROVIDEYOU WITH: E ____Z____._______.___________ A FREE FIRST TIME HOME-BUYER SEMINA Date: April 8, 2022 R Time: 5:00 pm.- 6:00 pm. Location: Stryker Center 412 N Boundary St, Williamsburg, VA 23185 Speaker: Undra Jeter, Jeter Finance \.J *1‘ a, W HOME YOU'LL LEAR The home—buying process and how if works... Wnaf financing opfions are available for isf Time home—buyers How To prepare for home ownership Budgefingand credii So much more Page 31 of 35 III First Time Home-BuyerSeminar April 8, 2022 Page 32 of 35  MENT& HOUSING AUTHORITYHAS PARTNEREDWITH JETERFINANCE SOLUTIONSTO PROVIDEYOU WITH: A FREESEMINAR: HOW Date : May 4, 2022 Time: 5:00 pm -6:00 pm Location: Stryker Center 412 N Boundary St, Williamsburg, VA 23185 Class room #127 Speaker: Undra ]eter,Jeter Finance TO RE ISTER FOR THE SEMINARPLEASECONTACT WILLIAMSBURG AND:HOUSIN REDEVELOPMENT AUTHORITY G YOU'LL LEARNABOUT: - UTILIZATIONOF CREDITCARDS 0 POSITIVEINQUIRESOF CREDIT 0 HOW TO MAKEYOUR CREDITWORK FOR YOU AND NOT AGAINST - BASIC FACTS OF YOUR CREDIT 0 POSITIVEVS. NEGATIVEEFFECTSOF YOUR CREDIT 0 HOW YOUR CREDITSCORE IS CREATED 0 HOW TO DISPUTEYOURCREDITSCORE Page 33 of 35 “+‘- 1 *r~»;.~ Page 34 of 35 LAUNDRY BUILDINGNEWWORK — ' AL :41 Page 35 of 35  WRHA Board of Commissioners Agenda Item Summary Prepared For Staff Contact Tyrone Franklin, WRHA Executive Director Agenda Item Wording Presentation of the WRHA Annual Financial Report 2021 - Aaron Hawkins, Member at Robinson, Farmer, Cox Associates Background Information Mr. Hawkins wil make a brief presentation regarding audit findings of FY2021. Staff Recommendation Staff recommends acceptance of the FY2021 Audit Report as presented.